Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: September 16, 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 Ray McCain Services Inc., for overhead door and
gate services for the Facilities Management Department; providing for the expenditure of funds therefor;
and providing an effective date (RFP 8859 – awarded to Ray McCain Services Inc., 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
$1,511,831.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The City of Denton Facilities Management Department is establishing a new service contract dedicated to
the service, repair, replacement, and maintenance of overhead doors and gates. Within the City of Denton,
there are dozens of departmental overhead doors and gates distributed across various departments, each
playing a critical role. Overhead doors and gates provide security by acting as physical barriers that deter
unauthorized access and protect against potential intrusions. They are designed with durable materials to
withstand tampering, ensuring the safety of people, property, and assets within the premises. Modern
systems often incorporate advanced locking mechanisms, remote access controls, and surveillance
integration, enhancing their effectiveness in safeguarding against theft or vandalism. By controlling entry
points, they offer a reliable layer of protection, ensuring restricted access and maintaining a secure
environment.
Overhead doors and gates play a crucial role in supporting fire departments by enabling quick and efficient
access during emergencies. These doors are designed to open rapidly, allowing fire trucks and emergency
vehicles to exit the station without delay, which is vital when every second counts. Overhead doors can also
be integrated with automated systems, enhancing reliability and minimizing response times. Properly
maintained doors ensure seamless functionality, contributing to fire department operations' overall
efficiency and safety.
Given the crucial role that overhead doors and gates play, it is imperative to maintain them in optimal
working condition. This contract encompasses the preventative maintenance of all overhead doors and gates
owned by the City of Denton. The preventative maintenance program aims to address potential issues before
they escalate into catastrophic failures. Regular maintenance will help identify and rectify minor problems
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
early on, thereby extending the lifespan of the components, enhancing their efficiency, and reducing the
likelihood of unexpected breakdowns. This proactive approach not only helps in preventing early failures
but also contributes to cost savings by avoiding expensive emergency repairs and downtime.
In summary, the proposed contract for repairing, replacing, and maintaining overhead doors and gates is a
vital measure to ensure the smooth and uninterrupted operation of the city's essential services.
Estimated Contract Expenses
Category FY 25-26 FY 26-27 FY 27-28 FY 28-29 FY 29-30 Total
New Equipment $195,000 $200,850 $206,876 $213,082 $219,474 $1,035,282
Repairs & PMs 76,200 78,486 80,841 83,266 85,764 404,557
Sub Total $271,200 $279,336 $287,717 $296,348 $305,238 $1,439,839
Contingency 5% 71,992
Total $1,511,831
Request for Proposals was sent to 510 prospective suppliers, including 46 Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. One (1) proposal was received, and references were checked to ensure the vendor
can provide the services requested in the Scope of Work. The proposal was evaluated based upon published
criteria, including compliance with specifications, probable performance, and price. Best and Final Offer
(BAFO) was requested from the firm. The department is awarding the contract to Ray McCain Services
Inc.
NIGP Code Used for Solicitation:
910 - (Service Only) - Building
Maintenance, Installation & Repair
Services
Notifications sent for Solicitation sent in IonWave: 510
Number of Suppliers that viewed Solicitation in IonWave: 29
HUB-Historically Underutilized Business Invitations sent out: 86
SBE-Small Business Enterprise Invitations sent out: 196
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with Ray McCain Services Inc., for overhead door and gate services for the Facilities
Management 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 $1,511,831.
PRINCIPAL PLACE OF BUSINESS
Ray McCain Services Inc.
Krum, 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.
FISCAL INFORMATION
These services will be funded from Operating account 880200.6545. Requisitions will be
entered on an as-needed basis. The budgeted amount for this item is $1,511,831.
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: David Moore, 940-349-7247.
Legal point of contact: Marcella Lunn at 940-349-8333.