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Item 6ACITY OF SOUTHLAK-E MEMORANDUM (August 23, 2011) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Subject: Approve amendment to the TxDOT Advance Funding Agreement for the FM1709 Median Project in the amount of $57,313.10 Action Requested: Approve amendment to the TxDOT Advance Funding Agreement for the FM1709 Median Project in the amount of $57,313.10 Background Information: The City Council approved Resolution 09-060 for the Local Project Advance Funding Agreement (LPAFA) for the Median Irrigation and Landscaping along Southlake Blvd. (FM 1709) from Pearson Lane at the west city limit line to Nolen Drive at the eastern end of Southlake Blvd. on September 15, 2009. This amendment will cover additional costs in the amount of $57,313.10 incurred by an upgrade of the soil type for the tree areas in the Town Square section of the project, between Carroll Avenue and Village Center Drive. This section of medians is wider than the typical medians along Southlake Blvd. and contains Autumn Blaze Maple trees that thrive in more organic soils. The change order is for a sandy loam soil with more organic matter content throughout the Town Square median tree areas which is more conducive to the long term health and vitality of the proposed landscaping. Amended Local Participation Irrigation System Change Order $50,719.56 TxDOT Admin Costs (City Funded) $ 6,593.54 Total Local Cost $57,313.10 Financial Considerations: The construction cost of the change to the Southlake Blvd. (FM 1709) median project is $50,719.56. This cost is provided by the TxDOT contractor in the change order submittal. The total cost to the City of Southlake including the 13% TxDOT Construction Oversight and Inspection charge of $6,593.54 will be $57,313.10. Funding for the change order is available in the FY 2009 and FY 2010 General Fund CIP. Strategic Link: The Southlake Blvd (FM1709) Median project links to the City's strategy map relative to the focus areas of Mobility, Infrastructure, and Quality Development. The specific corporate objectives that are met by this construction project include: providing travel convenience throughout the city and region, collaborating with select partners to implement service solutions, and investing to provide and maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: This is a standard TxDOT agreement. This agreement has been reviewed by the City Attorney. Alternatives: The City Council may approve or deny the agreement. Supporting Documents: Amendment to Advanced Funding Agreement Location Map Staff Recommendation: Approve amendment to the TxDOT Advance Funding Agreement for the FM1709 Median Project in the amount of $57,313.10 Staff Contact: Robert H. Price, P.E., Public Works Director Gordon J. Mayer, Jr., P.E., City Engineer Cheryl Taylor, P.E., Civil Engineer TEXAS DEPARTMENT OF TRANSPORTATION CONSTRUCTION CONTRACT CHANGE ORDER NUMBER: 16 Advance Funding Agreement (Third Party Funding) Information This form is used when the subject change order involves funding by a source other than TxDOT/U.S. DOT. 1. Outside funding provided by: City of Southlake (Outside Entity's Legal Name) 2. Type of outside funding agreement for this change: ❑ Existing ❑ Amended ❑ New [ Check one ] 3. Indicate the type and amount of funding: ❑ Fixed Price (Lump Sum) (Estimated Amount ) ❑� Actual Cost CCSJ: 1603-03-031 Project. STP 2010 (500) HES Highway. F.M. 1709 County. Tarrant District. 02 Contract Number. 3103245 (a) Contract Items (Bid Items): $50,719.56 Use as needed. I hereby approve the modifications covered by Form CO (b) E&C*: (a) x 13.00% _ $6,593.54 for this Change Order and agree to finance the additional enter % costs, if any, as reflected by this form. (c) Indirect Cost**: (a + b) x = $0.00 enter % Advance Funding Date _ TOTAL $57,313.10 By Type/Printed Name Typed/Printed Title The percentage (%) for E&C (Engineering and Contingencies) charges varies from project to project from approximately 6% to 11 % depending on the contract amount of the project. Projects with higher contract amount will have the lower rate of E&C charge. For a specific project, E&C rate (%) can be derived from the cost of "Engineering and Contingencies" in the "Estimated Cost' of the project. " Use the statewide district rate as established by Finance Division each year. This line 3(c) is for Service Project only, unless otherwise specified in the Advance Funding Agreement. See Stand Alone Manual Notice 98-2 for instructions. 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