Exhibit 1 - Agenda Information Sheet
City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: March 19, 2024
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 E Brooke Associates LLC,
for projects related to site planning and parks and trails design services for the City of Denton for the Parks
and Recreation Department as set forth in the contract; providing for the expenditure of funds therefor; and
providing an effective date (RFQ 7850-010 – Professional Services Agreement for design services awarded
to E Brooke Associates LLC, for one (1) year, with the option for four (4) additional one (1) year extensions,
in the total five (5) year not-to-exceed amount of $1,000,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Strengthen Community and Quality of Life.
INFORMATION/BACKGROUND
On March 1, 2022, the Parks, Recreation, and Trails System Master Plan (PRTSM) was adopted by City
Council. The Park Planning Division for the Parks and Recreation Department assists with the management,
coordination, and execution of various projects proposed within the PRTSM. Some projects require design
services, and depending on the scope, specialty, or staff availability, they will either be managed in-house
or outsourced for design.
Over the past year, the Parks and Recreation Department (PARD) has collaboratively worked with the
Engineering Department to internally provide civil engineering design services to reduce design costs.
However, the absence of a licensed in-house architect specializing in general park site design necessitates
external support. Although PARD has certified staff capable of irrigation site designs, their primary
responsibilities elsewhere hinder effective monitoring and control of numerous park maintenance and
planning projects. Furthermore, Park Planning staff has assumed the role of General Contractor (GC) to cut
costs and redirect funding toward construction work.
As the volume of projects grows, internal staff faces limitations on time, prompting the city's need for
professional site design services to streamline project management. This contract will be used to perform
design services and create construction plans relating to landscape, irrigation, and other site design needs
for parks, greenways, and trails. While the exact amounts will vary depending on project requirements, staff
anticipates allocating funds for these services annually. This contract is expected to accelerate the design
process and facilitate the timely delivery of completed projects for the benefit of the community.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Year 1 Year 2 Year 3 Year 4 Year 5 Total
$150,000 $150,000 $150,000 $150,000 $150,000 $750,000
Contingency 250,000
Total $1,000,000
RECOMMENDATION
Award a contract with E Brooke Associates LLC, for projects related to site planning and parks and trails
design services for the City of Denton for the Parks and Recreation Department, in a one (1) year, with
the option for four (4) additional one (1) year extensions, in a total five (5) year not-to-exceed amount of
$1,000,000.
PRINCIPAL PLACE OF BUSINESS
E Brooke Associates LLC
Aubrey, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
The City will only pay for services rendered and is not obligated to pay the full contract amount unless
needed. Funds will be used from various sources, such as Park Dedication and Development Funds, Capital
Improvement, or Capital Maintenance accounts. Funds may also be used from other City Departments
requiring the services listed within the contract.
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: Jason Donnell, 940-349-8275.
Legal point of contact: Marcella Lunn at (940) 349-8333.