Exhibit 1 - Agenda Information Sheet - Amendment 1City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
DCM: David Gaines
DATE: August 16, 2022
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the approval of a first amendment to a Professional Services Agreement between the City of
Denton and Grant Thornton LLP, amending the contract approved by the City Council on December 7,
2021, in the not-to-exceed amount of $116,335.00; said first amendment to provide project management
services for accounts payable automation and vendor management consulting services for the Finance
Department; providing for the expenditure of funds therefor; and providing an effective date (File 7831 –
providing for an additional first amendment expenditure amount not-to-exceed $94,000.00, with the total
contract amount not-to-exceed $210,335.00).
INFORMATION/BACKGROUND
The City of Denton desires to implement a fully automated software, that will be utilized by the Finance,
Procurement and Compliance Departments for vendor management and payment processing which will
include at a minimum vendor onboarding, tracking certificates of insurance, processing check requisitions,
deposit refund request, retainage, travel advances, expense reimbursement, vendor reminders, document
storage, and reporting capabilities. Currently, both the Finance and Procurement Departments utilize several
systems to process payments and manage vendors. This process creates several obstacles across
departments such as the successful implementation of an invoice numbering process which helps eliminate
the possibility of duplicate payments and maintaining an active list of vendors and up-to-date insurance
information.
During 2021, Procurement and Finance advertised a solicitation for consultation services for vendor
management and payment processing which did not receive any bid responses. After the solicitation closed,
the department conducted additional research and located a cooperative agreement with Grant Thornton for
the needed consulting services. Grant Thornton has in-depth experience with the City’s current version of
JD Edwards in which they assisted with the last two successful system upgrades.
Phase one of two identifying operational needs and system requirements for a software solicitation was
awarded to Grant Thornton and approved by Council on December 7, 2021. The proposed first amendment
is for phase two of two, which will focus on project management.
Phase 2 – $94,000.00
• Integration
• Training
• Post live support
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Phase 2 Proposed Services Estimated Expense
Project Manager 49,400
Financial System Configurable Network Computing 18,200
Developer 26,400
Total: $94,000.00
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 (JDE).
The automated accounts payable system will allow for a standardized platform for departments to submit a
payment request. Methods will include electronic submittal forms, which can easily be submitted to the
Finance Department for processing. The key goal of the system will be to centralize all requests to one user-
friendly platform. The system will integrate with the existing financial system and be responsible for
sending notifications of new requests to the requesting department. At a minimum, the selected system will
need to process 8,000 checks, 1,500 refunds, and 3,000 ACH payments annually.
The vendor management system will allow for a standardized platform for new vendor onboarding, existing
vendor changes, and vendor tracking of all necessary requirements to conduct business with the City
including conflict of interest questionnaires, IRS taxpayer identification documentation, certificates of
insurance, and electronic payment information. Methods will include electronic portal submission which
will be directly submitted to the Procurement and Compliance Department for processing. The key goal of
the system will be to centralize all requests to one user-friendly platform in which the vendor has access to
update information as necessary and make changes when applicable. The system will integrate with the
existing financial system and be responsible for sending notifications of new requests to the requesting
department.
Pricing obtained through the Department of Information Resources (DIR) Cooperative Purchasing Network
has been competitively bid and meets the statutory requirements of Texas Local Government Code 271.102.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 28, 2020, Council approved the interlocal agreement with the Department of Information
Resources Purchasing Network (Ordinance 20-196).
On December 7, 2021, City Council approved a contract with Grant Thornton LLP, in the not-to-exceed
amount of $116,335 (Ordinance 21-2509).
RECOMMENDATION
Award Amendment No. 1 with Grant Thornton LLP, to provide project management services for accounts
payable automation and vendor management consulting services for the Finance Department, in a not-to-
exceed amount of $94,000, for a total amended contract amount of $210,335.
PRINCIPAL PLACE OF BUSINESS
Grant Thornton LLP
Austin, TX
ESTIMATED SCHEDULE OF PROJECT
This project will be started upon approval with a completion date by December 31, 2022.
FISCAL INFORMATION
These services will be funded from Accounts Payable & Vendor Management Software account
840127744. Purchase Order #198849 will be revised to include the second amendment amount of $94,000.
The total amount of this contract is $94,000.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Original Ordinance and Contract
Exhibit 3: Ordinance and Amendment 1
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.