8852 - Contract Executed
Docusign City Council Transmittal Coversheet
File Name
Purchasing Contact
City Council Target Date
Piggy Back Option
Contract Expiration
Ordinance
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RFP
Kayla Clark
8852
Yes
Community Engagement and Community Sentiment Software
SEPTEMBER 9, 2030
SEPTEMBER 9, 2025
25-1538
Contract 8852
CONTRACT BY AND BETWEEN
CITY OF DENTON, TEXAS AND ZENCITY TECHNOLOGIES US, INC.
(Contract #8852 )
THIS CONTRACT is made and entered into this date _______________________, by
and between ZENCITY TECHNOLOGIES US, INC.. a Delaware corporation, whose address
1313 N Market Street, Ste 5100 Wilmington, DE 19801, hereinafter referred to as “Contractor,”
and the CITY OF DENTON, TEXAS, a home rule municipal corporation, hereinafter referred to
as “City,” to be effective upon approval of the Denton City Council and subsequent execution of
this Contract by the Denton City Manager or their duly authorized designee.
For and in consideration of the covenants and agreements contained herein, and for the
mutual benefits to be obtained hereby, the parties agree as follows:
SCOPE OF SERVICES
Contractor shall provide services in accordance with the City’s RFP# 8852 -Community
Engagement and Community Sentiment Software, a copy of which is on file at the office of
Purchasing Agent and incorporated herein for all purposes. The Contract consists of this written
agreement and the following items which are attached hereto, or on file, and incorporated herein
by reference:
(a) Special Terms and Conditions (Exhibit “A”);
(b) City of Denton’s RFP 8852 (the “Solicitation”) (Exhibit “B” on file at the office
of the Purchasing Agent);
(c) City of Denton Standard Terms and Conditions (Exhibit “C”);
(d) Certificate of Interested Parties Electronic Filing (Exhibit “D”);
(e) Insurance Requirements (Exhibit “E”);
(f) Contractor’s Proposal (“Contractor’s Offer”) (Exhibit “F”);
(g) Form CIQ – Conflict of Interest Questionnaire (Exhibit “G”)
These documents make up the Contract documents and what is called for by one shall be
as binding as if called for by all. In the event of an inconsistency or conflict in any of the provisions
of the Contract documents, the inconsistency or conflict shall be resolved by giving precedence
first to the written agreement then to the contract documents in the order in which they are listed
above. These documents shall be referred to collectively as “Contract Documents.”
Prohibition on Contracts with Companies Boycotting Israel
Contractor acknowledges that in accordance with Chapter 2271 of the Texas Government Code, City is
prohibited from entering into a contract with a company for goods or services unless the contract contains
a written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel
during the term of the contract. The terms “boycott Israel” and “company” shall have the meanings ascribed
to those terms in Section 808.001 of the Texas Government Code. By signing this Contract, Contractor
certifies that Contractor’s signature provides written verification to the City that Contractor: (1) does not
boycott Israel; and (2) will not boycott Israel during the term of the Contract. Failure to meet or maintain
the requirements under this provision will be considered a material breach.
Prohibition on Contracts with Companies Boycotting Certain Energy Companies
Contractor acknowledges that in accordance with Chapter 2276 of the Texas Government Code, City is
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Contract 8852
prohibited from entering into a contract with a company for goods or services unless the contract contains
written verification from the company that it (1) does not boycott energy companies; and (2) will not boycott
energy companies during the term of the contract. The terms “boycott energy company” and “company”
shall have the meanings ascribed to those terms in Section 809.001 of the Texas Government Code. By
signing this agreement, Contractor certifies that Contractor’s signature provides written verification to
the City that Contractor: (1) does not boycott energy companies; and (2) will not boycott energy
companies during the term of the Contract. Failure to meet or maintain the requirements under this
provision will be considered a material breach.
Prohibition on Contracts with Companies Boycotting Certain Firearm Entities and Firearm Trade
Associations
Contractor acknowledges that in accordance with Chapter 2274 of the Texas Government Code, City is
prohibited from entering into a contract with a company for goods or services unless the contract contains
written verification from the company that it (1) does not have a practice, policy, guidance, or directive that
discriminates against a firearm entity or firearm trade association; and (2) will not discriminate during the
term of the contract against a firearm entity or firearm trade association. The terms “discriminate against a
firearm entity or firearm trade association,” “firearm entity” and “firearm trade association” shall have the
meanings ascribed to those terms in Chapter 2274 of the Texas Government Code. By signing this
Contract, Contractor certifies that Contractor’s signature provides written verification to the City that
Contractor: (1) does not have a practice, policy, guidance, or directive that discriminates against a
firearm entity or firearm trade association; and (2) will not discriminate during the term of this Contract
against a firearm entity or firearm trade association. Failure to meet or maintain the requirements under
this provision will be considered a material breach.
Prohibition On Contracts with Companies Doing Business with Iran, Sudan, or a Foreign Terrorist
Organization
Section 2252 of the Texas Government Code restricts City from contracting with companies that do
business with Iran, Sudan, or a foreign terrorist organization. By signing this Contract, Contractor certifies
that Contractor’s signature provides written verification to the City that Contractor, pursuant to Chapter
2252, is not ineligible to enter into this Contract and will not become ineligible to receive payments under
this Contract by doing business with Iran, Sudan, or a foreign terrorist organization. Failure to meet or
maintain the requirements under this provision will be considered a material breach.
Termination Right for Contracts with Companies Doing Business with Certain Foreign-Owned
Companies
The City of Denton may terminate this Contract immediately without any further liability if the City of
Denton determines, in its sole judgment, that this Contract meets the requirements under Chapter 2275, and
Contractor is, or will be in the future, (i) owned by or the majority of stock or other ownership interest of
the company is held or controlled by individuals who are citizens of China, Iran, North Korea, Russia, or
other designated country (ii) directly controlled by the Government of China, Iran, North Korea, Russia, or
other designated country, or (iii) is headquartered in China, Iran, North Korea, Russia, or other designated
country.
The parties agree to transact business electronically. Any statutory requirements that certain terms
be in writing will be satisfied using electronic documents and signing. Electronic signing of this
document will be deemed an original for all legal purposes.
IN WITNESS WHEREOF, the parties of these presents have executed this Contract in the year
and day first above written.
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Contract 8852
CONTRACTOR
BY: _____________________________
AUTHORIZED SIGNATURE
Printed Name: ______________________
Title: _____________________________
__________________________________
PHONE NUMBER
___________________________________
EMAIL ADDRESS
___________________________________
TEXAS ETHICS COMMISSION
CERTIFICATE NUMBER
ATTEST:
LAUREN THODEN, CITY SECRETARY
BY: _______________________________
APPROVED AS TO LEGAL FORM:
MACK REINWAND, CITY ATTORNEY
BY: _______________________________
CITY OF DENTON, TEXAS
BY: ____________________________
SARA HENSLEY
CITY MANAGER
THIS AGREEMENT HAS BEEN
BOTH REVIEWED AND APPROVED
as to financial and operational obligations
and business terms.
_______________ ________________
SIGNATURE PRINTED NAME
__________________________________
TITLE
__________________________________
DEPARTMENT
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CEO
eyal@zencity.io
3477469913
-
Eyal Feder
Marketing and Communications
Chief Communications Officer
Dustin Sternbeck
2025-1347970
Contract 8852
Exhibit A
Special Terms and Conditions
1. Total Contract Amount
The contract total for services shall not exceed $400,000. Pricing shall be per Exhibit F attached.
2. The Quantities
The quantities indicated on Exhibit F are estimates based upon the best available information. The
City reserves the right to increase or decrease the quantities to meet its actual needs without any
adjustments in the bid price. Individual purchase orders will be issued on an as needed basis.
3. Contract Terms
The contract term will be one (1) year, effective from October 1, 2025. The City and the Supplier
shall have the option to renew this contract for an additional four (4) one-year periods.
The Contract shall commence upon the issuance of a Notice of Award by the City of Denton and shall
automatically renew each year, from the date of award by City Council. The Supplier’s request to
not renew the contract must be submitted in writing to the Purchasing Manager at least 60 days prior
to the contract renewal date for each year. At the sole option of the City of Denton, the Contract may
be further extended as needed, not to exceed a total of six (6) months.
4. Price Escalation and De-escalation
On Supplier’s request in the form stated herein, the City will implement an escalation/de-
escalation price adjustment annually based on these special terms. Any request for price
adjustment must be based on the, U.S Department of Labor, Bureau of Labor Statistics, Producer
Price Index (PPI) or the manufacturer published pricing list. The maximum escalation will not
exceed +/- 8% for any individual year. The escalation will be determined annually at the
renewal date. The price will be increased or decreased based upon the annual percentage change
in the PPI or the percentage change in the manufacturer’s price list. Should the PPI or
manufacturer price list change exceed a minimum threshold value of +/-1%, then the stated
eligible bid prices shall be adjusted in accordance with the percent change not to exceed the 8%
limit per year. The supplier should provide documentation as percentage of each cost associated
with the unit prices quoted for consideration.
Request must be submitted in writing with supporting evidence for need of such increase to the
Purchasing Manager at least 60 days prior to contract expiration of each year. Respondent must
also provide supporting documentation as justification for the request. If no request is made, then
it will be assumed that the current contract price will be in effect.
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Upon receipt of such request, the City of Denton reserves the right to either: accept the escalation
as competitive with the general market price at the time, and become effective upon the renewal
date of the contract award or reject the increases within 30 calendar days after receipt of a
properly submitted request. If a properly submitted increase is rejected, the Contractor may
request cancellation of such items from the Contract by giving the City of Denton written notice.
Cancellation will not go into effect for 15 calendar days after a determination has been issued.
Pre-price increase prices must be honored on orders dated up to the official date of the City of
Denton approval and/or cancellation.
The request can be sent by e-mail to: purchasing@cityofdenton.com noting the solicitation
number.
The City of Denton reserves the right to accept, reject, or negotiate the proposed price changes.
5. Performance Liquidated Damages
The Contractor shall incur contractual payment losses, as initiated by the City for performance that
falls short of specified performance standards as outlined below:
• Delivery beyond contracted lead times
• Performance below contracted levels (services only)
The Contractor shall be assessed a one (1%) percent fee each month when any one of the
performance standards outlined above are not met in full. The Contractor shall be assessed a two
(2%) percent profit fee each month when any two (2) or more performance standards outlined
above are not met in full. At the end of each month, the City will review the monthly reports and
determine the percentage of penalty to be assessed to the Contractor’s monthly profit margin.
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Exhibit C
City of Denton
Standard Purchase Terms and Conditions
These standard Terms and Conditions and the Terms and Conditions, Specifications, Drawings
and other requirements included in the City of Denton’s contract are applicable to
contracts/purchase orders issued by the City of Denton hereinafter referred to as the City or Buyer
and the Seller or respondent herein after referred to as Contractor. Any deviations must be in
writing and signed by a representative of the City’s Procurement Department and the Contractor .
No Terms and Conditions contained in the seller’s proposal response, invoice, or statement shall
serve to modify the terms set forth herein. If there is a conflict between the provisions on the face
of the contract/purchase order these written provisions will take precedence.
The Contractor agrees that the Contract shall be governed by the following terms and conditions,
unless exceptions are duly noted and fully negotiated. Unless otherwise specified in the Contract,
Sections 3, 4, 5, 6, 7, 8, 20, and 21 shall apply only to a solicitation to purchase goods, and sections
9, 10, 11, and 22 shall apply only to a solicitation to purchase services to be performed principally
at the City’s premises or on public rights-of-way.
1. CONTRACTOR’S OBLIGATIONS. The Contractor shall fully and timely provide all
deliverables described in the Solicitation and in the Contractor’s Offer in strict accordance with
the terms, covenants, and conditions of the Contract and all applicable federal, State, and local
laws, rules, and regulations.
2. EFFECTIVE DATE/TERM. Unless otherwise specified in the Solicitation or Exhibit A, this
Contract shall be effective as of the date this Contract is signed by the City and shall continue in
effect until all obligations are performed in accordance with the Contract.
3. CONTRACTOR TO PACKAGE DELIVERABLES: The Contractor will package
deliverables in accordance with good commercial practice and shall include a packing list showing
the description of each item, the quantity and unit price unless otherwise provided in the
Solicitation or Contractor’s Offer, each shipping container shall be clearly and permanently
marked as follows: (a) The Contractor’s name and address, (b) the City’s name, address, purchase
order or purchase release number, and the price agreement number, if applicable, (c) container
number and total number of containers, e.g. box 1 of 4 boxes, and (d) the number of the container
bearing the packing list. The Contractor shall bear cost of packaging. Deliverables shall be suitably
packed to secure lowest transportation costs and to conform to all the requirements of common
carriers and any applicable specification. The City’s count or weight shall be final and conclusive
on shipments not accompanied by packing lists.
4. SHIPMENT UNDER RESERVATION PROHIBITED: The Contractor is not authorized to
ship the deliverables under reservation and no tender of a bill of lading will operate as a tender of
deliverables.
5. TITLE & RISK OF LOSS: Title to and risk of loss of the deliverables shall pass to the City
only when the City actually receives and accepts the deliverables.
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6. DELIVERY TERMS AND TRANSPORTATION CHARGES: Deliverables shall be
shipped F.O.B. point of delivery unless otherwise specified in the Solicitation or Contractor’s
Offer. Unless otherwise stated in the Contractor’s Offer, the Contractor’s price shall be deemed to
include all delivery and transportation charges. The City shall have the right to designate what
method of transportation shall be used to ship the deliverables. The place of delivery shall be that
set forth in the purchase order.
7. RIGHT OF INSPECTION AND REJECTION: The City expressly reserves all rights under
law, including, but not limited to the Uniform Commercial Code, to inspect the deliverables at
delivery before accepting them, and to reject defective or non-conforming deliverables. If the City
has the right to inspect the Contractor’s, or the Contractor’s Subcontractor’s, facilities, or the
deliverables at the Contractor’s, or the Contractor’s Subcontractor’s, premises, the Contractor shall
furnish, or cause to be furnished, without additional charge, all reasonable facilities and assistance
to the City to facilitate such inspection.
8. NO REPLACEMENT OF DEFECTIVE TENDER: Every tender or delivery of deliverables
must fully comply with all provisions of the Contract as to time of delivery, quality, and quantity.
Any non-complying tender shall constitute a breach and the Contractor shall not have the right to
substitute a conforming tender; provided, where the time for performance has not yet expired, the
Contractor may notify the City of the intention to cure and may then make a conforming tender
within the time allotted in the contract to perform but not afterward. If, instead of requiring
immediate correction or removal and replacement of defective or non-conforming deliverables,
the City prefers to accept it, the City may do so. The Contractor shall pay all claims, costs, losses
and damages attributable to the City’s evaluation of and determination to accept such defective or
non-conforming deliverables. If any such acceptance occurs prior to final payment, the City may
deduct such amounts as are necessary to compensate the City for the diminished value of the
defective or non-conforming deliverables. If the acceptance occurs after final payment, such
amount will be refunded to the City by the Contractor.
9. PLACE AND CONDITION OF WORK: This paragraph only applies to the purchase of
services to be primarily performed at the City’s premises or on City property/right-of-way. The
City shall provide the Contractor access to the sites where the Contractor is to perform the services
as required in order for the Contractor to perform the services in a timely and efficient manner, in
accordance with and subject to the applicable security laws, rules, and regulations. The Contractor
acknowledges that it has satisfied itself as to the nature of the City’s service requirements and
specifications, the location and essential characteristics of the work sites, the quality and quantity
of materials, equipment, labor and facilities necessary to perform the services, and any other
condition or state of fact which could in any way affect performance of the Contractor’s obligations
under the Contract. The Contractor hereby releases and holds the City harmless from and against
any liability or claim for damages of any kind or nature if the actual site or service conditions differ
from expected conditions.
The Contractor shall, at all times, exercise reasonable precautions for the safety of their employees,
City Staff, participants and others on or near the City’s facilities.
10. WORKFORCE This paragraph only applies to the purchase of services to be primarily
performed at the City’s premises or on City property/right-of-way.
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A. The Contractor shall employ only orderly and competent workers, skilled in the performance
of the services which they will perform under the Contract.
B. The Contractor, its employees, Subcontractors, and Subcontractor’s employees may not (1)
while engaged in, participating, or responding to a solicitation; or (2) while in the course and scope
of delivering goods or services under a City of Denton contract; or (3) on the City’s property.
i. use or possess a firearm, including a concealed handgun that is licensed under State law,
except as required by the terms of the contract; or
ii. use or possess alcoholic or other intoxicating beverages, illegal drugs, or controlled
substances, nor may such workers be intoxicated, or under the influence of alcohol or drugs.
C. If the City or the City’s representative notifies the Contractor that any worker is incompetent,
disorderly or disobedient, has knowingly or repeatedly violated safety regulations, has possessed
any firearms, or has possessed or was under the influence of alcohol or drugs, the Contractor shall
immediately remove such worker from Contract services, and may not employ such worker again
on Contract services without the City’s prior written consent.
IMMIGRATION: THE CONTRACTOR REPRESENTS AND WARRANTS THAT IT SHALL COMPLY WITH
THE REQUIREMENTS OF THE IMMIGRATION REFORM AND CONTROL ACT OF 1986 AND 1990
REGARDING EMPLOYMENT VERIFICATION AND RETENTION OF VERIFICATION FORMS FOR ANY
INDIVIDUALS HIRED ON OR AFTER NOVEMBER 6, 1986, WHO WILL PERFORM ANY LABOR OR
SERVICES UNDER THE CONTRACT AND THE ILLEGAL IMMIGRATION REFORM AND IMMIGRANT
RESPONSIBILITY ACT OF 1996 (“IIRIRA) ENACTED ON SEPTEMBER 30, 1996, AND SHALL
INDEMNIFY AND HOLD THE CITY HARMLESS FROM ANY ACTION ARISING RELATED THERETO.
