HomeMy WebLinkAbout01/24/2008 - Workshop Agenda Packet - City CouncilTraditional Values, Progressive Thinking
In the Research Valley
Mayor Councilmembers
Ben White John Crompton
Mayor Pro Tem James Massey
Ron Gay Lynn McIlhaney
City Manager Chris Scotti
Glenn Brown David Ruesink
Agenda
College Station City Council
Workshop Meeting
Thursday, January 24, 2008 3:00 p.m.
City Hall Council Chambers, 1101 Texas Avenue
College Station, Texas
1. Presentation, possible action, and discussion on items listed on the consent agenda.
2. Presentation, possible action and discussion of TxDOT projects in the area.
3. Presentation, possible action, and discussion regarding water conservation policy and strategies.
4. Presentation, possible action, and discussion regarding the City renewal procedures for annual contracts
and other multi-year agreements.
5. Presentation, possible action, and discussion regarding possible items to be discussed at the City
Council’s Mini-Retreat on March 5.
6. Presentation, possible action, and discussion regarding an update on the status of the Comprehensive
Plan update.
7. Presentation, possible action, and discussion regarding updating the water and wastewater system
master plans.
8. Council Calendar
January 28 Evaluations of City Manager, City Attorney, City Secretary, City Hall, 6:00 pm
January 29 Special Meeting Public Hearing on Annexation, Council Chambers 7:00 pm
January 30 CIP Community Meeting, Pebble Creek Elementary Cafeteria, 7:00 pm
February 4 Neighborhood Integrity Meeting Conference Center 9:00 am – 5:00 pm
February 11 First Day to file for City Council positions
February 14 Workshop and Regular Meetings, 7:00 pm
9. Presentation, possible action, and discussion on future agenda items: A Council Member may inquire
about a subject for which notice has not been given. A statement of specific factual information or the
recitation of existing policy may be given. Any deliberation shall be limited to a proposal to place the
subject on an agenda for a subsequent meeting.
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Council Meeting Thursday, January 24, 2008 Page 2
Traditional Values, Progressive Thinking
In the Research Valley
10. Discussion, review and possible action regarding the following meetings: Arts Council Subcommittee
of the Council, Audit Committee, Brazos County Health Dept., Brazos Valley Council of
Governments, Cemetery Committee, Design Review Board, Historic Preservation Committee,
Interfaith Dialogue Association, Intergovernmental Committee, Joint Relief Funding Review
Committee, Library Committee, Metropolitan Planning Organization, Outside Agency Funding
Review, Parks and Recreation Board, Planning and Zoning Commission, Sister City Association,
TAMU Student Senate, Research Valley Partnership, Regional Transportation Committee for Council
of Governments, Transportation Committee, Wolf Pen Creek Oversight Committee, Wolf Pen Creek
TIF Board, Zoning Board of Adjustments (Notice of Agendas posted on City Hall bulletin board).
11. Executive Session will immediately follow the workshop meeting in the Administrative Conference
Room.
Consultation with Attorney {Gov’t Code Section 551.071}; possible action. The City Council may seek
advice from its attorney regarding a pending and contemplated litigation subject or settlement offer or
attorney-client privileged information. Litigation is an ongoing process and questions may arise as to a
litigation tactic or settlement offer, which needs to be discussed with the City Council. Upon occasion the
City Council may need information from its attorney as to the status of a pending or contemplated litigation
subject or settlement offer or attorney-client privileged information. After executive session discussion,
any final action or vote taken will be in public. The following subject(s) may be discussed:
a. Application with TCEQ in Westside/Highway 60 area, near Brushy Water Supply Corporation.
b. Civil Action No. H-04-4558, U.S. District Court, Southern District of Texas, Houston Division,
College Station v. U.S. Dept. of Agriculture, etc., and Wellborn Special Utility District.
c. Cause No. GN-502012, Travis County, TMPA v. PUC (College Station filed Intervention 7/6/05)
d. Sewer CCN request.
e. Legal aspects of Water Well and possible purchase of or lease of another water site.
f. Civil Action No. H-04-3876, U.S. District Court, Southern District of Texas, Houston Division, JK
Development v. College Station.
g. Cause No. 06-002318-CV-272, 272nd Judicial District Court, Brazos County, Texas, Taylor Kingsley v.
City of College Station, Texas and Does 1 through 10, inclusive.
h. Cause No. 485-CC, County Court at Law No. 1, Brazos County, Texas, City of College Station v.
David Allen Weber, et al.
i. Bed & Banks Water Rights Discharge Permits for College Station and Bryan
j. Cause No. 07-001241-CV-361, 361st Judicial District Court, Brazos County, Texas
Gregory A. & Agnes A. Ricks v. City of College Station
k. Water CCN request
Competitive Matter {Gov’t Code Section 551.086}; possible action The City Council may deliberate, vote,
or take final action on a competitive matter in closed session. The City Council must make a good faith
determination, by majority vote of the City Council, that the matter is a Competitive Matter. A
“Competitive Matter” is a utility-related matter that the City Council determines is related to the City of
College Station’s Electric Utility Competitive Activity, including commercial information, which if
disclosed would give advantage to competitors or prospective competitors. The following is a general
representation of the subject(s) to be considered as a competitive matter.
a. Marketing and Strategy Plans for College Station Electric Utilities
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Council Meeting Thursday, January 24, 2008 Page 3
Traditional Values, Progressive Thinking
In the Research Valley
12. Action on executive session, or any workshop agenda item not completed or discussed in today’s
workshop meeting will be discussed in tonight’s Regular Meeting if necessary.
13. Adjourn.
APPROVED:
______________________________
City Manager
Notice is hereby given that a Workshop Meeting of the City Council of the City of College Station, Texas
will be held on the 24th day of January, 2008 at 3:00 p.m. in the City Hall Council Chambers, 1101 Texas
Avenue, College Station, Texas. The following subjects will be discussed, to wit: See Agenda
Posted this 21st day of January, 2008 at 3:00 pm
__
E-Signed by Connie Hooks
VERIFY authenticity with ApproveIt
__________________________
City Secretary
I, the undersigned, do hereby certify that the above Notice of Meeting of the Governing Body of the City
of College Station, Texas, is a true and correct copy of said Notice and that I posted a true and correct
copy of said notice on the bulletin board at City Hall, 1101 Texas Avenue, in College Station, Texas, and
the City’s website, www.cstx.gov . The Agenda and Notice are readily accessible to the general public at
all times. Said Notice and Agenda were posted on January 21st, 2008 at 2:30 pm and remained so posted
continuously for at least 72 hours proceeding the scheduled time of said meeting.
This public notice was removed from the official board at the College Station City Hall on the following
date and time: _______________________ by ___________________________.
Dated this _____day of _______________, 2008.
CITY OF COLLEGE STATION, TEXAS
By____________________________________
Subscribed and sworn to before me on this the ______day of _________________,
___________________Notary Public – Brazos County, Texas
My commission expires:________
This building is wheelchair accessible. Handicap parking spaces are available. Any request for sign
interpretive service must be made 48 hours before the meeting. To make arrangements call (979) 764-
3517 or (TDD) 1-800-735-2989. Agendas may be viewed on www.cstx.gov. Council meetings are
broadcast live on Cable Access Channel 19.
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January 24, 2008
Workshop Agenda Item 2
TxDOT Update
To: Glenn Brown, City Manager
From: Mark Smith, Director of Public Works
Agenda Caption: Presentation, possible action and discussion of TxDOT projects in the
area.
Recommendation(s):
Summary: TxDOT staff will present an update of projects affecting the City.
Budget & Financial Summary:
Attachments:
4
January 24, 2008
Workshop Agenda Item 3
Water Conservation Brief
To: Glenn Brown, City Manager
From: Dave Coleman, Water Services Director
Agenda Caption: Presentation, possible action, and discussion regarding water
conservation policy and strategies.
Recommendation: Receive the Water Conservation staff report and provide feedback and
direction to City Manager.
Summary: At the request of City Council, staff will provide a briefing regarding potential
water conservation measures that could be implemented. Staff will provide more detailed
information if desired, or pursue specific strategies as directed.
On October 23, 2006 City Council adopted a Water Conservation Plan that established
specific water consumption reduction goals. Since water is a finite resource, this plan
recognizes that steps must be taken now to reduce excess water usage. Additionally, all of
our water production capacity is controlled by the Brazos Valley Groundwater Conservation
District, which strictly prohibits water waste in its rules. Staff advises that our future
application to drill wells 8, 9 and 10 will be viewed much more favorably if we can
demonstrate positive and effective measures implemented for water conservation.
Our target is to reduce peak water usage, measured in gallons per person, per day (gpcd):
· 2006 peak usage: 197 gpcd
· 2016 goal: 180 gpcd
To achieve this reduced consumption, five primary strategies are recommended:
1. Water Re-use: Piping effluent to Veteran’s Park could achieve a 5 gpcd reduction
plus another 5 gpcd avoidance. CIP project is planned for FY-09.
2. Water Rate Structure: When a water rate increase is required, it could be
implemented as a “Water Conservation” rate, which would increase the rate on
residential consumption above a certain sustenance level, and on water used for
irrigation. Could achieve a 5 to 10 gpcd reduction, if not more.
3. Water Loss Control: Regular monitoring and audits of the water system could
identify leaks more quickly and reduce water waste.
