Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: June 4, 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 Keasler Sales, LLC, for the purchase of protective
relay panels for the Brinker Substation Phase II for Denton Municipal Electric; providing for the
expenditure of funds therefor; and providing an effective date (RFP 8473 – awarded to Keasler Sales, LLC,
in the not-to-exceed amount of $82,578.00). The Public Utilities Board recommends approval (4 - 0).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
Brinker Substation Phase II is an approved project in Denton Municipal Electric’s (DME) five (5) year
Capital Improvement Plan. It requires the purchase of protective relay panels, that house microprocessor-
based protective relays, control switches, test switches, and other devices necessary to operate and protect
transmission lines, distribution lines, and substation equipment.
Protective relays are the “brains” of the protection systems that continuously monitor currents, voltages,
and other inputs, and initiate actions including opening circuit breakers when abnormal conditions are
sensed and performing other protective actions. Relays also provide metering functions, remote terminal
unit functions (RTU), and control output functions. Relay panels are fabricated from steel to provide a
sturdy framework for mounting protective relays and other equipment required for protection and control
inside the substation. Relay panel construction includes wiring installation, mounting all hardware, testing,
and delivery to Denton Municipal Electric.
Brinker Substation Phase II is a planned project to extend the distribution circuits from the existing
Industrial Substation to the Brinker Substation. The project includes relocating the Industrial Substation’s
power transformers and purchasing new switchgear buildings. Relay panels are necessary to protect the
new equipment and personnel. The Industrial Substation will be retired as its transmission equipment does
not meet the future load capacity needs and the switchgear buildings do not have arc protection safety
systems.
This contract costs only for the manufacture and delivery of the relay panels. DME has a separate contract
with Schweitzer Engineering Laboratories, Inc. (SEL) to purchase the protective relays housed in the relay
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
panels. The SEL protective relays are shipped directly from SEL to the panel manufacturer for installation
into the relay panels.
Project Description Contract Estimate
HMI Panels – Quantity 2 $21,268
Meter Panels – Quantity 2 23,954
Differential Panels – Quantity 2 33,424
Contingency – 5% 3,932
Total $82,578
Request for Proposals was sent to 505 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. Five (5) proposals were received, references were checked, and proposals were
evaluated based upon published criteria including delivery, compliance with specifications, probable
performance, and price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this
evaluation, Keasler Sales, LLC was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 285, 287, and 691
Notifications sent for Solicitation sent in IonWave: 505
Number of Suppliers that viewed Solicitation in IonWave: 23
HUB-Historically Underutilized Business Invitations sent out: 48
SBE-Small Business Enterprise Invitations sent out: 199
Responses from Solicitation: 5
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On May 20, 2024, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract with Keasler Sales, LLC, for the purchase of protective relay panels for the Brinker
Substation Phase II for Denton Municipal Electric, in a not-to-exceed amount of $82,578.
PRINCIPAL PLACE OF BUSINESS
Keasler Sales, LLC
McKinney, TX
ESTIMATED SCHEDULE OF PROJECT
Delivery of the items will occur within 20 weeks after receipt of order.
FISCAL INFORMATION
These relay panels will be funded from Brinker Substation Phase II account 605250500.1350.3530.
Requisition #164635 has been entered into the Purchasing software system in the amount of $82,578. The
budgeted amount for this item is $82,578.
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.