Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: December 14, 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 AdComp Systems, Inc., for payment and self-
service kiosk solutions and professional services for the Customer Service Department; providing for the
expenditure of funds therefor; and providing an effective date (RFP 7709 – awarded to AdComp Systems,
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 $460,000.00).
INFORMATION/BACKGROUND
The purpose of this agenda item is to request approval for expenses to secure a kiosk solution and
professional services contract with AdComp Systems, Inc., for the acceptance of payments and self-service
options. AdComp Systems, Inc. provides a kiosk solution and professional services that offer a more robust
self-service experience to customers who arrive after business hours or who wish to avoid teller lines in a
City facility.
Year One Time Recurring
Year 1 $36,000 $30,220
Year 2 $30,220
Year 3 $30,220
Year 4 $30,220
Year 5 $30,220
Contingency $272,900
Total $460,000
Clarification of Contingency Fund Balance
Exhibit 2: Pricing Evaluation reflects price comparison of costs relative to a standard, outdoor kiosk to
ensure that prospective suppliers were evaluated equally on the RFP minimum requirements. The selected
vendor also supplies additional features which will be utilized by the City of Denton which are included in
the contingency funding.
The City of Denton has been in collaboration with AdComp for the development of a virtual teller kiosk
which is currently contracted and budgeted for a one-year pilot program. This unit will allow all functions
of a standard payment kiosk, but also provides customers the opportunity to video chat with a representative,
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
present and scan documents, and allow the same level of service which is currently received in person at
the Customer Service lobby including providing customers with exact change for cash payments.
Customer adoption of the virtual teller will allow Customer Service to provide satellite locations where
customers can interact personally with staff without the inconvenience of travel to the office. A total of
$224,600 identified in contingency funds are for expansion of this program to bring City Hall to the
customer without the costs associated with maintaining multiple office locations.
Total contingency funding to account for increased kiosk adoption and account growth is $48,300.
Year One Time Recurring
Year 1 $21,000
Year 2 $36,000 $27,800
Year 3 $36,000 $34,600
Year 4 $34,600
Year 5 $34,600
Virtual Teller Program Total $224,600
Actual Contingency Funds $48,300
Total Contingency Listed $272,900
Requests for Proposals was sent to 144 prospective suppliers, including eight (8) Denton firms, of this item.
In addition, specifications were placed on the Materials Management website for prospective suppliers to
download and advertised in the local newspaper. Two (2) proposals were received, references were checked,
and proposals were evaluated based upon published criteria including delivery/project schedule, compliance
with specifications, probable performance, and price. Based upon this evaluation, AdComp Systems, Inc.
was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 155 - Buildings and Structures:
Fabricated and Prefabricated
Notifications sent for Solicitation sent in IonWave: 144
Number of Suppliers that viewed Solicitation in IonWave: 15
HUB-Historically Underutilized Business Invitations sent out: 10
SBE-Small Business Enterprise Invitations sent out: 59
Responses from Solicitation: 2
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On December 13, 2021, this item will be presented to the Public Utilities Board (PUB) for consideration.
RECOMMENDATION
Award a contract with AdComp Systems Inc., for payment and self-service kiosk solutions and professional
services 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 $460,000.
PRINCIPAL PLACE OF BUSINESS
AdComp Systems, Inc.
Lewisville, TX
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 the Customer Service and Municipal Court Operating Funds.
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.