CM-12-10-223ROUND ROCK, TEXAS
PURPOSE: PASSION PROSPERITY
Item Caption:
DI/1-(Z -io 22
-#$ECEIVED
OCT 84IOQ
City Manager Approval Form
Consider executing Supplemental Agreement No. 2 with Black & Veatch Corporation for
Water/Wastewater rate studies.
Approval Date: October 26, 2012
Department Name: Finance Department
Project Manager: Cheryl Delaney
Assigned Attorney: J. Kay Gayle
Item Summary:
Supplemental agreement number 2 will provide an update of the Round Rock rate model for FY 2014 (Retail & Wholesale Water
and Wastewater Rates) as well as the planning period from FY 2015 through FY 2019. This rate model update will also reflect
enhanced pro -forma cash flow statements, CIP plan funding cash flow statements, greater efficiency in linking data from
worksheet to worksheet, elimination of unnecessary work sheets, and a dashboard to be utilized for scenario analysis.
No. of Originals Submitted: 2
Project Name: Supplemental Agreement Number 2, Black & Veatch
Cost: $47,990
Source of Funds: Utility Fund
Source of Funds (if applicable): Select Source Fund
Account Number: 5216-200-40000
Finance Director Approval: Cheryl Delaney Date: 10/24/12
Department Director Approval: Cheryl Delaney Date: 10/24/12
**Electronic signature by the Director is acceptable. Please only submit ONE approval form per item.**
CIP ❑ n Budget n
N/A OK N/A
OK
Purchasing n n Accounting
N/A OK
n❑
N/A OK
ITEMS WILL NOT BE PLACED ON THE COUNCIL OR CM AGENDA W/OUT PRIOR FINANCE AND/OR LEGAL APPROVAL
REV. 6/20/11
SUPPLEMENTAL AGREEMENT NO. 2
TO "CITY OF ROUND ROCK AGREEMENT FOR CONSULTING
SERVICES FOR WATER AND WASTEWATER RATE STUDIES
WITH BLACK & VEATCH CORPORATION"
CITY OF ROUND ROCK §
§
THE STATE OF TEXAS §
§ KNOW ALL BY THESE PRESENTS:
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS
FLRM:
ADDRESS:
Black & Veatch Corporation
1300 Summit Avenue, Suite 400, Fort Worth, Texas 76102
This Supplemental Agreement No. 2 to "City of Round Rock Agreement for Consulting Services
for Water and Wastewater Rate Studies with Black & Veatch Corporation" is made by and between the
City of Round Rock, Texas (hereinafter called the "City"), and Black & Veatch Corporation (hereinafter
called the "Consultant" or "Black & Veatch").
WHEREAS, City and Consultant executed the referenced Agreement (hereinafter called the
"Agreement") on the 21st day of the month of October, 2011; and
WHEREAS, City and Consultant executed Supplemental Agreement No. 1 on February 10, 2012
which provided for additional scope of services, additional fees of $15,000 for such services, and an
extension of the contract time of an additional 180 days following the original term of one year from date
of execution on October 21, 2011; and
WHEREAS, it has now become necessary to execute Supplemental Agreement No. 2 to provide
a scope of services change to the Agreement; to add additional fees therefor; and to extend the contract
term;
NOW, THEREFORE, premises considered, City and Consultant agree that said Agreement is
amended as follows:
I.
A scope of services addition shall be made to the Agreement, and said addition shall be entitled
"Exhibit B-1 Proposal for Fiscal Year 2014 Cost of Service & Rate Study," including "Proposed
Fee for Round Rock, TX Water/Wastewater Rate Study Update." Said Exhibit B-1 is attached
hereto and incorporated herein for all purposes as though recited verbatim.
II.
Section 1.05 shall be amended to provide for an additional $47,990.00 in payment for the scope
of services addition delineated in Exhibit B-1, and shall now read as follows:
Payment for Basic Services: In consideration for the consulting services to be performed by
Consultant, City agrees to pay Consultant the following sum(s): $99,990.00.
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0 2--1D--22
Unless subsequently changed by additional Supplemental Agreement to this Agreement, duly
authorized by City Council or City Manager action, Consultant's total compensation hereunder
shall not exceed $99,990.00 including any Reimbursable Expenses. This amount represents the
absolute limit of City's liability to Consultant hereunder unless sane shall be changed by
additional Supplemental Agreement hereto.
All other portions of Section 1.05 shall remain in place as originally written, with no modification
or alteration.
All services described in the attached exhibits shall be performed for the originally -contracted
total sum of $37,000.00, with an added fee of $15,000.00 for the scope of services addition made in
Supplemental Agreement No. 1, and with an added fee of $47,990.00 for the scope of services addition
made in this Supplemental Agreement No. 2, totaling $99,990.00.
Section 1.06 shall be amended to provide for additional time to the original contract term for the
scope of services addition delineated in Exhibit B-1, and shall now read as follows:
Unless otherwise indicated to Consultant in writing by City, or unless Consultant is unreasonably
delayed in the orderly progress of its work by forces beyond Consultant's control, the following
timetable structure and deliverable due dates shall apply: the original term of one year from
October 21, 2011, with an additional180 days added by Supplemental Agreement No. 1, and with
an additional 90 days added by this Supplemental Agreement No. 2.
IV.
The subsection entitled "No Reimbursable Expenses" under Section 1.07 shall be amended to
read as follows:
No Reimbursable Expenses. No additional reimbursable expenses, over and above the total
payment amount of $99,990.00, are authorized hereunder. Travel expenses up to the maximum
amount of $3,000.00 are included in the total payment amount of $99,990.00.
IN WITNESS WHEREOF, the City and Black & Veatch have executed this Supplemental
Agreement No. 2 in duplicate originals.
