Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: March 1, 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 Freese and Nichols, Inc.,
for roadway funding strategy services for the City of Denton as set forth in the contract; providing for the
expenditure of funds therefor; and providing an effective date (RFQ 7878 – Professional Services
Agreement for roadway funding strategy services awarded to Freese and Nichols, Inc., in the not-to-exceed
amount of $550,900.00).
INFORMATION/BACKGROUND
The City of Denton Streets Department maintains approximately 1,450 lane miles of roadway assets. Every
five (5) years, the City commissions a third-party evaluation of the roadway network’s quality. The resulting
assessment provides the organization with an asset condition index that staff utilizes to guide maintenance,
repair, and capital improvement plans. The most recent assessment was conducted in 2020, and the
network’s overall condition index (OCI) was reported as 68 out of a 100-point scale, a 3-point improvement
from the 2015 assessment. Much of this improvement can be attributed to increased investments from street
reconstruction bond packages as well as increases in the allocation of franchise fees to fund maintenance
activities.
As the organization continues such investments, it is important to determine the most cost-effective
approach to improving asset conditions and maximizing the life of our roadways. To that end, staff initiated
a solicitation for professional services to evaluate existing roadway maintenance practices, project future
maintenance and reconstruction activities, and establish preliminary funding estimates for the next 40 years
of activity. The resulting effort will not only provide a roadmap for staff to improve operations but also
provide the City Council with a long-range forecast of financial needs to consider alongside other budget
priorities.
Staff recommends proceeding with the proposal submitted by Freese and Nichols, Inc. While the total not
to exceed amount is $550,900, staff intends for the initial engagement to cost $229,900 for completion of
Basic Services, Tasks A through E. Tasks F and G are considered Special Services and may be considered
as next steps following Council’s receipt of the final report.
BASIC SERVICES
Task A: Project Management $19,800.00
Task B: Data Collection and Review $25,600.00
Task C: Roadway Maintenance & Improvement Strategy Evaluation $78,400.00
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Task D: Roadway Funding Evaluation $91,200.00
Task E: Roadway Funding Strategy Report $14,900.00
Basic Services Subtotal $229,900.00
SPECIAL SERVICES
Task F: Roadway Management Strategy Dynamic Modeling Tool $128,900.00
Task G: Roadway User Fee Development and Implementation $192,100.00
Special Services Subtotal $321,000.00
PROJECT TOTAL $550,900.00
Request for Qualifications (RFQ) for professional surveying services was sent to 847 prospective firms,
including 32 Denton firms, for these services. In addition, the RFQ was placed on the Procurement and
Compliance website for prospective respondents to download and advertised in the local newspaper. Two
(2) statement of qualifications (SOQ) were received. The SOQs were evaluated based on published criteria
including past performance and experience and experience and qualifications of the respondent and key
personnel available for this project. Based upon this evaluation, the recommended award is to Freese and
Nichols, Inc. and is determined to be the most qualified firm for the City.
NIGP Code Used for Solicitation: 969, 918, and 946
Notifications sent for Solicitation sent in IonWave: 847
Number of Suppliers that viewed Solicitation in IonWave: 24
HUB-Historically Underutilized Business Invitations sent out: 90
SBE-Small Business Enterprise Invitations sent out: 357
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with Freese and Nichols, Inc., for roadway funding strategy for the City of Denton, in a
not-to-exceed amount of $550,900.
SUSTAINABILITY MEASURES
Relationship to Sustainability Framework
Focus Area: Transportation
By establishing maintenance and reconstruction plans that incorporate roadways as well as subsurface
utilities, the efficiency gained as a result of the long-range plan will not only maximize the use of City funds
but will also maximize the life of roadway assets and decrease greenhouse gas emissions from duplicative
construction efforts.
PRINCIPAL PLACE OF BUSINESS
Freese and Nichols, Inc.
Fort Worth, TX
ESTIMATED SCHEDULE OF PROJECT
This project will be started upon approval with Basic Services of Tasks A through E to be completed by
June 14, 2022. A brief presentation summarizing the final report will be given to the City Council following
completion.
FISCAL INFORMATION
These services will be funded from Streets 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: Ethan Cox, 940-349-7421.
Legal point of contact: Marcella Lunn at 940-349-8333.