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