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R-99-03-25-10D2 - 3/25/1999Mayor Charles Culpepper Mayor Pro-tern Robert Stluka Council Members Earl M. Hairston Rick Stewart Earl Palmer Martha Chavez Jimmy Joseph City Manager Robert L. Bennett, Jr. City Attorney Stephan L Sheets CITY OF ROUND ROCK April28, 1999 Mr. A. William Waeltz, P. E. Baker - Aicklen & Associates, Inc. 203 E. Main Street, Suite 201 Round Rock, Texas 78664 tt Dear 11'- aeltz: The Round Rock City Council approved Resolution No. R- 99- 03- 25 -10D2 at their regularly scheduled meeting on March 25, 1999. This resolution approves the agreement for engineering services for proposed improvements to Chisholm Trail Road from the Cracker Barrel south entrance to Wolle Lane. Enclosed is a copy of the resolution and original agreement. If you have any questions, please do not hesitate to contact Jim Nuse at 218 -5555. Sincerely, Joanne Land Assistant City Manager/ City Secretary Enclosures Fax: 512- 218 -7097 1- 800-735- 2989TDD 1 -800- 735 -2988 Voice www.ci.round-roektz.us 221 Fast Main street Round Rock. Texas 78664 512218 -5400 BAKER - AICKLEN & ASSOCIATES. INC. Consulting Engineers January 12, 1999 Proposal #98 -5116R Attachment "A" Mr. Larry Madsen Public Works Department City of Round Rock 2008 Enterprise Drive Round Rock, TX 78664 RE: Proposal For Professional Services: Preliminary Phase Only Proposed Improvements to Chisholm Trail From Cracker Barrel South Entrance to Wolle Lane Dear Mr. Madsen: INFORMATION FURNISHED BY CLIENT e_9q 03 c lotiz Baker - Aicklen & Associates, Inc. is pleased to submit this proposal for professional engineering and surveying services in connection with this project. The existing roadway is a two -lane asphalt pavement with open ditch drainage. The proposed improvements include a sixty foot wide roadway with concrete curb and gutters and a storm sewer system. The proposed right -of- way width is intended to be ninety feet. No improvements to F.M. 3406 are included in the scope of this project at this time. As requested, our original proposal has been revised to include only preliminary phase services. The City of Round Rock shall furnish the following information during the design of this project: 1. All available schematics, studies, reports, and other information related to the project 2. All available aerial survey and DTM files 3. As -built plans, if any, for the project area 4. Information on City -owned utilities A. PROJECT INITIATION SCOPE OF SERVICES 1. Initiation meeting 2. Assembling existing maps and related data 203 E. Main St., Suite 201 • Round Rock, Texas 78664 • 512/244 -9620 • FAX 512/244 -9623 Mr. Larry Madsen Chisholm Trail Improvements Page 2 B. RIGHT -OF -WAY AND DESIGN SURVEYS C. PRELIMINARY ROAD DESIGN 1. Prepare preliminary plan and profile drawings 2. Complete preliminary drainage design 3. Determine off -site drainage requirements 4. Submit a preliminary construction cost estimate The following tasks are not included in the Scope of this proposal: * Final Design Drawing * Off -Site Drainage Design * Water Pollution Abatement Plan BASIS OF COMPENSATION Proposal 98 -5116R January 12, 1999 1. Prepare right of entry for adjacent landowners 2. Determine existing right -of -way 3. Design survey of project route to include additional areas affected by drainage requirements or pavement transitions * Bid Phase Services * Construction Phase Services We propose to provide all the above - described Scope of Services on a lump sum plus reimbursable expense basis as listed below. Manpower estimates for each task are also enclosed. A. Project Initiation $1,720 B. ROW / Design Surveys $11,810 C.. Preliminary Roadway Design $12,720 Total $26,250 The lump sum amounts proposed above are based upon personnel time required to perform the described Scope of Services. Additional time requirements resulting from project scope changes or plan revisions beyond our control will be considered reasonable cause for us to seek additional compensation for services not included in these amounts. Such services may be compensated for on an hourly charge basis or at a mutually agreed -to lump sum and will not be provided without prior authorization. Not included in the above estimates are the following: Structural design (walls over three feet in height); geotechnical and testing lab services; wetlands issues; trench safety design, landscape plans, NPDES permitting and TIA reports, if required; and fees charged by the City or other governmental agencies. The estimated amounts do not include sales tax, which is mandated by State law on certain types of surveys. Mr. Larry Madsen Chisholm Trail Improvements Page 3 If this proposal is acceptable, please endorse the enclosed agreement and return a copy to our office. We are prepared to commence work immediately upon your authorization. Thank you for the opportunity to submit this proposal. We appreciate your consideration of our firm in this regard and look forward to being of service to you. Sincerely, William Waeltz, P.E. Branch Manager, Round Rock AWW:PAF:vmb Enc. cc: Mr. Tom Word, P.E. o: \98prop \98- 5 1I6R.pro Proposal 98-5116R January 12, 1999 Effective August 1, 1998, the following rates are recommended for work performed on an hourly - charge basis. Rates include company overhead and profit for services accomplished during regular working hours. DIRECT LABOR OFFICE PERSONNEL SERVICES ATTACHMENT `B" STANDARD RATE SCHEDULE (Labor Rate Table 34) Classification Rates Project Engineer $100.00 per hour Staff Engineer $85.00 per hour Project Surveyor $80.00 per hour Project Designer /Coordinator $70.00 per hour Staff Surveyor /Engineering Assistant/GPS Processor $65.00 per hour Senior Engineering /Surveying CAD Technician/Designer $55.00 per hour Engineering /Surveying CAD Technician/Designer $50.00 per hour CAD