Agenda Information Sheet City of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: February 15, 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 Berry, Dunn, McNeil & Parker, LLC dba Berry
Dunn, through The Interlocal Purchasing System (TIPS) Cooperative Program, Contract # 200105, for the
Citywide Enterprise Asset Management Consolidation Assessment; providing for the expenditure of funds
therefor; and providing an effective date (File 7870 – awarded to Berry, Dunn, McNeil & Parker, LLC dba
Berry Dunn, in the two (2) year not-to-exceed amount of $99,750.00).
INFORMATION/BACKGROUND
The City of Denton’s Technology Services Department is seeking a contract with the consulting firm, Berry
Dunn, to complete a Citywide enterprise asset management (EAM) systems consolidation assessment. An
EAM is a system used to maintain, control, and make decisions on operational assets and equipment.
Technology Services was asked to initiate this engagement with the consultant who will work with several
departments that each own a different asset management system to determine if there is one city-owned
system to consolidate down to or if a new system will need to be identified to provide the best fit for all
departments.
The efficiency of a single EAM system for the City of Denton will prove to be an invaluable asset because
all of the data will be in one system that will allow city leaders improved visibility to make better and
quicker decisions. The goal is to optimize the quality, maintenance, and utilization of assets throughout
their lifecycle, regardless of department, to increase productive uptime and reduce operation costs.
Consolidating existing applications will also eliminate multiple contracts that must be managed and
administered, as well as, simplify GIS and application support.
Currently, individual departments manage their own application assets in multiple asset management
applications, so there is little to no transparency or visibility when viewing all of the data, and no central
integration to the City’s Financial System. There isn't any way to view the data in a single view, thus city
leaders must look at multiple iterations of data and reporting to make decisions. The alternative is to
continue conducting business in multiple asset management systems. Technology Services has recently
selected BerryDunn for the department's IT Strategic Plan project and consolidating asset management
systems will be a priority within the developed plan.
If approved by the City Council, Technology Services staff will begin working with Berry Dunn on the first
phase of the initiative, project planning. The IT Strategic Plan and Asset Management Needs Assessment
will be used to help guide decisions through the budget process. If a consolidated asset management system
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
is funded as part of the FY 2022-23 Budget, Berry Dunn will assist the City through the solicitation process.
The City will only pay for services rendered and is not obligated to pay the full contract amount unless
needed.
The not-to-exceed amount of $99,750 was established by Technology Services staff by utilizing Figure 3
and Table 2 from the consultant’s proposal.
Pricing obtained through The Interlocal Purchasing System has been competitively bid and meets the
statutory requirements of Texas Local Government Code 271.102.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On May 17, 2011, Council approved the interlocal agreement with The Interlocal Purchasing System
(Ordinance 2011-082).
RECOMMENDATION
Award a contract with Berry, Dunn, McNeil & Parker, LLC dba Berry Dunn, for the Citywide Enterprise
Asset Management (EAM) Consolidation Assessment, in a two-year term not-to-exceed amount of
$99,750.
Due to the rise in Covid19 cases, the Public Utilities Board (PUB) postponed the meeting in January 2022.
Procurement Staff met with the Chair and determined which items could go to Council first due to timing.
PRINCIPAL PLACE OF BUSINESS
Berry, Dunn, McNeil & Parker, LLC dba Berry Dunn
Portland, ME
ESTIMATED SCHEDULE OF PROJECT
This project will be started upon approval with an estimated completion date by December of 2025. This
TIPS contract will expire on May 31, 2024.
FISCAL INFORMATION
These professional services will be funded from utility and general operating funds.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: LLC Members
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Leisha Meine, 940-349-7823.
Legal point of contact: Marcella Lunn at 940-349-8333.