Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: June 3, 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 Samsara Inc. through the Sourcewell Cooperative
Purchasing Network Contract No. 020221, for the Samsara Camera Software System for the Solid Waste
and Recycling Department; authorizing the expenditure of funds therefor; and providing an effective date
(File 8679 – awarded to Samsara 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 $434,929.00). The Public Utilities Board
recommends approval (4 - 0).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Support Healthy and Safe Communities.
INFORMATION/BACKGROUND
The City Council is being asked to approve the adoption of Samsara Inc. for managing the City’s Solid
Waste fleet and operations. Samsara Inc. is an advanced system that helps manage vehicles, monitor driver
safety, and track equipment in real-time. The platform combines GPS tracking, cameras, and sensors to
provide a complete picture of our operations, leading to safer, more efficient, and cost-effective city
services.
Samsara is being proposed to modernize the City’s fleet and operations management, addressing outdated
systems that cause inefficiencies, increased costs, and safety issues. Samsara offers real-time tracking,
enhances driver safety, ensures compliance with regulations, and reduces operational expenses, aligning
with the city’s goals of improved public service and safety. This proposal tackles immediate challenges and
regulatory requirements. Stakeholder feedback, particularly from fleet operations, strongly supports
Samsara due to its intuitive interface and potential for significant cost savings. Chosen for its
comprehensive, value-driven features, Samsara promises long-term benefits and future readiness. Upon
approval, the implementation will commence immediately with a phased approach, including staff training
and ongoing performance monitoring. This strategic initiative aims to modernize City operations, cut
accident-related costs, and boost public safety, making it the most effective way forward.
Year 1 Year 2 Year 3 Year 4 Year 5 Total
Hardware/Licenses $83,224.94 $82,425.94 $82,425.94 $82,425.94 $82,425.94 $412,928.70
Contingency 4,400.06 4,400.06 4,400.06 4,400.06 4,400.06 22,000.30
Total: $434,929.00
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Pricing obtained through Sourcewell Cooperative Purchasing Network has been competitively bid and
meets the statutory requirements of Texas Local Government Code 271.102.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 28, 2020, City Council approved the interlocal agreement with Sourcewell (Ordinance 20-197).
On May 19, 2025, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract with Samsara Inc., for the Samsara Camera Software System for the Solid Waste and
Recycling Department, 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 $434,929.
PRINCIPAL PLACE OF BUSINESS
Samsara Inc.
San Francisco, CA
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. This Sourcewell contract expires March 26,
2026.
FISCAL INFORMATION
These services will be funded from Solid Waste Administration Software Licenses account 660001.7803.
Requisition #167660 has been entered into the Purchasing software system in the amount of $83,224.94.
The budgeted amount for this item is $434,929.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Adrian Hill, 940-349-8061.
Legal point of contact: Marcella Lunn at 940-349-8333.