Exhibit 1 - Agenda Information Sheet - D&DCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: January 11, 2022
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 Watts Ellison, LLC dba D&D Commercial
Landscape Management, for mowing and maintenance services for the Parks and Recreation, Fire,
Community Improvement Services, and the Denton Enterprise Airport Departments, Section D – Southwest
Public Buildings, Parks, Trails, and Medians and Section E – ROW and Rough Cut; providing for the
expenditure of funds therefor; and providing an effective date (RFP 7788 – awarded to Watts Ellison, LLC
dba D&D Commercial Landscape Management, 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 $4,292,759.00).
INFORMATION/BACKGROUND
The current contract, with D&D Commercial Landscape Management, expired at the end of the calendar
year 2021. The proposed contract will allow D&D Commercial Landscape Management to continue with
their mowing/maintenance services throughout the southwestern portion of the City as well as Right of Way
(ROW) locations throughout the City. The realistic expectation of having properly manicured turf, beds,
and ROW in the City is the Parks and Recreation Department’s (PARD) responsibility to negotiate and
oversee. The City of Denton continues to grow rapidly and acquire new properties, all of which need to be
maintained aesthetically and economically in order to make Denton an attractive and appealing city. Staff
assessed the volume needed and developed sections for the services that could be awarded to multiple
vendors. In 2020 when PARD assumed responsibility for all City department mowing contracts, an
evaluation was completed to determine if these services should be contracted out or absorbed in-house. The
evaluation determined that due to the required equipment needs and staffing levels it was fiscally
responsible to outsource the services. With this, the proposed contracts have no impact on the current
staffing levels.
Mowing is required to maintain safety and aesthetics as well as to maintain code compliance. The mowing
services provide the following benefits to the City of Denton:
1. It keeps the City in compliance with Community Improvement Services.
2. It keeps the turf aesthetically pleasing and helps to thwart the growth of weeds.
3. It keeps the areas free of litter and debris.
The anticipated cost breakdown is as follows. The contingency amount is to cover new properties and
vendor defaults.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Request for Proposals was sent to 138 prospective suppliers, including 17 Denton firms. In addition,
specifications were placed on the Materials Management website for prospective suppliers to download and
advertised in the local newspaper. Eleven (11) proposals were received, references were checked, and
proposals were evaluated based upon published criteria including availability, probable performance,
equipment, personnel, safety, and price. Best and Final Offers (BAFO) were requested from all firms. Based
upon this evaluation, Watts Ellison, LLC dba D&D Commercial Landscape Management was ranked the
highest and determined to be the best value for the City for Section D – Southwest Public Buildings, Parks,
Trails, and Medians and Section E – ROW and Rough Cut.
NIGP Code Used for Solicitation: 988 – Services, roadside, grounds,
recreational, and park area services
Notifications sent for Solicitation sent in IonWave: 138
Number of Suppliers that viewed Solicitation in IonWave: 17
HUB-Historically Underutilized Business Invitations sent out: 14
SBE-Small Business Enterprise Invitations sent out: 66
Responses from Solicitation: 11
Below is the information D&D Commercial Landscape Management provided regarding the wages they
pay their employees who will be assigned to the City’s contract.
Position Description Number of Assigned
Employees
Hourly Rate of Assigned
Employees
Foreman # 1 1 $19.50
Laborer 4 $15.25
Foreman # 2 1 $19.50
Laborer 4 $14.50
Foreman # 3 1 $19.50
Laborer 4 $14.50
RECOMMENDATION
Award a contract with Watts Ellison, LLC dba D&D Commercial Landscape Management, for mowing
and maintenance services for the Parks and Recreation, Fire, Community Improvement Services, and the
Denton Enterprise Airport Departments, Section D – Southwest Public Buildings, Parks, Trails, and
Medians and Section E – ROW and Rough Cut, 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 $4,292,759.
PRINCIPAL PLACE OF BUSINESS
Watts Ellison, LLC dba D&D Commercial Landscape Management
Dallas, TX
FY 21-22 FY 22-23 FY 23-24 FY 24-25 FY 25-26 TOTAL
Section D - Southwest $391,445 $403,188 $415,283 $427,742 $440,575 $2,078,233
Section E - ROW $217,116 $223,630 $230,339 $237,249 $244,366 $1,152700
Contingency $200,000 $206,000 $212,180 $218,545 $225,101 $1,061,826
Total $808,561 $832,818 $857,802 $883,536 $910,042 $4,292,759
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 through the using department’s budget on an as-needed basis. 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: Pricing Evaluation
Exhibit 3: LLC Members
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Marshall McGee, 940-349-8430.
Legal point of contact: Marcella Lunn at 940-349-8333.