11. COMPLIANCE WITH HEALTH, SAFETY, AND ENVIRONMENTAL
REGULATIONS: This paragraph only applies to the purchase of services to be primarily
performed at the City’s premises or on City property/right-of-way. The Contractor, its
Subcontractors, and their respective employees, shall comply fully with all applicable federal,
state, and local health, safety, and environmental laws, ordinances, rules, and regulations in the
performance of the services, including but not limited to those promulgated by the City and by the
Occupational Safety and Health Administration (OSHA). In case of conflict, the most stringent
safety requirement shall govern. THE CONTRACTOR SHALL INDEMNIFY AND HOLD THE CITY
HARMLESS FROM AND AGAINST ALL CLAIMS, DEMANDS, SUITS, ACTIONS, JUDGMENTS, FINES,
PENALTIES AND LIABILITY OF EVERY KIND ARISING FROM THE BREACH OF THE CONTRACTOR’S
OBLIGATIONS UNDER THIS PARAGRAPH.
Environmental Protection: The Contractor shall be in compliance with all applicable standards,
orders, or regulations issued pursuant to the mandates of the Clean Air Act (42 U.S.C. §7401 et
seq.) and the Federal Water Pollution Control Act, as amended, (33 U.S.C. §1251 et seq.).
12. INVOICES:
A. The Contractor shall submit separate invoices on each purchase order or purchase release after
each delivery. If partial shipments or deliveries are authorized by the City, a separate invoice must
be sent for each shipment or delivery made.
B. Proper Invoices must include a unique invoice number, invoice date, the purchase order
number, and the master agreement number if applicable, the Department’s Name, and the
name of the point of contact for the Department. Invoices shall be itemized and transportation
charges, if any, shall be listed separately. A copy of the bill of lading and the freight waybill, when
applicable, shall be attached to the invoice. The Contractor’s name, remittance address and, if
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applicable, the tax identification number on the invoice must exactly match the information in the
Vendor’s registration with the City. Unless otherwise instructed in writing, the City may rely on
the remittance address specified on the Contractor’s invoice.
C. Invoices for labor shall include a copy of all time-sheets with trade labor rate and deliverables
order number clearly identified. Invoices shall also include a tabulation of work-hours at the
appropriate rates and grouped by work order number. Time billed for labor shall be limited to
hours actually worked at the work site.
D. Unless otherwise expressly authorized in the Contract, the Contractor shall pass through all
Subcontract and other authorized expenses at actual cost without markup.
E. Federal excise taxes, State taxes, or City sales taxes must not be included in the invoiced
amount. The City will furnish a tax exemption certificate upon request.
13. PAYMENT:
A. All proper invoices need to be sent to Accounts Payable – accountspayable@cityofdenton.com.
Approved invoices will be paid within thirty (30) calendar days of the invoice being received in
Accounts Payable.
B. If payment is not timely made, (per paragraph A); interest shall accrue on the unpaid
balance at the lesser of the rate specified in Texas Government Code Section 2251.025 or the
maximum lawful rate; except, if payment is not timely made for a reason for which the City
may withhold payment hereunder, including, but not limited to, those in Paragraph D ,
below, interest shall not accrue until ten (10) calendar days after the grounds for withholding
payment have been resolved.
C. If partial shipments or deliveries are authorized by the City, the Contractor will be paid for the
partial shipment or delivery, as stated above, provided that the invoice matches such shipment or
delivery.
D. The City may withhold or set off the entire payment or part of any payment otherwise due to
the Contractor to such extent as may be necessary on account of:
i. delivery of defective or non-conforming deliverables by the Contractor;
ii. third party claims, which are not covered by the insurance which the Contractor is
required to provide, are filed or reasonable evidence indicating probable filing of such
claims;
iii. failure of the Contractor to pay Subcontractors, or for labor, materials, or equipment;
iv. damage to the property of the City or the City’s agents, employees, or contractors, which
is not covered by insurance required to be provided by the Contractor;
v. reasonable evidence that the Contractor’s obligations will not be completed within the
time specified in the Contract, and that the unpaid balance would not be adequate to cover
actual or liquidated damages for the anticipated delay;
vi. failure of the Contractor to submit proper invoices with purchase order number, all
required attachments, and supporting documentation; or
vii. failure of the Contractor to comply with any material provision of the Contract
Documents.
E. Notice is hereby given to any awarded firm who is in arrears to the City for delinquent taxes of
any kind or otherwise indebted to the City that the City shall be entitled to counterclaim and/or
offset against any such debt, claim, demand, or account owed to the City through payment
withholding until the debt is paid in full, and no assignment of such debt, claim, demand, or
account after the said taxes or debt are due shall affect the right of the City to offset the said taxes
or debt against same.
F. Payment will be made by check unless the parties mutually agree to payment by credit card or
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electronic transfer of funds. The Contractor agrees that there shall be no additional charges,
surcharges, or penalties to the City for payments made by credit card or electronic funds transfer.
G. The Contractor acknowledges and agrees that the awarding or continuation of this Contract is
dependent upon the availability of funding. The City’s payment obligations are payable only and
solely from funds appropriated and available for this Contract. The absence of appropriated or
other lawfully available funds shall render the Contract null and void to the extent funds are not
appropriated or available and any deliverables delivered but unpaid shall be returned to the
Contractor. The City will not incur a debt or obligation to pay Contractor any amounts the City
does not have the current funds available to pay. The City shall provide the Contractor written
notice of the failure of the City to make an adequate appropriation for any fiscal year to pay the
amounts due under the Contract, or the reduction of any appropriation to an amount insufficient to
permit the City to pay its obligations under the Contract. In the event of none or inadequate
appropriation of funds, there will be no penalty or liability to the City, nor removal fees,
cancellation fees, or the like charged to the City.
14. TRAVEL EXPENSES: All travel, lodging, and per diem expenses in connection with the
Contract shall be paid by the Contractor, unless otherwise stated in the Contract Documents.
During the term of this Contract, the Contractor shall bill and the City shall reimburse Contractor
for all reasonable and approved out of pocket expenses which are incurred in the connection with
the performance of duties hereunder. Notwithstanding the foregoing, expenses for the time spent
by the Contractor in traveling to and from City facilities shall not be reimbursed, unless otherwise
negotiated.
15. FINAL PAYMENT AND CLOSE-OUT:
A. If a DBE/MBE/WBE Program Plan is agreed to and the Contractor has identified
Subcontractors, the Contractor is required to submit a Contract Close-Out MBE/WBE Compliance
Report to the Purchasing Manager no later than the fifteenth (15th) calendar day after completion
of all work under the contract. Final payment, retainage, or both may be withheld if the Contractor
is not in compliance with the requirements as accepted by the City.
B. The making and acceptance of final payment will constitute:
i. a waiver of all claims by the City against the Contractor, except claims (1) which have
been previously asserted in writing and not yet settled, (2) arising from defective work appearing
after final inspection, (3) arising from failure of the Contractor to comply with the Contract or the
terms of any warranty specified herein, (4) arising from the Contractor’s continuing obligations
under the Contract, including but not limited to indemnity and warranty obligations, or (5) arising
under the City’s right to audit; and
ii. a waiver of all claims by the Contractor against the City other than those previously
asserted in writing and not yet settled.
16. SPECIAL TOOLS & TEST EQUIPMENT: If the price stated on the Contractor’s Offer
includes the cost of any special tooling or special test equipment fabricated or required by the
Contractor for the purpose of filling this order, such special tooling equipment and any process
sheets related thereto shall become the property of the City and shall be identified by the Contractor
as such.
17. RIGHT TO AUDIT:
A. The Contractor agrees that the City shall, until the expiration of five (5) years after final
payment under this Contract unless required to be retained for longer under applicable law, have
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electronic access to and the right to examine all books, records, and computations pertaining to
this Contract. If necessary, the City shall have the right to audit and make copies of the books,
records, and computations pertaining to the Contract. The Contractor shall retain such books,
records, documents, and other evidence pertaining to the Contract period and five (5) years
thereafter, except if an audit is in progress or audit findings are yet unresolved, in which case
records shall be kept until all audit tasks are completed and resolved. These books, records,
documents, and other evidence shall be available, within ten (10) business days of written request.
All books and records will be made available within a fifty (50) mile radius of the City of Denton
if the vendor is not able to provide electronic access. The cost of the audit will be borne by the
City unless the audit reveals an overpayment of 1% or greater. If an overpayment of 1% or greater
occurs, the reasonable cost of the audit, including any travel costs, must be borne by the Contractor
which must be payable within five (5) business days of receipt of an invoice.
B. The Contractor further agrees to include in all its subcontracts hereunder a provision to the effect
that the Subcontractor, material supplier, or other payee agrees that the City shall, until the expiration
of five (5) years after final payment under the subcontract unless required to be retained for longer
under applicable law, have electronic access to and the right to examine all books, records, documents,
and other evidence of the Subcontractor, material supplier, or other payee involving transactions
relating to the subcontract. If necessary, the City maintains the right to photocopy any physical books,
documents, papers, and records of the subconsultant involving transactions relating to the subcontract.
All books and records will be made available within a fifty (50) mile radius of the City of Denton.
The cost of the audit will be borne by the City unless the audit reveals an overpayment of 1% or
greater. If an overpayment of 1% or greater occurs, the reasonable cost of the audit, including any
travel costs, must be borne by the Contractor which must be payable within five (5) business days
of receipt of an invoice.
C. Failure to comply with the provisions of this section shall be a material breach of the Contract
and shall constitute, in the City’s sole discretion, grounds for termination thereof. Each of the
terms “books”, “records”, “documents”, and “other evidence”, as used above, shall be construed
to include drafts and electronic files, even if such drafts or electronic files are subsequently used
to generate or prepare a final printed document.
18. SUBCONTRACTORS:
A. If the Contractor-identified subcontractors (“Subcontractor”) in a DBE/MBE/WBE agreed-to
plan (the “Plan”), the Contractor shall comply with all requirements approved by the City. The
Contractor shall not initially employ any subcontractor except as provided in the Contractor’s Plan.
The Contractor shall not substitute any Subcontractor identified in the Plan, unless the substitute
has been accepted by the City in writing. No acceptance by the City of any subcontractor shall
constitute a waiver of any rights or remedies of the City with respect to defective deliverables
provided by a Subcontractor. If a Plan has been approved, the Contractor is additionally required
to submit a monthly Subcontract Awards and Expenditures Report to the Procurement Manager,
no later than the tenth calendar day of each month.
B. Work performed for the Contractor by a Subcontractor shall be pursuant to a written contract
between the Contractor and Subcontractor. The terms of the subcontract may not conflict with the
terms of the Contract Documents, and shall contain provisions that:
i. require that all deliverables to be provided by the Subcontractor be provided in strict
accordance with the provisions, specifications and terms of the Contract;
ii. prohibit the Subcontractor from further subcontracting any portion of the Contract
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without the prior written consent of the City and the Contractor. The City may require, as
a condition to such further subcontracting, that the Subcontractor post a payment bond in
form, substance and amount acceptable to the City;
iii. require Subcontractors to submit all invoices and applications for payments, including
any claims for additional payments, damages or otherwise, to the Contractor in sufficient
time to enable the Contractor to include same with its invoice or application for payment
to the City in accordance with the terms of the Contract;
iv. require that all Subcontractors obtain and maintain, throughout the term of their
contract, insurance in the type and amounts specified for the Contractor, with the City being
a named insured as its interest shall appear; and
V. REQUIRE THAT THE SUBCONTRACTOR INDEMNIFY AND HOLD THE CITY HARMLESS TO
THE SAME EXTENT AS THE CONTRACTOR IS REQUIRED TO INDEMNIFY THE CITY.
C. The Contractor shall be fully responsible to the City for all acts and omissions of the
Subcontractors just as the Contractor is responsible for the Contractor’s own acts and omissions.
Nothing in the Contract shall create for the benefit of any such Subcontractor any contractual
relationship between the City and any such Subcontractor, nor shall it create any obligation on the
part of the City to pay or to see to the payment of any moneys due any such Subcontractor except
as may otherwise be required by law.
D. The Contractor shall pay each Subcontractor its appropriate share of payments made to the
Contractor not later than ten (10) calendar days after receipt of payment from the City.
19. WARRANTY-PRICE:
A. The Contractor warrants the prices quoted in the Contractor’s Offer are no higher than the
Contractor’s current prices on orders by others for like deliverables under similar terms of
purchase.
B. The Contractor certifies that the prices in the Contractor’s Offer have been arrived at
independently without consultation, communication, or agreement for the purpose of restricting
competition, as to any matter relating to such fees with any other firm or with any competitor.
C. In the event Contractor breaches this warranty, in addition to any other remedy available, the
City may deduct from any amounts owed to the Contractor, or otherwise recover, any amounts
paid for items in excess of the Contractor’s current prices on orders by others for like deliverables
under similar terms of purchase, or in the alternative, the City may cancel this Contract without
liability to Contractor for breach.
20. WARRANTY – TITLE: THE CONTRACTOR WARRANTS THAT IT HAS GOOD AND
INDEFEASIBLE TITLE TO ALL DELIVERABLES FURNISHED UNDER THE CONTRACT, AND THAT THE
DELIVERABLES ARE FREE AND CLEAR OF ALL LIENS, CLAIMS, SECURITY INTERESTS, AND
ENCUMBRANCES. THE CONTRACTOR SHALL INDEMNIFY AND HOLD THE CITY HARMLESS FROM
AND AGAINST ALL ADVERSE TITLE CLAIMS TO THE DELIVERABLES.
21. WARRANTY – DELIVERABLES: The Contractor warrants and represents that all
deliverables sold the City under the Contract shall be free from defects in design, workmanship,
or manufacture, and conform in all material respects to the specifications, drawings, and
descriptions in the Contract Documents, to any samples furnished by the Contractor, to the terms,
covenants, and conditions of the Contract, and to all applicable State, federal, or local laws, rules,
and regulations, and industry codes and standards. Unless otherwise stated in the Solicitation, the
deliverables shall be new or recycled merchandise, and not used or reconditioned. In addition,
Contractor warrants that the goods sold to City shall conform to the standards promulgated by the
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U.S. Department of Labor under the Occupational Safety and Health Act (OSHA). In the event
the product does not conform to OSHA standards, City may return the product for correction or
replacement at the Contractor’s expense. In the event Contractor fails to make the appropriate
correction within a reasonable time, correction made by City will be at Contractor’s expense.
A. Recycled deliverables shall be clearly identified as such.
B. The Contractor may not limit, exclude, or disclaim the foregoing warranty or any warranty
implied by law; and any attempt to do so shall be without force or effect.
C. Unless otherwise specified in the Contract or required by the Solicitation, the warranty period
shall be at least one (1) year from the date of acceptance of the deliverables or from the date of
acceptance of any replacement deliverables. If during the warranty period, one or more of the
above warranties are breached, the Contractor shall promptly upon receipt of demand either repair
the non-conforming deliverables, or replace the non-conforming deliverables with fully
conforming deliverables, at the City’s option and at no additional cost to the City. All costs
incidental to such repair or replacement, including but not limited to, any packaging and shipping
costs shall be borne exclusively by the Contractor. The City shall endeavor to give the Contractor
written notice of the breach of warranty within thirty (30) calendar days of discovery of the breach
of warranty, but failure to give timely notice shall not impair the City’s rights under this section.
D. If the Contractor is unable or unwilling to repair or replace defective or non-conforming
deliverables as required by the City, then in addition to any other available remedy, the City may
reduce the quantity of deliverables it may be required to purchase under the Contract from the
Contractor, and purchase conforming deliverables from other sources. In such event, the
Contractor shall pay to the City upon demand the increased cost, if any, incurred by the City to
procure such deliverables from another source.
E. If the Contractor is not the manufacturer, and the deliverables are covered by a separate
manufacturer’s warranty, the Contractor shall transfer and assign such manufacturer’s warranty to
the City. If for any reason the manufacturer’s warranty cannot be fully transferred to the City, the
Contractor shall assist and cooperate with the City to the fullest extent to enforce such
manufacturer’s warranty for the benefit of the City.
F. Contractor shall not limit, exclude, or disclaim any implied warranties, and any attempt to do
so shall be without force or effect, or alternatively, at the City’s option, render this Contract
voidable.
22. WARRANTY – SERVICES: The Contractor warrants and represents that all services to be
provided to the City under the Contract will be fully and timely performed in a good and
workmanlike manner in accordance with generally accepted industry standards and practices, the
terms, conditions, and covenants of the Contract, and all applicable federal, State, and local laws,
rules or regulations.
A. The Contractor may not limit, exclude, or disclaim the foregoing warranty or any warranty
implied by law, and any attempt to do so shall be without force or effect, or alternatively, at the
City’s option, render this Contract voidable.
B. Unless otherwise specified in the Contract, the warranty period shall be at least one (1) year
from the date of acceptance of the work. If during the warranty period, one or more of the above
warranties are breached, the Contractor shall promptly upon receipt of demand perform the
services again in accordance with above standard at no additional cost to the City. All costs
incidental to such additional performance shall be borne by the Contractor. The City shall endeavor
to give the Contractor written notice of the breach of warranty within thirty (30) calendar days of
discovery of the breach warranty, but failure to give timely notice shall not impair the City’s rights
under this section.
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C. If the Contractor is unable or unwilling to perform its services in accordance with the above
standard as required by the City, then in addition to any other available remedy, the City may
reduce the amount of services it may be required to purchase under the Contract from the
Contractor, and purchase conforming services from other sources. In such event, the Contractor
shall pay to the City upon demand the increased cost, if any, incurred by the City to procure such
services from another source.
23. ACCEPTANCE OF INCOMPLETE OR NON-CONFORMING DELIVERABLES: If,
instead of requiring immediate correction or removal and replacement of defective or non-
conforming deliverables, the City prefers to accept it, the City may do so. The Contractor shall pay
all claims, costs, losses, and damages attributable to the City’s evaluation of and determination to
accept such defective or non-conforming deliverables. If any such acceptance occurs prior to final
payment, the City may deduct such amounts as are necessary to compensate the City for the
diminished value of the defective or non-conforming deliverables. If the acceptance occurs after
final payment, such amount will be refunded to the City by the Contractor.
24. RIGHT TO ASSURANCE: Whenever one party to the Contract in good faith has reason to
question the other party’s intent to perform, demand may be made to the other party for written
assurance of the intent to perform. In the event that no assurance is given within the time specified
(being a minimum of 5 days) after demand is made, the demanding party may treat this failure as
an anticipatory repudiation of the Contract.
25. STOP WORK NOTICE: The City may issue an immediate Stop Work Notice in the event
the Contractor is observed performing in a manner that is in violation of federal, State, or local
guidelines, or in a manner that is determined by the City to be unsafe to either life or property.
