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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 Denton County Termite, Inc., for the supply of pest control services for various City buildings for the Facilities Management Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 8312 – awarded to Denton County Termite, Inc., for one (1) year, with the option for four (4) additional one (1) year extensions, in total five (5) year in the not-to-exceed amount of $400,000.00). STRATEGIC ALIGNMENT This action supports the Key Focus Area: Enhance Infrastructure and Mobility INFORMATION/BACKGROUND This Request for Proposal is for Pest Control Services for various City buildings maintained by the City of Denton Facilities Department. This contract is to assist with the City’s pest control services at over 200 building locations. The approximate total square footage for the buildings is 1,500,000 square feet. The pest control services will be routine and scheduled while also performing as-needed spot services of existing facilities and new city facilities. This service will include routine preventative maintenance as well as service calls. Preventative maintenance ensures all areas have the highest chance of operability, longevity, and efficiency. Service calls will allow Facilities Management staff to immediately address customer concerns. Facilities Management has spent $63,000/year in the last three (3) years on pest control. Based on the historical spend, $315,000 is estimated over five (5) years. With additional buildings being built or acquired, we estimate a total need of $400,000. After reference checks, staff feels that Denton County Termite and Pest is an established business that has experience working with larger entities and possesses the competence to perform the work requested in a timely manner. Below is the information Denton County Termite and Pest provided regarding the wages they pay their employees who will be assigned to the City’s contract. Position Description Denton County Termite and Pest Hourly Rate of Employees Technician $16.00 Assistant $15.00 City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com Request for Proposals was sent to 487 prospective suppliers, including 53 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 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 Denton County Termite, Inc. NIGP Code Used for Solicitation: 910 - (Service Only) - Building Maintenance, Installation and Repair Services & 988 - (Service Only) - Roadside, Grounds, Recreational and Park Area Services Notifications sent for Solicitation sent in IonWave: 487 Number of Suppliers that viewed Solicitation in IonWave: 8 HUB-Historically Underutilized Business Invitations sent out: 67 SBE-Small Business Enterprise Invitations sent out: 207 Responses from Solicitation: 1 RECOMMENDATION Award a contract with Denton County Termite, Inc., for the supply of pest control services for various City buildings for the Facilities Management Department, in a one (1) year, with the option for four (4) additional one (1) year extensions, in total five (5) year not-to-exceed amount of $400,000. PRINCIPAL PLACE OF BUSINESS Denton County Termite, Inc. Denton, TX SUSTAINABILITY MEASURES When performing Pest Control Services, we will use the most cost-effective and efficient means available. 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 into the Purchasing software system on an as-needed basis. The budgeted amount for this item is $400,000. Fiscal Year 2024 requisition will be entered in the amount of $32,000. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: 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.