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Item 4D - MemoItem 4D M E M O R A N D U M (November 6, 2018) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Ratify approval of an Engineering Services Agreement with Halff Associates, Inc. for professional design services for the emergency repair of the North White Chapel Road culvert crossing of Kirkwood Branch previously authorized by the City Manager in an amount not to exceed $59,000. Action Requested: Ratify approval of an Engineering Services Agreement with Halff Associates, Inc. for professional design services for the emergency repair of the North White Chapel Road culvert crossing of Kirkwood Branch previously authorized by the City Manager in an amount not to exceed $59,000. Background Information: The North White Chapel culvert crossing at Kirkwood Branch was recently damaged by a significant flood event in September. The road has remained closed since the event as the crossing has been declared unsafe for equipment or traffic by our structural consultant. Staff has engaged Halff Associates, Inc. to provide professional design services, construction plans and specifications for the interim improvements to the crossing. The repair of this crossing is deemed an emergency requiring assistance from a third party engineering consultant and utility and paving contractor in order to re-open the road. The current closure is considered an emergency due to the impact on emergency response times to 300+ single family homes, multiple park facilities, a private school, a number of businesses, active residential construction sites as well as a cell tower site. Staff has consulted with the City Attorney and determined procuring these services falls under the Texas Local Government Code Chapter 252 Section 252.022 General Exemptions from Bidding for (a) a procurement necessary to preserve or protect the public health or safety of the municipality’s residents; (b) a procurement necessary because of unforeseen damage to public machinery, equipment, or other property; and (c) a procurement for personal, professional, or planning services. Item 4D Halff will also provide project coordination services with other interested agencies as well as the selected contractor to expedite the delivery of this project and reopening the road. Financial Considerations: The North White Chapel Road culvert crossing of Kirkwood Branch emergency repair will be funded from the current N. White Chapel, Kirkwood Branch Bridge project via the Storm Water Utility System Fund in the FY 2015 - 2019 Capital Improvement Program Budgets in the amounts of $1,675,000. Strategic Link: The North White Chapel Road culvert crossing of Kirkwood Branch emergency repair links to the City’s strategy map relative to the focus areas of Safety and Security, Mobility and Infrastructure. The specific corporate objectives that are met by this construct ion project are to (C1) Achieve the highest standards of safety & security, (C2) Provide travel convenience within City & region, (F1) Adhere to financial management principles & budget and (F2) Invest to provide & maintain high quality public assets. Citizen Input/ Board Review: The closure of North White Chapel is not only an inconvenience but significantly impacts emergency response times to this part of the City. Legal Review: The proposed agreement is a standard agreement that the City Attorney has reviewed and approved. Alternatives: The Council may ratify approval of the engineering services agreement or decline. Supporting Documents: Agreement with Halff Associates, Inc. Concept Exhibit for Drainage Improvements Halff Site Visit Report Emergency Repair Memo Staff Recommendation: Ratify approval of an Engineering Services Agreement with Halff Associates, Inc. for professional design services for the emergency repair of the North White Chapel Road culvert crossing of Kirkwood Branch previously authorized by the City Manager in an amount not to exceed $59,000. Staff Contact: Rob Cohen, Director of Public Works Kyle D. Hogue, P.E., Deputy Director/City Engineer ORIGINAL DOCUMENT AGREEMENT FOR ENGINEERING SERVICES CITY OF SOUTHLAKE Council Action:Y/N Ord./Res.No. THIS AGREEMENT is made this (91% day of Ng2nlKDateAppWf4by and between the City of Southlake, Texas (hereinafter referred to as "CITY"), and Halff Associates, Inc. (hereinafter referred to as "ENGINEER"). WHEREAS, CITY contemplates the need to make emergency repairs to North White Chapel culvert crossing at Kirkwood Branch. This project is to be known as the North White Chapel Culvert Crossing at Kirkwood Branch project