Upon notification, the Contractor will cease all work until notified by the City that the violation or
unsafe condition has been corrected. The Contractor shall be liable for all costs incurred by the
City as a result of the issuance of such Stop Work Notice.
26. DEFAULT:
A. The Contractor shall be in default under the Contract if the Contractor (a) fails to fully, timely,
and faithfully perform any of its material obligations under the Contract, (b) fails to provide
adequate assurance of performance under Paragraph 25, (c) becomes insolvent or seeks relief
under the bankruptcy laws of the United States or (d) makes a material misrepresentation in
Contractor’s Offer, or in any report or deliverable required to be submitted by the Contractor to
the City.
B. In the event the City terminates the awarded contract for default or any other reason, the
Contractor shall not be relieved of liability to the City for damages sustained by the City by reason
of any default of the contract by the Contractor or otherwise, and the City may withhold any
payments to the Contractor for the purpose of an offset until such time as the amount of damages
due the City from the Contractor can be determined.
27. TERMINATION FOR CAUSE: In the event of a default by the Contractor, the City shall
have the right to terminate the Contract for cause, by written notice effective ten (10) calendar
days, unless otherwise specified, after the date of such notice, unless the Contractor, within such
ten (10) day period, cures such default, or provides evidence sufficient to prove to the City’s
reasonable satisfaction that such default does not, in fact, exist. In addition to any other remedy
available under law or in equity, the City shall be entitled to recover all actual damages, costs,
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losses and expenses, incurred by the City as a result of the Contractor’s default, including, without
limitation, cost of cover, reasonable attorneys’ fees, court costs, and prejudgment and post-
judgment interest at the maximum lawful rate. Additionally, in the event of a default by the
Contractor, the City may remove the Contractor from the City’s vendor list for three (3) years
and/or any offer submitted by the Contractor may be disqualified for up to three (3) years. All
rights and remedies under the Contract are cumulative and are not exclusive of any other right or
remedy provided by law. The requirements of Subchapter J, Chapter 552 of the Texas Government
Code, may apply to this Contract and the Contractor agrees that the Contract can be terminated if
the Contractor knowingly or intentionally fails to comply with a requirement of that subchapter.
28. TERMINATION WITHOUT CAUSE: The City shall have the right to terminate the
Contract, in whole or in part, without cause and/or for convenience any time upon thirty (30)
calendar days’ prior written notice. Upon receipt of a notice of termination, the Contractor shall
promptly cease all further work pursuant to the Contract, with such exceptions, if any, specified in
the notice of termination. The City shall pay the Contractor, to the extent of funds appropriated or
otherwise legally available for such purposes, for all goods delivered and services performed and
obligations incurred prior to the date of termination in accordance with the terms hereof, provided
such payment amount is not disputed by City. The City reserves all rights, causes of action, and
remedies available under law or in equity with respect to any dispute under this Contract and a
termination under this provision does not waive such rights, causes of action, and remedies.
29. FRAUD: Fraudulent statements by the Contractor in any offer, Contract Document, or in any
report or deliverable required to be submitted by the Contractor to the City shall be grounds for
the termination of the Contract for cause by the City and may result in legal action.
30. DELAYS:
A. The City may delay scheduled delivery or other due dates by written notice to the Contractor if
the City deems it is in its best interest. If such delay causes an increase in the cost of the work
under the Contract, the City and the Contractor shall negotiate an equitable adjustment for costs
incurred by the Contractor in the Contract price and execute an amendment to the Contract. The
Contractor must assert its right to an adjustment within thirty (30) calendar days from the date of
receipt of the notice of delay. Failure to agree on any adjusted price shall be handled under the
Dispute Resolution process specified in Paragraph 53. However, nothing in this provision shall
excuse the Contractor from delaying the delivery as notified.
B. Neither party shall be liable for any default or delay in the performance of its obligations under
this Contract if, while and to the extent such default or delay is caused by acts of God, fire, riots,
civil commotion, labor disruptions, sabotage, sovereign conduct, or any other cause beyond the
reasonable control of such party. In the event of default or delay in Contract performance due to
any of the foregoing causes, then the time for completion of the services will be extended;
provided, however, in such an event, a conference will be held within three (3) business days to
establish a mutually agreeable period of time reasonably necessary to overcome the effect of such
failure to perform.
31. TIME OF COMPLETION AND LIQUIDATED DAMAGES: Contractor agrees and
acknowledges that completing the services and/or delivering the goods described in this Contract
in a timely manner is very important to the City. Contractor agrees to perform all obligations
within the timeframes required. As it is impracticable and extremely difficult to fix the actual
damages, if any, that may proximately result from a failure by Contractor to provide the goods or
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perform the service, should Contractor fail to timely perform its obligations, Contractor agrees to
pay to City, or have withheld and offset from monies due it, the amount stated in the Contract
Documents as liquidated damages for each calendar day of delay or nonperformance. Any sums
due and payable hereunder by the Contractor shall be payable, not as a penalty, but as liquidated
damages representing an estimate of delay damages likely to be sustained by the City, estimated
at the time of executing this Contract. Execution of the Contract shall constitute agreement by the
City and Contractor that said amount is the minimum value of the costs and actual damage caused
by the Contractor’s failure to timely perform. Adjustments to the contract times can only be made
as provided in the Contract Documents and any conditions or specifications referenced therein.
32. INDEMNITY:
A. Definitions:
i. “Indemnified Claims” shall include any and all claims, demands, suits, causes of action,
judgments, and liability of every character, type, or description, including all reasonable
costs and expenses of litigation, mediation, or other alternate dispute resolution
mechanism, including attorney and other professional fees for: (1) damage to or loss of the
property of any person (including, but not limited to the City, the Contractor, their
respective agents, officers, employees and Subcontractors; the officers, agents, and
employees of such Subcontractors; and third parties); and/or (2) death, bodily injury,
illness, disease, worker’s compensation, loss of services, or loss of income or wages to any
person (including but not limited to the agents, officers and employees of the City, the
Contractor, the Contractor’s Subcontractors, and third parties), ii. “Fault” shall include the
sale of defective or non-conforming deliverables, negligence, willful misconduct or a
breach of any legally imposed strict liability standard.
B. THE CONTRACTOR SHALL DEFEND (AT THE OPTION OF THE CITY),
INDEMNIFY, AND HOLD THE CITY, ITS SUCCESSORS, ASSIGNS, OFFICERS,
EMPLOYEES AND ELECTED OFFICIALS HARMLESS FROM AND AGAINST ALL
INDEMNIFIED CLAIMS DIRECTLY ARISING OUT OF, INCIDENT TO,
CONCERNING OR RESULTING FROM THE FAULT OF THE CONTRACTOR, OR
THE CONTRACTOR’S AGENTS, EMPLOYEES OR SUBCONTRACTORS, IN THE
PERFORMANCE OF THE CONTRACTOR’S OBLIGATIONS UNDER THE
CONTRACT. NOTHING HEREIN SHALL BE DEEMED TO LIMIT THE RIGHTS OF
THE CITY OR THE CONTRACTOR (INCLUDING, BUT NOT LIMITED TO, THE
RIGHT TO SEEK CONTRIBUTION) AGAINST ANY THIRD PARTY WHO MAY BE
LIABLE FOR AN INDEMNIFIED CLAIM.
33. LIMITATION OF LIABILITY: This Contract does not, and shall not be interpreted to,
contain an artificial limitation of liability (e.g. liability limited to contract price or liability capped
at an amount actually paid in previous 3 months, etc.) or an artificial statute of limitations (e.g. any
lawsuit must be commenced within one year of the event).
34. INSURANCE: The Contractor shall procure and maintain insurance of the types and in the
minimum amounts acceptable to the City of Denton outlined in the Insurance Exhibit attached hereto,
if applicable. The insurance shall be written by a company licensed to do business in the State of
Texas and satisfactory to the City of Denton. The City of Denton reserves the right to add insurance
during the contract term.
B. Specific Coverage Requirements: Specific insurance requirements are contained in the
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Solicitation and the Insurance Exhibit.
35. CLAIMS: If any claim, demand, suit, or other action is asserted against the Contractor which
arises under or concerns the Contract, or which could have a material adverse effect on the
Contractor’s ability to perform thereunder, the Contractor shall give written notice thereof to the
City within ten (10) calendar days after receipt of notice by the Contractor. Such notice to the City
shall state the date of notification of any such claim, demand, suit, or other action; the names and
addresses of the claimant(s); the basis thereof; and the name of each person against whom such
claim is being asserted. Such notice shall be delivered personally or by mail and shall be sent to
the City and to the Denton City Attorney. Personal delivery to the City Attorney shall be to City
Hall, 215 East McKinney Street, Denton, Texas 76201.
36. NOTICES: Unless otherwise specified, all notices, requests, or other communications required
or appropriate to be given under the Contract shall be in writing and shall be deemed delivered
three (3) business days after postmarked if sent by U.S. Postal Service Certified or Registered
Mail, Return Receipt Requested. Notices delivered by other means shall be deemed delivered upon
receipt by the addressee. Routine communications may be made by first class mail, telefax, or
other commercially accepted means. Notices to the Contractor shall be sent to the address specified
in the Contractor’s Offer, or at such other address as a party may notify the other in writing. Notices
to the City shall be addressed to the City at 901B Texas Street, Denton, Texas 76209 and marked
to the attention of the Purchasing Manager.
37. RIGHTS TO BID, PROPOSAL AND CONTRACTUAL MATERIAL: All material
submitted by the Contractor to the City shall become property of the City upon receipt. Any
portions of such material claimed by the Contractor to be proprietary must be clearly marked as
such. Determination of the public nature of the material is subject to the Texas Public Information
Act, Chapter 552, and Texas Government Code. The requirements of Subchapter J, Chapter 552
of the Texas Government Code, may apply to this Contract and the Contractor agrees that the
Contract can be terminated if the Contractor knowingly or intentionally fails to comply with a
requirement of that subchapter.
38. INDEMNIFICATION AGAINST INFRINGEMENTS: The Contractor represents and
warrants to the City that: (i) the Contractor shall provide the City good and indefeasible title to the
deliverables and (ii) the deliverables supplied by the Contractor in accordance with the
specifications in the Contract will not infringe, directly or contributorily, any patent, trademark,
copyright, trade secret, or any other intellectual property right of any kind of any third party; that
no claims have been made by any person or entity with respect to the ownership or operation of
the deliverables and the Contractor does not know of any valid basis for any such claims.
Moreover, Contractor does not know of any valid basis for any such claims. THE CONTRACTOR
SHALL, AT ITS SOLE EXPENSE, DEFEND, INDEMNIFY, AND HOLD THE CITY HARMLESS FROM AND
AGAINST ALL LIABILITY, DAMAGES, AND COSTS (INCLUDING COURT COSTS AND REASONABLE
FEES OF ATTORNEYS AND OTHER PROFESSIONALS) ARISING OUT OF OR RESULTING FROM: (I) ANY
CLAIM THAT THE CITY’S EXERCISE ANYWHERE IN THE WORLD OF THE RIGHTS ASSOCIATED
WITH THE CITY’S’ OWNERSHIP, AND IF APPLICABLE, LICENSE RIGHTS, AND ITS USE OF THE
DELIVERABLES INFRINGES THE INTELLECTUAL PROPERTY RIGHTS OF ANY THIRD PARTY; OR (II)
THE CONTRACTOR’S BREACH OF ANY OF CONTRACTOR’S REPRESENTATIONS OR WARRANTIES
STATED IN THIS CONTRACT. IN THE EVENT OF ANY SUCH CLAIM, THE CITY SHALL HAVE THE
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RIGHT TO MONITOR SUCH CLAIM OR AT ITS OPTION ENGAGE ITS OWN SEPARATE COUNSEL TO
ACT AS CO-COUNSEL ON THE CITY’S BEHALF. FURTHER, CONTRACTOR AGREES THAT THE
CITY’S SPECIFICATIONS REGARDING THE DELIVERABLES SHALL IN NO WAY DIMINISH
CONTRACTOR’S WARRANTIES OR OBLIGATIONS UNDER THIS PARAGRAPH AND THE CITY MAKES
NO WARRANTY THAT THE PRODUCTION, DEVELOPMENT, OR DELIVERY OF SUCH DELIVERABLES
WILL NOT IMPACT SUCH WARRANTIES OF CONTRACTOR. THIS PARAGRAPH SHALL SURVIVE THE
TERMINATION OF THIS CONTRACT.
39. CONFIDENTIALITY: In order to provide the deliverables to the City, Contractor may
require access to certain of the City’s and/or its licensors’ confidential information (including
inventions, employee information, trade secrets, confidential know-how, confidential business
information, and other information which the City or its licensors consider confidential)
(collectively, “Confidential Information”). Contractor acknowledges and agrees that the
Confidential Information is the valuable property of the City and/or its licensors and any
unauthorized use, disclosure, dissemination, or other release of the Confidential Information will
substantially injure the City and/or its licensors. The Contractor (including its employees,
subcontractors, agents, or representatives) agrees that it will maintain the Confidential Information
in strict confidence and shall not disclose, disseminate, copy, divulge, recreate, or otherwise use
the Confidential Information without the prior written consent of the City or in a manner not
expressly permitted under this Contract, unless the Confidential Information is required to be
disclosed by law or an order of any court or other governmental authority with proper jurisdiction,
provided the Contractor promptly notifies the City before disclosing such information so as to
permit the City reasonable time to seek an appropriate protective order. The Contractor agrees to
use protective measures no less stringent than the Contractor uses within its own business to protect
its own most valuable information, which protective measures shall under all circumstances be at
least reasonable measures to ensure the continued confidentiality of the Confidential Information.
40. OWNERSHIP AND USE OF DELIVERABLES: The City shall own all rights, titles, and
interests throughout the world in and to the deliverables.
A. Patents. As to any patentable subject matter contained in the deliverables, the Contractor agrees
to disclose such patentable subject matter to the City. Further, if requested by the City, the
Contractor agrees to assign and, if necessary, cause each of its employees to assign the entire right,
title, and interest to specific inventions under such patentable subject matter to the City and to
execute, acknowledge, and deliver and, if necessary, cause each of its employees to execute,
acknowledge, and deliver an assignment of letters patent, in a form to be reasonably approved by
the City, to the City upon request by the City.
B. Copyrights. As to any deliverables containing copyrightable subject matter, the Contractor
agrees that upon their creation, such deliverables shall be considered as work made-for-hire by the
Contractor for the City and the City shall own all copyrights in and to such deliverables, provided
however, that nothing in this Paragraph 41 shall negate the City’s sole or joint ownership of any
such deliverables arising by virtue of the City’s sole or joint authorship of such deliverables.
Should by operation of law, such deliverables not be considered works made-for-hire, the
Contractor hereby assigns to the City (and agrees to cause each of its employees providing services
to the City hereunder to execute, acknowledge, and deliver an assignment to the City of) all
worldwide right, title, and interest in and to such deliverables. With respect to such work made-
for-hire, the Contractor agrees to execute, acknowledge, and deliver and cause each of its
employees providing services to the City hereunder to execute, acknowledge, and deliver a work-
made-for-hire agreement, in a form to be reasonably approved by the City, to the City upon
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delivery of such deliverables to the City or at such other time as the City may request.
C. Additional Assignments. The Contractor further agrees to, and if applicable, cause each of its
employees to, execute, acknowledge, and deliver all applications, specifications, oaths,
assignments, and all other instruments which the City might reasonably deem necessary in order
to apply for and obtain copyright protection, mask work registration, trademark registration and/or
protection, letters patent, or any similar rights in any and all countries and in order to assign and
convey to the City, its successors, assigns and nominees, the sole and exclusive right, title, and
interest in and to the deliverables. The Contractor’s obligations to execute, acknowledge, and
deliver (or cause to be executed, acknowledged, and delivered) instruments or papers such as those
described in this Paragraph 41 A., B., and C. shall continue after the termination of this Contract
with respect to such deliverables. In the event the City should not seek to obtain copyright
protection, mask work registration or patent protection for any of the deliverables, but should
desire to keep the same secret, the Contractor agrees to treat the same as Confidential Information
under the terms of Paragraph 40 above.
41. PUBLICATIONS: All published material and written reports submitted under the Contract
must be originally developed material unless otherwise specifically provided in the Contract.
When material not originally developed is included in a report in any form, the source shall be
identified.
42. ADVERTISING: The Contractor shall not advertise or publish, without the City’s prior
consent, the fact that the City has entered into the Contract, except to the extent necessary to
comply with proper requests for information from an authorized representative of the federal,
State, or local government.
43. NO CONTINGENT FEES: The Contractor warrants that no person or selling agency has
been employed or retained to solicit or secure the Contract upon any agreement or understanding
for commission, percentage, brokerage, or contingent fee, excepting bona fide employees of bona
fide established commercial or selling agencies maintained by the Contractor for the purpose of
securing business. For breach or violation of this warranty, the City shall have the right, in addition
to any other remedy available, to cancel the Contract without liability and to deduct from any
amounts owed to the Contractor, or otherwise recover, the full amount of such commission,
percentage, brokerage or contingent fee.
44. GRATUITIES: The City may, by written notice to the Contractor, cancel the Contract without
liability if it is determined by the City that gratuities were offered or given by the Contractor or
any agent or representative of the Contractor to any officer or employee of the City of Denton with
a view toward securing the Contract or securing favorable treatment with respect to the awarding
or amending or the making of any determinations with respect to the performing of such contract.
In the event the Contract is canceled by the City pursuant to this provision, the City shall be
entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost
incurred by the Contractor in providing such gratuities.
45. PROHIBITION AGAINST PERSONAL INTEREST IN CONTRACTS: The Contractor
agrees to comply with the conflict of interest provisions of the City of Denton Code of Ordinances
and/or State law. No officer, employee, independent consultant, or elected official of the City who
is involved in the development, evaluation, or decision-making process of the performance of any
solicitation shall have a financial interest, direct or indirect, in the Contract resulting from that
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solicitation as defined in the City’s Ethic Ordinance codified at Chapter 2, Article XI and in the
City Charter Section 14.04, as amended. Any willful violation of this section shall constitute
impropriety in office, and any officer or employee guilty thereof shall be subject to disciplinary
action up to and including dismissal. Any violation of this provision, with the knowledge,
expressed or implied, of the Contractor shall render the Contract voidable by the City. The
Contractor shall complete and submit the City’s Conflict of Interest Questionnaire. The Contractor
agrees to maintain current, updated disclosure of information on file with the Procurement
Department throughout the term of this Contract.
