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..Title
Consider approval of an Engineering Services contract with J. Volk Consulting, Inc. in
the amount of $348,500.00 for the design of Mockingbird Lane and Whispering Hills
Drive; as provided for by the 1/4 Cent Sales Tax for Street Maintenance; and authorizing
the City Manager to sign and execute all necessary documents.
..Summary
Executive Summary:
Approval of the Engineering Services Contract with J. Volk Consulting, Inc. will allow the
continued efforts for the replacement of street infrastructure throughout the City. This
design contract will include Mockingbird Lane from Bethel School Road to Oriole Lane,
and Whispering Hills Drive from Sandy Lake Road to Magnolia Drive.
Fiscal Impact:
[Enter Fiscal Impact Statement Here]
Staff Recommendation:
Staff recommends approval of this Engineering Services Contract.
Goal Icon:
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Sustainable City Government
Special Place to Live
T M C 1 T Y F
CoFFfl:L
*
A S 18
MEMORANDUM
TO: Mayor and City Council
VIA: Kenneth M. Griffin, P.E., Director of Engineering/Public Works
FROM: Keith R. Marvin, P.E., Project Engineer
DATE: July 10, 2012
RE: Consider approval of an Engineering Services contract with J. Volk
Consulting, Inc. in the amount of $348,500.00 for the design of
Mockingbird Lane and Whispering Hills Drive; as provided for by
the '/4 Cent Sales Tax for Street Maintenance; and authorizing the
City Manager to sign and execute all necessary documents.
This item continues our efforts at replacement of street infrastructure that has exceeded
its life expectancy. This work is being funded by the '/4 cent sales tax allocated to street
maintenance, and approved by the voters in November 2007, and reauthorized in 2011.
The two streets included in this design contract are Mockingbird Lane from Bethel
School Road to Oriole Lane, and Whispering Hills Drive from Sandy Lake Road to
Magnolia Drive. This stretch of Mockingbird Lane is adjacent to both Middle School
East and Mockingbird Elementary. Our intention is to build this project during the
summer of 2013. Engineering staff has already been in contact with the Coppell
Independent School District to discuss this proposed schedule, and we will continue to
work with them through the duration of the project.
Whispering Hills Drive will be reconstructed in its entirety from Sandy Lake Road to
Magnolia Drive. If Sandy Lake Road is under construction next summer, this portion of
the project may be put off until Sandy Lake is completed. In that case the plans will be
held, and bid upon the completion of the Sandy Lake Road project.
These streets are shown on the attached exhibit as Tax 2011. The scope of the proposed
reconstruction will include new paving, sidewalk, water, sewer, and drainage as
appropriate.
J. Volk Consulting, Inc. is a multi-disciplinary engineering firm based in Richardson
Texas. The city has not previously used this firm; however the principal in charge and
project manager for our project has performed similar work for the City in the past. The
City has interviewed members of the proposed project team, checked references from
current and past clients and reviewed plans produced for similar projects. It is our opinion
that this firm is qualified, and capable of completing this project.
Staff recommends approval of this design contract in the amount of $348,500.00 as
provided by the 1/4 Cent Sales Tax for Streets Maintenance. Staff will be available to
answer any questions at the Council meeting.
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CITY OF COPPELL
CONSULTING ENGINEERS CONTRACT
STATE OF TEXAS §
KNOW ALL BY THESE PRESENTS §
CITY OF COPPELL §
THIS ENGINEERING SERVICES CONTRACT, hereinafter referred to as
"Contract," made, entered into and executed this the fQ day of - , 2012, by
and between the City of Coppell acting by and through the City Manager with approval of the
City Council hereinafter referred to as "City", and J. Volk Consulting, Inc., hereinafter referred
to as "Engineer".
WITNESSETH
WHEREAS, the City desires to contract for Professional Engineering Services,
hereinafter referred to as "Services", in connection with the Whispering Hills Drive and
Mockingbird Lane Reconstruction, 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.
AGREEMENT
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. Scope of Services,
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. Compensation.
