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ST9302-AG 930622~ ~ . ,_. ~ ti .~ TM ~%~ ^ °~ ^~ AGENDA REQUEST FORM CITY COUNCIL MF.ETIl~iG June 2Z, 1993 ITEM NUMBER /~ ITEM CAPTION: Discussion and consideration for authorization to enter into a design contract, scope of services and compensation plan with Rady and Associates for the design of Sandy Lake Road from MacArthur Blvd. to Denton Tap Road in the amount of 8672,500.00 (8502,500.00 general fund and 8170,0(10.00 water revenue account) and authorization for the Mayor to sign. SUBMITTED BY: (Director's DATE: EVALUATION OF ITEM: See attached memo, 11 ~r, /'1 ',,!' ':'~ ' DATE BUDGET AMT, ~~~ r ~~ ~ ,~ L~~~`~` ,.~--..~ STAFF .. ) City Engineer OTHER REP.: ~~~~~~~ i ~. AMT. ESTIMATED FINANCIAL REVIEW BY G^-" AMT. + /- BUDGET CO~I'Si.: If approved, funds currently ava7able: Bond Ftimtls Interest Income Revenue Bonds, Series 1991 Bond Funds Currently Available Funds Contract Amoun[ Remainder to be Funded and Transferred from General Ftiod Balance LEGAL REVIEW BY: -- AGENDA REQUEST FORM REVISED 2/93 5484,078.00 8,529.00 150.000.00 5642,607.00 672,500.00 530,000.00 REVIEWID BY CM• _ _ ~ 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, Dire; for 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 qualifiEtl 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 oaf the standard details eliminated $40,0()0 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 awn 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 there 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 (:.ouncil meeting. EXHIBIT B SCOPE OF SERVICES SANDY LAKE ROAD A.~ID 24" WATER LINE A. PHASE ONE -CONCEPTUAL PLAN Data Collection and Analysis: The Engineer shall analyze background information relevant to the project and collected by the City of Coppell, including property and topographic maps (supplied on magnetic media), plats, maps and plans of water, sewer, streets, drainage, current and future land use, including but not limited to, planned developments and master plans (drainage and utility). The City will assist in the collection of franchise utility and pipeline company maps and construction plans, if available, by contacting local representatives and holding a Development Review Committee meeting. The City shall assist the Engineer in obtaining design plans of Sandy Lake Road east of McArthur Blvd. from the County of Dallas andlor their design consultant. The Engineer shall be responsible for contacting Dallas Water Utilities, the City of Flower Mound and other utilities or entities not identified above or not responding to initial requests for information by the City. Horizontal and_Vertical Alignment Determination: Develop the horizontal and vertical alignment of Sandy Lake Rd. from Denton Tap Rd. to McArthur Blvd. using City property and topographic maps. The alignment will be based on a six lane blvd. section and 110 feet of proposed right-of-way. Vertical and horizontal alignments will be verified during preliminary design utilizing field survey information. b. Detern~ine the centerline/baseline alignment using AASHTO design guidelines for horizontal and vertical sight and stopping distances. Consider drainage patterns within street rights-of-way and determine the limits of the proposed closed storn drainage system to convey runoff to existing outfall locations. Coordinate anticipated drainage at Moore Road with improvements beyond the project limits to be designed by the City. d. Locate median openings and driveway approaches within the limits of the project and make recommendations to City staff as to final geometry. City of Coppell Preliminary Scope of Services Page 2. e. Meet with City staff to determine areas of conflict between alignment geometry and right-of--way needs. Make final presentation to staff on the conceptual plan layout for ultimate six lane and four lane design. f. Obtain in writing from Owner acceptance of the Conceptual Design and directive to proceed with Preliminary Design. g. The Engineer will provide to franchise utilities, copies of the conceptual plans and any anticipated relocation information available at that time to facilitate relocation design plans. 3. Design Survey The Engineer's consultant shall perform field surveys necessary to prepare preliminary and final design of the proposed improvements. The survey shall include the following: a. Establish three "satellite" points on the ground for horizontal control at each end of the project limits and one at the approximate midpoint. b. Establish vertical control points in the form of permanent bench marks or temporary bench marks that are tied to available City survey vertical control based upon USGS datum. c. Make a topographic survey of existing features that may pertain to construction activities. Features shall include, but not be limited to, telephone poles, power poles, other visible utilities located on or above the surface, fences, retaining walls, water meters, manholes, vaults, sprinkler heads, and other permanent or temporary structures. Buildings, trees, steps and other topographical features which may be of interest to the City, area residents and adjacent property owners in discussing proposed improvements shall also be located. d. Abstracting plats and properties from the Dallas County Courthouse for purposes of identifying property description, current ownership, street address and legal address of properties along Sandy Lake Road, adjacent to the proposed improvements. e. Determine the horizontal and vertical location of known and/or apparent underground utilities. In critical locations, utilities shall be uncovered by the City or the entity responsible for the utility to obtain exact City of Coppell Preliminary Scope of Services Page 3. locations. The Engineer shall coordinate with the City and the various utility companies to expose necessary utilities. f. Locate sufficient property corners throughout the project area in order to determine the limits of existing rights-of-way or easements and develop references to the proposed improvements to determine new right-of--way and/or easement requirements. g. Survey cross-sections at a maximum of 50-foot intervals of the existing roadway for use during the design and calculation of construction quantities. h. Collect available survey data relative to the adjacent drainage channel, for the areas upstream of McArthur Blvd. (a maximum of 1000 feet} for proposed channel and landscape improvements. Perforn~ field surveys to collect data not otherwise obtained that is necessary for the drainage analysis. Surveys shall not extend beyond 500 feet east nor 2000 feet west of McArthur Blvd. Surveys shall be tied to existing vertical control points provided by the City based upon USGS datum. 