HomeMy WebLinkAboutC2009-403 - 10/13/2009 - ApprovedAMENDMENT No. 1 to AGREEMENT
for
ArchitectlEngineer Consultant Services
This AGREEMENT is between the City of Corpus Christi, Texas, a Texas
home-rule municipal corporation, `CITY', acting through its duly authorized City Manager
or designee ("City Engineer"), and HDR Engineering, Inc. , a Nebraska corporation,
"CONSULTANT", acting through its duly authorized representative who is
C°`Y/ ~'. C~ ~~ (name), ~C~ P~^~s%~~y'f' (Title), which agree as follows:
1. DECLARATIONS. "CITY" desires to engage "CONSULTANT" to provide
services in connection with City's project, described as follow: Energy Efficiency
Conservation Strategy and Sustainability Plan -Task 2 and 3 PROJECT"
2. SCOPE OF WORK. "CONSULTANT" shall provide services for the
PROJECT in accordance with the accompanying Letter, Scope of Services and Fee
attached as "Exhibit A".
3. INDEMNIFICATION AND HOLD HARMLESS. The Consultant agrees to
indemnify, save harmless and defend the City of Corpus Christi, and its agents, servants,
and employees as more fully set forth in Exhibit "B".
4. FEE. The "CITY" agrees to pay the "CONSULTANT" for services provided in
accordance with Exhibit "A", Scope of Services and Fee under this AGREEMENT, a total
fee not to exceed $200,000.00 (in figures), (Two Hundred Thousand and no/xx dollars)
(in words) for a restated not to exceed fee of $250,000.00..
CITY OF CORPUS CHRISTI
By: Crn l'-1
Oscar Martinez
Assistant Cit Manager.
I o • y~Gf
(Date)
B
Y
(SIGNATURE)
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(Date)
555 N. Carancahua Suite 1650
APPROV AS TO FORM: (Address)
y Corpus Christi TX 78478-0010
/.3 ~. (City, State, Zip)
Dir~cifoorp~~n r. e s ~(Da~ 361-857-2211 Fax: 361-857-7234
~~J~-(( ~ (Phone/FAX No.)
'p m nt
Operating Department
530000-1059-00000-xxxxxx
Project No.:4391
Encumbrance Authorization:
2009-403
M2009-292 ~--
10/13/09 ~""~-rye
EIDR Engineering
~' ~~ AUTHORISED
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SECR ~ARY
Page 1 of 1
(Revised January 1998)
September 11, 2009
Oscar R. Martinez
Assistant City Manager
1201 Leopard, 78401
P.O. Box 9277
Corpus Christi, TX 78469-9277
RE: PROPOSAL FOR CONTINUED ASSISTANCE WITH EECBG
APPLICATION, DEVELOPMENT OF ENERGY EFFICIENCY
CONSERVATION STRATEGY (SECS) AND INITIAL STRATEGY
FOR ACITY-WIDE COMMUNITY SUSTAINABILITY PLAN
(TASK ORDERS 2 & 3)
Dear Mr. Martinez,
On June 17, 2009, HDR received approval from the City to begin work on Task
Order #i of the above referenced contract. The EECBG application was submitted
on June 24`h, and approved by DOE on August 5th. As part of this approval, the
City received its initial $250,000 of EECBG funds via electrgnic transfer. In
accordance with our original agreement, HDR is now submitting this
supplemental proposal to provide more detailed information on the scope of
services required to complete the remaining efforts, referenced as Task Orders 2
and 3 in our original proposal dated June 10, 2009. Details of these efforts .are
outlined below and n'the accompanying attachments:
PROJECT OVERVIEW AND PROPOSED SCOPE OF SERVICES
This supplemental proposal contains information for the following objectives:
1) Preparation of an Energy Efficiency Conservation Sfrategy (EELS) that
will. satisfy the DOE's requirements to receive the EECBG funding. The
strategy must outline how the City intends to use the remainder of its allotted
funds (approx. $2.SM), but will also include identification of several key
projects which will be submitted to the DOE for consideration for some of the
$400M in competitive EECBG grants that will become available later this
year. This strategy must be submitted to the DOE within 120 days of approval
EXFi ~OA~M1fest E dorado Parkway Phone: 1214) 733-59~
HDR Engineering lac. Pa @ 5~~te~0 Fax: 1214) 733-5995
McKinney, TX 75070-5757 www.hdrinc.com
of the EECBG application, which is December 2, 2009). A detailed Scope of
Services for this effort (Task Order 2), is included as Attachment A.
2) Development of an initial strategy and timeline for preparing:a holistic
Community Sustainability Plan, which will include sub-plans for energy
and emissions management, waste management, water supply and quality,
mobility, open spaces and facilities. It is anticipated that the details for this
effort will be further defined as part of the development of the SECS and
submitted as one of the projects to be funded with the remainder of the
EECBG grant funding the City. has been allocated. A detailed Scope of
Services for this effort (Task Arder 3), is included as Attachment. B.
FEE PROPOSAL
We are prepared to complete the work outlined in this proposal .for the following
fees. All .services to be provided in this project will be eligible to be covered with
the City's initial EECBG grant funds of $250,000. Task Order 1 in the amount of
$50,000 is currently ongoing and covers the EECBG application (completed) and
initial baseline efforts for the EECS.
Task Order2 - Preuaration of the EECS (Comuletion of Objective 1 above)
BASIC SERVICES
Baseline Preparation (Tasks 4-6) $35,000
Workshops (Tasks 7A & 7B) $25,000
Strategy Prioritization (Task 8) $20,000
EECS Preparation (Tasks 9-11) $35,000
Basic Services Total (Lump Sum) $115,000
SPECIAL SERVICES
EELS Project Worksheet Preparation (Task 11) Not to Exceed $10,000
SROT Analysis for Select Projects (Task 12) Not to Exceed $25,000
Special Services Total = $35,000 (To be invoiced based on time and materials
using billing rates below)
HDR Engineering, inc.
Exhibit A
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Billin Rates
Project Principal $250
Project Director $210
Senior Technical Advisor/QC $205
Deputy Project Manager $90
Energy Task Leader $150
.Climate/GHG Task Leader $120
Energy. Analyst $100
Economist $105
Accounting/Controller $95
Admin $80
* Expenses will be billed at cost plus a 10% markup
TOTAL FEE FOR TASK-ORDER 2 (EELS Preparation) _ $150,000
Task Order 3 -Community Sustanability Plan Visioning CComnletion of .
