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Home My WebLink About025387 - Construction-Related - Contract - HDR Engineering, Inc.CITY SECRETARY CONTRACT NO . � � � � AMENDMENT NO. 1 TO CITY SECRETARY CONTRACT NO. 24106 STATE OF TEXAS § COUNTY OF TEXAS § WHEREAS, the City of Fort Worth ("City") and HDR Engineering, Inc. ("Consultant") made and entered into City of Fort Worth City Secretary Contract No. 24106, ("Contract") which was authorized by the City Council by M&C G16874 on the 7th day of July, 1998; and WHEREAS, the Contract involves professional planning and engineering services related to the Solid Waste Transfer Station Project; and WHEREAS, it has become necessary to amend the Contract to include an increased scope of services and revised maximum fee. NOW, THEREFORE, City and Consultant, acting herein by and through their duly authorized representatives, enter into the following agreement which amends the contract: 1. Section 1 of the Contract is amended to include the additional Basic Services involved with preparation and evaluation of a Request For Proposals for private development of a solid waste transfer station as specified in M&C C-17741, approved by the City Council on the 2"d day of November, 1999, and as further described in Consultant's proposal contained in a letter to Ron Stults, Assistant Director of the City Services Department, dated October 8, 1999, copies of which are attached hereto and incorporated herein. ►.� Consultant will perform the additional Basic Services described in Section 1, above, in accordance with the Contract, for an amount not to exceed Thirty-eight Thousand Dollars ($38,000). 3. All other provisions of the Contract which are not expressly amended herein shall remain in full force and effect. uf��BCB�� U`'��'�'�'L� CD�I ��G�C�G%ti' Y Oo UUG�'�UU9 �t��o .. ,. Executed on this the 1 Sth day of November CITY OF FORT WORTH � '� �� / �� , �� Name: Charles R. Boswell Title: Assistant City Manager HDR ENGINEERING, INC. ("ENGINEER") By. -%' � � . Name: William R. Hindman Title: Senior Vice President Address: 512 Main Street, Suite 600 Fort Worth, Texas 76102 ATTEST: ��'/�l�! / ( , ., APPROVED AS� TO FORM AND LEGALITY: GGG� � l//.�i� Assistant City Attorney , 1999. . � �� /�� ' r,� `: C- /� �� / ContraCt Authorization f/-�-9 �l Date � '. . October 8, 1999 Mr. Ron Stults � Assistant Director City Services Department 4100 Columbus Trail Fort Worth, Texas 76133 Dear Mr. Stults: Per our discussions with you last week, HDR Engineering is pleased to present the following amendment to our transfer station project agreement. Services provide� under this proposal are designed to assist the City develop a request for proposals for the possible private operation of a transfer station to serve the City of Fort Worth. HDR will also assist the City further evaluate the cost of developing a publicly owned transfer station and determine which option best achieves the City's long-term goals for this facility. HDR was pleased to help the City during the first phase of this project which was to determine the project's feasibility. The recommendation to develop a transfer station was presented by the City's Citizens Advisory Committee when the City developed its twenty year solid waste management plan. Based on our findings to date, a transfer station has the ability to save the City long-term haul costs and provide greater opportunities to take advantage of competitive market forces in the solid waste collection and disposal industries. The purpose of the scope of services attached is to develop a request for proposals for soliciting proposals from private firms to provide a turnkey transfer station project. Services to be requested will include facility siting, construction, operation, waste haul to landfill and disposal. In bur initial feasibility study, ownership issues were addressed, including a matrix identifying risks associated with the various phases of facility development and operation. Other issues identified in the feasibility report were project control, residual value and economics. At the initiation of the project, it was assumed that the facility would be publicly owned. This assumption was important�in terms of how certain financial evaluations were performed. ♦ The feasibility study did provide the City with the information needed to determine that such a facility is in the City's long-term interest. There appears to be issues related to ownership, procurement and financing of the facility that still need to be addressed by City officials. A request for proposals process can � provide decision makers with the necessary information to determine which ownership option provides the greatest long-term benefits to the City's residents HDR Engineering, Inc. Employee-owned 512 Main Street Suite 600 Fort Worth, TX 76102 Telephone 817 810-9132 Fax 817 810�772 .` and businesses. However, in order to be able to accurately compare proposals it is necessary that the document provide sufficient information for vendors to make reasonable assessments of risks and costs. A detailed request for proposal will also allow the City to move more quickly into contract negotiations with as few surprises as possible. � � We look forward to working with you on this project. If you have any questions, feel free to give either Charlie Fiedler or Mike Carleton a call. Sincerely, . �� % , -� William R. Hindman P.E. Senior Vice President Fort Worth Transfer Station Request for Proposals Scope of Services Task 1— Prepare Request #or Proposals Objective � HDR staff wili work with the City staff to prepare a request for proposals for the construction and operation of a transfer station. It is assumed that private - entities and the city will submit a proposal. The goal of the RFP is to solicit proposals for solid waste transfer and disposal as well as other services the City desires for the transfer station, including, but not limited to recycling and brush