HomeMy WebLinkAboutContract 52747-R1 CSC No. 52747-R1
CITY OF FORT WORTH
REQUEST TO EXERCISE RENEWAL OPTION
July 20, 2020
Synagro of Texas CDR Inc.
Attn: Elizabeth Grant
435 Williams Court,
Suite 100
Baltimore, MD 21220
Re: Contract Renewal Notice
Contract No. CSC No. 52747
Renewal Term No. Rl: September 9, 2020 to September 8, 2021
The above referenced Contract with the City of Fort Worth expires on September 8, 2020.
Pursuant to the Contract, contract renewals are at the mutual agreement of the parties. This letter
is to inform you that the City is requesting to renew the Contract for an additional one (1) year
period, which will begin immediately after the Expiration Date. Terms and conditions of the
Contract were modified by Amendment 1 on June 16, 2020 to include the following:
• Contract Base Cost was increased to a maximum of$625,000.00 per renewal period.
• Early renewal of the contract is allowable if all funds are expended.
To agree to renew the Contract for an additional one (1)year period, please sign and
return this request to exercise renewal option, along with a copy of your current insurance
certificate, to the address set forth below.
Please log onto PeopleSoft Purchasing at http://fortworthtexas.gov/purchasin to insure
that your company information is correct and up-to-date.
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Si erel ,
Darla Morales
Parts Material Supervisor
817-392-4932
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 1 of 2
ACCEPTED AND AGREED:
CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that 1 am the
person responsible for the monitoring and r
&yQ gyWA4 ' administration of this contract, including
By: Dana Burghdoff(J 9,202D :01CDT) ensuring all performance and reporting
Name: Dana Burghdoff requirements.
Title: Assistant City Manager
By:
APPROVAL RECOMMENDED: Name: Darl orates
Title: Parts Material Supervisor
APPROVED AS TO FORM AND
By: Christopher Hard (JUI21,202015:49CDT) LEGALITY:
Name: Chris Harder
Title: Water Director
ATTEST: �w .�e
By: DBlack(Jul!8,202015:12CDT
for Ronald P. Gonzales Natne: Doug Black
By: for Ronald P.Gonzales(Jul 29,2020 13:11 CDT) _ Title: Assistant City Attorney
Name: Mary J Kayser -f*0Aj-
oFO p� o.o
Title: City Secretary pp so o�ydd CONTRACT AUTHORIZATION:
po 0 o io M&C: 19-0057
oars Date Approved: 8-20-19
oo
paa�nEXAso�.�
Form 1295 Certification No.:0Uo10- ��7
Synagro of Texas CDR Inc.
Byr
Name: -
Title:
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2 of 2
M&C Review Page 1 of 2
Official site of the City of Fort Worth,Texas
Fo»y r r�
CITY COUNCIL AGENDA
REFERENCE **M&C 20- 60ANAEROBIC DIGESTER
DATE: 6/16/2020 NO.: 0402 LOG NAME: CLEANING SRVCS -
SYNAGRO
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: Authorize the Execution of Amendment No. 1 to the Contract with Synagro of Texas-
CDR, Inc, for Anaerobic Digester Cleaning Services to Provide for a Revised Renewal
Language and Additional Funding in the Amount of$125,000.00 for a Revised Contract
Amount of$625,000.00 and Authorize a Revised Baseline Contract Amount of
$625,000.00 for Subsequent Renewals (COUNCIL DISTRICT 5)
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the execution of Amendment No. 1 to City Secretary Contract No. 52747 with
Synagro of Texas-CDR, Inc. for Anaerobic Digester Cleaning Services, in the amount of
$125,000.00, for a revised contract amount of $625,000.00 and a change to the timeline for
renewals; and
2. Authorize a revised contract base cost in the amount to $625,000.00 for subsequent
renewals.
DISCUSSION:
On August 20, 2019, (M&C 19-0057) City Council authorized an agreement with Synagro of Texas
CDR Inc. for anaerobic digester cleaning services for the Village Creek Water Reclamation Facility
(VCWRF). VCWRF continually operates fourteen (14) anaerobic digesters to treat biosolids to be
sent to the dewatering facility. Over time, digesters accumulate inert solids which take away usable
treatment volume and impact the quality of biosolids sent for dewatering and land
application. Periodically cleaning the digester tanks removes untreatable materials and allows for
inspection and maintenance of components that are otherwise inaccessible.
