Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
CM: Todd Hileman
DATE: October 23, 2018
SUBJECT
Consider adoption of an ordinance of the City of Denton, Texas, a Texas home-rule municipal cooperation,
authorizing the City Manager to execute a contract through the Buy Board Cooperative Purchasing Network
Contract Number 515-16, for Holt Caterpillar (CAT) equipment repair services for the City of Denton Fleet
Services Department; authorizing the expenditure of funds therefor; and providing an effective date (File
6878 - awarded to Holt Texas, LTD, for one (1) year, with the option for two (2) additional one (1) year
extensions, in a total not-to-exceed amount of $375,000 for all years).
BACKGROUND
This item is for contracted repair work for City owned CAT equipment and machinery. The City of Denton
has purchased CAT equipment for use by various departments, including Solid Waste, for many years.
There are currently thirty-three (33) CAT units in the City fleet. Fleet Services department technicians are
authorized to work on CAT equipment; however, some repairs require specialized services that can only be
performed by an authorized CAT repair facility. These services include all warranty work, internal engine
repairs, and repairs that require proprietary software – all of which will increase as more services are
required.
Fleet Services contracted more than $92,000 in equipment repairs to Holt CAT in FY17/18 and estimate
that number to increase over the three year term of the recommended contract.
Holt CAT of Texas is the authorized Caterpillar repair facility for this area and provides repair services
through Buy Board Purchasing Network Contract# 515-16. 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.
RECOMMENDATION
Award a contract with Holt Texas, LTD for repair work for CAT equipment and machinery, in a three (3)
year not-to-exceed amount of $375,000.
PRINCIPAL PLACE OF BUSINESS
Holt Texas, LTD
San Antonio, TX
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) 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
The contracted repairs will be funded through Fleet Services’ operating budget.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision.
The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence;
Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and
Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this
specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Organizational Excellence
Related Goal: 1.1 Manage financial resources in a responsible manner
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Terry Kader at 940-349-8729