Exhibit 1 - Agenda Information Sheet
City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
DCM: David Gaines
DATE: April 5, 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 Calinmackbeau, LLC dba Service First, for
preventative maintenance and repair services related to the fitness equipment for the City of Denton;
providing for the expenditure of funds therefor; and providing an effective date (RFP 7869 – awarded to
Calinmackbeau, LLC dba Service First, for three (3) years, with the option for two (2) additional one (1)
year extensions, in the total five (5) year not-to-exceed amount of $97,500.00).
INFORMATION/BACKGROUND
The proposed contract is for the preventative maintenance and repair services related to fitness equipment
in City Facilities. Fitness equipment requires regular maintenance to ensure citizen and employee safety
and to prolong the life of the equipment. By working with licensed fitness equipment technicians, we ensure
proper service and repair; thereby, retaining manufacturer warranties for the full effective period and
substantially decreasing the risk of any additional and unnecessary liability to the City.
Calinmackbeau, LLC dba Service First has been providing equipment maintenance services for Parks and
Rec for 15 years. They have built a strong rapport by offering timely service, quality repairs, and open lines
of communication.
The schedule of preventative maintenance and service calls for repairs will vary based on the needs of each
location, such as the quantity of units, the current age of equipment, and volume of use. Based on the fiscal
history provided, it is anticipated that the requested $97,500 would be expended through March 2027.
These services will be funded from each HBU’s operations and maintenance accounts. Parks and Recreation
funding for this service will be supported fully by fitness membership revenues. Based on the three-year
history provided, the City has expended $45,500 in preventative maintenance, service calls, parts, and
labor.
Department Year 1 Year 2 Year 3 Year 4 Year 5
Parks & Recreation $15,500 $15,500 $15,500 $15,500 $15,500
Police Department $2,000 $2,000 $2,000 $2,000 $2,000
Fire Department $2,000 $2,000 $2,000 $2,000 $2,000
Annual Amount $19,500 $19,500 $19,500 $19,500 $19,500
Contract Total $97,500
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Request for Proposals was sent to 32 prospective suppliers, including three (3) Denton firms. In addition,
specifications were placed on the Procurement and Compliance website for prospective suppliers to
download and advertised in the local newspaper. One (1) proposal was received, and references were
checked to ensure the vendor can provide the services requested in the Scope of Work. The proposal was
evaluated based upon published criteria including compliance with specifications, probable performance,
and price. The department is awarding the contract to Calinmackbeau, LLC dba Service First.
NIGP Code Used for Solicitation: 931 - (Service Only) - Equipment
Maintenance & Repair Services for
Appliance, Athletic, Cafeteria, Furniture,
Musical Instruments, & Sewing Equipment
Notifications sent for Solicitation sent in IonWave: 32
Number of Suppliers that viewed Solicitation in IonWave: 4
HUB-Historically Underutilized Business Invitations sent out: 7
SBE-Small Business Enterprise Invitations sent out: 13
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with Calinmackbeau, LLC dba Service First, for preventative maintenance and repair
services related to the fitness equipment for the City of Denton, in a three (3) year, with the option for two
(2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $97,500.
PRINCIPAL PLACE OF BUSINESS
Calinmackbeau, LLC dba Service First
Joshua, TX
SUSTAINABILITY MEASURES
Relationship to Sustainability Framework
Focus Area: Material Resource Management and Resiliency and Public Health
This service supports the City of Denton’s goals to establish a sustainable community. Regular maintenance
of fitness equipment reduces solid waste generation. By providing opportunities for citizens to engage in
physical activity the City can contribute to the establishment of a healthier more resilient community.
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) year contract with options to extend the contract for two (2) 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: LLC Members
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Alicia McDaniel, 940-349-7764.
Legal point of contact: Marcella Lunn at 940-349-8333.