DATE: Tuesday, May 12, 2015 - McAllen Public Utility · AGENDA ITEM 1.a. PUBLIC UTILITY BOARD DATE...

NOTICE OF A MEETING TO BE HELD BY THE

McALLEN PUBLIC UTILITY BOARD OF TRUSTEES

DATE: Tuesday, May 12, 2015

TIME: 4: 00 P.M.

PLACE: McAllen City HallCommission Chambers— 3rd Floor

1300 Houston Avenue

McAllen, Texas 78501

SUBJECT MATTER:

See Subsequent Agenda.

CERTIFICATION

I, the Undersigned authority, do hereby certify that the attached agenda of meeting of the McAllen PublicUtility Board of Trustees is a true and correct copy and that I posted a true and correct copy of said noticeon the bulletin board in the Municipal Building, a place convenient and readily accessible to the generalpublic at all times, and said Notice was posted on the 8th day of May, 2015 at 3: 00 P.M. and will remainso posted continuously for at least 72 hours preceding the scheduled time of said meeting in accordancewith Chapter 551 of the Texas Government Code.

Nyla Flatau, TRMC/CMC, CPM

Utility Board Secretary

BOARD OF TRUSTEES MEETINGTUESDAY, MAY 12, 2015 – 4:00 PM

CITY COMMISSION CHAMBERS - 3RD FLOOR1300 HOUSTON AVE.McALLEN. TX 78501

AGENDA

CALL TO ORDERPLEDGEINVOCATION

1. MINUTES:

a) Approval of Minutes for the Regular Meeting and Workshop held April 28, 2015

2. BIDS AND CONTRACTS:

a) Approval of Colbath Raw Waterline - SDI Engineering Professional Services Contract Amendment No. 1

b) Approval of Inter-local Cooperation Agreement between Hidalgo County and The City of McAllen, Texas - Hoehn Drive Subdivision

3. UTILITY LAYOUTS:

a) Discussion and Approval of Hibiscus Hill Subdivision.

4. MANAGER’S REPORT:

a) MPU Annual Night Out Presentation

b) Review of McAllen Public Utility Financial Statements for the six-month period ended March 31, 2015

c) Bad Debt write-off water and sewer fund for the 4th quarter of FY 2013-2014

d) Reimbursement Collections Update for the period ended March 31, 2015

5. TABLED ITEMS:

a) Discussion and Approval of North Water Treatment Plant Well - Scope of Service

6. FUTURE AGENDA ITEMS

7. EXECUTIVE SESSION, CHAPTER 551, TEXAS GOVERNMENT CODE, SECTION 551.071 CONSULTATION WITH ATTORNEY; SECTION 551.072 LAND TRANSACTION; SECTION 551.074 PERSONNEL MATTERS; SECTION 551.087 ECONOMIC DEVELOPMENT NEGOTIATIONS

a) Consultation with Attorney regarding legal aspects of HR process (T.G.C. 551.071)

b) Discussion of Matters Related to Economic Development. (T.G.C. 551.087)

c) Consultation with City Attorney Regarding Cause NO. C1763121; Othal E. Brand vs. City of McAllen, Mike R. Perez, in his capacity as City Manager. (T.G.C. 551.071)

ADJOURNMENT

IF ANY ACCOMMODATION FOR A DISABILITY IS REQUIRED (OR INTERPRETERS FOR THE DEAF), NOTIFY UTILITY ADMINISTRATION (681-1630) FORTY-EIGHT (48) HOURS PRIOR TO THE MEETING DATE. WITH REGARD TO ANY ITEM, THE MCALLEN PUBLIC UTILITY BOARD OF TRUSTEES MAY TAKE VARIOUS ACTIONS; INCLUDING BUT NOT LIMITED TO RESCHEDULING AN ITEM IN ITS ENTIRETY FOR A FUTURE DATE OF TIME. THE MCALLEN PUBLIC UTILITY BOARD MAY ELECT TO GO INTO EXECUTIVE SESSION ON ANY ITEM WHETHER OR NOT SUCH ITEM IS POSTED AS AN EXECUTIVE SESSION ITEM AT ANY TIME DURING THE MEETING WHEN AUTHORIZED BY THE PROVISIONS OF THE OPEN MEETINGS ACT.

THE NEXT REGULARLY SCHEDULED BOARD MEETING WILL BE HELD ON MAY 27, 2015

AGENDA ITEM 1.a. PUBLIC UTILITY BOARD DATE SUBMITTED 05/07/2015 MEETING DATE 05/12/2015

1. Agenda Item: Approval of Minutes for the Regular Meeting and Workshop held April 28, 2015

2. Party Making Request: Nyla L. Flatau, TRMC/CMC, CPM 3. Nature of Request: Approval of Minutes as presented. 4. Budgeted:

Bid Amount: Budgeted Amount: Under Budget: Over Budget: Amount Remaining:

5. Reimbursement: Not applicable. 6. Routing:

Shelton, Edith Created/Initiated - 05/07/2015 7. Staff's Recommendation: Approval as presented. 8. City Attorney: Approved - KDP 9. MPU General Manager: approved - mav 10. Director of Finance for Utilities:

Approved - MDC

STATE OF TEXASCOUNTY OF HIDALGOCITY OF MCALLEN

The McAllen Public Utility Board (MPUB) convened in a Regular Meeting on Tuesday, April 28, 2015, at 4:00 p.m. in the City Commission Chambers at City Hall with the following members present:

Chairman Charles AmosVice Chairman Ernest WilliamsTrustee Albert CardenasCommissioner Veronica Whitacre

Absent: Trustee Tony Aguirre

Staff: Mark Vega, P.E., General ManagerJJ Rodriguez, Assistant General ManagerNyla L. Flatau, Board SecretaryEdith Shelton, Assistant to the Utility Board SecretaryMarco Pedraza, Director of Wastewater SystemsMelba Carvajal, Director of Finance for UtilitiesErika Diaz, Developmental Activities SpecialistCarlos Gonzalez, P.E., Development/Special Projects EngineerSergio Espinoza, Utility EngineerOmar Gonzalez, CAD Operator IIISteve Baugus, Waterline Mainenance ManagerMichelle Leftwich, Assistant City Manager

CALL TO ORDER:

Chairman Charles Amos called the meeting to order.

