Exhibit 1 - Agenda Information Sheet
City of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: January 5, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or his designee, to execute a contract with Matrix Design Group, Inc., to
provide professional services for the preparation of a Comprehensive Plan Evaluation Report and to update
the Comprehensive Plan for the Development Services Department; providing for the expenditure of funds
therefor; and providing an effective date (RFP 7416 – awarded to Matrix Design Group, Inc., in the not-to-
exceed amount of $91,920.00).
INFORMATION/BACKGROUND
The City’s Comprehensive Plan sets goals, policies, and actions to manage growth, promote reinvestment,
and improve the quality of life for Denton residents. The proposed services will evaluate community
characteristics related to development, provisions of services, environmental protection, and other
governmental activities to provide a Comprehensive Plan Evaluation Report and to update the
Comprehensive Plan for the Development Services Department.
Cities periodically review their Comprehensive Plan to ensure that it appropriately reflects current and
anticipated conditions, embodies a community vision, targets major issues that the City must address in
both the short- and long-term, complies with state statutes and rules, and is consistent with state and regional
policy plans.
In 2019, the City solicited proposals under RFQ 7196 for the update to the comprehensive plan. Requests for
Qualifications were sent to 397 prospective suppliers of this service. Two (2) proposals meeting specifications
were received. After reviewing the initial information, the City decided to reject all proposals due to the project
being placed on hold at the beginning of the pandemic to reevaluate projects and funds.
The current Comprehensive Plan (Denton Plan 2030) was adopted in January 2015. The best practice is to
update a comprehensive plan (which includes the Future Land Use Map) at least every 5 to 7 years to avoid
becoming outdated and to accommodate changes or unforeseen circumstances.
Since 2015, the City has experienced new challenges and opportunities, including the shift in
demographics, changing lifestyle and housing preferences, planning for two Master Plan Communities,
updating both the City’s Mobility Plan and Parks, Recreation, and Trails Master Plan, and continuing to
support the growth of UNT, TWU, NCTC, DISD. In addition to responding to the tremendous growth that
the City of Denton and the region is experiencing, we must also ensure that the City continues to strengthen
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
its economy, enhance the quality of life of its citizens, positively affect the livability of or neighborhoods,
and protect our environmental resources.
To make sure that the City has an updated Comprehensive Plan that addresses new challenges and
opportunities, the staff is seeking assistance in the preparation of a Comprehensive Plan Evaluation Report
and to update the Comprehensive Plan.
The scope of work will include the following tasks:
• The update will reflect current development conditions, ensure consistency with recent and ongoing
updates, and incorporate unforeseen developments and circumstances that were not contemplated
in the current Comprehensive Plan.
• Evaluation of major local issues, identified through a public participation process involving
residents, interested parties, adjacent local governments, state and regional agencies, City Council,
City Commissions, Committees, Boards, and staff. The update will include a public outreach plan
to give our citizens every opportunity to provide input and feedback during the update process. Each
identified issue will be addressed separately and will include analysis and recommendations to
address the issue.
• Assessment of successes and shortcomings of key policies and actions in each of the Comprehensive
Plan Elements and how they relate to the issues identified in the second task above. Each assessment
will include a statement as to whether the objective or policy has been implemented, its
effectiveness, and whether it will be kept unchanged, revised, or will be removed from the
Comprehensive Plan. The assessment will include a summary of key accomplishments,
impediments encountered, and recommendations to further implement the Comprehensive Plan in
terms of priorities, timing, and assigned responsibilities.
This task will not be a comprehensive assessment of all goals, policies, and actions in the Plan, only
those having a direct impact on one or more of the identified major local issues. However, all
Elements of the Comprehensive Plan will be assessed.
• As part of the Comprehensive Plan Evaluation Report, a Downtown Implementation Plan (DTIP)
update will be undertaken to document progress achieved by the City. The DTIP provides a
framework that guides growth in the Downtown area. Since the DTIP was completed, much progress
has been made and new challenges and opportunities have emerged.
Requests for Proposals was sent to 564 prospective suppliers of this item. In addition, specifications were
placed on the Materials Management website for prospective suppliers to download and advertised in the
local newspaper. Four (4) proposals were received and evaluated based upon published criteria including
delivery/project schedule, compliance with specifications, probable performance, and price. Based upon
this evaluation, Matrix Design Group, Inc. was ranked the highest and determined to be the best value for
the City.
NIGP Code Used for Solicitation: 918 - (Service Only)-Consulting Services
Notifications sent for Solicitation sent in IonWave: 564
Number of Suppliers that viewed Solicitation in IonWave: 68
HUB-Historically Underutilized Business Invitations sent out: 41
SBE-Small Business Enterprise Invitations sent out: 170
Responses from Solicitation: 4
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On May 5, 2020, City Council approved rejecting any and all competitive proposals under RFQ 7196 for
professional services for the preparation of a Comprehensive Plan Evaluation Report and to update the
Comprehensive Plan.
On December 17, 2020, City Council approved a Nunc Pro Tunc Ordnance No. 20-2511, for RFQ 7196
for professional services for the preparation of a Comprehensive Plan Evaluation Report and to update the
Comprehensive Plan as the incorrect ordinance was provided to the Mayor for signature.
RECOMMENDATION
Award a contract with Matrix Design Group, Inc., to provide professional services for the preparation of a
Comprehensive Plan Evaluation Report and to update the Comprehensive Plan for the Development
Services Department, in a not-to-exceed amount of $91,920.
PRINCIPAL PLACE OF BUSINESS
Matrix Design Group, Inc.
Hooks, TX
ESTIMATED SCHEDULE OF PROJECT
This project will be started upon approval with a completion date of October 31, 2021.
FISCAL INFORMATION
These services will be funded from General Government Project Funds.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Ron Menguita, 940-349-8328.
Legal point of contact: Marcella Lunn at 940-349-8333.