HomeMy WebLinkAboutContract 56765-R4CSC No.
Contract Renewal Page 1 of 2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
October 21, 2025
Pitney Bowes, Inc
Attn: Roger Donohue
3001 Summer Street
Stamford, CT 06905
Re:Contract Renewal Notice
Contract No. CSC No. 56765 (the “Contract”)
Renewal Term No. 4: from November 30, 2025, to November 29, 2026
The above-referenced Contract with the City of Fort Worth expireson November 29, 2025
(the “Expiration Date”). Pursuant to the Contract, contract renewals are allowable by mutual
agreement of the parties. This letter is to inform you that the City is requesting to renew the
Contract for an additional one (1) year period, which will begin immediatelyafterthe Expiration
Date. All other terms and conditions of the Contract remain unchanged.
Please return this signed acknowledgment letter, along with a copy of your quote for
charges if any for the new renewal term and a current insurance certificate, to the address
set forth below.
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 telephone number listed below.
Sincerely,
__________________________
John Padinj
Senior Purchasing Manager
817-392-2279
CSC No.
Contract Renewal Page 2 of 2
CITY OF FORT WORTH
By: ___________________________
Name: Haven C Wynne
Title: Chief Procurement Officer
APPROVAL RECOMMENDED:
By: ______________________________
Name: Haven C Wynne
Title: Chief Procurement Officer
ATTEST:
By: ______________________________
Name: Jannette 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: John Padinj
Title: Senior Purchasing Manager
APPROVED AS TO FORM AND LEGALITY:
By: ______________________________
Name: Amarna A Muhammad
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 21-0888
Date Approved: 11/30/2021
Form 1295 Certification No.: N/A
Pitney Bowes, Inc
By:
Name: Roger Donohue
Title: Operations Manager
10/21/25, 3:00 PM
CITY COUNCIL AGENDA
Create New From This M8�C
DATE:
CODE:
11/30/2021 REFERENCE
N O..
P TYPE:
**M&C 21-
0888
CONSENT
M&C Review
F�RT�'�ORTI�
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LOG NAME:
PUBLIC
HEARING:
13P MAILROOM
EQUIPMENT LEASE MG
FMS
I�C�:
SUBJECT: (ALL) Authorize Agreement with Pitney Bowes, Inc., Using BuyBoard Cooperative
Agreement 576-18 for the Lease of Mail-Processing Equipment for the Financial
Management Services Department in an Annual Amount of $46,364.64 for a Total Amount
Up to $231,823.20 for the Five-Year Term
RECOMMENDATION:
It is recommended that the City Council authorize an agreement with Pitney Bowes, Inc., using
BuyBoard cooperative agreement 576-18 for the lease of mail-processing equipment for the Financial
Management Services Department in an annual amount of $46,364.64 for a total amount up to
$231,823.20 for the five-year term.
DISCUSSION:
With this Mayor and Council Communication (M&C), Council will authorize the Financial Management
Services Department to enter into a five year term agreement to lease mailroom equipment using
BuyBoard cooperative agreement 576-18. This equipment is used to process, insert, weigh, meter
and seal certified mail, correspondence, citations, zoning notices and code violations. Each year the
City of Fort Worth (City) processes approximately one million pieces of mail generated by
departments. Pitney Bowes Inc., will be responsible for the maintenance and upgrades to the leased
mail-processing equipment. The annual cost of the lease agreement will be $46,364.64, to be paid
quarterly at a cost of $11,591.16. The total cost of the five year lease will be $231,823.20. This is a
total savings of $4,915.80 from the previous lease agreement.
COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under
a cooperative purchase agreement satisfies any state law requiring that the local government seek
competitive bids for purchase of the item. BuyBoard contracts are competitively bid to increase and
simplify the purchasing power of government entities across the State of Texas.
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.
BUSINESS EQUITY -A goal is not assigned when purchasing from an approved purchasing
cooperative or public entity.
AGREEMENT TERM - Upon City Council's approval, the term of the Agreement will be for one five-
year term with no options to renew.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as
previously appropriated, in the General Fund to support the approval of the above recommendations
and award of the contract. Prior to any expenditure being incurred, the Financial Management
Services Department has the responsibility to validate the availability of funds.
BQN\\
apps.cfwnet.org/council_packet/mc_review.asp?ID=29436&councildate=11 /30/2021 1 /2
10/21/25, 3:00 PM
TO
M&C Review
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Submitted for City Manager's Office by_
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Jay Chapa (5804)
Reginald Zeno (8517)
Cynthia Garcia (8525)
Michelle Green (2058)
Funds Availability Mailroom Equipment Lease.pdf (CFW Internal)
Mailroom FID Table.xlsx (CFW Internal)
Pitney Bowes Inc.pdf (CFW Internal)
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