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ST9302-CS 930121 INTEROFFICE MEMORANDUM January 21, 1993 To: Dept. Frank Trando, Director Finance From: ~' ~ :~ Dept. Jim Ragsdill -/>~ '<' Purchasing Agent ']]-~=-: .< RFB for Sandy Lake Road This can not be sent out as a "Request for Proposal." Request for Proposal is restricted to "High Technology Procurement" only. The proper procedure is to send a Notice of Intent to select a consulting engineer for the design of Sandy Lake Road. Everything else is ok. It follows the procedure that we previously had laid out but never got approved. An S.O.P. should be established so that the same procedure will be used each time to select professional services. MEMO To: Alan D. Ratlift', Ci'~y Manager i:rtm~: Kenneth M. Griffin. P.E., City Engineer Scope of Services for Design of Sandy Lake Road from MacArthur Boulevard to Denton Tap Road Date: December 21, 1992 Attached to this memo is a Scope of Services tier the design of Sandy Lake Road. The Scope of Services includes intbrmation to be required in the r~ proposal, general project information, the scope of the work, and the evaluation criteria. Not being entirely familiar with the process the City has chosen in the past to select the consulting engineer, I would propose the following process: I. A r~hli~:;t foLpmp~vsal- would be mailed out to approximately 10-20 consulting engineering firms around the area. Also a notice would be placed in the paper soliciting raquc~ts for proposals from any other firm who wishes to submit. 2. The r4~lues't-'f~ proposals would be evaluated by myself, Steve Goram, and Gary Sieb. 3. Steve Goram, Gary Sieb, and myself would then decide on a short list of approximately four to six firms which we feel are qualified to perform this type of work. 4. Review list with City Manager. 5. The short list of firms would then be interviewed by a panel consisting of myself, Steve Goram, and Gary Sieb. 6. Review result of interview with City Manager. Schedule second interview by City Manager if deemed necessary. 7. After the ag~rementioned panel has ev',duated the shortlisted firms, a list of three qualified consulting engineering firms would be submitted to either the Council as a whole or to a subcommittee of the Council for recommendation of the design contract. The Council would then make the final choice on who to award the contract to. The last step involving the Council is add~exl.be.cau3e 9f the magnitude of this design contract. If it is your opinion that the decision~.'9~,'N~.a_.d.~.at a staff lg then by all means I am quite confident that the aforementioned panel can make the final decision on th'e consulting engineering firm for this project. What I hope to accomplish with this selection process is the removal of any biased opinions by incorporating the checks and balances of a panel selection. I would be happy to discuss this scope of services or the request for proposal process with you at your co~wenience. It is my desire to formalize the scope of services and request for proposal sometime in early January. SCOPE OF SERVICES FOR THE DESIGN OF SANDY LAKE ROAD FROM MACARTHUR TO DENTON TAP The City of Coppell will ire seeking re4~ propoils for the engineering design associated with Sandy Lake Road from MacArthur to Denton Tap. The proposal should contain, but not be limited to, the tollowing information: 1) A summary of the essential elements of the proposal, including a completion schedule for each element. 2) The technical approach to accomplish the objectives for the assignment. 3) The related experience of the consultant and the personnel assigned to the project. 4) A management plan, including identification of the project manager and key personnel assigned to the project. Background information on the people that will be working on the project should be included. 5) A list and status of current activity in the City. The list should include all public or private work within the last year and the last public or private project ever in Coppell, regardless of when it was designed. Project Information: Sandy Lake Road will be constructed as a four-lane divided roadway in six lanes of right-of- way. There is extensive drainage considerations along this project, most notably at the east end near MacArthur and near the intersection of Moore Road and Sandy Lake. The vertical grade will need to match several existing streets and the horizonal alignment will need to take into consideration existing right-of-way. In conjunction with the street construction, the City will bc constructing a 24" water transmission line. The design and location of the water line will be an integral part of the design of