Exhibit 1 - Agenda Information Sheet - XtremeCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: June 15, 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 Xtreme Swim, Inc., for the
purchase of Aquatics Swimwear for the Parks and Recreation Department, Section A; providing for the
expenditure of funds therefor; and providing an effective date (RFP 7296 – awarded to Xtreme Swim, Inc.,
for one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-
to-exceed amount of $100,000.00).
INFORMATION/BACKGROUND
The Aquatics division within Parks and Recreation operates the Denton Natatorium, Water Works Park,
and Civic Center Pool. Approximately 200 staff are required to supply operations and programs to patrons
utilizing these facilities. The request for uniforms includes swimsuits for all Lifeguards, Instructors, and
coaching staff whose job responsibilities require work in or around the water. The items requested are
chosen based on the durability of the material, the ability to fit a majority of body compositions, their
identifying colors, and brands that have a proven history of comfort for staff who can spend up to ten hours
a day in them. Supplying uniform suits to staff alleviates the burden of oncoming seasonal workers from
having to spend their own money on a required piece of uniform to perform their job.
This Request for Proposals (RFP) is for the supply of workwear for aquatic staff whose primary function
requires them to be in or around aquatic features. Materials will be ordered on an as-needed basis to outfit
staff in uniform pieces associated with their functions. The contract bid was divided into four (4) sections.
Vendors were offered the opportunity to submit a competitive bid on any individual section or all. Section
A referenced Aquatic needs such as Lifeguard and Instructor uniform needs. Based on historical spend and
future projections the recommended not to exceed (NTE) for this contract is $100,000 for a total potential
five (5) year contract.
Request for Proposals was sent to 134 prospective suppliers, including eleven (11) Denton firms. In
addition, specifications were placed on the Materials Management website for prospective suppliers to
download and advertised in the local newspaper. Five (5) proposals were received, references were checked,
and proposals were evaluated based upon published criteria including schedule, compliance with
specifications, probable performance, and price. Best and Final Offers (BAFO) were requested from the top
firm. Based upon this evaluation, Xtreme Swim, Inc. was ranked the highest and determined to be the best
value for the City for Section A – Aquatics.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
NIGP Code Used for Solicitation: 200 - Clothing: Athletic, Casual, Dress,
Uniform, Weather And Work Related
Notifications sent for Solicitation sent in IonWave: 134
Number of Suppliers that viewed Solicitation in IonWave: 37
HUB-Historically Underutilized Business Invitations sent out: 8
SBE-Small Business Enterprise Invitations sent out: 51
Responses from Solicitation: 5
RECOMMENDATION
Award a contract with Xtreme Swim, Inc., for the purchase of Aquatics Swimwear for Parks and Recreation
Department, in a one (1) year, with the option for four (4) additional one (1) year extensions, in the total
five (5) year not-to-exceed amount of $100,000.
PRINCIPAL PLACE OF BUSINESS
Xtreme Swim, Inc.
Plano, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These products will be funded from Parks 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: Monica Martin, 940-349-8804.
Legal point of contact: Marcella Lunn at 940-349-8333.