Item 4R - MemoItem 4R
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M E M O R A N D U M
(April 5, 2022)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Approve an Engineering Services Agreement with KSA
Engineers, Inc. (KSA) to provide engineering design services
for erosion protection improvements at Timarron Creek near
Longford Drive in an amount not to exceed $115,000.
Action
Requested: Approve an Engineering Services Agreement with KSA Engineers,
Inc. (KSA) to provide engineering design services for erosion
protection improvements at Timarron Creek near Longford Drive in
an amount not to exceed $115,000.
Background
Information: The purpose of this project is to reinforce several areas where the
city’s wastewater infrastructure has been exposed to excessive
erosion. Two sanitary sewer manholes and a sewer pipeline are
exposed to stream flows, potentially compromising the integrity of the
sewer system. The field work will be confined to Timarron Creek near
Longford Drive in the Wyndsor Creek subdivision.
The project will include design improvements to provide armoring
protection to sanitary sewer infrastructure that has become
compromised. The desire is to implement permanent erosion control
along the bank, restore the sanitary sewer manhole to its previous
state and restore protection to the sanitary sewer line so that critical
infrastructure is protected to preserve the integrity of the wastewater
system. These improvements are based on recommendations
assembled by Jones & Carter in the Preliminary Engineering Report
titled V.2 Final Southlake Channel Erosion Control Improvements,
dated February 10, 2022.
The scope of services includes design, surveying, bid phase and
construction administration. The agreement also includes additional
contingency of $15,840 for unforeseen changes to the project scope
that would be deemed necessary. Special services identified within
this agreement will require additional written authorization by the
City.
Item 4R
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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: These items link to the City’s Strategy Map strategic focus areas of
Safety & Security, Infrastructure, and Performance Management &
Service Delivery. It specifically relates to the City’s Corporate
Objectives, C1: Achieve The Highest Standards Of Safety &
Security, and F2: Invest To Provide & Maintain High Quality Public
Assets. The Critical Business Outcome is, CBO3: Engage In
Thoughtful Planning To Ensure Continued High Quality
Development That Is Integrated Well Into The Current Built
Environment.
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.
Supporting
Documents: Attachment A: Engineering Services Agreement
Staff
Recommendation: Approve an Engineering Services Agreement with KSA Engineers,
Inc. (KSA) to provide engineering design services for erosion
protection improvements at Timarron Creek near Longford Drive in
an amount not to exceed $115,000.
Staff
Contact: Rob Cohen, Director of Public Works
Kevin Ferrer, P.E., Deputy City Engineer
Kevin Taylor, P.E., Civil Engineer
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AGREEMENT FOR ENGINEERING SERVICES
THIS AGREEMENT is made this _____ day of ____________, 2022 by and
between the City of Southlake, Texas (hereinafter referred to as “CITY”), and KSA
Engineers, Inc. (hereinafter referred to as “ENGINEER”).
WHEREAS, CITY contemplates the need for the design of permanent erosion
control and stream stabilization measures at three sites where City of Southlake
sanitary sewer facilities are near or within Timarron Creek. This project is to be known
as the Erosion Protection Improvements at Timarron Creek near Longford Drive project
and hereinafter referred to as the “Project”.
WHEREAS, ENGINEER is qualified, able, and desirous of performing the
necessary engineering work upon which the Project is based and is willing and able to
work with CITY staff to organize and coordinate the professional services necessary to
complete the Project.
NOW, THEREFORE, CITY engages ENGINEER to perform, and ENGINEER
agrees to perform, the engineering work for the Project, as more fully described herein
below, and CITY agrees to pay as compensation, and ENGINEER agrees to accept as
compensation, the payments on the dates and in the amounts herein specified, all in
accordance with the terms more fully set out below and as provided in Attachment A
which is attached hereto and incorporated by reference as if fully set forth herein.
I. ARTICLE
ENGINEERING SERVICES
A. Scope of Work
ENGINEER will provide the supervision, direction, personnel and equipment to
perform the engineering Services outlined in Attachment A in accordance with the terms
set forth in this Agreement and in Attachment A.
