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Item 4FCity of Southlake, Texas MEMORANDUM October 16, 2007 To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Public Works Director Subject: Authorize a Professional Services Agreement with Kimley -Horn and Associates, Inc. for design of improvements to Kimball Avenue from State Highway 114 to Dove Road Action Requested: Authorize a Professional Services Agreement with Kimley -Horn and Associates, Inc. for design of improvements to Kimball Avenue from State Highway 114 to Dove Road. 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 will support City staff in the public involvement stage of project development. This will include handouts and presentations at SPIN meetings and neighborhood meetings. They will also accomplish 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 design schedule anticipates completion of the design contract in the fourth quarter of calendar year 2008. Construction funding is programmed in the FY 2010 and FY 2011 CIP Budget. Financial Considerations: The total fee for this agreement is $745,000.00. 2007 -2008 Capital Improvement Program Funds are available for these services. Citizen Input/ Board Review: None Legal Review: This contract will use our Standard Form of Agreement previously drafted by the City Attorney. Alternatives: The City Council may approve the proposed professional services agreement or deny it. Supporting Documents: Kimley -Horn and Associates, Inc. Proposal Location Map Staff Recommendation: Authorize a Professional Services Agreement with Kimley -Horn and Associates, Inc. for design of improvements to Kimball Avenue from State Highway 114 to Dove Road. Staff Contact: Robert H. Price, P.E., Public Works Director Gordon J. Mayer, Jr., P.E., City Engineer Michael James, P.E., Civil Engineer El i i S r � 1 IAJr- CD O 0) Fi �v W Q o U October 9, 2007 Mr- Gordon Mayer PE Deputy Director of Public Works City of Southlake, TX 1400 Main St. Suite 320 Southlakc, TX 76092 Re: Professional Services Agreement Kimball Avenue, SH 114 to Dove Road Soathialm, TX Dear Gordon, a 1VW Park Cenral DrIK suea180o Daly. Texas 75251 -1516 Kimley -Horn and Associate, Inc. ( "K.HA" or 'Ibe Consultant "), is pleased to submit this proposal ( "the Agreement") to the City of Sou:thlake; TX (the "Client') for providing surveying, engineering and other services for Kimball Avenue. The City's standard agreement along with our project un0erstanding, scope of services, schedule., face and opinion of probable construction cost are attached. We appreciate the opportunity to work with you on the project. Phase contact me if you have any questions. Sincerely, KIML EY -HORN AND ASSOCIATES, INC. Len McManus, PE Project Manager ■. TEL 972 170 13DO Attachment I Kimley -Horn and Associates, Inc. Project Name — Kimball from SH 114 to Dove Engineering Scope 1. Survey 1.1. Data Collection and Property Research 1.1.1 Gather existing plat information 1.1.2 Collect property owner and record information 1.1.3 Gather existing right -of -way and easement information. Identify easements available through typical research methodologies (i.e. plats, court house filings, etc.). Undocumented easements may not be identified. 1.1.4 Coordinate with DIG TESS to locate and mark existing franchise and public utilities prior to performing the field survey 1.1.5 Prepare notification letters for adjacent property owners, HOA's, and SPIN and send after City approval and signature. The notification letter will include a link to the City's website for recipients to submit contact information for project updates. 1.1.6 Coordinate with the City of Grapevine regarding property access for survey. 1.2. Design Survey 1.2.1 The limits of the survey shall be Kimball Drive from SH 114 to Dove Road (6,000'). The survey shall include the existing right -of -way width (approx. 88') plus an additional 20' +/- outside of the right -of -way (except in areas where existing walls /fences are less than 20' +/- outside the right -of -way) and to top /toe of slopes where required in areas greater than 20' outside the right -of -way. The following areas shall also be surveyed: • 100' in each direction along SH 114 at the intersection with Kimball Drive • 300' in each direction along Dove at the intersection with Kimball Drive • 300' along Highland Street • 100' in each direction at other sidestreets and driveways along Kimball Drive 1.2.2 Establish up to seven (7) temporary benchmarks (not tied to City established monumentation) 1.2.3 Establish a vertical control benchmark circuit as needed throughout the project and tie to existing City control monuments. City to provide established monument information for the area. 1.2.4 Set up to three (3) permanent benchmarks, which shall be based on NAD -83 along the roadway. Before setting the benchmarks, the surveyor shall submit sketches and specifications to the City for approval. 1.2.5 Perform a field survey to identify and locate existing topographic elements within the roadway corridor including, but not limited to the following: • Property corner monumentation • Existing pavement, curbs, sidewalks, barrier free ramps, etc. • Driveways • Existing storm sewer inlets, manholes, junction boxes (including culvert sizes and invert elevations) • Outfalls, bridges, and erosion control • Existing driveway culverts and swales • Guardrails • Utility manholes, vaults, water valves, water meters, sprinkler heads, telephone poles, power poles, utility markers, other public utilities, and franchise utilities • Traffic signal poles, cabinets, and other signal equipment • Signs (excluding temporary signs) • Trees, including species and caliper (for 6" caliper and up) • Buildings and permanent structures • Existing Retaining walls located within the corridor • Fence limits and material types (excluding temporary fences) • Other applicable physical features that could impact design Kimball from SH 114 to Dove Page 1 of 15 Engineering Scope October 10, 2007 Attachment I 1.2.6 Perform cross - sections throughout project limits at 50 -foot intervals and at grade breaks for driveways and cross - streets. Channel cross - sections will be up to 500' upstream and downstream. • Prepare field notes 1.2.7 Prepare a right -of -way strip map • The right -of -way strip map shall be contained on