Obiective 2 above)
BASIC SERVICES
Data Collection & Analysis (Task 1) $15,000
Summarize Opportunities & Constraints (Task 2) $5,000
Visioning & Project Definition (Task 3) $30,000
Basic Services Total (Lump Sum) $50,000
TOTAL FEE FOR TASK ORDER 3 (CSP Visioning) _ $50,000
SCHEDULE
Work is currently ongoing under Task Order 1. In order to keep the EECS on
schedule, we would need. to receive authorization to proceed with the scope of
services included in this proposal no later than October 1, 2009.
Exhibit A
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MDR Engineering, Inc.
We are excited about the opportunity to submit this proposal and look forward to
continuing this project with Corpus Christi. If you have any questions regarding
this proposal, or need additional information, please do not hesitate to contact
Carl Crull or myself.
Sincerely,
HDR Engineering, Inc.
Kevin Shepherd, PE
Project Director
Enclosures:
Attachment A -Proposed Scope of Services, Task -Order 2
Attachment B -Proposed Scope of.Services, Task Order.3
Exhibit A
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HDR Engineering, Inc.
_..
PROJECT UNDERSTANDING AND PROPOSED SCOPE OF SERVICES
~~ TASK ORDER 2 -Preparation of the Energy Efficiency Conservation Strategy (EEGs)
In order to capitalize on funds available through the Department of Energy's Energy Efficiency and Conservation
Block Grant Program (EECBG), the City of Corpus Christi must create and submit an Energy Efficiency and
Conservation Strategy (EEGs). The City has requested assistance from HDR Engineering, Inc. in creating the
EECS. The HDR Team will undertake this project with the goal of developing a final strategy document and
associated deliverables that are high quality, cost-effective and in the best interest of the City of Corpus Christi. We
propose the following scope of services to meet the City's stated goals and objectives.
Project Background and Understanding
The City of Corpus Christi is scheduled to receive $2.75 million in funds from the Department of Energy's EECBG
program. On June 10, 2009, HDR submitted a proposal to the City to assist the City with efforts required to apply for
and obtain this funding. This proposal was separated into three task orders:
Task Order 1 Preparation of EECBG application and initial baseline efforts for the Energy Efficiency
Conservation Strategy (EECS) -approved on June 17 and currently ongoing
Task Order 2 Preparation and submittal of EECS document to the DOE
Task Order 3 Development of an initial strategy and timeline for preparation of an Integrated Community
Sustainability Plan (ICSP)
Task Order 1 was authorized on June 17, 2009, and efforts on currently ongoing. Detailed proposals for Task Orders
2 and 3 were requested to be submitted after the City received its initial EECBG allocation. As part of Task Order 1,
HDR prepared and submitted the EECBG application for the maximum initial allocation of $250,000. The application
was submitted on June 24, 2009, and was approved. by the DOE on August 5, 2009. It was one of the first EECBG
awards given out by the DOE. As defined by the EECBG program guidelines, the next step in the process is to
submit the City's Energy Efficiency Conservation Strategy (EECS) within 120 days of the approval of its application.
This scope of services is intended to provide additional detail on the efforts required to complete Task Order
2, which is to develop and submit the EECS document to the DOE on or before the deadline of December 2,
2009.
In June, 2009, the Corpus Christi City Council approved the Energy Management Plan drafted by Rudy Garza,
Director, Intergovernmental Relations. This document defines five key components for an energy management
program for the City:
1. Energy Efficiency Goals for City Owned Facilities
2. Renewable Energy Applications and Development
3. Fuel Consumption and Savings
4. Investment in Hybrid Vehicles
5. A "Green City" Program
The EECS will align these five components with the 12 eligible activities under the EECBG program. HDR's
understanding of the City's expectations and proposed approach for developing the EECS are based on a foundation
of experience on similar projects; discussions HDR staff have had directly with the DOE regarding EECBG
applications, strategies, and the pending competitive grant program; review of the City's Master Plans, energy audit,
fleet and facility information; and discussions with some of the staff and stakeholders. Additionally, discussions with
Oscar Martinez and Rudy Garza and feedback gathered during a preliminary kickoff meeting with City department
heads on August 14, 2009 yielded a list of strategies as candidates for inclusion in the EECS, which have been
Exhibit A
Pa e 5 of 23
sorted according to the 12 eligible activities under the EECBG program. This document is included for reference as
Appendix A.
Each of these projects will be evaluated through the strategy development process, which is defined in detail in the
following Scope of Services. At the conclusion of the analysis, some of these projects will be included in the final
EECS document as projects to be completed with the remaining EECBG funds, some will be proposed to be
submitted for other competitive grants (such as the $400 million in competitive EECBG funds), and others will be
recommended to be designated for traditional funding sources the City has at its disposal. The overarching goal of
this process is to determine the infiatives and projects that will provide the maximum sustainable return on
investment and to ensure the City is leveraging its EECBG funds in the best possible manner to achieve both short
and long-term objectives.
Scope of Services
HDR is proposing the following work plan to develop Corpus Christi's SECS document. For each task, we have
included information on objectives, key activities, deliverables, and assumptions. Tasks 1, 2 and 3 were part of
Task Order 1, which was authorized on June 17, 2009 and is currently underway. They have been included in
this scope for reference purposes only.
Basic Services
~~~~_~ LPr'~je~t: )'~fa!E~~~~eT~~ (authorized under Task Order 1, included for reference only)
Objective:
Establish clear objectives and expectations for the project with respect to scope, schedule, constraints, deliverables
and budget. Ensure consistent communication throughout the project. Conduct quality control reviews in accordance
with HDR procedures. All correspondence and progress reports shall be in accordance with DOE
requirements and will be part of the reporting back to DOE for progress on the EECS.
Activities:
• Project Initiation: Collect pertinent background information from City as described in Tasks 4 and 5; develop
detailed project schedule showing key milestone, meeting and deliverable dates; and prepare draft Project
Guide document containing scope of services, schedule, team contact information (HDR team, city staff and
other project stakeholders), project objectives and communication protocol.
• Resource Management: Schedule, manage, and allocate resources based on project schedule, budget,
work plan, and activities. Coordinate production of deliverables.
