HomeMy WebLinkAboutContract 54940-A1Prof Services Agreement Amendment Template
Revision Date: November 23, 2021 [CFW SCADA Repl. Project]
[CPN 103086]
Page 1 of 2
AMENDMENT No.1
TO CITY SECRETARY CONTRACT No.54940
WHEREAS, the City of Fort Worth (CITY) and Arcadis U.S., Inc.,
(ENGINEER) made and entered into City Secretary Contract No. 54940, (the
CONTRACT) which was authorized by M&C 20-0833 on the 10th day of November,
2020 in the amount of $548,797.00; and
WHEREAS, the CONTRACT involves engineering services for the
following project:
City of Fort Worth Water Department SCADA Replacement Support
Project; and
WHEREAS, it has become necessary to execute Amendment No. 1 to the
CONTRACT to include an increased scope of work and revised fee.
NOW THEREFORE, CITY and ENGINEER, acting herein by and through
their duly authorized representatives, enter into the following
agreement, which amends the CONTRACT:
1.
Article I of the CONTRACT is amended to include the additional
engineering services specified in proposal attached hereto and
incorporated herein. The cost to City for the additional design services
to be performed by Engineer totals $326,300.00.
2.
Article II of the CONTRACT is amended to provide for an increase in
the fee to be paid to Engineer for all work and services performed under
the Contract, as amended, so that the total fee paid by the City for all
work and services shall be an amount of $875,097.00.
3.
All other provisions of the Contract, which are not expressly
amended herein, shall remain in full force and effect.
Prof Services Agreement Amendment Template
Revision Date: November 23, 2021 [CFW SCADA Repl. Project]
[CPN 103086]
Page 2 of 2
EXECUTED and EFFECTIVE as of the date subscribed by the City’s
designated Assistant City Manager.
APPROVED:
City of Fort worth ENGINEER
Arcadis U.S., Inc.
Dana Burghdoff Rosser Standifer, P.E.
Assistant City Manager Principal-in-Charge
DATE: _______________DATE: _________________
APPROVAL RECOMMENDED:
Chris Harder, P.E.
Director, Water Department
Contract Compliance Manager:
By signing, I acknowledge that I am the person responsible for the
monitoring and administration of this contract, including ensuring all
performance and reporting requirements.
_______________________________
Alexander Pierce
Project Manager
APPROVED AS TO FORM AND LEGALITY: M&C: ________________
Date: ________________
Douglas W. Black Form 1295:_____________
Senior Assistant City Attorney
ATTEST:
Jannette S. Goodall
City Secretary
23-0880
10/17/23
2023-1073067
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Mr. Alexander Pierce
Project Manager
City of Fort Worth Water Department
920 Fournier Street
Fort Worth, Texas 76102
Subject:
City of Fort Worth, Water System SCADA Replacement
Contract No. 103086
Amendment No. 1— Request for Additional Engineering Services
Dear Mr. Pierce:
Arcadis was previously tasked by the City of Fort Worth to support development of
standards and documents to procure design and construction services associated with
Contract No. 103086. The project includes work need to design and construct the Water
Department's SCADA System Replacement. While completing the work the City
requested Arcadis transition procurement from the specified design-build method to a
solicitation for Competitive Sealed Proposals (CSPs). This required preparation of a
combined set of Contract Documents to serve as both the City's agreement with the
Successful Offeror and provide adequate both general and technical supporting
requirements. Additional work was requested to ensure only qualified Offerors submit
Proposals on the City's SCADA software and hardware systems. The purpose of this letter
is to request Additional Engineering Services, as outlined below, for efforts made to
incorporate these changes and advance the project through cancelation of the
procurement process in May, 2023.
Project Status
Project tasks completed to date include Tasks 1-6: Project Management, SCADA
Feasibility Assessment Data Review, IT and OT Integration Conceptual Design, FWWD
SCADA System Familiarization Workshops, PLC Programing Standards and HMI
Programming Standards.
Project work for Task 7— Bridging Document Preparation and Task 8— Design Build
Agreement Preparation were combined to support the development of a document to
facilitate the City's solicitation of the CSPs.
