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Item 4ECity of Southlake, Texas MEMORANDUM February 5, 2008 To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Public Works Director Subject: Authorize amendment no. 3 to the professional services agreement (PSA) with Lee Engineering, Inc. to provide engineering services for design of three roundabout intersections: Continental Blvd at White Chapel Blvd., Dove Road at White Chapel Blvd., and Dove Road at Carroll Ave Action Requested: Authorize amendment no. 3 to the professional services agreement (PSA) with Lee Engineering, Inc. to provide engineering services for design of three roundabout intersections: Continental Blvd at White Chapel Blvd., Dove Road at White Chapel Blvd., and Dove Road at Carroll Ave. Background Information: On September 15, 2006, the City Council approved a Professional Services Agreement (PSA) with Lee Engineering, Inc. to provide engineering services for design of three roundabout intersections: Continental Blvd at White Chapel Blvd., Dove Road at White Chapel Blvd., and Dove Road at Carroll Ave. Two amendments to this contract have been approved by the City Manager. Amendment number 1 was approved on June 17, 2007 in the amount of $13,095.00 for additional survey services, four additional right of way parcel descriptions, and to add geo- technical engineering services. Amendment number 2 was approved on August 7, 2007 in the amount of $1,200.00 for one additional right of way parcel description. As this project has progressed through the design process, the scope has been refined and expanded to include extended paving limits, additional drainage requirements, urban design elements, utility relocation, and coordination with utility companies. Amendment number 3 in the amount of $66,980.00 addresses the increased work required to design the project with its current scope. Financial Considerations: The current total fee for this Professional Services Agreement is $231,485.00. The proposed Amendment Number 3 is in the amount of $66,980.00 resulting in a total fee of $298,465.00 for engineering design. Contract Amndt #1 Amndt #2 Amndt #3 Total Basic Svs $144,990.00 $66,980.00 $211,970.00 Special Svs $ 72,200.00 $13,095.00 $1,200.00 $ 86,495.00 Total $217,190.00 $13,095.00 $1,200.00 $66,980.00 $298,465.00 Funding for design and construction of this project was budgeted for and approved by City Council in the FY07 and the FY08 General Fund CIP Budget and the Roadway Impact Fee CIP Budget. Citizen Input/ Board Review: None Legal Review: The contract being amended uses the standard form of agreement for professional engineering services developed by the City Attorney's office Alternatives: The City Council may approve the proposed Professional Services Agreement amendment or deny it. Supporting Documents: Lee Engineering, Inc. Contract Amendment Proposal Staff Recommendation: Authorize Amendment number 3 to the Professional Services Agreement (PSA) with Lee Engineering, Inc. to provide engineering services for design of three roundabout intersections: Continental Blvd at White Chapel Blvd., Dove Road at White Chapel Blvd., and Dove Road at Carroll Ave. Staff Contact: Robert H. Price, P.E., Public Works Director Gordon J. Mayer, Jr., P.E., City Engineer Cheryl Taylor, P.E., Civil Engineer 7 3030 L ®J FREEWAY SUITE 1660 DALLAS,TEXAS 75234 972/248 -3006 FAX 972/248 -3855 TOLL FREE 888/298 -3006 1LEE rinenrcaine January 30, 2008 Mr, Gordon Mayer, P.E. City of Southlake 1400 Main Street, Suite 320 Southlake, Texas 76011 Re: Three Roundabout Designs — Contract Amendment Dear Mr. Mayer: With this letter, Lee Engineering is requesting authorization to increase our fee on the roundabout design services contract to account for additional costs incurred by Lee Engineering. Lee Engineering has incurred additional costs through changes in scope and unanticipated levels of design effort. The level of effort and the amount of detail needed to produce the plans has been significantly greater than estimated and is explained in detail below. Our original proposal was based on engineering and design required to produce 50 plan sheets. Originally, we anticipated nine (9) sheets total for Plan /Profile and Cross - Sections; however, we currently anticipate 30 sheets for these portions of the plans, an increase of 21 sheets. The final plan set is expected to contain at least 70 plan sheets. Roadway and Storm Drain Plan/Design Changes Based on input from the City, our fees were based on the level of design effort required for roundabouts with a construction cost of approximately $250,000 each. This construction cost was based on an assumption that most of the pavement construction would use existing grades and alignment where possible. As the design for the three roundabouts