Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
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 Armely, LLC, for the purchase of consulting
services, data warehousing, data visualization, training, maintenance and support; providing for the
expenditure of funds therefor; and providing an effective date (RFP 7186 – awarded to Armely, LLC, for
one (1) year, with the option for two (2) additional one (1) year extensions, in the total three (3) year not-
to-exceed amount of $980,700).
INFORMATION/BACKGROUND
In 2018 Technology Services implemented a data warehouse. A data warehouse is a system that stores data
from several City applications as well as external sources. This data warehouse is used for
analytical purposes and business reporting by Solid Waste, Police, Fire, Planning, Public Safety
Communications and Technology Services. This data warehouse also uses real-time data feeds for reports
that use the most current, integrated information. The data warehouse also provides the capability of sorting
data based on different subject matter, such as customers or city activities.
Since then, ten City departments are seeking similar services to utilize a data warehouse and bring in
historical data from other applications into a centralized source along with visualizing their department’s
data.
Technology Services recommends continued expansion of this data warehouse to include a standardized
visualization software for the following advantages;
• Consolidate multiple data sources into a single pane of view, which enables departments to better
assess their operational and capital needs with easier access to their data.
• The ability to have near real time data reporting about various operational functions or processes.
This helps departments understand their performance, identify trends quickly and improve the
accuracy of predictions, forecasts, and goals.
• Currently some departments generate reports from live business critical systems. This has impacted
the stability and performance of some of our applications. By having a data warehouse, this will
alleviate the impact of reporting on those systems.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Requests for Proposals was sent to 164 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. Four (4) proposals were received and evaluated based upon published criteria including
price, delivery, performance, support capabilities, user evaluations and existing customer experience. Based
upon this evaluation, Armely, LLC was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 920 (Service Only) Data Processing,
Computer, Programming, And
Software Services
Notifications sent for Solicitation sent in IonWave: 164
Number of Suppliers that viewed Solicitation in IonWave: 11
HUB-Historically Underutilized Business Invitations sent out: 15
SBE-Small Business Enterprise Invitations sent out: 72
Responses from Solicitation: 4
The table below contains the estimated costs for this project, if Armely, LLC assumes three average sized
departments each year for a total of nine during the length of the contract.
Description – Costs estimated for 3 projects a year Year 1
(Mar. 20 -
Feb. 21)
Year 2
(Mar. 21 -
Feb. 22)
Year 3
(Mar. 22
- Feb. 23)
Creation of Data Warehouse ($60K avg. cost x 3 departments per
year)
$180,000 $180,000 $180,000
Creation of Dashboards ($13K avg. cost x 3 departments per year) $39,000 $39,000 $39,000
Warranty ($10K avg. cost x 3 departments per year) $30,000 $30,000 $30,000
Annual Maintenance Year 1 ($14K avg. cost x 3 departments) $42,000 $42,000 $42,000
Annual Maintenance Year 2 ($10.5K avg. cost X 3 departments) $31,500 $31,500
Annual Maintenance Year 3 ($7K avg. cost x 3 departments) $21,000
Contingency 10% for Data Warehouse & Dashboards $21,900 $21,900 $21,900
Total: $312,900 $344,400 $323,400
Contract Total: $980,700
• Creation of Data Warehouse ($60K avg. cost x 3 departments per year) - Armely’s quote for
creation of the Public Safety Data Warehouse was $66,066 and for Customer Service it was
$57,717. The average of these two number is $61,891.5 (rounded down to $60,000). Estimated
cost for Armely to create three Data Warehouses a year is $60,000 x 3 = $180,000.
• Creation of Dashboards ($13K avg. cost x 3 departments per year) - Armely’s quote for
creation of the Public Safety Dashboards was $11,138, for Customer Service it was $3,696, and
for DME is was $23,760. The average of these three number is $12,864.67 (rounded up to
$13,000). Estimated cost for Armely to create dashboards for three departments a year is $13,000
x 3 = $39,000.
• Warranty ($10K avg. cost x 3 departments per year) - Armely’s quote for DME’s warranty
was $18,000, for Customer Service it was $5,138.25, and for Public Safety it was $6,438.75. The
average of these three number is $9,859 (rounded up to $10,000). Estimated cost for Armely to
provide a warranty to three departments a year is $10,000 x 3 = $30,000.
• Annual Maintenance Year 1 ($14K avg. cost x 3 departments) - Armely’s quote for Public
Safety’s maintenance the first year was $15,440, for Customer Service it was $12,283. The
average of these two numbers is $13,861.50 (rounded up to $14,000). Estimated cost for Armely
to provide the first year of maintenance to three departments is $14,000 x 3 = $42,000.
• Annual Maintenance Year 2 ($10.5K avg. cost X 3 departments) - Armely’s quote for Public
Safety’s maintenance the second year was $11,580, for Customer Service it was $9,211.95. The
average of these two numbers is $10,395.98 (rounded up to $10,500). Estimated cost for Armely
to provide the second year of maintenance to three departments is $10,500 x 3 = $31,500.
• Annual Maintenance Year 3 ($7K avg. cost x 3 departments) - Armely’s quote for Public
Safety’s maintenance the third year was $7,720, for Customer Service it was $6,141.30. The
average of these two numbers is $6,930.65 (rounded up to $7,000). Estimated cost for Armely to
provide the third year of maintenance to three departments is $7,000 x 3 = $21,000.
• Contingency 10% for Data Warehouse & Dashboards – A 10% contingency was added to the
costs for creation of the data warehouses and the dashboards. Per year costs are $180,000 for
creation of three data warehouses, and $39,000 for the creation of dashboards. $180,000 +
$39,000 = $219,000, 10% is $21,900.
RECOMMENDATION
Award a contract to Armely, LLC, for the purchase of consulting services, data warehousing, data
visualization, training, maintenance and support of the environment, in a one (1) year, with the option for
two (2) additional one (1) year extensions, in the total three (3) year not-to-exceed amount of $980,700).
PRINCIPAL PLACE OF BUSINESS
Armely, LLC
Little Elm, 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
These products and services will be funded through the using department’s budget on an as-needed basis.
The City will only pay for services rendered and is not obligated to pay full contract amount unless needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: LLC Members
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Melissa Kraft, 940-349-7823.
Legal point of contact: Mack Reinwand at 940-349-8333.