Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: May 18, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or their designee, to execute a contract with US Digital Designs, Inc., for the
maintenance and licensing for our emergency response automated fire station alerting (Phoenix G2) system
for the Fire 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; and providing an effective date (File 7635 - awarded to US Digital Designs, 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 $250,000.00).
INFORMATION/BACKGROUND
The Fire Department utilizes an automated emergency response fire station alerting (Phoenix G2) system,
to receive requests from the computer aided dispatch (CAD) system, which reformats the message then
transmits it to remote controllers located at fire stations using existing data networks. The system
incorporates a computerized voice notification along with visual display boards which increases
clarification to the stations. US Digital Designs, Inc. is the sole designer, manufacturer, and provider of the
Phoenix G2 Fire Station Alerting System. US Digital Designs, Inc. is the only company authorized to
service and/or support the alerting system.
The Phoenix G2 system hardware was purchased through a cooperative purchasing agreement with
NPPGov #VH1164, but the annual maintenance and licensing fees are not covered under a cooperative
network
The requested contract NTE amount is based on the projected five (5) year spend as shown in Exhibit 2,
with the first year of services budgeted at $40,000. The base amount for dispatch reflects the retirement of
the old CAD interface in 2019 and the implementation of a new CAD interface. A 10% Contingency is
included for unforeseen price increases and/or possible future change orders.
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.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
RECOMMENDATION
Award with a contract to US Digital Designs, Inc., as a sole source supplier, for the maintenance and
licensing for our emergency response automated fire station alerting (Phoenix G2) system for the Fire
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 $250,000.
PRINCIPAL PLACE OF BUSINESS
US Digital Designs, Inc.
Tempe, AZ
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 Fire Department Operating Funds.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Projected Spend
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Dinora Velasquez, 940-349-8843.
Legal point of contact: Marcella Lunn at 940-349-8333.