standard size plan sheet (22 "x34 ") at a scale not smaller than 1" = 30', shall be sealed, dated, and signed by a Registered Professional Land Surveyor and shall contain the following: — Standard City title page including location map — Summary sheet listing all parcels to be acquired, property owners, gross area of property, square footage and type of easements, net area of property after acquisition, a column for volume and page of filing, and current volume and page — Corners of all parcels tied to the centerline — Location of all existing property pins, including station and offset to the centerline — Location of all new property pins, including station and offset to the centerline — Parcel number — Area required for taking — Area remaining after taking — Current owner — Any existing platted easements or easements filed by separate instrument including easements provided by utility companies 1.2.8 Prepare and submit a final topographic drawing in digital format, ACAD, (including contours and breaklines) showing the features located in the field as well as right -of -way strip map information, an ASCII coordinate file of the points located in the field, and a hard copy of the coordinates and feature descriptions 1.2.9 City may pothole utilities as needed. SUE services, if necessary, can be provided as Additional Services only upon written City authorization. 1.3. Traffic Volume Counts 1.3.1 Collect 24 -hour directional tube counts along Kimball. These counts will include the vehicle classification percentages and wheel loadings 1.3.2 Collect Weekday AM, Noon, and PM peak hour turning movement counts at the following locations: • Dove Road • Highland Street • Projected at Kirkwood Boulevard 1.3.3 Traffic volume counts will be coordinated with City prior to the actual counts taking place 2. Right -of -Way / Easement Instruments of Conveyance 2.1. Prepare right -of -way instruments (narrative and graphic exhibits of right -of -way takes) and setting new property corners in the field 2.1.1 Up to fifteen (15) parcels 2.2. Prepare easement instruments (narrative and graphic exhibits of easements required for drainage, City utilities, temporary construction, etc.) 2.2.1 Up to fifteen (15) parcels 2.3. Individual parcel exhibits shall be on 8'/2 "x11" paper, shall be sealed, dated, and signed by a Registered Professional Land Surveyor and shall contain the following: 2.3.1 Parcel number 2.3.2 Area required 2.3.3 Area remaining 2.3.4 Legal description 2.3.5 Current owner 2.3.6 Any existing platted easements or easements filed by separate instrument including easements provided by utility companies Kimball from SH 114 to Dove Page 2 of 15 Engineering Scope October 10, 2007 Attachment I 2.3.7 All physical features 2.3.8 Metes and bounds description of parcel to be acquired. The description shall be provided on a separate sheet from the exhibit. Each type of easement shall be described separately. 2.4. Prepare exhibits for up to fifteen (15) parcels showing an aerial, existing conditions, proposed improvements, and right -of- way /easement dedications for the City's use in negotiations with the property owners. 2.5. Upon written notification by the City of acceptance of the right -of -way strip map, exhibits and instruments, and as directed by the City, the surveyor shall set all corners and points of curvature for the proposed right -of -way and submit final sealed plans and exhibits, including location of the control points and their NAD -83 reference 3. Geotechnical (provided by subconsultant) 3.1. Subsurface Exploration 3.1.1 Roadway — Along the roadway alignment, drill and extrude three (3) sample borings to depths of 8' to 10' below existing grade using truck - mounted equipment. Additional depths or borings, if necessary, will be provided as Additional Services only upon written City authorization. • Check samples for consistency with a hand penetrometer • Stake the boring locations using normal taping procedures • Backfill bore holes and plug at the surface with comparable material 3.1.2 Drainage — At potential drainage structures, drill and extrude one (1) sample borings to depths of 10' to 15' below existing grade using truck - mounted equipment. Additional borings may be requested if off -site drainage improvements are required. Additional depths or borings, if necessary, will be provided as Additional Services only upon written City authorization. • Check samples for consistency with a hand penetrometer • Stake the boring locations using normal taping procedures • Backfill bore holes and plug at the surface with comparable material 3.2. Laboratory Services 3.2.1 Considering the planned facilities, anticipated soil conditions, and geology, the following laboratory tests will be required for classification purposes and to determine strength characteristics: • Moisture content and soil identification • Liquid and plastic limit determinations • Unit weight determinations • Eades and Grim lime series tests • Soluble sulfate tests (to determine lime- induced heaving potential) 3.3. Engineering Services 3.3.1 Prepare an engineering report presenting the following: • Sample boring location map • General soil and ground -water conditions • Recommendations for pavement subgrade stabilization type and concentration • Guidelines for Portland cement concrete pavement design. The pavement design will use a 20 -year life cycle analysis and will follow standard AASHTO design guidelines (City to provide design service life, traffic types, counts, and wheel loadings) • Earthwork recommendations 3.3.2 The geotechnical engineer's design recommendations shall be relied upon by the civil engineer for pavement and structural design 3.3.3 Submit one (1) copy of the report to the City 4. Public Involvement 4.1. Prepare series of project- specific, one -page (two- sided, four - color) newsletters 4.1.1 One newsletter will be prepared every other month for up to twelve (12) months throughout the design phase of the project Kimball from SH 114 to Dove Page 3 of 15 Engineering Scope October 10, 2007 Attachment I 4.1.2 Hold planning session with the City (concurrent with planning session regarding public meetings) to establish newsletter format • Define target audience and objective of newsletter • Develop structure (possibly to include project