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Agenda_GUS_12.07.2017
Notice of Meeting for the Georgetown Utility System Adv isory Board and the Gov erning Body of the City of Georgetown December 7, 2017 at 2:00 PM at Georgetown Municipal Complex, 300-1 Industrial Av enue, Georgetown TX The City o f G eo rgeto wn is committed to comp lianc e with the Americans with Dis abilities Ac t (ADA). If yo u req uire as s is tanc e in participating at a p ublic meeting d ue to a disability, as d efined und er the ADA, reas onab le as s is tance, ad ap tatio ns , or acc o mmo d ations will b e provid ed up o n req uest. P leas e c o ntact the City Sec retary's Office, at leas t three (3) days prior to the sc hed uled meeting d ate, at (512) 930-3652 o r City Hall at 113 Eas t 8th Street fo r add itional info rmation; TTY us ers ro ute through Relay Texas at 711. Regular Session (This Regular S es s io n may, at any time, b e rec es s ed to convene an Exec utive S es s io n fo r any p urpose authorized b y the Op en Meetings Act, Texas Go vernment Co d e 551.) A Call to Ord er The Board may, at any time, rec es s the R egular S es s io n to convene in Exec utive S es s io n at the reques t of the Chair, a Board Memb er, the City Manager, As s is tant City Manager, G eneral Manager of Utilities, City Co uncil Member, o r legal c o uns el for any p urpos e authorized b y the Op en Meetings Act, Texas Government C o d e Chapter 551, and are s ubjec t to actio n in the Regular Ses s ion that follows . B Introduction of Vis itors Emp lo yee R ec ognitio n -- Tec hnic al S ervic es Dep artment -- Mike Stas ny, Technic al S ervic es Manager Joe Sep ulved a GIS S upervis o r -- SCADA Department -- Mike Stas ny, Tec hnical Services Manager Jus tin Breithaupt S CADA Sup ervisor C December 2017 GUS P ro ject Up d ates - Wes ley Wright, P.E., Sys tems Engineering Direc tor/Michael Hallmark, CIP Manager D Ind ustry Up d ates Legislativ e Regular Agenda E Review and p o s s ib le ac tion to approve the minutes from the regular GUS Bo ard meeting on No vember 10, 2017 and the regular GUS Bo ard meeting held o n Octo b er 13, 2017. - S heila K. Mitchell, GUS Bo ard Liais o n F Co nsideration and possible recommendatio n to renew the Tree Trimming and Vegetation Management Co ntract to Natio nal Tree Exp ert Company, Inc. of Burnet, Texas, in the es timated amo unt o f $280,000.00. – Mike Wes tbrook, Elec tric Op erations Manager G Co nsideration and possible recommendatio n to ap p ro ve Task Order CDM-18-002 with CDM Smith, Inc . of Austin, Texas , fo r professional services related to Braun Elevated Storage Tank; Park WTP GST and Page 1 of 46 Lime Silo Demolitio n, Woods PS GST Demolitio n, and S o uthside WTP GST Rehab ilitatio n; and Lake WTP Sod ium Permanganate Sto rage and F eed S ys tem Improvements in the amount of $518,633.00. – Wesley Wright, P.E., Sys tems Engineering Direc tor/Michael Hallmark, CIP Manager Adjournment CERTIFICATE OF POSTING I, Shelley No wling, C ity S ecretary fo r the C ity of Geo rgeto wn, Texas , d o hereby c ertify that this Notice of Meeting was p o s ted at City Hall, 113 E. 8th Street, a p lace read ily acc es s ible to the general p ublic at all times , on the ______ d ay o f __________________, 2017, at __________, and remained so p o s ted fo r at leas t 72 c o ntinuo us ho urs p receding the sc heduled time o f s aid meeting. ____________________________________ S helley No wling, City Sec retary Page 2 of 46 City of Georgetown, Texas Utility System Advisory Board December 7, 2017 SUBJECT: Call to Ord er The Bo ard may, at any time, recess the Regular Ses s ion to c o nvene in Exec utive Ses s ion at the req uest of the Chair, a Bo ard Member, the City Manager, As s is tant City Manager, General Manager o f Utilities , City Counc il Memb er, or legal counsel fo r any purp o s e autho rized by the Op en Meetings Ac t, Texas Go vernment Code Chap ter 551, and are s ub jec t to ac tion in the Regular Ses s io n that fo llo ws. ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: Page 3 of 46 City of Georgetown, Texas Utility System Advisory Board December 7, 2017 SUBJECT: Dec emb er 2017 GUS Projec t Updates - Wes ley Wright, P.E., S ystems Engineering Directo r/Mic hael Hallmark, CIP Manager ITEM SUMMARY: Airport GST Rehab. Pre-co n was held o n 11/16/17. NTP to b e is s ued for 12/1/17 Berry Creek Wastewater Interceptor Engineering approved by GUS Bo ard 5/15 & City Co uncil 5/15. Final Des ign P lans are 90% c o mplete & eas ements are 30% comp lete Cedar Breaks EST Tank in s ervic e, crews wo rking Punc hLis t, need vegetatio n & p ro jec t c los e o ut Domel Pump Station Placed c o nc rete o f the three c o lumns fo r the p ump casings. Should s tart bringing in s elect fill & start filling in aro und the concrete c as ings this week alo ng with rolling and dens ity tes ts. Projec t sho uld be read y well in ad vance o f summer p eak d emand. CR 255 Recommended b y GUS 10/09/15, ap p ro ved b y CC on 10/27/15. Preliminary Cons tructio n Plans are near 80% complete & Eas ements 50% c o mp lete Pecan Branch WWTP NTP to b e is s ued for 7/17/17, Crews were s tarting to hang the forms for the s tart o f the concrete walls fo r the aeration basins . Cleaning up the floors o f the b as ins Shell Road Water line Final Des ign P lans are 90% complete & Eas ements are 60% complete Westinghouse Regional Lift Station NTP – 1/3/17. T-Morales had the last UG concrete pour for their c ond uit to the light p o les . Other c rews were ins id e the wet well area ins talling the piping fo r the p ump s and rails San Gabriel Park Lift Station Tas k Order Rec o mmended b y GUS 2/10/17 and ap p ro ved b y CC 2/28/17 with Design Plans read y for review in Dec emb er 2017 EARZ 2015-2016 NTP is s ued 11/29/16 Projec t in closeo ut phas e EARZ 2017 Letter o f R ecommend ation rec eived from KPA for PM Cons truction, ap p ro ved b y GUS Board & City Counc il 10/24/17 PreCo nstruc tio n Meeting mid to late Decemb er Sun City 2.0 MG Elevated Storage Tank GUS Board ap p ro ved 9/8/2017, City C o uncil ap p ro ved o n 9/26/2017. Contrac t Doc s are b eing proc es s ed. N33 meeting sc heduled fo r No v. 2nd . Pre-Co n d ate is Dec emb er 13th Pastor Pump Station – Westloop Waterline Engineering Tas k Ord er approved by GUS Board Ap ril 14 and ap proved by Co uncil Ap ril 25, reviewing 60% Plans , tentatively out for Bid in May 2018 Lake WTP Sodium Permanganate CDM Tas k Ord er go es to GUS Bo ard 12/8/17 & Counc il sc heduled fo r 1/9/18 2018 Water Tank Rehab Page 4 of 46 CDM Tas k Ord er go es to GUS Bo ard 12/8/17 & Counc il sc heduled fo r 1/9/18 Braun EST CDM Tas k Ord er go es to GUS Bo ard 12/8/17 & Counc il sc heduled fo r 1/9/18 NOTE: GUS Bo ard did not meet in Novemb er. There is no Counc il ac tio n to rep o rt. FINANCIAL IMPACT: N/A SUBMITTED BY: Wes ley Wright, P.E., S ystems Engineering Direc to r/Mic hael Hallmark, CIP Manager ATTACHMENTS: Description Type December 2017 GUS Updates Cover Memo Page 5 of 46 GUS Item Update Coversheet December 2017 Airport GST Rehab. Pre-con was held on 11/16/17. NTP to be issued with a tentative start date of 12/1/17 Berry Creek Wastewater Interceptor Engineering approved by GUS Board 5/15 & City Council 5/15. Final Design Plans are 90% complete & easements are 30% complete Cedar Breaks EST Tank in service, crews working PunchList, need vegetation & Project close out Domel Pump Station Placed concrete of the three columns for the pump casings. Should start bringing in select fill & start filling in around the concrete casings this week