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Home My WebLink AboutContract 58666-R2CSC No. 58666-R2 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION November 7, 2024 Site Partners, LLC Attention: Kathy Metzger Address: 4841 Freeman Dr. Fort Worth, Texas 76140 Re: Contract Renewal Notice — 2nd Renewal Contract No. CSC No. 58666 Renewal Term: 12/28/2024 to 12/27/202S Renewal Amount: $361,725.00 The above referenced Contract with the City of Fort Worth expires on December 28, 2024 (the "Expiration Date). This letter is to inform you that the City is exercising its right to renew the contract for its 2nd tern in an amount up to $361,725,00, 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 t 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 administration of this contract, including By: William Johnson (N v 11, 202414:01 CST) ensuring all performance and reporting Name: William Johnson requirements. Title: Assistant City Manager By: RC94 a flaw APPROVAL RECOMMENDED: Name: Regina Jones Title: Contract Compliance Specialist C�tYJ,ftD,��I�Y ff�YO%Y By: Christopher HarAr (Nov 11, 2024 09:26 CST) APPROVED AS TO FORM AND Name: Chris Harder LEGALITY: Title: Water Director 444oannn� ATTEST: daaIl�6544a By: Douglas Black (Nov 11, 202412:33 CST) By Name: Doug Black Name: Jannette Goodall Title: Sr. Assistant City Attorney Y Y Title: City Secretary CONTRACT AUTHORIZATION: M&C: 22-0916 Date Approved: 11-8-2022 Site Partners By: Name: Kathy Metzger Title: Office Manager Form 1295 Certification No: 2022-944922 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 8, 2022 REFERENCE NO.: **M&C 22-0916 LOG NAME: 13P ITB 22-0206 TRAFFIC BARRICADE EQUIPMENT RENTALAW WATER SUBJECT: (ALL) Authorize the Execution of Non -Exclusive Purchase Agreements with AWP, Inc. dba Area Wide Protective, Buyers Barricades, Inc., and Site Partners, LLC dba Site Barricades for the Rental of Traffic Barricade Equipment for the Water Department in a Combined Annual Amount Up to $603,450.00 for the Initial Term and Authorize Four, One -Year Renewals in the Amount of $724,140.00 for the First Renewal, $868,968.00 for the Second Renewal, $1,042,762.00 for the Third Renewal, and $1,251,314.00 for the Fourth Renewal RECOMMENDATION: It is recommended that the City Council authorize the execution of non-exclusive purchase agreements with AWP, Inc. dba Area Wide Protective, Buyers Barricades, Inc., and Site Partners, LLC dba Site Barricades for the rental of traffic barricade equipment for the Water Department in a combined annual amount up to $603,450.00 for the initial term and authorize four, one-year renewals in the amount of $724,140.00 for the first renewal, $868,968.00 for the second renewal, $1,042,762.00 for the third renewal, and $1,251,314.00 for the fourth renewal. DISCUSSION: The Water Department approached the Purchasing Division for assistance with securing an agreement for the rental of traffic barricade equipment to ensure the safety of worksites and road work crews throughout the City of Fort Worth. Purchasing issued an Invitation to Bid (ITB) that consisted of detailed specifications regarding the requirements for the traffic barricade equipment, and delivery procedures. The ITB was advertised in the Fort Worth Star -Telegram on August 25, 2022, August 31, 2022, September 7, 2022, and September 14, 2022. The City received four responses. However, upon evaluation, one bidder, Total Highway Maintenance, LLC did not score at least 50\% or more of the total available points for technical criteria and, therefore, were not qualified to receive pricing points. An evaluation panel consisting of representatives from the Water and Transportation and Public Works Departments reviewed and scored the submittals 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 Evaluation Factors a I b I c i d Total score AWP, Inc. dba Area Wide Protective 12.00 7.50 11.67 0.00 Buyers Barricades, 13.33 7.50 15.00 28.84 Inc. Site Partners, LLC dba Site 10.00 I7.50 14.17 �40.00 Barricades I Total Highway I12.67 7.50 7.50 X Maintenance, LLC Best Value Criteria: 31.17 64.67 71.67 Bidder did not meet technical points; therefore, cost was not evaluated. Contract Renewal Page 3 of 2 a. Contractor's Certifications & Experience b. Contractor's References c. Contractor's approach to deliver and pick-up the equipment and the availability to do so in the timeframe specified d. Cost of service After evaluation, the panel concluded that