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19-529 - 6097 ORD and Executed Fourth Amendment
ORDINANCE NO. 19-529 AN ORDINANCE OF THE CITY OF DENTON, A TEXAS HOME-RULE MUNICIPAL CORPORATION, AUTHORIZING THE APPROVAL OF A FOURTH AMENDMENT TO A PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF DENTON AND PARKHILL SMITH & COOPER, AMENDING THE CONTRACT APPROVED BY CITY COUNCIL ON APRIL 5, 2016, IN THE NOT-TO-EXCEED AMOUNT OF $274,150, AMENDED BY AMENDMENTS 1-3 APPROVED BY PURCHASING STAFF; SAID FOURTH AMENDMENT TO PROVIDE PROFESSIONAL AND ENGINEERING SERVICES IN THE PREPARATION, DEVELOPMENT, AND SUBMITTAL OF THE PERMIT APPLICATION AND THE ASSOCIATED SERVICES REQUIRED TO SECURE A PERMIT AMENDMENT FOR THE CITY OF DENTON'S MUNICIPAL SOLID WASTE (MSW) FACILITY, MSW PERMIT# 1590B IN THE AMOUNT OF $85,500; PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFOR; AND PROVIDING AN EFFECTIVE DATE (FILE 6097 — PROVIDING FOR AN ADDITIONAL FOURTH AMENDMENT EXPENDITURE AMOUNT NOT-TO-EXCEED 85,500, WITH THE TOTAL CONTRACT AMOUNT NOT-TO-EXCEED $429,010). WHEREAS, on April 5, 2016, by Ordinance No. 2016-100, the City awarded a contract to Parkhill Smith & Cooper in the amount of $274,150 for the preparation, development, and submittal of the Municipal Solid Waste Permit # 1590A; and WHEREAS, the additional fees under the proposed Fourth Amendment are fair, and reasonable, and are consistent with and not higher than the recommended practices and fees, applicable to the Provider's profession and such fees do not exceed the maximum provided by law; NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS: SECTION 1. The Fourth Amendment, increasing the amount of the contract between the City and Parkhill Smith & Cooper, which is on file in the office of the Purchasing Agent, in the amount of Eighty - Five Thousand Five Hundred and 00/100 ($85,500) Dollars, is hereby approved, and the expenditure of funds therefor is hereby authorized in accordance with said amendment. The total contract amount increases to $429,010. SECTION 2. This ordinance shall become effective immediately upon its passage and a roval. PP The c ro to p.ar c this s l i 1 was made by ;„r r , ,;s . and seconded by vote . w the ordinance was w;" and approved by the following nI _ y.. nw _._N Mayor Chris Watts: Gerard Hudspeth, District 1 Keely G. Briggs, District 2: Don Duff, District 3: John Ryan, District 4: Abstain Absent Deb Armintor, At Large Place 5: Paul Meltzer, At Large Place 6: ti 2019. PASSED AND APPROVED this the °°' da of u °" ^` - Y ,.....m wmm .. .......................... y : ATTEST: ' ROSA RIOS, CITY SECRETARY y ,,.r BY: " ,. `- fl a. .. . . APPROVED AS TO LEGAL FORM: AARON LEAL, CITY ATTORNEY M µ BY: „ r F ` , , , 1,[ [ 'w" 1 'I", MAYOR _ DocuSignEnvelopeID: BBF8BB8B-88B0-4B2C-953F-C11D296FF239 DocuSignEnvelopeID: BBF8BB8B-88B0-4B2C-953F-C11D296FF239 FOURTHAMENDMENTTOCONTRACT BYANDBETWEENTHECITYOFDENTON, TEXAS ANDPARKHILLSMITH & COOPER PSA6097 THESTATEOFTEXAS § COUNTYOFDENTON § THISFOURTH AMENDMENTTOCONTRACT6097 (byand betweentheCityofDenton, andParkhillSmith & Cooper Consultant); tothatcertainContractexecutedonApril5, 2016, intheoriginalnot-to-exceedamountof 274,150 September12, 