ST9902-AG041012AGENDA REQUEST FORM1t
rrEM CAPTION:
T X E C I Y F
COPPELL
DEPT: Engineering /Public Works
DATE: October 12, 2004
ITEM #: 7/C
Consider approval of amending the contract with Teague, Nall & Perkins, Inc. for the design of West Sandy Lake
Road (from Denton Tap to S.H. 121) in an amount of $141,820 as provided for in CIP funds; and authorizing the
City Manager to sign.
GOAL(S): '
EXECUTIVE SUMMARY:
APPROVED BY
CITY COUNCIL
4y ABOVE DATE
Motion to Approve
M - York
S - Suhy
Vote - 7 -0
This revision to the contract for the design of West Sandy Lake Road (from Denton Tap to Freeport Pkwy.) 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 COMMEN "rS: Funds have been allocated from Street CIP interest earnings to cover this
amendment.
Agenda Request Form - Revised 09104 DocdmenWame: #WSandy Lake Rd. -IAR
MEMORANDUM
FROM THE
DEPARTMENT OF ENGINEERING
To: Mayor and City Council
From: Kenneth M. Griffin, P.E., Director of Engineering /Public Works
Date: October 12, 2004
RE: Consider approval of amending the contract with Teague, Nall & Perkins, Inc.
for the design of West Sandy Lake Road (from Denton Tap to S.H. 121) in an
amount of $141,820, as provided for in CIP funds; and authorizing the City
Manager to sign.
On December 12, 2000 City Council approved a contract with Teague, Nall and Perkins, Inc. for
the design of West Sandy Lake Road (from Denton Tap to S.H. 121). It was anticipated at the
original award, that the project would be split into two phases. It was also originally anticipated
that the first phase would begin during the 2003/04 budget year and that the second phase would
begin during the 2005/06 budget year. During the same timeframe, the City of Coppell had
submitted to Dallas County for a grant under a new program that Dallas County had started to offset
a portion of the cost of Sandy Lake Rd. In April 2001, Dallas County notified us that our grant
request in an amount of $1,300,000 had been approved. However, the money would not be
available until 2006. During FY 2002/03, the funding for West Sandy Lake Rd. was pushed back
approximately one year to take into account the funding from Dallas County for a portion of West
Sandy Lake Rd.
During the actual design phase of West Sandy Lake Rd., several changes were made to the
construction plans that created delays on the project. One change was reducing the number of lanes
on Sandy Lake Rd., from S.H. 121 to Royal Ln., from 6 -lanes to 4 -lanes. The original intent was to
build 6 -lanes at that location; however, the thoroughfare plan only calls for a 4 -lane roadway in 6-
lanes of right -of -way. Making that change will save approximately $300,000 in construction cost.
Another change made was to reduce the width of the roadway from 27 -feet to our standard 25 -foot
roadway. We had used 27 -feet on the section of Sandy Lake Rd. between MacArthur Blvd. and
Denton Tap. However, the additional width along this roadway was creating design problems
associated with the existing development on both sides; and also reducing the width that will allow
us to save some additional trees along Sandy Lake Rd. To compensate for the reduction in street
width, we are including a portion of the City's Trail System Master Plan with this project that will
go from State Rd. to Coppell Rd. south. This will connect with the existing trail on Coppell Rd.
north. That change will save approximately $125,000 on the project.
Because of the design changes and the project schedule, Teague, Nall and Perkins has requested
additional compensation on this project. The majority of the compensation requested by Teague,
Nall and Perkins has to do with labor cost projected out to the new construction timetable. Also,
because of the adjusted scheduled on the project, there has been additional development taking
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
place adjacent to Sandy Lake Rd. Most notably there has been intensive work with the West Sandy
Lake development on the north side of Sandy Lake Rd., east of State Rd. A substantial amount of
the drainage associated with Sandy Lake Rd. flows through that property so there has been intense
coordination between the developer's engineer and Teague, Nall and Perkins concerning channel
configurations, proposed detention, discharge elevations, etc.
The original request from Teague, Nall and Perkins was for $153,400. After discussion with
Teague, Nall and Perkins, the adjusted request is for $141,820. The reduction of the approximately
$11,000 is in the compensation requested for the change in project schedule. There was some
confusion at the award of this project on when the actual monies would be available. Taking that
into account, Teague, Nall and Perkins has adjusted their fee request downward by approximately
$11,000. The overall changes in the design contract will save the City over $400,000 in
construction cost and will allow the City to take advantage of the 1.3 million dollar grant from
Dallas County.
Staff recommends approval of the amendment to the contract with Teague, Nall and Perkins, Inc.
in the amount of $141,820. Staff will be available to answer any questions at the Council
meeting.
