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7418 - Contract Executed Docusign City Council Transmittal Coversheet File Name Purchasing Contact City Council Target Date Piggy Back Option Contract Expiration Ordinance "" "$ "##$"! $!! " City of Denton, Texas Contract 7418 Standard Agreement for Engineering Related Design Services Revised Date: 9/11/18 Page 1 of 12 PROFESSIONAL SERVICES AGREEMENT FOR CONSULTING SERVICES FILE 7418 STATE OF TEXAS § COUNTY OF DENTON § THIS AGREEMENT (the “Agreement”) is made and entered into on ________________________, by and between the City of Denton, Texas, a Texas municipal corporation, with its principal office at 215 East McKinney Street, Denton, Denton County, Texas 76201, hereinafter called “OWNER” and Halff Associates, Inc, with its corporate office at 1201 N. Bowser Road, Richardson, TX 75081, hereinafter called “CONSULTANT,” acting herein, by and through their duly authorized representatives. WITNESSETH, that in consideration of the covenants and agreements herein contained, the parties hereto do mutually agree as follows: ARTICLE I CONSULTANT AS INDEPENDENT CONTRACTOR The OWNER has selected CONSULTANT on the basis of demonstrated competence and qualifications to perform the services herein described for a fair and reasonable price pursuant to Chapter 2254 of the Texas Government Code. The OWNER hereby contracts with the CONSULTANT as an independent contractor and not as an employee, and as such, the OWNER will not assert control over the day-to-day operations of the CONSULTANT. The CONSULTANT is customarily engaged to provide services as described herein independently and on a nonexclusive basis in the course of its business. This Agreement does not in any way constitute a joint venture between OWNER and CONSULTANT. The CONSULTANT hereby agrees to perform the services described herein based on the skills required for the scope of work in connection with the Project as stated in the sections to follow, with diligence and in accordance with the highest professional standards customarily obtained for such services in the State of Texas. The professional services set out herein are in connection with the following described project: The Project shall include, without limitation, Recreation and Trails Masterplan, as described in Exhibit A, which is on file at the purchasing office and incorporated herein (the “Project”). ARTICLE II SCOPE OF BASIC SERVICES The CONSULTANT shall perform the following services in a professional manner: City of Denton, Texas Contract 7418 Standard Agreement for Engineering Related Design Services Revised Date: 9/11/18 Page 2 of 12 A. The CONSULTANT shall perform all those services as necessary and as described in the OWNER’s RFQ 7418 – Recreation and Trails Masterplan which is on file at the purchasing office and made a part hereof as Exhibit A as if written word for word herein. B. To perform all those services set forth in CONSULTANT’s proposal, which proposal is attached hereto and made a part hereof as Exhibit B as if written word for word herein. C. CONSULTANT shall perform all those services set forth in individual task orders, as described in Exhibit B, which shall be attached to this Agreement and made a part hereof. D. If there is any conflict between the terms of this Agreement and the exhibits attached to this Agreement, the terms and conditions of this Agreement will control over the terms and conditions of the attached exhibits or task orders. ARTICLE III ADDITIONAL SERVICES Additional services to be performed by the CONSULTANT, if authorized by the OWNER, which are not included in the above-described Basic Services, may be negotiated as needed, per rates included in Exhibit C. A. Preparing applications and supporting documents for government grants, loans, or planning advances and providing data for detailed applications. B. Preparing data and reports for assistance to OWNER in preparation for hearings before regulatory agencies, courts, arbitration panels or mediator, giving testimony, personally or by deposition, and preparations therefore before any regulatory agency, court, arbitration panel or mediator. C. Assisting OWNER in preparing for, or appearing at litigation, mediation, arbitration, dispute review boards, or other legal and/or administrative proceedings in the defense or prosecution of claims disputes with Contractor(s). D. Assisting OWNER in the defense or prosecution of litigation in connection with or in addition to those services contemplated by this AGREEMENT. Such services, if any, shall be furnished by CONSULTANT on a fee basis negotiated by the respective parties outside of and in addition to this AGREEMENT. E. Visits to the site in excess of the number of trips included in Exhibit B. F. Preparing statements for invoicing or other documentation for billing other than for the standard invoice for services attached to this professional services agreement. City of Denton, Texas Contract 7418 Standard Agreement for Engineering Related Design Services Revised Date: 9/11/18 Page 3 of 12 ARTICLE IV TIME OF COMPLETION CONSULTANT is authorized to commence work under this contract upon execution of this AGREEMENT. CONSULTANT shall perform and complete its obligations herein in a prompt and continuous manner, so as to not delay the completion of the Project in accordance with the schedules as described in Exhibit B. The contract shall remain effective for a period which may reasonably be required for the completion of the Project, acceptance by an authorized representative of the OWNER, exhaustion of authorized funds, or termination as provided in this Agreement, whichever occurs first. ARTICLE V COMPENSATION A. COMPENSATION TERMS: 1. “Subcontract Expense” is defined as expenses incurred by the CONSULTANT in employment of others in outside firms for services related to this agreement. 2. “Direct Non-Labor Expense” is defined as that expense for any assignment incurred by the CONSULTANT for supplies, transportation and equipment, travel, communications, subsistence, and lodging away from home, and similar incidental expenses in connection with that assignment. B. BILLING AND PAYMENT: For and in consideration of the professional services to be performed by the CONSULTANT herein, the OWNER agrees to pay, based on the cost estimate detail at an hourly rate shown in Exhibit C which is attached hereto and made a part of this Agreement as if written word for word herein, a total fee, including reimbursement for direct non-labor expenses not to exceed $186,651. Partial payments to the CONSULTANT will be made on the basis of detailed monthly statements rendered to and approved by the OWNER through its City Manager or his designee; however, under no circumstances shall any monthly statement for services exceed the value of the work performed at the time a statement is rendered. Nothing contained in this Article shall require the OWNER to pay for any work which is unsatisfactory, as reasonably determined by the City Manager or his designee, or which is not submitted in compliance with the terms of this Agreement. The OWNER shall not be required to make any payments to the CONSULTANT when the CONSULTANT is in default under this Agreement. It is specifically understood and agreed that the CONSULTANT shall not be authorized to undertake any work pursuant to this Agreement which would require additional payments by the OWNER for any charge, expense, or reimbursement above the maximum not to exceed fee as stated, without first having obtained written authorization from the OWNER. The CONSULTANT shall not proceed to perform the services listed in Article III “Additional Services,” without obtaining prior written authorization from the OWNER. City of Denton, Texas Contract 7418 Standard Agreement for Engineering Related Design Services Revised Date: 9/11/18 Page 4 of 12 C. ADDITIONAL SERVICES: For additional services authorized in writing by the OWNER in Article III, the CONSULTANT shall be paid based on the Schedule of Charges at an hourly rate shown in Exhibit C. Payments for additional services shall be due and payable upon submission by the CONSULTANT and approval by the City staff, and shall be in accordance with subsection B hereof. Statements shall not be submitted more frequently than monthly. D. PAYMENT: If the OWNER fails to make payments due the CONSULTANT for services and expenses within thirty (30) days after receipt of the CONSULTANT’s undisputed statement thereof, the amounts due the CONSULTANT will be paid interest in accordance with the Texas Government Code 2251.025. Additionally, the CONSULTANT may, after giving seven (7) days’ written notice to the OWNER, suspend services under this Agreement until the CONSULTANT has been paid in full all amounts due for services, expenses, and charges. Nothing herein shall require the OWNER to pay the late charge if the OWNER reasonably determines that the work is unsatisfactory, in accordance with this Article V, “Compensation,” there is a bona fide dispute concerning the amount due, or the invoice was not mailed to the address or in the form as described in this Agreement. The OWNER will notify CONSULTANT of any disputes within twenty-one (21) days of receipt of the invoice. E. Invoices shall be sent directly to the City of Denton Accounts Payable Department, 215 E McKinney St, Denton, TX, 76201-4299. A pro-forma invoice shall be sent to the contract administrator. It is the intention of the City of Denton to make payment on completed orders within thirty days after receipt of invoice or items; whichever is later, unless unusual circumstances arise. Invoices must be fully documented as to labor, materials, and equipment provided, if applicable, and must reference the City of Denton Purchase Order Number in order to be processed. No payments shall be made on invoices not listing a Purchase Order Number. ARTICLE VI OBSERVATION AND REVIEW OF THE WORK The CONSULTANT will exercise reasonable care and due diligence in discovering and promptly reporting to the OWNER any defects or deficiencies in the work of the CONSULTANT or any subcontractors or subconsultants. ARTICLE VII OWNERSHIP OF DOCUMENTS All documents prepared or furnished by the CONSULTANT (and CONSULTANT’s subcontractors or subconsultants) pursuant to this Agreement are instruments of service, and shall become the property of the OWNER upon the termination of this Agreement. The CONSULTANT is entitled to retain copies of all such documents. The documents prepared and furnished by the CONSULTANT are intended only to be applicable to this Project, and OWNER’s use of these documents in other projects shall be at OWNER’s sole risk and expense. In the event the OWNER uses any of the information or materials developed pursuant to this City of Denton, Texas Contract 7418 Standard Agreement for Engineering Related Design Services Revised Date: 9/11/18 Page 5 of 12 Agreement in another project or for other purposes