Item 9ACITY OF
SOUTHLAKE
MEMORANDUM
(May 1, 2012)
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Public Works Director
Subject: Approve Amendment No. 4 to the Engineering
Agreement with Kimley -Horn and Associates, Inc. for
the Kimball Avenue Improvement project in the amount
of $107,900
Action
Requested: Approve Amendment No. 4 to the Engineering Agreement
with Kimley -Horn and Associates, Inc. for the Kimball
Avenue Improvement project in the amount of $107,900
Background
Information: In October 2007, Kimley -Horn and Associates, Inc. (KHA)
was hired to design the North Kimball Avenue Improvement
project from the intersection at State Highway 114 up to, and
including, the intersection of East Dove Road. The project
consists of constructing Kimball Avenue as a four lane
divided arterial with curb and gutter and underground
drainage systems. Also included is a design component for
landscaping the medians and parkways to conform to the
concepts in the Urban Design Plan. Construction of the
North Kimball Avenue project began in December, 2010 and
is currently on- going.
The original professional services agreement (design
contract) in the amount of $745,000 was approved by the
City Council in October 2007.
A portion of the Kimball Road project is also located in the
City of Grapevine and the two cities coordinated the design
of the roadway improvements so that they could be
constructed in one project. The inter local agreement with
the City of Grapevine for the Kimball Avenue project was
approved by the City Council on November 18, 2008. As a
result of the inter local agreement being approved, Contract
Amendment No. 1 in the amount of $18,500 was approved
by the City Manager in November, 2008 to include
coordination with the City of Grapevine for the section of
Kimball Avenue from Shady Lane to Dove Road.
Contract Amendment No. 2, in the amount of $24,500 was
approved by the City Manager for the design of the
relocation of the 12 -inch water line (approximately 3000LF)
from SH114 to Patterson Way. The original contract scope
did not include the relocation of the 12 -inch water line due to
the age and condition of the existing pipe. During
preliminary design, it was determined that water line would
ultimately be beneath the new northbound lanes of Kimball
Avenue and relocation was necessary. Relocation of the
water line to the parkway will allow for ease of future
maintenance with minimal disruption to the traveling public.
In May of 2009, the Carroll Independent School District
conducted a successful Bond Election. Based on the
outcome of that election, CISD and the City of Southlake
staffs coordinated the acceleration construction of a number
of projects. The bond package included the construction of
a new middle school on Kirkwood Blvd. which prompted the
more immediate need for completion of Kimball Avenue up
to Kirkwood Blvd. by August 2011 in order to accommodate
new school traffic. A large portion of Contract Amendment
No. 3 addressed issues brought about by the CISD plan and
schedule. Contract Amendment No. 3, in the amount of
$121,500 was approved by the City Council in May, 2010 to
include project phasing, bid alternates, franchise utility
coordination, additional water and sanitary sewer design,
and additional right of way and easement document
preparation.
The revised scope as outlined in Contract Amendment No. 4
includes additional construction phase services to
accommodate the revised construction schedule, as well as
additional design and survey services.
Force Main Design - During design, the city's historical
construction records for the original construction of the force
main indicated that the main was clear of the proposed
Kimball Avenue improvements. Therefore, no plans were
developed to relocate the force main. Unfortunately, the
main was found to be under the proposed southbound travel
lanes and needed to be relocated outside of the proposed
pavement so as not to require closing lanes of southbound
Kimball Avenue should issues arise in the future. The
relocation cost time and dollars not originally anticipated, but
will pay dividends in years to come. Due to the potential for
costly scheduling delays, staff authorized the redesign of the
force main. Kimley -Horn redesigned the force main,
prepared cost estimates, and coordinated with staff and the
contractor throughout the design and installation of the 18"
force main.
Additional Survey Services and Miscellaneous Design
Modification — KHA has provided support to staff during right
of way and easement negotiations with property owners
along Kimball Avenue. They have staked the right of way
and easements for each property, revised easements,
modified the design (driveways, light pole locations), and
provided research information and exhibits for condemnation
hearings. The level of service provided has been much
greater than originally anticipated. The efforts have been
included in this change order on a time and materials basis.
Record Drawing Preparation — Preparation of `Record
Drawings' based on information provided by the Contractor
and /or the City at the completion of the project.
The breakdown of costs associated with Amendment No. 4
is as follows:
Services Cost
Additional Construction Phase Services $ 56,700
Survey Services
14,200
Drainage Design
11,500
Utility Design
15,500
Record Drawing Preparation
10,000
Total for Amendment #4 $107,900
The proposed amendment brings the total engineering
design cost for the Kimball Avenue Improvement Project
from State Highway 114 to Dove Road to $1,017,400.
Contract Amount
Original Contract (Oct 2007) $ 745,000
Amendment No. 1 (Nov 2008) 18,500
Amendment No. 2 (Nov 2008) 24,500
Amendment No. 3 (May 2010) 121,500
Amendment No. 4 (May 2012) 107,900
Total Contract $1,017,400
The original anticipated cost of right of way acquisition was
approximately $1.3 million dollars. To date, the right of way
acquisition cost, including two condemnations, total $1.5
million, with 4 parcels outstanding consisting of two
remaining condemnation cases (filed) and two parcels under
Commissioner's Court appeal.
