The City of Denton, Texas is issuing a Request for Proposal (RFP) for ETRM software. The contract term is for five years. Submissions can be made electronically via IonWave or as hard copies. A virtual pre-submittal conference will be held on March 26, 2026. The deadline for questions is April 6, 2026, and the response deadline is April 15, 2026. Evaluation criteria include project schedule, compliance with specifications, and total cost of ownership. The City encourages respondents to submit proposals well before the deadline due to potential processing time. Cooperative purchasing agreements are available. Protests must be filed according to the City of Denton's procurement policy.
The response deadline for proposals is April 15, 2026, at 02:00 PM CT. The City highly recommends that respondents do not wait until minutes before the due date and time to submit their proposal, as the submittal process may take significant time.
The City of Denton intends to make payment within thirty days after receipt of valid invoices for which items or services have been received, unless unusual circumstances arise. The 30-day processing period for invoices will begin on the date the invoice is received or the date the items or services are received, whichever is later.
The contractor shall provide a warranty that is standard in the industry. Repair or maintenance of fleet not performed to industry standards shall be accomplished at the contractor's expense, at the option of the City.
The selection criterion for awarding the contract includes: delivery/project schedule (20%), ability to timely start and complete the project; compliance with specifications, quality, reliability, characteristics to meet stated or implied needs (50%); and price, total cost of ownership (30%).
Respondents must have at least three years of experience providing similar products or services. Proof of registration with the State of Texas is required, along with any required licensure.
The contractor shall incur contractual payment losses for performance that falls short of specified performance standards. A one percent fee will be assessed each month when any one performance standard is not met, and a two percent profit fee will be assessed each month when any two or more performance standards are not met.
A non-mandatory presolicitation conference will be available to interested contractors via Microsoft Teams meeting on Thursday, March 26, 2026, at 2:00 PM CT. Attendance is strongly encouraged prior to submission of a response.
Respondents must make samples available upon request by the City of Denton prior to award, with no costs to the City.
Protests must be filed in accordance with Article 12 of the Procurement Policy Manual. Protests based upon alleged improprieties in a solicitation that are apparent before the solicitation due date shall be filed not less than five working days before the solicitation due date. In all other cases, protests shall be filed within five days of notice of intent to award or, in the absence of a notice of intent to award, prior to the award date.
