Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: December 7, 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 Professional Coil Cleaning, Inc., to furnish all
labor, materials, tools, equipment, and supervision for cleaning coils on heating, ventilation, and air
conditioning systems for the Facilities Management Department; providing for the expenditure of funds
therefor; and providing an effective date (RFP 7798 – awarded to Professional Coil Cleaning, Inc., for one
(1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-
exceed amount of $100,000.00).
INFORMATION/BACKGROUND
The proposed contract is to provide all labor, materials, tools, equipment, and supervision for cleaning coils
on over 250 heating, ventilation, and air conditioning systems bi-annually for various City of Denton
departments at the following locations:
Building Number of Units to Clean
Denia Recreation Center 9 Units -Straight coils and covers
North Lake Recreation Center 9 Units -Straight coils and covers
MLK Recreation Center 10 Units
City Hall East 35 Units
Fire Station 1 (Central) 4 Units
Service Center 8 Units
Fleet Services 4 Units
South Branch Library 11 Units
Senior Center 11 Units
Police Training Facilities 20 Units
DME Facilities 20 Units
CVA 10 Units
North Branch Library 15 Units
Linda McNatt Animal Shelter 14 Units
Facilities Management 10 Units
Solid Waste 9 Units
Solid Waste – 1001 Mayhill 1 Unit
Solid Waste – 651 Mayhill 4 Units
Denton Energy Center 2 Units
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Emily Fowler Library 3 Units
North Lake Annex 4 Units
Airport 1 9 Units
Lesa Building 1 1 Unit
Civic Center 6 Units
Fire Station 2 9 Units
Fire Station 3 1 Unit
Fire Station 4 9 Units
Fire Station 5 3 Units
Fire Station 6 3 Units
Traffic 1 1 Unit
Tennis/Golf 3 Units
Coil cleaning includes straight coils and covers, underneath the coils, v-coils ground and covers, mini-splits,
and Lieberts utilizing low pressure (less than 1500 psi) and high-volume water (40 – 50 GPM) with no
chemicals. Staff contacted all references provided for the single bidder and received satisfactory
recommendations. Based on a historical spend and future projections the recommended NTE of this contract
is $100,000 for the potential five (5) year contract.
FY 21-22 FY 22-23 FY 23-24 FY 24-25 FY 25-26 Total
EST / YR $17,000 $20,750 $20,750 $20,750 $20,750 100,000
Request for Proposals was sent to 742 prospective suppliers, including 60 Denton firms. In addition,
specifications were placed on the Materials Management website for prospective suppliers to download and
advertised in the local newspaper. One (1) proposal was received, and references were checked to ensure
the vendor can provide the services requested in the Scope of Work. The proposal was evaluated based
upon published criteria including compliance with specifications, probable performance, and price. Best
and Final Offer (BAFO) was requested from the firm. The department is awarding the contract to
Professional Coil Cleaning, Inc.
NIGP Code Used for Solicitation: 914, 967, 992
Notifications sent for Solicitation sent in IonWave: 742
Number of Suppliers that viewed Solicitation in IonWave: 20
HUB-Historically Underutilized Business Invitations sent out: 64
SBE-Small Business Enterprise Invitations sent out: 284
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with Professional Coil Cleaning, Inc., to furnish all labor, materials, tools, equipment, and
supervision for cleaning coils on heating, ventilation, and air conditioning systems for the Facilities
Management Department, in a one (1) year, with the option for four (4) additional one (1) year extensions,
in the total five (5) year not-to-exceed amount of $100,000.
SUSTAINABILITY MEASURES
Preference will be given to products made of recycled materials if the products meet applicable
specifications as to quantity and quality and the average price of the product is not more than 10% greater
than the price of comparable non-recycled products per Texas Government Code Title, 30 Chapter 328,
Subchapter K, Rule §328.203. When possible, the Contractor is to recycle materials being removed.
PRINCIPAL PLACE OF BUSINESS
Professional Coil Cleaning, Inc.
Euless, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These products and services will be funded through the using department’s budget on an as-needed basis.
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: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Marissa Barrett, 940-349-7465.
Legal point of contact: Marcella Lunn at 940-349-8333.