HomeMy WebLinkAboutResolution - 2021-R0206 - Amendment No. 1 to Contract 15597 with HDR Engineering 6.8.2021Resolution No. 2021-110206
Item No. 7.16
June 8, 2021 RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute
and on behalf of the City of Lubbock, Amendment No. 1 to a Professional Service Contract P
15597 for dam inspection and evaluation and related services, by and between the City
Lubbock and HDR Engineering, Inc., and related documents. Said Contract Amendment
attached hereto and incorporated in this resolution as if fully set forth herein and shall
included in the minutes of the City Council.
Passed by the City Council on June 8 , 2021.
DANIEL M. POPE, MAYOR
ATTEST:
RebAcca Garza, City S413ary
APPROVED AS TO CONTENT:
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Jesica McEachern, Assistant City Manager
APPROVED AS TO FORM:
Amy L s, uty City Attorney
RESPS Contract-HDR (5.14.21)
STATE OF TEXAS
COUNTY OF LUBBOCK
AMENDMENT NO. 1
TO PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF LUBBOCK AND
HDR ENGINEERING, INC.
This First Amendment to Agreement is entered into this L2 day of June, 2021 between
the City of Lubbock, a Texas municipal corporation (hereinafter called "the City") and HDR
Engineering, Inc. (the "Engineer"), a Nebraska corporation.
WHEREAS, the Engineer and the City have previously entered into Agreement (Contract
#15597) dated October 30, 2020 (hereinafter called "the Original Agreement"); and
WHEREAS, the City and the Engineer hereby desire to amend said Agreement.
NOW THEREFORE, the City and the Engineer hereby agree to amend the Original
Agreement as follows:
1) ARTICLE I. TERM is deleted in its entirety and replaced with the following:
The term of this Contract commences on the Effective Date and continues without
interruption for a term of 12 months, as set forth in Exhibit "A-1", attached to and
made a part of this Agreement for all purposes. If the ENGINEER determines that
additional time is required to complete the Services, the Director of Water
Utilities may, but is not obligated to, in his discretion, execute an agreement to
grant up to an additional six (6) months of time so long as the amount of the
consideration does not increase. An amendment to this Agreement resulting in an
increase in the amount of the consideration must be approved by the City acting
through its governing body.
2) ARTICLE II. SERVICES AND COMPENSATION is deleted in its entirety and
replaced with the following:
A. ENGINEER shall conduct all activities and within such timeframes as set forth
on Exhibit "A-1", attached hereto (the "Services").
B. ENGINEER shall receive as consideration to be paid for the performance of
the Services set forth in Exhibit "B-1". In no event shall the total compensation
paid to Engineer pursuant to this Contract exceed seventy-one thousand three -
hundred and thirty-one dollars ($71,331).
Amendment No. 1— HDR Dam Inspection & Evaluation Services
3) Except as specifically amended or modified hereby, all of the terms and
provisions of the Agreement shall remain valid and in full force and effect as
originally provided.
IN WITNESS WHEREOF, the parties have executed this Agreement by their duly
authorized representatives as of the date fast written above.
ATTEST:
Rebkpa Garza, City Sect eta
APPROVED AS TO CONTENT:
Gr.
Aubrey A. S Vr,
P.E., Dilector of Water Utilities
TO
Attorney
CITY OF L OCK
Daniel M. Pope, Mayor
jTodd
WWamx,eering, Inc. PE Associate Vice President
Amendment No. 1 — HDR Dam Inspection & Evaluation Services
Exhibit A-1
(Contract Amendment No. 1)
Dam Inspection and Evaluation
Scope of Services
Task 1- John T. Montford Dam Inspection (COMPLETED)
Background
HDR Engineering, Inc. (HDR) performed inspections of John T. Montford Dam in 2005 and
2010 on behalf of the City of Lubbock (City). The City has requested that HDR perform an
additional inspection and prepare a report documenting findings of the inspection.
Project Scope of Work
To accomplish the project purpose, the following subtasks will be completed. The definition of
Project in this scope of work is performance of an inspection of John T. Montford Dam.
Subtask 1. Project Management, QA/QC, and Communication
1. Provide management of HDR resources to meet the technical, financial, and schedule of the
Project. This will include the overall management of the Project and the specialized
discipline team(s) responsible for the development of the Project.
