HomeMy WebLinkAboutItem 08 - 2003 Utilities Project ITEM !
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROGER NELSON, CITY MANAGER
MEETING DATE: MAY 6, 2003
SUBJECT: ENGINEERING SERVICES CONTRACT — 2003 UTILITIES
PROJECT
RECOMMENDATION:
City Council consider awarding an Engineering Services Contract to Pacheco Koch
Consulting Engineers for the design of the 2003 Utilities Project in an amount not to
exceed $147,000.00, authorize staff to execute said contract, and take any necessary
action.
FUNDING SOURCE:
Funds are available as follows:
Funding Source Account Amount Award Percent
95 Utility Bonds 200-48930-534-1-000012WA $123,834.65 11.3%
96 Utility Bonds 200-48930-534-2-000003WA $354,458.35 32.2%
99 Utility Bonds 200-48930-534-5-000003WA $120,000.00 10.9%
W Impact Fees 200-48930-534-6-000007WA $188,000.00 $147,000.00 17.1%
WW Impact Fees 200-48940-536-6-000006SW $313,707.00 28.5%
TOTAL $1,100,000.00 $147,000.00 100%
Budget Amount Award Percent
Engineering $150,000.00 $147,000.00 13.6%
Right-of-Way $50,000.00 4.6%
Construction $750,000.00 68.2%
Contingency $150,000.00 13.6%
TOTAL $1,100,000.00 $147,000.00 100%
BACKGROUND:
The project includes the construction of water and wastewater lines at six locations
across the City. We have combined these six locations into one project to provide a
more cost efficient design package and a more attractive bid package for contractors.
April 30, 2003(1:34PM)
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The individual project locations are:
• Glade Road Wastewater Extension — From Euless Grapevine Road east to an
existing line connecting to the Big Bear TRA Trunk Line on the east side of SH 360.
• O'Dell Court Wastewater Extension — Construction of a wastewater collection system
in the O'Dell court area to enable the residents to discontinue use of septic tanks.
• Hughes Road Wastewater Collector — From the Hughes Road @ Euless Grapevine
Road intersection extending east across SH 360 to the Big Bear TRA Trunk Line.
• Heritage Avenue Water Distribution Line — From Mustang Drive north to SH 26
• Parr Lane Distribution Line — Connecting four waterlines in the area of Heritage Ave
and Big Bear Creek to complete the system in the southern part of the City.
• Ruth Wall / Bushong Distribution Line — Extending a waterline parallel to Bushong
Drive from Ruth Wall Road to Dooley Street.
With the exception of O'Dell Court, the individual projects are listed on the latest Water
and Wastewater Impact Fee program and are scheduled for construction in the 2004
time frame. O'Dell Court represents an opportunity to improve the City Wastewater
system and meet the continued demand for wastewater service to undeveloped lots in
the subdivision.
Staff recommends approval.
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0:\AGENDA\5-6-03\ENGR CONTRACT 2003 Utilities
April 30,2003(1:33PM)
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APB 2 $ 2003 2003 (Revised)
2377-03.094
Mr. Stan Laster, P.E.
Assistant Director of Public Works
CITY OF GRAPEVINE
P.O. Box 95104
Grapevine, Texas 76051
Re: Professional Civil Engineering & Land Surveying Services
FY 2004 UTILITY BOND PROJECTS
Grapevine, Tarrant County, Texas
Dear Mr. Laster:
Pacheco Koch Consulting Engineers, Inc. is pleased to submit this proposal to
provide professional engineering and land surveying services relating to the referenced
project. The project consists of new water or wastewater main construction at six (6)
separate locations in Grapevine, Texas. Those locations are generally described as:
Glade Road Sewer Extension—2000 Lf.of 10-inch wastewater main from Euless
Grapevine Road north of Glade Road, across private property, to an existing
main located along the west side of State Highway 360.
Heritage Avenue Distribution Line— 2400 l.f. of 12-inch water main from the an
existing main on the north side of Mustang Drive at Heritage Avenue, across
private property, to an existing stub-out on the south side of State Highway 26 at
Kimball Street.
Hughes Road TRA Wastewater Collector-1500 I.f.of 12-inch wastewater main
from Hughes Road, west of Euless Grapevine Road, along existing public right-
of-way to the existing TRA Big Bear Wastewater Trunk Line east of State
Highway 360.
