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CM-2014-357City of Round Rock ROUND ROCK TEXAS PURPOSE RUMOR rxosrmrtx Agenda Item Summary Agenda Number: Title: Consider executing Supplemental Contract No. 1 with HalffAssociates, Inc. for the Oxford Boulevard Culvert Replacement Project. Type: City Manager Item Governing Body: City Manager Approval Agenda Date: 3/21/2014 Dept Director: Michael Thane, Director of Utilities and Environmental Services Cost: $14,010.40 Indexes: 2007 General Obligation Bonds Attachments: SC#1 OxfordBlvd Halff CM3.21.14 Department: Utilities and Environmental Services Text of Legislative File CM -2014-357 The City selected Halff Associates, Inc. to perform the design services for the Oxford Boulevard Culvert Replacement Project. This Supplemental Contract No. 1 is necessary because of the following additional tasks. • During the design, it was necessary for Halff to perform additional hydraulic analyses and evaluate various multiple culvert sizes and configurations. • Throughout the construction of this project, material testing will be necessary to ensure the quality of the materials and the performance of work being done. Halff and City staff have both agreed to use Raba-Kistner Consultants Inc. to provide testing services. • Along with water and wastewater lines that are in conflict with the proposed new culverts , an intermediate pressure gas line was determined to be in conflict also. During the time the design was occurring, Atmos Energy and City staff worked to get the gas line relocated out of the existing Right of Way and into a proposed utility easement that requires surveying to create the new easement . The cost of these services in Supplemental Contract No. 1 is $14,010.40. Staff recommends approval. City of Round Rock Page 1 Printed on 3/20/2014 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 Mgr/Resource: Lance Shellenberger []Council Action: ORDINANCE Agenda Wording Project Name: Oxford Boulevard Culvert Replacement ContractorNendor: HalffAssociates, Inc. fl RESOLUTION EiCity Manager Approval CMA Wording Consider executing Supplemental Contract No. 1 with Hatff Associates, Inc. for the Oxford Boulevard Culvert Replacement Project. Attorney Approval Attorney Notes/Comments Date,3/ / 3// T O:\wdox\SCCInts10199\1368\MISC\00294631.XLS Updated 6/3/08 STATE OF TEXAS COUNTY OF WILLIAMSON § § § SUPPLEMENTAL CONTRACT NO. 1 TO CONTRACT FOR ENGINEERING SERVICES FIRM: HALFF ASSOCIATES, INC. ("Engineer") ADDRESS: 4030 West Braker Lane, Suite 450, Austin, TX 78759-5356 PROJECT: Oxford Boulevard Culvert Replacement 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 13th day of December, 2013 for the Oxford Boulevard Culvert Replacement Project in the amount of $31,146.78; 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 $14,010.40 to a total of $45,157.18; NOW THEREFORE, premises considered, the City and the Engineer agree that said Contract is amended as follows: I. Article 1, City Services and Exhibit A, City Services shall be amended as set forth in the attached Addendum To Exhibit A. II. 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. Article 4, Compensation and Exhibit D. Fee Schedule shall be amended by increasing by $14,010.40 the lump sum amount payable under the Contract for a total of $45,157.18, 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 0199.1368; 00294501 1 CM -2014-357 Rev.12/01 /08 84275 HALFF 1ASSOCIATES, INC. By: Oct Peesicl rte- gi/7/40/44- Date APl iOVED AS By: StlanAlsGrawrillayor Steve iycxwood Stephn L. Sheets, City Attorney /,/j � G.ty n�la�ecL Date TO FORM: Supplemental Contract 0199.1368; 00294501 2 Rev.12/01 /08 84275 ADDENDUM TO EXHIBIT A City Services The City of Round Rock (CORR) will provide the following information and other assistance to the Engineer that the City deems appropriate and necessary: CITY OF ROUND ROCKS RESPONSIBILITIES: • Provide daily construction inspection of the project and contact the Engineer for testing when appropriate and at least 24 hours prior to the tests. ADDENDUM TO EXHIBIT B Engineering Services INTRODUCTION At the request of the city, Halff Associates, Inc. (Engineer) has developed a scope and fee proposal to provide an easement for the relocated gas line and to provide construction materials testing (CMT) for the Oxford Blvd. replacement construction. We have also included some additional effort that was expended during the design phase to optimize the culvert size. 1.0 Surveying and easement preparation. 1.1 1.2 Prepare easement metes and bounds with sketch for gas line. • Based on the alignment of the relocated gas line, Halff will survey the alignment and prepare metes and bounds descriptions and accompanying sketches to be prepared by a State of Texas Registered Professional Land Surveyor describing the gas line easement tracts. Provide On-call Survey Verification During Construction. • Provide additional survey control points on an as -needed basis to ensure contractor has the correct datum and ample control points for construction. • Verify the contractor's construction staking for critical items such as top of culvert slab and utility layouts. 2.0 Construction Materials Testing (CMT) and Observation 2.1 CMT Services. • CMT services will be performed by sub -consultant Raba-Kistner Consultants, Inc. (RKCI) per the attached proposal dated March 4, 2014. 3.0 Additional Design Development. 3.1 Design development — culvert optimization effort. Engineer evaluated various multiple culvert sizes and configurations and performed additional hydraulic analyses in order to optimize the final design. • The level of effort was beyond that originally estimated but resulted in a culvert design that achieved the city's goals and bid within the construction budget. ADDENDUM TO EXHIBIT C Work Schedule Halff Associates can commence work on this immediately upon notice -to -proceed from the City of Round Rock. Halff anticipates completion of easement and submittal of deliverables within one week of the notice to proceed. CMT services will be provided for the duration of construction (75 calendar days). ADDENDUM TO EXHIBIT D Fee Schedule FEE SUMMARY Halff Associates, Inc. 1.1 Surveying and Easement Preparation ... $ 4,500.00 2.1 CMT (by RKCI) $ 6,010.40 3.1 Additional Design Development $ 3,500.00 TOTAL ENGINEERING SERVICES $ 14,010.40 Direct costs, including printing, plotting and reproduction, postage, mileage, messenger service, equipment, long distance telephone calls and travel outside of the Greater Austin Area will be considered reimbursable. They will be billed separately at 1.0 times the direct cost incurred. Direct costs incurred will be carefully monitored during the progress of this project and the fees will not exceed the amount without prior approval from client. Unless otherwise stated, fees quoted in this proposal exclude state and federal sales taxes on professional services. Current Texas law requires assessment of sales tax on certain kinds of surveying services, but does not require sales taxes on other professional services. In the event that new or additional state or federal taxes are implemented on the professional services provided under this contract during the ternn of the work, such taxes will be added to the applicable billings and will be in addition to the quoted fees. The fees established above, shall be considered as the "cap" for a Time & Materials (T&M) contract unless otherwise noted. Our services will be invoiced monthly based on the work completed. Costs incurred will be carefully monitored during the progress of this project and the fees will not be exceeded without prior approval from the City of Round Rock. Thank you for this opportunity to present this proposal.