2. Conduct three project meetings listed as below. Each meeting will be conducted remotely
(Webex teleconference) and is anticipated to last approximately one hour.
i. Project kick-off meeting with City personnel to discuss Project expectations, goals,
schedule, and deliverables;
ii. Pre -inspection meeting with City personnel to discuss schedule and logistics; and
iii. Review of City comments on draft inspection report.
3. Develop all meeting agendas, meeting notes, and other applicable information pertaining to
each meeting and distribute at least 24 hours in advance of any meetings.
4. Project administration and quality assurance/quality control (QA/QC) activities will be
performed under this task.
Subtask 2. Dam Inspection
1. Review existing project information including plans and specifications, as -built drawings,
construction records, photographs, previous inspection reports, instrumentation data and
reports, operation and maintenance (O&M) records, and emergency action plan. The City
shall make these items available to HDR for review at the Project office the day prior to the
inspection or earlier if possible.
2. Prepare inspection plan and checklist.
3. Perform detailed, on -site visual inspection of dam and appurtenant structures. Visual
inspection will be conducted on components that are readily discernible by external visual
inspection through reasonable efforts and cannot detect hidden, covered, inaccessible, or
Amendment No. 1 — HDR Dam Inspection & Evaluation Services
internal structural or material defects, corrosion or damages in components, embedment,
reinforcing, anchorages and part of equipment, structures, or mechanisms being inspected or
other inaccessible components.
4. Obtain photographic documentation of the dam and appurtenant structures during the
inspection.
Subtask 3. Dam Inspection Report/Presentation
1. Prepare site plan drawing(s) indicating the location and orientation of inspection
photographs.
2. Review and make recommendations for updating the existing O&M manual for the dam and
appurtenant structures.
3. Develop recommendations for instrumentation monitoring and data collection frequency.
4. Prepare a prioritized list of action items with recommended timeframes for addressing each
item.
5. Prepare Draft Inspection Report for City review. Provide one (1) electronic copy of Draft
Report.
6. Finalize Inspection Report after receiving City's review comments. Provide three (3)
hardcopies of Final Report. Provide electronic `pdf f le of report and inspection
photographs on a CD.
7. A registered professional engineer in the state of Texas shall be responsible for the
development of the Draft Report and shall seal the Final Inspection Reports.
8. Present dam inspection findings in a face-to-face meeting with the Lubbock Water Advisory
Commission (LWAC).
Items Not Included in the Scope
Engineering support services related to litigation is not included in the scope of this agreement.
In the event Engineer is required to respond to a subpoena, government inquiry or other legal
process related to the services in connection with a legal or dispute resolution proceeding to
which Engineer is not a party, City may amend this agreement to compensate Engineer for
engineering services including gathering information and expert witness services when attending
depositions, hearings, and trial.
Other specific tasks that are not a part of this Scope of Services include, but are not necessarily
limited to:
A. Geotechnical investigations and analyses;
B. Surveying;
C. Underwater inspections;
D. Inspection of confined spaces, such as intake towers, deep manholes and outlet conduits;
E. Obtaining current readings of instrumentation devices; and
F. Failure mode analyses and risk assessment.
Deliverable
The results of Subtask 3 will be documented in a technical report, submitted as a draft (Word
doc) for review by the City. The HDR Team will respond to comments and prepare a final
Amendment No. 1— HDR Dam Inspection & Evaluation Services 4
technical report within ten business days of receiving the City's comments. The final technical
report will be delivered in electronic portable document format (pdf).
Schedule
City Approval of Professional Services Agreement: Notice to Proceed
Review of Existing Information and Inspection: Within 14 days after NTP
Draft Report to City for Review: Within 60 days after NTP
Final Report to City: 10 days after receipt of comments
Task 2 — Jim Bertram Lake System, Dam 6 Breach Analysis f COMPLETED)
Background
HDR Engineering, Inc. (HDR) previously performed dam breach analyses of Dams 2 and 3 of
the Jim Bertram Lake System on behalf of the City of Lubbock (City). The City has requested
that HDR perform a breach analysis of Dam 6 with the purpose of evaluation of inundation at the
City's Southeast Water Reclamation Plant (SWRP) but also with the goal of including the results
in a revised Emergency Action Plan.
