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HomeMy WebLinkAboutResolution - 2009-R0315 - Amendment To Agreement - Hugo Reed & Associates Inc.- Restudy FEMA Maps - 08/13/2009Resolution No. 2009-80315 August 13, 2009 Item No. 5.19 RESOLUTION E IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the City Council of the City of Lubbock hereby authorizes and directs the Iayor of the City of Lubbock to execute a Second Amendment to that certain rofessional services Agreement by and between the City of Lubbock and Hugo Reed & ,ssociates, Inc„ dated March 4, 2005, for professional services restudy of FEMA maps, ystems Cl and E and associated work, which Amendment and any associated ocuments are attached hereto and made a part of this Resolution for all intents and by the City Council this 13th day of August , 2009• TOM MARTIN, MAYOR TTES 1: ebe ca Garza, City Secretary PPRO AS TO ONTE arry Herte PE, City Engineer RPPOVED ASaFORM: HugoReedCon052ndAmend, Res 8,4.09 Resolution No. 2009-RO315 AMENDMENTNO.2 to CONTRACT FOR PROFESSIONAL SERVICES for RESTUDY of FEMA MAPS, SYSTEMS C1 & E, and ASSOCIATED WORK in the CITY of LUBBOCK THE STATE OF TEXAS § THE COUNTY OF LUBBOCK § THIS AMENDMENT NO.2 to THE CONTRACT FOR PROFESSIONAL SERVICES for RESTUDY of FEMA MAPS, SYSTEMS C1 & E, and ASSOCIATED WORK in the CITY of LUBBOCK, said contract dated March 4, 2005, is made by and between the City of Lubbock, Texas, hereinafter called the OWNER, and Hugo Reed and Associates, Inc., hereinafter called HRA. NOW, THEREFORE, in consideration of the mutual covenants and agreements herein contained, the OWNER and HRA do mutually agree as follows. ARTICLE 1. CONTRACT PERIOD The effective date of the original contract was March 4, 2005. This AMENDMENT NO. 2 will extend the Contract Period to include the additional basic services as generally outlined herein. This AMENDMENT NO. 2 will extend the Contract Period to June 1, 2010, unless the additional services authorized by this amendment are completed in their entirety before said date. ARTICLE 2. SCOPE OF SERVICES This AMENDMENT NO. 2 is being made at the request of the OWNER for the purpose of amending the Original Scope of Services to include those general professional services as detailed in Attachment A hereto, "Additional Project Scope and Services." ARTICLE 3. COMPENSATION The general tasking proposed to perform the additional services authorized by this AMENDMENT NO.2 is described in Attachment A. The "Basis for Payment" for services performed under this Amendment is indicated in Attachment B hereto. This AMENDMENT NO. 2 will result in a net increase of $78,680 to the maximum amount payable under this contract. Amendment No. 2 to Contract for Professional Services for Restudy of FEMA Maps, ,Systems Ci and E Page l ARTICLE 4. OTHER No changes to the original contract are requested or granted as a result of this Amendment, other than those detailed in Articles 1 through 4, above. All other provisions of the original contract will remain in full force and effect. This Amendment shall become a part of and be incorporated into the original contract upon its full execution by both OWNER and HRA. ARTICLE 5. SIGNATORY WARRANTY The undersigned signatory for Hugo Reed and Associates, Inc. hereby represents and warrants that he is an officer of the organization for which he has executed this contract and that he has full and complete authority to enter into this contract on behalf of his firm. IN WITNESS WHEREOF, the parties hereto have caused this AMENDMENT NO. 2 to the original contract to be executed, but this AMENDMENT NO. 2 to the original contract shall not be valid until signed by a duly authorized representative of each party. HUGO REED AND ASSOCIATES, INC. Stevan M. Coleman, P.E. E.V.P. Operations CITY OF LUBBOCK, TEXAS ,,% f+✓� Attest: D—a-a�� Torn Martin, Mayor Rebetretary Garza City Date: August 13, 2009 APPRO S TO CO TENT: Larry