HomeMy WebLinkAboutResolution - 2017-R0287 - HDR Engineering - 08/24/2017Resolution No.2017-R0287
Item No.6.11
August 24,2017
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 Agreement for a Professional Service Contract related
to the Activities to provide the Services related to same, by and between the City of Lubbock and
HDR Engineering,Inc., and related documents.Said Agreement 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 bytheCity Council on August 24.2017 .
DANIEL M.POPE,MAYOR
ATTEST:
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Rebecca Garza,City Secreta
TENT:
in,P.E.,Director of Public Works
APPROVED AS TO FORM:
Kelli Leisure,Assistant City Attorney
RES.PS-Contract-HDREngineeringJnc.
08.07.17
Resolution No. 2017-RO287
PROFESSIONAL SERVICES CONTRACT
STATE OF TEXAS §
COUNTY OF LUBBOCK §
This Professional Service Agreement ("Agreement") Contract No. 13408 is entered into this 24th
day of August , 2017, is by and between the City of Lubbock (the "City"), a Texas home rule
municipal corporation, and HDR Engineering, Inc., (the" Engineer"), a Nebraska corporation authorized
to conduct business in Texas.
WITNESSETH
WHEREAS, The City desires to contract with the Engineer to provide professional services for
Asset Management, to include a needs assessment, an implementation plan, benchmarking, and define
criteria for an Asset management system (the "Activities"); and
WHEREAS, Engineer has a professional staff experienced and is qualified to provide
professional Engineer services related to Activities, and will provide the services, as defined below, for
the price provided herein, said price stipulated by City and Engineer to be a fair and reasonable price; and
WHEREAS, the City desires to contract with Engineer to provide professional services related to
the Activities desires to provide the Services related to same.
NOW THEREFORE, for and in consideration of the terms, covenants and conditions set forth in
this Contract, the City and Engineer hereby agree as follows:
ARTICLE I. TERM
The term of this Contract commences on the Effective Date and continues without interruption for
a term of 24 months. If the Engineer determines that additional time is required to complete the Services,
the City Engineer, may, but is not obligated to, in his or her 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.
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ARTICLE IL SERVICES AND COMPENSATION
A. Engineer shall conduct all activities and within such timeframes as set forth on Exhibit "A",
attached hereto (the "Services").
B. Engineer shall receive as consideration to be paid for the performance of the Services, in an
amount not to exceed $199,950, as set forth in Exhibit `B",
ARTICLE III. TERMINATION
A. General. City may terminate this Contract, for any reason or convenience, upon thirty (30) days
written notice to Engineer. In the event this Agreement is so terminated, the City shall only pay Engineer
for services actually performed by Engineer up to the date Engineer is deemed to have received notice of
termination, as provided herein.
B. Termination and Remedies. In the event Engineer breaches any term and/or provision of this
Contract, the City shall be entitled to exercise any right or remedy available to it by this Contract, at law,
equity, or otherwise, including without limitation, termination of this Contract and assertion of an action
for damages and/or injunctive relief. The exercise of any right or remedy shall not preclude the concurrent
or subsequent exercise of any right or remedy and all rights and remedies shall be cumulative.
ARTICLE IV. NON - ARBITRATION
The City reserves the right to exercise any right or remedy available to it by law, contract, equity,
or otherwise, including without limitation, the right to seek any and all forms of relief in a court of
competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising
its unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not exclusive,
and may be exercised concurrently. To the extent of any conflict between this provision and another
provision in, or related to, this Agreement, this provision shall control.
ARTICLE V. REPRESENTATIONS AND WARRANTIES
A. Existence. Engineer is a corporation duly organized, validly existing, and in good standing under
the laws of the State of Texas and is qualified to carry on its business in the State of Texas.
B. Corporate Power. Engineer has the corporate power to enter into and perform this Contract and
all other activities contemplated hereby.
