HomeMy WebLinkAboutContract 58462-A2R2CSC No. 58462-A2R2
AMENDMENT NO.2 AND RENEWAL NO.2
TO CITY OF FORT WORTH CONTRACT 58462
This Amendment is entered into by and between the City of Fort Worth (hereafter
"City"), and EAN Holdings, LLC Dallas Fort Worth dba Enterprise Rent-A-Car ("Vendor"),
City and Vendor may be referred to individually as a Party and collectively as the Parties.
WHEREAS, on November 15, 2022, the Parties entered into City Secretary Contract
58462 for Vendor to provide City with short-term rental of car, trucks and vans
("Agreement/Contract");
WHEREAS, on July 16, 2024, the Parties amended the Agreement to increase the annual
compensation authorized under the Agreement by $100,000.00 using an administrative change
order, so that the total authorized annual compensation amount will be up to $1,100,000.00.;
WHEREAS, the Parties wish to amend the Agreement to increase the annual
compensation authorized under the Agreement by an additional $300,000.00 as approved by City
Council (Mayor & Council Communication No. 24-0630), so that the total authorized annual
compensation amount under the Agreement will be up to $1,400,000.00;
WHEREAS, the Agreement includes two automatic one-year renewal options;
WHEREAS, the Parties now wish to renew the Agreement to for its second, final
renewal option, beginning September 27, 2024 and ending September 26, 2025.
NOW, THEREFORE, the Parties, acting herein by the through their duly authorized
representatives, enter into the following agreement:
1.
AMENDMENTS
The Compensation provision of the Agreement is hereby amended by deleting the section
in its entirety and replacing it with the following language:
City shall pay Vendor in accordance with the fee schedule in Exhibit C and in accordance
with the provisions of this Agreement. Total annual payment made under this
Agreement by the City shall be an amount up to One Million Four Hundred
Thousand Dollars ($1,400,000.00). Vendor shall not provide any additional items or
services or bill for expenses incurred for City not specified by this Agreement unless City
requests and approves in writing the additional costs for such services or items. City shall
not be liable for any additional expenses of Vendor not specified by this Agreement unless
City first approves such expenses in writing.
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Page 1 of 3
2.
RENEWAL
The Parties agree to renew the Agreement for an additional one year -term beginning
September 27, 2024 and expiring September 26, 2025 ("Second Renewal Term") unless earlier
terminated in accordance with the terms of the Agreement.
3.
ALL OTHER TERMS SHALL REMAIN THE SAME
All other provisions of the Agreement which are not expressly amended herein shall
remain in full force and effect.
4.
ELECTRONIC SIGNATURE
This Amendment and Renewal may be executed in multiple counterparts, each of
which shall be an original and all of which shall constitute one and the same instrument.
A facsimile copy or computer image, such as a PDF or tiff image, or a signature, shall be
treated as and shall have the same effect as anoriginal.
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
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By:
Name: Fernando Costa
Title: Assistant City Manager
Date:
APPROVAL RECOMMENDED:
By: Chris Harder(Sep 5, 202407:50 CDT
Name: Christopher Harder, P.E.
Title: Water Department Director
o �Ilnn
cA�� FORTod
ATTEST: A
OVo osd
B
bUIlp4a
Y:
Name: Jannette S. 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: loCtty
Namezr/Pa Jean Wilson
Title: Contract Services Administrator
APPROVED AS TO FORM AND LEGALITY:
By:
Name: Jessika Williams
Title: Assistant City Attorney I
CONTRACT AUTHORIZATION:
M&C: 24-0630
1295: 2024-1188853
Page 2 of 3
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
EAN Holdings, LLC Dallas Fort Worth dba Enterprise Rent-A-Car
Jodiann Harley -Robinson
By:
Name: Jodiann Harley -Robinson
Title: Regional Vice President
Page 3 of 3
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 08/13/24 M&C FILE NUMBER: M&C 24-0630
LOG NAME: 13P AMEND CSO 58462 ILA TARRANT VEHICLE RENTALS HO CITY
SUBJECT
(ALL) Authorize Execution of an Amendment to City Secretary Contract No. 58462 with EAN Holdings, LLC — Dallas Fort Worth dba Enterprise
Rent-A-Car for Vehicle Leasing and Rentals to Increase the Annual Spending Amount by $300,000.00 for a New Annual Amount Up to
$1,400,000.00 and Authorize an Additional Annual Renewal Option for the Same Amount Using Interlocal Agreement 2022-209 with Tarrant
County for All City Departments
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize execution of an amendment to City Secretary Contract No. 58462 with EAN Holdings, LLC — Dallas Fort Worth dba Enterprise
Rent-A-Car for vehicle leasing and rentals to increase the annual spending amount by $300,000.00 for a new annual amount up to
