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23-334ORDINANCE NO. 23-334 AN ORDINANCE OF THE CITY OF DENTON, A TEXAS HOME-RULE MUNICIPALCORPORATION, AUTHORIZING THE APPROVAL OF A FIRST AMENDMENT TO APROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF DENTON AND KIMLEY-HORN AND ASSOCIATES, INC., AMENDING THE CONTRACT APPROVED BY CITY COUNCIL ON MARCH 16, 202 1, IN THE NOT-TO-EXCEED AMOUNT OF $215,000.00;SAID FIRST AMENDMENT FOR PROFESSIONAL ENGINEERING SERVICES RELATED TOGINNINGS ELEMENTARY SCHOOL AND ALEXANDER ELEMENTARY SCHOOL SAFEROUTES TO SCHOOL SIDEWALK IMPROVEMENTS; PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFOR; AND PROVDING AN EFFECTIVE DATE (RFQ6590-102 – PROVIDING FOR AN ADDITIONAL FIRST AMENDMENT EXPENDITURE AMOUNT NOT-TO-EXCEED $216,000.00, WITH THE TOTAL CONTRACT AMOUNT NOT- TO-EXCEED $43 1,000.00). WHEREAS, on March 16, 2021, City Council awarded a contract to Kimley-Horn and Associates, Inc. in the amount of $215,000.00, for professional engineering services in support of the State reimbursable Safe Routes to Schools (SRTS) projects; (3innings and Alexander Elementary Schools Sidewalk Improvements projects; and WHEREAS, this procurement was undertaken as part of the City’s governmental function; and WHEREAS, the additional fees under the proposed First Amendment are fair and reasonable and are consistent with, and not higher than, the recommended practices and fees applicable to the Provider’s profession, and such fees do not exceed the maximum provided by law; NOW,THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS: SECTION 1 . The First Amendment, increasing the amount of the contract between the City and Kimley-Horn and Associates, Inc., which is on file in the office of the Purchasing Agent, in the amount of Two Hundred Sixteen Thousand and 0/100 ($216,000.00) Dollars, is hereby approved, and the expenditure of funds therefor is hereby authorized in accordance with said amendment which shall be effective upon the execution of the amendment attached hereto. The total contract amount increases to $43 1,000.00. SECTION 2. This ordinance shall become effective immediately upon its passage and approval. The motion to approve. this ordinance was made by J t slc p,, ,3 and seconded by v,-c 1<-. Cy r J . This ordinance was pasr y the following vote U - Z: Aye Nay Abstain Absent Mayor Gerard Hudspeth: Vicki Byrd, District 1 : Brian Beck. District 2: Jesse Davis. District 3 : VACANT. District 4: Brandon Chase McGee, At Large Place 5 : Chris Watts, At Large Place 6: J aJ / J .,/ PASSED AND APPROVED this the 7 1'-day of _, 2023. ATTEST: ROSA RIOS, CITY SECRETARY BY: h a APPROVED AS TO LEGAL FORM: MACK REINWAND, CITY ATTORNEY Digitally signed by Marcella Lunn DN: cn=Marcella Lunn, o, ou=CityBY, W/,waG JLM+ :m::1:t= = ; ( e 1 1 a p 1 u n n 1(B) ( i ty o fd e n t o B::eT;£;3.Of.18 09:49:35 -06'oo' A11 DocuSign Envelope ID: 29612D23-6B9E41Fl-85EF-CCEEB6BE8649 DENTON Docusign City Council Transmittal Coversheet PSA 1 6590-102 File Name Ginni,g, & A 1, ,,,der S RTS I„provements Amendment # 1 Purchasing Contact CQr1 P ower City Council Target Date FEBRUARY 7 ’ 2023 Piggy Back Option Contract Expiration Ordinance Not Appllcab1 e N/A 23-334 DocuSign Envelope ID: 29612D23-6B9EJ11FI.85EF-CCEEB6BE8649 FIRST AMENDMENT TO CONTRACT BY AND BETWEEN THE CITY OF DENTON, TEXASAND IUMLEY-HORN AND ASSOCIATES, HgC.PSA 6590-102 THE STATE OF TEXAS § §COUNTY OF DENTON THIS FIRST AMENDMENT TO CONTRACT 6590-102 (“Amendment”) by and between the City of Denton, Texas (“City”) and Kimley-Horn and Associates, Inc. (“Engineer”); to that certain contract executed on March 16, 2021, in the original not-to-exceed amount of $215,000 (the “Agreement“); for services related to Ginnings Elementary School and Alexander Elementary School Safe Routes to School Sidewalk Improvements. WHEREAS, the City deems it necessary to farther expand the services provided by Consultant to the City pursuant to the terms of the Agreement, and