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Exhibit 1 - Agenda Information Sheet - 7 ArrowsCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance CFO: Antonio Puente, Jr. DATE: May 12, 2020 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 7 Arrows Land Staff, LLC, for easement/property acquisition services for the Capital Improvement Program for Denton Municipal Electric; providing for the expenditure of funds therefor; and providing an effective date (RFQ 6862 – awarded to 7 Arrows Land Staff, LLC, for three (3) years, with the option for two (2) additional one (1) year extensions, in a total five (5) year not-to-exceed amount of $430,000). INFORMATION /BACKGROUND Denton Municipal Electric (DME), in pursuit of its Capital Improvement Program (CIP) for substation and transmission line projects, requires the services of consultants for support and assistance with easement and property acquisitions. 7 Arrows Land Staff, LLC has submitted a proposal to furnish real estate services required for easement and land acquisitions. The real estate services will be coordinated with the City of Denton’s Real Estate staff and, while intended to provide the resources needed for DME projects, can be available should support be required for activities of other City departments. These services are intended to meet the temporary needs of the CIP program. Over time, there will not be sufficient work to justify full time staff for these services as projects are completed. Using outside resources is an efficient and reasonable method for obtaining the temporary and specialized services needed. The approved DME CIP contains nine substation projects and 18 transmission line projects to be built, upgraded, or reconstructed and energized in the next 5 years. The DME CIP requires extensive land and land rights procurement services. These services include initial and ongoing contacts with landowners, providing all state required paperwork and notices to landowners, providing property appraisals, preparing related paperwork, tracking, reporting, supporting closing, providing tenant relocation services, providing eminent domain support, if needed, and providing other support as needed to make the land and easement acquisition processes proceed correctly. 7 Arrows Land Staff, LLC has provided real estate services for DME projects for several years. 7 Arrows Land Staff, LLC has also worked well with City of Denton Real Estate staff with positive comments on their performance. The City Real Estate staff participated in selection and review of the proposal for real estate services. This proposed professional service contract is structured such that DME only pays for actual work performed and that there is no guarantee of any minimum expenditure. Only work needed will be authorized City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com and paid for. The term of the contract is for three years with two annual renewals. The contract may be terminated with 30 days’ notice at any time with no penalty. Requests for Qualifications (RFQ) for professional engineering services for Electric Transmission and Substation Capital Program Management Services was sent to 295 prospective firms for these services. In addition, the RFQ was placed on the Materials Management website for prospective respondents to download and advertised in the local newspaper. Two (2) statement of qualifications (SOQ) were received. The SOQs were evaluated based on published criteria including identification and understanding of the City’s requirements, experience and qualifications, key personnel and project team available for work categories upon request, and indicators of probable performance. Based upon this evaluation, the recommended award is to 7 Arrows Land Staff, LLC, for easement/property acquisition services is determined to be the most qualified firm for the City. PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On May 11, 2020 this item will go to the Public Utilities Board (PUB) for recommendation. RECOMMENDATION Award a contract with 7 Arrows Land Staff, LLC, for easement/property acquisition services, for the Capital Improvement Program for Denton Municipal Electric., in a three (3) year, with the option for two (2) additional one (1) year extensions, in a total five (5) year not-to-exceed amount of $430,000. PRINCIPAL PLACE OF BUSINESS 7 Arrows Land Staff, LLC Fort Worth, TX ESTIMATED SCHEDULE OF PROJECT This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These services will be funded through the using department’s budget on an as-needed basis. 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: Project List Exhibit 3: Evaluation Sheet Exhibit 4: LLC Members Exhibit 5: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Chuck Sears, 940-349-7111. Legal point of contact: Mack Reinwand at 940-349-8333.