HomeMy WebLinkAboutC2011-189 - 6/9/2011 - NAAmendment No. 3
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 and administratively amended February 4, 2010:
Additional Services Task 3B - 2011 Annual Hurricane Season Implementation Services is
authorized. The scope of work is set forth in the proposal letter attached as Exhibit A -3.
Article III is amended to read:
ARTICLE III - FEES AUTHORIZED
The City will pay the Consultant an additional not to exceed fee of 40,000.00 for a restated
not to exceed total fee of $201,800.00. 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;
a fee for Amendment No. 2 in an amount not to exceed $37,800.00; and
a fee for Amendment No. 3 in an amount not to exceed $40,000.00.
The Consultant will provide Task B3 - 2011 Annual Hurricane Season Implementation
Services as part of this amendment. The Scope of Work will be as stated by Section C of
Exhibit A of the original contract for Years 2 -5 (2009 -2012) Basic Services.
The table "Summary of Fees" shall be used when calculating the fee due for the 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.
2011 -189
06/09/11
HDR Engineering .
INDEXED
Page 9 of 3
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
natural or man - 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 may be requested by the
City.
Summary of Fees:
Tasks
I Description Fee
BASIC SERVICES
A
Contract Development, Regulatory Review,
RFPIRFQ Preparation, Contracting Assistance
& Annual Workshop
$88,500
BASIC SERVICES SUBTOTAL
$88,800
ADDITIONAL SERVICES
Amendment No. 1
131
Contractor Monitoring & Management Support
To Be Negotiated/Authorized
B2
Debris Management per FEMA Pilot Program
To Be Negotiated/Authorized
B3
Annual Hurricane Season Implementation
$35,500
134
Annual Contract Review
To Be Negotiated/Authorized
B5
Management of Contractor Services
To Be Ne otiatedlAuthorized
Amendment No. 2
ADDITIONAL SERVICES
133 Annual Hurricane Season Implementation 2010
$37,800
Amendment No. 2 Total
$37,800
ADDITIONAL SERVICES SUBTOTAL
$73,300
Amendment No. 3
ADDITIONAL SERVICES
133
Annual Hurricane Season Implementation 2011
$40,000
ADDITIONAL SERVICES SUBTOTAL
$113
TOTAL
$201
Page 2 of 3
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.
CITY OF CORPUS HRIST
By: /Ux
Juan Perales, .E. Date
Assistant Ci Manager
HDR ENGINEER NG, INC.
Authorized Representative Date
ATTEST:
City Secretary Date
APPROVE AS TO FORM:
Assistant City Attorney gai
RECOMM DED:
Pete Anaya. P.E., Date
Director — Engineering Services
Funding: 530000 -1020 -12520 Solid Waste $11,000;
530000 - 1020 -12480 Streets $11,000;
530000 -4300 -32000 Storm Water $6,000;
530000- 4010 -30000 Water $6,000; and
530000- 4200 -33000 Wastewater $6,000.
Page 3 of 3
Febru ary 7, 2011
Mr. Kevin Stowers
Department of Engineering Services
`City of Corpus Christi.
P.O. Box 9277
Corpus Christi Texas 78469 -9277
RE: PRE- POSITIONED CONTRACTS FOR POST- HURRICANEIDISASTER
RECOVERY — YEAR 4 (2011). HURRICANE SEASON MAINTENANCE..
Dear Mr. Stowers:
It is time to. initiate the maintenance. activity for the City, of. Corpus Christi's Pfe- Positioned
.: Contract's for Post- Hurricane /Disaster Recovery Operations in preparation for the 2011
hurricane season. This letter provides a very brief summary of the work that is to be done in
2011 the fourth. year of the five -year contract period. We can begin, the work as soon as. the.
City executes.. the Amendment to our existing contract and gives us the authorization to
Proceed.
HDR. Engineering, Inc. is' currently under contract to manage the City's Pre-Positioned.
