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HomeMy WebLinkAboutResolution - 2021-R0009 - Amendment No. 2 to Contract 14300 with HDR Engineering, Inc. 1.12.21Resolution No. 2021-R0009 Item No. 7.13 January 12, 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 for and on behalf of the City of Lubbock, an Amendment No. 2 to the Professional Service Contract No. 14300 related to consulting services for the Hancock Land Application Site and the Lubbock Land Application Site, 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 fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council on the 12th day of January , 2021. L7 DANIEL M. POPE, MAYOR ATTEST: Reb cca Garza, City ecre APPROVED AS TQ CONTENT: aC Jesica cEachern, Assistant City Manager APPROVED AS TO FORM: Amy Si puty City orney (12-9-20) Resolution No. 2021-110009 STATE OF TEXAS COUNTY OF LUBBOCK AMENDMENT NO.2 TO PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF LUBBOCK AND HDR ENGINEERING, INC. This Second Amendment to Agreement is entered into this 12 to day of January, 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 #14300) dated June 11, 2019 (hereinafter called "the Original Agreement"); and WHEREAS, the Engineer and the City have previously amended the Original Agreement dated September 17, 2020 (herein called "Amendment No. I") extending the expiration date of the Original Agreement an additional 180 days, 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 thirty-six (36) 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 Amendment No. 2- Land Application Sites Groundwater Remediation Evaluation Page 1 of 11 paid to Engineer pursuant to this Contract exceed five hundred thirty-nine thousand five -hundred forty-seven dollars ($539,547). 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 LUB OCK Daniel M. Pope, Mayor ATTEST: A & A Rebe ca Garza, City Sec e APP OVED AS TO CO TEN : Aubrey A. S71, P.E., Direc or of Water Utilities APPROVED AS TO FORM: Amy Si ,Ass' Atto HDR Engineering, Inc. Mark Borenstein, P.E. Vice President Amendment No. 2- Land Application Sites Groundwater Remediation Evaluation Page 2 of 11 Exhibit A-1 (Contract Amendment No. 2) Groundwater Remediation Evaluation at Lubbock Land Application Sites Scope of Services Background The City of Lubbock has utilized treated wastewater effluent for irrigation at the Lubbock Land Application Site (LLAS) since, at least, the 1930s, and at the Hancock Land Application Site (HLAS) since the 1980s. As early as 1968, the City became aware of a water table mound beneath LLAS. This groundwater also contained high levels of nitrate nitrogen. In the 1970s, the City began pumping groundwater from the water table mound into the Jim Bertram Lake System (JBLS) as part of a remediation program. The remediation program was formalized in the late 1980s in response to an Agreed Order between the City and the Texas Commission on Environmental Quality (TCEQ). In 2009, the Agreed Order was closed, and the requirements became part of the Southeast Water Reclamation Plant (SEWRP) operating permit. The City's current permit requires semi-annual sampling at approximately 140 wells at LLAS and 40 wells at HLAS. These data are collected by City of Lubbock personnel, and are reported to TCEQ in an annual report for each site in late May. As required by Texas Pollutant Discharge Elimination System (TPDES) Permit No. WQ0010353002, a groundwater model was developed to estimate groundwater elevations and quality for the next five years. This groundwater modeling has been conducted since 2002. Project Scope of Work To accomplish the project purpose, the following tasks will be completed. Task 1. Review of Past Work and Plan for Future Work (COMPLETED Task 1.1 Review of Previous Work Under the original contract, the HDR Team completed a review of data collection, processing and management, and reporting that has been achieved in recent years. This review includes comments provided by TCEQ staff. This task includes face-to-face meeting with City staff to discuss the past approach in addressing the permit requirements and to identify potential improvements. To better understand the City's goals, the HDR Team and City staff will identify the short-term and long-term objectives regarding the LLAS and HLAS sites and effluent management and reuse. City will provide the HDR Team with necessary data for review. Task 1.2 Permitting Analysis The HDR Team will assess how the TCEQ permit compliance might be made more cost- efficient, and align with the City's long-term plan for use of reclaimed water. This analysis could prompt changes to the City's TPDES permits, including WQ0010353002 (SEWRP); WQ0004599000 (JBLS); and Certificate of Adjudication No. 12-3705 authorizing impoundment and diversion from the Jim Bertram Lake System Amendment No. 2- Land Application Sites Groundwater Remediation Evaluation Page 3 of 11 Deliverable: The results