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Exhibit 1 - Agenda Information Sheet City of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Materials Management CM: Todd Hileman DATE: June 19, 2018 SUBJECT Consider adoption of an ordinance of the City of Denton, Texas, a Texas home-rule municipal corporation, authorizing the City Manager to execute a Professional Services Agreement with Nelson + Morgan Architects, Inc., for Architectural Design Services for renovation of Service Center and 651 Mayhill as set forth in the contract; providing for the expenditure of funds therefor; and providing an effective date (RFQ 6748- Professional Services Agreement for Architectural Design Services awarded to Nelson + Morgan Architects, Inc., in the not-to-exceed amount of $918,402.53). The Public Utilities Board recommends approval (6-0). RFQ INFORMATION Staff is seeking approval of an architectural services contract to design the improvements to the Denton Service Center and the building located at 651 Mayhill Road to house the Traffic Operations and Materials Management. In February and March 2018, staff presented to the City Council and Public Utilities Board respectively about the needs for operations space at the Service Center. Staff presented options for the Council and PUB to consider and seek direction on how to proceed. At the conclusion of both meetings, staff was directed to seek proposals from an architectural firm to develop a design/architectural scope to renovate and expand the Service Center and move Traffic and Materials Management to 651 Mayhill. Service Center: The City of Denton Service Center was originally constructed in 1980 and has had minor renovations and expansions over the years resulting in the current size of 70,515 square feet. Constructed almost 40 years ago, the population of Denton was just over 48,000 and the total service area was 32.8 square miles. Over the last 40 years, the population of Denton has grown to an estimated 137,000 residents and the service area to 98.8 square miles. The Service Center campus has a number of facilities and functions which include Fleet Services, Traffic Operations, vehicle storage, and material storage. The Service Center building primarily houses administrative offices for Engineering, Water Distribution, Water Metering and Cross Connection Control, Wastewater Collections, Drainage, Materials Management, Park Maintenance, Utilities Safety and Training, Radio Communications, and the Street Department. Of the 70,515 square feet, approximately 30,000 square feet of this is allocated to a warehouse area for Purchasing Materials Management use and is not currently available for staff or administrative expansion. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com Space at the Service Center is very limited. For example, breakrooms, shop spaces, and garage bays have been converted to administrative space. The Service Center is over capacity, as the facility initially housed 110 employees when constructed in 1980 and currently houses over 250 employees at present time. There is poor accessibility for the public, inadequate restroom facilities, and there is not enough parking for customers or employees. Traffic Operations: The building which houses the City’s Traffic Operations was built in the 1960s and originally served as the Denton Animal Shelter. Traffic Operations moved into the 4,000 square foot building in the mid-1980’s after the Animal Shelter relocated to its then-new facility off of S. Woodrow Lane (the facility now serves as the Monsignor Outreach Center). The Traffic Operations Building with a staff count of 9 is currently too small and does not allow for any expansion. In addition, there are minimal amounts of technology present in the building and therefore a state-of-the-art control center is not an option. As part of the 2014 Bond Election, $1,500,000 was dedicated for the construction of a new Traffic Operations facility. In 2016, probable costs for the proposed 10,000 square foot facility totaled $2,200,000 and still lacked certain site improvements needed to make the site effective. As a result, the project was put on hold in an effort to reassess options and stay within budget. 