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HomeMy WebLinkAboutC2015-306 - 10/12/2015 - NA CITY OF CORPUS CHRISTI AMENDMENT NO. 1 TO CONTRACT FOR PROFESSIONAL SERVICES The City of Corpus Christi, Texas hereinafter called "City", and ALAN PLUMMER ASSOCIATES, INC., agree to the following amendments to the Contract for Professional Services for Preliminary Regulatory Evaluation for Pollywog Ponds Improvements (Proiect No. E13055), as authorized and administratively amended by: Original Contract June 14, 2013 Administrative Approval $25,000.00 EXHIBIT "A" SERVICES shall be amended as specified in in the attached Amendment No. 1 Exhibit "A". Exhibit "A", FEES shall be amended and is attached as Amendment No. 1 Exhibit "A" for a revised fee not to exceed $24,250.00 (Twenty-Four Thousand Two Hundred Fifty Dollars and Zero Cents), for a total restated fee not to exceed $49,250.00 (Forty-Nine Thousand Two Hundred Fifty Dollars and Zero Cents). Monthly invoices shall be submitted in accordance with the attached Exhibit "B". All other terms and conditions of the June 14, 2013 contract between the City and Engineer, and any amendments to that contract, which are not specifically addressed herein shall remain in full force and effect. CITY OF CORPUS CHRISTI AL N P ER ASSOCIATES, INC. NSA . tip5i5 Ronald L. Olson Date Rex H. Hunt, P.E. Date City Manager Principal 6300 La Calma, Suite 400 /I/IA Austin, TX 78752 Gustavo Gonzalez, P.E. Date (512)452-5905 Office Assistant City Man ge (512) 452-2325 Fax for P c rks& til,ies (0%2j - I I - i /Ott fc- Va ie H. Gray, . . Date Executive Director of P blic Works RECOMMENDED 4--7A-t-c----- Operat' g epa men, en Date APP ED AS TO LEGAL FORM �' 244,/ '7 i5 2Y As stant City AttorneDate for City Attorney 2015-306 10/12/15 AMEND. NO. 1 Page 1 of 2 Alan Plummer Associates Inc. EGULATORY EVALUATION FOR POLLYOWG PONDS IMPROVEMENTS\AMENDMENT NO 1\CONTRACT DOC INDEXED • APPR VE 0.147447., 61120 0 ice of Management and Budget •- 9 9 ATTEST .CSU. ebecca Huerta, City Se retary Project No: E13055 Accounting Unit: 4093-062 Account: 530000 Activity: E13055014093EXP Account Category: 50950 Fund Name: Water 2013 RV AMEND. NO. 1 Page 2 of 2 K:\ENGINEERING DATAEXCHANGE\JENNIFER\WATER\E13055 REGULATORY EVALUATION FOR POLLYOWG PONDS IMPROVEMENTS\AMENDMENT NO.1\CONTRACT.DOC • EXHIBIT A CITY OF CORPUS CHRISTI ASSISTANCE WITH RENEWAL OF PERMITS FOR DISPOSAL OF SOLIDS AND BENEFICIAL REUSE OF WATER AT POLLYWOG POND SCOPE OF SERVICES The City of Corpus Christi (CLIENT) owns and operates the O.N. Steven Water Treatment Plant (WTP). Residual wastes generated at the WTP are removed from the WTP via pipeline to Pollywog Ponds for disposal of solids and beneficial reuse of the water. Authorization from the Texas Commission on Environmental Quality (TCEQ) to conduct the disposal activities is required. The CLIENT has requested Alan Plummer Associates, Inc. (ENGINEER) to assist in renewal of the permit to dispose of WTP residuals. Described in this document are the BASIC SERVICES and budget for BASIC SERVICES the ENGINEER proposes to provide the CLIENT. SPECIAL SERVICES are those activities that are not anticipated to be required for renewal of the permit, but which could become necessary or desired later. SPECIAL SERVICES may include incorporation of significant changes to the facility such that an amendment of the permit is required. SPECIAL SERVICES are further defined later in this scope. If the CLIENT requests services not described as BASIC SERVICES, a separate scope and budget for such SPECIAL SERVICES will be prepared. BASIC SERVICES ENGINEER will prepare the renewal application for a TCEQ permit for Surface Disposal of Sludge for WTP and provide support during the processing of the renewal application. Two activities have been identified for this project. The tasks associated with these activities are described below. Activity A: Prepare Renewal Application for Surface Disposal of Sludge Permit The CLIENT is required to renew its Texas Pollutant Discharge Elimination System permit for Sludge Surface Disposal