ORDER NO. 31663 CONTRACT WITH TETRA TECH, INC Came to b~ heard this the 22nd day of March, 2010, with a motion made by Commissioner Williams, seconded by Commissioner Letz, the Court unanimously approved by,a vote of 4-0-0 to: Approve amending the Contract with Tetra Tech, Inc. to accommodate a revised Scope of Work for engineering services relating to Kerrville South Wastewater Project, Ranchero Road elements. ~ 110 ~,3 13 COMMISSIONERS' COURT AGENDA REQUEST ~' PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT'. MADE BY: Commissioner Williams MEETING DATE: March 22, 2010 OFFICE: Precinct Two TIME PREFERRED: L o•"o o ~ tst , SUBJECT: Consider, discuss and take appropriate action to amend the contract with Tetra Tech, Inc., to accommodate a revised Scope of Work for engineering services relating to Kerrville South Wastewater Project, Ranchero Road elements. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON(S) ADDRESSING COURT: Commissioners Williams & Keller Drozdick, Tetra Tech, Inc. ESTIMATED LENGTH OF PRESENTATION: IF PERSONNEL MATTER -NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays 5:00 P.M. previous Tuesday. THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards you request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. O TETRA TECH March 5, 2010 Commissioner Bill Williams Kerr County Commissioner's Court 700 E. Main Street Kerrville, Texas 78028 RE: ~ Modifications to Engineering Scope, Kerrville South Colonias Wastewater Phase IV This letter is intended to document the additional scope of engineering services required for the modifications to this project. This work is based on additional surveying, design,:. and other engineering support needed for the design of a new sewer line along Ranchero Road. This line is a relocation of a previously designed line that was part of the original contract scope. As is specified in Exhibit A, Performance Statement, of Contract 728065, the originak design called for the line to be located in an existing easement in the rear of the properties. The plans were designed according to these specifications, but construction was not possible because the County was unable to secure the necessary easements required by the City of Kerrville far the sewer line. After multiple unsuccessful attempts to modify the original design, it was determined that the Ranchero sewer line and related yard lines need to be redesigned along the front side of the properties on Ranchero Road. Scope - Survey of land between the right-of-way line of Ranchero Road and the back of curb along Ranchero Road, on the southeast side of the street. This survey will include. all significant features including pavements, significant trees, mailboxes, sidewalks, and driveways, as well as adequate elevations to develop one-foot contour lines. - Engineering design of a new sewer pipeline to serve eight residential lots along Ranchero Road, including connecting the new line to the existing line in Ripplewoad Drive. This includes all necessary plans and specifications. - This work is to be incorporated with the existing designs for the remainder of the Phase IV work, and submitted to the City of Kerrville for review. - Once the design is approved, it will be executed along with the other portions of this project, and construction support wi(I be provided. - Scope also includes previous preliminary design of alternatives and multiple site meetings with various interested parties. The fee for these additional services is a lump sum of $20,000. For invoicing purposes, it can be biNed according to the following milestones. Milestones % of Fee Approval of Scope Change by County Submission of design to City for Review ................................................. 30% Approval by City ..................................................................................... 10% Tetra Tech. Ire. 7+~+) N. Sr. €'tary': Sz,'E~eu S::~z'e 340, Say. !~;~:~x+~o, -(`X 7$?t)5 Tel :10.226?4~2 Fax 2i0.L26.F•197 ~•r~rra.tr-,,rzr,:~c(t.tc~; O TETRA TECH Completion of bid advertisement and award of construction contract ..... 10% Construction Oversight &Inspection ....................................................... 30% Completion of Closeout Assessment and submission of Plans of Record20% Schedule The design work can be completed, with submission of design to the City for review, within 45 days of receiving notice to proceed. Length of time for City review, and additional modifications required by the City, is unknown. Once the City has approved the design, the bid can continue the original schedule. If you have any questions, please let us know. Sincerely, /~~~-- S. Keller Drozdick, P.E. Project Engineer Page 1 of 3 Bill Williams From: Regan Lenehan [regan@grantworks.net] Sent: Monday, March 08, 2010 4:02 PM To: 'Bill Williams' Subject: FW: Kerr County Grant Contract, 728065 Hey Commissioner- I've been trying to track down the match for the Ranchero Rd project because it would be great to use it to pay for the additional engineering services. This way, we don't have to do a budget modification or go through the TDRA approval process (which has been