Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: November 7, 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 SHI Government Solutions, Inc., through the Buy
Board Cooperative Purchasing Network Contract # 661-22, for the purchase of Land Management Software
for the Development Services Department; providing for the expenditure of funds therefor; and providing
an effective date (File 8378 - awarded to SHI Government Solutions, Inc., in the three (3) year not-to-
exceed amount of $525,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Pursue Organizational Excellence and Collaborative and Respectful
Leadership.
INFORMATION/BACKGROUND
The City of Denton chose to upgrade existing permitting and land management software in 2020 following
a request for a proposal process in which the bids from other prospective vendors were rejected. This was
done to provide the City savings over the implementation of new software and with the anticipation the
upgrade would contain similar functionality to the other systems that submitted bids. This contract was
awarded for 5 years with a not-to-exceed amount of $523,100 based on a limit of 40 concurrent licenses.
Since that time, there has been increased interest in departments using the system which has required the
need for additional licenses and increased the annual spend. This has required the City to move forward
with a new contract to meet the additional spending needs earlier than anticipated.
Staff also wanted to acknowledge the current software will be replaced in 2025 with a different software
system. Over the last 3 years, the system has been a challenge for staff and customers and because of these
challenges, the City has chosen to move forward with a software assessment with the consultant BerryDunn.
It is anticipated a new software will be selected and a contract will be ready for City Council consideration
by August 2024. Implementation would begin following contact acceptance and last through the end of
2025. Ultimately, the new permitting and land management software will meet the functional requirements
for City staff and the public, provide features people are used to in the modern area, and provide a level of
service customers of the City of Denton expect.
This request is to provide enough spending authority to continue with our current vendor until the new
vendor can be selected and implemented.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Project Description Estimated 3-Year Expenditure
Year 1 $ 175,000
Year 2 175,000
Year 3 175,000
Total $525,000
Pricing obtained through the Buy Board Cooperative Purchasing Network has been competitively bid and
meets the statutory requirements of Texas Local Government Code 271.102.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 1, 2005, City Council approved the interlocal agreement with the Buy Board Cooperative
Purchasing Network (Ordinance 2005-034).
RECOMMENDATION
Award a contract with SHI Government Solutions, Inc., for Land Management Software for the
Development Services Department, in a three (3) year not-to-exceed amount of $525,000.00.
PRINCIPAL PLACE OF BUSINESS
SHI Government Solutions, Inc.
Austin, TX
ESTIMATED SCHEDULE OF PROJECT
This is a three (3) year contract. This Buy Board contract expires on December 31, 2024.
FISCAL INFORMATION
These services will be funded from Development Services licenses account 220002.7804. Requisition
#161880 has been entered into the Purchasing software system in the amount of $169,570.58. The budgeted
amount for this item is $525,000.00.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Quotes
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Charlie Rosendahl, 940-349-8452.
Legal point of contact: Marcella Lunn at 940-349-8333.