HomeMy WebLinkAboutContract 60288-R1CSC No. 60288-Rl
CITY OF FORT WORTH
CONTRACT RENEW AL NOTICE
March 18, 2024
Reliable Chevrolet II (TX), LLC
Attn: Doug Adams
800 N. Central Expressway at Arapaho
Richardson, Texas 75080
Re: Contract Renewal Notice
Contract No. CSC No. 60288 (the "Contract")
Renewal Term No. 1: June 1, 2024 to May 31, 2025
The above referenced Contract with the City of Fort Worth expires on May 31, 2024 (the
"Expiration Date"). Pursuant to the Contract, contract renewals are at the sole option of the City.
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 quote for charges for the new renewal
term and a 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 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.
Contract Renewal
Sincerely,
The City of Fort Worth
Ashley Kadva, Purchasing Supervisor
817-392-2047
Page I of2
CITY OF FORT WORTH
By:
Name:
Title:
Da���o!t!5i.��ef[CDT)
Dana Burghdoff
Assistant City Manager
APPROVAL RECOMMENDED:
B y:
Name: Marilyn Marvin
Title: Interim Property Management Director
ATTEST:
By:
Name: Janette Goodall
Title: City Secretary
Reliable ChevMrolet n (TX), L
�
By: � Name:
Title: [:/ l if /Vl,j 1
Contract Renewal
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 d reporting requirements.
By: Name:
Title:
APPROVED AS TO FORM AND LEGALITY:
By:
Name: Jeremy Anato-Mensah
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 23-0450
Form 1295 Certification No.: 2024-1135469
Page 2 of2
c�ty of Fo�t wo�tn,
Mayor and
DATE: 06/13/23
Texas
Council Communication
M8�C FILE NUMBER: M&C 23-0450
LOG NAME: 13P BLANKET COOPERATIVE AUTHORIZATION FLEET ACQUISITIONS ADK
SUBJECT
(ALL) Authorize Purchase Agreements with Multiple Vendors for the Purchase of Fleet Vehicles, Off-Road Vehicles, and Other Motorized
Equipment up to the Amount of Available Funding in Capital Projects Across Multiple Funds Citywide using Multiple Cooperative Contracts and
Interlocal Agreements for Three Years for the Property Management Department
RECOMMENDATION:
It is recommended that the City Council authorize the execution of purchase agreements with multiple vendors for the purchase of fleet vehicles, off
road vehicles, and other motorized equipment up to the amount of available funding in Capital Projects Across Multiple Funds Citywide using
multiple cooperative contracts and interlocal agreements for three years for the Property Management Department.
DISCUSSION:
The Property Management Department's Fleet Acquisitions Division is currently in the process of fulfilling a multi-year backlog of City vehicle and
equipment purchases. The biggest challenge in trying to overcome this backlog is the availability of vendors, inventory, and the time it takes for the
City to make purchases when vehicles are available. Currently, the City has a backlog of eight (8) years totaling more than $30 million dollars.
The City currently has contracts with the following vendors using cooperative contracts:
VENDOR COOPERATIVE AGENCY
Siddons Martin Emergency Group, LLC BuyBoard
Siddons Martin Emergency Group, LLC Houston-Galveston Area Council (HGAC)
JHouston Holdings, LLC BuyBoard
Versalift Sourcewell
Lake Country Chevrolet The Interlocal Purchasing System (TIPS)
North Texas Trailers, LLC Buyboard
Silsbee Ford TIPS
Associated Supply Company (ASCO) BuyBoard
Rogue Jet Boatworks, Inc. General Services Administration (GSA)
Lenco Industries, Inc. HGAC
Polaris Sales, Inc. Sourcewell
Nationwide Trailers, LLC BuyBoard
Crafco, Inc. BuyBoard
i i i
However, due to limited inventory and availability, additional vendors and options are needed. Fleet Acquisitions has already identified twenty-nine
additional vendors that are available through cooperatives.
Approval of this Mayor & Council Communication (M&C) authorizes the City to execute contracts with any vendor that is currently listed on any valid
cooperative that has one or more vehicles or pieces of equipment that is a current need for the City's fleet. This authorization would also include
purchases made using Interlocal Agreements with other governmental entities.
Fleet Acquisitions recently partnered with the Purchasing Division in an effort to better ensure that the City is able to purchase needed items as
quickly and efficiently as possible. The Fleet team meets regularly with key personnel to ensure that specifications are appropriate for the City's
fleet, costs are reasonable and acceptable, and that departments are receiving items that meet their business needs.
COOPERATIVE PURCHASE and INTERLOCAL AGREEMENTS - State law provides that a local government purchasing an item under a
cooperative purchasing agreement or interlocal agreement satisfies state laws requiring that the local government seek competitive bids for
purchase of the item.
AGREEMENT TERMS - Upon City Council approval of this M&C, the City will have authority to enter into one-time purchase agreements or annual
agreements with available vendors for up to three years from the date of approval. At the expiration of three years from the date of approval, the
City will seek additional authorization for any necessary contracts at that time.
BUSINESS EQUITY - an M/WBE goal is not assigned when purchasing from an approved purchasing cooperative or other public entity.
FUNDING - Currently, there is $42,593,019.00 in the City's budget in capital projects across multiple funds citywide for the purpose of funding fleet
acquisitions. Prior to each purchase agreement or contract being executed, staff will confirm that funding is available for that purchase and is
appropriated for that purpose. All existing contracts shall be amended or terminated to release encumbered funds to ensure that the City is able to
make purchases with the vendors that have needed items available for purchase on a rolling basis. No guarantee has been or will be made to any
vendor regarding minimum purchases.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that funds are available in the current capital budgets, as previously appropriated, in the Vehicle and
Equip Replacement Fund, W&S Capital Projects Fund, Stormwater Capital Projects Fund, Municipal Airport Capital Proj Fund, Solid Waste
Capital Projects Fund, CCPD Capital Projects Fund, ITS Capital Fund, Fleet Capital Projects Fund, Environmental Prot Cap Proj Fund, Tax Note
2019 Fund and Tax Note 2020 Fund to support the approval of the above recommendation for the purchase of vehicles and equipment. Prior to
any expenditures being incurred, the Property Management Department has the responsibility to validate the availability of funds.
Submitted for City Manager's Office b� Reginald Zeno 8517
Dana Burghdoff 8018
Originating Business Unit Head: Reginald Zeno 8517
Steve Cooke 5134
Additional Information Contact: Jo Ann Gunn 8525
Ashley Kadva 2047