Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: March 22, 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 CaCo Architecture, LLC,
for compiling a City-wide Facility Master Plan for the Facilities Management Department; providing for
the expenditure of funds therefor; and providing an effective date (RFQ 7818-003 – awarded to CaCo
Architecture, LLC, in the not-to-exceed amount of $854,500.00).
INFORMATION/BACKGROUND
The Facilities Team is developing comprehensive and inclusive decision-making strategies regarding City
building construction, renovations, and maintenance. As part of this initiative, Facilities discovered realized
there has been a significant amount of deferred maintenance on many of our buildings, and many structures
may have exceeded their useful life entirely. Prior to expending significant amounts of dollars into remodels
and renovations, the City proposes to engage a firm to conduct Facility Condition Assessments (FCA).
These FCA will be used to successfully identify all the aging components and establish accurate life cycles
for equipment, infrastructure, and buildings. This is the first step for City Master Planning efforts.
The results of the Facility Condition Assessments and Facility Condition Index (FCI) will be evaluated
under master planning efforts which will assist Facilities in putting together their Capital Improvement &
Maintenance Plans, as well as assist in future decision-making on where and when remodels or new
constructions are warranted and are fiscally responsible.
To create a comprehensive understanding of all City departments' needs and plans, the Facilities Team is
in the process of engaging a firm to develop a comprehensive City-wide Facilities Master Plan (CFMP),
taking into consideration:
• FCA and subsequent FCI results
• Existing department Master Plans
• Projected future service growth and appropriate facility requirements for 2025, 2030, 2035, and
2040
• The immediate critical needs for new and/or renovated spaces to continue to function effectively
• Provide recommendations on centralized and decentralized building locations
The results of the CFMP will be the creation of a “picture” of the City’s existing properties, future
acquisitions, and facilities needs through 2040. This data will assist in future decision-making on where and
when remodels or new constructions are warranted and are fiscally responsible. The programming will lead
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to a gap analysis that defines future requirements, any shortfall in existing facilities, and potential needed
improvements.
This data must be available before proceeding with some of our more extensive remodels and new
construction projects. As a result, some of these projects may be delayed in order to ensure we are making
long-term, cost-effective, and operationally successful decisions. We intend to proceed with Phase I Master
Planning for $496,000 which will result in a definitive, high-level, Master Plan and provide a strategy for
city facilities or “road map” outlining actions to take now and in the future. Phase II will provide additional
detail to the recommendations contained in the Master Plan which includes individual program or project
specifications.
Statements of qualifications were sent to the City’s prequalified list of architects. Upon ranking the received
information, staff found CaCo Architecture LLC to have the most relevant facility assessment experience
for multiple municipal functions, has current work in progress in Texas, and available staff to complete the
project within the schedule. Based on CaCo Architecture LLC’s knowledge, project team experience, and
availability, staff has selected CaCo Architecture LLC as the best choice for compiling a City-wide Facility
Master Plan.
Requests for Qualifications for vertical construction services for Facilities Management was 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 16, 2021, Council approved RFQ 7818 for a prequalified list of firms for vertical construction
projects (Ordinance 21-2435).
RECOMMENDATION
Award a contract with CaCo Architecture, LLC, for compiling a City-wide Facility Master Plan for the
Facilities Management Department, in the not-to-exceed amount of $854,500.
PRINCIPAL PLACE OF BUSINESS
CaCo Architecture, LLC
Dallas, TX
ESTIMATED SCHEDULE OF PROJECT
This project will be started upon approval and all phases will conclude on December 31, 2022.
FISCAL INFORMATION
These services will be funded from Certificates of Obligation Funds.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: LLC Members
Exhibit 3: 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.