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Item 4FCITY OF 5OUTHLAKE MEMORANDUM (December 5, 2017) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Item 4F Subject: Approve Contract Amendment No. 7 with Nathan D. Maier Consulting Engineers, Inc. in the amount of $31,830 for White Chapel Boulevard from State Highway 114 to East Highland Street Action Requested: Approve Contract Amendment No. 7 with Nathan D. Maier Consulting Engineers, Inc. in the amount of $31,830 for White Chapel Boulevard from State Highway 114 to East Highland Street. Background Information: In October 2008, Nathan D. Maier Consulting Engineers, Inc. (NDM) was hired to design the North White Chapel Boulevard Improvement project from the intersection at State Highway 114 down to, and including, the intersection of Highland Street. The White Chapel Boulevard Improvement project design was for a standard four lane divided roadway with a raised and landscaped median. The original professional services agreement (design contract) in the amount of $264,859 included survey for the entire length of the project, design of the roadway, a hydraulic report of Dove Creek to properly size the proposed storm sewer box culverts near State Highway 114, determination of right of way needs and corresponding exhibits, geotechnical investigations to determine pavement design, and design for relocating existing water and sewer utilities within the corridor to accommodate the proposed roadway. The original design contract signed in 2008 was for the final design, bid documents and construction phase services of the White Chapel Boulevard Improvement project. NDM prepared and submitted conceptual design to the City for review of a conventional four -lane divided roadway using the existing centerline and taking right of way equally from both sides of the proposed roadway. It was later determined that the straight roadway alignment of White Chapel Boulevard should be shifted at the intersection of Highland Street so that no additional right of way Item 4F will be required from the Southlake Church, due to the proximity of the existing building to the right of way. Since the property at the northwest corner of the intersection belongs to the City, there would also be a cost savings in the right of way acquisition by shifting the horizontal alignment of the roadway to the west. Supplemental Agreement No. 1, in the amount of $12,285 was approved by the City Manager in January, 2010 to revise the horizontal alignment of White Chapel Boulevard at the intersection of Highland Street to the west and add 2 feet of pavement on both sides of the road for bike lanes. The design fee for the revision also included revising the new typical sections of the roadway to include the additional 2' on each side of the road to accommodate bike traffic. NDM coordinated with design engineers for the White Chapel Countryside Office Park and made alignment recommendations for the City's waterline construction project along Highland Street, which is now complete. NDM had also revised the schematic layout at the intersection and submitted it to staff for review. Design had progressed to nearly 30% when the City suspended work on the roadway design to allow consideration of alternative traffic control methods at the Highland Street intersection. Traffic circulation issues at Carroll High School caused the staff to reconsider operation of the Highland Street intersection. Several different types of intersection control methods were evaluated to determine the most advantageous approach. A traffic engineering consultant looked at the costs and level of service (LOS) for two way stop control, four way stop control, traffic signal control, a single lane roundabout, and a dual lane roundabout. Staff has presented these options to members of the City Council and Planning and Zoning Commissioners at two Southlake 2030 work sessions. Summarizing those discussions, the two way and four way stop control intersection and the single lane roundabout will not efficiently handle the projected 2019 volume of traffic without excessive delay. Signal control would be useful during the morning and afternoon peak periods, but would not operate efficiently during the remainder of the day and would impose continuing maintenance and operation costs. The dual lane roundabout, does improve capacity at the intersection and creates the least delay for drivers of the options considered. Council and Planning and Zoning members of the 2030 committee directed Staff to move forward with the design of a dual lane roundabout at the intersection of North White Chapel Boulevard and Highland Street. Item 4F Supplemental Agreement No. 2, in the amount of $173,827 was for the completion of design of White Chapel Boulevard along a revised alignment to avoid taking right of way from Southlake Church and included a dual lane roundabout at the intersection of Highland Street. The revised scope as outlined in Supplemental Agreement No. 2 included additional survey of up to 350' beyond the original limits of Highland Street and up to 500' north of Highland Street along White Chapel to accommodate the dual lane roundabout and the revised alignment of the intersection. The agreement also included landscaping and irrigation design of the proposed roundabout and the center medians along White Chapel Boulevard. Subsurface utility engineering work was to be performed in order to verify the location of existing water and sanitary sewer lines and any other private utilities within the corridor that will need to be relocated prior to beginning