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Home My WebLink AboutContract 60539-R1CSC No. 60539-R1 CITY OF FORT WORTH CONTRACT FIRST RENEWAL NOTICE August 12, 2024 Rexel USA, Inc. Attn: Nathan Wheeler 807 West Cotton Street Long View, TX 75604 Re: Contract Renewal Notice Contract No. CSC No. 60539 (the "Contract") Renewal Term No. 1: August 1, 2024 to July 31, 2025 The above referenced Contract with the City of Fort Worth expires on July 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 httn:Hfortworthtexas.gov/ourchasing 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, Tosoil Whidav Tys "Nhltle, (Sep 3, 202407J4 CDT) Tyson Whitler 817-392-8083 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 CITY OF FORT WORTH By: C � Name: Jesica McEachern Title: Assistant City Manager Sep 12, 2024 APPROVAL RECOMMENDED: By: Lauren Lauren Prieur(Se 4, 202418:03 CDT) Name: Lauren Prieur Title: Director, Transportation & Public Works Department ATTEST: By: Name: Jannette S. Goodall Title: City Secretary Rexel USA, Inc. 'r/'A I 1A---1 Date: By: lN e: Aa St. Join Ti e• utside Sales 4 oaaun �OF FORt�Ypp aoV9-o �o ono o=� °oQ� 000 00 �d Qa�� T°nE°�psba 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: Name: Tism Whi'der Tyson hitter (Sep 3, 2024 07:14 CDT) Tyson Whitler Title: Parts/Materials Supervisor APPROVED AS TO FORM AND LEGALITY: By: 0 Name: Jessika Williams Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 23-0932 Date Approved: 10/31/2023 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 11/7/23, 3:37 PM M&C Review Official site of the City of Fort Worth, Texas CITY COUNCIL AGENDA RT H Ir- Create New From This M&C REFERENCE **M&C 23- 13PCOOP TIPS 210304 DATE: 10/31/2023 NO.: 0932 LOG NAME: STREET LIGHT POLE ACCESSORIES KQ TPW CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize Execution of an Agreement with Rexel USA, Inc. Using The Interlocal Purchasing System Contract Number 210304 in an Annual Amount Up to $532,000.00 for the Initial Term and Authorize One, One -Year Renewal Option for Up to $665,000.00 for the Purchase of Street Light Pole Accessories for the Transportation and Public Works Department RECOMMENDATION: It is recommended that the City Council authorize execution of an agreement with Rexel USA, Inc. using The Interlocal Purchasing System Cooperative Contract Number 210304 in an annual amount up to $532,000.00 for the initial term and authorize one, one-year renewal option for up to $665,000.00 for the purchase of street light pole accessories for the Transportation and Public Works Department. DISCUSSION: The Transportation and Public Works Department (TPW) approached the Purchasing Division to finalize an annual agreement with Rexel USA Inc. under The Interlocal Purchasing System (TIPS) Contract Number 210304 for light pole accessories, such as electrical cable and fuse holders, on an as -needed basis. Approval of this Mayor & Council Communication authorizes the City to spend up to $532,000.00 for the initial term and up to $665,000.00 for the renewal option. Actual usage in any term can be up to the authorized amount and will be dependent upon actual appropriations for this purpose in the department's budgets. The annual department allocation for this agreement is: Funding is budgeted in the Street Signal Materials and Street Light Materials accounts within the General Fund for the TPW Signals and TPW Street Lights Departments. State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies state laws requiring that the local government seek competitive bids for the purchase of the item. TIPS 210304 has been competitively bid to increase and simplify the purchasing power of government entities. TIPS has a term through July 31, 2024, with one option to renew for an additional one-year term. The Request for Proposal was published on June 3, 2021, and responses were opened on April 16, 2021. TIPS contracts offer fixed discounts. Staff reviewed the pricing and determined it to be fair and reasonable. ADMINISTRATIVE CHANGE ORDERS - 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 City's initial term will begin on the date of execution and expire on July 31, 2024. RENEWAL OPTIONS — The Agreement may be renewed for one, one-year renewal option. A M/WBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity. This project will serve ALL COUNCIL DISTRICTS. apps.cfwnet.org/council_packet/mc_review.asp?ID=31558&councildate=10/31/2023 1/2 11/7/23, 3:37 PM M&C Review FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the recommendation, funds are available in the current operating budget, as appropriated, in the General Fund. Prior to an expenditure being incurred, the Transportation and Public Works Department has the responsibility to validate the availability of funds. BQN\\ TO Fund Department 1 Account ! Project Program Activity Budget I Reference # I Amount j ID ID ; Year I (Chartfield 2) FROM Fund 1 Department i Account Project j Program Activity Budget Reference # Amount ID C ID j Year (Chartfield 2) Submitted for City Manager's Office by- Reginald Zeno (8517) William Johnson (5806) Originating Department Head: Additional Information Contact: Reginald Zeno (8517) Lauren Prieur (6035) Jo Ann Gunn (8525) Karen Quintero (8321) ATTACHMENTS 13P COOP TIPS 210304 STREET LIGHT POLE ACCESS.docx (CFW Internal) Rexel-TIPS FID Table.xlsx (CFW Internal) Rexel 1295 TIPS.pdf (CFW Internal) SAMs Rexel 10.2.23.Ddf (CFW Internal) apps.cfwnet.org/council_packet/mc_review.asp?ID=31558&councildate=10/31/2023 2/2 FORT WORTH. Routing and Transmittal Slip Transuortation & Public Works Department DOCUMENT TITLE: Rexel USA, Inc. For: 1 ST Renewal M&C: 23-0932 CPN: _ Date: To: Name 1 • Tyson Whitler 2. Anna Benavides 3. Martin Phillips 4. Lauren Prieur 5. Jessika Williams 6. Jesica McEachern 7• Ronald Gonzales 8- Jannette Goodall 9. Allison Tidwell 10 Tabitha Giddings 11 12 13 14 CSO: 60539 Department Initials TPW-Signature 7W TPW-Signature AA TPW- Initials MAP MAP TPW- Signature F— Legal- Signature P ACM- Signature ,C` CSO — Initial CSO-Signature CSO-Assign CSC A TPW-Admin DOC#: Date Out DOCUMENTS FOR CITY MANAGER'S SIGNATURE: All documents received from any and all City Departments requesting City Manager's signature for approval MUST BE ROUTED TO THE APPROPRIATE ACM for approval first. Once the ACM has signed the routing slip, David will review and take the next steps. NEEDS TO BE NOTARIZED: ❑YES ®No RUSH: []YES ®No SAME DAY: []YES ®No NEXT DAY: ❑YES ®No ROUTING TO CSO: ®YES ❑No Action Required: ❑ As Requested ❑ For Your Information ® Signature/Routing and or Recording ❑ Comment ❑ File ❑ Attach Signature, Initial and Notary Tabs