ST9801-AG 980922AGENDA REQUEST FORM
1T. CY(y WIN A H..uflNt Fut.v.
CITY COUNCIL MEETING:
er 22,1998
ITEM #
ITEM CAPTION:
Consider approval of awarding a design contract to Freese and Nichols, Inc. for the design of Coppell
Road from S.H. 121 to Sandy Lake Road in the amount of $160,650.00; and authorizing the Mayor to sign.
SUBMITTED BY: Kenneth M. Griffin, P.E.
TITLE: Director of Engineering /Public Works
STAFF RECOMMENDS: APPROVAL
STAFF COMMENTS:
See attached memo.
BUDGET AMT. $ AMT. EST. $
FINANCIAL COMMENTS:
APPROVED
BY
CITY COUNCIL
DATE
+/- BUD:$
Funds for this design will be advanced from the current CIP funds, but will be
reimbursed from the 1998 CO Bond issue for Coppell Road.
DIR. INITIALS: I`7 FIN. REVIEW CITY MANAGER REVIEW:
Agenda Request Form - Revised 3/98 Document Name: #engl
MEMORANDUM
FROM THE
DEPARTMENT OF ENGINEERING
To: Mayor and City Council
From: Ken Griffin, P.E., Director of Engineering and Public Works V ,
RE: Consider approval of awarding a design contract to Freese and Nichols, Inc. for the
design of Coppell Road from S.H. 121 to Sandy Lake Road in the amount of
$160,650.00; and authorizing the Mayor to sign.
Date: September 22, 1998
This design contract is fdf the improvement of Coppell Road from S.H. 121 to Sandy Lake Road. It
currently exists as an approximately 20 feet wide asphalt roadway with borrow ditches. The design is
for a 41 foot wide concrete street with curb and gutter and improved drainage. The design also
includes a 12 inch water line on the east /west portion of Coppell Road to connect two dead -end water
lines. This should improve volume and pressure along this section of Coppell Road.
The intersection of Coppell Road and S.H. 121 is the proposed location for the GTE office complex.
Along with that proposed office complex, there has been additional contact with the City about an
office complex south of Corporate Drive at the intersection of S.H. 121. Also, the Mansions By the
Lakes apartment complex and several residential subdivisions have recently been constructed on the
east side of Coppell Road. With the completion of Parkway Blvd. several years ago there has also
been an increase in traffic on this section of Coppell Road. The design contract includes some very
tight timelines, with the final plans and specifications being provided to the City the first week of
January 1999. This should allow the City the opportunity to bid the project and award it at the first
City Council meeting in February. Our goal is to get the project under way and completed by the end
of 1999.
Staff recommends approval of the design contract to Freese and Nichols, Inc. in the amount of
$165,650.00 for the design of Coppell Road from S.H. 121 to Sandy Lake Road. Staff will be
available to answer any questions at the Council meeting.
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
ti
CITY OF COPPELL
CONSULTING ENGINEERS CONTRACT
STATE OF TEXAS §
KNOW ALL BY THESE PRESENTS
CITY OF COPPELL §
ti
4
THIS ENGINEERING SERVICES CONTRACT, hereinafter referred to as
"Contract," made, entered into and executed this the'Lday of , 1998, by and between
the City of Coppell acting by and through the Mayor with approval of the City Council
hereinafter referred to as "City", and r r e e s a - G" (U ► c�. /sue_
hereinafter referred to as "Engineer ".
WHEREAS, the City desires to contract for Professional Engineering Services, hereinafter
referred to as "Services ", in connection with the a e S ► c n o l ` �, U
hereinafter referred to as the "Project "; and
WHEREAS, the Engineer is acceptable to the City and is willing to enter into a Contract with
the City to perform the hereinafter defined Services necessary to complete the Project; and
WHEREAS, said Services shall be as defined herein and in the detailed Basic Services,
Attachment A, and Special Services, Attachment B, incorporated herein by attachment and by
reference; and
WHEREAS, this contract shall be administered on behalf of the City by its City Engineer or his
duly authorized representative. The Engineer shall fully comply with any and all instructions
from said City Engineer.
NOW, THEREFORE, the City and the Engineer, in consideration of the mutual covenants and
agreements herein contained, do mutually agree as follows:
The City agrees to retain the Engineer, and the Engineer agrees to provide Services in
connection with the Project as defined herein, and for having rendered such Services the City
agrees to pay to the Engineer fee for these Services as mutually agreed. All Services under this
Contract shall be performed under the direct supervision of the City Engineer.
1. Scone of Serviceg,
A. Basic Services Parts I & II: The work tasks and activities to be performed and
deliverable to be provided by the Engineer shall be in accordance with
Attachment A, Scope of Services, including modifications to the Basic Services as
mutually agreed to by the City and the Engineer in accordance with the
provisions of this Contract.
B. Additional Services Not Included In Basic Services: When mutually agreed to in
writing by the City and the Engineer, the Additional Services shall be provided
by the Engineer. These Additional Services are not included as a part of Basic
Services and shall be paid for by the City in addition to payment for Basic
Services. Should it be determined that one or more of the requirements of this
Contract conflict with the requirements of the Scope of Services, including
modifications to the Scope of Services or any attachments to this contract; the
requirement of the Contract shall govern.
2. Progress Schedule_ Within ten (10) days after receiving Notice to Proceed (NTP) the
Engineer shall submit to the City a Schedule of Services consisting of a listing of the
major Project tasks, the estimated consultant hours required to perform the tasks, the
percentage of the Contract budget estimated to be allocated to each task and a bar chart
schedule showing task beginning and completion dates. Significant milestones for the
Project shall be identified. At a minimum, milestones shall be provided for the three
design submittals described in Attachment A, Scope of Services: Conceptual Design
Submittal, Preliminary Design Submittal, and Final Plans, Specifications, and Estimate
(PS &E) Submittal. Based on Schedule of Services, the City shall compile Attachment D,
Project Schedule which shall become a part of this Contract upon approval of the
Engineer and the City. The Engineer shall provide to the City information to report and
monitor the design tasks within the Project Schedule by completing a "Design Progress
Report" on a form provided by the City. The Engineer shall complete and provide to
the City said report at two week intervals.
