Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: September 17, 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 Howell Design Group, LLC, for security consulting
services for the Facilities Management Department; providing for the expenditure of funds therefor; and
providing an effective date (RFP 8588 – awarded to Howell Design Group, 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
$1,500,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The City of Denton Facilities Management Department is establishing a security consulting services
contract to provide oversight, technical expertise, and management assistance in the design and execution
of access controls, security cameras, and the conversion to new software. The contract will be used for
security consulting services, management, and design services, which will be performed on an as-needed
basis to assist the City with renovations, remodels, replacements, and maintenance of existing and new assets.
Estimated Contract Expenses
Category Year 1 Year 2 Year 3 Year 4 Year 5 Total
Consulting/Management $171,000 $171,000 $171,000 $171,000 $171,000 $855,000
Design Services 114,000 114,000 114,000 114,000 114,000 570,000
Sub Total $285,000 $285,000 $285,000 $285,000 $285,000 $1,425,000
Contingency 15,000 15,000 15,000 15,000 15,000 75,000
Total $300,000 $300,000 $300,000 $300,000 $300,000 $1,500,000
Request for Proposals was sent to 1,041 prospective suppliers, including 36 Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. Three (3) proposals were received and evaluated based upon published criteria
including delivery, compliance with specifications, probable performance, and price. Best and Final Offer
(BAFO) was requested from the firm. The department is awarding the contract to Howell Design Group,
LLC.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
NIGP Code Used for Solicitation: 918 - (Service Only) - Consulting
Services
Notifications sent for Solicitation sent in IonWave: 1,041
Number of Suppliers that viewed Solicitation in IonWave: 14
HUB-Historically Underutilized Business Invitations sent out: 162
SBE-Small Business Enterprise Invitations sent out: 405
Responses from Solicitation: 3
RECOMMENDATION
Award a contract with Howell Design Group, LLC, for security consulting services for the Facilities
Management 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 $1,500,000.
PRINCIPAL PLACE OF BUSINESS
Howell Design Group, LLC
Allen, 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 Security System Upgrade Project account 100320409.1360.40100.
Requisition #165953 has been entered into the Purchasing software system in the amount of $100,000. The
budgeted amount for this item is $1,500,000.
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: Tom Gramer, 940-349-7467.
Legal point of contact: Marcella Lunn at 940-349-8333.