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HomeMy WebLinkAboutContract 51522-R1 CITY SECRETARY CONTRACT NO. 515 22 RENEWAL NO. 1 TO CITY SECRETARY CONTRACT NO. 51522 PROFESSIONAL SERVICES AGREEMENT a This Renewal is entered into by and between the City of Fort Worth (hereafter "City"), a home rule municipal corporation situated in portions of Tarrant,Denton and Wise Counties,Texas, with its principal place of business at 200 Texas Street, Fort Worth, Texas, and Alan Plummer Associates, Inc. (hereafter "Consultant"), a Texas corporation acting by and through Ellen T. McDonald, its duly authorized Principal. WHEREAS, the parties have previously entered into City of Fort Worth City Secretary Contract No. 51522 (the "Contract") to perform consulting services for water conservation for the Water Department,which was executed on or about November 12, 2018 and provided five (5) one (1) year renewal options; and WHEREAS, the original term of the Contract expired on August 31, 2019 and the Parties now wish to exercise the first renewal option to extend the term of the Contract through August 31, 2020. NOW, THEREFORE, City and Consultant, acting herein by the through their duly authorized representatives, enter into the following agreement to amend the contract: 1. Section 1, Term. The term of the Contract is hereby amended to extend the term to expire August 31, 2020, unless terminated earlier in accordance with the Contract. Extension of the term shall not require an increase of Consultant's Fee under the Contract. 2. All other provisions of the Contract which are not expressly amended herein shall remain in full force and effect. OFFICIAL RECORD CITY SECRETARY FT. WORTH,TX Signature Page for Alan Plummer Contract No. 51522 Executed on this the�day of , 2019. CITY OF FORT WORTH: ALAN PLUMMER ASSOCIATES, INC. P ik" By: y• -t ana Burg f D Ellen T. McDonald Interim Assistant City Mana er lq- Principal Date: ATTEST• APPROVED AS TO FORM AND LEGALITY: By: 4 zsA ary Kayser Christa R. Lopez-Reyn s � Sr. Assistant City City Secretary ,� �, , . ,,ry y Attorney Date: , . ey �� Contract Compliance Manager: By signing, I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. Name of Employee &-#Art CwsfevdrncN �ilWdcF�,Q, Title OFFICIAL RECORD CITY SECRETARY FT. WORTH,TX M&C Review Page 1 of 2 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA F° COUNCIL ACTION: Approved on 10/16/2018 REFERENCE ** 601C1 WATER DATE: 10/16/2018 NO.: C-28895 LOG NAME: CONSERVATION AUDITS 18- 0354 CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Execution of an Agreement with Alan Plummer Associates, Inc., in an Annual Amount Not to Exceed $200,000.00 for Industrial, Commercial and Institutional Water Conservation Audits (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize the execution of an agreement with Alan Plummer Associates, Inc., in an annual amount not to exceed $200,000.00 for industrial, commercial and institutional water conservation audits for the Water Department and provide for up to five renewals. DISCUSSION: The City of Fort Worth Water Conservation Master Plan lists Industrial/Commercial/Institutional (ICI) Audits as a best management practice that will help the City reach its conservation goals of reducing peak and baseline water demands. The ICI SmartWater Audit Program was initiated in September 2010, with the goal of evaluating customer's water use and making recommendations for greater efficiencies. The Water Department will use this Agreement to: (1) promote city-wide Industrial, Commercial and Institutional Water Conservation Initiatives, (2) conduct a comprehensive facility water audit for Industrial, Commercial and Institutional customers and (3) present a detailed written report with audit results, water saving recommendations and a return on investment projection to audit customers. The Purchasing Division issued a Request for Proposals (RFP) on July 25, 2018, soliciting qualified firms to conduct water conservation audits for the City. The evaluation factors included methodology and approach to the project, responsiveness to the scope of work, demonstrated applicable experience, personnel qualifications of staff to be assigned to the project, total cost and schedule. An evaluation panel was made up of representatives from the Water Department. The recommended service provider, Alan Plummer Associates, Inc., was determined the most qualified to perform the services described for a one-year contract period. ADVERTISEMENT-This RFP was advertised in the Fort Worth Star-Telegram on July 25, 2018, August 1, 2018, August 8, 2018, August 15, 2018, and August 22, 2018. One Proposal was received in response to this RFP. PRICE ANALYSIS—The Water Department has reviewed the proposed price and determined it to be fair and reasonable. AGREEMENT TERMS- Upon the Council's