B. Definitions
Services refer to the professional services performed by ENGINEER pursuant to
this Agreement.
C. Changes
CITY, without invalidating the Agreement, may order changes within the general
scope of the work required by the Agreement by altering, adding to and/or deducting
from the work to be performed. If any change causes an increase or decrease in
ENGINEER’s cost of, or the time required for, the performance of any part of the
Services under the Agreement, an equitable adjustment will be made by mutual
Attachment A
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agreement and this Agreement shall be modified in writing accordingly.
D.Coordination with Owner
The CITY shall make available to ENGINEER for use in performing Services
hereunder all existing plans, maps, field notes, statistics computations and other data in
the CITY’s possession relative to existing facilities and to the Project.
E.Site and Local Conditions
ENGINEER has the right to examine the site in order to become acquainted with
local conditions and accepts conditions at the site unless otherwise noted in writing to
the CITY. Any coordination or scheduling of work by CITY shall not relieve ENGINEER
from its responsibilities specified hereunder. Necessary arrangement for access to any
site by ENGINEER’s employees will be made with CITY.
F.Assignment and Subcontractors/Third Party Rights
The rights and obligations covered herein are personal to each party hereto and
not to any third party and for this reason neither this Agreement nor any contract
hereunder shall be assigned by either party in whole or in part; nor shall ENGINEER
subcontract any of its obligations under this Agreement without the prior written consent
of CITY.
G.Independent Contractor
ENGINEER covenants and agrees that it will perform the work hereunder as an
independent contractor, and not as an officer, agent, servant, or employee of CITY; that
ENGINEER shall have exclusive control of and exclusive right to control the details of
the work performed hereunder, and all persons performing same, and shall be solely
responsible for the acts and omissions of its officers, agents, employees, contractors,
subcontractors, and consultants; that the doctrine of respondent superior shall not apply
as between CITY and ENGINEER, its officers, agents, employees, contractors,
subcontractors, and consultants, and nothing herein shall be construed as creating a
partnership or joint enterprise between CITY and ENGINEER.
H.Disclosure
By signature of this contract, ENGINEER warrants to CITY that it has made full
disclosure in writing of any existing conflicts of interest or potential conflicts of interest,
including personal financial interests, direct or indirect, in property abutting the
proposed Project and business relations with abutting property owners. ENGINEER
further warrants that it will make disclosure in writing of any conflicts of interest that
develop subsequent to the signing of this contract and prior to final payment under the
contract. Finally, Engineer warrants that it has submitted to the City a completed
Conflicts of Interest Questionnaire as required by Chapter 176 of the Texas Local
Government Code.
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I.Approval by CITY
Approval by CITY of this Agreement shall not constitute or be deemed to be a
release of the responsibility and liability of ENGINEER, its officers, agents, employees,
and subcontractors for the accuracy and competency of the Services performed under
this Agreement, including but not limited to surveys, designs, working drawings and
specifications and other engineering documents.
Such approval shall not be deemed to be a waiver or an assumption of such
responsibility and liability by CITY for any negligent act, error, or omission in the
performance of ENGINEER’s professional services or in the conduct or preparation of
the subsurface investigations, surveys, designs, working drawings and specifications or
other engineering documents by ENGINEER, its officers, agents, employees and
subcontractors, it being the intent of the parties that approval by CITY signifies the
CITY’s approval of only the general design concept of the Improvements to be
constructed.
