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HomeMy WebLinkAboutContract 54162-A2R1CSC No. 54162 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE January 25, 2024 Distinctive AFWS Designs, Inc. Attn: David Haynes 10 Poplar Ridge Drive Leicester, NC 28748-9742 CSC No. 54162-A2R1 Re: Contract Renewal Notice Assessments and Installation Services for High Water Warning System (HWWS) Conversions Contract CSC No. 54162 Original Contract Amount: $1,196,001.00 The above referenced contract, as amended, with the City of Fort Worth, expires due to expenditure of funds. This letter is to inform you that the City has appropriated funding and is exercising its right to renew the contract at the Original Contract Amount, which renewal will be effective upon execution by the designated Assistant City Manager. All other terms and conditions of the contract, except as recently amended (CSC 54162-A2), remain unchanged. Please sign in the space indicated below and return this document, along with a copy of your current insurance certificate, to the undersigned. Please log onto PeopleSoft Purchasing at httD://fortworthtexas.2ov/nurchasinlz 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, Ranjan S. Muttiah (817) 392-7919 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page l of 2 CSC No. 54162 ACCEPTED AND AGREED: CITY OF FORT WORTH By: c Jv Name: Jesica McEachern Title: Assistant City Manager Date: Feb 15, 2024 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: Name: Ranjan S. Muttiah Title: Senior Professional Engineer APPROVED AS TO FORM AND LEGALITY: By: Name: Lauren Prieur Q Title: Director, Transportation & Public Works By: Mack (Feb 14, 2024 20:48 CST) Department Name: Douglas. W. Black 44�oaan�� Title: Sr. Assistant City Attorney ATTEST: "�pO. FAR . pt o=d AUTHORIZATION: ap * * M&C: 20-0400 (attached) ^ 4 aQaB�o� pio, Date Approved: 6/16/2020 By: Name: Jannette S. Goodall Title: City Secretary CONTRACTOR: By:,\�- Name: David L. Hav Title: President Date: 21512024 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 City of Fort Worth, Texas Mayor and Council Communication DATE: 06/16/20 M&C FILE NUMBER: M&C 20-0400 LOG NAME: 13P HIGH WATER WARNING SYSTEM CONVERSION TPW ADK SUBJECT Authorize Execution of a Two -Year Agreement with Distinctive AFWS Designs, Inc., for Project Management Assessments and Installation Services for the High Water Warning System (HWWS) Conversions in Amount Up to $1,196,001.00 for the Transportation and Public Works Department (TPW) (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize execution of a two-year agreement with Distinctive AFWS Designs, Inc., for project management assessments and installation services for the High Water Warning System (HWWS) Conversions. in an amount up to $1,196,001.00 with an option to renew for an additional two-year term, for the Transportation and Public Works Department (TPW) DISCUSSION: The TPW Department, Stormwater Division (SWM) approached the Purchasing Division to conduct a bid for project management, assessments and flood warning system integration services, including rehabilitation and conversion of telemetry at sites from Automated Local Evaluation in Real Time (ALERT) to ALERT2 protocol. The City's ALERT based High Water Warning System (HWWS) consists of 53 locations at which roadway flooding is an identified threat to public safety. Each existing site consists of a "master" which senses water level (and may include other sensors such as rainfall), along with one or more remotely controlled warning signs with flashing lights ("flashers" or "remotes"). The flashers are triggered by the master to activate when water rises above a critical level, and to turn off when the water recedes to a lower, safe level. Water level and operational parameters are reported in real time to a central location where alarms are generated that initiate City personnel field response to affected sites. The ALERT HWWS also includes 7 lake level monitoring sites that collect and report rain, water level and other parameters in real time, but lack any remote flashers. These HWWS stations will be rehabilitated and upgraded to ALERT2 technology this contract. The City began the process of conversion to ALERT2 technology in 2017 with the addition of central ALERT2 receiving, processing and display capabilities, followed by the installation of 21 dedicated ALERT2 weather stations in 2018 (CSC 48974). The Request for Proposal (RFP) was advertised on Wednesday's, beginning February 5, 2020 through February 26, 2020 in the Star Telegram. Sixteen vendors were solicited from the purchasing vendor database system. Two responses were received; Distinctive AFWS Designs, Inc. and High Sierra Electronics. The proposals received were reviewed by an evaluation committee consisting of city staff from the TPW Department and Information Technology Departments. The evaluation factors included qualifications and experience (including sub -contractors), proposed equipment and materials, project schedule and availability, past performance, and cost. Distinctive AFWS Designs, Inc., scored the highest, therefore we recommend a contract be awarded with a two-year initial term, accompanied by one two-year renewal at the city's discretion. 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. 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. Upon City Council approval, the agreement shall begin on the effective date and will be for an initial two-year period with up to one optional two- year renewal. The action to renew 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 funds are available in the current capital budget, as previously appropriated, in the Stormwater Capital Projects Fund Adv Flood Warning Installation project to support the approval of the above recommendation and amendment of the agreement. Prior to any expenditure being incurred, the Transportation & Public Works Department has the responsibility to validate the availability of funds. Submitted for Citv Manaaer's Office bv: Jay Chapa 5804 Dana Burgdoff 8018 Oriainatina Business Unit Head: Reginald Zeno 8517 Additional Information Contact: Cynthia Garcia 8525 Ashley Kadva 2047 FORT WORTH Routing and Transmittal Slip TPW Stormwater Manaqement DOCUMENT TITLE: CS54162-Renewal M&C: 20-0400 CPN 102127 CSO 54162-A2 DOC Remarks: This is the renewal letter (reviewed by Doug Black from Legal) extending the contract by another 2 years (M&C attached). DEPARTMENT INITIALS DATE 1. DDI/David Haynes Contractor- Signature Signed 2/5/2024 2. Stephen Nichols-SWM Prog Mgr. TPW- Initial Feb 11,2024 3. Jennifer M. Dyke, Asst. Dir TPW- Initial Feb 12, 2024 4. Lauren Prieur, Dir. TPW-Signature 'M Feb 13,2024 5. Doug Black Legal- Signature dwb Feb 14, 2024 6. Jesica McEachern CMO- Signature a` Feb 15, 2024 7. Ron Gonzales Approver X Feb 15, 2024 8. Jannette Goodall CSO- Signature 56 � Feb 15, 2024 9. Allison Tidwell Form Filler jj— Feb 15, 2024 10. TPW SW Contracts TPW DOCUMENTS FOR CITY MANAGER'S SIGNATURE: All documents received from any and all City Departments requesting City Manager's signature for approval MUST BE ROUTED TO THE APPROPRIATE ACM for approval first. Once the ACM has signed the routing slip, David will review and take the next steps. NEEDS TO BE NOTARIZED: ❑ Yes X No RUSH: ❑ Yes X No SAME DAY: ❑ Yes X No NEXT DAY: ❑ Yes X No ROUTING TO CSO: X Yes ❑ No Action Required: ❑ As Requested ❑ For Your Information X Signature/Routing and or Recording ❑ Comment ❑ File ❑ Attach Signature, Initial and Notary Tabs Return to: Please call Ranjan Muttiah at ext. 7919 for pick up when completed. Thank you.