Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
CFO: Cassey Ogden
DATE: October 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 Hartstra Manufacturing, LLC, for the purchase of
two (2) animal control truck bodies for the City of Denton Animal Control Services; providing for the
expenditure of funds therefor; and providing an effective date (IFB-BV 8081 – awarded to Hartstra
Manufacturing, LLC, in the not-to-exceed amount of $75,000.00).
INFORMATION/BACKGROUND
This request is in consideration of a one-time purchase with Hartstra Manufacturing LLC to provide Animal
Services with chassis-mounted animal control bodies. Animal control truck bodies purchased through this
contract will be Fleet Services approved replacements and fleet additions approved through the budget
process.
Animal control bodies are used to transport animals safely and effectively throughout the city during daily
operations. These boxes are vented, insulated, and waterproof to provide comfort to the animal(s). The units
are made from stainless steel which provides longevity and easy cleanup. They will be mounted to two 2022
Chevrolet 2500 Regular Cab 4WD chassis that have been previously purchased.
Invitation for Bids for Best Value was sent to 86 prospective suppliers of this item, including five (5) Denton
firms. In addition, specifications were placed on the Procurement website for prospective suppliers to
download and advertised in the local newspaper. Two (2) bids meeting specifications were received,
references were checked, and the bids were evaluated by section based upon published criteria including
price, schedule, and probable performance. Best and Final Offers (BAFO) were requested from the top firm.
Hartstra Manufacturing, LLC was ranked the highest and determined the best value for the City.
NIGP Code Used for Solicitation: 065 - Automotive and Trailer Bodies,
Body Accessories, and Parts
Notifications sent for Solicitation sent in IonWave: 86
Number of Suppliers that viewed Solicitation in IonWave: 9
HUB-Historically Underutilized Business Invitations sent out: 5
SBE-Small Business Enterprise Invitations sent out: 33
Responses from Solicitation: 2
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
RECOMMENDATION
Award a contract with Hatrsta Manufacturing, LLC, for the purchase of two (2) animal control truck bodies
for the City of Denton Animal Control Services, in a not-to-exceed amount of $75,000.
PRINCIPAL PLACE OF BUSINESS
Hartstra Manufacturing, LLC
Waco, TX
ESTIMATED SCHEDULE OF PROJECT
Delivery of the items will occur within 90 days after receipt of order.
FISCAL INFORMATION
These bodies will be funded from Animal Services account 810566.1355.30100. Requisition #157106 has
been entered into the Purchasing software system in the amount of $75,000. The budgeted amount for this
item is $75,000.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: LLC Members
Exhibit 4: 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.