Loading...
HomeMy WebLinkAboutContract 48096 CITY SEMETAR!_qSR9 CONTRACT NO. g?016 CITY OF FORT WORTH, TEXAS G of C ��ARRM STANDARD AGREEMENT FOR PROFESSIONAL SERVICES This AGREEMENT is between the City of Fort Worth, a Texas home-rule municipality (the "CITY"), and Halff Associates, Inc., authorized to do business in Texas, an independent contractor ("Consultant"), for a PROJECT generally described as: Update Stormwater Management Program Master Plan. Article I Scope of Services (1) Consultant hereby agrees to perform as an independent contractor the services set forth in the Scope of Services attached hereto as Attachment "A". These services shall be performed in connection with Update Stormwater Management Program Master Plan. (2) Additional services, if any, will be requested in writing by the City. City shall not pay for any work performed by Consultant or its subconsultants, subcontractors and/or suppliers that has not been ordered in writing. It is specifically agreed that Consultant shall not be compensated for any alleged additional work resulting from oral orders of any person. Article 11 Compensation Consultant shall be compensated in accordance with the Fee Schedule shown in Attachment "B". Payment shall be considered full compensation for all labor, materials, supplies, and equipment necessary to complete the services described in Attachment "A". However the total fee paid by the City shall not exceed a total of $350,000.00 unless the City and the Consultant mutually agree upon a fee amount for additional services and amend this Agreement accordingly. The Consultant shall provide monthly invoices to the City. Payment for services rendered shall be due within thirty (30) days of the uncontested performance of the particular services so ordered and receipt by City of Consultant's invoice for payment of same. Acceptance by Consultant of said payment shall operate as and shall release the City from all claims or liabilities under this Agreement for anything related to, done, or furnished in connection with the services for which payment is made, including any act or omission of the City in connection with such services. OFFICIAL RECORD City of Fort Worth,Texas Standard Agreement for Professional Services CITY SECRETARY Revision Date:9/24/2014 Page 1 of 8 FT.WORTH,TX Article III Term Unless terminated pursuant to the terms herein, this Agreement shall be for a term of three (3) years, beginning upon the date of its execution, or until the completion of the subject matter contemplated herein, whichever occurs first. Article IV Independent Contractor Consultant shall operate hereunder as an independent contractor, and not as an officer, agent, servant, or employee of the City. Consultant shall have exclusive control of and the exclusive right to control the details of its work to be performed hereunder and all persons performing same, and shall be solely responsible for the acts and omissions of its officers, agents, employees, contractors and subcontractors. The doctrine of respondent superior shall not apply as between City and Consultant, its officers, agents, employees, contractors, and subcontractors, and nothing herein shall be construed as creating a partnership or joint venture between City and Consultant. Article V Professional Competence and Indemnification (1) Work performed by Consultant shall comply in all aspects with all applicable local, state and federal laws and with all applicable rules and regulations promulgated by the local, state and national boards, bureaus and agencies. Approval by the City shall not constitute or be deemed to be a release of the responsibility and liability of Consultant or its officers, agents, employees, contractors and subcontractors for the accuracy and competency of its services performed hereunder. (2) In accordance with Texas Local Government Code Section 271.904, the Consultant shall indemnify, hold harmless, and defend the City against liability for any damage caused by or resulting from an act of negligence, intentional tort, intellectual property infringement, or failure to pay a subcontractor or supplier committed by the Consultant or Consultant's agent, consultant under contract, or another entity over which the Consultant's exercises control. City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:9/24/2014 Page 2 of 8 Article VI Insurance (1) Consultant shall not commence work under this Agreement until it has obtained all insurance required under this Article and the City has approved such insurance, nor shall Consultant allow any subcontractor to commence work on its subcontract until all similar insurance of the subcontractor has been so obtained and approval given by the City; provided, however, Consultant may elect to add any subconsultaint as an additional insured under its liability policies. Commercial General Liability $1,000,000 each occurrence $1,000,000 aggregate Automobile Liability $1,000,000 each accident (or reasonably equivalent limits of coverage if written on a split limits basis). Coverage shall be on any vehicle used in the course of the Project. Workers Compensation Coverage A: statutory limits Coverage B: $100,000 each accident $500,000 disease - policy limit $100,000 disease -each employee (2) Additional Insurance Requirements a. Except for employer's liability insurance coverage under Consultant's worker's compensation insurance policy, the City, its officers, employees and servants shall be endorsed as an additional insured on Consultant's insurance policies. b. Certificates of insurance shall be delivered to the Transportation and Public Works Department, Attention: Jennifer Dyke, 1000 Throckmorton Street, Fort Worth, TX 76102, prior to commencement of work. c. Any failure on part of the City to request required insurance documentation shall not constitute a waiver of the insurance requirements specified herein. d. Each insurance policy shall be endorsed to provide the City a minimum thirty days notice of cancellation, non-renewal, and/or material change in policy terms or coverage. A ten days notice shall be acceptable in the event of non-payment of premium. e. Insurers must be authorized to do business in the State of Texas and have a current A.M. Best rating of A: VII or equivalent measure of financial strength and solvency. City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:9/24/2014 Page 3 of 8 f. Other than worker's compensation insurance, in lieu of traditional insurance, City may consider alternative coverage or risk treatment measures through insurance pools or risk retention groups. The City must approve in writing any alternative coverage. g. Workers' compensation insurance policy(s) covering employees employed on the Project shall be endorsed with a waiver of subrogation providing rights of recovery in favor of the City. h. City shall not be responsible for the direct payment of insurance premium costs for Consultant's insurance. i. Consultant's insurance policies shall each be endorsed to provide that such insurance is primary protection and any self-funded or commercial coverage maintained by City shall not be called upon to contribute to loss recovery. j. In the course of the Agreement, Consultant shall report, in a timely manner, to City's officially designated contract administrator any known loss occurrence which could give rise to a liability claim or lawsuit or which could result in a property loss. k. Consultant's liability shall not be limited to the specified amounts of insurance required herein. I. Upon the request of City, Consultant shall provide complete copies of all insurance policies required by these Agreement documents. Article VII Transfer or Assignment City and Consultant each bind themselves, and their lawful successors and assigns, to this Agreement. Consultant, its lawful successors and assigns, shall not assign, sublet or transfer any interest in this Agreement without prior written consent of the City. Article VIII Termination of Contract (1) City may terminate this Agreement for its convenience on 30 days' written notice. Either the City or the Consultant for cause may terminate this Agreement if either Party fails substantially to perform through no fault of the other and does not commence correction of such nonperformance with 5 days of written notice and diligently complete the correction thereafter (2) If City chooses to terminate this Agreement under Article 8, upon receipt of notice of City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:9/24/2014 Page 4 of 8 termination, Consultant shall discontinue services rendered up to the date of such termination and City shall compensate Consultant based upon calculations in Article 2 of this Agreement and Exhibit "B" attached hereto and incorporated herein. (3) All reports, whether partial or complete, prepared under this Agreement, including any original drawings or documents, whether furnished by the City, its officers, agents, employees, consultants, or contractors, or prepared by Consultant, shall be or become the property of the City, and shall be furnished to the City prior to or at the time such services are completed, or upon termination or expiration of this Agreement. Article IX Right to Audit (1) Consultant agrees that the City shall, until the expiration of three (3) years after final payment under this Agreement, have access to and the right to examine any directly pertinent books, documents, papers and records of Consultant involving transactions relating to this Agreement. Consultant agrees that the City shall have access during normal working hours to all necessary facilities and shall be provided adequate and appropriate workspace in order to conduct audits in compliance with the provisions of this section. City shall give Consultant reasonable advance notice of intended audits. (2) Consultant further agrees to include in all its subcontracts hereunder, a provision to the effect