46. NO SUBCONTRACTING BID AFTER AWARD: Following the award of the Contract, no
subcontracting except that specifically identified in the response to the Solicitation will be
permitted without the express prior written consent of the City.
47. NO GIFT OF PUBLIC PROPERTY: The City will not agree to any terms or conditions that
cause the City to lend its credit or grant public money or anything of value to the selected
Contractor.
48. INDEPENDENT CONTRACTOR: The Contract shall not be construed as creating an
employer/employee relationship, a partnership, or a joint venture. The Contractor’s services shall
be those of an independent contractor. The Contractor agrees and understands that the Contract
does not grant any rights or privileges established for employees of the City of Denton, Texas for
the purposes of income tax, withholding, social security taxes, vacation or sick leave benefits,
worker’s compensation, or any other City employee benefit. The City shall not have supervision and
control of the Contractor or any employee of the Contractor, and it is expressly understood that
Contractor shall perform the services hereunder according to the attached specifications at the general
direction of the City Manager of the City of Denton, Texas, or their designee under this Contract. The
Contractor is expressly free to advertise and perform services for other parties while performing
services for the City.
49. ASSIGNMENT-DELEGATION: The Contract shall be binding upon and enure to the benefit
of the City and the Contractor and their respective successors and assigns, provided however, that
no right or interest in the Contract shall be assigned and no obligation shall be delegated by the
Contractor without the prior written consent of the City. Any attempted assignment or delegation
by the Contractor shall be void unless made in conformity with this Paragraph. The Contract is not
intended to confer rights or benefits on any person, firm or entity not a party hereto; it being the
intention of the parties that there are no third party beneficiaries to the Contract.
The Vendor shall notify the City’s Purchasing Manager, in writing, of a company name,
ownership, or address change for the purpose of maintaining updated City records. The
president of the company or authorized official must sign the letter. A letter indicating
changes in a company name or ownership must be accompanied with supporting legal
documentation such as an updated W-9, documents filed with the state indicating such
change, copy of the board of director’s resolution approving the action, or an executed
merger or acquisition agreement. Failure to do so may adversely impact future invoice
payments.
50. WAIVER: No claim or right arising out of a breach of the Contract can be discharged in whole
or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is
supported by consideration and is in writing signed by the aggrieved party. No waiver by either
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the Contractor or the City of any one or more events of default by the other party shall operate as,
or be construed to be, a permanent waiver of any rights or obligations under the Contract, or an
express or implied acceptance of any other existing or future default or defaults, whether of a
similar or different character. No delay, failure, or waiver of either party’s exercise or partial
exercise of any right or remedy under the Contract shall operate to limit, impair, preclude, cancel,
waive or otherwise affect such right or remedy.
51. MODIFICATIONS: The Contract can be modified or amended only by a writing signed by
both parties. No pre-printed or similar terms on any the Contractor invoice, order or other
document submitted to the City by Contractor shall have any force or effect to change the terms,
covenants, and conditions of the Contract.
52. INTERPRETATION: The Contract is intended by the parties as a final, complete and
exclusive statement of the terms of their agreement. No course of prior dealing between the parties
or course of performance or usage of the trade shall be relevant to supplement or explain any term
used in the Contract. Acceptance or acquiescence in a course of performance rendered under this
Contract shall not be relevant to determine the meaning of this agreement even though the
accepting or acquiescing party has knowledge of the performance and opportunity for objection.
Although the Contract may have been substantially drafted by one party, it is the intent of the
parties that all provisions be construed in a manner to be fair to both parties, reading no provisions
more strictly against one party or the other. Whenever a term defined by the Uniform Commercial
Code, as enacted by the State of Texas, is used in the Contract, the UCC definition shall control,
unless otherwise defined in the Contract.
53. DISPUTE RESOLUTION:
A. If a dispute arises out of or relates to the Contract, or the breach thereof, the parties agree to
negotiate prior to prosecuting a suit for damages. However, this section does not prohibit the filing
of a lawsuit to toll the running of a statute of limitations or to seek injunctive relief. Either party
may make a written request for a meeting between representatives of each party within fourteen
(14) calendar days after receipt of the request or such later period as agreed by the parties. Each
party shall include, at a minimum, one (1) senior level individual with decision-making authority
regarding the dispute, however any decision requiring approval of the City Council of the City will
be required to be submitted to the City Council and the senior level person shall have authority to
recommend approval of any resolution. The purpose of this and any subsequent meeting is to
attempt in good faith to negotiate a resolution of the dispute. If, within thirty (30) calendar days
after such meeting, the parties have not succeeded in negotiating a resolution of the dispute, they
will proceed directly to mediation as described below. Negotiation may be waived by a written
agreement signed by both parties, in which event the parties may proceed directly to mediation as
described below.
B. If the efforts to resolve the dispute through negotiation fail, or the parties waive the negotiation
process, the parties may select, within thirty (30) calendar days, a mediator trained in mediation
skills to assist with resolution of the dispute. Should they choose this option; the City and the
Contractor agree to act in good faith in the selection of the mediator and to give consideration to
qualified individuals nominated to act as mediator. Nothing in the Contract prevents the parties
from relying on the skills of a person who is trained in the subject matter of the dispute or a contract
interpretation expert. If the parties fail to agree on a mediator within thirty (30) calendar days of
initiation of the mediation process, the mediator shall be selected by the Denton County Alternative
Dispute Resolution Program (DCAP). The parties agree to participate in mediation in good faith
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for up to thirty (30) calendar days from the date of the first mediation session. The City and the
Contractor will share the mediator’s fees equally and the parties will bear their own costs of
participation such as fees for any consultants or attorneys they may utilize to represent them or
otherwise assist them in the mediation.
C. The parties shall not be required to submit to binding arbitration.
54. JURISDICTION AND VENUE: The Contract is made under and shall be governed by the
laws of the State of Texas, including, when applicable, the Uniform Commercial Code as adopted
in Texas, V.T.C.A., Bus. & Comm. Code, Chapter 1, excluding any rule or principle that would
refer to and apply the substantive law of another state or jurisdiction. All issues arising from this
Contract shall be resolved in the courts of Denton County, Texas and the parties agree to submit
to the exclusive personal jurisdiction of such courts. The foregoing, however, shall not be
construed or interpreted to limit or restrict the right or ability of the City to seek and secure
injunctive relief from any competent authority as contemplated herein.
55. INVALIDITY: The invalidity, illegality, or unenforceability of any provision of the Contract
shall in no way affect the validity or enforceability of any other portion or provision of the
Contract. Any void provision shall be deemed severed from the Contract and the balance of the
Contract shall be construed and enforced as if the Contract did not contain the particular portion
or provision held to be void. The parties further agree to reform the Contract to replace any stricken
provision with a valid provision that comes as close as possible to the intent of the stricken
provision. The provisions of this section shall not prevent this entire Contract from being void
should a provision which is the essence of the Contract be determined to be void.
56. HOLIDAYS: The following holidays are observed by the City:
New Year’s Day (observed)
Martin Luther King, Jr. Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Veteran’s Day
Thanksgiving Day
Friday After Thanksgiving
Christmas Eve (observed)
Christmas Day (observed)
If a Legal Holiday falls on Saturday, it will be observed on the preceding Friday. If a Legal Holiday
falls on Sunday, it will be observed on the following Monday. Normal hours of operation shall be
between 8:00 am and 4:00 pm, Monday through Friday, excluding City of Denton Holidays. Any
scheduled deliveries or work performance not within the normal hours of operation must be
approved by the City Manager of Denton, Texas or their authorized designee.
57. SURVIVABILITY OF OBLIGATIONS: All provisions of the Contract that impose
continuing obligations on the parties, including but not limited to the warranty, indemnity, and
confidentiality obligations of the parties, shall survive the expiration or termination of the Contract
for fifteen (15) years.
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58. NON-SUSPENSION OR DEBARMENT CERTIFICATION:
The City of Denton is prohibited from contracting with or making prime or sub-awards to parties
that are suspended or debarred or whose principals are suspended or debarred from Federal, State,
or City of Denton Contracts. By accepting a Contract with the City, the Vendor certifies that its
firm and its principals are not currently suspended or debarred from doing business with the
Federal Government, as indicated by the General Services Administration List of Parties Excluded
from Federal Procurement and Non-Procurement Programs, the State of Texas, or the City of
Denton.
59. EQUAL OPPORTUNITY Contractor agrees that during the performance of its contract it
will:
A. Treat all applicants and employees without discrimination as to race, color, religion, sex,
national origin, marital status, age, or handicap.
B. Identify itself as an “Equal Opportunity Employer” in all help wanted advertising or request.
The Contractor shall be advised of any complaints filed with the City alleging that Contractor is
not an Equal Opportunity Employer. The City reserves the right to consider its reports from its
human relations administrator in response to such complaints in determining whether or not to
terminate any portion of this contract for which purchase orders or authorities to deliver have not
been included, however, the Contractor is specifically advised that no Equal Opportunity
Employment complaint will be the basis for cancellation of this contract for which a purchase
order has been issued or authority to deliver granted.
C. Americans with Disabilities Act (ADA) Compliance: No Contractor, or Contractor’s agent,
shall engage in any discriminatory employment practice against individuals with disabilities as
defined
in the ADA.
60. BUY AMERICAN ACT-SUPPLIES (Applicable to certain federally funded
requirements)
The following federally funded requirements are applicable. A. Definitions. As used in this
paragraph –
i. “Component” means an article, material, or supply incorporated directly into an end product.
ii. “Cost of components” means -
(1) For components purchased by the Contractor, the acquisition cost, including transportation
costs to the place of incorporation into the end product (whether or not such costs are paid to a
domestic firm), and any applicable duty (whether or not a duty-free entry certificate is issued); or
(2) For components manufactured by the Contractor, all costs associated with the manufacture of
the component, including transportation costs as described in paragraph (1) of this definition, plus
allocable overhead costs, but excluding profit. Cost of components does not include any costs
associated with the manufacture of the end product.
iii. “Domestic end product” means-
(1) An unmanufactured end product mined or produced in the United States; or
(2) An end product manufactured in the United States, if the cost of its components mined,
produced, or manufactured in the United States exceeds 50 percent of the cost of all its
components. Components of foreign origin of the same class or kind as those that the agency
determines are not mined, produced, or manufactured in sufficient and reasonably available
commercial quantities of a satisfactory quality are treated as domestic. Scrap generated, collected,
and prepared for processing in the United States is considered domestic.
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iv. “End product” means those articles, materials, and supplies to be acquired under the contract
for public use.
v. “Foreign end product” means an end product other than a domestic end product.
vi. “United States” means the 50 States, the District of Columbia, and outlying areas.
B. The Buy American Act (41 U.S.C. 10a - 10d) provides a preference for domestic end products
for supplies acquired for use in the United States.
C. The City does not maintain a list of foreign articles that will be treated as domestic for this
Contract; but will consider for approval foreign articles as domestic for this product if the articles
are on a list approved by another Governmental Agency. The Contractor shall submit
documentation with their offer demonstrating that the article is on an approved Governmental list.
D. The Contractor shall deliver only domestic end products except to the extent that it specified
delivery of foreign end products in the provision of the Solicitation entitled “Buy American Act
Certificate”.
61. RIGHT TO INFORMATION: The City of Denton reserves the right to use any and all
information presented in any response to this Contract, whether amended or not, except as
prohibited by law. Selection of rejection of the submittal does not affect this right.
62. LICENSE FEES OR TAXES: Provided the solicitation requires an awarded contractor or
supplier to be licensed by the State of Texas, any and all fees and taxes are the responsibility of the
respondent.
63. PREVAILING WAGE RATES: The Contractor shall comply with prevailing wage rates as
defined by the United States Department of Labor Davis-Bacon Wage Determination at
http://www.dol.gov/whd/contracts/dbra.htm and at the Wage Determinations website www.wdol.gov
for Denton County, Texas (WD-2509).
64. COMPLIANCE WITH ALL STATE, FEDERAL, AND LOCAL LAWS: The Contractor
or supplier shall comply with all State, federal, and local laws and requirements. The Contractor
must comply with all applicable laws at all times, including, without limitation, the following: (i)
§36.02 of the Texas Penal Code, which prohibits bribery; (ii) §36.09 of the Texas Penal Code,
which prohibits the offering or conferring of benefits to public servants; and (iii) Chapter 552 of
the Texas Government Code, which outlines policy for public information. The Contractor shall
give all notices and comply with all laws and regulations applicable to furnishing and performance
of the Contract.
65. FEDERAL, STATE, AND LOCAL REQUIREMENTS: Contractor shall demonstrate on-
site compliance with the provisions of federal law dealing with issuance of Form W-2’s to common
law employees. Contractor is responsible for both federal and State unemployment insurance
coverage and standard Workers’ Compensation insurance coverage. Contractor shall ensure
compliance with all federal and State tax laws and withholding requirements. The City of Denton
shall not be liable to Contractor or its employees for any Unemployment or Workers’
Compensation coverage, or federal or State withholding requirements. Contractor shall indemnify
the City of Denton and shall pay all costs, penalties, or losses resulting from Contractor’s omission
or breach of this Section.
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66. ATTORNEY’S FEES; LEGAL COSTS: Contractor and City agree that the City will not be
required to pay Contractor’s attorney’s fees or legal costs under any circumstances, unless
expressly required by law.
67. DRUG FREE WORKPLACE: The Contractor shall comply with the applicable provisions
of the Drug-Free Work Place Act of 1988 (Public Law 100-690, Title V, Subtitle D; 41 U.S.C. 701
ET SEQ.) and maintain a drug-free work environment; and the final rule, government-wide
requirements for drug-free work place (grants), issued by the Office of Management and Budget
and the Department of Defense (32 CFR Part 280, Subpart F) to implement the provisions of the
Drug-Free Work Place Act of 1988 is incorporated by reference and the Contractor shall comply
with the relevant provisions thereof, including any amendments to the final rule that may hereafter
be issued.
68. CONTRACTOR LIABILITY FOR DAMAGE TO GOVERNMENT PROPERTY: The
Contractor shall be liable for all damages to government-owned, leased, or occupied property and
equipment caused by the Contractor and its employees, agents, subcontractors, and suppliers,
including any delivery or cartage company, in connection with any performance pursuant to the
Contract. The Contractor shall notify the City of Denton Procurement Manager in writing of any
such damage within one (1) calendar day.
69. FORCE MAJEURE: The City of Denton, any Customer, and the Contractor shall not be
responsible for performance under the Contract should it be prevented from performance by an act
of war, order of legal authority, act of God, or other unavoidable cause not attributable to the fault
or negligence of the City of Denton. In the event of an occurrence under this Section, the
Contractor will be excused from any further performance or observance of the requirements so
affected for as long as such circumstances prevail and the Contractor continues to use
commercially reasonable efforts to recommence performance or observance whenever and to
whatever extent possible without delay. The Contractor shall immediately notify the City of
Denton Procurement Manager by telephone (to be confirmed in writing within five (5) calendar
days of the inception of such occurrence) and describe at a reasonable level of detail the
circumstances causing the non-performance or delay in performance.
70. NON-WAIVER OF RIGHTS: Failure of a Party to require performance by another Party
under the Contract will not affect the right of such Party to require performance in the future. No
delay, failure, or waiver of either Party’s exercise or partial exercise of any right or remedy under
the Contract shall operate to limit, impair, preclude, cancel, waive or otherwise affect such right
or remedy. A waiver by a Party of any breach of any term of the Contract will not be construed as
a waiver of any continuing or succeeding breach.
71. NO WAIVER OF SOVEREIGN IMMUNITY: The Parties expressly agree that no provision
of the Contract is in any way intended to constitute a waiver by the City of Denton of any
immunities from suit or from liability that the City of Denton may have by operation of law.
72. RECORDS RETENTION: The Contractor shall retain all financial records, supporting
documents, statistical records, and any other records or books relating to the performances called
for in the Contract. The Contractor shall retain all such records for a period of four (4) years after
the expiration of the Contract, or until the CPA or State Auditor’s Office is satisfied that all audit
and litigation matters are resolved, whichever period is longer. The Contractor shall grant access
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to all books, records and documents pertinent to the Contract to the CPA, the State Auditor of
Texas, and any federal governmental entity that has authority to review records due to federal
funds being spent under the Contract. In the event the value of this Contract is One Million
($1,000,000) Dollars or greater: (i) all contracting information related to this contract will be
preserved for the duration of the Contact; (ii) the Contractor shall provide any contracting
information in its possession promptly upon request by the City; and (iii) at the expiration of this
Contract, the Contractor will either provide all contracting information in its possession to the City
or preserve same as required by the record retention requirements of the State of Texas.
73. PROCUREMENT LAWS: The City will not agree to any terms or conditions that cause the
City to violate any federal, State, or local procurement laws, including its own Charter or
Procurement Policy and any such laws included in boilerplate terms, online terms or other terms
provided by the Contractor are considered null and void.
74. AUTHORITY: Contractor represents and warrants to the other that (a) it has company
authority to execute and perform this Contract; (b) executing this Contract does not constitute a
material conflict with, breach, or default under any applicable law, its respective organizational
documents, or any documents, agreements, contracts or instruments which are binding upon it;
and (c) this Contract creates valid, legal, and binding obligation enforceable against it, subject to
applicable insolvency and bankruptcy laws. Contractor recognizes and agrees that a violation of
this provision constitutes a material breach under this Contract.
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Exhibit D
Certificate of Interested Parties Electronic Filing
In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the
Government Code. The law states that the City may not enter into this contract unless the
Contractor submits a disclosure of interested parties (Form 1295) to the City at the time the
Contractor submits the signed contract. The Texas Ethics Commission has adopted rules requiring
the business entity to file Form 1295 electronically with the Commission.
Contractor will be required to furnish a Certificate of Interest Parties before the Contract is
awarded, in accordance with Government Code 2252.908.
The Contractor shall:
1. Log onto the State Ethics Commission Website at
:https://www.ethics.state.tx.us/filinginfo/1295/
2. Register utilizing the tutorial provided by the State
3. Print a copy of the completed Form 1295
4. Enter the Certificate Number on page 2 of this contract.
5. Complete and sign the Form 1295
6. Email the form to purchasing@cityofdenton.com with the contract number in the subject line.
(EX: Contract 1234 – Form 1295)
The City must acknowledge the receipt of the filed Form 1295 not later than the 30th day after
Council award. Once a Form 1295 is acknowledged, it will be posted to the Texas Ethics
Commission’s website within seven business days.
