M&C Review


COUNCIL ACTION:  Approved on 9/18/2018 

DATE: 9/18/2018 REFERENCE NO.: **P-12253 LOG NAME: 13P18-0360 GROUNDS MAINTENANCE OF ROWS PARD SR
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:  

Authorize Execution of Non-Exclusive Agreements with Abescape Group LLC, Palomo Financial & Management Services LLC d/b/a Smart Landscape Concepts LLC and Civilian Division LLC d/b/a GI-Mow for Grounds Maintenance and Mowing Services for Right-of-Ways in an Annual Amount Up to $820,485.00 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, Palomo Financial & Management Services LLC d/b/a Smart Landscape Concepts LLC and Civilian Division LLC d/b/a GI-Mow for grounds maintenance and mowing services of right-of-ways in an annual amount up to $820,485.00 and authorize four annual renewal options for all City Departments.

 
DISCUSSION:

The Parks and Recreation Department approached the Purchasing Division to finalize annual Agreements for grounds maintenance and mowing services of right-of-ways for the City of Fort Worth. In order to procure these services, the ITB consisted of detailed specifications listing the frequency, quality, and type of grounds maintenance to be performed at each location.

The Bid was advertised in the Fort Worth Star-Telegram on July 18, 2018, July 25, 2018, August 1, 2018, August 8, 2018, and August 15, 2018. The City received four bids. See attached Bid Tabulation.

Staff recommends awarding one-year, non-exclusive Agreements to Abescape Group LLC, Palomo Financial & Management Services LLC d/b/a Smart Landscape Concepts LLC and Civilian Division LLC d/b/a GI-Mow 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 $820,485.00. 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.

M/WBE Office: Palomo Financial Management & Services LLC is in compliance with the City's Business Diversity Ordinance by committing to 10% M/WBE participation on this project. The City's M/WBE goal on this project is 10%.

Abescape Group, LLC is in compliance with the City's Business Diversity Ordinance by committing to 3% M/WBE participation and documenting good faith effort. Abescape Group, LLC identified several 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 10%.

Civilian Division LLC is in compliance with the City's Business Diversity Ordinance by documenting good faith effort. Civilian Division LLC identified several 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 10%.

Upon City Council approval, the Agreements shall begin upon execution of the Agreements and shall end November 30, 2019.

 
FISCAL INFORMATION/CERTIFICATION:

The approval of this action provides purchasing authority up to $820,485.00 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.  Future year appropriations are subject to Mayor and Council approval.  

BQN\18-0360\SR
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:
Susan Alanis (8180)
Originating Department Head:
Cynthia Garcia (8525)
Additional Information Contact:
Jeff Cope (8313)
Steven Rathers (2057)

 
 
ATTACHMENTS
  Abescape LLC Form 1295.pdf
  GI-MOW Form 1295.pdf
  Palomo Financial ManagementServices LLC Form 1295 Certificate 100412061 SIGNED.pdf
  Summary Bid Tab 18-0360.pdf