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Home My WebLink AboutContract 58666-R1CSC No. 58666-R1 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION November 7, 2023 Site Partners, LLC Attn: Kathy Metzger Address: 4841 Freeman Dr. Fort Worth, Texas 76140 Re: Contract Renewal Notice — lst Renewal Contract No. CSC No. 58666 Renewal Term: December 27, 2023 to December 28, 2024 Renewal Amount: $289,380.00 The above referenced Contract with the City of Fort Worth expires on December 27, 2023 (the "Expiration Date). This letter is to inf'orm you that the City is exercising its right to renew the contract f'or its lst term in an amount up to $289,380.00 which will be effective immediately after the Expiration Date. All other terms and conditions of the contract remain unchanged. Please sign and return the second page of this letter, along with a copy of your current insurance certificate, to the undersigned. Please log onto PeopleSoft Purchasing at http://fortworthte�as.Qov/purchasin� to ensure 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, Regina Jones Contract Compliance Specialist 817-392-2698 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH D�rh� gu`qG��%ff B�/; Dana Burghdoff (Nov , 2023 13:13 CST) Name: Dana Burghdoff Title: Assistant City Manager APPROVAL RECOMMENDED: C�U�z� t��7e� B�/: ChristophcrHar cr(Nov9,202309:49CST) Name: Chris Harder 444o�nan Title: WaterDirector ap FORT �oaa � ��F000ao 0 o9�dd �o Ovo o=d ATTEST; �aa,�000 oo*� �� % �� aa�� rezp5aad �bRd4d4 By: Name: Jannette Goodall Title: City Secretary te Partners, LLC � � �/ i��. % /�" Name: Kathy Metzger Title: Office Manager Contract Renewal CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible f'or the monitoring and administration of this contract, including ensuring all performance and reporting requirements. By: � Name: Regina Jones Title: Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: B�/; D61ack (Nov 9, 2023 17:44 CST� Name: Doug Black Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 22-0916 Date Approved: 11-8-2022 Form 1295 Certification No: 2022-944922 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 2 of 2 1.8b4250fl City of Fort Worth, Texas Mayor and Council Communication DATE: Tuesday, November 8, 2022 REFERENCE NO.: **M&C 22-0916 LOG NAME: 13P ITB 22-0206 TRAFFIC BARRICADE EQUIPMENT RENTALAW WATER SUBJECT: (ALL) Authorize the Execution of Non-Exclusive Purchase Agreements with AWP, Inc. dba Area Wide Protective, Buyers Barricades, Inc., and Site Partners, LLC dba Site Barricades for the Rental of Traffic Barricade Equipment for the Water Department in a Combined Annual Amount Up to $603,450.00 for the Initial Term and Authorize Four, One-Year Renewals in the Amount of $724,140.00 for the First Renewal, $868,968.00 for the Second Renewal, $1,042,762.00 for the Third Renewal, and $1,251,314.00 for the Fourth Renewal RECOMMENDATION: It is recommended that the City Council authorize the execution of non-exclusive purchase agreements with AWP, Inc. dba Area Wide Protective, Buyers Barricades, Inc., and Site Partners, LLC dba Site Barricades for the rental of traffic barricade equipment for the Water Department in a combined annual amount up to $603,450.00 for the initial term and authorize four, one-year renewals in the amount of $724,140.00 for the first renewal, $868,968.00 for the second renewal, $1,042,762.00 for the third renewal, and $1,251,314.00 for the fourth renewal. DISCUSSION: The Water Department approached the Purchasing Division for assistance with securing an agreement for the rental of traffic barricade equipment to ensure the safety of worksites and road work crews throughout the City of Fort Worth. Purchasing issued an Invitation to Bid (ITB) that consisted of detailed specifications regarding the requirements for the traffic barricade equipment, and delivery procedures. The ITB was advertised in the Fort Worth Star-Telegram on August 25, 2022, August 31, 2022, September 7, 2022, and September 14, 2022. The City received four responses. However, upon evaluation, one bidder, Total Highway Maintenance, LLC did not score at least 50\% or more of the total available points for technical criteria and, therefore, were not qualified to receive pricing points. An evaluation panel consisting of representatives from the Water and Transportation and Public Works 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 AWP, Inc. dba Area 12.00 7.50 11.67 0.00 31.17 Wide Protective Buyers Barricades, 13.33 7.50 15.00 28.84 Inc. Site Partners, LLC dba Site 