Item 4DCITY OF
SOUTHLAKE
MEMORANDUM
(October 21, 2014)
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Director of Public Works
Subject: Award construction contract to Green Scaping, LP for the
South White Chapel bridge scour measures in the amount of
$125,334.
Action
Requested: Award construction contract to Green Scaping, LP for the South
White Chapel bridge scour measures in the amount of $125,334.
Background
Information: In December of 2011, the City of Southlake was notified by TxDOT
of concerns regarding channel degradation over a period of years
at the South White Chapel bridge. TxDOT recommended
substructure scour measures in order to help stabilize the channel
bottom and help prevent further erosion.
The South White Chapel bridge is equally important to the Cities of
Southlake and Colleyville and any costs associated with the
engineering and construction will be shared equally. Halff
Associates, Inc. analyzed the existing bridge and produced an
engineering report with recommendations for scour mitigation. This
construction contract includes the installation of rock rip -rap for
scour countermeasures, concrete collars for the columns to provide
structural support, and additional scour protection on the north
stream bank. These improvements will stabilize the channel
bottom and help prevent further erosion as recommended by
TxDOT during a routine inspection.
The challenge during construction will be limiting vibration of
passing vehicles during the concrete collar installation. Many
discussions were held with the City of Colleyville regarding ways to
allow the bridge to remain open to traffic during construction and
protect the workers. This contract allows Green Scaping, LP to
close the bridge for up to thirty (30) days within the ninety (90) day
construction time. The bridge closure is anticipated between mid -
November through mid -December, weather permitting.
Three (3) bids were received on September 16, 2014. The bids
have been reviewed by Halff Associates, Inc and city staff and are
tabulated as follows:
Green Scaping, LP
Klutz Construction, LLC
DCI Contracting, Inc.
BID AMOUNT
$125,334
$217,506
$348,430
Halff Associates, Inc. recommends award of the contract to the low
bidder, Green Scaping, LP. The City Staff concurs in this
recommendation.
Financial
Considerations: The recommended contract award amount is $ 125,334. Funds are
available in the Stormwater Utility Fund. The current available
project budget is $134,000.
The construction cost will be shared equally by City of Southlake
and the City of Colleyville. An interlocal agreement with the City of
Colleyville was executed on September 17, 2013.
City of Southlake Cost $62,667
City of Colleyville Cost $62,667
Total Cost of Construction $125,334
Strategic Link: The South White Chapel bridge scour measures link to the city's
strategy map relative to focus areas of Infrastructure. The specific
corporate objectives that are met by this construction project are to
invest to provide and maintain high quality public assets. The
critical business outcome is to optimize resources through
collaboration and partnerships to reduce costs and add service
value.
Citizen Input/
Board Review: N/A
Legal Review: This is a standard construction services contract.
Alternatives: The Council may award the contract to Green Scaping, LP. or
reject all bids.
Supporting
Documents: Location Map
Recommendation Letter
Bid Tabulation
Staff
Recommendation: Award construction contract to Green Scaping, LP for the South
White Chapel bridge scour measures in the amount of $125,334.
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
1. *n
;;; HALFF
October 1, 2014
AVO 29761
Mr. Steve Anderson, P.E.
City Engineer
City of Southlake
1400 Main Street, Suite 320
Southlake, Texas 76092
Re: White Chapel Blvd over Big Bear Creek Scour Countermeasure
Dear Mr. Anderson,
Bids were opened on the above -referenced project on Tuesday, September 16, 2014 at the City of
Southlake. Three (3) bids were received and they ranged from a low bid of $125,334.00 to a high
bid of $348,340.00. C. Green Scaping, LP submitted the low bid, and Klutz Construction, LLC
was second with a bid of $217,506.00.
We contacted the following references to verify C. Green Scaping, LP qualifications to complete
the required work: Jason Moore listed as City of North Richland Hills, now Assistant to the City
Manager City of Richland Hills; Larry Stipes Lantana, Project Manager/Superintendent; and
Jeremy Hutt, City Engineer with the City of Colleyville.
