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Item 4F - Memo Item 4F Page 1 of 3 M E M O R A N D U M (October 6, 2020) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Approve the renewal of a professional consultant agreement with Jerry Hodge and Associates for project management services for the SH 114 Improvements Project in an amount not to exceed $120,000. Action Requested: Approve the renewal of a professional consultant agreement with Jerry Hodge and Associates for project management services for the SH 114 Improvements Project in an amount not to exceed $120,000. Background Information: The City contracted the services of Jerry Hodge and Associates since 2016 with subsequent renewals the past 4 years. Mr. Hodge has been the project team leader of the frontage roads on SH 114 between Dove Road and Kirkwood Boulevard, and the completed intersection improvements at SH 114 and Kirkwood Boulevard and SH 114 and Dove Road and the ongoing utility relocation project along SH 114. 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: • Despite the onset of the Coronavirus pandemic, he was successful in working with TxDOT to finalize the Environmental Clearance of the project by conducting a virtual Public Meeting which allowed the bidding of the project to proceed and remain on schedule. • Took on the responsibility, at no additional cost to the City of Southlake, to coordinate the design and relocation of the public utilities of the City of Southlake, the Town of Westlake Item 4F Page 2 of 3 and Trophy Club MUD No. 1 which are required for the expansion of the SH 114 frontage road improvements. • Negotiated the utility agreement with TxDOT and the three (3) public utility operators that provides for the reimbursement of sanitary sewer relocation costs of the public utilities. • Managed and delivered the SH 114 Frontage Road Expansion Project for construction with minimal engagement and use of City of Southlake staff allowing city staff to focus on their normal duties. • Obtained all required temporary construction easements. • Prime recipient of all complaints during the construction phase of the project. Mr. Hodge’s contract expires on September 30, 2020 and staff is recommending renewal to ensure continued oversight and facilitation of this important project. The proposed contract (Attachment A) stipulates a 12-month term with $10,000 payable on a monthly basis up to contract letting. Staff anticipates that with the completion of this contract term, the following project milestones will be met: • Successful relocation of water and wastewater lines in preparation for the frontage road construction. • Successful letting and contract award. • Project management and oversight on behalf of the City of Southlake and its interests. Financial Considerations: Funding for this contract renewal is budgeted as part of the approved Capital Improvement Program. The agreement is within the project budget. Strategic Link: This item links to the City’s Strategy Map strategic focus areas of Mobility and Infrastructure. It specifically relates to the City’s Corporate Objective, C2: Provide Travel Convenience Within City & Region. The Critical Business Outcome is, CBO2: Enhance Mobility Through Aggressive Traffic Management Initiatives And Capital Project Implementation. Citizen Input/ Board Review: None. Item 4F Page 3 of 3 Legal Review: The proposed agreement is a standard agreement that the City Attorney has reviewed and approved. Alternatives: The City Council may approve or deny the agreement. Staff Recommendation: Approve the renewal of a professional consultant agreement with Jerry Hodge and Associates for project management services for the SH 114 Improvements Project in an amount not to exceed $120,000. Supporting Documents: Attachment A: Contract Extension with Jerry Hodge and Associates Staff Contact: Rob Cohen, Director of Public Works September 17, 2020 Mr. Robert Cohen Director of Public Works City of Southlake 1400 Main Street, 3rd Floor Southlake, TX 76092 Re: Contract Extension – Jerry Hodge & Associates, LLC Dear Rob: This letter shall serve as the written agreement to extend the contract between the City of Southlake and Jerry Hodge & Associates, LLC dated October 1, 2017 as noted in Section 2, Term, of said contract for a period of 12 months. The Term “CONSULTANT” in the existing contract is hereby amended to reflect Jerry Hodge & Associates, LLC. Exhibit A to the existing contract is hereby amended to incorporate Project Management Services for the frontage road to the Scope of Services provided by Jerry Hodge & Associates, LLC and to update the project time line as follows: • Act as the project team leader during the construction phase of the SH14 Utility Relocation Project in advance of the frontage road improvements construction project between Dove Road and Kirkwood Blvd. This item was not included in the original contract. These services will be provided at no additional cost to the City of Southlake. • Act as project team leader in managing the relocation of twelve (12) utilities in advance of the frontage road expansion project; • Act as the project team leader during the construction phase of the frontage road improvements project between Dove Road and Kirkwood Blvd; • Act as prime recipient of public comments and complaints during construction of the project and work with project team and contractor to resolve concerns expressed; • Meet with Kimley Horn & Associates and other Project Team members to coordinate resolution of issues during the duration of the construction of the utility relocations and the frontage road improvements; • Act as project team leader to ensure that various commitments to the adjacent property owners are implemented as intended and agreed to. It should be noted that the aforementioned commitments to the adjacent landowners allowed the necessary Right-of-Way for the project to be obtained at no additional expense to the City of Southlake. • As noted in Exhibit A to the existing contract, Jerry Hodge & Associates LLC shall be paid at a rate of $10,000.00 per month which shall continue until construction/relocation of utilities and frontage road improvements are completed. Mr. Robert Cohen Page 2 of 2 September 17, 2020 Subsequent contract extensions shall comply with Section 2, Term of the existing contract. Contract extension shall be effective October 1, 2020. Sincerely, Approved Jerry L. Hodge Laura Hill, Jerry Hodge & Associates, LLC Mayor, City of Southlake Cc: Shana Yelverton, City Manager