description, project status, schedule, feature article to correspond with what's happening on project that month, what to expect next month, and contact information) • Define City review and approval process of the draft newsletters • Define initial list of appropriate article topics • Identify data to be collected 4.1.3 Initial issue • Collect data (photos, images, existing text, etc.) • Write copy • Develop design / layout • Provide one hard copy proof to the City for review / approval • Coordinate printing (requires 72 hours from time City approves proof) 4.1.4 Subsequent issues (one every other month for twelve (12) months) • Collect data • Write copy • Incorporate new data into existing design • Send electronic proof via email to City for review / approval • Coordinate printing (requires 72 hours from time City approves proof) 4.1.5 Furnish up to thirty (30) copies per month to the City for distribution, and an electronic version will be provided (to be linked to the City's web page). 5. Preliminary Design 5.1. Project Management 5.1.1 Develop project communication plan • Develop project contact list • Conduct progress meetings to monitor the development of the project. During this phase of the project, conduct up to: — Four (4) meetings with the City regarding project status and coordination issues. The first meeting being the project kick -off meeting • Coordinate with subconsultants (geotechnical, survey) • Prepare and e -mail weekly progress reports to the project team (City and KHA Staff) 5.1.2 Develop project production plan • Document design criteria chart (coordinate with City staff at the project kick -off meeting) — Design speed — Pavement design parameters — Horizontal alignment design criteria — Vertical alignment design criteria — Typical section requirements (lane, median, sidewalk, and parkway widths, etc.) — Intersection design criteria — Driveway design guidelines (commercial and residential) • Develop role and assignment definitions (coordinate with City staff at the project kick- off meeting) • Develop project schedule and interim milestones (coordinate with City staff at the project kick -off meeting) 5.1.3 Project Administration • Prepare project correspondence and invoicing documents 5.2. Data Collection (City to provide hard copy and electronic format if available) 5.2.1 Roadway • City design criteria • City standard details Kimball from SH 114 to Dove Page 4 of 15 Engineering Scope October 10, 2007 Attachment I • Other applicable City ordinances • Construction contract document standards • City infrastructure and master thoroughfare plan (MTP) requirements • Proposed / existing development plats and traffic impact analysis reports for properties adjacent to the project • Barrier free ramp standard details 5.2.2 Drainage • City drainage manual (based on the City of Fort Worth's criteria and their amendments — ISWM) • Storm drainage master plan (if available) • Existing storm drainage facilities / record drawings 5.2.3 Utilities • Existing water line locations / record drawings • Water master plan requirements • Existing sanitary sewer line locations / record drawings • Sanitary sewer master plan requirements • City utility relocation requirements (if applicable) 5.2.4 Streetscape • City standards regarding medians, crosswalks, plantings, irrigation, street lighting, etc. 5.2.5 Traffic • Traffic types, counts, and wheel loadings • City signal design criteria, standard details, and specifications • Record drawings for existing signals 5.3. Project site visits (up to four (4) trips) 5.4. Roadway 5.4.1 Prepare preliminary roadway alignment from Dove to SM 14, including the north, east, and west legs of the Dove intersection • Prepare typical sections — Existing and proposed — Preliminary subgrade and pavement design • Prepare preliminary plan and profile (roll plot format, 1 " =40' scale). Items to be included: — Plan • Control data • Existing / proposed right -of -way • Existing topography • Existing pavement • Proposed centerline alignment and horizontal curve data • Proposed face of curb • Proposed medians • Proposed transition pavement tie -ins to existing pavement • Proposed storm sewer and culvert alignments and sizes • Existing trees to remain (if possible) • Existing trees to be removed • Existing driveway locations • Proposed commercial driveways (proposed residential driveways will be included in the final design) • Existing storm drain locations • Existing water line locations • Existing sanitary sewer line locations • Existing franchise utility locations (relying upon information provided by franchise utilities) — Profile Kimball from SH 114 to Dove Page 5 of 15 Engineering Scope October 10, 2007 Attachment I • Existing Ground Profile and Proposed Vertical Alignment • Superelevation Data 5.5. Drainage 5.5.1 Compile the City's existing hydrological and hydraulic data 5.5.2 Develop the project drainage area map • Determine conveyance paths, channel slopes, time of concentration, and runoff coefficients as required to calculate design -year flows • Subdivide the overall drainage areas into sub -areas and calculate the discharge at each inlet. Analyze inlet capacities and adjust inlet locations and sub -areas as needed to meet City design criteria. 5.5.3 Analyze drainage improvements required to accommodate the new roadway. Evaluate the need for any offsite drainage improvements and report to the City (the need for offsite improvements and improvements to Shady Lane drainage system is not anticipated). (The design of any offsite drainage improvements (if required) will be considered as Additional Services. Additional Services shall be performed only upon written authorization of the City after additional engineering fee has been agreed upon. 5.5.4 Identify the need for additional drainage easements to accommodate the proposed offsite drainage improvements (if required). 