Item 4DCITY OF
SOUTHLAKE
MEMORANDUM
(September 18, 2012)
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Director of Public Works
Subject: Approve an amendment to the Advance Funding Agreement
with TxDOT for the FM1709 Median and Deceleration Lane
Project in the amount of $375,000
Action
Requested: Approve an amendment to the Advance Funding Agreement with
TxDOT for the FM1709 Median and Deceleration Lane Project in
the amount of $375,000.
Background
Information: The City Council approved Resolution 09 -060 for the Advance
Funding Agreement (LPAFA) for the Median Irrigation and
Landscaping along Southlake Boulevard (FM 1709) from Pearson
Lane at the west city limit line to Nolen Drive at the eastern end of
Southlake Boulevard on September 15, 2009.
Construction of the medians and deceleration lanes are
substantially complete with some minor items and clean up
remaining.
Construction on the medians and deceleration lanes began in June
2010 with the deceleration lane at Brock Drive. The construction
time of 255 working days anticipated construction to be complete
by August 2011.
The contractor's original schedule indicated that they planned to
work on the medians from west to east along Southlake Boulevard,
beginning in Keller. They also planned to construct the
deceleration lanes on the south side of Southlake Boulevard from
west to east, then work from east to west on the north side of the
road. This plan would allow for work that would minimize lane
closures, and thus reduce the traffic impact to commuters along the
roadway.
At each deceleration lane location, as well as several median
irrigation crossings, the contractor encountered utilities that were
either not properly relocated or were not relocated at all prior to
TxDOT beginning construction. In some cases, the contractor was
able to work around the issues. In other cases, the contractor had
to reschedule the work and move on to the next location.
Each of these issues required the contractor to continually amend
their schedule so that they were able to work on either medians or
deceleration lanes to the greatest extent possible. Jagoe Public
Company worked with TxDOT and the City to redirect their crews
accordingly. They coordinated their work with the city's holiday
season and other events in the Town Square corridor, and was
responsive to requests and inquiries.
This amendment will cover additional costs to the contractor for the
duration of the project due to delays caused by the numerous
sources. TxDOT required detailed documentation from the
contractor for the additional expenses incurred due to the project
delay. Expenses to the contractor included additional labor,
equipment, barricades, and project overhead costs. TxDOT
reviewed the documentation provided and has renegotiated the
proposed pricing. TxDOT has further agreed to waive their fee for
Construction Oversight and Inspection for the entire project to help
the city manage the cost of the change order.
Per the Advance Funding Agreement between the city and TxDOT,
the City of Southlake is responsible for the adjustment, removal,
and /or relocation of the utility facilities including costs associated
with the adjustments. Therefore, the City of Southlake is
responsible for 100% of the change order cost of $375,000.
Financial
Considerations: Change Order 23 for the damages and delays to the contractor is
for $375,000. There is no additional cost to the City of Southlake
for TxDOT's Construction Oversight and Inspection charge.
Funding for the change order is available in the Traffic
Management Bond residual fund.
Strategic Link: The Southlake Boulevard (FM1709) Median and Deceleration Lane
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 an amendment to the Advance Funding Agreement with
TxDOT for the FM1709 Median and Deceleration Lane Project in
the amount of $375,000
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: 23
Advance Funding Agreement (Third Party Funding) Information
This form is used when the subject change order involves funding by a source other than TYDOT/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:
0 Existing ❑ Amended ❑ New
[ Check one ]
3. Indicate the type and amount of funding:
❑ Fixed Price (Lump Sum) (Estimated Amount )
Actual Cost
(a) Contract Items (Bid Items): $375,000.00
(b) E &C`: (a) x 0.00% _ $0.00
enter %
(c) Indirect Cost * *: (a + b) x = $0.00
enter %
TOTAL $375,000.00
CCSJ:
1603 -03 -031
Project:
STP 2010 (500) HES
Highway:
F.M. 1709
County:
Tarrant
District:
02
Contract
Number.
3103245
Use as needed:
I hereby approve the modifications covered by Form CO
for this Change Order and agree to finance the additional
costs, if any, as reflected by this form.
Advance Funding Date
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.
