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Item 4CCity of Southlake, Texas MEMORANDUM October 21, 2008 To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Public Works Director Subject: Approve a professional services agreement with Nathan D. Maier Consulting Engineers, Inc. in the amount of $264,859 for the design of North White Chapel Boulevard from Highland Street to State Highway 114. Action Requested: Approve a professional services agreement with Nathan D. Maier Consulting Engineers Inc. ( NDMCE) in the amount of $264,859 for the design of North White Chapel Boulevard from Highland Street to State Highway 114. Background Information: The 2005 -2006 and 2007 -2008 Capital Improvement Program Budget includes funding for design and construction of improvements on White Chapel Boulevard from SH 114 to Highland Street. This project anticipates constructing White Chapel Boulevard as a four lane divided arterial with curb and gutter and underground drainage systems. This design contract was originally awarded to Graham & Associates, Inc on April 18, 2006. The termination of the contract with Graham & Associates was ratified by City Council on October 7, 2008. As a condition of the termination, Graham and Associates provided electronic CAD files of their work on the project. NDMCE will use the previous survey and design work to the greatest extent practicable. In addition to the roadway and storm sewer design, there is one major creek crossing with a box culvert and some channel work required. The proposed design contract includes necessary submittals to the Corps of Engineers to obtain federal regulatory permits. The project also includes replacement and relocation of a 12" water line and adjustments to other utilities. Nathan D. Maier Consulting Engineers will support City staff in the public involvement stage of project development. This will include handouts and presentations at SPIN meetings and neighborhood meetings. They will also accomplish property research and prepare right of way documents for our use in acquisition of rights of way and easements necessary for construction. Nathan D. Maier Consulting Engineers will also assist during the bid phase with distribution of plans and specifications, preparation of bid addenda, review of the bids and recommendation for award. During the construction phase, they will assist city staff by reviewing contractor submittals, including shop drawings and monthly pay requests, progress meetings during construction, change orders, general observation of construction, and preparation of record drawings. The design schedule anticipates completion of the design contract in the third quarter of calendar year 2009. Right of way acquisition and construction is programmed in FY 2009 and 2010. Financial Considerations: The total fee for this agreement is $264,859.00. 2005 -2006 and 2007 -2008 Capital Improvement Program Funds are available for these services. Citizen Input/ Board Review: None Legal Review: This contract will use our Standard Form of Agreement previously drafted by the City Attorney. Alternatives: The City Council may approve the proposed professional services agreement or deny it. Supporting Documents: Nathan D. Maier Consulting Engineers Proposal Location Map Staff Recommendation: Authorize a professional services agreement with Nathan D. Maier Consulting Engineers, Inc. for the design of North White Chapel Boulevard from Highland Street to State Highway 114. Staff Contact: Robert H. Price, P.E., Public Works Director Gordon J. Mayer, Jr., P.E., City Engineer Michael James, P.E., Civil Engineer EXHIBIT A SCOPE OF WORK FOR WHITE CHAPEL BOULEVARD FROM E. NORTHWEST PARKWAY (S.H. 114) TO E. HIGHLAND STREET FOR THE CITY OF SOUTHLAKE, TEXAS The City of Southlake is proposing to reconstruct White Chapel Boulevard as a four lane divided arterial with reinforced concrete pavement, curb and gutter, and storm sewer system from E. Northwest Parkway (S.H. 114) to E. Highland Street and the intersection at White Chapel Boulevard at E. Highland Street. The design of White Chapel Boulevard will be based on a 40 -mph design speed and will meet AASHTO standards for roadway design. In addition, it will conform to the City of Southlake Mobility and Master Thoroughfare Plan and design standards. Standard sidewalks will be included in the design with the sidewalk along the west side of the arterial being an eight -foot (8 -ft.) multipurpose trail. The design will also include replacement and relocation of the existing 12 -inch water main. The northern terminus of the project will connect to (just south of) the intersection of E. Northwest