HomeMy WebLinkAboutContract 58607-R3Contract Renewal Page 1 of 2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
September 24, 2025
Southwest International Truck, Inc.
Attn: Tim Lumpkins
617 N. Freeway IH 35W
Fort Worth, TX 76102
Re: Contract Renewal Notice
City Secretary Contract No. 58607 (the “Contract”)
Renewal Term No. 3: December 16, 2025, to December 15, 2026
The above referenced Contract with the City of Fort Worth expires on December 15, 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 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
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 J. Williams
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C:22-0840
M&C Approved:10/11/2022
Form 1295 Certification No.:2022-930240
VENDOR:
Southwest International Truck, Inc.
By:
Name: Tim Lumpkins
Title: Body Shop Manager
City of Fort Worth,
Mayor and
DATE: 10/11 /22
Texas
Council Communication
M8�C FILE NUMBER: M&C 22-0840
LOG NAME: 13P22-0186 ADDITIONAL AUTO BODY COLLISION REPAIRS & SVS LSJ PMD
SUBJECT
(ALL) Authorize Execution of Non-Exclusive Purchase Agreements with AutoNation Collision Center/ Ken Nichols Ford LTD, Southwest
International Trucks, Inc., and WTR, Inc., for Additional Auto Body Collision Repairs and Services for the Property Management Department for a
Combined Annual Amount Up to $1,374,000.00 and Authorize Four Annual Renewals for the Same Annual Amount
RECOMMENDATION:
It is recommended that the City Council authorize execution of non-exclusive purchase agreements with AutoNation Collision Center/ Ken Nichols
Ford LTD, Southwest International Trucks, Inc., and WTR, Inc., for additional auto body collision repair services for a combined annual amount up to
$1,374,000.00 for the Property Management Department and authorize four annual renewals for the same annual amount.
DISCUSSION:
The Property Management (Fleet) Department approached the Purchasing Division for assistance securing an annual agreement for additional
auto body collision repair services. Purchasing previously issued Invitation to Bid (ITB) No. 22-0028 which resulted in the award of an annual
agreement; however there were not enough Vendors to provide repair services for approximately 4,600 City-owned vehicles and equipment. In
order to procure these additional services, Purchasing staff issued Invitation to Bid (ITB) No. 22-0186. The ITB consisted of detailed specifications
describing the vendor's responsibilities and requirements for auto body work.
The bid was advertised in the Fort Worth Star-Telegram for four consecutive Wednesdays, beginning July 20, 2022 through August 10, 2022. The
City received three bids. An evaluation panel consisting of representatives of the Property Management Department 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.
•(a) Ability to meet the City's needs;
•(b) Contractor's approach to pertorm services;
•(c) Contractor's experience working with governmental/similar size;
•(d) Availability of resource to perform services, qualified personnel and equipment; and
• (e) Cost of service.
After evaluation, the panel concluded AutoNation Collision Center/ Ken Nichols Ford LTD, Southwest International Trucks, Inc., and WTR,
Inc., presented the best value to the City and therefore, recommends that Council authorize agreements with AutoNation Collision Center/ Ken
Nichols Ford LTD, Southwest International Trucks, Inc., and WTR, Inc. Under these non-exclusive agreements, the department will order services
according to the lowest cost and availability. No guarantee was made that a specific amount of services would be purchased. Staff certifies that
the recommended vendors' bids met specifications.
Funding is budgeted in the Property Management DepartmenYs Rollup within the Fleet & Equipment Service Fund.
DIVERSITY AND INCLUSION (DVIN) - 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, this agreement shall begin upon execution and expire one year from that date. This
agreement will be concurrent with the annual agreement awarded from ITB No. 22-0028.
RENEWAL TERMS -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.
ADMINISTRATIVE CHANGE ORDERS - In addition, 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.
Best Value criteria:
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the Fleet and Equipment
Service Fund to support the approval of the above recommendation and award of the agreement. 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 b� Reginald Zeno 8517
Dana Burghdoff 8018
Originating Business Unit Head: Anthony Rousseau 8338
Steve Cooke 5134
Additional Information Contact: Cynthia Garcia 8525
LaKita Slack-Johnson 8314