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Home My WebLink About058310-R4 - General - Contract - Rentaltyme Ice Machines, LLCCSC No. 58310-R4 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE June 29, 2026 Rentaltyme lee Machines, LLC Attn: Leslie Bergeron, Owner 602 Swayne Avenue Fort Worth, TX 76111 Re: Contract Renewal Notice Fort Worth City Secretary Contract No. 58310 ("Contract") Fourth Renewal Term: October 1, 2026 to September 30, 2027 The above -referenced Contract with the City of Fort Worth expires on September 30, 2026 (`Expiration Date"). This letter is to inform you that the City wishes to exercise its renewal option for a Fourth Renewal Term, which will begin immediately after the Expiration Date as outlined above. All other terms and conditions of the Contract remain unchanged. Please return this signed acknowledgment letter, along with a current copy of your insurance certificate reflecting the City of Fort Worth as the Holder, to the email address set forth below acknowledging receipt of the Contract Renewal Notice. Please log onto PeopleSoft Purchasing at httl2:Hfortworthtexas.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, Dominurue Wagoner Dominique Wagoner Contract Compliance Specialist Dominigue.Wa o� ner(c�fortworthtexas.aov_ 817-392-4834 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal - CSC 58310-R4 Page l of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH By: Name: William Johnson Title: Assistant City Manager Date: 07/08/2026 APPROVAL RECOMMENDED 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: Kathryn Agee (J , 2026 11 :50 CDTj Name: Kathryn Agee Title: Senior Management Analyst By: Da�Ca�ab �(Jul 7, 2026 16:30:13 CDT) APPROVED AS TO FORM Name: David Carabajal AND LEGALITY: Title: Executive Assistant Chief ATTEST: By: Name: Jannette S. Goodall Title: City Secretary R! np0 v 01 �'........ '�0By: Kean n atthews Hall (Jul 2, 2026 11:46:56 CDT) * ° Name: Keanan M. Hall da°an nExo$444 Title: Sr. Assistant City Attorney RENTaergerort// E ICE MACHINES, LLC By: Name: Title: Owner Date: 30 2ko CONTRACT AUTHORIZATION: M&C: 22-0843 Date Approved: 10/11/2022 Form 1295 Certification No.: 2022-934920 Prepared by: Dominique Wagoner OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal— CSC 58310-R4 Page 2 of 2 M&C Review Page 1 of 3 Official site of the City of Fort Worth, Texas A CITY COUNCIL AGEND FoRTI Create New From This M&C REFERENCE **M&C 22- 13PITB 22-0181 ICE DATE: 10/11/2022 NO.: 0843 LOG NAME: MACHINES, SERVICE, REPAIRS & RENTALS CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize Execution of an Agreement with Rentaltyme Ice Machines, LLC for Ice Machines, Service, Repair, and Rentals in a Total Annual Amount Up to $154,127.00 for the Parks and Recreation, Property Management, Code Compliance, Police, Fire, Water, and Transportation and Public Works Departments and Authorize Four One -Year Renewals for the Same Annual Amount RECOMMENDATION: It is recommended that the City Council authorize an agreement with Rentaltyme Ice Machines, LLC., for ice machines, service, repair, and rentals in a total annual amount up to $154,127.00 for the Parks and Recreation, Property Management, Code Compliance, Police, Fire, Water, and Transportation and Public Works Departments and authorize four one-year renewals for the same annual amount. DISCUSSION: The Parks and Recreation, Property Management, Code Compliance, Police, Fire, Water, and Transportation and Public Works Departments approached the Purchasing Division for assistance with securing an agreement for ice machines, service, repair, and rentals. This agreement will provide ice machines, services, repairs, and rentals for City buildings. To procure these goods, Purchasing staff issued Invitation to Bid (ITB) No. 22-0181 which consisted of detailed specifications describing the types of ice machines, the service, and rental requirements. The ITB was advertised in the Fort Worth Star -Telegram for four consecutive Wednesdays beginning on July 20, 2022 through August 3, 2022. The City received two responses. An evaluation panel consisting of representatives from Code Compliance and Property Management Departments reviewed and scored the submittals using Best Value criteria. The individual scores were averaged for each of the criteria and the final scores are listed in the table below. Bidders IlEvaluation Factors a❑®c]®0 Total Score Rentaltyme Ice Machines, LLC 7.5 7.5 7.5 7.5 40 70 Easy Ice, LLC 7.5 7.5 8.25 7.5 168.35 Evaluation Criteria a. Contractor's qualifications b. Contractor's experience c. Contractor's availability to provide services, personnel d. Contractor's availability to provide services, equipment e. Cost After evaluation, the panel concluded that Rentaltyme Ice Machines, LLC., present the best value and will provide the necessary coverage for the City, therefore recommends that Council authorize an