than specified herein, CONSULTANT is released from any and all liability relating to their use in that project. ARTICLE VIII INDEMNITY AGREEMENT THE CONSULTANT SHALL INDEMNIFY AND SAVE AND HOLD HARMLESS THE OWNER AND ITS OFFICERS, OFFICIALS, AGENTS, AND EMPLOYEES FROM AND AGAINST ANY AND ALL LIABILITY, CLAIMS, DEMANDS, DAMAGES, LOSSES, AND EXPENSES, INCLUDING, BUT NOT LIMITED TO COURT COSTS AND REASONABLE ATTORNEY FEES ASSERTED AGAINST OR INCURRED BY THE OWNER, AND INCLUDING, WITHOUT LIMITATION, DAMAGES FOR BODILY AND PERSONAL INJURY, DEATH AND PROPERTY DAMAGE, RESULTING FROM THE NEGLIGENT ACTS OR OMISSIONS OF THE CONSULTANT OR ITS OFFICERS, SHAREHOLDERS, AGENTS, OR EMPLOYEES INCIDENTAL TO, RELATED TO, AND IN THE EXECUTION, OPERATION, OR PERFORMANCE OF THIS AGREEMENT. Nothing in this Agreement shall be construed to create a liability to any person who is not a party to this Agreement, and nothing herein shall waive any of the parties’ defenses, both at law or equity, to any claim, cause of action, or litigation filed by anyone not a party to this Agreement, including the defense of governmental immunity, which defenses are hereby expressly reserved. ARTICLE IX INSURANCE During the performance of the services under this Agreement, CONSULTANT shall maintain insurance in compliance with the requirements of Exhibit D which is attached hereto and made a part of this Agreement as if written word for word herein. ARTICLE X ALTERNATIVE DISPUTE RESOLUTION The parties may agree to settle any disputes under this Agreement by submitting the dispute to mediation with each party bearing its own costs of mediation. No mediation arising out of or relating to this Agreement, involving one party’s disagreement may include the other party to the disagreement without the other’s approval. Mediation will not be a condition precedent to suit. ARTICLE XI TERMINATION OF AGREEMENT A. Notwithstanding any other provision of this Agreement, either party may terminate by giving thirty (30) days’ advance written notice to the other party. B. This Agreement may be terminated in whole or in part in the event of either party substantially failing to fulfill its obligations under this Agreement. No such termination City of Denton, Texas Contract 7418 Standard Agreement for Engineering Related Design Services Revised Date: 9/11/18 Page 6 of 12 will be affected unless the other party is given (1) written notice (delivered by certified mail, return receipt requested) of intent to terminate and setting forth the reasons specifying the non-performance, and not less than fifteen (15) calendar days to cure the failure; and (2) an opportunity for consultation with the terminating party prior to termination. C. If the Agreement is terminated prior to completion of the services to be provided hereunder, CONSULTANT shall immediately cease all services and shall render a final bill for services to the OWNER within thirty (30) days after the date of termination. The OWNER shall pay CONSULTANT for all services properly rendered and satisfactorily performed and for reimbursable expenses to termination incurred prior to the date of termination, in accordance with Article V “Compensation.” Should the OWNER subsequently contract with a new consultant for the continuation of services on the Project, CONSULTANT shall cooperate in providing information. The CONSULTANT shall turn over all documents prepared or furnished by CONSULTANT pursuant to this Agreement to the OWNER on or before the date of termination, but may maintain copies of such documents for its use. ARTICLE XII RESPONSIBILITY FOR CLAIMS AND LIABILITIES Approval by the OWNER shall not constitute, nor be deemed a release of the responsibility and liability of the CONSULTANT, its employees, associates, agents, subcontractors, and subconsultants for the accuracy and competency of their designs or other work; nor shall such approval be deemed to be an assumption of such responsibility by the OWNER for any defect in the design or other work prepared by the CONSULTANT, its employees, subcontractors, agents, and consultants. ARTICLE XIII NOTICES All notices, communications, and reports required or permitted under this Agreement shall be personally delivered or mailed to the respective parties by depositing same in the United States mail to the address shown below, certified mail, return receipt requested, unless otherwise specified herein. Mailed notices shall be deemed communicated as of three (3) days’ mailing: To CONSULTANT: To OWNER: Halff Associates, Inc. City of Denton Lenny Hughes, PLA Purchasing Manager –File 7418 1201 N. Bowser Road 901B Texas Street Richardson, TX 75081 Denton, Texas 76201 All notices shall be deemed effective upon receipt by the party to whom such notice is given, or within three (3) days’ mailing. ARTICLE XIV ENTIRE AGREEMENT City of Denton, Texas Contract 7418 Standard Agreement for Engineering Related Design Services Revised Date: 9/11/18 Page 7 of 12 This Agreement and related exhibits constitute the complete and final expression of this Agreement of the parties, and is intended as a complete and exclusive statement of the terms of their agreements, and supersedes all prior contemporaneous offers, promises, representations, negotiations, discussions, communications, and agreements which may have been made in connection with the subject matter hereof. ARTICLE XV SEVERABILITY If any provision of this Agreement is found or deemed by a court of competent jurisdiction to be invalid or unenforceable, it shall be considered severable from the remainder of this Agreement and shall not cause the remainder to be invalid or unenforceable. In such event, the parties shall reform this Agreement to replace such stricken provision with a valid and enforceable provision which comes as close as possible to expressing the intention of the stricken provision. ARTICLE XVI COMPLIANCE WITH LAWS The CONSULTANT shall comply with all federal, state, and local laws, rules, regulations, and ordinances applicable to the work covered hereunder as those laws may now read or hereinafter be amended. ARTICLE XVII DISCRIMINATION PROHIBITED In performing the services required hereunder, the CONSULTANT shall not discriminate against any person on the basis of race, color, religion, sex, sexual orientation, national origin or ancestry, age, or physical handicap. ARTICLE XVIII PERSONNEL A. The CONSULTANT represents that it has or will secure, at its own expense, all personnel required to perform all the services required under this Agreement. Such personnel shall not be employees or officers of, or have any contractual relations with the OWNER. CONSULTANT shall inform the OWNER of any conflict of interest or potential conflict of interest that may arise during the term of this Agreement. B. All services required hereunder will be performed by the CONSULTANT or under its supervision. All personnel engaged in work shall be qualified, and shall be authorized and permitted under state and local laws to perform such services. ARTICLE XIX ASSIGNABILITY The CONSULTANT acknowledges that this Agreement is based on the demonstrated competence and specific qualifications of the CONSULTANT and is therefore personal as to the City of Denton, Texas Contract 7418 Standard Agreement for Engineering Related Design Services Revised Date: 9/11/18 Page 8 of 12 CONSULTANT. Therefore, the CONSULTANT shall not assign any interest in this Agreement, and shall not transfer any interest in this Agreement (whether by assignment, novation, or otherwise) without the prior written consent of the OWNER. ARTICLE XX MODIFICATION No waiver or modification of this Agreement or of any covenant, condition, or limitation herein contained shall be valid unless in writing and duly executed by the party to be charged therewith, and no evidence of any waiver or modification shall be offered or received in evidence in any proceeding arising between the parties hereto out of or affecting this Agreement, or the rights or obligations of the parties hereunder, and unless such waiver or modification is in writing and duly executed; and the parties further agree that the provisions of this section will not be waived unless as set forth herein. ARTICLE XXI MISCELLANEOUS A. The following exhibits are attached to and made a part of this Agreement: Exhibit A – RFQ 7418 – Recreation and Trails Masterplan (on file at the purchasing office) Exhibit B – Consultant’s Scope of Services Offer and Project Schedule Exhibit C – Consultant’s Compensation Rate Sheet Exhibit D – Consultant’s Insurance Requirements What is called for by one exhibit shall be as binding as if called for by all. In the event of an inconsistency or conflict in this Agreement and any of the provisions of the exhibits, the inconsistency or conflict shall be resolved by giving precedence first to this Agreement then to the exhibits in the order in which they are listed above. B. This Agreement shall be governed by, construed, and enforced in accordance with, and subject to, the laws of the State of Texas or federal law, where applicable, without regard to the conflict of law principles of any jurisdiction. In the event there shall be any dispute arising out of the terms and conditions of, or in connection with, this Agreement, the party seeking relief shall submit such dispute to the District Courts of Denton County or if federal diversity or subject matter jurisdiction exists, to the United States District Court for the Eastern District of Texas-Sherman Division. C. For the purpose of this Agreement, the key persons who will perform most of the work hereunder shall be Lenny Hughes. However, nothing herein shall limit CONSULTANT from using other equally qualified and competent members of its firm to perform the services required herein. D. CONSULTANT shall commence, carry on, and complete any and all projects with all applicable dispatch, in a sound, economical, and efficient manner and in accordance with the provisions hereof. In accomplishing the projects, CONSULTANT shall take such City of Denton, Texas Contract 7418 Standard Agreement for Engineering Related Design Services Revised Date: 9/11/18 Page 9 of 12 steps as are appropriate to ensure that the work involved is properly coordinated with related work being carried on by the OWNER. E. The OWNER shall assist the CONSULTANT by placing at the CONSULTANT’s disposal all available information pertinent to the Project, including previous reports, any other data relative to the Project, and arranging for the access thereto, and make all provisions for the CONSULTANT to enter in or upon public and private property as required for the CONSULTANT to perform services under this Agreement. F. The captions of this Agreement are for informational purposes only, and shall not in any way affect the substantive terms or conditions of this Agreement. G. The parties agree to transact business electronically. Any statutory requirements that certain terms