that the subcontracting consultant agrees that the City shall, until the expiration of three (3) years after final payment under the subcontract, have access to and the right to examine any directly pertinent books, documents, papers and records of such sub-consultant, involving transactions to the subcontract, and further, that City shall have access during normal working hours to all sub- consultant facilities, and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this article. City shall give Consultant and any sub-consultant reasonable advance notice of intended audit. (3) Consultant and sub-consultants agree to photocopy such documents as may be requested by the City. The City agrees to reimburse Consultant for the cost of copies at the rate published in the Texas Administrative Code in effect as of the time copying is performed. City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:9124/2014 Page 5 of a Article X Minority Business and Small Business Enterprise (MBE)(SBE) Participation In accordance with the City's Business Diversity Enterprise Ordinance No. 20020-12-2011, as amended, the City has goals for the participation of minority business enterprises and/or small business enterprises in City contracts. Consultant acknowledges the MBE and SBE goals established for this Agreement and its accepted written commitment to MBE and SBE participation. Any misrepresentation of facts (other than a negligent misrepresentation) and/or the commission of fraud by the Consultant may result in the termination of this Agreement and debarment from participating in City contracts for a period of time of not less than three (3) years. Article XI Observe and Comply Consultant shall at all times observe and comply with all federal, state, and local laws and regulations and with all City ordinances and regulations which in any way affect this Agreement and the work hereunder, and shall observe and comply with all orders, laws ordinances and regulations which may exist or may be enacted later by governing bodies having jurisdiction or authority for such enactment. No plea of misunderstanding or ignorance thereof shall be considered. Consultant agrees to defend, indemnify and hold harmless City and all of its officers, agents and employees from and against all claims or liability arising out of the violation of any such order, law, ordinance, or regulation, whether it be by itself or its employees. Form 1295 Certification No. 2016-59793 Article XII Venue and Jurisdiction If any action, whether real or asserted, at law or in equity, arises on the basis of any provision of this Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the United States District Court for the Northern District of Texas — Fort Worth Division. This Agreement shall be construed in accordance with the laws of the State of Texas. Article XIII Contract Construction The Parties acknowledge that each party and, if it so chooses, its counsel have reviewed and revised this Agreement and that the normal rule of construction to the effect that any ambiguities are to be resolved against the drafting party must not be employed in the City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:9/24/2014 Page 6 of 8 interpretation of this Agreement or any amendments or exhibits hereto. Article XIV Severability The provisions of this Agreement are severable, and if any word, phrase, clause, sentence, paragraph, section or other part of this Agreement or the application thereof to any person or circumstance shall ever be held by any court of competent jurisdiction to be invalid or unconstitutional for any reason, the remainder of this Agreement and the application of such word, phrase, clause, sentence, paragraph, section, or other part of this Agreement to other persons or circumstances shall not be affected thereby and this Agreement shall be construed as if such invalid or unconstitutional portion had never been contained therein. Article XV Notices Notices to be provided hereunder shall be sufficient if forwarded to the other Party by hand-delivery or via U.S. Postal Service certified mail return receipt requested, postage prepaid, to the address of the other Party shown below: City of Fort Worth Attn: Transportation and Public Works Department Stormwater Management Division 1000 Throckmorton Street Fort Worth, Texas 76102 Consultant: Halff Associates, Inc. Attn: Benjamin B. Pylant 4000 Fossil Creek Blvd. Fort Worth, TX 76137 Article XVI Headings The headings contained herein are for the convenience in reference and are not intended to define or limit the scope of any provision of this Agreement City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date?9/24/2014 Page 7 of 8 Article XVII Counterparts This Agreement may be executed in one or more counterparts and each counterpart shall, for all purposes, be deemed an original, but all such counterparts shall together constitute but one and the same instrument. Executed and effective this the*l day o , 2Vk BY: BY: CITY OF FORT WORTH ENGINEER Halff Associates, Inc. J Jesus J. Chapa njamin B. Pqant, P.E., CFM Assistant City Manager Project Manager Date: Date: r/r/n., APPROVAL RECOMMENDED: (;4t By: G�1 Douglas iersig Director, Transportation and P lic Works APPROVED AS TO FORM AND LEGALITY M&C No.: Z By: M&C Date: 8`Z ouglas W. Black Assistant City Attorney ATTEST- J�_ t, 08� ary ser 7k ex City Secretarf CRy of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:9/24/2014 OFFICIAL RECORD Page 8 of 8 CITY SECRETARY FT, WORTH,TX ATTACHMENT "A" SCOPE OF SERVICES Update Stormwater Management Program Master Plan City Project No. SWS-080 PREFACE Purpose and Need The City of Fort Worth implemented a Stormwater Utility in 2006 to address a backlog of data and technology needs, maintenance obligations, and capital projects for the purpose of dramatically upgrading its capacity to protect people and property in the City from harmful stormwater runoff. The City has made significant strides to address each major need over the last ten years and, in so doing, developed a basic strategic framework to guide the overall Stormwater Management Program. The current initiative is needed to take the progress made, lessons learned, and information gathered since 2006 and update the Stormwater Management Program Master Plan (SMPMP) to optimize program effectiveness over the next ten years. Objectives This update to the SMPMP will be a comprehensive document that helps ensure alignment of the policies and strategies of the SMPMP with the current City of Fort Worth directives established by City management and documented in the City's Comprehensive Plan. Opportunities for efficiencies and improvements will be objectively evaluated during a benchmarking and best practices data gathering task to ensure the City of Fort Worth is in line with representative communities. Staff brainstorming sessions will be facilitated to establish broad program strategies and integration of discrete program elements. Program initiatives will be vetted through engagement of key entities, officials, and stakeholders who will be asked to provide feedback on the stormwater program. This feedback will be used to help refine the distribution of future funding and efforts to ensure the Stormwater program is organized and proportioned to best meet the needs and priorities of the community. A significant element of this update to the SMPMP will be refinement of policies and strategies regarding flood mitigation in the City of Fort Worth to support the refined distribution of Stormwater resources. This refinement includes a deliberate pivot from the initial data gathering efforts of the program towards solution determination, design, and construction. The process to update the SMPMP will include a significant public input component to ensure that flood mitigation policies and strategies reflect the input of the community. The updated SMPMP will refine the options for mitigating flooding in Fort Worth, seeking to optimize program effectiveness by: ensuring that flood protection level-of-service goals are realistic and consistent with community desires; considering the appropriate use of property buy-outs and flood warning in-lieu-of capital improvements; becoming increasingly opportunistic about public-public and public-private partnerships; and ensuring that the method for prioritizing needs is reflective of the community. The updated SMPMP will document priorities, policies, and strategies that will direct the use of Stormwater program resources to best meet the stormwater related needs of the City of Fort Worth over the next ten years. An implementation plan will be developed to summarize how and when the City should go about implementing the policies and strategies. The plan will also establish timelines and budget estimates to inform the future direction of the stormwater program. The finalized plan will be presented to City Council for adoption. Page 1 UPDATE STORMWATER MANAGEMENT PROGRAM MASTER PLAN CITY OF FORT WORTH STUDY SWS-080 SCOPE OF SERVICES POTENTIAL WORK EFFORTS A. This contract provides for professional services through a number of Task Order assignments on an as-needed basis. Some of these task orders may be urgent in nature and a rapid response capability is required. Under this scope, "ENGINEER" is expected to include consultant and any sub-consultant, employed or contracted by the ENGINEER. B. The tasks listed below are intended to be a summary of the types of tasks that are anticipated to be involved with the services provided for this contract. Detailed descriptions of the specific tasks, budgets, and schedules will be developed at the time of each task assignment. Potential tasks may include, but are not limited to, the following: Task 1: Plan Coordination and Management A. Management: The ENGINEER's project management activities shall include task leadership and direction, telephone and written communication, monthly