to provide an additional not-to-exceed amount $216,000 with this Amendment for an aggregate not-to-exceed amount of $43 1,000; and FURTHERMORE, the City deems it necessary to further expand the goods/services provided by Engineer to the City; NOW THEREFORE, the City and Engineer (hereafter collectively referred to as the “Parties”), in consideration of their mutual promises and covenants, as well as for other good and valuable considerations, do hereby AGREE to the following Amendment, which amends the following terms and conditions of the said Agreement, to wit: 1.The additional services described in Exhibit “A“ of this Amendment, attached hereto and incorporated herein for all purposes, for professional services related to Ginnings Elementary School and Alexandra Elementary School Safe Routes to Schools Sidewalk Improvements, are hereby authorized to be performed by Engineer. For and in consideration of the additional services to be performed by Engineer, the City agrees to pay, based on the cost estimate detail attached as Exhibit “A”, a total fee, including reimbursement for non-labor expenses an amount not to exceed $216,000. 2. This Amendment modifies the Agreement amount to provide an additional $216,000 for the additional services with a revised aggregate not to exceed total of $43 1,000. 6590- 102 PSA – Amendment #1 Page 1 of 2 DocuSign Envelope ID: 29612D23-6B9E-+IFl-85EF-CCEEB6BE8649 The Parties hereto agree, that except as specifically provided for by this Amendment, that all of the terms, covenants, conditions, agreements, rights, responsibilities, and obligations of the Parties, set forth in the Agreement remain in full force and effect. IN WITNESS WHEREOF, the City and the Consultant, have each executed this Amendment electronically, by and through their respective duly authorized representativesand officers on this date 02/07/2023 “City” “Engineer”CITY OF DENTON, TEXAS A Texas Municipal Corporation KIMLEY-HORN AND ASSOCLATES.INC. ByC:’'’''T':' I SMA He+alt?mM®©@CITY MANAGER By: R?Vice PresIdent T ATTEST: ROSA RIOS, CITY SECRETARY THIS AGREEMENT HAS BEENBOTH REVIEWED AND APPROVED as to financial and operational obligations and business terms. DocuSigned by: BY: I R+HR£M IC5CA8C5EI 75493 APPROVED AS TO LEGAL FORM: MACK RENWAND, CITY ATTORNEY Trevor Cra1 n PRnVTED NAME DocuSigned by: BY, I A4AruIIA ,4B070831B4AA438 D1 rector of Caplta1 ProjectsTITLE Englneer1 IIg Serv1 cesDEPARTMENT 6590- 102 PSA – Amendment # 1 Page 2 of 2 DocuSign Envelope ID: 29612D23-6B9E41 Fl-85EF-CCEEB6BE8&19 Exhibit A AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENTADDITIONAL SERVICES Professional Services Agreement:(;innings Elementary School and Alexander Elementary School Safe Routes to Schools Sidewalk ImprovementsAmendment Scope of Services Scope of Services The CITY has requested that the ENGINEER perform additional services consisting of the following: Task 10 – Easement Document Preparation ENGINEER will prepare a metes and bounds description and sketch showing the location and dimension for proposed easements. Easement language will either be the unaltered standard language provided by the local jurisdiction, or as agreed to by the Grantor or Grantee and provided complete to the ENGINEER. The CITY will file the documents and provide necessary negotiationsand appraisals. ENGINEER will prepare Eighteen (18) easement documents for the CITY. ENGINEER will incorporate one (1) round of comments on each exhibit provided by the CITYfollowing CITY staff meeting with the property owner. Task 11 Property Acquisition Services ENGINEER will perform the following services for Easement Acquisition Services: ENGINEER’s Real Estate Agent shall provide appraisals for proposed easements on up to Eighteen(18) parcels for the proposed lines. Appraisals will be approved by the CITY prior to beginning negotiations with property owners. The appraisals will be prepared by State Certified Appraisers in accordance with the Uniform