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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: February 9, 2021 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager, or his designee, to execute a contract with Procore Technologies, Inc. through the North Central Texas Council of Governments (NCTCOG), contract #2020-064 and ratify a contract executed by Purchasing Agent with Calance Software PVT. Ltd. which is the sole provider of these commodities and services, 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, for the purchase and implementation of project management software for the Engineering Department; providing for the expenditure of funds therefor; and providing an effective date (File 7533 – awarded to Procore Technologies, Inc., in the two (2) year not-to-exceed amount of $363,078.00). INFORMATION/BACKGROUND The City of Denton is currently in the process of restructuring its capital project delivery procedures in an effort to effectively carry out the unprecedented volume of capital infrastructure projects on time and on budget in a consistent and predictable manner. To identify the best way to restructure capital project delivery, the City entered into a professional services agreement with Plante Moran in spring 2020 to conduct a comprehensive assessment of Capital Projects’ operational and resource needs. Plante Moran’s assessment was completed in August 2020 and included a recommendation to implement a consistent project management methodology and invest in project management software (Plante Moran's study is included as Exhibit 2). To implement a consistent project management methodology, all Utilities and Capital Projects project managers attended Project Management Training, based on industry best practices and the principles of the Project Management Body of Knowledge. All project managers are expected to obtain Project Management Professional certification within 18-months of attending the training. Additionally, the City staff is coordinating with Freese & Nichols, Inc. to update the City’s Project Management Manual, which will establish the standard methodology for the delivery of all capital projects in the City of Denton. The manual will be finalized in the second quarter of the calendar year 2021, all project managers will receive specific training and have elements of the manual incorporated into their individual performance reviews. The project management software will help City departments and project managers to consistently monitor the scope, schedule, and budget of all City infrastructure projects. Initially, Utilities and Capital Projects will implement the software, with a long-term goal to have the Procore solution serve as the standard project management software for all City of Denton construction projects. With the Procore solution, all project data will be stored and accessible from a central location rather than being stored and updated in different City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com locations. The system will also assist with scheduling, cost control, and budget management, improve internal communication, improve contractor invoice review, and help with general project administration. This contract pricing is provided through the North Central Texas Council of Governments (NCTCOG), Contract #2020-064, and negotiated with the service provider, Procore Technologies, Inc. Pricing obtained through the North Central Texas Council of Governments (NCTCOG) has been competitively bid and meets the statutory requirements of Texas Local Government Code 271.102. PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On July 17, 2018, Council approved the interlocal agreement with the North Central Texas Council of Governments (NCTCOG) (Ordinance 18-1074). RECOMMENDATION Award a contract with Procore Technologies, Inc., for the purchase and implementation of project management software, in a two (2) year not-to-exceed amount of $363,078. PRINCIPAL PLACE OF BUSINESS Procore Technologies, Inc. Carpinteria, CA ESTIMATED SCHEDULE OF PROJECT This is a two (2) year contract. FISCAL INFORMATION These services will be funded from General Government Capital Project Funds. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Plante Moran Study Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Rachel Wood, 940-349-7718. Legal point of contact: Marcella Lunn at 940-349-8333.