Item 4CCITY OF
SOUTHL_AKE
MEMORANDUM
(June 1, 2010)
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Director of Public Works
Subject: Approve Amendment No. 3 for Kimball Avenue Improvements
with Kimley -Horn and Associates, Inc. in the amount of
$121,500
Action
Requested: Approve Amendment No. 3 for Kimball Avenue Improvements with
Kimley -Horn and Associates, Inc. in the amount of $121,500
Background
Information: The 2007 -2008 Capital Improvement Program Budget includes
funding for design services to improve Kimball Avenue from SH 114
to Dove Road. This project anticipates constructing Kimball
Avenue as a four lane divided arterial with curb and gutter and
underground drainage systems. There are two major creek
crossings with some channel work required. The proposed design
contract includes necessary submittals to FEMA and the Corps of
Engineers to obtain federal regulatory permits. There is a design
component for landscaping the medians and parkways to conform
to the concepts in the Urban Design Plan.
In addition to basic design services, Kimley -Horn is supporting City
staff in the public involvement stage of project development. This
includes handouts and presentations at SPIN meetings and
neighborhood meetings. They also provide property research and
prepare right -of -way documents for our use in acquisition of rights -
of -way and easements necessary for construction.
Kimley -Horn will 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 original limits of the project were from SH 114 to Dove Road.
The city limit line with Grapevine is north of Shady Lane along the
Kimball Avenue centerline. The project was divided into two
phases during design. Phase 1, within the city of Southlake, was
determined to be from SH 114 to north of Kirkwood Boulevard.
With the construction of the school on Kirkwood Boulevard, the city
elected to extend Phase 1 to include the East Highland Street
intersection. Phase 2, from north of East Highland Street to Dove
Road, would have been constructed at some future date.
Kimley -Horn has prepared 95% plans for Phase 1, from SH 114 to
north of Kirkwood Boulevard. They also prepared 95% plans for
the extended Phase 1, from SH 114 to north of Kirkwood
Boulevard. Subsequent to that submittal, Grapevine requested the
entire project be constructed from SH 114 to Dove Road without
phasing and will participate in funding their portion. This
amendment for design provides the services required for
construction of the entire project.
The design schedule anticipates completion of the design contract
in the fourth quarter of calendar year 2010. Right of Way
acquisition is currently underway. City staff is working closely with
the utility companies to ensure they will be able to accomplish their
relocations in a timely manner.
Financial
Considerations: The current design contract cost is $788,000.00. This amendment
will increase the cost to $909,500.00. Funding for design and right
of way is included in the FY 2008 and FY 2009 CIP Budgets.
Funds are available for the design amendment.
Construction funding is programmed in the FY 2010 and FY 2011
CIP Budgets.
Strategic Link: The construction of Kimball Avenue links to the city's strategy map
relative to the focus areas of Mobility, Partnerships and
Volunteerism, Infrastructure, and Performance Management and
Service Delivery. The specific corporate objectives that are met by
the construction of this project include: Provide travel convenience
within City and region, Collaborate with select partners to
implement service solutions, Investing to provide and maintain high
quality public assets, and Providing High Quality Customer Service.
Citizen Input/
Board Review: N/A
Legal Review: This is an amendment to the standard professional services
contract that has been previously reviewed by the City Attorney.
Alternatives: The City Council may approve the amendment or deny it.
Supporting
Documents: Location Map
Kimley -Horn and Associates, Inc. Contract Amendment
Staff
Recommendation: Approve Amendment No. 3 for Kimball Avenue Improvements with
Kimley -Horn and Associates, Inc. in the amount of $121,500
Staff Contact: Robert H. Price, P.E., Public Works Director
Gordon J. Mayer, Jr., P.E., City Engineer
Cheryl Taylor, P.E., Civil Engineer
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Kimley -Horn
and Associates, Inc.
May 20, 2410
Mr. Gordon Mayer, P.E.