• Team Meetings: Conduct bi-weekly team meetings
• Monthly Invoices and Progress Reports: Submit written progress reports to the City (accompanying monthly
invoices) outlining work completed in the previous period, tasks anticipated for the next month, and key
issues requiring staff attention. These progress reports will be
• Project Communication: Coordination of documents and verbal communication between the Project
Manager, City and stakeholder representatives regarding project status.
Deliverables:
• Project Guide
• Monthly progress reports and invoices
• Correspondence (emails, letters, etc) as required
Assumptions:
• The City will identify a single primary point of contact for the project
• Project duration will not exceed 4 months (EECS must be submitted within 120 days of EECBG application
acceptance}
Exhibit A
Pa e 6 of 23
• Project Guide is prepared as a standard procedure for every HDR project to promote consistency, quality
and proper communications
~~ ;~~~•r il:~+_r~= ~,°~;F~~;:.~~a~~~ ~~~,~.~t~~ ~ ~ ~~~~ i<~~r~~~e?~ (~~it]~orized under Task Order 1, included
for reference e~nly)
Objecti~re:
Discuss project scope, schedule and methodology with City department heads and other key stakeholders.
Activities:
The data collection round table will be used to:
• Reach agreement on jurisdictional area and scope of facilities covered by the plan
• Discuss data collection needs and City contacts for obtaining data
• Identify key stakeholders and other partners that will/could be involved in implementation efforts
• Review actionslplans/strategies already identified by City staff
• Work with City to identify potential members for Energy Advisory Committee and Community Sustainability
Plan Committee (see Task 3)
Deliverables:
• Agendas, hand-out materials, and meeting minutes
Assumptions:
• Project Director, Project Manager and Task Leaders will participate in data collection round table meeting
• Key decision makers from the City will participate (if not included on Energy Advisory Committee)
• City will arrange for meeting time and location
~'a:~~Y. ~ - ~~~f~t ~_~~:: ~ >!t~~ f~,~ F~~t~~ ~~e~s~~' ~~~~f~~~-y ~~x~~ii~~~e :,. ~'~~~~~g~~~i!~y
"Ji~+~~~-.1t~~~;~'-r~;'.3' ~'t~~~~ ~~~~~r!ti~e (authorized under Task Jrder 1, included for reference
only)
Objective:
Form an Energy Advisory Committee, comprising City staff and additional representatives from outside the city but
with input on energy and emissions for the local area (such as utilities, energy providers, etc), that will provide input
on the overall direction and content of the city-wide energy efficiency and conservation strategy. Form a Community
Sustainability Plan Committee, comprising City staff and various community stakeholders, to participate in workshops
and provide input on the community-wide sustainability vision and implementation scope.
Team Activities:
• Work with City's Project Manager to identify appropriate staff to represent the City on the Energy Advisory
Committee -Completed as part of Task Order 1. List of staff members is induded as Appendix B.
• Work with City staff to recruit appropriate representatives from local community to serve on Energy Advisory
Committee - A preliminary list of candidates was discussed of the data collection roundtable meeting. This
list is included in Appendix B.
• Work with City staff to recruit appropriate representatives from local community to serve on the
Sustainability Plan Committee - A preliminary list of candidates was discussed at the data collection
roundtable meeting. This list is included in Appendix C.
Deliverables:
• Energy Advisory Committee member list and contact inform ~ Exhibit A
Pa e 7 of 23
31Page
Assumptions:
• City staff will take the lead on inviting respective committee members to participate
• No meetings or travel required
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06jective:
Review available data and establish preliminary baselines for energy use in City buildings and facilities and for fuel
use by City fleet vehicles. Identify programs in place to reduce municipal building and facility energy use and fleet
vehicle petroleum fuel use.
Activities:
Develop list of data needs to establish the energy baseline.
• .Review list of data needs with the Energy Advisory Committee to determine point of contact for each data
set.
Review the inventory of City buildings and facilities including anticipated near-term new construction
• Review annual utility energy use data for the City's buildings and facilities
• Interview key staff
• Review current budgets for capital improvements
• Review City documentation on recent energy efficiency projects
• Review City documentation on recent energy audits
Review the inventory of City fleet vehicles
• Review inventory of type, model, age, and quantity of fleet vehicles
• Evaluate fuel usage by department/function
Deliverables:
• Technical memorandum (TM-1) summarizing the findings of this task, which will be the basis for identifying
energy efficiency goals and strategies
Assumptions:
• The City will provide an inventory of City buildings and facilities and annual utility energy use data
• The City will provide an inventory of City fleet vehicles, annual petroleum use, and annual alternative fuel
use data
• Select city staff will participate in interviews on current energy management practices and areas for
improvement
• HDR will not provide energy audits of existing facilities
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Objective:
Provide decision makers with a baseline picture of current energy use and energy sources related to buildings,
transportation, and water infrastructure. Improvements in energy efficiency, changes in land use and transportation
planning, shifting to renewable fuels and future greenhouse gas emissions reductions can then be compared and
evaluated against this baseline. Exhibit A
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4~Page
• Sustainability Plan Committee member list and contact information
Activities:
Determine geographic andlor political boundary for ca~ulating energy baseline assessment.
Develop list of data needs to be confirmed with the Energy Advisory Committee and delivered to points of contact at
the City. Review and synthesize data, including:
Buildings
• Review annual utility energy use data for the residential, commercial, and governmental sectors
• Review available City growth projections if available
• Review natural gas and electric utility's breakdown of their energy sources
• Review city ordinances andlor building codes that impact energy use
• Characterize current state of demand side energy efficiency and conservation measures in residential /
commercial buildings
• Identify electrical and gas providers and mix of renewablelnonrenewable power sources
• Identify existing utility andlor other demand side (e.g., energy efficiency) and supply side (e.g., renewable
energy) programs
Transportation
• Review available City data on existing and forecasted vehicle miles traveled and vehicle fuel usage
• Review city policy and planning documents that directly or indirectly impact vehicle use
• Identify use of altemative fuels and purchase of altemative fuel vehicles (AFVs) if data is available
Water
• Review available data on existing and forecasted water consumption
• Estimate pumping and treatment energy embodied in municipal water use
• Identify existing water conservation programs and policies
Summary
• Tabulate the energy data in auser-friendly format for presentation to the Energy Advisory Committee.
