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08/17/2015-CC-Agenda Packet-RegularAGENDA CITY COUNCIL MONDAY, AUGUST 17, 2015 7:00 PM 502 ELM STREET 1. Call Meeting to Order, Invocation, Pledge of Allegiance. 2. Citizens Input: (Citizens are allowed 3 minutes to speak. The City Council is unable to respond or to discuss any issues brought up during this section). CONSENT AGENDA 3. a) Approval of Minutes: August 3, 2015 -Work session August 3, 2015 - City Council b) Disbursements 4. Consider any Items Removed From Consent Agenda. REGULAR AGENDA 5. Conduct a Public Hearing on the Proposed Budget for FY 2015/2016. 6. Conduct the First Public Hearing on a Proposal to Increase Total Tax Revenues From Properties on the Tax Roll in the Preceding Year by 8.00% (Total Tax Rate Remains Unchanged at 0.6795 per $100 of Assessed Value). 7. Consider, Discuss and Possibly Approve the Cowling Road Lift Station Design Amendment. 8. INFORMATION ITEMS: a) All American Dogs Report — June and July 2015 9. Adjourn. I, the undersigned authority, do hereby certify that this Notice of Meeting was posted on the bulletin board, at the City Hall of the City of Sanger, Texas, a place convenient and readily accessible to the general public at all times, and said notice was posted on the following date and time: �C�c�Gt /3, 404 b at %��`�CU .m. and shall AD remain posted untiYmeeting is Tami Taber, City Secretary City of Sanger, Texas MINUTES: CITY COUNCIL WORKSESSION August 3, 2015 PRESENT: Mayor Thomas Muir, Councilman Bill Boutwell, Councilman Russell Martin, (arrived at 6:39 p.m.) Councilman David Clark and Councilman Gary Bilyeu ABSENT: Councilman Allen Chick OTHERS PRESENT: Mike Brice City Manager, Tami Taber City Secretary, Joe Iliff Director of Development Services, David McClaren, Lynda McClaren, David Hammons, Lucille Hammons, Sue Tejml and Stephen Koch 1. Call Meeting to Order. Mayor Muir called the meeting to order at 6:02 p.m. 2. Budget Workshop. City Manager finished the Power Point presentation stating that the proposed budget reflects a 4% increase in property taxes. The current M&O revenue is budgeted at $2,200,000 and the I&S revenue is budgeted at $790,000. He proposed raising the M&O to $2,300,000 and the I&S will stay the same. Discussion was held on what the City Council's priorities were and it was to add a a utility worker position in the Water Department and purchase another Tahoe for the Police Department. 3. Discuss Tax Rate. This certified tax roll increased 8% over last year. The effective tax rate for 2015 is 0.6354539 the rollback rate is 0.6698780 Last year's tax rate was 0.67950 Brief discussion held on keeping the rate the same as last year. 4. Discuss Road Impact Fees. Road impact fees are fees collected by cities on new development for the funding of roadway facilities attributable to the increase in traffic by new construction. To adopt a roadway impact fee, a study must be prepared projecting the amount of increased traffic demand generated by future development and identifying the cost of future roadway facilities. This study is reviewed by a committee appointed by the Council called the Capital Improvement Advisory Committee (CIAC). Several public hearings will be conducted prior to the adoption of any roadway impact fee and the fees will be determined by the City Council. Brief discussion between Joe Miff and Council. 5. Overview of Items on Regular Agenda. 6. Adjourn. Mayor Muir adjourned the meeting at 6:42 p.m. MINUTES: CITY COUNCIL MEETING August 3, 2015 PRESENT: Mayor Thomas Muir, Councilman Bill Boutwell, Councilman Russell Martin, Councilman David Clark and Councilman Gary Bilyeu ABSENT: Councilman Allen Chick OTHERS PRESENT: Mike Brice City Manager, Tami Taber City Secretary, Joe Miff Development Services Director, David McClaren, Lynda McClaren, David Hammons, Lucille Hammons, Stephen Koch and Jim Hagle 1. Call Meeting to Order, Invocation, Pledge of Allegiance. Mayor Muir called the meeting to order at 7:02 p.m. Councilman Martin led the Invocation followed by Councilman Clark leading the Pledge of Allegiance. 2. Citizens Input: (Citizens are allowed 3 minutes to speak. The City Council is unable to respond or to discuss any issues brought up during this section). None. CONSENT AGENDA 3. a) Approval of Minutes: July 20, 2015 -Work session July 20, 2015 -City Council b) Disbursements Councilman Bilyeu made a motion to approve. Seconded by Councilman Boutwell. Motion carried unanimously. 4. Consider any Items Removed From Consent Agenda. REGULAR AGENDA 5. Consider, Discuss and Possibly Approve Awarding the I-35 Sewer Phase I Project to Vessels Construction in the Amount of $540,562.24. Councilman Bilyeu made a motion to approve. Seconded by Councilman Martin. Motion carried unanimously. 6. Consider, Discuss and Possibly Approve Resolution #R08-08-15 -Appointing one Member to the Board of Managers of the Denco 9-1-1 District. Sue Tejml provided an update on the work of Denco 9-1-1. Councilman Bilyeu made a motion to appoint Sue Tejml. Seconded by Councilman Clark. Motion carried unanimously. 7. Conduct a Public Hearing for Approval of Alternate Exterior Building Materials and/or a Design for a Proposed Single Family Dwelling Unit at 611 S. 2°� Street. Mayor Muir opened the Public Hearing at 7:15 p.m. for this item and item 9 at the same time. Stephen Koch is requesting to use hardy board (approximately 200 sq. ft.) under the porch in one area and also a portion on the side of the garage. David Hammons of 21721 Quail Run Road, turned in a citizens input form to speak on behalf of this item and agenda item #9 being against the alternate use, however, he left before the meeting began. Mayor Muir closed the Public Hearing at 7:20 p.m6 for item 7 and item 9. Councilman Boutwell made a motion to approve. Seconded by Councilman Martin. Motion carried unanimously. 8. Consider, Discuss and Possibly Approve Alternate Exterior Building Materials and/or a Design for a Proposed Single Family Dwelling Unit at 611 S. 2nd Street. Councilman Boutwell made a motion to approve this item and item 10 at the same time. Seconded by Councilman Martin. Motion carried unanimously. 9. Conduct a Public Hearing for Approval of Alternate Exterior Building Materials and/or a Design for a Proposed Single Family Dwelling Unit at 613 S 2°d Street. See #7. 10. Consider, Discuss and Possibly Approve Alternate Exterior Building Materials and/or a Design for a Proposed Single Family Dwelling Unit at 613 S. 211 Street. See #8. 