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HomeMy WebLinkAboutContract 59912-R2Docusign Envelope ID: 9CC30B74-293C-4C5B-904D-38CO36366888 CSC No. 59912-R2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE May 28, 2025 Prime Controls, L.P. Attn: Jace McNiel 1725 Lakepointe Drive Lewisville, TX 75057 Re: Contract Renewal Notice — 2nd Renewal SCADA System Maintenance and Services Contract CSC No. 59912 (M&C 23-0550) Original Contract Amount: $1,000,000.00 The above referenced contract with the City of Fort Worth is eligible for renewal. 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 terms and conditions of the contract remain unchanged. Please verify that the original payment, performance and maintenance bonds, if any, 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 httn://fortworthtexas.2ov/purchasin2 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, Shatabya Bergland Sr. Contract Compliance Specialist (817) 392-8277 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Purchase of Goods (4.02.25) Page 1 of 2 Docusign Envelope ID: 9CC30B74-293C-4C5B-904D-38CO36366888 CSC No. ACCEPTED AND AGREED: CITY OF FORT WORTH Name. a 9' Nae Title: Assistant City Manager Date: 06/24/2025 APPROVAL RECOMMENDED: By: Christopher Harber (Jun 23, 2025 07:14 CDT) Name: Chris Harder Title: Water Department Director d44Upnr ATTEST: a FORTQQa Fo,000 00 I9dd pad. oa �o Pvo 0=0 A, � a/aeSJ�a+Y.�" daQQn'uC X4?go•o' By: Name: Jannette S. Goodall Title: City Secretary VENDOR: PRIME CONTROLS, LP Signed by: l ' du.(,f�tt By. 1111MIuS 1U14HA .. Name: Jace McNiel Title: President and General Partner Date: 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: Shatabva Berland (Jun 20, 202508:34 CDT) Name: Shatabya Easley Title: Sr. Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: By: Douglas Black (Jun 24, 202510:50 CDT) Name: Douglas. W. Black Title: Sr. Assistant City Attorney AUTHORIZATION: M&C: 23-0550 Date Approved: 6/7/2023 18-3un-2025 1 4:28 FM CDT OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Purchase of Goods (4.02.25) Page 2 of 2 Docusign Envelope ID: 9CC30B74-293C-4C5B-904D-38CO36366888 CITY COUNCIL AGENDA Create New From This M&C Official site of the City of Fort Worth, Texas Fo RT WO RT II REFERENCE **M&C 23- 13P ILA SCADA DATE: 6/27/2023 NO.: 0550 LOG NAME: MAINTENANCE & SERVICE AO WTR CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT. (ALL) Authorize Execution of an Agreement with Prime Controls, L.P. for SCADA Maintenance and Services in an Annual Amount Up to $1,000,000.00 and Authorize Two Consecutive, One -Year Renewal Options for the Same Annual Amount Using an Interlocal Agreement with the City of Denton for the Water Department RECOMMENDATION: It is recommended that the City Council authorize execution of an agreement with Prime Controls, L.P. for SCADA Maintenance and Services in an annual amount up to $1,000,000.00 and authorize two consecutive, one-year renewal options for the same annual amount using an Interlocal Agreement with the City of Denton for the Water Department. DISCUSSION: In May 2023, the Water Department approached the Purchasing Division to enter into an agreement with Prime Controls, L.P. for the Supervisory Control and Data Acquisition (SCADA) System Maintenance and Services. The services will be used to utilize the expertise of a system integrator for numerous Programmable Logic Controllers control system upgrades required throughout the water and wastewater facilities. State law provides that a local government purchasing an item under an Interlocal Purchasing Agreement satisfies state laws requiring that the local government seek competitive bids for purchase of the item. In May 2023, the City of Denton processed a bid (RFB No. 21116) and received one (1) response. An evaluation team scored the proposal and awarded the agreement to Prime Controls, L.P. The contract has a term through June 22, 2024, with the right to renew the contract for two (2) additional one-year periods. FUNDING: The combined annual maximum amount allowed under these agreements will be $1,000,000.00; however, the actual amount used will be based on the need of the department and available budget. Funding is budgeted in the Other Contractual Services account of the Water Department's rollup within the Water & Sewer Operating Fund. DVIN-BE: A Business Equity Goal is not assigned when purchasing from an approved purchasing cooperative or public entity. AGREEMENT TERMS - Upon City Council approval, the agreement will begin upon execution and end on June 22, 2024, with two (2) one-year renewal options to correspond with the terms of the Interlocal Agreement. 