and hereinafter referred to as the "Project". WHEREAS, ENGINEER is qualified, able, and desirous of performing the necessary engineering work upon which the Project is based and is willing and able to work with CITY staff to organize and coordinate the professional services necessary to complete the Project. NOW, THEREFORE, CITY engages ENGINEER to perform, and ENGINEER agrees to perform, the engineering work for the Project, as more fully described herein below, and CITY agrees to pay as compensation, and ENGINEER agrees to accept as compensation, the payments on the dates and in the amounts herein specified, all in accordance with the terms more fully set out below and as provided in Scope of Work which is attached hereto as Attachment A and incorporated by reference as if fully set forth herein. I. ARTICLE ENGINEERING SERVICES A. Scope of Work ENGINEER will provide the supervision, direction, personnel and equipment to perform the engineering Services outlined in Attachment A in accordance with the terms set forth in this Agreement and in Attachment A. B. Definitions Services refer to the professional services performed by ENGINEER pursuant to this Agreement. C. Changes CITY, without invalidating the Agreement, may order changes within the general scope of the work required by the Agreement by altering, adding to and/or deducting from the work to be performed. If any change causes an increase or decrease in ENGINEER's cost of, or the time required for, the performance of any part of the Services under the Agreement, an equitable adjustment will be made by mutual Page 1 agreement and this Agreement shall be modified in writing accordingly. D. Coordination with Owner The CITY shall make available to ENGINEER for use in performing Services hereunder all existing plans, maps, field notes, statistics computations and other data in the CITY's possession relative to existing facilities and to the Project. E. Site and Local Conditions ENGINEER has the right to examine the site in order to become acquainted with local conditions and accepts conditions at the site unless otherwise noted in writing to the CITY. Any coordination or scheduling of work by CITY shall not relieve ENGINEER from its responsibilities specified hereunder. Necessary arrangement for access to any site by ENGINEER's employees will be made with CITY. F. Assignment and Subcontractors/Third Party Rights The rights and obligations covered herein are personal to each party hereto and not to any third party and for this reason neither this Agreement nor any contract hereunder shall be assigned by either party in whole or in part; nor shall ENGINEER subcontract any of its obligations under this Agreement without the prior written consent of CITY. G. Independent Contractor ENGINEER covenants and agrees that it will perform the work hereunder as an independent contractor, and not as an officer, agent, servant, or employee of CITY; that ENGINEER shall have exclusive control of and exclusive right to control the details of the work performed hereunder, and all persons performing same, and shall be solely responsible for the acts and omissions of its officers, agents, employees, contractors, subcontractors, and consultants; that the doctrine of respondent superior shall not apply as between CITY and ENGINEER, its officers, agents, employees, contractors, subcontractors, and consultants, and nothing herein shall be construed as creating a partnership or joint enterprise between CITY and ENGINEER. H. Disclosure By signature of this contract, ENGINEER warrants to CITY that it has made full disclosure in writing of any existing conflicts of interest or potential conflicts of interest, including personal financial interests, direct or indirect, in property abutting the proposed Project and business relations with abutting property owners. ENGINEER further warrants that it will make disclosure in writing of any conflicts of interest that develop subsequent to the signing of this contract and prior to final payment under the contract. Finally, Engineer warrants that it has submitted to the City a completed Conflicts of Interest Questionnaire as required by Chapter 176 of the Texas Local Government Code. Page 2 I. Approval by CITY Approval by CITY of this Agreement shall not constitute or be deemed to be a release of the responsibility and liability of ENGINEER, its officers, agents, employees, and subcontractors for the accuracy and competency of the Services performed under this Agreement, including but not limited to surveys, designs, working drawings and specifications and other engineering