HomeMy WebLinkAboutContract 53554-R1 CSC No. 53554-R1
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
October 14, 2020
Holt Texas, LTD.
Attn: Angela Graf
5665 Southeast Loop 410
San Antonio, TX 78222
Re: Contract Renewal Notice
Contract No. 53554 (the "Contract")
Renewal Term No. 1: December 3, 2020 to December 2, 2021
The above referenced Contract with the City of Fort Worth expires on December 2, 2020
(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 a copy of your current insurance certificate, to the
address set forth below, acknowledging receipt of the Contract Renewal Notice. Failure to
provide a signed acknowledgment does not affect the renewal.
Please log onto PeopleSoft Purchasing at http://fortworthtexas.gov/purchasing_to insure
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,
City of Fort Worth, Property Management Department
Sr. Contract Compliance Specialist
(817) 392-6645
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
Contract Renewal Pagel of 2
ACCEPTED AND AGREED:
CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the
person responsible for the monitoring and
Dam 8u"�� administration of this contract, including
By: Dana Burghdoffc v20,2 1028CST) ensuring all performance and reporting
Name: Dana Burghdoff requirements.
Title: Assistant City Manager
Nan ff Shuror
By: Alan H.Shuror(Nov 18,2020 07:08 CST)
APPROVAL RECOMMENDED: Name: Alan Shuror
Title: Sr. Administrative Services Manager
APPROVED AS TO FORM AND
By: Steve Cooke(Nov 18,2020 08:33 CST) LEGALITY:
Name: Steve Cooke
Title: Property Management Director
p`F FORt4 as �l�%Jf,Df�Ll2�/�11J��%GI
ATTEST: p��o°° °o6 By: 'Christopher A stria(Nov 19,202011:40 CST)
p~a °-�o Name: Christopher Austria
Po o o*dd Title: Assistant City Attorney
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By: U CONTRACT AUTHORIZATION:
Name: Mary Kayser M&C: 20-0078
Title: City Secretary Date Approved: 02/18/2020
Form 1295 Certification No.: 2019-567648
Holt Texas, LTD.
By:
Angelt6 M.Graf(Nov 17 2020 1:48 CST)
Name: Angela M.Graf
Title: Contract Supervisor
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
Contract Renewal Page 2 of 2
City of Fort Worth, Texas
Mayor and Council Communication
DATE: Tuesday, February 18, 2020 REFERENCE NO.: **M&C 20-0078
LOG NAME: 13PSS 5204 HOLT CAT REPAIRS AND SVS
SUBJECT:
Authorize Sole Source Purchase Agreement with Holt Texas, Ltd. d/b/a Holt Cat for Original Equipment
Manufacturer Caterpillar Heavy Equipment Parts and Repairs in an Amount Up to $500,000.00 Per
Year for the Property Management Department (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize a sole source purchase agreement with Holt Texas,
Ltd. d/b/a Holt Cat for original equipment manufacturer Caterpillar heavy equipment parts and repairs in
an amount up to $500,000.00 per year with four one-year renewal options for the Property Management
Department.
DISCUSSION:
The Property Management Department (PMD) approached the Purchasing Division for assistance in
obtaining replacement parts and services to maintain City owned Caterpillar equipment. Holt Texas,
Ltd. d/b/a Holt Cat is the authorized service facility for Caterpillar maintenance, service repairs and original
equipment manufacturer (OEM) replacement parts. The City of Fort Worth has approximately 137 active
units which includes off-road equipment such as tractors, backhoes, skid steer loaders, tracked
excavators as well as tub grinder/mulcher, and fire apparatus that range in age of from 1975 to 2018.
Caterpillar offers OEM parts needed to have equipment to work to its full potential and road calls for hours
of operation and afterhours.
Staff reviewed the prices and determined them to be fair and reasonable. No guarantee was made that a
specific amount of goods and services would be purchased. The City anticipates spending approximately
$271,000.00 during the first Agreement period. However, the annual amount of$500,000.00 provides an
adequate amount of funds for repairs and service needed for city equipment. Warranty is only a
percentage of services provided software, diagnose equipment and Caterpillar knowledge not available to
the public.
M/WBE OFFICE -A waiver of the goal for MBE/SBE subcontracting requirements was requested by the
Purchasing Division and approved by the M/WBE Office, in accordance with the M/WBE or BDE
Ordinance, because the M/WBE Waiver is based on the sole source information provided to the M/WBE
Office by the Purchasing Division Buyer.
This procurement is exempted from the competitive bidding requirements as provided for under Section
252.022(7) of the Texas Local Government Code because, Holt Texas Ltd. d/b/a Holt Cat is the
documented sole source original equipment manufacturer Caterpillar heavy equipment parts, repairs and
maintenance services for Holt Cat Equipment.
ADMINISTRATIVE CHANGE ORDER-An administrative change order or increase may be made by the
City Manager in the amount up to $50,000.00 and does not require specific City Council approval as long
as sufficient funds have been appropriated.
Upon City Council approval, the Agreement shall begin upon execution of the Agreement and expire
Logname: 13PSS 5204 HOLT CAT REPAIRS AND SVS Page I of 2
one year from that date.
RENEWAL OPTIONS - This Agreement may be renewed for four additional one-year renewal
periods. 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.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendation and award of the
contract, funds are available in the current operating budget, as appropriated, in the General Fund. Prior
to any expenditure being incurred, the Property Management Department has the responsibility to validate
the availability of funds.
BQN\\
FUND IDENTIFIERS (FIDs):
TO
Fund Department Account t Project Program ctivity Budget Reference # ff�j
ID ID Year I (Chartfield 2)
FROM
Fund Department ccoun Project Program ctiiviityl Budget Reference # moun
ID ID Year (Chartfield 2)
CERTIFICATIONS:
Submitted for City Manager's Office by: Kevin Gunn (2015)
Steve Cooke (8134)
Originating Department Head: Reginald Zeno (8517)
Cynthia Garcia (8525)
Additional Information Contact: LaKita Slack-Johnson (8314)
ATTACHMENTS
1. 60101 Funding Availability.PNG (CFW Internal)
2. FID table corrected HOLT CAT.xlsx (CFW Internal)
3. FID TABLE HOLT CAT.xlsx (CFW Internal)
4. Holt 1295.pdf (CFW Internal)
5. HOLT SAMS.pdf (CFW Internal)
6. Sole Source Approved Waiver.pdf (CFW Internal)
7. Sole Source Documentation Holt Cat.pdf (Public)
Logname: 13PSS 5204 HOLT CAT REPAIRS AND SVS Page 2 of 2