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HomeMy WebLinkAbout058644-R3 - General - Contract - Ace Pipe Cleaning, Inc.CSC No. 58644-R3 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION November 11, 2025 Ace Pipe Cleaning, Inc. Attention: Theresa Calvert Address: 6600 Universal Ave. Kansas City, Mo 64120 Re: Contract Renewal Notice — 3rd Renewal Contract No. CSC No. 58644 Renewal Term: 12/21/2025 to 12/21/2026 Renewal Amount S481 350.00 The above referenced Contract with the CityofFortWorth expires onDecember2l, 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 S481,350.00 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, RReyna Regina Jones Contract Compliance Specialist 817-392-2698 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 ACCEPTED AND AGREED: By: 11/23/2025 Name: Jesica McEachern Title: Assistant City Manager APPROVAL chrisfio Rardor By: rnasovner aamer(N ta,zmsm:ss:zsrn7 3! Name: Chris Harder Title: Water Director ATTEST: `A w A gt�ad� B °F lz� Y: u gs Name: Janette Goodall �oor4�� Tide: City Secretary °acnonEz Ace Pipe Cleaning, Inc. v. Name: Bruce Vantine Title: Secretary/Treasurer Contract Renewal 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: .Mw�"— O^•- Name: Regina Jones Title: Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: By: Douglas Black (Nov 13,202512:54:13 CST) Name: Doug Black Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 22-0953 Date Approved:l 1/19/2022 Form 1295 Certification No: 2022-947240 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 2 of CITY COUNCIL AGENDA Create New From This M&C DATE: 11/29/2022 REFERENCE **M&C 22- LOG NAME NO.: 0953 CODE: P TYPE: CONSENT PUBLIC HEARING: Official site of the City of Fort Worth, Texas FORT WORT 13P22-0214 SMALL DIAMETER SEWER CLEANING EC WATER NO SUBJECT: (ALL) Authorize Execution of a Purchase Agreement with Ace Pipe Cleaning, Inc. for Small Diameter Sewer Cleaning in an Annual Amount Up to $481,350.00 and Authorize Up to Five Automatic Renewal Options for the Same Annual Amount for the Water Department RECOMMENDATION: It is recommended that the City Council authorize execution of a purchase agreement with Ace Pipe Cleaning, Inc. for small diameter sewer cleaning in an annual amount up to $481,350.00 and authorize up to five automatic renewal options for the same annual amount for the Water Department. DISCUSSION: The Water Department approached the Purchasing Division to procure an annual agreement for small diameter sewer cleaning. Under the proposed agreement the vendor will provide sewer cleaning to remove all sludge, dirt, sand, rocks, grease, and any other solid or semi -solid material. In order to procure the service, staff issued Invitation to Bid (ITB) Number 22-0214. The ITB consisted of detailed specifications describing the contractor's responsibilities and requirements to provide these services and supplies. The ITB was advertised in the Fort Worth Star -Telegram for three consecutive weeks: Wednesday September 14, 2022, Wednesday September 21, 2022 and Wednesday September 28, 2022. The City received four (4) responses. An evaluation panel, comprised of members of the Water and the Park and Recreation Departments, reviewed and scored the submittals using the 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 Tech d Total Rank points Score Ace Pipe 22.00F33 FOO 51.33 30.00 F133 1 Cleaning �AC — 14.00 14.17 8.50 �36.67 �0.00 F.67 F Underground Pro -Pipe, Inc. 12 00 12.50 6.50 131.00 N/A 131.00 10 ** Kleen-Pipe 14.00 10.00 7.50 131.50 N/A 131.50 10 ** * Vendor received 0 points for cost as their pricing was more than double that of the lowest cost bidder. ** Vendor did not achieve the minimum technical points required (35) to be considered further, and therefore did not receive a ranking. Best Value Criteria: a) Contractor's Qualifications, Experience, and References b) Availability of Resources (equipment/personnel) c) Contractor's ability to meet the City's needs. d) Cost of service After evaluation, the panel concluded that Ace Pipe Cleaning, Inc. presents both the best value and the necessary coverage for the City, therefore, the panel recommends that Council authorize an agreement with Ace Pipe Cleaning, Inc. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the recommended vendor bids met specifications. FUNDING: The maximum annual amount allowed under this agreement will be $481,350.00 however the actual amount used will be based on the need of the department and available budget. Funding will be budgeted in the Other Contractual Services account of the Wastewater Department's Water & Sewer Fund. BUSINESS EQUITY: A waiver of the goal for Business Equity subcontracting requirement is approved by the Department of Diversity and Inclusion, 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 agreement will begin upon execution and will end September 30, 2023. RENEWAL OPTIONS: This agreement may be automatically renewed for up to four (4) automatic one-year renewal periods (October 1 to September 30) and for a fifth renewal period which shall run from October 1 to the anniversary date of execution. 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 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 ID Year Chartfield 2 FROM Fund Department Account Project Program Activity Budget Reference # ID ID Year Chartfield 2) Submitted for City Manager's Office by: Reginald Zeno (8517) Dana Burghdoff (8018) Originating Department Head: Reginald Zeno (8517) Chris Harder (5020) Additional Information Contact: Anthony Rousseau (8338) Eugene Chandler (2057) Amount ATTACHMENTS Ace Pipe Form 1295 Signed.pdf (CFW Internal) Waiver.pdf (CFW Internal) CERTIFICATE OF INTERESTED PARTIES FORM 1295 1of1 Complete Nos. 1-4 and 6 if there are interested! parties. Complete Nos. 1.2, 3, 5, and 6 If there are no interested parties. OFFICE USE ONLY CERTIFICATION OF FILING Certificate N umber: 2022-947420 Date Filed: 1 Name of business witty filing form, and the city, state and counts of the business ewWs place of business Ace Pipe Cleaning, Inc. KANSAS CITY, MO United States 2 Name of governmental emiy or store agency that is a parry to the contact7or whkhtheform is beingfited. City of Fort Worth 101i Date Acknowledged: 3 Provide Me identification number used by the governmental entity or sate agency to back or identify the contract, and provide description of the services, goods, or usher property to be provided under the contract. ITS 22-0214 Small Diameter Sewer Cleaning Services 4 Name of Interested Parry dry, Sate, Country (Place of business) Nature of interest (checkapplicable) Controlling I Intermediary 5 check only if there is NO Interested Party. x 6 UNSWORNDECLARATION W name is and"cab of bits c My address is USA (street) (dry) (state) PV code) (county) I declare under penalty dt perjury that the foregoing is true and correct. Executed in )xkmn County, stated Missouri on the 21- & day of October 20p2 . Immml IY®g j6t� r� signature of authorized agent of contracting business entity (Decbfm) Forms provided by Texas Ethics Commission www.e[hics.sate tx.us Version V3.5.1.8b4250f1 FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Ace Pipe Cleaning, Inc. Subject of the Agreement: This agreement is for small diameter sewer cleaning M&C Approved by the Council? * Yes ® No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No If unsure, see backpage for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No ® Ifonly speck information is Confidential, please list what information is Confidential and the page it is located. Effective Date: 12/21/2025 Expiration Date: 12/21/2026 If diereni from the approval date. If applicable. Is a 1295 Form required? * Yes ® No ❑ *If so, please ensure it is attached to the approving M&C or attached to the contract. Project Number: If applicable. N/A *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes ® No ❑ Contracts need to be routed for CSO processing in the following order: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department.