HomeMy WebLinkAboutContract 53554-R2A2 CSC No. 53554-R2A2
RENEWAL 2 AND AMENDMENT 2 TO CITY OF FORT WORTH CONTRACT 53554
BETWEEN THE CITY OF FORT WORTH AND HOLT TEXAS, LTD
This Second Contract Renewal and Second Amendment Agreement (the "Agreement") is made
and entered into by and between the City of Fort Worth, a home-rule municipal corporation of the
State of Texas, (hereinafter referred to as the "City"), acting by and through Dana Burgdhoff, its
duly authorized Assistant City Manager, and Holt Texas, LTD (hereinafter referred to as the
"Vendor "), acting by and through its duly authorized. Each party shall be individual referred to
herein as Party and collectively as Parties.
RECITALS
WHEREAS, on or about December 3, 2019, City and Vendor entered into a Vendor
Services Agreement for servicing, repair and maintenance of the City's Caterpillar equipment,
City Secretary Office (CSO) Contract No. 53554 (the "Original Agreement"); and
WHEREAS, the initial term of the Original Agreement was from December 3, 2019 to
December 2, 2020 and could be renewed by sole option of the City;
WHEREAS, the Parties first amended the Original Agreement on or about June 2, 2020
to clarify the parts pricing applicable to the Agreement and provide the inclusion of freight charges
when necessary to have specific parts delivered to the City ("First Amendment");
WHEREAS, the Parties first renewed the Original Agreement on or about November 20,
2020 for a first renewal term to run from December 3, 2020 to December 2, 2021 ("First
Renewal");
WHEREAS,the Parties have continued to operate under the First Renewal since that time;
WHEREAS, Vendor's labor and service rates have increased as described in the Exhibit
B attached to this Agreement;
WHEREAS, the Parties both wish to renew the term of the Original Agreement for a
second renewal term to run from December 3, 2021 through December 2, 2022; and
WHEREAS,the Parties agree to amend the Original Agreement to reflect the increase in
Vendor's labor and service rates as described in the Exhibit B attached to this Agreement.
NOW THEREFORE City and Vendor do hereby agree to the following:
I.
RENEWAL OF AGREEMENT
1. The Original Agreement, as amended herein, is hereby renewed and extended for a second
renewal term commencing on December 3, 2021, and ending on December 2, 2022.
2na Renewal and 2na Amendment of CSC 53554 OFFICIAL RECORD
CoFW and Holt,LTD
CITY SECRETARY
FT. WORTH, TX
II.
AMENDMENT TO AGREEMENT
The following terms are hereby amended to either replace any conflicting terms in the
Original Agreement or shall be added to the terms and shall be binding and enforceable as if they
were originally included therein and the amended agreement shall be referred to as the
Agreement in all future documents.
1. Exhibit B of the Original Agreement is hereby deleted and replaced with the Exhibit B
attached to this Agreement.
III.
ALL OTHER TERMS SHALL REMAIN THE SAME
All other provisions of the Original Agreement and the First Amendment which are not
expressly amended herein shall remain in full force and effect.
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2na Renewal and 2na Amendment of CSC 53554 Page 2 of 3
CoFW and Holt,LTD
IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective the
day the Assistant City Manager signs this Agreement.
CITY OF FORT WORTH:
CONTRACT COMPLIANCE
MANAGER:
pang Burghdoff By signing I acknowledge that I am the
B Dana Burghdoff ec27,202109:47 CST)
Y� person responsible for the monitoring and
Name: Dana Burghdoff administration of this contract, including
Title: Assistant City Manager ensuring all performance and reporting
Date: 12/27 ,2021 requirements.
