HomeMy WebLinkAboutPR 20755: CONTRACTUAL CONSULTING SERVICES FROM WARREN ENVIRONMENTAL • ,
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INTEROFFICE MEMORANDUM
Date: May 9, 2019
To: The Honorable Mayor and City Council
Through: Rebecca Underhill, Interim City Manager
From: Donald Stanton, Interim Director of Water Utilities
RE: PR 20755 —Contractual Consulting Services from Warren Environmental
Introduction:
The intent of this Agenda Item is to seek City Council's approval for Warren Environmental to
provide consulting services to the Water Utilities Department concerning environmental
programs for water and wastewater operations. The contract is to be for a one-year period,
with services rendered on an as-needed basis in the not to exceed amount of$24,950.00.
Background:
It is deemed necessary to contract for program development and implementation through
audits and written reports. The consultation company is to provide guidance in compliance
with water and wastewater regulations and operations, as needed. Among the services Warren
Environmental will perform, are the following: Texas Water Development Board (TWDB)
Conservation Report, this report is required for finance eligibility through the Board; EPA
required Risk Management Plan Audit for Hazardous Gases; TWDB Drought Contingency
Plan required by TCEQ.
Efforts were made to receive proposals from other companies for this service. Warren
Environmental was the only company to provide a proposal. The City of Port Arthur's Water
Utilities Department previously utilized the services of Warren Environmental for a different
scope of work than that of this request, and was satisfied with their service.
Budget Impact:
Utilization of the services of Warren Environmental for a one-year period totals $24,950.00.
Funds are available in Account No. 410-1251-532.54-00/Professional Services.
Recommendation:
It is recommended that City Council approve PR 20755, to execute an agreement for
contractual consulting services of Warren Environmental, to provide consultation concerning
"Remember,we are here to serve the Citizens of Port Arthur"
Citi of
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environmental programs, for a one-year period, in the not-to-exceed amount of $24,950.00.
Funds are available in the Water Utilities Department/Administration Division Account No.
410-1251-532.54-00/Professional Services.
"Remember, we are here to serve the Citizens of Port Arthur"
PR No. 20755
6/18/2019 to
Page 1 of 4
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER
INTO AN AGREEMENT FOR CONTRACTUAL CONSULTING
SERVICES BETWEEN THE CITY OF PORT ARTHUR AND WARREN
ENVIRONMENTAL, OF VILLAGE MILLS, TEXAS, FOR THE WATER
UTILITIES DEPARTMENT, ADMINISTRATION DIVISION, FOR A
ONE-YEAR PERIOD, FOR CONSULTATION ON ENVIRONMENTAL
PROGRAMS FOR WATER AND WASTEWATER OPERATIONS, NOT-
TO-EXCEED $24,950.00. FUNDING IS AVAILABLE IN THE WATER
UTILITIES DEPARTMENT, ADMINISTRATION DIVISION ACCOUNT
NUMBER 410-1251-532.54-00, PROFESSIONAL SERVICES.
WHEREAS, currently, environmental programs as they apply to Federal and State
water and wastewater regulations are underway in the City of Port Arthur; and,
WHEREAS, an entity to consult with the Water Utilities Department was sought
in order to provide guidance with compliance for water and wastewater regulations and
operation as needed; and,
WHEREAS, assistance for compliance is needed with program development
implementation through audits and written reports; and,
WHEREAS, the City, in order to effectively continue the Water Utilities projects
and to provide guidance with compliance for water and wastewater regulations and
operations as needed, solicited quotes for said professional services outlined above; and,
WHEREAS, the Purchasing Department only received one (1) quote; and,
WHEREAS, the Water Utilities Department recommends contracting with Warren
Environmental, of Village Mills, Texas, as the consulting service concerning environmental
programs that apply to water and wastewater Federal and State regulations, for a one-
year period; and,
PR No. 20755
6/18/2019 ta
Page 2 of 4
WHEREAS, the Water Utilities Department deems Warren Environmental to
possess the necessary professional and technical knowledge to ensure the effective
execution of program development, implementation, audits, and written reports; and,
WHEREAS, Warren Environmental has presented a contract in an amount not-to-
exceed $24,950.00, which can be taken from Account No. 410-1251-532.54-00 (see
Exhibit "A"); and,
WHEREAS, the total amount includes consultation and guidance for wastewater
treatment, water treatment, risk management plans, hazard assessments, cross-
connection control on prevention, fats, oils and grease, storm water and pollution
prevention, laboratory development, water conservation, drought contingency, and water
distribution evaluations.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
Section 1. That the facts and opinions of the preamble are true and correct.
Section 2. That the City Manager is hereby authorized to execute an Agreement
with Warren Environmental to provide consultation on environmental programs as apply
to water and wastewater Federal and State regulations, not-to-exceed $24,950.00 for
one year, from Account No. 1251-532.54-00, in substantially the same form as the
attached Exhibit "A".
Section 3. That a copy of the caption of the Resolution be spread upon the
Minutes of the City Council.
