Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: May 7, 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 Amigos Library Services, for library branch-to-
branch transit services for the Library Department; providing for the expenditure of funds therefor; and
providing an effective date (RFP 8442 – awarded to Amigos Library Services, for one (1) year, with the
option for two (2) additional one (1) year extensions, in the total three (3) year not-to-exceed amount of
$150,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Strengthen Community and Quality of Life.
INFORMATION/BACKGROUND
Denton Public Library currently uses a transit service to move bins of library materials between branches
Monday-Friday. Materials in bins include books, DVDs, CDs, kits, periodicals, and branch mail. Pickup
and delivery stops are made between 9 a.m. and 4 p.m. each weekday. Approximately 26,000 bins (average
25-50 lbs per bin) are transited each year. Four (4) stops are made for pickup/delivery daily:
1. Emily Fowler Central Library (1st pickup)
2. South Branch Library
3. North Branch Library (including Technical Services bins)
4. Emily Fowler Central Library. (final drop off)
Branch-to-branch transit is necessary for library operations and services including:
• Efficient centralized ordering and processing of materials at North Branch Library with Emily
Fowler Central Library and South Branch Library materials being sent to the branches once ready
for circulation.
• Patron selected hold pickup location.
• Convenient materials return at any library location with materials then being sent to their home
location.
• Relocation or temporary rotation of materials to different branches as needed to better support a
particular branch’s service area needs.
• Branch-to-branch mail and departmental shared equipment/supply transit.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Current library staffing levels and vehicle availability indicate that external transit service is the best value
for reliable material transfer between branches. The department will continue to analyze contract service
costs in comparison with personnel and equipment costs to provide in-house service for future service
needs.
Request for Proposals was sent to 344 prospective suppliers of this item, including 23 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 and evaluated based upon published
criteria including compliance with compliance with specifications, experience, and price. Based upon this
evaluation, Amigos Library Services was ranked the highest and determined to be the best value for the
City.
NIGP Code Used for Solicitation:
962 - (Service Only) - Miscellaneous
Services, No. 2 (Not Otherwise
Classified)
Notifications sent for Solicitation sent in IonWave: 335
Number of Suppliers that viewed Solicitation in IonWave: 15
HUB-Historically Underutilized Business Invitations sent out: 39
SBE-Small Business Enterprise Invitations sent out: 135
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with Amigos Library Services, f for library branch-to-branch transit services for the
Library Department, in a one (1) year, with the option for two (2) additional one (1) year extensions, in the
total three (3) year not-to-exceed amount of $150,000.
PRINCIPAL PLACE OF BUSINESS
Amigos Library Services
Dallas, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) 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 services will be funded from Library Administration account 301000.7879. Requisition #164412 has
been entered into the Purchasing software system in the amount of $42,000. The budgeted amount of this
item is $150,000.
Project Description Estimated 3-Year Expenditure
Year 1 $42,000
Year 2 42,000
Year 3 42,000
Contingency 24,000
Total $150,000
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: Jennifer Bekker, 940-349-8753.
Legal point of contact: Marcella Lunn at 940-349-8333.