Task 9, Bidding Services, previously ongoing, and stopped due to cancellation of the RFP.
Completed work includes successful completion of both the software Request for
Proposal (RFP), to select the software platform, and a Request for Qualifications (RFQ)
phase for the CSP to Prequalify Offerors. The Request for Proposal (RFP) to solicit CSP has
been withdrawn by the City following notification that one of two prequalified offerors
would pursue the project. The City, following meetings with interested parties and
Imagine the result
ARCADIS U.S., Inc.
12400 Coit Road
Suite 1200
Dallas
Texas 75251
Tel 972 934 3711
Fax 972 934 3662
www.arcadis-us.com
WATER
Date:
September 15, 2023
Contact:
Ross Standifer
Phone:
972-934-3711
Page 1/6
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fornaturaland
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Mr. Alexander Pierce
September 15, 2023
internal stakeholders, has determined that a sequence of CSPs is the best vehicle for procurement of the
SCADA Replacement System. In parallel, the City intends to update PLC installations at select facilities to
simplify the scope of work.
Amendment No. 1— Part 1 Services
In conjunction with execution of Tasks 7, 8 and 9 the City requested, or the project required the following
services:
■ Task 1— Project Management, resources were required due to an extended duration.
■ Task 7/8 — Document Preparation, providing prequalification documents to interested
parties as a Request for Qualifications (RFQ) solicitation and Offerors as Request for
Proposals (RFP) as a separate step.
■ Task 9— Bid Services, providing additional Meetings with Offerors in support of separate
RFP/RFQ phases, additional written responses to Offeror question and document
addenda.
■ Task 10 — Analysis of existing Water Treatment Plant (WTP) Process PLC installations to
support the addition of upgrades to the work.
The above services were required to advance the project through May 2023 and assist the City in
determining the best path forward following withdrawal of the RFP.
Amendment No. 1— Part 2 Services
To move forward with the required CSP procurement, the City has requested:
■ Recommendations of the appropriate division of the work separate CSP contracts.
■ Conformance of the Contract Documents to include information and changes from
Addendum No. 1— No. 5 and the draft Addendum No.6 of the withdrawn CSP.
■ Incorporation of changes required to support coordination of PLC improvements via
Cooperative (Coop), Task Order based or subsequent CSP contracts outside the work
included in the first CSP.
■ Delivery of review and final (sealed) Contract Documents, including required
attachments, for of the first CSP.
■ Update of scoring template for use in scoring of the first CSP.
■ Resources for support prequalification and proposal phases for the first CSP.
■ Bid Services for first CSP through acceptance and opening of proposals.
To accommodate this request, this amendment provides additional project resources for the tasks
identified below, the services requested have been incorporated into Task 10, and are described below:
Task 10.A — Additional Services — Project Management
1. Continuing project management and task management in conjunction with the additional scope
of work noted below and within an extended project duration.
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Mr. Alexander Pierce
September 15, 2023
2. Continuing project management services, such as invoicing, meeting related items (agendas,
attendance, and minutes), and other tasks described in Task 1.0 of the Scope of Work. It is
anticipated that progress meetings will return to the bi-weekly interval noted in Task 1.5 of the
Agreement.
3. Update and maintain the project schedule as the division of work between CSPs, and that of
related work by others, is finalized. Work by others includes Coop contracts and Task Order
contracts.
Task 10.B — Document Preparation
Arcadis has been asked to modify the Contract Documents beyond the intended scope of the Agreement
for Professional Services dated November 20, 2020. The added work includes:
1. Meetings to facilitate interview of interested parties from the prior RFQ/RFP effort to collect
information of the bonding limitations and technical capabilities of potential offerors.
Review City input on the division of the Work into separate contracts to increase the number of
proposals.
Provide an updated Engineer's Opinion of Probable Construction Cost (EOPCC). Divide the cost
into separate estimates for the first CSP and the total of the remaining scope. Incorporate the
EOPPC estimates into the memorandum recommending the division of the Work.
