HomeMy WebLinkAboutContract 58392 CSC No. 58392
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VENDOR SERVICES AGREEMENT
This VENDOR SERVICES AGREEMENT ("Agreement") is made and entered into by and
between the CITY OF FORT WORTH("City"),a Texas home rule municipal corporation,acting by and
through its duly authorized Assistant City Manager, and Southwest Industrial Services, Inc. ("Vendor"),a
state registered company and acting by and through its duly authorized representative, each individually
referred to as a"party"and collectively referred to as the"parties."
1. Scope of Services.Machine shop services and fabrication("Services"),which are set forth
in more detail in Exhibit"A,"attached hereto and incorporated herein for all purposes.
2. Term. The initial term of this Agreement is for 1 year(s),beginning on the date that this
Agreement is executed by the City's Assistant City Manager("Effective Date"),unless terminated earlier
in accordance with this Agreement ("Initial Term"). City will have the option, in its sole discretion, to
renew this Agreement under the same terms and conditions,for up to 4 one-year renewal option(s)(each a
"Renewal Term").
3. Compensation.
3.1 Total compensation under this Agreement will not exceed TWO HUNDRED
EIGHTY EIGHT THOUSAND SEVEN HUNDRED FIFTY Dollars and ZERO CENTS
($288,750.00).
3.2 City will pay Vendor in accordance with the Prompt Payment Act(Chapter 2251
of the Texas Government Code)and provisions of this Agreement,including Exhibit`B,"
which is attached hereto and incorporated herein for all purposes.
3.3 Vendor will not perform any additional services or bill for expenses incurred for
City not specified by this Agreement unless City requests and approves in writing the
additional costs for such services. City will not be liable for any additional expenses of
Vendor not specified by this Agreement unless City first approves such expenses in
writing.
4. Termination.
4.1. Written Notice. City or Vendor may terminate this Agreement at any time and for
any reason by providing the other party with 30 days' written notice of termination.
4.2 Non-appropriation of Funds. In the event no funds or insufficient funds are
appropriated by City in any fiscal period for any payments due hereunder,City will notify Vendor
of such occurrence and this Agreement will terminate on the last day of the fiscal period for which
OFFICIAL RECORD
Vendor Services Agreement CITY SECRETARY Page 1 of 12
v.1.4(November 30,2021)
FT. WORTH, TX
appropriations were received without penalty or expense to City of any kind whatsoever,except as
to the portions of the payments herein agreed upon for which funds have been appropriated.
4.3 Duties and Obligations of the Parties. In the event that this Agreement is
terminated prior to the Expiration Date, City will pay Vendor for services actually rendered up to
the effective date of termination and Vendor will continue to provide City with services requested
by City and in accordance with this Agreement up to the effective date of termination. Upon
termination of this Agreement for any reason, Vendor will provide City with copies of all
completed or partially completed documents prepared under this Agreement. In the event Vendor
has received access to City Information or data as a requirement to perform services hereunder,
Vendor will return all City provided data to City in a machine readable format or other format
deemed acceptable to City.
5. Disclosure of Conflicts and Confidential Information.
5.1 Disclosure of Conflicts.Vendor hereby warrants to City that Vendor has made full
disclosure in writing of any existing or potential conflicts of interest related to Vendor's services
under this Agreement.In the event that any conflicts of interest arise after the Effective Date of this
Agreement,Vendor hereby agrees immediately to make full disclosure to City in writing.
5.2 Confidential Information.Vendor,for itself and its officers,agents and employees,
agrees that it will treat all information provided to it by City("City Information") as confidential
and will not disclose any such information to a third party without the prior written approval of
City.
5.3 Public Information Act. City is a government entity under the laws of the State of
Texas and all documents held or maintained by City are subject to disclosure under the Texas Public
Information Act.In the event there is a request for information marked Confidential or Proprietary,
City will promptly notify Vendor.It will be the responsibility of Vendor to submit reasons objecting
to disclosure. A determination on whether such reasons are sufficient will not be decided by City,
but by the Office of the Attorney General of the State of Texas or by a court of competent
jurisdiction.
5.4 Unauthorized Access.Vendor must store and maintain City Information in a secure
manner and will not allow unauthorized users to access, modify, delete or otherwise corrupt City
Information in any way. Vendor must notify City immediately if the security or integrity of any
City Information has been compromised or is believed to have been compromised,in which event,
Vendor will, in good faith, use all commercially reasonable efforts to cooperate with City in
identifying what information has been accessed by unauthorized means and will fully cooperate
with City to protect such City Information from further unauthorized disclosure.
6. Right to Audit. Vendor agrees that City will,until the expiration of three (3)years after
final payment under this Agreement,or the final conclusion of any audit commenced during the said three
years,have access to and the right to examine at reasonable times any directly pertinent books,documents,
papers and records, including, but not limited to, all electronic records, of Vendor involving transactions
relating to this Agreement at no additional cost to City. Vendor agrees that City will have access during
normal working hours to all necessary Vendor facilities and will be provided adequate and appropriate work
space in order to conduct audits in compliance with the provisions of this section. City will give Vendor
reasonable advance notice of intended audits.
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7. Independent Contractor. It is expressly understood and agreed that Vendor will operate
as an independent contractor as to all rights and privileges and work performed under this Agreement, and
not as agent, representative or employee of City. Subject to and in accordance with the conditions and
provisions of this Agreement, Vendor will have the exclusive right to control the details of its operations
and activities and be solely responsible for the acts and omissions of its officers, agents, servants,
employees, Vendors, and subcontractors. Vendor acknowledges that the doctrine of respondeat superior
will not apply as between City,its officers,agents,servants and employees,and Vendor,its officers,agents,
employees, servants, contractors, and subcontractors. Vendor further agrees that nothing herein will be
construed as the creation of a partnership or joint enterprise between City and Vendor. It is further
understood that City will in no way be considered a Co-employer or a Joint employer of Vendor or any
officers, agents, servants, employees, contractors, or subcontractors. Neither Vendor, nor any officers,
agents, servants, employees, contractors, or subcontractors of Vendor will be entitled to any employment
benefits from City.Vendor will be responsible and liable for any and all payment and reporting of taxes on
behalf of itself,and any of its officers,agents, servants,employees,or contractors.
8. Liability and Indemnification.
8.1 LIABILITY- VENDOR WILL BE LIABLE AND RESPONSIBLE FOR ANY
AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND PERSONAL INJURY,
INCLUDING, INCLUDING, BUT NOT LIMITED TO, DEATH, TO ANY AND ALL
PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE
EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S),MALFEASANCE OR
INTENTIONAL MISCONDUCT OF VENDOR, ITS OFFICERS, REPRESENTATIVES,
AGENTS,SERVANTS,EMPLOYEES, CONTRACTORS, OR SUBCONTRACTORS.