5.6. Utilities 5.6.1 Public • Establish the location of existing public utilities based upon information provided by the City and field survey information • Adjustments to existing water lines and valves, meters, etc. will be specified in the plans • Preliminary plan of a new 15" sanitary sewer main from Shady Lane to Dove Road 5.6.2 Franchise Utility Coordination • Identify franchise utility contacts • Send one set of preliminary plans (11 "x17 ") to each franchise utility for their review. Request each franchise utility to mark up the plans to show the size, type, and location of their utilities. • Notify the City if any relocations are required • Attend up to two (2) franchise utility meetings • The City shall perform the coordination with the franchise utilities if any relocations are required. Additional Services to be determined if Consultant is required to fulfill this role. 5.7. Streetscape 5.7.1 Conceptual Design • Identify design elements required by Urban Design Study (by others) • Provide written and graphic summary of the design opportunities and constraints • Take a photographic inventory of existing corridor conditions • Identify specific design goals and objectives • Develop free -hand sketches illustrating specific design treatments • Provide written and graphic summary of the design recommendations along with alternates for key areas • Prepare preliminary opinion of probable construction cost 5.7.2 Preliminary Design (based on the City- approved conceptual design) • Hardscape — Pedestrian Facilities: Locate pedestrian sidewalk, benches and trash receptacles — Special Paving: Locate and designate material for specialty paving areas • Crosswalks • Sidewalks • Ramps • Median Noses Kimball from SH 114 to Dove Page 6 of 15 Engineering Scope October 10, 2007 Attachment I Lighting • Determine street and accent lighting requirements • Identify roadway illumination alternative concepts Softscape — Landscape: Provide landscape plan showing proposed plant locations, possible plant material selections, and existing trees to remain or to be relocated • Medians • Parkways • Intersection corners — Irrigation: Determine the method of irrigation desired by the City and any special controller system requirements. 5.8. Traffic 5.8.1 Traffic Signals • Prepare warrant studies at Dove Road, Highland Street and Kirkwood Boulevard • Modification to existing signals (Additional Services) • Design of new signals (Additional Services) 5.8.2 Traffic Control Plans • Develop initial construction sequence plan views showing: — Narrative of the suggested sequence of construction including utility construction phasing — Storm sewer and sanitary sewer main construction phasing — Vehicle detour routing during construction 5.9. Compile and prepare a preliminary opinion of probable construction cost for the entire project using recent average unit bid prices which are representative of similar types of construction in the local area 5.10. Preliminary design submittal 5.10.1 Submit three (3) copies to the City for review and comment (roll plot format, 1" =40' horizontal, 1 " =10' vertical). Submit three (3) copies to the City of Grapevine. 5.10.2 Submittal shall include the following: • Preliminary roadway alignment (plan and profile) • Preliminary storm sewer design (plan only, no profile) and drainage area map • Preliminary utilities design (plan only) • Preliminary streetscape design • Preliminary traffic control plan narrative • Preliminary opinion of probable construction cost 6. Final Design 6.1. Project Management 6.1.1 Project Communication • Conduct progress meetings to monitor the development of the project. During this phase of the project, conduct up to: — Six (6) project meetings with the City — One (1) City Council meetings • Prepare and e -mail weekly progress reports to the project team (City and KHA Staff) 6.1.2 Project Administration • Prepare project correspondence and invoicing documents 6.2. Project site visits (up to two (2) trips) 6.3. Roadway 6.3.1 Incorporate the preliminary design submittal review comments 6.3.2 Prepare plan / profile sheets (22 "x34" plan sheets at a scale of 1 " =20' horizontal, and 1 " =5' vertical). • Include the following items in addition to those included in the preliminary design submittal: — Proposed easement locations (if any) Kimball from SH 114 to Dove Page 7 of 15 Engineering Scope October 10, 2007 Attachment I Proposed sidewalk locations Proposed residential driveways Barrier free ramps Retaining walls (if applicable) 6.3.3 Analyze all driveways within the project and develop driveway profiles as needed. Typically driveways will be defined vertically by spot elevations or profiles. 6.3.4 For side street reconstruction more than 100' beyond the project right -of -way, prepare a plan / profile of the side street improvements. Otherwise, the side street improvements will be defined vertically by spot elevations or profiles. 6.3.5 Develop design cross - sections • Develop on 50' station intervals and at side street and driveway centerlines • Show pavement and subgrade, right -of -way limits, side slopes, pavement cross slopes, curbs, sidewalks, and retaining walls (if applicable) • Cross - sections will be provided in the bid documents 6.3.6 In locations where the elevation difference between the roadway and adjacent property warrants, provide design details necessary to construct concrete retaining walls with rock veneer. 6.3.7 Prepare roadway details to clarify intent of design 6.3.8 Compile applicable City standard details. Modify standard details as needed. 6.4. Drainage 6.4.1 Incorporate the preliminary design submittal review comments 6.4.2 Perform final storm sewer sizing and alignment design. Prepare final inlet design sheets and hydraulic design sheets for inclusion in the plans 6.4.3 Prepare storm sewer plan / profile sheets depicting storm sewer lines, inlets, junction boxes, connections, manholes, utility crossings, and the hydraulic grade lines 6.4.4 Prepare profiles for the proposed storm drain laterals 6.4.5 Determine outfall grading requirements and provide plans and details for channel grading. 6.4.6 Design of channel armoring (if required) (beyond specification of material /method) will be provided as Additional Services only upon City written authorization 6.4.7 Provide plan sheets and details to construct storm sewer outfalls 6.4.8 Prepare drainage details to clarify intent of design. Compile applicable City standard details. Modify standard details as needed 6.4.9 Prepare details for connections to existing system (where applicable) 6.4.10 Prepare erosion control plan. Incorporate Best Management Practices (BMPs) from NPDES Phase II initiative. Coordinate water quality elements with traffic control during construction stages 6.4.11 Compile Storm Water Pollution Prevention Plan (SWPPP) to meet NPDES Phase II requirements 6.5. Utilities 6.5.1 Water • Adjustments to existing water lines and valves, meters, etc. will be specified in the plans 6.5.2 Sewer • Minor adjustments to existing manholes, etc. will be specified in the plans • Prepare the plan and profile plan for new 15" sanitary sewer main from Shady Lane to Dove Road (approx. 