Loading...
Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Materials Management CM: Todd Hileman DATE: December 11, 2018 SUBJECT Consider adoption of an ordinance of the City of Denton, Texas, a Texas home-rule municipal corporation, authorizing the approval of a third amendment to a Professional Services Agreement between the City of Denton and Nelson + Morgan Architects, Inc., amending the contract approved by Purchasing Staff on February 13, 2014, in the not-to-exceed amount of $24,840, amended by Amendments 1-2 approved by Purchasing Staff and Council, said third amendment to provide additional design services of 12 service bays at Fleet Maintenance in the amount of $139,871.88; providing for the expenditure of funds therefor; and providing an effective date (File 5497 – providing for an additional third amendment expenditure amount not-to-exceed $139,871.88, with the total contract amount not-to-exceed $342,819.97). BACKGROUND The current Fleet Services Maintenance Facility opened in 2000 is located at the Denton Service Center off of Mingo Road. The facility is a 24,400 square foot structure and comprised of 15 bays to house 16 technicians. All fleet repairs and fueling in conducted as a centralized operation. By 2014, the need for additional space was contemplated when the City contracted with Nelson + Morgan Architects (NMA) to perform an initial design project to expand to an additional 4 bays. In 2016, Solid Waste and Fleet Services explored building a satellite facility at the Landfill and engaged NMA to complete the design documents. The expansion project was never constructed due to financial and operational considerations. Over the last few year, the size of the City’s equipment fleet has grown to accommodate City Staff growth to meet citizen demands. Projection studies conducted by Fleet Services have indicated that the fleet size could grow by an additional 700 units and 5 technicians over the next 10-11 years. With the current facilities there is no room to accommodate these grown projections. In early 2018, Fleet Staff worked with Facilities Management to explore several options for re-initiating the expansion project that never commenced in 2014. Staff were in discussions with NMA to revisit the previous design construction documents that had been completed. In the summer of 2018, the City’s Solid Waste Department then commissioned Blue Ridge Services to complete an operational review and staffing study. The study indicated that the current size of the Fleet Maintenance Facility had reached capacity to adequately service Solid Waste equipment. The study also recommended a future expansion of the facility and the addition of dedicated refuse truck technicians. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com Due to the continued growth of the fleet and the recommendations from the Blue Ridge study, Fleet Staff worked with Facilities Management to expand the maintenance facilities to an additional six bays for a total of twelve bays. It is Staff’s opinion that the 12-bay expansion should accommodate the City’s fleet maintenance repair needs through 2030 or until other facilities are planned to address the City’s growth. On October 23, 2018, Terry Kader, Fleet Manager presented to City Council Fleet’s plan to expand the Fleet Maintenance Facility by an additional 12 bays. Since NMA had already completed the design documents in 2016 for the original bay expansion, it was determined that there would be economies of scale to amend the NMA contract for a 3rd time to complete the design documents for an additional six bays, which would bring the total to 12 bays to be constructed at the Service Center. PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On February 13, 2014, Purchasing Staff approved the contract with Nelson + Morgan Architects, Inc., in the amount of $24,840. This work consisted of the creation of a concept plan to consider floor plan options for a two (2) bay expansion. On August 27, 2015, Purchasing Staff approved the First Amendment in the amount of $20,073.09. This work was to expand the original design to incorporate additional bays. On October 18, 2016, Council approved the Second Amendment in the amount of $158,035 (Ordinance 2016-329) for design of a satellite Fleet facility at Solid Waste. On October 23, 2018, City Council was presented a plan to demonstrate the need to expand the Fleet Maintenance Facility by 12 bays. RECOMMENDATION Award a third amendment with Nelson + Morgan Architects, Inc., to provide additional design services of 12 service bays in an amount not-to-exceed $139,871.88, for a total contract award of $342,819.97. PRINCIPAL PLACE OF BUSINESS Nelson + Morgan Architects, Inc. Denton, TX ESTIMATED SCHEDULE OF PROJECT This project will continue upon approval with an estimated completion date occurring within 120 days. FISCAL INFORMATION This service will be funded from Fleet account 820026725. Requisition #140534 has been entered into the Purchasing software system in the amount of $139,871.88. STRATEGIC PLAN RELATIONSHIP The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal: Related Key Focus Area: Safe, Liveable & Family-Friendly Community Related Goal: 4.3 Provide quality, diverse, and accessible neighborhood services for the community EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Jim Mays at 940-349-7465 Legal point of contact: Mack Reinwand at 940-349-8333.