ST9902-AG080122
2D
THE.CiTY.OF
DEPT: Engineering
DATE: January 22, 2008
ITEM #: 11
AGENDA REQUEST FORM
COPPELL
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[(] REGULAR
ITEM TYPE: CONTRACT IBID or PROPOSAL
ITEM CAPTION:
Consider approval of an Engineering Services contract amendment in the amount of $147,600 for a contract
approved on December 12, 2000 with Teague Nail & Perkins, Inc.; for additional services related to the design of
improvements to West Sandy Lake Road from Coppell Road to Denton Tap Road; and authorizing the City Manager
to sign.
GOAL(S):
-
IIII
EXECUTIVE SUMMARY:
This amendment to the existing contract will compensate Teague Nail and Perkins, Inc. for the additional time and
expense associated with splitting the remaining phase of West Sandy Lake improvements into two separate phases.
FINANCIAL COMMENTS:
Funds are available in the Street CIP accounts for this contract.
Staff recommends approval of the contract amendment.
ACTION TAKEN BY COUNCIL:
APPROVED BY
CITY COUNCIL
ON ABOVE DATE
Motion to Approve
RECOMMENDED ACTION:
M - Peters
S - Faught
Vote-7-Q
. Libby Ball
tA 2008.01.23
.. 11:10:29
-06'00'
I#Contract Amendment for TNP
THE.CITY.OF
COPPELL
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MEMORANDUM
TO:
Mayor and City Council
FROM:
Keith R Marvin, P.E., Project Engineer
DATE:
January 22, 2008
REF:
Consider approval of an Engineering Services contract amendment in the
amount of $147,600 to a contract approved on December 12,2000 with Teague
Nail & Perkins, Inc.; for additional services related to the design of
improvements to West Sandy Lake Road from Coppell Road North to Denton
Tap Road; and authorizing the City Manager to sign.
On December 12,2000 City Council approved a contract with Teague Nall & 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. Phase I (SH 121 to Coppell Road North) was completed in June
2007. What was to be the remaining phase II has now been split into a Phase II (Coppell Road
North to Coppell Road South) and Phase III (Coppell Road South to Denton Tap)
In 2005 Phase II of West Sandy Lake Road was approved for federal funding through the
Transportation Equity Act for the 21 sl Century. On February 28, 2006 the city of Coppell entered
into an agreement with the State of Texas through the Texas Department of Transportation that
identifies how the federally-funded portion of this project will be operated. The federal funding was
in the amount of $800,000. It is anticipated that the City will reap some benefit from the federal
funding, but it will be less than $800,000. The TxDOT portion, the cost to redesign to federal
standards, and the increased cost to construct to federal standards will obligate a large portion ofthe
funding.
This contract amendment will compensate the design engineer for the additional time and expense
associated with splitting the original Phase II into two separate phases, and the effort necessary to
comply with the additional requirements of the TxDOT agreement. Teague NaIl & Perkins, Inc.
was at the 50% design level for the remaining section of West Sandy Lake Road when we entered
the agreement with TxDOT. As a result of the agreement, they will be required to split their plans
at South Coppell Road. They can proceed with the design from Coppell Road South to Denton
Tap, but they will need to go back and produce a TxDOT schematic for review and approval.
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
These changes, coupled with the increase in time required to gain TxDOT approval at the various
stages of design, have resulted in a request for $147,600 in additional compensation. The original
design contract for the entire project (SH 121 to Denton Tap) was $1,005,600. In October 2004 the
city executed a contract amendment in the amount of$141,820. If this amendment is approved the
total engineering cost will become $1,295,020. Final construction cost on the completed Phase I
(from SH 121 to Coppell Road North) was $4,003,973. Estimated construction cost on Phase II is
$3,700,000, and the Phase III estimated cost is $5,100,000. The city anticipates construction
beginning on Phase II by the end of 2009, and Phase III by summer of 2009.
Staff recommends approval of the amendment to the contract with Teague NaIl & Perkins, Inc. in
the amount of $147,600. Staff will be available to answer any questions at the Council meeting.
