ST0702-CS070705Page 1 of 2
Ken Griffin - S. Coppell Road
From: " Tricia Hatley" <thh(� free se. com>
To: <kgriffin(�ci.coppell.tx.us>
Date: 7/5/2007 3:08 PM
Subject: S. Coppell Road
Attachments: construction.pdf; scope.pdf
Ken,
Per our last discussion, I've revisited the construction cost estimate as well as our fee proposal for the South
Coppell Road project. There were several items that we had mistakenly left in when we copied our form from the
Bethel Road project. The new construction cost estimate is $1.21VI including a 20% contingency. Unfortunately
I've misplaced my notes from our conversation and I can't remember what you've budgeted for the project.
You mentioned that we might need to get together to discuss the project again. I'm happy to come over and do
that. You might also want to talk with me about the Bethel project and the proposed change for the senior center.
If so, let me know and I'll work with your staff to get a time on your calendar. I'm including a revised scope
attachment and I'll summarize my revised fee as follows:
• Topographic survey - $16,900
• Preliminary engineering - $37,200
• Final engineering - $92,300
• Bid Phase - $4200
• Construction Phase - $13
Total fee - $164
didn't include $$ for easement and ROW documents because I recall that you didn't think we would need any.
suppose it might be safer to include a contingency item in the special services in case we need an easement
document, etc.
Let me know if you want to meet with us.
Trish
Tricia H. Hatley, PE
Freese and Nichols, Inc.
1701 N. Market St., Suite 500
Dallas, Texas 75202
9 main: 214.920.2500
9 direct: 214.217.2217
9 fax: 214.920.2565
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PROJECT DESCRIPTION
The CITY is proposing to construct improvements including paving reconstruction, on- street parking,
storm drain system, and misc. water line connections. The South Coppell Road improvements are
limited to the area from Bethel Road to Southwestern Road.
The 8" and possibly the 2" waterlines located along South Coppell Road will be abandoned. All
connections from this waterline will tie into the existing 16" water main. The existing sanitary sewer
line will not be moved or affected as it appears to be at sufficient depth per record drawings. An
underground storm sewer system will be installed where needed to facilitate drainage of the right -of-
way and surrounding properties.
The parameters for design of the improvements shall include the following:
• Project control to be based on a local control monumentation provided by the CITY. Field surveys
will be included. Prior to construction, we will provide the initial staking of the monuments and
the proposed centerline. Three (3) permanent control points (X, Y, & Z coordinates of each) shall
be established and marked by the contractor outside of the construction limits for future reference.
• Final plan size to be 22" x 34" for reproducible copies to 11" x 17 ". Scale of plans to be:
1" = 20' Horizontal; 1" = 4' Vertical
• Driveway replacement to be made to the property line, unless grade changes in street necessitate
more replacement.
• A construction sequencing plan shall be considered for each area of construction.
• All design work will be prepared in AutoCAD 2007, with CD's to be furnished to the CITY upon
completion of the record drawings.
• Submittals to the CITY of work -in- progress shall be at 60 %, 90 %, and 100% stages for
completion. For each stage of review, two (2) full size and two (2) half -size sets of drawings will
be furnished to the CITY. Due to the fast track schedule proposed for this project, we have
prepared this proposal such that the typical 30% plan submittal is not included. We proposed
instead to conduct monthly project meetings with CITY in which the on -going plan progress will
be reviewed and design issues discussed.
• Standards and typical construction details of the CITY may be referred to in the specifications and
on the drawings.
• Parking along South Coppell Road will be laid out per exhibit, "Old Coppell — Development
Possibilities Map ", provided from the CITY. Spaces shall be designed per city standards and
requirements. CITY will be responsible for approval.
• Pavement design will be based on CITY standards as well as the geotechnical information
previously obtained by FNI for the Bethel Road project. Additional borings and analysis will not
be performed for this project unless the CITY authorizes FNI to proceed with it as an Additional
Service.
Exhibit "A" Page 1 of 8
FNI shall perform the necessary engineering and related technical services for the Design, Bidding,
and Construction Phase Services, including necessary Special Services for development of this project
according to the following sections of this agreement. The scope is divided into two design phases
including Preliminary and Final Design due to the fast track nature of the project.
TASK DESCRIPTIONS — SCOPE OF SERVICES
Basic Services
A. Preliminary Design Phase
1. Field Surveys -Survey and prepare a design/topographic survey map for an area 100
feet wide (50 feet on each side of the centerline) along South Coppell Road from Bethel
Road to Southwestern Road.