A. Basic Services Part I Fee (Whispering Hills Drive): 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 Two Hundred Twenty-Three Thousand dollars
($223,000.00) 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 (Mockingbird Lane): 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 One Hundred Twenty-Five Thousand Five Hundred
dollars ($125,500.00) 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 Three Hundred Forty-Eight Thousand Five Hundred dollars ($348,500.00):
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
Page 3
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.
4. Fee Increases. 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 Scope of Services. 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.
Page 4
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.
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.
Page 5
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
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. Termination 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, all
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 Qualifications. 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.
16. Quality 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. Ownership. 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
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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. Gratuities. 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 Laws. 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.
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27. Notification. All notices to either Party 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: City of Coppell, Texas
15j.Gf-T-k j'I'IccV4lt.)
761 1)4/141--Wit-IA
15*CI
Engineer: J. Volk Consulting, Inc.
Matt Atkins, P.E.
800 East Campbell Road, Ste. 120
Richardson, TX 75081
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.
THE CITY OF COPPELL ENGINEER:J.VolkConsulting,Inc.
BY: BY:
gr
5123744P-! .41 Oltutil t42 Matt Atkins, P.E., Vice President
Date: )/02..../ Date: 7A /I z
ATTEST: ATTEST:
Z1214 4/4)/
(C RPORATE SEAL)
Page 9
ATTACHMENT "A" BASIC SERVICES
The Engineer agrees to render services necessary for the development and completion the
Project as outlined herein. The Basic Services to be performed by Engineer under this
Contract include the following:
PROJECT DESCRIPTION
WHISPERING HILLS DRIVE:
The project consists of providing construction documents for the reconstruction of
approximately 3,500 linear feet of Whispering Hills Drive from West Sandy Lake Road to
Magnolia Drive. The southern 2,000-feet consists of a typical 28' back to back curbed
residential street with adjacent sidewalks. The northern 1,500 feet consists of a 38' wide
concrete section with longitudinal ditches without curbs and adjacent sidewalks. The project
will involve the replacement of the water and sanitary sewer facilities within the existing
rights-of-way as well as adjacent sidewalks and driveways.
MOCKINGBIRD LANE:
The project consists of providing construction documents for the reconstruction of
approximately 1,900 linear feet of Mockingbird Lane from East Bethel School to Oriole Lane.
Mockingbird Lane is a typical 37' back to back curbed residential collector street adjacent to
two schools with no houses fronting the roadway. The project will involve the replacement of
the water and sanitary sewer facilities within the existing rights-of-way as well as adjacent
sidewalks and alleys. It is anticipated that storm drain improvements will be limited to
replacement of inlet tops and/or short extensions for additional individual inlets. Complete
redesign or reconstruction of the existing storm drain system or major modifications to the
storm drain system is excluded from the scope of this project.
BASIC SERVICES TO BE PERFORMED
J. Volk Consulting (JVC) proposes the following professional services:
1. RESEARCH/DATA COLLECTION
JVC will coordinate with the City of Coppell engineering staff to collect all pertinent
data the City has on each roadway and the adjacent developments. Additionally, JVC
will meet with the City staff to determine the exact limits of the replacement and to
discuss specific issues associated with preparing the construction documents for
constructing the proposed improvements.
2. FIELD SURVEYING
JVC will obtain field topographic survey of the project limits. The survey will include
all lead sidewalks, landscaping/trees in the yards adjacent to the streets, driveways and
any other above ground features. The survey will extend 150' beyond the limits of
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construction down intersecting streets and along any intersecting alleys. Flowlines of
all drainage structures, sewer structures, and sewer cleanouts within the survey limits
will be obtained. Any water meters, water valves and vaults will be located with
appropriate elevations to rims, top of pipes, and top of operating nuts. Any above
ground franchise utility facilities and markings will be located. Additionally, locating
services such as DIGTESS will be notified and locates requested throughout the limits
of survey. Subsurface Utility Engineering (SUE) is excluded from the basic service of
this contract.
