Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: April 21, 2020
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 Interfaith Ministries of Denton, Inc., for a utility
assistance program for low-income households; providing for the expenditure of funds therefor; and
providing an effective date (RFP 7244 - awarded to Interfaith Ministries of Denton, Inc., for one (1) year
to provide annual administrative services in the amount of $22,500, with the option for four (4) additional
one (1) year extensions, in the total five (5) year not-to-exceed amount of $625,000 for annual
administrative services and anticipated distributions for a utility assistance program for low-income
households).
INFORMATION/BACKGROUND
Denton Municipal Utilities’ Prevent Loss of Utility Service (P.L.U.S. One) program was created in 1983 to
provide qualifying customers facing a temporary financial crisis with the funds necessary to pay their utility
bills. Since April of 2011, the program has been funded by a combination of customer donations and
allocations from Denton Municipal Utilities (DMU).
Since April of 2011, 2,271 families have received needed assistance through the P.L.U.S One program for
a total amount of $730,764. The funds provided to those families have helped them reestablish themselves
following a financial crisis while ensuring that utility services are not interrupted or are restored. Utilities
Customer Service in cooperation with Community Development staff developed a set of guidelines for the
partner agency with criteria necessary to screen and evaluate applications for assistance. As part of the
Request for Proposal (RFP) process to secure a partner agency, City staff, with the direction of the Public
Utilities Board and City Council, updated the program guidelines to ensure assistance continues to be
available for low and fixed income families with postpaid and prepaid utility accounts.
In February of 2018, the PLUS One program was updated to allow for a greater scope in assisting local
families. These updates allow assistance twice in one twelve (12) month period of time in addition to
assistance with deposits. This allows us to serve approximately 325 families with the average assistance
totaling $353. Currently, the program is funded at $125,000 annually. During the new term of the contract,
this will allow assistance to 290 families at current rates. Over the five (5) year term of the contract, it is
anticipated that 1,450 families will be helped to maintain services through financial hardship at a total cost
of $625,000.
In addition to updated criteria, staff requested more detail in the reporting of clients who have applied but
were ultimately declined for assistance. City staff is requesting data on the number of clients requesting
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
assistance, the number of clients approved – including the amount, and the number of clients denied
assistance – including the reason why, the number of appeals received, client demographics, the total
amount received from DMU, and the total amount administered. The updated reporting requirements will
allow the City to evaluate the need for more or less funding or if further adjustments to criteria are
warranted.
On December 5, 2019, staff issued a Request for Proposal (RFP) to vendors qualified to administer a utility
assistance program. Requests for proposals were sent to 68 agencies. A selection committee comprised of
five representatives from Customer Service, Community Development, and the Solid Waste departments
reviewed submitted proposals.
A Pre-bid meeting was held on December 19, 2019, where two (2) vendors attended along with
representatives from Customer Service, Denton Municipal Electric, Community Development, and
Materials Management. Vendors were presented with the information regarding the RFP and were allowed
to ask questions. Vendors were also instructed to submit any additional questions to the Materials
Management department.
The three submissions were evaluated by representatives from Customer Service and Denton Municipal
Electric. The submissions were evaluated based on the specified criteria. In addition, a request for the Best
and Final Offer was requested from each vendor. One response to the BAFO was received from Interfaith
Ministries. The original response included an administrative cost of $27,000. Their best and final offer is
$22,500.
Requests for Proposals was sent to 68 prospective suppliers of this item. In addition, specifications were
placed on the Materials Management website for prospective suppliers to download and advertised in the
local newspaper. Three (3) proposals were received and evaluated based upon published criteria including
delivery, compliance with specifications, probable performance, and price. Based upon this evaluation,
Interfaith Ministries of Denton, Inc. was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 952 – Human Services
Notifications sent for Solicitation sent in IonWave: 68
Number of Suppliers that viewed Solicitation in IonWave: 12
HUB-Historically Underutilized Business Invitations sent out: 5
SBE-Small Business Enterprise Invitations sent out: 32
Responses from Solicitation: 3
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
This item will go to the Public Utilities Board (PUB) retroactively once the PUB meetings resume.
RECOMMENDATION
Award a contract with Interfaith Ministries of Denton, Inc., for a utility assistance program for low-income
households, 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 $625,000.
PRINCIPAL PLACE OF BUSINESS
Interfaith Ministries of Denton, Inc.
Denton, TX
FISCAL INFORMATION
These services will be allocated using a combination of customer donations and allocations from Denton
Municipal Utilities. Requisition #146258 has been entered into the Purchasing software system in the
amount of $62,500. The budgeted amount for this item is $625,000.
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: David Gaines, (940) 349-8260 .
Legal point of contact: Mack Reinwand at 940-349-8333.