HomeMy WebLinkAboutContract 61117-R1CSCO No. 61117-R1
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
June 11, 2024
Southern Tire Mart, LLC
Attn: Richard Conwill
800 Highway 98
Columbia, MS 39429
Re: Contract Renewal Notice
CSCO No. 61117 (the "Contract")
Renewal Term No. 1: July 1, 2024 to June 30, 2025
The above referenced Contract with the City of Fort Worth expires on June 30, 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 http://fortworthtexas.aov/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,
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
CSCO No.
ACCEPTED AND AGREED:
CITY OF FORT WORTH
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By; Dana Burghdoff (Jun 7, 20241 :22 CDT)
Name: Dana Burghdoff
Title: Assistant City Manager
APPROVAL RECOMMENDED:
By:
Name: Marilyn Marvin
Title: Interim Property Management Director
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By:
Name: Jannette S. Goodall
Title: City Secretary
Southern Tire Mart, LLC
By: 0 (5
Name: Richard Conwill
Title: Director of Sales
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.
Dear; re Galvi
By: Denise Garcia (Jun 13, 202409:29 CDT)
Name: Denise Garcia
Title: Purchasing Manager
APPROVED AS TO FORM AND LEGALITY:
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By: 94411411
Name: Jessika Williams
Title: Assistant City Attorney I
CONTRACT AUTHORIZATION:
M&C: 24-0269
M&C Approved:04/09/2024
Form 1295 Certification No.: N/A
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2 of 2
CITY COUNCIL AGENDA
Create New From This M&C
REFERENCE "M&C 24- 13PAMEND CSCO 61117
DATE: 4/9/2024 NO.: 0269 LOG NAME: ROADSIDE TIRE SERVICES
KQ PMD
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Amendment to City Secretary Contract No. 61117 with Southern Tire Mart,
LLC., for Roadside Tire Services to Increase the Authorized Amount by $700,000.00 for a
New Authorized Amount Up to $800,000.00 Per Term and Authorize Two Annual Renewal
Options for the Property Management Department
RECOMMENDATION:
It is recommended that the City Council authorize the execution of an amendment to City Secretary
Contract No. 61117 with Southern Tire Mart, LLC., for roadside tire services to increase the authorized
amount by $700,000.00 for a new authorized amount up to $800,000.00 per term and authorize
two annual renewal options for the Property Management Department.
DISCUSSION:
The purpose of this Mayor & Council Communication (M&C) is to authorize an agreement with
Southern Tire Mart, LLC using TIPS contract 230403 to secure roadside tire services for the City until
a successor contract to the City's current contract is awarded and put in place.
On April 16, 2019, City Council approved Mayor and Council Communication (M&C) P-12322 for an
agreement for roadside tire services award on bid 19-0070 with Rick's Tire Service, Inc. (Current
Agreement). The Current Agreement will expire on April 15, 2024.The City has increased the Current
Agreement to the maximum allowed under state law, and it is anticipated that all of the contract
capacity will be used by April 15, 2024.
On February 27, 2024, the City released Request for Proposal (RFP) 24-0143 for roadside tire
services seeking an agreement to replace the Current Agreement. It is anticipated that this agreement
will be executed in June 2024 (Future Agreement).
Because there is a gap between the expiration date of the Current Agreement and the anticipated start
date of the Future Agreement, a bridge agreement is necessary to ensure that the City can still receive
the necessary roadside tire services. On March 14, 2024, the Property Management Department
(PMD) entered into a purchasing agreement with Southern Tire Mart, LLC using TIPS Contract 230403
for roadside tire services. The original agreement was executed in an amount up to $100,000.00, the
amount allowed by administrative action, to allow PMD to immediately begin using the contract and
securing services for the City's fleet needs for roadside tire services to patch and plug or replace tires,
vehicle alignment, and related services. However, actual needs exceed that amount, and this M&C will
authorize the actual amount needed per term, $800,000.00. The maximum amount allowed under this
agreement will be $800,000.00 per term. However, the actual amount used will be based on the needs
of the department and the available budget. Funding is budgeted in the Fleet Srvc Outside Rep &
Maint account within the Fleet & Equipment Sery Fund for the PM Fleets Parts&Fuel
Inventory Department.
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.
Agreement Terms: The initial term of the agreement expires on June 30, 2024, with two (2) one-year
renewal options. This agreement will only be renewed if no award is made on RFP 24-0143.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certified that upon approval of the 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.
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Submitted for Citv Manaaer's Office bv: Reginald Zeno (8517)
Dana Burghdoff (8018)
Ori matin Department Head: Reginald Zeno (8517)
9 9—� Marilyn Marvin (7708)
Additional Information Contact: Jo Ann Gunn (8525)
Karen Quintero (8321)
ATTACHMENTS
1295 - Southern Tire Mart.ndf (CFW Internal)
13P AMEND CSCO 61117 ROADSIDE TIRE SERVICES KO PMD.docx (CFW Internal)
13P AMEND CSCO 61117 ROADSIDE TIRE SERVICES KQ PMD.xlsx (CFW Internal)
FID and Spend Authoritv.xlsx (CFW Internal)
SAM.00v Souther Tire Mart LLC 2.29.24.ndf (CFW Internal)
SOS Southern Tire Mart 2.29.24.ndf (CFW Internal)