Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: April 20, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or their designee, to execute a contract with Assetworks, LLC, for the supply
of Computer Maintenance Management Software (CMMS) for the Denton Energy Center; providing for
the expenditure of funds therefor; and providing an effective date (RFP 7380 – awarded to Assetworks,
LLC, for three (3) years, with the option for two (2) additional one (1) year extensions, in the total five (5)
year not-to-exceed amount of $519,390.00). The Public Utilities Board recommends approval (6 - 0).
INFORMATION/BACKGROUND
The Denton Energy Center (DEC) was an approved CIP project for DME that reached commercial operation
in June 2018. The DEC provides power at times that renewable energy sources are not readily available.
The DEC is a critical component of the City of Denton’s future commitment to providing the citizens of
Denton with 100% of electricity from renewable sources of energy.
The DEC’s electric generating equipment (12 Gensets and Auxiliary) requires maintenance as the units
operate. The maintenance activities are performed as preventative, predictive, and corrective maintenance
activities. Preventive and predictive activities are performed as scheduled maintenance based on hours of
operation and corrective maintenance are unplanned component failures that most often cause unit outages.
As equipment operating hours increase, maintenance activities also increase and for the DEC team to better
manage and maintain high unit availability and reliability, software such as a Computerized Maintenance
Management System (CMMS) is critical. CMMS systems are designed specifically to help Operation and
Maintenance teams keep track of and carry out jobs, data collection, inventory control, planning and
scheduling, and performance reporting more efficiently.
The DEC team is currently manually processing work orders, reports, historical data, schedules, and
compliance with excel tracking sheets, shared calendars, and paper documents. While the team is doing an
excellent job currently its time consuming and has a high risk of human error. To improve efficiency and
greatly reduce human error risk with manual processes, the computer-based tool is needed.
In efforts to minimize the cost associated with adding software to help improve efficiency, staff investigated
software systems already being utilized by other departments. Research and testing of current systems were
done and found that these softwares couldn’t perform our functions, were tailored to the departments' needs,
and would need additional applications. Some were nearing the end of contract terms and the departments
were going away from the products.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
The initial expense of software ($63,900), data conversion and migration ($178,160), and training ($21,730)
will be ordered upon approval; and the annual software license renewal ($63,900) ongoing annually for the
duration of the not-to-exceed contract.
Request for Proposals was sent to 214 prospective suppliers, including three (3) Denton firms. 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, references were checked, and proposals
and evaluated based upon published criteria including price, delivery, compliance with specifications, and
probable performance. Based upon this evaluation, AssetWorks, LLC was ranked the highest and
determined to be the best value for the City.
NIGP Code Used for Solicitation: 208 - Computer Software for
Microcomputers (Preprogrammed)
Notifications sent for Solicitation sent in IonWave: 214
Number of Suppliers that viewed Solicitation in IonWave: 38
HUB-Historically Underutilized Business Invitations sent out: 20
SBE-Small Business Enterprise Invitations sent out: 66
Responses from Solicitation: 4
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On April 12, 2021, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract with AssetWorks, LLC, for the supply of Computer Maintenance Management (CMMS)
software for the Denton Energy Center, in a three (3) year, with the option for two (2) additional one (1)
year extensions, in the total five (5) year not-to-exceed amount of $519,390.
PRINCIPAL PLACE OF BUSINESS
AssetWorks, LLC
Wayne, PA
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) 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 services will be funded from Electric Operating and Revenue Bond Funds.
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: Jason Brown, 940-349-7140.
Legal point of contact: Marcella Lunn at 940-349-8333.