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Agenda_GUS_03.09.2018
Notice of Meeting for the Georgetown Utility System Adv isory Board and the Gov erning Body of the City of Georgetown March 9, 2018 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 and New Board Members Emp lo yee R ec ognitio n -- None submitted at time o f posting C Review Bo ard /Meeting P ro cedures - Sheila K. Mitchell, GUS Board Liais o n D Marc h 2018 -GUS CIP P ro ject Up d ates and Jan/Feb Counc il Ac tions - Wes ley Wright, P.E., Systems Engineering Directo r/Mic hael Hallmark, C IP Manager. E Ind ustry Up d ates Legislativ e Regular Agenda F No minations and elec tion of Vice-Chair of the GUS Bo ard . - Mic hael C unningham, GUS Board Chair G No minations and elec tion of Sec retary of the GUS Board. – Michael Cunningham, GUS Bo ard Chair H Review and p o s s ib le ac tion related to the Day and Time o f GUS Bo ard Meetings . – Michael Cunningham, GUS Bo ard Chair I Review and p o s s ib le ac tion to approve the minutes from the regular GUS Bo ard meeting held on January 12, 2018 and the regular GUS Bo ard meeting s ched uled fo r F eb ruary 9, 2018. - Sheila K. Mitc hell, GUS Board Liais o n J Co nsideration and possible recommendatio n to ap p ro ve is s uance o f a P urc has e Ord er for utility bill printing and mailing s ervic es through 2/21/19 to Datap ro s e LLC purs uant to a p iggybac k claus e in an agreement with the City of Plano in an annual c os t of $240,240.00. -- Letic ia Zavala, CGFO Cus tomer Page 1 of 49 Care Direc tor K Co nsideration and possible recommendatio n to authorize p ayment to Tyler Tec hno lo gies fo r online web ac count management and web portal fees in the amo unt o f $75,825.00. – Letic ia Zavala, CGFO Cus to mer Care Direc tor L Co nsideration and possible recommendatio n to ap p ro ve a c o ntract with Arc her Western Cons tructio n, LLC. o f Irvin, Texas for P as tor Pump Station Improvements in the amount of $1,094,700.00 – Wesley Wright, P.E., Sys tems Engineering Director/Michael Hallmark, CIP Manager. M Co nsideration and possible recommendatio n to ap p ro ve Tas k Ord er CDM-18-003 with CDM Smith Inc . of Austin, Texas for p ro fes s io nal s ervic es related to the S an Gab riel Was tewater Treatment P lant Belt Pres s in the amount of $306,068.00 - Wes ley Wright, P.E. S ystems Engineering Directo r/Mic hael 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 __________________, 2018, 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 49 City of Georgetown, Texas Utility System Advisory Board March 9, 2018 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 49 City of Georgetown, Texas Utility System Advisory Board March 9, 2018 SUBJECT: Review Bo ard/Meeting Proc ed ures - Sheila K. Mitc hell, GUS Bo ard Liais on ITEM SUMMARY: The fo llo wing doc uments will b e provid ed , at the meeting, for your referenc e: Bylaws Code of Ord inance - Attend anc e Po lic y Roster Bo ard Memb er Tid b its & Don't Forgets Review: Attendanc e Polic y Quorum Requirements Sign in S heet Parking Attorney General Trainings - http s ://www.texas atto rneygeneral.go v/og/open-government-training 1. Open Meeting Ac t 2. P ublic Meetings Ac t FINANCIAL IMPACT: N/A SUBMITTED BY: Sheila K. Mitc hell/GUS Bo ard Liais o n Page 4 of 49 City of Georgetown, Texas Utility System Advisory Board March 9, 2018 SUBJECT: March 2018 -GUS CIP Projec t Updates and Jan/F eb Co uncil Actio ns - Wes ley Wright, P.E., Sys tems Engineering Direc tor/Michael Hallmark, CIP Manager. ITEM SUMMARY: GUS Item Update Co versheet Marc h 2018 Airport GST Rehab. Pre-co n was held o n 11/16/17. Rehab has begun, interio r weld ing c omplete, s and b las ting near c o mpletio n 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. Boring Samples b eing taken Braun Elevated Storage Tank (EST) Engineering Tas k Ord er approved by GUS Board 12/8/17 & City C o unc il o n 12/12/17 Bid in Fall of 2018 Cedar Breaks EST Tank in s ervic e & P unch Lis t Items being res o lved, P ro ject nearing c los eout 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 Domel Pump Station NTP is s ued to Archer Western 7/17/17 S uc tion head er & ductile iro n line b eing ran from p umps to the s to rage tank EARZ 2017 Crews c o mp leted p ip e burs ting & ins tall the 12” wastewater main alo ng Williams near Wild wood. Manho le R ehab s tarts bac k week of 2/19/18 LWTP Chemical Storage Improvements Tas k Order ap p ro ved b y GUS Board 12/8/17 & City Co uncil 12/12/17. Tentatively o ut for Bid Summer 2018 Park Lift Station Tas k Order recommend ed by GUS 2/10/17& ap p ro ved b y City Co unc il 2/18/17. Des ign Plans ready fo r review March/Ap ril 2018 Pastor Pump Station Bid Opening 2/13/18 with apparent Lo w Bid d er being Archer Western. Letter o f Recommend ation rec eived & go es to GUS Bo ard Marc h 9 Pecan Branch WWTP NTP 7/17/17, Aeration Basin c o nc rete walls c o mp lete & Clarifier s lab b eing p laced Shell Road Water line Final Des ign P lans are 90% complete & Eas ements are 60% complete Sun City 2.0 MG Elevated Storage Tank NTP is s ued fo r 12/18/17. S ubmittals being reviewed & c rews mo ve on s ite in late Marc h 2018 Water Tank Rehab- 2018 CDM Tas k Ord er rec o mmended b y GUS Bo ard 12/8/17 & approved b y Counc il 12/12/17 