HomeMy WebLinkAboutContract 61199-A1CSC No.
61199-A1
AMENDMENT NO. 1
TO CITY OF FORT WORTH CONTRACT 61199
This Amendment is entered into by and between the CITY OF FORT WORTH
("City"), and WASHING EQUIPMENT OF TEXAS, INC. ("Vendor"). City and Vendor may
be referred to individually as a "Party" and collectively as the "Parties".
WHEREAS on March 29, 2024, the City entered into an agreement for the vendor to
provide preventative maintenance, repairs, parts, and supplies for the City's carwashes for the
Property Management Department as described in City Secretary Contract No. 61199
("Agreement");
WHEREAS, the latest renewal term ends on March 28, 2026; and
WHEREAS, it is the collective desire of the Parties to amend Exhibit A, Scope of Services
to provide for additional services, as authorized under the Agreement. The Parties further agree to
add two Westmatic carwashes and replace Exhibit B, Payment Schedule of the Agreement to
include pricing for Westmatic parts.
NOW THEREFORE, Fort Worth and Vendor, acting herein through their duly authorized
representatives, agree to the following terms:
1.
AMENDMENTS
Exhibit A, Scope of Services, is hereby amended by replacing pages 1-3, specifically
provisions 2.0, 3.0, and 4.0 providing for Delivery, Specifications, and Brand Name or
Equal, with the attached pages, Attachment A-1.
2. Exhibit B, Payment Schedule, is hereby deleted in its entirety, and is replaced with the
attached Exhibit B.
2.
ALL OTHER TERMS SHALL REMAIN THE SAME
All other provisions of the Agreement which are not expressly amended herein shall remain
in full force and effect.
3.
ELECTRONIC SIGNATURE
This Amendment may be executed in multiple counterparts, each of which shall be an
original and all of which shall constitute one and the same instrument. A facsimile copy
or computer image, such as a PDF or tiff image, or a signature, shall be treated as and shall
have the same effect as anoriginal.
(signature page follows)
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Amendment 1 Paget of 2
ACCEPTED AND AGREED:
CITY OF FORT W TH
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By. Valerie Washington (Sep 4, 202511:18:57 CDT)
Name: Valerie Washington
Title: Assistant City Manager
Date: 09/04/2025
APPROVAL RECOMMENDED:
By:
Name: Marilyn Marvin
Title: Property Management Director
ATTEST:
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By:
Name: Jannette S. Goodall
Title: City Secretary
VENDOR:
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: Denise Garcia (Sep 4, 2025N .56:31 CDT)
Name: Denise Garcia
Title: Purchasing Manager
APPROVED AS TO FORM AND
LEGALITY:
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By:
aFORT4IIIIa
Name: Amarna Muhammad
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Title: Assistant City Attorney
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CONTRACT AUTHORIZATION:
Washing Equipment of Texas, Inc.
Roder Knowles
By: Roger KnW es (Sep 2, 202517:01:22 CDT)
Name: Roger Knowles
Title: Regional Manager
Date: 09/02/2025
M&C: N/A
M&C Approved: N/A
Form 1295 Certification No.: N/A
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Amendment 1 Page 2 of 2
EXHIBIT A
SCOPE OF SERVICES
2.0 DELIVERY
2.1 Property Management Fleet Division sites with Performance Dependability and
Quality (PDQ) car washes:
2.1.1 James Avenue Service Center, 5021 James Avenue, Fort Worth, TX 76115
2.1.2 North Service Center, 317 Hillshire Drive, Fort Worth, TX 76052
2.2 Property Management Fleet Division sites with Westmatic car washes:
2.2.1 West Service Center, 2900 Alta Mere Dr. Fort Worth, TX 76116
2.2.2 EMS Location, 8928 Medical City Way, Fort Worth, TX 76177
3.0 SPECIFICATIONS
3.1 M terials
3.1.1 All items supplied resulting from this contract will be of recent production,
unused, and suitable for their intended purpose.
3.1.2 Vendor will utilize soaps and chemicals approved by the manufacturer;
Performance Dependability and Quality (PDQ) or Westmatic, respectively.