Parkway (S.H. 114) and White Chapel Boulevard. The median will be extended to the frontage road of E. Northwest Parkway. The southern terminus will connect to and include the intersection of White Chapel Boulevard and Highland Street. The intersection of White Chapel Boulevard and Highland drive has sight distance issues that will be addressed as a part of this scope. Review of the median openings will be performed at the drive entrances. TxDOT coordination for this project is not included in this scope. Any TxDOT coordination can be provided under a separate scope. The proposed arterial will generally follow the alignment of the existing asphalt two -lane roadway. Right -of -way along the project varies between eighty -eight (88) feet and ninety- three (93) feet. Eighty -eight feet is the minimum requirement for the City of Southlake. It is anticipated additional right -of -way will be required as a part of this project. The Scope of Services for right -of -way / boundary survey are as described in the attached survey scope and are considered a part of this document. The proposed roadway will cross an unnamed tributary of Dove Creek. The project will include hydrologic / hydraulic analysis and design of new box culverts crossing the proposed arterial roadway. Preliminary drainage investigation suggests that the crossing can be handled with a 4 -6'x3' multiple box culvert; the scope of services is based on that assumption. It is assumed that a wetlands determination and mitigation plan will not be necessary for this project and it is anticipated that the project will be governed under Nationwide Permit 14 for linear transportation projects. WHITE CHAPEL BOULEVARD 10/14/08 The Consultant will attend a maximum of two public meetings to communicate project details to citizens, council members, and other interested parties. In addition, the consultant will attend one progress meeting per month for the duration of the design of this project to meet with City staff. Finally, the consultant will attend a maximum of three separate utility coordination meetings as a part of this scope. Subsurface Utility Engineering (SUE) services are not a part of this scope. SCOPE OF SERVICES I. SURVEYING A. Right of Way Surveying 1. Deed Research The Consultant will acquire deeds for all tracts of land from which R.O.W. must be secured and from the tracts which abut it. 2. Prepare R.O.W. Deed Sketch A deed map will be drawn which shows the relationship of the existing R.O.W. and the abutting tracts to each other. 3. Secure Permission to Enter Private Property A list of property owners and their addresses will be furnished to the City of Southlake. Letters and an appropriate release form will be mailed to those abutting property owners to secure permission to enter their property. Reasonable effort will be made to attempt to secure permission to enter private property. If negotiation is not successful, the City of Southlake will be asked to assist. 4. Survey Additional R.O.W. and Easement Parcels When additional R.O.W. requirements have been determined, the corners of the new R.O.W. will be staked. A new R.O.W. map will be drawn and legal descriptions written from which additional R.O.W. may be acquired by the City of Southlake. The scope assumes a separate cost per R.O.W. parcel as shown on the attached survey fee schedule. Legal descriptions will also be written from which easements (drainage, utility, slope, etc.) may be acquired by the City of Southlake. This scope assumes a separate cost per easement as shown on the attached survey fee schedule. Field notes and an exhibit drawing for each parcel to be acquired for right of way purposes will be prepared and submitted for review prior to final acceptance. Final metes and bounds descriptions will be submitted along with R.O.W. map and computer closure sheets for parcels to be acquired. B. Route Surveying Base Line WHITE CHAPEL BOULEVARD 10/14/08 Page 2 A base line will be established in a location relatively free from traffic for horizontal control. 2. Benchmark Loop A series of benchmarks, sufficiently close to have two benchmarks per sheet of construction plans, will be established on NAVD88 Datum. 