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Item 4D - Attachment AMarch 4, 2024 Updated 3-11-2024 Tiffany Matthews, P.E.Via Email Civil Engineer City of Southlake 1400 Main Street, Suite 230 Southlake, TX 76092 Re: East Dove Road Phase I and II Sidewalks Proposal for Professional Services Exhibit A and B (Scope and Fee proposal) Ms. Matthews: Thank you for the opportunity to provide the City of Southlake with Professional Services for this project. Attached you will find our proposed Scope of Work and Fee Breakdown according to our understanding of the project and the basic and additional services requested. In short, the proposal offers a phased approach: 1. Data Collection and Schematic Design Phase – Perform data collection and deliver a schematic design of the Phase I and II segments (15% Design) 2. Final Design, Bidding, and Construction Phase. These service descriptions are also included for planning purposes, but they are dimmed and stricken to make it clear that they are not a part of the current proposal. Should you need additional information, please do not hesitate to contact me. Sincerely, KSA Abiel Carrillo, PE Municipal Practice Leader KSA File: 103022 Agreement and Attachments A, B, and C Page 1 AGREEMENT FOR ENGINEERING SERVICES THIS AGREEMENT is made this _____ day of ____________, 2024 by and between the City of Southlake, Texas (hereinafter referred to as “CITY”), and KSA (hereinafter referred to as “ENGINEER”). WHEREAS, CITY contemplates the need to plan and partially design sidewalk and related improvements along East Dove Road between Heather Lane and Lonesome Dove Rd. This project is to be known as the Phase I and II Dove Road Sidewalks (Data Collection and Schematic Design Phase) 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 Page 2 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. Page 3 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. Page 4 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. Page 5 10. Provide any other information or assistance that is reasonable and available to ENGINEER. For example, plats, GIS data files, record drawings, and other relevant information. 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 $72,630 for Basic Services and on an hourly basis plus expenses in an amount not to exceed $3,700 (as outlined in the attached proposal) with a total not to exceed cost ceiling of $76,330 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 C-KSA 2024 Hourly Rates) for actual time expended and actual out-of-pocket sums expended, such services to be one or more of the following: 1. Make or prepare detailed description of sites, maps, or drawings related Page 6 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 through the date of termination together with any additional reimbursable expense then due. Page 7 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 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) Page 8 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 June 15th, 2024. 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: Alison Ortowski City Manager City of Southlake 1400 Main Street, Suite 460 Southlake, Texas 76092 Phone: 817-748-8400 Fax: 817-748-8010 Page 9 If to ENGINEER: Abiel Carrillo, P.E. Municipal Practice Leader KSA Engineers 8866 Synergy Drive Mckinney, TX, 75070 Phone: 505-366-4743 Email: acarrillo@ksaeng.com 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 East Dove Road Sidewalks Phase I and II KSA ENGINEERS ATTACHMENT A - SCOPE OF WORK Prepared on 3-11-24 East Dove Road Sidewalks - City of Southlake Page 1 of 12 I.PROJECT DESCRIPTION East Dove Road is a local 2-lane rural collector road in the northeast sector of the City of Southlake (the City). It is understood that the City intends to hire KSA for the design of a detached sidewalk along the north roadside as a multi-phased project that may include bidding, construction, and additional services. Phase I begins at Heather Lane and extends to the northwest to the first driveway at 1611 East Dove Road. Phase II continues from 1611 East Dove Road to the northwest connecting to the existing sidewalk at 1497 East Dove Road. The total estimated length of Phase I is 1,600 LF, and the length of Phase II is 600 LF, as illustrated below: The proposed sidewalk is intended to be a 5-foot rural-context facility (no curbing would be designed or installed along the road), like other sections of similar context within the City. The project will require coordination with the neighborhood, and the design team will plan for public involvement and information-sharing with stakeholders, as described in this Scope East Dove Road Sidewalks Phase I and II KSA ENGINEERS ATTACHMENT A - SCOPE OF WORK