Exhibit 1 - Agenda Information Sheet
City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: November 5, 2019
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 Quality Pole Inspection and Maintenance, Inc., for
electric distribution pole inspection and treatment services for Denton Municipal Electric; providing for the
expenditure of funds therefor; and providing an effective date (RFP 6993 – awarded to Quality Pole
Inspection and Maintenance, Inc., in the five (5) year not-to-exceed amount of $235,315). The Public
Utilities Board recommends approval (5 - 1).
RFP INFORMATION/BACKGROUND
DME’s distribution power system includes approximately 17,000 poles. The vast majority, approximately
12,000 of these poles are wood. As with any consumable product exposed to natural elements, wood poles
are subject to deterioration and rot, which can create a safety issue for the public and the field crews who
must work on them. The purpose of this pole inspection is to identify existing poles that are deteriorated
and in need of replacement.
A pole inspection entails a visual inspection of the pole for problems such as rot, insect or mechanical
damage; partially excavating poles that are suspected of exterior decay, and testing the pole for interior
decay. If the pole is determined to be structurally safe but has enough decay where treatment could be
applied that would extend the life of the pole, then that corrective action is performed. Treatment involves
injecting industry-approved compounds to fumigate the interior of the pole or stripping off exterior decay
and applying preservatives and/or a protective wrap. Rural Utility Service (an entity of the Federal
Government) Bulletin 1730B-121 (Dated 8/13/13) recommends a pole inspection cycle of 10 years for
Decay Zone 3. DME’s Service Territory lies within Decay Zone 3’s boundaries. For this reason, DME will
establish a minimum of a 10-year pole inspection cycle.
With the approval of this contract, DME Engineering and Operations will establish a program to inspect,
treat, and if needed replace wood poles on a reoccurring basis every 10 years in order to provide safe,
reliable, affordable, and environmentally sustainable electric service.
Requests for Proposals was sent to 295 prospective providers of this item. In addition, specifications were
placed on the Material Management website for prospective suppliers to download and advertised in the
local newspaper. Two (2) proposals were received and evaluated upon published criteria including delivery,
compliance with specifications, probable performance and price. Based upon this evaluation, Quality Pole
Inspection and Maintenance, Inc. was ranked the highest and determined to be the best value for the City.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
PRIOR ACTION/REVIEW (Council, Boards, Commissions)
On October 28, 2019, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract with Quality Pole Inspection and Maintenance, Inc., for the supply of electric distribution
pole inspection and treatment services for DME, in a five (5) year not-to-exceed amount of $235,315.
PRINCIPAL PLACE OF BUSINESS
Quality Pole Inspection and Maintenance, Inc.
Edna, TX
ESTIMATED SCHEDULE OF PROJECT:
This is a five (5) year contract.
FISCAL INFORMATION
These items/services will be funded from DME Department account 600500.7899.5880. The budgeted
amount for this item is $235,315.
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: Jerry Fielder, 940-349-7173.
Legal point of contact: Mack Reinwand at 940-349-8333.