Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: October 17, 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 all HVAC labor, materials, tools, equipment, and supervision for various
City buildings and to assist with renovations, remodels, and maintenance of existing HVAC systems for the
Facilities Management Department; providing for the expenditure of funds therefor; and providing an
effective date (RFP 8294 – 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 $7,000,000.00).
STRATEGIC ALIGNMENT
This action supports the Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The proposed contract is for heating, ventilation, and air conditioning maintenance, repairs, and replacement
services for various City buildings and any other areas maintained by the City of Denton Facilities
Department. This contract is to assist with the City’s HVAC units located at over 200 building locations.
The approximate total square footage for these buildings is 1,500,000. The units range from 1.5 tons to 180
tons. The HVAC services will be performed on an as-needed basis to assist the City with renovations,
remodels, and maintenance of existing facilities.
The 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 proposed contract also
provides services for immediate response in the event of lost functionality of the units to prevent any
disruptions in the City’s day-to-day work routine.
Facilities Management has a CIP Replacement Program in place that encompasses HVAC, roofs, and
flooring to assist in managing unit replacements. The schedule was created in 2004 and currently has
estimated replacement needs through 2035. This service contract is a large asset in making sure units are
replaced in a timely and efficient way so that the building's HVAC systems are efficient and
environmentally productive.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Facilities Management has spent $3,125,000 in the last 3.5 years. This spending trend equals $4,464,285
over 5 years. An additional $2,535,715 for projected Facilities Condition Assessment (FCA) work brings
the estimated total need to $7,000,000.
After reference checks, staff feels that CBS Mechanical Services Inc. is an established business that has
experience with working with larger entities and possesses the competence to perform the work requested
in a timely manner.
Request for Proposals was sent to 1,048 prospective suppliers, including 71 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 on published criteria including project schedule, compliance with specifications, probable
performance, and price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this
evaluation, CBS Mechanical Services, Inc., dba CMS Mechanical Services, Inc. was ranked the highest and
determined to be the best value for the City.
NIGP Code Used for Solicitation: 910 - (Service Only) - Building
Maintenance, Installation and Repair
Services
Notifications sent for Solicitation sent in IonWave: 1,048
Number of Suppliers that viewed Solicitation in IonWave: 15
HUB-Historically Underutilized Business Invitations sent out: 110
SBE-Small Business Enterprise Invitations sent out: 384
Responses from Solicitation: 3
RECOMMENDATION
Award a contract with CBS Mechanical Services, Inc., dba CMS Mechanical Services, Inc., for all HVAC
labor, materials, tools, equipment, and supervision for various City buildings and to assist with renovations,
remodels, and maintenance of existing HVAC systems for the Facilities Management Department, for one
(1) year, with the option for four (4) additional one (1) year extensions, in total five (5) years in the not-to-
exceed amount of $7,000,000.
PRINCIPAL PLACE OF BUSINESS
CBS Mechanical Services, Inc., dba CMS Mechanical Services, Inc.
Denton, 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 services will be funded from Outside Contracted Services account 880200.6545. Requisitions will
be entered on an as-needed basis. The budgeted amount for this item is $7,000,000. 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: Presentation
Exhibit 4: 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.