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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Christine Taylor DATE: September 16, 2025 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Preferred Technologies, LLC, for Genetec integrated security system services, including software, licenses, new installation, maintenance, repair, and parts inventory of corresponding security and access control hardware for all City buildings for the Facilities Management Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 8858 – awarded to Preferred Technologies, LLC, for one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $2,500,000.00). STRATEGIC ALIGNMENT This action supports Key Focus Area: Enhance Infrastructure and Mobility. INFORMATION/BACKGROUND The City of Denton Facilities Management Department is requesting a service contract. This contract will provide integrated security system services, encompassing a broad range of security solutions. These services will include the installation and maintenance of access control systems, which are crucial for regulating and monitoring entry to various facilities. Additionally, the contract will cover surveillance systems to ensure comprehensive video monitoring and enhance the security infrastructure, as well as intercoms. The objective of this contract is to partner with a professional service provider who can deliver high-quality, reliable, and efficient security solutions. By integrating these systems, the Facilities Management Department aims to create a safer and more secure environment for all city facilities. The selected provider will be responsible for implementing state-of-the-art technologies, ensuring their seamless operation, and providing ongoing support and maintenance to keep the systems functioning optimally. This initiative reflects the City's commitment to leveraging advanced security technologies to protect its assets, employees, and citizens. It underscores the importance of proactive security measures and continuous improvement in safeguarding public facilities. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com Estimated Contract Expenses Category FY24-25 FY25-26 FY26-27 FY 27-28 FY28-29 Total Software & Licenses $180,000 $185,400 $190,962 $196,691 $202,592 $955,645 Installation 185,000 190,550 196,267 202,154 208,219 982,190 Maintenance & Repairs 84,000 $86,520 89,116 91,789 94,543 445,968 Sub Total $449,000 $462,470 $476,344 $490,634 $505,353 $2,383,803 Contingency 116,197 Total: $2,500,000 Request for Proposals was sent to 260 prospective suppliers, including four (4) Denton firms. In addition, specifications were placed on the Procurement website for prospective suppliers to download and advertised in the local newspaper. Four (4) proposals were received, references were checked, and proposals were evaluated based upon published criteria including price, compliance with specifications, and probable performance. Best and Final Offers (BAFO) were requested from the top firm. Based upon this evaluation, Preferred Technologies, LLC was ranked the highest and determined to be the best value for the City. NIGP Code Used for Solicitation: 990 - (Service Only) - Security, Fire, Safety, and Emergency Services (Including Disaster Document Recovery) Notifications sent for Solicitation sent in IonWave: 260 Number of Suppliers that viewed Solicitation in IonWave: 38 HUB-Historically Underutilized Business Invitations sent out: 30 SBE-Small Business Enterprise Invitations sent out: 105 Responses from Solicitation: 4 RECOMMENDATION Award a contract with Preferred Technologies, LLC, for Genetec integrated security system service, including software, licenses, new installation, maintenance, repair, and parts inventory of corresponding security and access control hardware for all City buildings for the Facilities Management Department, in a one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to- exceed amount of $2,500,000. PRINCIPAL PLACE OF BUSINESS Preferred Technologies, LLC Grand Prairie, TX ESTIMATED SCHEDULE OF PROJECT This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These products and services will be funded primarily through the Facilities Maintenance operating account 880200.6545. Requisitions will be entered on an as-needed basis. The budgeted amount for this item is $40,000. The City will only pay for services rendered and is not obligated to pay the full contract amount unless needed. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Pricing Evaluation Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: David Moore, 940-349-7247. Legal point of contact: Marcella Lunn at 940-349-8333.