The construction cost of the Kimball Avenue Improvement
project, with change orders, is currently $10.582 million. Of
this amount, approximately $1.36 million dollars will be paid
by the City of Grapevine. Engineering design and surveying
costs currently account for 9.6% of the total project cost.
The engineering design and surveying costs also represent
14.3% of the construction cost alone. Many of the
consultant fees have been associated with right of way
acquisition assistance during the negotiation and
condemnation process.
The schedule going forward anticipates that construction will
be completed in 2013.
Financial
Considerations: An additional $1,000,000 of General Fund dollars is
anticipated to be requested in FY 2013 to complete this
project. Funds for right of way acquisition and other
expenditures, including Amendment No. 4, are available as a
result of fund balances from projects that have been
completed with excess funds remaining. Specifically, funds
from the Kirkwood - Carroll Connector roadway in the amount
of $264,399.20 have been reallocated to this project to allow
for this amendment and other project related expenses.
Strategic Link: The construction of the Kimball Avenue Improvements
project links to the city's strategy map relative to the focus
areas of Mobility, Infrastructure and Performance
Management and Service Delivery. The specific corporate
objectives that are met by the construction of this project
include Providing travel convenience within the City and the
region, Providing high quality customer service, and
Investing to provide and maintain high quality public assets.
Citizen
Input/
Board Review: None
Legal
Review: None
Alternatives: The City Council may approve the Amendment to the
existing Professional Services Agreement or deny it.
Supporting
Documents: Location Map
Kimley -Horn Amendment No. 4
Staff
Recommendation: Approve Amendment No. 4 to the Engineering Agreement
with Kimley -Horn and Associates, Inc. for the Kimball
Avenue Improvement project in the amount of $107,900
Staff
Contact: Robert H. Price, P.E., Public Works Director
Gordon J. Mayer, Jr., P.E., City Engineer
Cheryl Taylor, P.E., Civil Engineer
Kimley -Horn
I
and Associates, Inc.
March 30, 2012
Mr. Gordon Mayer, P.E.
Deputy Director of Public Works
City of Southlake
1400 Main Street, Suite 320
Southlake, TX 76092
Re: Contract Amendment No. 4
N. Kimball Avenue — SH 114 to Dove
KHA No, 061237001
Dear Gordon:
Kimley -Horn and Associates, Inc. ( "KHA" or "Consultant) is pleased to submit this
contract amendment to the agreement (the "Agreement ") between the City of
Southlake ( "Client ") and Kimley -Horn and Associates, Inc, dated October 16, 2007
for the N. Kimball Avenue project for Additional Services associated with:
• Construction phase services;
• 18" sanitary sewer force main design and coordination;
• Survey services associated with right -of -way and easement negotiations
and acquisitions;
• Design modifications associated with right -of -way and easement
negotiations and acquisitions;
• Design modifications to the N. Kimball Ave and Dove intersection;
0 Preparation of Record Drawings.
This Amendment is in accordance with our discussions and both KHA and the Client
ratify the terms and conditions of the Agreement not inconsistent with this
Amendment, all of which are incorporated by reference.
PROJECT UNDERSTANDING
The purpose of the original Agreement was to prepare plans, specifications, right -of-
way and easement documents, franchise utility coordination, bidding and
construction phase services for N. Kimball Avenue from SH 114 — Dove. The
project was awarded to a Contractor for construction in November 2010.
Construction began in December 2010 and was anticipated to be complete by Spring
2012 (14 month duration). The original Agreement included a Construction Phase
Services hourly task with an anticipated maximum budget of $30,000. The
■
Suite 275
2201 West Royal Lane
Irving, Texas
75063 -3206
■
TEL 214 420 5600
FAX 214 420 5680
Kimley -Horn Mr. Gordon Mayer, P.E., March 30, 2012, Page 2
and Associates, Inc.
anticipated maximum budget was based on providing 2 hours per week for 14
months.
As a result of the ongoing right -of -way and easement negotiations, acquisitions, and
condemnation hearings, franchise utility relocations, contractor's schedule and
phasing, and design modifications, the construction duration of N. Kimball Avenue
will extend past the anticipated 14 months. In addition to the additional survey and
design services, this contract modification is for the Additional Services to continue
providing construction phase services and support on an as- needed hourly basis only
as directed by the Client.
SCOPE OF SERVICES
This contract amendment is for the following Additional Services:
Construction Phase Services $56,700 (hourly)
• Provide hourly construction phase services in accordance with the original
Agreement's Scope of Services for the remainder of the N. Kimball Avenue
construction.
• Hourly budget includes an estimated 4 hours per week for up to 17 months
(August 2011 — December 2012).
Force Main Design $14,200 (hourly)
• Developed plan and profile sheets for a new 18" sanitary sewer force main
(approximately 300 linear -feet) to replace an existing force main.
