Exhibit 1 - Agenda Information Sheet - N TX
City 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 North Texas Polygraph Services,
for Section 5 – Polygraph Testing Services for the Denton Police and Fire Departments; providing for the
expenditure of funds therefor; and providing an effective date (RFP 7571 – awarded to North Texas
Polygraph Services, 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 $50,500.00).
INFORMATION/BACKGROUND
The proposed contract is for polygraph examination services which are conducted as part of background
investigations for entry-level positions and lateral position transfers including police officers, fire
investigators, and detention officers. Polygraph examinations are an industry standard for law enforcement
positions. These services have been performed on an as-needed basis for the previous five years by North
Texas Polygraph Services. These services historically have been paid through a purchase order, and due to
the increased number of new applicants, the testing expense reached a threshold that required the City to
establish a contract.
This contract will be utilized by Police and Fire personnel for approximately 50 pre-employment and lateral
position polygraph examinations per year. Additional services will include administrative investigation and
criminal-specific examinations on an as-needed basis annually. Based on historical spend and future
projections the recommended not to exceed (NTE) for this contract is $50,500 for a total potential five (5)
year contract.
Description Year 1 Year 2 Year 3 Year 4 Year 5 Total
50 tests per year
$7,500
$7,500
$7,500 $7,500 $7,500
$37,500
Additional tests
$500 $500 $500 $500 $500
$2,500
Contingency
$2,100 $2,100 $2,100 $2,100 $2,100
$10,500
Total
$10,100
$10,100
$10,100
$10,100
$10,100
$50,500
Request for Proposals was sent to 184 prospective suppliers, including twelve (12) Denton firms. In
addition, specifications were placed on the Materials Management website for prospective suppliers to
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
download and advertised in the local newspaper. Five (5) proposals were received, references were checked,
and proposals were evaluated based upon published criteria including price, delivery, compliance with
specifications, and probable performance. Best and Final Offers (BAFO) were requested from the top firms.
Based upon this evaluation, North Texas Polygraph Services was ranked the highest and determined to be
the best value for the City for Section 5 – Polygraph Testing Services.
NIGP Code Used for Solicitation: 948-(Service Only)-Health Related
Services (For Human Services See Class
952); 990-(Service Only)-Security, Fire,
Safety, And Emergency Services
(Including Disaster Document Recovery)
Notifications sent for Solicitation sent in IonWave: 184
Number of Suppliers that viewed Solicitation in IonWave: 13
HUB-Historically Underutilized Business Invitations sent out: 11
SBE-Small Business Enterprise Invitations sent out: 62
Responses from Solicitation: 5
RECOMMENDATION
Award a contract with North Texas Polygraph Services, for Section 5 – Polygraph Testing Services for the
Denton Police and Fire Departments, 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 $50,500.
PRINCIPAL PLACE OF BUSINESS
North Texas Polygraph Services
Arlington, 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 from The Police and Fire General Operating Funds. Requisitions will be
entered on an as-needed basis.
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: Michael Behrens, 940-349-7911.
Legal point of contact: Marcella Lunn at 940-349-8333.