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DR8802-AG 911112 AGENDA REQUEST FORM ITEM CAPTION: Consideration of awardin~ Bid ~O.-0991-04, for l~lorth Kaye Street drainage i.,.nprovement as advertised. . [Iii: M. Shohre Daneshmand SUBMITTED BY' STAFF ---P~ _ ors Signature) - OTHER REP.: EVALUATION OF I~EM: DATE: Nov. 4, ]_991 See attached memo dated 11/4/91. ...~..~.~..~.:. ~:~'~. 7% /; ~., i ' ~ -' ~ . --'~ raj ~ J-"t" ' ..~..-. , ,~..-.~ -.:: ~"'. ,'U ~/ ~ BUDGET AMT. ~?// AMT. ESTIMATED AMT +/- BUDGET FINANCIAL REVIEW BY "g~ COMMF. NTS: LEGAL REVIEW BY: REVIEWED BY CM: c. ;--" L CITY MANAGER'S COMMENTS/RECOMMENDATION FOR AGENDA ITEM :LCi.'% I. Item # City Council Agenda Dated: 11/12/91 II. Comments/Recommendation: As you can see from Shohre Daneshmand's memorandum, the bids on the Kaye Street drainage project came in much higher than originally estimated. After evaluating option number three, we have asked the Public Works department to ascertain if they could undertake this project and do so within the budgeted funds. We will be prepared to provide you that response at your Tuesday night Work Session. In regard to the easement question involving Mr. Blake Svejkovsky, we are continuing to try and work out some details and have met with him several times since your last meeting. We have also been in contact with Mr. Gilbert Welch and have kept him informed as to the situation. I will provide you our recommendation on Tuesday evening during the Executive Session or the Work Session. A CITY-WIDE STORM WATER MANAGEMENT PLAN fol' THE CITY OF COPPELL, TEXAS Prepared by Albert H. Halff Associates, Inc. 8616 Northwest Plaza Drive Dallas, Texas 75225 January 1991 © Albert H. llalff Associates, Inc. 1991 c. .a, nalysis of F_xisting Gqnditions When the Shadow Ridge Estates subdivision was constructed, drainage swales were constructed along lhe property lines bctv.,ecn tim lots. These swales carried :lr::inage off the bt:ok yards of tee homes along lhe north side of Kaye Slreet. x,Vith the ccmstruction of homes, drivewa.,,-.-s, fences, swimming pools, landscaping, and irrigation systems, the majority, of the drainage swales have been obstruo:ed an',l do not function as designed. The Cooper Street paving plans dated October 22, 1980, indi~-:te that Ihe natural drainage from the back yards of the homes on the south side of Kayo Street will be re-directetl back to the north omo the Kaye Street lots. The field observed drainage pattern app. ears to conform to the Cooper Street paving plans. fi. Proposed Solutions i. Kave Street - north Two solutions are considered for the drainage problem between K%'e Street and Spanish Moss Court. Alternative 1 consists of installing PVC area drains in the back yards of the lots and routing 4-inch diameter drain lines outfalling into the gutter of Spanish Moss Court and one 4-inch diameter dra:.n line duffel!lng into the guuer of Plantation Drive. ~te probable cost of this syslem is S79,C.,00. ']"his design is as proposed by Kimley-Horn & Associates. Alternative 2 consists of installing PVC area drains in the backTard of the lots and routing a 15-inch and 18-inch diameter ou:fall to the closest cl:rb inlet located on Spanish Moss Court. The estimaled probable cost of this system is $102,i-gh3. In spite of a slightly greater cost, tile second alternative is ~hc rccm]lmcndcd solution due to signillcz~ntly less disruption to tile private property of the homeowners along Spanish Moss Court. The second alternative would also require less maintenance. However, alternative l or portions of it, could be used as an interim solution to address the most severe problems immediately. ii. Kaye Street - south The solution for lhe drainage problems between Kayo S:rect and Cooper Lane is installing PVC area drains in the back yards of t~e lots and routing a 10-inch and 15-inch diameter outfall pipe to the nearest curb inlet on Cooper Lane. The probable cost of this system is S The recommended solutions to the drainage problems on Ca×by a'dd Kaye Streets .'ire shown on Figure VII-4. VII-12 I J p, ANTATI?N DRIVE ~, o) --' ...... .... ~>,. ' ~ANISH UOSS COURT ~ '~ ..................... . ?': ~ ~ " CONNECT TO . ~ ' [~ ' ' .......... EXIST?G INLET ~'. . ~ ~ ............. · ~-~ ' '~ARE~ DR~S ~ % , ~ ~ ~ ~ ~ ~ ~_,-~~ .......... :-' ~ -- ~10 PVC . 15" PVC ~ ? :~L ~ ~15 PVC , ~ , a~. E~ISTING ~. :~- ~ ST~U EXISTING ,NLET I L. ~ ' '~ ~ ' ,L::;... III .ql ' ~ . . . ~ ' ~ ' ~ ~ ~ ~ ~ ~ ~ i .~ ~ L_ ' L~ '~ '~ ~ ~ "~'~ : '-' ' "~ ,'~ ~ ~ · ~ '~ . · ! ' · . ~ ' ' F ': ~ - ~ ~ . .- :...,~ :-~ ,~ ' : . : ~ ~ ~ . ~ '-J, ~ ; : ~--.~ ..... ~...- m -.. ~ ;~' - .-~. ~ .~2 ......... ..~.