ST8503-AG 881108 SUBi, ilSS1Uii i~AI~LINL: 5:UO p.nl. Honday b i)ays l'~eceuing City
Rev,: Effective 1/20/88
ORIGINAL
~OR CIT~ COUBCIL MggTI~G: Novembe~ 8, 1988
I. REF/FILE N~BER : 257
II. ITEM CAPTION : Consider final acceptance of Bethel School Road Imorovements
from Heartz Road to ~oore Road and approval of Final Pay Applicatio~ i n
amount of $30~899.35..~.
III. ACTION RECO~ENDED : Reco~end approval ~d accept --/
IV. REP. IN ATTENDANCE A: STA finn, Inc. C/~ . lTqgg~/.?)"-
B: OTH -.
V. NOTIFICATION TO :
METHOD OF CONTACT :
DATE :
VI. FINANCIAL REVIEW : 1. BUDGETED ITEM : xxx YES NO
2. BUDGET AMOUNT : ~746~500.00
3. ESTIMATED AMOUNT FOR THIS ITEM : $712~073.81
4. AMOUNT ~.mm~ OR UNDER BUDGET : $34~426.19
5. LOW BIDDER RECOMMENDED : YES NO
SOURCE OF FUNDING
CO'S OR BONDS FUNDS :Bonds (~1,400,000.00)
(Series or year authorized) : 1984
OPERATING BUDGET (Account Number) :
OTHER :
CITY MANAGER : ~
APPROVED
BY
/
ITEbl NUMBER --L~--
AGENDA REQUEST FORM
................ n~r~r~ ....................
* DATE RECEIVED
* TIME *
* To be completed by City Manager Dept.*
****************************************
SUPPORT DOCI~ENTATION SUBMITTED AMOUNT PER/SET NO. OF PAGES DATE SUBMITTED
MEMORANDI~S ....................... :
LETTERS ........................... :
REPORTS ........................... :
BILLS ............................. :
BID ............................... :
CONTRACT/AGREEMENT ................ :
MINUTES ........................... :
ORDINANCE ......................... ;
RESOLUTION ........................ :
PROCLAMATION ...................... :
MAPS .............................. :
ZONING PLANS ...................... :
PRELIMINARY PLATS ................. :
FINAL PLATS ....................... :
SITE PLANS ........................ :
LANDSCAPE PLANS ................... :
ARCHITECTURAL RENDERINGS .......... :
OTHER ............................. :
REVIEWED BY (If applicable) SIGNATURE DATE R~IEWED
CITY ATTORNEY ..................... :
FINANCEDIRECTOR .................. :
OTHER ............................. :
SUBMITTED BY SIG~ - DATE SUBMITTED
APPROVED BY SIGNATURE DATE APPROVED
CITY MANAGER ...................... :
DENIED BY SIGNATURE
CITY MANAGER ...................... :
Additional documentation required
l Need for further discussion
Submitted after deadline
At the request of
COST SUMMARY
FOR
BETHEL SCHOOL ROAD IMPROVEMENTS
CONSTRUCTION COSTS $604,546.59
ENGINEERING FEES 93,788.43
INSPECTION/TESTING
SURVEY/GEOTECHNICAL
BOND FEES (PER CITY) 11,733.79
SPRINKLER REIMBURSEMENTS 2,005.00
TOTAL PROJECT COSTS $712,073.81
BUDGETED PROJECT COSTS $746,500.00
BALANCE OF FUNDS $ 34,426.19
ORIGINAL 1984 BOND PROGRAM FUNDS $1,400,000.00
GINN, INC. CONSULTING ENGINEERS
Honorable Mayor and City Council Members OCT ~
city of coppell
P.O.Box 478
Coppell, Texas 75019
Attn: Russell Doyle, P.E., City Engineer
Re: Bethel School Road Improvements (Heartz Road to Moore Road)
Gentlemen:
Work for the above referenced project has been completed in
accordance with the contract documents and inspected by
representatives of Ginn, Inc., and the City of Coppell Public
Works Department. The contract completion date was June 26,
1988. The project was substantially completed on June 2, 1988.
Final inspection of the project was completed and the work was
found to be acceptable as of July 29, 1988. We recommend
accepting the project as complete as of July 29, 1988.
Enclosed are three (3) copies of Application for Payment No. 12
(FINAL) in the amount of $30,899.35 from Ed Bell Construction
Company, representing work performed on the project through
August 30, 1988, including request for previously held 5%
retainage. We have reviewed the application and recommend that
payment be made in full at this time.
Also enclosed,are the project close-out submittals, and other
items of correspondence and project supporting documents for your
information and use in making your decision to accept the project
and make final payment. By copy of this letter (and supporting
documents) to the City Attorney,we will request his review and
comments.
Should you have any questions, please contact us.
Since~
H. Wayne Ginn, P.E.
GF/HWG/gf
cc: Frank Trando Butch Ellison
Steve Goram Gabe Favre
Larry Jackson File 257
Ed Bell Construction Co.
