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HomeMy WebLinkAboutContract 57621-R2CSC No. 57621-R2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE October 18, 2024 RJN Group, Attn: Mr. Terrace Stewart 6701 Brentwood Stair Rd, Fort Worth, Texas 76112 Re: Contract Renewal Notice - Second Renewal In House CCTV Professional Services Contract Number CSC: 57621 Renewal Contract Amount: $250,000 Contract Renewal Term No 2: September 1, 2024 to August 31, 2025 The above referenced contract with the City of Fort Worth, as renewed, expires with the expenditure of funds. The funds for the contract have been expended or programmed. 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. 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.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, Shweta Rao, P.E., PMP Stormwater Infrastructure Manager (817)392-2587 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of2 ACCEPTED AND AGREED: CITY OF FORT WORTH cp� By: Name: Jesica McEachern Title: Assistant City Manager Date: 12/10/2024 APPROVAL RECOMMENDED: Lauren Prieur (Dec 6, 202410:13 CST) By: Name: Lauren Prieur Title: Director, Transportation & Public Works Department ATTEST: By: Name: Jannette Goodall Title: City Secretary CONTRACTOR: nw"c � 9a k"yv By: Daniel Jackson(Dec6,202408:13 CST) Name: Daniel Jackson Title: Sr. Vice President Date: 12/06/2024 Contract Renewal ,o �p4EOR�°Ila o � F0000000eo�sya��°a �o Pvo °=d °aa� �xp544a n0O64�4 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. 1 Awe&�- ,elz& By: Name: Shweta Rao, P.E., PMP Title: Stormwater Infrastructure Manager APPROVED AS TO FORM AND LEGALITY: Douglas Black (Dec 10, 2024 23:09 CST) By: Name: Douglas. W. Black Title: Sr. Assistant City Attorney AUTHORIZATION: M&C:22-0275 Date Approved: April 12, 2022 Form 1295 Certification No.: NIA OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 2 of2 rjn Engineering Infrastructure group for Tomorrow October 15, 2024 Shweta Rao, P.E., PMP Engineering Manager - Stormwater Infrastructure Transportation and Public Works Department Stormwater Management Division 1000 Throckmorton St. Fort Worth, TX 76102 www.rjn.com SUBJECT: STORM DRAIN REHAB (IN-HOUSE CCTV PROFESSIONAL SERVICE ASSISTANCE) - CONTRACT RENEWAL PROPOSAL FY25 PROJECT NUMBER: SWS-092 Dear Ms. Rao: As part of the development of the City of Fort Worth, Transportation, and Public Works Department, Stormwater Management's Storm Drain Rehabilitation Program has acquired the necessary equipment to perform close circuit television (CCTV) inspections via City In -House Staff. To ensure the City of Fort Worth properly and safely utilizes its newly purchased equipment to its full potential and can meet this year's target goal of fifteen (15) miles of inspected Stormwater underground infrastructure, RJN is pleased to provide this renewal proposal for staff training and the corresponding condition assessment and route creation of inspected Stormwater pipes. RJN will perform this training assignment as part of the Stormwater contract approved by the City Council on April 12t", 2022. We estimate the fee for these tasks to not exceed the amount of $250,000. RJN is prepared to commence the required training upon approval and Notice to Proceed from the City. TASK ORDER DEVELOPMENT This proposal provides professional services through task order assignments on an as -needed basis. Some of these task orders may be urgent in nature and a rapid response capability is required. The tasks below are intended to be a summary of the tasks that are anticipated to be provided for this contract. Detailed descriptions of the specific tasks, budgets, and schedules will be developed at the time of each task assignment. Potential tasks performed by the RJN team may include, but are not limited to the following: Task 1. Project Management • Task assignments and allocation of resources 6701 Brentwood Stair Rd I Fort Worth, Texas 76112 1 (972) 437-4300 • Track the financial status and client billings • Meet with City staff as necessary to discuss project progress or issues that arise • Task Order Preparation Task 2. CCTV Training of In -House Staff • Develop a training program for CCTV procedures and protocols • Develop Best Management Practices for a self-sufficient In -House CCTV program • Determine required resources to support ongoing In -House program Training on the use of equipment hardware and software • Provide data management training in IT Pipes Web or other City acquired data management software • Provide GIS training for In -House CCTV data review staff • Provide review feedback and training on performed inspections Task 3. CCTV Data Processing, Data Management, and Route Generation for Transfer Into the Storm Drain Rehabilitation Program • QA/QC and data review and analysis of fifteen (15) miles of In -House inspections • Provide data management of fifteen (15) miles of In -House captured inspections • Generate route and spatial defect analysis of fifteen (15) miles of In -House inspections • Create Data Deliverables for Integration Into City's GIS Task 