7878 - Amendment 1 Executed
Docusign Transmittal Coversheet
File Name
Purchasing Contact
Contract Expiration
DocuSign Envelope ID: 931A7A20-2184-4D13-9527-9A9AADAD9657
7878 - Roadway Funding Strategy Amendment #1
N/A
Cori Power
DocuSign Envelope ID: 931A7A20-2184-4D13-9527-9A9AADAD9657Senior BuyerCori PowerAmendment #19/20/2022
1
City of Denton
FILE 7878 – Roadway Funding Strategy
Attachment A - Scope of Work
SPECIAL SERVICES AUTHORIZATION #1
Task F: Roadway Management Strategy Dynamic Modeling Tool
FNI will work with the City to automate components of the roadway management process using available
software tools to minimize the manual effort required for infrastructure investment planning. FNI’s
approach intends to maximize use of the City’s existing software tools, including, Cartegraph, CityWorks,
ESRI ArcGIS, ESRI Model Builder, as well as readily available programs such as Microsoft PowerBI to assist
in coordinated evaluation and effective communication of results with stakeholders.
This scope is based on the following assumptions:
• Infrastructure inventory and attributes are populated in ESRI ArcGIS
• Priority purpose of the software tool:
o Automate the analysis and decision-making process for infrastructure investment
planning activities
o Visualization dashboard for stakeholder communication
F.1 Roadway Management Tool Options Analysis: FNI will prepare an evaluation of software
tools, emphasizing existing software used by the City, to automate components of the
roadway management process. Software options to be evaluated include ESRI ArcGIS Model
Builder, Microsoft Excel, Power BI, and Tableau. FNI will identify conceptual approaches for
each software to enhance the process execution, including pros and cons of each option.
Factors for consideration in the evaluation of each approach will include existing
implementation of software by City, staffing requirements to maintain and use software,
functionality, integration capability with existing City systems, and cost.
F.2 Meeting - Roadway Management Tool Review: FNI will conduct one (1) workshop with the
City to discuss software automation/standardization options. FNI will present the results of
the software tool options analysis. FNI will facilitate discussion with City staff to identify the
preferred software approach for development, as well as the anticipated users of the
software tool.
F.3 Meeting - Roadway Management Tool Requirements: FNI will conduct one (1) workshop
with the City to identify and document the specific requirements for the software tool. FNI
will walk through the roadway management standardized process as applicable to identify
components that can be automated through the software tool, as well as current constraints.
FNI will facilitate discussion with the City’s anticipated software tool users to identify
preferred user interfaces for entering data, modifying parameters, conducting analyses, and
generating output.
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F.4 Roadway Management Tool Requirements Document: FNI will prepare a draft Software
Requirements Document to detail the scope of the software tool to be developed. The draft
document will include:
• Tool overview (purpose and scope)
• Functional logic (user process and experience)
• Design considerations (system requirements, assumptions, constraints, user access,
etc.)
FNI will provide the draft Software Requirements document to the City for review. FNI will
address the City’s feedback and finalize the Software Requirements document. An electronic
PDF of the document will be delivered to the City.
F.5 Initial Draft Roadway Management Tool: FNI will develop a draft software tool, adhering to
the Software Requirements Document.
F.6 Meeting - Initial Draft Roadway Management Tool Review: FNI will conduct one (1)
workshop with City staff to present the draft software tool, demonstrate the functionality,
and facilitate discussion about features and desired modifications. FNI will document
requested modifications and note changes that can be made within the scope of the project
and modifications that require additional effort to be implemented.
F.7 Final Draft Roadway Management Tool: FNI will develop a final draft version of the software
tool, adhering to the Software Requirements Document and incorporating implementable
feedback obtained in the Initial Draft Roadway Management Tool Review Meeting.
F.8 Meeting - Final Draft Roadway Management Tool Review: FNI will conduct one (1) workshop
with City staff to present the final draft software tool, demonstrate the functionality, and
facilitate discussion about features and desired modifications. FNI will document requested
modifications and note changes that can be made within the scope of the project and
modifications that require additional effort to be implemented.
F.9 Final Roadway Management Tool: FNI will develop a final version of the software tool,
adhering to the Software Requirements Document and incorporating implementable
feedback obtained in the Final Draft Roadway Management Tool Review Meeting. FNI will
deliver the Final Roadway Management Tool to the City in preparation for staff training.
F.10 Training Workshop: FNI will conduct one day of training for City staff. The goals of the training
workshop are to train staff on the Process Workflow and use of the Roadway Management
Tool in the development of prioritized improvement planning. FNI will provide up to five (5)
laptop computers for the training workshop. Licensing accommodations are dependent of
the software selected for the Roadway Management Tool. The training workshop will be held
at the City of Denton office.
