Exhibit 1- Agenda Information Sheet
City of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: March 2, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or their designee, to execute a contract with Bragg Trailers, L.L.C., Holt
Texas, LTD., and Interstate Trailers, Inc., for the purchase of trailers for various City Departments;
providing for the expenditure of funds therefor; and providing an effective date (IFB 7523 – awarded to
Bragg Trailers, L.L.C., Holt Texas, LTD., and Interstate Trailers, Inc., 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
$1,125,000.00).
INFORMATION/BACKGROUND
This request is for a 3-year contract with two (2) 1-year renewals to purchase fleet replacements and new
(fleet additions) flatbed, utility, and specialty trailers for various City Departments. Trailer replacements
are approved in each FY budget as part of the vehicle and equipment replacement program. The immediate
need for FY20/21 is the replacement of nineteen (19) trailers of various sizes budgeted at $298,000. Eight
(8) of these were deferred from FY19/20 due to COVID-19.
The current City fleet consists of 163 trailers with an average life expectancy of 15 years. Trailer
replacements have averaged ten (10) trailers annually at a cost of $210,000. Currently, trailers are replaced
by quoting each one as-needed. This method is time-consuming and inefficient. A contract would
significantly improve the efficiency of the purchasing process and benefit all City Departments with more
timely replacements at reduced procurement costs.
Invitation for Bids was sent to 66 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 bids were received by Bragg
Trailers, L.L.C., Holt Texas, LTD., and Interstate Trailers, Inc.
NIGP Code Used for Solicitation: 073 – Trailers
Notifications sent for Solicitation sent in IonWave: 66
Number of Suppliers that viewed Solicitation in IonWave: 61
HUB-Historically Underutilized Business Invitations sent out: 5
SBE-Small Business Enterprise Invitations sent out: 16
Responses from Solicitation: 5
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On March 8, 2021, this item will go to the Public Utilities Board (PUB) for recommendation.
RECOMMENDATION
Award a contract with Bragg Trailers, L.L.C., Holt Texas, LTD., and Interstate Trailers, Inc., for the
purchase of trailers for various City 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 $1,125,000.
Company Awarded Sections
Bragg Trailers, L.L.C. Primary – A, D, Secondary – B, all awarded E
Holt Texas, LTD. Primary – B, C, Secondary – A, D, all awarded E
Interstate Trailers, Inc. Secondary – C, Tertiary – B, D, all awarded E
PRINCIPAL PLACE OF BUSINESS
Bragg Trailers, L.L.C.
Denton, TX
Holt Texas, LTD.
San Antonio, TX
Interstate Trailers, Inc.
Mansfield, 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: 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: Marcella Lunn at 940-349-8333.