Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: March 17, 2020
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or his designee, to execute a contract with Romco Equipment Co., LLC,
through the Buy Board Cooperative Purchasing Network Contract # 597-19, for the acquisition of one (1)
Volvo Model ECR88D Compact Excavator for the Drainage Department and additional maintenance and
repair services as required; providing for the expenditure of funds therefor; and providing an effective date
(File 7293 – awarded to Romco Equipment Co., LLC, in the amount of $206,062).
INFORMATION /BACKGROUND
This request is for the purchase of one (1) new Volvo Compact Excavator for the Drainage Department that
was approved as part of the FY19-20 budget. This excavator will be a new year Volvo model ECR88D and
will replace a 2010 model Gradall excavator. The Gradall is nearing the end of its useful life, incurring
excessive maintenance costs and increased downtime and will be auctioned when the new machine enters
service.
The new Volvo excavator will come equipped with a factory-installed Steelwrist Inc. tilt-rotator attachment.
This attachment allows the operator to tilt and rotate the bucket as desired. This arrangement allows for
using a less expensive excavator to do the same work as the specialized Gradall machine and makes the
machine a more versatile replacement. When installed by Volvo, the controls (joystick, display and wiring
harness) are all covered under the Volvo warranty.
This new compact excavator will primarily be used to clear roadside drainage ditches and other small
maintenance tasks associated with the repair and maintenance of City drainage infrastructure.
Standard City of Denton purchasing procedures were utilized for procurement. Fleet Services is
recommending the purchase of the excavator from Romco Equipment Company, through Buy Board
contract 597-19 in the amount of $146,062 to include extended 3yr/3,000hr warranty.
Fleet estimates the need for factory authorized repair services provided by Romco Equipment Company
factory trained technicians for various City-owned heavy equipment in the amount of $60,000 over the life
of the contract.
Pricing through the Buy Board Cooperative Purchasing Network has been competitively bid and meets the
statutory requirements of Texas Local Government Code 271.102.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On March 9, 2020, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract with Romco Equipment Co., LLC, for the acquisition of one (1) Volvo Model ECR88D
Compact Excavator for the Drainage Department and additional maintenance and repair services as
required, in a not-to-exceed amount of $206,062.
PRINCIPAL PLACE OF BUSINESS
Romco Equipment Co., LLC
Fort Worth, TX
ESTIMATED SCHEDULE OF PROJECT
Delivery of the new excavator will occur within 60 days after receipt of order. The Buy Board Contract
#597-19 expires 11/30/2022.
FISCAL INFORMATION
These items/services will be funded from Drainage account 655036645.1355.30100. Requisition #145777
has been entered into the Purchasing software system in the amount of $146,062. Maintenance costs of up
to $60,000 for heavy equipment will be funded from Fleet’s maintenance account and charged to
departments as needed. The budgeted amount for this item is $206,062.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Quote
Exhibit 3: LLC Members
Exhibit 4: Ordinance
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Terry Kader, 940-349-8729.
Legal point of contact: Mack Reinwand at 940-349-8333.