construction. The utility design included the relocation of existing sanitary sewer mains which will be in conflict with the new pavement. The drainage design was updated to incorporate the drainage from the new Countryside White Chapel Office Park development that has been constructed since the original drainage study was performed by NDM. Finally, the revised scope included final engineering plans, traffic control and sequencing for construction, contract documents, bidding of the construction project and construction administration. Supplemental Agreement No. 3, in the amount of $14,778 was for re -alignment of White Chapel Boulevard to tie-in to the White Chapel Boulevard Reconstruction project from Emerald Boulevard to Highland Street. Changes also included lowering the elevations of the roundabout subsequently resulting in the redesign of utilities to lower them as well. The revised scope for Supplemental Agreement No. 3 coordinated the connection point between the two separately engineered White Chapel widening projects. The White Chapel Boulevard Reconstruction project from Emerald Boulevard to Highland Street had a design that ended the pavement at a point 500 feet south of Highland and transitioned into the existing pavement. The design plans under this contract scope ended the pavement south of the dual lane roundabout and had a design transition to existing pavement at a point 500 feet south of Highland Street. Supplemental Agreement No. 3 eliminated the transitions in each set of plans and coordinated the matchline point. This caused for some alignment changes through the transitions to marry the plans. The roundabout was also lowered to eliminate a retaining wall at the roundabout along the Southlake Church property. Item 4F The revised scope as outlined in Contract Amendment No. 4 included design for 1,250 linear feet of a new 8 inch sanitary sewer gravity extension from approximately 400 feet south of Highland Street north to an existing lift station located at Countryside Court. The amendment also included coordination services for right of way acquisition and additional right of way and easement document preparation. Contract Amendment No. 4 was approved by City Council on April 2, 2013 in the amount of $53,316. Contract Amendment No. 5 in the amount of $12,709 was for the design of a right -turn lane on southbound North White Chapel Boulevard to westbound Countryside Court. The right -turn lane was recommended with the development of the 3 -story medical office building at this location known as Chapel Crossing. The developer of Chapel Crossing escrowed $42,794 to reimburse the City for the design of the right -turn lane ($12,709) and the probable cost of the construction of the right -turn lane with the widening of North White Chapel Boulevard ($30,085). This amendment was approved by the City Manager in December 2014. Contract Amendment No. 6 was also approved by the City Manager in the amount of $16,000. This amendment was for right of way staking for franchise utility relocation. The revised scope as outlined in Contract Amendment No. 7 includes redesign of the traffic control plan after approval of the temporary closures of West and East Highland Street to allow for more efficient construction of the roundabout. This amendment also modifies the bid phase and construction phase services of the original contract. A bid phase services task was included in the original 2008 scope services but did not have a value associated with it. The value of the bid phase services is $9,940 dollars. The original contract had a construction phase services task in the amount of $12,470. Supplemental Agreement No. 2 increased the construction phase services by $2,640 for a total fee of $15,110. However, based on the task descriptions for construction phase services in the original scope, the construction phase services scope would have been $54,700. Amendment No. 7 would revise the language and scope of construction phase services to be on an as needed basis with a not to exceed value of $20,000. Item 4F Traffic Control Plan Redesign $17,000 Bid Phase Services $ 9,940 Construction Phase Services 4,890 Total Amendment No. 7 $31,830 The proposed amendment brings the total engineering design cost for the White Chapel Boulevard from State Highway 114 to East Highland Street Project to $579,604. The project has been awarded to RKM Utility Services for construction. The traffic control plan redesign will incorporate their suggestions and schedule so that the road closures of East and West Highland Street can take place during the summer of 2018. Financial Considerations: Funds for the engineering design of the White Chapel Boulevard Improvement project are included in the previously approved Capital Improvements Program project budget. Strategic Link: The construction of the North White Chapel Boulevard Improvements project links to the City's strategy map relative to the focus areas of Mobility, Infrastructure and Quality Development. The specific corporate objectives that are met by the construction of this project include: C2 - Provide travel convenience within the City and the region, and F2 - Invest to provide and maintain high quality public assets. The critical business outcome is CBO2 - Enhance mobility through aggressive traffic management initiatives and capital project implementation. Citizen Input/ Board Review: N/A Legal Review: This is the standard construction services contract that has been previously reviewed by the City Attorney. Alternatives: The Council may approve the Amendment to the existing Professional Services