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Item 4FItem 4F ICITY OF SOUTHLAKE MEMORANDUM (December 4, 2018) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Award a construction contract for the Patterson Pond Spillway Repair project to GRod Construction in an amount not to exceed $243,000. Action Requested: Award a construction contract for the Patterson Pond Spillway Repair project to GRod Construction in an amount not to exceed $243,000. Background Information: The Patterson's Pond subdivision is located off of N Kimball Avenue near Patterson Way. The retention/detention pond has been a topic of discussion for several years. The pond is fed by the west fork of Jones Branch and, over the past several years, has seen an increase in water flow due to upstream development. The increased water flow has caused erosion to and around the pond spillway and poses a risk to City infrastructure, specifically a waste water lift station, located downstream. The proposed repair of the spillway and placement of rock riprap within the downstream creek bed is intended to correct and mitigate future erosion concerns, as well as prevent damage to the existing City's infrastructure. As per the City's Storm Drainage Policy, section 9.02, the City is responsible for the maintenance of all surface structures within a drainage easement, while the landowner(s) shall maintain all portions of the drainage easement which are not improved. The design for these repairs was prepared by Halff Associates, Inc. GRod Construction will regrade the area around and downstream from the spillway, conduct repairs to the existing concrete spillway and place rock riprap channel stabilization in the downstream creek bed. The project will consist of regrading the area around and downstream from the spillway, repairs to the existing concrete Item 4F spillway and placing a rock riprap channel in the downstream creek bed, which has been compromised by erosion. Two (2) bids were received on Tuesday, October 30, 2018. The bids have been reviewed by Halff Associates, Inc. and City Staff. Bids from Grod Construction, LLC ($197,131) and Fort Worth Civil Constructors, LLC ($387,802) were evaluated. The recommended contract award amount for the base bid is $243,000 to GRod Construction. This amount includes the base bid amount, 2 bid alternatives that will be decided upon in the field based on site conditions, plus 10% contingency. Financial Considerations: The Patterson's Pond Spillway Repair would be funded from the Storm Water Utility System Fund in the FY 2017 Capital Improvement Program and is within budget. Strategic Link: The Patterson's Pond Spillway Repair links to the City's strategy map relative to the focus area of Infrastructure. The specific corporate objectives that are met by this construction project are to (F1) Adhere to financial management principles & budget and (F2) Invest to provide & maintain high quality public assets. Citizen Input/ Board Review: The repair of the Patterson's Pond spillway has been a topic of discussion for several years with the Patterson's Pond HOA. Legal Review: This is the standard construction services contract that has been previously reviewed by the City Attorney. Alternatives: The Council may award the contract to GRod construction or reject all bids. Supporting Documents: Halff Associates, Inc. Opinion of Probable Cost Project Bid Tabulation Half Associates, Inc Bid Selection Recommendation Staff Recommendation: Award a construction contract for the Patterson Pond Spillway Repair project to GRod Construction in an amount not to exceed $243,000. Staff Contact: Rob Cohen, Director of Public Works Kyle D. Hogue, P.E., Deputy Director/City Engineer Hunter Harris, Project Manager mom HALFF Engineer's Statement of Probable Construction Cost for Patterson's Pond Spillway Rehabilitation Preliminary Design City of Southlake, Texas Prepared by Halff Associates, Inc. Date: September 24, 2018 AVO: 32884 ITEM NO. DESCRIPTION UNITqTY Engineers Estimate UNIT PRICE EXTENDED PRICE BASE BID 1 Mobilization LS 1 $35,000.00 $35,000.00 2 SWPPP, Rock Filter Dam, Construction Enterance (install & remove) LS 1 $17,750.00 $17,750.00 3 Permanent Turf Reinforcement Matting SY 45 $12.00 $540.00 4 4 -inch Topsoil & Sodding SY 235 $6.00 $1,410.00 5 4 -inch Topsoil & Seeding SY 620 $3.00 $1,860.00 6 General Site Preparation LS 1 $35,000.00 $35,000.00 7 Tree Removal LS 1 $20,000.00 $20,000.00 8 Unclassified Channel F�ccavation CY 345 $30.00 $10,350.00 9 Rock Riprep (DW = 12 inches, t= 18 inches) SY 135 $130.00 $17,550.00 