Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: April 7, 2020
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 CivicPlus, LLC, for continued support of the
CivicRec Software used for the Parks and Recreation Department, which is the sole provider of this
software, in accordance with Texas Local Government Code 252.022, which provides that procurement of
commodities and services that are available from one source are exempt from competitive bidding, and if
over $50,000 shall be awarded by the governing body; and providing an effective date (File 7255 – awarded
to CivicPlus, LLC, in the five (5) year not-to-exceed amount of $250,000).
INFORMATION/BACKGROUND
In 2016, the Parks and Recreation Department (PARD) went out for an RFP to replace the recreation
software that had been in use for over 20 years. The contract was awarded to CivicPlus, LLC, which
provides the CivicRec software system. The system holds a catalog of all PARD programs allowing users
to browse, register, and pay for programs online as well as rent PARD facilities. It also maintains an
organized database of memberships.
CivicRec is integrated with the City’s credit card processing system which eliminates human error in taking
credit card payments. The reports generated by CivicRec are turned into Accounting for daily reconciliation
and program rosters are used by staff. Additionally, the reports are used to analyze registration and revenue
trends. The information is used to evaluate and plan program offerings and develop projections for
budgeting. Currently CivicRec manages has over 48,000 PARD user accounts and processes over $4 million
in revenue each year.
Section 252.022 of the Local Government Code provides that procurement of sole source commodities and
services are exempt from competitive bidding, if over $50,000, shall be awarded by the governing body.
RECOMMENDATION
Award with a contract to CivicPlus, LLC, as a sole source supplier, for the continued support of the
CivicRec system used by PARD in an amount not-to-exceed $250,000.
ESTIMATED SCHEDULE OF PROJECT
This is a five (5) year contract.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
FISCAL INFORMATION
These services will be funded from Parks and Recreation operating budget account 411001.7879.
Requisition # 145233 has been entered into the Purchasing software system in the amount of $43,900.
The budgeted amount for this item is $250,000.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: LLC Members
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Gary Packan, 940-349-7460.
Legal point of contact: Mack Reinwand at 940-349-8333.