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Home My WebLink AboutContract 61740-R1CSC No. Contract Renewal Page 1 of 2 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION February 20, 2025 The Sewell Family of Companies, Inc Jose Mendez PO Box 3432 Odessa, TX 79760. Re:Contract Renewal Notice Contract No. 61740 Renewal Term No. 1: May 1, 2025 to April 30, 2026 The above-referenced Contract with the City of Fort Worth expires on April 30, 2025 . 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 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, Ashley Kadva Purchasing Manager (817) 392-2047 Ashley.kadva@fortworthtexas.gov CSC No. Contract Renewal Page 2 of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH By: ___________________________ Name: Valerie Washington Title: Assistant City Manager Date: ________________________ APPROVAL RECOMMENDED: By: ______________________________ Name: Reginald Zeno Title: Director, Financial Management Services 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: Ashley Kadva Title: Purchasing Manager APPROVED AS TO FORM AND LEGALITY: By: ______________________________ Name: Jessika Williams Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 23-0450 Date Approved: June 13, 2023 Form 1295 Certification No.: 2025-1272050 Sewell Family of Companies, Inc. By: Name: Jose Mendez Title: COO Date: _________________________ CERTiFlCATE OF INTERESTED PARTIES FORnn 1295 iotl Complete Nos.1- A and 6 if there ara interested parties. OFFICE U5E ONLY Complete Nas. l, 2, 3, 5, and 6 if there are no lnterested parties. C�RT[FICAiiON O� �ILfIVG 1 Name of husiness entity fi[ing farm, and the city, stats and country of the business entity's place Certificate Num6er: af 6usiness. 2025-127205D the Sewell Family of Companies, Inc Odessa, TX United States bate Filed: 2 Name of governmental entity or state agency that is a party to fhe cantract for wh9ch the form is �yZp/2025 6eing filed. City of Ft Worth Date Acknowledged: g Pro�ide the identification number used by the govemmental entiry or state agency to track ar identity the contract, and provide a description of the services, goods, or other praperty ta be provided under the contract. 23-0450 Purchase af �ehic�es Nature of interest 4 Name of Interestad Party City, State, Country (place of business) (check applica6le) Controlling Intermediary 5 Check only if there is fV0 Interested Party. ❑ X 6 Uh[SWORN dECLARATlOA1 iVly name is D cc,� ��_ `'].o-�Z— , and my date of 6irth is _�_� � t`� � Q My address is a a-- LQ Cs�,... ,o c�.--a _ ��'S o` ��C ��t 7�, j , i� (stree ) (caty) {sfiate) WP �odB1 (countr7rl ! declare under penalty of perjury that the foregoing is true and correct Facecuted in ��`'�`r County, State of ,��jC�,S , on the i� day of �, 2tl �� {month) (year) C 5ignature of a�thnrized agent of tantractir�g husiness entity (Dedarant) Forms pto�ided by Texas EEhics Commission www.ethicsstate.tx.us Version V4.1.0.5dd2ace2 c�ty of Fo�t wo�tn, Mayor and DATE: 06/13/23 Texas Council Communication M8�C FILE NUMBER: M&C 23-0450 LOG NAME: 13P BLANKET COOPERATIVE AUTHORIZATION FLEET ACQUISITIONS ADK SUBJECT (ALL) Authorize Purchase Agreements with Multiple Vendors for the Purchase of Fleet Vehicles, Off-Road Vehicles, and Other Motorized Equipment up to the Amount of Available Funding in Capital Projects Across Multiple Funds Citywide using Multiple Cooperative Contracts and Interlocal Agreements for Three Years for the Property Management Department RECOMMENDATION: It is recommended that the City Council authorize the execution of purchase agreements with multiple vendors for the purchase of fleet vehicles, off road vehicles, and other motorized equipment up to the amount of available funding in Capital Projects Across Multiple Funds Citywide using multiple cooperative contracts and interlocal agreements for three years for the Property Management Department. DISCUSSION: The Property Management Department's Fleet Acquisitions Division is currently in the process of fulfilling a multi-year backlog of City vehicle and equipment purchases. The biggest challenge in trying to overcome this backlog