Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: January 25, 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 CJA Enterprises LLP, as the primary vendor, and
Green Dream International LLC, as the secondary vendor, for the supply of construction materials for the
City of Denton Streets, Water, Wastewater, and various other departments; providing for the expenditure
of funds therefor; and providing an effective date (IFB 7841 – awarded to CJA Enterprises LLP – primary,
and Green Dream International LLC - secondary, for one (1) year, with the option for three (3) additional
one (1) year extensions, in the total four (4) year not-to-exceed amount of $5,200,000.00).
INFORMATION/BACKGROUND
The proposed contract is for the supply of construction materials for various City departments in the
maintenance and reconstruction of streets, sidewalks, drainage structures, utility ditch lines, landscape
improvements, and restoration and sanding operations. Beneficial Refuge uses these items to blend recycled
organic material and topsoil to create a reusable resource.
The Dallas/Fort Worth area continues to experience a major increase in economic growth and highway
construction. This has put a strain on the availability of materials and labor causing the unit price to increase
for asphalt, concrete, and construction materials. As a result, it is in the best interest of the City to secure a
unit cost on an annual basis. Staff is recommending awarding contracts to primary and secondary vendors to
assure availability and meet City timelines.
Project Description Estimated 4-Year Expenditure
Supply of Construction Materials Year 1 $1,181,638
Supply of Construction Materials Year 2 $1,181,638
Supply of Construction Materials Year 3 $1,181,638
Supply of Construction Materials Year 4 $1,181,638
10% Contingency $473,448
Total: $5,200,000
The primary contractor is expected to respond to the initial contact* from The City within 4 hours during
normal business hours. Normal business hours are Monday – Friday 7 am- 4 pm. If no response from the
primary contractor is received within 24 hours, the City has the right to call the secondary contractor. The
secondary contractor must also respond to initial contact* within 4 hours. Calling upon a secondary
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
contractor does not affect the contract with the primary contractor. If the primary contractor is not able to
meet the delivery deadline, the City reserves the right to call the secondary contractor. Calling upon a
secondary contractor does not affect the contract with the primary vendor.
*Initial Contact: The first phone call placed, or email sent from the City to the contractor.
Invitation for Bids was sent to 114 prospective suppliers, including five (5) Denton firms, of this item. In
addition, specifications were placed on the Procurement and Compliance website for prospective suppliers
to download and advertised in the local newspaper. Three (3) bids meeting specifications were received.
Based upon this evaluation, staff recommends awarding to a primary and secondary vendor as follows and
also shown on Exhibit 2 for a combined not-to-exceed amount of $5,200,000.
NIGP Code Used for Solicitation: 750 - Road and Highway Building
Materials (Not Asphaltic)
Notifications sent for Solicitation sent in Ionwave: 114
Number of Suppliers that viewed Solicitation in Ionwave: 13
HUB-Historically Underutilized Business Invitations sent out: 12
SBE-Small Business Enterprise Invitations sent out: 45
Responses from Solicitation: 3
RECOMMENDATION
Award a contract with CJA Enterprises, LLP, and Green Dream International LLC, for the supply of
construction materials for the City of Denton Streets, Water, Wastewater, and various other Departments,
in a one (1) year, with the option for three (3) additional one (1) year extensions, in the total four (4) year
not-to-exceed amount of $5,200,000.
SUSTAINABILITY MEASURES
Relationship to Sustainability Framework
What are some of the goals the department will be setting up to ensure that the sustainability measures
are met?
Goal 1: Use recycled asphalt pavement (R.A.P.) material where appropriate to maintain the City’s
transportation system and to help improve air quality. Beneficial Refuge uses to blend of recycled organic
material and topsoil to create a reusable resource.
Goal 2: Currently recycled asphalt pavement is used in the production of Hot Mix Asphalt. The material
is also used to maintain the gravel roads within the City of Denton. This product also provides dust
control and is less susceptible to weather.
PRINCIPAL PLACE OF BUSINESS
CJA Enterprises, LLP
Denton, TX
Green Dream International LLC
Erie, PA
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for three (3) additional one (1)
year periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These products and 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: Bid Tabulation
Exhibit 3: LLC Members
Exhibit 4: Ordinance and Contracts
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Daniel Kremer, 940-349-7193.
Legal point of contact: Marcella Lunn at 940-349-8333.