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2007-11-27 CCPD PacketCity of Southlake, Texas MEMORANDUM To: Crime Control and Prevention Board of Directors From: Jim C. Blagg, Assistant City Manager/Director of Public Safety Subject: Approve Change Order #1 to the Construction Manager at Risk contract with Lee Lewis Construction, Inc. in the amount of $1,925,913 for the demolition of the existing DPS East facility, and the civil work for the new DPS facility. Action Requested: Approve Change Order #1 to the Construction Manager at Risk contract with Lee Lewis Construction, Inc. in the amount of $1,925,913 for the demolition of the existing DPS East facility, and the civil work for the new DPS facility. Background Information: The project plans for the construction of a new DPS Headquarters facility to house both the Police and Fire Services were presented to the City Council in April 2007. Following that meeting, the construction documents were prepared involving a number of our staff along with a variety of technical consultants and our architect Robert Garza and Associates. This bid represents the initial contract for the construction of the new DPS Headquarters facility and involves the site work, utility construction and demolition of the old facilities on the site. This work should take about 4 months to complete. The completion of the construction documents will take place over the next several weeks and are scheduled to be completed in January 2008. The next bids to be awarded will be the remainder of the facility construction. Financial Considerations: The bids for this portion of the project are $60,000 below the budget estimates. Citizen input/ Board Review: N/A Legal Review: N/A Alternatives: The Board could reject the bids and request the construction manager at risk re -bid this portion of the project. Supporting Documents: Change Order #1 and Bid Tabulation Staff Recommendation: Approve Change Order #1 to the Construction Manager at Risk contract with Lee Lewis Construction, Inc. in the amount of $1,925,913 for the demolition of the existing DPS East facility, and the civil work for the new DPS facility. Staff Contact: Jim C. Blagg, Assistant City Manager/Director of Public Safety Exhibit "A" CITY OF SOUTHLAKE DEPARTMENT OF PUBLIC SAFETY CENTER (EAST) SOUTHLAKE,TX November 20, 2007 INDEX OF DRAWINGS - CIVIL PACKAGE Sheet Description Date Revision C-1 Plat 10/31/2007 C 2 General Notes 10/31/2007 C-3 Site Plan (Signs, Crosswalks and Striping) 10/31/2007 C4 Grading Plan estem Segment) 10/31/2007 C-5 Grading Plan Eastem Segment 10/31/2007 C-6 Pavement Plan 10131/2D07 C-7 Division Street Plan and Profile 10/31/2007 C-8 Division Street Plan and Profile 10/31/2007 C-9 State Street Plan and Profile 10/31/2007 C-10 I Utifity Plan 10/31/2007 C-11 Drainage Area Ma Site 10/3112007 G-12 Drainage Area Ma (Building)10/31/2007 C-13 Drainage Area Ma own Center 10/31/2007 G-14 Department of Public Safety Drainage Analysis 10/31/2007 C-15 lHydraulic Computations 1013112007 C-16 Storm Drain Line `A' Plan and Profile 10/31/2007 C-17 Storm Drain Line `B' Plan and Profile 1013112D07 Storm Drain Lat. B-2' Plan and Profile 10/31/2007 Storm Drain Let 'B-3' Plan and Profile 10/31/2007 C118 Storm Drain Line'C' Plan and Profile 10/31/2007 CAA fStorm Drain Une'C' Plan and Profile 10/31/2007 Storm Drain Lat.'C-6' Plan and Profile 10/31/2007 C-20 Storm Drain Line'D' Plan and Profile 10/31/2007 Storm Drain Lat. 'D-1' Ran and Profile 10/31/2007 C-21 Storm Drain Line'E' Plan and Profile 10/31/2007 C-22 Waste Water Plows 10/31/2007 C-23 Waster Water Study 1 D/31/2007 C-24 Sanitary Sewer Line'A' Plan and Profile 10/31/2007 C-25 Sanitary Sewer Line'A' Plan and Profile 10/31/2007 C-26 Sanitary Sewer Line'A' Plan and Profile 10131/2007 C-27 Water Line'A' Plan and Profile 10/31/2007 C-28 lWater Line W Plan and Profile 10/31/2007 C-29 Water Line'B' Plan and Profile 10/31/2007 C-30 Water Line'B' Pian and Profile 10/31/2007 Water Line'D' Plan and Profile 10/31/2007 C-31 Waterline'C' Plan and Profile 10/31/2007 C-32 DPS Water