HomeMy WebLinkAboutContract 54929-R1 CSC No.54929-R1
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
October 20, 2021
EAN Holdings, LLC Dallas Fort Worth dba Enterprise Rent-A-Car
Attn: Christian Kaas
4201 State Highway 161 S.
Irving, TX 75038
Re: Contract Renewal Notice
Contract No. CSC No. 54929 (the "Contract")
Renewal Term No. 1: September 26, 2021 to September 25, 2022
The above referenced Contract with the City of Fort Worth expires on September 26, 2021.
Pursuant to the terms Contract, the Contract may be renewed by the mutual consent of the parties
for up to two (2) one-year renewal terms. This letter will memorialize the collective desire of the
parties to renew the Contract for its first(Ps renewal term,which will begin immediately after the
Expiration Date. All other terms and conditions of the Contract remain unchanged. Please return
this signed acknowledgement letter to the address set forth below acknowledging receipt of
the Contract Renewal Notice.
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.
T
' erely
a ilson, MCA, ECMCA
rac ervices Administrator
City of Fort Worth Water Department
200 Texas Street, Suite 2377
Fort Worth,TX 76102
(817) 392-8411 (office)
(817) 793-7793 (cell)
(817) 392-8195 (fax)
patty.wilsongfortworthtexas.gov
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
Contract Renewal Page 1 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 administration
Oana Bur hdoAc of this contract,including ensuring all
By: Dana Burghdoff Oct 21,202111:30 CDT) performance and reporting requirements.
Name: Dana Burghdoff
Title: Assistant City Manager
By: A
_
Name: Patty Wilson
APPROVAL RECOMMENDED: Title: Can Services Administrator
APPROVED AS TO FORM AND LEGALITY:
By: Christopher Ftarder(Oct 21,202107:25 CDT)
Name: Christopher Harder
Title: Water Department Director By:
dov�on
ATTEST: �pF FoRr�aa Name: Taylor Paris
��o°° °°° oado Title: Assistant City Attorney
°moo o
9 d
° o
o. =d CONTRACT AUTHORIZATION:
°° o° � M&C: P-12288
By. C C� a°��nEXA54Op Date Approved: 12/11/2018
Name: Ronald P.Gonzales
Title: Acting City Secretary Form 1295 Certification No.:2020-688657
EAN Holdings, dba Dallas Fort Worth
Enterprise Rent-A-Car
By:
Name: ChSistian Kaas
Title: Regional Manager
Date: 21)2
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
Contract Renewal Page 2 of 2
M&C Review Page I of 2
Official site of the City of Fort Worth,Te;q*
CITY COUNCIL AGENDA F0-a%m
COUNCIL ACTION: Approved on 12M1/2018
REFERENCE 13PSHORT AND LONG
DATE: 12/11/2018 NO.: P-12288 LOG NAME: TERM VEHICLE RENTAL
AWD
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: Authorize Purchase Agreement with EAN Holdings, LLC for Vehicle Rentals in an Annual
Amount Up to$300,000.00 Using a Tarrant County Cooperative Contract for All City
Departments(ALL COUNCIL DISTRICTS)
RECQMMENDATION•
It is recommended that the City Council authorize a Purchase Agreement with EAN Holdings, LLC for
vehicle rentals in an annual amount up to$300,000.00 using Tarrant County Cooperative Contract
No. 2018-185 for City departments with renewal options in accordance with Tarrant County
Cooperative Contract No.2018-185 or applicable successive Tarrant County Cooperative contracts
for the same services.
DISCUSSION:
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.
MM/BE 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 2017(M&C P-11990). 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$50,000.00 and 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 December 5,
2018 and expire on September 26,2019 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.2018-185 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 terns.
http://apps.cfwnet_org/councii_iar,ket(mc review-asp?ID=26498&wimcildat--12/11/2018 1/21/2021
M&C Review Page 2 of 2
FISCAL iNFORMATIONXERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budgets, as
appropriated, of the participating departments. Prior to an expenditure being made,the requesting
Department has the responsibility to validate the availability of funds.
BQN12018-1851AWD
TO
Fund Department Account P Dect Program Activity Budget Reference# Amount
ID Year Chartfield 2
FROM
Fund Department Account P%ect Program Activity Budget Reference## Amount
ID Year Chartfiield 2
Submitted for City Manager's Office by Susan Alanis(8180)
Originating Department Head: Kevin Gunn (8517)
Additional Information Contact: Cynthia Garcia (8525)
Anabelle Dunn (7648)
ATTACHMENTS
FAN 1295 Redacted.pdf
http://apps.cfwnet.org/council_packet/mc review.asp?IID=26498&councildate=12/11/2018 1/21/2021
City of Fort worth,Texas
Mayor and Council Communication
DATE: 03102111 MSC FILE NUMBER: M&C 2"143
LOG NAME: 13PAMEND P-12288 VEHICLE RENTAL LSJ
SUBJECT
(ALL)Authorize Amendment to Existing Purchase Agreement with EAN Holdings,LLC for Vehide 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 Tenant County Cooperative Contrail 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 amocmt up to M,000.00.Staff is new requesting
autilxizatlan to amend the existing purchase agreements to increase the annual amount by an additional SM,000.00,far 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 t ft agreement for the rental of various types,sizes,makes and models of automobiles,sport utility vehicies,vans and
pickup trucks.Vehicles will be used by staff traveling to conduct official City business in-town and out-of-tovm.The City will have the ability to select
vehicles that best fit the needs for the assigned duties.
MNVBE OFFICE—A MBEISBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity.
COOPERATIVE PURCHASE-State law provides that a local govemment 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 contrails have
been competitively bid to increase and simplify the purchasing power of government ent es.
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 flange 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 Councirs approval,this agreement shall begin on March 2,2021 and expire on September 28,2021 to coincide
with the Tarrant County contract.
RENEWAL OPTIONS Thtis agreement may be renewed in accordance with the terms and conditions of Tarrant County Contract No.2020-166 or
applicable sucoemw Tarrant County contracts ibr the same services at the Citfs option.This anion does not require specific City Council
approval promdod that City Council has appropriated sufficient fluids to satisfy the City's obligations during the renewal terms.
FISCAL INFORMATION 1 CERTIFICATION:
The Director of Finance ceffies that funds are available in the current operating budget,as previously appnopriated,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 ava€lablI ty of funds.
Jay Chapa 5804
Dana Burghdoff 8108
Orlginatfna Bualum Unit Nod- Reginald Zeno 8517
Steve Cooke 5134
Cynthia Garcia 8W5