2017intheadditional amountof $48,600aggregatinganot-to-exceedamountof $322,750 June6, 2018intheadditionalamountof $14,800aggregating anot-to-exceedamountof $377,550 June19, 2018intheadditionalamountof $5,960aggregatinganot-to-exceedamountof $343,510 theSecondAmendment, and Parkhill Smith & Cooperservicesrelated tothePermitAmendmentsubmittaltotheTexas CommissionofEnvironmental Quality (TCEQ) forMSWPermit1590B WHEREAS, ParkhillSmith & Cooperhassubstantiallycompletedtheworkcalledforin the Agreement, andtheCitydeemsitnecessarytofurtherexpandtheservicesprovidedby ParkhillSmith & CoopertotheCity, andtoprovideanadditionalnot-to-exceedamount 85,500withthisFourthAmendmentforanaggregatenot-to-exceedof $429,010. FURTHERMORE, theCITYdeemsitnecessarytofurtherexpandthegoods/services providedbyCONSULTANTtotheCITY; NOWTHEREFORE, theCITYandParkhillSmith & Cooper (hereaftercollectively wellasforothergoodandvaluableconsiderations, doherebyAGREEtothefollowing Fourth Amendment, whichamendsthefollowingtermsandconditionsofthesaid Agreement, towit: 1. ourth Amendment, attachedheretoandincorporatedhereinforallpurposes, forprofessionalservices relatedtothePermitAmendmentsubmittaltotheTexasCommissionof EnvironmentalQuality (TCEQ), areherebyauthorizedtobeperformedby Consultant. Forandinconsiderationoftheadditionalservicestobeperformedby Consultant, theOwneragreestopay, basedonthecostestimatedetailattachedas 6405PSA Amendment #5 Page1of2 DocuSignEnvelopeID: BBF8BB8B-88B0-4B2C-953F-C11D296FF239 AourthAmendment atotalfee, includingreimbursementfor non-laborexpensesanamountnottoexceed $85,500. 2. ThisAmendmentmodifiestheAgreementamounttoprovideanadditional $85,500 fortheadditionalserviceswitharevisedaggregatenottoexceedtotalof $429,010. ThePartiesheretoagree, thatexceptasspecificallyprovidedforbythisAmendment, that alloftheterms, covenants, conditions, agreements, rights, responsibilities, andobligations oftheParties, setforthintheAgreementremaininfullforceandeffect. INWITNESSWHEREOF, theCITYandtheCONSULTANT, haveeachexecuted thisAmendment electronically, byandthroughtheirrespectivedulyauthorized representativesandofficersonthisdate _________________________. CITYOFDENTON, TEXAS ATexasMunicipalCorporation By: __________________________________ TODDHILEMAN, CITYMANAGER ATTEST: CITYSECRETARY By: __________________________________ APPROVEDASTOLEGALFORM: AARONLEAL, CITYATTORNEY By: ___________________________________ THISAGREEMENTHASBEEN BOTHREVIEWED ANDAPPROVED CONSULTANT astofinancialandoperational obligationsandbusinessterms. ParkhillSmith & Cooper SIGNATURE PRINTEDNAME By: _______________________________ AUTHORIZEDSIGNATURE, TITLE TITLE 6405PSA Amendment #5 Page2of2 DEPARTMENT DocuSignEnvelopeID: BBF8BB8B-88B0-4B2C-953F-C11D296FF239 EXHIBITA February19, 2019 Mr. EthanCox,Director SolidWasteandRecyclingServices 1527SouthMayhillRoad DentonTexas76208 Re:ContractAmendment4MunicipalSolidWasteEngineeringandPermitting CityofDentonSolidWasteandRecyclingServices LandfillPermitAmendment TCEQFloodplainCLOMRResponse PossibleContestedCaseHearingCosts MayhillRoadRealignmentandBufferAdjustmentModificationSubmittal DearMr. Cox: Asyouknow,wecontinuetodrawclosertocompletiononyourlandfillpermitamendment. We