Item 4E
Item 4E
M E M O R A N D U M
(August 4, 2015)
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Public Works Director
Subject: Ratify Engineering Services agreement with Huitt-
Zollars, Inc., for the design of Kirkwood Boulevard from
Stockton Drive to Tyler Street and approve Amendment
No. 1 in the amount of $177,425
Action
Requested:
Ratify Engineering Services agreement with Huitt-Zollars,
Inc., for the design of Kirkwood Boulevard from Stockton
Drive to Tyler Street and approve Amendment No. 1 in the
amount of $177,425
Background
Information:
In July of 2015 while the City Council was on recess, the City
Manager authorized the conceptual planning and surveying
portions of the Kirkwood Blvd. project under her duly
authorized signatory authority established by the City
Council. Time for the first phases of work on this project was
impact fee fund that require expenditure prior to the end of
fiscal year 2015.
The purpose of this request is to seek approval of an
amendment to the engineering services agreement with
Huitt-Zollars for the design and construction phase services
for the west side of Kirkwood Boulevard from Stockton Drive
to the end of Tyler Street. The agreement includes
preliminary design, final design, bid phase and construction
phase services. Also included are special services for the
preparation of right of way and easement parcels, if needed,
as well as landscape and irrigation design for the existing
and proposed medians. Conceptual planning and field
survey are currently underway as previously approved by the
City Manager.
The design is for two lanes of southbound traffic on
Kirkwood Blvd. from Stockton Drive to the end of Tyler
Street, approximately 2,100 linear feet. Construction is
anticipated to begin late FY16, depending on funding
approval in the FY16 Annual Capital Improvement Program
(CIP) budget.
This project is designated as a Tier 2 project in the Mobility
Master Plan as adopted in Ordinance No. 1075, dated
January 7, 2014. All Tier 1 roadway expansion projects
shown in the Master Plan have been initiated, in process or
completed. This project has been moved up as the Sabre
portion of Kirkwood Boulevard is in the process of being
publicly dedicated to the City of Southlake. Currently,
Kirkwood Blvd. in the area of the Sabre campus from T.W.
King to the gates located near Tyler St., the western
entrance to Kirkwood Hollow from Kirkwood Blvd. is a private
roadway. Another reason for moving this project forward at
this time is development in this area is anticipated to
increase in the near future.
Financial
Considerations:
Funds for engineering design are available in the FY15 CIP
fund for the proposed Kirkwood Blvd. widening project.
Funding for construction is also proposed in the FY16 CIP
with landscaping and irrigation proposed in the FY17 CIP.
Strategic Link:
The design and construction of Kirkwood from Stockton
Drive to Tyler Street
to the focus areas of Infrastructure and Mobility. The
specific corporate objectives that are met by the construction
of this project include C2 promote travel convenience
within City and region and F2 Invest to provide and
maintain high quality public assets.
Citizen Input/
Board Review:
None
Legal Review:
None
Alternatives:
The City Council may approve or deny the agreement for
engineering services.
Supporting
Documents:
Location Map
Huitt-Zollars Inc. Engineering Services Agreement
Amendment No. 1 with Huitt-Zollars
Staff
Recommendation:
Ratify Engineering Services agreement with Huitt-Zollars,
Inc., for the design of Kirkwood Boulevard from Stockton
Drive to Tyler Street and approve Amendment No. 1 in the
amount of $177,425
Staff Contact:
Robert H. Price, P.E., Public Works Director
Cheryl Taylor, P.E., Deputy Director Public Works
Steven D. Anderson, P.E., CFM, Civil Engineer
N
Stockton Dr.
Location Map
Kirkwood Hollow
Kirkwood Blvd.
Dove Rd.
Tyler St.
