Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: December 7, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Patel & Patel General Partners dba Deluxe Inn, to
provide accommodations for persons experiencing homelessness during the declared disaster related to
COVID-19 for the Community Development Department; providing for the expenditure of funds therefor;
and providing an effective date (RFP 7829 – awarded to Patel & Patel General Partners dba Deluxe Inn, in
the two (2) year not-to-exceed amount of $1,000,000.00).
INFORMATION/BACKGROUND
In March of 2020, the City quickly sought out alternative arrangements, in partnership with non-profit
organizations, to temporarily shelter individuals and families experiencing homelessness in local hotels to
rapidly implement COVID-19 safety protocols. At the time of Denton’s disaster declaration (March 13th)
and subsequent directives from Governor Abbott for non-essential workers to stay at home (March 31st),
there was emerging information about how to remain safe from contracting and spreading the COVID-19
virus especially in high-risk congregate settings like nursing homes and shelters.
Per the CDC’s Interim Guidance for Homeless Service Providers, “Community coalitions should identify
additional temporary housing and shelter sites that can provide appropriate services, supplies, and staffing.”
Lack of space, significant reductions in volunteers in nonprofit organizations, and adequate supply of
personal protective equipment at local emergency shelters for staff and people experiencing homelessness
all contributed to the City’s decision to support the transition of people staying in shelters to local hotels.
Collaboration with local organizations has allowed for meals and supplies to be readily available to people
staying in the hotels and reduced the need for people staying in shelters to venture into large group settings.
Additionally, the hotel setting has allowed for people experiencing homelessness who test positive for the
virus to be safely quarantined until they are without symptoms and no longer considered contagious.
In December of 2020, Council approved the continuation of an alternative shelter arrangement into 2021
with the City’s CDBG-CV funds to allow for proper distancing for the health and safety of the most
vulnerable individuals experiencing homelessness. This Hotel Voucher Program utilizes $800,000 of
Community Development Block Grant CARES Act (CDBG-CV) funding for forty (40) hotel rooms The
Community Development Advisory Committee (CDAC) recommended an additional $43,226 of CDBG-
CV funding to support the program. Council approved this recommendation with their approval of the 2021
Action Plan in June of 2021, bringing the total funding amount for the Hotel Voucher Program to $843,226.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
In July of 2021, Council was presented with a proposal to allocate $550,000 from the City’s first tranche of
funding through the American Rescue Plan (ARP) Act to extend the Hotel Voucher Program to support the
public health resources. This recommendation was approved with the adoption of the 2021/22 budget in
September. Based on community feedback and continued monitoring of COVID-19 cases in the
community, staff recommends the extension of the Hotel Voucher Program through the end of 2022 to align
with the estimated completion date of the Loop 288 shelter.
Requests for Proposals were sent to 136 prospective suppliers, including 16 Denton firms. In addition,
specifications were placed on the Materials Management website for prospective suppliers to download and
were advertised in the local newspaper. One (1) proposal was received, and references were checked to
ensure the vendor can provide the services requested in the Scope of Work. The proposal was evaluated
based upon published criteria including compliance with specifications, probable performance, and price.
Best and Final Offer (BAFO) was requested from the firm. The department is awarding the contract to Patel
& Patel General Partners dba Deluxe Inn.
NIGP Code Used for Solicitation: 952 - (Service Only) - Human Services
Notifications sent for Solicitation sent in IonWave: 136
Number of Suppliers that viewed Solicitation in IonWave: 15
HUB-Historically Underutilized Business Invitations sent out: 16
SBE-Small Business Enterprise Invitations sent out: 68
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with Patel & Patel General Partners dba Deluxe Inn, to provide accommodations for
persons experiencing homelessness during the declared disaster related to COVID-19 for the Community
Development Department, in a two (2) year not-to-exceed amount of $1,000,000.
PRINCIPAL PLACE OF BUSINESS
Patel & Patel General Partners dba Deluxe Inn
Denton, TX
ESTIMATED SCHEDULE OF PROJECT
This is a two (2) year contract.
FISCAL INFORMATION
These services will be funded from American Rescue Plan (ARP) Act Funds. The City will only pay for
services rendered and is not obligated to pay the full contract amount unless needed.
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: Dani Shaw, 940-349-7237.
Legal point of contact: Marcella Lunn at 940-349-8333.