along with rolling and density tests CR 255 Recommended by GUS 10/09/15, approved by CC on 10/27/15. Preliminary Construction Plans are near 80% complete & Easements 50% complete Pecan Branch WWTP NTP to be issued for 7/17/17, Crews were starting to hang the forms for the start of the concrete walls for the aeration basins. Cleaning up the floors of the basins Shell Road Water line Final Design Plans are 90% complete & Easements are 60% complete Westinghouse Regional Lift Station NTP – 1/3/17. T-Morales had the last UG concrete pour for their conduit to the light poles. Other crews were inside the wet well area installing the piping for the pumps and rails San Gabriel Park Lift Station Task Order Recommended by GUS 2/10/17 and approved by CC 2/28/17 with Design Plans ready for review in December 2017 EARZ 2015-2016 NTP issued 11/29/16 Project in closeout phase Page 6 of 46 EARZ 2017 Letter of Recommendation received from KPA for PM Construction, approved by GUS Board & City Council 10/24/17 PreConstruction Meeting mid to late December Sun City 2.0 MG Elevated Storage Tank GUS Board approved 9/8/2017, City Council approved on 9/26/2017. Contract Docs are being processed. N33 meeting scheduled for Nov. 2nd. Pre-Con date is December 13th Pastor Pump Station – Westloop Waterline Engineering Task Order approved by GUS Board April 14 and approved by Council April 25, reviewing 60% Plans, tentatively out for Bid in May 2018 Lake WTP Sodium Permanganate CDM Task Order goes to GUS Board 12/8/17 & Council scheduled for 1/9/18 2018 Water Tank Rehab CDM Task Order goes to GUS Board 12/8/17 & Council scheduled for 1/9/18 Braun EST CDM Task Order goes to GUS Board 12/8/17 & Council scheduled for 1/9/18 Page 7 of 46 Project: Airport GST Rehab Project# 2CQ Update – December 2017 Project Description: This project will consist of the rehabilitation of the ground storage tank used to provide reclaim water to Sun City Golf Courses. Purpose: The purpose of this project is includes repairing tank, removal of existing coating on interior and exterior of tank and applying a new coating system. Also will include other various repairs. Manager: Michael Hallmark Engineer: Dunham Engineering, Inc. Contractor: TBD Phase Start Finish Status / Comments Preliminary Engineering December 2016 June 2017 ROI complete. Final Design June 2017 August 2017 Plans & Specs are under review and are 100% complete ROW / Easements N/A N/A N/A Bid / Award Bid # August 2017 October 2017 GUS Board approved 10/13/17 – City Council approved on 10/24/17 Construction December 2017 Pre-con Held, Tentative NTP date is 12/1/17 Post Construction Page 8 of 46 Project: Berry Creek Wastewater Interceptor Project# 3CJ Update – December 2017 Project Description: This project will consist of approximately 15,000 linear feet of wastewater interceptor ranging in diameter from 36-inch to 30-inch from the existing Berry Creek lift station to the existing Sun City lift station. The alignment of the interceptor will generally follow Berry Creek. Purpose: The purpose of this project is to add wastewater capacity in Sun City, provide wastewater service to the Shell road area, and will allow Sun City Lift Station to come off line when the future phases are complete. Manager: Michael Hallmark Engineer: CDM Smith Contractor: TBD Phase Start Finish Status / Comments Preliminary Engineering May 2015 February 2016 Recommended by GUS 5/8/15 approved by CC 5/26/15. Final Design February 2016 January 2018 90% complete ROW / Easements June 2015 30% complete Bid / Award Bid # Construction Post Construction Page 9 of 46 Project: Cedar Breaks Elevated Water Storage Tank Project# 2CH Update – December 2017 Project Description: Consist of 2 million gallon Elevated Water Storage Tank. Purpose: The purpose of this project is to add elevated water storage in lieu of the ground storage tank and pump station and meet the demands of the water system in the 980 pressure plane. Manager: Michael Hallmark Engineer: CDM Smith Contractor: Landmark Constructors Phase Start Finish Status / Comments Preliminary Engineering January 2014 June 2014 Complete Final Design June 2014 July 2014 Complete ROW / Easements January 2016 March 2016 Complete Bid / Award Bid # 201624 NOA 6/29/16 NTP 7/18/16 March 2016 April 2016 Bid opening 3/29/16. Recommended by GUS 6/10/16. Approved by CC on 6/28/16. Construction 7/18/16 Substantial Scheduled for 11/16/17 Notice to Proceed 7/18/16. Tank in service & Punch List Items being resolved, Project nearing closeout Post Construction Page 10 of 46 Project: Domel Pump Station Improvements Project# 2JF Update – December 2017 Project Description: This project will consist of construction 3 submersible pumps to bring capacity to a firm 3 MGD, construct a new UV reactor and UV system. Purpose: The purpose of this project is to adequately keep up with water demands by supplying a firm 3 MGD. Manager: Michael Hallmark Engineer: CDM Contractor: Archer Western Phase Start Finish Status / Comments Preliminary Engineering December 2015 April 2016 Task Order Recommended by GUS 2/10/17 Approved by CC 2/28/17 Final Design May 2016 March 2017 Complete ROW / Easements N/A N/A N/A Bid / Award Bid # Bid opening Bid Opening 5/23/17 Bid# 201727 Archer Western Recommendation of Award 5/24/17. Approved by Council 6/27/17 Construction TBD NTP issued to Archer Western 7/17/17 Placed concrete of the three columns for the pump casings Post Construction Page 11 of 46 Project: County Road 255 Waterline Improvements Project# 2JE Update – December 2017 Project Description: This project involves upgrading the existing 15-inch water main with 16-inch C-905 or DI pipe. This project will consist of approximately 44,500 LF of 16-inch water main replacement. Purpose: The purpose of this project is to upgrade the class pipe water mains to C-905 or DI pipe, and replace this existing main that has a large amount of water leaks. Manager: Michael Hallmark Engineer: KPA Contractor: TBD Phase Start Finish Status / Comments Preliminary Engineering October 2015 March 2016 Recommended by GUS 10/09/15, approved by CC on 10/27/15. Final Design March 2016 January 2018 80% Complete ROW / Easements October 2015 50% complete Bid / Award Bid # Construction Post Construction Page 12 of 46 Project: Pecan Branch Wastewater Treatment Plant Expansion Project# 3CA Update – December 2017 Project Description: The project includes expanding the existing Pecan Branch WWTP from 1.5 mgd to 3.0 mgd including the construction of an influent pump station, screening and grit removal facilities, aeration basins, secondary clarifiers, cloth disk filters, UV disinfection facility, sludge holding tanks facilities, site grading and paving, electrical improvements, and instrumentation improvements. Purpose: The purpose of this project is to provide wastewater treatment for future growth and development. Manager: Michael Hallmark Engineer: CDM Smith Contractor: TBD Phase Start Finish Status / Comments Preliminary Engineering November 2012 March 2013 Complete Final Design December 2015 January 2017 100% Set of Plans ROW / Easements Complete Bid / Award Bid # 201717 March 2017 May 2017 Bid Opening 3/28/17 GUS Board approved 4/14/17 City Council 4/25/17 NOA 4/26/17 Construction NTP 7/17/17, crews have completed concrete for aeration basin floor and installing pre-tied steel panels for wall segments. T Morales crews installing conduit in the Motor Control Center Post Construction Page 13 of 46 Project: Shell Road Waterline Improvements Project# 3CI Update – December 2017 Project Description: This project will consist of