8038 - Amendment 1 Executed
Procurement & Compliance
901 B Texas St., Denton, TX 76209 (940) 349-7100
OUR CORE VALUES
Integrity Fiscal Responsibility Inclusion Transparency Outstanding Customer Service
January 4, 2023
Mr. Chad Anderson
HDR Architecture, Inc.
8750 N. Central Expressway, Suite 100
Dallas, TX 75231
chad.anderson@hdrinc.com
Re: Letter Agreement to Amend (this “Amendment”) File 8038 – Preparation for the
Northeast Area Plan between the City of Denton (“COD”) and HDR Architecture, Inc., dated
January 9, 2022 (the “Contract”) – Amendment #1
Dear Mr. Anderson,
Thank you for being such a valued partner. By signing this Amendment below, COD and HDR
Architecture, Inc. agree that the Contract is hereby deemed amended to the updated Exhibit B –
Consultant’s Scope of Services Offer, Project Schedule & Rate Sheet, as shown in Exhibit B.
Except as amended by this Amendment, the Contract is not otherwise amended, and all other terms
and conditions of the Contract remain in full force and effect, as amended hereby. This Amendment
may be executed in any number of counterparts, each of which shall be deemed an original and all of
which together shall constitute one and the same instrument. Signatures transmitted electronically
shall have the same effect as the delivery of original signatures.
The City of Denton reserves the right to re-evaluate pricing as the market conditions change and can
ask your firm to provide updated proposed pricing, including, but not limited to, a decrease in
pricing, as a result of any such change.
We look forward to future business with your firm.
Regards,
____________________________ ___________________________
Ginny Brummett, Buyer Chad Anderson
Procurement and Compliance Authorized Representative
City of Denton HDR Architecture, Inc.
DocuSign Envelope ID: 2E69A28E-FD84-4461-8C4E-9D39782C32A9
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Phase 1. Getting Started.
Task 100. Kickoff Meeting. The consultant and city staff (project team) will meet in-person or virtually to
discuss the best way to collaborate and coordinate effectively throughout the process. The purpose of
this meeting is to develop a shared understanding of the project expectations. This will be a working
meeting to clarify and confirm the executed scope of work, establish the communication methods,
confirm deliverables, and the project schedule.
Consultant Responsibility:
1) Provide meeting Agenda,
2) Present the Community & Stakeholder Engagement Plan for city review and comment,
3) Discuss project branding - logo, colors, final report format, and website pages/layout/hosting.
City Responsibility:
1) Provide a stakeholder list for informal interviews,
2) Provide a list of steering committee members and contact information,
3) Provide current plans and projects, market data, GIS files, history, demographics and
statistical/market information as available.
4) Provide up-to-date base maps that include the entire study area and related layer files as
needed.
Task 200. Study Area Tour. Following the Kickoff Meeting, the project team will tour the study area
together and share the knowledge of the area’s history and current conditions as it relates to both
people and place.
City Responsibility:
1) Provide transportation (if a city vehicle to accommodate everyone is not available then develop
a field tour strategy/route and stops to give the consultant team)
Task 300. Community & Stakeholder Engagement.
Task 310. Stakeholder Interviews. We will host up to 16 hours or two full days (regardless of hours) of
one-on-one interviews lasting one hour or focus group sessions with neighborhood stakeholders,
students and administrators, community and business leaders, and other specific community groups
lasting approximately one to two hours per session with a maximum of ten attendees per session. The
purpose of this task is to get an initial understanding and perspective of the area and its opportunities
and challenges by collecting stakeholder insight into the context, priorities, and perceptions related to
community concerns, sensitivities, and political minefields.
Consultant Responsibility:
1) Develop the questions and conduct and facilitate the interviews,
2) Work with city staff to identify up to 10 Project Ambassadors. However additional Ambassadors
may be added throughout the planning process as needed (up to 10 additional ambassadors).
City Responsibility:
1) Set up interviews – coordinate the date, time, place and invite interviewees or focus group
participants,
2) Provide location for the interviews or focus group sessions.
Task 320. Project Website. This task will consist of designing, hosting, maintaining, and updating project
specific web pages. The website content will consist of the project descriptions, the planning process
EXHIBIT B
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and study status, a calendar of engagement events, contact information, and will host online
engagement activities as follows:
• Digital surveys (one during visioning and one during plan development).
• Mapping Exercises – these will include interactive elements such as location pinning with
comments for discussing place-based issues and ideas twice during the process (one during
visioning and one during plan development).
• Virtual Townhall - this will include posting of exercises similar to the ones conducted during the
in-person visioning workshop and can be visited at the participant’s convenience.
Consultant Responsibility:
1) Provide content for posting on the website and content for the engagement exercises.
City Responsibility:
1) Create and host the website/webpages,
2) Maintain, update, and manage the website,
3) Implement the interactive mapping exercises and virtual townhall exercises (exercises may be
adjusted based on existing conditions analysis and public input throughout the planning process
as needed),
4) Provide the feedback data from website to the consultant within 5 days of closing the
engagement exercise.
Task 330. Developing Key Messages and Materials. The purpose of these key messaging packages will
be to prevent confusion, misunderstandings, and misinformation from spreading in the community. We
will develop 2 packages of key messages to include website content, social media messages,
brochures/postcards, and ambassador speaker notes (one set of key messages at the start of the
process to be used during visioning and another set of key messages to be used during plan
development). Ambassadors will be a group of up to 10 stakeholders and individuals with trusted
relationships within the study area. They will be identified in collaboration with city staff and their role
will be to assist with public outreach and input gathering, help us build trust, and reach traditionally
uninvolved groups within the community.
