ST9302-CS 930622 MEMORANDUM
To: Mayor and City Council
From: Kenneth M. Griffin, P.E., City Engineer
Date: June 22, 1993
RE: Discussion and consideration for authorization to enter into a design contract with
Rady and Associates for the design of Sandy Lake Road from MacArthur Blvd.
to Denton Tap Road in the amount of $672,500 ($502,500 general fund and
$170,000 water revenue account) and authorization for the Mayor to sign.
At the April 13, 1993 City Council meeting, staff was given approval to begin the selection of
a consultant for the design of Sandy Lake Road from MacArthur Blvd. to Denton Tap Road.
A Panel consisting of Gary Sieb, Director of Planning; Steve Goram, Director of Public Works;
Jim Ragsdill, Purchasing Agent; Mike Martin, Graduate Engineer and Ken Griffin, City
Engineer was assembled to review the eighteen (18) Request for Qualifications submitted. From
that list, four firms were selected for interview by the Panel.
After the interview of the personnel of the four most qualified firms, the Panel selected Rady
and Associates Inc., to begin negotiations with. At the first meeting, a specific Scope of
Services was arrived at. At the next meeting, the Scope of Service was reviewed and the design
fee was presented. Based on the initial Scope of Service, the design fee was $975,210. It was
the Panel's opinion that this fee was unacceptable and that possibly we should revisit the Scope
of Services. Several things were changed from the initial Scope of Services to the current Scope
of Services to reduce the consulting fee:
1) The phasing of the project was eliminated. Initially the project was going to be bid
as a water line construction, street construction and then landscaping. This would
necessitate three sets of plans, three sets of erosion control plans, three sets of traffic
control plans, plus three separate bidding and award of bids. The elimination of the
phasing eliminated $68,620 from the design fee.
2) Rady and Associates was unaware that we had extensive standard details to be
utilized on the construction project and that they would only need to design specific
details peculiar to this project. The elimination of the standard details eliminated
$40,000 from the design fee.
3) It was decided that if the project was bid as one project, then the general contractor
would be responsible for his own traffic control plan and his own erosion control
plan. This is beneficial to the contractor because he can design his plan around
materials he might have on hand at his construction yard. The elimination of the
design of those two items eliminated $83,640 from the design fee. However, by
shifting that to the contractor there will still come a point in time when the City will
be paying for those two plans.
4) The scope of the channel landscaping at the southwest corner of MacArthur and
Sandy Lake was reduced and the design of a gateway entrance was eliminated
because it is not part of this project. Those two items eliminated $27,000 from the
design fee.
5) There was a reduction in the number of public meetings. It is staff's opinion that
them could be an extensive number of public meetings. We have reduced the number
of public meetings in the base bid and have had Rady and Associates provide a per
meeting price if we exceed the current meetings in the base contract. This eliminated
$12,000 from the design fee.
6) Rady and Associates reviewed our water and sewer study and decided that
approximately $10,000 could be eliminated from the design fee because of
information the City currently has on hand.
All of the above items totaled together is approximately $241,260 eliminated from the Scope of
Services and/or the design fee. The remaining $61,450 was cut from their fee by simply
reducing the fee and by allowing for the City to have approximately one-half of the staff
meetings at their office where all the information is and by putting specific time tables on the
design that allows them to allocate their manpower more efficiently in the design of the project.
The Panel has reviewed the Scope of Services and has found it to be very detailed and
comprehensive of the task at hand.
The Panel has reviewed the attached Scope of Services and has negotiated quite diligently with
Rady and Associates in the amount of the fee and it is the Panel's opinion that the current fee
is an acceptable fee for the Scope of Services. The Panel recommends that the City approve this
design contract with Rady and Associates in the amount of $672,500 and will be available to
answer any questions at the City Council meeting.