Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: April 27, 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 Weatherproofing Services, LLC,
for roofing, gutter, and downspout installation, maintenance and repair services on all City buildings;
providing for the expenditure of funds therefor; and providing an effective date (RFP 7606 – awarded to
Weatherproofing Services, LLC, 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 $1,500,000.00).
INFORMATION/BACKGROUND
There are over 200 City-owned rooftops maintained by Facilities Management. The proposed contract for
gutter installation, repair, and replacement, including downspouts and leaders; fascia and soffit installation,
repair and replacement; and/or roof repair and replacement for all City-owned structures allow Facilities
Management to complete annual preventative maintenance as well as resolve unpredictable issues or
damages. Weatherproofing Services will provide maintenance, repairs, and installation of all services.
Based on a historical spend and future projections the recommended NTE of this contract is $1,500,000 for
the potential five (5) year contract. Facilities Management includes $250,000 in their annual budget for
preventative maintenance and resolves approximately $30,000 - $45,000 of unpredictable issues or damages
each year.
Request for Proposals was sent to 275 prospective suppliers, including 33 Denton firms, 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, references were checked,
and proposals evaluated based upon published criteria including compliance with specifications, probable
performance, and price. Based upon this evaluation, Weatherproofing Services, LLC was ranked the highest
and determined to be the best value for the City.
NIGP Code Used for Solicitation: 910-(Service Only)-Building Maintenance,
Installation & Repair Services
Notifications sent for Solicitation sent in IonWave: 275
Number of Suppliers that viewed Solicitation in IonWave: 20
HUB-Historically Underutilized Business Invitations sent out: 31
SBE-Small Business Enterprise Invitations sent out: 129
Responses from Solicitation: 1
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
RECOMMENDATION
Award a contract with Weatherproofing Services, LLC, for roofing, gutter, and downspout installation,
maintenance, and repair services on all City Buildings, 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 $1,500,000.
PRINCIPAL PLACE OF BUSINESS
Weatherproofing Services, LLC
Aubrey, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) year contract, with the option 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 through Facilities Management Operating Funds and Capital Funds as
needed. Requisitions will be entered as needed and 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: LLC Members
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Scott Gray, 940-349-7744.
Legal point of contact: Marcella Lunn at 940-349-8333.