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HomeMy WebLinkAbout063759-R1 - General - Contract - Texas AirSystems, LLCCSC No. 63759-R1 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE January 7, 2026 Texas AirSystems, LLC Attn: Patrick Mooney, Account Executive 6029 Campus Dr. West, Suite 100 Irving, TX 76063 Re: Contract Renewal Notice Contract No. CSC No. 63759 ("Contract") Renewal Term No. 1: Apri101, 2026 to March 31, 2027 The above-referenced Contract with the City of Fort Worth expires on March 31, 2026 ("Expiration Date"). Pursuant to the Contract, contract renewals are at the written mutual agreement of the parties, so long as the underlying COOP is renewed. This letter memorializes the desire of the parties 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 current insurance certificate, to the address set forth below, acknowledging receipt of the Contract Renewal Notice. 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 telephone number listed below. Sincerely, i i �� �. Katva Flores Sr. Admin Assistant Katya.Flores (a�fortworthtexas. �ov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH gy; �.,�t��w�,"'���,�6,��&Q��ST� Name: Valerie Washin�ton Title: Assistant Citv Mana�er Date: O1/13/2026 APPROVAL RECOMMENDED: By: ��� Name: Ro�er Venables Title: Aviation Director ATTEST: � � .�-m� By: � Name: Jannette Goodall Title: Citv Secretary nn 4FORT ➢�A d oF��° °� � a a�,� �ddd afo 9 o�� ��=A °�d* ° ��*d adQIl nEX� 46qd Texas Air Svstems, LLC P�f,�� �iA�,. By. . � kIJ.Nnonc,l=� �� � �� � �—�CSI� Name: Patrick Moonev Title: Account Executive Date: O1/07/2026 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; k�.���� Name: Katya Flores Title: Sr. Contract Comnliance Sbecialist APPROVED AS TO FORM AND LEGALITY: i����.,��a, p,�����_ B�1, _a�,d�«�a6i�a��Pz,i�,zozec��osiic Name: Candace Pa�liara Title: Assistant Citv Attornev CONTRACT AUTHORIZATION: M&C: 25-0574 Date Approved: 06/24/2025 Form 1295 Certification No.: 2025-1315862 �FFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 City of Fort Worth, Mayor and Texas Council Communication DATE: 06/24/25 M&C FILE NUMBER: M&C 25-0574 LOG NAME: 13P COOP COMPREHENSIVE HVAC SERVICE JH AVIATION SUBJECT (ALL) Authorize Agreements with Texas AirSystems, LLC Using Two Interlocal Purchasing System (TIPS) Contracts for a Combined Annual Amount Up to $1,465,000.00 for the Purchase of Comprehensive Heating Ventilation & Air Conditioning Services, and Authorize Two, One-Year Renewal Options for Up to the Same Annual Amount for the Aviation, Water, Property Management, and Public Events Department RECOMMENDATION: It is recommended that the City Council authorize agreements with Texas AirSystems, LLC using two Interlocal Purchasing System (TIPS) Contracts for a combined annual amount up to $1,465,000.00 for the purchase of comprehensive heating ventilation & air conditioning services, and authorize two, one-year renewal options for up to the same annual amount for the Aviation, Water, Property Management, and Public Events Departments. DISCUSSION: The Aviation and Water Departments approached the Purchasing Division to finalize annual agreements with Texas AirSystems, LLC, utilizing cooperative agreements from The Interlocal Purchasing System (TIPS) Contracts No. 25010501 and 25010502. During the term of the agreements, departments will utilize $1,465,000.00 for comprehensive heating ventilation & air conditioning services on an as-needed basis and accommodate the following issues (not limited to): City of Fort Worth, Meacham International Airport Variable Refrigerant Flow (VRF) Condenser Replacements: These condensers were installed from 2014 to 2016 and have had numerous issues with varying mechanical and electronic component failures. After a preliminary site survey of the facility, it is recommended that the existing LG VRF Generation 4 Condensers be replaced with the LG VRF Generation 5 Condensers. City of Fort Worth, Holly Water Treatment Plant and Village Creek Water Reclamation Facility currently have projects in progress utilizing Texas AirSystems, LLC (started under previous agreement, City Secretary Contract Order (CSCO) 60522 — TIPS 220106, which expired March 31, 2025 and was replaced with these TIPS agreements) to improve and maintain digester galleries and headworks for the facilities. These projects are critical to maintaining suitable air quality in these facilities. The Water Department also utilizes this supplier for maintenance and service labor, parts and service for new and existing systems, and various temporary portable heating and cooling equipment for emergency