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Home My WebLink About062465-R1 - General - Contract - Holt Texas, LTD.CSC No. 62465-R1 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE September 26, 2025 Holt Texas, LTD. Attn: Michael Puryear 549 W Loop 820 N Fort Worth, TX 76108 Re: Contract Renewal Notice City Secretary Contract No. 62465 (the "Contract") Renewal Term No. 1: December 18, 2025, to December 17, 2026 The above referenced Contract with the City of Fort Worth eXpires on December 17, 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.�ov/purchasin� 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, C�lzrrstinc (�i�yncs Christina Thomas Contract Compliance Specialist City of Fort Worth, Property Management Department (817) 392-8538 Christina.tho mas(a�fortworthtexas.�ov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 CITY OF FORT WORTH BV; Valeri�n�n Oct10,202h09:S4:49CDT) � Name: Valerie Washington Title: Assistant City Manager Date: 10/10/2025 APPROVAL RECOMMENDED: - �,,�� By: Name: Marilyn Marvin Title: Property Management Director ATTEST: �,�c�ex % � By: �I Name: Jannette S. Goodall Title: City Secretary VENDOR: Holt Texas, LTD. By. ��P��. Name: Michael Puryear Title: General Counsel ,�4Fonb ORT�Ilad a ��°��/� ��Ya� dd aso / �g'�,�d� P~g�� 020 pV8 P� * oo �%��1 � �c aaann Il4Xp56p 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. �e�ri;te GaYc�a B�. DeniseGarcia(Oct3,202516'0225CDT) Name: Denise Garcia Title: Purchasing Manager APPROVED AS TO FORM AND LEGALITY: ��.�� uJ�� By: Name: Jessika J. Williams Title: Assistant City Attorney .��\� � �7:�� r:t�� r i �� ► : ��► M&C: 24-0955 M&C Approved: 11/12/2024 Form 1295 Certification No.: 2024-1212587 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 City of Fort Worth, Mayor and Texas Council Communication DATE: 11/12/24 M&C FILE NUMBER: M&C 24-0955 LOG NAME: 21021-SOLE SOURCE- HOLT TEXAS, LTD. SUBJECT (ALL) Authorize Execution of a Sole Source Agreement with Holt Texas, LTD. to Purchase Original Equipment Manufacturer Caterpillar Parts for the Property Management Department in an Annual Amount Up to $1,080,000.00 and Authorize Four One-Year Renewal Options for the Same Amount RECOMMENDATION: It is recommended that the City Council authorize execution of a Sole Source Agreement with Holt Texas, LTD. to purchase Original Equipment Manufacturer Caterpillar parts for the Property Management Department in an annual amount up to $1,080,000.00 and authorize four one-year renewal options for the same amount. DISCUSSION: The Property Management Department is seeking authority to enter into an agreement with Holt Texas, LTD. to obtain Original Equipment Manufacturer (OEM) Caterpillar parts from the authorized service facility to repair and maintain approximately 127 Caterpillar heavy equipment units in the City's fleet, of which 32 are under warranty. These parts will ensure the equipment is operational and the 32 units maintain the manufacturer warranty. Holt Texas LTD D/B/A Holt Cat is an authorized sole source distributor for Caterpillar, Inc's heavy equipment, parts and engines for the state of Texas, including Fort Worth, Texas. Holt is the OEM of Caterpillar heavy equipment. No other vendor has the diagnostic software to handle the repairs except Caterpillar. Non-OEM parts would directly influence the performance and reliability of the equipment operation. The City Attorney's Office approved a Chapter 252 exemption request related to this purchase. DVIN-BE: This project was approved for a waiver per the Chapter 252 exemption, as a sole source by the Legal Department. Therefore, the business equity goal requirement is not applicable. 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 Fort Worth City Code and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution and expire one year later. RENEWAL OPTIONS: The agreement may be renewed for four (4) additional one-year 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. The maximum amount allowed under this agreement will be $1,080,000.00 annually. However, the actual amount used will be based on the needs of the department and the available budget. Funding is budgeted in the Fleet Service Outside Repair & Maintenance account in the Fleet & Equipment Services Fund for the Property Management Department. 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 Sery Fund to support the approval of the above recommendation and execution of the agreement. Prior to any expenditure being incurred, the Property Management Department has the responsibility to validate the availability of funds. Submitted for Citv Manaaer's Office bv: Dana Burghdoff 8018 Oriainatina Business Unit Head: Marilyn Marvin 7708 Additional Information Contact: Eliana Guevara 5199 Brad Hunter 6759