Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: September 17, 2024
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 TRESCOPE, Inc., for the purchase,
implementation, and continuing service for Real Estate Asset Management and Space Planning Software
services for the Facilities Management Department; providing for the expenditure of funds therefor; and
providing an effective date (RFP 8491 – awarded to TRESCOPE, Inc., 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 $3,859,742.00).
STRATEGIC ALIGNMENT
This action supports the Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The proposed contract will be utilized by the Facilities Management Department to procure floor plan
schematics, AutoCAD files, and a web-based software platform for space planning and programming at
city-owned facilities. The services provided by the contractor will capture current floor plans, adjust floor
plans during renovations, capture floor plans of new buildings, and allow users to plan for Full Time
Employee (FTE) growth and programming of space in city-owned facilities. Furthermore, the services and
software will provide the Facilities Department the means to track space allocations of each department to
provide precise data for the City’s budget process year over year. Funding for the space planning platform
and mapping current floor plans is allocated within the Facilities Capital Improvement and Operating
Budget. The contract value is based on historical spending levels and includes estimates for future assets
and services.
Estimated Contract Expenses
Category Year 1 Year 2 Year 3 Year 4 Year 5 Total
Software
Integration $395,000 $0 $0 $0 $0 $395,000
Software Licensing 172,169 180,778 189,817 199,308 209,273 951,345
IBM TRIRIGA
Hosting 45,000 47,250 49,613 52,093 54,698 248,654
Map and Digitize
Tier 1 Facilities 905,000 - - - - 905,000
Map Associated
Parking Lots and
Hosting Fee
195,739.20 195,739.20 195,739.20 195,739.20 195,739.20 978,696
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Future Mapping @
$0.94 per sqft 25,000 42,750 42,750 43,000 43,750 197,250
Subtotal $1,737,908.20 $466,517.20 $477,919.20 $490,140.20 $503,460.20 $3,675,945
Contingency - - - - - 183,797
Total $3,859,742
Request for Proposals was sent to 314 prospective suppliers, including 12 Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. Two (2) proposals were received, with one (1) meeting specifications. References
were checked to ensure the vendor can provide the services requested in the Scope of Work. Best and Final
Offers (BAFO) were requested from the top firm. Based upon this evaluation, TRESCOPE, Inc. was ranked
the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation:
906 - (Service Only) - Architectural
Services, Professional
Notifications sent for Solicitation sent in IonWave: 314
Number of Suppliers that viewed Solicitation in IonWave: 16
HUB-Historically Underutilized Business Invitations sent out: 42
SBE-Small Business Enterprise Invitations sent out: 84
Responses from Solicitation: 2
Responses Meeting Specifications: 1
RECOMMENDATION
Award a contract with TRESCOPE, Inc., for the purchase, implementation, and continuing service for Real
Estate Asset Management and Space Planning Software services for the Facilities Management Department,
in a one (1) year, with the option for four (4) additional one (1) year extensions, for a total of five (5) year
not-to-exceed amount of $3,859,742.
PRINCIPAL PLACE OF BUSINESS
TRESCOPE, Inc.
Austin, TX
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
These services will be funded from Facilities Capital Projects account 100439409.1365.30100. Requisition
#165834 has been entered into the Purchasing software system in the amount of $988,000. The budgeted
amount for this item is $3,859,742.
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: Thomas Gramer, 586-651-1209.
Legal point of contact: Marcella Lunn at 940-349-8333.