1. MINUTES:

a) Approval of Minutes for the Regular Meeting and Workshop held on April 14, 2015, and Workshop held March 24, 2015.

Trustee Albert Cardenas moved to approve the Regular Meeting and Workshop held on April 14, 2015, and Workshop held March 24, 2015. Commissioner Veronica Whitacre seconded the motion. The motion carried unanimously by those present.

2. BIDS AND CONTRACTS:

Page 1 of 4

a) 2nd and Violet Lift Station Replacement Project: Change Order #1

Mr. Carlos Gonzalez informed the Board that a change order for the 2nd and Violet Lift Station was submitted for review and approval. The request was for an increase in amount by $1,873.25 for reconciliation of some final additions and subtractions to the overall project.

Recommendation was for approval of Change Order No. 1.

Vice Chairman Ernest Williams moved to approve Change Order No. 1. Commissioner Veronica Whitacre seconded the motion. The motion carried unanimously by those present.

b) Consideration and Approval of NWWTP Re-Use Master Plan Study

Mr. Carlos Gonzalez requested consideration and approval for the Re-Use Master Plan Study. The Master Plan will generally cover the northwest quadrant that will extend approximately to supply reuse water for 4-miles from the North Wastewater Plant to the future Tres Lagos Subdivision.

Recommendation was for award of contact in the amount of $33,700 be given to SG&E, LLC for the NWWTP Re-Use Master Plan Study.

Trustee Albert Cardenas moved to approve NWWTP Re-Use Master Plan Study. Commissioner Veronica Whitacre seconded the motion. The motion carried unanimously by those present.

3. ORDERS:

a) Budget Amendment - Water Fund - Professional services and personnel costs

Mr. Mark Vega presented items 3a through 3f that called for an amendment in the budget for an increase in expenditures within the water fund, sewer fund, water capital improvement fund, water revenue bond fund, sewer depreciation fund and sewer capital improvement fund; recommendation was for approval of all items as presented.

Trustee Albert Cardenas moved to approve budget amendments as presented. Vice Chairman Ernest Williams seconded the motion. The motion carried unanimously by those present.

b) Budget Amendment - Sewer Fund - Electricity and Compensation

c)

Page 2 of 4

Budget Amendment - Water Capital Improvement Fund - Various Capital Projects

d) Budget Amendment - Water Revenue Bond Fund - Capital Improvement Project

e) Budget Amendment - Sewer Depreciation Fund - Various Capital Improvement Projects

f) Budget Amendment - Sewer Capital Improvement Fund - Various Capital Improvement Projects

4. UTILITY LAYOUTS:

a) Discussion and Approval of Orangewood North Subdivision.

Mr. Carlos Gonzalez presented a 24.822 acre tract property located south of Northgate Road and east of 10th Street, approximately 500 feet west of 2nd Street. He added that subdivision receive approval subject to developer: 1) dedicate utility easement along perimeter of property, 2) install proposed public utility infrastructure, and 3) payment of a waterline reimbursement for the amount of $30,536.47, payable to MPU for the Northgate Waterline Transmission Project.

Vice Chairman Ernest Williams moved to approve Orangewood North Subdivision. Trustee Albert Cardenas seconded the motion. The motion carried unanimously by those present.

5. MANAGER’S REPORT:

a) Discussion of Water Conservation

Item was for information only.

b) BBS Report

Item was for report only.

6. TABLED ITEMS:

a) Discussion and Approval of North Water Treatment Plant Well - Scope of Service

Page 3 of 4

Item remained tabled.

7. FUTURE AGENDA ITEMS

8. EXECUTIVE SESSION, CHAPTER 551, TEXAS GOVERNMENT CODE, SECTION 551.071 CONSULTATION WITH ATTORNEY; SECTION 551.072 LAND TRANSACTION; SECTION 551.074 PERSONNEL MATTERS; SECTION 551.087 ECONOMIC DEVELOPMENT NEGOTIATIONS

Mr. Gary Henrichson stated that items were for discussion only; therefore, no action was required.

a) Discussion of Matters Related to Economic Development. (T.G.C. 551.087)

b) Consultation with City Attorney and Possible Action Regarding Legal Issues Related to Personnel Matters. (T.G.C. 551.071)

c) Consultation with City Attorney Regarding Cause NO. C-1763-12-1; Othal E. Brand vs. City of McAllen, Mike R. Perez, in his Capacity as City Manager. (T.G.C. 551.071)

ADJOURNMENT

There being no other business to come before the Board, the meeting unanimously adjourned at 4:27 p.m.

______________________________Charles Amos, Chairman

Attest: ______________________________ Edith SheltonAssistant to the Utility Board Secretary

Page 4 of 4


1. Agenda Item: Approval of Colbath Raw Waterline - SDI Engineering Professional Services Contract Amendment No. 1

2. Party Making Request: Carlos Gonzalez, P.E., Utility Engineer 3. Nature of Request: Approval of SDI Engineering Professional Services

Contract Amendment No. 1 as conditions set forth. The Original Contract amount was $31,500.00. Amendment No. 1 would increase contract amount by $142,735.00, totaling $174,235.00 for the new contract amount.

4. Budgeted: Yes

Bid Amount: $142,735.00 Budgeted Amount: $800,000.00 Under Budget: $0.00 Over Budget: $0.00 Amount Remaining: $625,765.00

5. Reimbursement: N/A 6. Routing:

Gonzalez, Carlos Created/Initiated - 05/06/2015 7. Staff's Recommendation: Approval of Contract Amendment as proposed. 8. City Attorney: Approved - KDP 9. MPU General Manager: approved - mav 10. Director of Finance for Utilities: Approved - MDC

Memo TO: Marco A. Vega, P.E., General Manager

FROM: Carlos Gonzalez, P.E., Utility Engineer

DATE: April 22, 2015

SUBJECT: Colbath Raw Waterline – SDI Engineering Professional Services Contract Amendment # 1

In an MPU Board Workshop Meeting on April 14, 2015, SDI Engineering Presented findings of a completed study which analyzed the feasibility of constructing a raw waterline along Colbath Avenue that would convey water from Hidalgo County Irrigation District # 1. The general limits of proposed raw waterline are from a point approximately 1,500 feet west of Ware Road to the South WTP. The Board directed consultant to proceed with submittal of a Professional Services Contract Amendment to cover the design related services needed to develop a complete set of plans and specifications for this project.