11. Consider, Discuss and Possibly Approve a Meritorious Exception to the Sign Ordinance for Sanger Bank at 501 N. Stemmons. Jim Hagle of Chandler Sign Company spoke about the Sanger Bank President wanting to turn their current electronic sign into a color electronic sign, there will not be any change in the size. Brief discussion. Councilman Bilyeu made a motion to approve. Seconded by Councilman Clark. Motion carried unanimously. 12. Discuss Tax Rate, Take Record Vote on Tax Rate and Schedule Two Public Hearings on Tax Rate and Approve Resolution #ROS-09-15 -Establishing Date, Time, and Place for Public Hearings on Budget and Tax Rate. Councilman Bilyeu made a motion to keep last year's rate at .6795 per $100. Seconded by Councilman Boutwell. Motion carried unanimously. Voted in Favor: Voted Against: Councilman Boutwell None Councilman Martin Councilman Clark Councilman Bilyeu Absent• Councilman Chick 13. Consider, Discuss and Possibly Approve Resolution 4084045 — Establishing a Public Hearing Date to Consider, the Land Use Assumptions and Capital Improvements Plan in Preparation for the Adoption of Roadway Impact Fees. Councilman Clark made a motion to approve. Seconded by Councilman Martin. Motion carried unanimously. 14. INFORMATION ITEMS: a) ATMOS Rider GCR —Rate Filing Under Docket No. 10170 15. Adjourn. Mayor Muir adjourned the meeting at 7:55 p.m. 8/05/2015 2:17 PM A / P CHECK REGISTER PAGE: 1 PACKET: 07570 Regular Payments 8/5/15 VENDOR SET: 99 BANK POOL POOLED CASH ACCOUNT CHECK CHECK P NA14E / I, D, DESC TYPE DATE 11690 PITNEY BOWES - RESERVE ACCOUNT I-20150731-1910 REFILL RESERVE 8/3/15 D B/03/2015 00600 CITY OF SANGER I-8/1/2015 6/1B/15-7/22/15 D 8/05/2015 28710 AFFORD -IT TIRES I-7101 TIRES R 8/05/2015 25070 ALL A14ERICAN DOGS INC I-2247 JULY SHELTER SERVICE R B/05/2015 22620 ARA24ARK UNIFOR14 SERVICE I-7/l/15-7/31/15 UNIFORM SERVICE R 8/05/2015 02460 AT&T MOBILITY I-6/23/15-7/22/15 6/23/15-7/22/15 R 8/05/2015 21930 BANK OF NEW YORK MELLON I-252-1882880 PAYING AGENT 7/29/15-7/28/16 R 8/05/2015 23310 BATTERIES PLUS I-153-277254 BATTERIES R 8/05/2015 I-153-277256 BATTERIES R 8/05/2015 00420 BOUND TREE MEDICAL, LLC I-8185230E E14S SUPPLIES R 8/05/2015 I-81852309 E14S SUPPLIES R 8/05/2015 I-81853631 E14S SUPPLIES R 8/05/2015 26350 C & G ELECTRIC, INC I-28063 POWER CORD WIRE UP QUAIL R 8/05/2015 CARE NOW CORPORATE I-951172 NEW E14PLOYEE & DRUG SCREEN R 8/05/2015 12760 CINTAS, INC. 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I-1465756-00 MISC --SUPPLIES R 8/12/2015 572.25CR 060724 572.25 8/12/2015 4 : 4 6 P14 A / P CHECK REGISTER PAGE: 4 PACKET: 07577 Regular Payments 8.12.15 VENDOR SET: 99 BANK POOL POOLED CASH ACCOUNT CHECK CHECK CHECK CHECK F NP14E / I.D. DESC TYPE DATE DISCOUNT AI4OUNT NO# AMOUNT 05350 TEXAS EXCAVATION SAFETY SYST I-15-10559 JULY 2015 MESSAGE FEES R 8/12/2015 74.10CR 060725 74.10 23760 VAULTLOGIX I-2294140 JULY INTERNET VAULT R 8/12/2015 11107.60CR 060726 1,107.60 27960 YOUNG GUNS AUTO INC I-806 REPAIR AXLE SHAFT R 8/12/2015 430.37CR 060727 I-833 BRAKES INSPECTION R 8/12/2015 610.95CR 060727 11041,32 * * T 0 T A L S * * NO# DISCOUNTS CHECK AMT TOTAL APPLIED REGULAR CHECKS: 43 1.44 30,298,31 30,299,75 HANDWRITTEN CHECKS: 0 0.00 0.00 0.00 PRE -WRITE CHECKS: 0 0.00 0.00 0.00 DRAFTS: 0 0.00 0.00 0.00 VOID CHECKS: 0 0.00 0.00 0.00 NON CHECKS: 0 0.00 0.00 0.00 CORRECTIONS: 0 0.00 0.00 0.00 REGISTER TOTALS: 43 1.44 30,298,31 30,299.75 TOTAL ERRORS: 0 TOTAL WARNINGS: 0 Agreement for Professional Services APAI Project No. 1416-003-01 EXHIBIT D AMMENDMENT 1 TO SCOPE OF SERVICES LIFT STATION AND WASTEWATER PIPELINE IMPROVEMENTS - DESIGN, BID AND CONSTRUCTION PHASES THIS AMENDMENT to the AGREEMENT dated November loth 2014 between the City of Sanger, Texas, (hereinafter "Owner"), and ALAN PLUMMER ASSOCIATES, INC. (hereinafter "Engineer"), 1320 South University Drive, Suite 300, Fort Worth, Texas 76107 is made on this the of 12015 and to have an effective date for all eligible engineering services rendered on and after the execution date of this Amendment. MODIFICATIONS TO PHASE 1 BASIC SERVICES Basic Services for Phase 1, as described in EXHIBIT A provided by the ENGINEEA and generally described as Activity A — Project Coordination and Activity B — Lift Station Evaluation were completed in accordance with EXHIBIT A except: Activity B Task 2 (Comparison of Options) and Activity B Task 3 (Evaluation Comparison Workshop). The ENGINEER has recommended and the OWNER accepts use of the remaining compensation defined in EXHBIT A for these tasks to begin work on the Phase 2 Scope of Services as defined in the tasks below. II. PHASE 2 BASIC SERVICES Phase 1, described in Exhibit A, included Activity A —Phase 1 Project Coordination and Activity B —Lift Station Evaluation, Basic Services for Phase 2 provided by the ENGINEER shall generally be covered under the following activities: Activity C — Phase 2 Project Coordination, Activity D — Lift Station Design, Activity E — Bid Phase Services and Activity F — Construction Phase Services, Phase 2 Basic Services shall include the design, bid and construction services required to construct the lift station and pipeline improvements recommended in Phase 1, Phase 2 shall also include the design, bid and construction services required to construct the WWTP Outfall Pipeline. Specific tasks for each activity are identified in the following sections. It is the OWNER's intent to bid the recommend improvements as two projects: • Lift Station Improvements • Sanitary Sewer Collection System Pipeline Improvements ACTIVITY C — PHASE 2 PROJECT COORDINATION Task 1—Phase 2 Kickoff Meeting and Meeting Preparation ENGINEER shall prepare for and participate in a Project kick-off meeting for the Lift Station and Force Main Design (Phase 2). At the kick-off meeting ENGINEER shall confirm with the OWNER the scope of work, deliverables, schedule and administrative protocols. aI ENGINEER shall prepare and present at the kickoff meeting the following; 1. ENGINEER will present an overview of work to be completed. 2. Draft Project Management Plan including critical success factors. 3. Project schedule. 