Exhibit 1 - Agenda Information SheetCity 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 Stuart C. Irby Company, for the Di-Electric Testing
of Live-Line Tools and Grounding Equipment for Denton Municipal Electric; providing for the expenditure
of funds therefor; and providing an effective date (RFP 7715 – awarded to Stuart C. Irby Company, 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 $150,000.00). The Public Utilities Board recommends approval (6 - 0).
INFORMATION/BACKGROUND
The City of Denton Electric Department, Denton Municipal Electric (DME), utilizes the use of di-electric
safety tools and grounding equipment daily while working on high voltage lines. These tools and safety
equipment shall be di-electrically tested bi-annually and/or annually to remain in compliance with the latest
revision of Occupational Safety and Health Association (OSHA) 1910.269, American Society for Testing
and Materials (ASTM), and Institute of Electrical and Electronics Engineers (IEEE) industry standards
along with the current up to date American Public Power Association (APPA) Safety Manual. However,
sometimes harm is caused to the integrity of the testing stick, and re-testing the stick or equipment is
required before the annually scheduled test date.
Over the next five years, DME has plans to expand its growing workforce, which will increase the number
of tools and vehicles that require new sticks and grounding equipment. DME also performs hurricane
restoration support on an as-needed basis. Working on or around salt air could possibly harm the integrity
of the stick or equipment, requiring re-testing.
Expense Category Estimated Expenditures
Year 1 Testing 30,000
Year 2 Testing 30,000
Year 3 Testing 30,000
Year 4 Testing 30,000
Year 5 Testing 30,000
Total: $150,000
Request for Proposals was sent to 131 prospective suppliers, including seven (7) 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
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
the vendor can provide the services requested in the Scope of Work. The proposal was evaluated based
upon published criteria including safety, compliance with specifications, probable performance, and price.
Best and Final Offer (BAFO) was requested from the firm. The department is awarding the contract to
Stuart C. Irby Company.
NIGP Code Used for Solicitation: 992 - (Service Only) - Testing and
Calibration Services
Notifications sent for Solicitation sent in IonWave: 131
Number of Suppliers that viewed Solicitation in IonWave: 12
HUB-Historically Underutilized Business Invitations sent out: 12
SBE-Small Business Enterprise Invitations sent out: 47
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 Stuart C. Irby Company, for the Di-Electric Testing of Live-Line Tools and
Grounding Equipment for Denton Municipal Electric, 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
Stuart C. Irby Company
Fort Worth, TX
FISCAL INFORMATION
These services will be funded from Denton Municipal 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: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Brad Watts, 940-349-7500.
Legal point of contact: Marcella Lunn at 940-349-8333.