4. Landscape Design: a. Meet with City staff to evaluate the project site for visual quality/character, scenic view corridors, existing and anticipated land use adjacent to the roadway, areas to be screened or buffered, maintenance and safety concerns, and utility easements and drainage systems. Document analytical conclusions in graphical form and prepare a summary statement of project. issues, opportunities and objectives for presentation to city staff and citizen committee meetings. This work shall include Sandy Lake Road from Denton Tap to McArthur Blvd., the existing channel from McArthur Blvd. to 1000 feet west of McArthur Blvd. ,the McArthur Blvd. and Sandy Lake Rd. intersection and the east half of the Denton Tap Rd. and Sandy Lake Rd. intersection. b. Develop up to three alternative design concepts in plan view that are within the project budget, at a scale appropriate to adequately convey their design intent. A select number of cross-sections will be developed as needed to clearly communicate these alternatives. City of Coppell Preliminary Scope of Services Page 4. 5. Presentations and Public Forums: The Engineer shall attend and participate in a maximum of four (4) public forums to present the conceptual design of the project to the citizens of the City. The Engineer shall prepare presentation graphics for use at the public forums as deemed necessary by the Engineer to communicate information to the public and the Engineer shall participate in the presentations as deemed appropriate by the City staff. B. PHASE TWO -PRELIMINARY DESIGN 1. Hydrolo is and Hydraulic Ana~sis: Utilizing the data collected and suwey inforn~ation obtained during Phase One, the Engineer shall: a. Review the available data regarding existing and proposed drainage facilities to deternine location, capacities, discharges and the applicable drainage areas for each. b. Determine the. drainage basins and sub-basins for the project area in question and develop storm drain discharges for current and fully developed conditions for the 5, 25, 50 and 100-year events. c. Analyze the existing drainage channel (from McArthur Boulevard 1000 feet to the west) to determine alternatives for improvements. d. Develop design alternatives for maintenance of existing conveyance capacity and aesthetic enhancements to the drainage channel from McArthur Blvd, to 1000 feet west of McArthur Blvd. Alternatives shall not include improvements to the existing drainage structure on McArthur Blvd. south of Sandy Lake Road or downstream channel improvements east of McArthur Blvd. e. Review hydrologic and hydraulic analyses performed by others and furnished by the City to familiarize and incorporate the findings into the above analysis. 2. Preliminary Plans: The Engineer shall prepare preliminary plans for the accepted horizontal and vertical alignment that shall include the following: a. Preliminary alignment of the proposed street improvements (4 lane and 6 lane), intersection geometry, drive approaches, median openings, City of Coppell Preliminary Scope of Services Page 5. horizontal curve data with beginning and ending stations and centerline geometry. h. Determine the preliminary vertical alignment of the four and six lane boulevard using actual field surveyed data to confirm conceptual design topography. Station profile grade on 50 foot intervals using the outside top of curb for the inside four lane design. c. Preliminary alignment of the proposed drainage improvements including approximate size and location of inlet and. outlet structures, storm drain laterals, leads and inlets. d. Coordinate with City staff the horizontal and vertical location of the storm drain outfall at Moore Road to provide for extension of these facilities by the City. e. Identification of known utilities existing within the project limits and potential conflicts. The plans shall show proposed relocations of the same where owned by the City. The Engineer shall assist the City in coordinating the relocation of franchise or other utilities not owned by the City. The Engineer shall provide preliminary roadway and city utility plans to affected utilities. f. Determine impact of street grades and storm drain improvements on the existing 30" waterline. Develop a preliminary design to lower segments of the 30" waterline to avoid conflicts. Review location of and impact that the relocation of the line has on air/vacuum release valves. Determine new location of air/vacuum valve riser pipes and possible vaults around valves. g. Evaluate location, site, and impact of thrust blocking for relocation. Determine the type of trench backfill and method for placement and testing of same. h. Evaluate alterative locations for 24" waterline considering construction phasing, maintenance, and location of air/vacuum valves. Develop horizontal and vertical alignment of the proposed 24" waterline, thrust blocking, air and vacuum valves, isolation valve locations and conflicts with other utilities during construction. The limits of design and City of Coppell Preliminary Scope of Services Page 6. construction for the 24" waterline will be from McArthur Blvd. to approximately 50 feet west of Denton Tap Road. Determine the location of existing 8" and 16" waterlines within Sandy Lake Road. Evaluate impact of proposed improvements on existing lines and develop preliminary relocation plans if necessary. j. Determine location for new fire hydrants per City requirements along Sandy Lake Road. Verify horizontal and vertical grades of new fire hydrants. k. Design geometry of median openings, left turn lanes, and driveways. Consider grades on intersecting driveways and streets to provide acceptable transitions adjacent to and across Sandy Lake Road. Design traffic signalization layout including locations of controller cabinets and mast anus and poles for Heartz Drive and Moore Road. Conduit crossings will be designed for future signalization at the intersections of Samuel Drive and Mockingbird Lane. m. Design layout of street lighting including pole and light fixture type, spacing, pull box and transformer location for primary/secondary feed. Preliminary plans for this project shall be prepared at a scale of 1" equals 20 feet on single plan and profile sheets to such detail as is necessary to resolve appropriate issues prior to preparation of final design plans. Preliminary plans must be approved in writing by the City prior to the Engineer commencing with the preparation of final plans and contract documents. 