Exhibit 1 - Agenda Information Sheet
City of Denton
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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, for
approval of a pre-qualified professional services list of various types of engineers for Denton Municipal
Electric; and providing an effective date (RFQ 7804 – for a two (2) year, with the option for one (1)
additional one (1) year extension, in the total three (3) year term).
INFORMATION/BACKGROUND
In an effort to expedite project delivery, and comply with State Procurement Statutes, Denton Municipal
Electric conducted a solicitation via a Request for Qualifications (RFQ) to establish an Engineering Pre-
Qualified List. The RFQ was advertised for professional services in six categories including Energy
Services, Electric Transmission and Substations, Electric Distribution, Denton Energy Center, the Energy
Management Organization, and Technical Software and applications. All Statements of Qualification
(SOQs) that were received by the submittal deadline were reviewed by staff from multiple divisions.
The RFQ process involved the review of thirteen (13) SOQs along with the scoring of each firm within the
applicable categories. This process ensures all responding engineering firms are reviewed fairly based on
criteria spelled out in the RFQ. Firms could submit SOQs for any or all the work categories. Once approved,
DME will have a Pre-Qualified List of engineering consultants to meet the immediate and anticipated needs
for services, in which contracts can be executed quickly. The need to expeditiously access these specialized
engineering services was especially demonstrated after the winter storm, Uri. Engineering services to
evaluate fuel reliability improvements are needed to determine the most cost-effective improvements as
rapidly as possible. Because DME did not have a Pre-Qualified List in place, State Procurement Statutes
require an RFQ each time when engineering services are needed. The intent of this process is to utilize the
entire list of qualified firms to maximize availability and flexibility in selecting the appropriate firm for any
project support needs. After approval of this procurement action by PUB and City Council, DME will be
able to quickly begin the design and economic evaluation work required by the Public Utility Commission
of Texas (PUCT) weatherization rules.
Requests for Qualifications were sent to 497 prospective suppliers of this item, including 17 Denton firms.
In addition, the RFQ was placed on the Materials Management website for prospective respondents to
download and advertised in the local newspaper. Thirteen (13) SOQs statements of qualifications (SOQ)
were received. The SOQs were evaluated based upon published criteria including identification and
understanding of DME’s requirements for the project, past performance and experience, and the ability to
meet schedules. All firms scoring 80 or higher were placed on the list. The evaluation team is recommending
approval of the list with three (3) qualified firms.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
NIGP Code Used for Solicitation: 925 - (Service Only) - Engineering
Services, Professional
Notifications sent for Solicitation sent in IonWave: 497
Number of Suppliers that viewed Solicitation in IonWave: 176
HUB-Historically Underutilized Business Invitations sent out: 63
SBE-Small Business Enterprise Invitations sent out: 185
Responses from Solicitation: 13
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On December 13, 2021, this item will be presented to the Public Utilities Board (PUB) for consideration.
RECOMMENDATION
Recommend approval of professional services list of various types of engineers for Denton Municipal
Electric as reviewed and qualified by City staff.
ESTIMATED SCHEDULE OF PROJECT
This is an initial two (2) 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
No funds are requested or required to be spent as part of this approval. Individual contracts will be
negotiated with each firm and purchasing orders will be issued as needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Evaluation Sheet
Exhibit 3: Ordinance
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Jerry Fielder, 940-349-7173.
Legal point of contact: Marcella Lunn at 940-349-8333.