Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: January 4, 2022
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 GRM Information Management Services of Dallas,
LLC, for document scanning services for various City Departments; providing for the expenditure of funds
therefor; and providing an effective date (RFP 7812 – awarded to GRM Information Management Services
of Dallas, LLC, 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 $700,000.00).
INFORMATION/BACKGROUND
The proposed contract will establish firm pricing for digitization services for records maintained by City
departments under the Records Management Policy and State retention schedules, for a specific term. While
most records will be a standard letter/legal size, the contract will provide for the ability to have other special-
sized documents properly digitized with the integrity of the image being more concise to the original
document (building plans, plats, and zoning maps).
The City Secretary’s Office will work with each department to identify those records that meet eligibility
requirements for digitization. The review process will ensure only those records that have a long retention
period or are permanent in nature are scanned, providing for more cost-effective use of allocated funds.
Digitization will also be prioritized based on the record type, historical value, or public interest.
The City currently utilizes Laserfiche as its document management system. Laserfiche is a database for
digital media currently accessible by City staff and the public via desktop computers. Digitization of records
will provide a more streamlined record-keeping system and ensure records are assigned applicable retention
periods and indexing terms. The goal of the digitization program is to make records more readily available
to the Public through the City’s Laserfiche interface. In time, this will help reduce the number of open
records received by the City. It will further reduce the need for customers to do business or conduct research
in person.
City Department Estimated 5-yr Expenditure
Animal Services $1,000
Building Inspections $150,000
DME $15,000
Engineering $15,000
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Environmental Services & Sustainability $3,000
Facilities $45,000
Finance $1,000
Fire $8,000
Human Resources $2,000
Parks $15,000
Planning $30,000
Police $60,000
Police Renovation $200,000
Purchasing $10,000
Real Estate $2,000
Risk $5,000
Solid Waste $1,000
Water/WW $1,000
Subtotal $564,000
Contingency for additional services $136,000
Total NTE Amount $700,000
Request for Proposals was sent to 643 prospective suppliers, including 37 Denton firms. In addition,
specifications were placed on the Materials Management website for prospective suppliers to download and
advertised in the local newspaper. Seven (7) proposals were received, references were checked, and
proposals were evaluated based upon published criteria including technical proposal and project work plan,
experience, qualifications and performance, and price. Best and Final Offers (BAFO) were requested from
the top firm. Based upon this evaluation, GRM Information Management Services of Dallas, LLC. was
ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 915, 920, and 962
Notifications sent for Solicitation sent in IonWave: 643
Number of Suppliers that viewed Solicitation in IonWave: 19
HUB-Historically Underutilized Business Invitations sent out: 61
SBE-Small Business Enterprise Invitations sent out: 292
Responses from Solicitation: 7
RECOMMENDATION
Award a contract with GRM Information Management Services of Dallas, LLC, for document scanning
services for various City Departments, 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 $700,000.
PRINCIPAL PLACE OF BUSINESS
GRM Information Management Services of Dallas, LLC
Arlington, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with the option 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 through the using department’s budget on an as-needed basis. The City will
only pay for services rendered and is not obligated to pay the full contract amount unless needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: LLC Members
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Rosa Rios, 940-349-8309.
Legal point of contact: Marcella Lunn at 940-349-8333.