3. Landscape Plan: a. Preliminary Design Based on the preferred alternative concept and written authorization from the City to proceed, the Engineer will undertake preliminary design on the selected improvements in order to refine the concepts and establish reliable estimates of Probable Constn-ction Costs. City of Coppell Preliminary Scope of Services Page 7. Using appropriate scaled plan sheets, prepare a schematic landscape plan for Sandy Lake Road. The drawings, to be preliminary in nature, will illustrate in plan and section the Engineer's recommendations for plantings, lighting, walkways and landscape berming within the boulevard rights-of--way. Cost variables will include quantity, type and size of trees, and inclusion/exclusion of landscape features. The plans will be accompanied by suggested budgets for the landscape development. The preliminary design plans, details, and projected costs will be presented to, and discussed with, the City staff. Any design refinements necessary prior to public presentation will be identified. Following review by City staff, presentation at a public meeting, and approval of the Schematic Design by the City, the selected concept will be refined to show the following: • locations, dimensions and materials for special paving location; • light fixture type, size and location; • location, type and spacing for plant materials; • location for berm grading and retaining wall screening. b. Irrigation Design (1) Coordinate with City staff as to styles and models of irrigation equipment, location of controllers, sprinkler heads, double check valves, metering, etc. to establish design guidelines for this project. Identify preferred system components and manufacturers. Consider: • Turf grass rotor locations and type. • Turf spray head locations and type. • Subsurface/drip applications in shrub/ground cover beds. • Supplemental tree irrigation. • Style and method of solenoid valve installation. • Use of soil moisture sensors, rain sensors, and temperature. City of Coppell Preliminary Scope of Services Page 8. • Style of PVC pipe make-up system. (2) Develop a conceptual plan of the overall area which illustrates the location of points of connection to existing water supply lines and electrical. service. (3) Coordinate with City staff and Landscape Architect those areas requiring irrigation initially and those areas where future irrigation is desired. Determine location of future sleeves/conduit to facilitate expansion of irrigation system. (4) Calculate typical water consumption and the cost of such for the project area based on planting design. (5) Coordinate with franchise utility to obtain power sources to run controller and valves, location of secondary power feeds. 4. Geotechnical Investi atg ion: The Engineer shall retain the services of a qualified geotechnical engineering firm to obtain soil borings and perform the laboratory analyses of the samples obtained to facilitate the determination of the general characteristics and classification of the soil in the project area. The geotechnical engineer shall prepare a report recommending any special requirements for excavation or embedment of below ground/underground structures, foundation requirements for underground structures if a part of the proposed improvements and soil/rock classification for use by contractors during the bidding phase of the project. a. Identify geotechnical bore locations by centerline station offset and elevation at existing ground adjacent to the edge of hole. b. Drill 20 borings to 20-foot depth (one boring per 500 linear feet of roadway). Verify existing utility locations prior to drilling. Backfill/patch bore holes at completion. c. Laboratory Investigation will include: • 120 Moisture content and laboratory classifications; • ?0 Atterburg Limits; • S Lime Series; City of Coppell Preliminary Scope of Services Page 9. • 1 Sulfate test per bore hole to check for lime-induced heaving potential; • Unconfined compressive strength tests; • Unconsolidated Undrained Direct Shear tests for trench cut/stability considerations, and; • Unit weight determinations. d. Engineering Analysis and Report: • Provide summary of subsurface conditions; • Provide recommendation for the optimum lime concentration for subgrade stabilization; • Comment on sulfate content testing and special recommendations for subgrade treatment to prevent the potential for lime-induced heaving; • Provide recommendations for a temporary road (approximately 1-year life with no heavy trucks) during road construction activities; • Provide trench backfill methodology, compaction, and placement comments; and, • Provide four copies of the report. S. Preliminar~ost Projection: The Engineer shall prepare and present to the City along with the Preliminary Plans a preliminary cost projection for construction of the proposed improvements. The Engineer's cost projection shall be based upon the most recently available cost data for projects of a similar nature and scope and the professional judgment of the Engineer. The cost projection shall not be considered a guarantee of the construction cost of the project or the bids that may be received on the project nor shall the cost projection contain any allowance for costs associated with the acquisition of rights-of-way andlor easements for the construction. 6. Presentations and Public Forums: The Engineer shall attend and participate in a maximum of two ~2) public forums to discuss the preliminary design of the project with the City Council, citizens and/or interest groups of the City. The Engineer shall prepare presentation graphics for use at the public forums as deemed necessary by the Engineer to communicate information to the public. The Engineer shall participate in the presentations as deemed appropriate by the City staff. City of Coppell Preliminary Scope of Services Page 10. 