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Item 4L - Hodge and Associates Contract Funding M E M O R A N D U M (September 24, 2019) To: Community Enhancement & Development Corporation Board From: Rob Cohen, Director of Public Works Subject: Item 3a: Consider for funding the renewal of a professional consultant agreement with Jerry Hodge and Associates for project management services for the SH114 Improvements Project in an amount not to exceed $120,000. Action Requested: Approval of the agreement as presented. Background Information: The completion of the expansion of SH 114 in 2004 did not include the construction of frontage roads between Dove Road and Kirkwood Boulevard. Currently, westbound drivers who proceed on the frontage road from the Dove Road and SH 114 intersection must re- enter the highway before being allowed to exit again at Kirkwood Boulevard. Regional growth in recent years has increased usage of SH 114 as a key east-west connector. The lack of a frontage road along this portion of SH 114 represents a critical missing element of mobility infrastructure in the City of Southlake. The City first contracted with Mr. Jerry Hodge of Hodge and Associates in 2016. His contract has been subsequently renewed the past 3 years. Mr. Hodge has been the project team leader of the frontage roads on SH 114 between Dove Road and Kirkwood Boulevard as well as the recently completed intersection improvements at SH 114 and Kirkwood Boulevard and SH 114 and Dove Road. Since that time, in his role as project team leader, Mr. Hodge has met numerous times with three major groups: 1.) Project Engineers (Kimley-Horn); 2.) Stakeholders and property owners on both the west and eastbound sides of SH 114; and 3.) the Area and District offices of TxDOT. Through these meetings and with Mr. Hodge’s oversight, the following project milestones have been met: • Worked with the County Commissioner to allocate $250,000 of County funds for the SH 114/Kirkwood/Solana intersection improvements. • Saved over $50,000 by having TxDOT waive review and inspection fees on signal and intersection improvements. • Participated in the Design Concept Conference with TxDOT. This is the initial meeting that generated the Design Summary report, which is a working document and updated throughout the life of the project. • Completed development of a concept schematic and preliminary budget estimates. • Oversaw the development of design schematic. This is the first step toward full engineering design. • TxDOT and NCTCOG engagement: Mr. Hodge confirmed that TxDOT will waive all TxDOT related fees for inspection and management for the westbound frontage road project. Also, TxDOT committed to funding all related costs for the environmental assessment. TxDOT has also agreed to allow construction on the westbound portion of the road without concurrent construction on the eastbound side. This means that Southlake will be able to move forward with construction without needing to secure funding and commitment from the entities on the eastbound side of the highway. Discussions have also been held with the North Central Texas Council of Governments to ensure placement of the project on the TIP, which allows the project to receive state and federal funds. • Topographic survey, aerial mapping and utility survey (SUE Level C and D) were completed. • Kimley-Horn evaluated the ultimate intersection improvements at SH 114 and Dove and SH 114 and Kirkwood. These ultimate intersection improvements will be incorporated into the design schematic. • All right of way for improvements in Southlake city limits have been acquired. • Mr. Hodge has been working with the consultants, TxDOT and NuStar to relocate 4,700 LF of existing pipeline. Pipe relocation costs to be shared between NuStar and TxDOT. • All temporary construction easements and permanent drainage easements have been obtained with the exception of TD Ameritrade. Mr. Hodge is working with this land owner to resolve as quickly as possible. • 90% construction plans expected to be submitted to TxDOT by October. • Mr. Hodge has managed other utility relocations, easement acquisition and will continue to insure the final design stays on the projected time line. Mr. Hodge’s contract expires on September 30, 2019 and staff is recommending renewal to ensure continued oversight and facilitation of this important project. The proposed contract stipulates a 12- month term with $9,000 payable on a monthly basis up to contract letting. After letting and during construction, the proposed contract stipulates an increase of $1,000 per month. Staff anticipates that with the completion of this contract term, the following project milestones will be met: • Completion of construction drawings and accompanying documentation. • Successful letting and contract award. • Project management and oversight on behalf of the City of Southlake and its interests. The proposed contract renewal is attached and includes as Exhibit A, the expected deliverables. Financial Considerations: The SH 114 Improvements Project was funded via the FY 2019 CEDC and General Fund Capital Budgets in the amounts of $1,000,000 and $2,500,000 respectively. Funding for this contract would be paid out of that project fund. Strategic Link: The SH 114 Improvements Project links to the City’s strategy map relative to the focus areas of Infrastructure and Mobility. The specific corporate objectives that are met by this construction project are to (C2) Provide travel and convenience within the City and region and (CBO2) Enhance mobility through aggressive traffic management initiatives and capital project implementation. Citizen Input/ Board Review: There was considerable citizen input in support of this project during the public hearings that were held for the TD Ameritrade site plan. Legal Review: The proposed agreement is a standard agreement that the City Attorney has reviewed and approved. Alternatives: The Council may approve the professional consultant agreement or deny it. Supporting Documents: Jerry Hodge Bio Agreement with Hodge and Associates Staff Recommendation: Approve funding the renewal of a professional consultant agreement with Jerry Hodge and Associates for project management services for the SH114 Improvements Project in an amount not to exceed $120,000. Staff Contact: Rob Cohen, Director of Public Works Kyle D. Hogue, P.E., Deputy Director/City Engineer Jerry Hodge Bio Jerry Hodge held the position of Public Works Director in several Texas cities for over 35 years. He was twice awarded the Top Public Works official in the State of Texas by the Texas Public Works Association. His last Director’s position was with the City of Grapevine where he worked for over 20 years. In that capacity his responsibilities included engineering, building maintenance, transportation, and drainage, outside operations, water and sewer. His responsibilities also included management of planning, development and construction of all major construction projects. He was responsible for preparing the request for highway funding from both the Texas Department of Transportation and North Central Texas Council of Governments (NTCOG), and managed both highway and city project. He retired from the City of Grapevine in 2006 but remains their representative on their transportation projects. Projects he has managed and obtained funding for since his retirement include, FM2499 ($98m), Section 13 of SH121 North ($110m), SH 121 South ($61m), Hwy 26 ($14m), and the DFW Connector ($1.1B) For the past ten years Jerry Hodge & Associates has been in the transportation and access management business. We represent both cities and major developers in the Metroplex with access management, right of way acquisition, construction of roadways, and water and sewer. Hodge & Associates has performed consulting work within the City of Southlake on the Texas Turn around at SH114 and Carroll Boulevard. On that project we worked with a group of area stakeholders, obtained funding from the local entities and received matching funds of $1M from NCTCOG (Project total was $2.4M), and then managed the construction through completion. We managed the design for the Brumlow Road project. Mr. Hodge was part of the Tarrant County Bond Task Force. Hodge & Associates works with The North Central Texas Council of Governments and The Texas Department of Transportation on several projects.