24-539ORDINANCE NO. 24-539
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 HALFFASSOCIATES, INC., AMENDING THE CONTRACT APPROVED BY THE CITY COUNCILON NOVEMBER 15, 2022, IN THE NOT-TO-EXCEED AMOUNT OF $1,144,280.00; SAIDFIRST AMENDMENT TO PROVEDE ADDITIONAL ENGINEERING AND DESIGN SERVICES
FOR A CONDITIONAL LETTER OF MAP REVISION AND A LETtER OF MAP REVISION INRELATION TO THE WESTGATE DRIVE RECONSTRUCTION PROJECT FOR THE CAPITAL
PROJECTS DEPARTMENT; PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFOR;AND PROVIDING AN EFFECTIVE DATE (RFQ 7599-011 – PROVIDING FOR ANADDITIONAL FIRST AMENDMENT EXPENDITURE AMOUNT NOT-TO-EXCEED
$62,000.00, WITH THE TOTAL CONTRACT AMOUNT NOT-TO-EXCEED $1,206,280.00).
WHEREAS, on November 15, 2022, City Council awarded a contract to Halff Associates,
Inc. in the amount of $1,144,280.00, for the design of the Westgate Drive Reconstruction Project for
the Capital Improvements 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 City
and Halff Associates, Inc., which is on file in the office of the Purchasing Agent, in the amount of
Sixty-Two Thousand and 0/100 ($62,000.00) 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
$ 1 ,206,280.00.
SECTION 2. This ordinance shall become effective immediately upon its passage and
approval.
The moti9n to approvelthis ordinance was made by Bt r &b Be ok and
seconded by /r &h: By r J . This ordinance was passed and approved by thefollowing vote a-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:
,/7/-L
\/
,/
PASSED AND APPROVED this the 19 th day of Arch . 2024
MAYOR
ATTEST:
JESUS SALAZAR, CITY SECRETARY Ma%i:+Wq'lhI,ea
APPROVED AS TO LEGAL FORM:
MACK REINWAND, CITY ATTORNEY
:E):!£TiieIiTi :: :: iEr
By : and Groups, ou=GeneralX-1 hIIM\:H=PIM!
DocuSign Envelope ID: 86AA07FB-74A849F2-B364-798C36164A73
DENTON
Docusign City Council Transmittal Coversheet
7599-011PSA
File Name I Westgate Dr. Reconstruction Design Amendment 1
Purchasing Contact Erlca Garcia
City Council Target Date MARCH 19’ 2024
11 cab1 ePiggy Back Option
Contract Expiration
Ordinance
Not App
N/A
24-539
DocuSign Envelope ID: 86AA07FB-74A849F2-B364-798C36164A73
FIRST AMENDMENT TO CONTRACTBY AND BETWEEN THE CITY OF DENTON, TEXASAND HALFF ASSOCIATES, INC.
PSA 7599-011
THE STATE OF TEXAS §
§COUNTY OF DENTON
THIS FIRST AMENDMENT TO CONTRACT 7599-011 (“Amendment”) by and
between the City of Denton, Texas (“City”) and Halff Associates, Inc. (“Engineer”); to that
certain contract executed on November 15, 2022, in the original not-to-exceed amount of
$1,144,280 (the “Agreement”); for services related to Westgate Drive Reconstruction
Project
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 of $62,000 with this Amendment for an aggregate not-to-exceed
amount of $ 1,206,280; 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 Westgate Drive Reconstruction Project, 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 cost estimate detail attached as
Exhibit “A”, a total fee, including reimbursement for non-labor expenses an amount
not to exceed $62,000.
2. This Amendment modifies the Agreement amount to provide an additional $62,000for the additional services with a revised aggregate not to exceed total of
$1 ,206,280.
The Parties hereto agree, that except as specifically provided for by this Amendment, that
all of the terms, covenants, conditions, agreements, rights, responsibilities, and obligations
of the Parties, set forth in the Agreement remain in full force and effect.