7. City Review: Upon completion of the preliminary plan documents, the Engineer shall present two complete sets of the design documents to the City staff for review. Upon completion of the final review by the City, the Engineer shall review the City's comments and incorporate the appropriate changes into the final design. For review purposes the Engineer shall submit two (2) copies of the plans to the City. These will be reviewed and checked by the City and one (1) copy returned to the Engineer with the desired changes noted. Each set of plans shall be stamped "Preliminary" and dated by the Engineer. 8. Contract Time: The Enginee-r shall deliver the preliminary plans to the City for review in a maximum of six (6) months and the City shall allow a minimum of five (5) months for completion of the same. Said time of delivery shall commence upon written acceptance of the conceptual design and shall be exclusive of the time necessary for interim reviews by the City. C. PHASE THREE -FINAL DESIGN Survey -Rights-of-Way: The Engineer shall prepare the necessary easement and/or right-of-way documents for the proposed alignment to be utilized during acquisition. These easements shall be prepared for each parcel and shall include the following: a. Survey side, bearing lines of properties for purposes of closure on rights- of-way takes. b. Rights-of-way and Easement Determination: The Engineer shall survey, render field notes, and prepare plans and individual exhibits for additional rights-of-way and permanent and/or temporary construction easements needed. Rights-of-way and Easement plans shall include the following: (1) Location of existing property pins found referenced by station and offset from the street centerline. (2) I~cation of easement limits either by station and offset from the street centerline or by offset distance from an existing property line. City of Coppell Preliminary Scope of Services Page 11. (3) Area of rights-of-way or easement required. (4) Parcel number. (5) Lot and block of subdivision or tract and survey identification of the parcel. (6) Name and street address of the last known owner according to the current tax roles of the City. (7) Limits of existing easements and/or rights-of-way. (8) The above information shall be presented on 8-1/2" x 11" paper for each parcel to be acquired and shall also be sealed by a Registered Professional Land Surveyor. The Engineer shall submit above rights-of-way and easement information after approval of the Preliminary Plans in order to allow the City sufficient time to acquire said rights-of-way and/or easements prior to commencement of construction. Upon notification of acceptance of the rights-of--way and easement plans and exhibits by the City, the Engineer shall locate and mark in the field the limits of the proposed rights-of-way and/or easements in a manner sufficient for the property owners to identify same. 2. Final Plans and Contract Documents: Upon acceptance of the preliminary plans by the City, the Engineer shall prepare final plans and contract documents suitable for the advertisement and receipt of bids for construction of; relocation of the 30" waterline, 24" waterline, major utility adjustments, storm drainage system, paving, lighting, sidewalks, landscaping and irrigation. The final design submittal shall include the following: a. Cover sheet. with location map. b. Plan and profile sheets of the relocation of the City of Dallas 30" water line and the 24" water line improvements prepared on single plan and profile sheets at a scale of 1 inch equals 20 feet (horizontal) and 1 inch equals 2 feet (vertical). City of Coppell Preliminary Scope of Services Page 12. c. Water and sanitary sewer relocation plans prepared on separate plan and profile sheets at a scale of 1 inch equals 20 feet (horizontal) and 1 inch equals 2 feet (vertical). d. Plan and profile sheets of paving and drainage improvements prepared on single plan and profile sheets at a scale of 1 inch equals 20 feet (horizontal) and 1 inch equals 2 feet (vertical). e. Drainage area map indicating drainage facilities with size of proposed structures, area discharges, times of concentration and acreage oi` drainage areas. f. Drainage computation sheet reflecting hydrologic and hydraulic calculations for the proposed improvements. g. Grading plans showing critical spot grades and cross sections of proposed earth berms showing the size and shape of such berms, and other information required for implementation of the grading plan. h. Planting plans to locate and identify items of plant material to be used. A plant list, including quantity, size and variety of materials, will appear on the drawing. Technical specifications not included in the standard specifications. j . Irrigation: (1) Irrigation design plan sheets indicating sprinkler head placement, sleeving for water and wire routes, pipe routing and sizing, controller locations, valve assignments to a controller, system isolation valves and other miscellaneous items which convey the ultimate final working product. (2) Irrigation component assembly details. (3) System programming schedules indicating run times to apply 1" of water. (4) Technical specifications for irrigation. City of Coppell Preliminary Scope of Services Page 13. k. Traffic signalization plans including detector loops, controller cabinet locations, mast arm and pole locations, phasing diagrams and appropriate details for the intersections of Heartz and Moore Rd. The plans shall include dry conduit crossings for future signalization at the secondary intersections of Samuel and Mockingbird Lane. Street lighting plans including pole and light fixture type, spacing, foundation, conduit size and location, pullbox and transformer locations for primary/secondary electrical feeds. m. Miscellaneous non-standard details and typical sections shall be included in the plans. Standard details provided by the City shall. be incorporated as furnished upon review by the engineer and shall not be computer generated nor modified as part of the basic services included under this contract. n. Contract documents including notice to bidders, instructions to bidders, form of proposal, standard payment, performance and maintenance bonds, standard form of agreement, special provisions, special specifications and standard details. The Engineer shall prepare the contract documents utilizing the North Central Texas Council of