Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
DCM: David Gaines
DATE: May 3, 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 Sunbelt Rentals, Inc., through the Sourcewell
Cooperative Purchasing Network Contract Number 062320-SNB, for material handling equipment rental
for various City of Denton departments; authorizing the expenditure of funds therefor; and declaring an
effective date (File 7868 – awarded to Sunbelt Rentals, Inc., in the not-to-exceed amount of $1,236,000.00).
INFORMATION/BACKGROUND
This request is to award a contract for the short-term rental of material handling equipment. These types of
equipment include forklifts, man lifts, and scissor lifts for various City departments. Departments
occasionally need the rental of material handling equipment to supplement the City fleet. Rental periods
range from daily, weekly, monthly, or longer depending on the project requirements. Manlifts and forklifts
are typically used to supplement department fleets for specific projects or as temporary replacements for
front-line equipment when long maintenance downtimes are projected. Equipment availability and delivery
are key factors for the efficiency of the rental program. An annual contract will allow staff quick access to
material handling equipment without delay. Staff is recommending awarding contracts to primary and
secondary vendors by class to assure availability and meet City timelines.
The requested not-to-exceed amount is based on historical and anticipated spends. The projected spend
could increase or decrease based on planned construction projects and changes to department-specific
program services.
Staff is recommending awarding a material handling equipment rental contract to Sunbelt Rentals through
Sourcewell Contract number# 062320-SNB.
The anticipated 3-year spend is outlined below.
FY 22-23 FY 23-24 FY 24-25 Total
Rentals $400,000 $400,000 $400,000 $1,200,000
Contingency $12,000 $12,000 $12 ,000 $36,000
Total: $412,000 $412,000 $412,000 $1,236,000
Pricing obtained through Sourcewell Cooperative Purchasing Network has been competitively bid and
meets the statutory requirements of Texas Local Government Code 271.102.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 28, 2020, Council approved the interlocal agreement with Sourcewell (Ordinance 20-197).
RECOMMENDATION
Award a contract with Sunbelt Rentals, Inc., for material handling equipment rental for various City of
Denton departments, in a not-to-exceed amount of $1,236,000.
PRINCIPAL PLACE OF BUSINESS
Sunbelt Rentals, Inc.
Denton, TX
ESTIMATED SCHEDULE OF PROJECT
Delivery of the items will occur within 2 days after receipt of the order. This Sourcwell contract expires on
August 27, 2024.
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: Cooperative Pricing
Exhibit 3: Ordinance
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Terry Kader, 940-349-8729.
Legal point of contact: Marcella Lunn at 940-349-8333.