7599-011 PSA – Amendment # 1 Page 1 of 2
DocuSign Envelope ID: 86AA07FB-74A849F2-B364-798C36164A73
IN WITNESS WHEREOF, the City and the Engineer, have each executed this
Amendment electjDnically, A2@Mugh their respective duly authorized npnsentatNesand officers on this date
BY:CITY OF DENTON, TEXAS BY:ENGINEERA%FM$OCIATES, INC
sata-Hensley, City Manager Benjamin McGahey
Date: 02/22/2024
THIS AGREEMENT HAS BEENBOTH REVIEWED AND APPROVED
as to financial and operational
im and business terms
/++,a £44n1 PeP
MT5HE
Director of capita1 Projects
Title
Caplta1 projects
Department
02/22/2024Date Signed:
APPROVED AS TO LEGAL FORM:
7599-011 PSA – Amendment #1 Page 2 of 2
DocuSign Envelope ID: 86AA07FB-74A849F2-B364-798C36164A73
EXHIBIT AAMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT
ADDITIONAL SERVICES
FEMA CLOMR and LOMR Amendment to
Westgate Drive Reconstruction ProjectFILE 7599-011
As per the meeting had on October 24, 2023, with City of Denton staff, this amendment
is to add FEMA Conditional Letter of Map Revision (CLC)MR) and Letter of Map Revision
(LOM R) services to the original contract File 7599-011 , which was executed on November
15, 2022. The scope for the CLOMR and LOMR is stated below:
I FEMA Conditional Letter of Map Revision (CLOMR)
The Engineer shall develop a FEMA CLOMR based on the results of the Westgate
Drive Floodplain Analysis. The approved 90% design plans will be the basis of the
CLOMR. Any deviations in design or construction from that study will require additionalservices and fees. The following task will be performed to support a CLOMR
application submittal to FEMA:
1. Hydraulic Modeling for Proposed Conditions
The floodplain analysis for proposed conditions FEMA model shall be used for the
CLOMR submittal; therefore, no additional proposed conditions hydraulic modelingwill be required.
•Utilize hydraulic modeling, utilizing FEMA effective discharges, for the
floodplain analysis to compute revised existing and proposed water surface
elevations. Compare results to effective conditions.
•
•
Delineate 100-year, 500-year and regulatory floodway boundaries.
Conduct a Quality Assessment/Quality Control review of the hydraulicmodels.
2. Forms and Exhibits
• Complete the following forms, and include attachments and exhibits as
required by FEMA:o Form 1- Overview and Concurrence Form
o Form 2 - Riverine Hydraulics and Hydrology Form
o Form 3 - Riverine Structures Form.
o Payment Information Form
DocuSign Envelope ID: 86AA07FB-74A849F2-B364-798C36164A73
• Compile comparison tables, including but not limited to, a 1-percent-annual-
chance flood elevation (100-year) comparison table and floodway comparisontable
• Prepare FEMA required workmap showing existing and proposed topography,
proposed site plan, existing and proposed floodplains, and floodway.
• Prepare a scaled revised DFIRM exhibit and annotate.
3. Compliance with the Endangered Species Act (ESA)
•
•
Perform a desktop review of listed species and limited field work to confirm
that no endangered species will be harmed.
Apply for an Incidental Take Permit (ITP) from the National Marine Fisheries
Service (NMFS) and the U.S. Fish and Wildlife Service (USFWS) ifnecessary .
•Obtain a letter from the NMFS and the USFWS indicating their determination
that the project is "not likely to adversely affect" any endangered species.
4. CLOMR Application Report
•
•
Update the floodplains analysis report to a CLOMR Report to be submitted to
the City of Denton and FEMA.
Submit and present the report to the City of Denton for review, approval, and
signatures. This scope of work includes one (1) meeting with the City of
Denton for the purpose of review and signature of the CLOMR report.
•
•
•
•
Prepare newspaper publication floodway notice if needed.