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C. Authorization. Execution, delivery, and performance of this Contract and the activities
contemplated hereby have been duly and validly authorized by all the requisite corporate action on the part
of Engineer. This Contract constitutes legal, valid, and binding obligations of the Engineer and is
enforceable in accordance with the terms thereof.
D. Engineer. Engineer maintains a professional staff and employs, as needed, other qualified
specialists experienced in providing the Services, and is familiar with all laws, rules, and regulations, both
state and federal, including, without limitation the applicable laws, regarding the Activities contemplated
hereby.
E. Performance. Engineer will and shall conduct all activities contemplated by this Contract in
accordance with the standard of care, skill and diligence normally provided by a professional person in
performance of similar professional services, and comply with all applicable laws, rules, and regulations,
both state and federal, relating to professional services, as contemplated hereby.
F. Use of Copyrighted Material. Engineer warrants that any materials provided by Engineer for use
by City pursuant to this Contract shall not contain any proprietary material owned by any other party that
is protected under the Copyright Act or any other law, statute, rule, order, regulation, ordinance or
contractual obligation relating to the use or reproduction of materials. Engineer shall be solely responsible
for ensuring that any materials provided by Engineer pursuant to this Contract satisfy this requirement and
Engineer agrees to indemnify and hold City harmless from all liability or loss caused to City or to which
City is exposed on account of Engineer's failure to perform this duty.
ARTICLE VI. SCOPE OF WORK
Engineer shall accomplish the following: Professional Services related to the Services, as
provided in Exhibit "A", attached hereto and made a part hereof.
ARTICLE VII. INDEPENDENT CONTRACTOR STATUS
Engineer and City agree that Engineer shall perform the duties under this Contract as an
independent contractor and shall be considered as independent contractor under this Agreement and/or in
its activities hereunder for all purposes. Engineer has the sole discretion to determine the manner in which
the Services are to be performed. During the performance of the Services under this Agreement, Engineer
and Engineer's employees and/or sub -consultants, will not be considered, for any purpose, employees or
agents of the City within the meaning or the application of any federal, state or local law or regulation,
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including without limitation, laws, rules or regulations regarding or related to unemployment insurance, old
age benefits, workers compensation, labor, personal injury or taxes of any kind.
ARTICLE VIII. INSURANCE
Engineer shall procure and carry, at its sole cost and expense through the life of this Agreement,
except as otherwise provided herein, insurance protection as hereinafter specified, in form and substance
satisfactory to City, carried with an insurance company authorized to transact business in the state of Texas,
covering all aspects and risks of loss of all operations in connection with this Agreement, including without
limitation, the indemnity obligations set forth herein. Engineer shall obtain and maintain in full force and
effect during the term of this Agreement, and shall cause each approved subcontractor or sub -consultant of
Engineer t to obtain and maintain in full force and effect during the term of this Agreement, commercial
general liability, professional liability and automobile liability coverage for non -owned and hired vehicles
with insurance carriers admitted to do business in the state of Texas. The insurance companies must carry
a Best's Rating of A-VII or better. Except for Professional Liability, the policies will be written on an
occurrence basis, subject to the following minimum limits of liability:
Commercial General Liability:
Per Occurrence Single Limit: $1,000,000
General Aggregate Limit: $2,000,000
Professional Liability:
Combined Single Limit: $1,000,000 Per Claim
Automobile Liability:
Combined Single Limit for any auto: $1,000,000 Per Occurrence
Employer's Liability:
Per Occurrence Single Limit: $1,000,000
Engineer shall further cause any approved subcontractor or sub -consultant to procure and carry,
during the term of this Agreement, the insurance coverage required of Engineer herein, including without
limitation, Professional Liability coverage, protecting City against losses caused by the professional
negligence of the approved subcontractor or sub -consultant. The City shall be listed as a primary and
noncontributory additional insured with respect to the Automobile Liability and Commercial General
Liability and shall be granted a waiver of subrogation under those policies. Engineer shall provide a
Certificate of Insurance to the City as evidence of coverage.
