HomeMy WebLinkAboutExhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: August 18, 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 Texas Electric Cooperatives, Inc., to supply
polymer insulators for Denton Municipal Electric Substations to be stocked in the City of Denton
Warehouse; providing for the expenditure of funds therefor; and providing an effective date (IFB 9059 –
awarded to Texas Electric Cooperatives, Inc., for one (1) year, with the option of four (4) additional one (1)
year extensions, in the total five (5) year not-to-exceed amount of $850,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
Polymer insulators are used to isolate electrical conductors from ground potential. 138kV and 69kV
polymer insulators of several different types are required. Polymer insulators are constructed with a
fiberglass core and a silicone rubber exterior. The insulators have metal end pieces for attaching to
structures, buses, or conductors. Materials will be purchased using the Warehouse Capital Account and
charged out to projects as needed over the term of the contract.
As these commodities are “common stock items” in the Warehouse working capital inventory under the
City of Denton General Government, they are not reviewed by the Public Utilities Board. The Warehouse
orders goods in coordination with Denton Municipal Electric (DME) for specific projects under
construction. The items are temporarily stored in the Warehouse until they are needed on the job site and
then charged to DME project accounts through an inventory management system. The items are ordered as
needed, taking into account the contracted lead time and the need-by date by the using department. The
need-by date is established by ensuring that citizen, customer, and developer timelines all form the basis of
when the construction work must be complete with an operational City of Denton service; furthermore, it
factors in City of Denton construction crew schedules and construction sequencing with job site contractors.
Based on historical spend of an average of $160,000 per year, and an included 6.25% contingency for price
increases, the contract amount is $850,000. The costs for material purchased under the proposed agreement
will be funded out of amounts budgeted for specific transmission line projects.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Polymer Insulators Estimated 5-Year Expenditure
Year 1 $160,000
Year 2 160,000
Year 3 160,000
Year 4 160,000
Year 5 160,000
Contingency for price increases 50,000
Total $850,000
Invitation for Bids were sent to 506 prospective suppliers of this item, including 15 Denton firms. In
addition, specifications were placed on the Procurement website for prospective suppliers to download and
advertised in the local newspaper. Five (5) bids were received, with four (4) meeting specifications. The
lowest bid was received by Texas Electric Cooperatives, Inc.
NIGP Code Used for Solicitation:
285 - Electrical Equipment and
Supplies (Except Cable and Wire)
Notifications sent for Solicitation sent in IonWave: 506
Number of Suppliers that viewed Solicitation in IonWave: 28
HUB-Historically Underutilized Business Invitations sent out: 60
SBE-Small Business Enterprise Invitations sent out: 196
Responses from Solicitation: 5
Responses Meeting Specifications: 4
RECOMMENDATION
Award a contract with Texas Electric Cooperatives, Inc., to supply polymer insulators for Denton Municipal
Electric Substations 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 $850,000.
PRINCIPAL PLACE OF BUSINESS
Texas Electric Cooperatives, Inc.
Georgetown, 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 Denton Municipal Electric as needed for projects. The Electric Substation division budgets annually for
specific transmission line projects to cover the cost of purchasing the equipment from the Warehouse.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Bid Tabulation
Exhibit 3: 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 940-349-8333.