J.Indemnification
ENGINEER SHALL AND DOES HEREBY AGREE TO INDEMNIFY AND HOLD
HARMLESS CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES FROM ANY AND
ALL DAMAGES, LOSS OR LIABILITY OF ANY KIND WHATSOEVER, BY REASON
OF DEATH OR INJURY TO PROPERTY OR PERSON CAUSED BY ANY OMISSION
OR NEGLIGENT ACT OF ENGINEER, ITS OFFICERS, AGENTS, EMPLOYEES,
INVITEES, OR OTHER PERSONS FOR WHOM IT IS LEGALLY LIABLE, WITH
REGARD TO THE PERFORMANCE OF THIS CONTRACT, AND ENGINEER WILL,
AT ITS COST AND EXPENSE, DEFEND, PAY ON BEHALF OF, AND PROTECT CITY
AND ITS OFFICERS, AGENTS, AND EMPLOYEES AGAINST ANY AND ALL SUCH
CLAIMS AND DEMANDS. THE PROVISIONS OF THIS SECTION ARE SUBJECT TO
THE LIMITATIONS OF TEXAS LOCAL GOVERNMENT CODE SECTION 271.904
AND SHALL BE CONSTRUED TO THAT EFFECT.
K.No Third Party Beneficiary
For purposes of this Agreement, including its intended operation and effect, the
parties specifically agree and contract that: (1) this Agreement only affects
matters/disputes between the parties to this Agreement, and is in no way intended by
the parties to benefit or otherwise affect any third person or entity (except the
indemnitees identified or described in Article I, Section J., above), notwithstanding the
fact that such third person or entities may be in a contractual relationship with CITY and
ENGINEER, or both; and (2) the terms of this Agreement are not intended to release,
either by contract or operation of law, any third person or entity from obligations they
owe to either CITY or ENGINEER.
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L.Successors and Assigns
CITY and ENGINEER each bind themselves and their successors, executors,
administrators and assigns to the other party to this Agreement and to the successors,
executors, administrators and assigns of such other party with respect to all covenants
of this Agreement. Neither CITY nor ENGINEER shall assign or transfer its interest in
this Agreement without prior written consent of the other.
II. ARTICLE
CITY’S RESPONSIBILITIES
CITY will:
1.Provide full information as to CITY’s requirements for the Project;
2.Assist ENGINEER by placing at ENGINEER’s disposal all information in
CITY’s control or knowledge which is pertinent to the Project, including
executed right-of-way easements and final field survey data;
3.Examine all work presented by ENGINEER and respond within
reasonable time and in writing to the material submitted by ENGINEER;
4.Pay all costs incident to advertising for obtaining bids or proposals from
Contractors;
5.Give prompt written notice to ENGINEER whenever CITY observes or
otherwise becomes aware of any defect in ENGINEER’s work or in
Contractor’s work;
6.Designate in writing a person to act as its representative with respect to
this Agreement, such person having complete authority to transmit
instructions, receive information, and make or interpret the CITY’s
decisions;
7.Provide all information and criteria as to the CITY’s requirements,
objectives, and expectations for the Project including all numerical criteria
that are to be met and all standards of development, design, or
construction.
8.Provide to the ENGINEER all previous studies, plans, or other documents
pertaining to the Project and all new data reasonably necessary in the
ENGINEER’s opinion, such as site survey and engineering data,
environmental impact assessments or statements, zoning or other land
use regulations, etc., upon all of which the ENGINEER may rely; and
9.Arrange for access to the site and other private or public property as
required for the ENGINEER to provide its services.
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10.Provide any other information or assistance as outlined in Attachment B
hereto.
III. ARTICLE
COMPENSATION FOR ENGINEERING SERVICES
The CITY shall compensate ENGINEER for services rendered under this
Agreement, in accordance with the following:
For the completion of the work contemplated in Article I, the ENGINEER shall be
paid on a lump sum basis in the amount of $53,900 for Basic Services and on an hourly
basis plus expenses in an amount not to exceed $45,260 (as outlined in the attached
proposal) with a total not to exceed cost ceiling of $99,160 as billed monthly by
ENGINEER.
IV. ARTICLE
TIMES OF BILLING AND PAYMENT
The ENGINEER shall bill CITY monthly for any services and expenses incurred
in accordance with the work performed subject to the limits set out in Article III.
