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 Texas Fire & Sound, Inc., for fire alarm monitoring,
repairs, installation, and maintenance of various City buildings for the Facilities Management Department;
providing for the expenditure of funds therefor; and providing an effective date (RFP 8313 – awarded to
Texas Fire & Sound, Inc., for three (3) years, with the option for two (2) additional one (1) year extensions,
in total five (5) year not-to-exceed amount of $1,500,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
This Request for Proposal is for fire alarm monitoring, repairs, installation, and maintenance for various
City buildings maintained by the City of Denton Facilities Department. This contract is to assist with the
alarm systems at over 200 building locations. The approximate total square footage for the buildings is
1,500,000 square feet. These services will be performed on an as-needed basis to assist the City with
renovations, remodels, and maintenance of existing facilities.
This service will include routine preventative maintenance, inspections, and service calls. Preventative
maintenance ensures all units have the highest chance of operability, longevity, and efficiency. Service calls
will allow Facilities Management staff to address customer concerns immediately. This service contract is
a critical provider of fire alarms and devices scheduled for replacement once the unit ends its useful life.
Facilities Management has spent $727,498 on this service for the last two and a half years. Our projected
need for five (5) years is $1,500,000.
Request for Proposals was sent to 661 prospective suppliers, including 20 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 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
Texas Fire & Sound, Inc.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
NIGP Code Used for Solicitation: 911 - Construction and Utilities, Higher
Education & 925 - (Service Only) -
Engineering Services, Professional
Notifications sent for Solicitation sent in IonWave: 661
Number of Suppliers that viewed Solicitation in IonWave: 8
HUB-Historically Underutilized Business Invitations sent out: 101
SBE-Small Business Enterprise Invitations sent out: 209
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with Texas Fire and Sound Inc., for fire alarm monitoring, repairs, installation, and
maintenance for various City buildings for the Facilities Management Department, in a three (3) year, with
the option for two (2) additional one (1) year extensions, in total five (5) year not-to-exceed amount of
$1,500,000.
SUSTAINABILITY MEASURES
The City will use the most cost-effective and efficient parts when replacing or repairing fire alarm systems
and devices.
PRINCIPAL PLACE OF BUSINESS
Texas Fire & Sound, Inc.
Garland, TX
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 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 $1,500,000.
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: David Moore, 940-349-7247.
Legal point of contact: Marcella Lunn at 940-349-8333.