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Item 9CCITY OF SOUTH LAKE MEMORANDUM (April 2, 2013) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Subject: Approve Contract Amendment No. 2 with Huitt-Zollars, Inc. for White Chapel Boulevard Reconstruction Project in the amount of $48,170 Action Requested: Approve Contract Amendment No. 2 with Huitt-Zollars, Inc. for White Chapel Boulevard Reconstruction Project in the amount of $48,170 Background Information: In June 2008, the City Council approved a professional services agreement (design contract) in the amount of $515,000. Huitt- Zollars, Inc. was hired to design the North White Chapel Boulevard Improvement project from Emerald Boulevard to a point 500 feet south of Highland Street. The White Chapel Boulevard Improvement project design is for a standard four lane divided roadway with a raised and landscaped median. The original professional services agreement included the basic services of: Preliminary Design, Final Design, Bid Phase Services, and Construction Phase Services. As well as Special Services related to: Survey, Geotechnical Investigation and Landscape and Irrigation. Survey and geotechnical services are complete. Design services are at 90% with bid and construction phase services pending. In February 2011, Contract Amendment No. 1 in the amount of $40,000 was executed. This contract amendment was for stormwater detention analysis and design. It provided for an underground stormwater detention system under the proposed four lane roadway. The stormwater detention system is to alleviate drainage issues suffered by the residential developments along the east side of White Chapel Boulevard. The revised scope as outlined in Contract Amendment No. 2 includes redesign of the east road side retaining walls and residential screen walls. The redesign of the retaining walls and screen walls is due to relocation and changes in screen wall height and material. The original design left the current existing residential screen walls in place and located the proposed retaining wall and screen wall several feet into the public right of way. This in effect had two screen walls with a "no-man's land" in between. Maintenance of this space became a concern. The redesign calls for removal of the existing screen walls and locating the new retaining walls and screen walls at the edge of right of way. The original design of the screen walls was for 8-foot stone veneer screen walls. The redesign calls for 7-foot brick screen walls to match the brick of the existing screen walls. The brick element maintains the individual identity of the three subdivisions along the east side of North White Chapel Boulevard. The change in screen wall height and material also allows for a less substantial retaining wall. The amendment also includes additional design services for the inclusion of a right turn decel lane at Unity Way into Bicentennial Park. As well as color map exhibits for the purposes of right of way acquisition. Redesign of East Retaining Walls/Screen Walls $30,010 Right Turn Lane at Bicentennial Park $12,000 Color Map Exhibits 6,160 Total Amendment No. 2 $48,170 The proposed amendment brings the total engineering design cost for the White Chapel Boulevard Reconstruction Project from Emerald Boulevard to Highland Street to $603,170. The schedule going forward anticipates that the design will be completed summer 2013. Right of way acquisition is currently in progress and is anticipated to be completed late summer 2013. Relocation of the franchise utilities (electric, gas, phone, etc.) will begin when right of way is available and should be completed by early 2014. Staff anticipates the construction to be awarded in the 2nd quarter of 2014. Financial Considerations: Funds for the engineering design of the White Chapel Boulevard Improvement project are included in the previously approved Capital Improvements Program project budget. Strategic Link: The construction of the North White Chapel Boulevard 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: C2 - Provide travel convenience within the City and the region, B4 - Provide high quality customer service, and F2 - Invest to provide and maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: This is the standard construction services contract that has been previously reviewed by the City Attorney. Alternatives: The Council may approve the Amendment to the existing Professional Services Agreement or deny it. Supporting Documents: Location Map Huitt-Zollars, Inc. Contract Amendment No. 2 Staff Recommendation: Approve Contract Amendment No. 2 with Huitt-Zollars, Inc. for White Chapel Boulevard Reconstruction Project in the amount of $48,170 Staff Contact: Robert H. Price, P.E., Public Works Director Gordon J. Mayer, Jr., P.E., City Engineer Cheryl Taylor, P.E., CFM, Assistant City Engineer Steven D. Anderson, P.E., CFM, Civil Engineer CONTRACT AMENDMENT NO.2 WHITE CHAPEL BLVD. RECONSTRUCTION PROJECT This shall serve as a