SDI Engineering has submitted a proposal for the amount of $142,735. This amount includes both engineering and surveying related services. A Breakdown of fees is included in Attachment “D”. The engineering and design component of fee is $115,135.25. The construction estimate for this project is $1,211,950. The engineering fee thus translates to 9.5% of construction cost.

Staff recommends approval of contract amendment as proposed.

ENGINEERING SERVICES CONTRACT AMENDMENT NO. 1 Page 1 of 2 Between MCALLEN PUBLIC UTILITY and SDI ENGINEERING, LLC For COLBATH RAW WATER LINE PROJECT

AMENDMENT NO. 1 TO CONTRACT AGREEMENT FOR ENGINEERING SERVICES

BETWEEN MCALLEN PUBLIC UTILITY AND

SDI ENGINEERING, LLC FOR

COLBATH RAW WATER LINE EXTENSION PROJECT THIS AMENDMENT NO. 1 is made as of ________________________ between McAllen Public Utility (OWNER) and SDI Engineering, LLC (ENGINEER) for the Design of Colbath Raw Water Line Extension Project in Hidalgo County, Texas (the PROJECT). OWNER and ENGINEER in consideration of their mutual covenants herein agree in respect of the performance of professional engineering services by ENGINEER and the payment of those services by OWNER as set forth below. WHEREAS, the OWNER and the ENGINEER executed the original Contract Agreement between Owner and Engineer for Engineering/Professional Services on November 25, 2014; and, WHEREAS, it has become necessary to amend the contract to: Design for the Installation of a Proposed Raw Water Line. NOW, THEREFORE, premises considered, the OWNER and ENGINEER agree that said Agreement is amended to include the following Contract modifications:

1. Revise "Part II - Engineering Fees" as follows: A. Modify maximum amount payable under original Contract Agreement dated

November 25, 2014 as defined below:

Original Contract: $ 31,500.00 Thru Amendment No.1: $ 174,235.00 Increase of $ 142,735.00

2. Revise "Part V - Article 6, Special Provisions, Exhibits, and Schedules" as follows,

replacing the referenced Exhibits with the revised Exhibits attached hereto: A. Section 6.2.1 – Exhibit A “Services to be Provided by the Owner” B. Section 6.2.2 – Exhibit B “Services to be Provided by the Engineer” C. Section 6.2.3 – Exhibit C "Work Schedule“ D. Section 6.2.4 – Exhibit D "Contract Rates and Cost Proposal”

ENGINEERING SERVICES CONTRACT AMENDMENT NO. 1 Page 2 of 2 Between MCALLEN PUBLIC UTILITY and SDI ENGINEERING, LLC For COLBATH RAW WATER LINE PROJECT

IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment as the day and year first above written. OWNER: ENGINEER: McALLEN PUBLIC UTILITY SDI ENGINEERING, LLC MARK VEGA, P.E. DATE ISAEL POSADAS, P.E., DATE General Manager Principal ATTEST: ATTEST: NYLA FLATAU DATE DATE MPUB Secretary APPROVED AS TO FORM: KEVIN PAGAN DATE City Attorney REVIEWED BY: SANDRA ZAMORA DATE Director of Purchasing and Contracting

SDIENGINEERING, LLC

DATE: 5-May-15 SHT. 1 OF 1

Project: Colbath Raw Waterline Basis of EstimateLocation: McAllen, Texas No Design CompletedOwner: City of McAllen Preliminary Design Type of Estimate: Preliminary Final DesignEstimator: IP

ITEM DESCRIPTION UNIT QUANTITY UNIT COST TOTAL

Raw Water Improvement

1 Connect to Existing Irrigation Line LS 1 10,000.00$ 10,000.00$ 2 24-inch Magnetic Meter LS 1 12,000.00$ 12,000.00$ 3 24-inch PVC Raw Waterline LF 4,100 85.00$ 348,500.00$ 4 30-inch PVC Raw Waterline (29th to 42" at Plant) LF 1,950 95.00$ 185,250.00$ 5 Bore with Casing (Ware Road) LF 175 150.00$ 26,250.00$ 6 Air Relief Valves with Manholes EA 5 6,500.00$ 32,500.00$ 7 24"x16"x30" Junction Box (Re-Use Connection) LS 1 8,000.00$ 8,000.00$ 8 Connect to Water Plant EA 1 25,000.00$ 25,000.00$ 9 24-inch Valve & Box EA 4 5,000.00$ 20,000.00$ 10 6-inch Subgrade Preparation (Additional 8.0 Foot Pavement Sec.) SY 5,400 8.50$ 45,900.00$ 11 8-inch Flexible Base (Additional8.0 Foot Pavement Sec.) SY 5,400 10.75$ 58,050.00$ 12 2-inch Hot Mix Asphalt (Additional 8.0 Foot Pavement Sec.) SY 5,400 12.50$ 67,500.00$ 13 Erosion Control LS 1 18,000.00$ 18,000.00$ 14 Traffic Control LS 1 45,000.00$ 45,000.00$

Pump Station and Line Repairs

15 Improvements to Existing Irrigation Line LS 1 75,000.00$ 75,000.00$ 16 Pump Options (4 MGD) LS 1 200,000.00$ 200,000.00$ 17 SCADA Controls LS 1 35,000.00$ 35,000.00$

Design/Engineering

18 Design/Engineering EA 1 9.5% 115,135.25$

Additional Services

19 Field Topographic Survey - Colbath, Outside Pavement Section LS 1 5,500.00$ 5,500.00$ 20 Field Topographic Survey - Colbath to Main Canal (2.2 Miles) LS 1 14,500.00$ 14,500.00$ 21 Parcel Surveys w/Title Reports EA 8 950.00$ 7,600.00$