of Tasks 1.1 and 1.2 were documented in a technical memorandum delivered to the City within three weeks of the initial meeting with the City. An electronic draft of the technical memorandum was provided to the City for review. The HDR Team responded to comments and prepared a final technical memorandum. The fmal technical memorandum was delivered in electronic format. Task 2: Groundwater Modeling HDR will further refine the groundwater model, , through analysis of current model updates and operations at the LLAS. Contingent services related to groundwater modeling are included at the end of the task descriptions. The City will provide supporting data and documentation. Task 2.1 Model Review (COMPLETED) The HDR Team reviewed the most recent version of the model and associated documentation with regard to model design, and recent recalibration and application. Task 2.2 Model Validation (COMPLETED) The HDR Team conducted model validation and assessment of the model's past performance and documentation and made suggestions to the City staff for updates or improvements. Model validation is defined as verification that the model is performing as expected, consistent with its design objectives. The assessment identified potential limitations and assumptions and assess their possible impact. This task did not include predictive simulations. Task 2.3 Model Update An update may be advisable if the modeling results are drifting too high or too low from measured groundwater levels or nitrate concentrations since the last calibration. If the current version of the groundwater model is no longer supported by its developer, the City may want to consider transferring the model inputs to the most recent version of MODFLOW / MT313. Suggested updates or recalibrations will be discussed with the City and TCEQ staff, as necessary. Groundwater model updates will be documented. Groundwater model updates not related to the permit -required annual update of the existing MODFLOW/MBD model as described in Task 3.2 are considered Additional Services and will require written authorization from the City before proceeding. Task 2.4 Sensitivity Analysis HDR will perform a sensitivity analysis to assess parameter uncertainty in relation to the results of the predictive groundwater model. Previous annual reports (2019 and prior) mention that the model results are sensitive to recharge estimates. However, better defined pumping rates and recharge estimates can lead to adjustment of other parameters, such as hydraulic conductivity and storativity that affect nitrate plume migration. Deliverable: The results of this task will be documented in a technical memorandum delivered to the City. An electronic draft of the technical memorandum will be provided to the City for review. The HDR Team will respond to comments and prepare a final technical memorandum within ten business days of receiving the City's comments. The final technical memorandum will be delivered in electronic format. Amendment No. 2- Land Application Sites Groundwater Remediation Evaluation Page 4 of I 1 Task 3: Prepare and Produce Annual Groundwater Reports for LLAS and HLAS HDR will prepare the annual Groundwater Report for each site (LLAS and HLAS) as currently required by TPDES Permit No. WQ0010353002. In preparing the annual reports, HDR will provide the professional engineering services described below. Task 3.1 Data Management HDR responsibilities: • Coordinate with the City's soil scientist consultant via email and telephone conference. • Water level and water quality data collected and provided to HDR by City staff will be compiled and summarized into tables and maps by HDR. Data will include water levels, field water quality parameters, and well purging. Copies of laboratory reports will be included in the annual reports. • Prepare current year surface (contour) maps of the water level elevations and nitrate concentrations. • Prepare charts showing time trends of water levels and nitrates concentrations at individual monitor and recovery wells for at least the last five years. City responsibilities: • Field data and water samples will be collected by City staff. • Laboratory services will be provided by the City. • The City will provide the services of a soil scientist. Task 3.2 Update Groundwater Model Predictive Simulations of the LLAS HDR responsibilities: • Compile current year pumping and recharge data (provided by the City), format into the MODFLOW / MT3D model's grid, and load into the model; • Reformat groundwater level and nitrates data and enter into the model; • Update the model control parameters for a five-year predictive simulation; • Perform the predictive simulation, and export predictive water level and nitrate concentration maps; • Summarize the MODFLOW / MT3D modeling results into maps, tables and charts; and • Communicate findings to the City staff and the City's soil science consultant via