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Exhibit 1 - Agenda Information Sheet City of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: January 5, 2021 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager, or his designee, to execute a contract with Matrix Design Group, Inc., to provide professional services for the preparation of a Comprehensive Plan Evaluation Report and to update the Comprehensive Plan for the Development Services Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 7416 – awarded to Matrix Design Group, Inc., in the not-to- exceed amount of $91,920.00). INFORMATION/BACKGROUND The City’s Comprehensive Plan sets goals, policies, and actions to manage growth, promote reinvestment, and improve the quality of life for Denton residents. The proposed services will evaluate community characteristics related to development, provisions of services, environmental protection, and other governmental activities to provide a Comprehensive Plan Evaluation Report and to update the Comprehensive Plan for the Development Services Department. Cities periodically review their Comprehensive Plan to ensure that it appropriately reflects current and anticipated conditions, embodies a community vision, targets major issues that the City must address in both the short- and long-term, complies with state statutes and rules, and is consistent with state and regional policy plans. In 2019, the City solicited proposals under RFQ 7196 for the update to the comprehensive plan. Requests for Qualifications were sent to 397 prospective suppliers of this service. Two (2) proposals meeting specifications were received. After reviewing the initial information, the City decided to reject all proposals due to the project being placed on hold at the beginning of the pandemic to reevaluate projects and funds. The current Comprehensive Plan (Denton Plan 2030) was adopted in January 2015. The best practice is to update a comprehensive plan (which includes the Future Land Use Map) at least every 5 to 7 years to avoid becoming outdated and to accommodate changes or unforeseen circumstances. Since 2015, the City has experienced new challenges and opportunities, including the shift in demographics, changing lifestyle and housing preferences, planning for two Master Plan Communities, updating both the City’s Mobility Plan and Parks, Recreation, and Trails Master Plan, and continuing to support the growth of UNT, TWU, NCTC, DISD. In addition to responding to the tremendous growth that the City of Denton and the region is experiencing, we must also ensure that the City continues to strengthen City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com its economy, enhance the quality of life of its citizens, positively affect the livability of or neighborhoods, and protect our environmental resources. To make sure that the City has an updated Comprehensive Plan that addresses new challenges and opportunities, the staff is seeking assistance in the preparation of a Comprehensive Plan Evaluation Report and to update the Comprehensive Plan. The scope of work will include the following tasks: • The update will reflect current development conditions, ensure consistency with recent and ongoing updates, and incorporate unforeseen developments and circumstances that were not contemplated in the current Comprehensive Plan. • Evaluation of major local issues, identified through a public participation process involving residents, interested parties, adjacent local governments, state and regional agencies, City Council, City Commissions, Committees, Boards, and staff. The update will include a public outreach plan to give our citizens every opportunity to provide input and feedback during the update process. Each identified issue will be addressed separately and will include analysis and recommendations to address the issue. • Assessment of successes and shortcomings of key policies and actions in each of the Comprehensive Plan Elements and how they relate to the issues identified in the second task above. Each assessment will include a statement as to whether the objective or policy has been implemented, its effectiveness, and whether it will be kept unchanged, revised, or will be removed from the Comprehensive Plan. The assessment will include a summary of key accomplishments, impediments encountered, and recommendations to further implement the Comprehensive Plan in terms of priorities, timing, and assigned responsibilities. This task will not be a comprehensive assessment of all goals, policies, and actions in the Plan, only those having a direct impact on one or more of the identified major local issues. However, all Elements of the Comprehensive Plan will be assessed. • As part of the Comprehensive Plan Evaluation Report, a Downtown Implementation Plan (DTIP) update will be undertaken to document progress achieved by the City. The DTIP provides a framework that guides growth in the Downtown area. Since the DTIP was completed, much progress has been made and new challenges and opportunities have emerged. Requests for Proposals was sent to 564 prospective suppliers of this item. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Four (4) proposals were received and evaluated based upon published criteria including delivery/project schedule, compliance with specifications, probable performance, and price. Based upon this evaluation, Matrix Design Group, Inc. was ranked the highest and determined to be the best value for the City. NIGP Code Used for Solicitation: 918 - (Service Only)-Consulting Services Notifications sent for Solicitation sent in IonWave: 564 Number of Suppliers that viewed Solicitation in IonWave: 68 HUB-Historically Underutilized Business Invitations sent out: 41 SBE-Small Business Enterprise Invitations sent out: 170 Responses from Solicitation: 4 PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On May 5, 2020, City Council approved rejecting any and all competitive proposals under RFQ 7196 for professional services for the preparation of a Comprehensive Plan Evaluation Report and to update the Comprehensive Plan. On December 17, 2020, City Council approved a Nunc Pro Tunc Ordnance No. 20-2511, for RFQ 7196 for professional services for the preparation of a Comprehensive Plan Evaluation Report and to update the Comprehensive Plan as the incorrect ordinance was provided to the Mayor for signature. RECOMMENDATION Award a contract with Matrix Design Group, Inc., to provide professional services for the preparation of a Comprehensive Plan Evaluation Report and to update the Comprehensive Plan for the Development Services Department, in a not-to-exceed amount of $91,920. PRINCIPAL PLACE OF BUSINESS Matrix Design Group, Inc. Hooks, TX ESTIMATED SCHEDULE OF PROJECT This project will be started upon approval with a completion date of October 31, 2021. FISCAL INFORMATION These services will be funded from General Government Project Funds. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Pricing Evaluation Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Ron Menguita, 940-349-8328. Legal point of contact: Marcella Lunn at 940-349-8333.