Consultant Responsibility:
1) Develop the key messaging content and collateral (brochures/postcards, and ambassador
speaker notes)
2) Assist staff in answering ambassadors’ as well as the community’s concerns and questions
City Responsibility:
1) Post/Distribute the content via appropriate channels
2) Coordinate answering ambassadors’ as well as the community’s concerns and questions
Phase 1 Deliverables:
1) Summary memo of public engagement activities by each event
2) Engagement Plan with preliminary dates including social media outreach dates and website
posting dates
3) Updated schedule to include dates from the engagement plan
4) Stakeholder interviews/ focus group sessions summary memo
5) Branding Package (logo, colors, tagline, fonts) used for print materials and website
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6) One set of key messaging package to include social media messages, brochures/postcards, and
ambassador speaker notes (to help ambassadors understand issues to be addressed, pitfalls to
avoid, and provide recommendations for best approaches to gathering input and outreach)
7) Website content reflecting the key messaging to include project description, planning process
timeline, a calendar of engagement events, general feedback questions, contact information
Phase 2. Inventory & Analysis.
Task 400. Data Collection & Review. The goal in this phase will be to understand - How did the area
come to look as it does? What is the history of land use, zoning regulations, and development patterns
in the area? What shaped the look and function of the infrastructure? How has the natural environment
changed? What is the history behind the relationship between the natural and built environment? We
will accomplish this through the following subtasks:
Task 410. Inventory of Previous studies and plans. We will complete a summary inventory of previous
reports/studies that apply to the study area. This summary will identify any policies, strategies, and on-
going development, mobility, and infrastructure projects that will impact the area.
Task 420. GIS Data & Base Mapping: The people (socio-economic) and place (natural and built
environment) based data collected as a part of Task 400 will be mapped as much as possible to assist
with the existing conditions analysis in Task 430.
Task 430. Existing Conditions Analysis: We will conduct a comparison of current development related
policies (city regulations and deed restrictions etc.) with current land uses with the goal of identifying
possible future land uses. We will also study best practices from other cities and communities that may
provide relevant recommendations. In addition to development regulations and land use policies we will
also review other related public policies that impact growth and change in the City including, but not
limited to, those for utilities, subdivisions, street maintenance, and stormwater. The consultant team
will use the existing NCTCOG and City of Denton model to identify traffic patterns and analyze potential
impacts of the existing traffic forecasts on the study area. We will review existing multimodal movement
and its relation to other modal plans within the City of Denton. Our team will review the existing
characteristics of the built form through a windshield survey in terms of formal and informal public
spaces, infrastructure, built character, historic detailing, and natural resources.
TBG Partners will collect spatial environmental data and lidar topography and land cover from federal,
state and local agencies, conduct field visits for natural systems inventory for accessible public spaces
within study area, and conduct desktop analysis using collected spatial data and current high-resolution
aerials from Nearmap. They will use this data to develop natural systems inventory maps indicating
locations of: Floodplain (zone a, 500 yr, 100 yr and floodway); Wetlands (riverine, freshwater emergent,
forested/shrub, freshwater ponds/lakes); Vegetation (riparian forest, riparian herbaceous and
shrubland, floodplain forest, floodplain herbaceous and shrubland, grasslands, mottes, and cropland;
and Soils (hydrologic groups and general suitability for supporting vegetation, stormwater BMPs, and
development.
Task 440. Market Analysis. We will conduct a review and analysis of market trends within the City, and
the surrounding region to understand the potential for new development as well as the impact of land
use policy changes on development potential within the study area.
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Phase 2 Deliverables:
1) Inventory and Analysis Memo in Word format including maps, photos, and other supporting
graphics summarizing –
a) history of the area,
b) analysis of current plans and regulations that impact the study area,
c) analysis of the people living in the area and their socio-economics,
d) current land use and development pattern analysis,
e) inventory of mobility infrastructure, traffic and other multi-modal movement patterns and
analysis of potential impacts of the existing traffic and multimodal forecasts on the study
area,
f) analysis of the existing character of the built forms in the area,
g) assessment of the natural systems inventory, and
h) market analysis summary.
Phase 3. Visioning & Conceptual Plan.
Task 500. Community & Stakeholder Engagement. The work in this task will be to include and collaborate
with the community and facilitate the development of a community-based vision and plan. We will
accomplish this through the following tasks:
Task 510. Steering Committee Meetings. We will facilitate two dedicated steering committee meetings
in this phase. The first meeting will be to introduce the consulting team, understand project
expectations, issues, and opportunities from the committee’s point of view, and verify existing
conditions data collected by the consultant team. The second meeting will be to share the results of the
community engagement activities from the overall task 500 and the initial recommendations developed
by the consultant team.
Consultant Responsibility:
1) Develop the presentation materials for the meetings
2) Facilitate the meetings and track feedback
City Responsibility:
1) Set up meetings – date, time, place and invitations
2) Print and distribute meeting agenda prior to the meeting
3) Provide meeting location, AV equipment, and food and drinks if needed
4) Address any city or state legal requirements for the meetings
Task 520. Online Engagement. We will use the project website to gather feedback from residents and
stakeholders who are unable to attend the community visioning workshop in person. The input will be
conducted through:
• Digital Survey to collect general perceptions and ideas using a wide range of question types,
from multiple choice to open comment, to visual preference.
• Digital Mapping Exercise to collect place-based issues and ideas.
• Virtual Townhall to collect the community’s thoughts and ideas related to the area’s strengths,
weaknesses, threats, and opportunities (SWOT) using exercises similar to the ones conducted
during the in-person community visioning workshop. Exercises will be adjusted based on
existing conditions analysis and public input throughout the planning process as needed.