documents. Such approval shall not be deemed to be a waiver or an assumption of such responsibility and liability by CITY for any negligent act, error, or omission in the performance of ENGINEER's professional services or in the conduct or preparation of the subsurface investigations, surveys, designs, working drawings and specifications or other engineering documents by ENGINEER, its officers, agents, employees and subcontractors, it being the intent of the parties that approval by CITY signifies the CITY's approval of only the general design concept of the Improvements to be constructed. J. Indemnification ENGINEER SHALL AND DOES HEREBY AGREE TO INDEMNIFY AND HOLD HARMLESS CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES FROM ANY AND ALL DAMAGES, LOSS OR LIABILITY OF ANY KIND WHATSOEVER, BY REASON OF DEATH OR INJURY TO PROPERTY OR PERSON TO THE EXTENT CAUSED BY ANY OMISSION OR NEGLIGENT ACT OF ENGINEER, ITS OFFICERS, AGENTS, EMPLOYEES, INVITEES, OR OTHER PERSONS FOR WHOM IT IS LEGALLY LIABLE, WITH REGARD TO THE PERFORMANCE OF THIS CONTRACT, AND ENGINEER WILL REIMBURSE THE REASONABLE ATTORNEY'S FEES OF CITY IN PROPORTION TO THE ENGINEER'S LIABILITY. K. No Third Party Beneficiary For purposes of this Agreement, including its intended operation and effect, the parties specifically agree and contract that: (1) this Agreement only affects matters/disputes between the parties to this Agreement, and is in no way intended by the parties to benefit or otherwise affect any third person or entity (except the indemnitees identified or described in Article I, Section J., above), notwithstanding the fact that such third person or entities may be in a contractual relationship with CITY and ENGINEER, or both; and (2) the terms of this Agreement are not intended to release, either by contract or operation of law, any third person or entity from obligations they owe to either CITY or ENGINEER. L. Successors and Assigns CITY and ENGINEER each bind themselves and their successors, executors, administrators and assigns to the other party to this Agreement and to the successors, Page 3 executors, administrators and assigns of such other party with respect to all covenants of this Agreement. Neither CITY nor ENGINEER shall assign or transfer its interest in this Agreement without prior written consent of the other. II. ARTICLE CITY'S RESPONSIBILITIES CITY will: 1. Provide full information as to CITY's requirements for the Project; 2. Assist ENGINEER by placing at ENGINEER's disposal all information in CITY's control or knowledge which is pertinent to the Project, including executed right-of-way easements and final field survey data; 3. Examine all work presented by ENGINEER and respond within reasonable time and in writing to the material submitted by ENGINEER; 4. Pay all costs incident to advertising for obtaining bids or proposals from Contractors; 5. Give prompt written notice to ENGINEER whenever CITY observes or otherwise becomes aware of any defect in ENGINEER's work or in Contractor's work; 6. Designate in writing a person to act as its representative with respect to this Agreement, such person having complete authority to transmit instructions, receive information, and make or interpret the CITY's decisions; 7. Provide all information and criteria as to the CITY's requirements, objectives, and expectations for the Project including all numerical criteria that are to be met and all standards of development, design, or construction. 8. Provide to the ENGINEER all previous studies, plans, or other documents pertaining to the Project and all new data reasonably necessary in the ENGINEER's opinion, such as site survey and engineering data, environmental impact assessments or statements, zoning or other land use regulations, etc., upon all of which the ENGINEER may rely; and 9. Arrange for access to the site and other private or public property as required for the ENGINEER to provide its services. 