HomeMy WebLinkAboutRes 99-14 Authorizing Negotiations and Execution of a Contract with Perez/Freese and NicholsTOWN OF WESTLAKE
RESOLUTION 99-14
A RESOLUTION OF THE BOARD OF ALDERMEN OF THE TOWN OF
WESTLAKE, TEXAS, AUTHORIZING THE TOWN MANAGER TO
NEGOTIATE AND EXECUTE A CONTRACT WITH PEREZ/FREESE &
NICHOLS, L.L.0 FOR A WATER AND WASTEWATER RATE STUDY.
WHEREAS, the Town wishes to have a study preformed to determine the rates
and fees for future water and sewer services to be furnished by the Town.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF
ALDERMEN OF THE TOWN OF WESTLAKE, TEXAS:
SECTION 1: That the Board of Aldermen of the Town of Westlake, Texas,
hereby authorizes the Town Manager to negotiate and execute a contract, for a cost not to
exceed $21,150.00 as described in Exhibit A, with Perez/Freese & Nichols, L.L.0 for a
water and wastewater rate study.
PASSED AND APPROVED ON THIS 22°a DAY OF NOVEMBER, 1999.
Scott Bradl6y, Mayor
ATTEST:
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dingerfrosswy, Town Settotary
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PEREZ ! FREESE NICHOLS, L.L.C.
November 19, 1999
Mr. Trent Petty
Town Manager
Town of Westlake
3 Village Circle, Suite 207 Solana
Westlake, Texas 76262
Dear Mr. Petty:
In response to our meeting with you on October 27, 1999, we are pleased to submit this proposal for
providing professional engineering/planning services to the Town of Westlake for the preparation of a Water
and Wastewater Rate Studies and Impact Fee Studies.
SCOPE OF SERVICES:
Perez/Freese and Nichols, L.L.C. (P/FN) will render the professional services in connection with the
development of the rate and impact fee studies as outlined in the attached Scope of Service.
TIME OF COMPLETION
P/FN is authorized to commence work on the Project upon execution of this AGREEMENT and agrees to
complete the services in accordance with the following schedule:
Tasks 1 though 6 will be completed within 30 calendar days after receipt of a signed
agreement or notice to proceed.
2. Tasks 8 through 13 will be completed within 30 calendar days after the work session with
the Town Board of Aldermen and staff as identified in Task 7.
Task 15 will be completed within 14 calendar days after the meeting on the draft report with
the Town Board of Aldermen and staff as identified in Task 14 and receipt of comments.
P/FN reserves the right to extend the completion schedule due to OWNER's delays. Additional compensation
may be requested by P/FN if the project is unduly prolonged due to delays beyond the control of P/FN.
RESPONSIBILITIES OF TOWN OF WESTLAKE
Town of Westlake shall perform the following in a timely manner so as not to delay the services of
Perez/Freese and Nichols, L.L.C.:
A. Designate in writing a person to act as Town of Westlake's representative with respect to the
services to be rendered under this Agreement. Such person shall have contract authority to transmit
instructions, receive information, interpret and define Town of Westlake policies and decisions with
respect to Perez/Freese and Nichols, L.L.C.'s services for the Project.
PEREZ / FREESE AND NICHOLS, L.L.C. • CONSULTING ENGINEERS
3233 N. McCOLL RD. • McALLEN, TEXAS 78501
956-631-4482 FAX 956-682-1545
www.Freese.com
B. Provide all criteria and full information as to Town of Westlake requirements for the Assignment.
C. Assist Perez/Freese and Nichols, L.L.G. by placing at Perez/Freese and Nichols, L.L.C.'s disposal
all available information pertinent to the Project including previous reports and any other data
relative to the Project.
D. Arrange for access to and make all provisions for Perez/Freese and Nichols, L.L.C. to enter upon
public and private property as required for Perez/Freese and Nichols, L.L.C. to perform services
under this Agreement.
E. Examine all studies, reports, sketches, drawings, specifications, proposals and other documents
presented by Perez/Freese andNichols, L.L.C., obtain advice of an attorney, insurance counselor and
other consultants as Town of Westlake deems appropriate for such examination and render in writing
decisions pertaining thereto within a reasonable time so as not to delay the services of Perez/Freese
and Nichols, L.L.C..
COMPENSATION
COST TIMES LABOR RATES WITH MAXIMUM FEE LIMIT
A. Not to Exceed: The total fee for Basic Services shall be computed on the basis of the Schedule of
Charges, but the fee shall not exceed $21,150.00 If P/FN sees the Scope of Services changing so that
Additional Services are needed, P/FN will notify OWNER for OWNER's approval before
proceeding. Additional services shall be computed based on the Schedule of Charges.
B. Schedule of Charges:
Staff Member
Project Manager
Project Staff
Clerical
Other Direct Expenses
$138.00 per hour
$ 38.00 per hour
$ 29.00 per hour
Actual Cost Times Multiplier of 1.15
Other direct expenses shall include outside printing and reproduction expense, communication
expense, travel, transportation and subsistence away from McAllen, Texas and other miscellaneous
expenses directly related to the work and other work required to be done by independent persons
other than staff members.
