Agenda Information Sheet
DEPARTMENT: Denton Municipal Electric
CM/ ACM: Bryan Langley
Date: October 23, 2017
SUBJECT
Title
Receive a report, hold a discussion, and provide staff with direction concerning the approval of RFP #6518 and recommend award of a contract for the purchase of Underground Electric Installation Services for Denton Municipal Electric (DME); providing for the expenditure of funds therefore; and providing for an effective date (RFP #6518- three Year Contract for Underground Electric Installation Services to FX5 Construction & Excavation, Inc., in a contracted amount not to exceed $6,000,000).
Body
BACKGROUND
The City has utilized contractors for the installation of underground utilities since February 2000. Due to the rapid rate of growth in Denton and the City’s desire to install underground facilities in all new subdivisions and in locations that meet economic feasibility, the City began letting contracts for this type of work. This solicitation is in compliance with State law and is intended to replace the expired agreement let under RFP #5567.
RFP #6518 includes labor, equipment, tools, supervision, as well as all administrative and insurance costs incurred by the contractor, necessary to complete installations of underground electric installation services under the direction of DME and City staff. DME will provide all permanent electric materials installed by the contractor. Anticipated work will be performed for underground construction in residential subdivisions, commercial and industrial developments, exit feeders for new substations, and overhead conversion projects. This agreement does not guarantee a minimum amount or value of construction work. Any work will be tasked under the contract on an as-needed basis as determined by DME and/or the City of Denton.
Requests for Proposals were sent to 325 prospective suppliers of this item. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Three (3) proposals were received. The proposals were evaluated based upon published criteria including price, project schedule, compliance with specifications, and indicators of probable performance. A Best and Final Offer (BAFO) was conducted which clarified line item pricing. FX5 Construction & Excavation, Inc., was ranked the highest and determined to be the best value for the City (Exhibit 1-Evaluation/BAFO Sheet).
RECOMMENDATION
Recommend award of a contract with FX5 Construction & Excavation, Inc., in the three (3) year not-to-exceed amount of $6,000,000. This amount is based previous spend history over the last contract period.
PRINCIPAL PLACE OF BUSINESS
FX5 Construction & Excavation, Inc.
Decatur, TX
ESTIMATED SCHEDULE
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. Purchase orders will be issued based on project schedules.
PRIOR ACTION/REVIEW (Council, Boards, Commissions)
This item is expected to go before the City Council for final approval at the November 7, 2017 regularly scheduled meeting, pending approval by this Public Utilities Board.
RFP INFORMATION
The services provided through this contract will be funded from project accounts on an as needed basis.
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: 2.3 Promote superior utility services and facilities
EXHIBITS
1. RFP #6518 Evaluation Sheet
Respectfully submitted,
Bryan Langley
Acting General Manager
Denton Municipal Electric
Prepared by:
Ralph Patterson
Denton Municipal Electric