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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance CFO: Antonio Puente, Jr. DATE: November 5, 2019 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 CBS Mechanical Services, Inc. dba CMS Mechanical Services, Inc., for the supply of heating, ventilation and air conditioning maintenance, repairs, and replacement services for various City buildings and any other areas maintained by the City of Denton Facilities Department; providing for the expenditure of funds therefor; and providing an effective date (IFB 7127 - awarded to CBS Mechanical Services, Inc. dba CMS Mechanical Services, Inc., for one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $2,500,000). IFB INFORMATION/BACKGROUND This Invitation for Bid is for heating, ventilation and air conditioning maintenance, repairs and replacement services for various City buildings and any other areas maintained by the City of Denton Facilities Department. This contract is to assist with the City’s HVAC units located at over 60 building locations. The approximate total square footage for the buildings is 900,000 sq. ft. The units range from 1.5 tons to 180 tons. The HVAC services will be performed on an as-needed basis to assist the City with renovations, remodels and maintenance of existing facilities. The contract is shared within the City for other departments to use on an as-needed basis. Facilities Management projects a spending average of $500,000 annually. This will cover routine preventative maintenance, which is crucial to the longevity of the units. As well as service calls, when they arise, and any potential replacements. Facilities Management has a CIP Replacement Program in place that encompasses HVAC, roofs, and flooring to assist in managing our unit replacements. The schedule was created in 2004 and currently has estimated replacement needs through 2035. This service contract is a large asset in making sure units are replaced in a timely and efficient way so that the buildings' HVAC systems are efficient and environmentally productive. In the event of lost functionality of the units, with this contract Facilities Management can have immediate responses to prevent any disruptions in the City’s day-to-day work routine. Council approved the purchasing request to reject all bids and re-solicit this procurement on May 7, 2019 due to ambiguity in the minimum qualification requirements for technicians, recommended award was based on a replacement scenario that was not disclosed in the pricing sheet, and failure to disclose the City’s anticipated contract amount for these services. A new Invitation for Bids was sent to 167 prospective City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com suppliers of this item with an updated pricing sheet with estimated hourly quantities for the term of the contract and an updated scope of work that set specific minimum requirements for the bidders, technicans and assitants. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Five (5) bids meeting specifications were received. The lowest bid was received by CBS Mechanical Services, Inc. dba CMS Mechanical Services, Inc. NIGP Code Used for Solicitation: 910-(Service Only)-Building Maintenance, Installation & Repair Services Notifications sent for Solicitation sent in IonWave: 167 Number of Suppliers that viewed Solicitation in IonWave: 15 HUB-Historically Underutilized Business Invitations sent out: 15 SBE-Small Business Enterprise Invitations sent out: 73 Responses from Solicitation: 5 RECOMMENDATION Award a contract with CBS Mechanical Services, Inc. dba CMS Mechanical Services, Inc., for the supply of heating, ventilation and air conditioning maintenance, repairs, and replacement services for various City buildings and any other areas maintained by the City of Denton Facilities Department, in a one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $2,500,000. PRINCIPAL PLACE OF BUSINESS CBS Mechanical Services, Inc. dba CMS Mechanical Services, Inc. Denton, TX ESTIMATED SCHEDULE OF PROJECT This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These services will be funded from the Building and Equipment account 230001.6512. Requisitions will be entered into the Purchasing software system on an as-needed basis. The budgeted amount for these services is $2,500,000. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Bid Tabulation Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Dean Hartley, 940-349-8243. Legal point of contact: Mack Reinwand at 940-349-8333.