• Identify elements of City policies and utility programs that impact City-wide energy use
Deliverables:
• Technical memorandum (TM-2) summarizing the findings of this task
• Baseline inventories of City energy sources, energy uses, energy rates, energy-related GHG emissions, and
other pertinent factors/indicators related to energy efficiency and conservation
Assumptions:
• HDR will work closely with City staff and representatives from other applicable entities to obtain as much
energy use information and data as is available. The level of detail in the EECS will depend on the quantity
and quality of data that is provided.
• No travel or meetings required
• The City will work with its utility partners to obtain annual utility energy use data for the residential and
commercial sectors and the electric utility's breakdown of their energy resources
• The City will identify and provide access to general plans, c'dy ordinances, building codes, or other policies
that influence energy use directly or indirectly
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Objective:
Estimate GHG Emissions based on energy data collected in Task 5. A more detailed GHG emission baseline will be
developed in the next phase of work.
Exhibit A
Pa e 9 of 23
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Team Acitiviti@S:
Determine emissions factors (i.e., the rate of GHG production from each activity) from activity specific data.
Emission factors will be derived from reputable sources including the EPA, the IPCC and the GHG Protocol
calculation tools.
Prepare emissions calculations based on peer-reviewed calculation tools and well documented approved
methodologies (e.g., the GHG Protocol, ICLEI, Climate Action Registry)
Deliverables:
• Technical memorandum (TM-3) summarizing the findings of this task
Assumptions:
• City staff will be available to assist in the collection of data.
• Default emission factors for most calculation methodologies are available through reputable sources such
the GHG Protocol, EPA, and the IPCC.
• Amore detailed city-wide GHG emission baseline will be developed in the next phase, and will include all
three Scopes:
1. Direct GHG emissions from sources controlled or owned by the City (e.g., fuel used in the City fleet or
onsite combustion of natural gas for space and water heating)
2. Indirect GHG emissions from purchased electricity
3. Indirect GHG emissions that are a consequence of the City's operations, but are from sources not
owned or controlled by the City (e.g., emissions associated with vehicles used by contractors,
emissions associated with employee commuting, emissions associated with product use and disposal,
etc.)
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Objective:
Conduct workshop with Energy Advisory Committee to develop energy efficiency goals and list of potential strategies.
Activities:
• Present summary of City's baseline energy situation and EECBG funding levels
• Present goals and best practices adopted by other cities as examples
• Brainstorm with Energy Advisory Committee on goals and strateoies
• Present information on potential funding sources
• Identify potential short-term and long-term strategies for inclusion in EECS
• Identify potential barriers
Deliverables:
• Agenda, handouts and meeting materials
• Technical memorandum (TM-4) summarizing the goals and potential strategies identified by the workshop
Assumptions:
• Project Principal, Project Manager and Energy Task Leader will participate in workshop
• Workshop duration shall be a minimum of 2.5 hours and maximum of 4 hours
• City will arrange for meeting time and location
~ Emission factors are used to convert activity data, like energy usage, into the associated GHG emissions and thus are central to creating the
emissions inventory. They are usually expressed in terms of emissionslenergy used (i.e., Ibs of COZ1kWh). Emission factors are determined by
means of direct measurement, laboratory analyses or calculations based on represen ive ~) an arbon content.
Pa a 10 of 23
6~Page
• City Energy Advisory Committee members have the authority and possess sufficient knowledge of City
buildings and operations to allow identification of goals and strategies
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Objective:
Conduct workshop with Energy Advisory Committee and Energy Advisory Committee to identify clearly defined short
and long-term energy management goals and strategies that will be incorporated into aCity-wide EECS.
Activities:
• Present summary of City's baseline energy situation
• Present initial GHG emission baseline based on energy data collected in Task 5
• Present summary of EECBG program
• Present goals and best practices set by other cities as examples
• Present information on potential funding sources
• Brainstorm on goals and strategies; recommend local city-wide goals for community energy public
information and outreach, engaging in cooperative efforts with local utilities and energy agencies, improving
energy efficiency in existing buildings, encouraging high performance construction, encouraging renewable
energy systems, and reducing focal CO2 emissions
• Identify potential short-term and long-term strategies for inclusion in EECS
• Identify projects to be considered for Sustainable Retum on Investment (SRO1) analysis
• Coordinate Panel input on initial ranking of strategies
• Identify potential barriers
Deliverables:
• Agenda, handouts and meeting materials
• Technical memorandum. (TM-5) summarizing the findings of this task, which will later be incorporated into
the EECS
Assumptions:
• Project Manager and Task Leaders will participate in workshop
• Workshop duration shall be a minimum of 2.5 hours and maximum of 4 hours
• City will arrange for meeting time and location
• Panel members have the authority and possess sufficient knowledge of City buildings and operations to
allow identification of goals and strategies
• Workshop participants provide guidance in establishing the goals and ranking criteria
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Objective:
Identify and evaluate up to 10 new strategies for inclusion in the EECS
Activities:
For each strategy selected, provide the following:
• Clearly defined goals and objectives
• Project champion to ensure a focus on the goals
• An appropriate measurement and evaluation process, based on DOE criteria for evaluation of the EECBG
program:
o Jobs created and/or retained Exhibit A
Pa a 11 of 23
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o Energy savings on a per dollar invested basis
o Renewable energy capacity installed
o Greenhouse gas emissions reduced
o Funds leveraged
• Estimated implementation and administrative costs
• Potential funding sources and options for leveraging other funds/partners
• Staff, consultants and resources needed
• Implementation steps and schedule
• Coordination anticipated with other jurisdictions and the state
• Policies and/or administrative actions adopted or needed to support action
• Plan for how activities will be sustained beyond grant period
• Project outcomes and benefits
Deliverables:
• Technical memorandum (TM-6) summarizing the actions recommended for inclusion in the EECS
Assumptions:
• Workshops are successful in identifying top ten strategies to be evaluated for inclusion in EECS
• No meeting or travel required
• City staff can assist in developing project cost estimates and identification of policies needed to support
strategies
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Objective:
The GHG baseline scenario is a reference case for each project activity and is required for reporting progress to the
DOE under the EECBG program .The objective of this task is to establish the GHG baseline for each of the projects
in the City's EECBG application. The collection of the data in this task will be coordinated with the collection of data
for the development of the energy baseline developed under Task 5 and the initial GHG baseline developed under
Task 5.1.
