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Home My WebLink About060193-R2 - General - Contract - Machining & Valve Automation ServicesCITY OF FORT WORTH CONTRACT RENEW AL NOTICE October 28, 2025 Machining & Valve Automation Services LLC Attn: Mike Miller or Whom It May Concern 8932 FM 2101 Quinian, TX 754 7 4 Re: Contract Renewal Notice - 2 nd Renewal Valve Actuators Parts & Services Contract CSC No. 60193 (M&C 23-0626) Original Contract Amount: $2,500,000.00 CSC No. 60193-R2 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 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, Sia:ta.6r 8� Shatabya Bergland Sr. Contract Compliance Specialist (817)392-8277Contract Renewal Purchase of Goods (4.02.25) Page 1 of2 ACCErTED AND AGREED: CIT l10F FORT WORTH ! IBy:�, Name� Title: i Assistant City Manager Date: ;11/05/2025 APPRpV AL RECOMMENDED: By·•�-� � � • ' � �<Az:.l'.4,Name[ e r 8,202s 19:3s:4EfCDTJ Title: I Water Department Director ATT�ST: By: �A� Namef �Goodall I Title: I, City Secretary CONTRACTOR: By: i M,'Namej; Title: Du.Jli � /lDate: J&jz&/ �-Contra 1 Renewal Purchase of Goods (4.02.25) CSC No. -----CONTRACT COMPLIANCE MANAGER:By signing I acknowledge that I am the person responsible for the monitoring and administrationof this contract, including ensuring all performance and reporting requirements. By: Name: f ,_ .... _ Shatabya aelia_n_d (-Oct_2_8,-20-25_1_6:0-8:-28-CD_T_) Shatabya Easley Title: Sr. Contract Compliance SpecialistAPPROVED AS TO FORM AND LEGALITY: By: Douglas Black (Oct 29, 2025 11:27:17 CDT) Name: Douglas. W. Black Title: Sr. Assistant City AttorneyAUTHORIZATION: M&C: 23-0626 Date Approved: 8/8/2023 Page 2 of2 9/14/23, 11:54 AM CITY COUNCIL AGENDA Create New From This M8�C DATE: 8/8/2023 REFERENCE **M&C 23- NO.: 0626 M&C Review LOG NAME: CODE: P TYPE: CONSENT PUBLIC HEARING: 13PITB 23-0063 VALVE ACTUATORS, PARTS AND SERVICES LSJ WATER �►[�7 ��7RT �r'�`ORTII _�_ SUBJECT: (ALL) Authorize Execution of Agreements with Rexa, Inc., Machining & Valve Automation Services LLC and Municipal Valve & Equipment Company Inc. for Valve Actuators, Parts and Services in a Total Annual Amount Up to $2,500,000.00 for the Water Department RECOMMENDATION: It is recommended that the City Council authorize execution of agreements with Rexa, Inc., Machining & Valve Automation Services, LLC and Municipal Valve & Equipment Company Inc., for valve actuators, parts and services in a total annual amount up to $2,500,000.00 for the initial term and authorize four one-year renewal options for the Water Department. DISCUSSION: The Water Department approached the Purchasing Division to establish an annual agreement for new valves, appurtenances, actuators, replacement parts, on-site or shop repairs, startup services and field troubleshooting. Purchasing issued Invitation to Bid (ITB) No. 23-0063 describing the requirements for the new equipment and the maintenance for all existing motorized valve actuators and manual valve actuators that are used to regulate and control flow through the pipelines throughout the City. The bid was advertised in the Fort Worth Star-Telegram on May 3, 2023, May 10, 2023, and May 17, 2023. The City received four bids. However, upon evaluation, Vector Controls did not score at least 50\% or more of the total available points for technical criteria; therefore, they were not qualified to receive points for pricing. An evaluation panel consisting of representatives from the Transportation and Public Works and Water Departments reviewed and scored the submission using Best Value criteria. The individual scores were averaged for each of the criteria and the final scores are listed in the table below. Bidders Rexa, Inc. Machining & Valve Automation Services LLC Evaluation a b c d Total 13 10 10 35 68 13 10 10.5 18 51 Municipal Valve & Equipment Company Inc. Best Value Criteria: 14 11.5 10 7 43 a) Bidders' qualification, experience and references b) Availability of resources and personnel to provide services c) Bidders' ability to meet the City's needs d) Cost of service After evaluation, the panel concluded that Rexa, Inc., Machining & Valve Automation Services LLC, and Municipal Valve & Equipment Company Inc. presented the best value for the City. Therefore, the panel recommends that Council authorize annual agreements with Rexa, Inc., Machining & Valve Automation Services LLC and Municipal Valve & Equipment Company Inc. No guarantee was made apps.cfwnet.org/council_packeUmc_review.asp?I D=31253&councildate=8/8/2023 1 /3 9/14/23, 11:54 AM M&C Review that a specific amount of services would be purchased. Staff certifies that the recommended vendor's bids meet specification. Funding is budgeted in the Wastewater Department within the Water and Sewer Fund. The maximum amount allowed under these agreements collectively will be $2,500,000.00; however, the actual amount used will be based on the need of the department and available budget. 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 approval, the agreements shall begin upon execution and expire one year from that date. RENEWAL OPTIONS: The contracts may be renewed for up to four (4) one-year terms at the City's option. 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 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 recommendation, funds are available in the current operating budget, as previously appropriated, in the Water and Sewer Fund. Prior to an expenditure being incurred, the Water Department has the responsibility to validate the availability of funds. BQN\\ TO CFund Department Account Project Program Activity Budget Reference # Amount ID I � ID � � Year (Chartfield 2) � Submitted for City Manager's Office by_ Originating Department Head: Additional Information Contact: ATTACHMENTS Reginald Zeno (8517) Dana Burghdoff (8018) Reginald Zeno (8517) Chris Harder (5020) Jo Ann Gunn (8525) La'Kita Slack-Johnson (8314) 13PITB 23-0063 Valve Actuators, Parts and Services.docx (Public) Approved Waiver of Business Equity Goal 4.7.23.pdf (CFW Internal) FID TABLE - Valves.xlsx (CFW Internal) Machining & Valve 1295.pdf (CFW Internal) Machining & Valve Automation Services, LLC Sams.pdf (CFW Internal) apps.cfwnet.org/council_packeUmc_review.asp?ID=31253&councildate=8/8/2023 2/3 9/14/23, 11:54 AM M&C Review Municipal Valve & Equipment Company Inc. Sams.pdf (CFW Internal) MVE Form 1295.pdf (CFW Internal) Rexa Form 1295.pdf (CFW Internal) Rexa Sams.pdf (CFW Internal) apps.cfwnet.org/council_packeUmc_review.asp?ID=31253&councildate=8/8/2023 3/3