4. Public Education: Promote water conservation measures more actively and strive for
a better educated customer base.
5. Landscape Water Management: Work with lawn care companies, home owners, and
businesses to eliminate wasteful irrigation.
Budget & Financial Summary: None.
Attachments: Power Point Presentation
5
Water Conservation
Program
College Station City Council
January 24,2008
6
Why Is Water Conservation
Essential?
n Groundwater District rules
¨Aquifer is a limited resource
¨Water conservation measures part of new well application
n Impact of Regional Water Plan
n Rapid growth continues
n Expensive new water sources
n System designed for Peak Demand
¨Reducing peak demand defers or eliminates Capital costs
7
Future Concerns
n No immediate shortage, but…
n Conservation and water reuse are recommended Water
Management Strategies in Region G Water Plan
n Groundwater Conservation District will eventually need
to limit groundwater pumping
n Limit of 90,000 acre-feet/year available from Simsboro
aquifer in Robertson/Brazos Counties
¨57,400 af/yr is already permitted
¨32,600 af/yr remaining to be permitted
¨This will allow 6 new full production wells (3,000 gpm each)
¨These numbers could change, based on Desired Future
Conditions
8
CS Water Demand Dec 2007
Circles show when peak demands hit production capacity, in 3 scenario.
0.0
5.0
10.0
15.0
20.0
25.0
30.0
35.0
40.0
45.0
50.020 0 5 2 0 1 0 2 0 1 5 2 0 2 0 2 0 2 5 2 0 3 0 2 0 3 5 2 0 4 0 2 0 4 5 2 0 5 0
Year
M G D
Avg Demand
w/Cons & Reuse
w/Conservation
Peak Day
Prod'n Capacity
Well 10Well 9
Well 7
2025
2035 2045 Staus Quo
w/Cons'n
w/Cons'n
& Reuse
9
Current Status of Water
Conservation
n Some programs already in place
¨Education-based
¨Drought Contingency Plan in place since 19xx
n Water Conservation Plan
¨Adopted by Council October 2006
¨Ultimate goal: Average water use at or below 140
gallons per capita per day (gpcd)
¨2016 goal: Peak water use reduced from the 2006
level of 197 gpcd to 180 gpcd.
n Through combination of programs, could save
up to 10-20 gallons per person/day
10
Conservation BMP’sin Texas*
YYConservation Pricing
YYWater Waste Prohibition
YYReuse of Treated Effluent
YYAll Water Connections Metered
YYConservation Coordinator
YYPlumbing Fixture Rebate / Retrofit
YYClothes Washer Incentives
YYIndustrial / Commercial / InstitutionalConservation
YYRainwater Harvesting/Condensate Reuse
YYAthletic Field / Park / Golf Course Conservation
YYLandscape Irrigation Conservation / Conversion
YYWater Use Survey For SF & MF Customers
YYSchool Education / Public Information
YYSystem Water Audits / Water Loss
By 2015By 2010In PlaceTitle
* Water Conservation BMP Guide, TWDB Water Conservation Task Force, Nov. 04
11
Conservation effort needs to target
Landscape Irrigation first
n EPA estimates up to 50% of outdoor
irrigation water is wasted
n Many CS neighborhoods have irrigation
water running down the gutters
n Water Reuse for irrigation: 67 million
gallons/year initially; potential for more
12
B/CS Eagle
photo 2/17/07
The sprinkler system at a
business on Southwest
Parkway “helped create
icicles covering the trees
Friday morning.”
Source: Bryan / College
Station Eagle newspaper
Saturday, Feb. 17, 2007
Photo credit: Butch Ireland
13
Overwatering(1)
Date of picture:March 29th, 2007
14
0
0.5
1
1.5
2
2.5
3
3.5
4
4.5
2003 2004 2005 2006 2007
B
i l l i o n G a
l l o n s
/Y e
a
r
Wastewater Treated Water DemandOutdoor water
conservation potential WATER DEMAND
How Much Could We Save
Annually?
15
Recommended Programs
n 1. Water Re-use: Pipe effluent from treatment plant to
parks for irrigation
n 2. Conservation water rates: Encourage reduced
irrigation usage and properly allocate costs to irrigation
users who create the high peak demand
n 3. Water Loss Control: System monitoring to reduce
losses from leaks, etc.
n 4. Public Education: Promote Water Conservation
n 5. Landscape Water Management: on-site water audits,
education to change habits, promote water-saving plants
16
1. Water Re-Use
n Veteran’s Park is estimated to use 750,000 gallons per
day to irrigate playing fields when fully built-out
n CIP project planned for FY-09 will cost $2.3 million
¨Have issued RFQ to select design firm
¨Looking for best easement route from CCWWTP to VPAC
¨Expect to start construction Winter 2009
¨Hope to be complete for 2009 irrigation season
n Parks Department is actively supportive
n Request Council support this CIP project
n Future CIP for Re-use water to City Center area (incl.
Central Park and Cemetery) est. cost $1.0 million and
will save 325,000 gallons per day.
17
2. Conservation Water Rates
n For Residential: Increase in price per unit of water as
consumption increases
n Shifts cost of service burden to customers putting burden
on water system
¨When a water rate increase is required, recommend it be implemented
by keeping our Residential base rate unchanged, as a “sustenance rate”
¨Those residential customers creating the high peak demand would then
pay more for usage above the sustenance rate
n Next slide shows samples of Residential conservation
rates
n Commercial rates remain flat (not graduated based on
usage), but would have a separate rate for irrigation
n Most businesses have irrigation meters already
18
2. Residential Conservation Rate Examples
$2.25 -$6.00 4Georgetown
$1.75 -$6.75 7Garden Ridge
$2.28 -$2.98 3Frisco
$1.63 -$7.67 10Fredericksburg
$1.77 -$2.90 3Fort Worth
$2.10 -$3.57 5Flower Mound
$1.17 -$4.68 4El Paso
$1.16 -$3.404Dallas
$2.221College Station
$2.57 -$3.774Carrollton
$3.53 -$5.52 4Brenham
$1.54 -$2.09 6Bastrop
$0.86 -$6.42 4Austin
$2.36 -$4.13 4Allen
Cost / 1,000
gallons over base# of Rate Blocks
Cost / 1,000
gallons over base# of Rate Blocks
$2.33 -$3.50 3Grand Prairie
$3.05 -$4.658Houston
$1.52 -$2.55 7Victoria
$2.13 -$4.003Wickson S.U.D
$2.42 -$3.64 4Waco
$2.65 -$4.304Wellborn S.U.D.
$1.25 -$1.71 4Sugar Land
$4.05 -$5.62 4San Marcos
$0.878 -$4.114San Antonio
$2.50 -$2.72 4Rosenberg
$2.55 -$3.51 6Richardson
$4.51 -$5.14 8Pflugerville
$2.59 -$3.09 3Killeen
$2.21 -$4.88 5Kerrville
Percent Increase, Low to High: Min = 9% Max = 647% Avg= 121%
19
3. Water Loss Control
n System-wide water utility audits required by
Texas Water Development Board every five
years
n Effective tool in reducing unbilled or non-
revenue water
n Provides information on improving utility
efficiency
n Water Utility is already implementing this
20
4. Public Education
n Currently reaching 7,000 customers/year
through direct contact
n Combining with recognizable programs such as
Water IQ and Learning to be Water Wise
increases impact
n Increase in funding needed to reach wider
customer base
n Excellent support from City Public
Communications Department
21
5. Landscape Water Management
n No more “set it and forget it”for irrigation
systems
n Involve local landscape industry,
Extension service in customer outreach
n On-site audits and watering schedules can
greatly reduce waste without impacting
landscapes
22
Recommendations
n 1. Fund the Water Re-use CIP project for FY-09
n 2. Adopt conservation water rates (120% Max)
¨Residential concept, phased in over 3 years:
n Keep base rate at $2.22 per thousand up to 10,000 gallons per month
n Approx. $2.88 for usage from 10,001 to 15,000 gallons per month
n Approx. $3.54 for usage from 15,001 to 20,000 gallons per month
n Approx. $4.20 for usage from 20,001 to 25,000 gallons per month
n Approx. $4.86 for usage above 25,000 gallons per month
¨Commercial concept:
n Keep Flat Rate, not increasing based on usage
n Separate irrigation rate, with irrigation meters, start at $3.54/thousand level
n 3. Implement Water Loss Control (no additional cost)
n 4. Improve public outreach and education on water issues
¨Increase funding from $25,000/year to $50,000/year
n 5. Implement Landscape Water Management
¨Fund $30,000/year for outreach efforts
n Also, review Ordinances to ensure they are consistent with Conservation
23
January 24, 2008
Workshop Agenda Item 4
Renewal Procedures
To: Glenn Brown, City Manager
From: Jeff Kersten, Director of Fiscal Services
Agenda Caption: Presentation, possible action, and discussion regarding the City
renewal procedures for annual contracts and other multi-year agreements.
Recommendation(s): Staff is requesting guidance on renewal procedures.
Summary: There have been several questions raised by Council over the last few months
regarding the process for renewing our annual contracts. Staff will present the current
procedure for determining when our agreements are renewed and/or rebid and ask for
Council guidance if a change in process is necessary.
Budget & Financial Summary: There is no financial impact at this time.
