Item 4F - Memo Item 4F
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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
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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.
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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