Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: July 16, 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 Classic Chevrolet, Inc., as the primary vendor, and
ZT Motors Of Texas Three, LLC dba Ron Carter Chrysler Dodge Jeep Ram, as the secondary vendor, for
the supply and repair of light-medium duty vehicles which include sedans, passenger vans, pickup trucks,
hybrid, and electric vehicles for the Fleet Services Department; providing for the expenditure of funds
therefor; and providing an effective date (RFP 8455 – awarded to Classic Chevrolet, Inc. and ZT Motors
Of Texas Three, LLC dba Ron Carter Chrysler Dodge Jeep Ram, 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 $10,000,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The proposed contract is for the purchase of light-medium duty vehicles for various City departments. These
vehicles consist of electric, hybrid, gasoline, and alternative-fueled sedans, passenger and cargo vans, sport
utility vehicles, police patrol vehicles, and pickup trucks. Fleet replacement history and forecasts indicate
the need to purchase up to 200 light-duty vehicles over the five (5) year life of this contract, not including
additional units that may be approved for fleet growth. Once replacement criteria are met, every effort is
made to right-size the new vehicle for its intended application, minimize emissions, and reduce lifecycle
costs. This contract also includes repairs as needed.
The estimated need for vehicle acquisitions for replacements and additions over the next 5 years is
$27,500,000 and the estimated cost of repairs is $2,500,000. The total estimated expenditures will be
dispersed over three (3) original equipment manufacturers (OEM), estimated at $10,000,000 each, with
alternate vendor options. The manufacturer selected for each vehicle will be chosen based on the
departments' operational requirements, asset availability, and cost. Contract approval for the other OEMs,
Ford and Dodge, will be presented to City Council for approval as separate agenda items.
Year 1 Year 2 Year 3 Year 4 Year 5 Total
Vehicle Acquisitions for
Replacements & Additions $9,500,000 $4,500,000 $4,500,000 $4,500,000 $4,500,000 $27,500,000
Vehicle Repairs 500,000 500,000 500,000 500,000 500,000 2,500,000
Total Vehicles and Vehicles Repairs: $30,000,000
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Contract Spend Per Each Manufacturer (Chevrolet, Ford, Dodge) $ 10,000,000
After reference checks, Classic Chevrolet, Inc. and ZT Motors Of Texas Three, LLC dba Ron Carter
Chrysler Dodge Jeep Ram are established businesses that have experience working with larger entities and
possess the competence to perform the work requested in a timely manner.
Vendor Award*
Classic Chevrolet, Inc. Primary
ZT Motors Of Texas Three, LLC dba Ron Carter Chrysler Dodge Jeep Ram Secondary
*If the Primary contractor fails to provide a suitable vehicle for the specifications requested, then the
Secondary contractor will be contacted.
Request for Proposals was sent to 145 prospective suppliers, including six (6) 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, references were checked, and proposals were
evaluated based upon published criteria including compliance with specifications, probable performance,
price, and no charge add-ons. Best and Final Offers (BAFO) were requested from both firms. Based upon
this evaluation, the department is awarding contracts to Classic Chevrolet, Inc. and ZT Motors Of Texas
Three, LLC dba Ron Carter Chrysler Dodge Jeep Ram.
NIGP Code Used for Solicitation: 071 – Automobiles, SUVs, and Vans,
072 - Trucks
Notifications sent for Solicitation sent in IonWave: 145
Number of Suppliers that viewed Solicitation in IonWave: 20
HUB-Historically Underutilized Business Invitations sent out: 15
SBE-Small Business Enterprise Invitations sent out: 44
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with Classic Chevrolet, Inc., as the primary vendor, and ZT Motors Of Texas Three, LLC
dba Ron Carter Chrysler Dodge Jeep Ram as the secondary vendor, for the supply of light- medium duty
vehicles which include sedans, passenger vans, pickup trucks, hybrid, and electric vehicles for various City
departments, 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 $10,000,000.
PRINCIPAL PLACE OF BUSINESS
Classic Chevrolet, Inc.
Grapevine, TX
ZT Motors Of Texas Three, LLC dba Ron Carter Chrysler Dodge Jeep Ram
League City, TX
SUSTAINABILITY MEASURES
New vehicle selections will first accommodate department function requirements, then minimize emissions
and greenhouse gas (GHG) levels to the extent possible through the engine, driveline, and fuel type
selections. City of Denton fleet GHG reports are provided to the North Central Texas Council of
Governments and DFW Clean Cities annually. The contract includes available alternative fueled and
Battery Electric Vehicles produced by the original equipment manufacturer in the light-medium duty class.
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 items will be funded from Motorpool Fund, various Vehicle Replacement Funds, and capital funds
as approved in the budget approval process. Requisitions will be entered on an as-needed basis. The
budgeted amount for this item is $10,000,000. 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: Presentation
Exhibit 4: Ordinance and Contracts
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Tom Gramer, 940-349-7467.
Legal point of contact: Marcella Lunn at 940-349-8333.