Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
CM: Todd Hileman
DATE: December 11, 2018
SUBJECT
Consider adoption of an ordinance of the City of Denton, Texas, a Texas home-rule municipal corporation,
authorizing the approval of a third amendment to a Professional Services Agreement between the City of
Denton and Nelson + Morgan Architects, Inc., amending the contract approved by Purchasing Staff on
February 13, 2014, in the not-to-exceed amount of $24,840, amended by Amendments 1-2 approved by
Purchasing Staff and Council, said third amendment to provide additional design services of 12 service bays
at Fleet Maintenance in the amount of $139,871.88; providing for the expenditure of funds therefor; and
providing an effective date (File 5497 – providing for an additional third amendment expenditure amount
not-to-exceed $139,871.88, with the total contract amount not-to-exceed $342,819.97).
BACKGROUND
The current Fleet Services Maintenance Facility opened in 2000 is located at the Denton Service Center off
of Mingo Road. The facility is a 24,400 square foot structure and comprised of 15 bays to house 16
technicians. All fleet repairs and fueling in conducted as a centralized operation.
By 2014, the need for additional space was contemplated when the City contracted with Nelson + Morgan
Architects (NMA) to perform an initial design project to expand to an additional 4 bays. In 2016, Solid
Waste and Fleet Services explored building a satellite facility at the Landfill and engaged NMA to complete
the design documents. The expansion project was never constructed due to financial and operational
considerations.
Over the last few year, the size of the City’s equipment fleet has grown to accommodate City Staff growth
to meet citizen demands. Projection studies conducted by Fleet Services have indicated that the fleet size
could grow by an additional 700 units and 5 technicians over the next 10-11 years. With the current facilities
there is no room to accommodate these grown projections.
In early 2018, Fleet Staff worked with Facilities Management to explore several options for re-initiating the
expansion project that never commenced in 2014. Staff were in discussions with NMA to revisit the
previous design construction documents that had been completed.
In the summer of 2018, the City’s Solid Waste Department then commissioned Blue Ridge Services to
complete an operational review and staffing study. The study indicated that the current size of the Fleet
Maintenance Facility had reached capacity to adequately service Solid Waste equipment. The study also
recommended a future expansion of the facility and the addition of dedicated refuse truck technicians.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Due to the continued growth of the fleet and the recommendations from the Blue Ridge study, Fleet Staff
worked with Facilities Management to expand the maintenance facilities to an additional six bays for a total
of twelve bays. It is Staff’s opinion that the 12-bay expansion should accommodate the City’s fleet
maintenance repair needs through 2030 or until other facilities are planned to address the City’s growth.
On October 23, 2018, Terry Kader, Fleet Manager presented to City Council Fleet’s plan to expand the
Fleet Maintenance Facility by an additional 12 bays. Since NMA had already completed the design
documents in 2016 for the original bay expansion, it was determined that there would be economies of scale
to amend the NMA contract for a 3rd time to complete the design documents for an additional six bays,
which would bring the total to 12 bays to be constructed at the Service Center.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 13, 2014, Purchasing Staff approved the contract with Nelson + Morgan Architects, Inc., in
the amount of $24,840. This work consisted of the creation of a concept plan to consider floor plan options
for a two (2) bay expansion.
On August 27, 2015, Purchasing Staff approved the First Amendment in the amount of $20,073.09. This
work was to expand the original design to incorporate additional bays.
On October 18, 2016, Council approved the Second Amendment in the amount of $158,035 (Ordinance
2016-329) for design of a satellite Fleet facility at Solid Waste.
On October 23, 2018, City Council was presented a plan to demonstrate the need to expand the Fleet
Maintenance Facility by 12 bays.
RECOMMENDATION
Award a third amendment with Nelson + Morgan Architects, Inc., to provide additional design services of
12 service bays in an amount not-to-exceed $139,871.88, for a total contract award of $342,819.97.
PRINCIPAL PLACE OF BUSINESS
Nelson + Morgan Architects, Inc.
Denton, TX
ESTIMATED SCHEDULE OF PROJECT
This project will continue upon approval with an estimated completion date occurring within 120 days.
FISCAL INFORMATION
This service will be funded from Fleet account 820026725. Requisition #140534 has been entered into the
Purchasing software system in the amount of $139,871.88.
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: Safe, Liveable & Family-Friendly Community
Related Goal: 4.3 Provide quality, diverse, and accessible neighborhood services for
the community
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: Jim Mays at 940-349-7465
Legal point of contact: Mack Reinwand at 940-349-8333.