HomeMy WebLinkAboutItem 24 - Golf Course Environmental AssistanceITEM it „�
P MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROGER NELSON, CITY MANAGER
MEETING DATE
SUBJECT
RECOMMENDATION:
JANUARY 15, 2002
AMENDMENT TO GOLF COURSE ENVIRONMENTAL
ASSISTANCE CONTRACTS
City Council to authorized acceptance of amendments to two contracts with Freese &
Nichols, Inc., for environmental compliance assistance for the City golf course expansion
in the amount of $16,600 for a total contract amount of $168,049; and, for the Cowboys
Golf Course in the amount of $29,450 for a total contract amount of $142,980.
FUNDING SOURCE:
Funding is available in the Lake Enterprise Fund/Capital Projects/Professional Services
210-44540-341-2.
BACKGROUND:
The permitting phase of the golf course expansion and remodeling project was initiated in
1996 and a contract was executed with Freese & Nichols for assistance in obtaining
necessary environmental permits and approvals required by the U.S. Army Corps of
Engineers (USACE). As work has proceeded on the project, the USACE has required
additional environmental work, which could not be foreseen when the City entered into the
original contract.
The golf course project has now entered Phase III, the last Phase, and should be
completed in spring of 2002. The amended amount to the Freese & Nichols contract
should be sufficient to complete the project.
The Cowboys Golf Course is also constructed on U.S. Army Corps of Engineers land,
subleased from the City, and has had to meet extensive environmental compliance and
mitigation requirements. The City is required to ensure that all environmental requirements
are met, although EAGL/Cowboys are paying the actual cost of construction of the golf
course and all mitigation construction.
January 10, 2002 (8:25AM)
This contract amendment will cover the cost for Freese & Nichols to conclude conduct of
the compliance monitoring throughout construction and mitigation. The mitigation
requirement includes planting a large number of trees off site on the upper end of Lake
Grapevine, which has been accomplished. The City is required to submit quarterly reports
on the process of the mitigation and to conduct tree survival surveys at the end of the 2001
and 2002 growing seasons. This contract amendment will cover all costs for the permit
compliance reporting for 2001 and 2002 and should finish out the necessary environmental
compliance reports. The costs for the compliance requirement will be reimbursed to the
City by EAGL through the lease/rental fee of 3% of gross receipts.
Staff recommends approval.
WAG/cjc
H:F&NAmendagm
January 10, 2002 (8:25AM)
A
November 5, 2001
FREESE•HICHQLS
Mr. William A. Gaither
Director of Administrative Services
City of Grapevine
P.O. Box 95104
Grapevine, Texas 76099
Re: Municipal Golf Course Expansion and Renovation
Request for Fee Increase
Dear Mr. Gaither:
We respectfully request an increase of $16,600.00 in our not -to -exceed fee to cover past
and ongoing effort associated with the golf course expansion and renovation project.
Approximately $12,600.00 of this increase will cover labor and expenses that Freese and
Nichols, Inc. has incurred coordinating with the U.S. Army Corps of Engineers regarding
mitigation for the nine -hole expansion and permitting for Phase III renovation activities;
coordinating with GRI Design, Inc. on floodplain and permitting issues during
development of the Phase III contract bid documents; updating the Storm Water Pollution
Prevention Plan for Phase III construction and producing copies for the contractor and tree
golf course architect; and structural engineering review of golf course bridges.
The remaining $4,000.00 of our proposed fee increase will be to cover ongoing
permitting activities with the Corps of Engineers and other issues that might arise during
Phase III construction. The Corps has requested additional written information regarding
the mitigation for the nine -hole expansion and for the pond work proposed in Phase III.
If you are in agreement with the proposed fee increase, please sign and return one copy of
the attached contract change form. Please feel free to call me at 817-735-7272 if you
have any questions or need additional information regarding this request.
4evrenrP.'Watters,
tuy,
PWS
Associate
Xc: Mike Nichols, P.E.
Barbara Nickerson
Richard Kelley, P.E.
File GPV98233/1.40
T:\let\Gaither fee mod request 11-5-01.doc
Freese and Nichols, Inc. Engineers Environmental Scientists Architects
4055 International Plaza l- Suite 200 Fort Worth, Texas . � 76109-4895
817-735-7300 Fax 817-735-7491 ' www.freese.com
11
rM
FREESE - NICHOLS
CONTRACT CHANGE AUTHORIZATION FORM
Client: _City of Grapevine
F&N Project No.: GPV98233
Administrative Services
Client Contract Ref.:
200 South Main P.O. Box 95104
Grapevine, Texas 76099
Date: November 2, 2001
ATTN: William A. Gaither
Project Description: Grapevine Municipal Golf Course Expansion and Renovation
Description of Services Added:
1. Coordinate with US Army Corps of Engineers
(USAGE) regarding mitigation and permitting for expansion
and renovation of the City's golf course; coordinate with the City's golf course architect on floodplain and
permitting issues during development of the Phase III contract bid documents; and update the Storm Water
Pollution Prevention Plan for Phase III construction and producing copies for the contractor and the golf
course architect.
2. Address ongoing permitting activities with the Corps of Engineers and other issues that might arise during
Phase III construction.
