Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: July 21, 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 vendors for the rental of heavy construction
equipment for various City Of Denton Departments; providing for the expenditure of funds therefor; and
providing an effective date (RFP 7295 – awarded to Kirby-Smith Machinery, Inc., Bane Machinery, Inc.,
United Rentals (North America), Inc., Romco Equipment Co., LLC, RDO Equipment Co., Sunbelt Rentals,
Inc., Herc Rentals, Inc., Associated Supply Company, Inc., Dba Asco Equipment, Inc, Closner Equipment
Co., Inc., Holt Texas, Ltd., and DCMM Rental One, Ltd. dba Rental One Equipment, for three (3) years,
with the option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount
of $1,500,000). The Public Utilities Board recommends approval (6 - 0).
RFP INFORMATION /BACKGROUND
This RFP is for awarding a contract to primary, secondary, and tertiary vendors by category section for the
short-term rental of heavy construction equipment for various City departments. Departments occasionally
have a need for the rental of heavy construction equipment to supplement the City fleet. Rental periods
range from daily to monthly and longer depending on the project requirements. Construction equipment is
typically used to remove, move, and replace materials associated with the installation, maintenance, and
repair of City infrastructure. Equipment availability and delivery is a key factor for the efficiency of the
rental program. An annual contract will allow staff quick access to equipment without delay and leverage
volume to allow for a more competitive price than incidental usage. Staff is recommending awarding
contracts to primary, secondary, and tertiary vendors by class to assure availability and meet City timelines.
Request for Proposals were sent to 50 prospective suppliers. In addition, specifications were placed on the
Materials Management website for prospective suppliers to download and advertised in the local
newspaper. Eleven (11) proposals were received, with a Best and Final Offer requested and received from
responding vendors. The BAFO proposals were evaluated based upon published criteria including fleet
specifications, indicators of past performance under contracts, and price.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
NIGP Code Used for Solicitation: 975-(Service Only)-Rental or Lease
Services of Agricultural, Aircraft,
Airport, Automotive, Marine, and
Heavy Equipment
Notifications sent for Solicitation sent in IonWave: 50
Number of Suppliers that viewed Solicitation in IonWave: 20
HUB-Historically Underutilized Business Invitations sent out: 4
SBE-Small Business Enterprise Invitations sent out: 10
Responses from Solicitation: 11
The primary contractor is expected to respond to initial contact* within 4 hours during normal business
hours. If no response is received by the City from the primary contractor within 4 hours from initial contact,
the City has the right to call the secondary contractor. The secondary contractor will be contacted if the
primary contractor fails to respond as requested. The secondary contractor must respond to initial contact*
within 4 hours during normal business hours. If no response is received by the City from the secondary
contractor within 4 hours from initial contact, the City has the right to call the tertiary contractor. The
tertiary contractor will be contacted if the primary and secondary contractors fail to respond as requested.
The tertiary contractor must respond to initial contact* within 4 hours during normal business. Normal
business hours are Monday – Friday 7 am - 4 pm.
*Initial Contact: The first phone call placed, or email sent from the City to the contractor.
RECOMMENDATION
Award a contract with the vendors below for the Rental of Heavy Construction Equipment for various City
of Denton departments, in a three (3) year, with the option for two (2) additional one (1) year extensions,
in the total five (5) year not-to-exceed amount of $1,500,000.
Company Awarded Sections
Associated Supply Company, Inc., dba ASCO Equipment, Inc Secondary – 7, 15, 17
Tertiary – 3 and 19
Bane Machinery, Inc. Primary – 3 and 14
Secondary – 6 and 8
Closner Equipment Co., Inc. Secondary – 16
Tertiary – 13 and 14
Herc Rentals, Inc. Primary – 21
Secondary – 18
Tertiary - 20
Holt Texas, Ltd. Secondary – 2 and 19
Tertiary – 1, 7, 8, 16, 17, 18
Kirby-Smith Machinery, Inc. Primary – 1, 2, 5, 13, 15 and 16
Secondary – 3 and 19
Tertiary - 6
RDO Equipment Co. Primary – 7, 8 and 11
Secondary – 1
Tertiary – 2 and 5
DCMM Rental One, Ltd. dba Rental One Equipment Tertiary – 4, 9 and 12
ROMCO Equipment Co., LLC Primary – 6
Secondary – 5 and 14
Tertiary – 15
Sunbelt Rentals, Inc. Primary – 12 and 20
Secondary – 4 and 9
United Rentals (North America), Inc. Primary – 4, 9, 17, 18 and 19
Secondary – 12, 20 and 21
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On July 13, 2020, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
PRINCIPAL PLACE OF BUSINESS
Associated Supply Company, Inc.,
dba ASCO Equipment, Inc
Euless, TX
Bane Machinery, Inc.
Dallas, TX
Closner Equipment Co., Inc.
Schertz, TX
Herc Rentals, Inc.
Denton, TX
Holt Texas, Ltd.
Little Elm, TX
Kirby-Smith Machinery, Inc.
Fort Worth, TX
RDO Equipment Co.
McKinney, TX
DCMM Rental One, Ltd.
dba Rental One Equipment
Fort Worth, TX
ROMCO Equipment Co., LLC
Carrollton, TX
Sunbelt Rentals, Inc.
Denton, TX
United Rentals (North America), Inc.
Denton, TX
ESTIMATED SCHEDULE OF PROJECT
Delivery of the items will occur within 2 days after receipt of order.
FISCAL INFORMATION
These products and services will be funded through the using department’s budget on an as-needed basis.
The City will only pay for services rendered and is not obligated to pay the full contract amount unless
needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: LLC Members
Exhibit 4: Ordinance and Contracts
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.