Deputy Director of Public Works
City of Southlake
1404 Main Street, Suite 320
Southlake, TX 76092
Re: Contract Amendment No. 3
N. Kimball Avenue — SH 114 to Dove
KHA No. 0612370+01
Dear Gordon:
Kimley -Horn and Associates, Inc. ( "KHA" or "Consultant) is pleased to submit
this contract amendment to the agreement (the "Agreement ") between the City of
Southlake ( "Client ") and Kimley-Hom and Associates, Inc. dated October 16,
2007 for the N. Kimball Avenue project for additional Services associated with:
+ phased plan preparation;
• bid alternate plan preparation;
• franchise utility coordination;
• water line replacement from Patterson Way to Dove;
sanitary sewer analysis from Patterson Way to Dove;
• construction phasing analysis and design;
+ additional ROW and Easement document preparation; and
• removal of the original Agreement's scope of services for the LOMB
task.
This Amendment is in accordance with our discussions and both KHA and the
Client ratify the terms and conditions of the Agreement not inconsistent with this
Amendment, all of which are incorporated by reference.
PROJECT UNDERSTANDING
The purpose of the original Agreement was to prepare plans, specifications,
right-of-way and easement documents, bidding and construction phase services
for N. Kimball Avenue from SH 114 — Dove.
Preliminary plans from SH 114 — Dove were complete in August 2008, In
September 2008, the project was divided into two separate phases per City
direction. Phase 1 included improvements from SH 114 to Patterson Way and
■
Suile 275
2201 West Royal Lane
living, Texas
75063.3206
■
TEL 214 420 5500
FAX 214 420 5680
Kimley -Horn Mr. Gordon Mayer, P. E., May 20, 2010, Pag 2
and Associates, Inc.
95% Phase 1 plans were submitted for review in December 2008. Phase 2 would
include improvements from Patterson Way to Dove and has been on hold since
August 2008. In October 2009, we began developing plans for a Bid Alternate
(Patterson Way to E. Highland Street) based on City direction.
In response to the City's request, KHA will eliminate the phased approach and
bid alternate plans, and will develop a single set of bidding documents for the
entire length of N. Kimball from SH 114 to Dove. KHA will also continue with
the additional franchise utility coordination services, develop additional 12"
water line relocation plans (approximately 2,000 -LF), and size a sanitary sewer
main from Patterson Way to Dove outside the right -of -way. The design of the
sanitary sewer main was included in the original Agreement.
This contract amendment also includes increasing the number of ROW and
easement documents from 15 each to 25 each and eliminates the Scope of
Services for the LOMB task, which was later deemed unnecessary by the City
and would not be performed.
SCOPE OF SERVICES
This contract amendment is for the following Additional Services:
Phased Plan Preparation - COMPLETE $26,000 (hourly)
• Developed and submitted plans for the ultimate improvements from
Patterson Way to E. Highland Street (Phase 1). Plans included asphalt
transition pavement which is no longer required.
• Attended two (2) additional meetings with the City
• Updated Opinion of Probable Construction Cost and Pay Item Listing
Bid Alternate Plan Preparation - COMPLETE $19,000 (hnlrrly)
• Developed Bid Alternate plans for the ultimate improvements from Patterson
Way to E. Highland Street and began to incorporate into the Phase 1
submittal.
• Updated Opinion of Probable Construction Cost and Pay Item Listing
Franchise Utility Coordination (SH 114 — Patterson Way) $12,500 (hourly)
• Attended and prepared for two (2) additional franchise utility coordination
meetings with the City of Southlake
• Gathered and incorporated the franchise utility relocation plans
Develop a preliminary roll plot of the franchise utility relocation plans based
on information obtained from the franchise utility companies (1" =100' scale)
Develop plan sheets for the franchise utility relocation plans based on
information obtained from the franchise utility companies (3 sheets at 1 " =50'
scale)
Franchise Utility Coordination (Patterson Way to Dove) $12,500 (hourly)
• Attend and prepare for two (2) additional franchise utility coordination
meetings with the City of Southlake
Kirmley -horn
. _ and Associates, Inc.