8.2 GENERAL INDEMNIFICATION- VENDOR HEREBY COVENANTS AND
AGREES TO INDEMNIFY, HOLD HARMLESS, AND DEFEND CITY, ITS OFFICERS,
AGENTS, REPRESENTATIVES, SERVANTS, AND EMPLOYEES, FROM AND AGAINST
ANY AND ALL CLAIMS OR LAWSUITS OF ANY KIND OR CHARACTER, WHETHER
REAL OR ASSERTED, FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING
ALLEGED DAMAGE OR LOSS TO VENDOR'S BUSINESS AND ANY RESULTING LOST
PROFITS)AND PERSONAL INJURY,INCLUDING,BUT NOT LIMITED TO,DEATH, TO
ANY AND ALL PERSONS, ARISING OUT OF OR IN CONNECTION WITH THIS
AGREEMENT, TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS
OR MALFEASANCE OF VENDOR, ITS OFFICERS, AGENTS, REPREENTATIVES,
SERVANTS,EMPLOYEES, CONTRACTORS, OR SUBCONTRACTORS.
8.3 INTELLECTUAL PROPERTY INDEMNIFICATION — Vendor agrees to
defend, settle, or pay, at its own cost and expense, any claim or action against City for
infringement of any patent, copyright, trade mark, trade secret, or similar property right
arising from City's use of the software or documentation in accordance with this Agreement,
it being understood that this agreement to defend,settle or pay will not apply if City modifies
or misuses the software and/or documentation. So long as Vendor bears the cost and expense
of payment for claims or actions against City pursuant to this section,Vendor will have the
right to conduct the defense of any such claim or action and all negotiations for its settlement
or compromise and to settle or compromise any such claim; however,City will have the right
to fully participate in any and all such settlement, negotiations, or lawsuit as necessary to
protect City's interest, and City agrees to cooperate with Vendor in doing so. In the event
City, for whatever reason, assumes the responsibility for payment of costs and expenses for
any claim or action brought against City for infringement arising under this Agreement,City
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will have the sole right to conduct the defense of any such claim or action and all negotiations
for its settlement or compromise and to settle or compromise any such claim; however,
Vendor will fully participate and cooperate with City in defense of such claim or action.
City agrees to give Vendor timely written notice of any such claim or action, with copies of
all papers City may receive relating thereto. Notwithstanding the foregoing, City's
assumption of payment of costs or expenses will not eliminate Vendor's duty to indemnify
City under this Agreement.If the software and/or documentation or any part thereof is held
to infringe and the use thereof is enjoined or restrained or, if as a result of a settlement or
compromise,such use is materially adversely restricted,Vendor will, at its own expense and
as City's sole remedy, either: (a) procure for City the right to continue to use the software
and/or documentation; or (b) modify the software and/or documentation to make it non-
infringing, provided that such modification does not materially adversely affect
City's authorized use of the software and/or documentation; or (c) replace the software and
documentation with equally suitable,compatible,and functionally equivalent non-infringing
software and documentation at no additional charge to City; or (d) if none of the foregoing
alternatives is reasonably available to Vendor terminate this Agreement, and refund all
amounts paid to Vendor by City,subsequent to which termination City may seek any and all
remedies available to City under law.
9. Assianment and SubcontractinE.
9.1 Assignment. Vendor will not assign or subcontract any of its duties, obligations
or rights under this Agreement without the prior written consent of City. If City grants consent to
an assignment, the assignee will execute a written agreement with City and Vendor under which
the assignee agrees to be bound by the duties and obligations of Vendor under this Agreement.
Vendor will be liable for all obligations of Vendor under this Agreement prior to the effective date
of the assignment.
9.2 Subcontract. If City grants consent to a subcontract,the subcontractor will execute
a written agreement with Vendor referencing this Agreement under which subcontractor agrees to
be bound by the duties and obligations of Vendor under this Agreement as such duties and
obligations may apply. Vendor must provide City with a fully executed copy of any such
subcontract.
10. Insurance. Vendor must provide City with certificate(s) of insurance documenting
policies of the following types and minimum coverage limits that are to be in effect prior to commencement
of any Services pursuant to this Agreement:
10.1 Coverage and Limits
(a) Commercial General Liability:
$1,000,000- Each Occurrence
$2,000,000- Aggregate
(b) Automobile Liability:
$1,000,000- Each occurrence on a combined single limit basis
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Coverage will be on any vehicle used by Vendor, or its employees, agents, or
representatives in the course of providing Services under this Agreement. "Any
vehicle"will be any vehicle owned,hired and non-owned.
(c) Worker's Compensation:
Statutory limits according to the Texas Workers' Compensation Act or any other
state workers' compensation laws where the Services are being performed
Employers' liability
$100,000- Bodily Injury by accident; each accident/occurrence
$100,000- Bodily Injury by disease; each employee
$500,000- Bodily Injury by disease;policy limit
(d) Professional Liability(Errors&Omissions): ❑Applicable ❑N/A
$1,000,000- Each Claim Limit
$1,000,000- Aggregate Limit
Professional Liability coverage may be provided through an endorsement to the
Commercial General Liability (CGL) policy, or a separate policy specific to
Professional E&O. Either is acceptable if coverage meets all other requirements.
Coverage must be claims-made,and maintained for the duration of the contractual
agreement and for two (2) years following completion of services provided. An
annual certificate of insurance must be submitted to City to evidence coverage.
10.2 General Requirements
(a) The commercial general liability and automobile liability policies must
name City as an additional insured thereon, as its interests may appear. The term
City includes its employees,officers,officials,agents,and volunteers in respect to
the contracted services.
(b) The workers' compensation policy must include a Waiver of Subrogation
(Right of Recovery)in favor of City.
(c) A minimum of Thirty (30) days' notice of cancellation or reduction in
limits of coverage must be provided to City. Ten (10) days' notice will be
acceptable in the event of non-payment of premium.Notice must be sent to the
City in accordance with the notice provision of this Agreement.
(d) The insurers for all policies must be licensed and/or approved to do
business in the State of Texas. All insurers must have a minimum rating of A-VII
in the current A.M.Best Key Rating Guide,or have reasonably equivalent financial
strength and solvency to the satisfaction of Risk Management. If the rating is
below that required,written approval of Risk Management is required.
(e) Any failure on the part of City to request required insurance
documentation will not constitute a waiver of the insurance requirement.
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(f) Certificates of Insurance evidencing that Vendor has obtained all required
insurance will be delivered to the City prior to Vendor proceeding with any work
pursuant to this Agreement.
11. Compliance with Laws,Ordinances,Rules and ReEulations. Vendor agrees that in the
performance of its obligations hereunder, it will comply with all applicable federal, state and local laws,
ordinances,rules and regulations and that any work it produces in connection with this Agreement will also
comply with all applicable federal, state and local laws, ordinances, rules and regulations. If City notifies
Vendor of any violation of such laws, ordinances, rules or regulations, Vendor must immediately desist
from and correct the violation.
