Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
CM: Todd Hileman
DATE: November 6, 2018
SUBJECT
Consider adoption of an ordinance of the City of Denton, Texas, a Texas home-rule municipal corporation,
authorizing the City Manager to approve a contract with Coufal-Prater Equipment, LLC dba United Ag &
Turf, for mowers and tractors for the City of Denton; providing for the expenditure of funds therefor; and
providing an effective date (IFB 6864 - awarded to Coufal-Prater Equipment, LLC dba United Ag & Turf
in the five (5) year not-to-exceed amount of $550,000). The Public Utilities Board recommends approval
(6-0).
INFORMATION /BACKGROUND
This item is for the purchase of mowers and tractors for various City departments on an as needed basis.
Estimated replacement or addition quantities include up to 12 units for Utility Departments and 20 units for
General Fund departments over the life of the contract. All mowers and tractors will be approved in the
using department’s fiscal year budget before the purchase. A list of the types of mowers and tractors to be
procured is shown on the Bid Tabulation (Exhibit 2). Fiscal Year 2018/2019 planned purchases are
identified in Exhibit 3.
This equipment has been vetted as to size and type appropriate for the intended application. The John Deere
model 997 and 1600 mowers will be utilized by departments to mow small areas. These models are more
maneuverable allowing them to be used in mowing between trees and objects. The tractors with pull behind
mowers are used to mow large city owned open areas. Two enclosed cab tractors were bid because the
departments that utilize these machines have employees that spend the majority of their working hours
mowing in them and need to be able to work through all conditions. The replacement units will be sent to
auction after the new units arrive.
Invitation for Bids was sent to 70 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. One (1) bid meeting specification was received.
RECOMMENDATION
Award a contract for the purchase of mowers and tractors for various City departments to Coufal-Prater
Equipment, LLC dba United Ag & Turf, in the five (5) years not-to-exceed amount of $550,000. This not-
to-exceed amount includes an annual eight (8) percent cost escalator per year for the contract.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
PRINCIPAL PLACE OF BUSINESS
Coufal-Prater Equipment, LLC dba United Ag & Turf
McKinney, TX
ESTIMATED SCHEDULE OF PROJECT
The delivery time for the mowers and tractors varies from 30-180 days depending on the type of equipment.
FISCAL INFORMATION
All purchases will be approved through individual department’s budget process annually. Individual jobs
will be set up for each department after funding is available at the beginning of the new fiscal year. Not to
exceed amount of contract is based on estimated vehicle and equipment replacements and additions for the
life of the contract.
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: Bid Tabulation
Exhibit 3: FY18-19 Replacement Items
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Terry Kader at 940-349-8729
Legal point of contact: Mack Reinwand at 940-349-8333.