Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: December 2, 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 T & W Tire, L.L.C., for the purchase and repairs
of wheels and tires for light-medium duty vehicles and equipment for the Fleet Services Department;
providing for the expenditure of funds therefor; and providing an effective date (RFP 8908 – awarded to T
& W Tire, L.L.C., 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 $378,303.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The City of Denton Fleet Services Department is establishing a contract for the procurement, maintenance,
and repair of tires and wheels for its light-medium duty vehicle and equipment fleet, which consists of over
900 assets. Reliable tire and wheel maintenance is crucial for maintaining efficient city operations,
particularly in supporting critical services such as emergency response, parks and recreation, public works,
and internal City services. Proper tire pressure maintenance, timely flat repairs, and routine tire rotations
help maximize the lifespan of tires, ensuring the fleet remains operational with minimal disruptions.
Given the specialized equipment, safety risks, and expertise required for light-medium duty tire repairs and
replacements, Fleet Services has determined that outsourcing these services to a qualified provider is the
most effective solution. The contract will cover on-site flat repairs, tire replacements, dismounting and
mounting of various tire sizes, light-medium duty tire rotations, and the supply of essential components
such as valve stems, tubes, and tire plugs. Additionally, the contracted provider will conduct periodic fleet
tire inspections to identify potential issues before they impact operations.
This contract is structured to enhance service efficiency by ensuring rapid response times, 24/7 availability
for emergency repairs, and high-quality maintenance that extends the lifespan of fleet assets. By securing a
reliable tire service provider, the City of Denton will reduce downtime, improve fleet safety, and maintain
uninterrupted delivery of essential public services, including public safety operations, parks and recreation,
and public works.
The contract value is based on historical fleet maintenance expenditures while accounting for future growth
and service demands. By securing this agreement, the City ensures cost stability, reliable parts availability,
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
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 FY 25/26 FY 26/27 FY 27/28 FY 28/29 FY 29/30 Total
Tire Replacements $10,000 $10,000 $10,000 $10,000 $10,000 $50,000
Repair Services 52,651 57,036 61,729 66,750 72,123 310,289
Sub Total $62,651 $67,036 $71,729 $76,750 $82,123 $360,289
Contingency 3,133 3,352 3,586 3,838 4,106 18,014
Total $65,784 $70,388 $75,315 $80,588 $86,229 $378,303
Request for Proposals was sent to 36 prospective suppliers, including two (2) Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. Two (2) proposals were received, references were checked, and proposals were
evaluated based upon published criteria, including compliance with specifications, experience,
qualifications, performance, and price. Best and Final Offers (BAFO) were requested from the top firm.
Based upon this evaluation, T & W Tire, L.L.C. was ranked the highest and determined to be the best value
for the City.
NIGP Code Used for Solicitation: 863 - Tires and Tubes (Incl.
Recapped/Retreaded Tires)
Notifications sent for Solicitation sent in IonWave: 36
Number of Suppliers that viewed Solicitation in IonWave: 21
HUB-Historically Underutilized Business Invitations sent out: 10
SBE-Small Business Enterprise Invitations sent out: 27
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with T & W Tire, L.L.C., for the purchase and repairs of wheels and tires for light-medium
duty vehicles and 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 $378,303.
PRINCIPAL PLACE OF BUSINESS
T & W Tire, L.L.C.
Lancaster, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year, with the option for four (4) additional one (1) year extensions, in a total five
(5) year term, with all terms and conditions remaining the same.
FISCAL INFORMATION
These products and services will be funded through Fleet Operations accounts. Requisitions will be entered
on an as-needed basis. The budgeted amount for this item is $378,303. 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: Pricing Evaluation
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.