12. Non-Discrimination Covenant. Vendor, for itself, its personal representatives, assigns,
contractors,subcontractors,and successors in interest,as part of the consideration herein,agrees that in the
performance of Vendor's duties and obligations hereunder, it will not discriminate in the treatment or
employment of any individual or group of individuals on any basis prohibited by law. IF ANY CLAIM
ARISES FROM AN ALLEGED VIOLATION OF THIS NON-DISCRIMINATION COVENANT
BY VENDOR, ITS PERSONAL REPRESENTATIVES, ASSIGNS, CONTRACTORS,
SUBCONTRACTORS, OR SUCCESSORS IN INTEREST, VENDOR AGREES TO ASSUME
SUCH LIABILITY AND TO INDEMNIFY AND DEFEND CITY AND HOLD CITY HARMLESS
FROM SUCH CLAIM.
13. Notices. Notices required pursuant to the provisions of this Agreement will be
conclusively determined to have been delivered when (1) hand-delivered to the other party, its agents,
employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the
transmission, or(3)received by the other party by United States Mail,registered,return receipt requested,
addressed as follows:
To CITY: To VENDOR:
City of Fort Worth Southwest Industrial Services,Inc.
Attn: Assistant City Manager Michael Goold, President
200 Texas Street 2413 Whitmore Street
Fort Worth,TX 76102-6314 Fort Worth TX 76107
Facsimile: (817)392-8654 Facsimile:
With copy to Fort Worth City Attorney's Office at
same address
14. Solicitation of Employees. Neither City nor Vendor will, during the term of this
Agreement and additionally for a period of one year after its termination,solicit for employment or employ,
whether as employee or independent contractor, any person who is or has been employed by the other
during the term of this Agreement, without the prior written consent of the person's employer.
Notwithstanding the foregoing, this provision will not apply to an employee of either party who responds
to a general solicitation of advertisement of employment by either party.
15. Governmental Powers. It is understood and agreed that by execution of this Agreement,
City does not waive or surrender any of its governmental powers or immunities.
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16. No Waiver. The failure of City or Vendor to insist upon the performance of any term or
provision of this Agreement or to exercise any right granted herein does not constitute a waiver of City's or
Vendor's respective right to insist upon appropriate performance or to assert any such right on any future
occasion.
17. Governing Law/Venue. This Agreement will be construed in accordance with the laws
of the State of Texas. If any action,whether real or asserted,at law or in equity,is brought pursuant to this
Agreement, venue for such action will lie in state courts located in Tarrant County, Texas or the United
States District Court for the Northern District of Texas,Fort Worth Division.
18. SeverabiH . If any provision of this Agreement is held to be invalid, illegal or
unenforceable,the validity, legality and enforceability of the remaining provisions will not in any way be
affected or impaired.
19. Force Majeure. City and Vendor will exercise their best efforts to meet their respective
duties and obligations as set forth in this Agreement,but will not be held liable for any delay or omission
in performance due to force majeure or other causes beyond their reasonable control, including, but not
limited to, compliance with any government law, ordinance, or regulation; acts of God; acts of the public
enemy; fires; strikes; lockouts; natural disasters; wars; riots; epidemics or pandemics; government action
or inaction; orders of government; material or labor restrictions by any governmental authority;
transportation problems;restraints or prohibitions by any court,board,department,commission,or agency
of the United States or of any States;civil disturbances;other national or regional emergencies;or any other
similar cause not enumerated herein but which is beyond the reasonable control of the Party whose
performance is affected(collectively, "Force Majeure Event"). The performance of any such obligation is
suspended during the period of, and only to the extent of, such prevention or hindrance, provided the
affected Party provides notice of the Force Majeure Event, and an explanation as to how it prevents or
hinders the Party's performance, as soon as reasonably possible after the occurrence of the Force Majeure
Event,with the reasonableness of such notice to be determined by the City in its sole discretion.The notice
required by this section must be addressed and delivered in accordance with Section 13 of this Agreement.
20. Headings not Controlling. Headings and titles used in this Agreement are for reference
purposes only,will not be deemed a part of this Agreement,and are not intended to define or limit the scope
of any provision of this Agreement.
21. Review of Counsel. The parties acknowledge that each party and its counsel have
reviewed and revised this Agreement and that the normal rules of construction to the effect that any
ambiguities are to be resolved against the drafting party will not be employed in the interpretation of this
Agreement or Exhibits A,B, and C.
22. Amendments/Modifications/Extensions. No amendment, modification, or extension
of this Agreement will be binding upon a party hereto unless set forth in a written instrument, which is
executed by an authorized representative of each party.
23. Counterparts. This Agreement may be executed in one or more counterparts and each
counterpart will, for all purposes,be deemed an original,but all such counterparts will together constitute
one and the same instrument.
24. Warranty of Services. Vendor warrants that its services will be of a high quality and
conform to generally prevailing industry standards. City must give written notice of any breach of this
warranty within thirty(30) days from the date that the services are completed. In such event, at Vendor's
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option, Vendor will either(a) use commercially reasonable efforts to re-perform the services in a manner
that conforms with the warranty, or (b) refund the fees paid by City to Vendor for the nonconforming
services.
25. Immigration Nationality Act. Vendor must verify the identity and employment eligibility
of its employees who perform work under this Agreement, including completing the Employment
Eligibility Verification Form(I-9). Upon request by City, Vendor will provide City with copies of all I-9
forms and supporting eligibility documentation for each employee who performs work under this
Agreement. Vendor must adhere to all Federal and State laws as well as establish appropriate procedures
and controls so that no services will be performed by any Vendor employee who is not legally eligible to
perform such services.VENDOR WILL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM
ANY PENALTIES,LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH
BY VENDOR, VENDOR'S EMPLOYEES, CONTRACTORS, SUBCONTRACTORS, OR
AGENTS.City,upon written notice to Vendor,will have the right to immediately terminate this Agreement
for violations of this provision by Vendor.
26. Ownership of Work Product. City will be the sole and exclusive owner of all reports,
work papers,procedures, guides, and documentation that are created,published, displayed, or produced in
conjunction with the services provided under this Agreement(collectively,"Work Product"). Further,City
will be the sole and exclusive owner of all copyright,patent,trademark,trade secret and other proprietary
rights in and to the Work Product. Ownership of the Work Product will inure to the benefit of City from
the date of conception, creation or fixation of the Work Product in a tangible medium of expression
(whichever occurs first).Each copyrightable aspect of the Work Product will be considered a"work-made-
for-hire" within the meaning of the Copyright Act of 1976, as amended. If and to the extent such Work
Product,or any part thereof,is not considered a"work-made-for-hire"within the meaning of the Copyright
Act of 1976, as amended,Vendor hereby expressly assigns to City all exclusive right, title and interest in
and to the Work Product,and all copies thereof,and in and to the copyright,patent,trademark,trade secret,
and all other proprietary rights therein, that City may have or obtain, without further consideration, free
from any claim,lien for balance due,or rights of retention thereto on the part of City.