Standards of Professional Appraisal Practice Act QJSPAP). The appraisals will be suitable for use in condemnation proceedings, if necessary. Provide property negotiation services for up to Eighteen (18) parcels for the proposed line asfollows •The offer to purchase the properties will be based on the appraisals as indicated above. The CITY will establish the value to be used in negotiation and the range of negotiating authorityto be given to the right-of-way agent. ENGINEER’s Real Estate Agent will provide the services of qualified right-of-way agents to secure the required easements for the project. The right-of-way agents will provide each property owner a copy of The Texas Landowner Bill of Rights, but will NOT be required to provide negotiation services under the UniformRelocation and Acquisition Act (Uniform Act). • ENGINEER’s Real Estate Agent will negotiate on behalf of the CITY and utilizeconveyance documents and other necessary forms as prescribed by the CITY. ENGINEER’s Real Estate Agent will provide a good faith effort to acquire the rights-of-way through a negotiation process, which will generally consist of three (3) contacts with the propertyAmendment No. 1 GINNINGS ALEXANDER SRTS December 10, 2022 1 of 3 DocuSign Envelope ID: 29612D23-6B9E-+IFl-85EF-CCEEB6BE8649 owner, or his authorized representative. A maximum of five (5) total contacts will beprovided to reach an agreement with the property owner, or to determine that further negotiations will be non-productive and that eminent domain actions will be necessary to acquire the property. If absentee owners are involved, the negotiations may be conducted via telephone, fax, or by mail. If the schedule for acquisition of the easement or other factors arise, which make it expedient, travel outside the project area to meet with the absentee owners may be desirable. If such events arise, the travel must be specifically authorized by the CITY. If such travel is authorized, the expenses involved, including the agent’s services,will be considered additional services. •The initial offer made to the property owner will be based on the value authorized by the CITY. All counter-offers by the property owner, along with ENGINEER’s Real Estate Agent recommendations will be presented to the CITY for consideration. The CITY must establish and recommend such counter offers before ENGINEER’s Real Estate Agent will be authorized to agree to the requested changes. All monetary offers made to the propertyowners will be within the limits authorized by the CITY in the various stages of the negotIatIon. •After reaching an agreement with the landowner on the consideration and all other terms of the transaction, ENGINEER’s Real Estate Agent will forward to the CITY a Memorandum of Agreement (M/A) executed by the property owner to be ratified by the CITY. This M/A sets forth the compensation and any other terms and conditions agreed upon. The CITY will be responsible for obtaining the CITY’s ratification and for returning the ratified M/A toENGINEER’s Real Estate Agent. ENGINEER’s Real Estate Agent will then inform the Title Company that the parcel is ready for closing. ENGINEER’s Real Estate Agent will coordinate contacts with the CITY to deliver any payments to the Title Company prior to closing. This Scope of Services assumes that costs for Title Commitments, Title Policies and recording fees will be purchased by the CITY through the assistance of the Real Estate Agent. The amount paid for the Title Policies will not exceed premium amounts set by the Texas Department of Insuranceand agreed upon in advance between the CITY and the Title Company. Any additional Title Company services such as recording fees shall be agreed upon in advance between the CITY and the Title Company. ENGINEER’s Real Estate Agent will review liens or other exceptions reported in the Title Commitment. ENGINEER will coordinate the location and the effect of any utility easements. ENGINEER will report the