GRAND TOTAL:

TOTAL PUMP STATION:

TOTAL DESIGN/ENGINEERING COST: 115,135.25$

TOTAL ADDITIONAL SERVICES: 27,600.00$

1,354,685.25$

310,000.00$

CONSTRUCTION COST ESTIMATE

CONSTRUCTION COSTS (COLBATH ONLY)

TOTAL RAW WATER IMPROVEMENT COST: 901,950.00$

EXHIBIT A

FURTHER DESCRIPTION OF BASIC ENGINEERING SERVICE AND RELATED MATTERS: Services to be Provided by the OWNER

This is an exhibit attached to, made part of, and incorporated by reference into the Agreement made on the _______ day of May, 2015, between the MCALLEN PUBLIC UTILITY, OWNER, and SDI, ENGINEERING, L.L.C. (ENGINEER) providing for professional engineering services. The Basic Services of ENGINEER as described in Section 1 of the Agreement are amended or supplemented as indicated below and the time periods for the performance of certain services are stipulated as indicated below. SUMMARY OF WORK: The objective of this Project is to design a raw water line to allow delivery from the Hidalgo County Irrigation District No. 1 (HCID No. 1) to the McAllen Public Utility (MPU) Southwest Water Treatment Plant. The design shall include 24-inch and 30-inch PVC line to interconnect with a Raw Water Supply Line located on Colbath Avenue, with project limits from approximately S. 40th Street to S. 26th Street (Southwest Water Plant). In addition, to provide for a design of a raw water pump station to supplement delivery of approximately 4 Million Gallons per Day. SERVICES PROVIDED BY THE OWNER: 1. The OWNER shall clearly define the Project to the ENGINEER and provide the ENGINEER

with clear Project objectives, expectations, time schedules, budgets and other information necessary to the timely development of the Project.

2. The OWNER shall furnish the ENGINEER all pertinent information, documents, recorded “as-

built” drawings of the existing water lines, sanitary sewer lines, and other public utilities in the surrounding areas.

3. The OWNER shall make known to the ENGINEER any known restrictions and encroachments

related to the Project Site such as restrictive covenants, building setbacks, etc. that may impact the location or configuration of the proposed improvements.

4. The OWNER shall furnish the ENGINEER with any information in the OWNER’S possession

regarding other existing or planned utilities in the area of the project including but not limited to water, natural gas, electrical, telephone, television and communication cable and storm drainage.

5. The OWNER shall be responsible to advertise for bids for the approved project and to pay for

all fees and costs associated, including costs associated with additional plan and specification printing over the number of copies agreed and stated in the Contract.

6. The OWNER shall be responsible to pay the ENGINEER in a timely manner for the approved

work. Invoices shall be submitted to the OWNER on a monthly schedule and based on percentage of work accomplished.

7. The OWNER shall advise the ENGINEER of any additional services that may need to be

performed by the ENGINEER.

8. It is the intention to utilize the existing property only for the design of the project; however, if additional property, easements, rights of way or abandonment’s are required these services will be the responsibility of the OWNER.

EXHIBIT B

FURTHER DESCRIPTION OF BASIC ENGINEERING SERVICE AND RELATED MATTERS: Services to be Provided by the ENGINEER

This is an exhibit attached to, made part of, and incorporated by reference into the Agreement made on the _______ day of May, 2015, between the MCALLEN PUBLIC UTILITY, OWNER, and SDI, ENGINEERING, L.L.C. (ENGINEER) providing for professional engineering services. The Basic Services of ENGINEER as described in Section 1 of the Agreement are amended or supplemented as indicated below and the time periods for the performance of certain services are stipulated as indicated below. SUMMARY OF WORK: The objective of this Project is to design a raw water line to allow delivery from the Hidalgo County Irrigation District No. 1 (HCID No. 1) to the McAllen Public Utility (MPU) Southwest Water Treatment Plant. The design shall include 24-inch and 30-inch PVC line to interconnect with a Raw Water Supply Line located on Colbath Avenue, with project limits from approximately S. 40th Street to S. 26th Street (Southwest Water Plant). In addition, to provide for a design of a raw water pump station to supplement delivery of approximately 4 Million Gallons per Day. 1. PRELIMINARY PHASE: Objective: To acquire all pertinent information including field verification of existing MPU/City infrastructure, HCID No. 1 infrastructure, Private Utility infrastructure, Topographic Survey TASK 1.1 Obtain from the HCID No. 1, all information relating to the existing water delivery infrastructure, including connections, delivery control points, right-of-ways, easements - from the main canal, south to various alternate points of connection to the Southwest Water Plant. TASK 1.2 Obtain from the MPU/CITY/Private Utility Companies, all information relating to the existing utility infrastructure along various routes, including but not limited to water lines, sanitary sewer lines, storm sewer lines, cable, telephone, electrical, and any other pertinent infrastructure that may affect the various route alternatives. TASK 1.3 Prepare topographical survey of the project, including field verification of existing HCID No. 1 infrastructure, including, but not limited to pipe sizes, existing control valve structures, including operational assessment. TASK 1.4 Discuss with the OWNER, City of McAllen Staff, and other interested officials, all the anticipated elements of the Project, including phasing, scheduling, concerns and alternatives. TASK 1.5 Assist with the negotiation of amendment to the terms of the raw water delivery agreement between MPU and HCID No. 1, including, but not limited to presentation to the MPU and HCID No. 1. 2. DESIGN PHASE: Objective: Design all the elements of the Raw Water Line as authorized by the OWNER and prepare plans, specifications, and contract documents for such work. TASK 2.1 Prepare Final Construction Plans for the Project as approved by the OWNER.