1-16 Alan Plummer•Associates, Inc. Agreement for Professional Services APAI Project No. 1416-003-01 a. ENGINEER shall prepare and distribute draft meeting notes for review within 5 — 7 business days of the kickoff meeting. After receipt of comments, the meeting notes shall be finalized and distributed to the team for record purposes. Deliverables: • Draft and Final Meeting Notes • Project Management Plan Modified for Phase 2 • Conceptual Design Site Plan • Baseline Evaluation Schedule Incorporating Phase 2 Activities and Tasks Task 2 —Monthly Progress Meetings Monthly Progress Meetings -ENGINEER shall coordinate, prepare for, and conduct coordination monthly meetings to review progress with the OWNER and the consultants working on the design. Meetings shall take place at the OWNER's office in Sanger. a. ENGINEER shall prepare an agenda for the meetings. b. ENGINEER shall moderate the meetings. c. ENGINEER shall prepare and distribute draft meeting notes for review within 5 business days of the progress meeting. After receipt of comments, the meeting notes shall be finalized and distributed to the OWNER and sub -consultants for record purposes. d. Up to five (5) monthly progress meetings shall be held; the budgeted meetings are in addition to the kickoff meeting, Deliverables: • Draft and Final Meeting Notes Task 3 —Project Management Provide project management for Activities D, E and F. Project management shall include, but not be limited to developing and implementing a project management plan; tracking and managing internal schedules of work; monitoring and addressing issues related to the scope of work, budget and deliverables; preparing and processing monthly billings; providing labor resources necessary to fulfill scoped work; scheduling and participating in quality control reviews; and providing updates to the OWNER on a regular basis. a. ENGINEER shall coordinate design efforts on project tasks identified below. b. ENGINEER shall prepare a common monthly invoice for all Phase 2 services, Deliverables Alcor Phrntmer Associates, Inc. for Professional Services • Monthly Invoices ACTIVITY D —LIFT STATION DESIGN Task 1—Conceptual Design a. The ENGINEER complete the lift station conceptual design as follows; APAI Project No. 1416-003-01 1. Evaluate of the future regional WWTP site as an alternative lift station to the existing location considered in Phase 1 including: a) Assessment of additional the pipeline improvements necessary. b) Preparation of a site selection matrix to the OWNER for review and provide a written description of matrix selection criteria used, alternative sites considered, issues of concern, and site recommendation c) Preparation of a Conceptual Opinion of Probable Construction Cost (OPCC) for the additional collection system improvements not included in the Phase 1 OPCC provided and recommends selection of a site. d) The ENGINEER shall meet with the OWNER to review the matrix comparison and receive input from the OWNER then update and finalize the matrix. The meeting will occur in concert with a monthly progress meeting. 2, Complete a route study for required discharge force main route and sanitary sewer including: a) Review of collection system record drawings of system segments that currently convey the Cowling Road flow. b) Evaluation of an alignment paralleling the existing force main and gravity lines to the WWTP. Alignment analysis shall include: • Survey of the existing gravity collection system to the WWTP. • Development of a WaterGEMs model of line and contributing sources. The model shall be restricted to the main line interceptor to the WWTP and one manhole up stream on contributing lateral pipe segments, • Limit field observation of average flow depth in the main line and contributing laterals. • Identification of the force main and gravity collection system improvements required to convey the flow recommended in Phase 1 to the WWTP. c) Evaluation of an alternative alignment generally described as east then north to the WWTP. The evaluation shall include desktop analysis of the route and analysis of force main and gravity pipeline requirements to convey the flow recommended in Phase 1. d) Comparison of the two alignments using an evaluation matrix. e) Recommendation of pipeline alignment and sizing. f) Preparation of a Conceptual Opinion of Probable Construction Cost (OPCC) of the recommended pipeline improvements. 3. Complete a route study for the WWTP Outfall Pipeline to convey up to 7 MGD to the new discharge location including: a) Evaluation of up to two alignments based on available USGS or Lidar topographic data. b) Evaluation of the proposed outfall location to determine erosion control needs. c) Preparation of a Conceptual Opinion of Probable Construction Cost (OPCC) of the recommended outfall pipeline improvements, falun Plunnner Associafes, Inc. for Professional Services APAI Project No. 1416-003-01 4. Prepare a Route Study Technical Memorandum (TM) documenting the matrix selection criteria used, alternative alignments considered, issues of concern, and recommended alignment for the pipeline routing considered in Task 2 and 3 above. Incorporate a preliminary plan and profiles for each alignment based on available topographic data. Meet with the OWNER and present the draft section of the TM to the OWNER. Receive input from the OWNER, update and finalize the TM. The meeting will occur in concert with a monthly progress meeting, 5, Complete a conceptual design for the Cowling Road Lift Station including: a) Recommended total acreage of the site that should be set aside for proposed and future lift station improvements at the selected site. b) Recommended layout of improvements based on construction sufficient wet well immediately to support the full capacity recommended in Phase 1 with phased upgrades to pump capacity only. c) Preparation of a Conceptual Opinion of Probable Construction Cost (OPCC) of the recommended lift station improvements. d) Prepare a Conceptual Design Technical Memorandum (TM) documenting all recommended lift station improvements. The TM shall incorporate the site selection matrix comparison, recommended lift station layout plan, pipeline alignments and all OPCCs prepared. The ENGINEER shall include a table of contents for the contract documents (Plans and Specifications) as an attachment. Present the draft TM to the OWNER. Receive input from the OWNER, update and finalize the section. b. Deliverables: • Draft and Final Pipeline Route Study Technical Memorandum • Draft and Final Lift Station Conceptual Design Technical Memorandum Task 2 —Preliminary Design The ENGINEER shall advance the lift station and pipeline design to approximately 30%complete as follows; a. Obtain Right of Entry 1. ENGINEER shall identify land owners contact information for those parcels impacted by the selected force main alignment and request Right -of -Entry (ROE) by letter to facilitate inspection of the alignment by the ENGINEER, survey and collection of geotechnical samples. 