Advance Funding for this Change Order has been arranged:
District Engineer Date
Typed /Prinnted Name:
TXDOT Form CO -AFA (Rev. 5 -2003)
a�
M
(D
O
N
O
M
co
w
Q
D
H
Q'
O
d
w
ry
M
N
u,
E
J
0 U)
C > C)
o 0 � d Q
Q O rn a�
O 0 t 0)
LL LL U 0
❑ ❑ ❑ ❑
C
i C
N N
E
C
O i Q
D
O N
W N O H
Sl ❑ ❑ ❑
w
d
N
N
C
O
(7
o � �o
r
of N (14
U _ Lo
LL O H O
Q
w
J
U
H
O
Z
U)
O w
H
O J
C H
0)
Q
E U
O
U
N
0
€ 6
C
z
a
U) O
= U_
O J
� m
O O V 0 000 .
O O N N w
p d Do Do
U) O � � Q
z
°— 0 Q 0
p
U � U Q � U
U p U
F- Q z Q 'p z
U a U Q d U
H
d
Z
O
z
Q
LL
O
0- a5
LU
O ~ O
O W O
O J O w
O w O U
LO
H
N
� U) � 0
z
O
LU
� J
Q
Z
} a J
CL
O O a
U U r> Q
0) U
C N
O O
O Q
Q `O Q
O N O 7
O
O
0) 0)
0
L Q .S� O
N - 0
x c m
c a Q
s x
OU 0)
O O
— N U . 0)
LD a) a) .E
O — = :
0 0 O
U M O U
0) 0 ?� U)
0 p O N O
N U
c U N
0)
0 0) 0
c a�i 0 E Cj
O ( 0 V 0)
- 0 O
O C N - 0 H
N > 0 0)
0 N U
O
U 0) Q
O O N N
m E 0
E 0 0
O U O O- O-
U
0 0 N
`O
O 0 0) U
U O .
U 0
N 0) C 0)
0 . N O w
O 0 U 0
0) a�
Y U) m o
m `O
U >
> c
a° N w E o
E o 0
U
O Q U) 0) 0
p Q ( 0)
O O Q -
0 a E O
- 0 O
Qc
m 0 N >
�= O
N
U)
Z o w
— O C 0) = C C
C H o N 0 N U)
w 0 p 0 to s N
(n 0) U) ~
~ U E '�
U
w - 2 E N
0 a _0 -0
T
0)
L
O
C
O fn
(6 U)
U O
O U
N 0)
O O
- 0 0)
c 0)
N c
_ N
m �
> U
O U)
E 'F
0) �
O
C \°
N o
E ° O
0
O
N N
0) �
U)
0
0) U)
U) -0
O —
a
N N
U Y
. N
N 0
O
O O
U -�->,
0 U
U
0
c �
N 0)
E
0) �
N �
0
Q
o) E
c �
c
0
LL N
U
C �
N
Q 0
0)
N N
O .
U)
c N
O
M U)
0
Q_
U
m 0)
0
O C
J '
0) �
U
H
w
w
S
Z
Q
0
w
w
of
of
O
w 0
Z Z
p
W
p
W
W
z
H
O
z
w
J
z
O
H
p
p
N_
Z
O
�
Q
z
Z
W
Z
}
LU
W
Z
w
O z
0
a'
Z
Q
Q
U
N O
y�
W
W
fN
Q U
Vr S
U
Q
Q
in
W N
Z
¢
2
U
€ 6
C
z
a
U) O
= U_
O J
� m
O O V 0 000 .
O O N N w
p d Do Do
U) O � � Q
z
°— 0 Q 0
p
U � U Q � U
U p U
F- Q z Q 'p z
U a U Q d U
H
d
Z
O
z
Q
LL
O
0- a5
LU
O ~ O
O W O
O J O w
O w O U
LO
H
N
� U) � 0
z
O
LU
� J
Q
Z
} a J
CL
O O a
U U r> Q
0) U
C N
O O
O Q
Q `O Q
O N O 7
O
O
0) 0)
0
L Q .S� O
N - 0
x c m
c a Q
s x
OU 0)
O O
— N U . 0)
LD a) a) .E
O — = :
0 0 O
U M O U
0) 0 ?� U)
0 p O N O
N U
c U N
0)
0 0) 0
c a�i 0 E Cj
O ( 0 V 0)
- 0 O
O C N - 0 H
N > 0 0)
0 N U
O
U 0) Q
O O N N
m E 0
E 0 0
O U O O- O-
U
0 0 N
`O
O 0 0) U
U O .