Payment shall be due within thirty (30) days of receipt by CITY of a properly prepared
and correct invoice from ENGINEER. ENGINEER’s invoices shall be accompanied by
such records or other written proof as CITY deems necessary to verify the billings.
Invoices shall be made to City Finance Department’s office at 1400 Main Street,
Suite 440, Southlake, Texas 76092.
If CITY fails to make payment due ENGINEER within thirty (30) days of the day
when payment for services and expenses is due under the terms of this Agreement,
ENGINEER shall be entitled to interest on such unpaid sums at the rate provided in
Chapter 2251 of the Texas Government Code.
V. ARTICLE
ADDITIONAL ENGINEERING SERVICES
In addition to performing the engineering services set out in Article I, hereof,
ENGINEER agrees to perform additional services as requested by CITY from time to
time and CITY agrees to compensate ENGINEER for such services in accordance with
ENGINEER’s standard hourly fee and expenses (see Attachment B) for actual time
expended and actual out-of-pocket sums expended, such services to be one or more of
the following:
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1.Make or prepare detailed description of sites, maps, or drawings related
thereto and outside the scope of the Project;
2.Appearances before courts or boards on matters of litigation or hearings
related to the Project;
3.Preparation of environmental impact assessments or statements for any
governmental agency;
4.Miscellaneous engineering work for CITY not related to the Project;
5.To provide resident project construction inspection, unless such
inspection is not required, in writing, by the CITY;
6.Other services agreed to by the parties in writing and incorporated herein.
VI. ARTICLE
STANDARD OF CARE
In performing its professional services, the ENGINEER will use that degree of
care and skill ordinarily exercised, under similar circumstances, by reputable members
of its profession in the same locality at the time the services are provided and in
accordance with any applicable governmental laws, regulations and ordinances.
VII. ARTICLE
PERIOD OF SERVICE
This Agreement shall be effective upon execution by CITY and ENGINEER, and
shall remain in force until work is completed on the Project or until terminated under the
provisions hereinafter provided in Article VIII.
VIII. ARTICLE
TERMINATION
The CITY may terminate this Agreement at any time for convenience, with or
without cause by giving written notice to the ENGINEER. Such termination may be
made effective on such future date as agreed by the parties, but absent such
agreement shall be immediate. Upon receipt of such notice the ENGINEER shall
immediately discontinue all services and work and the placing of all orders or the
entering into contracts for supplies, assistance, facilities, and materials in connection
with the performance of this Agreement and shall proceed to cancel promptly all
existing contracts insofar as they are chargeable to this Agreement.
The ENGINEER, upon termination, shall be paid for all services rendered
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through the date of termination together with any additional reimbursable expense then
due.
IX. ARTICLE
OWNERSHIP OF DOCUMENTS
1.All completed or partially completed reports prepared under this
Agreement, including the original drawings in both paper and electronic
formats, shall become the property of CITY if this Agreement is
terminated. Upon completion and payment of the contract, the final
design, drawings, specifications and documents in both paper and
electronic formats shall be owned by CITY.
2.Reuse, change or alteration by CITY or others acting by or on behalf of
CITY of such documents without the permission of ENGINEER shall be at
CITY’s sole risk.
X. ARTICLE
INSURANCE
ENGINEER shall carry and maintain at all times relevant hereto, at ENGINEER’s
expense, insurance of the type and of minimum coverage limits as follows:
1.Workers Compensation - Statutory Employer’s Liability - Limits as
required by the State of Texas.
2.Comprehensive General Liability, Bodily Injury and Property Damage
including contractual liability in a combined single limit - $500,000 per
occurrence.
3.Comprehensive Automotive Liability, Bodily Injury and Property Damage
in a combined single limit - $1,000,000 per accident.
Certificates of insurance for the above coverage in a form acceptable to CITY,
evidencing the coverage required above, shall be provided to CITY within ten (10)
business days after execution of this Agreement and prior to issuing Notice to Proceed.
