Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: April 15, 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 T&W Tire, L.L.C., as the primary vendor, Southern Tire Mart, LLC, as the secondary vendor, and Dwayne Waters, Inc. dba Briscoe Alignment and Tire, as the tertiary vendor, for the purchase and repairs of wheels and tires for heavy-duty vehicles and equipment for
the Fleet Services Department; providing for the expenditure of funds therefor; and providing an effective
date (RFP 8733 – awarded to T&W Tire, L.L.C., Southern Tire Mart, LLC, and Dwayne Waters, Inc. dba Briscoe Alignment and Tire, for one (1) year, with the option for an additional four (4) one (1) year extensions, in the total five (5) year total not-to-exceed amount of $590,137.00).
STRATEGIC ALIGNMENT This action supports Key Focus Area: Enhance Infrastructure and Mobility. INFORMATION/BACKGROUND
The City of Denton Fleet Services Department is establishing a contract for the procurement, maintenance, and repair of tires and wheels for its heavy-duty vehicle and equipment fleet, which consists of over 400 assets. Reliable tire and wheel maintenance is essential to keeping city operations running efficiently, particularly in supporting critical services such as solid waste collection, emergency response, and public
works. Proper tire pressure maintenance, timely flat repairs, and routine tire rotations help maximize the
lifespan of tires, ensuring the fleet remains operational with minimal disruptions. Given the specialized equipment, safety risks, and expertise required for heavy-duty tire repairs and replacements, Fleet Services has determined that outsourcing these services to qualified providers is the
most effective solution. The contract will cover on-site flat repairs, tire replacements, dismounting and
mounting of various tire sizes, heavy-duty tire rotations, and the supply of essential components such as valve stems, tubes, and tire plugs. Additionally, contracted providers will conduct periodic fleet tire inspections to identify potential issues before they impact operations.
This contract is structured to enhance service efficiency by ensuring rapid response times, 24/7 availability
for emergency repairs, and high-quality maintenance that extends the lifespan of fleet assets. By securing a reliable tire service provider, the City of Denton will reduce downtime, improve fleet safety, and maintain uninterrupted delivery of essential public services, including solid waste collection and infrastructure maintenance.
City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com
The contract value is based on historical fleet maintenance expenditures while accounting for future growth and service demands. By securing this agreement, the City ensures cost stability, reliable parts availability,
and uninterrupted service delivery. This partnership supports the efficiency of Fleet Services, reinforces
fiscal responsibility, and strengthens the City's ability to maintain a safe and dependable vehicle and equipment fleet. Estimated Contract Expenses
Category FY 24/25 FY 25/26 FY 26/27 FY 27/28 FY 28/29 Total
Tire Replacements $40,000 $84,000 $86,520 $89,116 $91,789 $391,425
Repair Services 20,000 36,000 37,080 38,192 39,338 170,611
Sub Total $60,000 $120,000 $123,600 $127,308 $131,127 $562,035
Contingency 5% 3,000 6,000 6,180 6,365 6,556 28,102
Total $63,000 $126,000 $129,780 $133,673 $137,684 $590,137
Vendor Award*
T&W Tire LLC Primary
Southern Tire Mart LLC Secondary
Briscoe Alignment and Tire Tertiary
*If the Primary contractor fails to provide a suitable service for the specifications requested, then the Secondary contractor will be contacted. If the Secondary contractor fails to provide suitable service, the tertiary will be contacted. The primary vendor selected has higher service and repair rates than secondary and tertiary vendors, reflecting their capacity to efficiently perform the required services with the necessary equipment and expertise. Due to the larger, heavy-duty equipment in use, this vendor is best positioned to reduce downtime
and complete repairs effectively. Their well-equipped fleet and specialized capabilities help ensure timely project completion. Lower-cost vendors may have limitations that lead to inefficiencies or potential disruptions. The investment in this vendor supports reliable performance, operational efficiency, and long-term cost management.
Below is the information T&W Tire LLC 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
Service Technician 7 $22.00 - $31.00
Mechanics 5 $24.00 - $45.00 Below is the information Southern Tire Mart LLC 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
Mobile Service Tech 13 $18.00 - $35.00
Below is the information Briscoe Alignment and Tire 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
Service Truck Driver 3 $8.00 - $10.50 + 15-20% commission
Alignment Operator 1 $23.85 + 15-21% commission
Shop Technicians 6 $8.00 - $23.85 + 15-21% commission
Request for Proposals was sent to 468 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. Three (3) 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 Offer (BAFO) was requested from all firms.
NIGP Code Used for Solicitation:
863 - Tires & Tubes (Incl. Recapped/Retreaded Tires) & 968 - (Service Only) - Public Works & Related Services
Notifications sent for Solicitation sent in IonWave: 468 Number of Suppliers that viewed Solicitation in IonWave: 10
HUB-Historically Underutilized Business Invitations sent out: 49
SBE-Small Business Enterprise Invitations sent out: 155 Responses from Solicitation: 3
RECOMMENDATION Award a contract to T&W Tire, L.L.C. as the primary vendor, Southern Tire Mart, LLC, as the secondary vendor, and Dwayne Waters, Inc. dba Briscoe Alignment and Tire, as the tertiary vendor, for the purchase
and repairs of wheels and tires for heavy-duty vehicles and equipment for the Fleet Services Department, in a 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 $590,137. PRINCIPAL PLACE OF BUSINESS T&W Tire LLC Lancaster, TX Southern Tire Mart LLC
Columbia, TX Dwayne Waters, Inc. dba Briscoe Alignment and Tire Denton, TX ESTIMATED SCHEDULE OF PROJECT This is an initial one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year term, with all terms and conditions remaining the same. FISCAL INFORMATION These products and services will be funded through Capital Fund accounts. Requisitions will be entered on an as-needed basis. The budgeted amount for this item is $590,137. 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 Contracts
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.