Attachments: None
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January 24, 2008
Workshop Agenda Item 5
Items for Council Mini-Retreat
To: Glenn Brown, City Manager
From: City Manager’s Office
Agenda Caption: Presentation, possible action, and discussion regarding possible items to
be discussed at the City Council’s Mini-Retreat on March 5.
Recommendation(s): N/A
Summary: The City Council has scheduled a mini-retreat for March 5 to discuss various
issues. Based on prior direction from Council and needs identified by staff, the items for the
retreat are a visioning exercise, presentation of departmental strategic business plans, and
a detailed follow-up on tasks identified at Council’s 2007 strategic planning retreat.
Budget & Financial Summary: N/A
Attachments: N/A
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January 24, 2008
Workshop Agenda Item 6
Comprehensive Plan Update
To: Glenn Brown, City Manager
From: Bob Cowell, AICP, Director of Planning and Development Services
Agenda Caption: Presentation, possible action, and discussion regarding an update
on the status of the Comprehensive Plan update.
Recommendation: N/A
Summary: The purpose of this workshop item is to provide Council with a status
report on the Comprehensive Plan update. To date the CPAC has completed the first
phase of the update. This phase resulted in Council’s adoption of a Vision Statement
and concurrence with a set of working goal and policy statements. Since that time
Council has approved a contract with Kendig Keast Collaborative (KKC) to conclude
the comprehensive plan. Projected completion date is in late 2008/early 2009.
Budget & Financial Summary: N/A
Attachments:
1. Preliminary Phase II Comprehensive Plan Update Timeline
26
College Station Comprehensive Plan
Activity Meeting Date
CPAC
Distribution Notes
Phase II Kickoff Meeting 11/8/2007 ‐‐Schedule, data needs, logistics.
Draft Chapter 1‐
Introduction [CITY]‐‐1/8/2008
Draft chapter for internal (KKC review
memorandum) and CPAC review.
CPAC Meeting 1 1/15/2008 ‐‐Agenda topics to be determined.
Community character and
urban form analysis ‐‐2/13/2008
Interim deliverable toward eventual Chapter 2‐
Community Character.
Existing Conditions Report
[CITY]‐‐2/13/2008
Stand‐alone report in support of the
Comprehensive Plan document. Draft for internal
(KKC/KHA/ESI review memorandum) and CPAC
review.
CPAC Meeting 2 2/20/2008 ‐‐Agenda topics to be determined.
Urban design and
community appearance
sections ‐‐3/11/2008
Interim deliverable toward eventual Chapter 2‐
Community Character.
Land Use Plan background
discussion ‐‐3/11/2008
Interim deliverable toward eventual Chapter 2‐
Community Character.
Preliminary outline of UDO
and district issues ‐‐3/11/2008
Interim deliverable toward eventual Chapter 2‐
Community Character.
CPAC Meeting 3 3/18/2008 ‐‐Agenda topics to be determined.
Unique Community Assets
sections ‐‐4/8/2008
Interim deliverable toward eventual Chapter 2‐
Community Character.
Draft Chapter 3‐
Neighborhood Integrity
[CITY]‐‐4/8/2008
Draft chapter for internal (KKC review
memorandum) and CPAC review.
Parks Master Plan summary
content Apr 2008
Draft Chapter
5
Parks, Art & Leisure. Also KKC review
memorandum on revised Parks Master Plan.
CPAC Meeting 4 4/15/2008 ‐‐Agenda topics to be determined.
Draft Chapter 4‐Economic
Development May 2008 Draft chapter for staff and CPAC review.
Measures of effectiveness
charts/tables ‐‐5/13/2008
Interim deliverable toward eventual Chapter 6‐
Transportation.
Draft Chapter 2‐
Community Character ‐‐5/13/2008 Draft chapter for staff and CPAC review.
CPAC Meeting 5 5/20/2008 ‐‐Agenda topics to be determined.
Greenways Master Plan
summary content/outline ‐‐6/10/2008
Interim deliverable toward eventual Chapter 5‐
Parks, Art & Leisure.
Arts issues/strategies outline 5/27/2008 6/10/2008
Interim deliverable toward eventual Chapter 5‐
Parks, Art & Leisure.
Context Sensitive Solutions
policy guidelines 5/27/2008 6/10/2008
Interim deliverable toward eventual Chapter 6‐
Transportation.
Draft Chapter 5‐Parks, Art
& Leisure [JOINT]3 weeks prior Jun 2008 Draft chapter for staff and CPAC review.
CPAC Meeting 6 6/17/2008 ‐‐Agenda topics to be determined.
DRAFT 11/21/2007 Page 1 of 3
27
College Station Comprehensive Plan
Activity Meeting Date
CPAC
Distribution Notes
Summary content from
utility master plans (existing
capacity, projected needs)‐‐7/8/2008
Interim deliverable toward eventual Chapter 8‐
Growth Management & Capacity.
Context Sensitive Solutions
design guidelines 6/24/2008 7/8/2008
Interim deliverable toward eventual Chapter 6‐
Transportation.
CPAC Meeting 7 7/15/2008 ‐‐Agenda topics to be determined.
City Council
Midpoint Briefing Jul 2008 ‐‐
Status report to and interim input from City
Council.
Draft Chapter 6‐
Transportation ‐‐8/12/2008 Draft chapter for staff and CPAC review.
CPAC Meeting 8 8/19/2008 ‐‐Agenda topics to be determined.
Draft Chapter 7‐Municipal
Services & Community
Facilities [CITY]‐‐9/9/2008
Draft chapter for internal (KKC review
memorandum) and CPAC review.
CPAC Meeting 9 9/16/2008 ‐‐Agenda topics to be determined.
Draft Chapter 8‐Growth
Management & Capacity ‐‐Oct 2008 Draft chapter for staff and CPAC review.
CPAC Meeting 10 Oct 2008 ‐‐Agenda topics to be determined.
Draft Chapter 9‐
Implementation &
Administration ‐‐Nov 2008 Draft chapter for staff and CPAC review.
CPAC Meeting 11 Nov 2008 ‐‐Agenda topics to be determined.
Open House Materials ‐‐ ‐‐
1‐2 page summaries of each plan chapter, other
display items, plan overview PowerPoint.
Community Open House Jan 2009 ‐‐
Community input and feedback on overall draft
Comprehensive Plan.
Community Feedback on
Draft Plan ‐‐ ‐‐
Memorandum for staff, Planning & Zoning
Commission, and City Council.
CPAC Meeting 12 Feb 2009 ‐‐Agenda topics to be determined.
Joint Workshop Materials ‐‐ ‐‐
Poster sheets with key plan actions for
prioritization exercise.
Joint Workshop of City
Council and Planning &
Zoning Commission Mar 2009 ‐‐
Overview of draft plan, implementation
considerations, and prioritization exercise.
PowerPoint presentation
for City Council Public
Hearing ‐‐ ‐‐With staff input for joint presentation.
City Council
Public Hearing Apr 2009 ‐‐
Final public comment and City Council
consideration of plan adoption.
DRAFT 11/21/2007 Page 2 of 3
28
College Station Comprehensive Plan
Activity Meeting Date
CPAC
Distribution Notes
Final Adopted
Comprehensive Plan ‐‐ ‐‐
30 printed copies of final adopted plan document.
Also all electronic files associated with the project,
plus release of the SAVES software for ongoing use
by the City (with an on‐site training date to be
arranged).
NOTE: Texas A&M University 2008 Spring Break is March 10‐14.
City Council regular meetings are on the 2nd and 4th Thursdays at 7:00 PM.
Planning & Zoning Commission regular meetings are on the 1st and 3rd Thursdays at 7:00 PM.
Parks & Recreation Advisory Board regular meetings are on the 2nd Tuesday at 7:00 PM.
DRAFT 11/21/2007 Page 3 of 3
29
January 24, 2008
Workshop Agenda Item 7
Water/Wastewater Master Plans
To: Glenn Brown, City Manager
From: David Coleman, Director of Water Services
Agenda Caption: Presentation, possible action, and discussion to award Contract 08-099
to HDR Engineers, Inc. in the amount of $203,300 to update the water and wastewater
system master plans.
Recommendation: Staff recommends Council approve this contract.
Summary: In August 2007, City Council approved an SLA for the Water Services
Department to update the Water and Wastewater Master Plans, which are both over ten
years old. These master plans need to be updated to ensure our systems are in compliance
with TCEQ regulations, to schedule rehabilitation projects, and to identify improvements to
the system to accommodate new demands. The land use data that will be used to develop
the W/WW master plans will be taken from the updated land uses in the Comprehensive
Plan, which will be completed by Kendig-Keast Collaborative in June 2008. This
coordination of Utility plans with Comprehensive Plan is necessary to ensure the City is able
to provide adequate water and wastewater service to developing, and redeveloping, areas in
our CCN.
The water study includes evaluation of alternative water supply sources to meet future
demands. This consultant, HDR, is presently finishing up a study of future water demands
that will be used as a starting point for the master plan updates. The wastewater study
includes evaluation of the wastewater system demands through the year 2018, an analysis
of the current treatment capacity, and sludge processing alternatives to meet future
demands. These investigations will help the City optimize the treatment capacity of the
existing treatment facilities and determine the need for expansion to both treatment plants.
Also, the master plan updates include the collection of capital costs required over the next
10 years, which will be in the proper format to be used in an Impact Fee study. If City
Council decides to consider implementation of a City-wide Impact Fee for W/WW, then we
will have the capital cost data ready for an Impact Fee study.
