HomeMy WebLinkAboutContract 45774-A1 STATE OF TEXAS § i °
COUNTIES OF TARRANT, §
DENTON, PARKER AND WISE §
FIRST AMENDMENT TO CITY SECRETARY
CONTRACT NO. 45774 WITH GERSHMAN,BRICKNER & BRATTON FOR
PROFESSIONAL SERVICES
This First Amendment ("Amendment") is entered into by and between the City of Fort Worth
("City"),a home-rule municipality in the State of Texas,acting through,its duly authorized Assistant
City Manager, Fernando Costa, (City) and Gershman, Brickner &Bratton, Inc., acting through its
duly authorized President, Harvey William Gershman, ("Consultant").
WHEREAS,the City and Consultant entered into that certain agreement identified as City Secretary
Contract No. 45774 for a term of twenty-four months beginning on July 25, 2014 for the
development of a 20 year comprehensive solid waste management plan(the "Contract"); and
WHEREAS,the City was awarded a grant from the Department of Homeland Security to expand the
Disaster Debris Management Plan developed under the original Contract to be a multi-hazard plan;
and
WHEREAS,the City Council approved M&C G-18555 on September 15,2015 for the amendment
to the Contract to incorporate the expansion to the DDMP and to increase the total Contract amount
to $386,100.00.
NOW,THEREFORE,for and in consideration of the mutual covenants contained herein,and other
good and valuable consideration,the receipt and sufficiency of which are hereby acknowledged and
confessed, the parties hereto agree as follows:
I. Section 1: Scone of Services.
Section 1 of the Contract shall be amended to include the following paragraph as follows:
In addition to the original scope of work shown as Exhibit"A", Consultant hereby
agrees to expand the draft Disaster Debris Management Plan(DDMP)as proposed by
the Consultant in Exhibit"E".
I1. Section 2: Completion of Services for the DDMP
Consultant shall complete the additional expansion of the DDMP no later than June 30,
2016.
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III.Section 3: Compensation.
The total not to exceed amount of the Contract is amended to now be $386,100.00.
IV.Other Terms and Conditions.
All other terms and conditions of the Contract remain in full force and effect, except that if
there is a conflict between the Contract and this Amendment,this Amendment shall control.
If there is a conflict between the Contract and Amendment with the Consultant's proposal
shown as Exhibit "E",then the terms of the Contract and Amendment shall control.
V. Counterparts.
This Amendment may be executed in counterparts(but all counterparts,taken together,shall
constitute only one agreement) and facsimile or electronic copies of signatures shall be
treated as originals for all purposes.
Executed this L
day of 'o �_ , 2015.
CITY OF FORT WORTH GERSHMAN,BRICKNER& BRATTON, INC.
Fernando Costa arveycWilliarn Gershon
Assistant City Manager President
Date: :- ..
ATTEST:
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94ary' K ys I XP Witness
City Sec`'dtary.
APPROVED AS TO FORM
AND LEGALITY:
Christa R'. Lopez-Reynolds
Senior Assistant City Attorney
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SOLID WASTE
MANAGEMENT
CONSULTANTS
September 15,2015
Mr.Joao Pimentel,AICP
Senior Planner
City of Fort Worth
Code Compliance Department
Solid Waste Services Division
4100 Columbus Trail
Fort Worth,Texas 76133
Re: Proposal for Provide Additional Disaster Debris Management Planning Assistance
Dear Mr. Pimentel:
Gershman, Brickner& Bratton, Inc. (GBB), in association with Arredondo, Zepeda & Brunz, LLC(AZB) and
Risa Weinberger & Associates, Inc. (RWA), is pleased to provide this letter proposal to the City of Fort
Worth (City)to provide additional Disaster Debris Management Planning Assistance. This letter proposal
is based on discussions the City has had with the GBB Team related to the development of the Disaster
Debris Management Plan.
