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 James Wood Autopark, Inc., for the supply of
medium duty truck chassis for various City of Denton Departments; providing for the expenditure of funds
therefor; and providing an effective date (IFB 6865 - awarded to James Wood Autopark, Inc., in the three
(3) year not-to-exceed amount of $4,000,000). The Public Utilities Board recommends approval (6-0).
INFORMATION /BACKGROUND
This bid is to establish an annual supply agreement for the purchase of medium duty truck chassis for
various City Departments and refers to trucks in classes 4 and 5 (4500 and 5500 series). The bid is for a
truck cab and chassis only. Service bodies and various bed configurations are provided under a separate
contract. Annual replacement and or addition quantities are estimated to be 12 trucks for Utility
Departments and 4 trucks for General Fund departments over the life of the contract. Fiscal Year 2018/2019
planned purchases are identified in (Exhibit 3). These trucks have been vetted as to the appropriate size and
type for each department’s intended application.
Invitation for bids was sent to 127 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. Two (2) bids meeting specification were received (Exhibit 2). The lowest bid was received by
James Wood Autopark, Inc.
In addition, a number of value-added services will be provided at no cost. Comparable loaner vehicles
issued for warranty repairs, three (3) years of complimentary scheduled preventative maintenance, vehicle
pickup and delivery, inspection and condition reports provided with each visit.
This bid also includes a 10% discount on body and paint repair and a 15% discount on non-warranty parts
and service performed through this local vendor. The total not-to-exceed amount includes estimated
expenditures for body, paint and mechanical repair over the life of the contract.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On October 22, 2018, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
RECOMMENDATION
Award a contract with James Wood Autopark, Inc., for the purchase of medium duty truck chassis for
various City Departments, in the three (3) year not-to-exceed amount of $4,000,000.
PRINCIPAL PLACE OF BUSINESS
James Wood AutoPark, Inc.
Denton, TX
ESTIMATED SCHEDULE OF PROJECT
This is a three (3) year contract.
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. The purchase and delivery of the trucks will occur within 180 days of issuance of a
purchase order.
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.