2. Pre - Design
a. Kick -off Meeting — We will meet the CITY to discuss the planning and the
design criteria, work program and schedule, procedures of communication,
basis of compensation, limits of survey, assignments of personnel, and any
other matters that may have direct or indirect effects upon the completion and
results of this project. Other work and review conferences will be scheduled
throughout the progress of the project.
b. Data Gathering - Obtain, from the CITY, all available property plats
easements, street right -of -way widths, record drawings of the existing
pavement, utilities and drainage systems, planning reports, traffic counts,
zoning ordinances and other data that may be pertinent in considering the
alignment, location, final design, and construction of the proposed
improvements.
c. Field Visits —Determine from afield reconnaissance of the project area the
general lay of the land for the paving improvements and other related
appurtenances. This general layout will first address the following:
i. Locations of existing utilities — water, gas, electric, sanitary sewer,
telephone cable, power poles, TV- cable, drainage facilities, traffic
signalization controls, lighting system, etc.
ii. Existing driveways
iii. Availability of right -of -way
iv. Access and convenience for construction operations
v. Crossing of drainage ways and structures
vi. Landscape restoration
vii. Proximity to private property improvements, i.e., fences, mail boxes,
sidewalks, etc.
Exhibit "A" Page 2 of 8
3. FNI will prepare preliminary construction plans as follows:
a. Drainage area maps with drainage calculations and hydraulic computations. A
drainage area map will be drawn from available contour maps. Calculations
regarding street and right -of -way capacities and design discharges at selected
critical locations will be provided.
b. Preliminary project plan and profile sheets showing curb lines, driveways,
sidewalks, elevations at all PVI's and PI's: high and low points, vertical curve
information, and pertinent AASHTO calculations. Existing found property
corners (e.g. iron pins), along the existing right -of -way shall be shown on the
plans.
c. Existing utilities and utility easements will be shown on the roadway plan and
profile sheets. FNI will coordinate with utility companies and the CITY to
ascertain what, if any, future improvements are planned that may impact the
proj ect.
d. Horizontal and vertical control plan that locates all proposed and existing
facilities. Legal descriptions (Lot Nos., Block Nos., and Additional Names)
along with property ownership shall be provided on the plan view.
4. Investigate and resolve conflicts with existing utility (water, sewer, drainage, gas,
telephone, and electric) locations and depths.
5. Prepare a Right -of -Way strip map indicating existing and proposed Right -of -Way along
the project limits.
6. Field -check preliminary drawings and specifications.
7. Attend monthly project coordination and design review meetings with CITY staff.
8. Present a preliminary estimate of probable construction cost and two (2) full size sets
and two (2) half -size sets of the plans and specifications to the Staff of the CITY for
review, discussions, and comment. This submittal will be at the 60% completion stage.
9. Attend one (1) public meeting to discuss the project with the residents. One objective
of the meeting will be to review the survey data to verify that all driveways are shown
and lot information is accurate. The meeting will also be used to present the conceptual
plans to the area stakeholders. Comments regarding the plans will be obtained and
reviewed to determine if modifications need to be incorporated prior to final design.
10. Submit appropriate number of copies of the plans to the utility companies for review
and comment.
B. Final Design Phase - Following CITY approval of the preliminary plans, FNI shall prepare
final plans with the following additional tasks:
Exhibit "A" Page 3 of 8
1. Prepare final cross - sections on 22" x 34" sheets. Information on these sheets will
include centerline station, profile grades and centerline elevations, roadway section
(existing and proposed), right -of -way limits. Scale will be 1" = 20" horizontal and 1" _
4' vertical with cross sections plotted with stationing from the bottom of the sheet.
Excavation and embankment volumes and end area computations shall also be
provided.
2. Prepare a horizontal control sheet with any required easements or right -of -way shown.
3. Prepare a construction sequencing plan in accordance with CITY requirements.
4. Prepare a Storm Water Pollution Prevention Plan (SW3P) in accordance with the CITY
ordinances, TCEQ guidelines, and /or Federal requirements.
5. Finalize any necessary additional design details.
6. Attend monthly project coordination and design review meetings with CITY staff.
7. Prepare final quantity of materials and final "Opinion of Probable Construction Costs."
8. Present two (2) full size sets and two (2) half -size sets of the final documents for the
bidding phase to the CITY for approval. This submittal will be at the 90% completion
stage.
9. Attend one (1) public meeting present the project to the stakeholders and discuss the
schedule for completion of the project.
