M&C Review


COUNCIL ACTION:  Approved on 4/17/2018 

DATE: 4/17/2018 REFERENCE NO.: **P-12190 LOG NAME: 13P18-0145 GROUNDS MAINTENANCE JC PACSD
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:  

Authorize Execution of Non-Exclusive Agreements with Scott Landscape Maintenance, Inc., Abescape Group LLC, Greener Pastures Landscape, Inc., and Lawn Patrol Service, Inc., for Grounds Maintenance and Mowing Services for Parks, Libraries, Community Centers, and Other City Facilities in an Annual Amount Up to $800,358.00 and Authorize Four Annual Renewal Options for All City Departments (ALL COUNCIL DISTRICTS)


RECOMMENDATION:

It is recommended that the City Council authorize execution of non-exclusive Agreements with Scott Landscape Maintenance, Inc., Abescape Group LLC, Greener Pastures Landscape, Inc., and Lawn Patrol Service, Inc., for grounds maintenance and mowing services for Parks, Libraries, Community Centers, and other City facilities in an annual amount up to $800,358.00 and authorize four annual renewal options for all City Departments.

 
DISCUSSION:

The Park and Recreation Department approached the Purchasing Division to finalize annual Agreements for grounds maintenance and mowing services throughout the City of Fort Worth. In order to procure these services, Staff issued an Invitation to Bid (ITB) to 278 related vendors. The ITB consisted of detailed specifications listing the frequency, quality, and type of mowing and grounds maintenance to be performed at each location.

The Bid was advertised in the Fort Worth Star-Telegram on February 7, 2018, February 14, 2018, February 21, 2018, and March 7, 2018. The City received four bids. See attached Bid Tabulation.

Staff recommends awarding one-year, non-exclusive Agreements to Scott Landscape Maintenance, Inc., Abescape Group LLC, Greener Pastures Landscape, Inc., and Lawn Patrol Service, Inc. along with four one-year options to renew. No guarantee was made that a specific amount of these services will be purchased. The bid amount for the Park and Recreation Department's annual requirements is $750,358.00, an additional $50,000.00 is requested to ensure that as parks are added, funding for grounds maintenance will be available. The proposed contract would allow the unit price to be increased so long as the City approves the increase. In addition, an administrative change order or increase may be made by the City Manager in the amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.

M/WBE OFFICE - Greener Pastures Landscape, Inc., is in compliance with the City's Business Diversity Ordinance by committing to 15 percent M/WBE participation on this project. The City's M/WBE goal on this project is 15 percent. Additionally, Greener Pastures Landscape, Inc., is a certified M/WBE.

Lawn Patrol Service, Inc., is in compliance with the City's Business Diversity Ordinance by committing to 15 percent M/WBE participation on this project. The City's M/WBE goal on this project is 15 percent. Additionally, Lawn Patrol Service, Inc., is a certified M/WBE.

Abescape Group LLC, is in compliance with the City's Business Diversity Ordinance by committing to three percent M/WBE participation and documenting good faith effort. Abescape Group LLC, identified several M/WBE subcontracting and supplier opportunities. However, the M/WBE's contacted in the areas identified did not submit the lowest bids. The City's M/WBE goal on this project is 15 percent.

Scott Landscape Maintenance, Inc., is in compliance with the City's Business Diversity Ordinance by documenting good faith effort. Scott Landscape Maintenance, Inc., identified several M/WBE subcontracting and supplier opportunities. However, the M/WBE's contacted in the areas identified did not submit the lowest bids. The City's M/WBE goal on this project is 15 percent.

Upon City Council approval, the Agreement shall begin upon execution of the Agreement and shall end one year from that date.

 
FISCAL INFORMATION/CERTIFICATION:

The approval of this action provides purchasing authority up to $800,358.00 as specified. The Director of Finance certifies that funds are available in the current operating budget, as appropriated and that prior to an expenditure being made, the participating department has the responsibility to validate the availability of funds.

BQN\18-0145\JC
TO
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

FROM
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

Submitted for City Manager's Office by:
Fernando Costa (6122)
Originating Department Head:
Aaron Bovos (8517)
Additional Information Contact:
Jeff Cope (8313)
Cynthia Garcia (8525)

 
 
ATTACHMENTS
  Detail Bid Tab.pdf
  Form 1295.pdf
  Summary Bid Tab.pdf