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24-269ORDINANCE NO. 24-269 AN ORDINANCE OF THE CITY OF DENTON, A TEXAS HOME-RULE MUNICIPALCORPORATION, AUTHORIZING THE APPROVAL OF A FIRST AMENDMENT TO APROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF DENTON AND HDRENGINEERING, INC., AMENDING THE CONTRACT APPROVED BY CITY COUNCIL ON NOVEMBER 1, 2022, IN THE NOT-TO-EXCEED AMOUNT OF $217,106.50, SAID FIRSTAMENDMENT TO PROVIDE LEAD AND COPPER PUBLIC OUTREACH AND CRISISCOMMUNICATION PLAN FOR THE WATER DEPARTMENT; PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFOR; AND PROVIDING AN EFFECTIVE DATE (RFQ7574-019 – PROVIDING FOR AN ADDITIONAL FIRST AMENDMENT EXPENDITURE AMOUNT NOT-TO-EXCEED $93,375.50, WITH THE TOTAL CONTRACT AMOUNT NOT- TO-EXCEED $3 10,482.00). WHEREAS, on November 1, 2022, City Council awarded a contract to HDR Engineering, Inc. in the amount of $217,106.50, for professional engineering services on the Lead and Copper Public Outreach and Crisis Communication Plan for the Water Utilities Department; and WHEREAS, this procurement was undertaken as part of the City’s governmentalfunction; and WHEREAS, the additional fees under the proposed First 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 First Amendment, increasing the amount of the contract between the Cityand HDR Engineering, Inc., which is on file in the office of the Purchasing Agent, in the amount of Ninety-Three Thousand Three Hundred Seventy-Five and 50/100 ($93,375.50) Dollars, is hereby approved, and the expenditure of funds therefor is hereby authorized in accordance with said amendment which shall be effective upon the execution of the amendment attached hereto. The total contract amount increases to $3 10,482.00. SECTION 2. This ordinance shall become effective immediately upon its passage and approval. The mgion tobapRr9ve this following vote U - E : ordinance was made by Br,-J,_ CL.'.K hL6€b and ' This ordinance was passed and approved by the I n • a + I = B • + + + Aye Nay Abstain Absent Mayor Gerard Hudspeth: Vicki Byrd, District 1 : Brian Beck. District 2: Paul Meltzer. District 3 : Joe Holland. District 4: Brandon Chase McGee, At Large Place 5 : Chris Watts, At Large Place 6: JJ/ / ,/ \/ ,/ PASSED AND APPROVED thi, th, aN '- day of ab,.,,r , 2024 GERARD HUDSPETH, MAYOR ATTEST: JESUS SALAZAR, CITY SECRETARY 9\ T)! NI#/)? APPROVED AS TO LEGAL FORM:MACK RE[NWAND, CITY ATTORNEY !! id!!TubD=iE R; i o::: By ' and Groups, ou=General-'-'-XXIhyt\\h\ \\\hr\ -:====1=y* email=Marcella.Lunn@cityofdent BE leT T024.0129 16:49:06 46'oo' S \ DocuSign Envelope ID: AEEEE85C-lC2A4254-9E30-IAA9845E7E54 DENTON Docusign City Council Transmitta I Coversheet 7574–019 File Name Lead & Copper Publlc Outreach & Crisls Communicatlon P ban Purchasing Contact GabbY Leeper City Council Target Date FEBRUARY 20’ 2024 p1 1 cab1 ePiggy Back Option Contract Expiration Ordinance PSA Not AP N/A 24-269 DocuSign Envelope ID: AEEEE85C-lC2AJ1254-9E30-IAA9845E7E54 FIRST AMENDMENT TO CONTRACT BY AND BETWEEN THE CITY OF DENTON, TEXASAND HDR ENGINEERING, INC.PSA 7574-019 THE STATE OF TEXAS § §COUNTY OF DENTON THIS FIRST AMENDMENT TO CONTRACT 7574-019 (“Amendment”) by and between the City of Denton, Texas (“City”) and HDR Engineering, Inc. (“Engineer”); to that certain contract executed on November 1, 2022, in the original not-to-exceed amountof $217,106.50 (the “Agreement”); for services related to Lead and Copper PublicOutreach and Crisis Communication Plan WHEREAS, the City deems it necessary to further expand the services provided by Engineer to the City pursuant to the terms of the Agreement, and to provide an additional not-to-exceed amount $93,375.50 with this Amendment for an aggregate not-to-exceedamount of $3 10,482.00; and FURTHERMORE, the City deems it necessary to further expand the goods/services provided by Engineer to the City; NOW THEREFORE, the City and Engineer (hereafter collectively referred to as the “Parties”), in consideration of their mutual promises and covenants, as well as for other good and valuable considerations, do hereby AGREE to the following Amendment, which amends the following terms and conditions of the said Agreement, to wit: 1.The additional services described in Exhibit “A“ of this Amendment, attached hereto and incorporated herein for all purposes, for professional services related to the Lead and Copper Public Outreach and Crisis Communication Plan, are hereby authorized to be performed by Engineer. For and in consideration of the additional services to be performed by Engineer, the City agrees to pay, based on the costestimate detail attached as Exhibit “B” to this Amendment, attached hereto and incorporated herein for all purposes, a total fee, including reimbursement for non- labor expenses an amount not to exceed $93,375.50. 