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R-80-339 - 10/23/1980WHEREAS, the Texas Department of Water Resources has previously approved the Infiltration /Inflow Analysis as pre- pared pursuant to the current EPA Step 1 Construction Grant, and WHEREAS, the Texas Department of Water Resources has agreed with the Analysis recommendation that a Sewer System Evaluation Survey be conducted prior to proceeding with the additional steps under the grant, and WHEREAS, the City has previously entered into an agree- ment for Step 1 Engineering Services with Haynie & Kallman, Inc., and WHEREAS, Haynie & Kallman, Inc. have agreed to an amend- ment to the agreement for Step 1 Engineering Services to provide for additional engineering services required for the Sewer System Evaluation Survey, and WHEREAS, the City Council recognizes the need to conduct k - t the Sewer System Evaluation Survey, Now Therefore ATTEST: 1_ RESOLUTION NO. 3398 BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS That the mayor is hereby authorized and directed to execute an amendment to the agreement with Haynie & Kallman, Inc. for Step 1 Engineering Services, a copy of said amend- ment being attached hereto and incorporated herein for all purposes. RESOLVED this 23rd day of Octob: , 1980 A JC LAND, i y Secretary R - 0 N , ayor ity of Round Rock, Texas •- CONTRACT - AMENDMENT FOR AGREEMENT FOR STEP 1 ENGINEERING SERVICES THIS AMENDMENT is to the existing Agreement for Step 1 Engineering Services dated July 17, 1979, between the City of Round Rock, Texas, hereinafter referred to as the OWNER, and Haynie & Kallman, Inc., here- inafter referred to as the ENGINEER, This Amendment is for a Sewer System Evaluation Survey related to Step 1 of Construction Grant process which may be paid for in part with financial assistance from the United States of America acting through the Environmental Protection Agency, hereinafter referred to as EPA, and the ENGINEER agrees to perform the various professional engi- neering services required in accordance with applicable EPA require- ments (40 CFR Part 35 Subpart E in effect on the date of execution of this Agreement). This is a Fixed Price (cost reimbursement plus fixed fee or fixed price (lump sum) Agreement and the ENGINEER and the OWNER agree that the completion of payment and performance under this Agreement is sub- ject to a grant from the U. S. Environmental Protection Agency autho- rized to pay for the prescribed work. Neither the United States, U. S. Environmental Protection Agency, State of Texas, nor the Texas Depart- ment of Water Resources is a party to this Agreement. This Agreement which covers grant - eligible work is in accordance with the Federal Clean Water Act of 1977 and all EPA regulations pursuant thereto in effect on the date of execution of this Agreement. The Federal Clean Water Act of 1977, hereinafter referred to as the "Act ", the Regulations of the U. S. Environmental Protection Agen- cy, the Texas Water Code and the Rules and Regulations of the Texas Department of Water Resources, hereinafter referred to as the "DEPART- MENT", are incorporated herein for all purposes and specifically made a part hereof. Attachment A - Subcontract Proposal for Engineering Services, B - Schedule of Projected Completion Dates, C - Services Rendered by the ENGINEER, and D - Cost /Price Summary Amendment (EPA form 5700 -41), and other documents, drawings, schedules as attached are made a part hereof and constitute the entire Amendment. Page 1 of 2 This Amendment shall not become .effective until formally approved by the DEPARTMENT and /or EPA. Formal approval shall be evidenced by approval letters separately issued and signed by a duly authorized representative of the DEPARTMENT and /or EPA. The approval so evidenced by the DEPARTMENT and EPA shall in no way commit the DEPARTMENT or EPA to render financial assistance to the OWNER, but in the event such as- sistance is provided, the approval shall signify that the provisions of this Amendment are consistent with the requirements of the DEPARTMENT and EPA. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Amendment in dup- licate on the respective dates indicated below. (SEAL) ATTEST Typewritten Name Joanne Land Title City Secretary (SEAL) ATTES Typewritten Name Cheryl L. Kesner Title Secretary Page 2 of 2 OWNER: By Typed Name Larry Title Mayor ENGINEER: L. Tonn Ty ped Name Tim thy E Haynie Title President Date 10-28-80 ATTACHMENT 8 PROJECTED SCHEDULE FOR COMPLETION OF STEP 1 GRANT CITY OF ROUND ROCK, WILLIAMSON COUNTY, TEXAS Date MONTHS JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUS WEEKS 01 i ��t.LtiT.f.Ltl. 11111M i;11911 . x X 11111111111 - - XX x x 1E r us a< a< X x x x 16 ca •— 171F E r �XR xx -X �xx 19 I 171 XR X X 2d F O�ZR NIX X 21 X X 22 =CV 22 lox 21111,111111! ' • Xsz N X X �X X 3C 31 3. cr 3 fits X wer System Evaluation Survey Y i i i ®�..-. XX v.ironmental Assessment xx X X X X X X X X >17>C 11111 Oil Oil IX X X X X X x X XI >11 X X X X >1 x XX XX XX XX X 7C- F X fiif.L'itit' X X blic .Participation � , yj �j� i i aa X X gig X X X X Eir( rat XX X1( X X X X X X X X X X X X 1 Jx x I X X X X X X' X X X X X X' 22 - al X4 XXXXX X X X XX 2 XX X X X X X X X X X �i X cility Plan f E ATTACHMENT 8 PROJECTED SCHEDULE FOR COMPLETION OF STEP 1 GRANT CITY OF ROUND ROCK, WILLIAMSON COUNTY, TEXAS Date 'ATTACHMENT t In accordance with the requirements outlined in the Proposal for Engineering Services, (see Attachment A), and under the guidelines of the Environmental Protection Agency, the firm of Haynie & Kaltman, Inc., will provide or assist in providing the following information and /or services to the firm of Gutierrez, Smouse, Wilmut & Associates, Inc., during the performance of the outlined Sewer System Evaluation Survey. Equitable compensation for services and responsibility render- ed by the Prime Consultant - Haynie & Kallman, Inc., will be assessed (see Attachment D). INFORMATION AND SERVICES TO BE PROVIDED BY HAYNIE & KALLMAN, INC. 1. Assistance of personnel knowledgeable of sewer system based on performance of prior engineering project for the City. 2. Liason with City officials to provide effective coordination and cooperation between the fire, police, engineering and sewer de- partments and the special consultant, as necessary, during execu- tion of field work. 3. Development of treatment and transportation costs for the existing and proposed wastewater facilities. ATTACHMENT D COST OR PRICE SUMMARY FORMAT FOR SUBAGREEMENTS UNDER U.S. EPA GRANTS (See accompanying instructions before completing this form) PART I. GENERAL 1. GRANTEE CITY OF ROUND ROCK S. NAME OF CONTRACTOR OR SUBCONTRACTOR HAYNIE & KALLMAN INC. S. ADDRESS OF CONTRACTOR OR SUBCONTRACTOR (Inalede ZIP code) 2115 N. Mays Round Rock, Texas 78664 PART II•COST SUMMARY 7. DIRECT LABOR (Specify labor categorise) Retistered Professional Entineer 0)1 Clerical DIRECT LABOR TOTAL: 5. INDIRECT COSTS (Specify Indirect .FF1 peels) Labor iverhea. General Administra ive Ov-rhead INDIRECT COSTS TOTAL: 9. OTHER DIRECT COSTS 5. TRAVEL I TRANSPORTATION (2) PER DIEM TRAVEL SUBTOTAL: b. EQUIPMENT, MATERIALS. SUPPLIES (Sp•cllr oetegorhy Tel - Lon. li t.i e EQUIPMENT SUBTOTAL: Sewer System Eva uation Survey - Per ormet ty Gutierrez Smouse Wilmut & Associates Inc. - SUBCONTRACTS SUBTOTAL: OTHER SUBTOTAL: e. OTHER DIRECT COSTS TOTAL: ESTI- MATED HOURS 5. TYPE OF SERVICE TO BE FURNISHED Amend existing engineering contract dated_ July 17, 1979, to include Sewer System Evaluation Survey. HOURLY RATE s 20.00 25 8.03 4.50 SAsCs..: RATE F BASE QTY COST e. SUBCONTRACTS d. OTHER (Specify categorise) 2. GRANT NUMBER C -48 -1462 4. DATE OF PROPOSAL ESTIMATED COST s 500.00 803.00 112.50 ESTIMATED COST ESTIMATED COST s ESTIMATED COST 111E5113111=6511131111Brarifilik MEM ESTIMATED COST $ 97 560.00 $ ESTIMATED cosT S S Form Approved OMB No. 1. 