approval, this Agreement will begin October 1, 2018 and expire September 30, 2019. RENEWAL OPTIONS -This Agreement may be renewed for up to five additional one-year terms at the City's option. This action does not require specific City Council approval provided that the City http://apps.cfwnet.org/council_packet/mc review.asp?ID=26412&councildate=10/16/2018 8/30/2019 M&C Review Page 2 of 2 Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. M/WBE OFFICE-A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the MIWBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as appropriated, of the Water and Sewer Fund. Prior to an expense being incurred, the Water & Sewer Department has the responsibility to validate the availability of funds. Future year appropriations for contract renewals are subject to appropriations approved by the Mayor and Council. TO Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year Chartfield 2 FROM Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year Chartfield 2 Submitted for City Manager's Office by: Jay Chapa (5804) Originating Department Head: Chris Harder (5020) Additional Information Contact: Micah Reed (8211) ATTACHMENTS 601C1 WATER CONSERVATION AUDITS form 1295.pdf http://apps.cfwnet.org/council_packet/mc review.asp?ID=26412&councildate=10/16/2018 8/30/2019 EXHIBIT A SCOPE OF SERVICES The City of Fort Worth is seeking Consultant assistance with its efforts to (1) promote city-wide Industrial, Commercial and Institutional (ICI) water conservation initiatives, (2) conduct cooling tower inspections and evaluations, (3) conduct a comprehensive facility water audit for ICI customers and (4) present a detail written report with audit results, water saving recommendations and a return on investment projection to audit customers. Task I: The selected Consultant shall report to the Water Conservation Manager and shall provide independent, objective and expert guidance, recommendations, and assistance concerning implementing and work in all aspects of the City's Water Conservation initiatives relating to Industrial, Commercial and Institutional(ICI) customers of the City. • The Consultant should follow this process: 1. Schedule the audit at the customer's convenience 2. Complete audit field work—within two weeks 3. Complete audit report for City review—within 30 days 4. Make any revisions and schedule wrap-up meeting with customer—within 2 weeks of report approval.Audits are considered payable once the customer meeting has been conducted. 5. Follow up with customer to determine what measures, if any, were implemented from the report—within six months of initial customer meeting. 6. Follow-ups should be conducted with previous program participants to see if any additional recommendations from prior years have been implemented.This information will be captured and used to promote the Award Program. • The Consultant shall employ a PC based relational customer database, fully compatible with the City's software), to compile results of audits (i.e. data and information from sites, customers and equipment). No proprietary software accepted. • The Consultant shall identify potential ICI audit customers and rank and prioritize customers according to water usage and savings potential. The list shall include owners/operators, contact information, and type of facility. • The Consultant shall develop and employ a standard auditing and reporting protocol and format, as well as forms,checklists,and a"report generator". • The Consultant shall obtain, from City of Fort Worth Water Department, information regarding water rates, as well as historical water use by Customer. Comparisons may also require energy rate data from other sources. • The Consultant shall develop & issue notification letter with requirement that a customer representative must be present during audit(estimated at typically 4-8 hours). • The Consultant shall assist the City in the development of program literature, including letters, brochures and application forms. • The Consultant shall develop a monthly report format and a yearly report format for reporting Consultant's efforts in facilitating the City of Fort Worth Water Department ICI Audit Program. • The Consultant shall be responsible for identifying and soliciting applicants for audits. • The Consultant shall provide equipment for monitoring, measuring, leak detection, testing and other necessary tools or equipment to perform the required tasks. • The Consultant shall set aside a minimum of three hours each month to meet with city staff and attend various meetings where their expertise is deemed a benefit to City of Fort Worth Water Department. • The Consultant shall assist and participate in annual stakeholder meetings. • The Consultant shall work with City of Fort Worth Water Department to develop a Cooling Tower Certification Program