http://apps.cfwnet.org/council_packet/mc_review.asp?ID=30396&councildate=10/11/2022 6/25/2026 M&C Review Page 2 of 3 agreement with Rentaltyme Ice Machines, LLC. No guarantee was made that a specific amount of services would be purchased. Staff certifies that Rentaltyme Ice Machines, LLC bid met specifications. Funding: The maximum combined annual amount allowed under this agreement will be $154,127.00, however, the actual amount used will be based on the need of the department and the available budget. Funding is budgeted in the other contractual services account and equipment release within Operating Funds for Fiscal Year 2023. Department Estimated Annual Account Name Amount Fire $47,000.00 Other Contractual Services Property Management $35,000.00 Other Contractual Services Water $34,344.00 Other Contractual Services Other Contractual Park and Recreation $29,417.00 Services Code Compliance $4,840.00 Other Contractual Services Transportation and Public $2,724.00 [Obtih�_er Contractual Works Services Other Contractual Police $802.00 Services Diversity and Inclusion: A waiver of the goal for Business Equity subcontracting requirements is approved by the DVIN-BE, in accordance with the Business Equity Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. Agreement Terms: Upon City Council's approval, this agreement shall begin upon execution and expire one year from that date. Renewal Terms: The Agreement may be renewed for four one-year renewal options for the same annual amount. The renewals do not require specific City Council approval as long as sufficient funds have been appropriated. 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. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the participating departments' Operating Funds to support the approval of the above recommendation and execution of the agreement. Prior to any expenditure being incurred, the participating departments have the responsibility to validate the availability of funds. BQN\\ Fund Department Account Project Program Activity Budget Reference # Amount ID I I ID I I I Year I (Chartfield 2) Fund Department Account Project Program Activity Budget Reference # Amount ID I I ID I I I Year (Chartfield 2) http://apps.cfwnet.org/council_packet/mc_review.asp?ID=30396&councildate=10/11/2022 6/25/2026 M&C Review Page 3 of 3 Submitted for City Manager's Office by: Originating Department Head: Additional Information Contact: ATTACHMENTS Reginald Zeno (8517) Valerie Washington (6192) Anthony Rousseau (8338) James Davis (6801) Anthony Rousseau (8338) Heather Oakes (8354) 22-0181 FID Table.xlsx (CFW Internal) 22-0181 Waiver Ice machines GV.pdf (CFW Internal) Rentaltyme 1295.pdf (CFW Internal) SAM - Rentaltyme 09.16.22.pdf (CFW Internal) http://apps.cfwnet.org/council_packet/mc_review.asp?ID=30396&councildate=10/11/2022 6/25/2026 CERTIFICATE OF INTERESTED PARTIES FORM 1295 Ioft Cnmplele Nos, 1 - 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos, 1, 2, 3. 5, and 6 if there are no interested parties. CERTIFICATION OF FILING 1 Name of business entity filing form, and the city, state and country of the business entity's place Certificate Number: of business 7022-934920 Rentaltyme Ice Machines LLC Fort Worth, TX United Slates Date Filed: 2 Name of governmental entity or state agency that Is a party to the contract or Whic i 1 e form is 09/16/2022 being filed. City of Fort Worth Date Acknowledged 3 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. ITB 22-0181 ITB 22-0181 Ice Machines, Service, Repairs and Rentals 4 Nature of interest Name of Interested Parry City, State, Country (place of business) (check applicable) Controlling Intermediary 5 Check only if there is NO Interested Parry. x 6 UNSWORN DECLARATION My address is `n1 (street) (city) (state) (zip code) (country) I declare under penalty of perjury that the foregoing is true and correct. Executed in, County, Stale of on the day of onih) (year) 1 Signature of authorized agent of contracting business entity (Declarant) Forms provided by Texas Ethics Commission vo vw.ethics.state.tx.us Version V1.1.191b5cdc MCamScanner FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Rentaltyme Ice Machines, LLC Subject of the Agreement: For the lease of ice machines, as well as repairs and services including parts and labor for leased and City owned machines. M&C Approved by the Council? * Yes 8 No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No 8 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 8 If unsure, see back page for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No 8 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: 1 0/11/2026 If different from the approval date. Expiration Date: 9/30/2027 If applicable. Is a 1295 Form required? * Yes 8 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 8 No ❑ Contracts need to be routed for CSO processing in the following 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.