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The Certificate shall provide 30 day's notice of cancellation. A copy of the additional insured
endorsement and waiver of subrogation attached to the policy shall be included in the Certificate. Engineer
shall elect to obtain worker's compensation coverage pursuant to Section 406.002 of the Texas Labor Code.
Further, Engineer shall maintain said coverage throughout the term of this Agreement and shall comply
with all provisions of Title 5 of the Texas Labor Code to ensure that the Engineer maintains said coverage.
The Engineer may maintain Occupational Accident and Disability Insurance in lieu of Worker's
Compensation. In either event, the policy must be endorsed to include a waiver of subrogation in favor of
the City. If at any time during the life of the Agreement or any extension hereof, Engineer fails to maintain
the required insurance in full force and effect, Engineer shall be in breach hereof and all work under the
Agreement shall be discontinued immediately.
Notwithstanding anything contained herein to the contrary, the professional liability policy shall be
maintained at Engineer's sole cost and expense. The retroactive date shall be no later than the
commencement of the performance of this Contract and the discovery period (possibly through tail
coverage) shall be no less than 10 years after the completion of the Services provided for in this Contract.
The provisions of this Article VIII shall survive the termination or expiration of this Agreement.
ARTICLE IX. EMPLOYMENT OF AGENTS/RETAINING OF CONSULTANTS
Engineer may employ or retain consultants, contractors, or third parties (any of which are referred
to herein as "Sub -consultant"), to perform certain duties of Engineer, as set forth on Exhibit "A", attached
hereto, under this Contract, provided that City approves the retaining of Sub -consultants. Engineer is at all
times responsible to City to perform the Services as provided in this Agreement and Engineer is in no event
relieved of any obligation under this Contract upon retainage of any approved Sub -consultant. Any agent
and/or Sub -consultant retained and/or employed by Engineer shall be required by Engineer to carry, for the
protection and benefit of the City and Engineer and naming said third parties as additional insureds,
insurance as described above required to be carried by Engineer in this Contract.
Engineer represents that such services are either under applicable value thresholds or are otherwise
exempt from notice and/or bid requirements under Texas Law.
ARTICLE X. CONFIDENTIALITY
Engineer shall retain all information received from or concerning the City and the City's business
in strictest confidence and shall not reveal such information to third parties without prior written consent
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of the City, unless otherwise required by law. It is hereby agreed that the following information is not
considered to be confidential under this Agreement:
a) Information already in the public domain;
b) Information disclosed to Engineer by a third party who is not under a confidentiality
obligation;
c) Information developed by or in the custody of Engineer related to work with clients before
entering into this Agreement; and
d) Information developed by Engineer through its work with other clients
ARTICLE XI. INDEMNITY
ENGINEER SHALL INDEMNIFY AND SAVE HARMLESS THE CITY OF LUBBOCK AND
ITS ELECTED OFFICIALS, OFFICERS, AGENTS, AND EMPLOYEES FROM ALL SUITS,
ACTIONS, LOSSES, DAMAGES, CLAIMS, OR LIABILITY OF ANY KIND, CHARACTER, TYPE,
OR DESCRIPTION, INCLUDING WITHOUT LIMITING THE GENERALITY OF THE FOREGOING,
ALL EXPENSES OF LITIGATION, COURT COSTS, AND REASONABLE ATTORNEY'S FEES, FOR
INJURY OR DEATH TO ANY PERSON, OR INJURY TO ANY PROPERTY, RECEIVED OR
SUSTAINED BY ANY PERSON OR PERSONS OR PROPERTY, TO THE EXTENT ARISING OUT
OF, RELATED TO OR OCCASIONED BY, THE NEGLIGENT ACTS OF ENGINEER, ITS AGENTS,
EMPLOYEES, AND/OR SUBCONSULTANTS, RELATED TO THE PERFORMANCE, OPERATIONS
OR OMISSIONS UNDER THIS CONTRACT AND/OR THE USE OR OCCUPATION OF CITY
OWNED PROPERTY. THE INDEMNITY OBLIGATION PROVIDED HEREIN SHALL SURVIVE
THE EXPIRATION OR TERMINATION OF THIS AGREEMENT.