Verizon
Scope of Services
Page 1 of 4
SCOPE OF SERVICES
CONTRACT AMENDMENT NO. 1
KIRKWOOD BOULEVARD WIDENING
From Stockton Drive to the North end of Tyler Street
The project generally consists of the preparation of construction plans and bid documents for the
construction of the west half of Kirkwood Boulevard from Stockton Drive to the north end of Tyler
Street, approximately 2,100 linear feet. The west 2 lanes of the 4-lane divided thoroughfare will be
constructed with reinforced concrete pavement. The primary components of the project are 2 lanes
of roadway, left turn lanes, storm sewer system, sidewalks, street lighting foundations & conduit,
landscaping, irrigation, and pavement markings to complete the project. Professional services will
include field survey work for the acquisition of easements and setting construction control,
production of plans and specifications for bidding and construction, coordination with franchised
utility companies, the City of Southlake and other applicable agencies.
The project will be comprised of Basic and Special Services described in greater detail below:
Basic Services
1. Preliminary Design
A.Utilizing the preferred alternative, prepare a preliminary list of any right-of-way parcels
and easements that will be necessary to acquire for the construction the project. Submit the
list to the City as soon as possible for approval.
B.Utilizing the preferred alternative, set the alignment, set preliminary grades, and develop
the typical section and submit them to the City for review and approval prior to producing
the preliminary plans.
C.Prepare preliminary construction plans at a 65% complete level. The following plans will
be prepared at a scale of 1" = 20' on 22” x 34” sheets unless otherwise noted:
Cover
Project Layout Control - Scale 1" = 100'
Typical Section and General Notes
Construction Phasing
Paving Plans & Profiles (includes street light conduit & foundations)
Roadway Cross-Sections
Drainage Area Map - Scale 1" = 100'
Drainage Calculations
Storm Sewer Plans & Profiles
Water & Wastewater Adjustments
Special Details not covered in the City's Standard Details
D.Attend one utility coordination meetings conducted by the City with the affected franchise
utility companies. Submit one set of Preliminary Plans to each utility company for their
review.
E.Prepare an opinion of probable construction costs utilizing the preliminary design.
Scope of Services
Page 2 of 4
F.Submit three sets of preliminary plans and costs to the City for review.
G.Meet with the City to discuss Preliminary Plan review comments.
2. Final Design
A.Prepare final construction plans based on the City review of the Preliminary Plans. The
final construction plans will also include plan sheets for the Quantity Summary, Erosion
Control (for incorporation into the SWPPP by the Contractor), and Striping & Signage.
B.Prepare final Bid Schedule and Special Technical Specifications. Assemble the bid
documents for bidding.
C.Prepare a Final Opinion of Probable Construction Costs based on Final Design.
D.Submit three sets of Pre-Final Plans and Bidding Documents to the City for approval.
E.Incorporate final City review comments into the plans and bidding documents.
F.Submit three bound sets of the Final Plans and Bidding Documents to the City for their use.
G.Attend two utility coordination meetings conducted by the City with the affected franchise
utility companies. Submit one set of Final Plans to each utility company for coordination.
3. Bid Phase Services
A.Assist the City, as required, in advertising for bids.
B.Prepare copies of bid plans and documents for distribution to bidders. Engineer will
establish a value for the bid sets and recoup the cost directly from the bidders. Distribute
bid documents to four plan houses. Maintain a list of plan holders.
C.Assist the City in conducting a pre-bid conference.
D.Answer bidder questions. Prepare and distribute necessary addenda.
E.Assist the City in opening the bids.
F.Tabulate the bids and deliver tabulation to the City within five days of bid opening.
G.Evaluate the two low bidders. Prepare a Letter of Recommendation to the City for award
of the construction contract.
H.Assist the City in conducting a pre-construction conference.
I.Furnish the City with 13 sets of Final Plans and 5 sets of Contract Documents for
signatures and construction. Computer files will be delivered to the City for their use
during construction.
4. Construction Phase Services
A.Attend four progress meetings, as required by the City, and provide technical consultation
and responses to requests for information by the contractor.
B.Review contractor submittals as required by the construction contract documents.
C.Review of the contractor’s monthly progress reports and pay estimates and provide
review comments to the City.
D.Prepare "Record Drawings" based on mark-ups supplied by the contractor and/or City.
Submit one mylar set and a CD-ROM disk containing images of the Record Drawings.
