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 AssetWorks Inc., for asset management software
for the Fleet Services Department; providing for the expenditure of funds therefor; and providing an
effective date (RFP 8660 – awarded to AssetWorks Inc., for three (3) years, with the option for two (2)
additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $757,144.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The City of Denton Fleet Services Department is establishing a contract for a new asset management
software system to enhance tracking and oversight of the fleet’s life cycle costs and maintenance needs.
This software will maintain detailed records for vehicles, trailers, and equipment, including acquisition
method, utilizing department, initial cost, fuel consumption, mileage, and maintenance history for both
preventive and unexpected repairs.
The existing asset management software lacks the necessary functionality to efficiently capture and analyze
critical fleet data. Its limitations hinder Fleet Services’ ability to track asset performance, schedule
maintenance effectively, and generate accurate reports for budgeting and planning. The current system does
not fully integrate key data points, making it difficult to assess vehicle replacement needs, monitor repair
trends, and optimize resource allocation. These inefficiencies result in increased operational costs, reduced
service reliability, and challenges in making data-driven decisions.
By leveraging data-driven insights, the new software will evaluate asset conditions and recommend
replacement schedules based on predetermined criteria. This aligns with the department’s strategic plan,
improving budgeting accuracy and optimizing fleet sustainability. Implementing this system will enhance
operational efficiency, streamline asset tracking, and support data-informed decision-making for fleet
acquisitions and replacements.
The primary asset management software system selected carries a higher subscription and support cost
compared to other bidding vendors. This reflects its robust capacity to efficiently manage our complex asset
lifecycle with the necessary features and expertise. Due to the scale and critical nature of our operations,
this system is best positioned to minimize downtime and ensure effective asset maintenance. Its
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
comprehensive feature set and specialized capabilities help ensure timely project completion and accurate
asset tracking. Lower-cost systems may have limitations that lead to data inconsistencies or potential
operational disruptions. The investment in this system supports reliable performance, operational
efficiency, and long-term cost management through optimized asset utilization and reduced risk of costly
errors.
The contract for this software was solicited through a competitive bid process, ensuring the City secured
the best value while meeting operational needs. This approach reinforces the City's commitment to fiscal
responsibility, transparency, and the strategic allocation of resources to maintain a reliable and cost-
effective fleet.
Estimated Contract Expenses
Category FY 24/25 FY 25/26 FY 26/27 FY 27/28 FY 28/29 Total
One-Time Costs $147,561 $ - $ - $ - $ - $147,561
Travel Cost 5,000 - - - - 5,000
Recurring Subscription 95,040 100,744 106,787 113,195 119,985 535,751
Sub Total $247,601 $100,744 $106,787 $113,195 $119,985 $688,312
Contingency 10% 24,760 10,074 10,679 11,320 11,999 68,832
Total $272,361 $110,818 $117,466 $124,515 $131,984 $757,144
Request for Proposals was sent to 649 prospective suppliers, including 19 Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. Seven (7) proposals were received, references were checked, and proposals were
evaluated based upon published criteria, functionality, implementation approach, experience and
qualifications, cost proposal, and support and maintenance agreements. Best and Final Offers (BAFO) were
requested from the top four (4) firms. Based upon this evaluation, AssetWorks Inc. was ranked the highest
and determined to be the best value for the City.
NIGP Code Used for Solicitation: 204, 206, 958
Notifications sent for Solicitation sent in IonWave: 649
Number of Suppliers that viewed Solicitation in IonWave: 52
HUB-Historically Underutilized Business Invitations sent out: 94
SBE-Small Business Enterprise Invitations sent out: 278
Responses from Solicitation: 7
RECOMMENDATION
Award a contract with AssetWorks Inc., for asset management software for the Fleet Services Department,
in a three (3) year, with the option for two (2) additional one (1) year extensions, in the total five (5) year
not-to-exceed amount of $757,144.
PRINCIPAL PLACE OF BUSINESS
AssetWorks Inc.
Wayne, PA
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) 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 products and services will be funded through the Capital Improvement Program account
820100.7879. Requisition #169783 has been entered into the Purchasing software system in the amount of
$247,600.13. The budgeted amount for this item is $757,144. 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: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Tom Gramer, 940-349-7467.
Legal point of contact: Marcella Lunn at 940-349-8333.