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Item 4RCITY OF SOUTHLAKE MEMORANDUM (December 4, 2012) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Subject: Approve a Professional Services Agreement with TranSystems Corporation for design services for the FM1938 Phase 2 Utility Relocation project in the amount of $328,500 Action Requested: Approve a Professional Services Agreement with TranSystems Corporation for design services for the FM1938 Phase 2 Utility Relocation project in the amount of $328,500. Background Information: FM 1938 is a joint project with the Cities of Southlake and Keller, the Town of Westlake, Tarrant County, the Texas Department of Transportation (TxDOT), and the Regional Transportation Council (NCTCOG — RTC). On August 23, 2007, the Texas Department of Transportation executed Minute Order #111060 designating FM 1938 onto the state highway system from the intersection of Southlake Blvd (FM 1709) to the intersection of State Highway 114. This action allows available State and Federal funds to be used for construction of the roadway. This Professional Services Agreement with TranSystems is for the design and construction services associated with water and sanitary sewer relocations for the FM1938 Phase 2 project for both the City of Southlake and the City of Keller. The Local Project Advance Funding Agreement with TxDOT for the FM1938 Phase 2 project requires the cities to certify that all utilities within the TxDOT right of way are cleared, or are scheduled to be cleared prior to beginning construction on the roadway. This clearance includes any private and public utilities such as electric, gas, telephone, cable, etc. Also included in this agreement with TranSystems is the coordination with those utilities to facilitate the design and implementation of their relocations, as well as staking and inspection of the relocated lines. The coordination has already begun, and the city has received preliminary engineering plans which are being reviewed by TranSystems for conflicts with the roadway design. The cities of Southlake and Keller will share the cost of the utility relocation project, based on the percentage of relocation for each city's water and sewer lines. The cities will also share in the cost of the utility coordination based on the percentage of frontage on the FM1938 roadway. Preliminary estimates indicate that Southlake's share of the cost of this contract approximately $265,689 and Keller's share will be approximately $62,811. An Interlocal agreement with Keller will require future Council approval to include the cost sharing of this project. Keller has agreed to the terms of this contract, and will take the Interlocal agreement to their Council as well. Financial Considerations: The City Council authorized $930,000 in utility funds in the FY2005 -06 CIP for the relocation of the 12 -inch water line on Randol Mill Avenue from the intersection of FM1709 up to the Randol Mill bend. The relocation of the 12 -inch water line at the Randol Mill bend was completed in preparation for the FM1938 Phase 1 construction. Remaining monies are available to fund the $328,500 for this agreement. Additional funds will be requested in future CIP budgets for the construction of the utility relocations within the City of Southlake. Strategic Link: The construction of FM1938 Phase 2 Utility Relocation Project links 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 the construction of this sewer and street infrastructure include: Providing High Quality Customer Service and Investing to provide and maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: N/A Alternatives: The City Council may approve the Agreement or deny it. Supporting Documents: Location Map TranSystems Agreement Staff Recommendation: Approve a Professional Services Agreement with TranSystems Corporation for design services for the FM1938 Phase 2 Utility Relocation project in the amount of $328,500. Staff Contact: Robert H. Price, P.E., Public Works Director Gordon J. Mayer, Jr., P.E., City Engineer Cheryl Taylor, P.E., Civil Engineer AW v m 'o L am co M 50 r LL I CL r. 0 v 0 J w z w � w l7 � fr1 w J Ln w 0 1 O O W J J W NZ • fTl Systems Revised November 19, 2012 Gordon J. Mayer, JR., P.E. Department of Engineering City of Southlake 1400 Main Street, Ste. 320 Southlake, TX 76092 RE: Proposal Utility Relocations for FM 1938 from Randol Mill Rd to FM 1709 and at FM 1709 intersection Dear Mr. Mayer, We appreciate the opportunity to present this proposal for your consideration. Attached please find the scope of services for utility coordination, water and sewer relocation design and construction verification for utilities along FM 1938 from Randol Mill Rd to FM 1709. We propose the following services for your consideration: Water and Sewer Relocations Construction Plans and Specifications (Water and Sewer) Lump Sum $190,000 Plans shall be prepared in accordance to City of Southlake and City of Keller Standards. Particular efforts will be made to incorporate Operational and Maintenance input. a. 30% plans - The conceptual alignment will be advanced to a 30% design. Surveying and base mapping will be completed to show utilities, topography, existing and proposed pavement, and existing right -of -way. This preliminary design will be coordinated with the City of Southlake, City of Keller and Franchise Utilities. Updated Opinion of Probable Construction costs will be prepared and broken out between Southlake and Keller. b. 60% plans — During the development of the 60% plans we will begin to look at the vertical location of water and sewer lines. Vertical details will be prepared as needed for crossings. Vertical profiles will be developed for all sewer lines and 12" diameter and greater sized water lines. Updated Opinion of Probable Construction costs will be prepared and broken out between Southlake and Keller. c. 90% plans - As the project advances toward final design we will finalize location of manholes, valves, vaults, thrust blocking and crossing details. Final specifications, construction sequencing and erosion control be completed. Updated Opinion of Probable Construction