Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: June 22, 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 Prime Controls, L.P. for the
maintenance and service of the Supervisory Control and Data Acquisition (SCADA) system within the
Water Production Department; providing for the expenditure of funds therefor; and providing an effective
date (RFP 7494-1 – awarded to Prime Controls, L.P., 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 $400,000.00). The
Public Utilities Board recommends approval (5 - 0).
INFORMATION/BACKGROUND
The Water Production Department utilizes a Supervisory Control and Data Acquisition (SCADA) control
system, for the operation of all treatment facilities and remote sites across the City of Denton. The SCADA
system is comprised of a complex network of programmable logic controllers, computers, and
communication devices. This system allows our operations team to operate and monitor the City’s water
production facilities remotely and it is a critical system to deliver water to the residents and businesses
within the City of Denton. While the Water Production Department has internal staff that manages the day-
to-day SCADA system needs, sometimes staff needs higher level assistance to maintain and repair the
system. Based on a historical spend and future projections the recommended not to exceed (NTE) for this
contract is $400,000 for a total five (5) year contract.
Request for Proposals was sent to 495 prospective suppliers, including 17 Denton firms. In addition,
specifications were placed on the Materials Management website for prospective suppliers to download and
advertised in the local newspaper. Four (4) proposals were received, references were checked, and proposals
were evaluated based upon published criteria including delivery, probable performance, and price. Best and
Final Offers (BAFO) were requested from the top firm. Based upon this evaluation, Prime Controls, L.P.
was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 220-Controlling, Indicating, Measuring,
Monitoring, & Recording Instruments &
Supplies; 890-Water Supply, Groundwater,
Sewage Treatment, & Related Equipment (Not
For Air Conditioning, Steam Boiler, Or
Laboratory Reagent Water); 920-(Service
Only)-Data Processing, Computer,
Programming, & Software Services
Notifications sent for Solicitation sent in IonWave: 495
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Number of Suppliers that viewed Solicitation in IonWave: 28
HUB-Historically Underutilized Business Invitations sent out: 36
SBE-Small Business Enterprise Invitations sent out: 212
Responses from Solicitation: 4
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 Prime Controls, L.P., for the maintenance and service of the Supervisory Control
and Data Acquisition (SCADA) system within the Water Production Department, 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
$400,000.
PRINCIPAL PLACE OF BUSINESS
Prime Controls, L.P.
Lewisville, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) 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 by Water Department 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: Daniel Parish, 940-349-7522
Legal point of contact: Marcella Lunn at 940-349-8333.