Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ 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 VWR International, LLC, for the purchase of laboratory supplies for the Water Production Department and the Municipal Laboratory; providing for the expenditure of funds therefor; and providing an effective date (IFB 7549-1 – awarded to VWR International, 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 $150,000.00). The Public Utilities Board recommends approval (5 - 0). INFORMATION/BACKGROUND The City of Denton advertised an Invitation For Bids (IFB) for Laboratory Supplies to enter into a contract with a vendor for the Water Production Department and the Municipal Lab. The IFB was separated into lab chemicals such as acids, reagents, alcohols, and pH buffers, and lab supplies consisting of glassware, filters, wipes, lab coats, and Petri dishes. These supplies are used to perform required tests on the water that is being treated by Water Production daily and the numerous tests that are performed by the Municipal Lab. Based on a historical spend and future projections the recommended not-to-exceed (NTE) for this contract is $150,000 for a total five (5) year contract. Invitation for Bids was sent to 252 prospective suppliers of this item. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Four (4) bids meeting specifications were received. The lowest bid was received by VWR International, LLC. NIGP Code Used for Solicitation: 175, 493, 495, and 890 Notifications sent for Solicitation sent in IonWave: 252 Number of Suppliers that viewed Solicitation in IonWave: 14 HUB-Historically Underutilized Business Invitations sent out: 10 SBE-Small Business Enterprise Invitations sent out: 101 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. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com RECOMMENDATION Award a contract with VWR International, LLC, for the purchase of laboratory supplies for the Water Production Department and the Municipal Laboratory, 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 $150,000. PRINCIPAL PLACE OF BUSINESS VWR International, LLC Radnor, PA 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 products will be funded from 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: Bid Tabulation Exhibit 3: LLC Members Exhibit 4: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Brian Smith, 940-349-7627. Legal point of contact: Marcella Lunn at 940-349-8333.