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Home My WebLink AboutContract 54438 CSC No. 54438 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION August 11, 2020 IDEXX DISTRIBUTION One IDEXX Drive Westbrook, ME 04092 Attn: Jamie Brunelle Re: Contract Renewal Notice Eontract- a.CSE44o. Cf JP (the i C--ontra ta --W.eg,ROZ16 , Renewal Term N� V ot.. 4: August 31, 2020 to August 30, 2021 ei ..l.�l{ e `" . 1tr0 c J0 1 P&6 09092020 The above referenced Contract with the City of Fort Worth expires on August 30, 2020 (the "Expiration Date"). 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. All other terms and conditions of the Contract remain unchanged. 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/purchasing 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. Sincerely, *Pa�tricia Stanley [817] 392-5906 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal CSC No, ACCEPTED AND AGREED: CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER: By signing I achowledge that 1 am the person responsible for the monitoring and ban'a'8rcOGcd administration of this contract,including By: cusuring all performance and reporting Name: Dana Burghdol'f requirements, Title; Assistant City Manager Autflcia By:APPROVAL.,RECOMMENDED: Name *Stunlek�- 'Title: Management Analyst It Lam yY� APPROVED AS TO FORM AND By. Chnstophor„d (Aug,17,2-02 068-:O5CDT) J FGAL TY: Name: Clods Harder, PE Title: Water Director 4.�"04U�4�Il �I /�VVG /\• {--VN V�'f D✓V LS a FORT 4 ATTEST: �1+�1�1 ST: o... °o 4& D CI r to R.Lopez-Reynold(!wg 26,2D201e:13 CDT) t1 ADO 1 41.811, °o0 LL11y: $moo o=� Name: Chrlsta R. Lopez-Reynolds o°° .,o 4 Title: Senior Assistant City Attorney (/ n00044 By CONTRACT AUTHORIZATION: Name: Mary Kayser M&C: P-11925 &P-12246 Title: City Secretary Date Approved: Form 1295 Certification No.: Idexx }3y; x �. Name: Chun•MIng Chen 't'itte: e112/20 OFFICIAL RECORD CITY SECRETARY Contract Renewal FT. WORTH, TX FORTWORTH August 19,2019 IDEXX DISTRIBUTION One IDEXX Dr. Westbrook,ME 04092 Attention:Jamie Brunelle water@idexx.com Re:Renewal of Bid IDEXX DISTRIBUTION SS Idexx Microbiological Supplies;SS 105504 On 08/31/2019,the agreement between IDEXX DISTRIBUTION and the City of Fort Worth will expire with 2 option(s)to renew. If you agree to extend the existing agreement for an additional 12-month period,please mark the appropriate box,sign below and return to this letter,your current certificate of insurance and your current signed IRS W-9 form within 48 hours. Final approval of a new purchase order is dependent on fund availability. if approved,a new purchase order will be e-mailed to you. Please note that the former supplier site,BuySpeed Online,will no longer be available for use.The City of Fort Worth has implemented a new system for procurements of goods and services.This will include bidding and direct purchases of goods and services. Business partners will able to access their City-related business information through the City's new PeopleSoft Supplier portal. To access your Information in the new system,businesses need to register as a"User"using the link provided below. https•//supplier fortworthtexas.gov/psc/finprd/SUPPLIER/ERP/c/NUI FRAMEWORK.PT LANDINGPAGE.GBL?& You will need the following to complete registration: Your Vendor number:XXXX and your.company's TIN Identification number. **In the description field please put the position you hold within your company.EX:owner,office manager, accounts payable.