Governments (NCTCOG) Standard Specifications for Public Works Construction, including the general conditions of agreement. Technical Specifications shall be based on State Department of Highways and Public Transportation (SDHPT) and NCTCOG. o. Provide construction control points approximately every 800' or the nearest side street. Control points will be set outside of the limits of proposed construction. p. The final design plans and contract documents shall be sealed and signed by a Professional Engineer, Registered Landscape Architect and Irrigator licensed by the State of Texas. q. The final design plans shall be prepared on Autocad Release 11 or greater utilizing the Engineer's standard layering system. Special specifications for Autocad production of plans shall be incorporated in the project as part of the basic services at the Engineer's discretion. Customization of the Engineer's standard layering system shall be considered as additional services to the contract. City of Coppell Preliminary Scope of Services Page 14. 3. Final Cost Projection: The Engineer shall prepare and present to the City along with the final plans and contract documents a final cost projection for construction of the proposed improvements. The Engineer's cost projection shall be based upon the most recently available cost data for projects of a similar nature and scope and the professional judgment of the Engineer. The cost projection shall not be considered a guarantee of the construction cost of the project or the bids that may be received on the project. 4. City Review: Upon completion of the final plans and contract documents, the Engineer shall present two complete sets of the construction documents to the City staff for review. Upon completion of the final review by the City, the Engineer shall review the City's comments and incorporate the appropriate revisions into the final documents prior to the bidding phase. For review purposes the Engineer shall submit two (2) copies of the; plans and specifications to the City. These will be reviewed and checked by the City and two (2) copies returned to the Engineer with the desired corrections noted. Two (2) complete sets of the corrected copies shall be returned to the City along with one (1) copy of the original review plans and specifications. Each set of plans shall be stamped "Preliminary" and dated by the Engineer until the final approval of the plans by the City, whereupon the word "Preliminary" shall be omitted and the plans shall be stamped "Final" on the cover sheet and dated by the Engineer. 5. Utility Coordination: The Engineer shall distribute to utility companies, including but not limited to, franchised utilities and pipeline companies which have facilities within the limits of the Project, construction plans for the Project. The above mentioned construction plans shall consist of the following: One set of approved and dated conceptual plans One set of approved and dated preliminary plans One set of approved and dated "final plans." The Engineer shall. obtain from the utility companies, their best estimate of time required for any necessary relocations and provide the City with the same. City of Coppell Preliminary Scope of Services Page 1 S . The Engineer shall coordinate with the utility companies any proposed improvements, either on the surface, below the surface, or above the surface, that may be affected by the Project. This will include, but not be limited to franchised utilities, City of Flower Mound, City of Dallas Water Utilities, County of Dallas and pipeline companies, which have facilities within the limits of the Project. The Engineer will indicate on the final plans said proposed improvements both on plan and profile. The Engineer shall not be responsible for acting as the City's representative during such coordination and shall serve strictly as a liason between the utilities and the City for the purposes of such activities. 6. Contract Time: The Engineer shall deliver the final plans to the City for review in a maximum of six (6) months and the City shall allow a minimum of five (5) months for completion of the same. Said time of delivery shall commence upon written acceptance of the preliminary design and shall be exclusive of the time necessary for interim reviews by the City. D. PHASE FOUR -BIDDING Advertisement for Bids: The Engineer shall, upon approval. of the final plans and contract documents, prepare the construction documents for advertisement and bidding. The Notice to Bidders shall be submitted to the Purchasing Department for submittal to the newspaper of record of the City for publication to advertise bids to be received on a date acceptable to the City. Upon determination of the bid date, the Engineer shall print forty (40) sets of the final construction documents, forward copies of the construction documents to a maximum of four (4) local contractor organizations to be placed on file and be responsible for the issuance of sets of documents to interested contractors from the Engineer's office. The City shall be furnished three sets of final documents for use by the staff and placement on file with the Purchasing Agent during the bidding process. All costs for printing of final bid documents shall be the responsibility of the Engineer. Engineer shall retain all receipts from the issuance of contract documents to interested contractors. Additional copies will be printed at the request of the City as a reimbursable expense. 2. Opening of Bids: The Engineer shall attend the bid opening and assist in the receipt and opening of bids if desired by the City staff. Upon completion of the opening of bids the Engineer shall retain the bid documents for the City of Coppell Preliminary Scope of Services Page 16. purposes of tabulation and evaluation of the bids. The contract documents shall require bids be submitted in duplicate by the contractor. 3. Bid Tabulation and Recommendation of Award: The Engineer shall tabulate the bids received to verify the low bid and other bids and shall review the experience and qualifications of the low bidder to ascertain the ability of the contractor to adequately perform the work proposed. Upon review of the low bidder's experience, qualifications, bid submitted and bonds, the Engineer shall make a written recommendation of award of the contract, complete with a tabulation of the bids, to the City for consideration by the staff and City Council. 