Agreement or deny it. Supporting Documents: Location Map Nathan D. Maier Consulting Engineers, Inc. Contract Item 4F Amendment No. 7 Staff Recommendation: Approve Contract Amendment No. 7 with Nathan D. Maier Consulting Engineers, Inc. in the amount of $31,830 for White Chapel Boulevard from State Highway 114 to East Highland Street. Staff Contact: Rob Cohen, Public Works Director Kyle D. Hogue, P.E., Deputy Director/City Engineer Steven D. Anderson, P.E., CFM, Deputy City Engineer E. Highland St oA� O EXHIBIT SA -7 Supplemental Agreement No. 7 I Ell WHITE CHAPEL BOULEVARD 111 MILVA E. NORTHWEST PARKWAY (S.H. 114) TO E. HIGHLAND STREET I XIA� THE CITY OF SOUTHLAKE, TEXAS This Supplemental Agreement No. 7 amends the original Scope of Services dated 10/14/08 to include additional services to complete the construction plan set and bidding documents, as well as, modifying the scope of services of Construction Administration from the original contract as previously submitted to the City of Southlake by Nathan D. Maier Consulting Engineers, Inc. (NDM). The proposed changes altering the original scope include: I. Construction Plan Set NDM will finalize the plans for White Chapel Boulevard after approval of the temporary closures of West and East Highland Street. Final plans will be prepared per the original Scope of Services and previous Supplemental Agreements. II. Bidding Documents NDM will prepare bidding documents as outlined in the original Scope of Services. This Supplemental Agreement is only to establish a fee for this scope as one was not established in the original Agreement for Engineering Services. III. Construction Administration The original Scope of Services for Construction Administration shall be amended as such: Section XVIII, Paragraph C — Construction Observation - NDM will perform site -visits as - needed to determine the overall progress of construction and conformance with plans and specifications and attend monthly progress meetings if needed. The scope does not include the services of a full time project inspector. The scope does not include scheduled observation for the duration of the project. Compensation for Construction Observation will come from the not -to -exceed amount providing there are funds available. Section XVIII, Paragraph E — NDM will review shop drawings as -needed and provide written responses to requests for information or clarification to City or Contractor. Compensation for shop drawing review and written responses will come from the not -to - exceed amount providing there are funds available. Upon substantial completion of construction, the Engineer will conduct a final project walkthrough with the Contractor and City of Southlake and provide a punch list of outstanding issues. For Construction Administration services provided pursuant to this Supplemental Agreement, the City of Southlake shall pay NDM an amount not to exceed $20,000.00 ($12,470 from the original Agreement for Engineering Services, $2,640 from Supplemental Agreement No. 2, and $4,890 from Supplemental Agreement No. 7). These services shall be invoiced on an hourly, not -to -exceed basis. The maximum overall fee established herein shall not be exceeded without written authorization from the City of Southlake, based on increased scope of services. Supplemental Agreement No. 7 For White Chapel Boulevard E. Northwest Parkway (S.H. 114) to Highland Street Engineering Fees DESCRIPTION ENGINEERING FEE BASIC SERVICES Roadway Design $129,639 TOTAL BASIC SERVICES $129,639 SPECIAL SERVICES Survey Services $35,170 Hydraulic / Hydrology Study and Analysis $25,485 Waterline Replacement $19,455 Permitting $11,160 Construction Administration $12,470 Geotechnical Investigation $8,000 Reimbursable Expenses $2,900 Unit Costs ($1,715 per unit) $20,580 Right-of-way dedication exhibits Easement dedication TOTAL SPECIAL SERVICES $135,220 TOTAL ENGINEERING $264,859 SUPPLEMENTAL AGREEMENT NO. 1 TOTAL FOR SUPPLEMENTAL NO. 1 $12,285 TOTAL ENGINEERING $277,144 SUPPLEMENTAL AGREEMENT NO. 2 BASIC SERVICES Roadway Design $79,735 SPECIAL SERVICES Survey Services $22,164 Drainage Design $7,254 Utility Design $4,654 Subsurface Utility Engineering $39,450 Landscape and Irrigation Design $12,500 Construction Administration $2,640 Reimbursable Expenses $2,000 Unit Costs ($1,715 per unit) $3,430 Additional ROW Dedication Exhibits Additional Easement Dedication Exhibits TOTAL FOR SUPPLEMENTAL NO. 2 $173,827 TOTAL ENGINEERING $450,971 SUPPLEMENTAL AGREEMENT NO.3 BASIC SERVICES Roadway Design $7,415 SPECIAL SERVICES Drainage Design $530 Utility Design (Water Line Replacement) $6,608 Reimbursable Expenses $225 TOTAL FOR SUPPLEMENTAL NO. 3 $14,778 TOTAL ENGINEERING $465,749 SUPPLEMENTAL AGREEMENT NO.4 SPECIAL SERVICES ROW / Easement Acquisition Coordination $5,115 Utility Design (8" Wastewater Gravity) $12,086 Reimbursable Expenses $100 Unit Costs ($1,715 per unit) $36,015 Additional ROW Dedication Exhibits Additional Easement Dedication Exhibits TOTAL FOR SUPPLEMENTAL NO. 4 $53,316 TOTAL ENGINEERING $519,065 SUPPLEMENTAL AGREEMENT NO. 5 BASIC SERVICES Roadway Design $7,221 SPECIAL SERVICES Drainage Design $5,388 Reimbursable Expenses $100 TOTAL FOR SUPPLEMENTAL NO. 5 $12,709 TOTAL ENGINEERING $531,774 SUPPLEMENTAL AGREEMENT NO. 6 SPECIAL SERVICES ROW staking and grade calculations $16,000 TOTAL FOR SUPPLEMENTAL NO. 6 $16,000 TOTAL ENGINEERING $547,774 SUPPLEMENTAL AGREEMENT NO. 7 BASIC SERVICES Roadway Design $17,000 SPECIAL SERVICES Construction Bidding $9,940 Construction Administration $4,890 TOTAL FOR SUPPLEMENTAL NO. 7 $31,830 TOTAL ENGINEERING $579,604