Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: August 6, 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 Texas Cemetery Restoration LLC, for ground
penetrating radar, GPS/GIS surveying and mapping, and monument repair for the IOOF and Oakwood
Cemeteries for the Parks and Recreation Department; providing for the expenditure of funds therefor; and
providing an effective date (RFP 8458-1 – awarded to Texas Cemetery Restoration LLC, 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 $500,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Strengthen Community and Quality of Life.
INFORMATION/BACKGROUND
This is a highly specialized field of work in which the knowledge, skills, and expertise in the restoration
and preservation work of historic monuments are important. Familiarity and adherence to Department of
Interior Standards are a requirement.
Services to include, at both Oakwood and IOOF cemeteries:
• Detailed GPS/GIS mapping to develop a current CAD map of all monuments, gravesites, crypts,
roads, fences, and any other permanent landmarks that provide locational awareness to an accuracy
of plus or minus 4 inches. A full set of large and small scale maps is to be provided in both digital
and paper format.
• Collection of all legible data listed on monuments and photographs of each memorial compiled,
organized, and delivered to the city in digital and paper format.
• Assessment of all monuments to evaluate condition and provide a priority-based repair schedule.
• Installation of stainless steel block markers in specified locations.
• Repairs, restoration, and preservation work to damaged monuments. Leveling, cleaning, and repairs
to damaged and broken monuments using historically appropriate preservation materials and
techniques as described by the Department of Interior standards.
• Consultation and design of weatherproof and vandal-resistant visitor information kiosks.
• Proposal for restoration work to mausoleums at IOOF and lawn crypts at Oakwood using various
construction techniques to return them to a safe and historically accurate condition using historically
appropriate preservation materials and techniques as described by Department of Interior standards.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
FY 24-25 FY 25-26 FY 26-27 FY 26-27 FY 26-27 Total
Annual Maintenance $80,000 $80,000 $80,000 $80,000 $80,000 $400,000
Contingency 100,000
Total $500,000
Request for Proposals was sent to 1,101 prospective suppliers of this item. including 88 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 can provide the services requested in the Scope of Work. The proposal was evaluated based
upon published criteria including work approach, compliance with specifications, probable performance,
and price. Based upon this evaluation, Texas Cemetery Restoration LLC was ranked the highest and
determined to be the best value for the City.
NIGP Code Used for Solicitation: 912, 936, 952, 988
Notifications sent for Solicitation sent in IonWave: 1,101
Number of Suppliers that viewed Solicitation in IonWave: 30
HUB-Historically Underutilized Business Invitations sent out: 147
SBE-Small Business Enterprise Invitations sent out: 393
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with Texas Cemetery Restoration LLC, for ground penetrating radar, GPS/GIS surveying
and mapping, and monument repair for the IOOF and Oakwood Cemeteries for the Parks and Recreation
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 $500,000.
PRINCIPAL PLACE OF BUSINESS
Texas Cemetery Restoration LLC
Crockett, 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 the using department’s budget on an as-needed basis.
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: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Marshall McGee, 940-349-8430.
Legal point of contact: Marcella Lunn at 940-349-8333.