be in writing will be satisfied using electronic documents and signing. Electronic signing of this document will be deemed an original for all legal purposes. ARTICLE XXII INDEPENDENT CONTRACTOR CONSULTANT shall provide services to OWNER as an independent contractor, not as an employee of the OWNER. CONSULTANT shall not have or claim any right arising from employee status. ARTICLE XXIII RIGHT TO AUDIT The OWNER shall have the right to audit and make copies of the books, records and computations pertaining to this agreement. The CONTRACTOR shall retain such books, records, documents and other evidence pertaining to this agreement during the contract period and five years thereafter, except if an audit is in progress or audit findings are yet unresolved, in which case records shall be kept until all audit tasks are completed and resolved. These books, records, documents and other evidence shall be available, within 10 business days of written request. Further, the CONTRACTOR shall also require all Subcontractors, material suppliers, and other payees to retain all books, records, documents and other evidence pertaining to this agreement, and to allow the OWNER similar access to those documents. All books and records will be made available within a 50 mile radius of the City of Denton. The cost of the audit will be borne by the OWNER unless the audit reveals an overpayment of 1% or greater. If an overpayment of 1% or greater occurs, the reasonable cost of the audit, including any travel costs, must be borne by the CONTRACTOR which must be payable within five business days of receipt of an invoice. Failure to comply with the provisions of this section shall be a material breach of this contract and shall constitute, in the OWNER’S sole discretion, grounds for termination thereof. Each of City of Denton, Texas Contract 7418 Standard Agreement for Engineering Related Design Services Revised Date: 9/11/18 Page 10 of 12 the terms "books", "records", "documents" and "other evidence", as used above, shall be construed to include drafts and electronic files, even if such drafts or electronic files are subsequently used to generate or prepare a final printed document. ARTICLE XXIV Prohibition On Contracts With Companies Boycotting Israel Supplier acknowledges that in accordance with Chapter 2270 of the Texas Government Code, City is prohibited from entering into a contract with a company for goods or services unless the contract contains a written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract. The terms “boycott Israel” and “company” shall have the meanings ascribed to those terms in Section 808.001 of the Texas Government Code. By signing this agreement, Supplier certifies that Supplier’s signature provides written verification to the City that Supplier: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the agreement. Failure to meet or maintain the requirements under this provision will be considered a material breach. ARTICLE XXV Prohibition On Contracts With Companies Doing Business with Iran, Sudan, or a Foreign Terrorist Organization Section 2252 of the Texas Government Code restricts CITY from contracting with companies that do business with Iran, Sudan, or a foreign terrorist organization. By signing this agreement, Supplier certifies that Supplier’s signature provides written verification to the City that Supplier, pursuant to Chapter 2252, is not ineligible to enter into this agreement and will not become ineligible to receive payments under this agreement by doing business with Iran, Sudan, or a foreign terrorist organization. Failure to meet or maintain the requirements under this provision will be considered a material breach. City of Denton, Texas Contract 7418 Standard Agreement for Engineering Related Design Services Revised Date: 9/11/18 Page 11 of 12 ARTICLE XXVI CERTIFICATE OF INTERESTED PARTIES ELECTRONIC FILING In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that the City may not enter into this contract unless the Contractor submits a disclosure of interested parties (Form 1295) to the City at the time the Contractor submits the signed contract. The Texas Ethics Commission has adopted rules requiring the business entity to file Form 1295 electronically with the Commission. Contractor will be required to furnish a Certificate of Interest Parties before the contract is awarded, in accordance with Government Code 2252.908. The contractor shall: 1. Log onto the State Ethics Commission Website at : https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm 2. Register utilizing the tutorial provided by the State 3. Print a copy of the completed Form 1295 4. Enter the Certificate Number on page 2 of this contract. 5. Complete and sign the Form 1295 6. Email the form to purchasing@cityofdenton.com with the contract number in the subject line. (EX: Contract 1234 – Form 1295) The OWNER must acknowledge the receipt of the filed Form 1295 not later than the 30th day after Council award. Once a Form 1295 is acknowledged, it will be posted to the Texas Ethics Commission’s website within seven business days. ARTICLE XXVII PROHIBITION AGAINST PERSONAL INTEREST IN CONTRACTS No officer, employee, independent consultant, or elected official of the City who is involved in the development, evaluation, or decision-making process of the performance of any solicitation shall have a financial interest, direct or indirect, in the Contract resulting from that solicitation as defined in the City’s Ethic Ordinance 18-757 and in the City Charter chapter 2 article XI(Ethics). Any willful violation of this section shall constitute impropriety in office, and any officer or employee guilty thereof shall be subject to disciplinary action up to and including dismissal. Any violation of this provision, with the knowledge, expressed or implied, of the Contractor shall render the Contract voidable by the City. The Contractor shall complete and submit the City’s Conflict of Interest Questionnaire. City of Denton, Texas Contract 7418 Standard Agreement for Engineering Related Design Services Revised Date: 9/11/18 Page 12 of 12 IN WITNESS HEREOF, the City of Denton, Texas has caused this Agreement to be executed by its duly authorized City Manager, and CONSULTANT has executed this Agreement through its duly authorized undersigned officer on this date______________________. THIS AGREEMENT HAS BEEN CITY OF DENTON, TX BOTH REVIEWED AND APPROVED “OWNER” as to financial and operational obligations and business terms. ______________________ ___________________ ______________________________ SIGNATURE PRINTED NAME TODD HILEMAN, CITY MANGER ATTEST: __________________________________________ CITY SECRETARY TITLE __________________________________________ BY: __________________________ DEPARTMENT APPROVED AS TO LEAGAL FORM: HALFF ASSOCIATES, INC. AARON LEAL, CITY ATTORNEY A TEXAS CORPORATION “CONSULTANT” BY: _______________________________________ ______________________________ BY: LENNY HUGHES, PLA ITS: VICE PRESIDENT ______________________________ TEXAS ETHICS COMMISION CERTIFICATE NUMBER CITY OF DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN SCOPE OF SERVICES OCTOBER 27, 2020 1201 N. Bowser Richardson, TX 75081 (214) 346-6200 Page 1 of 15 EXHIBIT 'B' SCOPE OF SERVICES City of Denton Parks, Recreation and Trails System Master Plan Halff Associates Inc. (Halff) shall provide planning services to the City of Denton (City) that result in a Parks, Recreation, and Trails System Master Plan to guide the development of future parks, recreation, and trail priorities over the next ten years. The resulting master plan will include an implementation action plan that prioritizes projects over the next five and ten years. The development of the master plan will build upon previous efforts by City of Denton staff to prepare key elements of the master plan process. Key Halff team project staff assigned to this effort include: Lenny Hughes, PLA – Project Manager Kendall Howard, AICP – Deputy Project Manager Tim May, PLA – QA/QC Manager Sub-Consultant Firms: Pros Consulting Michael Svetz, Principal Planning Assumptions The scope of services for this proposal has been prepared using the following assumptions as a basis for its preparation: 1. The City of Denton will be referred to as City in this document, and the member consulting firms will be individually or collectively referred to as Halff. Halff Associates, Inc. will serve as the prime firm, and subcontracting firms may include, and PROS Consulting. 2. The project planning area will encompass the existing Denton City Limits and the City’s statutory extraterritorial jurisdiction (ETJ). 3. The City will appoint a contact person to work with Halff to act as an intermediary between City staff, City Council, the Master Plan Focus Group, the Parks, Recreation & Beautification Board, outside consultants, and other City, county and state government staff persons as required. Halff will take direction from the City’s Project Administrator. 4. The City of Denton will coordinate facilities, refreshments, and advertising for all stakeholder group and public meetings. 5. Reference to “meetings” in the scope of services indicates in-person or virtual meeting formats. Format will be determined when meetings are scheduled. CITY OF DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN SCOPE OF SERVICES OCTOBER 27, 2020 1201 N. Bowser Richardson, TX 75081 (214) 346-6200 Page 2 of 15 6. The City will be responsible for advertising for all meetings and announcements. This includes outreach via the City’s existing social media channels (e.g., Facebook, Twitter, Next Door, etc.). 7. The City will commit the necessary resources to prepare adequately for the promotion of citizen participation in, and media coverage of, key community involvement meetings. The city might consider inviting other community organizations to co-sponsor or “co-host” such key events and provide further logistical support. 8. The City will provide information from all previous planning studies and master plans that may have an effect on the outcome of this planning effort. This information will be provided in digital format when possible and available. If no digital information is available, the City will create a reproduction, wherever possible, that will not have to be returned at the conclusion of the project. Prompt compilation and delivery of these documents to Halff is an essential prerequisite for the initiation of work and timely forward progress on individual tasks and deliverables. 9. The base scope of services is based on our understanding of the current status of the park master plan effort. Prompt delivery of all the previously compiled information and assessments is critical to ensure timely development of the master plan. 10. Input and feedback derived from the public engagement process will be assessed and incorporated into the various plan elements rather than compiled as stand-alone documents. 