2. This Amendment modifies the Agreement amount to provide an additional $93,375.50 for the additional services with a revised aggregate not to exceed totalof $3 10,482.00. 7574-019 PSA – Amendment #1 Page 1 of 2 DocuSign Envelope ID: AEEEE85C-lC2A4254-9E30-IAA9845E7E54 The Parties hereto agree, that except as specifically provided for by this Amendment, that all of the terms, covenants, conditions, agreements, rights, responsibilities, and obligationsof the Parties, set forth in the Agreement remain in full force and effect. IN WITNESS WHEREOF, the City and the Engineer, have each executed this Amendment electronically, by and through their respective duly authorized representativesand officers on this date 02/20/2024 “City”“Engineer” CITY OF DENTON. TEXAS A Texas Municipal Corporation HDR ENGINEERING, INC. By:'DocuSigned bF SMA A- 'DocuSigned by vice President TLI C1 ty Manager :IGNOR, TITLE THIS AGREEMENT HAS BEENBOTH REVIEWED AND APPROVED as to financial and operational obligations and business terms. ATTEST: JESUS SALAZAR, CITY SECRETARY B I(pr : $$4+r=DocuSlgned by: btW dayIEWa Stephen GayPRINTED NAME Director, Water Ut111tlesTITLE APPROVED AS TO LEGAL FORM: MACK REINWAND, CITY ATTORNEY Water ttt11itlesDEPARTMENT 'DocuSigned bFBYMAI 7574-019 PSA – Amendment # 1 Page 2 of 2 DocuSign Envelope ID: AEEEE85C-lC2A4254-9E30-IAA9845E7E54 Amendment 1 Exhibit A- Scope of ServicesLead and Copper Public Outreach and Crisis Communication Plan, City of Denton, TexasProject No. AMENDMENT 1EXHIBIT A - SCOPE OF SERVICES LEAD AND COPPER PUBLIC OUTREACH AND CRISIS COMMUNICATION PLAN CITY OF DENTON, TEXASPROJECT NO. 7574-019 GENERAL DESCRIPTION The City of Denton ("City") selected HDR Engineering, Inc. (’'A/E") as the Architectural/Engineering (A/E) firm for professional services on the Lead and Copper Public Outreach andCrisis Communication Plan (Project). This Scope of Services sets forth the services, activities, deliverables, and responsibilities that will be performed by the A/E pursuant to the Agreement. The terms contained in this Scope of Services shall have the meanings set forth in the Agreement unless otherwise defined in theScope of Services. BACKGROUND On December 16, 2021, the United States Environmental Protection Agency (EPA) updated the Lead and Copper Rule (LCR). The LCR Revisions (LCRFt) put in place a proactive and holisticframework designed to address lead and copper in drinking water systems. The rule requires utilities to comply with more robust testing requirements, adhere to updated action levels, and to create aplan to replace lead service lines. As an amendment to the original Lead and Copper Public Outreach and Crisis CommunicationPlan dated November 1, 2022, this Scope of Services incorporates development of a proactiveresponse plan for Water Utilities staff to meet LCRR requirements as adopted by the TCEQ andthe EPA. The objectives for the response plan focus on developing a roadmap for compliance,including delineating sampling and testing requirements, developing guidance pertaining to the identification and replacement of lead service lines, and notation of follow-up requirements (postline replacement). The response plan will include scenario analysis to enumerate financialimplications (i.e., impacts to the capital program) associated with potential outcomes and decisions with regard to lead service line replacement. The plan components are outlined below. ASSUMPTIONS The following assumptions have been included in the preparation of this Scope of Services.Should deviations from these assumptions be required to deliver the services described in thisScope of Services, the scope of services and compensation shall be modified accordingly, and approved by City in writing, before any changes to this Scope of Services can be implementedor delivery of the original Scope of Services completed. •General Assumptions o City has provided A/E a copy of current department procedures in relation to water sampling, testing and water line replacement. City staff will be available forworkshops (virtual or in-person, to be determined) and follow-upcorrespondence . •General Assumptions 0 Documents will be delivered electronically. 