Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: September 28, 2021
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 Invoice Cloud, Inc., for integrated online payment
solutions for the Customer Service Department; providing for the expenditure of funds therefor; and
providing an effective date (RFP 7697 – awarded to Invoice Cloud, 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
$1,500,000.00).
INFORMATION/BACKGROUND
The purpose of this agenda item is to request Council’s approval for expenses to replace the current
Paymentus online payment solution with Invoice Cloud, Inc. Invoice Cloud online payment solution
provides secure, private, and Payment Card Industry (PCI) compliant solution with real-time integration
with the current NorthStar CIS and the upcoming SilverBlaze customer portal to electronically accept online
payments using all major credit and debit card brands, as well as eCheck and digital wallet methods for
Apple Pay or Google Pay. Invoice Cloud’s comprehensive online payment solution provides increased
operation savings in both time and money through streamlined self-service functions such as:
• Flexible online payments options that meet business rules and help customers pay their bills on time
when it suits their budget, whether register or not. Registered customers can schedule recurring
payments to pay a certain amount the same day every month. Registered or non-registered customers
can set up autopay for the full invoice amount on the invoice due date or schedule one-time future
payments via credit/debit card or ACH.
• Fully integrated IVR provides a seamless customer experience that promotes self-service and the
ability to reduce inbound customer calls. Enhanced features include Caller ID authentication, the
ability to store payment information (Tokenization) for future customer payments, and offer
customers the ability to request a text message with a secure payment link to their mobile phone.
• Pay by text is a new feature that will send customers a text notification with a direct link to the
payment site with no long-in or reauthentication required. Customers can create calendar and SMS
text reminders in calendar applications such as Apple and MS Outlook, or schedule one-time text
reminders.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
• Improved customer communications that engage more customers to utilize online payment options
without calling, walk-in, or mailing physical checks through targeted and automated messaging.
Ability to send automated, event-driven email and text reminders and notifications with a link to
make payment without being redirected to the log-in site.
Expense Category Estimated 5-Year Expenditure
Per Use Fee for Payments ($290,000 Annually) $ 1,450,000
Contingency $ 50,000
Total $1,500,000
Requests for Proposals was sent to 131 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. Five (5) proposals were received, references were checked, and proposals were evaluated
based upon published criteria including compliance with specifications, probable performance, and price.
Based upon this evaluation, Invoice Cloud, Inc. was ranked the highest and determined to be the best value
for the City.
NIGP Code Used for Solicitation: 946- (Service Only)-Financial
Services
Notifications sent for Solicitation sent in IonWave: 131
Number of Suppliers that viewed Solicitation in IonWave: 19
HUB-Historically Underutilized Business Invitations sent out: 7
SBE-Small Business Enterprise Invitations sent out: 37
Responses from Solicitation: 5
RECOMMENDATION
Award a contract with Invoice Cloud, Inc., for integrated online payment solutions for the Customer Service
Department, in a 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 $1,500,000.00.
PRINCIPAL PLACE OF BUSINESS
Invoice Cloud, Inc.
Braintree, MA
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These services will be funded from Customer Service Operating Funds. The budgeted amount for this item
is $1,500,000.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Christa Foster, 940-349-7412.
Legal point of contact: Marcella Lunn at 940-349-8333.