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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, or his designee, to execute a contract with SHI Government Solutions, Inc., through the Buy Board Cooperative Purchasing Network Contract # 579-19, for the purchase of land management software for the Development Services Department; providing for the expenditure of funds therefor; and providing an effective date (File 7399 – awarded to SHI Government Solutions, Inc., in the five (5) year not-to-exceed amount of $523,100). INFORMATION /BACKGROUND The City of Denton is seeking to upgrade the City’s current software for permitting, plan review, and inspections: Trakit. The City also uses a separate system called ProjectDox for plan review and the routing of the plan to reviewers throughout the City. The current version of the permitting and inspection solution is inadequate, resulting in inefficient use of human and systems resources, as well as customer service dissatisfaction. Four areas are inadequate for multiple users across internal departments and with external users: poor user experience, lack of true mobile device solution, lack of integration to inline and back-office systems, and insufficient reporting capabilities. Additionally, customers are required to apply in one system and submit plans in a separate system causing confusion and difficulty in the process. In April of 2020, the City Council rejected bids for the request for proposals on a new software system because staff found an upgrade to our current software would be the best value for the City. Following the rejecting of the bids, staff engaged with our current vendor regarding upgrades to our existing software. The benefits of upgrading are: • Approximately $762,000 in savings from moving to a new vendor over a 5-year period. • A reduction in implementation time by approximately 18 months. • The consolidation of multiple software solutions into a single product which includes improved functionality for our customers as well as staff. The net increase to the City is approximately $14,000 annually following the reduction in annual maintenance for other software solutions the City will stop using after the upgrade. The City Council previously approved supplementals for implementation and annual maintenance for an upgrade to the land management software. The following table describes the savings by approving the staff recommendation of upgrading the current software. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com Budget Supplemental Approved Upgrade Cost Savings Implementation $500,000 $103,100 $396,900 Annual Maintenance $300,000 $84,000 $216,000 Ultimately, an upgrade to the current solution would provide a better quality of product to our customers at a reduced cost and could be implemented in months rather than years. The upgrade would also address the issues of user experience, mobile device solutions, integration, and report capabilities. Pricing obtained through the Buy Board Cooperative Purchasing Network has been competitively bid and meets the statutory requirements of Texas Local Government Code 271.102. PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On February 1, 2005, Council approved the interlocal agreement with the Buy Board Cooperative Purchasing Network (Ordinance 2005-034). In Fiscal Year 2018-2019, City Council approved a supplemental for $500,000 for a land management software system. In Fiscal Year 2019-2020, City Council approved a supplemental for $300,000 for ongoing maintenance costs for the software. On April 21, 2020, City Council rejected all bids for RFP 6945 (Ordinance 20-823). RECOMMENDATION Award a contract with SHI Government Solutions, Inc., for the purchase of land management software for the Development Services Department, in a five (5) year not-to-exceed amount of $523,100. PRINCIPAL PLACE OF BUSINESS SHI Government Solutions, Inc. Austin, TX ESTIMATED SCHEDULE OF PROJECT This is a five (5) year contract. FISCAL INFORMATION These services will be funded from the Development Services Department capital account 300102469.1365.30100 for the implementation cost $103,100 and operating account 220001.7804 for annual maintenance at $84,000 a year for 5 years in the total amount of $420,000. Requisition #146963 has been entered in the Purchasing software system for the software. The budgeted amount for this item is $523,100. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Quote Exhibit 3: Ordinance Exhibit 4: Presentation Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Charlie Rosendahl, 940-349-8452. Legal point of contact: Mack Reinwand at 940-349-8333.