AWP, Inc. dba Area Wide Protective, Buyers Barricades, Inc., and Site Partners, LLC dba Site Barricades presented the best value for the City. Therefore, the panel recommends that Council authorize these agreements with AWP, Inc. dba Area Wide Protective, Buyers Barricades, Inc., and Site Partners, LLC dba Site Barricades. Based on the department's anticipated usage, staff recommends multiple non-exclusive agreements be awarded to the listed vendors to ensure demands are met in a timely manner. Under these non-exclusive agreements, the department will order services according to lowest cost and availability. Staff certifies that the recommended vendors bid met specifications. Due to market volatility caused by supply chain disruptions, it may be necessary to increase the total compensation for each annual renewal term. Therefore, it is recommended that Council authorize a total compensation increase for the renewal terms, if exercised, of 20\% each year. The total compensation for the initial term of the contracts shall not exceed $603,450.00, $724,140.00 for the first renewal, $868,968.00 for the second renewal, $1,042,762.00 for the third renewal, and $1,251,314.00 for the fourth renewal. Funding is budgeted in the Equipment Lease accounts in the Wastewater Warehouse and Water Warehouse Department's within the Water & Sewer Fund. 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. AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution and expire one year from that date. RENEWAL TERMS: This agreement may be renewed for four additional, one-year terms. 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 appropriated, in the Water and Sewer Fund. Prior to an expenditure being made, the Water Department has the responsibility to validate the availability of funds. BQN\\ FUND IDENTIFIERS (FIDs),: TO Fund Department ccoun Project Program ctivity Budget Reference # I mount ID ID Year (Chartfield 2) FROM Fund Department ccoun Project Program ctivity Budget ID ID Year CERTIFICATIONS: Submitted for Citv Manacaer's Office bv: Reginald Zeno (8517) Dana Burghdoff (8018) Reference # mounj (Chartfield 2) Contract Renewal Page 4 of 2 Reginald Zeno (8517) Oriainatina Department Head: Christopher Harder (5020) Anthony Rousseau (8338) Additional Information Contact: Alyssa Wilkerson (8357) ATTACHMENTS 1. 13P ITB 22-0206 TRAFFICE BARICADE EQUIP RENTALAW WATER.docx (CFW Internal) 2. Business Eauity Waiver. Ddf (CFW Intemal) 3. FID TABLE FOR BARRICADES 7-7-22.odf (CFW Internal) 4. Form 1295-AWP. Inc. dbaArea Wide Protective. Ddf (CFW Internal) 5. Form 1295- Buvers Barricades Inc..Ddf (CFW Internal) 6. Form 1295- Site Partners LLC dba Site Barricades.odf (CFW Internal) 7. SAMs Reoort- Buvers Barricades. Inc..odf (CFW Internal) 8. SAMs Renort- Site Partners. LLC.odf (CFW Internal) 9. SAMs Renort-AWP. Inc..odf (CFW Internal) Contract Renewal Page 5 of 2 CER-11FACA.. 11,.. OF UN"I'IEwieRESTE® PARTIES FORM —1295 1 of t Complete Nos- 1 - 4 and 5 if there are interested parties. OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 if there are no Interested parties. CERTIFiCA-I ION OF f-l1.ING 1 Name of business entity filing form, and the city, state and country of the business entity's place zCertiflcnte Number: of business. 2022-944922 Site Partners, LLC Fort Worth, TX United States Date Filed: 2 Name of governmental entity or stale agency that is a party to the conb'act for which the form is 110/1712022 being filed. City of Fort Worth Water Dept :Date Acknowledged: I 3 Provide the identification number used by the governmental entity or state agency to track or identity the contract, and provide aw.., description of the services, goods, or other property to be provided tinder the contract. ITB 22-0206 Traffic Barricade Traffic Barricade Rental �. . ... .... .. 4 Nature of interest Name of Interested Party City, State, Country (place of business) (chock applicablo) Controlling Intermediary 5 Check only if there is NO interested Party. OI X G UNSWORN DECLARATION My name. is My address is �� vv' �C ��I �� ✓ (/� (slrcot) , and my date of birth is car(Csc�dl 74� . (city) (state) (lip Co(10) (country) I declare under penalty of perjury that the foregoing is true and correct. Executed in 7' County, State of ��CS on the --! day of D 20 (month) (year) gSI nature f auth.rized ag o ontractT ing business entity (Declarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V3.5.1,8b4250f1 Contract Renewal Page 6 of 2