This is a Request for Proposal (RFP) for the supply of communication inventory. The City of Denton is seeking experienced individuals or businesses to provide goods and services. Submissions are accepted via IonWave or hard copy only, with no emails. Questions must be submitted by May 25, 2026, 10:00 AM CT. Proposals are due by June 3, 2026, 02:00 PM CT. Required attachments include an invoice example, conflict of interest questionnaire, Secretary of State certificate, and authorized manufacturer documentation. The contract term is one year, with options for four additional one-year renewals. Pricing must be firm for the initial year, with provisions for price adjustments based on PPI or manufacturer pricing lists, not exceeding 8% annually. Invoices must be submitted in duplicate after each delivery and include specific details. The city reserves the right to award by line item, section, or entire proposal. Protests must be filed according to the City of Denton policy. Bidders must be registered in Texas and possess all required state licensure. A minimum of three years of experience is required. Samples must be available upon request prior to award. Substitutions are not permitted without written approval. Delivery is expected within specified lead times, with penalties for delays. Warranties standard in the industry are required. Liquidated damages will be assessed for performance falling short of specified standards.
The response deadline for proposals is June 3, 2026, at 02:00 PM CT. The city highly recommends that respondents do not wait until minutes before the due date and time to submit proposals, as the submittal process may take significant time.
The city's review, inspection, and processing procedures for invoices ordinarily require thirty (30) days after receipt of invoices, materials, or services. It is the intention of the City of Denton to make payment within thirty days after receipt of valid invoices for which items or services have been received unless unusual circumstances arise.
The contractor shall provide a warranty that is standard in the industry. Repair or maintenance of fleet not performed to industry standards shall be accomplished at the contractor's expense, at the option of the city.
The city reserves the right to award a contract or contracts to various respondents by line item, sections, or by entire proposal whichever is most advantageous, or provides the best value to the city, unless denied by the respondent.
Respondents must have three years of experience providing similar products or services. They must also be registered with the state of Texas and possess all licensure required by the state to provide any services required under this contract.
The contractor shall incur contractual payment losses, as initiated by the city for performance that falls short of specified performance standards. The contractor shall be assessed a one (1) percent fee each month when any one of the performance standards outlined above are not met in full. The contractor shall be assessed a two (2) percent profit fee each month when any two (2) or more performance standards outlined above are not met in full.
Respondents must make samples available upon request by the City of Denton prior to award with no costs to the city.
Protests based upon alleged improprieties in a solicitation that are apparent before the solicitation due date shall be filed not less than five (5) working days before the solicitation due date. In all other cases, protests shall be filed within five (5) days of notice of intent to award or in the absence of a notice of intent to award, prior to the award date.