Prepared on 3-11-24 East Dove Road Sidewalks - City of Southlake Page 2 of 12 of Work. KSA understands that the City aims to manage stormwater runoff through surface drainage wherever feasible, but it is understood that some storm drain extensions and culvert improvements may be needed. The project may involve the acquisition of private land for the proposed public improvements from up to 5 (five) properties along the eastern frontage of the roadway. As requested, KSA will perform the work within two separate contract authorizations to proceed. The Scope of Work for the initial phase of work (this Contract) is included in regular font below. The Scope of Work that is anticipated for the second authorization is generally described below, for planning purposes, but it is stricken to indicate that it is not included in KSA’s current Scope of Work. First, KSA will accomplish a Data Collection & Schematic Design Phase, which will include: - Topographic Design Survey - Right of Way Delineation from Hunter’s Creek Drive to Heather Lane - Phase I and Phase II Schematic Sidewalk Design (15% Design) - Schematic Drainage Assessment - Opinion of Probable Cost of Final Design and Construction - One Public Meeting If authorized by the city, KSA will proceed with the Final Design, Bidding, & Construction Phase, which may include: - Final Sidewalk Plans (90%/100% Design) - Bidding and Award Support - Basic Construction Support - 2 Public Meetings - Material Testing - Retaining Wall Design (if necessary) - Landscaping and Irrigation Design - Easement, Appraisal, and Acquisition Support for 5 Easements or Right of Way Dedications - Record Drawings The Phase tasks listed above are further described in Section III. KSA understands that the City may decide to not pursue to advance this project beyond the Data Collection and Schematic Design phase. Furthermore, the City may also adjust the limits of the Final Design to only include the Phase I segment. East Dove Road Sidewalks Phase I and II KSA ENGINEERS ATTACHMENT A - SCOPE OF WORK Prepared on 3-11-24 East Dove Road Sidewalks - City of Southlake Page 3 of 12 II.GENERAL REQUIREMENTS A. Specific design requirements shall be based on the current (as of March, 2024) City of Southlake Engineering Design Standards; we understand that many criteria are modeled from the North Central Texas Council of Governments (NCTCOG) Standard Specifications for road and drainage projects, and elements from the City of Fort Worth’s Public Works Standards, including the integrated Stormwater Manual (iSWM) procedures for drainage elements. KSA will be prepared to discuss the design criteria during the project kickoff meeting, for discussion with city staff prior to beginning the schematic drainage assessment. B. Plans will be populated with the requirements of the City’s Construction Plan Checklist C. KSA shall share the milestone submittal plans (Schematic and 90/100% Design) with known utility companies and other departments within the City, to mitigate conflicts, and to provide opportunities for relocations. D. Each time KSA submits plans and/or specifications to the City, up to five (5) copies of each shall be submitted, unless otherwise instructed. These shall be reviewed by the City and returned to KSA for incorporation of comments. When the updated copies of the plans and specifications are returned to the City, the original and reviewed plans and specifications shall also be returned to the City for comparison. Plans, specifications, documents, attachments, and correspondence provided in accordance with this contract shall be dated. E. KSA shall submit a monthly report along with our invoices outlining the work on the project which occurred the previous month, the work expected to be completed the following month, the next major project milestone, and supporting information. East Dove Road Sidewalks Phase I and II KSA ENGINEERS ATTACHMENT A - SCOPE OF WORK Prepared on 3-11-24 East Dove Road Sidewalks - City of Southlake Page 4 of 12 III.TASK SUMMARY A.Data Collection & Schematic Design Phase 1.Design Survey - KSA shall furnish a survey field party to collect site information for the purpose of preparing construction drawings. This field information shall be based on the City’s Survey standard (or NAD-83 in the absence of a preference) and will include the apparent fence-to-fence right of way width. The survey will include the location, species, and caliper of large trees (over 6” caliper or small trees that appear to have been purposely planted as part of a landscaping pattern). It will also include information from utility markings made by franchise utilities, supplemented with record drawings, as available, from the City. 2.Right of Way Delineation – This task involves the production of a CAD drawing that depicts the right of way lines of the corridor, as defined by located property corners, survey markers, benchmarks, and other field data collected and interpreted by trained field survey crews and a Registered Professional Land Surveyor. The data will be cross-referenced with plat filings found from public sources. The delineation will provide the basis for future land acquisitions (easements or dedications) that may be needed. 