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HomeMy WebLinkAboutResolution No. R23-89RESOLUTION NO. R23-89 A RESOLUTION OF THE CITY COUNCIL AUTHORIZING THE MAYOR TO EXECUTE THE TASK ORDER AND ALL RELATED DOCUMENTS FOR THE CITY OF LAUREL GRANT SUPPORT SERVICES BY AND BETWEEN THE CITY OF LAUREL AND KLJ ENGINEERING, INC. RELATED TO A PROPOSED NEW WATER TANK. BE IT RESOLVED by the City Council of the City of Laurel, Montana, Section 1: Approval. The Task Order and all related documents, by and between the City of Laurel and KLJ Engineering, Inc., a copy attached hereto and incorporated herein, is hereby approved. Section 2: Execution. The Mayor is hereby given authority to execute the Task Order and all related documents, by and between the City of Laurel and KLJ Engineering, Inc. Introduced at a regular meeting of the City Council on the 12th day of December 2023, by Council Member Mize. PASSED and APPROVED by the City Council of the City of Laurel on the 12th day of December 2023. APPROVED by the Mayor on the 12"' day of December 2023. CITY OF LAUREL ia:v�eW�agggoner, or ATTEST: 0%uniuru�,�. t`l 0.. L4.9 �IV S c 'e Jerk-TreasurerT qr" APPROVED AS TO FORM: Michele L. Braukmann, Civil City Attorney R23-89 Approve Task Order for KLJ Grant Services Related to Water Tank This is a Task Order for KU Project No. 2304-01608 Grant Support Services — New Water Tank, consisting of 3 pages, plus attachments. Task Order: Grant Support Services — New Water Tank In accordance with Paragraph 1.01 of the Agreement Between Owner and Engineer for Professional Services —Task Order Edition, dated December 5, 2017 ("Agreement"), as amended by Amendment No. 1 dated October 13, 2020, Owner and Engineer agree as follows: A. Effective Date of Task Order: November 28th, 2023 B. Owner: City of Laurel C. Engineer: KU Engineering, Inc D. Specific Project (title): Grant Writing Support Services E. Project Description: Grant writing and support services to the City of Laurel to assist in the development and submittal of funding applications covering a range of potential state and Federal funding programs. The effort is in support of a proposed future water tank and booster system upgrade for the City of Laurel. KU anticipates working with the City of Laurel on five potential grant applications/funding programs, those are listed below. In addition, KU will meet monthly with the City of Laurel to review the overall project status and gather feedback on going grant development efforts. 2. Services of Engineer A. The specific services to be provided or furnished by Engineer under this Task Order are: Grant support services to develop applications for the City of Laurel related to the following specific State and Federal funding programs: ® Task 1: Project Management/Grant Staging & Research -This includes all general project management tasks including attendance at meetings, updates to the City/Client Manager regarding progress, deadlines, and technical needs, and tasks unrelated to specifically Outlined grant applications/ research as outlined. Task 2: DNRC-ARGL: Costs as outlined include review of the updated notice of funding, completion of the application materials including any supplemental materials, coordination with the Client Manager and the City to ensure technical aspects of the application are correct, and assistance to City staff as designated for submission of the grant application. Applications for the 2024 Cycle are due May 15, 2024. Deliverable: All applications materials/attachments required for submission of the grant on/before the deadline. Grant Support Services— New Water Tank EJCDC® E-505, Agreement Between Owner and Engineer for Professional Services —Task Order Edition. Copyright O 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 1 Task 3: MT Coal Endowment known as7S£P/ Costs asoutlined include review of the updated notice of funding, completion of the application materials including any supplemental materials, coordination with the Client Manager and the City to ensure technical aspects of the application are correct, and assistance to City staff as designated for submission of the grant application. Applications for the 2024 Cycle are due in the spring of 2024 (anticipated to be late March/early April as the exact deadline has not yet been announcedi Deliverable: All application mate ria Is/atta ch ments required for submission of the grant on/before the