10 Concrete Riprep SY 418 $155.00 $64,790.00 111 Concrete Connection LS 1 $2,000.00 $2,000.00 12 Fence LF 15 $25.00 $375.00 Subtotal Base Bid - $206,625.00 Contingencies (15%) $30,993.75 BID ALTERNATIVE 1 1318" SS Concrete Encasement I LF 1 25 $100.001 $2,500.00 Subtotal Alternative 1 Contingencies (15%) $2,500.00 $375.00 BID ALTERNATIVE 2 Permanent Turf Reinforcement Matting SY 845 $12.00 $10,140.00 4 -inch Topsoil & Seeding SY 845 $3.00 $2,535.00 Tree Removal LS 1 1 $10,000.001 $10,000.00 Subtotal Alternative 2 $ Contingencies (15%) $3,876.00 $3,401.26 TOTAL $266,670.00 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 for any failure to accurately estimate the cost and/or quantities for the project, or any pan thereof. 0 O 0 O 0 O 0 N 0 O 0 0 0 0 0 0 0 0 0 0 0 0 O N O O O O woo w o o N A =0 N N N N p O M M O O f O Oi Q C UJ M Ol A Q O N N O Q A N Q Y1 W M O r O N c N O j Q p Q ij Oj N Oj CO N O V N .J F O N MHHHwN H A N M M Oi w yy w V) ry� H M N H tp O) N r w O A O) Mp W Oi w aD Of H W Wq�- M OD N H O Ol H a0 A W M �O A q M 00 b p Q 20) T T w O j W O O N M 1p 0 0 0 0 0 0 o O c o {O o O p 9,2`24 O N � H C pp 6 A y� YI O N YI U F W A H H N Ap N V N ap W L p 0 0 0 LL 6 LL O O O O O e O O O O O O O e O O O O O O O O O O O O O O O O N N O O N N O O O O N N p J O O O N 1f1 N Yi T YI r G O OO O O ow O lG M O Yl 1f1 C ' 0 N O O tG W 1p N A N a N N M p O Yi Q O N 0 M N h l0 m O N VJ A a0 N N O N H w w Np H N� N O O) H m N H �f1 H O r H d w n ^ m N Q w W w p N N T Y �• H H H HHw U o g c a F O o 0 0 o N o 0 0 0 0 0 0 o N o O 9 U 'j -j _ M O O O C O Yf O f` N O C O O O O C O fV O O Yl O fV N e- O O O N pGO pOe N Nw N V N w w w w w M N OL UO Ix- 7 H 9 W 9 O P �Qt+NfN� cM�' N ------------------ VO' N {O aM0 y O � v1 yy T T} N N N Y T N LL T T N j J J N N N J J J N N J J N N J m Q Q QAA p p+O+ w y o i` 0 o¢Q 33v m ON m ti N A V goo W X33 m m "fid a IM W O = G ti 0 O J J A m O a a q ¢ R W W c Z �W i > m m as � „ w 2 o r di d°' m �•u` �� g U NCL—U c ¢ Qjn_ w V U Q.d+ C o 0 C C O u O d N V C O C O Y O C c $ g �+o �v oz E—&! Wa R N Q ? �ry W m T 0 207 m W 2 f L1m 3 a 1 G W N M Q N b A W Ol N M N A N 00 — ... HALFF November 6, 2018 AVO 32884 Mr. Kyle Hogue, P.E, City Engineer/Public Works Deputy Director City of Southlake 1400 Main Street Southlake, Texas 76092 Re: Patterson's Pond Spillway Repair Dear Mr. Hogue, Bids were opened on the above -referenced project on Tuesday, October 31, 2018, 10:00 am at the City of Southlake. Two (2) bids were received and GRod Construction, LLC submitted the low bid, with a bid of $197,131.00. Guillermo Rodriguez is the owner\operator ofGRod Construction. Halff worked with Guillermo Rodriquez while he was a project manager for a different contractor (2008 — 2013) and he was accommodating to the needs of the project and responsive, Halff has worked with Guillermo Rodriquez and GRod Construction on the Point Vista Road at Turbeville Road Project in the Town of Hickory Creek. GRod has been accommodating on helping the Town through utility conflicts and proactive with progressing this project. GRod Construction, LLC has experience with paving, drainage, and utility project. They summited three (3) years of experience record from current (November 2018) to October 2015, with a majority of the experience in paving. Halff Associates has been consulting engineer on several of the projects listed, GRod Construction performed as a paving subcontractor for three Tarrant County Community College projects, GRod Construction acceptably performed the services as outlined in the construction documents and specifications. Our discussion with references was limited but provided positive feedback, Halff spoke with John Henderson, Construction Inspector, City of Sanger, November 6, 2018. GRod Construction performed work on several types of projects, utility point repair and paving improvements. Mr. Henderson noted that they were knowledgeable, responsive and place pride in their work. In conclusion, based on our review, we see no reason(s) that leads us to believe GRod Construction, LLC cannot successfully complete the project, Based on our research, it is the opinion of HalffAssociates, Inc. that there is no apparent reason to disqualify the bid proposal of GRod Construction, LLC for the Patterson's Pond Spillway Repair. Please feel free to call Inc at (817) 764-7508 if you have any questions or comments. Sincerely, HALFF ASSOCIATES, INC. Levi Hein, PE, CFM Project Manager HALFF ASSOCIATES, INC. 4000 FOSSIL CREEK SOULEVAND TEL (81))84)9422 WWW.HALFFCOM FORT WORTH, TX 76137-2720 FAX (811) 232-9784