4. Modifying the CSP Contract Documents dated February 2023 CSP Contract Documents to
provide Contract Documents for the first CSP employing a two-step RFQ/RFP process. The CSP
will address the Work at Water Treatment Plants (WTPs). Preparation of documents for
subsequent CSPs will incorporate Distribution System/Remote Site portions of the Work will be
provided as an Additional Service beyond those described in this amendment.
5. Modifying Division 00 and Division 01 of the February 2023 CSP Contract Documents to support
the first CSP employing a two-step RFQ/RFP process. This will include ensuring appropriate
coordination of contracts with respect to the known remaining work associated with Remote
Sites including requirements to coordinate with the schedule or other constraints.
6. Modifying technical sections in Division 40 of the February 2023 CSP Contract Documents for
use in the first CSP.
7. Providing one (1) Draft Contract Document, for City review, and one (1) sealed Final Contract
Document for the first CSPs. Draft and final documents provided will include a separate
document for use in prequalifying interested parties that contains Notice to Offeror,
Prequalification Instructions, and Instruction to Offeror sections only.
8. Independent Quality Control (QC) and Quality Assurance (QA) of submitted documents will be
performed by Arcadis prior to submission of each document set.
9. Up to four (4) meetings to facilitate review with the City of Draft and Final Packages (Arcadis
will provide minutes for these meetings.
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Mr. Alexander Pierce
September 15, 2023
Task 10.0 — Bidding Services
Due to the above modifications to the Contract Documents additional resources are needed during the
Bid Phase beyond those provided in the Agreement for Professional Services dated November 20, 2020.
The added work to support the RFQ and RFP process includes:
1. One (1) prequalification Question & Answer meeting in conjunction with prequalification RFQ.
2. One (1) preproposal meeting, in conjunction with the RFP.
3. The City will accompany the Offerors during site visits to allow offerors to become familiar with
typical portions of the Work. No site visits are anticipated in conjunction with Bidding Services.
4. The City will meet with Offerors for Oral Clarification of Proposals. Arcadis will not attend Oral
Clarifications with offerors, the City will provide written minutes or notes for each Oral
Clarification meeting.
5. During the prequalification RFQ, provide question responses beyond those included in the
Agreement. Prepare up to fifteen (15) additional draft responses to written questions for
review, approval, and distribution by the City.
6. During the prequalification RFQ, provide additional addendum items beyond those included in
the Agreement. Draft additional addenda to the Contract Documents (as needed) providing up
to six (6) addendum items during Pre-qualification for the first CSP.
7. Provide question for up to seventy-five (75) draft responses to written questions for review,
approval, and distribution by the City in conjunction with the RFP for the first CSP.
8. Provide up to thirty-two (32) draft addendum items for each CSP for review, approval, and
distribution by the City in conjunction with the RFP for the first CSP.
9. Assist the City with tabulation and evaluation of the Proposals for conformance with Contract
Document requirements.
Additional Services
It is anticipated that the project will move forward with a sequence of multiple CSP solicitations using a
two-step RFP/RFQ for various portions of the work in the previous procurement process. The City
anticipates the first CSP package will be comprised of several components of the Water System SCADA
Replacement prior scope of work. Based on discussions, the City is still in the process of determining
the desired components and sequence of work. Support of negotiations and conformance of documents
for execution if required and advancement of the project via additional CSP procurement, if directed by
the City, will be accommodated by a future amendment.
Imagine the result Page 4/6
Mr. Alexander Pierce
September 15, 2023
Fee
Prior to the additional fees noted below the City's Agreement with Arcadis, dated November 30,
2020 includes an Original Contract Amount of $548,797.00. The additional efforts described are
subject to the fee amounts budgeted below.