Tentatively Out fo r Bid Summer 2018 Westinghouse Regional Lift Station Page 5 of 49 NTP – 1/3/17. Co ntro l valve b eing ins talled at S tonehedge Lift, MCC P anel and generator tested , PunchLis t c reated at Westinghous e Lift January Council actions -- attached No February Council actions -- GUS Bo ard meeting c anc elled 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 March-2018 GUS Updates Backup Material Council Rpt Jan mtg for Feb GUS Backup Material Page 6 of 49 GUS Item Update Coversheet March 2018 Airport GST Rehab. Pre-con was held on 11/16/17. Rehab has begun, interior welding complete, sand blasting near completion 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. Boring Samples being taken Braun Elevated Storage Tank (EST) Engineering Task Order approved by GUS Board 12/8/17 & City Council on 12/12/17 Bid in Fall of 2018 Cedar Breaks EST Tank in service & Punch List Items being resolved, Project nearing closeout 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 Domel Pump Station NTP issued to Archer Western 7/17/17 Suction header & ductile iron line being ran from pumps to the storage tank EARZ 2017 Crews completed pipe bursting & install the 12” wastewater main along Williams near Wildwood. Manhole Rehab starts back week of 2/19/18 LWTP Chemical Storage Improvements Task Order approved by GUS Board 12/8/17 & City Council 12/12/17. Tentatively out for Bid Summer 2018 Park Lift Station Task Order recommended by GUS 2/10/17& approved by City Council 2/18/17. Design Plans ready for review March/April 2018 Pastor Pump Station Bid Opening 2/13/18 with apparent Low Bidder being Archer Western. Letter of Recommendation received & goes to GUS Board March 9 Page 7 of 49 Pecan Branch WWTP NTP 7/17/17, Aeration Basin concrete walls complete & Clarifier slab being placed Shell Road Water line Final Design Plans are 90% complete & Easements are 60% complete Sun City 2.0 MG Elevated Storage Tank NTP issued for 12/18/17. Submittals being reviewed & crews move on site in late March 2018 Water Tank Rehab- 2018 CDM Task Order recommended by GUS Board 12/8/17 & approved by Council 12/12/17 Tentatively Out for Bid Summer 2018 Westinghouse Regional Lift Station NTP – 1/3/17. Control valve being installed at Stonehedge Lift, MCC Panel and generator tested, PunchList created at Westinghouse Lift Page 8 of 49 Project: Airport GST Rehab Project# 2CQ Update – March 2018 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: E.J. Chris Contracting Phase Start Finish Status / Comments Preliminary Engineering December 2016 June 2017 ROI complete. Final Design June 2017 August 2017 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 Rehab has begun. Sludge removal complete, Most weld repairs are complete. Sand Blasting estimated to begin week on Feb. 19th Post Construction Page 9 of 49 Project: Berry Creek Wastewater Interceptor Project# 3CJ Update – March 2018 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 March 2018 90% complete ROW / Easements June 2015 30% complete Bid / Award Bid # Construction Post Construction Page 10 of 49 Project: Berry Creek Wastewater Interceptor Phase 1,2, &3 Project# Update – March 2018 Project Description: This project will consist of approximately 21,500 linear feet of wastewater interceptor ranging in diameter from 36-inch to 48-inch from the existing Berry Creek lift station to the existing Pecan Branch Wastewater Plant. 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. Manager: Michael Hallmark Engineer: Walker partners, LLC Contractor: TBD Phase Start Finish Status / Comments Preliminary Engineering November 2017 November2018 Recommended by GUS 10/13/17 Approved by City Council 10/23/17. Boring samples after 1/2/18 Final Design November 2018 January 2019 ROW / Easements Bid / Award Bid # Construction January 2019 April 2020 Post Construction Page 11 of 49 Project: County Road 255 Waterline Improvements Project# 2JE Update – March 2018 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 February2018 80% Complete ROW / Easements October 2015 50% complete Bid / Award Bid # Construction Post Construction Page 12 of 49 Project: Braun EST Project# 2JG Update – March 2018 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 approved by GUS Board 12/8/17 & by City Council 12/12/17 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 13 of 49 Project: Domel Pump Station Improvements Project# 2JF Update – March 2018 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 Approved by Council 6/27/17 Construction TBD NTP issued to Archer Western 7/17/17 Suction header & ductile iron line being ran from pumps to the storage tank Post Construction Page 14 of 49 Project: EARZ 2017 Project# 3CM Update – March 2018 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 Approved by GUS Board & City Council on 10/24/17. NTP issued 12 Construction Crews completed pipe bursting & install the 12” wastewater main along Williams near Wildwood. Manhole Rehab starts back week of 2/19/18 Post Construction Page 15 of 49 Project: Pastor Pump Station Project# 2BZ Update – March 2018 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: Archer Western 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 # Bid Opening 2/13/18 with apparent Low Bidder being Archer Western. Letter of