10. Provide any other information or assistance as outlined in Attachment B hereto. III. ARTICLE Page 4 COMPENSATION FOR ENGINEERING SERVICES The CITY shall compensate ENGINEER for services rendered under this Agreement, in accordance with the following: For the completion of the work contemplated in Article I, the ENGINEER shall be paid on a lump sum basis in an amount not to exceed $53,370 as billed monthly by ENGINEER. IV. ARTICLE TIMES OF BILLING AND PAYMENT The ENGINEER shall bill CITY monthly for any services and expenses incurred in accordance with the work performed subject to the limits set out in Article III. Payment shall be due within thirty (30) days of receipt by CITY of a properly prepared and correct invoice from ENGINEER. ENGINEER's invoices shall be accompanied by such records or other written proof as CITY deems necessary to verify the billings. Invoices shall be made to City Finance Department's office at 1400 Main Street Suite 440, Southlake, Texas 76092. If CITY fails to make payment due ENGINEER within thirty (30) days of the day when payment for services and expenses is due under the terms of this Agreement, ENGINEER shall be entitled to interest on such unpaid sums at the rate provided in Chapter 2251 of the Texas Government Code. V. ARTICLE ADDITIONAL ENGINEERING SERVICES In addition to performing the engineering services set out in Article I, hereof, ENGINEER agrees to perform additional services as requested by CITY from time to time and CITY agrees to compensate ENGINEER for such services in accordance with ENGINEER's standard hourly fee and expenses (see Attachment A) for actual time expended and actual out-of-pocket sums expended, such services to be one or more of the following: 1. Make or prepare detailed description of sites, maps, or drawings related thereto and outside the scope of the Project; 2. Appearances before courts or boards on matters of litigation or hearings related to the Project; 3. Preparation of environmental impact assessments or statements for any governmental agency; 4. Miscellaneous engineering work for CITY not related to the Project; Page 5 5. To provide resident project construction inspection, unless such inspection is not required, in writing, by the CITY; 6. Other services agreed to by the parties in writing and incorporated herein. VI. ARTICLE STANDARD OF CARE In performing its professional services, the ENGINEER will use that degree of care and skill ordinarily exercised, under similar circumstances, by reputable members of its profession in the same locality at the time the services are provided and in accordance with any applicable governmental laws, regulations and ordinances. VII. ARTICLE PERIOD OF SERVICE This Agreement shall be effective upon execution by CITY and ENGINEER, and shall remain in force until work is completed on the Project or until terminated under the provisions hereinafter provided in Article VIII. VIII. ARTICLE TERMINATION The CITY may terminate this Agreement at any time for convenience, with or without cause by giving written notice to the ENGINEER. Such termination may be made effective on such future date as agreed by the parties, but absent such agreement shall be immediate. Upon receipt of such notice the ENGINEER shall immediately discontinue all services and work and the placing of all orders or the entering into contracts for supplies, assistance, facilities, and materials in connection with the performance of this Agreement and shall proceed to cancel promptly all existing contracts insofar as they are chargeable to this Agreement. The ENGINEER, upon termination, shall be paid for all services rendered through the date of termination together with any additional reimbursable expense then due. IX. ARTICLE OWNERSHIP OF DOCUMENTS 1. All completed or partially completed reports prepared under this Agreement, including the original drawings in both paper and electronic formats, shall become the property of CITY if this Agreement is Page 6 terminated. Upon completion and payment of the contract, the final design, drawings, specifications and documents in both paper and electronic formats shall be owned by CITY. 2. Reuse, change or alteration by CITY or others acting by or on behalf of CITY of such documents without the permission of ENGINEER shall be at CITY's sole risk. X. ARTICLE INSURANCE ENGINEER shall carry and maintain at all times relevant hereto, at ENGINEER's expense, insurance of the type and of minimum coverage limits as follows: 1. Workers Compensation - Statutory Employer's Liability - Limits as required by the State of Texas. 2. Comprehensive General Liability, Bodily Injury and Property Damage including contractual liability in a combined single limit - $500,000 per occurrence. 