2017-346vIvall
• • ' •' AilN '' • • •
5053 -PROVIDING FOR AN ADDITIONAL THIRD AMENDMENT EXPENDITURE AMOUNT
NOT -TO -EXCEED $93,380, WITH THE TOTAL CONTRACT AMOUNT NOT -TO -EXCEED
,4
contractI WHEREAS, on September 11, 2012, by Ordinance No. 2012-215, the City awarded a
# Clarion Associatesamount of 1111 for services related to livdatin
AmendmentDenton Development Code; and
WHEREAS, on December 13, 2016, by Ordinance No. 2016-408, the City approved
# the contract with Clarion#. -in the net amount of $140,107.35 #
amountadditional services relating to updating the Denton Development Code; and
WHEREAS, on April 28, 2017, Purchasing staff having approved Amendment 2 in the
of
111 and said fees underproposed • - fair and reasonable. and are
consistent with and not higher than the recommended iractices and fees N;Iicable to the Provider's
I SECTION 1. The Third Amendment, increasing the amount of the contract between the City
# Clarionon _ of . PurchasingAgent, - # of
Ninety Three Thousand Three Hundred Eighty Dollars and 0/100 ($93,380) Dollars, is hereby
approved and the expenditure of funds therefor is hereby authorized in accordance with said
amendment. The total contract amount increases to $415,787.35.
SECTION 2. This ordinance shall become effective immediately upon its passage and
approval.
PASSED AND APPROVED this the . day of lV /%/Ef/lL , 201T
(A I S WATTS, MAYOR
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
BY:
APPROVED AS TO LEGAL FORM:
AARON LEAL, CITY ATTORNEY
BY:
DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
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hƩķźƓğƓĭĻ
DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
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 by and
between the City of Denton, 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,
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.
RFP 5053 Amendment #3
DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
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, Task 2.1.A Draft New
DDCis 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 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
RFP 5053 Amendment #3
DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
A Corporation
By: _________________________________
AUTHORIZED SIGNATURE, TITLE
RFP 5053 Amendment #3
Contract 5053 Amendment 3
DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
Attachment 1
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)
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.
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 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.
Planning | Zoning & Land Use | Real Estate | Sustainability & Resiliency
Contract 5053 Amendment 3
DocuSign Envelope ID: 55137904-C9CD-49C3-8E76-28C9B5BF6021
Attachment 1
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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
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
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.
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 review procedures
and development quality standards (such as landscaping, parking, and building design), which were
Contract 5053 Amendment 3
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Attachment 1
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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 prepared by
prior staff was an important foundation
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
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
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Attachment 1
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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,
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
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Attachment 1
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City of Denton, Texas - Denton Development Code (DDC) Rewrite - New Tasks November 2017
Clarion Associates
Director Sr Assoc
(Goebel)(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)
3224320$11,400
1.2 Staff draft new Assessment Memo
816200$4,820
1.3 Public draft new Assessment Memo66100$2,620
Hours4646620 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
2040600$12,900
2.2 Public draft Admin/Procedures
10103010$6,150
2.3 Presentations of draft Admin/Procedures
2020200$7,600
2.4 Staff draft Development Standards
28408040$18,800
2.5 Public draft Development Standards
10103616$7,050
2.6 Presentations of draft Development Standards
2020200$7,600
Hours10814024666 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)
202040$6,240
Hours202040 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
Contract 5053 Amendment 3
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Attachment 1
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Project Schedule
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
Certificate Of Completion
Envelope Id: 55137904C9CD49C38E7628C9B5BF6021Status: Completed
Subject: Please DocuSign: City Council Contract 5053-Amendment #3
Source Envelope:
Document Pages: 10Signatures: 4Envelope Originator:
Certificate Pages: 6Initials: 0Jody Word
AutoNav: Enabledjody.word@cityofdenton.com
EnvelopeId Stamping: EnabledIP Address: 129.120.6.150
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
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11/3/2017 6:17:05 AM jody.word@cityofdenton.com
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notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process, please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
How to contact City of Denton:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
To contact us by email send messages to: purchasing@cityofdenton.com
To advise City of Denton of your new e-mail address
To let us know of a change in your e-mail address where we should send notices and disclosures
electronically to you, you must send an email message to us at melissa.kraft@cityofdenton.com
and in the body of such request you must state: your previous e-mail address, your new e-mail
address. We do not require any other information from you to change your email address..
In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected
in your DocuSign account by following the process for changing e-mail in DocuSign.
To request paper copies from City of Denton
To request delivery from us of paper copies of the notices and disclosures previously provided
by us to you electronically, you must send us an e-mail to purchasing@cityofdenton.com and in
the body of such request you must state your e-mail address, full name, US Postal address, and
telephone number. We will bill you for any fees at that time, if any.
To withdraw your consent with City of Denton
To inform us that you no longer want to receive future notices and disclosures in electronic
format you may:
i. decline to sign a document from within your DocuSign account, and on the subsequent
page, select the check-box indicating you wish to withdraw your consent, or you may;
ii. send us an e-mail to purchasing@cityofdenton.com and in the body of such request you
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.
Acknowledging your access and consent to receive materials electronically
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.