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HomeMy WebLinkAboutResolution - 2019-R0234 - HDR Engineering - 06/25/2019 Resolution No. 2019-R0234 Item No. 6.15 June 25, 2019 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, an Amendment to the Professional Service Contract No. 13634 related to water supply planning, by and between the City of Lubbock and HDR Engineering, Inc., and related documents. Said Contract is attached hereto and incorporated in this resolution as if frilly set forth herein and shall be included in the minutes of the City Council. Passed by the City Council on the -)SIb day of Jline , 2019. DANIEL M. POPE, MAYOR ATTEST: D0'4�4 A__� Retie ca rza, City Secret U APPROVED AS TO CONTENT: Aubrey A. Spe P.E., Directo of Water Utilities APPROVED AS TO FORM: Amy s, Deputy City rney (6-7-19) Resolution No. 2019-RO234 STATE OF TEXAS § COUNTY OF LUBBOCK § AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT This amendment to Agreement is entered into this-25`" day of June, 2019 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#13634) dated September 28, 2017(hereinafter called "the 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 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 forty-two (42) 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 Council. 2) ARTICLE 11. 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-I", attached hereto (the"Services"). B. ENGINEER shall receive as consideration to be paid for the performance of the Services set forth in Exhibit"13-l". In no event shall the total compensation paid to Engineer pursuant to this Contract exceed one hundred twenty-six thousand dollars ($126,000). 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 first written above. CITY OF LUBBOCK k�_Jv Daniel M. Pope, Mayor ATTEST: Rebe ca Garza, City Secreta APPROVED AS TO CONTENT: Aubrey A. S r, P.E., Dire tar of Water Utilities APPROVED AS TO FORM: y S' is •tant City Attorney HDR Engineering, Inc. Shay a s Roalson, P.E. Vice President Exhibit A-1 (Contract Amendment No. 1) Miscellaneous Water Supply Support Scope of Services HDR will perform the professional engineering services described in this Scope of Services. Services include assisting with water right permitting for Lake 7 and other water and wastewater permitting initiatives,updating projections of Lake Alan Henry storage, and coordinating water supply plans with the Llano-Estacado Regional Water Planning Group. Scope of Services Task 1: Project Management. HDR will provide project management activities under this task, including coordination, scheduling, budgeting, and accounting. Task 2: Lake 7 Water Right Application Support. HDR will assist the City and the City's legal counsel in responding to requests for information and other aspects of the City's pending water right application No. 5921 for the proposed Lake 7 reservoir. These services will be performed on an on-call basis as needed and directed by City. Deliverables will vary depending upon the requests for information received from the Texas Commission on Environmental Quality (TCEQ). Should the level of effort required exceed the budget available for Task 2, HDR will notify the City and will cease work until this agreement has been modified or otherwise written approval to proceed is received from the City. This may include transferring funds from other tasks in the scope of services. This task does not include any participation in or preparation for a contested case hearing. Supporting the City in a contested case hearing for application No. 5921 will require approval of additional services not included in the scope of work. Task 3: Other Water Right Permitting Support. HDR will assist the City and the City's legal counsel in coordinating other ongoing and future water right permitting activities, such as ongoing support for the various amendments contemplated for Water Right Permit 3985 (reuse). Such support will include developing technical information in support of coordination activities with TCEQ staff and other interested parties, and participation in planning and strategy meetings related to the initiatives. Services can also include time and travel expenses for making presentations to the Lubbock Water Advisory Commission and/or Lubbock senior staff regarding these initiatives. This task does not include any participation in or preparation for a contested case hearing. Supporting the City in a contested case hearing will require approval of additional services not included in the scope of work. Task 4: Lake Alan Henry Storage Projections. HDR will update projections of Lake Alan Henry storage and water surface elevation based on various assumptions regarding future demands, inflows, evaporation and precipitation. Projections will be prepared and presented in a graphical format illustrating the statistical range of storage and elevations of Lake Alan Henry under different assumed future conditions. Five-year hydrologic sequences from the 1940—2016 hydrological record will be compiled and used to project future reservoir conditions under the median, 25`x' percentile, 10`x' percentile, 2"d worst case, and worst case hydrologic sequences, starting with April 1, 2018 lake levels under 3 levels of diversions from the reservoir (zero diversions, 2015 or 2016 diversions as directed by the City, and full safe