U 0
N 0) C 0)
0 . N O w
O 0 U 0
0) a�
Y U) m o
m `O
U >
> c
a° N w E o
E o 0
U
O Q U) 0) 0
p Q ( 0)
O O Q -
0 a E O
- 0 O
Qc
m 0 N >
�= O
N
U)
Z o w
— O C 0) = C C
C H o N 0 N U)
w 0 p 0 to s N
(n 0) U) ~
~ U E '�
U
w - 2 E N
0 a _0 -0
T
0)
L
O
C
O fn
(6 U)
U O
O U
N 0)
O O
- 0 0)
c 0)
N c
_ N
m �
> U
O U)
E 'F
0) �
O
C \°
N o
E ° O
0
O
N N
0) �
U)
0
0) U)
U) -0
O —
a
N N
U Y
. N
N 0
O
O O
U -�->,
0 U
U
0
c �
N 0)
E
0) �
N �
0
Q
o) E
c �
c
0
LL N
U
C �
N
Q 0
0)
N N
O .
U)
c N
O
M U)
0
Q_
U
m 0)
0
O C
J '
0) �
U
H
w
w
S
Z
Q
0
w
w
of
of
O
w 0
Z Z
p
W
p
W
W
z
H
O
z
w
J
z
O
H
p
p
E a�
o
`o 0
U) n
rn—
c 0
m O
0 t
U tll
(6 N
C �
O O
= Q
'6 N
6 U
(6 U
. _ W
N
N U
C �
N
Q
a U
N t
t
o �
c
m m
c
m �
c �
O U
O �
� U
� U
O N
c �
Q E
E E
O .N
C N
O
(6 (6
O
N
N
E m
U 'O
(6 N
U N
C �
(6 �
T N
C �
O U
N N
(6 w
2� O
O 7
.� N
U) N
N �
N (6
� N
(6 N
O �
U 'U6
(6 N
C �
O N
U O '
N E
O
U
O
U N
O O
N
� O
U O- >
N Q0
c
� O O
C
c m �
rn a� c
m > Q
O (1)
d'
0
F-
H
Z
O
U
W
2
H
W
W
Z
Z
W
H
U
F-
H
N
0
}
00
Z
O
N_
5 6i
0 O
Z F-
0 w
U
W
H >
Cl)
Z
U W
O W
H H
W
LU
U Q
o LL
F
F
F
D
D
D
J
Q
W
W
2
J
Cl)
Q
Z
H
Cl)
0
0
W W
W W
Z
Z
Z Z
W W
0
0
CL
CL
w w
H
H
Q Q
H O °o
Z U o
O O N 00
M =
H r
y a M
R
a
0
O p
W °
z
0 O
O U o
N_
x
F-
> O
LU °o
a O o
+ W
(7 �
Cl)
N O
m
z
W
d' H U 0 0
W 0
CL 0 0
O o
W ° o
0 ui
z
a M
_ ~ J
U Z p
� p
W
d' J
W
p �
a . d
O 3
W
z z N
O
Q 0)
CL U E
w '
U � p
N U m
W Z d
D 7 p
CLo _
r r N z O[If
Cl) Cl) O
O O w
Cl) Cl) n
Cl) Cl) O
O O O
r r � p
W
W Q
W O 0
U rn
N
2
D H m W U)
U U z J~ o
H
U
W
Z Z Q H
U U a U z 0 0
0
0
0
0 0
L
r-
M
Ef3
F
z
7
O
Q
w
W
D
O
w
0
z
a
x
U
a
d
a�
R
a
0
0
6
0
0
Li
I-
Cl)
Cl)
a
L
O
r
U
Y
�i
J
Q
O
O
J
N
W
D
O O
N L
0 a
Z L
O
D
LL r