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19-R-54 Agreement with Lockwood, Andrews and Newnam Inc.RESOLUTION NO. 19 -R -54 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS, AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH LOCKWOOD, ANDREWS, AND NEWNAM, INC., FOR PROFESSIONAL ENGINEERING RELATED SERVICES FOR WATER AND WASTEWATER MASTER PLAN AND CAPITAL IMPROVEMENT PLAN UPDATES AND IMPACT FEE STUDY UPDATE WHEREAS, the City staff of the City of Schertz (the "City ") has determined that the City requires professional services relating to updating the Water and Wastewater Master Plan and Capital Improvement Plan as well as performing an Impact Fee Study update; and WHEREAS, City staff has determined that Lockwood, Andrews, and Newnam, Inc., (LAN) is uniquely qualified to provide such services for the City; and WHEREAS, LAN is an approved On -Call Engineering Firm for the City of Schertz; and WHEREAS, pursuant to Section 252.022(a)(4), the City is not required to seek bids or proposals with respect to a procurement for personal, professional, or planning purposes; and WHEREAS, the City Council has determined that it is in the best interest of the City to contract with LAN, Inc. pursuant to the standard On -Call Engineering Project Agreement with the City based on the scope of work attached hereto as Exhibit A. WHEREAS, City Council has authorized funding for the project from Capital Recovery Water and Capital Recovery Sewer. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes the City Manager to execute and deliver the Project Agreement with LAN in accordance with their approved Master Agreement in substantially the form set forth on Exhibit A in the amount of $465,697.00 with a not to exceed amount of $500,000.00. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 23rd day of April, 2019. CITY OF,$VRTZ, TEXAS R. Carpenter, Mayor ATTEST: Brenda Dennis, City Secretary EXHIBIT A PROJECT SCOPE A -1 Lockwood, Andrews & Newnam, Inc. A LEO A DALY COMPANY April 4, 2019 Ms. Kathryn Woodlee, PE City Engineer City of Schertz 10 Commercial Place, Building 2 Schertz, Texas 78154 Reference: Water /Wastewater Master Plan, CIP Update and Impact Fee Study Professional Services Proposal Dear Ms. Woodlee: Lockwood, Andrews & Newnam, Inc. (LAN) is pleased to have the opportunity to provide professional engineering services for the referenced water /wastewater master plan, CIP update and impact fee study. LAN proposes to complete the services as described in Attachment A to this letter which was developed based on LAN's similar experience and in accordance with the scoping meeting conducted in your office on December 11, 2018. LAN will provide all services on this project with the exception of limited flow monitoring which will be used to help provide a basis of flows for the sanitary system analysis. That work will be performed through a subcontract to LAN. Our proposed fee to complete these services is as described below, by phase: Task Fee Project Management $40,120 Land Use Plan $24,185 Water System Model, Master Plan and CIP $87,885 Wastewater System Model, Master Plan and CIP $95,540 Water Wastewater Impact Fee Study $72,280 Flow Monitoring (Subcontract) $115,687 Reimbursable Expenses Allowance $30,000 TOTAL CONTRACT AMOUNT $465,697 LAN proposes to complete these services on a lump sum basis except for reimbursable expenses and flow monitoring which will be invoiced at time and materials with a maximum as shown. We are prepared to begin immediately upon your authorization and estimate a required schedule of approximately six months to complete this work. We appreciate this opportunity to again be of service to the City of Schertz and look forward to continuing our excellent working relationship. If you have any questions or require additional information, please do not hesitate to call. Sincer y, E. Tyso Thomas, PE Vice President Attachment 10101 Reunion Place, Suite 200 • San Antonio, Texas 78216 -4165 210.499.5082 • Fax: 210.499.5157 - www.lan- inc.COM Attachment 1 BASIC SCOPE OF SERVICES BASIC SERVICES forthe PROJECT include (1) Project Management, (2) Land Use Plan, (3) Water Master Plan and Capital Improvement Plan (CIP) Update, (4) Wastewater CIP Master Plan Update, and (5) Impact Fee Study. Proposed scope identified herein reflects items discussed during the project scoping meeting held December 11, 2018. The City of Schertz (CLIENT) Water/Wastewater Master Plan, CIP Update, and Impact Fee Study (the PROJECT) consists of separate water and wastewater master plans, models and Capital Improvement Plan updates, and a water /wastewater impact fee study. To the extent information is provided by the CLIENT, Lockwood, Andrews & Newnam, Inc. (ENGINEER) may rely upon the accuracy of such information. 