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 terms. ADMINISTRATIVE CHANGE ORDERS -An administrative change order or increase may be made by the City Manager or his designee 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. The agreement serves ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: Docusign Envelope ID: 9CC30B74-293C-4C5B-904D-38C036366888 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\\ TO Fund Department Account Project Program Activity Budget Reference # Amount ID I ID Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Submitted for Citv Manaqer's Office bv: Reginald Zeno (8517) Dana Burghdoff (8018) Originating Department Head: Reginald Zeno (8517) —9 9—P Christopher Harder (5020) Additional Information Contact: Jo Ann Gunn (8525) Heather Oakes (8354) ATTACHMENTS 1295 - City of Ft. Worth (6.01.23).pdf (CFW Internal) 13PILA SCADA MAINTENANCE&SERVICE AO WTR.docx (Public) FID TABLE -Prime Control ILA.xlsx (CFW Internal) d docusign. Certificate Of Completion Envelope Id: 9CC30B74-293C-4C5B-904D-38C036366888 Subject: Complete with Docusign: Ft. Worth - CSCO 59912-R2 Prime Control R4V (5.28.25).pdf Source Envelope: Document Pages: 4 Signatures: 1 ��f� 9 9 Christopher Harcer(Jun zs,zozso7iaCDT) Certificate Pages: 5 Initials: 0 AutoNav: Enabled Envelopeld Stamping: Enabled Time Zone: (UTC-06:00) Central Time (US & Canada) Record Tracking Status: Original 6/18/2025 4:16:59 PM Signer Events Jace McNiel j.mcniel@prime-controls.com President Prime Controls, LP Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Accepted: 6/18/2025 4:28:09 PM ID: fd21 bc4b-2224-4543-b368-47da32b89906 Company Name: Prime Controls, L.P. In Person Signer Events Editor Delivery Events Agent Delivery Events Intermediary Delivery Events Certified Delivery Events Carbon Copy Events Devra Kemp d.kemp@prime-controls.com Contract Administrator Prime Controls, L.P. Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via Docusign Lain Cloy I.cloy@prime-controls.com Account Manager Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Accepted: 1/14/2025 3:59:20 PM ID: fb2cd92d-b12a-431a-968f-69ca6a128c17 Company Name: Prime Controls, L.P. Holder: Devra Kemp d.kemp@prime-controls.com Signature Signed by: CAS. �a 55302D6B080F6AA... Signature Adoption: Pre -selected Style Using IP Address: 172.108.172.99 Signature Status Status Status Status Status COPIED COPIED Status: Completed Envelope Originator: Devra Kemp 1725 Lakepointe Drive Lewisville, TX 75057 d.kemp@prime-controls.com IP Address: 199.200.68.250 Location: DocuSign Timestamp Sent: 6/18/2025 4:19:51 PM Viewed: 6/18/2025 4:28:09 PM Signed: 6/18/2025 4:28:19 PM Timestamp Timestamp Timestamp Timestamp Timestamp Timestamp Sent: 6/18/2025 4:28:20 PM Sent: 6/18/2025 4:28:20 PM Carbon Copy Events Status Timestamp Reid Cloy Sent: 6/18/2025 4:28:21 PM r.cloy@prime-controls.com ED Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Accepted: 2/20/2024 4:08:32 PM ID: 59a3d728-51ce-4c11-b788-48611ele5db1 Company Name: Prime Controls, L.P. Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 6/18/2025 4:19:51 PM Certified Delivered Security Checked 6/18/2025 4:28:09 PM Signing Complete Security Checked 6/18/2025 4:28:19 PM Completed Security Checked 6/18/2025 4:28:21 PM Payment Events Status Timestamps Electronic Record and Signature Disclosure Electronic Record and Signature Disclosure created on: 5/24/2023 11:51:03 AM Parties agreed to: Jace McNiel, Lain Cloy, Reid Cloy ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Prime Controls, L.P. (we, us or Company) may be required by law to provide to you certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically through the DocuSign system. Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to this Electronic Record and Signature Disclosure (ERSD), please confirm your agreement by selecting the check -box next to `I agree to use electronic records and signatures' before clicking `CONTINUE' within the DocuSign system. Getting paper copies At any time, you may request from us a paper copy of any record provided or made available electronically to you by us. You will have the ability to download and print documents we send to you through the DocuSign system during and immediately after the signing session and, if you elect to create a DocuSign account, you may access the documents for a limited period of time (usually 30 days) after such documents are first sent to you. After such time, if you wish for us to send you paper copies of any such documents from our office to you, you will be charged a $0.00 per -page fee. You may request delivery of such paper copies from us by following the procedure described below. Withdrawing your consent If you decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us that thereafter you want to receive required notices and disclosures only in paper format. How you must inform us of your decision to receive future notices and disclosure in paper format and withdraw your consent to receive notices and disclosures electronically is described below. Consequences of changing your mind If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can complete certain steps in transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to receive required notices and consents electronically from us or to sign electronically documents from us. All notices and disclosures will be sent to you electronically Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us. How to contact Prime Controls, L.P.: You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows: To contact us by email send messages to: k.johnson@prime-controls.com To advise Prime Controls, L.P. of your new email address To let us know of a change in your email address where we should send notices and disclosures electronically to you, you must send an email message to us at k.johnson@prime-controls.com and in the body of such request you must state: your previous email address, your new email address. We do not require any other information from you to change your email address. If you created a DocuSign account, you may update it with your new email address through your account preferences. To request paper copies from Prime Controls, L.P. To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an email to k.johnson@prime-controls.com and in the body of such request you must state your email address, full name, mailing address, and telephone number. We will bill you for any fees at that time, if any. To withdraw your consent with Prime Controls, L.P. To inform us that you no longer wish to receive future notices and disclosures in electronic format you may: i. decline to sign a document from within your signing session, and on the subsequent page, select the check -box indicating you wish to withdraw your consent, or you may; ii. send us an email to k.johnson@prime-controls.com and in the body of such request you must state your email, full name, mailing address, and telephone number. We do not need any other information from you to withdraw consent.. The consequences of your withdrawing consent for online documents will be that transactions may take a longer time to process.. Required hardware and software The minimum system requirements for using the DocuSign system may change over time. The current system requirements are found here: httDs://sunnort.docusi2n.com/2uides/signer-2uide- sianint-system-requirements. Acknowledging your access and consent to receive and sign documents electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please confirm that you have read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for your future reference and access; or (ii) that you are able to email this ERSD to an email address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format as described herein, then select the check -box next to `I agree to use electronic records and signatures' before clicking `CONTINUE' within the DocuSign system. By selecting the check -box next to `I agree to use electronic records and signatures', you confirm that: • You can access and read this Electronic Record and Signature Disclosure; and • You can print on paper this Electronic Record and Signature Disclosure, or save or send this Electronic Record and Disclosure to a location where you can print it, for future reference and access; and • Until or unless you notify Prime Controls, L.P. as described above, you consent to receive exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you by Prime Controls, L.P. during the course of your relationship with Prime Controls, L.P..