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HomeMy WebLinkAboutContract 53799-R1 CSC No.53799-R1 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION September 23,2021 H&H Concrete on Demand Inc., 2804 Prestige Rd. Fort Worth, Texas 76244 Re: Contract Renewal Notice Contract No. CSC No. 53799 Renewal Term No. R-1: 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/nurchasinQ 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, Regina Jones Contract Compliance Specialist [817] 392-2698 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal ACCEPTED AND AGREED: CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and 'gana administration of this contract,including By: Dana Burghdoff Oct 19,202113:16 CDT) ensuring all performance and reporting Name: Dana Burghdoff requirements. Title: Assistant City Manager APPROVAL RECOMMENDED: By: Requra pww Name: Regina Jones Title: Contract Compliance Specialist CGrt� fla��e�By; Christopher Ftarder(Oct 15,202112:24CDT) APPROVED AS TO FORM AND Name: Chris Harder,PE LEGALITY: Title: Water Director ATTEST: �l By: Mack(Oct 18,202115:27 CDT) Name: Doug Black Title: Senior Assistant City Attorney NName: Ron P. Gonzales CONTRACT AUTHORIZATION: a pd44bU�� Title: City Secretary ppF FORr �a M&C: 20-0250 °° A��� °°°o d� Date Approved: 04/07/2020 a~° °p''° cp° o=o I Form 1295 Certification No.:2020-587441 pad a4 000nezasa�o H&H Concrete on Demand Inc., By: Name: Kody Haverkamp Title: Vice President OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal 6/29/2020 M&C Review DATE: 4/7/2020 REFERENCE**M&C 20- LOG NAME: 60P VOLUMETRIC MIXER TRUCK AND NO.: 0250 DRIVER BSR WATER CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Ratify Expenditures and Authorize the Execution of an Agreement with H&H Concrete on Demand Inc., for Volumetric Mixer Trucks and Drivers in an Annual Amount Up to $1,836,260.00 and Authorize Four One-Year Renewal Terms for the Water Department (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize the execution of an agreement, and four annual renewal options, with H&H Concrete on Demand Co. for the rental of a volumetric mixer truck and driver at an annual cost not to exceed $1,836,260.00 and ratify previous expenditures up to $800,000 incurred by the City of Fort Worth Water Department from October 15, 2019. DISCUSSION: With the previous contract set to expire in September 2019, the Water Department approached the Purchasing Division to issue an Invitation to Bid (ITB)for the rental of a volumetric truck and driver. The purpose of this service is to provide concrete materials for various construction projects including: repairing sections of damaged concrete; emergency repairs; and routine maintenance of City streets following water system repairs. The ITB consisted of detailed specifications listing the mixer truck driver's responsibilities and types of concrete to be provided. The Bid was advertised in the Fort Worth Star-Telegram on Wednesday,August 15, 2019 through September 11, 2019. The Purchasing Division solicited 22 vendors from the City's purchasing database system. The City received one (1) response. The bid was evaluated based on the lowest responsible bidder criteria. Staff reviewed the bid and i found that H&H Concrete meets the bid specifications and that the prices are fair and reasonable. Accordingly, the Purchasing Division recommended awarding the bid to H&H Concrete. Further, the Water Department certifies the recommended vendor meets specifications. Therefore, Staff recommends awarding an annual agreement to H&H Concrete on Demand, Inc.with four options to renew at an annual cost not to exceed $1,836,260.00. Additionally, based upon the recommendation to award the bid to H&H Concrete but before the recommendation for award was presented to the City Council, the Water Department purchased these services from H&H Concrete after the expiration of the previous contract. Accordingly, Purchasing and Water staff recommend that City Council ratify previous expenditures with H&H Concrete of up to $800,000 by authorizing the above described agreement. These previous expenditures will be counted against the first year's authorized spending authority approved through this M&C. The price list reflected a decrease on certain items, no change on other items and an overall 29\% reduction from the previous contract. MWBE Office-A waiver of the goal for M/WBE subcontracting requirements was requested by the Purchasing Division and then approved by the MWBE Office, in accordance with the MWBE or BIDE Ordinance, because the purchase of goods or services is from sources where