Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: October 26, 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 Carahsoft Technology Corporation, through the
Department of Information Resources (DIR) Cooperative Purchasing Network, Contract No. DIR-TSO-
4288, for the purchase of eCivis Grant Management System for the Grants Management Office; providing
for the expenditure of funds therefor; and providing an effective date (File 7813 - awarded to Carahsoft
Technology Corporation, in the not-to-exceed amount of $254,071.00).
INFORMATION/BACKGROUND
An audit of grants awarded to the City was performed by Internal Audit in June 2020. The initial report
recommended centralization and standardization in the management of grants to ensure compliance with
requirements. The Grants Management Office (GMO) was formed as a result and began to operate in
September 2020.
A policy and standard operating procedures have been adopted outlining a process for the review, approval,
and ongoing administration of grants for standardization and oversight. A level of centralization is currently
being accomplished through an internal digital filing system, however, this is limited to static
documentation only and does not provide any dynamic functionalities.
GMO staff evaluated several grant management systems including a platform used by another department
for grant management. Staff discovered that most systems are tailored for specific programming by non-
profits and have limited capabilities. eCivis was found to specialize in municipal grant management and is
a cloud-based system that can be used with internet access. eCivis can provide platforms for both receiving
and awarding grants with a customizable application, award, budgeting, and reporting process. This piece
is critical in the administration of American Rescue Plan funds that will be awarded to local non-profit
organizations. Additionally, it can integrate into the City’s financial system to provide a comprehensive
management tool for departments administering diverse grant programs.
The eCivis grant management system will address the recommendation to centralize grant information and
play a large role in managing grant activities. The system will also be integral in awarding grant funding
and monitoring the performance of sub-recipients receiving funds through the American Rescue Plan.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Year 1 – 11/1/21 to 10/31/22 $71,593.00
Year 2 – 11/1/22 to 10/31/23 $60,826.00
Year 3 – 11/1/23 to 10/31/24 $60,826.00
Year 4 – 11/1/24 to 10/31/25 $60,826.00
Total $254,071.00
Pricing obtained through the Department of Information Resources (DIR) 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 January 28, 2020, Council approved the interlocal agreement with the Department of Information
Resources Purchasing Network (Ordinance 20-196).
RECOMMENDATION
Award a contract with Carahsoft Technology Corporation, for the purchase of eCivis Grant Management
System for the Grants Management Office, in the not-to-exceed amount of $254,071.
PRINCIPAL PLACE OF BUSINESS
Carahsoft Technology Corporation
Reston, VA
ESTIMATED SCHEDULE OF PROJECT
This DIR contract expires on February 21, 2025.
FISCAL INFORMATION
These services will be funded from dedicated American Rescue Plan Funds.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Proposal
Exhibit 3: Ordinance
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Laura Behrens, 940-349-7273.
Legal point of contact: Marcella Lunn at 940-349-8333.