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HomeMy WebLinkAbout062833-A3R1 - General - Contract - SRH Landscapes, LLCCSC No. 62833-A3R1 THIRD AMENDMENT AND FIRST RENEWAL OF CITY SECRETARY CONTRACT NO. 62833, A NON-EXCLUSIVE M NG AND GROUNDS MAINTENANCE SERVICES AGREEMENT FOR CITYWIDE GROUNDS MAINTENANCE BETWEEN THE CITY OF FORT WORTH AND SRH LANDSCAPES, LLC. This TffiRD AMENDMENT AND FIRST RENEWAL OF CITY SECRETARY CONTRACT NUMBER 62833 ("Third Amendment and First Renewal") is made and entered into by and between the CITY OF FORT WORTH ("City"), a home-rule municipal corporation of the State of Texas, acting by and through its duly authorized Assistant City Manager, and SRH LANDSCAPES, LLC. ("Contractor"), a Texas limited liability company acting by and through its duly authorized representative. WHEREAS, the City and Contractor entered into a non-exclusive mowing and grounds maintenance services agreement, City Secretary Contract Number 62833 ("Agreement") on February 10, 2025; WHEREAS, the Agreement provides for a primary term of one year, with five (5) subsequent one-year renewal options; WHEREAS, the parties exercised the first amendment ("First Amendment"), effective beginning on February 27, 2025; the Amendment to the Agreement increased the contract amounts based on M&C 25-0153; WHEREAS, the parties exercised the second amendment ("Second Amendment"), effective beginning on August 26, 2025; the Amendment to the Agreement increased the contract amount with the addition of Aviation funding; WHEREAS, the parties desire to exercise the first one-year renewal term (First Renewal Term"), effective beginning on February 10, 2026; WHEREAS, the Contractor desires to provide certain on-call mowing and grounds maintenance services far the City in accardance with the terms of the Agreement and this Third Amendment and First Renewal; and NOW, THEREFORE, in consideration of the mutual covenants and promises set forth herein and other good and valuable considerations, the sufficiency of which is hereby acknowledged, the City and Contractor agree to renew and amend the Agreement as follows: I. The City and Contractor hereby agree to renew the Agreement for the First Renewal Term, effective beginning on February 10, 2026, and expiring on February 9, 2027 ("Third Amendment and First Renewal"). II. Exhibit B of the Agreement is hereby amended to revise the scope for the specific locations set forth below. All other locations in Exhibit B remain unaffected by this Third Amendment and First Renewal. OFFICIAL RECORD Third Amendment and First Renewal of CSC 62833 CITY SECRETARY Page 1 of 3 FT. WORTH, TX Inventory Address O iginal Original Original Original Add New New 7- New 14- New 21- Type Acre 7-Day 14-Days 21-Days Acre Acre Day Days Day Unit Unit Unit Unit Unit Unit Cost Cost Cost Cost Cost Cost ED - Park 3449 5.8 $400.00 $400.00 $400.00 0.71 6.51 $471.00 $471.00 $471.00 Quail Rd ED - Park 5565 7.3 $500.00 $500.00 $500.00 0.8 8.1 $580.00 $580.00 $580.00 Truman Dr ED - Park 1645 32 Lake Shore Dr ED - Park 12801 1.85 Sweet Bay Dr ED - Trail 5401 0.5 Randol Mill Rd ED - City 3851 E 0.41 Facility Lancaster Ave $2240 $2240 $2240 3.33 35.33 $2573 $2573 $2573 $130.00 $130.00 $130.00 0.25 21 $155.00 $155.00 $155.00 $60.00 $60.00 $60.00 3.8 4.3 $430.00 $430.00 $430.00 $75.00 $75.00 $100.00 1.09 1.5 $105.50 $107.50 $132.50 III. 1. All other terms and conditions of the Agreement remain in full force and effect except as specifically set forth in this Third Amendment and First Renewal. 