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Home My WebLink AboutContract 48947-A3CSC No. 48947-A3 AMENDMENT No. 3 TO CITY SECRETARY CONTRACT No. 48947 WHEREAS, the City of Fort Worth (CITY) and RJN Group, Inc., (ENGINEER) made and entered into City Secretary Contract No. 48947, (the CONTRACT) which was authorized by M&C C-28142 on the 7th day of March, 2017 in the amount of $95,000.00; and WHEREAS, the CONTRACT was subsequently revised by Amendment No. 1 in the amount of $49,700.00 which was authorized by M&C C-29152 on June 18, 2019, Amendment No. 2 in the amount of $96,895.00 which was authorized by M&C 21-0623 on August 24, 2021; and WHEREAS, the CONTRACT involves engineering services for the following project: Fort Worth Citywide Collection System Flow Monitoring Project; and WHEREAS, it has become necessary to execute Amendment No. 3 to the CONTRACT to include an increased scope of work and revised fee. NOW THEREFORE, CITY and ENGINEER, acting herein by and through their duly authorized representatives, enter into the following agreement, which amends the CONTRACT: 1. Article I of the CONTRACT is amended to include the additional engineering services specified in proposal attached hereto and incorporated herein. The cost to City for the additional design services to be performed by Engineer totals $86,950.00. 2. Article II of the CONTRACT is amended to provide for an increase in the fee to be paid to Engineer for all work and services performed under the Contract, as amended, so that the total fee paid by the City for all work and services shall be an amount of $328,545.00. 3. All other provisions of the Contract, which are not expressly amended herein, shall remain in full force and effect. Prof Services Agreement Amendment Template Revision Date: November 23, 2021 Page 1 of 2 Ft. Worth Citywide System Flow Monitoring CPN 10085 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX EXECUTED and EFFECTIVE as of the date subscribed by the City's designated Assistant City Manager. APPROVED: City of Fort Worth Dana Burhdoff Oct2202317�10 Dana Burghdoff ( CDT) Dana Burghdoff Assistant City Manager DATE: OCt 27, 2023 APPROVAL RECOMMENDED: C>hiisojhei_tfai-let Christopher Har r (Oct 23, 2023 08:03 CDT) Chris Harder, P.E. Director, Water Department ENGINEER RJN Group, Inc. Daniel .�ackson, P.E. Vice President DATE: 10/18/23 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. John Kasavich, P.E. Project Manager APPROVED AS TO FORM AND LEGALITY: DBlack (Oct 27, 202316:42 CDT) Douglas W. Black Senior Assistant City Attorney ATTEST: A_.1:2,� Jannette S. Goodall City Secretary Prof Services Agreement Amendment Template Revision Date: November 23, 2021 Page 2 of 2 M&C: Date: Form 1295: N/A N/A N/A Ft. Worth Citywide System Flow Monitoring CPN 100854 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Engineering Infrastructure for Tomorrow September 19, 2023 www.rjn.com John Kasavich, P.E. Engineering Manager City of Fort Worth Water Department 200 Texas Street Fort Worth, Texas Subject: Amendment No. 3 Request for Continuing Engineering Services and Technical Assistance for Fort Worth Citywide Collection System Flow Monitoring City Project No. CPN-100854 City Secretary Contract No. 48947 Mr. I<asavich: Please find attached, our proposed Amendment No. 3 to the existing Citywide Wastewater Collection System Temporary Flow Metering Project Agreement, CPN-100854, City Secretary Contract No. 48947, dated April 3, 2017, as amended by City Secretary Contract No. 48947-Al, dated July 29, 2019, and City Secretary Contract No. 48947-A2, dated September 28, 2021. Amendment No. 3 funding request in the amount of $86,950.00 is for the final project renewal project funding of RJN's support to the FWWD Staff for this important multi -year City-wide Flow Monitoring Program (CWFMP) from November 2022 until December 2023. This letter provides justification for this amendment request and briefly summarizes the scope of work anticipated to be performed. The supporting Level of Effort (LOE) spreadsheet is attached for your review. FY 2022-2023 & (15` Quarter) FY 2024 Program Year: The City's current flow monitoring program was renewed for the fifth and final time for the field services support with the two field services sub -contractors, ADS and Hach under the Phase 1 Contract in late in the fall of 2022. Those existing field services contracts will