HomeMy WebLinkAboutExhibit 1 - Agenda Information SheetCity of Denton
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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 CBS Mechanical Services, Inc. dba CMS Mechanical Services,
Inc., for HVAC Services for the Facilities Management Department; providing for the expenditure of funds
therefor; and providing an effective date (RFP 8982 – awarded to CBS Mechanical Services, Inc. dba CMS
Mechanical 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 $9,075,437.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The City of Denton requires comprehensive and reliable Heating, Ventilation, and Air Conditioning (HVAC)
services to ensure the safe and continuous operation of its entire network of municipal facilities. This contract
provides for the comprehensive maintenance and repair of the City’s HVAC infrastructure. The scope covers
the entire municipal building portfolio, which consists of over 200 separate facilities encompassing a total of
approximately 1,500,000 square feet. The units range from 1.5 tons to 180 tons. These services encompass a
range of essential functions, including preventative maintenance, emergency repair, and system replacement
and installation. Facilities Management and other departments will utilize this contract to service critical
infrastructure, such as the City Halls, Police Stations, Fire Stations, Libraries, Recreation Centers, and Utility
Operations buildings.
The urgent and ongoing need for these services is driven by the necessity to maintain public health, safety, and
operational continuity, particularly given the extreme temperatures common in North Texas. Without
functional heating and cooling, the city would risk violating public safety mandates, potentially leading to
facility closures and service disruptions during critical periods. Beyond human comfort, HVAC systems are
vital for protecting millions of dollars in City assets, including sensitive IT servers, communications gear, and
administrative records, all of which require precise climate control to prevent heat or humidity damage.
Therefore, securing these services on a year-round basis is an essential, high-priority objective. Regular
preventative maintenance minimizes utility costs by ensuring energy efficiency, extends the lifespan of
expensive equipment, and dramatically reduces the likelihood of costly emergency breakdowns. By
contracting professional HVAC services, the City of Denton proactively addresses its regulatory compliance
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
requirements, safeguards its essential infrastructure, and ensures a stable, safe environment for both its
employees and the thousands of citizens who rely on accessible public services every day.
Based on the current Capital Improvement Program (CIP), the Facilities Condition Assessment (FCA), and
the planned integration of new building assets, we project the contract expenditure as follows.
Estimated Contract Expenses
Category Year 1 Year 2 Year 3 Year 4 Year 5 Total
Service, Repairs $403,000 $415,090 $427,543 $440,369 $453,580 $2,139,582
New Installations 1,225,000 1,261,750 1,299,603 1,338,591 1,378,748 6,503,692
Sub Total $1,628,000 $1,676,840 $1,727,146 $1,778,960 $1,832,328 $8,643,274
Contingency 81,400 83,842 86,357 88,948 91,616 432,163
Total $1,709,400 $1,760,682 $1,813,503 $1,867,908 $1,923,944 $9,075,437
Request for Proposals was sent to 559 prospective suppliers, including 49 Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. Four (4) proposals were received, references were checked, and proposals were
evaluated based upon published criteria, including compliance with specifications, probable performance, and
price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this evaluation, CMS
Mechanical Services, Inc. was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation:
910 - (Service Only) - Building
Maintenance, Installation and Repair
Services
Notifications sent for Solicitation sent in IonWave: 559
Number of Suppliers that viewed Solicitation in IonWave: 24
HUB-Historically Underutilized Business Invitations sent out: 99
SBE-Small Business Enterprise Invitations sent out: 215
Responses from Solicitation: 4
RECOMMENDATION
Award a contract with CBS Mechanical Services, Inc. dba CMS Mechanical Services, Inc., for HVAC 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 $9,075,437.
PRINCIPAL PLACE OF BUSINESS
CBS Mechanical Services, Inc. dba CMS Mechanical Services, Inc.
Denton, 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 products and services will be funded through Operating and Capital Fund accounts. Requisitions will
be entered on an as-needed basis. The budgeted amount for this item is $9,075,437. 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: Presentation
Exhibit 4: 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.