11. Expenses incurred by the consultant team, such as mileage, materials, food, etc., are integrated into the Base Plan cost in the scope of services. Additional printing or publication expenses will be an additional cost. 12. Tasks prepared as part of this planning effort may occur concurrently where appropriate, or in some cases may deviate from the sequence shown in this Scope of Services document. CITY OF DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN SCOPE OF SERVICES OCTOBER 27, 2020 1201 N. Bowser Richardson, TX 75081 (214) 346-6200 Page 3 of 15 BASE SCOPE OF SERVICES PHASE 1 COMMUNITY UNDERSTANDING (DISCOVER) 1.1 PROJECT MANAGEMENT The Halff Project Manager will coordinate internal and sub-consultant team members; maintain the project schedule; and be available for phone or email discussions to address client needs. Halff will provide monthly project update memos via e-mail to the client. At the outset of the plan process Halff will also schedule bi-weekly coordination calls with the client to discuss schedule, status of deliverables, and outstanding needs. Product: Monthly project update memos delivered via e-mail. Total number of meetings: Bi-weekly coordination calls. Items Provided by City of Denton: Review of project update memos. 1.2 PROJECT INITIATION MEETING Halff will arrange an in-person meeting with appropriate City staff as designated by the City. Key Planning Team members from Halff and participating firms will attend. This meeting will accomplish several pre-planning objectives: A. Orientation. The City of Denton and the primary Halff team will become familiar with the project team structure and organization and arrive at a complete understanding of the roles and responsibilities of all project participants. B. Review of Key Issues. Key issues to be addressed during the course of the work will be reviewed with staff and team members. C. Schedule. Review contract schedule and establish key milestone dates. D. Information exchange. Discuss documentation needs and receive information as available. Halff will provide a list of required information in advance of this meeting. Product: Halff shall prepare meeting agenda, initial exhibits to aid discussion, a list of needed informational items and data, and meeting notes. Total number of meetings: One (01) in-person kick-off meeting. Items Provided by City of Denton: City shall recommend staff to attend and provide data as required to begin the planning process. 1.3 PARK, RECREATION, AND TRAIL FACILITY TOUR As a follow-up to the kick-off meeting, Halff, together with staff will participate in a two-day tour of representative parks, recreation, and trail facilities identified by the City in order to gain a thorough understanding of issues as identified by the City. Product: Halff shall apply information and understanding gained in follow-up tasks. Total number of meetings: Two (02) day tour of the city. Items Provided by City of Denton: The City shall arrange for a vehicle and serve as guide for the duration of the city tour. 1.4 REVIEW OF EXISTING PLAN MATERIALS Halff will review the information previously compiled for the parks master plan effort, including the following information: CITY OF DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN SCOPE OF SERVICES OCTOBER 27, 2020 1201 N. Bowser Richardson, TX 75081 (214) 346-6200 Page 4 of 15 x Draft parks master plan x Draft trails chapter x Parks Design Guidelines and Standards x Community engagement results Halff will also review previously completed studies relevant to this effort, including: x Indoor Recreation Study (2019) x Park Strategic Plan x Trails Master Plan (2020) x Urban Forestry Master Plan (2020) x Comprehensive Plan 2030 x Aquatic Study Halff and City staff will participate in a work session to review the draft plan materials and come to a consensus about what does and doesn’t need to be updated moving forward. Product: Halff shall apply information and understanding gained in follow-up tasks. Total number of meetings: One (01) meeting to review the existing materials. Items Provided by City of Denton: The City shall provide all of the existing materials and participate in a work session with the Halff team. 1.5 BASE MAPPING Halff shall prepare base mapping that is comprehensive and sufficiently detailed for the project. Halff shall prepare the base mapping in a digital form for future use by the City (through incorporation of existing City digital base mapping files). GIS data, digital aerial photographs, and/or PDF illustrations obtained from the City will be used as the base information for the regional, citywide and neighborhood level maps which shall include: x Regional level – Including all areas in the City, ETJ, as well as relationship to surrounding cities. x City-wide level – Including study limits/sectors established by prior park master plans and other pertinent sectors as provided by the City of Denton in digital format. All mapping that is distributed in an illustrative format will be in PDF graphic file formats. Product: Halff shall prepare base regional and city-wide maps with information readily available. Except as stated herein, Halff is not responsible for digitizing, increasing the accuracy and precision, or otherwise improving data received from the City. Number of meetings: None. Items Provided by City of Denton: The City shall provide digital copies (as available), of most recent City mapping as specified in the data request form in GIS shapefile or geodatabase format and shall help facilitate the coordination of acquiring similar data from adjacent cities. 1.6 UPDATE APPLICABLE COMMUNITY CONTEXT INFORMATION Halff will review the previously compiled community context information and make updates where applicable to include the latest demographic data (using American Community Survey 5-Year Estimates information) and any updates to the park system inventory information. Halff will format the existing and updated information into a highly graphic, easily interpreted chapter for the final CITY OF DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN SCOPE OF SERVICES OCTOBER 27, 2020 1201 N. Bowser Richardson, TX 75081 (214) 346-6200 Page 5 of 15 master plan document. Product: Formatted community context chapter of master plan document. Total number of meetings: None. Items Provided by City of Denton: The City shall provide Halff with the latest park system inventory information. PHASE 2 COMMUNITY ENGAGEMENT (DISCOVER) 2.1 MASTER PLAN FOCUS GROUP MEETINGS The Master Plan Focus Group is intended to guide the outcome of this project, provide intermediary reviews of concepts and broad recommendations, and help ensure the plan aligns with the goals of the community. The Master Plan Focus Group should be comprised of 10-15 key stakeholders that have an interest in parks and recreation in Denton. A total of three meetings with the Master Plan Focus Group will be held during the plan process: x Meeting 1, Introduction: At the introduction meeting, the focus will be on confirming the plan vision and goals and discussing how preferences may have changed since the master plan efforts first began. x Meeting 2, Assessment Review: At the mid-point meeting of the Focus Group, the project team will present the findings from the public engagement and needs assessment and discuss potential recommendations with the group. x Meeting 3, Final Review: At the final meeting of the Focus Group, the project team will present the draft plan recommendations and seek feedback. Product: Meeting materials and summary. Total number of meetings: Three (03) in-person meetings of the Master Plan Focus Group. Items Provided by City of Denton: The City shall assemble the Focus Group, invite members, and secure the meeting space. 2.2 INTERDEPARTMENTAL STAFF REVIEW GROUP MEETINGS An interdepartmental staff group made up of parks and recreation staff as well as key personnel from other departments that may impact or be impacted by the master plan will be established. The group will meet a total of three (03) times throughout the plan process to discuss needs and opportunities and to review the draft strategies. x Meeting 1, Introduction: At the introduction meeting, the focus will be on discussing existing conditions and future department efforts that may impact the parks and recreation system or needs. x Meeting 2, Assessment Review: At the mid-point meeting, the project team will present the findings from the public engagement and needs assessment results. x Meeting 3, Review of Recommendations: At the final meeting, the project team will present the draft plan recommendations and seek feedback. Product: Meeting materials and summary. CITY OF DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN SCOPE OF SERVICES OCTOBER 27, 2020 1201 N. Bowser Richardson, TX 75081 (214) 346-6200 Page 6 of 15 Total number of meetings: Three (03) in-person meetings of the Interdepartmental Staff Review Group. Items Provided by City of Denton: The City shall set up the meeting, invite attendees, and secure the meeting space. 2.3 ELECTED AND APPOINTED OFFICIALS BRIEFINGS Halff will conduct two briefings with the Parks, Recreation & Beautification Board as part of the plan process to get their feedback and ensure they remain up to date on the plan development. x Meeting 1, Visioning: At the initial briefing, the focus will be on confirming the plan vision and goals and discussing how preferences may have changed since the master plan efforts began. x Meeting 2, Review: At the second briefing, the project team will present the public engagement and needs assessment findings as well as preliminary recommendations. The updated master plan will also be presented to the Board for a public hearing (see Task 6.2) as well as the City Council. Product: Meeting materials and summary. Total number of meetings: Two (02) briefings to the Parks, Recreation & Beautification Board. Items Provided by City of Denton: The City shall coordinate the agenda with the Board. 2.4 PUBLIC MEETINGS Halff will coordinate two virtual public meetings during the plan process; the first will be at the beginning of the process to confirm the community vision for the master plan and the second will be at the end of the process to present the draft plan recommendations for public feedback. Both meetings will be held via a virtual presentation (e.g. Zoom) and in addition, all public meeting materials will be posted on the project website (Task 2.7) so residents can participate remotely. Product: Halff shall prepare advertisements, presentations, exhibits, and graphic boards for meetings. Halff will also compile and summarize the input from each meeting. Total number of meetings: Two virtual public meetings. Items Provided by City of Denton: The City shall establish location and time for meetings; issue invitations and publicize meetings; and attend meetings as desired or appropriate. 