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 Facility Solutions Group, Inc., for enterprise access
control software, new installation, maintenance, repair, and parts inventory of corresponding hardware for
the Facilities Department for all City buildings; providing for the expenditure of funds therefor; and
providing an effective date (RFP 7835 – awarded to Facility Solutions Group, Inc., for four (4) years, with
the option for one (1) additional one (1) year extension, in the total of five (5) year not-to-exceed amount
of $1,375,000.00).
INFORMATION/BACKGROUND
The proposed contract is for enterprise access control software, hardware, installation, maintenance, and
repair. Facilities Management coordinated with the Technology Services Department in addition to
engaging Howell Design Group (HDG), a security planning, assessment, and programming services firm
to conduct a security system assessment of currently installed access control technologies, including ID
Card and frequency operated buttons (FOBs), door readers and their locations, as well as existing software.
The City is currently utilizing WinPak software, and American Business Electronics, INC (ABE Corp) for
software support, hardware installation, and repairs. The current security system is not an enterprise-level
solution and we are pushing the technical limits of the WinPak solution beyond its designed parameters.
There are currently four major groups (Facilities Management, Denton Municipal Electric, Solid Waste,
and Water Production) using separate WinPak software solutions, but will be consolidated into the proposed
Facility Solutions Group, Inc. allowing for more unified access control throughout the City. The need for
additional capacity is ongoing as the City adds additional facilities and renovates exiting areas.
Additionally, most of the existing equipment is outdated and is no longer being produced by the
manufacturer.
Unfortunately, WinPak and ABE Corp are unable to provide an enterprise-level solution, which led us to
solicit an enterprise-level access control system. In our coordination efforts with Technology Services, we
identified the potential opportunity for collaboration with video integration capabilities and included
specifications to ensure the option remained available. Funding for the initial cost of software licenses,
implementation, and hardware was presented and approved in the FY2021-22 Facilities Capital
Improvement Budget.
The security assessment was not limited to electronic ID Card/FOB access, but also included an assessment
of our Key Plan. HDG will provide recommendations for key policies and procedures, and coordinate key
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Denton, Texas
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cutting charts and hierarchies. This will provide staff with a comprehensive plan to track and manage key
holders and identify specific trigger points to re-key doors and buildings to ensure secure facilities more
effectively. The Facility Solution Group software will also provide a key tracking and management solution.
Project Description Estimated 5-Year Expenditure
Security Access Controls Upgrade Year 1 $516,000
Security Access Controls Upgrade Year 2 $277,000
Security Maintenance & Installation Year 3 $194,000
Security Maintenance & Installation Year 4 $194,000
Security Maintenance & Installation Year 5 $194,000
Total: $1,375,000
Request for Proposals was sent to 735 prospective suppliers, including 28 Denton firms. 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 compliance with specifications, probable
performance, and price. Best and Final Offers (BAFO) were requested from both firms. Based upon this
evaluation, Facility Solutions Group, Inc. was ranked the highest and determined to be the best value for
the City.
NIGP Code Used for Solicitation: 925, 936, 981, and 990
Notifications sent for Solicitation sent in IonWave: 735
Number of Suppliers that viewed Solicitation in IonWave: 36
HUB-Historically Underutilized Business Invitations sent out: 93
SBE-Small Business Enterprise Invitations sent out: 274
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with Facility Solutions Group, Inc. for enterprise access control software, new installation,
maintenance, repair, and parts inventory of corresponding hardware for the Facilities Department for all
City buildings, in a four (4) year, with the option for one (1) additional one (1) year extension, in the total
of five (5) year not-to-exceed amount of $1,375,000.
PRINCIPAL PLACE OF BUSINESS
Facility Solutions Group, Inc.
Dallas, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial four (4) year contract with options to extend the contract for one (1) additional one (1) year
period, with all terms and conditions remaining the same.
FISCAL INFORMATION
These items and services will be funded through the department’s operating budget and annual capital
replacement plan. Requisitions will be entered 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: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Scott Gray, 940-349-7744.
Legal point of contact: Marcella Lunn at 940-349-8333.