Loading...
Item 4CCITY OF SOUTHLAKI MEMORANDUM (May 21, 2013) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Subject: Approve Contract Amendment No. 5 with Kimley-Horn and Associates, Inc. for North Kimball Avenue -State Highway 114 to Dove in the amount of $72,100 Action Requested: Approve Contract Amendment No. 5 with Kimley-Horn and Associates, Inc. for North Kimball Avenue -State Highway 114 to Dove in the amount of $72,100 Background Information: The 2007-2008 Capital Improvement Program Budget included funding for design services to improve Kimball Avenue from SH 114 to Dove Road. This project is to construct Kimball Avenue as a four lane divided arterial with curb and gutter and underground drainage systems. There is a design component for landscaping the medians and parkways to conform to the concepts in the Urban Design Plan. The original limits of the project were from SH 114 to Dove Road. The city limit line with Grapevine is north of Shady Lane along the Kimball Avenue centerline. Amendments 1 through 4 covered changes to the phasing and scope of the project during design and construction. A construction contract for Kimball Avenue from State Highway 114 up to Dove Road was awarded by City Council in November 2010. North Kimball Avenue has been constructed to just north of Kirkwood Boulevard. Due to unforeseen complications, the construction contract has been terminated. Amendment No. 5 is to amend the plans, update quantities and contract documents, rebid the remaining construction to a qualified contractor, construction phase services, and the preparation of record drawings at the completion of the project. The breakdown of costs associated with Amendment No. 5 is as follows.. Services Cost Construction Document Preparation $ 25,200 Bidding Phase Services 9,400 Construction Phase Services 27,500 Record Drawing Preparation 10,000 Total for Amendment #5 $72,100 The proposed amendment brings the total engineering design cost for the Kimball Avenue Improvement Project from State Highway 114 to Dove Road to $1,089,500. 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 Amendment No. 5 (May 2013) 72,100 Total Contract $1,089,500 Financial Considerations: The current design contract cost is $1,089,500. Funding for design is included in the previous CIP Budgets. Funds are available for the design amendment. Construction funding is programmed in previous CIP Budgets, including FY2013. There is also an interlocal agreement with the City of Grapevine for their share of the engineering and construction costs outside of the city limits of Southlake. The construction contract is anticipated to be awarded in the summer of 2013 with construction beginning early Fall 2013. Strategic Link: The construction of Kimball Avenue links to the city's strategy map relative to the focus areas of Mobility, Partnerships and Volunteerism, Infrastructure, and Performance Management and Service Delivery. The specific corporate objectives that are met by the construction of this project include: Provide travel convenience within City and region, Collaborate with select partners to implement service solutions, Investing to provide and maintain high quality public assets, and Providing High Quality Customer Service. Citizen Input/ Board Review: N/A Legal Review: This is an amendment to the standard professional services contract that has been previously reviewed by the City Attorney. Alternatives: The City Council may approve the amendment or deny it. Supporting Documents: Location Map Kimley-Horn and Associates, Inc. Contract Amendment Staff Recommendation: Approve Contract Amendment No. 5 with Kimley-Horn and Associates, Inc. for North Kimball Avenue -State Highway 114 to Dove in the amount of $72,100 Staff Contact: Robert H. Price, P.E., Public Works Director Cheryl Taylor, P.E., CFM, City Engineer Steven D. Anderson, P.E., CFM, Civil Engineer 7 . CMFI, Klmley-Horn and Associates, Inc. April 17, 2013 Ms. Cheryl Taylor, P.E. Assistant City Engineer City of Southlake 1400 Main Street, Suite 320 Southlake, Texas 76092 Re: Contract Amendment No. 5 N. KimbalI Avenue — SH 114 to Dove I "I'll, 101► [ IXIZ61 f►4 IL1I+1 I Dear Cheryl: 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" or "City") and Kimley-Horn and Associates, Inc. dated October 16, 2007 for the N. Kimball Avenue project for the following,4dditional Services associated with the next phase of the project: • : Construction Document Preparation; • Bidding Phase Services; • Construction Phase Services; and, • . 