HomeMy WebLinkAboutItem 09 - Jones Branch/Austin Oaks StreamMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROGER NELSON, CITY MANAGERR/
MEETING DATE: NOVEMBER 16, 2004
SUBJECT: ENGINEERING SERVICES CONTRACT — JONES BRANCH /
AUSTIN OAKS STREAM RESTORATION
ECOMMENDATION:
City Council consider awarding an Engineering Services Contract to Turner, Collie &
Braden Inc., for the design of the Jones Branch / Austin Oaks Stream Restoration in an
amount not to exceed $ 151,601.00, authorize staff to execute said contract, and take
any necessary action.
FUNDING SOURCE:
Funds are available as follows:
Funding Source Account
Amount
Award
Percent
SDUS 116-48941-535-1-000007
$925,000.00
$151,601.00
100.0%
TOTAL
100%
Budget
Amount
Award
Percent
Engineering
$151,601.00
$151,601.00
16.4%
Testing
$20,000.00
2.2%
Construction
$636,350.00
68.8%
Contingency
$117,049.00
12.6%
TOTAL
$925,000.00
$151,601.00
100%
BACKGROUND:
This project addresses two issues.
• the erosion along Jones Branch within the Austin Oaks Addition and associated
encroachment onto private property, and
• the acquisition of a Letter of Map Revision (LOMR) from the Federal Emergency
Management Agency (FEMA) to remove homes from the FEMA mapped 100 -year
floodplain along Jones Branch in the Winding Creek Addition, immediately
downstream of the Austin Oaks Addition.
November 10, 2004 (2:44PM)
This work will include additional surveyed cross-sections along the stream from SH 114
to Dove Road and new hydrologic and hydraulic modeling of the stream to establish the
base flood elevation and its effective floodplain boundaries for the LOMR submittal.
Two City Council Workshops have been conducted (June 15, 2004 and September 7,
2004) to brief the Council on this project.
On July 16, 2002, the City hired Turner, Collie and Braden, Inc. to study the channel and
develop possible courses of action to address the erosion problems being experienced.
The result of the study suggests the need to provide erosion protection and reduce the
velocities in the channel. The proposed erosion protection consists of lining the existing
channel with gabions over a length of approximately 1,180 lineal feet, extending from
just upstream of Austin Oaks Park to about 110 feet upstream of the Bonham Trail
crossing.
To address the need to reduce velocities, three drop -structures, ranging in height from
1.1 to 4.1 feet are proposed. The addition of the drop structures provides for needed
vertical fall in the channel bottom in predetermined areas which results in flatter slopes
in the channel bottom between the drop -structures. The flatter slopes will slow the
velocity of the flow in the channel and overbank and will reduce the potential for erosion.
The channel cross section will consist of a gabion mattress between 12 to 18 feet in
width and gabion baskets on the sides ranging in heights from 3 to 8 feet. This cross
section will generally follow the existing channel location and provide a pilot channel to
further reduce erosion potential and to also provide support to the failing channel banks
and resident's yards.
Staff recommends approval.
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November 10, 2004 (2:44PM)
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EXHIBIT "A"
JONES BRANCH/AUSTIN OAKS STREAM RESTORATION
SCOPE OF SERVICES
0.0 GENERAL
0.1 Project Description
This project consists of the design of approximately 1,200 linear feet of gabion lined
channel, including upstream and downstream riprap, landscaping, and related
improvements, from 150 feet upstream of Bonham Trail to 1,050 feet downstream of
Bonham Trail along Jones Branch in the Austin Oaks subdivision.
The project will include the following features.
• Approximately 1,200 if of gabion lined channel including three gabion drop structures
and 501f of graded limestone riprap at the upstream and downstream limits of the
gabion lined channel.
• Landscaping plans.
0.2 Design Standards
Design and preparation of construction drawings and technical specifications required for
the project will be in accordance with the following standards.
a. City of Grapevine Design Standards
b. EPA and FEMA Regulations (environmental and drainage)
1.0 Basic Services Phase 1— Channel Restoration Plans
1.1 Data Collection
a. Existing Utilities and Underground Facilities
(1) Provide a list to the City of as -built street, water, sanitary sewer, and storm
sewer plans needed for design (City to provide hard copy of plans and
available digital electronic files).
(2) Obtain plans for existing power, telephone, cable television, long distance
communications, and natural gas.
b. Obtain GPS coordinate data from the City.
C. Meet with City personnel to assess other planned improvements.
Jones Branch/Austin Oaks Stream Restoration 11/2/2004
Scope of Services
1.2 Channel Plans
a. Typical Sections
Typical sections will be developed for various locations along the channel to reflect
proposed gabion section, base, filter thickness, materials, cross -slopes, and
embankment slopes.
b. Channel Plan & Profile
Plan and Profile sheets will be provided at a 1" = 20' horizontal and 1"= 4 vertical
scales. Channel plan & profile sheets will contain the following information:
(1) Channel bottom and top of gabion profiles.
(2) Proposed drop structure locations, elevations and details.
(3) Control (horizontal and vertical).
(4) Proposed channel geometry.
(5) Limits of grading.
(6) Existing structures, utility crossings, and trees of 3" and above diameter.
(7) Limits and elevations of upstream and downstream riprap.
(8) Limits of access and floodplain easement.
(9) Lot lines, street addresses, property ownership and easements.
c. Cross Sections
Cross-sections will be developed at intervals not -to -exceed 100 feet along the project
length and will extend a minimum of 10 feet past the easement line or floodplain limit
on both sides of the channel, whichever is further from the channel. Additional cross-
sections at important features including drop structures utilities, and graded riprap, will
also be provided. Cut and fill volumes will be calculated using the average end area
method.
1.3 Cost Estimates
Update estimate of projected construction costs at 30%, 60% and final plans.
1.4 Plan Reviews
a. Meet with City of Grapevine staff to review 30%, 60% and 95% complete plans. One
meeting anticipated for each.
b. Address final City review comments.
1.5 Contract Documents
a. Prepare bid documents and contract documents.
b. Develop any special specifications required for project not covered by standard
specifications.
Jones Branch/Austin Oaks Stream Restoration 11/2/2004
Scope of Services Page 2
�4 1
,.: 2.0 Basic Services Phase 2 - Bidding and Construction
2.1 Bidding
a. Provide copies of the contract documents for bidding. The cost of printing the
documents will be recovered through charging for copies. The City of Grapevine will
advertise the project.
b. Distribute contract documents to contractors and plan rooms; maintain a plan holders
list; and issue addenda, if required.
c. Attend the pre-bid meeting and the bid opening.
d. Tabulate bids received.
e. Check bidder references and issue a Recommendation of Award.
f. Prepare executed contract documents and conformed documents.
2.2 Construction Phase Services
a. Attend the Pre -construction Meeting to respond to questions.
b. Make a maximum of 18 site visits (3 visits per month for 6 months) during
construction to observe construction progress.
c. Review and make recommendations on shop drawing submittals.
d. Respond to requests for information as needed.
e. Prepare change orders if necessary.
f. Recommend final acceptance of the project at the completion of construction.
g. Prepare record drawings based on marked up plans supplied by the City.
3.0 Special Services
3.1 Topographic Survey
a. Survey the area within the Jones Branch Access and Drainage Easement (Easement) as
shown on the final plat of the Austin Oaks Addition. The limits will be from 100 -feet
south of the southerly line of said Addition northerly along the Easement
approximately 1,500 linear feet to the southerly limit of the park site.
b. All improvements within the easement area will be located using conventional ground
surveying techniques along with sufficient spot elevations and grade breaks to generate
Jones Branch/Austin Oaks Stream Restoration 11/2/2004
Scope of Services Page 3
one -foot contours. Also locate all trees with trunk diameters 3 inches and larger with
trunk size and type noted.
c. Use City of Grapevine GPS monuments to establish horizontal and vertical control for
the project.
d. Determine horizontal and vertical locations at manholes, valve boxes, and other surface
evidence of underground utilities.
e. Obtain field ties to property corners to compute the existing access and floodplain
easement.
f. Prepare map of the existing access and floodplain easement along the alignment,
showing the underlying ownership.
g. Provide horizontal and vertical control for construction. Stake proposed centerline at
100 foot intervals and at PI's, PC's and PT's.
h. Stake centerline of intersecting utility lines.
3.2 Public Meeting
Attend one public meeting which the City of Grapevine will hold to make the public aware
of the project and to solicit public comments. Provide graphics for the meeting based on
the construction plans for the project, and attend the meeting. The City will arrange for
and conduct the meeting.
3.3 Geotechnical Investigation
a. Provide geotechnical services required to evaluate subsurface conditions in the areas of
the proposed improvements.
b. Four borings are planned to evaluate subsurface soil conditions for the walls and earth
slopes. The borings will be drilled and sampled to a depth of 25 feet or 2 feet into
bedrock, whichever is shallower. The borings will be continuously sampled to a depth
of 10 feet in soil and at 5 -foot intervals thereafter using thin-walled sampling tubes.
The consistency of bedrock, if encountered, will be evaluated with TxDOT Cone
Penetrometer tests.
c. Water level readings will be obtained during and at completion of drilling at each
boring. The boreholes will be backfilled with auger cuttings after the water level
readings are obtained.
d. The drilling operations will proceed in a manner that will reduce the potential of
damage to underground utilities. Coordinate underground utility line clearance with
the Texas Excavation Safety System.
e. Test sampled soil in the laboratory to evaluate the pertinent engineering properties.
Liquid and plastic limits, moisture content, dry unit weight tests, and unconfined
Jones Branch/Austin Oaks Stream Restoration 11/2/2004
Scope of Services Page 4
compression tests will be performed to evaluate the strength characteristics of the soils.
f. Prepare an engineering report to present the results of the field and laboratory
investigations. The report will present the results of the slope stability analysis and
provide recommendations for design. Two copies of the report will be submitted. The
report will include the following:
(1) Boring logs, laboratory test results, water level observations and a boring site plan.
(2) The results of the slope stability analysis to evaluate the overall stability of the
gabion wall design will be presented. These analyses will include groundwater
seepage and long-term strength parameters. The long-term strength parameters
will be based on correlations with the PI of the clay soils.
(3) Should the slope stability analysis indicate an insufficient factor of safety with
respect to deep seated shearing movements, recommendations for design change
will be provided.
(4) Recommendations for riprap gradation.
(5) Recommendations for filter blanket and/or geotextile under gabions and backfill
requirements behind gabion walls.
3.4 Design Phase Hydraulics
a. Revise existing conditions hydraulic model prepared for MDP Update to incorporate
field surveys performed for this project. Use flows developed for MDP as the basis of
design.
b. Prepare proposed conditions hydraulic model using revised existing conditions
hydraulic model and recommended improvement plan from MDP update (not
including additional culvert at Bonham Trail).
c. Review findings with City Staff and respond to comments.
3.5 Letter of Map Revision (LOMR) Request
a. Update hydrologic analysis from MDP update to incorporate existing watershed
conditions in the portion of the drainage in the area upstream of SH 114. Calculate 10,
50, 100 and 500 -year flows through the reach from Dove Road to the City limits just
upstream of Bonham Trail (study reach).
b. Use the updated existing conditions hydraulic model developed in Task 3.4 to calculate
water surface profiles of Jones Branch through the study reach for the 10, 50, 100 and
500 -year storm. Delineate 100 -year and 500 -year floodplains and floodway on
available topographic map.
c. Prepare a request for LOMR to FEMA using typically required narrative, forms,
exhibits and backup computations.
d. Coordinate with the City of Grapevine, City of Southlake and FEMA in their review
process. Any Permit fees payable to cities or FEMA are to be paid by City of
Grapevine.
Jones Branch/Austin Oaks Stream Restoration 11/2/2004
Scope of Services Page 5
3.6 Landscape Design Services (In support of section 404 coordination)
a. Project Initiation & Data Gathering
(1) Review existing information including topographic, boundary, tree survey,
utilities, floodplain conditions, adjacent properties, and other digital base maps
necessary for plan preparation.
(2) Obtain USACE/FEMA tree mitigation requirements and digital base map files
AutoCAD 2002+) for creek corridor project limit area and adjacent park property.
b. Site Analysis
(1) Review preliminary creek improvement plans, tree inventory and survey, and
USACE tree mitigation requirements.
(2) Provide field investigation and assessment related to establishing grass and
required tree mitigation within project limits (and adjacent park property for tree
planting only).
c. Preliminary Design
(1) Prepare Preliminary Planting Design Plan for grassing and tree mitigation.
(2) Prepare preliminary plan updates and landscape cost estimate based on City
comments.
d. Construction Documentation & Bidding
(1) Review creek protection plans and details.
(2) Prepare Construction Documents for planting plans and details, with notation and
limit shown for temporary irrigation for grass establishment.
(3) Prepare Technical Specifications for Top soiling, Landscaping, and Grassing,
(4) Provide Bidding services: addendums, bid conferences, and bid tab analysis in
recommending contract award.
e. Graphics and Public Meeting Support
(1) Prepare one Color Illustrative of planting and tree mitigation in the corridor.
(2) Participate in Public Meeting.
(3) Prepare landscape and architectural support documents for USACE submittal.
3.7 Environmental Permitting
a. Data Collection and Evaluation
Collect and review various information specific to Jones Branch to help determine the
existing conditions of the project area. Information to be collected will include, but
may not be limited to the following:
Jones Branch/Austin Oaks Stream Restoration 11/2/2004
Scope of Services Page 6
(1) Proposed project plans.
(2) Prior studies and reports.
(3) Pertinent U.S. Geological Survey quadrangle map(s).
(4) National Wetland Inventory map(s).
(5) Tarrant County soil survey and hydric soil list.
(6) Readily available aerial photography.
b. Site Investigation
Perform a site investigation of the Jones Branch project area to identify, characterize,
and document the existing conditions relative to Section 404 jurisdictional areas in
accordance with USACE requirements, as well as immediate adjacent areas (i.e.
riparian habitat) that would be affected by the project.
c. Data Analysis
Compile and evaluate all data collected from the previous tasks for use in preparing the
Preconstruction Notification (PCN) document and Conceptual Mitigation Plan Report.
This effort may include the preparation of representative Wetland Determination Data
Forms, if the conditions warrant, for documentation to the USACE identifying the
representative conditions within the project area.
d. Resource Agency Coordination
Consistent with USACE recommendations, letters will be prepared and transmitted to
the U.S. Fish & Wildlife Service (USFWS) and the Texas Historical Commission
(THC) notifying the agencies of the proposed project. Comments will be requested
from the USFWS regarding threatened and endangered species and coordination with
the THC will occur to determine the likelihood of encountering known cultural
resources (pre -historic and historic) within the project area.
e. Draft Preconstruction Notification
Using information developed from the previous tasks and project specific information,
prepare the Draft PCN document and associated exhibits including a vicinity map and
typical plan and section views for the proposed project. An alternatives analysis is
required for incorporation into the PCN. Previously prepared information addressing
alternatives that were considered as part of the project's feasibility study will be used
for this purpose. Address consideration of other practicable alternatives, including the
no -action alternative. Provide two (2) copies of the Draft PCN document to the City of
Grapevine for review and comment.
f. Draft Conceptual Mitigation Plan Report
Concurrent with Task e above, prepare a Draft Conceptual Mitigation Plan Report to
address compensatory mitigation for unavoidable impacts to the aquatic environment
and adjacent riparian habitat that would occur as a result of the proposed project. It is
assumed that on-site mitigation can be performed at the location where the stream and
riparian habitat impacts will occur. The USACE will require assurance from the City
of Grapevine that the mitigation area(s) will be protected in perpetuity. This may be
Jones Branch/Austin Oaks Stream Restoration 11/2/2004
Scope of Services Page 7
performed by providing a letter to the USACE indicating protection of the mitigation
area(s); through the use of a conservation easement; or, by deed restricting the
mitigation area(s). The Conceptual Mitigation Plan Report will address the USACE
mitigation sequencing process that was applied to the project in considering the
avoidance, minimization, and compensation of impacts to Jones Branch and adjacent
riparian habitat.
g. Final Preconstruction Notification
Prepare the Final PCN document subsequent to receipt of review comments and
transmit the document to the USACE for evaluation and processing. Two (2) copies of
the Final PCN document will be provided to the City of Grapevine.
h. Final Conceptual Mitigation Plan Report f_
Prepare the Final Conceptual Mitigation Plan Report subsequent to receipt of review
comments and transmit the report to the USACE with the Final PCN document.
Provide two copies of the Final Conceptual Mitigation Plan Report to the City.
i. On -Going Coordination
Perform on-going coordination with the USACE and the City of Grapevine during the
USACE's evaluation of the PCN and Conceptual Mitigation Plan Report. Accompany
the USACE Project Manager if the USACE wants to conduct a site visit to review the
conditions within the project area.
Public Involvement
Attend one public involvement meeting and assist with addressing issues, questions,
and comments relative to the project area's environmental features and the USACE
Section 404 permitting requirements.
k. Permit Review and Coordination
Review the USACE permit upon receipt to determine the required terms and
conditions. Provide two (2) copies of the permit to the City of Grapevine. Coordinate
with the City of Grapevine regarding the permit terms and conditions.
1. Environmental investigations do not include threatened and endangered species
investigations, boundary delineation or survey of waters of the US, including wetlands,
cultural resources surveys, preparation and coordination of a Section 404 Individual
Permit, construction observation related to mitigation and mitigation monitoring and
compliance reporting.
4.0 Information To Be Provided By The City
1. City's plat, easement and plan files.
2. Available previous studies for the project.
Jones Branch/Austin Oaks Stream Restoration 11/2/2004
Scope of Services Page 8
3. Notify residents, establish time and location, and make arrangements for public meetings.
4. Right -of -entry and access along the right-of-way and existing easements. Notify residents
in the area of the pending survey work. Provide access to private properties adjacent to the
proposed alignment as required to obtain the required topographic survey, geotechnical
investigations, and environmental assessment.
5. Water, sanitary sewer, paving and drainage plans.
Jones Branch/Austin Oaks Stream Restoration 11/2/2004
Scope of Services Page 9
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EXHIBIT C
City of Grapevine, Texas
Jones Branch Restoration @ Austin Oaks
SUMMARY
11/02/04
TASK LISTING
Project
Director
ProjectSenior
Manager
EnStaff ineer
Technician
Technician Clerical
TOTAL
$600 $672 $122 $236
$225
Deliveries
$300 $300 $336 $366
$125
Postage
TC&B Labor
$100
Mileage
$300 $1,800 $4,536 $1,104 $236
$260
3.5 LOMR Request
$300 $2,400 $6,048 $828 $2,440 $472
$12,488
Administrative
10.0o7%
$129
11NON-LABOR TOTAL
Final Design
$3,000
$13,098
$21,420
$4,140 $15,006
$56,664
$1,500 1 $9,300 1 $15,456 1 $10,902 1 $5,246 $1,888
$44,292
90
none
$990
Newman, Jackson , Bieberstein
Bidding & Construction Phase Services
$150
$4,800
$6,384
$4,392 $2,950
$18,676
111-ABOR EXPENSE TOTALS
$3,150
$17,898 1
4
,1
TC&B NON -LABOR ESTIMATE
Plotting
Project Project Staff Senior i ��
Mana er Engineer En ineer Technician Technician Clerical
$420
Reproduction (Plans) .......---
Subtler
Contracts
$158
Reproduction (Specifications) _ _ _
$600 $672 $122 $236
$225
Deliveries
$300 $300 $336 $366
$125
Postage
$1,200 $336 $122 $236
$100
Mileage
$300 $1,800 $4,536 $1,104 $236
$260
3.5 LOMR Request
$300 $2,400 $6,048 $828 $2,440 $472
$12,488
Administrative
10.0o7%
$129
11NON-LABOR TOTAL
:1
1
TOTAL BASIC SERVICES $76,756
RECOMMENDED SPECIAL SERVICES
TASK LISTING
Project Project Staff Senior i ��
Mana er Engineer En ineer Technician Technician Clerical
TOTAL
Reproduction (Bluelines)_...._..........._......._
Subtler
Contracts
$100
3.1 Topographic Survey Coordination
$600 $672 $122 $236
$1,630
3.2 Public Meetings 1
$300 $300 $336 $366
$1,302
3.3 Geotechnical Investigation Coordination
$1,200 $336 $122 $236
$1,894
3.4 Design Phase Hydraulics
$300 $1,800 $4,536 $1,104 $236
$7,976
3.5 LOMR Request
$300 $2,400 $6,048 $828 $2,440 $472
$12,488
Administrative
10.00%
$180
3.7 Environmental Permitting
$600 $3,000 $3,528 $8,970 $2,196 $708
$19,002
NON -LABOR TOTAL
none
$1,980
LABOR EXPENSE TOTALS
$1,500 1 $9,300 1 $15,456 1 $10,902 1 $5,246 $1,888
$44,292
TC&B NON -LABOR ESTIMATE
Plottin _...
Task
$100
Reproduction (Bluelines)_...._..........._......._
Subtler
Contracts
$100
Reproduction (Specifications) _
$100
Deliveries
$200
Postage
3.1 Topographic Surveys
$500
Mileage
none
$800-
800Com
uter Use
Computer
3.3 Geotechnical Investigations
7,000
Administrative
10.00%
$180
Newman, Jackson, Bieberstein
3.6 a -e Landscaping Desi n for Sect 404
9,725
NON -LABOR TOTAL
none
$1,980
SUBCONTRACTOR SERVICES AND ADMINISTRATION
Subcontractor
Task
Labor
& Ex
Admin. Q
10.00%
Subtler
Contracts
Subcontract
Ex ense
Survcon, Inc.
3.1 Topographic Surveys
7,500
750
none
8,250
Terra -Mar, Inc.
3.3 Geotechnical Investigations
7,000
700
none
7,700
Newman, Jackson, Bieberstein
3.6 a -e Landscaping Desi n for Sect 404
9,725
973
none
10,698
Newman, Jackson , Bieberstein
3.6f. Environmental Permitting Public Meeting
900
90
none
$990
Newman, Jackson , Bieberstein
3.6f Environmental Permitting
850
85
$935
11TOTAL SPECIAL ERVI 74,845
11TOTAL BASIC PE I L I 151,601
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