0 Materials will be provided in Word, Excel, PPT, or PDF as appropriate. 1 DocuSign Envelope ID: AEEEE85C-lC2A4254-9E30-IAA9845E7E54 Amendment 1 Exhibit A– Scope of ServicesLead and Copper Public Outreach and Crisis Communication Plan, City of Denton. TexasProject No. 0 0 0 City will perform up to three rounds of review on content documents andmaterials. City will have up to two weeks for review per document and provide consolidatedcomments from staff members. City will distribute plan information to its employees. SCOPE OF SERVICES The tasks set forth in this Scope of Services and the services, activities, responsibilities, and deliverables to be performed or provided by A/E, in accordance with the Agreement, are asfollows : TASK A1 RESPONSE PLAN DEVELOPMENT The A/E will develop a response plan for meeting LCRR requirements as well as monitor ongoing updates by the TCEQ and EPA. A/E will provide updates to the plan as requirements are updated throughout the project lifecycle, including potential changes that come from the planned LCR Improvements. Task A1 .1 Task Management. This task includes general functions required to maintain the taskschedule, budget, and quality control. A/E shall append monthly status reports with updatespertaining to this task and add this task to monthly invoices as defined per the original EngineeringRelated Professional Services Agreement. A/E will participate in monthly status meetings with theCity project manager through the anticipated 18-month schedule for the project and that thesemeetings will primarily be virtual. A/E will prepare agendas and meeting notes for each monthly meeting for submittal to City. Task A1 .2 LCRR Response Plan and Replacement Roadmap. The A/E will develop aresponse plan to help Water Utilities staff further understand the actions required to comply withthe LCRR. The plan will include outlining the revised rule’s standard requirements and actionsnecessary to meet those requirements. The plan will serve as a roadmap for compliance and will also include procedures to help staff meet the revised rule’s standard requirements andsupplementary steps to follow in the case of a trigger or action level exceedance.Response plan development includes the following subtasks: •The A/E will create a roadmap that outlines baseline replacement requirements as wellas potential alternative scenarios that meet or exceed requirements. The effort incudesdeveloping replacement plans based on alternative scenarios and conducting cost- benefit analysis with summary of financial implications for implementing the alternativescenarios. Effort does not include analysis beyond implications of replacing pipe. There may be other considerations related to additional improvements (e.g. roadway,sidewalks, drainage) that could influence prioritization of replacement. Otherconsiderations may also factor into prioritization. A/E can provide prioritization analysisas an additional service if desired by the City upon completing initial steps. A/E will conduct an in-person workshop of up to 4 hours to distinguish line replacementscenarios based on a matrix of alternatives agreed to by the City in the workshop. Thesescenarios will be used to inform the roadmap to meet LCRR requirements. A/E will develop a flow chart and associated checklist delineating LCRR compliancerequirements. Upon developing the initial draft, A/E will conduct interviews with staff tounderstand and document adjustments to current processes, identify gaps, identify any needs (e.g., equipment, technology, or other). This effort will consist of up to 12 hours ofindividual or small group in-person interviews with key staff responsible for implementing • • 2 DocuSign Envelope ID: AEEEE85C-1 C2A425&9E30-IAA9845E7E54 Amendment 1 Exhibit A– Scope of ServicesLead and Copper Public Outreach and Crisis Communication Plan, City of Denton, TexasProject No. the response plan. The City will identify key staff to participate in interviews.The A/E will conduct up to two four-hour workshops with City staff to review the draft response plan and replacement roadmap with alternative scenario analysis. The reviewteam will consist of Water Utility leadership as well as key staff from each division thatwill be responsible for leading implementation efforts. One workshop would be heldbefore the staff interviews and one would be held after the