Team Activities:
• Define the GHG assessment boundary for each activity in the EECBG application
• Collect data for each activity in the EECBG application; detemrine emission factor for each activity
o For relevant inputs whose consumption directly results in GHG emissions, identifying the
appropriate emission factor is usually straightforward. if the relevant input is a fossil fuel, for
example, it can be converted to C02 emissions based on its carbon content and the conditions
under which it was burned. Appropriate default emission factors for different fossil fuels are
available from the Intergovernmental Panel on Climate Change (IPCC), the GHG Protocol
calculation tools, and other sources.
• Estimate the C02 equivalent emissions associated with each activity to determine GHG baseline
Deliverables:
• Technical memorandum (TM-7) summarizing GHG assessment boundary, source of emission factor, and
calculation for each activity, as well as GHG emission baseline developed for each activity
Assumptions:
• GHG baseline emissions will be estimated based on the GHG Protocol for Project Accounting, or other
accepted industry methodology.
• Emission factors will be derived from reputable sources including the EPA, the IPCC and the GHG Protocol
calculation tools.
Exhibit A
Pa a 12 of 23
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Objective:
Prepare EECS in accordance with all items details in Attachment D of the Funding Opportunity Announcement (DE-
FOA-0000013).
Activities:
• Prepare EECS based on outcomes of tasks 1 through 8
Deliverables:
• Draft EECS for review by appropriate City staff
• Final EECS for submittal to USDOE
Assumptions:
• City's purpose for developing the EECS is to meet USDOE requirements and position City to apply for
funding for ident~ed short-term actions. If USDOE requires revisions, our team has budgeted up to $5,000
for revisions. Revisions beyond that will be an additional cost outside of this scope
• No travel or meetings required
• Project worksheets for inclusion in the EECS document will be prepared under Task 11.
SDe~cial,/Additiional Services
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objective:
At the time the EECS is submitted, the City must also submit project worksheets for each project it would like to be
covered by its remaining EECBG funds. These worksheets must outline project goals, measurement metrics,
reporting methodology and anticipated costs, and in some cases, may also require information related to NEPA
approval. Worksheets will be prepared for those projects identified in the EECS development process as those the
City wants to be funded by the remaining EECBG funds.
Activities:
• Prepare project worksheets and accompanying backup information for each project
Deliverables:
• Project worksheet(s) and associated backup information in format provided by USDOE
Assumptions:
• Level of effort will vary by project. Anot-to-exceed amount of $10,000 has been included for this effort.
Should additional efforts be required due to either a large number of project worksheets or extensive detail
required for a project, HDR will submit a request to bill this work as additional services at the approved
hourly rates.
~~~ ~ ~ _ ~~~~~.~i<~~l~i~ f~~~r.~~.~;r ~~t i~~~sf.~en~~. ~S~t~i~ 1~.~-~ailysfs
Objective:
Conduct a Sustainable Retum on Investment (SRO1) analysis for selected projects or initiatives. With SROI, the
project(s) will be evaluated based upon impact to the triple bottom line (economic, social & environmental) and the
results will provide relevant, defendable data and reporting metrics that can be included in competitive grant
applications.
Activities:
Exhibit A
Pa a 13 of 23
• Research, gather and analyze all existing information and data related to the project. Most of this will come
from the work completed in previous tasks, but some additional third party research for the specfic
initiatives will be required
• Produce structure and logic diagrams outlining the benefits and costs related to the sustainable initiatives;
• Create, populate and vet the risk analysis models with detailed inputs sourced from subject matter experts
on the project team, as well as external sources
• Prepare result metrics for the project team in a format that is optimized for the decision making that will use
the resulting data (e.g. PowerPoint or Excel)
Deliverables:
• Draft & final reports which will include but not be limited to:
o An introduction with an overview of the project and project objectives
o A description of the simulation scenarios
o A summary of key modeling assumptions
o A presentation and discussion of the SROI results (including probability distributions, tornado
charts, etc)
o A number of appendices providing supporting material
Assumptions:
SROI analysis is not required to include projects in the EECS, but is a tool that HDR strongly recommends
for those projects the City intends to submit for competitive EECBG funding or other grant programs.
Level of effort to complete SROI analysis varies by project. Since the projects are not known at this time, a
fee of $25,000 has been allocated in our proposal to be used for this basis. Actual work will be billed on an
hourly basis using the approved billing rates. Once projects are identified, a move detailed estimate will be
prepared and discussed with the City. If efforts are anticipated to exceed the $25,000, HDR will meet with
the City and determine whether to reduce projects to be analyzed, or if additional fees can be authorized to
accommodate the required level of effort.
Exhibit A
Pa a 14 of 23
Proposed Schedule
Our proposed schedule is based on the guidelines outlined by thg DOE that the EECS documents and updated
EECBG application materials must be submitted within 120 days of the date the City receives its EECBG funds. The
City's application was approved on August 5, 2009, so the EECS must be submitted to the DOE on or before
December 2, 2009. Initial efforts related to the EECS have been started under Task Order 1. In order allow
sufficient time to complete the tasks outlined in the Scope of Services above within this timeframe, approval
of Task Orders 2 and 3 must be authorized in September, with official Notice to Proceed on or before
October 1, 2009. Because of the quick turnaround for the EECS, it is important to note that all workshop dates must
be scheduled as close to the dates proposed below as possible. The City shall make the best possible effort to
assist in scheduling these workshops and getting the members of the Energy Advisory Committee to attend.
Energy Efficiency Conservation Strategy (EECS) Development Timeline
Task Management
DOE Approval of EECBG ApplicationlEECS Notice to Proceed August 5, 2009
Data Collection Round Table Meetings - (part of Task Order 1) Held on August 14, 2009
Finalize Committee Members (both Committees) - (pa-f of Task Order 1) September 18, 2009
Assess Current Municipal (Internal) Energy Situation & Baseline October 2, 2009
Assess Current City-Wide Energy Situation & Baseline October 9; 2009
Determine Preliminary City-Wide GHG Emissions Baseline October 16, 2009
Conduct Workshop on Municipal Goals and Actions Week of October 19~, 2009
Conduct Workshop on City-Wide Goals and Actions Week of October 19"', 2009
Evaluate and Prioritize Strategies October 30, 2009
Develop GHG Baseline for EECBG Projects November 13, 2009
Prepare Draft EECS November 18, 2009
Prepare Final EECS & Activity Worksheets November 30, 2009
Submit EECS to DOE December 1, 2009
Exhibit A
Pa a 15 of 23
PROJECT UNDERSTANDING AND PROPOSED SCOPE OF SERVICES
TASK ORDER 3 -Community Sustainability Plan Visioning
The HDR Team will undertake this project with the goal of developing a final vision and project definition document
and associated deliverables that are high quality, cost-effective and in the best interest of the City of Corpus Christi.
