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Home My WebLink AboutContract 60488-R1CSC No. 60488-R1 CITY OF FORT WORTH CONTRACT FIRST RENEWAL NOTICE October 18, 2024 Facility Solutions Group Attn: Daniel McLaughlin 2525 Walnut Hill Lane Dallas, TX 75229 Re: Contract Renewal Notice Contract No. CSC No. 60488 ("Contract") Renewal Term No. 1: September 1, 2024 to August 31, 2025 The above -referenced Contract with the City of Fort Worth expires on August 31, 2024 ("Expiration Date"). Pursuant to the Contract, contract renewals are allowable by written agreement of the Parties. 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 httD://fortworthtexas.aov/nurchasina_ 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, Brandon Callicoat 817-392-2882 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 CITY OF FORT WORTH By: Name: Jesica McEachern Title: Assistant City Manager Date: Oct 30, 2024 APPROVAL RECOMMENDED: By: Lauren Prleur(Oct 29, 202415:54 CDT) 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: 1Fa.1111 CI&I-lat- Name: Brandon Cailicoat Title: TPW Superintendent APPROVED AS TO FORM AND LEGALITY: Name: Lauren Prieur Title: Director, Transportation & Public Works By: Department Name: Andrea Phillips 44 *OR. Title: Assistant City Attorney F T a ATTEST: By: Name: Jannette S. Goodall Title: City Secretary a°tig °o0 Ovo °=d �Qa °TEXASap �bbnoaa9 Facility Solutions Group I Date: �: a,- 2i , By: t� Name: Daniel McLaug i v Title: Director of Sales CONTRACT AUTHORIZATION: M&C: 23-093 b Date Approved: 10/31/2023 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 11/1/23, 7:48AM M&C Review Official site of the City of Fort Worth, Texas CITY COUNCIL AGENDA FO� H Create New From This M&C REFERENCE **M&C 23- 13PCOOP BB 711-23 DATE: 10/31/2023 NO.: 0936 LOG NAME: OUTDOOR STREET LIGHTING KQ TPW CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT. (ALL) Authorize Non -Exclusive Purchase Agreements with Multiple Vendors Using BuyBoard Cooperative Contract No. 711-23 for the Purchase of Outdoor Street Lighting Accessories for a Combined Annual Amount Up to $750,000.00 for the Initial Term and Authorize Two, One -Year Renewal Options for Up to $937,500.00 for Renewal One and $1,171,875.00 for Renewal Two for the Transportation and Public Works Department RECOMMENDATION: It is recommended that the City Council authorize non-exclusive purchase agreements with multiple vendors using BuyBoard Cooperative Contract No. 711-23 for the purchase of outdoor street lighting accessories in a combined annual amount up to $750,000.00 for the initial term and authorize two, one-year renewal options for up to $937,500.00 for renewal one and $1,171,875.00 for renewal two for the Transportation and Public Works Department. DISCUSSION: The Transportation and Public Works Department (TPW) approached the Purchasing Division to enter into agreements with the awarded vendors under BuyBoard Contract No. 711-23. The contract offers a variety of products for outdoor street lighting. The user -department will utilize the agreements to purchase various LED street lights on an as needed basis. Approval of this Mayor and Council Communication authorizes the City to spend up to $750,000.00 for the initial term and authorizes two, one-year renewal options for up to $937,500.00 for renewal one and $1,171,875.00 for renewal two, based on current budget allocations. The City will initially execute agreements with Dealers Electrical Supply and Facility Solutions Group, Inc. However, to ensure adequate coverage and safeguard against supply chain issues, Approval of this Mayor and Council Communication authorizes the City to execute agreements with any vendor awarded under BuyBoard contract No. 711-23. A full list of all awarded vendors is attached to this M&C; however, prior to execution of agreements with any additional vendors, City staff will review pricing to ensure it is reasonable and require that each vendor submit a 1295 form, as required. State law provides that a local government purchasing an item under a cooperative purchase agreement satisfies any state law requiring that the local government seek competitive bids for the purchase of the item. BuyBoard contracts are competitively bid to increase and simplify the purchasing power of government entities across the State of Texas. Request for Proposal (RFP) No. 711-23 was published on January 18, 2023, and responses were opened on April 20, 2023. Funding is budgeted in the Street Light Materials account within the General Fund for the TPW Street Lights Department. ADMINISTRATIVE CHANGE ORDERS - In addition, 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. RENEWAL OPTIONS — The initial term of this Agreement will end on August 31, 2024. The Agreement may be renewed for two additional one-year periods through August 31, 2026. This action does not require specific City Council approval provided that City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal terms. apps.cfwnet.org/council_packet/mc_review.asp? ID=31562&councildate=10131 /2023 1 /2 FORTWORTH. Routing and Transmittal Slip Transportation & Public Works Department DOCUMENT TITLE: Facility Solutions Group For: 1st Renewal M&C: 23-0936 CPN Date: To: Name I- Brandon Callicoat 2. Anna Benavides 3. Martin Phillips 4. Lauren Prieur 5- Andrea Phillips 6. Jesica McEachern 7- Ronald Gonzales 8. Jannette Goodall 9- Allison Tidwell to Tabitha Giddings 11 12 13 14 CSO: 60488 Department Initials TPW-Signature TPW-Initials P.B TPW- Initials - MAT MAP TPW- Signature Legal- Signature PP A,' ACM- Signature oa CSO — Initial CSO-Signature CSO-Assign 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