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HomeMy WebLinkAbout059853-A4 - General - Contract - F.A. Bartlett Tree Expert CompanyCSC No. 59853-A4 FOURTH AMENDMENT OF CITY SECRETARY CONTRACT NO. 59853, A VENDOR SERVICE AGREEMENT BETWEEN THE CITY OF FORT WORTH AND THE F.A. BARTLETT TREE EXPERT COMPANY This FOURTH AMENDMENT OF CITY SECRETARY CONTRACT NO. 59853 ("Fourth Amendment") 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 representative, and THE F.A. BARTLETT TREE EXPERT COMPANY ("Vendor"), a Connecticut corporation, acting by and through its duly authorized representative. The City and Vendor are herein referred to individually as a ("Party") and collectively as the ("Parties"). WHEREAS, on July 27, 2023, the City and Vendor entered into a Vendor Services Agreement for tree removal and pruning services in accordance with M&C 23-0454, the same being City Secretary Contract ("CSC") No. 59853 ("Agreement"); WHEREAS, the Agreement provides an initial term of (1) one year and four (4) one- year renewals; WHEREAS, effective July 27, 2024, the Parties exercised the First Renewal Term; WHEREAS, on May 06, 2025, the Parties amended the Agreement to clarify the total compensation under this Agreement and exercised the Second Renewal Term to be effective July 27, 2025 and expire on July 26, 2026; WHEREAS, on November 10, 2025, the Parties amended the Agreement to include additional services to be provided by Vendor without changing the maximum payment amount under the Agreement; WHEREAS, on July 09, 2026, the Parties amended the Agreement to update the pricing and exercised the Third Renewal Term to be effective July 27, 2026 and expire on July 26, 2027; WHEREAS, it is the collective desire of the Parties to amend the Agreement to reinstate an additional service that was included in the original Exhibit A but omitted from Exhibit A-2, and to adjust the price of this service in accordance with state procurement law; NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein, the City and Vendor agree to amend the Agreement as follows: I. The Parties hereby agree to amend the Agreement to include as a part of Exhibit A-2 the following service: One (1) additional crew member for traffic control, includes all necessary equipment to perform the duties to include signs, barricades, flags, paddles, etc. at a rate per hour of $120.75. OFFICIAL RECORD CITY SECRETARY Fourth Amendment of CSC No. 59853 FT. WORTH, TX Page 1 of 3 II. (1) All terms and conditions of the Agreement that are not expressly amended pursuant to this Fourth Amendment shall remain in full force and effect. (2) All terms in this Fourth Amendment that are capitalized but not defined shall have the meanings assigned to them in the Agreement. (Signature page follows) Fourth Amendment of CSC No. 59853 Page 2 of 3 IN WITNESS WH REOF, the Parties hereto have executed this Fourth Amendment in multiples. City: By: Dana Burghdoff (Sep 29, 20� 17:56:02Y)) Name: Dana Burghdoff Title: Assistant City Manager 09/29/2026 Date: Vendor: By: Name: Matthew Farin Title: Executive Vice President Email: mfarin@bartlett.com FOR THE CITY OF FORT WORTH INTERNAL PROCESSES: Approval Recommended: Teresa Thomason By: Teresa Thomason (Sep 29, 2026 09:07:24 CDT) Name: Teresa Thomason Title: Deputy Director Park & Recreation Department By: Name: Joel McElhany Title: Assistant Director Park & Recreation Department Approved as to Form and Legality: By: Name: Hye Won Kim Title: Assistant City Attorney Contract Authorization: M&C: 23-0454 Approval Date: 06/13/2023 Form 1295: 2023-1016066 Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. � 1 By: Hannah Johnson (Sep 28, 2026 11:42:27 CDT) Name: Hannah Johnson Title: City Forester Park & Recreation Department City Secretary: 0o Upgn pn� � FOgt�,9Pp ���� PaCdnnEX 65444 By: Name: Jannette S. Goodall Title: City Secretary OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Fourth Amendment of CSC No. 59853 Page 3 of 3 M&C Review Page 1 of 3 A CITY COUNCIL AGEND Create New From This M&C Official site of the City of Fort Worth, Texas F0RT'0RTII REFERENCE **M&C 23- 13P ITB 23-0046 TREE DATE: 6/13/2023 NO.: 0454 LOG NAME: REMOVAL SERVICES MC PARD CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize Non -Exclusive Purchase Agreements with the Paysage Group LLC dba Smith Lawn & Tree, Shawnee Mission Tree Service, Inc. dba Arbor Masters and the F.A. Bartlett Tree Expert Company to Provide Tree Removal and Pruning Services for City Departments in a Combined Annual Amount Up to $2,215,171.00 RECOMMENDATION: It is recommended that the City Council authorize non-exclusive purchase agreements with The Paysage Group LLC dba Smith Lawn & Tree, Shawnee Mission Tree Service, Inc. dba Arbor Masters and The F.A. Bartlett Tree Expert Company to provide tree removal and pruning services for City departments in a combined annual amount up to $2,215,171.00 for the initial term and authorize four one-year renewal options for the same amount. DISCUSSION: The Park and Recreation, Water and Transportation & Public Works departments approached the Purchasing Division to finalize an annual agreement to provide hazardous tree removal, pruning, and disposal services throughout the City of Fort Worth (City). This agreement will also cover emergency storm response services. In order to procure these services, staff issued an Invitation to Bid (ITB) No. 23-0046. The ITB consisted of detailed specifications of services to be performed by the vendors, and minimum requirements that the vendor must comply with. This bid was advertised in the Fort Worth Star -Telegram on March 22, 2023, March 29, 2023, April 5, 2023 and April 12, 2023. The City received five (5) responses. An evaluation panel, consisting of representatives from the Park and