2. All terms of this Third Amendment and First Renewal that are capitalized but not defined herein have the meanings assigned to them in the Agreement. Third Amendment and First Renewal of CSC 62833 Page 2 of 3 IN WITNESS WH REOF, the City and Contractor have executed this Third Amendment and First Renewal to be effective on February 10, 2026. CITY OF FORT WORTH ��, 8���7� By: �a�aR�,�n�� � ��,, �A„��T, Dana Burghdoff Assistant City Manager SRH LANDSCAPES, LLC. By: -�-�-�=� Tyler Hawkins President Recommended: �� Dave Lewis, Director Park & Recreation Department ��,�+' Joe MCK�ig�iL (I eb 18. 2U2fi 0/ 39 3d G51) Joel W. McKnight, Assistant Director Park & Recreation Department APPROVED AS TO FORM AND LEGALITY: ����� Hye Won Kim Assistant City Attorney oanonpR ATTEST: � �F FORT�da� c'�'� ��°�9d0 ���h .,�� o�o a0 ave o=o P�� * e oo *�a Jannette S. Goodall ��a� nEXA?o�'p City Secretary M&C: 25-0153 (February 25, 2025) Form 1295: 2025-1255147 Contract Compliance Manager By signing, I acknowledge that I am the person responsible for monitoring and administration of this contract including ensuring all performance and reporting requirements. � i � Christopher Swindle Sr. Contract Compliance Specialist �FFICIAL RECORD CITY SECRETARY FT. WORTH, TX Third Amendment and First Renewal of CSC 62833 Page 3 of 3 2/15/26, 4:35 PM ACITY COUNCIL AGEND Create New From This M&C DATE: CODE: 2/25/2025 REFERENCE NO.. P TYPE: M&C Review **M&C 25- LOG NAME: 0153 F�1RT�'�'URTH -�� 13P RFP 25-0005 GROUNDS MAINTENANCE KQ PARD PUBLIC CONSENT HEARING: NO SUBJECT: (ALL) Authorize Execution of Non-Exclusive Agreements with Identified Vendors for Grounds Maintenance Services in an Annual Amount Up to $6,570,000.00 for the Initial Term and Authorize Five One-Year Renewal Options for Up to $6,898,500.00 for Renewal 1, $7,243,425.00 for Renewal 2, $7,605,596.25 for Renewal 3, $7,985,876.06 for Renewal 4, and $8,385,169.86 for Renewal 5 for the Park & Recreation, Police, and Property Management Departments RECOMMENDATION: It is recommended that the City Council authorize non-exclusive agreements with BrightView Landscape Services, Inc., Incircle Management, Inc., Lawn Patrol Service, Inc., SRH Landscapes, LLC, Civilian Division, LLC dba GI Mow, Scott Landscape Maintenance, Inc., Perfect Finish Landscaping, LLC, Reeder Industries, Inc. dba Reeder Landscape, Presbyterian Night Shelter of Tarrant County, Inc. for grounds maintenance services in an annual amount up to $6,570,000.00 for the initial term and authorize five one-year renewal options for up to $6,898,500.00 for renewal 1, $7,243,425.00 for renewal 2, $7,605,596.25 for renewal 3, and $7,985,876.06 for renewal 4, and $8,385,169.86 for renewal 5 for the Park & Recreation, Police and Property Management Departments. DISCUSSION: The Park & Recreation Department approached the Purchasing Division to establish an annual agreement for grounds maintenance services including but not limited to mowing, trimming, and litter pick up for City-owned lots, parks, facilities, rights of way, and traffic dividers for the Park & Recreation, Police, and Property Management Departments. Purchasing Staff issued Request for Proposal (RFP) No. 25-0005. The RFP consisted of detailed specifications listing the locations, frequency, and quality of the grounds maintenance services to be performed. The RFP was advertised in the Fort Worth Star-Telegram on October 23, 2024, October 30, 2024, November 6, 2024, November 13, 2024, and November 20, 2024. The City received 17 bids. Abescape Group, LLC, Lawn Escapades and General Contracting, Leon's Landscape Services, LLC and Prestige Worldwide Services, LLC were