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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