Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: June 27, 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 First Arriving, LLC, for data digital display and
multimedia content display management for various City of Denton departments; providing for the
expenditure of funds therefor; and providing an effective date (RFP 8151 – awarded to First Arriving, LLC,
for three (3) years, with the option for two (2) additional one (1) year extensions, in the total five (5) year
not-to-exceed amount of $550,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Pursue Organizational Excellence and Collaborative and Respectful
Leadership.
INFORMATION/BACKGROUND
Currently, the City of Denton has had various single-department digital signage solutions in place but
needed to streamline with an enterprise solution to support internal operations. A digital signage solution
will provide staff with immediate access to business data and communication across multiple lines of
business. A single streamlined solution will be able to integrate with existing data, aggregate information,
and be deployed in a scalable manner.
A Request for Proposal (RFP) was solicited to determine the best solution for digital signage equipment
and licenses. A single enterprise solution was selected that provides the support and installation of the
hardware equipment, the dashboard application, and the enterprise licenses for each department to
customize and create their digital signage display for their needs.
Digital Signage Pricing Estimated 5-Year Expenditure
Dashboard Enterprise Setup (One-time) $2,995.00
Dashboard Hardware & Install (One Year = $1,930 each; 50 each) $96,500.00
Dashboard Annual Subscription (One Year = $669 per license; 50
each x 5 years)
$167,250.00
Contingency for Additional Hardware, Install & Annual
Subscriptions (approximately 50 more hardware & Subscription)
$283,255.00
Total 5Yr NTE Amount $550,000.00
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Requests for Proposals were sent to 428 prospective suppliers, including 20 Denton firms, of this item. In
addition, specifications were placed on the Procurement website for prospective suppliers to download and
advertised in the local newspaper. Two (2) proposals were received and evaluated based upon published
criteria including project schedule/workplan and development method, experience, qualifications and
probable performance, compliance to specifications and understanding the needs of the City, and price. Best
and Final Offers (BAFO) were requested from the top firm. Based upon this evaluation, First Arriving, LLC
was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 206, 801, 840
Notifications sent for Solicitation sent in IonWave: 428
Number of Suppliers that viewed Solicitation in IonWave: 18
HUB-Historically Underutilized Business Invitations sent out: 43
SBE-Small Business Enterprise Invitations sent out: 204
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with First Arriving, LLC, for data digital display and multimedia content display
management for various City of Denton departments, in a three (3) year, with the option for two (2)
additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $550,000.
PRINCIPAL PLACE OF BUSINESS
First Arriving, LLC
Ashland, VA
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) 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
This equipment and services will be funded from various departmental accounts for the initial purchase.
Annual license renewals will be budgeted in the Technology Services Applications Support account number
830400.7804. Requisitions will be entered on an as-needed basis. The budgeted amount for this item is
$550,000. 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: Pricing Evaluation
Exhibit 3: LLC Members
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Leisha Meine, 940-349-7823.
Legal point of contact: Marcella Lunn at 940-349-8333.