** If you have any questions concerning this correspondence,please call 817-392-2462. Thank you for your prompt attention and for your continued interest in doing business with the City of Fort Worth. Sincerely, Shatabya Bergland Purchasing Division,Financial Management Services Department New Agreement Term:O8/31/2019 through 0813012020 Vendor:IDEXX DISTRIBUTION City of Fort Worth r� (K Yes,renew this agreement ❑ No,do not renew this agreement Shatabya B r and Jamie Brunelle Purchasing Manager FORTWORTH, CITY OF FORT WORTH I PURCHASING DIVISION INVITATION TO BID NO. 16-0304 IDEXX CONSUMABLES BID CLOSING DATE: JULY 7,2016 For further information contact: Cristina Camarillo,Buyer FAX(817)392-8440 cristina.camarillo0fortworthtexas.gov INSTRUCTIONS TO BIDDERS Bids are solicited for furnishing the merchandise, supplies, services and/or equipment set forth in this solicitation. Completed Bids (one(1)executed original and one (1) copy)must be received in the Purchasing Office by 1:30 P.M.,July 7,2016,and,then publicly opened and read aloud at 2:00 P.M. in the Council Chambers. Bids must be returned in a sealed envelope, addressed to the Purchasing Manager, City of Fort Worth, and have the bid number, closing date, and company name clearly marked on the outside envelope. Bids should be mailed or hand delivered to the following address: Purchasing Division, Lower Level, Municipal Building 1000 Throckmorton Street Fort Worth,Texas 76102 Bids to be delivered by special courier(i.e. Federal Express, Special Delivery, etc.)are to be marked"BID MUST BE DELIVERED TO PURCHASING DIVISION BEFORE 1:30 P.M." in order to be considered. Late bids will be returned; they will not be opened nor considered in the evaluation of the bid. Bids may be withdrawn at any time prior to the official opening. Bids may not be altered, amended or withdrawn after the official opening. The undersigned agrees, if the bid is accepted, to furnish any and all items upon which prices are offered, at the price(s) and upon the terms and conditions contained in the specifications. The period for acceptance of this bid will be 90 calendar days after the bid opening date unless the bidder submits a different date. ( days). I have read and agreed with the attached Terms and Conditions, Instruction to Bidders and the Invitation to Bid requirements. Failure to complete the requested information below may result in rejection of your bid. Principal Place of Business(Defined as at least having one permanent active business office and employee located in Texas). Company Name and Address 7<X Vk5ATi6 C(N,IVAc. Company's Authorized Agent ^ x r ME 04 09 2_ Signature: ./ Federal ID Number(TIN)or Name and Title(Typed or Printed) - ZS tAl,rjQCkw caM, S e•7- Social Security Number and Legal Company Name �5VJ C.YI VIC Date -41(.0111,9 Telephone Number &ooFax Number Zoff- — 3D Email address: Ck Xy, CCNII Cooperative Purchasing: Should other Governmental Entities decide to participate in this contract, would you, the Vendor, agree that all terms, conditions, specifications, and pricing would apply? Yes No 6 If you, the Vendor checked"Yes,"the following will apply: Governmental entities utilizing Inter- Governmental Contracts with the City of Fort Worth will be eligible, but not obligated, to purchase material/services under this contract(s)awarded as a result of this solicitation. All purchases by Governmental Entities other than the City of Fort Worth will be billed directly to that Governmental Entity and paid by that Governmental Entity. The City of Fort Worth will not be responsible for another Governmental Entity's debts. Each Governmental Entity will order its own material/services as needed. Jack Dale C.P.M., CPPO Purchasing Manager Page 1 of 3 BID SOLICITATION Printed:06/30/2016 7. BUYER:Cristina Camarillo PHONE M (817)392-8355 ext. DELIVERY REQUIRED:7/7/2016 \t Vendor Name:'(' S City of Ft Worth Address:�hL ��, Laboratory Services 2600 S.E.Loop 820 City,State Zip Code: V.ISi'b1RvO�_ ME- 04012 FORT WORTH TX 76140 Item Class-Item Quantity Unit Unit Price Total 23.000 Sole Source Agreement with IDEXX Distribution Inc.,for consumabies in accordance with the specification attached.The term of the Agreement shall be for a one-year(1)period,with four(4)options to renew for additional one-year periods. 