Recreation and Transportation & Public Works 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: Evaluation Criteria Bidders a b c d Total Score Rank The Paysage Group LLC dba Smith Lawn & 24.00 15.50 12.00 34.35 85.85 1 Tree Shawnee Mission Tree Service, Inc. dba 15.75 13.50 8.25 35.00 72.50 Arbor Masters 2 The F.A. Bartlett Tree Expert Company 15.75 13.50 8.25 0.00 37.50 3 GI -Mow 6.75 4.50 3.38 X Bidder did not 4 meet technical points; therefore, http://apps.cfwnet.org/council_packet/mc_review.asp?ID=31082&councildate=6/13/2023 6/24/2026 M&C Review Page 2 of 3 cost was not evaluated. Bidder did not meet technical LaTour Tree Service 10.50 5.50 4.13 X points; therefore, 5 cost was not evaluated. Best Value Criteria: a. Bidder's ability of resources to provide services (equipment and personnel); b. Bidder's years in business, references and additional qualifications/certifications; c. Bidder's ability to meet the City's needs; and d. Cost of service. GI -Mow and LaTour Tree Service did not score at least 50\% or more of the total available points for technical criteria; therefore, both were deemed non -responsive. After evaluation, the panel concluded that The Paysage Group LLC dba Smith Lawn & Tree, Shawnee Mission Tree Service, Inc. dba Arbor Masters and The F.A. Bartlett Tree Expert Company presented the best value to the City. Therefore, the panel recommends awarding non-exclusive agreements to The Paysage Group LLC dba Smith Lawn & Tree, Shawnee Mission Tree Service, Inc. dba Arbor Masters and The F.A. Bartlett Tree Expert Company. Under these non-exclusive agreements the departments will request services in the order of lowest unit prices, availability and vendor's proximity to the designated work site. No guarantee was made that a specific amount of these services will be purchased. Staff certifies that the recommended vendors' bids meet specifications. FUNDING: The maximum allowed under this agreement would be $2,215,171.00; however, the actual amount used will be based on the need of the department and available budget. The annual departments allocation for this agreement is: Department Estimated Annual Amount Account Name Park & Recreation $ 1,585,990.00 Other Contractual Services Water $ 385,129.00 Other Contractual Services Transportation & Public Works $ 244,052.00 Other Contractual Services Total $ 2,215,171.00 Funding is budgeted in the Other Contractual Services account within the Park and Recreation Department rollup within the General Fund, Water Department rollup within the Water & Sewer Fund, Transportation & Public Works Department rollup within the Stormwater Utility Fund and 4 various projects within the General Capital Projects 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. 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. AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution and shall expire one year from that date. RENEWAL OPTIONS: The City shall have four one-year options to renew the Agreement. 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. http://apps.cfwnet.org/council_packet/mc_review.asp?ID=31082&councildate=6/13/2023 6/24/2026 M&C Review Page 3 of 3 FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating and capital budget, as previously appropriated, in the General Fund, Water & Sewer Fund, Stormwater Utility Fund and General Capital Projects Fund to support the approval of the above recommendation and award of the agreement. Prior to an expenditure being made, the participating departments have the responsibility to validate the availability of funds. BQN\\ Fund Department ID Account Project ID Program Activity Budget Year Reference # (Chartfield 2) Amount OM Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Submitted for City Manager's Office by: Originating Department Head: Additional Information Contact: Reginald Zeno (8517) Jesica McEachern (5804) Reginald Zeno (8517) Dave Lewis (5717) Jo Ann Gunn (8525) Maria Canoura (2526) ATTACHMENTS 13P ITB 23-0046 TREE REMOVAL SERVICES MC PARD.docx (CFW Internal) DVIN-Tree Removal Services ITB Approved Waiver.pdf (CFW Internal) Form 1295 - FA Barlett Tree Expert Company.pdf (CFW Internal) Form 1295 - SMTS dba Arbor Masters.pdf (CFW Internal) Form 1295-TPG dba Smith Lawn & Tree.pdf (CFW Internal) FW020 - Final FID TABLE - ITB 23-0046.xlsx (CFW Internal) FW060 - Final FID TABLE - ITB 23-0046.xlsx (CFW Internal) FW080 - Final FID TABLE - ITB 23-0046 R1.xlsx (CFW Internal) SAMs Report SMT dba Arbor Masters Entitylnfo-20230502-010245.pdf (CFW Internal) SAMs Report The F.A. Bartlett Tree Expert Company - not found.pdf (CFW Internal) SAMs Report TPG dba Smith Lawn & Tree - not found.pdf (CFW Internal) http://apps.cfwnet.org/council_packet/mc_review.asp?ID=31082&councildate=6/13/2023 6/24/2026 FORT WORTH® City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: The F.A. Bartlett Tree Expert Company Subject of the Agreement: Please review and complete the attached Fourth Amendment for CSC 59853 with The F.A. Bartlett Tree Expert Company. This Amendment is to reinstate an additional service that was included in the original Exhibit A and to adjust the price of this service. M&C Approved by the Council? * Yes 8 No 0 If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes 8 No ❑ CSC 59853 A4 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes 0 No 8 If unsure, see back page for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No 8 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: ACM Signature If different from the approval date. Expiration Date: N/A If applicable. Is a 1295 Form required? * Yes ❑ No 8 *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 8 No ❑ Contracts need to be routed for CSO processing in the following 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.