Draftsman/Field Representative $45.00 per hour Secretary $45.00 per hour Expert Witness/Testimony/Deposition Services Two Times Rates Principal (as appropriate) $120.00 per hour FIELD PARTY SERVICES Rates 1 -Man Field Party $65.00 per hour 2 -Man Field Party $90.00 per hour 3 -Man Field Party $110.00 per hour 4 -Man Field Party $130.00 per hour GPS Field Unit with Operator (Note 5) $100.00 per hour GPS Field Unit without Operator (Note 5) $60.00 per hour DIRECT EXPENSES Transportation: By Firm's Passenger Vehicles (Note 1) $ 0.35 per mile By Firm's Survey Trucks (Notes 1, 2, 3 & 4) $ 0.35 per mile Subsistence of out -of -city work $100.00 per day Reproduction & Printing by Firm, Prevailing Com- Survey Stakes, Lathes, Iron Rods mercial Rates Or and other Direct Expense Cost, Plus 10% Notes: 1. A mileage charge will be billed for projects exceeding a 50 -mile radius of the base office only. 2. Field Party rates include conventional equipment, supplies and survey vehicles. Abnormal use of stakes, lathes, etc., used such as during the construction phase of a project will be charged as indicated. 3. A minimum of two (2) hours field party time charge will be made for show -up time and return to office, resulting from inclement weather conditions, etc. 4. Field Party stand -by time will be charged for at the above -shown appropriate rates. 5. Rates apply to actual time GPS units are in use. All other time will be charged as appropriate normal field party rates. 6. The firm's professional liability is limited to the total amount of compensation associated with a specific project up to a maximum of $50,000. 14‘ Baker-Aicklen & Associates, Inc. Engineers /Surveyors ATTACHMENT "C" PRELIMINARY ENGINEER'S OPINION OF PROBABLE COSTS RECONSTRUCTION OF CHISHOLM TRAIL FROM CRACKER BARREL SOUTH ENTRANCE TO WOLLE LANE ITEM DESCRIPTION BAKER - AICKLEN & ASSOCIATES UNITS QTY UNIT PRICE COST REMOVE CONC RIPRAP LS 1 $ 1,000.00 $ 1,000 STREET EXCAVATION SY 7,000 $ 5.00 $ 35,000 TEMP. EROSION CONTROL LS 1 $ 5,000.00 $ 5,000 24" FLEX BASE SY 7,000 $ 9.00 $ 63,000 12" FLEX BASE SY 1,000 $ 4.00 $ 4,000 TY D HMAC 3 -1/2" SY 6 $ 7,000.00 $ 42,000 TY D DRWY 1 -1/2" EA 10 $ 1,200.00 $ 12,000 5" RIPRAP SLOPE PROT. SY 100 $ 30.00 $ 3,000 STORM SEWERS LS 1 $ 50,000.00 $ 50,000 5' MANHOLE EA 5 $ 2,500.00 $ 12,500 5' CURB INLET EA 10 $ 2,000.00 $ 20,000 4'X4'AREAINLET EA 5 $ 1,750.00 $ 8,750 FIRE HYDRANT ASSEMBLY EA 2 $ 1,750.00 $ 3,500 BARRICADES LS 1 $ 12,000.00 $ 12,000 CURB & GUTTER LF 2,000 $ 6.00 $ 12,000 4' CONC. SIDEWALK SF 8,000 $ 2.25 $ 18,000 CONC. CURB RAMPS EA 250 $ 4.00 $ 1,000 PAVEMENT MARKERS LS 1 $ 5,000.00 $ 5,000 TRENCH PROTECTION LF 500 $ 5.00 $ 2,500 TRAFFIC CONTROL LS 1 $ 5,000.00 $ 5,000 UTILITY ADJUSTMENTS LS 1 $ 50,000.00 $ 50,000 WATER QUALITY POND LS 1 $ 25,000.00 $ 25,000 FENCING LS 1 $ 10,000.00 $ 10,000 TOTAL ESTIMATED CONSTRUCTION COST: ROADWAY $ 399,250 OFF -SITE DRAINAGE 36" RCP LF 2,700 $ 52.00 $ 140,400 HEADWALL/DISIPATOR EA 1 $ 2,500.00 $ 2,500 5' MANHOLE EA 5 $ 2,500.00 $ 12,500 TRENCH PROTECTION LF 500 $ 5.00 $ 2,500 TOTAL ESTIMATED CONSTRUCTION COST: OFF -SITE DRAINAGE $ 157,900 SUBTOTAL $ 557,150 CONTINGENCIES 20% $ 111,430 TOTAL ESTIMATED CONSTRUCTION COST $ 668,580 2/22/99 2:57 PM N: \PFULTON \CHISHOLM\COSTEST AGREEMENT FOR ENGINEERING SERVICES MADE AND ENTERED INTO by and between the City of Round Rock, Texas hereinafter called the "Owner ", and Baker - Aicklen & Associates, Inc., hereinafter called the "Engineer ". RECITALS Owner intends to construct Roadway and Drainage Improvements to Chisholm Trail From Cracker Barrel South Entrance to Wolle Lane. Such improvements are hereinafter referred to as the 'Project'. The estimated cost for the Project is $668,580 including construction costs and contingencies. CONTRACTUAL UNDERTAKINGS SECTION I EMPLOYMENT OF ENGINEER The Owner agrees to employ the Engineer and the Engineer agrees to perform professional engineering services in connection with the Project as stated in the Sections to follow, and for having rendered such services, the Owner agrees to pay to the Engineer compensation as stated in the Sections to follow. SECTION II CHARACTER AND EXTENT OF SERVICES The Engineer shall render the following professional services necessary for the development of the Project: PRELIMINARY PHASE A. PROJECT INITIATION 1. Initiation meeting. 2. Assemble existing maps and related data. B. RIGHT -OF -WAY AND DESIGN SURVEYS 1. Prepare right of entry for adjacent landowners. 2. Determine existing right -of -way. 3. Design survey of project route to include additional areas affected by drainage requirements or pavement transitions. C. PRELIMINARY ROAD DESIGN 1. Prepare preliminary plan and profile drawings. 2. Complete preliminary drainage design. 3. Determine off -site drainage requirements. 4. Submit a preliminary construction cost estimate. SECTION III AUTHORIZATION OF SERVICES No professional services of any nature shall be undertaken by the Engineer under this Agreement until he has received written authorization from the Owner. SECTION IV PERIOD OF SERVICE This Agreement shall be effective upon execution by the Owner and the Engineer, and shall remain in force until terminated under the provisions hereinafter provided in Section IX. SECTION V COORDINATION WITH THE OWNER The Engineer shall hold periodic conferences with the Owner, or its representatives, to the end that the Project, as perfected, shall have full benefit of the Owner's experience and knowledge of existing needs and facilities, and be consistent with its current policies and construction standards. To implement this coordination, the Owner shall make available to the Engineer, for use in planning the Project, all existing plans, maps, field notes, statistics, computations, and other data in his possession relative to existing facilities and to