8 -80144 TOTALS s 1 687.00 x y; 11. PROFIT of all items excett subcontract & e.uitment 12. TOTAL PRICE 101 150.57 - E PA Perm 5700 -II (2.761 PAGE 1 OF 5 PART IN .PRICE SUMMARY 1 COMPETITOR'S CATALOG LISTINGS, IN.MOUSE ESTIMATES. PRIOR QUOTES 3. (Indicate basis kw P.O. ea„rloan) MARKET PRICEISI PROPOSED . PRICE • ` • jt . „ NOT APPLICABLE.� cud` ' T..tf . "C' �`w'J�.. S4SS:f .411. ,;a 2fG tt.'ur' a7 n bkP'''' 'Mi.FT i"a,.' PART IV CERTIFICATIONS .. - 14. CONTRACTOR 14.. HAS A FEDERAL AGENCY OR A FEDERALLY CERTIFIED STATE OR LOCAL AGENCY PERFORMED ANY REVIEW OP YOUR ACCOUNTS OR RECORDS IN CONNECTION WITH ANY OTHER FEDERAL GRANT OR CONTRACT WITHIN THE PAST TWELVE MONTHS? 1::1 Yes al NO (If "Yoe" 41r. moss address sod t.I.plaepe ntmtbor of ree/e.MRg alike) • 14b .THIS SUMMARY•CONFORMYWITM•THE FOLLOWING COST PRINCIPLES Cost principles applicable to subagreements with engineers identified in 41 CFR 1 -15.4 14e. -- This proposal is submitted for use in connection with and in response to (1) City of Round Rock . This is to certify a request from the to the best of my knowledge and accurate as of exists to fully and accu- that I understand that the where the above cost and current and accurate as r and belief that the cost and pricing data summarized herein are complete, current, (2) October 15, 19 and that a financial management capability rately account forthe financial transactions under this project. I further certify subagreement price may be subject to downward renegotiation and/or recoupment pricing data have been determined, as a result of audit, not to have been complete, of the date above. DATA OF EXECUTION GNATURE OP PROPO R President - TITLE OF PROPOSER 14. GRANTEE REVIEWER I certify that I have reviewed the cost/price summary set forth herein and the proposed costs /price appear acceptable for sobagreement award. x X DATE OP eXECU TION SIGNATURE OF REVIEWER X TITLE OF REVIEWER 16. EPA REVIEWER at WINI.F510 OATS OF EXECUTION SIGNATURE OP REVIEWER TITLE OP REVIEWER PA Farm 57017-41 (2.761 • ' SI.. Re144 OE 2 OF 5 • Haynie & Kallman, Inc. CONSULTING ENGINEERS 2115 North Mays Round Rock , Texas 78664 (512) 255 -4564, 255 -7861 The Honorable Larry L. Tonn Mayor of Round Rock 214 East Main Street Round Rock, Texas 78664 Dear Mayor Tonn: October 3, 1980 CIVIL ENGINEERING • LAND PLANNING • MUNICIPAL CONSULTANTS • SURVEYING Timothy E. Haynie, P.E. Steven D. Kallman, P.E. Re: E.P.A. Step 1 Grant - Sewer System Evaluation Survey As a part of the continuing evaluation of the City of Round Rock's sewer collection and treatment facilities under its current Step 1 Grant from the United States Environmental Protection Agency, the Texas Department of Water Resources has reviewed and approved the Infiltra- tion /Inflow Analysis of the City's system as prepared by our firm. The Analysis demonstrated the existence or possible existence of excessive infiltration /inflow and showed the most cost effective solution towards eliminating this situation would be the performance of a Sewer System Evaluation Survey of the City's existing collection and treatment facilities. The Texas Department of Water Resources in reviewing the Analysis agreed with this conclusion. To comply with this directive by the State that the City pursue the Sewer System Evaluation Survey (SSES), Haynie & Kallman, Inc. has solicited engineering proposals from qualified engineering firms with experience and expertise in performance of Sewer System Evaluation Sur- veys. Throughout this solicitation process we have kept the City in- formed of our progress through constant written communications (copies enclosed). The result of this solicitation process has produced propo- sals from two qualified firms, complete copies of which are also en- closed as well as Xerox reproductions of the most pertinent sections. These proposals and our recommendations concerning such were pre- sented