3.Schematic Design – Schematic Design (15% Design) Plans for the project shall be prepared to such detail as to illustrate a feasible alignment of the sidewalk, the proposed horizontal waterline improvements, and the challenges and opportunities of related design elements (ADA features, grading, and drainage features, for example). Schematic Design Plans are to be prepared to a scale that shows major elements of design. Conceptual Design Plans shall include the following information: ­Plan and Profile of existing/proposed sidewalk alignment ­Right of Way Delineation linework ­Identify preliminary horizontal utility locations from existing as-builts and designs, and from utility surface markings. East Dove Road Sidewalks Phase I and II KSA ENGINEERS ATTACHMENT A - SCOPE OF WORK Prepared on 3-11-24 East Dove Road Sidewalks - City of Southlake Page 5 of 12 ­Schematic-Level Drainage Summary to include a Drainage Area Map of existing conditions and an assessment of the major elements that will need to be designed further in the next design phase. (For example, identify the locations of area inlets, new storm drains, and other major capture and conveyance infrastructure that will be needed to manage stormwater runoff with the proposed sidewalk alignment) ­A Schematic Design submittal and incorporation of comments from city staff. KSA anticipates a two-week review period after submittals are made to the City. ­An Opinion of Construction Cost for the project, excluding land acquisition costs (land appraisals are not a part of the Scope of Work for the Data Collection and Schematic Design Phase) ­KSA Internal quality review (peer review of deliverables) 4.Public Meeting – KSA will attend one public meeting to review the schematic-level information with neighborhood residents. KSA will provide materials and design team staff to support the meeting, answer questions, and record feedback and meeting summaries. B.Design, Bidding, & Construction Phase, and Additional Services 1.Final Design (90% - 100%) KSA will prepare draft Final Design (FD) (90% Final Design) for review by City staff on 11”x17” sheets and electronic PDF file. The FD will advance the design elements as prescribed in the Schematic Design. FD shall include the following information: a. Title Sheet b. Project Layout c. Proposed Typical Sections d. Traffic Control Plan e. Sidewalk Plan and Profile f. Intersection Pedestrian Improvement Sheets g. Turnout Profiles h. Erosion Control Plans East Dove Road Sidewalks Phase I and II KSA ENGINEERS ATTACHMENT A - SCOPE OF WORK Prepared on 3-11-24 East Dove Road Sidewalks - City of Southlake Page 6 of 12 i. Drainage Area Map j. Retaining Wall Design (if needed and requested) k. Drainage Modification Plans including proposed culvert replacements, area inlets, and outfall connections. l. Cross Sections – Prepare cross section in sufficient detail for construction at a maximum of one hundred (100’) feet intervals and include the following information: ­Existing and Proposed Conditions ­Baseline and Right-of-Way Designations ­Existing Natural Ground extending to the ROW line ­Known underground utilities within the project site ­Ditches for stormwater conveyance m. Standard City Details for Sidewalk Construction n. Landscaping and Irrigation Design Sheets and Details (if requested) KSA will prepare an Opinion of Probable Cost, Draft Bidding Documents based on the City’s standard construction contracting documents, and technical specifications. KSA anticipates 2 weeks for the City’s internal review and incorporate comments from city staff into the Design. KSA shall prepare and deliver sealed Construction Drawings and Bidding Documents, including a final Bid Schedule and Opinion of Construction Cost. “Over-the-shoulder” style review meetings are proposed to expedite the development of the Final Plans (up to 3 sessions). These meetings are anticipated to be conducted by KSA via Microsoft Teams or at City Hall. During the meetings, KSA will share design progress, and present the design strategies to be undertaken to resolve design challenges to receive feedback from the City. It is understood that these meetings are not official reviews, but rather informal opportunities to resolve minor design questions. Intermediate submittals to the City may include land acquisition overviews, and other information generated for these reviews. 