We propose the following scope of services to meet the City's stated goals and objectives.
Project Background and Understanding
The City of Corpus Christi is scheduled to receive $2.75 million in funds from the Department of Energy's EECBG
program. On June 10, 2009, HDR submitted a proposal to the City to assist the City with efforts required to apply for
and obtain this funding. This proposal was separated into three task orders:
Task Order 1 Preparation of EECBG application and initial baseline efforts for the Energy Efficiency
Conservation Strategy (EEGs) -approved on June 17 and currently ongoing
Task Order 2 Preparation and submittal of EECS document to the DOE
Task Order 3 Development of an initial strategy and timeline for preparation of an Integrated Community
Sustainability Plan (ICSP)
Task Order 1 was authorized on June 17, 2009, and efforts on currently ongoing. Detailed proposals for Task Orders
2 and 3 were requested to be submitted after the City received its initial EECBG allocation. As part of Task Order 1,
HDR prepared and submitted the EECBG application forthe maximum initial allocation of $250,000. The application
was submitted on June 24, 2009, and was approved by the DOE on August 5, 2009. It was one of the first EECBG
awards given out by the DOE. As defined by the EECBG program guidelines, the next step in the process is to
submit the City's Energy Efficiency Conservation Strategy (EECS) within 120 days of the approval of its application.
The current funding initiatives from the Federal government present a unique window of opportunity for the City to
engage in some significant planning efforts to assess where the City is with respect to a holistic, sustainable
community, and identify key strategic goals, implementation strategies, and metrics to measure progress. The
EECBG program, other ARRA programs, and future programs that are currently being developed will present
opportunities to fund implementation initiatives in future years, but it will be critical to have a strategy in place that you
can leverage to frame the purpose of projects, baseline metrics, and measurements to report progress. This scope
of services is intended to provide additional detail on the efforts required to complete Task Order 3, which is
to conduct ahigh-level visioning and project scoping effort so that the detailed scope, costs and schedule
for development of an Integrated Community Sustainabil'ity Plan can be submitted in the EECS as a project
to be funded with the City's EECBG funds.
Scope of Services
HDR is proposing the following work plan for the visioning effort. For each task, we have included information on
objectives, key activities, deliverables, and assumptions.
Basic Services
Objective:
Collect and review available data, ongoing and previously completed plans, ordinances and other materials that can
impact the City's sustainability vision and planning efforts. Analyze this information to determine information that can
be built on and information to be further discussed.
Activities:
• Discuss data collection needs and City contacts for obtaining
Exhibit A
Pa a 16 of 23
• Review actions/plans/strategies already identified by City staff
• Review available information to develop existing conditions and understand local and regional trends and
opportunities
Deliverables:
• Data Request Summary
Assumptions:
• The City will provide copies of all available master plan information and associated data for areas including,
but not limited to: mobility, parks and open spaces, water and wastewater, energy, facilities, waste and
recycling, land use and development plans and codes.
• City will provide access to all available GIS and aerial mapping files.
• Select city staff will be available to participate in interviews on current practices and areas for improvement .
Interviews will be conducted by phone where possible to minimize travel and meeting time
• Only data available through City sources andlor provided by the City will be reviewed. HDR will not contact
outside entities to collect data at this time
~<~~-~ ~ - ~~~~~~~r><~~ ~~p~~~sit~~ftrfe~ ~~~ ~~~~~i=~~fg~1:~
Objective:
Summarize initial observations on existing conditions, opportunities and constraints. This information will serve as the
foundation for the visioning exercise in Task 3.
Activities:
• Based on information collected in Task 1, prepare document summarizing availability and quality of data
and plans collected, existing conditions, and potential opportunities and constraints
Deliverables:
• Technical memorandum (TM-1) summarizing the findings of this task.
Assumptions:
• No meetings or travel required
~~~ ~ -~ ~~~o~r~~~`~ ~Ie~ii~~fo-~~ ~~~~f~~~ ~~ f~'~~~~r'~ ~~~®j~~~ ~e>~~>it:f~~
Objective:
Conduct visioning workshop with Sustainability Plan Committee to develop the vision statement, specific goals and
objectives for the Integrated Community Sustainability Plan. This information will be used to provide definition to the
scope, cost and schedule for the project to be included in the City's EECS.
Activities:
• Distribute information to the Committee for review prior to the visioning session
• Present information on existing conditions, opportunities and constraints
• Present goals and best practices adopted by other cities as examples
• Brainstorm with Committee on vision, goals and strategies
• Develop a Community Sustainability Vision Statement
• Identify the top five specific goals for the Integrated Community Sustainability Plan
• Prepare final report including recommendations for scope, costs, schedule and implementation efforts for
the Integrated Community Sustainability Plan. This information will be coordinated with the EECS
development so the project can be submitted in the EECS as one to be funded with remaining EECBG
funds.
Exhibit A
Pa a 17 of 23
Deliverables:
• Committee packets for distribution prior to the visioning workshop
• Agenda, handouts and meeting materials
• Technical memorandum (TM-2) summarizing the workshop discussions and outline for final report
• Final report
Assumptions:
• Members of the Community Sustainability Plan Committee shall be identified as part of the initial Task Order
1 scope, and be in place no later than the end of September, 2009.
• Project Principal, Project Director, Project Manager and Planning Task Leader will participate in workshop
• Visioning workshop duration shall be a minimum of 4 hours and maximum of 6 hours
• City will arrange for meeting time and location
• Community Sustainability Plan Committee members have the authority and possess sufficient knowledge to
allow identification of goals and strategies
Proposed Schedule
Our proposed schedule is based on the guidelines outlined by the DOE that the EECS documents and updated
EECBG application materials must be submitted within 120 days of the date the City receives its EECBG funds. The
City's application was approved on August 5, 2009, so the EECS must be submitted to the DOE on or before
December 2, 2009. Initial efforts related to the EECS have been started under Task Order 1. In order allow
sufficient time to complete the tasks outlined in the Scope of Services above within this timeframe, approval
of Task Orders 2 and 3 must be authorized in September, with official Notice to Proceed on or before
October 1, 2009. Because of the quick turnaround for the EECS, it is important to note that all workshop dates must
be scheduled as close to the dates proposed below as possible. The City shall make the best possible effort to
assist in scheduling these workshops and getting the members of the Community Sustainability Plan Committee to
attend.