Such certificates shall provide that the insurer will give CITY not less than ten (10) days
notice of any material changes in or cancellation of coverage. In the event any
subcontractor of ENGINEER, with or without CITY’s consent, provides or renders
services under this Agreement, ENGINEER shall ensure that the subcontractor’s
services are covered by the same insurance limits as set forth above.
ENGINEER shall not commence work under this Agreement until it has obtained
Professional Liability (Errors and Omissions) Insurance as required hereunder and such
insurance coverage has been approved by CITY. Such insurance shall be in the
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minimum amount of $1,000,000 and shall include coverage of Contractually Assumed
Liability. The insurance coverage prescribed herein shall be maintained until one (1)
year after CITY’s acceptance of the construction project and shall not be canceled
without prior written notice to CITY. In this connection, upon the signing and return of
this Agreement by ENGINEER, a Certificate of Insurance shall be furnished to CITY as
evidence that the insurance coverage required herein has been obtained by
ENGINEER, and such certificate shall contain the provision that such insurance shall
not be cancelled or modified without thirty (30) days prior written notice to CITY.
ENGINEER shall notify CITY within ten (10) days of any modification or alteration in
such Professional Liability (Errors and Omissions) Insurance.
XI. ARTICLE
AUTHORIZATION, PROGRESS AND COMPLETION
CITY and ENGINEER agree that the Project is planned to be completed by
September 7, 2022. ENGINEER shall employ manpower and other resources, and use
professional skill and diligence to meet the schedule; however, ENGINEER shall not be
responsible for schedule delays resulting from conditions beyond its control. By mutual
agreement, CITY and ENGINEER may modify the Project schedule during the course
of the Project and if such modifications affect ENGINEER’s compensation, it shall be
modified accordingly, subject to CITY’s approval.
It is understood that this Agreement contemplates full and complete engineering
services for this Project, including any and all Services necessary to complete the work.
For additional Engineering Services, the authorization by CITY shall be in writing and
shall include the definition of the services to be provided, the schedule for commencing
and completing the services, and the basis for compensation as agreed upon by CITY
and ENGINEER.
XII. ARTICLE
NOTICE
Any notice required under this Agreement will be in writing and given either
personally, by registered or certified mail, return receipt requested, or by a nationally
recognized overnight courier service, addressed to the parties as follows:
If to CITY:Shana Yelverton
City Manager
City of Southlake
1400 Main Street, Suite 460
Southlake, Texas 76092
Phone: 817-748-8400
Fax:817-748-8010
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If to ENGINEER:Abiel Carrillo, P.E.
Municipal Team Leader
KSA Engineers, Inc.
8866 Synergy Drive
McKinney, Texas 75070
Phone: (972) 542-2995
Fax: (800) 224-9418
All notice shall be effective upon the date of receipt.
XIII. ARTICLE
SEVERABILITY
In the event that any provision of this Agreement shall be found to be void or
unenforceable, such finding shall not be construed to render any other provisions of this
Agreement either void or unenforceable. All provisions, which are void or
unenforceable, shall not substantially affect the rights or obligations granted to or
undertaken by either party.
XIV. ARTICLE
VENUE-LAW
Venue of any suit or cause of action under this Agreement shall lie exclusively in
Tarrant County, Texas. This Agreement shall be construed in accordance with the laws
of the State of Texas.
IN WITNESS WHEREOF the parties have caused this Agreement to be
executed in two equal originals on the date and year first above mentioned.
CITY OF SOUTHLAKE:
By:_________________________________
John Huffman, Mayor
ATTEST:
By:_________________________________
City Secretary
Joncie Young, P.E.
Director of Client Services
KSA Engineers, Inc.
140 E Tyler St # 600
Longview, TX 75601
c/o Abiel Carrillo, P.E.
Municipal Team Leader
Phone: (972) 542-2995
Fax: (800) 224-9418
EXHIBIT A – KSA PROPOSAL DATED 3-10-22
SCOPE OF SERVICES
Erosion Protection Improvements at Timarron Creek near Longford Drive
Erosion Protection Improvements at Timarron Creek near Longford Dr - City of Southlake Page 1 of 7
I. PROJECT DESCRIPTION
The project involves the design of permanent erosion control and stream stabilization
measures at 3 sites where City of Southlake sanitary sewer facilities are near or within
Timarron Creek within the open space of the Wyndsor Creek subdivision.
