Item 4B MemoCITY
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MEMORANDUM
(April 4, 2017)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Item 4B
Subject: Approve Engineering Services Agreement with McManus &
Johnson Consulting Engineers, LLC for the design of the Fuel
Farm Water Line Extension project in an amount not to exceed
$200,000.
Action
Requested: Approve Engineering Services Agreement with McManus &
Johnson Consulting Engineers, LLC (MJCE) for the design of the
Fuel Farm Water Line Extension project in an amount not to exceed
$200,000.
Background
Information: The Public Works Department is seeking approval to extend the
water distribution system for the purpose of improving water quality
and fire protection within and around the NuStar and Magellan fuel
farm facilities. The location of this project will be within the NuStar
fueling facility at the northeast quadrant of Brumlow Avenue and
State Highway 26. There are currently gaps in the water
distribution system across these two fuel facilities. The installation
of these water lines will eliminate multiple, existing dead end mains,
creating a looped system from Brumlow Avenue to Continental
Boulevard. This project will ultimately add approximately 6,500
linear feet of 12 -inch and 1,000 linear feet of 8 -inch public water
lines to the City's system. The scope of services provided by
MJCE will include the following:
Basic Services
• Preliminary Phase
• Design Survey
• Preliminary Design
• Final Design
• Bid Phase Services
• Construction Administration
• Construction Control Survey
Additional Services
• Right of Way Survey and Easement Preparation
• Subsurface Utility Engineering (SUE)
Item 4B
The contract amount is $192,500. Staff requests the remaining
$7,500 (difference between $200,000 and $192,500) to be granted
as a contingency to use towards unforeseen expenses that require
additional engineering support for the duration of the project.
Financial
Considerations: Design services for this project are included in the FY2016 and
FY2017 Water Impact Fund CIP budget.
Strategic Link: The Fuel Farm Water Line Extension project links to Objective
10.10.2 of the Sustainability portion of the City's 2030
Comprehensive Plan (plan and program land acquisition and the
installation of all essential public facilities to reasonably coincide
with the need for such facilities). This project also directly ties to
the strategy map relative to the focus areas of Safety & Security
and Infrastructure. The specific corporate objectives met by this
project are to (Cl) achieve the highest standards of safety &
security and (F2) invest to provide and maintain high quality public
assets. The critical business outcome is to (CB05) improve quality
of life through progressive implementation of Southlake's
Comprehensive Plan recommendations.
Citizen Input/
Board Review: N/A
Legal Review: This is a standard Engineering Services Agreement that has been
previously reviewed by the City Attorney.
Alternatives: The Council may approve the Engineering Services Agreement or
deny it.
Supporting
Documents: Location Map
Engineering Services Agreement
Staff
Recommendation: Approve Engineering Services Agreement with McManus &
Johnson Consulting Engineers, LLC (MJCE) for the Fuel Farm
Water Line Extension project in an amount not to exceed $200,000.
Staff Contact: Rob Cohen, Director of Public Works
Kyle D. Hogue, P.E., Deputy Director/City Engineer
Alejandra Ayala, P.E., Civil Engineer
Page 2 of 2
EXHIBIT "A"
SCOPE OF SERVICES
FUEL FARM 12" WATER LINE EXTENSION — DESIGN
PROJECT NO.
PROJECT DESCRIPTION:
The City of Southlake plans to make improvements to its water distribution system through
an area referred to as the "Fuel Farm". The area is north of Ira E. Woods Avenue between
Brumlow Avenue and Kimball Avenue South. Construction of new water distribution mains
will provide connections, loop existing mains, and improve quality of service including fire
protection in the area. This project design will be based on the preferred route identified in
the route study completed for the area by McManus & Johnson Consulting Engineers, LLC.
The initial tasks will include collecting all available City information regarding the existing
facilities in the area and working to finalize the location of the pipelines and corresponding
easements. Once the alignment is approved, MJCE will proceed with survey (through a sub -
consultant), design and construction phase services to construct approximately 7,400 LF of
12" and 8" water lines, including services, fire hydrants and related appurtenances.
Additionally, easement documents will be prepared for new water mains located within and
around the "Fuel Farm" area.
