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Home My WebLink AboutContract 54098-R1 CSC No. 54098-R1 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION August 16, 2021 Vector Controls LLC Attn: Stephanie Hoyt 2200 loth Street Plano, TX 75074 Re: Contract Renewal Notice - 1st Renewal ITB No. 20-0076 Instrumentation Equipment Parts and Services Contract No. CSC No. 54098 Renewal Amount: $111,111.11 The above referenced contract with the City of Fort Worth expires September 30, 2020. This letter is to inform you that the City is exercising its right to renew the contract for an amount up to $111,111.11, which will be effective immediately upon execution by the designated Assistant City Manager. 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://fortworthtexas.gov/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, Shatabya Bergland Contract Compliance Specialist 817-3 92-4940 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and Dana BuwhdOff administration of this contract, including By. Dana Burghdoff ug24,202111:04CDT) ensuring all performance and reporting Name: Dana Burghdoff requirements. Title: Assistant City Manager aG a-lb-1G1�Gl'GILGZ�IG� By: Shatab�nd(Aug 18, 02116:49 CDT) APPROVAL RECOMMENDED: Name: Shatabya Bergland Title: Contract Compliance Specialist � � tArder APPROVED AS TO FORM AND By: Christopher arder(Aug 18,202116:50 CDT) LEGALITY: : Name: Chris Harder Title: Water Director ��/�y y�l ATTEST: By: DBlack(Aug 23,202121:30 CDT) 'eaa F 6'mml,f Name: Doug Black By: RonaldP.Gonzales(Aug 24,202111:31 CDT) Title: Assistant City Attorney Name: Ronald Gonzales Title: Acting City Secretary aoF°FORraa CONTRACT AUTHORIZATION: a9A o `�� M&C: 20-0271 0.�° ° vo o=� Date Approved: 5/5/2020 dd °°°°°°°°°°xpSoa°°° AY 1295 Certification No.: a�ne Vector Controls LLC By: _z' Name: Brian Tnllos Title: Controller OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 Contract Entry Contract Setif) SHARE Contract Version Contract lD 0000000000000000000011131 Version 1 Status Current New Version Status Approved Approved Date 09111/2020 Buyer FOWLERME Fowler,Megan Contract Administrator P hill ips,Martin Albert Header Q Contract Style IDIO Contracts Dispatch Process Option General Coni Dispatch Method Print Supplier VECTOR CON-012 . .Edit Comments. :............................................ Supplierl❑ 0000037357 VECTOR CON TROTS LLC Contract Activities Primary Contact Primary Contact Info Contract HeaderAgreement Supplier Contract Ref Auto Renewal 1 of 5 Contract Releases Description ITBA20-00761C5 54093 InstEqup Custom Fields Master Contract ID Retention Begin Date 101O V2020 Activity Lag Document Status Expire Date 090(12021 Thresholds&Notifications Renewal Date Price Adjustment Template Group Contracts Control Type Business Unit View Changes Tax Exempt Tax Exempt ID Current Change Reason Auto Default Purchase Order SU Defaults Laserfiche Lock Chartfields MayorB Council Corporate Contract Currency US❑ Rate Date Ofil0912020 CRRNT Must Use Contract Rate Bale Allow Multicurrency PO 8/5/2021 M&C Review Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FoRTWOR m DATE: 5/5/2020 REFERENCE**M&C 20- LOG NAME: 13P20-0076 INSTRUMENTATION PARTS NO.: 0271 AND EQUIP WATER SC CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT. Authorize Non-Exclusive Agreements with Prime Controls, LP, Frank Clark&Associates, Inc., Vector Controls, LLC, Macaulay Controls Company, DPC Industries, Inc., Murray Energy, Inc., Walker Industrial LLC d/b/a Walker Controls, Total Process Solutions, Inc., and G.K. Techstar, LLC for a Combined Annual Amount Up to $1,000,000.00 for Instrumentation Equipment, Parts and Services for the Water Department and Authorize Four Annual Renewal Options and Increased Amounts of$1,100,00.00 for the Third Renewal and $1,210,000.00 for the Fourth Renewal (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize non-exclusive Agreements with Prime Controls, LP, Frank Clark &Associates, Inc., Vector Controls, LLC, Macaulay Controls Company, DPC Industries, Inc., Murray Energy, Inc., Walker Industrial LLC d/b/a Walker Controls, Total Process Solutions, Inc., and G.K. Techstar, LLC for a combined annual amount up to $1,000,000.00 for Instrumentation Equipment, Parts and Services for the Water Department and authorize four annual renewal options and increased amounts of$1,100,00.00 for the third renewal and $1,210,000.00 for the fourth renewal. DISCUSSION: The Water Department approached the Purchasing Division to procure new and replacement water and wastewater utility instrumentation equipment and appurtenances, parts, on-site or shop repair services, calibration, engineering and startup services, and field troubleshooting for various locations throughout the City. The Invitation to Bid (ITB) consisted of detailed specifications describing the instrumentation equipment and repair services required to meet American Water Works Association (AWWA), National Electrical Manufacturer's Association (NEMA), American Society for Testing and Materials (ASTM), and Underwriters Laboratories (UL) standards. The Water Department certifies that the bids received by Prime Controls, LP, Frank Clark &Associates, Inc., Vector Controls, LLC, Macaulay Controls Company, DPC Industries, Inc., Murray Energy, Inc., Walker Industrial LLC d/b/a Walker Controls, Total Process Solutions, Inc., and G.K. Techstar, LLC meet the specifications required for the items and services that are being awarded. An increase in the annual amount for years three and four will ensure that spending authority is available throughout the agreement term. Instrumentation equipment, parts, and repair services will be ordered as needed based on price and availability to ensure the City's needs are met. This bid was advertised in the Fort Worth Star-Telegram on February 05, 2020, February 12, 2015, February 19, 2020 and February 26, 2020. The City received nine bids. A pre-bid conference was held on February 12, 2020. 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. 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. apps.cfwnet.org/counciI_packet/mc_review.asp?ID=27840&counciIdate=5/5/2020 1/2 8/5/2021 M&C Review FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the Water& Sewer Fund to support the approval of the above recommendation and execution of the agreements. Prior to any expenditure being incurred, the Water Department has the responsibility to validate the availability of funds. BQN\\ TO Fund Department Account Project Program Activity Budget FReference # Amount ID ID I I I Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Submitted for City Manager's Office by_ Dana Burghdoff(8018) Originating Department Head: Reginald Zeno (8517) Additional Information Contact: Cynthia Garcia (8525) Sarah Czechowicz (2059) ATTACHMENTS a pps.cfwnet.o rg/council_packet/mc_review.asp?I D=27840&co unci Idate=5/5/2020 2/2