Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: February 18, 2025
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 Benevate, LLC, for grant management software
for the Finance and Community Services Departments; providing for the expenditure of funds therefor; and
providing an effective date (RFP 8713 – awarded to Benevate, LLC, 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 $405,510.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Pursue Organizational Excellence and Collaborative and Respectful
Leadership.
INFORMATION/BACKGROUND
On November 26, 2024, a Request for Proposal (RFP) was issued to identify and select a comprehensive
grant management software solution. This initiative was driven by the need to centralize and streamline the
management, tracking, and monitoring of all grants applied for and awarded to city departments. The
objective is to ensure a transparent, efficient, and compliant process for handling grant-related activities.
The proposed software will enable the City of Denton to achieve the following key goals:
• Centralized Grant Oversight: By consolidating grant management into a single platform, departments
will have real-time visibility into the status of grants, deadlines, and compliance requirements.
• Enhanced Accountability: Automated tracking features will ensure grant funds are utilized in accordance
with their intended purposes, reducing risks of mismanagement or non-compliance.
• Improved Efficiency: The software will streamline reporting processes, automate routine tasks, and
minimize administrative burdens, allowing staff to focus on strategic initiatives.
After evaluating submissions, Neighborly Software Benevate Inc. was selected as the most qualified
provider based on their ability to meet these objectives and their competitive pricing. While not the lowest-
cost option, their proposal demonstrated superior functionality, reliability, and support capabilities that
align with the city’s operational goals. The selection process ensures the city receives the highest value for
this investment.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Neighborly Grant Management Software Contract Estimate
Description Unit Pricing Qty Year 1 Year 2 Year 3 Year 4 Year 5 Total
Implementation One
Time $ 20,000 1 $20,000 $20,000
Licenses Per User $ 2,700 22 59,400 $59,400 $59,400 $59,400 $59,400 297,000
Legacy
Licenses Per User $ 1,730 8 13,840 13,840 13,840 13,840 13,840
69,200
API Support
Cost Hourly $ 200 0 - - - - - -
Sub-Total $93,240 $73,240 $73,240 $73,240 $73,240 $386,200
Contingency
5% 4,662 3,662 3,662 3,662 3,662 19,310
Total $97,902 $76,902 $76,902 $76,902 $76,902 $405,510
Request for Proposals was sent to 492 prospective suppliers, including four (4) Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. Twelve (12) proposals were received, references were checked, and proposals were
evaluated based upon published criteria including experience, functional capabilities, technical support and
training, and price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this
evaluation, Benevate, LLC was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation:
208 - Computer Software for
Microcomputers (Preprogrammed)
Notifications sent for Solicitation sent in IonWave: 492
Number of Suppliers that viewed Solicitation in IonWave: 33
HUB-Historically Underutilized Business Invitations sent out: 60
SBE-Small Business Enterprise Invitations sent out: 179
Responses from Solicitation: 12
RECOMMENDATION
Award a contract with Benevate, LLC, for grant management software for the Finance and Community
Services Departments, in a 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 $405,510.
PRINCIPAL PLACE OF BUSINESS
Benevate, LLC
Atlanta, GA
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 Grants Management account 162300.7803 and Community Services
account 220099.7804. Requisitions will be entered on an as-needed basis. The budgeted amount for this
item is $405,510.
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: Terrance Jones, 940-349-7273.
Legal point of contact: Marcella Lunn at 940-349-8333.