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 All Out Custom Truck & Body #1 Inc., for the
purchase and installation of utility bodies for the Fleet Services Department; providing for the expenditure
of funds therefor; and providing an effective date (RFP 8316 – awarded to All Out Custom Truck & Body
#1 Inc., 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 $1,700,251.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The Fleet Department is establishing a utility body contract to supply the diverse vehicle body needs of city
departments. Utility bodies include but are not limited to flatbeds and service bodies. Departments use these
bodies to safely transport tools, parts, and equipment to complete daily operations. The vendor will install
the utility bodies on the chassis provided by the City to be used throughout the vehicle’s serviceable life.
Once the vehicle reaches the end of its usable life, the attached utility body will be auctioned with the
vehicle.
Estimated Contract Expenses
Category Year 1 Year 2 Year 3 Year 4 Year 5 Total
Asset Additions $180,000 $185,400 $190,962 $196,691 $202,591 $955,644
Asset Replacements 125,000 128,750 132,612 136,591 140,689 633,642
Sub Total $305,000 $314,150 $323,574 $333,282 $343,280 $1,619,286
Contingency 5% 15,250 15,708 16,179 16,664 17,164 80,965
Total $320,250 $329,858 $339,753 $349,946 $360,444 $1,700,251
Request for Proposals was sent to 181 prospective suppliers, including 17 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 delivery, compliance with specifications, probable
performance, and price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this
evaluation, All Out Custom Truck & Body #1 Inc. was ranked the highest and determined to be the best
value for the City.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
NIGP Code Used for Solicitation: 055, 060, 065
Notifications sent for Solicitation sent in IonWave: 181
Number of Suppliers that viewed Solicitation in IonWave: 24
HUB-Historically Underutilized Business Invitations sent out: 16
SBE-Small Business Enterprise Invitations sent out: 64
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with All Out Custom Truck & Body #1 Inc., for the purchase and installation of utility
bodies 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 1,700,251.
PRINCIPAL PLACE OF BUSINESS
All Out Custom Truck & Body #1 Inc.
North Richland Hills, 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 Capital Fund accounts. 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: Tom Gramer, 940-349-7467.
Legal point of contact: Marcella Lunn at 940-349-8333.