Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: September 24, 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 Recovery Systems, Inc. dba Pro Tow Wrecker
Service, for towing services of City-owned and impounded Police vehicles for the Fleet Services
Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 8618 –
awarded to Recovery Systems, Inc. dba Pro Tow Wrecker Service, 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 $400,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
This Request for Proposal is to establish a towing contract through the City of Denton Fleet Services
Department, to be utilized by the Fleet Department and the Police Department. The contract will be used
for the towing of City vehicles to and from various shops and locations due to breakdowns, damage, and
needed repairs. Additionally, the Police Department will utilize the contract to tow confiscated vehicles to
their impound area, as needed. This contract aims to streamline the towing process, improve response times,
and ensure that both City vehicles and impounded vehicles are handled efficiently and professionally. It
will also help maintain the operational readiness of the City's fleet and support the Police Department’s
enforcement efforts. The contract value is based on historical spending levels and includes future asset and
service estimates.
Estimated Contract Expenses
Category Year 1 Year 2 Year 3 Year 4 Year 5 Total
Services $71,754 $73,907 $76,124 $78,408 $80,760 $380,953
Contingency 5% 3,588 3,695 3,806 3,920 4,038 19,047
Total $75,342 $77,602 $79,930 $82,328 $84,798 $400,000
Below is the information Recovery Systems, Inc. dba Pro Tow Wrecker Service provided regarding the
wages they pay their employees who will be assigned to the City’s contract.
Position Description Number of Assigned Employees Hourly Rate of Assigned Employees
Dispatchers 13 $18.00
Drivers 34 $26.00
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Request for Proposals was sent to 462 prospective suppliers, including 15 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 compliance with specifications, probable performance,
and price. Best and Final Offer (BAFO) was requested from the firms. The department is awarding the
contract to Recovery Systems, Inc. dba Pro Tow Wrecker Service.
NIGP Code Used for Solicitation:
959-(Service Only)-Marine Construction
& Related Services; Marine Equipment
Maintenance & Repair & 968-(Service
Only)-Public Works & Related Services
Notifications sent for Solicitation sent in IonWave: 462
Number of Suppliers that viewed Solicitation in IonWave: 7
HUB-Historically Underutilized Business Invitations sent out: 47
SBE-Small Business Enterprise Invitations sent out: 152
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with Recovery Systems, Inc. dba Pro Tow Wrecker Service, for towing services of City-
owned and impounded Police vehicles for the Fleet Services Department, 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 $400,000.
PRINCIPAL PLACE OF BUSINESS
Recovery Systems, Inc. dba Pro Tow Wrecker Service
Lewisville, 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 through the Fleet Department operating budget on an as-needed basis and
will be charged back to the appropriate department. Purchase orders will be entered into the Purchasing
software system as needed. 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: 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.