2,200 -LF) 6.5.3 Franchise Utility Coordination • Submit one set of 60 %, 90% and final design plans and the project schedule to each affected franchise utility for their review and comment • The City shall perform the coordination with the franchise utilities if any relocations are required 6.5.4 Prepare utility details to clarify intent of design 6.5.5 Compile applicable City standard details. Modify standard details as needed. 6.6. Streetscape 6.6.1 Incorporate the preliminary design submittal review comments Kimball from SH 114 to Dove Page 8 of 15 Engineering Scope October 10, 2007 Attachment I 6.6.2 Hardscape • Pedestrian Facilities — Prepare plans for the pedestrian sidewalk including layout, grading, materials, specifications, and details for construction • Special Paving — Prepare plans for the special paving areas including layout, types, materials, specifications, and details for construction • Street Lighting — As soon as the approved preliminary design is received from the City, the plans will be submitted to the lighting manufacturer for the design of the photometrics — Prepare lighting layout plan including the locations and details for light pole foundations and electrical wiring conduit — Provide technical specifications for street lighting — Provide electrical plans and specifications for the light fixtures — Coordination with TXU concerning power source location and connection 6.6.3 Softscape • Landscape Prepare landscaping plans including planting layout, grading, material specifications, planting details and notes. Also, designate existing trees to remain or to be relocated and specifications and details specific to these • Irrigation Prepare irrigation plans including head locations, piping layout, and material specifications prepared by a Licensed Irrigator. 6.7. Traffic 6.7.1 Traffic Signals • Prepare layouts for signal conduit for future traffic signal installations at Kirkwood Boulevard, Highland Street, and at Dove • Modification to existing signals (Additional Services) • Design of new signals (Additional Services) 6.7.2 Traffic Control Plans • Develop construction sequence plan showing: — Travel lanes and construction area for each phase of construction — Temporary signing and striping, barricades, and other channelization devices — Narrative of the sequence of work — Storm sewer construction phasing — Public utilities construction phasing • Develop typical cross sections showing lane widths, edge conditions, channelization and proposed construction area • Develop typical intersection staging plans for similar intersections. Develop custom intersection staging layouts for special conditions. • Develop typical driveway staging plans for similar driveways. Develop custom driveway staging layouts for special conditions. • Prepare traffic control details to clarify intent of design • Prepare detour routes • Compile applicable TxDOT and City standard details. Modify standard details as needed. 6.7.3 Pavement Markers and Marking Plans • Prepare pavement markers and marking layouts in accordance with City design standards and the Texas Manual of Uniform Traffic Control Devices (TMUTCD) • Prepare details to clarify intent of design • Compile applicable TxDOT and City standard details. Modify standard details as needed. • Signing layout and design will not be provided Kimball from SH 114 to Dove Page 9 of 15 Engineering Scope October 10, 2007 Attachment I 6.8. Prepare general notes and specification data. Identify and prepare special specifications and /or special provisions applicable to the project. 6.9. Compile and update the overall opinion of probable construction cost 6.10. Design submittal (60 %) 6.10.1 Submit three (3) full -size copies to the City for review and comment. Submit three (3) copies to the City of Grapevine. 6.10.2 Submittal shall include the following: • 60% Design plans • Technical specifications only • Opinion of probable construction cost 6.11. Design submittal (90 %) 6.11.1 Submit three (3) full -size copies to the City for review and comment. Submit three (3) copies to the City of Grapevine. 6.11.2 Submittal shall include the following: Final design plans Contract documents (Front End — EJCDC and Technical - NCTCOG), including the following: — City of Southlake standard construction contract forms — Notice to bidders — Special instructions to bidders — Bid form — Standard construction contract — Performance bond — Payment bond — Maintenance bond — Certificate of insurance — General conditions — Special provisions — Technical specifications • Opinion of probable construction cost • Provide a completed application for the City to submit to the Texas Department of Licensing and Regulation (along with one of the plan sets) for review in accordance with to the Elimination of Architectural Barriers Act. The application fees will be paid directly by the City. 6.12. Incorporate the final design submittal review comments 6.13. Prepare the final opinion of probable construction cost 6.14. Final design submittal (As -bid) 6.14.1 Submit three (3) full -size and three (3) half -size sets of plans to the City. Submit six (6) sets of specification books to the City. Submit three (3) copies of plans to the City of Grapevine. 