terminate in the in the fall of 2023 and this RJN contract amendment funds our continuing technical services to develop the next round of a 5-year flow monitoring program and specifically, bidding and contract documents for those new field services contracting terms. This is anticipated to follow a two (2) year base contract with three (3) annual renewable field services contracts. The new contract documents will address various reporting, analysis and administrative issues that have arisen in the first contracted program. This will also include mechanisms for replacing failing equipment that are anticipated to arise during this next five (5) year contracting period. Due to limited time, we are producing these deliverables in compressed project schedule, so that the new round of field services contracting can be bid, awarded, executed and initiated prior to 12-31-2023. 6701 Brentwood Stair Rd, Suite 100W ® Fort Worth, Texas 76112 • 817.451.3500 The prompt approval and execution of Amendment No. 3 to RJN's current contract will enable RJN to provide timely technical and administrative program support to the City to produce another Renewable, Non -Exclusive Turn -Key Contract for Flow Monitoring Related Equipment bid package and award recommendations for the continuation of this important Fort Worth Water Department flow monitoring program under the new Phase II CWFMP (Contract 2). This will also allow a framework for RJN's extended support role, establishing our scope of services through the next 5-year program term. The recommended scope of work for this amendment and anticipated project deliverables are noted below: TASI( 1: PROJECT MANAGEMENT SERVICES (ADMINISTRATION/REPORTING) Performance of RJN's internal project control procedures monthly, including schedule and budget control, quality control review, and monthly progress reports. TASI( 2: SUPPLEMENTAL ENGINEERING/TECHNICAL SERVICES Under this task, RJN will continue to provide technical consultation and troubleshooting assistance on ongoing flow monitoring issues as they arise, plus support the City's flow monitoring program planning efforts. Additionally, RJN will provide selective engineering/technical support to the Fort Worth Water Department's utility adjustment needs in response to various project City of Fort Worth Stormwater (HROM) drainage projects project locations (Cravens & Quail Road). RJN will provide general engineering consulting services on impacts to the existing water and sanitary sewer facilities at these specific project locations, as requested/directed by the city. These projects require detailed design reviews and recommending utility adjustments/ relocations/ replacements/ rehabilitation. Assessments will evaluate the storm water project impacts to these existing utilities, address damage mitigation and contingency planning, be contain sewer rehabilitation, sewer capacity improvements, or emergency water line improvements. Consultation will include meetings with City Staff, other consultants, or contractors, as directed by the city. Should the City require RJN to conduct project related design work (generate plans, specifications, OPCC's, or other documentation), a supplemental amendment or separate agreement will be required. TASI( 3: NEW FIVE YEAR (5 YR) RENEWABLE CITY-WIDE FLOW MONITORING PROGRAM (INCLUDING, CONTRACT DEVELOPMENT, BIDDING, EXECUTION, AND INITIAL IMPLEMENTATION/SUPPORT) Under this task, RJN will work with the City and its purchasing department to develop a new set of Contract Documents that adhere to City standards and procedures to establish PHASE II of the CITY OF FORT WORTH 5-YEAR FLOW MONITORING PROGRAM. RJN will develop a renewable, turn -key contract for flow monitoring data collection, basic flow analysis, flow monitoring equipment replacement/repairs, and related maintenance services. RJN will continue to provide technical consultation and troubleshooting assistance on ongoing flow monitoring issues, plus support the City's flow monitoring program planning efforts, as they arise through December 2023. More specifically, RJN will develop specifications and bid proposals to be inserted into the City's standard purchasing contract documents and put out to bid. RJN will develop a list of qualified meter equipment vendors and vendor reps to be notified of this bidding opportunity. The purchasing specifications shall be clear regarding the vendor's