Exhibit 1 - Agenda Information Sheet - Amend 1City of Denton
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AGENDA INFORMATION SHEET DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: May 6, 2025 SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the approval of a first amendment to a contract between the City of Denton and Ray McCain Services Inc., amending the contract approved by City Council on June 7, 2022, in the not-to-exceed amount of $750,000.00; said first amendment to continue to provide overhead door and gate services for the
Facilities Management Department; providing for the expenditure of funds therefor; and providing an
effective date (RFP 7951 – providing for an additional first amendment expenditure amount not-to-exceed $187,500.00, with the total contract amount not-to-exceed $937,500.00). STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility. INFORMATION/BACKGROUND
In June of 2022, Ray McCain Services Inc. was awarded the contract for automatic gate and overhead door
services, which included the repair, replacement, maintenance, and installation of automatic gates and overhead doors at City facilities and properties. These facilities include but are not limited to the Airport, Animal Services, Facilities Management, Fire Stations, and the Service Center, as well as DME, Solid Waste, Water, and Wastewater locations. Ensuring the proper operation of these automatic gates and
overhead doors is critical to maintaining the security of these facilities, protecting City assets, and using
resources efficiently. The contract funds have been exhausted faster than anticipated due to the addition of new facilities requiring service during the contract period, such as Police Substation and Fire Station No. 9. As the contract
approaches the spending limit approved by the City Council, Facilities Management is requesting additional
funds to continue these essential services. Additionally, Facilities Management will secure a new contract to ensure uninterrupted maintenance and repair of automatic gates and overhead doors at City facilities. PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On June 7, 2022, City Council approved a contract with Ray McCain Services Inc., in the not-to-exceed amount of $750,000 (Ordinance 22-1151).
City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com
RECOMMENDATION
Award Amendment No. 1 with Ray McCain Services Inc., to continue to provide overhead door and gate
services for the Facilities Management Department, in a not-to-exceed amount of $187,500, for a total amended contract amount of $937,500. PRINCIPAL PLACE OF BUSINESS
Ray McCain Services Inc. Krum, TX ESTIMATED SCHEDULE OF PROJECT
This contract expires on June 7, 2027. FISCAL INFORMATION
These services will be funded from the Facilities Management Operating budget 880200.6545. Requisitions
will be entered into the Purchasing software system on an as-needed basis. The total amended amount of this contract is $937,500. 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: Original Ordinance and Contract Exhibit 3: Ordinance and Amendment 1
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.