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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: December 14, 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 Pro Tech Services LLC, for the design, removal of existing equipment, installation, and completion of replacement equipment of the vehicle wash retrofit- rebuild for the Solid Waste and Recycling Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 7820 - awarded to Pro Tech Services LLC, for one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $635,400.00). INFORMATION/BACKGROUND The Solid Waste Vehicle Wash facility has been in operation since 2009. The wash facility has kept all Solid Waste vehicles clean and compliant, and the facility is available and used by many city-owned vehicles as well. Numerous services, maintenance, and supplies contracts have been obtained for the upkeep of the facility throughout the years. The facility is a dual wash system. It is comprised of the automated wash, including the Kondor wash system for the big vehicles and the V-Max wash system for the smaller vehicles. The secondary system is a 4000 PSI hot water pressure washer. The current system is at end of life. On top of the flat monthly service rate, the Solid Waste Department has spent additional funds on breakdowns and malfunctions regarding both the Kondor wash system and the V-Max wash system. In the winter storm of 2021 alone, the City paid an extra $11,000 to replace pumps, filters, pipes, and pressure hoses as well as fittings and connecting components. The end-of-life system has many reoccurring issues and at times the wash facility is down for weeks at a time due to a lack of parts available. With the opportunity to revamp the vehicle wash facility, we are recommending the complete removal of the expensive automated system which includes many moving parts and components continuously breaking down. Removing the automated system and going to all hot water, a high-pressure washing system will cut down on cost. Breakdowns will be reduced due to fewer components and ease of parts availability. The current maintenance contract will be expiring in December 2021, the current vendor has advised they will not be holding the current prices due to the volatility of the current market. A cost comparison was made on taking all the solid waste vehicles to Blue Beacon or a similar vehicle wash facility. We found that this is not financially feasible due to travel time, fuel expense, waiting in line, and the bottleneck of many SW vehicles in a single location with other private vehicles, and the limited City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com availability of facilities similar to this one, or the current one in operation at Solid Waste. This option would place a major burden on the routes the solid waste vehicles run every day. Conversation with the collections division manager, statements were made about the current wash system continuously being inoperable and the refuse truck drivers preferred the manual wash system over the automated. They stated they can perform a better job at washing the vehicles with the power washing system versus the automated system. They can get into areas that the automated system cannot reach. Project Description Estimated 5-Year Expenditure Design, Rebuild, Acquisition 400,000 Flat Monthly Rate for Maintenance and Repairs plus Supplies for 1st year 42,800 Flat Monthly Rate for Maintenance and Repairs plus Supplies for 2nd year 42,800 Flat Monthly Rate for Maintenance and Repairs plus Supplies for 3rd year 42,800 Flat Monthly Rate for Maintenance and Repairs plus Supplies for 4th year 42,800 Flat Monthly Rate for Maintenance and Repairs plus Supplies for 5th year 42,800 10% contingency for current volatility of the market for Flat Monthly Rate for Maintenance and Repairs plus Supplies for the contract term 21,400 Total: $635,400 Request for Proposals was sent to 162 prospective suppliers, including 15 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 schedule, compliance with specifications, probable performance, and price. Best and Final Offer (BAFO) was requested from the firm. The department is awarding the contract to Pro Tech Services LLC. NIGP Code Used for Solicitation: 075-Automotive Shop & Related Equipment & Supplies & 929- (Service Only)-Equipment Maintenance & Repair Services for Agricultural, Construction, Heavy Industrial, Material Handling, & Road & Highway Equipment Notifications sent for Solicitation sent in IonWave: 162 Number of Suppliers that viewed Solicitation in IonWave: 10 HUB-Historically Underutilized Business Invitations sent out: 10 SBE-Small Business Enterprise Invitations sent out: 53 Responses from Solicitation: 1 PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On December 13, 2021, this item will be presented to the Public Utilities Board (PUB) for consideration. RECOMMENDATION Award a contract with Pro-Tech Service LLC, for the design, removal of existing equipment, installation, and completion of replacement equipment of the vehicle wash retrofit-rebuild for the Solid Waste and Recycling Department, in a one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $635,400. SUSTAINABILITY MEASURES • Discharge water is currently collected and contained in catch basins/sandtraps. The discharge water is then loaded into an 8000 gal water truck. The water is used to mitigate dust control at the landfill, used on gravel roads and other dust-producing areas. This process is performed by landfill staff and will carry over with the new wash system. • n an average of twice a year the sand traps/grit traps are cleaned out by the Waste Water collection vacuum truck and disposed of accordingly. • The system is currently set to operate with non-potable (effluent) water and secondary potable water if needed. This process is financially feasible with the opportunity to take advantage of the effluent water produced by the water treatment plant ensuring material resource management by saving potable water use and production. • This contract will ensure proper esthetics of the refuse vehicles and extend life expectance by keeping vehicles clean and representing a welcoming environment. PRINCIPAL PLACE OF BUSINESS Pro Tech Services LLC Lewisville, TX ESTIMATED SCHEDULE OF PROJECT This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These services will be funded from a combination of Certificates of Obligation Funds for the capital portion of the project, and Solid Waste Operating Funds for all other expenses. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: LLC Members Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-8021 Purchasing Manager For information concerning this acquisition, contact: Arturo Garcia, 940-349-8021. Legal point of contact: Marcella Lunn at 940-349-8333.