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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Cassey Ogden DATE: February 6, 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 Schneider Siltation, LLC, for the Inlet Filters Installation and Trash Abatement Program for the Drainage Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 8394 – awarded to Schneider Siltation, LLC, 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 $150,000.00). The Public Utilities Board recommends approval (5 - 0). STRATEGIC ALIGNMENT This action supports Key Focus Area: Promote Sustainability and the Environment. INFORMATION/BACKGROUND Staff recently issued a Request for Proposal (RFP) for a contractor to help mitigate the amount of trash and debris going into the City’s storm drain system. This contract will include the installation and maintenance of a trash collecting system that is installed inside of an inlet but does not block the flow of rain runoff when full. The proposed contractor will remove debris, clean baskets, weigh, and take pictures of debris monthly. The proposed contractor will also be responsible for hauling and disposing of the materials. Service requirements include following the current City of Denton Standard Construction Specification and Details and providing monthly reports to the City of Denton. The deliverables outlined in the RFP included: • The amount of weight from trash and debris removed from Denton waterways. • Types of materials removed from Denton waterways. • Accurate reporting of materials removed from waterways for the annual TCEQ report. • Meeting TCEQ requirements of trash abatement programs. The City expects that the insights derived from these deliverables will inform and assist multiple departments, including public works, watershed, public safety, urban planning, transportation infrastructure, and parks and recreation in decision-making processes, ultimately aiming to improve livability and environmental quality in Denton. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com Project Description Estimated 3-Year Expenditure Year 1 Maintenance $ 30,000 Year 2 Maintenance 30,000 Year 3 Maintenance 30,000 Year 4 Maintenance 30,000 Year 5 Maintenance 30,000 Total: $ 150,000 Request for Proposals was sent to 580 prospective suppliers, including 60 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 on published criteria including delivery, compliance with specifications, probable performance, and price. Best and Final Offer (BAFO) was requested from the firm. The department is awarding the contract to Schneider Siltation, LLC. NIGP Code Used for Solicitation: 910 - Building Maintenance, Installation & Repair Services Notifications sent for Solicitation sent in IonWave: 580 Number of Suppliers that viewed Solicitation in IonWave: 14 HUB-Historically Underutilized Business Invitations sent out: 73 SBE-Small Business Enterprise Invitations sent out: 255 Responses from Solicitation: 1 PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On January 22, 2024, the Public Utilities Board (PUB) recommended this item to the City Council for consideration. RECOMMENDATION Award a contract with Schneider Siltation, LLC, for the City of Denton, for the Inlet Filters Installation and Trash Abatement Program for the Drainage Department, 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 $150,000. PRINCIPAL PLACE OF BUSINESS Schneider Siltation, LLC Fairview, 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 items and services will be funded from account 640700.6545. Requisitions will be entered on an as- needed basis. The budgeted amount for this item is $150,000. 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: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Stephen Bonner, 940-349-7197. Legal point of contact: Marcella Lunn at 940-349-8333.