4. Preparation of Contract Documents: Upon award of the contract, the Engineer shall furnish and prepare six sets of contract documents for execution by the contractor and City. The Engineer shall forward said documents to the contractor for execution and insertion of bonds and when returned the Engineer shall review the documents for completion and compliance with the requirements of the contract prior to forwarding the documents to the City for execution. E. CONSTRUCTION ADMINISTRATION 1. Pre-Construction Conference: The Engineer shall participate in a pre- construction conference with representatives of the City, the contractor and necessary utility companies. The purpose of this conference shall be to establish the conditions under which the work will be performed, identify the individuals involved in the construction and construction administration, the utility company representatives and others that may be involved, determine the construction schedule and develop a working relationship early in the project. 2. Constnuction Observation: The Engineer shall make periodic visits to the project site to observe the general progress and character of the work in progress and determine in general if construction is proceeding in accordance with the Construction Documents. The basic services of this contract shall include a maximum of one visit per week to the project site during construction at an average of three hours per visit. City of Coppell Preliminary Scope of Services Page 17. 3. Other Constriction Services: a. The Engineer shall be available to provide interpretation of the plans, review of shop drawings and submittals when desired by the City, and review of periodic pay requests by the Contractor. The City shall have primary responsibility for the review of shop drawings, submittals and periodic pay requests and shall only require the services of the Engineer on a limited basis. b. The Engineer shall be available to review plant material photographs provided by the contractor. Any professional services rendered at the request of the City in the field selection of plant material shall be considered additional services. c. The Engineer shall locate andlor re-establish major construction control points and limits of the easements in the field prior to commencement of construction in a manner adequate for use by the Contractor. The Contractor will be responsible for staking the separate aspects of the project during the construction phase of the project and/or re-establishing the control. points if disturbed or destroyed. 4. Final Punch List and Recommendation of Acceptance: Upon substantial completion of construction, the Engineer shall participate in a final walk- through and punch list of the project to assist in developing a list of deficiencies to be corrected by the contractor prior to final acceptance. Upon completion of the punch list, the Engineer shall recommend acceptance of the project in writing to the City staff. 5. Record Drawings: The Engineer shall prepare a reproducible set of drawings of the project reflecting the contractors construction records. Upon completion of the drawings, the Engineer shall review the same and forward one set of reproducible record drawings to the City staff. 6. Set Property Comers: At the end of construction, and in accordance with state law, set new property corners of acquired right-of-way with iron pins. City of Coppell Preliminary Scope of Services Page 18. F. ADDITIONAL SERVICES Additional Meetings -City Council and/or Citizen Committees: The Engineer shall attend and participate in a maximum of six (6) public forum meetings, as part of the basic services, to present design concepts and consideration to the City Council and Citizenry Committee. Should additional public forum meetings be requested by City staff, the Engineer shall attend and participate in and be compensated for on a, per each meeting, lump sum basis. 2. Additional Meetings -City Staff: The Engineer shall attend on average, one meeting per month for the duration of design phase work (anticipated to be 18 months), in all approximately eighteen (18) meetings. The Engineer and City agree that a minimum of fifty percent (50%) of the meetings shall be held at the offices of the Engineer. Should additional meetings be requested by City staff, the Engineer shall attend and participate in and be compensated for on a, per each meeting, lump sum basis. 3. SandX Lake Road and Moore Drive Intersection: The Engineer shall breakout final plans and develop contract documents for the intersection of Sandy Lake Road and Moore Drive from the end of the left turn lanes of each street to include paving, drainage, existing and proposed utilities and signalization upon request by the City. These services shall be considered as additional services under this contract. 4. Water System Analysis: Upon request of the City, the Engineer shall perform a hydraulic water system analysis to evaluate the proposed water system improvements proposed under this contract. This work shall include: a. Collect data relative to the City of Coppell and City of Flower Motmd water system including; water system maps, pump and storage information, existing hydraulic system models, operational criteria, condition of individual components and water lines, diurnal demand distributions for each pressure plane and other relative information deemed necessary. b. Update and edit existing hydraulic models furnished by the City to reflect existing conditions and operational criteria and update the model for new computer analyses. City of Coppell Preliminary Scope of Services Page 19. c. Revise demands on hydraulic model to reflect those conditions expected during construction of the 24" waterline and relocation of the 30" water main. d. Revise demands on existing pump stations for expected average day conditions and prorate performance criteria for the same. e. Incorporate the diurnal demand distribution into the hydraulic models in order to perform extended period simulations of the pressure planes. f. Finalize model by reviewing internally and with City staff information regarding pump performance and staging, on/off settings, tank elevations, pressures, capacities and line conditions of 30" transmission main. g. Evaluate alternatives for the removal of the 30" water transmission main from service between McArthur Blvd. and Denton Tap Rd. 1. Cross-connect the City's 16" waterline at Denton Tap Rd. with the 30" City of Dallas waterline to facilitate the supply of potable water to Flower Mound on an interim basis in order to expedite the relocation of the 30" waterline within the project limits. 