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Item 4EItem 4E ICITY OF SOUTHLAKE MEMORANDUM (August 17, 2021) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Approve Supplement Agreement No. 2 with Halff Associates, Inc. (Halff) to provide additional engineering services and construction phase services for storm drain and water line improvements near the intersection of North Peytonville Avenue and Raven Bend Court in amount not to exceed $74,700. Action Requested: Approve Supplement Agreement No. 2 with Halff Associates, Inc. (Halff) to provide additional engineering services and construction phase services for storm drain and water line improvements near the intersection of North Peytonville Avenue and Raven Bend Court in amount not to exceed $74,700. Background Information: Currently, the southern detention facility from the Shady Oaks, Phase 3 subdivision, has a non-traditional outlet that releases into the North Peytonville right of way, causing storm runoff to surface flow across the intersection of North Peytonville and Raven Bend Court. This water can be several inches deep in major rain events, posing a safety concern for the traveling public. Ribbon curbs and concrete flumes have been installed in years past to help direct the low flows nicely; however, they are quickly overwhelmed in more significant events. The current Engineering Service Agreement (ESA), executed on August 61"° 2019, provides a solution for drainage improvements at the intersection of N. Peytonville and Raven Bend Court. Improvements also include the addition of a sidewalk on the northeast corner of the intersection. The current ESA is in the amount of $59,500. Supplement Agreement No. 1 expanded the project's scope to include additional drainage and water line improvements in an amount of $41,000 and was executed on April 6t", 2021. Under Supplement Agreement No. 1, a storm system extension to Raven Bend Court is incorporated as well as water line adjustments. Supplement No. 1 also includes additional topographic survey, subsurface utility engineering services, and hydrologic and hydraulic Page 1 of 2 Item 4E analysis for downstream assessment. Due to constraints that have appeared during the design, Supplement Agreement No. 2 expands the scope to include further needed stormwater assessment and design alternatives of the drainage system. Supplement Agreement No. 2 also includes franchise utility coordination for the various lines found to be in conflict as well as additional construction phase services. Supplement Agreement No. 2 will provide the additional engineering and construction phase services for storm drain improvements in the amount not to exceed $74,700 Financial Considerations: Funding for this agreement is budgeted as part of the approved Capital Improvement Program. This agreement is within the project budget. Strategic Link: This item links to the City's Strategy Map strategic focus areas of Safety & Security, Mobility, and Infrastructure. It specifically relates to the City's Corporate Objectives, Cl: Achieve The Highest Standards Of Safety & Security, and F2: Invest To Provide & Maintain High Quality Public Assets. The Critical Business Outcome is, CBO5: Improve Quality Of Life Through Progressive Implementation Of Southlake's Comprehensive Plan Recommendations. Citizen Input/ Board Review: None. 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 Supplement Agreement No. 2 with Halff Associates, Inc. (Halff) to provide additional engineering services and construction phase services for storm drain and water line improvements near the intersection of North Peytonville Avenue and Raven Bend Court in amount not to exceed $74,700. Supporting Documents: Attachment A: Supplement Agreement No. 2 Staff Contact: Rob Cohen, Director of Public Works Kevin Ferrer, P.E., Deputy City Engineer Jeff Ginn, P.E, Civil Engineer Page 2 of 2 ENGINEER'S CONTRACT SUPPLEMENT AGREEMENT NO.2 CITY OF SOUTHLAKE THE STATE OF TEXAS TARRANT COUNTY KNOW ALL MEN BY THESE PRESENTS: THIS SUPPLEMENT AGREEMENT made and entered into this day of 2021, by and between the City of Southlake, hereinafter referred to as "City" and Halff Associates, Inc., hereinafter referred to as the "Engineer". WITNESSETH THAT: WHEREAS, the City and the Engineer entered into a contract on August 6t", 2019, to acquire professional engineering services for the N. Peytonville/Raven Bend Court Storm Drain and Sidewalk Improvements project; and WHEREAS the City desires to change the scope of the project to allow for payment of future "Additional Services" as defined in Section 2 of the Agreement; NOW, THEREFORE, it is hereby agreed between the parties hereto that the contract of N. Peytonville/Raven Bend Storm Drain and Sidewalk Improvements project, be modified as follows: SCOPE OF CHANGE The scope of the project has expanded along with the original contract, approved August 6th, 2019, and Supplement Agreement No. 1, approved April 6th, 2021, to include further stormwater assessments for downstream systems, additional drainage improvements and design alternatives, franchise utility coordination, and additional services for procurement and construction phase. COMPENSATION The total amount of additional compensation under this Supplement Agreement No. 2 is increased by an amount not to exceed $74,700, as shown in Attachment A. The Original Contract was approved on August 6th, 2019, for the amount of $59,500. Supplement Agreement No. 1 was executed on April 6th, 2021, for the amount of $41,400. TIME OF COMPLETION Engineering services to be rendered hereunder shall be complete at such time as stated in original agreement, Supplement Agreement No. 1, and this, Supplement Agreement No. 2. ORIGINAL CONTRACT All requirements of the aforesaid contract of N. Peytonville/Raven Bend Storm Drain and Sidewalk Improvements, Supplement Agreement No. 