results of the Title Commitment to the CITY, recommending the disposition of the exceptions. The decision whether the reported exceptions are acceptable or must be eliminated will be the responsibility of the CITY. Any action required to clear title is not included in the Scope of Work for this project, and if required, will be considered AdditionalServices ENGINEER’s Real Estate Agent will coordinate and attend all closings at the Title Company. ENGINEER’s Real Estate Agent will confirm that the Title Company records all documents at the Denton County Courthouse after closing. ENGINEER’s Real Estate Agent will confirm that the Title Company forwards copies of allrecorded documents to the CITY. ENGINEER will assist Real Estate Agent and CITY and provide exhibits needed to meet with property owners . ENGINEER will attend property owner meeting with Real Estate Agent and CITY as needed. Amendment No. 1 GINNINGS ALEXANDER SRTS December 10, 2022 2 of 3 DocuSign Envelope ID: 29612D23-6B9E41 Fl-85EF-CCEEB6BE8649 Compensation The additional services described above will be accommodated by increasing the contract amount by $2 16,000. The following table summarizes the revised contract amount: Task OriginalContract AmendmentNo. 1 Revised Contract Task 1 – Design Management Task 2 – Conceptual Design (30 Percent) Task 3 – Preliminary Design (60 Percent) Task 4 – Final Design (90 Percent and 100 Percent)Task 5 – Environmental Clearance Services Task 6 – Bid Phase Services Task 7 – Construction Phase Services Task 8 – Topographic Survey Services Task 9 – TDLR Permitting Task 10 – Easement Document Preparation Task 15 – Property Acquisition Services (18 Easements-$ 10,000 per Easement) $ 15,000 840,000 $65,000 $30,000 $ 15,000 $40,000 $65,000 $30,000 $20,000 $3,000 $20,000 $20,000 $2,000 $20,000 83,000 $20,000 $20,000 $2,000 W3W3 $ 1 80,000 $ 180,000 Totals $216,000 $431,000 Duly executed by each party’s designated representative to be effective on the date subscribed by thecrrY BY: CITY OF DENTON, TEXAS BYENGn{EER Kimley-Hom and Associates, Inc J.w.+MdDocuSigned by: SNH HtML? 5236DB296270423. Title: Ci ty Manager Title: Scott Arnold P.E., Vice President Date: 02/07/2023 Date. December 12, 2022 Amendment No. 1GINNINGS ALEXANDER SRTS December 10. 2022 3 of 3 DocuSign Certificate Of Completion Envelope Id: 29612D236B9E41 F185EFCCEEB6BE8649 Subject: Please DocuSign: City Council Contract 6590-1 02 Ginnings & Alexander SRTS Status: Completed Improvements Amendment #1 Source Envelope: Document Pages: 6 Certificate Pages: 6 AutoNav: Enabled Signatures: 7 Initials: 1 Envelope Originator:Cod Power 901 B Texas Street Denton, TX 76209 cori.power@cityofdenton.com IP Address: 198.49.140.104 Envetopeld Stamping: Enabled Time Zone: (UTC-06:00) Central Time (US & Canada) Record Tracking Status: Original 1/9/2023 9:51 :55 AM Holder: Cori Power cori.power@cityofdenton.com Location: DocuSign Signer Events Cod Power cori .power@cityofdenton.com Senior Buyer City of Denton Security Level: Email. Account Authentication (None) Electronic Record and Signature Disclosure:Not Offered via DocuSign Signature Timestamp Sent: 1/9/2023 10:09:28 AM Viewed: 1/9/2023 5:17:09 PM Signed: 1/9/2023 5:17:31 PM Completed Using IP Address: 198.49.140.104 Lori Hewell lori.hewell@cityofdenton.com Purchasing Manager City of Denton Security Level: Email, Account Authentication(None) Sent: 1/9/2023 5:17:35 PM Viewed: 1/10/2023 8:19:23 AM Signed: 1/10/2023 8:19:48 AM Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.104 Electronic Record and Signature Disclosure:Not Offered via DocuSign Marcella Lunn marcella.lunn@cityofdenton.com Mack Reinwand City Attorney City of Denton Security Level: Email, Account Authentication (None) ' DocuSigned by: IhL&rtdhLhhIL ,4B070831B4AA438. Sent: 1/10/2023 8:19:53 AM Viewed: 1/1 2/2023 10:26:54 PM Signed: 1/12/2023 10:29:55 PM Signature Adoption: Pre-selected Style Using IP Address: 47.24.7.77 Electronic Record and Signature Disclosure:Not