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Home My WebLink AboutContract 61055-R1CSC No. 61055-R1 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION November 18, 2024 Enviromatic Systems of Fort Worth Inc. Attn: Sid Ellis Jr. or Whom It May Concern 2337 West Warrior Trail Grand Prairie, TX 75052 Re: Contract Renewal Notice Contract No. 61055 ("Contract") Renewal Term No. 1: December 1, 2024 to November 30, 2025 The above -referenced Contract with the City of Fort Worth expires on November 30, 2024 ("Expiration Date"). Pursuant to the Contract, renewals are at the mutual agreement of the parties. This letter is to inform you that the City is requesting to renew the Contract for an additional one- year period, which will begin immediately after the Expiration Date. All other terms and conditions of the Contract remain unchanged. To agree to renew the Contract for an additional one-year period, please sign and return this request to exercise renewal option, along with a copy of your current insurance certificate, to the email address set forth below. Please log onto PeopleSoft Purchasing at http://fortworthtexas.2ov/purchasin2 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, Shatabya Bergland 682-215-3477 Shatabya.Bergland@fortworthtexas.gov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 CSC No. ACCEPTED AND AGREED: CITY OF FORT WORTH By: Name.kAWO1 d4rj. i y y121, 2024 09:26 CST) Title: Assistant City Manager Date: APPROVAL RECOMMENDED: By: Ch iS-fO12heoY ffardB, NameC1C hLIad&r (Nov 19, 2024 16:36 CST) Title: Water 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: Name S8fiAabyarb=glNnd-1EWb*6:20 CST) Title: Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: By: ,Am,1&4,a, A ATTEST: a� FOR,°�a Name: Andrea Philli s 46 o.0 Title: Assistant City Attorney o � o C P°° ab aEX aSbpp CONTRACT AUTHORIZATION: By: M&C: 24-0143 Name: nnette Goodall Date Approved: 2/27/2024 Title: City Secretary Enviratic Sys s of Fort Worth, Inc. om By: a Name: Sid Ellis, Jr. Title: President Date: 11-18-24 Form 1295 Certification No.: 2024-1110792 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 2/27/24. 2:23 PM M&C Review CITY COUNCIL AGENDA Create New From This M&C DATE: 2/27/2024 REFERENCE NO.. CODE: P TYPE: Official site of the City of Fort Worth, Texas Fo RT4W **M&C 24- 13P COOP BB 720-23 HVAC 0143 LOG NAME: SUPPLIES AND INSTALLATION WATER KQ CONSENT PUBLIC NO NO SUBJECT: (ALL) Authorize Non -Exclusive Purchase Agreements with Carrier Enterprise, LLC., Enviromatic Systems of Fort Worth Inc., Trane U.S. Inc., and Lennox Industries, Inc. Using BuyBoard Cooperative Contract No. 720-23 for the Purchase of Heating, Ventilation and Air Conditioning Equipment, Supplies, and Installation Services for a Combined Annual Amount Up to $1,612,500.00 and Authorize Two, One -Year Renewal Options for the Same Amount for the Water, Property Management and Police Departments RECOMMENDATION: It is recommended that the City Council authorize non-exclusive purchase agreements with Carrier Enterprise LLC., Enviromatic Systems of Fort Worth Inc., Trane U.S. Inc., and Lennox Industries, Inc. using BuyBoard Cooperative Contract No. 720-23 for the purchase of heating, ventilation and air conditioning equipment, supplies, and installation services for a combined annual amount up to $1,612,500.00 and authorize two, one-year renewal options for the same amount for the Water, Property Management and Police Departments. DISCUSSION: The Water, Property Management (PMD), and Police Departments approached the Purchasing Division to enter into agreements with Carrier Enterprise LLC., Enviromatic Systems of Fort Worth Inc., Trane U.S. Inc., and Lennox Industries, Inc., under BuyBoard Contract No. 720-23, HVAC Equipment, Supplies, and Installation. The user -departments will utilize the agreements to purchase Heating, Ventilation and Air Conditioning (HVAC) parts and installation services on an as -needed basis. Approval of this M&C authorizes the City to spend up to $1,612,500.00 per year; however, the actual first -year spend is anticipated to be $1,290,000.00 based on current budget allocations. Actual usage in any term can be up to the authorized amount and will be dependent upon actual appropriations for this purpose in the departments' budgets. Vendor Carrier Enterprise Enviromatic Systems of Fort Worth Inc. Trane U.S Inc. Lennox Industries, Inc. Total Department Property Management Police Water Amount $478,000.00 $403,000.00 $359,000.00 $50,000.00 $1,290,000.00 Amount $490,000.00 $10,000.00 $790,000.00 apps.cfwnet.org/counci I_packet/mc_review.asp? I D=31850&counci ddate=2/27/2024 1 /3 2/27/24. 2:23 PM M&C Review Total $1,290,000.00 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. 720-23 was published on January 18, 2023, and responses were opened on July 13, 2023. Funding is budgeted within the Water & Sewer Fund for the Water Department and the General Fund for the Property Management Facilities Operations, Property Management Facilities Maintenance and Police Northwest Division Admin Departments. 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 November 30, 2024. The Agreement may be renewed for two additional one-year periods through November 30, 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. A M/WBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity. This project will serve ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the recommendation, funds are available in the current operating budget, as previously appropriated, in the Water & Sewer Fund and General Fund. Prior to an expenditure being incurred, the Property Management, Police and Water Departments have the responsibility to validate the availability of funds. BQN\\ 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 City Manaqer's Office by: Reginald Zeno (8517) Dana Burghdoff (8018) Originating Department Head: Additional Information Contact: ATTACHMENTS Reginald Zeno (8517) Ricardo Salazar (8379) Jo Ann Gunn (8525) Karen Quintero (8321) 1295 Form - Lennox.pdf (CFW Internal) 13P COOP BB 720-23 HVAC SUPPLIES AND INSTALLATION PMD Combined FID.xlsx (CFW Internal) 13P COOP BB 720-23 HVAC SUPPLIES AND INSTALLATION PMD.docx (CFW Internal) apps.cfwnet.org/counci I_packet/mc_review.asp? I D=31850&counci ddate=2/27/2024 2/3 2/27/24. 2:23 PM M&C Review 13P COOP BB 720-23 HVAC SUPPLIES AND INSTALLATION PMD.xlsx (CFW Internal) 13P COOP BB 720-23 HVAC SUPPLIES AND INSTALLATION WATER KQ funds availabilitv.pdf (CFW Internal) FID Table - BB HVAC Parts.xlsx (CFW Internal) FID TABLE Lennox Stores 01.16.24.xlsx (CFW Internal) Form 1295 - City of Fort Worth Carrier.pdf (CFW Internal) Form 1295 Certificate - Enviromatic.pdf (CFW Internal) Form 1295 Certificate 101148438 - Trane.pdf (CFW Internal) SAM 1.23.24.pdf (CFW Internal) SAMs - 1.9.24.pdf (CFW Internal) SAMs 1.9.24 Enviromatic.pdf (CFW Internal) SAMs Carrier Enterprise 1.9.24.pdf (CFW Internal) apps.cfwnet.org/counci I_packet/mc_review.asp? I D=31850&counci ddate=2/27/2024 3/3