BASIC SERVICES:
A. Design Standards
1. This project shall be designed in accordance with the following:
• City of Southlake Control Network
• City of Southlake Design Standards for Water Mains, Sanitary Sewer
Mains, Storm Drainage and Street Paving
• N.C.T.C.O.G. Standard Specifications for the Construction of Water and
Sanitary Sewers
• N.C.T.C.O.G. Standard Specifications for the Construction of Streets and
Drainage
• Construction Standard Details
• Code of Ordinances, City of Southlake, Texas
2. All plans submitted to the City shall be signed and sealed in accordance with
state law.
Southlake Fuel Farm 12" Water Line Extension March 2016
B. Preliminary Phase
1. Meet with City of Southlake engineering staff and obtain design criteria,
pertinent utility plans, street plans, plats and right-of-way maps, existing
easement information, and other information available for the project area.
2. Meet with the City of Southlake project manager to review the project
parameters and details including an on-site review and walk through if required.
3. Meet with affected property owners if the City desires to outline project plans
and discuss proposed location for pipelines and impacts to adjacent properties.
4. Request and research for plans on existing power, telephone, gas, cable or
other utilities in the project area to show on the plans.
5. Any special considerations for access and construction sequencing will be
determined and discussed.
C. Design Survey
1. Establish a horizontal and vertical control network and project control
baseline for the project areas. The network and baseline are to be tied into
the existing City of Southlake control network.
2. Establish horizontal and vertical project control monumentation.
3. Tie right-of-way lines and corners, property lines and corners, fence lines,
trees 6 -inches in diameter and larger, edges of pavements and all other
visible surface features to the project control baseline. Locate existing
franchise utilities through Texas One Call, survey identification and plan
research and reference by utility name (i.e. Oncor, Verizon Telephone, Atmos
Gas, Cable (various), Etc.).
4. Vertical topographic information tying pavement, drives, walls, manholes (top
and inverts), storm drain inlets, culverts, etc. (top and inverts), and other
improvements as needed within the project areas for the design.
5. Provide elevation ties as necessary for existing and proposed street and/or
paving profiles adjacent to where water lines are to be installed, and at other
areas as specified by City of Southlake Public Works Department.
6. When underground utilities are exposed, tie to project control baseline.
7. Verify existing private utilities within NuStar and Magellan facilities.
D. Preliminary Design
1. Prepare preliminary construction plans (Sheet size 22" x 34"). Prepare the
following sheets at the engineering scale indicated:
• Cover sheet.
• Project layout control sheets. Scale 1 "= 100'.
• General Notes
• Quantity sheet (by individual location and sheet by sheet).
• Typical sections and detail sheets.
• Plan and profile sheets for water improvements (scale 1 "=40' horizontal and
1 "=4' vertical). Profile required only for water lines 12" and larger. Otherwise,
profiles are required only for points where the proposed water line is
Southlake Fuel Farm 12" Water Line Extension March 2016
anticipated to conflict with other underground utility lines. Sheets should
show: existing topographic features; all existing utilities; property addresses,
property owners, with individual lot property lines; easements; public ROW
lines; horizontal alignment of existing and proposed City pipelines; plan view
of existing and proposed waterlines; sidewalks, driveways, barrier free
ramps and pavement replacement. Show additional areas of pavement
replacement required as identified by the City Public Works Department.
SWPPP details meeting TCEQ and City of Southlake requirements.
Plans shall include modifications for paving repairs as needed following
construction in or adjacent to existing paving.
Information required can be combined on sheets if the information can be clearly
shown and is approved by the City of Southlake project manager.
2. Coordinate with affected utilities such as water, gas, telephone, cable TV,
NuStar, Majellan, and electric to obtain accurate information for the location
of their facilities.
3. Prepare outline of any special technical specifications needed for the
project (if any).
4. The extent of additional pavement replacement due to the condition of
existing curb, sidewalk, and driveways will be determined and provided to
the consultant by the City Public Works Department staff with the first plan
review. The extent of replacement for these items due to project
construction will be determined and recommended by the consultant for City
approval.
5. Prepare an estimate of construction quantities and develop the preliminary
statement of probable construction cost.
6. Submit five (5) sets of preliminary plans, one set of CD files with pdf, and
one (1) set of outline of special technical specifications and preliminary
statement of probable construction cost to the City for review.