27. Signature Authority. The person signing this Agreement hereby warrants that they have
the legal authority to execute this Agreement on behalf of the respective party, and that such binding
authority has been granted by proper order,resolution, ordinance or other authorization of the entity. This
Agreement and any amendment hereto,may be executed by any authorized representative of Vendor.Each
party is fully entitled to rely on these warranties and representations in entering into this Agreement or any
amendment hereto.
28. Change in Company Name or Ownership. Vendor must notify City's Purchasing
Manager, in writing, of a company name, ownership, or address change for the purpose of maintaining
updated City records.The president of Vendor or authorized official must sign the letter.A letter indicating
changes in a company name or ownership must be accompanied with supporting legal documentation such
as an updated W-9, documents filed with the state indicating such change, copy of the board of director's
resolution approving the action, or an executed merger or acquisition agreement. Failure to provide the
specified documentation so may adversely impact future invoice payments.
29. No Boycott of Israel. If Vendor has fewer than 10 employees or this Agreement is for
less than $100,000, this section does not apply. Vendor acknowledges that in accordance with Chapter
2271 of the Texas Government Code, the City is prohibited from entering into a contract with a company
for goods or services unless the contract contains a written verification from the company that it: (1) does
not boycott Israel;and(2)will not boycott Israel during the term of the contract. The terms"boycott Israel"
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and"company"has the meanings ascribed to those terms in Section 2271 of the Texas Government Code.
By signing this Agreement,Vendor certifies that Vendor's signature provides written verification to
the City that Vendor: (1) does not boycott Israel; and (2) will not boycott Israel during the term of
the Agreement.
30. Prohibition on Boycottina Enerav Companies. Vendor acknowledges that, in
accordance with Chapter 2274 of the Texas Government Code, as added by Acts 2021, 87th Leg., R.S.,
S.B. 13, § 2, the City is prohibited from entering into a contract for goods or services that has a value of
$100,000 or more that is to be paid wholly or partly from public funds of the City with a company with 10
or more full-time employees unless the contract contains a written verification from the company that it:
(1) does not boycott energy companies; and(2) will not boycott energy companies during the term of the
contract. The terms"boycott energy company" and"company"have the meaning ascribed to those terms
by Chapter 2274 of the Texas Government Code,as added by Acts 2021, 87th Leg.,R.S., S.B. 13, § 2. To
the extent that Chapter 2274 of the Government Code is applicable to this Agreement, by signing this
Agreement,Vendor certifies that Vendor's signature provides written verification to the City that Vendor:
(1) does not boycott energy companies; and(2) will not boycott energy companies during the term of this
Agreement.
31. Prohibition on Discrimination Against Firearm and Ammunition Industries. Vendor
acknowledges that except as otherwise provided by Chapter 2274 of the Texas Government Code,as added
by Acts 2021,87th Leg.,R.S.,S.B. 19, § 1,the City is prohibited from entering into a contract for goods or
services that has a value of$100,000 or more that is to be paid wholly or partly from public funds of the
City with a company with 10 or more full-time employees unless the contract contains a written verification
from the company that it: (1) does not have a practice, policy, guidance, or directive that discriminates
against a firearm entity or firearm trade association; and (2) will not discriminate during the term of the
contract against a firearm entity or firearm trade association. The terms "discriminate," "firearm entity"
and "firearm trade association" have the meaning ascribed to those terms by Chapter 2274 of the Texas
Government Code, as added by Acts 2021, 87th Leg.,R.S., S.B. 19, § 1. To the extent that Chapter 2274
of the Government Code is applicable to this Agreement,by signing this Agreement,Vendor certifies that
Vendor's signature provides written verification to the City that Vendor:(1)does not have a practice,policy,
guidance, or directive that discriminates against a firearm entity or firearm trade association; and(2) will
not discriminate against a firearm entity or firearm trade association during the term of this Agreement.
32. Electronic Signatures. This Agreement may be executed by electronic signature, which
will be considered as an original signature for all purposes and have the same force and effect as an original
signature.For these purposes,"electronic signature"means electronically scanned and transmitted versions
(e.g.via pdf file or facsimile transmission)of an original signature,or signatures electronically inserted via
software such as Adobe Sign.
33. Entirety of Agreement. This Agreement contains the entire understanding and agreement
between City and Vendor,their assigns and successors in interest, as to the matters contained herein. Any
prior or contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict
with any provision of this Agreement.
(signature page follows)
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IN WITNESS WHEREOF,the parties hereto have executed this Agreement in multiples.
City: Vendor:
ZGtfZGti�Gfy'A a Li l
By: Dana Burghdoff( v4,20 5:58 CDT) By, � �7
Nance: Dada Burghdoff Name: Michael Goold.
Title: Assistant City Manager Title: President
Date: Date: ocJ 2 12.-61 2_
FOR C1TY OF FORT WORTH INTERNAL PROCESSES:
Approval Recommended: Contract Compliance Manager:
By signing I acknowledge that 1 am the person
responsible for the monitoring and administration
of this contract, including ensuring all
By: Christopher H rder(Oct21,202214:28CDT) performance and reporting requirements.
Name: Chris Harder
Title: Water Department Director
By:
Approved as to Form and Legality: Name: Shatabya Bergland
Title: Contract Compliance Specialist
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By: Diilack(oct28,202216:12CDT) City Secretary: oeo eo9=d4
Name: Doug Black '°a�
Title: Assistant City Attorney
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boon
Tgrrrr�fe S. Gaadgll
By: Jannette S.Goodall(Nov 4,202216:03 CDT)
Contract Authorization: Name: Jannette Goodall
M&C: 22-0662 Title: City Secretary
Form 1295: 2022-923441.
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
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v.1.4(November 30,2021)
EXHIBIT A
SCOPE OF SERVICES
See next page.
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v.1.4(November 30,2021)
PART 2
SCOPE OF SERVICES/SPECIFICATIONS
1.0 SCOPE
1.1 The City of Fort Worth (City)seeks bids to establish an agreement for shop machining,
metal fabrication, shop and field welding, and miscellaneous field services to maintain and
repair mechanical equipment for water/wastewater treatment and pumping facilities for the
Water Department on an "as needed" basis. Prospective bidders should ensure they
download all attachments for complete responses and understanding of the agreement the
City intends to award from this solicitation. The successful bidder(s), known hereafter as
"Contractor"/"Vendor."
1.2 This Agreement shall begin on the date the City Secretary Contract is executed by the
Assistant City Manager("Effective Date")and shall expire on the upcoming September
30th, ("Expiration Date"), unless terminated earlier in accordance with this Agreement
("Initial Term"). Upon the expiration of the Initial Term, the Agreement shall automatically
renew under the same terms and conditions for up to four(4)one-year renewal periods
(October 1 to September 30), 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.
