HomeMy WebLinkAboutExhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: June 16, 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 Ben E. Keith Company, for the supply of food and
concessions at the Water Works Park, Civic Center Pool, and Denton Independent School District
Natatorium concession stands for the Parks and Recreation Department; providing for the expenditure of
funds therefor; and providing an effective date (RFP 8943 – awarded to Ben E. Keith Company, 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 $1,500,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Strengthen Community and Quality of Life.
INFORMATION/BACKGROUND
Historically, the concession stands at the Water Works Park have been operated by Parks and Recreation
Department (PARD) staff since the park opened in 2003. The Civic Center Pool concession stand has been
operated by PARD since 2007. The concession stands offer food and refreshments during public swims and
special events. A three-year history of concession expenditures is as follows for Water Works Park and the
Civic Center Pool (Denton Independent School District (DISD) Natatorium concessions are a new venture):
1. FY22-23 - $114,000.00
2. FY23-24 - $123,000.00
3. FY24-25 – $134,000.00
PARD staff will open the concessions facilities for all operating hours at each individual HBU. Staff based
the contract amount on estimates from previous years and accounted for an increase of 10% in sales as
attendance numbers are increasing 5,000-10,000 patrons year over year, in anticipation of more patrons
after renovation of Water Works Park, and included an 8% increase in costs of supplies each year due to
inflation. Contingency was added for expansion and possible new locations.
Year Amount
FY26 $158,000
FY27 186,440
FY28 220,000
FY29 260,000
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
FY30 306,800
Contingency 368,760
Total $1,500,000
Contracting out for concession supplies is a common practice in the aquatics industry. It allows the
organization to receive the most competitive pricing and the efficiency of on-site delivery. The concession
stands at the Water Works Park, the Civic Center Pool, and the DISD Natatorium operate with the goal of
achieving at least 100% cost recovery. Data gathered from previous fiscal years confirms that operations at
the concession stands have been a profitable venture for the City.
Request for Proposals was sent to 95 prospective suppliers, including eight (8) Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and were
advertised in the local newspaper. Three (3) proposals were received, with two (2) meeting specifications.
References were checked, and proposals were evaluated based upon published criteria, including price,
delivery, compliance with specifications, and probable performance. Based upon this evaluation, Ben E.
Keith Company was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation:
385 – Foods, Frozen & 390 – Foods,
Perishable
Notifications sent for Solicitation sent in IonWave: 95
Number of Suppliers that viewed Solicitation in IonWave: 43
HUB-Historically Underutilized Business Invitations sent out: 21
SBE-Small Business Enterprise Invitations sent out: 43
Responses from Solicitation: 3
Responses Meeting Specifications: 2
RECOMMENDATION
Award a contract with Ben E. Keith Company, for the supply of food and concessions at the Water Works
Park, Civic Center Pool, and Denton Independent School District Natatorium concession stands for the
Parks and Recreation Department, in a 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 $1,500,000.
PRINCIPAL PLACE OF BUSINESS
Ben E. Keith Company
Fort Worth, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) year contract with options to extend for two (2) additional one (1) year periods,
with all terms and conditions remaining the same.
FISCAL INFORMATION
These food and concession items will be funded from the following accounts, with the estimated annual
expenditure included in the adopted budget.
Account Name Account Number Amount Budgeted in Account
Natatorium Miscellaneous 207001.6390 $7,200
Water Works Park Miscellaneous 207002.6390 $111,000.00
Requisitions will be entered on an as-needed basis. The remainder will be budgeted in future fiscal years to
align with the contract terms and expenditure. These products and services will be utilized on an as-needed
basis. The City will only pay for items purchased and is not obliged 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: Ryan Comfort, 940-349-8802.
Legal point of contact: Leah Bush at 940-349-8333.
Civic Center Pool Miscellaneous 401160.6390 $14,000.00
Natatorium Building/Equipment 207001.6512 $4,000.00
Water Works Park Building/Equipment 207002.6512 $17,800.00
Civic Center Pool Building/Equipment 401160.6512 $4,000.00