Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
CFO: Cassey Ogden
DATE: December 13, 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 Harden Cabinets, LLC, for scrap utility pole
disposal for Denton Municipal Electric; providing for the expenditure of funds therefor; and providing an
effective date (RFP 8065 – awarded to Harden Cabinets, LLC, for three (3) years, with the option for two
(2) additional one (1) year extensions, in the total five (5) year term).
INFORMATION/BACKGROUND
This contract is for the disposal of scrap utility poles no longer in use. The City’s Procurement Policy
defines scrap as personal property that no longer functions, is unserviceable, and has no market value,
except for the basic material content, which can be recycled through appropriate means. Scrap may be
disposed of through the sealed bid process. The poles are retrieved from the field by Denton Municipal
Electric (DME) crews or contractors and stored until picked up by Harden Cabinets, LLC. Harden Cabinets
takes full responsibility for the utility poles once they are in their possession. If these poles stay on DME
campuses, they begin to encumber the storage space needed for new DME materials. The current contract
with Harden Cabinets is expiring in December 2022, and DME does not have the capacity to store an excess
of poles in the yard. The proposal would allow Harden Cabinets to continue to pick up the used utility poles
without interruption.
Request for Proposals was sent to 45 prospective suppliers of this item, including two (2) Denton firms. In
addition, specifications were placed on the Procurement 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 price, schedule, and probable performance. The department is awarding
the contract to Harden Cabinets, LLC.
NIGP Code Used for Solicitation: 540 - Lumber, Siding, and Related
Products
Notifications sent for Solicitation sent in IonWave: 45
Number of Suppliers that viewed Solicitation in IonWave: 4
HUB-Historically Underutilized Business Invitations sent out: 8
SBE-Small Business Enterprise Invitations sent out: 23
Responses from Solicitation: 1
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On December 12, 2022, this item will be presented to the Public Utilities Board (PUB) for consideration.
RECOMMENDATION
Award a contract with Harden Cabinets, LLC, for scrap utility pole disposal for Denton Municipal Electric,
in a three (3) year, with the option for two (2) additional one (1) year extensions, in the total five (5) year
term.
SUSTAINABILITY MEASURES
This is the most environmentally friendly way to dispose of the poles, because Hardens Cabinets, LLC
recycles the poles for different building purposes which saves the number of trees that would have to be
used for the same building purposes.
This is the most effective way to dispose of the poles because they do not head off to a landfill and take
up space.
PRINCIPAL PLACE OF BUSINESS
Harden Cabinets, LLC
Sanger, 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
This contract creates no financial obligations for the City of Denton.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: LLC Members
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Randy Key, 940-349-7665.
Legal point of contact: Marcella Lunn at 940-349-8333.