HomeMy WebLinkAboutC2010-062 - 2/4/2010 - NAAmendment No. 2
PRE-PLANNING FOR EMERGENCY RECOVERY OPERATIONS
AGREEMENT FOR ENGINEERING SERVICES
The City of Corpus Christi, Texas, hereinafter called "City", and HDR Engineering, Inc.,
hereinafter collectively called "Engineer", hereby agree to the amendment of the original
contract approved by Motion 2008-039 on February 29, 2008 and administratively
amended March 6, 2009:
Additional Services Task 3B - 2009 Annual Hurricane Season Implementation Services is
authorized. The scope of work is set forth in the proposal letter attached as Exhibit A-1.
Article III is amended to read:
ARTICLE III -FEES AUTHORIZED
The City will pay the Consultant an additional not to exceed fee of 35,500.00 for a restated
not to exceed total fee of $122,000.00. This fee will be full and total compensation for all
services provided and expenses incurred in performing the tasks specified.
The fee consists of:
an .original contract fee of $88,500.00;
a fee for Amendment No. 1 in an amount not to exceed $35,500.00; and
a fee for Amendment No. 2 in an amount not to exceed $37,800.00.
The Consultant will provide Task B3 - 2009 Annual Hurricane Season Implementation
Services as part of this amendment,.
The table."Summary of Fees" shall be used when calculating the fee due forthe proportion
of services completed. The City shall make prompt payments in response to Consultant's
statements for Professional Services.
Billing for services provided will be based on the Consultant's estimate of the percent of
services complete at the time of billing. Engineer will submit monthly statements for work
authorized by the City Engineer and performed by the Consultant. The statement will be
based upon Consultant's estimate and concurrence by the City of the proportion of the total
services actually completed at the time of billing. The City will make prompt monthly
payments in response to Consultant's monthly invoices.
All invoices shall be accompanied by a cover letter summarizing the fee in accordance with
the Summary Schedule of Fees. Invoices will be sequentially numbered for each project
and state the project name. The letter shall state the number of the current invoice, the
contract fee for each task, the amount previously invoiced for each task, and the current
amount due. Invoices may be organized as required to accommodate funding sources.
Contractor management services will be authorized, at the sole discretion of the City
Manager, or his designee, in the event of a hurricane, tornado, flooding, or other major
2010-062
02/04/10
HDR Engineering
Page 1~~nF~n
natural orman-caused disaster. The Engineer may be verbally directed to initiate services
pending the issuance of a future amendment in writing.
Time and material components will include those services provided in association with a
specific event. These will include (a) pre-event mobilization, (b) coordination of DAT
activities, (c) management of the contract operations center to coordinate response
contractors, (d) select monitoring of the contractors operations, (e) coordination with FEMA
and the state on reimbursement issues, and (f) other services as maybe requested by the
City.
Summary of Fees:
Tasks Descri tion Fee
BASIC SERVICES
A Contract Development, Regulatory Review,
RFP/RFQ Preparation, Contracting Assistance
& Annual Workshop $88,500
BASIC SERVICES SUBTOTAL $88,500
ADDITIONAL SERVICES
Amendment No. 1
B1 Contractor Monitorin &Mana ement Su ort To Be Ne otiated/Authorized
B2 Debris Mana ement per FEMA Pilot Pro ram To Be Ne otiated/Authorized
B3 Annual Hurricane Season Implementation $35,500
B4 Annual Contract Review To Be Ne otiated/Authorized
B5 Mana ement of Contractor Services To Be Ne otiated/Authorized
Amendment No. 2
ADDITIONAL SERVICES
B3 Annual Hurricane Season Im lementation 2010 $37,800
Amendment No. 2 Total $37,800
ADDITIONAL SERVICES SUBTOTAL $73,300
TOTAL $161,800
All other terms and conditions of the February 29, 2008 contract, as amended, between the
City and Consultant will remain in full force and effect.
(Signatures on following page.)
Page 2 of 3
CITY OF CORP S C~H~RJISTI
gy_ .~ ~/.~-- Z ~ ~~f0
Juan Pera s, P.E. Date
Assistant City Manager
ATTEST:
City Secre ary Date
APPROVED AS TO FORM:
~,
F ~~
Assi ant City Attorney Date
RECOMM NDED:
!Z
Pete Anaya. P.E., Date
Director -Engineering Services
~~~ ~ 1/2 `2 j% ~
~~ Da ~,~~ l~ ~ 7
L 90~~3~~~'~
HDR ENGINEERIN , I
~Zfl/r~
By:
Authorized epresentative Date
Page 3 of 3
January 12~ 2010
Mr.. Kevin Stowers -
Department of Engineering Services
City of Corpus Christi
P.O. Box 9277
Corpus .Christi, Texas: 78469-9277
P49391
RE: PRE-POSITIONED CONTRACTS FOR POST-HURRICANE/DISASTER
RECOVERY -YEAR 3 (2010) HURRICANE SEASON MAINTENANCE
Dear Mr. Stowers:
It is time.. to initiate the maintenance activity for ,the City of Corpus Christi's Pre-Positioned
Contracts for Post-Hurricane/Disaster Recovery Operations in preparation for the. 2010
hurricane season. This letter provides a very brief summary of-the work that is to be done iri
201.0; the third year of the 5-year contract period. We can begin the work. as soon' as the City
executes he Amendment to our existing contract and gives us-the authorization to proceed.
