Exhibit 1 - Agenda Information Sheet - Amend 6City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: April 2, 2024
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the approval of a sixth amendment to a Professional Services Agreement between the City of
Denton and Nelson + Morgan Architects, Inc., amending the contract approved by Purchasing on February
13, 2014, in the not-to-exceed amount of $24,840.00, amended by Amendments 1-5 approved by
Purchasing and City Council, said sixth amendment to provide additional design services for the base
project and additional design services of the HVAC system at Fleet Maintenance; providing for the
expenditure of funds therefor; and providing an effective date (File 5497 – providing for an additional sixth
amendment expenditure amount not-to-exceed $171,299.00, with the total contract amount not-to-exceed
$541,698.97).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
The Fleet Services Maintenance Facility opened in 2000 and is located at the Denton Service Center off
Mingo Road. The facility is a 24,400-square-foot structure and comprised of 15 bays to house 16
technicians. All fleet repairs and fueling are conducted as a centralized operation.
In 2014, the City contracted with Nelson+Morgan Architects (NMA) to perform an initial design project to
expand to an additional four (4) bays. In 2016, Solid Waste and Fleet Services explored building a satellite
facility at the Landfill and engaged NMA to complete the design documents. Amendment No. 1 was
executed by Purchasing staff to expand the original design to incorporate additional bays for a total amount
of $20,073.09. While Amendment No. 2 covered the design of a satellite Fleet facility at Solid Waste for a
total amount of $158,035. However, the expansion project was never constructed due to financial and
operational considerations.
In early 2018, Fleet Staff worked with Facilities Management to explore several options for re-initiating the
expansion project that never commenced in 2014. Staff recommendations included expanding the Fleet
Maintenance facilities to an additional six (6) bays for a total of twelve bays. It was the City staff’s opinion
that the 12-bay expansion should accommodate the City’s fleet maintenance repair needs through 2030 or
until other facilities are planned to address the City’s growth. Since NMA had already completed the design
documents in 2016 for the original bay expansion, it was determined that there would be economies of scale
to amend the NMA contract for a third time to complete the design documents for an additional six (6) bays,
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
which would bring the total to 12 bays to be constructed at the Service Center. Council approved
Amendment No. 3 on December 14, 2018, to include the revised design changes to expand the Fleet
Maintenance Facility to a total of 12 bays for a total amount of $139,871.88.
Amendment No. 4 and No. 5 were executed by Purchasing staff for the additional professional services
necessary to compile alternates and the re-bid of the Fleet Expansion project for a total amount of $9,320
and $18,260.
This Amendment No. 6 will cover additional construction administration, design for price requests 6-9 and
11, and HVAC design requested by the project stakeholders. The aforementioned price requests include
changes to access control, compressor, oil distribution, Independent Distribution Frame (IDF) changes, and
wash bay equipment. This project is currently in the close-out phase, with only a few miscellaneous items
and HVAC design remaining.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On October 18, 2016, City Council approved Amendment No. 2 with Nelson + Morgan Architects, Inc. in
the not-to-exceed amount of $145,000, for a total not-to-exceed amount of $202,948.09 (Ordinance 2016-
329).
On December 11, 2018, City Council approved Amendment No. 3 with Nelson + Morgan Architects, Inc.
in the not-to-exceed amount of $139,871.88, for a total not-to-exceed amount of $342,819.97.
RECOMMENDATION
Award Amendment No. 6 with Nelson + Morgan Architects, Inc., to provide additional design services for
the base project and additional design services of the HVAC system at Fleet Maintenance, in a not-to-
exceed amount of $171,299.00, for a total contract award of $541,698.97.
PRINCIPAL PLACE OF BUSINESS
Nelson + Morgan Architects, Inc.
Denton, TX
ESTIMATED SCHEDULE OF PROJECT
This project will continue upon approval with an estimated completion date occurring within 365 days.
FISCAL INFORMATION
These services will be funded from Fleet account 820026725. Purchase Order #188120 will be revised to
include the sixth amendment amount of $171,299. The total amended amount of this contract is
$541,698.97.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Original Contract, Ordinances, and Amendments 1-5
Exhibit 3: Ordinance and Amendment 6
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Aaron Skinner, 940-349-8182.
Legal point of contact: Marcella Lunn at 940-349-8333.