3. Comprehensive Automotive Liability, Bodily Injury and Property Damage in a combined single limit - $1,000,000 per accident. Certificates of insurance for the above coverage in a form acceptable to CITY, evidencing the coverage required above, shall be provided to CITY within ten (10) business days after execution of this Agreement and prior to issuing Notice to Proceed. Such certificates shall provide that the insurer will give CITY not less than ten (10) days notice of any material changes in or cancellation of coverage. In the event any subcontractor of ENGINEER, with or without CITY's consent, provides or renders services under this Agreement, ENGINEER shall ensure that the subcontractor's services are covered by the same insurance limits as set forth above. ENGINEER shall not commence work under this Agreement until it has obtained Professional Liability (Errors and Omissions) Insurance as required hereunder and such insurance coverage has been approved by CITY. Such insurance shall be in the minimum amount of $1,000,000 per claim/annual aggregate. The insurance coverage prescribed herein shall be maintained until one (1) year after CITY's acceptance of the construction project and shall not be canceled without prior written notice to CITY. In this connection, upon the signing and return of this Agreement by ENGINEER, a Certificate of Insurance shall be furnished to CITY as evidence that the insurance coverage required herein has been obtained by ENGINEER, and such certificate shall contain the provision that such insurance shall not be cancelled or modified without thirty (30) days prior written notice to CITY. ENGINEER shall notify CITY within ten (10) days of any modification or alteration in such Professional Liability (Errors and Omissions) Insurance. Page 7 XI. ARTICLE AUTHORIZATION, PROGRESS AND COMPLETION CITY and ENGINEER agree that the Project is planned to be completed by November 30, 2018. ENGINEER shall employ manpower and other resources, and use professional skill and diligence to meet the schedule; however, ENGINEER shall not be responsible for schedule delays resulting from conditions beyond its control. By mutual agreement, CITY and ENGINEER may modify the Project schedule during the course of the Project and if such modifications affect ENGINEER's compensation, it shall be modified accordingly, subject to CITY's approval. It is understood that this Agreement contemplates full and complete engineering services for this Project, including any and all Services necessary to complete the work. For additional Engineering Services, the authorization by CITY shall be in writing and shall include the definition of the services to be provided, the schedule for commencing and completing the services, and the basis for compensation as agreed upon by CITY and ENGINEER. XII. ARTICLE NOTICE Any notice required under this Agreement will be in writing and given either personally, by registered or certified mail, return receipt requested, or by a nationally recognized overnight courier service, addressed to the parties as follows: If to CITY: Shana Yelverton City Manager City of Southlake 1400 Main Street, Suite 460 Southlake, Texas 76092 Phone: 817-748-8400 Fax: 817-748-8010 If to ENGINEER: Brian Haynes, P.E. Vice President Halff Associates, Inc. 4000 Fossil Creek Boulevard Fort Worth, Texas 76137 Phone: 817.847.1422 Fax: 817.232.9784 All notice shall be effective upon the date of receipt. Page 8 XIII. ARTICLE SEVERABILITY In the event that any provision of this Agreement shall be found to be void or unenforceable, such finding shall not be construed to render any other provisions of this Agreement either void or unenforceable. All provisions, which are void or unenforceable, shall not substantially affect the rights or obligations granted to or undertaken by either party. XIV. ARTICLE VENUE-LAW Venue of any suit or cause of action under this Agreement shall lie exclusively in Tarrant County, Texas. This Agreement shall be construed in accordance with the laws of the State of Texas. IN WITNESS WHEREOF the parties have caused this Agreement to be executed in two equal originals on the date and year first above mentioned. CITY OF SOUTHLAKE: By:: �. 4hanaelve- n, City Manager ATTEST: By: 1� t�!/1 Psi City Secretary\\,\� "U8410p ♦�fpr0 h*Ntt\tt\\\�� Page 9 ENGINEER: HALFF ASSOCIATES, INC. By: "v --, . ., en THE STATE OF TEXAS § COUNTY OF TARRANT § Before me on this day personally appeared 1 (ems known to me [or proved to me on the oath of or through TcAs D.L } 1531g 712 (description of identity card or other document)] to be the person whose name is subscribed to the foregoing instrument and that he/she is the duly authorized A (zLC of NPs�-CE (�Sso� t�r�s. tdc• , and acknowledged to me that he/she executed the same for the purposes and consideration therein expressed. Given under my hand and seal of office this 17 day of A.D. -Zc::,l p'�PPY Pp E otary Public Notary Public, ate of Texas State of Texas ID M 13100379�b '+Fae M Comm.ExpI S02-13-2021 Q�Jnh �lltlQk� Notary's Name PlInted Page 10 ... HALFF October 11, 2018 P35201.001 