Exhibit 1 - Agenda Information Sheet - ExtensionCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: March 4, 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 extension between the City of Denton and Doxim
Utilitec LLC, to continue utility and miscellaneous bill print and mail services for the City; providing for
the expenditure of funds therefor; and providing an effective date (File 6975 – extending the contract with
Doxim Utilitec LLC, for one (1) month, with the option for two (2) additional one (1) month extensions, in
the total three (3) month term).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Foster Economic Opportunity and Affordability.
INFORMATION/BACKGROUND
To provide high-quality billing services while maintaining low cost, the City of Denton outsources the
production and mailing of the City’s utility bills. Since 2009, Ancor Information Management, LLC, dba
Utilitec, which is now known as Doxim Utilitec LLC, has been the City’s provider of these services. This
partnership has improved self-service functionality for customers, increased staff efficiency, and, most
importantly, consistently produced high volumes of accurate and timely utility bills.
On September 18, 2024 a new vendor was awarded the contract for bill print and mail services. To implement
services with the new vendor, programming, and testing is needed to ensure complete and correct billing
statements are sent to our residents. Extending the contract for Doxim will ensure that services are not
interrupted while transitioning to the new vendor.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On September 19, 2019, City Council approved a contract with Doxim Utilitec, LLC, in a not-to-exceed
amount of $1,951,725 (Ordinance 19-2045).
On August 6, 2024, Purchasing approved a six-month contract extension to March 10, 2025.
This item will be presented to the Public Utilities Board (PUB) on March 10, 2025, retroactively, due to the
contract expiring prior to completion.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
RECOMMENDATION
Award a contract extension with Doxim Utilitec LLC, to continue utility and miscellaneous bill print and
mail service for the City, for a contract extension in a one (1) month, with the option for two (2) additional
one (1) month extensions, in the total three (3) month term.
PRINCIPAL PLACE OF BUSINESS
Doxim Utilitec LLC
Lyon, MI
ESTIMATED SCHEDULE OF PROJECT
This Amendment modifies the Agreement term as set forth in Exhibit A Section 2 as extended to provide
for an additional one (1) month term beginning on the final day of the current Agreement term. At the sole
option of the City, this term may be extended for two (2) additional one (1) month terms.
FISCAL INFORMATION
These products and services will be funded through the using department’s budget on an as-needed basis.
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, Contract, and Extension
Exhibit 3: Ordinance and Contract Extension
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Christa Foster, 940-349-7412.
Legal point of contact: Marcella Lunn at 940-349-8333.