Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: November 14, 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 Defender Supply, LLC, for vehicle equipment
upfitting for various City of Denton departments for the Fleet Services Department; providing for the
expenditure of funds therefor; and providing an effective date (RFP 8186 – awarded to Defender Supply,
LLC, 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 $4,800,000.00).
INFORMATION/BACKGROUND
This contract will cover the purchase and installation of vehicle upfitting for various departments in the
city. Primary users will be the Police and Fire Departments. Upfitting includes but is not limited to,
emergency lights, weapon vaults, storage, sirens, cages, radars, and push bars. Each vehicle's upfitting
specifications will be provided by the department and approved by the Fleet Services Department.
Vehicle Upfitting Estimated 5-Year Expenditure
Annual usage (approx. 35 vehicles- $875,000 a yr)) $4,375,000
Contingency 425,000
Total $4,800,000
Request for Proposals was sent to 156 prospective suppliers, including 16 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 upon published
criteria including schedule, compliance with specifications, probable performance and price. The
department is awarding the contract to Defender Supply, LLC.
NIGP Code Used for Solicitation: 055, 060, 065, 255, 966
Notifications sent for Solicitation sent in IonWave: 156
Number of Suppliers that viewed Solicitation in IonWave: 6
HUB-Historically Underutilized Business Invitations sent out: 13
SBE-Small Business Enterprise Invitations sent out: 54
Responses from Solicitation: 1
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
RECOMMENDATION
Award a contract with Defender Supply, LLC, for vehicle equipment upfitting for various City of Denton
departments for the Fleet Services Department, 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 $4,800,000.
PRINCIPAL PLACE OF BUSINESS
Defender Supply, LLC
Argyle, 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 products and services will be funded through the using department’s budget on an as-needed basis.
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: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Dustin Rolfe, 940-349-8438.
Legal point of contact: Marcella Lunn at 940-349-8333.