Item 4L - Memo
M E M O R A N D U M
(October 1, 2019)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Approve a professional services 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: Approve a professional services agreement with Jerry Hodge and
Associates for project management services for the SH114
Improvements Project in an amount not to exceed $120,000.
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 on schedule.
• 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 per the established schedule.
• 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, per the planned schedule.
• 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