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AGENDAl. REQUE8TFORM
CIrY COVNCIL MEETING ----~ II. 1"4
ITEM NlJMBD
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ITEM CAP1'ION:
Consideration of approving a contract with O'Brieb Engineering to provide professional engineeriag
services associated with the design of channel improvements for stream G6 generally located north
of Bethel School Road and east of Moore Road in the amount of $28,700 and authorizing the Mayor
to sign.
SUBMlrnw BY:
STAFF REP.: l{pnnHh M GrIm", P F.
City Engineer
OTHER REP.:
DATE: Januarv 3. 1994
EVALUATION OF ITEM:
See attached memo.
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DATE
AMT. + 1- BUDGET
AMT. ESTIMATED
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FINANCIAL REVIEW BY i.--(f;"""'J-
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BUDGET AMT.
COMMENTS:
Funds for this item can come from Bond Funds, 1990 Series, Miscellaneous Drainage, w .ch has $85,720.74
available plus $51,140.42 Una1located Interest for a total of $136,861.16.
LEGAL REVIEW BY: REVIEWED BY CM-
AGENDA REQUEST FORM REVISED 2/93
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4-24-89
SLTPORT DOCUMENTATION FOR AGENDA IT~~
~7AHP RECEIVED BY CITY ~~AGER'S OFFICE:
Sl'PPORT OOCt1mfTATION StBKITTED WITH AGENDA ITEM:
j
110. or OIICDW.S UQUIJED
~MOSiLETTERS/REPORTS/8ILLS!HINUTES:
1 Neb
~C) orl&I..1. for BigGaruro
6 orlgiaal. for .1lD&ture
3 orlg1ual. for .1gna~r.
Cc\-:-u.cr I AGP.EEME~T .....,.......,...:
c. ~ . ? CONTiACT.....................:
CRA.~GE ORDERS.......................:
ORD ISk'lCE. . . . . . . . . . . . . . . . . . . . . . . . . . . :
1 bluebaek for dguature + 3 cop1..
1 bluebeck for .ilDaeure + 3 copi..
2 bluebecb for .1caature + 1 copy
2 bluebaen for dpature + 1 copy
CAP!! ON. . . . . . . . . . . . . . . . . . . . . . . . . . . . . :
RESOLUTION. . . . . . . . . . . . . . . . . . . . . . . . . . :
PROCtAK.ATION. . . . . . . . . . . . . . . . . . . . . . . . :
B 1[, . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . :
1 eacb
ZONING PLAKS........................:
12
12
12
12
12
12
LOCATION KAPS.......................:
PRELIMINARY/FINAL PLATS.............:
SITE PLANS..........................:
I..A.NDSCAPE P'LAN'S.....................:
ARCHITECTURAL RENDERINGS............:
,
DATE PUBLISHED IN THE CITIZENS ADVOCATE:
NOTIFICATION TO:
DATE/METHOD OF CONTACT:
NOTES
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MEMORANDUM
To:
Mayor and City Council
From:
Kenneth M. GrifT"m, P.E., City Engineer
RE:
Consideration of approving a CCHltract with O'Brien Engineering to provide
professional engineering services associated with the design of rhAnnel
improvements for stream G6 generally located north of Bethel School R.oad and
east of Moore Road in the amount of $28,700 and authorizing the Mayor to
sign.
Date:
December 21, 1994
As part of the ongoing implementation of the City of Coppell's City-Wide Storm Water
Management Study, the Engineering Department has been negotiating with Mr. Jim O'Brien of
O'Brien Engineering to provide services for the design of certain drainage improvements.
Generally, those improvements include sizing and design of an additional culvert beneath Bethel
School Road, sizing and design of a concrete pilot channel north of Bethel School Road, sizing
and design of an earthen channel north of the concrete pilot channel northward for a distance
of approximately 900 feet and providing all necessary surveying.
I have been contacted by various property owners adjacent to this channel section concerning
standing water, erosion and potential flooding problems. This project is the number one project
in the Phase 2 implementation of the Storm Water Management Study. The firm of O'Brien
Engineering was selected based on recommendations from another city which utilized his
services and the fact that Mr. O'Brien specializes in drainage issues.
Mr. O'Brien is a Coppell resident and, based upon my meetings with him, it is my opinion that
he is more than capable of performing the work that is specified in the scope of services.