management. In order to prepare the document, the following specific tasks are to be completed. . HDR Responsibilities HDR staff will prepare a checklist of potential activities that the operator of the transfer station must address in their proposal. The City will determine which services are to be included as part of the base level of services. Additional tasks may also be identified to be included as part of an acceptable alternative proposal. The goal of this process is to develop a scope of services that must be included in the proposals in order for the respondent to be considered "responsive." Non-responsive proposals should not be accepted by the City for the process to have any credibility. � A risk matrix was prepared as part of the overall feasibility study. These risk issues identify basic contractual responsibilities for the transfer station. HDR will work with the City to determine what responsibilities are to be accepted by the City and what contracting responsibilities are tQ be included in the proposal. There must be certain risks that are considered base level service for the proposal to be considered responsive. In order for the proposals to be fairly evaluated, sufficient information must be presented in the RFP. The greater the understanding of the project by the private entity, the less risk they will have to assume. Specific information that are proposed to be included in the RFP document are as follows. HDR will prepare draft and final text addressing these issues. • Waste quantities to be delivered annually • Types of waste to be accepted • Recyclable material delivery and acceptance requirements • Brush material delivery and acceptance requirements • Operational and permitting requirements � Site requirements. • Terms of payment (per ton/frequency of payment) • Other related operational issues The method of evaluating the proposals must also be�discussed in the RFP. Because there is no fixed location for a private transfer station, the economic benefits/costs of site location will have to be considered. In order to reduce future misunderstandings about the process of evaluating the proposals, the evaluation criteria should be clearly defined in the RFP. A model for evaluating the proposals, similar to the process used to determine the project's initial feasibility will be developed for evaluating the economics of the proposal. Other specific evaluation criteria and methodology will be developed before the RFP is issued. These criteria will require input and final approval from the City. Once the necessary decisions have been made by the City regarding risk management and contractual requirements, a RFP document can be prepared. The outline for the document will consist of the following sections • Introduction • Background and Facility description • General Submittal Requirements and Timetable • Qualifications and Bond Requirements • Scope of Work • City of Fort Worth Commitments • Contractuallssues • Proposal Evaluation Method • Proposal Forms HDR recommends a minimum of three project meetings to discuss the request for proposals, scope, risk assessment and final document presentation. Deliverables for Phase 1 Risk matrix for making decisions regarding ownership, permitting, construction, material acceptance and operations Ten copies of a draft request for proposals Ten copies of the final request for proposals and one camera ready copy, it is assumed that the City will have responsibility for final distribution City Responsibilities The City will be responsible for evaluating risk matrix and making final decisions regarding contractual issues The City�will secure legal services to evaluate the document for legal issues and final contract documents to be included in the document. HDR can arrange for a separate legal review for an additional fee if requested by the City. The City will be responsible for any legal notice and distribution of the RFP. 2 • The City will be responsible for addressing questions from firms responding to the RFP. • The City will be responsible for any pre-proposal meeting. Schedule A draft RFP can be developed within one month of a notice to proceed. A final RFP can be prepared within two weeks of receiving comments from the City. Task 2— City Proposal Assistance Objective During the feasibility analysis, HDR prepared "budgetary. cost" projections as proposed in our scope of services for this project. These costs assume a"worst- case" scenario for the cost of construction and operation of the facility. This was done to determine if the project was feasible given unfavorable economic conditions, thereby reducing the potential � that there would be future budgetary surprises. to determine public or private ownership of the facility, under the proposal process, it is necessary to develop a"competitive" price proposals to provide equal services and comparable risks. During this phase of the project, HDR will assist the City develop specific costs for the facility construction and operation. � � HDR Responsibilities HDR will provide up to forty (40) hours of technical assistance to the City of Forth to respond to the RFP. This assistance will include development of construction costs, operational costs, haul and disposal. Key Understanding • The City will be responsible for completing proposal forms. HDR's role in this task is to assist the City prepare a proposal, but makes no guarantee that costs for a publicly owned facility will be lower than any privately submitted � proposal. Deliverables • HDR will provide written comments on the City's proposal. HDR staff will meet at least two times to discuss the City's proposal and assist in the development of accurate and defensible cost estimates for the construction and operation of the transfer station. � . , . 