Task Task Description Total Fee
Amendment No. 1— Part 15ervices
1 Additional Services — Project Management $20,500.00
7/8 Additional Services - Document Preparation $24,000.00
9 Additional Services - Bidding Services $18,100.00
10 Additional Services—Analysis of WTP Process PLC Installations $17,400.00
Subtotal $80, 000.00
Credited Remaining (Unbilled & Available) Project Budget -$4,700.00
Amendment No. 1— Part 15ervices Sub-Total $75,300.00
Amendment No. 1— Part 2 Services
10.A Additional Services — Project Management $26,000.00
10.B Additional Services - Document Preparation $150,000.00
10.0 Additional Services - Bidding Services $75,000.00
Amendment No. 1— Part 2 Services Sub-Total $251,000.00
Amendment No. 1 Basic Services Total $326,300.00
Original Contract Amount $548,797.00
Revised Contract Amount $875,097.00
Approval of Amendment No. 1 by the City results in a revised Contract Amount of $875,097.00. If you
have any questions or if you require any additional information, please let us know.
Schedule of Procurement
Based on approval Amendment No. 1 by mid-September 2023, Arcadis estimates the City could
advertise for Prequalification for the first CSP prior to mid-January 2024. Based on the approximate
timeline utilized in the prior CSP document Calendar for Procurement the first proposal would be due
on about June 4, 2024 with an approximate Notice to Proceed (NTP) date of August 14, 2024. The basis
of the schedule is presented in the Gantt chart attachment. This is an aggressive achievable schedule;
however, Arcadis is committed to working with the City to accelerate document development and
procurement where it is practical to do so.
Imagine the result Page 5/6
Mr. Alexander Pierce
September 15, 2023
It is noteworthy that parallel procurement of the subsequent second CSP discussed previously, in which
the City would proceed quickly to accelerated over-all procurement, would require an additional
amendment to allow completion and review of the required document. If you have any questions or if
you require any additional information, please let us know.
Sincerely,
ARCADIS U.S., Inc.
� �<—�'�-�.._
Rosser R. Standifer, PE
Principal-in-Charge
Enclosure
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City of Fort Worth, Texas
Mayor and Council Communication
DATE: Tuesday, October 17, 2023
LOG NAME: 60SCADA RFP SUPPORTA1 -ARCADIS
REFERENCE NO.: **M&C 23-0880
SUBJECT:
(ALL) Authorize Execution Amendment No. 1 in the Amount of $326,300.00 for a Revised Contract Amount
of $875,097.00 to a Professional Services Agreement (City Secretary No. 54940) with Arcadis U.S., Inc. to
Prepare Engineering, Performance and Contractual Standards and Specifications to be Incorporated into a
Request for Proposals for the Replacement of the Existing Supervisory Control and Data Acquisition
System for the Water Department to Effect a Portion of Water's Contribution to the Fiscal Years 2024-2028
Capital Improvements Program andAdoptAppropriation Ordinance
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the execution of Amendment No. 1 in the amount of $326,300.00 to a Professional
Services Agreement with Arcadis U.S., Inc. (City Secretary No. 54940) to prepare Engineering,
Performance and Contractual Standards and Specifications to be incorporated into a Request for
Proposals for replacement of the existing Supervisory Control and Data Acquisition System for the
Water Department project for a revised contract amount of $875,097.00; and
2. Adopt the attached appropriation ordinance adjusting appropriations in the Water & Sewer Revenue
Bonds Series 2021 by increasing appropriations in the SCADA Replacement Project (City Project
No. 103086) in the amount of $875,097.00 and decreasing appropriations in the Unspecified —All
Funds project (City Project No. UNSPEC) by the same amount, to effect a portion of Water's
contribution to the Fiscal Years 2024-2028 Capital Improvement Program.
DISCUSSION:
On November 10, 2020, the Mayor and Council Communication (M&C) 20-0833, the City Council
authorized the execution of an agreement with Arcadis U.S., Inc. in the amount of $548,797.00 for the
preparation of Engineering, Performance and Contractual Standards and Specifications to be incorporated
into a Request for Proposals for the Replacement of the Existing Supervisory Control and Data Acquisition
System (SCADA) for the Water Department.
