Metroplex Power & Utility-4410-Specifications/PricingJennifer,
Please place this email in LF for contract 4410.
Thank you,
Karen E. Smith, A.P.P.
Assistant Purchasing Manager
City of Denton
Materials Management Department
901B Texas Street
Denton, TX 76209
P: 940-349-7100
F: 940-293-1837
www.dentonpurchasing.com <http://www.dentonpurchasing.com>
From: Smith, Karen E.
Sent: Wednesday, November 30, 2016 3:13 PM
To: Brock, Elton D <Elton.Brock@cityofdenton.com>
Cc: Heath, Brent A. <Brent.Heath@cityofdenton.com>; Dickinson, Mary E.
<Mary.Dickinson@cityofdenton.com>; Buck, Becky L.
<Becky.Buck@cityofdenton.com>; Sears, Chuck
<Chuck.Sears@cityofdenton.com>
Subject: FW: Retainage - Metroplex Power & Utility 4410 (PO 147505)
Elton,
I met with legal and Accounting regarding the retainage still being
held in JDE on PO 147505. Based upon our meeting today, we agreed that
we should release the retainage from JDE back into the City’s budget.
Below are the approvals from Harvey and John Knight. Details of the
findings and discussion are in the email string below.
I will place this email in laserfiche and attach to the PO should there
be any future issues or concerns.
Thank you,
Karen E. Smith, A.P.P.
Assistant Purchasing Manager
City of Denton
Materials Management Department
901B Texas Street
Denton, TX 76209
P: 940-349-7100
F: 940-293-1837
www.dentonpurchasing.com <http://www.dentonpurchasing.com>
From: Knight, John M.
Sent: Wednesday, November 30, 2016 2:44 PM
To: Smith, Karen E. <Karen.Smith@cityofdenton.com
<mailto:Karen.Smith@cityofdenton.com> >; Jarvis, Harvey R.
<Harvey.Jarvis@cityofdenton.com <mailto:Harvey.Jarvis@cityofdenton.com>
>
Subject: RE: Retainage - Metroplex Power & Utility 4410 (PO 147505)
I concur. Thanks.
From: Jarvis, Harvey R.
Sent: Wednesday, November 30, 2016 2:46 PM
To: Knight, John M. <John.Knight@cityofdenton.com
<mailto:John.Knight@cityofdenton.com> >; Smith, Karen E.
<Karen.Smith@cityofdenton.com <mailto:Karen.Smith@cityofdenton.com> >
Cc: Beard, Melanie D. <Melanie.Beard@cityofdenton.com
<mailto:Melanie.Beard@cityofdenton.com> >
Subject: RE: Retainage - Metroplex Power & Utility 4410 (PO 147505)
I am in agreement.
Harvey
From: Smith, Karen E.
Sent: Wednesday, November 30, 2016 2:18 PM
To: Knight, John M. <John.Knight@cityofdenton.com
<mailto:John.Knight@cityofdenton.com> >; Jarvis, Harvey R.
<Harvey.Jarvis@cityofdenton.com <mailto:Harvey.Jarvis@cityofdenton.com>
>
Subject: Retainage - Metroplex Power & Utility 4410 (PO 147505)
John/Harvey,
Thanks for meeting with me today to discuss contract 4410 (PO 147505)
with Metroplex.
This email string provides the details of the information that led us
up to our discussion. As shown below, JDE is indicating that we have
$14,054.42 retained for PO 147505. Based up on the information
provided, we all agreed that the retainage should be released and placed
back into the City’s budget.
Please acknowledge we are in agreement. Harvey’s team will then
attempt to release the retainage through JDE.
The acknowledgement emails from us will document the actions in the
contract file and be attached to the PO should there be a future claim
for this retained amount.
Thank you all!
Karen E. Smith, A.P.P.
Assistant Purchasing Manager
City of Denton
Materials Management Department
901B Texas Street
Denton, TX 76209
P: 940-349-7100
F: 940-293-1837
www.dentonpurchasing.com <http://www.dentonpurchasing.com>
From: Heath, Brent A.