1 Schedule HDR will begin work on this task once the request for proposals has been issued by the City. The task will be completed prior to final submittal of a proposal by� � the City. � � Task 3 — Proposal Evaluation Objective The City will evaluate the proposals to determine which proposal offers the City with the best Iong-term solution to its solid waste transfer and disposal needs. A report on the proposals will be prepared and presented to staff and the City Council. It is assumed that the City will be responsible for addressing other issues required for a responsive proposal and will be responsible for completing proposal forms. HDR Responsibilities HDR will evaluate the proposals prepared by the City and private firms to determine if they are responsive. In the case of alternative proposals submitted by companies, HDR will follow-up and gather additional information that is typically required to complete an analysis of the alternative proposal. The evaluation report will consist of a summary of the proposals received, a determination of its responsiveness to basic requirements, a description of the proposed facility, location of the site, a cost evaluation of the proposal, description of other issues pertinent to the City's selection. This task assumes that no more than five proposals will be required to be evaluated, including the City's proposal. Any additional proposals will be considered additional services. Deliverables • Ten copies of a draft report will be prepared for the City. • Ten final copies of fhe report and one camera ready copy of the proposal. Key Understandings • The City will have ultimate responsibility for the selection of a proposal. 4 � . t • The City will arrange for legal review of the proposals. HDR can arrange for this review as an additional service. Schedule The review of the proposals can be completed within one month of the proposais being delivered to HDR for evaluation. A final report will be prepared within this time frame. Project Fee HDR proposes to perform the project for a fee of Thirty-eight thousand dollars ($38,000). City of Fort Worth, Texas �1►�1'j�yc�r �nd Caunc�l C,ammu�n9cAt�an DATE REFERENCE NUMBER LOG fVAME PAGE 11 /2/99 C-17741 21 STATION 1 of 2 SUBJECT AMENaMENT TO PROFESSIONAL SERVICES CONTRACT WITH HDR ENGINEERING, INC. FOR FLANNING AND ENGINEERING SERVICES FOR A SOLID WASTE TRANSFER STATION RECOMMENDATION: It is recommended that City Council authorize the City Manager to execute an agreement to the professional services contract with HDR Engineering, Inc. to change the scope of services relevant to a proposed transfer station, for an amount not to exceed $38,000. 7�Y�i�b�Y[�]� On July 7, 1998 (M&C C-16874), the City Council authorized the City Manager to enter into a contract with HDR Engineering, Inc. for Phase I of a four phase project. Phase I was a study to determine the necessity of a transfer station. The M&C and contract require a briefing to the City Council before proceeding with each phase. The cost of the initial Phase I was $40,000. Phases II, III, and IV will cost $210,000. A description of the four phases is as follows: Phase I Economic Feasibility Site Selection Determining Permitting/Registration Requirements Financing Options Management and Operational Issues • Phase II Initiate Permitting/Registration Process Develop Design and Site Development Plans • Phase III Prepare Construction and Bidding Documents • Phase IV Construction Management Phase I of the study has been completed and indicates that a transfer station needs to be developed and operational within the next two to three years. Presentations were made to the Citizen's Solid Waste Advisory Committee, the Governmental Relations Committee (GRC) and the City Council. After review of the study findings and presentations, the consensus is that a transfer station is needed. At a briefing with the GRC on September 20, 1999, the staff was asked to evaluate the possibility of the facility being developed by the private sector instead of the City. The GRC requested that the staff and its consultants develop a Request for Proposal (RFP) to solicit proposals from the private sector before proceeding with Phase II of the project. This direction changes the scope of the original project somewhat and therefore the existing contract needs to be amended. City of F"o�t Wo�th, Texas� �I�A�aiC A�1� �aunc�l C,an1f11ut11cA�tlan DATE REFERENCE NUMBEF� " LOG NAME ' PAGE 11/2/99 C-.17741 I 21STATION I 2 of 2 SUBJECT AMENDMENT TO PROFESSIONAL SERVICES CONTRACT WITH HDR ENGINEERING, INC. FOR Pl.ANNING AND ENGINEERING SERVICES FOR A SOLID . WASTE<TRANSFER STATION . HDR Engineering, Inc. has submitted a revised scope of services to include this new direction. HDR Engineering, Inc. will develop the RFP, assist in the evaluation of responses, and compute/compare total cost considerations of e�ch proposal, against the City's cost of constructing �the facility. It will then make •a recommendation and give a detailed briefing to tl�e City Council. Th°e schedule for this revised phase is to have the RFP sent out by February 1, 2000, and an analysis and presentation given to City Council by July 1, 2000 for Council's final decision. The goal is to have a transfer station on line and receiving Fort Worth residential solid wast� by October 1, 2002. This will coincide with the start up of the new solid waste collection contracts. HDR Engineering, Inc. is� in compliance with the City''s M/WBE Ordinance by approval of a waiver request of the M/WBE requirement. There are no�subcontracting opportunities in this amendment. FISCAL INFORMATION/�ERTIFICATION: The Finance Director certifies that funds are available in the current operating budget, as appropriated, of the Solid Waste Fund. CB:j Submitted for City Manager's Office by: Charles Boswell � Originating Department Head: Tom Davis Additional Information Contact: Tom Davis � I FUND � ACCOUNT I (to) 8511 I � G300� � (from) w I PE64 531200 6300 I � CENTER 0211004 � AMOUNT $38,000.00 CITY SECRETARY APPROVEO CfTY COUNCIL �NOV 2 1� �� ..`' ,p�t9 Sscretary Gt the City of Fort Vfiortt4 Tezay �