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Item 4AItem 4A CITY OF SOUTH LAKE MEMORANDUM (August 19, 2014) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Subject: Ratify Contract and approve Amendment No. 1 for Right of Way Acquisition Services with Hodge and Associates, Inc. for White Chapel Roadway Expansion Project in the amounts of $46,500 and $15,350 respectively Action Requested: Ratify Contract and approve Amendment No. 1 for Right of Way Acquisition Services with Hodge and Associates, Inc. for White Chapel Roadway Expansion Project in the amounts of $46,500 and $15,350 respectively. Background Information: In December 2012, the City Manager's Office approved a professional services agreement in the amount of $46,500 for this project. Hodge and Associates, Inc. was hired to acquire right of way and permanent easements necessary for the White Chapel Roadway Expansion Project. The project is more formally known as White Chapel Boulevard from State Highway 114 to East Highland Street and White Chapel Boulevard from Emerald Boulevard to Highland Street. The original professional services agreement included a scope of services consisting of the following items: Review available information related to the project associated with right of way and easements, meetings with staff, meetings with individual property owners, right of way acquisition and assist in title company coordination. The scope of services was for acquisition of up to 30 parcels and an average of three meetings with each property owner. After the acquisition process began, it was determined by staff, based upon experience in other roadway construction projects that it was necessary to identify areas outside of the right of way and permanent easements that would be needed to transition from the new improvements to the existing private properties, thus creating new parcels for acquisition. Based upon the experience gained in recent projects, staff directed the engineering design consultants to survey and define specific temporary construction easements necessary for construction to occur. Once these easements were identified, Mr. Hodge performed an on -the -ground survey identifying the number of trees, shrubs and other private improvements that existed within the temporary construction easements that could potentially be damaged due to construction activity by the city's contractor. The original real estate property appraisals that were prepared for the property acquisitions did not include any value for the temporary construction easements or the improvements located in them. Mr. Hodge then conducted conversations with the Real Estate Appraiser to arrive at an appropriate value for these additional assets. Based again on experience gained during other projects as well as on -going discussions with affected property owners during right of way acquisition discussions, values of the potentially affected assets were established to add to the offers made by the city to the affected property owners. Also, methodology for minimizing impact on private property assets located in the temporary construction easements were developed by city staff to appease concerns expressed by the affected property owners. Due to these issues arising during the right of way acquisition process, a number of additional meetings were also conducted with affected property owners in an attempt to satisfy the concerns of the property owners. The revised scope as outlined in Contract Amendment No. 1 includes the acquisition of easements on seven additional parcels. The parcels were not included in the original scope as right of way is not required from these properties. It was determined during the initial right of way acquisition that temporary construction easements would be necessary for all properties that were bordered by the development's existing screen walls. As stated above, there were several property owners that required more than three meetings outlined in the original proposal. Seven Additional Parcels ($1,550 each) $10,850 Additional meetings (3 parcel owners $1,500 ea.) $ 4,500 Total Amendment No. 1 $15,350 The proposed amendment brings the total professional services cost for the White Chapel Boulevard project right of way and easement acquisition to $61,850. The schedule going forward anticipates that the design will be completed in Fall 2014. Right of way acquisition is currently in progress and is anticipated to be completed late 2014. Relocation of the franchise utilities (electric, gas, phone, etc.) will begin once right of way is available and should be completed by late 2015. Staff anticipates the construction to be awarded in the 4th quarter of 2015. Financial Considerations: Funds for the right of way and easement acquisition 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 and F2 - Invest to provide and maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: This is the standard professional services agreement that has been previously reviewed by the City Attorney. Alternatives: The Council may ratify Contract and approve the Amendment to the existing Professional Services Agreement or deny it. Supporting Documents: Location Map Hodge and Associates PSA Hodge and Associates Amendment No. 1 Staff Recommendation: Ratify Contract and approve Amendment No. 1 for Right of Way Acquisition Services with Hodge and Associates, Inc. for White Chapel Roadway Expansion Project in the amounts of $46,500 and $15,350 respectively. Staff Contact: Robert H. Price, P.E., Public Works Director Cheryl Taylor, P.E., Deputy Director Public Works/City Engineer Steven D. Anderson, P.E., CFM, Civil