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HomeMy WebLinkAbout058666-R3 - General - Contract - Site Partner, LLC dba Site BarricadesCSC No. 58666-R3 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE December 1, 2025 Site Partners, LLC dba Site Barricades Attn: Kathy Metzger Address: 4841 Freeman Dr. Fort Worth, Texas 76140 Re: Contract Renewal Notice City Secretary Contract No. 58666 (the "Contract") Renewal Term No. 3: 12/27/2025 to 12/27/2026 The above referenced Contract with the City of Fort Worth expires on 12/27/2025 (the "Expiration Date"). Pursuant to the Contract, renewals are at the sole option of the City. This letter is to inform you that the City is exercising its right to renew the Contract for an additional one- year period, which will begin immediately after the Expiration Date. All other terms and conditions of the Contract remain unchanged. Please return this signed acknowledgement letter, along with a copy of your quote for charges for the new renewal term and a current insurance certificate, to the address set forth below, acknowledging receipt of the Contract Renewal Notice. Failure to provide a signed acknowledgment does not affect the renewal. Please log onto PeopleSoft Purchasing at littp://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, , aom f6eQ Regina Jones Contract Compliance Specialist 817-392-2698 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 CITY OF FORT WORTH By: 12/08/2025 Name: Jesica McEachern Title: Assistant City Manager APPROVAL RECOMMENDED: chrisf000r Rardor By: Christopher Harder (De 2,202516:26:23 CST) Name: Chris Harder Title: Water Department ATTEST: By: Name: Jannette Goodall Title: City Secretary Site Partners dba Site Barricades By: Name: Kathy Kletzger Title: Office Manager 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: _Reoti A!tired Name: Regina Jones Title: Contract Compliance Specialist APPROVED AS TO FORM AND I,F,GALiTY: By: Douglas Black (Dec 3, 202517:54:13 CST) Name: Doug Black Title: Sr. Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 22-0916 Date Approved: 11-8-25022 Form 1295 Certification No.: 2022-944922 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal page 2 of 2 City of Fort Worth, Texas Mayor and Council Communication DATE: Tuesday, November 8, 2022 **M&C 22- REFERENCE NO.:0916 LOG NAME: 13P ITB 22-0206 TRAFFIC BARRICADE EQUIPMENT RENTAL AW WATER SUBJECT: (ALL) Authorize the Execution of Non -Exclusive Purchase Agreements with AWP, Inc. dba Area Wide Protective, Buyers Barricades, Inc., and Site Partners, LLC dba Site Barricades for the Rental of Traffic Barricade Equipment for the Water Department in a Combined Annual Amount Up to $603,450.00 for the Initial Term and Authorize Four, One -Year Renewals in the Amount of $724,140.00 for the First Renewal, $868,968.00 for the Second Renewal, $1,042,762.00 for the Third Renewal, and $1,251,314.00 for the Fourth Renewal RECOMMENDATION: It is recommended that the City Council authorize the execution of non-exclusive purchase agreements with AWP, Inc. dba Area Wide Protective, Buyers Barricades, Inc., and Site Partners, LLC dba Site Barricades for the rental of traffic barricade equipment for the Water Department in a combined annual amount up to $603,450.00 for the initial term and authorize four, one-year renewals in the amount of $724,140.00 for the first renewal, $868,968.00 for the second renewal, $1,042,762.00 for the third renewal, and $1,251,314.00 for the fourth renewal. DISCUSSION: The Water Department approached the Purchasing Division for assistance with securing an agreement for the rental of traffic barricade equipment to ensure the safety of worksites and road work crews throughout the City of Fort Worth. Purchasing issued an Invitation to Bid (ITB) that consisted of detailed specifications regarding the requirements for the traffic barricade equipment, and delivery procedures. The ITB was advertised in the Fort Worth Star -Telegram on August 25, 2022, August 31, 2022, September 7, 2022, and September 14, 2022. The City received four responses. However, upon evaluation, one bidder, Total Highway Maintenance, LLC did not score at least 50\% or more of the total available points for technical criteria and, therefore, were not qualified to receive pricing points. An evaluation panel consisting of representatives from the Water and Transportation and Public Works Departments reviewed and scored the submittals 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 Evaluation Factors a b F c d Total score AWP, Inc. dba Area _. _---- Wide Protective 12.00 7 50, 11.G7 0.00 I 31.17 _ ..._:: Buyers Barricades,(7 50. 