HomeMy WebLinkAbout2021/03/02-Attachments-M&C 21-0143City of Fort Worth, Texas
Mayor and Council Communication
DATE: 03/02/21 M&C FILE NUMBER: M&C 21-0143
LOG NAME: 13PAMEND P-12288 VEHICLE RENTAL LSJ
SUBJECT
(ALL) Authorize Amendment to Existing Purchase Agreement with EAN Holdings, LLC for Vehicle Rentals in an Annual Amount Up to
$1,000,000.00 Using a Tarrant County Cooperative Contract for All City Departments
RECOMMENDATION:
It is recommended that the City Council authorize an amendment to the existing purchase agreement with EAN Holdings, LLC for vehicle rentals in
an annual amount up to to $1,000,000.00 using Tarrant County Cooperative Contract No. 2020-166 for City departments with renewal options in
accordance with Tarrant County Cooperative Contract No. 2020-166 or applicable successive Tarrant County Cooperative contracts for the same
services.
DISCUSSION:
On December 11, 2018, the City Council approved Mayor and Council Communication (M&C) P-12288, authorizing agreements with EAN
Holdings, LLC for vehicle rentals using a Tarrant County Cooperative Contract for an annual amount up to $300,000.00. Staff is now requesting
authorization to amend the existing purchase agreements to increase the annual amount by an additional $700,000.00, for a total amount not to
exceed to $1,000,000.00. The increase is required due to the need for manual meter reading by Water Department staff until manual reading is
phased out.
City departments will use this agreement for the rental of various types, sizes, makes and models of automobiles, sport utility vehicles, vans and
pickup trucks. Vehicles will be used by staff traveling to conduct official City business in -town and out-of-town. The City will have the ability to select
vehicles that best fit the needs for the assigned duties.
M/WBE OFFICE — A MBE/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity.
COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a cooperative purchasing agreement
satisfies state laws requiring that the local government seek competitive bids for purchase of the item. Tarrant County cooperative contracts have
been competitively bid to increase and simplify the purchasing power of government entities.
PRICE ANALYSIS - The unit prices range from 15 percent higher to 15 percent lower than the unit prices in the current agreement awarded in
2020. No guarantee was made that a specific amount of services would be purchased. Staff certified that the prices offered are fair and
reasonable.
ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager in the amount up to the
amount allowed by relevant law and the Fort Worth City Code does not require specific City Council approval as long as sufficient funds have been
appropriated.
AGREEMENT TERM - Upon City Council's approval, this agreement shall begin on March 2, 2021 and expire on September 26, 2021 to coincide
with the Tarrant County contract.
RENEWAL OPTIONS -This agreement may be renewed in accordance with the terms and conditions of Tarrant County Contract No. 2020-166 or
applicable successive Tarrant County contracts for the same services at the City's option. This action does not require specific City Council
approval provided that City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal terms.
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 amendment to the purchase 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 by: Jay Chapa 5804
Originating Business Unit Head:
Additional Information Contact:
Dana Burghdoff
8108
Reginald Zeno
8517
Steve Cooke
5134
Cynthia Garcia
8525
LaKita Slack -Johnson 8314