Item 4BCity of Southlake, Texas
MEMORANDUM
February 19, 2008
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Public Works Director
Subject: Approve a professional services agreement with Gorrondona
and Associates in the amount of $64,750 for F.M. 1938, Phase
II, subsurface utility engineering services
Action
Requested: Approve a professional services agreement with Gorrondona and
Associates in the amount of $64,750 for F.M. 1938, Phase II,
subsurface utility engineering services.
Background
Information: In March of 2001, the Town of Westlake, the City of Southlake, and
the City of Keller entered into a contract agreement for engineering
services with Graham Associates, Inc. for the design of the
thoroughfare and preparation of right -of -way (ROW) documents for
the extension of F.M. 1938 along the route of Randol Mill Road and
Precinct Line Road from F.M. 1709 to S.H. 114. Tarrant County
and Denton County are assisting with the project ROW acquisition
through an Inter -local Agreement with all three cities.
The project was divided into two phases with the northern section
being almost entirely in Westlake. The Environmental Assessment
(EA) has been reviewed and approved by TXDOT for submittal to
the Federal Highway Administration. The Phase I portion of the
referenced project is currently scheduled to be awarded by TXDOT
in September of 2008.
Tarrant County, Precinct 3 Commissioner Gary Fickes speaking for
the entire Commissioner's Court has offered monies not to exceed
$1,000,000 to be utilized for this project for engineering and ROW
acquisition to help expedite getting this regionally important project
under construction.
The Southlake City Council approved an amendment to the above
referenced inter -local agreement for this project at the February 5,
2008 City Council meeting. The purpose of this amendment was to
provide for Tarrant County's commitment to provide $1,000,000
additional dollars for the completion of this project.
Subsurface Utility Engineering (SUE) services were part of the
additional engineering services needed to complete the design of
the F.M. 1938 project. Gorrondona and Associates has provided
the attached agreement for Phase II SUE of the FM 1938 project. It
should be noted that Keller, Westlake and Southlake will all be
required to execute this contract. Although the cities will not incur
any of the cost of this contract, the contract must be executed by
the cities as Tarrant County itself does not have any contracts
related to the design of this project.
The Gorrondona and Associates Phase I SUE agreement for
$20,000 was approved by the City Manager in January as it was
within the signatory authority of the office. Keller and Westlake
similarly approved the Phase I SUE agreement.
Financial
Considerations: The professional services agreement which is being considered as
part of this item is valued at $64,750.
It should be noted that through the Tarrant County, Precinct 3
Commissioner Gary Fickes discretionary funds, Tarrant County has
committed to fund the additional dollars to this project to account for
the additional engineering services provided by this agreement.
Therefore, the fiscal impact of this agreement to the City of
Southlake is $0.
Citizen Input/
Board Review: None
Legal
Review: None
Alternatives: The City Council may approve the Professional Services
Agreement amendment or deny it.
Supporting
Documents: Gorrondona and Associates Letter and agreement Proposal
Staff
Recommendation: Approve a professional services agreement with Gorrondona and
Associates in the amount of $64,750 for F.M. 1938, Phase II,
subsurface utility engineering services.
Staff
Contact: Robert H. Price, P.E., Public Works Director
Gordon J. Mayer, Jr., P.E., City Engineer
Cheryl Taylor, P.E., Civil Engineer
■
Land Surveying Subsurface Utility Engineering ® Utility Coordination
i rj...� ■tom
Mr. Greg Dickens Mr. Gordon J. Mayer, Jr. P.E.
City of Keller City of Southlake
1100 Bear Creek Parkway 1400 South Main Street
P.O. Box 770 Suite 300
Keller, Texas 76244 Southlake, Texas 76092
RE: Subsurface Utility Engineering
FM 1938 — Phase II
Keller, Southlake, Westlake, Texas
Dear Gentlemen:
January 15, 2008
Mr. Joe Henning
Town of Westlake
3 Village Circle
Suite 202
Westlake, Texas 76262
Gorrondona and Associates, Inc. (GA), is pleased to submit a cost proposal for Subsurface Utility
Engineering (SUE) required for the above referenced project. This proposal is based on information
obtained during our meeting, information depicted on the maps that you provided and our on -site
investigation.
Introduction
GA will perform the SUE work required for this project in general accordance with the recommended
practices and procedures described in ASCE Publication CUASCE 38 -02 (Standard Guideline for the
Collection and Depiction of Existing Subsurface Utility Data). As described in the mentioned ASCE
publication, four levels have been established to describe the quality of utility location and attribute
information used on plans. The four quality levels are as follows:
• Quality Level D (QL "D ") — Information derived from existing records;
• Quality Level C (QL "C ") - QL "D" information supplemented with information obtained by
surveying visible above - ground utility features such as valves, hydrants, meters, manhole
covers, etc.
• Quality Level B (QL "B ") — Two - dimensional (x,y) information obtained through the
application and interpretation of non - destructive surface geophysical methods. Also known as
"designating" this quality level provides the approximate horizontal position of subsurface
utilities within approximately one foot.
• Quality Level A (QL "A ") — Also known as "locating ", this quality level provides precise three
dimensional (x,y,z) information at critical locations by exposing specific utilities. Non-
destructive vacuum excavation equipment is used to expose the utilities at specific points
which are then tied down by survey.
It is the responsibility of the SUE provider to perform due - diligence with regard to records research
(QL "D ") and acquisition of available utility records. The due - diligence provided for this project will
consist of reviewing the "As- Built' documents previously compiled by others. Utilities that are not
identified through these efforts will be here forth referred to as "unknown" utilities. GA personnel
will scan the defined work area using electronic prospecting equipment to search for "unknown"
utilities. However, GA is not responsible for designating and locating these "unknown" utilities.
