Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: July 23, 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 Weatherproofing Services L.L.C., for the
maintenance and installation of roofing, gutters, and downspouts for the Facilities Management
Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 8501 –
awarded to Weatherproofing Services L.L.C., 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 $4,462,500.00).
STRATEGIC ALIGNMENT
This action supports the Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The proposed contract will be utilized by the Facilities Management Department to maintain, repair, and
install the roofing and gutter systems throughout 206 City-owned buildings. The roofing, gutter, and
downspout maintenance and installation will be performed as needed to assist the city in maintaining
existing and future buildings. The historical spend for roofing, gutter, and downspout maintenance and
installation has been $625,000 per year. Furthermore, the contract encompasses deferred maintenance items
that were identified in the Facilities Condition Assessment (FCA) that was completed in 2022. The contract
value is based on historical spending levels and includes estimates for future assets and services.
Year 1 Year 2 Year 3 Year 4 Year 5 Total
Replacements/Maintenance $550,000 $550,000 $550,000 $550,000 $550,000 $2,750,000
FCA Work 300,000 300,000 300,000 300,000 300,000 1,500,000
Sub Total: $850,000 $850,000 $850,000 $850,000 $850,000 4,250,000
Contingency 5% 212,500
Total: $850,000 $850,000 $850,000 $850,000 $850,000 $4,462,500
Request for Proposals was sent to 404 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. One (1) proposal was received, and references were checked to ensure the vendor
could provide the services requested in the Scope of Work. The proposal was evaluated based upon
published criteria including delivery, compliance with specifications, and price. Best and Final Offer
(BAFO) was requested from the firm. The department is awarding the contract to Weatherproofing Services
L.L.C.
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: 404
Number of Suppliers that viewed Solicitation in IonWave: 17
HUB-Historically Underutilized Business Invitations sent out: 65
SBE-Small Business Enterprise Invitations sent out: 166
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with Weatherproofing Services L.L.C., for the maintenance and installation of roofing,
gutters, and downspouts for the Facilities Management Department, in a one (1) year, with the option for
four (4) additional one (1) year extensions, in a total five (5) year not-to-exceed amount of $4,462,500.
PRINCIPAL PLACE OF BUSINESS
Weatherproofing Services L.L.C.
Aubrey, 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 services will be funded from the Facilities Management Department’s Outside Contracted Services
account 880200.6545, and the City’s Capital Budget. Requisitions will be entered on an as-needed basis.
The budgeted amount for this item is $4,462,500. The City will only pay for services rendered and is not
obligated to pay the total contract amount unless needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: 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.