Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
CM: Todd Hileman
DATE: December 18, 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 Freese and Nichols, Inc.
to assist in developing a Water Distribution Asset Management Plan, including, strategic planning, maturity
assessment, and risk-based assessments of pipeline assets as set forth in the contract; providing for the
expenditure of funds therefor; and providing an effective date (RFQ 6590-045 – Professional Services
Agreement awarded to Freese and Nichols, Inc., in the not-to-exceed amount of $215,200). The Public
Utilities Board recommends approval (6-0).
RFQ INFORMATION /BACKGROUND
The City of Denton operates and maintains over 630 miles of water distribution and transmission pipeline.
The lines in service in our system were installed as far in the past as the 1940’s, and consist of various
materials of construction (cast iron, PVC, etc.). The average age of pipelines is about 35 years. Annually,
City crews replace approximately 16,000 linear feet of pipelines, or about 0.50% of the system. Water
Administration staff have assembled the framework of the asset management plan, but wish to involve 3rd
party consulting to fully develop the plan and ensure we consider industry best practices.
The purpose of this asset management plan is to provide the City of Denton Water Distribution Department
with additional actionable information for prioritizing future distribution system replacements. The plan
will provide a systematic listing of each waterline asset with an overall risk score allowing staff to better
plan detailed evaluations and efficiently allocate city resources to the most needed locations. Recently,
water main replacement has been driven by the street bond program, as utilities are replaced in advance of
paving. The plan development will result in a deliverable that includes a prioritized list of water distribution
infrastructure for detailed evaluation, leading to a Capital Improvement Plan which is based on the areas of
greatest need and efficient use of City resources. Implementation will lead directly to improving
infrastructure stability, customer satisfaction and operational resiliency.
Water Administration staff invited two potential candidate firms to make presentations regarding their
capabilities in preparing the asset management plan. A formalized scope of work was developed by staff
and the consultant submitted a proposal with a price quote in the amount $229,900. Staff negotiated with
Freese and Nichols, Inc. and modified the scope and received a revised fee proposal in the amount of
$215,200. The PSA will include project kick-off and strategic planning workshop, project management,
asset management strategic planning, water pipeline asset management plan development in InfoMaster
software, and InfoMaster training for staff.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Request for Qualifications for professional engineering services was solicited using the City’s formal
solicitation process. City Council approved a pre-qualified list of engineering firms on March 6, 2018 and
June 5, 2018 (Ordinance 2018-331).
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On March 6, 2018, and June 5, 2018, Council approved RFQ 6590 for a prequalified list of professional
engineering firms (Ordinance 2018-331).
On December 10, 2018, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a Professional Services Agreement with Freese & Nichols, Inc., for engineering services for the
development of the City of Denton Water Distribution Asset Management Plan in the not-to-exceed amount
of $215,200.
PRINCIPAL PLACE OF BUSINESS
Freese and Nichols, Inc.
Fort Worth, TX
ESTIMATED SCHEDULE OF PROJECT
Freese & Nichols, Inc. agrees to complete the services in accordance with the following schedule:
Provide preliminary information for City budgeting: April 2019
A. Project Kick-off Meeting and Project Management: 10 months from Notice to Proceed
B. Asset Management Strategic Planning: 6 months from Notice to Proceed
C. Water Pipeline Asset Management Plan: 10 months from Notice to Proceed
D. InfoMaster Model Training: 10 months from Notice to Proceed
FISCAL INFORMATION
These services will be funded from CIP account 630419517. Requisition # 140616 has been entered into
the Purchasing system in the amount of $215,200. A total of $250,000 has been budgeted for the Water
Distribution Asset Management Plan project.
A cost summary for the Professional Services Agreement (PSA) is detailed below:
A. Project Kick-off Meeting and Project Management: $13,000
B. Asset Management Strategic Planning: $61,600
C. Water Pipeline Asset Management Plan: $125,500
D. InfoMaster Model Training: $15,100
Total Basic Services $215,200
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: 2.3 Promote superior utility services and City facilities
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Frank Pugsley at 940-349-8086.
Legal point of contact: Mack Reinwand at 940-349-8333.