Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: June 27, 2023
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 Southern Petroleum Laboratories, Inc. dba SPL,
Inc., for lab analysis for the Municipal Laboratory, Industrial Pretreatment, and Watershed Protection
Departments; providing for the expenditure of funds therefor; and providing an effective date (RFP 8134 –
awarded to Southern Petroleum Laboratories, Inc. dba SPL, Inc., 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 $485,200.00). The
Public Utilities Board recommends approval (5-0).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Promote Sustainability and the Environment.
INFORMATION/BACKGROUND
Laboratory analytical testing is essential for verifying compliance with numerous State and Federal
regulations applicable to city services. The Watershed Protection, Municipal Laboratory, and Industrial
Pretreatment divisions have a continuous need for accredited laboratory analytical services for drinking
water, wastewater, stormwater, compost, and sludge that meets guidelines established by the Texas
Commission of Environmental Quality (TCEQ) and US Environmental Protection Agency (EPA).
FY 22-23 FY 23-24 FY 24-25 FY 25-26 FY 26-27
Watershed $5,000 $8,000 $8,000 $8,000 $8,000
Industrial Pretreatment $10,000 $38,000 $38,000 $38,000 $38,000
Municipal Laboratory $25,000 $60,000 $60,000 $60,000 $60,000
Contingency - $5,300 $5,300 $5,300 $5,300
Total $40,000 $111,300 $111,300 $111,300 $111,300
Request for Proposals was sent to 281 prospective suppliers, including thirteen (13) 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 delivery, compliance with specifications, probable
performance, pick-up/drop-off, and price. Best and Final Offer (BAFO) was requested from the top firms.
Based upon this evaluation, Southern Petroleum Laboratories, Inc. dba SPL, INC. was ranked the highest
and determined to be the best value for the City, for Sections A-D and Pace Analytical Services, LLC for
Section E.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
NIGP Code Used for Solicitation: 926 - (Service Only) - Environmental
and Ecological Service
Notifications sent for Solicitation sent in IonWave: 283
Number of Suppliers that viewed Solicitation in IonWave: 12
HUB-Historically Underutilized Business Invitations sent out: 28
SBE-Small Business Enterprise Invitations sent out: 107
Responses from Solicitation: 2
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On June 12, 2023, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract for lab analysis for the Municipal Laboratory, Industrial Pretreatment, and Watershed
Protection Departments, 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 $485,200.
There is only one (1) contract over the $50,000 amount, which will be sent through for signature. The other
one (1) contract is under the $50,000 total dollar amount, which will be signed after the RFP has been
awarded by Council and it is under the legally approved signing level for Purchasing.
Company Awarded Amount Section Awarded
Southern Petroleum Laboratories, Inc. dba SPL, INC. $485,200 Sections A – D
Pace Analytical Services, LLC $40,000 Section E
PRINCIPAL PLACE OF BUSINESS
Southern Petroleum Laboratories, Inc. dba SPL, INC.
Plano, TX
Pace Analytical Services, LLC
Allen, TX
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 items/services will be funded from a combination of the accounts listed below.
Municipal Laboratory 640750.7898 $25,000.00
Industrial Pretreatment 640600.7898 $10,000.00
Watershed Protection 640500.7898 $5,000.00
Requisition #159373 has been entered into the Purchasing software system in the amount of $40,000. The
budgeted amount for this item is $485,200.
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: Deborah Viera, 940-349-7162.
Legal point of contact: Marcella Lunn at 940-349-8333.