WA0101-CS020122' AGENDA REQUEST FORM
COPPELL
CITY COUNCIL MEETING: January 22, 2002 ITEM #
ITEM CAPTION:
Consider approval of entering into a contract with Birkhoff, Hendricks & Conway for the design of the State
Highway 121 Water Line Project in an amount not to exceed $65,500; and authorizing the City Manager to
sign.
TITLE: D~/bl Eh~neering/Public Works
APPROVED
BY
CiTY COUNCIL
DATE
See attached memo.
BUDGET AMT. $ AMT. EST $ +N-BID $
FINANCIAL COMMENTS:
Funds are available in the l~later/Se*/er CIP accounts for this contract.
DIR. INITIALS: ~ FIN. REVIEW.~
Agenda Request Form - Revised 5/00
CITY MANAGER REVIEW:
Document Name: #engl
MEMORANDUM
FROM THE
DEPARTMENT OF ENGINEERING
To:
From:
Date:
RE:
Mayor and City Council
Kenneth M. Griffin, P.E., Dir. of Engineering/Public Works Y-~
January 22, 2002
Consider approval of entering into a contract with Birkhoff, Hendricks &
Conway for the design of thc State Highway 121 Water Line Project in an
amount not to exceed $65,500; and authorizing the City Manager to sign.
This design comract is for the design of the S.H. 121 water line, which starts at the imersection
of Coppell Road and S.H. 121 (near the Verizon complex), and goes north along S.H. 121 amd
easterly along the bypass to the intersection of S.H. 121 with Demon Tap Road. This water line
was idemified in the Water Distribution System Master Plan as a deficiency. Construction of the
water line will provide additional looping of the water system to the northwest portion of
Coppell. It will connect to a 12" waterline constructed with the Coppell Road project and a 12"
water line constructed northward from the imersection of S.H. 121 and Sandy Lake Road
approximately two years ago. Based on our current Water Distribution System Master Plan this
is the last line identified as a deficiency in the northern half of Coppell.
The design should take approximately sixty days if the design remains within the S.H. 121 right-
of-way. As noted in the cover letter from the consultant, there could be a conflict with existing
utility poles owned by CoServe and a conflict with crossing Denton Creek. An actual conflict
with one or both of those obstacles will lengthen the design time for the project.
An additional benefit of the construction of this line will be an attempt to provide a second water
supply north of S.H. 121 Bypass imo the Coppell Greens addition. Coppell Greens is currently
served by a single 12" waterline along Denton Tap Road. Any problems with that water line
could necessitate the entire Coppell Greens area being without water for a period of time.
Staff recommends approval of the contract with Birkhoff, Hendricks & Conway in an amount not
to exceed $65,500 and will be available to answer questions at the Council meeting.
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
BIRKHOFF, HENDRICKS & CONWAY, L.L.P.
CONSULTING ENGINEERS
7502 Greenville Ave., #220
Dallas, Texas 75231
Fax (214) 361-0204 Phone (2~4) 361-7900
December 14, 2001
Mr. Kenneth M. Griffin, P.E.
City of Coppell
Post Office Box 478
Coppell, Texas 75019
Attention: Ms. Suzan C. Taylor, C.I.P. Coordinator
Re: State Highway 121 Water Line
Revised Engineering Services Agreement
Dear Mr. Griffin:
We are pleased to submit this revised proposal for furnishing engineering services required for the preparation
of plans, specifications, bidding documents and construction administration of the State Highway 12 l Water
Line Project. Our scope of service has been modified in accordance with Ms. Suzan Taylor's review
comments dated December 5,2001.
The project consists of approximately 8,800 linear feet of 12-inch waterline along the easterly right-of-way of
State Highway 121 and the southerly right-of-way of Spur 553, from N. Coppell Road to Denton Tap Road.
The enclosed project location map more specifically defines the project limits. We recommend the City
budget a construction amount in the range of $657,000 for this project and are enclosing our itemized opinion
of construction cost for your review.