The design will be based on recommendations assembled by Jones|Carter in the Preliminary
Engineering Report (“the PER”) titled V.2 Final Southlake Channel Erosion Control
Improvements, dated 2-10-22. For reference, this group of sites is described as “1001
Longford” in the PER.
II. GENERAL REQUIREMENTS
A. Specific design requirements shall be obtained from the City of Southlake
Engineering Design Standards, and supporting references and material types will
be based on recommendations contained in the PER. Other criteria would be
discussed with the city during the early stages of design.
B. Plans will be populated with the requirements of the City’s Construction Plan
Checklist, as applicable for this type of project.
C. KSA will show 811 utility line spots and submit information to franchise utilities at
the city’s direction.
D. Each time KSA prepares plans and/or specifications to the city, electronic copies
of each shall be submitted, unless otherwise requested. These shall be reviewed
and checked by city and returned to KSA with comments. When the corrected
copies of the plans and specifications are returned to the city, the original and
reviewed plans and specifications shall also be returned with a summary of
changes. Plans, specifications, documents, provisions, attachments, and
correspondence provided in accordance with this contract will be dated.
E. KSA will submit monthly project updates, and updated schedules with milestone
deliveries.
F. Where approved by the city, we will implement the use of site photos and field
measurements to convey information to the contractor if a topographic survey is
not used.
EXHIBIT A – KSA PROPOSAL DATED 3-10-22
SCOPE OF SERVICES
Erosion Protection Improvements at Timarron Creek near Longford Drive
Erosion Protection Improvements at Timarron Creek near Longford Dr - City of Southlake Page 2 of 7
III. TASK SUMMARY
A. SCHEMATIC DESIGN AND WORKSHOP
1. Field Investigations - We anticipate field reviews to collect measurements,
and photos, to support the construction drawings where a topographic
survey may not capture sufficient detail of specific erosion patterns,
vegetation, and other features.
2. Design – KSA will prepare a conceptual schematic design. The intent is to
review the proposed improvements with the city at one workshop-style
session. The schematic will be scaled and will show all major elements of
design. The intent of this design stage is to receive approval of the design
methods and discuss modifications to the recommendations of the PER
based on the topographic data and/or field investigations.
3. Opinion of Construction Cost (OPCC) – KSA will prepare a planning-level
OPCC, and deliver along with the schematic design.
4. Utility Coordination – KSA, at the direction of the city will distribute the
schematic design to city and franchise utility contacts to evaluate the need
for, or make adjustments to attempt to avoid, unanticipated relocations.
B. PRELIMINARY DESIGN PLANS (60%)
1. Design – Once the schematic plans are approved, we will prepare and submit
electronic Preliminary Design Plans for review that are printable on 11” x 17”
sheets. Preliminary Design Plans must be approved by the city prior to KSA
commencing with the preparation of Final Design Plans. The use of a specific
scale will depend on the activation of topographic survey. Preliminary Design
Plans will include, at a minimum, the following information:
a. Title Sheet/Index
b. Project Layout & Intent
c. Site 1 Design Sheets
d. Site 2 Design Sheets
e. Site 3 Design Sheets
f. Typical Sections, Details and other Relevant Drawings
g. Conceptual Temporary Construction Controls
EXHIBIT A – KSA PROPOSAL DATED 3-10-22
SCOPE OF SERVICES
Erosion Protection Improvements at Timarron Creek near Longford Drive
Erosion Protection Improvements at Timarron Creek near Longford Dr - City of Southlake Page 3 of 7
2. OPCC – KSA will update the OPCC to reflect the Preliminary Design and
comments from the Schematic Design.