the Project. SECTION VI THE ENGINEER'S COMPENSATION For and in consideration of the services to be rendered by the Engineer, the Owner shall pay, and the Engineer shall receive the compensation hereinafter set forth, for only the Preliminary Phase of the work and for Special Assignments and Services not included in this phase. All remittances by Owner of such compensation shall either be mailed or delivered to the Engineer's office at 203 East Main Street, Suite 201, Round Rock, Texas 78664 or to 9111 Jollyville Road, Suite 107, Austin, Texas 78759. The City shall pay and the Engineer agrees to accept the lump sum amount shown below plus reimbursable expenses as full compensation for the engineering services to be performed under this Contract. The lump sum amount payable under this Contract without modification of the Contract is $26,250 plus reimbursable expenses as shown in Attachment A - Proposal. The lump sum amount payable may be revised by supplemental agreement in the event of a change in scope, additional complexity from that originally anticipated or character of work as authorized by the City. The Engineer shall prepare and submit to the City monthly progress reports in sufficient detail to support the progress of the work and in support of invoice requesting monthly payment. Any preferred format will be identified by the City . Satisfactory progress of work shall be maintained as a condition of payment. The fee may be adjusted if additional work is approved by supplemental agreement and performed by the Engineer. A. PRELIMINARY PHASE Payment for services in the Preliminary Phase shall be made to the Engineer on a lump sum plus reimbursable expense basis as outlined below: A. Project Initiation $1,720 B. ROW /Design Surveys $11,810 C. Preliminary Roadway Design $12.720 $26,250 Final Payment for services in the Preliminary Phase shall be payable upon submission to the Owner of the required report, sketches, and estimates, and upon his acceptance, which shall be within thirty (30) days after submission. B. SPECIAL ASSIGNMENTS AND SERVICES NOT INCLUDED IN ABOVE PERCENTAGE CHARGES The charges above described in the Preliminary, Design and Construction Phases shall provide compensation to the Engineer for all services called for under this Agreement to be performed by him, or under his direction, except the services set forth below. These excluded services and Special Assignments, and the compensation to be paid by the Owner to the Engineer for their performance, as required, are as follows: 1. Final Design Drawings; 2. Off -site Drainage Design; 3. Water Pollution Abatement Plan; 4. Bid Phase Services; 5. Construction Phase Services. The following services, if authorized by the Owner, (1 through 15), shall be reimbursed in accordance with Attachment B - Hourly Rate Schedule (34) or as indicated. 1. Services of a resident Project Representative, and other field personnel as required, for on- the -site observation of construction. 2. Services for Construction Layout Surveys (Construction Staking). 3. Land surveys and establishment of boundaries and monuments. 4. Preparation of property or easement descriptions. 5. Preparation of any special reports required for marketing of bonds. 6. Appearances before regulatory agencies. 7. Special investigations involving detailed consideration of operation, maintenance and overhead expenses; preparation of rate schedules; earnings and expense statements; special feasibility studies; appraisals; valuations; and material audits or inventories required for certification of force account construction performed by the Owner. 8. Additional copies of reports and specifications and additional blue print copies. 9. Preparation of applications and supporting documents for government grants, loans or planning advances for public works projects. 10. Assistance to the Owner as an expert witness in any litigation with third parties, arising from the development or construction of the Project. Basis of Compensation: $85.00 per hour in which Engineer's presence or his representative is required by Owner. $300.00 per day minimum charge. 11. Soil and foundation investigations, including test and analyses of test results. Basis of Compensation: (a) Furnished by the Owner and observed by the Engineer in accordance with Attachment B - Hourly Rate Schedule, or (b) Owner contract separately with qualified testing firm. 12. Detailed mill, shop and /or laboratory inspection of materials or equipment. Basis of Compensation: (a) Furnished directly by the Owner, or (b) By Engineer in accordance with Attachment B - Hourly Rate Schedule. 13. Extra travel required of the Engineer and authorized by the Owner from Round Rock to points other than the State of Texas in connection with the Project. Basis of Compensation: Cost of travel and living expenses plus a twenty percent (20 %) service charge. Cost of labor in accordance with Attachment B - Rate Schedule. 14. Services for location stakes associated with the Project as necessary for utility companies operating within the City Limits of Round Rock. 15. Preparation of detailed permit applications or reports. Payments to the Engineer for authorized services not in the original scope will be made by the Owner, upon presentation of statements by the Engineer for such services, but not until Bond or Grant funds are in the Owner's possession. Should the Owner fail to make payment to the Engineer of the sum named in any partial or final statement when payment is past due for more than thirty (30) days, then the Owner shall pay to the Engineer, in addition to the sum shown as due by such statement, interest thereon at the current prime rate of banking institutions in Round Rock, from the date due, as provided herein, until fully paid, which shall fully liquidate any injury to the Engineer arising