10 Personal Service ContractCITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date:
Originating Department:
Presented By:
Agenda Item No.:
1-16-2009
Engineering 41
Shawn Napier, P.E. City Engineer
Council Date:
/Director of Public Works
10.
1-26-2009
RECOMMENDED MOTION:
Move to approve a resolution to increase the not to exceed price in the existing contract with HDR
Engineering, Inc. from $95,000 to $122,500 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 revised to $95,000.00 in October. A detailed cost breakdown is
attached. The individual items in the breakdown had been trimmed to make it fit our budget. All of the
items in Task 3(an analysis of additional water resources) have been added back in at the request of the
Committee. HDR has agreed to do some estimates to give the Committee a better idea of what projects
may be cost effective.
BOARD/COMMISSION RECOMMENDATION:
N/A
E XHIBITS:
HDR Amendment No. 2, HDR services cost breakdown and Lake Pat Mayse Study
Committee Bud et
ACTION:
BUDGET INFO: Up to $200,000 to be reimbursed by
❑ Financial Report ❑ Minute Otder
the Ci of Iro'
❑ Depariment Report
~ Resolution
Expense
$ 0.00
❑ Presentation
❑ Oxdinance
Budgeted Amt
$ 0.00
❑ Public Hearing
❑ Other
yT'D Actual
$ 0.00
Acct Name
Acct Number
Fisc.AL NoTES:
REVIEWED AND APPROVED BY:
Z Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire
❑ Municipal Court Z Legal ❑ Library ❑ Police Z Eng./Public Works ❑ Utilities
City of Paris Revised 2/04/08
- 3~
DRAFT
attorney\reswork\current\HDR Engineering Prof Serv Contract Amendment No. 2 Res 2009
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS,
TEXAS, APPROVING AND AUTHORIZING THE EXECUTION OF
AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES
COIVTRACT WITH HDR ENGINEERING, I1VC. FOR WATER SUPPLY
PLANNING CONSULTING SERVICES FOR LAKE PAT MAYSE
WATER AVAILABILITY STUDY TO INCREASE THE 1VOT 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 Lake Pat Mayse
Water Study 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, on October 27, 2008, the City Council approved Resolution No.
2008-093 which authorized the execution of Amendment No.1 to said Professional
Services Contract with HDR Engineering, Inc. increasing the total contract amount
to $95,000; and,
WHEREAS, as the project draws to a close the scope of work has been
revised to include all tasks requested by the City and Lake Pat Mayse Water Study
Committee and the Contract should be amended to reflect a total cost of $122,500;
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. 2 to the Professional Services
Agreement dated May 27, 2008 with HDR Engineering, Inc. be, and the same
should be approved.
1VOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PARIS THAT:
. (1O(1n 3;'
Section 1. The findings set out in the preamble to this resolution are
hereby in all things approved.
Section 2. Amendment No. 2 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.
Section 3. The City Manager be, and he is hereby authorized and directed
to execute on behalf of the City of Paris Amendment No. 2 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 26th day of January, 2009.
Jesse James Freelen, Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney
December 11, 2008
Kevin Carruth
City Manager
City of Paris
PO Box 9037
Paris, Texas 75461-9037
RE: Amendment No. 2 for Engineering Services for Lake Pat Mayse VVater
Availability Study
Dear Mr. Carrutti:
Over the past several months, our firm (HDR Engineering, Inc. or HDR)
has been performing services associated with the Lake Pat Mayse Water
Availability Study in accordance with our contract dated May 5, 2008. As stated
in our, letter to you dated July 22, 2008, we were aware that 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. On
June 9, 2008, after our initial meetings with the City and Water Committee, we
submitted an itemized scope of work (attached) which indicated that the cost of
professional services would actually total between $95,000 anrl $133,000
depending on work items requested by the City and Water Committee. The City
approved Contract Amendment No. 1, which raised the cost of the professional
services under this contract to $95,000, on the 27`h of October under council
resolution 2008-093 to cover certain tasks under the originai itemized.scope of
work.
Now that the scope of work has been established, certain task items
completed, with others underway, and the project drawing to a close, HDR
anticipates that the costs of professioiial seryices under this contract will total
$122,500 to complete the requested tasks from the original itemized scope of
work. We are therefore requesting an amendment to our contract (Amendment
No. 2) in the amount of $27,500 far the remaining requested services. If upon
completion of these services, the City or Water Committee requests additional
work to be performed we will submit an additional amendment request for your
approval.
HDR Engineering,lnc. 4407 West Gate Blvd. Phone: 512•942•51.00
E X H I B I T-L Sufte 400 . Fax: 512•912•5158
~ Austin, TX 78743 www.hdrinc.com '
-M OOU03~
If this request meets with your approval,. please sign the authorization
below and return _one original to our office. We thank you for your consideration
and look forward to continuing to work with the City and Water Committee on
this important project. Submitted by;
~ Kenneth L. Choffel, P.
Sr. Vice President Contract Amendment No. 2 Approved by:
Title:
Enclosures
Cc: Shawn Napier
HDREngineering,lnc.
000035
CITY OF PARIS, TEXAS
WATER AVAILABILITY STUDY OF PAT MAYSE LAKE
Task
Total
No.
Task Descri tion
Cost
1
Water Availability Analysis
a
QAlQC RRWAM for Reasonableness
$8,372
b
Sedimentation Anal sis
$3,135
c
Pat Ma e Stand-Alone Yields
$6,270
d
Crook Lake Stand-Alone Yelds
$6,270
e
Pat Ma se ields w/ TWDB Surve data
$1,589
Tota! Task 1
$25, 637
2
Demand & Supply Analysis
a
Review Re ion D Demands
$3,744
b
Review Current Contracts & Peak/ Avera e Demands
$2,394
c
Com arison of Demands and Su I
$2, 713
d
Finalize Future Demands
$2,796
e
Market Value Rate Anal sis others
$D
Total Task 2
$11,647
3
Additional Water Resources Analysis
a
Pat Ma se Reallocation
$8,052
b
Pat Ma e Overdraft of S ills
$7, 099
c
S stem O eration Ma se and Crook
$5,880
d
Crook Lake Raise 0 tions
$6,583
e
Pat Ma se with Red River Diversions
$7 219
f
Retum Flows
$4,605
Pine Creek O tions
$9,178
h
Recreational Lake Level Anal sis
$1,856
i
Crook Lake Dred e O tions
$0
Groundwater
$0
Total Task 3
$50,472
4
Meetings
a
June 5- Water Committee Meetin
$4,515
b
Coordination with Irvin consultants
$3,429
c
Results Meetin 1- 7/31
$4,691
d
Results Meetin 2- Au
$4,691
e
Results Meetin 3- Se
$4,691
TotalTask4
$22,019
5
Project Report
a
Re ort Develo ment
$12,633
Total Task 5
$12, 726
Subtota/ Tasks 1- 5
$122,500
6
Additional Services (If Needed)
a
Modifications to Red River WAM
$11,569
Total Task 6
$11, 569
Totals
$134,070
HDR ENGINEERING, INC. Fee_Estimate_6-9-08_updated.xis
Revised 12N 112008
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