backup needs. Adding spending capacity for the Public Events Department to provide services on "as needed" basis for the Will Rogers Memorial Center. Allotting spending capacity for the Property Management Department to use "as needed" for city-wide repairs and maintenance. Participating departments' annual allocation for the agreements are as follows: IDepartment I�Property Management IlPublic Events �Aviation I Water IAmount $15, 000.00 $100,000.00 $750,000.00 $600,000.00 Staff reviewed the pricing under TIPS Cooperative Contracts 25010501 and 25010502 and determined the pricing to be fair and reasonable.Both TIPS Cooperative Contracts were published on January 9, 2025 and January 16, 2025. Responses were opened on February 21, 2025. All listed cooperative contracts offer fixed discounts. Funding is budgeted in the General Operating & Maintenance category in the Municipal Airport, Water & Sewer and Culture & Tourism Funds and the General Fund for the Aviation, Water, Public Events and Property Management Departments. AGREEMENT TERMS — The initial term of each agreement will begin on the date of execution and expire on March 31, 2026. RENEWAL TERMS — This Agreement may be renewed for up to two additional one-year terms, in accordance with the terms of the TIPS Contracts. COOPERATIVE PURCHASE: State law provides that a local government purchasing an item under a cooperative purchasing agreement satisfies any state law requiring that the local government seek competitive bids for the purchase of items. TIPS contracts are competitively bid to increase and simplify the purchasing power of government entities across the State of Texas. BUSINESS EQUITY: A business equity goal is not assigned when purchasing from an approved purchasing cooperative or public entity. ADMINISTRATIVE CHANGE ORDERS - 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. This Cooperative Agreement will serve ALL COUNCIL DISTRICTS. FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the Municipal, Water & Sewer, Culture & Tourism Funds and the General Fund to support the approval of the above recommendation and execution of the agreements. Prior to any expenditure being incurred, the Aviation, Water, Public Events and Property Management Departments have the responsibility to validate the availability of funds. Submitted for Citv Manaaer's Office bv: Reginald Zeno 8517 Valerie Washington 6192 Oriainatina Business Unit Head: Reginald Zeno 8517 Roger Venables 6334 Additional Information Contact: Brandy Hazel 8087 Jordan Henry 8461 CERTIFICATE OF INTERESTED PARTIES Complete Nos. 1- 4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. Texas Air Systems, LLC Fort Worth, TX United States 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Fort Worth FORM 1295 1 of 1 OFFICE USE ONLY CERTIFICATION OF FILING Certificate Number: 2025-1315862 Date Filed: 05/28/2025 Date Acknowledged: g Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. TIPS 25010501/25010502 HVAC Equipment Supplier, Service Contractor, and Installation Services per the TIPs cooperative agreement 25010501 and 25010502. Nature ofinterest 4 Name of Interested Party City, State, Country (place of business) (check applicable) Controlling Intermediary 5 Check only if there is NO Interested Party. 6 UNSWORN DECLARATION ❑X My name is My address is (street) I declare under penalty of perjury that the foregoing is true and correct. Executed in County, State of , and my date of birth is (city) (state) (zip code) (country) , on the day of , 20 (month) (year) Signature of authorized agent of contracting business entity (Dedarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V4.1.O.e02d6221 F�RT��RTHo City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name Texas AirSystems, LLC Subject of the Agreement: Renewal M&C Approved by the Council? * Yes ❑✓ No ❑ If �so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No ❑✓ If �so, provide the original contract number and the amendment number. Is the Contract "PermanenY'? *Yes ❑ No 0 If �unsure, see back page for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No ❑✓ If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: April 01, 2026 Expiration Date: March 31, 2027 If different from the approval date. If applicable. Is a 1295 Form required? * Yes ❑✓ No ❑ *If �so, please ensure it is attached to the approving M&C or attached to the contract. Proj ect Number: If applicable. *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes ❑✓ No ❑ Contracts need to be routed for CSO processin� in the followin� order: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department.