Page 2
3. Com_rzensation
A. Basic Services Part I Fee: The Engineer shall be paid a fee for Basic Services
Part I under this Contract pursuant to the Fee Schedule described in Attachment
A, Scope of Services. Basic Services Part I Fee shall not exceed the lump sum of
One n r and. six hundred fifty dollars ($150 65n flfll provided
however, that modifications to the Basic Services Part I, or other conditions
defined herein may necessitate a change of Fee which shall be reduced to writing
and approved by the City or its designee.
B. Basic Services Part II Fee: The Engineer should be paid a fee under this
Contract for Basic Services Part II pursuant to the Fee Schedule described in,
Attachment A, Scope of Services. Basic Services Part II Fee shall not exceed the
lump sum of Ten thousand dollars nd no cent (10 000 001 provided, however,
that modifications to the Basic Services Part II, or other conditions defined herein
may necessitate a change of Basic Fee which shall be reduced to writing and
approved by the City or its designee.
C. Total Maximum Fee: Total Maximum Fee for this Contract shall be a lump sum
of One hundred sixty thousand six hundred fifty dollars ($160 650 00 the lump
sum Basic Services Part I Fee plus the lump sum Basic Services Part II Fee.
D. Invoices: The Engineer shall submit invoices at not less than thirty (30) calendar
days for Basic Services Part I and/or Basic Services Part II on or before the
twenty fifth (25th) calendar day of the month, or the preceding business day if the
twenty fifth occurs on a weekend and/or observed holiday. Payment shall be
based on the invoices submitted to the City, provided that Services completed as
indicated in the Design Progress Reports approved by the City equals or exceeds
the increment percentage requested on the Engineer's invoices. Engineer's
invoices to City shall provide complete information and documentation to
substantiate Engineer's charges and shall be in a form to be specified by the City
Engineer. Should additional documentation be requested by the City Engineer
the Engineer shall comply promptly with such request.
E. Payments: All payments to Engineer shall be made on the basis of the invoices
submitted by the Engineer and approved by the City. Following approval of
invoices, City shall endeavor to pay Engineer promptly, however, under no
circumstances shall Engineer be entitled to receive interest on amounts due. The
City, in compliance with Texas State law, shall process a maximum of one
payment to the Engineer per month. City reserves the right to correct any error
that may be discovered in any invoice whether paid to the Engineer or not, and to
withhold the funds requested by the Engineer relative to the error.
Page 3
4. Fee Increases es Any other provision in this Contract notwithstanding, it is specifically
understood and agreed that the Engineer shall not be authorized to undertake any
Services pursuant to this Contract requiring the payment of any fee, expense or
reimbursement in addition to the fees stipulated in Article 3 of this Contract, without
having first obtained specific written authorization from the City. The written
authorization for additional Services shall be in the form of a Modification to the Scope
of Services approved by the City Engineer and /or the City Council, if required.
5. Modifications to the Sc 1 of Sen4ces Either the Engineer or the City Engineer may
initiate a written request for a Modification to the Scope of Services when in the opinion
of the requesting Party, the needs and conditions of the Project warrant a modification,
Upon the receipt of a request by either Party, the Engineer and the City Engineer shall
review the conditions associated with the request and determine the necessity of a
modification. When the Parties agree that a modification is warranted, the Engineer and
the City Engineer shall negotiate the specific modification(s) and any changes in the
Total Maximum Fee or Project Schedule resulting from the modification(s). Approval of
a modification shall be in the form of a written Modification to the Scope of Services
which clearly defines the changes to the previously approved Scope of Services, Fee
and /or Project Schedule. Said written Modification shall be approved by Engineer,
authorized by the City Council, if required, and issued by the City Engineer. Issuance
of the approved Scope of Services modification shall constitute a notice to proceed with
the Project in accordance with the modified Scope of Services. The City Engineer may
issue written Modifications to the Scope of Services without prior approval of the City
Council when the modifications are to be accomplished within the authorized Total
Maximum Fee and do not materially or substantively alter the overall scope of the
Project, the Project Schedule or the Services provided by the Engineer.
6. Project Deliverables For each submittal identified in Attachment A, Scope of Services,
the Engineer shall provide the City with one set of reproducibles, one set of bluelines or
hard copy and electronic media of the submittal documents. For any required
environmental assessment, the Engineer shall provide one set of draft and one set of final
Environmental Reports. The Environmental Reports shall be submitted as original
reproducibles and on electronic media. The electronic file may omit photographs and
government prepared maps. If photographs are included in the report they shall be taken
with a 35 mm camera or larger format camera. Color laser copies may be substituted for
the original photographs in the final report.
A transmittal letter shall be included with the Environmental Reports and shall include an
executive summary outlining: a.) Findings of the Reports; b.) Conclusions; c.)
Recommendations; and d.) Mitigation/remediation cost estimates.
Page 4
7. Project Control It is understood and agreed that all Services shall be performed under
the administrative direction of the City Engineer. No Services shall be performed under
this Contract until a written Notice to Proceed is issued to the Engineer by the City
Engineer. In addition, the Engineer shall not proceed with any Services after the
completion and delivery to the City of the Conceptual Design Submittal, Preliminary
Design Submittal, or the Final PS &E Submittal as described in the Basic Services without
written instruction from the City. The Engineer shall not be compensated for any
Services performed after the said submittals and before receipt of City's written
instruction to proceed.