approximately 13,500 LF of 16-inch water line and approximately 2300 LF of 12-inch waterline. Purpose: The purpose of this project is to provide secondary feed of water to Sun City. Manager: Michael Hallmark Engineer: KPA Contractor: TBD Phase Start Finish Status / Comments Preliminary Engineering April 2015 August 2015 Task Order Recommended by GUS 3/13/15 Approved by CC 3/24/15. Final Design August 2015 December 2017 90% complete ROW / Easements June 2015 October 2017 60% complete Bid / Award Bid Construction Post Construction Page 14 of 46 Project: Westinghouse Regional Lift Station Project# 3CE Update – December 2017 Project Description: This project will consist of a new wastewater lift station with appurtenant electrical and instrumentation improvements including an emergency generator. Also included will be Stonehedge Lift Station improvements this project will provide electrical improvements at the Stonehedge Lift Station that will allow the use of a portable emergency generator, and the addition of piping improvements including a flow control valve and vault and a new 8-inch force main. Purpose: The purpose of this project is to provide wastewater service for growth and development in the Westinghouse area. Manager: Michael Hallmark Engineer: CDM Smith Contractor: CC Carlton Phase Start Finish Status / Comments Preliminary Engineering August 2014 October 2014 Complete Final Design October 2014 July 2016 100% complete ROW / Easements August 2014 August 2016 Complete Bid / Award Bid # 201646 September 2016 October 2016 Bid Opening 9/29/16 GUS Board 11/11/16 City Council approved 11/22/16 NOA sent 11/23/16 Construction November 2016 January 2018 NTP – 1/3/17. Crews installing UG electric duct banks, have set generator & installing Lift Station equipment in wetwell Post Construction January 2018 October 2018 Page 15 of 46 Project: San Gabriel Park Lift Station Project# 3CN Update – December 2017 Project Description: This project will consist of the construction a new wastewater lift station with appurtenant electrical and instrumentation improvements. Purpose: The purpose of this project is to provide wastewater service for growth and development in the San Gabriel Wastewater Basin. Manager: Michael Hallmark Engineer: KPA Contractor: TBD Phase Start Finish Status / Comments Preliminary Engineering March 2017 June 2017 Recommended by GUS February 10, 2017 Approved by CC February 28, 2017 Final Design July 2017 December 2017 Design Plans ready for review December 2017 ROW / Easements N/A N/A Bid / Award Bid # Construction Post Construction Page 16 of 46 Project: EARZ 2015-2016 Project# 3CL Update – December 2017 Project Description: This project will consist of pipe bursting, cured-in-place, open trench, & rehabbing manholes. Purpose: The purpose of this project is to make repairs on the wastewater collection system to be in compliance with TCEQ rules and regulations. Manager: Michael Hallmark Engineer: KPA Contractor: Coyote Construction Phase Start Finish Status / Comments Preliminary Engineering March 2016 June 2016 Task Order Recommended by GUS 3/11/16 Approved by CC 3/22/16 Final Design June 2016 August 2016 Complete ROW / Easements N/A N/A N/A Bid / Award Bid # 201554 Bid opening 8/30/16 August 14, 2016 August 21, 2016 City Council approved 10/25/16 & Pre- Construction Meeting scheduled 11/29./16 Construction 270 Calendar Days NTP issued 11/29/16 Project is complete & closed out Post Construction Page 17 of 46 Project: EARZ 2017 Project# 3CM Update – December 2017 Project Description: This project will consist of pipe bursting, cured-in-place, open trench, & rehabbing manholes. Purpose: The purpose of this project is to make repairs on the wastewater collection system to be in compliance with TCEQ rules and regulations. Manager: Michael Hallmark Engineer: KPA Contractor: TBD Phase Start Finish Status / Comments Preliminary Engineering March 2017 June 2017 Task Order Recommended by GUS 2/10/17 Approved by CC 2/28/17 Final Design June 2017 August 2017 Complete ROW / Easements N/A N/A N/A Bid / Award Bid # Bid opening Letter of Recommendation received from KPA for PM Construction, approved by GUS Board & City Council 10/24/17 Construction Contracts being processed with PreConstruction Meeting mid to late December Post Construction Page 18 of 46 Project: Sun City Elevated Water Storage Tank Project# 2CP Update – December 2017 Project Description: This project will consist of the replacement of the existing .4 million gallon Elevated Water Storage Tank with a 2 million gallon Elevated Water Storage Tank. Purpose: The purpose of this project is to increase elevated water storage in the Sun City 1015 pressure plan from .4 MG to 2MG to meet the demands of the water system in the 1015 pressure plane. Manager: Michael Hallmark Engineer: Dunham Engineering, Inc. Contractor: CB&I Phase Start Finish Status / Comments Preliminary Engineering November 2016 May 2017 Task Order recommended by GUS 11/11/16, Approved by CC 11/22/16. Final Design May 2017 June 2017 100% complete ROW / Easements N/A N/A N/A Bid / Award Bid # July 2017 GUS Board and Council Approved. Contracts are being routed to Mayor for Signatures Construction Meeting with N33 is complete. Pre-Con scheduled for Dec. 13th Post Construction Page 19 of 46 Project: Pastor Pump Station – Westloop Waterline Project# 2BZ Update – December 2017 Project Description: This project involves upgrading the existing pump station with two new motors, pumps, electrical, instrumentation & HVAC. Design of pipeline improvements to provide more water to the Pastor Pump Station and to complete the West Loop Water Line near SH 29 and DB Wood Road. Purpose: The purpose of this project is to upgrade pipeline improvements and to provide more water to the Pastor Pump Station and to complete the West Loop Water Line near SH 29 and DB Wood Road. Manager: Michael Hallmark Engineer: CDM Contractor: TBD Phase Start Finish Status / Comments Preliminary Engineering May 2017 October 2017 Task Order recommended by GUS 4/14/17 and goes to Council 4/25/17. Final Design October 2017 February 2018 ROW / Easements Bid / Award Bid # Tentatively out for Bid May 2018. 60% Plans under review Construction Post Construction Page 20 of 46 Project: Lake WTP – Sodium Permanganate Project# 2CW Update – December 2017 Project Description: This project involves - Design, bidding and general services during construction for the design of sodium permanganate storage and feed system improvements at the Lake WTP. Purpose: The purpose of this project is the sodium permanganate storage and feed system improvements will be bid so that small specialized, qualified chemical feed contractors can bid the project. Manager: Michael Hallmark Engineer: CDM Contractor: TBD Phase Start Finish Status / Comments Preliminary Engineering January 2018 March 2018 Task Order goes before GUS Board 12/8/17 Final Design April 2018 June 2018 ROW / Easements Bid / Award Bid # July 2018 September 2018 Tentatively out for Bid Summer 2018. Construction Post Construction Page 21 of 46 Project: 2018 Water Tank Rehab Project# 2CX Update – December 2017 Project Description: This project involves - Design bidding and general services during construction for the demolition of the steel ground storage tank (GST) and steel lime silo at the Park Water Treatment Plant (WTP), demolition of the Woods GST, and rehabilitation of the 1 MG GST at the Southside WTP; and design Purpose: The purpose of this project is the demolition of the steel structures at the Park WTP and the Woods sites and rehabilitation of the 1 MG GST