3. Utility Coordination – KSA will prepare submittals for franchise utility use in
determining potential conflicts with the proposed improvements. It is
assumed that the city would be the utility contact for the known interactions
with sanitary sewer facilities.
4. Design Review and Field Meetings – We anticipate holding a review meeting
at the city and/or on site to review the plans.
C. FINAL DESIGN / CONSTRUCTION PLANS (90%/100%) – Once the Preliminary Plans
are completed and reviewed, KSA will continue design through Final Design stage.
Final Design Plans shall be consistent with the content and format of the
Preliminary Design Plans and shall include the following:
a. Title Sheet/Index
b. Project Layout & Intent
c. Final Site 1 Design Sheets
d. Final Site 2 Design Sheets
e. Final Site 3 Design Sheets
f. Cross Sections
g. Typical Sections, Details and other Relevant Drawings
h. Temporary Construction Controls
Plan delivery is anticipated to be electronic, but Consultant shall print hard copies
if requested by city.
5. Construction Opinion of Cost – We will update the OPCC according to the
advancement of the plans.
6. Final Plans, Specs, and Estimate (PSE) – Once all comments from the city are
addressed, KSA will produce the Project Manual, using the city’s template and
boilerplate documents, and plot and seal the PSE package.
D. COMPLETION OF RECORD DRAWINGS – KSA will prepare construction Record
Documents based on information received from the Construction Contractor. Our
project plan assumes receiving redline markups from the Contractor within 30
days of final completion.
EXHIBIT A – KSA PROPOSAL DATED 3-10-22
SCOPE OF SERVICES
Erosion Protection Improvements at Timarron Creek near Longford Drive
Erosion Protection Improvements at Timarron Creek near Longford Dr - City of Southlake Page 4 of 7
IV. TASK SUMMARY, SPECIAL SERVICES
A. Topographic Design Survey – KSA will furnish a survey field party to collect field
information to prepare detailed plans, specifications, and contract documents
consistent with prevailing engineering standards. This field information will be
based on the city’s survey standards (or NAD-83 in the absence of a preference)
and will be limited to the project area plus a 15-20 ft buffer. KSA intends to sub-
contract these services with Surveying and Mapping, LLC (SAM).
B. Resident Coordination Meeting – We will plan for an informal meeting with the
residents that live near the project, in conjunction with a regularly scheduled site
visit or plan review site visit with the city.
C. Coordination with other Consultants – We understand that the city may elect to
compile the design work of more than one Consultant into a single plan set and
Project Manual. This optional task involves the integration of other Consultant’s
work into KSA’s Design Plans. We expect the work of other Consultants to be
sealed by the third-party engineer and delivered as an electronic set of complete
sheets in PDF format. KSA will incorporate into the plan set as-is and would not be
responsible for issues that arise from the information contained in those sheets.
D. RPR Services – KSA can provide Resident Project Representative services to
observe the work of the contractor during construction. Because of the nature of
the project, we anticipate that the most substantial work is completed within the
first 5-6 weeks of construction.
E. Bid Phase Services – If requested, KSA will support the city with basic bid phase
services, to include the following tasks:
1. Preparation of Bid documents
2. RFIs and Clarifications - Assisting City Staff with clarifications of plans and
specifications, and RFI responses
3. Addenda – Clarifications and interpretations of Design, excludes additional
design not included in original scope.
4. Reviewing Qualifications, Tabulation of Bids - Assisting City Staff with
review of Contractor’s qualifications and Tabulation of Bids
5. Conformed Documents – Incorporating addenda/RFI/clarifications into
conformed documents for use during construction
EXHIBIT A – KSA PROPOSAL DATED 3-10-22
SCOPE OF SERVICES
Erosion Protection Improvements at Timarron Creek near Longford Drive
Erosion Protection Improvements at Timarron Creek near Longford Dr - City of Southlake Page 5 of 7
6. Preparation of Information for Award – Prepare bid information letter for
consideration of award
7. Online Bidding Platform Management – Distribute plans and issue notices
and addenda through the Civcast planholder management system
(www.civcastusa.com).
