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Home My WebLink AboutContract 58644-R2CSC No. 58644-R2 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION November 7, 2024 Ace Pipe Cleaning, Inc. Attention: Theresa Calvert Address: 6601 Universal Ave. Kansas City, Mo 64120 Re: Contract Renewal Notice — 2nd Renewal Contract No. CSC No. 58644 Renewal Term: 12/22/2024 to 12/21/2025 Renewal Amount: $48 L350.00 The above referenced Contract with the City of Fort Worth expires on December 22, 2024 (the "Expiration Date). This letter is to inform you that the City is exercising its right to renew the contract for its 2nd 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 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 CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and OX-1, J-11 administration of this contract, including By: WIlia mJohnson (N v10,202411:47CST) ensuring all performance and reporting Name: William Johnson requirements. Title: Assistant City Manager By: Regina ,Tones APPROVAL RECOMMENDED: Name: Regina Jones Title: Contract Compliance Specialist C&tkc HISrr7er APPROVED AS TO FORM AND By, Christopher Har er(Nov 8, 202407:47 CST) LEGALITY: Name: Chris Harder Title: Water Director a4 poRT �� oFa0000000 0° �9.ia ATTEST: * SA By: Douglas Black (Nov 8, 202409:25 CST) Name: Doug Black bunoo By: Title: Sr. Assistant City Attorney Name: Jannette Goodall Title: City Secretary CONTRACT AUTHORIZATION: M&C: 22-0953 Date Approved: 11/19/2022 Ace Pipe, Inc. By: Jt . )o� VM7( Name: Bruce Vantine Title: Secretary/Treasurer Form 1295 Certification No: 2022-947420 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 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 'Evaluation Factors 'a b c Tech d Total ;points Score Ace Pipe Cleaning 22.00 j8 33 E11 00;51.33 �30.00:81.33 _----_- BCAC 14.0014.1718.50 136.67 0.00 36.67 Underground Contract Renewal Page 3 of 2 Pro -Pipe, Inc. 112.00112.5016.50 131.00 IN/A 131.00 10 ** ___.,_ _ _.__ r__ _._.._ —_s . _ . _ . r._...� Kleen Pipe ;14 00 1 10.00 17.50 1.50 iN/A31.500 ** * 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 Contract Renewal Page 4 of 2 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 Budget Reference # Amount ID ID Year (Chartfield 2) FROM Fund Department Account Project ProgramActivity Budget Reference # Amount ID ID Year (Chartfield 2) CERTIFICATIONS: Submitted for Citv Manager's Office bv: OriOnatint! Department Head: Additional Information Contact: ATTACHMENTS 1. Ace Pipe Form 1295 Simed.vdf (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) Contract Renewal Page 5 of 2 CERTIFICATE OF INTERESTED PANTIES FORM 1295 1of1 Complete Nos, 1- 4 and 6 if there are interested parties. OFFICE USE ONLY W Complete Nos.1, 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. KANSAS CITY, MO United States Date Filed: 2 Name of governmental entity or state agency that is a party to the contract for which the form is 10/21/2022 being filed. 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, 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 Nature of interest 4 Name of Interested Party City, State, Country (place of business) (check applicable) ( Controlling Intermediary 5 Check only if there is NO Interested Party, X 6 UNSWORN DECLARATION My name is Bruce Vantine and my date of birth is 1211811956 My address is 6601 Tlniversal Ate. Kansas Citp MO 64120 USA (street) (city) (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 21st day of October , 2o2. (month) (year) _ Signature of authorized agent of contracting business entity (Declarant} ortns provided by Texas Ethics Commission www„ethics.state.tx.us Version V3.5.1.8b4250fl Contract Renewal Page 6 of 2