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HomeMy WebLinkAboutContract 56033-R2CSC No. 56033-R2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE July 25, 2023 MS Infrastructure Management Services, LLC Attn: Kurt A. Keifer 8380 S. Kyrene Rd. Suite 101 Tempe, AZ 85284 Re: Contract Renewal Notice — Renewal Contract CSC No. 56033 Renewal Term No. 2: July 17, 2023 to July 16, 2024 Original Contract Amount: $ 2,383,994.00 The above referenced Contract with the City of Fort Worth expires on July 16, 2023 (the "Expiration Date"). Pursuant to the terms Contract, the Contract may be renewed by the mutual consent of the parties for up to 5 one-year renewal terms. This letter will memorialize the collective desire of the parties to renew the Contract for its second renewal term, which will begin immediately after the Expiration Date. All other terms and conditions of the Contract remain unchanged. Please return this signed acknowledgement letter to the address set forth below acknowledging receipt of the Contract Renewal Notice. Please log onto PeopleSoft Purchasing at httD://fortworthtexas.2ov/purchasing 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, Elizabeth Young (817) 392-6785 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal (ver. 8.19.22) Pagel of 2 CSC No. 56033-R2 ACCEPTED AND AGREED: CITY OF FORT WORTH t31t-1Q� By: William Johnson (J 27, 202315:30 CDT) Name: William M Johnson Title: Assistant City Manager Date: J u [ 27, 2023 APPROVAL RECOMMENDED: A...., �.�... By: Lauren Prieur (Jul 25, 2023 17:10 CDT) Name: Lauren Prieur Title: Director, Transportation & Public Works Department pdbvoup�� ATTEST: 7 F FORN,0�' bo pv8 * °=0 Cad*� a nnaaa44 By: Name: Jannette S. Goodall Title: City Secretary CONTRACTOR: By:i� Name: Kurt A. Keifer Title: President Date: Jul 25, 2023 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:a6��" Name: Elizabeth Young Title: Business Process Manager APPROVED AS TO FORM AND LEGALITY: By: DBlack (Aug 3 09:51 CDT)I Name: Douglas. W. Black Title: Sr. Assistant City Attorney AUTHORIZATION: M&C: 21-0479 Date Approved: 6/22/21 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal (ver. 8.19.22) Page 2 of 2 7/9/2021 M&C - Council Agenda City of Fort Worth, Texas Mayor and Council Communication DATE: Tuesday, June 22, 2021 REFERENCE NO.: **M&C 21-0479 LOG NAME: 13P21-0016 PAVEMENT CONDITION SURVEY & GIS UPDATE CC TPW SUBJECT: (ALL) Authorize Execution of an Agreement with IMS Infrastructure Management Services, LLC, for a Pavement Condition Survey and Geographic Information System Update in an Annual Amount Up to $2,383,994.00, with Five One Year Renewal Options for the Same Annual Amount, Adopt Attached Appropriation Ordinance, and Amend the Fiscal Years 2021-2025 Capital Improvement Program RECOMMENDATION: It is recommended that the City Council: 1. Authorize execution of an agreement with IMS Infrastructure Management Services, LLC, for a pavement condition survey and GIS update in an annual amount up to $2,383,994.00, with five one year renewal options for the same annual amount; 2. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Street Rehabilitation Fund, in the amount of $1,608,429.00, from available funds, for the purpose of funding the Pavement Condition Index Study Project (City Project No. 103068); 3. Adopt the attached appropriation ordinance increasing receipts and appropriations in the General Capital Projects Fund, by decreasing receipts and appropriations in the Contract Street Maintenance Programmable (City Project P00020) in the amount of $740,000.00, and increasing receipts and appropriations in the Pavement Condition Index Study project (City Project 103068) by the same amount; and 4. Amend the FY2021-2025 Capital Improvement Program. DISCUSSION: The Transportation Public Works (TPW) Department