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Res 11-09 Authorizing a Contract with Graham Associates for Capital Improvement PlanTOWN OF WESTLAKE RESOLUTION NO. 11-09 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH GRAHAM ASSOCIATES, FOR ENGINEERING DESIGN AND CONTRACT MANAGEMENT SERVICES RELATED TO THE ADOPTED CAPITAL IMPROVEMENT PLAN. WHEREAS, Westlake desires to provide residents and commuters with safe streets adequate drainage; and WHEREAS, the Town Council finds that the proposed engineering services contract provides sound infrastructure planning consistent with goals and objectives within the adopted strategic plan; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the public. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1. All matters stated in the Recitals above are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2. The Town Council of the Town of Westlake hereby approves the contract with Graham Associates, Inc., for engineering design and contract management services related to the adopted Capital Improvement Plan, attached as Exhibit "A ", and further authorizes the Town Manager to execute the agreement on behalf of the Town of Westlake, Texas. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. SECTION 4: That this resolution shall become effective from and after its date of passage. Resolution 11-09 Page I of 2 PASSED AND APPROVED ON THIS 28T" DAY OF MARCH, 2011. ATTEST: Felly Edwar , Town Secretary APPROVED AS TO L. Laura Wheat, Mayor A Z__ _�54 W 0 Thomas E. e , Town Manager Resolution 11-09 Page 2 of 2 Graham Associates, Inc. CONSULTING ENGINEERS & PLANNERS March 21, 2011 Town of Westlake Attn: Mr. Jarrod Greenwood Director of Public Works 3 Village Circle, Suite 202 Westlake, Texas 76262 Re: Proposal for Geotechnical Investigation, Engineering, Materials Testing and Construction Administration Services 20112013 CIP Roadway Projects (6 Separate Projects) Town. of Westlake, Texas Dear Mr. Greenwood: Graham Associates, Inc. is pleased to present you with this proposal for services related to the Capital Roadway Improvements for the Town of Westlake as outlined in the Town's Plan. The specific projects included in this proposal are the Reconstruction of Mahotea Boone and Aspen Lane, the geotechnical investigation for the Stagecoach Hills Roadways, Roanoke Road (SH 170 to North Town Limits) and Roanoke Road (SH 170 to South Town Limits) and the Street Survey. Note that the geotechnical investigation data and report will be the basis for the future design of all roadways. This letter along with the attached exhibits shall serve as Graham Associates proposal to provide professional services for the above referenced projects. A detailed scope of work, man- hour projections 1 fees, hourly rate schedule and project schedule are include for each of the six (6) projects. Please refer to the attached detailed scope of services proposed for each project along with the associated sub -consultant proposals. Any services not specifically identified in the work scopes are excluded from this proposal and shall be considered additional services if requested. Any additional services will not be performed unless directed by the Town of Westlake. All requested additional services will be billed in accordance with the attached hourly rate schedule or by a proposal addendum to the project. A summary of compensation for the scrvices associated with each project is as follows: Mahotea Boone Reconstruction $ 6,425 Town's Street Survey $80,000 Aspen Lane Reconstruction $ 9,425 Stagecoach Hills Roadway Geotech. $ 2,900 Roanoke Road (North) Geotech. $ 550 Roanoke Road (South) Geotech. $ 2,900 TOTAL: $102,200 Summit Office Park 1300 Summit Ave., Suite 419 Ft. Worth, Texas 76102-4418 (817) 332-5756 Fax (817) 336-6909 Centerpoint Three 600 Six Hags Drive, Suite 500 Ariingion, Texas 76011-6356 (317) 649-1914 a Metro (817) 640-8535 FAX (817) 633-5240 Chase Bank 3200 Broadway Blvd. Suite 268 Gcrland, Texas 75043-1571 (972)840-6671 FAX (972)-840-6671 Resolution 11-09 Mr. Jarrod Greenwood March 21, 2011 Page 2 The detailed fee schedule and man-hour projections for each project are attached. These amounts do not include reimbursable charges such as printing, messenger services, deliveries, etc. Reimbursable charges will be billed to you at direct cost plus 10%. Billing shall be on a monthly basis for work completed to date with payment due the 15th of the month following