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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Cassey Ogden DATE: August 15, 2023 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 Morris & McDaniel, Inc., for the development and administration of Police Civil Service Promotional Assessment Centers for the Police Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 8222 – awarded to Morris & McDaniel, Inc., for three (3) years not-to-exceed amount of $96,450.00). STRATEGIC ALIGNMENT This action supports Key Focus Area: Pursue Organizational Excellence and Collaborative and Respectful Leadership. INFORMATION/BACKGROUND The City of Denton (City) and the Denton Police Officers Association (DPOA) entered into a new Meet and Confer Agreement, which was subsequently approved and signed by Council on September 27, 2022. This agreement is in effect for four years through September 30, 2026. As such, the Police Department promotional process is governed by the Texas Local Government Code Chapter 143, Civil Service Commission Local Rules and Regulations, as well as current or future Meet and Confer Agreements between the City and the DPOA, as negotiated through the Meet and Confer process. Per Meet and Confer and Texas Local Government Code Chapter 143, the promotional process is outlined as follows: 1. Time in Rank Pre-Requisite a. Promotions to Sergeant Rank An Officer is not eligible for promotion to Sergeant rank unless the Officer has served in the Department in the next lower rank for at least three years immediately before the examination. b. Promotions to Lieutenant Rank A Sergeant is not eligible for promotion to Lieutenant rank unless the Sergeant has served in the Department in the next lower rank for at least two years immediately before the examination. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com 2. Written Examination (to be administered by the Department) A maximum of 100 points of the promotional candidate’s score will be based on the multiple- choice written examination testing the candidate’s knowledge of the approved Source Material by the Local Civil Service Commission. Only applicants who receive a grade of 70 points or higher shall be determined to have passed the Sergeant and Lieutenant written examination. Each promotional candidate is entitled to receive one point for each year of seniority as a classified Officer in the Department, with a maximum of 10 points. Seniority points may not be added to the test score to achieve a passing grade. 3. Officers who pass the Sergeant or Lieutenant written examination with a score of 70 or higher will proceed to the next step of the examination process, the Assessment Center (design to be determined by the successful consultant). 4. The final score on the promotional eligibility list shall be calculated as follows: Written Examination Points: Assessment Center Points: Maximum Exam Points 100 Maximum Points 100 + Maximum Seniority Points 10 = Maximum Score on the Written Portion 110 Promotional Eligibility List Formula Sergeant: Written Examination Points (70%) + Assessment Center Points (30%) Lieutenant: Written Examination Points (50%) + Assessment Center Points (50%) The final score shall be carried to three (3) decimal points. Based on the criteria outlined in the Police Meet and Confer Agreement, the City solicited proposals through a competitive RFP process to determine the appropriate vendor for this contract term. As outlined in the Meet and Confer Agreement, the evaluation committee (Assessment Center Review Committee) was comprised of three members (plus one alternate) appointed by the Police Chief, and three members (plus one alternate) appointed by the DPOA. Members of the Assessment Center Review Committee evaluated the proposal received and recommend moving forward with the awarded vendor, Morris & McDaniel. Proposed Contract Total for Five Years Year 1 Year 2 Year 3 Total Development and Administration $29,500 $29,500 $29,500 $88,500 Contingency $5,000 $1,475 $1,475 $7,950 Total $34,500 $30,975 $30,975 $96,450 Request for Proposals was sent to 778 prospective suppliers, including 36 Denton firms. In addition, specifications were placed on the Procurement website for prospective suppliers to download and 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 on published criteria including schedule, compliance with specifications, probable performance, and price. The department is awarding the contract to Morris & McDaniel, Inc. NIGP Code Used for Solicitation: 680, 845, 907, and 920 Notifications sent for Solicitation sent in IonWave: 778 Number of Suppliers that viewed Solicitation in IonWave: 21 HUB-Historically Underutilized Business Invitations sent out: 89 SBE-Small Business Enterprise Invitations sent out: 311 Responses from Solicitation: 1 PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On September 27, 2022, City Council adopted Ordinance 22-1832 approving a three (3) year Meet and Confer Agreement between the City and the DPOA. On May 23, 2023, the Assessment Center Review Committee recommended awarding a contract to Morris & McDaniel for the development and administration of the Police Assessment Center as outlined in the Police Meet and Confer Contract dated October 1, 2022, through September 30, 2026. RECOMMENDATION Award a contract with Morris & McDaniel, Inc., for the development and administration of Police Civil Service Promotional Assessment Centers for the Police Department, in a three (3) year not-to-exceed amount of $96,450. PRINCIPAL PLACE OF BUSINESS Morris & McDaniel, Inc. Alexandria, VA ESTIMATED SCHEDULE OF PROJECT This is a three (3) year contract. FISCAL INFORMATION These services will be funded from the Human Resources account 150001.7824. Requisitions will be entered on an as-needed basis. The budgeted amount for this item is $96,450. 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: Crystal Babcock, 940-349-8340. Legal point of contact: Marcella Lunn at 940-349-8333.