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Home My WebLink AboutContract 57826-R2CSC No. 57826-R2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE April 25, 2024 Ruiz Protective Service, Inc. Attn: Andrew Ruiz 2646 Andj on Drive Dallas, TX 75220 Re: Contract Renewal Notice Fort Worth City Secretary Contract No. 57826 ("Contract") Second Renewal Term: July 2, 2024 to July 1, 2025 The current term of the above -referenced Contract with the City of Fort Worth expires on July 1, 2024 ("Expiration Date"). This letter is to inform you that the City wishes to exercise its renewal option for a second renewal term, which will begin immediately after the Expiration Date and continue for one (1) year thereafter. All other terms and conditions of the Contract remain unchanged. Please return this signed acknowledgment letter, along with a current copy of your insurance certificate reflecting the City of Fort Worth as the Holder, to the address set forth below acknowledging receipt of the Contract Renewal Notice. Please log onto PeopleSoft Purchasing at httn://fortworthtexas.2ov/purchasin2 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, Ximber .Allen Kimber Allen Contract Compliance Specialist Kimberly.Allen(d,fortworthtexas. 2ov 817-392-4481 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal— CSC 57826-R2 Page 1 of 2 CSC No. ACCEPTED AND AGREED: CITY OF FORT WORTH By: William Johnson ( y 14, 202413:54 CDT) Name: William Johnson Title: Assistant City Manager Date: May 14, 2024 APPROVAL RECOMMENDED By. RobertRobert Alay 14, 202413:28 CDT) Name: Robert A. Alldredge, Jr. Title: Executive Assistant Chief 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: X&tl� �11� Name: Loraine Coleman Title: Administrative Services Manager APPROVED AS TO FORM AND LEGALITY: o4vvnp ATTEST: aa� Fo„„Rt°nna �o 9�� By: Jerris Mapes (May 8, �02414:47 CDT) °_° Name: Jerris Mapes 0 A�2c es aaan tEXps44a Title: Sr. Assistant City Attorney �11Ad044 By: Name: Jannette S. Goodall CONTRACT AUTHORIZATION: Title: City Secretary M&C: 22-0303 Date Approved: 04/26/2022 RUIZ PROTECTIVE SERVICE INC. By: Name: Hector Ruiz Title: Owner Form 1295 Certification No.: 2022-861658 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal— CSC 57826-R2 Page 2 of 2 M&C Review Page 1 of 3 A CITY COUNCIL AGEND Create New From This M&C DATE: 4/26/2022 REFERENCE **M&C 22- LOG NAME: NO.: 0303 CODE: P TYPE: CONSENT PUBLIC HEARING: Official site of the City of Fort Worth, Texas FORT WORT11 � 13P22-0047 POLYGRAPH SERVICES FOR POLICE AND FIRE MC PD NO SUBJECT: (ALL) Authorize Execution of Non -Exclusive Purchase Agreements with Ruiz Protective Service, Inc. and Joe F. Garcia, LPE for Polygraph Services for the Police and Fire Department Hiring Process, Criminal Investigatons and Administrative Needs in a Combined Amount Up to $423,884.00 for the First Year and Authorize Four One -Year Renewal Options for the Same Amount RECOMMENDATION: It is recommended that the City Council authorize execution of non-exclusive purchase agreements with Ruiz Protective Service, Inc. and Joe F. Garcia, LPE for polygraph services for the Police and Fire Department hiring process, criminal investigatons and administrative needs in a combined amount up to $423,884.00 for the first year and authorize four one-year renewal options for the same amount. DISCUSSION: The Fire and Police departments approached the Purchasing Division to procure an agreement for polygraph services. During the course of this agreement, other departments may request polygraph services, therefore, this agreement should also allow for those purchases. The Fire and Police Departments will use these Agreements for an external polygraph examination provider to assist various investigative units within the Fire and Police Departments with criminal investigations, employment polygraphs and polygraphs related to administrative issues. In order to procure these services, staff issued an Invitation to Bid (ITB). ITB No. 22-0047 consisted of detailed specifications describing the type of equipment and testing requirements. The ITB was advertised in the Fort Worth Star -Telegram on January 26, 2022, February 2, 2022, February 9, 2022, February 16, 2022, and February 23, 2022. The Purchasing Division received four (4) responses, Joe F. Garcia, LPE, Ruiz Protective Service, Inc., Sage Cognitive