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 corporation,
authorizing the City Manager to execute a contract with James Wood Autopark, Inc., for the supply of
police patrol and supervisor vehicles for the City of Denton Police Department; providing for the
expenditure of funds therefor; and providing an effective date (IFB 6863 - awarded to James Wood
Autopark, Inc., in the three (3) year not-to-exceed amount of $2,100,000).
BID INFORMATION /BACKGROUND
This bid is to establish an annual supply agreement for the purchase of police patrol and supervisor vehicles
completely out fitted for the Police Department. Since 2010, Fleet Services has standardized the police
patrol fleet to the SUV platform for many reasons including longevity, durability and reduced maintenance
costs. Current fleet metrics forecast the need for the Denton Police Department to purchase approximately
ten (10) patrol units and three (3) supervisor vehicles annually as replacements during the next three (3)
year period.
Invitation for Bids was sent to 59 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. The lowest bid was received by James Wood
Autopark, Inc.
In addition, there are a number of value-added services that are provided at no cost. Two (2) years of
complimentary scheduled preventative maintenance, vehicle pickup and delivery, inspection and condition
reports and courtesy vehicle washes 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.
RECOMMENDATION
Award a contract with James Wood Autopark, Inc., for the supply of police patrol and supervisor vehicles
for the Police Department, in the three (3) year not-to-exceed amount of $2,100,000.
PRINCIPAL PLACE OF BUSINESS
James Wood Autopark, Inc.
Denton, TX
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
ESTIMATED SCHEDULE OF PROJECT
The delivery time for police vehicles varies and is estimated to be 120 days depending on the type of
equipment to be installed.
FISCAL INFORMATION
All purchases will be approved through the 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 vehicles will occur within 120 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 List of Items being Replaced
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