1, and this Supplement Agreement No. 2, shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused these present to be executed by their respective officers duly authorized as of the day and year first above written. • AK ' CITY OF SOUTHLAKE, TEXAS By: Robert Cohen Director of Public Works By: John Huffinan Mayor ENGINEER: HALFF ASSOCIATES, INC. By: L--- \ V Attachment "A" Scope of Work SUPPLEMENT AGREEMENT NO.2 N Peytonville Ave Storm Drain and Sidewalk Improvements Southlake, Texas GENERAL — The City of Southlake has requested design services for additional improvements at the intersection of N Peytonville Ave and Raven Bend Ct. The cross culvert under N Peytonville Ave will be evaluated under ultimate conditions for open channel improvements. This alternative would allow the City to consider an open channel design when compared to a closed conduit system for future tie-ins. Improvements will include replacement of culvert, headwalls, riprap, and pilot channel from culvert under N Peytonville Ave to culvert under Cross Timbers Dr. The improvements at Cross Timbers Dr will only include replacement of headwall and riprap on the upstream side of existing culvert as necessary. Existing culvert under Cross Timbers Dr will remain in place and no further improvements will be done downstream of it under this supplement agreement. Additional basic services Halff will provide are as follow: I. Hydrologic and Hydraulic (H&H) — Halff will evaluate ultimate conditions for open channel drainage as an alternative for downstream improvements from the cross culvert under N Peytonville Ave in order to assist culvert design considerations for future tie-ins. Halff will utilize the 2D InfoWorks ICM Model developed for the Kirkwood Branch Watershed Study. II. Topographic and Boundary Survey — Halff will provide the survey services necessary to design the proposed improvements and provide easement documents. The survey will include: 1. Field tie visible existing facilities required for final design including existing paving, curb, gutter, signs, building finished floor, building corners, pavement markings, trees, shrubs, above ground utility appurtenances, property owners, and any other surface features on and adjacent to the site. 2. Prepare a 1-ft contour interval topographic survey of the site and adjacent areas. III. Subsurface Utility Engineering (SUE) Services — Halff will perform one (1) additional test hole (Level -A) for utility location. The location of utility will be specified by City of Southlake. Halff will perform SUE in accordance to the standard guidelines as stated in the original contract approved 8/6/2019. IV. Right -of -Way and Easement Determination — Exhibits and legal descriptions for proposed right-of-way and/or easements required for construction of the project will be prepared as follows: 1 1. This scope includes the preparation of up to three (3) permanent easements within the limits of survey for this project. Additional easements, if required and requested by the City, shall be prepared and provided by the Consultant for an additional fee. 2. Exhibits/Parcels shall be prepared on 8-1/2" x 11" paper and shall include area required, area remaining, parcel number, and owner of record. Individual exhibits shall be stamped, dated, and signed by a Registered Professional Land Surveyor. 3. Legal descriptions shall reference volume, page, and owner of record and shall be incorporated into the standard City of Southlake instrument document. 4. Set new iron pins at all new corners, PC's and PT's of permanent easement when not parallel to street ROW. V. Construction Plans — Halff will prepare preliminary and final construction plans for review, permitting, bidding, construction, inspection, and record keeping. The plans will incorporate comments received during client review. These plans will pertain to the improvements as described in this supplement agreement and be included into the final plan set as described in the original contract approved 8/6/2019 and Supplement Agreement No. 1 approved 4/6/2021. 1. Halff will prepare or revise the following sheets: • Demolition Plan • Paving Grading Plan • Drainage Plan, Profile and Calculations • Structural Plans for Drainage Structures • Water Line Plan and Profile • Traffic Control Plan • Erosion Control Plan • Water Details • Retaining Wall Plan (Optional) — Upon completion of exhibits and legal descriptions for permanent easements, the City may opt to change the proposed configuration of the roadway ditch running along the northside of N Peytonville Ave by including a retaining wall to reduce the area for easement acquisitions near the culvert at the northwest quadrant of N Peytonville intersection. A fee for design services of retaining wall will be included into this supplement agreement as a separate phase and shall be omitted from total compensation until approval is given by the City of Southlake to incorporate this phase into the final plan set. 2. Adjustment for any encountered above ground utility appurtenances to grade as necessary. No design for replacement or realignment of private utilities is included in this project. Halff will endeavor to identify potential utility conflicts with proposed improvements and bring those to the attention of the City. 3. Prepare outline of technical specifications needed for this project. 4. Prepare an estimate of construction quantities and develop an opinion of probable construction cost (OPCC). 5. Submit plans, outline of technical specifications, and OPCC to the City for review. 