2.5 COMMUNITY SURVEY Halff will prepare an abbreviated community survey to determine how parks and recreation needs and desires have changed since the master plan process has started and since the COVID-19 pandemic began. The survey will also focus on prioritizing already identified needs. Review Findings of Previous Survey and Identify Gaps. Before the updated survey questions are developed, Halff will first review the findings of the previous needs assessment survey and identify any potential gaps in the questions and resulting information. This will help prioritize which questions to ask for the updated community survey. CITY OF DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN SCOPE OF SERVICES OCTOBER 27, 2020 1201 N. Bowser Richardson, TX 75081 (214) 346-6200 Page 7 of 15 Administering the Updated Survey. Abbreviated Online Survey: Halff will create and deliver a unique SurveyMonkey link that can be used to market the survey to the general public and will leave the link active and open until the desired number of surveys is completed. Once the survey is closed, Halff will develop a brief powerpoint summary of key findings. Product: Community survey development, administration, and summary of results. Total number of meetings: One (01) conference call to review the draft questions. Items Provided by City of Denton: The City shall review the draft question and advertise the survey on the project website and other appropriate media channels. 2.6 REFINED GOALS AND OBJECTIVES Halff will first participate in a work session with staff to review the previously identified goals and actions. As a result of the additional community engagement efforts, Halff will propose an overarching plan vision and associated refined goals and objectives for the plan. The updated goals and objectives will be reviewed by staff and the Focus Group at Meeting #2 (see Task 2.1). Product: Draft and final master plan goals and objectives. Total number of meetings: None. Items Provided by City of Denton: The City shall review the draft master plan goals and objectives and provide comments. 2.7 PROJECT WEBSITE Halff will provide content (including news blasts, draft documents) to keep the already established master plan project website up to date. The website will continue to be maintained by the City of Denton’s Public Information Office. Product: Content for project website. Total number of meetings: None. Items Provided by City of Denton: The City shall review and post the content provided by Halff on the project website. PHASE 3 NEEDS ASSESSMENT (ANALYZE) 3.1 PARK CONDITIONS ASSESSMENT The Halff Team will conduct park condition audits for up to ten (10) parks in the City. The parks should be representative of different types of parks found in Denton and will incorporate numerical rankings for various conditions. Composite conditions scores will be applied to each park to determine where facility replacement, rehabilitation, or reconstruction is most warranted. Product: Halff shall compile and summarize the input from the ten (10) park audits. Total number of meetings: None. Items Provided by City of Denton: The City shall review the park conditions assessment material compiled by the Halff team. CITY OF DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN SCOPE OF SERVICES OCTOBER 27, 2020 1201 N. Bowser Richardson, TX 75081 (214) 346-6200 Page 8 of 15 3.2 PARKS LEVEL OF SERVICE REVIEW Halff will review the currently compiled level of service summary information in the draft master plan report and make updates where necessary using NRPA standards and a comparison to benchmark communities. Halff will also prepare a series of park service area maps for each park type depicting the typical service area. This will aid in identifying areas that are not well-served by existing parks. Product: Updated park LOS tables where applicable; park service area maps by park type. Total number of meetings: None. Items Provided by City of Denton: Review of updated LOS information. 3.3 UPDATE DRAFT PLAN NEEDS ASSESSMENT Halff will review the existing needs assessment previously prepared for the draft master plan. Halff will make updates to the needs assessment based on the updated engagement efforts, comparison to benchmark communities, and the findings from Tasks 3.1 – 3.2. This task will also include incorporating a high-level needs assessment summary associated with the trails plan and indoor recreation study that were previously conducted. Product: Updated needs assessment section for the master plan report. Total number of meetings: One (01) meeting with staff to review the updated needs assessment section of the report. Items Provided by City of Denton: The City shall review and provide feedback on the updated needs assessment summary. PHASE 4 PARKS, RECREATION, AND TRAILS SYSTEM (CREATE) 4.1 PARK & OPEN SPACE SYSTEM STRATEGIES Based on the current and anticipated growth in the City, Halff shall consider and provide recommendations to address the specific parks and open space needs and goals identified in Phase 3. These strategies will generally be categorized as follows: x Land Acquisition; x Park & Facility Development; x Park Improvements; and x Policy Related Recommendations. Product: Draft parks and open space system strategies in text, chart, and map form. Total number of meetings: None. Items Provided by City of Denton: The City shall review the draft recommendations. 4.2 INDOOR RECREATION FACILITY STRATEGY REVIEW & FORMATTING Halff shall review the 2019 Indoor Recreation Vision & Strategy and associated cost recovery findings and make any necessary adjustments to the recommendations. Halff shall also format the recommendations into the master plan report. Based on the current and anticipated growth in Denton, Halff will also make short and long-term CITY OF DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN SCOPE OF SERVICES OCTOBER 27, 2020 1201 N. Bowser Richardson, TX 75081 (214) 346-6200 Page 9 of 15 recommendations for future aquatic facilities, including programming needs for future facilities, preferred location for future facilities, and criteria for ranking improvements. Product: Formatted recreation chapter and draft aquatic strategies. Total number of meetings: None. Items Provided by City of Denton: The City shall review the draft chapter information. 4.3 TRAIL PLAN REVIEW & FORMATTING Halff will review and confirm the information included in the draft trails master plan chapter and format the text, tables, and maps into the overall master plan format. Product: Formatted trail recommendations map and chapter. Total number of meetings: None. Items Provided by City of Denton: The City shall review the draft chapter. 4.4 STRATEGY PRIORITZATION In a work session with staff, the Halff team will present the draft strategies developed in Tasks 4.1 – 4.3 and determine priorities of each recommendation. The final result will be a prioritization matrix for the next five and ten years of park system development in Denton. Product: Strategy prioritization matrix. Total number of meetings: One (01) work session with Parks staff. Items Provided by City of Denton: The City shall participate in the work session and review the resulting prioritization matrix. 4.5 PARK DESIGN GUIDELINES AND STANDARDS Halff will conduct a high-level review of the draft Design Guidelines and Standards for Developed Open Space and suggest modifications where appropriate. Halff will also format the document as an Appendix to the overall master plan document. Product: Formatted Park Design Guidelines and Standards document as a master plan appendix. Total number of meetings: One (01) work session to review any comments. Items Provided by City of Denton: Participate in work session. PHASE 5 DRAFT PLAN (IMPLEMENT) 5.1 IMPLEMENTATION ACTION PLAN Halff shall review existing and prepare any additional cost estimates for the recommended strategies for the Parks, Recreation, and Trails System Master Plan by using previous bids, current contractor costs where available, or other locally based estimates. The cost estimates will: x Include maintenance costs for new facility improvements; x Use an average dollar amount per acre for land acquisition; and x Include cost ranges for proposed improvements, and identify key assumptions and items included in each estimate. Include contingencies that are appropriate for concept level estimates. CITY OF DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN SCOPE OF SERVICES OCTOBER 27, 2020 1201 N. Bowser Richardson, TX 75081 (214) 346-6200 Page 10 of 15 Additionally, Halff shall review the five-year plan prepared by the City and make any adjustments deemed necessary. This plan will include five key elements organized into five-year increments: 1. Short range improvements to meet immediate needs. 2. Long range improvements to meet population growth, enhance the parks system, and meet the needs of City administrative staff. 3. Prioritization of improvements, to fund most critical projects first, based on demonstrated need, with less critical components being incorporated as funding allows. 4. Funding strategies to provide predictable funding resources for the proposed improvements. 5. Recreation modifications and improvements to address key recreation needs and deficiencies. Product: Cost estimates and implementation action plan in table format organized by five-year increments. Total number of meetings: None. Items Provided by City of Denton: Review draft cost estimates and implementation action plan. 5.2 DRAFT MASTER PLAN PREPARATION All of the previously compiled summary text, charts, and maps from Phases 1-4 will be incorporated into a formatted master plan document. Given the extent of the information provided, there is a need to separate the information into different volumes for ease of use by staff, elected/appointed officials, and citizens. The proposed breakdown of the volumes is as follows: x Executive Summary: Gives an overview of the master plan purpose and process, presents the vision and goals, and summarizes key recommendations. x Volume 1 (Blueprint): Outlines existing conditions, community context, community engagement findings, and needs assessment results. x Volume 2 (Playbook): Identifies the recommendations and implementation action plan and discusses funding opportunities and plan administration. Additionally, Halff will review and format the existing Parks Design Guidelines and Standards document as an appendix to the master plan. Product: Draft master plan document for review in PDF format (note: document will be prepared in Adobe InDesign). Total number of meetings: One (01) review meeting with staff in advance of the stakeholder and community review. Items Provided by City of Denton: Review the draft master plan and provide feedback. PHASE 6 PLAN ADOPTION (IMPLEMENT) 6.1 APPROVAL MEETINGS Halff will incorporate the comments from staff, the Master Plan Focus Group, and from the public meeting into a final draft of the master plan. Halff will participate in one (01) briefing presentation to the Parks, Recreation & Beautification Board and one (01) public hearing presentation to City Council for adoption. CITY OF DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN SCOPE OF SERVICES OCTOBER 27, 2020 1201 N. Bowser Richardson, TX 75081 (214) 346-6200 Page 11 of 15 Product: Final draft of master plan document; meeting presentation materials. Total number of meetings: One (01) briefing to Parks, Recreation and Beautification Commission; one (01) public hearing presentation to City Council. Items Provided by City of Denton: The City shall coordinate the agenda with the applicable boards. 