Agenda Information Sheet
DEPARTMENT: Engineering Services
CM/ ACM: Todd Hileman
Date: June 12, 2017
SUBJECT
Title
Consider recommending approval of a Professional Services Agreement for Architect or Engineer between the City of Denton and Birkhoff, Hendricks & Carter, L.L.P. in the amount of $229,492.00 for Engineering Services associated with the Hwy 380 to IH 35 and Scripture to IH 35 Water Transmission Line projects (Contract #6479).
Body
BACKGROUND
The Hwy 380 to IH 35 Water Transmission Line project will extend approximately 1,900 linear feet of 20-inch water line and 900 linear feet of 16-inch water line from the east side of IH 35 to the west side of IH 35 along US 380. The 16-inch line will tie-into an existing 12-inch main along the Southbound Frontage Road. The 20-inch line will extend along US 380 and connect to the existing 20-inch just east of the rail road (see Exhibit 1). The Scripture to IH 35 Water Transmission Line will extend approximately 370 linear feet of 20 inch main from the existing 20-inch at the intersection of Scripture and IH 35 from the east side to the west side of IH 35 and tie into the existing 8-inch main (see Exhibit 2). Both projects are slated for construction in the CIP in FY2018 and are important for reliable and adequate water service to the western portion of the City in response to projected growth in the area.
Birkhoff, Hendricks & Carter, LLP has been selected for the detailed design of this project on the basis of demonstrated qualifications in water system design projects. Birkhoff, Hendricks & Carter has worked closely with staff to scope and execute other, similar projects. They have performed well in the execution of professional engineering services for the City of Denton, delivering projects in a professional and efficient manner. Their qualifications to perform these services have been clearly demonstrated to the satisfaction of staff within the organization. Accordingly, the Capital Projects department requested a proposal directly from Birkhoff, Hendricks & Carter, LLP, and this direct solicitation to a single provider based on demonstrated and known qualifications is consistent with State law for the procurement of professional services.
The proposed engineering fee for this project is $229,492.00 and includes amounts for Basic Services of $135,774.00, Additional Services of $92,218.00 and Reimbursable Expenses of $1,500.00. The Basic Services consist of creation of construction plans for the water line improvements along with bid and construction phase support. The Additional Services include performance of the design survey, creation of easement documents, subsurface utility engineering services, geotechnical services, and cathodic protection design.
The preliminary opinion of probable construction cost for these projects is approximately $1,430,000.00 combined. These numbers will be verified as the design project progresses.
The following percentages are based on the total engineering fee of $229,492.00 for the project. Basic Services represent approximately 9.5% of the projected construction cost, and Additional Services plus Reimbursable Expenses represent approximately 6.6% of the projected construction cost. Looking at it another way, the project includes standard services typically performed as part of most design projects and non-standard services not typically performed for most projects. For this project, the standard services include preliminary design, final design, design survey, utility coordination, bid and construction phase support, and direct expenses. These tasks total $122,651.00 which is 8.6% of the estimated construction cost. For this project, the non-standard services include the schematic design, boundary and construction survey services, easement documents, subsurface utility engineering services, geotechnical services, and cathodic protection design. These tasks total $106,841.00 or 7.5% of the estimated construction cost.
OPTIONS
1. Approve the Professional Services Agreement.
2. Reject the Professional Services Agreement.
RECOMMENDATION
Staff recommends approval of the Professional Services Agreement between the City of Denton and Birkhoff, Hendricks & Carter, L.L.P. in the amount of $229,492.00 for Engineering Services associated with the Hwy 380 to IH 35 and Scripture to IH 35 Water Transmission Line projects. The amount of the contract is consistent with the level of effort required for a project of this nature.
ESTIMATED SCHEDULE OF PROJECT
The consultant is prepared to begin the services associated with this Agreement immediately with the goal of completing design in early 2018 to facilitate construction to begin Spring 2018 (pending easement acquisitions).
PRIOR ACTION/REVIEW (Council, Boards, Commissions)
None.
FISCAL INFORMATION
Water Utilities project numbers 630356523 (Hwy 380 to IH 35) and 630353523 (Scripture to IH 35) will be utilized for this project.
BID INFORMATION
N/A
DATE SCHEDULED FOR COUNCIL APPROVAL
June 20, 2017
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Public Infrastructure
Related Goal: 5.1 Manage Denton's water resources
EXHIBITS
1. Hwy 380 to IH 35 Project Map
2. Scripture to IH 35 Project Map
3. Engineering Services Scope and Fee ( Exhibit 5 from the Professional Services Agreement)
Respectfully submitted:
Lee Perry, P.E.
Senior Engineer - Water
Capital Projects