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Home My WebLink AboutContract 62283-R1CSC No. 62283-Rl CITY OF FORT WORTH CONTRACT RENEW AL NOTICE September 9, 2025 Southern Petroleum Laboratories, Inc. 2600 Dudley Road Kilgore, Texas 75662 Attn: Tanya Chitwood, Client Service Manager Re: Contract Renewal Notice Contract No. CSC No. 62283 (the "Contract") Renewal Term No. 1: October 1, 2025 to September 30, 2026 The above referenced Contract with the City ofF01i Worth expires on September 30, 2025 (the "Expiration Date"). Pursuant to the Contract, contract renewals are at the mutual agreement of the paiiies. This letter is to inform you that the City is requesting to renew the Contract for an additional one (1) year period, which will begin immediately after the Expiration Date. All other terms and conditions of the Contract remain unchanged. To agree to renew the Contract for an additional one (1) year period, please sign and return this request to exercise renewal option, along with a copy of your current insurance certificate, to the address set forth below. Please log onto PeopleSoft Purchasing at http://f01iworthtexas.gov/purchasing to insure that your company information is c01Tect and up-to-date. If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Contract Renewal Sincerely, '°�� u),k,,,,Patty Jea Wilson [817]392-8411 ACCEPTED AND AGREED: CITY OF FORT WORTH By:� Name: Jesica McEachern Title: Assistant City Manager Date: 09/18/2025 APPROVAL RECOMMENDED: Cviris t+arder By: Chris Harder (Sep 16, 202S 15:11:02 CDT) Name: Christopher Harder, PE Title: Water Depaiiment Director ATTEST: �A�By: U Name: Jannette S. Goodall Title: City Secretary Vendor Name: Southern Petroleum Laboratories, Inc. By: 7:-�;t4 ��dName: TanChitwood Title: Client Service Manager Contract Renewal 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 rep01iing requirements. By: /J�� u),k,,, Name: Pattylat{ilson Title: Contract Services Administrator APPROVED AS TO FORM AND LEGALITY: Cb.ada-w�By: rf Name: Jessika Williams Title: Assistant City Attorney CONTRACT AUTHORJZA TION: M&C: 24-0863 Date Approved: 10/15/2024 Form 1295 Certification No.:2024-1193652 CITY COUNCIL AGENDA Official sitc of the City of Foit Worth, Texas �ORT��ORTII �� Create New From This M&C DATE: 10/15/2024 REFERENCE **M&C 24- NO.: 0863 CODE: P TYPE: CONSENT LOG NAME PUBLIC HEARING: 13P RFP 24-0198 LAB ANALYTICAL SERVICES AO WATER f�C�7 SUBJECT: (ALL) Authorize Execution of Non-Exclusive Agreements with A&B Environmental Services, Inc. dba A&B Laboratories, ALS Group USA Corp, Eurofins Environment Testing South Central, LLC, and Southern Petroleum Laboratories, Inc to Provide Laboratory Analytical Services at Testing Facilities for the Water Department in an Estimated Combined Annual Amount Up to $600,000.00 for the Initial Term and Authorize Four One- Year Renewals in Amounts Up to $690,000.00 for the First Renewal, $793,500.00 for the Second Renewal, $912,525.00 for the Third Renewal, and $1,049,403.00 for the Fourth Renewal RECOMMENDATION: It is recommended that the City Council authorize the execution of non-exclusive agreements with A&B Environmental Services, Inc. dba A&B Laboratories, Inc., ALS Group USA Corp, Eurofins Environment Testing South Central, LLC, and Southern Petroleum Laboratories, Inc to provide laboratory analytical services at testing facilities for the Water Department in an estimated combined annual amount up to $600,000.00 for the initial term and authorize four one-year renewals in amounts up to $690,000.00 for the first renewal, $793,500.00 for the second renewal, $912,525.00 for the third renewal, and $1,049,403.00 for the fourth renewal. DISCUSSION: The purpose of this M&C is to authorize the execution of agreements to provide laboratory analytical services at testing facilities throughout the City of Fort Worth water treatment plants. Purchasing issued Request for Proposal (RFP) 24-0198 consisting of detailed specifications regarding equipment, service, and delivery requirements. The RFP was advertised in the Fort Worth Star-Telegram on May 8, 2024, May 15, 2024, and May 22, 2024. The City received four responses. An evaluation panel consisting of representatives from the Water and Police Departments reviewed and scored the submittal using 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 d Total — — ------- -- -- ---- - Score A&B Environmental Services, Inc dba f 40 �15 �15 �5 �85 A&B Laboratories � -- - -- --�-- -- --� - -- - __ _ --- - ALS Group 39.67�12 I13.5 14�79.70 �Eurofins Environment Testing �32.27 (16 �15 �15 �78.27 � _ - - - — _ _ __ SPL Laboratories �4.65 �15.5 15.5 �15 �70.65 Best Value Criteria: a. Contractor's cost of services b. Contractor's qualifications and availability of testing facilities c. Contractor's timeframe for services to be completed d. Contractor's ability to meet the City's needs After evaluation, the panel concluded a multi-award was necessary to ensure availability and capacity for the needed services and that A&B Environmental Services Inc. dba A&B Laboratories, ALS Laboratory Group, Eurofins Environment Testing South Central, LLC, and Southern Petroleum Laboratories present the best value. Therefore, the panel recommends that Council authorize non-exclusive agreements with A&B Environmental Services dba A&B Laboratories, ALS Laboratory Group, Eurofins Environment Testing South Central, LLC, and Southern Petroleum Laboratories. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the recommended vendors' bids met specifications. The Environmental Protection Agency (EPA) final rule mandates increase in testing for public water systems and exact testing levels cannot be ascertained in advanced. To help prevent capacity issues, staff recommends the total compensation for each annual renewal term be increased by 15 \% to ensure the City is able to meet demand. The estimated collective total compensation of the contracts shall be an amount up to $600,000.00 for the initial term, $690,000.00 for the first renewal, $793,500.00 for the second renewal, $912,525.00 for the third renewal, and $1,049,403.00 for the fourth renewal. However, it is possible that testing requirements may exceed these amounts. Approval of this M&C in the initial amounts listed above is not intended to create a contractual cap; in the event testing requirements exceed the capacity authorized through this M&C, including any administrative increase capacity, this M&C authorizes staff to bring back subsequent M&Cs in the amounts needed to meet testing demand. While these figures represent the collective maximum amount allowed under these agreements for each term, the actual amount used will be based on the department's needs and available budget. Funding is budgeted in the Contract-Lab Analysis account within the Water & Sewer Fund for the Water Department. DVIN-BE: This solicitation was reviewed by The Business Equity Division for available business equity prospects according to the City's Business Equity Ordinance. There were limited business equity opportunities available for the services/goods requested, therefore, no business equity goal was established. AGREEMENT TERMS: Upon City Council approval, the agreements will begin upon execution on October 1, 2024 and expire one year from that date on September 30, 2025. RENEWAL TERMS: The agreements may be renewed for four (4) 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 above recommendation, funds are available in the current operating budget 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 Department Account ID Fund Department Account ID Project Program Activity Budget Reference # ID Year (Chartfield 2' Project Program Activity Budget Reference # ID Year (Chartfield 2' Amount Amount Reginald Zeno (8517) Submitted for City Manager's Office by_ Fernando Costa (6122) Originating Department Head: Additional Information Contact: Reginald Zeno (8517) Christopher Harder (5020) Jo Ann Gunn (8525) Aiyanna Owens (8317) ATTACHMENTS 1. FWLab Communication FY2025 Budget Load.pdf (CFW Internal) 1295 Fort Worth SPL.pdf (CFW Internal) ABLABS 1295.pdf (CFW Internal) Approved Waiver Request - Laboratory Analvtical Services.pdf (CFW Internal) Contract Lab FIDS table 2024.x1sx (CFW Internal) Eurofins 1295.pdf (CFW Internal) Form 1295 Certificate ALS.pdf (CFW Internal) SAM Report ALS Group.pdf (CFW Internal) SAM Report- A&BEnvironmental.pdf (CFW Internal) SAM Report- Eurofins.pdf (CFW Internal) SAM-SouthernPetroleum.pdf (CFW Internal) SOS A&B.pdf (CFW Internal) SOS ALS.pdf (CFW Internal) SOS Eurofins Environment.pdf (CFW Internal) SOS-SouthernPetroleum.pdf (CFW Internal) CERTIFICATE OF INTERESTED PARTIES FORM 1295 lofl Complete Nos. l- 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 entiry filing form, and the city, state and country of the business entity's place Certificate Number: of business. SPL 2024-1193652 The Woodlands, TX United States oate Ftled: 2 Name of governmental entiry or state agency t at is a party to the contract for whlch the form is �7�29/2024 being filed. City of Fort Worth Date Acknowledged: 3 Provide the identiflcation 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 RFP 24-0198 Lab Analytical Services 4 Nature ofinterest Name of Interested Party City, State, Country (place of business) (check applicable) Controlling Intermediary 5 Check oniy if there is NO Interested Party. � X 6 UNSWORN DECLARATION My name is JOeI Gt'ICe , and my date of birth is 10/07//1965 My address is 24 Waterway Ave, Suite 375 The Woodlands TX 77380 USA (sireet) (city) (state) (zip code) (count �Y) I declaze under penalry of perjury that the foregofng is true and correct. Executed in HaPPIS Texas 9 Jul 24 Counry, State of , on the�day of y , 2p � / �r (month) (yearj �,: f•—�.. "^---____. -- — . Signature of au rized agent of co Vacting business enGty (Dectarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V4.1.0.48da51f7