deemed non-responsive by the Diversity and Inclusion Department/Business Equity Division for failure to comply with the established Business Equity Goal. The remaining 13 responses were evaluated by an evaluation panel consisting of representatives from the Park & Recreation, Diversity and Inclusion, and Code Compliance Departments reviewed and scored the submissions using Best Value criteria. After evaluation, Bea-Son Tractor Mowing dba BST Mowing was deemed non-responsive and eliminated from the evaluation process as the firm did not meet 50\% of the technical points necessary to move forward to cost evaluation. Once the technical evaluation was completed, Purchasing staff allocated points associated with pricing to each vendor. The individual scores were averaged for each of the criteria and the final scores are listed in the table below: Proposer � a � � Total Score apps.cfwnet.org/cou ncil_packet/mc_review.asp? I D=33017&cou ncildate=2/25/2025 1/5 2/15/26, 4:35 PM BrightView 26.40 17.60 13. Landscape Services Inc. Incircle 22 g0 15.20 11. Management, Inc. Lawn Patrol 25.80 17.20 13. Service, Inc. SRH 24.60 17.20 12. Landscapes, LLC Civilian 24.60 16.00 11. Division, LLC dba GI Mow Scott M&C Review 50 20.29 40 25.23 50 16.49 30 15.46 70 10.17 Landscape 24.00 16.80 11.10 Maintenance, Inc. Perfect Finish 20.40 11.60 8.10 Landscaping, LLC Reeder Industries, Inc. 15.00 13.20 9.90 dba Reeder Landscape Presbyterian Night Shelter 21.00 14.40 10. of Tarrant County, Inc. L. A. T. E. LLC 18.00 12.80 9. Royce Lawn & 14.40 10.00 9. Landscaping, LLC WCD 18.00 11.60 7. Enterprises LLC Best Value Criteria: a) Ability to Meet the City's Needs b) Qualifications and Experience c) Approach to PerForm Services apps.cfwnet.org/cou ncil_packet/mc_review.asp? I D=33017&cou ncildate=2/25/2025 50 30 30 20 7.19 17.46 14.96 7.04 9.87 10.30 2.70 77.79 74.63 72.99 69.56 62.47 59.09 57.56 53.06 52.94 49.97 44.00 39.50 2/5 2/15/26, 4:35 PM CI� COSt M&C Review After evaluation, the panel concluded that BrightView Landscape Services, Inc., Incircle Management, Inc., Lawn Patrol Service, Inc., SRH Landscapes, LLC, Civilian Division, LLC dba GI Mow, Scott Landscape Maintenance, Inc., Perfect Finish Landscaping, LLC, Reeder Industries, Inc. dba Reeder Landscape, and Presbyterian Night Shelter of Tarrant County, Inc. presented the best value for the City. Therefore, the panel recommends that Council authorize non-exclusive agreements to these identified vendors. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the recommended vendor responses met bid specifications. A 1295 form is not required for that BrightView Landscape Service, Inc. as they are a publicly traded company. Funding is budgeted in the General Operating & Maintenance category in the General Fund for the Park & Recreation, Police and Property Management Departments. The maximum amount allowed under these agreements will be $6,570,000.00 with a 5\% increase for each renewal period to allow for price increases on labor and materials, and inventory change on City owned properties; however, the actual amount used will be based on the need of the department and available budget. BUSINESS EQUITY: The Business Equity Division placed a 5.2\% business equity goal on this solicitation/contract. Brightview Landscapes LLC., will be exceeding the goal at 6\%, meeting the City's Business Equity Ordinance. Any changes in subcontractors will be reviewed by the Business Equity Division. GIMOW, submitted a Prime Waiver Form, which is in accordance with the City's Business Equity Ordinance. Prime Company, Inc., will be