3.2 Contractor Responsibilities
3.2.1 The Vendor will include in the consumables fee all the goods, consumable
goods, cleaning/disposable goods, environmental fees, etc. used to clean
(spray cleaners, lubricants, and hand whips or towels) to make the necessary
repairs to the car/truck wash.
3.2.1.1 Consumables will be based on a % of labor cost per invoice with a
"not to exceed" cap.
3.2.2 All technicians will be certified and/or licensed to perform the required
maintenance.
3.2.3 Vendor will utilize software specific to the manufacturer (PDQ or Westmatic)
to diagnose electronic issues.
3.2.4 The awarded Vendor will service in accordance with the best current
practices in the industry.
3.2.4.1 Monthly preventative maintenance checks will include all items in
the preventative maintenance schedules below.
3.2.5 Unless otherwise specified, vendor must be able to provide complete and
comprehensive parts and repair service support for all PDQ and Westmatic
car wash equipment.
3.2.5.1 Vendor will be expected and required to provide stock or have
access to the complete line of PDQ and Westmatic parts and
supplies, including any/all MSDS/SDS' sheets which may be
required.
3.2.6 The Vendor will acknowledge and respond to the City's request for
diagnosing issues within 48 hours.
3.2.6.1 The Fleet supervisor will call the Vendor to schedule the diagnosis
and will follow up with a PO within 24 hours.
3.2.7 Vendor will be responsible for disposal of hazardous wastes from "cradle to
grave".
3.2.7.1 Vendor will be responsible for cleanup of debris and spills resulting
from work performed while completing services under this
Agreement.
3.2.7.2 Vendor and Disposal site will be compliant with all Texas
Commission on Environmental Quality (TCEQ) and Environmental
Protection Agency (EPA) guidelines and in accordance with all
applicable laws, codes, and ordinances including Model Standards
adopted by Texas Commission on Environmental Quality.
3.2.8 The Vendor will not subcontract without written permission from the City.
4.0 BRAND NAME OR EOUAL
4.1 All parts, soaps, and chemicals must either be purchased from PDQ or Westmatic
or documentation from PDQ or Westmatic deeming them suitable for use on the
City's PDQ or Westmatic car washes must be provided.
EXHIBIT B
PAYMENT SCHEDULE
# Line Description
Unit of
Unit Cost
Measurement
(UOM)
1 Hourly, Labor, Monday - Friday,
HR
$120.00
8:00 AM — 5:00 PM
2 After Hourly, Labor, (5:01 PM — 7:59 AM),
HR
$180.00
Weekends, and Holidays
3 Diagnostic Fee, Monday - Friday,
EA
$120.00
8:00 AM-5:00 PM (shall include all travel
and assessments to complete diagnosis)
• Prompt Payment Discount Terms: 1% Net 10 Days (i.e. 3% Net 15, etc.)
• Performance Dependability and Quality (PDQ) parts and supplies or other parts and supplies
not listed above offered at a discount off of the manufacturer's' list price: 0% Discount
• Westmatic parts and supplies will be offered at 25% markup from the manufacturer's' list
price
• Chemicals such as soaps, cleaners, rinses, rainX, etc. will be offered at a discount off of the
manufacturer's list price: 10% Discount
• Consumable goods, environmental fees, and products used to clean and repair the car/truck
wash (spray cleaners, lubricants, hand wipes, or towels) will be charged at 5% of the total
labor, but not to exceed $100 per invoice.
1.0 ESTIMATES
1.1 Vendor will provide electronically produced estimates to PMD Fleet personnel
before the start of any work. The estimates must be emailed to the PMD Fleet
employee(s) and/or PMD Fleet facility location who requested the services to be
completed.
1.2 Estimates will be authorized by PMD Fleet personnel in writing via email with the
purchase order number prior to work being performed. Verbal approvals will not
be considered valid.
1.2.1 Vendor will be notified, via email, of repairs needed and/or diagnosis
from Fleet.
1.2.2 Vendor will identify the repair direction and will email an estimate
with specific details of the repairs needed regardless of warranty or
non -warranty.
