Exhibit 1 - Agenda Information SheetCity 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 City Manager to execute a contract with N. Harris Computer Corporation, for the renewal
extension of maintenance for continued vendor support for Harris Public Utility Billing System and
associated software modules, which is the sole provider of this software, in accordance with Texas Local
Government Code 252.022, which provides that procurement of commodities and services that are available
from one source are exempt from competitive bidding, and if over $50,000, shall be awarded by the
governing body; providing for the expenditure of funds therefor; and providing an effective date (File 8062
– awarded to N. Harris Computer Corporation, 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 $2,353,646.73). The Public Utilities
Board recommends approval (5 - 0).
INFORMATION/BACKGROUND
The City of Denton uses the Harris Public Utility Billing System software, North Star module, for
maintaining utility customer accounts, producing utility bills, and processing utility revenues. It is essential
for the City of Denton to keep current maintenance with the software vendor to ensure the availability of
upgrades, software fixes, and access to knowledge and support resources.
The following enhancement projects are currently slated for the NorthStar system:
Rubicon - Solid Waste requires product enhancement and integration which calculates and stores ad-hoc
charges for weight, yardage, and per-item-based fees. Charges for these types of services are not an inherent
function of a rate-based billing system and require custom development. In the past, these types of charges
were calculated in the solid waste software and passed into the billing system as a single charge which is
not possible with the current software.
Enterprise API Licensing – API integrations are planned for Rubicon, City Works, and the Verint CRM
systems. Additional integrations currently exist for City systems. It was determined to be more cost-
efficient for the City to migrate from individual API licensing and annual maintenance to an enterprise
license that has a single-one-time licensing cost and a flat-rate maintenance fee for any number of
integrations created.
Research & Development Hours for Verint CRM Integration – Due to the complexities of integrating a
billing system, staff recommends engaging Harris resources to assist with product integration with Verint
to minimize risks associated with the integration.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Integration between CityWorks and mCare – Work orders that affect customer billing must be completed
within a work order module in the billing system which communicates appropriately with associated
accounts and all necessary fields which ensure accurate billing. However, water metering uses a more
robust work order and asset management system which allows them to track actual job costs, equipment
inventory and costs, and labor costs. Integration is required to automate communication which allows the
work orders to exist as needed in each system without requiring staff to duplicate work in completing said
orders.
The table below breaks down the estimated annual costs with contingency for the contract total:
Description of Services Estimated Expenditure
Annual Renewal Maintenance & Support – Year 1 213,390.17
Annual Renewal Maintenance & Support – Year 2 219,791.87
Annual Renewal Maintenance & Support – Year 3 226,385.63
Annual Renewal Maintenance & Support – Year 4 233,177.20
Annual Renewal Maintenance & Support – Year 5 240,172.51
Future Planned Project – Rubicon with Solid Waste Estimate 500,000.00
Future Planned Project – Enterprise API Estimate 66,000.00
Future Planned Project – Verint R&D Estimate 40,000.00
Future Planned Project – Integrations for CityWorks & mCare Estimate 144,000.00
Contingency (25%) 470,729.35
Total 5 Year NTE Amount: $2,353,646.73
Section 252.022 of the Local Government Code provides that procurement of sole source commodities and
services are exempt from competitive bidding, if over $50,000, shall be awarded by the governing body.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On August 8, 2022, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract to N. Harris Computer Corporation, as a sole supplier, for the renewal extension of
software maintenance and support in the not-to-exceed amount of $2,353,646.73.
PRINCIPAL PLACE OF BUSINESS
N. Harris Computer Corporation
Ontario, Canada
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
Funding for annual software maintenance is budgeted in Technology Services operating account
830400.7804 and future projects will be budgeted through Customer Service’s operating and project
accounts. Requisitions will be entered on an as-needed basis. The budgeted amount for this item is
$2,353,646.73.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: 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.