Item 4N - MemoCITY OF
SOUTHLAKE
MEMORANDUM
(October 19, 2021)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Item 4N
Subject: Approve the renewal of a professional consultant agreement
with Jerry Hodge and Associates for project management
services for the SH 114 Improvements Project in an amount
not to exceed $120,000.
Action
Requested: Approve the renewal of a professional consultant agreement with
Jerry Hodge and Associates for project management services for
the SH 114 Improvements Project in an amount not to exceed
$120,000.
Background
Information: The completion of the expansion of SH 114 in 2004 did not include
the construction of frontage roads between Dove Road and
Kirkwood Boulevard. Currently, westbound drivers who proceed on
the frontage road from the Dove Road and SH 114 intersection
must re- enter the highway before being allowed to exit again at
Kirkwood Boulevard.
Regional growth in recent years has increased usage of SH 114 as
a key east -west connector. The lack of a frontage road along this
portion of SH 114 represents a critical missing element of mobility
infrastructure in the City of Southlake.
The City first contracted with Mr. Jerry Hodge of Hodge and
Associates in 2016. His contract has been subsequently renewed
the past 5 years. Mr. Hodge has been the project team leader of
the frontage roads on SH 114 between Dove Road and Kirkwood
Boulevard, the completed intersection improvements at SH 114 and
Kirkwood Boulevard and SH 114 and Dove Road and recently
completed utility relocation project along SH 114.
Since that time, in his role as project team leader, Mr. Hodge has
met numerous times with three major groups: 1.) Project Engineers
(Kimley-Horn); 2.) Stakeholders and property owners on both the
west and eastbound sides of SH 114; and 3.) the Area and District
Page 1 of 4
Item 4N
offices of TxDOT. Through these meetings and with Mr. Hodge's
oversight, the following project milestones have been met:
• Worked with the County Commissioner to allocate $250,000 of
County funds for the SH 114/Kirkwood/Solana intersection
improvements.
• Saved over $50,000 by having TxDOT waive review and
inspection fees on signal and intersection improvements.
• Despite the onset of the Coronavirus pandemic, he was
successful in working with TxDOT to finalize the Environmental
Clearance of the project by conducting a virtual Public Meeting
which allowed the bidding of the project to proceed and remain
on schedule.
• Took on the responsibility, at no additional cost to the City of
Southlake, to coordinate the design and relocation of the public
utilities of the City of Southlake, the Town of Westlake and
Trophy Club MUD No. 1 which were required for the expansion
of the SH114 frontage road improvements.
• Negotiated the utility agreement with TxDOT and the three (3)
public utility operators that provides for the reimbursement of
sanitary sewer relocation costs of the public utilities.
• Oversaw the development of design schematic, construction
drawings, letting and award.
• TxDOT and NCTCOG engagement: Mr. Hodge confirmed that
TxDOT will waive all TxDOT related fees for inspection and
management for the westbound frontage road project. Also,
TxDOT committed to funding all related costs for the
environmental assessment. TxDOT has also agreed to allow
construction on the westbound portion of the road without
concurrent construction on the eastbound side. This means that
Southlake will be able to move forward with construction without
needing to secure funding and commitment from the entities on
the eastbound side of the highway.
• All right of way and temporary construction easements for
improvements in Southlake city limits have been acquired.
• Mr. Hodge successfully oversaw the relocation of 4,700 LF of
existing pipeline. Pipe relocation costs were shared between
NuStar and TxDOT.
Page 2 of 4
Item 4N
Mr. Hodge's contract expired on September 30, 2021 and staff is
recommending renewal to ensure continued oversight and
facilitation of this important project. The proposed contract
stipulates a 12-month term with $10,000 payable on a monthly
basis up to contract letting. Staff anticipates that with the
completion of this contract term, the following project milestones
will be met:
• Regaining lost project schedule due to winter weather and
lingering impacts of material shortages and COVID-19.
• Continued project management and oversight on behalf of the
City of Southlake and its interests.