6.14.2 Submit electronic CAD files 6.14.3 Submit the final opinion of probable construction cost 6.14.4 Submit a letter of notification to the City stating completion of the design of the project 7. USACE NWP 14 (Linear Transportation Projects) Descriptive Memorandum Consultant will provide the following under this task to submit a descriptive memo regarding the use of NWP 14 Linear Transportation Projects. This Scope is based on the understanding that proposed impacts to waters of the US are less than 0.1- acres, the project will not include impacts to `special aquatic sites', and will not cause stream channelization. A separate scope will be necessary to pursue a different permitting scenario. This may be the case if: • the permit General or Regional Conditions cannot be met; • triggers for notification to the USACE are met; • the impact thresholds for the Nationwide Permit program are exceeded. Kimball from SH 114 to Dove Page 10 of 15 Engineering Scope October 10, 2007 Attachment I Consultant will prepare a memo discussing USACE Section 404 Permitting under a `no notification' scenario that will include a description of selected General Conditions as well as a suggested list of BMPs required for compliance with TCEQ water quality certification. This memo can be used to document the thought process for using the permitting scenario and to provide the selected contractor with information relating to permit compliance. Though no coordination with the USACE is proposed, the activity is authorized by a Federal permit. All terms and conditions of the permit must be met. The memo will include the following information: • Brief project description, including site sketches, as it relates to proposed impacts to waters of the US; • Site visit photographs to document existing /preconstruction conditions; • A copy of the NWP 14 permit language with General Conditions; • State Water Quality Certifications and Conditions; • NWP Regional Conditions for Texas; • Cultural Resources information from readily available databases; • Threatened and Endangered Species information from readily available databases. One site visit by a qualified wetland scientist is included in this task to gather information useful A Nationwide Permit is not anticipated and included as part of this scope. 8. Conditional Letter of Map Revision ( CLOMR) Submittal Preparation and FEMA Request 8.1. Update and adjust the hydrologic modeling to return proper return event flows for crossing design and FEMA submittal. KHA will generate the following flows at the bridge /culvert crossing using the updated model: • 10 -year existing condition (FEMA) • 50 -year existing condition (FEMA) • 100 -year existing condition (FEMA) • 500 -year existing condition (FEMA) • 25 -year fully developed condition (City) • 100 -year fully developed condition (City) 8.2. The bridge /culvert crossing design will be based upon the City's 100 -year fully developed condition flow. 8.3. Update and build the following hydraulic models, following current City and FEMA guidelines: • Effective floodplain • Corrected effective floodplain • Revised existing floodplain • Proposed condition floodplain • Existing condition floodway • Proposed condition floodway 8.4. Compose the CLOMR submittal, including the following elements in addition to the modeling listed above: • CLOMR report • Supporting calculations and appendices • Watershed drainage area mapping • Hydrologic modeling • Completed FEMA forms • Existing condition workmaps • Proposed condition workmaps • Digital files 8.5. KHA will submit the CLOMR to the City for review. Address one round of City comments. Resubmit the CLOMR to City for endorsement and forwarding to FEMA. Address up to three (3) rounds of FEMA review comments after a complete submittal is acknowledged. Note that the Kimball from SH 114 to Dove Page 11 of 15 Engineering Scope October 10, 2007 Attachment I current FEMA review fee for a CLOMR is $4,000 and is not included in the KHA fee and the City will need to submit payment. Submittal of a CLOMR request to FEMA does not guarantee that a CLOMR will be issued. 9. Letter of Map Revision (LOMR) Submittal Preparation and FEMA Request 9.1. Coordinate a field survey of the channel crossing improvements pertinent to an update of the project hydraulic models upon substantial completion of those improvements. 9.2. Update and adjust the following hydraulic models to reflect construction conditions, following current City and FEMA guidelines: • Post construction condition floodplain • Post construction condition floodway 9.3. Compose the LOMR submittal, including the following elements and previously - produced hydraulic models in addition to the updated modeling listed above: • LOMR report • Supporting calculations and appendices • Watershed drainage area mapping • Hydrologic modeling • Effective floodplain • Corrected effective floodplain • Revised existing floodplain • Existing condition floodway • Completed FEMA forms • Existing condition workmaps • Proposed condition workmaps • Digital files 9.4. KHA will submit the LOMR to the City for review. Address one round of City comments. Resubmit the LOMR to City for endorsement and forwarding to FEMA. Address up to three (3) rounds of FEMA review comments after a complete submittal is acknowledged. Note that the current FEMA review fee for a LOMR as a follow up to an approved CLOMR is $3,800 and is not included in the KHA fee and the City will need to submit payment. Submittal of a LOMR request to FEMA does not guarantee that a LOMR will be issued. 10. Bidding Phase 10.1. Final bid documents 10.1.1 Print sets for bidder distribution. A non - refundable deposit will be collected from planholders to pay for printing costs. 10.1.2 Prepare bid documents for electronic distribution on the City's website 10.1.3 Furnishing additional copies of review documents and /or bid documents in excess of the number of the same identified above will be considered as Additional Services 10.2. Issue bid documents to prospective bidders 10.3. Maintain a list of bidders to whom bidding documents have been issued 10.4. Prepare for and conduct a pre -bid meeting with prospective bidders 10.5. Issue addenda as appropriate to interpret, clarify, or expand the bidding documents 10.6. Attend the Bid Opening 10.7. Tabulate the bids received and evaluate the compliance of the bids received with the bidding documents 10.8. Prepare a written summary of this tabulation and evaluation together with a letter addressing the award of the construction contract 11. Construction Contract Administration 11.1. Project Management 11.1.1 Project Communication • Conduct progress /coordination meetings with the City and /or Contractor during the Construction phase of the project. 11.1.2 Project Administration Kimball from SH 114 to Dove Page 12 of 15 Engineering Scope October 10, 2007 Attachment I • Prepare project correspondence and invoice documents. 