HomeMy WebLinkAboutContract 59638-R2CSC No. 59638-R2
CITY OF FORT WORTH
REQUEST TO EXERCISE RENEWAL OPTION
May 28, 2025
H&E Equipment Services, Inc.
Attention: Toby Hawkins
Address: 12997 N. Fwy
Fort Worth, Texas 76177
Re: Contract Renewal Notice — 2nd Renewal
Contract No. CSC No. 59638
Renewal Term: June 21, 2025 to June 22,
2026 Renewal Amount: $105,000.00
The above referenced Contract with the City of Fort Worth expires on June 21, 2025 (the
"Expiration Date). This letter is to inform you that the City is exercising its right to renew
the contract for its 2nd term in an amount up to $105,000.00 which will be effective immediately
after the Expiration Date. All other terms and conditions of the contract remain unchanged.
Please sign and return the second page of this letter, along with a copy of your
current insurance certificate, to the undersigned.
Please log onto PeopleSoft Purchasing at 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,
Rego pwa
Regina Jones
Contract Compliance Specialist
817-392-2698
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 1 of 2
ACCEPTED AND AGREED:
CITY OF FORT WORTH
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By: 06/16/2025
Name: Jesica McEachern
Title: Assistant City Manager
APPROVAL RECOMMENDED:
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By: Christopher Harder (Jun 9.2025 08:28 CDT)
Name: Chris Harder
Title: Water Director
FORTIl�C
ATTEST:
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By: 06/16/2025
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: Re,
Name: Regina Jones
Title: Contract Compliance Specialist
APPROVED AS TO FORM AND
LEGALITY:
By: Douglas Black (Jun 9, 2025 15:42 CDT)
Name: Doug Black
Title: Sr. Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 23-0452
Date Approved: 6-13-2023
Form 1295 Certification No: 2023-1023180
H&E Equipment Services, Inc.
By: _ /
Nan
a e: T b Hawkins
Title: irector of Government Rentals and Sales
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2 of 2
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 06/13/23 M&C FILE NUMBER: M&C 23-0452
LOG NAME: 13P ITB 23-0040 RENTAL OF CONSTRUCTION EQUIPMENT AW WATER
SUBJECT
(ALL) Authorize Execution of Agreements with H&E Equipment Services, Inc., Herc Rentals Inc., and United Rentals (North America), Inc. for the
Rental of Construction Equipment for the Water Department in a Combined Annual Amount Up to $350,000.00 and Authorize Four One -Year
Renewals in the Same Amount
RECOMMENDATION:
It is recommended that the City Council authorize execution of agreements with H&E Equipment Services, Inc., Herc Rentals Inc., and United
Rentals (North America), Inc. for the rental of construction equipment for the Water Department in a combined annual amount up to $350,000.00
and authorize four, one-year renewals in the same amount.
DISCUSSION:
The Water Department approached the Purchasing Division for assistance with securing an agreement for the rental of construction equipment on
an as -needed basis. Under the proposed agreements, the vendors will provide various construction equipment for rental on a daily, weekly, and
monthly basis. Purchasing issued an Invitation to Bid (ITB) that consisted of detailed specifications including the condition the equipment must be
in, the required equipment warranties, and the delivery and pickup timeframe to ensure equipment is available in a timely manner.
The ITB was advertised in the Fort Worth Star -Telegram on March 8, 2023, March 15, 2023, March 22, 2023, and March 29, 2023. The City
received three responses.
An evaluation panel consisting of representatives from the Water and Transportation & Public Works Departments reviewed and scored the
submittal using Best Value criteria. The individual scores were averaged for each of the criteria and the final scores are listed in the table below.
Bidder
H&E Equipment Services, Inc.
Herc Rentals Inc.
United Rentals (North America), Inc.
Best Value Criteria:
Evaluation Factors
a b c d Total score
18.67I120.00I115.33I I34.00I I 88.00
13.33I119.17I114.67II31.41II 78.58
17.33I120.831116.671135.0011 89.83
a. Contractor's experience
b. Contractor's ability to perform services in a timely manner
c. Extent to which the services meet the City's needs (availability of equipment, possesses proper warranties and insurances, etc.)
d. Cost of service
After evaluation, the panel concluded that H&E Equipment Services, Inc., Herc Rentals Inc., and United Rentals (North America), Inc. presented the
best value. Therefore, the panel recommends that Council authorize agreements with H&E Equipment Services, Inc., Herc Rentals Inc., and United
Rentals (North America), Inc. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the
recommended vendors' bids met specifications.
FUNDING: The combined annual maximum amount allowed under these agreements will be $350,000.00; however, the actual amount used will be
based on the need of the department and available budget.
Funding is budgeted in the Equipment Lease account of the Water Department's rollup within the Water & Sewer Fund.
DVIN-BE: 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, the agreements shall begin upon execution and expire one year from that date.
RENEWAL TERMS: The agreements may be renewed for four additional, one-year terms at the amount authorized through this Mayor & Council
Communication. 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 ORDER: 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 as long as sufficient funds have been appropriated.
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. Prior to an expenditure being incurred, the Water Department has the responsibility to validate the
availability of funds.
Submitted for Citv Manaaer's Office by
Oriainatina Business Unit Head
Additional Information Contact:
Reginald Zeno
8517
Dana Burghdoff
8018
Reginald Zeno
8517
Christopher Harder
5020
Jo Ann Gunn
8525
Alyssa Wilkerson
8357