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. KimbalI Avenue from SH 114 to Dove. In October 2010 design was complete, and the construction contract was awarded to a Contractor. The City issued a Notice to Proceed for the work from SH 114 to just north of Kirkwood (Phase 1) in November 2010. The City has not issued a Notice to Proceed for the work from the end of Phase 1 to Dove (Phase 2). As a result of the right-of-way and easement negotiations, acquisitions, condemnation hearings, franchise utility relocations, contractor's schedule, performance, and phasing, and design modifications, the City is electing to rebid the ■ TEL 214 420 5600 FAX 214 420 5680 ■ Suite 275 2201 West Royal Lane Irving, Texas 75063-3206 Kimley-Horn Ms. Cheryl Taylor, P.E., April 17, 2013, Page 2 and Associates, Inc. portion of N.Kimball Avenue from just north of Kirkwood Boulevard to Dove. As such, the plans and specifications (Project Manual) for N. Kimball Avenue will be repackaged into a standalone Phase 2 construction document set (plans and specifications). The repackaging will result in design revisions in the transition area from the end of Phase 1 to Highland. In addition, and as a result of the right-of-way and easement negotiations with property owners, several design modifications and revisions are also required. The City also wishes to include items not completed within the limits of Phase I in the Phase 2 construction document set. In addition to the repackaging and redesign, this Amendment also includes Additional Services necessary to provide bid phase services .and to provide construction phase services and support on an as -needed hourly basis only as directed by the CIient. The Amendment also includes preparing Record Drawings for Phase 2 once construction is complete. SCOPE OF SERVICES This contract amendment is for the following Additional Services: Construction Document Preparation — Phase 2 $25,200 (hourly) • Create cover sheet, index, ROW map, and details for Phase 2. • Update and redesign transitions between Phases 1 and 2. Transitions include paving, signing, marking, storm drain, water, sewer, traffic control, hardscape, landscape, irrigation, and erosion control. • Incorporate additional design revisions resulting from property owner negotiations (Stegall, TWU, Patterson, Massey, Holiday, and Graham). Revisions include driveways, walls, fencing, utility and sidewalk locations. • Incorporate Phase 1 items into the Phase 2 construction documents (church sign design, TWU improvements, and Patterson Pond Iandscaping). • Develop a Project Manual for Phase 2 (bid requirements, proposal, pay items and quantities, contract forms, general and supplemental conditions, and technical specifications). • Develop Opinion of Probable Construction Cost for Phase 2. • SubmittaIs will be in accordance with the original Agreement's Scope of Services. Bidding Phase Service — Phase 2 $9,400_(hourly) • Provide bid sets to a reproduction company for bidder distribution (electronic). Planholders will pay the reproduction company directly for digital or hardcopy bid set. • Provide up to six (6) hardcopy bid sets to plamooms and City. • Maintain a list of planholders to whom bidding documents have been issued. • Prepare for and conduct a pre -bid meeting with prospective bidders. • Issue addenda as appropriate to interpret, clarify, or expand the bidding documents. • Attend the bid opening. Kimley-Horn Ms. Cheryl 'Taylor, P.E., April 17, 2013, Page 3 ��. and Associates, Inc. • Tabulate the bids and evaluate the compliance of bids received with the bidding documents. • Prepare a written summary ofthe tabulation and evaluation together with a letter addressing the award of the construction contract. Construction Phase Services — Phase 2 $27,500 (hourly) • Provide hourly construction phase services during Phase 2 in accordance with the original Agreement's Scope of Services. • Hourly budget includes an estimated 4 hours per week for up to 9 months (July 2013 — March 2014). Record Drawing Preparation — Phase 2 $10,000 (hourly) • Prepare project "Record Drawings" for Phase 2 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 Phase 2 construction documents to be ready for bidding in May 2013 (contingent on final City review and approval), bid phase services to be provided in June 2013, and construction phase services to begin in July 2013 and last approximately 9 months. We anticipate providing Record Drawings with 1 month after receiving mark-ups from the Contractor and/or City. 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 $72,100: Senior Engineer I / Senior Professional I $220 - $250 Senior Engineer H / 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, 2013 CIIIIIIIIIIII : " Kimley-Horn Ms. Cheryl Taylor, P.E., April 17, 2013, 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 Tribb e, P.E. Senior Vice President GBT:Ina K:SLAC ROADWAY1061237.00"PPIPOST NTP4MOD5-05-07-131MOD5 04-17-2013.DOC Agreed to this day of , 2013, THE CITY OF SOUTHLAKE TEXAS A Municipality By: Official Seal: (Print or type name) Title: Witness (Print or type name)