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Home My WebLink AboutContract 61245-R1CSC No. 61245-R1 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION March 18, 2025 Road Machinery & Supplies Co. Attention: Jeremy C. Pendley Address: 11070 S. Pipeline Rd. Fort Worth, Texas Re: Contract Renewal Notice —1st Renewal Contract No. CSC No. 61245 Renewal Term: April 14, 2025 to April 14, 2026 Renewal Amount: $1,510,000.00 The above referenced Contract with the City of Fort Worth expires on April 14, 2025 (the "Expiration Date). This letter is to inform you that the City is exercising its right to renew the contract for its 1st term in an amount up to $1,510,000.00 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, Regi-a Pwa Regina Jones Contract Compliance Specialist 817-392-2698 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Pagel 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: W iliam Johnson c r4, 202516:17 CDT) ensuring all performance and reporting Name: William Johnson requirements. Title: Assistant City Manager By: ,fieg6m %W APPROVAL RECOMMENDED: Name: Regina Jones Title: Contract Compliance Specialist / D By: Christopher H rder (Apr 4, 2025 07:41 CDT) APPROVED AS TO FORM AND Name: Chris Harder LEGALITY: Title: Water Director ATTEST: By: Douglas Black (Apr 4, 2025 16:16 CDT) By. Name: Doug Black Name: Jannette Goodall Title: Sr. Assistant City Attorney Title: City Secretary CONTRACT AUTHORIZATION: M&C: 24-0195 Date Approved: 3/19/2024 Form 1295 Certification No: 2024-1109533 Road Machinery & Supplies Co. By: ` 4Peley Name: Jeremy C Title: Territory Manager Contract Renewal Page 2 of 2 City of Fort Worth, Texas Mayor and Council Communication DATE: Tuesday, March 19, 2024 REFERENCE NO.: **M&C 24-0195 LOG NAME: 13P13PITB 24-0008 RENTAL OF SHORING & TRENCHING EQUIP LSJ WATER SUBJECT: (ALL) Authorize Execution of a Purchase Agreement with U. S. Shoring & Equipment Co. for Shoring and Trenching Equipment Rentals in an Annual Amount Up to $1,510,000.00 and Authorize Four (4) One - Year Renewal Options for the Same Annual Amount for the Water and Park and Recreation Departments RECOMMENDATION: It is recommended that the City Council authorize execution of a purchase agreement with U. S. Shoring & Equipment Co. for shoring and trenching equipment rentals in an annual amount up to $1,510,000.00 and authorize four (4) one-year renewal options for the same annual amount for the Water and Park and Recreation Departments. DISCUSSION: The Water and Park and Recreation Departments approached the Purchasing Division for assistance with securing an annual agreement for shoring and trenching equipment rentals and services. Under the proposed agreement, the vendor will provide shoring and trenching equipment used to secure the sides of trenches dug to make repairs on water and sewer mains. Purchasing Staff issued an Invitation to Bid 24- 0008 (ITB) that consisted of detailed specifications describing the minimum requirements for various shoring and trenching equipment and rental services. The ITB was advertised in the Fort Worth Star -Telegram on November 29, 2023, December 6, 2023, December 13, 2023, and December 20, 2023. The City received two responses. 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. IVendor U. S. Shoring & Equipment Co. United Rentals (North America), Inc Best Value Criteria IlEvaluation Factors 1 Ila• IIb• III• IId• IlTotal Score I 1115 1112 115 II40 1172 I II 15 119 114 Ill 1129 a. Bidders' qualifications, experience and references b. Availability of resources and personnel to provide services c. Bidder's ability to meet the City's needs d. Cost of Services After evaluation, the panel concluded that U. S. Shoring & Equipment Co. presented the best value and will provide the necessary coverage for the City. Therefore, the panel recommends that Council authorize an agreement with U. S. Shoring & Equipment Co. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the recommended vendor bid met specifications. The maximum annual amount under these agreements will be $1,510,000.00. However, the actual amount used will be based on the need of the department and the available budget. The annual http://apps.cfwnet.org/ecouncil/printmc.asp?id=31902&print=true&DocType=Print 3/19/2024 department allocation for these agreements is: Departments IIAnnual Amount Water 11$1,500,000.00 Park and Recreation 11$10,000.00 Funding is budgeted in the equipment lease account within the Water & Sewer Fund for the Water Department and the Operating Supplies account within the General Fund for the Park and Recreation Department. DIVERSITY AND INCLUSION (DVIN): 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's approval, this agreement shall begin upon execution and expire one year from that date. Renewal Terms: The Agreement may be renewed for four (4) one-year renewal options for the same annual amount. The renewals do not require specific City Council approval as long as sufficient funds have been appropriated. 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 budgets, as previously appropriated, in the Water & Sewer & General Funds. Prior to an expenditure being incurred, the Water and Park & Recreation Departments have 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 # mounj ID ID Year (Chartfield 2) CERTIFICATIONS: Submitted for Citv Manager's Office bv: Originatinq Department Head: Additional Information Contact: ATTACHMENTS Reginald Zeno (8517) Dana Burghdoff (8018) Reginald Zeno (8517) Chris Harder (5020) Jo Ann Gunn (8525) LaKita Slack -Johnson (8314) 1. 13P13PITB 24-0008 RENTAL OF SHORING TRENCHING EQUIP LSJ WATER funds availabilitv http://apps.cfwnet.org/ecouncil/printmc.asp?id=31902&print=true&DocType=Print 3/19/2024 ur)dated.Ddf (CFW Internal) 2. Copy of FID TABLE Shoring Trenching PARD.xlsx (CFW Internal) 3. FID Table for Shorinq and Trench inq-FY24.xlsx (CFW Internal) 4. Ft Worth 1295.Ddf (CFW Internal) 5. Road Machinery & Sumlies Co..Ddf (CFW Internal) 6. Waiver of Business Equity Goal -Shorina-Trenchinq FY24.Ddf (CFW Internal) http://apps.cfwnet.org/ecouncil/printmc.asp?id=31902&print=true&DocType=Print 3/19/2024 CERTIFICATE OF INTERESTED PARTIES FORM 1295 1 of 1 Complete Nos_ 1 - 4 and 6 if there are interested parties. OFFICE USE ONLY 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. 2024-1109533 Road Machinery & Supplies 1 U.S. Shoring & Equipment Fort Worth, TX United States Date Filed: 2 Name of governmental entity or state agency that is a party to the contract for which the form is 01/08/2024 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. 24-0008 ITB Rental of Shoring and Trenching Equipment 4 Nature of interest Name of Interested Party City, State, Country (place of business) (check applicable) Controlling Intermediary Pendley, Chad 5 Check only if there is NO Interested Party. fi UNSWORN DECLARATION My name is Dx-re.n% My address is //f' 7r, Pe - (street) Fort Worth, TX United States X and my date of birth is 03/7p Z -. - (City) (state) (zip code) (country) I declare under penalty of perjury that the foregoing is true and correct. T� Executed in��,,, County, State of f `1 , on the day of 1n nd-r y 20. (month) r (year) Si „cwt r nzed agent of ntracting business entity (Declar Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V3.5.1.Obfcfb67