Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: September 19, 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 Insane Impact, LLC, for the purchase of a Mobile
LED Trailer, video screen, and audio and video operating system for utilization by the City of Denton for
the Parks and Recreation Department; providing for the expenditure of funds therefor; and providing an
effective date (RFP 8276 – awarded to Insane Impact, LLC, in the not-to-exceed amount of $283,150.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Strengthen Community and Quality of Life.
INFORMATION/BACKGROUND
The Parks and Recreation Department (PARD) offers numerous programs and special events throughout
the year across the entire city. One very popular activity is the outdoor movies at Quakertown Park and the
aquatics facilities. Currently, the movie operations are outsourced to a firm that sets up a screen and
audio/visual equipment for each specific program. Darkness is required to be able to view the screen which
creates limited usability. The purchase of the LED trailer will bring the operation in-house and enhance
programming. The benefit of the proposed mobile trailer is that movies, sporting events, and viewings can
be shown during the daytime. PARD also plans to use the screen for numerous other events like outdoor
public meetings, engagement opportunities, grand openings, dedications, promotional videos at special
events, seasonal camps, advertising during programming, and watch parties for sporting events and
concerts. The new equipment will allow for additional marketing and outreach to the community through
various events and activities to help promote the City of Denton and PARD.
Potential future use of the mobile trailer includes rental of the equipment, use by organizations hosting
special events, and partnerships with local universities and the school district for programming. The
purchase of the mobile trailer aligns with the objectives of the PARD Strategic Plan and is part of the
Department’s Capital Improvement Plan. If this purchase is approved, staff plans to launch this new amenity
in the fall.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Project Description Expenditure
Purchase Max 2313 (23’x13’) LED Screen Trailer $240,000
LED Trailer Panels $0
LED Production Box $0
PowerTech 30KW SI diesel generator with shroud and 30g tank $30,000
Weatherproof audio package $10,000
Delivery $3,150
11 Year parts/5 year on-site LED warranty $0
3 Year trailer warranty $0
Electronics manufacture warranty $0
Total $283,150
Request for Proposals was sent to 273 prospective suppliers, including 19 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
could provide the services requested in the Scope of Work. The proposal was evaluated based on published
criteria including schedule, compliance with specifications, probable performance, and price. Best and Final
Offer (BAFO) was requested from the firm. The department is awarding the contract to Insane Impact,
LLC.
NIGP Code Used for Solicitation: 55, 65, 73, and 840
Notifications sent for Solicitation sent in IonWave: 273
Number of Suppliers that viewed Solicitation in IonWave: 10
HUB-Historically Underutilized Business Invitations sent out: 23
SBE-Small Business Enterprise Invitations sent out: 111
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with Insane Impact, LLC, for the purchase of a Mobile LED Trailer, video screen, and
audio and video operating system for utilization by the City of Denton for the Parks and Recreation
Department, in a not-to-exceed amount of $283,150.
PRINCIPAL PLACE OF BUSINESS
Insane Impact, LLC
Waukee, IA
ESTIMATED SCHEDULE OF PROJECT
Delivery of the items will occur within 120 days after receipt of the order.
FISCAL INFORMATION
These items will be funded from Parks Project Account 402160.7886. Requisition #161113 has been
entered into the Purchasing software system in the amount of $283,150. The budgeted amount for this item
is $283,150.
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, 940-349-7460.
Legal point of contact: Marcella Lunn at 940-349-8333.