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HomeMy WebLinkAboutExhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Christine Taylor DATE: October 13, 2026 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 Trimble, Inc., for the purchase of Cityworks licenses, an asset management solution that tracks repairs, inspections, and services of City assets for Water Utilities for the Technology Services 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 $100,000, shall be awarded by the governing body; providing for the expenditure of funds therefor; and providing an effective date (File 9054 – awarded to Trimble, 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 $1,099,000.00). The Public Utilities Board recommends approval (5 - 0). STRATEGIC ALIGNMENT This action supports Key Focus Area: Pursue Organizational Excellence and Collaborative and Respectful Leadership. INFORMATION/BACKGROUND The City of Denton Water Production Department has utilized the Cityworks software since 1997. The Cityworks application is tightly integrated into the City’s GIS Enterprise system to address aging infrastructure, leaks, and the potential for severed mains. Staff can quickly isolate underground leaks, respond faster to main breaks, and prioritize capital improvement spending based on preventative activities, testing, and inspections. The Enterprise License Agreement (ELA) software agreement will include licensing coverage up to current needs and allow for ongoing expansion needs. With this software agreement, the City will receive new add- ons such as improved real-time reporting, streamlined data collection from field staff, enhanced mobile applications for iPad and Android devices, and integrations with other applications. In addition, this includes the upgrade cost for the ELA for existing departments and future additional departments. The updated ELA licenses include: unlimited Office, Local Governments Templates, Storeroom, Equipment Checkout, Contracts, CW Analytics for AMS, CW for Excel, and Mobile Apps for iOS/Android, Respond, Enterprise URL, Operational Insights, Performance Budgeting, and Web Hooks. It includes the use of all AMS Application Programming Interfaces (APIs) with commercially available Cityworks-centric applications that are licensed and maintained by authorized Cityworks partners. Finally, the use of Cityworks (APIs) with third-party system integrations is included. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com It is essential for the City of Denton to keep current maintenance with the software vendor in order to ensure availability of upgrades, software fixes, and access to knowledge and support resources. The Technology Services department could not identify any local vendors that could replace and provide software maintenance for the Cityworks application. Therefore, procuring this maintenance from the above vendor is the best value for the City of Denton. Cityworks Licenses Costs Estimated 5-Year Expenditure Year 1 $156,901.50 Year 2 163,177.56 Year 3 169,704.66 Year 4 176,492.85 Year 5 183,552.56 Contingency for additional support hours/licenses 249,170.87 Total $1,099,000.00 The City will be migrating Drainage, Streets, Traffic, and the Parks Departments to Cityworks software, which is why the Technology Services Department is requesting additional contingency to cover these licenses post-implementation. Section 252.022 of the Local Government Code provides that procurement of sole source commodities and services are exempt from competitive bidding, if over $100,000, shall be awarded by the governing body. PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On October 5, 2026, the Public Utilities Board (PUB) recommended this item to the City Council for consideration. RECOMMENDATION Award with a contract to Trimble, Inc., as a sole source supplier, for the purchase of Cityworks licenses, an asset management solution that tracks repairs, inspections, and services of City assets for Water Utilities for the Technology Services 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 $1,099,000. PRINCIPAL PLACE OF BUSINESS Trimble, Inc. Westminster, CO 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 services will be funded from Water Planning & Engineering account 630004.7803, annual maintenance and licenses renewal. Requisitions will be entered into purchasing software system at the beginning of the fiscal year in the amount of $156,901.50. The remaining amount will be budgeted in future fiscal years to align with the contract terms and expenditures. 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: Michael Deegan, 940-349-7823. Legal point of contact: Leah Bush at 940-349-8333.