Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: August 4, 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 Rene’ Bates Auctioneers, Inc., for the management
of auction services to the City of Denton; providing for the expenditure of funds therefor; and providing an
effective date (IFB 7334 - awarded to Rene’ Bates Auctioneers, Inc., for a five (5) year term).
INFORMATION/BACKGROUND
This item is for auction services to facilitate the sale of City-owned salvage and equipment for all City of
Denton departments. Auction services provide the ability to generate revenue on items that are no longer
being used by the departments within the City of Denton. All auction services are operated and ran through
the City of Denton Distribution Center. Before proceeding with an auction, pictures are taken and sent out
to all departments citywide of all the items being considered for auction and communication is established
to ensure no other department can use the items. The items are then documented by Distribution Center
staff to ensure all processes have been followed according to the Procurement Policy Manual. The items
are typically sold in lots of ‘like items’ to ensure the bidder has everything needed and the City receives the
best value. The auction is advertised in the Denton Record Chronicle and posted online for a minimum of
14 days. The Auctioneer oversees facilitating the bidding portion, verifying accurate bids, and collecting
payment from the bidder. After the auction is complete, the Auctioneer provides the City a check for the
auction less the auctioneer fee. The auction sales offset the Materials Management allocation.
Invitation for Bids was sent to 413 prospective suppliers of this item. 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 Rene’ Bates
Auctioneers, Inc.
NIGP Code Used for Solicitation: 208 – Computer Software
Notifications sent for Solicitation sent in IonWave: 413
Number of Suppliers that viewed Solicitation in IonWave: 12
HUB-Historically Underutilized Business Invitations sent out: 32
SBE-Small Business Enterprise Invitations sent out: 130
Responses from Solicitation: 5
Rene’ Bates Auctioneers, Inc., is a well-established business and has provided quality work for the City of
Denton on previous occasions. They have provided continuity in the service delivery without any
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
complaints from the City of Denton. Staff has been very pleased with timeliness of work and attention to
detail.
RECOMMENDATION
Award a contract with Rene’ Bates Auctioneers, Inc. for the management of auction services to the City of
Denton, in a five (5) year term.
PRINCIPAL PLACE OF BUSINESS
Rene’ Bates Auctioneers, Inc.
McKinney, TX
ESTIMATED SCHEDULE OF PROJECT
This is a five (5) year contract.
FISCAL INFORMATION
The contracted auction service will be funded through sale proceeds.
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: Dustin Rolfe, 940-349-9438.
Legal point of contact: Mack Reinwand at 940-349-8333.