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HomeMy WebLinkAboutContract 45477-A2 cmr SECRETARY, CONTRACT NO. AMENDMENT No.2 TO CITY SECRETARY CONTRACT No. 45477 WHEREAS, the City of Fort Worth (CITY) and Halff Associates, Inc. , (ENGINEER) made and entered into City Secretary Contract No. 45477, (the CONTRACT) which was authorized by M&C C-26695 on the 4th day of March, 2014 in the amount of $99, 300 . 00; and WHEREAS, the CONTRACT involves engineering services for the following project: Trinity Trails Clear Fork-East Bank Extension Project; and WHEREAS, it has become necessary to execute Amendment No. 2 to the CONTRACT to include an increased scope of work and revised fee. WHEREAS, the CONTRACT was subsequently revised by: Amendment Number 1 of the CONTRACT was amended to provide for an increased deductible amount of $250, 000 . 00 . This amendment did not adjust the contract amount. NOW THEREFORE, CITY and ENGINEER, acting herein by and through their duly authorized representatives, enter into the following agreement, which amends the CONTRACT: 1 . Article I of the CONTRACT is amended to include the additional aov engineering services specified in a proposal dated January 16, 2015, a c copy of which is attached hereto and incorporated herein. The cost to co a City for the additional design services to be performed by Engineer totals $331, 295. 00 . (See Attached Funding Breakdown Sheet, Page -3-) 0 LU > 2 . W U W Article II of the CONTRACT is amended to provide for an increase in the fee to be paid to Engineer for all work and services performed under the Contract, as amended, so that the total fee paid by the City for all work and services shall be an amount of $430, 595. 00 . 3 . All other provisions of the Contract, which are not expressly amended herein, shall remain in full force and effect . City of Fort Worth Professional Services Agreement Amendment Template PMO Official Release 8/1/2012 Page 1 of 3 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX EXECUTED and EFFECTIVE as of the date last written by a signatory, below. APPROVED: City Fort Worth Halff Associates Inc. a-a�� 0 Su an lanis Ven Hu esAs ant City Manager President DATE: >0 IS DATE: ?011 APPROVAL REC Ri hard Zavala Di ctor, Parks and Community Services Department APPROVED AS TO FORM AND LEGALITY: M&C: C- - Z Z�/Z Date : 3 Z J - / 5- Douglas W. Black Assistant City Attorney ATTEST: ._.,._......__�J � 00 Mary A-15,VseV City Secretary `� .!�, ° °_ � .14 X°��1 A City of Fort Worth Professional Services Agreement Amendment Template OFFICIAL RECORD PMO Official Release 8/1/2012 Page 2 of 3 CITY SECRETARY FT. WORTH, Tx FUNDING BREAKDOWN SHEET City Secretary No. 45477 Amendment No. 2 Department Fund-Account-Center Amount Parks and Community C221 / 531200 / 809500215630 $331, 295. 00 Services Total: $331, 295. 00 City of Fort Worth Professional Services Agreement Amendment Template PMO Official Release 8/1/2012 Pape 3 of 3 mom 1201North Bowser Road mom Richardson,Texas 75081 EMM (214)346-6200 Fax(214)739-0095 ADDITIONAL SERVICES CONFIRMATION To: Joel McElhany Date: January 16,2015 From: David Buchanan AVO: 30117 Email: dbuchanan@halff.com Project: Trinity Trails Clear Fork—East Bank Extension VIA: Email Fort Worth Contract Number:45477 As per your request, Halff Associates is please to submit this scope amendment and additional services confirmation for $331,295 to provide engineering services to finalize the construction document preparation and construction administration for the Trinity Trails Clear Fork — East Bank Extension Project. Per our understanding of the requirements,the specific tasks are identified as follows: A. Amendment to the Scope of Services dated 04-02-2014 This Scope of Work amends the original Scope of Work in the above-referenced contract regarding"Scope of Services—Basic Services;WO 01—Trinity Trail Clear Fork Schematic Design;Section 2. Schematic Design." Halff will provide amended services as described in this scope of work for the proposed Trinity Trails Clear Fork—East Bank Extension in the City of Fort Worth.These amended tasks will replace Tasks 2a through 2-f.The amended tasks listed below shall not change the project basis of compensation as defined in the Scope of Services dated 04-02-2014. The amended and additional tasks included in this scope of services, including a new description of deliverables, are listed below: 1. Section 2:30%Construction Documentation a. Based upon a City approved master plan, Halff shall prepare,for approval by the City and TOOT a complete and correct set of 30%Construction Documents as defined below. Halff shall prepare