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Home My WebLink AboutContract 58839-A1Thi it ofFort CSC No. 58839-Al 0 ORT WORTH ONTIU T NO. S8839 mendinent to Fort rth ity Secretary ontract No. 58839 is made between the orth (" ort Worth") and North Texas Trailers, LL ("Vendor''). WHEREA , Fort Worth and Vendor entered into a ooperative Purchase Agreement for endor to provide ity with trailers and other motorized equipment in CSC 58839; WHEREA , it i the collective desire of both Fort Worth and Vendor to amend theAgreement to update the language under the compensation provisions of the Agreement to increase the amount to Forty-Two Million, Five Hundred Ninety-Three Thousand and Nineteen Dollars( 42,593,019.00) as authorized under Mayor and Council Communication No. 23-0450 (06/13/23); WHEREAS, Vendor acknowledges that the amount authorized under M&C 23-0450 isnon-exclusive, available to all awarded vendors and does not guarantee any specific amount ofwork; WHEREAS, the Parties also desire to amend the Agreement in order to allow for multiple transactions to purchase trailers, to be documented under future quotes between the Parties; and NOW THEREFORE, Fort Worth and Vendor, acting herein by and through their duly authorized representatives, agree to the following terms, which amend and renew the Agreement as follows: 1.The compensation provision of the Agreement (Paragraph 4) is hereby amended bydeleting the section in its entirety and replacing it with the following language:City shall pay Vendor in accordance with the fee schedule in Exhibit A, including any future quotes, and in accordance with the provisions of this Agreement. Total annual payment made under this non-exclusive Agreement may be an amount up to Forty-Two Million, Five Hundred Ninety-Three Thousand and Nineteen Dollars ($42,593,019.00). The Vendor acknowledgesthat this is a non-exclusive agreement and there is no guarantee of any specific amount of purchase. Further, Vendor recognizes that the amount stated above is the total amount of funds available, collectively, for any Vendor that enters into an agreement with the City under the relevant M&C or cooperative agreement and that once the full amount has been exhausted, whether individually or collectively, funds have therefore been exhausted under this Agreement as well. The Parties will engage in multiple transactions to purchase vehicles under this Agreement. For each purchase made pursuant to this Agreement, Vendor must supply a quote for the subject vehicles and the quote must confom1 with the thencurrent pricing under the underlying cooperative agreement. If the City accept the Amendment 1 to Fort Worth City Secretary Contract No. 58839 Page 1 of3 yuc}tc and ��laccs and order for th� vchicle{s), that quote shall be considerecl an adcicndurn to tltis �g�'eement but is ttot req�ured to be filed in the City records. The Pa�tics will ma�ntai�ti all quotes for the 3-year Audit period included herein. 2. All other tenns, provisions, conditions, covenants and recitals of the Agreement nat expressly amei�ded herein shall remain in full force and effect. [Signature Page FollowsJ Amendn►ent 1 to Fort Worth City Secretary Contract Na. 38839 Page 2 of 3 FORT WORTH: City of Fort Worth By: ame: Title: Date: Dana Burghdoff{.Jul,20241-0CDT) Dana Burghdoff A sistant City Manager Jul9,2024 Approval Recommended: By: Name: Marilyn Marvin Title: Interim Property Management Director Attest: By: Name: Jannette S. Goodall Title: City Secretary VENDOR: North Texas Trailers� By 4-�Nameffitle: �Hp/€ JtHl-f,.fM lwA/€1--I Cl£() ontract 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: Name: Ashley Kadva Title: Purchasing Supervisor Approved as to Form and Legality: By: Name: Jeremy Anato-Mensah Title: Assistant City Attorney Contract Authorization: M&C: 23-0450 (06/13/23) Amendment I to Fort Worth City Secretary Contract No. 58839 Page 3 of3 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