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 Custom Landscapes, Inc. dba Classic Landscapes
and Maintenance, for a landscaping and improvement contractor for the Parks and Recreation Department
and other City departments; providing for the expenditure of funds therefor; and providing an effective date
(RFP 8358 – awarded to Custom Landscapes, Inc. dba Classic Landscapes and Maintenance, 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 $1,375,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Promote Sustainability and the Environment, and Supports Healthy
and Safe Communities.
INFORMATION/BACKGROUND
This RFP is for a contract to supply landscaping services including sod installation, complete landscape
installation, and other landscape services needed by Parks and Recreation Department (PARD), Streets,
Drainage, Water/Wastewater, and any other City departments needing these services or improvements.
There exists a reasonable expectation that sod be replaced promptly in yards and landscaped areas resulting
from utility excavation or other City work. Additionally, to help facilitate and implement landscape
improvements throughout the City, it is beneficial to have a contract in place as staff workloads don’t always
allow for the work to proceed.
YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 Total
Budgeted Amount $200,000 $225,000 $250,000 $275,000 $300,000 $1,250,000
Contingency 20,000 22,500 25,000 27,500 30,000 125,000
Total $220,000 $247,500 $275,000 $302,500 $330,000 $1,375,000
Request for Proposals was sent to 408 prospective suppliers of this item, including 30 Denton firms. In
addition, specifications were placed on the Procurement website for prospective suppliers to download and
advertised in the local newspaper. Two (2) proposals were received and evaluated based upon published
criteria including delivery, probable performance, compliance with specifications, and price. Based upon
this evaluation, Custom Landscapes, Inc. dba Classic Landscapes and Maintenance was ranked the highest
and determined to be the best value for the City.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
NIGP Code Used for Solicitation: 906 - (Service Only) - Architectural
Services, Professional & 988 - (Service
Only) - Roadside, Grounds,
Recreational and Park Area Services
Notifications sent for Solicitation sent in IonWave: 408
Number of Suppliers that viewed Solicitation in IonWave: 9
HUB-Historically Underutilized Business Invitations sent out: 46
SBE-Small Business Enterprise Invitations sent out: 141
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with Custom Landscapes, Inc. dba Classic Landscapes and Maintenance, for landscaping
and improvement contractor for the Parks and Recreation Department and other City departments, in a 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 $1,375,000.
SUSTAINABILITY MEASURES
Related Key Focus Area: Promotes Sustainability and the Environment and Supports Healthy and Safe
Environments.
Due to the growth of the City and weather extremes over the last many years, our ability to sustain the
landscaped portions of the City has declined. With the help of a landscape contract in place, staff can more
readily advance the plans of keeping the City as attractive and viable as residents and visitors deserve.
Related Goal: The goal is to minimize water use by using native and adaptive plant material and to continue
to create and improve park and open space opportunities.
PRINCIPAL PLACE OF BUSINESS
Custom Landscapes, Inc. dba Classic Landscapes and Maintenance
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 products and services will be funded through the using 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: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Marshall McGee, 940-349-8430.
Legal point of contact: Marcella Lunn at 940-349-8333.