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 to execute a contract with Texas Electrical Cooperatives, Inc., for the
purchase of communication supplies including cabling sensors, wire, brackets, and accessories for the City
of Denton Electric Communications Department to be stocked in the City of Denton Distribution Center;
providing for the expenditure of funds therefor; and providing an effective date (IFB 7405 – awarded to
Texas Electrical Cooperatives, Inc., for three (3) years, with the option for one (1) additional one (1) year
extension, in the total four (4) year not-to-exceed amount of $300,000).
INFORMATION/BACKGROUND
The proposed contract includes the purchase of communication supplies used to transfer data across City
buildings, support data transfer, and allow data to be accessed via computer. The supply of electric
communications supplies will be stocked in the Distribution Center for ease of ordering. The supplies will
be ordered on an as needed basis to maintain appropriate stocking levels.
Based on the historical spend of these items being $75,000 annually, the recommended NTE for this contract
is $300,000 for a total potential four (4) year contract.
Invitation for Bids was sent to 166 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. Five (5) bids meeting specifications were received. The lowest bid was received by Texas
Electrical Cooperatives, Inc.
NIGP Code Used for Solicitation: 838 - Telecommunication Equipment,
Accessories and Supplies
Notifications sent for Solicitation sent in IonWave: 166
Number of Suppliers that viewed Solicitation in IonWave: 13
HUB-Historically Underutilized Business Invitations sent out: 12
SBE-Small Business Enterprise Invitations sent out: 49
Responses from Solicitation: 5
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
RECOMMENDATION
Award a contract with Texas Electrical Cooperatives, Inc., for the purchase of communication supplies
including cabling sensors, wire, brackets, and accessories for the City of Denton Electric Communications
Department to be stocked in the City of Denton Distribution Center, in a three (3) year, with the option for
one (1) additional one (1) year extension, in the total four (4) year not-to-exceed amount of $300,000.
PRINCIPAL PLACE OF BUSINESS
Texas Electrical Cooperatives, Inc.
Georgetown, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) year contract with options to extend the contract for one (1) additional one (1)
year period, with all terms and conditions remaining the same.
FISCAL INFORMATION
These products 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: Bid Tabulation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Dustin Rolfe at 940-349-8438.
Legal point of contact: Mack Reinwand at 940-349-8333.