interviews when the draft plan has been updated to reflect feedback. The A/E will hold 1 three-hour workshop to train City staff on discussing and implementing the response plan. The workshop would be for department leaders andkey staff that will implement procedures in their divisions. The City would identify staff toparticipate in these workshops. The A/E will create a PowerPoint presentation summarizing key elements of the response plan, to be used in training Water Utility staff. It is anticipated the outcome mayinclude adjusted department procedures to meet the updated lead service line inventorydevelopment, sampling, testing and line replacement procedures. • • • Task A1 .3 LCR Improvements Updates As the EPA continues to develop the LCR Improvements, the A/E will monitor potential changes to LCRR requirements by TCEQ and the EPA and provide up to three (3) updates regarding status. As part of this task, the A/E willdevelop a final update to the response plan and replacement roadmap that incorporates LCR Improvement requirements. • The A/E will provide up to three (3) updates with federal and industry news andcommunications including what other utilities may be doing to meet the LCRR requirements. The update will include a summary and URL links to articles. DELIVERABLES Task A1 .2 LCRR Response Plana 0 Staff Interviews • One 4-hour work scenario workshop with City Staff to identify alternativescenarios for line replacement Up to 12 hours of in-person interviews with Water Utility staff to discusscurrent operating procedures. • Documentation of department compliance operating procedures related to LCRR 0 Response Plan – Draft & Final Draft and final response plan which outlines the updated requirements,responsibilities by utility division, timeframes to complete activities, andapproval processes needed for line replacement. • Two workshops with Utility leadership to review the draft response plan.• One PowerPoint Presentation that provides an overview of the response plan to be used for training purposes 0 Replacement Plan Roadmap Roadmap for use with Elected Officials and other City staff that outlinesreplacement scenarios and pathways for compliance. • Draft and final response plan workshop summaries• Staff Training WorkshopOne three-hour workshop to train City staff on implementing the response•0 plan. 3 DocuSign Envelope ID: AEEEE85C-lC2A-+254-9E30-IAA9845E7E54 Amendment 1 Exhibit A– Scope of Services Lead and Copper Public Outreach and Crisis Communication Plan, City of Denton, TexasProject No • Task A1.3 LCRR Requirement Monitoring o Up to three (3) updates regarding potential changes with the planned LCRImprovements, including TCEQ and EPA guideline changes and recommendedupdates to the response plan and replacement roadmap. F: iI! ITggI!;AiP iEl ga111 8iC) C) ii }gIiI rD g .g El E giI;g g3 el a {a a ! gI g#ii :EE : Eli{ Ii a [X>cuSign Certificate Of Completion Envelope Id: AEEEE85CI C2A42549E301 AA9845E7E54 Subject: Please DocuSign: City Council Contract 7574419 Lead and Copper Public Outreach Amendment 1 Status: Completed Source Envelope: Document Pages: 8 Certificate Pages: 6 AutoNav: Enabled Signatures: 5 Envelope Originator: Gabby LeeperInitials: 1 901 B Texas Street Envelopeld Stamping: Enabled Time Zone: (UTC-06:00) Central Time (US & Canada) Denton, TX 76209 Gabby.Leeper@cityofdenton.com IP Address: 198.49.140.104 Record Tracking Status: Original 12/8/2023 11 :20:16 AM Holder: Gabby Leeper Gabby.Leeper@cityofdenton.com Location: DocuSign Signer Events Gabby Leeper gabby.leeper@cityofdenton.com Buyer City of Denton Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure:Not Offered via DocuSign Signature Timestamp Sent: 12/8/2023 1 1 :43:12 AM Viewed: 12/8/2023 1 1 :43:23 AM Signed: 12/8/2023 11 :44:09 AM Completed Using IP Address: 198.49.140.104 Lori Hewell lori.hewell@cityofdenton.com Purchasing Manager City of Denton Security Level: Email, Account Authentication(None) Sent: 12/8/2023 1 1 :44:12 AM Viewed: 12/8/2023 1 1 :51 :03 AM Signed: 12/8/2023 11 :52:26 AM Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.104 Electronic Record and Signature Disclosure: Not Offered via DocuSign Marcella Lunn marcella.lunn@cityofdenton.com Mack Reinwand City Attorney City of Denton Security Level: Email, Account Authentication(None) -D$alSOd bp IMartL£hUhM, .4B070B31&4AM38 Sent: 12/8/2023 1 1:52:28 AM Viewed: 12/1 1/2023 3:57:09 PM Signed: 12/1 1/2023 3:58:55 