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HomeMy WebLinkAbout060249-A2 - General - Contract - Lawn Patrol Service, Inc.CSC No. 60249-A2 SECOND AMENDMENT TO FORT WORTH CITY SECRETARY CONTRACT NO. 60249 BETWEEN CITY OF FORT WORTH AND LAWN PATROL SERVICE, INC. This Second Amendment to Fort Worth City Secretary Contract No. 60249 is made between the City of Fort Worth ("City"), a Texas home -rule municipal corporation, and Lawn Patrol Service, Inc.("Vendor"), individually referred to as "party" and collectively as "parties." WHEREAS, City and Vendor entered into an Agreement identified as Fort Worth City Secretary Contract No. 60249 beginning October 11, 2023 ("Agreement"); WHEREAS, the Parties executed the First Amendment to the Agreement to incorporate Vendor's April 1, 2025, Price Increase Letter into Exhibit B of the Agreement; WHEREAS, the current term of the Agreement expires on February 28, 2027, unless terminated earlier in accordance with the Agreement; and WHEREAS, the Parties desire to further amend Exhibit B of the Agreement to incorporate an additional Vendor Price Increase Letter attached hereto. WHEREAS, the Parties desire to amend the Agreement by replacing the pricing documentation incorporated by the First Amendment with the Vendor's updated Price Increase Letter and revised Price Sheet attached hereto. WHEREAS, this amendment does not increase the total compensation authorized under M&C 23-0569. NOW THEREFORE, be it known that the parties, acting herein by and through their duly authorized representatives, agree to the following terms, which affect the Agreement as follows: I. AMENDMENT The Agreement is hereby amended to replace the Vendor's Price Increase Letter incorporated by the First Amendment with the Vendor's updated Price Increase Letter and revised Price Sheet attached hereto as Exhibit B. The updated Price Increase Letter and revised Price Sheet shall supersede and replace the Price Increase Letter incorporated by the First Amendment and shall constitute the governing contract pricing for all services performed on or after the effective date of this Second Amendment. II. ALL OTHER TERMS SHALL REMAIN THE SAME All other terms, provisions, conditions, covenants and recitals of the Agreement not expressly amended herein shall remain in full force and effect. OFFICIAL RECORD CITY SECRETARY Second Amendment to Fort North City Secretary Contract No. 60249 Page I of 3 FT. WORTH, TX III. ELECTRONIC SIGNATURE This Amendment may be executed in multiple counterparts, each of which shall be an original and all of which shall constitute one and the same instrument. A facsimile copy or computer image, such as a PDF or tiff image, or a signature, shall be treated as and shall have the same effect as an original. CITY: City of Fort Worth By: Name: Jesica McEachern Title: Assistant City Manager 08/16/2026 Date: Approval Recommended: chr " H&rd&r By: Christoph ( �7 0 6 1� ? � 't9 13 C:DT) Name: Chris Harder Title: Water Director 44�FOR,°n, AoF°° yN e so �9d0 Attest: 1 }� � L _Qpn°nnE66g4q By: Name: Jannette S. Goodall Title: City Secretary VENDOR: Lawn Patrol Service, Inc. By: &'�- �� Name: A+kV1 [tQ" Z&1 Title: 1 Date: S to- ZO 2 (p Contract Compliance Manager: By signing 1 acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. Geo �t Nl&'Dowell By: Geofferg N cDow (Aug 7, 2026 09:36:37 CDT) Name: Geoffery Mcdowell Title: Sr. Contract Compliance Specialist Approved as to Form and Legality: By: Douglas Black (Aug 7, 2026 17:22:50 CDT) Name: Douglas W. Black Title: Sr. Assistant City Attorney Contract Authorization: M&C: 23-0569 Date Approved: 6/7/2023 Form 1295 Certificate No.: 2023-1031096 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Second Amendment to I-ort Worth City Secretary Contract No. 60249 Page 2 of 3. EXHIBIT B Sec next page Second Amendment to Fort North City Secretary Contract No. 60249 Page 3 of Lawn Patrol Service, Inc. P.O. Box 330895 Fort Worth, TX 76163 August 4,2026 City of Fort Worth Ref: 13P ITB 23-0054 Grounds Maintenance Services AW Water We are requesting an increase per cycle for this contract, please see the new price sheet attached. Average gas price in 2025 for the Dallas -Fort Worth area hovered closer to $2.74 to $2.80, currently the average gas price is $3.59 to $3.79. Labor prices in 2025 were $18.19 and currently the labor price has increase to $18.50. This adjustment ensures we can maintain the exact some standard of excellence and reliability expected. Thank you for continued trust and partnership. Best Regards Anthony Conley President Lawn Patrol Service, Inc. Phone 817,423.2273 Fax 817.293.4769 www.IawnpatroIservice.com $ $ $ $ o _ O H o N 7 y � b 0p S p . . p$ r r r pp r r U N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N S Q'Ud N 1N 10 10 10 1 n U N N N N N N N N N N N N M N N N N N N N N N N N oo pp N U a t\ N QQ a. F o� V N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N H pN pN p C p O v ~ N .. V ~ ❑ � V •• U d N N N N N N 0 a _ t 000096 f 000000 f 0000itt S o00%000 S os 900'000 S ,,.. •� .:. . , S S - S $ �...->,.•..,-_:......:.:.... S00006,E S OQ'OOC'I Y - S - S 00'00['[[ S O0a09'[ s, S Y ..'. ..... - S - S _ - S $ . 