4. Tie In Existing Features Survey existing topographic features and cross - sections of the alignment, within one hundred and fifty feet (150 ft.) either side of the centerline, and drainage channels and two hundred feet (200 ft) in each direction of the Highland Street intersection. Survey cross sections along existing cross streets and driveways, as may be necessary for design purposes. Survey overhead power lines, telephone lines, cable T.V., and any other overhead features; establish location and features of tower foundations and the elevation of lowest wires and cables." Survey water and sanitary sewer mains at fifteen (15) locations excavated by the City of Southlake in order to obtain location and elevation information on those facilities. Provide topographic survey for the location of dwellings, buildings, sheds, fences, streams, roads, utilities, and the outline of wooded or heavy brush areas, within the limits specified. Any dwelling or structure adjacent to, but not more than fifty feet outside the limits of the work, shall also be located. Provide sufficient topographic survey to determine construction limits for driveways, cross streets and drainage channels. Survey the location and elevation (top and flowline) of utility appurtenances, such as manholes, valve boxes, cleanouts, and cable markers which are evident above ground. The Consultant will not excavate or probe to locate underground utilities. 5. Tie features outside of the proposed alignment which may influence design. If a feature outside of the proposed alignment is noticed which may influence the design, it will be tied to the State Plane NAD 83 Coordinate System. It is assumed for this Scope of Services that field surveys for channel improvements will be required. Channel cross sections upstream and downstream of the proposed improvements will be obtained from existing aerial topography and field survey. 6. The location of approved soil borings necessary to furnish data for GEOTECHNICAL INVESTIGATIONS will be staked. The scope WHITE CHAPEL BOULEVARD 10/14108 Page 3 assumes two (2) borings will be required for the geotechnical investigation on this project. Obtain elevation information for the centerline of the proposed 12- inch water main relocation on at least a fifty -foot interval. C. Additional Scope of Services and assumptions for survey services are as described in the attached fee schedule. II. CONCEPTUAL DESIGN SCHEMATIC LAYOUT The conceptual Design Schematic layout will be prepared in plan and profile view on a roll to establish the roadway alignment, typical sections, cross section elements, and preliminary right -of -way requirements. The design schematic will utilize existing aerial topography as a survey base. III. HYDRAULIC REPORT A. Evaluate Previous Reports B. Perform Hydrologic and Hydraulic Studies Hydrologic and hydraulic studies will be required for the tributary of Dove Creek. The drainage area will be verified from existing maps (U.S.G.S., etc.). The storm runoff from the drainage area will be determined considering future development. The required hydraulic opening under the roadway will be determined from the design storm, and compared with the results produced from the hydraulic design criteria of the City of Southlake and TxDOT. Available HEC -1 or HEC -HMS models updated for future development will be used to establish design discharges. These discharges will be compared with the discharges calculated by TxDOT on the S.H. 114 project. HEC -2 or HEC -RAS backwater analysis will be run to determine the adequacy of proposed hydraulic openings and the effect upstream. The hydraulic design criteria for the City of Southlake and TxDOT will be used to determine the required hydraulic culvert opening for the design storm. The hydraulic design will limit the design water surface to zero rise in the upstream floodplain elevation. C. FEMA Requirements The subject tributary is not a FEMA studied or mapped stream. Therefore, no FEMA submittal will be required for this project. D. Corps of Engineers Requirements The required Section 404 Permit application will be prepared and submitted to the U. S. Army Corps of Engineers for alterations to the unnamed WHITE CHAPEL BOULEVARD 10/14/08 Page 4 tributary of Dove Creek. It is anticipated that a Nationwide Permit will be appropriate for this project. If an individual permit is required, a supplemental agreement will be prepared for this service. V. GEOTECHNICAL INVESTIGATIONS A. The Consultant will develop a subsurface exploration report to establish recommendations for design of subgrade, pavement, culvert structure, E- prime (E') values for pipeline design, and (any) retaining walls for the Project. VI. UTILITY COORDINATION A. Utility Locations The Consultant shall show on its plans the location, alignment and grade of each public or private utility crossing, including both aerial and underground lines, giving the station, skew, elevations, owner, the type of line crossed and all other pertinent data visible in the field or obtainable from local residents, records and utility representatives. The Consultant