status reports, schedule development and updates, and personnel and data management among other general contract management activities. Any delays to the schedule shall be in writing to the City of Fort Worth for review and approval. The ENGINEER shall submit to the City of Fort Worth's Project Manager the proposed schedule for task sequence and completion once Notice to Proceed is received. The ENGINEER's Project Manager shall schedule and lead all meetings. Meeting notes shall be submitted to the City of Fort Worth's Project Manager within three working days after each meeting. The ENGINEER will fully document all relevant file structures, data and data formats used during this contract. The ENGINEER shall prepare a Monthly Summary status report and submit it via email at the end of a calendar month as well as include it with the appropriate monthly invoice. The Monthly Summary will bullet point work completed over the last month, ongoing work, and work anticipated in the upcoming month. The monthly summary should clearly note if the work effort is on scope, schedule and budget and if not, clearly explain the situation and the ENGINEER's proposed remedy. B. SMPMP Initiation Meeting: Halff Associates staff will arrange a meeting in Fort Worth with appropriate City staff as designated by the City. Key team members from Halff Associates and participating firms will attend. It is recommended that the City select 3-5 internal staff to form a Master Plan Management Group prior to meeting and have them attend. This meeting will accomplish several pre-planning objectives: 1. Orientation -The Stormwater staff, Management Group, and the primary ENGINEER team will become familiar with the SMPMP team structure and organization and arrive at a complete understanding of the roles and responsibilities of all participants. Prior to the meeting, ENGINEER will prepare a preliminary org chart of the overall SMPMP team (SW staff, Management Group, ENGINEER). Page 2 UPDATE STORMWATER MANAGEMENT PROGRAM MASTER PLAN CITY OF FORT WORTH STUDY SWS-080 SCOPE OF SERVICES 2. Review of Key Issues- Key issues to be addressed during the course of the work will be reviewed with staff and team members. Prior to meeting, the ENGINEER will provide a preliminary list of"Key Issues"for discussion. 3. Master Plan Management Group — It is recommended that the City select 3-5 internal staff to form a Master Plan Management Group. 4. Schedule- Review contract schedule and establish key milestone dates. 5. Information exchange - Discuss documentation needs and receive information as available. ENGINEER will provide a list of required information in advance of this meeting. Deliverables: • ENGINEER shall prepare meeting agenda, initial documents to aid discussion, a list of needed informational items and data, and prepare meeting minutes. • Monthly progress report • Monthly invoice • Meeting minutes • Monthly schedule with updates as needed Client Responsibility: • City shall recommend staff to attend, place of meeting, and provide data as required to begin planning process. • Review of status update memos. Number of meetings: • One (1) SMPMP Initiation meeting • As needed for project management coordination Task 2: Pre-Plannina A. Fort Worth Stormwater History: ENGINEER shall collect, review, and prepare a synopsis of background information on the history of the City's Stormwater Program. 1. ENGINEER shall collect and review historical flooding and stormwater information and documentation of past floods. The Floodplain Management Plan and Flood Incident Event shapefile will be a main sources for this information. 2. ENGINEER shall collect information related to the development of the City's Stormwater Utility and the original goals for the utility. ENGINEER will become familiar with the AMEC report that established the Stormwater Utility along with the report prepared by Raftelis. B. Review/Summary of Stormwater Management Efforts and Successes to Date: 1. ENGINEER shall collect, review, and summarize stormwater management efforts to date including: a. Operations and Maintenance of Infrastructure b. Inventory and Condition of Stormwater Systems- GIS c. Capital Improvement Projects(CIPs) List d. Flood Warning System e. iSWM Manuals f. Open Channel Studies List g. Neighborhood Studies List Page 3 UPDATE STORMWATER MANAGEMENT PROGRAM MASTER PLAN CITY OF FORT WORTH STUDY SWS-080 SCOPE OF SERVICES h. Floodplain Management Activities— referenced from FMP i. Drainage Reviews for Private Land Development & City CIPs j. Participation in and encouragement of Green Infrastructure in development and CIP program. k. Work order management system I. Pipe system/mapshed grading m. Areas of potential high water map 2. If not already developed by the City, ENGINEER shall create GIS shapefiles to illustrate past stormwater management efforts (planning and projects). All mapping that is distributed in an illustrative format will be in PDF graphic file formats. Any new GIS developed for the master plan will be coordinated with the Stormwater GIS section to ensure any GIS standards are followed so the City will be able to utilize the data in the future. 3. ENGINEER shall identify key program successes to date. C. Review Relevant City Plans: For background and information purposes, ENGINEER shall review past or ongoing City efforts that may influence and/or impact the City's SMPMP. Review of these efforts will ensure the strategies proposed in the updated SMPMP document are aligned with the direction the City is heading and aren't contradicting other City plans. It will also allow for the identification of potential opportunities where Stormwater may be able to partner with other City efforts to implement future policies and strategies. A strategy for how to review City plans will be determined prior to the review of plans to ensure effort is focused accordingly. Initial review should focus on the Table of Contents and Executive summary to determine if more in-depth review is needed. ENGINEER will prepare a memo or draft chapter that summarizes the findings of this review of other City plans, documenting the impacts or effects of each City Plan. When City Master Plans are unavailable, ENGINEER shall coordinate with City staff to request documented initiatives or goals. The following list of plans will be considered for review and review prioritized based on input from the Management Group: 1. Floodplain Management Plan; 2. 2016 City of Fort Worth Comprehensive Plan including Future Land Use maps and policies in Appendix C, Capital Improvements Plan in Appendix D & E, and Annexation Program in Appendix F; 3. Urban Village Master Plans; 4. 2015 Parks Master Plan; 5. Trail/Bike Master Plans and draft project designs (as applicable); 6. Streetscape Plans and Projects in Urban Villages and other targeted central city locations; 7. Fort Worth Master Thoroughfare Plan (May 3, 2016 version); 8. Complete Streets Policy (May 3, 2016) 9. Bike Fort Worth Plan 10. Walk! Fort Worth Plan 11. Lake Worth Vision Plan 12. Lake Worth Greenprint 13. Lake Arlington Master Plan 14. Berry/University Development Plan (scheduled for Council adoption June 28) 15. Six Points Urban Village Design Charrette Final Report 16. Regulating Plans for the various Form-Based Code Districts (NS, CB, TU) Page 4 UPDATE STORMWATER MANAGEMENT PROGRAM MASTER PLAN CITY OF FORT WORTH STUDY SWS-080 SCOPE OF SERVICES 17. Potentially the purpose statements and standards of the subdivision ordinance and various zoning districts, particularly MU and UR (for opportunities to educate and/or integrate stormwater management in site development through innovative zoning and subdivision standards) 18. Regional plans; and 19. Other specific studies and plans, as relevant. The review will not include individual stormwater planning studies. D. Summary of Past Stormwater Related Public Input: For background and information purposes, ENGINEER will review past CAC meeting notes and PPTs and will hold one (1) meeting with appropriate Stormwater representatives to discuss past public involvement efforts and feedback related to the Stormwater Utility/Stormwater Management Program itself and flooding concerns identified during past project and planning efforts. . The meeting will identify common themes, goals, strategies, perceptions and concerns to create a synthesis of resident engagement efforts and input to date. The findings will be documented in meeting notes and used to help understand what the community has been concerned about to date to determine how the Stormwater Program can better meet community's needs in the future. E. Master Plan Management Group Engagement: It is recommended that the City select 3-5 internal staff to form a Master Plan Management Group. 1. ENGINEER will prepare for a Management Group engagement meeting by providing topics and recommendations for strategies and objectives to meet the Stormwater Management Division Mission. 