6.2 MASTER PLAN PUBLISHING Halff shall produce a high-resolution, full-color digital (PDF format) original of the Master Plan Report for use in immediate printing as part of this contract, as well as future printing and digital publication by the City of Denton. Halff shall prepare two (02) color copies of the Master Plan. Halff will also submit the final master plan to Texas Parks and Wildlife Department (TPWD) via the online system to ensure the updated plan is on file with the agency for future funding opportunities. Product: High-resolution digital files (PDF and InDesign package file) of master plan report; two (02) bound color copies of the final plan. Submission receipt of plan upload to TPWD. Total number of meetings: None Items Provided by City of Denton: The City shall perform a final review of the document and approve final reproduction. END OF BASE SCOPE OF SERVICES CITY OF DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN SCOPE OF SERVICES OCTOBER 27, 2020 1201 N. Bowser Richardson, TX 75081 (214) 346-6200 Page 12 of 15 ANTICIPATED SEQUENCE OF MEETINGS Visit 1: Project Kick-Off (Phase 1) – multi-day - Project Initiation Meeting - Work session with staff to review existing materials - Two-day park, recreation, and trail facility tour Visit 2: Community Visioning (Phase 2) – multi-day - Master Plan Focus Group Meeting #1 - Interdepartmental Staff Review Group Meeting #1 - Parks, Recreation, and Beautification Board Briefing #1 - Public Open House Virtual Meeting Visit 3: Mid-Point Review (Phase 2) – multi-day - Master Plan Focus Group Meeting #2 - Interdepartmental Staff Review Group Meeting #2 - Parks, Recreation, and Beautification Board Briefing #2 Visit 4: Strategy Review (Phase 4) - Work session with staff to review draft plan strategies Visit 5: Plan Review (Phase 5) - Review session with staff to review draft plan Visit 6: Stakeholder Review (Phase 2) - Master Plan Focus Group Meeting #3 - Interdepartmental Staff Review Group Meeting #3 Visit 7: Community Touchpoint (Phase 2) - Public Open House Virtual Meeting Visit 8: Park Board Recommendation (Phase 6) - Park Board Public Hearing Visit 9: City Council Approval (Phase 6) - City Council Public Hearing CITY OF DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN SCOPE OF SERVICES OCTOBER 27, 2020 1201 N. Bowser Richardson, TX 75081 (214) 346-6200 Page 13 of 15 ADDITIONAL SERVICES Halff also offers several potential additional services which may be considered for the parks master plan process. During the course or at the conclusion of the project, the City may deem it necessary to request further research or otherwise engage Halff in additional work efforts or subsequent phases not anticipated at project initiation or as set out in the Scope of Services. Any such additional services shall be specifically authorized by the City Council, as appropriate, and documented through a written amendment to existing Scope of Services or set out as follow up additional phase services. Virtual Public Engagement Room. In light of the COVID-19 pandemic, there may be state or local restrictions preventing large in-person meetings. If during this process an in-person public meeting cannot occur, we have the capabilities to create an online virtual room that mimics the activities that typically occur during an open house meeting, including introductory presentations, visual preference, brief surveys, and mapping input. We can work with you to tailor a solution unique to Denton to gain public input in a fully virtual manner. Online Interactive Mapping. Halff has the capabilities to develop an online mapping tool to seek additional public input. The ArcGIS based platform allows users to add points and lines with associated comments to an interactive map to indicate where needed improvements or additional facilities are needed. The output is location-specific feedback in GIS format that Halff uses to further analyze or confirm potential park, recreation, and trail opportunities. Personalized Park Story Map. Using the ArcGIS Online framework, Halff can create an interactive locator map of Denton’s existing parks, recreation facilities, and trails that incorporates key information about the facilities. By clicking on a park, recreation facility, or trail, details will pop including hours of operation, amenities, trail distances, photos, and other relevant information. This will provide the public with a fun way to digitally explore the parks, recreation, and trail system in Denton. Meetings in a Box. In order to get a broader range of input, Halff can prepare materials for public open houses so that they can be transportable to small group meetings at parks and recreation facilities. Materials will include presentation boards, maps, pre-prepared questions, and sign-in sheets. The timeframe to conduct these meetings will be determined by Halff and City staff so that input from these additional meetings can be incorporated into the planning process in a timely manner. On-Street Bikeway Assessment and Network Identification. In addition to the recreation trail assessment and network identification mapping included in the base scope of services, we can also provide services for assessing on-street bikeways and identifying future on-street routes. This would include a review of existing and planned routes, assessment of thoroughfare characteristics (speeds, volumes, pavement widths, etc.), and identification of barriers and key connections. Halff can also prepare guidance for design standards for on-street bicycle accommodations to be incorporated into development regulations. Digital Implementation Dashboard. As part of the implementation solution the Halff Team can provide a customized and tailored interactive online dashboard for the community to monitor progress towards implementation of the master plan. The dashboard is a tool to maintain transparency with the public on the progress of implementation, but more importantly, a tool for staff to track investments and improvements completed within parks. Staff will be able to utilize the dashboard to update yearly CIP requests, maintenance priorities, and 5- and 10-year project priority projections. CITY OF DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN SCOPE OF SERVICES OCTOBER 27, 2020 1201 N. Bowser Richardson, TX 75081 (214) 346-6200 Page 14 of 15 FEE SCHEDULE City of Denton Parks, Recreation and Trails System Master Plan 1.0 Basic Services – Fee Summary Planning services as described in Exhibit A will be provided by Halff Associates, Inc. on a lump sum basis, with an authorized lump sum contract fee of $162,274 for the City of Denton Parks, Recreation and Trails System Master Plan. The lump sum fee includes compensation for document copying, printing, mileage, and associated expenses necessary for the planning effort. Phase Professional Fee 1 – Community Understanding $28,952 2 – Confirm Community Vision $40,390 3 – Needs Assessment $20,192 4 – Parks, Recreation & Trails System $46,608 5 - Draft Plan $20,484 6 - Plan Adoption $2,148 Subtotal $158,774 Direct Expenses $3,500 Grand Total – Basic Services $162,274 2.0 Additional Services and Meetings Should the need arise for additional services, including meetings, Halff can provide such services on an hourly basis and/or agreed upon fee. CITY OF DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN SCOPE OF SERVICES OCTOBER 27, 2020 1201 N. Bowser Richardson, TX 75081 (214) 346-6200 Page 15 of 15 PROPOSED SCHEDULE City of Denton Parks, Recreation and Trails System Master Plan Phase Anticipated Timeframe 1 – Community Understanding January 2021 – March 2021 2 – Confirm Community Vision Engagement activities throughout plan process 3 – Needs Assessment April 2021 – June 2021 4 – Parks, Recreation & Trails System June 2021 – August 2021 5 - Draft Plan September 2021 – November 2021 6 - Plan Adoption December 2021 *Schedule subject to change. PHASE/TASKPrincipal-in-Charge Project ManagerDeputy Project ManagerPlanner Planner Resilience Design Support QA/QC Implementation Graphic Support PROS ConsultingProjected Phase ExpensesPHASE 1 - COMMUNITY UNDERSTANDING$630.00 $8,060.00 $7,290.00 $1,104.00 $9,408.00 $0.00 $0.00$1,680.00 $780.00 $0.00 $0.00$28,952.00Task 1.1: Project Management0 2 8 0 4 0 0 0 0 0 14 $2,148.00 $2,148.00 $0.00Task 1.2: Project Initiation Meeting2 4 4 0 4 0 0 2 4 0 20 $4,198.00 $4,198.00 $0.00Task 1.3: Park, Recreation, and Trail Facility Tour0 16 16 0 16 0 0 0 0 0 48 $8,912.00 $8,912.00 $0.00Task 1.4: Review of Existing Plan Materials 0 2 16 4 24 0 0 0 0 0 46 $5,836.00 $5,836.00 $0.00Task 1.5: Base Mapping 0 0 2 0 12 0 0 0 0 0 14 $1,614.00 $1,614.00 $0.00Task 1.6: Update Applicable Community Context Info0288 24 0 0 4 0 0 46 $6,244.00 $6,244.00 $0.00TOTAL HOURS - PHASE 12 26 54 12 84 0 0 6 4 0 188 $28,952.00 $28,952.00 $0.00PHASE 2 - CONFIRM COMMUNITY VISION $1,890.00 $8,680.00 $10,800.00 $3,312.00 $10,752.00 $660.00 $1,536.00 $0.00 $1,560.00 $1,200.00 $0.00$40,390.00Task 2.1: Master Plan Focus Group Meetings 6 12 20 12 24 0 0 0 4 0 78 $12,882.00 $12,882.00 $0.00Task 2.2: Interdepartmental Staff Review Group Meetings0 6 16 0 16 0 0 0 0 0 38 $5,812.00 $5,812.00 $0.00Task 2.3: Elected and Appointed Officials Briefings 04808 0 0 0 0 0 20 $3,216.00 $3,216.00 $0.00Task 2.4: Public Open Houses0 4 16 16 24 0 12 0 4 8 84 $10,476.00 $10,476.00 $0.00Task 2.5: Community Survey 0 0 8 0 16 0 0 0 0 0 24 $2,872.00 $2,872.00 $0.00Task 2.6: Refined Goals and Objectives0 2 8 8 4 4 0 0 0 0 26 $3,544.00 $3,544.00 $0.00Task 2.7: Project Website 0 0 4 0 4 0 0 0 0 8 16 $1,588.00 $1,588.00 $0.00TOTAL HOURS - PHASE 26 28 80 36 96 4 12 0 8 16 286 $40,390.00 $40,390.00 $0.00PHASE 3 - NEEDS ASSESSMENT$0.00 $1,240.00 $3,780.00$1,840.00 $8,064.00 $1,320.00 $2,048.00 $1,120.00 $780.00 $0.00 $0.00$20,192.00Task 3.1: Park Conditions Assessment0 0 8 0 24 0 16 0 2 0 50 $6,206.00 $6,206.00 $0.00Task 3.2: Parks Level of Service Review0 0 4 4 16 0 0 0 0 0 24 $2,700.00 $2,700.00 $0.00Task 3.3: Update Draft Plan Needs Assessment0 4 16 16 32 8 0 4 2 0 82 $11,286.00 $11,286.00 $0.00TOTAL HOURS - PHASE 30 4 28 20 72 8 16 4 4 0 156 $20,192.00 $20,192.00 $0.00PHASE 4 - PARKS, RECREATION & TRAILS SYSTEM$630.00 $7,440.00 $7,560.00$2,208.00 $10,528.00 $1,650.00$3,072.00 $2,240.00 $780.00 $0.00 $10,500.00$46,608.00Task 