will prepare and submit these plans to the City of Southlake so that all utility company relocations may be approved and relocated prior to awarding of the general construction contracts. Subsurface Utility Engineering (SUE) will not be used for this proj ect. VII. RELOCATION OF EXISTING 12 -INCH WATER MAIN The City of Southlake has several key pipelines within the project limits. These include two existing 16 -inch water mains and an existing sanitary sewer force main. The existing 16 -inch water mains provide the feed from the City of Southlake's delivery point to the water tower at White Chapel Boulevard and Dove Road. It is likely that neither the force main nor the 16 -inch water mains can be out of service for any significant time for relocation. Because of the installation of the proposed Dove Creek box drainage structure and the storm drainage system, it is a part of this scope that the City of Southlake exposes the existing pipelines at 15 locations in order to obtain exact elevations on those facilities. Adequate protection of these water and sanitary sewer facilities must be assured throughout the project. The design of the relocation of the existing 12 -inch water main will consist of plan and profile sheets for the design of the pipeline to a location within the west parkway of the roadway. A separate profile sheet will be provided for profiles of all crossings 6- inches or larger for fire hydrant leads and service feeds to properties on the east side of the roadway. The 12 -inch water main design will begin at a 12- inch pipeline to be stubbed out as a part of a proposed City of Southlake water main project in Highland Street. The 12 -inch water main design will terminate at the existing 12 -inch water main in the west side of the White Chapel Boulevard immediately south of the frontage road of SH 114. Special design considerations will be given to the horizontal and vertical locations of the existing sanitary sewer lift station south of Countryside Court, the existing sanitary sewer force main, the WHITE CHAPEL BOULEVARD 10/14/08 Page 5 existing 16 -inch water mains that feed the water tower at the intersection of White Chapel Boulevard and Dove Road, the proposed drainage structure at Dove Creek, and the proposed storm drainage system. The design for this project does not include any hydraulic modeling of the City of Southlake's water system, and it does not include the design of relocations for the existing sanitary sewer force main, relocation or replacement of existing gravity sanitary sewers, or relocation or lowering of the existing 16 -inch water mains in White Chapel Boulevard. Any services involving these items can be done under separate contract. VIII. PRELIMINARY HORIZONTAL AND VERTICAL ALIGNMENT Preliminary roadway alignments and profiles will be prepared. The alignment will be along the existing roadway alignment. The profile will consider existing adjacent land use, side street and driveway connections, and sight distance requirements at Highland Street. IX. TRAFFIC CONTROL PLAN The Traffic Control Plan provides for the orderly routing of traffic during construction. The staging of construction will be planned utilizing the PRELIMINARY HORIZONTAL AND VERTICAL ALIGNMENT. Adjustments will be made as necessary, and phasing will be utilized to better accommodate traffic. Safety will at all times be the primary consideration. The Traffic Control Plan will detail the location and layout of traffic control devices as outlined in the "Texas Manual on Uniform Traffic Control Devices." X. SURFACE DRAINAGE AND STORM SEWER DESIGN A. Drainage Area Map and Runoff Calculations A drainage area map will be drawn from available contour maps. Inlets will be located and sub - drainage areas determined. The run -off will be calculated and shown on standard calculation plan sheets. B. Storm Sewer Design All final design work will be shown on calculation plan sheets. Preliminary design will be done on standard forms submitted for approval. Pipe sizes, grades, and hydraulics will be shown for the City of Southlake's approval. Changes to the design will be made in accordance with review comments. C. Plan/Profile Storm Sewer The approved design will be drafted onto standard sheets. Each inlet lateral will be shown in profile. D. Erosion Control Points of surface run -off concentration will be treated as required to control erosion. This applies to erosion control during construction, as well as WHITE CHAPEL BOULEVARD 10/14/08 Page 6 permanent control for the completed roadway. In addition, the construction documents will include the storm water pollution prevention plan. XI. FINAL