Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: April 7, 2020
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Stuart C. Irby Company, for the supply of Electric
Utility Distribution Capacitor Bank Assemblies for the City of Denton Distribution Center; providing for
the expenditure of funds therefor; and providing an effective date (RFP 7097 – awarded to Stuart C. Irby
Company, in the five (5) year not-to-exceed amount of $830,000).
RFP INFORMATION/BACKGROUND
This RFP, number 7097 is for a five (5) year contract to supply distribution overhead and pad-mounted
capacitor equipment for Denton Municipal Electric (DME). Capacitors are used on the electric distribution
system to provide reactive power (VAR) support to assure the electric distribution system operates at the
Electric Reliability Council of Texas (ERCOT’s) mandated 97% power factor. The capacitors also provide
inherent voltage support to assist with meeting the Texas Public Utility Commission mandated voltage
levels of plus/minus 5% of nominal voltage. Capacitor sizing, placement, and control settings are based
upon engineering studies at peak and light loaded conditions.
The capacitor bank assemblies included in this RFP consist of fully assembled and pre-wired racks or pad-
mounted units designed to be in compliance with current National Electrical Safety Code (NESC) and
Institute of Electrical and Electronics Engineers (IEEE) standards and specifications. These items are kept
in stock in the Distribution Center. Total spend over three (3) years totaled $296,907. These items are
carried in the Distribution Center working capital inventory and therefore taken only to City Council for
consideration.
Requests for Proposals were sent to 186 prospective suppliers. In addition, specifications were placed on
the Materials Management website for prospective suppliers to download and advertised in the local
newspaper. Three (3) proposals meeting specifications were received. The proposals were evaluated based
upon published criteria including price, delivery timeframe, compliance with specifications, and indicators
of probable performance. Stuart C. Irby Company was ranked the highest and determined to be the best
value for the City of Denton.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
NIGP Code Used for Solicitation: 285-Electrical Equipment and Supplies
Notifications sent for Solicitation sent in IonWave: 186
Number of Suppliers that viewed Solicitation in IonWave: 18
HUB-Historically Underutilized Business Invitations sent out: 17
SBE-Small Business Enterprise Invitations sent out: 57
Responses from Solicitation: 3
RECOMMENDATION
Award a contract with Stuart C. Irby Company, for the supply of Electric Utility Distribution Capacitor
Bank Assemblies for the City of Denton Distribution Center, in a five (5) year not-to-exceed amount of
$830,000.
PRINCIPAL PLACE OF BUSINESS
Stuart C. Irby Company
Fort Worth, TX
ESTIMATED SCHEDULE OF PROJECT
This is a five (5) year contract.
FISCAL INFORMATION
These products and services will be funded through the department’s budget on an as needed basis. The
City will only pay for services rendered and is not obligated to pay full contract amount unless needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Dustin Rolfe, 940-349-8438.
Legal point of contact: Mack Reinwand at 940-349-8333.