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Consultant Responsibility:
1) Develop the content for online engagement
2) Provide city staff with answers to questions and comments to post online as needed
3) Record, analyze, and summarize feedback from the online engagement exercises and surveys
City Responsibility:
1) Post the content on the website in appropriate formats
2) Monitor online activity for appropriateness and respond to queries
3) Collect the feedback and provide to the consultant within 5 days of closing the online
engagement activities
Task 530. Community Visioning Workshop. This will be set up as an open house style workshop. We will
explain the planning process and timeline, verify existing conditions data, and facilitate input exercises
such as visual preference surveys, thought bubbles, mapping exercises, postcard to the future, etc. to
understand issues and opportunities from the community’s point of view in the study area. The exact
exercises will be determined in collaboration with city staff based on the findings from Task 300 and
Task 400. Note – This activity includes Steering Committee, P&Z Commission, and the City Council
participation.
Consultant Responsibility:
1) Develop the materials needed for the workshop
2) Provide outreach content regarding the workshop to city staff and project ambassadors for
distribution to the community
3) Staff and facilitate the workshop
4) Collect, analyze, and summarize the feedback from the workshop
City Responsibility:
1) Distribute outreach messaging through various channels per the Engagement Plan
2) Provide location, AV equipment, food and drinks as needed
3) Assist consultant with room set up, welcoming and engaging the community at the workshop
4) Address any city or state legal requirements for the open meetings act.
Task 540. Strategic Foresight Workshop. We will facilitate an invitation-only, two-day workshop where
a diverse (age, race, ownership, jobs, and more) group of 40 to 60 stakeholders will create four future
scenarios and identify a list of common themes from these scenario stories to use as a base for
developing the future vision and goals to achieve this vision. Note – This activity includes participation of
the entire Steering Committee and representatives from Planning and Zoning Commission and City
Council.
Consultant Responsibility:
1) Develop the materials needed for the workshop
2) Provide invitation language to city staff for distribution to the community
3) Staff and facilitate the workshop
4) Collect, analyze, and summarize the feedback from the workshop
City Responsibility:
1) Assist consultant team in identifying the participants for the workshop
2) Coordinate inviting the participants to the workshop
3) Provide location, AV equipment, food and drinks as needed
4) Assist consultant with room set up, welcoming and engaging the community at the workshop
DocuSign Envelope ID: 2E69A28E-FD84-4461-8C4E-9D39782C32A9
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5) Address any city or state legal requirements for the open meetings act.
Task 550. Feedback Assessment & Analysis. We will develop and maintain a database of stakeholders,
community members, and the residents that engage in this planning process at in-person events,
through the website, through one-on-one meetings, committee meetings, and other forums to track the
comments and feedback throughout the process. We will use sign-in sheets and website forms to track
the basic demographic and location information of the participants. We will provide the city with
reports/summary of the feedback received at various times per the project schedule.
Task 600. Plan Development
Task 610. Internal Planning & Design Workshop. Following the public engagement activities our multi-
disciplinary design team will meet for an internal workshop to develop the initial Conceptual Plan,
Recommendations and Strategies for the different plan elements considering both geographies and
themes based on information collected, public engagement, and team expertise and knowledge. During
this workshop we may create photo-simulations showing before and after scenarios, illustrations, maps,
and reference images to understand and convey the community’s vision and the overall concept plan
and specific site level concepts in an extremely tangible way.
Task 620. Develop a Draft Vision Statement. During the workshop in Task 610, we will analyze the
information from all the public engagement activities, especially from the Strategic Foresight Workshop
to craft a draft vision statement. We will work with city staff and the steering committee to refine this
draft vision statement and then use the digital survey in Task 640 to gather public input regarding this
draft vision statement.
Task 630. Develop Draft Recommendations. Much of this work will be accomplished during Task 610
This work will involve:
Analyzing expectations, growth in technological infrastructure, high dependency on small business
ventures, maintaining affordable/workforce housing and creating a public realm that responds to the
challenges that this community will need to address to accommodate the growth pressure while
preserving the rural character, open space and environmentally sensitive land. We will consider public
comments, inventory analysis, the traffic going to and through the area on key corridors such as US 380,
Loop 288, and FM 428, and our team’s knowledge and experience to develop possible land use types to
help accommodate growth without compromising the quality of life and character of the study area. We
will also identify critical assets and other opportunities to build social and physical networks and
propose up to two (2) concepts for place type building blocks, and recommendations for possible
projects/focus areas that will enhance places in the public realm through design, public art, landscape,
and interactive environments to create a unique sense of place that showcase the authenticity of NE
Denton study area. We will use the market analysis data and the information from public engagement to
develop land use, urban design, and economic development recommendations and strategies that will
both accommodate development and achieve the community’s vision.
We will integrate the roadway infrastructure with the proposed land uses and place types. We do this
mobility assessment by utilizing the data identified through the inventory and public involvement
process. We will build on our analyses to identify potential strategies and recommendations for mobility
improvements in the study area. We will work with our Open Space & Recreation Planning leads to
incorporate multimodal and active recreational transportation in the assessment and recommendations
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to ensure connectivity in the area. As part of the draft mobility assessment, we will develop up to three
(3) cross sections to be applied to the study area. They will draw on the existing Thoroughfare Plan but
will incorporate design aspects specific to the study area. We will use the data collected in the previous
tasks to create a conceptual mobility plan for the study area. This Plan will include recommended
strategies, cross-sections, and a map of the proposed multimodal transportation network.
