Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: May 21, 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 Sun Coast Resources, LLC, for the purchase of
bulk diesel exhaust fluid (DEF) for the Fleet Services Department; providing for the expenditure of funds
therefor; and providing an effective date (RFP 8438 – awarded to Sun Coast Resources, LLC, 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 $125,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The City of Denton Fleet Services Department purchases, dispenses, and tracks approximately 17,000
gallons of diesel exhaust fluid (DEF) annually. Department usage will fluctuate with City operations and
will increase as more diesel-powered vehicles and equipment are added to the City fleet. DEF helps diesel
engines reduce the amount of air pollution by lowering exhaust emissions and is necessary to comply with
Tier 4 Final Emissions regulations set by the Environmental Protection Agency (EPA). DEF is currently
available at the Service Center and the Solid Waste Landfill fuel stations for City vehicle utilization. By
moving to a bulk purchase method instead of individual containers, Fleet Services will reduce bottle waste
and mitigate costs, thereby lessening the environmental and financial impact on the City while still meeting
EPA standards.
Estimated Expenses
Category Year 1 Year 2 Year 3 Year 4 Year 5 Total
Bulk DEF Purchases $20,000 $20,000 $20,000 $20,000 $20,000 $100,000
Department Usage Contingency 5,000 5,000 5,000 5,000 5,000 25,000
Total $25,000 $25,000 $25,000 $25,000 $25,000 $125,000
Request for Proposals was sent to 104 prospective suppliers, including five (5) Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. Six (6) proposals were received, references were checked, and proposals were
evaluated based upon published criteria including compliance with specifications, probable performance,
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
safety, and price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this
evaluation, Sun Coast Resources, LLC was ranked the highest and determined to be the best value for the
City.
NIGP Code Used for Solicitation: 405 - Fuel, Oil, Grease & Lubricants
Notifications sent for Solicitation sent in IonWave: 104
Number of Suppliers that viewed Solicitation in IonWave: 21
HUB-Historically Underutilized Business Invitations sent out: 4
SBE-Small Business Enterprise Invitations sent out: 36
Responses from Solicitation: 6
RECOMMENDATION
Award a contract with Sun Coast Resources, LLC, for the purchase of bulk diesel exhaust fluid (DEF) for
the Fleet Services 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 $125,000.
PRINCIPAL PLACE OF BUSINESS
Sun Coast Resources, LLC
Houston, 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 products and services will be funded through the Fleet operating budget and charged back to the
utilizing departments through Faster allocations. 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: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Dustin Rolfe, 940-349-8438.
Legal point of contact: Marcella Lunn at 940-349-8333.