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Home My WebLink AboutContract 61502-R1Contract Renewal Page 1 of 2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE February 20, 2025 Lennox Industries, Inc. Attn: Tommy Reeves 2140 Lake Park Blvd, Richardson, Texas 75080 Re: Contract Renewal Notice CSCO No. 61502(the “Contract”) Renewal Term No. 1: December 1st, 2024 to November 30th, 2025 The above referenced Contract with the City of Fort Worth expired on November 30, 2024 (the “Expiration Date”). Since the Expiration Date, the parties have continued to operate as though the Contract were in full force and effect. Pursuant to the Contract, the Contract may be renewed under the same terms and conditions. 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. 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, Elyse Dara Elyse Dara Contract Compliance Specialist City of Fort Worth Property Management Department 100 Fort Worth Trail 10th floor, Fort Worth, Texas 76102 (817) 392-0501 Contract Renewal Page 2 of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH By: ___________________________ Name: Valerie Washington Title: Assistant City Manager 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 J. Williams Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C:24-0143 M&C Approved:2/27/2024 Lennox Industries By: Name: Tommy Reeves Title: Vice President, Sales October , 2024 Sent via email to: southcentral.commercial@lennoxind.com South Central Commercial Lennox Industries, Inc 2140 Lake Park Blvd. Richardson TX 75068 Re: HVAC Equipment, Supplies, and Installation of HVAC Equipment BuyBoard Contract 720-23 The Local Government Purchasing Cooperative (BuyBoard) awarded your company a contract under HVAC Equipment, Supplies, and Installation of HVAC Equipment, Contract 720-23 effective 12/1/2023 through November 30, 2024, with two possible one-year renewals. At this time the BuyBoard is renewing your contract through November 30, 2025. All discounts, terms, and conditions of your contract will remain the same. If you agree to this renewal, there is nothing you need to do. However, if you do not agree to this renewal, you must notify me via email at contractadmin@buyboard.com prior to the start of the renewal term. Reminder: Once a BuyBoard contract is awarded, vendors must generate a minimum of $15,000 annually or they may not be offered a contract renewal. If you have questions or comments concerning this renewal, please contact me as soon as possible at contractadmin@buyboard.com . We appreciate your interest in The Local Government Purchasing Cooperative. Sincerely, Jim Tulberg Contract Administrator 1st renewal v.02.13.2020 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� I I 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 apps.cfwnet.org/council_packeUmc_review.asp?ID=31850&councildate=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\\ 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) apps.cfwnet.org/council_packeUmc_review.asp?ID=31850&councildate=2/27/2024 2/3 2/27/24, 2:23 PM 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) apps.cfwnet.org/council_packeUmc_review.asp?ID=31850&councildate=2/27/2024 3/3