Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
DCM: David Gaines
DATE: June 28, 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 Roadway Asset Services, LLC, for parking lot and
roadway pavement condition survey services for the Streets Department; providing for the expenditure of
funds therefor; and providing an effective date (RFP 7954 – awarded to Roadway Asset Services, LLC, in
the six (6) year not-to-exceed amount of $730,630.00).
INFORMATION/BACKGROUND
The City of Denton owns and maintains approximately 1,450 lane miles of roadway assets. Every five (5)
years, the City commissions a third-party evaluation of the roadway network’s quality. The resulting
assessment provides the organization with an asset condition index that staff utilizes to guide maintenance,
repair, and capital improvement plans. The most recent assessment was conducted in 2020, and the
network’s overall condition index (OCI) was reported as 68 out of a 100-point scale, a 3-point improvement
from the 2015 assessment. Much of this improvement can be attributed to increased investments from street
reconstruction bond packages as well as increases in the allocation of franchise fees to fund maintenance
activities.
The Streets Department uses a computer-based Pavement Management System (PMS) to store the asset
condition data and run pavement evaluation scenarios from the information previously obtained. These
evaluation scenarios allow the City staff to help select the most appropriate treatment for each roadway in
the network and to prioritize the required maintenance, repair, and reconstruction activities.
As the organization continues such investments and finalizes the long-range funding strategy engagement,
it is important to determine the most cost-effective approach to improving asset conditions and maximizing
the life of our roadways. To that end, staff initiated a solicitation for professional services to evaluate
pavement conditions for both roadways and parking lots. Staff recommends proceeding with the proposal
submitted by Roadway Asset Services, LLC.
The contract total not-to-exceed amount includes the estimated expenditure assessment services for both
roadway and parking lots in Year 1 and Year 6, as shown in the table below. Additional miscellaneous
services and contingency for network growth were included as well.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Project Description Estimated Year
1 Expenditure
Estimated Year
6 Expenditure
Total for Pavement and Parking Lot Study Project Initiation $ 108,280.00 $ 108,280.00
Total for Pavement and Parking Lot Study Data Management $ 127,598.00 $ 127,598.00
Total for Additional Misc. Services $ 96,225.60 $ 96,225.60
Contingency for network growth $ 66,422.80
Total Contract NTE Amount $ 730,630.00
Request for Proposals was sent to 328 prospective suppliers, including ten (10) Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. Three (3) proposals were received, references were checked, and proposals were
evaluated based upon published criteria including delivery, compliance with specifications, probable
performance, and price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this
evaluation, Roadway Asset Services, LLC was ranked the highest and determined to be the best value for
the City.
NIGP Code Used for Solicitation: 968 – (Service Only) – Public Works
and Related Services
Notifications sent for Solicitation sent in IonWave: 328
Number of Suppliers that viewed Solicitation in IonWave: 14
HUB-Historically Underutilized Business Invitations sent out: 32
SBE-Small Business Enterprise Invitations sent out: 106
Responses from Solicitation: 3
RECOMMENDATION
Award a contract with Roadway Asset Services, LLC, for parking lot and roadway pavement condition
survey services for the Streets Department, in a six (6) year not-to-exceed amount of $730,630.
PRINCIPAL PLACE OF BUSINESS
Roadway Asset Services, LLC
Austin, TX
ESTIMATED SCHEDULE OF PROJECT
This is a six (6) year contract.
FISCAL INFORMATION
These services will be funded from Street fund operating account 285801.6516. Requisition #155590 has
been entered into the Purchasing software system in the amount of $227,334. The budgeted amount for this
item is $730,630.
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: Daniel Kremer, 940-349-7193.
Legal point of contact: Marcella Lunn at 940-349-8333.