1. Project Management ENGINEERshall endeavorto provideworkto provide efficientand effective useof ENGINEER'S and CLIENT's time and resources. 1.1 Attend a project kickoff /chartering meeting with the CLIENT, Project Manager and other identified staff to clarify scope, understand objectives, identify limitations and constraints, and ensure economical and functional deliverables that meet CLIENT requirements. 12 Manage all efforts of the project team, individual team members, and required sub- consultants throughout the PROJECT and maintain appropriate records and documentation of PROJECT decisions, modifications, activities, communication, correspondence, and schedules 1.3 Provide invoices monthly documenting the approximate percent compete for each pay item identified in the total project breakdown. Provide monthly progress reports with each invoice submitted, documenting tasks completed, tasks in progress, activities scheduled during the next period, and pending deliverables. ENGINEER will also clearly note the project progress relative to the baseline schedule and identify requirements of the CLIENT to keep the PROJECT progressing as planned 1.4 Attend two (2) periodic progress review meetings (outside of deliverable review meetings, design workshops, or other meetings specifically enumerated below) with the CLIENT and those personnel designated by the CLIENT for the purpose of reviewing progress, status, or study details 1.5 Provide appropriate quality control reviews of all reports, memoranda, documents, and other deliverables prior to submittal. Quality assurance documentation will be available for the CLIENT throughout the duration of the project. 2. Land Use Plan 2.1 ENGINEER will collect and review relevant data (provided by CLIENT) forWater Master Plan study and model development. ENGINEER will require data listed in Attachment 1A from the CLIENT in order to complete the study. 2.2 Coordinate with Planning and Zoning (two (2) meetings) to confirm growth projections for the 30 -year planning horizon and study milestones. 2.3 Review and resolve annexations and any CCN issues. 2.4 Growth is constrained by current ETJ 2.5 Future development should be based on assumptions used on major thoroughfare plan. 2.6 Some future land use and zoning changes are anticipated and should be considered in the modeling assumptions. Changes in CLIENT's GIS will be coordinated with the GIS Department. 2.7 Planning maps will be based on CLIENT's existing map book grid. • CLIENT will provide the required data in Attachment 1A related to land use and growth assumptions forthe City. Deliverables ENGINEER will provide the following Deliverables as part of the Land Plan Development and Study: • One (1) workshop style meeting with staff for reviewing existing data. • One (1) workshop style meeting with staff to review draft Land Use Plan prepared by ENGINEER. • Prepare and submit draft Land Plan summary memorandum for client review. One (1) meeting with CLIENTto receive comments and discuss report as required. • Revise and submitfinal Land Plan summary memorandum to CLIENT (three (3) hard copies and digital files). Final Land Plan will be incorporated into Final Water and Wastewater Master Plan and Impact Fee Study Report. 3. Water System Model, Master Plan & Capital Improvement Plan 3.1 Data Collection and Review a. ENGINEER will collect and review relevant data (provided by CLIENT) for Water Master Plan study and model development. ENGINEER will require relevant data listed in Attachment 1A from the CLIENT in order to complete the study. b. Gather tank level and pump flow data in excel from SCADA to analyze for diurnal curves and use for model calibration c. Review and update existing GIS data, based on record drawings d. Gather and review City's customer billing data for water demand for model e. Refine billing data format for geocoding. Determine average daily use for geocoding intoGIS f. Refinewater GIS data for model network creation g. Determine peak day peaking factor from billing data and pump data h. Develop water service areas in GIS i. Develop Living Unit Equivalent (LUE) from billing demand data for use in impact fees j. Obtain and review City's