10. FNI will submit the project plans to the state for the TAS /ADA review if necessary.
FNI will prepare the application and make the submittal. It is assumed that the CITY
will provide a check for the fee based on the construction cost per the submittal
requirements. FNI will address comments from the review and revise plans if necessary.
11. Provide updated plans for the utility companies, if necessary.
12. Meet with the CITY to discuss final review comments prior to preparing bid package.
13. Revise plans to address review comments from the CITY and other agencies affected by
the project.
14. Prepare final bid schedule, special conditions, technical specifications, proposal, and
contract documents.
15. Revise the final "Opinion of Probable Construction Costs" if necessary.
16. Present two (2) full size sets and two (2) half -size sets of the final documents for the
bidding phase to the CITY for approval. This submittal will be at the 100% completion
stage and will include a full size reproducible set of plans as well as the complete bid
documents. Anticipated sheet list as follows:
Exhibit "A" Page 4 of 8
• Cover, vicinity map, sheet index
• General Notes
• Right -of -Way Strip Map
• Typical Sections (1 sheets)
• Horizontal and Vertical Control
• Erosion Control (3 sheets)
• Traffic Control, Sequencing, Detour (3 sheets)
• Paving Plan/Profiles (5 sheets)
• Drainage Area Map and Calculations (2 sheets)
• Storm Drain Plan/Profiles (3 sheets)
• Storm Drain Laterals (I sheets)
• Cross Sections (5 sheets)
• Details (5 sheets)
C. Bid Phase
1. Coordinate the final printing of the construction plans and specifications for distribution
to the proposed bidders. FNI will verify with the CITY the number of copies to be
printed prior to proceeding with the final printing.
2. All plans, specifications, and bidding documents will be distributed from FNI's office
for requests received by the bidders and suppliers. Payment for the plans,
specifications, and bidding documents will be retained by FNI.
3. Attend pre -bid conference, as directed by the CITY.
4. FNI shall prepare a bid tabulation sheet to be used at the bid opening. The sheet shall
contain the names of all firms that received bid packages, columns for
acknowledgement of addenda, bid bonds and base bid information.
5. Assist the CITY in securing, opening, tabulating and analyzing the bids. Issue a Notice
to Bidders to prospective contractors and vendors listed in FNI's database of
prospective bidders, and to selective plan rooms. Provide a copy of the notice to
bidders for CITY to use in notifying construction news publications and publishing
appropriate legal notice. The cost of publication shall be paid by the CITY. FNI will
furnish recommendations on the award of the contract based on the lowest qualified
bidder. FNI will develop a complete bid tabulation package.
6. Assist the CITY in conducting a pre -bid meeting in order to field bidders' questions and
walk the project.
7. Print Bid Documents and distribute to selected plan rooms, and to prospective bidders
that respond to the Notice to Bidders. Furnish thirteen (13) sets of construction plans
and specification for use by the CITY and Contractor. Additional sets of plans,
specifications, and bid documents as are necessary in the receipt of bids for construction
and as are required in the execution of the construction contracts, shall be furnished by
FNI and shall be paid for by the CITY at actual cost of reproduction.
Exhibit "A" Page 5 of 8
8. Maintain information on entities that have been issued a set of bid documents.
Distribute information on plan holders to interested contractors and vendors on request.
9. Assist CITY by responding to questions and interpreting bid documents. Prepare and
issue addenda to the bid documents to plan holders, if necessary.
10. FNI will assist CITY in the opening, tabulating, and analyzing the bids received.
Review the qualification information provided by the apparent low bidder to determine
if, based on the information available, they appear to be qualified to construct the
project. Recommend award of contracts or other actions as appropriate to be taken by
the CITY.
D. Construction Phase - Upon completion of the bid phase services, FNI will proceed with the
performance of construction phase services as described below. FNI will endeavor to protect
CITY in providing these services however, it is understood that FNI does not guarantee the
Contractor's performance, nor is FNI responsible for supervision of the Contractor's operation
and employees. FNI shall not be responsible for the means, methods, techniques, sequences or
procedures of construction selected by the Contractor, or any safety precautions and programs
relating in any way to the condition of the premises, the work of the Contractor or any
Subcontractor. FNI shall not be responsible for the acts or omissions of any person (except its
own employees or agents) at the Project site or otherwise performing any of the work of the
Project.
If general conditions other than FNI standards are used, the CITY agrees to include provisions
in the construction contract documents that will require the construction contractor to include
FNI and their subconsultants on this project to be listed as an additional insured on contractor' s
insurance policies.