Staff recommends that the Council approve the contract with O'Brien Engineering for the design
of improvements associated with stream G6 in the amount of $28,700 and authorizing the Mayor
to sign the contract. Staff will be available to answer any questions concerning this issue.
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January 3, 1994
Mr. Ken Griffin, P.E.
City Engineer
City of Coppell
P.O. Box 478
Coppell, Texas 75019
RE: Design of Channel Improvements for Stream G-6,
Tributary to Grapevine Creek, Coppell, Texas
Dear Ken:
The following will serve as O'Brien Engineering's proposal for services
relative to the referenced project, for a reach of creek approximately
2,800 feet in length. The reach begins at a point nearly 1700 feet
upstream of the culvert at Bethel School Road and ends at the creek's
confluence with Grapevine Creek.
I. OVERVIEW
The "City-Wide Storm Management Study'l (Management Study), dated January
1991, indicates that three houses lie within the 100 year flood plain
under fully developed conditions. The Management Study also indicates
that the creek channel is subjected to severe erosion in some areas, and
wet, marshy conditions in other areas.
The recommended solution for the subject area consists of several parts,
which are described in the Management Study as follows:
1) Increase the capacity of the culvert under Bethel School Road by
adding a 6 x 10 box to the existing structure.
2) Construct a 12' wide concrete pilot channel 300' long immediately
upstream of Bethel School Road. Also construct 4' high retaining
walls on both sides of the pilot channel and place rock rip-rap
along a 50' long existing vertical wall.
3) For a distance of approximately 900' upstream of the end of the
proposed pilot channel clear debris, and grade and re-grass the
channe I .
4) Increase the channel bottom width to 20' for a distance of 30'
downstream of Bethel School Road. Regrade the channel downstream
to it's confluence with Grapevine Creek, to provide positive
drainage.
o'brien engineering p.o. box 334 coppell, texas 75019 phone: (214) 241-0336 fax: (214) 241-0370
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Mr. Ken Griffin, P.E.
January 3, 1994
Page 2
II. BASIC SERVICES
The following scope of services, defines work to be performed toward the
engineering of the above solution with three modifications or
clarifications: 1) grading and re-grassing of the channel upstream of
the end of the proposed pilot channel will extend 1400' rather than the
900' indicated, 2) the culvert improvements, pilot channel, and
retaining walls will be recalculated using a hydraulic model revised
with current topography and field conditions, and 3) the work
downstream of Bethel School Road to the confluence with Grapevine Creek
will consist only of minimal grading in the bottom of the existing
channel so as to achieve a positive slope.
A. Data Gathering
1. Utilities - Contact utility companies with facilities in
the project area and request that all underground
utilities be probed and identified with flagging. Obtain
"as-built" drawings of drainage, water and sewer
facilities in the area.
2. Deed Research Obtain copies of City records of
easements and rights-of-way in the study area. Research
county deed records as may be necessary if the City
records are lacking.
3. Studies - Obtain copies of soil surveys or boring logs
conducted for other facilities in the area.
4. Wetlands Jurisdictional Determination - Prepare a letter
to the US Army Corps of Engineers (COE) requesting a
jurisdictional determination of the area based on the
proposed improvements. Accompany the COE on it's field
trip to assess the area.
B. Surveying - Conduct a topographic design survey of the area
sufficient to produce mapping at a scale of 1"=20' with a
contour interval of 1'. Obtain dimensions, locations and
elevations of culverts, manholes, utility flagging, drainage
structures, dr i veways , trees in excess of 3" in diameter,
fences, retaining walls, pools and other physical features
which potentially may affect, or be affected by, the proposed
improvements. The City will supply a recent aerial photo of
the area to assist in identifying features which should be
surveyed. Finished floor elevations of the three houses
identif ied as inundated in the Management Study will be
surveyed to verify proximity to adjacent 100 year water
surface elevations.
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Mr. Ken Griffin, P.E.
January 3, 1994
Page 3
C. Hydraulic Modeling Verification - Use data from the completed
topographic survey to verify the hydraulic model used in the
Management Study. Typical information to be compared will
include channel and culvert geometry and elevations, roughness
coefficients, house locations and elevations, and the like.
The model will be adjusted to correct minor inconsistencies.
The proposed facilities will be tested in the revised model to
assure that the projected results concur with those of the
Management Study.