from such delay in payment, but the right is expressly reserved to the Engineer in event payments are not promptly made as provided herein, at any time thereafter to treat the Agreement as terminated by the Owner and recover compensation as provided by Section IX of this Agreement. SECTION VII REVISION TO DRAWINGS AND SPECIFICATIONS The Engineer will make, without expense to the Owner, such revisions of the preliminary drawings as may be required to meet the needs of the Owner, but after a definite plan has been approved by the Owner, if a decision is subsequently made by the Owner, which, for its proper execution, involves extra services and expenses for changes in, or addition to the drawings, specifications or other documents, or if the Engineer is put to labor or expense by delays imposed on him from causes not within his control, such as by (but not limited to) the re- advertisement for bids or by the delinquency or insolvency of contractors, the Engineer shall be compensated for such extra services and expenses, which services and expenses shall not be considered as covered by the percentage fee stipulated in this Agreement. Compensation for such extra services shall be in accordance with Attachment B - Hourly Rate Schedule. However, no extra compensation will be granted to the Engineer for correcting errors in the plans or errors in the design of the Project or for revising design or plans when such design and plans prove not to be feasible for construction. SECTION VIII OWNERSHIP OF DOCUMENTS Engineer shall retain ownership of all original documents, plan designs, and survey notes on all projects that are not completed and for which Engineer is not compensated regardless of whether the instruments were copyrighted. Additionally, all such documents for which Engineer is not compensated Owner will not reuse for extensions of the original project or new projects unless Owner shall secure the permission of Engineer and Engineer shall be entitled to further compensation for the use of such documents. All original documents, plan designs, and survey notes for completed or partially completed projects for which Engineer has been compensated shall be the property of Owner and Engineer and reproducible copies shall be furnished to the Owner upon request. The use by either party of such documents is unrestricted. SECTION IX TERMINATION Either party to this Agreement may terminate the Agreement by giving to the other thirty (30) days notice in writing. Upon delivery of such notice by the Owner to the Engineer, and upon expiration of the thirty -day period, the Engineer shall discontinue all services in connection with the performance of this Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such orders or contracts are chargeable to this Agreement. As soon as practicable after receipt of notice of termination, the Engineer shall submit a statement, showing in detail the services performed under this Agreement to the date of termination. The Owner shall then pay the Engineer promptly that portion of the prescribed charges which the services actually performed under this Agreement bear to the total services called for under this Agreement, less such payments on account of the charges as have been previously made. Copies of all completed or partially completed designs, plans and specifications prepared under this Agreement shall be delivered to the Owner when and if this Agreement is terminated, but subject to the restrictions, as to their use, as set forth in Section VIII. SECTION X ADDRESS OF NOTICES AND COMMUNICATIONS All notices and communication under this Agreement to be mailed or delivered to Engineer shall be to the following address: Baker - Aicklen & Associates, Inc. 203 East Main Street, Suite 201 Round Rock, Texas 78664 All notices and communications under this Agreement to be mailed or delivered to the Owner shall be to the following address: City of Round Rock 221 E. Main Street Round Rock, Texas 78664 Each Section under the Contractual Undertakings has been supplied with a caption to serve only as a guide to the contents. The caption does not control the meaning of any Section or in any way determine its interpretation or application. The Engineer will fulfill the scope of services included in the Project in a professional and timely manner. The Owner's wishes and requirements regarding the project will be conveyed through the City's Director of Public Works, and the Engineer shall confer frequently with the Director of Public Works throughout the Design Phase of the Project. The date for completion of the Design Phase is 120 calendar days following the execution of this agreement. The Owner and the Engineer each binds himself and his successors, executors, administrators and assigns to the other party of this Agreement and to the successors, executors, administrators and assigns of such other party in respect to all covenants of the Agreement. Except as above, neither the Owner nor the Engineer shall assign, sublet or transfer his interest in this Agreement without the written consent of the other. Nothing herein shall be construed as creating any public body which may be a party hereto. EXECUTED in two counterparts (each of which is an original) on behalf of the Engineer as shown below and on .e alf of the Owner by its Mayor (th�{eunto duly 5 authorized) this the .Q day of , 19 Attest: CITY OF ROUND ROCK nne Land, City Secretary SECTION XI SECTION CAPTIONS SECTION XII SCHEDULE OF COMPLETION SECTION XIII SUCCESSORS AND ASSIGNS Attest: AKER - AICKLEN & ASSOCIATES, INC. Charles Culpeper, ayor g / illiam Waelt�L. Round Rock Branch anager o:198prop \98- 5116r.2 Bak , P.E., R.P.L.S. resident RESOLUTION NO. R- 99- 03- 25 -10D2 WHEREAS, the City of Round Rock desires to retain engineering services for proposed improvements to Chisholm Trail Road from the Cracker Barrell south entrance to Wolle Lane, and WHEREAS, Baker - Aicklen & Associates, Inc. has submitted an agreement to provide said services, and WHEREAS, the City Council desires to enter into said agreement with Baker - Aicklen & Associates, Inc., Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City an agreement with Baker - Aicklen & Associates, Inc., for engineering services for proposed improvements to Chisholm Trail Road from the Cracker Barrell south entrance to Wolle Lane, a copy of said agreement being attached hereto and incorporated herein for all purposes. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended, and the Act. RESOLVED this 25th day of March, 1 R� \WPOOCS \RHSOLUTI \R90325D2 .NPO /scg , City Secretary CHARLES CULP PPEI2, Mayor EST: City of Round Rock, Texas I, BAKER - AICKLEN 6 ASSOCIATES, INC. Consulting Engineers January 12, 1999 Proposal #98 -5116R Attachment "A" Mr. Larry Madsen Public Works Department City of Round Rock 2008 Enterprise Drive Round Rock, TX 78664 RE: Proposal For Professional Services: Preliminary Phase Only Proposed Improvements to Chisholm Trail From Cracker Barrel South Entrance to Wolle Lane Dear Mr. Madsen: Baker - Aicklen & Associates, Inc. is pleased to submit this proposal for professional engineering and surveying services in connection with this project. The existing roadway is a two -lane asphalt pavement with open ditch drainage. The proposed improvements include a sixty foot wide roadway with concrete curb and gutters and a storm sewer system. The proposed right -of- way width is intended to be ninety feet. No improvements to F.M. 3406 are included in the scope of this project at this time. As requested, our original proposal has been revised to include only preliminary phase services. INFORMATION FURNISHED BY CLIENT The City of Round Rock shall furnish the following information during the design of this project: 1. All available schematics, studies, reports, and other information related to the project 2. All available aerial survey and DTM files 3. As -built plans, if any, for the project area 4. Information on City-owned utilities A. PROJECT INITIATION SCOPE OF SERVICES 1. Initiation meeting 2. Assembling existing maps and related data 203 E. Main St.. Site 201 • Round Rock, Texas 76664 • 512/244-9620 • FAX 512/244 -9623 Mr. Larry Madsen Chisholm Trail Improvements Page 2 B. RIGHT -OF -WAY AND DESIGN SURVEYS 1. Prepare right of entry for adjacent landowners 2. Determine existing right -of -way 3. Design survey of project route to include additional areas affected by drainage requirements or pavement transitions C. PRELIMINARY ROAD DESIGN 1. Prepare preliminary plan and profile drawings 2. Complete preliminary drainage design 3. Determine off -site drainage requirements 4. Submit a preliminary construction cost estimate The following tasks are not included in the Scope of this proposal: * Final Design Drawing * Off -Site Drainage Design * Water Pollution Abatement Plan Proposal 98 -5116R January 12, 1999 * Bid Phase Services * Construction Phase Services BASIS OF COMPENSATION We propose to provide all the above- described Scope of Services on a lump sum plus reimbursable expense basis as listed below. Manpower estimates for each task are also enclosed. A. Project Initiation $1,720 B. ROW / Design Surveys $11,810 C.. Preliminary Roadway Design $12,720 Total $26,250 The lump sum amounts proposed above are based upon personnel time required to perform the described Scope of Services. Additional time requirements resulting from project scope changes or plan revisions beyond our control will be considered reasonable cause for us to seek additional compensation for services not included in these amounts. Such services may be compensated for on an hourly charge basis or at a mutually agreed -to lump sum and will not be provided without prior authorization. Not included in the above estimates are the following: Structural design (walls over three feet in height); geotechnical and testing lab services; wetlands issues; trench safety design, landscape plans, NPDES permitting and TIA reports, if required; and fees charged by the City or other governmental agencies. The estimated amounts do not include sales tax, which is mandated by State law on certain types of surveys. Mr. Larry Madsen Chisholm Trail Improvements Page 3 Proposal 98 -5116R January 12, 1999 If this proposal is acceptable, please endorse the enclosed agreement and retum a copy to our office. We are prepared to commence work immediately upon your authorization. Thank you for the opportunity to submit this proposal. We appreciate your consideration of our firm in this regard and look forward to being of service to you. Sincerely, A. William Waeltz, P.E. Branch Manager, Round Rock AWW:PAF:vmb Enc. cc: Mr. Tom Word, P.E. o: \98prop \98- 5116R.pro OFFICE PERSONNEL SERVICES ATTACHMENT "11" STANDARD RATE SCHEDULE (Labor Rate Table 34) Effective August 1, 1998, the following rates are recommended for work performed on an hourly- charge basis. Rates include company overhead and profit for services accomplished during regular working hours. DIRECT LABOR Classification Rates Project Engineer $100.00 per hour Staff Engineer $85.00 per hour Project Surveyor $80.00 per hour Project Designer /Coordinator $70.00 per hour Staff Surveyor /Engineering Assistant/GPS Processor $65.00 per hour Senior Engineering/Surveying CAD Technician/Designer $55.00 per hour Engineering/Surveying CAD Technician/Designer $50.00 per hour CAD Draftsman/Field Representative $45.00 per hour Secretary $45.00 per hour Expert Witness/Testimony/Deposition Services Two Times Rates Principal (as appropriate) $120.00 per hour FIELD PARTY SERVICES Rates 1 -Man Field Party $65.00 per hour 2 -Man Field Party $90.00 per hour 3 -Man Field Party $110.00 per hour 4 -Man Field Party $130.00 per hour GPS Field Unit with Operator (Note 5) $100.00 per hour GPS Field Unit without Operator (Note 5) $60.00 per hour DIRECT EXPENSES Transportation: By Firm's Passenger Vehicles (Note 1) $ 0.35 per mile By Firm's Survey Trucks (Notes 1, 2, 3 & 4) $ 0.35 per mile Subsistence of out -of -city work $100.00 per day Reproduction & Printing by Finn, Prevailing Com- Survey Stakes, Lathes, Iron Rods mercial Rates Or and other Direct Expense Cost, Plus 10% Notes: 1. A mileage charge will be billed for projects exceeding a 50 -mile radius of the base office only. 2. Field Party rates include conventional equipment, supplies and survey vehicles. Abnormal use of stakes, lathes, etc., used such as during the construction phase of a project will be charged as indicated. 