In concert with land use and mobility recommendation development, TBG Partners will develop green
stormwater infrastructure (gsi) strategies. They will evaluate the natural systems inventory to determine
and delineate the areas that provide the best opportunities to manage stormwater runoff from future
development using green stormwater infrastructure strategies (including preservation and restoration
of existing systems) to mitigate flooding, heat island impacts and filter pollutants. Special emphasis will
be placed on identifying areas that support Denton’s greenway plan, serve as natural amenities, and
provide public/shared use open spaces. These strategies will be mapped and designated as gsi
management zones. They will also provide supporting documentation of the designated gsi
management zones in the form of a memorandum and meet with the design team and city staff to
review the findings.
Task 640. Online Engagement. We will use the project website to post draft vision and draft concepts
and recommendations to gather feedback from the community. The input will be conducted through:
• Digital Survey to collect comments using multiple choice and open comment regarding the draft
concepts and recommendations.
• Digital Mapping Exercise to collect comments related to place-based concepts and
recommendations.
• Comment Board to collect general comments and questions related to the draft concepts and
recommendations.
Consultant Responsibility:
1) Develop the content for online engagement
2) Provide outreach content regarding the website and feedback request to city staff and project
ambassadors for distribution to the community
3) Provide city staff with answers to questions and comments to post online as needed
4) Record, analyze, and summarize feedback from the online engagement exercises and surveys
City Responsibility:
1) Distribute outreach messaging through various channels per the Engagement Plan
2) Post the content on the website in appropriate formats
3) Monitor online activity for appropriateness and respond to queries
4) Collect the feedback and provide to the consultant within 5 days of closing the online
engagement activities
Task 650. City Project Team Review Meeting. A draft set of recommendations will be provided for the
city to review and comment on. One set of edits based on city comments will be incorporated into a
draft document which will be used to develop the Implementation Strategies.
City Responsibility:
1) Collect the feedback from the review team into one document in a mutually agreed upon format
per the project schedule.
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Task 660. Joint Steering Committee, Planning & Zoning Commission, and City Council Workshop. We
will facilitate a committee meeting to discuss the draft recommendations at this joint workshop.
Consultant Responsibility:
1) Develop the presentation materials for the meetings
2) Facilitate the meeting and track feedback
City Responsibility:
1) Set up meeting – date, time, place and invitations
2) Print and distribute meeting agenda prior to the meeting
3) Provide meeting location, AV equipment, and food and drinks if needed
4) Address any city or state legal requirements for the open meetings act
Phase 3 Deliverables:
1) Public Engagement Memo in Word format (including graphics) summarizing each of the public
engagement activities and feedback received, the resulting vision statement, and the goals and
objectives for the future of the study area.
2) Memo in Word format including maps, photos, and other supporting graphics summarizing the
recommendations per the agreed upon table of contents to include at a minimum
recommendations related to:
a. Land Use – writeup of recommended future land uses and character types including
open space, parks and housing with supporting imagery, and applicable graphics, images
and proposed future land use map.
b. Mobility – writeup of mobility assessment including up to three (3) cross-section
renderings, recommended strategies, and a map of the proposed multimodal
transportation network.
c. Development Pattern/ Placemaking – renderings and supporting writeup of proposed
recommendations for up to 50 acres in size for two (2) possible focus/catalyst areas
including recommended place type building blocks and street character for each area.
We will also include 3D renderings, inspirational imagery, and write up as applicable of
recommendations to enhance places in the public realm through design, public art,
landscape, and interactive environments to create the future vision as determined
during the visioning phase.
d. Green Infrastructure – writeup with supporting maps and graphics of recommended
strategies to preserve, restore and enhance natural features that provide valuable
infrastructure, quality of life, environmental and aesthetic value services.
e. Economic Development – writeup, images and maps as applicable of recommended
economic development programs and policies proposed to help advance the future
vision of the area.
Phase 4. Implementation Strategies & Plan Assembly.
Task 700. Community & Stakeholder Engagement.
Task 710. Implementation Workshop. Once the recommendations are finalized, we will facilitate a two-
to-four hour workshop with the city staff, steering committee, and partner agencies that make financial,
infrastructure, and development related decisions (such as Denton County, TxDOT, DCTA, city
department directors, Denton ISD superintendent, developers and preservation groups/non-profits), to
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ensure that the solutions are locally produced and “do-able” for the community. The goal of this
workshop will be to help build additional consensus to aid partner agencies in their decision making and
to ensure implementation by engaging decision makers in validating the identified action steps,
priorities, funding, and partnerships needed to implement the Plan recommendations.
Consultant Responsibility:
1) Develop the materials needed for the workshop
2) Provide invitation language to city staff for distribution to the community
3) Staff and facilitate the workshop
4) Collect, analyze, and summarize the feedback from the workshop
City Responsibility:
1) Assist consultant team in identifying the participants for the workshop
2) Coordinate inviting the participants to the workshop
3) Provide location, AV equipment, food and drinks as needed
4) Assist consultant with room set up, welcoming and engaging the participants at the workshop
5) Address any city or state legal requirements for the open meetings act.
Task 720. Develop Draft Implementation Strategies. Majority of this work will be accomplished during
the workshop described in Task 710. Following that workshop, we will develop a set of action steps and
preliminary implementation strategies including identification of funding mechanisms to accomplish the
recommended projects, programs, and policies in Task 600.
Task 730. Steering Committee Meeting. We will facilitate a third steering committee meeting to discuss
proposed implementation strategies to achieve the proposed recommendations with the Steering
Committee.
Consultant Responsibility:
1) Develop the presentation materials for the meetings
2) Facilitate the meeting and track feedback
City Responsibility:
1) Set up meeting – date, time, place, and invitations
2) Print and distribute meeting agenda prior to the meeting
3) Provide meeting location, AV equipment, and food and drinks if needed
4) Address any city or state legal requirements for the open meetings act
Task 740. Community Open House. The purpose of this Open House will be to validate that the Plan is
responsive to community. This will be an opportunity for the overall community to tell us what they
think of the ideas and designs as well as the suggested action steps developed by the project team, and
to validate them or suggest final changes to them prior to finalizing the Plan document. Note – This
activity includes Steering Committee, P&Z Commission, and the City Council participation.
