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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.