Certificate of Convenience and Necessity (CCN) 32 Existing System Model Development a. Build new existing system water model in WaterGEMS based on refined GIS, system information, and demand data, include model background map b. Reviewand update City'sexisting geocoded water customer addresses in GIS to importaverage usage as base demand into the model c. Develop diurnal curves for Average Daily Flow (ADF) and Peak Daily Flow (PDF) d. Review model for accuracy and debug e. Calibrate model with fire flow from developers, pressure recorders and /or water production data. f. Assumes maximum of six (6) locations; Schertz- Sequin Local Government Corporation (SSLGC) delivery point, the two (2) pressure reducing valve locations, and three (3) areas in the system with known pressure problems 3.3 Meetwith CLIENT (one (1) meeting) to review existing system mndel and confirm model represents existing systemExisting System Evaluation a. Develop evaluation criteria forthe model evaluations b. Identify existing system improvements, including undersized lines, low pressure areas, low tank capacities and insufficient pump capacity. Extended period simulations will be performed to assess the existing system for the following: i. TCEQ minimum capacity requirements ii. 24 -Hour Average Daily Flow (ADF) iii. 24 -Hour Peak Daily Flow (PDF) iv. 48 -Hour Peak Daily Plus Fire Flow Analysis c. Perform pressure plane evaluation for existing system d. Meetwith CLIENT (one (1) meeting) to go over results in the existing model and discuss future full build -out for next phase 3.4 Future Model Development and Evaluations a. ENGINEER will prepare and evaluate a future conditions water model, modifying the existing systems model for full build -out conditions b. Develop and allocate water demands to the model for a 30 -year planning horizon c. with 10 -year increments (10 -year, 20 -year, and 30 -year) d. Review models for accuracy and debug e. Perform extended period simulations to analyze the system for the following conditions (assumes utilization of the same system evaluation criteria developed for existing system evaluation): i. 30 -year 24 -Hour ADF and PDF, and 48 -Hour Peak Day Plus Fire ii. 20 -year planning period 24 -Hour ADF and PDF, and 48 -Hour Peak Day iii. Plus Fire iv. 10 -year planning period 24 -Hour ADF and PDF, and 48 -Hour Peak Day v. Plus Fire vi. Future supply Schertz- Sequin Local Government Corporation (SSLGC) study vii. Pressure planeevaluation f. Evaluate and prioritize infrastructure projects for the capital improvements plan (CIP). CIP should categorize maintenance versus growth related improvements. g. Receive and incorporate water system maintenance projects from CLIENT into prioritized CIP h. Meetwith CLIENT (one (1) meeting)to review results ofthe model and CIP 3.5 Water Master Plan and CIP Report a. ENGINEER will draft water master plan and CIP plan and deliver to CLIENT. ENGINEER will review comments from CLIENT and incorporate into the final report including land use, water, wastewater, and impact fee 3.6 Conduct Quality Assurance and Quality Control (QA/QC) in accordance with QA/QC plan Assumptions & Exclusions • CLIENT will provide the required data in Attachment 1A • If sufficient data is not available to develop the necessary diurnal demand patterns, steady state water system analyses will be performed in lieu of EPS. Water master plan will evaluate the distribution network, pumping facilities and storage capacity only. Treatment and supply facilities will not be included. Inclusion of data for annexations or new developments after initiation of the work may require additional fee. Deliverables Reference Deliverables under Section 4 4. Wastewater System Model, Master Plan & Capital Improvement Plan 4.1 Data Collection and Review a. ENGINEER will collect and review relevant data (provided by CLIENT) for Wastewater Master Plan studyand model development. ENGINEERwill require relevant data listed in Attachment 1Afrom the CLIENT to complete the study. b. ENGINEER will install, maintain, record data from, and remove fifteen (15) flow meters and six (6) rain gauges at various locations throughout the City. The locations will be limited to secure locations to avoid tampering or vandalism. The flow meters and rain gauges will be installed for a maximum of forty -five (45) days unless no significant rainfall events occur within the recording period. Additional days to record rainfall events will require additional compensation. 