Project Understanding
The City is in the process of developing a Disaster Debris Management Plan (DDMP). GBB is assisting the
City in the development of this DDMP. The City has indicated that there are additional aspects of the
DDMP they wish to have developed and may have a source of funding for the additional work. The GBB
team has prepared the following scope of services and fixed price budgets by task.
Scope of Services
Task 1 Multi-agency review and initial implementation workshop
The City intends to incorporate the DDMP as a part of Annex K of the City's Emergency Management
Plan. The City also intends to coordinate the final publication of the DDMP with various City agencies to
develop a more coordinated effort in implementing the plan. This will require the following additional
services. 1) The GBB Team will review the "Annex K" and coordinate with the Office of Emergency
Management on potential adjustments to both documents; 2) GBB Team members will attend a meeting
to discuss the draft plan with various agencies that the City intends to coordinate with. GBB Team
members will make a presentation on the findings of the DDMP and process undertaken to arrive at the
draft document. GBB Team members will address comments presented by other City departments and
incorporate into the final document. GBB Team members will work closely with the City's Solid Waste
Services Division (SWSD)to address potential conflicts. 3) As part of this scope of services,the GBB Team
Gershman,Brickner&Bratton,Inc.
8550 Arlington Blvd,Suite 304
Fairfax,Virginia 22031
Phone:703-573-5800 Toll Free:800-573-5801 Fax:703-698-1306
www.gbbinc.com
Mr.Joao Pimentel,AICP
September 15,2015
Page 2
will develop a single form that can be used across City departments in assessing damage and reporting on
clean-up and debris clearing activities.
Task 2 Conceptual Design for Temporary Debris Storage and Reduction Sites
The draft DDMP submitted to the City included a place-holder for the identification of eight temporary
debris storage and reduction sites (TDSRS). The identification of the final eight TDSRS is to be provided
after discussions with the Floodplain Administrator. The draft DDMP identified criteria for site selection
that takes into consideration existing land use,site size,floodplains, access and other criteria.
The supplemental scope would provide the City with a conceptual site development plan for each of the
eight identified TDSRS. The conceptual plan will include access roads; storage areas for brush and
vegetative waste; storage areas for construction and demolition waste; household hazardous waste
storage containers, monitoring stations location,a potential trench burner,and other features.
An estimate of storage capacity will be developed for each potential site. Included in the conceptual
design will be the plan and design specifications, including material quantities for a Federal Emergency
Management Agency(FEMA)monitoring station for verifying and recording quantities of debris delivered
to the site following activation.
A budgetary cost estimate will be prepared for developing each of the sites as presented in the conceptual
site development plan.
Task 3 Floodplain Administrator and TCEQ Approval of Candidate TDSRS
There are three potential TDSRS locations (excluding the Progressive Fort Worth C&D Landfill) that have
been identified that have areas that are mapped as floodplain areas. The Texas Commission on
Environmental Quality(TCEQ) rules do allow TDSRS to be located on land that is in the floodplain as long
as the local Floodplain Administrator has approved these sites through a floodplain development permit.
The GBB Team and City staff have met with the Floodplain Administrator and explained the need for the
sites and what activities would take place. The Floodplain Administrator recommended that the City
request use of sites in floodplains in writing. The request would include the following information:
location of the site,areas located in the floodplain,and operating procedures that would secure the area
in case of a flood.
In addition to addressing:the TDSRS locations in the floodplains, the TCEQ requires that sites not be
located within % of a mile of a stream. Conversations with TCEQ staff have indicated some degree of
flexibility associated with these criteria given geographic limitations in the north central Texas area. It is
recommended that the City submit the entire DDMP to TCEQ for review and comment, including
comments on the selected TDSRS. The TCEQ will not approve TDSRS prior to an actual disaster event
occurring and the sites being required for emergency response.
The GBB Team will prepare a request for Floodplain Administrator approval through the Floodplain
Development Permit for any of the candidate sites that are located on land that is mapped as floodplain.
