ST0301-AG040914AGENDA REQUEST FORM
COPPELL
DEPT: Engineering/Public Works
DATE: September 14, 2004
ITEM #: 9/D
ITEM CAPTION:
Consider approval of amending the contract with Freese and Nichols, Inc. for the design of Bethel Road (from
Denton Tap to Freeport Pkwy.) and Coppell Road (from Bethel Rd. north to Cooper Ln.) in an amount of $53,140
as provided for in CIP funds; and authorizing the City Manager to sign.
IIII
GOAL(S): ~
APPROVED BY
CITY COUNCIL
ON ABOVE DATE
Motion to Approve
M - York
S - Brancheau
Vote - 6-0
Suhy absent
EXECUTIVE SUMMARY:
This revision to the contract for the design of Bethel Road (from Denton Tap to Freeport Pkwy.) and Coppell Road
(from Bethel Rd. north to Cooper Ln.) will allow the project to continue on schedule for construction of the
project.
Staff will be available to answer any questions at the Council meeting.
FINANCIAL COMMENTS: Funds are available in the 2000 Street CIP Accounts for this amendment.
Agenda Request Form - Revised 02/04
Document Name: #BethelRd-lAR
MEMORANDUM
FROM THE
DEPARTMENT OF ENGINEERING
To:
From:
Date:
RE:
Mayor and City Council
Kenneth M. Griffin, P.E., Director of Engineering/Public Works
September 14, 2004
Consider approval of amending the contract with Freese and Nichols, Inc. for
the design of Bethel Road (from Denton Tap to Freeport Pkwy) and Coppell
Road (from Bethel Rd. north to Cooper Ln.) in an amount of $53,140 as
provided for in CIP funds; and authorizing the City Manager to sign.
On May 27, 2003 City Council approved a contract with Freese and Nichols, Inc. for the design of
Bethel Road (fi.om Denton Tap to Freeport Pkwy) and a portion of Coppell Rd. (fi.om Bethel Rd.
north to Cooper Ln.) During the course of the design of this project several issues have come up
which necessitated a request fi.om Freese and Nichols for an adjustment to their design fee.
The following is a brief description of each pay item.
1) Item A of the Contract Change Authorization Form is for additional surveying.
During the original scoping of Bethel Road it was anticipated that only four parcels of right-of-
way would be required for this project. Originally, it was anticipated that fight-of-way would
only be required fi.om the Alexander tract and the First Baptist Church tract, at the intersection
of Bethel Rd. and Denton Tap. Rd.; and potentially one or two tracts in the downtown area on
Bethel Rd. During the course of the design, it has been noted that additional right-of-way will
be required for prescriptive right-of-way and also for comer clips at the intersecting streets.
Each right-of-way parcel required surveying to create the legal descriptions.
2) Items B, C & D of the Contract Change Authorization Form are associated with the Coppell
Road sanitary sewer line.
During the construction of the Coppell Town Homes the sewer line within the Coppell Town
Homes was tied into the existing sewer line in Coppell Rd. Prior to that connection being
made, the City TV'd the existing sanitary sewer to determine its condition. It was determined
that the existing sanitary sewer line should be replaced with the construction of Coppell Rd.
The sewer line is currently showing signs of deterioration; and constructing a new road over an
old sewer line could create problems in the future if the sewer line develops more extensive
problems.
3) Item E on the Contract Change Authorization Form is related to the ongoing situation
associated with the "Water of the United States".
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
Council may recall that the existing creek, south of the intersection of Freeport Pkwy. and
Bethel Rd. proceeding in an easterly direction and crossing Bethel Rd. east of Loch Lane and
then proceeding in a northerly and easterly direction across Coppell Rd. near the Senior
Citizen's Center has been designated as 'Waters of the United States'. Because of that
designation, the City an undertaken extensive evaluations of the creek and also reviewed items
which the City may be required to perform in order to construct the drainage associated with
Bethel Rd. A large part of that drainage consideration is contained within the Bethel Rd.
project from Freeport Pkwy. to the west city limits.
However, each change or modification made to the channel section with that project also
impacts the culverts beneath Bethel Rd. (near Loch Lane) and Coppell Rd. (north of the Senior
Citizens Center). This fee adjustment will modify the plans and also assist in obtaining
additional permitting required for working within the 'Waters of the United States'.
4) Item F on the Contract Change Authorization Form pertains to an evaluation of the current
Bethel Rd. bridge, west of the entrance to the Springs subdivision.