Suppty Plan and Profile and Miscellaneous Details 10/31/2007 Page A-1 Exhibit "A" CITY OF SOUTHLAKE DEPARTMENT OF PUBLIC SAFETY CENTER (EAST) SOUTHLAKE,TX November 20, 2007 INDEX OF DRAWINGS - CIVIL PACKAGE Sheet Description Date Revision C-33 Tree Survey 10/31/2007 C-34 Erosion Control Plan 10/31/2007 C-35 _ Demolition Plan _ 10/31/2007 C-36 Paving Details (Sheet 1 10/312007 C-37 I Paving Details Sheet 2 10/312007 C-38 ISidewalk Details 10/312007 C-39 IStandard Embedment Details 10/312007 C-40 ISanitary Sewer Details 10/312007 C-41 Storm Drain Details (Sheet 1) 10/31/2007 C42 Storm Drain Details Sheet 2 10/31/2007 C-43 Trench Drain and Slotted Drain Details 10/312007 C-44 Water Details 101312007 C45 Project Sign Details 10/312007 C-46 TXDOT Headwall With Flared Win ail Details 10/312007 C-47 TXDOT Parallel Headwall Details 10/3112007 C-48 Erosion Control Details 10/31/2007 Specifications 02224 General 02225 Demolition _ 02226 Site Preparation 02230 Site Clearing & Grubbing 02315 Earthwork 02317 Trenching, Backfilling & Pipe Embedment 02318 lTrench Safety 02319 IStructural Excavation & Sackful 02343 Soil Stabilization - Lime 02344 Lime Stabilized Subgrade 02345 Aggregate Fill Classifications- _ 02346 Flexible Base 02510 Water Distribution 02550 l Polyvinyl Chloride Sewer Pipe 02560 [Polyethylene Corrugated & Corrugated Smooth _ Lined Storm Sewer & Drainage Tubing & Fittings 02580 Pavement Markings 02610 Reinforced Concrete Storm Sewer and Appurtenances 02741 Hot Mix Asphaltic Concrete 02742 Concrete Sidewalks and Driveways 02751 lPordand Cement Concrete Paving & Curbs Page A-2 Exhibit "A" CITY OF SOUTHLAKE DEPARTMENT OF PUBLIC SAFETY CENTER (EAST) SOUTHLAKE, TX November 20, 2007 INDEX OF DRAWINGS - CIVIL PACKAGE Concrete Page A-3 EXHIBIT B November 20, 200T Amendment No. 1 to Agreement Between Owner and Construction Manager City of Southlake Department of Public Safety Headquarters Building City of Southlake EXHIBIT B Project Allowance Items ITEM AMOUNT MEP Caps 25,000 Tree Removal at Offsite Sewer Installation 5,000 Onsite Temporary Electric Power 10,000 Seeding for Erosion Control 10,000 Page B-1 EXHIBIT C November 20, 2007 Amendment No.1 to Agreement Between Owner and Construction Manager City of Southlake Department of Public Safety Headquarters Building City of Southlake EXHIBIT C Assumptions and Clarifications 1. An Upcharge of $202,500.00 is included in the GMP for upgrading the 8" water line to a 20" water line. 2. Excludes any hazardous waste abatement. 3. Any unforeseen underground is excluded. 4. Cost of Building Permit to be by Owner. 5. Cost of Testing Lab Services to be by Owner. 6, Certain Specification Sections of Work as itemized on attached Estimate Summary (Civil Package) page C2 are Not Included as part of this Amendment No. 1. Those sections are to be included with the Building Package. Proposals for those sections of work will be accepted at that time. 7. The attached Estimate Summary for Demo/Civil Package page C2 dated November 20, 2007 is made a part of this Exhibit C. 8. Substantial Completion Date will be established after the completion of the Contract Documents and a Final GMP is established through execution of an Amendment No. 2. Page C-1 SOUTHLAKE DPS - DEMO, CIVIL PACKAGE Southlake, TX Lee Lewis Gonstruction, Inc. Estimate Summary 11120107 Bldg. Area. 88,455 sgft Schedule: 4.0 months 1T weeks Phase Description Vfl phase Labor Material Sub Total Vsqft NNER .'. 3.@ _,� ?--,>:t - - 9 O+^+nar General Conditions ' .•-L, i V .8: = 89.?3 2.25 Building Permit = -- - - TestingServices - - B Owner -' - _ - 00 _ Allowances- Allowance for MEP caps - 25,000 =-=X25°tiDEI 0.28 Allowance for tree removal at offsite sanitary f&! 5,600 _ =�R r 0.06 Allowance for onsite temp electric pmer - 10,000 B-OM- D.MM 0.11 FM - - SWPPP - _ - 1,750 `--_ ; = ? A: 0.02 Inspections and Maintenance - 2,000 .;=-__ : 0,02 -- 02224 General acka'r:�-=='� 02225 Dem011tiOn 78,000 02226 Site Preparation tea,__= incl in earthwork 02230 Site Clearing & Grubbing" —_ ind in earthwork- 02315 Earthwork 500,059_F7t3 .. 