Project Scope of Work
To accomplish the Project purpose and goal, the following subtasks will be completed. The
definition of Project in this scope of work is performance of a breach analysis of Dam 6.
Subtask 1. Project Management, QA/QC, and Communication
1. Provide management of HDR resources to meet the technical, financial, and schedule
requirements of the Project. This will include the overall management of the Project and the
specialized discipline team(s) responsible for the development of the Project.
2. Project administration and quality assurance/quality control (QA/QC) activities will be
performed under this task.
Meetings between the City and HDR staff over the course of the work are not anticipated. The
results of the analysis could be included in the presentation to the LWAC under Task 1.
Subtask 2. Dam Breach Analysis
1. Data collection. HDR will review as -built plans of the dam, reservoir stage -storage -
discharge curves and topographic data (LiDAR data) of the area downstream of the dam
(USGS, 2018).
2. Perform dam breach analysis using an empirical equation in accordance with the "Simplified
Method" of the TCEQ Hydrologic and Hydraulic Guidelines for Dams in Texas (January
2007). A 1-dimensional steady-state hydraulic model will be developed using the computer
program HEC-RAS using the LiDAR data from the toe of the dam to a distance dictated by
TCEQ guidelines. Roughness coefficients will be assigned to the model geometry based on
readily available aerial imagery. A peak dam breach discharge will be applied at the
upstream end of the model (at the dam) and attenuation will be modeled downstream.
3. Preparation of a dam breach inundation map. The breach inundation boundary from the
HEC-RAS analysis will be exported into a GIS shapefile. Post -processing of the shapefile
will be performed to remove inconsistencies. Dam breach inundation maps, including depths
Amendment No. 1 — HDR Dam Inspection & Evaluation Services
of inundation at key locations determined by HDR as well as at the SWRP, will be
developed. These maps could be included in an Emergency Action Plan to be prepared by the
City.
4. A technical memorandum will be prepared presenting the results of the analysis, the
inundation maps, as well as a description of the methodologies used in the analysis. The
memorandum will be presented to the City in draft format (Word doc) for review and
comment. Following discussion and resolution of comments, via teleconference or email
exchange, the memorandum will be finalized and submitted to the City in portable document
format (pdf).
Deliverable
As described above, the results of Subtask 2 will be documented in a technical report, submitted
as a draft (Word doc) for review by the City. The HDR Team will respond to comments and
prepare a final technical report within ten business days of receiving the City's comments. The
final technical report will be delivered in pdf.
Schedule
City Approval of Professional Services Agreement: Notice to Proceed
Review of Existing Information and Inspection: Within 14 days after NTP
Draft Report to City for Review: Within 60 days after NTP
Final Report to City: 10 days after receipt of comments.
Task 3 - John T. Montford Dam Surveillance and Monitoring Plan
Background
The City of Lubbock (City) has requested HDR Engineering, Inc. (HDR) to prepare a
Surveillance and Monitoring Plan (SMP) that documents current procedures and, where
applicable, provides refinements for periodic inspections of John T. Montford Dam (dam) by
City personnel, monitoring of existing instrumentation, reduction and evaluation of
instrumentation data, and storage of inspection and monitoring records in the City's filing
system. The SMP will be developed such that it could be incorporated into an overall operating
plan for the dam.
Project Scope of Work
The project scope of work consists of developing an SMP for the dam that documents procedures
for (1) observations to be made of the dam with respect to dam safety, (2) reading of existing
instrumentation and evaluation of data, and (3) reporting and long-term storage of observations
and monitoring data. To accomplish the project purpose, the following subtasks will be
performed.
Subtask 1. Interview Staff — Process Flow
HDR will interview City staff via phone or remote conferencing to gather relevant information.
Anticipated interviews include the dam tender and those in the Water Engineering department
that receive data from the field. The purpose of these interviews will be to determine existing
procedures in place for data collection, reduction, review, and archival/storage and to identify
Amendment No. 1 — HDR Dam Inspection & Evaluation Services 6
existing instrumentation data available in the City files (spreadsheets and/or other electronic data
pertaining to the slope inclinometers and tilt meters).
Required from the City: The City will identify key staff and assist HDR in scheduling the
interviews.
Deliverable: HDR will prepare a summary of notes taken during the interviews.
