Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: March 5, 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 Stuart C. Irby Company, for the supply of
distribution manual and automatic equipment with remote controllers for Denton Municipal Electric;
providing for the expenditure of funds therefor; and providing an effective date (RFP 8374 – awarded to
Stuart C. Irby Company, 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 $30,000,000.00). The Public Utilities Board recommends
approval (5 - 0).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
This Request for Proposals (RFP) is for the supply of medium voltage (MV) manual and automated, dead-
front, air-insulated, pad-mounted switchgears; overhead automatic gang-operated switches; and related
spare parts for providing service to new developments and the daily maintenance of the Denton Municipal
Electric (DME) distribution grid.
Pad Mounted Elbow (PME) switchgears and gang-operated switches are key components of the DME
distribution infrastructure. They are installed on 600- and 200-amp MV circuits, which operate at 13.2/7.62
kV and 24.9/14.4 kV system voltages. This equipment provides the ability to switch electric loads and limit
the time for customer outages by isolating faults and allowing for faster restoration during distribution
system disturbances or events. Furthermore, the switchgears and gang-operated switches are used to service
and extend the City of Denton’s distribution infrastructure to existing and new customers.
Automatic switchgears and gang-operated switches are installed when a customer requests them, or their
placement is strategically crucial to maintain automatic sectionalization within DME’s service territory.
DME has standardized the S&C Electric Company’s equipment and ensured that all the equipment
requested in this RFP will meet or exceed all current Institute of Electrical and Electronics Engineers
(IEEE), International Electrotechnical Commission (IEC), and American National Standards Institute
(ANSI) standards. This bid contained annual pricing for multiple configurations of PME switchgears,
automatic gang-operated switches, and spare parts that DME requires annually to maintain the safe
operation of its power distribution grid.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
This equipment has a 52-plus week lead time which is 28 weeks longer than historically experienced.
Having multiple configurations on contract with the City of Denton will enhance DME’s availability and
access to this strategic infrastructure component.
Project Description Estimated 5-Year Expenditure
Projected year 1 spend $ 5,400,000
Projected year 2 spend 5,400,000
Projected year 3 spend 5,400,000
Projected year 4 spend 5,400,000
Projected year 5 spend 5,400,000
Contingency 3,000,000
Total $ 30,000,000
Request for Proposals was sent to 356 prospective suppliers, including ten (10) Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. Four (4) proposals were received, references were checked, and proposals were
evaluated based upon published criteria including schedule, compliance with specifications, probable
performance, and price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this
evaluation, Stuart C. Irby Company was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 285 - Electrical Equipment and
Supplies (Except Cable and Wire)
Notifications sent for Solicitation sent in IonWave: 356
Number of Suppliers that viewed Solicitation in IonWave: 32
HUB-Historically Underutilized Business Invitations sent out: 36
SBE-Small Business Enterprise Invitations sent out: 149
Responses from Solicitation: 4
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 26, 2024, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract to Stuart C. Irby Company, for the supply of distribution manual and automatic equipment
with remote controllers for Denton Municipal Electric, 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 $30,000,000.
PRINCIPAL PLACE OF BUSINESS
Stuart C. Irby Company
Fort Worth, 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 items will be funded from the Warehouse Capital Budget account 800100.6801. Requisitions will be
entered on an as-needed basis. The budgeted amount for these items is $30,000,000. 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: Pricing Evaluation
Exhibit 3: Presentation
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Randy Key, 940-349-7665.
Legal point of contact: Marcella Lunn at 940-349-8333.