2. ENGINEER will hold one (1) meeting with the Management Group to establish framework and goals for the Benchmarking task and to discuss findings of the pre- planning effort to identify strengths and weaknesses of the current stormwater program along with opportunities for improvement. Deliverables: • Write-up for the history of the Stormwater Program will include a list of available documents and a short description of each. • Write-up for the review of relevant plans will include a list of plans that were reviewed and a short description of initiative or objectives that are shared or could impact the SMPMP. Initiatives or objectives for each plan will be based on a review of the executive summary or introduction of each document and any stormwater specific chapters of the plans. • A Memorandum that summarizes the results of the initial and subsequent engagement meetings of the Management Group. This Memorandum will include the minutes of each meeting. • Summary of Public Involvement Efforts to date • Preliminary Base Map for SMPMP Client Responsibility: • Documentation, photos, drainage complaints, and any other City data for incorporation with the stormwater profile. • City shall provide one copy of all relevant reports and documents. • Select Master Plan Management Group, and invite them to attend the meetings. Page 5 UPDATE STORMWATER MANAGEMENT PROGRAM MASTER PLAN CITY OF FORT WORTH STUDY SWS-080 SCOPE OF SERVICES Number of meetings: • Two (2) meetings Task 3: Bench�Marking, Analysis, and Strategies ENGINEER shall utilize the results of the pre-planning effort and identify strategic needs and questions that will be evaluated during this task. SMPMP Management Group and City staff will be engaged to identify outstanding questions and initiatives related to each stormwater section. A. Stormwater Management Division Coordination Meetings: ENGINEER will meet with key personnel of the Stormwater Management Division. ENGINEER will prepare a questionnaire to serve as a structure for the Coordination Meetings. Meetings will be held separately for each of the following sections: 1. Planning 2. CIP 3. Water Quality 4. Field Operations 5. Maintenance Engineering 6. GIS 7. Finance/Business Office 8. Floodplain Administration 9. Development Review ENGINEER will work with City staff to determine outstanding questions and benchmark topics related to each Stormwater section. B. Benchmarking: 1. ENGINEER will prepare a list of benchmarking topics based on Stormwater Management Division Coordination Meetings and review with SMPMP Management Group during one (1) meeting. Topics and questions will be finalized based on input from the meeting. Initial potential benchmarking topics are noted below under Section C. Additional topics may be prioritized for benchmarking due to budget availability based on the ultimate list of potential topics to benchmark developed in coordination with Management Group. 2. ENGINEER will collaboratively identify and select up to six (6) peer communities for benchmarking and investigation. Four(4) benchmark communities will be in state and two (2) will be out of state. 3. ENGINEER will contact each benchmark community and collect benchmark information from key personnel. 4. Results of benchmarking will be summarized in a spreadsheet deliverable. C. Analysis, Policies, and Strategies: ENGINEER will utilize benchmarking data to inform decision making and help resolve outstanding questions related to future Fort Worth Stormwater initiatives and establish ment/refinement of policies on key program issues. Benchmarking information will also be compared to past or ongoing efforts to identify gaps or potential opportunities to improve processes and efficiencies within the Stormwater program. Recommendations will address the following items including but not limited to: Page 6 UPDATE STORMWATER MANAGEMENT PROGRAM MASTER PLAN CITY OF FORT WORTH STUDY SWS-080 SCOPE OF SERVICES 1. ENGINEER to be familiar with the findings of the prioritized System Assessment and Planning effort and processes used to evaluate and prioritize future planning efforts and projects. 2. ENGINEER to be familiar with ongoing City of Fort Worth criticality ranking of the system and include benchmarking to inform how far City should go with our criticality analysis and determine best ways to leverage this data to inform decision making moving forward. 3. ENGINEER will recommend appropriate level of stakeholder and/or public engagement for the various levels of planning considering budget constraints. 4. ENGINEER to be familiar with the City"Total Project Cost Estimate"template that is now being used to better estimate project costs. 5. ENGINEER will work with Management Group to determine a more area specific process of determining the acceptable/achievable level of service for the drainage system when 100-year protection has been determined to be infeasible or cost prohibitive. 6. ENGINEER will utilize benchmarking to help inform ongoing process to incorporate economic development and return on investment as a ranking criterion for CIP consideration. 7. ENGINEER will help determine policy direction for balance of smaller, incremental CIP project implementation compared with larger projects. Benchmark community outreach efforts to improve exposure of these smaller project successes. 8. Through benchmarking, ENGINEER will recommend how to calculate estimated benefits from both small and large projects and effectively communicate these benefits to the public. 9. ENGINEER will help determine proposed buyout policies and implementation plans. 10. ENGINEER will help determine water quality initiatives of representative communities and compare to Fort Worth future initiatives. 11. ENGINEER to provide recommendations on the preferred balance between maintenance (including extensive rehab projects for older systems), capital improvement, and flood warning. 12. ENGINEER to determine opportunities to integrate technology implemented to date to provide additional value to the Stormwater Management Division. Technology discussion may include but is not limited to: • H&H Model Management • GIS Inventory • Flood Warning System • Work Order Management • Field Tablets 13. ENGINEER to identify technology that is not currently being used and consider advances in technology that should be considered in the future and recommend plan for staying current on and anticipating technology advancements to help us be more efficient and effective 14. ENGINEER to investigate and provide recommendations for policies and practices that relate to other funding sources such as special drainage districts. Page 7 UPDATE STORMWATER MANAGEMENT PROGRAM MASTER PLAN CITY OF FORT WORTH STUDY SWS-080 SCOPE OF SERVICES 1. ENGINEER to be familiar with the findings of the prioritized System Assessment and Planning effort and processes used to evaluate and prioritize future planning efforts and projects. 2. ENGINEER to be familiar with ongoing City of Fort Worth criticality ranking of the system and include benchmarking to inform how far City should go with our criticality analysis and determine best ways to leverage this data to inform decision making moving forward. 3. ENGINEER will recommend appropriate level of stakeholder and/or public engagement for the various levels of planning considering budget constraints. 4. ENGINEER to be familiar with the City"Total Project Cost Estimate"template that is now being used to better estimate project costs. 5. ENGINEER will work with Management Group to determine a more area specific process of determining the acceptable/achievable level of service for the drainage system when 100-year protection has been determined to be infeasible or cost prohibitive. 6. ENGINEER will utilize benchmarking to help inform ongoing process to incorporate economic development and return on investment as a ranking criterion for CIP consideration. 7. ENGINEER will help determine policy direction for balance of smaller, incremental CIP project implementation compared with larger projects. Benchmark community outreach efforts to improve exposure of these smaller project successes. 8. Through benchmarking, ENGINEER will recommend how to calculate estimated benefits from both small and large projects and effectively communicate these benefits to the public. 9. ENGINEER will help determine proposed buyout policies and implementation plans. 10. ENGINEER will help determine water quality initiatives of representative communities and compare to Fort Worth future initiatives. 11. ENGINEER to provide recommendations on the preferred balance between maintenance (including extensive rehab projects for older systems), capital improvement, and flood warning. 12. ENGINEER to determine opportunities to integrate technology implemented to date to provide additional value to the Stormwater Management Division. Technology discussion may include but is not limited to: • H&H Model Management • GIS Inventory • Flood Warning System • Work Order Management • Field Tablets 13. ENGINEER to identify technology that is not currently being used and consider advances in technology that should be considered in the future and recommend plan for staying current on and anticipating technology advancements to help us be more efficient and effective 14. ENGINEER to investigate and provide recommendations for policies and practices that relate to other funding sources such as special drainage districts. Page 7 UPDATE STORMWATER MANAGEMENT PROGRAM MASTER PLAN CITY OF FORT WORTH STUDY SWS-080 SCOPE OF SERVICES 15. ENGINEER will benchmark other City regulated floodplains to determine the process and benefits of a separate floodplain layer for localized and ultimate conditions flooding regulations. 16. ENGINEER will help determine the level of reviews being implemented by other communities for private development. 17. ENGINEER will help determine comparable Stormwater Utility fees and funding responsibilities. 18. ENGINEER will help determine erosion policies for privately owned drainage channels and streams. 19. ENGINEER will help determine level of spending to reduce nuisance issues such as seepage problems (growth of algae, aesthetic concerns, mosquitos, etc.) vs. spending on flood reduction projects 20. ENGINEER will investigate and recommend asset management strategy and determine the optimal focus of the maintenance program. This will include benchmarking how other communities report the benefits of O&M efforts. 