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HomeMy WebLinkAbout058607-R4 - General - Contract - Southwest International TruckCSC No58607-R4 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE September 21, 2026 Southwest International Truck, Inc. Attn: David Cobb 617 N. Freeway IH 35W Fort Worth, TX 76102 Re: Contract Renewal Notice City Secretary Contract No. 58607 (the "Contract") Renewal Term No. 4: December 16, 2026, to December 15, 2027 The above referenced Contract with the City of Fort Worth expires on December 15, 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 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 phone number listed below. Sincerely, cta7en OZ. Gathers Steven K. Rathers Sr. Contract Compliance Specialist City of Fort Worth, Property Management Department (817) 392-6650 Steven.rathers fortworthtexas. gov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal 4 Page 1 of 2 CITY OF FORT WORTH V?/a.i %4/L B Valerie Washington (Oct 19, 2026 11:35:49 CDT) Y Name: Title: Date: Valerie Washington Assistant City Manager 10/19/2026 APPROVAL RECOMMENDED: By: Name Title: 74 Marilyn Marvin Property Management Director as ATTEST: o�Fonrn°a ti8 ��ii PPQ /A,Y- , e By: Name: Jannette S. Goodall Title: City Secretary VENDOR: Southwest International Truck, Inc. By: Name Title: David Cb (Oct 14, :10(Oct :10 David Cobb Outside Parts Sales 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 08:33:49 CDT) Name: Jeff Cope Title: Purchasing Manager APPROVED AS TO FORM AND LEGALITY: Qeu�zd 4/Aat� By: OO Name: Title: Jordan Alvarez Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 22-0840 M&C Approved: 10/11/2022 Form 1295 Certification No.: 2022-930240 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal 4 Page 2 of 2 M&C Review 9/21/26, 11:06 AM Official site of the City of Fort Worth, Texas CITY COUNCIL AGENDA FORT Wowru Create New From This M&C REFERENCE **M&C 22- 13P22-0186 ADDITIONAL DATE: 10/11/2022 NO.: 0840 LOG NAME: AUTO BODY COLLISION REPAIRS & SVS LSJ PMD CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize Execution of Non -Exclusive Purchase Agreements with AutoNation Collision Center/ Ken Nichols Ford LTD, Southwest International Trucks, Inc., and WTR, Inc., for Additional Auto Body Collision Repairs and Services for the Property Management Department for a Combined Annual Amount Up to $1,374,000.00 and Authorize Four Annual Renewals for the Same Annual Amount RECOMMENDATION: It is recommended that the City Council authorize execution of non-exclusive purchase agreements with AutoNation Collision Center/ Ken Nichols Ford LTD, Southwest International Trucks, Inc., and WTR, Inc., for additional auto body collision repair services for a combined annual amount up to $1,374,000.00 for the Property Management Department and authorize four annual renewals for the same annual amount. DISCUSSION: The Property Management (Fleet) Department approached the Purchasing Division for assistance securing an annual agreement for additional auto body collision repair services. Purchasing previously issued Invitation to Bid (ITB) No. 22-0028 which resulted in the award of an annual agreement; however there were not enough Vendors to provide repair services for approximately 4,600 City -owned vehicles and equipment. In order to procure these additional services, Purchasing staff issued Invitation to Bid (ITB) No. 22-0186. The ITB consisted of detailed specifications describing the vendor's responsibilities and requirements for auto body work. The bid was advertised in the Fort Worth Star -Telegram for four consecutive Wednesdays, beginning July 20, 2022 through August 10, 2022. The City received three bids. An evaluation panel consisting of representatives of the Property Management Department 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. idders toNation uthwest International Trucks NTR, Inc. Best Value criteria: ,Evaluation Criteria � b 1 C d I e Total -1nn 12 �ii 77 U18.5 13.3 UI 48 ?15.7 6.7 6.3 �1l 38 (a) Ability to meet the City's needs; (b) Contractor's approach to perform services; (c) Contractor's experience working with governmental/similar size; (d) Availability of resource to perform services, qualified personnel and equipment; and (e) Cost of service. After evaluation, the panel concluded AutoNation Collision Center/ Ken Nichols Ford LTD, Southwest International Trucks, Inc., and WTR, Inc., presented the best value to the City and therefore, recommends that Council authorize agreements with AutoNation Collision Center/ Ken Nichols Ford LTD, Southwest International Trucks, Inc., and WTR, Inc. Under these non-exclusive agreements, the apps.cfwnet.org/council_packet/mc_review.asp?ID=30394&councildate=10/11/2022 1/3 9/21/26, 11:06 AM M&C Review department will order services according to the lowest cost and availability. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the recommended vendors' bids met specifications. Funding is budgeted in the Property Management Department's Rollup within the Fleet & Equipment Service Fund. DIVERSITY AND INCLUSION (DVIN)-A waiver of the goal for Business Equity subcontracting requirement 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 approval, this agreement shall begin upon execution and expire one year from that date. This agreement will be concurrent with the annual agreement awarded from ITB No. 22-0028. RENEWAL TERMS -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. ADMINISTRATIVE CHANGE ORDERS - In addition, 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. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the Fleet and Equipment Service Fund to support the approval of the above recommendation and award of the agreement. Prior to any expenditure being incurred, the Property Management Department has the responsibility to validate the availability of funds. BQN\\ TO Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) FROM Fund Department Account Project ID ID Submitted for City Manager's Office by Originating Department Head: Additional Information Contact: ATTACHMENTS Program Activity Budget Reference # Year (Chartfield 2 Reginald Zeno (8517) Dana Burghdoff (8018) Anthony Rousseau (8338) Steve Cooke (5134) Cynthia Garcia (8525) LaKita Slack -Johnson (8314) 13P22-0186 ADDITIONAL AUTO BODY COLLISION.docx (CFW Internal) 22-0186 Approved Waiver.pdf (CFW Internal) AutoNation 1295 form.p (CFW Internal) Copy of FID TABLE for Auto Body Collision Bid.xlsx (CFW Internal) Amount apps.cfwnet.org/cou nciI_packet/mc_review.asp? I D=30394&counei Idate=10/11 /2022 2/3 9/21/26, 11:06 AM M&C Review FID TABLE Shop Maintenance.xlsx (CFW Internal) Form 1295 -WTR Inc 2022.pdf (CFW Internal) Form 1295 SOUTHWEST.pdf (CFW Internal) apps.cfwnet.org/council_packet/mc_review.asp? I D=30394&counci Idate=10/11 /2022 3/3 CERTIFICATE OF INTERESTED PARTIES FORM 1295 1of1 Complete Nos. 1 - 4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. OFFICE USE ONLY CERTIFICATION OF FILING Certificate Number: 2022-930240 3 Name of business entity filing form, and the city, state and country of the business entity's place of business. SOUTHWEST INTERNATIONAL TRUCKS, INC FORT WORTH, TX United States Date Filed: 0910612022 Date Acknowledged: 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. SOUTHWEST INTERNATIONAL TRUCKS, INC 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 22-0186 BODY SHOP Nature of interest 4 Name of Interested Party City, State, Country (place of business) (check applicable) Controlling Intermediary 5 Check only if there is NO Interested Party. x 6 UNSWORN DECLARATION My name is /f/i1 �i /�y'5 and my date of birth is My address is t� /7 / `/ c L'i / 11 21 + v V Jh ! x. / �.r1 (street) (city) (state) (zip code) (country) I declare under penalty of perjury that hthe emforegoing is true and correct. /V zf d `' ; ' I County, 5 y . Executed in State of on the day of V, 20 (month) (year) Signature of a hori a gen f co cting business entity (Declarant) Forms provided by Texas Ethics Commission www.etnlcs.state.tx.us version vi.l..t iuoeuc FORT WORTH® City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Southwest International Trucks Inc Subject of the Agreement: Agreement for additional auto body collision repairs and services M&C Approved by the Council? * Yes © No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No 121 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes El No 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. N/A Effective Date: 12/16/22 If different from the approval date. Expiration Date: 12/15/27 If applicable. Is a 1295 Form required? * Yes © No El *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 ❑ 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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