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Item 4FCITY OF SOUTHLAKE MEMORANDUM (January 19, 2016) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Public Works Director Item 4F Subject: Approve Engineering Services Agreement with RPS for the design of the Southlake N-1 Trinity River Authority (TRA) metering station in the amount of $81,300 Action Requested: Approve Engineering Services Agreement with RPS for the design of the Southlake N-1 Trinity River Authority (TRA) metering station in the amount of $81,300. Background Information: Based on the topography, the City of Southlake is divided into 13 sanitary sewer basins. Each sanitary sewer basin conveys flows downstream ultimately discharging into one of the Trinity River Authority (TRA) regional collection systems. Northern basins convey wastewater flow into the TRA Kirkwood lift station and are pumped ultimately to the TRA Denton Creek Regional Wastewater System (DCRWS) for treatment. The southern basins convey the wastewater flow by gravity into the Central Region Wastewater System (CRWS) for treatment. Basin N-1 is located in the northwest portion of the City serving approximately 2,351 acres in three municipalities (Westlake 45.8%, Southlake 49.5% and Keller 4.7%). In this basin, the sewer from several subdivisions south of Dove Road flows north through the Town of Westlake and again enters the City of Southlake (at SH 114) before it is pumped from the TRA Kirkwood lift station. The N-1 sewer line was designed and built by the Coventry Manor Addition developer in the mid 1990's. The Town of Westlake purchased capacity in the N-1 line from the City of Southlake at the time of its construction. Details of this arrangement are defined in a 1995 Interlocal Agreement between the two cities. The Town of Westlake meters its sanitary sewer flow into this N-1 sewer line via the Glenwyck Farms metering station. City of'Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork As one can see, the N-1 line has the potential to serve three different municipalities at full buildout. Today, it only provides service to Southlake and Westlake. Realizing that this major collection system serves several municipalities, the intention has long been that this line be considered a regional collection system and that it be conveyed to the Trinity River Authority for maintenance and operation. One of the primary issues that must be resolved prior to turning the regional N-1 collection system over to TRA is the ability for TRA to accurately bill the cities for the wastewater that is generated within each of their jurisdictions. To measure the flows from Southlake and Westlake, each municipality is responsible to construct a metering station per TRA specifications and standards where their flows enter the line. This proposed contract will develop the specifications and contract documents to construct the Southlake TRA metering station. The Town of Westlake has already contracted with another engineering firm to design their TRA metering station that will be located further downstream in Westlake. The project scope with RPS will include the engineering design of a metering station to TRA specifications and preparation of bid and contract documents required for the project and support to City staff during construction. Basic Services Fee $ 49,847.90 Special Services Fee $ 31,397.24 Total Fee $ 81,245.14 The proposed schedule is to complete the design by Fall of 2016 and complete construction by Fall of 2017. Land acquisition and utility relocations, if any, will occur prior to construction. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Page 3 Financial Considerations: Funding for this project is available in FY2016 Capital Improvement Plan Utility Fund with a total budget of approximately $413,000. Strategic Link: The approval of this Engineering Services Agreement will link this request to the City's strategy map relative to the focus area of Infrastructure by investing to provide and maintain high quality public assets. Citizen Input/ Board Review: None Legal Review: This is the standard agreement approved by the City Attorney. Alternatives: The City Council may approve or deny the authorization of the agreement. Supporting Documents: Project Location Map RPS Scope and Fee proposal Staff Recommendation: Approve Engineering Services Agreement with RPS for the design of the Southlake N-1 Trinity River Authority (TRA) metering station in the amount of $81,300. Staff Contact: Robert H. Price, P.E., Public Works Director Om Gharty Chhetri, P.E., Civil Engineer City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence 1 Teamwork w` j ♦ Ley, �� �..I PUV �^' SP6RE ►A Lu I �' 1 ''•b' � �Y. C f Y 0 2co ` 0 ' 0y9A ❑ G ti9 ° �Ro Arlt \N ALNv Rel MENTA Or, � IX00 0 1141 \1101- . w PESTES - ,t N ti; LL C r .... W DOVE RD ` Y z " k' " ' I ENCLAVE CT ROBIN LN w 1 t' '� �LL, pOVE AGF, _ z • O J OBD ORGH TRY ESTATES _ , 1n1 MOCKINGBIRD LN Un LLL> GOON l• Q- ' 4 009 2777 North Stemmons Freeway, Suite 1102, Dallas, Texas 75207, USA T +1 214 951 0807 F +1 214 951 0906 W www.rpsgroup.com January 11, 2016 Mr. Robert H. Price, P.E. Public Works Director City of Southlake 1400 Main Street, Ste. 320 Southlake, TX 76092 Re: Proposal for Design of N1 Metering Station Consideration of Engineering Services Agreement Dear Mr. Price: The City of Southlake is a member of the Trinity River Authority's Denton Creek Regional Wastewater System which provides for conveyance and treatment of wastewater generated by the City. In recent time, the City of Southlake entered into an agreement with the Town of Westlake that requires the City of Southlake to design and construct a metering station to address its N1 service area in conjunction with the Town of Westlake designing and constructing a separate downstream metering station to measure its wastewater flows. Subsequently, RPS entered into discussions with the City of Southlake regarding the need for assistance with the design of the N1 metering station. This letter is intended to present the basis for which RPS offers to the City of Southlake the assurance that with the City's consideration of the services proposed, RPS notes the following: 1. RPS is very familiar with metering station design, having assisted the Trinity River Authority (TRA) in evaluation of poorly performing metering stations, and in subsequently assisting TRA by creating a Metering Station Design Standard which remains in use by TRA today; 2. RPS recognizes that the proposed N1 Metering Station must be designed to meet TRA standards and recognizes that there is a basis for TRA to assume the operation and maintenance of the final N1 Metering Station if it meets their requirements and TRA is given the opportunity to review the design and construction of the facility; 3. RPS has structured a scope of services and a schedule which addresses the steps required to complete design of the N1 Metering Station in a manner which will allow TRA to consider assumption of the facility in the future; and 4. RPS has developed a basis for compensation for RPS' performance of these services to complete. The scope of services, the schedule, and the basis for compensation is attached herewith intended to support the City of Southlake's consideration for entering into an Engineering Services Agreement for RPS' design of the N1 Metering Station. This attached summary of services, schedule and compensation are presented for the City's review and we are available to answer questions or provide any additional information that may be needed. We genuinely appreciate the City considering our qualifications for this assignment and we commit to ensuring the N1 Metering Station design will meet or exceed City expectations. Sincerely, Wayne K. Hunter, P.E., DFW Branch Manager UK i Ireland I Netherlands I Norway I USA I Canada I Brazil I Russia I UAE I Singapore I Malaysia I Australia RPS Group Plc Registered in England No. 2087786. 20 Western Avenue, Milton Park, Abingdon, Oxfordshire OX14 SH Scope of Services ENGINEER shall perform engineering services to assist CITY through design of the N1 Meter Station (hereinafter called PROJECT) and through assistance in advertisement for bids and construction. ENGINEER'S Basic Engineering Services to be performed for CITY are described as follows: 1. Preliminary Design Report 1.1. Kickoff meeting including data gathering and establishment of joint communication protocols. ENGINEER shall attend meeting with CITY to review CITY requirements and expectations during ENGINEER's execution of the PROJECT. ENGINEER will identify all CITY data needs for use on the PROJECT and ENGINEER and CITY will agree upon milestones for delivery of the PROJECT. 1.2. Determination of meter station design parameters. The CITY shall provide to the ENGINEER the maximum build out population and maximum design flow parameter for N1 drainage area. The ENGINEER shall review of as built drawings for the N1 pipeline, review the proposed meter station site selected by tht eTown of Westlake and the CITY, review of adjacent facilities for development of accessibility. The ENGINEER shall review CITY planning information and the maximum design flow information for N1 area to be served initially and ultimately by the PROJECT and establish the basis for development of design flows. ENGINEER shall review the existing CITY pipelines in the planned area for the N1 Meter Station in order to optimize the placement of the meter station in line with existing City pipeline infrastructure inclusive of consideration for managing existing wastewater flow during construction of the meter station. 1.3. Identify maximum and minimum flows expected through accessing TRA actual metered flows for basin to date through historical wet and dry periods and development of maximum flow expected. ENGINEER shall obtain actual wastewater Telog data for the immediate downstream metered areas from TRA for use in identifying expected flow ranges for minimum flow giving consideration for scouring velocities and maximum velocities for identified metering measurement devices suitable for the N1 installation. 1.4. Prepare draft Meter Station Design Report meeting TRA standards for design for City's submission to TRA for review. 1.5. AAttend coordination meetings with Westlake, TRA, and CITY on conceptual plan and obtain comments. ENGINEER shall prepare a Meter Station Design Report meeting TRA standards for information required to include the basis for design of the N1 Meter station, the basis for flows to be measured during the life of the meter station, and the recommended type of metering equipment to be used and the justification for its use and expected performance. ENGINEER shall submit the report for CITY review in advance of attending meeting with CITY, the Town of Westlake and TRA to discuss comments and/or concerns and to resolve the final requirements for the N1 Meter Station. 