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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Cassey Ogden DATE: February 21, 2023 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 Southeast Denton Area Plan for the Development Services Department as set forth in the contract; providing for the expenditure of funds therefor; and providing an effective date (RFQ 8039 – Professional Services Agreement for professional services awarded to HDR Architecture, Inc., in the not-to-exceed amount of $240,000.00). 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 an update to the Downtown Master Plan. At the meeting, Council directed staff to proceed with the Northeast Denton and Southeast Denton Area Plans simultaneously. Furthermore, on May 3, 2022, Council approved a budget amendment to fund the selection of a consultant to assist staff in the preparation of Area Plans. As part of the Denton 2040 Comprehensive Plan adoption, elected and appointed leaders and staff agreed that further in-depth analysis was needed in specific areas to better refine the community’s vision, create plans for future development, and determine infrastructure needs. Per the Comprehensive Plan Element 2, Land Use (Action 2.17.1), Element 4, Community Character and Urban Design (Action 4.12.4), and Element 7, Housing and Neighborhoods (Action 7.1.6), the City should create Area Plans to address specific, localized challenges and preserve and enhance the character of distinct areas. Area Plans require a detailed analysis of a defined, limited area, allowing for detailed study and community outreach to discover specific goals, challenges, and opportunities at a neighborhood or district scale. The Southeast Denton Area Plan grew out of these key actions within the Denton 2040 Comprehensive Plan to partner with this historic community to establish a vision for the future and create implementation strategies that will support residents and stakeholders while responding to recent development pressures. The planning process must acknowledge Southeast Denton’s history, listen to the voices within the community, and build consensus amongst the stakeholders to establish the community’s vision and goals City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com for the future. The outcome of the Area Plan must focus on how the residents, stakeholders, and City collectively move forward for the advancement of the community as a whole by identifying those areas that are important to the residents and stakeholders for preserving the current cultural character and land uses and identifying areas where change can occur. The preliminary Southeast Denton Area Plan proposed study area is generally bounded by McKinney Street to the north, Bell Avenue and Dallas Drive to the west, Teasley Lane and Shady Oaks Drive to the south, and Woodrow Lane to the east. The Area Plan study area is approximately 600 acres and contains approximately 1,100 parcels. The study area demonstrates the initial boundary that staff has identified for this project; however, the study area boundaries may be further refined during the course of the Area Plan development and public engagement. Also, given the size of the study area, there shall be a consideration for creating sub‐districts/areas as part of the Plan. A key component of any Area Plan is public engagement, obtaining input and feedback from stakeholders who will be affected by the recommended implementation strategies of the Area Plan. Additionally, since this Area Plan will be a community-based plan, it is important that a variety of engagement methods are utilized to seek feedback from stakeholders within the project area. Therefore, a Public Engagement Plan will be included as part of the project development and will outline specific tools, methods, and timing for all proposed engagement activities throughout the duration of the project. The Public Engagement Plan will include focus topics and details on venue locations, dates, times, and City staff responsibilities. It 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 through other means. The Public 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 • Mobility • Neighborhoods/Placemaking • Parks, Recreation, and Open Space • Economic Development In addition, staff will host and maintain a project website for disseminating and collecting information, including digital surveys, mapping exercises, project materials, and written updates/summaries after public engagement milestones. Lastly, throughout the planning process, the City Council will be involved and kept informed of any important input and proposed recommendations. Throughout the process at key project milestones, opportunities to present information to City Council for feedback will be held. The timeline for this project should be approximately 12 months. Request for Qualifications (RFQ) for professional services was sent to 1,244 prospective firms for these services, including 46 Denton firms. In addition, the RFQ was placed on the Procurement website for prospective respondents to download, and advertised in the local newspaper. Eight (8) proposals were received, with seven (7) meeting specifications. References were checked, and proposals were evaluated based on published criteria including method and approach, experience and comparable projects, references, and experience of the project team. 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: 1,244 Number of Suppliers that viewed Solicitation in IonWave: 23 HUB-Historically Underutilized Business Invitations sent out: 150 SBE-Small Business Enterprise Invitations sent out: 494 Responses from Solicitation: 8 Responses Meeting Specifications: 7 RECOMMENDATION Award a contract with HDR Architecture, Inc. for assistance in the creation of the Southeast Denton Area Plan for the Development Services Department, in a not-to-exceed amount of $240,000. 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 Southeast Area Plan account 300138469. Requisition #159002 has been entered into the Purchasing software system in the amount of $240,000. The budgeted amount for this item is $240,000.00. 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: Julie Wyatt, 940-349-8585. Legal point of contact: Marcella Lunn at 940-349-8333.