a preliminary draft submittal for review and comments and shall be submitted on the dates established in the approved schedule. Halff will provide the following drawings and deliverables: I. Demolition Plan Halff Associates will prepare the demolition plans,which will provide notes and details required for the demolition, removal and disposal of site features including, trash debris, existing concrete and/or existing retaining walls. Plans will be sealed by a Licensed Landscape Architect. ii. Site Grading and Drainage •■■ HALFF 1201 North Bowser Road MENRichardson,Texas 75081 ■■■ (214)346-6200 Fax(214)739-0095 The Grading and Drainage will include Plans and Profiles required to allow proper grading and drainage of the trail facility improvements.The grading plan will show existing and proposed ground contour lines, proposed utilities and spot elevations needed to grade the site for drainage. iii. Trail Dimension Control Halff Associates will design and provide details for the trail and associated site amenities (retaining walls). Horizontal and Vertical geometric control will be provided and shall include coordinate geometry and typical dimension of the trail. iv. Drainage Area Maps Halff Associates will prepare a drainage area map that shows the area of drainage within the project limits and all necessary runoff and inlet calculations. v. Structural Design Halff Associates will provide preliminary structural design for the proposed retaining walls and sign relocations per the proposed trail alignment.The structural drawings will include retaining wall typical sections and preliminary sign footing details. vi. Storm Water Pollution Prevention Plan Halff Associates will prepare an erosion control plan in conjunction with the grading plans.This task is for the preparation of preliminary design drawings and associated details only.The Storm Water Pollution Prevention Plan (SWP3), including but not limited to the Notice of Intent(NOI), project description, inspection forms, Notice of Termination (NOT),etc. are not included.The Contractor and Owner will be responsible for execution and implementation of the NOI, NOT and SWP3. vii. Cost Estimate Halff Associates will prepare an estimate of probable construction cost for the preliminary 30%Construction Documents. Estimates will include probable construction costs for all proposed elements and associated contingencies. viii. Deliverables 30%Construction Document Plans shall include an 11"x17"set of construction documents following the submittal documents required as part of the "TxDOT PS&E 30%Complete Submittal Development Checklist." Halff shall prepare and print four(04)draft sets of drawings and cost estimate for review and comment. B. Additional Design Services added to the Scope of Services dated 04-02-2014: 1. Construction Document Development This Scope of Work supplements the"Amendment to the Scope of Services" listed above regarding "Scope of Services—Basic Services;WO 01—Trinity Trail Clear Fork Schematic Design;Section 2." Now.■ 1201North Bowser Road Now Richardson,Texas 75081HALFF (214)346-6200 Fax(214)739-0095 Halff will provide additional construction document development services as described in this scope of work for the proposed Trinity Trails Clear Fork—East Bank Extension in the City of Fort Worth. The additional tasks included in this scope of services, including a new description of deliverables,are listed below beginning with new Section 3: 1. Section 3:60%,95%and 100%Construction Documentation ($238,000) a. Based upon a City approved 30%Construction Documentation Set, Halff shall prepare, for approval by the City and TOOT a complete and correct set of 60%,95%and 100% Construction Documents as defined below. Halff shall prepare each submittal for review and comment and shall be submitted on the dates established in the approved schedule. Halff will provide the following drawings and deliverables: i. Demolition Plan Halff Associates will prepare the demolition plans,which will provide notes and details required for the demolition, removal and disposal of site features including trash debris, existing concrete and/or existing retaining walls. Plans will be sealed by a Licensed Landscape Architect. ii. Site Grading Plan and Profile The Grading Plan and Profile includes the notes and details required to allow grading of the trail facility improvements.The grading plan will show existing and proposed ground contour lines, proposed utilities and spot elevations needed to grade the site for drainage. Plans will be sealed by a Licensed Landscape Architect. iii. Trail Dimension Control Halff Associates will