ARTICLE XII. COMPLIANCE WITH APPLICABLE LAWS
Engineer shall comply with all applicable federal, state and local laws, statutes, ordinances, rules
and regulations relating, in any way, manner or form, to the activities under this Contract, and any
amendments thereto.
ARTICLE XIH. NOTICE
A. General. Whenever notice from Engineer to City or City to Engineer is required or permitted
by this Contract and no other method of notice is provided, such notice shall be given by (1)
actual delivery of the written notice to the other party by hand (in which case such notice shall
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be effective upon delivery); (2) facsimile (in which case such notice shall be effective upon
delivery); or (3) by depositing the written notice in the United States mail, properly addressed
to the other party at the address provided in this article, registered or certified mail, return
receipt requested, in which case such notice shall be effective on the third business day after
such notice is so deposited.
B. Engineer's Address. Engineer's address and numbers for the purposes of notice are:
HDR Engineering, Inc.
Bill Lloyd
4401 West Gate Blvd., Suite 400
Austin, TX 78745
Telephone: 210-260-2891
Facsimile: 512-912-5158
C. City's Address. The City's address and numbers for the purposes of notice are:
Michael G. Keenum, P.E.
City of Lubbock
P.O. Box 2000
1625 13th Street
Lubbock, Texas 79457
Telephone: 806-775-2393
D. Change of Address. Either party may change its address or numbers for purposes of notice by
giving written notice to the other party as provided herein, referring specifically to this Contract, and setting
forth such new address or numbers. The address or numbers shall become effective on the 15th day after
such notice is effective.
ARTICLE XIV. CITY -PROVIDED DATA AND RESPONSIBILITIES
A. Provision of Data. City shall furnish Engineer non -confidential studies, reports and other
available data in the possession of the City pertinent to Engineer's Services, so long as City is entitled to
rely on such studies, reports and other data for the performance of Engineer's Services under this Contract
(the "Provided Data"). Engineer shall be entitled to use and rely, so long as such reliance is reasonable,
upon all such Provided Data.
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ARTICLE XV. MISCELLANEOUS
A. Captions. The captions for the articles and sections in this Contract are inserted in this Contract
strictly for the parties' convenience in identifying the provisions to this Contract and shall not be given any
effect in construing this Contract.
B. Audit. Engineer shall provide access to its corporate books and records to the City. The City
may audit, at its expense and during normal business hours, Engineer's books and records with respect to
this Contract between Engineer and City.
C. Records. Engineer shall maintain records that are necessary to substantiate the services provided
by Engineer.
D. Assignability. Neither party may assign this Contract without the prior written approval of the
other party.
E. Successor and Assigns. This Contract binds and inures to the benefit of the City and Engineer,
and in the case of City, its respective successors, legal representatives, and assigns, and in the case of
Engineer, its permitted successors and assigns.
F. Construction and Venue.
THIS CONTRACT SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE
LAWS OF THE STATE OF TEXAS. THIS CONTRACT IS PERFORMABLE IN LUBBOCK COUNTY,
TEXAS. THE PARTIES HERETO HEREBY IRREVOCABLY CONSENT TO THE SOLE AND
EXCLUSIVE JURISDICTION AND VENUE OF THE COURTS OF COMPETENT JURISDICTION OF
THE STATE OF TEXAS, COUNTY OF LUBBOCK, FOR THE PURPOSES OF ALL LEGAL
PROCEEDINGS ARISING OUT OF OR RELATING TO THIS CONTRACT OR THE ACTIONS THAT
ARE CONTEMPLATED HEREBY.
