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HomeMy WebLinkAboutContract 58644-R1CSC No. 58644-R1 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION September 28, 2023 Ace Pipe Cleaning, Inc. Attn: Theresa Calvert Address: 6601 Universal Ave. Kansas City, Mo 64120 Re: Contract Renewal Notice — 1st Renewal Contract No. CSC No. 58644 Renewal Term: December 21, 2023 to December 22, 2024 Renewal Amount: $481,350.00 The above referenced Contract with the City of Fort Worth expires on December 21, 2023 (the "Expiration Date). This letter is to inform you that the City is exercising its right to renew the contract for its 1st term in an amount up to $481,350.00 which will be effective immediately after the Expiration Date. 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 httD://fortworthtexas.iaov/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, Regina Jones Contract Compliance Specialist 817-392-2698 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH Dana 6u�qG7doff By: Dana Burghdoff (Nov 25, 2023 17:04 CST) Name: Dana Burghdoff Title: Assistant City Manager APPROVAL RECOMMENDED: C&6,� H"()&r By: Christopher Harder (Nov 7, 2023 16:40 CST) Name: Chris Harder Title: Water Director 4FF°pT°IIa o W., ATTEST: P° Al= By: U Name: Jannette Goodall Title: City Secretary Ace Pipe Cleaning, Inc. By: _ Alt,— vv�--� Name: Bruce Vantine Secretary/Treasurer 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: IRC9&4 z6aw Name: Regina Jones Title: Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: By: Mack (Nov 28, 2023 17:50 CST) Name: Doug Black Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 22-0953 Date Approved: 11/29/2022 Form 1295 Certification No: 2022-947420 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 Print Preview Send to Printer .Cloys City of Fort Worth, Texas Mayor and Council Communication DATE: Tuesday, November 29, 2022 REFERENCE NO.: **M&C 22-0953 LOG NAME: 13P22-0214 SMALL DIAMETER SEWER CLEANING EC WATER SUBJECT: (ALL) Authorize Execution of a Purchase Agreement with Ace Pipe Cleaning, Inc. for Small Diameter Sewer Cleaning in an Annual Amount Up to $481,350.00 and Authorize Up to Five Automatic Renewal Options for the Same Annual Amount for the Water Department RECOMMENDATION: It is recommended that the City Council authorize execution of a purchase agreement with Ace Pipe Cleaning, Inc. for small diameter sewer cleaning in an annual amount up to $481,350.00 and authorize up to five automatic renewal options for the same annual amount for the Water Department. DISCUSSION: The Water Department approached the Purchasing Division to procure an annual agreement for small diameter sewer cleaning. Under the proposed agreement the vendor will provide sewer cleaning to remove all sludge, dirt, sand, rocks, grease, and any other solid or semi -solid material. In order to procure the service, staff issued Invitation to Bid (ITB) Number 22-0214. The ITB consisted of detailed specifications describing the contractor's responsibilities and requirements to provide these services and supplies. The ITB was advertised in the Fort Worth Star -Telegram for three consecutive weeks: Wednesday September 14, 2022, Wednesday September 21, 2022 and Wednesday September 28, 2022. The City received four (4) responses. An evaluation panel, comprised of members of the Water and the Park and Recreation Departments, reviewed and scored the submittals using the Best Value criteria. The individual scores were averaged for each of the criteria and the final scores are listed in the table below. PROPOSER Ace Pipe Cleaning 22.00 Underground 14.00 bc 18.33111.00 14.17 _ 8.50 , Evaluation Factors Tech points 51.33 j 36.67 d 30.00 10.00 � Total Score 81.33 36.67 :an]k R 1BCAC 1 _- 112 *� Pro -Pipe, Inc. 12.00 12.50 6.50 31.00 IN/A 31.00 0 ** 1Kleen-Pipe 14.00 10.00 7.50 -�� 31.50 jN/A 31.50 0 ** * Vendor received 0 points for cost as their pricing was more than double that of the lowest cost bidder. ** Vendor did not achieve the minimum technical points required (35) to be considered further, and therefore did not receive a ranking. Best Value Criteria: a) Contractor's Qualifications, Experience, and References b) Availability of Resources (equipment/personnel) c) Contractor's ability to meet the City's needs. d) Cost of service After evaluation, the panel concluded that Ace Pipe Cleaning, Inc. presents both the best value and the necessary coverage for the City, therefore, the panel recommends that Council authorize an agreement with Ace Pipe Cleaning, Inc. