Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: June 11, 2019
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 Clevest Solutions, Inc., for the purchase of vendor
support of the Denton Municipal Electric mobile workforce management software and professional
services; 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 7056 - awarded to Clevest Solutions, Inc., for one (1) year, with the option
for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of
$288,840.03).
INFORMATION /BACKGROUND
In August of 2015, Denton Municipal Electric (DME) implemented an electronic work order system using
a mobile electronic platform through Clevest Solutions, Inc. Implementation services were $140,000, the
initial software and licensing was $156,000, the AVL module was $85,000, for a total of $381,000.
The mobile workforce management (MWM) solution supports Electric service tickets, Electric meter
service orders, Texas 811 Locate tickets, automated vehicle locations, integration with the outage
management system and submission of Water service requests via Cityworks. It is essential for the City of
Denton to keep current maintenance with the software vendor in order to ensure the availability of upgrades,
software fixes, and access to knowledge and support resources.
DME is in the process of consolidating its information technology (IT) infrastructure with the City in an
effort to reduce costs and gain efficiencies by centralizing IT staff and resources. This process involves
converting existing databases from Oracle to SQL, in an effort to standardize our database platforms, and
eliminating $50,000 per year in Oracle licensing. DME will also consolidate their GIS server infrastructure
with the City infrastructure resulting in $800,000 reduction of additional infrastructure costs.
The cost of this migration to Clevest’s MWM solution to the City’s infrastructure is $74,625. DME will use
capital infrastructure project (CIP) funds under the original project to cover this cost. The costs of
maintenance and support plus a 7% contingency comes to $214,215.03, and the cost of conversion from
Oracle to SQL total $74,625, for a contract total of $288,840.03.
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.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On June 10, 2019, this item will be presented to the Public Utilities Board for recommendation to the City
Council for consideration.
RECOMMENDATION
Award a contract with Clevest Solutions, Inc., for vendor support of the Denton Municipal Electric mobile
workforce management software and professional services, in the total five (5) year not-to-exceed amount
of $288,840.03
PRINCIPAL PLACE OF BUSINESS
Clevest Solutions, Inc.
Richmond, BC, Canada
ESTIMATED SCHEDULE OF PROJECT
This is a five (5) year contract.
FISCAL INFORMATION
These services will be funded from Denton Municipal Electric accounts 830900.6504 for the maintenance
and 603581497.1365.3980 for the migration.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Sole Source Letter
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Sandra Allsup at 940-349-7102.
Legal point of contact: Mack Reinwand at 940-349-8333.