Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: January 25, 2022
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 Woman’s University for annual physical
assessments for City of Denton firefighters; providing for the expenditure of funds therefor; and providing
an effective date (RFP 7848 – awarded to Texas Woman’s University, 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 $323,400.00).
INFORMATION/BACKGROUND
The proposed contract is for annual physical assessments of the civil service employees within the Fire
Department. The agreement will establish a long-term fixed price for services and allow the Fire
Department to continue providing the annual physicals required by the City’s Meet and Confer contract,
standard operating procedures (SOP), and specialized certifications.
Under the 2006 Federal Emergency Management Agency’s Assistance to Firefighters Grant program, the
Department was awarded funding to establish a health and wellness program. As part of the 2015 Meet and
Confer contract, the City agreed to provide annual physicals to civil service personnel. Additionally, an
SOP was implemented establishing a health and wellness performance standard that requires the completion
of annual physicals.
The proposed agreement contains a list of specific medical tests and services to be provided by Texas
Woman’s University located at their facility. This includes but is not limited to, a physical examination,
Body Mass Index, Body Composition, Bone Density Scan by DXA, Muscle Fitness Testing (Flexibility,
Muscle Strength, Core Endurance), Cardiac Stress Test (VO2 Max, Aerobic Endurance), Vision Exam,
Hearing Exam, and Respiratory Function Testing.
Projected Spend
Categories Year1 Year 2 Year 3 Year 4 Year 5 Total
Physicals (based on # of
firefighters) $58,800 $58,800 $58,800 $58,800 $58,800 $294,000
Contingency $5,880 $5,880 $5,880 $5,880 $5,880 $29,400
Total: $64,680 $64,680 $64,680 $64,680 $64,680 $323,400
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Request for Proposals was sent to 80 prospective suppliers, including nine (9) Denton firms. In addition,
specifications were placed on the Procurement and Compliance website for prospective suppliers to
download and advertised in the local newspaper. Three (3) proposals were received, references were
checked, and proposals were evaluated based upon published criteria including compliance with
specifications, probable performance, and price. Best and Final Offers (BAFO) were requested from all
firms. Based upon this evaluation, Texas Woman’s University was ranked the highest and determined to be
the best value for the City.
NIGP Code Used for Solicitation: 948 - (Service Only) - Health Related
Services (For Human Services See
Class 952)
Notifications sent for Solicitation sent in IonWave: 80
Number of Suppliers that viewed Solicitation in IonWave: 9
HUB-Historically Underutilized Business Invitations sent out: 7
SBE-Small Business Enterprise Invitations sent out: 37
Responses from Solicitation: 3
RECOMMENDATION
Award a contract with Texas Woman’s University, for annual physicals assessments for City of Denton
firefighters, 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 $323,400.
PRINCIPAL PLACE OF BUSINESS
Texas Woman’s University
Denton, 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 services will be funded from Fire Department Operating Funds.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7148
Purchasing Manager
For information concerning this acquisition, contact: Lindsey Garrison, 940-349-8844.
Legal point of contact: Marcella Lunn at 940-349-8333.