A Contract Review Committee (CRC) meeting was held on January 4, 2008 to evaluate and
discuss comments and changes to the City’s standard contract proposed by the consultant.
Some minor comments were accepted, resulting minor changes to the standard contract.
Budget & Financial Summary: Funds in the amount of $150,000 were included in the
FY08 Water and Wastewater budgets ($75,000 each) for the completion of these master
plans. The cost of this contract is $53,300 more than the amount budgeted. The department
anticipates being able to absorb this overage within the professional services line items of
each division's operations and maintenance budget.
Attachments:
Contract
30
CONSULTANT CONTRACT
This Contract is by and betwecn the City of College Station, a Texas Municipal Home-
Rule Corporation (the "City") and HDR Engineering, Inc., a Texas Corporation (the
"Contractor"), whereby Contractor agrees to perform and the City agrees to pay for the work
described herein.
ARTICLE 1
1.01 This Contract is for Water System Master Plan and Wastewater System
Investigations (the "Project"). The scope and details of the work to be provided to the
City by Contractor are set forth in Exhibit "A" to this Contract and are incorporated as though
fully set forth herein by reference. Contractor agrees to perform or cause the performance of all
the work described in Exhibit "A"
1.02 Contractor agrees to perform the work described in Exhibit "A" hereto and the
City agrees to pay Contractor a fee based on the rates set forth in Exhibit "B" to this Contract for
the services performed by Contractor. The invoices shall be submitted to the City following the
15th day and the last day of each month. The payment terms are net payable uithin thirty (30)
calendar days of the City's receipt of the invoice. Upon termination of this Contract, payments
under this paragraph shall cease, provided, however, that Contractor shall be entitled to payments
for work performed in accordance with this Contract before the date of termination and for which
Contractor has not yet been paid.
1.03 The total amount of payment, including reimbursements, by the City to Contractor
for all services to be performed under this Contract may not, under any circumstances, exceed
Two Hundred and Three Thousand and Three Hundred and No1100 Dollars 1%203.300.00).
1.04 The City may from time to time request changes in the scope and focus of the
activities, investigations, and studies conducted or to be conducted by Contractor pursuant to this
Contract, provided, however, that any such change that in the opinion of Contractor, the City
Manager, or the City's Project Manager varies significantly from the scope of the work set out
herein and would entail an increase in cost or expense to the City shall be mutually ageed upon
in advance in writing by Contractor and the City's Project Manager.
1.05 Written change orders may be approved by the City Manager or his delegate
provided that the change order does not increase the amount set forth in paragraph 1.03 of this
Contract by more than five percent (5%). Changes in excess of this amount must be approved
by the City Council prior to commencement of the services or work. Any request by the
Contractor for an increase in the Scope of Services and an increase in the amount listed in
paragraph two of this Contract shall be made and approved by the City prior to the
Contractor providing such services or the right to payment for such additional services
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shall be waived. If there is a dispute between the Contractor and the City respecting any service
provided or to be provided hereunder by the Contractor, including a dispute as to whether such
service is additional to the Scope of Services included in this Contract, the Contractor agees to
continue providing on a timely basis all services to be provided by the Contractor hereunder,
including any service as to which there is a dispute.
1.06 Except as provided in Article VI hereinbelow, the Contractor shall complete all of
the work described in Exhibit "A" by the dates set forth below.
Water System Master Plan - 135 working days. Wastewater System Investigations
- 180 working days
1.07 Time is of the essence of this Contract. The Contractor shall be prepared to
provide the professional services in the most expedient and efficient manner possible in order to
complete the work by the times specified.
1.08 Contractor promises to work closely with the City Manager or his designee (the
"Project Manager") or other appropriate City officials. Contractor agrees to perform any and all
Project-related tasks reasonably required of it by the City in order to fulfill the purposes of the
work to be performed. The work of Contractor under this Contract may be authorized by the
Project Manager in various phases as set forth in Exhibit "A."
1.09 In all activities or services performed hereunder, the Contractor is an independent
contractor and not an agent or employee of the City. The Contractor, as an independent
contractor, shall be responsible for the final product contemplated under this Agreement. Except
for materials furnished by the City, the Contractor shall supply all materials, equipment and labor
required for the execution of the work on the Project. The Contractor shall have ultimate control
over the execution of the work under this Contract. The Contractor shall have the sole obligation
to employ, direct, conlrol, supervise, manage, discharge, and compensate all of its employees and
subcontractors, and the City shall have no control of or supervision over the employees of the
Contractor or any of the Contractor's subcontractors except to the limited extent provided for in
this Contract. Contractor shall be liable for any misrepresentations. Any negotiations by the
Contractor on the City's behalf are binding on the City only when within the scope of work
contained herein and approved by the City.
ARTICLE I1
2.01 The City shall direct Contractor to commence work on the Project by sending
Contractor a "letter of authorization" to begin work on the Project.
2.02 Upon receipt of the letter of authorization to begin work on the implementation of
the Project, Contractor shall meet with the City for the purpose of determining the nature of the
Project, including but not limited to the following: meeting with the City's staff to coordinate
Project goals, schedules, and deadlines; coordinating data collection; briefing the City's
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management staff; documenting study assumptions and methodologies; devising the format for
any interim reports and the final report to the City.
2.03 Contractor shall consult with the City and may, in some limited circumstances, act
as the City's representative, but it is understood and agreed by the parties that for all purposes
related to this Contract, Contractor shall be an independent contractor at all times and is not to be
considered either an agent or an employee of the City.
ARTICLE I11
3.01 As an experienced and qualified professional, Contractor warrants that the
information provided by Contractor reflects professional and industry standards, procedures, and
performances. Contractor warrants the design, preparation of drawings, the designation or
selection of materials and equipment, the selection and supervision of personnel, the fitness and
operation of its recommendations, and the performance of other services under this Contract,
pursuant to the standard of performance in the profession. Contractor warrants that it will
exercise diligence and due care and perform in a good and workmanlike manner all of the
services pursuant to this Contract. Approval or acceptance by the City of any of Contractor's
work product under this Contract shall not constitute, or be deemed, a release of the
responsibility and liability of Contractor, its employees, agents, or associates for the exercise of
skill and diligence necessary to fulfill Contractor's responsibilities under this Contract. Nor shall
the City's approval or acceptance be deemed to be the assumption of responsibility by the City
for any defect or error in the Project's work products prepared by Contractor, its employees,
associates, agents, or subcontractors.
3.02 Contractor shall keep the City informed of the progress of the work and shall
guard against any defects or deficiencies in its work.
3.03 Contractor shall be responsible for using due diligence to correct errors,
deficiencies or unacceptable work product. Contractor shall, at no cost to the City, remedy any
errors, deficiencies or any work product found unacceptable, in the City's sole discretion, as soon
as possible, but no longer than fifteen (15) calendar days after receiving notice of said errors,
deficiencies or unacceptable work product.
3.04 Contractor's work product shall be the exclusive property of the City. Upon
completion or termination of this Contract, Contractor shall promptly deliver to the City all
records, notes, data, memorandum, models, and equipment of any nature that are within
Contractor's possession or control and that are the City's property or relate to the City or its
business.
ARTICLE 1V
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4.01 Indemnity. The Contractor agrees to indemnify, defend, and hold harmless
the City, its oficers, employees, and agents (separately and collectively referred to in this
paragraph as "Indemnitee"), from and against any and all claims, losses, damages, causes
of action, suits, judgments, settlements made by Indemnitee, and liability of every kind,
including all expenses of litigation, court costs, attorney's fees, and other reasonable costs
for damage to or loss of use of any property, for injuries to, or sickness or death of any
person, including but not limited to Contractor, any of its subcontractors of any tier, or of
any employee or invitee of Contractor or of any such subcontractors, that is caused by,
arises out of, related to, or in connection with, the negligence of andlor negligent
performance of this Contract by Contractor or by any such subcontractors of any tier,
under this Contract.
4.02 It is agreed with respect to any legal limitations now or hereafter in effect
and affecting the validity or enforceability of the indemnification obligation under
Paragraph 4.01, such legal limitations are made a part of the indemnification obligation
and shall operate to amend the indemnification obligation to the minimum extent necessary
to bring the provision into conformity with the requirements of such Limitations, and as so
modified, the indemnification obligation shall continue in full force and effect.
4.03 Release. The Contractor releases, relinquishes, and discharges the City, its
ofilcers, agents, and employees from all claims, demands, and causes of action of every kind
and character, including the cost of defense thereof, for any injury to, sickness or death of
the Contractor or its employees and any loss of or damage to any property of the
Contractor or its employees that is caused by or alleged to be caused by, arises out of, or is
in connection with the Contractor's work to be performed hereunder. Both the City and
the Contractor expressly intend that this release shall apply regardless of whether said
claims, demands, and causes of action are covered, in whole or in part, by insurance and in
the event of injury, sickness, death, loss, or damage suffered by the Contractor or its
employees, hut not otherwise, this releasc shall apply regardless of whether such loss,
damage, injury, or death was caused in whole or in part by the City, any other party
released hereunder, the Contractor, or any third party.