2. Cross-connect the City's proposed 24" waterline at Denton Tap Rd. and McArthur Blvd. with the 30" City of Dallas waterline to facilitate the supply of potable water to the City of Flower Mound on an interim basis to expedite the relocation of the 30" waterline within the project limits. 3. Installation of an in-line booster pump along the 30" transmission main to offset deficiencies in pressure or head caused by the cross- connection with the City of Coppell. 4. Cross-connect the City's system and supplement additional demand needs with the City of Lewisville's water supply. h. Prepare and present a report describing the technical approach, findings, conclusions,and recommendations for review by the City staff. The report shalt include appropriate exhibits for use in presentations. City of Coppell Preliminary Scope of Services Page 20. REVISIONS TO PLANS AND SPECIFICATIONS The Engineer shall be responsible for the professional quality, technical accuracy, and the service furnished under this Service Contract. The Engineer shall, without additional compensation, correct or revise any errors or deficiencies in such goods, services and instnnnents of service. Neither the City's review, approval or acceptance of, nor payment for, any of the work shall be construed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement, and the Engineer shall he and remain liable to the City in accordance with applicable law for damages to the City caused by any defects or deficiencies in the work or Engineer's negligent performance of the Work. The rights and remedies of the City under this Agreement are in addition to any other rights and remedies provided by law. The City reserves the right to direct substantial revision of the plans, special provisions, and specifications after due approval by the City as City may deem necessary, but in such event the City shall pay the Engineer just and equitable compensation for services, rendered in making such revisions. In any event, when the Engineer is directed to make substantial revisions under this Section of the Contract, the Engineer shall provide to the City a written proposal for the entire costs involved in providing the City a completed set of plans and specifications including special provisions and the time required to complete the various phases involved in the revisions. Prior to the Engineer undertaking any substantial revisions as directed by the City, the City must authorize in writing the nature and scope of the revisions and accept the method and amount of compensation and the time involved in all phases of the work. We are aware of the potential impacts of All-ways Alternate transportation plan. We will consider possible impacts, however, any design revisions as a result will be grounds for additional compensation. City of Coppell Preliminary Scope of Services Page 21. EXECUTED this day of A.D., 1993 ATTEST: CITY OF COPPELL City Secretary Tom Morton Mayor ENGINEER: William B. Ratliff, P.E. Vice-President EXHIBIT C COMPENSATION TO ENGINEER AND TIME FOR COMPLETION A. PHASE ONE -CONCEPTUAL PLAN Basic Services -For all services listed in the Scope of Services for Phase One, the City shall pay the Engineer a lump sum fee of $115,050.00. These fees shall be divided as follows: General Fund $96,025.00, Water Fund $19,025.00. Schedule of Services -Upon written authorization to proceed, the Engineer shall complete all Phase One services and be prepared for public meetings within four (4) months. This schedule assumes timely review by city staff and availability of data necessary to complete Phase One services. B. PHASE TWO -PRELIMINARY DESIGN Basic Services -For all services listed in the Scope of Services for Phase Two, the City shall pay the Engineer a lump sum fee of $179,640.00. These fees shall be divided as follows: General Fund $122,840.00, Water Fund $42,800.00. Schedule of Services -Upon written approval of the Conceptual Plan and authorization to proceed, the Engineer shall complete all Phase Two services and submit Preliminary Plans for review within a maximum of six (6) months and shall be allowed a minimum of five (5) months for the same. This schedule assumes timely scheduling of public forums and timely performance of City reviews. C. PHASE THREE -FINAL DESIGN Basic Services -For all services listed in the Scope of Services for Phase Three, except Item 1, the City shall pay the Engineer a lump sum fee of $252,913.00. These fees shall be divided as follows: General Fund $190,113.00, Water Fund $62,800.00. Reimbursable Services -For the services listed in the Scope of Services for Phase Three, Item 1, the City shall reimburse the Engineer for preparing thirty-five easement and/or right-of-way parcel descriptions $680.00 per each parcel, for a total of $23,800.00. Should it be determined by the Engineer and approved by the City that additional parcel surveys and descriptions are necessary, they shall be prepared and the Engineer reimbursed a total compensation of $680.00 per parcel . Schedule of Services -Upon written approval of the Preliminary Plans and authorization to proceed, the Engineer shall complete all Phase Three services and submit Fina] Plans and Contract Documents for review within a maximum of six City of Coppell Compensation to Engineer Page 2. (6) months and shall be allowed a minimum of five (5) months for the same. This schedule assumes timely performance of City reviews. Following the final review by the City, the Engineer shall complete all necessary corrections within 3 weeks and prepare the final construction documents for bidding. D. PHASE FOUR -BIDDING Basic Services -For all services listed in the Scope of Services for Phase Four, the City shall pay the Engineer a lump sum fee of $6,500.00. These fees shall be divided as follows: General Fund $4,500.00, Water Fund $2,000.00. Schedule of Services - Due to the nature of the bidding phase of a project, no time limitation of the Engineer's services shall be identified herein. E. PHASE FIVE -CONSTRUCTION ADMINISTRATION Basic Services -For all services listed in the Scope