8. Partnering_. The City shall encourage participation in a partnering process that involves,
the City, Engineer and his or her sub - consultants, and other supporting jurisdictions
and/or agencies. This partnering relationship shall begin at the Pre- Design Meeting and
continue for the duration of this Contract. By engaging in partnering, the parties do not
intend to create a legal partnership, to create additional contractual relationships, or to in
any way alter the legal relationship which otherwise exists between the City and the
Engineer. The partnering effort shall be structured to draw on the strengths of each
organization to identify and achieve reciprocal goals. The objectives of partnering are
effective and efficient contract performance and completion of the Project within budget,
on schedule, in accordance with the Scope of Services, and without litigation.
Participation in partnering shall be totally voluntary and all participants shall have equal
status.
9. Disputes, The City Engineer shall act as referee in all disputes under the terms of this
Contract between the Parties hereto. In the event the City Engineer and the Engineer
are unable to reach acceptable resolution of disputes concerning the Scope of Services to
be performed under this Contract, the City and the Engineer shall negotiate in good faith
toward resolving such disputes. The City Engineer may present unresolved disputes
arising under the terms of this Contract to the City Manager or designee. The decision of
the City Manager or designee shall be final and binding. An irreconcilable or unresolved
dispute shall be considered a violation or breach of contract terms by the Engineer and
shall be grounds for termination. Any increased cost incurred by the City arising from
such termination shall be paid by the Engineer.
10. Engineer's Seal, The Engineer shall place his Texas Professional Engineers seal on all
engineering documents and engineering data prepared under the supervision of the
Engineer in the performance of this Contract.
11. Liability. Approval of the Plans, Specifications, and Estimate (PS &E) by the City shall
not constitute nor be deemed a release of the responsibility and liability of Engineer, its
employees, subcontractors, agents and consultants for the accuracy and competency of
Page 5
their designs, working drawings, tracings, magnetic media and/or computer disks,
estimates, specifications, investigations, studies or other documents and work; nor shall
such approval be deemed to be an assumption of such responsibility by the City for any
defect, error or omission in the design, working drawings, tracings, magnetic media
and/or computer disks, estimates specifications, investigations, studies or other
documents prepared by Engineer, its employees, subcontractors, agents and consultants.
Engineer shall indemnify City for damages resulting from such defects, errors or
omissions and shall secure, pay for and maintain in force during the term of this Contract
sufficient errors and omissions insurance in the amount of $250,000.00 single limit, with
certificates evidencing such coverage to be provided to the City. The redesign of any
defective work shall be the sole responsibility and expense of the Engineer. Any work
constructed, found to be in error because of the Engineer's design, shall be removed,
replaced, corrected or otherwise resolved at the sole responsibility and expense of the
Engineer. The parties further agree that this liability provision shall meet the
requirements of the express negligence rule adopted by the Texas Supreme Court and
hereby specifically agree that this provision is conspicuous.
12. Indemnification. Engineer shall indemnify, hold harmless and defend the City of
Coppell, its officers, agents and employees from any loss, damage, liability or expense,
including attorney fees, on account of damage to property and injuries, including death,
to all persons, including employees of Engineer or any associate consultant, which may
arise from any errors, omissions or negligent act on the part of Engineer, its employees,
agents, consultants or subcontractors, in performance of this Contract, or any breach of
any obligation under this Contract. It is further understood that it is not the intention of
the parties hereto to create liability for the benefit of third parties, but that this agreement
shall be solely for the benefit of the parties hereto and shall not create or grant any rights,
contractual or otherwise to any person or entity. The parties further agree that this
indemnification provision shall meet the requirements of the express negligence rule
adopted by the Texas Supreme Court and hereby specifically agree that this provision is
conspicuous.
13. Delays and Failure to Perform Engineer understands and agrees that time is of the
essence and that any failure of the Engineer to complete the Services of this Contract
within the agreed Project Schedule shall constitute material breach of this Contract. The
Engineer shall be fully responsible for its delays or for failures to use diligent effort in
accordance with the terms of this Contract. Where damage is caused to the City due to
the Engineer's failure to perform in these circumstances, the City may withhold, to the
extent of such damage, Engineer's payments hereunder without waiver of any of City's
additional legal rights or remedies. The Engineer shall not be responsible for delays
associated with review periods by the City in excess of the agreed Project Schedule.
Page 6
14. Ter ination of Contract_ It is agreed that the City or the Engineer may cancel or
terminate this Contract for convenience upon fifteen (15) days written notice to the other.
Immediately upon receipt of notice of such cancellation from either party to the other, a ll
Services being performed under this Contract shall immediately cease. Pending final
determination at the end of such fifteen -day period, the Engineer shall be compensated
on the basis of the percentage of Services provided prior to the receipt of notice of such
termination and indicated in the final Design Progress Report submitted by the Engineer
and approved by the City.
15. Personnel (qua Wcutions. Engineer warrants to the City that all Services provided by
Engineer in the performance of this Contract shall be provided by personnel who are
appropriately licensed or certified as required by law, and who are competent and
qualified in their respective trades or professions. t
16. Qua it, Control, The Engineer agrees to maintain written quality control procedures.
The Engineer further agrees to follow those procedures to the extent that, in the
Engineer's judgment, the procedures are appropriate under the circumstances.
17. 03mrAh-1p, All Engineer's designs and work product under this Contract, including but
not limited to tracings, drawings, electronic or magnetic media and/or computer disks,
estimates, specifications, investigations, studies and other documents, completed or
partially completed, shall be the property of the City to be used as City desires, without
restriction; and Engineer specifically waives and releases any proprietary rights or
ownership claims therein and is relieved of liability connected with any future use by
City. Copies may be retained by Engineer. Engineer shall be liable to City for any loss
or damage to such documents while they are in the possession of or while being worked
upon by the Engineer or anyone connected with the Engineer, including agents,
employees, consultants or subcontractors. All documents so lost or damaged while they
are in the possession of or while being worked upon by the Engineer shall be replaced or
restored by Engineer without cost to the City.