21. ENGINEER will investigate and recommend risk management strategy 22. ENGINEER will recommend appropriate level of annual CCTV 23. ENGINEER will benchmark how other Stormwater programs ramp up and down to accommodate big projects requested by the community and how they prepare for resident outcry for a project. D. Analysis and Strategies Memo: A memorandum will be prepared and submitted to the SMPMP Management Group summarizing benchmarking results and recommendations for future policies and strategies. These strategies will be applicable for each stormwater section to contribute to the overall mission of the Stormwater Management Division. Two (2) meetings will be held with the SMPMP Management Group to discuss the findings and refine and finalize the memo. E. Refine Analysis, Policies, and Strategies for Stormwater Management Division: 1. ENGINEER will refine the recommendations for future policies and strategies based on input from stakeholder engagement. 2. Two rounds of refinement will occur. The first refinement will occur after the three-day engagement meetings to reflect input received up to that point in time and consider it before additional engagement is undertaken. A second round of refinement will occur after all future engagement is completed so all feedback received can be taken into consideration when finalizing the future policies and strategies. 3. One (1) meeting will be held with the Management Group to discuss the public feedback received and refinements to the policies and strategies based on the feedback. 4. The analysis and strategies memo will be updated and finalized based on the refinement considering all public engagement and discussions with the Management Group. The final memo will be revised by the Engineer based on one round of review by the City. Deliverables: • Benchmarking results spreadsheet Page 8 UPDATE STORMWATER MANAGEMENT PROGRAM MASTER PLAN CITY OF FORT WORTH STUDY SWS-080 SCOPE OF SERVICES • Analysis, Policies, and Strategies Memo Client Responsibility: • City shall attend meetings and discuss benchmarking criteria, goals and challenges of each Stormwater section. City shall provide feedback on established analysis, policies and strategies memo. Number of meetings: • Nine(9) Interdepartmental Coordination meetings with Stormwater Sections • One(1) meeting with Management Group to finalize Benchmark Topics • Three (3) meetings with Management Group to discuss and finalize Analysis, Policies, and Strategies memo Task 4: Stakeholder Engagement Engineer will coordinate with Management Group and Stormwater PIO to determine appropriate engagement strategies and level of public engagement. Not all the engagement strategies below may be utilized and/or different strategies may be used if determined appropriate. Strategy changes will be evaluated based on scope and budget availability. The strategies below provide a menu of strategies as a starting point for ENGINEER and Management Group discussion. A. SMPMP Management Group Coordination: 1. Two (2) meetings to discuss preliminary Stakeholder Engagement plan. Discussion will include review of the ENGINEER's developed presentations and exhibits, review of invitations, scheduling of engagement meetings, and planning of three-day charrette. ENGINEER will revise presentation, exhibits, and other materials based on City feedback. B. Interdepartmental Coordination Meetings: ENGINEER will meet with key personnel of City departments that may impact or be impacted by the SMPMP and from whom support for the implementation of the SMPMP may be required. 1. ENGINEER will prepare a general questionnaire to serve as a structure for the Interdepartmental Coordination Meetings. Specific questions for individual departments may also be developed, as appropriate. One (1) Management Group meeting will be held to review and discuss questions. Engineer will update questions based on City input. 2. ENGINEER will conduct four(4) meetings with department heads/staff for their initial input and interim review and refinement of preliminary stormwater analysis and strategies. Personnel/Departments may include, but are not limited to: a. Parks and Recreation Department b. Planning and Development Department c. Transportation and Public Works d. Water Department e. Environmental f. Emergency Management g. Assistant City Manager h. Public Works Director Page 9 UPDATE STORMWATER MANAGEMENT PROGRAM MASTER PLAN CITY OF FORT WORTH STUDY SWS-080 SCOPE OF SERVICES 3. ENGINEER will consolidate and summarize the notes from each meeting and prepare a memorandum to document the input from interdepartmental engagement. C. SMPMP Steering Group: 1. A Steering Group composed of a diverse group of customers representing different interests will be formed. The following types of stakeholders will be invited to participate: a. Mayor and/or Council members b. Key community leaders c. Customer Advisory Committee d. Development Advisory Committee (DAC) e. Business Owners and Developers such as local home builders f. Home Owner Associations g. Residents h. News media i. School districts j. Real estate community k. Insurance industry I. Banking industry 2. The SMPMP Steering Group will be contacted at key milestones to provide feedback on analysis, policies and strategies. Email updates will be provided as needed to make the group aware of upcoming meetings or key decisions. 3. ENGINEER will lead three (3) meetings with the SMPMP Steering Group. Meetings will be held generally at the following milestones: a. Following the completion of Task 2: Pre-Planning. b. Following the completion of Task 3: Benchmarking, Analysis, and Strategies. c. Prior to completing Task 6: Final Report. 4. The SMPMP Steering Group will be asked to review the draft SMPMP and provide feedback regarding the implementation plan. 5. ENGINEER will summarize meeting discussions with Steering Group with meeting notes, including feedback they provide on the master plan update. D. Citywide Public Meetings: As directed by City staff and if deemed to be helpful to the Master Planning process, ENGINEER will conduct a range of public meetings. The purpose of these public meetings will be to educate the public about the Stormwater Utility and the master planning process, and to solicit input for the SMPMP so as to enhance and add to the input received. A maximum of eight (8) public meetings will be held. City staff will direct the ENGINEER as to the desired number of public meetings, based on the findings of previous steps in the planning process. 1. ENGINEER will assist Management Group in identifying the location for public meetings and the target audience. Coordinate with Stormwater Public Information Officer. 2. ENGINEER will prepare exhibits and presentation for the public meetings. 3. City staff will be responsible for meeting announcements and promotion. ENGINEER will prepare flyers and email announcements for use by the City in advertising the meetings. 4. ENGINEER will prepare written summary of key items discussed during meetings. 5. ENGINEER will hold two (2) meetings with Management Group to review and finalize Page 10 UPDATE STORMWATER MANAGEMENT PROGRAM MASTER PLAN CITY OF FORT WORTH STUDY SWS-080 SCOPE OF SERVICES exhibits, presentation, announcements, flyers, etc. for the public meetings. E. Online Community Survey: 1. ENGINEER will prepare a questionnaire for a community-wide on-line survey (5-10 minute survey, generally 1 page in length). The survey is intended to provide a snapshot of current resident knowledge of the Stormwater Utility, perceptions of the successes of the utility, areas to be addressed, potential goals for the future of the utility, and general strategies for the future. City PIO will be coordinated with regarding survey questions. 2. ENGINEER will review the questionnaire with Management Group via conference call and modify as appropriate. 3. ENGINEER will obtain City approval of survey prior to administering the survey. 4. ENGINEER will assist the City in announcing the survey via the City's website, Facebook page, email blasts (by City), distribution to key entities such as the Chamber of Commerce, elected officials, etc. and other media channels. 5. ENGINEER will analyze responses and prepare a summary of key responses in report, table and/or infographic format. 6. ENGINEER will review the results of the survey and provide summary to City. F. Social Media: 1. ENGINEER will facilitate account setups and/or posts for social media services and forums including: a. Facebook b. Twitter c. Next Door d. Survey site used by the City(currently Survey Monkey) 2. ENGINEER will coordinate with City information officer (phone and email) and a process for review and posting information will be established with City guidance. 3. ENGINEER will leverage social media services to the extent practical to advertise city- wide public meetings associated with Tasks 4(F) and solicit feedback for online surveys in Task 4(H). Updates will be added to provide follow-up on SMPMP status and draft deliverables. 