responsibilities with respect to all metering equipment deliverables and associated supplies. Fort Worth Citywide Collection System Flow Monitoring Project No. CPN-1008541 Page 2 A. RJN will meet with the City to discuss essential and flash points discovered under the current metering program and develop mechanisms to be included in the bid package to address those and improve the overall program's operational successes. B. As part of the bid package RJN will develop reporting templates for various tasks vendors will be required to perform. Templets may include, but are not limited to meter location tracking, installation reports, maintenance reports, calibration reports and invoice submittals. C. The bid specification shall also address meter set-up and equipment installations in the field; site calibrations, including velocity profiling; securing wireless communications; and the production of a detailed installation report. The intent of this contract is to allow for a renewable, non-exclusive contract, awarded to multiple meter vendors for the provision of turnkey services noted above. D. The developed Flow Monitoring Equipment bid proposal shall contain the following bid items: 1. A removal and recalibration cost by the vendor or their representative for a flow meter and for a rain gauge, respectively (per each). 2. A flow meter re -installation cost at a different location by the vendor and/or their representative. 3. A monthly cost for troubleshooting and/or maintenance activities by the vendor or their representative. Flow meter maintenance activities may include replacing batteries, servicing (scrub) the meter probe (sensor), re -calibrating and replacing sensors, replacing RTU's, wireless communications trouble shooting and equipment replacement and manual downloading of the data if location has recurring telemetry problems, or any other relevant maintenance issue that may arise. E. RJN shall provide technical assistance to the City of Fort Worth during the bid solicitation, opening and selection processes. RJN will also assist the City by conducting a pre -bid meeting; responding to submitted bidder's questions; preparing and issue Addendum(s), if required; and will review all received bid proposals for compliance with the published purchasing specifications. Lastly, RJN will prepare vendor award recommendations from the value -based bids received for the turnkey flow monitoring services project. UNDER THIS AMENDMENT NO. 3 REQUEST, RJN HAS INTEGRATED THE COSTS NOTED ABOVE IN THE AMENDMENT ITEMS WHICH IS SUMMARIZED BY PROJECT TASK COSTS SHOWN IN THE COST TABLE SHOWN BELOW: TASK NO. DESCRIPTION HRS LABOR ($) EXPENSES ($) TOTAL COSTS ($) 1 PROJECT MANAGEMENT SERVICES 29 $ 6,760.00 $ 250.00 $ 7,010.00 2 SUPPLEMENTAL ENGINEERING / 93 $ 19,840.00 $ 200.00 $ 20,040.00 3 PHASE II RENEWABLE 5-YEAR CITY- WIDE FLOW MONITORING PROGRAM 250 $ 58,180.00 $1,7200.00 $ 59,900.00 *TOTAL: 372 $ 84,780.00 $ 2,170.00 $ 86,950.00 ■■ Fort Worth Citywide Collection System Flow Monitoring Project No. CPN-1008541 Page 3 The majority of proposed Amendment No. 3 funds are directed towards the support and development of the Phase II, 5-Year City-wide Flow Monitoring Program development objectives that assists Fort Worth Water Department Staff with Capital Improvements (Engineering), Strategic Planning and Field Operations initiatives, which includes the production of Phase II bid documents that will structure the flow monitoring program to extend for another 5 years. FOR YOUR CONVENIENCE, A SUMMARY OF THE TOTAL PROJECT FEES ARE AS FOLLOWS: Contract Item Fee Original Contract Amount Amendment No. 1 Amendment No. 2 Amendment No. 3 $ 95,000.00 $ 49,700.00 $ 96,895.00 $ 86,950.00 Amended Contract Value $ 328,545.00 Due to the special nature of this project, it did not have a MWBE goal assigned with the original contract, nor with its renewals. The addition of Amendment No. 3 represents an approximate 36% increase in total contract value from the current contract. We appreciate the opportunity to continue working with the City of Fort Worth on this important project. Please feel free to contact Tristan Nickel or Chris Brooks at 817-451-3500 to discuss this amendment proposal. Sincerely, ILLS Tristan Nickel, EP, AWAM Chris Brooks, PE Principal Project Manager Engineering Manager ■■ Fort Worth Citywide Collection System Flow Monitoring Project No. CPN-1008541 Page 4