2 6. Meet with the City of Southlake staff to discuss City comments on preliminary plans, technical specifications, and OPCC. VI. Franchise Utility Coordination — Halff will coordinate with all franchise utility companies affected by the project. Coordination will include notifying affected companies, attend any necessary meetings for utility coordination, and provide information to companies to support coordination efforts. In addition, Halff will distribute plans and proposed schedule for bidding and start of construction to franchise utility companies to obtain information regarding impacts to their facilities. VII. Procurement Phase Services — In addition to the scope of services provided in the original contract approved 8/6/2019, Halff will provide the following: 1. Assist the City staff in advertising for bids. 2. Attend and assist City staff at the City pre -bid meeting. 3. Attend and assist City staff at the City pre -construction meeting. VIII. Construction Phase Services — In addition to the scope of services provided in the original contract approved 8/6/2019, Halff will provide the following: 1. Three (3) site visits prior to completion of construction by the design engineer with a written report and photos of observation that will be submitted to the City for each visit. 2. Prepare and process change orders in accordance with City of Southlake format. 3. Review and approval of contractor's pay applications. ITEMS NOT INCLUDED IN THIS PROPOSAL: Services not identified, whether specifically noted or implied, in this proposal are considered additional services and may require a modification to the scope of services as well as an increase in the budget including but not limited to the following items: • Additional services for the design of future development (ultimate condition), outside what is specifically mentioned in this document, are not included. • Tax and permitting fees not described above. • TDLR review. • Geotechnical investigation. • Platting or zoning services. • ROW/easement consulting services. • Foundation design. • City permitting. • Environmental assessment. • Construction SW3P • CCTV inspection. • Construction surveying. • Construction inspection services. • Construction material testing. 3 • Traffic analysis. • Services required after final acceptance of construction work. • Revisions to drawings previously approved by the Client due to changes in: project scope, budge, schedule, or when such revisions are inconsistent with written approvals or instructions previously given; enactment or revision codes, laws, or regulations subsequent to the preparation of such documents. • Preparation of presentation materials for marketing or purposes other than those defined above. • Provide consultation, drawings, reports, or other work products related to permits, approvals and ordinances not described above. • Providing professional services for the field selection of plant materials. • Providing services other than those outlined above. 11 Attachment `B" Schedule SUPPLEMENT AGREEMENT NO.2 North Peytonville Storm Drain and Sidewalk Improvements Southlake, Texas ITEM Hydrologic and Hydraulic Survey SUE — Level A Pre -Final Plans (95% Submittal) Final Plans (100% Submittal) SCHEDULE Thirty (30) calendar days of receipt of the written Notice -To -Proceed from the City. Thirty (30) calendar days of receipt of the written Notice -To -Proceed from the City. Thirty (30) calendar days of receipt of the written Notice -To -Proceed and approval of test hole layout from the City. Thirty (30) calendar days of receipt of the written Notice -To -Proceed from the City. Forty -Five (45) calendar days of receipt of comments from the City. 5 Attachment "C" Fee Summary SUPPLEMENT AGREEMENT NO.2 North Peytonville Storm Drain and Sidewalk Improvements Southlake, Texas ITEM COST Hydrologic and Hydraulic $ 5,000 Topographic Survey and Boundary Survey $ 2,600 Subsurface Utility Engineering $ 3,000 Right -of -Way and Easement Determination ($2,500/each) $ 7,500 Construction Plans $ 34,000 Retaining Wall Plan (Optional) $ 7,500 Franchise Utility Coordination $ 7,500 Procurement Phase Services $ 2,400 Construction Phase Services $ 5,200 TOTAL FEE FOR SUPPLEMENT AGREEEMENT NO.2 $ 74,700 Total fee under this supplement agreement will be billed to N Peytonville Ave Storm Drain and Sidewalk Improvements as a lump sum not to exceed $74,700. The total fee for N Peytonville Ave Storm Drain and Sidewalk Improvements will increase from $100,600.00 to $175,300. The estimated fee shall be considered a lump sum fee as shown above. Costs incurred will be carefully monitored during the progress of this project and will not be exceeded without prior approval from the client. Services will be invoiced monthly, based on the percentage of work completed. The budget established above does not include revisions to the scope of work after the Notice -to - Proceed. If revisions are requested by the client, a revision to the scope and budget will be required. Payment for services authorized and rendered are not contingent on third parry agreements. Furthermore, Halff Associates may withhold drawings, documents, reports, or any other tangible items produced under the terms of this agreement until all outstanding invoices are paid. Unless otherwise stated, fees quoted in this proposal exclude state and federal sales taxes on professional services. Current Texas law requires assessment of sales tax on certain kinds of surveying services but does not require sales taxes on other professional services. If new or additional state or federal taxes are implemented on the professional services provided under this contract during the term of the work, such taxes will be added to the applicable billings and will be in addition to the quoted fees. Pursuant to Article V. Additional Engineering Services outlined in the contract documents, the following rate table shall be used to calculate fees based on labor category specialty. These shall only be used at the request of the City and for items not specifically identified within Attachment A as part of this project. The rate table below includes all direct salaries, overhead, and profit. 0