Scope of Services
Page 3 of 4
Special Services
1. Right-of-Way and Easements Parcels
A.Prepare a metes and bounds description and an 8-1/2" x 11" exhibit for right-of-way and
easement parcels on a per tract basis. Deliver three reviewed and approved originals to the
City. For this proposal four parcels are included. This task will not start until a ‘Notice to
Proceed’ has been received from the City. Additional parcels will only be done upon
approval of fee and scope by the City.
B.Set iron rods at the new corners of each parcel to be acquired.
2. Surveying for Construction Control
A.Provide horizontal construction control by staking the proposed roadway centerline at
500-foot intervals, PC's, and PT's.
B.Provide vertical construction control by establishing two temporary benchmarks, tied into
the City's control network, to be used by the Contractor for the construction of the project.
3. Landscape & Irrigation Design
Huitt-Zollars will design and prepare landscaping and irrigation construction documents associated
with the proposed roadway improvements. Tasks will include conceptual design, design
development, preparation of construction plans, non-standard details, specifications, opinion of
probable construction costs and meetings with the City staff to coordinate the design process.
4. Reimbursable Expenses
The City shall reimburse Huitt-Zollars, Inc. for TDLR registration and review fees, mileage, and
all printing and other materials as a consequence of the work. The budget for reimbursable
expenses shall not be increased without the approval of the City.
EXCLUSIONS
The intent of the scope is to include only the services specifically listed above and
no others. Services specifically excluded from this Scope of Services include, but
are not necessarily limited to the following:
Computer modeling and routing of wastewater flows.
Title searches.
Fees for permitting and advertising.
Geotechnical investigation, testing, and reports.
Subsurface Utility Engineering.
Scope of Services
Page 4 of 4
S.W.P.P.P.
Bridge, retaining wall, and screening wall design.
Traffic counts, engineering reports and studies.
Floodplain reclamation plans.
Full time inspection during construction.
Design for trench safety.
Revisions to plans as a result of changes made after the completion of the original
final design (unless to correct errors on the plans).
Drawing of City of Southlake Standard Details for inclusion in the construction
plans.
Consulting services by others not included in this scope.
Quality control and materials testing services during construction.
Public Meetings.
Environmental Services, including but not limited to the following:
Threatened and endangered species surveys.
Wetland delineation and survey.
USACE Permit Application and coordination of any kind.
Preliminary mitigation and monitoring plans.
Review monthly requests for payment from the Contractor and prepare a
recommendation for payment by the City.
END OF SCOPE OF SERVICES
FEE SCHEDULE
CONTRACT AMENDMENT NO. 1
KIRKWOOD BOULEVARD
SOUTHLAKE, TEXAS
SUMMARY
BASIC SERVICES*
PRELIMINARY DESIGN$ 96,270
FINAL DESIGN$ 36,785
BID PHASE SERVICES$ 7,055
CONSTRUCTION PHASE SERVICES$ 7,755
SUBTOTAL BASIC SERVICES$ 147,865
SPECIAL SERVICES**
RIGHT-OF-WAY & EASEMENT PARCELS (4 PARCELS @ $1035/EACH)$ 4,140
SURVEYING FOR CONSTRUCTION CONTROL$ 1,820
LANDSCAPE & IRRIGATION DESIGN$ 18,600
REIMBURSABLE EXPENSES$ 5,000
SUBTOTAL SPECIAL SERVICES$ 29,560
CONTRACT TOTAL NOT TO EXCEED$ 177,425
*BASIC SERVICES SHALL BE BILLED MONTHLY AS A PERCENT COMPLETE OF THE LUMP SUM TOTAL.