Rights-of-way (ROW) will be established from iron rods found within platted
subdivisions and will be determined from filed plats and available property
information. ROW will be established within 0.5-feet accuracy as it is not expected to
obtain any additional ROW in association with this project.
The survey will be tied to the City of Coppell datums and benchmarks and will
establish control network within the project limits. Vertical and horizontal control
points will be set within the limits in such a way as to provide a control for
construction surveying.
3. SCHEMATIC DESIGN
WHISPERING HILLS DRIVE:
For the Whispering Hills project, it is anticipated that a schematic design process will
be utilized to determine the ultimate improvements to the project. JVC will evaluate
the existing roadway section and drainage patterns and develop two schematic level
options. The schematic options are to include both curbed and non-curbed roadway
sections and incorporate sidewalks along the northern section of the project. Working
with City staff, JVC will develop two options to be presented to adjacent property
owners and adjacent neighborhoods during a schematic level public meeting. JVC will
prepare exhibits for the public meeting including mounted schematic level layouts and
exhibits that can be presented in a power point presentation. JVC will assist the City
of Coppell staff in soliciting feedback from the attendees on the schematic options.
The comments and concerns will be documented, compiled and presented to City of
Coppell staff to be used in developing a preferred option. JVC will work with staff to
develop a preferred option to be presented in a second public meeting. Utilizing
feedback from the second public meeting and comments from City of Coppell staff,
JVC will develop the final schematic layout from which the construction documents
will be prepared.
MOCKINGBIRD LANE:
For the Mockingbird Lane project, the anticipated schematic design phase will consist
of a coordination meeting(s) with the school district and some reputable contractors to
develop a realistic schedule that can meet the needs of both the City of Coppell and the
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School District. During this phase, construction sequencing as well as locations of
proposed utility improvements will be analyzed to determine the best placement of the
reconstructed facilities. Additionally, creative construction and access options will be
explored for viability on this project.
4. PRELIMINARY DESIGN
Utilizing the topographic survey and information derived from the schematic design
process, JVC will prepare preliminary design plans for both the Whispering Hills
Drive and Mockingbird Lane projects that will include the following:
• Existing and proposed typical sections for project limits.
• Proposed horizontal and vertical alignments.
• Limits of pavement reconstruction for each project including driveways and
intersecting streets.
• Proposed water system improvements and connections to existing lines with
necessary pavement repair.
• Proposed sanitary sewer system improvements with services and connections to
existing facilities.
• Proposed storm drain improvements on Whispering Hills Drive and any curb
inlet replacements.
• Drainage area maps and calculations checking the drainage design with current
City of Coppell drainage criteria.
• Cross-sections along 50-foot intervals along the centerline of the proposed
improvements illustrating the limits of construction and impacts on the adjacent
properties.
• Approximate location of all known franchise utilities from the topographic
survey and any impacts the proposed improvements will have on the franchise
facilities.
• Preliminary construction sequencing plans necessary to adequately evaluate the
proposed improvements as it relates to the proposed location of underground
municipal utility improvements.
The preliminary design will be present in construction plan format in accordance with
City of Coppell Standards on 22px34e size sheets. The design will be in compliance
with current City of Coppell design standards and utilize current construction details.
JVC will coordinate with the City of Coppell to provide the proposed improvements to
all known franchise utility companies. Preliminary opinions of probable costs will
provided to the City of Coppell for the purposes of updating applicable budgets.
5. FINAL DESIGN
Based on preliminary design comments from the City, JVC will prepare final plans,
specifications, and opinions of probable costs. Construction plans will include all
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necessary details and information to construct the project in accordance with applicable
standards. All miscellaneous sheets, such as titles, general and special notes,
quantities, horizontal control, any special details, construction sequencing, traffic
control, erosion control, striping/signage and standard details will be prepared. Any
comments from franchise utilities will be addressed as necessary in the final plans.
Specifications and bidding documents will be prepared using City of Coppell standard
construction contracts. A final quantity take off will be prepared and a bid proposal
will be included in the contract documents.