PR No. 20755
6/18/2019 to
Page 3 of 4
READ,ADOPTED, AND APPROVED this the day of ,A.D. 2019
at a meeting of the City of Port Arthur, Texas by the following vote: AYES:
Mayor: ,
Councilmembers: ,
NOES: •
Derrick Freeman, Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM: APPROVED AS TO AVAILABILITY OF
FUNDS:
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Val Tizeno Kandy Dan I
City Attorney Interim Director of Finance
APPROVED FOR ADMINISTRATION:
Rebecca Underhill, CPA
Interim City Manager
PR No. 20755
6/18/2019 to
Page 4 of 4
Donald Stanton
Interim Director of Water Utilities
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Clifton Williams, CPPB
Purchasing Manager
EXHIBIT "A"
Warren Environmental
L PO Bos 164wE
OVillage Mills,TX 77663
SOW 301a for Agreement for Consulting Services for City of Port Arthur
ODate Services Performed By: Services Performed For:
June 14, 2019 Warren Environmental City of Port Arthur
PO Box 164 PO Box 1089
Village Mills,TX 77663 Port Arthur,TX 77641
E
This Statement of Work(SOS') is issued pursuant to the Consultant Services Master Agreement between City
of Port Arthur("Client")and Warren Environmental("Contractor"),effective ,2019(the"Agreement").
This SOW is subject to the terms and conditions contained in the Agreement between the parties and is made
rte— a part thereof. Any term not otherwise defined herein shall have the meaning specified in the Agreement. In
v ! the event of any conflict or inconsistency between the terms of this SOW and the terms of this Agreement,the
terms of this SOW shall govern and prevail.
This SOW# 301a (hereinafter called the "SOW"), effective as of , 2019, is entered into by and
between Contractor and Client, and is subject to the terms and conditions specified below. The Exhibit(s) to
this SOW,if any,shall be deemed to be a part hereof. In the event of any inconsistencies between the terms of
the body of this SOW and the terms of the Exhibit(s) hereto, the terms of the body of this SOW shall prevail.
Period of Performance
The Services shall commence on , 2019,and shall continue for one year or until services
completed whichever comes first.
Scope of Work
Consult on environmental programs as apply to water and wastewater Federal and State regulations. Assist
with program development and implementation through audits and written reports.
Statement of lVo k for City of Port Arthur•Jane 14,2019 1
Program and work assistance include but not limited to the following:
• Wastewater Treatment • Laboratory Development
• Water Treatment • Water Conservation and Drought
• Risk Management Plans and Hazard Contingency
Assessments • Water Distribution Evaluations
• Cross Connection Control and Prevention • Other
• Fats,Oils,and Grease
• Storm Water and Pollution Prevention
Deliverable Materials
Written reports for compliance and program plan's prepared and/or developed will be provided.
Contractor Responsibilities
Provide guidance with compliance for water and wastewater regulations and operations as needed.
Client Responsibilities
Provide information as requested to make determinations on environmental programs including water/
wastewater system operations.
Fee Schedule
Compensation by the CLIENT to the CONSULTANT for Services will be on a time and material basis.
Labor shall be billed based on standard billing rates as follows:
Category Billing Rate/I lour
Communication—Email&Telephone $50.00
Research&Reporting $75.00
General Consultation—offsite S 125.00
General Consultation—onsite S150.00
I lmcrgenct•Response 52225.00
Stamen!of tVorA Jor City o�Pont Arthur fine 14,2019 2
Budget Summary:
This engagement will be conducted on a Time&Materials basis. The total value for the Services pursuant to
this shall not exceed$24,950 unless otherwise agreed to by both parties via the project change control procedure,
as outlined in agreement.
Upon completion of this Performance Period, Contractor and Client will have the option to renew this
agreement for an additional then-stated number of hours at the then-current hourly rate for those resources
identified.
lull I u A(.l,lre�, (.Lent I'rnji i t A (Iicnt
PO Box 1089 •
I Port Arthur,TX 77641 Donnie Stanton 409-983-8226
Out-of-Pocket Expenses / Invoice Procedures
Client will be invoiced regularly for the consulting services. Standard Contractor invoicing is assumed to be
acceptable. Invoices are due upon receipt.
Client will not be invoiced for costs associated with out-of-pocket expenses locally(including,without limitation,
costs and expenses associated with meals, lodging, local transportation and any other applicable business
expenses.) If out of town travel (greater than 150 miles one way) is required or requested the Client will be
invoiced for lodging and transportation.
Invoices shall be submitted monthly in arrears,referencing this Client's SOW Number to the address indicated
above. Each invoice will reflect charges for the time period being billed and cumulative figures for previous
periods.Terms of payment for each invoice are due upon receipt by Client of a proper invoice.Contractor shall
provide Client with sufficient details to support its invoices,including time sheets for services performed and
expense receipts and justifications for authorized expenses,unless otherwise agreed to by the parties.
Completion Criteria
Contractor shall have fulfilled its obligations when any one of the following first occurs:
• Contractor accomplishes the Contractor activities described within this SOW,including delivery to Client
of the materials listed in the Section entitled"Deliverable Materials,"and Client accepts such activities and
materials without unreasonable objections.No response from Client within 2-business days of deliverables
being delivered by Contractor is deemed acceptance.
Statement of U%ork%or city of Port Arthur•Jane 14,2019 3
• Contractor and/or Client has the right to cancel services or deliverables not yet provided with
[201 business days advance written notice to the other party.
Assumptions
No assumptions are made with this SOW.
IN WITNESS WHEREOF, the parties hereto have caused this SOW co be effective as of the thy,month
and year first written above.
City of Port Arthur Warren Environmental
By: By:
Name: — Name: Karin K. Warren
Tide: Title: Owner/Consultant
Date: Date:
Stvtmment cif W ork jor GO:qt.Port,-rthur•June 14.2019 4