Prepare documentation and notification letters to affected property owners.
Digital CLOMR submittal to FEMA LOMC Depot via online submittal.
Online FEMA fee for CLOMR review is $6,500 (subject to change) as of
November 2023 and is to be paid by CLIENT. The fee in this proposal does
not include the submittal fee for the CLOMR application.
•
•
Coordination with City of Denton during review.
Coordination with FEMA during the review stage, modifications to analysisand report as required by FEMA.
11.FEMA Letter of Map Revision (LOMR)
The Engineer shall develop a FEMA LOMR based on the above developed CLOMR.
DocuSign Envelope ID: 86AA07FB-74A849F2-B364-798C36164A73
Any deviations in design or construction from that study will require additionalservices and fees.
1. Hydraulic Modeling for As-Built Conditions
•
•
•
•
Refine the FEMA accepted CLOMR model based on as-built conditions. As-
built/Record Drawings from the Design team will be used.
Modify proposed conditions Pecan Creek above SCS Reservoir #16 modelestablished during CLOMR phase to reflect as-built conditions.
Perform a Quality Assurance/Quality Control review of the as-built model.
Execute and debug .
Compare water surface elevations from as-built conditions to FEMA effectiveconditions.
•If any discrepancies result from the model review, adjust modeling as
necessary based upon existing topography and record drawings to adhere toCity of Denton and FEMA standards as necessary.
•
•
Perform floodway analysis.
Delineate 100- and 500-year floodplain and generate regulatory floodwayboundaries.
2. Forms and Exhibits
• Prepare exhibits and prepare forms for a report to FEMA pertaining to existingland use conditions.
•Complete the following forms, and include attachments and exhibits as
required by FEMA:o Form 1- Overview and Concurrence Form
o Form 2 - Riverine Hydraulics and Hydrology Form
o Form 3 - Riverine Structures Form.
o Payment Information Form
•Compile comparison tables, including but not limited to, a 1-percent-annual-
chance flood elevation (100-year) comparison table and floodway comparisontable
• Prepare FEMA required workmap showing existing and proposed topography,
proposed site plan, existing and proposed floodplains, and floodway.
• Prepare a scaled revised DFIRM exhibit and annotate.
DocuSign Envelope ID: 86AA07FB-74A849F2-B364-798C36164A73
• Prepare documentation and notification letters to affected property owners (if
needed) .
• Prepare newspaper publication floodway notice if needed.
3. LOMR Application Report
•
•
Prepare LOMR Report to be submitted to the City of Denton.
Submit and present the report to the City of Denton for review, approval, and
signatures. This scope of work includes one (1) meeting with the City ofDenton for the purpose of review and signature of the LOMR report.
•
•
Digital LOMR submittal to FEMA LOMC Depot via online submittal.
Online FEMA fee for LOMR review is $8,000 (subject to change) as of
November 2023 and is to be paid by CLIENT. The fee in this proposal does
not include the submittal fee for the CLOMR application.
•
•
Coordination with City of Denton during FEMA review.
Coordination with FEMA during the review stage, including modifications to
analysis and report as required by FEMA.
III. Schedule
1. Completion of FEMA Conditional Letter of Map Revision (CLOMFR): 120 calendar
days from date of written authorization to begin work.
2. Completion of FEMA Letter of Map Revision (LOMR): 120 calendar days from dateof receipt of Contractor Redlines/As-Built Drawings upon completion ofconstruction.
