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Home My WebLink AboutContract 59318-R2CSC No. 59318-R2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE October 23, 2024 Crafco, Inc. Attn: Angie Hoaglin 6165 W. Detroit St. Chandler, Arizona 85226 Re: Contract Renewal Notice Contract No. CSC No. 59318 (the "Contract") 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 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 http://fortworthtexas.Rov/purchasiniz 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, The City of Fort Worth Ashley Kadva, Purchasing Manager 817-392-2047 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 CITY OF FORT WORTH Dana NGll'gh6# BY: Dana Burghd off(Oct 2Y202413'25 CDT) Name: Dana Burghdoff Title: Assistant City Manager APPROVAL RECOMMENDED: By. Name: Marilyn Marvin Title: Property Management Director ATTEST: na pfr4.= neP ,FOR. !L d pso �9d0 ode a_0 B dddn 4EXP5do y: Name: Janette Goodall Title: City Secretary Crafco, Inc. 1� By: Name: Todd Zierrls Title: VP Sales and Marketing i CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that 1 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 Manager APPROVED AS TO FORM AND LEGALITY: Q uJ, By: Name: Jessika Williams Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 23-0450 Form 1295 Certification No.: 2024-1229795 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 Attachment Code; D547512 Master ID: 1407257, Certificate ID: 16017770 All policies (except Workers' Compensation/EL) include a blanket automatic Additional Insured endorsement [provision] that confers Additional Insured status to the certificate holder only if there is a written contract between the named insured and the certificate holder that requires the named insured to name the certificate holder as an Additional Insured. In the absence of such a contractual obligation on the part of the named insured, the certificate holder is not an Additional Insured under the policy. The insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. All policies include a blanket automatic Waiver of Subrogation endorsement [provision] that provides this feature only when there is a written contract between the named insured and the certificate holder that requires it. In the absence of such a contractual obligation on the part of the named insured, the Waiver of Subrogation feature does not apply. Attachment Code: D547513 Master ID: 1407257, Certificate ID: 16017770 Named Insured Schedule Ergon, Inc. Ergon - West Virginia, Inc. Ergon Refining, Inc. Ergon BioFuels, LLC Ergon BioSciences, Inc. Ergon Asphalt & Emulsions, Inc. Ergon Asphalt Moldings, LLC Western States Trucking, LLC Crafco, Inc. Tricor Refining, LLC Paragon Technical Services, Inc. Paving Maintenance Supply, Inc. Ergon Terminating, Inc. Ergon Oil Purchasing, Inc. Ergon - Baton Rouge, Inc. Ergon - Ironton, LLC Ergon - Knoxville, Inc. Ergon - St. James, Inc. Ergon Moda St. James, LLC Ergon - Texas Pipeline, Inc. Ergon Acquisition Corp. Ergon Foundation, Inc. Ergon Securities, Inc. Big Valley, LLC Ergon Properties, Inc. ISO Panels, Inc. Magnolia Marine Transport Company Ergon Marine & Industrial Supply, Inc. Ergon Trucking, Inc. LLWR, LLC M & L Properties, LLC Mirror Lake Building, LLC Mirror Lake Land Company Pearl Street Parking LLC PruGON Properties LLC Crafco (Wuxi) Pavement Preservation Equipment Co., Ltd. Ergon - Latin America, LLC Ergon - Asia, Inc. Ergon Asia (Hong Kong) Limited