Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: November 7, 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 360TXC LLC, as the primary vendor, Gomez Floor
Covering, Inc. dba GFC Contracting, as the secondary vendor, and Vector Concepts, Inc., as the tertiary
vendor, for the supply of flooring materials and services for various City buildings for the Facilities
Management Department; providing for the expenditure of funds therefor; and providing an effective date
(RFP 8304 – awarded to 360TXC LLC, Gomez Floor Covering, Inc. dba GFC Contracting, and Vector
Concepts, Inc., for one (1) year, with the option for four (4) additional one (1) year extensions, in total five
(5) year in the not-to-exceed amount of $7,500,000.00).
STRATEGIC ALIGNMENT
This action supports the Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
This Request for Proposal is to provide flooring materials and services for installations, maintenance, and
repair for City facilities. The approximate total square footage for the 205 buildings is 1,500,000 square
feet. Flooring is evaluated annually, and recommended replacements are presented as part of the Facilities
Capital Improvement Program within the annual budget.
This service will include routine preventative maintenance and repair, as well as service calls and renovation
projects. Preventative maintenance ensures all flooring has the highest chance of operability, longevity, and
efficiency. Service calls will allow Facilities Management staff to immediately address customer concerns,
such as trip hazards.
Facilities Management hired an independent consultant to complete a condition assessment of 56 primary,
high-use City buildings. This flooring contract will allow for any deferred flooring maintenance as
identified by the assessments to be completed.
Facilities Management has spent $300,000/year in the last 2 years. This spread out over five (5) years equals
$1,500,000. Considering the deferred maintenance and projected Facilities Condition Assessment work, an
additional $6,000,000 is needed, totaling $7,500,000.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Vendor Award*
360TXC, LLC Primary
Gomez Flooring Secondary
Vector Concepts Tertiary
*If the Primary contractor fails to provide a suitable candidate for the position requested, then the Secondary
and Tertiary contractors will be called.
After reference checks, 360TXC LLC, Gomez Floor Covering, Inc. dba GFC Contracting, and Vector
Concepts, Inc. are established businesses that have experience working with larger entities and possess the
competence to perform the work requested in a timely manner.
Request for Proposals was sent to 890 prospective suppliers, including 72 Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. Four (4) proposals were received, references were checked, and proposals were
evaluated based upon published criteria including work plan, compliance with specifications, probable
performance, and price. Best and Final Offers (BAFO) were requested from the top firms. Based upon this
evaluation, 360TXC LLC, Gomez Floor Covering, Inc. dba GFC Contracting, and Vector Concepts, Inc.
were ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 909, 910, and 914
Notifications sent for Solicitation sent in IonWave: 890
Number of Suppliers that viewed Solicitation in IonWave: 20
HUB-Historically Underutilized Business Invitations sent out: 103
SBE-Small Business Enterprise Invitations sent out: 332
Responses from Solicitation: 4
RECOMMENDATION
Award contracts with 360TXC LLC, Gomez Floor Covering, Inc. dba GFC Contracting, and Vector
Concepts, Inc., for the supply of flooring materials and services for various City buildings for the Facilities
Management Department, in a one (1) year, with the option for four (4) additional one (1) year extensions,
in total five (5) year in the not-to-exceed amount of $7,500,000.
PRINCIPAL PLACE OF BUSINESS
360TXC LLC
Denton, TX
Gomez Floor Covering, Inc. dba GFC Contracting
Dallas, TX
Vector Concepts, Inc.
Irving, TX
SUSTAINABILITY MEASURES
When replacing or repairing flooring materials, will use the most cost-effective and efficient materials
available.
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 into the Purchasing software system on an as-needed basis. Flooring replacements or repairs as
identified as part of renovations will be funded from the capital budget. The budgeted amount for this item
is $7,500,000.
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.