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CM-14-02-320ROUND OCK, TEXAS PURPOSE MSlON PROSPERITY: City of Round Rock Agenda Item Summary Agenda Number: Title: Consider executing Supplemental Contract No. 1 with Halff Associates, Inc. for the RM 1431 (Diverging Diamond) Project. Type: City Manager Item Governing Body: City Manager Approval Agenda Date: 2/14/2014 Dept Director: Michael Thane, Director of Utilities and Environmental Services Cost: $11,593.75 Indexes: Self -Financed Water Construction Attachments: SC#1_DivergingDiamond_Halff_CM2.14.14, MAP_DivergingDiamond_Halff_CM2.14.14 Department: Utilities and Environmental Services Text of Legislative File CM -14-02-320 The Texas Department of Transportation (TxDOT) is re -configuring the intersection of IH -35 and RM 1431 (University Blvd). TxDOT acquired additional Right -of -Way (ROW) enveloping the City's existing easement and 20 -inch waterline. It is necessary to relocate the City's waterline into a new easement outside the new ROW. Halff Associates, Inc. is the Utility Coordinator for TxDOT and Brown and Gay Engineers was selected by TxDOT as the roadway design engineering firm for this project. The City hired Halff Associates, Inc. in the original contract to design our waterline relocation since they are familiar with all aspects of the project. The City's Utility staff is recommending the City Manager to authorize this Supplemental Contract No. 1 to have Halff Associates, Inc. prepare the project's Plans and Project Manual with the front end documents (contract). In addition, Halff would perform Pre -Bid and Bidding services, provide a Recommendation Letter for the winning contractor, conduct limited Construction Phase services, and finalize the Record Drawings for the relocation of the existing 20 -inch waterline. This will allow the City to finish it's relocation construction before the TxDOT project begins, which will ultimately save money by not incorporating the relocation of the 20 -inch waterline in the TxDOT project. The amount of Supplemental Contract No.1 is $11,593.75 and raises the total cost of this contract to $32,787.50. Staff recommends approval. City of Round Rock Page 1 Printed on 2/13/2014 LEGAL DEPARTMENT APPROVAL FOR CITY COUNCIL/CITY MANAGER ACTION Required for Submission of ALL City Council and City Manager Items Department Name: Utilities & Environmental Services Project Name: RM 1431 (Diverging Diamond) Project Mgr/Resource: Jeff Bell Council Action: ORDINANCE Agenda Wording ContractorNendor: Halff Associates, Inc. n RESOLUTION nGity Manager Approval CMA Wording Consider executing Supplemental Contract No. 1 with Halff Associates, Inc. for the RM 1431 (Diverging Diamond) Project. Attorney Approval Attorney Notes/Comments Date 5 / O:\wdox\SCCInts\0199\14311MISC\00291806.XLS Updated 6/3/08 STATE OF TEXAS COUNTY OF WILLIAMSON § § § SUPPLEMENTAL CONTRACT NO. 1 TO CONTRACT FOR ENGINEERING SERVICES FIRM: Haiff Associates, Inc. ("Engineer") ADDRESS: Two Sierra Way, Suite 105, Georgetown, TX 78626-7574 PROJECT: RM 1431 (Diverging Diamond) This Supplemental Contract No. 1 to Contract for Engineering Services is made by and between the City of Round Rock, Texas, hereinafter called the "City" and Halff Associates, Inc., hereinafter called the "Engineer". WHEREAS, the City and Engineer executed a Contract for Engineering Services, hereinafter called the "Contract", on the 20th day of December, 2013 for the RM 1431 (Diverging Diamond) Project in the amount of $21,193.75; and WHEREAS, it has become necessary to amend the Contract to modify the provisions for the scope of services and to increase the compensation by $11,593.34 to a total of $32,787.09; NOW THEREFORE, premises considered, the City and the Engineer agree that said Contract is amended as follows: I. Article 2, Engineering Services and Exhibit B, Engineering Services shall be amended as set forth in the attached Addendum To Exhibit B. Exhibit C, Work Schedule shall be amended as set forth in the attached Addendum To Exhibit C. II. Article 4, Compensation and Exhibit D, Fee Schedule shall be amended by increasing by $11,593.34 the lump sum amount payable under the Contract for a total of $32,787.09, as shown by the attached Addendum to Exhibit D. IN WITNESS WHEREOF, the City and the Engineer have executed this Supplemental Contract in duplicate. Supplemental Contract 0199.1431;00291754 1 CNA- \I-\ -OD- Sao Rev.12/01 /08 84275 HALFF ASSOCIATES, INC. By: Id( To.1e 1 61,3041 Pt V.'e Jicsile..i' Date CITY OF R I _a_ ! ROCK s1o„ Meir f__. r aya Steve. Nc,(-v--Hood 1 By: Date dv*o f G Mo.n6k9eA2 Supplemental Contract 0199.143I; 00291754 2 1 L. Sheets, City Attorney Rcv.12/01 /08 84275 ADDENDUM TO EXHIBIT B Engineering Services Basic Services: The supplemental scope of engineering services to be performed by Hatff (ENGINEER) shall be as follows: PROJECT DESCRIPTION ENGINEER proposes to perform engineering services within the described project area as necessary to prepare plans, specifications/bid documents and cost estimates for the 2013 Diverging Diamond Interchange Waterline and Appurtenances Relocation Project. The following is a general description of the City of Round Rock (CORR) waterline to be relocated including miscellaneous items: 1. 