1.6. Prepare Final Meter Station Design Report and submit to CITY. ENGINEER shall finalize the Meter Station design Report and furnish five hard copies and one electronic copy of the report for CITY records. 2. Preliminary Design 2.1. Establish scope for field design surveying of proposed meter station site, adjacent infrastructure and initiate surveying. ENGINEER shall prepare exhibits and a scope sufficient to secure topographic design surveying and securing XYZ coordinate ties to existing city infrastructure including pipelines, manholes, adjacent utilities and adjacent streets sufficient to cover the entire planned N1 Meter Station site. ENGINEER shall then direct this surveying performance and receive data from the survey in AutoCAD format. Surveying services will be secured from Special Services. 2.2. Prepare 30% plans for pipeline connection and meter station. Engineer shall prepare construction plans sufficient to allow for conceptual review by CITY and/or TRA. Construction plans are envisioned to include a land ownership map, site plan, profile sheet, bypass plan, geotechnical plan, primary measuring device details, instrumentation details, traffic control plan, and landscaping plan and may include additional sheets to address site issues such as drainage or access roads or fences. 2.3. Submit 30% Conceptual Plans to City for submission to TRA. ENGINEER shall submit five full size copies of 30% construction plans for the PROJECT to CITY for CITY's coordination for review. 2.4. Establish scope for legal descriptions and plats for land to be acquired for meter station site and access. ENGINEER shall prepare a schematic of the proposed layout for up to two legal descriptions and plats to address the PROJECT site and the PROJECT access, for submission to CITY for approval prior to commencing with preparation of legal descriptions and plats. 2.5. Meet and confer with City and TRA on review comments and land requirements. ENGINEER shall meet with CITY and TRA to discuss review comment and develop a consensus on the types of changes desired for both the construction plans and the legal descriptions and plats. Final Design 3.1. Obtain and review legal descriptions and plats prior to final submission. ENGINEER shall secure boundary surveying sufficient to prepare a set of temporary and permanent legal descriptions for one parcel of land to be acquired for the PROJECT. ENGINEER shall review these final sealed documents prior to finalizing these documents for submission of three final sealed documents for CITY's use in acquiring land rights for the PROJECT. Surveying services for boundary surveying and the preparation of a legal description and plat shall be performed as Special Services. 3.2. Prepare 90% final construction plans and specifications. ENGINEER shall prepare 90% construction plans and specifications for the construction of the PROJECT. ENGINEER shall ensure CITY comments received have been addressed and a response to 30% comments will be prepared as well. 3.3. Submit plans and updated OPCC. ENGINEER shall submit five full size sets of construction plans and sets of specifications for the construction of the PROJECT to CITY for securing review. ENGINEER shall additionally prepare an opinion of probable construction cost (OPCC) for the construction of the PROJECT. 3.4. Meet and review comments with City on plans. ENGINEER shall meet with CITY and TRA to discuss review comment and develop a consensus on the types of changes desired for both the construction plans and the specifications. 3.5. Prepare 100% final construction plans and specifications and OPCC. ENGINEER shall incorporate changes requested by CITY and/or TRA on the 90% plans and specifications for construction of the PROJECT and produce 100% set of construction plans and specifications for the PROJECT. 3.6. Submit final plans and updated OPCC.. ENGINEER shall submit five 100% full size sets of construction plans and sets of specifications for the construction of the PROJECT to CITY for securing review. ENGINEER shall additionally update the opinion of probable construction cost (OPCC) for the construction of the PROJECT. 3.7. Meet with City and review comments on plans. ENGINEER shall meet with CITY and TRA to discuss review comment and develop a consensus on the types of changes desired for both the construction plans and the specifications. 3.8. Prepare final construction plans and specifications for City signed approvals. ENGINEER shall prepare one full size sealed reproducible cover sheet along with the final construction plans and specifications for CITY's consideration in approving plans and specifications for advertisement for bids. ENGINEER's services to be provided through Special Services are expected to include Surveying Services, Site Plan Design Services, Advertisement Phase Services, Construction Phase services, and Miscellaneous services such as support for Westlake meter station to be constructed on CITY's N1 pipeline and geotechnical engineering, if necessary. 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