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the recommended vendor bids met specifications. FUNDING: The maximum annual amount allowed under this agreement will be $481,350.00 however the actual amount used will be based on the need of the department and available budget. Funding will be budgeted in the Other Contractual Services account of the Wastewater Department's Water & Sewer Fund. BUSINESS EQUITY: A waiver of the goal for Business Equity subcontracting requirement is approved by the Department of Diversity and Inclusion, in accordance with the Business Equity Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. AGREEMENT TERMS: Upon City Council approval, the agreement will begin upon execution and will end September 30, 2023. RENEWAL OPTIONS: This agreement may be automatically renewed for up to four (4) automatic one- year renewal periods (October 1 to September 30) and for a fifth renewal period which shall run from October 1 to the anniversary date of execution. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. ADMINISTRATIVE CHANGE ORDER: 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. FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies that upon approval of the recommendation, 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\\ FUND IDENTIFIERS (FIDs): TO Fund Department Account Project ProgramActivity ID ID FROM Budget Reference # (Chartfield Year 2) Amount Fund Department Account project ProgramActivity Budget Reference # (Chartfield Amount ID ID Year 2) CERTIFICATIONS: Submitted for City Manager's Office by: Originating Department Head:_ Additional Information Contact: ATTACHMENTS 1. Ace Pipe_Porm 1295 Sly-ned.pdf (CFW internal) 2. Waiver.pdf (CFW Internal) Reginald Zeno (8517) Dana Burghdoff (8018) Reginald Zeno (8517) Chris Harder (5020) Anthony Rousseau (8338) Eugene Chandler (2057) CERTIFICATE OF INTERESTED PARTIES FORM1295 10fi Complete Nos, I - 4 and 6 it there are interested parties. OFFICE USE ONLY Complete Nos. 11 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING 1 Name of business entity filing form, and the city, state and country of the business entity's place ]Certificate Number: of business. 2022-947420 Ace Pipe Cleaning, Inc. I KANSAS CITY, MO United States I Date Filed: 2 Name of governmental entity or state agency that is a party to the contract for which the form is j10121/2022 being filed. i City of Fort Worth )Date Acknowledged- ,3 Provide the identification number used by the governmental entity or state agency to track or identify the contract.t, and provide a description of the services, goods, or other property to be provided under the contract. ITB 22-0214 Small Diameter Sewer Cleaning Services 4 Nature of interest Name of Interested Party City, State, Country (place of business) (check applicable} Controlling Intermediary 5 Check only if there is NO Interested Party. 6 UNSWORN DECLARA'nON Myname is BrUceVanliM pity addreSSjS (601 Universal Ave, (street) 58-1 ,, and my date of birth is 12118/1956 Kansas City MO 64120 USA (c ity) (state) (zip code) (country) I declare under penalty of perjury that the foregoing is true and correct. Executed in Jackson County, State of Missouri on the 21 st day of October 2p 22 (month) (year-) Signature of authorized agent of contracting business entity Forms provided by Texas Ethics Commission www.ethics.sta-te.tx.us Version V3.5.1.8W50f1 DATE (MM/DD/YYYY) ACOR" CERTIFICATE OF LIABILITY INSURANCE 1 10/19/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Christina Cunningham, Client Service Mgr Sr. Arthur J. Gallagher Risk Management Services, LLC I PHONE FAX 2850 Golf Rd (A/C. No. Ext): (A/C. No): Rolling Meadows IL 60008 I ADDRESS: christina_cunningham@ajg.com INSURER(S) AFFORDING COVERAGE NAIC # INSURERA: Zurich American Insurance Company 16535 INSURED CAROCOR-04 INSURERB: American Zurich Insurance Company 40142 ACE PIPE CLEANING, INC. I 6601 Universal Ave INSURERC: American Guarantee and Liability Ins Co 26247 Kansas City, MO 64120 I INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: 1828136251 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) A X COMMERCIAL GENERAL LIABILITY Y Y GLO 9377201-20 10/31/2023 10/31/2024 EACH OCCURRENCE $ 2 000 000 CLAIMS -MADE OCCUR X XCU INCLUDED GEN'L AGGREGATE LIMIT APPLIES PER: POLICY ❑X PRO- ❑ LOC JECT OTHER: A AUTOMOBILE LIABILITY X ANY AUTO OWNED X SCHEDULED AUTOS ONLY AUTOS X HIRED X NON -OWNED AUTOS ONLY AUTOS ONLY