2. ENGINEER will notify OWNER of those parcels that are non -responsive or have refused granting ROE within 30 days of sending notification letters. 3. ROE for non -responsive or refusal parcels shall be obtained by the OWNER. Alternately, if requested by the OWNER, the ENGINEER shall make additional attempts to contact the parcel owners in question as an Additional Service subject to the budgetary constraints identified in Compensation below or to the amount approved by the OWNER in an Amendment to the AGREEMENT. b. The ENGINEER shall conduct survey, archeological and geotechnical sample collection as described in Special Services below. Alan Plunrnaer Associates, Inc. Agreement for Professional Services APAI Proiect No. 1416-003-o I c, Environmental Analysis: 1. Field Investigation - Conduct field investigations needed to modify delineate jurisdictional wetlands and/or waters of the U.S, and documentation of potential threatened or endangered species and/or critical habitat for species listed for the counties in which the site(s) and recommended site and alignment, Field investigations the along the recommended pipeline alignment will also be conducted. The pipeline field investigation shall include: a) ENGINEER will walk the recommended alignment using both environmental staff and pipeline design staff to collect field data and information related to potential project impacts. DISTRICT staff will also participate in field work activities. Information documented through notes and photographs will include, but not be limited to: • Current land use • Riparian areas • Jurisdictional waters of the U.S., including wetlands • Upland areas • Vegetation • Soils • Threatened and endangered species • Limited tree survey (for alignment adjustment in sensitive environmental areas) • Archeology (refer to Special Services for specific scope of work) b) Based on field observations made, ENGINEER will confer with OWNER staff and make preliminary refinements to the alignment in the field. c) ENGINEER will provide documentation of the field investigation as an appendix to the Preliminary Design Technical Memorandum (TM) identified below. d) The ENGINEER shall survey trees as described in Special Services. Identification of the species of specific trees provided under Basic Services shall be limited to large (approximately 24-inch to 36-inch and larger) specimens noted during the ENGINEER's walk through of the alignment corridor. Identification of smaller tree species on the Lift Station site or along the pipeline alignment shall be provided as an Additional Service. 2. Cultural resources field activities will be conducted if necessary at the site and along recommended pipeline alignment. Refer to Special Services for the cultural resources scope of work. 3. If necessary a cultural resources report will be prepared in conjunction with the environmental reports. Refer to Special Services for the cultural resources scope of work. d. Pipeline Material and Mechanical Equipment Selection: 1. The material for the force main and gravity pipeline shall be PVC. 2. Lift station and force main fittings shall be Ductile Iron Pipe (DIP). 3. Specific material standards recommendations shall be provided in the Preliminary Design TM identified below. The study and recommendation of alternate materials, if requested by the OWNER, shall be provided as an Additional Service. e. Corrosivity Study of soils, if recommended by ENGINEER and approved by the OWNER, shall be provided as identified in Special Services. f, The ENGINEER shall prepare a Preliminary Design TM documenting compliance with Texas Commission on Environmental Quality (TCEQ) regulations. g. Develop 30%plans and specification for the lift station, force main and any gravity collection system pipeline sections required. 30% plans shall include plan and profile drawings. Force main profile information shall be limited to surveyed top of ground only, Gravity sewer profile information shall be limited to surveyed top of ground and a draft line reflecting approximate planned top of pipe (depth of burial). Alan Plummer Associates, Inc. for Professional Services APAI Project No. 1416-003-01 h. Participate in a 309/o design quality control review meeting with OWNER's personnel. The meeting will occur in concert with a monthly progress meeting. ENGINEER will furnish four sets of the draft plans, specifications and bidding documents to the OWNER approximately 7 days prior to the meeting. Provide a written record of OWNER comments and the ENGINEER's responses. Deliverables: 1. Draft and Final Preliminary Design Technical Memorandum 2. 30% Lift Station Improvements Plans 3. 30% Pipeline Improvements Plans 4. Construction Contract Document Table of Contents for lift station and pipeline improvement bid packages 5. Core specifications Task 3 —Detailed Design Plans The ENGINEER shall develop the final plans as follows: a. The ENGINEER will develop and submit core drawings to the OWNER for review in advancing the design, The OWNER will review and comment. ENGINEER will provide a written response to OWNER comments and will modify drawings incorporating required changes. b, Perform design calculations; develop plans to 60% and 90%. Present 60% and 90%quality control plans to the OWNER for review accompanied by required specifications and an OPCC as described below. The construction plans at a minimum shall include: 1. Plan and Profile sheets shall show the following: proposed plan/profile and recommended pipe size, valves, isolation valves, manholes, that are to be installed or replaced, existing utilities and utility easements, and pertinent information needed to construct the project. Property lines, legal description (Lot Nos., Block Nos., and Addition Names) along with property ownership shall be provided on plan view. Plans will reflect actual conditions to a distance of at least 25 feet on either side of the proposed force main. 2. The ENGINEER shall prepare standard and special detail sheets for the lift station, force main and any required gravity piping, 3, The ENGINEER shall prepare separate plan sets for the lift station and pipeline improvements. Separation of the recommended improvements into more than two (2) bid packages shall be provided as an Additional