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Community Engagement/Sentiment Software - 8852
INSURANCE REQUIREMENTS
Respondent’s attention is directed to the insurance requirements below. It is highly
recommended that respondents confer with their respective insurance carriers or
brokers to determine in advance of Proposal/Bid submission the availability of insurance
certificates and endorsements as prescribed and provided herein. If an apparent low
respondent fails to comply strictly with the insurance requirements, that respondent may
be disqualified from award of the contract. Upon contract award, all insurance
requirements shall become contractual obligations, which the successful contractor
shall have a duty to maintain throughout the course of this contract.
STANDARD PROVISIONS:
Without limiting any of the other obligations or liabilities of the
Contractor, the Contractor shall provide and maintain until the contracted work
has been completed and accepted by the City of Denton, Owner, the minimum
insurance coverage as indicated hereinafter.
As soon as practicable after notification of contract award, Contractor shall file
with the Purchasing Department satisfactory certificates of insurance including
any applicable addendum or endorsements, containing the contract number and
title of the project. Contractor may, upon written request to the Purchasing
Department, ask for clarification of any insurance requirements at any time;
however, Contractors are strongly advised to make such requests prior to
proposal/bid opening, since the insurance requirements may not be modified
or waived after proposal/bid opening unless a written exception has been
submitted with the proposal/bid. Contractor shall not commence any work
or deliver any material until he or she receives notification that the contract has
been accepted, approved, and signed by the City of Denton.
All insurance policies proposed or obtained in satisfaction of these requirements
shall comply with the following general specifications, and shall be maintained in
compliance with these general specifications throughout the duration of the
Contract, or longer, if so noted:
• Each policy shall be issued by a company authorized to do business in the
State of Texas with an A.M. Best Company rating of at least A- or better.
• Any deductibles or self-insured retentions shall be declared in the proposal. If
requested by the City, the insurer shall reduce or eliminate such deductibles or
self-insured retentions with respect to the City, its officials, agents, employees
and volunteers; or, the contractor shall procure a bond guaranteeing payment of
losses and related investigations, claim administration and defense expenses.
• Liability policies shall be endorsed to provide the following:
o Name as Additional Insured the City of Denton, its Officials, Agents,
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Exhibit E
Community Engagement/Sentiment Software - 8852
Employees and volunteers.
o That such insurance is primary to any other insurance available to the
Additional Insured with respect to claims covered under the policy and that
this insurance applies separately to each insured against whom claim is
made or suit is brought. The inclusion of more than one insured shall not
operate to increase the insurer's limit of liability.
o Provide a Waiver of Subrogation in favor of the City of Denton, its
officials, agents, employees, and volunteers.
• Cancellation: City requires 30 day written notice should any of the
policies described on the certificate be cancelled or materially changed
before the expiration date.
• Should any of the required insurance be provided under a claims made form,
Contractor shall maintain such coverage continuously throughout the term of this
contract and, without lapse, for a period of three years beyond the contract
expiration, such that occurrences arising during the contract term which give rise
to claims made after expiration of the contract shall be covered.
• Should any of the required insurance be provided under a form of coverage that
includes a general annual aggregate limit providing for claims investigation or legal
defense costs to be included in the general annual aggregate limit, the
Contractor shall either double the occurrence limits or obtain Owners and
Contractors Protective Liability Insurance.
• Should any required insurance lapse during the contract term, requests for
payments originating after such lapse shall not be processed until the City
receives satisfactory evidence of reinstated coverage as required by this
contract, effective as of the lapse date. If insurance is not reinstated, City may,
at its sole option, terminate this agreement effective on the date of the lapse.
SPECIFIC ADDITIONAL INSURANCE REQUIREMENTS:
All insurance policies proposed or obtained in satisfaction of this Contract shall
additionally comply with the following specifications, and shall be maintained in
compliance with these additional specifications throughout the duration of the
Contract, or longer, if so noted:
A. COMMERCIAL GENERAL LIABILITY INSURANCE
Commercial General Liability Insurance including, but not limited to,
Premises/Operations, Personal & Advertising Injury, Products/Completed
Operations, Independent Contractors, and Contractual Liability with minimum
combined bodily injury (including death) and property damage limits of
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$1,000,000.00 per occurrence and $2,000,000.00 general aggregate.
B. CYBER/TECHNOLOGY NETWORK LIABILITY AND RISK INSURANCE
Cyber/Technology Network Liability and Risk Insurance, inclusive of Information
Security and Privacy (first and third party coverage) to provide coverage for any
damage caused by a network risk, cyber act or breaches of data and privacy
right, the rendering of, or the failure to properly perform professional
services for, but not limited to, computer programming, management
information systems, negligent system design, disclosure of confidential
information, and copyright infringement with minimum limits with minimum
limits of $1,000,000.00 per claim.
NOTE: Professional Liability Insurance and Cyber/Technology Network
Liability and Network Risk Insurance may be combined on one policy with
a $2,000,000.00 limit.
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Proposal for City of Denton, TX
Submitted by: Zencity Technologies US Inc.
Date: 06/25/2025
RFP 8852 - Combined Community Engagement and Community Sentiment
Software
ATTN: City of Denton, TX
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Exhibit F
Table of Contents
1 Company History and Background pg. 2−9
Executive Summary
Our Commitment to the City of Denton
Supplier Profile
Corporate Structure and Affiliates
Products and Services
Commitment to Diversity
Commitment to Ongoing Development and Compliance
Provisions for Downtime or Loss of Revenue
2. Experience, Qualifications and References pg. 9−18
Experience with Similar Projects
Required Skills, Experience, and Solution Appropriateness
References
Acknowledgement of Reference Checks
References and Past Performance
Proposed Staff Team and Resources
Zencity Team
3. Work plan and Deliverables pg.19−43
Benefits of Zencity Proposed Solution
Key Features of Zencity 360 Platform
Approach to Achieving Project Goals and Objectives
4. Training and Ongoing support pg.43−45
Customized Onboarding Plan
Structured Timeline and Training Milestones
Supplemental Resources
Ongoing Customer Success Check-ins
5. Proposed Costs pg.45−46
1
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1. Company History and Background
We are delighted to present our proposal for the Combined Community Engagement and
Community Sentiment Software solution tailored specifically for the City of Denton in
response to Bid 8852. Zencity is proud partners of the City of Denton since 2024 to
support community engagement efforts and strategic communications utilizing Zencity
Organic and Zencity Annual Community Survey.
At Zencity, we are committed to empowering local governments with the tools and insights
necessary to understand and serve their communities better. We are eager to continue our
collaboration with the City of Denton on this important initiative.
Zencity goes beyond being a mere Community Engagement and Sentiment Platform
service provider; we are dedicated partners in the community engagement process. With
our unparalleled technical expertise and practical methodologies, we develop and
implement data-driven public engagement solutions tailored to meet the unique needs of
each community we serve. Our extensive experience in serving hundreds of local
governments across the United States and North America reflects our commitment to
excellence and our ability to deliver reliable results that governments, management staff,
and residents can trust.
Zencity’s civic engagement and community insights platform is purpose-built for local
governments, helping to foster inclusive participation, build public trust, and support
data-driven decision-making. Our platform solutions, purpose-built for government
(Zencity Organic, Zencity Engage, Zencity Community Survey, and Zencity Experience
Surveys) provides comprehensive and proactive community input, sophisticated analytics,
and expert support, empowering government leaders to make confident, transparent and
effective decisions that earn residents’ trust. This enables more informed decision-making
and enhances local government’s ability to understand and respond to resident needs.
For any questions or concerns, please don't hesitate to reach out to our dedicated point of
contact, Nensi Kosti, at nensi@Zencity.io. We are eager to collaborate with you and
contribute to the success of your community initiatives.
Thank you for considering Zencity for this opportunity!
Sincerely,
Eyal Feder-Levy
CEO & Co-Founder, Zencity
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Executive Summary
Zencity is pleased to present our proposal for a comprehensive, secure, and innovative
Community Engagement and Community Sentiment Software that fully meets and
exceeds City of Denton’s requirements. Our mature, Zencity 360 Software-as-a-Service
(SaaS) solution is designed to centralize and streamline public engagement processes
across all City divisions enabling inclusive, effective, and transparent participation from
Denton’s diverse population. Built with scalability, accessibility, and ease of use at its core,
our platform is fully equipped to serve the City’s growing need for a robust digital
engagement hub that facilitates coordinated, data-driven public input.
Building trust with community members is a crucial part of the success of Denton’s work. A
key step in building this trust is deeply understanding the community’s needs, priorities and
opinions on the various aspects of city life and government services, so that agencies can
take action around those priorities and serve their community, and to communicate about
these actions with the public.
The challenge is that understanding these needs can be daunting, traditional engagement
methods used to gauge sentiment tend to be limited and skewed, often hearing from a
small sample of the community resulting in anecdotal, point in time data. The task of
ongoing engagement and communication also requires investing incredible resources
from staff while doing so and is an incredible investment of time and effort.
Our goal is to help streamline these needs while reaching more voices and saving time.
Zencity’s 360 platform can be applied to better understand Denton residents’ sentiment,
priorities and opinions toward key city services and projects, and help save staff time in
managing ongoing communication needs.
We propose to do so in a way that will also consolidate different needs, platform and
capabilities, resulting in both a more timely and accurate representation AND in saving
resources and staff time.
Building on the team’s existing great work, we would be excited to collaborate with the
Denton city team in hearing from more community members and streamlining
communications by deploying the Zencity platform to be able to better understand the
critical factors driving sentiment around safety, water, health, facilities, libraries and more,
and save time while doing so.
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Our Commitment to City of Denton
We recognize that the City of Denton hosts hundreds of public engagement activities per
year and requires a reliable, centralized, and responsive platform to manage these
interactions. Our mature solution has been implemented successfully in multiple large
municipalities, where it has delivered measurable improvements in community
participation, project coordination, and civic transparency.
We are not just offering software, we are offering a one-stop shop for the public, staff, or
Council and a long-term partnership that supports the City’s goals to:
- Increase engagement reach and diversity
- Deliver purposeful and inclusive consultation experiences
- Ensure alignment between public input and Council decisions
- Equip City staff with the tools and insights needed to continuously improve
Why Zencity?
✔ Proven Experience: Over 400 municipalities and government agencies have leveraged
Zencity’s surveys for effective policymaking.
✔ AI-Driven Insights: Our proprietary analytics ensure deep, real-time understanding of
community sentiment. Visualized reports, dashboards, and benchmarking tools tailored to
City’s officials' decision-making needs.
✔ Actionable Results: >83% client retention rate and 50M+ resident insights analyzed.
✔ Featured in Harvard Kennedy School’s GovTech Report
✔ Awarded internationally with Smart City Expo World Congress (SCEWC) 2020 Award,
which is granted to “pioneering and won 1st Place as Fast Company’s Most Innovative
Company for 2025.
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Supplier Profile
Zencity is pleased to submit the following response in accordance with the City of
Denton’s requirements under RFP 8852. We affirm our full commitment to supporting the
City of Denton Social Procurement Program by fostering inclusive economic growth and
enabling equitable access for diverse suppliers and communities.
Zencity Overview
Zencity, founded in 2015 by Eyal Feder and Ido Ivry, is a pioneering organization that
places a strong emphasis on the pivotal role of public agencies in shaping communities.
Understanding that local leaders are at the forefront of delivering essential government
services and are best equipped to enhance quality of life, Zencity was established with a
clear mission to support and empower these agencies. To support and extend the
Company's mission, Zencity CA Ltd. was incorporated on June 25, 2018, and is a wholly
owned subsidiary of Zencity Technologies Ltd., established on June 1, 2015.
Since its inception, Zencity has been dedicated to serving local governments,
recognizing them as the cornerstone of civic life. With a firm belief in the importance of
data-driven decision-making and community engagement, Zencity offers innovative
solutions tailored specifically for the needs of public agencies.
With a client base spanning over 400 jurisdictions across North America and
beyond, Zencity has established itself as a trusted partner for local governments
worldwide. The company's commitment to excellence is reflected in its extensive list of
customers and testimonials, showcasing the tangible impact of its services on
communities.
Zencity's team comprises a diverse blend of former local government professionals
and community engagement experts, bringing together a wealth of experience and
expertise. With offices in New York City, Tel Aviv, and Vancouver, as well as remote
employees throughout the United States, Zencity operates on a global scale while
maintaining a strong focus on the individual needs of its clients. Driven by a desire to deliver
positive and proven results, Zencity's team of over 150 employees remains dedicated to
meeting the evolving service and data requirements of public agencies. Through a
combination of innovative technology, strategic insights, and unparalleled support,
Zencity continues to empower local governments to better serve their residents and build
thriving communities.
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Major Clients
● City of Phoenix (AZ) and Police Department
● City of New York (Office of Engagement)
● City and Police Department of Los Angeles (CA)
Corporate Structure and Affiliates
Zencity Technologies Ltd., the parent company, coordinates product R&D, financing, and
global strategy. Its affiliated subsidiaries serve the following functions:
● Zencity Technologies US Inc. – U.S. leadership and sales
● Zencity Technologies Holdings CA Ltd. – Corporate acquisition vehicle
● Zencity Technologies CA Ltd. – Canadian distribution and R&D
● Commonplace Digital Ltd. – UK-based civic engagement platform
All affiliates contribute to a global ecosystem that ensures product excellence, localization,
and ongoing service capability.
Products and Services Offered
As outlined in this proposal, Zencity 360 is our proposed solution to meet the City’s
community engagement requirements. Zencity is a leading provider of
Software-as-a-Service (SaaS) solutions purpose-built for local governments and public
sector organizations. Our flagship platform, Zencity 360, is trusted by hundreds of
municipalities globally and is designed to empower public officials with real-time,
data-driven insights that reflect the voices and needs of their communities. Through a
holistic and inclusive approach to civic engagement, Zencity enables government officials
to make more informed, equitable, and transparent decisions ultimately fostering stronger
public trust and sustainable community development.
● Zencity Organic
Leverage the incredible wealth of public online resident conversations to monitor,
recognize and understand real-time feedback and emerging issues. With our
listening module, built especially for the government, we can track millions of
publicly available conversations, turning them into data. Communications teams use
the live data to track resident sentiment in real-time, gauge the reach of their
messaging, and spot gaps in misinformation. This also includes Zencity Publishing,
for streamlining government communications with tools that support real-time
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posting to official social media accounts and generate press releases in
seconds—ensuring consistent, timely, and impactful messaging to the community.
● Zencity Engage
Create a collaborative space for public conversations with a dynamic and
interactive projects-based hub, where city leaders can educate and inform
residents on ongoing projects and initiatives, as well as roll out polls or surveys for
additional input.
● Zencity Community Survey (Representative)
Run a wide survey of city services and public opinion using unique technology
Zencity developed, that will have a representative sample of residents across all
neighborhoods in the city. The short surveys will be distributed via online and mobile
advertising which will run on an ongoing basis, and provide an annual/ semi-annual/
or quarterly “score” to the city’s different services. They can also include custom
questions to answer specific or timely issues.
● Zencity Experience Surveys
Improve public service delivery through targeted satisfaction surveys that collect
ongoing performance feedback. The data enables municipal teams to identify
service gaps, improve responsiveness, and enhance resident experiences.
Key Differentiators
Zencity stands out with a user-friendly design, flexible tools, and smart collaboration
features tailored for municipalities:
● Intuitive User Experience: Easy-to-navigate interfaces for both residents and
administrators to maximize engagement and streamline data analysis.
● Flexible & Customizable Tools: Adaptable layouts and content options for creating
tailored surveys, polls, and interactive campaigns.
● Hybrid Collaboration: Combines personalized resident interactions with AI
moderation to scale feedback management efficiently.
● Continuous Innovation: Regular updates ensure access to the latest community
engagement features and best practices.
Together, these tools provide municipalities with a 360−degree view of resident input and
engagement, enhancing transparency, inclusivity, and responsiveness in local governance.
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Commitment to Diversity
Zencity strongly supports and aligns with the goals of the City of Denton Social
Procurement Program. We recognize the City’s commitment to inclusive economic
growth and ensuring access to supply chain and employment opportunities for
equity-deserving communities. We embrace this vision and are committed to delivering
not only efficient services but also measurable social value.
1. Supplier Diversity Policy
Zencity is actively developing a formal supplier diversity policy to guide our subcontracting
approach. While we currently operate with a relatively lean staffing model, we are
committed to expanding opportunities for local and diverse subcontractors as we grow
our operations. In future partnerships with City of Denton, we will:
● Ensure fair access to all subcontracting opportunities.
● Partner with diverse suppliers where subcontracting opportunities arise.
● Report and track supplier diversity metrics as part of contract performance.
2. Employment Diversity and Equal Opportunity Policy
Our Equal Employment Opportunity and Reasonable Accommodation Policy reflects our
unwavering commitment to diversity, inclusion, and equity in our workforce. Highlights
include:
● Non-discriminatory hiring across all federally and provincially protected classes.
● A proactive approach to providing reasonable accommodations.
● A safe and inclusive work environment free from harassment or retaliation.
● Internal processes for employees to report concerns and seek accommodations.
● Disciplinary procedures for policy violations, up to and including termination.
We actively track employee demographics, hiring patterns, and complaint resolutions to
measure our performance in fostering an inclusive workplace.
Commitment to Ongoing Development and Compliance
Zencity is deeply committed to the continuous enhancement, support, and compatibility
of its solution. We maintain a robust product roadmap with bi-weekly updates, informed by
client feedback and emerging municipal needs. Zencity guarantees forward compatibility
with new technologies and system integrations and proactively ensures compliance with
relevant municipal, provincial, and federal legislation, including:
– Accessibility: AODA
– Privacy & Information: MFIPPA, FIPPA, PIPEDA, and GDPR
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Additionally, Zencity maintains an in-house legal and compliance team to continuously
monitor policy changes and update system features and operations accordingly. We also
engage in regular third-party audits to uphold our high standards.
Provisions for Downtime or Loss of Revenue
Zencity guarantees a 99.95% uptime across all systems, supported by our robust
infrastructure and real-time monitoring tools. In the rare event of service interruption:
2. Service is typically restored within minutes (the longest recorded downtime is under
15 minutes, with zero data loss or client impact).
