Exhibit 1 - Agenda Information Sheet - Amend 1City 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 approval of a first amendment to a contract between the City of Denton and Kirby-Smith
Machinery, Inc., amending the contract approved by the City Council on September 20, 2022, in the not-
to-exceed amount of $1,000,000.00; said first amendment to continue to provide additional Komatsu heavy
equipment repair services for the Fleet Department; providing for the expenditure of funds therefor; and
providing an effective date (IFB-BV 8026 – providing for an additional first amendment expenditure
amount not-to-exceed $250,000.00, with the total contract amount not-to-exceed $1,250,000.00).
STRATEGIC ALIGNMENT
This action supports the Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
Fleet Services is requesting an amendment for repair services for Komatsu heavy construction equipment
due to an anticipated increase in external repairs. Some maintenance and repair work requires specialized
services that can only be performed by an authorized Komatsu repair facility. Some tasks necessitate
specialized services available solely from authorized Komatsu repair facilities, encompassing internal
engine repairs and repairs unsuitable for field execution. Staff recommends amending the contract to
address these additional needs and to ensure uninterrupted access to essential repair services for the
Komatsu fleet. The proposed amendment increases the total contract value by an additional $250,000.00,
bringing the revised total not-to-exceed amount to $1,250,000.00.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On September 20, 2022, City Council approved a contract with Kirby-Smith Machinery, Inc., in the not-to-
exceed amount of $1,000,000 (Ordinance 22-1836).
RECOMMENDATION
Award Amendment No. 1 with Kirby-Smith Machinery, Inc., to continue to provide additional Komatsu
heavy equipment repair services for the Fleet Services Department, in a not-to-exceed amount of $250,000,
for a total amended contract amount of $1,250,000.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
PRINCIPAL PLACE OF BUSINESS
Kirby-Smith Machinery, Inc.
Dallas, TX
ESTIMATED SCHEDULE OF PROJECT
This contract expires on September 20, 2027.
FISCAL INFORMATION
These services will be funded from Fleet Services contract services account 820100.7879. Requisitions will
be entered on an as-needed basis. The total amended amount of this contract is $1,250,000. 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: Original Ordinance and Contract
Exhibit 3: Ordinance and Amendment 1
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Thomas Gramer, 940-349-7467.
Legal point of contact: Marcella Lunn at 940-349-8333.