This is a Request for Proposal (RFP) for signal heads, detectors, crossing systems, and miscellaneous items. The submission deadline is April 29, 2026, at 2:00 PM CT. Questions must be submitted by April 22, 2026, at 4:00 PM CT. Submissions can be made via IonWave or hard copy only; no emails are accepted. The City of Denton is seeking experienced vendors with innovative and cost-effective solutions. The contract will be for one year with four one-year renewal options. Vendors must provide proof of registration in Texas and a signed Conflict of Interest Questionnaire. Samples may be requested prior to award. The evaluation criteria include project schedule, compliance with specifications, probable performance, and price/total cost of ownership.
The response deadline for proposals is April 29, 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 their proposal, as the submittal process may take significant time.
The City of Denton's invoice processing procedures ordinarily require thirty (30) days after receipt of invoices, materials, or services. Submissions which call for payment before thirty (30) days from receipt of invoice, or cash discounts given on such payment, will be considered only if, in the opinion of the purchasing manager, the review, inspection, and processing procedures can be completed as specified. 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 contractors expense, at the option of the City.
The City of Denton will evaluate submissions based on the following criteria: delivery/project schedule (20%), ability to timely start and complete project (20%), compliance with specifications, quality, reliability, characteristics to meet stated or implied needs (40%), and price/total cost of ownership (30%). 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.
Respondents must have three (3) years of experience providing similar products or services. They must also be registered with the State of Texas to provide the required products or services and possess all necessary licensure. Additionally, vendors must be the manufacturer or an authorized distributor of the proposed products.
The contractor shall incur contractual payment losses 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 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 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.
Any interested party who is aggrieved in connection with a solicitation or award of a contract may protest per the City of Denton policy located on page 54 of the procurement policy. 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.
