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Home My WebLink AboutItem 08 - 2003 Utilities ProjectMEMO 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) 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. JSL 0:\AGENDA\5-6-03\ ENGR CONTRACT 2003 Utilities April 30, 2003 (1:33PM) 7 IN I ME I I NA EN 1mi Mr. Stan Laster, P.E. `---- AaSisbant Director ofPublic Works CITY OF GRAPEVINE P.O. Box 95104 Guapevine, Texas 70051 .2O03(Revised) 2377{3D94 � ) Re: Professional Civil Engineering & Land Surveying SanviCgS FY 2004 UTILITY BOND PROJECTS J4 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 tothe referenced project. The project consists Of new water or wastewater main construction at six (0) separate locations inGrapevine, Texas. Those locations are generally described as: Glade Road SewerExtension— 2000 Lf. Of10-inch wastewateGi from Euless Grapevine Road north of Glade Roud, across private property, toanexisting main located along the west side ofState Highway 3OO. Herita.ge Avenue Distribution Line — 4OO|f.of12-|nChwater main from the aO existing main onthe north side of Mustang Drive atHeritage Avenue, aorOae private property, tOanexisting stub -out Onthe south side OfState Highway 268t Kimball Street. Hughes Road TRA Wastewater Collector— 150Uif.Of12-iDChwastewater main from Hughes Road, west OfEuless Grapevine Road, along existing public right- of-way to the existing TRA Big Bear Wastewater Trunk Line east Of State Highway 360. Parr Lane —16OO|.f.Of12'inChvv8t8rDlaiDg8nar8Uyalong the future ---- alignment ofHeritage Drive toconnect existing mains located north and south ofBear Creek along with 2G0O|.f.of12-inohwater main from the existing main located in Parr Lane, oC[OaS private property to an existing main on the west side of State Highway 121 at Stone Meyers Parkway. Ruth Wall / Bushong Distribution Line — 2400 |f f 8 -inch water main in the —Bushong ------�Road right'Of'w8yfrom anexisting main 0nthe east side OfN.Dooley Street tOaDexisting main Onthe west side OfRuth Wall Street. Sewer Extension — 1680 |.f. Of 6 -inch wastewater main in [}'[}a|| -----�i ti i located tth �h8aS�:Orn8rofth�8ddidOn (�nu�t0�neXG Dgrn�n�the . TOdate vvehave received Bkey map indicating the locations Dfthe referenced projects, construction and engineering cost estimates and copies of City of Grapevine Water and Sanitary Sewer hey maps. The estimated construction OOS\ provided by the City is $954.544. Utilizing curves ofmedian compensation published bythe Texas Society of Professional Engineers and bythe American Society OfCivil Engineers, the fee for basic design aen/ioeS should be 7.60% or $ 72.545. Our prOpOSo| is consistent with that amount. Please note that Pacheco Koch has not prepared anindependent opinion of probable construction cost for this project. Mr. Stan Laster, P.E. April 22, 2003 Page 2 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`28O3 Page 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 Cf 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 bebased Onthe 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 anadditional area for construction operations that will expire upon completion of the project. TxDOT P�Ch8C� Koch vvi|| coordinate the |OC@| district Ofth8TgX8S . 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 8nidentification Ofwetland areas in proximity to the proposed construction based on review of existing technical resources (i.e., soil survey, National VV8t|8Od Inventory maps, topographic nnepS, 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 nl8pS. design iU 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 (NWP) 12 — Utility Line Activities or Regional General Permit (RGP) 2 — Utility Lines and Outfall and Intake Structures. SECTION 404 PEPMIT APPLICATION: If the project is eligible for NVVP 12 without notification, Pacheco Koch will provide aletter report documenting the wetland delineation, avoidance and nninirniZaUOne�n�Sused, and irnp8otanalysis dernonS1n3tinQthat the pn�8Ct is qualified under the terms and conditions of the NVVP 12. If the City requests that the USACE is notified and desires to have the USACE verify the project's eligibility under the CVVA.the RGP2isrecommended 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 StDteG, which would require developing a conceptual mitigation design and approval from the USA[|E Mr. Stan Laster, P.E. April 22, 2003 Page 4 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. 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 @ $500.00%a.) $ 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 Usual and customary reimbursable expenses incurred will be recouped through a Purchase Price established for construction plans obtained bvprospective 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." |n the event any Other item is deleted from the scope of vvOrk. Pacheco Koch reserves the right to adjust the fees for other items aSappropriate. SCHEDULE Pacheco Koch aOkOOVv|edg8S 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, hDvveV8[^ that Pacheco KoCh'S parfOrnO8nCa 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 inthe Scope odServices. SUMMARY This proposal, unless otherwise noted, constitutes our understanding of the services to be provided by Pacheco Koch Consulting Engineers, Inc. onthe project described abov8. This ppOpOSa| is offered for period Ofthirty (3O) days after which, if said pKJpn38| has not been executed, said proposal should OOlonger bevalid. 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 cdthe agreement form and return one original copy toour office. |fyou have any questions Orwould like any8ddidOna|infornl8UOn'p|eoeedoOoth8aitatetooa||uS8tyouroonv8nien Sincere Mark A.Pacheco/ P.E, R.P.L8. NAP/as O1 -395O Staff recommends renewal of contracts to Shred -Tech as primary contractor and Airport Sand and Gravel as secondary contractor for these services. M April 25, 2003 (4:34PM) Todays Date: 02128/2002 CITY OF GRAPEVINE Bid 121-2002 Material Disposal - Annual Contract BFI Waste SXstems Waste Management of No. TX Truckload (7 Cu Yd) Disposal of Asphalt, Airport Sand ar Gravel EA Concrete, Dirt, etc. Total Prid-4i"'!, Truckload (16 Cu Yd) Disposal of Asphalt, 2 1 EA Concrete, Dirt, etc. $240.00 $80,00. Truckload (22 Cu Yd) Disposal of Asphalt, 3 1 EA lConcrete, Dirt, etc. $22.00 $40.00 Truckload (7 Cu Yd) Disposal of Brush or 4 1 EA Buildinq Debris $80.00 1 $80.00 Truckload (16 Cu Yd) Disposal of Brush or 5 1 EA Buildina Debris BFI Waste SXstems Waste Management of No. TX Se o, Inc. Airport Sand ar Gravel P, Total Prid-4i"'!, $105.00 $35.00 $7.00 $15.00 $240.00 $80,00. $16,00 $20,00 $330,00 $110-00 $22.00 $40.00 $35.00 $35.00 $35.00 No Bid $80.00 1 $80.00 $80.00 No Bi $75.00— Total ... ....................................................... $790.00 $340.00 $160.00 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