1.000 WV120SBST-200,Vessels W/S-120mL Baci bottle 85 CS 2.000 WP104 Coll P/A Comparator 4 EA to 'CFO L40 C 10 ab y� e C 3.000 WQT2KC,Pre-Disp.QT 2000 4 EA t)o �� 0 4.000 WQT2K Quanti-Tray 2000 Di-Quanti-Tray 50 CS 'v o s5 5.000 WV290SBST-100,290 mL Vessels-290 mL Bactl Bottles 15 CS 6.000 WP2001 Gamma Irrad Colilert-24Hr Colilert 25 CS col 2.o, 15 1 300•D4 o 7.000 Sealer Pius Rubber Insert,QT 2000-Quanti-Tray Pad 1 EA 9215 . o 0 5-+ v 8.000 WVR20 Vessel Rack-Bacti Bottle Rack 1 EA 3j 9.000 WQTC,Pre-Disp,QT Comparator 4 EA 10.000 WCLS2001 Colisure 200T IR-Colisure 1 CS ~T 1 L`� =t - Page 2 of 3 BID SOLICITATION Printed:06/30/2016 BUYER:Cristina Camarillo PHONE M (817)392-8355 ext. DELIVERY REQUIRED:7/7/2016 V Vendor Name: City of Ft Worth T-MO15 011,1Vt . Ff N Address: ; Laboratory Services l b &X 0 t'• p 2600 S.E.Loop 820 Q City,State Zip Code, �k ME o,40gz r FORT WORTH TX 76140 �? T Al Q Item Class-Item Quantity Unit Unit Price Total 11.000 WP2001-18 Gamma Irad Colilert-18hr Colilert 60 CS 1I" T- O,00 12.000 UN3373-WKIT 1001,Quanta 1 FA Il.`"� ,ov � >o aD 13.000 Sealer Plus,WQTSPLUS-Quanti-Tray Sealer 1 EA 4 ,�� 7 14.000 WPSE0201 Gamma IR Pseudai 1 EA ( j2 L 15.000 WPSE2001 Gamma IR Pseudal 1 CS 16.000 WCLS 20 Colisure 20T IRRA 1 EA pp no 17.000 WHPC-25 HPC,Simplate Uni 1 EA �5• + 18.000 WHPC-100 HPC,Simplate Mul 1 EA -2 26+dD Z25 9O ccqq 15, � 19.000 UN3373-WQC Coliform/E.coli 1 EA 15 3+v �5 � 20.000 UN3373-WQC Fecal Coliform 1 EA 110,00 110 , 1O ,00 21.000 UN3373-WQC HPC 1 EA 11 +00 46 , 00 22.000 WQC E.coll 1 EA ' ° 0 �53+ 0 Page 3 of 3 TOTAL: 1 q5,9o.)z WE AGREE TO FURNISH ANY OR ALL OF THE ITEMS QUOTED AT THE PRICES SHOWN.QUOTE MUST HE HELD FIRM FOR PERIOD OF 90 DAYS. y� I TERM OF PAYMENT: �.'�-30 COMPANY: ��i�XX "Dl 30% cr)i l n C . DELIVERY: c53-d 5 NeQ SIGNATURE: TELEPHONE NUMBER: NAME AND TITLE: _ l� ,v t( �1►�' '� FORTWORTH. ATTACHMENT B-VENDOR CONTACT INFORMATION Vendor's Name: J-ZE bl GV1 ,I I1I C Vendor's Local Address: one 3Dy(K D r- �l3(SHoY_1,X\��C. I M,6 dL4 oq 2 Phone: OO -;5z1-0Zb-' Fax: (ZO?J"- S(o-41O3D Email: V Y)t(X a f d(XX -con I Name of persons to contact when requesting service: Name/Title 1Xlt LCW I S_/ 05,c Sad Z r. AC.Gpjiii MaYXAG-P_✓' Phone: Fax: Email: Na e Phone: Fax: Email: Name/Title Phone: Fax: Email: ignature Printed Name Date ITB No. 16-0304, IDEXX Consumables Page 18 of 18 FORTWORTH. Purchasing Division City of Fort Worth SOLE SOURCE PROCUREMENT JUSTIFICATION Purpose This form must accompany all sole source purchase requests for equipment, construction, supplies or services when the purchase is for more than$3,000.00. This form is not needed when the purchase is for a professional services contract. The purpose of the sole source procurement justification is to demonstrate that the competitive process is not required because only one product or service can meet the specific need of the City of Fort Worth ("City"). A sole source procurement may not be used to circumvent the City's normal purchasing procedures or for a price-based justification. Acceptance of the sole source procurement justification is at the discretion of the Purchasing Division Manager or his designee. Certification My signature below certifies that I am aware that state and federal procurement statutes and regulations require that procurements of a certain amount made by government entities must be competitively bid unless the purchase qualifies as an exemption to the competitive bidding requirements. I am requesting this sole source procurement based on the information provided in the Justification section below. The information is complete, accurate and based on my professional judgment and investigations. I also certify that this purchase will not violate Section 2-238 of the City's Ethics Code. Requesting Department: Water Requested by [printed name]: David Nels n Signature: Recommended by[printed name]: Chris Harder Department Director / Signature: 6L Telephone number: Date: Sole Source Procurement Justification Page 1 of 3 Rev. 12/2014 Justification I. Describe the product(s) or service(s) your department wishes to purchase — provide vendor name, manufacturer,model number and/or generic description identifying the item(s)or service(s). Idexx Distribution Inc.provides these proprietary supplies: Colilert, CoIilert 18, Colilert Comparator, Idexx Vessels, Quanti-Tray, Quanti-Tray Sealer, Quanti-Tray Comparator. 