4.2 Existing System Model Development a. ENGINEER will refine billing data format for geocoding and shapefiles for model development b. ENGINEER will develop wastewater service areas c. ENGINEER will develop an existing sanitary sewer system representation model in SewerGEMS (extended period simulations) based on available GIS shapefiles, collected record drawings, field measurements, and operation input from CLIENT d. ENGINEER select model calibration and verify rainfall events from the flow and rainfall monitoring data e. ENGINEERwill calibrate a dry- weather (DWF) and wet-weather flow (WWF) model based on selected data f. ENGINEERwill develop existing average, DWF model scenario based on available historical flowrates and flow meter data. The diurnal pattern will be established based on the best available data and used for all modeling scenarios. g. ENGINEERwill develop a WWF model scenario based on a 5 -year, 24 -hour rainfall event h. ENGINEER will review models for accuracy and debug i. ENGINEER will list collection system deficiencies identified in the model based on DWFandWWFscenarios. ENGI NEERwill identify existing areas in system needing improvements, including undersized lines, active or potential SSOs, and insufficient lift stations capacity. The system currently has seventeen (17) lift stations, some of which plan to be removed in future years. A goal of the study should include elimination of lift stations as planned and where possible. j. ENGINEER will meet with CLIENT (one (1) meeting) to review results in the existing model and discuss future full build -out for next phase 4.3 Future Model Development and Evaluations a. ENGINEER will identify minimum system design parameters on which to base future design decisions b. ENGINEER will develop a future sanitary sewer representation model (extended remodel simulations) based on anticipated growth areas identified by CLIENT. Future linework to areas without current planning documents will be based on existing topographic conditions and planned outfall locations. c. ENGINEER will develop future average, DWF model for 10 -year, 20 -year and 30- year build -out scenarios. Future flowrates will be based on historical data applied to future population and regions of anticipated growth. Adjustments to future per capita flowrates will be per the request of the City if not evident in historical trends. d. ENGINEER will develop WWF model scenarios based on a 5 -year, 24 -hour rainfall event for 10 -year, 20 -year and 30 -year build -out scenarios. Future wet - weather modeling will be based on the existing I &P percentage and subsequent peaking factors experienced in the existing system and will be applied throughout the future system model. e. ENGINEERwill review models for accuracy and debug f. ENGINEER will list collection system deficiencies identified in the model based on DWF and WWF scenarios g. ENGINEER will adjust sanitary sewer collection system parameters in the model to meet planning design parameters. Adjustments include pipe diameters, redundancy, flow routing, and lift station improvements. Adjustments will be prioritized based on the City's annual wastewater budget. h. ENGINEER will develop a 10 -year CIP. The proposed CIP will be based on required likelihood of overflow, etc. Expansion to previously undeveloped portions of the City will be based on known or anticipated areas of growth in the order in which they are anticipated to build out. CLIENT will provide input of areas expecting growth and the order in which the new projects are necessary. i. Evaluate and prioritize infrastructure projects for the capital improvements plan (CIP). CIP should categorize maintenance versus growth related improvements. j. Meet with CLIENT (one (1) meeting) to review results of the model and CIP. 4.4 Wastewater Master Plan and CIP Report — ENGINEER will draft wastewater master plan and CIP plan and deliver to CLIENT. ENGINEER will review comments from CLIENT and incorporate into the final report including land use, water, wastewater, and impact fee 4.5 Conduct Quality Assurance and Quality Control (QA/QC) in accordance with QA/QC plan Assumptions & Exclusions • CLIENT will provide the required data in Attachment 1A • Wastewater master plan will evaluate collection system and lift stations only Treatment and supply facilities are excluded. Manhole survey and measure downs are excluded. • Inclusion of data for annexations or new developments after initiation of the work may