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
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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
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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.
WHITE CHAPEL BOULEVARD 10/14/08
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