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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: October 6, 2020 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager, or his designee, to execute a contract with Romco Equipment, Co., LLC, through the Buy Board Cooperative Purchasing Network Contract # 597-19, for authorized Volvo construction equipment repair services for the Fleet Department; providing for the expenditure of funds therefor; and providing an effective date (File 7442 – awarded Romco Equipment, Co., LLC, in the five (5) year not-to-exceed amount of $200,000). The Public Utilities Board recommends approval (6 - 0). INFORMATION /BACKGROUND This request is to approve a contract for scheduled and unscheduled maintenance and repairs on the current and future fleet of Volvo construction equipment. Currently, the City owns and operates seven (7) pieces of Volvo equipment. This number could increase or decrease based on the fleet replacement schedule and any approved additions. The estimated total spend for maintenance and repairs during the five (5) year contract term is $200,000. Projected spend is based on current repair trends, age of fleet equipment, and future replacements and additions. Romco Equipment Co., is the area’s factory authorized service and repair center for Volvo construction equipment. Romco provides field service, as well as repair services at their shop located in Carrollton, Texas, utilizing factory trained technicians and OEM diagnostic software. Pricing obtained through the Buy Board Cooperative Purchasing Network has been competitively bid and meets the statutory requirements of Texas Local Government Code 271.102. PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On February 1, 2005, Council approved the interlocal agreement with the Buy Board Cooperative Purchasing Network (Ordinance 2005-034). On September 28, 2020, the Public Utilities Board (PUB) recommended this item to the City Council for consideration. RECOMMENDATION Award a contract with Romco Equipment, Co., LLC, for repair and maintenance of Volvo construction equipment for the Fleet Department, in a five (5) year not-to-exceed amount of $200,000. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com PRINCIPAL PLACE OF BUSINESS Romco Equipment, Co., LLC Carrollton, TX ESTIMATED SCHEDULE OF PROJECT This is a five (5) year contract. 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: LLC Members Exhibit 3: Ordinance and Contract 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.