Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: February 20, 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 Doble Engineering Company, for the purchase of
PRC-005 Compliance Software for Denton Municipal Electric; providing for the expenditure of funds
therefor; and providing an effective date (RFP 8350 – awarded to Doble Engineering Company, 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 $252,222.35).
INFORMATION/BACKGROUND
In 2009, DME became a registered North American Electric Reliability Corporation (NERC) Transmission
Owner and Transmission Operator when we energized our first 138kV transmission line and substation.
Prior to this, DME solely owned 69kV assets and was exempt from most NERC compliance requirements,
including PRC-005 requirements. NERC PRC-005 standard requires DME to test and maintain protection
systems used on the transmission system to ensure the correct operation and reliability of the grid. Since
2009, DME managed all NERC compliance tasks manually using spreadsheets. Also, periodic tasks for
PRC-005 are scheduled on calendars without automated reminders, evidence of compliance is manually
generated, stored on network drives, and is cumbersome to organize. These labor-intensive tasks are still
manually performed by DME.
DME solicited software to help manage these tasks, reduce the manhours required to be compliant with
PRC-005, automate compliance task reminders, integrate with existing DME relay testing database, serve
as a single point of truth for all substation relaying components, manage relay settings, and integrate with
DME’s Maximo system. This software is an approved DME Capital Improvement Plan Project, was
reviewed by the Technology Services Governance Committee, and approved.
Request for Proposals was sent to 637 prospective suppliers of this item, including 14 Denton firms. In
addition, specifications were placed on the Procurement website for prospective suppliers to download and
advertised in the local newspaper. Two (2) proposals were received, references were checked, and proposals
were evaluated based upon published criteria including compliance with specifications, proven project
success, and price. Based upon this evaluation, Doble Engineering Company was ranked the highest and
determined to be the best value for the City.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
NIGP Code Used for Solicitation: 208, 209, and 920
Notifications sent for Solicitation sent in IonWave: 637
Number of Suppliers that viewed Solicitation in IonWave: 8
HUB-Historically Underutilized Business Invitations sent out: 71
SBE-Small Business Enterprise Invitations sent out: 257
Responses from Solicitation: 2
PRIOR ACTION/REVIEW (Council, Boards, Commissions)
This item will be presented to the Public Utilities Board (PUB) on February 26, 2024, retroactively, due to
the February 12, 2024 meeting not having a quorum.
RECOMMENDATION
Award a contract with Doble Engineering Company, for the purchase of PRC-005 Compliance Software
for Denton Municipal Electric, 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 $252,222.35.
PRINCIPAL PLACE OF BUSINESS
Doble Engineering Company
Marlborough, MA
ESTIMATED SCHEDULE OF PROJECT
Delivery of the items will occur within 25 weeks after receipt of order. 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 items will be funded from DME CIP Project account 605297500. Requisition #163631 has been
entered into the Purchasing software system in the amount of $252,222.35. The budgeted amount for this
item is $252,222.35.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Mark Zimmerer, 940-349-7169.
Legal point of contact: Marcella Lunn at 940-349-8333.