• Developed Opinion of Probable Construction Cost and Pay Item Listing.
• Coordinated with Client, Contractor, and Subcontractors throughout the design
and installation of the 18" sanitary sewer force main.
• Plan sheets will be incorporated into the Record Drawing plan set.
Additional Survey Services $11,500 (reimbursable)
• Provided additional survey services on an as- needed basis as requested by the
Client to facilitate right -of -way and easement acquisition and negotiations for the
Massey, Holliday, and Graham parcels.
• Includes staking of the existing easements, proposed right -of -way and easements,
and proposed improvements from August 2011 — December 2011 for the
Patterson, Massey, Holliday, and Graham parcels.
Includes revisions to Massey easement documents.
Includes topographic survey of Dove (200 linear -feet) west of N. Kimball
Avenue. This portion of Dove was reconstructed after the N. Kimball Avenue
design was complete, and updated survey will be required to update the design of
the intersection.
Miscellaneous Design Modifications $15,500 (hourly)
• Preparation of conceptual exhibits and aerial graphics for the Massey, Holliday,
and Graham parcels for the purposes of right -of -way negotiations, acquisitions,
and condemnation hearings.
Kimley -Horn Mr. Gordon Mayer, P.E., March 30, 2012, Page 3
and Associates, Inc.
• Modify design and plan sheets resulting from the right -of -way negotiations and
acquisitions for the Massey, Holliday, and Graham parcels. Design modifications
include revisions to the driveways, retaining walls, and sidewalks along N.
Kimball Avenue.
• Upon receiving additional survey, modify Dove intersection (as requested by the
City of Grapevine) to include a southbound left -turn lane along N. Kimball north
of Dove, and modify the geometry of Dove west of N. Kimball (to incorporate
the recently constructed improvements).
• Provide updated pay items and/or quantities.
• Plan revisions will be incorporated into the Record Drawing plan set.
Record Drawing Preparation $10,000 (hourly)
• 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 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: Electronic CAD files, One (1) set
of blackline (22" x 34 ") Record Drawings, One (1) set of .pdf file
SCHEDULE
We anticipate providing hourly services as requested by the City throughout the
construction phase of the N. Kimball Ave. project until completion.
FEE AND BILLING
For the Additional Services set forth above, Client shall pay the Consultant on an
hourly and reimbursable (for expenses) basis using the following standard rate
schedule not to exceed $107,900:
Senior Engineer I / Senior Professional I
$220-$250
Senior Engineer 11 / Senior Professional 11
$190-$230
Engineer / Professional
$145 -$190
CAD Technician
$130-$145
Designer
$100-$155
Analyst
$125 -$150
Support Staff /Technician
$60-$ 105
Effective January 1, 2.012
❑ _ Kimley -Horn Mr. Gordon Mayer, P.E., March 30, 2012, Page 4
and Associates, Inc.
CLOSURE
Please have authorized persons execute both copies of this Agreement, retain one
copy and return the other to me.
We appreciate the opportunity to provide these services to you and the City of
Southlake. Please do not hesitate to call if you have any questions or comments.
Very truly yours,
KIMLEY -HORN AND ASSOCIATES, INC.
G. Brad Tribble, P.E.
Senior Vice President
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KALAC ROADWAW61237.001\PPP\POST NTP \MOD4 02- 27- 12\MOD4 03- 30- 12.DOC
Agreed to this day of , 2012
THE CITY OF SOUTHLAKE TEXAS
A Municipality
i
(Print or type name)
Title:
Official Seal:
Witness
(Print or type name)
E M" Kimlay -Horn
A and Associates, Inc.
Project IMorkplan Budget
Client:
Southlake
Project:
N. Kimball Ave - SH114 to Dove
KHA No:
061237001
PM:
Nathan Ante
Number: 600
Name: Mod3
Task Mgr:
P. c���5 �P oQ� aJ�tio� c o ���
Personnel:
Task Descriptions:
LNA
MDC
JMR
JLP
SubTtl
(Hrs)
Comp
(Hrs)
Exp ($)
P4
P4
P1
N5
f
CONSTRUCTION PHASE SERVICES
Weekly Meetings (17 months)
146
180
RFI's
70
35
122
FORCE MAIN DESIGN
Design
10
25
35
Create Plan Sheets
1
10
11
Update OPCC and Pay Item Listing
5
5
10
Coordination
14
14
QA/QC
1
2
3
ADDITIONAL SURVEY SERVICES
Reimbursable - Brittain & Crawford
$ 11,500
MISC DESIGN MODIFICATIONS
Conceptual Exhibits
Massey
5
10
15
Holliday
5
10
15
Graham
5
10
15
Design Modifications - West of Kimball
Update Plan Sheets
5
2
10
17
Design Modifications - Dove
Update Plan Sheets
5
20
25
Coordination
10
QAIQC
2
2
RECORD DRAWING PREPARATION
7
2
50
10
69
Subtotals:
54
2901
4
185
10
533
$ 11,500