6707 Brentwood Stair Road ® Suite 50a Fort Worth, Teas 76112 o 817,496.1424 o Fax 617.466.1766 - www.ga- inr.net
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Scone of Work
Based on information provided by Graham Associates, Inc., Gorrondona & Associates, Inc. has
developed a preliminary scope for the SUE work required for this project. The scope of work may be
modified, with prior approval, during the performance of the SUE fieldwork if warranted by actual
field findings.
The scope of this proposal includes Quality Levels "A" and `B" along the proposed Phase II, FM 1938
alignment from Southlake Boulevard (FM 1709) to Randol Mill Road. G &A will proceed up each
side street as shown on the plans.
Based on our on -site investigation we anticipate encountering the following utilities; water,
telecommunications, fiber optic cable, gas, petroleum lines, and sanitary sewer totaling approximately
46,750 linear feet of utilities.
Once the QL "B ", designating, has been completed, G &A will meet with Graham & Associates to
determine where QL "A ", locating, will be required. For purposes of this proposal, it has been
assumed that eight (24) test holes will be required.
All surveying that is required for collection of SUE field data will be performed by Gorrondona &
Associates. Upon receipt of the processed survey data, we will perform a preliminary review of the
data to check for completeness and accuracy. Once this preliminary review is complete we will
prepare the required SUE deliverables which include plan sheets that are signed and sealed.
Designating Procedures
Prior to beginning field designating activities, GA's field manager will review the project scope of
work and available utility records. Once these initial reviews are complete, the field manager and
technicians will begin designating the approximate horizontal position of known subsurface utilities
within the specified project limits. A suite of geophysical equipment (electromagnetic induction,
magnetic) will be used to designate metallic /conductive utilities (e.g. steel pipe, electrical cable,
telephone cable). Non - metallic /non - conductive utilities will be designated using other proven
methods, such as rodding and probing. Where access is available, a sonde will be inserted into the
utility line (e.g. PVC gravity sewer pipe) to provide a medium for signal transmission, which can then
be designated using geophysical equipment.
Accurate collection and recording of designated utilities is a critical component of the SUE process.
GA has developed a proven method of collecting and recording survey information once the utilities
have been designated in the field. GA's field manager will produce detailed sketches depicting each
utility as well as relevant surface features such as roadways, buildings, manholes, fire hydrants, utility
pedestals, valves, meters, etc. Each utility will be labeled with a unique ID code. For example, if two
buried electric cables exist on the project, one will be labeled E1 and the other E2. Paint and pin flags
will be used to designate the utilities in the field. A labeled pin flag or paint mark will be used to mark
each location where a survey shot is required. Shot points will typically be placed at 100 -foot
intervals on utilities running parallel to the alignment and at 50 -foot intervals on utility crossings. The
locations will be numbered sequentially for each individual utility line. For example, if there are 50
shots required on buried electric line El, the points will be numbered E1 -1 through E1 -50.
Preliminary field sketches depicting the designated utilities will be prepared for use during subsequent
surveying activities. These sketches will also be used to check the survey information for
completeness and accuracy.
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Jar. €uahv 1`,2008
Page 3 of 3
Locating Procedures
GA will utilize its utility designating marks to layout the test -hole locations. When test holes are
required under pavement, GA will use a 10" core drill to prevent spalling. The test hole will be
backfilled with clean, dry backfill and finished with like material, concrete or asphalt.
GA will utilize non - destructive vacuum excavation equipment to excavate test holes at the required
locations. Once each utility is located, GA will record the utility type, size, material, depth to top, and
general direction. Each test hole will be assigned a unique ID number and will be marked with
rebar /cap, nail /disk, or chiseled X, as appropriate. The test -hole ID number and other pertinent utility
information will be placed at each test -hole location. Test -hole excavations will be backfilled with
appropriate material and the original surface will be restored. The backfill will be compacted in lifts
by mechanical means to prevent future settlement.
Test -hole locations will be added to the previously mentioned field sketches for use during surveying
activities.
Deliverables
GA will produce SUE plans depicting the type and horizontal location of the designated utilities. The
size of each utility will also be presented on the SUE plans where test -holes have been completed.
Where no test -holes have been completed, the size and material type will be provided only if the
information is indicated on available record drawings. Graham & Associates will provide Gorrondona
& Associates with base map /topographic files in Microstation J or ACAD format for use in preparing
the SUE plans.
GA will produce a summary sheet containing test hole field notes. A test hole data form will be
prepared for each test hole following receipt of coordinate and elevation information from the
surveyor. SUE plans depicting designated utility information will be revised to include test hole
locations.
Estimated Fees
GA proposes to perform the work on a unit rate basis of $1.00 per utility foot. Based on the
anticipated linear feet of utilities and the assumed twenty -four (24) test holes, the cost for designating,
QL"B" is $46,750.00, the cost for locating, QUA" is $18,000.00. The total cost for SUE and
applicable survey is sixty -four thousand, seven hundred fifty dollars and 00 /100 cents
($64,750.00).
We look forward to working with you on this very important project. If you have any questions or
require additional information, please contact me.
Sincerely,
Gorrondona & Associates, Inc.
E Dion Manager
Dan O'Leary Shana Yelberton Joe Hennig
City Manager of Keller City Manager of Southlake Town Manager of Westlake
PAProjectAGraham & Assoc\ Utilities \Westlake_Southlake_Keller FM 1938 \Contract & Invoices \proposal phase 2.doc