Solutions, P.C. and Wood and Associates Polygraph Services, LLC. Wood and Associates Polygraph Services, LLC was deemed non -responsive by Purchasing because they did not meet the qualification requirement of providing services 24 hours a day, 7 days a week. An evaluation panel, comprised of representatives of the Fire and Police departments reviewed and scored the remaining submittals using the Best Value criteria which included the following: (a) bidder's approach and methodology to perform services; (b) bidder's ability to complete the scope of work, availability of resources, number of personnel and equipment; (c) bidder's references from other projects comparable in size similar to the scope of work; (d) bidder's qualifications. accreditations, certifications, continuing education or other training related to the scope of work; and (e) cost of service. The individual scores were averaged for each of the criteria and the final scores are listed in the following table: Bidders Ruiz Protective Services, Inc Joe F. Garcia, LPE Evaluation Criteria a b c d e 5.67 12.00 11.50 8.50 40.00 5.67 10.00 11.00 8.50 19.63 Total Score Rank 77.67 1 54.80 2 Sage Cognitive Solutions, P.C. 5.33 9.33 4.50 8.00 X Bidder did not meet technical points, http://apps.cfwnet.org/council_packet/mc review.asp?ID=29856&councildate=4/26/2022 4/23/2024 M&C Review Page 2 of 3 therefore cost was not evaluated. After evaluation, the panel concluded that Ruiz Protective Service, Inc. and Joe F. Garcia, LPE presented the best value to the City. Therefore, the panel recommends that Council authorize polygraph services agreements with Ruiz Protective Service, Inc. and Joe F. Garcia, LPE. It is recommended that multiple Agreements be awarded to the listed vendors to ensure services are available without delay. Under these non-exclusive Agreements, departments will order services according to lowest cost and availability. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the recommended vendors bids meet specifications. FUNDING: The maximum amount allowed under this agreement citywide will be $423,884.00, however the actual amount used will be based on the need of the department and available budget. The annual department allocation for this agreement is: Department Estimated Annual Amount Account Name (Fire Department $194,410.00 Other Contractual Services Police Department $229,474.00 Other Contractual Services DVIN-BE: A waiver of the goal for Business Equity subcontracting requirement is approved by the DVIN- BE, in accordance with the Business Equity Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. 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. AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution and expire one year from that date. RENEWAL OPTIONS - The agreement may be renewed for four (4) additional one-year renewal periods. 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. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the participating departments' Operating Funds to support the approval of the above recommendation and award of the contract. Prior to any expenditure being incurred, the participating departments have the responsibility to validate the availability of funds. BQN\\ TO Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) FROM Fund Department Account Project ID ID Submitted for Citv Manaqer's Office bv: Originatinq Department Head: Program Activity Budget Year Reginald Zeno (8517) Fernando Costa (6122) Reference # Amount (Chartfield 2) Anthony Rousseau (8338) Neil Noakes (4212) Cynthia Garcia (8525) http://apps.cfwnet.org/council_packet/mc review.asp?ID=29856&councildate=4/26/2O22 4/23/2024 M&C Review Page 3 of 3 Additional Information Contact: Maria Canoura (2526) ATTACHMENTS 13P22-0047 POLYGRAPH SERVICES MC PD funds availabilitv.pdf (Public) 13P22-0047 POLYGRAPH SERVICES MC PD Updated FID (002).xlsx (CFW Internal) BU36-Fire Department FID TABLE.xIsx (CFW Internal) DVIN-BE Waiver ITB 22-0047 Polvgraph Services.odf (CFW Internal) Form 1295 Certificate 100883812 - Ruiz Protective Service, Inc.pdf (CFW Internal) Form 1295 Certificate 100884386 - Joe F Garcia, LPE.pdf (CFW Internal) SAMs Report - Joe F. Garcia - Not found.pdf (CFW Internal) SAMs Report - Ruiz Protective Services, Inc.pdf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=29856&councildate=4/26/2022 4/23/2024