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ARTICLE V
Insurance
5.00 The Contractor shall procure and maintain at its sole cost and expense for the
duration of this Agreement insurance against claims for injuries to persons or damages to property
that may arise from or in connection with the performance of the work hereunder by the
Contractor, its agents, representatives, volunteers, employees or subcontractors. The policies, limits
and endorsements required are as set forth on Exhibit "C".
ARTICLE VI
6.01 At any time, the City may terminate the Project for convenience, in writing. At
such time, the City shall notify Contractor, in writing, who shall cease work immediately.
Contractor shall be compensated for the services performed. In the event that the City terminates
this Contract for convenience, the City shall pay Contractor for the services performed and
expenses incurred prior to the date of termination.
6.02 No term or provision of this Contract shall be construed to relieve the Contractor
of liability to the City for damages sustained by the City or because of any breach of contract by
the Contractor. The City may withhold payments to the Contractor for the purpose of setoff until
the exact amount of damages due the City from the Contractor is determined and paid.
ARTICLE VII
7.01 This Contract has been made under and shall be governed by the laws of the State
of Texas. The parties agree that performance and all matters related thereto shall be in Brazos
County, Texas.
7.02 Notices shall be mailed to the addresses designated herein or as may be designated
in writing by the parties from time to time and shall be deemed received when sent postage
prepaid U.S. Mail to the following addresses:
City:
City of College Station
Attn: Charles R. Gilman, Jr.
P.O. Box 9960
College Station, Texas 77842
Contractor:
HDR Engineering, Inc.
Attn: Darren C. Strozewski, P.E.
4401 West Gate Blvd, Suite 400
Austin, TX 78745
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7.03. Contractor, its employees, associates or subcontractors shall perform all the work
hereundcr. Contractor agrees that all of its associates, employees, or subcontractors who work on
this Project shall be fully qualified and competent to do the work described hereunder.
Contractor shall undertake the work and complete it in a timely manner.
7.04 The Contractor shall comply with all applicable federal, state, and local statutes,
regulations, ordinances, and other laws, including but not limited to the Immigration Reform and
Control Act (IRCA). The Contractor may not knowingly obtain the labor or services of an
unauthorized alien. Thc Contractor, not the City, must verify eligibility for employment as
required by IRCA.
7.05 No waiver by either party hereto of any term or condition of this Contract shall be
deemed or construed to be a waiver of any other term or condition or subsequent waiver of the
same term or condition.
7.06 This Contract and all rights and obligations contained herein may not be assigned
by Contractor without the prior written approval of the City.
7.07 If any provision of this Contract shall be held to be invalid or unenforceable for
any reason, the remaining provisions shall continue to be valid and enforceable. If a court of
competent jurisdiction finds that any provision of this Contract is invalid or unenforceable, but
that by limiting such provision it may become valid and enforceable, then such provision shall be
deemed to be written, construed, and enforced as so limited.
7.08 This Contract represents the entire and integrated agreement between the City and
Contractor and supersedes all prior negotiations, representations, or agreements, either written or
oral. This Contract may only be amended by written instrument approved and executed by the
parties.
7.09 The parties acknowledge that they have read, understood, and intcnd to be bound
by the terms and conditions of this Contract.
7.10 l'his Contract will be effective when signed by the last party whose signing makes
the Contract fully executed.
HDR Engineering, Inc CITY OF COLLEGE STATION
By:
Mayor
Date:
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ATTEST:
City Secretary
APPROVED:
City Manager
Chief Financial Officer
Date
Date
Date
Date
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Exhibit "A"
Water System Master Plan
Task 1.0 - Project CoordinationKickoff and Quality AssuranceIQuality Control (QAIQC)
Fee (Lump Sum): $4,200
Objective:
HDR will perform project management as part of this task. This effort will include
coordination with City staff to monitor deliverables and project status as well as ensure
timely receipt of information that will be required from the City. In addition, HDR will
organize and attend a kickoff meeting with the City's project team to formally identify the
City's objectives for this project. HDR will discuss the proposed project plan to ensure it
will meet the objectives identified by the City. HDR will also develop a Project Guide
for use by all participants and implement an ongoing QNQC program for Master
Planning efforts.
Work Tasks:
1.1 Coordinate work efforts with City and within HDR throughout the duration of the
project.
1.2 Develop Project Guide and distribute one electronic and two hard copies to City.
1.2. I The purpose of the project guide is to develop a project coordination and
management approach at the beginning of the project to establish protocol.
management, and reporting methods that are to be followed during the
course of work.
1.2.2 HDR will prepare a Project Guide that is a working document for the
project team that documents project coordination, management,
communication, schedule, QNQC procedures, invoicing and reporting,
scope of work, and other project items. The Project Guide will be
distributed to the City and project team members.
1.2.3 Project Organization and Communications Plan: HDR will develop an
overall organization plan. The plan will delineate the roles and
responsibilities of HDR staff members as well as the staff members of
subconsultants. A communication plan will be included to establish the
protocol between HDR, City, regulatory agencies, and subconsultants.
The organization plan will be included in the Project Guide.
1.2.4 Proiect Documenration: HDR will establish a document control system
for the project. Communications related to the project. including progress
reports, memoranda, letters, and meeting minutes will be placed in project
files. The project filing system will be contained in the Project Guide.
1.3 Develop project schedule with milestone dates.
1.4 Schedule and lead the project kickoff meeting.
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1.5 Schedule meeting with Operators to identifj operational and maintenance
concerns that they observe in working with the system. Obtain Operator
identified maintenance and rehabilitation projects.
1.6 Schedule and attend meetings with City project team.
1.7 Implement and administer internal QAIQC procedures.
1.8 Jointly reviewlcritique all project deliverables and presentations.
Deliverables:
o Two hard copies of Project Guide and one electronic copy on compact disk, including
project schedule.
Tmk 2.0 -TCEQ Analysis of Existing and Proposed System Model
Fee (Lump Sum): $28,500
Objective:
Using the City water model and Year 2005 or 2006 demands, UDR will execute the
model to evaluate the existing system against TCEQ system requirements. The analysis
will focus on pressure maintenance under normal conditions, under fire flow conditions,
and evaluate system capacities including mains, pumping units, and storage facilities
during both average and peak demand periods. The objective of the analysis will be to
identify key infrastructure items in the system that do not meet TCEQ standards. This
same analysis will be conducted for the proposed water system to identify key
infrastructure items (i.e. additional elevated storage, pumping stations, etc.) that will be
needed to serve the area within the limits of the proposed water CCN.
Work Tasks:
2.1 Utilizing the analysis of historical daily production data already completed by
HDR, HDR will apply average and peak day flow rates with applicable factors
(multipliers) to the demand node dataset. HDR, in coordination with the City, has
developed a series of projected peak day factors that reflect the City's intentions
to reduce peak day demands, as stated in the City's Water Conservation Plan.
HDR will confer with the City as to which projected peak day factor the City
wishes to utilize for system planning.
2.2 Evaluate existing system against TCEQ requirements and make recommendations
to remedy issues found.
2.3 Evaluate proposed system against TCEQ requirements and make
recommendations to remedy issues found.
2.4 Prepare opinion of probable construction cost for the improvements identified
from tasks 2.2 and 2.3 and which are needed between 2008 and 2018. Costs of
construction will not be prepared for the water CCN build-out. These costs will
be included by year in the CIP list in accordance with item 3.8.
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2.5 Evaluate a separate pressure plane area to serve Pebble Creek and any other areas
which appear to be candidates for separate pressure planes.
2.6 Prepare draft technical memorandum summarizing results with opinion of
probable construction cost. Meet with City staff to present results. City will
select the identified improvements to include in future modeling efforts and
provide guidance as to the anticipated timing of construction.
2.7 Prepare final memorandum.
2.8 Provide electronic copies of calculations.
Deliverables:
m Technical memorandum summarizing the analysis of TCEQ requirements including
electronic copies of calculations/spreadsheets on a CD.
Task 3.0 -Develop Water System Master Plan
Fee (Lump Sum): $48,500
Objective:
HDR will develop a Water System Master Plan based on future demand projections and
projected growth trends. The master plan will target years between 2008 and 2018; and
system build-out within the limits of the CCN (existing limits and proposed CCN
annexations). HDR understands that several CCN annexations are imminent and will add
approximately 3,500 acres to the water CCN. HDR also understands that these CCNs are
the last CCN additions planned by the City within the 20 18 master plan timeframe and for
the foreseeable future beyond 2018.
As part of previous work, HDR has developed water demand projections for much of the
planned CCN expansion. HDR will meet with the City staff to obtain concurrence for the
CCN system build-out and to refine expected land use classifications and zoning
information. Using this information, HDR will generate the water demand projections for
the years from 2008 through 2018. As part of this task, the City will review the final
assumptions for compatibility with its expectations regarding the areas of likely growth
and assumptions regarding future water supply locations. The master plan will then
identify the locations and sizes of the facilities needed to meet the anticipated future
growth for each milestone year, as well as at ultimate CCN system build-out. HDR will
then develop opinion of probable construction costs and a map displaying the demand
nodes and distribution system infrastructure required through the 2018 planning period.
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Work Tasks:
HDR will utilize the existing projected water demands for the future CCN areas
that HDR developed based on projected land use information and expected future
growth patterns, development densities, and zoning.
HDR will confer with City staff and estimate at which milestone years
incremental stages of development will occur and will estimate water demands
based on these projections.