to the Citizens Advisory Committee at their September 24, 1980, meeting. The package that I submitted to all committee members is also enclosed for your review and information. Basically Haynie & Kallman, Inc. has recommended that the engi- neering firm of Gutierrez, Smouse, Wilmut & Associates, Inc., be re- tained as a subcontractor through Haynie & Kallman, Inc. for perfor- mance of the SSES for the City of Round Rock within the guidelines as established in the City's approved Infiltration /Inflow Analysis. Such Page 2 The Honorable Larry L. Tonn Mayor of Round Rock October 3, 1980 services have been offered based on a budget of approximately $97,562. In addition to this figure there would be an approximate ten, percent (10 %) addition for expenses incurred by Haynie & Kallman.for the admin- istration and coordination of the SSES. The decision that the City of Round Rock now faces is whether or not to submit a grant amendment to their existing E.P.A. Step 1 Grant in an amount sufficient to cover the anticipated cost of the SSES. This Grant amendment would increase the City's participation in the Grant's program by 25% of the total anticipated SSES cost, or approxi- mately $26,000. May I point out that pursuing the SSES is a mandatory step as dic- tated by the E.P.A. in the State Administrator for the program (Texas Department of Water Resources) and must be completed prior to pursuing the Grant's process any further towards the final goal of federal par- ticipation on the construction of a expanded sewage treatment facility for the City. This letter as well as all of the enclosed documents is submitted for your review and consideration. If in fact the City elects to pro- ceed with the Grant program, appropriate amendment documents would then be prepared and submitted for final review and approval prior to sub- mittal to the E.P.A. for approval. I will make myself available during the next City Council meeting for any questions or comments you may have concerning this and any other aspects of the on -going Step 1 Grant for the City of Round Rock. DWG /clk Enclosures Very truly yours, HAYNNIIE� & KALLMAN, INC. %"`"_��� Cam• David W. Gray, E.I.T. Haynie & Kallman, Inc. CONSULTING ENGINEERS 2115 North Mays Round Rock, Texas 78664 (512) 255 -4564, 255 -7861 Mr. Joe Baker, Chairman Citizens Advisory Committee City of Round Rock 214 E. Main Street Round Rock, Texas 78664 Dear Mr. Baker: September 24, 1980 Re: EPA, Step 1 Grant - Sewer System Evaluation Survey In response to our firm's request for proposals from qualified firms with experience in performing Sewer System Evaluation Surveys, we have received two proposals. One is from the firm of Gutierrez, Smouse, Wilmut & Associates, Inc. and the other is from Roy F. Weston, Inc. The proposal from Gutierrez, Smouse, Wilmut & Associates, Inc., outlines the performance of a Sewer System Evaluation Survey (SSES) for the City of Round Rock within the guidelines as established in the City's approved Infiltration /Inflow Analysis in the amount of $97,560. There project planning schedule calls for a completion of such a survey within approximately nine (9) months after receiving notice to proceed. In addition, they have included an item for flow isolation tasks in the amount of $20,350 if in fact it is determined that such flow isolation is necessary to better determine point sources of infiltration /inflow into the sewer system. This item would be in addition to the base amount of $97,560. The proposal from Weston for the performance of an SSES for the City of Round Rock within the scope as established by the Infiltration /Inflow Analysis is in the amount of $96,850. Their time frame calls for completion within approximately eight (8) months after notice to proceed. This proposal also was presented in a modified form which included flow isolation tasks which increased the price by $44,000 to $140,850. As before, flow