Recommendation received & goes to GUS Board March 9 Construction Post Construction Page 16 of 49 Project: Lake WTP – Chemical Storage Improvements Project# 2CW Update – March 2018 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 approved by GUS Board 12/8/17 & City Council 12/12/17 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 17 of 49 Project: Pecan Branch Wastewater Treatment Plant Expansion Project# 3CA Update – March 2018 Project Description: The project includes expanding the existing Pecan Branch WWTP from 1.5 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, Aeration Basin concrete walls complete & Clarifier slab being placed Post Construction Page 18 of 49 Project: Shell Road Waterline Improvements Project# 3CI Update – March 2018 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 March 2018 90% complete ROW / Easements June 2015 October 2017 60% complete Bid / Award Bid Construction Post Construction Page 19 of 49 Project: Water Tank Rehab - 2018 Project# 2CX Update – March 2018 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 recommended by GUS Board 12/8/17 & approved by Council 12/1/2/17 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 20 of 49 Project: Sun City Elevated Water Storage Tank Project# 2CP Update – March 2018 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 September 2017 GUS Board and Council Approved Construction December 2017 Pre-con held. NTP issued for 12/18/17. Submittals being reviewed & estimated mobilization date end of March 2018 Post Construction Page 21 of 49 Project: Westinghouse Regional Lift Station Project# 3CE Update – March 2018 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 March 2018 Control Valve being installed at Stonehedge Lift & Westinghouse Lift MCC & generator tested with PunchList created Post Construction March 2018 October 2018 Page 22 of 49 GUS BOARD ITEMS FORWARDED TO COUNCIL January 23, 2018 M Forwarded from Georgetown Utility Systems Advisory Board (GUS): Consideration and possible action to approve a contract with Leopold, a subsidiary of Xylem, Inc. from Zelienople, PA for the replacement of the Lake Water Treatment Plant filter number two in the approximate amount of $138,500.00 -- Glenn W. Dishong, Utility Director N Forwarded from Georgetown Utility Systems Advisory Board (GUS): Consideration and possible action to approve the following bid award for Water and Wastewater Treatment Plant chemical (Sodium Hypochlorite) to Brenntag Southwest, Inc. -- Glenn W. Dishong, Utility Director ALL ITEMS PASSED Page 23 of 49 City of Georgetown, Texas Utility System Advisory Board March 9, 2018 SUBJECT: Nominations and electio n o f Vic e-Chair of the GUS Board. - Michael Cunningham, GUS Bo ard Chair ITEM SUMMARY: Per the Bylaws of the Georgetown Utility Sys tems Ad visory Board; “Section 3.1 – Officers. T he Bo ard Offic ers are C hairman, Vice-Chairman and Sec retary. The Chairman is rec o mmend ed by the Mayor and the City Counc il s hall approve the recommendatio n b y a vo te o f the majo rity of the Counc il during the annual appointment p ro cess. S hould the Mayo r fail to recommend a Chairman fo r eac h board, c o mmittee, o r c ommis s ion, and/o r the Counc il fails to approve any Chairman recommend ed b y the Mayo r, a majo rity of the Counc il plus one may appro ve ap p o intment of a Chairman to s erve as Chairman without a rec o mmendation of the Mayo r. The other Board Officers are elec ted b y a majo rity vo te of the Members at the first meeting after the annual appointment proc es s .” The Chair of the Bo ard , Mr. Mic hael Cunningham, will take the nominations fro m the flo o r, for p o s ition of Vice-Chair. FINANCIAL IMPACT: N/A SUBMITTED BY: Michael Cunningham (s km) Page 24 of 49 City of Georgetown, Texas Utility System Advisory Board March 9, 2018 SUBJECT: Nominations and electio n o f S ecretary o f the GUS Bo ard . – Mic hael Cunningham, GUS Board Chair ITEM SUMMARY: Per the Bylaws of the Georgetown Utility Sys tems Ad visory Board; “Section 3.1 – Officers. T he Bo ard Offic ers are C hairman, Vice-Chairman and Sec retary. The Chairman is rec o mmend ed by the Mayor and the City Counc il s hall approve the recommendatio n b y a vo te o f the majo rity of the Counc il during the annual appointment p ro cess. S hould the Mayo r fail to recommend a Chairman fo r eac h board, c o mmittee, o r c ommis s ion, and/o r the Counc il fails to approve any Chairman recommend ed b y the Mayo r, a majo rity of the Counc il plus one may appro ve ap p o intment of a Chairman to s erve as Chairman without a rec o mmendation of the Mayo r. The other Board Officers are elec ted b y a majo rity vo te of the Members at the first meeting after the annual appointment proc es s .” The Chair of the Bo ard , Mr. Mic hael Cunningham, will take the nominations fro m the flo o r, for p o s ition of Sec retary. FINANCIAL IMPACT: N/A SUBMITTED BY: Michael Cunningham (s km) Page 25 of 49 City of Georgetown, Texas Utility System Advisory Board March 9, 2018 SUBJECT: Review and pos s ible actio n related to the Day and Time of GUS Board Meetings . – Mic hael Cunningham, GUS Board C hair ITEM SUMMARY: Per the GUS Bylaws Section 4.1 Time & Date of Regular Meeting. The Bo ard s hall meet once a mo nth o n the s ame week o f the