5053 EXECUTED CONTRACT - 3rd Amendment PSA Land Development Code Update
Docusign City Council Transmittal Coversheet
File Name
Purchasing Contact
City Council Target Date
Contract Value
Piggy Back Option
Contract Expiration
Ordinance
DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
November 7, 2017
$93,380
5053-Amendment #3
no
Karen Smith
Clarion Associates
File
N/A
2017-346
RFP 5053 – Amendment #3
THE STATE OF TEXAS §
§
COUNTY OF DENTON §
THIRD AMENDMENT TO CONTRACT
BY AND BETWEEN THE CITY OF DENTON, TEXAS
AND CLARION ASSOCIATES
FILE NO. 5053
THIS THIRD AMENDMENT TO CONTRACT 5053 (“Amendment”) by and
between the City of Denton, Texas (“City”) and Clarion Associates (“Contractor”);
WHEREAS, the original Agreement provided for Clarion Associates services
related to the Denton Development Code Rewrite as is contained in Contract # 5053 (on
file in the Purchasing Office). The initial agreement for the Basic Services – (Exhibit A),
was approved on September 11, 2012, in the not-to-exceed amount of $150,000 via
Ordinance No. 2012-215. This was subsequently amended to lower the total not-to-exceed
amount to $99,877.35 due to a request by the City of Denton to withhold completion of
Phase 3, and Task 2.3 of the original agreement, which was approved administratively; and
WHEREAS, the First Amendment increased scope of services to provide an
additional not-to-exceed amount of $190,230, for an aggregate of $290,107.35 and was
approved administratively; and
WHEREAS, the Second Amendment again modified the scope of services to
provide an additional $32,300.00 with a revised not-to-exceed total of $322.407.35; and
WHEREAS, the City Council finds that it is necessary to further expand the
goods/services provided by CONTRACTOR to the CITY and therefore desires to approve
this Ordinance to authorize a further increase in fees of $93,380 with a revised not-to-
exceed total of $415,787.35;
NOW THEREFORE,
Article IV “Compensation”, Section B “Billing and Payment shall be amended to
read:
For and in consideration of the professional services and related expenses to be
performed by the CONSULTANT herein, the OWNER agrees to pay
CONSULTANT based upon the rates set forth in Exhibit "B" which is attached
hereto and incorporated by reference herewith; a total fee, not-to-exceed
$415,787.35.
Partial payments to the CONSULTANT will be made on the basis of detailed
monthly statements rendered to and approved by the OWNER through its Assistant
City Manager of Utilities (hereafter the " ACMU") or his designee; however, under
no circumstances shall any monthly statement for services exceed the value of the
work performed at the time a statement is rendered.
DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
RFP 5053 – Amendment #3
Nothing contained in this Article shall require the OWNER to pay for any work
which is unsatisfactory as reasonably determined by the ACMU, or which is not
submitted to the OWNER in compliance with the terms of this Agreement. The
OWNER shall not be required to make any payments to the CONSULTANT when
the CONSULTANT is in default under this Agreement.
It is specifically understood and agreed that the CONSULTANT shall not be
authorized to undertake any work pursuant to this Agreement which would require
additional payments by the OWNER for any charge, expense or reimbursement
above the maximum not to exceed fee as fee as stated hereinabove.
Exhibit A, Section 2 “Administration and Procedures “Task 2.1.A Draft New
DDC”, is modified to include Attachment 1. The modification is in the amount of
$93,380 with a revised not-to-exceed total of $415,787.35.
All other provisions of the contract 5053, as heretofore amended, remain in full force and
effect.
IN WITNESS WHEREOF, the CITY and the CONTRACTOR, have each executed
this Amendment, by and through their respective duly authorized representatives and
officers on this date ________________________________.
“CITY”
CITY OF DENTON, TEXAS
A Texas Municipal Corporation
By: __________________________________
TODD HILEMAN
CITY MANAGER
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
By: __________________________________
APPROVED AS TO LEGAL FORM:
AARON LEAL, CITY ATTORNEY
By: ___________________________________
“CONTRACTOR”
CLARION ASSOCIATES
DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
November 7, 2017
RFP 5053 – Amendment #3
A Corporation
By: _________________________________
AUTHORIZED SIGNATURE, TITLE
DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
Planning | Zoning & Land Use | Real Estate | Sustainability & Resiliency
Clarion Associates
303.830.2890
621 17th Street, Suite 2250
Denver, CO 80293
www.clarionassociates.com
MEMORANDUM
TO: Scott McDonald, City of Denton
FROM: Matt Goebel and Tareq Wafaie, Clarion Associates
DATE: November 2, 2017
RE: DDC 2030 – revised scope of work (with budget estimate)
Clarion Associates met with Denton’s DDC 2030 project management team on September 28, 2017.
