Exhibit 1 - Agenda Information Sheet - FreedomCity 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 Freedom Commercial Services, LLC, for mowing
and maintenance services for the Parks and Recreation and Drainage Departments, Section G – Drainage;
providing for the expenditure of funds therefor; and providing an effective date (RFP 7788 – awarded to
Freedom Commercial 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 $1,548,194.00).
INFORMATION/BACKGROUND
The current contract, 7378, with Freedom Commercial Services, LLC, expired at the end of the calendar
year 2021. The proposed contract will allow Freedom Commercial Services, LLC to continue with their
mowing/maintenance services throughout all of the drainage-related areas in the City. The realistic
expectation of having properly manicured turf and beds in the City, including ROW and drainage locations,
is the Parks and Recreation Department’s (PARD) responsibility to negotiate and oversee. The City is
expected 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. Freedom Commercial
Services, LLC is an established business that has the experience of working with larger entities, as well as
their excellent past performance with the City of Denton, to competently perform the work required. 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
FY 21-22 FY 22-23 FY 23-24 FY 24-25 FY 25-26 TOTAL
Section G - Drainage $191,610 $197,358 $203,279 $209,377 $215,658 $1,017,282
Contingency $100,000 $103,000 $106,090 $109,272 $112,550 $530,912
Total $291,610 $300,358 $309,369 $318,649 $328,208 $1,548,194
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, Freedom Commercial Services, LLC was ranked the highest and determined to be the
best value for the City for Section G – Drainage.
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 Freedom Commercial Services 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
Crew Lead 1 $13.67
Laborer 3 to 5 $10.50
RECOMMENDATION
Award a contract with Freedom Commercial Services, LLC, for mowing and maintenance services for the
Parks and Recreation and Drainage Departments, Section G – Drainage, 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 $1,548,194.
PRINCIPAL PLACE OF BUSINESS
Freedom Commercial Services, LLC
Aubrey, 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 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.