• Timely and succinct communications regarding planned lane
closures and detours.
The proposed contract renewal is attached and includes as Exhibit
A, the expected deliverables.
Financial
Considerations: Funding for this contract renewal is budgeted as part of the
approved Capital Improvement Program. The agreement is within
the project budget.
Strategic Link: This item links to the City's Strategy Map strategic focus areas of
Mobility and Infrastructure. It specifically relates to the City's
Corporate Objective, C2: Provide Travel Convenience Within City &
Region. The Critical Business Outcome is, CBO2: Enhance Mobility
Through Aggressive Traffic Management Initiatives And Capital
Project Implementation.
Citizen Input/
Board Review: None.
Legal Review: The proposed agreement is a standard agreement that the City
Attorney has reviewed and approved.
Alternatives: The City Council may approve or deny the agreement.
Staff
Recommendation: Approve the renewal of a professional consultant agreement with
Jerry Hodge and Associates for project management services for
the SH 114 Improvements Project in an amount not to exceed
$120,000.
Page 3 of 4
Item 4N
Supporting
Documents: Attachment A: Contract Extension with Jerry Hodge and Associates
Staff Contact: Rob Cohen, Director of Public Works
Page 4 of 4
Attachment A
Jerry Hodge & Associates, LLC
Transportation Access Management
Jerry L. Hodge
Owner
September 21, 2021
Mr. Robert Cohen
Director of Public Works
City of Southlake
1400 Main Street, 3rd Floor
Southlake, TX 76092
Re: Contract Extension —Jerry Hodge & Associates, LLC
Dear Rob:
1213 Huron Drive
Grapevine, Texas 76051
This letter shall serve as the written agreement to extend the contract between the City of Southlake and Jerry
Hodge & Associates, LLC dated October 1, 2017 as noted in Section 2, Term, of said contract for a period of 12
months.
The Term "CONSULTANT" in the existing contract is hereby amended to reflect Jerry Hodge & Associates, LLC.
Exhibit A to the existing contract is hereby amended to incorporate Project Management Services for the frontage
road to the Scope of Services provided by Jerry Hodge & Associates, LLC and to update the project time line as
follows:
• Continue acting as the project team leader during the remaining phases of the construction of the SH14
Utility Relocation Project in advance of the frontage road improvements construction project between
Dove Road and Kirkwood Blvd. The construction is substantially complete. Jerry Hodge & Associates, LLC
will continue to be engaged in the project administration until the financial reimbursement is complete
between all contracted parties and TxDOT. This item was not included in the original contract. These
services will be provided at no additional cost to the City of Southlake.
• Continue acting as project team leader in managing any additional relocation of twelve (12) utilities in
advance of the frontage road expansion project;
• Act as the project team leader during the construction phase of the frontage road improvements project
between Dove Road and Kirkwood Blvd;
• Act as prime recipient of public comments and complaints during construction of the project and work with
project team and contractor to resolve concerns expressed;
• Meet with Kimley Horn Consultants and other Project Team members to coordinate resolution of issues
during the duration of the construction of the frontage road improvements;
• Act as project team leader to ensure that various commitments to the adjacent property owners are
implemented as intended and agreed to. It should be noted that the aforementioned commitments to the
adjacent landowners allowed the necessary Right -of -Way for the project to be obtained at no additional
expense to the City of Southlake.
MENNEN Jerryh64@ Verizon.net (817) 991-3161
Mr. Robert Cohen
September 21, 2021
Page 2 of 2
• As noted in Exhibit A to the existing contract, Jerry Hodge & Associates LLC shall be paid at a rate of
$10,000.00 per month which shall continue until construction/relocation of utilities and frontage road
improvements are completed.
Subsequent contract extensions shall comply with Section 2, Term of the existing contract. Contract extension shall
be effective October 1, 2021.
Sincerely,
J4 Hodge & Associates, LLC
7�
CC: Shana K. Yelverton, City Manager
Approved:
John Huffman
Mayor, City of Southlake