Exhibit 1 - Agenda Information Sheet - Texas Electric CooperativesCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: December 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 Texas Electric Cooperatives, Inc., for the supply
of electric meters and equipment for Section B – Photovoltaic Meters, Section C – Secondary Instrument
Rated Transformers, and Section D – Primary Instrument Rated Transformers for Denton Municipal
Electric; providing for the expenditure of funds therefor; and providing an effective date (IFB 8641 –
awarded to Texas Electric Cooperatives, Inc., for three (3) years, with the option for two (2) additional one
(1) year extensions, in the total five (5) year not-to-exceed amount of $924,000.00). The Public Utilities
Board recommends approval (5 - 0).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The City has over 57,700 electric meters and that number is continuing to grow with population increase.
Having a contract in place helps to keep the cost of meters and metering equipment at a set agreed upon
price and helps to ensure the City avoids costly markups that could occur outside of a contract to these
prices. The previous contract for electric meters and equipment was awarded in FY 2021-24 for three (3)
years, which has now been closed out. An invitation for bid, IFB 8641, began advertising on August 18,
2024, and proposals were due on September 4, 2024. IFB 8641 requested bids by section for the following
equipment:
Section A: Electric meters with the Trilliant AMI board;
Section B: Electric meter sockets;
Section C: Secondary instrument rated transformers;
Section D: Primary instrument rated transformers; and
Section E: Trilliant secure mesh AMI equipment.
Each year of the contract has a 3% increase in the amount to account for price increases and growth of the
city. A contingency has been put in place for increases in pricing or quantities that could exceed the yearly
increases.
Year 1 Year 2 Year 3 Year 4 Year 5 Contingency Total
$165,578.00 $170,545.34 $175,661.70 $180,931.55 $186,359.50 $44,923.91 $924,000.00
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Invitation for Bids was sent to 390 prospective suppliers of this item, including 11 Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download, and
advertised in the local newspaper. Six (6) bids meeting specifications were received. The lowest bid for
Sections B, C, and D were received by Texas Electric Cooperatives, Inc.
NIGP Code Used for Solicitation:
285 - Electrical Equipment and
Supplies (Except Cable and Wire)
Notifications sent for Solicitation sent in IonWave: 390
Number of Suppliers that viewed Solicitation in IonWave: 32
HUB-Historically Underutilized Business Invitations sent out: 40
SBE-Small Business Enterprise Invitations sent out: 160
Responses from Solicitation: 6
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On December 9, 2024, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract with Texas Electric Cooperatives, Inc., for the supply of electric meters and equipment
for Section B – Photovolatic Meters, Section C – Secondary Instrument Rated Transformers, and Section
D – Primary Instrument Rated Transformers for Denton Municipal Electric, in a three (3) year, with the
option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of
$924,000.
PRINCIPAL PLACE OF BUSINESS
Texas Electric Cooperatives, Inc.
Georgetown, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1)
year periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
Funding for the electric meters and equipment was approved as part of the Electric Metering Division’s
Capital Improvement Projects (CIP) budget account numbers 605387500 (Three Phase Meter), 605388500
(Single Phase Meter), 605389500 (Instrument Rated Equipment), and 605390500 (AMI & WAN
Equipment). Requisitions will be entered on an as-needed basis. The budgeted amount for this item is
$924,000.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Bid Tabulation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Brandon Hamby, 940-349-7645.
Legal point of contact: Marcella Lunn at 940-349-8333.