invoice date. Consultant reserves the right to stop work if payment is not received within 30 days of invoice date until such time as satisfactory payment arrangements have been made. Ownership of all plans, reports, surveys and other related data remain the property of Graham Associates, Inc. until payment for services has been received. Thank you for the opportunity to submit this proposal for professional services. Please contact me with any questions you may have. Please sign and return one copy of this proposal to signify your acceptance and Ave will begin our work immediately. Thank you again for your consideration. Sincerely, Approved and accepted: /z''T'tI�� d&rdWI.-0 . Winkler, P.E. Town Engineer Resolution 11-09 2011-2013 CIP ROADWAY PROJECTS GRAHAM ASSOCIATES, INC. ESTABLISHED HOURLY RATES JANUARY 2008 PRINCIPAL $150.00 SENIOR ENGINEER $125.00 REGISTERED PUBLIC SURVEYOR $125.00 SENIOR HYDROLOGIST $125.00 REGISTERED ENGINEER $100.00 GRADUATE ENGINEER $90.00 GRADUATE HYDROLOGIST $95.00 TECHNICIAN IV $90.00 TECHNICIAN III $75.00 TECHNICIAN 11 $60.00 TECHNICIAN I $40.00 3 MAN SURVEY CREW $140.00 2 MAN SURVEY CREW $120.00 CLERICAL $35.00 CADD STATION $25.00 Resolution 11-09 DETAILED PROJECT SCOPE & MAN-HOUR PROJECTIONS MAHOTEA BOONE STREET SURVEY ASPEN LANE STAGECOACH HILLS ROADWAYS ROANOKE ROAD (S.H. 170 to NORTH TOWN LIMITS) ROANOKE ROAD (S.H. 170 to SOUTH TOWN LIMITS) Resolution 11-09 Mahotea Boone Reconstruction and Drainage (11©O LF of Roadway) The project shall involve working with the geotechnical engineer and the Town Staff to determine the appropriate subgrade preparation and pavement type and thickness. The adjacent drainage swales shall be gradcd to accommodate drainage. Underground drainage and curbs will not be installed, Detailed engineering plans will not be prepared in lieu of a detailed design specifications package. 1. Geotechnical Investigation and Reporting a. Coordinate with geotechnical engineer to perforin three (3) borings, laboratory testing and prepare a report of results and recommendations (Refer to supplemental proposal by LandTcc) b. Both 5 -year and 20 -year design sections for pavement and subgrade shall be evaluated c. Fee assumes one (1) mobilization and one (1) report for all five (5) roadway reconstruction projects 2. Pre -design Services a. Meet with Town Staff and geotechnical engineer to kick-off project and determine roadway design section 3. Prepare Construction Plans and Specifications a. Prepare typical cross section plans b. Prepare specifications and bid documents c. Assist with the bid process 4. Construction Testing (Optional) a. Coordinate with geotechnical engineer to perform density and materials testing during construction activities in accordance with Town standards and requirements (Refer to supplemental proposal by LandTec) b. Testing shall include compaction, proctors, gradation and depth checks of subgrade and job mix, extraction, gradation, density, Rice gravity and thickness cores of Hot Mix Asphaltic Concrete (HMAC) c. Testing results will be provided to Town officials in a report format d. Pricing is based on performing testing for both Mahotea Boone and Aspen Lane roadway reconstruction projects Resolution 11-09 e. Any additional testing required due to failed tests shall be at the expense of the contractor 5. Construction Administration a. Conduct pre -construction conference (Mahotea Boone and Aspen Lane will be bid together) b. Conduct final walk through of project for Town acceptance Compensation for Graham Associates based on Man-hour Projections 1. Geotechnical. Investigation and Reporting a. Geotechnical Engineer 12 hours @ 100 $1200.00 Registered Engineer 2 hours @ 100 200.00 b. (Included in cost of 2a.) c. (Included in cost of 2a.) Subtotal $1,400.00 2. Pre -Resign Services a. Registered Engineer 1.5 hours @ 100 $ 150.00 Tech IV 1.5 hours @ 90 135.00 Subtotal $ 285.00 3. Construction Plans and Specifications a. Registered Engineer 2 hours @ 100 $ 200.00 Tech IV 4 hours @ 90 $ 360.00 b. Registered Engineer 10 hours @ 100 $1000.00 c. Registered Engineer 4 hours @ 100 $ 400.00 Tech IV 2 hours @ 90 180.00 Subtotal $2,140.00 4. Construction Testing (Optional) a. Geotechnical Engineer 18 hours @ 100 $1800.00 Registered Engineer 2 hours @ 100 200.00 b. (Included in cost of 6a.) c. (Included in cost of 6a.) d. (Included in cost of 6a.) e. (Additional service at Contractor's expense) Subtotal $2,000.00 Resolution 11-09 5. Construction Administration a. Registered Engineer 2 hours @ 100 $ 200.00 b. Registered Engineer 4 hours @ 100 400.00 Subtotal $ 600.00 Mahotea Boone Total $6,425.00 Resolution 11-09 Street Evaluation Survey The majority of the existing streets are in such poor condition, the initial evaluation will be much more useful to perforin curings of the pavement and/or borings of the subgradc. This information shall translate into pavement and subgrade repair and/or reconstruction. After reconstruction, non-destructive methods can be utilized to determine the street's condition. 