Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: August 10, 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 FARO Technologies, Inc., for the
FARO 3D Laser Scanner System Upgrade for the Police Department; providing for the expenditure of funds
therefor; and providing an effective date (RFP 7681 – awarded to FARO Technologies, Inc., 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 $77,400.00).
INFORMATION/BACKGROUND
The Police Department selected FARO through a competitive bid process in 2015 to provide the scanner that
are currently being used. The scanners are utilized to map crashes and crime scenes. The intention of the
scanner is to reduce the amount of time that officers/investigators are on the scene investigating the situation.
This results in roadways being closed for shorter times and helping to alleviate the potential for secondary
crashes. Investigators are also able to lessen the amount of time they must isolate a crime scene so that any
citizens displaced can return to their normal routine as quickly as possible. The department has one laptop
and one desktop loaded with the mapping software so that Crime Scene and Traffic can utilize the acquired
information when necessary, even simultaneously. The other company compared was Leica.
Attendant accessories for full use as well as proprietary mapping software were also purchased from FARO
to provide the department with full use capabilities. The unit is functioning correctly but is becoming dated.
The projected age of the product before it is no longer supported by FARO is 7 years. This upgraded scanner
with the new server processing the software has the ability to capture fast, straightforward, and accurate
measurements and imaging of crash and crime scenes, including ballistic trajectory estimation and bloodstain
analysis and provide essential documentation for investigations, reconstruction, and court proceedings.
Projected Spend
Fiscal Year FY
2020-21
FY
2021-22
FY
2022-23
FY
2023-24
FY
2024-25 Total
Scanner Upgrade 42,677 42,677
Yearly Maintenance with contingency 4,733 4,970 5,218 5,479 5,761 26,161
Training 4,683 4,683
Server Upgrade 3,879 3,879
Total: $ 55,972 $ 4,970 $ 5,218 $ 5,749 $5,761 $ 77,400
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Request for Proposals was sent to 270 prospective suppliers, including 15 Denton firms. In addition,
specifications were placed on the Materials Management website for prospective suppliers to download and
advertised in the local newspaper. One (1) proposal was received, references were checked, and evaluated
based upon published criteria including price, delivery, compliance with specifications, and probable
performance. Best and Final Offers (BAFO) were requested from the top firm. Based upon this evaluation,
FARO Technologies, Inc. was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 680, 725, 931, 981
Notifications sent for Solicitation sent in IonWave: 270
Number of Suppliers that viewed Solicitation in IonWave: 17
HUB-Historically Underutilized Business Invitations sent out: 23
SBE-Small Business Enterprise Invitations sent out: 110
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with FARO Technologies, Inc., for the FARO 3D Laser Scanner System Upgrade for the
Police Department, 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 $77,400.
PRINCIPAL PLACE OF BUSINESS
FARO Technologies, Inc.
Lake Mary, FL
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 Public Safety Technology Funds.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: David Hildebrand, 940-349-7987.
Legal point of contact: Marcella Lunn at 940-349-8333.