651 Mayhill Road: The City of Denton Solid Waste Department owns a large storage facility located at 651 Mayhill. It was originally constructed as a warehouse for the Federal government providing 81,000 square feet of enclosed space on approximately five acres. The utilization of the 651 Mayhill building at Solid Waste was reevaluated and was recently identified as a cost-effective option to move the Purchasing/Materials Management and Traffic Operations. By moving these operations, Materials Management would occupy 61,000 square feet and Traffic would occupy 10,000 square feet. This would leave approximately 10,000 square feet for future expansion as needed. By moving these operations to 651 Mayhill it will provide the following: o Admin and larger warehouse space for Materials Management o Materials could be stored in an indoor environment o Provides a better utilization of available space o Provides for desperately needed work and administrative space for Traffic o Allows for full deployment of a traffic operations center o Forgoes ground-up construction and quicker interior finish out and move-in Once the operations are moved to 651 Mayhill it will vacate 30,000 square feet at the Service Center and would provide for additional space for expansion and renovation to meet the current and future service demands of the community. Request for Qualifications (RFQ) for professional architectural design services was sent to 290 prospective firms. In addition, the RFQ was placed on the Materials Management website for prospective respondents to download, and advertised in the local newspaper. Seven (7) statement of qualifications (SOQ) were received. The SOQs were evaluated based on published criteria including identification and understanding of the City’s requirements, past performance and experience, qualifications of key personnel, and schedule to complete tasks. Based upon this evaluation, the recommended award is to Nelson + Morgan Architects, Inc. and is determined to be the most qualified firm for the City. PRIOR ACTION/REVIEW (Council, Boards, Commissions) January 30, 2018 - Bond Oversight Committee approved application of $1,500,000 of bonds to be utilized for the finish out/construction of a Traffic Operations Facility at 651 Mayhill, (5-0). February 13, 2018 – City Council Work Session – Municipal Facilities Update regarding the Service Center and Transportation Operation Building. City Council gave direction for Staff to seek and select an architectural firm for the design of these City facilities. March 26, 2018 – Public Utilities Board Work Session – Municipal Facilities Update regarding the Service Center and Transportation Operation Building. Public Utilities Board gave direction for Staff to seek and select an architectural firm for the design of these City facilities. On June 11, 2018, the Public Utilities Board (PUB) recommended this item to the City Council for consideration. RECOMMENDATION Award a contract with Nelson + Morgan Architects, Inc., for Architectural Design Services for the renovation of the Service Center and 651 Mayhill Road in the not-to-exceed amount of $918,402.53. PRINCIPAL PLACE OF BUSINESS Nelson + Morgan Architects, Inc. Denton, Texas ESTIMATED SCHEDULE OF PROJECT This project will be started in late June 2018. The construction bidding for 651 Mayhill will commence in October 2018, with a bid award by City Council in December 2018. Construction would begin in December 2018/January 2019 with a completion date by May 2019. The construction bidding for the Service Center will commence in February 2019, with a bid award by City Council in April 2019. Construction would begin in April with a completion date by December 2019. FISCAL INFORMATION These services will be funded from Traffic Operations account 100254467, in the amount of $134,920, Materials Management account 100254595, in the amount of $229,570 and Service Center account 100255469, in the amount of $553,912.53. Estimated Project Budget (which includes design, construction, furniture, fixtures, and equipment): -Relocation of Purchasing & Materials Management to 651 Mayhill: $3,368,640 -Construct/finish out Traffic Operations Building at 651 Mayhill: $2,178,000 -Renovate/Expand Service Center: $8,898,546 Service Center Total Expense Where is Funding Coming From? General Government: 50% $4,410,281 $500,000 from Operations CIP- $3,910,281 New debt issuance or GF balance DME 15% $1,313,777 Operations funding in CIP Drainage 11% $987,376 Operations funding in CIP Water 14% $1,282,751 Operations funding in CIP WW 10% $904,361 Operations funding in CIP 651 Mayhill Road Total Expense Where is Funding Coming From? Traffic: 39% $2,178,000 $1,500,000 GOs – $678,000 New Debt Issuance or GF balance Materials Mgmt.: 61% $3,368,640 $3,368,640 Solid Waste COs – 20 year 100% $5,546,640 Design proposal: Traffic Operations: $134,920.00 Materials Management: $229,570.00 Service Center: $548,912.53 Reimbursable Expenses: $5,000.00 Total: $918,402.53 STRATEGIC PLAN RELATIONSHIP The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal: Related Key Focus Area: Public Infrastructure Related Goal: 1.1 Manage financial resources in a responsible manner EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Evaluation Exhibit 3: Contract Exhibit 4: Project Budget Sheets Exhibit 5: Staff Presentation Exhibit 6: Ordinance Respectfully submitted: Karen Smith, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Mario Canizares at 940-349-8535