Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: January 9, 2024
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 C&C Environmental Services, Inc., for the removal,
replacement, and inspection of filter media at the Ray Roberts Water Treatment Plant for the Water
Production Department; providing for the expenditure of funds therefor; and providing an effective date
(RFP 8355 – awarded to C&C Environmental Services, Inc., for three (3) years, with the option for two (2)
additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $1,224,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The Water Production Treatment Facilities utilize large filters to clean and produce high-quality water as a
key part of the treatment process. Filters typically are constructed of a box-like structure, containing media
(sand and anthracite coal), and an underdrain. The media acts as a barrier against suspended particles in the
water, and the underdrain serves to collect the filtered water for the next process.
The Ray Roberts Water Treatment Plant has eight (8) filters that have media that is over twenty (20) years
old, and underdrains that are equipped with an obsolete component referred to as a cap. Runtime on filters
has significantly decreased in the past five (5) years, which has led to an inherent risk of losing treatment
capability. Measurements in the quality of the media, such as size and depth, coupled with the age of the
media, indicated that replacement of the media is overdue. Replacement of media within filters is a common
practice that should occur every ten (10) to twenty (20) years for a treatment facility as the small particles
of media begin to lose their surface area and become less effective.
Considering the state of the filter media, the obsolete equipment of the underdrain, advances in treatment
technology, and the process of media replacement, the recommendation is to replace the media with
adequate amounts of sand and granular activated carbon (GAC), replace the underdrain caps with the
modern equivalent, and have a manufacturer inspection. GAC will replace the anthracite coal portion of the
media to match the Lake Lewisville Water Treatment Plant’s filters and offer more filter capabilities.
Without action, the treatment plant risks losing or a significant reduction in treatment capacity. Replacement
of media across all eight (8) filters is open to three (3) years with options for two (2) additional years
depending on the availability of the plant to shut down and allow the work to be performed.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Service/Materials Cost Quantity Total
Media and Underdrain Cap & Labor $136,000 8 $1,088,000
Contingency $136,000 1 136,000
Grand Total: $1,224,000
Request for Proposals was sent to 304 prospective suppliers, including seven (7) 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. The
department is awarding the contract to C&C Environmental Services, Inc.
NIGP Code Used for Solicitation: 890 - Water Supply, Groundwater, Sewage
Treatment, & Related Equipment (Not For
Air Conditioning, Steam Boiler, Or
Laboratory Reagent Water) & 936 -
(Service Only) - Equipment Maintenance
& Repair Services For General Equipment
Notifications sent for Solicitation sent in IonWave: 304
Number of Suppliers that viewed Solicitation in IonWave: 15
HUB-Historically Underutilized Business Invitations sent out: 23
SBE-Small Business Enterprise Invitations sent out: 97
Responses from Solicitation: 1
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 8, 2024, this item will be presented to the Public Utilities Board (PUB) for consideration.
RECOMMENDATION
Award a contract to C&C Environmental Services, Inc., for the removal, replacement, and inspection of
filter media at the Ray Roberts Water Treatment Plant for the Water Production Department, in a three (3)
year, with the option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed
amount of $1,224,000.
PRINCIPAL PLACE OF BUSINESS
C&C Environmental Services, Inc.
Portsmouth, OH
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
These products and services will be funded through the department’s budget on an as-needed basis. 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: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Daniel Parish, 940-349-7522.
Legal point of contact: Marcella Lunn at 940-349-8333.