Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: March 21, 2023
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 Fannin Tree Farm Sales, LLC., for the purchase
and installation of trees within parks, medians, right of ways, public buildings, and other City locations for
the Parks and Recreation Department; providing for the expenditure of funds therefor; and providing an
effective date (IFB-BV 8136 – awarded to Fannin Tree Farm Sales, LLC., 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
$1,701,000.00).
INFORMATION/BACKGROUND
Tree planting and replacement are essential to help beautify our City, provide for cleaner air, and help
replace our shrinking tree canopy due to expansion and prolonged drought damage. Tree planting has broad
appeal to both the commercial and residential sectors. Tree planting and installation services, once the
contractor has been approved, will provide the following benefits to the City of Denton:
1. The availability to purchase trees and installation services for Parks and Recreation Department
(PARD) planting.
2. The availability to purchase trees and installation services by other City departments.
3. The availability of a contractor warranty period for any new plantings.
4. Meet the Council’s direction for reforestation thru the use of the tree mitigation fund.
Fannin Tree Farm Sales, LLC. is a well-established business and has provided quality work for the City of
Denton on previous occasions. They have provided a consistent, stable workforce with Certified Arborists
on staff to supervise the crews. This contractor has provided continuity in the service delivery without any
complaints from the citizens of Denton. The staff has been very pleased with the timeliness of the work and
attention to detail.
FY 22-23 FY 23-24 FY 24-25 FY 25-26 FY 26-27 Total
Fannin Tree
Farm $324,000 $324,000 $324,000 $324,000 $324,000 $1,620,000
5%
Contingency $16,200 $16,200 $16,200 $16,200 $16,200 $81,000
Total $340,200 $340,200 $340,200 $340,200 $340,200 $1,701,000
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Invitation for Bids for Best Value was sent to 37 prospective suppliers of this item, including four (4)
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, probable performance, and compliance
with specifications. The department is awarding the contract to Fannin Tree Farm Sales, LLC.
NIGP Code Used for Solicitation: 595 - Nursery (Plants) Stock,
Equipment, and Supplies
Notifications sent for Solicitation sent in IonWave: 37
Number of Suppliers that viewed Solicitation in IonWave: 7
HUB-Historically Underutilized Business Invitations sent out: 3
SBE-Small Business Enterprise Invitations sent out: 21
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with Fannin Tree Farm Sales, LLC., for the purchase and installation of trees within parks,
medians, right of ways, public buildings, and other City locations for the Parks and Recreation 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 $1,701,000.
PRINCIPAL PLACE OF BUSINESS
Fannin Tree Farm Sales, LLC.
Frisco, 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 Tree Mitigation account 224100. Requisitions will be entered on an as-
needed basis. The budgeted amount for this item is $1,701,000. 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: LLC Members
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, (940) 349-7100
Purchasing Manager
For information concerning this acquisition, contact: Gary Packan, (940) 349-8416.
Legal point of contact: Marcella Lunn at 940-349-8333.