At your direction, we have made a preliminary investigation of a proposed water line route that is entirely
within the existing rights-of-way of State Highway 121 and Spur 553. As such, we do not expect to assist in
the preparation of easement documents. However, after a field inspection of the proposed route, we are
concerned this water line route may conflict with existing Co-serve Electric Utility poles in the right-of-way
near the intersection of the two highways. Further, the water line crossing of Denton Creek may require the
need for easements outside the state's right-of-way. Therefore, we are including a nominal amount for
boundary surveys, deed research, and preparation of plats and field note descriptions in our special serv/ces
phase of the agreement in the event these serv/ce are required.
Our engineering services for this project shall include the following:
BASIC SERVICES
A. Design Phase
Preparing construction plans, specifications and bidding documents for construction of the State
Highway 121 Water Line project. The design phase of this project shall include:
Mr. Kenneth M. Griffin, P.E.
Director of Engineering & Public Works
City of Coppell
Sate Highway 121 Water Line Engineering Fee Proposal
December 14, 2001
Page Number 2 of 2
Construction Plan- Profile Sheets prepared at a scale of not less than 1"= 40'
· Standard Details
· Special Details
· Cover Sheet, Location Map and Sheet Index
· Submittals to State Regulatory Agencies, as required
· Preparation of required Highway, Railroad and Utility Permits, as required
· Coordination with other Utility Companies
· Design Review Meetings
· Opinion of Probable Construction Estimate
· Preparation of Specifications and Contract Documents
· Assist in procuring Geotechnical Engineering information or reports as the project requirements
dictate
· After review and approval of conceptual plan, print preliminary plans and specifications for
review by the City and the Utility Companies.
Bidding Phase
· Assist in Advertising for Bids
· Opening, Tabulation and Evaluating Bids received
· Reviewing the qualification of the low bidder(s) and preparing recommendations for award of a
Construction Contract
Construction Administration
· Assist in development of Quality Control and Materials Testing contract
· Consult with Owner as to actions based on Engineering matters
· Assist in execution of Contract Documents by preparing five (5) sets of conformed contract
specifications
· Assist in and attend a Pre-Construction Conference as Required
· Make periodic visits to the job-site
· Preparing and issuing routine Field Changes with the Owners approval
· Preparing and issuing routine Change Orders with the Owners approval
· Review of Shop Drawings, Test Reports and other data
· Preparation of Monthly and Final Pay Requests
· Conduct a Final Inspection with the Owner
· Preparation and delivery of one set of record drawings on mylar sepias to the City
Mr. Kenneth M. Griffin, P.E.
Director of Engineering & Public Works
City of Coppell
Sate Highway 121 Water Line Engineering Fee Proposal
December 14, 2001
Page Number 3 of 3
H. SPECIAL SERVICES
· Design Surveys
· Construction Surveys
· Property Surveys, if required
· Deed Research, if required
· Preparation of Easement Documents, if required
· Printing of final plans and specifications for distribution to prospective bidders and the successful
contractor. Plans are to be distributed from the offices of Birkhoff, Hendricks & Conway, L.L.P.
For the above-described services, we propose to be compensated on the following basis:
I. BASIC SERVICES
Compensation for basic services shall be on a lump sum basis of $50,800 in accordance with the schedule
below:
A. Design Phase ........................................................................................................ $40,650
B. Bidding Phase .......................................................................................................... $2,550
C. Construction Phase ................................................................................................. $7,600
II. SPECIAL SERVICES
Compensation for Special Services shall be based on our actual salary cost times 2.35, with expenses
invoiced at actual cost times 1.15.
We suggest you budget approximately $14,700 in the following amounts for the Special Services:
A. Design Surveys ....................................................................................................... $4,600
B. Construction Surveys ............................................................................................. $1,200
C. Boundary Surveys (if required) ................................................................................ $1,200
D. Preparation of Easement Documents (if required) .................................................. $5,900
E. Printing of Final Plans and Specifications ............................................................. $1,800
In addition to the engineering service contract, we suggest you budget $2,500 for a geotechnical evaluation
during the design phase of the project and approximately 0.75% to 1.00% of the total construction cost, or
approximately $4,900 to $6,500 for quality control and materials testing services during the construction of
the project. We expect these geotechnical and testing services, if required, will be provided by a qualified
testing lab and outside the scope of our contact.
