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Item 4HCITY OF SOUTH LAKE MEMORANDUM July 7, 2009 To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Public Works Director Subject: Approve Amendment No. 3 to the existing Professional Services Agreement for design services for the East Dove Road Drainage Improvements with Teague Nall and Perkins, Inc. in the amount of $18,900.00. Action Requested: Approve Amendment No. 3 to the existing Professional Services Agreement for design services for the East Dove Road Drainage Improvements with Teague Nall and Perkins, Inc. in the amount of $18,900.00. Background Information: In January 2008, Teague Nall and Perkins, Inc. was hired to design the East Dove Road Drainage Improvements. The professional services agreement included design of a storm drain system along East Dove Road between North Carroll Avenue and Dove Creek (just east of Lonesome Dove Road). In January 2009, Amendment No. 1 was approved by the City Manager in the amount of $35,500.00 for the design of the pavement reconstruction along Dove Rd. between N. Carroll Ave. and Lonesome Dove Rd. and the addition of water line improvements at the intersection of N. Carroll Ave. and E. Dove Rd. In June 2009, Amendment No. 2 was approved by the City Manager for design of the extension of a storm drain and the addition of a portion of 12" water line. The amendment did not change the total contract amount of $285,100.00. The current amendment is for the design of an additional 2,800 LF of 12" water line and all related appurtenances along Dove Road between North Carroll Avenue and Lonesome Dove Road in the amount of $18,900. During construction of the Dove Road Intersection and Drainage Improvements project, it was determined that the existing water line in Dove Road between North Carroll Avenue and Kimball Avenue needs to be upsized to a 12" line to meet the City's Water Master Plan. The water line from Lonesome Dove Road to Kimball Avenue is also under design and will be under constructed later this year with another project. Including the installation of the 12" water line along Dove Road between North Carroll Avenue and Lonesome Dove Road while the roadway and storm drain system are under construction should eliminate the need to disrupt the area for additional infrastructure improvements again in the future. Financial Considerations: The current amendment to the contract puts the total amendment amount of $54,400 above the City Manager's signature authority. Funds for the engineering design of the East Dove Road Drainage Improvements are included in the 2008 Capital Improvements Program. Strategic Link: The construction of the water line improvements along Dove Road with the Dove Road Intersection and Drainage Improvements project links to the city's strategy map relative to the focus areas of Infrastructure and Performance Management and Service Delivery. The specific corporate objectives that are met by the construction of this water infrastructure include: Providing High Quality Customer Service and Investing to provide and maintain high quality public assets. Citizen Input/ Board Review: None Legal Review: None Alternatives: The City Council may approve the Amendment to the existing Professional Services Agreement or deny it. Supporting Documents: Location Map Teague Nall and Perkins, Inc. Proposal Staff Recommendation: Approve Amendment No. 3 to the existing Professional Services Agreement for design services for the East Dove Road Drainage Improvements with Teague Nall and Perkins, Inc. in the amount of $18,900.00. Staff Contact: Robert H. Price, P.E., Public Works Director Gordon J. Mayer, Jr., P.E., City Engineer Cheryl Taylor, P.E., Civil Engineer —1 I 1 i e —1 Amendment No. 3 AGREEMENT FOR ENGINEERING SERVICES PROJECT NAME: E. Dove Road Water Line Improvements TNP PROJECT NUMBER: SLK07423 CLIENT: City of Southlake ADDRESS: 1400 Main Street, Suite 320 Southlake, TX 76092 The City of Southlake (the "'CITY ") and Teague Nall and Perkins, Inc., (TNP, the " "ENGINEER "), acting herein by and through their duly authorized representatives, enter into the following agreement which amends the Agreement for Engineering Services (the "Contract ") for the subject project, dated January 15, 2008. 1. This Amendment revises the original Scope of Work (Attachment I, Paragraph 1 — "Detailed Scope of Services ") to include the following Basic and /or Special Services: Add to TASK 1 — PRELIMINARY & FINAL DESIGN (PREPARATION OF CONSTRUCTION PLANS /DOCUMENTS): a. 12 -Inch Water Line Improvements (Lonesome Dove Road to Carroll Avenue — This item adds the design of approximately 2,800 linear feet of 12 -inch water line along with service re- connections, fire hydrants, valves, and related appurtenances. The water line will run generally under the edge of the proposed pavement for Dove Road and will be adjusted to cross each proposed storm drain lateral. This scope also includes a design kick -off meeting with City Staff to coordinate the alignment and specific layout along the road, as well as the connections at Lonesome Dove and Carroll Avenue. Six plan and profile sheets for the water line are anticipated along with revisions to the storm drain sheets included in the roundabout project currently under construction. Paving sheets will not be re- issued under this amendment. This amendment will also allow for limited coordination with the contractor and the City for preparing a change order or re- negotiating unit prices. 2. The ENGINEER agrees to perform these amended services in accordance with the terms set forth in the Contract and this Amendment. Page 1 3. The CITY agrees to compensate ENGINEER an additional amount of $18,900 for this change to the Scope of Work. More specifically, the CITY agrees to modify compensation to ENGINEER by revising Article III — "Compensation for Engineering Services" of the Contract; and Attachment I, Paragraph 3 — "Compensation ", as follows: a. The fee for Basic Services (Task 1) in Paragraph 3 of Attachment I, shall be increased by $18,900 (from $203,000 to $221,900) for the work related to Items is above; b. The total not to exceed cost ceiling for Basic Services and Special Services in Article III of the Contract and Paragraph 3 of Attachment I shall be increased from $ 285,100 to $ 304,000: 4. All other provisions of the Contract, which are not expressly amended herein, shall remain in full force and effect. Receipt of an executed copy of this Amendment will serve as Notice of Continuation to ENGINEER. Approved by CITY: City of Southlake in Title: Date: Accepted by ENGINEER: Teagu ,111_ I and Perkins, Inc. B. IV Michael A. Jones, P.E. Title: President Date: Page 2