Hert , VE. - City Engineer Amendment No. 2 to Contract for Professional Services for Restudy of FEMA Maps, Systems C l and E Page 2 Mailing Addresses: For the purpose of this agreement, the following addresses shall be used to mail all required notices, reports, claims and correspondence: For: Hugo Deed and Associates, Inc. For: City of Lubbock 1601 Avenue N 1625 130° Street Lubbock, TX 79401 Lubbock, Texas 79401 Attn: Mr. Bernard J. Gradel, Jr., President Attn: Mr. Larry Hertel, P. E. Amendment No. 2 to Contract for Professional Services for Restudy of FEMA Maps, Systems C1 and E Page 3 Resolution No- 2009-80315 ATTACHMENT A AMENDMENT NO.2 to CONTRACT for PROFESSIONAL SERVICES, ADDITIONAL PROJECT SCOPE and SERVICES OWNER: City of Lubbock, Texas PROJECT: Amendment No. 2 to Contract for Professional Services for Restudy of FEMA Maps, Systems C- I & E, and Associated Work The scope of services for this Amendment No. 2 is as follows: 1. BASIC SERVICES A. ERRORS IN EFFECTIVE CITY OF LUBBOCK FLOOD INSURANCE STUDY This Amendment No. 2 provides for compensation for unanticipated expenses incurred by HRA and the sub -consultants as a direct result of erroneous information relied upon in the effective Flood Insurance Study. The detailed tasking for those services is included in Exhibit A- 1, Worksheet A2. B. ADDITIONAL COORDINATION WITH FEMA CONSULTANTS This Amendment No. 2 provides the authorization for continued coordination with FEMA review consultants for on-going review of the Letter of Map Revision request. Due to the size and complexity of the submittal, coordination beyond that reasonably anticipated in the original contract will be required. The detailed tasking for those services is included in Exhibit A-1, Worksheet A2. C, PROPERTY OWNER NOTIFICATIONS This Amendment No. 2 provides the authorization for continued coordination with FEMA review consultants including individual notifications to property owners impacted by any widening and/or shifting of the Special Flood Hazard Area, the area inundated by the Base Flood, and/or any increases in the Base Flood Elevation. The detailed tasking for those services is included in Exhibit A-1, Worksheet A2. Amendment No. 2 to Contract for Professional Services for Restudy of FEMA Maps, Systems C 1 and E Page 4 Resolution No. 2009—RO315 ATTACHMENT B AMENDMENT NO.2 to CONTRACT for ENGINEERING SERVICES BASIS for PAYMENT OWNER: City of Lubbock, Texas PROJECT: Amendment No. 2 to Contract for Professional Services for Restudy of FEMA Maps, Systems C -i & E, and Associated Work For Services rendered under this Contract Amendment, OWNER agrees to pay HRA as follows: X GENERAL I . HRA will be paid according to the personnel classifications and hourly rate schedules shown in Table C-1 in the original agreement, based on actual services performed on the project by classification and hours. Services performed by the sub -consultants will be billed at cost. Reimbursable expenses will be paid at cost plus 15% for both HRA and the sub -consultants. 2. Monthly payments will be made to HRA based on the uncontested amount of each monthly statement prepared and submitted by HRA. Each monthly statement will be itemized to show the amount of work actually performed by each personnel classification and with associated reimbursable expenses for both HRA and the sub -consultants. Statements will be submitted in a format acceptable to OWNER 3. The Letter of Map Revision requests are currently under review and HRA anticipates approval before June 1, 2010. If approval is not received by the anticipated date, OWNER agrees that it will be necessary to modify the terms outlined in this amendment to the contract if so agreed upon by both the OWNER and HRA. B. BASIC AND SUPPLEMENTAL SERVICES, AND REIMBURSABLES, THIS AMENDMENT NO. 2 The maximum compensation to be billed OWNER by HRA on behalf of HRA and the sub -consultants for performance of this