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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Cassey Ogden DATE: October 17, 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 CBS Mechanical Services, Inc., dba CMS Mechanical Services, Inc., for all HVAC labor, materials, tools, equipment, and supervision for various City buildings and to assist with renovations, remodels, and maintenance of existing HVAC systems for the Facilities Management Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 8294 – awarded to CBS Mechanical Services, Inc., dba CMS Mechanical Services, Inc., 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 $7,000,000.00). STRATEGIC ALIGNMENT This action supports the Key Focus Area: Enhance Infrastructure and Mobility. INFORMATION/BACKGROUND The proposed contract is for heating, ventilation, and air conditioning maintenance, repairs, and replacement services for various City buildings and any other areas maintained by the City of Denton Facilities Department. This contract is to assist with the City’s HVAC units located at over 200 building locations. The approximate total square footage for these buildings is 1,500,000. The units range from 1.5 tons to 180 tons. The HVAC services will be performed on an as-needed basis to assist the City with renovations, remodels, and maintenance of existing facilities. The service will include routine preventative maintenance as well as service calls. Preventative maintenance ensures all units have the highest chance of operability, longevity, and efficiency. Service calls will allow Facilities Management staff to immediately address customer concerns. The proposed contract also provides services for immediate response in the event of lost functionality of the units to prevent any disruptions in the City’s day-to-day work routine. Facilities Management has a CIP Replacement Program in place that encompasses HVAC, roofs, and flooring to assist in managing unit replacements. The schedule was created in 2004 and currently has estimated replacement needs through 2035. This service contract is a large asset in making sure units are replaced in a timely and efficient way so that the building's HVAC systems are efficient and environmentally productive. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com Facilities Management has spent $3,125,000 in the last 3.5 years. This spending trend equals $4,464,285 over 5 years. An additional $2,535,715 for projected Facilities Condition Assessment (FCA) work brings the estimated total need to $7,000,000. After reference checks, staff feels that CBS Mechanical Services Inc. is an established business that has experience with working with larger entities and possesses the competence to perform the work requested in a timely manner. Request for Proposals was sent to 1,048 prospective suppliers, including 71 Denton firms. In addition, specifications were placed on the Procurement website for prospective suppliers to download and advertised in the local newspaper. Three (3) proposals were received, references were checked, and proposals were evaluated based on published criteria including project schedule, compliance with specifications, probable performance, and price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this evaluation, CBS Mechanical Services, Inc., dba CMS Mechanical Services, Inc. was ranked the highest and determined to be the best value for the City. NIGP Code Used for Solicitation: 910 - (Service Only) - Building Maintenance, Installation and Repair Services Notifications sent for Solicitation sent in IonWave: 1,048 Number of Suppliers that viewed Solicitation in IonWave: 15 HUB-Historically Underutilized Business Invitations sent out: 110 SBE-Small Business Enterprise Invitations sent out: 384 Responses from Solicitation: 3 RECOMMENDATION Award a contract with CBS Mechanical Services, Inc., dba CMS Mechanical Services, Inc., for all HVAC labor, materials, tools, equipment, and supervision for various City buildings and to assist with renovations, remodels, and maintenance of existing HVAC systems for the Facilities Management Department, for one (1) year, with the option for four (4) additional one (1) year extensions, in total five (5) years in the not-to- exceed amount of $7,000,000. PRINCIPAL PLACE OF BUSINESS CBS Mechanical Services, Inc., dba CMS Mechanical Services, Inc. Denton, 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 Outside Contracted Services account 880200.6545. Requisitions will be entered on an as-needed basis. The budgeted amount for this item is $7,000,000. 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: Pricing Evaluation Exhibit 3: Presentation Exhibit 4: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Thomas Gramer, 940-349-7467. Legal point of contact: Marcella Lunn at 940-349-8333.