Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: March 22, 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 Elite Tree Service, LLC, for tree trimming and tree
removal services for Parks and Recreation and other City of Denton departments; providing for the
expenditure of funds therefor; and providing an effective date (RFP 7898 – awarded to Elite Tree Service,
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 $605,000.00).
INFORMATION/BACKGROUND
The proposed contract is for tree trimming and removal services primarily utilized by the Parks and
Recreation Department. Tree trimming is required to maintain safety and aesthetics in and around parks,
public buildings, medians, and rights-of-way, per industry standards and City ordinances. Tree trimming
services also provide the following benefits to the City of Denton:
1. Removal of dead or hazardous trees or limbs increases safety to park patrons.
2. When trees are properly pruned regularly, it extends the life of the tree and decreases the
likelihood of damage during thunderstorms, ice storms, high winds, and other weather events.
3. Tedious tree trimming techniques such as rope and saddle trimming will ensure a more thorough
and proper pruning to prevent disease and to reduce tree damage, extending the life of the tree.
Elite Tree Service, LLC is a well-established business that currently provides quality work for the City of
Denton. They have provided a consistent, stable workforce with a Certified Arborist to supervise the crews.
This contractor has provided continuity in the services delivery without any complaints from the citizens of
Denton. The staff has been pleased with the quality of work, responsiveness, timeliness of the work, and
attention to detail.
The City of Denton has spent approximately $379,509 in the past three years for tree trimming throughout
various departments. The anticipated cost breakdown is as follows. The contingency is to cover new
properties or locations acquired throughout the term of the contract, emergency storm response, and
possible contractor cost increase as allowed by the contract.
FY 22-23 FY 23-24 FY 24-25 FY 25-26 FY 26-27 TOTAL
Elite Tree Service, LLC $110,000 $110,000 $110,000 $110,000 $110,000 $550,000
10% Contingency $11,000 $11,000 $11,000 $11,000 $11,000 $55,000
Total $121,000 $121,000 $121,000 $121,000 $121,000 $605,000
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Request for Proposals was sent to 611 prospective suppliers, including 49 Denton firms. In addition,
specifications were placed on the Procurement and Compliance website for prospective suppliers to
download and advertised in the local newspaper. Six (6) proposals were received, references were checked,
and proposals were evaluated based upon published criteria including safety, compliance with
specifications, probable performance, and price. Best and Final Offers (BAFO) were requested from the top
firm. Based upon this evaluation, Elite Tree Service, LLC was ranked the highest and determined to be the
best value for the City.
NIGP Code Used for Solicitation: 913, 947, and 988
Notifications sent for Solicitation sent in IonWave: 611
Number of Suppliers that viewed Solicitation in IonWave: 20
HUB-Historically Underutilized Business Invitations sent out: 49
SBE-Small Business Enterprise Invitations sent out: 223
Responses from Solicitation: 6
RECOMMENDATION
Award a contract with Elite Tree Service, LLC, for tree trimming and tree removal services for Parks and
Recreation and other City of Denton departments, 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 $605,000.
PRINCIPAL PLACE OF BUSINESS
Elite Tree Service, LLC
Plano, 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 Park Maintenance Operating Funds. 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.