at the Southside WTP site will be bid so that qualified demolition and tank rehab contractors can bid the project. Manager: Michael Hallmark Engineer: CDM Contractor: TBD Phase Start Finish Status / Comments Preliminary Engineering January 2018 March 2018 Task Order goes before GUS Board 12/8/17 Final Design April 2018 June 2018 ROW / Easements Bid / Award Bid # July 2018 September 2018 Tentatively out for Bid Summer 2018. Construction Post Construction Page 22 of 46 Project: Braun EST Project# 2JG Update – December 2017 Project Description: This project involves - Design, bidding and general services during construction for a 3 MG elevated storage tank (EST) at the Braun EST site Purpose: The purpose of this project is to add additional elevated water storage capacity and meet the demands of the water system in the 1178 pressure plane. Manager: Michael Hallmark Engineer: CDM Contractor: TBD Phase Start Finish Status / Comments Preliminary Engineering January 2018 March 2018 Task Order goes before GUS Board 12/8/17 Final Design April 2018 July 2018 ROW / Easements Bid / Award Bid # September 2018 October 2018 Tentatively out for Bid October 2018. Construction Post Construction Page 23 of 46 City of Georgetown, Texas Utility System Advisory Board December 7, 2017 SUBJECT: Review and pos s ible actio n to ap p ro ve the minutes fro m the regular GUS Board meeting o n Novemb er 10, 2017 and the regular GUS Board meeting held on Oc tober 13, 2017. - Sheila K. Mitc hell, GUS Bo ard Liaison ITEM SUMMARY: Bo ard to review, revis e and /or ap p ro ve the minutes fro m the regular GUS Board meeting o n Novemb er 10, 2017 and the regular GUS Board meeting held on Oc tober 13, 2017. FINANCIAL IMPACT: N/A SUBMITTED BY: Sheila K. Mitc hell/GUS Bo ard Liais o n ATTACHMENTS: Description Type GUS Nov 10 2017 DRAFT Minutes Backup Material GUS Oct 13 2017 DRAFT Minutes Backup Material Page 24 of 46 Minutes of the Meeting of the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown, Texas November 10, 2017 at 2:00PM at Georgetown Municipal Complex, 300-1 Industrial Avenue, Georgetown, TX The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participation at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary’s Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information: TTY users route through Relay Texas at 711. No items were submitted for the November meeting, therefore, the November 10, 2017 meeting was cancelled. __________________________ _____________________________ Mike Cunningham – Board Chair Joyce Mapes – Secretary _________________________________ Sheila K. Mitchell, GUS Board Liaison Page 25 of 46 Minutes of the Meeting of the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown, Texas October 13, 2017 at 2:00 PM at Georgetown Municipal Complex, 300-1 Industrial Avenue, Georgetown, TX The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711. Board Members Present: Mike Cunningham – Chair, John Copelan – Vice Chair, Joyce Mapes – Secretary, Steve Fought, Buddy Yeager, David Maserang Board Members Absent: Ed Wiley Staff Members Present: Mike Babin, Jana Kern, Glenn Dishong, Wes Wright, Michael Hallmark, Chris Foster, David Thomison Others Present: Gary Newman – Developer, John Linder – Walker Partners Regular Session (This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 551.) A Call to Order – called to order by Mr. Cunningham at 2:00PM The Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the Chair, a Board Member, the City Manager, Assistant City Manager, General Manager of Utilities, City Council Member, or legal counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and are subject to action in the Regular Session that follows. B Introduction of Visitors Employee Recognition -- none submitted at time of posting Mr. Cunningham made a comment on how great the city employees are. Especially the response during the storm. C October 2017 GUS Updates and Council Action – Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager. Wright gave project updates to the Board. D Industry Updates Babin stated that TCEQ has an irrigation advisory committee made up with members that are state licensed irrigators. This committee has put forward a proposal to TCEQ to change the rating for irrigation backflow devices. If this proposal is accepted it will mean that there will be annual inspections. Babin is not sure that this will come to fruition. Babin does not feel that this will have an effect on the City because for the last year we have a complete Page 26 of 46 overhaul of our backflow devices. Also, the inspection of the devices will be done by a third party. A statement was made that this seems like a work for nothing. Babin stated that there has been some studies showing that it can siphon back into the system, but we feel the risk is low. On the Electric Side – There was an article in the American Statesman about a white paper that was submitted by NRG and another party, to ERCOT proposing changes to the rules on transmission rates. They were looking to utilize resources that are further away from the load which they are providing today. There have been a number of press releases about Power Plants being decommissioned or retiring. One in particular, Luminant, announced they will be retiring the Monticello Power Plant, which is a coal fueled power plant and approximately 1,800MW of power will be taken offline. Luminant will also be closing its Sanpower Plant, in Milam County, and Big Brown Power Plant in Freestone county. Both of these are also coal fueled power plants. In total, approximately 2,300MW of nameplate power will be taken offline. Legislative Regular Agenda E Review and possible action to approve the minutes from the regular GUS Board meeting held on September 8, 2017. - Sheila K. Mitchell, GUS Board Liaison Motion by Yaeger second by Copelan to approve the minutes as presented. Approved 6-0-1 (Wiley absent) F Consideration and possible recommendation to approve the purchase of sewer inspection camera system’s Envirosight from Green Equipment Co., Inc., of Fort Worth, TX, in the amount of $147,000.00. – David W. Thomison, Water Services Manager/Glenn W. Dishong, Utility Director Thomison explained the EARZ rules of the TCEQ that requires the testing of wastewater collection system mains once every five years. This testing is to locate structural damage and defects that could pose a threat to the aquifer. The current camera systems have reached their end of life and some of the technology is no longer supported and the utility is unable to meet its regulatory obligations. Motion by Mapes second by Yaeger to approve the purchase of sewer inspection camera system’s Envirosight from Green Equipment Co., Inc., of Fort Worth, TX, in the amount of $147,000.00. Approved 6-0-1 (Wiley absent) G Consideration and possible recommendation to approve a contract with Elster Solutions, LLC “Honeywell” to provide Energy Axis AMI water modules and related items for the Advance Metering Infrastructure system in the estimated amount of $415,000.00. – David Thomison Water Services Manager/Glenn Dishong Utility Director Thomison was asking the Board for approval to purchase Honeywell water modules and related items for a one year initial term with four annual extension options. These items will be purchased on an as needed basis. Asked and answered the city will be purchasing the transmitter receivers and registers. Motion by Maserang second by Mapes to approve a contract with Elster Solutions, LLC “Honeywell” to provide Energy Axis AMI water modules and related items for