3. A minimum of two (2) hours field party time charge will be made for show -up time and return to office, resulting from inclement weather conditions, etc. 4. Field Party stand -by time will be charged for at the above -shown appropriate rates. 5. Rates apply to actual time GPS units are in use. All other time will be charged as appropriate normal field party rates. 6. The firm's professional liability is limited to the total amount of compensation associated with a specific project up to a maximum of $50,000. Baker- Aicklen f ps & Associates, Inc. ' Engineers /Surveyors ATTACHMENT "C" PRELIMINARY ENGINEER'S OPINION OF PROBABLE COSTS RECONSTRUCTION OF CHISHOLM TRAIL FROM CRACKER BARREL SOUTH ENTRANCE TO WOLLE LANE ITEM DESCRIPTION BAKER - AICKLEN & ASSOCIATES UNITS QTY UNIT PRICE COST REMOVE CONC RIPRAP LS 1 $ 1,000.00 $ 1,000 STREET EXCAVATION SY 7,000 $ 5.00 $ 35,000 TEMP. EROSION CONTROL LS 1 $ 5,000.00 $ 5,000 24" FLEX BASE SY 7,000 $ 9.00 $ 63,000 12" FLEX BASE SY 1,000 $ 4.00 $ 4,000 TY D HMAC 3 -1/2" SY 6 $ 7,000.00 $ 42,000 TY D DRWY 1 -1/2" EA 10 $ 1,200.00 $ 12,000 5" RIPRAP SLOPE PROT. SY 100 $ 30.00 $ 3,000 STORM SEWERS LS 1 $ 50,000.00 $ 50,000 5' MANHOLE EA 5 $ 2,500.00 $ 12,500 5' CURB INLET EA 10 $ 2,000.00 $ 20,000 4'X4' AREA INLET EA 5 $ 1,750.00 $ 8,750 FIRE HYDRANT ASSEMBLY EA 2 $ 1,750.00 $ 3,500 BARRICADES LS 1 $ 12,000.00 $ 12,000 CURB & GUTTER LF 2,000 $ 6.00 $ 12,000 4' CONC. SIDEWALK SF 8,000 $ 2.25 $ 18,000 CONC. CURB RAMPS EA 250 $ 4.00 $ 1,000 PAVEMENT MARKERS LS 1 $ 5,000.00 $ 5,000 TRENCH PROTECTION LF 500 $ 5.00 $ 2,500 TRAFFIC CONTROL LS 1 $ 5,000.00 $ 5,000 UTILITY ADJUSTMENTS LS 1 $ 50,000.00 $ 50,000 WATER QUALITY POND LS 1 $ 25,000.00 $ 25,000 FENCING LS 1 $ 10,000.00 $ 10,000 TOTAL ESTIMATED CONSTRUCTION COST: ROADWAY $ 399,250 OFF -SITE DRAINAGE 36" RCP LF 2,700 $ 52.00 $ 140,400 HEADWALL/DISIPATOR EA 1 $ 2,500.00 $ 2,500 5' MANHOLE EA 5 $ 2,500.00 $ 12,500 TRENCH PROTECTION LF 500 $ 5.00 $ 2,500 TOTAL ESTIMATED CONSTRUCTION COST: OFF -SITE DRAINAGE $ 157,900 SUBTOTAL $ 557,150 CONTINGENCIES 20% $ 111,430 TOTAL ESTIMATED CONSTRUCTION COST $ 668,580 2/22/99 2:57 PM N:\PFULTON \CHISHOLM \COSTEST AGREEMENT FOR ENGINEERING SERVICES MADE AND ENTERED INTO by and between the City of Round Rock, Texas hereinafter called the "Owner", and Baker - Aicklen & Associates, Inc., hereinafter called the "Engineer". RECITALS Owner intends to construct Roadway and Drainage Improvements to Chisholm Trail From Cracker Barrel South Entrance to WoIIe Lane. Such improvements are hereinafter referred to as the "Project". The estimated cost for the Project is $668,580 including construction costs and contingencies. CONTRACTUAL UNDERTAKINGS SECTION I EMPLOYMENT OF ENGINEER The Owner agrees to employ the Engineer and the Engineer agrees to perform professional engineering services in connection with the Project as stated in the Sections to follow, and for having rendered such services, the Owner agrees to pay to the Engineer compensation as stated in the Sections to follow. SECTION II CHARACTER AND EXTENT OF SERVICES The Engineer shall render the following professional services necessary for the development of the Project: PRELIMINARY PHASE A. PROJECT INITIATION 1. Initiation meeting. 2. Assemble existing maps and related data. B. RIGHT -OF -WAY AND DESIGN SURVEYS 1. Prepare right of entry for adjacent landowners. 2. Determine existing right -of -way. 3. Design survey of project route to include additional areas affected by drainage requirements or pavement transitions. C. PRELIMINARY ROAD DESIGN 1. Prepare preliminary plan and profile drawings. 2. Complete preliminary drainage design. 3. Determine off -site drainage requirements. 4. Submit a preliminary construction cost estimate. SECTION III AUTHORIZATION OF SERVICES No professional services of any nature shall be undertaken by the Engineer under this Agreement until he has received written authorization from the Owner. SECTION IV PERIOD OF SERVICE This Agreement shall be effective upon execution by the Owner and the Engineer, and shall remain in force until terminated under the provisions hereinafter provided in Section IX. SECTION V COORDINATION WITH THE OWNER The Engineer shall hold periodic conferences with the Owner, or its representatives, to the end that the Project, as perfected, shall have full benefit of the Owner's experience and knowledge of existing needs and facilities, and be consistent with its current policies and construction standards. To implement this coordination, the Owner shall make available to the Engineer, for use in planning the Project, all existing plans, maps, field notes, statistics, computations, and other data in his possession relative to existing facilities and to the Project. SECTION VI THE ENGINEER'S COMPENSATION For and in consideration of the services to be rendered by the Engineer, the Owner shall pay, and the Engineer shall receive the compensation hereinafter set forth, for only the Preliminary Phase of the work and for Special Assignments and Services not included