has progressed, the scope of what was originally planned has changed. The current projected cost of construction is over $2.1 million or about three times the original projected amount. The construction cost increase is partly due to the rising cost of construction; however, the main reason for the construction cost increase is due to increased pavement limits, complex alignments, and storm drain requirements. The pavement limit increases are addressed in the following parts. With regard to alignment, the original scope for design was based on the assumption that a straight alignment from one end of the project, through the roundabout, and terminating at the opposite end was possible; which requires only two centerline alignments and roadway profiles. In reality, roundabout safety dictates skewed entrances that work to efficiently channel traffic are much more desirable. These skews create the need for five centerline alignments verses two as the scope assumed. One alignment and one roadway profile for each leg of the roundabout along with a fifth alignment and profile running around the island are required to accurately define the pavement grades for construction. Page 216 In addition to the increased difficulty with the alignments and profiles, there was another unexpected result. Typically, paving plans include cross - sections which are generated by the design software based on the survey data and profile design. Because the transitions are changing width in the plan view along with the circular nature of the roundabout, all of the cross - sections must be manually drawn. The results of the increase in drafting time are included in the breakdown that follows. The following provides a general description of the paving and drainage scope changes at each roundabout: White Chapel 1 Continental ■ Grades and alignment of the roundabout required additional plan, profile, and cross - section sheets to design the grades around the roundabout in order to accommodate storm water runoff. The original scope called for allowing the intersections to drain as sheet flow without curb and gutter. As designed, there are sections of lay -down curb along the entrance and departure points. In addition, the trail /sidewalk connection requirements create situations where the borrow ditches must be collected in a piped system. ■ Shifting the roundabout to accommodate the tight ROW coupled with the approach angle for the roadways required redesigning the east approach /departure lanes and median. ■ To allow for construction sequencing and to prevent a road closure at this intersection, a much more extensive traffic control and construction sequencing plan is required. Project Manager 10 hrs $1,600 Project Engineer 24 hrs $2,880 Engineering Designer 31 hrs $2,790 Technician 62 hrs $3,720 $10,990 Carroll I Dove + Grades and alignment of the roundabout required additional plan, profile, and cross section sheets to design the grades around the roundabout to accommodate storm water runoff. ■ Based on the approach angle criteria along with minimum curve radius criteria, the west approach is approximately 100' longer than originally anticipated. ■ To allow for construction sequencing and to minimize the road closure time at this intersection, a much more extensive traffic control and construction sequencing plan is required. ■ Storm drain requirements at this intersection are much more complex than originally anticipated. Although a separate project has been identified to improve the drainage on a more regional level, the design at this intersection is more involved than the original scope. This scope change includes accommodating a new development to the southwest of the intersection. Project Manager 13 hrs $2,080 Project Engineer 24 hrs $2,880 Engineering Designer 46 hrs $4,140 Technician 92 hrs $5,530 $14,630 Page 316 White Chapel 1 Dove ■ In order to better accommodate the driveway into the City water tower, and minimize the need for retaining walls and right -of -way the schematic roundabout intersection was revised and the entire intersection relocated to the southeast.. ■ Grades and alignment of the roundabout required additional plan, profile, and cross section sheets to design the grades around the roundabout to accommodate storm water runoff. ■ The shift to the southeast resulted is an approach length increase of approximately 300' to the west and 200' to the east. In an effort to minimize tree removal and to accommodate sidewalks, additional storm drain design is required along the west approach. ■ To allow for construction sequencing and to minimize the road closure time at this intersection, a much more extensive traffic control and construction sequencing plan is required. Project Manager 22 hrs $3,520 Project Engineer 52 hrs $6,240 Engineering