Service, c. Meet with the OWNER approximately 7 days following delivery of review documents to collect comments. ENGINEER will provide a written response to OWNER comments and will modify documents incorporating required changes. d. The ENGINEER will consult with the OWNER, public utilities, private utilities, TxDOT, the county and other facilities that have an impact or influence on the project. e. ENGINEER shall complete and submit TxDOT permit applications for highway crossings and entrances. f. After completion of the 90% quality control review meeting the ENGINEER shall advance the design to 100%completion. The ENGINEER shall provide sealed construction contract documents to OWNER. Alan Plun�n7er Associates, Inc. Agreement for Professional Services APAI Project No. 1416-003-01 g. Final Sealed Plans, the following documents will be provided by the ENGINEER after sealing the contract document sets:. Four (4) sets of half size (114 x 17-in) plans and four (4) specification books. Electronic (PDF OCR) files of plans and specifications via optical disc, h. Prior to the advertisement for bids, ENGINEER will prepare contract documents to comply with TCEQ requirements. ENGINEER shall submit required notification to the TCEQ. When requested the ENGINEER shall provide plans and specifications to the TCEQ for review. Preparation of additional construction packages, separate procurement packages or additional OPCC's if requested by the OWNER shall be provided as an ADDITIONAL SERVICE, Deliverables: 1. 60% and 90% quality control review plans for the lift station and pipeline improvement projects. 2. Required TxDOT and county road permits. 3. Final Sealed Plans for the lift station and pipeline improvement projects. Task 3 —Specifications a. Prepare specifications to fully describe the intended work and convey the intent of the design. The ENGINEER will develop and submit specifications to the OWNER for review in advancing the design. The OWNER will review and comment. ENGINEER will provide a written response to OWNER comments and modify specifications incorporating required changes. b. Up to two (2) specification books shall be prepared by the Engineer to support separate bid and construction of the lift station and pipeline improvements. Additional bid packages shall be provided as an Additional Service. c. The ENGINEER shall prepare specification books for review by the OWNER at approximately 60% and 90% design completion. d, Deliverables; 1, 60% and 90% quality control review specifications for the lift station and pipeline improvement projects. 2. Final Sealed Specifications for the lift station and pipeline improvement projects. Task A. r) ininn of Probable Construction Cost (OPCC) Development A . ENGINEER will prepare an OPCC for review by the OWNER in conjunction with the preliminary design of improvements. This OPCC will be updated and submitted with the 60% and 90% quality control review of the plans and specifications. The ENGINEER will update the OPCC for submittal with the final sealed plans and specifications. b, Deliverables: 1. 30%, 60% and 90% OPCC for the lift station and pipeline improvement projects. 2. Final OPCC (Engineer's Cost) for the lift station and pipeline improvement projects. ACTIVITY E —BID PHASE SERVICES Task 1—Pre-Bid Activities a. Assist the OWNER in the advertisement of the project for competitive bids. Services shall include: 1. Providing draft and final advertisement language (Notice to Bidders). 2. Advertisement in a local publication selected by the OWNER. The cost of publication will be paid by the OWNER, AlanPluntmerAssociates, Inc. for Professional Services APAI Proiect No. 1416-003-01 3. Coordinate, attend and administer a pre -bid conference for the project for each bid package included in Basic Services. 4. Tabulate all bids and provide the OWNER a letter recommending award of the contract or rejection of all bids. b. Assist the OWNER in securing bids, preparing addenda, issuing notice to bidders and notifying construction news publications. c. The ENGINEER will reproduce copies and distribute bidding documents. The ENGINEER will retain money received from the sale of bidding documents. The price of bid documents shall be agreed to by the OWNER and ENGINEER prior to advertisement. Task 2 —Post-Bid Activities a. Assist the OWNER in the opening and tabulation of bids for construction of project and recommend to the OWNER as to the proper action on all proposals received b. Following the opening of bids the ENGINEER shall conform the contract documents including all addendum changes. The following contract document sets shall be provided: 1. Four reproducible sets of half size (11-in x 17-in) conformed plans, 2, Two reproducible sets of full size (22-in x 34-in) conformed plans. 3. Five conformed specification books for execution by the respective parties. 4. Electronic (PDF OCR) files of the conformed plans and specifications via ftp site or optical disc. c. Assist the OWNER in coordinating the execution of the conformed contract documents. d. Preparation of additional copies of the documents for the OWNER or other parties will be performed by the ENGINEER as an Additional Service. ACTIVITY F —CONSTRUCTION ADMINISTRATION Task 1—Field Activities a. Represent the OWNER in Non -Resident construction administration of the project. In this capacity, the construction administration duties shall not place any responsibility on ENGINEER for the techniques, sequences and methods of construction or the safety precautions incident thereto, and the ENGINEER will not be responsible or liable in any degree for the Contractor's failure to perform the construction work in accordance with the Contract Documents. b. Make an average of one visit each month to the site fora 12-month period beginning with the date of execution of a construction contract by the OWNER to observe the progress and the quality of work and attend a construction progress meeting. The ENGINEER shall become familiar with the progress and quality of the work completed and will determine in general if the work when completed will be in accordance with Alcrn Pleunmer Associates, Inc. Agreement for Professional Services APAI Project No. 1416-003-01 the contract documents. In addition, on the basis of on -site observations as an ENGINEER, the ENGINEER shall exercise reasonable care and due diligence in discovering and promptly reporting to the OWNER any defects or deficiencies in the work of CONTRACTOR