HomeMy WebLinkAboutDecember 16 Agenda Questions and Responses December 16 Agenda Questions and Responses
Date Submitted By Type Item ID Number Department Question/Comment Draft Response
12/14/2025 Gerard Hudspeth Consent W 25-2244 Purchasing I am pulling this for a separate vote,pending my review of the city manager's The workwear RFP evaluation concluded that Incentive Brands was rated higher due to its stronger
email defining Implementation Approach and Methodology and it's relevance to alignment with operational needs and provided a great value based a few key things:
materials. 1.Product Availability:Incentive had greater consistency in stocking key items we regularly use,
including standard warehouse items.
23ransparency and Value: Incentive Brands offers an online storefront allows departments to
easily view available products and make informed purchasing decisions,ensuring cost-
effectiveness.
3.0ontract Compliance:The online storefront platform also guarantees that all purchases reflect
the City's negotiated discount.
12/15/2025 Gerard Hudspeth Consent W 25-2244 Purchasing Please send me the section of the RFP that covers this topic. Please provide the In the RFP,the City asked the proposer to include in their proposal:
unit cost evaluation...meaning are we paying more for the store front?
Implementation Approach and Methodology—35%
This section should provide a detailed description of the approach and methodology to be used to
accomplish the Scope of Work of this RFP.The section should include:
•An implementation plan that describes in detail(i)the methods,including controls by which your
firm manages projects of the type sought by this RFP;and(ii)any other project management or
implementation strategies or techniques that the respondent intends to employ in carrying out the
work.
o0etailed description of efforts your firm will undertake to achieve customer satisfaction and to
satisfy the requirements of the Scope of Work.
o0roposal must clearly distinguish between features and functions that are fully covered within the
vendor's baseline cost proposal versus options or alternatives that would entail additional costs.
•Iroposal must also clearly identify if there are services or service standards defined in the
specifications that the vendor cannot fulfill.
•Iroposal should provide a detailed description of the guaranteed turnaround time for quoting
projects and the estimated time to complete projects once an official purchase order is issued.
Attached is a summary of the line-item pricing and the total number of lines submitted by each
vendor.Groggydog's overall cost was slightly lower,so we would not be paying more for a
storefront. However,while their total pricing was lower than Incentive's,Groggydog's individual
costs for embroidery,screen printing,and setup/art fees were higher on a per-item basis.
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12/14/2025 Gerard Hudspeth Public Hearing B 525-0010a Development Services Is 804 Abbots lane operating as an assistant living home?How does the city Yes,the use of 804 Abbots Lane is considered a Community Home under the Denton Development
designate home based business as business versus single family homes?Is the Code.A Community Home is a specific type of community-based residential home defined by state
resident at 804 Sandpiper a partner or related to the business in any way? law and containing not more than six disabled persons.Specifically,it is operated as an Assisted
Living Facility by the applicant,which is one of the allowed operational models for Community
Homes under state law.The DDC also defines a Group Home use(the use requested in this SUP)
that captures many of the other types of group living uses provided for in state law.Residents of a
Group Home do not have to be disabled(but may be),and under this use the home could contain
more than six residents.However,a condition recommended for this SUP limits this Group Home to
a maximum of six residens,plus care staff.
A Home-Based Business(or occupation)is an occupation commonly carried on within a dwelling by
the residents occupying the dwelling.The use of the home for an occupation shall be incidental and
subordinate to the use of the home as a dwelling.Community Homes and Group Homes are not
considered a home-based business because the congregate living situation as a whole is the
business,and the residents of the home are not running a separate commercial business,therefore
no business is occuring that is subordinate to the use of the home as a dwelling.In other words,the
care of the residents within the house is the business instead of the residents of the house having a
business.
To Staff's knowledge,the resident at 804 Sandpiper is not related to this business in any way.
12/15/2025 Brian Beck Consent E 25-2186 Development Services 3am is quite early.The applicant narrative mentioned heat,but heat will not be a Staff reached out to the applicant to clarify,but have not received a response yet.This may have
factor for the bulk of the construction months. been in reference to pours extending through the summer if the noise ordinance variance was not
granted as this would allow the variance to occur through May 2026.