PM Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.10 Electronic Record and Signature Disclosure:Not Offered via DocuSign Lucas Bathurst Lucas.Bathurst@hdrinc.comVice President HDR Engineering, Inc. Security Level: Email, Account Authentication(None) -DocuSlgrnd bF ItbasDMr#.093D5D42BE&aAF Sent: 1/24/2024 1:55:09 PM Viewed: 1/25/2024 9:37:14 AM Signed: 1/25/2024 9:37:53 AM Signature Adoption: Pre-selected Style Using IP Address: 163.116.133.114 Electronic Record and Signature Disclosure:Accepted: 1/25/2024 9:37:14 AMID: Oa38db5a-d84c216f5-bOe6-55eeclcdd42 1 Signer Events Stephen Gay Stephen.Gay@cityofdenton.com Director, Water Utilities Water Utlilities Security Level: Email, Account Authentication(None) Signature ,F-DOaBW brbia:hI Timestamp Sent: 1/25/2024 9:37:56 AM Viewed: 1/25/2024 11 :56:39 AM Signed: 1/25/2024 11 :57:33 AM Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.10 Electronic Record and Signature Disclosure:Accepted: 1/25/2024 11 :56:39 AMID: 49d3c80a4)38e457b-b2d5-504c87ebde06 Cheyenne Defee cheyenne.defee@cityofdenton.com Procurement Administration Supervisor City of Denton Security Level: Email, Account Authentication(None) ElectronIc Record and Signature Disclosure:Not Offered via DocuSign Completed Sent: 1/25/2024 11 :57:36 AM Viewed: 2/21/2024 8:29:01 AM Signed: 2/21/2024 8:29:34 AMUsing IP Address: 198.49.140.10 Sara Hensley sara.hensley@cityofdenton.com City Manager City of Denton Security Level: Email, Account Authentication(None) •DocuSlgrnd byI SMA Hn©.523©B296270423 Sent: 2/21/2024 8:29:37 AM Viewed: 2/21/2024 9:21 :51 AM Signed: 2/21/2024 9:22:00 AM Signature Adoption: Pre-selected Style Using IP Address: 47.190.47.120 Signed using mobile Electronic Record and Signature Disclosure:Not Offered via DocuSign Jesus Salazar jesus.salazar@cityofdenton.com Security Level: Email, Account Authentication(None) Sent: 2/21/2024 9:22:03 AM Viewed: 2/21/2024 1 1 :34:46 AM Signed: 2/21/2024 1 1 :36:07 AM Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.10 Electronic Record and Signature Disclosure:Accepted: 2/21/2024 11 :34:46 AMID: 858a2e41-97b54b8e48f2-04b35e240b82 In Person Signer Events Signature Status Timestamp Editor Delivery Events Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Status Timestamp Carbon Copy Events Cheyenne Defee cheyenne.defee@cityofdenton.com Procurement Administration Supervisor City of Denton Security Level: Email, Account Authentication(None) ElectronIc Record and Signature Disclosure:Not Offered via DocuSign Timestamp Sent: 12/8/2023 11 :44:12 AM Carbon Copy Events Gretna Jones gretna.jones@cityofdenton.com Legal Secretary City of Denton Security Level: Email, Account Authentication(None) Electronic Record and Signature Disclosure:Not Offered via DocuSign Status Timestamp Sent: 1/25/2024 11 :57:35 AM Viewed: 1/29/2024 8:36:49 AM City Secretary Office citysecretary@cityofdenton.com Security Level: Email, Account Authentication(None) Electronic Record and Signature Disclosure:Not Offered via DocuSign Sent: 2/21/2024 11:36:09 AM Viewed: 2/21/2024 4:29:29 PM Haley Salazar Haley.Salazar@cityofdenton.com haley cod Security Level: Email, Account Authentication(None) Electronic Record and Signature Disclosure:Accepted: 11/9/2023 1 1:19:24 AMID: 1675157b-9c7a46fe-9d90-29cc51b8fffc Sent: 2/21/2024 11 :36:10 AM Gwen Jurisich Gwen.Jurisich@hdrinc.com Gwen Jurisich HDR Engineering Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure:Not Offered via DocuSign Sent: 2/21/2024 11:36:11 AM Witness Events Signature Signature Timestamp Notary Events Timestamp Envelope Summary Events Envelope Sent Envelope Updated Envelope Updated Envelope Updated Envelope Updated Certified Delivered Signing Complete Completed Status Timestamps 12/8/2023 11 :43:12 AM 1/5/2024 10:15:25 AM 1/5/2024 10:15:25 AM 1/24/2024 1 :54:05 PM 1/24/2024 1 :54:05 PM 2/21/2024 11 :34:46 AM 2/21/2024 11 :36:07 AM 2/21/2024 11 :36:11 AM Hashed/Encrypted Security Checked Security Checked Security Checked Security Checked Security Checked Security Checked Security Checked Payment Events Status Timestamps Electronic Record and Signature Disclosure Electronic Record and Signature Disclosure created on: 7/21/2017 3:59:03 PM Parties agreed to: Lucas Bathurst, Stephen Gay, Jesus Salazar, Haley Salazar ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of Denton (we, us or Company) may be required by law to provide toyou certain written notices or disclosures. 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