Engineer 2 Jerry L. Hodge Owner November 15, 2012 Bob Price, P.E. City of Southlake Director of Public Works 1400 Main Street Suite 320 Southlake, Texas 76092 bprice@ci.southlake.tx.us Jerry Hodge & Associates Transportation/Access Management Public Works Consulting 3500 Heritage Avenue Grapevine, Texas 76051 RE: Right-of-Way/Easement Acquisition for the White Chapel road widening project in the City of Southlake, Texas Dear Mr. Price: I am pleased to submit this proposal for consulting services related to the above referenced project. When acceptance is conveyed, this proposal will become a Ietter of agreement between The City of Southlake and Jerry Hodge & Associates to provide the scope of services described below. Scope of Services Review all available information provided by the City of Southlake relative to the proposed roadway widening project and associated right-of-way and easement acquisition. • Meet with City staff as needed to facilitate acquisition of right of way. • Meet as required with individual property owners to provide information and submit financial offers for required right-of-way and easements. • Discuss the project description with each property owner and the requirement for the right-of-way and easement acquisition. • Answer all property owners' questions and concerns related to this project. • Acquire right of way and easement parcels and conduct all negotiations required for the project. • Assist in Title Company Coordination as necessary Fee Estimates The fee for completing the scope of services outlined above will be $ 46,500. This amount is based on my experience in projects of type. (817) 991-3131 (817) 421-2201 fax Jerryh64@verizon.net Jerry L. Hodge Owner Jerry Hodge & Associates Transportation/Access Management Public Works Consulting This fee includes: • The acquisition of up to 30 right-of-way/easement parcels. • It is anticipated an average of three meetings with each property owner will be required. 3500 Heritage Avenue Grapevine, Texas 76051 • Additional meetings that are unanticipated because of problems discovered during the acquisition process should be considered as additional services not included in this proposal. Completion Status and Billing: • Billing of Services will be provided on a monthly basis as of the 25t" of each month. • Billing of contract services will be based upon a percentage completion of the project. A parcel acquisition will be considered complete when either of the following two events occur: o A parcel including an executed Contract for Purchase is delivered to the title company for closing; or o A parcel is delivered to the City Attorney's office with a recommendation for condemnation; Jerry Hodge and Associates will not exceed the total budget without receiving your prior authorization. If the need for additional services should arise, I will seek your authorization before proceeding and if required I will supply you with my best estimate of the fee to be incurred. All appraisals are to be provided by the City of Southlake. Letters of condemnation, letters of offer and certified letters are to be mailed by the City. Authorization I am preparing to initiate work on this project immediately following receipt of a signed copy of this Letter of Agreement. I sincerely appreciate the opportunity to provide this proposal and look forward to working with you on this project. If you have any questions regarding this proposal please do not hesitate to call. Sincerely, rry odge & Associates w er November 15, 2012 Accepted and Approved By: (Date) City of Southlake (817) 991-3131 (817) 421-2201 fax Jerryh64@verizon.net Jerry Hodge & Associab Transportation/ Access Manageme Jerry L. Hodge Owner July 30, 2014 Bob Price, P.E. City of Southlake Director of Public Works 1400 Main Street Suite 320 Southlake, Texas 76092 bobprice@ci.southlake.tx.us 3500 Heritage Avenue Grapevine, Texas 76051 (817) 991-3161 (817) 421-2201 Jerryh64@verizon.ne RE: Right-of-Way/Easement Acquisition for the White Chapel road widening project in the City of Southlake, Texas Dear Mr. Price, I am pleased to submit this AMENDED proposal for consulting services related to the above referenced project. When acceptance is conveyed, this proposal will become a letter of agreement between The City of Southlake and Jerry Hodge & Associates to provide the Amended services described below. Change in Scope of Services • The original proposal included 30 parcels but it was determined by the design engineers that the City also needed to obtain construction easements and cost estimates on trees and shrubs impacted by removal and construction of the new screening wall on seven additional parcels. • Met with each of the seven homeowners and discussed the project impact on their property. • Performed a tree and shrub survey on each of these properties. • Provided information for offer letters made by the City. Amended fees include: The Seven additional parcels at the fee of $1,550 each for a total of: $10,850. Three properties required additional meetings, correspondence and time: Parcel 6 (Allen), Parcel 7 (Zerbe), and Parcel 9 (O'Neal) additional fees are $1,500 per parcel equaling: $4,500. The total for the amended fees is $15,350. The original proposal was for $46,500. This makes the combined total for the new proposal of $61,850. Authorization I sincerely appreciate the opportunity to work with you and your staff. If you have any questions regarding this amended proposal please do not hesitate to call. Sincerely, Jerry Hodge & Associates wner my 30, 2014 Accepted and Approved By: (Signature) (Date) City of Southlake