the Advance Metering Infrastructure system in the estimated amount of $415,000.00. Approved 6-0-1 (Wiley absent) H Consideration and possible recommendation to approve Task Order CDM-18-001 with CDM Smith, Inc. of Austin, Texas, for professional services to renew the wastewater treatment plant permits in the amount of $81,500.00 – David W. Thomison, Water Services Manager/Glenn W. Dishong, Utility Director Thomison explained to the Board that our four wastewater treatment plant’s permits will expire on December 1, 2018. TCEQ requests that all permit renewal applications be submitted no later than June 1, 2018 based on their permit expiration dates. Motion by Yaeger second by Copelan to approve Task Order CDM-18-001 with CDM Smith, Inc. of Page 27 of 46 Austin, Texas, for professional services to renew the wastewater treatment plant permits in the amount of $81,500.00. Approved 6-0-1 (Wiley absent) I Discussion and possible recommendation to procure consulting services with Neil McAndrews and Associates for Resource Price Risk Management. – Chris Foster, Manager of Resource Planning and Integration Foster stated this is the annual contract with Neil McAndrews for electric consulting work we do for wholesale price – risk management. McAndrews has been the electric portfolio consultant since 1998. City staff is proposing to continue Neil McAndrews duties, as well as represent GUS in the CRP market, QSE analysis, daily market bids, etc. Two concerns were brought up by the Board: 1) The depth of the office – it appears that we are depending on maybe three or four people to do complex, fast paced, and reasonable consequences of error. 2) The city does not have contracts with other people to buy our excess power, we sell it directly into market. Is the city going to look into these two concerns? Foster answered by saying that the city is actively looking where the city can sell excess power. What the city does not have is a marketing team that goes out soliciting people to buy our excess power. For the concern about depth – We have one analyst position that has been frozen for some time – there is no further plan to add staff. Motion by Copelan second by Yaeger to procure consulting services with Neil McAndrews and Associates for Resource Price Risk Management in the amount not to exceed $150,000.00. Approved 6-0-1 (Wiley absent) J Consideration and possible recommendation to award a contract to E.J. Chris Contracting, Inc. of Live Oak, Texas for the rehabilitation of the Airport Reuse Water Ground Storage Tank in the amount of $417,000.00 – Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager. Wright stated the tank is located on the northwest side of Airport Road. It primarily provided gray water to Sun City for use on open spaces and golf courses. This work will include repairing corroded metal and repainting/coating both inside and outside of the tank. Motion by Copelan second by Mapes to award a contract to E.J. Chris Contracting, Inc. of Live Oak, Texas for the rehabilitation of the Airport Reuse Water Ground Storage Tank in the amount of $417,000.00. Approved 6-0-1 (Wiley absent) Mr. Yeager left the meeting at 2:31PM. K Consideration and possible recommendation to award a contract for the Edwards Aquifer Recharge Zone (EARZ) Wastewater System Rehabilitation 2017 to PM Construction & Rehab, LLC of Pasadena, TX in the amount of $260,875.00 – Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager. Wright stated EARZ is an ongoing project. TCEQ requires all wastewater lines over EARZ be tested in a five year period. Mr. Yeager returned to the meeting at 2:34PM. Data is collected and sent to a consultant to analyze and prepare engineering drawings for areas that have known deficiencies. Motion by Copelan second by Mapes to award a contract for the Edwards Aquifer Recharge Zone (EARZ) Wastewater System Rehabilitation 2017 to PM Construction & Rehab, LLC of Pasadena, TX in the amount of $260,875.00. Approved 6-0-1 (Wiley absent) L Consideration and possible recommendation on Task Order WPL-18-001 with Walker Partners, LLC of Austin, TX in the amount of $1,551,075.00 for professional engineering services related to the Berry Creek Interceptor - Wesley Wright, P.E., Systems Engineering Director Page 28 of 46 Wright gave a presentation showing how the Berry Creek Interceptor (BCI) will ultimately be connecting Sun City to the Pecan Branch Wastewater Treatment Plant east of HWY 130. This will be approximately a 4 mile line. The task order will provide route study analysis, detailed field survey – including trees, full design, detailed environmental analysis – Phase 1, geological, cultural, wetland, and waters of the US assessments, as well as bidding and construction support. Motion by Maserang second by Copelan to approve Task Order WPL-18-001 with Walker Partners, LLC of Austin, TX in the amount of $1,551,075.00 for professional engineering services related to the Berry Creek Interceptor. Approved 6-0-1 (Wiley absent) M Consideration and possible recommendation on Task Order TCI-18-001 to Terracon Consultants, Inc. of Austin, TX in the amount of $98,000.00 for geotechnical engineering services related to the Berry Creek Interceptor - Wesley Wright, P.E., Systems Engineering Director Wright informed the Board the task order number in the caption was incorrect. It should be Task Order TCI 18-003. Terracon will come in and put 25 to 40 foot deep bores to see what the soil looks like and in 7 of those holes they will put ground water monitors to judge the flow of the ground water. This is an important step to complete the environmental study. Motion by Yaeger second by Copelan to approve Task Order TCI-18-003 to Terracon Consultants, Inc. of Austin, TX in the amount of $98,000.00 for geotechnical engineering services related to the Berry Creek Interceptor. Approved 6-0-1 (Wiley absent) Adjournment Motion by Fought second by Copelan to adjourn meeting. Approved 6-0-1 (Wiley absent). Meeting adjourned at 2:52PM. __________________________ _____________________________ Mike Cunningham – Chair Joyce Mapes – Secretary _________________________________ Sheila K. Mitchell, GUS Board Liaison Page 29 of 46 City of Georgetown, Texas Utility System Advisory Board December 7, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to renew the Tree Trimming and Vegetatio n Management Contrac t to National Tree Expert Co mp any, Inc . o f Burnet, Texas , in the es timated amount of $280,000.00. – Mike Westbrook, Elec tric Operatio ns Manager ITEM SUMMARY: The Tree Trimming and Vegetatio n Management is an annual c o ntrac t with optio nal five (5) o ne (1) year extensions (this fis cal year is the 2nd). The term of the first agreement ended Sep tember 30, 2017 and renewals follow the City’s fisc al year Oc tober 1st – Septemb er 30th. The main services includ e sc heduled trimming of exis ting main and lateral lines to a planned 5 year trim c yc le. Servic es als o includ e tree trimming and removal o f trees fo r extensions and upgrad es to existing facilities . T he c o ntrac tor will b ill for lab o r s ervic es rend ered b as ed upon labor units and hourly time and eq uipment b illing as outlined with this agreement in an amount no t to exc eed $280,000.00. STAFF RECOMMENDATION: Staff recommend atio n is to renew the c ontrac t with National Tree Exp ert Company, Inc . o f Burnet, Texas , in the estimated amount of $280,000.00. FINANCIAL IMPACT: Funds fo r this exp enditure are bud geted in the Electric Op erations Bud get: 610-5-0525-51-511 SUBMITTED BY: Mike Wes tbro o k, Electric Op erations Manager ATTACHMENTS: Description Type Renewal Letter Backup Material Contract 16-0001-SC Renewal #1 Backup Material Page 30 of 46 Page 31 of 46 City of Georgetown Purchasing Department 300-1 Industrial Ave Georgetown, Texas 78626 (512) 930-2407 CONTRACT RENEWAL AGREEMENT AMENDMENT NO. 16-0001-SC-R1 The renewal agreement for the following work: Tree Trimming & Vegetation Management Services pursuant to Contract No. 16-0001-SC (3700B014) / ITB# 201656 by and between CITY OF GEORGETOWN, a Texas Home-Rule Municipal Corporation (the “City”), and Townsend Tree Service Company, LLC (the “Contractor”), collectively, the PARTIES follows: WHEREAS, the PARTIES entered into an Agreement on October 26, 2016 (the “Original Agreement”), WHEREAS, the PARTIES hereby agree to renewal of the Agreement in accordance with the terms of the Original Agreement as well as any terms provided herein, NOW THEREFORE, in consideration of the mutual covenants contained herein, the Parties agree as follows: 1. The Original Agreement or current term will end on September 30, 2017. 