narroweddownalistofitemsrequestingadditionalfundstoassistDentoninrespondingto unforeseenTECQquestionsduetonewfloodplainrequirements. Althoughthiscommenthas neverbeenanissuewithTCEQuntilrecently,thisFallthereviewerrequestedadditional documentationtoaddresstheCLOMRquestion. Inanticipationofacontestedcasehearing, weprovidedanestimatedcostofservicesfor participatingandobservingdepositions. Weestimatedcostsfortwoofourengineerstonotonly bedeposed, butalsolistentoalltechnicalwitnesses. Weanticipatethesehearingstolastthree weeksincludingpreparationtime. Finally, siteconditionhaschangedasaresultoftheMayhillRoadRealignment,impactingthe bufferzonealongthesouthendofthewestern-mostpropertylineoftheoriginallandfill.Parkhill, Smith & CooperInc. (PSC) providesthisproposedContractAmendmentProposalforMunicipal SolidWasteEngineeringServicestoassisttheCityofDentonwithcompletionofthePermit Amendment (Permit)toTCEQforMSWPermit1590B. Basedonourrecentmeeting, IpreparedthisscopeandfeeproposalforPSCtocompletethe notedresponsesforsubmissiontoTexasCommissionofEnvironmentalQuality (TCEQ).The followinggeneralitemsmustbeaddressedtoTCEQsatisfactionbeforeanyfurtherprocessingof thePermitAmendmentApplication: DocuSignEnvelopeID: BBF8BB8B-88B0-4B2C-953F-C11D296FF239 EXHIBITAMr.EthanCoxPage2February19, 2019 PROJECTUNDERSTANDINGANDASSUMPTIONS Ourunderstandingofprojectgoalsandrequirementsarebasedonthefollowinginformation: SCOPEOFSERVICES ThefollowingscopeofservicesincludesmodificationstothePermitapplicationpackage submittedforTCEQreviewandtoreceive, review, interpret, andrespondtoallcomments generatedbyTCEQinrelationtomodifications.Thepreviouslycontractedtasksarelistedfor reference. Task1 -PermitPreparationPhase(COMPLETE) Task2 -TCEQReviewPhase(COMPLETE) Task3PublicMeetings(TASKDELETED.FEEMOVEDTONEWTASK11) Task4-ContestedCaseHearingPhase(TASKDELETED. SEENEWTASK11) Task5PermitRevisions(COMPLETE) Task6PermittingCoordination(COMPLETE) Task7LocalFloodplainDevelopmentandPermitRevisions(COMPLETE) Task8LocalFloodplainDevelopmentandPermitRevisions (COMPLETE) FEEPROPOSAL PSCproposestocompleteadditionalScopeofServicesasAmendment4foratotalfeeof $85,500.00 thatconsistsofthreetasks, twolumpsumfeetasksof $55,500.00inclusiveoflabor, andexpenses, andone $30,000.00atanhourlyratenottoexceedforthepossiblecontestedhearingcase. ProposedAmendment4 Task9TCEQFloodplainresponse$28,500 BasedontheSeptember21, 2018TCEQemailthatrequested FEMAapprovaloftheworkinthefloodplainonaLumpSumbasis. Task10Non-noticepermitmod$27,000 Thistaskisrequiredasaresultoftherevisedroadalignmentfrom CityofDentonengineeringforMayhillRoadrealignmentona LumpSumbasis. Task11Potentialcontestedcasehearingmod$30,000 AdditionalcostsforpotentialTCEQhearingwithdepositionsand servingasexpertwitnesswhilesittinginon testimony basedonan Amendment4Subtotal$85,500 So,insummary, theprojectcontractbudgetsaredividedbetweentheoriginalcontractand AmendmentsaswellastheproposedAmendment4areshownasfollows: DocuSignEnvelopeID: BBF8BB8B-88B0-4B2C-953F-C11D296FF239 EXHIBITAMr.EthanCoxPage3February19, 2019 OriginalContract / TasksEstimated Fee Task1PermitPreparation (LumpSumbasis)$99,650 Task2TCEQReview (LumpSumbasis)$159,500 Task3PublicMeetings (HourlyTimeandMaterialsbasis)$15,000 