Energy Efftciency Conservation Strategy (EECS) Development Timeline
Task Management
DOE Approval of EECBG ApplicationlEECS Notice to Proceed August 5, 2009
Data Collection & Analysis October 16, 2009
Summarize Opportunities and Constraints (Submit TM-1) October 23, 2009
Conduct Visioning Workshop Week of October 26"x, 2009
Submit TM-2 November 6, 2009
Prepare Final Report November 16, 2009
Prepare Draft EECS * November 18, 2009
Prepare Final EECS & Activity Worksheets " November 30, 2009
Submit EECS to DOE' December 1, 2009
*TASK-ORDER 2, INCLUDED FOR REFERENCE
Exhibit A
Pa a 18 of 23
~~ .:~, rte. a =: :.r. ~~,, . .,~n- ~, .,ati 3~ P a g e
EECS Scope • Appendix A
Potential ProjectslStrategies for Inclusion in the EECS
(Sorted by eligible EECBGG activity categories)
Residential and Commercial Building Energy Audits
• Conducting energy Audits of Municipal Facilities
• .Better assessing internal energy demand
Material Conservation Programs
• Altering City-wide trash and recycling pick-up schedules to bolster recycling rates
• Enhancing existing recycling program at the airport
• Instituting pilot collaborations with local restaurants and hotels to enhance recycling
Reduction of Methane and Greenhouse Gases
• Using methane generated at the J. C. Elliott Landfill to meet on-site energy needs
Energy Efficiency Retrofit
• Making Green retrofits to City Hall and other City buildings
• Establishing a Municipal Facilities Lighting Retrofit Program
• Leveraging FAA funds to make additional upgrades at the airport
• Updating lighting and lavatory fixtures in the Police Department headquarters
• Updating lighting controls and lighting and lavatory fixtures at the American Bank Center
• Upgrading to VFD pumps at the water and wastewater plants
• Installing real-time electrical meters at the 6 wastewater plants
• Supporting construction (design already funded) to replace 4 tanks at each of 4 ground storage facilities
Energy Distribution Technologies
• Using a combination of wind, methane, and solar on exposed geomembrane to meet energy needs at the
Cefe Valenzuela Landfill
• Investigating the potential for:
o construction of an anaerobic digester
o use of biochar technology
o use of methane cogeneration technology
• Investigating the potential to install micro-turbines at the City's wastewater discharges
• Capitalizing on the City's existing license to install hydropower
Renewable Energy Technologies on Government Buildings
• Exploring the installation of rooftop solar PV on City Hall and the American Bank Center
• Exploring the installation of a solar ground array and/or solar powered site lighting at the airport
• Leveraging funds currently being sought by RTA for installation of solar generating capacity at the RTA
Headquarters
Energy Efficiency and Conservation Programs for Buildings and acilRie~ibit A
Pa a 19 of 23
• Addressing operations and maintenance (e.g. commissioning) of existing facilities
• Building pilot residential construction projects that use natural gas
• Leveraging/enhancing the existing Weatherization Assistance Program administered through Community
development
Building Codes and Inspections
• Auditing and updating existing Planning and Zoning codes to foster resource efficient development
• Auditing and updating existing building codes and inspection services to promote building energy efficiency
• Establishing a green building standard for all future Municipal construction
Traffic Signals and Street Lighting
• Upgrading to LED traffic signals and high pressure sodium street lighting on select thoroughfares
• Coordinating traffic signals
Development and Implementation of Transportation Programs
• Partnering with a private entity to construct a CNG fueling station
• Upgrading select fleet vehicles to CNG andlor supporting the purchase of high efficiency/low emissions
vehicles
• Facilitating the conversion/purchase of RTA vehicles to high efficiency andlor CNG vehicle (by leveraging
supporting infrastructure and services)
• Investing in improved technology and dispatch capabilities in order to reduce the number of EMS vehicles
responding to calls
• Developing/expanding the City's hike/bike trail network to reduce vehicular transportation
• Improving route structure and operations of City fleet
Financial Incentive Programs
• Working with local builders to incentivize natural gas projects
• Defining incentives for constructing to a green standard (e.g. fast track inspection/permitting)
Miscellaneous/Other
• Establishing an interdepartmental City Green Team
• Revising City landscaping practices to prioritize Xeriscaping to reduce demand of irrigation (and associated
energy expenditure)
• Using the Oso Creek Interpretive Center, a planned green building, as an education tool
• Developing new education and outreach programs
• Providing training opportunities for natural gas-related services
• Facilitating a collaboration between the Aviation Department and Del mar College to train turbine mechanics
(applicability to wind turbines)
• Switching to warm-mix rather than hot-mix asphalt
Exhibit A
Pa a 20 of 23
EECS Scope -Appendix B
Energy Advisory Committee Membership
Internai Members
*Note: During the kickoff meetings held August 14 and September 3, all participating representative
from City departments expressed willingness to serve on the Energy Advisory Committee.
Delegate City Department
1. Fred Segundo Aviation
2. John Moseley Police
3. Marc Solis SMG/American Bank Center
4. Foster Crowell Wastewater
5. Daniel Gallegos Community Development
6. Mark Van Vleck Water
7. Ricardo Guzman Gas
8. John Alexander Gas
9. Ed Leonard Stormwater
10. Richard Hooks Fire
11. Peggy Sumner Environmental Services
12. Constance Sanchez Financial
13. Jim Davis General Services
14. Pete Anaya Engineering Services
15. Lawrence Mikolajczyk Solid Waste
16. Ray Curran Parks and Recreation
17. Rudy Garza Intergovernmental Affairs
Proposed External Members (to be invited)
Delegate Affiliation
1. Crystal Lyons RTA Board
2. TBD AEP Texas
3. John Simms Nueces Electric Coop
4. TBD Port of Corpus Christi
Exhibit A
Pa a 21 of 23
EECS Scope -Appendix C
Proposed Community Sustainability Plan Committee Membership
Proposed Stakeholders (to be invited)
