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Item 4CCITY OF SOUTH LAKE MEMORANDUM (October 19, 2010) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Subject: Approve a Professional Services Agreement for design services on the 20 -inch water line along SH 114 from Town Square to North White Chapel Boulevard with Cheatham and Associates, Inc. in the amount of $134,410.00. Action Requested: Approve a Professional Services Agreement for design services on the 20 -inch water line along SH 114 from Town Square to North White Chapel Boulevard with Cheatham and Associates, Inc. in the amount of $134,410.00. Background Information: The water system relies on Pump Station #1 located at West Southlake Boulevard at Pearson and Pump Station #2 on T. W. King, north of SH 114 to supply water throughout the City. These two pump stations are connected to the three elevated water storage tanks with a 20 -inch water transmission line along Southlake Boulevard and White Chapel Boulevard. This 20 -inch water line project will "close the loop" connecting the T. W. King pump station to the elevated tower on Miron Drive in the eastern part of the City. This will significantly improve the efficiency of the water system. The City Council included project funding in the FY 2008 CIP Budget for engineering design of a water supply transmission line along SH 114 from Town Square on State Street at Federal Way to SH 114 at North White Chapel Boulevard. Construction funding for this project is in the FY 2011 and FY 2012 CIP Budget. The design schedule anticipates completion of this design at the end of May 2011. We anticipate taking bids for construction during Summer 2011. Financial Considerations: The total fee for this agreement is $134,410.00. Design services are budgeted in the Utility Fund CIP budget for this project. Strategic Link: The design of the 20 -inch water line and associated activities link to the city's strategy map relative to the focus areas of Infrastructure and Performance Management and Service Delivery. The specific corporate objectives that are met by this design project include: Providing high quality customer service, improve performance of delivery and operational processes, and investing to provide and maintain high quality public assets. Citizen Input/ Board Review: None Legal Review: This is the standard contract form that has been previously reviewed by the City Attorney. Alternatives: The City Council may approve the Professional Services Agreement or deny it. Supporting Documents: Location Map Professional Services Agreement Staff Recommendation: Approve a Professional Services Agreement for design services on the 20 -inch water line along SH 114 from Town Square to North White Chapel Boulevard with Cheatham and Associates, Inc. in the amount of $134,410.00. Staff Contact: Robert H. Price, P.E., Director of Public Works Gordon J. Mayer, Jr., P.E. Deputy Director of Public Works Steven D. Anderson, P.E. Civil Engineer i D r Ail ze- kg Plc's, ru y(( ` 4!� � e�� E °�' s �..: ,._.59Y �. a�i�i�. •, Y¢th d�'I". . e.. J."'� Cheatham & Associates consulting engineers • surveyors • planners October 11, 2010 Mr. Gordon J. Mayer, Jr., P.E. City Engineer City of Southlake 1400 Main Street, Suite 300 Southlake, TX 76092 Re: Proposal for Providing Professional Services in Connection with the Design of 20" Transmission Water Line from White Chapel along S.H. 114 to Town Square CONSULTANT'S UNDERSTANDING Currently the central portion of the City of Southlake is supplied by an existing 20" line along S.H. 1709 ( Southlake Blvd.). This line is connected to the Pearson Road pumping station. The City's second pumping station is located on T. W. King, North of S.H. 114. This pumping station will have the capability of supplying a large portion of the City's water demands in the northern portion of Southlake, once the proposed transmission lines are constructed to the station. The Water Master Plan was based upon a 20" line along the North side of S.H. 114 from the existing 20" line along White Chapel, to Town Center. The line will be extended through Town Center to the existing 20" line in Southlake Blvd. A large segment of this line was constructed with the Town Center project, and a short section was built in conjunction with the new DPS facility. Therefore, the City staff has requested a proposal for engineering and surveying services to design the 20" line from White Chapel to Town Center, and complete the connection through Town Center to Southlake Blvd. The proposed alignment of the 20" line on the North side of S.H. 114 is in water line easements. There will be approximately 10 individual properties involved in the easements. It will be necessary to bore under S.H. 114 on the North side of Town Center. (See attached Exhibit "A ") The project will include the surveying, design, easement documents, TXDot submittals, bidding, and contract administration of the proposed construction. SCOPE OF SERVICES 1.0 Surveying 1.1 Our firm will furnish all necessary surveying field and office work necessary to perform the engineering design and to prepare construction plans. 