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Exhibit 1 - Agenda Information SheetCity of Denton City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.co m AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance CFO: Antonio Puente, Jr. DATE: July 21, 2020 SUBJECT Consider approval of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with C J Hensch & Associates, Inc., as the primary contractor, and GRAM Traffic North Texas, Inc., as the secondary contractor for traffic counting and data collection services for the City of Denton; providing for the expenditure of funds therefor; and providing an effective date (IFB 7322 – awarded to C J Hensch & Associates, Inc. – primary, and GRAM Traffic North Texas, Inc. - secondary, 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 $250,000). INFORMATION/BACKGROUND This IFB for Traffic Counting and Data Collection Services is intended for the approved ‘Citywide Speed Study’ project. City Council has approved a Citywide Speed Study project to determine the 85th percentile speed limits on Denton arterials and collector roadways. In conjunction with traffic engineering analysis, this service will supply the traffic survey data necessary to determine safe speed limits on City arterial and collector roadways. In addition to updating City speed limits, the Traffic Counting and Data Collection service will also give the volume counts necessary to update the NCTCOG 16 county mapping system. This IFB will support City activities such as that include design, maintenance, operations, safety, environmental analysis, finance, engineering economics, and performance management by providing the necessary traffic survey data. This service can also aid in calculating liquidated damages that have a significant impact on motoring public, road user cost impact, Traffic Impact Analysis (TIA), validation of developer data throughout Development Review, pavement design axle impacts, traffic signal and stop sign warrants, route evaluations, mobility, traffic signal corridor progression, and traffic calming. Invitation for Bids were sent to 214 prospective suppliers, including seven (7) Denton firms. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Two (2) bids meeting specifications were received. Staff recommends awarding to a primary and secondary vendor as follows and also shown on Exhibit 2 for a combined not- to-exceed amount of $250,000. Vendor Award* C J Hensch & Associates, Inc. Primary GRAM Traffic North Texas, Inc. Secondary * The primary contractor is expected to respond to the initial contact from The City within 2 business days and must be able to start and complete the work as requested. If no response from the primary contractor within 2 business days, and/or primary contractor is unable to complete work as requested, the City has the right to call the secondary vendor. * NIGP Code Used for Solicitation: 968–Public Works & Related Services Notifications sent for Solicitation sent in IonWave: 214 Number of Suppliers that viewed Solicitation in IonWave: 16 HUB-Historically Underutilized Business Invitations sent out: 9 SBE-Small Business Enterprise Invitations sent out: 49 Responses from Solicitation: 2 RECOMMENDATION Award a contract with C J Hensch & Associates, Inc. and GRAM Traffic North Texas, Inc., for traffic counting and data collection services for the City of Denton, 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 $250,000. PRINCIPAL PLACE OF BUSINESS C J Hensch & Associates, Inc. Pasadena, TX GRAM Traffic North Texas, Inc. Arlington, TX ESTIMATED SCHEDULE OF PROJECT This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1) year periods, with all terms and conditions remaining the same. 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 full contract amount unless needed. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Bid Tabulation Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Chandra Muruganandham, 940-349-8402. Legal point of contact: Mack Reinwand at 940-349-8333.