Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: May 20, 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 Professional Turf Products, Limited Partnership, through the Buy
Board Cooperative Network Contract Nos. 705-23 and 706-23, for authorized repair services, purchases, and
rentals of Toro Commercial Products and construction equipment for the Fleet Services Department; providing
for the expenditure of funds therefor; and providing an effective date (File 8813 – awarded Professional Turf
Products, Limited Partnership, for 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 $966,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The proposed contract will be utilized by the Fleet Services Department to repair, procure, and maintain Toro
Commercial Products for use by the Parks and Recreation Department. These products are essential for the
upkeep and management of ballparks and other associated recreational spaces. The City’s current inventory
includes seventeen (17) Toro Commercial Products, which are actively used for turf maintenance, landscaping,
and related activities across various recreational facilities. As departmental needs evolve and new fleet
additions are approved through the Capital Improvement Budget, this inventory may expand. Examples of
equipment to be acquired include mowers, aerators, graders, and utility vehicles, which will primarily support
the maintenance of fields, landscaped areas, and recreational grounds to ensure they remain in excellent
condition for public use.
Establishing this contract to repair, procure, and maintain Toro Commercial Products emphasizes the
importance of minimizing downtime for essential equipment and ensuring operational efficiency. This
agreement underpins uninterrupted service delivery, which is critical for maintaining the City’s recreational
facilities and providing high-quality public spaces for community enjoyment.
The asset replacement projections are determined through a combination of asset lifecycle analysis, operational
demands, and budget considerations. Fleet Services utilizes a 15-point maintenance system to track the age,
usage, and maintenance history of assets to identify when replacements are necessary to maintain a cost-
efficient and safe fleet. Additions are based on projected department growth, service expansions, or new
City Hall
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Denton, Texas
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operational requirements that necessitate increased fleet capacity. The contract value is based on historical
spending levels and includes estimates for future assets and services.
Estimated Contract Expenses
Category FY 24/25 FY 25/26 FY 26/27 FY 27/28 FY 28/29 Total
Asset Additions $70,000 $70,000 $40,000 $80,000 $80,000 $340,000
Asset Replacements 0 140,000 140,000 150,000 80,000 510,000
Repair Services 30,000 10,000 10,000 10,000 10,000 70,000
Sub Total $100,000 $220,000 $190,000 $240,000 $170,000 $920,000
Contingency 5% 5,000 11,000 9,500 12,000 8,500 46,000
Total $105,000 $231,000 $199,500 $252,000 $178,500 $966,000
Pricing obtained through the Buy Board Cooperative Purchasing Network has been competitively bid and
meets the statutory requirements of Texas Local Government Code 271.102.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 1, 2005, City Council approved the interlocal agreement with the Buy Board Cooperative
Purchasing Network (Ordinance 2005-034).
RECOMMENDATION
Award a contract with Professional Turf Products, Limited Partnership, for authorized repair services,
purchases, and rentals of Toro Commercial Products and construction 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 $966,000.
PRINCIPAL PLACE OF BUSINESS
Professional Tuft Products, Limited Partnership
Euless, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same. Buy Board contracts 705-23 and 706-23 expire on
May 31, 2026.
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 $966,000. 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: Cooperative Pricing
Exhibit 3: Ordinance and Contract
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.