These sites include several sites located along Silver Creek Road,the Trinity 200 Landfill (i.e. Eliott Reeder
Road Landfill) site, and the buffer area of the Progressive Fort Worth C&D Landfill with Progressive
-- Waste's concurrence.The request would-include: - - -
Mr.Joao Pimentel,AICP
September 15,2015
Page 3
• Maps of the sites, including location of the floodplain and conceptual boundaries of the storage
areas and other infrastructure (fuel tanks, roll-off containers, heavy equipment, debris storage,
etc.)
• An operating plan, including discussion of access,management of fuel tanks, procedures during
flood conditions,temporary nature of the sites and other information required by the
Floodplain Administrator.
• The Team will address any comments from the Floodplain Administrator,
The GBB Team will submit a copy of the DDMP to the TCEQ for their review and comment. While their
review will not result in an authorization to utilize TDSRS prior to an event, their comments can help
accelerate the approval process when an event does occur. The GBB Team will address TCEQ comments.
Task 4 Procurement Documents for Supplemental Collection Services
A request for proposals will be prepared for selecting firms to provide the City with supplemental
collection services or"storm chasers." These services would be required if it is determined that collection
needs are beyond the resources of the current waste collection provider—currently Waste Management,
Inc. (WMI)-and the City's illegal dumping crews.
The request for proposals would address issues including: qualifications of the firm, available resources,
proximity to Fort Worth, proposed rates, labor resources, experience providing disaster related services,
and safety plan. Contract provisions to be addressed in the request for proposals would include contract
term,need for a retainer,rate escalation term,response rate/reliability,units of compensation and FEMA
reimbursement.
This task will include the preparation of request for proposal scope of services, evaluating qualification
statements and provision of assistance during contract negotiations. We have budgeted three meetings
with City staff during this task.
Task 5 Training Programs
The GBB Team will provide training programs for the Solid Waste Services Division(SWSD),Transportation
and Public Works Department, Code Compliance Department, EOC, and other agencies regarding the
updated DDMP. The training program will focus on changes to procedures related to disaster debris
management,site assessments, coordination with various groups and state and federal participation.
The GBB Team will develop a training program for emergency stakeholders regarding the implementation
of the DDMP. It is anticipated that the training session will be a half day event. Two GBB Team members
will be involved in the training. Specific materials will include a summary of the DDMP, site evaluation
forms,and protocols for managing a disaster if FEMA is involved.
Mr.Joao Pimentel,AICP
September 15,2015
Page 4
GBB Consulting Team
The GBB team will be led by John Carlton,Senior Vice President. John will be supported by GBB staff and
Michael Carleton,Arredondo,Zepeda & Brunz, LLC, and Risa Weinberger, Risa Weinberger&Associates,
Inc.
Schedule
The schedule for the services will be determined based on what services are ultimately requested by the
City. GBB will prepare and submit a draft schedule to the City based on the selected services.
Cost Proposal
The cost proposal is a fixed price by task as outlined below. The scope and price are negotiable and we
are willing to discuss this at your convenience.
Task,,; Gost
Task 1 Multi-agency review and intial implementation workshop $15,900
Task 2 Conceptual Design for Temporary Debris Disposal Sites $25,400
Task 3 Floodplain Administrator and TCEQ Approval of Candidate TDSRS $11,500
Task 4 Procurement Documents for Supplemental Collection Services $20,900
Task 5 Training Programs $12,700
Total $86,400
We appreciate the opportunity to submit this proposal. If you have any questions, please call me at(908)
319-5992 or email me at icarlton @gbbinc.com.
Sincerely,
oGerslimrickn & Bratton, Inc.