Second Amendment to the Contract between the City of Southlake, Texas (hereinafter "City") and Huitt-Zollars, Inc. (hereinafter "Consultant") dated August 19, 2008 for Professional Engineering Services for the White Chapel Blvd. Reconstruction Project (hereinafter "Project"). Services: This Amendment modifies I. ARTICLE, ENGINEERING SERVICES, A. Scope of Work to add the following services: Task 9 — Redesi n of East Retaining & Screening Walls The current design proposes a retaining & screening wall along the east side of the roadway, against the east edge of a proposed sidewalk that is adjacent to the proposed curb line. There is an existing screening wall further east, closer to and generally along the east right-of-way line, creating a space between the existing and proposed walls. Due to the logistics of maintaining the space between the walls and the poor condition of the existing screening wall, the location of the proposed retaining & screening walls will be moved to the east towards the right-of-way line and the existing screening wall will be removed. This will require that the proposed retaining & screening walls be re- designed due to changes in existing ground elevations at the base of the wall resulting in taller wall heights along the existing right-of-way line. The Consultant proposes the following scope of services to assess and redesign the relocated retaining & screening walls. This task includes moving the proposed retaining & screening walls toward the east right-of-way line so that the east edge of the retaining wall footing will be along the right-of-way line. Due to the existing ground elevations along the right-of-way line, the base footing of the retaining wall will have to be constructed at a lower elevation increasing the height of the retaining wall. The city has also requested that the height of the screening wall that will be constructed on top of the retaining wall be increased from 6 ft. to 8 ft. tall. In addition, the city has requested the incorporation of columns into the walls for aesthetics. The retaining wall will be clad with stone and the screening wall will be clad with brick. AMENDMENT NO. 2 WHITE CHAPEL BLVD. RECONSTRUCTION PROJECT Page 2 of 5 As a result of the requested changes, this task includes re -analyzing the structural aspects of the retaining & screening wall designs and re -designing the footing, toe, and reinforcing steel in the walls. New retaining & screening wall details will have to be added to the plans reflecting this design change. Additional details will also be developed and added to the plans for the incorporation of the stone & brick cladding and the columns in the walls. The typical sections will have to be revised, proposed grades will have to be re -designed at the barrier free ramps and sidewalks, and revised on the plans. Both the plan and profile of the East Retaining Wall Plans will have to be revised. The demolition plans will be revised to show the removal of the existing walls. The. roadway cross -sections will be revised to reflect the new height and location of the east retaining & screening walls. Quantities will be calculated for the revised retaining & screening walls and the bid schedule updated. Seven (7) wall easement exhibits and legal descriptions will be produced for the City to use in acquiring the easements. This work will require revisions to 43 engineering drawings and the addition of 1 new sheet of wall details. A list of the drawings that will be revised along with associated costs for meetings, design, and drafting are shown on the attached Exhibit AAdditional costs to the contract are $30, 010.00. Task 2 — Additional Rftht Turn Lane and Revised Bicentennial Park Enfry The entry drive to Bicentennial Park, Unity Way, is currently being redesigned to align with Emerald Boulevard at the south end of the Project. The City desires to add a right turn lane to allow southbound traffic on White Chapel Boulevard to turn right into Bicentennial Park. The Consultant proposes the following scope of services to design a right -turn lane leading into the park. A right tum lane will be added in the west bound direction, allowing cars to turn right into the improved park entry at Unity Way. The right turn lane will be designed to provide ample storage and transition lengths. Due to the difference in elevation between the back of curb along the new right turn lane and the existing ground, a retaining wall will be added along the right turn lane, behind the proposed sidewalk. The proposed water line will be shifted outside of the proposed street pavement, and the planting and irrigation plan will be revised to modify the existing irrigation. Construction sequencing will be revised and a new typical section added to include the construction of the right -turn lane. The paving, pavement marking and signage, cross sections, and demolition plans will be revised to incorporate the new right turn lane. The cross -sections will be revised to reflect the