ST9801-CN 980922"'~ ~ ~ AGENDA nEQUES~' FOnM ~~ [~ ~ /
CITY COUNCIL MEETING:
September 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
APPROVED
BY
CITY COUNCIL
DATE ~'-,,~- r~
STAFF COMMENTS:
See attached memo.
BUDGET AMT. $
AMT. EST. $
+/- BUD:$
FINANCIALCOMMENTS:
Funds for this design will be advanced
reimbursed from the 1998 CO Bond issue
DIR. INITIALS: [(1 FIN. REVIEW.~
Agenda Request Form - Revised 3/98
from the current CIP funds, but will be
for Coppell Road.
CITY MANAGER REVIE~W~/~
Document Name: #engl
Ill T -
To:
From:
RE:
Date:
MEMORANDUM
FROM THE
DEPARTMENT OF ENGINEERING
Mayor and City Council
Ken Griffin, P.E., Director of Engineering and Public Works
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.
September 22, 1998
This design contract is f6r 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"
CITY OF COPPELL
CONSULTING ENGINEERS CONTRACT
STATE OF TEXAS §
KNOW ALL BY T!:W~ P~NTS
CITY OF COPPELL §
THIS ENGINEERING SERVICES CONTRACT, hereinafier referred to as
"Contract," made, entered into and executed this the ~day of,_~ee~-. , 1998, by and between
the City of Coppell acting by and through the Mayor with approval of the City Council
hereinaf~er referred to as "City", and
hereinaf~er referred to as "Engineer".
WHEREAS, the City desires to contract for Professional Engineering Services, hereinaf~er
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 shah 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 shah be administered on behalf of the City by its City Engineer or his
duly authorized representative. The Engineer shah fully comply with any and all instructions
from said City Engineer.
AGREF, M~,NT
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 Enl~eer, and the Engineer agrees to provide Services in
connection with the Project as deftned herein, and for having rendered such Services the City
agrees to pay to the Engineer fee for these Services as mutually agreed. AH Services under thi.~
Contract shall be performed under the direct supervision of the City Engineer.
Scope
A.
of Services,
Basic Services Parts I & H: The work tasks and activities to be performed and
deliverable to be provided by the Eneineer 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.
Additional Services Not Included In Basic Services: When mutually agreed to in
wrking by the City and the Engineer, the Additional Services shall be pwvided
by the Engineer, These Additional Services are not included as a part of Basic
Services and shah 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 thi.~
Contract conflict with the requirements of the Scope of Services, including
modifications to the Scope of Services or any attachments to thi,~ contract; the
requirement of the Contract shall govern.
ProFess 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. Si_onificant 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 Plan.% 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 shah 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 F.n~neer shall complete and provide to
the City said report at two week intervals.
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ConlDen~tion.
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 hnndred ~fi~/thousand. six hnndred fifO/dollars ($150.650.00) provided,
however, that modifications to the Basic Services Part I, or other conditions
deftned herein may necessitate a change of Fee which shall be reduced to writing
and approved by the City or its designee.
Basic Services Part H Fee: The Engineer should be paid a fee under this
Contract for Basic Services Part H pursuant to the Fee Schedule described
Attachment A, Scope of Services. Basic Services Part H Fee shah not exceed the~
lump sum of Ten thousand dollars nnd no cents (,$10.000.00) provided, however,
that modifications to the Basic Services Part II, or other conditions defined lierein
may necessitate a change of Basic Fee which shall be reduced to writing and
approved by the City or its designee.
Total Maxirnm Fee: Total Maximum Fee for this Contract shah be a lump sum
of One hundred sixty thousand. six hnndred fifty doll.rs ($160,650.00): the lump
sum Basic Services Part I Fee plus the lump sum Basic Services Pan II Fee.
Invoices: The Engineer shall submit invoices at not less than thirty (30) calendar
days for Basic Services Pan I and/or Basic Services Pan H 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 infomtion 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 Eng~eer
the Engineer shall comply promptly with such request.
Payments: All payments to Engheer shall be made on the basis of the invoices
submitted by the Engheer and approved by the City. Following approval of
invoices, City shall endeavor to pay Engineer promptly, however, under no
circumstances shall Engineer be enti~ed to receive interest on mounts 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 whcther paid to the Engheer or not, and to
withhold the funds requested by the Engineer relative to the error.
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