HomeMy WebLinkAboutContract 58754-R3Contract Renewal Page 1 of 2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
September 19, 2025
Kinloch Equipment & Supply Inc.
Attn: Jeff Jackson
3320 Pasadena Blvd.
Pasadena, TX 77503
Re: Contract Renewal Notice
City Secretary Contract No. 58754 (the “Contract”)
Renewal Term No. 3: December 1, 2025, to November 30, 2026
The above referenced Contract with the City of Fort Worth expires on November 30, 2025
(the “Expiration Date”). Pursuant to the Contract, renewals are at the sole option of the City. This
letter is to inform you that the City is exercising its right to renew the Contract for an additional
one (1) year period, which will begin immediately after the Expiration Date. All other terms and
conditions of the Contract remain unchanged. Please return this signed acknowledgement letter,
along with a copy of your quote for charges for the new renewal term and a current insurance
certificate, to the email address listed below, acknowledging receipt of the Contract Renewal
Notice. Failure to provide a signed acknowledgment does not affect the renewal.
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 phone number listed below.
Sincerely,
Christina Thomas
Christina Thomas
Contract Compliance Specialist
City of Fort Worth, Property Management Department
(817) 392-8538
Christina.thomas@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: Marilyn Marvin
Title: Property Management Director
ATTEST:
By: ______________________________
Name: Jannette S. 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: Denise Garcia
Title: Purchasing Manager
APPROVED AS TO FORM AND
LEGALITY:
By: ______________________________
Name: Jessika Williams
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 22-0912
M&C Approved:11/08/2022
Form 1295 Certification No.:2022-937480
Kinloch Equipment & Supply Inc.
By:
Name: Jeff Jackson
Title: Parts Director
Date: __________________
City of Fort Worth,
Mayor and
Texas
Council Communication
DATE: 11/08/22 M8�C FILE NUMBER: M&C 22-0912
LOG NAME: 21 FY23 KINLOCH EQUIPMENT & SUPPLY, INC. REPAIRS & SVS
SUBJECT
(ALL) Authorize Sole Source Purchase Agreement with Kinloch Equipment & Supply, Inc. for Original Equipment Manufacturer Elgin and Vactor
Equipment Parts and Repairs in an Amount Up to $350,000.00 with Four one-year Renewal Options for the Same Annual Amount for the Property
Management Department
RECOMMENDATION:
It is recommended that the City Council authorize a sole source purchase agreement with Kinloch Equipment & Supply Inc. for original equipment
manufacturer Elgin and Vactor equipment parts and repairs in an amount up to $350,000.00 with four one-year renewal options for the same
annual amount for the Property Management Department.
DISCUSSION:
The Property Management Department (PMD) approached the Purchasing Division for assistance in obtaining replacement parts and services to
maintain City owned Elgin and Vactor parts and repairs equipment. Kinloch Equipment & Supply Inc. is the sole distributor for Elgin and Vactor
maintenance, service repairs and original equipment manufacturer (OEM) replacement parts. The City of Fort Worth has street sweepers and
sewer units that maintain City streets and drainage systems that range in age from 1975 to 2018. Elgin and Vactor offers OEM parts needed to
ensure optimal performance from equipment during standard business hours and after hour field service calls.
Staff reviewed the prices and determined them to be fair and reasonable. No guarantee was made that a specific amount of goods and services
would be purchased. The City anticipates spending approximately $350,000.00 per year during the term of the agreement, which provides an
adequate amount of funds for repairs and service needed for city equipment.
Funding is budgeted in the Fleet Service Outside Repair & Maintenance account of the Property Managment DepartmenYs Fleet & Equipment
Service Fund.
DVIN: Property Management submitted a 252 Form approved by Assistant City Attorney - Taylor Paris to waive the business equity goal
requirement.
This procurement is exempted from the competitive bidding requirements as provided for under Section 252.022(7) of the Texas Local
Government Code because, Kinloch Equipment & Supply Inc.is the documented sole source original equipment manufacturer for Elgin and Vactor
Equipment Parts and Repairs for Kinloch.
ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager in the amount up to
$50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.
Upon City Council approval, the Agreement shall begin upon execution of the Agreement and expire one year from that date.
RENEWAL OPTIONS - This Agreement may be renewed for four additional one-year renewal periods. 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.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendation, funds are available in the current operating budget, as
appropriated, in the Fleet & Equipment Sery Fund. Prior to any expenditure being incurred, the Property Management Department has the
responsibility to validate the availability of funds.
Submitted for City Manager's Office bk Dana Burghdoff 8018
Originating Business Unit Head: Steve Cooke 5134
Additional Information Contact: Lolita Brewer 6645