Exhibit 1 - Agenda Information Sheet
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: July 20, 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 Gear Cleaning Solutions, LLC,
for advanced cleaning, repair, and inspection of personal protective equipment for the Fire Department;
providing for the expenditure of funds therefor; and providing an effective date (RFP 7682 - awarded to
Gear Cleaning Solutions, 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 amount of $358,980.00).
INFORMATION/BACKGROUND
The purpose of this agreement is to provide specialized advanced cleaning, repair, and inspection for all
Fire Department Bunker Gear. Bunker Gear is a form of personal protective equipment issued to all
department sworn personnel. Gear cleaning is required every six months at a minimum, or as soon as gear
becomes contaminated. In addition, all equipment records must be accessible by the Texas Commission on
Fire Protection. The contracted vendor performs all inspections and cleaning in accordance with the
National Fire Protection Association (NFPA) along with maintaining a detailed database of all cleaning
records.
Estimated Expense Year 1 Year 2 Year 3 Year 4 Year 5 Total
Services $56,000 $61,600 $67,760 $74,536 $81,990 $341,886
5% Contingency $2,800 $3,080 $3,388 $3,727 $4,099 $17,094
Total $58,800 $64,680 $71,148 $78,263 $86,089 $358,980
Request for Proposals was sent to 126 prospective suppliers, including six (6) Denton firms. In addition,
specifications were placed on the Materials Management website for prospective suppliers to download and
advertised in the local newspaper. One (1) proposal was received, references were checked, and proposals
were evaluated based upon published criteria including compliance with specifications, probable
performance, and price. A Best and Final Offers (BAFO) was requested from the top firm. Based upon this
evaluation, Gear Cleaning Solutions, LLC met all qualifications and was determined to be the best value
for the City.
NIGP Code Used for Solicitation: 340 - Fire Protection Equipment
and Supplies
Notifications sent for Solicitation sent in IonWave: 126
Number of Suppliers that viewed Solicitation in IonWave: 8
HUB-Historically Underutilized Business Invitations sent out: 12
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
SBE-Small Business Enterprise Invitations sent out: 51
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with Gear Cleaning Solutions, LLC, for advanced cleaning, repair, and inspection of
personal protective equipment for the Fire 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 $358,980.
PRINCIPAL PLACE OF BUSINESS
Gear Cleaning Solutions, LLC
Dallas, 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 Fire 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: LLC Members
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Lindsey Garrison, 940-349-8844.
Legal point of contact: Marcella Lunn at 940-349-8333.