contracting or supplier j opportunities are negligible. Administrative Change Order-An administrative change order or increase may be made by City i 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. Agreement terms- Upon City Council, approval, the first term of this Agreement shall begin on October 15, 2019 and end one year to date with four one-year options to renew. Renewal Terms-This Agreement may be renewed at the City's option. This action does not require City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal terms. Staff anticipated that the costs for each renewal term shall be with in $1,836,260.00 per year. apps.cnvnet.orgroouncn_pacKevmc review.asp7lu=ztrily&counciloate=4L/izuzu irz 6/29/2020 M&C Review FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as appropriated, and the adoption of the Fiscal Years 2021-25 Budgets by the City Council,funds will be available in the Fiscal Years 2021-25 Operating Budgets, as appropriated, in the Water and Sewer Fund to support the approval of the above recommendations) and award of the contract. Prior to any expenditure being incurred, the Water Department has the responsibility to validate the availability of funds. BQN\\ TO Fund Department Account Pr!IDI ect Program Activity Budget Reference# Amount 1D Year Chartfield 2 FROM Fund Department Account Project Program Activity Budget Reference# Amount ID I I ID I I Year Chartfield 2 Submitted for City Manager's Office by: Kevin Gunn (2015) Originating Department Head: Reginald Zeno (8517) Additional Information Contact: Cynthia Garcia (8525) Blanca Sanchez (8354) I ATTACHMENTS apps.cfwnet.org/council_Packet/mc_review.asp?ID=27819&councildate=4/7/2020 212 AGENCY CUSTOMER ID: HHCONCR _ LOC#: ADDITIONAL REMARKS SCHEDULE Page 1 of 1 AGENCY NAMED INSURED Marsh&McLennan Agency LLC H&H Concrete on Demand,Inc 2804 Prestige Rd POLICY NUMBER Keller TX 76244 CARRIER NAIC CODE EFFECTIVE DATE: ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: 25 FORM TITLE: CERTIFICATE OF LIABILITY INSURANCE Notice of Cancellation form#I1-060 edition 07/13 applies to the General Liability policy. Notice of Cancellation form#IL060 edition 07/13 applies to the Automobile Liability policy. Notice of Cancellation form#WC420601 edition 01/94 applies to the Workers Compensation policy. The General Liability policy includes a blanket additional insured endorsement to the certificate holder only when there is a written contract between the named insured and the certificate holder that requires such status. The General Liability policy contains an endorsement with'Primary and NonContributory"wording that may apply only when there is a written contract between the named insured and the certificate holder that requires such wording. The General Liability policy contains a blanket waiver of subrogation endorsement that may apply only when there is a written contract between the named insured and the certificate holder that requires such wording. The Automobile Liability policy contains language that provides additional insured status to the certificate holder only when there is a written contract between the named insured and the certificate holder that requires such status. The Automobile liability policy includes waiver of subrogation wording that may apply only when there is a written contract between the named insured and the certificate holder that requires such wording. The Worker's Compensation policy includes a waiver of subrogation endorsement that may apply only when there is a written contract between the named insured and the certificate holder that requires such wording. The(General Liability,Automobile Liability,Worker's Compensation and Excess liability)policy(ies)includes a(blanket/specific)notice of cancellation to the certificate holder endorsement,providing for(30)days'advance written notice if the policy is canceled by the company,or 10 days' written notice before the policy is canceled for nonpayment of premium.Notice is sent to certificate holders with mailing addresses on file with the agent or the company. The endorsement does not provide for notice of cancellation to the certificate holder if the named insured requests cancellation. Physical Damage-Automobile-12/5/20/21 #CA1000019921/FCCI $5,000 deductible Comprehensive and$5,000 Collision/ACV Basis Heavy Trucks/Trailers Excess sits over AL,GL,EBL,EL. The General Liability and Auto Liability policies include a blanket automatic additional insured endorsement when required by written contract. ACORD 101 (2008/01) ©2008 ACORD CORPORATION. All rights reserved. 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