5.65 02317 Trenching, Bac idiltin , and Pipe Embedment - Ind in water uti itias T-- 02318 Trench Safety==� incl in water utilities - 02319 Structural Excavation & Back611 .00 with building adca a 02343 Soil Stabllzation Lime Ind kr earthwork 02344 Lime Stabilized Subgradenulmemntas ind In earthwork;1- 02345 Aggregate Fill Classificatlons ind in water utilltie02346 Flexible Base Ind in earthworkPC O2510 Water Distribution $88 .10,05 Additional Post -bid Water Val w/ water02550 PVC Sewer Pie Incl In water utilities` 02560 Storm Sewer Pipe Gam_ Ind in water utilities 02580 Pavement Markings _ .. with building02610 RCP P ind in water utilities j>4k 02741 Hot Mixed Asphaltic Concrete with building package- 02742 Concrete Sidewalks tColpci with building package 02751 PC Pavin & Curbs #b tie iteiRi with building package- 02752 Concrete Formwork with building package- 02753 Concrete Reinforement - with building package 02754 CIP Concrete with building cka =ems nr=„w; 02755 Chemical Staining with building acka '='='^ =` tx - 02840 Walk, Road A urtenances with building_Y"_°Q Guardralls - with burin package = === tk 02841 Seedingfor Erosion Control 10 000 '^{IfipgO; 0.11 SUBTOTAL 108,625 59,349 1.652,306 24' ._,_f? , 19.45 <'.p c fair. .w- ':��1,-'J'IB= a ,♦ _.— ._�. few ,�® TOTAL ESTIMATE INCLUDING BOND - 3; Upcharge for 20" In Ileu of 8" Is $202,500 is Included Excludes any hazardous waste abatement Any unforeseen underground Is excluded Includes $5,000 allowance for offske tree removal at the new sanitary sewer line Page C2 g -.� Document A121"CMc — 2003 Amendment No.1 AMENDMENT NO.1 TO AGREEMENT BETWEEN OWNER AND CONSTRUCTION MANAGER Pursuant to Section 2.2 of the Agreement, dated November 20, 20D7 between City of Southlake (Owner) and Lee Lewis Construction, Inc. (the Construction Manager), for City of Southlake Department of Public Safety Headquarters Facility (the Project), the owner and Construction Manager estabhsb a Guaranteed Maximum Price and Contract Time for the Work as set forth below. ARTICLE I GUARANTEED MMMUMI PRICE The Construction Manager's Guaranteed Maximum Price for the Work, including the estimated Cost of the Work as defined in Article 6 and the Construction Manager's Fee as defined in Article 5, is one Million Nine Hundred Twenty-five Thousand Nine Hundred Tbirteen Dollars and Zero Cents ($1,Q25,913.00 ). This Price is for the performance of the Work in accordance with the Contract Documents listed and attached to this Amendment and marked Exhibits A through F, as follows: Exhibit A Drawings, Specifications, addenda and Gencral, Supplementary and other Conditions of the Contract on which the Guaranteed Maximum Price is based, pages Al through A 3, dated 11120/20t17 . Exhibit B Allowance items, pages B 1 through Bl , dated 1 L/20r2007 Exhibit C Assumptions and Clarifications made in preparing the Guaranteed Maximum Price, pages C1 through C2 , dated I U2012007 Exhibit D Not used. Exhibit E Not used. Exhibit F Not used. ADDITIONS AND DELETIONS: The author of this document has added Information needed for its completion. The author may also have revised the trod of the original AIA standard form. An Additions and Deletions ReWthat notes added information as well as revisions to the standard form text Is available from the author and should be reviewed A vertical tine In the left margin of this document Indicates where the author has added necessary Information and where Do author has added to or deleted from the original AK taxi. This document has important begat consequences. Consultation with an attormey is encouraged with resaect to Its completion or inodlAaallon. AIA Document A121TMCMC— 2= Amendment No.1. Copyright 01991,1995 and 2003 by Tne Amedean kwfihrte of Arctftcte mxi Thu Awodabed General Contractors of America AD rights reserved. WARNIM: This document Is prmected by US' copyright Law and Intertsstional Trestles,. unauthodzod reproduction or distribution of this document, or mry portion of it, may result in severe civil and criminal penaldes, and will be pproseeWad to the maximum extant possible under the law, This document was produced by AIA software eft M M on 1 Sr2Q=7 under order NO.1 00032239D t which expires on SM0 008, and Is not for resale. (3759197019) User Notes: ARTICLEN CONTRACTTIME The date of Substantial Completion established by this Amendment is: (To be determined), OWNER (Signature) Andy wambsganss, Mayor (Printed name and title) Date ATTEST i .