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Home My WebLink AboutContract 59638-R1CSC No. 59638-R1 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION May 15, 2024 H&E Equipment Services, Inc. Attn: Toby Hawkins Address: 12997 N. Fwy Fort Worth, TX 76177 Re: Contract Renewal Notice — 1st Renewal Contract No. CSC No. 59638 Renewal Term: June 22, 2024 to June 21, 2025 Renewal Amount: $105,000.00 The above referenced Contract with the City of Fort Worth expires on June 22, 2024 (the "Expiration Date). This letter is to inform you that the City is exercising its right to renew the contract for its 1st term in an amount up to $105,000.00 which will be effective immediately after the Expiration Date. All other terms and conditions of the contract remain unchanged. Please sign and return the second page of this letter, along with a copy of your current insurance certificate, to the undersigned. Please log onto PeopleSoft Purchasing at http://fortworthtexas.gov/purchasing 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, Regina Jones Contract Compliance Specialist 817-392-2698 Contract Renewal OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX ACCEPTED AND AGREED: CITY OF FORT WORTH By: Name: Fernando Costa Title: Assistant City Manager APPROVAL RECOMMENDED: Citrr� Geer /Laa rder By: Christopher Hatter (May 15, 202416:59 CDT) Name: Chris Harder Title: Water Director ATTEST: { A By: Name: Jannette Goodall Title: City Secretary 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: Re9efta Ploted Name: Regina Jones Title: Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: By: Douglas Black (May 17, 2024 17:14 CDT) Name: Doug Black Title: Sr. Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 23-0452 Date Approved: 6-13-2023 Form 1295 Certification No: 2023-1023180 H&E Equipment Services, Inc. By: oby Hawkins Title: Director of Government Rentals and Sales Contract Renewal OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX City of Fort Worth, Texas Mayor and Council Communication DATE: Tuesday, June 13, 2023 REFERENCE NO.: **M&C 23-0452 LOG NAME: 13P ITB 23-0040 RENTAL OF CONSTRUCTION EQUIPMENT AW WATER SUBJECT: (ALL) Authorize Execution of Agreements with H&E Equipment Services, Inc., Herc Rentals Inc., and United Rentals (North America), Inc. for the Rental of Construction Equipment for the Water Department in a Combined Annual Amount Up to $350,000.00 and Authorize Four One -Year Renewals in the Same Amount RECOMMENDATION: It is recommended that the City Council authorize execution of agreements with H&E Equipment Services, Inc., Herc Rentals Inc., and United Rentals (North America), Inc. for the rental of construction equipment for the Water Department in a combined annual amount up to $350,000.00 and authorize four, one-year renewals in the same amount. DISCUSSION: The Water Department approached the Purchasing Division for assistance with securing an agreement for the rental of construction equipment on an as -needed basis. Under the proposed agreements, the vendors will provide various construction equipment for rental on a daily, weekly, and monthly basis. Purchasing issued an Invitation to Bid (ITB) that consisted of detailed specifications including the condition the equipment must be in, the required equipment warranties, and the delivery and pickup timeframe to ensure equipment is available in a timely manner. The ITB was advertised in the Fort Worth Star -Telegram on March 8, 2023, March 15, 2023, March 22, 2023, and March 29, 2023. The City received three responses. An evaluation panel consisting of representatives from the Water and Transportation & Public Works Departments reviewed and scored the submittal using Best Value criteria. The individual scores were averaged for each of the criteria and the final scores are listed in the table below. Bidder Evaluation Factors a b c d Total score H&E Equipment Services, Inc. 18.67 20.00 15.33 34.00 88.00 Herc Rentals Inc. 13.33 19.17 14.67 31.41 78.58 United Rentals (North America), Inc. 17.33 20.83 16.67 35.00 89.83 Best Value Criteria: a. Contractor's experience b. Contractor's ability to perform services in a timely manner c. Extent to which the services meet the City's needs (availability of equipment, possesses proper warranties and insurances, etc.) d. Cost of service After evaluation, the panel concluded that H&E Equipment Services, Inc., Herc Rentals Inc., and United Rentals (North America), Inc. presented the best value. Therefore, the panel recommends that Council authorize agreements with H&E Equipment Services, Inc., Herc Rentals Inc., and United Rentals (North America), Inc. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the recommended vendors' bids met specifications. FUNDING: The combined annual maximum amount allowed under these agreements will be $350,000.00; however, the actual amount used will be based on the need of the department and available budget. Funding is budgeted in the Equipment Lease account of the Water Department's rollup within the Water & Sewer Fund. DVIN-BE: 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, the agreements shall begin upon execution and expire one year from that date. RENEWAL TERMS: The agreements may be renewed for four additional, one-year terms at the amount authorized through this Mayor & Council Communication. 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 ORDER: 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 as long as sufficient funds have been appropriated. FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies that upon approval of the recommendation, funds are available in the current operating budget, as previously appropriated, in the Water & Sewer Fund. Prior to an expenditure being incurred, the Water Department has the responsibility to validate the availability of funds. BQN\\ FUND IDENTIFIERS (FIDs): TO Fund Department Account Project BudgeProgramActivity Yeart FROM Fund Department Account Project ProgramActivity ID ID CERTIFICATIONS: Submitted for City Manager's Office by: Originating Department Head: Budget Year Reference # (Chartfield Amount 2) Reference # (Chartfield Amount 2) Reginald Zeno (8517) Dana Burghdoff (8018) Reginald Zeno (8517) Christopher Harder (5020) Additional Information Contact: Jo Ann Gunn (8525) Alyssa Wilkerson (8357) ATTACHMENTS 1. 13P ITB 23-0040 RENTAL OF CONSTRUCTION EQUIPMENT AW WATER funds availability.pdf (CFW Internal) 2. Business Equity Waiver BU60.pdf (CFW Internal) 3. FID_TABLE CONSTRUCTION_EQUIP.xlsx (CFW Internal) 4. Form 1295 - H&E Equipment Services, Inc..pdf (CFW Internal) 5. Form 1295 - Herc Rentals.pdf (CFW internal) 6. Form 1295 - United Rentals (North America), Inc.pdf (CFW Internal) 7. SAMs Report- H&E Equipment Services, Inc.pdf (CFW Internal) 8. SAMs Report- Herc Rentals. Inc..pdf (CFW Internal) 9. SAMs Report- United Rentals (North America). Inc..pdf (CFW Internal) CERTIFICATE OF INTERESTED PARTIES FORM 1295 1 of 1 Complete Nos. 1- 4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. OFFICE USE ONLY CERTIFICATION OF FILING Certificate Number: 2023-1023180 Date Filed: 05/19/2023 Date Acknowledged: 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. H&E Equipment Services, Inc. Baton Rouge, LA United States 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Fort Worth 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. ITB 23-0040 Heavy Construction Equipment Rentals 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling Intermediary 5 Check if there is NO Interested Party. only X 6 UNSWORN DECLARATION My name is Toby Hawkins , and my date of birth is 7/31/1961 My address is 7500 Pecue Lane Baton Rouge LA 70809 USA (street) (city) (state) (zip code) (country) I declare under penalty of perjury that the foregoing is true and correct. Executed in East Baton Rouge County, State of LA , on the 19 day of May 2023 (month) (year) Si ature f horized a ent of contracting business entity (Declarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V3.5.1.a18ea2ca