Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: March 5, 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 Dustrol, Inc., for street milling services for the
Streets Department; providing for the expenditure of funds therefor; and providing an effective date (RFP
8368 – awarded to Dustrol, Inc., 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 $2,500,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The proposed term contract is for street milling services. Milling is an integral part of the construction cycle
of any road. It is the controlled removal of asphalt or concrete pavement to a desired depth. Milling can
solve road deterioration problems like ruts and unstable asphalt, poor skid resistance, bonding quality, poor
pavement profile, and over-asphalted streets. Milling can be used to remove maintenance material and
surface flaws to prepare the surface for an overlay. It can also roughen or texture concrete pavement to
restore or improve friction to the surface that has become smooth over time. The City of Denton maintains
a total of 1,600 lane miles.
The milling process is used in both the reconstruction of road projects and preventive maintenance programs
in Denton. During a reconstruction project, the entire road surface will be milled off in one pass leaving the
subgrade below. The milling can then be recycled back into the new road that will be reconstructed.
With the preventative maintenance program, only the top few inches of the roadway are milled off. This
allows crews to replace (overlay) only the worn surface with a new asphalt surface. This increases the
Pavement Condition Index and allows the road to reach its full life span of 30+ years. If the road is left
untreated, the normal life expectancy is roughly 12 years.
The City of Denton uses a 100-point scale for its Pavement Condition Index (PCI). The Pavement Condition
Index combines surface distress (such as rutting, cracking, potholes, punch-outs, and patches) and ride
quality into a single index that ranges from 1 (worst condition) to 100 (best condition).
The following steps are used on an annual basis to determine which streets receive the milling process:
1. Streets are selected for Mill and Overlay (maintenance) by first using the Pavement Condition Index
to identify the streets that are in the 75 - 60 range.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
2. Streets scored within the 75-60 range are then visually inspected by City crews to confirm the
scoring.
3. The confirmed list is compared to projects planned in CIP, Water, Wastewater, and Drainage. This
determines if any of the roads have other planned maintenance and replacement of infrastructure.
4. Roads that do not require maintenance or that are already planned for other infrastructure work are
removed from consideration and the remaining streets are the final list.
To maintain productivity levels in the street preventative maintenance program, the City’s milling program
is conducted by City crews and by an outside contractor. City crews can handle smaller milling jobs with
City-owned equipment and larger milling work is provided by a contractor. Staff believes this is a good
complement of resources as it allows more roads to be maintained simultaneously.
Project Description Estimated 5 -Year Expenditure
Year 1 $500,000
Year 2 500,000
Year 3 500,000
Year 4 500,000
Year 5 500,000
Total $2,500,000
Request for Proposals was sent to 501 prospective suppliers, including 46 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 Dustrol, Inc.
NIGP Code Used for Solicitation:
961 - (Service Only) - Miscellaneous
Services, No. 1 (Not Otherwise
Classified)
Notifications sent for Solicitation sent in IonWave: 501
Number of Suppliers that viewed Solicitation in IonWave: 13
HUB-Historically Underutilized Business Invitations sent out: 56
SBE-Small Business Enterprise Invitations sent out: 207
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with Dustrol, Inc., for street milling services for the Streets 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 $2,500,000.
PRINCIPAL PLACE OF BUSINESS
Dustrol, Inc.
Fort Worth, TX
SUSTAINABILITY MEASURES
Purchases made through this contract accomplish sustainability goals (Transportation, Material Resource
Management) by first, allowing the Street Department to maintain infrastructure at a fraction of the cost of
a full rehab before the road completely fails. Second, the reporting will be done within our asset
management system and will contain the cost and new overall condition index (OCI) of the road. Third,
trying to protect our roadway assets by reducing the cost of maintenance.
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 Street Improvement account #285801.6516. Requisitions will be entered
on an as-needed basis. The budgeted amount for this item is $2,500,000. 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: Jeremy Wilks, 940-349-7146.
Legal point of contact: Marcella Lunn at 940-349-8333.