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Home My WebLink About062356-R2 - General - Contract - Douglas Food Stores, Inc. dba Douglas EquipmentCSC No. 62356-R2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE September 15, 2026 Douglas Food Stores, Inc. dba Douglas Equipment Attn: Rebecca Bergin 301 North Street Bluefield, WV 24701 Re: Contract Renewal Notice CSCO No. 62356 (the "Contract") Renewal Term No. 2: August 30, 2026 to August 29, 2027 The above referenced Contract with the City of Fort Worth expired on August 29, 2026 (the "Expiration Date"). Pursuant to the Contract, the Contract may be renewed under the same terms and conditions. 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 current insurance certificate, to the address set forth below, acknowledging receipt of the Contract Renewal Notice. 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, ECyse Dara Contract Compliance Specialist City of Fort Worth, Property Management Department 100 Fort Worth Trl, 10th Floor Fort Worth, Texas 76102 Elyse Dara (817) 392-0501 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal 1 Page 1 of 2 CSC No. ACCEPTED AND AGREED: CITY OF FORT WO TH By: Name: Title: Date: ✓ t% -'L Valerie Washington (Sep 22, 2026 10:50:07 CDT) Valerie Washington Assistant City Manager 09/22/2026 APPROVAL RECOMMENDED: By: 10,.�� Name: Marilyn Marvin Title: Property Management Director ATTEST: By: Name Title: a4 QFORT 400 ,l .. $' o00n aEX ps000 Jannette S. Goodall City Secretary Douglas Food Stores, Inc. dba Douglas Equipment By: e ergin (Sep 21, 2026 15:04:55 CDT) Name: Rebecca Bergin Title: Senior Project Analyst Date: 09/21/2026 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. C By: Jeffrey Cope (Sep 21, 2026 15:06:30 CDT) Name: Jeff Cope Title: Purchasing Manager APPROVED AS TO FORM AND LEGALITY: By: Name: Amarna Muhammad Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 24-0975 M&C Approved: 11/12/2024 Form 1295 Certification No.: 2024-1216575 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal 1 Page 2 of 2 M&C Review Page 1 of 2 Official site of the City of Fort Worth, Texas A CITY COUNCIL AGEND FORT WoRThI Create New From This M&C REFERENCE **M&C 24- 13PPCOOP 791 PC #2021- DATE: 11/12/2024 NO.: 0975 LOG NAME: 07-001 FACILITY SERVICE & EQUIPMENT JF PMD CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize Execution of Agreement with Douglas Food Stores Inc DBA Douglas Equipment Using 791 Purchasing Cooperative Agreement RFP #2021-07-001 for Food Service Equipment and Supplies for New City Hall for an Annual Amount Up to $109,762.00 for the Initial Term and Authorize Five (5) One -Year Renewal Options for an Amount Up to $131,714.00 for the First Renewal, $158,057.00 for the Second Renewal, $189,668.00 for the Third Renewal, $227,602.00 for the Fourth Renewal, and $273,122.00 for the Fifth Renewal for the Property Management Department RECOMMENDATION: It is recommended that the City Council authorize an agreement with Douglas Food Stores Inc DBA Douglas Equipment using 791 Purchasing Cooperative Agreement RFP #2021-07-001 for food service equipment and supplies for New City Hall for an annual amount up to $109,762.00 for the initial term and authorize five (5) one-year renewal options for an amount up to $131,714.00 for the first renewal, $158,057.00 for the second renewal, $189,668.00 for the third renewal, $227,602.00 for the fourth renewal, and $273,122.00 for the fifth renewal for the Property Management Department. DISCUSSION: The Property Management Department approached the Purchasing Division to finalize an agreement with Douglas Food Stores Inc DBA Douglas Equipment to purchase commercial and residential food services equipment and supplies. The City will use this agreement to purchase appliances, specifically warming drawers, coffee brewers, dishwashers, various types of refrigerators, and other catalog equipment for the New City Hall cafe areas and council chambers. This agreement will be used to replace out of order food service equipment after all remodeling on all New City Hall floors has been completed by the Future City Hall CMAR Agreement (CSCO 57973). The annual amount allowed under this agreement will be up to $109,762.00. However, the actual amount used will be based on the needs of the department and available budget. Funding is budgeted in the Other Contractual Services account within the General Fund for the Property Management Department. 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 items. 791 Purchasing Cooperative agreements have been competitively bid to increase and simplify the purchasing power of local government entities. 791 Purchasing Cooperative published RFP #2021-07-001 on July 30, 2021 and on August 6, 2021. The contract was awarded to Douglas Food Stores Inc DBA Douglas Equipment on August 30, 2021. 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. TERM: The initial term of the agreement will begin upon execution and end on August 29, 2025. RENEWAL TERMS: The agreement may be renewed for five (5) additional one-year terms. The spending authority for the renewal periods, if exercised, will be in an amount up to $131,714.00 for http://apps.cfwnet.org/council_packet/mc_review.asp?ID=32681&councildate=11/12/2024 6/9/2025 M&C Review Page 2 of 2 the first renewal, $158,057.00 for the second renewal, $189,668.00 for the third renewal, $227,602.00 for the fourth renewal, and $273,122.00 for the fifth renewal. 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. 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 funds are available in the current operating budget, as previously appropriated, in the General Fund to support the approval of the above recommendation and award of the contract. Prior to any expenditure being incurred, the Property Management Department has the responsibility to validate the availability of funds. BQN\\ Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Submitted for City Manager's Office by: Originating Department Head: Additional Information Contact: Reginald Zeno (8517) Dana Burghdoff (8018) Reginald Zeno (8517) Marilyn Marvin (7708) Jo Ann Gunn (8525) Jesus Fernandez (6467) ATTACHMENTS 1295 Forn.pdf (CFW Internal) 13PCOOP 791 PC #2021-07-001 FACILITY SERVICE & EQUIPMENT JF PMD.docx (CFW Internal) FID TABLE.xlsx (CFW Internal) SAMS - Douglas Food Stores Inc DBA Douglas Equipment.pdf (CFW Internal) SOS - Douglas Food Stores Inc DBA Douglas Eguipment.PNG (CFW Internal) http://apps.cfwnet.org/council_packet/mc_review.asp?ID=32681&councildate=11/12/2024 6/9/2025 FORT WORTH® City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Douglas Food Stores, Inc. dba Douglas Equipment Subject of the Agreement: Renewal 2 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. No confidential information on renewal document Effective Date: 08/30/2026 If different from the approval date. Expiration Date: 08/29/2027 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 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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