F.11 On-Call Support: FNI will provide 40 hours of on-call support to City staff for implementation
assistance of the Roadway Management Tool. Additional support will be provided to the City
upon request as an Additional Service.
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Task G: Roadway User Fee Evaluation
G.1 Roadway User Fee Kickoff Meeting: FNI will meet with the City to discuss key policy issues for
the creation of the Roadway User Fee. The following policy issues will be discussed at the initial
meeting to discuss and finalize the methodological approach for the development of the
Roadway User Fee.
a) Identification of system users expected to receive assessment
b) Approach to assessing fee to individual properties
c) Fee structure
d) Exemptions
e) Appeals policy
G.2 Data Collection: This effort will be limited to existing, available information. FNI will collect and
integrate into a GIS database the following information, as available:
a) Existing parcel information from the City and/or Denton County Appraisal District.
b) Current utility billing records
c) Building development area from Appraisal District data or other existing GIS data
approved by the City
d) Land use data from the City, Denton Central Appraisal District, FNI’s internal files,
and the City’s recently completed impact fee study
e) Trip factors for the various land uses – FNI will utilize the service unit equivalency
table prepared as part of the current city roadway impact fee study as a basis for
defining tiered fee structuring.
G.3 Roadway User Fee Rate Model: FNI will create up to three (3) Roadway User Fee Rate Models
using a combination of the information collected in Task GS.2. Each model option will assume
a single rate for each single-family residential property, and non-single family residential
property rates will be determined based on a combination of the data collected in Task G.2.
Options will include:
a) Basis for classification of travel characteristics
b) Fee structure
c) Rates (Residential and non-residential fee options) by classification and/or tier
d) Exemptions
e) FNI will meet with the City to discuss fee structure options, and based on meeting
input from the City staff, FNI will modify the three (3) fee rate options for
consideration by City Council.
G.5 Fee Table Structure: FNI will provide the City with a fee table structure for the Roadway User
Fee to be added into the City’s existing utility billing system.
G.9 Roadway User Fee Evaluation Final Report: FNI will prepare a final report that documents the
basis and approach for the development, implementation and maintenance of the City’s
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Roadway User Fee. FNI will provide the City with five (5) hard copies and one (1) electronic file
of the draft Roadway User Fee Report upon completion of the project. Upon receipt of the
City’s final comments, FNI will finalize the report and deliver five (5) hard copies and one (1)
electronic file to the City.
SPECIAL SERVICES AUTHORIZATION #1 SUMMARY OF DELIVERABLES:
Task F – Roadway Management Strategy Dynamic Modeling Tool
• Roadway Management Tool Requirements Document (Task F.4)
• Initial Draft Roadway Management & Funding Tool (Task F.5)
• Final Draft Roadway Management & Funding Tool (Task F.7)
• Final Roadway Management & Funding Tool (Task F.9)
Task G – Roadway User Fee Evaluation
• Roadway User Fee Policies and Goals Memo (Task G.1)
• Roadway User Fee Model Fee Structure Options (Task G.3)
• Draft Roadway User Fee Rate Structure (Task G.5)
• Final Roadway User Fee Evaluation Report (Task G.9)
SPECIAL SERVICES PROJECT SCHEDULE:
Task F – Roadway Management Strategy Dynamic Modeling Tool
• To be determined in coordination with City staff to meet key deliverable presentation for
December 6th City Council Work Session.
Task G – Roadway User Fee Evaluation
• To be determined in coordination with City staff to meet key deliverable presentation for
December 6th City Council Work Session.
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SPECIAL SERVICES YET TO BE AUTHORIZED
Task G: Roadway User Fee Implementation Support
G.10 Roadway User Fee Ordinance, Fee Schedule and Appeals Process: FNI will support the city in the
development of a draft Roadway User Fee ordinance, fee schedule and appeals process for Council
adoption. The City will be responsible for all public outreach, required noticing and publishing of public
noticing consistent with state and/or local requirements.
G.11 Fee Table Structure: FNI will provide the City with a fee table structure for the Roadway User Fee
to be added into the City’s existing utility billing system.
G.12 City Council Meeting for Utility Ordinance and Fee Schedule Adoption: The City will present the
Roadway User Fee Ordinance and Fee Schedule to be considered for adoption. FNI will support with the
development of meeting materials for public hearings.
