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Exhibit 1 - Agenda Information SheetCity of Denton __________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance CFO: Antonio Puente, Jr. DATE: June 16, 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 JDK Associates, Inc., for the installation of a gravity retaining wall in the Brinker Substation; providing for the expenditure of funds therefor; and providing an effective date (RFP 7316 – awarded to JDK Associates, Inc., in the not-to-exceed amount of $755,296.68). The Public Utilities Board recommends approval (6 - 0). INFORMATION/BACKGROUND Denton Municipal Electric (DME) has the Brinker Substation in its approved five-year Capital Improvement Plan (CIP) that will require the installation of a gravity retaining wall. The approved site for the Brinker Substation is located on a hill at 1954 Shady Oaks in Denton, Texas (Exhibit 3). The site has more than 30 feet of elevation change across the property. To accommodate the substation on the approved site, a portion of the hill was excavated and will require a vertical block retaining wall to allow space for the substation equipment and to prevent erosion of the hill. This gravity retaining wall is approximately 500 feet long and 22 feet tall at the highest point of the hill. This gravity retaining wall system uses 2’H x 4’W x 3’D preformed hollow-core blocks that are assembled/stacked up to 22 feet height at the highest point to form a retaining wall. The weight of the system components, system interlocking features, geotextile fabric, and fill placed inside the blocks all work together and provide the required strength to hold back the retained soil. Refer to details provided in Exhibit 4. This system of components was determined to be the most cost-efficient solution for the site. The decision to construct a gravity wall in lieu of the standard concrete retaining wall is based on the experience that a gravity wall is slightly less expensive for the same life expectancy, and a gravity retaining wall has the ability to “give” with the variable movement of the soil, while a concrete retaining wall will not “give” and eventually have stress cracks. Reference to Exhibit 2 (Pricing Evaluation) will show that proposals ranged in price from a low of $755,296.68 to over $2,600,000 with the second lowest proposal being more than $300,000 higher than the lowest. That was a significant concern early in the evaluation. The engineer’s estimate for the project was $750,000. At the evaluation committee’s request, Purchasing asked questions to the lowest proposer to obtain clarification of certain aspects of the proposal and to get additional information on experience. All references were contacted. The information obtained from the references was substantive and City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com indicated that the proposer was well qualified. Examples of work done for the references verified experience and clearly showed that work for them was completed according to plans, on time, and with quality workmanship. One reference had done work with the vendor for an extensive period of time on projects that could be considered similar to the Brinker Substation gravity retaining wall. The lowest and second priced proposers were very similar in experience and results. One possible reason that JDK Associates had the lowest price is that gravity retaining wall construction is their primary business. DME and their civil design consultant are very comfortable with the lowest cost proposal. Requests for Proposals were sent to 429 prospective suppliers. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Five (5) proposals were received and evaluated based upon published criteria including delivery, compliance with specifications, probable performance, and price. Based upon this evaluation, JDK Associates, Inc. was ranked the highest and determined to be the best value for the City. NIGP Code Used for Solicitation: 914 - (Service Only) - Construction Services, Trade (New Construction) Notifications sent for Solicitation sent in IonWave: 429 Number of Suppliers that viewed Solicitation in IonWave: 28 HUB-Historically Underutilized Business Invitations sent out: 21 SBE-Small Business Enterprise Invitations sent out: 113 Responses from Solicitation: 5 PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On June 8, 2020, the Public Utilities Board (PUB) recommended this item to the City Council for consideration. RECOMMENDATION Award a contract with JDK Associates, Inc., for the installation of a gravity retaining wall in the Brinker Substation, in a not-to-exceed amount of $755,296.68. PRINCIPAL PLACE OF BUSINESS JDK Associates, Inc. Bulverde, TX ESTIMATED SCHEDULE OF PROJECT This project will be started upon approval with a completion date by November 30, 2020. FISCAL INFORMATION These items/services will be funded as part of a Capital Improvement Project (CIP) account 603290500.1360.3530, and the cost will ultimately be recovered through the Public Utility Commission Transmission Cost of Service Program (TCOS). Requisition #146679 has been entered into the Purchasing software system in the amount of $755,296.68. The budgeted amount for this item is $755,296.68. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Pricing Evaluation Exhibit 3: Project Location Map – Brinker Substation Exhibit 4: Retaining Wall Design – Brinker Substation Exhibit 5: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Mark Zimmerer, 940-349-7169. Legal point of contact: Mack Reinwand at 940-349-8333.