4. ENGINEER will summarize use of Social Media in master planning process. Deliverables: • Material such as questionnaires, exhibits, and presentations for all Engagement meetings, surveys, and other Outreach initiatives. • Memorandums and/or minutes with summaries of findings for all Engagement meetings, surveys, and other Outreach initiatives. • A memorandum with a revised and updated list of strategies, policies, and objectives for the Stormwater Program. Client Responsibility: • The City shall set up meetings where necessary; and attend meetings as desired or appropriate. • The City shall make recommendations for the stakeholders' representatives and persons to be included in the meetings; set up meetings during the three-day event; and attend meetings as desired or appropriate. Page 11 UPDATE STORMWATER MANAGEMENT PROGRAM MASTER PLAN CITY OF FORT WORTH STUDY SWS-080 SCOPE OF SERVICES • The City shall help identify key representatives for the Steering Group • The City shall provide previous Council and Stormwater Management Division goals and objectives, policy statements, etc. The City shall review and comment on revised version of strategies, policies and objectives. • The City shall establish location and time for public meetings; issue invitations and publicize meetings; and attend meetings as desired or appropriate. • The City shall assist in the development of the survey questionnaire; assist in linking the survey instrument to the City website, and promote the survey to Fort Worth residents via City newsletters, announcements and email blasts. • The City shall assist in the identification of social media outlets; assist in establishing process for social media posts. • As appropriate, the City will establish a page on the Stormwater website to provide information on the Stormwater Master Planning process. Number of meetings: • Two (2) meetings with Management Group to discuss stakeholder engagement. • One (1) Management Group meeting to prepare for interdepartmental coordination meetings • Four(4) Interdepartmental Coordination meetings • Three-day stakeholder engagement event • Three (3) Steering Group Meetings • Two (2) Management Group meetings to prepare for public meetings • Up to eight(8) public meetings as determined by City as necessary. • Three (3) community survey meetings as follows: One (1) conference call meeting to discuss the survey questions, online survey and social media; one (1) follow-up meeting to discuss revisions and additional actions; one (1) meeting with staff to discuss results. Task 5: Implementation Strategy A. Implementation Strategy, Action Plan, and Cost Estimates 1. ENGINEER shall prepare an Implementation Strategy for the SMPMP update summarizing the components that are recommended within the ten (10) years following acceptance of the SMPMP. The strategy will be straightforward and concise to enable the Division to be flexible in the future in response to changes in the organization, resources, and drives. This plan will include four key categories of recommendations: a. Short-range initiatives to address immediate strategies, policies and objectives. These initiatives will generally be recommended during the course of the first two years following acceptance of the plan. b. Mid-range initiatives to implement more intensive and next level strategies and policies in years two through five following acceptance of the plan. c. Long-range initiatives to anticipate future needs and pursue larger initiatives in years five to ten following acceptance of the plan. d. Future initiatives will include recommendations that are anticipated to be implemented more than ten years after the acceptance of the plan. e. Additional stormwater related initiatives targeted to Sustainability goals of the City or other City goals that are not already integrated into other ongoing or planned initiatives. Page 12 UPDATE STORMWATER MANAGEMENT PROGRAM MASTER PLAN CITY OF FORT WORTH STUDY SWS-080 SCOPE OF SERVICES 2. ENGINEER shall prepare an Action Plan Schedule for the recommended plan components. This action plan will be high-level and generally identify tasks and milestones by fiscal year. 3. ENGINEER shall prepare general implementation cost ranges for key components and recommendations of the SMPMP Initiatives. Department level resource distributions will be established for each of the four key categories/milestones. 4. Include inflation costs for long-range initiatives. 5. ENGINEER will determine breakdown of Stormwater resources by category over the next 10 years, showing how the recommended resource breakdown will change over time based on the implementation plan. 6. The implementation plan will determine the appropriate level of strategic planning, feasibility planning, and project development that should be performed annually to posture the program to (i) populate the 5-year CIP based on the pay-go program (base program); (ii) quickly ramp up the CIP if/when there is support and outcry for more debt funded (or additional funding from grants, federal funds, etc.) drainage projects and (iii) be opportunistic in response to partnership opportunities 7. Specific actions will be identified that will need to occur to quickly ramp the Program up and down based on community interest and outcry for projects. 8. Potential funding sources will be recommended to help fill gaps in current funding based on proposed future initiatives in the implementation plan B. Policy Development 1. Based on Management Group input, ENGINEER will write key policy documents based on the policy needs identified in the implementation plan. These policies will not be incorporated into the Master Plan, but will be standalone documents that the Stormwater Management Division can formalize and adopt in a separate process. Policy development will be prioritized based on the availability of funding. Two (2) meetings with the Management Group will be held—one to determine what policies will be drafted and one to discuss the City's comments on the draft policies. The ENGINEER will revise policies according to City feedback. Deliverables: • Action Plan in table format and schedule. • General cost estimate for major initiatives. • Resource breakdown by category, reflecting changes in resource distribution over the next ten years • Identification of appropriate levels of planning and actions needed to ramp program up and/or down • Identification of potential future funding sources to fill funding gaps as appropriate • Note: The above deliverables will be documented in an appendix of the report and reviewed/revised based on Task 6.b. Client Responsibility: • The City shall provide current and past Stormwater Management Division budgets (since SVVU established); provide records of past grants and other non-city funding sources; and review draft Implementation and Action Plan. Page 13 UPDATE STORMWATER MANAGEMENT PROGRAM MASTER PLAN CITY OF FORT WORTH STUDY SWS-080 SCOPE OF SERVICES Number of meetings: • One (1) Meeting with City to discuss the categories, policies, and strategies and resource category breakdown that will be considered for the Implementation Plan. • Two (2) meetings to discuss results of Implementation Plan and Cost Estimates. • Two (2) policy development meetings Task 6: Final Report ENGINEER shall compile a final report documenting and describing the overall SMPMP update. The report shall include clear strategies and recommendations. Three (3) printed copies of the draft report will be provided to the city in addition to digital copies. Two (2) printed copied of the final report will be provided to the city in addition to digital copies. A. Executive Summary: An illustrative and highly graphic Executive Summary will be developed that provides a high level summary of the analysis and findings appropriate for residents and council review. The emphasis of the Executive Summary shall be the identification of strategies, policies, objectives and key initiatives of the Stormwater Management Division over the next 10 years. The Executive Summary will be subject to one review by the City and ENGINEER will appropriately address comments collated by the City as one set of comments. One (1) meeting will be scheduled to discuss City comments. B. Report: A concise and basic report will be written summarizing the work efforts. A bulk of the report will be appendices comprised of handouts, PowerPoints, and notes from meetings throughout the course of the work effort. The final report will be subject to one review by the City and ENGINEER will appropriately address comments collated by the City as one set of comments. One (1) meeting will be scheduled to discuss City comments. C. Digital Media: The Halff Team shall provide all documents, associated GIS files, exhibits, and narrative in digital media in addition to the hardcopy text of the report. ENGINEER will prepare a PowerPoint presentation that can be used to summarize master planning efforts and outcomes for future public and/or Council engagement. ENGINEER will revise PPT based on review and feedback from the City. Deliverables: • Three (3) printed draft reports and PDF • Two (2) printed final reports and PDF • Final PPT • GIS files, exhibits, and narrative in digital media Client Responsibility: • One (1) reviews of the Executive Summary by the City • One (1) reviews of the report by the City • One (1) review of PPT by the City Number of meetings: • One (1) meeting to discuss review comments for Executive Summary and PPT • One (1) meeting to discuss review comments for draft SMPMP Report Page 14 ATTACHMENT "B" COMPENSATION Update Stormwater Management Program Master Plan City Project No. SWS-080 Time and Materials with Rate Schedule Project I. Compensation A. The ENGINEER shall be compensated for personnel time, non-labor expenses, and subcontract expenses in performing services enumerated in Attachment A as follows: i. Personnel Time. Personnel time shall be compensated based upon hours worked directly in performing the PROJECT multiplied by the appropriate Labor Category Rate for the ENGINEER's team member performing the work. Labor Category Rate as presented in the rate schedule table below is the rate for each labor category performing the work and includes all direct salaries,overhead, and profit. Labor Category Rate S/hour Min. Max. Accounting 82.80 82.80 Contract Administrator 72.45 146.46 Civil Gen ASCE Grade 1 82.93 104.50 Civil Gen ASCE Grade 2 96.20 107.81 Civil Gen ASCE Grade 3 96.20 119.42 Civil Gen ASCE Grade 4 115.28 160.89 Civil Gen ASCE Grade 5 141.81 220.60 Civil Gen ASCE Grade 6 218.94 310.17 Civil Gen ASCE Grade 7 265.38 328.41 Civil Env ASCE Grade 5 195.72 195.72 Landscape Arch Grade 1 73.15 81.27 Landscape Arch Grade 3 81.27 99.52 Landscape Arch Grade 4 84.59 137.67 Landscape Arch Grade 5 137.67 184.11 Landscape Arch Grade 6 184.11 250.62 Landscape Arch Grade 7 250.62 298.56 Architect Grade 2 79.95 93.22 Architect Grade 3 96.20 142.81 Architect Grade 4 153.59 199.04 Architect Grade 5 192.90 192.90 Architect Grade 6 204.68 255.43 Architect Grade 7 255.43 295.24 GIS Entry Level 68.67 74.64 City of Fort Worth,Texas Attachment 8 PMO Official Release Date:8.09.2012 Page 1 of 6 B-1 GIS Grade 2 71.32 76.80 GIS