~_ ~--- ~ ....... ~EMO IO: Alan D. Ratliff, City Manager VIA: Gary L. Sieb, Director of Planning and Community Services SUB3ECi: g. Kaye St. Drainage improvements DATE: November 4, i99i The bid opening for the above referenced project was held on October 28, 1991, and there were only two bids received. The apparent iow bid is $190,858.76 from Rhode Construction Company, which is considerably higher than the available funds of $100,000 ( ±} for this project. According to Mr. Terry Mitchell, P.E. of Carter & Burgess, Inc., the main reason for the increase in cost is due to narrow (in some areas only 5 feet)) drainage easements. This limitation would minimize the use of machinery for the project, and would require the system to be hand laid which increases the labor cost. /here are several options available which can be looked at, and our comments are provided below: 1) The received bids are not competitive and staff recommends that the iow bid be rejected. 2} This drainage improvement project be rebid again, with an attempt to have a pre-bid conference, and having alternate pipe material, etc. 3) In-house resources be evaluated to determine if this project can be implemented by City Staff. This would require proper planning and some reprioritization of current projects. Should you have any questions, please let us know. Enclosure cc: Larry Davis, Construction Inspector KAYE99 o -- ~:_:_:_~ 1 w E ]) 1 I : o ~; c A R T E R & B U R G E S S P = 0 2 CARTER & BURGESS, INC. ENGINEERS' PLANNERS - SURVEYORS October 30, 1991 City of Coppell 255 Parkway P.O. Box 478 CopDcll, Tcxns 75010 Re: Kaye Stre.~t Drainage Projec~ - Status Update Dear Shohre: A large list of prost~ctive bidders was personal~ contacted to gcocrate bidding activity on this project as well as the project being advertised in the local ne~paper and Dodge Reports. Despite this effort only two bids were received. The apparent low bid of $190,858.76 from Rhode Construction Company was substantially higher than prc~ously estimated project costs provided by other cnglnccrs. I suspect the major reason {'or the increase is due to the difficulty in placing the pipe in the narrow, hard to reach areas. Instead of being able to use blgh production machinery this project will probably I~ hand laid. This slows production and increases cost immensely. If you have any questions please call. Sincerely, CARTER & BURGESS, INC. Terry W. Mitchell, P.E. Associate TWM/I~ 91~01g01 D,C03 79'~0 HMBROOK DR./ST[ 2~0' DALL -%.S, TX 752~7-49,e.1 ,'(,'2141636-~'~45 D~.ILLA.$ · FORT V,,'ORT"~ · HOLSTO%. TE~,~.S ~ORT ~ ',' l! R S C. Article 5252-17, Section 2 (g) discussion concerning personnel. 1. Personnel - City Engineer The City Council convened into Executive Session at 6:34 p.m. on Tuesday, October 22, 1991 as allowed under the above stated articles. Mayor Wolfe adjourned the Executive session at 6:59 p.m. REGULAR SESSION (Open to the public) Mayor Wolfe opened the regular session and expressed appreciation to those present for their attendance. Mayor Wolfe announced that Councilman Robertson was out of state this evening; so based on the City's charter, if there was a tie vote during the meeting he would be required to break the tie. Item 6 Approval of minutes: October 8, 1991 Mayor Pro Tern Smothermon moved to approve the minutes of October 8, 1991 as submitted. Councilman Cowman seconded the motion. The motion carried 6-0, with Mayor Pro Tern Smothermon and Councilmen Weaver, Thomas, Morton, Cowman, and Nelson voting in favor of the motion. Item 7 Citizen's Appearances There were no citizens who wished to speak at this time. C lte~ 8 Citizen request from Kent Darwin to address City Council regarding Kaye Street Drainage. ~Mayor Wolfe stated that this item was discussed briefly in work session as well as in executive session, then turned the floor over to to Kent Darwin for his presentation. Kent Darwin's presentation included his statement that once he became aware of the proposed solution he spoke with various city representatives regarding the issue and proper procedures for bringing the issue before the council. He feels that the City is actively considering other alternatives for portions of the solution, and that a solution may be forthcoming that will reduce costs and satis~' all homeowners involved. Mr. Dam'in made the following points: 1) that his home at 327 Spanish Moss and that of Blake Svejkovsky at 331 Spanish Moss Drive are not part of the problem, 2) that none of the Fox and Jacobs utility easements on the involved properties are being used, 3) that the residents on Kaye Street agreed to a drainage easement after negotiations with the City, and 4) that the Kaye Street easements and the Fox and Jacobs easements were never intended to be used for utilities. Mr. Darwin requested that the council consider and take action on the following: 1) that all the initial bid responses on the existing proposal be rejected, especia:ly on the south to north