2233 Avenue J, Suite 107 • Arlington, Texas 76006 • (817) 548 -0696 phone • (817) 265 -8532 fax • cheatham- associates.com Mr. Gordon J. Mayer, Jr., P.E. October 11, 2010 City of Southlake Page 2 1.2 We will prepare the legal description for utility easements based upon the new alignment, if necessary. 2.0 Engineering 2.1 Our firm will furnish all necessary technical expertise required to accomplish the engineering design of the proposed 20" water line. The design will be in accordance with applicable state and local regulations. 2.2 Our firm will provide all necessary documents for TxDot submittals associated with the bore under S.H. 114. 2.3 Our firm will then prepare construction plans, specifications and contract documents based on the engineering design. 2.4 We will assist in the advertising for and taking of construction bids. We will issue any required addendums. Our firm will assist in the processing of contract documents after contract award and will issue notice -to- proceed. 2.5 Periodic on -site visits by an engineer will take place during construction. We will issue and process any required change orders. 2.6 We will provide assistance in conducting the final inspection and issuance of certificate of completion. 3.0 Inspection 3.1 We will not furnish full -time on -site construction inspection, but will make periodic visits to the site, and will be available for plan interpretations. FEES We will provide all the services and products described in the scope of BASIC SERVICES including all services necessary for engineering, preparation of construction plans and specifications, and periodic visits during construction, and as -built plans for a flat fee of: $84,295.00 see Attachment "1 ". The SPECIAL SERVICES, surveying including topographic surveys and easement preparation will be performed on an hourly basis not to exceed $50,115.00 see Attachment "2 ". PLAN REVISIONS Any plan revisions, which the city directs to be performed, shall be billed upon an hourly basis per the enclosed hourly fee schedule. TERMS Invoicing will be based on percentage of completion. Billing will normally occur around the first of each month and payment expected within 30 working days. Mr. Gordon J. Mayer, Jr., P.E. City of Southlake GUARANTEE October 11, 2010 Page 3 Cheatham & Associates guarantee to maintain the fees presented herein for 90 days from the date of this proposal unchanged. If the above meets with your approval, this proposal can also serve as our agreement, which you may indicate by signing in the space provided below. Please do not hesitate to call should you have any questions or requested modifications of the proposal. The opportunity to be of service to you and the City of Southlake is greatly appreciated. SCHEDULE (See Attached) Respectfully, Eddie Cheatham, P.E. P:\SOUTHLAKE\PROPOSALS\SANITARYSEWERLIFTSTATION.REV4.DOCX AUTHORIZATION TO PROCEED Accepted this day of , 2010 Title: CHEATHAM & ASSOCIATES FEESCHEDULE 12/15/2008 The following rates will be applied to determine the billing for the professional services specified in the contract as hourly. PrincipalEngineer ........... ............................... ........................$150.00 ProjectManager .............. ............................... ........................$120.00 RegisteredEngineer .................................. ..............................$ 120.00 GraduateEngineer ...................................... ..............................$ 90.00 Engin eering Technician .............................. ..............................$ 85.00 RegisteredSurveyor .................................. ..............................$ 120.00 Surveying Technician .................... ............................... ........$ 85.00 SurveyCrew ..................... ............................... ........................$120.00 ConstructionObservat ion .......................... ..............................$ 85.00 Administrative Assistant............ .$ 55.00 TERMS Invoicing will be based on percentage of completion. Billing will normally occur around the first of each month and payment is due upon receipt of invoice. GUARANTEE Cheatham & Associates guarantee to maintain the fees presented herein for 90 days from the date of this proposal unchanged. Attachment 1 Basic Services Conceptual Design $22,520.00 Prelimina Design $29,205.00 Final Design $27,850.00 Bid Phase $4,720.00 Total $84,295.00 Special Services Topographic Surveying $24,780.00 Easement Documents $14,775.00 Construction Phase $10,560.00 Total $50,115.00 _ µ a - i , { Ll � L2 s a. x ' �✓ % �' w4 AM ° 1 I NSA - N— �r o- b two wq f /r r f - I, p - ' I ' fi . : . — - r, ,x ,--,� J� I� � ;;fi r '" ■ r pi I _ sit I L i I r 1 �I