3. Redundant systems and daily automated backups ensure data protection.
4. A fully tested Disaster Recovery and Business Continuity Plan ensures minimal
disruption.
5. Clients are proactively informed through automated alerts and updates, and a 24/7
technical support team is available to respond to any issue promptly.
As a result, the City can have full confidence in the reliability of the platform, even during
peak engagement periods or emergencies.
2. Experience, Qualifications and References
Experience with Similar Projects
Zencity brings extensive experience delivering digital engagement, data analysis, and civic
engagement tools to local governments across North America and internationally. With
over 400 municipalities using our solutions, including large urban centers and cities such as
Los Angeles, Chicago, New York City, Phoenix and numerous mid-sized and smaller
jurisdictions, Zencity has consistently demonstrated our ability to provide scalable, secure,
and inclusive Software-as-a-Service (SaaS) platforms that support real-time
decision-making and resident engagement.
Our proven track record includes delivering solutions that meet the complex needs of
municipal governments, with projects of similar scope and size to the City of Denton.
Amongst many, few to name are:
● City of Austin, TX: Through Zencity Community Survey Austin was able to gather
data on resident perception of safety, trust and belonging. This data helped inform
their “We All Belong” campaign to help address hate crimes. Zencity data is
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included in their storymap and data shows a decrease in hate crimes form 2023 to
2024.
● City of Tempe, AZ: Utilizes Zencity Surveys and Organic data to support their
ongoing efforts in relation to their What Works Cities certification. The data is
integrated into their larger resident-facing dashboard which monitors against key
performance indicators.
● City of Tampa, FL: Through Zencity Engage Tampa collected community insights
through surveys that they held in person through QR codes prompting feedback on
their meeting presentation. Our approach equipped City leaders to shape
actionable plans and allocate budgets effectively.
● City of Dayton, OH: Enhanced crisis communications and helped make crisis
management strong with ongoing analysis from Zencity Organic.
● Town of Normal, IL: Utilized Zencity Engage to run a required citizen survey to
support Normal Police Department’s CALEA accreditation.
📌 Providing a few case decs in the following pages.
We invite you to explore our case studies portfolio showcasing our work with local
government agencies, through the following link: Working with Cities to better serve their
residents .
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Required Skills, Experience, and Solution Appropriateness
Zencity’s team includes experienced data scientists, civic technologists, municipal
engagement strategists, and software engineers with deep expertise in the design,
development, and implementation of government technology solutions. Our core
competencies include:
● Human-centered design to ensure accessibility and equity in digital public
engagement.
● Advanced data analytics and natural language processing (NLP) for meaningful
insights from organic and structured feedback.
● Proven change management and onboarding methodologies to support
municipal staff with adoption, training, and long-term value realization.
Our solution is purpose-built for municipalities. Each module aligns with specific public
sector use cases such as capital project feedback, policy benchmarking, communications
strategy, and service evaluation. Our experience ensures seamless integration with internal
City workflows, digital communications protocols, and legal standards such as AODA
compliance.
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By combining industry-leading tools with hands-on support and localized onboarding, we
ensure the City of Denton receives a solution that is not only technically sound but also
practically effective in addressing the diverse needs of Denton’s residents and
departments.
References
We are pleased to provide three references that demonstrate our extensive experience
and proven track record of success delivering digital engagement solutions to public
sector clients. Each reference highlights the use of our product and platform to support
municipalities and regional governments with initiatives of comparable size, scope, and
complexity to the solution proposed in this RFP. These include long-standing partnerships
with the local government entities in Texas such as Sugar Land, Lewisville, McAllen, which
use our platform around Indigenous relations and urban development projects. These
projects reflect our commitment to delivering effective, scalable, and user-friendly
engagement tools tailored to the needs of government clients.
Reference 1: Sugar Land, TX
Client Contact: Sabrina Abdulla
Title: Director of Customer Experience
Contact: 📧sabdulla@sugarlandtx.gov /(281) 275−2900
📌 Address: 2700 Town Center Boulevard North, Sugar Land, TX 77479
Client Overview
🏘 City government serving 118,000 residents
🤝 Working Relationship: 4 years
Project Description
● Supporting City Administration and key departments via Community Survey,
Organic, Engage,Experience Survey and Pulse Survey,
● Run a Semi-Annual Community Survey which informs budget & annual planning
● ⏳ Ongoing initiatives Engage Hub: https://sugar-land-tx.civilspace.io/en
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Reference 2: Lewisville, TX
Client Contact: Ashley Carlisle
Title: Budget Manager
Contact: 📧acarlisle@cityoflewisville.com / (972) 219−3411
📌 Address: 151 W. Church Street, Lewisville, TX 75057
Client Overview
🏘 City governmentserving ~106,000 residents
🤝 Working Relationship: 6 years
Project Description
● Supporting Budget and City Administration via Community Survey, Organic and
Engage
● Running Semi-Annual Community Survey to inform budget & annual planning
● Recent engagements:
○ Survey to gather feedback about neighborhood programs
○ Survey to gather feedback about Short Term Rental Policies
Reference 3: McAllen, TX
Client Contact: Cesar Rodriguez
Title: Director of Strategic Planning
Contact: 📧cesar_rodriguez@mcallen.net / (956) 681−1018
📌 Address: 220 W Ellsworth Street, Midland, MI 48640
Client Overview
🏘 U.S. City with ~84,000 residents
🤝 Working Relationship: 5 years
Project Description
● Supporting City Executive Leadership and Strategic Planning via Community
Survey, Organic, Engage and Pulse Survey
● Used Engage for various Parks & Recreation projects including naming of a new
park and public art survey
○ Utilize Organic to monitor monthly trends in their 311 data , understand
sentiment around key events like State of the City and the summer music &
arts festival
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📌 We invite you to explore our portfolio showcasing our work with 400+ cities, counties,
state agencies, and law enforcement organizations, through the following link:
Zencity - Serving Hundreds of Local Governments.
Acknowledgement of Reference Checks
We acknowledge and fully agree that by providing client references as part of this
proposal, City of Denton has the right to contact the individuals listed during the evaluation
process. We understand and accept that the City will make its own arrangements to
conduct these reference checks and that substitution of references will not be permitted
after the close of the RFP.
References and Past Performance
We understand that the City may evaluate our proposal by considering the feedback from
our provided references and, where applicable, assess Zencity’s performance on past
contracts with the City, as well as those with other affiliated City agencies, boards, or
commissions. We welcome this process and are confident that our exceptional
performance history, client satisfaction, and continued contract renewals will reflect
positively during the evaluation.
Proposed Staff Team and Resources
Zencity Team
Our core team will be fully engaged and hands-on throughout every phase of this project,
working in close collaboration with our broader support staff behind the scenes to ensure a
smooth and successful implementation for the City of Denton. With a shared commitment
to excellence and a proven track record in delivering impactful results, we’re confident in
our ability to make this partnership a great success. We believe that we are well-equipped
to deliver tailored solutions that drive efficiency, transparency, and innovation. Our
approach, methodology and execution are led by a team of experts, who have collectively
led thousands of research activities within the public sector.
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Meet Your Key Staff: A Dedicated Team Committed to Your Success
Our team is highly experienced in working with hundreds of public agencies, bringing
together decades of expertise in providing exceptional services and cutting-edge
software solutions. Zencity has an extensive track record of successful projects and a
deep understanding of the unique needs and challenges faced by public agencies across
the nation. This background makes us ideal to meet your needs.
Eyal Feder-Levy - CEO & Co-Founder
Eyal Feder is an urban planner and community engagement expert and has worked with
hundreds of cities over the past 10 years to implement advanced technology and
methodologies into their management and communication processes. Today, as the CEO
of Zencity, he helps over 400 local governments impact the lives of millions of residents by
supporting hundreds of government decision-makers daily. Before founding Zencity, Eyal
had been part of the founding team of “City Center”, Tel-Aviv University’s Interdisciplinary
Center for Cities and Urbanism, where he led the first projects to implement machine
learning into City management in Israel. Apart from Zencity and academic work, Eyal is part
of the World Economic Forum's Future of Urbanism advisory board and was previously the
youngest board member of the Israeli Urban Planners’ Association. As CEO & Co-Founder,
Eyal has overseen the RFP response and will continue to support the project in an advisory
capacity. Eyal will serve as a lead liaison to ensure the seamless progression of the project,
providing strategic oversight while mentoring the team to deliver lasting impact and
success for the City of Denton.
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Tim Booker - Director of Product & Head of Engage
Tim is Zencity's Head of Engage and held the role of CEO at Civil Space from its genesis
until the company was acquired by Zencity in late 2021. Tim's passion is to leverage digital
technology to create transformative experiences for public agencies and their residents
that result in positive change. Tim has held technical, strategic and product direction roles
in higher education, local government, the Olympic Games, and digital agency spaces over
15 years, using design thinking and technical architecture among his other skill sets to
rigorously research and create integrated systems that help complex communities thrive
digitally and culturally. At Zencity, he brings that deep community-centric expertise to the
work of civic engagement, working closely with municipalities and other government
organizations to understand best practices in creating inclusive digital spaces to co-create
with their communities. As your hands-on support, Tim will oversee delivery, ensure
milestones are met, and guide the project to success through thoughtful collaboration
and execution.
Dr. Rachel Levenstein - Survey Methodology Lead
Rachel Levenstein is the Head of Survey Research at Zencity and is based in Maryland. She
has over 15 years of experience serving as a survey methodologist in the academic,
nonprofit, and for-profit sectors. She holds a B.S. in Psychology from the University of
Massachusetts and a Ph.D. in Survey and Data Sciences from the University of Michigan.
Previously, Rachel was a Senior Survey Methodologist at Westat, where she led the design
and administration of surveys on adult literacy as well as a cross-national student
assessment. Prior to that role, she worked at the American Institutes for Research. There,
she managed large-scale education surveys across the United States. In addition, she
worked with state departments of education and labor on ways to use data to improve
policy on education and the labor force. As the Lead Survey Methodologist, Rachel will
design and lead all survey methods employed, including oversight of questionnaire
creation, survey distribution, and analysis.
Allison Paisner - Account Manager
Allison is an Account Manager at Zencity, where she works closely with the company’s most
valued and strategic municipal partners. She is the lead account manager for the City of
Denton and leads the day-to-day work effort and serves as the primary point of contact to
the City. Allison is an Account Manager at Zencity, working with 100+ of the company’s
most valued and strategic partners for 6 years. Prior to joining Zencity Allison worked as a
Program Analyst for several departments in the District of Columbia, including the city’s
departments of Transportation, Public Works, and Energy & Environment where she
focused on strategic projects relating to sustainability planning, waste diversion, and
public transit operations. With her strong background in municipal government and public
policy, Allison brings a unique perspective to her partnership with the City of Denton. Her
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experience, strategic insight, and commitment to responsive local governance make her a
valuable asset in helping the City maximize the impact of Zencity’s tools and achieve its
community engagement goals.
Traci Levin – Head of Customer Success
Traci Levin is the Head of Customer Success at Zencity, where she leads a global team
supporting local governments across the United States, United Kingdom, and Australia.
With a strong foundation in public sector collaboration and stakeholder engagement, Traci
brings over five years of experience working directly with government agencies to
implement data-driven strategies that enhance community trust and service delivery. At
Zencity, she oversees the development and execution of success programs designed to
ensure municipalities receive maximum value from the platform. Her leadership is focused
on building long-term partnerships, aligning tools with local priorities, and helping
government teams confidently integrate community input into their decision-making
processes.
Traci holds a deep understanding of the challenges and opportunities faced by local
governments and is dedicated to empowering them through accessible, actionable
insights. In support of the City of Denton, Traci and her team will lead onboarding, conduct
regular success check-ins, and provide hands-on training to city staff. Her leadership and
commitment to public sector excellence will ensure Denton is well-supported in achieving
its engagement and strategic goals through the Zencity platform.
Guy Galili – Customer Success Manager
Guy Galili brings over 11 years of experience in working with 100+ municipal government
and public service entities to his role as Customer Success Manager at Zencity. With a deep
understanding of local government operations and community engagement, Guy has
successfully supported municipalities across the United States, United Kingdom, and
Australia in leveraging data-driven tools to improve decision-making and public trust.
Since joining Zencity, Guy has worked closely with cities to implement tailored onboarding,
provide hands-on training, and ensure long-term value through regular strategy check-ins
and performance reviews. As the dedicated point of contact for the City of Denton, Guy
will lead all aspects of the implementation and success process, offering proactive
support, facilitating cross-department collaboration, and helping the City extract
meaningful insights from the platform. Guy’s extensive municipal background and
commitment to public sector innovation make him a valuable asset to the City of Denton as
it works to enhance transparency, responsiveness, and resident engagement.
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3. Work plan and Deliverables
Together, we can transform how the City connects with its residents fostering greater
participation, equity, and trust in the civic process. We are confident that our platform is
uniquely positioned to deliver on the City’s vision for a modern, inclusive, and impactful
digital public engagement ecosystem.
Benefits of Zencity Proposed Solution
Our proposed solution is a one-stop shop public engagement hub, giving residents, city
Council, and City staff the ability to find, track, and engage with consultation activities
through a centralized and interactive digital platform. This fosters transparency and
enhances trust in civic decision-making while also supporting internal coordination and
continuous improvement across City divisions.
1. Centralized, Accessible, and Inclusive Engagement
The platform provides the City with a public-facing engagement site featuring a modern,
user-friendly content management system (CMS). This system supports customizable
templates, dynamic content (video, images, interactive tools), and an integrated
translation feature to ensure linguistic inclusivity. As a fully AODA-compliant platform
(meeting WCAG 2.0 AA or higher), we are committed to enabling barrier-free access to all
residents, including those with disabilities, ensuring that every voice in the City can be
heard and considered.
2. Wide Range of Engagement Tools
Our platform includes a comprehensive suite of interactive digital tools to facilitate a
variety of engagement activities:
● Participatory Budgeting Tool – empowers residents to allocate budgets and vote
on community priorities.
● Inline Polling & Surveys – robust, customizable survey tools to collect quick
opinions and deep insights.
● Interactive Mapping – allows residents to pin comments, ideas, or concerns
geographically.
● Idea Walls & Story Boards – enables users to submit content (ideas, images, files),
and interact with others’ submissions.
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This diverse toolkit ensures that the City can engage the public using appropriate and
innovative methods, adaptable to the context of each project and tailored to different
audiences.
3. Robust Back-End Functionality for Staff & City Divisions
Our platform provides roles-based access and integrates seamlessly with Active
Directory, enabling secure identity management and allowing internal staff to manage
projects, review submissions, and publish content based on their role. Divisions can
manage their own engagement data independently while maintaining access to shared
insights across the organization.
This centralized data management system supports:
● Coordinated project oversight across divisions
● Standardized promotion of engagement opportunities
● Consolidated tracking and evaluation of public input
● Elimination of data duplication or loss
● Historical access to previous consultations
● Integrated links between engagement feedback and Council decisions
This ensures that all public engagement data is securely stored, easy to retrieve, and
available across departments for analysis, planning, and reporting.
4. Comprehensive Reporting & Real-Time Analytics
The solution includes a dashboard-driven analytics module that allows both pre-built and
customizable reports. Staff can access real-time data visualizations, export results in
multiple formats, and filter responses by demographics, location, and topic—enhancing the
City’s ability to make evidence-based decisions.
Example: For a recent municipal project in another jurisdiction, our dashboard allowed staff
to view survey response heatmaps by neighborhood, which informed location-specific
outreach strategies and improved community alignment.
5. Scalability and System Performance
Our SaaS solution is built on a secure, cloud-based infrastructure with unlimited capacity
to host:
- An unlimited number of projects simultaneously
- An unlimited number of general public users
- A large volume of staff administrators across multiple departments
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The platform’s flexible architecture ensures continuous uptime, responsiveness during peak
usage, and fast content delivery City-wide. It is backed by ISO 27001−compliant
cybersecurity standards to protect user data and City infrastructure.
Key Features of Zencity 360 Platform
The Zencity platform’s core capability is analyzing content, context and sentiment of
resident input and interactions in real time and over time, in order to deliver insights to
different stakeholders in the city’s management. This enables city management to increase
trust with their residents, improve services by analyzing areas where satisfaction can be
improved, and identify opportunities for improving communication and have a more
informed conversation with the city’s clients: citizens, business owners, visitors and
community leaders.
Our approach to input analysis is different from that of other companies in this space, since
we are focusing solely on local government. We understand that cities have a unique need in
analysing social media and other resident inputs, and have built our capabilities to fit this
unique use case. We do that by aggregating the data in a dashboard that visualizes millions
of conversations by city department and by geographical area, and by sharing a
mobile-first alerting system providing relevant alerts to each stakeholder in real time and
over time. All of this is possible based on robust AI developed especially for tracking
resident input for cities.
Those are the reasons our platform has been selected by hundreds of cities to track social
media, collect representative community input, engage with residents, and power their
decision making based on it. The following will describe how our platform works and what
are the features included in it.
The Zencity core citizen AI platform, is a SaaS-based tool which collects and digests data
from various citizen data sources, including social media platforms (Twitter, Facebook,
Designated Hashtags, Instagram and more), city hotlines (311), and additional sources such
as online sources and the option for feedback e-mails, and generates ongoing insights from
them using Zencity’s core AI capabilities. The platform highlights sentiment, topics, trends
and anomalies in each data set and in the data as a whole - both over time and in real-time.
Zencity analyzes conversations using multiple tailor made AI analysis algorithms, and
displays the data in a dashboard, and produces alerts and reports to stakeholders based on
the data.
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Approach to Achieving Project Goals and Objectives
Zencity’s 360 civic engagement and community insights platform has been specifically
recommended for the City of Denton staff and leadership because it is purpose-built for
municipal governments to drive inclusive, equitable, and data-informed public
engagement. With adoption across over 400 local governments globally Zencity offers a
proven, scalable solution that directly aligns with the City’s objectives to enhance trust,
increase civic participation, and ensure decision-making reflects the needs of all
residents.
