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 RDO Equipment Co., through the Buy Board
Cooperative Network Contract No. 788-25, for the purchase, repair, and maintenance of heavy-duty John
Deere construction equipment for the Fleet Services Department; providing for the expenditure of funds
therefor; and providing an effective date (File 9091 – awarded to RDO Equipment Co., 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 $1,806,000.00). The Public Utilities Board recommends approval (4 - 0).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The City of Denton Fleet Services Department is renewing a contract for the purchase, repair, and
maintenance of heavy-duty John Deere construction equipment with RDO Equipment Co. to be utilized by
various departments supporting infrastructure maintenance, construction activities, and solid waste
operations.
Active John Deere construction equipment assets owned by the City total six (6) units, with quantities
subject to change based on replacement schedules, operational needs, and approved additions. This contract
supports both existing assets and future acquisitions, ensuring continuity in equipment availability and
performance.
Examples of equipment covered under this contract include, but are not limited to, articulated dump trucks,
backhoes, compact track loaders, dozers, excavators, forklifts, skid steers, and wheel loaders. These assets
are essential to maintaining City infrastructure and supporting daily operations. The proposed contract
supports maintenance and repair of existing fleet assets and anticipated additions, allowing the City to meet
current demands and accommodate growth. This contract enables scalable operations while maintaining
high service standards and ensures public services remain efficient.
The contract value is calculated based on historical spending trends and anticipated growth in service and
equipment acquisitions. This agreement supports operational efficiency and ensures the City can maintain
a reliable and effective fleet.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Estimated Contract Expenses
Category FY 26-27 FY 27-28 FY 28-29 FY 29-30 FY 30-31 Total
Asset Additions $- $- $- $220,000 $230,000 $450,000
Asset Replacements 100,000 110,000 220,000 110,000 120,000 660,000
Repair Services 10,000 150,000 150,000 150,000 150,000 610,000
Contingency 5,500 13,000 18,500 24,000 25,000 86,000
Total $115,500 $273,000 $388,500 $504,000 $525,000 $1,806,000
Pricing obtained through the Buy Board Cooperative Purchasing Network has been competitively bid and
meets the statutory requirements of Texas Local Government Code 271.102.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 1, 2005, City Council approved the interlocal agreement with the Buy Board Cooperative
Purchasing Network (Ordinance 2005-034).
On August 10, 2026, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract with RDO Equipment Co. for the purchase, repair, and maintenance of heavy-duty John
Deere construction equipment for the Fleet Services 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 $1,806,000.
PRINCIPAL PLACE OF BUSINESS
RDO Equipment Co.
Fargo, ND
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. This Buy Board contract expires on November
30, 2028.
FISCAL INFORMATION
These assets and services will be funded through the using department’s capital and operational budget on
an as-needed basis. The estimated expenditures of acquisitions and services are routed through the City’s
annual collaborative budgeting process. 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: Cooperative Pricing
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Tom Gramer, 940-349-7467.
Legal point of contact: Leah Bush at 940-349-8333.