Exhibit 1 - Agenda Information Sheet
City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CM: Antonio Puente, Jr.
DATE: April 7, 2020
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 Cowtown Bus Charters Inc., for charter bus
transportation of recreation program trips offered through Parks and Recreation; providing for the
expenditure of funds therefor; and providing an effective date (RFP 7197 – awarded to Cowtown Bus
Charters Inc., in the 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 $150,000).
INFORMATION/BACKGROUND
The Parks and Recreation Department (PARD) began using charter buses for transportation in 2009 after
Senior Center members and the Advisory Council requested that City Council consider providing funds for
charter transportation services for senior center trips. The request was based on the difficulty of loading and
unloading participants with mobility impairments, the inability to accommodate wheelchairs, and the lack
of ADA features which caused safety concerns and potential liability to the City. Over the years, other
recreational programs have used the charter buses as well as City departments for activities such as tours.
If programs do not meet registration requirements, programs are canceled, and the bus reservation is also
canceled in accordance to the cancelation policy stated in the contract. Cowtown’s cancellation policy
states: There will be no cancellation fees if notice of said cancellation is given at least twenty-one (21) days
prior to the departure date. A cancellation fee of $100.00 per bus will be assessed against the chartering
party for any cancellation given between twenty-one (21) and three (3) days prior to departure. A
cancellation fee of $250.00 or 25% per bus (whichever is greater) will be assessed against the chartering
party for any cancellation less than 80 hours prior to the departure date.
Requests for Proposals were sent to over 263 prospective suppliers for these services. In addition,
specifications were placed on the Materials Management website for prospective suppliers to download and
advertised in the local newspaper. Two (2) bids were received and evaluated based upon published criteria
including compliance with specifications, probable performance, safety record, and price. Based upon this
evaluation, Cowtown Bus Charters 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
NIGP Code Used for Solicitation: 961 – Miscellaneous Services
Notifications sent for Solicitation sent in IonWave: 263
Number of Suppliers that viewed Solicitation in IonWave: 7
HUB-Historically Underutilized Business Invitations sent out: 20
SBE-Small Business Enterprise Invitations sent out: 103
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with Cowtown Bus Charters Inc., for charter bus transportation of recreation program
trips offered through Parks and Recreation, 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 $150,000.
PRINCIPAL PLACE OF BUSINESS
Cowtown Bus Charters Inc.
Fort Worth, 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
This contract’s recommended not-to-exceed amount of $150,000 is based on a 5-year spending history of
$142,576 as reflected through JDE for fiscal years 2014 - 2018.
These services will be funded from the recreation fund by way of program registration fees.
The City will only pay for services rendered and is not obligated to pay full contract amount unless needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7148
Purchasing Manager
For information concerning this acquisition, contact: Megan Thomas, 940-349-7752.
Legal point of contact: Mack Reinwand at 940-349-8333.