Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: October 21, 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 Texas Packer + Loader Sales, Inc., for the purchase
and repairs of Petersen Brush Trucks and repairs for New Way Refuse Bodies for the Fleet Services
Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 8815 –
awarded to Texas Packer + Loader Sales, Inc., for three (3) years, with the option for two (2) additional one
(1) year extensions, in the total five (5) year not-to-exceed amount of $3,444,000.00). The Public Utilities
Board recommends approval (6 - 0).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The proposed contract with Texas Packer + Loader Sales, Inc. will support the Fleet Services Department
in maintaining, repairing, and acquiring Petersen Refuse Bodies as well as service to NewWay bodies,
which are essential for Solid Waste and Recycling operations. Texas Packer + Loader Sales, Inc., as a
certified warranty center, can perform repairs and replacements under manufacturers’ extended warranties,
reducing repair costs while ensuring high-quality standards. This partnership minimizes downtime and
ensures uninterrupted delivery of critical public services, addressing the increasing complexity and demands
of the City’s growing fleet.
The contract leverages historical spending trends and projects future maintenance and repair needs to secure
timely access to parts, maintenance, and repair services. Texas Pack + Load’s expertise, combined with
their pick-up and delivery services, reduces the burden on City staff while enhancing fleet readiness. This
forward-thinking approach enables the City to meet its operational needs efficiently, ensuring services
remain reliable and responsive as demand grows.
Approving this contract positions Fleet Services to handle future challenges while maintaining cost
efficiency and sustainability. By reducing repair delays, leveraging warranty coverage, and extending the
lifecycle of critical assets, the partnership with Texas Pack + Load strengthens the City’s ability to deliver
essential services. This agreement aligns with the City’s operational goals, ensuring reliable fleet
performance and the uninterrupted support of vital community services.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
The contract value is based on historical fleet maintenance and acquisition 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 Year 1 Year 2 Year 3 Year 4 Year 5 Total
Asset Additions $- $- $330,000 $- $350,000 $680,000
Asset Replacements 310,000 - - 680,000 350,000 1,340,000
Repair Services 240,000 250,000 250,000 260,000 260,000 1,260,000
Sub Total $550,000 $250,000 $580,000 $940,000 $960,000 $3,280,000
Contingency 27,500 12,500 29,000 47,000 48,000 164,000
Total $577,500 $262,500 $609,000 $987,000 $1,008,000 $3,444,000
Request for Proposals was sent to 138 prospective suppliers, including seven (7) 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 experience, qualifications, and probable performance, cost proposal, and compliance with
the scope of work specifications. Best and Final Offer (BAFO) was requested from the firm. The department
is awarding the contract to Texas Packer + Loader Sales, Inc.
NIGP Code Used for Solicitation: 065 - Automotive and Trailer Bodies,
Body Accessories, and Parts
Notifications sent for Solicitation sent in IonWave: 138
Number of Suppliers that viewed Solicitation in IonWave: 16
HUB-Historically Underutilized Business Invitations sent out: 13
SBE-Small Business Enterprise Invitations sent out: 51
Responses from Solicitation: 1
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On October 13, 2025, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract with Texas Packer + Loader Sales, Inc., for the purchase and repairs of Petersen Brush
Trucks and repairs for New Way Refuse Bodies for the Fleet Services Department, in a three (3) year, with
the option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of
$3,444,000.
PRINCIPAL PLACE OF BUSINESS
Texas Packer + Loader Sales, Inc.
San Antonio, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1)
year periods, 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 $40,000. 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: 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.