1.3 Unit prices shall include all costs associated with the specified work, including but not
limited to handling, fuel charges, fees and certifications fees. NO ADDITIONAL CHARGES
WILL BE ACCEPTED OR PAID BY THE CITY.
1.4 All items supplied under the Agreement resulting from this bid shall be of recent
production, unused, and suitable for their intended purpose.
1.5 Bidders shall provide stated cost plus percentage markup on items listed on the bid
solicitation page. Stated markups are to be firm throughout the Agreement period.
Bidders shall submit current price sheets for the specific items with their bids.
1.6 Items listed in these specifications are not the only sizes to be ordered, but are used to
assist the bidder in submitting bids and allow for proper price comparison and evaluation.
The Water Department will have a need to order items not listed and the Contractor shall
extend the same discounts given within that category.
1.7 Any specifications/requirements that have been omitted from this scope of service that are
clearly necessary or in conformance shall be considered a requirement although not
directly specified or called for in the scope of services.
1.8 The submission of a bid by the bidder shall be considered evidence of compliance with
these requirements.
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2.0 TENTATIVE SCHEDULE OF EVENTS
TASK DATE
ITB Release Date July 5, 2022
Pre-Bid Conference Jul 12, 2022 at 9:30AM Local Time
Deadline for Questions Jul 15, 2022 at 5PM Local Time
Answers Posted Jul 20, 2022
ITI3 Responses Due Date July 28,2022 AT 1:30 p.m. Local Time
Recommended Vendor Selection Au ust 2022
Mayor and Council Consideration Se tember 2022
Contract Execution October 2022
3.0 CHANGE IN COMPANY NAME OR OWNERSHIP
3.1 The Vendor shall notify the City's Purchasing Manager, in writing, of a company name,
ownership, or address change for the purpose of maintaining updated City records. The
president of the company or authorized official must sign the letter. A letter indicating
changes in a company name or ownership must be accompanied with supporting legal
documentation such as an updated W-9, documents filed with the state indicating such
change, copy of the board of director's resolution approving the action, or an executed
merger or acquisition agreement. Failure to do so may adversely impact future invoice
payments.
4.0 METHOD OF AWARD
4.1 Bids will first be evaluated based upon bids received from a responsible bidder that
presents the best value to the City. A responsible bidder is defined as a bidder that:
4.1.1 Meets all the requirements listed in Part 2, Section 5.0.
4.1.2 Submits a completed bid package within the stated deadline and in accordance
with the bid specifications.
4.2 Bids that do not receive 50% or more of the total available points, excluding the points for
price, will be deemed non-responsive.
4.3 The following criteria will be used to determine the best value:
4.3.1 Cost of service—up to 40 points
4.3.1.1 Will be evaluated using: Bid Solicitation
4.3.2 Business's proximity to the address listed in 11.1 —up to 15 points
4.3.2.1 Will be evaluated using: Attachment E— Bidder Qualification Questionnaire
4.3.3 Contractor's References— up to 20 points
4.3.3.1 Will be evaluated using: Attachment D— Reference Sheet
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4.3.4 Contractor's ownership of required lathes and personnel's ability to perform
services in the timeframe specified in Section 11.5—up to 25 points
4.3.4.1 Will be evaluated using: Document specified in 14.2.3 and Attachment E—
Bidder Qualification Questionnaire
4.4 In order for the City to receive adequate coverage on its requirements as specified in the
solicitation, the City reserves the right to make multiple awards.
4.3 The City reserves the right to accept or reject in whole or in part any or all bids received
and to make an award on the basis of individual item, combination of items, or overall bid,
as it is deemed in the best interest of the City. The City also reserves the right to reject the
bid of a bidder who has previously failed to perform properly or complete on time
agreements of a similar nature.
4.4 The City reserves and shall be free to exercise the right to evaluate bid in relation to
performance record of bidder with the City itself, another municipal corporation of like size,
or private corporations during the past two-year period. Such precautions are deemed to be
in the public interest inasmuch as Vendor failure or inability to furnish items within the
prescribed time can create emergency situations and impose unnecessary hardship on
both the City as a municipal corporation and the public at large.
4.5 If Attachment B, Consideration of Location of Bidder's Principal Place of Business, is
completed by any Bidder, the City will review the Attachment to determine whether Local
Preference will apply to the award.
4.6 The City also reserves the right to reject the bid of a bidder who has previously failed to
perform properly or complete on time agreements of a similar nature.
5.0 CONTRACTOR REQUIREMENTS IN ORDER FOR THE BID TO BE EVALUATED
5.1 The Contractor shall:
5.1.1 Have a minimum of two(2)years of experience conducting services similar or
related to the Scope of Services/Specifications.
5.1.2 Have and operate a full-time, permanent business address with the ability to be
reached by email and telephone from 8:00am —5:00pm, Monday- Friday.
6.0 MATERIALS PROVIDED BY THE CITY
6.1 The City shall supply equipment shop drawings, operations and maintenance manuals, and
specifications, and any additional equipment and/or system information that would be
helpful to the Contractor prior to commencement of the work to ensure compliance with
equipment manufacturer tolerances.
7.0 CONTRACTOR RESPONSIBILITIES-
7.1 The Contractor shall-
7.1.1 Provide an estimate for the scope of work in the job order with an estimated time of
repair in writing before proceeding with any work. The estimate shall be provided to
the City within 5 business days. When requested, Contractor shall provide an
estimate for replacement of the equipment, in lieu of repair. If job estimates exceed
$5,000 or the estimated cost is deemed unreasonable, the City may at its discretion
competitively bid the work out as an independent contract.
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7.2 Review existing plans,specifications and equipment shop drawings, make field
measurements, perform field troubleshooting, and produce drawings as required to
machine or fabricate materials and equipment necessary to meet the requirements of the
City.
7.3 Perform all works in strict accordance with all local, state, and national codes, ordinances,
and regulations governing the work involved.
8.0 TESTING AND QUALITY CONTROL
8.1 All inspections and tests shall be in accordance with the following applicable codes and
standards.Any additional codes or standards will be provided by the Water Department.
8.1.1 American Welding Society(AWS)
8.1.2 American Society of Mechanical Engineers (ASME)
8.1.3 American Society for Testing and Materials (ASTM)
8.1.4 American Standards Institute (ANSI)
8.2 Machine shop work on Water Department pumping equipment often involves machining,
grinding, drilling or boring to tight tolerances. Contractor shall utilize precision instruments
to verify machining tolerances meet equipment specifications.
8.3 Contractor shall be required to contact equipment manufacturer directly in order to obtain
equipment information to perform repairs.
8.4 Contractor shall have a shop quality assurance/quality control program utilizing calibrated
inspection tools and measuring devices, along with an experienced and knowledgeable
staff.
8.5 Field and shop welding shall be subject to testing to show compliance with applicable
specifications. Where testing of welds is required, it will be performed by a third-party
inspection company at the City's cost. Testing that shows poor or deficient workmanship
will be corrected by Contractor at no cost to the City. Follow up testing shall be performed
by an independent testing firm at the Contractor's cost.
