Exhibit 1 - Agenda Information SheetCity of Denton
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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 Reliance Environmental Truck Sales LLC dba
Reliance Truck & Equipment, through the Buy Board Cooperative Purchasing Network Contract # 686-22,
for the purchase and repair of heavy-duty vehicles and equipment for various departments for the Fleet
Services Department; providing for the expenditure of funds therefor; and providing an effective date (File
8591 – awarded to Reliance Environmental Truck Sales LLC dba Reliance Truck & Equipment, 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 $4,013,706.00).
STRATEGIC ALIGNMENT
This action supports the Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The proposed contract will be utilized by Fleet Services to procure and repair equipment for various city
departments engaged in sewer line maintenance, street maintenance, and refuse disposal. Examples of the
equipment to be acquired include Labrie loaders, Serco brush trucks, and similar equipment for departments
including Solid Waste, Streets, and Drainage. Fleet Services strategizes asset management, including
planning for new acquisitions and asset replacements, integrated within the city's annual budget process.
Funding for all new acquisitions and replacements is allocated within the Capital Improvement Budget.
Repair cost estimates are based on historical spending and funded by the operating budget. The contract
value is based on historical spending levels and includes estimates for future assets and services.
Estimated Contract Expenses
Category Year 1 Year 2 Year 3 Year 4 Year 5 Total
Asset Additions $420,000 $432,600 $445,578 $458,945 $472,714 $2,229,837
Asset Replacements 220,000 226,600 233,398 240,400 247,612 1,168,010
Asset Repairs 80,000 82,400 84,872 87,418 90,041 424,731
Sub Total $720,000 $741,600 $763,848 $786,763 $810,367 $3,822,578
Contingency 5% 36,000 37,080 38,192 39,338 40,518 191,128
Total $756,000 $778,680 $802,040 $826,101 $850,885 $4,013,706
Pricing obtained through the Buy Board Cooperative Purchasing Network has been competitively bid and
meets the statutory requirements of Texas Local Government Code 271.102.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 1, 2005, the City Council approved the interlocal agreement with the Buy Board Cooperative
Purchasing Network (Ordinance 2005-034).
RECOMMENDATION
Award a contract with Reliance Environmental Truck Sales LLC dba Reliance Truck & Equipment, for the
purchase and repair of heavy-duty vehicles and equipment for various departments for the Fleet Services
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 $4,013,706.
PRINCIPAL PLACE OF BUSINESS
Reliance Environmental Truck Sales LLC dba Reliance Truck & Equipment
Converse, 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. This Buy Board contract expires on November
30, 2025.
FISCAL INFORMATION
The proposed contract will be funded through the City’s Capital Budget. 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: Cooperative Pricing
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.