18. Project Records and Right to Audit The Engineer shall keep, retain and safeguard all
records relating to this Contract or work performed hereunder for a minimum period of
three (3) years following the Project completion, with full access allowed to authorized
representatives of the City upon request for purposes of evaluating compliance with
provisions of this Contract. Should the City Engineer determine it necessary, Engineer
shall make all its records and books related to this Contract available to City for
inspection and auditing purposes.
19. Non - Discrimination As a condition of this Contract, the Engineer shall take all
necessary action to ensure that, in connection with any work under this Contract it shall
not discriminate in the treatment or employment of any individual or groups of
Page 7
individuals on the grounds of race, color, religion, national origin, age, sex or physical
impairment unrelated to experience, qualifications or job performance, either directly,
indirectly or through contractual or other arrangements.
20. GZIWAiM City of Coppell policy mandates that employees shall never, under any
circumstances, seek or accept, directly or indirectly from any individual doing or seeking
to do business with the City of Coppell, loans, services, payments, entertainment, trips,
money in any amount, or gifts of any kind.
21. No Waiver. No action or failure to act on the part of either Party at any time to
exercise any rights or remedies pursuant to this Contract shall be a waiver on the part of
that Party of any of its rights or remedies at law or contract.
22. Compliance with Law s, The Engineer shall comply with all Federal, State and local
laws, statutes, City Ordinances, rules and regulations, and the orders and decrees of any
courts, or administrative bodies or tribunal in any matter affecting the performance of this
Contract, including without limitation, worker's compensation laws, minimum and
maximum salary and wage statutes and regulations, and licensing laws and regulations.
When required, Engineer shall furnish the City with satisfactory proof of compliance
therewith.
23. Severability. In case one or more of the provisions contained in this Contract shall for
any reason be held invalid, illegal, or unenforceable in any respect, such invalidity,
illegality or unenforceability shall not affect any other provisions hereof and this Contract
shall be construed as if such invalid, illegal or unenforceable provision had never been
contained herein.
24. Venue. With respect to any and all litigation or claims, the laws of the State of Texas
shall apply and venue shall reside in Dallas County.
25. Prior Negotiations_ This Contract supersedes any and all prior understandings and
agreement by and between the Parties with respect to the terms of this Contract and the
negotiations preceding execution of this Contract.
26. Contacts, The Engineer shall direct all inquiries from any third party regarding
information relating to this Contract to the City Engineer.
Page 8
27. Notification. All notices to either Parry by the other required under this Contract shall
be delivered personally or sent by certified U.S. mail, postage prepaid, addressed to such
Party at the following respective addresses:
City:
�lLcr
i9
Engineer:
_Fret QeQ N; 'ft - INC.
1341 ks M�,►�. a U\.. St
IN WITNESS WHEREOF, the City of Coppell, Texas and the Engineer has caused these
presents to be executed by duly authorized representatives on the day and year set forth above.
ENGINEER Fc ee -,p nA �) , JS � 3nc
BY:
Name & Title
Date: 10 - (�, - q 8
ATTEST:
ATTEST:
i
i
Page 9
City of Coppell, Texas
THE CITY OF COPPELL
BY:
Attachment `A'
SCOPE OF SERVICES
RESPONSIBILITIES OF OWNER
BASIC SERVICES PART 1: F1vI will provide the following civil engineering services for the
paving and drainage improvements for Coppell Road from S.H. 121 to Sandy Lake Road and
design of a 12" waterline along the northern part of Coppell Road to connect to existing 12"
waterline in S.H. 121 and 10" waterline in Coppell Road. This Scope of Services outlines the
proposed civil services that will be provided.
1. The Engineer shall walk the current alignment of the paving improvements to verify existing
ground conditions.
2. When requested by the City, the Engineer shall attend preliminary conferences with
authorized representatives of the City regarding the project and such other conferences as
may be necessary in the opinion of the City so that the plans and specifications which are to
be developed hereunder by the Engineer, will result in providing facilities which are
economical in design and conform to instruction from the City.
3. The Engineer shall attend such conferences with officials of other agencies including other
engineering and/or surveying firms under contract with the City, as may be necessary in the
opinion of the City for coordination of the proposed paving and related improvements with
the requirements of such other agencies. It shall be the Engineer's duty hereunder to secure
necessary information from such agencies. Engineer shall contact TxDOT to determine
feasibility of installing west portion of 12" waterline in S.H. 121 right -of -way.
4. The Engineer shall advise the City with regard to the necessity for subcontract work such as
special surveys, tests, test borings, or other subsurface investigations in connection with
design and engineering work to be performed hereunder. The Engineer shall also advise the
City concerning the results of same. Such surveys, tests, and investigations shall be made
only upon authorization by the City.
5. During the conceptual design phase, the Engineer shall coordinate with all utilities as to any
proposed utility lines or the need for adjustment to the existing utility lines within the project
limits. The information obtained shall be shown on the conceptual plans and addressed in the
conceptual design report. The Engineer shall show on the conceptual, preliminary, and final
plans the location of the proposed utility lines, existing utility lines, and any adjustments
and/or relocation of the existing lines based on information provided by the respective utility
company.
6. The Engineer shall prepare a maximum of two conceptual design alternatives for the
waterline and paving improvements based on the information provided by the City.
Conceptual designs will include horizontal layout, vertical grades, and a few representative
cross sections. Special attention will be given to the existing 90- degree curve on Coppell
Road. Recommendations, with design speed, for the 90- degree curve will be provided at
conceptual design.
7. The Engineer shall provide necessary design field surveys for his use in the preparation of
plans and specifications. The Engineer shall also provide sufficient property surveys to
prepare the necessary right -of -way documents and related exhibits for acquisition of right -of-
way. City shall acquire right -of -way with use of Engineer's documents.
8. Engineer shall attend necessary review meetings with the City to finalize the alignment of
the proposed waterline and the horizontal and vertical alignment of Coppell Road.
