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HomeMy WebLinkAboutItem 17 - State Highway 360 Waterline Design ContracttTEM 0 /7 -- MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ROGER NELSON, CITY MANAGER 0) MEETING DATE: APRIL 17, 2001 SUBJECT: SH 360 WATERLINE DESIGN CONTRACT / CHEATHAM AND ASSOCIATES, INC. RECOMMENDATION: City Council consider awarding a Design Contract for the SH 360 waterline construction project to Cheatham and Associates, Inc. in an amount not to exceed $30,500.00, authorize staff to execute said contract, and take any necessary action. FUNDING SOURCE: Funds are available in the following accounts: Funding Source 01 Utility Bonds 99 Util Bond Interest TOTAL Budget Engineering Construction Contingency TOTAL BACKGROUND: Account Amount Award Percent $350,000.00 $30,500.00 82.9% $72,000.00 17.1% $422,000.00 $30,500.00 100% Amount Award Percent $40,000.00 $30,500.00 9.5% $332,000.00 78.7% $50,000.00 11.8% $422,000.00 $30,500.00 100% The current City 10 -year Capital Improvement Plan includes the construction of a 10 - inch waterline extending from the SH 360 / SH 121 interchange to the SH 360 / Euless - Grapevine Road interchange along the south side of SH 360. A portion of this line is being constructed now to provide a looped system to the Euless -Grapevine Road and Westport Parkway water system north of SH 360. The balance of this project extending over a length of approximately 4,200 linear feet, needs to be designed and installed now to avoid interfering with the planned construction of the City's hike and bike trail connecting Parr Park to Bear Creek Park. This hike and bike trail is currently under design with construction expected to begin in April 11, 2001 (9:50AM) approximately 12 months. Designing the waterline now will provide adequate time to construct and complete the line installation prior to the construction of the trail, which will run the same alignment on SH 360. The existing project connecting the Euless -Grapevine Road area to the Westport Park area has been designed by Cheatham and Associates. They are most familiar with the existing survey control in the area, the system that will be extended with this proposed project, and can expedite the design of this project. Staff recommends approval. JSL/dsm 0:\agenda\041701 \Cheatham_DesignContract_10WL.agm April 11, 2001 (9:50AM) Date: March 6, 2001 THE STATE OF TEXAS CONTRACT COUNTY OF TARRANT THIS CONTRACT is made and entered into by and between the CITY OF GRAPEVINE, a Texas municipal corporation, hereinafter referred to as "City", and Cheatham and Associates, a Texas professional corporation, whose local address is 1601 E. Lamar Blvd., Suite 200, Arlington, Texas 76011 hereinafter referred to as "Engineer'. The terms of this Contract shall be administered on behalf of the City by its Director of Public Works or his designated representative, hereinafter referred to as "Director'. The decision of the City Council in all disputes shall be final and binding. WITNESSETH: The City hereby contracts for the services of Engineer to prepare right-of-way maps and descriptions, construction plans, details, specifications and special provisions for Phase 11 of a 10" water line in the City of Grapevine, Tarrant County, Texas in accordance with the terms of this contract. n FIELD SURVEY WORK In accordance with guidelines established by the City of Grapevine Department of Public Works, Engineer agrees to perform, or have performed, the field work necessary to establish existing and proposed right-of-way, and horizontal and vertical control; locate existing features, utilities and topography; and gather geotechnical data, as 1 required for design and as more particularly described below, including the preparation of survey documents required for right-of-way and easement acquisition. 11 Immediately after receiving Notice to Proceed, the Engineer shall submit for approval by the City, a breakdown of the primary items of work with each item shown as a percentage of the total phase. A schedule will be prepared and updated monthly with a bar graph attached. Engineer agrees to prepare a proposed water line alignment for $2,750.00 for review by City Staff, City Council and other affected parties, prior to commencement of Preliminary Design, as more particularly described below: BASIC SERVICES: 2.1 Project ject Standards and Criteria: Develop and confirm appropriate project design and drafting standards and criteria between those promulgated by the City and other entities having jurisdiction. 2.2 Project Inventory: Compile existing data of record concerning all physical elements which will affect the design process. 