Mr. Kenneth M. Griffin, P.E.
Director of Engineering & Public Works
City of Coppell
Sate Highway 121 Water Line Engineering Fee Proposal
December 14, 2001
Page Number 4 of 4
If you are in agreement with this proposal, please have one copy executed on behalf of the City of Coppell and
returned to our office, or if you prefer we will be pleased to assist in the preparation of the standard
engineering agreement on the City's contract form. We stand ready to begin work immediately on this project
upon your authorization to proceed and look forward to our continued working relationship with you, your
staffand the City of Coppell. We are available at your convenience to discuss this proposal further.
Sincere~,/~ /
BIRKHOFF, HENDRICKS & CONWAY, L.L.P. Project No.
CONSULTING ENGINEERS
Client: CITY OF COPPELL, TEXAS Date: 12/1401
Project: State Highway 121 Water Line
12-inch Water Line from North Coppel Road to Denton Tap Road By: G.C.H./A.C.J.
ENGINEER'S OPINION OF CONSTRUCTION COST
ItemNo. I Description I Quantity I Unit I Price I Amount
For Furnishing and Installing 12-Inch PVC Waterline with $
~ Embedment 8.336 L.F. 38.00 $ 316.-68.00
2 Denton Creek Crossing (Approximately 200 L.F.) l L.S. $ 60,000.00 $ 60.000.00
For Furnish & Install 12" PVC Waterline in 18" Dia., 3/16" Thick
x Encasement Pipe by Other than Open Cut 455 L.F. $ 220.00 $ 100.200.00
4 For Furnishing and Installing 12-1nch Gate Valve 7 Ea. $ 1,500.00 $ 10.-'20.00
5 For Furnishing and Installing 6-1nch Gate Valve 14 Ea. $ 600.00 $ 8._:36.00
6 For Furnishing and Installing Standard Fire Hydrant 14 Ea. $ 2,600.00 , $ 36.~ 22.67
For Furnishing and Installing 6-Inch PVC Waterline with
? Embedment 160 L.F. $ 30.00 $ 4.-93.20
8 For Furnishing and Installing 2-Inch Air and Vacuum Release Valve 2 Ea. $ 2.500.00 $ 5A.O0.00
9 For Furnishing and Installing 6-Inch Blow-OffValve and Assembly 2 Ea. $ 2,500.00 $ 5A00.00
10 For Connecting to Existing 12-Inch Waterline 3 Ea. $ 2,500.00 $ 7.500.00
I 1 For Furnishing and Installing Ductile Iron Fittings 3,000 Lbs. $ 1.50 $ 4.500.00
12 For Removing and Replacing Existing Asphalt Pavement 40 S.Y. $ 45.00 $ 1.,~00.00
13 For Removing and Replacing Existing Concrete Pavement 50 S.Y. $ 65.00 $ 3.250.00
14 For Extra Concrete for Encasement 40 C.Y. $ 120.00 $ 4.500.00
15 For Extra Crushed Stone for Embedment 60 C.Y. $ 60.00 $ 3.600.00
For Furnishing, Installing, Maintaining and Removal of Erosion
16 Control Devices I L.S. $ 5,000.00 $ 5.(~00.00
IV For Furnishing, Installing and Maintaining Traffic Control Devices 1 L.S. $ 8,000.00 $ $.C;,)0.00
18 For Designing and Installing Trench Safety Systems 8,400 L.F. $ 1.50 $ 12.600.00
Subtotal: $ 597~89.87
Contingencies and Miscellaneous Items 10% $ 59.-58.99
Total: $ 657348.85
USE: $ 657.400.00