drainage, 2) that the Council consider and develop an alternative solution to the south to north drainage problem, and 3) that new bids or addendums to those bids be requested and, 4) that the Council select the best one for the City and proceed. Mr. Darwin also requested the Council to write an addendum to the Ordinance Number 341 to clearly define utility easements and drainage easements and clarify the difference between the two. Mr. Blake Svejkovsky also made a presentation to the Council which included the following three possible solutions: A. The first one would utilize the 5' utility easement on the east side of his property. His concerns with this possibility included: 1) damage to his property, Mr. Darwin's property, and the property behind theirs, 2) his property being exposed to construction on three sides, 3) the temporary traffic problem on Spanish Moss and permanent damage to the street, and 4) the utility versus drainage easement problems. B. The second solution involved the west side of his property and was the solution that he proposed. His comments included: 1) The length of the line would be shortened by approximately 80 feet and would not require tearing up the street, both of which would reduce overall cost, 2) In compensation for the west easement, Mr. Svejkovsky proposed negotiations on what would be involved for his piece of property and a financial settlement. C. The third solution was stated as having the City CMI 02201 "~ c. zo.. ~_,,q-'/' ~]j'--/'~'-~ page':2 'of 9 ¢.t/ qg/ .... condemn that piece of property, but that it would involve the same problems as solution A and would create delays. In closing, Mr. Svejkovsky stated that he would like to have an opportunity to negotiate with the City regarding a plan utilizing the west side piece of property. Mark Wolfe thanked both Kent Darwin and Blake Svejkovsky for their presentations and informed those present that there is a 60 day time frame to obtain agreements with the families on Kaye Street regarding their easement situation and complete the drainage project. City Manager Alan Ratliff informed Council that the City Attorney has advlsed ihat it is his opinion that the City can use that existing easement for the purpose of constructing a drainage channel. Following further discussion, Council requested that awarding the bid for this project be on the November 12 City Council meeting and that the City do everything possible to stay with the original time schedule. Additionally, Staff will be working towards a solution with Mr. Darwin and Mr. Svejkovsky; and were requested by Council to review Ordinance 314 (Subdivision Ordinance) to determine if clarification of the term easement is needed. No action was required on this item. Mayor Wolfe indicated this item would be discussed later in the evening in Executive Session. Item 9 Discussion and consideration of responding to request by Paragon Cable to extend and renew its franchise agreement. Mayor Wolfe stated that this item was discussed in work session, regarding appointing Mayor Pro Tern Smothermon as Council Liaison, staff member Frank Trando and citizen Bill Coppola to work as a committee with City Attorney Larry Jackson. Buzz Nesbit of Paragon Cable stated that he wished to provide clarification that the request was for renewal specifically under both the Federal Communications Act as well as a provision in the local ordinanze. Councilnmn Morton moved to appoint a Council Subcommittee comprised of Mayor Pro Tem Bill Smothermon, Staff Member Frank Trando and upon the acceptance of the position, Citizen Bill Coppola to review the request from Paragon Cable as to extending and renewing of its franchise agreement with the City of Coppell and to report back to the Council at its earliest convenience. Councilman Thomas seconded the motion. The motion carried 6-0, with Mayor Pro Tern Smothermon and Councilmen Weaver, Thomas, Morton, Cowman, and Nelson voting in favor. Item 10 Presentation by Dallas County Officials regarding the 1991 Dallas County Open Space Plan. Mr. John Eric Simmons, representing the Dallas County Commissioner's Court and the Park and Open Space Board, addressed the Council to officially present the Council with their copies of the 1991 Dallas County Open Space Plan. Three copies were presented, one for use in City Hall by the Mayor or City Manager, one in the Library for citizens' access, and one to be kept by the Park Director. There is an item on the upcoming Dallas County Bond Election which is specifically for further acquisition of park and open space. Mr. Nesbitt expressed his appreciation to the Council for the cooperative effort in working on the Grapevine Springs Project. Item 11 Consider approval of a resolution supporting the Dallas County Bond Program scheduled for election