Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: July 21, 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 Flycast Partners, Inc., for the renewal of Cherwell
Software licenses; providing for the expenditure of funds therefor; and providing an effective date (IFB
7360 – awarded to Flycast Partners, Inc., in the three (3) year not-to-exceed amount of $231,712.68).
INFORMATION/BACKGROUND
The Technology Services department currently utilizes the Cherwell Service Management (CSM) solution
for Support Desk, Infrastructure, and Application management purposes. Cherwell Software is an
enterprise-grade scalable service desk solution based on IT Service Management (ITSM) principles. The
CSM application supports multiple interfaces including desktop, web, and mobile platforms. Included in
the application are configurable features including customizable forms, workflow management,
dashboards, and reporting that are all hosted locally on City-owned servers. Cherwell provides a robust
platform for the City’s employees to request IT services or report issues that require technical support from
the Technology Services staff.
Cherwell is integral to the Technology Services operations. Support tickets that are generated in the
software allow for managed workflows based upon customer service requests. These tickets provide
managers the ability to calculate workloads, estimate resources, and track customer satisfaction based on
service request performance. The software also provides interfaces for tracking hardware devices,
application licensing, vendor performance, and other critical data used by senior management for decision-
making purposes. Technology Services has invested over 60 hours of development time customizing the
software and over 80 hours of vendor sourced training for staff to operate and manage the application.
Technology Services also requires a robust project management system that can be based upon a single data
source. Currently, project data is stored in three different data sources which makes it difficult to provide
the current status of projects to the Chief Technology Officer and City Management. Cherwell provides a
solution to this problem with the Cherwell Project and Portfolio (PPM) module. The PPM is a project
management application based upon Project Management Institute practices and standards that is an add-
on product for the core CSM application. This module allows Technology Services management staff to
efficiently request and track project life cycles based upon the department’s strategic requirements. Projects
are also able to incorporate and share data with other components of the Cherwell software allowing for a
single source of truth for reporting and metrics.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Description Year 1
(June 20-
June 21)
Year 2
(June 21-
June 22)
Year 3
(June 22 –
June 23)
Cherwell Service Management Module Licenses for 45 users $64,504.93 $64,504.93 $64,504.93
Project & Portfolio Licenses for 45 users $12,732.63 $12,732.63 $12,732.63
Total $77,237.56 $77,237.56 $77,237.56
Contract Total: $231,712.68
Invitation for Bids was sent to 232 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. Two (2) bids meeting specifications were received. The lowest bid was received by Flycast
Partners, Inc.
NIGP Code Used for Solicitation: 208 – Computer Software for
Microcomputers (Preprogrammed)
Notifications sent for Solicitation sent in IonWave: 232
Number of Suppliers that viewed Solicitation in IonWave: 22
HUB-Historically Underutilized Business Invitations sent out: 21
SBE-Small Business Enterprise Invitations sent out: 71
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with Flycast Partners, Inc., for the renewal of Cherwell Software licenses, in a not-to-
exceed amount of $231,712.68.
PRINCIPAL PLACE OF BUSINESS
Flycast Partners, Inc.
St. Petersburg, FL
ESTIMATED SCHEDULE OF PROJECT
This is a three (3) year contract.
FISCAL INFORMATION
This product will be funded through the using department’s budget using accounts in the table below. The
City will only pay for services rendered and is not obligated to pay the full contract amount unless needed.
Account Amount
830500.6504 $28,600 (budgeted)
830500.7804 $18,500 (budgeted)
830500.7854 $12,140 (budgeted)
830900.6504 $3,000
830201.6504 $3,000
830200.6504 $3,000
830200.6504 $3,000
830300.6504 $3,000
830200.6504 $3,000
630800.6504 $3,000
Total: $77,240
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Bid Tabulation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 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.