Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
DCM: David Gaines
DATE: May 3, 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 MTM Recognition Corporation, for Service Awards
for the Human Resources Department; providing for the expenditure of funds therefor; and providing an
effective date (RFP 7904 – awarded to MTM Recognition Corporation, 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
$150,000.00).
INFORMATION/BACKGROUND
The City of Denton desires to recognize employees who have maintained regular, full time or part time
employment status at their milestone anniversaries (five, ten, fifteen, twenty, twenty-five, etc.). Before
COVID, an annual Awards Banquet was held to show our appreciation for employees reaching these
milestone anniversaries. During the banquet, they were presented with a certificate, pin, letter of
appreciation, and a gift booklet that they could select a gift from (the amount allowed to spend was
determined by the number of years the employee had been with the City). The City of Denton previously
had a contract for the Service Awards package (certificate, pin, and gift booklet), however, that contract
expired in 2019. The City desires to truly recognize our employees for their continued service and return
the Service Awards program to previous recognition levels.
Below is a table outlining the amount allowed based on the number of years an employee has been with the
City.
Gift Book Value Certificate Pin Presentation Style Special Gift
5 Year $50 Certificate/jacket/letter of appreciation Lapel pin Presentation Folder No
10 Year $100 Certificate/jacket/letter of appreciation Lapel pin Presentation Folder No
15 Year $150 Certificate/jacket/letter of appreciation Lapel pin Presentation Folder No
20 Year $200 Certificate/jacket/letter of appreciation Lapel pin Presentation Folder No
25 Year $250 Certificate/jacket/letter of appreciation Lapel pin Presentation Folder No
30 Year $300* Certificate/jacket/letter of appreciation Lapel pin Presentation Box Yes
35 Year $350* Certificate/jacket/letter of appreciation Lapel pin Presentation Box Yes
40 Year $400* Certificate/jacket/letter of appreciation Lapel pin Presentation Box Yes
*Note – the Special Gift is an opportunity for the City to acknowledge the senior award recipients with an additional
gift. An example gift would be a paperweight with a small replica certificate inside, a writing pen with logo, or
similar. The price range for this gift would be $30.00 - $50.00 each. (The item will be pre-determined with the
awarded vendor and presented to the recipient along with the certificate, pin, gift book, and letter of appreciation.)
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Below is a breakdown of previous years' spend, as well as the number of recipients that were recognized.
FY17 FY18 FY19 FY20 FY21
Service Award Packet and Gift 29,885.56 22,735.02 23,736.51 - 28,284.16
Number of Employees Recognized 232 203 211 207 223
Please note, that Service Awards were canceled in Fiscal Year 2020 due to COVID budget cuts.
This is an item/program that is budgeted for in the Human Resources Department budget.
Fiscal Year Year 1 Year 2 Year 3 Year 4 Year 5 Contract
Total
Service Award Packet and Gift $27,000.00 $27,000.00 $28,350.00 $29,767.50 $32,063.84 $144,181.33
Annual Contingency - $1,350.00 $1,417.50 $1,488.38 $1,562.79 $5,818.67
Yearly Total $27,000.00 $28,350.00 $29,767.50 $31,255.88 $33,626.63 $150,000.00
Request for Proposals was sent to 128 prospective suppliers, including four (4) Denton firms. In addition,
specifications were placed on the Procurement and Compliance website for prospective suppliers to
download and advertised in the local newspaper. Two (2) proposals were received, references were checked,
and proposals were evaluated based upon published criteria including catalog, compliance with
specifications, probable performance, and price. Best and Final Offers (BAFO) were requested from the top
firm. Based upon this evaluation, MTM Recognition Corporation was ranked the highest and determined
to be the best value for the City.
NIGP Code Used for Solicitation: 080 - Badges, Awards, Emblems,
Name Tags and Plates, Jewelry, etc.
Notifications sent for Solicitation sent in IonWave: 128
Number of Suppliers that viewed Solicitation in IonWave: 19
HUB-Historically Underutilized Business Invitations sent out: 14
SBE-Small Business Enterprise Invitations sent out: 62
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with MTM Recognition Corporation, for Service Awards for the Human Resources
Department, 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 $150,000.
PRINCIPAL PLACE OF BUSINESS
MTM Recognition Corporation
Oklahoma City, OK
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: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Crystal Babcock, 940-349-7766.
Legal point of contact: Marcella Lunn at 940-349-8333.