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
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Proposed Roadway Construction
West Sandy Lake Road
City of Coppell Project ST99-02
S: \Scott \Arc Vie\AAmi&c_exhibit&.aprXVl Sandy Lake Rd
COPPELL
Created in G.L9.
M TEAGUE NALL AND PERKINS
Nr ENGINEERS ♦ SURVEYORS ♦ CONSULTANTS
August 23, 2004
Kenneth M. Griffin, P.E.
Director of Public Works and Engineering
City of Coppell
255 Parkway
P.O. Box 478
Coppell, Texas 75019
RE: WEST SANDY LAKE ROAD
PROJECT # ST 99 -02
(TNP Project No. CPL00243)
Dear Ken:
Per your discussion with Mike Jones regarding the requested fee revision to the contract for the
above referenced project, we have further evaluated our basis of justification for the request.
More specifically, we have reviewed the project timeline as it compares to the supplemental
schedule information you provided to us for the project that included CIP Gantt charts from July
2000, October 2000, and July 2001.
The project timeline proposed by TNP and included in the final contract was a result of an
understanding by TNP that the City wanted to expedite the western portion of the project so that
construction could possibly begin in October 2003. Based upon the contract language, it was
generally understood that time was to be of the essence, and a project schedule was developed
to achieve the City's goals. The schedule was based upon meeting notes and recollection by
those in attendance from TNP at pre- contract meetings held to discuss the project.
As you know, a portion of our fee revision request is for delays in anticipated labor efforts, which
have resulted in increased operation and labor costs for TNP and its subconsultants at each
stage of the project that is beyond our anticipated timeline. Therefore, in light of the questions
you have recently raised regarding the intended timeline, we have considered a reduction in the
requested fee revision to help alleviate potential concern. You will find enclosed a revised
Modification to the Scope of Services for the referenced project in accordance with the
applicable provisions of the Consulting Engineers Contract.
Thank you for the opportunity to discuss these matters, and the opportunity to serve the City of
Coppell on this important roadway improvement project. We are privileged to work as an
extension of your staff.
Sincerely,
TEAGUE NALL AND PERKINS, INC.
Mark J. Hollid y, P.E.
xc: Michael A. Jones, P.E.
12160 North Abrams Road, Suite 508 • Dallas, Texas 75243 • 214.461.9867 phone • 214.461.9864 fax
Z'7_1 Tn/CP o / —./ S'. wwwtnp- onlihe.com
CITY OF COPPELL
Consulting Engineer's Contract
Modification to the Scope of Services
I. Project Schedule
The project schedule shall be modified according to the Actual and Projected timelines as
shown on the attached Gantt chart. If significant changes occur to the new schedule, then
additional contract modifications will be necessary. Generally, the new timeline goals are as
follows:
Complete Phase 1 Final Plans
Begin Phase 1 Construction
Phase 2 Preliminary Plans
Phase 2 Final Plans
Phase 2 Bidding /Construction
II. Scope of Work
a. Roadway Section
August 2004
4`h Quarter 2004
3rd Quarter 2004 — 1" Quarter 2005
2nd Quarter 2005 — 4`h Quarter 2005
2007 -2009
The project will be designed as a 4 -lane divided roadway, from Denton -Tap Road to
State Rd. /Freeport Parkway and a 4 -lane divided roadway from State Rd. /Freeport
Pkwy. to S.H. 121, with a wide dividing median to allow for a future 6 -lane divided
roadway section.
b. Existing Conditions
TNP shall confirm existing conditions of project site upon authorization to proceed with
design of each phase, including re -survey of platted boundaries, and associated
improvements. TNP shall design drainage systems, utility relocates, and
driveway /median openings to accommodate relevant new developments that occur
during significant project time delays.
C. Coordination with Dallas County
TNP shall coordinate as necessary with Dallas County during the design and
construction of Phase 2, including necessary meetings and documentation. Design and
plan preparation standards, including design software, shall remain as those used in
Phase 1.
III. Compensation
The Engineer shall be paid an additional lump sum fee for the above described Additional
Scope of Services in an amount of One Hundred and Forty -one Thousand, Eight Hundred and
Twenty, and no /100 Dollars ($141,820). This amount includes the following increases:
Engineering Design & Construction Services: $111,100
Design Surveys (Incl. Tree Survey): $2,400
Property Surveys & RNV -Esmt. Documents: $10,200
LandscapeArchitecture: $10,700
CLOMR: $1,700
LOMR: $1,700
Section 404 Permit Application: $2,600
Royal Lane Design $1,420
TOTAL $141,820
AGREED:
THE CITY OF COPPELL
By:
i
Date:
Attes
Page 2
AGREED /ACCEPTED:
TEAGUE NALL AND PERKINS, INC.
By:
Date: —L -ell —D
Attestt: -'
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