Deliverables: Letter reports to the USACE; floodplain location information; updated Storm Water Pollution
Prevention Plan.
Compensation shall be adjusted as follows:
1. Coordination and delivery of documents to the USACE and architect $12,600.00
2. Address USACE permit activities and other Phase III activities $4,000.00
Total $16,600.00
Y a - Original Contract $151,449.00
>5yA
Revised Total Contract $168,049.00
Schedule shall be adjusted as follows:
The proposed activities will coincide with Phase III construction activities.
The above described services shall proceed upon return of this Contract Change Authorization. Services will
be billets as they are -done. A-11 other provisions, -terms; and -conditions of the agreemen`cforserviceswhich-are
not expressly amended shall remain in full force and effect.
M A contract modification will be submitted.
X This Contract Change Authorization will serve as contract modification.
FREErIAND NICHOLS, INCA.: CLIENT:
BY: J L4_ t t10-1
BY:
f I ()�a
TITLE: TITLE:
DATE:
DATE:
DISTRIBUTION: PM, GROUP MGR., DISC. LDR.,
OPER. ANAL., CONTRACT ADMIN.
4055 INTERNATIONAL PLAZA, SUITE 200 0 FORT WORTH, TEXAS 76109-4895 s TELEPHONE: 817-735.7300 s METRO: 817-429-1900 • FAX: 817-735-7491
Mr. William A. Gaither
Director of Administrative Services
City of Grapevine
P.O. Box 95104
Grapevine, Texas 76099
Re: Contract Modification for 2001-2002 Additional Services for Cowboys Golf Club
Dear Mr. Gaither:
Per our recent conversation, I am enclosing two original contract change authorization forms
for your consideration. The services covered by this modification request are described on
the enclosed forms and include items related to permit compliance monitoring and
coordination efforts with the Corps of Engineers and Evergreen Alliance Golf Limited
(EAGL).
We estimate that this budget modification will carry us through 2002, barring any unforeseen
issues that might arise. Expenditures in the coming year will relate to permit compliance
monitoring, including a tree survival inventory in the off-site mitigation area, preparation of
compliance reports, and consultation with the Corps and EAGL.
Thank you for the continuing opportunity to serve the city of Grapevine on this project. If
the services and fee presented on the enclosed change forms are acceptable, please sign both
forms, keep one for your records and return the other for our files. Please call me at (817)
735-7272 if you have any questions regarding this request.
urs trul 1
L
even P. Watters, PWS
Discipline Leader
Environmental Assessment and Permits
Enclosures
xc: Mike Nichols
Barbara Nickerson
Jana Collier
File GPV99196/2.10
[GPV99196]TALET\Contract Mod 11-30-Ol.DOC
Freese and Nichols, Inc. Engineers Environmental Scientists Architects
4055 International Plaza Suite 200 Fort Worth, Texas 76109-4895
817-735-7300 Fax 817-735-7491 www.freese.com
Im
rm
FREESE • NICHOLS
CONTRACT CHANGE AUTHORIZATION FORM
Client: City of Grapevine
F&N Project No.: GPV99196
Administrative Services
Client Contract Ref.:
200 South Main P.O. Box 95104
Grapevine, Texas 76099
ATTN: William A. Gaither
Date: November 30, 2001
Project Description: Cowboys Golf Club
Description of Services Added:
1. Conduct permit compliance monitoring and prepare quarterly reports through the year 2001.
2. Consult with the Golf Course Developer regarding scheduling and progress of mitigation planting.
3. Make site visits during development of the mitigation site, including irrigation system construction and tree
planting.
4. Meet with the Corps of Engineers, City and Golf Course Developer to make observations at the mitigation
site and at the golf course.
5. Assist the City and Golf Course Developer with resolving the erosion issue on hole 13, including
consultation with the Corps of Engineers.
6. Conduct tree survival survey at the end of the year 2001 growing season, analyze the data, and document
the results in the quarterly monitoring report.
7. Consult with the City, the Golf Course Developer, and the Corps regarding mitigation compliance issues.
8. Provide ongoing permit compliance services in year 2002.
Compensation shall be adjusted as follows:
1. Permit compliance monitoring services rendered in 2001 $19,450.00
2. Permit compliance activities estimated for 2002 $10,000.00
Total $29,450.00
Original Contract $113,530.00
Revised Total Contract $142,980.00
Schedule shall be adjusted as follows:
No schedule changes are proposed.
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.
o A contract modification will be submitted.
X This Contract Change Authorization will serve as contract modification.
FREESE AND NICH�OL-SS,, INC.:
BY:
TITLE:' �v rr6 u
DATE:,
DISTRIBUTION: �&"M, GROUP MGR.,
CLIENT:
M
TITLE:
DATE:
DISC. LDR., OPER. ANAL.,
CONTRACT ADMIN.
4055 INTERNATIONAL PLAZA, SUITE 200 a FORT WORTH, TEXAS 76109-4895 • TELEPHONE: 817-735-7300 a METRO: 817429-1900 s FAX: 817-735-7491
[gpv98233JTAContracts\Fee Mod Request 11-30-01.doc