Recommended Solution Overview: Zencity is recommending a multidual-platform
solution featuring four capabilities:
1. Zencity Organic
2. Zencity Community Survey (Public Sentiment Measurement and Monitoring),
3. Zencity Engage,
4. Zencity Customer Experience Survey.
I. Zencity Organic
With the power of AI and automation, easily recognize emerging trends and get a bird’s eye
view on public sentiment around services and initiatives by analyzing the publicly available,
anonymized discourse happening online. By mapping, tracking and measuring resident
sentiment and news mentions over time you are able to understand how residents feel
towards the City’s initiatives as well as help staff save time on ongoing communication
tasks. This powerful tool allows you to identify opportunities to communicate proactively,
and allocate the right resources early.
Our platform enables users to monitor discourse and sentiment about services at large as
well as about specific topics over any given period of time – focusing attention and saving
time. The team will have access to an unlimited number of “projects”. Projects can cover a
variety of topic areas including:
○ Crisis Response issues (e.g. protests, public safety issues, floods /
hurricanes)
○ Strategic Initiatives (e.g. homelessness, budget, development projects)
○ Communications strategy and operation (i.e. to analyze resident feedback to
various communication methods / channels).
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Key Features:
● Real-time Monitoring: Zencity Organic offers continuous tracking of conversations
across major social and news media platforms, ensuring that local governments are
always informed about community sentiments and emerging issues. This feature
allows for the aggregation of data from multiple sources in real-time, providing a
dynamic and up-to-date picture of public opinion. By keeping a constant pulse on
what residents are discussing online, local officials can quickly identify and respond
to concerns, enhancing their ability to stay connected with the community's
evolving needs.
● Sentiment Analysis: Utilizing advanced AI-driven tools, Zencity Organic analyzes
the emotional tone of public discourse. This sentiment analysis goes beyond merely
cataloging positive or negative comments; it delves into the subtleties of
community mood, identifying underlying feelings such as frustration, optimism, or
concern. These insights enable local governments to understand not just what
issues are being discussed, but how the community feels about them, providing a
richer context for decision-making and strategic planning.
● Trend Identification: Zencity Organic excels in identifying and highlighting
emerging trends and issues within the community. By analyzing data patterns and
tracking the frequency of topics, the platform can pinpoint new and significant
trends early on. This allows local governments to take proactive measures,
addressing potential problems before they escalate and seizing opportunities to
engage with the community on pertinent issues, thereby staying ahead of the curve
in public discourse.
● Customizable and Unlimited Project Dashboards: The platform features
user-friendly and customizable dashboards that allow officials to aggregate all
relevant anonymized discourse taking place on publicly available channels,
including the ability to alert staff when anomalies are detected in your discourse on
key issues. The Project provides visualization of data in a way that is most relevant to
the individual’s specific needs. These dashboards can be tailored to display key
metrics, trends, and insights, providing a clear and concise overview of public
sentiment and engagement. This customization enhances data-driven
decision-making by making complex data more accessible and easier to interpret
for various stakeholders within the government.
● Automated Anomaly Highlights: Zencity Organic features a smart, AI-driven lens
into emerging community trends with automatically updated highlights that
immediately surface significant shifts in conversation from social media, news
media, 311 tickets and more- saving the hassle of pouring through thousands of data
points to identify something noteworthy. When a sharp increase in mentions of
recycling, or a sudden spike of negative sentiment regarding leadership occurs,
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you’ll see an alert at the top of your dashboard and/or email notifications for alerts
right to your inbox.
● Geo-Spatial Analysis: The platform includes geo-spatial analysis capabilities,
which provide insights into where conversations are happening within the
jurisdiction. This feature allows local governments to understand geographic trends
in public discourse, helping them to allocate resources more effectively and
engage with specific areas or neighborhoods that may require more attention. By
mapping out the locations of key discussions, officials can target their responses
and initiatives more precisely.
● Engagement Metrics: Zencity Organic tracks the effectiveness of communications
and engagement strategies by monitoring various metrics such as reach,
engagement rate, and public response. These metrics provide valuable feedback
on how well the government's messages are being received and whether they are
resonating with the community. By analyzing these engagement metrics, local
governments can refine their communication strategies to improve outreach and
connection with residents.
● Integration with Existing Systems: Zencity Organic seamlessly integrates with
other tools and systems used by local governments, ensuring a streamlined
workflow. This integration capability means that data from Zencity Organic can be
easily combined with information from other platforms, enhancing overall data
analysis and operational efficiency. By working within the existing technological
ecosystem of local governments, Zencity Organic facilitates a smoother adoption
and maximizes the utility of the platform.
● Full Integration of Data Sources: Understand the relevant conversations residents
are having across publicly available sources, including social and digital media
channels. Included in the Denton’s package best-in-class coverage of social
media, online news, CRM (Veerant) and publicly available outlets:
● Unlimited coverage of official sources and unofficial sources
● Smart anomaly alerts
● Scheduled custom email digests
● Custom dashboards and reports
● Automated reporting
● Tailored analyst Insights
● Publishing and social media management
● Multiple accounts & channels
● Social media analytics
● AI-generated content
● Publishing: Our platform allows to post to all official government social media
channels and generate pitch-perfect press releases in seconds, so you can get your
message out to the community in less time. Zencity’s ChatPT enabled toolbox
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allows to manage outbound engagement on all social media platforms, including
Nextdoor, and saves time with content creation by infusing AI into the process.
■ Manage multiple accounts & channels - post on all accounts,
including nextdoor, and use key features like scheduling, approval
flows and more to save valuable time.
■ In depth Social media analytics - to track and report on the success
and impact of your work.
■ AI-generated content - use our built in ChatGPT engines to create
content for press releases or social posts, trained on the best
examples out there.
● Automated Reporting: Zencity Organic generates comprehensive and automated
reports that summarize key findings from the collected data. These reports provide
actionable insights and support informed decision-making and strategic planning.
By automating the reporting process, the platform saves time and resources for
local governments, ensuring that they have regular and detailed updates on
community sentiment and emerging issues without the need for manual data
compilation.
● DIY Reporting: Zencity Organic is also a powerful builder for tailor reports allowing
you to keep elected officials and other stakeholders in the know with
easy-to-generate, customizable reports that draw data from your dashboard.
These reports include:
■ Templates for recurring reports that are fully customizable,
automatically generated at the cadence of choice, and sent to
selected city staff and leadership
■ Automatically-scheduled reports that all users in the city are eligible
to customize, build and schedule
■ Cross-platform data that allows you to identify and share trends
across the Zencity data sets beyond just Organic social and news
media data, but also includes any survey data from Zencity.
● Custom Digests and Media Mentions: Zencity offers a range of preset and custom
email digest and alert options, to bring the information that’s most valuable to you
from your dashboard right to your inbox or push notifications. This includes city
summaries, top projects summaries, media mentions in the news roundups and
custom topic digests all at a cadence of your choice.
● Insights: Zencity Insights are one of the cornerstones of Zencity’s platform. Written
by our team of analysts, they are short briefs that summarize key findings in your
community’s data, so you can save time getting to the bottom of what the numbers
are showing. Part of being a Zencity client means receiving insights that are
personalized to your community on a regular basis; you can also request insights on
an as-needed basis, usually for a timely issue.
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Data Privacy and Security: Ensuring compliance with data privacy regulations, Zencity
Organic employs robust security measures to protect sensitive information. The platform is
designed with strong data encryption, secure data storage, and regular security audits to
safeguard the information collected and analyzed. This commitment to data privacy and
security helps build trust with the community, assuring residents that their personal
information is handled with the highest standards of care.
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II. Zencity Community Survey
(Public Sentiment Measurement & Monitoring at a Representative Level)
Zencity Community Survey is a powerful tool designed to empower local governments with
the ability to measure, monitor and identify valuable insights into the needs, priorities, and
sentiments of their communities. In response to the increasing demand for data-driven
decision-making and community engagement, Zencity offers a comprehensive solution
that goes beyond traditional survey methods to deliver actionable insights that drive
positive change.
Hear from more residents and solicit input from a broad cross-section of the community
with digital benchmarking surveys designed by data scientists to be accessible,
demographically representative of your community, and statistically sound. These
benchmarking tools help municipalities continuously measure resident priorities and
satisfaction.
Compared to traditional survey methods conducted offline via mail and phone interviews
to a random sample of residents, Zencity’s surveys are designed, deployed, and analyzed
for you, and are:
○ Digitally distributed via targeted ads to reach a representative sample
(based on Census data), meeting Denton residents ‘where they are’;
○ Encompass multiple target languages;
○ Include concise, user-friendly questionnaires to lower barriers to
completion;
○ Are displayed via a dashboard that can be filtered by demographic
categories such as age, gender, geography within the city, and a live view of
responses to open-ended questions
Zencity currently surveys the Denton community on an annual basis, generating a summary
and comprehensive report that is representative and demographically representative
based on the latest Census data. This takes into account: race, age, sex, education, income
level, language.
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Importantly, these surveys can be geographically segmented into areas of Denton as
chosen by the City (e.g. neighborhood, block, district, etc.), and the questionnaire can be
amended as priorities evolve.
For maximum transparency and trust-building, this data can easily be published on the
City’s website via API or embedment.
Zencity Surveys aim to address the main challenges that cause traditional government
surveying to be inefficient and ineffective including:
○ Full service distribution
○ Always on 24/7 dashboard
○ Compiled and representative on a monthly, quarterly or ‘one time’
○ Unlimited translations of questions
○ Customized questionnaire
○ Analysis of open ended responses
○ Designed reports that are digestible by stakeholders
Community Survey Methodology:
In the subsequent sections, we present Zencity’s comprehensive methodology designed
to deliver high-quality outcomes for your project. Our approach encompasses detailed
tasks spanning survey development, meticulous data collection, robust analysis, and
insightful reporting.
● Survey Development and Administration: Collaborating closely with Denton,
Zencity will orchestrate the development and administration of a sophisticated
online survey aimed at capturing community sentiment on the key issues pertinent
to your residents. The Community Survey will be meticulously crafted to align with
Denton's priorities and conducted according to a schedule tailored to Denton’s
preferences.
● Live Survey Dashboard: Throughout the survey period, Denton will have access to
an always viewable, dynamic live dashboard, providing real-time insights into survey
responses. This dashboard offers a comprehensive view of survey results, allowing
Denton to drill down into specific demographics and geographic regions,
facilitating nuanced analysis and decision-making.
● Representativeness: To ensure inclusivity and representativeness, Zencity employs
proven data collection methodologies that transcend traditional barriers. We
leverage targeted advertisement strategies to engage with traditionally
hard-to-reach demographics, including younger residents, individuals from diverse
cultural backgrounds, and non-English speaking populations.
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● Strategic Partnership and Support: By partnering with Zencity, Denton gains a
strategic ally dedicated to deciphering public perception and driving
data-informed decision-making. Our team will equip Denton staff with the
necessary tools to effectively analyze survey data, enabling them to measure the
efficacy of existing strategies and delve into the underlying factors influencing
community sentiment.
● Dedicated Customer Support with Customer Success Manager: Throughout the
project lifecycle, Denton will benefit from dedicated support from a designated
local government success manager, ensuring seamless communication and
assistance. Our survey and engagement experts will be readily available to address
any queries or concerns, providing comprehensive support every step of the way.
Survey Scope and Design:
Zencity will collaborate closely with Denton to develop a comprehensive survey
encompassing a wide range of crucial topics vital to understanding community sentiment.
These topics include resident satisfaction, economic development, public safety,
amenities, quality of life, and communication channels. The survey will be meticulously
crafted to engage Denton's residents aged 18 and above, leveraging targeted
advertisement methodologies to ensure broad participation.
Our survey development process will be iterative, involving close collaboration between
Zencity and Denton to ensure that the questionnaires are tailored to the specific needs and
characteristics of Denton's community. Zencity's survey experts will draft, revise, and
obtain feedback fromD enton's project team to ensure that the survey questions are
appropriate and applicable to Denton’s services, stakeholders, and business community.
We anticipate 2−3 iterations of survey review before gaining approval from Denton for
publication.
Zencity is committed to measuring changes in sentiment over time in core metrics. As such,
we will retain some survey question content across cycles while also incorporating
additional content and new information as Denton’s project team's understanding of local
sentiment evolves.
Drawing on our extensive experience conducting Community Surveys in numerous
communities across the United States, Zencity offers a flexible data collection mechanism
that can report data on a semi-annual or even quarterly basis. The survey content includes a
"base" section covering overall quality of life, satisfaction with services provided, and
community characteristics and sentiments.
Additionally, Zencity provides space for up to five custom questions that can be modified
once per cycle (bi-annually or annually). This flexibility allows us to gauge and measure
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community satisfaction on main ballot initiatives and other specific topics relevant to
Denton.
Zencity will oversee the launch of data collection and monitor responses closely. We
recommend a regular cadence for the Community Survey to allow Denton to gain insights
into how community sentiments are evolving over time.
Data Collection Methods:
Surveying a population poses challenges as participation rates may decline with increased
survey frequency (Groves et al., 2009). To address this, we advocate for a balanced
approach, prioritizing a sufficiently large sample size while addressing participation
concerns. We target approximately 600 respondents annually to achieve statistical
reliability. Given the nature of our non probability survey, data collection continues until we
secure a representative sample of this size, ensuring robust insights.
Traditional probability-based surveys, while established, exhibit limitations such as
coverage and nonresponse errors (Baker et al., 2013; Elliott & Valiant, 2017). These errors
may exclude mobile residents or individuals without fixed addresses, skewing survey
outcomes. Consequently, we employ advanced techniques to collect statistically sound
data from Denton's residents using non-probability-based methods.
Digital outreach forms the cornerstone of our data collection strategy, capitalizing on the
widespread use of digital devices and internet access. Through targeted ads on social
media, mobile apps, and online panels, we engage residents across diverse
demographics, amplifying community voices often overlooked in traditional surveys.
Our advertisements maintain neutrality, refraining from biasing respondents towards
specific survey topics. Instead, we present a general message such as "We have an
important new study for Denton residents," allowing respondents to engage with survey
content impartially.
This digital distribution method leverages the internet's ubiquity, serving as a modern
"public square" for gathering diverse perspectives (Pew Research Center, 2021). With 93%
of US adults using the internet, this approach ensures broad representation across various
demographic groups and community types.
To verify residency, we employ multiple validation methods. Before data collection, social
media platform metadata, panel providers, and mobile app vendors help identify likely
residents of Denton. During surveys, respondents are explicitly asked about their residency
status and zip code. Responses failing to meet residency criteria are promptly excluded
from analysis, safeguarding data integrity and accuracy.
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Engaging Underrepresented Populations
At Zencity, we understand the importance of engaging underrepresented segments of the
population to ensure that our local government partners can make informed decisions that
truly reflect the needs and aspirations of the community. Leveraging our expertise in
community engagement, we develop tailored strategies to connect with historically
marginalized groups within Denton's population, including the non-English-speaking
community, local stakeholders, residents aged 18 to 34, and those residing in multi-family
dwellings.
● Engagement with Non-English Speaking Populations:To engage effectively with
Denton's non-English-speaking residents, we employ customized strategies to
promote inclusivity and facilitate clear communication:
○ Language Accessibility: Our surveys offer language options such as English,
Spanish, and other languages at no extra charge to ensure accessibility for all
residents. Survey questions are presented in the default language supported
by the respondent's device assuming the survey is translated in that
language, and advertisements inviting participation may be displayed in
multiple languages.
○ Targeted Distribution: We target based on zipcodes within Denton’s
community.
● Translations: Zencity provides unlimited translations for languages spoken by at
least 5% of the population, accommodating diverse linguistic needs. We currently
support the following languages, but Zencity can add other languages upon
request:
● Engagement with Young Adults (Ages 18−34): Zencity employs various methods to
reach underrepresented young adults for the Community Survey, including targeted
campaigns on social media, mobile app ad networks, websites, and survey panels.
Through our experience, we've found that mobile app ad networks and survey
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panels are particularly effective in reaching younger residents compared to
traditional social media platforms. By utilizing these targeted strategies, Zencity
ensures that historically underrepresented segments of Denton's population are
not only informed about the survey but also feel empowered to participate and
provide their valuable feedback.
Data Processing
● Removing Ineligible Respondents. The first step in this process is the removal of
ineligible responses, including respondents who report being under 18, those who
fail to provide any demographic information, and those who fail to report a valid
zipcode.
● Rake Weighting. After the ineligible responses have been removed, Zencity
employs an industry-standard statistical technique called rake weighting (also
known as "rim weighting" or "iterative proportional fitting"). This technique assigns a
unique weight to each respondent based on their demographic characteristics
(age, gender, and race). This process ensures that the distribution of these
characteristics in the final weighted sample aligns with the community's overall
demographics to ensure a stronger representation of the whole community.
Reporting
After each cycle of the survey, Zencity ensures the delivery of comprehensive and insightful
reporting to Denton. This reporting is meticulously crafted by our dedicated team of survey
researchers and data analysts, who possess expertise in extracting actionable insights
from complex datasets.
The report goes beyond merely presenting raw data; it delves into the underlying trends
and patterns observed within the collected information. By analyzing the data through the
lens of demographics and geography, we provide Denton with a nuanced understanding
of how different segments of the population and geographical areas contribute to the
overall sentiment and perceptions captured in the survey.
Specifically, the report elucidates the
correlations between demographic factors
such as age, gender, income level, and
educational background with the responses
received. Furthermore, it explores how the
geographic distribution of respondents
across different neighborhoods or districts
within Denton may influence the reported
sentiments and opinions.
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One of the key strengths of our reporting is its adaptability and flexibility to suit Denton's
needs. Whether Denton prefers a detailed written analysis, interactive data visualizations,
or a dynamic presentation format, we can tailor the report to align with their preferences
and requirements. Additionally, our team is equipped to present the findings directly to
Denton;s Council members, offering valuable insights and recommendations to inform
strategic decision-making processes.
The presentation of the report is conducted virtually via Zoom, presented by a Survey
Analyst from the Zencity Survey Team and joined by the city’s Customer Success Manager
and Account Manager.
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III. Zencity Engage
Zencity Engage is a dynamic platform designed to support a wide range of public
engagement activities, offering a suite of powerful features to ensure seamless and
effective community interaction. A collaborative portal for public conversations, Zencity
Engage enables Denton stakeholders to foster meaningful dialogue, and understand the
community you serve while lowering barriers to participation for city staff and residents.
The digital, multilingual engagement tool is designed to make public consultations
accessible and meaningful and can also be used for internal surveying purposes (e.g.
employee surveys).