IV. AMENDMENT NO. 1 FEESUMMARY
FEMA Conditional Letter of Map RevisionFEMA Letter of Map RevisionTotal Contract Amendment No. 1
$42 ,000
$20,000$62,000
SUMMARY OF THE AMMENDED CONTRACT
Original ContractAmendment No. 1Amended Contract Amount
$1 ,144,280
$62 ,000
$1 ,206,280
Certificate Of Completion
Envelope Id: 86AA07FB74A849F2B364798C36164A73 Status: Completed
Subject: Please DocuSign: City Council Contract 7599-011 Westgate Dr. Construction Design Amendment 1
Source Envelope:
Document Pages: 7
Certificate Pages: 6
AutoNav: Enabled
Envelopeld Stamping: Enabled
Time Zone: (UTC-06:00) Central Time (US & Canada)
Signatures: 5
Initials
Envelope Originator:
Erica Garcia
901 B Texas Street
Denton, TX 76209
erica.garcia@cityofdenton.com
IP Address: 198.49.140.10
Record Tracking
Status: Original
2/1 9/2024 4:35:14 PM
Holder: Erica Garcia
erica .garcia@cityofdenton.com
Location: DocuSign
Signer Events
Erica Garcia
erica.garcia@cityofdenton.corn
Senior Buyer
City of Denton
Security Level: Email, Account Authentication(None)
Electronic Record and Signature Disclosure:Not Offered via DocuSign
Signature Timestamp
Sent: 2/19/2024 4:39:45 PM
Viewed: 2/19/2024 4:39:53 PM
Signed: 2/1 9/2024 4:40:34 PM
Completed
Using IP Address: 198.49.140.10
Lori Hewell
lori.hewell@cityofdenton.com
Purchasing Manager
City of Denton
Security Level: Email, Account Authentication(None)
Sent: 2/19/2024 4:40:35 PM
Viewed : 2/1 9/2024 4:44:48 PM
Signed: 2/1 9/2024 4:45:19 PM
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
Senior Deputy City Attorney
City of Denton
Security Level: Email, Account Authentication(None)
Sent: 2/19/2024 4:45:21 PM
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Signed: 2/20/2024 11:18:47 AM
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ElectronIc Record and Signature Disclosure:
Not Offered via DocuSign
Benjamin McGahey
bmcgahey@halff.com
Security Level: Email, Account Authentication(None)
•Doeu8iQrnd by:I *~„„ ”„",28aA+15A9AE3417 1
Sent: 2/20/2024 1 1:18:49 AM
Resent: 2/22/2024 12:42:08 PM
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Electronic Record and Signature Disclosure:Accepted: 2/22/2024 2:03:08 PMID: 3eOf212d-3dc7-4be9-83f5-4f258cf1 cf34
Signer Events
Trevor Crain, PMP
Trevor.Crain@cityofdenton.com
Director of Capital Projects
City of Denton
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Sent: 2/22/2024 2:15:41 PM
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Signed: 2/22/2024 2:25:11 PM
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Using IP Address: 47.190.47.120
Signed using mobile
Electronic Record and Signature Disclosure:Accepted: 2/22/2024 2:24:01 PMID: 4fObe6ff-cc494786-92f9-2234fc3dbce3
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: 2/22/2024 2:25:14 PM
Viewed: 3/20/2024 9:09:05 AM
Signed: 3/20/2024 9:10:46 AMUsing IP Address: 198.49.140.10
Sara Hensley
sara.hensley@cityofdenton.com
City Manager
City of Denton
Security Level: Email, Account Authentication(None)
' DoBBSWd byI SMA Ho.419
.5236DB296270423.
Sent: 3/20/2024 9:10:52 AM
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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: 3/20/2024 9:17:03 AM
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Electronic Record and Signature Disclosure:Accepted: 3/20/2024 12:15:24 PMID: b9f6a4a9-5fed482a-8a99-e7edefdfOd5a
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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: 2/1 9/2024 4:40:35 PM
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Gretna Jones
gretna.jones@cityofdenton.com
Legal Secretary
City of Denton
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City Secretary Office
citysecretary@cityofdenton.com
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Sent: 3/20/2024 12:16:18 PM
Jesus Salazar
jesus.salazar@cityofdenton.com
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Electronic Record and Signature Disclosure
Electronic Record and Signature Disclosure created on: 7/21/2017 3:59:03 PM
Parties agreed to: Benjamin McGahey, Trevor Crain, PMP, Jesus Salazar, Jesus Salazar
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