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Home My WebLink About063296-A1 - General - Contract - Specialty Fleet Rentals, LLCCSC No. 63296-Al FIRST AMENDMENT TO CITY SECRETARY CONTRACT NO. 63296 This Amendment and Renewal is executed by and between the City of Fort Worth (hereafter "City"), a home rule municipality, and Specialty Fleet Rentals, LLC (hereafter "Vendor"). City and Vendor are each individually referred to herein as a "Party" and collectively as the "Parties." WHEREAS, on May 19, 2025, the Parties entered into City Secretary Contract No. 63296 for Vendor to provide Heavy Duty and Medium Duty Trucks and Trailers ("Agreement"); WHEREAS, the Parties wish to amend the Agreement to increase the total compensation amount allowed under the Agreement to $1,175,000.00 for the initial term, and $1,468,750.00 for the first renewal; NOW, THEREFORE, the Parties, acting herein by the through their duly authorized representatives, enter into the following agreement: 1. AMENDMENT TO AGREEMENT The Compensation provision of the Agreement, Paragraph 4 on page 1 of the Agreement, shall be deleted in its entirety and amended to read as follows: The City shall pay the Vendor in accordance with the fee schedule in Exhibit C and in accordance with the provisions of this Agreement. Total payment made under this Agreement shall be an amount up to one million one hundred seventy-five thousand dollars ($1,175,000.00) for the initial term and up to one million four hundred sixty-eight thousand seven hundred fifty dollars ($1,468,750.00) for the first renewal. Vendor shall not provide any additional items or services or bill for expenses incurred for City not specified by this Agreement unless City requests and approves in writing the additional costs for such services. City shall not be liable for any additional expenses of Vendor not specified by this Agreement unless City first approves such expenses in writing. 2. ALL OTHER TERMS SHALL REMAIN THE SAME All other provisions of the Agreement which are not expressly amended herein shall remain in full force and effect. 4. ELECTRONIC SIGNATURE OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX CSC 63296, Amendment 1 Page 1 of 2 This Amendment may be executed in multiple counterparts, each of which shall be an original and all of which shall constitute one and the same instrument. A facsimile copy or computer image, such as a PDF or tiff image, or a signature, shall be treated as and shall have the same effect as anoriginal. ACCEPTED AND AGREED: CONTRACT COMPLIANCE MANAGER: n By signing I acknowledge that I am the 4 By: Ov person responsible for the monitoring and administration of this contract, including Name: Jesica McEachern Title: Assistant City Manager ensuring all performance and reporting 05/ 18/2026 requirements. Date: APPROVAL RECOMMENDED: By: Name: Brandon Callicoat Title: Superintendent, Transportation & By: La�Pa�r�ey10.20261321:50CDT) Public Works Name: Lauren Prieur Title: Director, Transportation & APPROVED AS TO FORM AND Public Works Department LEGALITY: ATTEST: p°ti ° o9Ad By: ysA�iawy iJJ P * ° q< Name: Jordan P. Alvarez aIlIlIl�X6 By: Title: Assistant City Attorney Name: Jannette S. Goodall Title: City Secretary CONTRACT AUTHORIZATION: M&C: 26-0300 VENDOR: Specialty Fleet Rentals, LLC By; 1`� 8�� ame: Justin Bateman Title: President OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX CSC 63296, Amendment 1 Page 2 of 2 City of Fort Worth, Texas Mayor and Council Communication DATE: 04/28/26 M&C FILE NUMBER: M&C 26-0300 LOG NAME: 13P AMEND CSCO 63296 HEAVY&MEDIUM DUTY TRUCKS&TRAILERS GN TPW SUBJECT (ALL) Authorize Execution of an Amendment to City Contract with Specialty Fleet Rentals, LLC, for Heavy Duty and Medium Duty Trucks and Trailers to Increase the Annual Amount for the Initial Term by $1,000,000.00 for a New Total Annual Amount Up to $1,175,000.00 and Authorize a One -Year Renewal Option in the Amount of $1,468,750.00 for the Transportation and Public Works Department RECOMMENDATION: It is recommended that City Council authorize execution of an amendment to City Secretary Contract (CSC) No. 63296 with Specialty Fleet Rentals, LLC, for heavy duty and medium duty trucks and trailers to increase the annual amount for the initial term by $1,000,000.00 for a new total annual amount up to $1,175,000.00 and authorize a one-year renewal option in the amount of $1,468,750.00 for the Transportation and Public Works Department. DISCUSSION: The purpose of this Mayor and Council Communication (M&C) is to authorize an amendment to City Secretary Contract (CSC) No. 63296 with Specialty Fleet Rentals, LLC for the rental of heavy duty and medium trucks and trailers to increase the annual amount by $1,000,000.00 and authorize a one-year renewal option in the amount of $1,468,750.00. On April 22, 2025, the City Council approved M&C No. 25-0338 to authorize the execution of an agreement with Specialty Fleet Rentals, LLC for an annual amount of $175,000.00. An agreement