All of the above references stated C. Green Scaping have performed well on their projects. None
of the references had any liquidated damages against C. Green Scaping. However, it appears C.
Green Scaping has not performed this specific type of bridge work for any of those references. Mr.
Moore stated C. Green Scaping satisfactorily completed a concrete trail and 6-7 large cast -in -place
concrete drainage structures with rock riprap erosion control as part of the City of North Richland
Hills Multi Use Trail Project. While references to the contractor's work is positive, Mr. Hutt with
the City of Colleyville was concerned because he did not readily associate this contractor with the
types of work required for this project. Mr. Hutt's final recommendation was to conduct a pre -
award meeting between the City of Southlake, the City of Colleyville, and the contractor.
A pre -award meeting was conducted on September 25, 2014 at the City of Southlake. The meeting
was attended by representatives of the City of Southlake, City of Colleyville, Halff Associates, and
Cody Johnson represented C. Green Scaping as the project manager. The meeting addressed
several project specific issues.
C. Green Scaping unit prices for "Site Preparation & Mobilization" and "Temporary Construction
Entrance" were significantly lower than the other bidders. "Site Preparation and Mobilization" as
identified in the plans was to include temporary shoring of the bridge during construction. Mr.
Johnson explained the unit price of the shoring was distributed into all bid items and not
specifically into "Site Preparation & Mobilization", but is included in the total bid price. Their
,p; HALFF
intention for shoring the bridge is to use a system of screw jacks and/or pole shores set on timber
pads in the creek bottom to ensure the integrity of the bridge during construction. The details of
the temporary construction entrance including grading, surface, and protection of the existing
road shoulder were discussed and Mr. Johnson confirmed their unit price covered all required
work to be performed under the bid item.
The second item of concern was the response provided in Qualification Statement, Question 5,
contractor's plan or layout for performing proposed work. The response was general and did not
address key issues such as the traffic control plan, temporary shoring, details of equipment to be
utilized, or construction techniques. Mr. Johnson addressed all of these issues during the
meeting to our satisfaction.
The next item of concern was C. Green Scaping's lack of experience in vertical concrete
construction with vehicular loaded bridges. Mr. Johnson discussed multiple recent projects
involving bridge piers and concrete installations in riverine environments. It was determined that
C. Green Scaping was to provide additional project specific references. We contacted several
additional references to verify Green Scaping, LP qualifications to complete the required work.
The name of the reference and their comments are as follows:
• Mary Ayala (City of Dallas) — One of the better contractors she's seen in an
environmentally sensitive area; no problems she could think of working with them; all
their concrete work was fine and has not had any problems in the 3 years since the project
was completed.
• Nick Myers (UTA) — Great contractor; very responsive; concrete and brick work was very
well done; they are very detailed and timely; he highly recommends them.
• Gene Moulden (City of Irving) — They did a great job; there were some issues with the
geotech and they worked well getting through those issues; their concrete work was good;
they kept their schedule; he would definitely work with them again.
Lastly, during the pre -award meeting Mr. Johnson was asked if his company had resources
available to start work around the beginning of November and achieve substantial completion
within the 90 days specified in the contract. Mr. Johnson has provided a preliminary schedule and
has assured us they are ready to go and did not anticipate any problems meeting the City of
Southlake critical bridge opening date of January 5, 2015.
In conclusion, aside from the lack of experience in this specific construction technique, we did not
receive any report that leads us to believe C. Green Scaping cannot successfully complete the
project. Based on our research, it is the opinion of Halff Associates, Inc. that there is no apparent
reason to disqualify the bid proposal of C. Green Scaping, LP for the White Chapel Blvd over Big
Bear Creek Scour Countermeasure Improvements.
,pp HALFF
Please call me at (817) 847-1422 if you have any questions or comments.
Sincerely,
HALFF ASSOCIATES, INC.
Levi Hein, PE, CFM
Lead Design Engineer
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