Loading...
Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement INTERIM ACM: Cassey Ogden DATE: January 24, 2023 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 Procore Technologies, Inc., through the North Central Texas Council of Governments (NCTCOG) Purchasing Network, Contract #2020-064, for the renewal extension of project management software for the Engineering Department; providing for the expenditure of funds therefor; and providing an effective date (File 8170 – awarded to Procore Technologies, Inc., for one (1) year, with the option for two (2) additional one (1) year extensions, in the total three (3) year not-to-exceed amount of $814,747.08). INFORMATION/BACKGROUND The City of Denton entered a contract with Procore Technologies, Inc. through the North Central Texas Council of Governments (NCTCOG) in February of 2021. Since entering the contract, the City of Denton configured, implemented, customized, and rolled out the use of the software across the organization. This application is now the standard software for all project delivery within the City of Denton for both city staff working to deliver capital projects as well as over 360 different external companies who contribute to the delivery of capital projects in some manner. Several applications have also been integrated with Procore since implementation, such as the city-wide public-facing Capital Improvement Map (CIP) map and JDE, our financial system of record. The use of the Procore project management software has grown since it was originally procured. Originally intended for use by Capital Project managers, Procore is now used by any City of Denton department that manages a project. The Capital Projects team’s workload has continued to increase with many additional projects being assigned to the department as well as all vertical construction projects being moved into Procore. Additional projects are expected in the coming years which will also be managed through Procore. The contract NTE of $814,747.08 includes the annual expense of subscription licenses. A 5% contingency is added at the sole option of the City for the addition of support services during the contract term. Expenditure Description Estimated Expenditures Subscription Support Year 1 $239,983.20 Subscription Support Year 2 $267,983.20 Subscription Support Year 3 $267,983.20 Contingency for additional support services $38,797.48 Total 3Yr NTE Amount: $814,747.08 City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com 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 renewal extension of project management software for the Engineering Department, in a one (1) year, with the option for two (2) additional one (1) year extensions, in the total three (3) year not-to-exceed amount of $814,747.08. PRINCIPAL PLACE OF BUSINESS Procore Technologies, Inc. Carpinteria, CA ESTIMATED SCHEDULE OF PROJECT This is an initial one (1) year contract with options to extend the contract for two (2) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These services will be funded from General Government Capital Project Funds and reimbursed by each department according to their specific annual construction volume. Requisitions will be entered on an as- needed basis. The budgeted amount for this item is $814,747.08. The City will only pay for services rendered and is not obligated to pay the full contract amount unless needed. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Original Ordinance and Contract Exhibit 3: Ordinance and Amendment 1 Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Trevor Crain, 940-349-7426. Legal point of contact: Marcella Lunn at 940-349-8333.