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HomeMy WebLinkAboutExhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Christine Taylor DATE: May 19, 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 Cubic ITS, Inc., for the Gridsmart Video Detection System for the Traffic Department to be stocked in the City of Denton Warehouse; providing for the expenditure of funds therefor; and providing an effective date (RFP 8993 – awarded to Cubic ITS, 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 $2,500,000.00). STRATEGIC ALIGNMENT This action supports Key Focus Area: Enhance Infrastructure and Mobility. INFORMATION/BACKGROUND This Request for Proposal (RFP) is for the supply of vehicle detection camera systems, which are stocked in the Warehouse and used by the Traffic Division. These systems are essential for the construction, operation, and maintenance of traffic control systems throughout the City of Denton. Gridsmart Vehicle Detection Systems are the traffic monitoring cameras, hardware, and software that are installed at intersections that feed traffic streams to the Traffic Operations Center. To ensure full compatibility with the City’s existing network, all equipment must be Gridsmart. These Gridsmart Video Detection Systems improve the safety of citizens at intersections by providing a single camera solution for actuation and data collection. These items will be carried in the Warehouse working capital inventory and charged to the using department as needed for projects. Orders will be placed as needed over the contract term. Project Description Estimated 5-Year Expenditure Year 1 $475,000 Year 2 475,000 Year 3 475,000 Year 4 475,000 Year 5 475,000 Contingency for price increases 125,000 Total $2,500,000 Request for Proposals was sent to 137 prospective suppliers, including five (5) 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 City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com can provide the services requested in the Scope of Work. The proposal was evaluated based upon published criteria, including schedule, compliance with specifications, probable performance, and price. Best and Final Offer (BAFO) was requested from the firm. The department is awarding the contract to Cubic ITS, Inc. NIGP Code Used for Solicitation: 550 - Markers, Plaques and Traffic Control Devices Notifications sent for Solicitation sent in IonWave: 137 Number of Suppliers that viewed Solicitation in IonWave: 19 HUB-Historically Underutilized Business Invitations sent out: 13 SBE-Small Business Enterprise Invitations sent out: 45 Responses from Solicitation: 1 RECOMMENDATION Award a contract with Cubic ITS, Inc., for the Gridsmart Video Detection Systems for the Traffic Department to be stocked in the City of Denton Warehouse, 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 $2,500,000. PRINCIPAL PLACE OF BUSINESS Cubic ITS Inc. Sugarland, 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 items will be funded from the Warehouse working capital account 800100.6801. Requisitions will be entered throughout the term of the contract to maintain appropriate stock levels and will be charged back to the Traffic department as needed for projects. The Traffic department budgets an annual amount in 352001.6520 to cover the cost of purchasing the equipment from the Warehouse. The five-year not-to- exceed amount is $2,500,000. 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: Keith Kading, 940-349-7178. Legal point of contact: Leah Bush at 940-349-8300.