HomeMy WebLinkAboutContract 54507-R2 CSC No. 54507-R2
CITY OF FORT WORTH
REQUEST TO EXERCISE RENEWAL OPTION
September 1, 2021
Silver Creek Materials Inc,
P.O. Box 150665
Ft. Worth,Texas 76108
Re: Contract Renewal Notice
Contract No. CSC No. 54507
Renewal Term No. R-2: September 30, 2021 to October 1, 2022
The above referenced.Contract with the City of Fort Worth expires on September 30,2021.
Pursuant to the Contract, contract renewals are at the mutual agreement of the parties. This letter
is to inform you that the City is requesting 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.
To agree to renew the Contract for an additional one(1)year period,please sign and
return this request to exercise renewal option, along with a copy of your current'insurance
certificate,to the address set forth below.
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,
e�zr,a Yr*,&j,
Regina Jones
Contract Compliance Specialist
[817] 392-2698
OFFICIAL RECORD
CITY SECRETARY
Contract Renewal FT. WORTH, TX
ACCEPTED AND AGREED:
CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the
person responsible for the monitoring and
AM administration of this contract, including
By: Dana Burghdoff(Sep 25,202114:18 CDT) ensuring all perfonnance and reporting
Name: Dana Burghdoff requirements.
Title: Assistant City Manager
APPROVAL RECOMMENDED: By. RCg4"P'w
Name: Regina Jones
/J Title: Contract Compliance Specialist
APPROVED AS TO FORM AND
By: Christopher Hard (Sep 24,202168:59 CDT) LEGALITY:
Name: Chris Harder,PE
Title: Water Director oa FORT �/�
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ATTEST: P-o �O�=�
o o By: Mack(Sep 24,2021 15:18 CDT)
0� o*pd Name: Doug Black
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daa °° Oppp17°pa Title: Senior Assistant City Attorney
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By: / CONTRACT AUTHORIZATION:
Name: Ron P. Gonzales M&C: 20-0580
Title: City Secretary Date Approved: 8/25/2020
Form 1295 Certification No.
Silver Creek Materi ,Inc.
By:
Name: Aaron Fields
Title: Chief Products Officer
OFFICIAL RECORD
CITY SECRETARY
Contract Renewal
FT. WORTH, TX
9/2/2020 M&C Review
Official site of the City of Fort Worth,Texas
CITY COUNCILAGENDA FORT'Nn)ZTH
DATE: 8/25/2020 REFERENCE**M&C 20- LOG NAME: 13P20-0138 BULK DISPOSAL AND
NO:: 0580 MATERIAL SC WATER
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Ratify Expendit res of$20,000.00 and Authorize Service Agreement with Silver
Creek Materials, Inc., for Disposal of Spoil Material and Purchase of Bulk Material for an
Annual Amount Up to$500,000.00 and Authorize Four One-Year Renewal Options for the
Water Department
RECOMMENDATION:
It is recommended that the City Council:
1. Ratify expenditures of$20,000.00 incurred by the Water Department for bulk disposal and
materials; and
2. Authorize a service agreement with Silver Creek Materials, Inc. for disposal of spoil material
and purchase of bulk material for an annual amount up to $S00,000.00 and authorize four
one-year renewal options for the Water Department.
DISCUSSION:
The Water Department approached the Purchasing Division to procure services that will dispose of
bulk spoil materials such as soil., concrete and asphalt from excavation and cleanup of water and
wastewater projects. The agreement also includes the purchase of bulk materials, including top soil,
limestone and backfill, from the same company in order to fill water or wastewater trenches and other
excavations necessary for project throughout the City of Fort Worth (City).
The previous Mayor and Council Communication (M&C P-12096)for Invitation to Bid (ITB) 17-
0373 was approved on September, 12, 2017 and authorized an annual authority of$200,000.00 with
Silver Creek Materials, Inc.The amount was then amended under M&C 19-0066 and approved on
August 20, 2019 for a new annual amount of$312,000.00_ Following this approval, services and
materials for the Water Department has increased. Staff requests that Council ratify expenditures in
the amount of$20,000.00. Payments made to Silver Creek Materials, Inc., after October 1, 2020 will
be counted against the first's year'r authorized spending authority approved through this M&C.
An ITB was advertised in the Fort orth Star-Telegram on June 3, 2020, June 10,2020 and June 17,
2020. The evaluation factors consisted of quality of the bidders' goods and ability to meet material
requirement's, reputation of the bidder in the marketplace and their ability to meet guidelines set forth
in the specifications, availability of the contractor's location and services and total cost of goods and
services. Nine vendors were solici ed from the purchasing vendor database system; one response
was received. The proposals were reviewed by an evaluation committee consisting of staff from the
Water Department.
'A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing
Division and approved by the M IBE Office, in accordance with the BIDE ordinance;because the
purchase of goods or services is fLinc
sources where subcontracting or supplier opportunities are
negligible.
An administrative change order oreasemay be made by the City Manager up to the amount
allowed by relevant law and the F, Worth City Code and does not require specific City Council
approval as long as sufficient funds have been appropriated.
Upon City Council's approval, the contract will begin upon complete execution and expire one year
from executed date.
This contract may be renewed for up to four successive one-year periods under the same terms and
conditions. Staff anticipates that t e costs for renewal years shall remain approximately the same as
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9/2/2020 M&C Review
the first year. The renewals will I require 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 tat upon approval of the recommendations, funds are available in
the current operating budget, as previously appropriated, in the Water& Sewer Fund. Prior to an
expenditure being incurred, the Water department has the responsibility to validate the availability of
funds.
BQN\\
TO
Fund Department Account Project Program Activity Budget Reference# Amount
ID 1D 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: Jay Chapa (5804)
Dana Burghdoff(8018)
Originating Department Head: Reginald Zeno (8517)
Additional Information Contact: Cynthia Garcia (8525)
Sarah Czechowicz (2059)
ATTACHMENTS
SilverCreek Funding Avail 7.15.20.pdf
SilverCreek Updated F1D Table 7.15J20.pdf
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