Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: June 8, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or their designee, to execute a Professional Services Agreement with WM.
M. Coleman & Associates, Inc. dba Coleman & Assoc. Land Surveying, for ground surveying services for
the City of Denton Landfill, as set forth in the contract; providing for the expenditure of funds therefor; and
providing an effective date (RFQ 7613 – Professional Services Agreement for ground surveying services
awarded to WM. M. Coleman & Associates, Inc. dba Coleman & Assoc. Land Surveying, for one (1) year,
with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount
of $500,000.00). The Public Utilities Board recommends approval (4 - 0).
INFORMATION/BACKGROUND
As part of the Solid Waste Department’s landfill operating permit 1590A, the City is required to conduct
routine land surveys and provide the resulting data to the Texas Commission on Environmental Quality
(TCEQ) on a quarterly and annual basis. In addition, staff utilizes the survey information from these reports
to ensure the efficient use of landfill airspace, meet operational goals, and determine settlement rates of
landfill cells. Surveying services are also used to determine new gas well locations, prepare as-built plans,
provide required data for landfill cell construction, physical site surveying, drone flights, collect aerial
topography data, estimate airspace consumption rate, site life projections, regulatory reporting, interior and
exterior road locations, stockpile locations, and volumes. The selected firm will be involved with the
construction and reporting of the new Landfill Cell 4 Project, Landfill Gas, and Water Line Road Project,
and Public Disposal Facility Project. The selected firm will also be involved with future CIP projects such
as the Landfill Buffer Zone Landscape Improvements project, Transfer Station project, Landfill Cell 6
Design, Landfill Cell 6 QA/QC, and Water Reclamation Water Line Relocation project.
Projects Cost
Landfill Surveying Fixed Cost $ 172,500
Landfill Cell 4 $ 116,185
Gas Header, Water Line and Road Design $ 41,612
Public Disposal Project $ 42,000
Future CIP $ 127,703
Total Cost: $ 500,000
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Request for Qualifications (RFQ) for professional surveying services was sent to 443 prospective firms,
including 17 Denton firms, for these services. In addition, the RFQ was placed on the Materials
Management website for prospective respondents to download, and advertised in the local newspaper.
Thirteen (13) 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 WM. M. Coleman & Associates, Inc. dba Coleman & Assoc. Land Surveying
and is determined to be the most qualified firm for the City.
NIGP Code Used for Solicitation: 925 - (Service Only) - Engineering
Services, Professional
Notifications sent for Solicitation sent in IonWave: 443
Number of Suppliers that viewed Solicitation in IonWave: 34
HUB-Historically Underutilized Business Invitations sent out: 53
SBE-Small Business Enterprise Invitations sent out: 166
Responses from Solicitation: 13
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On May 24, 2021, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract with WM. M. Coleman & Associates, Inc. dba Coleman & Assoc. Land Surveying, for
ground surveying services for the City of Denton Landfill, in a one (1) year, with the option for four (4)
additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $500,000.
PRINCIPAL PLACE OF BUSINESS
WM. M. Coleman & Associates, Inc. dba Coleman & Assoc. Land Surveying
Denton, TX
ESTIMATED SCHEDULE OF PROJECT
This is a one (1) year contract with options to extend the contract for four (4) additional one (1) year periods,
with all terms and conditions remaining the same.
FISCAL INFORMATION
These services will be funded from Solid Waste Operating Funds.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Evaluation Sheet
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Randall Morris, 940-349-8049.
Legal point of contact: Marcella Lunn at 940-349-8333.