During the design phase of Bethel Rd. there has been some concern expressed whether or not
the bridge could be rebuil~ without having to shut down Bethel Rd. for approximately six
months. We are currently exploring several options i.e., constructing the bridge in several
phases, moving the bridge north and acquiring additional right-of-way from the property north
and leaving the existing bridge in place while constructing the new bridge nortl~or evaluating
the existing bridge sub-structure to determine if the existing bridge can remain. The existing
bridge is somewhat lower than needed in regard to the 100-year floodplain elevation associated
with Grapevine Creek.
Again, this item is an analysis of the bridge section. If it is determined that the bridge cannot
remain, then at some point in the future an agenda item will be brought forth seeking approval
to close Bethel Rd. during the construction of the new bridge.
5) Item G on the Contract Change Authorization Form is additional general expense associated
with the increase in the contract.
The original request from Freese and Nichols, Inc. was for an increase of $76,900. Staff has met
with representatives of Freese and Nichols, Inc. to discuss several items associated with the increase
request. Therefore, the requested increase has been lowered to $53,140.
Staff recommends approval of the amendment to the contract with Freese and Nichols, Inc. in the
amount of $53,140. Staff will be available to answer any questions at the Council meeting.
"CITy OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
CONTRACT CHANGE AUTHORIZATION FORM
Client: City of Coppell F&N Project No.: CPL03243
255 Parkway Blvd
Coppell, Texas 75019 Client Contract Ref.:
Attn: Ken Griffin
Date: August 19, 2004
Project Description: Bethel & Coppell Road Paving & Utility Improvements
Description of Services Added/Deleted:
A. Additional Survey
· Prepare 18 (22 total, 4 included in original contract) Permanent Right-of-Way documents ($825
each)
· Prepare 4 Permanent Drainage Easement documents ($385 each)
· Deliverables: Two copies of easement documents
· Additional fee: $16,390 expense
B. Preliminary engineering design services for replacement of Coppell Road sanitary sewer from
Copper Lane to Bethel Road. Approximately 1500 LF of 8~ sanitary sewer will be replaced. There
is a proposed aerial crossing on the upstream face of the Coppell Road culvert. It is proposed that
the aerial crossing be designed with two piers on to support the sewer line. Plans to include sewer
plan & profile sheets and all necessary detail sheets.
· Deliverables: Preliminary design plans to be submitted prior to 90% submittal of the rest of the
project.
· Additional fee: $13,250 labor
C. Final engineering design services for replacement of Coppell Road sanitary sewer. This includes
preparation of final plans and specifications.
· Deliverables: Additional plans and specifications to be included in final submittal
· Additional fee: $5,200 labor
D. Additional construction phase services due to proposed sewer construction
· Additional fee: $1,250 labor
E. Hydrologic and hydraulic modeling services provided as part of design development of Bethel Road
culvert crossing. Updated parameters and converted to a newer model using a culvert modeling
approach. Updated the plan and profile sheets to reflect the model. Additional coordination with
City staff regarding channel design and hydraulic conditions related to the TransSystems model and
design. Identified the need for a permit and coordinated with Alan Plummer Associates to provide
calculations and designs for the permitting process.
· Additional fee: $7,788 labor
F. Investigate the option of raising the existing Bethel Road bridge deck by adding a concrete overlay
and adding sidewalks to either side of the existing bridge. Provide a recommendation with an
opinion of probable construction costs.
· Additional fee: $8,262 labor
G. Additional general expenses.
· Additional fee: $1,000 expense
1701 N. MARKET STREET, SUITE 500 ! DALLAS, TEXAS 75202 t TELEPHONE: 214-920-2500 ] FAX: 214-920-2565
U:\FORMS/CONTRACTICONTRACT CHANGE REQUEST DOC
Compensation shall be adjusted as follows:
Labor: $35,750
Expense: $17,390
Original Contract $508,300
Amendment Amount $53,140
Revised Total Contract $561,440
Schedule shall be adjusted as follows:
Schedule will not be affected by the addition of the sanitary sewer line or the bridge/sidewalk design options
and cost estimates.
The above described services shall proceed upon return of this Contract Change Authorization. Services will
be billed as they are done. Ail other previsions, terms, and conditions of the agreement for services which are
not expressly amended shall remain in full force and effect.
* A contract modification will be submitted.
* This Contract Change Authorization will serve as contract modificatiop ~-/~. /
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DATE: (4~ .-_.~{~) ~-{~-~ DATE:/
DISTRIBUTION: PM, __ GROUP MGR., __ DISC. LDR., __ OPER. ANAL., __ CONTRACT ADMtN.
1701 N. MARKET STREET, SUITE 500 I DALLAS, TEXAS 75202 I TELEPHONE: 214-920-2500 I FAX: 214-920-2565
U:/FORMS\CONTRACTICONTRACT CHANGE REQUEST.DOC