approached the Purchasing Division to procure an agreement for a pavement condition survey and a Geographic Information System (GIS) update. The City of Fort Worth conducted a citywide street asset condition inventory in 2016 and rolled out the VUEWorks® pavement management system (PMS) in 2017 for internal staff use. The services to be provided by IMS Infrastructure Management Services, LLC (IMS) will include a PMS update which includes a comprehensive survey of City streets and roadway system. Specific services will include providing all data collected during the survey in a format compatible with the PMS software. In addition, IMS will collect asset data for sidewalks, sidewalk ramps, pavement stripping, signs and street lights. In order to procure these services, staff issued a request for proposals (RFP) seeking qualified bidders for a one year agreement with annual renewal options up to five additional years. The RFP consisted of detailed specifications regarding the survey and GIS update requirements. The RFP was advertised in the Fort Worth Star -Telegram on December 16, 2020, December 23, 2020, December 30, 2020, January 6, 2021, January 13, 2021 and January 20, 2021. The City received nine proposals. Mandli Communications was deemed non -responsive due to not submitting the required RFP cover sheet that provides the bidder's contact information. Proposals were evaluated on best value criteria including the proposer's qualifications, capabilities, and project approach. Staff from TPW and Park and Recreation Departments evaluated the proposals submitted and recommend awarding the contract to IMS. No guarantee was made that a specific amount of these services will be purchased in any year. Business Equity: A waiver of the goal for M/WBE subcontracting requirements is approved by the Office Business Diversity, in accordance with the BDE Ordinance, because the application of the purchase of apps.cfwnet.org/ecouncii/printmc.asp?id=29027&print=true&DocType=Print 1 /2 7/9/2021 M&C - Council Agenda good or services is from sources where subcontracting or supplier opportunities are negligible In addition, 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, this agreement shall begin upon execution. Approval of Recommendation 3 will adjust appropriations between a programmable project and convert the Pavement Condition Index Study project into a static capital project. This action is needed as funding for this project is anticipated from other funding sources and the scope of this project is expanded from that of the current programmable project. Funding for this project was not included in the FY2021-2025 Capital Improvement Program. The action in this M&C will amend the FY2021-2025 Capital Improvement Program as approved in connection with Ordinance 24446-09-2020. This project is located in ALL COUNCIL DISTRICTS. FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies upon approval of the above recommendations and adoption of the attached appropriation ordinances, funds will be available in the General Capital Projects and Street Rehabilitation Funds. Prior to an expenditure being incurred, the Transportation & Public Works Department has the responsibility of verifying the availability of funds. BQN\\ FUND IDENTIFIERS (FIDs),: TO Fund Department Account Project Program ctivit Budget Reference # Amount ID ID 1A i Year (Chartfield 2) FROM IFundl Department Account Project ProgramActivity Budget Reference # Amount ID ID Year (Chartfield 2) CERTIFICATIONS: Submitted for Citv Manaqer's Office bv: Or Department Head: Additional Information Contact: Jay Chapa (5804) Dana Burghdoff (8018) Reginald Zeno (8517) William Johnson (7801) Cynthia Garcia (8525) Cristina Camarillo (8355) ATTACHMENTS 1. 13P21-0016 PAVEMENT CONDITION SURVEY & GIS UPDATE CC TPW funds avail.docx (CFW Internal) 2. 