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Item 4H - Attachment A - JH&A Contract Proposal and ScopeJerry Hodge & Associates, LLC Transportation Access Management Jerry L. Hodge Owner 1213 Huron Drive Grapevine, Texas 76051 Jerryh64@ Verizon.net (817) 991-3161 June 1, 2025 Ms. Lauren LaNeave Public Works Director City of Southlake 1400 Main Street, Suite 320 Southlake, Texas 76092 llaneave@ci.southlake.tx.us Re: Proposal for a short-term contract extension based on additional Right of Way work needed for Project Management of the engineering design for E. Highland Street to SH114 Frontage Road. In addition, this will include the design of the drive approach and partial drive into the Methodist Hospital Trauma drive. All Engineering to this project will be performed by Kimley- Horn. Dear Lauren: I am pleased to submit this proposal for an extended short-term contract for Project Management consulting services related to the above referenced projects. When acceptance is conveyed, this proposal will become a letter of agreement between the City of Southlake and Jerry Hodge & Associates, LLC to provide the scope of services described below. Scope of Services: • Continue to serve as the project manager for the realignment of E Highland Street as part of the TxDOT SH114 ramp reversal and main lane improvement project • The original appraisal came in out of budget for this project, H&A made the decision to terminate the current appraiser and then contacted Tom Kyser for a new appraisal. Work with the new appraiser to submit a new proposal for the Darla Smith Property in order to purchase the right of way for E. Highland Street. • Will meet with the new appraiser on site so he may start the process of preparing the new appraisal. This is required by state law for the appraiser to walk the site and talk with the users of the property. • Once the appraisal is complete Hodge & Associates, LLC will meet with the land purchaser, to discuss the amount of the appraisal. This may take several meetings to complete the purchase. The land will be purchased as a third party and will not require any funding or input by the City of Southlake. Once acquired the land will be donated to the City of Southlake as right of way for the new section of E. Highland Street. This will be done on a separate legal instrument provided by the land purchaser. Mr. Lauren LaNeave Page of 3 June 1, 2025 Jerryh64@ Verizon.net (817) 991-3161 2 • Hold multiple meetings with the attorney representing Darla Smith on the acquisition of the right of way. • The roadway will be designed by Kimley-Horn Engineering and the process will be managed by Hodge & Associates, LLC to ensure it meets all of TxDOT guidelines. This project will be designed with the process being followed by TxDOT staff to ensure we are meeting all guidelines for construction. The roadway will be designed using The City of Southlake design criteria but will be bid by TxDOT. This project will be designed at the same time the hospital drive will be designed. Both designs will be carried out in the same manner using City of Southlake standards. It is most important that this project contain all of the standards so that TxDOT will be able to bid it. • Kimley-Horn will survey the right of way property and it will require obtaining information from the consultants. This will be needed for the tie-in of the construction of the frontage road on SH114. • When we receive the information on the elevations and location of the existing frontage road, we can start the right of way survey. • Kimley-Horn will Complete the survey and appraisal to send to the project attorney. We will not start the design of the project until the land offer has been accepted and the signed papers have been received. • Once the Right of Way is received, we will begin the design for the hospital drive and roadway construction for E. Highland Street will begin. • The Design of E. Highland Street and the Drive approach will require and extended time to design and review the plans with TxDOT. the design will require approximately 60 days and will be designed by KHA and managed by H&A to ensure it meets all TxDOT requirements. • Hodge & Associates, LLC will continue to meet with TxDOT on the E Highland project to ensure all the processes are meeting TxDOT requirements. The project design will require KHA to meet the necessary requirements for TxDOT to bid this section of the roadway. • The funding for the roadway will be using TxDOT funds and their bidding process to get the roadway built. This will require that we design the project to fit into the TxDOT plans for construction. The Methodist Hospital driveway will be designed by KHA and placed in the plans for the construction of E Highland Road construction. • Due to the amount of time this has taken, we will need to meet with all of the property owners and stakeholders to update and confirm their support for the roadway project on SH114. We will also meet with the landowner of the Methodist Hospital. • During this process and dealing with all of these moving parts, TxDOT had a major shift in management. The project manager that committed TxDOT to this project, is no longer with TxDOT. This will take additional time to inform the new management staff and bring them up to date on the project status. Hodge and Associates, LLC. Will meet with the Deputy District Mr. Lauren LaNeave Page of 3 June 1, 2025 Jerryh64@ Verizon.net (817) 991-3161 3 Engineer for the completion of this project. H&A has had a long-term working relationship with him and he will be responsible for this project until completion. He has committed to carry out the project as proposed by the last project manager. Some additional work may be required to get everyone involved up to date. Fee Estimate for Contract Extension: The fee for completing the scope of services outlined above will be based on my experience in projects of this type; the fee for this contract extension will be performed for a $60,000 lump sum amount to be invoiced at $10,000 per month beginning in June 1, 2025. The total cost for the amended agreement is not to exceed $110,000. Fee Summary: I will not exceed the lump sum project fee without receiving your prior authorization. If the need for additional work is necessary, I will seek your authorization before proceeding and if required, I will supply you with my best estimate of the additional expense to complete the remaining purpose of the project. Authorization At your earliest convenience, please return a signed copy of this Letter of Agreement. I sincerely appreciate the opportunity to provide this proposal and look forward to working with you on continued progress on this project for the City of Southlake. Please let me know if you have any questions regarding this proposal. Accepted and Approved By: _______________________ Mayor Shawn McCaskill June 1, 2025 _______________________ Date