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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: July 28, 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 Filtration Plus Incorporated, for the purchase of air filters and refrigerant for the Denton Energy Center and Facilities Management to be stocked in the City of Denton Distribution Center; providing for the expenditure of funds therefor; and providing an effective date (IFB 7386 - awarded to Filtration Plus Incorporated, 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 $185,000). INFORMATION/BACKGROUND This IFB is for the supply of air filters and refrigerant to be used by Facilities Management and the Denton Energy Center. The air filters are used in HVAC units to filter air and increase the life of the unit. The refrigerant is used to cool the air in the HVAC unit. Materials will be ordered on an as needed basis to maintain appropriate stocking levels in the City’s Distribution Center. As these commodities are “common stock items” in the Distribution Center working capital inventory under City of Denton General Government, they are not reviewed by the Public Utilities Board. Invitation for Bids was sent to 122 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 Filtration Plus, Incorporated. NIGP Code Used for Solicitation: 031 - Air Conditioning, Heating, and Ventilating Equipment, Parts and Accessories Notifications sent for Solicitation sent in IonWave: 122 Number of Suppliers that viewed Solicitation in IonWave: 11 HUB-Historically Underutilized Business Invitations sent out: 7 SBE-Small Business Enterprise Invitations sent out: 37 Responses from Solicitation: 5 City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com RECOMMENDATION Award a contract with Filtration Plus, Incorporated, for the purchase of air filters and refrigerant for the Denton Energy Center and Facilities Management to be stocked in the City of Denton Distribution Center, 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 $185,000. PRINCIPAL PLACE OF BUSINESS Filtration Plus, Incorporated. Garland, TX ESTIMATED SCHEDULE OF PROJECT This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1) year periods, with all terms and conditions remaining the same. 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: Bid Tabulation Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Dustin Rolfe, 940-349-8438. Legal point of contact: Mack Reinwand at 940-349-8333.