TASK 2.2 Conduct internal QUALITY ASSURANCE AND CONTROL review on final plans to assure that all elements of the Project have been addressed and analyzed. TASK 2.3 Prepare Specifications for the Project. TASK 2.4 Present Final Plans and Specifications for review to the OWNER. TASK 2.5 Revise Final Plans and Specifications as required after reviews. TASK 2.6 Prepare twelve (12) sets of Contract Documents and BID Documents and twelve (12) sets of Construction Plans on 11” x 17” (half-size) format for the approved Project. TASK 2.7 Prepare Traffic Control Plan. TASK 2.8 Prepare Final Cost Estimate for the approved Project. 3. BIDDING AND CONSTRUCTION PHASE: Objective: To assist the OWNER with the Bidding and Construction Phase of the Project (construction staking and resident inspection is not included) TASK 3.1 Assist the OWNER with responding to any questions by bidders to the plans and bid documents. TASK 3.2 Preparation of addenda as required for clarification of plans and bid documents. TASK 3.3 Assist the OWNER in the opening of bids. TASK 3.4 Review the bids received and evaluate and recommend for award. TASK 3.5 Attend with the OWNER, a Pre-Construction Conference. TASK 3.6 Conduct Periodic Site Visits to observe the work limited to two times per week for the contractual duration of the Project. (Additional site visits after the construction contract period shall be billed as additional services.) TASK 3.7 Review with the OWNER or the OWNER’s Project Inspector, conflicts encountered during construction and prepare recommendations for resolutions. TASK 3.8 Assist OWNER with Change Orders as required and approved. TASK 3.9 Assist the OWNER with reviewing periodic estimate submittals by the Contractor. TASK 3.10 Review Shop Drawings as submitted by the Contractor to assure general compliance with the Plans and Specifications. TASK 3.11 Assist the OWNER with the final inspection of the Project. TASK 3.12 Assist the OWNER with the preparation of a “Punch List”

TASK 3.13 Review the Final Estimate based on OWNER’s inspector’s field measured and approved final quantities and prepare reconciliation changer orders as required. TASK 3.14 Prepare “As-Built” plans and submit to OWNER in digital PDF format. Additional Services: Any additional engineering services not listed within the scope of the project requested by the OWNER shall be billed according to the hourly rates listed below: PERSONNEL RATE PER HOUR ($)

Engineering Principal (P.E.) $ 120.00 Project Engineer (P.E.) $ 110.00 Engineer in Training (E.I.T.) $ 80.00 Sr. Engineering Technician $ 70.00 CAD Technician $ 45.00 Administrative Clerk $ 35.00 Clerk $ 30.00 ROW / Easement Specialist $ 55.00 Project Inspector $ 50.00 Storm Water Specialist $ 55.00 Direct Subconsultant $ Cost + 10% Surveying Three‐Man Party $ 105.00 Two‐Man Party $ 85.00 GPS Party $ 135.00 RPLS $ 100.00 Technician $ 50.00

EXHIBIT C

WORK SCHEDULE

This is an exhibit attached to, made part of, and incorporated by reference into the Agreement made on the _______ day of May, 2015, between the MCALLEN PUBLIC UTILITY, OWNER, and SDI, ENGINEERING, L.L.C. (ENGINEER) providing for professional engineering services. The Basic Services of ENGINEER as described in Section 1 of the Agreement are amended or supplemented as indicated below and the time periods for the performance of certain services are stipulated as indicated below. SUMMARY OF WORK: The objective of this Project is to design a raw water line to allow delivery from the Hidalgo County Irrigation District No. 1 (HCID No. 1) to the McAllen Public Utility (MPU) Southwest Water Treatment Plant. The design shall include 24-inch and 30-inch PVC line to interconnect with a Raw Water Supply Line located on Colbath Avenue, with project limits from approximately S. 40th Street to S. 26th Street (Southwest Water Plant). In addition, to provide for a design of a raw water pump station to supplement delivery of approximately 4 Million Gallons per Day. WORK SCHEDULE Preliminary Phase 1. Obtain information on Existing Infrastructure from

City of McAllen, HCID No. 1, & Private Utilities 2. Topographic Survey 3. Assist with Negotiation of Amendment to Interlocal

Agreement between MPU and HCID No. 1 Design Phase 4. 30% Construction Documents 5. 60% Construction Documents 6. 90% Construction Documents 7. Final Construction Documents Bidding and Construction Phase 8. Assistance in Bidding Process 9. MPU approves Award Contract to Successful Bidder 10. Construction Documents Executed 11. Issue Notice to Proceed 12. Conduct Pre-Construction Meeting 13. Construction Begins 14. Construction Substantially Complete 15. Final Inspection and Punch List 16. Construction Completed 17. Record Drawings Completed 18. Contract Close Out

*Note: This schedule is a proposed schedule and is subject to change as may be determined to be necessary through the duration of the project. Any necessary changes to the schedule will be done with approval of the OWNER and ENGINEER.

EXHIBIT D

Contract Rates and Cost Proposal

Phase I – Schematic Design 1 Project Coordination / Water Plant Design 2 HCID No. 1 Contract Development

3 Detailed Hydraulic Analysis

Total Cost Phase I $ 28,785.00

Phase II – Final Design Phase 1 Prepare Contract Drawings

2 Prepare Contract Specifications

3 Prepare Detailed Cost Estimates

4 Prepare Bidding Documents

5 Prepare Traffic Control Plan

Total Cost Phase II $ 74,850.00

Phase III – Construction Phase 1 Assist in Bidding Process 2 Assist in Preparation of Formal Documents

3 Perform Field Inspections

4 Office Services (Change orders, review monthly estimates)

5 Preparation of As-Built Drawings

Total Cost Phase III $ 11,500.00

Total $ 115,135.00

Additional Services 1 Field Topographic Surveys

(Colbath, Outside Pavement Section) $ 5,500.00

2 Field Topographic Surveys (Colbath to Canal, 2.2 Mile Section, includes $8,750 credit) $ 14,500.00

3 Parcel Surveys (Estimated 8 parcels, $950/each, with Title Reports) $ 7,600.00

Total Additional Services $ 27,600.00

Total $ 142,735.00

AGENDA ITEM 2.b. PUBLIC UTILITY BOARD DATE SUBMITTED 05/05/2015 MEETING DATE 05/12/2015

1. Agenda Item: Approval of Inter-local Cooperation Agreement between Hidalgo County and The City of McAllen, Texas - Hoehn Drive Subdivision