4.1: Park & Open Space System Strategies 0 4 16 8 24 8 0 0 4 0 64 $8,924.00 $8,924.00 $0.00Task 4.2: Indoor Rec. Facility Strategy Review & Formatting0 8 12 0 24 0 0 0 0 0 44 $14,663.00 $6,788.00 $7,875.00Task 4.3: Trail Plan Review & Formatting0 4 12 0 24 0 0 0 0 0 40 $5,548.00 $5,548.00 $0.00Task 4.4: Strategy Prioritization 2 4 8 16 8 0 8 4 0 0 50 $10,087.00 $7,462.00 $2,625.00Task 4.5: Park Design Guidelines and Standards0 4 8 0 14 2 16 4 0 0 48 $7,386.00 $7,386.00 $0.00TOTAL HOURS - PHASE 42 24 56 24 94 10 24 8 4 0 246 $46,608.00 $36,108.00 $10,500.00PHASE 5 - DRAFT PLAN$0.00 $1,240.00 $4,320.00$2,024.00 $5,376.00 $1,320.00 $1,024.00 $2,240.00 $2,340.00 $600.00 $0.00$20,484.00Task 5.1: Implementation Action Plan 0 2 16 8 16 0 0 0 8 0 50 $6,868.00 $6,868.00 $0.00Task 5.2: Draft Master Plan Preparation 0 2 16 14 32 8 8 8 4 8 100 $13,616.00 $13,616.00 $0.00TOTAL HOURS - PHASE 50 4 32 22 48 8 8 8 12 8 150 $20,484.00 $20,484.00 $0.00PHASE 6 - PLAN ADOPTION $0.00 $620.00 $1,080.00$0.00 $448.00 $0.00 $0.00$0.00 $0.00 $0.00 $0.00$2,148.00Task 6.1: Approval Meetings0 2 4 0 0 0 0 0 0 0 6 $1,160.00 $1,160.00 $0.00Task 6.2: Master Plan Publishing0 0 4 0 4 0 0 0 0 0 8 $988.00 $988.00 $0.00TOTAL HOURS - PHASE 60 2 8 0 4 0 0 0 0 0 14 $2,148.00 $2,148.00 $0.00Total Hours by Staff Category/Person 10 88 258 114 398 30 60 26 32 24 1040Subtotal - Basic Services Labor $3,150.00 $27,280.00 $34,830.00$10,488.00 $44,576.00 $4,950.00$7,680.00 $7,280.00 $6,240.00$1,800.00 $10,500.00$158,774.00 $148,274.00 $10,500.00Subtotal - Estimated Expenses$3,500.00$3,500.00TOTAL BASIC FEE $162,274.00 $148,274.00 $10,500.00Fee by ConsultantHalff$148,274.00PROS Consulting$10,500.00Reimbursables (Halff) $3,500.00$162,274.00EXHIBIT C - DENTON PARKS, RECREATION, AND TRAILS SYSTEM MASTER PLAN FEE ESTIMATEHalff AssociatesTask Hourly SubtotalTask Fee Subtotal Task Fee (Halff) Task Fee (Total Subs) Exhibit D CITY OF DENTON INSURANCE REQUIREMENTS FOR CONTRACTORS Bidder's attention is directed to the insurance requirements below. It is highly recommended that bidders confer with their respective insurance carriers or brokers to determine in advance of Bid submission the availability of insurance certificates and endorsements as prescribed and provided herein. If an apparent low bidder fails to comply strictly with the insurance requirements, that bidder may be disqualified from award of the contract. Upon bid award, all insurance requirements shall become contractual obligations, which the successful bidder shall have a duty to maintain throughout the course of this contract. STANDARD PROVISIONS: Without limiting any of the other obligations or liabilities of the Contractor, the Contractor shall provide and maintain until the contracted work has been completed and accepted by the City of Denton, Owner, the minimum insurance coverage as indicated hereinafter. As soon as practicable after notification of bid award, Contractor shall file with the Purchasing Department satisfactory certificates of insurance, containing the bid number and title of the project. Contractor may, upon written request to the Purchasing Department, ask for clarification of any insurance requirements at any time; however, Contractors are strongly advised to make such requests prior to bid opening, since the insurance requirements may not be modified or waived after bid opening unless a written exception has been submitted with the bid. Contractor shall not commence any work or deliver any material until he or she receives notification that the contract has been accepted, approved, and signed by the City of Denton. All insurance policies proposed or obtained in satisfaction of these requirements shall comply with the following general specifications, and shall be maintained in compliance with these general specifications throughout the duration of the Contract, or longer, if so noted: x Each policy shall be issued by a company authorized to do business in the State of Texas with an A.M. Best Company rating of at least A- VII or better. x Any deductibles or self-insured retentions shall be declared in the bid proposal. If requested by the City, the insurer shall reduce or eliminate such deductibles or self-insured retentions with respect to the City, its officials, agents, employees and volunteers; or, the contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. x Liability policies shall be endorsed to provide the following: x Name as additional insured the City of Denton, its Officials, Agents, Employees and volunteers. x That such insurance is primary to any other insurance available to the additional insured with respect to claims covered under the policy and that this insurance applies separately to each insured against whom claim is made or suit is brought. The inclusion of more than one insured shall not operate to increase the insurer's limit of liability. x Provide a Waiver of Subrogation in favor of the City of Denton, its officials, agents, employees, and volunteers. x Cancellation: City requires 30 day written notice should any of the policies described on the certificate be cancelled before the expiration date. x Should any of the required insurance be provided under a claims-made form, Contractor shall maintain such coverage continuously throughout the term of this contract and, without lapse, for a period of three years beyond the contract expiration, such that occurrences arising during the contract term which give rise to claims made after expiration of the contract shall be covered. x Should any of the required insurance be provided under a form of coverage that includes a general annual aggregate limit providing for claims investigation or legal defense costs to be included in the general annual aggregate limit, the Contractor shall either double the occurrence limits or obtain Owners and Contractors Protective Liability Insurance. x Should any required insurance lapse during the contract term, requests for payments originating after such lapse shall not be processed until the City receives satisfactory evidence of reinstated coverage as required by this contract, effective as of the lapse date. If insurance is not reinstated, City may, at its sole option, terminate this agreement effective on the date of the lapse. SPECIFIC ADDITIONAL INSURANCE REQUIREMENTS: All insurance policies proposed or obtained in satisfaction of this Contract shall additionally comply with the following marked specifications, and shall be maintained in compliance with these additional specifications throughout the duration of the Contract, or longer, if so noted: [X ] A. General Liability Insurance: General Liability insurance with combined single limits of not less than $1,000,000.00 shall be provided and maintained by the Contractor. The policy shall be written on an occurrence basis either in a single policy or in a combination of underlying and umbrella or excess policies. If the Commercial General Liability form (ISO Form CG 0001 current edition) is used: x Coverage A shall include premises, operations, products, and completed operations, independent contractors, contractual liability covering this contract and broad form property damage coverage. x Coverage B shall include personal injury. x Coverage C, medical payments, is not required. If the Comprehensive General Liability form (ISO Form GL 0002 Current Edition and ISO Form GL 0404) is used, it shall include at least: x Bodily injury and Property Damage Liability for premises, operations, products and completed operations, independent contractors and property damage resulting from explosion, collapse or underground (XCU) exposures. x Broad form contractual liability (preferably by endorsement) covering this contract, personal injury liability and broad form property damage liability. [X] Automobile Liability Insurance: Contractor shall provide Commercial Automobile Liability insurance with Combined Single Limits (CSL) of not less than $500,000.00 either in a single policy or in a combination of basic and umbrella or excess policies. The policy will include bodily injury and property damage liability arising out of the operation, maintenance and use of all automobiles and mobile equipment used in conjunction with this contract. Satisfaction of the above requirement shall be in the form of a policy endorsement for: x any auto, or x all owned, hired and non-owned autos. [X] Workers’ Compensation Insurance Contractor shall purchase and maintain Worker's Compensation insurance which, in addition to meeting the minimum statutory requirements for issuance of such insurance, has Employer's Liability limits of at least $100,000 for each accident, $100,000 per each employee, and a $500,000 policy limit for occupational disease. The City need not be named as an "Additional Insured" but the insurer shall agree to waive all rights of subrogation against the City, its officials, agents, employees and volunteers for any work performed for the City by the Named Insured. For building or construction projects, the Contractor shall comply with the provisions of Attachment 1 in accordance with §406.096 of the Texas Labor Code and rule 28TAC 110.110 of the Texas Worker's Compensation Commission (TWCC). [ ] Owner's and Contractor's Protective Liability Insurance The Contractor shall obtain, pay for and maintain at all times during the prosecution of the work under this contract, an Owner's and Contractor's Protective Liability insurance policy naming the City as insured for property damage and bodily injury which may arise in the prosecution of the work or Contractor's operations under this contract. Coverage shall be on an "occurrence" basis, and the policy shall be issued by the same insurance company that carries the Contractor's liability insurance. Policy limits will be at least combined bodily injury and property damage per occurrence with a aggregate. [X] Professional Liability Insurance Professional liability insurance with limits not less than $1,000,000 per claim with respect to negligent acts, errors or omissions in connection with professional services is required under this Agreement. [ ] Builders' Risk Insurance Builders' Risk Insurance, on an All-Risk form for 100% of the completed value shall be provided. Such policy shall include as "Named Insured" the City of Denton and all subcontractors as their interests may appear. [ ] Commercial Crime Provides coverage for the theft or disappearance of cash or checks, robbery inside/outside the premises, burglary of the premises, and employee fidelity. The employee fidelity portion of this coverage should be written on a “blanket” basis to cover all employees, including new hires. This type insurance should be required if the contractor has access to City funds. Limits of not less than each occurrence are required. [ ] Additional Insurance Other insurance may be required on an individual basis for extra hazardous contracts and specific service agreements. If such additional