self-performing the entire scope of the contract. Incircle Management Inc., will be exceeding the goal at 10\%, meeting the City's Business Equity Ordinance. Any changes in subcontractors will be reviewed by the Business Equity Division. Lawn Patrol Service Inc., will be exceeding the goal at 100\% as a Business Equity Prime and self- performing the scope of the services, meeting the City's Business Equity Ordinance. Any changes in subcontractors will be reviewed by the Business Equity Division. NTSM dba Perfect Finish Landscaping, submitted a Prime Waiver Form, which is in accordance with the City's Business Equity Ordinance. Prime Company, Inc., will be self-performing the entire scope of the contract. Presbyterian Night Shelter, submitted a Prime Waiver Form, which is in accordance with the City's Business Equity Ordinance. Prime Company, Inc., will be self-performing the entire scope of the contract. Reeder Industries Inc., submitted a Prime Waiver Form, which is in accordance with the City's Business Equity Ordinance. Prime Company, Inc., will be self-performing the entire scope of the contract. Scott Landscape Maintenance Inc., has greed/committed to utilize 5.2\% business equity subcontractor participation for the scope of work, meeting the City's Business Equity Ordinance. Any changes in subcontractors will be reviewed by the Business Equity Division. SRH Landscapes LLC., will be exceeding the goal at 25\%, meeting the City's Business Equity Ordinance. Any changes in subcontractors will be reviewed by the Business Equity Division. AGREEMENT TERMS: Upon City Council approval, these non-exclusive agreements shall begin upon execution and expire one year from that date. RENEWAL OPTIONS: The non-exclusive contracts may be renewed for up to five (5) one-year terms at the City's option for up to $6,898,500.00 for renewal 1, $7,243,425.00 for renewal 2, $7,605,596.25 for renewal 3, $7,985,876.06 for renewal 4, and $8,385,169.86 for renewal 5. This action does not require specific City Council approval provided that City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term, nor does this action guarantee a cost increase to contractors. ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not require specific City Council approval as long as sufficient funds have been appropriated. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the General Fund to support the approval of the above recommendation and award of the contracts. Prior to any expenditure being incurred, the Property apps.cfwnet.org/council_packet/mc_review.asp?ID=33017&councildate=2/25/2025 3/5 2/15/26, 4:35 PM M&C Review Management, Police and Park and Recreation Departments have the responsibility to validate the availability of funds. BQN\\ TO Fund Department � Account Project Program Activity Budget Reference # Amount , ID , ID Year �(Chartfield 2) FROM Fund Department � Account Project ' Program Activity Budget I Reference # Amount ID ID Year (Chartfield 2) Submitted for City Manaqer's Office by: Reginald Zeno (8517) Jesica McEachern (5804) Originating Department Head: Additional Information Contact: Reginald Zeno (8517) Richard Zavala (5711) Brandy Hazel (8087) Karen Quintero (8321) ATTACHMENTS 1295 Form - 25-0005 - SRH.pdf (CFW Internal) 1295 Form - 25-0005 Gi-Mow.pdf (CFW Internal) 1295 Form - 25-0005 InCircle.pdf (CFW Internal) 1295 Form - 25-0005 Perfect Finish.pdf (CFW Internal) 1295 Form - 25-0005 Presbvterian.pdf (CFW Internal) 1295 Form - 25-0005 Reeder.pdf (CFW Internal) 1295 Form - 25-0005 Scott.pdf (CFW Internal) 1295 Form - Lawn Patrol.pdf (CFW Internal) 