During that meeting, and following subsequent phone conversations, it became evident that a change in
direction on several aspects of the DDC 2030 project is necessary. This memorandum summarizes a
proposed amendment to the project scope of work to include additional drafts of a new DDC and
adjustments to the public outreach strategy, including additional documentation of feedback from
stakeholders.
Project History (Where We’ve Been)
Clarion was hired in 2012 to prepare a limited assessment of the DDC and make targeted updates. The
project included reorganizing and reformatting the DDC to make it easier to read and use, plus
substantive edits in specific areas: primarily removal of barriers to infill and redevelopment and
streamlining the review procedures. Clarion produced several documents under the original scope of
work:
2013 Assessment Report
Draft reorganization/reformat of the DDC
Draft update to Subchapter 2: Administration
The Assessment Report was presented at meetings in Denton with the City Council and other groups.
With the exception of the Assessment Report, Clarion did not receive substantive feedback on the other
draft deliverables. There were unsuccessful attempts to communicate with the city’s project manager
on review status, next steps, and overall project schedule.
In 2016, after a hiatus during which the Denton Plan was adopted and city personnel changed, the city
determined that a more comprehensive update to the DDC was necessary, instead of the targeted
updates anticipated under the original SOW. An amended contract was executed authorizing Clarion to
draft a broader range of substantive updates to the code to implement the Denton Plan and address
other issues. The drafting work was divided into three modules: 1) Administration/Procedures (building
off the preliminary work done under the initial contract); 2) Districts/Uses; and 3) Development
Standards.
Contract 5053 Amendment 3
Attachment 1 DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
Memo, DDC 2030 revised SOW, McDonald, p. 2
In that November 2016 contract amendment, city staff was scoped to lead updates to the
Administration and Procedures subchapters with minimal involvement from Clarion, while Clarion took
the lead on Districts/Uses and Development Standards. In early 2017, city staff initiated a second
amendment authorizing Clarion to take the lead on updates to the Administration and Procedures, as
well.
Since that time, Clarion has completed or is in the process of working on the following tasks:
Two memos proposing approach to updates for the Districts and Uses, and the Development
Standards (since these issues were not covered in the 2013 Assessment Report)
Staff and public drafts of the Districts and Uses subchapters
A staff draft of the Administration and Procedures subchapters
Partial public draft of the Administration and Procedures subchapters (based on comments
delivered to Clarion on September 8, 2017)
Public open house – Districts and Uses: June 2017
Development Standards stakeholder outreach meetings: August 2017
Public open house – Districts and Uses with preview of Administration and Procedures and
Development Standards: September 2017
Development Standards – internal drafting of this module has begun but has not been delivered
to the city: October 2017
New Direction (Where We’re Headed)
Clarion’s understanding following a meeting with staff on September 28 and subsequent phone
conversations is that a more substantive rewrite of the DDC is required, with the primary focus being to
prepare a streamlined DDC that meets minimum statutory requirements (with less deference paid to
earlier drafts of the DDC). Secondary focus areas are a streamlined review process and best practices for
development standards. In addition, the new code should carry forward the draft zoning districts
already prepared and introduced to the public, since these have been prepared based on the new
Denton Plan and are important tools for implementing that plan.
Additionally, the city wishes to adjust the public outreach strategy for the DDC 2030 project to solicit
additional public feedback and identify additional stakeholder groups. This revised approach will
demonstrate the city’s commitment to be more transparent and to effectively communicate with the
public on DDC 2030 matters.
Although this new approach may seem to be a step back in terms of overall progress on updating the
DDC, this revised approach to preparing a new code will allow Clarion and new City leadership to take a
fresh look at the project based on new guidance from community stakeholders and new City policy
direction.
The following section describes specific work tasks to accomplish this new project direction. These
would be additional tasks and structured as amendments to the existing Clarion contract.
Proposed Scope of Work (How We’ll Get There)
Additional Task 1: Prepare Assessment Memorandum
Clarion will prepare a new Assessment Memo to supplement the prior 2013 report. While the earlier
2013 version was targeted and addressed just a handful of issues, the brief memo (10-12 pages) will
document recent stakeholder feedback and place particular emphasis on the city’s review procedures
and development quality standards (such as landscaping, parking, and building design), which were
Contract 5053 Amendment 3
Attachment 1 DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
Memo, DDC 2030 revised SOW, McDonald, p. 3
either not addressed or covered in a limited manner in the 2013 report. The goal will be to lay the
groundwork for a new code that primarily meets minimum statutory requirements.
Prior to drafting this new Assessment Memo, Clarion will facilitate an additional round of in-person
interviews with both internal and external Denton stakeholders (scheduled for November 13-15). These
meetings will be arranged and organized by Denton staff.