or any subcontractor. The OWNER's approval, acceptance, use of, or payment for all or any part or the ENGINEER's services hereunder or the PROJECT itself shall in no way alter the ENGINEER's obligations or the OWNER's rights hereunder. c. Meet and review construction progress with OWNER inspectors, or 3rd Party Inspection personnel under contract with the OWNER, during the monthly site visits. d. Exhaustive or continuous on -site inspections by the Engineer to check quality or quantity of the work or material shall be considered an additional service. e. Provide Engineering surveys in AutoCAD format to establish benchmarks and reference points for construction, one time only. Construction staking shall be considered an additional service, f. Conducting, with the OWNER's representative, afinal inspection of the PROJECT for conformance with the design concept of the PROJECT and general compliance with the contract documents. Task 2 —General Contract Administration, Submittal Review and Record Drawing Preparation a. Review, evaluate and prepare up to five (5) routine change orders or proposed contract modifications. Additional change orders shall be handled as an Additional Service. b. Review and answer up to 10 request -for -information (RFI). Additional RFIs shall be reviewed and answered as an Additional Service. c. Review samples, catalog data, schedules, shop drawings, laboratory, shop and mill tests of material and equipment and other data which the Contractor is required to submit, only for conformance with the design concept of the project and compliance with the information given by the Contract Documents; and assemble written guarantees which are required by the Contract Documents. d. Review and comment on the certificate of completion and the recommendation for monthly progress payments to the CONTRACTOR. Verification of quantities and completion of work shall be the responsibility of assigned OWNER or 31d Party Resident Representative Staff. Such verifications shall take place in advance of the ENGINEER's review. e. Review and comment on the certificate of completion and the recommendation for final payment to the CONTRACTOR following final inspection of the completed Project. f. Revise contract drawings with reference to the Contract Document required "red line" notations and the assistance of assigned OWNER or 3rd Party Resident Representative Staff. Revised drawings shall reflect available information as to how the work was constructed. Furnish a set of the revised drawings to the OWNER. 9-16 Alan Plrrnuner Associates, Inc. Agreement for Professional Services III. SPECIAL SERVICES APAI Proiect No. 1416-003-01 Special Services incidental to the Project, but not included within the scope of Basic Services covered above, which may be performed or arranged for separately by the OWNER, or may be added to the ENGINEER'S responsibilities by mutual agreement and written authorization, include, but are not necessarily limited to the following: Task 1—Survey Surveying will be conducted after successfully obtaining right -of -entry (ROE), survey scope of work will include the following tasks: a. Utility coordination. Prior to commencing any topographic fieldwork, surveyor will coordinate with, collect and review available public and private utility records within the project limits, The surveyor will submit a utility locate request for the project limits to Texas 8111 b. Right -of -Way and Property. Survey will locate and tie existing ROW, property lines and easements including type, size, volume and page, where applicable. c. Survey will horizontally and vertically pick up surface features; drainage features; building locations; fences/retaining walls; trees and/or tree lines; roadways; railways; and city, county and franchise utilities (as provided by Texas 811 utility locate request) within the project area to the following limits: 1. Approximately 24,000 LF of force main, sanitary sewer and outfall pipeline alignment mapping to support the design of wastewater pipeline improvements. 2. Alignment swaths shall be approximately 100 feet wide centered on the centerline of the pipeline alignment corridor. 3. Location of lift station site, approximately 3 acres in size. 4. Location of the WWTP Outfall Pipeline discharge, approximately 1 acre in size. d. The survey of trees shall include caliper size trunks approximately 6-in and larger. Based on the judgement of the ENGINEER the edge (tree line) of groups of trees or shrubs may be substituted for the survey of all trees within heavily wooded areas. In such areas the ENGINEER shall survey trees that exceed 124 caliper size. Identification of tree species beyond that provided under Basic Services shall be provided as an Additional Service. e. Survey of approximately 5,500 LF of existing gravity sanitary sewer to include: 1. Manhole rim and invert elevation. 2. Manhole lid size. 3. Approximate main line and lateral pipe size. e. Methods and precision. Survey coordinates will be reported on the Texas State Plane Coordinate System, NAD83 (+/- 0.01 feet) with vertical coordinates reported in the NAVD 88 Vertical System (+/- 0.01 feet), Horizontal and vertical control will be set using post -processed GPS static methods. Data will be collected using RTK GPS and robotic total stations for the majority of the survey. Laser scanning methods will be used at state highway and railroad crossings for safety reasons. f. All survey data collected will also be submitted in GIS format per project spatial data management and procedures with appropriate ground to grid conversion. Alcrn PlwnnterAssocicrles, Inc. Agreement for Professional Services APAI Proiect No. 1416-003-01 g. The budget for survey established in this contract assumes full ground survey of the project limits. Billings will be based on actual work performed by the surveyor (whether ground survey, aerial survey or both. h. ENGINEER will research boundaries, subdivision plats, rights -of -way (ROW) and easements of which the surveyor has knowledge, which may affect the physical boundaries of the project. Easements with volume and page numbers will be identified and labeled in the survey submittal. Research will include public record resources, including but limited to: county records; TxDOT records; franchise utility records (gas, telephone, electric, cable and others); ownership or easement records as available; and title/abstracting reports from owner on proposed easement parent tracts. ENGINEER