HomeMy WebLinkAboutResolution - 2018-R0119 - HDR Engineering - 04/12/2018Resolution No. 2018-RO 119
Item No. 6.7
April 12, 2018
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 for
and on behalf of the City of Lubbock, Amendment No. 1 to contract 13408 for engineering
services related an Asset Management System, by and between the City of Lubbock and HDR
Engineering, Inc., of Austin, Texas, and related documents. Said Contract is attached hereto and
incorporated in this Resolution as if fully set forth herein and shall be included in the minutes of
the City Council.
Passed by the City Council on April 12 , 2018.
DANIEL M. POPE, MAYOR
ATTEST:
Reb t
ca Garza, City Secretary
APPROVED AS TO CONTENT:
Michael Keenum, P.E., Division Director of Engineering/City Engineer
...0111:_ • •-,u.
Kelli Leisure, Assistant City Attorney
RES.Amend 1 HDRAssetMgmt
03.28.18
Resolution No. 2018-RO119
Amendment 1
To Agreement Between
The City of Lubbock, TX
And
HDR Engineering, Inc.
THIS IS THE FIRST AMENDMENT TO THE AGREEMENT dated and entered into the 24th day of
August 2017 by and between the City of Lubbock ("City") and HDR Engineering, Inc. ("Engineer"), a
Nebraska Corporation, for providing professional services for the assessment, planning, benchmarking,
and defining criteria for an Asset Management System for City Departments ("Project').
WITNESSETH:
WHEREAS, the City desires to create an additional phase to the scope of the work to be performed by the
Engineer on the Project. The new scope shall include providing Lubbock Power and Light with Asset
Management services and providing additional support to several City Departments with regard to asset
management goals and objectives. The details of work to be performed and associated fees and rates are
described in Attachments A and B respectively, attached to and incorporated herein.
WHEREAS, all other portions of the original Agreement and previous Amendments, if any, shall remain
in place and are not altered by this amendment.
NOW, THEREFORE, the City and the Engineer agree to the terms of this FIRST AMENDMENT:
IN WITNESS HEREOF, the parties have executed this Agreement as of this 12thday of
April 2018.
CITY OF LUBBOCK
Daniel M. Pope, NVayor
ATTEST:
Rebe ca Garza, City Secre
Page 1 of 2
APPROVED AS TO CONTENT:
/tLJ�A-�
Michael Keenum, P.E., Division Director of Engineering/City Engineer
John Turpin, P.-, Assista City Engineer/Capital Projects and Design
i
APPROVED AS TO FORM:
I Y& - 4,m&
elli Leisure, Assistant City Attorney
HDR Engineering, Inc.
Page 2 of 2
Or sident
ATTACHMENT A
City of Lubbock
Phase 4 — Professional Services for Asset Management
Scope of Work
(Revised)
In addition to the scope of services described in the Original Agreement, Engineer will perform the
professional engineering services described in this Phase 4 Scope of Work. These services include (1)
providing Lubbock Power and Light with Asset Management services and (2) providing additional
support to several City Departments to further the City's objectives for this work
Background
The City of Lubbock has several departments whose mission involves maintaining public infrastructure
to provide benefit to the citizens of Lubbock. This infrastructure includes streets and other row of way
appurtenances, traffic signs and signals, parks, City -owned buildings, stormwater conveyance,
wastewater conveyance and treatment, and water purification and distribution. Asset Management
principles — which have been applied across industries and throughout the world — apply data and
information management tools for making sound business decisions about the operation, maintenance,
and replacement of infrastructure. This Asset Management project is designed to apply these principles
within the City of Lubbock's infrastructure departments with the objective of maximizing effectiveness
and minimizing asset life cycle costs. The project includes assessing these departments' asset
management practices, creating a plan for implementing asset management principles, and selecting
the most advantageous commercial off -the -shelf asset management information system.
Subsequent to the Original Agreement, it was determined that the following scope revisions would be
advantageous to the City:
• Adding Lubbock Power and Light (LP&L) to the project. Like other City of Lubbock departments,
LP&L is responsible for tens of millions of dollars of infrastructure and could benefit from
applying asset management principles. Specifically, there are 6 groups within LP&L which are
potential users of an enterprise asset management (EAM) information system.
• Assisting several City Departments and LP&L groups —which do not have formal records of the
infrastructure for which they are responsible —to compile essential "asset registries". An asset
registry is a foundation for applying asset management principles, and is necessary to obtain the
full benefit of an asset management information system.
The Phase 4 Scope of Work describes the specific additional services that Engineer will perform
additional services to address these needs.
Task 4.1— Lubbock Power and Light Asset Management Needs Assessment
The ENGINEER will facilitate a Project Initiation Workshop for participating LP&L staff. The purpose of
this workshop will be to inform staff about the project purpose and objectives and facilitate staff's
participation.
The ENGINEER will conduct up to 9 workshops, interviews, and high-level business process analyses to
assess LP&L's current asset management practices and objectives. Participants will include stakeholders
representing Production, Substations, Overhead, Underground, Street Lights, Transformers, and Meters.
