Exhibit 1 - Agenda Information Sheet
City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: September 21, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Classic Chevrolet, Inc., for the supply of light duty
vehicles which include sedans, passenger vans, pickup trucks, hybrid, and electric vehicles for various City
of Denton departments; providing for the expenditure of funds therefor; and providing an effective date
(RFP 7661 - awarded to Classic Chevrolet, Inc., 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 $6,000,000.00). The Public
Utilities Board recommends approval (6 - 0).
INFORMATION/BACKGROUND
The proposed contract is for an annual supply agreement for the purchase of light duty vehicles for various
City departments. Light duty vehicles consist of electric, hybrid, gasoline, and alternative-fueled sedans,
passenger and cargo vans, sport utility vehicles, Police Patrol vehicles, and pickup trucks rated up to and
including one ton. Fleet replacement history and forecasts indicate the need to purchase up to 200 light duty
vehicles over the five (5) year life of this contract, not including additional units that may be approved for
fleet growth. Anticipated replacements and the contract value is based on approximately 52 units for the
general government, 51 units for utility departments, 5 units for the Fire Department, and 91 units for the
Police Department.
Once replacement criteria are met, every effort is made to right-size the new vehicle for its intended
application, minimize emissions, and reduce lifecycle costs. Also included in the contract is the estimated
spend for maintenance and body repair work which are normally subcontracted to various vendors by the
Fleet Department.
Request for Proposals was sent to 119 prospective suppliers, including four (4) 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, and references were checked to ensure
the vendor can provide the services requested in the Scope of Work. The proposal was evaluated based
upon published criteria including compliance with specifications, probable performance, price, and no
charge add-ons. Best and Final Offer (BAFO) was requested from the firm. The department is awarding the
contract to Classic Chevrolet, Inc.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
NIGP Code Used for Solicitation: 071 - Automobiles, School Buses,
SUVs, and Vans (Including Diesel,
Gasoline, Electric, Hybrid, and All
Other Fuel Types) & 072 - Trucks
(Including, Diesel, Gasoline, Electric,
Hybrid, and Alternative Fuel Units)
Notifications sent for Solicitation sent in IonWave: 119
Number of Suppliers that viewed Solicitation in IonWave: 15
HUB-Historically Underutilized Business Invitations sent out: 10
SBE-Small Business Enterprise Invitations sent out: 37
Responses from Solicitation: 1
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On September 13, 2021, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract with Classic Chevrolet, Inc., for the supply of light duty vehicles which include sedans,
passenger vans, pickup trucks, hybrid and electric vehicles for various City of Denton 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 $6,000,000.
PRINCIPAL PLACE OF BUSINESS
Classic Chevrolet, Inc.
Grapevine, TX
SUSTAINABILITY MEASURES
Sustainability focus areas related to this contract include transportation, air quality, and greenhouse gas
management. New vehicle selections will first accommodate department function requirements, then
minimize to the extent possible, emissions and greenhouse gas (GHG) levels through the engine, driveline,
and fuel type selections. City of Denton fleet GHG reports are provided to the NCTCOG and DFW Clean
Cities annually. The contract includes available alternative fueled and Battery Electric Vehicles produced
by the OEM in the light duty class. All sustainable new vehicle models will be added to the contract as they
become available.
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 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: Presentation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Terry Kader, 940-349-8729.
Legal point of contact: Marcella Lunn at 940-349-8333.