Mr. Kyle Hogue, PE City of Southlake City Engineer/Deputy Director 1400 Main Street, Suite 320 Southlake,Texas 76092 RE: North White Chapel Road at Kirkwood Branch Drainage Improvements Study Dear Mr. Hogue, The City of Southlake has requested Halff Associates, Inc. (Halfi) to provide professional design services for the North White Chapel Road at Kirkwood Branch. This proposal includes the Project Description, Scope of Work, Deliverables, Project Schedule, Fees and Maps. The following exhibits are attached to the Proposal: 1) Project Fee Schedule (Attachment A) and Project Schedule (Attachment B). PROJECT DESCRIPTION The City of Southlake has observed flood waters from Kirkwood Branch frequently overtop North White Branch several times over the years. The city observed possible damage to the existing headwalls on Kirkwood Branch at North White Chapel Road after a recent rain event in late September 2018. Halff performed a site visit to North White Chapel Road and we had the following observations: • Top of headwalls have rotated. • Erosion behind headwall. IS Damage to asphalt pavement. PROTECT ASSUMPTIONS The following assumptions were made while preparing tl- s proposal: 1. The project is assumed to be in a city right-of-way, city prescriptive right-of-way or easement. Determining the property boundaries is not included in this scope of work. 2. Drainage Study and permanent improvements will be done in a separate scope of work. 3. Construction material testing will be done in a separate scope and fee. 4. The city considers this an emergency construction project, so the contractor will be based on a qualifications-based selection in lieu of a design-bid-build process. NALFF ASSOCIATES,INC. 4000 FOSSIL CREEK BOULEVARD TEL (817)847 1422 WWW.HALFFCOM FORT WORTH.T%76137-2720 FAX (817)232.9784 No H A L F F Mr. Kyle Hogue,PE M■■ City of Southlake October 11,2018 Page 2 SCOPE OF WORK Below is the detailed scope of work per task. A. Interim Drainage Improvements 1. Surveying a. Control—Set survey control per City Survey Monuments. b. Design Survey — Perform design survey for the North White Chapel Road at Kirkwood Branch the culvert and upstream\downstream of the culvert to the fence lines. 2. Geotechnical Study a. Field Investigation — Geotechnical engineer (sub-consultant) will perform borings near the culvert to determine the soil properties, water table, soil bearing pressure, skin friction and other tests for the interim design. b. Geotechnical Report — Geotechnical engineer (sub-consultant) will provide a report of the sub-surface findings and recommendations. 3. Construction Plans a. Prepare construction plans and specifications for replacement of the existing headwalls. b. Plans would include the following general information: 1) Cover Sheet 2) General Notes 3) Headwall\Culvert Design 4) Details 4. Construction Contract Documents a. Prepare specifications for the project. This is an emergency repair project, so a qualified contractor will be selected by the city and Halff will prepare specifications to the contractor. b. Halff will assist the city in selecting a contractor, but the contractor will be selected through a qualifications process instead of a bidding process. 5. Construction Administration a. Pre-Construction Meeting b. Site Visits (3 Assumed) c. Answer contractor RFI's d. Record Drawings MEN ■■■ HALFF Mr. Kyle Hogue,PE ■■■ City of Southlake October 11,2018 Page 3 B. Coordination Halff Associates will coordinate with agencies as necessary to obtain the necessary permits and permissions to construct the project. Halff Associates anticipates coordination will be required with the following: 1. Agency Coordination (including, but not limited to): a. City of Southlake—Coordination with city. b. USACE—Meeting with Corps to discuss interim drainage improvements. DELIVERABLES The following deliverables will be provided to the City: 1. Construction Plans &Specifications for Interim Drainage Improvements PROJECT SCHEDULE Halff will begin work immediately after receipt of written notice to proceed. See Attachment `B' for a more detailed Project Schedule. The schedule does not include review time and delays by others. The schedule is subject to change based on direction from the City of Southlake. MEN mo m m H A L F F Mr. Kyle Hogue,PE ■ City of SoutWake October 11,2018 Page 4 EXCLUSIONS The following services are not included in the scope of work of this proposal. Halff Associates can provide estimated fees for these services, if needed. 