17103 Preston Road · Suite I00 · LB liS · Dallas. Texas 75248 · Phone214/248-4900
COST SUMMARY
FOR
BETHEL SCHOOL ROAD IMPROVEMENTS
CONSTRUCTION COSTS $604,546.59
ENGINEERING FEES 93,788.43
INSPECTION/TESTING
SURVEY/GEOTECHNICAL
BOND FEES (PER CITY) 11,733.79
SPRINKLER REIMBURSEMENTS 2,005.00
TOTAL PROJECT COSTS $712,073.81
BUDGETED PROJECT COSTS $746,500.00
BALANCE OF FUNDS $ 34,426.19
ORIGINAL 1984 BOND PROGRAM FUNDS $1,400,000.00
INDEX TO CORRESPONDENCE / INFORMATION SUPPLIED
ITEM i - EXECUTIVE SUMMARY
ITEM 2 - APPLICATION FOR PAYMENT NO. 12
ITEM 3 - FINAL RECAPITULATION OF PROJECT COSTS
ITEM 4 - EXPL]tNATION OF FIELD CHANGES
ITEM 5 - CONTRACTOR'S LETTER OF GUAR~NTEE
ITEM 6 - CERTIFICATE OF SUBSTANTIAL COMPLETION LETTER
ITEM ? - FINAL ACCEPTANCE LETTER
ITEM 8 - AFFIDAVIT ~ND FINAL WAIVER OF LIEN
ITEM 9 - CONSENT OF SURETY COMPANY TO FINAL PAYMENT
ITEM 10 - COUNCIL AGENDA REQUEST FORM
ITEM 11 - SUMMARY OF COSTS FOR PROJECT
BETHEL SCHOOL ROAD IM. 3VEMENTS - COPPELL, TEXAS OCTOBER 17, 1988
PAGE 1
ITEM NO. 1 - EXECUTIVE SUMMARY:
1. Bond program was passed and bonds sold for construction of
Bethel School Road. Estimate based on 37' wide pavement in the
amount of $1,400,000.00.
2. December 3, 1985 City Council meeting, presentation was made
outlining General Conditions, Engineering Design Considerations,
and Alternate Considerations requesting specific directions
regarding the width. ( See Item iA.) This was due to May 1985
citizens survey and request that the street be 27' wide, not 37'.
3. February 11, 1986 Council meeting, made and approved motion
to construct Bethel School Road as a 27' wide pavement.
4. Initial schedule was to design the project between February
and August 1986. The design began on February 12, 1986 and was
completed in August 1986.
5. October 14, 1986 parking area at Bethel School Pocket Park
was added to the project at request of Park Board. (See Item lB)
6. October 15,1986, conflict became apparent with Lone Star Gas
Company major 8" gas main, placing beginning of construction of
project in jeopardy until spring. (See Item lC).
7. Construction could not begin in September 1986 as planned
due to Lone Star Gas Company's proposed relocation of a major 8"
feed line that supplies the City of Coppell. In order to
accommodate the citizens of Coppell during cold weather, it was
agreed that Lone Star Gas would not begin construction until
April 1987.
8. February 23, 1987 a homeowner's meeting was held concerning
a number of items. (See Item 1D)
9. Began advertising project on April 2, 1987. Opened bids on
April 28, 1987. Had six bidders responding to invitation.
Successful bidder was Ed Bell Construction Company. (See Item 1E)
10. Lone Star Gas began construction on May 19, 1987 and
completed same in mid July, 1987.
11. May 20, 1987 recommendation to accept Base Bid and Alternate
No. 1,2 and 3 in total amount of $659,754.94. (See Item 1F).
12. June 23, 1987, City Council approved contract for
construction of Base Bid and Alternate No. 3 in the amount of
$618,526.94.
13. July 2, 1987 provided cost summary sheet for this project.
(See Item 1G).
BETHEL SCHOOL ROAD IM~ 3VEMENTS - COPPELL, TEXAS OCTOBER 17, 1988
PAGE 2
14. July 6, 1987 began contract executions, notice of award of
project to contractor.
15. Preconstruction conference held on August 10, 1987. Notice
to proceed on or before September 1, 1987. Three hundred (300)
calendar day contract. Completion date of June 26, 1988.
16. Project was substantially completed on June 2, 1988. (See
Item 6)
17. Project fully completed on July 29, 1988. (See Item 7 ).
ITEM 2 - APPLICATION FOR PAYMENT NO. 12
1. Contractors request for final payment. Three (3) copies of
Application for Payment No. 12 ( FINAL ) in amount of $30,899.35
from Ed Bell Construction Company, representing work performed on
the project through August 30, 1988; including request for
previously held 5% retainage. We have reviewed the application
and recommend that payment be made in full.
2. Item 2A: computer printout of Pay Estimate No. 12,
indicating quantities, extras and dollar amounts for project.
Explanation of columns:
Col. 1 - plan/bid quantities
Col. 2 - unit price as bid
Col. 3 - final measured quantities
Col. 4 - final item amount extended
Col. 5 - bid quantity extended
Col. 6 - amount remaining (negative number denotes
amount of quantity over the bid quantity).