teleconference with supporting exhibits (draft graphs, maps, and/or tables) provided electronically for review. Task 3.3 Annual Reports • Prepare LLAS and HLAS annual reports with details of the data collection and the LLAS MODFLOW / MT3D groundwater model results; • Include background, summary discussions, and recommendations; and • Assist the City in responding to TCEQ comments related to the reports. HDR will include the following components in the reports. • Graphics depicting static groundwater levels at monitoring and recovery wells and a resulting water table map; Amendment No. 2- Land Application Sites Groundwater Remediation Evaluation Page 5 of 11 • Laboratory results of groundwater sampling at monitoring and recovery wells and a resulting nitrates concentration map; • Future effects of the remediation system as predicted by the groundwater model; • A summary of in -situ groundwater remediation activities, as applicable; • Planned alternations to cropping and water application plans resulting from water and nitrates balance models completed by the soil science consultant and provided by the City; and • Recommended adjustments to the remediation system including optimal well locations. Deliverables: • Provide electronic drafts of the reports to the City for review. The HDR Team will respond to comments and prepare final reports within ten business days of receiving the City's comments. The final reports will be delivered in electronic format to the City. • Submit hard copy and electronic copy of reports to TCEQ Region 2, TCEQ's Compliance Monitoring Section, and TCEQ's Water Quality Assessment Team by May 31 of each year as required by TPDES Permit No. WQ0010353002. • Deliver to City one electronic and one hard copy of HDR's responses to the TCEQ requests for information (RFI). Task 4: Operations Analysis HDR will provide evaluation related to the remediation system at the LLAS. The following tasks will be completed. Task 4. 1 Review Remediation Work Plan HDR will review the remediation work plans for both HLAS and LLAS with specific regard for frequency of data collection, current data analyses, and goals for groundwater treatment or alternate uses, and offer recommendations for updates to the work plans. An update of the remediation work plans is not included as part of this scope of work and is considered Additional Services for which a contract amendment and increase offee will be required. Task 4.2 Remediation System Well Performance Assessment HDR will assess the performance of the remediation system wells at LLAS and how this performance will impact the MODFLOW / MT3D model. This task will involve analysis of the system's SCADA records, including well productivity or lack of, compared to the existing groundwater model results. This analysis will include updates of the groundwater model to guide future operations decisions and/or an update of the Remediation Work Plan. Task 4.3 SCADA System Evaluation HDR will continue work with assessment of the existing SCADA system. This analysis could prompt updates, upgrades, or other related improvements to the system. In the assessment of the existing SCADA system at the SEWRP and LLAS, HDR recommended action related to master - slave interaction of the radios that could improve the system. HDR will assist the City in improving the SCADA system through configuration adjustments of the master -slave communication. HDR will also assess the current SCADA data management with respect to long term data storage and the Plant's use of historical data for trending and analysis. Design, Amendment No. 2- Land Application Sites Groundwater Remediation Evaluation Page 6 of 11 installation or programming of SCADA related improvements are not included as part of this scope of work and are considered Additional Services for which a contract amendment and increase of fee will be required. Deliverable: The results of these tasks will be documented in separate technical memoranda. An electronic draft of each technical memorandum will be provided to the City for review. The HDR Team will respond to comments and prepare a final technical memorandum within ten business days of receiving the City's comments. The final technical memoranda will be delivered in electronic format. Should the scope of work and fee be amended to develop a remediation work plan, the updated remediation work plan will be developed as a separate document from this deliverable. Task 5. Present Findings to Staff The HDR Team will present project updates to the Water Utility staff. A PowerPoint presentation of the status of the project and conclusions of the work effort will be prepared. This scope of work anticipates that one member of the HDR Team will attend three presentations in Lubbock and be available to answer questions. Deliverables: • Attendance in Lubbock by one member of the HDR Team for three presentations to Water Utility staff and/or