9.0 SAFETY PRECAUTIONS
9.1 Contractor shall be responsible for meeting all federal, state, and local requirements related
to workplace safety.
9.2 Contractor shall be required to provide their staff with all personal protective equipment
associated with the job requirements. The Contractor shall ensure that sufficient protective
barriers, warning signs, and safety equipment is on-site and in place prior to initiating field
work.
9.3 Contractor shall coordinate with City staff to de-energize equipment prior to initiating field
work activities.
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10.0 CONTRACTOR EQUIPMENT
10.1 Contractor shall have available machining, milling, grinding, drilling, boring, and welding
equipment available for use in completion of job order tasks, specifically, large lathes
capable of 50-inch diameter and 20 feet long material are required.
10.2 The City maintains a crane contract that can be used to pull and set gear as required.
However, the City may request the Contractor to provide a crane in order to expedite the
work. Should this be requested, Contractor shall invoice the City for the crane services at
the cost-plus percentage included in their bid for parts, materials, and equipment.
11.0 DELIVERY
11.1 Address: City of Fort Worth Water Department, 1608 11th Ave. Fort Worth, Texas 76102
11.2 Equipment requiring shop work shall be delivered and picked up by the Contractor unless
otherwise requested by the City. Compensation for pickup and delivery of equipment
shall be per mile required for transportation from the site to the Contractor shop.
11.3 Contractor shall have a location within 50 miles of the delivery address listed in 11.1 for
machining repairs.
11.4 Contractor shall respond to requests for repairs, warranty work and/or troubleshooting
within 24 hours of notice by the City. Under emergency situations when the health and
safety of the public is put in jeopardy, the Contractor agrees to respond within six(6)
hours of notice by the City.
11.5 Contractor shall supply requested materials or services during regular business hours
within a maximum of 45 business days or less, including shipment, by mutual agreement
from the time the original request is made.
12.0 LAWS, REGULATIONS, AND ORDINANCES
12.1 The Vendor shall be responsible for meeting all Federal: laws, ordinances and regulations;
State: laws, ordinance and regulations; County: laws, ordinances and regulations; and City:
laws, ordinances, and regulations for safety of people, environment, and property. This
includes, but is not limited to, all Federal, State, County, and City Agencies, Administrations
and Commissions such as the Environmental Protection Agency(EPA), Occupational
Safety and Health Administration (OSHA), and the Texas Commission on Environmental
Quality(TCEQ). In the event any law, regulation or ordinance becomes effective after the
start of this Agreement, the Vendor is required to comply with new policy.Any mandates
requiring the City to comply with new guidelines will also require the Vendor to comply.
13.0 INVOICING REQUIREMENTS
13.1 The City of Fort Worth has begun implementing an automated invoicing system.
13.2 The Contractor shall send invoices electronically to our centralized Accounts Payable
department invoice email address: supplierinvoices(a-fortworthtexas.gov. This email
address is not monitored so please do not send correspondence to this email address.
The sole purpose of the supplier invoices email address is to receipt and process supplier
invoices.
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13.3 Please include the following on the subject line of your e-mail: vendor name, invoice
number, and PO number, separated by an underscore (ex: Example, Inc._123456_FW013-
0000001234)
13.4 To ensure the system can successfully process your invoice in an expedient manner,
please adhere to the following requirements:
• All invoices must be either a PDF or TIFF format.
• Image quality must be at least 300 DPI (dots per inch).
• Invoices must be sent as an attachment(i.e. no invoice in the body of the email).
• One invoice per attachment (includes PDFs). Multiple attachments per email is
acceptable but each invoice must be a separate attachment.
• Please do not send handwritten invoices or invoices that contain handwritten notes.
• Dot matrix invoice format is not accepted.
• The invoice must contain the following information:
• Supplier Name and Address;
• Remit to Supplier Name and Address, if different;
• Applicable City Department business unit#(i.e. FW013)
• Complete City of Fort Worth PO number (i.e. the PO number must contain all
preceding zeros);
• Invoice number;
• Invoice date; and
• Invoices should be submitted after delivery of the goods or services.
13.5 To prevent invoice processing delays, please do not send invoices by mail and email and
please do not send the same invoice more than once by email to
supplierinvoices(a-fortworthtexas.gov. To check on the status of an invoice, please contact
the City Department ordering the goods/services or the Central Accounts Payable
Department by email at: ZZ FIN AccountsPayable(@fortworthtexas.gov.
13.6 If you are unable to send your invoice as outlined above at this time, please send your
invoice to our centralized Accounts Payable department instead of directly to the individual
city department. This will allow the city staff to digitize the invoice for faster processing.
13.7 If electronic invoicing is not possible, you may send your paper invoice to:
City of Fort Worth
Attn: FMS Central Accounts Payable
200 Texas Street
Fort Worth, Texas, 76102
The City's goal is to receive 100% of invoices electronically so that all supplier payments
are processed efficiently. To achieve this goal, we need the Contractor's support.
If Contractor has any questions, please contact the Accounts Payable team at (817) 392-
2451 or by email to ZZ FIN AccountsPayable _fortworthtexas.gov.
13.8 Contractor shall not include Federal, State of City sales tax in its invoices. City shall furnish
a tax exemption certificate upon Vendor's request.
14.0 UNIT PRICE ADJUSTMENT
14.1 Vendor may request a Price Adjustment based on Price Adjustment Verification up to one
time Quarterly. Price Adjustment means an unplanned or unanticipated change, upward or
downward, from the established contract price that is supported by demonstrated Price
Adjustment Justification. A request for a Price Adjustment must be initiated by the Vendor.
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Price Adjustments shall not be allowed more frequently than once Quarterly. It is within the
sole discretion of the City to determine whether an adjustment is necessary and/or
acceptable.
14.2 Quarterly means the City's Fiscal year quarters, being each of the three (3) month periods
the first of which begins October 1. Quarter(Q) 1: October 1 —December 31; Q2: Jan 1 —
March 31; Q3P:April 1 —June 30; Q4: July 1 —September 30.
14.3 Price Adjustment Justification means documentation supporting a requested Price
Adjustment and showing an objectively verifiable basis for a change in price due to the
documented impact of economic conditions on labor, equipment, or materials. Examples of
possible Price Adjustment Justification include, but are not limited to, cost indexes, and/or
updated supplier price sheets. It is within the sole discretion of the City to determine
whether Price Adjustment Justification is sufficient and/or acceptable.
14.4 The Vendor must submit its Price Adjustment request, in writing, at least 60 days before the
effective period (15t day of a new quarter). The Vendor must provide all Price Adjustment
Justification, as defined above, at the time of its request for a Price Adjustment.
