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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ 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 Tenly Landscape Construction Inc., for irrigation services for various City of Denton departments; providing for the expenditure of funds therefor; and providing an effective date (IFB 7634 – awarded to Tenly Landscape Construction 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 $2,000,000.00). INFORMATION/BACKGROUND The proposed contract will be used to perform installations and repairs of irrigation systems throughout the City of Denton. The Parks and Recreation Department (PARD) currently employs 4 technicians that maintain all irrigation systems including athletic fields, parks, public buildings, and landscaped roadways. Historically, PARD has completed installations with internal staff, however, as the inventory continues to grow this crew is no longer able to perform installations while properly maintaining operational irrigation systems. The typical life expectancy of an irrigation system is 10 – 30 years depending on the frequency of use. Due to the heavy usage of many systems and the high-water demand of athletic fields, there are parks in need of immediate irrigation system replacement. For example, listed below is a priority list of parks that are in need of system replacement due to age, cumulative usage, and lost efficiency: Ranking Park Age Usage 1 Denia Park 24 years Heavy – 1728 hrs annually 2 Mack Park (Both sides of McKinney St.) 30 years Heavy – 1728 hrs annually 3 North Lakes Soccer Complex 25 years Heavy – 1728 hrs annually 4 Quakertown Park (South Side) 30 years Moderate – 1440 hrs annually 5 Emily Fowler Library 30 years Moderate – 1440 hrs annually 6 MLK Recreation Center 24 years Moderate – 1440 hrs annually 7 Denton Senior Center 25 years Moderate – 1440 hrs annually 8 Evers Baseball Fields 1&2 21 years Heavy – 1728 hrs annually 9 Evers Baseball Fields 3-6 18 years Heavy – 1728 hrs annually 10 North Lakes Recreation Center 24 years Moderate – 1440 hrs annually City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com With the addition of the Irrigation Services Contract, PARD will be able to replace the systems listed above in the order of importance using annually budgeted capital maintenance funds. The Water and Wastewater Departments will use this contract to make minor repairs to private irrigation when damaged by our crews when repairing water leaks, wastewater lines, manhole installations, water/sewer main installs, water/sewer service installation and repair, fire hydrant repair, and installation, water/sewer taps, clean out, and meter install/repair. The Solid Waste & Recycling Department will utilize this contract for the installation, maintenance, repair, or replacement (upgrade) of the irrigation systems for the Solid Waste & Recycling facilities. The facilities consist of the Landfill Landscape Buffer Zone which is a requirement per a Mediated Settlement Agreement pertaining to the Solid Waste permit 1590A, as well as a fuel and vehicle wash station, the administration building, the scale house, etc., along with sidewalks and roads. The facilities are in need of new or improved irrigation systems as some are outdated and inoperable. The Streets & Drainage Departments will utilize this contract for minor repairs to private irrigation systems damaged during the removal and replacement of the sidewalk, pavement, curb, and gutter. The Streets Department will require the irrigation contractor to troubleshoot and restore the irrigation system to the preexisting condition. Year 1 Year 2 Year 3 Year 4 Year 5 Parks $300,000 $300,000 $300,000 $300,000 $300,000 Water & Wastewater $10,000 $10,000 $10,000 $10,000 $10,000 Solid Waste $50,000 $50,000 $50,000 $50,000 $50,000 Streets & Drainage $10,000 $10,000 $10,000 $10,000 $10,000 Contingency $30,000 $30,000 $30,000 $30,000 $30,000 Total $400,000 $400,000 $400,000 $400,000 $400,000 Invitation for Bids was sent to 36 prospective suppliers, including 3 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) bid meeting specifications was received. The lowest bid was received by Tenly Landscape Construction Inc. NIGP Code Used for Solicitation: 934 - (Service Only) - Equipment Maintenance and Repair Services For Laundry, Lawn, Painting, Plumbing, and Spraying Equipment Notifications sent for Solicitation sent in IonWave: 36 Number of Suppliers that viewed Solicitation in IonWave: 12 HUB-Historically Underutilized Business Invitations sent out: 4 SBE-Small Business Enterprise Invitations sent out: 21 Responses from Solicitation: 1 PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On June 14, 2021, the Public Utilities Board (PUB) recommended this item to the City Council for consideration. RECOMMENDATION Award a contract with Tenly Landscape Construction Inc., for irrigation services for various City of Denton departments, 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 $2,000,000. PRINCIPAL PLACE OF BUSINESS Tenly Landscape Construction Inc. Aubrey, 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 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: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Craig Arrington, 940-349-8676. Legal point of contact: Marcella Lunn at 940-349-8333.