2. Party Making Request: Marco A. Vega, P.E., General Manager 3. Nature of Request: Item for Board discussion and approval. 4. Budgeted:


5. Reimbursement: 6. Routing:

Flatau, Nyla Created/Initiated - 05/05/2015 7. Staff's Recommendation: Item for Board discussion and approval. 8. City Attorney: Approved - KDP 9. MPU General Manager: approved - mav 10. Director of Finance for Utilities: Approved - MDC

STATE OF TEXAS §

COUNTYOFHIDALGO §

INTERLOCAL COOPERATION AGREEMENT BETWEEN HIDALGO COUNTY ANDTHE CITY OF McALLEN, TEXAS

This Agreement is made on this the day of

______________,

2015 by andbetween HIDALGO COUNTY, TEXAS, hereinafter referred to “County” and THE CITYOF McALLEN, TEXAS acting by and through the Public Utility Board hereinafterreferred to as “City”, pursuant to the provisions of the Texas Interlocal Cooperation Act,as follows:

WHEREAS, City desires to assist County in that certain sanitary sewer project toservice Hoehn Drive Subdivision located in the extra territorial jurisdiction of City suchproject more particularly described on Exhibit A attached hereto (the “Work”);

WHEREAS, the Work consists among other items the construction of a lift station(oversized), force main (oversized), sanitary sewer lines (oversized) residentialconnection of sewer line and filling of on-site sewage facilities;

NOW THEREFORE, City and County, in consideration of the mutual covenantsexpressed hereinafter, agree as follows:

1. County agrees to perform the Work in accordance with the specificationsprepared by Raul Sesin, P.E. dated May 1, 2015. City agrees to pay Countya lump sum of Four Hundred Seventy Seven Thousand and Eight HundredNinety Five and 90/lOOths dollars ($477,895.90) upon execution of thisAgreement for performance of the Work (the “City Payment”)

2. County agrees either by its own forces or by third party contractor(s) toprovide for the cost of engineering, labor and materials required for the Work.

3. The parties agree that all other costs associated with the Work shall be theresponsibility of County in their entirety.

4. Term: The term of this Agreement shall be for the time period required toaccomplish the Work which shall not exceed two hundred forty (240) daysfrom the date County receives the City Payment.

5. City, to the extent required under the Tex. Trans. Code §251.012, authorizesCounty to perform the work described herein.

6. County through third party contractor(s) utilizing funds County received or willreceive from the Texas Department of Agriculture and CommunityDevelopment Block Grant shall connect residential sanitary lines to theresidences located within Hoehn Drive Subdivision (Vol.23, Page 59, HCMR).

7. Hidalgo County Precinct 4 shall contribute the sum of Five Hundred Forty SixThousand Three Hundred Twenty Nine and 2OIlOOths dollars ($546,329.20)toward the Work through the use of in house engineering and in house laborand equipment.

8. Either party may terminate this Agreement with or without cause upon thirty(30) days written notice to the other.

9. Each party agrees to conform to its own applicable purchasing laws,regulations, policies, and procedures with respect to the portion of the workand services under this Agreement performed by each party.

10. Conflict of Applicable Law. Nothing in this Agreement shall be construedso as to require the commission of any act contrary to law, and wheneverthere is any conflict between any provision of this Agreement and any presentor future law, ordinance, or administrative, executive or judicial regulation,order or decree, or amendment thereof, contrary to which the parties have nolegal right to contract, the later shall prevail, but in such event the affectedprovision or provisions of this Agreement shall be modified only to the extentnecessary to bring them within the legal requirements and only during thetime such conflict exists.

11. No Waiver. No waiver by any party hereto of any breach of any provision ofthis Agreement shall be deemed to be a waiver of any preceding orsucceeding breach of the same or any other provision hereof.

12. Entire Agreement. This Agreement contains the entire agreement betweenthe parties hereto and each party acknowledges that neither has made (eitherdirectly or through any agent or representative) any representation oragreement in connection with this Agreement not specifically set forth herein.This Agreement may be modified or amended only by agreement in writingexecuted by both parties, and not otherwise.

13. Commitment of Current Revenues Only. In the event that, during any termhereof, the governing body of either party does not appropriate sufficientfunds to meet the obligations of such party under this Agreement, then theother party may terminate this Agreement upon sixty (60) days written noticeto the party who failed to appropriate sufficient funds. Each of the partieshereto agrees, however, to use its best efforts to secure funds necessary for

the continued performance of this Agreement. The parties intend thisprovision to be a continuing right to terminate this Agreement at the expirationof each budget period of each party hereto pursuant to the provisions of Tex.Loc. Govt. Code Ann. Section 271.903.

14.TEXAS LAW TO APPLY. THIS AGREEMENT SHALL BE CONSTRUEDUNDER AND IN ACCORDANCE WITH THE LAWS OF THE STATE OFTEXAS, AND ALL OBLIGATIONS OF THE PARTIES CREATEDHEREUNDER ARE PERFORMABLE IN HIDALGO COUNTY, TEXAS. THEPARTIES HEREBY CONSENT TO PERSONAL JURISDICTION INHIDALGO COUNTY, TEXAS.

15.Notice. Except as may be otherwise specifically provided in this Agreement,all notices, demands, requests or communication required or permittedhereunder shall be in writing and shall either be (i) personally deliveredagainst a written receipt, or (ii) sent by certified mail, return receipt requested,postage prepaid and addressed to the parties at the addresses set forthbelow, or at such other addresses as may have been theretofore specified bywritten notice delivered in accordance herewith:

If to McAIlen: City of McAIIenAttention: James E. Darling, Mayor1300 Houston AvenueMcAllen, Texas 78501

With copy to City of McAlIenAttention: Roy Rodriguez, City Manager1300 Houston AvenueMcAIIen, Texas 78501

If to County: Hidalgo CountyAttention: Chairman of the Board900 N. Doolittle RoadEdinburg, Texas 78541

With copy to: Commissioner, Precinct No. 4Attention: Joseph Palacios1102 N. Doolittle RoadEdinburg, Texas 78539

Each notice, demand, request or communication which shall be delivered ormailed in the manner described above shall be deemed sufficiently given forall purposes at such time as it is personally delivered to the addressee or, ifmailed, at such time as it is deposited in the United States mail.

