Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
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 Stuart C. Irby Company, for the supply of electric
utility fault circuit indicators for Denton Municipal Electric to be stocked in the City of Denton Warehouse;
providing for the expenditure of funds therefor: and providing an effective date (RFP 8511 – awarded to
Stuart C. Irby Company, for three (3) years, with the option for two (2) additional one (1) year extensions,
the total five (5) year not-to-exceed amount of $1,350,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
This Request for Proposal (RFP) is to supply fault circuit indicators that are used by Denton Municipal
Electric (DME). A fault indicator provides a visual indication that a fault current has passed through the
indicator position or location. Fault indicators are used by DME to assist crews in quickly finding faults or
short circuits. This helps by improving restoration time for customers during power interruptions.
Automated Smart Tracker fault indicators will also be included in this RFP which will allow remote
notifications of faults. Material will be ordered on an as needed basis to maintain appropriate stock levels
in the City of Denton Warehouse. These commodities are deemed common stock items and will be funded
out of the Warehouse Working Capital account, stocked in the Warehouse, and charged back to the using
department as needed.
Project Description Estimated 5-Year Expenditure
Year 1 $270,000
Year 2 270,000
Year 3 270,000
Year 4 270,000
Year 5 270,000
Total $1,350,000
Request for Proposals was sent to 374 prospective suppliers, including 10 Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
in the local newspaper. Four (4) proposals were received, references were checked, and proposals were
evaluated based upon published criteria including schedule, probable performance, and price. Best and Final
Offers (BAFO) were requested from the top firm. Based upon this evaluation, Stuart C. Irby Company was
ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation:
285– Electrical Equipment and
Supplies (Except Cable & Wire)
Notifications sent for Solicitation sent in IonWave: 374
Number of Suppliers that viewed Solicitation in IonWave: 16
HUB-Historically Underutilized Business Invitations sent out: 39
SBE-Small Business Enterprise Invitations sent out: 154
Responses from Solicitation: 4
RECOMMENDATION
Award a contract to Stuart C. Irby Company, for the supply of electric utility fault circuit indicators for
Denton Municipal Electric to be stocked in the City of Denton Warehouse, in a three (3) year, with the
option for two (2) additional one (1) year extensions, the total five (5) year not-to-exceed amount of
$1,350,000.
PRINCIPAL PLACE OF BUSINESS
Stuart C. Irby Company
Fort Worth, TX
ESTIMATED SCHEDULE OF PROJECT
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 out of the Warehouse Working Capital account 800100.6801. Requisitions will
be entered on an as-needed basis. The budgeted amount for this item is $1,350,000. 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: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Keith Kading, 940-349-7178.
Legal point of contact: Marcella Lunn at 940-349-8333.