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Home My WebLink AboutContract 58310-R3CITY OF FORT WORTH CONTRACT RENEWAL NOTICE May 16, 2025 Rentaltyme Ice Machines, LLC Attn: Leslie Bergeron, Owner 602 Swayne Avenue Fort Worth, TX 76111 CSC No. 58310-R3 Re: Contract Renewal Notice Fort Worth City Secretary Contract No. 58310 ("Contract") Third Renewal Term: October I, 2025 to September 30, 2026 The above -referenced Contract with the City of Fort Worth expires on September 30, 2025 ("Expiration Date"). This letter is to inform you that the City wishes to exercise its renewal option for a Third Renewal Term, which will begin immediately after the Expiration Date as outlined above. All other terms and conditions of the Contract remain unchanged. Please return this signed acknowledgment letter, along with a current copy of your insurance certificate reflecting the City of Fort Worth as the Holder, to the email address set forth below acknowledging receipt of the Contract Renewal Notice. Please log onto PeopleSoft Purchasing at http:Hfortworthtexas.szov/nurchasinR 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, Ximier .Allen Kimber Allen Sr. Contract Compliance Specialist Kimberly.Allennfortworthtexas.aov 817-392-6443 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal — CSC 5831 o-R3 Page I of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH J By: ZIL 9-�� Name: William Johnson Title: Assistant City Manager Date: APPROVAL RECOMMENDED: By: James Davis (Jut 22, 2025 10:43 CDT) Name: Jim Davis Title: Fire Chief 0 aFF.. ORr��a vo. C ~aoId ATTEST: $aq>exnsa4d By: Name: Jannette S. Goodall Title: City Secretary RENTALTYME ICE MACHINES, LLC By: - Name: Leslie Bergeren Title: Owner Date: 7/21/25 Contract Renewal — CSC 58310-R3 CSC No. 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: 4�1 Name: Brenda Ray Title: Purchasing Manager APPROVED AS TO FORM AND LEGALITY: By: Y Name: Taylor Paris Title: Sr. Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 22-0843 Date Approved: 10/1 1/2022 Form 1295 Certification No.: 2022-934920 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 2 of 2 City of Fort Worth, Texas Mayor and Council Communication DATE: Tuesday, October 11, 2022 REFERENCE NO.: **M&C 22-0843 LOG NAME: 13PITB 22-0181 ICE MACHINES, SERVICE, REPAIRS & RENTALS SUBJECT: (ALL) Authorize Execution of an Agreement with Rentaltyme Ice Machines, LLC for Ice Machines, Service, Repair, and Rentals in a Total Annual Amount Up to $154,127.00 for the Parks and Recreation, Property Management, Code Compliance, Police, Fire, Water, and Transportation and Public Works Departments and Authorize Four One -Year Renewals for the Same Annual Amount RECOMMENDATION: It is recommended that the City Council authorize an agreement with Rentaltyme Ice Machines, LLC., for ice machines, service, repair, and rentals in a total annual amount up to $154,127.00 for the Parks and Recreation, Property Management, Code Compliance, Police, Fire, Water, and Transportation and Public Works Departments and authorize four one-year renewals for the same annual amount. DISCUSSION: The Parks and Recreation, Property Management, Code Compliance, Police, Fire, Water, and Transportation and Public Works Departments approached the Purchasing Division for assistance with securing an agreement for ice machines, service, repair, and rentals. This agreement will provide ice machines, services, repairs, and rentals for City buildings. To procure these goods, Purchasing staff issued Invitation to Bid (ITB) No. 22-0181 which consisted of detailed specifications describing the types of ice machines, the service, and rental requirements. The ITB was advertised in the Fort Worth Star -Telegram for four consecutive Wednesdays beginning on July 20, 2022 through August 3, 2022. The City received two responses. An evaluation panel consisting of representatives from Code Compliance and Property Management Departments reviewed and scored the submittals using Best Value criteria. The individual scores were averaged for each of the criteria and the final scores are listed in the table below. Bidders Rentaltyme Ice Machines, LLC Easy Ice, LLC Evaluation Criteria a. Contractor's qualifications b. Contractor's experience IlEvaluation Factors Ila. Ilb. III. Ild. Ile. IlTotal Score 117.5117.5117.5 117.51140 1170 II7.5II7.5II8.25II7.5II37.60II68.35 I c. Contractor's availability to provide services, personnel d. Contractor's availability to provide services, equipment e. Cost After evaluation, the panel concluded that Rentaltyme Ice Machines, LLC., present the best value and will http://apps.cfwnet.org/ecounciI/printinc.asp?id=30396&print=trLie&DocType=Print 10/13/2022 provide the necessary coverage for the City, therefore recommends that Council authorize an agreement with Rentaltyme Ice Machines, LLC. No guarantee was made that a specific amount of services would be purchased. Staff certifies that Rentaltyme Ice Machines, LLC bid met specifications. Funding: The maximum combined annual amount allowed under this agreement will be $154,127.00, however, the actual amount used will be based on the need of the department and the available budget. Funding is budgeted in the other contractual services account and equipment release within Operating Funds for Fiscal Year 2023. Department Estimated Annual Account Name Amount Fire $47,000.00 Other Contractual Services Property Management $35,000.00 Other Contractual Services Water $34,344.00 Other Contractual Services Park and Recreation $29,417.00 Other Contractual Services Code Compliance $4,840.00 Other Contractual Services Transportation and Public $272400 Other Contractual Works ,. Services Police $802.00 Other Contractual Services Diversity and Inclusion: A waiver of the goal for Business Equity subcontracting requirements 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's approval, this agreement shall begin upon execution and expire one year from that date. Renewal Terms: The Agreement may be renewed for four one-year renewal options for the same annual amount. The renewals do not require specific City Council approval as long as sufficient funds have been appropriated. 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 funds are available in the current operating budget, as previously appropriated, in the participating departments' Operating Funds to support the approval of the above recommendation and execution of the agreement. Prior to any expenditure being incurred, the participating departments have the responsibility to validate the availability of funds. BQN\\ FUND IDENTIFIERS (FIDsJ: TO Fund Department ccount Project Program ctivity Budget Reference # Amount I ID ID 1 Year (Chartfield 2) http://apps.cfwnet.org/ecounciI/printinc.asp?id=30396&print=trLie&DocType=Print 10/13/2022 CERTIFICATIONS: Submitted for Citv Manager's Office bv: Oriainatina Department Head: Additional Information Contact: Reginald Zeno (8517) Valerie Washington (6192) Anthony Rousseau (8338) James Davis (6801) Anthony Rousseau (8338) Heather Oakes (8354) ATTACHMENTS 1. 22-0181 FID Table.xlsx (CFW Internal) 2. 22-0181 Waiver Ice machines GV.gdf (CFW Internal) 3. Rentaltvme 1295.pdf (CFW Internal) 4. SAM - Rentaltvme 09.16.22.gdf (CFW Internal) http://apps.cfwnet.org/ecounciI/printmc.asp?id=30396&print=true&DocType=Print 10/13/2022