will prepare a metes and bounds description of permanent and temporary construction easements, with accompanying exhibits, for up to 20 parcels at the per parcel rate identified under compensation below Extra exhibits shall be provided as an additional service. j. Deliverables will include: • An electronic abstract report with supporting documents for the parent tract on each proposed instrument. • Metes and bounds description with accompanying exhibit. • One electronic executed PDF of the complete instrument for each parcel. • Five (5) original hard copies of the complete instrument for each parcel. • All easement corners and HPI's will be staked with '/2 inch iron rods or appropriate materials after final executed documents are delivered. Task 2 —Geotechnical Engineering a. Geotechnical investigation will occur on parcels where ROE has been obtained at the selected sites. Soil borings Will be advanced in selected locations based on surface conditions, pre-existing geotechnical data and other factors. When possible, soil borings will be placed on public ROW. Samples will be acquired and laboratory tests will be conducted to provide engineering data necessary for the design. Laboratory tests for each sample collected are anticipated to include: • Dry, saturated, buoyant and total unit weight • Cohesion • Particle size and gradation • Atterburg's limits • Unified Soil Classification • Internal soil friction angle • Void ratio • Elastic modulus • Resistivity Up to four of the samples collected will have the following special tests: • Chemical tests, including cation exchange capacity, specific surface area and total potassium • Mineralogy of samples including monmorillinite, kaolinite and illite. b. The geotechnical budget allowance is based on 13 soil borings up to 35 feet total depth (TD) each and one boring up to 50 feet TD. The borings will be backfilled using cuttings and bentonite chips. Actual work required will be refined as the PROJECT progresses. Billing will be based on actual work performed by the geotechnical subcontractor. 11 - 16 Alan Phunmer Associates, Inc. Agreement for Professional Services c. Deliverables; 1. Certified Laboratory Report Copies 2. Draft Geotechnical Report 3. Final Geotechnical Report Task 3 -Cultural Services APAI Project No. 1416-003-o I a. The Cultural Resources Sub -consultant will obtain an Antiquities Permit from the Texas Historical Commission (THC) and perform a pedestrian survey of the lift station site, outfall and all pipeline easements that include drainage channel banks and knolls. Shovel testing will be used at up to one (1) specific location where artifacts have been found exposed on the surface or where there is good reason to expect that buried prehistoric site deposits are to be encountered at depths of less than one meter. Excavation shovel tests will be more numerous in those locations deemed to have a high probability in the field shovel testing beyond that described above will be performed as an additional service. Shovel test matrices either will be screened through'/4 inch hardware cloth screens or broken manually and inspected if the clay content is too high to allow for effective screening. Records, maps and photographs will be kept and will become a part of the permanent record. b. After conducting field investigation activities, a draft Cultural Resources report, which will meet the report standards of the Council of Texas Archaeologists (ND), will be prepared and submitted to the OWNER for review. After OWNER's comments are addressed, the report will be sent to the THC and the USACE for review. Following receipt of review comments from THC and USACE, one copy of the final report will be delivered to the THC and USACE. OWNER will be provided three (3) hard copies of the report and electronic files formatted for archiving in the OWNER's GIS system. c. Deliverables will include: a. Draft Cultural Services Report b. Final Cultural Services Report Billings will be based on actual work performed by the archeological subcontractor. Access road/driveway examination will be performed in Phase 2 and paid in accordance with an amendment to the CONTRACT. Task 4 -Corrosion Engineering Services a. The corrosion engineering subconsultant will perform a soil corrosivity study employing three methods to evaluate the soil corrosivity: electromagnetic conductivity survey, Wenner Four Electrode method (ASTM G57), and laboratory analysis of soil samples. Analysis will be limited to the lift station site and force main alignment. b. Laboratory testing soils will be selected from split samples collected during advancement of the geotechnical borings. Representative soil samples will be selected for laboratory testing based on the geotechnical boring logs. The soil samples will be tested in a laboratory for the following: • Electrical resistivity (ASTM G187) in their as -received condition and again after saturation with distilled water; • pH of the saturated samples per CTM 643; • Major soluble salts commonly found in soil per ASTM D4327 and D513 Alan Pluntrner Associates, Inc. Agreement for Professional Services APAI Proiect No. 1416-003-o I c. Corrosion control recommendations and identification of potential sources of stray current will be incorporated into the ENGINEER'S Preliminary Design TM. Corrosion control recommendations shall be limited to metallic components (fittings, valves, etc.) on the lift station site and along the force main alignment. d. Deliverables 1. Cered Laboratory Report Copies 2. Draft Report 3. Final Report III. ADDITIONAL SERVICES Additional Services are those services not included in General Services that may be required for the Project but cannot be defined sufficiently at this time to establish a Scope of Work. These include, but are not necessarily limited to the following: a. Additional visits to the site during construction (if required) that are not identified in Activity F (Task 1) above. b. Design of pipeline improvements required to convey flow by gravity from the existing Cowling Rd Lift Station site to the future Regional WWTP site (if required). c. Design of other improvements not identified in Basic or Special Services. d. Modifications to the design of improvements previously approved by the OWNER by acceptance without comment on conceptual, preliminary or detailed design progress submittals. e. Surveying beyond the scope of items included in Basic or Special Services. f. Corrosion studies beyond