and to draft an ordinance establishing minimum standards for evaporative cooling towers in Fort Worth,TX. Task II: Standard Audits—water using fixtures will be audited using a standard process of evaluation to include a detail report of all water entering into the system and how it is utilized. The audit should highlight all inefficiencies and losses. Water using fixtures include, but are not limited to, fountains, production processes, toilets, faucets, sprayers, ice machines, dishwashers, laundry equipment, pools (swimming and decorative),etc. • The Consultant shall identify the location of water meters and or any other metering devices on the site. • The Consultant shall identify and evaluate the general condition of all water using fixtures and note the findings.Notes should include the location,years in use, hours of use,quantity of fixtures by type and note the standard usage amount ratings with current usage amounts. • The Consultant shall monitor for,detect and identify leaks existing in all water using fixtures and note the losses with quantification. • The Consultant shall identify any opportunities to optimize existing low-flow/use fixtures by adjusting settings or equipment and opportunities where operations and maintenance practices could be enhanced. • The Consultant shall identify high water use activities at the site, patterns of use, as well as, seasonal peak usage. • The Consultant shall be responsible for coordinating an irrigation audit with City staff and will include findings in final report. • The Consultant shall evaluate customer's water-use practices regarding processes or activities and determine if the potential exists to educate, restructure or find an alternative method that could provide savings to the customer. Task II: Deliverables Professional Services Agreement Page 13 of 18 • The Consultant shall provide a copy of each individual audit report to both City of Fort Worth Water Department and the owner of the cooling tower for which the audit was conducted within 15 calendar days of audit completion date; • The Consultant shall conduct meetings (either in-person) or by telephone with Customer to discuss results of audit report and recommendations for implementation of water conservation measures; • The Consultant shall develop and incorporate a plan for following up with audit customers in order to evaluate the effectiveness of the audit in bringing about change and to encourage the customer to incorporate the specific recommendations. • The Consultant shall perform a brief cost/benefit analysis, based on the specific audit recommendations that will help the end user in making the proper decisions. Task III: Cooling Towers—Consultant shall identify potential sites; arrange individual audits, and complete inspections and evaluations (in terns of water efficiency) of all water processes employed by any requesting City of Fort Worth Water Department Commercial and Industrial class water customer. Consultant will provide a professional audit and will generate a detailed audit report containing no less than the following parameters: • The Consultant shall determine long-term average cycles of concentration (ratio of cooling tower makeup water to Blowdown water)and identify potential water savings; • The Consultant shall identify and evaluate any past and present problems experienced with current processes and impacts on water use; • The Consultant shall provide a measurement of the cooling tower's "heat balance" or "approach to dew point" to include chlorine and hardness cycles to develop a percent for scale retardation; • The Consultant shall determine current cycles of concentration, plus the raw water baseline to assess water consumption and opportunity for reducing water consumption (with adjustment to cycles of concentration being dependent upon municipal water quality); • The Consultant shall develop an estimate of expected cycles from City water quality data. • The Consultant shall provide a measurement of the TDS and pH of the makeup and Blowdown water; Consultant shall assess condition of the makeup and Blowdown meters(if any); • The Consultant shall note the presence or absence of automatic instrumentation for controlling the blowdown rate of conductivity, as well as the equipment's efficiency in carrying out system requirements: • The Consultant shall provide the name, address, and telephone number of the current vendor providing chemical service for the cooling tower system, plus a description of the current chemical treatment methodology to include biological control measures; • The Consultant shall provide a description of the cooling tower design, to include manufacturer and estimate of numbers of years that the tower has been in service; Professional Services Agreement Page 14 of 18 • The Consultant shall note the tower control and