in order to send residuals generated at the WTP to Pollywog Pond. Two tasks are involved with the activity. AMEND. NO. 1 EXHIBIT"A" C:\Work\Water\E13055 PollywogPermitting\Proposed Agmt Pollywog Permitting_Renewal_Aug2015_Final.doc Page 1 of 7 Task 1: Obtain and Review Information ENGINEER will prepare and submit to CLIENT a request for information relating to the facility. Requested information will include, but may not be limited to, contact information for the permit, list of permits associated with the WTP, analytical data, updated site plans, and facility boundaries. ENGINEER will review the information received from CLIENT to determine if additional information is needed. If necessary, additional information will be requested by ENGINEER. Task 2: Prepare Permit Renewal Application Relevant information obtained in Task 1 will be entered into the appropriate permit renewal application form by ENGINEER. Required attachments to the application will also be prepared. Attachments required by the permit renewal application include, but are not limited to, original USGS topographic map, Natural Resources Conservation Service Soil Map, and a Federal Emergency Management Agency Map, history of the sludge disposal activities, and disposal unit liner. CLIENT will provide all analytical data, as required by the application. ENGINEER will review data. Analytical testing costs will be the responsibility of CLIENT. If the initial review of data indicates that the data is unacceptable for the application, ENGINEER will advise CLIENT that additional testing is needed. Additional testing costs will be the responsibility of CLIENT. Two copies of the renewal application will be provided to CLIENT for review. After receipt of comments from CLIENT, the application will be revised by ENGINEER as appropriate. An original and seven copies of the final application will be provided to CLIENT. Per TCEQ requirements, the original and four of the copies of the application must be submitted to the TCEQ. If requested to do so, ENGINEER will submit originals and copies of the application to the TCEQ on behalf of CLIENT. The application for renewal has a processing fee associated with it. The CLIENT will need to provide a check to the TCEQ to cover the cost of the fee. The renewal application must include a copy of the check. Permitting fees will be the responsibility of CLIENT. AMEND. NO. 1 EXHIBIT"A" 2 C:\Work\Water\E13055 PollywogPermitting\Proposed Agmt Pollywog Permitting_Renewal_Aug2015_Final.doc Page 2 of 7 ACTIVITY B: ASSIST IN PROCESSING THE APPLICATION This activity includes three tasks. The amount of work required to complete Activity B cannot be determined precisely. Activity B, therefore, provides for a reasonable level of effort to renew the permit. If required to provide more support than anticipated by the budget for Activity B, ENGINEER will be entitled to additional compensation. Activity B tasks are described below. Task 1: Provide Support for Administratively Complete Application The TCEQ will perform an administrative review of the permit renewal application. The administrative review may also include a limited technical review. The TCEQ will advise CLIENT of the results of the administrative review. If required, ENGINEER will assist CLIENT in preparing a response to the administrative review comments. Once the TCEQ is satisfied that all of the required information has been included, the TCEQ will declare the permit application to be administratively complete. Once the application is declared administratively complete, CLIENT will be required to publish a notice of the application in a local newspaper. It may also be necessary to publish the notice of the application in a Spanish-language newspaper. Previous applications for WTP did not require additional notice in a Spanish-language newspaper; however, if ENGINEER determines this notification is required, CLIENT will post a Spanish-language notice accordingly. Publication of the notice(s) and associated fees will be the responsibility of CLIENT. Task 2: Provide Technical