HomeMy WebLinkAboutContract 61491-R1CSC No. 61491-R1
CITY OF FORT WORTH
REQUEST TO EXERCISE RENEWAL OPTION
May 6, 2025
RDO Equipment Co.
Attn: Austin Walker
5301 Mark IV Parkway
Fort Worth, Texas 76131
Re: Contract Renewal Notice
Contract No. 61491 ("Contract")
Renewal Term No. 1: April 15, 2025, to April 14, 2026
The above -referenced Contract with the City of Fort Worth expires on April 14, 2025
("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 address set forth below.
Please log onto PeopleSoft Purchasing at httn://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,
The City of Fort Worth
Ashley Kadva, Purchasing Manager
(817) 392-2047
Ashley.Kadva@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: Valerie WashingtoMan (May 66, 2025 09:45 CDT)
Name: Valerie Washington
Title: Assistant City Manager
Date:
APPROVAL RECOMMENDED:
By: Reginald Zeno (May 6, 2025 09:42 CDT)
Name: Reginald Zeno
Title: Chief Financial Officer/Director
ATTEST:
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By: a
Name: Jannette Goodall
Title: City Secretary
RDO Equipment Co.
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Name: AUSTIN WALKER
Title: Governmental Sales Professional
Date: 05/6/2025
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: CA rld
Name: Christopher Ha
Title: Senior Buyer
APPROVED AS TO FORM AND
LEGALITY:
By:
Name: Amarna Muhammad
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 23-00450
Date Approved: June 13, 2023
Form 1295 Certification No.: 2025-1298797
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2 of 2
CERTIFICATE OF INTERESTED PARTIES
Complete Nos.1- 4 and 6 if there are interested parties.
Complete Nos.1, 2, 3, 5, and 6 it there are no interested parties.
1 Name of business entity filing form, and the city, state and country of the business entity's place
of business.
RDO EQUIPMENT COMPANY
FORT WORTH, TX United States
2 Name of governmental entity or state agency that is a parry to the contract for which the form is
being filed.
CITY OF FORT WORTH
FORM 1295
loft
OFFICE USE ONLY
CERTIFICATION OF FILING
Certificate Number:
2025-1298797
Date Filed:
04/22/2025
Date Acknowledged:
3 Provide the identification number used by the govemmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
61491, RENEWAL
OFF -ROAD EQUIPMENT
Nature of interest
4
Name of Interested Party City, State, Country (place of business) (check applicable)
Controlling Intermediary
I
I I
5 Check only if there is NO Interested Party. O
6 UNSWORN DECLARATION
My name isiS�j.7
My address is IC-J U l7/�{IVir[.1 JCi�I'
street)
and my date of birth is
W1 flL1 _/I/'/4T USA .
(City), (state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in T Al r',�YiAfi— County, State of �FY f) ' , on the 1 Z_ day of iNIL , 20
(month) (year)
�i Signature of-autf orized agent of contracting busjness entity
(Declarant)
Forms provided by Texas Ethics Commission www.eIhics.state.Ix.us Version V4.1.0.e02d6221
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 06/13/23 M&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
�Siddons Martin Emergency Group, LLC
�Siddons Martin Emergency Group, LLC
�JIIouston Holdings, LLC
�Versalift
Lake Country Chevrolet
North Texas Trailers, LLC
Silsbee Ford
Associated Supply Company (ASCO)
Rogue Jet Boatworks, Inc.
Lenco Industries, Inc.
Polaris Sales, Inc.
Nationwide Trailers, LLC
�Crafco, Inc.
�0Z0W =1:7_%ILTA WI[r] =I2Iwo
BuyBoard
Houston -Galveston Area Council (HGAC)
BuyBoard
Sourcewel I
The Interlocal Purchasing System (TIPS)
Buyboard
TIPS
BuyBoard
General Services Administration (GSA)
HGAC
Sourcewel I
BuyBoard
BuyBoard
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 Citv Manaaer's Office bv: Reginald Zeno 8517
Dana Burghdoff 8018
Oriainatina Business Unit Head: Reginald Zeno 8517
Steve Cooke 5134
Additional Information Contact: Jo Ann Gunn 8525
Ashley Kadva 2047