Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: December 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 CivicPlus, LLC, for continued support of the
recreation software used for the Parks and Recreation Department, which is the sole provider of this
software, in accordance with Texas Local Government Code 252.022, which provides that procurement of
commodities and services that are available from one source are exempt from competitive bidding, and if
over $50,000, shall be awarded by the governing body; providing for the expenditure of funds therefor; and
providing an effective date (File 8941 – awarded to CivicPlus, 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 $350,899.73).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Strengthen Community and Quality of Life.
INFORMATION/BACKGROUND
In 2016, the Parks and Recreation Department (PARD) went out for an RFP to replace the recreation
software that had been in use for over 20 years. The contract was awarded to CivicPlus, LLC, which
provides the CivicRec software system. The system holds a catalog of all PARD programs, allowing users
to browse, register, and pay for programs online as well as rent PARD facilities. It also maintains an
organized database of memberships. This contract was renewed in 2020 for an additional five (5) year term.
CivicRec is integrated with the City’s credit card processing system, which eliminates human error in taking
credit card payments. The reports generated by CivicRec are turned into accounting for daily reconciliation,
and program rosters are used by staff. Additionally, the reports are used to analyze registration and revenue
trends. The information is used to evaluate and plan program offerings and develop projections for
budgeting. Currently, CivicRec manages over 48,000 PARD user accounts and processes over $5.5 million
in revenue each year.
Project Description Estimated 5-Year Expenditure
Fiscal Year 2026 $52,499.95
Fiscal Year 2027 64,999.95
Fiscal Year 2028 64,999.95
Fiscal Year 2029 68,249.95
Fiscal Year 2030 68,249.95
Contingency 31,899.98
Total $350,899.73
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Section 252.022 of the Local Government Code provides that procurement of sole source commodities and
services are exempt from competitive bidding, if over $50,000, shall be awarded by the governing body.
RECOMMENDATION
Award a contract with CivicPlus, LLC, for continued support of the recreation software used for the Parks
and Recreation 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 $350,899.73.
PRINCIPAL PLACE OF BUSINESS
CivicPlus, LLC
Manhattan, KS
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 contract begins on November 1, 2025.
FISCAL INFORMATION
These services will be funded from Parks and Recreation operating budget account 401001.7879.
Requisition #173058 has been entered into the Purchasing software system in the amount of $52,499.95.
The budgeted amount for this item is $350,899.73.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Allison Wing, 940-349-8271.
Legal point of contact: Marcella Lunn at 940-349-8333.