insurance is required for a specific contract, that requirement will be described in the "Specific Conditions" of the contract specifications. ATTACHMENT 1 [ ] Workers’ Compensation Coverage for Building or Construction Projects for Governmental Entities A. Definitions: Certificate of coverage ("certificate")-A copy of a certificate of insurance, a certificate of authority to self-insure issued by the commission, or a coverage agreement (TWCC- 81, TWCC-82, TWCC-83, or TWCC-84), showing statutory workers' compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project. Duration of the project - includes the time from the beginning of the work on the project until the contractor's/person's work on the project has been completed and accepted by the governmental entity. Persons providing services on the project ("subcontractor" in §406.096) - includes all persons or entities performing all or part of the services the contractor has undertaken to perform on the project, regardless of whether that person contracted directly with the contractor and regardless of whether that person has employees. This includes, without limitation, independent contractors, subcontractors, leasing companies, motor carriers, owner-operators, employees of any such entity, or employees of any entity which furnishes persons to provide services on the project. "Services" include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services" does not include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets. B. The contractor shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any overage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the Contractor providing services on the project, for the duration of the project. C. The Contractor must provide a certificate of coverage to the governmental entity prior to being awarded the contract. D. If the coverage period shown on the contractor's current certificate of coverage ends during the duration of the project, the contractor must, prior to the end of the coverage period, file a new certificate of coverage with the governmental entity showing that coverage has been extended. E. The contractor shall obtain from each person providing services on a project, and provide to the governmental entity: 1) a certificate of coverage, prior to that person beginning work on the project, so the governmental entity will have on file certificates of coverage showing coverage for all persons providing services on the project; and 2) no later than seven days after receipt by the contractor, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. F. The contractor shall retain all required certificates of coverage for the duration of the project and for one year thereafter. G. The contractor shall notify the governmental entity in writing by certified mail or personal delivery, within 10 days after the contractor knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project. H. The contractor shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers' Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. I. The contractor shall contractually require each person with whom it contracts to provide services on a project, to: 1) provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all of its employees providing services on the project, for the duration of the project; 2) provide to the contractor, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on the project, for the duration of the project; 3) provide the contractor, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project; 4) obtain from each other person with whom it contracts, and provide to the contractor: a) certificate of coverage, prior to the other person beginning work on the project; and b) a new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project; 5) retain all required certificates of coverage on file for the duration of the project and for one year thereafter; 6) notify the governmental entity in writing by certified mail or personal delivery, within 10 days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and 7) Contractually require each person with whom it contracts, to perform as required by paragraphs (1) - (7), with the certificates of coverage to be provided to the person for whom they are providing services. J. By signing this contract or providing or causing to be provided a certificate of coverage, the contractor is representing to the governmental entity that all employees of the contractor who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self- insured, with the commission's Division of Self-Insurance Regulation. Providing false or misleading information may subject the contractor to administrative penalties, criminal penalties, civil penalties, or other civil actions. K. The contractor’s failure to comply with any of these provisions is a breach of contract by the contractor which entitles the governmental entity to declare the contract void if the contractor does not remedy the breach within ten days after receipt of notice of breach from the governmental entity. CONFLICT OF INTEREST QUESTIONNAIRE CONFLICT OF INTEREST QUESTIONNAIRE - FORM CIQ For vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local government entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor. 1 Name of vendor who has a business relationship with local governmental entity. 2 Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) 3 Name of local government officer about whom the information in this section is being disclosed. Name of Officer This section, (item 3 including subparts A, B, C & D), must be completed for each officer with whom the vendor has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the vendor? Yes No B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? Yes No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of one percent or more? Yes No D.Describe each employment or business and family relationship with the local government officer named in this section. 4 I have no Conflict of Interest to disclose. 5 Signature of vendor doing business with the governmental entity Date Halff Associates, Inc. X July 30, 2020 N/A Signature ffffffffffffffofffffffffffffffffffffffffffffffffff vendor doi Certificate Of Completion Envelope Id: C7C00532D18D45AA81ABA1419DF27B6D Status: Completed Subject: Please DocuSign: City Council Contract 7418 Recreation & Trails Masterplan Source Envelope: Document Pages: 37 Signatures: 5 Envelope Originator: Certificate Pages: 6 Initials: 1 Erica Garcia AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-06:00) Central Time (US & Canada) 901B Texas Street Denton, TX 76209 erica.garcia@cityofdenton.com IP Address: 198.49.140.104 Record Tracking Status: Original 11/8/2020 10:08:28 PM Holder: Erica Garcia erica.garcia@cityofdenton.com Location: DocuSign Signer Events Signature Timestamp Erica Garcia erica.garcia@cityofdenton.com Buyer City of Denton Security Level: Email, Account Authentication (None) Completed Using IP Address: 198.49.140.104 Sent: 11/9/2020 8:07:30 AM Viewed: 11/9/2020 8:07:55 AM Signed: 11/9/2020 8:14:25 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Lori Hewell lori.hewell@cityofdenton.com Purchasing Manager City of Denton Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.104 Sent: 11/9/2020 8:14:28 AM Viewed: 11/9/2020 8:28:19 AM Signed: 11/9/2020 8:29:08 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Mack Reinwand mack.reinwand@cityofdenton.com City of Denton Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 50.27.157.167 Sent: 11/9/2020 8:29:11 AM Viewed: 11/10/2020 7:51:15 AM Signed: 11/10/2020 7:53:26 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Lenny Hughes lhughes@halff.com Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 47.186.92.76 Sent: 11/10/2020 7:53:29 AM Viewed: 11/10/2020 3:02:03 PM Signed: 11/12/2020 9:47:10 AM Electronic Record and Signature Disclosure: Accepted: 11/10/2020 3:02:03 PM ID: 480cb33d-7dc3-4f7b-bb81-d8a3649a06ba Signer Events Signature Timestamp Gary Packan Gary.Packan@cityofdenton.com Director of Parks and Recreation Parks and Recreation Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.104 Sent: 11/12/2020 9:47:13 AM Viewed: 11/12/2020 9:53:21 AM Signed: 11/12/2020 9:54:40 AM Electronic Record and Signature Disclosure: Accepted: 11/12/2020 9:53:21 AM ID: a3e8f4fc-c24b-4a35-befd-546453f57873 Cheyenne Defee cheyenne.defee@cityofdenton.com Contract Administrator City of Denton Security Level: Email, Account Authentication (None) Completed Using IP Address: 198.49.140.104 Sent: 11/12/2020 9:54:43 AM Viewed: 12/8/2020 10:19:26 AM Signed: 12/8/2020 10:19:42 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Todd Hileman Todd.Hileman@cityofdenton.com City Manager City of Denton Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 47.184.93.41 Sent: 12/8/2020 10:19:46 AM Viewed: 12/8/2020 10:28:58 AM Signed: 12/8/2020 10:29:04 AM Electronic Record and Signature Disclosure: Accepted: 7/25/2017 11:02:14 AM ID: 57619fbf-2aec-4b1f-805d-6bd7d9966f21 Rosa Rios rosa.rios@cityofdenton.com City Secretary Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 47.184.122.76 Sent: 12/8/2020 10:29:08 AM Viewed: 12/8/2020 10:34:31 AM Signed: 12/8/2020 10:34:55 AM Electronic Record and Signature Disclosure: Accepted: 12/8/2020 10:34:31 AM ID: f2e14200-c266-4f8b-9c68-8b871d8f0327 In Ierson Signer Events Signature Timestamp Editor DeliverI Events Status Timestamp Igent DeliverI Events Status Timestamp IntermediarI DeliverI Events Status Timestamp CertiIied DeliverI Events Status Timestamp CarIon CopI Events Status Timestamp Cheyenne Defee cheyenne.defee@cityofdenton.com Contract Administrator City of Denton Security Level: Email, Account Authentication (None) Sent: 11/9/2020 8:14:28 AM Electronic Record and Signature Disclosure: CarIon CopI Events Status Timestamp Not Offered via DocuSign Sherri Thurman sherri.thurman@cityofdenton.com City of Denton Security Level: Email, Account Authentication (None) Sent: 11/12/2020 9:54:44 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Tolaina Parker Tolaina.Parker@cityofdenton.com City of Denton Security Level: Email, Account Authentication (None) Sent: 12/8/2020 10:34:58 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Drew Huffman Drew.Huffman@cityofdenton.com Security Level: Email, Account Authentication (None) Sent: 12/8/2020 10:34:58 AM Electronic Record and Signature Disclosure: Accepted: 7/13/2018 2:52:26 PM ID: 0fcc9a04-4fe5-41d0-935e-32877832cf92 Iitness Events Signature Timestamp IotarI Events Signature Timestamp Envelope SummarI Events Status Timestamps Envelope Sent Hashed/Encrypted 11/9/2020 8:07:30 AM Certified Delivered Security Checked 12/8/2020 10:34:31 AM Signing Complete Security Checked 12/8/2020 10:34:55 AM Completed Security Checked 12/8/2020 10:34:58 AM IaIment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of Denton (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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