HORIZONTAL AND VERTICAL ALIGNMENT The approved alignment, both horizontal and vertical, will be drafted into final form on standard sheets, using accepted drafting practice. Features such as existing drives, mailboxes, trees, fences, and signs, will be shown in the plan and their types of materials noted. Existing underground utilities will be shown in both plan and profile, with caution notes. The pavement surface drainage pattern will be shown. The location of proposed storm drains and inlets, as determined in SURFACE DRAINAGE AND STORM SEWER DESIGN, will be shown on pavement plan sheets. Roadway cross - sections will be prepared at minimum intervals of 50' and will extend sufficiently beyond the proposed R.O.W. to show important topographic features. Channel cross - sections will also be taken upstream and downstream of drainage features. The cross sections will be submitted to the City of Southlake for final approval. The final vertical alignment will be established with the top of curb below existing ground line, where practical. Horizontal and vertical information will be complete. Consistency between plan sheets and typical cross - sections will be checked. Left turn lanes will be detailed with typical paving sections shown. Title sheets, general notes, special drainage features, and miscellaneous details will be prepared and included in the plan set. XII. SIGNING, MARKING AND CONDUIT PLANS Separate sheets of plans will be drawn for this section. A sheet may have two segments of improvements shown on it. Pavement markings, signs, and signals will conform to the Texas Manual of Uniform Traffic Control Devices. A. Pavement Marking and Signage Lane markings and centerlines will be shown. Signs will be located on the plans and also shown in schematic pictorial format. Non - standard signs will be drawn in sufficient detail to be fabricated. B. Illumination The conduit and foundation layout for roadway illumination will be shown on the roadway design plans. Conduit and pull box locations will be included in the plan sheet set. C. Signalization Signalization is not included as a part of this scope. However, design of the intersection at Highland Street will provide for the future installation of signalization and conduit layout will be provided as the City of Southlake requests. WHITE CHAPEL BOULEVARD 10/14/08 Page 7 D. Conduit The design will include conduit and pull boxes for fiber optic communications the entire length of the project as desired by the City of Southlake. XIIL COST OPINIONS The Consultant will prepare Opinions of Probable Construction Cost (OPC) for the proposed roadway, drainage, and water relocation project. The Consultant will update the OPC for thirty percent (30 %), sixty percent (60 %), and one hundred (100 %) submittals. The Consultant will identify potential alternatives that may provide cost savings to the City of Southlake as applicable. The cost of additional right -of -way will not be included in the construction cost opinion. The cost to purchase right of way will be provided to the City from other sources. XIV. SPECIAL PROVISIONS AND SPECIAL SPECIFICATIONS TO STANDARD SPECIFICATIONS TO BE PROVIDED A. Special phasing or sequencing for TRAFFIC CONTROL PLAN. B. Special Construction Specifications and Details Items not covered by the City of Southlake standards, NCTCOG standard specifications as amended by the City of Southlake, or TxDOT will require written Special Specifications. Special details that are not included as a standard by the City shall be included in both plans and specifications. C. Plans and Contract Documents The project manual will include bidding requirements, bid proposal, bid schedule, special conditions, and technical Specifications as required by the City of Southlake. All plans, details, specifications, surveys, maps and documents will be produced in an AutoCAD format on 22 "x34" sheets and a copy of the design files on a CD -ROM shall be furnished to the City of Southlake in AutoCAD and in .pdf format at the time of contract completion. XV. SUBMITTALS A. Progress submittals to the City shall be at 30 %, 60 %, 90 %, and 100% stages of completion. For each stage of review, three (3) sets of drawings will be furnished to the City as well as a .pdf copy for review. B. Up to five (5) additional sets of preliminary plans shall be submitted at sixty percent (60 %) completion for distribution to franchise utilities. C. The final submittals will include updated estimated construction quantities and opinion of probable construction costs and three (3) sets of engineering plans and project manual submitted to the City of Southlake for review. WHITE