Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
DCM: David Gaines
DATE: June 7, 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 Ray McCain Services, Inc., for repairs,
replacement, maintenance, and installation of automatic gates and overhead doors for the Facilities
Management Department; providing for the expenditure of funds therefor; and providing an effective date
(RFP 7951 – awarded to Ray McCain Services, Inc., for one (1) year, with the option for four (4) additional
one (1) year extensions, in the total five (5) year in the not-to-exceed amount of $750,000.00).
INFORMATION/BACKGROUND
The Facilities Maintenance Department is responsible for the maintenance and repairs of City buildings.
The proposed contract for repairs, replacement, maintenance, and new installation of automatic gates and
overhead doors will allow Facilities Management to complete this maintenance as well as resolve repair
needs at various City facilities. These facilities include but are not limited to, the Airport, Animal Services,
Facilities Management, Fire Stations, and the Service Center, as well as DME, Solid Waste, Water, and
Wastewater locations.
Based on a historical spend and future projections, the recommended not-to-exceed of this contract is
$750,000 for the potential five (5) year contract. Facilities Management includes $127,000 in their annual
budget for preventative maintenance and approximately $23,000 for unplanned issues or damages each
year.
Request for Proposals was sent to 1,385 prospective suppliers, including 102 Denton firms. In addition,
specifications were placed on the Procurement 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 safety, compliance with specifications, probable
performance, and price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this
evaluation, Ray McCain Services, Inc. was ranked the highest and determined to be the best value for the
City.
NIGP Code Used for Solicitation: 285, 909, 910, 912, 936, 961, 962
Notifications sent for Solicitation sent in IonWave: 1,385
Number of Suppliers that viewed Solicitation in IonWave: 22
HUB-Historically Underutilized Business Invitations sent out: 138
SBE-Small Business Enterprise Invitations sent out: 551
Responses from Solicitation: 2
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
RECOMMENDATION
Award a contract with Ray McCain Services, Inc., for repairs, replacement, maintenance, and installation
of automatic gates and overhead doors for the Facilities Management Department, in a one (1) year, with
the option for four (4) additional one (1) year extensions, in the total five (5) year in the not-to-exceed
amount of $750,000.
PRINCIPAL PLACE OF BUSINESS
Ray McCain Services, Inc.
Krum, 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 products and services will be funded through the 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: Scott Gray, 940-349-7744.
Legal point of contact: Marcella Lunn at 940-349-8333.