Consultant Responsibility:
1) Develop the materials needed for the workshop
2) Provide outreach content regarding the workshop to city staff and project ambassadors for
distribution to the community
3) Staff and facilitate the workshop
4) Collect, analyze, and summarize the feedback from the workshop
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City Responsibility:
1) Distribute outreach messaging through various channels per the Engagement Plan
2) Provide location, AV equipment, food and drinks as needed
3) Assist consultant with room set up, welcoming and engaging the community at the workshop
4) Address any city or state legal requirements for the open meetings act.
Task 750. Online Engagement. We will use the project website to post draft vision, goals and objectives,
concepts and recommendations, and implementation strategies to gather feedback from the
community by allowing residents and stakeholders who may not be able to attend the community open
house a chance to provide feedback to ensure that everyone in the community is given the opportunity
to review, comment, and validate that the recommendations and implementation strategies correctly
translate the community’s vision into the Plan. The input will be conducted through:
• Comment Board to collect general comments and questions related to the draft vision, goals
and objectives, concepts and recommendations, and implementation strategies being proposed
in the NE Denton area plan.
Consultant Responsibility:
1) Develop the content for online engagement
2) Provide outreach content regarding the website and feedback request to city staff and project
ambassadors for distribution to the community
3) Provide city staff with answers to questions and comments to post online as needed
4) Record, analyze, and summarize feedback from the online engagement exercises and surveys
City Responsibility:
1) Distribute outreach messaging through various channels per the Engagement Plan
2) Post the content on the website in appropriate formats
3) Monitor online activity for appropriateness and respond to queries
4) Collect the feedback and provide to the consultant within 5 days of closing the online
engagement activities
Task 800. Plan Documentation.
Task 810. Assemble Draft Final Plan Document. A draft final report documenting the gaps and needs in
the study area, vision, goals, recommendations, and implementation strategies developed during the
previous tasks be compiled together in this Task. The draft final plan document will be largely graphic
and easy to understand for multiple and diverse audiences and stakeholders. The technical data and
information will be contained in the appendix.
Task 820. City Project Team Review Meeting. A draft of the draft final plan document will be provided
for the city to review and comment on. One set of edits based on city comments will be incorporated
into a draft plan document to be presented for adoption by the City Council.
City Responsibility:
1) Collect the feedback from the review team into one document in a mutually agreed upon format
per the project schedule.
Phase 4 Deliverables:
1) Summary memo of public engagement activities by each event
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2) Memo in Word format including applicable graphics summarizing the proposed implementation
strategies and action steps to achieve the future vision and proposed concepts and
recommendations.
3) Draft of draft final plan document in InDesign format with writeup and applicable final graphics,
images, 3D renderings, and maps.
Phase 5. Plan Adoption.
Task 900. Meetings.
Task. 910. Joint P&Z and CC Workshop A member of the HDR team will present the draft final plan
document at a joint P&Z City Council work session.
Task. 920. P&Z Public Hearing A member of the HDR team will present the draft final plan document at
a P&Z public hearing for a recommendation to City Council.
Task. 930. City Council Public Hearing A member of the HDR team will present the draft final plan
document at a City Council public hearing for adoption of the plan.
Task 940. Final Plan. We will make up to two sets of edits to the Final plan during this Phase 5. We
request that each set of comments be in the form of one consolidated set as redlines, Adobe Acrobat
notes, or similar method. In addition to collecting and packaging the electronic files of the backup data
used to produce the Final Plan, we will also develop a performance-monitoring spreadsheet to assist
staff in tracking the various recommendations in the plan and deliver these as a part of the Close Out
meeting.
Task. 950. City Project Team Close Out Meeting Once the plan is adopted, we will meet with city staff
for Project Close Out meeting to debrief on the overall planning process and deliver the packaged final
plan digital files and the performance tracker.
Consultant Responsibility:
1) Develop the presentation materials for the meetings
2) Facilitate the meeting and track feedback
City Responsibility:
1) Set up meetings – date, time, place and invitations
2) Print and distribute meeting agenda prior to the meeting
3) Provide meeting location, AV equipment, and food and drinks if needed
4) Address any city or state legal requirements for the open meetings act
Phase 5 Deliverables:
1) Final plan document in PDF and InDesign format with writeup and applicable final graphics,
images, 3D renderings, and maps.
2) Packaged electronic files of the final plan document in Word format, jpeg images and
renderings in PDF format and ArcGIS shapefiles for maps included in the final plan.
3) An excel spreadsheet plan performance tracker
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PROJECT MANAGEMENT
12
Our project management team will work with the city staff to create a clear communication plan at the
start of the process in keeping with our “No Surprise” project management rule.
Project Communication. Our team will function as an extension of city staff and keep open and
transparent communication channels. While our team’s leadership will be the first line of
communication throughout the process, our entire team will always be available to consult on any
questions or clarifications that staff and/or stakeholders may want to discuss. Throughout the process,
our team leadership will communicate our progress, assumptions, opportunities, and challenges to the
city’s project team. We accomplish this through the following tasks:
• Management of Work Activities – The Project Management team (PM and Deputy PM) will
manage project activities and work to verify they are in accordance with city requirements and
State statutes, regulations, guidelines and other city practices, criteria, specifications, policies,
and procedures, as identified per project scope and budget.
