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Home My WebLink About059789-R3 - General - Contract - Southern Automation, LLCCSC No. 59789-R3 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE June 22, 2026 Southern Automation, LLC Attn: Jack L. Hines, President 8101 Valcasi Drive, Suite 115 Arlington, TX 76001 Re: Contract Renewal Notice — 3rd Renewal Automatic Door Installation & Repair Services Contract CSC No. 59789 (M&C 23-0599) Original Contract Amount: $186,584.00 First Renewal Amount: $186,584.00 Second Renewal Amount: $186,584.00 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 amount of $186,584.00 as authorized, 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://fortwortiltexas.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, `4r� V & r"C& Geoffery McDowell 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 ACCEPTED AND AGREED: CITY OF FORT WORTH } By: Name: Jesica McEachern Title: Assistant City Manager Date: 06/23/2026 APPROVAL RECOMMENDED: By; Iristopher Harde Jun 11, 20�1:39:41 CDT) Name: Chris Harder Title: Water Department Director ATTEST: By: Name Title: A Jannette S. Goodall City Secretary CONTRACTOR: Southern Automation, LLC By: Name: Jack L. Hines, Jr. Title: President Date: 6/11 /2026 q O�nnn PORT �YaO aso X0 C!'o -70 CSC No. CONTRACT COMPLIANCE MANAGER: By signing I acluiowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. Gooffory Mc Dowol I By: Geoffery McDowell (Jun 11, 2026 11:12:25 CDT) Name: Geoffery McDowell Title: Sr. Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: By: Douglas Black (Jun 12, 2026 07:37:36 CDT) Name: Douglas. W. Black Title: Sr. Assistant City Attorney AUTHORIZATION: M&C: 23-0599 Date Approved: 6/27/2023 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Purchase of Goods (4.02.25) Page 2 of 2 City of Fort Worth, Mayor and DATE: 06/27/23 Texas Council Communication M&C FILE NUMBER: M&C 23-0599 LOG NAME: 13PITB 23-0064 AUTOMATIC DOOR INSTALLATION & REPAIR SRV CITY CH SUBJECT (ALL) Authorize Execution of an Agreement for Automatic Door Installation and Repair Services with Southern Automation, LLC, for the Water, Aviation, Property Management, Parks and Recreation and Public Event Departments in an Annual Amount Up to $186,584.00 and Authorize Up to Four One -Year Automatic Renewals for the Same Annual Amount RECOMMENDATION: It is recommended that the City Council authorize execution of a purchase agreement with Southern Automation, LLC, for automatic door installation and repair services in an annual amount up to $186,584.00 and authorize up to four one-year automatic renewals for the same annual amount for the Water, Aviation, Property Management, Parks and Recreation and Public Event Departments. DISCUSSION: City Departments approached the Purchasing Division to secure a purchase agreement for automatic door installation and repair services. The City needs these essential services to make modifications to City -owned property, allow for the installation of updated automatic doorways and for entryways to adhere to the standards set forth in the Americans With Disabilites Act. The bid was advertised in the Fort Worth Star -Telegram beginning on May 10, 2023, May 17, 2023, and May 24, 2023. The City received two (2) responses. The bids were evaluated using the best value criteria. An evaluation panel consisting of representatives from the Aviation Department, Property Management Department, and Parks and Recreation Department 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. No guarantee was made that a specific amount of services would be purchased. Bidder Evaluation Factors a b c d Total Score Southern Automation, LLC 17.50 9.33 4.67 35.00 66.50 Door Control Services, A DH Pace Company, Inc. 16.33 [9.3]3HH 44.52 Best Value Criteria: a. Contractors Experience and References b. Contractors availability of resources to provide services c. Extent to which the services meet the City's needs. d. Cost of Service After evaluation, the panel concluded that Southern Automation, LLC presented the best value to the City. Therefore, the panel recommends that Council authorize a purchase agreement for automatic door installation and repair services to Southern Automation, LLC. Staff certifies that the recommended vendor met the bid specifications. The maximum amount allowed under this agreement will be $186,584.00; however, the actual amount will be based on the needs of the departments and available budgets. fDepartment Budgeted Amount l Water Department $86,000.00 Public Events $50,000.00 Property Management Department $30,584.00 Aviation Department $10,000.00 Parks and Recreation $10,000.00 DVIN: A waiver of the goal for Business Equity subcontracting requirements was requested, and approved by the DVIN, in accordance with the applicable 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, automatic, 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 funds are available in the current operating budget, as previously appropriated, in the participating departments' Operating Funds to support the approval of the above recommendation and execution of the agreement. Prior to any expenditure being incurred, the participating departments have the responsibility to validate the availability of funds. Submitted for City Manager's Office bv: Reginald Zeno Dana Burghdoff Originating Business Unit Head: Reginald Zeno Chris Harder Additional Information Contact: Jo Ann Gunn Christopher Ha 8517 8018 8517 5020 8525 8066 FORTWORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Southern Automation, LLC Subject of the Agreement Automatic Door Installation & Repair Services M&C Approved by the Council? * Yes Z No ❑ If so, the AM 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 2 If only specific infornnation is Confidential, please list what information is Confidential and the page it is located. Effective Date: 7/17/2026 If different fr-orn the approval date. Expiration Date: 7/16/2027 If applicable. Is a 1295 Form required? * Yes ❑ No ❑✓ *If so, please ensure it is attached to the approving NI&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 0 No ❑ Contacts 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 inrformation is required and if the hrformation is not provided, the contract i-vill be returned to the department,