The Water Department anticipated expenditures with Synagro-CDR Inc. to be in the amount of
$500,000.00 to cover the cost of cleaning a minimum of two digesters per year. Since October 2019,
one digester (number 5) has been cleaned and Synagro began cleaning a second digester. Digester
5 yielded 25\% more solids than expected and incurred an overall cost of$350,000.00 ($100,000.00
over estimated budget). Thus, the original funding is insufficient to complete the cleaning activities for
the second digester this year. Additionally, based on this experience, staff requires the flexibility to
renew the contract upon the expiration of the funds and not just at the end of a year's term. The
increased contract capacity and flexible renewal term will apply to future annual renewals in case a
similar higher volume of inert solids is encountered as the remaining digesters are cleaned.
M/WBE OFFICE -A waiver of the goal for M/WBE subcontracting requirements was requested by the
Purchasing Division and approved by the Office of Business Diversity(OBD), in accordance with the
M/WBE or BDE Ordinance, because the purchase of goods or services is from sources where
subcontracting or supplier opportunities are negligible.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as
previously appropriated, in the Water& Sewer Fund to support the approval of the above
recommendation and execution of the amendment to the contract. Prior to an expenditure being
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=27971&councildate=6/16/2020 7/17/2020
M&C Review Page 2 of 2
incurred, the Water Department has the responsibility to validate the availability of funds.
TO
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year Chartfield 2
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID I I ID I I Year Chartfield 2
Submitted for City Manager's Office by: Dana Burghdoff(8018)
Originating Department Head: Chris Harder (5020)
Additional Information Contact: Russell Redder (4970)
ATTACHMENTS
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=27971&councildate=6/16/2020 7/17/2020
M&C Review Page 1 of 2
Official site of the City of Fort Woith,Texas
CITY COUNCIL AGENDA F° 11
REFERENCE **M&C 19- 13P19-0128 ANAEROBIC
DATE: 8/20/2019 NO.: 0057 LOG NAME: DIGESTER CLEANING SRVCS
SKR WATER
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: Authorize Execution of Purchase Agreement with Synagro of Texas-CDR Inc., for an
Annual Amount Up to $500,000.00 for Anaerobic Digester Cleaning Services and
Authorize Five One-Year Renewal Options (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize a Purchase Agreement with Synagro of Texas-
CDR, Inc., for an annual amount up to $500,000.00 for anaerobic digester cleanning services and
authorize five one-year renewal options for the Water Department.
DISCUSSION:
The Water Department approached the Purchasing Division to procure annual Agreement for
anaerobic digester cleaning services for Village Creek Water Reclamation Facility. The City of Fort
Worth maintains the Village Creek Water Reclamation Facility (VCWRF), a large advanced
wasterwater treatment plant that is located adjacent to several neighborhoods and parks in far east
Fort Worth and north Arlington. Odor Control and abatement strategies are necessary in order to
comply with permit requirements and nuisance odor regulations. VCWRF continually operates 14
anaerobic digesters to treat and reduce the volume of biosolids to be sent to the dewatering facility.
Some of the digesters have been in continuous operation for 20 or more years, accumulating solids
which take away usable treatment volume, reduce the amount of digester gas generated that can be
converted to renewable natural gas (RNG), and impact the quality of biosolids sent for dewatering
and land application impacting the quality of biosolids sent for dewatering and land application.
Periodically cleaning the solids from the digester tanks removes untreatable materials and allows for
inspection and maintenance of internal components that are otherwise inaccessible.
In order to procure these goods, Staff issued an Invitation to Bid (ITB) to 10 related vendors. The ITB
consisted of detailed specifications describing services associated with the cleaning and disposal of
accumalated solids from an anaerobic digester at Village Creek Water Reclamation Facility. The Bid
was advertised in the Fort Worth Star-Telegram on May 7, 2019, May 14, 2019 and May 21,2019.
The City received four bids responses.
