18-ResolutionCITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date:
Originating Department:
Ptesented By:
Agenda Item No.:
10-8-2008
Engineering 41
Shawn Napier, P.E. City Engineer
Council Date:
/Director of Public Works
18.
10-27-2008
RECOMMENDED MOTION: Approve a resolution to increase the not to exceed price in the
existing contract with HDR Engineering, Inc. to provide engineering services to assist the
Pat Mayse Lake Study Committee and City Staff in educating, informing, and advising
the Paris City Council and citizens of Lamar County as to the best long-range
commitment of its water resources.
POLICY ISSUE(S):
Professional Service Contract
BACKGROUND:
HDR is an engineering consulting firm that has a group that specializes in water
availability studies, water rights and water resources in Texas. HDR has been working
with the Lake Pat Mayse Study Committee and City Staff to determine the water
availability in Pat Mayse Lake and Lake Crook.
The current spending limit was arbitrarily established at $75,000.00, and before we
received a breakdown (attached) of the items the Study Committee wanted HDR to
investigate. The breakdown determined that the total cost to investigate all of the
committee's areas of interest would cost $133,977. The individual items in the
breakdown had to be trimmed to make it fit our budget. It was determined that all of the
items in tasks 1, 21 4 and 5 could be budgeted into the overall money to be reimbursed by
the City of Irving. Task 3 was trimmed to include a, b, c and h and task 6 was totally cut.
The Committee has discussed having additional task completed if money was available.
Staff recommends raising the maximum capacity on the HDR contract to $122,500 as
long as we do not exceed the $200,000 available for reimbursement from all of the
consultants. This should allow the committee to add all of the items back in except task 6.
BOARD/COMMISSION RECOMMENDATION:
N/A
EXHIBITS:
Resolution; HDR services cost breakdown
ACTION:
BUDGET INFO:
❑ Financial Report ❑ Minute Order
Expense
❑ Department Report Z Resolution
Budgeted Amt.
❑ Presentation ❑ Ordinance
y'I'D Actual
❑ Public Hearing ❑ Other
Acct. Name
Acct. Number
FISCAL NOTES:
Up to $200,000 to be reimbursed by the Ciry of Irving
City of Paris
Revised 2/04/08
. 000068
REVIEWED AND APPROVED BY:
E Administtation Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire
❑ Municipal Court Z Legal ❑ Library ❑ Police
City of Paris
Z Eng./Public Works ❑ Utilities
Revised 2/04/08
W. 000069
DRAFT
attorney\reswork\current\HDR Engineering Prof Serv Conuact Amendment No. l Res 2008
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS,
TEXAS, APPROVING AND AUTHORIZING THE EXECUTION OF
AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES
CONTRACT WITH HDR ENGINEERING, INC. FOR WATER SUPPLY
PLANNING CONSULTING SERVICES FOR LAKE PAT MAYSE
WATER AVAILABILITY STUDY TO INCREASE THE NOT TO
EXCEED PRICE IN THE EXISTING CONTRACT; MAKING OTHER
FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND
DECLARING AN EFFECTIVE DATE.
WHEREAS, on May 27, 2008 the City Council approved a professional
services contract with HDR Engineering, Inc. for water supply planning consulting
services; and,
WHEREAS, the initial work authorization as stated in the contract was set
by the City Council on a preliminary basis at $75,000 prior to the scope of work
being fully developed; and,
WHEREAS, after the initial meetings with the City and Water Committee
HDR prepared an itemized scope of work which indicated that the cost of
professional services would actually total between $95,000 and $133,000
depending on work items requested by the City and Water Committee; and,
WHEREAS, HDR anticipates that the costs of professional services under
this contract will total $95,000 and have requested an amendment to the contract
and HDR has requested an amendment to the contract (Amendment No. 1) in the
amount of $20,000 for the requested services; and,
WHEREAS, the City Council hereby finds that it is in the best interest of the
City of Paris and its citizens that Amendment No. 1 to the Professional Services
Agreement dated May 27, 2008 with HDR Engineering, Inc. be, and the same
should be approved.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PARIS THAT:
Section 1. The findings set out in the preamble to this resolution are
hereby in all things approved.
Section 2. Amendment No. 1 to the Professional Services Agreement for
Engineering Services for the Lake Pat Mayse Water Availability Study with HDR
dated May 27, 2008 be, and is hereby accepted.
. 000070
Section 3. The City Manager be, and he is hereby authorized and directed
to execute on behalf of the City of Paris Amendment No. 1 to the Professional
Services Contract with HDR Engineering, Inc. substantially in accordance with the
form attached hereto as Exhibit A and any and all other necessary documents
related thereto.
Section 4. This resolution shall be effective immediately upon passage.
PASSED AND ADOPTED this 27th day of October, 2008.
Jesse James Freelen, Mayor
ATTEST:
Janice Ellis, Ciry Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney
- UOU()71
C1TY OF PARIS, TEXAS
WATER AVAii.A81UTY &TUDY OF ?AT MAYSE LAKE
-
-
Tasks
Recommended
Task
Total
No.
Task Descrt on
Cost
Shawn N fer
7
WaterAvailebili Is
a
QNQC RRWAM for Reasanableness
$372
8 372
b
SedimentationArfal 's
$3,435
$3135
a
Pat Ma e Stand-Alone Ylelds
$6,2 70
$6 270
d
Crook Lake SGand-Alone Ylelds
$8 270
$6 270
e
Pat Mayse elds w/ TWDB Survey data
r$1588
31589
Totaf Task 1
~
325 fi37
$2 837
Demand & Supply Ana
Review R lon D Damands
U744,
744
Review CurreM CoMracts & PeakJ Avera Demands
4
2
Comparison of Demands and Supply
Flnaliae Future Demards
s others
Markat Value Rate Ane '
M
I
Totaf Task2
Addidonaf WaEer Resources Ana Is
Pat Mayse Reallocation
Pai Ma Overdraft of S'!Is
$7 089
$7,099
Syswm O ration MaM and Crook
$5 88A
35 880
Crook Lake Raise O dons
SB 583
Pat MoM with Red River Diversions
$72t9
Rewm Fiows
$4,605
PineCreek Uon.s
$9,178
h
Recrea6orml Lake Level Anal is
$1 856
51856
i
Crook Lake D e O ns
SO
Groundwater
$0
TotaJ Task 3
$50,472
$2Z887
4
MeeU s
a
June 5- Water Committee Meeti
$4.515
$4,515
b
Coordination with Irvi consuttants
53,429
$3 429
c
ResuNs MeeU 1- 7131
$4,691
$4 691
d
Results Meeti 2- 10123
$4 691
$4 891
e
Results Meeti 3- 1116
$4,691
$4,691
Tota! Task 4
$22 019
$22,019
Pr ct R rt
a
Re rt Develo errt
E12 633
$12-633
Total Task 5
$12 833
.fi &33
Sabtotal Taska 1- S
$12 408
$94 822
6
Additiona! Services N Needed
a
Modficatlons to Red R(ver WAM
$?i
569
rotar rHSk s
$rr,sss
7araia
t133,977
Esa sn
reeviaed 9123rea011;
HDR ENCilNEERING, INC. Fee_Esiinate cantrad and proposal review values xls 1
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