**SPECIAL SERVICES WILL BE BILLED (EXCEPT PARCELS) AT HUITT-ZOLLARS' HOURLY RATES.
Huitt-Zollars, Inc.17/29/2015
FEE SCHEDULE
CONTRACT AMENDMENT NO. 1
KIRKWOOD BOULEVARD
SOUTHLAKE, TEXAS
TASK NO.TASK DESCRIPTION-BASIC SERVICESSR. CADDTOTAL
PMENGRTECHADMINHOURS
$235$155$120$75
PRELIMINARY DESIGN
1PREPARE PRELIMINARY LIST OF ROW PARCELS & EASEMENTS181625
2FINALIZE THE ALIGNMENT AND SET PRELIMINARY GRADES2163250
3TYPICAL SECTION14813
4SUBMITTAL FOR CITY REVIEW & APPROVAL246
5COVER SHEET 16815
6PROJECT LAYOUT CONTROL PLAN16815
7TYPICAL SECTION AND GENERAL NOTES1162037
8CONSTRUCTION PHASING PLAN1163249
9PAVING PLAN & PROFILE44080124
10ROADWAY CROSS-SECTIONS2204062
11DRAINAGE AREA MAP281626
12STORM SEWER PLAN & PROFILE SHEETS44078122
13EROSION CONTROL PLANS2163250
14WATER & WASTEWATER ADJUSTMENT PLANS2163250
15SPECIAL DETAILS181625
16MEET WITH FRANCHISE UTILITY COMPANIES336
17SUBMIT ONE SET OF 65% PLANS TO EACH UTILTIY COMPANY246
18PREPARE OPINION OF PROBABLE COST FOR 65% DESIGN14813
19PREPARE 65% SUBMITTAL FOR CITY REVIEW & COMMENT246
20MEET WITH THE CITY TO DISCUSS 65% REVIEW COMMENTS224
PRELIMINARY DESIGN TOTALS312354380704
$ 36,4257,285$ 52,560$ -$ $ 96,270
Huitt-Zollars, Inc.27/29/2015
FEE SCHEDULE
CONTRACT AMENDMENT NO. 1
KIRKWOOD BOULEVARD
SOUTHLAKE, TEXAS
TASK NO.TASK DESCRIPTION-BASIC SERVICESSR. CADDTOTAL
PMENGRTECHADMINHOURS
$235$155$120$75
FINAL DESIGN
21COVER SHEET0.5123.5
22PROJECT LAYOUT CONTROL PLAN0.5123.5
23QUANTITY SUMMARY SHEET0.5268.5
24TYPICAL SECTION AND GENERAL NOTES0.5268.5
25CONSTRUCTION PHASING PLAN14611
26PAVING PLAN & PROFILE2122438
27ROADWAY CROSS-SECTIONS0.521618.5
28DRAINAGE AREA MAP0.5123.5
29DRAINAGE CALCULATIONS0.52810.5
30STORM SEWER PLAN & PROFILE SHEETS161623
31EROSION CONTROL PLANS0.54812.5
32WATER & WASTEWATER ADJUSTMENT PLANS181625
33STRIPING AND SIGNAGE PLANS0.581624.5
34SPECIAL DETAILS0.5123.5
35PREPARE BID SCHEDULE0.5145.5
36PREPARE TECHNICAL SPECIFICATIONS189
37PREPARE OPINION OF PROBABLE COST FOR FINAL DESIGN0.5145.5
38PREPARE PRE-FINAL PLANS & BID DOCS FOR CITY REVIEW & COMMENT145
39ADDRESS CITY COMMENTS ON PRE-FINAL SUBMITTAL61622
40PREPARE FINAL PLANS & BID DOCS FOR CITY USE1247
41MEET WITH FRANCHISE UTILITY COMPANIES 6612
42SUBMIT ONE SET OF FINAL PLANS TO EACH UTILTIY COMPANY145
FINAL DESIGN TOTALS19801660265
$ 12,4004,465$ 19,920$ -$ $ 36,785
Huitt-Zollars, Inc.37/29/2015
FEE SCHEDULE
CONTRACT AMENDMENT NO. 1
KIRKWOOD BOULEVARD
SOUTHLAKE, TEXAS