Private sector representatives
1. AEP
2. GlobalWatt
3. Industry sector (e.g. Sam Kane)
4. Financial sector
5. Development sector (e.g. Ingleside Redevelopment Authority; Braselton Homes)
6. Any large property owners (e.g. Ingleside Redevelopment Authority)
7. Any large neighborhood associations
Academic Institutions
8. TAMUCC {both administration and student grps.)
9. Del Mar (both administration and student grps.)
Prominent local institutions
10. NAVY
11. RTA
12. Port of CC
Nonprofit/community croups
13. Bay Area Smartgrowth Initiative
14. Coastal Bend Bays and Estuaries Program
15. CCA/SEA
16. Clean Economy Coalition
17. Surfrider Foundation
18. Audubon Society
19. Bold Futures delegate (Robert Gonzales?)
Trade oreanizations
20. AIA
21. ASCE
22. TSPE
23. Realtors Association
24. Farmers/ranchers/farmers market representatives
Governmental/resulatorv entities
25. Nueces Co.
26. San Pat Co.
27. Chamber(s) of Commerce Exhibit A
Pa a 22 of 23
28. Downtown Management District
29. EDC
30. TXDOT
Misc.
31. One or more independent school districts
32. LULAC
33. Media (Caller Timers; We the People)
Exhibit A
Pa a 23 of 23
Exhibit B
Mandatory Requirements
(Revised November, 2005)
INDEMNIFICATION AND HOLD HARMLESS
For non-professional services, Consultant agrees to indemnify, save harmless and
defend the City of Corpus Christi, and its agents, servants, and employees, and each of
them against and hold it and them harmless from any and all lawsuits, claims, demands,
liabilities, losses and expenses, including court costs and attorney fees, for or on
account of any injury to any person, or any death at any time resulting from such injury,
or any damage to any property, which may arise or which may be alleged to have arisen
out of or in connection with the work covered by this contract. For professional
services, Consultant agrees to indemnify, save harmless and defend the City of Corpus
Christi, and its agents, servants, and employees, and each of them against and hold it
and them harmless from any and all lawsuits, claims, demands, liabilities, losses and
expenses, including court costs and attorney fees, for or on account of any injury to any
person, or any death at any time resulting from such injury, or any damage to any
property, to the extent caused or alleged to have been caused by the Consultant's
negligent acts, errors or omissions in the performance of professional services under
this contract. The foregoing indemnity shall apply except if such injury, death or damage
is caused by the sole or concurrent negligence of the City of Corpus Christi, its agents,
servants or employees or any other person indemnified hereunder.
~~ SUPPLIER NUMBER
TO BE ASSIGNED BY~iT~-
-" = PURCHASING DIVISION
~.....~ CITY OF CORPUS CHRISTI
Ciry of
corpus DISCLOSURE OF INTEREST
Christi.
City of Corpus Christi Ordinance 17112, as amended, requires all persons or firms seeking to do
business with the City to pprovide the following information. Every question must be answered.
If the question is not a~~licable, answer with `NA". See reverse side for Filing Requirements,
Certifications and definitions.
COMPANY NAME: /,/~,~ ~~,,q;~ QPy,;,q 2nG
P. O. BOX:
STREET ADDRESS: ~t33'jy;~,,i2~cQ(~u~ CITY: Li~~s~~irdit~~-r ZIP: T~~7~
FIRM IS: 1. Corporation ~ 2. Partnership ^ 3. Sole Owner ^
4. Association 5. Other
DISCLOSURE QUESTIONS
If additional space is necessary, please use the reverse side of this pa e or attach separate sheet.
1. State the names of each `employee" of the City of Corpus Christi having an "ownership
interest" constituting 3% or more of the ownership in the above named "firm."
Name Job Title and City
~~ Department (if known)
2. State the names of each "official" of the City of Corpus Christi having an "ownership interest"
constituting 3% or more of the ownership in the above named "firm."
N~r~ Title
3. State the names of each "board member" of the City of Corpus Christi having an "ownership
interest" constituting 3% or more of the ownership in the above named "firm."
Name Board, Commission or
y/ Committee
4. State the names of each employee or officer of a "consultant" for the City of Corpus Christi
who worked on any matter related to the subject of this contract and has an "ownership
interest" constituting 3% or more of the ownership in the above named "firm."
N~/~ Consultant
FILING REQUIREMENTS
If a person who requests official action on a matter knows that the requested action will confer an
economic benefit on any City official or employee that is distinguishable from the effect that the
action will have on members of the public m general or a substantial segment thereof, you shall
disclose that fact in a signed writing to the City official, employee or body that has been
requested to act in the matter, unless the interest of the City official or employee in the matter is
apparent. The disclosure shall also be made in a signed writing filed with the City Secretary.
[Ethics Ordinance Section 2-349 (d)]
CERTIFICATION
I certify that all information provided is true and correct as of the date of this statement, that I
have not knowingly withheld disclosure of any information requested; and that supplemental
statements will be promptly submitted to the City of Corpus Christi, Texas as changes occur.
Certifying Person: Car/~ ~y~ ~/
(Type or Print)
Signature of Certifying
Person:
~r~
Title: vice ~s eS.,.ler~~"
Date: d 2~o y
DEFINITIONS
a. "Board member." A member of any board, commission, or committee appointed by the
City Council of the City of Corpus Christi, Texas.
b. "Economic benefit". An action that is likely to affect an economic interest if it is likely to
have an effect on that interest that is distinguishable from its effect on members of the public
in general or a substantial segment thereof.
"Employee." Any person employed by the City of Corpus Christi, Texas either on a full or
part-time basis, but not as an independent contractor.
d. "Firm." Any entity operated for economic gain, whether professional, industrial or
commercial, and whether established to produce or deal with a product or service, including
but not limited to, entities operated in the form of sole proprietorship, as self-employed
person, partnership, corporation, joint stock company, joint venture, receivership or trust, and
entities which for purposes of taxation are treated as non-profit organizations.
"Official." The Mayor, members of the City Council, City Manager, Deputy City
Manager, Assistant City Managers, Department and Division Heads, and Municipal Court
Judges of the City of Corpus Christi, Texas.
f. "Ownership Interest." Legal or equitable interest, whether actually or constructively held,
in a firm, including when such interest is held through an agent, trust, estate, or holding
entity. "Constructively held" refers to holdings or control established through voting trusts,
proxies, or special terms of venture or partnership agreements."
g. "Consultant." Any person or firm, such as engineers and architects, hired by the City of
Corpus Christi for the purpose of professional consultation and recommendation.