Support during Processing ENGINEER will provide support during the completion of the TCEQ technical review and processing of the permit application. Support may include telephone conversations with TCEQ staff during the review process to answer questions regarding the application. When all technical reviews are completed, TCEQ will prepare an initial draft permit and provide a copy to CLIENT for review. ENGINEER will review the draft and assist CLIENT in the preparation of a written response to the TCEQ. CLIENT will be required to publish a notice of the draft permit in a local newspaper, and possibly in a Spanish language newspaper. Publication of this second notice and associated fees will be the responsibility of CLIENT. AMEND. NO. 1 EXHIBIT"A" 3 C:\Work\Water\E13055 PollywogPermitting\Proposed Agmt Pollywog Permitting_Renewal_Aug2015_Final.doc Page 3 of 7 • Task 3: Communications during Application Processing This task includes occasional telephone communications between ENGINEER and the TCEQ to discuss the status of the agency's review. It also includes conference calls with CLIENT during the technical review process to discuss application status and, as necessary, to develop strategies for responding to permit provisions proposed by TCEQ in the draft permit. SPECIAL SERVICES SPECIAL SERVICES are those that are not currently anticipated to be a part of the project to obtain the authorizations, but which could become necessary or desired at some time during the project. ENGINEER will perform SPECIAL SERVICES only as authorized to do so by CLIENT. If CLIENT requests SPECIAL SERVICES, ENGINEER will prepare a specific scope and budget for the services requested for review and approval of CLIENT prior to initiating the services. Following is a list of some of the SPECIAL SERVICES that might be needed or desired: • Field reconnaissance by ENGINEER to collect data or information not otherwise provided by CLIENT. • Development of additional documentation for permit amendments, should the TCEQ determine that permit amendments are necessary, or should CLIENT decide to pursue a permit amendment, rather than renewal of the permit. • Support during permit processing beyond BASIC SERVICES budgeted in Activities B and D (See PROJECT BUDGET below) • Meetings with CLIENT, or with the TCEQ or other regulatory authorities (the EPA, etc.) to discuss the permit. • Meetings or telephone calls with potential or actual protestants, or the development of public information or strategies to aid in avoiding protests. • Any application fee required by the TCEQ. • Costs for publication of notices of application or notices of the draft permits in a local newspaper. • Support, including, but not limited to, permitting, site surveys, design, and documentation, for facility expansions and improvements such as additional ponds. AMEND. NO. 1 EXHIBIT"A" 4 C:\Work\Water\E13055 PollywogPermitting\Proposed Agmt Pollywog Permitting_Renewal_Aug2015_Final.doc Page 4 of 7 • Support for issues relating to flood protection such as evaluation and design of any containment structure, berm stability testing, berm construction, or additional berm improvement design. • Support associated with removal, dewatering, and redistribution of facility lagoon residuals, potentially in existing ponds or other currently unidentified areas on the land owned by CLIENT. • Support related to any necessary steps for groundwater protection from contamination, including, but not limited to, design and installation of pond liners, monitoring wells, soil testing, and groundwater survey. • Support related to evaluating or maintaining the character of the wildlife and bird sanctuary, which may include meetings or telephone calls with Coastal Bend Bays and Estuaries Program (CBBEP) staff and/or the TCEQ, guidance associated with berm maintenance, roadway maintenance, biological surveys, or protection of wildlife during potential construction of facility expansion(s). There may be other potential SPECIAL SERVICES. Should CLIENT desire ENGINEER to perform SPECIAL SERVICES beyond the