•
4
9. The Engineer shall furnish for City review two (2) copies each of the conceptual engineering
plans at a scale of 1 " =20' and a written report on the project in sufficient detail to indicate
clearly the problems involved and the alternate solutions available to the City, including
layouts, preliminary right -of -way needs, opinion of probable cost for each alternate proposed,
and the Engineer's recommendation(s).
10. The Engineer shall supply conceptual plans to all utility companies, including but not
limited to franchised utilities and pipeline companies that have existing and proposed
facilities within the limits of the Project.
11. The Engineer shall attend a maximum of 4 meetings for the conceptual design phase under
Basic Services Part 1.
o.
1. The Engineer shall meet with the City to discuss the conceptual design plans and report, and
the Engineer will then proceed with preparation of the preliminary design of the project
incorporating all comments received from the City and agreed upon by both the City and the
Engineer into the plans.
2. The Engineer shall provide detailed design data, profiles, cross - sections where appropriate,
opinions of probable cost, and furnish two (2) copies of detailed preliminary design plans, in
ACAD Re1.14 format at 1 " =20, to the City for review. The Engineer shall indicate on the
plans the location of existing and proposed utilities and storm drains. Preliminary plans shall
include an overall drainage area map, runoff computation and drainage designs for drainage
facilities to convey ultimate developed runoff in accordance with the City's drainage design
requirements.
3. After receipt of preliminary design review comments from the City, the Engineer shall
attend necessary meetings with the City to discuss plans for the proposed waterline and
Coppell Road. The Engineer shall resolve all preliminary design issues and then commence
preparation of the final design plans and specification/contract documents.
4. The Engineer shall supply preliminary plans to all utility companies, including but not
limited to franchised utilities and pipeline companies that have existing and proposed
facilities within the limits of the project.
5. The Engineer shall attend a maximum of 3 meetings for the preliminary design phase under
Basic Services Part 1.
C. FINAL PLANS, CONTRACT DOCUMENTSISPECIFICATIONS
I. Incorporating all City review comments from the preliminary design submittal, the Engineer
will complete the final plans, prepare contract documents /specifications, and a final opinion
of probable cost for the authorized construction units. This shall include summaries of bid
items and quantities, but the Engineer does not guarantee that Contractor bids will not vary
from such opinion. Each of these items (2 copies each) shall be submitted to the City for
final approval. Final plans shall generally include the following:
x
a. Detailed plans, designs, layout and typical sections for the 12" waterline improvements.
The location of the proposed waterline will be within the ROW of Coppell Road.
Engineer shall make contact with TxDOT to determine feasibility of installing west
portion of 12" waterline in S.H. 121 right -of -way.
b. Detailed plan and profile drawings for the Coppell Road paving improvements. This
design will include the intersection at Sandy Lake Road and the connection with the S.H.
121 frontage road.
c. A construction sequencing plan to coordinate the earthwork, waterline, and roadway
construction. A general traffic control plan will be prepared using the Texas Manual on
Uniform Traffic Control Devices to address traffic flow during construction.
d. Plan and profile drawings for the construction of the storm drain system required for
Coppell Road.
e. Standard waterline and paving details for the proposed water system improvements from
Freese and Nichols and City standards. Only details that differ from Coppell standards
will be included with the final construction plans.
f. An erosion and sediment control plan for construction activity and for completed
construction of the waterline and paving improvements. The erosion and sediment
control plan will be based on Coppell standards.
g. Proposed streetlights and conduit on plans. Engineer shall coordinate street lighting with
T.U. Electric.
h. Conduit for irrigation.
i. Conduit for future traffic lights at Sandy Lake and S. H. 121.
2. After receipt of final plan/specification /contract document review comments from the City,
the Engineer shall attend a maximum of three (3) plan review meetings. The review
meetings will be conducted to address review comments and to take action on items to
produce the final construction documents. Two (2) sets of plans and specifications will be
provided at each of the three review meetings. The plans will be marked "Review Plans" and
will be for review purposes only. One set of the pertinent "Review Plans" plan sheets will be
submitted to each of the private utility companies for review of utility clearances.
3. Upon final approval of the plans by the City, the Engineer shall provide the City twenty (20)
sets of plans and contract documents marked "Approved for Construction." These plans will
be used for bidding the project. As directed by the City, 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 Freese
and Nichols and shall be paid for by the City at actual cost of reproduction.
4. The original drawings of all plans shall be plotted in ink on approved plastic film sheets, or
as otherwise approved by the City Engineer, and shall become the property of the City.
City may use such drawings in any manner it desires provided, however, that the Engineey
shall not be liable for the use of such drawings for any project other than the project
described herein.
1. The Engineer will assist the City in the advertisement for bids by preparing Notice to
Bidders for required newspaper advertising and placing notice with Texas Contractor
magazine and Dodge Report.
2. The Engineer will attend a pre -bid meeting if deemed necessary by the City.
3. The Engineer shall assist in the tabulation and review of all bids received for the
construction of the improvements, and shall make recommendations to the City concerning
these bids. At any time during the construction of this project, the Engineer shall advise on
special review shop drawings required of the Contractor by the Construction Contract(s).
Such review shall be for general conformance with the design concept and general
compliance with the plans and specifications under the Construction Contract(s).
4. After selection of Contractor(s) and award of contract(s) by the City, the Engineer will assist
in the preparation of contract documents, including contract, performance, payment, and
maintenance bonds and all other related City forms required to initiate construction on the
project(s). The Engineer will furnish the City with four (4) executed and four (4) conformed
copies of each set of the contract documents for the selected Contractor(s).
5. Engineer will attend a pre - construction conference with City staff, Contractor(s), and all
affected utility companies. The City shall be responsible for coordinating the location and
personnel to attend the conference.
6. Engineer will provide periodic field representation and will monitor construction progress as
often as Engineer deems necessary. However, once every two (2) weeks the Engineer shall
attend a scheduled meeting with the City's project inspector and the Contractor(s) to discuss
the construction progress. A written report shall be provided to the City after each of these
bi- weekly meetings. The maximum required number of meetings for construction
administration, not including the final inspection, under Basic Services Part 1 is 13.