G. Severability. If any provision of this Contract is ever held to be invalid or ineffective by any
court of competent jurisdiction with respect to any person or circumstance, the remainder of this Contract
and the application of such provision to persons and/or circumstances other than those with respect to which
it is held invalid or ineffective shall not be affected thereby.
Page 8 of 10
H. Amendment. No amendment, modification, or alteration of the terms of this Contract shall be
binding unless such amendment, modification, or alteration is in writing, dated subsequent to this Contract,
and duly authorized and executed by Engineer and City.
I. Entire Agreement. This Contract, including Exhibits "A" through `B" attached hereto, contains
the entire agreement between the City and Engineer, and there are no other written or oral promises,
conditions, warranties, or representations relating to or affecting the matters contemplated herein.
J. No Joint Enterprise. Nothing contained herein shall be construed to imply a joint venture, joint
enterprise, partnership or principal — agent relationship between Engineer and the City.
K. Documents Owned by City. Any and all documents, drawings and specifications prepared by
Engineer as part of the Services hereunder, with the exception of those standard details and specifications
regularly used by the Engineer in its normal course of business, shall become the property of the City when
Engineer has been compensated as set forth in Article H, above. The Engineer shall make copies of any and
all work products for its files. Any reuse or modification to such documents for purposes other than those
intended by Engineer herein shall be at City's sole risk and without liability to the Engineer.
L. Notice of Waiver. A waiver by either City or Engineer of a breach of this Agreement must be in
writing and duly authorized to be effective. In the event either party shall execute and deliver such waiver,
such waiver shall not affect the waiving party's rights with respect to any other or subsequent breach.
M. Third Party Activities. Nothing in this Agreement shall be construed to provide any rights or
benefits whatsoever to any party other than City and Engineer.
N. Non -Appropriation. All funds for payment by the City under this Contract are subject to the
availability of an annual appropriation for this purpose by the City. In the event of non -appropriation of
funds by the City Council of the City of Lubbock for the services provided under the Contract, the City will
terminate the Contract, without termination charge or other liability, on the last day of the then -current
fiscal year or when the appropriation made for the then -current year for the services covered by this Contract
is spent, whichever event occurs first (the "Non -Appropriation Date"). If at any time funds are not
appropriated for the continuance of this Contract, cancellation shall be accepted by the Engineer on thirty
(30) days prior written notice, but failure to give such notice shall be of no effect and the City shall not be
obligated under this Contract beyond the Non -Appropriation Date.
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EXECUTED as of the Effective Date hereof.
CITY OF LUBBOCK
Daniel M: Pope, MAYOR
Reb ca Garza, City Secretary
APPROVED AS TO CONTENT:
AS-6�4 Z' &4-4��
Michael G. Keenum, P.E., City Engineer
APPROVED AS TO FORM:
elli Leisure, Assistant City Attorney
Firm
HDR Engineering, Inc.
BAIJ.
z, S for 'ce President
Page 10 of 10
Exhibit A
Professional Consulting Services for Asset Management
Scope of Services
This scope of services describes the work to be performed by the ENGINEER in developing an asset
management implementation plan and specifying, selecting, and implementing an enterprise asset
management ("EAM") system to be used in maintaining the City's public works infrastructure.
PHASE 1: ASSET MANAGEMENT NEEDS ASSESSMENT AND PLANNING
Task 1.1— Project Initiation Activities
The ENGINEER will facilitate a Project Initiation Workshop at which participating City staff will receive
training on asset management best practices and will participate in defining the City's Asset
Management Vision. The ENGINEER will recommend appropriate staff positions to participate and the
City will identify specific staff to attend the training. The training material will be designed to facilitate
staff's participation in this project and build support for the resulting plans. The Asset Management
Vision will be designed to guide the City's future asset management priorities and practices. This
workshop will last up to 4 hours.
