Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
CFO: Cassey Ogden
DATE: September 27, 2022
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Signature Automation, LLC, for the jail door
control system for the Police Department; providing for the expenditure of funds therefor; and providing an
effective date (RFP 8034 – awarded to Signature Automation, LLC, for three (3) years, with the option for
two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $189,140.00).
INFORMATION/BACKGROUND
The current door control system operates the jail doors electronically from a control panel inside the jail
control room. Detention Officers must continuously monitor cameras to allow entry into the jail and open
doors within the facility as inmates are moved. Police Officers can electronically open the doors once their
identity is verified. When the system fails, Detention Officers have a manual key system that requires the
Detention Officers to leave the control room and manually open doors.
The door control system is over 20 years old with a 1996 software version. The system is not currently
supported by any vendor. Additionally, the computer that operates the system is from 2007 and cannot be
supported by the Technology Services Department. A failure of this system would create an undue workload
on the staff with potential safety concerns for staff and inmates in cases of emergencies.
Updating the system will provide the jail facility with a reliable and sustainable system by an experienced
vendor to support updates and repairs as the City and jail facility grow. Once the upgrade is completed, the
Technology Services Department will have access to the software which will allow for a backup of the
system and create an additional layer of operational continuity. The update is necessary to avoid future
failures and ensure safety.
Projected Spend
Fiscal Year FY 2021-
22
FY 2022-
23
FY 2023-
24
FY 2025-
26 Total
Software and License $11,736.00 $0.00 $0.00 $0.00 $11,736.00
PLC Controller $4,479.00 $0.00 $0.00 $0.00 $4,479.00
Hardware $2,598.00 $0.00 $0.00 $0.00 $2,598.00
Programming $31,693.00 $0.00 $0.00 $0.00 $31,693.00
Installation $13,730.00 $0.00 $0.00 $0.00 $13,730.00
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Project Management/Engineering $10,590.00 $0.00 $0.00 $0.00 $10,590.00
Training Plan $1,428.00 $0.00 $0.00 $0.00 $1,428.00
Training Manuals $3,900.00 $0.00 $0.00 $0.00 $3,900.00
Admin Training $2,463.00 $0.00 $0.00 $0.00 $2,463.00
User Training $2,463.00 $0.00 $0.00 $0.00 $2,463.00
Lev. 1 Support Training $2,463.00 $0.00 $0.00 $0.00 $2,463.00
Maintenance $10,000.00 $10,000.00 $10,000.00 $10,000.00 $50,000.00
Support $10,000.00 $10,000.00 $10,000.00 $10,000.00 $50,000.00
Service Repair $320.00 $320.00 $320.00 $320.00 $1,600.00
5% Contingency $0 $1,016.00 $1,016.00 $1,016.00 $4,064.00
Total: $107,860.00 $20,320.00 $20,320.00 $20,320.00 $189,140.00
Request for Proposals was sent to 284 prospective suppliers, including 24 Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. Two (2) proposals were received, references were checked, and proposals were
evaluated based upon published criteria including schedule, compliance with specifications, probable
performance, and price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this
evaluation, Signature Automation, LLC was ranked the highest and determined to be the best value for the
City.
NIGP Code Used for Solicitation: 680 – Police and Prison Equipment and
Supplies, 075-Automotive Shop and
Related Equipment and Supplies, &
150-Builders Supplies
Notifications sent for Solicitation sent in IonWave: 284
Number of Suppliers that viewed Solicitation in IonWave: 9
HUB-Historically Underutilized Business Invitations sent out: 29
SBE-Small Business Enterprise Invitations sent out: 126
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with Signature Automation, LLC, for the jail door control system for the Police
Department, in a three (3) year, with the option for two (2) additional one (1) year extensions, in the total
five (5) year not-to-exceed amount of $189,140.
PRINCIPAL PLACE OF BUSINESS
Signature Automation, LLC
Addison, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1)
year periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These products and services will be funded through Jail Door Control System account 100340469.
Requisition #157037 has been entered into the Purchasing software system in the amount of $107,860. The
budgeted amount for this item is $189,140.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: LLC Members
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Tiffany Wei, 940-349-7816.
Legal point of contact: Marcella Lunn at 940-349-8333.