2.Public Meetings– Attend two public meetings during Final Design to receive and incorporate feedback from the neighborhood residents. KSA will provide materials and staff for the in-person meetings. KSA will East Dove Road Sidewalks Phase I and II KSA ENGINEERS ATTACHMENT A - SCOPE OF WORK Prepared on 3-11-24 East Dove Road Sidewalks - City of Southlake Page 7 of 12 summarize the meetings and incorporate applicable comments into the design. 3.Bidding and Award Support It is understood that the City will advertise bids, maintain plan holders list, receive questions and requests for information as well as post answers provided by City staff or Engineer such that they are available to all plan holders. KSA will support the City’s bidding process with the following tasks: ­Preparation of Bid documents ­Assisting City staff with clarifications of plans and specifications, and RFI responses. ­Production of Addenda (Up to three clarification Addendums) ­Assisting City staff with review of Contractor’s qualifications and Tabulation of Bids. ­Incorporating addenda/RFI/clarifications into conformed documents for use during construction. ­Prepare materials for, and attend, One Pre-Bid Meeting at City Hall an prepare post-meeting Addendum summary ­Prepare Summary of Bids Letter and signed Bid Tabulation for consideration of award. ­We understand that the presentation of award information at Council is excluded from Scope. 4.Construction Phase Support – These services are intended to assist the City in administering the contract for construction, monitoring the performance of the construction Contractor, reviews to help assess Contractor’s work compliance with the contract documents, and assisting the City in responding to the events that occur during construction. KSA shall provide Construction Phase Services as defined below. ­Pre-Construction Conference – KSA shall attend the preconstruction conference with the Contractor to review the East Dove Road Sidewalks Phase I and II KSA ENGINEERS ATTACHMENT A - SCOPE OF WORK Prepared on 3-11-24 East Dove Road Sidewalks - City of Southlake Page 8 of 12 Project communication, coordination and other procedures and discuss the Contractor’s general work plan and requirements for the Project. ­Review of Shop Drawings, Samples and Submittals - KSA shall coordinate with the City for the reviews of 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. ­Requests for Information – KSA will review the Contractor’s requests for information or clarification of the contract for construction. KSA will coordinate and issue responses to requests to the City. KSA will log and track the Contractor’s requests. ­Site Visits – Perform periodic visits to project site during construction. ­CMT Coordination – Assist City staff as necessary to evaluate testing results from Contractor-produced Material Testing Reports. ­Review of Contractor’s Requested Changes – KSA shall review all Contractor-requested changes to the contract for construction. KSA will make recommendations to the City regarding the acceptability of the Contractor’s request and, upon approval of the City, assist the City in negotiations of the requested change. Upon agreement and approval, KSA shall prepare final change order documents. ­Final Punch List and Field Reviews – Attend final site walkthrough at the request of City staff with Contractor, provide comments to City staff for inclusion in punch list as necessary. 5.Land Acquisition Services As summarized above, the alignment of the sidewalk defined during the Schematic Design, and further advanced during Final Design, will determine the extents of right of way and/or easements that will be needed for the proposed sidewalk infrastructure. East Dove Road Sidewalks Phase I and II KSA ENGINEERS ATTACHMENT A - SCOPE OF WORK Prepared on 3-11-24 East Dove Road Sidewalks - City of Southlake Page 9 of 12 As requested, the Scope of Work includes a fee structure (ATTACHMENT B) based on the assumption that an acquisition exhibit, an easement appraisal, and acquisition support services are needed to resolve encroachments along up to five properties. KSA proposes to perform this work under a Time and Materials budget to scale the effort according to the actual number of acquisitions that will be needed as identified once grading plans are complete. It is understood that the City intends to pursue easement or right of way donations. The land value of the needed easements will not be included in opinions of probable cost for construction. IV.EXCLUSIONS The City and KSA agree