For the future development areas, HDR will delineate the proposed development
areas into service areas andlor pressure planes. The service areas will be divided
based on engineering feasibility, any existing or planned facilities, and other
factors such as topography, routes, roads, streams, etc. HDR will utilize the
previously developed demand nodes.
Utilizing input from City staff, HDR will define general pipeline route locations
in the proposed development areas and designate the locations of the demand
nodes that will represent the future demands for each milestone year. Determine
the estimated service area for each future demand node. Based on the estimated
service area and the water demand projections developed in Tasks 3.2 and 3.3,
assign future peak day flow rates to each of the demand nodes.
Determine the parameters for the CCN system build-out model. HDR will
develop input points and estimated quantities for potential future supply sources.
HDR will then review the future supply sources with the City staff and obtain
concurrence on up to two Ultimate System scenarios before modeling proceeds.
Incorporate the nodal demands developed in Task 3.5 into the water model for
each milestone year. Execute each model to identify the required infrastructure
improvements necessary to meet the future demands.
Prepare opinion of probable construction cost for the improvements identified
from 2008 to 2018 improvements. Costs of construction will not be prepared for
the CCN system build-out model(s).
Capital improvement project list will be organized as stated below for use in
updating the Impact Fee Analysis and Rates. HDR has not included any effort in
this proposal for supporting the impact fee analysis by others which often
includes: coordination meetings, assignment of capital costs directly relating to
new capacity, review of project incorporation into financial analysis, and
council/planning and zoning committee meetings.
Deliverables:
u Prepare a map of the distribution system infrastructure for each milestone year
(including the CCN system build-out).
P Future water planning modeIs for the projected milestone years from 2008 through
20 18, and CCN build-out systems (hardcopy).
P Electronic copy of water master plan shape files for uploading to City's GIs system.
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P Capital Improvement Project List: Opinion of probable construction cost of the
infrastructure improvements required for milestone years from 2008 through 2018
including maintenance and rehabilitation projects; system capacity increase projects;
and additional main lines required.
Task 4.0 -Presentation of Results and Preparation of Report
Fee (Lump Sum): %28,400
Objective:
HDR will develop a Final Water System Master Plan Report that documents the work
efforts described in Task 2 and 3.
Work Tasks:
4.1 Prepare five copies of a Draft Executive Summary of the Water System Master
Plan that will include a summary of the project, mapping of the proposed
improvements through 2018, and an opinion of probable construction cost for
these projects. A CCN system build-out map will also be prepared showing
required infrastructure improvements.
4.2 Meet with City staff in a work session to present the Draft results in a power point
presentation.
4.3 Prepare five copies of the Draft Water System Master Plan Report and submit to
City for review. The full report will include the following:
Description of the project approach, analysis, and results as well as copies of
the technical memorandums.
Color-coded map of the existing water system with the improvements required
for each milestone year between 2008 and 2018; and another color-code to
indicate lines needed for CCN system build-out.
Copies of electronic computer files for the input and output for each water
model, demand spreadsheets, and GIs project files.
Capital Improvements Plan divided by milestone year with opinion of
probably construction costs.
4.4 Upon review by the City, consider City's comments and finalize the Draft Water
System Master Plan Report.
4.5 Present Finalized Waster Master Plan report findings to City Council in a power
point presentation.
4.6 Prepare camera ready copy of the Final Report and the Water System Master Plan
Maps for the City's use in producing additional copies as needed.
Deliverables:
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Five (5) draft copies of the Water System Master Plan Report.
Ten (10) final copies of the Water System Master Plan Report.
Camera ready copy of the final report and the Water System Master Plan maps.
Electronic copy of the final report on compact disk.
Return City copy of the water modeling software and license documentation.
Power point presentation of draft findings to City staff.
Power point presentation of fmal findings to City Council.
Task 5.0 -Evaluate Water Supply Options
Fee (Lump Sum): $27,300
Objective:
The City is considering several alternatives for increasing water production (water
supply), including:
1. Additional Simsboro Aquifer wells
2. Shallow wells
a. Sparta Aquifer
b. Queen City Aquifer
c. Carrizo Aquifer
3. Brackish groundwater wells (from Simsboro)
4. Direct potable reuse of wastewater effluent
5. Direct non-potable reuse of wastewater effluent
6. Surface water
a. New reservoirs
b. Purchase from Brazos River Authority
Work Tasks:
5.1 HDR is in the process of completing preliminary analyses (water availability and
planning-level costs) for all of the above options except direct potable reuse of
wastewater effluent. HDR will take this information, develop new information
where it is missing from the current analyses (direct potable and non-potable
reuse), and evaluate the feasibility of each option. Information from the 2006
Brazos G Regional Water Plan will be used to assess direct non-potable reuse,
updated as necessary to conform to the requirements of this study. Project
feasibility will be determined based upon costs, supply developed, regulatory
issues, and technical complexity.
5.2 HDR and the City will jointly rank the options in order of preference that the City
should pursue for new water supply.
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Deliverables:
u Stand-alone technical memorandum to the City stating recommendations
concerning each potential new source of supply. This memorandum also will be
included as an appendix in the Water Master Plan Report (Task 6).
Task 6.0 - Evaluate Comprehensive Land Use Projection Update's impact to Water Master
Plan
Fee (Lump Sum): $7,200
Objective:
The land uses within the City's existing and proposed water CCN will soon be updated to
reflect projected land uses and densities. This work will be completed by Kendig-Keast
Collaborative in August 2008 as part of the Comprehensive Land Use Projection Update.
HDR will provide a review of this update to determine if the water master plan
recommendations could be impacted and thereby, require re-evaluation of the system.
Re-analyzing system models and recalculating capital improvement project costs are not
included. If re-analysis of the system is needed, the City and HDR will negotiate
additional scope and fee for this work.
Work Tasks:
6.1 Meet with City to obtain a GIs copy of updated land use parcels and report
including the ESFC counts per parcel.
6.2 Conduct a GIs analysis of the two data sets (original and updated). A color coded
map will be produced for each type of land use contained in the original and
updated databases. Each map will present the original and updated locations of
the land uses. A qualitative analysis of these maps will be conducted to support
subjective recommendations.
6.3 HDR will calculate the total system's water demands using the total ESFC counts
between the two land use databases. This macro level calculation will provide an
order of magnitude answer regarding the level of change.
Deliverables:
Stand-alone technical memorandum to the City stating recommendations
conceming re-analyzing portion(s) of the water master plan.
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Wastewater System Investigations
Task 1.0 - Project CoordinatiodKickoffand Qualiq AssurancdQuality Control (QMQC)
Reference Task 1.0 under Water System Master Plan for the Objectives, Work Tasks, and
Deliverables to be performed as part of the tasks outlined under Wastewater System
Investigations. Tasks under Wastewater System Investigations will be compiled into a report
titled Wastewater System Investigations. Technical memorandums for these tasks will be
included as individual sections of the report in their finalized form.
Task 2.0 - Wastewater System Projected Demands through 2018
Fee (Lump Sum): $23,500
Objective:
The City is projected to grow by approximately 27,000 people from 2008 to 2018. This could
represent an additional wastewater demand of 2.0 to 2.7 million gallons per day (MGD). Additional
wastewater demands may exceed even these values by providing service to areas within the limits of
the City's ETJ, but outside its City limits, via the City acting as a Regional wastewater service
provider. It is understood that the City's two existing plant capacities are 9.5 MGD and 2.0 MGD.
The new wastewater demand locations within the respective service areas is important to ascertain,
so that if plant capaaty expansion(s) are determined to be needed, the correct plant can be expanded
by the correct capacity.
The two wastewater treatment plant (WWTP) service areas will be defined to include all
undeveloped land within the existing and proposed wastewater= limits. The wastewater
CCN limits is understood to be defined as the extraterritorial jurisdiction (ETJ) for the City
which extends beyond the limits of the proposed water CCN. The information previously
developed (i.e. water demand projections within the limits of the currently zoned land uses which
extends beyond the water CCN but not to the ETJ) will be utilized to develop wastewater
demand projections for the City's two WWTPs. These water demands wilI be converted into
equivalent single family connections (ESFC) in order to estimate wastewater demands from each
developed or undevelo~ed land parcel. For land located between the limits of the oroposed water
A.
CCN and wastewater CCN, HDR will develop land use assignments and associated parcel
shapes, in consultation with the City, for acreages which are anticipated to ultimately be serviced -
by one of the two wastewater treatment plants. ESFCs will be assigned to these acreages based
on predetermined values according to the anticipated land uses. These demands will be
presented on a graph along with other information including existing plant capacities, historical
plant flows, critical path milestones (i.e. TCEQ 75% and 90% capacity action dates), and
implementation schedules. From this effort, the City will be able to evaluate if additional study
of plant capacities andlor expansion options are required beyond those outlined in Task 3.0
below. It should be noted that efforts described in Task 2.0 and 3.0 can be coordinated with a
future wastewater system master plan so that all the system components (i.e. plant capacities,
sewer lines, and lift stations) are utilized at the highest level of efficiency for the lowest capital
costs.
Work Tasks:
2.1 Coordinate with City staff to obtain the ESFC per acre value for all land use types.
Page 15
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2.2 Convert water demand projections within the limits of the currently zoned land uses into
an Equivalent Single Family Connection (ESFC) basis.