12/15/2025 Brian Beck Consent E 25-2186 Development Services Please PULL this item for a separate vote. Staff will prepare for a separate vote.
12/15/2025 Brian Beck Consent G 25-2037 Finance/Police If the grant is for$1M,what is the expected project cost to the city above the The department does not anticipate any project costs exceeding the$1 million grant award.The
grant? DOJ CVIPI grant is expected to fully cover the Real-Time Information Center(RTIC)project,with no
matching-funds requirement.To ensure sustainability beyond the grant period,the RTIC will be
supported through existing staffing levels.The city's Technology Services Department will manage
ongoing computer and A/V system maintenance in accordance with current procedures,
warranties,and service plans.The department already owns the primary software platform,FUSES,
which is used to operate the RTIC.Technology Services is currently integrating FUSES into the
department's infrastructure to ensure the system is fully functional and supported.Any future
needs,such as additional personnel or technology upgrades,will fall outside the scope of this grant
and will be addressed through the city's established budget process.The department does not plan
to request or add new positions for this initiative within the next 2-5 years.
12/15/2025 Brian Beck Consent J 25-2193 Purchasing/Human Why remove the 5-year period in 6.7? The City may enter into longer contract terms when warranted by the nature of the asset or service
Resources investment.Extended terms help safeguard the City's investment,promote vendor continuity,and
support long-term operational planning.
12/15/2025 Brian Beck Consent J 25-2193 Purchasing/Human Why remove the Contract Term provision in 8.0? The contract term provision is already addressed in Section 12 of the resolution.To ensure
Resources consistency and avoid redundancy,it has been removed from the manual as part of a cleanup
effort.
12/15/2025 Brian Beck Consent N 25-2218 Purchasing/Water Does adding colorant impact sales such that the service pays for itself? Yes,it does.The City sell 4 times more colored mulch than it does non-colored mulch.
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12/15/2025 Brian Beck Consent R 25-2229 DME What is the normal cost for transformers and switchgear?How much extra are we While DME has several sizes/uses of transformers,the more common are 100 KVA single phase pad
authorizing? mount transformers with an average cost of$15,630 and 750 KVA three phase pad mount
transformers with an average cost of$65,855.Transformers are not included in this agenda item.
For switchgear comparable to those on this agenda item,the cost is normally between$111,915
and$184,636.In comparison,each switchgear under this emergency procurement costs$65,050.
There is no extra amount being requested at this time since we still anticipate delivery by our
vendor to meet other needs on the system.
12/15/2025 Brian Beck Consent R 25-2229 DME For new development,whose responsibility is it to fund and procure switchgear- For new development in multi-certified areas,each development varies based on competetive
the city or the developer?ie.Why are inventory levels set to new development offers from Oncor/CoServ,cost recovery to DME,and other economic development factors.For
needs rather than existing maintenance needs? single certified areas,most costs are bourne by the developer although DME continues to refine
the process to fully recover 100%of all costs to serve each development.Since the pandemic and
Winter Storm Uri,DME has prioritized inventory to serve existing customers for both maintenance
and emergency needs,and has communicated to developers that any shortages in equipment
would be handled on a first come,first serve basis.To date,we've not turned down or missed
deadlines with developers although emergency purchases have been utilitized to that extent.
12/15/2025 Brian Beck Consent S 25-2233 Purchasing/Development Why is the extension for a full 5-years and not,for example,1-2 years while City staff expects to restart the procurement process for a new ELM software in the next 1-3 years,
Services budgets are re-evaluated? as budget allows,and procurement and implementation of the software would be 2-3 years,so
we'd need to continue the contract with CentralSquare during that time.If needed,the contract is
written with a non-appropriation clause that allows us to terminate if funds are not budgeted.
12/15/2025 Brian Beck Consent T 25-2234 Purchasing/Human Does Peachtree pass through all fees to the responsible party-ie.no fees to the The fees for both Alternative Claims Management and Peachtree(Items T and U)are contingency-
Resources city? based.They collect a percentage of the recoveries they subrogate on our behalf.
