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ST9302-CS 921221 MEMO To: Alan D. Ratlift, City Manager From: Kenneth M. Griffin, P.E., City Engineer '~ RE: 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 for the design of Sandy Lake Road. The Scope of Services includes information to be required in the request for 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: 1. A request for proposal would be mailed out to approximately 10-20 consulting engineering firms around the area. Also a notice would be placed in the paper soliciting requests for proposals from any other firm who wishes to submit. 2. The request for 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 aforementioned panel has evaluated 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 added because of the magnitude of this design contract. If it is your opinion that the decision should be made at a staff level, then by all means I am quite confident that the aforementioned panel can make the final decision on the 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 convenience. 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 be seeking requests for proposals for the engineering design associated with Sandy Lake Road from MacArthur to Denton Tap. The proposal should contain, but not be limited to, the following 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 be 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 SERVICES 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 dam. 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 Evaluation Criteria: All proposals 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: 1) 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 firm's prior experience with projects of this type. 6) The City's past experience with the firm. · o: .MANAGER From: Kenneth M. Griffin, P.E., City ~r ~o~ of ~m f~ J ~ ~dy ~ R~d f~ ~~ur ~v~ to ~ton Tap Da~: ~m~ 21, 1~ A~ch~ ~ ~s memo is s ~ of of S~ ~clud~ ~fo~ m ~ ~~ ~ ~e ~t for pm~, g~ pmj~t ~foma~on, ~e ~ of ~e work, · e ~ ~e Ci~ ~ cho~ ~ ~ ~t m ~ ~e ~nsul~g ~~, I would pr~ ~e fo~o~ p~s: 1. A ~t for ~~ wo~d ~ ~ out m ~m~y 1~20 ~s~g eng~g ~s m~ci~g ~~ f~ ~s ~m ~y o~ ~ who ~sh~ m sub~t. 2.~e ~u~t for p~~ w~d Si~. Sjve Go~, ~ Si~, ~ my~lf would ~ ~de on a sho~ ~ of ~mxi~y ' ' ' ~ ~. ~e sho~ ~t of ~s would ~ ~ ~ew~ by a ~el ~nsis~g of my~lf, S~ve Go~, ~S' m~6~ el ~e q~fi~ ~ns~g ~~g ~s would ~ sub~ m ~ ' ~ a whole or to a su~m~ of ~e Counc~ for ~mmen~ of ~e d~ ~n~t. ~e Co~ would ~ ~e ~e ~ choi~ ~ who ~ aw~ ~e ~n~ct ~. ~e ~t s~ ~vol~g ~e C~n~ ff it is yo~ op~on ~at ~e d~ ~o~d q~ ~nfi~t ~at ~e ~omm~~ Jl ~ m~ ~e ~ d~ision ~ ~e ~nsul~ng en~~g ~ for ~s pmj~. ~t I h~ m ~mpBsh ~ ~s ~l~6on pr~ is ~e mmov~ of ~y bi~ op~ons by ~m~g ~e ch~ ~d b~ of a ~el ~l~on. I would ~ happy ~ di~uss ~s ~ of ~ or ~e ~u~t for p~ pros ~ you at your ~nv~en~. It is my d~ m fomnlize ~e ~ of ~ ~d r~u~t for pro~ tam,me ~ ~ly J~.