APPROVAL RECOMMENDED:
B Chris I eans(Dec 1�2 CST)
Y�
Stele-Crrrre- Name: Chris Means
BY: Steve Cooke(Dec 20,2021 08:49 CST) Title: Assistant Director
Name: Steve Cooke
Title: Director of Property Management APPROVED AS TO FORM AND LEGALITY:
ATTEST:
By:
7Gl`I`IG��G d C7000��GG Name: Christopher Austria
BY: Jannette S.Goodall(Dec 28,202107:08 CST) Title: Assistant City Attorney
Name: Jannette Goodall gdovn�n�
Title: City Secretary oq�Fon),�aa CONTRACT AUTHORIZATION:
�p° °°�Y d
A.o °op dd M&C: 20-0078(2-18-20)
d�a ��d Form 1295: 2019-56-7648
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VENDOR:
HOLT TEXAS,LTD
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By: Ange a Graf(Dec 17,2d21 09:16 CST)
Name: Angela Graf
Title: Contract Supervsor
Date: December 17 2021
OFFICIAL RECORD
CITY SECRETARY
2nd Renewal and 2nd Amendment of CSC 53554 FT. WORTH, TX
CoFW and Holt,LTD
EXHIBIT B
cour
Fort Worth - Machine Division
549 W LOOP 820 NORTH
FORT WORTH, TX 76108
CITY OF FORT WORTH EQUIPMENT SERVICES DEPT
4100 COLUMBUS TRL
FORT WORTH 76133-7578
CUSTOMER NO. CONTACT PHONE NO. FAX NO. WORK ORDER
0441556
HOLT CANNOT CONTINUE THE CONTRACT PRICING FROM
2021 AND WILL NEED TO TAKE THE PRICING INCREASES
OUTLINED BELOW. WE REVIEW OUR LABOR AND TRAVEL
RATES YEARLY TO ENSURE WE CAN OFFER OUR CUSTOMERS
A COMPETITIVE RATE WHILE ENSURING WE ARE ABLE TO
RETAIN OUR TALENT AND SERVICE LEVELS. WITH THE
EVER-INCREASING COSTS DURING THE PANDEMIC, SUPPLY
CHAIN ISSUES, AND LABOR SHORTAGES WE HAVE TO
ADJUST OUR LABOR RATES TO ADDRESS THE CHALLENGES.
THIS WILL ALLOW US TO RETAIN OUR TECHNICAL TALENT
AND CONTINUE TO SERVE OUR CUSTOMERS AT A HIGH
LEVEL. I ENSURE YOU THIS WASN'T A SIMPLE OR
SHORT-SIGHTED DECISION BY OUR TEAM BUT IT IS A
NECESSARY INCREASE WITH ALL THE ABOVE FACTORS
CONSIDERED. WE DO APPRECIATE YOUR BUSINESS AND
LOOK FORWARD TO CONTINUING OUR PARTNERSHIP.
Item No Qty Description Unit Price Discount Ext Price
SHOP 1 EQUIPMENT REPAIR SHOP LABOR PER 150.00 0.00 150.00
HOUR
FIELD 1 EQUIPMENT REPAIR FIELD LABOR PER 175.00 0.00 175.00
HOUR
LUBE 1 LUBE SERVICES LABOR PER HOUR 125.00 0.00 125.00
PSDS 1 POWER SYSTEMS SHOP LABOR PER 187.50 0.00 187.50
HOUR
PSDF 1 POWER SYSTEMS FIELD LABOR PER 240.00 0.00 240.00
HOUR
WELD 1 WELDING LABOR IN SHOP PER HOUR 150.00 0.00 150.00
WELDF 1 WELDING LABOR IN FIELD PER HOUR 180.00 0.00 180.00
UC 1 UNDERCARRUAGE LABOR IN SHOP 140.00 0.00 140.00
PER HOUR
CITY OF FORT WORTH EQUIPMENT SERVICES DEPT 192158- 1 Page 2
UCF 1 UNDERCARRIAGE LABOR IN FIELD 180.00 0.00 180.00
PER HOUR
TRA 1 TRAVEL LABOR PER HOUR 90.00 0.00 90.00
TRAM 1 TRAVEL MILEAGE PER MILE 3.75 0.00 3.75
LUBEMILE 1 LUBE SERVICES TRAVEL TIME AND 5.50 0.00 5.50
MILEAGE
TRUCK 1 ON ROAD TRUCK SHOP LABOR PER 150.00 0.00 150.00
HOUR
TRUCKF 1 ONE ROAD TRUCK FIELD LABOR PER 160.00 0.00 160.00
HOUR
Additional Terms:
PARTS & FREIGHT
Parts All parts shall be at Vendors List Prices with no
discolint.
Freight City shall pay freight as agreed upon between City
and Vendor for specific items requiring freight
charges.
Thank you,
Matthew Davis
Product Support Sales Representative
549 W. Loop 820 N.
Fort Worth, Texas 76108
Cell: 817-874-8826
Matthew.DavisPHoltCat.com
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 -Project Program ctivity Budget Reference # mount
ID I ID Year I (Chartfield 2)
FROM
Fund Department ccoun Project Program ctivity 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