require additional fee. Deliverables ENGINEER will provide the following Deliverables as part of the Water/Wastewater System Model, Master Plan and CIP Update. • One (1) workshop style meeting with staff for reviewing existing data and confirm information provided by CLIENT is sufficient to move forward with model development • One (1) workshop style meeting with staff for reviewing existing water /wastewater model results • One (1) workshop style meeting with staff for reviewing future model results Up to three (3) progress updates with City Council to be scheduled and coordinated through City staff • Prepare and submit a draft water wastewater ClPfor CLIENT review (three hard copies and digital files). One (1) meeting with CLIENT to discuss results. • Revise CIP as necessary to develop draft water /wastewater master plan report with exhibits for CLIENT review • Prepare and submit a draft water /wastewater master plan report for CLIENT review. One (1) meeting with CLIENT to receive comments and discuss report as required. Prepare and submit updated water /wastewater system maps (separate maps) for CLIENT review • Revise and submit final water /wastewater masterplan, CIP reports and final Impact Fee studyto CLIENT (three hard copies and digital files) • Revise and submit final water /wastewater system maps (separate maps) to CLIENT Conduct a 2 -day (8 hr /day) WaterGEMs and a separate 2 -day (8 hr /day) SewerGEMS modeltraining session for CLIENT at CLIENT directed location 5. Water/Wastewater Impact Fee Study ENGINEER will calculate the maximum allowable impact fees in accordance with Chapter 395 of the Texas Local Government Code (LGC 395). 5.1 ENGINEER will develop Living Unit Equivalents (LUE) for existing and proposed development based on projected growth and proposed development plans. Growth anticipated in the next ten (10) years will be used to calculate the maximum allowable impact fee. Water meter sizes will be used to convert development that is not single family residential into an equivalent number of living units. 5.2 Conduct one (1) meeting with the Advisory Committee to review Land Use Assumptions, update including population, development and LUE projections. 5.3 ENGINEER will review historical construction costs for projects to be utilized by development in the next ten (10) years including tanks, pump stations, wells, meter stations, pipelines, lift stations and associated appurtenances. ENGINEER will develop opinions of probable construction costs for projects to be constructed in the 10 -year horizon. 5.4 Conduct one (1) meeting with the Advisory Committee to review Capital Improvements Plans update. 5.5 ENGINEER will determine utilization percentages of existing and proposed capital improvements to be used by proposed growth and developments in the next ten (10) years. 5.6 ENGINEER will calculate maximum allowable impact fee. The impact fee calculations and results of the evaluation will be presented in a draft impact fee report to the City and Advisory Committee in one (1) meeting. 5.7 ENGINEER will revise report per comments provided by staff and Advisory Committee. 5.8 ENGINEER will present the results of the impact fee update and Advisory Committee comments in one (1) City Council meeting. Provide guidance to CLIENT for drafting a new City Ordinance with fee revisions for the impact fee. 5.9 ENGINEER will present the impact fee update including Land Use Assumptions, CIP updates, and revised Impact Feeatone (1) Public Hearing. 11 • • Lei l • City Ordinance will be developed by CLIENT with guidance provided by ENGINEER. Deliverables ENGINEER will provide the following Deliverables as part of the Impact Fee Study: • Draft Report (3 copies and digital files) • Final Report (to be incorporated into Final Water/Wastewater Master Plan Report for final deliverable) • Two (2) Advisory Committee Meeting presentations • One (1) Public Hearing presentation Rates The rates proposed for this project, as outlined in the master agreement, are as noted: Principal /QAQC Manager- $220.00 Senior Project Manager - $190.00 Project Engineer - $130.00 Engineer (EIT) III - $125.00 Engineer (EIT) 11 - $95.00 Construction Field Representative - $95.00 CADD Designer II - $85.00 Administrative - $65.00 Fee Basis and Invoicing Due to the nature of this project, ENGINEER proposes to perform these services on a Lump Sum basis. Invoicing will occur at no less that 30 -day intervals on a percent complete basis for each task identified.