Exhibit 1 - Agenda Information Sheet
City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: February 9, 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 Patel & Patel General Partners
dba Deluxe Inn, for temporary emergency shelter in hotels for the Community Development Department;
providing for the expenditure of funds therefor; and providing an effective date (RFP 7547 – awarded to
Patel & Patel General Partners dba Deluxe Inn, in the one (1) year not-to-exceed amount of $800,000.00).
INFORMATION/BACKGROUND
In December of 2020, City Council approved a staff request to submit a Substantial Amendment to the
City’s 2020 Action Plan for Housing and Community Development, finalizing recommendations that
$800,000 out of the $1,485,440 available of the CARES Act CDBG-CV1 and CDBG-CV3 funds be
allocated for a Hotel Voucher Program. The program will offer emergency housing and temporary shelter
sites to prevent potential breakouts of COVID-19, and allow individuals and families experiencing
homelessness to have additional safe places to sleep, and a means of quarantine in non-congregate settings.
Staff published a solicitation for local hotels interested in being the approved Hotel Voucher Program site
and for security services. There will be forty (40) room vouchers available to local nonprofit providers to
temporarily house people experiencing homelessness. The City will continue to provide 24/7 onsite security
services with CDBG-CV funds. The City will enter into a Service Agreement with the procured hotel vendor
and into MOUs with any local qualified nonprofit agencies that currently serve people experiencing
homelessness who wish to access the Hotel Voucher Program.
All projects and programs funded through the CDBG-CV CARES Act funds are approved under the annual
Action Plan approved by City Council and conditional on final approval by the Department of Housing and
Urban Development (HUD). Additional information regarding this program may be found in the AIS
provided on this topic at the December 17, 2020, City Council meeting (ID 20-2367).
In March of 2020, City Council approved funding to temporarily house individuals and families
experiencing homelessness in local hotels to implement COVID-19 safety protocols. At the time of
Denton’s disaster declaration (March 13th) and subsequent directives from Governor Abbott for non-
essential workers to stay at home (March 31st), there was emerging information about how to remain safe
from contracting and spreading the COVID-19 virus, especially in high risk congregate settings like nursing
homes and shelters. City Council approved the proposed Substantial Amendment to extend the hotel
program on a voucher basis on December 17, 2020.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Requests for Proposals was sent to 100 prospective suppliers, including 21 Denton firms. 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. Three (3) meeting specifications were
evaluated based upon published criteria including delivery/project schedule, compliance with
specifications, probable performance, and price. Best and Final Offer (BAFO) was requested from the top
firm. Based upon this evaluation, Patel & Patel General Partners dba Deluxe Inn was ranked the highest
and determined to be the best value for the City.
NIGP Code Used for Solicitation: 952 - (Service Only) - Human Service
Notifications sent for Solicitation sent in IonWave: 100
Number of Suppliers that viewed Solicitation in IonWave: 15
HUB-Historically Underutilized Business Invitations sent out: 8
SBE-Small Business Enterprise Invitations sent out: 35
Responses from Solicitation: 4
Responses meeting Specifications: 3
RECOMMENDATION
Award a contract with Patel & Patel General Partners dba Deluxe Inn, for temporary emergency shelter in
hotels for the Community Development Department, in a one(1) year not-to-exceed amount of $800,000.
PRINCIPAL PLACE OF BUSINESS
Patel & Patel General Partners dba Deluxe Inn
Denton, TX
ESTIMATED SCHEDULE OF PROJECT
This is a one (1) year contract.
FISCAL INFORMATION
These temporary shelter services will be funded from the CDBG-CV Hotel Voucher Program Funds.
Requisitions will be entered on an as-needed basis. The budgeted amount for this item is $800,000. The
City will only pay for services rendered and is not obligated to pay the full contract amount unless needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Dani Shaw, 940-349-7237.
Legal point of contact: Marcella Lunn at 940-349-8333.