13P21-0016 PAVEMENT CONDITION SURVEY & GIS UPDATE CC TPW 30100 Rec3.docx (Public) 3. 13P21-0016 PAVEMENT CONDITION SURVEY & GIS UPDATE CC TPW 39408 Rec2.docx (Public) 4. 13P21-0016 PAVEMENT CONDITION SURVEY FID REV.xlsx (CFW Internal) 5. 21-0016 Siqned Waiver.Ddf (CFW Internal) 6. Asset Inventon/ and Condition Assessment FID urndated.xlsx (CFW Internal) 7. Form 1295 Signed.Ddf (CFW Internal) 8. SAMs Rer)ort 3.12.2021.Ddf (CFW Internal) apps.cfwnet.org/ecouncii/printmc.asp?id=29027&print=true&DocType=Print 2/2 CS56033-EPRN- Pavement Condition Survey & GIS Update CC TPW — Second Renewal Final Audit Report 2023-07-27 Created: 2023-07-25 By: Andrea Munoz (Andrea.Munoz@fortworthtexas.gov) Status: Canceled / Declined Transaction ID: CBJCHBCAABAAeovGn03x9dFw7PAFj6SLJfPg5drGja9v "CS56033-EPRN-Pavement Condition Survey & GIS Update CC TPW — Second Renewal" History Document created by Andrea Munoz (Andrea.Munoz@fortworthtexas.gov) 2023-07-25 - 9:51:07 PM GMT- IP address: 204.10.90.100 Document emailed to Kurt Keifer (kkeifer@imsanalysis.com) for signature 2023-07-25 - 9:59:20 PM GMT Email viewed by Kurt Keifer (kkeifer@imsanalysis.com) 2023-07-25 - 10:03:20 PM GMT- IP address: 70.113.37.187 Document e-signed by Kurt Keifer (kkeifer@imsanalysis.com) Signature Date: 2023-07-25 - 10:04:22 PM GMT - Time Source: server- IP address: 70.113.37.187 Document emailed to Elizabeth.Young@fortworthtexas.gov for signature 2023-07-25 - 10:04:24 PM GMT Email viewed by Elizabeth.Young@fortworthtexas.gov 2023-07-25 - 10:06:06 PM GMT- IP address: 204.10.90.100 ,j Signer Elizabeth.Young@fortworthtexas.gov entered name at signing as Elizabeth Young 2023-07-25 - 10:06:55 PM GMT- IP address: 204.10.90.100 de Document e-signed by Elizabeth Young (Elizabeth.Young@fortworthtexas.gov) Signature Date: 2023-07-25 - 10:06:57 PM GMT - Time Source: server- IP address: 204.10.90.100 F* Document emailed to Lauren.Prieur@fortworthtexas.gov for signature 2023-07-25 - 10:06:58 PM GMT Email viewed by Lauren.Prieur@fortworthtexas.gov 2023-07-25 - 10:09:34 PM GMT- IP address: 108.209.194.42 FORTWORTHS I P—ed6y Adobe Acrobat Sign Signer Lauren.Prieur@fortworthtexas.gov entered name at signing as Lauren Prieur 2023-07-25 - 10:10:10 PM GMT- IP address: 108.209.194.42 ,j Document e-signed by Lauren Prieur (Lauren.Prieur@fortworthtexas.gov) Signature Date: 2023-07-25 - 10:10:12 PM GMT - Time Source: server- IP address: 108.209.194.42 Document emailed to William.Johnson@fortworthtexas.gov for signature 2023-07-25 - 10:10:13 PM GMT -`i Email viewed by William.Johnson@fortworthtexas.gov 2023-07-27 - 8:29:36 PM GMT- IP address: 204.10.90.100 Signer William.Johnson@fortworthtexas.gov entered name at signing as William Johnson 2023-07-27 - 8:30:02 PM GMT- IP address: 204.10.90.100 &0 Document e-signed by William Johnson (William.Johnson@fortworthtexas.gov) Signature Date: 2023-07-27 - 8:30:04 PM GMT - Time Source: server- IP address: 204.10.90.100 F,* Document emailed to Priscilla.Ramirez@fortworthtexas.gov for approval 2023-07-27 - 8:30:06 PM GMT Email viewed by Priscilla.Ramirez@fortworthtexas.gov 2023-07-27 - 8:33:13 PM GMT- IP address: 204.10.90.100 ,lie Signer Priscilla.Ramirez@fortworthtexas.gov entered name at signing as Priscilla Ramirez 2023-07-27 - 8:33:45 PM GMT- IP address: 204.10.90.100 &© Document approved by Priscilla Ramirez (Priscilla.Ram irez@fortworthtexas.gov) Approval Date: 2023-07-27 - 8:33:47 PM GMT - Time Source: server- IP address: 204.10.90.100 F+ Document emailed to Douglas.Black@fortworthtexas.gov for signature 2023-07-27 - 8:33:49 PM GMT Email viewed by Douglas.Black@fortworthtexas.gov 2023-07-27 - 9:30:00 PM GMT- IP address: 204.10.90.100 Document declined by Douglas.Black@fortworthtexas.gov Decline reason: This is an older renewal form. Please insert the contract dollar amount