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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: December 7, 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 Grant Thornton LLP, through the Department of Information Resources (DIR) Cooperative Purchasing Network Contract No. DIR-TSO-4032, for Accounts Payable Automation and Vendor Management Consulting Services for the Finance and Procurement and Compliance Departments; providing for the expenditure of funds therefor; and providing an effective date (File 7831 – awarded to Grant Thornton LLP, in the not-to-exceed amount of $116,335.00). INFORMATION/BACKGROUND The City of Denton desires to implement a fully automated software, that will be utilized by the Finance, Procurement and Compliance Departments for vendor management and payment processing which will include at a minimum vendor onboarding, track certificates of insurance, processing check requisitions, deposit refund request, retainage, travel advances, expense reimbursement, vendor reminders, document storage, and reporting capabilities. Currently, both the Finance and Procurement Departments utilize several systems to process payments and manage vendors. This process creates several obstacles across departments such as, the successful implementation of an invoice numbering process which helps eliminate the possibility of duplicate payments and maintaining an active list of vendors and up-to-date insurance information. During 2021, Procurement and Finance advertised a solicitation for consultation services for vendor management and payment processing which did not receive any bid responses. After the solicitation closed, the department conducted additional research and located a cooperative agreement with Grant Thornton for the needed consulting services. Grant Thornton has in-depth experience with the City’s current version of JD Edwards in which they assisted with the last two successful system upgrades. The proposed agreement is for phase one of two, which will first focus on identifying operational needs and system requirements for a software solicitation. Once the City selects a software vendor, Grant Thornton will examine the implementation needs and provide a proposal for phase two, which will be brought forward for Council consideration prior to proceeding. Phase 1 - $116,335.00 • Project onboarding and planning • Assist with software process requirements • Assist with software solicitation documents • Assist with vendor software demonstrations City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com • Assist with developing an implementation plan for configuration, development, training, and post- go-live support. Phase 1 Proposed Services Estimated Expense Information Gathering 1,100 Project Manager 31,920 Accounts Payable Lead 63,840 Financial System Configurable Network Computing 3,500 Developer 4,000 Travel Expenses 11,975 Total $116,335.00 Phase 2 – Cost TBD based on selected software • Integration • Training • Post live support The main goal of automating the accounts payable and vendor management process is to improve payment efficiencies and controls across departments. The system will need to integrate into the City’s current financial reporting software (JDE). The automated accounts payable system will allow for a standardized platform for departments to submit a payment request. Methods will include electronic submittal forms, which can be easily be submitted to the Finance Department for processing. The key goals of the system will be to centralize all requests to one user-friendly platform. The system will integrate with the existing financial system and be responsible for sending notifications of new requests to the requesting department. At a minimum, the selected system will need to process 8,000 checks, 1,500 refunds, and 3,000 ACH payments annually. The vendor management system will allow for a standardized platform for new vendor onboarding, existing vendor changes, and vendor tracking of all necessary requirements to conduct business with the City including conflict of interest questionnaires, IRS taxpayer identification documentation, certificates of insurance, and electronic payment information. Methods will include electronic portal submission which will be directly submitted to the Procurement and Compliance Department for processing. The key goals of the system will be to centralize all requests to one user-friendly platform in which the vendor has access to update information as necessary and make changes when applicable. The system will integrate with the existing financial system and be responsible for sending notifications of new requests to the requesting department. 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 Grant Thornton LLP, for Accounts Payable Automation and Vendor Management Consulting Services for the Finance and Procurement and Compliance Department, in the not-to-exceed amount of $116,335. PRINCIPAL PLACE OF BUSINESS Grant Thornton LLP Austin, TX ESTIMATED SCHEDULE OF PROJECT This project will be started upon approval with a completion date by June 30, 2022. The DIR contract expires February 22, 2022. FISCAL INFORMATION These services will be funded from Technology Project 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: Christine Taylor 940-349-7889 or Cassandra Ogden 940-349-7195. Legal point of contact: Marcella Lunn at 940-349-8333.