2.3 Site Conditions Analysis: Review previous studies of the water line alignment and the existing conditions to formulate a "laundry list' of problems and their potential solutions to be addressed in the design process. K SPECIAL SERVICES: 2.1 Project Inventory: Certain field survey tasks can be accomplished during the concept phase of the project to expedite the overall schedule and support concept options. Other survey tasks or the completion of those below must be delayed until a final alignment and has been chosen. Perform field surveys to locate existing right-of-way on the ground. B. PRELIMINARY DESIGN Engineer agrees to develop a Preliminary Design based on an agreed alignment for $9,750.00 for review by City staff, City Council and other affected parties, prior to commencement of Final Design, as more particularly described below. BASIC SERVICES: 2.1 Mapping & Surveys See Special Services 2.2 Preliminary Water Line Design 2.3 Utility Conflict Plan 2.4 Quality Assurance/Quality Control 2.5 Cost Estimates and Bidding Analysis The validity of the preliminary design approach will be subjected to the Engineer's QA/QC procedures and the resulting plan analyzed for its conformance to the project budget and schedule prior to presentation to City K staff for review. 2.6 Plan Coordination The preliminary plans will be reviewed with City staff, GCISD and various utility companies, to the extent appropriate, the affected property owners along the water line so that final design can begin with maximum concurrence and all necessary input. SPECIAL SERVICES. 2.1 Mapping & Surveys Completion of topographic mapping, including additional on -the -ground data needed for final design such as cross-sections. Right-of-way research and data gathering based on the selected alignment. Commencement of boundary survey work necessary for easement documents and acquisition. MIAL DESIGNIPLAN PREPARATION Engineer agrees to prepare final construction plans, details, specifications, bidding documents and special provisions as required for $15,750.00 to include design of thelO" water lines for the full extent of the project including those areas outside the public right-of-way which may be directly affected by the proposed improvements and to coordinate with applicable public agencies for necessary approvals and with franchised utilities for necessary relocation of their facilities and to perform Basic Construction Phase Services as more particularly described below. 4 BASIC SERVICES: 3.1 Construction Plans Construction Plans shall consist of the plan and profile sheets and details for the proposed water line, with cross sections at appropriate intervals along Scribner Street. A Construction Phasing and Traffic Routing Plan shall be included in the Final Construction Plans. 3.2 Easement Documents See Special Services 3.3 Bidding Documents, Specifications Bidding Documents, Specifications and Special Provisions of Contract including Engineer's Final estimate, Quantity Takeoffs and Construction Schedule. Submittals required for final submission: 20 Sets of Bluelines (22" x 34") of complete construction plans 20 Sets of Specification and Proposal Book 4 Sets of Half Scale complete construction plans 1 Set of Final Cross-sections (22" x 34", reproducible) 1 Set of the entire construction plans on standard CD, preferably, or 31/2" (1.44 mb) Floppy Disks utilizing the *.DWG format for use with AutoCAD Release 14. 3.4 Master Utilities Plans and Profile See Special Services 61 3.5 Quality Assurance/Quality Control 3.6 Coordination/Submittal Milestones 3.7 Permits and Approvals Basic Services will include all necessary coordination of the final design with the City, GCISD, Utility companies and affected property owners with a schedule of submittals to be mutually decided upon with each party. All submittals will be the result of an ongoing QA/QC program throughout the plan preparation process. SPECIAL SERVICES: 3.1 Easement Documents Completion of Boundary survey work necessary for easement documents of sufficient detail for appraisal and acquisition. All easements to be acquired shall be clearly dimensioned with the area to be acquired and that area remaining, indicated in square feet and acres. Property lines shall be referenced to the project centerline. Dimensions from proposed right-of-way lines to all improvements, existing structures or houses shall be indicated. Preparation of field notes shall be by a Registered Public Surveyor suitable for inclusion in utility easements which will be prepared by the City's legal counsel. Preparation of easement exhibits for the purposes of public presentations and meetings with individual landowners. Furnish the City the original and six full size copies of the easement plans, six half scale copies along with the half scale sepia of the easement plans, and the original and two copies of the deed descriptions along with the original and three 1.1 copies of 8'/z" x 14" plats. 3.2 Master Utilities Plan and Profile A separate set of record plans showing the relationship of all public and franchised utilities along the water line route will be prepared if requested by the City. (Not included in Fee Estimate at this time.) All improvements shall meet or exceed current City of Grapevine design criteria. ISI CONSTRUCTION A. ADVERTISE, BID AND AWARD (Construction Phase Services) BASIC SERVICES: 4.1 Advertise and Coordinate Bid Process Preparation of materials for advertisement of the project for bidding, organization and execution of a pre-bid conference, distribution of addenda and response to bidders inquiries. 4.2 Receive Tabulate and Evaluate Bids Make a recommendation to the City for award of a construction contract. 4.3 Construction Plans Provide the City with one reproducible copy of the construction plans for the City's use during the construction phase. rA B. CONSTRUCTION (Construction Phase Services) BASIC SERVICES: 4.1 Construction Administration The Engineer will provide general administration services during construction which will include the following: Make periodic visits to the site (as distinguished from the continuous services of a resident Project Representative) to observe the progress and quality of the executed work to determine, in general, if the work is proceeding in accordance with the Contract Documents. Prepare a report for each site visit to note progress and conditions observed. Attend monthly or periodic progress meetings as requested by the City to provide technical consultation and responses to requests for information by the contractor. Prepare report for each progress meeting. Consult and advise with the City, issue instructions to the contractor requested by the City, and prepare and issue routine change orders with City's approval. Review samples, catalog data, schedules, shop drawings, laboratory, shop and mill test of material, equipment and other data which the contractor submits only as required by construction contact documents. Obtain and review monthly and final estimates for payments to contractors and furnish to the City any recommended payments to contractors. Assemble written guarantees which are required by the Contract Documents. 4.2 Construction Staking See Special Services 0 4.3 Final Insl2ection The Engineer will conduct, in company with the City, a final inspection of the Project for compliance with the Contract Documents, and submit recommendations concerning the City's acceptance of the Project and final payment to the Contractors. 4.4 Record Drawings The Engineer will prepare Record Drawings reflecting the final field conditions and any changes to the construction plans required during the construction of the project. The Engineer shall use information from the contractor, the City Inspector, and the Engineer's staff to develop these Record Drawings. The Record Drawings shall be submitted to the City Staff as follows: 1 Set of Reproducible Mylars (22" x 34") identified as Record Drawings with an effective date. 1 Set of the entire construction plans on standard CD, preferably, or 31/2" (1.44 mb) Floppy Disks utilizing the *.DWG format for use with AutoCAD Release 14. Record Drawings shall be delivered to the City within 60 calendar days of the Final Acceptance of the project. SPECIAL SERVICES: 4.1 Construction Staking (a) Basic Control Engineer will provide vertical and horizontal construction control staking by establishing a minimum of 2 benchmarks for the project and setting all points of geometric change on the proposed pipeline for use by the construction contractor. This will also include staking the alignment of the pipeline with off -set stakes at 100 foot intervals. (b) Construction Staking It is our understanding that actual construction staking will be performed by the contractor based on the construction plans and control 4.1(a) set by the Engineer. However, should more detailed staking be required by the engineer such as that for grading the pipeline, such staking may be performed under separate agreement. im Engineer agrees to complete and submit all work required by City under FIELD SURVEY WORK and CONCEPTUAL/PRELIMINARY DESIGN within 45 calendar days from the date of the written authorization by director or his designee to proceed immediately following execution of the contract. FINAL DESIGN/PLAN PREPARATION and all other work required under the contract documents will be completed within 45 days calendar days from the date of written authorization to commence said work by the Director or his designee after review and return of the preliminary plans, provided however that either time -frame may be extended or suspended due to delays in the right-of-way acquisition, reviews by agencies or franchised utilities or other such matters beyond the control of City or Engineer, with the mutual written consent of both parties. Me COMPENSATION: SPECIAL SERVICES, BASIC, AND TOTAL ENGINEERING FEE A. BASIC ENGINEERING SERVICES FEE 6.1 The BASIC ENGINEERING SERVICES FEE shall provide compensation for all design work, drafting work, computations, and all other work required for the design of this project, including Concept and Preliminary Phases and Basic Construction Phases Services, except that work described under Section VI.B.6.1. below. 6.2 The basis for compensation shall be Lump Sum. The total maximum BASIC ENGINEERING SERVICES FEE shall be TWENTY EIGHT THOUSAND, TWO HUNDRED FIFTY DOLLARS AND ZERO CENTS ($28,250.00). 6.3 BASIC ENGINEERING SERVICES FEE shall be paid as follows: (a) Upon furnishing satisfactory evidence of progress to City, Engineer shall receive up to twenty (20) percent of the maximum BASIC ENGINEERING SERVICES FEE, as shown in Section V.A.6.2 above, per month. The first monthly partial payment may be requested by Engineer fifteen (15) calendar days after the date of execution of the Contract, and then monthly thereafter. Should the Engineer furnish satisfactory evidence to the Director of Public Works that his progress exceeds twenty percent (20%) of the total Engineering effort, as defined by this Contract, the partial payment may be increased to a higher percentage at the discretion of the Director of Public Works. In no case shall the sum of the partial payments exceed Eighty-five percent (85%) of the maximum BASIC ENGINEERING SERVICES FEE. The remaining fifteen percent (15%) of BASIC ENGINEERING SERVICES FEE shall be paid as part of Basic Construction Phase services incrementally as work progresses. BE (b) City reserves the right to delay, without penalty, any partial payment, when in the opinion of the Director, Engineer has not made satisfactory progress on this design of this project. 6.4 No items of work shall be included in the Basic Engineering Services Fee for compensation except those items described in Section II., CONCEPTUAL/PRELIMINARY DESIGN, Section Ill., FINAL DESIGN/PLAN PREPARATION, and Section VI.A. BASIC ENGINEERING SERVICES FEE of this Contract. B. SPECIAL SERVICES FEE 6.1 The SPECIAL SERVICES FEE shall provide compensation to engineer for FIELD SURVEY WORK as needed for initial establishment of control lines, centerlines, elevations, location of underground utilities, aerial topography, and other field surveys necessary for the design of this project including establishment of existing right-of-way and easements and preparation of documents for proposed right-of-way and easement acquisition and for soil investigations (if soil investigations are required under Section 1.). Also, non - salary expenses shall be paid under said SPECIAL SERVICES FEE for reproduction costs, computer services, communication charges and pre - authorized delivery charges as required for proper execution of the design of all Phases of this project. 6.2 The basis for compensation for the above shall be hourly service rates. In no event shall the maximum SPECIAL SERVICES FEE exceed $10,250.00 regardless for the amount of work required. 6.3 Payment for Special Services shall be on the basis of actual progress, invoiced M monthly to the City. 6.4 For the purpose of budgeting, the separate major elements of Special Services are estimated as follows: Element Cost On the Ground Topography/Utility $3,000.00 Locations/Natural Ground Profile $1,750.00 Boundary work for Easement 1,500.00 acquisition, including field work and deed research and Easement Documents Horizontal and Vertical Control and 1,000.00 Monumentation Geotechnical Report 3,000.00 TOTAL: $10,250.00 6.5 No items of work will be included in the SPECIAL SERVICES FEE for compensation except those items described in Section 1, FIELD SURVEY WORK; Section 11, CONCEPTUAL/PRELIMINARY DESIGN; Section III, FINAL DESIGN/PLAN PREPARATION; Section IV, CONSTRUCTION; and Section VI, SPECIAL SERVICES FEES of this contract. C. TOTAL ENGINEERING FEE The TOTAL ENGINEERING FEE shall be the sum of the SPECIAL SERVICES FEE and the BASIC ENGINEERING SERVICES FEE. The TOTAL ENGINEERING FEE for this Contract shall not exceed THIRTY EIGHT THOUSAND, FIVE HUNDRED DOLLARS AND ZERO CENTS ($38,500.00). 13 V" M,TJ1AZW Upon acceptance and approval by City of Section III: FINAL DESIGN/PLAN PREPARATION, mylar record copies of original tracings, cross sections, preliminary plans, special provisions, field notes, and any other related documents or items shall become the sole property of the City of Grapevine and shall be delivered to City, without restriction on future use. Engineer may make copies of any and all plans, cross sections, field notes, and related documents for his files. Vill 8.1 After acceptance of the final plans and special provisions by City, Engineer agrees, prior to and during the construction of this project, to perform such engineering services as may be required by City to correct errors or omissions on the original plans prepared by Engineer and to change the original design as required by such errors or omissions at no additional compensation. 8.2 Redesign occasioned for the convenience of the City shall be at additional compensation for Engineer. Any additional compensation shall be as negotiated between Engineer and City and agreed upon in a separate or supplemental contract after authorization by of the City Council. 8.3 Acceptance and approval of the final plans by the City shall not constitute nor be deemed a release of this responsibility and liability of Engineer, its employees, associates, agents, subcontractors and consultants for the accuracy and competency of their Designs, Working Drawings and Specifications, or other 14 Documents and work; nor shall such approval be deemed to be an assumption of such responsibility by the City for any defect in the Designs, Working Drawings and Specifications or other Documents prepared by engineer, its employees, associates, subcontractors, agents and consultants. 8.4 Engineer agrees to defend, indemnify and hold City, its officers, agents and employees, harmless against any and all claims, lawsuits, judgments, costs and expenses including attorney's fees and collection costs for personal injury {including death, property damage or other harm for which recovery of damages is sought that may arise out of or be occasioned by the intentional or negligent breach of any of the terms or provisions of this Contract by Engineer, its officers, agents, associates, employees or subconsultants, or by any other negligent act or omission of Engineer, its officers, agents, associates, employees or subconsultants, in the performance of this Contract; except that the indemnity provided for in this paragraph shall not apply to any liability resulting from the sole negligence of City, its officers, agents, employees or separate contractors, and in the event of joint and concurrent negligence of both the Engineer and City, responsibility, if any, shall be apportioned comparatively in accordance with the laws of the State of Texas, without, however, waiving any governmental immunity available to the City under Texas law and without waiving any defenses of the parties under Texas law. The provisions of this paragraph are soieiy Tor the benefit of the parties hereto and not intended to create or grant any rights, contractual or otherwise, to any other person or entity. IX INSURANCE Engineer, at Engineer's sole cost, shall purchase and maintain the following minimum insurance during the term of this Contract: 15 9.1 Worker's Compensation and Employers' Liability. This insurance shall protect the Engineer and his subcontractors against all claims under applicable state workers' compensation laws. The insured shall also be protected against claims for injury, disease, or death of employees which, for -any reason, may not fall within the provision of a workers' compensation law. This policy shall include an all -states endorsement. The liability limits shall not be less than: Workers' Compensation Employers' Liability Statutory $500,000 9.2 Comprehensive General Liability This insurance shall be an occurrence type policy written in comprehensive form and shall protect the engineer and his subcontractors and the additional insureds against all claims arising from bodily injury sickness, disease or death of any person other than the Engineer's employees or damage to property of the City of Grapevine or others arising out of the act or omission of the engineer or his subcontractor or their agents, employees, or subcontractors. This policy shall also include protection against claims insured by usual personal injury liability coverage, a (protective liability) endorsement to insure the contractual liability, broad form property coverage, xcu, premises/operations, and independent contractors. Bodily Injury $1,000,000 per occurrence Property Damage $2,000,000 aggregate 9.3 This insurance shall be written in the comprehensive form and shall protect the provider, the Engineer and his subcontractors and the additional insured against all claims for injuries to members of the public and damage to property of others arising from the use of motor vehicles, and shall cover operation on and off the im site of all motor vehicles licensed for highway use, whether they are owned, non - owned, or hired. The liability shall not be less than: Bodily Injury Property Damage $ 1,000,000 Combined Single Limit 9.4 Professional Liability coverage of not less than $1,000,000.00 single limit. The Engineer shall maintain coverage for at period of no less than two (2) years from the date of project completion. 9.5 The cost of all insurance required herein to be secured and maintained by Engineer shall be borne solely by Engineer, with certificates evidencing such minimum coverage in . force to be filed with the City. Such certificates shall provide that City shall receive 30 days prior written notice of any cancellation, change or reduction in coverage. X CONTRACT TERMINATION In connection with the work outlined in this Contract, it is agreed that the Director may cancel or indefinitely suspend further work by written notice to Engineer with the understanding that immediately upon receipt of said notice all work and labor being performed under this contract shall cease immediately. Before the end of a thirty (30) day period following such notice, Engineer shall invoice the City for all work completed and shall be compensated in accordance with the terms of this Contract for all work accomplished by Engineer prior to the receipt of said notice, and approved by Director. No payment shall be made by City to Engineer for lost or anticipated profits. All plans, field surveys, maps, cross sections and other data related to the project shall become the property of City upon termination of this Contract. Nothing herein shall deprive City 17 of its right to terminate this Contract for breach of same by Engineer and City retains its right to any and all remedies it may have, at law or at equity, to strictly enforce the terms of this Contract, included, but not limited to, its right to seek specific performance of the terms hereof. In case of any default by Engineer, City shall notify Engineer in writing of same. If Engineer does not remedy the default within ten (10) days of said notice, City may terminate this Contract for cause and/or pursue any legal remedy it may have against Engineer. M. This Contract is entered into subject to the Charter and Ordinances of the City of Grapevine, as amended and applicable Federal and Texas State laws, The provisions of this Contract shall be construed in accordance with the laws and court decisions of Tarrant County and the State of Texas; and exclusive venue for any litigation which may be filed by either party hereto in connection with this Contract shall be in Tarrant County, Texas. M ASSIGNMENT This Contract shall be deemed personal to Engineer and in no event shall be sublet or assigned without written approval of City. Xill RIGHT OF REVIEW; INDEPENDENT CONTRACTOR Engineer agrees that City may review any and all work performed by Engineer on this project. The relationship of Engineer to City is that of Independent Contractor. IR XIV NONDISCRIMINATION As a condition of this Contract, Engineer covenants that he will take all necessary actions to insure that, in connection with any work under this Contract, Engineer, his associates and subcontractors, will not discriminate in the treatment or employment of any individual or groups on the grounds of race, color, religion, national origin, age, sex, or handicap unrelated to job performance, either directly, indirectly, or through contractual or other arrangements. In this regard, Engineer shall keep, retain and safeguard all records relating to this Contract or work performed hereunder for a minimum period of three (3) years from final Contract completion, with full access allowed to authorized representatives of the City, upon request, for purposes of evaluating compliance with this and other provisions of the Contract. XV FINANCIAL INTEREST PROHIBITED Engineer covenants and represents that Engineer, its officers, employees, agents, consultants and subcontractors will have no financial interest, direct or indirect, in the purchase or sale of any product, materials or equipment that will be recommended or required for the construction of the project. I XVI e The Engineer shall maintain, and the City shall have the right to examine books, 19 records, documents, and other evidence and accounting procedures and practices, sufficient to reflect properly all direct and indirect costs of whatever nature claimed to have been incurred and anticipated to be incurred in the performance of this Contract. Such right of examination shall include inspection at all reasonable times of the Engineer's offices or facilities, or such parts thereof, as may be engaged in the performance of this Contract. Er" All written notices and correspondence given to City by Engineer shall be mailed or delivered to the City of Grapevine, Director of Public Works, 200 South Main Street, P.O. Box 95104, Grapevine, Texas 76099. All written notices and correspondence from City to Engineer shall be mailed or delivered to the Engineer as follows: Cheatham and Associates 1601 E. Lamar Blvd. Suite 200 Arlin-qto , Texas 76011 no] EXECUTED this the day of 2001, the CITY OF GRAPEVINE signing by and through the City Manager, adopted by City Council on ; and CHEATHAM AND ASSOCIATES, signing by and through its PRESIDENT, has caused this instrument to be executed by its duly authorized officials. CITY OF GRAPEVINE M City Manager Roger Nelson APPROVED BY CITY COUNCIL ON F:\W0RD\GrapevinM402\Rev,3-01 eng.cont.wpd 21 CHEATHAM AND ASSOCIATES By: President Eddie Cheatham, P.E. F:\OPW\Grapevine\404\Re-Esbmate.QPW