The Water Department anticipates expenditures with Synagro-CDR Inc., to be in the amount of
$500,000.00 for the first term. No guarantee was made that a specific amount of services would be
purchased and used.
M/WBE OFFICE -A waiver of the goal for M/WBE subcontracting requirements was requested by the
Purchasing Division and approved by the Office of Business Diversity (OBD), in accordance with the
M/WBE or BIDE Ordinance, because the purchase of goods or services is from sources where
subcontracting or supplier opportunities are negligible.
An administrative change order or increase may be made by the City Manager up to the amount
allowed by relevant law and the Fort Worth City Code and does not require specific City Council
approval as long as sufficient funds have been appropriated.
AGREEMENT TERMS - Upon City Council approval, the first term of the Agreement shall begin
on August 20, 2019 and end on September 30, 2020.
RENEWAL TERMS- This Agreement may be renewed for up to five additional one-year terms at the
City's option. This action does not require specific City Council approval provided that the City
http://apps.cfwnet.org/council_packet/Mc review.asp?ID=27205&councildate=8/20/2019 7/17/2020
M&C Review Page 2 of 2
Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. City
staff anticipates that the costs for renewal years shall be approximately $500,000.00 per renewal
term.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendations, funds are available in
the current operating budget, as appropriated, of the Water and Sewer Fund and that, prior to an
expenditure being made, the participating department has the responsibility to validate the availability
of funds.
BQN\\
TO
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year ChartField 2
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID I I ID Year (Chartfield 2
Submitted for City Manager's Office by: Kevin Gunn (2015)
Originating Department Head: Reginald Zeno (8517)
Additional Information Contact: Cynthia Garcia (8525)
Steven Rathers (2057)
ATTACHMENTS
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=27205&councildate=8/20/2019 7/17/2020
City of Fort Worth
Purchasing Request for Waiver
of MBE/SBE Subcontracting/Supplier Goal
PROJECT NAME:_19-0128 Anaerobic Digester Cleaning_
(Please check th proprlate box)
• ITB RFP RFQ RFI CISV Other State Cooperative Program Reverse Auction
OSole Source NOTE:All support documentation needs to be attached to this request.
19-0128 $100,000.00/May 23, 2019_ 958-12
BID/PROJECT NO. ESTIMATED BID/PROPOSAL DATE NIGP CODE (if applicable)
(Attach your mailing list)
Steven K Rethers 2057
04/19/2019
BUYER SIGNATURE EXTENSION DATE
Prior to advertisement the contracting/managing department shall determine whether the, bid/RFP is one which MBE/SBE
requirements should not be applied. MBE/SBE requirements may be waived upon written approval of the MWBE Manager. If one
of the conditions listed below exists,the contracting/managing department shall notify the Manager via this form,stating the specific
reason(s)for requesting a waiver.
If the contracting/managing department and the Manager are in conflict over the granting of a waiver, either
may appeal to the City Manager, or designee, whose decision is final.
Please Check Applicable Reason:
A. MWBE Office: A waiver of the goal for MBE/SBE subcontracting requirements was requested
by the Purchasing Division and approved by the MWBE Office, in accordance with the MWBE
or DBE Ordinance, because the public or administrative emergency exists which requires the
goods or services to be provided with unusual immediacy; or
B. MWBE Office: A waiver of the goal for MBE/SBE subcontracting requirements was requested
by the Purchasing Division and approved by the MWBE Office, in accordance with the MWBE
or BDE Ordinance, because the purchase of goods or services is from sources where
subcontracting or supplier opportunities are negligible; or
C. MWBE Office: A waiver of the goal for MBE/SBE subcontracting requirements was requested
by the Purchasing Division and approved by the MWBE Office, in accordance with the MWBE
or DBE Ordinance, because the application of the provisions of this ordinance will impose an
economic risk on the City or unduly delay acquisition of the goods or services; or
D. MWBE Office: A waiver of the goal for MBE/SBE subcontracting requirements was requested
by the Purchasing Division and approved by the MWBE Office, in accordance with the MWBE
or DBE Ordinance, because the MWBE Waiver is based on the sole source information
provided to the MWBE Office by the Purchasing Division Buyer.