new retaining wall and earthwork calculations will be updated. This work will require revisions to 19 drawings and the addition of 2 new sheets for the retaining wall adjacent to the right -turn lane and the addition of a flume drainage plan behind the new. A list of AMENDMENT NO. 2 WHITE CHAPEL BLVD. RECONSTRUCTION PROJECT Page 3 of 5 the drawings that will be revised along with associated costs for meetings, design, and drafting with associated costs are shown on the attached Exhibit `B Additional costs to the contract are $12, 000.00. This task includes incorporating line work for the Bicentennial Park Improvements designed by Schrickel, Rollins and Associates, Inc. (SRA) into the existing design files. The City will provide the SRA electronic CAD files to the Consultant. The design will be based on the approved park improvements by SRA. Revisions to the right -turn lane design resulting from changes to the approved park improvements, by SRA or the City, shall result in an additional fee to be negotiated between the City and the Consultant. Task 3 — Color Mai3 Exhibits Full color map exhibits with aerial background and the proposed improvements will be prepared on 11 " x 17' sheets for use by the City in acquiring right-of-way, easement and temporary construction easement parcels for the construction of the project. This task will require the preparation of 28 color exhibits, one for each property that a right-of-way and/or easement parcel will be acquired from. A PDF copy of each exhibit will be sent to the City for their use. The associated costs for the production of the exhibits are shown on the attached Exhibit `C'. Additional costs to the contract are $6,160.00. Schedule: This Amendment modifies the Schedule as follows: Task 1 - The retaining wall re- design will be completed within 4 weeks of receipt of a `Notice to Proceed' for the task exclusive of City review time. This work will be incorporated into the existing contract and completed with a revised overall project schedule. Task 2 - The addition of the right turn lane into the park will be completed 2 weeks after the completion of Task 1 and upon receipt of a `Notice to Proceed' for the task exclusive of City review time. This work will be incorporated into the existing contract and completed with a revised overall project schedule. Task 3 — The production of the color Map exhibits will be completed within 2 weeks of receipt of a `Notice to Proceed' for the task exclusive of City review time. This work will be incorporated into the existing contract and completed with a revised overall project schedule. AMENDMENT NO. 2 WHITE CHAPEL BLVD. RECONSTRUCTION PROJECT Page 4 of 5 Compensation: This Amendment modifies III. ARTICLE, COMPENSATION FOR ENGINEERING SERVICES as follows: For the additional services provided pursuant to this Amendment, the City shall pay Consultant a lump .sum amount for each task as shown in the Services with a total amount of this Amendment not to exceed $48,170.00. Payments shall be made following receipt of an invoice in accordance with the payment terms specified in the original Contract. In the event of any conflict or inconsistency between the provisions set forth in this Amendment and the Contract, this Amendment shall govern and control. For and in consideration of the covenants, duties and obligations herein contained, the parties do mutually agree that except as provided above, all other terms and conditions of the original Contract shall remain unchanged and in full force and effect. Origin al Contract Amount $ 515, 000.00 Contract Amount (Including Previous Amendments) $ 555, 000.00 Amount of Amendment No. 2 $ 48,170.00 Revised Contract Amount $ 603,170.00 AMENDMENT NO.2 WHITE CHAPEL BLVD. RECONSTRUCTION PROJECT Page 5 of 5 Approved by: CITY OF SOUTHLAKE By: _ (signature) Print Name: Print Title: Date: Attest: Print Name: Print Title: Date: HUITT-ZOLLARS, INC. CONSUL TAN B (signature) Print Name: William E. Kallas, PE Print Title: Vice President Date: /- / 7- /3 CITY OF SOUTHLAKE HUITT-ZOLLARS, INC. B (signature) 9Z..j (signature) City of Southlake 1400 Main Street Southlake, Texas 76092 Print Name: Kenneth A. Roberts, PE Print Title: Vice President Date: /- / 7.. Zo13 Huitt-Zoilars, Inc. 1717 McKinney Ave., Suite 1400 Dallas, Texas 75202 = NNNNNNNNNNNNNNN� ,n M s}' M M M � LQ M u, u> M �r, uQ M Un Ln M uQ V V a 0 Vr r r T T T T r r r N r N r N r N r r N r r N Y r N r r N r r N r r N r N N L N L = r r r r r Y r N � O r �f1 0 N lCy O r 00 r [O 00 lf} r• 1O 00'-00 07 un w to 00-OOr0 O1 LO LO L9 W l6 3 in _ a a a a o a m a m a o a o m ;3 in 00 N 3 ?a m 07 m 0 w O w p 0 00 w •' Uf C C C a L V7 m L y L V7 L y L W L Ul t V1 L y - U O 16 i (� U O la (� U 16 ? ��pp U O •N J U p •ja U O •(a i Chi O la J U O Iw6 C E o 0.a 0 0o `m `a m 0) `a `a `a `m 3 a— a 3 a— 3 m— 3 a—a— d 3 3 d 3 3 o �+ c c C O u) T uJ u) V u) A W V y A uJ x N _ •� a _ •7 a _ •� a _ •� a _ •� a _ •� a _ •� a d. 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