G.13 Roadway User Fee Utility Billing Integration: FNI will coordinate with City staff to integrate the
Roadway User Fee data developed in GIS into the City’s utility billing system. FNI will utilize the City’s
unique identifiers for each property to allow for ongoing maintenance of the appropriate Roadway User
Fee between the City’s GIS and utility billing system.
a) Quality control testing prior to transition: FNI will coordinate with City staff to conduct up to two (2)
trial billing runs. Following each cycle FNI will conduct trial data exports to GIS for maintenance
updates.
b) Utility billing maintenance methodology: FNI will coordinate with the City to develop a data
integration approach for maintenance of the dataset. This will include maintenance of data through
project development to keep dataset current.
G.14 Cost of Service Evaluation: FNI will perform an independent Cost of Service Evaluation based on
the roadway lifecycle and funding model and coordination with City staff.
G.15 Public Outreach: FNI will develop up to two (2) mailers and/or social media postings to be
distributed to the community. The mailers/postings will provide information to educate the community
about the need for and benefit of proper pavement management, the equitable nature of funding this
service through a Roadway User Fee, and the proposed fee recommended for approval by City Council.
This information will be provided to the City in an electronic format for printing as a utility bill insert,
separate mailer, handout, or social media posting. The City will be responsible for the logistics and cost of
printing and distributing the information.
G.16 Roadway User Fee Web Site: FNI will develop a roadway management web site for the community
to learn about current activities, needed activities, and funding options to address both in the long term.
The web site will be developed as a stand-alone site linked from the City’s web site.
G.17 Stakeholder Meetings: FNI will provide technical support to the City for up to five (5) public
stakeholder meetings to educate the community about pavement management and needs, to present
funding recommendations, and to collect public input. The City will be responsible for securing a location
for each meeting and providing seating for attendees. The City will provide presentation equipment, note
boards, comment forms, handouts, and light refreshments. FNI will support with the development of a
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PowerPoint presentation discussing the methodological approach to the development of the Roadway
User Fee, the framework for fee structuring and program implementation.
G.18 Road User Fee Implementation On-call Assistance: FNI will provide on-call implementation
assistance to help the City initiate billing, proactively address key stakeholder concerns, respond to
community questions, and other related activities requested by the City.
SPECIAL SERVICES SUMMARY OF DELIVERABLES:
Task G – Roadway User Fee Implementation
• Roadway User Fee Draft Ordinance, Fee Schedule, and Appeals Process (Task G.4)
• Public Outreach Content for Mailers, Social Media, Web Site (Tasks G.10, G.11)
SPECIAL SERVICES PROJECT SCHEDULE:
Task G – Roadway User Fee Implementation
• To be determined in coordination with City staff. Typical schedule would be 4-6 months from
Notice to Proceed. Additional time may be necessary to accommodate public outreach.
TOTAL COMPENSATION
FNI will provide the identified Authorized Special Services for the lump sum total of Two Hundred Ten
Thousand Six Hundred Fifty Dollars ($210,650.00). Upon request of the City, FNI will provide Special
Services for remaining Task G subtasks (Roadway User Fee Implementation) for the lump sum total of
One-Hundred Ten Thousand Three Hundred Fifty Dollars ($110,350.00)
SPECIAL SERVICES AUTHORIZATION #1
Task F: Roadway Management Strategy Dynamic Modeling Tool $128,900.00
Task G: Roadway User Fee Evaluation $81,750.00
Authorized Special Services Subtotal $210,650.00
PROJECT TOTAL $440,550.00
SPECIAL SERVICES YET TO BE AUTHORIZED
Task G: Roadway User Fee Implementation $110,350.00
Special Services Subtotal $110,350.00
PROJECT TOTAL $550,900.00
DocuSign Envelope ID: 931A7A20-2184-4D13-9527-9A9AADAD9657
Certificate Of Completion
Envelope Id: 931A7A2021844D1395279A9AADAD9657 Status: Completed
Subject: ***Purchasing Approval*** 7878 - Roadway Funding Strategy Amendment #1
Source Envelope:
Document Pages: 8 Signatures: 1 Envelope Originator:
Certificate Pages: 5 Initials: 0 Cori Power
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Time Zone: (UTC-06:00) Central Time (US & Canada)
901B Texas Street
Denton, TX 76209
cori.power@cityofdenton.com
IP Address: 198.49.140.10
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Status: Original
9/20/2022 4:48:00 PM
Holder: Cori Power
cori.power@cityofdenton.com
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Cori Power
cori.power@cityofdenton.com
Senior Buyer
City of Denton
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Tina Ek
Tina.Ek@cityofdenton.com
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Cheyenne Defee
cheyenne.defee@cityofdenton.com
Procurement Administration Supervisor
City of Denton
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Cassandra Ogden
cassandra.ogden@cityofdenton.com
Chief Financial Officer
City of Denton
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