11.2. Pre - Construction Conference. Prepare for and conduct the Pre - Construction Conference prior to commencement of Work at the Site. 11.3. Visits to Site and Observation of Construction. Provide on -site construction observation services during the construction phase of the subject project. Observations will vary depending on the type of work being performed by the contractors, the location, and the contractors' schedules. Make visits to the Site at intervals as directed by City in order to observe the progress of the Work. Such visits and observations by KHA are not intended to be exhaustive or to extend to every aspect of Contractor's work in progress. Observations are to be limited to spot checking, selective measurement, and similar methods of general observation of the Work based on KHA's exercise of professional judgment. Based on information obtained during such visits and such observations, KHA will determine if Contractor's work is generally proceeding in accordance with the Contract Documents, and KHA shall keep City informed of the general progress of the Work. 11.3.1 The purpose of KHA's visits to the site will be to enable KHA to better carry out the duties and responsibilities assigned in this Agreement to KHA during the construction phase by City, and, in addition, by the exercise of KHA's efforts, to provide City a greater degree of confidence that the completed Work will conform in general to the Contract Documents and that the integrity of the design concept of the completed Project as a functioning whole as indicated in the Contract Documents has been implemented and preserved by Contractor. KHA shall not, during such visits or as a result of such observations of Contractor's work in progress, supervise, direct, or have control over Contractor's work, nor shall KHA have authority over or responsibility for the means, methods, techniques, equipment choice and usage, sequences, schedules, or procedures of construction selected by Contractor, for safety precautions and programs incident to Contractor's work, nor for any failure of Contractor to comply with laws and regulations applicable to Contractor's furnishing and performing the Work. Accordingly, KHA neither guarantees the performance of any Contractor nor assumes responsibility for any Contractor's failure to furnish and perform its work in accordance with the Contract Documents. 11.4. Recommendations with Respect to Defective Work. Recommend to City that Contractor's work be disapproved and rejected while it is in progress if, on the basis of such observations, KHA believes that such work will not produce a completed Project that conforms generally to Contract Documents or that it will prejudice the integrity of the design concept of the completed Project as a functioning whole as indicated in the Contract Documents. 11.5. Clarifications and Interpretations. Issue clarifications and interpretations of the Contract Documents to City as appropriate to the orderly completion of Contractor's work. Such clarifications and interpretations will be consistent with the intent of the Contract Documents. Field Orders authorizing variations from the requirements of the Contract Documents will be made by City. 11.6. Change Orders. Recommend Change Orders to City, as appropriate. Review and make recommendations related to Change Orders submitted or proposed by the Contractor. 11.7. Shop Drawings and Samples. Review and approve or take other appropriate action in respect to Shop Drawings and Samples and other data which Contractor is required to submit, but only for conformance with the information given in the Contract Documents and compatibility with the design concept of the completed Project as a functioning whole as indicated in the Contract Documents. Such review and approvals or other action will not extend to means, methods, techniques, equipment choice and usage, sequences, schedules, or procedures of construction or to related safety precautions and programs. 11.8. Substitutes and "or-equal. " Evaluate and determine the acceptability of substitute or "or- equal" materials and equipment proposed by Contractor in accordance with the Contract Documents, but subject to the provisions of applicable standards of state or local government entities. 11.9. Inspections and Tests. Require such special inspections or tests of Contractor's work as KHA deems appropriate, and receive and review certificates of inspections within KHA's area of responsibility or of tests and approvals required by laws and regulations or the Contract Documents. KHA's review of such certificates will be for the purpose of determining that the results certified indicate compliance with the Contract Documents and will not constitute an independent evaluation that the content or procedures of such inspections, tests, or approvals Kimball from SH 114 to Dove Page 13 of 15 Engineering Scope October 10, 2007 Attachment I comply with the requirements of the Contract Documents. KHA shall be entitled to rely on the results of such tests and the facts being certified. 11.10. Disagreements between City and Contractor. As necessary, render written decision on all claims of City and Contractor relating to the acceptability of Contractor's work or the interpretation of the requirements of the Contract Documents pertaining to the progress of Contractor's work. In rendering such decisions, KHA shall be fair and not show partiality to City or Contractor and shall not be liable in connection with any decision rendered in good faith in such capacity. 11.11.Applications for Payment. Based on KHA's observations and on review of applications for payment and accompanying supporting documentation: Determine the amounts that KHA recommends Contractor be paid. Such recommendations of payment will be in writing and will constitute KHA's representation to City, based on such observations and review, that, to the best of KHA's knowledge, information and belief, Contractor's work has progressed to the point indicated, such work -in- progress is generally in accordance with the Contract Documents (subject to an evaluation of the Work as a functioning whole prior to or upon Substantial Completion, to the results of any subsequent tests called for in the Contract Documents, and to any other qualifications stated in the recommendation), and the conditions precedent to Contractor's being entitled to such payment appear to have been fulfilled insofar as it is KHA's responsibility to so determine. In the case of unit price work, KHA's recommendations of payment will include final determinations of quantities and classifications of Contractor's work, based on observations and measurements of quantities provided with pay requests. 