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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement CFO: Cassey Ogden DATE: December 6, 2022 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a Professional Services Agreement with HDR Architecture, Inc., for assistance in the creation of the Northeast Denton Area Plan on behalf of the City of Denton as set forth in the contract; providing for the expenditure of funds therefor; and providing an effective date (RFQ 8038 – Professional Services Agreement for planning services awarded to HDR Architecture, Inc., in the not-to- exceed amount of $200,000.00). INFORMATION/BACKGROUND On March 22, 2022, City Council adopted an ordinance that approved an update to the City’s Comprehensive Plan (Denton 2040 Comprehensive Plan). Throughout the Planning and Zoning Commission and City Council work session presentations related to the update, Area Plans were discussed as a solution to address local challenges and were identified as one of the Commission's and Council's implementation priorities. On April 5, 2022, City Council gave staff direction to proceed with the preparation of the top three identified Area Plans (Northeast Denton, Southeast Denton, and update to the Downtown Master Plan). At the meeting, the Council directed staff to proceed with Northeast Denton and Southeast Denton Area Plans simultaneously. On May 3, 2022, a budget amendment was approved to fund the selection of a consultant to assist staff in the preparation of Area Plans. Area Plans allow for a more detailed analysis of a given area within the framework of the Denton 2040 Comprehensive Plan. These types of Plans provide the ability to address more refined and specific planning and development challenges, as well as enhance potential opportunities, at a scale more specific to a given area. Per the Comprehensive Plan, the Land Use, Community Character and Urban Design, and Housing and Neighborhood Elements outline the creation of Area Plans. Actions 2.17.1 and 4.12.4 of the Comprehensive Plan call for the creation of Area Plans to address challenges and preserve and enhance the character of distinct areas. The Northeast Denton Area Plan proposed study area is generally bounded by FM 428 to the north and west, Loop 288 and University Drive to the south, and the Greenbelt and Floodplain area associated with the Elm Fork Trinity River and Lake Lewisville to the east. The study area is approximately 6,789.59 acres and contains approximately 679 parcels. Approximately 3,268.35 acres (48.14%) of the study area are located within the City’s corporate limits, while the remaining 3,521.24 acres (51.86 %) are located within the City’s Extraterritorial Jurisdiction (ETJ). The study area demonstrates the initial boundary that staff has City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com identified for this project; however, the study area boundaries may be further refined during the course of the Area Plan development. Additionally, given the size of the study area, there will be consideration on creating sub-districts/areas as part of the Area Plan. Reasons for the Area Plan are multiple, but mainly in response to the development pressure that is being experienced in the area. Recently there have been several large development proposals and zoning change requests in the area that were denied by City Council. Major concerns raised by the community during the public hearings include the incompatible land use and density proposed, increase traffic as a result of development, lack of open space and public amenities included in the projects, and the lack of overall environmental protection in the area. During the update to the City’s comprehensive and mobility plans (Denton 2040 Comprehensive Plan and 2022 Mobility Plan), knowing that these policy documents are high-level and paint more of a broad vision for the area, elected and appointed leaders, as well as staff, agreed that further in-depth analysis was needed in order to better refine the vision for the area and plan for future infrastructure needs. The City’s prior comprehensive plan, the Denton 2030 Plan, strongly encouraged the creation of area plans and this recommendation was carried forward with the City’s adoption of the Denton 2040 Comprehensive Plan. The goal of the Northeast Denton Area Plan is to establish a vision for the area, as well as set clear policy direction and supporting implementation strategies for how Northeast Denton should develop over time. Due to strong resident interest in the area to preserve land and retain the existing rural character, consideration also needs to be given to where to direct growth within the area given the City’s limited authority in certain areas. Therefore, the implementation strategies identified will be consistent with the vision, prioritized, timeframe outlined, responsibilities assigned accordingly, and funding clearly established to ensure that implementation is achievable. The implementation strategies will also include ways to evaluate and measure progress. A key component of any Area Plan is public engagement, obtaining input and feedback from stakeholders - those that will be affected by the recommended implementation strategies of the Area Plan needs a well- thought-through plan. The Public Engagement Plan will outline specific tools, methods, and timing for all proposed engagement activities throughout the duration of the project. The Engagement Plan will have focus topics and include details on venue locations, dates, times, and an expectation of what the City’s responsibilities are. The Engagement Plan will also include opportunities for those that are not able to attend the events in person yet still be able to participate and provide their input and feedback. The Engagement Plan will include methods and tools on how stakeholders are notified of the project, kept engaged, and how they are able to obtain information throughout the entire Area Planning process. At a minimum, staff believes that public engagement efforts will address the following topics, as well as any additional key topics that are identified in the inventory and analysis phase of the project. • Land Use and Density • Mobility • Land Preservation/Open Space • Recreational Amenities • Historic Preservation In addition, staff will host and maintain a project website for disseminating and collecting information. In addition to project information, written updates/summaries after each public engagement milestone will be prepared and published on the project website for the public’s review and consideration. Lastly, throughout the planning process, City Council will be involved and kept informed of any important input and proposed recommendations. Throughout the process - during key project milestones, opportunities to present information to City Council for feedback will be held. The timeline for this project should be approximately 10 months. Request for Qualification (RFQ) for planning services was sent to 1,242 prospective firms, including 46 Denton firms, for these services. In addition, the RFQ was placed on the Procurement website for prospective respondents to download and advertised in the local newspaper. Five (5) statement of qualifications (SOQ) were received. The SOQs were evaluated based on published criteria including method and approach, experience and examples of comparable projects, and team member qualifications. Based upon this evaluation, the recommended award is to HDR Architecture, Inc., and is determined to be the most qualified firm for the City. NIGP Code Used for Solicitation: 906-Architectural Services, Professional; 918-Consulting Services; 925- Engineering Services, Professional; & 926-Environmental & Ecological Services Notifications sent for Solicitation sent in IonWave: 1,242 Number of Suppliers that viewed Solicitation in IonWave: 39 HUB-Historically Underutilized Business Invitations sent out: 153 SBE-Small Business Enterprise Invitations sent out: 494 Responses from Solicitation: 5 RECOMMENDATION Award a contract with HDR Architecture, Inc., for assistance in the creation of the Northeast Denton Area Plan on behalf of the City of Denton, in a not-to-exceed amount of $200,000. PRINCIPAL PLACE OF BUSINESS HDR Architecture, Inc. Dallas, TX ESTIMATED SCHEDULE OF PROJECT The contract shall commence upon the issuance of a Notice to Proceed or Purchase Order by the City of Denton and shall automatically expire upon completion of the work or receipt of the materials, and acceptance by the City of Denton. FISCAL INFORMATION These services will be funded from Northeast Area Plan account 300138469. Requisition #158027 has been entered into the Purchasing software system in the amount of $200,000. The budgeted amount for this item is $200,000. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Evaluation Sheet 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.