slow recently) for the engineering fee increase. Ray Buck says the money was paid back in September of 2008. Do you have the funds in the grant account? How should we go about requesting authorization from the County to use them to pay for the TetraTech fee increase? Thanks! -r From: Ray Buck [mailto:RBuck@ugra.org] Sent: Monday, March 08, 2010 3:42 PM To: Regan Lenehan Cc: Tammy Thompson; Lana Edwards Subject: RE: Kerr County Grant Contract, 728065 Regen, We checked and our records show that we made the $25,000 payment to Kerr County in September 2008:. The check cleared our bank on October 1, 2008. You should probably contact Bill Williams or the county's financial person to make your draw. Good'to hear from you, Ray Raymond L. Buck, Jr. General Manager Upper Guadalupe River Authority 125 Lehmann Dr., Ste. 100 Kerrville, Texas 78028 tel: (830) 896-5445 fax: (830) 792-6763 rbuck~a ugra.org From: Regan Lenehan [mailto:regan@grantworks.net] Sent; Monday, March 08, 2010 2:23 PM To: Ray Buck Subject: RE: Kerr County Grant Contract, 728065 Hey Ray, Thanks for getting back to me so quickly. I'm not in the office today so the best I can do is email you the application for the grant (sorry to send you the n~zmai~ni n Page 2 of 3 entire file). Page 22 is the letter you wrote committing the $25k cash match for the project. I know that we discussed this again when you sold the system to the City of Kerrville, but it's been a while so I've forgotten how the match was going to be handled. We'd like to start drawing from the $25k match so we need to find out who to contact. Thanks for your help! Best regards, Regan From: Ray Buck [mailto:RBuck@ugra.org] Sent: Monday, March 08, 2010 8:30 AM To: Regan Lenehan Subject: RE: Kerr County Grant Contract, 728065 Hey Regen, It has been a long time. I don't remember anything about this our commitment. I will review and get back to you. Send me the documentation you have that shows Thanks and have a great day, Ray Raymond L. Buck, Jr. General Manager Upper Guadalupe River Authority 125 Lehmann Dr., Ste. 100 Kerrville, Texas 78028 tel: (830) 896-5445 fax: (830) 792-6763 rbuck u~u.gra.org. From: Regan Lenehan [mailto:regan@grantworks.net] Sent: Thursday, March 04, 2010 10:05 AM To: Ray Buck Subject: Kerr County Grant Contract, 728065 Importance: High Hi Ray, How are you? It's been a long time! I was hoping you could help me with an issue concerning the County's current grant for sewer improvements in Kerrville South. When this grant was started, UGRA committed to $25,000 for matching funds for the project. Since then, the City has purchased the system, so how is the match going to be handled? I know you emailed me about this when the transaction was going through, but it's been a while and we're getting ready to submit a request, so I need to know who to contact. Thanks for your help! Best regards, n~ inni~ni n Page 3 of 3 Regan Regan Lenehan GrantWorks, Inc ZZOS;Northland Drive Austin, TX 78756 Cell: 512 6361737 Email: regan(a~grantworks.net Hours: M-Thurs: Sam-spm OfFice Phone: 512 420 0303 OfFice Fax: 512 420 0302 n~ /nn/7n 1 n Page 1 of 1 Bill Williams From: Regan Lenehan [regan@grantworks.net] Sent: Friday, March 05, 2010 9:17 AM To: 'Drozdick, Keller'; 'Bill Williams' Subject: RE: Kerrville South Wastewater, Phase IV -Ranchero Road Additional Services Hi Ke11er & Commissioner: I emailed Ray Buck at UGRA yesterday about the matching funds commitment for this project. I'm not sure if UGRA is still going to pay it directly or if the City is going to pay. I feel like I might have heard something about establishing an escrow account for the money a while back, but I don't remember all of the details. The easiest way to pay for the fee increase is to use match funds. This way, we can move forward as soon as Commissioners' Court approves the increase. If accessing the match funds will be more complicated due to the situation with UGRA and the City we can move forward with the budget modification on the grant side. Ray is out of the office until Monday, so I will update you as soon as I hear back from him. Thanks! -Regan From: Drozdick, Keller [mailto:Keller.Drozdick@tetratech.com] Sent: Friday, March 05, 2010 7:37 AM To: Regan Lenehan; Bill Williams Subject: Kerrville South Wastewater, Phase IV -Ranchero Road Additional Services All, Attached is a letter describing the additional services we've been discussion regarding the redesign along Ranchero Road. Please let me know if there are any comments or concerns. S. Keller Drozdick, P.E. I Project Engineer Main: 210.226.2922 I Fax: 210.226.8497 keller.drozdick@tetratech com Tetra Tech I Engineering & Architecture Services 70o North St. Mary's, Suite 300 I San Antonio, TX 78205-3507 (www.tetratech.com PLEASE NOTE: This message, including any attachments, may include privileged, confidential andlor inside information. Any distribution or use of this communication by anyone other than the intended recipient is strictly prohibited and may be unlawful, If you are not the intended recipient, please notify the sender by replying to this message and then delete it from your system. n~mai~n~ n