AMENDMENT NO. 2 Basic and Supplemental Services and Reimbursables is as follows: Amendment No. 2 to Contract for Professional Services for Restudy of FEMA Maps, Systems Cl and E Page 5 Basic Services Basic Reimbursable Expenses Hugo Reed and $ 35,515 $ 1,334 Associates, Inc. Parkhill, Smith and $ 40,324 $ 1,507 Cooper, Inc. AMENDMENT NO. 2 TOTAL BASIC SERVICES $ 78,680 NOT TO EXCEED: C. BASIC AND SUPPLEMENTAL SERVICES, AND REIMBURSABLES, TOTAL OF ORIGINAL CONTRACT PLUS ALL AMENDMENTS 1. The maximum compensation to be billed OWNER by HRA on behalf of HRA and the sub -consultants for performance of the Original Contract and this Amendment No. 2 is as follows: Original Contract, March 4, 2005 $ 382,547 Amendment No. 1, May t 1, 2007 $ 48,279 This Amendment No. 2 78,680 Total Not To Exceed $509,506 Amendment No. 2 to Contract for Professional Services for Restudy of FEMA Maps, Systems C I and E Page 6 Resolution No. 2009-80315 IWg:ll113Yl.Qil AMENDMENT NO. 2, TASKING and MAN-HOURS for BASIC SERVICES and BASIC REIMBURSABLES, including SUB -CONSULTANTS Amendment No. 2 to Contract for Professional Services for Restudy of FEMA Maps, Systems Cl and E Page 7 RESTUDY OF FEMA MAPS SYSTEM C1 & SYSTEM E and Associated Work July 23, 2009 AMENDMENT 2: Basic Services BASIC SERVICES, Worksheet A2 Firm Classification Prin. or Proj. Sr. Prof. Prof. E.I.T. Sr. Engr. Tech. Sr. CADD CADD Clerical for this Task At are based on efforts extended to create Officer Mgr. En r. En r. GIS or Jr. GIS Tech. Tech. Line Line HRA Rates $115.00 $115.00 $100.00 1 $90.00 $76.00 $67.00 $67.00 $60.00 Hrs. Extension PSG course of the restudy and creation of the duplicate $144.00 $118.00 $101.00 $88.00 $79.00 $71.00 $64.00 $64,00 $33.00 by by TASK Al , ERRORS IN EFFECTIVE CITY OF LUBBOCK FLOOD INSURANCE STUDY HRA TASK Al SUBTOTAL PSC TASK Al SUBTOTAL TASK Al SUBTOTAL WORKSHEET A2 CUMULATIVE TOTAL Page A2-1 11,965 18,608 30,573 30,573 A1.1 Note: Tasking and estimated manhours hereunder for this Task At are based on efforts extended to create the FEMA required duplicate effective model. During the course of the restudy and creation of the duplicate effective model, study consultant could not duplicate the calculated peak water surface elevation for Clapp Park (Playa Lake 21) within FEMA accepted tolerances. Study consultant determined that effective FIS model contained inaccurate BFE reported for Clapp Park (Playa Lake 21). Error resulted in significant unanticipated man- hours extended to find error in effective FIS model to confirm duplicate effective model within FEMA accepted tolerances. HRA 0 $ $ PSC 0 A1.2 Refinement of duplicate effective dynamic study model for map change request submittal to obtain results HRA within FEMA accepted tolerances 2 8 24 12 46 $ 4,462 $ 6,044 PSC 8 40 20 68 A1.3 Extensive QA/QC o1 effective FIS model to identify differences compared to duplicate effective dynamic HRA study model 2 8 40 16 66 $ 6,366 $ 8,592 PSC 12 1 60 24 1 1 96 A1.4 Resolve mapping issues relative to effective maps versus restudy maps regarding Lake 20 (Ribble Park) to overflow to Lake 21 (Clapp Park) versus split overflow to include overflow eastward to Avenue Q HRA 1 6 2 2 11 $ 1,137 $ 3,972 PSC 2 8 24 16 50 HRA TASK Al SUBTOTAL PSC TASK Al SUBTOTAL TASK Al SUBTOTAL WORKSHEET A2 CUMULATIVE TOTAL Page A2-1 11,965 18,608 30,573 30,573 RESTUDY OF FEMA MAPS SYSTEM C1 & SYSTEM E and Associated Work July 23, 2009 AMENDMENT 2: Basic Services BASIC SERVICES, Worksheet A2 Firm Classification Prin. or Proj. Sr. Prof. Prof. E.I.T. Sr. Engr. Tech. Sr. CADD CADD Clerical for this Task A2 are based on an anticipated additional Officer Mgr. En r. En r. GIS or Jr. GIS Tech. Tech. Line Hrs. Line Extension HRA Rates $115.00 $115.00 $100.00 $90.00 $76.00 $67.00 $67.00 $60.00 PSC $144.00 $118.00 $101.00 1 $88.00 $79.00 $71.00 $64.00 $64.00 $33.00 by by TASK A2: ADDITIi ONAL COORtNNATJON WITH FEMA REWEW CONSULTANTS HRA