Item 9C CITY OF Item 9C
SOUTHLAKI
MEMORANDUM
(June 20, 2017)
To: Shana Yelverton, City Manager
From: Rob Cohen, Public Works Director
Subject: Award a construction contract to Acadia Services, LLC
for N-1 Meter Station in an amount not to exceed
$366,979.
Action
Requested: Award a construction contract to Acadia Services, LLC for N-
1 Meter Station in an amount not to exceed $366,979.
Background
Information: The City of Southlake is divided into 13 sanitary sewer
basins based on topography. Each sanitary sewer basin
conveys flows downstream to Trinity River Authority (TRA)
regional collection systems. Northern basins convey
wastewater flow to the TRA Kirkwood lift station and are
ultimately pumped into 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 reenters
the City of Southlake (at SH114) before being 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 has
since purchased capacity in the N-1 line from the City of
Southlake as a result of development. 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.
While the N-1 line currently only provides service to
Southlake and Westlake, it has the potential to serve three
different municipalities at full buildout. Realizing that this
major collection system serves several municipalities, this
line is considered a regional collection system and will
ultimately 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 for constructing a metering station
per TRA specifications and standards to measure flows
entering the line. These metering stations will be turned
over to TRA for future operation and maintenance upon
completion and their final acceptance.
The Town of Westlake recently awarded the construction
contract to Acadia Services, LLC to construct their TRA
metering station which will be located further downstream in
Westlake.
After property acquisition and plans and specifications were
complete, the project was solicited. Four (4) bids were
received on June 1, 2017. The bids have been reviewed by
RPS, design engineer, and City staff and are tabulated
below:
pr BIDDER BID AMOUNT
Acadia Services, LLC $ 366,979.00
Dake Construction $ 399,666.10
Mountain Cascade $ 442,868.00
Red River Construction $ 579,100.00
Based on best value bid, the recommended award is to
Acadia Services, LLC. The best value criteria was scored
based on proposed contract amount, key project personnel,
references, claims history and adequate response to
requested information. 240 Calendar days have been
allocated to complete the construction of this project.
Page 2 of 3
Financial
Considerations: Funding for this project was allocated in prior year Capital
Improvement Program Utility Fund and other identified
residuals of previous CIP project savings.
Strategic Link: The Construction of N-1 Meter station links to the City's
strategy map relative to the focus area of Infrastructure. The
specific corporate objectives met are (F2) investing to
provide and maintain high quality public assets and (F3)
Achieve fiscal wellness standards.
Citizen Input/
Board Review: None
Legal Review: This is the standard construction services contract that has
been previously reviewed by the City Attorney.
Alternatives: The City Council may award the contract to Acadia Services,
LLC or reject all bids.
Supporting
Documents: Project Location Map
Bid Tabulation
Staff
Recommendation: Award a construction contract to Acadia Services, LLC for N-
1 Meter Station in an amount not to exceed $366,979.
Staff Contact: Rob Cohen, Public Works Director
Kyle D. Hogue, P.E., Deputy Director/City Engineer
Om Gharty Chhetri, P.E., Civil Engineer
Page 3 of 3
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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 J 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.
3. 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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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 J 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.
3. 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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