Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: September 28, 2021
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 Texas Electric Cooperatives, Inc., for polymer
insulators for Denton Municipal Electric Substations to be stocked in the City of Denton Warehouse;
providing for the expenditure of funds therefor; and providing an effective date (IFB 7730 – awarded to
Texas Electric Cooperatives, Inc., 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 $820,000.00).
INFORMATION/BACKGROUND
Polymer insulators are used to isolate electrical conductors from ground potential. 138kV and 25kV
polymer insulators of several different types are required. Polymer insulators are constructed with a
fiberglass core and a silicone rubber exterior. The insulators have metal end pieces for attaching to
structures, buses, or conductors.
As these commodities are “common stock items” in the Warehouse working capital inventory under the
City of Denton General Government, they are not reviewed by the Public Utilities Board. The Warehouse
orders goods in coordination with Denton Municipal Electric (DME) for specific projects under
construction. The items are temporarily stored in the Warehouse until they are needed on the job site and
then transferred to DME through an inventory management system. The items are ordered as needed, taking
into account the contracted lead time and the need by date by the using department. The need by date is
established by ensuring that citizen, customer, and developer timelines all form the basis of when the
construction work must be complete by with an operational City of Denton service; furthermore, it factors
in City of Denton construction crew schedules and construction sequencing with job site contractors.
Based on historical spend of $164,000 per year the contracted amount is $820,000. The costs for material
purchased under the proposed agreement will be funded out of amounts budgeted for specific projects.
Invitation for Bids was sent to 286 prospective suppliers, including 9 Denton firms, of this item. In addition,
specifications were placed on the Materials Management website for prospective suppliers to download and
advertised in the local newspaper. Four (4) bids meeting specifications were received. The lowest bid was
received by Texas Electric Cooperatives, Inc.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
NIGP Code Used for Solicitation: 285 - Electrical Equipment and
Supplies (Except Cable and Wire)
Notifications sent for Solicitation sent in IonWave: 286
Number of Suppliers that viewed Solicitation in IonWave: 19
HUB-Historically Underutilized Business Invitations sent out: 28
SBE-Small Business Enterprise Invitations sent out: 120
Responses from Solicitation: 4
RECOMMENDATION
Award a contract with Texas Electric Cooperatives, Inc., for polymer insulators for Denton Municipal
Electric Substations to be stocked in the City of Denton Warehouse, in a three (3) year, with the option for
two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $820,000.
PRINCIPAL PLACE OF BUSINESS
Texas Electric Cooperatives, Inc.
Georgetown, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) year contract with options to extend the contract for two (2) 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. Requisitions will be entered on an as-needed basis. The budgeted amount for this item is
$820,000. 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: Dustin Rolfe, 940-349-8438.
Legal point of contact: Marcella Lunn at 940-349-8333.