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
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Created on: 10 January 2008 by Scott Latta
Created in LDDT
S:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS.dwg\ST99-02 FEDERAL_CITY
Responsive Service. Reliable Results.
ili~ TEAGUE NALL AND PERKINS
Civil Engineering SurveYing Landscape Architecture Planning
December 13, 2007
Kenneth M. Griffin, P.E.
Director of Public Works and Engineering
City of Coppell
255 Parkway
P.O. Box 478
Coppell, Texas 7501 9
RE: WEST SANDY LAKE ROAD
PROJECT # ST 99-02
(TNP Project No. CPL00243)
Dear Ken:
Per our discussions with Keith Marvin, we have prepared the attached amendment to our
engineering services contract for the West Sandy Lake Road project. The amendment covers
additional expenses and time associated with completing the project using federal funding
received through the Texas Department of Transportation.
As you know, TxDOT funded projects not only necessitate a greater amount of coordination with
varying entities, but also requires additional effort related to the project management
procedures, submittal reviews, design standards, construction plan preparation, and project
time. We appreciate your understanding of these issues, and your willingness to accept our
amendment so that we may proceed with completing the rest of the project. As identified in the
amendment, the project will be divided into two phases to maintain separation of the TxDOT
funded portion of the project from the City funded portion.
You will find enclosed a 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 be of service to the City of Coppell, and we look forward to moving forward on
this important project.
Sincerely,
TEAGUE NALL AND PERKINS, INC.
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Mark J. H~liJay, P. E. ~
xc: Keith Marvin, P.E.
Matt Atkins, P.E.
12160 North Abrams Road, Suite 508 Dallas, Texas 75243 214.461.9867 phone 214.461.9864 fax
www.tnp-online.com
Fort Worth. Dallas. Denton. Sherman
CITY OF COPPELL
Consulting Engineers Contract
Modification to the Scooe of Serv~
I. Scope of Work
TNP shall provide the following services as required to accommodate the use of federal
funding received from the Texas Department of Transportation by the City of Coppell for a
portion of the West sandy Lake Road project.
a) Additional meetings and correspondence with TxOOT representatives.
b) preparatiOn of Design Summary Report and related follow-up correspondence.
c) Preparation of schematic per TxDOT standards and associated resulting modifications.
d) Coordination with TxDOT's environmental assessment consultant.
e) Bridge design checklists and scour analysis.
f) Preparation of pavement design report.
g) Additional standards sheets in plan set, including traffic control, bridge standards,
signageJstriplng, and details.
h) Plan modifications per DSRlschematic reviews by TxOOT.
i) Limited survey for updated boundary analysis. ROW assessments, and development.
j) Separation of plans, bid documents, and administrative efforts into two projects: Phase 2
TxDOT funded and Phase 3 City funded.
k) Extension of time frame for all contractual elements through 2009.
II. Project Schedule
The schedule wtll generally proceed as two separate projects as described below.
Phase 2 (TxDOT Funded) - Coppell Road North to just west of Coppell Road South
Preliminary Schematic
Finalize Schematic and ROW Docs
Concept Design Plans
Preliminary Design Plans
Final Design Plans
February 2008
March/April2008
August 2008
January 2009
June 2009
Phase 3 (City Funded) - Just west of Coppetl Road South to Denton Tap Road
Finalize Alignment and ROW Docs
Preliminary Design Plans
Final Design Plans
March/April2008
June 2008
September 2008
III. Compensation
The Engineer shaH be paid an additional lump sum fee for the above described Additional
Scope of Services in an amount of One Hundred and Forty-seven Thousand, Six Hundred,
and no/1oo Dollars ($147,600). This amount includes the following increases:
Engineering Design & Construction Services:
Design SUrveys:
property Surveys & ROW-Esmt. Documents:
CLOMR:
LOMR:
Section 404 Pennit ADDIication:
TOTAL
$135,000
$2,500
$5,000
$1,700
$1,700
$1.700
$147,600
AGREED:
THE CITY OF COPPELL
By:
Date:
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Attest:
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