14. Additional Documents. The parties hereto covenant and agree that they willexecute such other and further instruments and documents as are or maybecome necessary or convenient to effectuate and carry out the terms of thisAgreement.

15. Successors, This Agreement shall be binding upon and inure to the benefitof the parties hereto and their respective legal representatives, successors,and assigns where permitted by this Agreement.

16. Headings. The headings and captions contained in this Agreement aresolely for convenience and reference and shall not be deemed to affect themeaning or interpretation of any provision of paragraph hereof.

17. Gender and Number. All pronouns used in this Agreement shall include theother gender, whether used in the masculine, feminine or neuter gender, andsingular shall include the plural whenever and so often as may beappropriate.

18. Authority to Execute. The execution and performance of this Agreementby City of McAllen and Hidalgo County have been duly authorized by allnecessary laws, resolutions or governmental action, and this Agreementconstitutes the valid and enforceable obligations of Irrigation and District inaccordance with its terms.

19. Governmental Purpose. Each party hereto is entering into this Agreementfor the purpose of providing governmental services or functions and will payfor such services out of current revenues available to the paying party asherein provided.

WITNESS THE HANDS OF THE PARTIES effective as of the day and year firstwritten above.

[SIGNATURE PAGE TO FOLLOW]

COUNTY OF HIDALGO

By:Ramon Garcia, County Judge

ATTEST:

Arturo Guajardo, Jr., County Clerk

CITY OF McALLEN

By:James E. Darling, Mayor

ATTEST:

Annette Villarreal, City Secretary

APPROVED AS TO FORM:

ATLAS, HALL & RODRIGUEZ, LLP

By:___fphen L. Grain

STATE OF TEXAS §COUNTY OF HIDALGO §

APPROVAL OF INTERLOCAL COOPERATIONAGREEMENT PROJECT

In accordance with Texas Government Code §791.014, Hidalgo County, Texas,acting by and through the Hidalgo County Commissioners Court, has been advised of aproposed project with the City of McAllen, Texas, and the County, through Precinct No.4. The City and the County desire to assist in that certain sanitary sewer project locatedin Hoehn Drive Subdivision located in the extraterritorial jurisdiction of City moreparticularly through an Interlocal Cooperation Agreement to be entered into with the Cityof McAllen, Texas.

By vote on

______________________,

2015 the Hidalgo CountyCommissioners Court has approved the Project identified above.

By: Ramon Garcia, County Judge

ATTEST:

Arturo Guajardo, County Clerk

APPROVED AS TO FORM:

ATLAS, HALL & RODRIGUEZ, LLP

By:Stephen L. Cram


1. Agenda Item: Discussion and Approval of Hibiscus Hill Subdivision. 2. Party Making Request: Carlos Gonzalez, P.E., Utility Engineer 3. Nature of Request: Approval of subdivision as conditions set forth. 4. Budgeted:


5. Reimbursement: Waterline Reimbursement for participation to the Northgate Waterline Project in the amount of $12,329.24 and a Sewer-line Reimbursement for participation to the Alton Sewer Interceptor Project in the amount of $5,669.41. (Total:$17,998.65)

6. Routing:

Gonzalez, Carlos Created/Initiated - 05/06/2015 7. Staff's Recommendation: Approval of subdivision as conditions set forth. 8. City Attorney: Approved - KDP 9. MPU General Manager: approved - mav 10. Director of Finance for Utilities: Approved - MDC

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1. Agenda Item: MPU Annual Night Out Presentation 2. Party Making Request: Nyla L. Flatau, TRMC/CMC, Utility Board Secretary 3. Nature of Request: Item for information only. 4. Budgeted:



Flatau, Nyla Created/Initiated - 05/05/2015 7. Staff's Recommendation: Item for information only. 8. City Attorney: N/A - KDP 9. MPU General Manager: approved - mav 10. Director of Finance for Utilities: N/A - MDC


1. Agenda Item: Review of McAllen Public Utility Financial Statements for the six-month period ended March 31, 2015

2. Party Making Request:

3. Nature of Request: Water Fund year-to-date revenue, $7,572,456, increased 5%

over the same period of the prior year, 12% under budget on a flat basis; while operating expenses year-to-date, $8,005,540, decreased 2% under the previous year, 10% below budget. The Sewer Fund reported year-to-date revenues of $7,239,435 an increase of 4% over the same period of the prior year, 9% under budget on a flat basis; while operating expenses year-to-date totaled $7,015,471, a decrease of 4% compared to the previous year, 9% under budget.

4. Budgeted:



Carvajal , Melba Created/Initiated - 05/04/2015 7. Staff's Recommendation: None. Information only. 8. City Attorney: n/a - KDP 9. MPU General Manager: approved - mav 10. Director of Finance for Utilities: N/A - MDC

AGENDA ITEM 4.c. PUBLIC UTILITY BOARD DATE SUBMITTED 05/06/2015 MEETING DATE 05/12/2015

1. Agenda Item: Bad Debt write-off water and sewer fund for the 4th quarter of FY 2013-2014

2. Party Making Request:

3. Nature of Request: Approval of the 4th quarter bad debt of the FY 2013-2014

for the amount of $21,429.97. 4. Budgeted:



Rodriguez, Pablo Created/Initiated - 05/06/2015 7. Staff's Recommendation: approval of $21,429.97. 8. City Attorney: Approved - KDP 9. MPU General Manager: approved - mav 10. Director of Finance for Utilities: Approved - MDC

City of McAllen

McAllen Public Utility

Bad Debt Write-Off Report for 4th Quarter FY 2013-2014

Presented By: Pablo M Rodriguez

Customer Relations Manager

Accounts Breakdown

• Accounts on Report - $21,429.97

• 253 Accounts have balances less than $100.00.

• 54 Accounts have balances greater than $100.00.

