Exhibit 1- Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: December 7, 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 Vann/Elli, Inc., for the installation, repair, and
removal of guard fencing for the Streets Department; providing for the expenditure of funds therefor; and
providing an effective date (RFP 7821 – awarded to Vann/Elli, Inc., for four (4) years, with the option for
one (1) additional one (1) year extension, in the total five (5) year not-to-exceed amount of $750,000.00).
INFORMATION/BACKGROUND
The Streets Department will use this service contract for the installation, repair, and removal of guard
fencing (rails). This will help to ensure public safety while traveling the roadways in the City of Denton
jurisdiction. The quantities are estimated and will vary according to the needs of the City.
Even with the COVID pandemic, the Dallas/Ft. Worth area continues to experience a major increase in
economic growth and highway construction. This continues to put a strain on the availability of materials
and labor causing the unit price to increase for asphalt, concrete, and building materials. Currently, there is
a shortage of steel that is causing a continual increase in the price of steel.
Project Description Estimated 5-Year Expenditure
Year 1 Guard Fence Installation, Repair, and Removal 145,000
Year 2 Guard Fence Installation, Repair, and Removal 145,000
Year 3 Guard Fence Installation, Repair, and Removal 145,000
Year 4 Guard Fence Installation, Repair, and Removal 145,000
Year 5 Guard Fence Installation, Repair, and Removal 145,000
Contingency 25,000
5-Year NTE Total $ 750,000
Request for Proposals was sent to 317 prospective suppliers, including 13 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 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
Vann/Elli, Inc.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
NIGP Code Used for Solicitation: 550, 913, 968
Notifications sent for Solicitation sent in IonWave: 317
Number of Suppliers that viewed Solicitation in IonWave: 15
HUB-Historically Underutilized Business Invitations sent out: 31
SBE-Small Business Enterprise Invitations sent out: 130
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with Vann/Elli, Inc., for the installation, repair, and removal of guard fencing for the
Streets Department, in a four (4) year, with the option for one (1) additional one (1) year extension, in the
total five (5) year not-to-exceed amount of $750,000.
PRINCIPAL PLACE OF BUSINESS
Vann/Elli, Inc.
Joshua, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial four (4) year contract with options to extend the contract for one (1) additional one (1) year
period, with all terms and conditions remaining the same.
FISCAL INFORMATION
These items/services will be funded from Streets 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: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Robbin Webber, 940-349-7146.
Legal point of contact: Marcella Lunn at 940-349-8333.