2. Purpose—provide a brief description of why the product(s)or service(s)is required. The appropriate products are used to ensure analysis of water, wastewater for monitoring and regulatory requirements. Supplies are used for various programs/projects for water treatment plants,distribution,the waste treatment plant, customer cities, and private customers for samples that encompass public safety concerns. 3. Describe your efforts to identify other vendors — trade shows, internet search, vendor catalogues, Provide product and contact information for other products,services and vendors evaluated. (A quote is not required,simply enough information to show the availability/non-availability of other sources.) There is currently no other vendor for enzyme substrate media for total collforms as per internet search. 4. Justification: a. Identify the reason(s) why other vendors, products, or services competing in this market do not meet the City's needs or specifications: X _ The product(s) or service(s) is available from only one source because of patents, copyrights,secret processes,or natural monopolies. The product(s)is a captive replacement part(s)or component(s)for existing equipment. The dollar value of the existing equipment is approximately$ Use of other than Original Equipment Manufacturer parts jeopardizes the warranty or may result in equipment not functioning to the level of factory specifications. Authorized factory service is available from only one source. Maintenance for the existing product is only available from one source. b. Attach justification letter from the manufacturer or originator of the product or service. Sole Source Procurement Justification Page 2 of 3 Rev. 12/2014 5. Will this purchase limit the ability of other vendors to compete on future purchases for supplies, upgrades,or replacements? If so,how? No. 6. Will this purchase obligate the City to future purchases,for example,maintenance or license(s)?If so, what future purchases will be required? No. 7. What will happen if the City does not purchase the requested product(s) or service(s) from this vendor? The necessary supplies to perform analysis would be unavailable. Purchasing Division Comments: $ Buyer/Senior Buyer/Supervisor: &N _ Date:` Approval PURCHASING DIVISION: Sole Source Procurement approved; Yes No Signature of Purchasing Division Manager: -A" - Printed Name: Date: Sole Source Procurement Justification Page 3 of 3 Rev. 12/2014 vnvv.lrtazx.carn V W�I./V\ IOU 0001:2006 CERTIFIED March 30, 2016 Please accept this letter as confirmation that IDEXX Distribution, Inc. (FEIN #35- 2186625) is a wholly owned subsidiary of IDEXX Laboratories, Inc. and is the sole supplier of the following products to the Water Market: Product Sole Manufacturer Sole Supplier in US Water Testing Market Colilert* reagent Yes Yes Colilert*Comparator Yes Yes Colilert*-18 reagent Yes Yes Colisure* reagent Yes Yes Enterolert* reagent Yes Yes Pseudalert* reagent IDEXX Vessels Yes Yes Quanti-Tray* Sealer PLUS Yes Yes Quanti-Tray* Yes Yes IDEXX-QC Yes Colilert* Quanti-CUItTM QC kit Yes Yes SimPlate*for HPC test kit Yes Yes Filta-Max xpress* Elution Yes Yes Station Filta-Max xpress* Filter Yes Yes Modules Filter-Max xpress* Filter Yes Yes Housing Filta-Max xpress sampling kit Yes . Yes Please note that IDEXX Distribution, Inc. was