D. Meet with the City to review topo and modeling results.
E. Soils Investigation Coordinate with a soils testing
laboratory to obtain soil samples and conduct standard tests
for design purposes.
F. Preliminary Design Based on surveyed information and
required drainage capacity, calculate the dimensions,
alignment and sizes of the channel and culvert. Prepare
preliminary plans to include plan/profile drawings of the
pilot channel and retaining walls, earthen channel, and
culvert (at a scale of 1"=5'v, 1"=20'h), details and utility
adjustments. Utility adjustments may include relocation of
water and adjusting ditch connections within the right-of-way
or easement. Gas, electrical, and TV cable line relocations,
if any, are to be performed by the appropriate utility
company.
G. Meet with the City to review proposed configuration and
facilities. A set of preliminary plans will be sent to each
utility company with facilities in the area for their
comments.
H. Final Design - Complete plans, incorporating final utility
company considerations and City comments.
I. Forward a copy of the final plans to utility companies. Obtain
possible further considerations and begin arrangements for any
necessary adjustments.
J. Engineer's Estimate - Based on completed plans, prepare an
engineer's estimate of the cost of construction. Heet with
the City to review plans, easement requirements and cost
estimate.
K. Specifications and Bid Documents - The City will prepare
specifications and bid documents for the proposed facilities.
O'Brien Engineering will review the draft set of
specifications and bid documents and make comments to the
City.
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Mr. Ken Griffin, P.E.
January 3, 1994
Page 4
L. Assist the City in presenting the proposed improvements by
attending a City Council meeting and homeowner meeting.
M. Construction Services
1. Tbe City "ill prepare tbe advertise..nt for bids and any
addendlDls "bicb .ay be necessary. Tbe City "ill conduct
tbe pre-bid _eeting and tbe bid opening, and will cbeck
contractors' qualifications and bonds. Tbe Ci ty will
also prepare tbe bid tabulation.
2.
Perform one-time construction staking of line
for the following: 1) channel grading and
drain; 2) pilot channel and retaining wall;
culvert at Bethel School Road.
and grade
grade to
and, 3 )
3. Construction Administration - O'Brien Engineering will
make occasional visits to the site during construction to
observe that the work is in general conformance with
plans and design intent. Tbe City "ill conduct
inspections, direct tbe Contractor "i tb any special
instructions, prepare routine change orders, revie"
Contractor's pay requests, and coordinate with soils
testing laboratory for testing of the concrete in the
culvert, retaining walls, and pilot chaDIJel.
4. As-Builts - Construction inspection is to be performed by
the City. O'Brien Engineering will perform a final "as-
built" survey, to include measuring of critical
dimensions and elevations, and using the City inspector's
"as-built" mark-ups and survey information, prepare "as-
built" plans.
III. ADDITIONAL SERVICES
If additional services, beyond those described are required, these
services will be provided as requested by the City. Additional
services may include but not be limited to the fOllowing:
A. Representing Client at city council meetings or P & Z
meetings, and at staff meetings beyond those indicated in
basic services.
B. Preparing special surveys, studies and submissions (other than
those identified under basic services) required for approval
by any agency having authority over the project or immediate
area.
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Mr. Ken Griffin, P.E.
January 3, 1994
Page 5
C. NOI - At this point it appears that an area significantly less
than 5 acres will be disturbed by the proposed improvements.
In the event that the disturbed area will exceed 5 acres, we
will provide a proposal for submitting a Notice of Intent to
EPA and for preparing a storm water pollution prevention plan
at the request of the City.
D. Making revisions to the plans and/or hydraulic model as a
result of changes to the basic plan, configuration or
location, or as a result of errors in modeling by other
parties.
E. Request for Map Revision - Stream G-6 has not been included in
the study area of rEMA' s effective 100 year flood plain.
Consequently, no effective flood plain has been delineated.
If it becomes necessary to make a request to rIMA to obtain
approval of the project, or to prepare a submittal declaring
the limits of the flood plain, we will provide a proposal for
these services at the request of the City.
r. Wetlands Mitigation - It appears that the total jurisdictional
wetlands in the project area is less than one acre, which will
allow for nationwide permitting under the section 404
permitting process. If mitigation is required, however,
whether as a result of more than one acre involvement or by
requirement of COI, we will provide a proposal for the
necessary services at the City's request.
