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HomeMy WebLinkAbout062998-R1 - General - Contract - Duke's Root Control, Inc.CSC No. 62998-Rl CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION February 3, 2026 Duke's Root Control, Inc. Attention: Matt Fishbune, President 400 Airport Road, Suite E Elgin, Illinois 60123 Re: Contract Renewal Notice Contract No.62998 ("Contract") Renewal Term No. 1: March 31, 2026 to March 31, 2027 The above -referenced Contract with the City of Fort Worth expires on March 31, 2026 ("Expiration Date"). Pursuant to the Contract, renewals are at the mutual agreement of the parties. This letter is to inform you that the City is requesting 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. To agree to renew the Contract for an additional one-year period, please sign and return this request to exercise renewal option, along with a copy of your current insurance certificate, to the address set forth below. 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, Regina Jones Contract Compliance Specialist OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Pagel of2 ACCEPTED AND AGREED: CITY OF FORT WORTH By: 03/19/2026 Name: Jesica McEachern Title: Assistant City Manager Date: APPROVAL RECOMMENDED: Christopher R(Irder By: Christopher Harder (KAar 17, 2026 12:13:51 CDT) Name: Chris Harder Title: Water Director ATTEST: � p� pnnCO a° s,o ..... 0 �59.10 1/�e By: \ Name: Jannette Goodall Title: City Secretary Duke's Root Control, Inc By: Name: Matt Fishburne Title: President Date: 02/09/2026 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: RaI6" %6w Name: Regina Jones Title: Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: By: 51� Name: Jordan Alvarez Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 25-0148 Date Approved: 2/25/2025 Form 1295 Certification No.: N/A OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 City of Fort Worth, Texas Mayor and Council Communication DATE: 02/25/25 M&C FILE NUMBER: M&C 25-0148 LOG NAME: 13P COOP BUYBOARD 730-24 ROOT CONTROL WTR AO SUBJECT (ALL) Authorize Agreement with Duke's Root Control, Inc Using BuyBoard Cooperative Contract No. 730-24 for the Purchase of Chemical Root Control and Related Products for an Annual Amount Up to $300,000.00 and Authorize One, One -Year Renewal Option for the Same Amount for the Water Department RECOMMENDATION: It is recommended that the City Council authorize an agreement with Duke's Root Control, Inc using BuyBoard Cooperative Contract No.730-24 for the purchase of chemical root control and related products for an annual amount up to $300,000.00 and authorize one, one-year renewal option for the same amount for the Water Department. DISCUSSION: The Water Department approached the Purchasing Division to enter into an agreement with Duke's Root Control, Inc for the purchase of chemical root control treatment products under BuyBoard 730-24. The water department will utilize the agreement to purchase chemical treatment that would be put into the sewer mains to kill the root so that it washes away. Approval of this Mayor and Council Communication authorizes the Department to spend up to $300,000.00 per year. Actual usage in any term can be up to the authorized amount and will be dependent upon actual appropriations for this purpose in the department's budget. State law provides that a local government purchasing an item under a cooperative purchase agreement satisfies any state law requiring that the local government seek competitive bids for the purchase of the item. BuyBoard contracts are competitively bid to increase and simplify the purchasing power of government entities across the State of Texas. Funding is budgeted in the Other Contractual Services account within the Water & Sewer Fund for the Water Department. ADMINISTRATIVE CHANGE ORDERS - In addition, 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. RENEWAL OPTIONS — The initial term of this Agreement will end on March 31, 2026. The Agreement may be renewed for one additional one- year period through March 31, 2027. 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 terms. A M/WBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity. This project will serve ALL COUNCIL DISTRICTS. 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 any expenditure being incurred, the Water Department has the responsibility to validate the availability of funds. Submitted for City Manager's Office by: Reginald Zeno 8517 William Johnson 5806 Originating Business Unit Head: Reginald Zeno 8517 Christopher Harder 5020 Additional Information Contact: Brandy Hazel 8087 Aiyanna Owens 8317 FORTWORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Duke's Root Control, Inc. Subject of the Agreement: Vendor shall provide chemical root control for sewer M&C Approved by the Council? * Yes 8 No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No 8 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No B If unsure, see back page for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No 8 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: 3-31-2026 If different from the approval date. Expiration Date 3-31-2027 If applicable. Is a 1295 Form required? * Yes 8 No ❑ *If so, please ensure it is attached to the approving M&C or attached to the contract. Project Number: Ifapplicable. N/A *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes B No ❑ Contracts need to be routed for CSO processing in the following order: 1. Katherine Cenicola (Approver) 2. Janette 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.