• Program Schedule – HDR will prepare the detailed graphic Project Schedule indicating tasks,
critical dates, milestones, deliverables, and city review requirements. The team PM will review
progress during coordination meetings and should reviews indicate a substantial change in
progress, the schedule shall be updated as necessary. Issues that need resolution or action items
shall be identified in the progress report.
• Invoice Preparation and Submittal – HDR will prepare monthly invoices stating percentage of
work completed during by Phase during the invoice period and associated fees. The invoice will
also show fees paid to date and remaining fees by major tasks per fee schedule. Each invoice
shall also include a copy of the progress report for the period covered by the invoice. Each
progress report shall specify deliverables that were completed during that month, physical
percent complete for that work, list of meetings attended, account of work that was done that
did not result in a deliverable, whether the work is on schedule for timely delivery or not, issues
that may delay the work in the future, actions by city or other remedial actions that are
required, and for the following month, the anticipated work that shall be performed and the
deliverables that shall be submitted.
• Kickoff and Coordination Meetings – HDR team will attend a kickoff meeting with the city to be
held immediately after Notice to Proceed is issued. Bi-weekly (30 minutes) virtual Project
Manager coordination meetings (up to 20 project coordination meetings) shall be held at
regular intervals as determined with the city’s Project Manager.
• Action Tracking Log – HDR PM shall develop and maintain a log of action items throughout the
project’s lifespan. The log shall identify action items, their status, responsible parties, date
assigned, and date completed. The PM shall review and update the tracking log with the city
during coordination meetings.
• Managing Change – HDR PM will communicate in a timely manner the types of change that may
occur in the project including schedule, personnel, scope, and work product changes. The city
approved change(s) shall then be incorporated into the project schedule in a timely fashion to
reduce unnecessary rework. No personnel changes will be made without city approval. This
approval will be in form of email communication from the City’s Project Manager.
DocuSign Envelope ID: 2E69A28E-FD84-4461-8C4E-9D39782C32A9
Appendix B
PROJECT MANAGEMENT
13
• Information Technology - HDR team will establish and maintain a project site (SharePoint or MS
Teams) for internal and external transfer of project data, document management, and project
scheduling and coordination.
Quality Control Plan. Our QA/QC program will help ensure that the project documents conform with the
contract and scope of work; are neat, well organized, clear, concise, and complete; are technically and
grammatically sound; and comply with generally accepted standards. We will accomplish this through
the following tasks:
• QA/QC Plan – HDR will establish an internal QA/QC plan to be implemented by the project team.
It shall outline review processes for the deliverables including review for accuracy,
completeness, and compliance with best practices before any deliverable is issued to you or
other reviewing agencies.
• Document Control – HDR PM will create a project mailbox and project folder in SharePoint or
MS Teams to govern distribution of data and file copies of all project-related correspondence,
reports, plans, and technical data.
• Project Files – HDR will assemble, maintain, and deliver project files (electronic and hard copy)
to the city with a complete index at project close out.
• Subconsultant Management – HDR will prepare subcontracts for subconsultants and direct,
monitor, and review subconsultant activities and work. HDR will include subconsultant invoices
with the overall HDR invoice.
DocuSign Envelope ID: 2E69A28E-FD84-4461-8C4E-9D39782C32A9
Appendix B
EXPECTATIONS
14
We believe that successful client-consultant relationships are built upon a shared understanding of goals
and expectations that goes beyond the negotiated scope of work and contract. We would desire to
begin the project by entering a collaborative mindset with the city team. Clarifying goals and
expectations at the beginning of a consulting relationship is critical to the success of the project.
To that end we facilitate the kickoff meeting to ensure everyone gets on the same page about goals and
expectations together. While the nature of each project influences the list of goals and expectations, the
following are some standard overarching principles that list our goals and expectations for the NE
Denton Area Plan Preparation:
We would share with the city these goals:
1) We all want to produce a quality product
2) We all want to meet the schedule
3) We all want to stay on budget
4) We all want to gain mutual trust and confidence
5) We all want to create the groundwork for implementable recommendations
We would share with the city these expectations:
1) We engage in ongoing and up-front problem-solving dialogues
2) We clearly delineate roles and duties
3) We create realistic timelines and budgets
4) We sign-off and cross-check on key decisions/deliverables
5) We have a shared understanding of each other’s business/operation
6) We routinely communicate to build a trusting relationship
7) We become a team rather than internal/external partners
We expect the final list of expectations to be developed in partnership with the city staff during the
final negotiation of the scope, schedule, and fee. However, below are some examples of
expectations/assumptions made in this draft scope, schedule, and pricing proposal:
The following general expectations and assumptions are in addition to the responsibilities included
within Appendix A, Scope of work:
City Responsibility -
1) Prior to starting the work or within a month of notice to proceed the city will:
• Establish the Steering Committee
• Provide a list of stakeholders and ambassadors
2) The city will be responsible for posting social media messages and spreading the word about the
planning process and engagement events through their existing communication channels.
3) The city will provide planning staff to attend and assist with the engagement events.
4) The city staff will be responsible for the set up and logistics (date, time, place, agenda, legal
notification, and communicating logistics) of city board meetings including the Steering Committee.
5) The city staff will provide the existing and future conditions data and existing plans and studies
related to the study area in digitally modifiable format (GIS shapefiles, databases, Word documents,
etc.) as available within a week of issuing the notice to proceed.
6) The city staff will be responsible for meeting room & equipment rentals and setup, meeting food
and drinks.
DocuSign Envelope ID: 2E69A28E-FD84-4461-8C4E-9D39782C32A9
Appendix B
EXPECTATIONS
15
7) The city staff will be responsible for printing meeting materials for internal and city board meetings.