Grade 3 76.80 91.23 GIS Grade 4 92.05 114.45 GIS Grade 5 113.62 137.67 GIS Mana er 225.25 260.00 Land Planner 96.60 96.60 Land Planner Grade 4 155.91 155.91 Land Planner Grade 5 186.60 223.92 Draftsman Civil Level 1 56.93 61.24 Draftsman Civil Level 2 72.45 72.45 Draftsman Civil Level 3 69.00 81.94 Draftsman Civil Level 4 79.35 98.33 Draftsman Civil Level 5 97.46 118.16 Surveyor-In-Training SIT 82.80 92.29 Registered Professional Land Surveyor RPLS 124.40 188.75 Survey Dept Head 175.90 175.90 IT Support Mgr 159.23 197.38 IT Development Mgr 165.87 165.87 Right-Of-Way Specialist 82.93 215.63 ii. Non-Labor Expenses. Non-labor expenses shall be reimbursed as Direct Expenses at invoice or internal office cost. Direct Expenses (non-labor) include, but are not limited to, mileage, travel and lodging expenses, mail, supplies, printing and reproduction services, other direct expenses associated with delivery of the work; plus applicable sales, use, value added, business transfer, gross receipts, or other similar taxes. iii. Subcontract Expenses. Subcontract expenses and outside services shall be reimbursed at cost to ENGINEER plus a markup of ten percent (10%). iv. Budgets. ENGINEER will make reasonable efforts to complete the work within the budget and will keep the City informed of progress toward that end so that the budget or work effort can be adjusted if found necessary. ENGINEER is not obligated to incur costs beyond the indicated budgets, as may be adjusted, nor is the City obligated to pay ENGINEER beyond these limits. If ENGINEER projects, in the course of providing the necessary services, that the PROJECT cost presented in Article 2 of this Agreement will be exceeded, whether by change in scope of the project, increased costs or other conditions, the ENGINEER shall immediately report such fact to the City and, if so instructed by the City, shall suspend all work hereunder. When any budget has been increased, ENGINEER's excess costs expended prior to such increase will be allowable to the same extent as if such costs had been incurred after the approved increase. City of Fort worth,Texas Attachment B PMO Official Release Date:8.09.2012 Page 2 of 6 B-2 B. The ENGINEER shall be paid monthly payments as described in Section II - Method of Payment. II. Method of Payment A. The ENGINEER shall be paid by the City based upon an invoice created on the basis of statements prepared from the books and records of account of the ENGINEER, based on the actual hours and costs expended by the ENGINEER in performing the work. B. Each invoice shall be verified as to its accuracy and compliance with the terms of this Agreement by an officer of the ENGINEER. C. ENGINEER shall prepare and submit invoices in the format and including content as presented in Exhibit B-1. D. Payment of invoices will be subject to certification by the City that such work, has been performed. III. Progress Reports A. The ENGINEER shall prepare and submit to the designated representative of the Transportation and Public Works Department Stormwater Management Division monthly progress reports and schedules in the format required by the City. City of Fort Worth,Texas Attachment B PMO Official Release Date:8.09.2012 Page 3 of 6 B-3 IV. Summary of Total Project Fees Firm Primary Responsibility Fee Amount % Prime Consultant Halff Associates, Inc. $310,000 88.6% Proposed MBE/SBE Sub-Consultants 360 Glarus, LLC Pre-planning, analysis, strategy $20,000 5.7% Verdunity, Inc. Benchmarking, analysis, strategy $15,000 4.3% Non-MBE/SBE Consultants Strategic Community Stakeholder Engagement and Public $5,000 1.4% Solutions, LLC Outreach TOTAL $350,000 100% Project Number& Name Total Fee MBE/SBE Fee MBE/SBE SWS-080 Update Stormwater $350,000 $35,000 10% Management Program Master Plan City MBE/SBE Goal = 10% Consultant Committed Goal = 10% City of Fort Worth,Texas Attachment B PMO Official Release Date:8.09.2012 Page 4 of 6 B-4 EXHIBIT "B-1" ENGINEER INVOICE (Supplement to Attachment B) telephone fax Invoice office address remit address Consultant Project No. CPW Project Manager Proj.Invoice No. Invoice date: Consultant's Project Manager. Consultants email. Period From Date To Date Name of Project r City Secretary Contract*- P.O.Number: Labor Catectory Name Hours Rate 31hrl Amount Project Mana er(example) $0.00 Senior Engineer(example) $0.00 Engineer(example) $0.00 Junior Engineer(example) $0.00 CAD Technician(example) $0.00 Adminstrative Support(example) $0.00 etc $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Total Labor 0.0 $0.00 Subcontract Service Subcontract Service-0 exam le> Subcontract Service-<2 exam le> etc Subcontractor Subtotal $0.00 10 Percent Markup on Subcontract Services $0.00 Nonlabor Ex enses Nonlabor Expense Subtotal $0.00 Total Expenses(Subcontract Services+Markup+Nonlabor Expenses) $0.00 TOTAL DUE THIS INVOICE $0•00 City at Fort Worth,Texas Attachment B PMO Official Release Date:8.09.2012 Page 5 at 6 B-5 EXHIBIT "B-2" PROFESSIONAL SERVICES FEE SUMMARY (Supplement to Attachment B) Fees for the Anticipated Tasks in the Above Scope of Work Each task will be authorized by a separate task order. Potential tasks may include, but are not limited to the following: Potential Description Fee Tasks 1 Management $25,000.00 2 Pre-Planning $33,000.00 3 Benchmarkin , Analysis, and Strategies $122,000.00 4 Stakeholder Engagement and Public Involvement $75,000.00 5 Implementation Plan $60,000.00 6 Report Preparation and Final Plan Adoption $20,000.00 7 Reimbursable Expenses $15,000.00 TOTAL $350,000.00 City of Fort Worth,Texas Attachment B PMO Official Release Date:8.09.2012 Page 6 of 6 B-6 ATTACHMENT "C" CHANGES AND AMENDMENTS TO STANDARD AGREEMENT Update Stormwater Management Program Master Plan City Project No. SWS-080 No changes to the Standard Agreement beyond those listed in the included documents. City of Fort Worth,Texas Attachment C PMO Release Date:05.19.2010 Page I of t ATTACHMENT "D" CONTRACTSCHEDULE Update Stormwater Management Program Master Plan City Project No. SWS-080 See following page. Ci'ty of Fort Worth,Texas Attachment D Page 1 of 1 m CL LJJ CL 3 Q y C 3 7 Q Milestone Deliverable l (FY17-18 Budget) � o m LL c � N 7 i O z r o � I U j I, a i0 N m O m E c H �` m rn m m a Z rn (n d Q O C_ cn y C O N N_ W C q 0 N m T m "N- c c c = aci m .� w m " 1° c ° a n 0 Z aI 0 m y a� E n m °-� �n E O!i 'o 'd cn ° ° o y o c C CO a°i U (7 m a a°i c m c E c 3 E c c ° U �n m �° M c d ¢ E Q E 3 ° .� a m U ° inn m c y .c n E c o E E m 4 N C >. YJ N O N _ CO r- m 3 _c .5; m m a' E > n • g 5 c E`o E L >_ m N Q 9 n m U g p o ° 3 ; a) �° _ m ° m o a m a a m m E > CL .7 r o E m m E �j ° i C r �I° 3 c m E ?� u t u ° tl m a- g o > H C t s c m E m m v ® n= a� O O O m m f0 V S a C m 47 Y C O O O X (U m e a rn a U an CC a v) m Q � In C U) U O rn E �I a m w a` a` IL Q am U Q- Q am 6 O ul a➢ Q am U O ui In Q m (J a uiiLL E Q ia] � Q m TZ lV Pi 'O 111 80 DOE SWS-080 BID NUMBER F (Please check one) FORT T�U WORTH H MinorityMomen Business Enterprise Office LETTER OF INTENT TO PERFORM AS A SBE SUBCONTRACTOR/SUBCONSULTANT [NOTE: Pursuant to the City of Fort Worth Business Diversity Enterprise Ordinance,SBE firms participating under the Ordinance must be certified prior to recommendation of award in order to be counted towards subcontracting participation. A Small Business Enterprise(SBE)Is defined as a business concern located In the marketplace that meets the Unites States Small Business Administration definition of a small business as outlined in the code of Federal Regulation 13 CFR 121. Firms certified as a Disadvantaged Business Enterprise(DBE) also meet small business enterprise requirements.] 1. Name of Project Update Stormwater Management Program Master Plan 2. Name of Offeror/Prime contractor Halff Associatasr Inc. 3. The undersigned is prepared to perform the following described work and/or supply the material listed in connection with the above project(where applicable specify"supply"or"install'or both): Provide engineering services for Benchmarkin„g,Analysis,and Strategies for the City of Fort Worth at the price of $15.000(esiimats1 Verdunity,Inc. 06/24/16 (Name of SBE Firm) (Dale) Kristin Green 4111�0�jffg Circle one flhrmedAuthorized Agent of SBE firm)Type or Print Name (Signature of Owner or Authorized Agent of SBE firm) KristinOVerdunity.com 214-728-8733 (Email Address to appear on Listings provided by the MINBE Office) (Office and Fax Numbers) AFFIDAVIT OF Offeror/Prime CONTRACTOR I HEREBY DECLARE AND AFFIRM that 1,r Benjamin B.Pylant am the duty authorized representative of Circle one(Owner/Authorized Agent) Halff Associates Inc. and that I have personally reviewed the material and Name of Prime Contractor facts set forth in this Letter of Intent to Perform. To the best of my knowledge,information and belief,the facts in this form are true,and no material facts have been omitted. Pursuant to the City of Fort Worth Business Diversity Enterprise Ordinance, any person [entity]who makes a false or fraudulent statement in connection with participation of a SBE in any City of Fort Worth contract may be referred for debarment procedures under the City of Fort Worth Business Diversity Enterprise Ordinance. I do solemnly swear or affirm that the signatures contained herein and the information provided by the Prime Contractor are true and correct,and that I am authorized on behalf of the Prime Contractor to make the affidavit. Benjamin B.Pylant Halff Associates,Inc. Circle One(Ownerf Authorized Age t)Type or Print Name (Name of Prime Contractor-Print or Type) June 14 2018 (Signatu Owner or Aut 'zed gent) (Date) @171784.7488 (817)232-9764 (Otllce Number) (Fax Number) 6/112012 DOE_...