HomeMy WebLinkAboutContract 62347-R1Contract Renewal Page 1 of 2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
September 23, 2025
Reeder Distributors, Inc.
Attn: Chris Bussey
5450 Wilbarger St.
Fort Worth, TX 76119
Re: Contract Renewal Notice
City Secretary Contract No. 62347 (the “Contract”)
Renewal Term No. 1: 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: 25-0028
M&C Approved:01/14/2025
Form 1295 Certification No.:2024-1217927
Reeder Distributors, Inc.
By:
Name: Chris Bussey
Title: HD Regional Sales Manager
Date: __________________
City of Fort Worth,
Mayor and
DATE: 01 /14/25
Texas
Council Communication
M&C FILE NUMBER: M&C 25-0028
LOG NAME: 13PCOOP AMEND CSC62347 AUTO PARTS AND MAINTENANCE SRVS ML PMD
SUBJECT
(ALL) Authorize Amendment to City Secretary Contract No. 62347 with Reeder Distributors, Inc. Using Buyboard Cooperative Contract
No. 715-23 for Automotive Parts, Fluids, Equipment, and Maintenance Services to Increase the Annual Amount by $400,000.00 for a
New Annual Amount Up to $500,000.00 and Authorize One Renewal Option for an Amount Up to $550,000.00 for the Property
Management Department
RECOMMENDATION:
It is recommended that the City Council authorize an amendment to City Secretary Contract No. 62347 with Reeder Distributors, Inc.
using Buyboard Cooperative Contract No. 715-23 for automotive parts, fluids, equipment, and maintenance services to increase the
annual amount by $400,000.00 for a new annual amount up to $500,000.00 and authorize one renewal option for an amount up to
$550,000.00 for the Property Management Department.
DISCUSSION:
On November 21, 2024, the City executed City Secretary Contract No. 62347 with Reeder Distributors, Inc. using BuyBoard Cooperative
Contract No. 715-23 for automotive parts, fluids, equipment, and maintenance services. The contract offers a variety of products and
services, including but not limited to, automotive and heavy-duty lifts and inspections, most lubrication equipment, and most compressed
air equipment. The Property Management Department will utilize the agreement to purchase equipment and services for various City of
Fort Worth automobiles on an as-needed basis. The purpose of this Mayor & Council Communication is to authorize an amendment to
the agreement to increase allowable spending by $400,000.00 for a new annual amount up to $500,000.00.
COOPERATIVE PURCHASE: State law provides that a local government purchasing an item under a cooperative purchasing
agreement satisfies state laws requiring that the local government seek competitive bids for the purchase of the items. Buyboard
contracts have been competitively bid to increase and simplify the purchasing power of government entities.
Buyboard Cooperative Contract No. 715-23 has an initial term beginning on December 1, 2024, through November 30, 2025, and
includes a one (1) one-year renewal option. The Request for Proposal for Buyboard Contract No. 715-23 was published on January 18,
2023 and January 25, 2023, and responses were opened on June 1, 2023. Buyboard contracts offer fixed discounts. Staff reviewed the
pricing and determined it to be fair and reasonable.
AGREEMENT TERM: The current term of this agreement will expire on November 30, 2025.
RENEWAL OPTIONS: In accordance with the terms of Buyboard Contract 715-23, there is one (1) one-year option to renew. The
spending authority for the renewal period, if exercised, will be in an amount up to $550,000.00. This 10% increase will help sure that the
City has sufficient spending capacity to meet demand despite changing needs and market price fluctuations. 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 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.
Funding is budgeted in the Fleet Service Outside Repair & Maintenance account within the Fleet & Equipment Service Fund for the
Property Management Department, as appropriated.
DVIN-BE: A business equity goal is not assigned when purchasing from an approved purchasing cooperative or public entity.
This project will serve ALL COUNCIL DISTRICTS.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendation, funds are available in the current operating budget, as previously
appropriated, in the Fleet & Equipment Sery Fund. Prior to an 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: Reginald Zeno 8517
Marilyn Marvin 7708
Additional Information Contact: Jo Ann Gunn 8525
Martha Lopez 2059