7. Engineer will consult and advise the City regarding the need for any contract change orders
and will prepare change orders as required for City approval.
8. Engineer will be available for interpretation of plans and specifications as may be required
by the Contractor(s) in the field.
9. The Engineer will, with assistance from the City Inspector on the project(s), prepare an d
process monthly and final pay requests from the Contractor(s) to the City.
10. Engineer will provide, in conjunction with the City, a final inspection of the project and
provide a "punch list" of deficient items to the Contractor(s).
11. Engineer will revise construction drawings as necessary to adequately reflect any revisions
in the construction from that which was represented on the plans and/or specifications.
12. Engineer will provide the City with one (1) set of mylar reproducible "Record Drawings"
within 30 days after the completion of the project including updated digital files of the new
construction for use in the City's computerized mapping system in ACAD Rel.14 format.
1. The Engineer shall provide field design surveying services for a strip topographic survey
along the current alignment of Coppell Road. Surveys will include property monuments,
right -of -way monuments, fences, pavements, signs, utility markers, visible utilities and
appurtenances, ditches, culverts, driveways, limits of brush, trees greater than 6" diameter,
landscaping, and other existing features along the proposed alignment. Elevations along the
alignment will be measured at the edge of pavement, ditch flowlines, right -of -way line and
other pertinent locations. Elevations will be based on City and TxDOT datum established in
the field. Surveys shall be completed in ACAD Rel. 14 format. This survey will be used in
conjunction with existing and proposed plans and CADD files provided by the City and
TxDOT that will show any improvements constructed along Coppell Road.
The Surveyor will establish horizontal and vertical control points along the road and will mark
for future use during construction.
BASIC SERVICES PART 2: FNI will provide services under Basic Services Part 2 on an
hourly basis with a maximum not to exceed amount. Any savings below the maximum amount
will be passed on to the City.
G
The Engineer will contract with Rone Engineers, a local geotechnical testing company, to
perform four soil borings along Coppell Road. A geotechnical report will be prepared
identifying at a minimum soil conditions, limits of rock, groundwater depths, subgrade and
pavement recommendations, borrow material requirements and trench material.
111100JO 101
The Engineer will prepare metes and bounds descriptions and survey exhibits for the required
right -of -way acquisitions, permanent utility easements, and temporary construction/slope
easements.
ARTICLE II
BASIS OF PROPOSAL: The scope of services for the project as described is based on the following:
This proposal does not include Environmental Services such as preparation of an individual permit
application, coordination of cultural resources investigations, preparation of a mitigation plan,
threatened and endangered species survey, and expert representation at public meetings or
hearings. It is assumed that the City will provide any permits necessary for the construction of the
roadway and waterline improvements including environmental and FEMA permitting.
2. This proposal assumes that the City will assist the Engineer in coordination with the district office
of TxDOT and other regulatory agencies that will be affected by this project. I
3. The Engineer will furnish the City engineering data necessary for routine permits required by local,
state, and federal authorities. It will be the City's responsibility for the preparation of detailed
applications and supporting documents for government permits.
4. The City will be responsible for contacting, coordinating and securing all rights -of -way and
permanent and temporary easements required for the proposed improvements. The Engineer will
prepare metes and bounds descriptions and survey exhibits for the required rights -of -way
acquisitions.
5. The City will be responsible for providing construction inspection on the project. The Engineer
will only provide general project representation based on the number of site visits provided in this
proposal.
6. The City's will be responsible for field surveys establishing line and grade for construction ofthe
project. The field surveys provided by the Engineer are limited to the design surveys described
in this proposal.
7. Anticipated Plan Sheets
Paving
and Storm Drain Package
1
Cover
2
General Notes and Legend
3
Coppell Road ROW Map 1
4
Coppell Road ROW Map 2
5
Demolition Plan
6 Coppell Road Overall Plan and Control 1
7 Coppell Road Overall Plan and Control 2
8 -16 Paving P &P 1 through 9
17 Coppell Road & HWY 121 Intersection
18 Coppell Road & Sandy Lake Intersection
19 Drainage Area Map - Off -Site
20 Drainage Area Map - On -Site
21 Storm Drain Profiles
22 Erosion & Sediment Control Plan
23 Construction Sequencing & Traffic Control
24 Miscellaneous Details
Waterline Plans
1 Cover
2 General Notes and Legend
3 Waterline Layout and Control Plan
4-7 12" Waterline P &P 1 through 4 '
8 Miscellaneous Details
ARTICLE III
ADDITIONAL SERVICES: Additional Services to be performed by the Engineer, if authorized by
the City, which are not included in the basic services described in Article I, are described as follows:
A Investigations involving consideration of operation, maintenance and overhead expenses, and the
preparation of rate schedules, earnings and expense statements, feasibility studies, appraisals,
evaluations, assessment schedules, and material audits orinventories required for certification of
force account construction performed by the City.
B. Preparing applications and supporting documents for government grants, loans, or planning
advances and providing data for detailed applications. a
C. Providing shop, mill, field or laboratory inspection of materials and equipment.
D. Preparing data and reports for assistance to the 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.
E. Furnishing the services of a Resident Project Representative to act as the City's on -site
representative during the Construction Phase.
F. Assisting the City in claims disputes with Contractor(s).
G. Performing investigations, studies and analyses of substitutions ofequipment and/or materials or
deviations from the plans and specifications.
H. Assisting the 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
the Engineer on a fee basis negotiated by the respective parties outside of and in addition to this
AGREEMENT.
I. Providing environmental support services including the design and implementation of ecological
baseline studies, environmental monitoring, impact assessment and analyses, permitting assistance,
and other assistance required to address environmental issues.
