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Home My WebLink AboutContract 59147-R2Contract Renewal Page 1 of 2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE January 23, 2025 Kirby-Smith Machinery Inc. Attn.: James McDonnell 1450 NE Loop 820 Fort Worth, TX 76106 Re: Contract Renewal Notice Contract No. CSCO No. 59147 – (“Contract”) Renewal Term No. 2: March 30, 2025 to March 29, 2026 The above-referenced Contract with the City of Fort Worth expires on March 29, 2025 (“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 http://fortworthtexas.gov/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, Alyssa Wilkerson Sr. Contract Compliance Specialist City of Fort Worth, Property Management Department (817) 392-6649 Contract Renewal Page 2 of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH By: ___________________________ Name: Dana Burghdoff Title: Assistant City Manager Date: _____________________ APPROVAL RECOMMENDED: By: ______________________________ Name: Marilyn Marvin Title: Property Management Director ATTEST: By: ______________________________ Name: Jannette S. Goodall Title: City Secretary 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: Denise Garcia Title: Purchasing Manager APPROVED AS TO FORM AND LEGALITY: By: ______________________________ Name: Jessika Williams Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 23-0067 M&C Approved: 2/14/23 Form 1295 Certification No.: 2022-966500 Kirby-Smith Machinery Inc. By: Name: James McDonnell Title: Government Territory Manager Date: _______________________ Official site of the City of Fort Worth, Texas CITY COUNCIL AGENDA Create New From This M&C DATE:2/14/2023 REFERENCE NO.: **M&C 23- 0067 LOG NAME: 13P ITB 23-0001 LIGHT/HEAVY DUTY VEHICLE REPAIRS SVS TD PMD CODE:P TYPE:CONSENT PUBLIC HEARING:NO SUBJECT: (ALL) Authorize Non-Exclusive Purchase Agreements with Autonation Chevrolet, Autonation Ford, Bruce Lowrie Chevrolet, Buck's Wheel & Equipment Co., CLS Sewer Equipment Co. Inc, Industrial Power LLC, Kirby-Smith Machinery, Landmark Equipment Co., RDO Equipment Company, Stewart & Stevenson, Texan Waste Equipment dba Heil of Texas, and WildFire Truck Equipment Sales LTD, for Heavy and Light Duty, Marine and Turf Vehicle Repairs for the Property Management Department for a Combined Annual Amount Up to $2,000,000.00 for the Initial Term and Authorize Four One-Year Renewal Options for the Same Annual Amount RECOMMENDATION: It is recommended that the Cit y Council authorize non-exclusive purchase agreements with Autonation Chevrolet, Autonation Ford, Bruce Lowrie Chevrolet, Buck's Wheel & Equipment Co., CLS Sewer Equipment Co. Inc, Industrial Power LLC, Kirby-Smith Machinery, Landmark Equipment Co., RDO Equipment Company, Stewart & Stevenson, Texan Waste Equipment dba Heil of Texas, and WildFire Truck Equipment Sales LTD, for heavy and light duty, marine and turf vehicle repairs for the Property Management Department for a combined annual amount up to $2,000,000.00 for the initial term and authorize four one-year renewal options for the same annual amount. DISCUSSION: The Property Management (Fleet) Department approached the Purchasing Division for assistance with securing an annual agreement for repair services of City-owned heavy and light duty, marine, and turf vehicles for the Property Management Department on an as needed basis. In order to procure these services, purchasing staff issued Invitation to Bid (ITB) No. 23-0001. The ITB included detailed specifications describing the requirements for light and heavy duty vehicle repairs and services. The ITB was advertised in the Fort Worth Star-Telegram on October 30, 2022, November 2, 2022, November 9, 2022, November 16, 2022, November 23, 2022, and November 30, 2022. Twelve responses were received. An evaluation