CHAPEL BOULEVARD 10/14108 Page 8 D. Upon final review of one - hundred percent (100 %) plans, Consultant shall supply two (2) sets of plans (hardcopy) and bid documents and one .pdf copy to the City of Southlake. E. Consultant shall submit plans for review by other agencies (e.g., TDLR (Texas Department of Licensing and Regulation), TCEQ (Texas Commission on Environmental Quality, THC (Texas Historical Commission), TxDOT, DART (Dallas Area Rapid Transit), FEMA, etc.) that may have oversight authority for design and permitting issues as required. XVII. BID PHASE SERVICES A. Consultant shall coordinate final printing of construction plans and project manual for distribution to proposed bidders. The Engineer will recoup cost of bid sets by non - refundable fee from proposed bidders. All plans, project manuals, and other related bidding documents will be distributed from the office of the Engineer. B. Consultant shall assist the City of Southlake with the bidding process as follows: 1. Provide bidding documents to Dodge Reports, North Texas Construction Reports and other plan rooms at the City's request. 2. Prepare bid advertisement. 3. Attend pre -bid conference as required by the City of Southlake 4. Address questions from the proposed bidders during the bidding process and issue addenda as necessary. 5. Prepare tabulation sheet for the bid opening and assist the City of Southlake in securing, opening, tabulating, and analyzing bids received. 6. Prepare formal contract documents for execution between the Contractor and the City of Southlake. XVIII. CONSTRUCTION ADMINISTRATION A. Construction Plans - Furnish ten (10) sets of final plans for construction for use by the City of Southlake and the Contractor. B. Pre - Construction Conference — Meet with the City of Southlake, the Contractor, and other interested parties to discuss the construction of the project, including project requirements, communication procedures, project scheduling, personnel, laboratory testing requirements, field inspection, construction staking, pay requests, and other pertinent matters that may impact the project. WHITE CHAPEL BOULEVARD 10/14/08 Page 9 C. Construction Observation — Perform periodic site visits to determine the overall progress of construction and conformance with plans and specifications and attend monthly progress meetings if needed. The scope does not include the services of a full time project inspector. Periodic visits constitute a minimum of two visits per month under construction. D. Pay Requests — For this project the review and approval of all pay requests shall be through the City of Southlake. E. Changes & Reviews — Review shop drawings, laboratory testing reports, field change requests and change orders. Provide written responses to requests for information or clarification to City or Contractor. Prepare and process routine change orders as they pertain to the original scope of work. Upon substantial completion of construction, the Engineer will conduct a final project walkthrough with the Contractor and City of Southlake and provide a punch list of outstanding issues. F. Record Drawings — Prepare record drawings utilizing City of Southlake and Contractor as -built information, including one (1) set of 22" X 34" Mylar record drawings and one electronic copy of all construction plan sheets in AutoCAD and Tiff Image formats as required. WHITE CHAPEL BOULEVARD 10114108 Page 10 EXHIBIT C White Chapel Boulevard E. Northwest Parkway (S.H.114) to Highland Street Engineering Fees ENGINEERING FEE BASIC SERVICES Roadway Design $129,639 TOTAL BASIC SERVICES $129,639 SPECIAL SERVICES Survey Services $ 35,170 Hydraulic / Hydrology Study and Analysis $ 25,485 Waterline Replacement $ 19,455 Permitting $ 11,160 Construction Administration $ 12,470 Geotechnical Investigation $ 8,000 Reimbursable Expenses $ 2,900 Unit Costs 12 - Right -of -way dedication $ 20,580 exhibits / Easement dedication exhibits - $1,715 each TOTAL SPECIAL SERVICES $ 135,220 TOTAL ENGINEERING $ 264,859 WHITE CHAPEL BOULEVARD 10/14108 EXHIBIT D MATERIAL TO BE PROVIDED BY THE CITY OF SOUTHLAKE City of Southlake Design Standards for Paving, Drainage, Water, and Wastewater City of Southlake Standard Details for Paving, Drainage, Water, and Wastewater City of Southlake Standard Specifications for Paving, Drainage, Water, and Wastewater City of Southlake Pay Item Standards City of Southlake Water and Wastewater Master Plans Current Aerial Photography and Topographic Mapping Current Hydrologic and Hydraulic Models and Flood Studies for the project area Applicable Construction Plans. 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