Exhibit 1 - Agenda Information Sheet - HartwellCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: December 17, 2020
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or his designee, to execute a contract with Hartwell Environmental
Corporation, for equipment evaluation, parts, and service for the Water Production and Water Reclamation
Departments, for Sections A, L, P, Q, R, S, T, U, X and Y; providing for the expenditure of funds therefor;
and providing an effective date (RFP 7449 – awarded to Hartwell Environmental Corporation, 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 $200,000.00).
INFORMATION/BACKGROUND
The proposed contract will provide parts and service for equipment utilized by the Water Production and
Reclamation Departments. Hartwell Environmental Corporation is the local representative for many of the
equipment brands utilized in the Water Production and Water Reclamation departments within the City of
Denton. This equipment is critical to the treatment of drinking water and wastewater systems. Equipment
brands that will be covered under this contract include, but are not limited to: DeNora, Suez Water, and
Verder. The manufacturers mentioned supply equipment for:
• Chlorine gas scrubbers
• Ozone generation
• Chemical feed/pumping
Based on a historical spend and future projections the recommended not to exceed (NTE) for this contract
is $200,000 for a total potential five (5) year contract.
Request for Proposals was sent to 224 prospective suppliers, including seven (7) Denton firms. 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 schedule, compliance with specifications, probable performance, and price. Best and Final
Offers (BAFO) were requested from the top firm. Based upon this evaluation, Hartwell Environmental
Corporation, was ranked the highest and determined to be the best value for the City for Sections A, L, P,
Q, R, S, T, U. X and Y.
NIGP Code Used for Solicitation: 890 & 936
Notifications sent for Solicitation sent in IonWave: 224
Number of Suppliers that viewed Solicitation in IonWave: 26
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
HUB-Historically Underutilized Business Invitations sent out: 13
SBE-Small Business Enterprise Invitations sent out: 48
Responses from Solicitation: 5
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On December 14, 2020, this item will be presented to the Public Utilities Board (PUB) for consideration.
RECOMMENDATION
Award a contract with Hartwell Environmental Corporation, for equipment evaluation, parts, and service
for the Water Production and Water Reclamation 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 $200,000.
PRINCIPAL PLACE OF BUSINESS
Hartwell Environmental Corporation
Tomball, 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 from Water and Wastewater Operating funds. 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: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Hector Ortiz, 940-349-7526.
Legal point of contact: Marcella Lunn at 940-349-8333.