proposed budget for SPECIAL SERVICES, this contract may be amended to accommodate the additional work. PROJECT BUDGET The budget for BASIC SERVICES is summarized as follows: BASIC SERVICES Labor Activity A $ 13,100.00 (estimated 90 hours to complete) Activity B $ 10,200.00 (estimated 60 hours to complete) LABOR TOTAL $ 23,300.00 BASIC SERVICES Expenses Travel $ 350.00 Reproduction/Shipping $ 600.00 AMEND. NO. 1 EXHIBIT"A" 5 C:\Work\Water\E13055 PollywogPermitting\Proposed Agmt Pollywog Permitting_Renewal_Aug2015_Final.doc Page 5 of 7 • EXPENSES TOTAL $ 950.00 Total BASIC SERVICES $ 24,250.00 APAI will complete the above BASIC SERVICES on a cost-reimbursement basis. Personnel time will be billed at the rates presented in Exhibit B. Direct expenses will be billed at actual cost times 1.15. Mileage will be billed at the IRS allowable business rate. AMEND. NO. 1 EXHIBIT"A" 6 C:\Work\Water\E13055 PollywogPermitting\Proposed Agmt Pollywog Permitting_Renewal_Aug2015_Final.doc Page 6 of 7 EXHIBIT B ALAN PLUMMER ASSOCIATES, INC. HOURLY FEE SCHEDULE 2015 Staff Description Staff Code 2015 Rate Admin Staff A1-A3 $ 75.00 Senior Admin Staff A4 $ 102.00 Designer/Technician Cl-C2 $ 90.00 Senior Designer/Technician C3-C4 $ 115.00 Engineer-in-Training/Scientist-in-Training ES1-ES3 $ 115.00 Project Engineer/Scientist ES4 $ 135.00 Senior Project Engineer/Scientist ES5 $ 150.00 Project Manager ES6 $ 175.00 Senior Project Manager ES7 $ 218.00 Electrical Engineer EE1 $ 140.00 Senior Electrical Engineer EE2 $ 240.00 Structural Engineer SE1 $ 140.00 Senior Structural Engineer SE2 $ 210.00 Principal ES8-ES9 $ 260.00 Billing rates may be adjusted by up to 4 percent annually (at the beginning of each calendar year) during the term of this agreement. A multiplier of 1.15 will be applied to all direct expenses AMEND. NO. 1 EXHIBIT"A" 7 C:\Work\Water\E13055 PollywogPermitting\Proposed Agmt Pollywog Permitting_Renewal_Aug2015_Final.doc Page 7 of 7 Sample form for. COMPLETE PROJECT NAME Payment Request Revised 07/27/00 Project No.XXXX Invoice No. 12345 Invoice Date: Total Amount Previous Total Percent Basic Services: Contract Amd No. 1 Amd No. 2 Contract Invoiced Invoice Invoice Complete Preliminary Phase $1,000 $0 $0 $1,000 $0 $1,000 $1,000 100% Design Phase 2,000 1,000 0 3,000 1,000 500 1,500 50% Bid Phase 500 0 250 750 0 0 0 0% . Construction Phase 2,500 0 1,000 3,500 0 0 0 0% Subtotal Basic Services $6,000 $1,000 $1,250 $8,250 $750 $1,500 $2,500 30% Additional Services: Permitting $2,000 $0 $0 $2,000 $500 $0 $500 25% Warranty Phase 0 1,120 0 1,120 0 0 0 0% Inspection 0 0 1,627 1,627 0 0 0 0% Platting Survey TBD TBD TBD TBD TBD TBD TBD 0% O & M Manuals TBD TBD TBD TBD TBD TBD TBD 0% SCADA TBD TBD TBD TBD TBD TBD TBD 0% Subtotal Additional Services $2,000 $1,120 $1,627 $4,747 $500 $0 $500 11% Summary of Fees Basic Services Fees $6,000 $1,000 $1,250 $8,250 $750 $1,500 $2,500 30% Additional Services Fees 2,000 1,120 1,627 4,747 500 0 500 11% Total of Fees $8,000 $2,120 $2,877 $12,997 $1,250 $1,500 $3,000 23% . m i Ea o -1 c a SUPPLIER NUMBER TO BE ASSIGNED BY CITY 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. Everyquestion must be answered. If the question is not applicable, answer with "NA". See reverse side for Filing Requirements. Certifications and definitions. COMPANY NAME: Alan Plummer Associates,Inc. P.O.BOX: N/A STREET ADDRESS: 6300 La Calma Drive, CITY: Austin ZIP: 78752 Suite 400 FIRM IS: I. 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 Cityof 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) /tA 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 /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 NA 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 NA • 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 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: Rex Hunt,P.E. Title: Principal (Two or Print) Signature of Certifying Date: 2121 I1 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. 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. 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.