Assumptions: HDR anticipates multiple interviews not exceeding 3 hours in total length.
Subtask 2. Assemble Instrumentation Information
HDR will prepare a data request identifying the types of information required. After receipt of
the information from the City, HDR will organize information regarding existing
instrumentation (plans, equipment related to instrumentation, and software related to
instrumentation). This information will be used to establish an inventory of the instrumentation
currently available, and document those instruments that no longer function.
Required from the City: The City will provide copies of the information required or will
otherwise provide the necessary access of the information to HDR.
Deliverable: HDR will include the assembled information as one or more appendices in the plan.
Subtask 3. Establish Threshold and Action Levels
HDR will review historical data and provide revisions to existing spreadsheet formats to include
plots of readings vs. time and threshold and action levels. Threshold and action levels will be
based on historical readings, including statistical analyses as appropriate, and design values used
in the design of the dam. HDR may recommend other modifications of the data presentation to
accommodate the surveillance and monitoring plan.
Required from the City: The City will provide digital copies of available spreadsheets or other
electronic files containing historical monitoring data from the dam. The City will also provide
HDR with a copy of the Design Report for the dam.
Deliverable: HDR will provide revised spreadsheets to facilitate ongoing surveillance and
monitoring, and archival of the data.
Subtask 4. Develop the Surveillance and Monitoring Plan
HDR will utilize the information from Subtasks 1, 2 and 3 to develop an SMP for the John T.
Montford Dam (see outline attached to this Scope of Work). HDR will submit the SMP in draft
form for review and comment, followed by comment resolution and finalization of the SMP.
The SMP will consist of three sections, detailed below, and appendices containing inspection
forms and details of instrumentation. The SMP will be completed in accordance with current
dam safety guidelines including those promulgated by the Texas Commission on Environmental
Quality Dam Safety Program.
Required from the City: The City will provide timely review and comments on the draft SMP,
including compiling and reconciling comments from City staff into a single document.
Deliverable: HDR will provide a draft SMP in Word format for review by the City (using track
changes) and a final copy of the SMP in PDF format. No hard copies will be provided.
Assumptions: The City will provide electronic copies of inspection checklists currently used by
City personnel. Review by City of draft will take no longer than 3 weeks.
Amendment No. 1— HDR Dam Inspection & Evaluation Services 7
Surveillance and Monitoring Plan Outline
1. Visual Inspection
1.1. General Observations — who does the routine surveillance, who reviews
1.2. What is inspected (refer to inspection checklists in appendices)
1.3. Routine Inspections
1.4. Non -Routine Inspections (after floods or seismic events)
1.5. Reporting of Unusual Observations
1.6. Personnel Training discuss with City to include dam tender training or participation in
USBR, USSD, or ASDSO seminars
1.7. Action or Maintenance Items — procedures to correct observed issues
2. Instrumentation Monitoring
2.1. Description of Active Instrumentation (including how to take readings and maintenance
requirements)
2.1.1. Reservoir Level
2.1.2. Survey Monuments
2.1.3. Piezometers
2.1.3.1. Gas Piezometers
2.1.3.2. Open Standpipes
2.1.4. Weir (monitoring of seepage at left abutment)
2.1.5. Toe Drains
2.1.6. Slope Inclinometers
2.1.7. Tilt Meters
2.2. Description of Abandoned Instrumentation (for the record only, including whether or not
resurrection is possible)
2.3. Data Plotting and Threshold/Action Levels
2.4. Data Evaluation and Review
Assumption: Development of plan will include initial development of plots of historical data
(reservoir level, piezometers, toe drain data, tilt meters(?)) and threshold/action levels)
3. Records Storage and Reporting
3.1. Inspection Records and Instrumentation Data Storage
3.2. Annual Surveillance and Monitoring Report (prepared by City staff)
3.2.1. Summary of Observations
3.2.2. Summary of Instrumentation Readings
3.2.3. Summary of Dam Safety Related Activities Performed on the Dam
Figure 1— Flow chart showing process of review of instrumentation data
Appendix A — Inspection forms
Appendix B — Instrumentation Details: Plans showing instrumentation location, details of
each instrument, details of equipment needed to take measurements, details of
software used.