• Engineering
• Public Works
• Inspectors
• Transportation
• Other (file copy)
7. Meet with City of Southlake staff to discuss City comments on
preliminary plans, specifications and cost estimates.
8. Distribute the preliminary plans and proposed schedule for bidding and
start of construction to local utility companies to obtain information
regarding impacts to their facilities.
E. Final Design
1. Revise preliminary plans incorporating comments from the City of Southlake.
2. Incorporate comments from the utility companies.
3. Finalize construction plans for proposed improvements.
4. Finalize special technical specifications and special conditions (if any).
5. Incorporate standard details into the construction plans and prepare
Southlake Fuel Farm 12" Water Line Extension March 2016
additional details as required.
6. Prepare documentation to obtain U.S. Army Corps of Engineers permit for
crossing the existing floodplain east of Brumlow Avenue. It is anticipated that
the permit will be a nationwide permit.
7. Prepare Contract documents using City standards in accordance with
NCTCOG Standard Specifications for Public Works Construction and the
City's "Public Works Design Guidelines" with preference given to the City's
documents
8. Take off final construction quantities and prepare final construction cost
estimates.
9. Submit three (3) sets of pre -final plans, and one (1) set of special technical
specifications, draft bid schedule and final statement of probable
construction cost to the City for review.
10. Incorporate City final comments into the plans and bid documents.
11. Submit three sets of final black line prints, three bound copies of the bid
documents and one unbound original bid document set to the City of
Southlake.
12. Attend a utility coordination meeting to start relocation process with
affected franchise utilities. Distribute copy of final plans and proposed
schedule for bid letting and construction to all affected franchise utilities.
F. Bid Phase Services
1. Assist the City staff in advertising for bids. Provide suggested wording for
advertisement. Assist the City with development of a Best Value Bid Process.
2. Furnish plans and specifications for bidding. Cost for these to be recouped
by non-refundable deposit from contractors. Maintain a list of plan holders.
3. Submit one (1) set of final blue/black line prints and one (1) bound copy of
the bid documents to the designated Material Testing laboratory.
4. Furnish plans and bid documents for up to four (4) plan review rooms to
be determined by the City. These documents are to be furnished at no
cost to the plan review rooms.
5. Attend City's pre-bid meeting
6. Prepare and distribute addenda to bid documents as necessary.
7. Assist City staff as required in bid opening. Submit list of plan holders to
the City, 48 -hours prior to the bid letting.
8. Submit a CD-ROM disk of the bid set plans in a PDF format.
9. Provide bid tabulation to the City of Southlake.
10. Evaluate contractor bids consistent with City of Southlake purchasing
procedures and criteria. Prepare letter of recommendation to the City of
Southlake for awarding a contract to the appropriate responsible bidder
within 10 business days of the bid letting.
11. Assist City staff in a pre -construction conference.
12. Furnish three (3) full size and four (4) half size sets of final construction
plans and seven (7) sets of the contract documents manual to the City for
construction.
Southlake Fuel Farm 12" Water Line Extension March 2016
G. Construction Administration
Visit the job site to observe and note progress and/or concerns that occur
due to unforeseen conditions. A total of 4 site visits are planned for the
construction period.
2. Provide written responses to requests for information or clarifications.
3. Prepare plan and quantity revisions as required for change orders. The
City of Southlake will prepare the actual change order and get it executed
by the contractor.
4. Attend with the City staff and participate in conducting the final inspection to
include identifying compliance, additions installed, and changes made based
on the original design. Prepare a "punch list" of deficiencies to complete the
project to include input from the City staff.
5. Recommend final acceptance of work when acceptable.
6. Prepare construction "Record Drawings" based upon mark-ups and
information provided by the construction contractor. Submit one blackline
set to the City and a two (2) CD-ROM disks containing scanned images of
the 22" x 34" final "as constructed" blackline drawings (with "record drawing
stamps" bearing the signature of the Engineer and the date).
H. Construction Control Survey —
MJCE (through its sub -contractor) will use City of Southlake monumentation, if
available, but will establish one permanent benchmark in compliance with the City's
mapping system and monumentation criteria. This will be utilized for construction.
MJCE will incorporate aerial, topographic, and planimetric survey data provided by
the City.