2. The Original Agreement provided for five (5) additional optional one (1) year renewal terms. 3. The Parties agree to renew the Agreement for an additional term which will begin immediately upon the expiration of the current term and will end on September 30, 2018, this being the first renewal term. There are four (4) renewal options remaining. 4. This renewal binds and benefits the Parties and their successors or assigns. This document, including the Original Agreement and any subsequent amendments, is the entire agreement between the Parties. 5. Price escalations shall be as per the CPI increase of 1.6%. Item # Description Quantity Unit of Measure Original Unit Price New Unit Price with Escalation Equipment charges when hourly rates apply: 1. Hydraulic dump truck & tools, 15 cu. Yd. minimum 1 Crew Hour $ 9.27 $ 9.42 2. Power Saw 1 Crew Hour $ 0.77 $ 0.78 3. Bucket Truck or Aerial Lift 1 Crew Hour $ 15.45 $ 15.70 4. Brush Chipper 1 Crew Hour $ 4.12 $ 4.19 5. Tractor/Mower 1 Crew Hour $ 45.00 $ 45.72 Labor Charges when hourly rates apply: 6. Class I Trimmer 1 Man Hour $ 21.84 $ 22.19 7. Class II Trimmer 1 Man Hour $ 20.34 $ 20.66 8. Climber 1 Man Hour $ 24.45 $ 24.84 9. Working Foreman 1 Man Hour $ 28.48 $ 28.94 Price for Vegetation Management Services (Tree removals): 10. Eight (8) inches or less DBH 1 Tree $ 55.00 $ 55.88 Page 32 of 46 11. > 8 inches to 12 inches DBH 1 Tree $ 85.00 $ 86.36 12. > 12 inches to 18 inches DBH 1 Tree $ 110.00 $ 111.76 13. > 18 inches to 26 inches DBH 1 Tree $ 225.00 $ 228.60 Price for Hazardous trees that have been removed, where DBH cannot be determined: 14. Complete removal of wood for all tree removals 1 Hour $ 90.23 $ 93.24 15. Herbicide application 1 Hour $ 46.36 $ 47.10 Price of Right-of-way clearing of distribution facilities: 16. R1-8A Distribution Line of Right-of-Way 1 Clearing Unit $ 1,650.00 $ 1,676.00 17. R1-10 Distribution Line Right-of-Way 1 Clearing Unit $ 3,610.00 $ 3,668.00 18. R1-15 Distribution Line Right-of-Way 1 Clearing Unit $ 5,360.00 $ 5,446.00 19. R1-6S Distribution Line Right-of-Way 1 Clearing Unit $ 1,390.00 $ 1,412.00 6. During this renewal term, the City will pay the Contractor an amount not to exceed Two hundred eighty thousand and 00/100 dollars ($280,000.00). 7. All other terms and conditions of the Agreement remain in full force and effect. TOWNSEND TREE SERVICE COMPANY, LLC CITY OF GEORGETOWN By: By: Mayor Printed Name: Date: Title: Date: Page 33 of 46 City of Georgetown, Texas Utility System Advisory Board December 7, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to approve Tas k Ord er CDM-18-002 with CDM S mith, Inc . o f Aus tin, Texas , for p ro fes s io nal s ervic es related to Braun Elevated Storage Tank; P ark WTP GST and Lime Silo Demo lition, Wo o d s P S GST Demo lition, and Souths id e WTP GS T R ehabilitation; and Lake WTP So d ium P ermanganate S torage and Feed Sys tem Imp ro vements in the amo unt o f $518,633.00. – Wes ley Wright, P.E., S ystems Engineering Direc to r/Mic hael Hallmark, CIP Manager ITEM SUMMARY: This design tas k o rd er includ es the fo llo wing projec ts : Des ign, bidding and general services during c o nstruc tion for a 3 MG elevated s torage tank (EST) at the Braun ES T site (a new elevated s to rage tank nec es s ary to meet the d emands o f c o ntinued gro wth in the Wes tern Dis tric t). Des ign b id d ing and general s ervic es d uring cons tructio n fo r the d emolitio n o f the s teel ground sto rage tank (GS T ) and steel lime s ilo at the P ark Water Treatment Plant (WT P), demolitio n o f the Wood s GS T (two facilities that have far exc eed ed their useful life and are no lo nger us ed in the sys tem). Rehab ilitatio n o f the 1 MG GST at the S o uths ide WT P (the tank on Aus tin Avenue, jus t s o uth o f Leader Road is in need of metal repair and recoating). Des ign, bidding and general services during c o nstruc tion for the des ign of s o d ium p ermanganate sto rage and feed s ystem improvements at the Lake WTP (to better fac ilitate the water treatment proc es s and ens ure TCEQ complianc e). STAFF RECOMMENDATIONS: Staff rec o mmend s executing Task Order CDM-18-002 for p ro fes s io nal s ervic es fo r the p ro jects listed ab o ve with CDM Smith, Inc. of Austin, Texas , in the amount of $518,633.00. FINANCIAL IMPACT: Funds fo r this exp enditure are bud geted in the c urrent year Water CIP Budget. SUBMITTED BY: Wes ley Wright, P.E., S ystems Engineering Direc to r/Mic hael Hallmark, CIP Manager. ATTACHMENTS: Description Type Tas k Order CDM-18-002 Cover Memo Budgetary Work Sheet Cover Memo Page 34 of 46 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 1 of 9 Task Order In accordance with paragraph 1.01 of the Master Services Agreement between Owner and CDM Smith Inc. (“Engineer”) for Professional Services – Task Order Edition, dated September 30, 2016, ("Agreement"), Owner and Engineer agree as follows: 1. Specific Project Data A. Title: Braun Elevated Storage Tank; Park WTP GST and Lime Silo Demolition, Woods PS GST Demolition, and Southside WTP GST Rehabilitation; and Lake WTP Sodium Permanganate Storage and Feed System Improvements B. Description: Design, bidding and general services during construction for a 3 MG elevated storage tank (EST) at the Braun EST site; design bidding and general services during construction for the demolition of the steel ground storage tank (GST) and steel lime silo at the Park Water Treatment Plant (WTP), demolition of the Woods GST, and rehabilitation of the 1 MG GST at the Southside WTP; and design, bidding and general services during construction for the design of sodium permanganate storage and feed system improvements at the Lake WTP. C. City of Georgetown Project Number: _______2JG, 2CX & 2CW ____________________ D. City of Georgetown General Ledger Account See attached Budgetary Worksheet E. City of Georgetown Purchase Order No.: __________ Multiple _____________________ F. Master Services Agreement, Contract Number: 2016-738-MSA____________ 2. Services of Engineer This project will consist of three separately designed and bid projects each with specialized scopes. The Braun EST contract will be bid so that the qualified EST contractors can bid the project. The demolition of the steel structures at the Park WTP and the Woods sites and rehabilitation of the 1 MG GST at the Southside WTP site will be bid so that qualified demolition and tank rehab contractors can bid the project. The sodium permanganate storage and feed system improvements will be bid so