G. Services associated with preparation of easements required by
the proposed construction.
H. Construction staking beyond one-time staking.
I. Construction inspection.
J. Assistance to Client as an expert witness in any litigation
with third parties.
K. Additional copies of Plans and Specifications beyond 25 sets.
IV. COMPENSATION
Compensation to O'Brien Engineering for the above described
services shall be according to the following schedule. Billings
will be on a monthly basis and payment is due within 10 days of the
date,of the invoice.
1. Basic Services Items I.A.l. through I.M.4., for a lump sum fee
of '28,700.
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Hr. Ken Griffin, P.E.
January 3, 1994
Page 6
2. Additional Services - on an hourly basis as requested by the
Client. A separate proposal will be provided on any
additional services item at the Client's request.
3. In addition to compensation for specified services, O'Brien
Engineering will be reimbursed for direct project expenses
incurred during the course of the project such as permitting
fees or items which are requested by the Client, such as blue
prints beyond 12 sets, photographs, printing, expenses for
travel outside the metroplex, messenger services and the like.
V. SPECIAL PROVISIONS
1. The Client may terminate this contract, if done so in writing. The
Client agrees, in such case to compensate O'Brien Engineering for
reasonable expenses incurred and for services completed through the
time of termination, on an hourly basis at our hourly rates (copy
of the rate schedule is attached).
2. Neither this agreement nor any duties or obligations under it shall
be assignable by O'Brien Engineering without the prior written
consent of the City.
3. SUbject to the provisions regarding assignment, this agreement
shall be binding on and enure to the benefit of the parties to it
and their respective heirs, executors, administrators, legal
representatives, successors, and assigns.
4. If any action at law or in equity is brought to enforce or
interpret the provisions of this agreement, the prevailing party,
shall be entitled to reasonable attorney's fees in addition to any
other remedy to which the party may be entitled.
5. The validity of this agreement and any of its terms or prOV1S1ons,
as well as the rights and duties of the parties shall be governed
by the laws of the State of Texas, and venue for any action
concerning this agreement shall be in Dallas County, Texas.
6. This agreement may be amended by the mutual agreement of the
parties in a writing to be attached to this agreement.
O'Brien Engineering appreciates the opportunity to submit this proposal.
The estimated time for completion of design surveying and engineering
services is eight (8) weeks form the date of the order to proceed. The
required time for services related to construction is dependent upon
numerous outside factors. We are prepared to begin work immediately.
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Mr. Ken Griffin, P.E.
January 3, 1994
Page 7
The terms of the contract shall be valid for a period of 18 months from
the date of this proposal.
If the proposal meets with your approval, please sign and return one
copy for our files.
Sincerely,
ACCEPTED:
O'BRIEN ENGINEERING
CITY OF COPPELL
P.E.
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HOURLY RATES
November 1993
SENIOR HYDROLOGIST . 75.00
SENIOR ENGINEER . 65.00
GRADUATE ENGINEER , 55.00
SENIOR TECHNICIAN , 45.00
TECHNICIAN , 35.00
THREE PERSON SURVEY CREW . 70.00
DRAFTSPERSON . 25.00
COMPUTER TERMINAL . 8.50
o'brien engineering p.o. box 334 coppell, texas 75019 phone: (214) 241-0336 fax: (214) 241-0370
Economic Development Board -- Council member Garrison announced that a meeting was held
with the Chamber. Council member Stahly shared with the Council a new map and pocket
community proftle.
Park Board -- Council member Mayo stated that by the end of the week work will begin at
Andrew Brown, Jr. Park and that it will be a 12 to l4-month project. The Park Board is
proceeding with the Park Master Plan and hopefully Council will see that in February.
Data Processina Committee -- Council member Reitman indicated that Data Processing had met
and that they had received a final report from Arthur Anderson. Councilmember Weaver stated
he was pleased with the work done on the report.
Municipal Utility District -- Councilmember Reitman stated that MUD had met and that he felt
that things were going smoothly.
YMCA -- Council member Stahly announced that the basketball program is in progress. The
YMCA will be kicking off their sustaining drive January 21, 1994 and there will be a celebration
of the new facility on January 22, 1994.
Office on Alina -- Council member Stahly indicated that the 7th Annual Infofair will be held
February 8, 1994.
Library Board -- Councilmember Weaver announced that the bidding documents are out on the
street for the new library and that they will be back before the second meeting in February.
D/FW &wort ~pansion -- Council member Weaver announced the resignation of Vemell Sturns
as Executive Director of the airport and Mr. Fegan has been appointed to serve in the interim.
City-Wide Storm Water Mana&ement Plan -- Councilmember Weaver indicated that the
committee needs to look into the drainage problem at Devonshire.
CONSENT AGENDA
32. Consider approval of the following consent agenda items:
A. Consider approval of minutes: December 14, 1993
B. Consideration and approval of a resolution adopting guidelines, criteria
and procedure for tax abatement agreements and authorizing the
Mayor to sign.
C. Consideration and approval of an Ordinance of the City of CoppeD,
Texas approving an amendment to the budget for the Fiscal Year
October 1, 1993 through September 30, 1994, in the amount of
$214,050.00 for the General Fund and $12,300.00 for the Water and
Sewer Fund and authorizing the Mayor to sign.
D. Consideration of approving a contract with O'Brien Engineering to
provide professional engineering services associated with the design of
cbannel improvements for stream G6 generally located north of Bethel
School Road and east of Moore Road in the amount of $28,700 and
authorizing the Mayor to sign.
E. Consideration and approval of granting a variance to the Sign
Ordinance allowing thirty (30) signs to be placed in various locations
around the City from January 14th through January 30th advertising
CMtlll94
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the forthcoming CoppeD Gala on March 5, 1994, and waiving all
applicable fees.
F. Consideration of approving the removal of a stop sign on Cowboy Drive
at its intersection with Parkway Boulevard, and replacing it with a yield
sign.
G. Consideration and approval of North Lake Woodlands, Block 1, Lots
5-10, Final Plat, located along the east side of Rolling Hills Road, south
of Bethel School Road, at the request of NL W Engineering.
H. Consideration and approval of Riverside Church of Christ, Final Plat,
located at the northwest corner of Beltline Road and North Lake Drive
(east of Denton Tap Road), at the request of John E. Hawkins &
Associates, Inc.
I. Consideration and approval of awarding bid Number Q-1193-01 for the
purchase of vehicles to Lee Jarmon Ford, Inc. in an amount not to
exceed $78,338.50 for items #2, #3, and #4; and to Ted Arendale Ford
in an amount not to exceed $19,592.00 for item #1.
J. Consideration of awarding a bid for the purchase of water meters to
various rums not to exceed $50,000.00.
K. Consideration and approval to reject aU bids for Bid Number
Q-1193-04 for site excavation for Andrew Brown, Jr. Community Park,
east of Denton Tap Road.
L. Consideration and approval of an ordinance abandonin& the north ODe
(1) foot of an existing 7.5 foot water easement on the south side of Lot
5, Block H, Section Revised Braewood West Addition.
M. Consideration of providing funding for the installation of a sidewalk
between Parkview and Stonemeade subdivision along the north side of
Parkway Boulevard, in the amount of $3,500.00.
N. Consideration and approval of extending present contract for pocket
pagers to Southwestern BeD Paging Services in an estimated annual
amount of $2,034.24.
O. Consideration and approval of an ordinance amending OrdilQlDCe 341
of the Subdivision Regulations of the City of CoppeD as amended, by
adopting the Streetscape Plan as Appendix D and authorizing the
Mayor to sign.
Councilmember Garrison moved to approve Item 32 A, B carrying Resolution No. 011194.1,
C carrying Ordinance No. 94635, E, F, G, H, I, J, K, L carrying Ordinance No. 94636, M,
Nand 0 carrying Ordinance No. 341-A-1. Mayor Pro Tem Robertson seconded the motion;
the motion carried 7-0 with Mayor Pro Tem Robertson and Council members Weaver, Stahly,
Watson, Reitman, Mayo, and Garrison voting in favor of the motion.
Item 32 D -- Ken Griffin, City Engineer, answered questions of Council regarding this item.
Council member Reitman moved to approve Item 32 D. Council member Weaver seconded the
motion; the motion carried 7-0 with Mayor Pro Tem Robertson and Councilmembers Weaver,
Stahly, Watson, Reitman, Mayo, and Garrison voting in favor of the motion.
CHatttM
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