Exhibit 1 - Agenda Information SheetCity of Denton
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: February 18, 2025
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 C&C Environmental Services, Inc., for the
installation of new filter media and to perform inspections of all filters for underdrain systems 1 through 3,
and 5 through 15 at the Lake Lewisville Water Treatment Plant for the Water Production Department;
providing for the expenditure of funds therefor; and providing an effective date (RFP 8698 – awarded to
C&C Environmental Services, Inc., in the not-to-exceed amount of $1,500,000.00). The Public Utilities
Board recommends approval (6 - 0).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The Water Production Treatment Facilities utilize large filters to clean and produce high quality water as a
key part of the treatment process. Filters typically are constructed of a box-like structure, containing sand,
granular activated carbon (GAC), and an underdrain. The media acts as a barrier against suspended particles
in the water, and the underdrain serves to collect the filtered water for the next process.
The Lake Lewisville Water Treatment Plant (LLWTP) recently advertised a request for a proposal for a
vendor to perform the installation of new filter media and to perform inspections of the underdrain systems
for all filters, except filters number 4 and 16. The LLWTP has 16 filters and during the higher demand of
the summer months, all filters need to be available to operate so the repair of this filter during the lower
demand of the winter months is the best time for this work. In 2023, Filter #4 was placed out of service due
to turbidity issues and media loss. After a representative of the underdrain system inspected the filter, it was
determined that at least one of the filter's lateral gaskets had failed which caused the loss of the filter media.
Considering the age of the filter media, quality control tests were performed recommending replacement
with new media coinciding with the underdrain system repair. In 2024, filter #16 experienced the same
issue while the repair of filter #4 was ongoing. Due to the higher demand in the summer, the repair was
deemed critical, and a Declaration of Emergency was issued to repair the underdrain system and replace the
media.
Without action, the treatment plant will have a significant reduction in maximum treatment if another filter
or more is placed out of service due to failure. After consideration of the two filter occurrences of failure
within the same year of each other extensive control tests on the existing media particles were performed
on all filters recommending replacement with new media while performing underdrain system inspections
from the underdrain manufacturer.
Service/Materials Cost Each Quantity Total
Removal, filter floor repair, and re-installation of underdrains. $30,500 14 $427,000
AWI Site Visits, Inspections, and Reports 8,300 14 116,200
New filter media and installation 57,900 14 810,600
Contingency 146,200
Total: $1,500,000
Request for Proposals was sent to 537 prospective suppliers, including eighteen 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 delivery, compliance with specifications, probable
performance, and price. Best and Final Offers (BAFO) were requested from all firms. Based upon this
evaluation, C&C Environmental Services, Inc. was ranked the highest and determined to be the best value
for the City.
NIGP Code Used for Solicitation:
936-(Service Only)-Equipment
Maintenance and Repair Services for
General Equipment & 968-(Service
Only)-Public Works and Related
Services
Notifications sent for Solicitation sent in IonWave: 537
Number of Suppliers that viewed Solicitation in IonWave: 17
HUB-Historically Underutilized Business Invitations sent out: 61
SBE-Small Business Enterprise Invitations sent out: 170
Responses from Solicitation: 2
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 10, 2025, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract to C&C Environmental Services, Inc., for the installation of new filter media and to
perform inspections of all filters for underdrain systems 1 through 3, and 5 through 15 at the Lake Lewisville
Water Treatment Plant for the Water Production Department, in the not-to-exceed amount of $1,500,000.
PRINCIPAL PLACE OF BUSINESS
C&C Environmental Services, Inc.
Portsmouth, OH
ESTIMATED SCHEDULE OF PROJECT
This project will be started upon approval and shall remain effective for a period that may reasonably be
required for the completion of the project.
FISCAL INFORMATION
These services will be funded from a combination of the accounts listed below:
LLWTP Filter Media Replacement 630554523.1365.40100 $1,020,000.00
LLWTP Filter Media Replacement 630554517.1365.40100 $338,000.00
Requisition #169060 has been entered into the Purchasing software system in the amount of $1,353,800.
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: Trever Heskett, 940-349-7627.
Legal point of contact: Marcella Lunn at 940-349-8333.