mo nth, the s ame d ay o f the week, at the same time, and at the same p lace. The regular date, time, and p lace o f the Bo ard meeting will b e dec id ed by the Members at the first meeting o f the Bo ard after the annual appointment proc es s . Currently, the GUS Board meets on the second Friday of each month at 2:00PM. (exc ep t in Dec emb er, the meeting will be held o n the Thurs d ay p rio r to the 2nd Frid ay) FINANCIAL IMPACT: N/A SUBMITTED BY: Michael Cunningham (s km) ATTACHMENTS: Description Type GUS Board 2018-19 Meeting Schedule Backup Material Page 26 of 49 GEORGETOWN UTILITY SYSTEMS ADVISORY BOARD (GUS) Meeting Schedule March 2018 – February 2019 All Regular Meetings will be held on the second FRIDAY of every month at 2:00PM at the Georgetown Municipal Complex, located at 300-1 Industrial Avenue. Please contact Sheila Mitchell at 512.931.7709 if you have questions regarding meeting dates or times. MARCH 9, 2018 APRIL 13, 2018 MAY 11, 2018 JUNE 8, 2018 JULY 13, 2018 AUGUST 10, 2018 SEPTEMBER 14, 2018 OCTOBER 12, 2018 NOVEMBER 9, 2018 DECEMBER 13, 2018 (Thursday) Citywide Employee Appreciation Lunch on Friday, Dec. 14th JANUARY 11, 2019 FEBRUARY 8, 2019 Page 27 of 49 City of Georgetown, Texas Utility System Advisory Board March 9, 2018 SUBJECT: Review and pos s ible actio n to ap p ro ve the minutes fro m the regular GUS Board meeting held o n January 12, 2018 and the regular GUS Board meeting s c heduled for February 9, 2018. - S heila K. Mitchell, GUS Bo ard Liais on ITEM SUMMARY: Bo ard to review, revis e and /or ap p ro ve the minutes fro m the regular GUS Board meeting held o n January 12, 2018 and the regular GUS Board meeting s c heduled for February 9, 2018. FINANCIAL IMPACT: N/A SUBMITTED BY: Sheila K. Mitc hell/GUS Bo ard Liais o n ATTACHMENTS: Description Type GUS Jan 12 2018 DRAFT Minutes Backup Material GUS Feb 09 2018 DRAFT Minutes Backup Material Page 28 of 49 Minutes of the Meeting of the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown, Texas January 12, 2018 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 Te xas at 711. Board Members Present: Mike Cunningham – Chair, John Copelan – Vice Chair, Joyce Mapes -- Secretary, Edward Wiley, Arthur Yaeger Board Members Absent: Steve Fought, David Maserang Staff Members Present: Jim Briggs, Mike Babin, Glenn Dishong, Wesley Wright, Paul Diaz, Leticia Zavala, Chris Foster, David Thomison, Sheila Mitchell Others Present: None 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 Chair at 2:00p.m. The Board may, at any time, recess the Regular Session to convene an 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 – Introduced Paul Diaz, Budget Manager for the City Employee Recognition -- None submitted at time of posting C. December 2017 GUS Project Updates – Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager Wright noted reports in packets and gave brief updates on each. Some discussion regarding Sun City tank, residents around the project and timeline. D. Industry Updates Briggs gave update on water, Region G Planning, next planning cycle starts meeting in February. Process takes a year to eighteen months for recommendation of a plan to water development board. Briggs and Foster spoke about changes to new tax codes and renewable energy credits/investments. Copelan asked and Briggs discussed Stage 1 Drought Alert declared by Brazos River Authority. Some discussion continued; responses to this are voluntary right now. Briggs discussed cold weather; more heaters running this winter than usual. We may be hearing about a lot of high bills. Evaluations for accuracy has been checked before bills go out. Legislative Regular Agenda. The Board will individually consider and possibly take action on any or all of the following items: E. Review and possible action to approve the minutes from the Regular GUS Board meeting held on December 7, 2017. – Sheila K. Mitchell, GUS Board Liaison Minutes were considered for approval. No questions or changes. Motion by Wiley, seconded by Mapes to approve the minutes from the Regular GUS Board meeting held on December 7, 2017. Approved 5-0-2 (Fought, Maserang absent) Page 29 of 49 Briggs stepped out of meeting at 2:25pm and returned at 2:27pm. F. Consideration and possible recommendation to approve a contract with Leopold, a subsidiary of Xylem, Inc., from Zelienople, PA for the replacement of Lake Water Treatment Plant filter number two in the approximate amount of $138,500.00. – David W. Thomison, Water Services Manager Thomison explained status of failure of filter number two at the Lake Water Treatment Plant, noting immediate need for replacement. Additional information provided on item coversheet. The remaining three filters were done at the same time so evaluation is needed as soon as possible. Cunningham asked and Thomison noted age of filters is approximately 8 years old. Some discussion continued regarding maintenance schedules, lifetime expectancies, etc. Thomison noted Xylem is a sole source provider. Motion by Copelan, seconded by Mapes to approve a contract with Leopold, a subsidiary of Xylem, Inc., from Zelienople, PA for the replacement of Lake Water Treatment Plant filter number two in the approximate amount of $138,500.00. Approved 5-0-2 (Fought, Maserang absent) G. Consideration