is the availability of vendors, inventory, and the time it takes for the City to make purchases when vehicles are available. Currently, the City has a backlog of eight (8) years totaling more than $30 million dollars. The City currently has contracts with the following vendors using cooperative contracts: VENDOR COOPERATIVE AGENCY Siddons Martin Emergency Group, LLC BuyBoard Siddons Martin Emergency Group, LLC Houston-Galveston Area Council (HGAC) JHouston Holdings, LLC BuyBoard Versalift Sourcewell Lake Country Chevrolet The Interlocal Purchasing System (TIPS) North Texas Trailers, LLC Buyboard Silsbee Ford TIPS Associated Supply Company (ASCO) BuyBoard Rogue Jet Boatworks, Inc. General Services Administration (GSA) Lenco Industries, Inc. HGAC Polaris Sales, Inc. Sourcewell Nationwide Trailers, LLC BuyBoard Crafco, Inc. BuyBoard i i i However, due to limited inventory and availability, additional vendors and options are needed. Fleet Acquisitions has already identified twenty-nine additional vendors that are available through cooperatives. Approval of this Mayor & Council Communication (M&C) authorizes the City to execute contracts with any vendor that is currently listed on any valid cooperative that has one or more vehicles or pieces of equipment that is a current need for the City's fleet. This authorization would also include purchases made using Interlocal Agreements with other governmental entities. Fleet Acquisitions recently partnered with the Purchasing Division in an effort to better ensure that the City is able to purchase needed items as quickly and efficiently as possible. The Fleet team meets regularly with key personnel to ensure that specifications are appropriate for the City's fleet, costs are reasonable and acceptable, and that departments are receiving items that meet their business needs. COOPERATIVE PURCHASE and INTERLOCAL AGREEMENTS - State law provides that a local government purchasing an item under a cooperative purchasing agreement or interlocal agreement satisfies state laws requiring that the local government seek competitive bids for purchase of the item. AGREEMENT TERMS - Upon City Council approval of this M&C, the City will have authority to enter into one-time purchase agreements or annual agreements with available vendors for up to three years from the date of approval. At the expiration of three years from the date of approval, the City will seek additional authorization for any necessary contracts at that time. BUSINESS EQUITY - an M/WBE goal is not assigned when purchasing from an approved purchasing cooperative or other public entity. FUNDING - Currently, there is $42,593,019.00 in the City's budget in capital projects across multiple funds citywide for the purpose of funding fleet acquisitions. Prior to each purchase agreement or contract being executed, staff will confirm that funding is available for that purchase and is appropriated for that purpose. All existing contracts shall be amended or terminated to release encumbered funds to ensure that the City is able to make purchases with the vendors that have needed items available for purchase on a rolling basis. No guarantee has been or will be made to any vendor regarding minimum purchases. FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies that funds are available in the current capital budgets, as previously appropriated, in the Vehicle and Equip Replacement Fund, W&S Capital Projects Fund, Stormwater Capital Projects Fund, Municipal Airport Capital Proj Fund, Solid Waste Capital Projects Fund, CCPD Capital Projects Fund, ITS Capital Fund, Fleet Capital Projects Fund, Environmental Prot Cap Proj Fund, Tax Note 2019 Fund and Tax Note 2020 Fund to support the approval of the above recommendation for the purchase of vehicles and equipment. Prior to any expenditures being incurred, the Property Management Department has the responsibility to validate the availability of funds. Submitted for City Manager's Office b� Reginald Zeno 8517 Dana Burghdoff 8018 Originating Business Unit Head: Reginald Zeno 8517 Steve Cooke 5134 Additional Information Contact: Jo Ann Gunn 8525 Ashley Kadva 2047