Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: June 3, 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 Entech Sales and Service, LLC, through the Buy
Board Cooperative Purchasing Network Contract No. 733-24, for the maintenance, repair, inspection, and
replacement of AAON, Seresco, LG, and Johnson Controls, heating, ventilation, and air conditioning
(HVAC) units for various City buildings for the Facilities Management Department; providing for the
expenditure of funds therefor; and providing an effective date (File 8835 – awarded to Entech Sales and
Service, LLC, 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 $2,486,268.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The proposed contract encompasses comprehensive maintenance, repair, inspection, and replacement
services specifically for AAON, Seresco, LG, and Johnson Controls HVAC systems. These HVAC systems
are specialized and mandate proprietary training, exclusive software access, and specialized tools to ensure
proper handling and functionality. These units are utilized at the various City locations, including the Police
Substation and Natatorium.
On October 16, 2023, City Council approved a contract with Texas Air Systems for these services
(Ordinance 23-1935). Unfortunately, Texas Air Systems has been unable to meet the service expectations
or demand.
Non-proprietary HVAC units at other City facilities are serviced by either licensed staff within the
department or through an existing supplemental contract (Ordinance 23-1931). This approach ensures that
all maintenance, repair, inspection, and replacement tasks are executed by appropriately trained and
equipped personnel, maintaining the highest standards of service quality, system functionality, and best
value for the City. This arrangement ensures that all HVAC systems, regardless of their location, receive
appropriate and timely service.
Based on historical spending and future projections, the recommended not-to-exceed amount of this
contract is $2,486,268. This budget allocation is designed to cover the entire duration of the proposed three-
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215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
year contract period, providing a financial framework for the required services to be executed efficiently
and effectively.
Estimated Contract Expenses
Category Year 1 Year 2 Year 3 Year 4 Year 5 Total
Replacement $336,000 $346,080 $356,462 $367,156 $378,171 $1,783,869
Repairs & Inspections 110,000 113,300 116,699 120,200 123,806 584,005
Sub Total $446,000 $459,380 $473,161 $487,356 $501,977 $2,367,874
Contingency 23,678.8 23,678.8 23,678.8 23,678.8 23,678.8 118,394
Total $469,679 $483,059 $496,840 $511,035 $525,656 $2,486,268
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 Entech Sales and Service, LLC, for the maintenance, repair, inspection, and
replacement of AAON, Seresco, LG, and Johnson Controls heating, ventilation, and air conditioning units,
for various City buildings for the Facilities Management Department, 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 $2,486,268.
PRINCIPAL PLACE OF BUSINESS
Entech Sales & Service, LLC
Dallas, 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. This Buy Board contract expires on March 31,
2027.
FISCAL INFORMATION
These services will be funded from Facilities Maintenance Outside Contract Services account 880200.6545.
Requisitions will be entered into the Purchasing software system on an as-needed basis. HVAC
replacements will be funded from the capital budget. The budgeted amount for this item is $2,486,268.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: 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.