Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: December 1, 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 Longhorn Incorporated, for the acquisition of
irrigation repair parts and components for the Parks and Recreation Department; providing for the
expenditure of funds therefor; and providing an effective date (IFB 7368-02 – awarded to Longhorn
Incorporated, 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 $400,000).
INFORMATION/BACKGROUND
The Parks and Recreation Department currently maintains 87 irrigation systems located within public
parks, around public buildings, the downtown square, and major medians and right of ways. Within these
systems there are over 1,100 individual irrigation zones that require frequent maintenance and repair,
including the replacement of damaged and malfunctioning equipment. The supply of irrigation parts is
vital to maintenance operations and necessary to ensure the conservation of water through properly
operating irrigation systems. Based on a historical spend and future projections the recommended not to
exceed (NTE) for this contract is $400,000 for a total potential five (5) year contract.
In June of 2020, the City sent an invitation to vendors for bids on a large spectrum of irrigation installation
and repair components. Initially, one bid was returned and after careful review was determined to be too
costly. The Council rejected the bids and the product and services were re-solicited.
Invitation for Bids was sent to 90 prospective suppliers, including eight (8) 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. The lowest bid was
received by Longhorn Incorporated.
NIGP Code Used for Solicitation: 515 – Lawn Maintenance Equipment
and Accessories
Notifications sent for Solicitation sent in IonWave: 90
Number of Suppliers that viewed Solicitation in IonWave: 21
HUB-Historically Underutilized Business Invitations sent out: 5
SBE-Small Business Enterprise Invitations sent out: 29
Responses from Solicitation: 2
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
RECOMMENDATION
Award a contract with Longhorn Incorporated, for the acquisition of irrigation repair parts and components
for the Parks and Recreation Department, in a three (3) year, with the option for two (2) additional one (1)
year extensions, in the total five (5) year NTE amount of $400,000.
PRINCIPAL PLACE OF BUSINESS
Longhorn Incorporated
Dallas, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) years, with the option for two (2) additional one (1) year periods, with all terms
and conditions remaining the same.
FISCAL INFORMATION
These items and services will be funded from the departments operating budget. 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: Gary Packan, 940-349-7460.
Legal point of contact: Mack Reinwand at 940-349-8333.