1) Perform visual inspection of the public streets in the Town of Westlake. 2) Based on visual inspection, determine the locations for coring of the existing pavement and in cases of subgrade failure, perform borings. 3) The corings and borings shall be utilized to recommend: (I)interim maintenance measures; (2)pavement and/or subgrade reconstruction. 4) Geotechnical investigation data obtained for the Mahotea Boone, Aspen Lane, Stagecoach Hills Roads, Roanoke Road (North) and Roanoke Road (South) will also be. incorporated into the data obtained for the remainder of the public streets and will not be duplicated. Destructive testing will not be performed on newly reconstructed roadways. 5) A report shall be prepared to document the existing condition of each street. The report shall include a narrative for each street, a street inventory data base (Excel spreadsheet), photos, testing results and both short and long term recommendations. The report shall also include cost estimates of the recommendations and a proposed schedule. 6) A maintenance and annual street evaluation procedure shall be developed for use by the Town. This will include the evaluation of various methods of yearly reporting to include manual updates to the street inventory data base and commercially available software packages. 7) Coordinate with the Town staff throughout the process. 8) Make a presentation to the Town Council on the results of the work. 9) Results of the street evaluation survey will be utilized in future updates to the Town's roadway and drainage system design standards, specifications and standard details. These updates are not included in this proposal. Compensation for the scope listed above shall be based ons budget of $80,000 (not to be exceeded) and be billed on an hourly basis in accordance with the attached Hourly Fee Schedule. Resolution 1 1-09 Aspen LaneRe construction and Drainage (2700 LF of Roadway) The project shall involve working with the geotechnical engineer and the Town Staff to determine the appropriate subgrade preparation and pavement type and thickness. The adjacent drainage swales shall be graded to accommodate drainage. Underground drainage and curbs will be evaluated, but are not currently a part of this project. The existing culverts shall be replaced as necessary. Detailed engineering plans will not be prepared in lieu of a detailed design specifications package. 1. Geotechnical Investigation and Reporting a. Coordinate with geotechnical engineer to perforin four (4) borings, laboratory testing and prepare a report of results and recommendations (Refer to supplemental proposal by LandTec) b. Both 5 -year and 20 -year design sections for pavement and subgrade shall be evaluated c. Fee assumes one (1) mobilization and one (1) report for all five (5) roadway reconstruction projects 2. Pre -design Services a. Meet with Town Staff and geotechnical engineer to kick-off project and determine roadway design section 3. Prepare Construction Plans and Specil€ications a. Prepare typical cross section plans b. Prepare specifications and bid documents c. Assist with the bid process 4. Construction Testing (Optional) a. Coordinate with geotechnical engineer to perforin density and materials testing during construction activities in accordance with Town standards and requirements (Refer to supplemental proposal by LandTec) b. Testing shall include compaction, proctors, gradation and depth checks of subgradc and job mix, extraction, gradation, density, Rice gravity and thickness cores of Hot Mix Asphaltic Concrete (HMAC) c. Testing results will be provided to Town officials in a report format Resolution 11-09 d. Pricing is based on performing testing for both Mahotea Boone and Aspen Lane roadway reconstruction projects e. Any additional testing required due to failed tests shall be at the expense of the