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Home My WebLink AboutContract 56756-R3CITY OF FORT WORTH CONTRACT RENEWAL NOTICE October 29, 2024 Pitney Bowes, Inc Attn: Roger Donohue 3001 Summer Street Stamford, CT 06905 CSC No. 56765-R3 Re: Contract Renewal Notice Contract No. CSC No. 56765(the "Contract") Renewal Term No. 3: November 30, 2024 to November 29, 2025 The above -referenced Contract with the City of Fort Worth expires on November 29, 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 acknowledgment letter, along with a copy of your quote for charges if any for the new renewal term and a current insurance certificate, to the address set forth below. Please log onto PeopleSoft Purchasing at http://fortworthtexas.wov/purchasing 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, 9��& 5,&. p7e. John Padinj Senior Purchasing Manager 817-392-2279 OFFICIAL RECORD CITY SECRETARY FT WORTH, TX Contract Renewal Page 1 of 2 CITY OF FORT WORTH By: Name: DavyehCooke Title: City' Manager APPROVAL RECOMMENDED: CSC No. 56765-R3 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. Michelle Green By: Name: Michelle Green Title: Admin Services Coordinator APPROVED AS TO FORM AND LEGALITY: By: Ilk _ rir Name: Reginald Zeno o�� nti as FORT Jessika Williams Title: Chief Financial Officer ,o �k°° °o� o ° pro° e: Jessika Williams ATTEST: e' Assistant City Attorney :�a*o°° v v°or$ONTRACT AUTHORIZATION: p °O°000°°° C: 21-0888 By: 41�io mate Approved: 11/30/2021 Name: annette Goodall Title• City Secretary Form 1295 Certification No.: N/A Pitney Bowes, Inc By: Roger Donohue Name: Roger Donohue Title: Operations Manager OFFICIAL RECORD..: CITY SECRETARY FT Wn lln►Ttm , Contract Renewal Page 2 of 2 M&C Review Page 1 of 2 CITY COUNCIL AGENDA Official site of the City of Fort Worth, Texas FORT Ir- Create New From This M&C REFERENCE **M&C 21- 13P MAILROOM DATE: 11/30/2021 NO.: 0888 LOG NAME: EQUIPMENT LEASE MG FMS CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize Agreement with Pitney Bowes, Inc., Using BuyBoard Cooperative Agreement 576-18 for the Lease of Mail -Processing Equipment for the Financial Management Services Department in an Annual Amount of $46,364.64 for a Total Amount Up to $231,823.20 for the Five -Year Term RECOMMENDATION: It is recommended that the City Council authorize an agreement with Pitney Bowes, Inc., using BuyBoard cooperative agreement 576-18 for the lease of mail -processing equipment for the Financial Management Services Department in an annual amount of $46,364.64 for a total amount up to $231,823.20 for the five-year term. DISCUSSION: With this Mayor and Council Communication (M&C), Council will authorize the Financial Management Services Department to enter into a five year term agreement to lease mailroom equipment using BuyBoard cooperative agreement 576-18. This equipment is used to process, insert, weigh, meter and seal certified mail, correspondence, citations, zoning notices and code violations. Each year the City of Fort Worth (City) processes approximately one million pieces of mail generated by departments. Pitney Bowes Inc., will be responsible for the maintenance and upgrades to the leased mail -processing equipment. The annual cost of the lease agreement will be $46,364.64, to be paid quarterly at a cost of $11,591.16. The total cost of the five year lease will be $231,823.20. This is a total savings of $4,915.80 from the previous lease agreement. COOPERATIVE PURCHASE - 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 purchase of the item. BuyBoard contracts are competitively bid to increase and simplify the purchasing power of government entities across the State of Texas. 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 as long as sufficient funds have been appropriated. BUSINESS EQUITY - A goal is not assigned when purchasing from an approved purchasing cooperative or public entity. AGREEMENT TERM - Upon City Council's approval, the term of the Agreement will be for one five- year term with no options to renew. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the General Fund to support the approval of the above recommendations and award of the contract. Prior to any expenditure being incurred, the Financial Management Services Department has the responsibility to validate the availability of funds. BQN\\ http://apps.cfwnet.org/council_packetlmc review.asp?ID=29436&councildate=11/30/2021 10/31/2023 M&C Review Page 2 of 2 TO Fund Department Account Project I Program I Activity I Budget I Reference # I Amount ID I I ID Year I (Chartfield 2) FROM [Fund I Department I Account I Project I Program Activity Budget I Reference # Amount ID ID field 2) I Submitted for City Manaaer's Office bw Oriainatina Department Head: Additional Information Contact: Jay Chapa (5804) Reginald Zeno (8517) Cynthia Garcia (8525) Michelle Green (2058) ATTACHMENTS Funds Availabilitv Mailroom Equipment Lease.Ddf (CFW Internal) Mailroom FID Table.xlsx (CFW Internal) Pitnev Bowes Inc.Ddf (CFW Internal) Signature: Ds� Email: roger.donohue@pb.com Signature: uJd Email: Jessika.Williams@fortworthtexas.gov Signature: /M AA--A�� Email: Michelle.Green@fortworthtexas.gov http://apps.cfwnet. org/council_packet/mc_review.asp?ID=2943 6&councildate=l l /3 O/2021 10/31 /2023 FORT WORTH Routing and Transmittal Slip Financial Management Services Department DOCUMENT TITLE: Pitney Bowes Mailroom Equipment Contract Renewal (56765-R3) M&C: 21-0888 CPN CSO # 56756-R3 DOC# DATE: TO: INITIALS DATE OUT 1. Michelle Green Signed PDF 10/30/2024 2. Jessika Williams, Assistant City Attorney Signed PDF 10/30/2024 3. Reginald Zeno, Chief Financial Officer S to 13 l wz4 4. David Cooke, City Manager k� f d /3fV, 2v 2- 5. Jannette Goodall, City Secretary /�, I3, �2() * 6. John Padinj, (Return) FMS, Purchasing R ro (121h Floor) DOCUMENTS FOR CITY MANAGER'S SIGNTURE: 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: 9 Yes ❑ No Action Required: ❑ As Requested ❑ Attach Signature, Initial, and Notary Tabs ❑ For Your Information x Signature/Routing and or Recording ❑ Comment ❑ File Return to: Please call John Padinj at ext. 2279 for pick up when completed. Thank you.