BLACK & VEATCH CORPORATION
By: il.iara
Printed Name: Name: Thomas R. Peterson
Title: Vice President
Date Signed: October 15, 2012
*Reviewed by Legal(Grimaldi)10/12/12
Reviewed by PM (RL Campbell)10/12/12
2
CITY OF ROUND ROCK, TEXAS
Are
By:
Printed Name: Ait* eO
Title: ( i
Date Signed: „do 2 Xa--
FOR
CITY, ATTEST:
By: S,
Sara L. White, City Clerk
FOR CITY, P ' ROVED AS 0 FORM:
By:
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1.
Step 111 L. Sheets, City Attorney
3
BLACK & VEATCH
Building a world of difference
October 5, 2012
Mrs. Cheryl Delaney
Finance Director
The City of Round Rock, Texas
221 E. Main St.
Round Rock, TX 78664
BLACK & VEATCH CORPORATION
1300 SUMMIT AVE, STE 400, FORT WORTH, TEXAS 76102
+1817-429-7558
Subject: PROPOSAL FOR FISCAL YEAR 2014 COST OF SERVICE & RATE STUDY
Dear Mrs. Delaney:
Black & Veatch Corporation ("Black & Veatch") is pleased to present our proposal for a Fiscal Year
(FY) 2014 Cost of Service & Rate Study for the City of Round Rock ("Round Rock" or "City"). The
proposed fee and detailed scope of work are attached to this letter and addresses the needs of
Round Rock. The proposed fee for this project is anticipated not to exceed $47,990, and provides for
the following general work plan:
A. Update of the Round Rock Rate Model for FY 2014 (Retail & Wholesale Water and
Wastewater Rates) as well as the planning period from FY 2015 through FY 2019. Round
Rock Staff will gather required data for input by Black & Veatch including the FY 2013
Budget, accounts, volumes, future debt service schedules, multi-year CIP Plan, and fixed
assets. Black & Veatch will review model inputs as well as review of the supporting
reports/documents utilized in updating the Rate Model for determining revenue
requirements and pro -forma cash flow statements as detailed in the attached scope of
work;
B. Five (5) months of peak season (May 1st — October 31st) billing history is needed for the
new Retail Water Rate Structure which was implemented May 1, 2012. Historical
information is required to ensure the proper projection of Retail Water Rate Revenues
and the allocation of Net Revenue Requirements between the Retail and Wholesale
Water Rate Classes. Round Rock Staff will run the required billing system reports and
provide for input of the information into the Rate Model by Black & Veatch. Black &
Veatch will review these specific inputs as well as the supporting reports/documents
utilized for updating the Rate Model as detailed in the attached scope of work;
C. The Rate Model will be updated by Black & Veatch to reflect enhanced pro -forma cash
flow statements, CIP Plan funding cash flow statements, greater efficiency in linking data
from worksheet to worksheet, elimination of unnecessary worksheets, and a dashboard
to be utilized for scenario analysis. Black & Veatch will update and review the cost
allocations and rate design within the Rate Model. Preliminary draft results will be
EXHIBIT
"B-1"
I PAGE 2
shared with Round Rock Staff when revenue requirements and cash flow pro -forma
statements are completed as detailed in the attached scope of work; and
D. The work plan described above is intended to commence in mid-November 2012 and be
completed at the end of January 2013 in order to allow study results to be presented by
Round Rock Staff at the Round Rock City Council Retreat in February 2013. This proposal
provides for three separate trips for a maximum of eight on-site working days by Black &
Veatch Consultants including the formal presentation to Round Rock City Management
and Staff.
In the event that any additional visits by Black & Veatch are requested, the cost per trip to Round
Rock offices would be $3,000. This cost estimate includes consultant time and as well as travel
expenses. Such requested trips could include presentations of the FY 2014 Rate Model Results to
Wholesale Customers.
We appreciate your consideration, and look forward to the opportunity to continue our professional
service relationship with the City of Round Rock in the conduct of current and future projects
addressing your rate, finance, and strategic related needs. Please contact Richard Campbell at (407)
913-4430 if you require any additional information.
Very truly yours,
BLACK & VEATCH CORPORATION
•
Richard L. Campbell
Director
\V\V vi.hv.cum
PROPOSED FEE FOR ROUND ROCK, TX WATER/WASTEWATER RATE STUDY UPDATE
Water & Wastewater Rate Study
Phase I - Project Initiation
Phase 11- Rate Determinants & Revenue Requirements
Phase in -Five (5) Year Projected Operating Results
Phase IV -Cost of Service Analysis & Rate Design
Phase V- Reports, Meetings and Presentation
Phase VI -Rate Model Update & Training
Expenses
Subtotal Water Project
Estimated Biilink (tours
Vice -President ! Director C Manager g (-Consultant
Hours
Total
'1
Cost
0.00 0.00 4.00 0.00 4.00 $ 740.00
0.00 2.00 24.00 32.00 58.00 4,870.00
0.00 2.00 8.00 16.00 26.00 1,910.00
0.00 2.00 40.00 24.00 66.00 7,830.00
2.00 16.00 48.00 0.00 66.00 12,820.00
0.00 0.00 24.00 0.00 24.00 4,440.00
3,895.00
2.00 22.00 148.00 72.00 244.00 $ 36,505.00
0.82% 9.02% 60.66% 29.51% 100.00%
Total Water & Wastewater Rate Study, Meetings, Letter Report, Rate Model Updates, & Training:
Total Hours 2.00 22.00 148.00 72.00 244.00
Billing Rate $ 250.00 $ 215.00 $ 185.00 $ 165.00
Total Costs:
Labor Costs
Expenses
Total Proposed Amount
$ 500.00 $ 4,730.00 $ 27,380.00 $ 11,880.00
$ 44,490.00
3,500.00
S 47,990.00