2.3 IIDR will utilize GIs to overlay topographic contours on top of the City's existing and
proposed wastewater CCN limits; and wastewater collection system. Contours will be at
5 to I0 ft intervals. HDR will then defme the service area limits for the two wastewater
treatment plants and review these limits with the City against its existing wastewater
subbasins.
2.4 Analyze the following electronic data from the past 5 years: daily wastewater treatment
plant flows from each plant; address list of wastewater customers; and total wastewater
connections by month obtained from the City.
2.5 EIDR will cross reference the wastewater address list with the water address list to verify
geo-referenced ESFC assignments to parcels. Undeveloped parcels will also be geo-
referenced by service area with their corresponding ESFC assignments. The ESFCs will
then be summed using GIs for each service area.
2.6 HDR will develop the following values from the City's historical data for use in
projecting the anticipated wastewater flows: flow per ESFC for the two service areas,
flow per ESFC for the overall system; dry weather peaking factor for two service areas;
and wet weather peaking factor for the two service areas.
2.7 The summed ESFCs will be converted into wastewater demand by service area to
establish their respective ultimate required wastewater plant capacities. The anticipated
flow for each year through 2018 will be presented in a Demandcapacity Graph for each
service area along with existing plant capacities, historical plant flows, critical path
milestones (i.e. TCEQ 75% and 90% capacity action dates), and implementation
schedules. These projected flows will take into consideration the anticipated growth rate
and growth corridor locations. If applicable, the implementation schedules will include
timelines for items such as permitting, preliminary engineering, design, and construction
so the City can determine dates for any applicable actions.
2.8 Evaluate Comprehensive Land Use Projection Update's impact to Wastewater System
Projected Demands through 2018: HDR will make a recommendation to the City based
on the results of evaluating the Water System Master Plan, Task 6.0. HDR's experience
is that if significant changes occur in the water system requiring it to be re-analyzed.
Then the wastewater system most often will need re-analysis as well. If re-analysis of
the wastewater tasks are needed, the City and HDR will negotiate additional scope and
fee for this work.
Deliverables:
o DemandICapacity Graph for the City's two wastewater service areas.
Technical memorandum with summary of calculations and fmdings.
Task 3.0 - Wastewater Treatment Plant CapaciQ Expansion Alternatives; and SIudge Process
Alternatives Analysk
Fee (Lump Sum): $25,000
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Objective:
The City anticipates that an increase in wastewater treatment plant capacity will be required to
accommodate the increased wastewater demand projections described in Task 2.0. Plant
expansions may be required at one or both existing WWTPs depending on the results of the
analysis conducted in Task 2.0. Thus, the two existing WWTPs will be evaluated at a conceptual
plaming level to determine their existing capacity under current regulations. A macro level
overview of potential expansion options will be presented in one-line schematic diagrams as part
of the technical memorandum. A future more detailed study is anticipated to further develop
desirable options, process modifications, and facility components outlined as part of this study.
Plant stress testing or detailed process modeling/analysis is specifically excluded from this scope.
The following items will be analyzed:
1. Calculate the rated capacity of each WWTP according to current TCEQ criteria under
the existing process configuration.
2. Evaluate expansion of each WWTP to obtain additional capacity through 20 18 using the
existing sludge processing methods on each site. Additional basins or facilities for
wastewater treatment; and sludge processing capacity (matching existing type) will be
identified. This evaluation will include generalized modifications to existing sludge
processing methods to mitigate or eliminate odor complaints due to processing sludge on
the sites.
3. Evaluate reconfiguration and expansion of each WWTP to obtain additional capacity
through 2018 by removing the existing sludge processing from each site and relocating it
to a central processing facility. Existing sludge facilities will be considered for re-use in
providing additional wastewater treatment capacity. Additional basins or facilities for
wastewater treatment capacity will be identified. This portion of the evaluation will
exclude all sludge processing improvements to meet current or projected wastewater
demands. Generalized modifications for facilities and costs for this will be included in
the below items.
In conjunction with the above, the City desires to evaluate its sludge treatment (Class A solids)
and disposal options to cost affectively manage its increasing sludge volume due to growth in the
City and eliminate odor complaints. This may include wholesale replacement of existing sludge
processing methods. Thus, alternate methods will be evaluated at a conceptual planning level to
replace the existing sludge processing methods used at the WWTPs. A macro level overview of
potential options will be presented in one-line schematic diagrams as part of the technical
memorandum. A future more detailed study is anticipated to further develop these generalized
options. At that time, detailed process modifications and new facility components will be
outlined. The schematics to be developed include:
I. At each WWTP site, evaluate waste activated sludge (WAS) processing via removing
from secondary clarifiers and going straight to a dewatering facility (i.e. beltpress,
centrifuge, etc.) with sludge cake disposal at a landfill.
2. At each WWTP site, evaluate WAS processing via removing from secondary clarifiers
and going straight to a dewatering facility with sludge cake incorporated into a
composting operation located on a concrete pad under a covered building. Composted
material will be assumed to be given away free of charge to the public for this
evaluation.
3. At each WWTP site, evaluate WAS processing via removing from secondary clarifiers
and going straight to a dewatering facility with sludge cake incorporated into a
Page 17
Contract No. 08-099
CRC 3/16/00 Rev. 02/07/07
&:\college sfolronlconsultonl eontroet - lrdrmrr~rplon - jon 7 2008 (4)doc 47
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8
Task 4.0 - Wastewater System Rehabilitation Capital Zqrovement Project List
Fee (Lump Sum): $10,700
Objective:
The City's existing collection system is comprised of several different pipe materials
which have been installed during the systems growth. Clay pipe accounts for
approximately 42% of the 1.5 million linear feet in the collection system. This pipe
material typically represents the oldest pipe and thereby likely the greatest contributor of
infiltration. HDR understands that the City desires to undertake a rehabilitation program
to repair or replace high infiltration sections of pipe. We also understand that a priority
list of sewer lines has previously been developed with associated construction costs.
These project priorities and opinion of probable construction costs need to be reviewed
and updated based on City field operations staff system knowledge.
After meeting with City operations staff, HDR will update the list of projects for
implementation as a capital improvement project program for 2008 through 2018. These
pipe segments are anticipated to be replaced using pipe bursting; or remove and replace
methods.
Work Tasks:
4.1 The City will determine its desired construction cost budget to be spent on this program
for each year from 2008 through 201 8. HDR will geographically group and break up the
prioritized list with the associated linear footage of pipe. Opinion of probably
construction costs will be organized to suit the City's yearly allocated rehabilitation
budget. Opinion of probably construction costs will take into account all project costs
including professional fees, inflation, and contingencies.
4.2 HDR will produce a color coded map identifying the project locations with a project
name. Project names will be compiled into a Rehabilitation Capital Improvement Project
List by fiscal year showingthe Opinion of probably construction costs.
4.3 Upon review by the City, consider City's comments and finalize the Draft Technical
Memorandum.
4.4 Prepare camera ready copy of the Rehabilitation Project Location Map for the City's use
in producing additional copies as needed.
Deliverables:
P Technical memorandum including the Rehabilitation Capital Improvement Project List
and map.
P Electronic copy of background data and spreadsheets used in findings.
P Camera ready copy of the Rehabilitation Project Location Map.
P Electronic copy of GIS map on compact disk.
P Presentation of final memorandum to City staff.
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Exhibit "B"
Payment Terms
Payment is a fixed fee in the amount listed in paragraph 1.03 of this Contract. HDR will
invoice the City for work completed to date on a percent complete basis at the end of each
month. Payment will be received within 30 days of the date of the City of College Station
accepts and approves the invoice.
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1
Insurance Requirements
1. The Contractor agrees to maintain the types and amounts of insurance required in this
Contract throughout the term of the Contract. The following insurance policies shall be required:
(a) Commercial General Liability
(b) Business Automobile Liability
(c) Workers' Compensation
(d) Professional Liability
2. For each of these policies, the Contractor's insurance coverage shall be primary
insurance with respect to the City, its officials, employees and volunteers. Any insurance
or self-insurance maintained by the City, its officials, employees or volunteers, shall be
considered in excess of the Contractor's insurance and shall not contribute to it.
Certificates of insurance and endorsements shall be furnished to and approved by the
City's Risk Manager before any letter of authorization to commence planning will issue
or any work on the Project commences. No term or provision of the indemnification
provided by the Contractor to the City pursuant to this Contract shall be construed or
interpreted as limiting or otherwise affecting the terms of the insurance coverage. All
Certificates of Insurance and endorsements shall be furnished to the City's
Representative at the time of execution of this Agreement, attached hereto as
Exhibit "D", and approved by the City before work commences.
3. The Contractor shall include all subcontractors as additional insureds under its policies or
shall hrnish separate certificates and endorsements for each subcontractor. All coverages for
subcontractors shall be subject to all of the requirements stated herein.
4. General Requirements Applicable to All Policies.
(a) Only insurance carriers licensed and admitted to do business in the State of
Texas will be accepted.
(b) Deductibles shall be listed on the certificate of insurance and are acceptable
only on a "per occurrence" basis for property damage only.
(c) "Claims made" policies will not be accepted, except for Professional
Liability insurance.
(d) Each insurance policy shall be endorsed to state that coverage shall not be
suspended. voided, canceled, or reduced in coverage or in limits except
after thirty (30) calendar days prior written notice has been given to the City
of College Station by certified mail, return receipt requested.
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(e) Upon request, certified copies of all insurance policies shall be furnished to
the City.