14.5 If the City, in its sole discretion, concludes that the requested Price Adjustment is
unreasonable or not fully supported by adequate Price Adjustment Justification, the City
reserves the right to adjust the rate increase, or reject the requested Price Adjustment in its
entirety and allow the contract to expire at the end of the contract term. If the City elects not
to accept a requested Price Adjustment, the Purchasing Division may issue a new
solicitation.
14.6 Prices offered shall be used for bid analysis and for Agreement pricing. In cases of errors in
extensions or totals, the unit prices offered will govern. Upon expiration of the Agreement
term the successful bidder, agrees to hold over under the terms and conditions of this
Agreement for a reasonable period of time to allow the City to re-bid an Agreement, not to
exceed ninety(90)days. Vendor will be reimbursed for this service at the prior Agreement
rate(s). Vendor shall remain obligated to the City under all clauses of this Agreement that
expressly or by their nature extends beyond and survives the expiration or termination of
this Agreement.
14.7 Delivery of goods and/or services shall not be suspended by the Vendor without a 30-day
prior written notice to the Purchasing Manager.
14.8 Only Published price changes will be accepted. Prices that were in effect at the time of
order placement shall take precedence.
15.0 PERFORMANCE
15.1 Failure of the City to insist in any one or more instances upon performance of any of the
terms and conditions of this Agreement shall not be construed as a waiver or
relinquishment of the future performance of any terms and conditions, but the Vendor's
obligation with respect to such performance shall continue in full force and effect.
16.0 SUBCONTRACTING
16.1 No subcontracting of the work under this contract will be allowed without written permission
from the City.
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17.0 HAZARDOUS CONDITIONS
17.1 The Vendor is required to notify the City immediately of any hazardous conditions and/or
damage to any property.
17.2 Hazardous materials shall be handled with care and workers shall wear Personal Protective
Equipment(PPE)while handling hazardous material. If there are questions regarding how
to dispose of materials, the Contractor shall contact City of Fort Worth Code Compliance at
817-392-1234.
18.0 CONTRACT ADMINISTRATION AND TERMINATION
18.1 Contract administration will be performed by the City Department. In the event the Vendor
fails to perform according to the terms of the agreement, The Department head or his/her
designee will notify the Vendor, in writing, of its failures.A meeting may be arranged to
discuss the Vendor's deficiencies. A written cure notice may be prepared giving the
Vendor 14 calendar days to cure any deficiency.
18.2 In the event the Vendor continues with unsatisfactory performance, the department will
promptly notify the Purchasing Manager who will take appropriate action to cure the
performance problem(s), which could include cancellation, termination for convenience or
default. If the agreement is terminated for default, the Vendor may be held liable for excess
cost and/or liquidated damages.
18.3 The Vendor will be paid only those sums due and owing under the agreement for services
satisfactorily rendered, subject to offset for damages and other amounts which are, or
which may become, due and owing to the City.
18.4 The City reserves the right to terminate this agreement, or any part hereof, for its sole
convenience. In the event of such termination, the Vendor shall immediately stop all work
hereunder and shall immediately cause any and all of its suppliers and subVendors to
cease work. Subject to the terms of this agreement, the Vendor shall be paid a percentage
of the agreement price reflecting the percentage of the work performed prior to the notice of
termination, plus reasonable charges the Vendor can demonstrate to the satisfaction of the
City using its standard record keeping system, have resulted from the termination.
However, in no event shall the total of all amounts paid to the Vendor exceed the
agreement price. The Vendor shall not be reimbursed for any profits which may have been
anticipated, but which have not been earned up to the date of termination.
19.0 RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT
19.1 If the Federal award meets the definition of"funding eCFR—Code of Federal Regulations
agreement" under 37 CFR§401.2 (a)and the recipient or subrecipient wishes to enter into
a contract with a small business firm or nonprofit organization regarding the substitution of
parties, assignment or performance of experimental, developmental, or research work
under that"funding agreement,"the recipient or subrecipient must comply with the
requirements of 37 CFR Part 401, "Rights to Inventions Made by Nonprofit Organizations
and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements,"and any implementing regulations issued by the awarding agency.
20.0 CLEAN AIR ACT AND FEDERAL WATER POLLUTION CONTROL ACT
20.1 Vendor shall comply with all applicable standards, orders or regulations issued pursuant to
the Clean Air Act(42 U.S.C. 7401-7671q)and the Federal Water Pollution Control Act as
amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding
agency and the Regional Office of the Environmental Protection Agency(EPA).
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21.0 DEBARMENT AND SUSPENSION
21.1 Per Executive Orders 12549 and 12689, a contract award (see 2 CFR 180.220)shall not
be made to parties listed on the government-wide exclusions in the System for Award
Management(SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement
Executive Orders 12549 (3 CFR part 1986 Comp., p. 189)and 12689 (3 CFR part 1989
Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names of
parties debarred, suspended, or otherwise excluded by agencies, as well as parties
declared ineligible under statutory or regulatory authority other than Executive Order
12549.
22.0 BYRD ANTI-LOBBYING AMENDMENT(31 U.S.C. 1352)
22.1 Firms that apply or bid for an award exceeding $100,000.00 must file the required
certification. Each tier certifies to the tier above that it will not and has not used Federal
appropriated funds to pay any person or organization for influencing or attempting to
influence an officer or employee of any agency, a member of Congress, officer or
employee of Congress, or an employee of a member of Congress in connection with
obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each
tier must also disclose any lobbying with non-Federal funds that takes place in connection
with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the
non-Federal award.
22.2 Bidders shall provide proof of Byrd Anti-Lobbying Amendment certification filings with their
bid, if the bid exceeds$100,000.00.
23.0 RIGHT TO AUDIT
23.1 Vendor agrees that City shall, until the expiration of three (3) years after final payment
under the Agreement, have access to and the right to examine any directly pertinent books,
documents, papers and records of Vendor involving transactions relating to the Agreement.
Vendor agrees that City shall have access during normal working hours to all necessary
Vendor facilities and shall be provided adequate and appropriate workspace in order to
conduct audits in compliance with the provisions of this section. City shall give Vendor
reasonable advance notice of intended audits.
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EXHIBIT B
PAYMENT SCHEDULE
See next page.