Task4ContestedCaseHearing (HourlyTimeandMaterialsbasis)$TBD OriginalFeeTotal$274,150 Amendment1 Task5PermitRevisions (LumpSumbasis)$38,600 Task6PermittingCoordination (HourlyTimeandMaterialsBasis)$10,000 Amendment1Subtotal$48,600 Amendment2 Task7LocalFloodplainDevelopmentandPermitRevisions$14,800 Amendment3 Task8MayhillRoadRight-of-wayadjustmentandbufferzonedetermination$5,960 Amendment4 Task9TCEQFloodplainresponse(September21, 2018TCEQemail) (LumpSumbasis)$28,500 Task10Non-noticepermitmodforMayhillRoadrealignment(LumpSumbasis)$27,000 Task11Potentialcontestedcasehearing (Hourlyrate, maximum-not-to-exceed)$30,000 Amendment4Subtotal$85,500 AMENDEDTOTALFEE$429,010 Foranyquestions, pleasecontactmeat806.473.3526oremailhholder@team-psc.comatyour convenience. Wewouldbehappytodiscusstheseservicesinmoredetail. Youmayindicateyouracceptanceofthisproposalbyreturningonesignedcopyofthisletterto ouroffice.Receiptofsignedcopywillserveasournoticetoproceed. DocuSignEnvelopeID: BBF8BB8B-88B0-4B2C-953F-C11D296FF239 EXHIBITAMr.EthanCoxPage4February19, 2019 Sincerely,Accepted, PARKHILL, SMITH & COOPERINC.(A/E)CITYOFDENTONSOLIDWASTEAND RECYCLINGSERVICES(OWNER) ByBy RobertH. (Holly) Holder, PEEthanCox EnvironmentalSectorDirectorDirector, SolidWasteandRecyclingServices Date:February19, 2019Date: RHH/dg X:\\2016\\0174.16\\00_ADMIN\\00_CONTR\\00_FEE\\2019.01.21PermitAmendment4ModificationsProposal.docx CertificateOfCompletion EnvelopeId: BBF8BB8B88B04B2C953FC11D296FF239Status: Completed Subject: PleaseDocuSign: CityCouncilContract6097ParkhillSmith & CooperAmendment4LandfillPermit SourceEnvelope: DocumentPages: 7Signatures: 5EnvelopeOriginator: CertificatePages: 6Initials: 1JamieCogdell AutoNav: Enabled901BTexasStreet EnvelopeIdStamping: EnabledDenton, TX 76209 TimeZone: (UTC-06:00) CentralTime (US & Canada)Jamie.Cogdell@cityofdenton.com IPAddress: 129.120.6.150 RecordTracking Status: OriginalHolder: JamieCogdellLocation: DocuSign 2/21/20193:16:46PM Jamie.Cogdell@cityofdenton.com SignerEventsSignatureTimestamp JamieCogdellSent: 2/21/20193:20:21PMCompletedjamie.cogdell@cityofdenton.comViewed: 2/21/20193:20:35PM SeniorBuyerSigned: 2/21/20193:21:02PM UsingIPAddress: 129.120.6.150CityOfDenton SecurityLevel: Email, AccountAuthentication None) ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign LoriHewellSent: 2/21/20193:21:04PM lori.hewell@cityofdenton.comViewed: 2/21/20193:54:56PM PurchasingManagerSigned: 2/21/20193:55:13PM CityofDenton SignatureAdoption: Pre-selectedStyleSecurityLevel: Email, AccountAuthentication UsingIPAddress: 129.120.6.150None) ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign MackReinwandSent: 2/21/20193:55:14PM mack.reinwand@cityofdenton.comViewed: 2/22/201910:36:20AM CityofDentonSigned: 2/22/201910:39:19AM SecurityLevel: Email, AccountAuthentication SignatureAdoption: Pre-selectedStyleNone) UsingIPAddress: 129.120.6.150 ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign RobertHHolderSent: 2/22/201910:39:21AM hholder@TEAM-PSC.comViewed: 2/22/201911:13:38AM PrincipalSigned: 2/22/201911:39:44AM Parkhill, Smith & Cooper, Inc. SignatureAdoption: Pre-selectedStyleSecurityLevel: Email, AccountAuthentication UsingIPAddress: 