Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: August 5, 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., through the GSA Cooperative Network Contract
No. GS-35F-317GA, for fuel management and telematics software for the Fleet Services Department;
providing for the expenditure of funds therefor; and providing an effective date (File 8812 – 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 $1,890,000.00).
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 fuel management and
telematics software system to enhance tracking and oversight of the fleet’s life cycle costs, maintenance needs,
and fuel usage. This software, in conjunction with the asset management software system, will maintain
detailed records for vehicles and equipment, including fuel consumption, mileage, hours, idle time, and
location services. A crucial aspect of Denton's fleet infrastructure is its network of three city-owned fuel depots,
serving as central fueling points for the city's diverse fleet. To maximize security and inventory control, the
new software system will integrate with GPS-secured fueling technology at these depots. This integration will
ensure that fuel dispensing is restricted to authorized vehicles, verified through GPS location and vehicle
identification data, and that every fueling transaction is precisely recorded, linking fuel dispensed to specific
vehicles, times, and locations. The software will also provide real-time updates on fuel levels at each depot,
enabling proactive replenishment and minimizing stockouts while reducing the risk of unauthorized fuel access
and theft, enhancing overall security and accountability.
The existing fuel management and telematics 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 maintenance needs and fuel
consumption. These inefficiencies result in increased operational costs, reduced service reliability, and
challenges in making data-driven decisions.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
By leveraging data-driven insights, the new software, with the added security and inventory control of GPS-
secured fueling at the city-owned depots, will evaluate and track asset location, fuel consumption, and other
critical reporting metrics. 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 and fuel management.
The contract value is based on historical spending levels with prior vendors and includes estimates for future
assets and service needs, with the inclusion of the city-owned fuel depot integration and GPS-secured fuel
dispensing factored into the cost analysis.
Estimated Contract Expenses
Pricing obtained through the GSA Cooperative Purchasing Network has been competitively bid and meets the
statutory requirements of Texas Local Government Code 271.102.
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 $1,890,000.
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. This GSA contract expires on March 23, 2027.
FISCAL INFORMATION
These products and services will be funded through Capital Fund accounts and Fleet Operations Fund 820100.
Requisition #170749 has been entered into the Purchasing software system in the amount of $439,112.58. 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: Ordinance and Contract
Category FY 24/25 FY 25/26 FY 26/27 FY 27/28 FY 28/29 Total
One-Time Costs $500,000 $ - $ - $ - $ - $500,000
Recurring Subscription 150,000 280,000 285,000 290,000 295,000 1,300,000
Sub Total $650,000 $280,000 $285,000 $290,000 $295,000 $1,800,000
Contingency 5% 32,500 14,000 14,250 14,500 14,750 90,000
Total $682,500 $294,000 $299,250 $304,500 $309,750 $1,890,000
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.