ADDITIONAL SERVICES:
A. Right -of -Way Surveying and Easement Preparation —
MJCE, with assistance from our subconsultant performing survey work, will prepare
an estimated 12 water main easement documents based on the final pipeline
alignment through each property. MJCE will then provide exhibits for the acquisition
of utility easements to be acquired by the City of Southlake.
B. Subsurface Utility Engineering (SUE) —
MJCE, with assistance from our subconsultant performing survey work, will perform
SUE activities at the level necessary to locate critical underground facilities required
to complete the final design. The work will include locating, excavating, and
reporting horizontal and vertical dimensions that will be incorporated into the CAD
files prior to completing design. Level "B" SUE is planned for areas where the new
water main is scheduled to be installed and existing underground facilities are
thought to be located.
Southlake Fuel Farm 12" Water Line Extension March 2016
A total of 10 locations are included in the proposal for Level "A" SUE activities as
may be required. SUE activities will be on a per location basis only upon approval
by the City's Project Manager. Some preliminary locations where Level "A" may be
required have been identified through coordination with City staff and private
property owners in the area. Potential SUE locations include, but are not limited to:
• Existing Fuel Line that serves the NuStar tank site east of Brumlow Avenue
• Existing High -Pressure natural gas mains (potentially 2 lines) that are located
somewhere near the NuStar property east of Brumlow Avenue
• Existing water lines that provide water for the NuStar and Magellan properties
south of Continental Avenue (potential up to 3 pipelines)
Locations where SUE is exercised will be provide to the City for inclusion in their
records including GIS data.
C. Other Direct Expenses —
1. Printing, Mileage, Courier and other direct expenses will be billed at 110% of
charges incurred.
Southlake Fuel Farm 12" Water Line Extension March 2016
EXHIBIT "B"
SCHEDULE OF WORK
SOUTHLAKE FUEL FARM AREA WATER MAINS - DESIGN
PROJECT NO.
SCHEDULE
Plans and specifications will be submitted according to the following schedule for
completion, for review by the City prior to the submittal of final documents.
Task
Preliminary Phase / Design Survey
50% Plans and OPC
90% Plans, specifications and OPC
Final plans, specifications and OPC
Proposed Schedule
10 weeks
12 weeks
6 weeks
3 weeks
Note that the above schedule does not include review time required by the City or other
regulatory agencies (if required). This does not include time allotted for the bid phase of
the project or for the construction phase services.
Southlake Fuel Farm 12" Water Line Extension March 2016
EXHIBIT "C"
COMPENSATION AND METHOD OF PAYMENT
SOUTHLAKE FUEL FARM AREA WATER MAINS - DESIGN
PROJECT NO.
McManus & Johnson Consulting Engineers, LLC will perform the services as outlined in
Exhibit "A" on a lump sum basis (unless identified otherwise) with a not to exceed amount,
unless written authorization is received by the City. Additional services not identified well
be charged hourly per the attached Rate Schedule, shown per task below:
FEES
Basic Services (lump sum)
Preliminary Phase $ 8,500
Design Survey (sub -consultant) $ 40,000
Preliminary Design $ 43,000
Final Design $ 34,000
Bid / Construction Phase Services 15,000
Total Basic Services $140,500
Additional Services
Property Survey/Easement Exhibit Preparation (each) $ 18,000
12 Exhibits - $1,500 each
Subsurface Utility Engineering
Level "B" SUE of existing facilities (lump sum) $ 9,000
Level "A" - 10 SUE locations - $2,000 each $ 20,000
R.O.W. & Survey Coordination (lump sum) $ 3,000
Other direct expenses — reimburse @ 110% of cost 2,000
Total Additional Services $ 52,000
Total Not To Exceed Fee $192,500
11A1RM
MJCE will prepare monthly payment estimates, based on estimated percent
complete for Basic Services and submit to the City
following month. In addition, any direct expenses will
with a 10% mark-up to the monthly estimate.
