Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: April 6, 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 John D. Sims, dba Industrial
Contamination Extraction Service Inc. (ICES), for fuel island equipment repair and annual maintenance
services for the Fleet Services Department; providing for the expenditure of funds therefor; and providing
an effective date (RFP 7502 – awarded to John D. Sims, dba Industrial Contamination Extraction Service
Inc. (ICES), 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 $105,000.00).
INFORMATION/BACKGROUND
The City currently operates two (2) fuel sites for the fueling of vehicles and equipment. These sites store,
dispense and provide the infrastructure to track all liquid fuel transactions for Unleaded, Diesel, and
Biodiesel fuels. Approximately $2.5M in fuel transactions are processed annually.
Minor repairs to fuel island equipment such as hoses, fittings, break-away couplings, etc. are performed by
Fleet employees. Fleet frequently contracts the inspection, service, and maintenance of these sites to an
outside vendor or vendors on an as-needed basis. As the fueling infrastructure ages, and regulations
governing the storage and dispensing of liquid fuels change, repairs become more frequent and costly.
Texas Commission on Environmental Quality (TCEQ) regulations specify annual line tightness testing,
Sump testing, vapor recovery system testing, and quarterly inspections which are all contracted through
qualified vendors. There are an estimated $40,000 in required TCEQ upgrades to fuel island equipment
included in the final amount.
Expense
Category
Estimated 5-Year
Expenditure
Annual Service - $12,000 60,000
TCEQ upgrades 40,000
5% contingency for
additional support hours
5,000
Total: $105,000
Requests for Proposals was sent to 60 prospective suppliers, including eight (8) Denton firms, of this item.
In addition, specifications were placed on the Materials Management website for prospective suppliers to
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
download and advertised in the local newspaper. Two (2) proposals were received and were evaluated based
upon published criteria including delivery, compliance with specifications, probable performance, and
price. Best and Final Offers (BAFO) were requested from both firms. Based upon this evaluation, John D.
Sims, dba Industrial Contamination Extraction Service Inc. (ICES) was ranked the highest and determined
to be the best value for the City.
NIGP Code Used for Solicitation: 928 - (Service Only) - Equipment
Maintenance and Repair Services for
Automobiles, Trucks, Trailers, Transit
Buses, and Other Vehicles
Notifications sent for Solicitation sent in IonWave: 60
Number of Suppliers that viewed Solicitation in IonWave: 7
HUB-Historically Underutilized Business Invitations sent out: 2
SBE-Small Business Enterprise Invitations sent out: 17
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with John D. Sims, dba Industrial Contamination Extraction Service Inc. (ICES), for fuel
island equipment repair and annual maintenance services for the Fleet Services Department, 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 $105,000.
PRINCIPAL PLACE OF BUSINESS
John D. Sims, dba Industrial Contamination Extraction Service Inc. (ICES)
Keller, 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/services will be funded from Fleet Services Operation Funds.
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: Terry Kader, 940-349-8729.
Legal point of contact: Marcella Lunn at 940-349-8333.