that small specialized, qualified chemical feed contractors can bid the project. The scope of work described below, preliminary engineering phase, design, phase and general services during design phase will be completed for each separate portion of the project. A. Preliminary Engineering Phase. This phase involves determination of project scope, economic and technical evaluation of feasible alternatives, and development of conceptual design and preliminary design. Services during this phase include: 1) Reviewing available data and consulting with the Owner to clarify and define the Owner's requirements for the project. Task Order No. CDM-18-002, consisting of __9__ pages. Page 35 of 46 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 2 of 9 2) Advising the Owner as to the necessity of providing or obtaining from others additional data or services. These additional services may include photogrammetry, reconnaissance surveys, property surveys, topographic surveys, geotechnical investigations and consultations, compilation of hydrological data, traffic studies, materials engineering, assembly of zoning, deed, and other restrictive land use information, and environmental assessments and impact statements. The project budget includes the following special services: a) Water Pollution Abatement Plan (WPAP) Application Preparation and TCEQ Fee for the Braun EST site, b) Topographic survey for the Braun EST site, c) Geotechnical field investigation and laboratory analysis for the Braun EST site, and d) Paint testing and analysis at the Park WTP and Southside WTP sites. 3) Identifying and analyzing requirements of governmental authorities having jurisdiction to approve the design of the project, and participating in consultations with such authorities. 4) Providing analyses of the Owner's needs, planning surveys, and comparative evaluations of prospective sites and solutions. 5) Consulting with the Owner, reviewing preliminary reports, clarifying and defining the project requirements, reviewing available data, and discussing general scheduling. Conferences may also be required with approving and regulatory governmental agencies and affected utilities. 6) Advising the Owner as to whether additional data or services are required, and assisting the Owner in obtaining such data and services. 7) Preparing conceptual design documents consisting of final design criteria, preliminary drawings, outline of specifications, and written descriptions of the project. A maximum of five copies will be provided to the Owner for review. 8) Preparing revised opinions of probable total project costs based on the conceptual design. 9) Preparing preliminary design documents, including preliminary engineering report, if necessary, drawings and specifications. B. Design Phase. The basic services for the final design phase includes: 1) Preparing construction drawings and specifications showing the character and extent of the project. 2) Preparing and furnishing to the Owner a revised opinion of probable total project costs based on the final drawings. 3) Furnishing the necessary engineering data required to apply for regulatory permits from local, state, or federal authorities. This is distinguished from and does not include detailed applications and supporting documents for government grant-in-aid or planning grants that would be furnished as additional services. This scope of work includes the preparation and submission of following permit applications. Page 36 of 46 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 3 of 9 a) The project includes coordinating with TCEQ and submitting the required construction documents (plans and specifications) to the TCEQ Plan Review Division for review and approval (all three sites). b) The project includes coordinating with the FAA for construction of the new elevated storage tank for the Braun EST site. c) The project includes preparation and submission of a WPAP application to the TCEQ for the Braun EST site. 4) Preparing basic documents related to construction contracts for review and approval by the Owner (and the Owner's legal and other advisors). These may include contract agreement forms, general conditions and supplementary conditions, invitations to bid, instructions to bidders, insurance and bonding requirements, and preparation of other contract-related documents. 5) Furnishing to the Owner a maximum of five copies of drawings, specifications, and other contract documents. C. Bidding Phase. Services under this phase include: 1) Assisting the Owner in obtaining bids for the prime construction contract, attending pre-bid conferences, and preparing and issuing bidding documents. 2) Issuing addenda as appropriate to interpret, clarify, or expand the bidding documents. 3) Assisting the Owner in determining the qualifications and acceptability of prospective constructors, subcontractors, and suppliers. 4) When substitution prior to the award of contracts is allowed by the bidding documents, consultation with and advising the Owner as to the acceptability of alternate materials and equipment proposed by the prospective constructors. 5). Providing assistance to the Owner in evaluating bids or proposals and in assembling and awarding contracts for construction, materials, equipment, and services. D. Construction Phase. Services under this phase involve consulting with and advising the Owner during construction and are limited to those services associated with performing as the Owner's representative. Such services comprise: 1) Preparing for and conducting a preconstruction conference and issuing a Notice to Proceed on behalf of the Owner. 2) Reviewing shop and erection drawings submitted by the constructors for compliance with design concepts. 3) Reviewing laboratory, shop, and mill test reports on materials and equipment. 4) Visiting the project site monthly as construction proceeds to observe and report on the progress and the quality of the executed work and as required by the progress of the work, not to exceed a total of ten (10) visits. Page 37 of 46 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 4 of 9 5) Issuing necessary interpretations and clarifications of contract documents, preparing change orders requiring special inspections and testing of the work, and making recommendations as to the acceptability of the work. 6) Preparing sketches required to resolve problems due to actual field conditions encountered. 7) Determining amounts of progress payments due, based on degree of completion of the work, and recommending issuance of such payments by the Owner. 8) Preparing record drawings from information submitted by the Contractor. 