13P RFP 25-0005 GROUNDS MAINTENANCE Fid table.xlsx (CFW Internal) 13P RFP 25-0005 GROUNDS MAINTENANCE KQ PARD funds avail.docx (CFW Internal) 25-0005 (RFP Ground Maintenance- Formallv Landscapina Services) Compliance Memo.pdf (CFW Internal) SAM.gov - Brightview 1.9.25.pdf (CFW Internal) SAM.aov - GI Mow - No Results 1.9.25.pdf (CFW Internal) SAM.aov - Incircle 1.9.25.pdf (CFW Internal) SAM.aov - Lawn Patrol - No results 1.9.25.pdf (CFW Internal) SAM.aov - Perfect Finish - No Results 1.9.25.pdf (CFW Internal) SAM.gov - Presbyterian 1.9.25.pdf (CFW Internal) SAM.aov - Reeder 1.9.25.pdf (CFW Internal) SAM.aov - Scott - No Results 1.9.25.pdf (CFW Internal) SAM.aov - SRH - No Results 1.9.25.pdf (CFW Internal) SOS - Briahtview 1.9.25.pdf (CFW Internal) SOS - GI Mow 1.9.25.pdf (CFW Internal) SOS - Incircle 1.9.25.pdf (CFW Internal) SOS - Lawn Patrol 1.9.25.pdf (CFW Internal) apps.cfwnet.org/council_packet/mc_review.asp?ID=33017&councildate=2/25/2025 4/5 2/15/26, 4:35 PM SOS - Perfect Finish 1.9.25.pdf (CFW Internal) SOS - Presbvterian 1.9.25.pdf (CFW Internal) SOS - Reeder 1.9.25.pdf (CFW Internal) SOS - Scotts 1.9.25.pdf (CFW Internal) SOS - SRH 1.9.25.pdf (CFW Internal) M&C Review apps.cfwnet.org/council_packet/mc_review.asp?ID=33017&councildate=2/25/2025 5/5 CERTIFICATE OF INTERESTED PARTIES Complete Nos. 1- 4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. SRH Landscapes LLC Dallas, TX United States 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Fort Worth FORM 1295 1 of 1 OFFICE USE ONLY CERTIFICATION OF FILING Certificate Number: 2025-1255147 Date Filed: 01/08/2025 Date Acknowledged: g Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. 25-0005 RFP Grounds Maintenance Nature ofinterest 4 Name of Interested Party City, State, Country (place of business) (check applicable) Controlling Intermediary Hawkins, Otis Fort Worth, TX United States X 5 Check only if there is NO Interested Party. 6 UNSWORN DECLARATION My name is Ty�er HaWkI11S I- Myaddress;s 17714 Frank Jackson Drive , Dallas (street) (city) I declare under penalty of perjury that the foregoing is true and correct. Executed in CO��In County, State of TeXaS TX 75252 USA (state) (zip code) (country) , on the �$ day of January , 20 25 (month) (year) �� l !� Signature �uthorized agent of contracting business entity (Dedarant) , and my date of birth is Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V4.1.0.5dd2ace2 F�RT��RTHo City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: SRH LANDSCAPES, LLC. Subject of the Agreement: THIRD AMENDMENT AND FIRST RENEWAL OF CITY SECRETARY CONTRACT NO. 62833, A NON-EXCLUSIVE MOWING AND GROUNDS MAINTENANCE SERVICES AGREEMENT FOR CITYWIDE GROUNDS MAINTENANCE BETWEEN THE CITY OF FORT WORTH AND SRH LANDSCAPES, LLC. M&C Approved by the Council? * Yes ❑✓ No ❑ If �so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑✓ No ❑ 62833-A3R1 If �so, provide the original contract number and the amendment number. Is the Contract "PermanenY'? *Yes ❑ No 0 If �unsure, see back page for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No ❑✓ If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: 2/10/2026 Expiration Date: 2/9/2027 If different from the approval date. If applicable. Is a 1295 Form required? * Yes ❑✓ No ❑ *If �so, please ensure it is attached to the approving M&C or attached to the contract. Proj ect Number: If applicable. N/A *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes ❑✓ No ❑ Contracts need to be routed for CSO processin� in the followin� order: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department.