By Fund Totals

• Total $21,429.97• Water - $10,767.32• Sewer - $10,662.65• Combined they represent

.26% of 4th Qtr. Revenues

By Customer Class

• Total - $21,429.07• Residential - $16,742.04• Commercial - $3,050.26• Multi-Family - $1,637.27.98

By Customer Type

• Total - $21,429.97• Rental - $12,891.18• Owner - $8,538.79

Accounts with $100.00 plus balances summary.

• Of the 307 accounts on the list, 54 have balances greater than $100.00

• 54 Accounts had a deposit and deposit was applied to the account.

• Collection efforts are continuous.

Proposal

• 4th Quarter Bad Debt Write-Off – $21,429.97/ .26% of Revenues for same period.

• Staff recommends approval of bad debt write-off for this period by the Board.

• Thank You!

City of McAllen


Trend Analysis of Bad Debt 4th Quarter

Presented By: Pablo M. Rodriguez


TREND ANALYSIS OF BAD DEBT

• 2010-2011 - .24%• 2011-2012 - .26%• 2012-2013 - .23%• 2013-2014 - .26%

City of McAllen


Trend Analysis of Bad Debt Last Four Quarters

Presented By: Pablo M. Rodriguez


TREND ANALYSIS OF BAD DEBT

• 1st Qtr 13-14 .26%• 2nd Qtr 13-14 .24%• 3rd Qtr 13-14 .13%• 4th Qtr 13-14 .26%

AGENDA ITEM 4.d. PUBLIC UTILITY BOARD DATE SUBMITTED 05/06/2015 MEETING DATE 05/12/2015

1. Agenda Item: Reimbursement Collections Update for the period ended March 31, 2015

2. Party Making Request: Erika Gomez; Development Activities Specialist 3. Nature of Request: Information Only 4. Budgeted:



Gomez, Erika Created/Initiated - 05/06/2015 7. Staff's Recommendation: 8. City Attorney: N/A - KDP 9. MPU General Manager: N/A - mav 10. Director of Finance for Utilities: Approved - MDC

Memo TO: Marco A. Vega, P.E., General Manager

FROM: Erika Gomez, Developmental Activities Specialist

DATE: May 4, 2015

SUBJECT: REIMBURSEMENT UPDATE: COLLECTIONS

Sewer reimbursements collected from October thru March of fiscal year 14-15 totaled

$13,424.59 being 20% out of the budgeted amount for the fiscal year; and for water in the total

amount of $2,983.15 being 3% out of the budgeted amount for the fiscal year.

Water budget for FY14-15 is $85,500 and $66,500 for sewer.

If you have any questions or require additional information, please advice.

Type FY 14-15 10/01 – 03/31

FY 14-15 YTD

SWSC 1 Paid in Full Paid in Full



SWSC 4 500 500


SWSC 6 0 0

WATER 2,257.40 2,257.40

Admin. Fee 225.75 225.75

WATER TOTAL 2,983.15 2,983.15

% of Budget collected 3% 3%

SEWER 5,216.19 5,216.19

Admin. Fee 8,208.40 8,208.40

SEWER TOTAL 13,424.59 13,424.59

% of Budget collected 20% 20%

Subtotal 16,407.74 16,407.74

CHAPTER 380 0 0

Grand Total 16,407.74 16,407.74

TYPE October- March 31, 2015

FY 14-15

SWSC 1 Paid in Full

SWSC 2 Paid in Full

SWSC 3 Paid in Full

SWSC 4 500

SWSC 5 Paid in Full

SWSC 6 Paid in Full

WATER 2,257.40

Admin. Fee 225.75

SEWER 5,216.19

Admin. Fee 8,208.40

Subtotal 16,407.74

CHAPTER 380 0

Grand Total $ 16,407.74

$-

$2,000.00

$4,000.00

$6,000.00

$8,000.00

$10,000.00

$12,000.00

$14,000.00

WA reimb SW Reimb SWSC Chapter 380

$2,483.15

$13,424.59

$500.00 $-

WA reimb

SW Reimb

SWSC

Chapter 380


1. Agenda Item: Discussion and Approval of North Water Treatment Plant Well - Scope of Service

2. Party Making Request: Carlos Gonzalez, P.E., Development/Special Projects 3. Nature of Request: Item for Board Review and Approval. 4. Budgeted:



Shelton, Edith Created/Initiated - 05/07/2015 7. Staff's Recommendation: Item for Board Review and Approval. 8. City Attorney: N/A - KDP 9. MPU General Manager: approved - mav 10. Director of Finance for Utilities: Approved - MDC


1. Agenda Item: Consultation with Attorney regarding legal aspects of HR process (T.G.C. 551.071)

2. Party Making Request: Kevin D. Pagan, City Attorney 3. Nature of Request: Item for Board discussion. 4. Budgeted:



Flatau, Nyla Created/Initiated - 05/06/2015 7. Staff's Recommendation: Item for Board discussion. 8. City Attorney: N/A - KDP 9. MPU General Manager: N/A - mav 10. Director of Finance for Utilities: N/A - MDC


1. Agenda Item: Discussion of Matters Related to Economic Development. (T.G.C. 551.087)

2. Party Making Request: Marco A. Vega, P.E., General Manager 3. Nature of Request: Item for Board discussion. 4. Budgeted:




AGENDA ITEM 7.c. PUBLIC UTILITY BOARD DATE SUBMITTED 05/07/2015 MEETING DATE 05/12/2015

1. Agenda Item: Consultation with City Attorney Regarding Cause NO. C-1763-12-1; Othal E. Brand vs. City of McAllen, Mike R. Perez, in his capacity as City Manager. (T.G.C. 551.071)

2. Party Making Request: Marco A. Vega, P.E., General Manager 3. Nature of Request: Item for Board discussion. 4. Budgeted:




DATE: Tuesday, May 12, 2015 - McAllen Public Utility · AGENDA ITEM 1.a. PUBLIC UTILITY BOARD DATE...

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Transcript of DATE: Tuesday, May 12, 2015 - McAllen Public Utility · AGENDA ITEM 1.a. PUBLIC UTILITY BOARD DATE...