The Assessment Memo will identify and/or confirm key policy issues to address through the DDC
update, and will build a new foundation for the DDC update compared to the 2013 Assessment. The
Assessment Memo will be drafted in two stages: an initial staff draft that will be reviewed by a core staff
team, and then, following one round of consolidated staff comments, a public draft that will be
distributed to the public. The Assessment Memo will be presented to the public concurrently with the
updates to the administration and procedures in Task 2, below.
Additional Task 2: Draft Updates to the Denton Development Code
Based on the new Assessment Report, Clarion will prepare two additional modules of draft updates to
the DDC: 1) Administration and Procedures, and 2) Development Standards. For each of these modules,
Clarion will prepare an initial staff draft for review by an internal core team. Following one round of
consolidated written comments, Clarion will edit the materials and prepare a revised “public draft” for
distribution and community discussion.
Administration and Procedures. The existing Clarion scope called for development of a new
Administration module (Task 2.1.A), and that was prepared and submitted to staff (both staff
and public drafts). However, following recent staff changes in the fall of 2017, the City now
contemplates a complete rewrite of this section of the DDC and will not carry forward the draft
already prepared by Clarion. The focus of the new versions will be on ensuring compliance with
minimum statutory requirements as well as implementing any internal process improvements
being developed by new City leadership. (While the draft “Developer’s Handbook” prepared by
prior staff was an important foundation for earlier drafts, it may no longer represent the city’s
planned direction for revising procedures.)
We understand that the City is working simultaneously on revising internal processes (e.g.,
interdepartmental coordination, tracking of project records, and referral comments). While
these internal efforts will be led by City staff, it will be important to coordinate them with
Clarion’s drafting work to ensure the new DDC adequately reflects the City’s new processes. (For
example, if the City substantially revises the site plan review procedures those changes may
need to be codified in the new DDC.)
Development Standards. This is another module addressed in the existing Clarion contract, and
one for which Clarion has already completed substantial work (Task 2.1.C). The staff draft
contemplated in the original contract is partially completed.
As with the Administration and Procedures module, Clarion will now start fresh with a new draft
Development Standards module, based on the direction to be established in the new
Assessment Memo. Additional feedback on these issues will be sought from both staff and other
stakeholders in the new stakeholder meetings. Our August 2017 meetings (especially with other
city departments) showed that there is significant work to be done coordinating the DDC update
with the work of other departments, particularly regarding the updates of the various criteria
manuals. The new Assessment Memo should identify issues related to this topic that should be
addressed in the new DDC.
Contract 5053 Amendment 3
Attachment 1 DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
Memo, DDC 2030 revised SOW, McDonald, p. 4
The third module of the new DDC deals with Districts and Uses. That draft module has already been
prepared and presented to the community and we do not recommend any changes to that material in
this updated project approach. That Districts and Uses module should be carried forward (with any
additional comments from City officials or the public) and integrated into the new draft DDC. If
substantial additional edits to the Districts and Uses are anticipated based on either public or staff input,
then that information should be conveyed in the Assessment Memo.
Additional Task 3: Meetings with Focus Groups, Advisory Group, and Other Stakeholders
Adjusting the public outreach strategy for the DDC 2030 project will allow the city to build support for
the code update based on a foundation of transparency and trust. Following conversations with new
City leaders, Clarion proposes additional meetings as part of the project “restart.” Beginning with
additional stakeholder interviews, Clarion will work with staff to develop an outreach plan that provides
multiple creative options for obtaining and responding to stakeholder feedback. This could include a
new dedicated advisory committee that provides feedback on all parts of the new code, or new topic-
specific focus groups that provide feedback on targeted parts of the code, or both. We understand that
work is underway to assemble stakeholder groups, which may extend beyond the DDC to include
dialogue on development services in general. The draft budget accompanying this memo sets aside
additional hours to be devoted specifically to this task on a per-trip basis.
Following these additional tasks, the remainder of the DDC 2030 project would continue as outlined in
the original SOW, as revised by subsequent amendments.
Budget for New Tasks
The following table summarizes additional budget for the tasks described above. In Additional Task 2,
the budget accounts for a complete rewrite of the Administration/Procedures module, not a rework of
the existing draft. The revised budget includes a minimum of four additional two-person trips. Note that
the Additional Task 3 is a per-trip cost; only one is included in this budget, but additional trips would be
at the same rate.