and possible recommendation to approve the following bid award for Water and Wastewater Treatment Plant chemical (Sodium Hypochlorite) to Brenntag Southwest, Inc. – David W. Thomison, Water Services Manager Thomison explained previous vendor unable to maintain price previously given due to their production increase costs. Bids were taken; four bids were received. He explained use of chemical in the Water and Wastewater Treatment Plants as part of plant operations requirements. Cunningham asked and Thomison explained differences in pricing on quotes versus previous vendor. Motion by Copelan, seconded by Mapes to approve the following bid award for Water and Wastewater Treatment Plant chemical (Sodium Hypochlorite) to Brenntag Southwest, Inc. Approved 5-0-2 (Fought, Maserang absent) Motion by Wiley, seconded by Copelan to enter into Executive Session for presentation on item H. Approved 5-0-2 (Fought, Maserang absent) H. EXECUTIVE SESSION In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon’s Texas Codes, Annotated, the item listed below will be discussed in closed session and is subject to action in the regular session. Sec. 551.086 Competitive Matters Quarterly Financial Fiscal Year 2018 1st Quarter Update – Paul Diaz, Budget Manager/Chris Foster, Manager of Resource Planning and Integration (no action required) Motion by Copelan, seconded by Wiley to return to Regular Legislative Session at approximately 3:09pm. I. Action from Executive Session --Quarterly Financial Fiscal Year 2018 1st Quarter Update (no action required) Adjournment Motion by Wiley, seconded by Yaeger to adjourn. Meeting adjourned at 3:11p.m. __________________________ _____________________________ Mike Cunningham – Chair Joyce Mapes – Secretary _________________________________ Sheila K. Mitchell, GUS Board Liaison Page 30 of 49 Minutes of the Meeting of the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown, Texas February 9, 2018 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 February meeting, therefore, the February 9, 2018 meeting was cancelled. __________________________ _____________________________ Mike Cunningham – Board Chair Joyce Mapes – Secretary _________________________________ Sheila K. Mitchell, GUS Board Liaison Page 31 of 49 City of Georgetown, Texas Utility System Advisory Board March 9, 2018 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to approve issuanc e of a Purc has e Order fo r utility b ill p rinting and mailing s ervices thro ugh 2/21/19 to Dataprose LLC p ursuant to a piggyb ack c lause in an agreement with the City o f P lano in an annual c o s t o f $240,240.00. -- Letic ia Zavala, CGF O Custo mer Care Direc tor ITEM SUMMARY: The C ity award s the utility bill p rinting and mailing s ervic e c o ntract b y utilizing an inter-lo cal agreement with the City o f Plano . Geo rgeto wn b enefits from the extend ed vo lume pric ing in the P lano c o ntract and s atisfies the state proc urement req uirements through that proc es s . Plano releas ed a Req uest fo r Propos al (RFP ) in 2016 and awarded the bill p rinting and mailing s ervic e contrac t to Datap ro s e in 2017. The P lano c o ntract has an initial term of one (1) year p lus four (4) annual renewal o p tions . The City of Georgetown has had much s uc cess with Plano ’s vend o r and wo uld like to continue the s ervic e by renewing the c o ntrac t fo r ano ther year. The City o f Georgetown p ro cesses ab o ut 50,000 utility bills and late no tic es per mo nth which is an 8% inc reas e o ver p rio r year. Ap p ro ximately 37,000 utility b ills and notices are mailed via USPS and ab out 13,000 are s ent elec tro nic ally via email through o ur E-bill Program. Geo rgeto wn Utility S ys tems provid es an email optio n fo r c usto mer bill p res entment which eliminates the City’s p o s tage c os ts for tho s e c usto mers . This optio n was intro d uc ed in June 2012 and has gro wn to inc lude 13,000 p artic ip ants or 26% of the bills proc es s ed . STAFF RECOMMENDATION: Staff rec o mmend s approval of this item. FINANCIAL IMPACT: The overall pric ing p er paper bill and no tic e averaged $0.52 which is on p ar with p ricing the p revious year. The printing and insertion cos ts averaged $0.10 and the postage costs averaged $0.42. P ricing for E- b ill presentment was $0.06. Postage costs equate to eighty p erc ent (80%) of the es timated annual contrac t and are c alculated to be $192,192. T he to tal cos t fo r bill printing and ins ertion s ervices is $48,048. The total contrac t cost for 2017/18 is $240,240 whic h is an increase o f 3% o ver p rio r year, or $8,400. The cost of $240,240 is c alculated as follows : Bills printed & delivered via USP S: (37,000 (bills /mo nth) x .52 (rate) x 12 (mo nths )) = $230,880 Bills printed & delivered via Email: (13,000 (bills /mo nth) x .06 (rate) x 12 (mo nths )) = $ 9,360 Staff rec o mmend s approval of this item. The funding fo r the $240,240 is in the 2017/18 Cus tomer Care Budget line item 540-5-0321-51-310. SUBMITTED BY: Leticia Zavala, C us to mer Care Directo r (skm) Page 32 of 49 Page 33 of 49 City of Georgetown, Texas Utility System Advisory Board March 9, 2018 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to autho rize payment to Tyler Tec hnologies for o nline web