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HomeMy WebLinkAbout063730-R1 - General - Contract - Superior Fiber & Data Services, Inc.CSC No. 63730-R1 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE July 29, 2026 Superior Fiber & Data Services, Inc. Attn: Authorized Signer 1711 Briercroft Court Suite 154 Carrollton, TX 75006 Re: Contract Renewal Notice City Secretary Contract No. 63730 (the "Contract") Renewal Term No. 1 of 4, October 1, 2026 to September 30, 2027 The above referenced Contract with the City of Fort Worth expires on September 30, 2026 (the "Expiration Date"). Pursuant to the Contract, 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 your quote for charges for the new renewal term, and current insurance certificate, to the address set forth below, acknowledging receipt of the Contract Renewal Notice. To ensure that your company information is correct and up-to-date, please log onto PeopleSoft Purchasing at https://www.fortworthtexas.gov/departments/finance/Turchasing. If you have any questions concerning this Contract Renewal Notice, please contact us at the email address listed below. Sincerely, City of Fort Worth IT Solutions I Finance I Contracts 100 Fort Worth Trail Fort Worth, TX, 76102 zz IT_ Finance _ Contractskfortworthtexas.gov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Pagel of 2 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: AM--M&— By: Dianna Giordano (Jul 30, 2026 17:26:48 CDT) Name: Dianna Giordano Title: Assistant City Manager Date: 07/30/2026 Superior Fiber & Data Services, Inc. By: -- Name: p o Title: a a'Hoo f Date: Zf!o CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: By S.7rotter ffor K.GunN (Jul 31jo,�26 14:19:10 GQr) Name: Kevin Gunn Title: Director, IT Solutions Approved as to Form and Legality By: Name Title: CZd e g iara (Jul 30, 2026 14:42:40 CDT) Candace Pagliara Sr. Assistant City Attorney 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: 9 �'V Name: Jason Lyssy Title: Sr. IT Solutions Manager City Secretary: By: Contract Authorization: Name: M&C: 25-0507 Title: Approval Date: 06/10/2025 Form 1295:2025-1284473 K tom& Jannette Goodall City Secretary ,o•OO�FORT°IlL v F,00a000,,!j%00p �e avo �=a O�01 Q*' *A a4, o 4 n�p°gao OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 7/10/25, 3:55 PM M&C Review Official site of the City of Fort Worth, Texas ACITY COUNCIL AGEND FORTWORTH Create New From This M&C REFERENCE **M&C 25- 13PRFP 25-0056 DATE: 6/10/2025 NO.: 0507 LOG NAME: STRUCTURED CABLING EC ITS CODE: G TYPE: CONSENT PUBLIC NO HEARING: SUBJECT. (ALL) Authorize the Execution of Non -Exclusive Agreements with Superior Fiber & Data Services, Inc. and Able Communications, Inc. to Provide Structured Cabling Materials and Services in a Combined Annual Amount Up to $1,500,000.00 for the Initial Term and Authorize Four One -Year Renewal Options for the Same Annual Amount for the Information Technology Solutions Department (2022 Bond Program) RECOMMENDATION: It is recommended that the City Council authorize the execution of non-exclusive agreements with Superior Fiber & Data Services, Inc. and Able Communications, Inc. to provide structured cabling materials and services in a combined annual amount up to $1,500,000.00 for the initial term and authorize four one-year renewal options for the same annual amount for the Information Technology Solutions Department. DISCUSSION: The purpose of this Mayor & Council Communication (M&C) is to authorize the execution of annual agreements with Superior Fiber and Data Services, Inc. and Able Communications, Inc. to provide structured cabling materials, such as fiber optic cable, wall plates, mounting boxes, etc. and installation services for the Information Technology Solutions (ITS) Department. These products and services will be used to upgrade existing fiber optic data and voice transmission cabling to current generation technology and to provide fiber optic cabling where it is not currently in place. The Request for Proposal (RFP) was advertised in the Fort Worth Star -Telegram on January 8, 2025, January 15, 2025, January 22, 2025, and January 29, 2025. The City received seven (7) responses. AAA Data Communications, Inc. does not possess the necessary Manufacturer Certification required by the solicitation and was therefore deemed non -responsive. An evaluation panel consisting of members of the ITS Department and the Water Department 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: To propose S pu erior Fiber and Data Services, Inc. Able Communications, Inc. Network Cabling Services, Inc. Real Network Services, — FlexSoly Networks, Inc. Inc.