Col. 7 - dollar amount remaining or "over" bid amount
ITEM 3 - FINAL RECAPITULATION OF PROJECT COSTS
1. Computer printout, similar to Item 2A above, indicating
final quantities vs. bid quantities. Column 6 shows whether an
item was: (a) as bid, shown by O; or (b) under the bid quantity,
shown by a negative number; or (c) over the bid quantity, shown
by the amount over the bid quantity. Columns 1 thru 5 and number
7 are similar to descriptions above. Other items are as follows:
Item 8 - final estimate amount of all items as constructed
Item 9 - contract bid amount of all items (as bid)
Item 10 - amount under the estimate (not including field changes)
Item 11 - field changes
Item 12 - total amount of field changes ($10,224.88)
Item 13 - final actual amount including all field changes
Item 14 - total amount of field changes
Item 15 - contract amount with field changes and bid quantities
Item 16 - actual amount minus contract amount (difference)
Item 17 - field changes added amount
· BETHEL SCHOOL ROAD IM 3VEMENTS - COPPELL, TEXAS OCTOBER 17, 1988
PAGE 3
Item 18 - net difference, with all field changes added and actual
amounts of quantities measured equals a $13,980.34
total less than the original bid amount. This is for
construction costs only and does not include anything
else.
ITEM 4 - EXPLANATION OF FIELD CHANGES (see attached)
1. Sanitary sewer manhole uncovered at Station 22+00, not shown
on the plans. Relocated inlet and adjusted manhole to grade.
ADD quantity to pay item 479.1 (later deleted)
2. Existing drive at 401 Bethel was widened between the time of
design and actual construction ( by homeowner). Needed to add
drive pavement to match existing, delete some sidewalk
quantities.
ADD quantity to pay item 503.1 and 530.2
DEDUCT quantity from pay item 530
NET amount ADDED $290.50
3. Relocate additional amount of 6" waterline due to conflicts
with storm sewer system at Station 9+07 to 9+31
ADD approximately $531.00 to contract amount.
4. Add two gate valves and a fire hydrant assembly as requested
by the Public Works Department. Water line at Greenridge Drive
indicates 6" diameter, but found to be 12" diameter ductile iron
and had to be lowered due to conflicts in grades.
ADD 8" gate valve at station 30+50 - $575.00
ADD 8" gate valve at station 9+30 - $575.00
ADD fire hydrant assembly, tee, valve - $1897.50
ADD difference of 6"PVC vs. 12"DIP - $2208.00
DEDUCT 6"lowering costs pay item 582.6
5. Add PVC drains to handle unknown underground drainage flows
from pools and/or roof drains at unit price of $300 each.
ADD $900.00 to contract amount
6. Added PVC sleeves under drives to facilitate repair and
replacement of homeowner's sprinkler system, and to alleviate
expensive "boring" under drives at a later date. Estimate
between 400-450 feet at unit price given of $1.75/foot.
ADD 442.5 LF at $1.75/ft. for a total of $774.38 to
contract.
7. Sidewalk location in vicinity of 524 Bethel Road causing
homeowner problem with too steep slope in front yard. Had to
modify location and elevation of walk, construct concrete curb
for lump sum amount.
ADD $500.00 to contract amount.
8. Changed downstream rip-rap in vicinity of station 21+85.
No ADD or DEDUCT to contract amount.
· BETHEL SCHOOL ROAD IM. .OVEMENTS - COPPELL, TEXAS OCTOBER 17, 1988
PAGE 4
9. Revised grades at 500 Oakcrest (corner Bethel School Rd.) to
provide smoother approach to driveway. Had to saw and
remove beyond limits shown on plans.
Affected pay items 104.1, 104.2 and 530.2.
ADD $325 (approximately) to contract amount.
10. Existing drive widened by homeowner. Matched width of
approach and to provide a much smoother approach, had to saw and
remove beyond limits shown on plans, matched grades at existing
redwood header for smoother transition.
Affected pay items 104.2, 530.1, 530.2 and 360.2.
ADD $320 (approximately) to contract amount.
11. At southwest corner of Bethel School Road and Rocky Branch,
potential drainage problem had to be resolved by installing
approximately 45 feet of 12"RCP.
ADD $2160.00 to contract amount.
12. Added concrete rip-rap at ditch near box culvert due to
complaints from adjoining resident concerned about erosion
downstream.
ADD $635.00 to contract amount.
ITEM 5 - CONTRACTOR'S LETTER OF GUARANTEE
ITEM 6 - CERTIFICATE OF SUBSTANTIAL COMPLETION LETTER
ITEM 7 - FINAL ACCEPTANCE LETTER
ITEM 8 - AFFIDAVIT AND FINAL WAIVER OF LIEN
ITEM 9 - CONSENT OF SURETY COMPANY TO FINAL PAYMENT
ITEM 10 - COUNCIL AGENDA REQUEST FORM
ITEM 11 - SUMMARY OF COSTS FOR PROJECT