E., BCEE
ent
c: Harvey Gershman, GBB
Michael Carleton,AZB
Risa Weinberger, RWA
City of Fort Worth, Texas
Mayor and Council Communication
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-- 1280=06� 0
DATE: Tuesday, June 10, 2014 REFERENCE NO.: **P-11664
LOG NAME: 13P14-0071 SOLID WASTE MANAGEMENT DB
SUBJECT:
Authorize Execution of a Contract with Gershman, Brickner& Bratton, Inc., for a Comprehensive Solid
Waste Management Plan for the Code Compliance Department in the Amount Up to $299,700.00 and
Adopt Supplemental Appropriation Ordinance (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that City Council:
1. Adopt the attached supplemental appropriation ordinance increasing appropriations in the Solid Waste
Fund in the amount of$299,700.00 and decreasing the unrestricted net position by the same amount;and
2. Authorize the execution of a contract with Gershman, Brickner& Bratton, Inc., for a Comprehensive
Solid Waste Management Plan for the Code Compliance Department in the amount up to $299,700.00.
DISCUSSION:
The City's current Solid Waste Management Plan (1995-2015)will expire in 2015. The Code Compliance
Department, Solid Waste Division proposes to have the selected Consultant assist the City in developing
its new 20-Year Comprehensive Solid Waste Management Plan. The new plan will present the City with
the best options to make further progress in reducing waste, maximizing resource recovery and diversion,
extending the life of its landfill. The new plan will also include a Disaster Debris Management Plan to
improve debris removal response following a disaster or a significant storm event.
The City issued a Request for Proposal (RFP) No. 14-0071 on February 5, 2014. The proposals were
reviewed by an evaluation committee consisting of staff from the Code Compliance Department, the Water
Department and the Transportation and Public Works Department. The committee ranked the proposals
based on past experience with developing a Comprehensive Solid Waste Management Plan,
qualifications and roles of key personnel and the thoroughness and quality of response to project scope of
work. The evaluation committee determined that Gershmann, Brickner& Bratton, Inc., offers the best
overall solution to the City.
ADVERTISEMENT-This RFP was advertised in the Fort Worth Star-Telegram every Wednesday starting
February 5, 2014 through March 5; 2014. Thirty-seven vendors were solicited from the purchasing
database; three responses were received.
M/WBE -A waiver of the goal for MBE/SBE subcontracting was requested by the Purchasing Division and
approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods
or service is from sources where subcontracting or supplier opportunities are negligible.
ADMINISTRATIVE CHANGE ORDER-An administrative change order or increase may be made by the
Logname: 13P14-0071 SOLID WASTE MANAGEMENT DB Page 1 of 2
City Manager in the amount of up to $50,000.00 and does not require specific City Council approval as
long as sufficient funds have been appropriated.
AGREEMENT TERMS- Upon City Council approval, this Agreement shall begin on June 11, 2014 and
end on December 10, 2016.
FISCAL INFORMATION/CERTIFICATION:
The Financial Management Services Director certifies that upon approval of the above recommendations
and adoption of the attached supplemental appropriation ordinance, funds will be available in the current
operating budget, as appropriated, of the Solid Waste Fund. Upon approval, the available cash balance of
the Solid Waste Fund will exceed the minimum reserve, as outlined in the Financial Management Policy
Statements.
BQN\14-0071\DB
FUND CENTERS:
TO Fund/Account/Centers FROM Fund/Account/Centers
1) PE64 531200 0239901 $299.700.00 2) PE64 531200 0239901 $299.700.00
CERTIFICATIONS:
Submitted for City Manager's Office by: Susan Alanis (8180)
Originating Department Head: Aaron Bovos (8517)
Jack Dale (8357)
Additional Information Contact: Doris Brent (2058)
ATTACHMENTS
1. 13P14-0071 SOLID WASTE MANAGEMENT AO Revised.doc (Public)
2. Available Cash Report-PE64.xlsx (CFW Internal)
3. RFP 14 0071 Waiver.pdf (CFW Internal)
Logname: 13P14-0071 SOLID WASTE MANAGEMENT DB Page 2 of 2