in the header section with the dates. Also, attach the authorizing M&C.Thanks,db 2023-07-27 - 9:31:28 PM GMT- IP address: 204.10.90.100 FORTWORTHS I P—ed6y Adobe Acrobat Sign CS56033-EPRN-Pavement Condition Survey & GIS Update CC TPW — Second Renewal Final Audit Report 2023-08-03 Created: 2023-08-01 By: Andrea Munoz (Andrea.Munoz@fortworthtexas.gov) Status: Signed Transaction ID: CBJCHBCAABAAcb2W8SWx8U7rl80U6ekkIIbAGIBSaR J "CS56033-EPRN- Pave ment Condition Survey & GIS Update CC TPW — Second Renewal" History Document created by Andrea Munoz (Andrea.Munoz@fortworthtexas.gov) 2023-08-01 - 1:38:41 AM GMT- IP address: 204.10.90.100 Document emailed to Douglas.Black@fortworthtexas.gov for signature 2023-08-01 - 2:01:35 PM GMT Email viewed by Douglas.Black@fortworthtexas.gov 2023-08-03 - 2:50:38 PM GMT- IP address: 204.10.90.100 Signer Douglas.Black@fortworthtexas.gov entered name at signing as DBlack 2023-08-03 - 2:51:46 PM GMT- IP address: 204.10.90.100 Document e-signed by DBlack (Douglas.Black@fortworthtexas.gov) Signature Date: 2023-08-03 - 2:51:48 PM GMT - Time Source: server- IP address: 204.10.90.100 Document approval automatically delegated to Katherine.Cenicola@fortworthtexas.gov by Ronald.Gonzales@fortworthtexas.gov 2023-08-03 - 2:51:49 PM GMT C-. Document emailed to Katherine.Cenicola@fortworthtexas.gov for approval 2023-08-03 - 2:51:49 PM GMT 2+ Document emailed to Ronald.Gonzales@fortworthtexas.gov for approval 2023-08-03 - 2:51:49 PM GMT d¢ Signer Ronald.Gonzales@fortworthtexas.gov entered name at signing as Ronald P. Gonzales 2023-08-03 - 4:11:38 PM GMT- IP address: 204.10.90.100 FORTWORTH, I PO"' e'by Adobe Acrobat Sign Document approved by Ronald P. Gonzales (Ronald.Gonzales@fortworthtexas.gov) Approval Date: 2023-08-03 - 4:11:40 PM GMT - Time Source: server- IP address: 204.10.90.100 Document emailed to jannette.goodall@fortworthtexas.gov for signature 2023-08-03 - 4:11:41 PM GMT Email viewed by jannette.goodall@fortworthtexas.gov 2023-08-03 - 4:19:45 PM GMT- IP address: 204.10.90.100 Signer jannette.goodall@fortworthtexas.gov entered name at signing as Jannette S. Goodall 2023-08-03 - 4:20:03 PM GMT- IP address: 204.10.90.100 d� Document e-signed by Jannette S. Goodall (jannette.goodall@fortworthtexas.gov) Signature Date: 2023-08-03 - 4:20:05 PM GMT - Time Source: server- IP address: 204.10.90.100 P�- Document emailed to Allison Tidwell (allison.tidwell@fortworthtexas.gov) for approval 2023-08-03 - 4:20:07 PM GMT 5 Email viewed by Allison Tidwell (allison.tidwell@fortworthtexas.gov) 2023-08-03 - 9:01:24 PM GMT- IP address: 204.10.90.100 t�a Document approved by Allison Tidwell (allison.tidweli@fortworthtexas.gov) Approval Date: 2023-08-03 - 9:02:16 PM GMT - Time Source: server- IP address: 204.10.90.100 Q Agreement completed. 2023-08-03 - 9:02:16 PM GMT FORTWORTH, I PO"' e'by Adobe Acrobat Sign FORTWORTH. Routing and Transmittal Slip Transportation & Public Works Department DOCUMENT TITLE: Pavement Condition Survey & GIS Update CC TPW — Second Renewal M&C: N/A CPN: N/A CSO: 56033 DOC#: Date: 3/22/2023 To: Name Department Initials Date Out MS Infrastructure Management kk 1. Kurt Keifer Services, LLC J U 1 251 2Q23 kkeifera,imsanalvsis.com kk 2. Elizabeth Young TPW - Signature C "I"y Jul 25, 2023 3. Lauren Prieur TPW-Signatures Jul 25, 2023 4. William Johnson CMO - Signature Jul 27, 2023 5. Doug Black LAW - Signatures Aug 3, 2023 6. Jannette Goodall CSO - Signature 77149- Aug 3, 2023 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 NNo RUSH: ❑YES NNo SAME DAY: ❑YES NNo NEXT DAY: ❑YES ❑No ROUTING TO CSO: OYES ❑No Action Required: ❑ As Requested ❑ For Your Information N Signature/Routing and or Recording ❑ Comment ❑ File ❑ Attach Signature, Initial and Notary Tabs Return To: TPWContractsna,FortWorthTexas.aov at ext. 7233 for pick up when completed.