J. Additional Services will be required if it is determined that the waterline and roadway alignments
change from the locations identified in the preliminary design phase. Included will be any ahgDment
changes that cause the construction to increase in length or extend beyond the ROW limits of
Coppell Road.
ARTICLE IV
TIME OF COMPLETION: The Engineer is authorized to commence work on the Project upon
execution of this AGREEMENT and agrees to complete the services in accordance with the following
schedule based on a Notice -to- Proceed by September 22, 1998:
Item Date
Conceptual Roadway Layout October 26, 1998
Complete preliminary design plans November 23, 1998
Submittal of 90% review plans December 21, 1998
Completion of final plans and specifications January 11, 1999
fl
The Engineer reserves the right to extend the completion schedule due to the City's delays. Additional
compensation may be requested by the Engineer if project is undulyprolonged due to delays beyond the
control of the Engineer. This schedule is based on the assumption that the Engineer will receive
comments from the City within 3 working days of submittal of plans for review.
ARTICLE V
RESPONSIBILITIES OF THE CITY: The City shall perform the following in a timely manner so as
not to delay the services of the Engineer:
A. Designate in writing a person to act as the City's representative with respect to the services to be
rendered under this AGREEMENT. Such person shall have contract authority to transmit
instructions, receive information, interpret and define the City's policies and decisions with respect
to the Engineer's services for the Project.
B. Provide all criteria and full information as to the City's requirements for the Project, including
design objectives and constraints, space, capacity and performance requirements, flexibility afld
expandability, and any budgetary limitations; and furnish copies of all design and construction
standards which the City will require to be included in the plans and specifications.
C. Assist the Engineer byplacing at the Engineer's disposal all available information pertinent to the
Project including previous reports and any other data relative to design or construction of the
Project.
D. Arrange for access to and make all provisions for the Engineer to enter upon public and private
property as required for the Engineer to perform services under this AGREEMENT.
E. Examine all studies, reports, sketches, drawings, specifications, proposals and other documents
presented by Engineer, obtain advice of an attorney, insurance counselor and otherconsultants
as the City deems appropriate for such examination and render in writing decisions pertaining
thereto within a reasonable time so as not to delay the services of Engineer.
F. Furnish approvals and permits from all governmental authorities having jurisdiction over the Project
and such approvals and consents from others as may be necessary for completion of the Project.
G. Provide such accounting, independent cost estimating and insurance counseling services as may be
required for the Project, such legal services as the City may require or the Engineer may
reasonably request with regard to legal issues pertaining to the Project including any that may be
raised by Contractor(s), such auditing service as the City may require to ascertain how or for what
purpose any Contractor has used the moneys paid under the construction contract, and such
inspection services as the City may require to ascertain that Contractor(s) are complying with any
law, rule, regulation, ordinance, code or order applicable to their furnishing and performing the
work.
H. The City shall determine, prior to receipt ofconstruction bid, if the Engineer is to furnish Resident
Project Representative service so the Bidders can be informed.
I. Attend the pre -bid conference, bid opening, preconstruction conferences, construction progress
and other job related meetings and substantial completion inspections and final payment
inspections.
J. Give prompt written notice to the Engineer whenever the City observes or otherwise becomes
aware ofany development that affects the scope or timing ofthe Engineer's services, or any defect
or nonconformance of the work of any Contractor.
K. Furnish, or direct the Engineer to provide, Additional Services as stipulated in Article IV of this
AGREEMENT or other services as required.
COMPENSATION
A. Basic Services. Part 1 : Compensation to the Engineer for the Basic Services in Article 1,
Part 1 and as described in the following Itemized Fee Calculation shall be the lump sum totals
as follows:
Conceptual Roadway Layout $ 18,000
Preliminary Design $ 24,150
Final Design $ 66,850
Construction Services $ 14,150
Surveying $ 22,000
Expenses L
Total $ 150,650 4
If the Engineer sees the Scope of Services changing so that additional services are needed,
including but not limited to those services described as Additional Services in Article III, the
Engineer will notify the City for the City's approval before proceeding. Additional Services
shall be computed based on the Schedule of Charges.
B. Basic Services, Part 2 : Compensation to the Engineer for the Basic Services in Article I,
Part 2 and as estimated in the following Itemized Fee Calculation shall be the hourly not -to-
exceed totals as follows:
Geotechnical Services $ 2,000
Easement/ROW Documents SA.
Total $ 10,000
C.
If we see that the fee will exceed the estimate, we will notify the City for authorization to
proceed.
Schedule Of Charges for Additional Services
POSITION
PRINCIPAL
MIN
MAX
GROUP MANAGER
115
165
SENIOR ENGINEER
83
150
ENGINEER (PE)
90
115
ENGINEER (EII)
65
100
ELECTRICAL ENGINEER
40
85
MECHANICAL ENGINEER
65
110
ENVIRONMENTAL SCIENTIST
b
90
ARCHITECT
50
75
DESIGNER
65
92
TECHNICIAN
44
90
OPERATIONS ANALYST
40
62
WORD PROCESSING /SECRETARIAL
56
75
CONTRACT ADMINISTRATOR
35
55
CO-OP
35
44
The ranges and individual salaries will be adjusted
18
35
annually.
EXPENSES
Plow
Bond S 6.00 per plot
Color $10.00 per plot
Vellum $11.00 per plot
Mylar S 15.00 per plot
_Printing
BluelinesBlacklines
Offset and Xerox Copies
Binding
$0.65 per square foot
$0.15 per side copy
$2.50 per book
Travel
$0.325 per mile
OTHER DIRECT EXPENSES
Other direct expenses are reimbursed at a multiplier of 1.10. They include outside printing and reproduction
expense, communication expense, travel, transportation and subsistence away from Dallas and other
miscellaneous expenses directly related to the work, including costs of laboratory analysis, tests, and other
work required to be done by independent persons other than staff members.