design and provide details for the trail and associated site amenities (retaining walls). Horizontal and Vertical geometric control will be provided and shall include coordinate geometry and typical dimension of the trail. Plans will be sealed by a Licensed Landscape Architect. iv. Drainage Area Maps Halff Associates will prepare a drainage area map that shows the area of drainage within the project limits and all necessary runoff and inlet calculations. Plans will be sealed by a Licensed Civil Engineer. V. Structural Design Halff Associates will provide structural engineering design for proposed retaining walls under Vickery, IH30 and Rosedale, relocation of the retaining wall under the existing railroad and any proposed walls along the edge of trail needed to maintain proper ADA accessibility. Drawings will include layout plans,sections and details with dimensional control necessary including the limits of distrubrance caused by the structural footings and piers. Plans will be sealed by a Licensed Structural Engineer. Vi. Electrical Design mom HALFF 1201 North Bowser Road mom Richardson,Texas 75081 mom (214)346-6200 Fax(214)739-0095 Halff Associates will provide electrical engineering services for illuminating the proposed trail under the existing bridge structures. Services shall include coordination with the appropriate utility company, an illumination photometric report illustrating the intended foot-candle intensity and construction documents illustrating the electrical engineering required for the installation of fixtures. Plans will be sealed by a Licensed Engineer. vii. Cost Estimate Halff Associates will prepare an estimate of probable cost at each construction documentation submittal that reflects all proposed improvements. viii. Deliverables 60%, 95%and 100%Construction Document Plans shall include an 11"x17"set of construction documents following the submittal documents required as part of the "TxDOT PS&E Complete Submittal Development Checklist." Halff shall prepare and print four(04) draft sets of drawings and cost estimate for review and comment. 2. Section 4: Bidding($15,500) a. Based on approved Construction Drawings,The City shall provide the necessary sets of plans and project manuals for use in bidding. Halff will furnish the City four (04) sets of original construction plans and one original copy of the project manual. Based upon this Halff will provide bid phase services to include the following: i. Pre Bid Meeting Halff Associates shall attend the pre-bid meeting and answer any questions that may arise from the meeting and prepare any meeting minutes associated. ii. Addenda Preparation Halff Associates shall prepare up to four(04)addenda documents as required to provide clarification to bidding contractors. 3. Section 5: Reimbursables($4,000) a. Reimbursable Expenses shall include, but are not necessarily limited to expenses for supplies, transportation, equipment, travel, communication, printing of plans and specifications, presentation boards,graphic boards and similar incidentals. C. Additional Special Services added to the Scope of Services dated 04-02-2014: 1. Environmental Services ($20,000) a. This Scope of Work supplements the original Scope of Work in the above-referenced contract regarding"Scope of Services—Basic Services;WO 01—Trinity Trail Clear Fork Schematic Design;Section 4. Special Services;SubSection 4a. Preliminary Environmental Services." Halff will provide additional environmental services as described in this scope of ■■■ HALFF Richardson, North Bowser Road MEN Richardson,Texas 75081 MEN (214)346-6200 Fax(214)739-0095 work for the proposed Trinity Trails Clear Fork—East Bank Extension in the City of Fort Worth. These additional tasks will not alter Tasks 4a-i through 4a-v, but will delete the listing of deliverables described in Task 4a-vi and replace it with new Task 4a-vii. This First Supplemental Scope of Work does not alter any other aspects of the original contract or previous amendments except as explicitly stated herein. The additional tasks included in this scope of services, including a new description of deliverables, are listed below beginning with new Task 4a-vi: 1. Task 4a-vi:Categorical Exclusion Preparation A Categorical Exclusion (CE) is required for the proposed project in accordance with NEPA, and implementing federal and state regulations,and agreements between FHWA and TxDOT. The environmental process will follow guidance published by TOOT(February-May 2014) regarding CE determinations. The project is considered a "c-list" CE project based on 23 CFR 771.117(c)(3)Construction of bicycle and