Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: September 19, 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 CBS Mechanical Services, Inc., dba CMS
Mechanical Services, Inc., for the supply of plumbing maintenance, repairs, and replacement services
(including commercial boilers) for various City buildings for the Facilities Management Department;
providing for the expenditure of funds therefor; and providing an effective date (RFP 8295 – awarded to
CBS Mechanical Services, Inc., dba CMS Mechanical Services, Inc., for 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 $2,500,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
This Request for Proposal is for plumbing maintenance, repairs, and replacement services, including
commercial boilers, for various City buildings maintained by the City of Denton Facilities Department.
This contract is to assist with the City’s interior plumbing systems in over 200 building locations. The
approximate total square footage for the buildings is 1,500,000 square feet. The plumbing services will be
performed on an as-needed basis to assist the City with renovations, remodels, and maintenance of existing
facilities.
This service will include routine preventative maintenance as well as service calls. Preventative
maintenance ensures all units have the highest chance of operability, longevity, and efficiency. Service calls
will allow Facilities Management staff to immediately address customer concerns.
The Facilities Management CIP Replacement Program encompasses HVAC, roofs, flooring, generators,
and boilers. This schedule was created in 2004 and currently has estimated replacement needs through 2035.
This service contract is a critical provider of plumbing parts and systems scheduled for replacement once
the unit reaches the end of its useful life.
The City has spent approximately $320,000 per year for the last three (3) years on plumbing needs. A five
(5) year projection of $1,500,000 and an anticipated need of $1,000,000 for the Facilities Condition
Assessment (FCA), brings the total contract amount to $2,5000,000.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Request for Proposals was sent to 41 prospective suppliers, including three (3) Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. One (1) proposal was received, and references were checked to ensure the vendor
can provide the services requested in the Scope of Work. The proposal was evaluated based on published
criteria including work plan, compliance with specifications, probable performance, and price. The
department is awarding the contract to CBS Mechanical Services, Inc., dba CMS Mechanical Services, Inc.
NIGP Code Used for Solicitation: 934 - (Service Only) - Equipment
Maintenance and Repair Services for
Laundry, Lawn, Painting, Plumbing,
and Spraying Equipment
Notifications sent for Solicitation sent in IonWave: 41
Number of Suppliers that viewed Solicitation in IonWave: 10
HUB-Historically Underutilized Business Invitations sent out: 4
SBE-Small Business Enterprise Invitations sent out: 23
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with CBS Mechanical Services, Inc., dba CMS Mechanical Services, Inc., for the supply
of plumbing maintenance, repairs, and replacement services (including commercial boilers) for various city
buildings for the Facilities Management Department, for one (1) year, with the option for four (4) additional
one (1) year extensions, in total five (5) year not-to-exceed amount of $2,500,000.
PRINCIPAL PLACE OF BUSINESS
CBS Mechanical Services, Inc., dba CMS Mechanical Services, Inc.
Denton, TX
SUSTAINABILITY MEASURES
When replacing or repairing plumbing systems and commercial boilers, the most cost-effective and efficient
parts available will be used.
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 services will be funded from Outside Contracted Services account 880200.6545. Requisitions will
be entered on an as-needed basis. Plumbing system and boiler replacements will be funded from the capital
budget. The budgeted amount for this item is $2,500,000.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Thomas Gramer, 940-349-7467.
Legal point of contact: Marcella Lunn at 940-349-8333.