costs will be prepared and broken out between Mr. Gordon Mayer, P.E. November 19, 2012 Page 2/3 Southlake and Keller. d. Final Plans - Major Components of the Plans will include: • Cover Sheet • General Notes • Construction Sequencing • Location Plan • Control Sheet • Plan and Profile Sheets • Details • Erosion Control Plans • Special Provisions as may be needed for the project e. Submittals- Plans will be submitted for interim reviews (30 %, 60 %,90% and Final) with adherence to agreed upon schedules. These plans will be and coordinated with the City of Southlake, City of Keller and Franchise Utilities 2. Construction Related Assistance (Water and Sewer) Lump Sum $15,000 We will provide the following assistance to the City in regards to construction of Water and Sewer facilities: a. Preparation of Contract Documents for bidding or coordinating with TxDOT for inclusion into TxDOT letting package for FM 1938 b. Preparation of Addendums as may be necessary during bidding c. Preparation of Bid Tabulation and recommendation of award d. Attendance of pre- construction meeting e. Review of Shop Drawings as needed f. Occasional site visits as needed to resolve questions. 2. Supplemental Surveys Lump Sum $ 3,500 Additional surveys to cover utilities that fall outside current roadway topography. 3. Reimbursable Expenses Invoiced at Cost Total Water and Sewer Design (not including reproductions) Lump Sum 208,500 Utility Coordination 1. Utility Coordination (Water, Sewer and Franchise) Hourly estimated $ 20,000 a. Monthly Meetings — monthly meeting will be held with utility companies to discuss utility relocation designs, schedules and issues. Meeting notes and be maintained based on input from Utility Owners. (based on 15 mtgs) G: TW07105011ProjectMgmtlProposallntility amendmentlsubmitted to city on 2012- 11- 19.docx Mr. Gordon Mayer, P.E. November 19, 2012 Page 3/3 b. Review of Utility Plans - Each utility relocation package of plans will be reviewed for compliance with Utility Accommodation Rules (UAR) and the proposed roadway construction. c. Scheduling - A master schedule will be prepared and maintained based on input from Utility Owners. This will be a normal discussion item at monthly meetings. Utility Relocation Concept Plans (Water, Sewer and Franchise) Hourly estimated$ 25,000 We anticipate working with the Utility Owners within this project corridor to identify and resolve conflicts in establishing a concept plan for utility relocations: a. Identify Utility Conflicts — review of existing SUE and proposed utility locations to determine possible conflicts between other utilities and roadway improvements. b. Utility Conflict Resolution — preparation of exhibits for each utility owner showing potential utility conflict(s). Coordination with utility owner to resolve conflict for final relocation design. c. Conceptual Layouts — based on utility coordination and resolution of conflicts a conceptual layout will be prepared showing all the utilities, dimensioning to right -of -way and dimensioning between utilities and major roadway construction components. d. Sequence of Construction — upon completion of the concept plan a sequence of construction will be prepared with each utility construction activity identified and sequenced. This sequencing will be coordinated with Utility Owners. This effort will determine if the utility relocations will be built as part of the roadway contract and which utilities will be relocated prior to construction. 4. Franchise Utility Plan Review Hourly estimated $ 35,000 As utility relocation plans are developed they will be submitted to the City for review. We propose to review these plans as they are finalized and provide comments back to the Utility Companies. These reviews will be coordinated with other utility relocations as wel as the roadway plans. 5. Utility Construction Verification (Water, Sewer, Franchise) Hourly estimated $ 40,000 A Pre - Construction (Utility) meeting will be scheduled for each utility adjustment. Each utility adjustment will be field verified to determine that the new facilities are located according to plans and the Proposed Utility Layout. This service shall include survey ties and right of way staking as needed to clear the proposed construction. The Utility Owner retains all responsibility for inspections related to compliance with Utility Codes, Industry standards, and design of the Utility Facility. An electronic file will be created that will reflect final relocations with field changes surveyed. Total Utility Coordination (not including reproductions) Hourly NTE $120,000 Estimated Total Water and Sewer Design & Utility Coordination $328,500 G: TW07105011ProjectMgmtlProposallntility amendmentlsubmitted to city on 2012- 11- 19.docx Mr. Gordon Mayer, P.E. November 19, 2012 Page 4/3 This proposal is based on the following assumptions: • Attachment A — Preliminary Map depicting Utilities that are be addressed in this proposal • Attachment B — Preliminary Opinions of Probable Cost (water and sewer) based on Attachment A • Attachment C — Proposed Prorated split of fees between Southlake and Keller • Coordination with Franchise Utilities is included; however final design of Franchise Utilities will be performed by the Franchise Utilities or their Engineer. • One set of plans and specifications will be developed for the combined water and sewer relocations for both the City of Southlake and City of Keller. • Construction staking is not included and is assumed to be provided by the contractor • City will perform construction inspection; however verification of utility installation is included in this scope of work. • No additional right -of -way or easement documents are included in this proposal. • No additional geotechnical investigation is included or utility deholes. If you have should have any questions please feel free to give me a call at 817.334.4427 or on my cell at 817.313.7362. TranSystems Corporation Consultants Raul Pena III, PE Principal Attachments: Detailed Scope of Services Exhibits Construction Costs G: TW07105011ProjectMgmtlProposallntility amendmentlsubmitted to city on 2012- 11- 19.docx