deadline. Task 4/State Revolving Loan Fund /SRF/:While the project qua|ifiesfornnoat state/federal grants as outlined, the cost is significant enough that it is anticipated the City will be required to supplement grant dollars with an SRF loan. Most of this application will be most expeditiously and best completed by City staff who have easy access tothe City's financial documents, contact information and related information. The costs as outlined include any necessary technical assistance, QA/QC of application materials, communications with SRF staff as requested/required, and any additional application guidance the City may need to complete/submit the application. There is no hard deadline for SRF loan applications. These are accepted year'round. Deliverable: City filled in application with KU recommendations to assure compliance with application standards. Task 5: EDA Community Facilities orDisaster Response Grant: Costs include initial discussion with EDA regional staff to determine which program is the best fit for the project and the costs associated with review of the updated notice of funding, completion of the application materials including any supplemental materials/federal forms, coordination with the Client Manager and the City to ensure technical aspects of the application are correct, and assistance to City staff as designated for submission of the grant application. There is no hard deadline for EDA applications. Applications are accepted until all congressionally appropriated dollars for the region are expended/obligated. Deliverables: This is a phased deliverable. The first is a report/update based on discussions with the regional EDA staff as to which program is the best fit and the status of current dollars available. The second is dependent on verification of grant availability. Should grant funds be available and EDA believe one of these programs is applicable, KU will move forward with delivering all application mate ria Is/attach rnents required for submission ofthe grant. � Task 6: WaterSmart Water Grants: There are several grant opportunities under the umbrella of WaterSmart. Costs reflect initial research into which programs,if any, are afit for this project and then, if any are found to be appropriate, costs related to writing one Grant Support Services — New Water Tank EJcoc1s-505Agreement Between Owner and Engineer for Professional Services —rasuO,dersdmnn. Copyright @ 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society ofCivil Engineers. All rights reserved. Page (1) of those grants. Deadlines vary depending on program so initial research will include providing information about when grants may be due. If none of the WaterSmart grant resources are found to be appropriate or within a timeframe suitable to the project, the City will only be charged for the cost of the research, and not for additional application costs. Deliverable: This is a phased deliverable. The first is a report based on research/discussion with WaterSmart staff as to appropriateness of any WaterSmart grants for this project. Based on this, if an appropriate/competitive resource is identified, KU can move ahead with 1 application. Should additional resources be determined to be applicable, KU will confer with the City and a new task will have to be completed for any additional applications. All of the services included above comprise Basic Services for purposes of Engineer's compensation under this Task Order. 3. Additional Services that maybe authorized or necessary under this Task Order are: Grant applications, if found, under the WaterSmart Water Grant that are in addition to the initial or first application. 4. Owner's Responsibilities Owner shall have those responsibilities set forth in Article 2 of the Agreement subject to the following: Provide timely review and guidance on the development of specific grant applications. Submittal of all grants after completion or review and approval by KU. S. Task Order Schedule A. In addition to any schedule provisions provided elsewhere, the parties shall meet the following schedule: ® Work anticipated to occur throughout 2023 and 2024. 