Ergon Mexico S de R.L. de C.V. Ergon Oil (Singapore) Pte.Ltd Ergon Oil (Indonesia) Ergon International, Inc. (Formerly Ergon Europe, MEA, Inc.) Bay Harbour Development, LLC Attachment Code: D547513 Master ID; 1407257, Certificate ID: 16017770 Grand Harbour Development, LLC Specialty Process Fabricators, Inc. Ergon Energy Associates, LLC Ergon Energy Partners, LP Flowood Oil, LLC Ergon Exploration, Inc. Ergon Production, Inc. MSLATX Pipeline Company Kearney Park Farms, Inc. Lampton-Love, Inc. Lacox Propane Gas Company Blossman L. P. Gas Service, Inc. Harrell Gas, Inc. Lacox, Inc. Lampton-Lave Gas Company Lampton-Love of Magee, Inc. Lampton-Love of Pelahatchie, Inc. Liquefied Petroleum Gas Management, Inc. Allgas, Inc. Allgas, Inc., of Montgomery Allgas, Inc., of TN Magnolia Gas, Inc. Natchez Butane, Inc. Petroleum Distributor of Jackson, Inc. Progas Inc. Southern Propane, Inc. Starkville L.P. Gas, Inc. Process Oils, Inc. Chemical Marketing Associates DBA Process Oils, Inc. Ergon Construction Group, Inc. Ergon Construction Group, Inc. dba Alliant Construction Ergon Construction Group, Inc. dba Ergon Maintenance Services Bryan & Bryan Asphalt, LLC TABB Management Services, LLC Trinity Asphalts, Ltd. BMR Transport, Inc. Ergon Construction Group, Inc. dba ISO Services Bryan & Bryan Trucking, LLC Ergon Asfaltos Mexico HC, LLC Ergon Mexico HC, LLC Ergon Chemicals, LLC Resinall Corporation Ergon Midstream LLC OOGC Disposal Company I, LLC Ergon Appalachia, LLC Attachment Code: D547513 Master ID: 1407257, Certificate ID: 16017770 Ergon Appalachian Compression, LLC MOGoll GmbH Associated Asphalt Bristol LLC Associated Asphalt BT LLC Associated Asphalt Charlotte LLC Associated Asphalt Columbia LLC Associated Asphalt Conley LLC Associated Asphalt CPI LLC Associated Asphalt Distribution LLC Associated Asphalt EP LLC Associated Asphalt Gainesville LLC Associated Asphalt Greensboro LLC Associated Asphalt Hopewell LLC Associated Asphalt Inman LLC Associated Asphalt KMP LLC Associated Asphalt KMR LLC Associated Asphalt KMW LLC Associated Asphalt Lake City LLC Associated Asphalt Marketing LLC Associated Asphalt Martinsburg LLC Associated Asphalt NS LLC Associated Asphalt Partners LLC Associated Asphalt Roanoke LLC Associated Asphalt Salisbury LLC Associated Asphalt Savannah LLC Associated Asphalt Tampa LLC Associated Asphalt TF LLC Associated Asphalt TM LLC Associated Asphalt Transport LLC Associated Asphalt Winston-Salem Associated Asphalt, Inc. Road Holdings III, L.L.C. Blue Ridge Asphalt II, LLC City of Fort Worth, Texas Mayor and Council Communication DATE: 06/13/23 M&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 �Siddons Martin Emergency Group, LLC �Siddons Martin Emergency Group, LLC �JIIouston Holdings, LLC �Versalift Lake Country Chevrolet North Texas Trailers, LLC Silsbee Ford Associated Supply Company (ASCO) Rogue Jet Boatworks, Inc. Lenco Industries, Inc. Polaris Sales, Inc. Nationwide Trailers, LLC �Crafco, Inc. JKd01;J =I:7A 111V/ WI[r] =I2Iwo BuyBoard Houston -Galveston Area Council (HGAC) BuyBoard Sourcewel I The Interlocal Purchasing System (TIPS) Buyboard TIPS BuyBoard General Services Administration (GSA) HGAC Sourcewel I BuyBoard BuyBoard 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 Citv Manaaer's Office bv: Reginald Zeno 8517 Dana Burghdoff 8018 Oriainatina Business Unit Head: Reginald Zeno 8517 Steve Cooke 5134 Additional Information Contact: Jo Ann Gunn 8525 Ashley Kadva 2047