HomeMy WebLinkAboutExhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: September 15, 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 Communications and Electrical Supplies, Inc., for
the supply of communications inventory for Section B for the Communications Department to be stocked
in the City of Denton Warehouse; providing for the expenditure of funds therefor; and providing an effective
date (RFP 9067 – awarded to Communications and Electrical Supplies, 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
$250,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The items on this Request for Proposal (RFP) are used to supply Ethernet and fiber optic connections in
City of Denton buildings. These items are used to transfer data across buildings, while other supplies
support the data transfer and allow for the data to be accessed via computer. These items will be received
and distributed through a centralized warehouse. The Warehouse Capital account will be used to purchase
these items, store them in the warehouse, and charge them out to the using department as needed.
Based on the estimated annual quantity on the previous contract, it is estimated that the city will require an
average of $46,000 annually to purchase communications supplies for Section B. An 8.6% contingency for
price increases has been added.
Polymer Insulators Estimated 5-Year Expenditure
Year 1 $46,000
Year 2 46,000
Year 3 46,000
Year 4 46,000
Year 5 46,000
Contingency for price increases 20,000
Total $250,000
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
The prior contract was awarded to Argent Associates, but the City of Denton had to terminate for cause
after the first year due to vendor performance issues, including lack of communication and timeliness of
order fulfillment and deliveries.
Request for Proposals was sent to 380 prospective suppliers of this item, including 10 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 and evaluated based upon published
criteria including delivery, compliance with specifications, probable performance, and price. Based upon
this evaluation, Communications and Electrical Supplies, Inc. was ranked the highest and determined to be
the best value for the City for Section B.
NIGP Code Used for Solicitation:
838 - Telecommunication Equipment,
Accessories and Supplies
Notifications sent for Solicitation sent in IonWave: 380
Number of Suppliers that viewed Solicitation in IonWave: 52
HUB-Historically Underutilized Business Invitations sent out: 55
SBE-Small Business Enterprise Invitations sent out: 156
Responses from Solicitation: 4
RECOMMENDATION
Award a contract with Communications and Electrical Supplies, Inc., for the supply of communications
inventory for Section B for the Communications Department to be stocked in the City of Denton
Warehouse, in a 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 $250,000.
PRINCIPAL PLACE OF BUSINESS
Communications and Electrical Supplies, Inc.
Neosho, MO
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 out of the Warehouse working capital account 800100.6801 and charged back
to the using department. Requisitions will be entered on an as-needed basis to maintain appropriate stock
levels in the Warehouse. 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: 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.