Sent: Tuesday, October 25, 2016 11:44 AM
To: Smith, Karen E. <Karen.Smith@cityofdenton.com
<mailto:Karen.Smith@cityofdenton.com> >
Cc: Brock, Elton D <Elton.Brock@cityofdenton.com
<mailto:Elton.Brock@cityofdenton.com> >; Sears, Chuck
<Chuck.Sears@cityofdenton.com <mailto:Chuck.Sears@cityofdenton.com> >;
Dickinson, Mary E. <Mary.Dickinson@cityofdenton.com
<mailto:Mary.Dickinson@cityofdenton.com> >; Buck, Becky L.
<Becky.Buck@cityofdenton.com <mailto:Becky.Buck@cityofdenton.com> >
Subject: RE: Retainage - Metroplex Power & Utility 4410 (PO 147505)
Karen,
After Chuck Sears and I looked back through our emails, we were unable
to find any specific information related to concrete subcontractor used
on the 2009 Metroplex Project #4410.
The email string below it indicates that JDE reflects retainage in the
amount of $14,052.42 for purchase order 1475056. The project was for
our Jim Christal substation reconstruction.
Chuck and I believe that a former DME Engineering employee Caleb Gantz
whom handled all of the partial invoices and retainages for this
particular project may have had a note or files related to the why the
retainage amount of $14,052.42 was never paid; however, we have been
unable to locate any of that information these past few weeks.
Since All of the 2009 and 2010 substation construction work at Jim
Christal Substation has been completed in full for the last six years,
and since it does not appear that any requests have been received nor
any payments have been made since August 25, 2010; it is our
recommendation that PO 1475056 be canceled and the remaining unused CIP
bond funds no longer be encumbered.
If you have additional questions or come across any information that
helps resolve this outstanding issue please let us know.
Thanks!
Brent
Brent A. Heath, P.E.
Executive Manager Energy Delivery
Denton Municipal Electric
1701C Spencer Road
Denton, TX 76205
940-349-7180 W
940-595-0943 M
Brent.Heath@cityofdenton.com
This document and any attachments thereto may contain information that
is confidential, commercially-sensitive, proprietary, and/or public
power utility competitive and financial information in accordance with
the provisions of Texas Government Code, Section 552.101, 552.104,
552.110 and/or 552.133, and may be protected from required public
disclosure.
From: Brock, Elton D
Sent: Wednesday, October 05, 2016 1:44 PM
To: Dickinson, Mary E.
Cc: Buck, Becky L.; Heath, Brent A.; Smith, Karen E.; Lutrick, Chris P;
Sears, Chuck; Collister, Larry; Knight, John M.
Subject: RE: Retainage - Metroplex Power & Utility 4410 (PO 147505)
Mary,
Please see below investigation of the procurement file and sources we
could locate. As this occurred long ago, and the bonds are no longer
even effective, then the project should have been closed
administratively long ago. There is a process to do so – that was not
followed at the time.
The City will need to document the facts in the file to do so – as such
I am asking Brent Heath to have the employee at DME that was the
“project manager” to draft an email of the situation and send to
Materials Management and then I can seek authorization to close the
file, and then authorize closure of the open PO.
Legally, there is a possibility that the contractor could still sue the
City as the Council awarded a contract to them, so we must ensure the
issues are documented and corrected in the City’s files.
Elton
Elton D. Brock, MBA, CTPM, CTCM, C.P.M., CPSM
Manager, Materials Management and Purchasing
City of Denton
901B Texas Street
Denton, Texas 76209
940-349-7133
elton.brock@cityofdenton.com
From: Smith, Karen E.
Sent: Wednesday, October 05, 2016 1:32 PM
To: Brock, Elton D <Elton.Brock@cityofdenton.com
<mailto:Elton.Brock@cityofdenton.com> >
Cc: Dickinson, Mary E. <Mary.Dickinson@cityofdenton.com
<mailto:Mary.Dickinson@cityofdenton.com> >; Buck, Becky L.
<Becky.Buck@cityofdenton.com <mailto:Becky.Buck@cityofdenton.com> >
Subject: RE: Retainage - Metroplex Power & Utility 4410 (PO 147505)
Elton,
I looked, and all we have is an electronic file for this Bid 4410.
When I reviewed the materials on LF, there is no documentation to
support that the contractor walked off the job as indicated below. I am
not saying that they didn’t, it’s just that we have no documentation in
our file. There is one lien notice, by Tri-State, but there is no
documentation to support that the issue was resolved. I have attached
our file for your review.
I checked the Secretary of State website, and the firms with this name
are inactive:
Metroplex, Inc does not have a website. The phone number provided by
them in the documents (479.646.6624) in disconnected. While some
websites provide a contact name, the phone number, they don’t seem to be
the correct firm. For example, when I called one company, they are an
event planning company located in Arkansas (PH 479.636.5333).
The amount in JDE shows to be $14,054.42 as shown below:
Please let me know if I can provide any further details.
Karen E. Smith, A.P.P.
Assistant Purchasing Manager
City of Denton
Materials Management Department
901B Texas Street
Denton, TX 76209
P: 940-349-7100
F: 940-293-1837
www.dentonpurchasing.com <http://www.dentonpurchasing.com>
From: Brock, Elton D
Sent: Monday, October 03, 2016 3:00 PM
To: Dickinson, Mary E. <Mary.Dickinson@cityofdenton.com
<mailto:Mary.Dickinson@cityofdenton.com> >; Buck, Becky L.
<Becky.Buck@cityofdenton.com <mailto:Becky.Buck@cityofdenton.com> >
Cc: Smith, Karen E. <Karen.Smith@cityofdenton.com
<mailto:Karen.Smith@cityofdenton.com> >
Subject: RE: Retainage - Metroplex Power & Utility
Hello Mary,
I am copying Karen – on this email to assist in determining where we
are contractually.
We will research the procurement file and get back to you.
Elton
Elton D. Brock, MBA, CTPM, CTCM, C.P.M., CPSM
Manager, Materials Management and Purchasing
City of Denton
901B Texas Street
Denton, Texas 76209
940-349-7133
elton.brock@cityofdenton.com
From: Dickinson, Mary E.
Sent: Monday, October 03, 2016 2:46 PM
To: Brock, Elton D <Elton.Brock@cityofdenton.com
<mailto:Elton.Brock@cityofdenton.com> >; Buck, Becky L.
<Becky.Buck@cityofdenton.com <mailto:Becky.Buck@cityofdenton.com> >
Subject: FW: Retainage - Metroplex Power & Utility
Elton, Please see the below email. Becky talked to Cody about how to
proceed and he said we needed to get with you. What documentation do
you need to see for us to get this retainage released?
Thanks
Mary
This document and any attachments thereto may contain information that
is confidential, commercially-sensitive, proprietary, and/or public
power utility competitive and financial information in accordance with
the provisions of Texas Government Code, Section 552.101, 552.104,
552.110 and/or 552.133, and may be protected from required public
disclosure.
From: Buck, Becky L.
Sent: Monday, September 26, 2016 3:32 PM
To: Dickinson, Mary E. <Mary.Dickinson@cityofdenton.com
<mailto:Mary.Dickinson@cityofdenton.com> >
Subject: Retainage - Metroplex Power & Utility
Mary,
JDE reflects retainage in the amount of $14,052.42 for purchase order
1475056. The project was Jim Christal. There has not been any payments
made since August 25, 2010. Chris indicated that the contractor walked
off the job and it was completed by others per Chuck. He thinks the
company is out of business. Chris indicated the money was earned by
the contractor but they have not requested payment.
How should I handle? Should the amount be recorded as unclaimed
property? I am not sure that we should leave the liability in the
retainage account.
Becky Buck, CPA
Business Analyst
Denton Municipal Electric
940-349-7511
This document and any attachments thereto may contain information that
is confidential, commercially-sensitive, proprietary, and/or public
power utility competitive and financial information in accordance with
the provisions of Texas Government Code, Section 552.101, 552.104,
552.110 and/or 552.133, and may be protected from required public
disclosure.
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