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)