8) The city staff will assist in procuring information from other jurisdictions as needed, for example –
Denton County, Electric and Gas companies, TXDOT, NCTCOG etc.
9) The city will process all invoices in a timely manner and provide timely change orders and notice to
proceed for any mutually agreed upon additional services.
Consultant Responsibility:
1) The consultant will provide the deliverables as per Appendix A - Scope of Work and as mutually
agreed upon during project coordination meetings.
2) The consultant will be responsible for creating/developing meetings and engagement activity
materials and for printing and providing public meeting materials such as maps, and items needed
for such engagement exercises and activities.
3) The consultant will be responsible for preparing meeting materials and presenting/facilitating all
project related meetings.
DocuSign Envelope ID: 2E69A28E-FD84-4461-8C4E-9D39782C32A9
Appendix CPROJECT SCHEDULEDETAIL TASKS5 ‐ 912‐16 19‐23 26‐30 2‐69‐13 16‐20 23‐27 30‐36‐10 13‐17 20‐24 27‐36‐10 13‐17 20‐24 27‐31 3‐710‐14 17‐2124‐28PHASE 0PROJECT MANAGEMENT000 Coordination010 Develop Project Management Plan020 Team Meetings and Communications** ********030 Project Schedule040 Monthly Invoices and Progress ReportsPHASE 1 GETTING STARTED100 Kickoff Meeting*200 Study Area Tour and Inventory*300 Community & Stakeholder Engagement310 Stakeholder Inverviews (16 hours)320 Develop Web Content330 Develop Key MessagesPHASE 2INVENTORY & ANALYSIS400 Data Collection and ReviewPHASE 3 VISIONING & CONCEPTUAL PLAN500 Community & Stakeholder Engagement510Steering Committee Meetings (1 and 2)**520Online Engagement530Community Visioning Workshop *540Strategic Foresight Workshop*550Feedback Assessment & Analysis600 Plan Development610Internal Planning & Design Workshop*620Develop Draft Vision Statement630Develop Draft Recommendations - Land, Infrastructure, & Economic Development640Online Engagement650City Project Review Team Meeting660Joint Steering Committee, P&Z, and CC MeetingDec‐22 Jan‐23 Feb‐23 Mar‐23 Apr‐23DocuSign Envelope ID: 2E69A28E-FD84-4461-8C4E-9D39782C32A9
Appendix CPROJECT SCHEDULEDETAIL TASKSPHASE 0PROJECT MANAGEMENT000 Coordination010 Develop Project Management Plan020 Team Meetings and Communications030 Project Schedule040 Monthly Invoices and Progress ReportsPHASE 1 GETTING STARTED100 Kickoff Meeting200 Study Area Tour and Inventory300 Community & Stakeholder Engagement310 Stakeholder Inverviews (16 hours)320 Develop Web Content330 Develop Key MessagesPHASE 2INVENTORY & ANALYSIS400 Data Collection and ReviewPHASE 3 VISIONING & CONCEPTUAL PLAN500 Community & Stakeholder Engagement510Steering Committee Meetings (1 and 2)520Online Engagement530Community Visioning Workshop 540Strategic Foresight Workshop550Feedback Assessment & Analysis600 Plan Development610Internal Planning & Design Workshop620Develop Draft Vision Statement630Develop Draft Recommendations - Land, Infrastructure, & Economic Development640Online Engagement650City Project Review Team Meeting660Joint Steering Committee, P&Z, and CC Meeting1‐58‐12 15‐19 22‐26 29‐25‐912‐16 19‐23 26‐30 3‐710‐14 17‐21 24‐28 31‐47‐11 14‐18 21‐25 28‐14‐811‐15 18‐22 25‐29 2‐612********* ****May‐23 Jun‐23 Jul‐23 Aug‐23 Sep‐23 Oct‐23DocuSign Envelope ID: 2E69A28E-FD84-4461-8C4E-9D39782C32A9
Appendix CPROJECT SCHEDULEDETAIL TASKS5 ‐ 912‐16 19‐23 26‐30 2‐69‐13 16‐20 23‐27 30‐36‐10 13‐17 20‐24 27‐36‐10 13‐17 20‐24 27‐31 3‐710‐14 17‐2124‐28Dec‐22 Jan‐23 Feb‐23 Mar‐23 Apr‐23PHASE 4 IMPLEMENTATION STRATEGIES & AREA PLAN ASSEMBLY700 Community & Stakeholder Engagement710Implementation Workshop720Develop Draft Implementation Strategies730Steering Committee Meeting (3)740Community Open House750Online Engagement800 Plan Documentation810 Assemble Draft Final Plan Document820 City Project Review Team MeetingPHASE 5PLAN ADOPTION900 Meetings910 Joint P&Z and CC Workshop920 P&Z Public Hearing930 City Council Public Hearing940 Final Plan 950 City Project Team Close Out MeetingConcentrated Working Period on a Task*MeetingDeliverablesMajor DeliverablesLEGENDDocuSign Envelope ID: 2E69A28E-FD84-4461-8C4E-9D39782C32A9
Appendix CPROJECT SCHEDULEDETAIL TASKSPHASE 4 IMPLEMENTATION STRATEGIES & AREA PLAN ASSEMBLY700 Community & Stakeholder Engagement710Implementation Workshop720Develop Draft Implementation Strategies730Steering Committee Meeting (3)740Community Open House750Online Engagement800 Plan Documentation810 Assemble Draft Final Plan Document820 City Project Review Team MeetingPHASE 5PLAN ADOPTION900 Meetings910 Joint P&Z and CC Workshop920 P&Z Public Hearing930 City Council Public Hearing940 Final Plan 950 City Project Team Close Out MeetingConcentrated Working Period on a Task*MeetingDeliverablesMajor DeliverablesLEGEND1‐58‐12 15‐19 22‐26 29‐25‐912‐16 19‐23 26‐30 3‐710‐14 17‐21 24‐28 31‐47‐11 14‐18 21‐25 28‐14‐811‐15 18‐22 25‐29 2‐612May‐23 Jun‐23 Jul‐23 Aug‐23 Sep‐23 Oct‐23*********DocuSign Envelope ID: 2E69A28E-FD84-4461-8C4E-9D39782C32A9