The ENGINEER will also submit a Request for Background Information. In addition, the ENGINEER'S
Project Manager will meet with the City's Project Manager to coordinate schedules and finalize the
Project Management Plan.
Task 1.2 — Asset Management Business Needs Assessment
The ENGINEER will conduct up to 12 workshops, interviews, and high-level business process analyses to
assess the City's current asset management practices and objectives. Participants will include
stakeholders representing Public Works Engineering, Public Works Operations, Water Utility, Parks,
Facilities, GIS, Information Technology, and Finance. These meetings will be designed to identify
opportunities to improve asset management processes, planning, data management, and operational
activities.
Task 1.3 — Evaluation of Current Asset Management Technology Resources
The ENGINEER will gather data regarding the City's existing information technology resources, including
applications, data, integrations, hardware, networks, system software, staff, and training, which support
the City's infrastructure asset management activities. This assessment will consider the extent to which
users' technology needs are currently being fulfilled, along with requirements for applying technology in
the future to serve the City's asset management business objectives.
Task 1.4 — Define Asset Management Technology Improvement Strategy
The ENGINEER will compile an EAM System Procurement Scope, which documents the business
functions, technical scope, and vendor -provided professional services that will be included (and
excluded) from the EAM system acquisition.
Task 1.5 — Develop Asset Management Implementation Plan
The ENGINEER will analyze the findings of prior Tasks to identify opportunities for improvement — or
"gaps" — in asset management processes, practices, and information technology support. An Asset
Management Implementation Plan will be developed that addresses opportunities for improving data,
applications, integration, and other technology resources; business processes; asset management
practices; and/or operational procedures. This plan will include a recommended schedule and an
opinion of implementation cost for each recommendation. Using the Implementation Plan timeline,
these opinions of cost will be compiled by City Fiscal Year. A budgetary opinion of cost for implementing
a new EAM system will also be provided.
The City's project team will review the preliminary Asset Management Implementation Plan and EAM
System Procurement Scope, and provide comments to the ENGINEER. The final Asset Management
Implementation Plan and EAM System Procurement Scope will incorporate responses to the City's
comments and suggestions. The ENGINEER will make one presentation of the Phase 1
recommendations to City Management and stakeholders.
PHASE 2: IMPLEMENT ENTERPRISE ASSET MANAGEMENT SYSTEM
Task 2.1— Benchmark Asset Management Software and Practices
ENGINEER will compare City's existing asset management information technology resources — compiled
during Task 1.3 above — and practices with those of five comparable Cities. ENGINEER will contact the
surveyed Cities by telephone to gather the desired information. A benchmark questionnaire will be
designed to answer management and policy -level questions such as:
What asset management actions and investments are similar cities making?
What benefits are these cities receiving?
A Technical Memorandum summarizing findings from the benchmark survey will be delivered to the
City.
Task 2.2 — Define Enterprise Asset Management (EAM) System Requirements and Selection Criteria
The ENGINEER will compile business, system, and transition requirements of sufficient detail to support
a competitive public procurement for obtaining an asset management system for the City. The resulting
requirements for the major business elements in an EAM system (e.g., service requests, work orders,
inspections, inventory, asset registry, reporting, etc.) will be suitable for incorporation into the City's
standard templates to produce a High Tech Request for Proposal (RFP). The ENGINEER will work with
the City's information technology professionals to specify system requirements and standards including
supported hardware and system software.
The ENGINEER will also support the City in finalizing the selection criteria and their weighting, and will
recommend a selection process schedule for inclusion in the RFP. ENGINEER will provide a mailing list of
EAM software vendors that could potentially meet the City's asset management system needs. It is the
responsibility of the vendors to demonstrate their ability to meet the requirements of the RFP.
ENGINEER will also provide forms and instructions for potential inclusion in the RFP to promote
consistent responses and simplify comparison of the responses.
Task 2.3 — EAM System Selection
The ENGINEER will provide technical support during the EAM proposal evaluation and selection process.