pedestrian lanes, paths, and facilities. The following additional sub-tasks will be necessary to receive a CE determination from the TOOT Fort Worth District. a. Subtask 4a-vi-A: Project Scope Form and Risk Assessment Forms for CE The purpose of this subtask is to provide scoping documentation to the TOOT Fort Worth District to initiate the CE process. Environmental information obtained from Tasks 4a-i through 4a-v will be utilized for this task. Halff will complete the required forms and submit to the TOOT Fort Worth District Environmental Coordinator. This task includes one meeting with the TOOT Fort Worth District. The following items will be submitted to the TOOT Fort Worth District for review and approval, and revised in accordance with comments received from TOOT, as necessary: • Preliminary Project Scope Form for Categorical Exclusions • Environmental Information Request Form • Risk Assessment Form including: o Biological Resources o Water Quality o Noise o Indirect and Cumulative Impacts o Public Involvement • Final Project Scope Form for Categorical Exclusions • Project Schedule for Deliverables Halff will obtain available digital environmental information from appropriate local, state, and federal agencies. Data collected through this task will be stored in Geographical Information Systems (GIS)format. b. Subtask 4a-vi-B: Project Coordination Requests and Technical Reports The purpose of this task is to prepare resource agency coordination requests and technical reports for resources that require additional assessment as defined in the risk assessment phase of the project. These technical reports will mom HALFF * Richardson, North Bowser Road mom Richardson,Texas 75081 .■. (214)346-6200 Fax(214)739-0095 be used by TxDOT to initiate resource/regulatory agency coordination and to obtain feedback/approval from agencies,as applicable. This project is anticipated to require the following technical reports based on the information acquired in Tasks 4a-i through 4a-v. • Archeological Studies Project Coordination Request • Historical Studies Project Coordination Request • Biological Evaluation Form • Hazardous Materials Initial Site Assessment • Water Resources Technical Report • Community Impacts Technical Report Project coordination requests and technical reports will be submitted to the TxDOT Fort Worth District and revised in accordance with comments received from TxDOT. Technical reports for the following items are excluded from this scope of services: air quality, noise, indirect impacts, cumulative impacts,and public involvement. If the TxDOT Fort Worth District or other agency requires additional information or public involvement other than that specified in this scope of work,then a supplemental services agreement will be required. c. Subtask 4a-vi-C: EPIC Sheet An environmental permits, information, and commitments (EPIC) design sheet will be prepared and submitted to the TOOT Fort Worth District,and revised in accordance with comments received from TxDOT. d. Subtask 4a-vi-D: Prepare Final CE Determination Form Halff will prepare and submit a final CE Determination Form to document TxDOT's approval of the proposed project, which will be revised in accordance with comments received from TxDOT. 2. Task 4a-vii: Deliverables Electronic versions in Adobe Acrobat format of the following documents with the exception of up to four(04) hard copies of the Final Project Scope Form upon request: • Preliminary Project Scope Form • Environmental Information Request Form • Risk Assessment Form • Final Project Scope Form • Project Schedule of Deliverables • Archeological Studies Project Coordination Request • Historical Studies Project Coordination Request • Biological Evaluation Form • Hazardous Materials Initial Site Assessment ENO HALFF 1201 North Bowser Road SEE Richardson,Texas 75081 MEN (214)346-6200 Fax(214)739-0095 • Water Resources Technical Report • Community Impacts Technical Report • CE Determination Form 2. H&H Services($20,000): a. This Scope of Work supplements the original Scope of Work in the above-referenced contract regarding"Scope of Services—Basic Services;WO 01—Trinity Trail Clear Fork Schematic Design;Section 4. Special Services;SubSection 4b.Preliminary H&H Services." Halff will provide additional H&H services as described in this scope of work for the proposed Trinity Trails Clear Fork—East Bank Extension in the City of Fort Worth. These additional tasks will not alter Tasks 4b-i through 4b-viii,but will delete the listing of deliverables described in Task 4b-viii and replace it with new Task 4a-xiii. This First Supplemental Scope of Work does not alter any other aspects of the original contract or previous amendments except as explicitly stated herein. The additional tasks included in this scope of services, including a new description of deliverables, are listed below beginning with new Task 4a-viii: 1. Task 4a-viii: Hydraulic Modeling Halff Associates will incorporate any modifications necessary to update the schematic hydraulic model to reflect the 60%design. Upon the City and TxDOT review and comment, Halff Associates will address all comments and incorporate any modifications to the hydraulic model to reflect the 95%and 100%Construction Document Submittal. 