These meetings will be designed to identify opportunities to improve asset management processes,
planning, data management, and operational activities.
The ENGINEER will gather data regarding LP&L's existing information technology resources, including
asset registry data, asset and maintenance management applications, and GIS resources which support
LP&L's infrastructure asset management activities. This assessment will consider the extent to which
users' technology requirements are currently being fulfilled, along with LP&L's readiness for applying
technology to serve its asset management business objectives.
The ENGINEER will identify opportunities for improvement in LP&L's asset management processes,
practices, and information technology support. These will be included with other City department
findings and recommendations in the City-wide Asset Management Implementation Plan. The ENGINEER
will include the LP&L findings in the City-wide EAM System Procurement Scope deliverable.
Task 4.2 — Support for Developing Asset Registries
This Task will support the Wastewater Treatment, Water Production, Facilities, and selected LP&L
departments to create asset registries which meet the minimum requirements for implementing an
EAM system. The ENGINEER's support will consist of training, forms, one-on-one assistance, and quality
control as described below. Actual data collection and entry will be performed by City of Lubbock staff.
The ENGINEER will conduct workshops with individual departments to educate participants on the asset
registry's purpose and requirements, determine the lowest level of detail at which assets will be
defined, and finalize the data to be collected for various asset classes. Following this, forms will be
provided to participating departments, and instruction will be provided on the use of these forms. The
ENGINEER will set up an automated repository, using Microsoft Excel or equivalent, for storing the data
electronically. The ENGINEER will also work with department management to determine the level of
effort and set a schedule for the asset data gathering tasks.
During City staff data collection activities, ENGINEER will accompany City staff for initial data gathering
at a limited number of assets, and will review, on a spot check basis, the data gathered and entered in
the automated repository. The ENGINEER will also perform selected quality control on the accumulated
asset data.
Phase 4 — Schedule
The following are estimated times for completion of the two tasks, which will be performed in parallel
from a Notice to Proceed through the duration of Task 1.
ATTACHMENT B
SCHEDULE & FEE ESTIMATES
Task
Task Description
Time for
Completion
1
Lubbock Power and Light Asset Management Needs Assessment
8 weeks
2
Support for Developing Asset Registries
26 weeks
Total Time to Complete Tasks 1 & 2
26 weeks
Phase 4 — Fee Estimate
The following table summarizes the fee estimated to complete the above scope of work.
Task
Task Description
Fee
1
Lubbock Power and Light Asset Management Needs Assessment
$66,458
2
Support for Developing Asset Registries
$92,220
Total Fee
$158,678
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1 of 1
Complete Nos. 1- 4 and 6 if there are interested parties.
1-19
OFFICE USE ONLY
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.
CERTIFICATION OF FILING
Certificate Number:
1 Name of business entity filing form, and the city, state and country of the business entity's place
of business.
2018-335988
HDR Engineering, Inc.
Austin, TX United States
Date Filed:
04/09/2018
2 Name of governmental entity or state agency that is a party to the contract for which the form is
being filed.
City of Lubbock
Date Acknowledged:
04/11/2018
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
13408
Professional Services for Asset Management
4
Name of Interested Party
City, State, Country (place of business)
Nature of interest
(check applicable)
Controlling
Intermediary
HDR, Inc.
Omaha, NE United States
X
Keen, Eric L.
Omaha, NE United States
X
Felker, Brent R.
Davis, CA United States
X
O'Reilly, Charles L.
Boston, MA United States
X
Meysenburg, Galen J.
Omaha, NE United States
X
5 Check only if there is NO Interested Party. ❑
6 UNSWORN DECLARATION
My name is and my date of birth is
My address is
(street) (city)
(state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in County, State of on the
day of , 20
(month) (year)
Signature of authorized agent of contracting business entity
(Declarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.5523
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1of1
Complete Nos. 1 - 4 and 6 if there are interested parties.
OFFICE USE ONLY
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.
CERTIFICATION OF FILING
Certificate Number:
1 Name of business entity filing form, and the city, state and country of the business entity's place
of business.
2018-335988
HDR Engineering, Inc.
Austin, TX United States
Date Filed:
04/09/2018
2 Name of governmental entity or state agency that is a party to the contract for which the form is
being filed.
City of Lubbock
Date Acknowledged:
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
13408
Professional Services for Asset Management
4
Nature of interest
Name of Interested Party
City, State, Country (place of business)
(check applicable)
Controlling
Intermediary
HDR, Inc.
Omaha, NE United States
X
Keen, Eric L.
Omaha, NE United States
X
Felker, Brent R.
Davis, CA United States
X
O'Reilly, Charles L.
Boston, MA United States
X
Meysenburg, Galen J.
Omaha, NE United States
X
5 Check only if there is NO Interested Party. ❑
6 UNSWORN DECLARATION
My name is Kelly J. Kaatz and my date
of birth is
My address is 4401 West Gate Blvd,, Suite 400 Austin
TX 78745 USA
(street) (city)
(state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in Travis County, State of Texas on
the 9th day of April 2018
(month) (year)
ignat authoriz agen
f c ratting business entity
(Decl
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.5523