1.2.3 Warranty and billable repairs will be on separate estimate(s) /
invoicing in ALL cases.
1.2.4 PMD Fleet will issue a purchase order for billable repairs via email.
Repairs are NOT to be performed until a purchase order has been
issued in writing from PMD Fleet Division. This ensures proper
tracking and documentation are in place for the Vendor and the City.
1.2.5 Vendor may charge an hourly non -warranty labor rate per service, a
diagnostic fee (detailed out), PDQ parts, supplies, and chemicals
offered at a discount off of the manufacturer's list. There are no
guarantees that the City will accept or be held financially or liable
for costs outside of labor and materials/ parts if the pricing is not
listed in Exhibit B, Payment Schedule.
1.3 Final submitted invoices submitted to the City for work performed should always
match the final estimate received by the City. All revised estimates must be approved
in writing prior to billing.
1.4 If the City's car wash or equipment is serviced by a Vendor for warranty work, an
estimate provided by the Vendor to the City will state `Warranty Service'.
1.5 All estimates provided by the Vendor will be quoted on a `time and materials' basis,
adherence to the agreed upon contract rate(s) and itemized to illustrate the cost of
each of the following, if applicable, to the service or work performed.
1.5.1 Estimates will include number of, unit cost and City's cost for all part(s)
to be installed; itemized by part and/or chemical being purchases by the
City.
1.5.2 Estimates will include cost of labor to perform repair and/or
installation; itemized by number of labor hours.
1.5.3 Estimates will include itemized diagnostic fee. The diagnostic fee will
account for and include all travel and assessments to complete the
diagnosis.
1.5.4 Miscellaneous shop fees will not be allowed. These costs should be
broken down in Labor, Parts, or established fees defined in the bid
lines.
2.0 INVOICES
2.1 Vendor's Invoices must be itemized. Line items for labor, parts, and chemicals must
include supporting documentation, as discussed below:
2.1.1 Supporting Documentation for Labor charges must include, at a
minimum: 1) the total number of labor hours performed; and 2) the
labor rate. Vendor must provide the City with documentation which
identifies the per hour labor rate.
2.1.2 Supporting Documentation for Parts charges must include, at a
minimum: 1) a short and plain description of the part; 2) the vendor
part number; and 3) the vendor's cost for the part and any markups
or discounts.
2.1.3 Supporting Documentation for Chemicals must include, at a minimum:
1) the amount and name of chemicals used; and 2) the cost of each chemical
used.
2.1.4 The Vendor must obtain a Purchase Order number before performing
any services.
2.1.5 The Vendor must itemize all charges on the Vendor's invoice billing
statement, and provide documentation establishing the charges on the
Vendor's invoice billing statement.
3.0 INVOICING REOUIREMENTS
3.1 The City of Fort Worth has implemented an automated invoicing system.
3.2 The Contractor will send invoices electronically to our centralized Accounts Payable
department invoice email address: sunnlierinvoices(&,,fortworthtexas.2ov. This email
address is not monitored so please do not send correspondence to this email address.
The sole purpose of the supplier invoices email address is to receipt and process
supplier invoices.
3.3 Please include the following on the subject line of your e-mail: vendor name, invoice
number, and PO number, separated by an underscore (ex: Example,
Inc._123456 FW013-0000001234)
3.4 To ensure the system can successfully process your invoice in an expedient manner,
please adhere to the following requirements:
3.4.1 All invoices must be either a PDF or TIFF format.
3.4.2 Image quality must be at least 300 DPI (dots per inch).
3.4.3 Invoices must be sent as an attachment (i.e. no invoice in the body of
the email).
3.4.4 One invoice per attachment (includes PDFs). Multiple attachments per
email is acceptable but each invoice must be a separate attachment.
3.4.5 Please do not send handwritten invoices or invoices that contain
handwritten notes.
3.4.6 Dot matrix invoice format is not accepted.
3.4.7 The invoice must contain the following information:
3.4.7.1 Supplier Name and Address;
3.4.7.2 Remit to Supplier Name and address, if different;
3.4.7.3 Applicable City Department business unit (i.e. FW013)
3.4.7.4 Complete City of Fort Worth PO number (i.e. the PO
number must contain all preceding zeros);
3.4.7.5 Invoice number;
3.4.7.6 Invoice date; and
3.4.7.7 Invoices should be submitted after delivery of the goods
or services.