$1,400,000.00; and
2. Authorize one additional annual renewal option for the same amount.
DISCUSSION:
In October 2022, the Water Department requested that the Purchasing Division enter into an agreement for vehicle leasing and rentals for all City
departments on an as -needed basis. Vehicles are used in conducting official City business and in supporting various City operations.
On November 8, 2022, the City Council approved Mayor and Council Communication (M&C) 22-0913, authorizing an agreement with EAN
Holdings, LLC — Dallas Fort Worth dba Enterprise Rent-A-Car for vehicle leasing and rentals using an Interlocal Agreement with Tarrant County
(Agreement 2022-209, referred to as the Tarrant County Agreement) for an annual amount up to $1,000,000.00, with an initial term of October 1,
2022, to September 30, 2023, with one one-year renewal option. The City executed Contract 58462 (the City Agreement) with an initial term of
October 1, 2022, to September 26, 2023, with two one-year renewal options, to align with the Tarrant County Agreement.
On July 11, 2024, the administrative change order was used to increase the agreement by $100,000.00 for a new annual amount up
to $1,100,000.00. Since contract execution, City demand for these services has grown and is projected to exceed the current spending authority,
in part due to increases in the need for these services to accommodate additional projects, functions, and staff needing to use rental vehicles.
Accordingly, staff is now requesting authorization to amend the existing purchase agreement to increase the annual amount by an additional
$300,000.00, for a total annual amount up to $1,400,000.00.
Additionally, staff is now requesting authorization to align the City Agreement's term with the Tarrant County Agreement by adding one one-year
renewal option for the same amount and changing the term dates to begin on September 27th and end on September 26th each year.
City departments will continue to use this agreement for the rental of various types, sizes, makes, and models of automobiles, sport utility vehicles,
vans, and pickup trucks. Vehicles will be used by staff when necessary to conduct City business and for City travel. The City will have the ability to
select vehicles that best fit the needs of the assigned duties.
The maximum annual amount allowed under this agreement citywide will be $1,400,000.00. However, the actual amount used will be based on the
needs of the departments and the available budget.
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 the purchase of the item. Tarrant County conducted competitive bidding for the
contract during September 2022 (BID No. 2022-209). The contract has a term through September 26, 2024.
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.
AGREEMENT TERM - The current term of the Agreement will expire on September 26, 2024.
RENEWAL OPTIONS — The Agreement may be renewed for one, one-year renewal option, so long as the underlying interlocal agreement is
renewed.
A M/WBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity.
FISCAL INFORMATION / CERTIFICATION:
Operating Funds to support the approval of the above recommendation and amendment to the purchase agreement. Prior to any expenditures
being incurred, the participating departments have the responsibility to validate the availability of funds.
Submitted for Citv Manaaer's Office bv: Reginald Zeno
8517
Fernando Costa
6122
Oriainatina Business Unit Head: Reginald Zeno
8517
Christopher Harder
5020
Additional Information Contact: Jo Ann Gunn
8525
Heather Oakes
8354
CERTIFICATE OF INTERESTED PARTIES FORM 1295
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t ,,,n;,M•tr Fkx. i .'. 3 band ti d thin .1 to inh+mstrd p,utir,. CERTIFICATION OF FILING
I Nanie of bus,nrss entity filing form, and the city, stale and country of the business entity's plane Certificate Number.
of business. 2024-11111IB53
I AN Holdings
Irvinp TX parted Slates Date Filed:
z Name oZ govemmental entity or state agency that Is n p;oty to the Conhact for which the form is 07/1712024
being filed.
Coy of For Vdorh Date Acknowledged:
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, anti provide a
description of the services, goods, or other property to be Inovided tinder the contract.
titWZ RI 4 2022-209
Animal Contract for short Term Rental Crs, Trucks anti Vans
Nature of interest
Name of Interested Party city. State, Country (place of husmess) (check applicable)
Controlling Intermediary
5 Check only if there is NO Interested Party. ❑
6 UNSWORN DECLARATION
My name i; _�Ci. Mt C 1! k, and my date of birth is p�
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