Exhibit 1 - Agenda Information SheetCity of Denton
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: November 14, 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 Professional Services Agreement with Hoar Program
Management, LLC, for project management services for Fire Station #9, the Service Center, the Solid Waste
Fleet, and the Fleet Services Expansion for the Capital Projects Department as set forth in the contract;
providing for the expenditure of funds therefor; and providing an effective date (RFQ 8245-001 –
professional services agreement for project management services awarded to Hoar Program Management,
LLC, in the not-to-exceed amount of $2,588,509.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
Hoar Program Management (HPM) was selected from a prequalified list for project management services
for vertical construction projects. HPM has experience performing project management services as a
subcontractor under a different contract for Fire Station #9, Solid Waste Fleet, and Fleet Services
Expansion. The terms of that existing contract were ended requiring a new contract for continued services.
Based on their knowledge and experience with these existing projects and a good performance record, HPM
ranked highest to continue these services. Project management services for the Service Center were also
included in this contract. HPM has knowledge of the existing Service Center site, and various stakeholders'
needs making them a valuable asset to the project team.
Estimated expenditures per project are provided below. The contract is structured based on hourly rates
with a not-to-exceed amount.
Project Description Estimated Expenditure
Fire Station #9 $221,696
Solid Waste Fleet $373,484
Fleet Services Expansion $48,560
Service Center $1,892,669
Reimbursement Allowance $52,100
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Request for Qualifications for project management services for various vertical construction projects for
the Capital Improvement Projects Department was solicited using the City’s formal solicitation process.
City Council approved a pre-qualified list of professional service firms on August 15, 2023 (Ordinance 23-
1521).
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On August 15, 2023, City Council approved RFQ 8245 for a prequalified list of firms for project
management services for various vertical construction projects for the Capital Improvement Projects
Department (Ordinance 23-1521).
RECOMMENDATION
Award a contract with Hoar Program Management, LLC, for project management services for Fire Station
#9, the Service Center, the Solid Waste Fleet, and the Fleet Services Expansion for the Capital Projects
Department, in a not-to-exceed amount of $2,588,509.
PRINCIPAL PLACE OF BUSINESS
Hoar Program Management, LLC
Dallas, TX
ESTIMATED SCHEDULE OF PROJECT
These services will be started upon approval with a completion date of December 31, 2028.
FISCAL INFORMATION
These services will be funded from a combination of the accounts listed below.
Fleet Services Expansion 820026726 $55,000
Fire Station #9 100318409 $240,000
Solid Waste Fleet 660894595 $390,000
Requisition #162410 has been entered into the Purchasing software system in the amount of $685,000.00 for current
projects.
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: Seth Garcia, 940-349-8938.
Legal point of contact: Marcella Lunn at 940-349-8333.