Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
DCM: David Gaines
DATE: August 2, 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 Forza IT Group B.V., dba Scanman.com, for
accounts payable automated and vendor management software services for the Finance and Procurement
Departments; providing for the expenditure of funds therefor; and providing an effective date (RFP 7960 –
awarded to Forza IT Group B.V., dba Scanman.com, for three (3) years, with the option for two (2)
additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $452,000.00).
INFORMATION/BACKGROUND
The City of Denton desires to implement a fully automated software, to be utilized by the Finance and
Purchasing Departments, for vendor management and payment processing including, at a minimum, vendor
onboarding, tracking certificates of insurance, deposit refund requests, retainage, and travel advances,
processing check requisitions, expense reimbursements, vendor reminders, document storage, information
security and compliance, and reporting capabilities.
Efficient and effective coordination across multiple departments throughout the City is essential to ensure
new vendor setup requests and payment requests are processed in accordance with City policy. Currently,
both the Finance and Purchasing Departments utilize several systems to process payments and manage
vendors. The use of multiple systems creates obstacles across departments preventing the successful
implementation of an invoice numbering process to eliminate the possibility of duplicate payments and
maintenance of an active vendor list. Therefore, a new system must be utilized to coordinate these activities
across all City departments. To accomplish this, the City seeks a comprehensive Account Payable and
Vendor Management Software to monitor vendor compliance with information security and procurement
requirements and submit/process payments.
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, JD Edwards (JDE).
Internal Audit conducted an audit of account payables in October 2019 and provided opportunities for
improvements that the new software addresses. In December 2021, Grant Thornton was awarded the
contract for Accounts Payable Automation and Vendor Management Consulting Service to assist in the
implementation process.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Project Description Estimated 5-Year Expenditure
Premiere Support Year 1 $ 152,000
Premiere Support Year 2 $ 65,000
Premiere Support Year 3 $ 65,000
Premiere Support Year 4 $ 65,000
Premiere Support Year 5 $ 65,000
Contingency for additional support hours $ 40,000
Total 5 Year NTE Amount $452,000
Request for Proposals was sent to 378 prospective suppliers of this item, including 12 Denton firms. In
addition, specifications were placed on the Procurement website for prospective suppliers to download and
advertised in the local newspaper. Four (4) proposals were received, references were checked, and proposals
were evaluated based upon published criteria including schedule, compliance with specifications, probable
performance, and price. The selection criterion for the interview and product demonstrations were based
upon company overview, vendor management overview, workflow overview, accounts payable overview,
and reporting and integration with JD Edwards overview. Based upon this evaluation, Forza IT Group B.V.,
dba Scanman.com was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 946 - (Service Only) - Financial
Services & 958 - (Service Only) -
Management Services
Notifications sent for Solicitation sent in IonWave: 378
Number of Suppliers that viewed Solicitation in IonWave: 23
HUB-Historically Underutilized Business Invitations sent out: 29
SBE-Small Business Enterprise Invitations sent out: 158
Responses from Solicitation: 4
RECOMMENDATION
Award a contract with Forza IT Group B.V., dba Scanman.com, for accounts payable automated and vendor
management software services for the Finance and Procurement Departments, in a three (3) year, with the
option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of
$452,000.
PRINCIPAL PLACE OF BUSINESS
Forza IT Group B.V., dba Scanman.com
Soest, Netherlands
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1)
year periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
This automated software will be funded from Accounts Payable & Vendor Management Software account
840127744. Requisition #156402 has been entered into the Purchasing software system in the amount of
$152,000. The budgeted amount for this item is $452,000.
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: Vis Bouaphanthavong, 940-349-7743.
Legal point of contact: Marcella Lunn at 940-349-8333.