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HomeMy WebLinkAbout062418-R1 - General - Contract - Synergy Refrigeration, Inc.CITY OF TORT WORTH CONTRACT RENEWAL NOTICE November 25, 2025 Synergy Refrigeration, Inc. Attn: Doug Sweet, President 1520 Airport Drive Ball Ground, GA 30107 Re: Contract Renewal Notice City Secretary Contract No. 62418 (the "Contract") Renewal Term No. 1: December 10, 2025 to December 9, 2026 The above referenced Contract with the City of Fort Worth expires on December 9, 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 (1) 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 http://fortwoi-tlitexas.gov/purchas_ing 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 email listed below. Sincerely, -s x� Fmft�l) Shatabya Bergland-Easley Shatabya.Bergland@foilworthtexas.gov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page t of 2 CITY OF FORT WORTH By: �' • Nan Title: Assistant City Manager 12/12/2025 APPROVAL RECOMMENDED: i ATTEST: By: 4.00uovau Name: � unette Goodall & Font 144 Title: City Secretary pFo J0ao9.. o° =a aan��6454ga Synergy Refrigeration, Inc. By: n, Qz-e� Name: L-Ini Title: n CSC No. 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: Name;s�a�y� 12p�1Fd92515:21:43 CST) Title: Sr. Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: By: n.,..:-I- �AJ.AD- Nann Jessika Williams/Amarna Muhaamad Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 24-0819 Date Approved: 9/17/24 Form 1295 Certification No.: 2024-1182227 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 City of Fort Worth, Texas Mayor and Council Communication DATE: 09/17/24 M&C FILE NUMBER: M&C 24-0819 LOG NAME: 13P RFP 24-0187 GAS COMPRESSOR INSPECTION AND SERVICE AO WATER SUBJECT (ALL) Authorize Agreement with Synergy Refrigeration, Inc. for Annual Inspections, Annual Preventative Maintenance, and Owner Directed Repairs on Gas Compressors for the Water Department in an Annual Amount Up to $600,000.00 for the Initial Term and Authorize Four One -Year Renewals for the Same Annual Amount RECOMMENDATION: It is recommended that the City Council authorize the execution of an agreement with Synergy Refrigeration, Inc. for annual inspections, annual preventative maintenance, and owner -directed repairs on gas compressors for the Water Department in an annual amount up to $600,000.00 for the initial term and authorize four one-year renewals for the same annual amount. DISCUSSION: The Water Department approached the Purchasing Division for assistance in securing an agreement for annual inspections, annual preventative maintenance, and owner -directed repairs on duplex, and simplex rotary screw turbine gas compressors packages throughout the City of Fort Worth water treatment plants. Purchasing issued a Request for Proposals (RFP) 24-0187 consisting of detailed specifications regarding the equipment, service, and delivery requirements. The RFP was advertised in the Fort Worth Star -Telegram on May 1, 2024, May 8, 2024, May 15, 2024, and May 22, 2024. The City received one response. An evaluation panel consisting of representatives from the Water and IT Departments reviewed and scored the submittal using Best Value criteria. The individual scores were averaged for each of the criteria and the final scores are listed in the table below. Proposer I Evaluation Factors a❑®0®Total Score Synergy Refrigeration, Inc. 40 18 17.33 18 93.33 Best Value Criteria: a. Contractor's cost of services b. Contractor's qualifications and experiences c. Contractor's capacity and approach to perform services d. Contractor's ability to meet City's needs After evaluation, the panel concluded that Synergy Refrigeration, Inc. offers the best value. Consequently, the panel recommends that the Council authorize entering into an agreement with Synergy Refrigeration, Inc. It is important to note that no guarantee has been made regarding the purchase of a specific amount of services. Staff certifies that the recommended vendor's bid met all specified requirements. The authorized spend amount represents the maximum amount allowed under the agreement for each term. However, the actual amount used will be based on the department's needs and available budget. Funding is budgeted in the General Operating & Maintenance category within the Water & Sewer Fund for the Water Department. 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, the agreement shall begin upon execution and expire one year from that date. RENEWAL TERMS: The agreement may be renewed for four (4) 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 above recommendation, funds are available in the current operating budget, as previously appropriated, and upon adoption of the Fiscal Year 2025 Budget by the City Council, funds will be available in the Fiscal Year 2025 Operating Budget, as appropriated, in the Water & Sewer Fund. Prior to an expenditure being incurred, the Water Department has the responsibility to validate the availability of funds. Submitted for Citv Manager's Office by; Reginald Zeno 8517 Fernando Costa 6122 OjdginatWq Business Unit Head: Reginald Zeno 8517 Christopher Harder 5020 Additional Information Contact: Jo Ann Gunn 8525 Aiyanna Owens 8317 FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Synergy Refrigeration, Inc. Subject of the Agreement: Gas Compressor Inspection 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: 12/10/2025 If different from the approval date. Expiration Date: 12/9/2026 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.