of Services for Phase Five, except Item 6, the City shall pay the Engineer a lump sum fee of $73,897.00. These fees shall be divided as follows: General Fund $50,522.00, Water Fund $23,375.00. Reimbursable Services -For the services listed in the Scope of Services for Phase Five, Item 6, the City shall reimburse the Engineer for setting thirty-five easement and/or right-of-way parcel corners at a cost of $20.00 per each parcel corner, for a total of $700.00. Should it be determined by the Engineer and approved by the City that additional parcel corners be set, they shall be set and the Engineer reimbursed a total compensation of $20.00 per parcel corner. Schedule of Services - Due to the nature of the construction phase of a project, no time limitation of the Engineer's services shall be identified herein. F. ADDITIONAL SERVICES Additional Meetings with City Council and/or Citizen Committees -The engineer shall attend a maximum of six (6) public meetings as a part of the basic services identified above. Should the City request the attendance by the engineer at additional public meetings, the Engineer shall be compensated on a per meeting basis at the rate of $2,000.00 each. Said compensation shall be full payment for City of Coppell Compensation to Engineer Page 3. preparation for and attendance at said meetings. Additional Meetings with City Staff -The engineer shall attend a maximum of eighteen (18) meetings with City Staff as a part of the basic services identified above. Should the City request additional meetings with the Engineer, the Engineer shall be compensated on a per meeting basis at the rate of $800.00 each. Said compensation shall be full payment for preparation for and attendance at said meetings with the stipulation that a minimum of tifty percent (50 o) of said meetings shall be at the offices of the Engineer. Sandy Lake Road and Moore Drive Intersection -The Engineer shall, at the request of the City, prepare an independent set of contract documents for the construction of the paving, drainage, utility relocation and signalization improvements at the intersection of Sandy Lake Road and Moore Drive. The Engineer shall be compensated for such services on a lump sUm basis for a total of $10,000.00. Water System Analysis -The Engineer shall, at the request of the City, perform a water system analysis to determine alternative construction methods in accordance with the scope of services for the same. The Engineer shall be compensated for such services on a lump sum basis for a total of $20,000.00. EXECUTED this__day of __, A.D., 1993 ATTEST: CITY OF COPPELL City Secretary Tom Morton Mayor ENGINEER: Rady and Associates, Inc. William B. Ratliff, P.E. Vice-President C. Swearing in of Alternate Cable Review Board Member Margaret Quinn, who was appointed by [he Council at the June Sth Council Meeting. Mayor Morton swore in Margaret Quinn as a new member of the Cable Review Board. 10. Consideration and approval of an ordinance amending Chapter 9 of the Code of Ordinances by empowering the City to regulate water wells in the City of Coppell and authorizing the [vlayor to sign. After lengthy discussion, it was decided that Councilmember Weaver will work with Steve Goram, Director of Public Works, and bring this item back to the next City Council meeting. No further action was required on this item. 11. Consideration and approval of a Deed Without Warranty to convey land located at the Southwest corner of Andrew Brown Park, West of Denton Tap Road and bordering Cottonwood Creek, totaling 4,454 square feet, to Centex Real Estate Corporation and authorizing the Mayor to sign. This item was pulled at the request of Staff. 12 Discussion and consideration for authorization to enter into a design contract, scope of services and compensation plan with Rady and Associates for the design of Sandy Lake Road from MacArthur Blvd. to Denton Tap Road in the amount of $672,500.00 ($502,500.00 General Fund and $170,000.00 Water Revenue Account) and authorization for the Mayor to sign. Mayor Morton recognized Uie citizens who were present to support the inclusion of bike trails in the design. Ken Griffin, City Engineer, made a presentation to Council. Mayor Pro Tem Robertson moved to approve the scope of work of services to Rady and Associates for the design of Sandy Lake Road from MacArthur Boulevard to Denton Tap Road not to exceed the amount of $672,500.00, with financing as indicated by [he Finance Department, and that the City will receive full credit for any services not used, and that Rady and Associates recognize the concerns of the citizen when designing the project. Councilmember Stately seconded the motion; the motion carried 5-0 with Mayor Pro Tem Robertson and Councilmembers Weaver, Stately, Reitman, and Garrison voting in favor of the motion. 13. Discussion and consideration of allocating funds set aside in the Fiscal Year 1992/93 budget for drainage and roadway improvements to participate in the drainage solution at the intersection of Moore Road and Sandy Lake Road and authorizing the City Attorney to prepare a contract for the City's participation in the drainage solution with the owner of the property at the northeast corner of Moore and Sandy Lake at a "not to exceed dollar amount" to be determined by City Council. Ken Griffin, City Engineer, made a presentation during Work Session. Ken Griffin briefed the Council on the'fexas Water Law. M1ayor Pro Tern Robertson moved to have the City Attorney and City Engineer to draft a contract with Mrs. Austin and bring back to Council with a dollar amount not to exceed $[30,000.00. Councilmember Reitman seconded the motion; the motion ';tiled ~-3 with Mawr Pro "I~em Robertson and Councilmember Reitman voting in favor of the motion; and Councilmembers Weaver, Stately, and Garrison voting against of the muuun. CounciLnember Stately requested Staff to provide some history regarding the allocation of funds in this type of matters. Mayor Morton requested that this item be scheduled for reconsideration at the next Council Meeting. Barbara Austin discussed this matter with the Council. CM062293 Page 3 of 7 .~ N O~ ...~ M .~ n ~~ t r-,., ~ U ~H Y to 1 G r0 ~ ,~ U ~ ~ ~ ~ 1 "~ ~ N i u 1 I ~~ to V n 0 a b a~i ~ app p *~,+ o~i ~ ~ aQ ~N W a N G A ~ ~ I O ~U ~~ ~ ~, a w~ 0 ° o ~ M ~ ~ ~ o ~ p N tS ~, ~ ~__ _. 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