• yY . - �nr � c ���� r AIA Dmxanerd Al2lwMc —2= Amendmant tio.1. Capyright 01991,1 BBB and 2DD3 by 7ne Amencan tnsuwe of mrcmre= enc Ina mssac,wva General Conuaclors of America. All rights reserved. WARNING, This document 1s protected by US. Copyright Law and In ernstlonat Troallm UnautbortrEd reproduction or diatributlon of this document, or wry portion of It, may remit in severe civil and chrtinsi penalties, and will be prosecuted to the maximum extent possible under the law. This dommeni was produced by A1A software at 153636 on 1112(E M7 under Order No.1 DOD3=80-1 which expires on 91M006, and is not for resale. (3613671834) User Notes: City of Southlake Crime Control & Prevention District Meeting Minutes 9/11/2007 SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT BOARD MEETING Tuesday, September 11, 2007 7:00 p.m. MINUTES Locations: Southlake East DPS, DPS Training/Community Room, 667 N. Carroll Ave., Southlake, TX 76093 REGULAR SESSION Board Members Present: LouAnn Heath, Biff McGuire, Bob Mundlin, Richard Sandow, Martin Schelling, Craig Sturtevant and Robert Williams. Board Member(s) Absent: None Staff Members Present: Director Jim Blagg, Chief of Police Wade Goolsby, Fire Chief Robert Finn, Director of Finance Sharen Jackson, and Secretary Diana Green and new Police Office Assistant Nora Hukill. Agenda Item No. 1. Call to Order. The September 11, 2007 CCPD meeting was called to order by President Martin Schelling at 7:03 p.m. A. Oath of office for new and re -appointed members Oath of office was administered. New Board Member Robert Williams was introduced. Agenda Item No. 2. Executive Session. No executive session scheduled. Agenda Item No. 3. Reconvene. No actions to be taken. Agenda Item No. 4. Public Forum. No public forum. Agenda Item No. 5. Administrative Comments. A. CCPD Sales Tax update. It was reported that the sales tax received in August 07 for June 2007 sales was $86,000 less than projected; it was $56,000 below budget for this year (FY 06/07). Sales tax will continue to be monitored. The Tarrant County Tax Assessor was contacted for an explanation of why the taxes are low and advised that they are investigation the issue. Discussion took place. City of Southlale Crime Control & Prevention District Meeting Minutes 9/11/2007 B. Central facility update. The Construction/Design phase of the central facility is on schedule. Staff is in contact with the property owner to the North of the selected site to secure a twenty-five foot construction easement and a permanent ten foot fence easement. A ceremonial ground breaking for the central facility is scheduled for November 30, 2007. More details at a later date. C. interim DPS facility update. A brief history was given. A time line has been developed outlining the various components to be updated and repaired. Work should be scheduled soon. Cubicles which will be used to divide the different work areas and spaces have been donated by a company (1105 Media) who is down sizing. Staff is working on getting estimates on moving and relocating those units and moving equipment from East DPS offices to Carroll Intermediate School. Staff has also put together a floor plan and will notify Tech Services for them to start transferring all phones and electronic equipment. The Fire Services has issued request for bids on the temporary structure. Two estimates on the HVAC repairs have been obtained; a third bid is pending. The carpets will be professionally cleaned after the majority of the move has been accomplished. The moving date from East DPS to the School is planned for November 23, 2007. D. West facility repairs update. A brief history was given. Staff is making plans