fan motor operation (multi-speed or variable speed) and the presence or absence of a by-pass operation; • The Consultant shall provide a description of the type of filtration used(if any); • The Consultant shall identify the type of cooling tower packing/fill used, and any deterioration, blockage, clogging, or other conditions observed. This information will be provided as part of an evaluation of the overall cooling tower condition; • The Consultant shall evaluate the general condition of the cooling tower and associated pumps and any corrosion problems with piping or equipment. As necessary, this evaluation can be extended to internal piping; • The Consultant shall inspect the operation of the cooling tower basin level control valve for proper operation and shall note any defects associated with the valve; • The Consultant shall note the presence of any leaks, overflows or other observed conditions to include carryover and drift; • The Consultant shall develop and provide initial short and long-term recommendations for modified operating procedures, better chemical treatment, blowdown reuse, repairs and maintenance, or instrumentation and control/equipment upgrades that will accomplish water conservation; • The Consultant shall provide recommendations for condensate recovery, where feasible, for cooling tower make-up; • The Consultant shall provide recommendations for the recovery of cooling tower blowdown for landscape irrigation purposes; • The Consultant shall provide recommendations for any minor, on the spot modifications, adjustments or simple repairs that will immediately enhance the efficiency of the cooling tower's operation from the standpoint of water conservation; • The Consultant shall evaluate chillers and all system components associated with the tower where modifications to equipment or procedures can directly impact both water and energy consumption. Task III:Deliverables • The Consultant shall provide a copy of each individual audit report to both City of Fort Worth Water Department and the owner of the cooling tower for which the audit was conducted within 15 calendar days of audit completion date; • The Consultant shall conduct meetings (either in-person) or by telephone with Customer to discuss results of audit report and recommendations for implementation of water conservation measures; • The Consultant shall provide City of Fort Worth Water Department with a monthly report detailing its efforts in facilitating the City of Fort Worth's Water Conservation Department ICI Audit Program; • The Consultant shall as a result of efforts under Task III services, assist City of Fort Worth Water Department in developing a cost/benefit analysis for future engineering analyses at each site; Professional Services Agreement Page 15 of 18 • The Consultant shall develop and incorporate a plan for following up with audit customers in order to evaluate the effectiveness of the audit in bringing about change and to encourage the customer to incorporate the specific recommendations. • The Consultant shall perform a brief cost/benefit analysis, based on the specific audit recommendations that will help the end user in making the proper decisions. Task IV:Additional Cooling Tower Evaluation—if requested by City of Fort Worth Water Department, as a follow-up task to the on-site audit conducted in section 2.3, Consultant shall conduct an Engineering Evaluation and prepare a report for a selected facility for the purpose of evaluating the effectiveness of a particular treatment method or technology in controlling scale, corrosion & biological contamination. The Evaluation will be custom-designed for each facility, based on the recommendations contained in the On-Site Audit Report. Such analyses shall be authorized by City of Fort Worth Water Department on a case-by-case basis, and a fee determined based on complexity of the Evaluation and the Consultant Fee Schedule listed in Attachment B. Task IV Deliverables-The Engineering Evaluation will include the following elements and information: • A site diagram including cooling tower, nearby structures including exhaust stacks within 100 feet of cooling tower, location of parking, incinerators, and type of ground cover. • A detailed cooling tower water flow diagram including the cooling tower(s), chillers, circulating lines, all heat transfer equipment, makeup water entry lines,and bleed-off lines. • All materials of construction in contact with the cooling water. • All operation specifications of cooling tower water system. • Complete history of cooling tower system relative to water treatment. • Complete monitoring information such as corrosion data, deposit monitoring, biomass monitoring, fill deposits,chemical levels, and water quality data. • A Complete report shall include all of the above, plus a precise conclusion stating