those included in Basic or Special Services. g. Archeological investigations not included in Basic or Special Services. h. GIS processing of geophysical and/or geotechnical data beyond the assumptions provided in Basic or Special Services. i. Preparing applications and supporting documents for grants, loans, or planning advances for providing data for detailed applications. j. Providing additional copies of reports, plans, specifications, OPCC's and contract documents beyond those specifically described in Basic and Special Services. k. Preparing environmental impact statements, storm water discharge permits, and 404 permit applications, except as specifically included in the Basic Engineering Services. I, Appearing before regulatory agencies or courts as an expert witness in any litigation with third parties other than condemnation proceedings arising from the development or construction of the Project, including the preparation of engineering data and reports for assistance to the OWNER. m. Other services beyond those included in Basic or Special Services that are approved by the OWNER 13 - 16 AIanPltrmmerAssociates, Inc. for Professional Services n. Payment of fees for permit applications and publications) of notices. o. Public relation actives and consulting services. APAI Project No. 1416-003-01 p. Services known to be required for completion of the PROJECT that the OWNER agrees are to be furnished by the ENGINEER or by a sub -consultant that cannot be defined sufficiently at this time to establish the maximum compensation. Alan Plummer Associates, Inc. for Professional Services IV. COMPENSATION APAI Project No. 1416-0o3-01 OWNER will compensate ENGINEER on a cost reimbursable basis for the SERVICES rendered at Engineer's hourly rates provided in Attachment 1 to this Exhibit, All direct non -labor expenses, including mileage, travel and lodging expenses, but excluding subcontract expenses, applied to the BASIC ENGINEERING SERVICES, shall be paid at invoice or internal office cost plus a fifteen percent (15%) service charge. Subcontract expenses shall be paid at direct cost plus a fifteen percent (15%) service charge, All sales, use, value added, business transfer, gross receipts, or other similar taxes will be added to Engineer's compensation when invoicing Owner. The remaining compensation defined in EXHBIT A as approved by the OWNER was expended to begin work on the Phase 2 Scope of Services. The total fee ceiling for remaining Phase 2 work defined above is broken down below by task as defined in this exhibit: Activity Task Description Fee Ceiling PHASE 2 BASIC SERVICES Activity C Project Coordination $40,000 Activity D Design Lift Station and Pipelines Activity D1 Conceptual Design $70,000 Activity D2 Preliminary Design $74,000 Activity D3 Detailed Design $124,000 Activity E Bid Services $383000 Activity F Construction Services $573800 SUBTOTAL PHASE 2 BASIC SERVICES $403,800 PHASE 2 SPECIAL SERVICES Task 1 Survey $92,000 Task 2 Geotechnical Engineering $29,000 Task 3 Cultural Resources $19,500 Task 4 Corrosion Engineering $10,000 SUBTOTAL PHASE 2 SPECIAL SERVICES $150,500 ADDITIONAL SERVICES $35,000 TOTAL PHASE 2 FEE $589,300 The ENGINEER may submit interim statements, not to exceed one per month, for partial payment for SERVICES rendered. The statements to OWNER will be by task for the percentage of work actually completed. The OWNER shall make interim payments within 30 calendar days in response to ENGINEER's interim statements. No budgetary allowance has established for Additional Services. Additional services must be authorized by amendment of the agreement. Time and materials billing for ENGINEER'S labor will be at the hourly rates provided below. ENGINEER's direct expenses, including subcontractor expenses, will include a multiplier of 1,15, Alan Plummer Associates, Inc. for Professional Services IV. SCHEDULE APAI Project No. 1416-003-01 The time period for performance design and bid phase tasks identified under BASIC SERVICES as detailed above shall be completed within 180 days of the execution date of this Agreement plus such additional time as may be considered reasonable for obtaining approval of governmental authorities having jurisdiction to approve the final design documents, if such approval is to be obtained during the Final Design Phase. Construction phase services as detailed above shall be completed within approximately 12 calendar months of project bid. OWNER: City of Sanger, Texas By: Title: Witness: ENGINEER: ALAN PLUMMER ASSOCIATES, INC. By: Title: Witness: Alan Phrmmer Associates, Inc. for Professional Services ATTACHMENT1 ALAN PLUMMER ASSOCIATES, INC. HOURLY FEE SCHEDULE 2015 Staff Description APAI Project No. 1416-003-01 Staff Code Range of Billing Rates Admin Staff Al-A3 $ 65100 - $ 80.00 Senior Admin Staff A4 $ KOO - $110.00 Designer/Technician C1-C2 $ 56.00 - $103.00 Senior Designer/Technician C3-C4 $ KOO - $130.00 Engineer-in-Training/Scientist-in-Training ESO-ES3 $ 85.00 - $125000 Project Engineer/Scientist ES4 $112.00 - $140.00 Senior Project Engineer/Scientist ES5 $130.00 - $160,00 Project Manager ES6 $140.00 - $200,00 Senior Project Manager ES7 $190,00 - $240tOO Electrical Engineer E1 $115,00 - $165.00 Senior Electrical Engineer E2 $185,00 - $250tOO Structural Engineer S1 $115.00 - $165.00 Senior Structural Engineer S2 $185.00 - $250tOO Principal ES8-ES9 $220.00 - $300.00 Billing rates are based on "salary cost" times a multiplier of 2.3. Salary cost is based on direct payroll costs times 1.43. Salary cost includes direct payroll costs, payroll taxes, vacation, holiday, sick leave, employee insurance, and other fringe. Range of billing rates shown may be adjusted by up to 4 percent annually (at the beginning of each calendar year) during the term of this agreement, The multipliers shown will not be adjusted. A multiplier of 1.15 will be applied to all direct expenses. 1-1 Alan Plunrnzer Associates, Inc. ._.� ........ .�.. vt f._.....n ..............; �a .-_ jam.. f_.._...y....._....m.j......-.._._'..��.._.f._.,�._..-. F..R=.._.��_. 0.�._.._...sw.� "' LLn ; ; E i 1 ; Ll) l N i _ ' r ii t Lf1 O ( LM 7 rmi 0) O rmmq O O i O p , LO ,...{ _ co )L M Ln 0) { r-i I Co ( ri N O Ol o co co i f r-I { N CO L/'y 4tltj _ E t 1 9 I 2 _ _ CO C* lit { 3 t 1 ZT ! { l 1 I 2 It 1 5 { 00 O I%Kt N� fM O�1O d M fNj 1 � �rco s' { S 3 { 2 IT '0'E0. (3) 3 (M i j S { u ��{ cr1 L(1 c0 3.0 CO N '3 7 {LL2 | !� .-- [ `m (\ � L r�U �m �tLn| ` | FM � / ! | | } �Ln �� | | | ! �