Mr. Gordon Mayer, P E., May 20, 2010, Page 3
Gather and incorporate the franchise utility relocation plans
Develop a preliminary roll plot the franchise utility relocation plans based on
information obtained from the franchise utility companies (1" =100' scale)
Develop plan sheets for the franchise utility relocation plans based on
information obtained from the franchise utility companies (3 sheets at 1 " =50'
scale)
Water Line Replacement from Patterson Way to Dove $20,000 (hourly)
• Design a new 12" water line from E. Highland to Doge (approximately
2,000 -LF) to replace the existing 6" and 8" water lines along Kimball (in
conflict with the roadway construction)
• Attend and prepare for up to one (1) additional meeting with the City of
Southlake
• Develop final plan and profile of the 12" water line from Patterson Way to
Dove (4 sheets at I"=20' scale)
• Update Traffic Control Plan
• Compile standard details to clarify intent
• Update Opinion of Probable Construction cost and Pay Item Listing
• Incorporate the plan sheets into the final bidding documents
Sanitary Sewer Analysis from Patterson Way to Dove $5,000 (hourly)
• Size a Sanitary Sewer Main from Patterson Way to Dove (approximately
2,000 -LF) based on demands for the drainage basin
• Prepare a letter to the City summarizing assumptions and calculations for
determining the size of the sanitary sewer main.
• Attend and prepare for up to one (1) additional meeting with the City of
Southlake
Construction Phasing Analysis and Design $10,000 (hourly)
• Develop exhibit and narrative illustrating construction phasing concept for
City review and concurrence, incorporating franchise utility relocations,
clearing and grubbing, previous prepared Phase 1 Traffic Control, and Traffic
Control from Patterson Way to SH114
• Update Bidding Documents to incorporate the phased approach, including
Plans, Specifications, and Project Manual
• Attend up to one (1) additional meeting with the City
Additional ROW and Easement Document Preparation $16,500 (reimbursable)
• Prepare up to ten (10) additional ROW Documents
• Prepare up to ten (10) additional Easement Documents
SCHEDULE
We anticipate the bidding documents will be submitted within eight (8) weeks of
receipt of a signed Contract Amendment.
Kimley -Horn Mr. Gordon Mayer, P. E., May 20, 2010, Pagc 4
and Associates, Inc.
FEE AND BILLING
For the Additional Services set forth above, Client shall pay the Consultant on an
hourly and reimbursable (for expenses) basis using the following standard rate
schedule not to exceed $121,50
Senior Engineer I J Senior Professional 1
$220-$250
Senior Engineer II 1 Senior Professional 11
$190-$230
Engineer 1 Professional
$145-$190
CAD Technician
$130-$145
Designer
$100-$155
Analyst
$125-$150
Support Staff /Technician
$60-$ 105
Effective January 1, 2010
(Remainder of page intentionally left blank)
Kimiey-Horn Mr. Gordan Mayer, P.E. May 20, 2010, Page 5
and Associates, Inc,
CLOSURE
Please have authorized persons execute both copies of this Agreement, retain one
copy and return the other to me..
We appreciate the opportunity to provide these services to you and the City of
Southlake. Please do not hesitate to call if you have any questions or cornments.
Very truly yours,
KIMLEY- HORNY AND ASSOCIATES, INC.
G Brad Tribble, P.E.
Senior Vice President
GBT :Ina
K;: LAC_ ROADWAY+061237.001'PPP'•.POST WrPNOW 04.27- 101MOD3 05- 20- 10.DOC
Agreed to this day of ) 2010.
THE CITY OF SOUTHLAKE TEXAS
A Municipality
IM
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Title:
Official Seal:
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