ITEMIZED FEE CALCULATION
CITY OF COPPELL
12" WATERLINE,
PAVING AND DRAINAGE
FOR COPPELL ROAD
Prepared for:
Ci o f Co Pell, TX
9/11/1998
OFFICE
PROJECT
; DESIGN
CAD
TASK
MANAGER
MANAGER
ENGINEER
TECH
WORD
PROCESSOR
HOURS cost
HOURS cosr
HOURS COSr
HOURS
ODS•
HOURS
COST HOURS
TOTAL
cosr
sm"
A CONCEPTUAL ROADWAY LAYOUT
I Walk Alignment & Data Gathering
nIOS769
2 Coordinate with other Utility Agencia
0 $0
0 $0
8 $720
8
$544
0
$0
0
$0
16
$1,264
3 Determine Extent of Field Surveys
0 $0
4 $360
8
$544
0
$0
0
$0
12
$904
4 Prepare Two Design Altemates
5 Attend
4 $480
4 $360
24 $2,160
6
48
$408
$3,264
0
$0
0
$0
Review/Coordinati on Meetings (max 4 meetings
3 $360
12 $1,080
96
$4,320
0
$0
172
$10,224
6 Prepare Cost Estimates for the Two Alternates
0 $0
4 $360
12
$816
0
$0
2
$72
29
$2 329
7 Submit Concept Plans and Repori
0 $0
8
$544
0
$0
2
$72
14
,
$976
8 QA/QC
4 $360
so
4
$272
8
$360
2
$72
18
$1,064
SubTotal
11 $1,320
60 $
1)
94
SD
$6,392
.0
104
so
$4,680
4
6
$D
4
SAW
B PRELIMINARY DESIGN
$216
275
$18,008
I Develop Base CADD Sheets from Surveys
61,
2 Overall Drainage Analysis
0 $0
0 $0
0 $0
24
$1,632
60
$2,7oo
0
$0
94
$4,332
3 Coordinate with other Utility Agencies
0 $0
16 $1,440
48
$3,264
48
$2,160
0
$0
112
$6,864
4 Pre pare Preliminary Design Plans
4 $480
2 $180
4
$272
0
$0
0
$0
6
$452
5 Prepare a p re li m i nary C ost E stimu
0 $0
16 $1,440
48
$3,264
96
$4,320
2
$72
166
$9476
6 Attend Review/Coordination Meetings (max 3 meetings
3 $360
2 $180
6
$408
0
$0
0
so
8
$588
7 QA/QC
4 S
54$4
9 $810
4 so
9
$612
0
$0
2
$72
23
$ 1 , 954
SubTotai
11 $020
45 $4,050
0
139
so
$9,452
0
204
s4
$9,190
4
4
14
$144
4
SM
C FINAL DESIGN
403
$24.146
1 Waterline Design Plans
2 Paving Design Plans
2 $240
4 $480
8 $
24
$1,632
160
57,200
0
so
194
$9,792
3 Construction Sequencing & Traffic Contro
2 $240
24 $2,160
60
$4,080
440
$19,800
0
$
5 28
$26,520
4 Drainage Design Plans
4 $480
8 $720
20
$1,360
40
$1,800
0
$0
70
$4,120
5 Erosion Control Plan
0 $0
16 $1,440
80
$5,440
200
$9,000
0
$0
300
$16,360
6 Coordi St reet Lightinj
0 $o
4 $360
16
$1,098
40
$1,800
0
$0
60
$3,248
7 Prepare Specifications & Contract Documents
0
4 $360
8
$544
0
so
0
so
12
$904
8 Revise Opinion of Probable Constructi C
$0
0 $0
4 $360
9
$544
0
$o
16
$576
28
$1,480
9 Attend Review/Coordination Meetings (max 3 meetings
3 $360
2 $180
9 $810
4
$272
0
$0
0
$0
6
$452
10 Submittal Of Final Plans and Specifications
0 $0
4
9
$612
0
$0
2
$72
23
$1.&54
11 QA/QC
"M
$360
0 so
4
5272
16
$720
9
S288
32
$1,640
SubTotij
19 $2,280
83 $7.470
0
233
so
$15,944
.0
996
so
$40,320
.0
26
so
$936
4
1257
SM
$66,850
D CONSTRUCTION SERVICES
1 Advertise, Rec'v Bids, Bid Tab, Recomm. Award, Exec. Doc
0 so
&
2 Pre-Bid Pre-Constructi Meeting
4 S480
8 $720
16
$1,os8
0
so
8
$288
32
$2,096
3 General Field Representatio (13 site visits, biweekly
4 $480
8 $720
9
$544
0
$0
0
$0
20
S1,7"
4 Review Shop Drawings
0 so
8 $720
2
52
$3,536
0
$0
4
$144
68
$4,990
5 Process Change Orden & Contractor's Pay Request
0
$180
16
51,088
0
$0
0
$0
18
5I,269
6 Final Inspection
$0
4 $480
2 $180
16
$1,098
0
$o
2
$72
20
$1,340
7 Transmittal Of Final Deliverables & Record DrawmV
0 30
4 $360
0
$0
0
$0
0
$0
9
$940
12 $1,440
4 S
36 $3.240
3
116
5544
$7,998
24
24
11-011
$1,080
.0
14
so
$504
3b
202
Si-
$14,152
SURVEYING
I Design Surveys
522 000
EXPENSES
Travel
$0
Printing/Plotting Expenses $5,000
General Expenses
Slag
SUBTOTAL for BASIC SERVICES, PART 1 53 $6.360 224 $ 592 $39,576 1228
(Lump Sam Pa t) $55,260 5o $1,800 2137 $150,656
ASICSERVICO,
P
4
, 4 _
eotechnical Services
Borings) $2,000
ksement/ROW Documents
$8.000
Tracts Q $ 4 Lots 0 $500, ii
SUBTOTAL for BASIC SERVICES, PART 2
PROJECT TOTAL Max. F
$10.000
$160,656
0