during the first week of the
be itemized and submitted
Southlake Fuel Farm 12" Water Line Extension March 2016
TBPE No. F-15276
BudoetSoreadsheet
McManus & Johnson Consulting Engineers, LLC
400 Chisholm Place15te 310
Plano, T%75075
Project: Fuel Farm Water Main Design
Client: City of South lake
MJCE Project No.: 76092-1001
Project Budget: Date: 3/24/2017
$100,500.00 Prepared By: TSC
1 Checked B
Task Task Budget
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Sub- Sub- Sub- Task Task Task
Task Task Budget Budget
Cost
Hours Days Spent Remain
Preliminary Phase - 35% $8,500.00
Franchise Utility Coordination
Record Drawings / Data
Project Layout
QA/QC
Mig w/ Land Owners (2 meetings)
Kick -Off Mtg w/City
50% Design $43,OOD.D
Survey VerificatiorJBase File set-up
Cover, Layout, ROW Map
Special Crossings
Control Sheets
Water Plan & Profile
Drainage Check
Traffic Control
SWPPP
Details
OPCC
Permitting (COE)
Specs/ Contract Docs
QA/QC
Address Comments
50% Submittal
Develop Southlake Base Sheet
Final Design $34,000.01
Address City Comments
General Sheets
Bid Item Quantities Sheet
Water Plan & Profile
SWPPP
Details
OPCC
Permitting
Specs/ Contract Docs
QA/QC
Address Comments
Address City's Final Comments
Bid Phase Services $6,500.Or
Pre -Bid Meeting
Pre -Construction Meeting
Addendas
Assist with Best Value Bids Bids and Recommend Award
Construction Phase Services $8,500.
Plans/Specs with addenda & modifications
Site visits/ City censtult
Final Inspection
Develop Punch List & Final Acceptance Inspection
Review Shap Drawings
Record Drawings (PDF & CAD)
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8
$8,510.00 -$10.00
4 0.5 $540
41
8 1.0 $1,080
24 3.0 $3,040
8 1.0 $1,540
8 1.0 $1,540
4 os $770
$42,97000 $3o.00
121 1.5 $1,520
8 1.o $880
12 1.5 $1,720
2 0.3 $220
136 17.0 $16,960
6 OA $860
0 0.0 $0
10 1.3 $1,200
12 1.5 $1,720
7 0.9 $1,200
48 6.0 $8,200
16 2.0 $2,820
12 1.5 $2,180
12 1.5 $1,520
7 0.9 $985
7 0.9 $985
0.0 $0
$33,97000 $30.00
12 1.5 $1,650
8 1.0 $1,210
12 1.5 $1,520
104 13.0 $12,640
6 0.8 $760
20 2.5 $2,600
6 0.8 $760
20 2.5 $3,460
16 2.01 $2,820
12 1.5 $2,180
8 1.o $880
26 3.3 $31490
0 0.0 $0
$6,565.00 -$65.00
6 0.8 $1,090
10 1.34$2,440
5 0.6
16 2.0
$8,430.00 $70.00
12 1.5
12 1.5
8 1.0 $1,540
9 1.1 $1,505
11 1.4 $1,425
Total Hours per Person:
1 791
2961
3351
01
01
01
01
01
01
01
01
01
0
0
0
0
0
702 87.8 $100,441 $55
li
190
f,JMcMANUS&
JOHNSON
CONSULTING ENGINEERS LLC
McManus & Johnson Consulting Engineers, LLC
2017 STANDARD RATE SCHEDULE
The following rates are for work performed on an hourly charge basis. Rates include company
overhead and profit for services rendered during regular working hours.
DIRECT LABOR
OFFICE PERSONNEL SERVICES
Principal..................................................................................................
$225.00
per
hour
Vice President........................................................................................
$200.00
per
hour
Project Manager......................................................................................
$175.00
per
hour
Project Engineer.......................................................................................
$160.00
per
hour
Design Engineer.......................................................................................
$135.00
per
hour
Technical Designer...................................................................................
$110.00
per
hour
Associate Engineer...................................................................................
$95.00
per
hour
Administration.............................................................................................
$80.00
per
hour
Construction Observation..........................................................................
$90.00
per
hour
DIRECT EXPENSES
Reproduction, Couriers and other Direct Expenses ................................. Our cost plus 10%
Sub -consultants and specialized services ............................................... Their proposal plus
10%
All other services not included above to be negotiated with the Owner prior to commencement
of work.
McManus & Johnson Consulting Engineers, LLC
400 Chisholm Place, Suite 310 Plano, Texas 75075
( 469) 209-6523
www. mcmanusjohnson. com
TBPE Firm# 15276