the effectiveness or ineffectiveness of the specific method or technology in controlling scale, corrosion and microbiological contaminants. Task V: Irrigation System Evaluation • The Consultant shall conduct an irrigation audit of on-site irrigation systems. • On site audit should activate and visually inspect each zone for efficiency, leaks and water waste. Audit should evaluate and identify irrigated area, rain/freeze sensors, run times, distribution uniformity, and pressure readings at the head including pump readings, if applicable. Meters should be checked to ensure proper operation. • Note and record type and number of meters, controllers, number of zones, potential for reuse or alternative water sources. Professional Services Agreement Page 16 of 18 Task V. Deliverables The Irrigation Evaluation will include the following elements and information. • Evaluation of system source, meter and controller settings, sprinkler spacing, precipitation rate, total square footage of irrigated area,water consumption, soil/root zones,slope and distribution uniformity, evaluation of run-times,etc. • Photos and charts highlighting any issues observed during the visual inspection(leaks, breaks, system inefficiencies). Pressure readings, flow measurements, sprinkler location, rain/freezer sensors (make &model), types of equipment(make& model),etc. should also be included. • Proposed irrigation recommendations should include the following as applicable: cycle & soak, drip irrigation, automatic shut-off devices, ET smart controllers, pressure regulating devices, hydro zoning,spray head upgrades,KISSS,and proper maintenance guidelines. • Consultant should identify and make scheduling adjustments or recommendations considering soil improvements, existing plant requirements with suggestions for more efficient plantings, and other possible water sources or reuse. Applicable drought and salt tolerant plants should be suggested for future landscape upgrades. Task VI:Additional Related Work • Consultant shall assist the City with developing and implementing technical seminar events. These seminars will be designed to educate ICI audit customers. • The Consultant may be asked to aid in developing educational materials such as presentations, literature, brochures, hand-outs,etc. • The Consultant may be asked to speak with special interest groups or others in relation to ICI audits. • The Consultant may be asked to design demonstrations, models or other visual representations. • The Consultant shall work with the City of Fort Worth Water Department to develop a Cooling Tower Certification Program and to draft an ordinance establishing minimum standards for evaporative cooling towers in Fort Worth,TX. Professional Services Agreement Page 17 of 18 EXHIBIT B PRICE SCHEDULE 18-0354 ATTACHMENT B CITY OF FORT WORTH WATER DEPARTMENT CONTRACT ICI AUDITS PROPOSAL COST SUMMARY Prices based on stated required services and potential growth factors,pricing is Assumed quoted per task with assumption that 100 Task 2 audits,50 Task 3 audits, 10 Total per No. of Total Task 4 audits and 75 Task 5 audits. 'Mask Audits Annual Cost Per Year Cost Task#1: Mobilization $300.00 100 $30,000.00 Cost Task#2: Water Audits Interior: Base Cost per Audit No.Fixtures 1 to 5 5 to 10 10 to 20 >20 Average Commercial Cost 200.00 400.00 600.00 880.00 $520.00 $ 520.00 50 $26,000.00 No. of Units <25 25 to 50 50 to 100 >100 Average Institutional Cost 400.00 800.00 1,000.00 2,000.00 $ 1,050.00 S 1,050.00 25 $26,250.00 Total Sq. Ft <25,000 25K to 50K to >100k Average Industrial 50K 100K Cost 600.00 1,200.00 1,800.00 2,200.00 $ 1,450.00 $ 1,450.00 25 $36,250.00 Cost Task#3: Cooling Towers Initial Audits S 1,200.00 25 S 30,000.00 Cost Task#4: Cooling Towers Detailed Audits $ 1,800.00 5 S 9,000.00 Cost Task#5: Irrigation System Audits S 1,000 30 $30,000.00 Total Audit Pricing per year $187,500.00 Estimated Annual Cost per Audit $721.15 Cost Task#6: Facilitating Technical Seminar Events 1,500.00 5 $4,500.00 Standard Per Hour Rate for Additional Services 5200.00 40 $ 8,000.00 Total Estimated 1 year Cost of Contract $200,000.00 Cost Task#1 is a onetime fee charged for mobilization. It should include all costs associated with establishing a reporting method protocol,forms,checklists,etc. Cost Task 42 takes an average cost of all the ranges to use as the "Total Per Task" cost. This is done to establish a fair estimate of costs. The average cost is then multiplied by the number of assumed audits per year to determine an estimate annual cost total. Note: the cost of providing customer reports should be captured in this price. Cost Task#3 price is per cooling tower.There may be more than one cooling tower at a location. Cost Task#5 price is per irrigation controller.The number of zones may vary. Professional Services Agreement—Exhibit C Page 18 of 18