isolation would be used if it became obvious that it would be necessary to properly define infiltation /inflow sourc- es into the sewage collection system. I have included photo copies of the technical sections for each of the above proposals which outline in detail the specific steps necessary for completion by each company of an SSES for the City of CIVIL ENGINEERING • LAND PLANNING • MUNICIPAL CONSULTANTS • SURVEYING Timothy E. Haynie, P.E. Steven D. Kallman, P.E. Page 2 Mr. Joe Baker, Chairman Citizens Advisory Committee City of Round Rock September 24, 1980 Round Rock. In reviewing these proposals I find the greatest differ- ence when it comes to inclusion of flow isolation tasks into the pro- ject. Based on the evidence we have to date about Round Rock's sewage collection system and weighing the merits of performing such flow iso- lation versus the costs associated with it, I do not feel that it is necessary at the present time to include such flow isolation tasks into the Sewer System Evaluation Survey. I make this conclusion with the qualification that if, based on results obtained during the SSES show the need for a flow isolation task, then such additional work should be added into the scope of the SSES. This should only be done if it becomes obvious that it would be impossible to obtain accurate data and results for recommendations concerning repairs and cost effective eli- mination of infiltration /inflow into the City's sewage collection sys- tem. With elimination of flow isolation tasks from the proposals, at least for the present time, evaluation of the two basic proposals sub- mitted for performance of an SSES for the City of Round Rock leads Haynie & Kallman, Inc. to recommend that Gutierrez, Smouse, Wilmut & Associates, Inc., be retained as a subcontractor to Haynie & Kallman for performance of the SSES. This recommendation is based upon the firm's experience with such surveys, their familiarity with the project via preparation of the environmental assessment, and lower stated costs for the addition of flow isolation tasks if they become necessary at some point in the future. Moving forward with the work under the grant program will now re- quire submittal of a grant amendment to the Texas Department of Water Resources outlining the proposal submitted by Gutierrez, Smouse, Wilmut & Associates, Inc. for performance of the SSES, costs associated with the SSES which will be incurred by Haynie & Kallman for administration and handling of the project, and a revised time schedule for completion of the entire Step 1 Grant, including the facility plant and environ- mental assessment. At this time, we feel that expenses for administra- tion of the SSES incurred by Haynie & Kallman will amount to approxi- mately ten percent (10 %) of the SSES cost, or $9,700, and that timing of the completion of the facility plant and environmental assessment can be arranged such that they will coincide with completion of the SSES which is approximately eight (8) months from the date of the notice to proceed. Page 3 Mr. Joe Baker, Chairman Citizens Advisory Committee City of Round Rock September 24, 1980 I am uncertain as to the time it will require for approval of such a grant amendment by the Texas Department of Water Resources. Obvious- ly, Round Rock cannot authorize work to begin on the project until the amendment has been approved. I estimate this will take approximately six to eight weeks which would yield a projected start date for the SSES sometime in December, 1980. This letter, as well as the enclosed information is provided for your review and comment. I will make myself available during the Com- mittee's meeting for any questions or comments you may have concerning this and any other aspects of the on -going EPA Step 1 Grant for the City of Round Rock. DWG /clk Enclosures cc: All Committee Members Very truly yours, HAYNIE & KALLMAN, INC. David W. Gray, E.I.T