M&C Review


COUNCIL ACTION:  Approved on 4/17/2018 

DATE: 4/17/2018 REFERENCE NO.: **P-12189 LOG NAME: 13P18-0142 GROUNDS MAINTENANCE OF ROWS JC PACSD
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:  

Authorize Execution of Non-Exclusive Agreements with Abescape Group LLC, Greener Pastures Landscape, Inc., and Lawn Patrol Service, Inc., for Grounds Maintenance and Mowing Services for Rights-of-Way in an Annual Amount Up to $284,832.00 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 Abescape Group LLC, Greener Pastures Landscape, Inc., and Lawn Patrol Service, Inc., for grounds maintenance and mowing services of rights-of-way in an annual amount up to $284,832.00 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 of rights-of-way 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 three bids. See attached Bid Tabulation.

Staff recommends awarding one-year, non-exclusive Agreements to 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 Park and Recreation annual requirements is $227,866.00, an additional $56,966.00 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 is a certified M/WBE.

Abescape Group LLC, is in compliance with the City's Business Diversity Ordinance by committing to five percent M/WBE participation and documenting good faith effort. Abescape Group LLC, identified several MWBE 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 Agreements shall begin upon execution of the Agreements and shall end one year from that date.

 
FISCAL INFORMATION/CERTIFICATION:

The approval of this action provides purchasing authority up to $284,832.00 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:
Cynthia Garcia (8525)
Jeff Cope (8313)

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