10.00 7.50 14.17 40.00 64.67 71.67 Barricades Total Highway 12.67 7.50 7.50 X Maintenance, LLC Bidder did not meet technical points; therefore, cost was not evaluated. Best Value Criteria: a. Contractor's Certifications & Experience b. Contractor's References c. Contractor's approach to deliver and pick-up the equipment and the availability to do so in the timeframe specified d. Cost of service After evaluation, the panel concluded that AWP, Inc. dba Area Wide Protective, Buyers Barricades, Inc., and Site Partners, LLC dba Site Barricades presented the best value for the City. Therefore, the panel recommends that Council authorize these agreements with AWP, Inc. dba Area Wide Protective, Buyers Barricades, Inc., and Site Partners, LLC dba Site Barricades. Based on the department's anticipated usage, staff recommends multiple non-exclusive agreements be awarded to the listed vendors to ensure demands are met in a timely manner. Under these non-exclusive agreements, the department will order services according to lowest cost and availability. Staff certifies that the recommended vendors bid met specifications. Due to market volatility caused by supply chain disruptions, it may be necessary to increase the total compensation for each annual renewal term. Therefore, it is recommended that Council authorize a total compensation increase for the renewal terms, if exercised, of 20\% each year. The total compensation for the initial term of the contracts shall not exceed $603,450.00, $724,140.00 for the first renewal, $868,968.00 for the second renewal, $1,042,762.00 for the third renewal, and $1,251,314.00 for the fourth renewal. Funding is budgeted in the Equipment Lease accounts in the Wastewater Warehouse and Water Warehouse Department's within the 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 appropriated, in the Water and Sewer Fund. Prior to an expenditure being made, the Water Department has the responsibility to validate the availability of funds. BQN\\ FUND IDENTIFIERS (FIDs).: TO �Fund Department Account Project ProgramActivity Budget Reference # Amount ID �ID Year _ (Chartfield 2) _ � FROM Func Department Account Project Progra ID ID Budget Year Reference # �Amoun Chartfield 2) � CERTIFICATIONS: Submitted for City Manager's Office by_ Reginald Zeno (8517) Dana Burghdoff (8018) Originating Department Head: Additional Information Contact: Reginald Zeno (8517) Christopher Harder (5020) Anthony Rousseau (8338) Alyssa Wilkerson (8357) ATTACHMENTS 1. 13P ITB 22-0206 TRAFFICE BARICADE EQUIP RENTALAW WATER.docx 2. Business Equity Waiver.pdf (CFW Internal) 3. FID TABLE FOR BARRICADES 7-7-22.pdf (CFW Internal) 4. Form 1295- AWP, Inc. dba Area Wide Protective.pdf (CFW Internal) 5. Form 1295- Buyers Barricades, Inc..pdf (CFW Internal) 6. Form 1295- Site Partners LLC dba Site Barricades.pdf (CFw Internal) 7. SAMs Report- Buyers Barricades, Inc..pdf (CFW Internal) 8. SAMs Report- Site Partners, LLC.pdf (CFW Internal) 9. SAMs Report-AWP, Inc..pdf (CFW Internal) (CFW Internal) ��F��A�� T�� bt��M �29� 1of1 Gomplete Nos. �- 4 and fi if there are interested parties. �� Complete Nos. 1, 2, 3, 5, and & if thec�e are no interested pariies. ��Fd"fl�[�e4��OP1 �F FILIfV(� ��Vame of bu5iness entiiy filinc� for�n, a�id the city, sea4e and cotmtry of the business entity's place Certifiea#e Number: of husiness. 202�_��gz� Site Partners, �LC Fort Worth, iX United States ��te �iied: 2 f�ame of governmen#al entity or �tate agency 4hat is a par[y to the contrlct for which ihe form is �-��02? heiny filed. City of Fort Worth Water Dept bate Acknowledr�ed: ��rovide fhe identitication ntirnber used by the gauernmental entity or state agency to 4rack or iden�iiy the contract, asid provide a descrip4ion of Yhe service�, goods, or otE�er �rraper€y to 6e prouided u�ider the contrac#. ITS 22-020G TraTfic 8arricade Traffic Barricade Rental Nature ofin4erest A �fame of Interested P�arty City, 5iate, GOUREYY {�7I�C�' �f 17U5EE1�55} (cheek applicabie� Coiitrolling Intermediary 5 Check only if there is NO Interested Parry. � X 6 11NSWARN D�CLARRTIAN My name is ��iL°� �.� , and my date of birth is d� /� ��9� / .. " ( My address is i�9 � iG�� r�� v�- ��t.t��C.�7� �, %�O�g (sRreet) (city} (state) [zip code) (country} I declare under p�nalty of perjury that the foregoing is trus and �orrect. Executed in I�r%�� County, State of �� , on the �day of �� , 20 � (monlh) (year) 5ignature f authorized ag ot onEracting business en[ity (Dedarant) Forms provided by Texas Ethics Gommiss'son www.ethics.state.tx.us Version V3,5.1.8b4250f1