HomeMy WebLinkAboutContract 45635-R1 FORTWORTH
CITY SECRETARY
�., CONTRACT NO.,
MEMORANDUM TO THE RECORD
TO: CONTRACT FILE NO. 45635
DATE: October 22, 2019
FROM: Vania Soto,Administrative Assistant
City Secretary's Office
SUBJECT: REQUEST TO FILE RENEWAL MISSING TO CITY SECRETARY
CONTRACT NO. 45635
BACKGROUND
On October 17, 2019, the City Secretary's Office received Renewal No. 2 to City Secretary Contract
No. 45635. During routine research before filing, it was discovered that Renewal No. 1 was never
filed with the City Secretary's Office. Administrative Assistant contacted the Water Department to
get a copy of Renewal No. 1 but was informed the Renewal was never routed but payment was made
to vendor through a purchase order and not recorded with our office. Therefore, it is requested that
this memo be made the original in order to facilitate the processing of subsequent Renewals.
Correspondence related to the location of the original and the request for filing has been included in
the contract file.
AUTHORIZATION FOR CONTRACT NUMBER
Per the direction of Mary Kayser, City Secretary, the City Secretary's Office has been requested to
issue a contract number, and place in the City of Fort Worth's official contract files the Renewal No.
1.
This request has been approved.
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH,TX
City Secretary's Office
Soto, Vania Elizabeth
From: Baylor, Charmaine
Sent: Tuesday, October 22, 2019 8:37 AM
To: Soto, Vania Elizabeth
Cc: Cope,Jeff
Subject: RE: Missing Renewal
Importance: High
Good Morning Vania:
The renewal request you received is the second renewal for the Water Billing System. I do not see a second renewal in
the records, but it was done because a purchase order was generated, payments were made, and there has been no
lapse in service for the Water Billing System.
I spoke with our Purchaser,Jeff Cope, and he agreed that though the first renewal is missing, the Purchaser we worked
with at the time is no longer with the City, and based on the Term and Renewal Options mentioned in M&C 19-0122,
this is correctly designated as the second renewal.
The M&C for this agreement is M&C 19-
0122: http://apps.cfwnet.org/council packet/mc review.asp?ID=27270&councildate=9/10/2019
Under the section for Term & Renewal Options, if states that the agreement began on October 1, 2017, ended on
September 30, 2018, with four additional one-year renewal terms.
The renewals that followed would be:
Renewal 1= October 1, 2018—September 30, 2019
Renewal 2=October 1,2019—September 30, 2020—the current renewal we are requesting.
Renewal 3 = October 1, 2020—September 30, 2021
Renewal 4= October 1, 2021—September 30, 2022
If you have any additional questions or concerns, please call or email me.
Thank you,
Charmaine Baylor
Sr. IT Business Planner, Water IT
Fort Worth Water Department
200 Texas Street
Fort Worth, Texas 76102
Phone: (817) 392-6629
Email: Charmaine.baylorgfortworthtexas.gov
City of Fort Worth— Working together to build a strong community.
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From:Soto,Vania Elizabeth <Vania.Soto@fortworthtexas.gov>
Sent: Monday,October 21, 2019 10:27 AM
To: Baylor, Charmaine <Charmaine.Baylor@fortworthtexas.gov>
Subject: Missing Renewal
I received Renewal No. 2 to CSC No.45635 with Superion and after researching I am not seeing Renewal No. 1 on file.
Please provide a signed copy to our office.Thank you.
Vania E. Soto
Administrative Assistant
City Secretary's Office
817-392-6090
Vania.Soto ckfortworthtexas.gov
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