The anticipated support activities include the following:
Supporting the City's project manager and purchasing professionals in releasing the EAM system
RFP and responding to vendor questions
• Facilitating the City's evaluation of proposals, including
o Compiling quantitative results from proposal functionality questionnaires
o Compiling proposal cost data
o Advising the City on technical aspects of the proposals
o Identifying exceptions, "red flags," and needed clarifications
o Attending scripted demonstrations of short-listed software systems
o Performing telephone reference checks of finalist vendors
• Making recommendations when desired by the City
• Supporting the City's legal and IT professionals in incorporating key vendor assurances into the
resulting contract.
Task 2.4 — EAM System Implementation Support [NOT INCLUDED AT THIS TIME]
During implementation of the EAM system, the ENGINEER will perform "Owner's Agent" activities,
including coordination among stakeholders and observing system acceptance testing.
The City may contract with the ENGINEER to supplement any implementation services provided by the
software provider, including the following additional professional services:
• Business process design to utilize the new EAM's capabilities in support of the City's desired
asset management activities
• Configuration planning and design around the City's EAM requirements and desired business
processes
• Business process training and deployment
• Supporting the preparation of the City's asset data for migration into the new EAM
• Post -implementation support, including refinement of configuration decisions and optimization
of business processes
PHASE 3: PROJECT MANAGEMENT
The ENGINEER will regularly communicate with the City's Project Manager and project team members on
a formal and informal basis. This will begin with the distribution of a Project Management Plan during
Task 1.1. This document will contain the project scope, list of project contacts, budget and schedule
information, deliverables, and references to City of Lubbock guidelines. The Project Management Plan will
be updated as needed throughout the project.
The ENGINEER will also provide written monthly progress reports and monthly status meetings. The status
meetings will be conducted on -site or by telephone conference. The City's Project Manager will act as a
contact point to organize meetings and workshops, to oversee review activities, and to arrange review
sessions with the City's project team and other participants.
ASSUMPTIONS
This scope of services reflects these assumptions:
• The City will establish a project team for reviewing deliverables and prioritizing requirements.
• The City will select workshop and interview participants and confirm their availability for these
activities.
• The City's Project Manager will act as a contact point to organize meetings and workshops and
to oversee review activities with the City's project team and other project participants.
• The City IT staff will be actively involved with the project and participate in key meetings.
SCHEDULE
HDR will complete all tasks through Task 2.3 within 28 weeks of a notice to proceed.
Exhibit B
Professional Consulting Services for Asset Management
Budget & Fees
Budget Schedule
The City and ENGINEER have established a not -to -exceed fee of $199,950 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, the City and ENGINEER agree to allow
redistribution of funds between Tasks as appropriate to allow flexibility in providing the needed services
with the 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 work.
