Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: January 9, 2024
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 Piedmont Door Automation, LLC dba Piedmont
Door Solutions, for the installation, equipment, repair, and replacement of doors for various city buildings
for the Facilities Management Department; providing for the expenditure of funds therefor; and providing
an effective date (RFP 8305 – awarded to Piedmont Door Automation, LLC dba Piedmont Door Solutions,
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 $1,000,000.00).
STRATEGIC ALIGNMENT
This action supports the Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
This Request for Proposal is to provide door service, installation, repair, and replacement for various city
buildings and equipment for Facilities Management.
This service will include routine preventative maintenance and repair, as well as service calls and renovation
projects. Preventative maintenance ensures all doors and hardware have the highest chance of operability,
longevity, and efficiency. Service calls will allow Facilities Management staff to immediately address
customer concerns.
Facilities Management hired an independent consultant to complete a condition assessment of 56 primary,
high-use City buildings. This service contract will allow for any deferred door and hardware
deficiency/upgrade items as identified by the assessments to be completed. This service contract is a critical
provider of door materials and labor scheduled for replacement once the components reach the end of their
useful life.
Request for Proposals was sent to 110 prospective suppliers, including 13 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
could 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 Piedmont
Door Automation, LLC dba Piedmont Door Solutions.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
NIGP Code Used for Solicitation: 150 – Builders Supplies
Notifications sent for Solicitation sent in IonWave: 110
Number of Suppliers that viewed Solicitation in IonWave: 3
HUB-Historically Underutilized Business Invitations sent out: 15
SBE-Small Business Enterprise Invitations sent out: 56
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with Piedmont Door Automation, LLC dba Piedmont Door Solutions, for the installation,
equipment, repair, and replacement of doors 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 the total
five (5) year not-to-exceed amount of $1,000,000.
SUSTAINABILITY MEASURES
When replacing or repairing doors and hardware devices we will use the most cost-effective and efficient
parts available.
PRINCIPAL PLACE OF BUSINESS
Piedmont Door Automation, LLC dba Piedmont Door Solutions
Charlotte, NC
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. Door replacements as identified as
part of renovations will be funded from the capital budget. The budgeted amount for this item is $1,000,000.
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.