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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance CFO: Antonio Puente, Jr. DATE: July 21, 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 vendors for the rental of heavy construction equipment for various City Of Denton Departments; providing for the expenditure of funds therefor; and providing an effective date (RFP 7295 – awarded to Kirby-Smith Machinery, Inc., Bane Machinery, Inc., United Rentals (North America), Inc., Romco Equipment Co., LLC, RDO Equipment Co., Sunbelt Rentals, Inc., Herc Rentals, Inc., Associated Supply Company, Inc., Dba Asco Equipment, Inc, Closner Equipment Co., Inc., Holt Texas, Ltd., and DCMM Rental One, Ltd. dba Rental One Equipment, for three (3) years, with the option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $1,500,000). The Public Utilities Board recommends approval (6 - 0). RFP INFORMATION /BACKGROUND This RFP is for awarding a contract to primary, secondary, and tertiary vendors by category section for the short-term rental of heavy construction equipment for various City departments. Departments occasionally have a need for the rental of heavy construction equipment to supplement the City fleet. Rental periods range from daily to monthly and longer depending on the project requirements. Construction equipment is typically used to remove, move, and replace materials associated with the installation, maintenance, and repair of City infrastructure. Equipment availability and delivery is a key factor for the efficiency of the rental program. An annual contract will allow staff quick access to equipment without delay and leverage volume to allow for a more competitive price than incidental usage. Staff is recommending awarding contracts to primary, secondary, and tertiary vendors by class to assure availability and meet City timelines. Request for Proposals were sent to 50 prospective suppliers. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Eleven (11) proposals were received, with a Best and Final Offer requested and received from responding vendors. The BAFO proposals were evaluated based upon published criteria including fleet specifications, indicators of past performance under contracts, and price. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com NIGP Code Used for Solicitation: 975-(Service Only)-Rental or Lease Services of Agricultural, Aircraft, Airport, Automotive, Marine, and Heavy Equipment Notifications sent for Solicitation sent in IonWave: 50 Number of Suppliers that viewed Solicitation in IonWave: 20 HUB-Historically Underutilized Business Invitations sent out: 4 SBE-Small Business Enterprise Invitations sent out: 10 Responses from Solicitation: 11 The primary contractor is expected to respond to initial contact* within 4 hours during normal business hours. If no response is received by the City from the primary contractor within 4 hours from initial contact, the City has the right to call the secondary contractor. The secondary contractor will be contacted if the primary contractor fails to respond as requested. The secondary contractor must respond to initial contact* within 4 hours during normal business hours. If no response is received by the City from the secondary contractor within 4 hours from initial contact, the City has the right to call the tertiary contractor. The tertiary contractor will be contacted if the primary and secondary contractors fail to respond as requested. The tertiary contractor must respond to initial contact* within 4 hours during normal business. Normal business hours are Monday – Friday 7 am - 4 pm. *Initial Contact: The first phone call placed, or email sent from the City to the contractor. RECOMMENDATION Award a contract with the vendors below for the Rental of Heavy Construction Equipment for various City of Denton departments, in a three (3) year, with the option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $1,500,000. Company Awarded Sections Associated Supply Company, Inc., dba ASCO Equipment, Inc Secondary – 7, 15, 17 Tertiary – 3 and 19 Bane Machinery, Inc. Primary – 3 and 14 Secondary – 6 and 8 Closner Equipment Co., Inc. Secondary – 16 Tertiary – 13 and 14 Herc Rentals, Inc. Primary – 21 Secondary – 18 Tertiary - 20 Holt Texas, Ltd. Secondary – 2 and 19 Tertiary – 1, 7, 8, 16, 17, 18 Kirby-Smith Machinery, Inc. Primary – 1, 2, 5, 13, 15 and 16 Secondary – 3 and 19 Tertiary - 6 RDO Equipment Co. Primary – 7, 8 and 11 Secondary – 1 Tertiary – 2 and 5 DCMM Rental One, Ltd. dba Rental One Equipment Tertiary – 4, 9 and 12 ROMCO Equipment Co., LLC Primary – 6 Secondary – 5 and 14 Tertiary – 15 Sunbelt Rentals, Inc. Primary – 12 and 20 Secondary – 4 and 9 United Rentals (North America), Inc. Primary – 4, 9, 17, 18 and 19 Secondary – 12, 20 and 21 PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On July 13, 2020, the Public Utilities Board (PUB) recommended this item to the City Council for consideration. PRINCIPAL PLACE OF BUSINESS Associated Supply Company, Inc., dba ASCO Equipment, Inc Euless, TX Bane Machinery, Inc. Dallas, TX Closner Equipment Co., Inc. Schertz, TX Herc Rentals, Inc. Denton, TX Holt Texas, Ltd. Little Elm, TX Kirby-Smith Machinery, Inc. Fort Worth, TX RDO Equipment Co. McKinney, TX DCMM Rental One, Ltd. dba Rental One Equipment Fort Worth, TX ROMCO Equipment Co., LLC Carrollton, TX Sunbelt Rentals, Inc. Denton, TX United Rentals (North America), Inc. Denton, TX ESTIMATED SCHEDULE OF PROJECT Delivery of the items will occur within 2 days after receipt of order. FISCAL INFORMATION These products and services will be funded through the using department’s budget on an as-needed basis. 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: LLC Members Exhibit 4: Ordinance and Contracts Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Terry Kader, 940-349-8729. Legal point of contact: Mack Reinwand at 940-349-8333.