acc o unt management and web p o rtal fees in the amount of $75,825.00. – Letic ia Zavala, CGF O Custo mer Care Direc tor ITEM SUMMARY: Insite is the City’s o nline ac count management and payment portal. Benefits to the c us to mers includ e the ab ility to: · Manage utility and municipal c o urt ac counts online via the webs ite · Ac c es s real time ac count data & acc urate billings & acc o unt info rmation. · Pay their b ill online 24 ho urs a d ay, 365 d ays a year Benefits to the C ity/Utility inc lude: · Inc reas ed collec tion rates · Improved productivity, allowing repres entatives to fo cus on higher return interactio ns · Inc reas ed effic iency s ince it automatically integrates with exis ting Cus tomer Info rmatio n (Billing) s ys tem (INCODE) Cus tomer C are handles approximately 42,000 c us to mer payments p er month whic h is an inc reas e o f 5% o ver las t year. Web payments ac c o unted fo r 18% o f the total payments , up 1% o ver las t year, whic h eq uates to app ro ximately 7,500 p ayments per mo nth thro ugh the web s ite portal. Costs inc lude web pub lis hing fees, cus tomer inquiry fees , and transac tion fees , and are no tated b elo w. The Web P ublishing fees and the Cus tomer Inquiry fees are a fixed annual c o s t. The trans actio n fees are $1.25 each and are p aid b as ed on the numb er of payments proc es s ed thro ugh the Inc ode payment portal website. Department Description Cost Calculation Estimate Cus to mer C are Web Pub lis hing $ 600 Fixed Co s t Cus to mer C are Custo mer Inquiry $ 9,600 F ixed Cost Cus to mer C are Transac tion Fees $ 65,625 (7,500/mo nth X 7 X $1.25) TOTAL: $ 75,825 STAFF RECOMMENDATION: Staff rec o mmend s approval of this item. FINANCIAL IMPACT: Staff rec o mmend s approval of this item. The amount is funded in the 2017-18 C us to mer Care Bud get line item 540-5-0338-51-340. This fee will go away once the new CIS sys tem is imp lemented and Incode is rep laced which is s ched uled fo r Augus t 2018. SUBMITTED BY: Page 34 of 49 Leticia Zavala, C us to mer Care Directo r (skm) Page 35 of 49 City of Georgetown, Texas Utility System Advisory Board March 9, 2018 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to approve a contrac t with Arc her Wes tern Co nstruc tion, LLC. of Irvin, Texas fo r Pasto r P ump Statio n Imp ro vements in the amount o f $1,094,700.00 – Wes ley Wright, P.E., S ys tems Engineering Direc tor/Mic hael Hallmark, CIP Manager. ITEM SUMMARY: The Pasto r Pump S tatio n Imp ro vements p rojec t was ad vertis ed for p ublic b id s on January 10 and 17, 2018 in the Williams on C o unty S un. Through CDM S mith's offic e, p lans and s pec ific atio ns were p ro vided to 18 interes ted p arties , inc luding general c o ntractors , s ub contrac tors, sup p liers and p lan ro o ms . On February 13, 2018 at 2:00 p .m. bids were rec eived at the Georgetown Munic ip al Co mp lex, P urc hasing Department, at 300-1 Indus trial Avenue, Georgetown, Texas 78626 fo r the c o ns truc tion of the P as tor Pump Station Impro vements p ro ject, then o p ened and pub lically read alo ud. Nine bids were received , and the names o f the bidders and total projec t b as e b id amounts are s ummarized below. 1. Arc her Wes tern Cons tructio n, LLC $1,094,700.00 2. Keysto ne C o ns truc tion $1,170,000.00 3. S SP Indus tries , LP $1,179,741.00 4. P ro ta, Inc. & Prota Co nstruc tion, Inc . Joint Venture $1,184,000.00 5. Aus tin Engineering Co mp any, Inc. $1,239,000.00 6. Central Road and Utility, Ltd. dba CRU, Ltd . $1,337,193.70 7. Exc el Co ns truc tio n Services, LLC $1,343,000.00 8. P eab o d y General C o ntracto rs , Inc . $1,465,516.50 9. Blac k Castle General Contrac tor $1,761,200.00 STAFF RECOMMENDATIONS: Staff and CDM S mith rec o mmends exec uting this c o ntract for Pasto r Pump S tatio n Imp ro vements to Arc her Wes tern Cons tructio n, LLC. o f Irvin Texas , in the amo unt o f $1,094,700.00. FINANCIAL IMPACT: Funds fo r this exp enditure are bud geted in the Water CIP. S ee attac hed CIP Bud getary & Financ ial Analysis Sheet. SUBMITTED BY: Wes ley Wright, P.E., S ystems Engineering Direc to r/Mic hael Hallmark, CIP Manager ATTACHMENTS: Description Type Budgetary Works heet Cover Memo Letter of Recommendation Cover Memo Page 36 of 49 DATE: PROJECT NAME:2BZ Archer Western, LLC Division/Department:GUS / Wastewater Director Approval Prepared By:Michael Hallmark Finance Approval TOTAL ANNUAL BUDGET 2,119,000.00 (Current year only) Actual Cost Agenda Total Spent Encumbrance Item & Encumbered % Annual (A) before agenda item (B)(A + B)Budget Consulting 359,650.00 $0.00 $359,650.00 17% Right of Way 0.00 0% Construction 1,094,700.00 $1,094,700.00 52% Other Costs 43.00 43.00 0% Total Current Year Costs $359,693.00 $1,454,393.00 Approved GENERAL LEDGER ACCOUNT NUMBER CY Budget 660-9-0580-90-200 $2,119,000.00 Total Budget $2,119,000.00 TOTAL PROJECT BUDGET 3,982,000.00 Prior Years Current Year Total Project % Total Spent/Encumbered Costs Costs Budget Consulting 359,650.00 359,650.00 9% Right of Way 0.00 0.00 0% Construction 1,094,700.00 1,094,700.00 27% Other Costs 43.00 43.00 0% Total Project Costs 0.00 1,454,393.00 1,454,393.00 Comments: Pastor Pump Station Improvements CIP- Budgetary and Financial Analysis Worksheet Page 37 of 49 9430 Research