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Home My WebLink AboutItem 04 Approval to Extend RFP #13-001 Landscaping, Landscape Maintenance and Mowing Services with BrightView Landscaping Services, Inc. ocoee florida AGENDA ITEM COVER SHEET Meeting Date: April 21, 2020 Item # 1-{ Reviewed By: Contact Name: Ginger Corless Department Director: Contact Number: (407) 905-3100 ext. 9-1028 City Manager: Subject: Approval to Extend RFP #13-001 Landscaping, Landscape Maintenance and Mowing Services with BrightView Landscaping Services, Inc. (Deputy Development Services Director/CRA Administrator Corless) Background Summary: BrightView Landscaping Services, Inc. (BrightView) was awarded RFP #13-001 to provide landscaping services on specific sites and right-of-ways throughout the City, including within the CRA. This agreement was extended by the Commission for up to one year and is set to expire on April 29, 2020. Due to the current State of Emergency, bidding schedules have been modified. The RFP for the new landscaping services will be advertised; however, since the new contract cannot be awarded prior to the expiration of BrightView Landscaping Services current contract for these services, staff seeks to extend BrightView's agreement for a period of up to four (4) months (April 30, 2020 to August 31, 2020) ("Extension Period") in order to review, award and enter into a new contract with the selected contractor. During the Extension Period, BrightView has agreed to abide by the scope of services identified in RFP #13-001, inclusive of any and all amendments, and to maintain the existing rates throughout the Extension Period. Issue: Should the Honorable Mayor and City Commission approve to extend BrightView's contract as described above? Recommendations: Staff recommends the Honorable Mayor and City Commission extend BrightView Landscaping Services, Inc. agreement RFP #13-001 for up to four (4) months as described above. Attachments: BrightView Landscape Services' Confirmation Letter RFP #13-001 Extension Letters dated October 7, 2019 and April 5, 2019 Financial Impact: No impact. Rates will remain constant throughout the Extension Period. Type of Item: (please mark with an x') Public Hearing For Clerk's Dept Use: Ordinance First Reading Consent Agenda Ordinance Second Reading Public Hearing Resolution X Regular Agenda X Commission Approval Discussion& Direction Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney N/A Reviewed by Finance Dept. 'elLof �p L L4AkZ N/A Reviewed by () N/A 2 4777 Old Winter Garden Rd Orlando,FL 32811 T.407 292 9600 www.brightview.com BrightView March 17, 2020 City of Ocoee 150 N. Lakeshore Drive Ocoee, FL 34761 Re: Extension of Landscaping, Landscape Maintenance, and Mowing Services, RFP#13- 001 Mayor and Commissioners: This letter confirms the intent of BrightView, Landscaping Services, Inc. ("BrightView"), a Florida corporation, to extend our agreement, RFP #13-001, including any and all amendments thereto, with the City of Ocoee,a Florida municipal corporation (City),to provide Landscaping, Landscape Maintenance,and Mowing Services,under the same terms and conditions as outlined in RFP#13- 001, until June 30, 2020 ("Extension Period"). During the Extension Period, BrightView agrees to abide by the scope of services identified in RFP #13-001, Exhibit A, inclusive of any and all amendments, and to maintain the existing rates throughout the Extension Period. In addition, if the City desires to extend the agreement they may through August 31, 2020, BrightView and the City agree to maintain the same rates to provide the services as identified in RFP 13-001. The term of this extension shall not exceed a total of four(4) months. If the City,is amenable to the terms of the extension as described herein, please acknowledge by signing below. Respectfully, Tom Enright Branch Manager BrightView Landscape Services, Inc. BrightView Accepted by the City of Ocoee: CITY: APPROVED BY THE OCOEE CITY COMMISSION AT A MEETING HELD ON CITY OF OCOEE, FLORIDA ,2019 UNDER AGENDA ITEM NO. By: Rusty Johnson, Mayor Attest: Melanie Sibbitt,City Clerk ocoee florid° Mayor October 7,2019 Rusty Johnson Commissioners Larry Brinson,Sr District 1 Tom Enright Branch Manager Rosemary Wilsen ri ew Landscape Services,2 B �tViLP Inc. 4777 Old Winter Garden Road Richard Firstner Orlando,FL 32811 District 3 George Oliver Ill Re: Additional Six (6) Month Extension of Landscape Maintenance and Mowing District 4 Services(RFP#13-001) City Manager Dear Mr.Enright: Robert D.Frank On April 16, 2019, the City of Ocoee extended the above referenced contract through October 31, 2019, with an option to extend the contract, maintaining the same rates, through April 30,2020. The City does hereby elect to activate this option. I understand that Ginger Corless,Deputy of Development Services Director/CRA Administrator,has spoken with the City's Contract Manager with BrightView Landscape Services, John Korycki and he stated your firm agreed to the additional extension as stated in your original letter dated April 5, 2019. We appreciate your willingness to continue our relationship. Sincerely Robert Frank City Manager C: Craig Shadrix,Assistant City Manager Joyce Tolbert—Purchasing Agent Shannon Hopper,Purchasing Technician Mark Johnson,Director Parks&Recreation Ginger Corless,Deputy of Development Services Director/CRA Administrator City of Ocoee• 150 N Lakeshore Drive•Ocoee, Florida 34761 Phone: (407) 905-3100•www.ocoee.org 4777 Ow winter Gamlen Rd Odyndo,FL 32811 T.407 282 9800 • vwrw.bdphlvlew.00m BrightView • • April 5,2019 City of Ocoee 150 N.Lakeshore Drive Ocoee,FL 34761 Re: Extension of Landscaping,Landscape Maintenance,and Mowing Services,RFP#13- 001 Mayor and Commissioners: This letter confirms the intent of BrightView, Landscaping Services, Inc.("BrightView"),a Florida corporation,to extend our agreement, RFP#13-001, including any and all amendments thereto, with the City of Ocoee,a Florida municipal corporation(City),to provide Landscaping,Landscape Maintenance,and Mowing Services,under the same terms and conditions as outlined in RFP#13- 001,for a period of six(6)months(from April 29,2019 to October 31,2019)("Extension Period"). During the Extension Period, BrightView agrees to abide by the scope of services identified in RFP#13-001, Exhibit A,inclusive of any and all amendments,and to maintain the existing rates throughout the Extension Period. In addition, If the City desires to extend the.agreement an additional six(8)month period(to April 30,2020), BrightView and the City agree to maintain the same rates to provide the services as identified in RFP 13-001. If the City is amenable to the terms of the extension as described herein,please acknowledge by• signing below. Respectfully, • Tom Enright Branch Manager BrightView Landscape Services, Inc. • • • • CITY OF OCOEE SIGNATURE PAGE Extension of Landscaping,Landscape Maintenance, and Mowing Services,RFP#13-001 BrightView Landscape Services,Inc. APPROVED: ATTEST: CITY OF OCOEE,FLORIDA elanie Sibbitt, City Clerk Rusty Jo 11:0 ayor DATE: G I � 0,2‘l (SEAL) FOR USE AND RELIANCE ONLY BY APPROVED BY THE OCOEE CITY THE CITY OF OCOEE,FLORIDA; CO SSION AT A MEETING HELD APPROVED AS TO FORM AND MMI /(v ,20/f LEGALITY this ftp day of UNDER AGENDA ITEM NO.3 ��IP_ 44:j ,204. SHUFFIELD,LOWMAN&WILSON,P.A. By. akas,D___C./-- City Attorney t.