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Home My WebLink AboutContract 51066-R3CSCO No 51066-R3 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE January 22, 2024 Debristech, LLC Attn: Brooks Wallace 923 Goodyear Blvd Picayune, MS 39466 Re: Contract Renewal Notice Contract No. CSCO No. 51066 (the "Contract") Renewal Term No. 3: February 21, 2024 to February 20, 2025 The above referenced Contract with the City of Fort Worth expires on February 20, 2024 (the "Expiration Date"). Pursuant to the Contract, the Contract may be renewed under the same terms and conditions upon written agreement of the parties. This letter is to inform you that the City desires 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. If you agree to renew this agreement, please sign and return this acknowledgement letter, along with a copy of your current insurance certificate, to the address set forth below, acknowledging your agreement of the Contract Renewal Notice. Please log onto PeopleSoft Purchasing at http://fortworthtexas.a_ ov/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, Chvfttiaii tlavve;- Christian Harper (Jan 22, 202411:45 CST) Christian Harper Contract Service Administrator 817-392-2488 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX 31 Renewal — CSC 51066 — Debristech, LLC Page I of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH By: Valerie Washington (Jan 22, 202415:29 CST) Name: Valerie Washington Title: Assistant City Manager APPROVAL RECOMMENDED: CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. By: Christian Harper (Jan 22, 202411:45 CST) Name: Christian Harper Title: Contract Service Administrator APPROVED By: "--T& LEGALITY: Name: James Keezell Title: Asst. Environmental Services Director AS TO FORM AND ATTEST: By: a4kQ-'t-- �IlIl po FF°R>*ro9d� Name: Christopher Austria oc ~° Title: Assistant City Attorney pvo oxa % .hh a4dn n�pog'doo By: CONTRACT AUTHORIZATION: Name: Jannette S. Goodall M&C: P-12156 Title: City Secretary Date Approved: 2/20/2018 Debristech, LLC By: %32&). —' Name: Brooks Wallace Title: President Form 1295 Certification No.: 2017-235161 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX 31 Renewal — CSC 51066 — Debristech, LLC Page 2 of 2 ACITY COUNCIL AGEND FORTIVORTII COUNCIL ACTION: Approved on 2/20/2018 REFERENCE ** 13P17-0282 DISASTER DATE: 2/20/2018 NO.: P-12156 LOG NAME: DEBRIS MONITORING SVCS DG CODE CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Non -Exclusive Standby Contracts with DebrisTech, LLC, Tetra Tech, Inc., and Thompson Consulting Services, LLC for Disaster Debris Monitoring Services in the Event that a Natural or Man-made Disaster Should Occur for the Code Compliance Department (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize entering into non-exclusive four-year Standby Contracts with Debris Tech, LLC, Tetra Tech, Inc., and Thompson Consulting Services, LLC for disaster debris monitoring services in the event that a natural or man-made disaster should occur. DISCUSSION: In the event of a disaster event in which debris is created, the City must have the ability to remove disaster debris in accordance with the City's Disaster Debris Management Plan. The city provides this service by contracting with different contractors. Because the laws and regulations are so voluminous and complex, the City must have a debris monitoring service to monitor the contractors who remove, haul and dispose of disaster debris. The Debris Monitoring contracts allows the city to seek reimbursement from the Federal Emergency Management Agency (FEMA) because the City is able to prove that all debris has been handled according to State, Federal and Local Laws and Regulations. In order to have Debris Monitoring Contractors available, the Code Compliance Division requested the Purchasing Division assist in soliciting Debris Monitoring Contractors who would be interested in entering into a Standby Contracts. The Standby Contracts would be utilized by the City of Fort Worth's Solid Waste Services Division, of the Code Compliance Department, Emergency Management Office, Park and Recreation Department, Transportation and Public Works Department and the Water Department. The purpose of these standby contracts is to increase efficiency and to establish prices prior to an disaster occurring. The prices attached will be the prices the vendors will be able to charge the City in the event that their services are needed. Since the Contract will be based upon whether a disaster event occurs, the Contract will provide that the city is not guaranteeing to purchase any specific amount of services. In the event a disaster occurs, the City will request each vendor to provide an estimated cost, availability and Vendor's proximity to the designated work site(s). Any expenditures under the Contract will only occur with prior approval by the Council or the City Manager, as appropriate. The Purchasing Division issued a Request for Proposals (RFP) for a Standby Contract for Debris Monitoring Contractors. The Request for Proposals (RFP) was advertised in the Fort Worth Star - Telegram on April 19, 2017, April 26, 2017, May 3, 2017, May 10, 2017 and May 17, 2017. One - hundred and five Vendors were solicited from the purchasing database system; four responses were received. Code Compliance Department staff evaluated the proposals submitted, and concluded that Debris Tech, LLC, Tetra Tech, Inc., and Thompson Consulting Services, LLC presented the best value to the City. The Contractors demonstrated the capacity and ability to rapidly mobilize and respond to potential wide -scale debris volumes, as generated by hurricanes, tornadoes and ice storms. Therefore, staff recommends entering into Non -Exclusive Contracts with Debris Tech, LLC, Tetra Tech, Inc., and Thompson Consulting Services, LLC. PRICE ANALYSIS - There is no purchase history to allow comparison of current proposed price. Code Compliance Department Staff has reviewed the proposals and determined the firms to have the financial and bonding capacity to provide the services and the prices to be fair and reasonable for the industry. M/WBE OFFICE - 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 BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. AGREEMENT TERM - Upon City Council approval, the Agreements shall commence on February 21, 2018 shall expire on February 20, 2022. RENEWAL OPTIONS - This Agreement may be renewed for one additional five-year term by mutual Agreement of the parties. 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. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that should a disaster occur, funds will be appropriated to cover the costs of a debris removal program. Should the services provided under these contracts be requested outside of a disaster, funds are available within the existing appropriations of the Code Compliance Department. Prior to an expense / expenditures being incurred, the Code Compliance Department has the responsibility to validate the availability of funds. BQN\17-0282\DG TO Fund Department Account Project Program Activity ID ID FROM Fund Department Account Project ID ID Submitted for City Manager's Office by_ Originating Department Head: Additional Information Contact: ATTACHMENTS DEBRIS TECH LLC 2017-Form 1295.pdf Tetra Tech Form 1295.pdf Thompson Consultina Services Form 1295.pdf Program Activity Budget Reference # Amount Year (Chartfield 2) Budget Reference # Amount Year (Chartfield 2) Fernando Costa (6122) Aaron Bovos (8517) Cynthia B. Garcia (8525) Darian Gavin (2057)