Sandy Lake Road. It is anticipated that the water line plans will be completed first, after the preliminary design, so that the construction of the water line can begin prior to the construction of the street. There will need to be coordination with existing water lines and gas lines and other utilities in Sandy Lake Road and any other utilities that may exist. A schematic layout of Sandy Lake Road, with the existing adjacent development and right-of-way, is included for your review. You should contact the Engineering Department to evaluate any available information. SCOPE OF SERVICFkS FOR THE DESIGN OF SANDY LAKE ROAD FROM MACARTHUR TO DENTON TAP Page 2 The scope of the work will be as follows: 1) Obtain and utilize all existing data. 2) Perform all necessary field surveys to accomplish the required design of the project. This will include establishment of vertical and horizontal control. 3) Obtain soil borings and determine soil conditions at specific locations along the proposed route. 4) Prepare cost estimates for the project. 3) Design and prepare construction drawings and specifications for the project. 4) Prepare all necessary documents for right of way acquisition. 5) Assist in the preconstruction bidding, review, and award of a construction contract. 6) Upon completion of the project, provide a set of reproducible as-built drawings. The Evalualion Criteria: All pro[xasals will be thoroughly evaluated by the City, after which negotiations will be initiated with the City's first choice. If negotiations fail to produce an agreement, negotiations will cease and the City' s second choice will be notified and so on, until the City can come to an agreement with an acceptable consultant. The contract will be awarded to the responsible firm whose proposal is determined to be the most advantageous to the City considering, but not limited to, the following factors: l) Understanding of the project. 2) Ability to complete the project in a timely manner. 3) Qualifications of personnel assigned to the project. 4) The type of services proposed. 5) The ~rm's prior experience with projects of this type. 6) The City's past experience with the firm. Alarl i'). Ratiitf, C'it,,' %,lzmagcr 5;tc,,c (;~,ra n, l)ircctor of P~tb!ic \Vorks (ii~rv .',;icb, Direct. or t~ia~ning & Community Services Kcnnct[', M. (_;rit't'in. t~.t].. Citv Engineer Request for Proposal - Sandy Lake Road Date: J ~m ,,iarv 5, , c)~ 3 Attached to this ,,,,~emo i,~ a preliminary list of consulting engineers to which a request for proposal would bc mailed. This list is dorapiled from firms that I have had dealings with over the last ten years and also firms that have recently expressed an interest in this project. This is a preliminary list. Prior to sending out the request for proposals, I would appreciate any additional firms that ,,:ou feel are capable of handling the project and also any deletions from this preliminary list bascZl on pric~r kno'~lcdge of dealings with the mentioned firms. My intent is to generat~ a list of tc~ to fifteen ,_.o;~ulting cr~gineers to which we would mail a request for pro[×~sal to. Wc ,,vouid also advertise this in a local paper or possibly the Dallas Morning News to generate requests, t'<~r proposals frcm~ any other firms that wish to pursue this project. Your help in helping to create th~s list is greatl, appreciated. If any additions or deletions could be forwarded back to myself' by Jitiluarv 15, it would be helpful in expediting this project. If you should have a~nv questions cir comments, please feel free to contact me at your convenience. FOR PROPOSAL - SANDY LAKE Graham Associates, inc. Centerpointe Two, Suite 400 .,16 Six Flags Drive ~r' i ington, 'i')[ -v 6011 Carter & Burgess, inc. '7950 Elmbrook Drive Suite 250 Dallas, TX 75247-4951 Shimek, Jacobs & Finklea 8333 Douglas Avenue, #820 Dallas, TX 75225 Sverdrup Corporation 4311 Oak Lawn, Suite 300 Dallas, TX 75219 HDR Engineering, inc. Suite 125 12700 Hillcrest Rd. Dallas, TX 75230-2096 Bink!ey & Barfield, inc. 12860 Hillcrest Rd. Suite 222A Dallas, TX '75230 Huitt-Zollars, Inc. 3131 McKinney Avenue Suite 600 Dallas, TX MSQ Engineering, inc. 5495 Beltline Rd. Suite 380 Dallas, TX 75240 Himicy-Horn & Associates, inc. 12660 Colt Road Suite 200 Dallas, TX 75251 Teague Nall& Perkins 220 W. Irving Blvdo Suite 2 Irving, TX 75060 Rady & Associates, Inc. 910 Collier Street Ft. Worth, TX 76102 11103 PFeston Road Shire 235 [Dallas, TX 75248 Lichiiter/Jameson & Associote5, Inc. 1420 W. Hockingbird Zane Suite }00 Dallas, TX i524'7-4906 Lockwood, Andre'~s & Newham, inc. 4521 S. Hulen Street Suite 104 Ft. Worth, TX 76109 Weir & Associates 4300 Beltway Place Suite 130 Arlington, TX 76018