12.233.245.139None) ElectronicRecordandSignatureDisclosure: Accepted: 8/8/20185:17:12PM ID: fce1bfde-fa6e-4521-b512-65424e40964e SignerEventsSignatureTimestamp ethancoxSent: 2/22/201911:39:46AM ethan.cox@cityofdenton.comViewed: 2/22/201912:08:19PM DirectorofSolidWasteSigned: 2/22/201912:08:37PM SecurityLevel: Email, AccountAuthentication SignatureAdoption: Pre-selectedStyleNone) UsingIPAddress: 129.120.6.150 ElectronicRecordandSignatureDisclosure: Accepted: 8/7/20184:24:18PM ID: feebacc3-151e-47bb-af6d-be8889ffcb35 TabithaMillsopSent: 2/22/201912:08:39PMCompleted tabitha.millsop@cityofdenton.comViewed: 4/3/20199:05:39AM CityofDentonSigned: 4/3/20199:06:43AM UsingIPAddress: 129.120.6.150SecurityLevel: Email, AccountAuthentication None) ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign ToddHilemanSent: 4/3/20199:06:46AM Todd.Hileman@cityofdenton.comViewed: 4/3/20199:10:18AM CityManagerSigned: 4/3/20199:10:24AM CityofDenton SignatureAdoption: Pre-selectedStyleSecurityLevel: Email, AccountAuthentication UsingIPAddress: 47.190.47.120None) Signedusingmobile ElectronicRecordandSignatureDisclosure: Accepted: 7/25/201711:02:14AM ID: 57619fbf-2aec-4b1f-805d-6bd7d9966f21 RosaRiosSent: 4/3/20199:10:26AM rosa.rios@cityofdenton.comResent: 4/4/20199:30:23AM SecurityLevel: Email, AccountAuthentication Viewed: 4/4/201910:36:59AM None) Signed: 4/4/201910:39:25AMSignatureAdoption: Pre-selectedStyle UsingIPAddress: 129.120.6.150 ElectronicRecordandSignatureDisclosure: Accepted: 4/4/201910:36:59AM ID: 9731a6e3-dc3d-4fca-8c6e-13105f3b5920 InPersonSignerEventsSignatureTimestamp EditorDeliveryEventsStatusTimestamp AgentDeliveryEventsStatusTimestamp IntermediaryDeliveryEventsStatusTimestamp CertifiedDeliveryEventsStatusTimestamp CarbonCopyEventsStatusTimestamp SherriThurmanSent: 2/21/20193:21:04PM sherri.thurman@cityofdenton.com CityofDenton SecurityLevel: Email, AccountAuthentication None) ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign CarbonCopyEventsStatusTimestamp JaneRichardsonSent: 4/3/20199:06:45AM jane.richardson@cityofdenton.comViewed: 4/3/201911:15:14AM AssistantCitySecretary CityofDenton SecurityLevel: Email, AccountAuthentication None) ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign JenniferBridgesSent: 4/4/201910:39:27AM jennifer.bridges@cityofdenton.com ProcurementAssistant CityofDenton SecurityLevel: Email, AccountAuthentication None) ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign JaneRichardsonSent: 4/4/201910:39:28AM jane.richardson@cityofdenton.comViewed: 4/5/20194:35:55PM AssistantCitySecretary CityofDenton SecurityLevel: Email, AccountAuthentication None) ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign NotaryEventsSignatureTimestamp EnvelopeSummaryEventsStatusTimestamps EnvelopeSentHashed/Encrypted4/4/201910:39:28AM CertifiedDeliveredSecurityChecked4/4/201910:39:28AM SigningCompleteSecurityChecked4/4/201910:39:28AM CompletedSecurityChecked4/4/201910:39:28AM PaymentEventsStatusTimestamps ElectronicRecordandSignatureDisclosure ELECTRONICRECORDANDSIGNATUREDISCLOSURE Fromtimetotime, CityofDenton (we, usorCompany) mayberequiredbylawtoprovideto youcertainwrittennoticesordisclosures. 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