HomeMy WebLinkAboutContract 60362-R1Contract Renewal Page 1 of 2
CITY OF FORT WORTH
CONTRACT FIRST RENEWAL NOTICE
May 29, 2024
Texas Traffic and Barricade, LLC
Attn: Chris Caywood
3500 W. Pioneer Parkway
Pantego, TX 76013
Re: Contract Renewal Notice
Contract No. CSC No. 60362 (the “Contract”)
Renewal Term No. 1: June 1, 2024 to May 31, 2025
The above referenced Contract with the City of Fort Worth expires on May 31, 2024 (the
“Expiration Date”). Pursuant to the Contract, contract renewals are at the sole option of the City.
This letter is to inform you that the City is exercising its right 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. Please return this signed
acknowledgement letter, along with a copy of your quote for charges for the new renewal
term and a current insurance certificate, to the address set forth below, acknowledging
receipt of the Contract Renewal Notice. Failure to provide a signed acknowledgment does
not affect the renewal.
Please log onto PeopleSoft Purchasing at http://fortworthtexas.gov/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,
__________________________
James Rensing
817-392-7875
Contract Renewal Page 2 of 2
CITY OF FORT WORTH
By: ___________________________
Name: Jesica McEachern
Title: Assistant City Manager
APPROVAL RECOMMENDED:
By: ______________________________
Name: Lauren Prieur
Title: Director, Transportation & Public Works
Department
ATTEST:
By: ______________________________
Name: Jannette S. Goodall
Title: City Secretary
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: ______________________________
Name: James Rensing
Title: Signal Systems Supervisor
APPROVED AS TO FORM AND LEGALITY:
By: ______________________________
Name: Jessika J. Williams
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 23-0748
Date Approved: 09/12/2023
Texas Traffic and Barricade, LLC
By:
Name: Chris Caywood
Title: President
City of Fort Worth,
Mayor and
DATE: 09/12/23
Texas
Council Communication
M&C FILE NUMBER: M&C 23-0748
LOG NAME: 13P COOP BB 703-23 HIGHWAY SAFETY AND TRAFFIC CONTROL EC TPW
SUBJECT
(ALL) Authorize Non-Exclusive Purchase Agreements with Multiple Vendors Using BuyBoard Cooperative Contract No. 703-23 for the Purchase
of Highway Safety Products and Equipment in a Combined Annual Amount Up to $2,465,013.28 for the Initial Term and Authorize Two One-Year
Renewal Options for Up to $3,060,954.10 for Renewal One and $3,805,880.10 for Renewal Two for the Transportation and Public Works, Aviation,
Parks and Recreation and Police Departments
RECOMMENDATION:
It is recommended that the City Council authorize non-exclusive purchase agreements with multiple vendors using BuyBoard Cooperative Contract
No. 703-23 for the purchase of highway safety products and equipment in a combined annual amount up to $2,465,013.28 and authorize two
consecutive one-year renewal options for up to $3,060,954.10 for renewal one and $3,805,880.10 for renewal finro for the Transportation and
Public Works, Aviation, Parks and Recreation and Police Departments.
DISCUSSION:
The Transportation and Public Works (TPV�, Aviation, Parks and Recreation (PARD) and Police Departments approached the Purchasing
Division to enter into agreements with the awarded vendors under BuyBoard Contract No. 703-23. The contract offers a variety of products for
highway safety and traffic control. The user-departments will utilize the agreements to purchase various road safety and traffic control products and
equipment, such as roadwork barricades, on an as needed basis.
Staff from the user-departments identified and selected multiple vendors from BuyBoard's Final Catalog Award Report according to
price, availability, and products offered. Approval of this Mayor and Council Communication authorizes the City to execute agreements with the
following vendors: Tiger Traffic, Inc., Traffic and Parking Control Co. Inc., Texas Highway Products, LTD., Centerline Supply, Inc., Texas Traffic and
Barricade, LLC., American Signal Company, All Traffic Solutions, Inc. and Buyer's Barricade, Inc.
BuyBoard Contract No. 703-23 has an initial term beginning on June 1, 2023, through May 31, 2024, and includes two one-year renewal options.
The Request for Proposal for BuyBoard Contract No. 703-23 was published on July 12, 2022, and responses were opened on January 19, 2023.
BuyBoard contracts offer fixed discounts. Staff reviewed the pricing and determined it to be fair and reasonable.
State law provides that a Iocal government purchasing an item under a cooperative purchasing agreement satisfies state laws requiring that the
local government seek competitive bids for purchase of the items. BuyBoard contracts have been competitively bid to increase and simplify the
purchasing power of government entities.
Approval of this M&C authorizes the City to spend up to $2,465,013.28 for the initial term, $3,060,954.10 for the first renewal, and $3,805,880.10
for the second renewal. However, the actual first year spend is anticipated to be $1,972,010.62 based on current budget allocations. A 25%
contingency is added to the authorized amount to ensure adequate coverage in the event of unexpected increases in demand. Actual usage in any
term can be up to the authorized amount and will be dependent upon actual appropriations for this purpose in the departments' budgets.The annual
department allocation for these agreements is:
Department Annual Amount Annual Amount Annual Amount
Initial Term Renewal 1 Renewal 2
TPW $1,907,010.62 $2,383,763.28 $2,979,704.08
Aviation $25,000.00 $25,000.00 $25,000.00
PARD $15,000.00 $15,000.00 $15,000.00
Police $25,000.00 $25,000.00 $25,000.00
25% Purchasing $493,002.66 $612,190.82 $761,176.02
contingency
Combined Annual $2,465,013.28 $3,060,954.10 $3,805,880.10
Totals
Funding is budgeted in the participating departments' Operating & Capital budgets, as appropriated.
The initial term of the agreements will expire on May 31, 2024, in line with the cooperative agreement and may be renewed for up to two additional
one-year terms, in accordance with the terms of the BuyBoard Contract.
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.
A M/WBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity.
This project will serve ALL COUNCIL DISTRICTS.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating & capital budgets, as previously appropriated in the participating
departments' Operating & Capital Funds to support the approval of the recommendation and execution of the agreements. Prior to an expenditure
being incurred, the participating departments have the responsibility to validate the availability of funds.
Submitted for City Manager's Office bk Reginald Zeno 8517
William Johnson 5806
Originating Business Unit Head: Reginald Zeno 8517
Lauren Prieur 6035
Additional Information Contact: Jo Gunn 8325
Eugene Chandler 2057
Routing and Transmittal Slip
Transportation & Public Works Department
DOCUMENT TITLE:Texas Traffic and Barricade, LLC
For:First Renewal
M&C: 23-0748 CPN: CSO: 60362 DOC#:
Date:
To: Name Department Initials Date Out
1.James Rensing TPW-Signature
2.Anna Benavides TPW-Signature
3.Martin Phillips TPW- Initials
4.Lauren Prieur TPW- Signature
5.Jessika Williams Legal- Signature
6.Jesica McEachern ACM- Signature
7.Ronald Gonzales CSO – Initial
8.Jannette Goodall CSO-Signature
9.Allison Tidwell CSO-Assign CSC
10 Tabitha Giddings TPW-Admin
11
12
13
14
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 No
RUSH:YES No SAME DAY:YES No NEXT DAY:YES No
ROUTING TO CSO: YES No
Action Required: Attach Signature, Initial and Notary Tabs
As Requested
For Your Information
Signature/Routing and or Recording
Comment
File