The platform provides robust survey capabilities, including skip logic and logic branching,
map-based feedback, idea boards, open and closed-ended questions, and participatory
budgeting, allowing for dynamic, personalized experiences tailored to residents previous
answers. Additionally, Zencity Engage supports the integration of multimedia elements like
images and videos within surveys, enhancing clarity and engagement. It also includes full
accessibility per AODA standards and is optimized for use across devices.
The platform prioritizes privacy, offering the ability to create fully anonymous surveys by
default, ensuring no personally identifiable information is collected unless explicitly
requested. This helps foster trust with respondents while enabling valuable insights to be
gathered through both mandatory and non-mandatory questions. Zencity Engage also
allows for cloning past surveys, reusing questions, and leveraging a built-in question bank
to save time and maintain consistency.
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For geospatial engagement, Zencity Engage excels with its mapping tools, enabling City
staff to add multiple layers to maps, upload geospatial files, and draw boundaries.
Participants can drop pins, add comments, and interact with project renderings or draft
designs, allowing for precise location-based feedback. All map-based feedback can be
exported in CSV format for further analysis.
City staff have full control over user access, with the ability to create unlimited admin
accounts, manage user permissions, and configure automatic notifications. The platform
supports external third-party collaborators at no additional cost, making it ideal for
large-scale, multi-stakeholder projects. With a flexible, user-friendly interface, Zencity
Engage enables easy content creation, from simple updates to complex engagement
activities, with drag-and-drop functionality and customizable templates.
Zencity Engage also boasts comprehensive data analysis and reporting features. It
provides real-time dashboards, crosstabs for detailed analysis, sentiment analysis for
textual data, and a variety of visualizations to help City staff understand engagement
results. Reports can be customized and exported in multiple formats, ensuring accessibility
and integration with other City systems.
Compliance with legal standards is a priority, with the platform ensuring full adherence to
privacy and anti-spam regulations. Participants can easily opt in or out of notifications, and
all actions are recorded for accountability.
Overall, Zencity Engage offers a comprehensive, scalable solution for City staff to engage
with the public effectively, manage large volumes of data, and make informed decisions,
all while ensuring compliance, transparency, and ease of use.
● Tailored and Inclusive Engagement: Zencity Engage offers local governments
easy-to-use survey tools to gather feedback directly from residents on various
issues, distributing these surveys via multiple channels such as social media, email,
and community websites to ensure broad reach and participation. The platform also
integrates multiple communication channels, including social media, email, and web
portals, enabling local governments to connect with citizens through their preferred
methods and increasing the likelihood of engagement and feedback. Local
governments can create and manage customized engagement campaigns tailored
to specific issues or projects, incorporating targeted outreach, special surveys, and
focused communication efforts to maximize engagement on key topics. Zencity
Engage supports multilingual surveys and communications, ensuring full
participation from non-English speaking residents. Additionally, the platform offers
accessibility features to accommodate residents with disabilities, promoting
inclusive participation.
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● Branding: Zencity Engage is fully branded to Denton’s needs, incorporating the
images, colors and text that speaks specifically to Denton’s unique community. It
will allow you to build specific projects for your residents where they can visit a
portal, learn about your work, and submit feedback relating their sentiment. Many of
our clients use Engage to foster participatory budgeting conversations or allow
residents to provide feedback on housing or parks projects.
● Ease of Use: Building projects on Engage is simple, and analysis of any engagement
effort is completed automatically within the platform–there is no need to export
Excel spreadsheets – which allows you to understand results in record time, with
machine learning for text analysis, and cross-tabbing for quantitative responses.
● Unlimited Projects: Ultimately, Denton has access to an unlimited number of
projects, which allows you to create living, breathing project pages that targeted
residents can use to:
○ Understand Agency programming (justification, timeline, impacts);
○ Sign up for updates / notifications;
○ Provide direct, in-depth feedback on initiatives; and
○ Collaborate with other residents (overseen by AI moderation).
Reporting
Zencity Engage offers advanced reporting capabilities that elevate the user experience
and provide deeper insights into community engagement. These features include:
● Extended Filtering and Compare Functionality: Users can leverage extended
filtering and compare tools to refine data sets and uncover new insights. This
functionality allows for detailed analysis by limiting or cross-tabulating quantitative
data sets, enabling users to identify trends and patterns more effectively.
● Web-based and PDF Reports: Zencity Engage provides both web-based and PDF
reports for convenient access and sharing of insights. Users can easily generate and
customize reports to suit their specific needs, ensuring seamless communication of
findings to stakeholders.
● Translated CSV Exports: Exporting results into a CSV file is made easy with Zencity
Engage, facilitating further analysis in tools like Excel or SPSS. Additionally, the
platform offers translated CSV exports, allowing users to work with data in multiple
languages for enhanced accessibility and inclusivity.
● Integration with Analytics Platforms: Zencity Engage seamlessly integrates with
popular analytics platforms such as Google Analytics and Facebook Pixel. This
integration enables users to gather comprehensive cross-platform insights,
enriching their understanding of participant behavior and engagement across
different channels.
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● Participant Metadata Management: Zencity Engage captures participant
metadata and ensures result accuracy by de-duplicating results based on IP
Address and Digital Fingerprint. This ensures that data integrity is maintained,
providing users with reliable and trustworthy insights.
● Visual Data Representation: Utilizing customizable charts and visualizations,
Zencity Engage allows users to present quantitative data in an aesthetically pleasing
manner. This enhances the readability and impact of reports, making it easier for
stakeholders to grasp key findings at a glance.
● Text Analysis and Heat Maps: The platform employs embedded text-analysis tools
to unveil common themes within qualitative responses. Additionally, users can gain
insights from heat maps and comment reports generated from map and image
pin-drop questions, providing a deeper understanding of community sentiment
and preferences.
● Effortless Report Publishing: Users can easily share results with participants by
publishing reports with just a single click. This streamlines the dissemination of
findings, fostering transparency and accountability in community engagement
efforts.
Accessibility
Zencity Engage is fully compliant with Section 508 / ADA standards, ensuring accessibility
for users with visual impairments and other disabilities. Our platform undergoes rigorous
testing to guarantee seamless navigation for screen reader users and keyboard-only
operation. Furthermore, Zencity Engage provides color contrast notifications to align with
WCAG 2.1 AA guidelines, promoting accessibility for all users. Additionally, our platform
employs caching mechanisms, local storage, and image optimization to minimize page
load times, enhancing the experience for participants, including those using older
browsers or slower internet connections.
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IV. Zencity Customer Experience Survey
In addition to the representative Community Survey, Zencity Customer Experience Surveys
help cities improve community services with continuous resident satisfaction polls that
deliver clear, ongoing feedback and enable data-driven performance recommendations.
Experience Surveys explore customer experience (CX) by gathering feedback from
individuals who interact with various service providers. Organizations typically use them to
determine how well they are performing and where they need to improve. This feedback is
crucial for assessing and enhancing service quality. In local government, agencies use the
feedback to assess service performance, monitor staff interactions, and analyze
suggestions for improvement.
Experience surveys are key to understanding the efficacy and quality of services provided.
They help to:
● Gauge Customer Satisfaction: By collecting feedback directly from the individuals
who receive services, you can measure satisfaction levels.
● Identify Areas for Improvement: Feedback highlights specific areas where services
may be lacking and need enhancement.
● Enhance Accountability: Regular surveys ensure that service providers remain
accountable for the quality of their interactions.
● Inform Policy and Decision-Making: Survey data can inform broader policy
decisions and strategic planning.
Enable residents to provide feedback on City services immediately following an
interaction:
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● Accessible feedback channels: Our short questionnaire has been purposely
crafted to remove common barriers to participation—like time and language—so
more resident groups can easily take part
● Smart Distribution: The distribution mechanism is adjusted to your needs to make
sure that each service you provide is followed by the right questionnaire, delivered
at the right time and place.
● Always-on Dashboard: See results update as more submissions come in and
access a live feed of open-ended responses that are automatically analyzed and
classified.
● Reporting:
Survey Process: Whenever a resident (Actor) interacts with the city’s 311 (Service Provider),
it involves receiving a specific service (Service Type) and, often but not always, engaging
with a staff member (Staff). We refer to this occurrence as the Interaction. Typically, a
record of this interaction is created (Case Record). Interactions can vary in duration:
● Short-term Interactions: These last only a few minutes (e.g., a traffic stop).
● Long-term Interactions can extend over months (e.g., a 311 public works request).
When an interaction is completed (resolved), the service provider can issue an Experience
Survey to the actor. This survey allows the actor to evaluate the specific interaction and the
service provider in general:
● Notification: The actor receives a notification requesting they complete a survey.
The notification timeframe varies depending on your preference. Notifications are
sent through SMS and Email.
● Submission: If the actor chooses to participate, their responses are recorded as a
survey submission.
Data Integration and Analysis
Experience survey integration involves integrating your case record management system (
CRM, CAD/RMS, or any other organizational system) with Zencity’s survey platform. The
integration process is done once, enabling a seamless survey distribution process. There
are various ways to integrate the case record data:
● API Integrations: APIs (Application Programming Interfaces) enable data to be sent
and received between the survey platform and other software, automating the
survey distribution and data collection process.
● Webhooks: Webhooks are automated messages sent from one system to another
when a specific event occurs. For example, when a survey is completed, a webhook
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can trigger an action in another system, such as updating a customer's profile in a
CRM.
● Embedding Surveys: Experience Surveys can be embedded into emails, websites,
or apps using HTML or JavaScript. This allows for seamless integration where users
can fill out surveys without leaving the platform they are currently using.
● Data Export/Import: Some integrations involve exporting data in formats like CSV
or Excel and then importing it into another system. This can be done manually or
automated through scheduled data transfers.
● Custom Integrations: In cases where pre-built integrations are unavailable, custom
integrations can be developed. This involves using APIs and webhooks to create
tailored solutions that meet specific business needs. Zencity’s technical team will
make sure to find the optimal custom solution in partnership with your technical
representatives.
Once an integration is set up, Zencity processes the data from both the case record and
the survey submission and presents an analysis of the responses on a live dashboard. This
dashboard offers a comprehensive analysis of resident feedback, categorized by “service
type” and other criteria, focusing on subjective experience through a standardized
question set. Questions are assigned with Key Performance Indicators (KPIs). The standard
version uses the following KPIs:
1. Overall Performance
2. Service Performance
3. Staff Performance
4. Reliability Rating
Reporting
With Zencity Reporting for Experience Surveys,
individuals can subscribe to report cadences of
their choice updating on scores, changes and
notable comments from residents broken down
by services. Additionally, automated weekly
email digest are available with weekly
performance reports that are clean, branded
summaries showing key metrics and trends. The
digest covers weekly response counts and
performance scores vs. year-to-date
comparisons.
What's included:
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● Weekly response volumes
● Performance scores with year-to-date comparisons
● Key aspects like Interaction, and Reliability scores
4. Onboarding, Training, and Ongoing Success Support
Customized Onboarding Plan
Our onboarding process is led by a dedicated Customer Success Manager (CSM) and
tailored to meet the City of Denton’s specific goals and workflows. This ensures a seamless
platform configuration, knowledge transfer, and immediate alignment with the City’s
engagement priorities.
As partners of the City of Denton since 2024, the Zecity Organic Dashboard is already up
and running, collecting live public feedback from residents which reduces any
implementation or set up time for launching. The Zencity Annual Community Survey already
completed its first cycle in April 2025, so future surveys will provide over time comparative
data and a smooth launch since GIS .shp file for city Districts and language preferences
have already been determined.
Structured Timeline and Training Milestones
For the continued and ongoing training and support for Zencity Organic and Zencity Annual
Community Survey and the launch of Zencity Engage and Experience Surveys, we propose
a phased onboarding and training schedule over 12 weeks, including live sessions,
hands-on learning, and check-ins to ensure adoption and impact:
The timeframe is flexible giving the ongoing collaboration, existing integrations, and can be
adapted according to the City of Denton’s needs.
● Week 1: Kick-off Meeting – Introduction of teams, newly added Zencity Products,
project goals, success metrics, and onboarding roadmap.
● Week 2–3: Platform Configuration –
○ Zencity Organic: already configured
○ Zencity Annual Community Survey: already configured, will revisit 2 months
prior to launching the 2025 survey
○ Zencity Engage: configure branding set up and customize landing page,
guided setup of admin tools, data integration, and permission settings.
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○ Zencity Experience Survey: identify potential integration set up with City of
Denton’s Veerant 311. Will need to configure for which city services the
experience survey is relevant for as well as distribution method (i.e. SMS,
email, QR code)
● Week 5: Admin Training – In-depth training for system administrators on managing
users, content, and dashboards for each respective tool.
● Week 7: End-User Training – Role-based training on functional use, including
analytics, map tools, and survey deployment.
Training Plan:
○ Delivered through regular meetings with the Zencity onboarding team
○ Covers key aspects of Engage setup and usage, as well as refresher for
Organic for new and existing users
○ Consultation with your CSM to plan your next Annual Community Survey
launch
○ Option to supplement with interactive training, learning center, and open
training sessions (choose what works best for you)
○ Wrap-up meeting at conclusion of training
○ In addition to your CSM, online interactive and self-paced training for
Zencity’s tools are available within the platform, always-on.
● Week 10: Advanced Use & Strategy – Deep dive into reporting, accessibility tools,
segmentation, and engagement strategy.
● Week 12: Optimization & Review – Final wrap-up session to review platform
performance, gather feedback, and refine strategy for ongoing use.
Supplemental Resources
● Self-paced video tutorials and guided walkthroughs
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● User manuals tailored to City workflows
● Full access to the Zencity Knowledge Hub
● Live webinars for new features and use cases
Ongoing Customer Success Check-ins
To meet the City of Denton’s requirement for regular success tracking, we will hold monthly
success check-ins with your CSM to:
● Monitor platform usage and impact
● Review engagement results
● Discuss upcoming initiatives and how the platform can support them
● Provide recommendations and share best practices from peer cities
These check-ins ensure continuous alignment with the City’s goals, facilitate strategic
support, and drive long-term value from the Zencity platform.
5. Proposed Cost
Total All-Inclusive Yearly Cost: $89,820
This total includes all services, features, and support outlined in our RFP response. There
are no hidden fees or additional charges. All services will be delivered in accordance with
the agreed timeline and scope of work.
Line DESCRIPTION Year 1
Year 2
Year 3
Year 4
Year 5
Supplier Notes
Combined Community Engagement and Community Sentiment Software
1 Social Media
Management $24,000 $24,000 $24,000 $24,000 $24,000 This refers to the Zencity Organic Product, and is the same rate locked-in for the city’s current scope of
services.
2 Public
Sentiment
Measurement
and Monitoring
$25,820 $25,820 $25,820 $25,820 $25,820 This refers to the Annual
Zencity Community Survey
product as well as Zencity Organic, and is the same rate locked-in for the city’s current scope of services.
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3 Interactive
Community
Engagement Platform
$30,000 $30,000 $30,000 $30,000 $30,000 This refers to the Zencity
Engage Product.
4 Customer
Experience
Surveys
Included Included Included Included Included This refers to the Customer
Experience Surveys. While
not explicitly referred to in
the RFP Zencity does have an Experience Survey Product that has been detailed in the
RFP.
5 Media Mention
Aggregation
and Reporting
Included Included Included Included Included This is part of the Zencity
Organic Product, and
therefore no added cost beyond the "Social Media Management" line item
TOTAL $79,820 $79,820 $79,820 $79,820 $79,820
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CONFLICT OF INTEREST QUESTIONNAIRE
CONFLICT OF INTEREST QUESTIONNAIRE - FORM CIQ
For vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.
This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as
defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local government entity not later than the 7th business day after
the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a
misdemeanor.
1 Name of vendor who has a business relationship with local governmental entity.
Zencity Technologies US Inc.
2
Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date
on which you became aware that the originally filed questionnaire was incomplete or inaccurate.)
3 Name of local government officer about whom the information in this section is being disclosed.
No conflict of interest
Name of Officer
This section, (item 3 including subparts A, B, C & D), must be completed for each officer with whom the vendor has an employment or other business relationship
as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the vendor?
Yes No
B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named
in this section AND the taxable income is not received from the local governmental entity?
Yes No
C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an
officer or director, or holds an ownership of one percent or more?
Yes No
D. Describe each employment or business and family relationship with the local government officer named in this section.
4 ✓ I have no Conflict of Interest to disclose.
5
Signature of vendor doing business with the governmental entity Date
Docusign Envelope ID: E8845462-B17C-4A5D-B8B6-B5EC101EF20F
June 23, 2025
Docusign Envelope ID: 6C4C65D1-1F5A-4E4D-82CD-0D9625E5E15D
Exhibit G
Certificate Of Completion
Envelope Id: 6C4C65D1-1F5A-4E4D-82CD-0D9625E5E15D Status: Completed
Subject: Please DocuSign: City Council Contract 8852 -Community Engagement and Community Sentiment Software
Source Envelope:
Document Pages: 79 Signatures: 5 Envelope Originator:
Certificate Pages: 6 Initials: 1 Kayla Clark
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
901B Texas Street
Denton, TX 76209
kayla.clark@cityofdenton.com
IP Address: 198.49.140.104
Record Tracking
Status: Original
8/11/2025 7:59:33 AM
Holder: Kayla Clark
kayla.clark@cityofdenton.com
Location: DocuSign
Signer Events Signature Timestamp
Kayla Clark
kayla.clark@cityofdenton.com
Buyer
City of Denton
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lori.hewell@cityofdenton.com
Purchasing Manager
City of Denton
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Senior Deputy City Attorney
City of Denton
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Eyal Feder
eyal@zencity.io
CEO
Zencity Technologies US inc.
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Dustin Sternbeck
Dustin.Sternbeck@cityofdenton.com
Chief Communications Officer
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Cheyenne Defee
cheyenne.defee@cityofdenton.com
Procurement Administration Supervisor
City of Denton
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Sara Hensley
sara.hensley@cityofdenton.com
City Manager
City of Denton
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Lauren Thoden
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City Secretary
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Cheyenne Defee
cheyenne.defee@cityofdenton.com
Procurement Administration Supervisor
City of Denton
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Legal Secretary
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Electronic Record and Signature Disclosure
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Electronic Record and Signature Disclosure created on: 7/21/2017 1:59:03 PM
Parties agreed to: Eyal Feder, Dustin Sternbeck, Kayla Herrod
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