HomeMy WebLinkAboutContract 58676-R3Contract Renewal Page 1 of 2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
September 23, 2025
Kirby Smith Machinery
Attn: James McDonnell
1450 NE Loop 820
Fort Worth, TX 76106
Re: Contract Renewal Notice
City Secretary Contract No. 58676 (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: 22-0910
M&C Approved:11/08/2022
Form 1295 Certification No.:2022-936289
Kirby Smith Machinery
By:
Name: James McDonnell
Title: Government Territory Manager
Date: __________________
City of Fort Worth,
Mayor and
Texas
Council Communication
DATE: 11/08/22 M8�C FILE NUMBER: M&C 22-0910
LOG NAME: 21FY23 KIRBY-SMITH MACHINERY REPAIRS & SVS
SUBJECT
(ALL) Authorize Sole Source Purchase Agreement with Kirby-Smith Machinery for Original Equipment Manufacturer Gradall Equipment Parts and
Repairs in an Amount Up to $200,000.00 Per Year with Four One-Year Renewal Options for the Property Management Department
RECOMMENDATION:
It is recommended that the City Council authorize a sole source purchase agreement with Kirby-Smith Machinery for original equipment
manufacturer Gradall equipment parts and repairs in an amount up to $200,000.00 per year with four one-year renewal options 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 Gradall excavating equipment. Kirby-Smith Machinery is the authorized service facility for Gradall maintenance, service
repairs and original equipment manufacturer (OEM) replacement parts. The City of Fort Worth has excavators to demolish, dig, load and unload
terrain on highways and off-road with a model year range of 1975 to 2018. Gradall offers OEM parts needed to ensure optimal pertormance 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 $200,000.00 during the first agreement period; 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.
M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Property Management Department and
approved by the M/WBE Office, in accordance with the M/WBE or BDE Ordinance, because the M/WBE Waiver is based on the sole source
information provided to the M/WBE Office by the Purchasing Division Buyer.
This procurement is exempted from the competitive bidding requirements as provided for under Section 252.022(7) of the Texas Local
Government Code because, Kirby-Smith Machinery is the documented sole source original equipment manufacturer for Gradall equipment parts,
repairs and maintenance services for Kirby- Smith.
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
previously 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