Amendment No. 1 — HDR Dam Inspection & Evaluation Services 8
Schedule
City Approval of Amendment No. 1:
Review of Existing Information:
Draft Monitoring Plan to City for Review:
Final Monitoring to City:
Notice to Proceed
Within 14 days after NTP
Within 60 days after NTP
14 days after receipt of comments
Amendment No. 1 — HDR Dam Inspection & Evaluation Services 9
Exhibit B-1
(Contract Amendment No. 1)
Dam Inspection & Evaluation
Budget
CITY and ENGINEER have established a not -to -exceed fee of $71,331 to complete all services
under this Contract, as shown below by major task. This amount will not be exceeded without a
contract amendment. As estimated fees for each task are estimates only, CITY and ENGINEER
agree to allow redistribution of funds between tasks as appropriate to allow flexibility in
providing the needed services within the total not -to -exceed fee. Fees will be billed as total
salary costs times a multiplier of 2.191 plus direct expenses. Salary costs are defined as direct
labor rates plus fringe benefits.
ENGINEER agrees to complete these services as delineated above. Should a change in Scope of
Services or Time of Performance be necessary, an amendment to this contract shall be negotiated
at that time. The following table summarizes the fee estimated to be required to complete the
above scope of services.
Task
Description
Original
Budget
Amend
No. 1
Total
Amended
1
John T. Montford Dam Inspection
COMPLETED
1.1
Project Management, QA, Communication
$ 8,938
$0
$8,938
1.2
Dam Inspection
$13,160
$0
$13,160
1.3
Dam Inspection Report/Presentation
$12,442
$0
$12,442
Task 1 Subtotal
$349540
$0
$349540
2
Jim Bertram Lake System, Dam 6 Breach
Analysis COMPLETED
2.1
Project Management, QA, Communication
$ 3,524
$0
$3,524
2.2
Dam Breach Analysis, Technical Memo
$11,917
$0
$11,917
Task 2 Subtotal
$15 441
$0
$15 441
3
Surveillance & Monitoring Plan
Development
3.1
Interview Staff- Process Flow
$0
$1,700
$1,700
Assemble Instrumentation Information
$0
$1,090
$1,090
Establish Threshold & Action Levels
$0
$5,550
$5,550
Develop Surveillance & Monitorin Plan
$0
$13,000
$13,000
Task 3 Subtotal
$0
$21350
TOTAL CONTRACT: 1
$49,981
$21,3501
$71,331
Amendment No. 1 — HDR Dam Inspection & Evaluation Services 10
Hourly Rate Schedule
Rates for January 1, 2021 through December 31, 2021
Specific Rates for Water Resources Engineering and Field Support
HDR Engineering, Inc.
Job Titles & Classifications
Rate Range
Principal
$ 270.00
$ 350.00
Engineers / Geologists
Senior Water Resources Engineer / Senior Geologist / Project Manager
$ 175.00
$ 320.00
Water Resources Engineer (PE) / Geologist (PG)
$ 135.00
$ 225.00
Geologist (GIT)/ Engineer(EIT)
$ 125.00
$ 200.00
Hydrologist
$ 110.00
$ 190.00
Environmental Scientists
Senior Environmental Scientist
$ 165.00
$ 280.00
Environmental Scientist
$ 100.00
$ 165.00
Field Staff
Senior Field Technician
$ 100.00
$ 150.00
Field Technician
$ 50.00
$ 100.00
Technical / Support Staff
GIS Analyst
$ 100.00
$ 180.00
GIS Technician 11
$ 75.00
$ 160.00
Administrative 11 / Accountant
$ 63.00
$ 170.00
Administrative I / Clerical
$ 47.25
$ 100.00
Rate Calculation
Fees will be billed as total salary costs times a multiplier of 2.191 plus direct expenses. Salary costs
are defined as direct labor rates plus fringe benefits.
Direct expenses will be passed through directly to the City of Lubbock with no multiplier and include
mileage (standard IRS reimbursable rate), lodging, Per Diem expenses, incidentals, and copier/plotting
costs.
*Note:
The rates are for January 1, 2021, through December 31, 2021. Proposed new rates, in subsequent
years, will be negotiated on an annual basis and will include cost -of -living escalation and other
factors relevant at that time.
Amendment No. 1 — HDR Dam Inspection & Evaluation Services 11