1. Attend Pre - Construction Conference with the CITY, the Contractor, and other interested
parties to discuss the total work program and schedule, procedures of communication,
special concerns, coordination with others, additional surveys, field testing and
inspections, assignment of personnel, and any other matters that may have a direct or in-
direct effect upon the completion and results of this improvement program.
2. Attend one (1) public meeting to introduce the Contractor to the residents and discuss
the construction schedule. The meeting will provide the residents with contact
information and allow them to ask questions regarding the construction activities.
3. Provide baseline control staking such that the Contractor(s) can establish horizontal and
vertical alignments per the drawings.
4. Provide general site visits to monitor the progress of construction. This proposal is
based on a 9 -month construction period with an estimated maximum of 6 site visits
during construction. During these visits, FNI design team staff will observe the
progress and the quality of work and attempt to determine in general if the work is
proceeding in accordance with the construction contract documents. FNI will provide
Exhibit "A" Page 6 of 8
written documentation to the CITY of the site visit with observations of work, and /or
any concerns. In this effort FNI will endeavor to protect the CITY against defects and
deficiencies in the work of the Contractor and will report any observed deficiencies to
the CITY. Visits to the site in excess of the specified number are an additional service.
5. Review shop and working drawings and other project related submittals furnished by
the Contractor. Notify the Contractor of non - conforming work observed during site
visits. Review quality related documents provided by the Contractor such as test
reports, equipment installation reports or other documentation required by the
construction contract documents. Rebar shop drawings will not be reviewed, they will
be used for "RECORD DATA" purposes only.
6. Interpret the drawings and specifications for the CITY and Contractor. Investigations,
analyses, and studies requested by the Contractor and approved by the CITY, for
substitutions of equipment and/or materials or deviations from the drawings and
specifications are an additional service.
7. Attend, in the company of the CITY, a final review of the Project for conformance with
the design concept of the project and general compliance with the construction contract
documents. Review and comment on the certificate of completion and the
recommendation for final payment to the Contractor. Visiting the site to review
completed work in excess of two trips is an additional service. Conduct a final review
of the Project in company with the Contractor and the CITY's representative.
8. Revise contract drawings from information furnished by the Contractor and Resident
Project Representative, and provide one (1) Mylar set of Record Drawings to the CITY.
Record drawings will be submitted in .tif file format along with an AutoCAD format of
the plans on CD or disk.
Additional Services - The following services are beyond the scope of basic services described in the
tasks above. However, FNI can provide these services, if needed, upon the CITY's request. Such
services will be provided in accordance with the rates presented in Exhibit B.
A. Conduct additional public meetings. The CITY may decide that additional public meetings are
necessary to assist with project relations. or for informational purposes.
B. Preparing applications and supporting documents for government grants, loans, or planning
advances and providing data for detailed applications.
C. Preparing data and reports for assistance to CITY in preparation for hearings before regulatory
agencies, courts, arbitration panels or any mediator, giving testimony, personally or by
deposition, and preparations therefore before any regulatory agency, court, arbitration panel or
mediator.
D. Assisting CITY in preparing for, or appearing at litigation, mediation, arbitration, dispute
review boards, or other legal and /or administrative proceedings in the defense or prosecution of
claims disputes with Contractor(s).
Exhibit "A" Page 7 of 8
E. Assisting CITY in the defense or prosecution of litigation in connection with or in addition to
those services contemplated by this AGREEMENT. Such services, if any, shall be furnished
by FNI on a fee basis negotiated by the respective parties outside of and in addition to this
AGREEMENT.
F. Performing investigations, studies, and analysis of work proposed by construction contractors
to correct defective work.
G. Design, contract modifications, studies or analysis required to comply with local, State, Federal
or other regulatory agencies that become effective after the date of this agreement.
H. Services required to resolve bid protests or to rebid the projects for any reason.
I. Visits to the site in excess of the number of trips included in Article I for periodic site visits,
coordination meetings, or contract completion activities.
J. Any services required as a result of default of the contractor(s) or the failure, for any reason, of
the contractor(s) to complete the work within the contract time.
K. Providing services after the completion of the construction phase not specifically listed in
Article I.
L. Providing basic or additional services on an accelerated time schedule. The scope of this
service include cost for overtime wages of employees and consultants, inefficiencies in work
sequence and plotting or reproduction costs directly attributable to an accelerated time schedule
directed.by the CITY.
M. Providing services made necessary because of unforeseen, concealed, or differing site
conditions or due to the presence of hazardous substances in any form.
N. Providing services to review or evaluate construction contractor(s) claim(s), provided said
claims are supported by causes not within the control of FNI.
Exhibit "A" Page 8 of 8