HomeMy WebLinkAboutContract 59099-R1CSC No. 59099-R1
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
January 30, 2024
Wildfire Truck and Equipment Sales Ltd.
Attn: Cheryl Redden
5313 Big Six Street
Alvarado, TX 76009
Re: Contract Renewal Notice
Bid No.ITB 23-0001 CSCO No. 59099 (the "Contract")
Renewal Term No. 1: March 23, 2024 to March 22, 2025
The above referenced Contract with the City of Fort Worth expires on March 22, 2024 (the
"Expiration Date"). Pursuant to the Contract, the Contract may be renewed under the same terms
and conditions. 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 httn://fortworthtexas.2ov/purchasin2 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,
Megan Fowler
Sr. Contract Compliance Specialist
City of Fort Worth, Property Management Department
(817) 392-8538
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 1 of 2
ACCEPTED AND AGREED:
CITY OF FORT WORTH
Dana Ewah6f
By: Dana Burghdoff (Feb `r2024104CST)
Name: Dana Burghdoff
Title: Assistant City Manager
APPROVAL RECOMMENDED:
By: �74d'—
Name: Marilyn Marvin
Title: Interim Property Management Director
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By:
Name: Jannette S. Goodall
Title: City Secretary
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By:
Title: ivzlw� �
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: Denise Garcia (FjO6 1, 202412:28 CST)
Name: Denise Garcia
Title: Purchasing Manager
APPROVED AS TO FORM AND LEGALITY:
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By:
Name: Jessika Williams
Title: Assistant City Attorney I
CONTRACT AUTHORIZATION:
M&C: 23-0067
M&C Approved: February 14, 2023
Form 1295 Certification No.: 2022-966320
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2 of 2
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 02/14/23 M&C FILE NUMBER: M&C 23-0067
LOG NAME: 13P ITB 23-0001 LIGHT/HEAVY DUTY VEHICLE REPAIRS SVS TD PMD
SUBJECT
(ALL) Authorize Non -Exclusive Purchase Agreements with Autonation Chevrolet, Autonation Ford, Bruce Lowrie Chevrolet, Buck's Wheel &
Equipment Co., CLS Sewer Equipment Co. Inc, Industrial Power LLC, Kirby -Smith Machinery, Landmark Equipment Co., RDO Equipment
Company, Stewart & Stevenson, Texan Waste Equipment dba Heil of Texas, and WildFire Truck Equipment Sales LTD, for Heavy and Light Duty,
Marine and Turf Vehicle Repairs for the Property Management Department for a Combined Annual Amount Up to $2,000,000.00 for the Initial Term
and Authorize Four One -Year Renewal Options for the Same Annual Amount
RECOMMENDATION:
It is recommended that the City Council authorize non-exclusive purchase agreements with Autonation Chevrolet, Autonation Ford, Bruce Lowrie
Chevrolet, Buck's Wheel & Equipment Co., CLS Sewer Equipment Co. Inc, Industrial Power LLC, Kirby -Smith Machinery, Landmark Equipment
Co., RDO Equipment Company, Stewart & Stevenson, Texan Waste Equipment dba Heil of Texas, and WildFire Truck Equipment Sales LTD, for
heavy and light duty, marine and turf vehicle repairs for the Property Management Department for a combined annual amount up to $2,000,000.00
for the initial term and authorize four one-year renewal options for the same annual amount.
DISCUSSION:
The Property Management (Fleet) Department approached the Purchasing Division for assistance with securing an annual agreement for repair
services of City -owned heavy and light duty, marine, and turf vehicles for the Property Management Department on an "as needed" basis. In order
to procure these services, purchasing staff issued Invitation to Bid (ITB) No. 23-0001. The ITB included detailed specifications describing the
requirements for light and heavy duty vehicle repairs and services.
The ITB was advertised in the Fort Worth Star -Telegram on October 30, 2022, November 2, 2022, November 9, 2022, November 16, 2022,
November 23, 2022, and November 30, 2022. Twelve responses were received.
An evaluation panel consisting of representatives from the Property Management and Code Compliance Departments evaluated and scored the
responses using Best Value criteria. The individual scores were averaged for each of the criteria and the final scores are listed in the table below.
Bidders
jAutonation Chevrolet
lAutonation Ford
(Bruce Lowrie Chevrolet
Buck's Wheel & Equipment Co.
(CLS Sewer Equipment Co. Inc
Industrial Power LLC
(Kirby -Smith Machinery
(Landmark Equipment Co
IRDO Equipment Company
Stewart & Stevenson
(Texan Waste Equipment dba Heil of Texas
(WildFire Truck Equipment Sales LTD
Evaluation Criteria
a I b c I d I
e
Total
5 15.33 5.33 10.67
7.5
33.83
5 1 5 5 10
7.5
32.50
6.3316.331 5 11.33
8
137.00
6 6.33 5.33 10
9
36.67
5 5 4.67 10
8
32.67
6.33 6.33 5.33 14
10
42.00
5.57 6 4 13.33
7.50
36.50
5 6 5.33 8.67
8
33.00
5.67 6 5 11.33 8 36.00
6 6.67 5.67 12.67 9 40.00
5 5.33 4.33I 10 I 8 132.67
15.33 6 5.67 1 10 17.5 134.50
Best Value criteria:
(a) Contractor's qualification;
(b) Contractor's experience;
(c) Contractor's references;
(d) Contractor's availability of resources (personnel)
(e) Contractor's approach to perform services
After evaluation, the panel concluded that Autonation Chevrolet, Autonation Ford, Bruce Lowrie Chevrolet, Buck's Wheel & Equipment Co., CLS
Sewer Equipment Co. Inc, Heil of Texas, Industrial Power LLC, Kirby -Smith Machinery, Landmark Equipment Co., RDO Equipment Company,
Stewart & Stevenson, and WildFire Truck Equipment Sales LTD presented the best value to the City and therefore, recommends that Council
authorize non-exclusive agreements with these vendors. Under these non-exclusive agreements, the department will order services according to
the lowest cost and availability. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the
recommended vendors' bids met specifications.
Funding is budgeted in the Fleet Service Outside Rep & Maint account of the Property Managment Department's Fleet & Equipment Sery Fund,
as appropriated.
DIVERSITY AND INCLUSION (DVIN) - A waiver of the goal for Business Equity subcontracting requirement is approved by the DVIN-BE, in
accordance with the Business Equity Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier
opportunities are negligible.
AGREEMENT TERMS - Upon City Council approval, this agreement shall begin upon execution and expire one year from that date.
RENEWAL TERMS -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.
ADMINISTRATIVE CHANGE ORDERS - In addition, 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.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendation, funds are available in the current operating budget, as
previously appropriated, in the Fleet & Equipment Sery Fund. Prior to an expenditure being incurred, the Property Management Department has
the responsibility to validate the availability of funds.
Submitted for Citv Manaaer's Office bv: Reginald Zeno 8517
Dana Burghdoff 8018
Oriainatina Business Unit Head: Anthony Rousseau 8338
Steve Cooke 5134
Additional Information Contact: Anthony Rousseau 8338
Taylor Dean 7648