Exhibit 1 - Agenda Information Sheet
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: April 20, 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 Berry Companies, Inc., dba
Bobcat of Dallas, through the Buy Board Cooperative Purchasing Network Contract #597-19, for the
municipal lease of skid-steer loaders for various City departments; providing for the expenditure of funds
therefor; and providing an effective date (File 7617 – awarded to Berry Companies, Inc., dba Bobcat of
Dallas, 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 $225,000.00). The Public Utilities Board recommends approval (6 - 0).
INFORMATION/BACKGROUND
Currently, City departments operate fifteen (15) wheeled and track-type skid-steer loaders. These machines
are purchased new and are assigned an 8-year/10,000-hour life expectancy. Maintenance costs increase
rapidly after the typical one-year warranty period and most loaders fail to meet the expected lifecycle before
high maintenance costs and increased downtime result in an early replacement.
Fleet Services explored the concept of a municipal equipment lease in 2018 and engaged in a new municipal
lease program provided by Bobcat of Dallas for a wheeled skid-steer to be shared by departments as needed.
The program has been very successful to date experiencing high utilization and minimal downtime for this
loader. The City is now leasing three (3) loaders of various sizes. A review of data from eight (8) previously
owned loaders indicates an average annual cost of ownership of $17,713 with an operating cost of $42.01
per hour. Compared to data from the currently leased units, these costs are $13,591 and $27.55 respectively.
Advantages of the municipal lease program are fixed low upfront annual costs, low maintenance costs,
minimal downtime, and adherence to the latest engine emission regulations. Options are to return the loader
after one year and end the lease, keep the loader and renew the lease for a second year or return the loader
and lease a new machine. Full warranty is in effect, keeping maintenance costs low and operating
departments can receive a new machine every year if desired. If operational requirements change and the
machine is no longer sized correctly or not needed, it can easily be upgraded, downgraded, or returned at
the end of the lease period.
Fleet is requesting consideration of a three (3) year contract for a municipal equipment lease for various
sized skid-steer loaders. As current loaders reach the end of their useful lifecycles, departments will have
an option to lease a replacement or continue to purchase new. Quotes were received from three (3) local
companies providing municipal lease programs. Fleet is recommending the contract with the lowest quoted
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
vendor, Bobcat of Dallas. Based on a historical spend and future projections the recommended not to exceed
(NTE) for this contract is $225,000 for a total potential three (3) year contract.
Pricing obtained through the Buy Board Cooperative Purchasing Network has been competitively bid and
meets the statutory requirements of Texas Local Government Code 271.102.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 1, 2005, Council approved the interlocal agreement with the Buy Board Cooperative
Purchasing Network (Ordinance 2005-034).
On April 12, 2021, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract with Berry Companies, Inc., dba Bobcat of Dallas, for a municipal equipment lease for
various sizes skid-steer loaders for various City departments, 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 $225,000.
PRINCIPAL PLACE OF BUSINESS
Berry Companies, Inc., dba Bobcat of Dallas
Lewisville, 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 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: Cost Comparison
Exhibit 3: Ordinance
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.