in this phase. All remittances by Owner of such compensation shall either be mailed or delivered to the Engineer's office at 203 East Main Street, Suite 201, Round Rock, Texas 78664 or to 9111 Jollyville Road, Suite 107, Austin, Texas 78759. The City shall pay and the Engineer agrees to accept the lump sum amount shown below plus reimbursable expenses as full compensation for the engineering services to be performed under this Contract. The lump sum amount payable under this Contract without modification of the Contract is $26,250 plus reimbursable expenses as shown in Attachment A - Proposal. The lump sum amount payable may be revised by supplemental agreement in the event of a change in scope, additional complexity from that originally anticipated or character of work as authorized by the City. The Engineer shall prepare and submit to the City monthly progress reports in sufficient detail to support the progress of the work and in support of invoice requesting monthly payment. Any preferred format will be identified by the City . Satisfactory progress of work shall be maintained as a condition of payment. The fee may be adjusted if additional work is approved by supplemental agreement and performed by the Engineer. A. PRELIMINARY PHASE Payment for services in the Preliminary Phase shall be made to the Engineer on a lump sum plus reimbursable expense basis as outlined below: A. Project Initiation B. ROW /Design Surveys C. Preliminary Roadway Design $1,720 $11,810 $12,720 $26,250 Final Payment for services in the Preliminary Phase shall be payable upon submission to the Owner of the required report, sketches, and estimates, and upon his acceptance, which shall be within thirty (30) days after submission. B. SPECIAL ASSIGNMENTS AND SERVICES NOT INCLUDED IN ABOVE PERCENTAGE CHARGES The charges above described in the Preliminary, Design and Construction Phases shall provide compensation to the Engineer for all services called for under this Agreement to be performed by him, or under his direction, except the services set forth below. These excluded services and Special Assignments, and the compensation to be paid by the Owner to the Engineer for their performance, as required, are as follows: 1. Final Design Drawings; 2. Off -site Drainage Design; 3. Water Pollution Abatement Plan; 4. Bid Phase Services; 5. Construction Phase Services. The following services, if authorized by the Owner, (1 through 15), shall be reimbursed in accordance with Attachment B - Hourly Rate Schedule (34) or as indicated. 1. Services of a resident Project Representative, and other field personnel as required, for on- the -site observation of construction. 2. Services for Construction Layout Surveys (Construction Staking). 3. Land surveys and establishment of boundaries and monuments. 4. Preparation of property or easement descriptions. 5. Preparation of any special reports required for marketing of bonds. 6. Appearances before regulatory agencies. 7. Special investigations involving detailed consideration of operation, maintenance and overhead expenses; preparation of rate schedules; earnings and expense statements; special feasibility studies; appraisals; valuations; and material audits or inventories required for certification of force account construction performed by the Owner. 8. Additional copies of reports and specifications and additional blue print copies. 9. Preparation of applications and supporting documents for govemment grants, loans or planning advances for public works projects. 10. Assistance to the Owner as an expert witness in any litigation with third parties, arising from the development or construction of the Project. Basis of Compensation: $85.00 per hour in which Engineer's presence or his representative is required by Owner. $300.00 per day minimum charge. 11. Soil and foundation investigations, including test and analyses of test results. Basis of Compensation: (a) Furnished by the Owner and observed by the Engineer in accordance with Attachment B - Hourly Rate Schedule, or (b) Owner contract separately with qualified testing firm. 12. Detailed mill, shop and /or laboratory inspection of materials or equipment. Basis of Compensation: (a) Furnished directly by the Owner, or (b) By Engineer in accordance with Attachment B - Hourly Rate Schedule. 13. Extra travel required of the Engineer and authorized by the Owner from Round Rock to points other than the State of Texas in connection with the Project. Basis of Compensation: Cost of travel and living expenses plus a twenty percent (20 %) service charge. Cost of labor in accordance with Attachment B - Rate Schedule. 14. Services for location stakes associated with the Project as necessary for utility companies operating within the City Limits of Round Rock. 15. Preparation of detailed permit applications or reports. Payments to the Engineer for authorized services not in the original scope will be made by the Owner, upon presentation of statements by the Engineer for such services, but not until Bond or Grant funds are in the Owner's possession. Should the Owner fail to make payment to the Engineer of the sum named in any partial or final statement when payment is past due for more than thirty (30) days, then the Owner shall pay to the Engineer, in addition to the sum shown as due by such statement, interest thereon at the current prime rate of banking institutions in Round Rock, from the date due, as provided herein, until fully paid, which shall fully liquidate any injury to the Engineer arising from such delay in payment, but the right is expressly reserved to the Engineer in event payments are not promptly made as provided herein, at any time thereafter to treat the Agreement as terminated by the Owner and recover compensation as provided by Section IX of this Agreement. SECTION VII REVISION TO DRAWINGS