Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: October 22, 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 IDEXX Distribution, Inc., for veterinary testing
supplies and services for the Animal Services Department; providing for the expenditure of funds therefor;
and providing an effective date (RFP 8615 – awarded to IDEXX Distribution, Inc., for one (1) year, with
the option for four (4) additional one (1) year extensions, in the total of five (5) year not-to-exceed amount
of $300,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Support Healthy and Safe Communities.
INFORMATION/BACKGROUND
Denton Animal Services plays a vital role in the community as a municipal shelter, dedicated to the welfare
of pets and the people who care for them. DAS provides essential services, including rescue and intake,
medical care, adoption services, temporary housing, public education and outreach, lost and found services,
community support, fostering, and emergency response, ensuring that all animals receive the care and
attention they need. To enhance staff’s ability to serve both animals and the community, Council is being
asked to consider a contract for veterinary services and supplies including, but not limited to, Polymerase
Chain Reaction tests (PCR tests can be used on a variety of samples, including tissue, excreta, and
environmental samples, and can detect a wide range of infectious agents, such as viruses, bacteria, fungi,
and parasites), testing supplies, total health profiles, aFree T4 for both canines and felines and miscellaneous
analyses for biopsies This contract will allow staff to procure necessary veterinary supplies efficiently and
at a competitive rate. By securing a reliable source of these supplies, Denton Animal Services can ensure
that all animals receive timely medical attention, including vaccinations, treatments, and preventive care.
The benefits of this contract extend beyond the shelter. Improved veterinary care contributes to better health
outcomes for the animals, leading to more successful adoptions and healthier pets in the Denton community.
Additionally, efficient procurement of supplies helps staff manage the budget effectively, allowing the
shelter to allocate resources to other critical areas of operations. Overall, this contract will enhance the
staff’s ability to provide high-quality care for the animals through improved public health and safety.
The current contract, 7133, is a combined contract for Denton Animal Services and the Municipal
Laboratory. Contract 7133 was executed on October 15, 2019, for a five-year term with a not-to-exceed
(NTE) value of $600,750 and will expire on October 14, 2024. Denton Animal Services incurred a total
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
expenditure of $34,277 in fiscal year 2022-2023 and $33,439 in fiscal year 2021-2022. Due to projected
population growth and development within the City and in surrounding areas, staff anticipates an increase
in the number of animals who will require medical care and testing.
Project Description Estimated -Year Expenditure
Year 1 $60,000
Year 2 60,000
Year 3 60,000
Year 4 60,000
Year 5 60,000
Total $300,000
Request for Proposals was sent to 30 prospective suppliers, including three (3) 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 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 IDEXX
Distribution, Inc.
NIGP Code Used for Solicitation:
875 - Veterinary Equipment and
Supplies (See Class 325 for Vitamins
and Supplements for Animals)
Notifications sent for Solicitation sent in IonWave: 30
Number of Suppliers that viewed Solicitation in IonWave: 4
HUB-Historically Underutilized Business Invitations sent out: 4
SBE-Small Business Enterprise Invitations sent out: 14
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with IDEXX Distribution, Inc., for veterinary testing supplies and services for Denton
Animal Services, for one (1) year, with the option for four (4) additional one (1) year extensions, in the total
of five (5) year not-to-exceed amount of $300,000.
PRINCIPAL PLACE OF BUSINESS
IDEXX Distribution, Inc.
Westbrook, ME
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 items will be funded from Medical Supplies account 340001.6336. Requisitions will be entered on
an as-needed basis. The budgeted amount for this item is $300,000. 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: Monica Benavides, 940-349-7598.
Legal point of contact: Marcella Lunn at 940-349-8333.