Exhibit 1 - Agenda Information SheetCity of Denton
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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 to execute a contract with Avitecture, Inc., for the procurement of temperature
scanning kiosk devices for various City departments; providing for the expenditure of funds therefor; and
providing an effective date (RFP 7387 – awarded to Avitecture, Inc., for 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 $230,000).
INFORMATION/BACKGROUND
The proposed contract is for the purchase of non-contact temperature scanning devices to be used by all
City departments to assist in the prevention of spreading COVID-19. As City facilities begin to re-open
non-contact temperature scanning devices will be utilized a part of screening protocols to conduct safe
screening for employees and visitors.
The non-contact temperature scanning devices use thermal detection technology to provide real-time and
accurate internal body temperatures. The kiosk devices have the option to be wall-mounted or mounted to
one of the two stand options. The stand options will include both a tabletop stand and a podium model. The
kiosk software will alert and provide a command to an individual with an abnormal temperature.
The estimated total spend for temperature scanning kiosk devices and stands during the contract term is
$230,000. This amount is based on results from a survey that was sent to all City departments to determine
the needs for temperature scanning devices for each department. A 10% conteingency was added to the
total amount for future additional purchases during the contract five (5) year term.
Requests for Proposals was sent to 97 prospective suppliers of this item. In addition, specifications were
placed on the Materials Management website for prospective suppliers to download and advertised in the
local newspaper. Eight (8) proposals were received and evaluated based upon published criteria including
delivery/project schedule, compliance with specifications, probable performance, and price. Best and Final
Offers (BAFO) were requested from the top three (3) firms. Based upon this evaluation, Avitecture, 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: 475 - Hospital, Surgical, and Medical
Related Accessories and Sundry Items
Notifications sent for Solicitation sent in IonWave: 97
Number of Suppliers that viewed Solicitation in IonWave: 48
HUB-Historically Underutilized Business Invitations sent out: 3
SBE-Small Business Enterprise Invitations sent out: 17
Responses from Solicitation: 8
RECOMMENDATION
Award a contract with Avitecture, Inc., for the procurement of temperature scanning kiosk devices for
various City departments, 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 $230,000.
PRINCIPAL PLACE OF BUSINESS
Avitecture, Inc.
Sterling, VA
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
These items will be funded from the Coronavirus Relief Funds (CRF).
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: Avitecture Brochure
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Scott Gray, 940-349-7744.
Legal point of contact: Mack Reinwand at 940-349-8333.