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Home My WebLink AboutContract 58277-R3CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION Ace Pipe Cleaning, Inc. Attention: Theresa Calvert 1501 Sylvania Court Fort Worth, Texas 76111 October 3, 2025 Re: Contract Renewal Notice -3rd Renewal Contract No. CSC No. 58277 Renewal Term: 10/17/2025 to 10/17/2026 Renewal Amount: $2,500,000.00 CSC No. 58277-R3 The above referenced Contract with the City of Fort Worth expires on October 17, 2025 (the "Expiration Date). This letter is to inform you that the City is exercising its right to renew the contract for its 3rd term in an amount up to $2,500,000.00, 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. Contract Renewal Sincerely, �� Regina Jones Contract Compliance Specialist 817-392-2698 Page 1 of2 ACCEPTED AND AGREED: CITY OF FORT WORTH � By: 10/08/2025 Name: Jesica McEachem Title: Assistant City Manager APPROVAL RECOMMENDED: By: EtC!;;>1�Rt��,t!� rd er Name: Chris Harder Title: Water Director ATTEST: � A � By: U Name: Jann ett e Goodall Title: City Secretary Ace Pipe, Inc. By /43,._ V .._:f- Name: Bruce Vantine itle: Se cretary/Tre a surer Contract Renewal CONTRACT COMPLIANCE MANAGER: By signing I acknowledg e that I am th e person responsible for the monitoring and admin istration of this contract, including ensuring all performance and reporting requirements. By: Name: Regina Jones Title: Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: By: Douglas Black (Oct 6, 2025 15:33:38 CDT) Name: Doug Black Title: Sr. Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 22-0749 Date Approved: 9/27/2022 Form 1295 Certification No: 2022-900024 Page 2 of2 City of Fot•i� Wori�h, Texas 111layar and Council C�mmunication DATE: Tuesday, September 27, 2022 REFERENCE NO.: *"M&C 22-0749 LOG NAME: 13P22-0135 LG DIAMETER SEWER INSPECTION & CLEANING SV WATER LSJ SUBJECT: (ALL) Authorize Purchase Agreement for Large Diame#er Sewer Inspection and Cleaning Services with Ace Pipe Cleaning, Inc., for an Annual Amount Up to $2,500,000.00 and Authorize Four Annual Renewal Options for the Same Annual Amount for the Water Department RECOMMENDATION: It is recommended that the City Council autharize a purchase agreement for large diameter sewer inspection and cleaning services with Ace Pipe Cleaning, Inc., for an annual amount up to $2,500,0000.00 and authorize four annual renewal options for the same annual amount for the Water Department. DISCUSSION: The Water Department approached the Purchasing Division to finalize an annual agreement for large diameter sewer inspection and cleaning services. Under the proposed Agreement, the vendor will inspect and provide cleaning services for the City's sanitary sewer lines on an as needed basis. In order to procure these services, Purchasing issued Invitatian to Bid (ITB) No. 22-0135. The ITB consisted of detailed specifications describing the vendor's responsibilities and requirements to inspect and clean the sewer lines throughout the City. The ITB was advertised in the Fort Worth Sfar-Telegram for four consecutive Wednesdays beginning on May 11, 2022, through June 1, 2022. The City received two bids. However, upon evaluation, BCAC Underground LLC, did not score at least 5Q�% or mare of the total available points for technical criteria, therefore, they were not qualified to receive pricing points. An evaluation panel comprised of representatives of the Water Department reviewed and scored the submittals using Best Value criteria. The individual scares were averaged for each of the criteria and the final scores are listed in the table below. IBidders Evaluation Fac#ors a b�c d Tatal Score Ace Pipe 20.8 16.7 12 �40 90 Cleaning, Inc. BCAC Bidder did not meet technical Underground 2.5 2 1.5 X points; therefore, cost was not LLC evaluated. Best Value criteria: (a) Contractor's Qualifications and Experience (b) Contractor's ability to meet the City's Needs (c) Contractor's approach to Perform Services (d) Cost of service http://apps.cfwnet.org/ecouncil/printmc.asp?id=30302&print=true&DocType=Print 9/27/2022 After evaluation, the panel concluded that Ace Pipe Cleaning Inc., presented the best value for the City. Therefore, the panel recommends that Cauncil authorize this agreement with Ace Pipe Cleaning Inc., based on Best Value criteria. No guarantee was made that a specific amount of these services will be purchased. Staff certifies that the recommended vendor's bid met specifications. Funding is budgeted in the in the Water Department rollup within the Water and Sewer Fund. AGREEMENT TERMS - Upon City Council approval, this agreement shall begin upon execution and expire one year from that date. RENEWAL TERMS - The contract may be renewed for up to four successive one-year terms at the City's option. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obiigations during the renewal term. DIVERSITY AND INCLUSION (DVIN) - A waiver of the gaal 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. ADMINISTRATIVE CHANGE ORDERS - In addition, 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. FiSCAL IT�FORMATIf]N F CERTIFICA�f�N: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the Water and Sewer Fund ta suppart the approval of the above recommendation and execution of the agreement. Prior to any expenditure being incurred, the Water Department has the responsibility to validate the availability of funds. BQN\\ FLIiVE] II]EN7IFIERS fFl�s1: TO Fund Department ccou ID _ _ _ FROM Funci Department �Accou ID � CERTIFICATIONS: Project ID y�Budget Year Reference # (Chartfiel� Project ID Su3arnitted €ar City Manager's QfFice hLr�. Ori inatin De artment Head: Additional Information Contact: ATTAC H M ENTS Budget Year Reference # (Chartfield 2' Reginald Zeno (8517) Dana Burghdoff (8018) An#hony Rousseau (8338) Christopher Harder (5020) Cynthia Garcia (8525) LaKita Slack-Johnson (8314) 13P22-0135 SEWER INSPECTION AND CLEA�lING SVS WATER LSJ funds availahilitv.pdf (CFW Internal) 13P22-0135 SEWER INSPECTION AND CLEANlNG__5VS WATER LSJ lJadated FID.xlsx (CFW Internal) http://apps.cfwnet.org/ecouncil/printmc.asp?id=30302&print=true&DocType=Print 9/27/2022 3. 20-�135 AP�R�V�D WAIV�R. df (CFW Internal) 4. ACE Sams.pdf (CFW Internal) 5. Farm 4295 Cer#ificate 900922763 si ned. cif (CFW Internal) http://apps.cfwnet.org/ecouncil/printmc.asp?id=30302&print=true&DocType=Print 9/27/2022