— SWS•080 BID NUMBER K'Mi-r Wok i vi (Please check one) i MinorityMomen Business Enterprise Office LETTER OF INTENT TO PERFORM AS A SBE SUBCONTRACTORISUBCONSULTANT (NOTE: Pursuant to the City of Fort Worth Business Diversity Enterprise Ordinance, SBE firms participating under the Ordinance must be certified prior to recommendation of award in order to be counted towards subcontracting participation. A Small Business Enterprise(SBE)is defined as a business concern located in the marketplace that meets the Unites States Small Business Administration definition of a small business as outlined in the code of Federal Regulation 13 CFR 121. Firms certified as a Disadvantaged Business Enterprise(DBE)also meet small business enterprise requirements.) 1. Name of Project Update Stormwater Management Program Master Plan 2. Name of Offeror/Prime contractor Halff Associates,Inc. 3. The undersigned is prepared to perform the following described work and/or supply the material listed in connection with the above project(where applicable specify"supply"or"install"or both): Provide engineering services for am planning,analysis.,and strategic analysis(or the City of Fort Worth at the price of $20,000[estimate}. 360 Clarus LLC (1 tQ (Name of SBE Firm) (Date) 1 0.0—N C.s• S l.�a.. i .l-t, Ckcle one(OwnerlAuthorized Agent of SBE firm)Type or Print Name (Signature of Owner or Authorized Agent of SBE firm) Y'by►CrCn51,4.W P-340 -7 - 30o-54b0 (Email Address to appear on Listings provided by the MWBE Office) (Office and Fax Numbers) AFFIDAVIT OF Offeror/Prime CONTRACTOR I HEREBY DECLARE AND AFFIRM that I, Benjamin B.Pylant am the duty authorized representative of Circle one(OwnsdAuthodzed Agent) Halff AtrsoClates Inc and that I have personally reviewed the material and Name of Prime Contractor facts set forth in this Letter of Intent to Perform. To the best of my knowledge,information and belief,the facts in this form are true,and no material facts have been omitted. Pursuant to the City of Fort Worth Business Diversity Enterprise Ordinance, any person [entity)who makes a false or fraudulent statement in connection with participation of a SBE in any City of Fort Worth contract may be referred for debarment procedures under the City of Fort Worth Business Diversity Enterprise Ordinance. I do solemnly swear or affirm that the signatures contained herein and the information provided by the Prime Contractor are true and correct,and that I am authorized on behalf of the Prime Contractor to make the affidavit. Benjamin B Pylant Halff Associatey Inc Circle One(Owner/Authodz4 Agent)Type or Print Name (Name of Prime Contractor44int or Type) June 14 2016 (Sign f Owner or uth ized Agent) (Date) (,817)764.7488 (817)232.9' 4f 4 _ (Dft$Number) (Fax Number) 61112012 1r CERTIFICATE OF INTERESTED PARTIES FORM 1295 1of2 Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos.1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING 1 Name of business entity filing form,and the city,state and country of the business entity`s place Certificate Number: of business. 12016-59793 Halff Associates,Inc. Richardson,TX United States Date Filed: 2 Name Of governmental entity or state agency that is a party tot the contract for which the form is 05/23/2016 being filed. City of Fort Worth Date Acknowledged: 3 Provide the identification number used by the governmental entity or state agency to track or identity the contract,and provide a description of the services,goods,or other property to be provided under the contract. SWS-080 Engineering and Planning for Update Stormwater Management Program Master Plan 4 Nature of interest Name of Interested Party City,State,Country(place of business) (check applicable) Controlling Intermediary Skiptwith,Walter Richardson,TX United States X Tanksley,Dan Richardson,TX United States X Moya, Michael Austin,TX United States X Murray, Menton McAllen,TX United States X Ickert,Andrew Fort Worth,TX United States X Adams, Bobby Houston,TX United States X Jackson,Todd Austin,TX United States X Molloy, Martin Richardson,TX United States X Craig,Matthew Richardson,TX United States X Kunz,Patrick Richardson,TX United States X Plugge, Roman Richardson,TX United States X Kuhn,Gregory Richardson,TX United States X Killen,Russell Richardson,TX United States X Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.1021 CERTIFICATE OF INTERESTED PARTIES FORM 1295 2 of 2 Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos.1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING 1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number: of business. 2016-59793 Halff Associates,Inc. Richardson,TX United States Date Filed: 2 Name of governmental entity or state agency that is a party to the contract for which tTle form is 05/23/2016 being filed. City of Fort Worth Date Ac n/o�uvl d ed. 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a description of the services,goods,or other property to be provided under the contract. SWS-080 Engineering and Planning for Update Stormwater Management Program Master Plan 4 Nature of interest Name of Interested Party City,State,Country(place of business) (check applicable) Controlling Intermediary 5 Check only if there is NO Interested Party. ❑ 6 AFFIDAVIT I swear,or affirm,under penalty of perjury,that the above disclosure is true and correct. M F"Y"��, N�'�. �• t� My 2019 ure of authorized agent o tracts g business entity AFFIX NOTARY STAMP/SEAL ABOVE , �J,�/�/� Sworn to and subscribed before me,by the said (i.�� =— "'�` '= ,this the day of 20_L�—,to certify which,witness my hand and seal of office. h lI >�-ut�ovr Nod uk�Uc Signature of otfor administering oath Printed name ol officer administering oath Title of officer administering oath Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.1021 City of Fort Worth, Texas Mayor and Council Communication COUNCIL ACTION: Approved on 812/2016 DATE: Tuesday, August 2, 2016 REFERENCE NO.: **C-27832 LOG NAME: 20SWMMASTERPLANUPDATE SUBJECT: Authorize Execution of a Professional Services Agreement with Halff Associates, Inc., in the Amount of $350,000.00 to Update Stormwater Management Program Master Plan (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize the execution of a Professional Services Agreement with Halff Associates, Inc., in the amount of$350,000.00 to Update Stormwater Management Program Master Plan (SWS-080). DISCUSSION: The Professional Services Agreement recommended by this Mayor and Council Communication is to update the Strategic Master Plan of the Stormwater Management Program. This update is needed to assess the progress and lessons learned from the first 10 years of the program and refine strategies, priorities, and policies to optimize the use of resources to best meet the flood mitigation needs of the community for the next 10 years. This initiative will include significant public outreach and input with the updated Master Plan ultimately being submitted for adoption by City Council. The Stormwater Utility was created in 2006 to protect people and property from harmful stormwater runoff. The first 10 years of the Stormwater Management Program have focused on assessing Citywide flood risk and drainage system capacity, addressing many of the most hazardous flooding problems in the City, implementing a high water warning system, developing a work order system and maintenance program, and developing a basic inventory of the major components of the drainage system. Halff Associates, Inc., will assist Staff in assimilating existing information, benchmarking against other communities, recommending future policies and strategies, gathering public feedback, optimizing resource distribution, and documenting the findings in an implementation strategy of initiatives, which will include schedule and cost estimates for the highest priority program initiatives. A Request for Qualifications (RFQ) for a variety of stormwater professional services was published in the Fort Worth Star-Telegram on May 21, 2015 and May 28, 2015. Fifty five consultants responded to the RFQ, from which Halff Associates, Inc., was selected as the most qualified consultant for this work based on published selection criteria. The consultant, Halff Associates, Inc., proposes to perform the scope of work for this contract on a time and materials basis for a not-to-exceed fee of$350,000.00. Staff considers this fee to be fair and reasonable for the anticipated services to be performed. Upon completion of this contract, there is no anticipated annual operating cost to the Transportation and Public Works (TPW) Stormwater Management Division. MMIBE Office- Halff Associates, Inc., is in compliance with the City's BDE Ordinance by committing to 10 Lofname: 20SWMMASTERPLANUPDATE Page 1 of 2 percent SBE participation. The City's SBE goal on this project is 10 percent. This stormwater contract area is located in ALL COUNCIL DISTRICTS. FISCAL INFORMATION /CERTIFICATION: The Director of Finance certifies that upon approval of the above recommendations funds are available in the Stormwater Drainage Analysis Project Development and Prioritization Project, as appropriated, of the Stormwater Capital Projects Fund (52002) included in the Fiscal Year 2016 Stormwater Capital Improvement Plan. Fund Current Encumbrances�Budget Budget and Actuals (Remaining* Stormwater Capital Projects $27204,065.00 $1,743,687.00 $460,378.00 (52002) *Numbers rounded for presentation purposes. FUND IDENTIFIERS IFIDs): TO Fund Department ccoun Project Program ctivity Budget Reference # moun ID ID Year Chartfield 2 FROM Fund Department ccounj Project Program ctivity Budget Reference # A,mount ID ID I Year Chartfield 2 _ 520021 020E431 15330500 1 100091 1 1 2016 1 0350,000-00 CERTIFICATIONS: Submitted for City Manager's Office by: Jay Chapa (5804) Originating Department Head: Douglas Wiersig (7801) Additional Information Contact: Jennifer Dyke (2714) ATTACHMENTS 1. SWS-080 BudgetToActualsScreenS hot.pdf (CFW Internal) 2. SWS-080 Form1295 Signed.pdf (Public) t.016 • "If3 3. SWS-080 Halff SBE Compliance Memo.pdf (CFW Internal) 4. SWS-080 Reguisition.pdf (CFW Internal) 5. SWS-080 Sam.Gov Search Results.pd (CFW Internal) Logname: 20SWMMASTERPLANUPDATE Page 2 of 2