HomeMy WebLinkAboutContract 61123-R1CSC No. ____________
Contract Renewal Page 1 of 2
CITY OF FORT WORTH
REQUEST TO EXERCISE RENEWAL OPTION
November 18, 2024
Trane U.S. Industries
Attn: Barbara Ramay or Whom It May Concern
1617 Hutton Drive
Carrollton, TX 75006
Re:Contract Renewal Notice
Contract No. 61123 (“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 immediatelyafterthe 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.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,
__________________________
Shatabya Bergland
682-215-3477
Shatabya.Bergland@fortworthtexas.gov
CSC No. ____________
Contract Renewal Page 2 of 2
ACCEPTED AND AGREED:
CITY OF FORT WORTH
By: ___________________________
Name: William Johnson
Title: Assistant City Manager
Date: ________________________
APPROVAL RECOMMENDED:
By: ______________________________
Name: Chris Harder
Title: Water Director
ATTEST:
By: ______________________________
Name: Jannette 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: Shatabya Bergland-Easley
Title: Contract Compliance Specialist
APPROVED AS TO FORM AND
LEGALITY:
By: ______________________________
Name: Andrea Phillips
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 24-0143
Date Approved: 2/27/2024
Form 1295 Certification No.: 2024-1110656
Trane U.S. Industries
By:
Name: ________________________
Title: ________________________
Date: ________________________
2/27/24, 2:23 PM
CITY COUNCIL AGENDA
Create New From This M8�C
DATE: 2/27/2024 REFERENCE **M&C 24-
NO.: 0143
CODE: P TYPE: CONSENT
M&C Review
��RT�'4'ORTII
_�v
LOG NAME:
PUBLIC
HEARING:
13P COOP BB 720-23 HVAC
SUPPLIES AND
INSTALLATION WATER KQ
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 Amount
Carrier Enterprise $478,000.00
Enviromatic Systems of Fort Worth Inc. $403,000.00
Trane U.S Inc. $359,000.00
Lennox Industries, Inc. $50,000.00
Total $1,290,000.00
Department
Property Management
Police
Wate r
�
�
�
Amount
$490,000.00
$10,000.00
$790,000.00
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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\\
FROM
Fund Department Account Project
ID � ID
Submitted for City Manager's Office by_
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Program Activity Budget
I Year
Reginald Zeno (8517)
Dana Burghdoff (8018)
Reginald Zeno (8517)
Ricardo Salazar (8379)
Jo Ann Gunn (8525)
Karen Quintero (8321)
Reference # Amount
Chartfield 2)
1295 Form - Lennox.pdf (CFW Internal)
13P COOP BB 720-23 HVAC SUPPLIESAND INSTALLATION PMD Combined FID.xlsx (CFW Internal)
13P COOP BB 720-23 HVAC SUPPLIESAND INSTALLATION PMD.docx (CFW Internal)
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M&C Review
13P COOP BB 720-23 HVAC SUPPLIESAND INSTALLATION PMD.xlsx (CFW Internal)
13P COOP BB 720-23 HVAC SUPPLIES AND INSTALLATION WATER KQ funds availability,pdf (CFW Internal)
FID Table - BB HVAC Parts.xisx (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)
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