F. Basic Construction Administration – These services are intended to assist the city
in administering the contract for construction, monitoring the performance of the
construction Contractor, verifying that the Contractor’s work is in substantial
compliance with the contract documents, and assisting the city in responding to
the events that occur during construction. Consultant shall provide Construction
Administration Services as defined below.
1. Pre-Construction Conference – KSA will attend the preconstruction
conference with the Contractor to review the Project communication,
coordination and other procedures and discuss the Contractor’s general
work plan and requirements for the Project.
2. Review of Shop Drawings, Samples and Submittals – KSA will receive and
review the Contractor’s shop drawings, samples and other submittals for
conformance with the design concept and general compliance with the
requirements of the contract for construction. KSA will log and track shop
drawings, samples and submittals.
3. Requests for Information – KSA will review the Contractor’s requests for
information or clarification of the contract for construction. KSA will track
the requests and issue responses to the City.
4. Site Visits – Perform periodic visits to project site during the course of
construction.
5. Review of Contractor’s Requested Changes – KSA will review Contractor-
requested changes to the contract for construction. KSA will make
recommendations to the city regarding the acceptability of the
Contractor’s request. Upon agreement and approval, KSA will prepare
change order documents for processing.
EXHIBIT A – KSA PROPOSAL DATED 3-10-22
SCOPE OF SERVICES
Erosion Protection Improvements at Timarron Creek near Longford Drive
Erosion Protection Improvements at Timarron Creek near Longford Dr - City of Southlake Page 6 of 7
6. Final Punch List and Field Reviews – KSA will attend final site walkthrough
at the request of city staff with Contractor and provide comments to city
staff for inclusion in the punch list.
V. EXCLUSIONS - The following services are beyond the Scope of Services described in the tasks
above. However, KSA can provide these services, if needed, upon the city’s request. Any
additional amounts paid to the Consultant as a result of any material change to the Scope of the
Project shall be agreed upon in writing by both parties before the services are performed.
These Additional Services include the following:
a. Construction Staking
b. Monumentation Services
c. Environmental Services
d. Right of Way investigation or acquisition services
e. Waters of the US Investigations (It is anticipated that these projects will fall under
the existing National Permit that covers regular local maintenance)
f. Federal-aid grant assistance
g. Title Research
h. Sampling or Testing for Hazardous Materials
i. Structural Design other than previously noted
j. Drainage Studies beyond the individual computations for dimensioning erosion
protection BMP’s.
k. Coordination with regional flood control authorities, or FEMA flood map revision
letters and/or modeling.
l. Design of any offsite drainage improvements that may be identified during the
Conceptual Design task, other than those specifically identified previously in this
scope of services.
m. Eminent Domain Support Services
n. Preparation of Multiple Bid Packages
EXHIBIT B – KSA PROPOSAL DATED 3-10-22
PROPOSED BUDGET
Erosion Protection Improvements at Timarron Creek near Longford Drive
Erosion Protection Improvements at Timarron Creek near Longford Dr - City of Southlake Page 7 of 7
We propose to complete the Scope of Services outlined in Exhibit A as described below:
BASIC SERVICES LUMP SUM
1. Field Investigations $3,500
2. Schematic Design + Design
Workshop $6,000
3. Preliminary Plans $25,500
4. Final Plans $17,500
5. Record Drawings $1,400
Subtotal Basic Services $53,900
ADDITIONAL SERVICES NOT-TO-EXCEED
6. Topographic Survey $9,000
7. Resident Coordination Meeting
(Based on 6 hrs. of effort) $1,380
8. Integration of 3rd Party
Construction Drawings $1,750
9. Integration of 3rd Party
Specifications $1,380
10. Bidding and Award Support $9,250
11. Basic Construction Svcs. $13,500
12. Part-Time RPR Services
(Based on 4 hr. days x 4 weeks) $9,000
Subtotal Additional Services $45,260
Project Total Not-to-Exceed $99,160