9) Making a final inspection and reporting on completion of the project, including recommendations concerning final payments to constructors and release of retained percentage 3. Owner's Responsibilities Owner shall have those responsibilities set forth in the Agreement subject to the following: A. Designate a person to act as Owner’s representative with respect to the services to be performed or furnished by the Engineer. This representative will have authority to transmit instructions, receive information, interpret and define Owner’s policies and decisions with respect to Engineer’s services. B) Provide all criteria and full information as to Owner’s requirements for the project, including objectives and constraints, space, capacity and performance requirements, flexibility and expandability, and furnish copies of all design and construction standards which Owner will require to be included in the Project Drawings and Specifications. C) Assist Engineer by placing all available information pertinent to the Project, including previous reports and any other data relative to the design or construction of the Project at the Engineer’s disposal. D) Furnish to Engineer, as requested for performance of basic services or as required by the Contract Documents, the following: 1) Data prepared by or services of others, including without limitation explorations and tests of subsurface conditions at or contiguous to the site, drawings of physical conditions in or relating to existing surface of subsurface structures at or contiguous to the site; 2) The services of an independent testing laboratory to perform all inspections, test and approvals of samples, materials and equipment; 3) Environmental assessments, audits, investigations and impact statements, and other relevant environmental or cultural studies as to the Project, the site and adjacent areas; 4) Arrange for access to and make all provisions for Engineer to enter upon public and private property as required for Engineer to perform services under this Task Order; 5) Examine all alternate solutions, studies, reports, sketches, proposals and other documents presented by Engineer; Page 38 of 46 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 5 of 9 6) Provide such accounting, bond and financial advisory, independent cost estimating and insurance counseling services and such legal services as Owner may require or Engineer may reasonably request with regard to legal issues pertaining to the Project; 7) Provide labor and safety equipment to open electrical/instrumentation cabinets, open and protect manholes and/or to operate valves and hydrants as required by the Engineer; and 8) Give prompt notice to Engineer whenever Owner observes or otherwise becomes aware of any development that affects the scope or time of performance or furnishing of Engineer’s services, or any defect or nonconformance in Engineer’s services in the work of any Contractor. 4. Times for Rendering Services Braun EST - 2JG Phase Completion Date Preliminary Engineering March 1, 2018 Design July 1, 2018 Bidding October 1, 2018 _General Services during Construction December 1, 2019 Demolition and Southside GST Rehab – 2CX Phase Completion Date Preliminary Engineering March 1, 2018 Design June 1, 2018 Bidding September 1, 2018 _General Services during Construction April 1, 2019 Lake WTP Sodium Permanganate – 2CW Phase Completion Date Preliminary Engineering March 1, 2018 Design June 1, 2018 Bidding September 1, 2018 _General Services during Construction February 1, 2019 Page 39 of 46 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 6 of 9 5. Payments to Engineer A. Owner shall pay Engineer for services rendered as follows: Category of Services Compensation Method Lump Sum or Not to Exceed Amount of Compensation for Services Basic Services Preliminary Engineering Phase Final Design Phase Bidding Phase Construction Phase Total Basic Services Surveying Geotechnical Engineering Geologic Assessment TCEQ WPAP Fee Total Special Services Braun EST Total Basic Services Preliminary Engineering Phase Final Design Phase Bidding Phase Construction Phase Total Basic Services Paint Testing Total Special Services Demolition and Southside GST Rehab Total Basic Services Preliminary Engineering Phase Final Design Phase Bidding Phase Construction Phase Total Basic Services Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum $ 81,362 $122,043 $19,500 $127,678 $350,583 $12,500 $ 7,500 $ 3,500 $ 5,000 $28,500 $379,083 $ 6,652 $ 10,245 $ 13,500 $ 17,830 $ 48,227 $ 1,500 $ 1,500 $49,727 $ 21,886 $ 32,830 $ 10,737 $ 24,370 $ 89,823 Page 40 of 46 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 7 of 9 Lake WTP Sodium Permanganate Total Total Task Order Amount $ 89,823 $518,633 B. The terms of payment are set forth in Article 4 of the Agreement unless modified in this Task Order. 6. Consultants: • Geotechnical: Kohutek Engineering and Testing • Surveying: Inland Geodetics • Geologic Assessment: aci Consulting • Lead Paint Testing: Terracon 7. Other Modifications to Agreement: None 8. Attachments: None 9. Documents Incorporated By Reference: The Agreement effective September 30, 2016. Terms and Conditions: Execution of this Task Order by Owner and Engineer shall make it subject to the terms and conditions of the Agreement (as modified above), which Agreement is incorporated by this reference. Engineer is authorized to begin performance upon its receipt of a copy of this Task Order signed by Owner. The Effective Date of this Task Order is , 20 . Page 41 of 46 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 8 of 9 OWNER: ENGINEER: By: By: Name: Dale Ross Name: Allen D. Woelke Title: Mayor, City of Georgetown Title: Vice President Engineer License or Firm’s Certificate No. F-3043 State of: Texas Date: Date: ATTEST: ____________________________________ Shelley Nowling, City Secretary APPROVED AS TO FORM ONLY BY CITY ATTORNEY AND BY CITY COUNCIL MARCH 8, 2011, AGENDA ITEM “P” APPROVED AS TO FORM VERIFIED: _________________________________________ Deborah Knutson, CPPB Senior Buyer Page 42 of 46 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 9 of 9 DESIGNATED REPRESENTATIVE FOR TASK ORDER: DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Michael Hallmark Name: Allen Woelke Title: CIP Manager Title: Vice President Address: 300-1 Industrial Ave. Georgetown, TX 78626 Address: 9430 Research Blvd Suite 1-200 Austin, TX 78759 E-Mail Address: michael.hallmark@georgetown.tx E-Mail Address: woelkead@cdmsmith.com Phone: 512-930-3569 Phone: 512-346-1100 Fax: 512-930-3558 Fax: 512-345-1483 Page 43 of 46 FINANCIAL IMPACT: YTD Spent/Enc Agenda Item Engineering 238,550 Right of Way 60,000 Construction 1,159,755 Other Costs testing/inspection Current Budget Available Budget BUDGET BALANCE Variance TOTAL 1,500,000 298,550 1,201,450 1,159,755 41,695 2.78% General Ledger Account Number COMMENTS: Testing costs are expected to be 25,000 and will be funded from BUDGET BALANCE FINANCIAL IMPACT: YTD Spent/Enc Agenda Item Engineering 238,550 Right of Way 60,000 Construction 1,220,000 Other Costs testing/inspection Current Budget Available Budget BUDGET BALANCE Variance TOTAL 1,500,000 298,550 1,201,450 1,220,000 (18,550) -1.24% General Ledger Account Number COMMENTS: Testing costs are expected to be 25,000 and will be funded from BUDGET BALANCE Example Project Project 2 Example Page 44 of 46 DATE: PROJECT NAME:2JG, 2CX, 2CW 12/8/2017 Division/Department:GUS/Water/Wastewater Director Approval Prepared By:Michael Hallmark Finance Approval TOTAL ANNUAL BUDGET 5,319,823.00 (Current year only) Actual Cost Agenda Total Spent Encumbrance Item & Encumbered % Annual (A) before agenda item (B)(A + B) Budget Consulting Residen 518,633.00 518,633.00 10% Materials Testing 0.00 0% B&F Construction 0% Other Costs 0% Total Current Year Costs 0.00 518,633.00 Approved GENERAL LEDGER ACCOUNT NUMBER CY Budget 660-9-0580-90-175 Braun 2JG 379,083.00 660-9-0580-90-071 Southside Rehab 2CX 49,727.00 660-5-0529-51-149 LWTP Chemicals 2CW 89,823.00 Total Budget 518,633.00 TOTAL PROJECT BUDGET 5,319,823.00 (includes all previous yrs) Prior Years Current Year Total Project % Total Spent/Encumbered Costs Costs Budget Task Order CDM-18-002 Braun EST Tank Rehab & LWTP Chemical Improvements Capital Improvement Project - Budgetary and Financial Analysis Page 45 of 46 Consulting 518,000.00 518,000.00 10% Right of Way 0.00 0.00 0% Construction 0.00 0.00 0% Other Costs 0.00 0.00 0% Total Project Costs 0.00 518,000.00 518,000.00 Page 46 of 46