Authorize Execution of Agreement with Civilian Division, LLC d/b/a GI-Mow, for Grounds Maintenance in an Annual Amount Up to $225,000.00 and Authorize Five Renewal Options for the Water Department (ALL COUNCIL DISTRICTS)

It is recommended that the City Council authorize execution of an Agreement with Civilian Division, LLC d/b/a GI-Mow for grounds maintenance in an annual amount up to $225,000.00 and authorize five renewal options for the Water Department.

The Water Department approached the Purchasing Division to establish an annual Agreement for the purchase of grounds maintenance for Water Department properties on an as-needed basis.  Staff issued an Invitation to Bid (ITB) consisting of detailed specifications to 284 related vendors. The ITB was advertised in the Fort Worth Star-Telegram on May 2, 2018, May 9, 2018, May 16, 2018, May 23, 2018 and May 30, 2018.  The City received three bids. See attached Bid Tabulation.

Staff recommends awarding contract to Civilian Division, LLC d/b/a GI-Mow with five options to renew.  No guarantee was made regarding the amount of these items that would be purchased. The ITB amount for the departments' annual requirements is $225,000.00. 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.

The Water Department reviewed the pricing and found pricing to be fair and reasonable.

M/WBE - GI-Mow  is in compliance with the City's BDE Ordinance by committing to 0% M/WBE participation and documenting good faith effort.  GI-Mow identified several subcontracting and supplier opportunities. However, the M/WBE's contacted in the areas identified did not respond or did not submit the lowest bids. The City's M/WBE goal on this project is 15%.  

This Agreement shall begin on the date in Purchase Order (Effective Date) and shall expire on upcoming Sept 30th, (Expiration Date), unless terminated earlier in accordance with this Agreement (Initial Term). Upon the expiration of the Initial Term, the Agreement shall renew automatically under the same terms and conditions for up to five one year renewal periods (October 1to September 30) and for a fifth renewal period which shall expire on completion of five year duration, unless City or Vendor provides the other party with notice of non-renewal at least 60 days before the expiration of the Initial Term or renewal period. However, if funds are not appropriated, the City may cancel the Agreement 30 calendar days after providing written notification to the Contractor/Vendor.