0 Engineer will establish specific timelines as part of each grant development process. Engineer shall provide monthly updates to Owner on the anticipated completion schedule, throughout the duration of the project. Grant Support Services— New Water Tank EJCDC® E-505, Agreement Between Owner and Engineer for Professional Services —Task Order Edition. Copyright © 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 3 A. Owner shall pay Engineer forSenvicesrenderedunderthisTaok[}rderasfoUoxvs: Services Amount Basis of Compensation Task I - Project Management/Grant Staging & Research $10,000 Time and Expense Task 3 - MT Coal Endowment (MCEP) $9,000 Task 4 - SRF Revolving Loan $4,000 Task 5 - EDA Community Facilities $11,000 Task 6 WaterSmart Water Grant $16,000 Total $56,000 Compensation items and totals based in whole or in part on Hourly Rates or Direct Labor are estimates only. Engineer noayalterthedisthbutionofcomopensationbetwxe8nindkvidua/tasks(line items) to beconsistent with sen/ices rendered but shall not exceed the total lump sum compensation amount unless approved inwriting bythe Owner. The terms of payment are set forth in Article 4 of the Agreement and in the applicable governing provisions of Exhibit C. Grant Support Services — New Water Tank ococ°c-5ns Agreement Between Owner and Engineer for Professional Services -Tasko,dersauion. Copyright @ 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society u*Civil Engineers. All rights reserved. Page 7. Consultants retained asofthe Effective Date ofthe Task Order: None 8. Other Modifications toAgreement and Exhibits: None g. Attachments: None 11Other Documents Incorporated byReference: DecemberS, 2017Agreement between Ownerand Engineer for Professional Services, Task Order Edition October I3'2OZOAmendment toEngineer-Owner Agreement, Amendment No. 1. 1l.Terms and Conditions Execution of this Task Order by Owner and Engineersha 11 make itsubject tothe terms and conditions ofthe Agreement (as modified above), which Agreement isincorporated 6ythis reference. Engineer bauthorized to begin performance upon its receipt of a copy of this Task Order signed by owner. The Effective Date ofthis Task Order is November 29th, 2023. OWNE�__City Laurel Print Name: Dave Waggoner Title: Mayor DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Matt Wheeler Title: Director of PublicWorks Address: Address Phone: 406-628-4796 ENGINEER: KUEngineering LLC By: Print Name: MarkAnderson Title: -Senior Vice -President, PW -r Engineer License ovFirm's Certificate No. (if required): PEL-EF-LIC-37 State of: Montana DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Ryan Welsh Title: —Senior Municipal Engineer PO Box 80303 Address: Billings, MT59108 Address: Ryan.WeIsh@Dklieng.com Phone: 406-247-2923 Grant 5upport*Se—rvices —Kiw—Water Tank EJcmL0s-M,Agreement Between Owner and Engineer fowprofnssaon*Semices—rask Order Edition. Copyright m2014 National Society of Professional Engineers, American Council ofEngineering Companies, and American Society pvCivil Engineers. All rights reserved. Page 7.Consultants retained as of the Effecti ve Date of the Task Order: None 8.Other Modifications to Agreement and Exhibits: None 9.Attachments: None 10.Other Documents Incorporated by Reference: December 5, 2017 Agreement between Owner and Engineer for Professional Services, Task Order Edition October 13, 2020 Amendment to Engineer-Owner Agreement, Amendment No. 1. 11.Terms and Conditions Execution of this Task Order by Owner and Engineer shall make itsubject tothe terms and conditions of the Agreement (as modified above), which Agreement is incorporated by this reference. Engineer is authorized to begin performance upon its receipt of a copy of this Task Order signed by Owner. The Effective Date of this Task Order is November 29th, 2023. Print Name: Dave Waggoner Title: Mayor DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Matt Wheeler Title: Director of Public Works PO Box 10 Address: Laurel MT59044 E-Mail Address: mwheeler@laurel.mt.gov Phone: 406-628-4796 ENGINEER: KU Engineering LLC By: Print Name: MarkAnderson Title: Senior Vice-President, PWT Engineer License or Firm's Certificate No. (if required): State of: PEL-EF-LIC-37 Montana DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Ryan Welsh Title: ---=S;.;:e.:..:.n:..::io.:...r .:..:.M.:..:.u:..:..n:.:..:ic"-'ip=-=a:..:..l .::.En'""g=in:..:..e=e:..:..r _____ _ Address: E-Mail Address: Phone: PO Box 80303 Billings, MT59108 Ryan.Welsh@kljeng.com 406-247-2923 Grant Support Services -New Water Tank EJCDC® E-S0S, Agreement Between Owner and Engineer for Professional Services -Task Order Edition. Copyright © 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Pages