TASK NO.TASK DESCRIPTION-BASIC SERVICESSR. CADDTOTAL
PMENGRTECHADMINHOURS
$235$155$120$75
BID PHASE SERVICES
43ADVERTISING FOR BIDS1124
44PREPARE COPIES OF BID PLANS & DOCS FOR DISTRIBUTION TO BIDDERS246
45PRE-BID CONFERENCE224
46ANSWER BIDDER QUESTIONS, PREPARE & DISTRIBUTE ADDENDA1247
47BID OPENING224
48TABULATE BIDS224
49EVALUATE 2 LOW BIDDERS & PREPARE LETTER OF RECOMMENDATION1225
50PRE-CONSTRUCTION CONFERENCE224
51PREPARE FINAL PLANS (13) AND BID DOCS (5) FOR CONSTRUCTION1247
BID PHASE SERVICES TOTALS101716245
$ 2,6352,350$ 1,920$ 150$ $ 7,055
TASK NO.TASK DESCRIPTION-BASIC SERVICESSR. CADDTOTAL
PMENGRTECHADMINHOURS
$235$155$120$75
CONSTRUCTION PHASE SERVICES
52ATTEND 4 MONTHLY PROGRESS MEETINGS, RESPOND TO CONTRACTOR RFI'S4812
53REVIEW CONTRACTOR SUBMITTALS246
54REVIEW CONTRACTOR'S MONTHLY PROGRESS REPORTS & PAY ESTIMATES246
55PREPARE RECORD DRAWINGSS (1 MYLAR SET, 1 CD)181625
CONSTRUCTION PHASE SERVICES TOTALS92416049
$ 3,7202,115$ 1,920$ -$ $ 7,755
TOTAL BASIC SERVICES147,865$
Huitt-Zollars, Inc.47/29/2015
FEE SCHEDULE
CONTRACT AMENDMENT NO. 1
KIRKWOOD BOULEVARD
SOUTHLAKE, TEXAS
TASK NO.TASK DESCRIPTION-SPECIAL SERVICES2-MANRPLSPROJSR. TECHTOTAL
PARTYPMRPLSNON-RPLSHOURS
$135$180$140$100
ROW & EASEMENT PARCELS
56SURVEY SKETCH-METES & BOUNDS, LEGAL DESCRIPTION (4)831829
ROW & EASEMENT PARCEL TOTALS8318029
$ 5401,080$ 2,520$ -$ $ 4,140
TASK NO.TASK DESCRIPTION-SPECIAL SERVICES2-MANRPLSPROJSR. TECHTOTAL
PARTYPMRPLSNON-RPLSHOURS
$135$180$140$100
SURVEY FOR CONSTRUCTION CONTROL
57CALCULATIONS145
58SET CONTROL POINTS88
SURVEY FOR CONSTRUCTION CONTROL TOTALS814013
$ 1801,080$ 560$ -$ $ 1,820
TASK NO.TASK DESCRIPTION-SPECIAL SERVICESTOTAL
SR. LALAIRR.ADMINHOURS
$150$105$105$75
LANDSCAPE & IRRIGATION DESIGN
59SITE VISIT/ANALYSIS224
60CONCEPTUAL DESIGN2020
61OPCC FOR CONCEPTUAL DESIGN134
62MEETING WITH THE CITY22
6330% DESIGN22022
64OPCC FOR 30% DESIGN134
6565% DESIGN2162038
66OPCC FOR 65% DESIGN123
67PRELIMINARY SPEC617
68MEETING WITH THE CITY22
69FINAL DESIGN2202850
70OPCC FOR FINAL DESIGN246
71FINAL SPEC314
LANDSCAPE & IRRIGATION DESIGN TOTALS2690500166
$ 9,4503,900$ 5,250$ -$ $ 18,600
TASK NO.TASK DESCRIPTION-SPECIAL SERVICES
TOTAL
LUMPLUMP
SUMSUM
REIMBURSABLE EXPENSES
72TDLR REGISTRATION & REVIEW FEES, MILEAGE, PRINTING, & MATERIALS5,000$
REIMBURSABLES EXPENSES TOTAL$ 5,000
$ 5,000
TOTAL SPECIAL SERVICES29,560$
CONTRACT TOTAL NOT TO EXCEED177,425$
Huitt-Zollars, Inc.57/29/2015