4. Project Meetings • Monthly meetings with Storm Water Field Operation's (SWFO) management staff. o In -person meetings at North Side Service Center o Meeting once a month (12 meetings total) o Attended by SWFO and Engineering staff • Monthly field meetings with SWFO field staff for hands-on training. o In -field meeting at a location selected by SWFO staff. ■ City of Fort Worth Storm Drain Rehab — Professional Service Assistance, Contract Renewal FY25 I Page 2 o The Engineer will be present during this workday and provide guidance and clarity to any questions City staff might have. o Provided feedback based on CCTV data review o Meeting once a month (12 meetings total) RJN looks forward to working with the City of Fort Worth and is pleased to submit this proposal for your consideration. Please feel free to contact, Terrace Stewart at 214-998-4831 or Javier Valdez at 682-552-6428 if you have questions. Sincerely, Terrace Stewart, P.E. Director of Infrastructure ATTACHMENTS Exhibit A — Rate Schedule Exhibit B — Request for City of Fort Worth Data Exhibit C — Proposed Schedule Javier Valdez, E.I.T Project Manager ■ City of Fort Worth Storm Drain Rehab — Professional Service Assistance, Contract Renewal FY25 I Page 3 YJI'1 EXHIBIT A RATE SCHEDULE City of Fort Worth Labor Category 2024 Rate ($/hour) Project Director 350.00 Sr. Project Manager 250.00 Project Manager 210.00 Project Engineer 150.00 Field Staff 95.00 GIS Analyst 135.00 Data Analyst 110.00 Clerical 154.00 ■ City of Fort Worth Storm Drain Rehab — Professional Service Assistance, Contract Renewal FY25 I Page 4 rjn EXHIBIT B group REQUEST FOR CITY OF FORT WORTH DATA DATA REQUESTED RJN is requesting the following GIS data. File Geodatabase containing the following feature classes of your most recent stormwater data set. • Stormwater Pipes • Stormwater Manholes • Stormwater Inlets • Stormwater Pipe Features • Stormwater Outfalls • Stormwater Infalls • Stormwater Open Channel • Stormwater Watershed Boundaries This dataset will be used to process In -House inspected Stormwater assets. 0 City of Fort Worth Storm Drain Rehab — Professional Service Assistance, Contract Renewal FY25 I Page 5 rjn EXHIBIT C group PROPOSED SCHEDULE RJN is prepared to start work immediately upon authorization of notice to Proceed. Work is to be completed by the end of Fiscal Year 2025 (September 30, 2025). 0 City of Fort Worth Storm Drain Rehab — Professional Service Assistance, Contract Renewal FY25 I Page 6 M&C Review Page 1 of 3 CITY COUNCIL AGENDA Create New From This AIM&C DATE: 4/12/2022 REFERENCE NO.: **M&C 22-0275 LOG NAME. CODE: C TYPE: CONSENT PUBLIC HEARING: official site of the city of Fort Worth, Texas FORT IVoRTf IrY 20SWM IN- HOUSE CCTV -Lp7 SUBJECT: (ALL) Authorize Execution of an Engineering Agreement with RJN Group, Inc., in an Amount Not to Exceed $250,000.00 to Support the City of Fort Worth's Storm Drain Rehabilitation Program In -House Closed -Circuit Television Project with Up to Three Renewals and a Maximum Contract Duration of Five Years, Adopt Attached Appropriation Ordinance and Amend the Fiscal Years 2022-2026 Capital Improvement Program RECOMMENDATION: It is recommended that the City Council: Authorize execution of an engineering agreement with RJN Group, Inc., in an amount not to exceed $250,000.00 to support the City of Fort Worth's Storm brain Rehabilitation Program In - House Closed -Circuit Television project (City Project No. 103963) with up to three renewals at the City of Fort Worth's soie option and a maximum contract duration of five years;. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Starmwater Capital Fund in the amount of $250,000.00, from available funds, for the purpose of funding the City of Fort Worth's Storm Drain Pipe Rehab project (City Project No. P00114); and, decreasing estimated receipts and appropriations in the Unspecified project (City Project No. UNSPEC) by the same amount; and Amend the Fiscal Years 2022-2026 Capital Improvement Program. DISCUSSION: Approval of this Mayor and Council Communication will authorize execution of an engineering agreement in an amount not to exceed $250,000.00 to assist the City of Fort Worth (City) in the implementation of the Starmwater Management Program's Storm Drain Rehabilitation Program In -House Closed -Circuit Television (CCTV) project by providing the following: training to use the equipment and software; assisting staff with pipe evaluations to identify and prioritize corrective rehab measures, reviewing and performing QA/QC of data; and, development of processes and protocols needed for a self-sufficient In -House Program for our Storm Drain Rehabilitation Program. The development of a Storm Drain Rehabilitation Program is a Level 1 Priority, Key Initiative included in the 2018 Council adopted Starmwater Management Program Master Plan. Storm drain rehabilitation is one of the Starmwater Management Program's top priorities due to the life safety risk that can happen when deteriorating storm drain pipe creates sinkholes. From a Request for Qualifications (RFQ) for