Exhibit 1 - Agenda Information Sheet - TransFluidCity 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 TransFluid Services, Inc., to replace transformer
bushing insulators, perform on-load tap changer (LTC) maintenance, transformer testing, and replacement
of breakers or transformers when needed for the City of Denton, Proposal Pricing Lines 1-9 and 14-17;
providing for the expenditure of funds therefor; and providing an effective date (RFP 7674 – awarded to
TransFluid Services, 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 $750,000.00). The Public Utilities Board recommends
approval (6 - 0).
INFORMATION/BACKGROUND
Denton Municipal Electric (DME) is responsible for maintaining the infrastructure of the electric grid that
serves the citizens of Denton. The electric grid has seventeen (17) DME owned substations, and three (3)
Texas Municipal Power Agency (TMPA) owned interchanges that DME is responsible for maintaining.
Within these twenty (20) substations, there are various pieces of equipment that require repair services
from time to time. A major source of repair needs is the power transformers. DME has a total of fifty-nine
(59) of these units in the system, with a couple of additional units to be added with future projects. The
transformers have an on-load tap changer (LTC), three (3) high voltage bushing insulators, and four (4)
medium voltage bushing insulators. At times, DME will need bushing insulators or LTC repaired or
replaced and tested. When this situation occurs, the repair must be completed as soon as possible. Another
major piece of equipment that DME has is circuit breakers. DME has one hundred and thirty-two (132) of
these devices on our system, with more to be added with future projects. The breakers have six (6) bushing
insulators and twelve (12) current transformers (CT’s) each. Circuit breakers must be repaired or replaced
and tested as soon as possible to maintain the system protection scheme. All equipment mentioned is vital
to the reliability of DME’s power grid. Considering the cost of this equipment, pro-active maintenance, and
quick repair provides better reliability of our electric grid and expeditious use of ratepayer funds.
Project Description Estimated 5-Year Expenditure
Trans and Breaker Maintenance and Testing Year 1 150,000
Trans and Breaker Maintenance and Testing Year 2 150,000
Trans and Breaker Maintenance and Testing Year 3 150,000
Trans and Breaker Maintenance and Testing Year 4 (Extended) 150,000
Trans and Breaker Maintenance and Testing Year 5 (Extended) 150,000
Total: $750,000
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Request for Proposals was sent to 90 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. Seven (7) proposals were received, with four (4) meeting specifications. References were
checked, and proposals were evaluated based upon published criteria including delivery, compliance with
specifications, probable performance, and price. Best and Final Offers (BAFO) were requested from the top
two firms. Based upon this evaluation, TransFluid Services, Inc. was ranked the highest and determined to
be the best value for the City on Lines 1-9 and 14-17.
NIGP Code Used for Solicitation: 936 - (Service Only) - Equipment
Maintenance and Repair Services for
General Equipment
Notifications sent for Solicitation sent in IonWave: 90
Number of Suppliers that viewed Solicitation in IonWave: 22
HUB-Historically Underutilized Business Invitations sent out: 14
SBE-Small Business Enterprise Invitations sent out: 27
Responses from Solicitation: 7
Responses Meeting Specifications: 4
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 TransFluid Services, Inc., to replace transformer bushing insulators, perform on-load
tap changer (LTC) maintenance, transformer testing, and replacement of breakers or transformers when
needed for the City of Denton, Proposal Pricing Lines 1-9 and 14-17, 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 $750,000.
SUSTAINABILITY MEASURES
Proper maintenance of transformers ensures that our transformer impedances remain within specifications
to limit energy losses in transformers. The main goal is to maintain the current testing policy to ensure
equipment operates within manufactures’ specifications.
PRINCIPAL PLACE OF BUSINESS
TransFluid Services, Inc.
Houston, 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 Electric Operating Funds. Requisitions will be entered on an as-needed
basis, and 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: Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Sam Bridges, 940-349-7600.
Legal point of contact: Marcella Lunn at 940-349-8333.