300 linear feet (approx.) of 18"120" waterline and appropriate appurtenances along the north side of University Blvd at IH -35 NBFR 2. 60 linear feet (approx.) of 20"/24" waterline, 15 linear feet of 36" encasement and appropriate appurtenances along the north side of University Blvd at IH -35 NBFR DETAILED SCOPE OF SERVICES PHASE II -- Final Design Phase Begin: CORR Notice to Proceed Phase Completion: CORR Review and Approval of Final Design A. Design Phase Water Design per CORR General Standards for Waterline Construction 1. 95% Complete Submittal a. Prepare Project Manual utilizing CORR front end/boilerplate documents 2. Final Submittal a. Finalize Project Manual per 95% Comments from CORR PHASE 111 — Bid Phase Phase Begin: CORR Notice to Proceed Phase Completion: CORR Contract Award A. Bid Phase 1. Attend pre-bid conference 2. Provide up to one (1) addenda as needed 3. Respond to contractor questions and provide clarifications as needed during bid advertisement 4. Provide bid tabs 5. Provide recommendation letter for winning contractor PHASE IV — Construction Phase Phase Begin: CORR Notice to Proceed Phase Completion: CORR Accepts Project Construction A. Construction Phase 1. Attend pre -construction conference 2. Review and respond to Requests for Information (RFIs) provided by contractor 3. Review and approve shop drawings submitted by the contractor 4. Attend final walk through of project with City staff and contractor 5. Provide one set of as -built plans based upon contractor mark-ups ADDENDUM TO EXHIBIT C Work Schedule 1. Schedule The ENGINEER'S services shall be performed in a timely manner consistent with due and reasonable diligence and sound professional practices. The ENGINEER will complete the work according to the following calendar day schedule: PHASE 1— Data Collection / Preliminary Design Data Collection/Preliminary Design/Survey 30 Days CORR Review and Approval 7 Days Total Phase 1 37 Days PHASE II — Final Design Design Phase/TxDOT Coordination 21 Days CORR Review and Approval . 7 Days Total Phase 11 28 Days PHASE III — Bid Phase Bid Phase 60 Days Total Phase 111 60 Days PHASE IV — Construction Phase Construction Phase 60 Days Total Phase 11 60 Days The schedule above is based on timely receipt of a written Notice to Proceed for each phase. Delays in the issuance of the Notice to Proceed are cause for adjustments in the schedule. The time limits set forth in the schedule shall include allowances for reasonable and expected review time by the CORR and approval by authorities having jurisdiction over the PROJECT, and shall not be allowed as cause for delay or adjustments to the schedule. Delays in the design critical path caused by review times by CORR or a permitting agency exceeding those anticipated by the ENGINEER'S schedule are cause for adjustments in the schedule. Any adjustments made to the agreed upon schedule shall be made in writing and acceptable to both parties. 2. Completion of Services ENGINEER'S services under each item of the finalized Scope of Work shall be considered complete on the date when the submissions for that item have been accepted by CORR. 3. Changes If the CORR requests significant modifications or changes in the Scope of Services, general scope, extent or character of the PROJECT, the time of performance of ENGINEER'S services, the various rates of compensation and schedule shall be adjusted equitably. Page 1 of 2 4. Written Authorization for Additional Work Any provision in this CONTRACT notwithstanding, it is specifically understood and agreed that the ENGINEER shall not authorize or undertake any work pursuant to this CONTRACT which would require the payment of any fee, expense or reimbursement in addition to the fees stipulated in Exhibit D. (Payment for Services) of this CONTRACT, without first having obtained the specific written authority to do so from CORR. Page 2 of 2 0 2 o. iu Z 0 , k , 8 e ■ | s ■ 8 ■ 8 § § 2f§ # § } a a | • ! | = 2 i § 1 | § i 1 / i !; g | 1 / P. C Z § &q«■amm%R G/&\#!)®® 4. ®-`®--©_ A$§ E )§�llIF: . ;;a;■;&S" & ~#gmfR##r# @ k&kSS2GE[; }§mam§d§n#gR - §2E;§2§#E§ n STAFF ALLOCATION FOR LABOR Prolect Manager Sr. Engineer Prolect Engineer CADO Operator RPLS Survey Tech Survey Crow (2-Man) SUE Field Manager SUE Locating Crew (2-Man) Aemin1CIer1Cal #�r #8n Fm(§k§K 99E�& 3