— Evaluation Factors Total Rank a F—b c d 36.00 24 00 8.50 15.53 84.03 1 32.00 24.00 9.00 17.95 82.95 2 32.00 22.50 8.50 18.31 81.31 3 32.00 22.50 4.50 20.00 79.00 4 22.00 18.00 4.50 11.85 56.35 5 Lynk Automation, LLC � 10.00 16.50 4.50 * Lynk Automation, LLC failed to achieve 50\% of the technical points (minimum of 40 required) required to proceed and did not receive cost of service points, a total score, or a ranking. apps.cfwnet.org/counciI_packet/mc_review.asp? I D=33368&counciIdate=6/10/2025 1 /3 7/10/25, 3:55 PM Best Value Criteria: M&C Review a) Manufacturer Certifications b) Government/Educational/Medical Experience and References c) Financial Stability and Ability to Obtain Insurance and Bonding d) Cost of Services After evaluation, the panel concluded that Superior Fiber and Data Services, Inc. and Able Communications, Inc. presented the best value to the City. Therefore, the panel recommends that City Council authorize non-exclusive agreements with Superior Fiber and Data Services, Inc. and Able Communications, Inc. No guarantee was made that a specific amount of these services would be purchased. Staff certifies that the recommended vendors' bids met specifications This project is included in the 2022 Bond Program. The City's Extendable Commercial Paper (ECP) (M&C 22-0607; Ordinance 25675-08-2022) provides liquidity to support the appropriation. Available resources will be used to actually make any interim progress payments until debt is issued. Once debt associated with a project is sold, debt proceeds will reimburse the interim financing source in accordance with the statement expressing official Intent to Reimburse that was adopted as part of the ordinance canvassing the bond election (Ordinance 25515-05-2022). FUNDING: The maximum amount allowed under this agreement will be up to $1,500,000.00; however, the actual amount used will be based on the needs of the department and available budget. Funding is budgeted in the 2018 Bond Program, 2022 Bond Program and the ITS Capital Funds for the ITS Department. DVIN-BE: The Business Equity Division placed a 9.2\% business equity goal on this solicitation/contract. Able Communications, Inc. will be exceeding the goal at 100\% as a Business Equity Prime and self - performing the scope of the services, meeting the City's Business Equity Ordinance. Any changes in subcontractors will be reviewed by the Business Equity Division. Superior Fiber & Data Services, Inc. will be exceeding the goal at 40\% as a Business Equity Prime and self -performing the scope of the services, meeting the City's Business Equity Ordinance. Any changes in subcontractors will be reviewed by the Business Equity Division. 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. 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 up to four (4) additional, one-year terms. This action does not require specific City Council approval provided the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. These projects will serve ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current capital budget, as previously appropriated, in the 2018 Bond Program Fund for the Northwest Community Center project, ITS Capital Fund for the FY25 Network Refresh project and 2022 Bond Program Fund for the 2022 Bond Fire Station CC and PD Northwest Patrol Division projects to support the approval of the above recommendation and award of the contracts. Prior to any expenditure being incurred, the Information Technology Solutions Department has the responsibility to validate the availability of funds. BQN\\ TO Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) a pps.cfwnet.org/counci I_packet/mc_review.asp? I D=33368&counci (date=6/10/2025 2/3 7/10/25, 3:55 PM M&C Review FROM Fund Department Account Project Program Activity Budget Reference # Amount ID I ID I I Year I (Chartfield 2) Submitted for City Manager's Office by. Originating Department Head: Additional Information Contact: Reginald Zeno (8517) Dianna Giordano (7783) Reginald Zeno (8517) Kevin Gunn (2015) Brandy Hazel (8087) Eugene Chandler (2057) ATTACHMENTS 1295 Form Superior Fiber & Data, Inc..pdf (CFW Internal) 13PRFP 25-0056 STRUCTURED CABLING EC ITS funds avail.pdf (CFW Internal) 25-0056 (RFP Restructured Cabling)CM-NS.pdf (CFW Internal) ABLE Communications, Inc. SOS.pdf (CFW Internal) FID Table RFP Structured Cabling.xlsx (CFW Internal) Form 1295 Certificate 2025-1285982 RFP 25-0056 executed by ABLe.pdf (CFW Internal) SAM.gov Superior Fiber & Data Services, Inc..pdf (CFW Internal) SAM.gov ABle Communications, Inc..pdf (CFW Internal) Superior Fiber & Data Services, Inc. SOS.pdf (CFW Internal) apps.cfwnet.org/counciI_packet/mc_review.asp? I D=33368&counciIdate=6/10/2025 3/3 FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Superior Fiber & Data Services, Inc. Subject of the Agreement: First Renewal to CSC 63730 of Superior Fiber & Data Services, Inc. M&C Approved by the Council? * Yes 0 No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No 0 63730-Rl If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 0 If unsure, see backpage for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No 0 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: If different from the approval date. Expiration Date: September 30, 2027 If applicable. Is a 1295 Form required? * Yes 0 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 0 No ❑ Contracts need to be routed for CSO processing in the followingorder: rder: 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.