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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: January 25, 2022 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a Professional Services Agreement with ARCHITEXAS - Architecture, Planning, and Historic Preservation, Inc., for professional design services for City Hall West for the Facilities Management Department; providing for the expenditure of funds therefor; and providing an effective date (RFQ 7818-001– awarded to ARCHITEXAS - Architecture, Planning, and Historic Preservation, Inc., in the not-to-exceed amount of $234,320.00). INFORMATION/BACKGROUND In July 2017, the City engaged Architexas, to assist with the proposed renovation of the 1927 City Hall now known as City Hall West (CHW). Architexas is a premier historic preservation firm in the State of Texas with over 39 years of experience specializing in historic preservation, rehabilitation, and adaptive reuse of historic structures. Architexas was charged with completing an assessment of the facility and the development of three preliminary conceptual designs including cost analysis. The CHW Preliminary Rehabilitation Assessment Report and conceptual designs were presented in a work session on August 15, 2017. Accompanying the design concepts were three proposals with cost estimates ranging from $3.8 to $5.7 million. The lowest cost option included an exterior renovation with minor interior improvements. Upon conclusion of the work session, Council indicated they were not interested in pursuing the lowest cost option, but recognized funding had not yet been identified for the project to proceed with any of the presented designs. In addition, Council directed staff to establish a CHW Steering Committee charged with identifying current City and community needs, which could be matched with the space. The CHW Steering Committee was formally established by Resolution R2017-040 on November 7, 2017, and amended by Resolution R2017-049 on November 14, 2017. The committee was comprised of Council Member Duff, Council Member Hudspeth, Council Member Ryan, and 21 citizens. The committee met eight times between December 18, 2017 – October 15, 2018. Additional duties of the steering committee included the review of financial options to fund the renovation, long-term financial considerations for operation and maintenance of the facility, whether to lease the renovated facility, and exploration of grant opportunities. On November 13, 2018, staff presented the final recommendation from the committee to Council, which included an adaptive restoration of the building into a multipurpose community cultural center with space available for rentals to provide partial cost recovery. The committee also recommended the non-profit management of the facility. Staff recommended the immediate replacement of the CHW windows to prevent the further degradation of the interior until the facility is renovated. The consensus of Council was to City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com proceed with minor changes, including the replacement of the windows in FY 2019-2020, as well as consider fixed seating vs. flex seating, Greater Denton Arts Council as a management option, and making accommodations for the old fire engine. Funding in the amount of $368,388.13 for the window replacement was provided in June of 2020. New window installation was reviewed by the Historic Landmark Commission and Texas Historic Commission and subsequently completed on October 20, 2020. On February 16, 2021, during Winter Storm Uri, a fire suppression line in CHW 's attic ruptured and flooded the subsequent floors down to the basement. An Environmental Report from 2017 identified multiple locations throughout CHW positive for asbestos. The confirmation of hazardous materials limited remediation actions. The water damage resulted in visible mold growth throughout the building that requires significant material removal down to the studs and framework to prevent the further spread of hazardous materials. The City secured a contractor for the removal of all hazardous materials and liquids, which was completed in October of 2021. On August 23, 2021, staff issued a Request for Information (RFI) to gather the level of interest and financial commitments by for-profit and non-profit entities. The RFI Invitation was sent to 1,611 suppliers, who had 59 days to respond to eight (8) questions. Approximately 30 suppliers viewed the RFI, but the City only received one (1) response from Hickory & Rail Ventures LLC. During the April 13, 2021 work session, staff was given directions to proceed with the interior demolition of CHW. The Facilities team is aware of several entities that expressed verbal interest in using the space, however, they did not submit official responses to the RFI. Staff recommends engaging an architectural firm and including a public outreach effort to continue establishing levels of interest and financial commitments by for-profit and non-profit entities through the interior demolition design phase. In September of 2021, Finance distributed $700,000 of Certificate of Obligation funding for the de- construction and restoration design efforts. Statements of qualifications were sent to the City’s prequalified list of architects. Upon ranking the received information, staff found Architexas to have the most relevant historic building design experience, has current in progress in Texas, and available staff to complete the project within the schedule. Architexas has provided design and construction phase services for many projects similar in size and cost to City Hall West. Based on Architexas’ knowledge, project team experience, and availability, staff has selected Architexas as the best choice for City Hall West interior demolition design. Requests for Qualifications for vertical construction services for Facilities Management were solicited using the City’s formal solicitation process. City Council approved a pre-qualified list of professional service firms on November 16, 2021 (Ordinance 21-2435). PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On November 7, 2017, Resolution R2017-040 was approved creating the CHW Steering Committee. On November 14, 2017, Resolution R2017-049 was approved modifying the CHW Steering Committee nomination requirements. On July 17, 2018, Resolution R18-1105 was approved extending the Committee’s sunset date. On September 14, 2021, Ordinance 21-1851 was approved at City Council for emergency repairs to damage sustained during Winter Storm Uri. On November 16, 2021, Council approved RFQ 7818 for a prequalified list of firms for vertical construction projects (Ordinance 21-2435). RECOMMENDATION Award a contract with ARCHITEXAS - Architecture, Planning, and Historic Preservation, Inc., for the design of City Hall West for the Facilities Management Department, in a not-to-exceed amount of $234,320. SUSTAINABILITY MEASURES New building construction and renovations focus on Energy Conservation and Efficiency including the pursuit of renewable technologies, energy conservation, and adherence to the International Energy Conservation Code (IECC). PRINCIPAL PLACE OF BUSINESS ARCHITEXAS - Architecture, Planning, and Historic Preservation, Inc. Austin, TX ESTIMATED SCHEDULE OF PROJECT We anticipate receiving a Final Masterplan & Program in July of 2022 and complete interior demolition & removal of Finished & Equipment in September of 2022. FISCAL INFORMATION These services will be funded from Certificates of Obligation Funds. 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: Scott Gray, 940-349-7744. Legal point of contact: Marcella Lunn at 940-349-8333.