Amendment No. 1 consists of the work to transition the project procurement format from a design build
solicitation to competitive sealed proposals, which will include both Request for Qualifications (RFQ) and
Request for Proposals (RFP) as part of a two-step procurement process. The amendment will also allow
for the recommendation of appropriate division of work, the modification and conformance of contract
documents, analysis of existing water treatment plant process programmable logic controllers (PLCs),
responding to requests for information during the procurement process, and providing technical analysis
and recommendations during the evaluation of vendor submittals. Additionally, requesting funding
appropriation to cover the original contract amount of $548,797.00 with the Water & Sewer Revenue
Bonds Series 2021 Fund so the entire contract is being paid by the same funding source.
The Water Department utilizes a SCADA system to monitor and control the water treatment and
distribution facilities, along with remotely located sanitary sewer lift stations. The existing SCADA system,
initially installed in 1987, utilizes proprietary components, that are no longer manufactured and in need of
replacement.
It is the practice of the Water Department to appropriate its CIP plan throughout the Fiscal Year, instead of
within the annual budget ordinance, as projects commence, additional funding needs are identified, and to
comply with bond covenants. The actions in the M&C will appropriate funds in support of the Water's
portion of the City of Fort Worth's Fiscal Years 2024-2028 Capital Improvement Program, as follows:
60SCADA RFP SUPPORTA1 -ARCADIS
Capital � Revised
Project FY2024 CIP Budget Change
Fund Name Appropriations Authority �Increase/Decrease) FY2024
Name Budaet
W&S
Rev
Bonds 103086 —
Series SCADA $0.00 This M&C $875,097.00 $875,097.00
2021 Replacement
Fund
56019
J
Funding is available in the Unspecified —All Funds project within the Water and Sewer Revenue Bonds
Series 2021 Fund for the purpose of funding the SCADA Replacement project.
Appropriations for SCADA Replacement project are as depicted below:
Fund Existing Additional Project Total*
Appropriations Appropriations
W&S Capital
Projects Fund $548,797.00 $0.00 $548,797.00
56002
W&S Rev
Bonds Series $O.00I $875,097.00 $875,097.00
2021 — Fund
56019
Project Total $548,797.00� $875,097.00 $1,423,894.00
*Numbers rounded for presentation purposes.
Business Equity —A waiver of the goal for Business Equity subcontracting requirements was requested
and approved by the DVIN, in accordance with the applicable Ordinance, because the purchase of goods
or services is from sources where subcontracting or supplier opportunities are negligible.
The project serves ALL COUNCIL DISTRICTS.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that funds are available in the Unspecified —All Funds project within the
W&S Rev Bonds Series 2021 Fund, and upon approval of the above recommendations and adoption of
the attached appropriation ordinances, funds will be available in the W&S Rev Bonds Series 2021 Fund
for the SCADA Replacement project to support the above recommendations and execution of the change
order. Prior to any expenditure being incurred, the Water Department has the responsibility of verifying the
availability of funds.
FUND IDENTIFIERS (FIDs),:
TO
Fund Department Account Project ProgramActivity Budget Reference # Amount
ID ID � Year I (Chartfield 2) � �
und Department Accoun Project Progra
ID ID
Budget
Year
Reference # �P►mou
Chartfield 21 �
CERTIFICATIONS:
Submitted for City Manager's Office by_
Originating Department Head:
Additional Information Contact:
Dana Burghdoff (8018)
Chris Harder (5020)
Alexander Pierce (8401)
ATTACHMENTS
1. 60SCADA RFP SUPPORTA1 -ARCADIS 1295 Certificate.pdf (CFW Internal)
2. 60SCADA RFP SUPPORTA1 -ARCADIS FID Table (WCF 09.22.23) V2.xlsx (CFW Internal)
3. 60SCADA RFP SUPPORTA1 -ARCADIS Sam.pdf (CFW Internal)
4. 60SCADA RFP SUPPORTA1 -ARCADIS Wavier.pdf (CFW Internal)
5. 60SCADA RFP SUPPORTA1 -ARCADIS.docx (CFW Internal)
6. ORD.APP 60SCADA RFP SUPPORTA1 -ARCADIS 56019 A024(r2)_(002).docx (Public)
7. PBS CPN 103086.pdf (Public)
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