Appendix B
FEE SCHEDULE
DETAIL TASKS COST
PHASE 0 PROJECT MANAGEMENT $ 15,000.00
000 Coordination $ 15,000.00
010 Develop Project Management Plan
020 Team Meetings and Communications
030 Project Schedule
040 Monthly Invoices and Progress Reports
PHASE 1 GETTING STARTED $ 22,000.00
100 Kickoff Meeting $ 4,000.00
200 Study Area Tour $ 3,000.00
300 Community & Stakeholder Engagement $ 15,000.00
310 Stakeholder Interviews (16 hours or two days)
320 Develop Web Content
330 Develop Key Messages & Materials
PHASE 2 INVENTORY & ANALYSIS $ 15,500.00
400 Data Collection and Review $ 15,500.00
410 Inventory of Previous Studies and Plans
420 GIS Data & Base Mapping
430 Existing Conditions Analysis
440 Market Analysis
PHASE 3 VISIONING & CONCEPTUAL PLAN $ 70,000.00
500 Community & Stakeholder Engagement $ 25,000.00
510 Steering Committee Meetings (#1 and #2)
520 Online Engagement
530 Community Visioning Workshop
540 Strategic Foresight Workshop
550 Feedback Assessment & Analysis
600 Plan Development $ 45,000.00
610 Internal Planning & Design Workshop
620 Develop Draft Vision Statement
630 Develop Draft Recommendations - Land, Infrastructure, & Economic Development
640 Online Engagement
650 City Project Review Team Meeting
660 Joint Steering Committee, P&Z, and CC Meeting
DocuSign Envelope ID: 2E69A28E-FD84-4461-8C4E-9D39782C32A9
Appendix B
FEE SCHEDULE
DETAIL TASKS COST
PHASE 4 IMPLEMENTATION STRATEGIES & AREA PLAN ASSEMBLY $ 60,000.00
700 Community & Stakeholder Engagement $ 40,000.00
710 Implementation Workshop
720 Develop Draft Implementation Strategies
730 Steering Committee Meeting (#3)
740 Community Open House
750 Online Engagement
800 Plan Documentation $ 20,000.00
810 Assemble Draft Final Plan Document
820 City Project Review Team Meeting
PHASE 5 PLAN ADOPTION $ 14,000.00
900 Meetings $
14,000.00
910 Joint P&Z and CC Workshop
920 P&Z Public Hearing
930 City Council Public Hearing
940 Final Plan
950 City Project Team Close Out Meeting
TOTAL LABOR COST $ 196,500.00
EXPENSES $ 3,500.00
TOTAL LUMP SUM PROJECT FEE $ 200,000.00
DocuSign Envelope ID: 2E69A28E-FD84-4461-8C4E-9D39782C32A9
Appendix B
FEE SCHEDULE
Note: Additional Meetings can be provided at an additional cost per the fee schedule below:
Meeting Details Cost/ meeting
Stakeholder Interviews/Focus Groups – assuming two (2) consultant staff, one
(1) hour for interview and two (2) hours for focus group & including feedback
analysis and incorporation
• using already prepared materials: Interviews/Focus Groups
• including new materials/content preparation: Interviews/Focus Groups
$ 600/ $1,000
$1,250/ 1,650
Meetings with Steering Committee – assuming one (1) consultant staff, two (2)
hour meeting & including presentation preparation and feedback analysis $2,500
Community Visioning Workshop/ Open House – assuming two (2) consultant
staff, up to four (4) hour consultant staff time, materials/content preparation,
and feedback analysis and incorporation
$5,500/7,500
Strategic Foresight Workshop – assuming two (2) consultant staff, 16 hours or
two-days consultant staff time, use of existing materials, and feedback analysis
and incorporation
$15,000
Implementation Workshop – assuming two (2) consultant staff, up to four (4)
hour consultant staff time, using existing materials/content, and feedback
analysis and incorporation
$5,500/7,500
Meetings with P&Z and CC - assuming one (1) consultant staff, two (2) hour
meeting & including presentation preparation and feedback analysis $3,500
DocuSign Envelope ID: 2E69A28E-FD84-4461-8C4E-9D39782C32A9
Appendix B
2023 HOURLY RATES for HDR ARCHITECTURE, Inc.
DocuSign Envelope ID: 2E69A28E-FD84-4461-8C4E-9D39782C32A9
Certificate Of Completion
Envelope Id: 2E69A28EFD8444618C4E9D39782C32A9 Status: Completed
Subject: Complete with DocuSign: 8038 Preparation for the Northeast Area Plan-Amendment 1.pdf
Source Envelope:
Document Pages: 24 Signatures: 2 Envelope Originator:
Certificate Pages: 5 Initials: 0 Ginny Brummett
AutoNav: Enabled
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Time Zone: (UTC-06:00) Central Time (US & Canada)
901B Texas Street
Denton, TX 76209
Ginny.Brummett@cityofdenton.com
IP Address: 198.49.140.10
Record Tracking
Status: Original
1/4/2023 3:32:48 PM
Holder: Ginny Brummett
Ginny.Brummett@cityofdenton.com
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Buyer
City of Denton
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Shai Roos
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