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HomeMy WebLinkAboutExhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Christine Taylor DATE: March 24, 2026 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 RT Solutions Group LLC., for uninterrupted power supply services for various city buildings for the Facilities Management Department, providing for the expenditure of funds therefor; and providing an effective date (RFP 8960 – awarded to RT Solutions Group LLC., for one (1) year, with the option for four (4) additional one (1) year extensions, in total five (5) year not-to-exceed amount of $2,123,920.00). STRATEGIC ALIGNMENT This action supports the Key Focus Area: Enhance Infrastructure and Mobility. INFORMATION/BACKGROUND Facilities Management oversees essential infrastructure, including Uninterrupted Power Supplies (UPS), which provide backup power to critical systems such as fire suppression equipment, emergency lighting, and electrical distribution networks. These systems ensure operational continuity during power fluctuations or outages, preventing disruptions in key municipal facilities such as government offices, emergency response centers, and public utilities. Reliable operation of UPS units is fundamental to maintaining safety, efficiency, and service delivery across the city. Due to deferred maintenance and the aging of critical components, several UPS units are exhibiting signs of performance degradation. In November 2023, assessments conducted by facility engineers identified an increased risk of failures, emphasizing the need for proactive intervention. Without timely maintenance and component replacements, these units may struggle to provide consistent backup power, leaving essential systems vulnerable to electrical disturbances and unexpected power loss. Addressing these concerns now mitigates long-term risks and ensures uninterrupted operations. Regular upkeep—including battery replacements, circuit evaluations, and load testing—will ensure system reliability, enhance energy efficiency, and prevent costly emergency repairs. If preventative maintenance is not carried out, the likelihood of equipment failure will increase, potentially resulting in operational inefficiencies, disruptions to municipal services, and financial burdens associated with reactive maintenance and emergency equipment replacements. By proactively addressing these maintenance needs, Facilities Management ensures the continued resilience of essential infrastructure, supporting the city’s ability to operate without interruption. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com The contract amount is based on past spending at City properties, focusing on Uninterrupted Power Supply systems. It includes costs for backup power, batteries, and system reliability. Future estimates also look at current power setups, how facilities may be used differently, and planned improvements like stronger power systems and smarter energy controls. The cost supports the City’s goal of keeping services running during outages and improving energy reliability. ESTIMATED CONTRACTED EXPENSES FY25-26 FY 26-27 FY 27-28 FY28-29 FY 29-30 Total Maintenance and repairs $111,000 $114,330 $117,760 $121,293 $124,931 $583,314 Replacement/Additions 270,000 278,100 286,443 295,036 303,887 1,433,466 Sub Total $381,000 $392,430 $404,203 $416,329 $428,818 $2,022,780 Contingency 19,050 19,622 20,210 20,816 21,442 101,140 Total $400,050 $412,052 $424,413 $437,145 $450,260 $2,123,920 Request for Proposals was sent to 408 prospective suppliers, including 11 Denton firms. In addition, specifications were placed on the Procurement website for prospective suppliers to download and advertised in the local newspaper. Three (3) proposals were received, references were checked, and proposals were evaluated based upon published criteria, including price, compliance with specifications, and probable performance. Best and Final Offers (BAFO) were requested from the top firm. Based upon this evaluation, RT Solutions Group LLC. was ranked the highest and determined to be the best value for the City. NIGP Code Used for Solicitation: 207 - Computer Accessories & Supplies Notifications sent for Solicitation sent in IonWave: 408 Number of Suppliers that viewed Solicitation in IonWave: 26 HUB-Historically Underutilized Business Invitations sent out: 83 SBE-Small Business Enterprise Invitations sent out: 171 Responses from Solicitation: 3 RECOMMENDATION Award a contract with RT Solutions Group LLC., for uninterrupted power supply services for various city buildings 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 $2,123,920. PRINCIPAL PLACE OF BUSINESS RT Solutions Group LLC. Fort Worth, TX SUSTAINABILITY MEASURES The most cost-effective and efficient parts available will be used when using Uninterrupted Power Supply services. 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 Outside Contracted Services account 880200.6545 or different department accounts. Requisitions will be entered into the Purchasing software system on an as-needed basis. New additions or new construction will be funded from the capital budget. The budgeted amount for this item is $2,123,920. 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: David Moore, 940-349-7247. Legal point of contact: Leah Bush at 940-349-8333.