Hurricane /Disaster Recovery Contracts through 2012. 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 theL start .of the 2011 hurricane
season, we must receive the City's' authorization'. to proceed within the next few weeks. - We
1 target mid -June as the completion date since all of the statewide and countywide plaruiing
- activities and'conferences typically. are fnished.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 4.. The detailed scope of
work is included in the contract documents.
1. Review the preparedness, response, and recovery activities associated. with the response
lo impacts from hurricanes in 2010 to see what, if any, adjustments to the pre- positioned
contracts might be necessary or desirable' for 2011.
Exhibit A -3
555 N Carancahua . P o - i a5• 1
HOR Engineering, Ioc, Suite 1650 F 1
Corpus Christi TX 7.8401-D850 www.hdrinc:corn
Kevin Stowers
February 7, 2011
Page 2
2. Review of the debris management and hazardous materials collection and disposal
contract with DRC USA, Inc. to determine if any adjustments are necessary:
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 2011 contracts.
5. Coordinate a pre- season hurricane recovery workshop and damage assessment refresher
training for City staff and contractors.
6. Provide pre -event and post -event assistance to the City in coordinating the program and
managing contractor 1 consultant activities.
We would like to have an initial planning meeting with you and key staff as soon as the work
for 2011 is authorized.
H. FEE
The contract documents include detailed -descriptions of the basic services and potential
additional services associated with the program. Those documents also establish the fees for
each year of the 5 -year program that began in 2008, applying a reasonable inflation adjustment
for successive years. As shown in the anginal submittal, we propose a lump sum fee of
$40,000, for 2011. .
III.. SCHEDULE
We will use this schedule. far initial planning and refine it as the work progresses. Deep 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: March 1 Year 4 work authorized
2. March 15 Initial planning meeting to finalize debris/hazmat and damage
assessment contract needs for 2010
3. May 1 Recertify debris/hazmat and damage assessment contractors .
4. June 1 Complete pre - season contracting and planning
5. June 8 Hurricane recovery workshop
Exhibit A -3
HHR Engine a ring, Inc. Page 2 of 3
Kevin Stowers
February 7, 2011
Page 3
1 g ,
I trust that this provides all of the `information necessary to allow the City to issue a Contract
Amendment and Notice to.Proceed for Year 4 of the pre- positioned contract program. I'm .:
available at your convenience to discuss airy part of the project or provide any other
information necessary to. support the City's disaster recovery planning process. Please feel free
to contact me by telephone at 956 - 233 -9931 or by e -mail at Tom.Rodino @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 201.0.
Sincerely,
HDR ENGINEERING, INC.
1
David C. Weston
Vice President
Attachment: Draft Amendment No. 3
cc:. City of Corpus Christi'— Chief Richard Hooks, Mr. Randy Sijansky
HDR — Carl Crull Scott Harris
SUPPLIER NUMBER
TO BE ASSIGNED BY - CTrY —
PURCHASING DIVISION
City of CITY OF CORPUS CHRISTI
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 provide the following information. Every question must be answered.
If the question is not app icable, answer with "NA ". See reverse sl c for Filing Requirements,
Certifications and definitions.
COMPANY NAME: `/0 7 nG l ll
P. O. sox:
STREET ADDRESS: �S� �C � e1r,1 CITY - /' fp ' !'T ZIP: TV61-
FIRM IS: 1. Corporation 2. Partnership ❑ 3. Sole Owner E] 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 Job Title and City
10,14 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."
0 , 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
,� l� 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 subieet of this contract and has an ownership
interest" constituting 3% or more of the ownership in the above named "firm."
Na e 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 in general or a substantial segment thereof, you shal l
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: L`� Title:
(Type or Print)
Signature of Certifying Date:
Person:
DEFINITIONS
a. "Board member." A member of any board, commission, or committee appointed by the
City Council of the City of Corpus Christi, Texas.
"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.
"Official." The Mayor, members of the City Council, City Manager, Deputy City
Manager, Assistant City Managers, Department and Division Heads, and Municipal Court
.fudges 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.