HomeMy WebLinkAboutContract 58754-R2CSC No. 58754-R2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
September 16, 2024
Kinloch Equipment & Supply Inc.
Attn: Jeff Jackson
3320 Pasadena Blvd.
Pasadena, TX 77503
Re: Contract Renewal Notice
Contract No. 58754
Renewal Term No. 2: December 1, 2024 to November 30, 2025
The above referenced Contract with the City of Fort Worth expires on November 30, 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 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://fortworthtexas.2ov/purchasing to insure
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,
Cory N. Lawson, MBA
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
ACCEPTED AND AGREED:
CITY OF FORT WORTH
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Dana Burghdoff(SepK0, 20241:13 CDT)
By:
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
Kinloch Equipment & Supply Inc.
TeffTackson
By: Jeff Jackson (Sep 16, 202413:09 CDT)
Name: Jeff Jackson
Title: Parts Director
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:
Denise Garcia (Vp 19, 202416:58 CDT)
Name: Denise Garcia
Title: Purchasing Manager
APPROVED AS TO FORM AND
LEGALITY:
je 'ka Wr'GGr'aws
By:
Jessika Williams (Sep 19, 2024 20:29 CDT)
Name: Jessika Williams
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 22-0912
Form 1295 Certification No.: 2022-937480
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2 of 2
M&C Review Page 1 of 2
0
Official site of the City of Fort Worth, Texas
CITY COUNCIL AGEND FORTWORTH
Create New From This M&C
REFERENCE **M&C 22- 21 FY23 KINLOCH
DATE: 11/8/2022 NO.: 0912 LOG NAME: EQUIPMENT & SUPPLY, INC.
REPAIRS & SVS
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Sole Source Purchase Agreement with Kinloch Equipment & Supply,
Inc. for Original Equipment Manufacturer Elgin and Vactor Equipment Parts and Repairs in
an Amount Up to $350,000.00 with Four one-year Renewal Options for the Same Annual
Amount for the Property Management Department
RECOMMENDATION:
It is recommended that the City Council authorize a sole source purchase agreement with Kinloch
Equipment & Supply Inc. for original equipment manufacturer Elgin and Vactor equipment parts and
repairs in an amount up to $350,000.00 with four one-year renewal options for the same annual
amount for the Property Management Department.
DISCUSSION:
The Property Management Department (PMD) approached the Purchasing Division for assistance in
obtaining replacement parts and services to maintain City owned Elgin and Vactor parts and repairs
equipment. Kinloch Equipment & Supply Inc. is the sole distributor for Elgin and Vactor maintenance,
service repairs and original equipment manufacturer (OEM) replacement parts. The City of Fort Worth
has street sweepers and sewer units that maintain City streets and drainage systems that range in
age from 1975 to 2018. Elgin and Vactor offers OEM parts needed to ensure optimal performance
from equipment during standard business hours and after hour field service calls.
Staff reviewed the prices and determined them to be fair and reasonable. No guarantee was made
that a specific amount of goods and services would be purchased. The City anticipates spending
approximately $350,000.00 per year during the term of the agreement, which provides an adequate
amount of funds for repairs and service needed for city equipment.
Funding is budgeted in the Fleet Service Outside Repair & Maintenance account of the Property
Managment Department's Fleet & Equipment Service Fund.
DVIN: Property Management submitted a 252 Form approved by Assistant City Attorney - Taylor Paris
to waive the business equity goal requirement.
This procurement is exempted from the competitive bidding requirements as provided for under
Section 252.022(7) of the Texas Local Government Code because, Kinloch Equipment & Supply Inc.is
the documented sole source original equipment manufacturer for Elgin and Vactor Equipment Parts
and Repairs for Kinloch.
ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by
the City Manager in the amount up to $50,000.00 and does not require specific City Council approval
as long as sufficient funds have been appropriated.
Upon City Council approval, the Agreement shall begin upon execution of the Agreement and expire
one year from that date.
RENEWAL OPTIONS - This Agreement may be renewed for four additional one-year renewal
periods. This action does not require specific City Council approval provided that the City Council
has appropriated sufficient funds to satisfy the City's obligations during the renewal term.
http://apps.cfwnet.org/council_packet/mc review.asp?ID=30465&councildate=ll/8/2022 11/9/2022
M&C Review
Page 2 of 2
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendation, funds are
available in the current operating budget, as appropriated, in the Fleet & Equipment Sery Fund. Prior
to any expenditure being incurred, the Property Management Department has the responsibility to
validate the availability of funds.
TO
Fund Department ' Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Submitted for Citv Manager's Office bv: Dana Burghdoff (8018)
Oriqinatinq Department Head: Steve Cooke (5134)
Additional Information Contact: Lolita Brewer (6645)
ATTACHMENTS
1295.odf (CFW Internal)
21 FY23 KINLOCH EQUIPMENT & SUPPLY, INC. REPAIRS & SVS funds availabilitv.l)df (CFW
Internal)
252 Waiver KINLOCH EQUIPMENT & SUPPLY, INC (Dept.)
Reauest for Waiver of Business Eauitv Goal-2021.i)df (CFW Internal)
FID TABLE for Kinloch.xlsx (CFW Internal)
http://apps.cfwnet.org/council_packet/mc review.asp?ID=30465&councildate=ll/8/2022 11/9/2022