formed as a wholly owned subsidiary of IDEXX Laboratories, Inc. because our shipping location moved from Westbrook, Maine to Memphis, Tennessee. I hope this information is of assistance. If you have any questions, please call Miquele Lewis at 1-800-321-0207 ext. 66179. Sincerely, Miquele Lewis IDEXX Laboratories, Inc. `Colilert,Colilert-18,Colisure,Enterolert,Quanti-Tray,SimPlate,IDEXX-QC and Fllta-Max are trademarks or registered trademarks of IDEXX Laboratories,Inc.or Its affiliates in the United States and/or other countries. City of Fort Worth, Texas Mayor and Council Communication COUNCIL ACTION: Approved on 8/30/2016 DATE: Tuesday, August 30, 2016 REFERENCE NO.: **P-11925 LOG NAME: 13P16-0304 IDEXX CONSUMABLES CC WATER SUBJECT: Authorize Sole Source Purchase Agreement with IDEXX Distribution, Inc., a Wholly-Owned Subsidiary of IDEXX Laboratories, Inc., to Provide Microbiological Supplies for the Water Department in the Annual Amount of$80,000.00 (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize a Sole Source Purchase Agreement with IDEXX Distribution, Inc., a wholly-owned subsidiary of IDEXX Laboratories, Inc., to provide microbiological supplies for the Water Department in the annual amount of$80,000.00. DISCUSSION: The Water Department Laboratory Services Division will use this Agreement to purchase microbiological supplies necessary to test for total coliforms in the public water supply. The Texas Commission on Environmental Quality (TCEQ) requires a minimum of 270 samples be tested each month to meet regulatory requirements. The Water Department Laboratory Services Division is certified by TCEQ's National Environmental Laboratory Accreditation Program (NELAP) for analysis of total coliforms by the MMO-MUG (Colilert) Test, Standard Method 9223 of the TCEQ. IDEXX Distribution, Inc., is the documented sole supplier and distributor of the Colilert test supplies. No guarantee was made that a specific amount of goods will be purchased. The Water Department Laboratory Services Division anticipates spending $80,000.00 this Agreement period. PRICE ANALYSIS -The unit prices offered by IDEXX Distribution, Inc., for microbiological supplies have not changed from the previous Agreement awarded May 2011 (M&C P-11235). Staff reviewed the pricing and found pricing to be fair and reasonable. M/WBE -A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BIDE Ordinance, because the M/WBE Waiver is based on the sole source information provided to the M/WBE Office by the Purchasing Division Buyer. AGREEMENT TERMS - Upon City Council's approval, this Agreement shall begin on August 31, 2016 and expire August 30, 2017. RENEWAL OPTIONS -This Agreement may be renewed for up to four additional one-year terms at the City's option. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. Logname: 13P16-0304 IDEXX CONSUMABLES CC WATER Page I of 2 FISCAL INFORMATION /CERTIFICATION: The Director of Finance certifies that funds are available within the existing appropriations of the Water and Sewer Fund for these expenditures and that prior to an expenditure being made, the Water Department has the responsibility to validate the availability of funds. BQN\16-0304\CC FUND IDENTIFIERS (FIDs): TO Fund Department ccoun Project JProgram ctivity Budget Reference # moun ID ID Year (Chartfield 2) FROM __ rul Department Accoun Project ctivity Budget Reference # moun ID ID �Program �Year (Chartfield 2) CERTIFICATIONS: Submitted for City Manager's Office by: Jay Chapa (6222) Originating Department Head: Aaron Bovos (8517) Jack Dale (8357) Additional Information Contact: Cristina Camarillo (8355) ATTACHMENTS 1. 16-0304 EPLS.pdf (CFW Internal) 2. 16-0304 Sole Source.pdf (CFW Internal) 3. Form 1295.pdf (Public) 4. Waiver 16-0304.pdf (CFW Internal) 5. WATER-16-00347916.pdf (CFW Internal) Logname: 13P16-0304 IDEXX CONSUMABLES CC WATER Page 2 of 2