Blvd. Building 1, Suite 200 Austin, Texas 78759 Tel: (512) 346-1100 Fax: (512) 345-1483 February 19, 2017 Michael Hallmark City of Georgetown 300-1 Industrial Ave. Georgetown, TX 78627 RE: Pastor Pump Station Improvements Project Recommendation of Award Dear Mr. Hallmark: The Pastor Pump Station Improvements project was advertised for public bids on January 10 and 17, 2018 in the Williamson County Sun. Through our office, we provided plans and specifications to 18 interested parties, including general contractors, subcontractors, suppliers and plan rooms. On February 13, 2018 at 2:00 p.m. bids were received at the Georgetown Municipal Complex, Purchasing Department, at 300-1 Industrial Avenue, Georgetown, Texas 78626 for the construction of the Pastor Pump Station Improvements project, then opened and publically read aloud. Nine bids were received, and the names of the bidders and total project base bid amounts are summarized below. 1. Archer Western Construction, LLC $1,094,700.00 2. Keystone Construction $1,170,000.00 3. SSP Industries, LP $1,179,741.00 4. Prota, Inc. & Prota Construction, Inc. Joint Venture $1,184,000.00 5. Austin Engineering Company, Inc. $1,239,000.00 6. Central Road and Utility, Ltd. dba CRU, Ltd. $1,337,193.70 7. Excel Construction Services, LLC $1,343,000.00 8. Peabody General Contractors, Inc. $1,465,516.50 9. Black Castle General Contractor $1,761,200.00 A bid tabulation of all the bid items is attached. The low bidder on the project based on the total project amount is Archer Western Construction, LLC (Archer Western). The total project amount of $1,094,700 submitted by Archer Western was below the engineer’s estimate of $1,500,000. In addition to submitting the bids, each of the bidders submitted a Statement of Bidder’s Experience (Section 00400). As listed in Section 00400, Archer Western successfully completed the City of Page 38 of 49 Page 39 of 49 City of Georgetown, Texas Utility System Advisory Board March 9, 2018 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to approve Task Order CDM-18-003 with CDM Smith Inc . o f Aus tin, Texas fo r professional services related to the San Gabriel Was tewater Treatment Plant Belt Pres s in the amount o f $306,068.00 - Wes ley Wright, P.E. Sys tems Engineering Direc tor/Michael Hallmark, CIP Manager. ITEM SUMMARY: Design o f a new s ludge dewatering b uilding for the S an Gab riel Wastewater Treatment P lant (WWTP) to rep lace existing d rying b ed s . T he d es ign will inc lude a new o p en-sided b uild ing and the installation of d ewatering eq uipment, a p o lymer s ystem and a c o nveyor to lo ad a ro ll-o ff d umps ter. S ervic es includ e p reliminary engineering, design, bidding and general s ervic es during c o nstruc tio n to cover the p ro cess mechanic al, s truc tural, architec tural, electrical, ins trumentatio n and HVAC imp ro vements. Staff Recommendatio ns : Staff rec o mmend s executing Task Order CDM-18-003 with CDM Smith Inc .o f Aus tin, Texas for p ro fes s io nal s ervic es related to the San Gabriel Was tewater Treatment Plant Belt Pres s in the amount of $306,068.00 FINANCIAL IMPACT: Funds fo r this exp enditure are bud geted in the Was tewater CIP. S ee attac hed C IP Bud getary & Financ ial Analysis Works heet SUBMITTED BY: Wes ley Wright, P.E. Sys tems Engineering Direc tor/Michael Hallmark, CIP Manager. ATTACHMENTS: Description Type Budgetary Wors heet Cover Memo Tas k Order# CDM-18-003 Cover Memo Page 40 of 49 DATE: PROJECT NAME:3CP 2/22/2018 San Gabriel WWTP Belt Press Division/Department:Director Approval Prepared By:Ken Taylor Finance Approval TW 2/22/18 TOTAL ANNUAL BUDGET 2,207,000.00 (Current year only) Actual Cost Agenda Total Spent Encumbrance Item & Encumbered % Annual (A) before agenda item (B)(A + B) Budget Consulting 306,068.00 306,068.00 14% Right of Way 0.00 0% Construction 0.00 0% Other Costs 0.00 0% Total Current Year Costs 0.00 306,068.00 Approved GENERAL LEDGER ACCOUNT NUMBER CY Budget 660-9-0581-90-163 2,207,000.00 Total Budget 2,207,000.00 TOTAL PROJECT BUDGET 2,207,000.00 (includes all previous yrs) Prior Years Current Year Total Project % Total Spent/Encumbered Costs Costs Budget Consulting 306,068.00 306,068.00 14% Right of Way 0.00 0.00 0% Construction 0.00 0.00 0% Other Costs 0.00 0.00 0% Total Project Costs 0.00 306,068.00 306,068.00 Comments: GUS/Wastewater Task Order CDM-18-003 CIP- Budgetary and Financial Analysis Worksheet Page 41 of 49 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 8 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: San Gabriel Wastewater Treatment Plant Belt Press B. Description: Design of a new sludge dewatering building for the San Gabriel Wastewater Treatment Plant (WWTP) to replace existing drying beds. The design will include a new open- sided building and the installation of dewatering equipment, a polymer system and a conveyor to load a roll-off dumpster. Services include preliminary engineering, design, bidding and general services during construction to cover the process mechanical, structural, architectural, electrical, instrumentation and HVAC improvements. C. City of Georgetown Project Number: 3CP D. City of Georgetown General Ledger Account No.: 660-9-0581-90-163 E. City of Georgetown Purchase Order No.: F. Master Services