(f) The certificates of insurance shall be prepared and executed by the
insurance company or its authorized agent. Each certificate shall contain
the following provisions and warranties: (a) that the insurance company is
licensed and admitted to do business in the State of Texas; (b) that the
insurance policy is underwritten on forms provided by the Texas State
Board of Insurance or ISO; (c) all endorsements and coverages according to
the requirements of this Contract; (d) the form of notice of cancellation,
termination, or change in coverage provisions; and (e) original
endorsements affecting coverage required by this Contract.
(g) The City of College Station, its officials, employees, and volunteers are to
be added as "Additional Insureds" to the Commercial General Liability and
Business Automobile Liability Policies. The coverage shall contain no
special limitations on the scope of protection afforded to the City, its
officials, employees, and volunteers.
5. Commercial (General) Liability requirements:
(a) Coverage shall be written by a carrier with an "B+:VII" or better rating in
accordance with the current Best Key Rating Guide.
(b) Minimum Combined Single Limit of $1,000,000 per occurrence per project
for bodily injury and property damage with a $2,000,000 annual aggregate
limit.
(c) Coverage shall be at least as broad as Insurance Service's Office Number
CG 00 01.
(d) No coverage shall be deleted from the standard policy without notification
of individual exclusions being attached for review and acceptance.
(e) The coverage shall include but not be limited to: premises/operations;
independent- contracts, products/completed operations, contractual liability
(insuring the indemnity provided herein), and where exposures exist,
"Explosion Collapse and Underground" coverage.
(f) The City shall be named as an additional insured and the policy shall be
endorsed to waive subrogation and to be primary and non contributory.
6. Business Automobile Liability requirements:
(a) Coverage shall be written by a carrier with an "B+:VIIW or better rating in
accordance with the current Best Key Rating Guide.
(b) Minimum Combined Single Limit of $1,000,000 per occurrence for bodily
injury and property damage.
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(c) The Business Auto Policy must show Symbol 1 in the Covered Autos
portion of the liability section in Item 2 of the declarations page.
(d) The coverage shall include owned, leased or rented autos, non-owned autos,
any autos and hired autos.
7. Workers' Compensation Insurance requirements:
(a) Pursuant to the requirements set forth in Title 28, Section 110.110 of
the Texas Administrative Code, all employees of the Contractor, the
Contractor, all employees of any and all subcontractors, and all other
persons providing services on the Project must be covered by a
workers' compensation insurance policy: either directly through their
employer's policy (the Contractor's, or subcontractor's policy) or
through an executed coverage agreement on an approved TWCC form.
Accordingly, if a subcontractor does not have his or her own policy and
a coverage agreement is used, Contractors and subcontractors must use
that portion of the form whereby the hiring contractor agrees to
provide coverage to the employees of the subcontractor. The portion of
the form that would otherwise allow them not to provide coverage for
the employees of an independent contractor may not be used.
(b) The worker's compensation insurance shall include the following terms:
(i) Employer's Liability limits of $1,000,000 for each accident is
required.
(ii) "Texas Waiver of Our Right to Recover From Others Endorsement,
WC 42 03 04" shall be included in this policy.
(iii) Texas must appear in Item 3A of the Worker's Compensation
coverage or Item 3C must contain the following: All States except
those listed in Item 3A and the States of NV, ND, OH, WA, WV,
and WY.
(c) Pursuant to the explicit terms of Title 28, Section 110.1 10(c)(7) of the Texas
Administrative Code, this Agreement, the bid specifications, this Agreement, and
all subcontracts on this Project must include the terms and conditions set forth
below, without any additional words or changes, except those required to
accommodate the specific document in which they are contained or to impose
stricter standards of documentation:
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Certificate of coverage fiertificate") - A copy of a certiJicate of insurance,
a certifcate of authority to selfinsure issued by the Texas Workers'
Compensation Commission, or a coverage agreement (TWCC-81, TWCC-
83, or TWCC-84), showing statutory workers' compensation insurance
coverage for the person's or entity's employees providing services on a
project, for the duration of the project.
Duration of the proiect - includes the time @om the beginning of the work
on the project until the Contractor's/person's work on the project has been
completed and accepted by the governmental entity.
Persons providing services on the proiect i"subcontractors" in 6 406.096
[of the Texas Labor Codel) - includes allpersons or entities performing all
or part of the services the Contractor has undertaken to perform on the
project, regardless of whether that person contracted directly with the
Contractor and regardless of whether that person has employees. This
includes, without limitation, independent Contractors, subcontractors,
leasing companies, motor carriers, owner-operators, employees of any such
entity, or employees of any entity which furnishes persons to provide
services on the project. "Services" include, without limitation, providing,
hauling or delivering equipment or materials, or providing labor,
transportation, or other service related to a project. "Services" does not
include activities unrelated to the project, such as fbod/beverage vendors,
office supply deliveries, and delivery ofportable toilets.
B. The Contractor shall provide coverage, based on proper reporting of
classification codes and payroll amounts and filing of any coverage
agreements, that meets the statutory requirements of Texas Labor Code,
Section 401.01 l(44) for all employees of the Contractor providing services
on the project, for the duration of the project.
C. The Contractor must provide a certiJicate of coverage to the
governmental entity prior to being awarded the contract.
D. Ifthe coverage period shown on the Contractor's current certiJicate of
coverage ends during the duration of the project, the Contractor must, prior
to the end of the coverage period, $le a new certiJicate of coverage with the
governmental entity showing that coverage has been extended.
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E. The Contractor shall obtain ffom each person providing services on a
project, and provide to the governmental entity:
(1) a certzjicate of coverage, prior to that person beginning work
on the project, so the governmental entity will have on file
certijicates of coverage showing coverage for all persons providing
services on the project; and
(2) no later than seven calendar days after receipt by the
Contractor, a new certzjicate of coverage showing extension of
coverage, if the coverage period shown on the current certiJicate of
coverage ends during the duration of the project.
F. The Contractor shall retain all required certiJicates of coverage for the
duration of the project and for one year thereafter.
G. The Contractor shall notifL the governmental entity in writing by
certzped mail or personal delivery, within I0 calendar days after the
Contractor knew or should have known, or any change that materially
affects the provision of coverage of any person providing services on the
project.
H. The Contractor shall post on each project site a notice, in the text, form
and manner prescribed by the Texas Workers' Compensation Commission,
informing all persons providing services on the project that they are
required to be covered, and stating how a person may verz5 coverage and
report lack of coverage.
I. The Contractor shall contractually require each person with whom it
contracts to provide services on a project, to:
(I) provide coverage, based on proper reporting of classiJication
codes and payroll amounts and filing of any coverage agreements,
that meets the statutory requirements of Texas Labor Code, Section
401.011(44) for all of its employees providing services on the
project, for the duration of the project;
(2) provide to the Contractor, prior to that person beginning
work on the project, a certzjicate of coverage showing that coverage
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is being provided for aN employees of the person providing services
on the project, for the duration ofthe project;
(3) provide the Contractor, prior to the end of the coverage
period, a new certifcate of coverage showing extension of coverage,
gthe coverage period shown on the current certificate of coverage
ends during the duration of the project;
(4) obtain from each other person with whom it contracts, and
provide to the Contractor:
(a) a certificate of coverage, prior to the other person
beginning work on the project; and
(b) a new certificate of coverage showing extension of
coverage, prior to the end of the coverage period, the
coverage period shown on the current certificate of coverage
ends during the duration of the project;
(5) retain all required certiJicates of coverage on file for the
duration of the project and for one year thereafrer;
(6) notzjj the governmental entity in writing by certifed mail or
personal delivery, within 10 calendar days aj?er the person knew or
should have known, of any change that materially afects the
provision of coverage of any person providing services on the
project; and
(7) contractually require each person with whom it contracts, to
perform as required by paragraphs (a) - (d, with the certiJicates of
coverage to be provided to the person for whom they are providing
services.
J. By signing this contract, or providing, or causing to be provided a
certifcate of coverage, the Contractor is representing to the governmental
entity that all employees of the Contractor who willprovide services on the
project will be covered by workers' compensation coverage for the duration
of the project, that the coverage will be based on proper reporting of
classiJication codes and payroll amounts, and that all coverage agreements
will be,filed with the appropriate insurance carrier or, in the case of a seIf-
insured, with the Commission's Division of Seu-Insurance Regulation.
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Providing false or misleading information may subject the Contractor to
administrative penalties, criminal penalties, civil penalties, or other civil
actions.
K. The Contractor's failure to comply with any of these provisions is a
breach of contract by the Contractor that entitles the governmental entiiy to
declare the contract void if the Contractor does not remedy the breach
within ten calendar days after receipt of notice of breach from the
governmental entity.
8. Professional 1,iability requirements:
(a) Coverage shall be written by a carrier with a "B+:VII" or better rating in
accordance with the current Best Key Rating Guide.
(b) Minimum of $1,000,000 per occurrence and $2,000,000 aggregate, with a
maximum deductible of $10,000.00.
(c) Coverage must have an Extended Reporting Period Endorsement to be
maintained for two (2) years after the expiration of the term or tcrmination
of this Contract.
Page 28
Contract No. 08-099
CRC 3/16/00 Rev 02/07/07
di.:',college slolion\conrullonl conlrocl - Mrmoslerplon - jon 7 2008 (4)doc 58