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Subject of the Agreement: Ground Maintenance Services 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 ❑ If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 21 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: 3/1/2026 If different from the approval date. Expiration Date 2/28/2027 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. Project 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 processing in the followingorder: rder: 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. Permanent Contracts Advanced Funding Agreements Architect Service Community Facilities Completion Agreement Construction Agreement Credit Agreement/ Impact Fees Crossing Agreement Design Procurement Development Agreement Drainage Improvements Economic Development Engineering Services Escrow Agreement Interlocal Agreements Lake Worth Sale Maintenance Agreement/Storm Water Parks/Improvement Parks/Other Amenities Parks/Play Equipment Project Development Property/Purchase (Property owned by the City) Property/Sales (Property owned by the City) Property/Transfers (Property owned by the City) Public Art Sanitary Sewer Main Replacements Sanitary Sewer Rehabilitations Settlements (Employees Only) Streets/Maintenance Streets/Redevelopment Streets/Repairs Streets/Traffic Signals Structural Demolition (City owned properties) Utility Relocation Water Reclamation Facility Water/Emergency Repair Water/Interceptor Water/Main Repairs Water/Main Replacement Water/Sanitary Sewer Rehabilitation Water/Sewer Service Water/Storage Tank City of Fort Worth, Mayor and Texas Council Communication DATE: 06/27/23 M&C FILE NUMBER: M&C 23-0569 LOG NAME: 13P ITB 23-0054 GROUNDS MAINTENANCE SERVICES AW WATER SUBJECT (ALL) Authorize Execution of Agreements with BrightView Landscape Services, Inc., Civilian Division LLC dba GI -Mow, Lawn Patrol Service, Inc., and Sports Field Holdings dba Sports Field Solutions for Grounds Maintenance Services for the Water Department in a Combined Annual Amount Up to $750,000.00 for the Initial Term, and Authorize Four One -Year Renewals in an Amount Up to $900,000.00 for the First Renewal, $1,080,000.00 for the Second Renewal, $1,296,000.00 for the Third Renewal, and $1,555,200.00 for the Fourth Renewal RECOMMENDATION: It is recommended that the City Council authorize execution of agreements with BrightView Landscape Services, Inc., Civilian Division LLC dba GI -Mow, Lawn Patrol Service, Inc., and Sports Field Holdings dba Sports Field Solutions for grounds maintenance services for the Water Department in a combined annual amount up to $750,000.00 for the initial term, and authorize four one-year renewals in an amount up to $900,000.00 for the first renewal, $1,080,000.00 for the second renewal, $1,296,000.00 for the third renewal, and $1,555,200.00 for the fourth renewal. DISCUSSION: The Water Department approached the Purchasing Division for assistance with securing an agreement for grounds maintenance services at Water Department facilities throughout the City of Fort Worth. Purchasing issued an Invitation to Bid (ITB) that consisted of specifications including the equipment needed to perform services, the detailed grounds maintenance services to be performed, the required licenses to perform chemical application services, and the procedures the vendor must follow to verify the services are completed. The ITB was advertised in the Fort Worth Star -Telegram on April 5; 2023, April 12, 2023, April 19, 2023, April 26, 2023, and May 3, 2023. The City received 6 responses. However, upon evaluation, one bidder, 2 Brother's Landscaping, LLC did not meet the minimum requirements for their bid response to be evaluated. An evaluation panel consisting of representatives from the Water and Park and Recreation Departments reviewed and scored the submittals using Best Value criteria. The individual scores were averaged for each of the criteria and the final scores are listed in the table below. Bidder Evaluation Factors a Eb Pc rd � Total score BrightView Landscape Services, Inc. _ 24.00 21.00 3.25 0.00 48.25 Civilian Division LLC dba GI -Mow 20_25 18.75 3.00 18.37 60.37 Lawn Patrol Service, Inc. Sports Field Holdings dba Sports Field Solutions 20.25 17.25 20.25 17.25 2.75 2.75 F2.5TF 18.981 45.80 56.23 SRH Landscapes LLC 22.50 21.75 2.75 35.00 82.00 Best Value Criteria: a. Contractor's experience and references b. Contractor's availability of equipment and personnel to perform services c. Contractor's time to respond to service requests d. Cost of service After evaluation, the panel concluded that BrightView Landscape Services, Inc., Civilian Division LLC dba GI -Mow, Lawn Patrol Service, Inc., Sports Field Holdings dba Sports Field Solutions, and SRH Landscapes LLC presented the best value. When SRH Landscapes LLC was notified of the award recommendation, they declined to move forward. Therefore, the panel recommends that Council authorize agreements with BrightView Landscape Services, Inc., Civilian Division LLC dba GI -Mow, Lawn Patrol Service, Inc., and Sports Field Holdings dba Sports Field Solutions. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the recommended vendors' bids met specifications. Due to inflation and supply chain concerns, staff recommends the total compensation for each annual renewal term be increased by 20% to ensure the City is able to meet demand. The total compensation for the initial term of the contracts shall be an amount up to $750,000.00, $900,000.00 for the first renewal, $1,080,000.00 for the second renewal, $1,296,000.00 for the third renewal, and $1,555,200.00 for the fourth renewal. Funding is budgeted in the Water and Wastewater Departments rollup within the Water & Sewer Fund. DVIN-BE: A waiver of the goal for Business Equity subcontracting requirement is approved by the DVIN-BE, in accordance with the Business Equity Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution and expire on February 28, 2024 to align with the mowing season. RENEWAL TERMS: This agreement may be renewed for four additional, one-year terms. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. 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 upon approval of the recommendation, funds are available in the current operating budget, as previously appropriated, in the Water & Sewer Fund. Prior to an expenditure being incurred, the Water Department has the responsibility to validate the availability of funds. Submitted for City Manager's Office by: Reginald Zeno 8517 Originating Business Unit Head: Dana Burghdoff 8018 Reginald Zeno 8517 Christopher Harder 5020 Additional Information Contact: Jo Ann Gunn 8525 Alyssa Wilkerson 8357