HDR: Engineering, Inc. is currently under contract to manage the Cites -Pre-Positioned
Hurricane/Disaster Recovery Contracts through this year. Our contract spells out the services
and provides the fee basis for ,the entire period, subject to annual authorization by the City
through an amendment to the contract.
In order to'have all of the`pre-positioned contracts in place by the start of the2010 hurricane
season, we must receive the Cites authorization to proceed within the .next few weeks. We
'target mid-June as the completion date .since all of the .'statewide and countywide planning
activities and conferences typically-are finished by early June and hurricane activity in the Gulf
of Mexico in June is rare. "The following sections describe, in general, the'work to be done and
a schedule .that we will endeavor to meet.
I. SCOPE OF WORK
Here is a very brief summary of the. work we expect to do in Year 3. The detailed scope
of work is included in the contract, documents for Years 2-5 (2009-2012).
1. Review the preparedness, .response, and recovery activities associated with the
..response to impacts from hurricanes in 2009 to see what, if any, adjustments to
the pre-positioned contracts might be necessary or desirable for 2010.
2. Review of the debris .management and hazardous materials collection and
disposal contract with DRC USA, Inc. to determine if any adjustments are
necessary.-
HDR Engineering, Inc.
555 N Carancahua Phone..{361)857-2211
Suite 1650 Fax: {361} 857-7234
Corpus Christi. TX 78478-p070 www:hdrinc.com
Mr. Kevin Stowers
January 12, 2010
Page 2
3. Conduct the annual review of the damage assessment program and .the contracts
and verify that the firms under contract remain capable of providing the
necessary services.
4. Provide an updated contractor contact information and program guidance
booklet for the 2010 contracts..
5. Coordinate apre-season hurricane recovery workshop and damage assessment
refresher training for City staff and contractors.
We would like to have an initial planning meeting with you and key staff as soon as the
work for 2010 is authorized:
II. FEE
The contract documents include detailed descriptions of the basic. services associated
with the program. Those documents also establish the fees for each year of the S-year
program that began in .2008, applying. a reasonable inflation adjustment for successive
years. As shown in the original submittal, we propose a lump sum fee of $37,800 for
2010:..
III. SCHEDULE
We will use this schedule for initial planning. and refine it as the work progresses. Keep
in mind that some of the .work, such as designating potential TDSRS locations will
require significant input from and coordination with key City. staff members. Their
schedules as well as ours. will impact the overall timing for the work.-
With a prompt start, it should be possible to have. all of the contracts in place and the
training completed in mid-June: These are the target dates:
1. February 15 Year 5 work authorized
2. March 1 Initial planning meeting to finalize debris/hazmat and damage
assessment contract needs for 2010
3. April 1 Recertify debris/hazmat and damage assessment contractors
4: June 1 Complete pre-season contracting and planning
5. June 15 Hurricane recovery workshop
I trust that this. provides ail of the information necessary to allow the City to' issue a Contract
Amendment and Notice to Proceed for Year' 3 of the pre-positioned contract program. I'm
available at -your convenience to discuss any part of the project or provide any other
HDREngineering,lnc.
Mr. Kevin Stowers
January 12, 2Q 10
Page 3
information necessary to support the City's disaster recovery planning process. Please feel free
to contact Tom Rodino by telephone at 956-233-9931 or by email at tom.rodino(r,~,hdrinc.com.
We look forward to working with you to ensure that the City of Corpus Christi is as prepared as
possible for hurricanes or other disasters in 2010.
Sincerely,
HDR ENGINEERING, INC. -
/1 y~ fur
Capt: Thomas B. Rodino (USCG-Retired)
Disaster Recovery Program 1Vlanager
~%2%Y/
Carl E. Crull, PE
Vice President
TBR1db1
Enclosures: Draft Amendment No. 2
cc: City. of Corpus Christi-Chief Richard Hooks, Mr. Randy Sijansky
HDR -Natasha Fudge., PE; Scott- Harris, PE
HDR Engineering, Inc.
~lIWl~~ SUPPLIER NUMBER
!I. TO BE ASSIGNED BYZTTY-
_ ~ PURCHASING DNISION
w~.-
City of CITY OF CORPUS CHRISTI
~~~' ~ DISCLOSURE OF INTEREST
City of Corpus Christi Ordinance 17112, as amended, requires all persons or firms seeking to do business with
the City to provide the following information. Every question must be answered. If the question is not
applicable, answer with "NA". See reverse side for Filing Requirements, Certifications and definitions.
COMPANY NAME:
P. O. BOX:
HDR Engineering, Inc.
STREET ADDRESS: 555 N. Carancahua, Suite 1650
CITY: Corpus Christi ZIP: 78478
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 page 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
N/A
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."
Name Title
N/A
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 Committee
N/A
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."
Name Consultant
N/A
Page 1 of 2
FILING REQUIl2EMENTS
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: Carl E. Crull, P.E. Title: Vice President
(Type or Print)
Signature of Certifying Date:
Person:
DEFINITIONS
t2//~v
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.
c. "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.
e. "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.
"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.
Page 2 of 2