Offered via DocuSign Scott Arnold Scott.arnold@kimley-horn.com Vice President Kimley-Horn and Associates, Inc. Security Level: Email, Account Authentication(None) Sent: 1/1 2/2023 10:29:59 PM Viewed: 1/13/2023 1 1 :40:08 AM Signed: 1/1 3/2023 11 :40:23 AM Signature Adoption: Uploaded Signature Image Using IP Address: 166.205.190.75 Signed using mobile Electronic Record and Signature Disclosure: Accepted: 3/27/2020 10:55:11 AMID: a1 f:38400-e5cc-4b57-8548Jldd7e031355d Signer Events Trevor Crain Trevor.Crain@cityofdenton.com Director of Capital Projects City of Denton Security Level: Email, Account Authentication(None) Signature Timestamp Sent: 1/1 3/2023 1 1 :40:29 AM Viewed: 1/1 3/2023 12:41 :26 PM Signed: 1/1 3/2023 12:41 :54 PM Signature Adoption: Pre-selected Style Using IP Address: 174.244.16.239 Signed using mobile Electronic Record and Signature Disclosure:Accepted : 1/1 3/2023 12:41 :26 PMID: b2980cOb-9blc43e9-9675-a6bcb65267af Cheyenne Defoe cheyenne.defee@cityofdenton.com Procurement Administration Supervisor City of Denton Security Level: Email, Account Authentication(None) Electronic Record and Signature Disclosure:Not Offered via DocuSign Completed Sent: 1/1 3/2023 12:42:03 PM Viewed: 2/8/2023 8:49:48 AM Signed: 2/8/2023 8:50:04 AMUsing IP Address: 198.49.140.10 Sara Hensley sara.hensley@cityofdenton.com City Manager City of Denton Security Level: Email, Account Authentication(None) ’DocuSigned by:I hH%q&y ,5236DB296270423 Sent: 2/8/2023 8:50:10 AM Viewed: 2/8/2023 9:57:48 AM Signed: 2/8/2023 9:58:05 AM Signature Adoption: Pre-selected Style Using IP Address: 47.190.47.120 Signed using mobile Electronic Record and Signature Disclosure:Not Offered via DocuSign Rosa Rios rosa.rios@cityofdenton.com City Secretary Security Level: Email, Account Authentication(None) 'DocuSigned by:I RouR&pI IC5GA8CSEI 75493 Sent: 2/8/2023 9:58:10 AM Viewed: 2/8/2023 11 :30:11 AM Signed: 2/8/2023 1 1 :30:36 AM Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.10 Electronic Record and Signature Disclosure:Accepted: 2/8/2023 11 :30:11 AMID: 5fb867be4c444731-bb1 a-a99fc2eead96 In Person Signer Events Signature Status Timestamp Editor Delivery Events Timestamp Agent Delivery Events Status Status Timestamp Intermediary Delivery Events Timestamp Certified Delivery Events Status Status Timestamp Carbon Copy Events Cheyenne Defee cheyenne.defee@cityofdenton.com Procurement Administration Supervisor City of Denton Security Level: Email, Account Authentication(None) Electronic Record and Signature Disclosure:Not Offered via DocuSign Timestamp Sent: 1/9/2023 5:17:35 PM Carbon Copy Events Gretna Jones gretna.jones@cityofdenton.com Legal Secretary City of Denton Security Level: Email, Account Authentication(None) Electronic Record and Signature Disclosure:Not Offered via DocuSign Status Timestamp Sent: 1/13/2023 12:41 :59 PM Viewed: 1/13/2023 2:49:00 PM City Secretary Office citysecretary@cityofdenton.com Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure:Not Offered via DocuSign Sent: 2/8/2023 11 :30:43 AM Viewed: 2/8/2023 12:16:47 PM Robin Davis Robin.Davis@cityofdenton,com Security Level: Email, Account Authentication(None) Electronic Record and Signature Disclosure:Accepted: 10/26/2022 3:57:23 PMID: dOca998e-7449-4d4d-8131-54a5b517dd55 Sent: 2/8/2023 11 :30:46 AM Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Envelope Sent Certified Delivered Signing Complete Completed Status Timestamps 1/9/2023 10:09:28 AM 2/8/2023 11:30:11 AM 2/8/2023 11 :30:36 AM 2/8/2023 11:30:46 AM Hashed/Encrypted Security Checked Security Checked Security Checked Payment Events Status Timestamps Electronic Record and Signature Disclosure Electronic Record and Signature Disclosure created on: 7/21/2017 3:59:03 PM Parties agreed to: Scott Arnold, Trevor Crain, Rosa Rios, Robin Davis ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of Denton (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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