and getting bids to go ahead to get repairs made despite wet weather issues. Jeff Parrack, Building Maintenance Supervisor, will be overseeing the repairs. P. CCPD Board Member notification of group orientation. The Board was notified that there will be a group orientation for all City Boards Oct, 17, 2007, 5:00 pm. A reception will be held prior to the orientation after which the Board Members from each board will meet with their specific Director and staff to further orient the Board Members to their particular board requirements. The Board was notified of the forms to be filled out and returned to the City Secretary's Office. Nora Hukill, the new Police Services Office Assistant was introduced. She will replace Diana Green as the CCPD Secretary. CONSENT AGENDA All items listed below are considered to be routine by the Southlake Crime Control and Prevention District Board and will be enacted with one motion. There will be no separate discussion of items unless a Board member or citizen so requests, in which event 2 City of Southlake Crime Control & Prevention District Meeting Minutes 9/1 1/2007 the item will be removed_fi•om the general order of business and considered in its normal sequence. Agenda Item No. 6. Consent. A. Approve minutes of the Crime Control and Prevention District Meeting held on Tuesday August 14, 2007. A motion was made to approve the minutes from August 14, 2007. Motion: Mundlin Second: Sandow Ayes: Heath, McGuire, Mundlin, Sandow, Schelling Nays: None Abstain: Sturtevant, Williams Aj)proved: 5-0 REGULAR AGENDA Menda Item No. 7. Discussion. No items for discussion. Agenda Item No. 8. Consider. A. Recommendation of City Council for reimbursement of Crime Control funds for the value of approximately 23 acres of the DPS North site located at Dove Road and Whites Chapel. A Power Point presentation was presented outlining a brief history for which the land would be used. The appraisal process of the land was outlined. After discussion with the Parks Department it is Staff's recommendation to the Board, at the Board's suggestion, to use a mid point between the two appraisals. The mid -point is $153,282 per acre. Terms recommended to the Board are that the Southlake Parks Development Corporation would reimburse the CCPD fund $800,000 as a down payment with the balance of $2,641,573 to be paid over a 10 year period at a set four percent (4.0%) interest rate. Staff informed the Board that the property belongs to the City of Southlake because by law the CCPD Board can not hold assets. It will be up to the City Council to make the final decision for reimbursement of the pro l& '� w 0 1C�1, c i j Discussion took e in regard to what would happen to the ten year note if the CCPD was e Board questioned how the CCPD funds would be disposed at that time. A question was brought up concerning the acquisition of mineral rights pertaining to the land purchase. Mr. Schelling advised that the mineral rights were not acquired with the land. Discussion of contract terms took place. Discussion of financing took lace. P Water retention was discussed. It was suggested that the contract reflect that the Board reserve the right to detain water drainage on the Parks Department. A motion was made to approve the disposition of the North property as written in the memorandum dated September 5, 2007 with the amendments offered by the Chairman (President) City of southlake Crime Control & Prevention District Meeting Minutes 9/11/2007 Amendments: 1) A fixed rate,for the terms of'the contract for the land disposition and 2) Any water retention would be the responsibility of the Parks Department. Motion: Sandow Second: McGuire Ayes: Heath, McGuire, Mundlin, Sandow, Schelling, Williams Nays: Sturtevant Approved: 6-1 Agenda Item No. 9. Adjournment. A motion was made to adjourn the September 11, 2007 CCPD meeting. Motion: Heath Second: Sandow Ayes: McGuire, Mundlin, Pittman, Sandow, Schelling, Sturtevant, Williams Nays: None Approved: 7-0 Meeting Adjourned: 7::37 p.m. Diana Green, Secretary Martin Schelling, President 4