Parr Lane Distribution Line— 1600 I.f. of 12-inch water main generally along the
future alignment of Heritage Drive to connect existing mains located north and
south of Bear Creek along with 2600 I.f. of 12-inch water main from the existing
main located in Parr Lane, across private property to an existing main on the
west side of State Highway 121 at Stone Meyers Parkway.
Ruth Wall/Bushong Distribution Line — 2400 I.f. of 8-inch water main in the
Bushong Road right-of-way from an existing main on the east side of N. Dooley
Street to an existing main on the west side of Ruth Wall Street.
O'Dell Court Sewer Extension — 1680 l.f. of 6-inch wastewater main in O'Dell
Court to an existing main located at the northeast corner of the addition.
To date we have received a key map indicating the locations of the referenced projects,
construction and engineering cost estimates and copies of City of Grapevine Water and
Sanitary Sewer key maps. The estimated construction cost provided by the City is
$954,544. Utilizing curves of median compensation published by the Texas Society of
Professional Engineers and by the American Society of Civil Engineers,the fee for basic
design services should be 7.60% or $ 72,545. Our proposal is consistent with that
amount. Please note that Pacheco Koch has not prepared an independent opinion of
probable construction cost for this project.
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Mr. Stan Laster, P.E.
April 22, 2003
Page 2
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It is our understanding that a Storm Water Pollution Prevention Plan that will satisfy all applicable
requirements of the Environmental Protection Agency will be prepared by others. Based on that
information, those items have not been included in this proposal and Pacheco Koch assumes no
liability related to same.
SCOPE OF SERVICES
Based on our preliminary discussions and review of the information received to date,the following is
our perception of the services to be provided by Pacheco Koch for the referenced project:
Basic Services:
DESIGN PHASE
■ WATER PLANS:Pacheco Koch will prepare construction plans and details for proposed
water mains, fire hydrants, valves and other appurtenances. it is anticipated that these
plans will be prepared at a scale of 1"=40' unless greater detail is required due to site
features. This item includes coordination of City review and approval of these plans.
This item also includes coordination with D/FW International Airport to obtain their
approval of the Heritage Avenue project.
■ WATER PROFILES:Pacheco Koch will prepare profile sheets for proposed water mains
that will be 12-inches in diameter or larger. These sheets will provide vertical design
information for the mains described above. It is anticipated that these sheets will be
prepared at a horizontal scale of 1"=40' and a vertical scale of 1"=5% This item includes
coordination of review and approval of these plans.
• SANITARY SEWER PLAN& PROFILES:Pacheco Koch will prepare construction plans
and details for proposed sanitary sewer mains, manholes, cleanouts and other
appurtenances. The connection points will be as directed by the City. It is anticipated
that these sheets will be prepared at a horizontal scale of 1"=40' and a vertical scale of
1"=5'. This item includes coordination of City review and approval of these plans.
• BID PHASE SERVICES: Pacheco Koch will assist the City in solicitation of bids from
contractors to complete the work included in the project. During the Bid Phase, Pacheco
Koch will be available to attend a Pre-Bid Conference and to provide coordination as
required with prospective bidders. After the bid opening, a Bid Tabulation of the bids
received will be provided to the City. A written recommendation regarding award of the
construction contract will be provided to the City after a review of the apparent low
bidder's qualifications and references.
CONSTRUCTION PHASE
• CONSTRUCTION PHASE SERVICES:Pacheco Koch will be available to attend project
coordination meetings during construction as requested by the City. Those meetings
could include: Pre-Construction Conference, Substantial Completion Walk-Through,
Final Completion Walk-Through, and periodic visits to the construction site to monitor
progress of the construction and to check for general compliance with the construction
documents. This shall not be construed as performing continuous construction
inspection. Pacheco Koch will also be available to review submittals from the contractor
that are required for this project and related to the civil site improvements. Those
submittals could include Contractor's Application for Partial Payment and Final Payment,
shop drawings, product data, mix design, etc. Submittals not required by the contract
documents will not be reviewed.
Mr. Stan Laster, P.E.
April 22, 2003
Page 3
• RECORD DRAWINGS:Based on project construction records, maintained and provided
by the Contractor (or by the City), Pacheco Koch will prepare final Record Drawings for
the project. These drawings will rely solely on the information provided to Pacheco Koch
by others. Field verification of actual construction is not included in this item.