Plans will be submitted to TDLR or an approved Registered Accessibility Specialist for
review of applicable accessibility standards. Any fees associated with the review and
application will be the responsibility of the City of Coppell.
6. BIDDING AND CONSTRUCTION SERVICES
Upon final approval of the construction documents, JVC will prepare and distribute bid
documents for the time period set by the City of Coppell. JVC will assist the City with
the preparation of the advertisement for bids. During the bidding process, JVC will
keep record of all plan holders and distribute any necessary information to the
prospective bidders in an addendum format. JVC will attend a pre-bid conference at
the City of Coppell facility to answer any questions. Additionally, JVC will attend the
bid opening and collect copies of the bids to prepare a tabulation of the bids and
provide recommendations on the bids.
After selection of Contractors and award of contracts, JVC will assist in the
preparation of contract documents for execution and initiation of a construction project
in the City of Coppell.
JVC will attend a pre-construction meeting with the City of Coppell personnel and
contractor. During construction, periodic site visits will be made and JVC personnel
will be available to answer questions regarding clarification of design intents. JVC will
consult with the City of Coppell regarding any required change orders and review
monthly progress payments.
Upon completion of construction, JVC will attend and aid the City of Coppell Staff in a
final inspection of the improvements and preparation of a punch list of remaining
items. JVC will revise construction plans to reflect any field changes during
construction to provide the City of Coppell with Record Drawings, including mylar
plots, electronic images and CAD files, in accordance with current city criteria.
JVC understands that the two roadways may be bid and constructed separately as the
schedules requires and will prepare up to two separate bid and construction packages
for the project.
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ADDITIONAL SERVICES
1. Geotechnical Investigation
JVC will contract with a reputable Geotechnical Engineering firm to provide a
geotechnical investigation of the projects. The investigation will perform subsurface
exploratory borings at approximately 500-foot intervals to a depth of seven feet and
collect samples for recording subsurface conditions and laboratory testing. Results of
field and laboratory will be presented in a report with recommendations on the
pavement structure for the proposed improvements. Recommendations for subgrade
options will be provided.
2. Reimbursable Expenses
Reimbursable expenses such as printing and plotting will be provided according to the
standard fee schedule attached to this document.
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COMPENSATION
Professional Fees for Basic Services shall be as follows:
Whispering Hills Drive:
Basic Services:
Topographic Survey $22,000.00
Schematic Design (Including 2 Public Meetings) $20,000.00
Engineering Design $170,000.00
$212,000.00
Additional Services:
Reimbursable Expenses $5,000.00
Geotechnical Investigation $6,000.00
$11,000.00
Total Fee T Whispering Hills Drive $223,000.00
Mockingbird Lane:
Basic Services:
Topographic Survey $18,000.00
Schematic Design (Including Coordination Meetings) Included
Engineering Design $100,000.00
$118,000.00
Additional Services:
Reimbursable Expenses $3,000.00
Geotechnical Investigation $4,500.00
$7,500.00
Total Fee T Mockingbird Lane $125,500.00
Total Fee T Both Projects $348,500.00
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J. VOLK CONSULTING, INC.
FEE SCHEDULE AS OF JANUARY 1, 2012
HOURLY RATES:
Principal/Project Manager $150.00
Project Engineer $125.00
CAD Technician $85.00
Clerical $60.00
Registered Professional Land Surveyor $125.00
GPS Two-man Crew $150.00
REIMBURSABLE EXPENSES:
Plotting:
24 x 36 Black & White Bond $7.50
24 x 36 Color Bond $28.50
11 x 17 Black & White Bond $1.50
11 x 17 Color Bond $2.50
Color Plot - Presentation Paper $7.50/SF
Copying:
24 x 36 Blackline $4.00
24 x 36 Blackline - multi-set $2.25
Creating PDF files $5.00/sheet
Scanning Cost + 15%
Deliveries Cost + 15%
Mileage $0.50/mile
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