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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Cassey Ogden DATE: December 5, 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 Peruna Glass, Inc., dba Glass Doctor of North Texas, for the replacement and repair of glass for various City buildings for the Facilities Management Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 8325 – awarded to Peruna Glass, Inc., dba Glass Doctor of North Texas, 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 $5,000,000.00). STRATEGIC ALIGNMENT This action supports the Key Focus Area: Enhance Infrastructure and Mobility. INFORMATION/BACKGROUND This Request for Proposal is for glass services for various City buildings maintained by the City of Denton Facilities Department. This contract is to assist with the City’s interior and exterior glass items located at over 200 building locations. The approximate total square footage for the buildings is 1,500,000 square feet. The glass 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 service calls that will allow Facilities Management staff to immediately address customer concerns. Facilities Management has spent $24,000 in the last two (2) years on glass repairs, and $400,000 in window replacements. Considering future glass replacement and maintenance needs, Facilities will need $5,000,000 in the next five (5) years. This service contract is a critical provider of glass materials scheduled for replacement once the unit reaches the end of its useful life. Request for Proposals was sent to 377 prospective suppliers, including 43 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 compliance with specifications, probable performance, and price. Best and Final Offer (BAFO) was requested from the firm. The department is awarding the contract to Peruna Glass, Inc., dba Glass Doctor of North Texas. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com NIGP Code Used for Solicitation: 910 - (Service Only) - Building Maintenance, Installation and Repair Services Notifications sent for Solicitation sent in IonWave: 377 Number of Suppliers that viewed Solicitation in IonWave: 8 HUB-Historically Underutilized Business Invitations sent out: 58 SBE-Small Business Enterprise Invitations sent out: 158 Responses from Solicitation: 1 RECOMMENDATION Award a contract with Peruna Glass, Inc., dba Glass Doctor of North Texas, for the replacement and repair of glass 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 not-to-exceed amount of $5,000,000. SUSTAINABILITY MEASURES When replacing or repairing glass, we will use the most cost-effective and efficient parts available. PRINCIPAL PLACE OF BUSINESS Peruna Glass, Inc., dba Glass Doctor of North Texas Carrolton, 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 budget amount for this item is $5,000,000. Glass additions or new construction will be funded from the capital budget. 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.