Special Services
DESIGN SURVEY: Pacheco Koch will perform an on the ground survey for each of the
project sites under the direct supervision of a Registered Professional Land Surveyor.The
survey will include location of permanent improvements, spot elevations on 50-foot intervals,
contours on one foot intervals,top of curb and gutter elevations for paving, locations of trees
over 6-inches in caliper, location of visible utilities and appurtenances, and the location and
sizes of underground utilities based on available record information. Horizontal and vertical
control monuments shall be provided at both ends of each project segment, and, if feasible,
will be based on the established City coordinate system.
EASEMENT DOCUMENTS: Pacheco Koch will prepare separate instrument dedication
documents for water and sanitary sewer easements as required. These documents will
include dedication statements, survey exhibits and metes and bounds descriptions for each
permanent easement.These easements will also include an additional area for construction
operations that will expire upon completion of the project.
TxDOT PERMIT: Pacheco Koch will coordinate with the local district office of the Texas
Department of Transportation (TxDOT)to obtain approval of proposed construction in their
right-of-way. It is assumed that this item shall only apply to the Hughes Road project.
WETLAND DELINEATION:Pacheco Koch will provide an identification of wetland areas in
proximity to the proposed construction based on review of existing technical resources (i.e.,
soil survey, National Wetland Inventory maps, topographic maps, and available digital
orthophotography) and field verification of maps prior to delineation field efforts. Field
surveys will be conducted to identify all jurisdictional waters of the United States, including
wetlands, in accordance with the USACE 1987 Wetland Delineation Manual. All potential
jurisdictional sites identified will be accurately mapped on field maps.
PERMITTING COORDINATION: The design team will work with the City to avoid and
minimize impact to waters of the United States. This will occur through a coordination
meeting to interpret the wetland delineation map as it relates to required permits. This
coordination task is important because the results will determine the type of Section 404
permit the project will qualify for or will be applying for - Nationwide Permit (NW P) 12 —
Utility Line Activities or Regional General Permit (RGP) 2 — Utility Lines and Outfall and
Intake Structures.
SECTION 404 PERMIT APPLICATION: If the project is eligible for NW P 12 without
notification, Pacheco Koch will provide a letter report documenting the wetland delineation,
avoidance and minimization efforts used, and impact analysis demonstrating that the project
is qualified under the terms and conditions of the NWP 12. If the City requests that the
USACE is notified and desires to have the USACE verify the project's eligibility under the
CWA, the RGP 2 is recommended for efficiency. Through professional experience, when
there is a requirement to notify the USACE,the USACE requires compensatory mitigation for
unavoidable impacts to waters of the United States, which would require developing a
conceptual mitigation design and approval from the USACE.
Mr. Stan Laster, P.E.
April 22, 2003
Page 4 r
CONCEPTUAL MITIGATION DESIGN: If it is decided to proceed with the RGP 2, a
conceptual mitigation design will be required. After all coordination with the client and a
conceptual idea is developed, Pacheco Koch will provide a conceptual mitigation plan. This
mitigation plan will include an assessment of the resources impacted to ensure that these
functions and values are not lost, a description of the mitigation to be implemented, an
assessment on how this mitigation will offset the functions and values of the proposed
impacted resources, and design details. Conceptual design details include location, area,
depth of depression (if necessary), species composition, planting densities, and mitigation
monitoring program.
PROTECTED SPECIES HABITAT EVALUATION:This effort will include coordinating with
USFWS and Texas Parks and Wildlife to determine the species listed in Tarrant County,
habitat surveys for listed protected species and a report presenting the findings of the
surveys. Research of available data will determine the listed species and their preferred
habitat. Species-specific surveys will not be covered in this scope of services, since they
require substantial time throughout particular seasons using specific protocols. Habitat
surveys are designed to determine whether the site contains preferred protected species
habitat and the likelihood of the presence of that species. Included in this item is a brief
letter report summarizing the results of the survey, describing the habitats present on the
site, the protected species that are listed in Tarrant County and their preferred habitats, and
an evaluation of whether or not this preferred habitat is present on the site.
Based on our understanding of the scope of services, the following items are not included in this
proposal: (1) Geotechnical Investigation, (2) Construction Staking, (3) Construction Inspection.
COMPENSATION
Pacheco Koch proposes to provide the services described above on a Fixed Fee basis for a total
fee as follows:
Basic Services:
DESIGN PHASE $ 60,000.00
■ Water Plans
■ Water Profiles
• Sanitary Sewer Plan & Profiles
• Bid Phase Services
CONSTRUCTION PHASE $ 10,000.00
■ Construction Phase Services
■ Record Drawings
Sub-Total (Basic Services) $ 70,000.00
Special Services:
DESIGN SURVEY $ 58,000.00
EASEMENT DOCUMENTS (Est. 19 @ $500.001ea.) $ 9,500.00
TxDOT PERMIT $ 1,000.00
WETLAND DELINEATION $ 1,000.00
PERMITTING COORDINATION* $ 750.00
SECTION 404 PERMIT APPLICATION* $ 3,000.00
CONCEPTUAL MITIGATION DESIGN* $ 2,750.00
PROTECTED SPECIES HABITAT EVALUATION $ 1,000.00
Sub-Total (Special Services) $ 77,000.00
*If required TOTAL $ 147,000.00
Mr. Stan Laster, P.E.
April 22, 2003
Page 5
Usual and customary reimbursable expenses incurred will be recouped through a Purchase Price
established for construction plans obtained by prospective bidders.
Please note that the fees above are based on the assumption that Pacheco Koch will perform the
above services all together for this project with the exception of any items noted as"if required." In
the event any other item is deleted from the scope of work, Pacheco Koch reserves the right to
adjust the fees for other items as appropriate.
SCHEDULE
Pacheco Koch acknowledges the importance to City of Grapevine of the project schedule and
agrees to put forth its best professional efforts to perform its services under this Agreement in a
manner consistent with that schedule. City of Grapevine understands, however, that Pacheco
Koch's performance must be governed by sound professional practices. If requested, Pacheco
Koch would be pleased to develop a project schedule outlining each of the items included previously
described in the Scope of Services.
SUMMARY
This proposal, unless otherwise noted, constitutes our understanding of the services to be provided
by Pacheco Koch Consulting Engineers, Inc. on the project described above. This proposal is
offered for a period of thirty (30) days after which, if said proposal has not been executed, said
proposal should no longer be valid.
Pacheco Koch Consulting Engineers, Inc. is pleased to have this opportunity to submit this
proposal and look forward to working with you on this project. If the proposal and
accompanying agreement is acceptable to you as presented, please execute one copy of the
agreement form and return one original copy to our office. If you have any questions or would like
any additional information, please do not hesitate to call us at your convenience
Sincerely
Mark A. Pacheco, P.E., R.P.L.S.
MAP/as
01-3956
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2003 UTILITIES
Staff recommends renewal of contracts to Shred-Tech as primary contractor and Airport
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Sand and Gravel as secondary contractor for these services. ,?
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April 25,2003 (4:34PM)
Todays Date: 02/28/2002
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CITY OF GRAPEVINE
Bid Tabulation Form Bid 121 2002 Material Disposal-Annual Contract
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Waste
Management of No. Airport Sand ar
VENDORS............................................. BFI Waste S stems TX Se o, Inc. Gravel
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Its '4- 2tr1< � W.i. �'� ti A .'1
�n ice 3`ritat Mace., . �. . otaE Pace ,.�.
Truckload (7 Cu Yd)Disposal of Asphalt,
1 1 EA Concrete, Dirt, etc. $105.00 $35.00 $7.00 $15.00
Truckload (16 Cu Yd)Disposal of Asphalt,
2 1 EA Concrete, Dirt, etc. $240.00 $80.00 $16,00 $20,00
Truckload (22 Cu Yd)Disposal of Asphalt,
3 1 EA Concrete, Dirt, etc. $330,00 $110.00 $22.00 $40.00
Truckload (7 Cu Yd)Disposal of Brush or
4 1 EA Building Debris $35.00 $35.00 $35.00 No Bid
Truckload (16 Cu Yd)Disposal of Brush or
5 1 EA Buildin2 Debris $80.00 $80.00 $80.00 No Bid
Total................................................................ $790.00 $340.001
$160.00 $75.00
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Bid Summary: Total Bid
Sego, Inc $160.00
Waste Management $340.00
BFI Waste Systems $790.00
Airport Sand and Gravel* $75.00
*Incomplete Bid