C X UMBRELLA LIAB I X I OCCUR Y Y BAP 9377199-20 AUC 5916947-18 EXCESS LIAB CLAIMS -MADE DED I X I RETENTION $ B WORKERS COMPENSATION Y WC 9377202-20 AND EMPLOYERS' LIABILITY Y / N ANYPROPRI ETOR/PARTNER/EXECUTIV 1- OFFICER/MEMBER EXCLUDED? IN I N/A (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below DAMAGE TO RENTED PREMISES (Ea occurrence) $ 300,000 MED EXP (Any one person) $ 0 PERSONAL & ADV INJURY $ 2,000,000 GENERAL AGGREGATE $4,000,000 PRODUCTS - COMP/OP AGG $ 4,000,000 10/31/2023 10/31/2024 COMBINED SINGLE LIMIT (Ea accident) $ 5,000,000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE $ (Per accident) 10/31/2023 10/31/2024 EACH OCCURRENCE $ 10,000,000 AGGREGATE $ 10,000,000 10/31/2023 10/31/2024 X IPER STATUTE ERH E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 E.L. DISEASE - POLICY LIMIT $ 1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) RE: Small Diameter Sewer Cleaning VSA. City of Fort Worth and the City (its employees, officers, officials, and agents as respects the contracted services) is an additional insured with respect to General Liability coverage as evidenced herein on a primary/non-contributory basis and Auto Liability coverage as required by written contract with respect to work performed by the named insured. A waiver of subrogation in favor of City of Fort Worth and its agents, officers, directors and employees are included under the General Liability, Auto Liability and Workers compensation coverages as evidenced herein as required by written contract. Umbrella Follow Form. 60 Days' Notice of Cancellation applies in favor of Certificate Holder on General Liability, Auto Liability and Workers Compensation policies as required by written contract. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Fort Worth 200 Texas Street AUTHORIZED REPRESENTATIVE Fort Worth TX 76102-6314 �� ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD Policy Number GL09377201-20 ENDORSEMENT ZURICH AMERICAN INSURANCE COMPANY Namedlnsured CARYLON CORPORATION Effective Date: 10/31/2023 12:01 AM., Standard Time AgentName GALLAGHER Agent 24059- 000 BLANKET NOTICE TO OTHERS OF CANCELLATION BLANKET NOTIFICATION TO OTHERS OF CANCELLATION THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. THIS ENDORSEMENT MODIFIES INSURANCE PROVIDED UNDER THE: COMMERCIAL GENERAL LIABILITY COVERAGE PART A. IF WE CANCEL THIS COVERAGE PART BY WRITTEN NOTICE TO THE FIRST NAMED INSURED FOR ANY REASON OTHER THAN NONPAYMENT OF PREMIUM, WE WILL DELIVER ELECTRONIC NOTIFICATION THAT SUCH COVERAGE PART HAS BEEN CANCELLED TO EACH PERSON OR ORGANIZATION SHOWN IN A SCHEDULE PROVIDED TO US BY THE FIRST NAMED INSURED. SUCH SCHEDULE: 1. MUST BE INITIALLY PROVIDED TO US WITHIN 15 DAYS: A. AFTER THE BEGINNING OF THE POLICY PERIOD SHOWN IN THE DECLARATIONS; ORB. AFTER THIS ENDORSEMENT HAS BEEN ADDED TO POLICY; 2. MUST CONTAIN THE NAMES AND E—MAIL ADDRESSES OF ONLY THE PERSONS OR ORGANIZATIONS REQUIRING NOTIFICATION THAT SUCH COVERAGE PART HAS BEEN CANCELLED; 3. MUST BE IN AN ELECTRONIC FORMAT THAT IS ACCEPTABLE TO US; AND 4. MUST BE ACCURATE. SUCH SCHEDULE MAY BE UPDATED AND PROVIDED TO US BY THE FIRST NAMED INSURED DURING THE POLICY PERIOD. SUCH UPDATED SCHEDULE MUST COMPLY WITH PARAGRAPHS 2. 3. AND 4. ABOVE. B. OUR DELIVERY OF THE ELECTRONIC NOTIFICATION AS DESCRIBED IN PARAGRAPH A. OF THIS ENDORSEMENT WILL BE BASED ON THE MOST RECENT SCHEDULE IN OUR RECORDS AS OF THE DATE THE NOTICE OF CANCELLATION IS MAILED OR DELIVERED TO THE FIRST NAMED INSURED. DELIVERY OF THE NOTIFICATION AS DESCRIBED IN PARAGRAPH A. OF THIS ENDORSEMENT WILL BE COMPLETED AS SOON AS PRACTICABLE AFTER THE EFFECTIVE DATE OF CANCELLATION TO THE FIRST NAMED INSURED. C. PROOF OF EMAILING THE ELECTRONIC NOTIFICATION WILL BE SUFFICIENT PROOF THAT WE HAVE COMPLIED WITH PARAGRAPHS A. AND B. OF THIS ENDORSEMENT. D. OUR DELIVERY OF ELECTRONIC NOTIFICATION DESCRIBED IN PARAGRAPHS A. AND B. OF THIS ENDORSEMENT IS INTENDED AS A COURTESY ONLY. OUR FAILURE TO PROVIDE SUCH DELIVERY OF ELECTRONIC NOTIFICATION WILL NOT: 1. EXTEND THE COVERAGE PART CANCELLATION DATE; 2. NEGATE THE CANCELLATION; OR 3. PROVIDE ANY ADDITIONAL INSURANCE THAT WOULD NOT HAVE BEEN PROVIDED IN THE ABSENCE OF THIS ENDORSEMENT. E. WE ARE NOT RESPONSIBLE FOR THE ACCURACY, INTEGRITY, TIMELINESS AND VALIDITY OF INFORMATION CONTAINED IN THE SCHEDULE PROVIDED TO US AS DESCRIBED IN PARAGRAPHS A. AND B. OF THIS ENDORSEMENT. ALL OTHER TERMS AND CONDITIONS OF THIS POLICY REMAIN UNCHANGED. U-GL-1114-A CW (10102)