TASK A2 SUBTOTAL PSC TASK A2 SUBTOTAL TASK A2 SUBTOTAL WORKSHEET A2 CUMULATIVE TOTAL Page A2-2 21,674 19.778 41,452 72,025 A2.1 Note: Tasking and estimated manhours hereunder for this Task A2 are based on an anticipated additional coordination with FEMA review consultant to secure approval of LOMB submittal. Tasking included for additional three responses to FEMA review consultant's request for additional information. Assumes four additional responses to FEMA requests. HRA 0 $ $ - PSC 0 A2.2 Review FEMA review consultant's requests for HRA additional information 4 6 4 6 20 $ 2,006 $ 1,710 PSC 6 6 6 18 A2.3 Prepare responses to FEMA review consultant's HRA requests for additional information 6 20 30 90 45 191 $ 15,845 $ 14,976 PSC 4 15 30 90 45 184 HRA A2.4 Coordination with FEMA review consultant 6 15t-8 8 37 $ 3.823 $ 3,092 PSC 4 10 8 8 30 HRA TASK A2 SUBTOTAL PSC TASK A2 SUBTOTAL TASK A2 SUBTOTAL WORKSHEET A2 CUMULATIVE TOTAL Page A2-2 21,674 19.778 41,452 72,025 RESTUDY OF FEMA MAPS SYSTEM Cl & SYSTEM E and Associated Work July 23, 2049 AMENDMENT 2: Basic Services BASIC SERVICES, Worksheet A2 Firm Classification Prin. or Proj. Sr. Prof. Prof. E.LT. Sr. Engr. Tech. Sr. CADD CADD Clerical for this Task A3 are based on an anticipated additional Officer Mar. En r. En r. GIS or Jr. GIS Tech. Tech. Line Line HRA Rates $115.00 $115.00 $100.00 1 $90.00 $76.00 $67.00 $67.00 $60.00 1 Hrs. Extension PSC approval of LOMR submittal. Tasking includes preparing $144.00 $118.00 $101.00 $88.00 579.00 $71.00 $64.00 $64.00 $33.00 by by TASK AZ - D11R1 Ir NnTlMrA77I7NS HHA TASK A3 SUBTOTAL PSC TASK A3 SUBTOTAL TASK A3 SUBTOTAL WORKSHEET A2 CUMULATIVE TOTAL HRA WORKSHEET A2 SUBTOTAL, BASIC SERVICES FSC WORKSHEET A2 SUBTOTAL, BASIC SERVICES WORKSHEET A2 CUMULATIVE TOTAL, BASIC SERVICES Page A2-3 S 1,876 $ 1,938 S 3,814 $ 75,839 $ 35,515 $ 40,324 $ 75,839 A3.1 Note: Tasking and estimated manhours hereunder for this Task A3 are based on an anticipated additional coordination with FEMA review consultant to secure approval of LOMR submittal. Tasking includes preparing public notifications to individual property owners impacted by the redefined Special Flood Hazard Area. Tasking assumes that the City of Lubbock will provided a database of ownership information sufficient for sending notifications. HRA will prepare and mail notifications to owners contained within database provide by the City of Lubbock and will provide FFMA review consultant evidence of such notifications. HRA 0 S PSC 0 S A3.2 Coordinate with City to identify limits of affected HRA property owners 2 4 6 $ 504 $ 518 PSC 2 4 _ 6 A3.3 Prepare notifications to individual property owners HRA 2 8 10 $ 838 PSC 1 2 B 1 10 $ 868 A3.4 Assemble and provide evidence of public HRA notifications to FEMA review consultant 2 4 6 $ 534 PSC 2 4 6 $ 552 HHA TASK A3 SUBTOTAL PSC TASK A3 SUBTOTAL TASK A3 SUBTOTAL WORKSHEET A2 CUMULATIVE TOTAL HRA WORKSHEET A2 SUBTOTAL, BASIC SERVICES FSC WORKSHEET A2 SUBTOTAL, BASIC SERVICES WORKSHEET A2 CUMULATIVE TOTAL, BASIC SERVICES Page A2-3 S 1,876 $ 1,938 S 3,814 $ 75,839 $ 35,515 $ 40,324 $ 75,839 RESTUDY OF FEMA MAPS SYSTEM C1 & SYSTEM E and Associated Work July 23, 2609 AMENDMENT 2 : Basic Services Reimbursable Expenses REIMBURSABLE EXPENSES, Worksheet RA2 Firm Reimbursable Expense Description Quantity Unit Unit Cost Line Total REIMBURSABLE EXPENSES MRA Large color report graphics 10 Sheets @ $ 20.00 per Sheet $ 200 PSC 10 Sheets CC) $ 20.00 per Sheet $ 200 HRA Engineering & GIS CADD charges 45 Hours @ $ 8.00 per Hour $ 360 PSC 45 Hours @ $ 8.00 per Hour $ 360 HRA Postage 100 Ea @ $ 6.00 Ea $ 600 PSG Postage 125 Ea @ $ 6.00 Ea $ 750 HRA Basic Services Reimbursable Expenses, Subtotal PSC Basic Services Reimbursable Expenses, Subtotal Basic Services Reimbursable Expenses, Total. w/o Multiplier BASIC SERVICES REIMBURSABLE EXPENSES, TOTAL, With 1.15 Multiplier Page RA2-1 1,160 1,310 2,470 $ 2,841