12/15/2025 Brian Beck Consent X 25-2121 Development Services The total cost overrun of$109K is$67K over the$42K estimates or it's an The City originally was required to pay$98,560.52($42,982 for design and$55,578.52 for the 10%
additional$109K(i.e.$151K total)? match)of the total$552,059 project.The bids came in at$661,716.47,requiring the City to pay
$109,639.47 for the overage.
12/15/2025 Brian Beck Public Hearing D MPC25-0001a Development Services Can staff add clarifying detail when they say the current MPC(vs.MPC-MR) The approximately 19.677-acre parcel of land was originally a part of the Cole Ranch MPC
zoning is unenforceable? (Ordinance 2008-030);however,the parcel was removed from the Cole Ranch boundaries as part
of the amendments to the Cole Ranch MPC in April 2020(Ordinance MPC19-0001b). Ordinance
MPC19-0001b repealed and replaced ordinance 2008-030.This means that presently,the subject
property does not have a base zoning and is zoned as what is ultimately a defunct MPC.
12/15/2025 Brian Beck Individual Consideration- A 25-2035 Development Services/ What type of detention/retention pond will be constructed?Turf-based,or The detention pond will be turf with a few concrete pilot channels to guide low flows to the outfall
Eminent Domain Capital Projects wetlands-depression,or other etc? of the pond.
12/15/2025 Suzi Rumohr Consent T/U 25-2235/25- Purchasing/Human Are Items T and U complementary to each other or in competition with each The fees for both Alternative Claims Management and Peachtree(Items T and U)are contingency-
2236 Resources other?Both appear to provide a very similar service.Are we testing them both out based.They collect a percentage of the recoveries they subrogate on our behalf.Alternative Claims
to see which one we like better,or do they provide complementary services to Management focuses on diminished value and loss of use,while Peachtree pursues property
each other? damage claims resulting from traffic accidents.
12/15/2025 Suzi Rumohr Consent W 25-2244 Purchasing Do we currently give any weight to a company being based in the City of Denton The City's Local Preference Resolution No R2012-012 applies to goods and services procured
and keeping Denton dollars in Denton?Groggy Dog was competitive with or through an Invitation for Bid. This contract was procured through a Request for Proposal,which
better than Mustang in all areas except implementation approach and allowed the City to evaluate factors beyond price.
methodology.
12/15/2025 Suzi Rumohr Consent X 25-2121 Development Services Overage cost of traffic signal equipment—What realistic options do we have,if This was for an HSIP project in FY2021-2022 and didn't properly account for contingencies to cover
any,to reduce the occurrence and amount of cost overruns for future HSIP off- cost overruns and construction inflation costs.In the recent HSIP submittals,staff have been adding
system projects?Is there opportunity to speed up the timeline between being in 16-20%contingencies in the submittal to TXDOT to ensure the funding is in place so that future
awarded funding and putting projects out to bid?Can we estimate costs overage payments are not required.
differently when applying for HSIP funding?
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12/15/2025 Suzi Rumohr Public Hearing C DCA25-0002a Development Services What is the rationale for updating the definition of"family"rather than removing Since using"familial status"as the basis for occupancy conflicts with recent state law,Staff initially
its use or replacing it with a term like"household"?New state law appears to considered removing the definition for"Family"as part of the proposed DDC and COO
render a definition of"family"as unnecessary in this case. amendments.However,two of the established uses in the DDC Table of Allowed Uses include
"Family"in the use name(Single-Family Detached Dwelling and Multifamily),and the term"family"
is used throughout the City's regulatory documents.This use of"family"has been employed for
many years and has created a general understanding of the physical characteristics of"Single-
Family Detached Dwelling"and"Multifamily"uses;therefore,Staff concluded that changing the
existing,familiar names and terms could create confusion with the public.Therefore,Staff
determined that the most straightforward solution is to modify the definition of"family"to remove
"familial status."In doing so,the meaning of"family,"and thus its application,would refer more
broadly to a"housekeeping unit"rather than persons related by blood or marriage,but the use
names and and any references would remain the same,allowing for consistency for all code users.
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