storm water management professional and engineering services dated July 29, 2021 and August 5, 2021, RJN Group, Inc., was selected as the most qualified consultant for this work based on published selection criteria and their submitted specific proposal to provide pipe assessment and condition program services.??RJN Group, Inc. proposes to perform the scope of work for this contract for a not -to -exceed fee of $250,000.00.??The City will issue individual task orders to authorize the consultant to perform work under this agreement until such time as the contract funds have been expended.?The City, at its sole option, may renew this contract three times under the same terms and conditions. ??Staff considers the fee to be fair and reasonable for the anticipated services to be performed. http.11apps.cfwnet.orglcouncil_acketlmc_review.asp?ID=29829&councildate=411212022 5/9/2022 M&C Review Page 2 of 3 This contract will not result in any additional annual operating cost for the Transportation and Public Works (TPW) Stormwater Management Division. The funding was included in the FY2022-2026 Capital Improvement Program for project P00114. In order to administratively track the spending of all funding sources in one project, appropriation ordinances are needed to appropriate additional funds into the programmable project to jointly funded future Stormdrain Pipe Rehab child projects. The action in this M&C will amend the Fiscal Year 2022 Adopted Budget as approved in connection with Ordinance 25073-09-2021, Section 6, as listed on page 27. Revised Capital Fund Project FY2022 CIP Budget Change FY2022 Name Name appropriations Authority (Increase/Decrease) Budget 52002- Stormwater P00114- Capital Stormdrain Project Pipe Rehab $1,600,000.00 This M&C $250,000.00 $1,850,000.00 MIWBE Office — A waiver of the goal for Business Equity subcontracting requirement has been approved by the Department of Diversity and Inclusion -Business Equity Division, in accordance with the Business Equity Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. This project is located in ALL COUNCIL DISTRICTS FISCAL INFORMATIONXERTIFICATION: The Director of Finance certifies that funds are available in the current capital budget, as previously appropriated, in the Stormwater Capital Projects Fund for the Storm Drain Rehabilitation Program In House CCTV project and upon approval of the above recommendations and adoption of the attached appropriation ordinance, funds will be available in the Stormwater Capital Projects Fund for future identified task order projects related to the Stormdrain Pipe Rehab programmable project to support the approval of the above recommendation and execution of the engineering agreement. Prior to any expenditure being incurred, the Transportation & Public Works Department has the responsibility to validate the availability of funds. TO Fund Department Account Project ID ID FROM Fund Department Account Project ID ID Submitted for Citv Manager's Office bv: Originatinq Department Head: Additional Information Contact: Program Activity Budget Reference # Amount Year (Chartfield 2) Program I Activity Budget Reference # I Amount Year (Chartfield 2) Dana Burghdoff (8018) William Johnson (7801) Greg Simmons (7862) httpJlapps.cfw,net.org/council_packet/mc review.asp?ID=29829&councildate=�4I12/2022 519I2022 M&C Review Page 3 of 3 ATTACHMENTS 20SWM IN-HOUSE CCTV Funds Availabilitv.odf (CFW Internal) 20SWM IN-HOUSE CCTV 52002 A022(r2).docx (Public) 20SWM IN-HOUSE CCTV P00114 Proarammable Proi Bud Summarv.odf (CFW Internal) 20SWM IN-HOUSE CCTV Uodated FID t,able.xlsx (CFW Internal) Form 1295 Certificate 100874808.odf (CFW Internal) RJN Group SAM-2022.odf (CFW Internal) Waiver SWS-092 In -House CCTV 012122.odf (CFW Internal) http:llapps.cfwnet.org/council_packetlmc_review.asp?ID=29829&councildate=41] 212022 5/9/2022 FORT WORTH. Routing and Transmittal Slip Transportation & Public Works Department DOCUMENT TITLE: Second Contract Renewal Letter for RJN Group M&C: 22-0275 CPN: N/A CSO: 57621 DOC#: 1 Purpose: This document is a contract renewal letter for RJN Group to conduct the In House CCTV Program of the storm drain pipes for FY 2025. This contract will be active from Sept 1, 2024. Date: 10/18/2024 To: Name Department Initials Date Out 1. Elizabeth Camargo TPW - initial 2. Daniel Jackson RJN Group 12/06/2024 3. Shweta Rao, PgM TPW - Signature 12/06/2024 4. Stephen Nichols, Sr. CPO TPW -initial sti 12/06/2024 5. Jennifer Dyke, AD TPW -initial 12/06/2024 6. Lauren Prieur, Director TPW - Signature 12/06/2024 7. Doug Black Legal - signature -a- 12/10/2024 8_ Jesica McEachern CMO - signature CO- 12/10/2024 11 9. Jannette Goodall CSO - signature -4- 12/11/2024 10. TPW Contracts TPW 11. 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 ENo RUSH: []YES ®No SAME DAY: []YES []No ROUTING TO CSO: ®YES ❑No Action Required: File ❑ As Requested ❑ For Your Information ® Signature/Routing and or Recording ❑ Comment El NEXT DAY: ❑YES ❑No Return To: TPWContracts (&,FortWorthTexas.2ov at ext. 7233 or 8363, for pickup when completed. Thank you!