panel consisting of representatives from the Property Management and Code Compliance Departments evaluated and scored the responses using Best Value criteria. The individual scores were averaged for each of the criteria and the final scores are listed in the table below. Bidders Evaluation Criteria a b c d e Total Autonation Chevrolet 5 5.33 5.33 10.67 7.5 33.83 Autonation Ford 5 5 5 10 7.5 32.50 Bruce Lowrie Chevrolet 6.33 6.33 5 11.33 8 37.00 Buck's Wheel & Equipment Co.6 6.33 5.33 10 9 36.67 Page 1 of 3M&C Review 2/15/2023http://apps.cfwnet.org/council_packet/mc_review.asp?ID=30694&councildate=2/14/202 3 Fund Department ID Account Project ID Program Activity Budget Year Reference # (Chartfield 2) Amount Best Value criteria: (a) Contractor's qualification; (b) Contractor's experience; (c) Contractor's references; (d) Contractor's availability of resources (personnel) (e) Contractor's approach to perform services After evaluation, the panel concluded that Autonation Chevrolet, Autonation Ford, Bruce Lowrie Chevrolet, Buck's Wheel & Equipment Co., CLS Sewer Equipment Co. Inc, Heil of Texas, Industrial Power LLC, Kirby-Smith Machinery, Landmark Equipment Co., RDO Equipment Company, Stewart & Stevenson, and WildFire Truck Equipment Sales LTD presented the best value to the City and therefore, recommends that Council authorize non-exclusive agreements with these vendors. Under these non-exclusive agreements, the department will order services according to the lowest cost and availability. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the recommended vendors' bids met specifications. Funding is budgeted in the Fleet Service Outside Rep & Maint account of the Property Managment Department's Fleet & Equipment Serv Fund, as appropriated. DIVERSITY AND INCLUSION (DVIN) - A waiver of the goal for Business Equity subcontracting requirement is approved by the DVIN-BE, in accordance with the Business Equity Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. AGREEMENT TERMS - Upon City Council approval, this agreement shall begin upon execution and expire one year from that date. RENEWAL TERMS -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. 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. CLS Sewer Equipment Co. Inc 5 5 4.67 10 8 32.67 Industrial Power LLC 6.33 6.33 5.33 14 10 42.00 Kirby-Smith Machinery 5.57 6 4 13.33 7.50 36.50 Landmark Equipment Co 5 6 5.33 8.67 8 33.00 RDO Equipment Company 5.67 6 5 11.33 8 36.00 Stewart & Stevenson 6 6.67 5.67 12.67 9 40.00 Texan Waste Equipment dba Heil of Texas 5 5.33 4.33 10 8 32.67 WildFire Truck Equipment Sales LTD 5.33 6 5.67 10 7.5 34.50 FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the above recommendation, funds are available in the current operating budget, as previously appropriated, in the Fleet & Equipment Serv Fund. Prior to an expenditure being incurred, the Property Management Department has the responsibility to validate the availability of funds. BQN\\ TO Page 2 of 3M&C Review 2/15/2023http://apps.cfwnet.org/council_packet/mc_review.asp?ID=30694&councildate=2/14/202 3 Fund Department ID Account Project ID Program Activity Budget Year Reference # (Chartfield 2) Amount FROM Submitted for City Manager's Office by:Reginald Zeno (8517) Dana Burghdoff (8018) Originating Department Head:Anthony Rousseau (8338) Steve Cooke (5134) Additional Information Contact:Anthony Rousseau (8338) Taylor Dean (7648) ATTACHMENTS 13P ITB 23-0001 LIGHT HEAVY DUTY VEHICLE REPAIRS SVS TD PMD funds availability.pdf (CFW Internal) 23-0001_LightDutyVehicles Waiver.pdf (CFW Internal) All 1295 Forms.pdf (CFW Internal) All SAMS Reports.pdf (CFW Internal) Combined_FID_TABLE.xlsx (CFW Internal) Page 3 of 3M&C Review 2/15/2023http://apps.cfwnet.org/council_packet/mc_review.asp?ID=30694&councildate=2/14/202 3