Exhibit 1- Agenda Information Sheet
City of Denton
_____________________________________________________________________________________
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 Amigos Library Services for
Courier Services for the Library; providing for the expenditure of funds therefor; and providing an effective
date (RFP 7612 – awarded to Amigos Library Services, for one (1) year, with the option for two (2)
additional one (1) year extensions, in the total three (3) year not-to-exceed amount of $111,505.00).
INFORMATION/BACKGROUND
The Denton Public Library currently uses a transit service to move bins of library materials between
branches Monday through Friday. Materials in bins include books, DVDs, CDs, kits, periodicals, and
branch mail. Pickup and delivery stops are made between 9 a.m. and 4 p.m. each weekday.
Approximately 26,000 bins (average 25-50 pounds per bin) are transited each year. Four stops are made
for pickup/delivery daily:
1. Emily Fowler Central Library (first pickup)
2. South Branch Library
3. North Branch Library (including Technical Services bins)
4. Emily Fowler Central Library (final drop off)
Branch-to-branch transit is necessary for library operations and services including:
• Efficient centralized ordering and processing of materials at the North Branch Library, that with
Emily Fowler Central Library and South Branch Library materials being sent to the branches once
ready for circulation.
• Patron selected hold pickup location.
• Convenient material returns at any library location with materials then being sent to their home
location.
• Relocation or temporary rotation of materials to different branches as needed to better support a
particular branch’s service area needs.
• Branch-to-branch mail and departmental shared equipment/supply transit.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Requests for Proposals was sent to 253 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. One (1) proposal was received and evaluated based upon published criteria including
compliance with scope of work, experience and references, and price. Based upon this evaluation, Amigos
Library Services was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 962 - (Service Only) - Miscellaneous
Services, No. 2 (Not Otherwise
Classified)
Notifications sent for Solicitation sent in IonWave: 253
Number of Suppliers that viewed Solicitation in IonWave: 5
HUB-Historically Underutilized Business Invitations sent out: 28
SBE-Small Business Enterprise Invitations sent out: 111
Responses from Solicitation: 1
Below is the information Amigos Library Services provided regarding the wages they pay their employees
who will be assigned to the City’s contract.
Position Description Number of Assigned Employees Hourly Rate of Assigned
Employees
DSA driver (subcontracted with
Amigos)
One permanent DSA driver with a
backup substitute driver if needed
Driver is paid by the route by
DSA. This route is $100 per day.
Trans-Amigos Express Coordinator One Amigos employee $27 per hour
Member Discount Services and
Trans-Amigos Express Supervisor
One Amigos employee
$34 per hour
Head, Member Discount Services
and Courier
One Amigos employee
$50 per hour
Based on a historical spend and future projections the recommended not to exceed (NTE) for this contract
is $111,5050 for a total potential three (3) year contract.
Description Year 1 Year 2 Year 3 Total
Courier Service 35,370 35,370 35,370 106,110
5% Contingency 0 1,769 1,857 3,636
Total: $35,370 $37,139 $38,996 $111,505
RECOMMENDATION
Award a contract with Amigos Library Services, for Courier Services for the Library, in a one (1) year, with
the option for two (2) additional one (1) year extensions, in the total three (3) year not-to-exceed amount of
$111,505.
PRINCIPAL PLACE OF BUSINESS
Amigos Library Services
Dallas, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) 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 services will be funded from Library Operation Funds.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Jennifer Bekker, 940-349-8753.
Legal point of contact: Marcella Lunn at 940-349-8333.