3.5 To prevent invoice processing delays, please do not send invoices by mail and email
and please do not send the same invoice more than once by email to
supplierinvoices(&fortworthtexas. og_v. To check on the status of an invoice, please
contact the City Department ordering the goods/services or the Central Accounts
Payable Department by email at: ZZ FIN AccountsPavable(cr�,fortworthtexas.2ov
3.6 If you are unable to send your invoice as outlined above at this time, please send your
invoice to our centralized Accounts Payable department instead of directly to the
individual city department. This will allow the city staff to digitize the invoice for faster
processing.
3.7 If electronic invoicing is not possible, you may send your paper invoice to:
City of Fort Worth
Attn: FMS Central Accounts Payable
100 Fort Worth Trail Fort Worth, Texas, 76102
3.8 The City's goal is to receive 100% of invoices electronically so that all supplier
payments are processed efficiently. To achieve this goal, we need the Contractor's
support.
3.9 If Contractor has any questions, please contact the Accounts Payable team at (817)
392-2451 or by email to ZZ FIN_AccountsPUable(&fortworthtexas.gov.
3.10 Contractor will not include Federal, State of City sales tax in its invoices. City will
furnish a tax exemption certificate upon Vendor's request.
4.0 UNIT PRICE ADJUSTMENT
4.1 Vendor may request a Price Adjustment based on Price Adjustment Verification up to
one time Quarterly. Price Adjustment means an unplanned or unanticipated change,
upward or downward, from the established contract price that is supported by
demonstrated Price Adjustment Justification. A request for a Price Adjustment must
be initiated by the Vendor. Price Adjustments will not be allowed more frequently than
once Quarterly. It is within the sole discretion of the City to determine whether an
adjustment is necessary and/or acceptable.
4.2 Quarterly means the City's Fiscal year quarters, being each of the three (3) month
periods the first of which begins October 1. Quarter (Q) 1: October 1 — December 31;
Q2: Jan 1 — March 31; Q3P: April 1 — June 30; Q4: July 1 — September 30.
4.3 Price Adjustment Justification means documentation supporting a requested Price
Adjustment and showing an objectively verifiable basis for a change in price due to
the documented impact of economic conditions on labor, equipment, or materials.
Examples of possible Price Adjustment Justification include, but are not limited to,
cost indexes, and/or updated supplier price sheets. It is within the sole discretion of
the City to determine whether Price Adjustment Justification is sufficient and/or
acceptable.
4.4 The Vendor must submit its Price Adjustment request, in writing, at least 60 days
before the effective period (1st day of a new quarter). The Vendor must provide all
Price Adjustment Justification, as defined above, at the time of its request for a Price
Adjustment.
4.5 If the City, in its sole discretion, concludes that the requested Price Adjustment is
unreasonable or not fully supported by adequate Price Adjustment Justification, the
City reserves the right to adjust the rate increase, or reject the requested Price
Adjustment in its entirety and allow the contract to expire at the end of the contract term.
If the City elects not to accept a requested Price Adjustment, the Purchasing Division
may issue a new solicitation.
4.6 Prices offered were for bid analysis and for Agreement pricing. In cases of errors in
extensions or totals, the unit prices offered will govern.
4.7 Upon expiration of the Agreement term the successful Vendor, agrees to hold over
under the terms and conditions of this Agreement for a reasonable period of time to
allow the City to re -bid an Agreement, not to exceed ninety (90) days. Vendor will be
reimbursed for this service at the prior Agreement rate(s). Vendor will remain obligated
to the City under all clauses of this Agreement that expressly or by their nature extends
beyond and survives the expiration or termination of this Agreement.
4.8 Delivery of goods and/or services will not be suspended by the Vendor without a 30-
day prior written notice to the Senior Purchasing Manager.
4.9 Only Published price changes will be accepted. Prices that were in effect at the time
of order placement will take precedence