Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
INTERIM ACM: Cassey Ogden
DATE: January 24, 2023
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 Procore Technologies, Inc., through the North
Central Texas Council of Governments (NCTCOG) Purchasing Network, Contract #2020-064, for the
renewal extension of project management software for the Engineering Department; providing for the
expenditure of funds therefor; and providing an effective date (File 8170 – awarded to Procore
Technologies, Inc., for one (1) year, with the option for two (2) additional one (1) year extensions, in the
total three (3) year not-to-exceed amount of $814,747.08).
INFORMATION/BACKGROUND
The City of Denton entered a contract with Procore Technologies, Inc. through the North Central Texas
Council of Governments (NCTCOG) in February of 2021. Since entering the contract, the City of Denton
configured, implemented, customized, and rolled out the use of the software across the organization. This
application is now the standard software for all project delivery within the City of Denton for both city staff
working to deliver capital projects as well as over 360 different external companies who contribute to the
delivery of capital projects in some manner. Several applications have also been integrated with Procore
since implementation, such as the city-wide public-facing Capital Improvement Map (CIP) map and JDE,
our financial system of record.
The use of the Procore project management software has grown since it was originally procured. Originally
intended for use by Capital Project managers, Procore is now used by any City of Denton department that
manages a project. The Capital Projects team’s workload has continued to increase with many additional
projects being assigned to the department as well as all vertical construction projects being moved into
Procore. Additional projects are expected in the coming years which will also be managed through Procore.
The contract NTE of $814,747.08 includes the annual expense of subscription licenses. A 5% contingency
is added at the sole option of the City for the addition of support services during the contract term.
Expenditure Description Estimated Expenditures
Subscription Support Year 1 $239,983.20
Subscription Support Year 2 $267,983.20
Subscription Support Year 3 $267,983.20
Contingency for additional support services $38,797.48
Total 3Yr NTE Amount: $814,747.08
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Pricing obtained through the North Central Texas Council of Governments (NCTCOG) has been
competitively bid and meets the statutory requirements of Texas Local Government Code 271.102.
PRIOR ACTION/REVIEW (Council, Boards, Commissions)
On July 17, 2018, Council approved the interlocal agreement with the North Central Texas Council of
Governments (NCTCOG) (Ordinance 18-1074).
RECOMMENDATION
Award a contract with Procore Technologies, Inc., for the renewal extension of project management
software for the Engineering Department, in a one (1) year, with the option for two (2) additional one (1)
year extensions, in the total three (3) year not-to-exceed amount of $814,747.08.
PRINCIPAL PLACE OF BUSINESS
Procore Technologies, Inc.
Carpinteria, CA
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) 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
These services will be funded from General Government Capital Project Funds and reimbursed by each
department according to their specific annual construction volume. Requisitions will be entered on an as-
needed basis. The budgeted amount for this item is $814,747.08. 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: 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: Trevor Crain, 940-349-7426.
Legal point of contact: Marcella Lunn at 940-349-8333.