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HomeMy WebLinkAbout058676-R4 - General - Contract - Kirby Smith MachineryCSC No. 58676-R4 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE October 12, 2026 Kirby Smith Machinery Attn: James McDonnell 1450 NE Loop 820 Fort Worth, TX 76106 Re: Contract Renewal Notice City Secretary Contract No. 58676 (the "Contract") Renewal Term No. 4: December 1, 2026, to November 30, 2027 The above referenced Contract with the City of Fort Worth expires on November 30, 2026 (the "Expiration Date"). Pursuant to the Contract, renewals are at the sole option of the City. 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 quote for charges for the new renewal term and a current insurance certificate, to the email address listed 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.goy/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 phone number listed below. Sincerely, &hrisrin r Z�hamas Christina Thomas Contract Compliance Specialist City of Fort Worth, Property Management Department (817) 392-8538 Christina.thomas(a�fortworthtexas. gov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH Val —W/ By: Valerie Washington (Oct 19, 2026 11:36:17 CDT) Name: Valerie Washington Title: Assistant City Manager Date: 10/19/2026 APPROVAL RECOMMENDED: By: (J Name: Marilyn Marvin Title: Property Management Director ATTEST: By: K Cat Name: Jannette S. Goodall Title: City Secretary Kirby Smith Machinery By: jawtt s NI.G 6 t a Name: James McDonnell Title: Government Territory 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. By: Jeffrey Cope (Oct 15, 2026 09:11:57 CDT) Name: Jeff Cope Title: Purchasing Manager APPROVED AS TO FORM AND LEGALITY: By: Name: Amarna A. Muhammad Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 22-0910 M&C Approved: 11/08/2022 Form 1295 Certification No.: 2022-936289 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 City of Fort Worth, Texas Mayor and Council Communication DATE: 11/08/22 M&C FILE NUMBER: M&C22-0910 LOG NAME: 21 FY23 KIRBY-SMITH MACHINERY REPAIRS & SVS SUBJECT (ALL) Authorize Sole Source Purchase Agreement with Kirby -Smith Machinery for Original Equipment Manufacturer Gradall Equipment Parts and Repairs in an Amount Up to $200,000.00 Per Year with Four One -Year Renewal Options for the Property Management Department RECOMMENDATION: It is recommended that the City Council authorize a sole source purchase agreement with Kirby -Smith Machinery for original equipment manufacturer Gradall equipment parts and repairs in an amount up to $200,000.00 per year with four one-year renewal options for the Property Management Department. DISCUSSION: The Property Management Department (PMD) approached the Purchasing Division for assistance in obtaining replacement parts and services to maintain City owned Gradall excavating equipment. Kirby -Smith Machinery is the authorized service facility for Gradall maintenance, service repairs and original equipment manufacturer (OEM) replacement parts. The City of Fort Worth has excavators to demolish, dig, load and unload terrain on highways and off -road with a model year range of 1975 to 2018. Gradall offers OEM parts needed to ensure optimal performance from equipment during standard business hours and after hour field service calls. Staff reviewed the prices and determined them to be fair and reasonable. No guarantee was made that a specific amount of goods and services would be purchased. The City anticipates spending approximately $200,000.00 during the first agreement period; which provides an adequate amount of funds for repairs and service needed for city equipment. Funding is budgeted in the Fleet Service Outside Repair & Maintenance account of the Property Managment Department's Fleet & Equipment Service Fund. M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Property Management Department and approved by the M/WBE Office, in accordance with the M/WBE or BDE Ordinance, because the M/WBE Waiver is based on the sole source information provided to the M/WBE Office by the Purchasing Division Buyer. This procurement is exempted from the competitive bidding requirements as provided for under Section 252.022(7) of the Texas Local Government Code because, Kirby -Smith Machinery is the documented sole source original equipment manufacturer for Gradall equipment parts, repairs and maintenance services for Kirby- Smith. ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager in the amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. Upon City Council approval, the Agreement shall begin upon execution of the Agreement and expire one year from that date. RENEWAL OPTIONS - This Agreement may be renewed for four additional one-year renewal periods. 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. FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies that upon approval of the above recommendation, funds are available in the current operating budget, as previously appropriated, in the Fleet & Equipment Sery Fund. Prior to any expenditure being incurred, the Property Management Department has the responsibility to validate the availability of funds. Submitted for City Manager's Office by: Dana Burghdoff 8018 Originating Business Unit Head: Steve Cooke 5134 Additional Information Contact: Lolita Brewer 6645 CERTIFICATE OF INTERESTED PARTIES FORM 1295 1of1 Complete 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 Certificate Number: 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2022-936289 Kirby -Smith Machinery Fort Worth, TX United States Date Filed: 09/21/2022 2 Name of governmental entity or state agency that is a party to the contract for which the form is 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. Sole Source Sole Source Vendor Service Agreement 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling Intermediary 5 Check only if there is NO Interested Party. ❑ X 6 UNSWORN DECLARATION My name is Brad Campbell , and my date of birth is My address is 265 E Dove Rd Southlake TX , 76092 USA (street) (city) (state) (zip code) (country) I declare under penalty of perjury that the foregoing is true and correct. Executed in Tarrant County County, State of TX , on the 22 day of Septemberz0 22 (month) (year) Signature of authorized agent of contracting business entity (Declarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.1.191b5cdc FORT WORTH® City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Kirby -Smith Machinery Subject of the Agreement: Sole source of parts and service for Gradall Excavators for the City's fleet 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: If different from the approval date. Expiration Date: 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.