Vendor Services Agreement Page 12 of 12
v.1.4(November 30,2021)
FORT WORTH:
BID SOLICITATION
Event ID Page Invited: PUBLIC EVENT DETAILS
CFW01-22-0170 4
Event Round Version Submit To: City of Fort Worth
1 1 FINANCIAL MANAGEMENT SERVICES
Event Name FINANCE-Purchasing
iITS Machine Shop services and Fabrication 200 Texas St. (Lower Level, South)
Start Time Finish Time Fort Worth TX 76102
07/05/2022 08:00:00 CDT 07 28 2022 13:30:00 CDT United States
Email: FMSPurchasingResponses@fortworthtexas.gov
Line: 1
Description: rN Unit UnitPrice Total
Field welding services 1000.00 HR
Regular Hours,Monday-Friday $$S,000.00
7:00am to 4:00pm
Line: 2
Description: Qtv Unit UnitPrice Total
Field welding services 1000.00 HR
After Hours,Monday-Friday $125.00 $125,000.00
4:01pm to 6:59am
Line: 3
Description: Qtv Unit UnitPrice Total
Field Technical Support Services and Troubleshooting 950.00 HR
Regular Hours,Monday-Friday $$S,OO $$Q,7rjQ,QQ
7:00am to 4:00pm
Line: 4
Description: Qty Unit UnitPrice Total
Field Technical Support Services and Troubleshooting 1000.00 HR
After Hours,Monday-Friday $125,000.00
4:01pm to 6:59am $125.00
Line: 5
Description: Qty Unit UnitPrice Total
Shop Drawings Development,Equipment Testing,and Reports
Regular Hours,Monday-Friday 2000.00 HR
7:00am to 4:00pm $75.00 $150,000.00
Line: 6
Description: Qtv Unit UnitPrice Total
Shop Drawings Development,Equipment Testing,and Reports
After Hours,Monday-Friday 1000.00 HR
4:01pm to 6:59am $120.00 000.00
$120,
Line: 7
Description: Qtv Unit UnitPrice Total
Pickup and Delivery of equipment to/from City Site 20000.00 EA
Rate per Mile $5 00 000.0
$100,
Line: S
Description: Qtv Unit UnitPrice Total
Miscellaneous Parts,Materials and Equipment Cost plus 0/6
Markup.Quantity listed is the estimated annual cost.An
example of the total to be listed on this line item is$1000+ 1000.00 DO
$100(10%MARKUP)=$1100. $150.00
$1,150.00
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FORT WORTH
BID SOLICITATION
Event ID Page Invited: PUBLIC EVENT DETAILS
CFW01-22-0170 5
Event Round Version Submit To: City of Fort Worth
1 1 FINANCIAL MANAGEMENT SERVICES
Event Name FINANCE-Purchasing
ITB Machine Shop Services and Fabrication 200 Texas St. (Lower Level, South)
Start Time Finish Time Fort Worth TX 76102
07 0s 2022 08:00:00 CDT 07 29 2022 13:30:00 CDT United States
Email: FMSPurchasingResponses@fortworthtexas.gov
Line: 9
Description: elf y Unit UnitPrice Total
Shop Services 500.00 HR
Regular Hours,Monday-Friday $$5.00 7:00am to 4:00pm $42 5500.00
Line: 10
Description: Qtv Unit UnitPrice Total
Shop Services 300.00 HR
After Hours,Monday-Friday $125.00 4:01pm to 6:59am $37,500.00
Total Bid Amount: $866,900.00
A bid of"0"will be interpreted by the City as a no-charge(free)item and the City will not expect to pay for that item.A bid of
"no bid"or no response(space left blank)will be interpreted by the City that the Offeror does not wish to bid on that item.Be
advised,a"no bid"or no response may be considered as non-responsive and may result in disqualification of this bid.
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City of Fort Worth, Texas
Mayor and Council Communication
DATE: 09/13/22 M&C FILE NUMBER: M&C 22-0662
LOG NAME: 13P ITB 22-0170 MACHINE SHOP SERVICES AND FABRICATION AW WATER
SUBJECT
(ALL)Authorize Execution of Non-Exclusive Purchase Agreements with Loomex Industrial Services,LLC and Southwest Industrial Services,
Inc.for Machine Shop Services and Fabrication for the Water Department in a Combined Annual Amount Up to$577,500.00 for the Initial Term
and Authorize Four,One-Year Renewals for the Same Annual Amount
RECOMMENDATION:
It is recommended that the City Council authorize execution of non-exclusive purchase agreements with Loomex Industrial Services,LLC and
Southwest Industrial Services, Inc.for machine shop services and fabrication for the Water Department in a combined annual amount up to
$577,500.00 for the initial term and authorize four,one-year renewals for the same annual amount.
DISCUSSION:
The Water Department approached the Purchasing Division for assistance with securing an agreement for machine shop services and fabrication
on an as-needed basis. Under the proposed agreement,the Vendor will repair and maintain mechanical equipment for water and wastewater
treatment and pumping facilities throughout the City of Fort Worth. Purchasing issued an Invitation to Bid(ITB)that consisted of detailed
specifications regarding the requirements for equipment,safety procedures,and testing and quality control of the completed work.
The ITB was advertised in the Fort Worth Star-Telegram on July 6,2022,July 13,2022,July 20,2022,and July 27,2022.The City received
two responses.
An evaluation panel consisting of representatives from the Water and Property Management Departments reviewed and scored the submittals
using Best Value criteria.The individual scores were averaged for each of the criteria and the final scores are listed in the table below.
Bidders Evaluation Factors
a b c d Total score
Loomex Industrial Services,LLC 7.88 11.50 14.38 40.00 73.75
Southwest Industrial Services, Inc. 8.63 11.50 11.88 26.97 58.97
Best Value Criteria:
a. Business's proximity to the address listed
b. Contractor's References
c. Contractor's ownership of required lathes and personnel's ability to perform services in the timeframe specified
d. Cost of service
After evaluation,the panel concluded that Loomex Industrial Services, LLC and Southwest Industrial Services, Inc.both present the best value and
will provide the necessary coverage for the City.Therefore,the panel recommends that Council authorize agreements with Loomex Industrial
Services, LLC and Southwest Industrial Services, Inc.. No guarantee was made that a specific amount of services would be purchased.Staff
certifies that the recommended vendors'bids met specifications.
FUNDING:The maximum amount allowed under this agreement for the initial term will be$577,500.00,however the actual amount used will be
based on the need of the department and available budget.The annual department allocation for this agreement is:
Department Estimated Annual Amount Account Name
Water $550,000.00 5330201 -Other Contractual Services
Water $27,500.00 5610109-Minor Equipment
Funding is budgeted in the Other Contractual Services&Minor Equipment accounts of the Water&Sewer Department's Water&Sewer Fund.
DVIN-BE:A waiver of the goal for Business Equity subcontracting requirement is approved by the DVIN-BE,in accordance with the Business
Equity Ordinance,because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible.
AGREEMENT TERMS: Upon City Council approval,this agreement shall begin upon execution and expire one year from that date.
RENEWAL TERMS:This agreement may be renewed for four additional,one-year terms.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.
ADMINISTRATIVE CHANGE ORDER: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.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendation,funds are available in the current operating budget,as
previously appropriated,in the Water&Sewer Fund. Prior to any expenditure being incurred,the Water department has the responsibility to
validate the availability of funds.
Submitted for City Manager's Office by. Reginald Zeno 8517
Dana Burghdoff 8018
Originating Business Unit Head: Anthony Rousseau 8338
Christopher Harder 5020
Additional Information Contact: Cynthia Garcia 8525
Alyssa Wilkerson 8357