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HomeMy WebLinkAbout060192-R2 - General - Contract - Municipal Valve and Equipment Co. Inc.60192-R2 CSC No. CITY OF FORT WORTH CONTRACT RENEWAL NOTICE October 28, 2025 Municipal Valve & Equipment Co. Inc. Attn: Clint Pulliam or Whom It May Concern 4010 Billy Mitchell Drive Addison, TX 75001 Re: Contract Renewal Notice — 2nd Renewal Valve Actuators Parts & Services Contract CSC No. 60192 (M&C 23-0626) Original Contract Amount: $2,500,000.00 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 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, 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 CSC No. ACCEPTED AND AGREED: CITY OF FORT WORTH By: Name: c ern Title: Assistant City Manager Date: 12/04/2025 APPROVAL RECOMMENDED: By. Christopher H a rder(NoJA4, 202515:30:35CST) Name: Chris Harder Title: Water Department Director ATTEST: 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: Shatabya Be land (Nov 24, 202513:51:04 CST) Name: Shatabya Easley Title: Sr. Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: By: Douglas Black (Nov 26, 202515:56:17 CST) Name: Douglas. W. Black Title: Sr. Assistant City Attorney aa� FORr'�aa AUTHORIZATION: a p� ° ° ° 0 0 M&C: 23-0626 By: o°'° ° o =d Date Approved: 8/8/2023 Name: Jannette S. Goodall °°aa�.0 000000 Title: City Secretary CONTRACTOR: Municipal Valve &nEquipment Co. Inc. By: Name: Clint Pulliam Title: President Date: 11 /24/25 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Purchase of Goods (4.02.25) Page 2 of 2 9/14/23, 11:54 AM M&C Review CITY COUNCIL AGENDA Create New From This M&C DATE: 8/8/2023 REFERENCE **M&C 23- NO.: 0626 LOG NAME: CODE: P TYPE: CONSENT PUBLIC HEARING: Official site of the City of Fort Worth, Texas FORT WORTH `11�- 13PITB 23-0063 VALVE ACTUATORS, PARTS AND SERVICES LSJ WATER NO 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 Municipal Valve & Equipment Company Inc Best Value Criteria: Evaluation a b c d Total 13 10 10 35 68 13 10 10.5 18 51 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_packet/mc_review.asp?ID=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 Fund Department Account I Project Program Activity Budget I Reference # I Amount ID ID Year (Chartfield 2) Fund Department Account Project Program Activity Budget I Reference # Amount ID I I ID I I I Year I (Chartfield 21 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) LaXita 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_packet/mc_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_packet/mc_review.asp?ID=31253&councildate=8/8/2023 3/3 FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Municipal Valve & Equipment Co. Inc. Subject of the Agreement: Valve Actuators, Parts and Services 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 back page for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No © If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: 10/01/2025 If different from the approval date. Expiration Date: 09/30/2026 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. *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 followin 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.