Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: October 21, 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 AiDash, Inc., for the purchase of an intelligent
vegetation management solution for Denton Municipal Electric; providing for the expenditure of funds
therefor; and providing an effective date (RFQ 8819 – awarded to AiDash, Inc., for one (1) year, with the
option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of
$370,834.00). The Public Utilities Board recommends approval (6 - 0).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
Denton Municipal Electric (DME) operates an aerial transmission and distribution grid that covers the
greater Denton area. Under the guidance of a council-approved Vegetation Management Plan, DME
maintains vegetation in approximately 400 miles of easements. The National Electric Safety Code dictates
minimum clearances between aerial conductors and vegetation. DME utilizes contractors to responsibly
trim vegetation to distances greater than the required minimums. To date, DME has utilized manual methods
to maintain, plan, and budget annual vegetation management efforts. Emerging intelligent technology is
now readily available that utilizes high-definition satellite imagery and artificial intelligence to more
efficiently identify vegetation clearance conflicts. AiDash’s intelligent vegetation management software
will enable DME to remotely monitor all aerial circuits and more efficiently plan and prioritize areas to
trim. The efficiencies gained by utilizing the software will allow DME to better utilize the annual tree
trimming budget.
FY25/26 FY26/27 FY27/28 FY28/29 FY29/30 Total
Implementation $13,722 $13,722
Annual Fee 64,680 64,680 64,680 64,680 64,680 323,400
Contingency 7,840 6,468 6,468 6,468 6,468 33,712
Total $86,242 $71,148 $71,148 $71,148 $71,148 $370,834
Request for Qualifications (RFQ) for professional surveying services was sent to 456 prospective firms for
these services, including eight (8) Denton firms. In addition, the RFQ was placed on the Procurement
website for prospective respondents to download, and advertised in the local newspaper. Two (2) statements
of qualifications (SOQ) were received. The SOQs were evaluated based on published criteria, including
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
delivery/schedule, understanding needs, and probable performance. Based upon this evaluation, the
recommended award is to AiDash, Inc., and is determined to be the most qualified firm for the City.
NIGP Code Used for Solicitation:
209 - Computer Software for Mini and
Mainframe Computers
(Preprogrammed)
Notifications sent for Solicitation sent in IonWave: 456
Number of Suppliers that viewed Solicitation in IonWave: 34
HUB-Historically Underutilized Business Invitations sent out: 66
SBE-Small Business Enterprise Invitations sent out: 160
Responses from Solicitation: 2
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On October 13, 2025, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Approve a contract AiDash, Inc., for an intelligent vegetation management solution for Denton Municipal
Electric, 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 $370,834.
PRINCIPAL PLACE OF BUSINESS
AiDash, Inc.
San Jose, CA
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. This implementation of the solution will begin
approximately two (2) weeks after the council’s approval.
FISCAL INFORMATION
The current annual maintenance expenditure is, and all future expenditures will be budgeted in the DME
Operations and Maintenance operating budget. A requisition will be entered on October 1, 2025 for
$13,722. Requisitions will be entered on an as-needed basis. The budgeted amount of this item is $370,834.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Evaluation Sheet
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Chris Lutrick, 940-349-7152.
Legal point of contact: Marcella Lunn at 940-349-8333.