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HomeMy WebLinkAbout062138-R2 - General - Contract - CTJ Maintenance, Inc.CSC No. 62138-R2 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION October 14, 2025 CTJ Maintenance, Inc. Attention: Lorena Noguera-Rivello Address: 6565 N. MacArthur Blvd., Suite 225 Irving, Texas 75039 Re: Contract Renewal Notice — 2°'' Renewal Contract No. CSC No. 62138 Renewal Term: 12/01/2026 to 11/30/2027 Renewal Amount: $150,000.00 The above referenced Contract with the City of Fort Worth expires on December 1, 2026 (the "Expiration Date). This letter is to inform you that the City is exercising its right to renew the contract for its 2nd term in an amount up to $150,000.00 which will be effective immediately after the Expiration Date. All other terms and conditions of the contract remain unchanged. Please sign and return the second page of this letter, along with a copy of your current insurance certificate, to the undersigned. Please log onto PeopleSoft Purchasing at 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, Regina Jones Contract Compliance Specialist 817-392-2698 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH Dianna Giordano (Oct 16, 2026 15:25:44 CDT) By: 10/16/2026 Name: Jesica McEachern Title: Assistant City Manager 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. APPROVAL RECOMMENDED: By: Rena ed Name: Regina Jones dw HGt i''d &r Title: Contract Compliance Specialist By: LtIIISLUFJFIeF Marc Name: Chris Harder Title: Water Director ATTEST: By: Kd�a� Name: Jannette Goodall Title: City Secretary J ame: itle: APPROVED AS TO FORM AND LEGALITY: By: Name Title: 6Zd 4a Amarna Muhammed/Jordan Alvarez Assistant City Attorney CONTRACT AUTHORIZATION: M&C: Date Approved: Form 1295 Certification No: N/A OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 City of Fort Worth, Texas Mayor and Council Communication DATE: 03/31/26 M&C FILE NUMBER: M&C 26-0226 LOG NAME: 13PAMEND ILA 62138 JANITORIAL SERVICES LSJ WTR SUBJECT (ALL) Authorize Execution of an Amendment to a Purchase Agreement with CTJ Maintenance Inc. for Janitorial Services to Increase the Annual Amount by $50,000.00 for a New Total Annual Amount Up to $150,000.00 and Add an Additional One -Year Term for the Water Department RECOMMENDATION: It is recommended that City Council authorize an amendment to a purchase agreement with CTJ Maintenance Inc. for janitorial services to increase the annual amount by $50,000.00 for a new annual amount up to $150,000.00 and add an additional one-year term for the Water Department. DISCUSSION: The purpose of this Mayor & Council Communication (M&C) is to authorize an amendment to City Secretary Contract (CSC) No. 62138 with CTJ Maintenance Inc. to increase the annual amount by $50,000.00 for new total agreement up to $150,000.00 with an additional one-year term renewal option. On October 18, 2024, the City entered into an agreement for an annual amount up to $100,000.00 with CTJ Maintenance Inc. based upon an interlocal agreement with the City of Denton, for janitorial services (Request for Proposal No. 8032). The janitorial services including but not limited to general cleaning, carpet cleaning, sanitation, and hard floor stripping and waxing of the Field Operations Warehouse and Offices. Due to price increases in the hourly rate, it was concluded that there is a need to increase the current contract amount. Staff requests that the City Council authorize an increase to the agreement's spending authority by an additional $50,000.00. The new total annual amount of the agreement will be up to $150,000.00. Staff also request to add an additional one-year renewal option in line with the underlying agreement, City of Denton Contract 8032. FUNDING: Funding is budgeted in the General Operating and Maintenance account within the Water & Sewer Fund, for the Water Department as appropriated. COOPERATIVE PURCHASE: State law provides that a local government purchasing an item under an Interlocal Agreement satisfies state laws requiring that the local government seek competitive bids for the purchase of the item or service. City of Denton contracts have been competitively bid to increase and simplify the purchasing power of government entities. City of Denton issued RFP No. 8032 on June 3, 2022. Submissions were opened on June 21, 2022, and the agency received responses. AGREEMENT TERM: The current term of the agreement is from November 30, 2025, to November 30, 2026. RENEWAL OPTIONS: The agreement may be renewed for one (1) additional one-year term(s) through October 18, 2027. This action does not require specific City Council approval provided that City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal terms. ADMINISTRATIVE CHANGE ORDERS: An administrative change order or increase may be made by the City Manager or his Designee 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. The Cooperative Agreement serves 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 Water and Sewer Fund to support the approval of the above recommendation and agreement of the contract. Prior to any expenditure being incurred, the Water Department has the responsibility to validate the availability of funds. Submitted for City Manager's Office b Reginald Zeno 8517 Jesica McEachern 5804 Originating Business Unit Head: Reginald Zeno 8517 Christopher Harder 5020 Additional Information Contact: Haven Wynne 8525 La'Kita Slack -Johnson 8314 FORT WORTH® City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: CTJ Maintenance, Inc. Subject of the Agreement: To provide janitorial services M&C Approved by the Council? * Yes ❑ No EZI If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No IZI If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No IZI 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: 12/1/2026 If different from the approval date. Expiration Date: 11/30/2027 If applicable. Is a 1295 Form required? * Yes ❑ No EZI *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 © 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.