AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: September 20, 2016
SUBJECT
Title
Consider adoption of an ordinance accepting competitive proposals and awarding a contract for the purchase of pavement markers for the City of Denton Traffic Department and which are to be stocked in the City of Denton Distribution Center; providing for the expenditure of funds therefor; and providing an effective date (RFP 6181-awarded to multiple vendors in the three (3) year not-to-exceed amount of $250,000).
Body
RFP INFORMATION
This Request for Proposals (RFP) is for the supply of pavement markers that are used by the Traffic Department in their daily operations, and for repair and maintenance of the streets. The markers are stocked in the Distribution Center for ease of accessibility. Materials will be ordered on an as needed basis to maintain appropriate stocking levels in the City’s Distribution Center.
Requests for Proposals were sent to 62 prospective suppliers. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Eight (8) proposals were received. The proposals were evaluated by Pricing Tabulation Sections, and based upon published criteria including price, compliance with specifications, delivery schedule and probable performance. Staff recommends awarding to the highest ranked vendor and overall lowest dollar cost per section. This will ensure continuity of ordering, and the ability to maintain adequate stocking levels of similar products which will lessen the time spent by staff installing the products. The recommendation for award by sections is as follows and is shown on Exhibit 1.
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Section |
No. of Items |
Three Year Total |
|
Flint Trading Inc. |
A |
11 |
$100,000 |
|
Ennis Paint, Inc. |
B |
8 |
$100,000 |
|
PathMark Traffic Products |
C |
6 |
$ 50,000 |
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RECOMMENDATION
Award to the highest ranked vendor for each section for a three (3) year total not-to-exceed $250,000.00.
PRINCIPAL PLACE OF BUSINESS
Flint Trading Inc. Ennis Paint PathMark Traffic
Thomasville, NC Thomasville, NC San Marcos, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) 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
The items in this RFP will be funded out of the Distribution Center working capital account and charged back to the using department.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Public Infrastructure
Related Goal: 2.1 Optimize resources to improve quality of City Roadways
EXHIBITS
Exhibit 1: Evaluation and Ranking Sheet
Exhibit 2: Ordinance
Exhibit 3: Flint Trading Inc. Contract
Exhibit 4: Ennis Paint, Inc. Contract
Exhibit 5: PathMark Traffic Contract
Respectfully submitted:
Chuck Springer, 349-8260
Director of Finance
For information concerning this acquisition, contact: Elton Brock at 349-7133.