E. OTHER:
Justify Commodity or Service Waiver Request:
This ITB seeks bids to finalize Agreement for Cleaning Anaerobic Digesters for the Water Department.The purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible.
Please use additional sheets,if needed
M/lAIRE OFFICE USE ONLY:
✓ Gwen Wilson Digitallyt oaz3Ynarai1-0s�oo' 4/23/2019
Approved Signature of M/WBE Authorized Personnel Date
Not Approved Signature of M/WBE Authorized Personnel Date
Rev.2.27-18
ATE
A� CERTIFICATE OF LIABILITY INSURANCE D07/2612019DmYY)
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER,
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER CONTACT Nadia Smith
Marsh USA,Inc. NAME:
1166 Avenue of the Americas (212)345-0102 FAX No):
New York,NY 10036 ADDRESS: nadia.smith@marsh.com
INSURER AFFORDING COVERAGE NAIC#
CN102105905-STND-GAWU-19-20 INSURER A:Steadfast Insurance Company 26387
INSURED Synagro Technologies,Inc. INSURER B:Zurich American Insurance Company 16535
435 Williams Court,Suite 100 INSURER C:American Zurich Insurance Company 40142
Baltimore,MD 21220 INSURER D:
INSURER E:
INSURER F:
COVERAGES CERTIFICATE NUMBER: NYC-010681139-02 REVISION NUMBER: 7
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR ADDL SUBR POLICY EFF POLICY EXP
LTR TYPE OF INSURANCE J=WVD POLICY NUMBER MM/DD/YYYYI (MMIDDIYYYYI LIMITS
A X COMMERCIAL GENERAL LIABILITY GPL0134653-05 08/01/2019 08/01/2020 EACH OCCURRENCE $ 2,000,000
CLAIMS-MADE Efl OCCUR DAMAGE TO RENTED
PREMISES Ea occurrence $ 300,000
MED EXP(Any one person) $ 10,000
PERSONAL&ADV INJURY $ 2,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 6,000,000
POLICY M PEa [X]LOC
PRODUCTS-COMP/OP AGG $ 4,000,000
OTHER: Professional Liability $ 2,000,000
B AUTOMOBILE LIABILITY BAP 924396007 08/01/2019 08/01/2020 COMBINED SINGLE LIMIT $ 5,000,000
Ea accident
X ANY AUTO BODILY INJURY(Per person) $
OWNED SCHEDULED BODILY INJURY Per accident $
AUTOS ONLY AUTOS ( )
HIRED NON-OWNED PROPERTY DAMAGE $
AUTOS ONLY AUTOS ONLY Per accident
UMBRELLA LIAB OCCUR EACH OCCURRENCE $
EXCESS LIAB HCLAIMS-MADE AGGREGATE $
DED I I RETENTION$ $
C WORKERS COMPENSATION WC 9243961 08(ADS) 08/01/2020 X S PER OTH-
B AND EMPLOYERS'LIABILITY YIN TATUTE ER
ANYPROPRIETOR/PARTNER/EXECUTIVE WC 9243962 08(ME,WI) 08/01/2019 0 01/2020 OFFICER/MEMBEREXCLUDED? N I A E.L.EACH ACCIDENT $ 1,000,000
(Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $ 1,000,000
If yes,describe under 1,000,000
DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $
DESCRIPTION OF OPERATIONS I LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space Is required)
RE:Project:Cleaning and sludge dewatering for anaerobic digesters at the Fort Worth Village Creek WRF
Affiliated Entity:Synagro Texas-CDR,Inc.
City of Fort Worth Financial Management Services Department is/are Included as additional insured where required by written contract with respect to General Liability and Auto Liability. Waiver of subrogation is
applicable where required by written contract and subject to policy terms and conditions.
CERTIFICATE HOLDER CANCELLATION
City of Fort Worth SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
Financial Management Services Department THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
Attn:Purchasing Division Bid#19-0128 ACCORDANCE WITH THE POLICY PROVISIONS.
200 Texas Street
Fort Worth,TX 76102
AUTHORIZED REPRESENTATIVE
of Marsh USA Inc.
Nadia Smith
i
@ 1988-2016 ACORD CORPORATION. All rights reserved.
ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD