HomeMy WebLinkAboutContract 56765-R2CSC No. ____________
Contract Renewal Page 1 of 2
CITY OF FORT WORTH
REQUEST TO EXERCISE RENEWAL OPTION
November 13, 2023
Pitney Bowes, Inc
Attn: Roger Donohue
3001 Summer Street
Stamford, CT 06905
Re: Contract Renewal Notice
Contract No. CSC No. 56765 (the “Contract”)
Renewal Term No. 2: November 30, 2023 to November 29, 2024
The above referenced Contract with the City of Fort Worth expires on November 29, 2023
(the “Expiration Date”). Pursuant to the Contract, 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 (1) 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 (1) 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,
Michelle Green
Administrative Services Coordinator
817-392-2058
CSC No. ____________
Contract Renewal Page 2 of 2
ACCEPTED AND AGREED:
CITY OF FORT WORTH
By: ___________________________
Name: Reggie Zeno
Title: Chief Financial Officer
APPROVAL RECOMMENDED:
By: ______________________________
Name: Jo Gunn
Title: Assistant Finance Director
ATTEST:
By: ______________________________
Name: Jannette Goodall
Title: City Secretary
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: Michelle Green
Title: Administrative Services Coordinator
APPROVED AS TO FORM AND
LEGALITY:
By: ______________________________
Name: Jessika Williams
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 21-0888
Date Approved: 11/30/2021
Form 1295 Certification No.: N/A
Pitney Bowes, Inc
By:
Name: Roger Donohue
Title: Operations Manager
Official site of the City of Fort Worth, Texas
CITY COUNCIL AGENDA
Create New From This M&C
DATE:11/30/2021 REFERENCE
NO.:
**M&C 21-
0888 LOG NAME:
13P MAILROOM
EQUIPMENT LEASE MG
FMS
CODE:P TYPE:CONSENT PUBLIC
HEARING:NO
SUBJECT: (ALL) Authorize Agreement with Pitney Bowes, Inc., Using BuyBoard Cooperative
Agreement 576-18 for the Lease of Mail-Processing Equipment for the Financial
Management Services Department in an Annual Amount of $46,364.64 for a Total
Amount Up to $231,823.20 for the Five-Year Term
RECOMMENDATION:
It is recommended that the City Council authorize an agreement with Pitney Bowes, Inc., using
BuyBoard cooperative agreement 576-18 for the lease of mail-processing equipment for the Financial
Management Services Department in an annual amount of $46,364.64 for a total amount up to
$231,823.20 for the five-year term.
DISCUSSION:
With this Mayor and Council Communication (M&C), Council will authorize the Financial Management
Services Department to enter into a five year term agreement to lease mailroom equipment using
BuyBoard cooperative agreement 576-18. This equipment is used to process, insert, weigh, meter
and seal certified mail, correspondence, citations, zoning notices and code violations. Each year the
City of Fort Worth (City) processes approximately one million pieces of mail generated by
departments. Pitney Bowes Inc., will be responsible for the maintenance and upgrades to the leased
mail-processing equipment. The annual cost of the lease agreement will be $46,364.64, to be paid
quarterly at a cost of $11,591.16. The total cost of the five year lease will be $231,823.20. This is a
total savings of $4,915.80 from the previous lease agreement.
COOPERATIVE PURCHASE - 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 purchase of the item. BuyBoard contracts are competitively bid to increase and
simplify the purchasing power of government entities across the State of Texas.
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.
BUSINESS EQUITY - A goal is not assigned when purchasing from an approved purchasing
cooperative or public entity.
AGREEMENT TERM - Upon City Council's approval, the term of the Agreement will be for one five-
year term with no options to renew.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as
previously appropriated, in the General Fund to support the approval of the above recommendations
and award of the contract. Prior to any expenditure being incurred, the Financial Management
Services Department has the responsibility to validate the availability of funds.
BQN\\
Page 1 of 2M&C Review
10/31/2023http://apps.cfwnet.org/council_packet/mc_review.asp?ID=29436&councildate=11/30/2021
Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount
Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount
TO
FROM
Submitted for City Manager's Office by:Jay Chapa (5804)
Originating Department Head:Reginald Zeno (8517)
Additional Information Contact:Cynthia Garcia (8525)
Michelle Green (2058)
ATTACHMENTS
Funds Availability_Mailroom Equipment Lease.pdf (CFW Internal)
Mailroom FID Table.xlsx (CFW Internal)
Pitney Bowes Inc.pdf (CFW Internal)
Page 2 of 2M&C Review
10/31/2023http://apps.cfwnet.org/council_packet/mc_review.asp?ID=29436&councildate=11/30/2021