C. Additional Services:
If approved by OWNER, P/FN shall be compensated for Additional Services as follows:
Staff Member
Project Manager
Project Staff
Clerical
$138.00 per hour
$ 38.00 per hour
$ 29.00 per hour
Other Direct Expense
Actual Cost Times Multiplier of 1.15
Other direct expenses shall include outside printing and reproduction expense, communication
expense, travel, transportation and subsistence away from McAllen, Texas and other
miscellaneous expenses directly related to the work and other work required to be done by
independent persons other than staff members.
We appreciate this opportunity to submit this proposal. If additional information or clarification is
desired, please do not hesitate to contact us. If you are in agreement with the services described above
and wish for us to proceed with this assignment, please sign below and return one copy of the agreement
for our files.
Yours very truly,
PEREZ/FREESE AND NICHOLS, L.L.0
By:
T. Anthony Reid, P.E.
Executive Vice President
F_TOINa.91.9 up
TOWN OF WESTLAKE
Dater, � 61, 2 _
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By: r Date: 77.
Title:
Westlake, Texas
Water and Wastewater Rate Studies and Impact Fee Studies
Proposed Scope of Services
1. Meet with the Town of Westlake staff and its consultant, The Hogan Corporation, as necessary
to obtain data for the study, including the following information as available. It is understood that
not all this information will be available since a water and wastewater utility does not exist at the
present time.
>> historical and projected populations
>> connections with in -district and out -of -district accounts
=�> recent reports on the water delivery system, including audit reports
>> historical water delivery system expenses and revenues for at least five fiscal years
=1> historical wastewater collection and treatment expenses and revenues for at least five fiscal
years
4> historical water use for each in -city and out -of -city account for at least five fiscal years
�> currently outstanding bond obligations and debt service requirements
�> current and historical water and wastewater rate schedules
>> contracts with any wholesale customers
historical sales to wholesale customers
'> planned capital expenditures for the next ten fiscal years
> financing to be used for the planned capital expenditures
>> expected interest rates and repayment schedules for bond issues to finance capital
expenditures for the next five fiscal years.
2. In cooperation with the Town of Westlake staff, make a complete tour of the existing facilities.
3. Using the available information on proposed water and wastewater infrastructure improvements
contained in the documents developed by The Hogan Corporation, prepare a map of the Town that
will illustrate those portion of the service area that should be developed at selected points of time.
This snap will be developed from existing digital maps furnished by The Hogan Corporation. This
map will be used to estimate how the number of customers should be increase over the study period.
4. Review the terms of the water supply contract with the City of Fort Worth, the wastewater
treatment contract with the Trinity River Authority, and another supply and treatment contracts. The
Town of Westlake staff will visit with appropriate representatives to obtain available information
on anticipated rate adjustments for the ten-year period, 2001 through 2010 and furnish this
information to the Consultant.
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5. Project the operation and maintenance expenses for the ten-year period, 2001 through 2010, based
on known contracts and assumed methods of utility operation.
b. Establish matrix table of the debt service obligations that will be assumed by the Town of
Westlake from existing utilities located within the town limits and the projected debt service
obligations for the draft phased capital improvement program (11/1999) prepared by The Hogan
Corporation. The proposed phasing is: Phase 1, in 1 to 2 years; Phase 2, in 5 to 7 years; and Phase
3, in 10 to 15 years.
7. Prepare memorandum outlining the information developed in the first six tasks and conduct a
work session with the Town Board of Aldermen and staff to present the assembled information.
8. Allocate projected costs and establish rate structures over the ten-year period, 2001 through 2010,
using the methods outlined in American Water Works Association, Manual of Water Supply
Practices, MI on the rate design for small utilities to the maximum extent possible.
9. Consider the impacts on the rate structures if a separate rate structure was established for
customers who installed a separate lawn irrigation meter and a control to maintain and monitor the
time of operation.
10. Review the report on Capital Improvements Plan for Determination of Water and Wastewater
Impact Fee, March 1997, prepared by The Hogan Corporation. Make the necessary adjustments to
the capital improvement plan based on the phased capital improvement plan (dated 1111999)
developed by The Hogan Corporation and revise the estimated water and wastewater impact fees.
This task does not include the development of the materials nor the participation in the formal
hearing process required for the adoption of impact fees.
11. Adjust the projected rate schedules assuming a reasonable level of impact fees are available to
pay for all or a portion of the draft phased capital improvement program (11/1999) capital cost
and/or debt service,
12. Compare the proposed rate structures with the 1999 Water and Wastewater Survey Results for
surrounding communities published by the Texas Municipal League in the May 1999 Texas Town
& City.
13. Prepare a draft report for the Town Board of Aldermen and staff giving the findings, conclusions,
and recommendations of the study.
14. Meet with the Town Board of Aldermen and staff in a work session to review the draft report,
15. Provide 20 copies of a final report after receipt of review comments on the draft and present the
results to the Town Board of Aldermen.
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