HomeMy WebLinkAboutContract 60191-R1CSC No. 60191-Rl
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
October 3, 2024
Rexa Inc.
Attn: Chad Ballard or Whom It May Concern
4 Manley Street
Bridgewater, MA 02379
Re: Contract Renewal Notice —1st Renewal
Invitation to Bid — Valve Actuators Parts &
Services Contract CSC No. 60191
Original Contract Amount: $2,500,000.00
The above referenced contract with the City of Fort Worth, as renewed, expired September
30, 2024. This letter is to inform you that the City has appropriated funding and is exercising its
right to renew the contract in the original contract amount, which will be effective upon execution
by the designated Assistant City Manager. All other terms and conditions of the contract remain
unchanged. Please verify that the original payment, performance and maintenance bonds remain
active or if retired, provide updated bonds when you return this letter (if applicable). Please sign
in the space indicated below and return this document, along with a copy of your current
insurance certificate, to the undersigned.
Please log onto PeopleSoft Purchasing at http://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,
ShatabY a rergland
Contract Compliance Specialist
(817)392-8277
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 1 of 2
CSC No.
ACCEPTED AND AGREED:
CITY OF FORT WORTH
By: William Johnson (0 t 7, 2024 11:12 CDT)
Name: William Johnson
Title: Assistant City Manager
Date:
APPROVAL RECOMMENDED:
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By: Christopher Har6er (Oct 4, 202412:30 CDT)
Name: Chris Harder
Title: Director, Water Department
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Name: Jannette S. Goodall
Title: City Secretary
CONTRACTOR/VENDOR:
By: Rexa Inc.
Kam
Name: Chad Ballard
Title: Lead Project Manager
Date: 10/3/2024
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: O
Name: Shatabya Bergland
Title: Contract Compliance Specialist
APPROVED AS TO FORM AND LEGALITY:
49&4r,
By: Douglas Black (Oct 4, 202412:58 CDT)
Name: Douglas. W. Black
Title: Sr. Assistant City Attorney
AUTHORIZATION:
M&C: 23-0626
Form 1295 Certification No.: 2023-1035038
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2 of 2
9/14/23, 11:54 AM
M&C Review
CITY COUNCIL AGENDA
Create New From This M&C
DATE: 8/8/2023 REFERENCE **M&C 23-
NO.: 0626
LOG NAME:
CODE: P TYPE: CONSENT PUBLIC
HEARING:
Official site of the City of Fort Worth, Texas
FORT WORTH"11_
13PITB 23-0063 VALVE
ACTUATORS, PARTS AND
SERVICES LSJ WATER
NO
SUBJECT: (ALL) Authorize Execution of Agreements with Rexa, Inc., Machining & Valve Automation
Services LLC and Municipal Valve & Equipment Company Inc. for Valve Actuators,
Parts and Services in a Total Annual Amount Up to $2,500,000.00 for the Water
Department
RECOMMENDATION:
It is recommended that the City Council authorize execution of agreements with Rexa, Inc., Machining
& Valve Automation Services, LLC and Municipal Valve & Equipment Company Inc., for valve
actuators, parts and services in a total annual amount up to $2,500,000.00 for the initial term
and authorize four one-year renewal options for the Water Department.
DISCUSSION:
The Water Department approached the Purchasing Division to establish an annual agreement for new
valves, appurtenances, actuators, replacement parts, on -site or shop repairs, startup services and field
troubleshooting. Purchasing issued Invitation to Bid (ITB) No. 23-0063 describing the requirements for
the new equipment and the maintenance for all existing motorized valve actuators and manual valve
actuators that are used to regulate and control flow through the pipelines throughout the City. The bid
was advertised in the Fort Worth Star -Telegram on May 3, 2023, May 10, 2023, and May 17, 2023.
The City received four bids. However, upon evaluation, Vector Controls did not score at least 50\% or
more of the total available points for technical criteria; therefore, they were not qualified to receive
points for pricing.
An evaluation panel consisting of representatives from the Transportation and Public Works and
Water Departments reviewed and scored the submission using Best Value criteria. The individual
scores were averaged for each of the criteria and the final scores are listed in the table below.
Bidders
Rexa, Inc.
Machining & Valve Automation Services LLC
Municipal Valve & Equipment Company Inc
Best Value Criteria:
Evaluation
a b c d Total
13 10 10 35 68
13 10 10.5 18 51
a) Bidders' qualification, experience and references
b) Availability of resources and personnel to provide services
c) Bidders' ability to meet the City's needs
d) Cost of service
After evaluation, the panel concluded that Rexa, Inc., Machining & Valve Automation Services LLC,
and Municipal Valve & Equipment Company Inc. presented the best value for the City. Therefore, the
panel recommends that Council authorize annual agreements with Rexa, Inc., Machining & Valve
Automation Services LLC and Municipal Valve & Equipment Company Inc. No guarantee was made
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M&C Review
that a specific amount of services would be purchased. Staff certifies that the recommended vendor's
bids meet specification.
Funding is budgeted in the Wastewater Department within the Water and Sewer Fund. The maximum
amount allowed under these agreements collectively will be $2,500,000.00; however, the actual
amount used will be based on the need of the department and available budget.
DIVERSITY AND INCLUSION (DVIN): Awaiver 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.
AGREEMENT TERMS: Upon City Council approval, the agreements shall begin upon execution and
expire one year from that date.
RENEWAL OPTIONS: The contracts may be renewed for up to four (4) one-year terms at the City's
option. This action does not require specific City Council approval provided that 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 and Sewer Fund. Prior to an
expenditure being incurred, the Water Department has the responsibility to validate the availability of
funds.
BQN\\
TO
Fund Department Account Project Program Activity
ID ID
FROM
Fund Department Account Project
ID ID
Submitted for Citv Manaaer's Office bit:
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Program Activity
Budget Reference # I Amount
Year (Chartfield 2)
Budget Reference # Amount
Year (Chartfield 2)
Reginald Zeno (8517)
Dana Burghdoff (8018)
Reginald Zeno (8517)
Chris Harder (5020)
Jo Ann Gunn (8525)
LaXita Slack -Johnson (8314)
13PITB 23-0063 Valve Actuators, Parts and Services.docx (Public)
Approved Waiver of Business Equitv Goal 4.7.23.pdf (CFW Internal)
FID TABLE - Valves.xlsx (CFW Internal)
Machinina & Valve 1295.pdf (CFW Internal)
Machinina & Valve Automation Services LLC Sams.pdf (CFW Internal)
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Municipal Valve & Equipment Company Inc. Sams.pdf (CFW Internal)
MVE Form 1295.pdf (CFW Internal)
Rexa Form 1295.pdf (CFW Internal)
Rexa Sams.pdf (CFW Internal)
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