2. Task 4a-ix: Hydraulic Modeling Coordination Halff Associates will coordinate all hydraulic modeling with all associated parties i.e. The City of Fort Worth, USACE,TRWD, and/or TxDOT. 3. Task 4a-x:CDC Permit Application Halff Associates will prepare a CDC permit application and supporting material for distribution to the City of Fort Worth and USACE. 4. Task 4a-xi:CDC Permit Coordination Halff Associates shall coordinate with the City of Fort Worth and USACE including addressing any comments received. 5. Task 4a-xii:City of Fort Worth Floodplain Application Halff Associates with prepare a Floodplain permit application and supporting material for distribution to the City of Fort Worth. Upon the receipt of comments, Halff will revise and issue a final memo to the City. 6. Task 4a-xiii: Deliverables Four (04) copies of the Flood Plain permit and four(04)copies of the CDC application and supporting documents will be provided by Halff Associates to the appropriate entity upon submittal. ■■■ HALFF 1201 North Bowser Road MEN Richardson,Texas 75081 mom (214)346-6200 Fax(214)739-0095 soil and groundwater conditions encountered at the boring locations; 3. Geotechnical Services($30,795): a. Field personnel will drill ten (10)total borings at 50' in depth using truck-or ATV-mounted equipment. Cohesive and non-cohesive soil samples will be obtained using three-inch diameter Shelby tube samplers(ASTM D-1587)and two-inch diameter standard split-spoon samplers (ASTM D-1586), respectively. b. An engineering geologist or soils technician will extrude the samples in the field, check the samples for consistency with a hand penetrometer, carefully wrap them to preserve their condition, and return them to the laboratory for testing. A log of each boring will be prepared to document field activities and results. Field personnel will stake the boring locations using normal taping procedures. Locations will be shown on the plan of borings.At the completion of drilling operations, bore holes will be backfilled and plugged with soil cuttings. c. An engineering report will be prepared by a registered engineer and will present the results of the field and laboratory data together with our analyses of the results and recommendations. We will provide a digitally signed and sealed report in electronic PDF format.The report will address: • retaining wall design recommendations; • global stability analysis of the retaining wall; • earthwork recommendations, including material and compaction requirements;and • construction considerations related to soil and groundwater conditions at the borings. 4. Accessibility Review($3,000): a. Halff will submit drawings and specifications to the Texas Department of Licensing and Regulation for review of accessibility. We will incorporate any comments received and make adjustments to the plans as needed.This cost will be included as part of the base fee schedule. Site Inspection fees payable to TDL&R will be paid and delivered with transmittal of the plans to TDL&R. Printing of plans and specifications and shipping will be reimbursable expenses as defined herein. ❑ Attachments: SIGNED: COPIES: ® File ❑ Owner ❑ Contractor ❑ Other: City of Fort Worth, Texas Mayor and Council Communication COUNCIL ACTION: Approved on 3/2412015 DATE: Tuesday, March 24, 2015 REFERENCE NO.: **C-27242 LOG NAME: 80EAST BANK EXTENSION HALFF ASSOC AMENDMENT SUBJECT: Authorize Execution of Amendment No. 2 to City Secretary Contract No. 45477 with Halff Associates, Inc., in the Amount of$331,295.00 for Final Design Services Related to the Trinity Trails Clear Fork- East Bank Extension Project; Thereby, Revising the Contract Amount to $430,595.00 (COUNCIL DISTRICT 9) RECOMMENDATION: It is recommended that the City Council authorize execution of Amendment No. 2 to City Secretary Contract No. 45477 with Halff Associates, Inc., in the amount of$331,295.00 for final design services related to the Trinity Trails Clear Fork- East Bank Extension Project; thereby, revising