Designer 90 hrs $8,100 Technician 120 hrs $7,200 $25,060 In addition to the scope changes itemized above, revisions to the roundabout curb and crosswalk design are required to meet the City's expectations as presented in exhibits from the Urban Design Study. The cross walk change will involve the design of patterned concrete crosswalks and revisions to the construction sequencing plans. When developing fees for engineering design, we typically rely on past experience on similar projects for similar clients. Our fees as proposed assumed a level of effort that would allow for approximately 1,000 man -hours of engineering design on this project. To date, we have spent more than 2,000 man -hours in design on this project. Based on changes in scope and project complexity, we are proposing the following increase to the design budget for this project. A list of sheets is attached. Roadway and Storm Drain Plan/Design Changes $ 50,680.00 City Utility Relocations Based on discussions with the City utility crews, utility relocations will be necessary at each roundabout location. We anticipate four additional plan sheets to detail water lines (plan and profile) along with a City detail sheet and detail sheet for utility valve vault construction. The following is a summary of what has been requested beyond the original project scope. The contract scope does not provide for utility relocations. It is important to note that initial discussions with City Staff concluded the relocations would not be necessary. However, further reflection on the difficulty in accessing lines once the roundabout is opened for traffic combined with the much more extensive reconstruction requirements led to the decision to relocate the lines. Page 4/6 White Chapel / Continental ■ Lower the 12° water line in the northwest corner (assuming the proposed storm drain will need to cross it). ■ Adjust approximately 270 LF of 12" water line to reroute the existing line around the roundabout. ■ Adjust approximately 20 LF of 8 "W in the SW corner to reconnect existing 8 "W to the new 12"W.. Project Manager 2 hrs $320 Project Engineer 4 hrs $480 Engineering Designer 9 hrs $810 Technician 13 hrs $780 $2,390 Carroll / Dove ■ Adjust approximately 500 LF of 12" water line in the southwest quadrant and another 20 LF of 6° water line to connect the 12" line to the existing 6" line. ■ Adjust approximately 150 LF of 8 " water line to connect the existing 8" line running north to the new 12" line routed around the roundabout. ■ Adjust approximately 200 LF of 12" water line to connect the existing 12" line running east to the new 12" line routed around the roundabout and lower for the proposed storm drain. Project Manager 2 hrs $320 Project Engineer 4 hrs $480 Engineering Designer 14 hrs $1,260 Technician 23 hrs $1,380 $3,440 White Chapel / Dove ■ A 12" and two 20" water line relocations are required in the existing southwest corner based on the proposed storm drain and roadway alignment. ■ Adjust approximately 175 LF of 12" water line to reroute the existing 12° line around the roundabout. ■ Provide for the installation of a new fire hydrant and approximately 20 LF of 6" water line in the southeast corner of the roundabout. ■ Provide design drawings for the installation of a 20" valve and vault on the 20" water line that serves the elevated water tower. Project Manager 5 hrs $800 Project Engineer 11 hrs $1,320 Engineering Designer 28 hrs $2,520 Technician _ 47 hrs $2,830 $7,470 Utility Relocations .......................... ............................... $ 93,300.00 Page 6/6 Schematic Revisions Based on discussions with the City, it has become necessary to produce a revised alternate alignment for the White Chapel Blvd at Continental Boulevard intersection. These revisions are outside the original scope of services. Project Engineer 25 hrs $3,000 $3,000 Schematic Revisions ...................... ............................... $ 3000.00 Our current fee for design services as previously amended and proposed fees are shown below: Task Current Fee Proposed Fee Increase 1 — Project Management $10,245 $10,245 - 2 — Schematic Development $13,910 $16,910 $3,000 3 - Design Services $113,955 $164,635 $50,680 3 A — Utility Relocations - $13,300 $13,300 4 — Bid Phase Services $6,880 $6,880 - TOTAL BASIC SERVICES $144,990 $211,970 $66,980 5 — Survey Services $46,750 $46,750 - 6 — Construction Engineering Services $20,000 $20,000 - 7 -- Right of Way Parcel $13,200 $13,200 - 8 — Geotechnical Testing & Report $6,545 $6,545 TOTAL SPECIAL SERVICES $86,495 $86,495 - TOTAL ALL SERVICES $231,485 $298,465 $66,980 If you have any questions, please contact me at (972) 248 -3006. Si?eph l, Accepted: Jo . Short , P.E., PTOE ------------------ - - - - -- --------------- - President City of Southlake Date