contractor 5. Construction Administration a. Conduct pre -construction conference (Mahotea Boone and Aspen Lane will be bid together) b. Conduct final walk through of project for Town acceptance Compensation for Graham Associates based on Man-hour Projections 1. Geotechnical Investigation and Reporting a. Geotechnical Engineer 14 hours @ 100 $1400.00 Registered Engineer 2 hours @ 100 200.00 b. (Included in cost of 2a.) c. (Included in cost of 2a.) Subtotal $1,600( 00 2. Pre -Design Services a. Registered Engineer 1.5 hours @ 100 $ 1.50.00 Tech IV 1.5 hours @ 90 1.35.00 Subtotal $ 285.00 3. Construction Plans and.Specifications a. Registered Engineer 2 hours @ 100 $ 200.00 Tech IV 4 hours @ 90 $ 360.00 b. Registered Engineer 10 hours @ 100 $1000.00 c. Registered Engineer 4 hours @ 100 $ 400.00 Tech IV 2 hours @ 90 200.00 Subtotal $2,140.00 4. Construction Testing (Optional) a. Geotechnical Engineer 42 hours @ 100 $4200.00 Registered Engineer 6 hours @ 100 600.00 b. (Included in cost of 6a.) c. (Included in cost of 6a.) d. (Additional service at Contractor's expense) Subtotal $4,800.00 Resolution 11-01 5. Construction Administration a. Registered Engineer 2 hours @ 100 $ 200.00 b. Registered Engineer 4 hours @ 100 400.00 Subtotal $ 500.00 Aspen Lane Total $9,425.00 Resolution 11-09 Stagecoach Hills Roads Reconstruction and Drainage (4500 LF of Roadway) The project shall involve working with the geotechnical engineer and the Town Staff to determine the appropriate subgrade preparation and pavement type and thickness. Design of this roadway will be under a separate contract. 1. Geotechnical Investigation and Reporting a. Coordinate with geotechnical engineer to perform seven (7) borings, laboratory testing and prepare a report of results and recommendations (Defer to supplemental proposal by LandTcc) b. Both 5 -year and 20 -year design sections for pavement and subgrade shall be evaluated c. Fee assumes one (1) mobilization and one (1) report for all five (5) roadway reconstruction projects Compensation for Graham Associates based on Man-hour Projections 1. Geotechnical Investigation and Reporting a. Geotechnical Engineer 25 hours @ 100 Registered Engineer 4 hours @ 100 b. (Included in cost of 2a.) c. (Included in cost of 2a.) Subtotal Stagecoach Hills Total $2500.00 400.00 $2,900.00 $2,900.00 Resolution 11-04 Roanoke Road (S.H. 170 to North Limits) Reconstruction and Drainage (750 LF of Roadway) The project shall involve working with the geotechnical engineer and the Town Staff to determine the appropriate subgrade preparation and pavement type and thickness. Design of this roadway will be under a separate contract. 1. Geotechnical Investigation and. Reporting a. Coordinate with geotechnical engineer to perforin one (1) boring, laboratory testing and prepare a report of results and recommendations (Refer to supplemental proposal by LandTec) b. Both 5 -year and 20 -year design sections for pavement and subgrade shall be evaluated c. Fee assumes one (1) mobilization and one (1) report for all five (5) roadway reconstruction projects Compensation. for Graham Associates based on. Man-hour Projections 1. Geotechnical Investigation, and Reporting a. Geotechnical Engineer 3.5 hours @ 100 $ 350.00 Registered Engineer 2 hours @ 100 200.00 b. (Included in cost of 2a.) c. (Included in cost of 2a.) Subtotal $ SSOX O Roanoke North Total $550.40 Resolution 11-09 Roanoke Road (S.H. 170 to South Limits) Reconstruction and Drainage (4000 LF of Roadway) The project shall involve working with the geotechnical engineer and the Town Staff to determine the appropriate subgrade preparation and pavement type and thickness. Design of this roadway will be under a separate contract. 1. Geotechnical Investigation and Reporting a. Coordinate with geotechnical engineer to perform seven (7) borings, laboratory testing and prepare a report of results and recommendations (Refer to supplemental proposal by LandTec) b. Both 5 -year and 20 -year design sections for pavement and subgrade shall be evaluated c. Fee assumes one (1) mobilization and one (1) report for all five (5) roadway reconstruction projects Compensation for Graham Associates based on Man-hour Projections 1. Geotechnical investigation and Reporting a. Geotechnical Engineer 25 hours @ 100 $2500.00 Registered Engineer 4 hours @ 100 400.00 b. (Included in cost of 2a.) c. (Included in cost of 2a.) Subtotal $2,900-00 Roanoke South. Total $2,900-00 Resolution 11-09