Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
CM: Todd Hileman
DATE: September 18, 2018
SUBJECT
Consider adoption of an ordinance of the City of Denton, Texas, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract for the supply of electric utility distribution hardware,
connectors, arms, and accessories for the City of Denton Distribution Center; providing for the expenditure
of funds therefor; and providing an effective date (IFB 6653 - awarded to the lowest responsive bidder for
each line item, Stuart C. Irby Company, for one (1) year, with the option for three (3) additional one (1)
year extensions, in a total not-to-exceed amount of $500,000 for all years, and Techline, Inc., for one (1)
year, with the option for three (3) additional one (1) year extensions, in a total not-to-exceed amount of
$4,000,000 for all years, in a total not-to-exceed amount of $4,500,000 for all years).
IFB INFORMATION / BACKGROUND
This IFB is to supply electric distribution hardware, connectors, arms, and accessories which are used by
Denton Municipal Electric. These items will be carried in the Distribution Center Working Capital
inventory.
This IFB consists of 302 separate line items and for simplicity is split up into 22 subcategories to group
similar type products. Please see Exhibit Two (2) for a complete line by line listing, brief definition and bid
quantities.
The subcategories consisted of:
Anchors and Ground Rods
o Used for “downguy” wires on dead end poles to tie onto, and for proper low impedance
grounding of distribution system.
Conductor Support
o Riser conduit brackets, and straps
Conduit Plugs
o Used to seal the tops of underground risers to deter squirrels from chewing on the riser cables
inside of the riser conduits.
Connectors
o 1 and 2 hole cable lugs, splices, for various diameters and sizes of overhead and underground
wire sizes.
Cutouts
o Used in every overhead transformer and overhead take-off or lateral in the system to close
in an energized circuit to serve customers and contain fuses that will blow when a short-
circuit fault or lightning strike hits a line segment.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Fiberglass products
o Tangent and deadened crossarms, and stress cone brackets.
Fiber accessories
o Used to hold and wrap fiber optic cables up on an overhead pole.
Formed Wire Ties
o Used to secure wire to secondary spools and primary insulators.
Foundation products
o Used for underground subsurface boxes and cable rack accessories.
Multiple Categories of Fuses
o Various sizes of “T” type fuses for overhead use, transformer bayonet fuses, and pad
mounted equipment use protection
Hardware
o Various diameter and lengths of galvanized high strength electric utility grade single and
double end bolts, washers, lock washers, locknuts, and nuts.
Insulators
o Porcelain and polymer.
Lighting
o Arms, brackets, lamps, and photocell controllers.
Marking
o Underground marking tape laid in open ditches on top of buried electrical conduit, and ID
Tags.
Tools and Accessories
o Polecrete foam used around a pole in a pole hole, penetrox to ensure no corrosion and high
conductivity between electrical connections, marked underground conduit pulling tape and
dolly ropes.
Wood Arms
o Tangent 8ft. long and 10ft. long crossarms to hold primary conductors at top of poles.
Wildlife Covers
o Used to isolate and better protect lightning arrestors, insulators, and transformers hi-voltage
leads from squirrels activity.
Miscellaneous items
o Hotline clamps and stirrups used to connector transformers and cutouts to primary
conductors, and various sizes of bolted electrical connectors used for specific customer
applications.
Purchase of these hardware, connectors, arms, and accessories, are necessary so that DME can construct,
operate, maintain overhead and underground electric facilities, and provide electric service to new
customers. The items are stocked by the Distribution Center and used on projects throughout the year as
needed to meet a specific application or customer requirement.
Invitation for Bids was sent to 461 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 specification were received. Multiple vendors were determined to be the
best value for the City. No bid was received for items 94-97.
RECOMMENDATION
Award a contract with Stuart C. Irby Company and Techline, Inc., for the supply of distribution hardware
and accessories, in a four (4) year not-to-exceed amount of $4,500,000.
PRINCIPAL PLACE OF BUSINESS
Stuart C. Irby Company
Jackson, MS
Techline, Inc.
Fort Worth, Texas
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for three (3) additional one (1)
year periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These items will be funded out of the Distribution Center Working Capital account and charged back to the
using department.
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: 2.3 Promote superior utility services and City facilities
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Bid Tabulation
Exhibit 3: Ordinance and Contracts
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Cassandra Ogden at 940-349-7195.