HomeMy WebLinkAboutItem 16 - Creeks 17 and 23film 0 -- W
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROGER NELSON, CITY MANAGER
MEETING DATE: MAY 16, 2000
SUBJECT: AMENDMENT # 4 / CREEKS 17 & 23 DESIGN CONTRACT
RECOMMENDATION:
City Council consider approving Amendment No. 4 to the Creeks 17 & 23 Design
Contract with Freese and Nichols, Inc. in the amount of $25,710.00 for additional
engineering services relative to the development of the plans for the Creeks 17 & 23
Channel Improvements project, authorize staff to execute said Amendment, and take
any necessary action.
FUNDING SOURCE:
Funds are currently available in the SDUS Fund Balance Account # 116-48941-535-1 in
the amount of $ 25,710.00
BACKGROUND:
During the development of the Creeks 17 & 23 project, the residents along the creek
who oppose the project have raised a number of questions. In particular, an excellent
question was raised about why we were not using bio -engineering concepts to soften
the impact on the natural setting of the streams. That question prompted staff to
consider hiring the services of a bio -engineering firm to review the existing and proposed
conditions of Creeks 17 & 23 and to develop recommendations that can be incorporated
into our proposed project.
In addition to the costs of bio -engineering services, this item includes a proposal to use
$12,600.00 to develop architectural renderings of the channel improvements
incorporating existing locations throughout Creek 17 and 23, reflecting the existing
structures at those locations and providing a transmogrification from the existing channel
to the proposed channel in a computer enhanced format.
May 10, 2000 (1:36PM)
The process is intended to help the lay person visualize the final product at specific
locations and to reduce some of their concerns about the proposed project and its
impact upon their neighborhood.
This work will be completed prior to our next round of meetings with the residents, which
will be held in early summer.
Staff recommends approval.
JSL/dsm
O:\agenda\051600\amend. creek 1723.design contract
May 10, 2000 (1:36PM)
WO
ENGINEERING SERVICES
CONTRACT CHANGE AUTHORIZATION NO.4
Client: City of Grapevine
F&N Project No.: GPV94248
Mr. Stan Laster, P.E. _
P.O. Box 95104
Client Contract Ref.:
Date: April 21, 2000
Grapevine TX 76099
Project Description: Special Services - Creek 23 & 17 Channel Improvements
Description of Services Added/Deleted:
As described in the attached Scope of Services, the work includes the preparation and presentation of twelve
architectural stills for the purpose of describing the revised project, at locations shown on the attached
drawing, as well as the review of the project by Robbin B. Sotir to determine the practicality of using bio-
engineering methods along the channel, as further described in the attached letter dated April 20, 2000.
Deliverables:
- Inclusion of the architectural renderings into the professional PowerPoint presentations for the Third Meeting
and Council Briefing to describe the final project
- A one day site visit with Robbin B. Sotir to discuss the practicality of using bio -engineering along Creeks 23
& 17, 20 copies of the letter report summarizing her conclusions, and a PowerPoint report summary.
Compensation shall be adjusted as follows: ,
As described in the attached Scope of Services, the additional effort for the renderings consists of $10,950 of
labor and $1,650 of expenses, and the effort for the bioengineering review consists of $11,580 of labor and
$1,530 of expenses, for a total increase not to exceed $25,710, and shall be billed on an hourly basis.
Original Contract (including CM#3)
$196,500.00
Revised Total Contract
$222,210.00
Schedule shall be adjusted as follows:
In order to meet the proposed schedule for a meeting in June 2000, work on the computer models shall start
within two weeks of the date of this modification, and the preparation of the renderings and project video shall
not start until all of the alternatives have been reviewed and the configuration of the project is finalized by the
City. Work on the bioengineering review will be conducted concurrent with the review of alternatives.
The above described services shall proceed upon return of this Contract Change Authorization. Services will
be billed as they are done. All other provisions, 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 modification.
FREESE AND NICHOLS, INC.: CLIENT:
BY: BY:
TITLE: TITLE:
DATE: DATE:
DISTRIBUTION: PM, GROUP MGR., DISC. LDR., OPER. ANAL., CONTRACT ADMIN.
4055 INTERNATIONAL PLAZA, SUITE 200 • FORT WORTH, TEXAS 76109-4895 • TELEPHONE: 817-735-7300 • METRO: 817-429-1900 • FAX: 817-735-7491
jUAFORMSCONCHG. FRMI 0256
Creek 23/17 Channel Improvements
Architectural Renderings / Bioengineering Review
Proposed Scope of Services
Part 1 - Preparation of Architectural Renderings
A. After City approval of the twelve proposed locations for the architectural renderings, as
shown on the attached figure, meet with the City at each location to take initial site
photography/video, recording the location of the camera using GPS.
B. Based upon the current description of the project, including the extent and dimensions
of the project and the proposed materials for the project, develop a computer model of
each of the twelve locations.
C. Once the review of alternatives is complete and the description of the proposed project
is finalized by the City, incorporate any changes into the computer model and produce
an architectural rendering of each location.
D. Prepare a draft script for City review and approval, and incorporate the architectural
renderings into the video of existing conditions to prepare a preliminary project video.
E. Attend one meeting with the City to review the preliminary project video and obtain
City input.
F. Include the City's.comments and incorporate the video of existing conditions and
architectural renderings into the PowerPoint presentation for the Third Meeting and
City Council Briefing
Part 2 - Bioengineering Review by Robbin B. Sotir
A. Review the current set of plans for the project and the HEC -RAS model to develop an
understanding of the project constraints.
B. Attend a one day site visit with the City to discuss the practicality of using
bioengineering techniques along several areas of the channel, including the following
reaches: Creek 23 below Creek 17, Creek 23 between Creekwood Drive and Creek
17, Creek 23 upstream of Creekwood Drive, and Creek 17 upstream of Timberline.
C. Prepare a letter report describing the considerations for using bioengineering techniques
along the different reaches of the channel
D. Provide 20 copies of the letter report and several digital project photographs for use in
the PowerPoint presentation for the Third Meeting and Council Briefing.
04./20/00 THU 16:22 FAX 7704998771 RBSA
Robbin B. Sotir St' Associates, Inc.
Soil Bioengineering Consultants
April 20, 2000
Mr. Curtis B. Britel, P.E.
Freese and Nichols, Inc.
4055 International Plaza, Suite 200
Fort Worth, Texas 76109-4895
RE: Proposal to Provide Initial Soil Bioengineering Project Review Services For Creeks 23
and 17 Channel Improvements, City of Grapevine, Texas
Dear Mr. Britel:
As a result of our telephone discussions on April 20, 2000, the offered information and your request,
we are pleased to submit this proposal to seek authorization to perform an initial site reconnaissance of
the above-mentioned site. At the completion of this stage, four (4) phases art visualized to complete
this project, i.e„ Detailed Site Analysis, Design, Construction Observation, and Evaluation and
Monitoring. We have prepared this as a time and materials agreement. At this time, we are able to
provide you with an estimated consultant cost for the initial efforts.
The Sites ... Channel Improvement designs along Creeks 23 and 17; two (2) tributaries of Big Bear
Creek in Grapevine, Texas. These are presently designed to provide flood control, to remove 24
homes from the floodplain.
The Situation ... Over the past years the neighborhood residents have changed and approximately half
are interested in environmental and possibly aesthetic features. We understand these residents have
requested that a soil bioengineering consultant be hired to review the project to determine if and where
soil bioengineering tcchnology would be appropriate, Constraints as follows need to be considered: 1)
increased conveyance of the creek channel; 2) relatively high velocities along the lower portion of the
creek; 3) tight drainage easernent limits in some locations; and 4) native, drought tolerant, low growing
plant species that will not impact conveyance need to be used.
434 villa Rica Road, Marietta, o eoorrm' xWeb Add300664-27.2 : n (770) 424-0719 Fax (770) 499-8771
Z002
04/20/00 THU 18:23 FAX 7704998771 RBSA
Mr. Curtis Britel
April 20, 2000
Page 2
The Sco e of fork ... Robbin B. Sotir & Associates, Inc. (Consultant) proposes to work with
Freese and Nichols, Inc. (Client) to perform the outlined tasks- At this time, we are proposing to
perform an initial site reconnaissance and prepare a letter report of our findings and
recommendations as follows:
1. Review the current set of plans for the project and the HEC -RAS model to develop an
understanding of the project goals, opportunities and constraints.
2. Attend a one day site visit with the City to discuss the practicality of using soil
bioengineering techniques along several areas of the channel, including the following
reaches: Creek 23 below Creek 17, Creek 23 between Creekwood Drive and Creek 17,
Creek 23 upstream of Creekwood Drive, and Creek 17 upstream of Timberline.
3. prepare a letter report describing the considerations for using soil bioengineering techniques
along the different reaches of the channel, including alternatives if appropriate.
4- Provide 20 copies of the letter report and several digital project photographs by May 26,
2000, for use in the PowerPoint presentation for the third meetingand council briefing.
The cost for performing this work would be eleven thousand three hundred runty -five dollars and
fifty-eight cents ($11,395.58). Attachment A is enclosed and indicates the time basis for the fees.
These efforts are intended to give the project direction for a public educational presentation and
development from the site analysis stages through final construction and monitoring. It does not
include vegetation research at this stage.
We appreciate the opportunity to submit this proposal for your review and signature. The
information and material prepared in this and all associated documents, verbal or written, and the
on-site work was and will be provided in response to requester (the Client).
Typically, we perform soil bioenginxring utilizing sound engineering information (working closely
with Freese and Nichols, Inc,) and practices in a combined manner with conventional and soil
bioengineering designs.
Soil bioengineering, as with many other technologies, is not an exact science and therefore while it
may offer many cost, aesthetic and environmental benefits, it also may have a higher level of risk
than conventional structures such as bulkheads.
The Client agrees to make a one hundred percent (100%) payment of eleven thousand three
hundred ninety-five dollars and fifty-eight cents ($11,395.58), upon completion of the descnbed
services within thirty (30) days from the date of the invoice.
Robbin B. Sotir & Assoclates, Inc.
04/,20/00 THU 16;23.FAX 7704998771 R$SA
Mr. Curtis Britel
April 20, 2000
Page 3
Attachments t, B and C are part of this proposal. Should you feel comfortable with the terms and
presentation of this document, please execute one copy as our notice to proceed.
Tentatively we look forward to seeing you on April 25 or 26, 2000, assuming the contract can be
executed by that time. Please telephone us should you require any further information or should
you have any questions.
Respectfully,
ROB T SOTIR & ASSOCIATES, INC_
Robbin B. Sotir
President
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