11.11.1 By recommending any payment, KHA shall not thereby be deemed to have represented that observations made by KHA to check Contractor's work as it is performed and furnished have been exhaustive, extended to every aspect of Contractor's work in progress, or involved detailed inspections of the Work beyond the responsibilities specifically assigned to KHA in this Agreement. Neither KHA's review of Contractor's work for the purposes of recommending payments nor KHA's recommendation of any payment including final payment will impose on KHA responsibility to supervise, direct, or control Contractor's work in progress or for the means, methods, techniques, equipment choice and usage, sequences, or procedures of construction of safety precautions or programs incident thereto, nor Contractor's compliance with Laws and Regulations applicable to Contractor's furnishing and performing the Work. It will also not impose responsibility on KHA to make any examination to ascertain how or for what purposes Contractor has used the moneys paid on account of the Contract Price, nor to determine that title to any portion of the work in progress, materials, or equipment has passed to City free and clear of any liens, claims, security interests, or encumbrances, nor that there may not be other matters at issue between City and Contractor that might affect the amount that should be paid. 11.12. Substantial Completion. Promptly after notice from Contractor that Contractor considers the entire Work ready for its intended use, in company with City and Contractor, conduct a site visit to determine if the Work is substantially complete. Work will be considered substantially complete following satisfactory completion of all items with the exception of those identified on a final punch list. If after considering any objections of City, KHA considers the Work substantially complete, KHA shall notify City and Contractor. 11.13. Final Notice of Acceptability of the Work. Conduct a final site visit to determine if the completed Work of Contractor is generally in accordance with the Contract Documents and the final punch list so that KHA may recommend, in writing, final payment to Contractor. Accompanying the recommendation for final payment, KHA shall also provide a notice that the Work is generally in accordance with the Contract Documents to the best of KHA's knowledge, information, and belief and based on the extent of the services provided by KHA under this Agreement and based upon information provided to KHA upon which it is entitled to rely. 11.14. Limitation of Responsibilities. KHA shall not be responsible for the acts or omissions of any Contractor, or of any of their subcontractors, suppliers, or of any other individual or entity performing or furnishing the Work. KHA shall not have the authority or responsibility to stop the work of any Contractor. 11.15. Record Drawings. Prepare project "Record Drawings" based on information provided by the Contractor and /or City as to the actual field placement of the work including any changes or Kimball from SH 114 to Dove Page 14 of 15 Engineering Scope October 10, 2007 Attachment I deletions. KHA is not responsible for the accuracy of the information provided by the Contractor and /or the City. KHA will provide the following deliverables: 11.15.1 Electronic CAD files 11. 15.2 One (1) set of blackline (22" x 34 ") Record Drawings 11.15.3 One (1) set of .pdf file Record Drawings (each sheet will be a separate .pdf file) 12. Additional Services Services not specifically identified in the Scope of Services above shall be considered additional and shall be performed on an individual basis upon authorization by the City. Such services shall include, but are not limited to, the following: 12.1. Coordination with TxDOT 12.2. SUE Services. City will pothole utilities as needed 12.3. Environmental Services beyond the services identified in the scope 12.4. Coordination with the USACE, TCEQ, and other applicable agencies regarding environmental permitting 12.5. Threatened and Endangered Species Surveys 12.6. Tree Surveys beyond the surveys identified in the scope 12.7. Franchise Utility Coordination beyond the coordination identified in the scope 12.8. Traffic Signal Design 12.9. Construction Staking 12.10. Design of any offsite drainage improvements beyond the improvements identified in the scope 12.11. Preparation for and attendance at additional public meetings not identified in the scope 12.12. Furnish additional copies of review documents and /or bid documents in excess of the number of the same identified above 12.13. Assist the City as an expert witness in litigation in connection with the project or in hearings before approving and regulatory agencies 12.14. Redesign to reflect project scope changes requested by the City, required to address changed conditions or change in direction previously approved by the City, mandated by changing governmental laws, or necessitated by the City's acceptance of substitutions proposed by the contractor End of Scope of Services Kimball from SH 114 to Dove Page 15 of 15 Engineering Scope October 10, 2007 KIMBALL - FEE SUMMARY 10/10/2007 OPCC: $6,823,000 Basic Services Tasks (Lump Sum) 200 P- Roadway $ 99,800 210 P- Drainage $ 43,500 220 P- Utilities $ 15,800 240 P- Traffic $ 19,300 300 F- Roadway $ 111,000 310 F- Drainage $ 76,700 320 F- Utilities $ 20,100 340 F- Traffic $ 45,900 $ 432,100 Anticipated Special Services Tasks (Hourly) Budget 110 Public Involvement $ 15,000 120 CLOMR $ 20,000 130 Environmental $ 6,000 230 P- Streetscape $ 20,000 330 F- Streetscape $ 70,000 350 Retaining Walls $ 15,000 400 Bidding $ 12,400 500 CCA $ 30,000 510 LOMR $ 25,000 520 Warrant Studies (3) $ 15,000 $ 228,400 Subconsultant Expenses (Reimbursable) 710 Topo Survey $ 51,700 720 ROW Documents (15 @ $1000 /EA) $ 16,500 720 Easement Documents (15 @ $500 /EA) $ 7,500 730 Geotechnical $ 8,800 $ 84,500 Anticipated TOTAL Budget $ 745,000 E 0 cn 1 6 0