Exhibit 1 - Agenda Information Sheet - MotorsCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement and Compliance
ACM: David Gaines
DATE: March 16, 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 Brandon & Clark, Inc., for the
repair of electric motors at the Water Production and Water Reclamation facilities; providing for the
expenditure of funds therefor; and providing an effective date (RFP 7482 – awarded to Brandon & Clark,
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 $300,000.00). The Public Utilities Board recommends approval (6 - 0).
INFORMATION/BACKGROUND
The Water Production and Reclamation Departments use various pumps to convey water and wastewater
within the treatment systems. Electric motors are used to drive each pump within the two departments.
Pumps are used at the Lake Lewisville Raw Water Intake to pump untreated lake water to the Lake
Lewisville Water Treatment Plant. Within the water production facilities, pumps are also used to transfer
water within the plants and to pump water into the water distribution system. Within the Water Reclamation
System, pumps are used at lift stations to pump wastewater to the water reclamation plant and within the
plant to transfer various treatment liquids between treatment units. Pumps are mission-critical to both the
Water Production and the Water Reclamation departments.
Both departments are currently using the bidding process to procure services for electric motors. The need
for a contract to relieve some of the burdens of this process was identified and a request for proposal was
advertised and bids were received. In addition, the five-year historic spend for motor repairs for both
departments is approximately $250,000, exceeding the total at which the City is required to enter into a
contract for the services. After staff reviewed the proposals, Brandon and Clark, Inc was the preferred
vendor for electric motor rebuild and repair services.
Request for Proposals was sent to 224 prospective suppliers, including four (4) Denton firms. In addition,
specifications were placed on the Materials Management website for prospective suppliers to download and
advertised in the local newspaper. Six (6) proposals were received, references were checked, and proposals
and evaluated based upon published criteria including project schedule, probable performance, and price.
Best and Final Offers (BAFO) were requested from all firms. Based upon this evaluation, Brandon & Clark,
Inc. was ranked the highest and determined to be the best value for the City.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
NIGP Code Used for Solicitation: 720-Pumping Equipment &
Accessories; 890-Water Supply,
Groundwater, Sewage Treatment, &
Related Equipment (Not for Air
Conditioning, Steam Boiler, or
Laboratory Reagent Water)
Notifications sent for Solicitation sent in IonWave: 224
Number of Suppliers that viewed Solicitation in IonWave: 34
HUB-Historically Underutilized Business Invitations sent out: 5
SBE-Small Business Enterprise Invitations sent out: 56
Responses from Solicitation: 6
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On March 8, 2021, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract with Brandon & Clark, Inc., for the rebuild and repair of electric motors at the Water
Production and Water Reclamation facilities, 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 $300,000.
PRINCIPAL PLACE OF BUSINESS
Brandon & Clark, Inc.
Lubbock, 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 items will be funded from Water 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.