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Home My WebLink About063239-R2 - General - Contract - Ashbury Fort Worth Ford LLC dba David McDavid Ford Fort WorthCSC No. 63239-R2 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION September 16, 2026 Asbury Fort Worth Ford LLC dba David McDavid Ford Fort Worth Attn: Brian Fabian 300 West Loop 820 South Fort Worth, TX 76108 Re: Contract Renewal Notice Contract No. 63239 ("Contract") Renewal Term No. 2: November 15, 2026, to November 14, 2027 The above -referenced Contract with the City of Fort Worth expires on November 14, 2026 ("Expiration Date"). Pursuant to the Contract, renewals are at the mutual agreement of the parties. This letter is to inform you that the City is requesting to renew the Contract for an additional one- 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, and to agree to renew the Contract for an additional one-year period, please sign and return this request to exercise renewal option, along with a copy of your 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.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, c �te�en C'Z. athcrs Steven K. Rathers Sr. Contract Compliance Specialist City of Fort Worth, Property Management Dept. (817) 392-6650 Steven.rathers (a �fortworthtexas.gov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal No. 2 Page 1 of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH V' (%i By: Valerie Washington (Sep 17, 2026 19:39:48 CDT) Name: Valerie Washington Title: Assistant City Manager Date: 09/17/2026 APPROVAL RECOMMENDED: By: Name: Marilyn Marvin Title: Property Management Director ATTEST: nand ft� �� ,�, � �) J—o`w'n" + tl ( `)� aaIIn pEX 0400 By: Name: Jannette Goodall Title: City Secretary Asbury Fort Worth Ford LLC dba David McDavid Ford Fort Worth Brian Fabian By: Brian Fabian (Sep 16, 2026 15:28:33 CDT) Name: Brian Fabian Title: Service Director Date: 09/16/2026 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: Jeffr'ey Cope (Sep 17, 2026 07:40:58 CDT) Name: Jeff Cope Title: Purchasing Manager APPROVED AS TO FORM AND LEGALITY: Q�2c�arL A��ru3 By: O U Name: Jordan Alvarez Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 25-0336 Date Approved: April 22, 2025 Form 1295 Certification No.: 2025-1285724 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal No. 2 Page 2 of 2 City of Fort Worth, Texas Mayor and Council Communication DATE: 04/22/25 M&C FILE NUMBER: M&C 25-0336 LOG NAME: 13P COOP SOURCEWELL 080124 -FMC FORD PARTS, SERVICES KQ PMD SUBJECT (ALL) Authorize Non -Exclusive Agreements with Asbury Fort Worth Ford LLC dba David McDavid Ford Fort Worth and Five Star Ford of Texas, Ltd. Using Sourcewell Cooperative Agreement 080124 -FMC as Authorized Dealers for Ford Motor Company dba Ford Pro for Ford Automotive Parts, Services, and Supplies for the Property Management Department in a Combined Annual Amount Up to $300,000.00 for the Initial Term and Authorize Three, One -Year Renewal Options for the Same Annual Amount RECOMMENDATION: It is recommended that the City Council authorize non-exclusive agreements with Asbury Fort Worth Ford LLC dba David McDavid Ford Fort Worth and Five Star Ford of Texas, Ltd. using Sourcewell Cooperative Agreement 080124 -FMC as authorized dealers for Ford Motor Company dba Ford Pro for automotive parts, services, and supplies for the Property Management Department in a combined annual amount up to $300,000.00 for the initial term and authorize three, one-year renewal options for the same annual amount. DISCUSSION: The Purchasing Division was approached by the Property Management Department (PMD) to establish agreements for Ford automotive parts, services, and supplies for the Fleet Division to service and repair Ford vehicles in the City's fleet. Original Equipment Manufacturer (OEM) parts for Ford vehicles are only available through Authorized Ford Dealers. The dealers have the propietary diagnostic tools and training necessary to diagnose and repair Ford manufactured vehicles. Therefore, the department recommends executing agreements with Asbury Fort Worth Ford LLC dba David McDavid Ford Fort Worth and Five Star Ford of Texas, Ltd., both are authorized Ford dealers. FUNDING: The combined annual amount for the initial term of the agreements is up to $300,000.00; however, the actual amount used will be based on the need of the department and available budget. Funding is budgeted in the Fleet Service Outside Repair & Maintenance account within the Fleet & Equipment Sery Fund for PMD. AGREEMENT TERMS: These agreements shall begin upon execution and expire on November 14, 2025. RENEWAL OPTIONS: The agreements may be renewed up to three (3) consecutive one-year renewal options for a combined annual amount up to $300,000.00. 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. 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. Sourcewell contracts are competitively bid to increase and simplify the purchasing power of government entities across the State of Texas. Sourcewell published a Request for Proposals for OEM Vehicle Parts and Supplies, contract number 081424 -FMC on June 13, 2024, and June 20, 2024. BUSINESS EQUITY - A business equity goal is not assigned when purchasing from an approved purchasing cooperative or public entity. This project will serve ALL COUNCIL DISTRICTS. FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies that upon approval of the recommendation, funds are available in the current operating budget, as previously appropriated in the Fleet & Equipment Sery Fund. Prior to an expenditure being incurred, the Property Management Department has the responsibility to validate the availability of funds. Submitted for City Manager's Office by. Reginald Zeno 8517 Valerie Washington 6192 Originating Business Unit Head: Reginald Zeno 8517 Marylin Marvin 7708 Additional Information Contact: Brandy Hazel 8087 Karen Quintero 8321 CERTIFICATE OF INTERESTED PARTIES FORM 1295 1 of 1 Complete Nos. 1- 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 it there are no interested parties. CERTIFICATION OF FILING Certificate Number: 1 Name of business entity tiling form, and the city, state and country of the business entity's place of business. 2025-1285724 David McDavid Ford FT WORTH, TX United States Date Filed: 03/24/2025 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. David McDavid Ford 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. 080124 Automotive Sales and Service 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling Intermediary David McDavid Ford FT WORTH, TX United States X 5 Check only if there is NO Interested Party. 6 UNSWORN DECLARATION My name is "" rf� ' ` , and my date of birth is My address is 3bO "" Lam, d;o `s _ _ , _ , 7C ___ LL_ (street) (city) (Slate) (zip cod) (entry) I declare under penalty of perjury that the foregoing is true and correct. Executed in County, State of on the day of , 20 tmonth) (year) Signature ul authorized agent of contri1cting business entity (Duclerciul) Forms provlaea oy i exas t_tnics commission www.ethics,state,tx.us Version V4.1.O.e02d6221 FORT WORTH® City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Asbury Fort Worth Subject of the Agreement: providing maintenance and repair services to Ford City Fleet vehicles 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 ❑ No 0 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 0 If unsure, see back page 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. N/A Effective Date: 5/8/25 If different from the approval date. Expiration Date: 11/14/27 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. N/A *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes 0 No O 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. 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