that 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 written request. Any additional amounts paid to KSA because 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: ­Construction Staking ­Monumentation Services ­Environmental Services ­Federal-aid grant assistance ­Full-time construction representation (Resident Project Representative) ­Traffic Analysis / Traffic Counts ­Traffic Simulations ­Roadway Improvements to East Dove Road ­Illumination Design or Coordination with Power Providers ­Utility expansion or upgrade designs, except for relocations as identified and scoped for inclusion in Final Design ­Sampling or Testing for Hazardous Materials East Dove Road Sidewalks Phase I and II KSA ENGINEERS ATTACHMENT A - SCOPE OF WORK Prepared on 3-11-24 East Dove Road Sidewalks - City of Southlake Page 10 of 12 ­Structural Design. Some structural design may be scoped for the Final Design, according to the proposed alignment of the sidewalk. For example, if a pedestrian bridge is desired across the creek just south of Lonesome Dove Ave. ­Drainage Studies beyond the computations needed to size improvements within the project footprint, including modifications to the creek crossing just south of lonesome Dove Ave. ­Coordination with regional flood control authorities, or FEMA flood map revision letters and/or modeling. ­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. ­Eminent Domain Support Services ­Preparation of Multiple Bid Packages ­Post-Bid Traffic Control Modifications (assumed to be prepared by Contractor) East Dove Road Sidewalk Improvements KSA ENGINEERS ATTACHMENT B - FEE SCHEDULE & TIMELINE Prepared on 3-11-24 East Dove Road Sidewalks - City of Southlake Page 11 of 12 Scope of Work tasks will be completed either as a Lump Sum (LS) or under a Time and Materials (T&M) budget as labeled in the breakdown below: DATA COLLECTION & SCHEMATIC DESIGN (DC/SD) PHASE Basic Service Additional Service LS/T&M TASK Budget x LS Topographic Design Survey $ 28,060 x LS Right of Way Delineation $ 11,220 x LS Schematic Sidewalk Plan (15% Design) $ 27,410 x LS Schematic Drainage Summary $ 5,940 x T&M One Public Meeting $ 3,700 Total DC/SD Phase Services = $ 76,330 FINAL DESIGN, BIDDING, CONSTRUCTION (FD,B,C) PHASE Basic Service Additional Service LS/T&M TASK Budget Design, Bidding, and Construction x LS Final Sidewalk Design (90/100%) $ 68,580 x T&M SUE (Estimated Eight Level A Locates) $ 31,060 x LS Record Drawings $ 2,250 x LS Bidding and Award Support $ 8,030 x T&M Basic Construction Phase Support $ 31,090 x LS Two Public Meetings $ 5,170 x T&M Material Testing $ 17,250 x T&M Landscape and Irrigation Plan $ 34,500 Land Acquisition Services x T&M Five-Acquisition Exhibits $ 18,650 x T&M Five Land Appraisals $ 16,350 x T&M Acquisition Support (5 Easements/Dedications) $ 8,300 Total FD, B, & C Services = $ 241,230 Total DC/SD Phase + FD, B, & C Phase Not to Exceed Budget = $ 317,560 East Dove Road Sidewalk Improvements KSA ENGINEERS ATTACHMENT B - FEE SCHEDULE & TIMELINE Prepared on 3-11-24 East Dove Road Sidewalks - City of Southlake Page 12 of 12 2024 SCHEDULE OF HOURLY FEES Principal $280.00/hour Senior Aviation Planner $225.00/hour Aviation Planner $185.00/hour Electrical Engineer $190.00/hour Electrical Design Engineer $155.00/hour Senior Project Manager $250.00/hour Project Manager $185.00/hour Senior Project Engineer $180.00/hour Project Engineer $160.00/hour Senior Design Engineer $140.00/hour Design Engineer $120.00/hour Senior Project Architect $240.00/hour Project Architect $145.00/hour Design Architect $105.00/hour Senior Engineering Technician $210.00/hour Engineering Technician $115.00/hour Senior Design Technician $135.00/hour Design Technician $ 95.00/hour Safety Manager $135.00/hour Safety Specialist $100.00/hour Regulation Compliance Specialist $120.00/hour Project Assistant $ 90.00/hour Senior CAD Technician $ 90.00/hour CAD Technician $ 85.00/hour Senior Project Representative $120.00/hour Project Representative $105.00/hour Graphic Designer $ 80.00/hour Administrative Assistant $ 85.00/hour Secretary $ 55.00/hour Three-Man Survey Crew $210.00/hour Two-Man Survey Crew $180.00/hour Senior Registered Surveyor $180.00/hour Registered Surveyor $155.00/hour Senior Survey Technician $120.00/hour Survey Technician $100.00/hour Mileage $ 0.66/mile ATV (4-Wheeler) $100.00/day GPS $100.00/day Reimbursable Expenses (Travel, Lodging, Copies, Printing) Actual Cost Outside Consultants Cost + 15% NOTE: The Standard Hourly Rates and Reimbursable Expenses Schedule shall be increased annually at a rate not to exceed 4 percent per year. The initial increase in rates will become effective 12 months from the effective date of the Agreement. Attachment C