was executed on May 19, 2025. On March 16, 2026, Transportation and Public Works (TPW) approached Purchasing requesting an amendment to increase the annual amount by $1,000,000.00 for a new total amount up to $1,175,000.00 and authorize a one-year renewal option in the amount of $1,468,750.00. The rented specialty equipment will be used in the field to create, repair, and replace streetlight systems throughout the City of Fort Worth. An increase in funds is required due to a shortage of operational vehicles. TPW Traffic Management has numerous vehicles awaiting repair. The additional funds were forecasted to cover the cost of rentals and any damages during the rental period. The increase in funds for the renewal term are intended to ensure sufficient budget availability for the upcoming year. It will cover potential needs for additional vehicles, rising damage -related costs, and the possibility to expand contract capacity. FUNDING: The maximum amount allowed under this agreement will be $1,175,000.00; however, the actual amount used will be based on the need of the department and available budget. Funding is budgeted in the Capital Projects Fund for the TPW Traffic Management Department for the purpose of funding the FY 26 PAYGO SL Maintain SLA project (City Project No. 106518). 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. TIPS contracts have been competitively bid to increase and simplify the purchasing power of government entities. Staff reviewed the pricing under TIPS Cooperative Contract No. 230802 and determined the pricing to be fair and reasonable. TIPS Cooperative Contract No. 230802 was published on August 3, 2023, and August 10, 2023. Responses were opened on September 15, 2023. TIPS Cooperative Contract No. 230802 offers fixed discounts. AGREEMENT TERMS: The initial term of the agreement expires on October 31, 2026. RENEWAL TERMS: The agreement may be renewed for a one-year renewal option 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. SMALL BUSINESS: The decision and justification for utilizing a cooperative purchasing contract were previously established and documented during the initial procurement process. As such, the waiver process would be redundant and serve only as a formality; therefore, no waiver is required for this action. This project will serve ALL COUNCIL DISTRICTS FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies that funds are available in the current capital budget, as previously appropriated, in the General Capital Projects Fund for the FY 26 PAYGO SL Maintain SLA project to support the approval of the above recommendation and execution of the ammendment. Prior to any expenditure being incurred, the Transportation and Public Works Department has the responsibility to validate the availability of funds. Submitted for City Manager's Office by. Reginald Zeno 8517 Jesica McEachern 5804 Originating Business Unit Head: Reginald Zeno 8517 Lauren Prieur 6035 Additional Information Contact: Haven Wynne 8525 Grace Nguyen 8516 FORT WORTH, Routing and Transmittal Slip Transportation & Public Works Department DOCUMENT TITLE: Specialty Fleet Rentals, LLC For: First Amendment M&C: 26-0300 CPN: CSO: 63296 DOC#: Date: To: Name Department Initials Date Out 1. Brandon Callicoat TPW- Signature k 2. Anna Benavides TPW — Initials 3. Martin Phillips TPW- Initials MAP 4. Lauren Prieur TPW- Signature '°"— 5. Jordan Alvarez Legal- Signature 6. Jesica McEachern ACM- Signature 7. Katherine Cenicola CSO — Initial cc 8. Jannette Goodall CSO-Signature 9. Allison Tidwell CSO-Assign CSC .Is- 10. Tabitha Giddings TPW-Admin 11. 10. DOCUMENTS FOR CITY MANAGER'S SIGNATURE: All documents received from any and all City Departments requesting City Manager's signature for approval MUST BE ROUTED TO THE APPROPRIATE ACM for approval first. Once the ACM has signed the routing slip, David will review and take the next steps. NEEDS TO BE NOTARIZED: []YES ®No RUSH: []YES ®No SAME DAY: []YES ®No NEXT DAY: ❑YES ®No ROUTING TO CSO: ®YES ❑No Action Required: ❑ As Requested ❑ For Your Information ❑ Signature/Routing and or Recording ❑ Comment ❑ File ❑ Attach Signature, Initial and Notary Tabs FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Specialty Fleet Rentals, LLC Subject of the Agreement: First Amendment M&C Approved by the Council? * Yes 0 No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes 0 No ❑ Al If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 0 If unsure, see backpage for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No 0 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: If different from the approval date. Expiration Date: If applicable. Is a 1295 Form required? * Yes 0 No ❑ *If so, please ensure it is attached to the approving M&C or attached to the contract. Project Number: If applicable. *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes 0 No ❑ Contracts need to be routed for CSO processing in the followingorder: rder: 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.