Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: March 4, 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 Stovall Commercial Contractors, L.L.C., for the
maintenance and repair of the City of Denton’s fuel stations for the Fleet Services Department; providing
for the expenditure of funds therefor; and providing an effective date (RFP 8683 – awarded to Stovall
Commercial Contractors, L.L.C., for three (3) years, with the option for two (2) additional one (1) year
extensions, in the total five (5) years not-to-exceed amount of $525,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The proposed contract with Stovall Commercial Contractors, L.L.C. was solicited through a Request for
Proposal (RFP) and is intended to support the Fleet Services Department in maintaining and repairing the
City of Denton’s fuel stations as needed. Currently, the City operates two fuel stations located at 1251 South
Mayhill Road and 804 Texas Street. From the Fleet Operations and Fuel Card Administration Audit
conducted in 2023, it was recommended to expand City owned fuel stations to support City operations and
reduce the use of retail fueling locations. The City is currently developing a third fuel station at 1401
Vintage Blvd, which will increase the maintenance demand on Fleet Services. The new fuel station is
scheduled to be operational approximately April 30, 2025. This contract is designed to address not only
routine preventative maintenance, repairs, and servicing but also to ensure timely response to unforeseen
emergency repairs and adhere to all Texas Commission on Environmental Quality (TCEQ) requirements.
These measures are essential to maintaining the continuous functionality and reliability of these critical
fueling facilities.
The City of Denton’s fuel stations are the primary source of fuel for a diverse fleet of vehicles and
equipment, including emergency response vehicles such as police, fire, and public works units. These
vehicles play a pivotal role in safeguarding public safety and maintaining essential City services. As such,
the uninterrupted operation of these fuel stations is crucial for ensuring the availability and readiness of
emergency resources, especially during high-demand situations such as severe weather events, public
emergencies, or large-scale municipal projects.
By securing this contract, the City of Denton aims to maintain high levels of service reliability, operational
readiness, and regulatory compliance, while supporting the growing demands of the City’s fleet and
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
infrastructure. This proactive approach will ensure that the fuel stations not only meet current operational
requirements but are also well-positioned to handle future growth.
Estimated Contract Expenses
Category FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Total
TCEQ Inspections $10,000 $10,000 $10,000 $10,000 $10,000 $50,000
Preventative Maintenance 70,000 70,000 70,000 70,000 70,000 $350,000
Repair Services 20,000 20,000 20,000 20,000 20,000 $100,000
Sub Total $100,000 $100,000 $100,000 $100,000 $100,000 $500,000
Contingency 5% 5,000 5,000 5,000 5,000 5,000 25,000
Total $105,000 $105,000 $105,000 $105,000 $105,000 $525,000
Request for Proposals was sent to 469 prospective suppliers, including 22 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 price, schedule, compliance with specifications, and
probable performance. Best and Final Offers (BAFO) were requested from both firms. Based upon this
evaluation, Stovall Commercial Contractors, L.L.C. was ranked the highest and determined to be the best
value for the City.
NIGP Code Used for Solicitation:
928-(Service Only)-Equipment
Maintenance and Repair Services for
Automobiles, Trucks, Trailers, Transit
Buses and Other Vehicles & 958-
(Service Only)-Management Services
Notifications sent for Solicitation sent in IonWave: 469
Number of Suppliers that viewed Solicitation in IonWave: 8
HUB-Historically Underutilized Business Invitations sent out: 58
SBE-Small Business Enterprise Invitations sent out: 194
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with Stovall Commercial Contractors, L.L.C., for the maintenance and repair of the City
of Denton’s fuel stations for the Fleet Services Department, in a three (3) year, with the option for two (2)
additional one (1) year extensions, in the total five (5) years not-to-exceed amount of $525,000.
PRINCIPAL PLACE OF BUSINESS
Stovall Commercial Contractors, L.L.C
Kennedale, 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. Delivery of services will be continuous
throughout the duration of the contract.
FISCAL INFORMATION
Repair services will be funded through Fleet Services operating budget 820100.7879. Equipment purchases
will be funded through the Capital Improvement Budget. Requisitions will be entered on an as-needed basis.
The budgeted amount for this item is $525,000. 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: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Tom Gramer, 940-349-7200.
Legal point of contact: Marcella Lunn at 940-349-8333.