1. Right-of-Entry 2. Drainage Study 3. Construction Plans for permanent solution 4. Right-of-Way and Easement acquisition 5. Final Jurisdictional Determination 6. FEMA Mapping Revisions (i.e. —CLOMR,LOMR, etc.) 7. Environmental permitting 8. Local, State,and Federal fees 9. Condemnation Services (Eminent Domain Services) 10. Special investigations involving detailed consideration of operations, maintenance, and overhead expenses; preparation of rate schedule, earning, and expense statements; special feasibility studies; appraisals,valuations; and material audits or inventories required for certification of force account construction performed by the Owner. ONE H A L F F Mr. Kyle Hogue,PE ■■E City of Southlake October 11,2018 Page 5 FEES The project will be a Lump Sum fee. Lump sum fee tasks will be billed monthly based on percentage of work that has been completed. See Project Fee Schedule (Attachment `A') for a detailed fee description. A summary of the professional services fees is listed in the following table. PROFESSIONAL SERVICES FEE SUMMARY PROJECT TASKS FEE A. INTERIM DRAINAGE IMPROVEMENTS $45,370.00 B. COORDINATION $8,000.00 TOTAL FEE $53,370.00 Direct Costs for expenses such as mileage, copies, scans, sub-consultants, etc. are included in the lump sum fees. Sub-consultants fee includes a 1.1 multiplication factor. We appreciate the opportunity to be of service to the City of Southlake. If you have any questions, please do not hesitate to call me at (817) 847-1422. Sincerely, HALFF ASSOCIATES, INC. Brian C. Haynes, PE, CFM Vice President C: Paul Reilly, PE Scott Rushing, PE, CFM ( | ! � § |t §� ! $: §§ } ! § § ! § ! §\[ \) § \) \ » 2 § | \ 0 W a � i r Om � � co � m a- E m LJ n z co c 0 w m m c E T m m E ro z - m U 0 j c m N m 0 U O v N Q � W a a LL v n i ai N w O — — m M N N — W '. Q Y H Y A j L `° Z W .O 7 L c m "o m m - E E E O iL m o v J m J m v a _ ° Ny 3 3 3 f 3 3 F r w m 77 N W N — W W — — O W W ro A A R A N C asUa ~L 3 3: r - ro - L c a a m ro ro ro ro m ro m - r jp 1p O N 1n � N O N - Z o O C r ro N O O N Er m Z N C m mm N m f'n a w w m C a N m O m o m o °� a N E N N c c > O > U N O O O U m C C CU t m Q Y N A U U ? L m E Z (J N E °m c .� c T E U fn C7 IL a LL W LL m v a S F -F�N EXHIBIT E ENGINEER'S STATEMENT OF PROBABLE COST NORTH WHITE CHAPEL ROAD AT KIRKWOOD BRANCH Headwall Replacement Project: North White Chapel Rd at Kirkwood Brnch Prepared by: Brian Haynes, PE Client: City of Southlake Date: Current Date: 2018 year Estimated Construction Date: 2018 year En ineer's Estimate ITEM NO. DESCRIPTION UNIT OTY UNIT PRICE EXTENDED PRICE Section I-Headwall Improvements 1 Mobilization(10%of Total Bid) LS 1 __ $12,500.00 $12,500.00 2_ Site Preparation(10%of Total Bid_) _-. _ _ LS _ _ 1 _ ___ $12,500.00 $12,500.o0 3 Construction Staking _ LS -- - 1 - ---- - _._ $2,500.00 $2,500.00 4 Demolition LS _ 3,20 1 $15,000.00 $15,000.00 -5- -- HMAC(6") _--- _ - _---- _----- --- _ TON _-- 88 _ _ $150.00 - $10.00 6 Guardrail with SGT _ _ _- EA 4 _ $5,000.00 _ - _$20,000.00 7 Headwall Replacement EA 2 $20,000.00 $40,000.00 9 Rock Riprap CY 125 $230.00 $28,750.00 -- _- --- ----- - - 10 Sodding&Topsoil SY 300 10.00 ---- $ $3,000.00 __- -_ _. —11 Erosion Control LS 1 _ $2,500.00 $2,500.00 Subtotal Section I $149,950.00 SUBTOTAL CONSTRUCTION IMPROVEMENTS $150,000.00 CONTINGENCY(30%) $45,000.00 CONSTRUCTION MATERIAL TESTING(2.5%) 4 $3,800.00 CONSTRUCTION COST $198,800.00 BASIC ENGINEERING(DESIGN PHASE) $47,570.00 ADDITIONAL SERVICES GEOTECHN/CAL $5,800.00 DESIGN COSTS $53,370.00 TOTAL PROJECT COST DESIGN+ CONSTRUCTION COST $252,170.00 INFLATION ADJUSTMENT(3.0%PER YEAR) Y $0.00 TOTAL PROJECT BUDGET s $260,000.00 Notes: 1.Lighting,landscaping,and irrigation design and construction costs are excluded from this estimate. 2.An inflation rate of 3.0%was assumed based on the average Consumer Price Index from 2000 to 2013. 3.Construction Inspection and Right-of-Way Acquistion are excluded from this estimate. 4.Construction Material Testing costs were estimated at 2.5%of the overall construction cost. 5. Cost estimate assumes construction will begin within 12 months. NOTE: This statement was prepared utilizing standard cost and/or estimating practices. It is understood and agreed that this is a statement of probable construction cost only,and the Engineer shall not be liable to the Owner or any Third Party. Page 1 of 1 HALFF ASSOCIATES, INC. 10/11/2018 Page is too large to OCR. October 24, 2018 P35201.001 Kyle Hogue City Engineer/Public Works Deputy Director 1400 Main Street Southlake, Texas 76092 Subject: North White Chapel Road at Kirkwood Branch Culvert Dear Mr. Hogue, At your request, I visited the site of the above referenced project on