the contract amount to $430,595.00. DISCUSSION: The purpose of this Mayor and Council Communication (M&C) is to authorize execution of Amendment No. 2 to City Secretary Contract No. 45477 with Halff Associates, Inc., in the amount of$331,295.00 for additional engineering services related to the Trinity Trails Clear Fork-East Bank Extension Project; thereby, revising the contract amount to $430,595.00. Staff considers this fee to be fair and reasonable for the services provided. The Trinity Trails Clear Fork- East Bank Extension provides an off-street trail connection from the Mistletoe Heights neighborhood north to a new on-street trailhead at Parkview Drive. The ultimate goal is to continue this trail to the north to the newly constructed Rotary Trailhead on the east bank of the Trinity River where it connects with the Phyllis Tilley Memorial Bridge. Additionally, this connection will create off-street access to Parkview Drive and will also provide access to a future barrier separated bike lane on the Vickery bridge. This trail extension was included in the Trinity River Vision Neighborhood and Recreation Enhancement Plan which was adopted by City Council on August 4, 2009 (M&C G-16638). Funding for this project is provided from both a Texas Department of Transportation (TxDOT) grant and local funds designated for the purpose of trail connections associated with the Chisholm Trail Parkway. On November 12, 2012, (M&C G-17737)the City Council authorized the application and acceptance of 2012 Transportation Enhancement Program grant for reimbursement of construction costs in the amount of$2,750,000.00 with a required local match of$750,000.00. Local funds of$1.5 million were identified in the 121T Chisholm Trail Parkway Fund -2004 Capital Improvement Project (CIP) to provide the match and to cover the project shortfall since the TxDOT grant award was only $2,156,000.00. The table below depicts the total funding for the project which includes the TxDOT grant and the local match plus the associated costs of engineering and construction management costs. Logname: 80EAST BANK EXTENSION HALFF ASSOC—AMENDMENT Page 1 of 3 _Source Amount Purpose 2012 Transportation Enhancement 1$2,156,000.00 Construction Reimbursement JProgram Grant 1121T Chisholm Trail Parkway Fund $ 870,007.00 'Local Match/TxDOT 2004 CIP .Administrative Fee Sub-Total 1$3,026,007.00 F$ 4_30,595.00 !Engineering Services 1121T Chisholm Trail Parkway Fund -- 199,398.00 Administration, L 2004 CIP Inspection, Testing, etc. ! 3 Total x$3,656,000.00 On March 4, 2014, (M&C C-26695) the City Council authorized the Engineering Agreement with Halff Associates, Inc., in the amount of$99,300.00 for the schematic design of the project. On August 5, 2014, (M&C G-18275) the City Council authorized the City Manager to execute a Local Project Advance Funding Agreement with the TxDOT for the Transportation Enhancement Program - Trinity Trails Clear Fork - East Bank Extension Project and transferring the local match, resulting in a total construction budget of $3,026,007.00. Contract Amendment No. 1 to this contract amended the insurance requirements of the standard Agreement, increasing the required deductible to $250,000.00. This amendment did not adjust the contract amount. In addition, Staff anticipates that $199,398.00 will be required for project management, construction inspection, contingencies and material testing. M/WBE OFFICE - Halff Associates, Inc., is in compliance with the City's BDE Ordinance by committing to 9 percent SBE participation on this Amendment/Change Order No. 2. This project is located in COUNCIL DISTRICT 9. FISCAL INFORMATION /CERTIFICATION: The Financial Management Services Director certifies that funds are available in the current capital budget, as appropriated, of the State Highway 121T Southwest Parkway Fund. Upon completion of the recommended action, project appropriations will be $1,500,000.00 with a remaining balance of $530,693.00. FUND CENTERS: TO Fund/Account/Centers FROM Fund/Account/Centers C221 531200 809500215630 $331,295.00 CERTIFICATIONS: Submitted for City Manager's Office by: Susan Alanis (8180) Originating Department Head: Richard Zavala (5704) Logname: 80EAST BANK EXTENSION_HALFF ASSOC—AMENDMENT Page 2 of 3 Additional Information Contact: David Creek (5744) ATTACHMENTS 1. 02156 C221 RPT09.pdf (CFW Internal) 2. 02156 FAR-05.pdf (CFW Internal) 3. A2-Trinity Trails-East Bank Extension.pd (CFW Internal) 4. Funds Verification.docx (CFW Internal) 5. Mtoe Hts North Trail 21615.pdf (Public) 6. SAM.pdf (CFW Internal) Logname: 80EAST BANK EXTENSION_HALFF ASSOC—AMENDMENT Page 3 of 3