on November 5, 1991 and authorizing the Mayor to sign. Mayor Wolfe stated that cities, especially throughout the northern corridor of Dallas County have been passing similar resolutions. The program would provide: A) 3.6 million for Sandy Lake Road from MacArthur to Coppeli east city limits, B) 2.965 million for Sandy Lake Road from Coppell city limit to Carrollton city limit, and C) 4 million /'or Beltline from Denton Tap to MacArthur. Councilman Morton moved to approve Resolution//102291. l in support of the Dallas County Bond Program for the November 5, 1991 election as included in the packet and authorize the Mayor to sign, and a copy be forwarded to the to the County Commissioner's Court. Councilman Thomas seconded the motion. The motion carried 6-0, with Mayor Pro Tern Smothermon and Councilmen Weaver, Tho~nas, Morton, Cowman, and Nelson voting in favor. CM10229] Page :-~ -.0[ 9 Mockingbird Lane fronting Mockingbird Middle School within certain hours as described, and authorizing to Mayor to sign. Council Member Downing (Robertson) seconded the motion. The motion carried 6-0, with Mayor Pro Tem Allen (Smothermon) and Council Members Oradat (Weaver), Parsons (Thomas), McGinnis (Morton), Downing (Cowman absent/no vote), Clements (Robertson), and Acker (Nelson) voting in favor of the motion. Student Mayor Pillifant (Wolfe) concluded the Students in Government portion of the City Council meeting, and on behalf of the students and teachers expressed appreciation for the opportunity and the learning experience. Item 19 PUBLIC HEARING: Consideration and approval of a zoning change case #PD-116R (Chaucer Estates Addition) from (TC) Town Center to PD-SF-7, located at the northwest comer of Sandy Lake and Heartz Roads, at the request of Heath & Knight Properties. Planning and Community Services Director Gary Sieb made a presentation. He stated that Alpine Development requested to have the case continued or held under advisement until no later than December 10. Mayor Wolfe declared the Public Heating open and asked if there were any persons who wished to speak in favor of or in opposition to Chaucer Estates. Following discussion, Councilman Morton moved that the Public Heating be left open until the November 26, 1991 Regular City Council Meeting. Councilman Nelson seconded the motion. The motion carried 6-0, with Mayor Pro Tem Smothermon and Councilmen Weaver, Thomas, Morton, Robertson, and Nelson voting in favor of the motion. Item 20 Consideration and approval of a prelimina~ plat, for Chaucer Estates Addition, located at the northwest comer of Sandy Lake Road & Heartz Road, at the request of Heath & Knight Properties. Mayor Pro Tem Smothermon moved to table Item 20 until the November 26, 1991 meeting. Councilman Nelson seconded the motion. The motion carried 6-0, with Mayor Pro Tem Smothermon and Councilmen Weaver, Thomas, Morton, Robertson, and Nelson voting in favor of the motion. Item 21 Consideration of awarding Bid #Q-0991-04, for North Kaye Street drainage improvement as advertised. Mayor Wolfe stated that this item was discussed in Work Session. Councilman Weaver moved to approve Bid #Q-0991-04, in the amount of $190,858.76 from Rhode Construction Co., for North Kaye Street drainage improvement as advertised with the amendment that staff be allowed to negotiate reductions such as the substitution of materials such as PVC in place of reinforced concrete pipe, and any opportunities to work with the contractor on alternate methods to reduce overall cost of the contract, but otherwise to proceed on schedule. Councilman Robertson seconded the motion. Discussion tbllowed. Concerns addressed included the long standing problem, increased cost due to delay, lack of citizen cooperation regarding easements, developer coordination and citizen cooperation that has been acquired, possible rebid due to materials changes (not required unless there is more than a 25% project cost variance), and source of funding. The motion was tied 3-3, with Councilmen Weaver, Morton, and Robertson voting in favor, and Mayor Pro Tern Smothermon and Councilmen Thomas and Nelson voting against the motion. The motion carried 4-3, with Mayor Wolfe breaking the tie by voting in favor of the motion. Item 22 PUBLIC HEARING: To consider amendments to the Capital Improvements Plan and Fee Schedule to be used in the adoption of revised Water and Wastewater Impact Fees. City's consultant Sanford Case made presentation. Mayor Wolfe declared the Public Heating open and asked if there were any persons who wished to speak in favor of or in opposition to the plan and fees. There being no persons who wished to speak, Mayor Wolfe declared the Public Heating closed. No action was required on this item. Item 23 Consideration and appwval of the 1991 Water and Wastewater Capital