AND SPECIFICATIONS The Engineer will make, without expense to the Owner, such revisions of the preliminary drawings as may be required to meet the needs of the Owner, but after a definite plan has been approved by the Owner, if a decision is subsequently made by the Owner, which, for its proper execution, involves extra services and expenses for changes in, or addition to the drawings, specifications or other documents, or if the Engineer is put to labor or expense by delays imposed on him from causes not within his control, such as by (but not limited to) the re- advertisement for bids or by the delinquency or insolvency of contractors, the Engineer shall be compensated for such extra services and expenses, which services and expenses shall not be considered as covered by the percentage fee stipulated in this Agreement. Compensation for such extra services shall be in accordance with Attachment B - Hourly Rate Schedule. However, no extra compensation will be granted to the Engineer for correcting errors in the plans or errors in the design of the Project or for revising design or plans when such design and plans prove not to be feasible for construction. SECTION VIII OWNERSHIP OF DOCUMENTS Engineer shall retain ownership of all original documents, plan designs, and survey notes on all projects that are not completed and for which Engineer is not compensated regardless of whether the instruments were copyrighted. Additionally, all such documents for which Engineer is not compensated Owner will not reuse for extensions of the original project or new projects unless Owner shall secure the permission of Engineer and Engineer shall be entitled to further compensation for the use of such documents. All original documents, plan designs, and survey notes for completed or partially completed projects for which Engineer has been compensated shall be the property of Owner and Engineer and reproducible copies shall be furnished to the Owner upon request. The use by either party of such documents is unrestricted. SECTION IX TERMINATION Either party to this Agreement may terminate the Agreement by giving to the other thirty (30) days notice in writing. Upon delivery of such notice by the Owner to the Engineer, and upon expiration of the thirty-day period, the Engineer shall discontinue all services in connection with the performance of this Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such orders or contracts are chargeable to this Agreement. As soon as practicable after receipt of notice of termination, the Engineer shall submit a statement, showing in detail the services performed under this Agreement to the date of termination. The Owner shall then pay the Engineer promptly that portion of the prescribed charges which the services actually performed under this Agreement bear to the total services called for under this Agreement, less such payments on account of the charges as have been previously made. Copies of all completed or partially completed designs, plans and specifications prepared under this Agreement shall be delivered to the Owner when and if this Agreement is terminated, but subject to the restrictions, as to their use, as set forth in Section VIII. SECTION X ADDRESS OF NOTICES AND COMMUNICATIONS All notices and communication under this Agreement to be mailed or delivered to Engineer shall be to the following address: Baker - Aicklen & Associates, Inc. 203 East Main Street, Suite 201 Round Rock, Texas 78664 All notices and communications under this Agreement to be mailed or delivered to the Owner shall be to the following address: City of Round Rock 221 E. Main Street Round Rock, Texas 78664 Each Section under the Contractual Undertakings has been supplied with a caption to serve only as a guide to the contents. The caption does not control the meaning of any Section or in any way determine its interpretation or application. The Engineer will fulfill the scope of services included in the Project in a professional and timely manner. The Owner's wishes and requirements regarding the project will be conveyed through the City's Director of Public Works, and the Engineer shall confer frequently with the Director of Public Works throughout the Design Phase of the Project. The date for completion of the Design Phase is 120 calendar days following the execution of this agreement. The Owner and the Engineer each binds himself and his successors, executors, administrators and assigns to the other party of this Agreement and to the successors, executors, administrators and assigns of such other party in respect to all covenants of the Agreement. Except as above, neither the Owner nor the Engineer shall assign, sublet or transfer his interest in this Agreement without the written consent of the other. Nothing herein shall be construed as creating any public body which may be a party hereto. EXECUTED in two counterparts (each of which is an original) on behalf of the Engineer as shown below, and on behalf of the Owner by its Mayor (thereunto duly authorized) this the day of , 19 Attest: CITY OF ROUND ROCK Joanne Land, City Secretary Attest: AKER - AICKLEN & ASSOCIATES, INC. illiam Waeltz' .E. t B r, P.E., R.P.L.S. Round Rock Branc Manager residen o:198prop \98- 5116r.2 SECTION XI SECTION CAPTIONS SECTION XII SCHEDULE OF COMPLETION SECTION XIII SUCCESSORS AND ASSIGNS Charles Culpepper, Mayor DATE: March 19, 1999 SUBJECT: City Council Meeting — March 25, 1999 ITEM: 10.D.2. Consider a resolution authorizing the Mayor to execute an agreement with Baker - Aicklen & Associates, Inc. for engineering services for proposed improvements to Chisholm Trail Street from Cracker Barrel south entrance to Wolle Lane. This is to be funded from GO Bond Project Funds. The fee for this preliminary phase is $26,250.00. Staff Resource Person: Jim Nuse, Public Works Director.