City management. • PowerPoint presentation and associated boards and visual aids, including handout packages for the meetings. Task 6. Proiect Administration. QA/QC and Communication HDR will lead a Project kickoff conference call during the two -week period following notice to proceed from the City. During the kickoff call, HDR and the City will: • Discuss the City's long-term plans for use of reclaimed water, • Discuss the City's plans for short-term and long-term management of HLAS and LLAS, • Review and establish milestone dates for completion of portions of this scope of work, • Review invoicing requirements and timing, • Establish project communication protocols, • Identify data needs from the City and coordinate transfer of information, and • Review annual report format. Project controls, administration and quality assurance/quality control (QA/QC) activities will be performed under this task. Amendment No. 2- Land Application Sites Groundwater Remediation Evaluation Page 7 of 11 Additional Services Groundwater Model Update Groundwater model updates not related to the permit -required annual update of the existing MODFLOW/MT3D model as described in Task 3.2 are considered Additional Services and will require additional funding and written authorization from the City before proceeding. Additional Groundwater Model Scenarios Additional groundwater modeling scenarios may be completed to support Remediation Work Plan updates. Deliverables for these tasks would be defined if these additional tasks are funded and authorized by the City. Remediation Work Plan Update An update of the remediation work plans is not included as part of this scope of work and is considered Additional Services for which a contract amendment and increase of fee will be required. Amendment No. 2- Land Application Sites Groundwater Remediation Evaluation Page 8 of 11 Project Schedule The proposed timeline for completion of the maior tasks of the Scope of Work is as follows: Task Description Schedule 1 Review of Past Work and Plan for Future Work COMPLETED 2 Review, Validate, and Update Groundwater Model 6 months from Notice to Proceed 2.1 Model Review COMPLETED 2.2 Model Validation COMPLETED 2.3 Model Update As directed by the City 2.4 Sensitivity Analysis 3 months from Notice to Proceed 3 Prepare & Produce Annual Groundwater Reports for LLAS & HLAS Ongoing throughout project 3.1 Data Management Ongoing throughout project 3.2 Update Groundwater Model Predictive Simulations of the LLAS April 301h of 2021 and 2022 3.3 Annual Reports May 31"of 2021 and 2022 4 Operations Analysis 14 months from Notice to Proceed 4.1 Review Remediation Work Plan 14 months from Notice to Proceed 4.2 Remediation System Well Performance Assessment 14 months from Notice to Proceed 4.3 SCADA System Evaluation 1 months from Notice to Proceed 5 Present Findings to Staff When requested by the City 6 Project Administration, QA/QC & Communication Ongoing throughout project Amendment No. 2- Land Application Sites Groundwater Remediation Evaluation Page 9 of 11 Exhibit B-1 (Contract Amendment No. 2) Land Application Sites Groundwater Remediation Evaluation Budget CITY and ENGINEER have established a not -to -exceed fee of $539,547 to complete 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 may be negotiated at that time. The following table summarizes the fee estimated required to complete the above scope of services. Funds and scope remain from the original contract. The remaining original contract budget noted in the table below will be utilized as part of Amendment No. 2. This amended agreement includes additional funds and work items, resulting in a new contract amount. Original Amendment Total Task Description Contract No.2 Additional Amended Amount Amount Contract I Review of Past Work and Plan $ 27,700 $ 0 $ 27,700 for Future Work 2 Review, Validate, and Update $ 61,300 $ 25,500 $ 86,800 Groundwater Model 2.3 Model Update $ 28,400 $ 0 $ 28,400 Prepare & Produce Annual 3 Groundwater Reports for $113,900 $192,553 $306,453 LLAS & HLAS 4 Operations Analysis $ 45,300 $ 13,509 $58,509 5 Present Findings to Staff $ 3,900 $ 7,100 $ 11,000 6 Project Administration, $ 22,400 $ 35,746 $ 58,146 A/ C & Communication Total Services 1 $ 246,100 1 $265,047 $511,147 Total 1 $274 500 J$265,047 1 $539 547 Amendment No. 2- Land Application Sites Groundwater Remediation Evaluation Page 10 of 11 Hourly Rate Schedule Rates for October 1, 2020 through December 31, 2022 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 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 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: Proposed new rates, in subsequent years, will be negotiated in January of each year on an annual basis, if necessary, and will include cost -of -living escalation and other factors relevant at that time. Amendment No. 2- Land Application Sites Groundwater Remediation Evaluation Page 11 of 11