Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: August 19, 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 FARO Technologies, Inc., for the FARO 3D Laser
Scanner System Upgrade for the Police Department; providing for the expenditure of funds therefor; and
providing an effective date (RFP 8866 – awarded to FARO Technologies, 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
$85,874.50).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Support Healthy and Safe Communities.
INFORMATION/BACKGROUND
The Police Department selected FARO through a competitive bid process to provide the upgraded scanner
that is currently dated. The scanners are utilized to map crashes and crime scenes. The intention of the
scanner is to reduce the amount of time that officers/investigators are on the scene investigating the
situation. This results in roadways being closed for shorter times and helps to alleviate the potential for
secondary crashes. Investigators are also able to lessen the amount of time they must isolate a crime scene
so that any citizens displaced can return to their normal routine as quickly as possible.
The department has one laptop loaded with the mapping software so that Crime Scene and Traffic can
utilize the acquired information, when necessary, even simultaneously. An updated computer which can
process and analyze all the scans very efficiently, a battery, onsite training, as well as a proprietary mapping
software license, maintenance, and scanner warranty were also purchased from FARO to provide the
department with full use capabilities. The projected age of the product before it is no longer supported by
FARO is seven (7) years. Additionally, the lack of a legally acceptable and defensible process in the event
of failure of the current, dated unit presents a threat to the Department’s ability to process complex incident
scenes.
This upgraded scanner with the new computer processing the software has the ability to capture significantly
faster, straightforward, and accurate measurements and imaging of crash and crime scenes, including
ballistic trajectory estimation and bloodstain analysis, and provide essential documentation for
investigations, reconstruction, and court proceedings. The requested scanner also allows for in-the-field
verification of the gathered data, eliminating the current threat of personnel clearing a scene with corrupted
or unusable data unbeknownst to them. This data cannot be recaptured after a scene is cleared, and such an
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
event would compromise the integrity of any investigation. The requested package provides the best
possible protection against this threat with reference to fiscal responsibilities.
Projected Spend
Item/Fiscal Year FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 Total
Scanner $43,480.00 $0 $0 $0 $0 $43,480.00
Battery 606.00 0 0 0 0 606.00
Training 5,276.00 0 0 0 0 5,276.00
Maintenance & Warranty 10,689.00 4,308.00 4,738.80 5,212.68 5,733.95 30,682.43
Shipping & Handling 28.07 0 0 0 0 28.07
Computer 5,802.00 0 0 0 0 5,802.00
Total $65,881.07 $4,308.00 $4,738.80 $5,212.68 $5,733.95 $85,874.50
Request for Proposals was sent to 417 prospective suppliers, including 18 Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised in
the local newspaper. One (1) proposal was received, and references were checked to ensure the vendor can
provide the services requested in the Scope of Work. The proposal was evaluated based upon published criteria
including price, delivery, compliance with specifications, and probable performance. Best and Final Offer
(BAFO) was requested from the top firm. Based upon this evaluation, FARO Technologies, Inc. was ranked the
highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 680, 725, 931, & 981
Notifications sent for Solicitation sent in IonWave: 417
Number of Suppliers that viewed Solicitation in IonWave: 17
HUB-Historically Underutilized Business Invitations sent out: 60
SBE-Small Business Enterprise Invitations sent out: 166
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with FARO Technologies, Inc., for the FARO 3D Laser Scanner System Upgrade for the
Police 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 $85,875.50.
PRINCIPAL PLACE OF BUSINESS
FARO Technologies, Inc.
Lake Mary, FL
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 products and services will be funded through the Police Technology Operating Budget 830003.7804.
Requisition #171194 has been entered into the Purchasing software system in the amount of $65,881.07.
The budgeted amount for this item is $85,875.50.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Paul Willenbrock, 940-349-7939.
Legal point of contact: Marcella Lunn at 940-349-8333.