Contract 5053 Amendment 3
Attachment 1 DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
Memo, DDC 2030 revised SOW, McDonald, p. 5
Director
(Goebel)
Sr Assoc
(Wafaie)Associates Graphics TOTAL
Hourly Rate $200 $95 $85 $65
Additional Task 1: Prepare New Assessment Memorandum
1.1 Additional round of in-person interviews (three-day/two-night trip)32 24 32 0 $11,400
1.2 Staff draft new Assessment Memo 8 16 20 0 $4,820
1.3 Public draft new Assessment Memo 6 6 10 0 $2,620
Hours 46 46 62 0 154
Labor Costs $9,200 $4,370 $5,270 $0 $18,840
Expenses $2,000 $1,000 $800 $0 $3,800
Task Total $22,640
Additional Task 2: Draft Updates to Denton Development Code
2.1 Staff draft Admin/Procedures 20 40 60 0 $12,900
2.2 Public draft Admin/Procedures 10 10 30 10 $6,150
2.3 Presentations of draft Admin/Procedures 20 20 20 0 $7,600
2.4 Staff draft Development Standards 28 40 80 40 $18,800
2.5 Public draft Development Standards 10 10 36 16 $7,050
2.6 Presentations of draft Development Standards 20 20 20 0 $7,600
Hours 108 140 246 66 560
Labor Costs $21,600 $13,300 $20,910 $4,290 $60,100
Expenses $1,000 $800 $800 $0 $2,600
Task Total $62,700
Additional Task 3: Meetings with Focus Groups, Advisory Groups, and Other Stakeholders (cost is per trip)
3.1 Additional meetings (focus groups, advisory groups, other) (per two-
day/one-night trip)20 20 4 0 $6,240
Hours 20 20 4 0 44
Labor Costs $4,000 $1,900 $340 $0 $6,240
Expenses $1,000 $800 $0 $0 $1,800
Task Total $8,040
TOTAL $93,380
City of Denton, Texas - Denton Development Code (DDC) Rewrite - New Tasks November 2017
Clarion Associates
Contract 5053 Amendment 3
Attachment 1 DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
Memo, DDC 2030 revised SOW, McDonald, p. 6
Project Schedule
We understand the city’s desire to accelerate this project for adoption prior to the next construction
season (Spring 2018). Below is a draft schedule showing how an early spring adoption would require an
aggressive drafting timeline.
Nov Dec Jan Feb Mar Apr
Additional Task 1: Prepare New Assessment Memo
1.1 Additional round of in-person interviews (three-
day/two-night trip)
1.2 Staff draft new Assessment Memo
1.3 Public draft new Assessment Memo
Additional Task 2: Draft Updates to DDC
2.1 Staff draft Admin/Procedures
2.2 Public draft Admin/Procedures
2.3 Presentations of draft Admin/Procedures
2.4 Staff draft Development Standards
2.5 Public draft Development Standards
2.6 Presentations of draft Development Standards
Consolidated Draft DDC (Original Task 2.3)
Staff Draft
Public Draft
Adoption (Original Task 3)
Executive summary; final drafts; public hearings
pursuant to original SOW
Contract 5053 Amendment 3
Attachment 1 DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
Certificate Of Completion
Envelope Id: 55137904C9CD49C38E7628C9B5BF6021 Status: Completed
Subject: Please DocuSign: City Council Contract 5053-Amendment #3
Source Envelope:
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Certificate Pages: 6 Initials: 0 Jody Word
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jody.word@cityofdenton.com
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must state your e-mail, full name, IS Postal Address, telephone number, and account
number. We do not need any other information from you to withdraw consent.. The
consequences of your withdrawing consent for online documents will be that transactions
may take a longer time to process..
Required hardware and software
Operating Systems: Windows2000? or WindowsXP?
Browsers (for SENDERS): Internet Explorer 6.0? or above
Browsers (for SIGNERS): Internet Explorer 6.0?, Mozilla FireFox 1.0,
NetScape 7.2 (or above)
Email: Access to a valid email account
Screen Resolution: 800 x 600 minimum
Enabled Security Settings:
•Allow per session cookies
•Users accessing the internet behind a Proxy
Server must enable HTTP 1.1 settings via
proxy connection
** These minimum requirements are subject to change. If these requirements change, we will
provide you with an email message at the email address we have on file for you at that time
providing you with the revised hardware and software requirements, at which time you will
have the right to withdraw your consent.
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To confirm to us that you can access this information electronically, which will be similar to
other electronic notices and disclosures that we will provide to you, please verify that you
were able to read this electronic disclosure and that you also were able to print on paper or
electronically save this page for your future reference and access or that you were able to
e-mail this disclosure and consent to an address where you will be able to print on paper or
save it for your future reference and access. Further, if you consent to receiving notices and
disclosures exclusively in electronic format on the terms and conditions described above,
please let us know by clicking the 'I agree' button below.
By checking the 'I Agree' box, I confirm that:
• I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF
ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and
• I can print on paper the disclosure or save or send the disclosure to a place where I can
print it, for future reference and access; and
• Until or unless I notify City of Denton as described above, I consent to receive from
exclusively through electronic means all notices, disclosures, authorizations,
acknowledgements, and other documents that are required to be provided or made
available to me by City of Denton during the course of my relationship with you.