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 Prestige Elevator Services LLC, for elevator
services for various City buildings for the Facilities Department; providing for the expenditure of funds
therefor; and providing an effective date (RFP 8535 – awarded to Prestige Elevator Services LLC, for one
(1) year, with the option for four (4) additional one (1) year extensions, in total five (5) year in the not-to-
exceed amount of $750,000.00).
STRATEGIC ALIGNMENT
This action supports the Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
Facilities Management maintains the elevators and lifts throughout 206 City-owned buildings. Elevator
services will be performed as needed to assist the city with elevator maintenance, inspections, and repairs
to existing and new facilities. Facilities Management strategizes asset management, including planning for
new acquisitions and asset replacements, integrated within the city's annual budget process. Facilities
Management considers the age of existing elevators and lifts and ongoing deferred maintenance needs. The
contract value is based on historical spending levels and includes future service estimates.
Estimated Contract Expenses
Category Year 1 Year 2 Year 3 Year 4 Year 5 Total
Maintenance & Repair $134,540 $138,575 $142,732 $147,014 $151,425 $714,286
Contingency 5% 35,714
Total $134,540 $138,575 $142,732 $147,014 $151,425 $750,000
Request for Proposals was sent to 405 prospective suppliers, including 45 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 schedule, compliance with specifications, probable
performance, and price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this
evaluation, Prestige Elevator Services LLC 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:
910 - Building Maintenance, Installation
and Repair Services
Notifications sent for Solicitation sent in IonWave: 405
Number of Suppliers that viewed Solicitation in IonWave: 11
HUB-Historically Underutilized Business Invitations sent out: 65
SBE-Small Business Enterprise Invitations sent out: 166
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with Prestige Elevator Services LLC, for elevator repair services for various City
buildings for the Facilities 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 $750,000.
PRINCIPAL PLACE OF BUSINESS
Prestige Elevator Services, LLC
Farmers Branch, TX
SUSTAINABILITY MEASURES
The most cost-effective and efficient parts available will be used when utilizing elevator services for repair
and maintenance.
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 services will be funded from Facilities-Maintenance Outside Contracted Services account
880200.6545. Requisitions will be entered on an as-needed basis. The budgeted amount for this item is
$750,000.
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: Thomas Gramer, 940-349-7467.
Legal point of contact: Marcella Lunn at 940-349-8333.