September 25, 2018. The purpose of this visit was to observe the structural condition of the culvert after it had become overtopped after a heavy rainfall. Our evaluation of the culvert is limited to visual observations only. No “As-built” drawings, geotechnical information or previous inspection reports have been made available for our review. Furthermore, we have not undertaken any materials testing or conducted any exploratory excavations. The rain event of September 22, 2018 inundated the culvert crossing requiring a family to be rescued from the structure when their vehicle became stranded after attempting to drive through the flood waters. At the time of my visit, North White Chapel Road was barricaded to prevent traffic from crossing the culvert. During this site visit I observed the following: • The asphalt pavement had delaminated from the underlying flex base subgrade. • One of the metal beam guard rail posts had dislodged from its foundation and was carried downstream approximately 20 feet. • Scour and erosion were evident along the stream embankment and at the shoulder between the roadway and headwalls. • Both the upstream and downstream headwalls have rotated outward. The most pressing concern is the low elevation of the roadway above Kirkwood Branch. Without significant upgrades to either elevate the roadway profile or expand the capacity of the culvert opening, White Chapel Road will continue to be overtopped during similar rain events. A secondary but still significant concern is the rotation of the headwalls. The rotation is most likely due to surface water from the roadway draining toward the headwalls, infiltrating behind the walls and saturating the backfill materials. These saturated soils increase the lateral driving pressures behind the walls leading to rotation and/or translation. The headwall rotation will become progressively worse if no measures are undertaken to prevent further water infiltration. Temporary measures to reduce the rate of further rotation would include capping the open surface area at the shoulder to inhibit water infiltration and strengthening the walls to withstand Kyle Hogue City of Southlake October 24, 2018 Page 2 the increased lateral pressures. Possible strengthening alternatives would include the installation of soil anchors behind the walls or buttresses in front of the walls. Replacement of the headwalls is also a possibility however this will not address the primary cause of the flooding and should only be considered temporary until a permanent solution is constructed. If the City chooses not to undergo any temporary or permanent measures to address the inundation problems at this site, the headwalls will eventually fail and will no longer be capable of retaining the soils beneath the roadway exposing them to the stream flow. Given the turbulent flows, the soils will eventually erode and the roadway will be undermined. Until either permanent or temporary repairs are undertaken, we do not recommend reopening the culvert to traffic or construction equipment. If you should have any questions or require any further assistance with this matter, please contact me at your earliest convenience. Sincerely, HALFF ASSOCIATES, INC. Paul J. Rielly, P.E. Vice President CITY OF © SOUTHLAKE MEMORANDUM To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works` y Date: October 11, 2018 Subject: Emergency Repair of N. White Chapel Culvert Crossing at Kirkwood Branch This memo shall certify that the repair of the N. White Chapel Culvert Crossing at Kirkwood Branch is deemed an emergency repair requiring assistance from a third party engineering consultant and utility and paving contractor in order to re-open the road. The current closure is considered an emergency due to the impact on emergency response times (2+ minutes) to the following: • 300+ single family homes • Bob Jones Park (soccer, baseball, dog park, trail heads, nature center, etc.) • The Clariden School • Marshall Creek Ranch • Showtime Farms • Active Residential Construction • Cell Tower Site • Private Chemical Facility For the aforementioned reasons, procuring these construction services falls under the Texas Local Government Code Chapter 252 Section 252.022 General Exemptions from Bidding: • a procurement necessary to preserve or protect the public health or safety of the municipality's residents; • a procurement necessary because of unforeseen damage to public machinery, equipment, or other property; • a procurement for personal, professional, or planning services; Cc: Attach to Munis Requisition along with LGC Ch. 252 Page 1 of 1