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