Task
Task Description
Estimated Fee
1.1
Project Initiation Activities
$12,935
1.2
1.3
Asset Management Business Needs Assessment
Evaluation of Current Asset Management Technology Resources
$20,384
$13 534
1.4
Define Asset Management Technology Improvement Strategy
9 9Y P 9Y
$13,038
1.5
Develop Asset Management Implementation Plan
$29,968
2.1
Benchmark Asset Management Software & Practices
$10,160
2.2
Define Enterprise Asset Management (EAM) System Requirements &
Selection Criteria
$26,868
2.3
EAM System Selection
$42,186
3.0
Project Management
$30,877
Total Estimated Fee
$199,950
Breakdown of Labor Hours
Dunn
Lloyd
Flores
Walls
Manville
Crumb
Dillard
Atkinson
Task
Task
Project
1
Project
1
Asset
Mgmt
Software
Selection
Software
Selection
Project
Asset
Mgmt
Asset
Data
Project
Total
Total
#
Description
Principal
Manager
Planning&
Im I
& Imp[
Advisor
PlanningEvaluation
Controller
Hours
Fee
1.1
Project Initiation
Activities
2
22
11
3
2
4
44
$12,935
Asset
12
Management
Business Needs
24
24
16
64
$20,384
Assessment
Evaluation of
Current Asset
1.3
Management
8
24
16
48
$13,534
Technology
Resources
Define Asset
Management
1.4
Technology
2
16
8
6
16
48
$13,038
Improvement
Strategy
Develop Asset
15
Management
Implementation
11
16
40
8
4
4
8
6
8
105
$29,968
Plan
Benchmark
Asset
2.1
Management
3
16
24
43
$10,160
Software &
Practices
Define
Enterprise Asset
2.2
Management
(EAM) System
32
32
16
16
96
$26,868
Requirements &
Selection Criteria
8
8
88
104
24
16
8
8
152
112
$42,186
$30,877
2.3
EAM System
Selection
3.0
Project
Management
Total
34
326
75
99
66
14
24
54
20
712
$199,950
Hourly Rate Schedule
Rates for January 1, 2017 through December 31, 2017
Specific Rates for Asset Management Engineering Support
HDR Engineering, Inc. & Halff Associates, Inc.
Job Titles & Classifications
Rate Range
Project Principal / Project Advisor
260
310
Practice Area Lead / Project Manager
250
325
Asset Management Engineer
230
265
Business Systems Consultant
170
240
Administrative II / Accountant
63
170
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, Der Diem expenses, incidentals, and
copier/plotting costs.
Note:
The rates are for January 1, 2017 through December 31, 2017. 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.
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1 of 1
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.
2017-251542
HDR Engineering, Inc.
Austin, TX United States
Date Filed:
08/18/2017
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:
08/18/2017
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 Engineering Services
4
Name of Interested Party
City, State, Country (place of business)
Nature of interest
(check applicable)
Controlling
I Intermediary
Felker, Brent R.
Davis, CA United States
X
O'Reilly, Charles L.
Boston, MA United States
X
HDR, Inc.
Omaha, NE United States
X
Little, George A.
Omaha, NE United States
X
Keen, Eric L.
Omaha, NE United States
X
5 Check only if there is NO Interested Party. ❑
6 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct.
Signature of authorized agent of contracting business entity
AFFIX NOTARY STAMP / SEAL ABOVE
Sworn to and subscribed before me, by the said this the
day of
20 , to certify which, witness my hand and seal of office.
Signature of officer administering oath Printed name of officer administering oath Title of officer administering oath
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.883
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
lofl
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.
2017-251542
HDR Engineering, Inc.
Austin, TX United States
Date Filed:
08/18/2017
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 Engineering Services
4
Nature of interest
Name of Interested Party
City, State, Country (place of business)
(check applicable)
Controlling
I Intermediary
Felker, Brent R.
Davis, CA United States
X
O'Reilly, Charles L.
Boston, MA United States
X
HDR, Inc.
Omaha, NE United States
X
Little, George A.
Omaha, NE United States
X
Keen, Eric L.
Omaha, NE United States
X
5 Check only if there is NO Interested Party. ❑
6 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct.
punr
ti,jtY PV'''�i LISA RENEE SINGER
:°; ,=Notary Publlo, Ststo of Texas
Comm, Expires 00.08 2021
Notary ID 3198130
r o utho ized of contracting business entity
AFFIX NOTARY STAMP / SEAL ABOVE
t�
Sworn to and subscribed before me, by the said �kew f !t -961,&ta this the day of A uy L_E
20 17 to certify which, witness my hand and seal of office. 7 --
04� ►�+'1Y_I. t�I�X/► 1. (5 �L I�G/LLL S Ivtl AdA4 -rA P1Z14Xl% Coo-114r
Signature of officer ad inistering oath Printed name of officer administering oath Title of officer a ministering oath
corms provlaea Dy I exas ttnlcs uommisslon www.etnlcs.state.tx.us Version V1.0.883