Agreement, Contract Number: 2016-738-MSA 2. Services of Engineer Engineer shall prepare bidding documents including plans, details, specifications and contract documents for the construction of a new dewatering building for the San Gabriel WWTP. The dewatering building includes: dewatering equipment (a belt filter press or rotary fan press); a polymer system; sludge conveyor; potential replacement of existing sludge feed pumps, new electrical VFDs for the sludge feed pumps; modifications to the incoming electrical facilities as required to support the new equipment; and the addition of an air-conditioned electrical room inside the dewatering building. The building will be single-story and consist of a pre-engineered metal structure with partial side walls and will not be ventilated or air conditioned. This construction will require the demolition of a portion of the existing drying beds. The basic services consist of preliminary engineering, design, bidding and general services during construction. The basic services are described below in detail. 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: Task Order No. CDM-18-003, consisting of __8__ pages. Page 42 of 49 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 8 1) Reviewing available solids and operations data and consulting with the Owner to clarify and define the Owner's requirements for the project. 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) Topographic survey, and b) Geotechnical field investigation and laboratory analysis. 3) Identifying and analyzing requirements of governmental authorities having jurisdiction to approve the design of the project, and participating in consultations with such authorities. 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 and submission of the Water Pollution Abatement Plan (WPAP) for reviw and approval. 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 design memo, if necessary, drawings and specifications. 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 Page 43 of 49 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 8 applications and supporting documents for government grant-in-aid or planning grants that would be furnished as additional services. 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. 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. 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. 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. Page 44 of 49 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 8 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: 1) 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. 2) 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. 3) 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. 4) Furnish to Engineer, as requested for performance of basic services or as required by the Contract Documents, the following: a) 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; b) The services of an independent testing laboratory to perform all inspections, test and approvals of samples, materials and equipment; c) Environmental assessments, audits, investigations and impact statements, and other relevant environmental or cultural studies as to the Project, the site and adjacent areas; d) 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; e) Examine all alternate solutions, studies, reports, sketches, proposals and other documents presented by Engineer; f) 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; g) 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 h) 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 Page 45 of 49 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 8 of Engineer’s services, or any defect or nonconformance in Engineer’s services in the work of any Contractor. 4. Times for Rendering Services Phase Completion Date Preliminary Engineering Phase August 1, 2018 Design Phase December 1, 2018 Bidding Phase March 1, 2019 Construction Phase May 1, 2020 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 Lump Sum Lump Sum Lump Sum Lump Sum $67,760 $125,841 $12,474 $76,313 $282,388 Surveying Geotechnical Engineering WPAP Total Special Service Lump Sum Lump Sum Lump Sum $8,000 $7,000 $8,680 $23,680 Total Task Order Amount $306,068 B. The terms of payment are set forth in Article 4 of the Agreement unless modified in this Task Order. 6. Consultants: Surveying: Inland Geodetics Geotechnical: Kohutek Engineering and Testing Electrical, Instrumentation and HVAC: Gupta and Associates, Inc. Page 46 of 49 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 8 7. Other Modifications to Agreement: None 8. Attachments: None 9. Documents Incorporated By Reference: The Agreement effective September 30, 2016. Page 47 of 49 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 8 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 . OWNER: ENGINEER: By: By: Name: Dale Ross Name: Title: Mayor, City of Georgetown Title: 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 48 of 49 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 8 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: 12357-A Riata Trace Parkway Suite 210 Austin, TX 78727 E-Mail Address: Michael.Hallmark@georgetown.org E-Mail Address: woelkead@cdm.com Phone: 512-930-3569 Phone: 512-346-1100 Fax: Fax: 512-345-1483 Page 49 of 49