yield diversions). A "future worst case" scenario also will be developed that accounts for possible impacts of future climate conditions on reservoir inflows and evaporation. Climate studiesl'l generally agree on a mean annual temperature increase of 3 to 5°C (5.4 to 9.0°F) in the upper Brazos and Colorado River Basins of Texas by the latter half of the 21" century. This expected temperature increase will have a direct impact on future reservoir water surface evaporation 1.21 by increasing the rate of evaporation above historical evaporation rates. In addition, for much of the upper Brazos Basin, streamflows during the recent drought were reduced compared to the drought of the 1950's, while a corresponding decrease in annual rainfall compared to the 1950's drought was not apparent. This "future worst case" scenario will include a set of inflows reduced by 20 percent from the "worst case" scenario, as well as evaporation rates adjusted to reflect a 6°F increase in temperature. A summary memorandum will be prepared which will describe how the projections were developed and present the projections in graphical format. Task 5: Coordinate with the Llano-Estacado (Region O) Water Planning Group. HDR will prepare information concerning the City's preferred water management strategies to be recommended in the 2021 Llano-Estacado Regional Water Plan for the City of Lubbock as a Water User Group and a Wholesale Water Provider, and will provide technical information to the planning group at Lubbock's direction. Potential services under this task include confirming the strategies the City desires to be included in the 2021 Region O Plan, and providing to the planning group the information necessary for those strategies to be included in the Region O Plan. Region O will be responsible for updating supply and cost estimates to be consistent with the specific assumptions used in the preparation of the regional water plan. Task 6: Water and Wastewater Regulatory Support. HDR will assist the City in responding to TCEQ requests regarding water and wastewater facilities and issues. Services may include coordinating water and wastewater permit amendments with TCEQ, providing the City assistance with implementing corrective action, and reviewing permit applications and other documents submitted by the City to the TCEQ. I'I USACE(2015). Recent US Climate Change and Hydrology Literature Applicable to US Army Corps of Engineers Missions—Texas-Gulf Region 12. Civil Works Technical Report,CWTS 2015-08,USACE, Washington,DC. 121[bid. Should the level of effort required exceed the budget available for any Task, HDR will notify the City and will cease work until this agreement has been modified or otherwise written approval to proceed is received from the City. This may include transferring funds from other tasks in the scope of services. Schedule Tasks 1, 2, 3, 5, and 6 have no defined completion dates, and schedules for those tasks will be determined as the required tasks are identified. Task 4 is complete prior to Contract Amendment No. 1. Task Task Description Thile for Completion 1 Project Management As Needed 2 Lake 7 Water Right Application Support As Needed 3 Other Water Right Permitting Support As Needed 4 Lake Alan Henry Storage Projections Completed 5 Region O Coordination As Needed 6 Water and Wastewater Regulatory Support As Needed Exhibit B-1 (Contract Amendment No. 1) Miscellaneous Water Supply Support Budget and Fees CITY and ENGINEER have established an amended (Contract Amendment No. 1) total not-to-exceed fee of $126,000 to complete all services under this Contract, as shown below by task. This amount will not be exceeded. 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 not- to-exceed total fee. Fees will be billed as total salary costs times a multiplier of 2.191 plus direct expenses as depicted in the Hourly Rate Schedule below. Salary costs are defined as direct labor rates plus fringe benefits. ENGINEER agrees to complete these services as delineated above. If a change in Scope of Services or Time of Performance becomes necessary, an amendment to this contract shall be negotiated at that time. The following table summarizes the estimated fee required to complete the above scope of work. Original Amended Task Description Contract Contract Amount Amount 1 Project Management $ 5,300 $ 12,600 2 Lake 7 Water Right Application Support $ 10,900 $ 609000 3 Other Water Right Permitting Support $ 16,900 $ 19,900 4 Lake Alan Henry Storage Projections $ 9,700 $ 9,700 5 Region O Coordination $ 13,200 $ 20,000 6 Water and Wastewater Regulatory Support $ 0 $ 3,800 Total $ 56,000 $ 126,000 Miscellaneous Water Supply Support Hourly Rate Schedule HDR Engineering,Inc. e Rate Ran Job Titles&Classifications g Principal $ 220.00 $ 325.00 Engineers Sr. Water Resources Engineer/Project Manager $ 150.00 $ 325.00 Water Resources Engineer $ 135.00 $ 235.00 Hydrologist $ 110.00 $ 190.00 Technical/Support Staff GIS Analyst $ 100.00 $ 180.00 GIS Technician II $ 75.00 $ 160.00 Administrative II /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 fi•inge 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. Subconsultant costs will be passed through to the City of Lubbock with a 5% markup. *Note: The rates are for January 1, 2019 through December 31, 2019. 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.