15.00'I28 84 j 64.67 Inc. Site Partners, LLC 10.00 17.50 14.17' 40.001 71.67 dba Site Barricades j Total Highway Bidder did not meet Maintenance, LLC 12.67 7.50 7.50 X technical points; therefore, cost was not evaluated. Best Value Criteria: a. Contractor's Certifications & Experience b. Contractor's References c. Contractor's approach to deliver and pick-up the equipment and the availability to do so in the timeframe specified d. Cost of service After evaluation, the panel concluded that AWP, Inc. dba Area Wide Protective, Buyers Barricades, Inc., and Site Partners, LLC dba Site Barricades presented the best value for the City. Therefore, the panel recommends that Council authorize these agreements with AWP, Inc. dba Area Wide Protective, Buyers Barricades, Inc., and Site Partners, LLC dba Site Barricades. Based on the department's anticipated usage, staff recommends multiple non-exclusive agreements be awarded to the listed vendors to ensure demands are met in a timely manner. Under these non-exclusive agreements, the department will order services according to lowest cost and availability. Staff certifies that the recommended vendors bid met specifications. Due to market volatility caused by supply chain disruptions, it may be necessary to increase the total compensation for each annual renewal term. Therefore, it is recommended that Council authorize a total compensation increase for the renewal terms, if exercised, of 20\% each year. The total compensation for the initial term of the contracts shall not exceed $603,450.00, $724,140.00 for the first renewal, $868,968.00 for the second renewal, $1,042,762.00 for the third renewal, and $1,251,314.00 for the fourth renewal. Funding is budgeted in the Equipment Lease accounts in the Wastewater Warehouse and Water Warehouse Department's within the Water & Sewer Fund. DVIN-BE: 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, this agreement shall begin upon execution and expire one year from that date. RENEWAL TERMS: This agreement may be renewed for four 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 recommendation, funds are available in the current operating budget, as appropriated, in the Water and Sewer Fund. Prior to an expenditure being made, the Water Department has the responsibility to validate the availability of funds. BQN\\ FUND IDENTIFIERS (FIDs): Department ccount Project ID I ID Department ccount Project ID ID CERTIFICATIONS: Submitted for City Manager's Office by: Originating Department Head: Additional Information Contact: Budget Reference # (Chartfield Year 1 2) Budget Reference # (Chartfield Year J_ _-__-_-______2.)_- Reginald Zeno (8517) Dana Burghdoff (8018) Reginald Zeno (8517) Christopher Harder (5020) Anthony Rousseau (8338) Alyssa Wilkerson (8357) ATTACHMENTS 1. 13P ITB 22-0206 TRAFFICE BARICADE EQUIP RENTAL AW WATER.docx (CFW Internal) 2. Business EguityWaiver.pdf (CFwlnternal) 3. FID TABLE FOR BARRICADES 7-7-22.pdf (CFW Internal) 4. Form 1295- AWP, Inc. dba Area Wide Protective.pdf (CFW Internal) 5. Form 1295- Buyers Barricades, Inc..pdf (CFW Internal) 6. Form 1295- Site Partners LLC dba Site Barricades.adf (CFW Internal) 7. SAMs Report- Buyers Barricades, Inc..pdf (CFW Intemal) 8. SAMs Report- Site Partners, LLC.pdf (CFW Internal)9. SAMs Report-AWP, Inc..pdf (CFW Internal) FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Site Partner, LLC dba Site Barricades Subject of the Agreement: This contract is for traffic barricade equipment 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: 12/27/2025 If different from the approval date. Expiration Date: 12/27/2026 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. 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 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.