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HomeMy WebLinkAboutKlotz Associates-addendum 03-26-10 k lot z 4~_ ass 0 cia t e s -- 1160 Dairy Ashford, Suite 500 Houston, Texas 77079 T 281.589.7257 F 281.589.7309 hou sto n. offi ce@klotz.com March 26, 2010 Mr. Ron Bottoms City Manager City of La Porte 604 West Fairmont Parkway La Porte, Texas 77571 Re: Proposed Additional Services for the preparation of detailed drawings C-19 A & C-19B in the City of La Porte, Texas Klotz Associates Project No. 0127.009.000 Dear Mr. Bottoms: Submitted herein is a proposal for additional professional engineering services for preparation of plan/profile sheets added to the bid documents to construct sheet flow relief swales and storm -- sewer outfall improvements for the City of La Porte (the City). This proposal is an addendum to the work authorized by the City, February 6, 2009. This addendum supplements the original scope of services adding the itemized plan and profile sheet drawings. This scope addition resulted from the workshop meeting on March 25,2010 where it was determined to extend the drainage collection site to include two nearby inlets along Valleybrook Drive. BACKGROUND On January 30, 2009, the City of LaPorte engaged Klotz Associates to perform the evaluation of the existing conditions, hydraulic engineering and analysis of proposed sheet flow improvements to be added to the Fairmont Park East and Brookglen Subdivisions. The scope of services included the bid package document with project layout, typical sections, and standard details with the length and width dimensions needed at each location in tabular format. During the workshop meeting on March 15,2010 this agreement was expanded to include two additional design sheets to facilitate the collection of storm water at two additional inlets along Valleybrook Drive. - celebrating ~ years of engineering excellence k lot z 4~. ass 0 cia t e s - Mr. Ron Bottoms March 26, 2010 Page 2 of2 SCOPE OF SERVICES This document covers the preparation of the following drawings to be added to the bid package prepared under the original agreements dated January 30, 2009 and March 16,2009. C-19A C-19B 8-B10602-1 Plan and Profile 8-B10602-2 Plan and Profile The City of La Porte will provide the survey for these drawings. TERMS Klotz Associates proposes the performance of this work on a lump sum basis in accordance with the terms of the original Letter of Agreement for Consulting Services part of the Work Authorization on March 15,2010 for a lump sum fee of $4,000 ($2,000 per sheet). CLOSING - All terms and conditions remain in place as per our prior Letter of Agreement authorized February 6, 2009 (see Attached). If this proposal meets with your approval, please sign below and return one (1) original to Klotz Associates. Thank you for considering Klotz Associates, Inc. for these community improvements for the City of La Porte, Texas. Please do not hesitate to contact Ga r zick, P.E., Cynthia Kelsch, P .E. or me with questions or would like to discuss this a ndum. 6-4-ID Sincerely, ~(2.0.fL Michael A. Ogden, ff:.;)c Senior Vice President MAO:az Ron Bottoms Date City Manager Ron ~rvt5 Printed Name Attachment - k lot z .~~ ass 0 cia t e 5 LETTER OF AGREEMENT FOR CONSULTING SERVICES This Agreement is made and entered into this _ th day of (hereinafter called the "Engineer"), and the , 20-> by and between Klotz Associates, Inc. cfHarris County, Texas CITY OF LA PORTE (hereinafter called the "Client") That whereas the Client has requested services of the Engineer in relation to: SCOPE OF WORK AND BUDGET FOR CONSTRUCTING SHEET FLOW RELIEF STRUCTURES IN BROOKGLEN & FAIRMONT PARK EAST SUBDIVISIONS KLOTZ ASSOCIATES PROJECT NO. 0127.009.0flO (SEE ATTACHED PROPOSAL LETTER DATED JANUARY 30, 20(9) (herein called the "Project"). NOW, THEREFORE, the CLIENT and the ENGINEER, in consideration of the mutual covenants hereinafter set forth, agree as follows: Upon receipt of the executed copy of this Agreemen~ tbe Engineer will perform services to provide the Client with the data, information or opinion requested, proceed with the work as expeditiously as practical, inform the Client of any delays and provide the Client with a mini.rnwn of two copies of the final product or findings. The Client will place at the Engineer's disposal all available information pertinent to the Project including previous reports and any other ~lative data and will arrange for and provjde access to the Engineer, without liability of any nature to the Engineer except for Engineer's own . ~ligence, to enter upon public and private lands as required for the Engineer to perform his work under this Agreement Payments for services ofihe Engineer will be based on a fixed price of Forty Seven Thousand Eight Hundred Dollars ($47,&00.00). Invoices will be submitted monthly and will reflect the percentage of the project completed at the date of the invoice. Reimbursable expenses shall mean the Engineer's actual expense of transportation and subsistence of principals, employees and consultants when traveling in connection with the Project, consultant's fees, field office expenses, toll telephone calls and telegrams, reproduction of reports, drawings and similar Project related items. Payments for services, additional services and reiinbursable expenses shall be :made by the Client within thirty (30) days after receipt of Engineer's invDice. All moneys not paid the Engineer wheo due, hereunder shall bear interest at 1.5% per month, calculated daily, 00 the unpaid balance. Termination of this A",creement prior to completion must be made in writing and may be made by either party. If this Agreement is terminated at any time by either party, the Engineer shall be paid for services actually performed. Client hereby agrees that Engineer's total liability to Client for injuries, claims, losses, expenses, or damages arising out of or related to the Project or this Agreement shall not exceed the total compensation received by Engineer under this agreement. Client further agrees that Engineer shall not be liable for any injuries, claims,losses, expenses, or damages, except to the extent of Engineer's own negligence or willful misconduct. All documents, including original drawings, estimates, specifications, field notes and data are and shall remain the property of the Engineer as in strum f service. The Client llUly obtain a set of reproducible.. Agree ent represents the entire agreement between Klotz Associates, Inc. and the Client and may be amended only by written strome .gned by both parties. This Agreement shall be governed by the laws of the State of Texas. ~ Rev. 06/07 February 6, 2009 City of La ~BJ.tL- . EstablIShed 1892~=--:-r-_ ~ 1'--... '"\ ;~ .. -.-,--;"-r~-"'~p, i f'-~--" - - ._._~- ; l f ! ITJIZIT;'. . j 1 fEB10'Q9 j PRO,iv,,f''Ii' ~n I . . I E"u'E L:"lL..l:...\. KWTl ASSOCIA~ mc, Robert L. Johnson, P .E. Vice President Klotz Associates, Inc. 1160Dairy Ashford Suite 500 Houston, Texas 77079 Re: City of La Porte Drainage Master Plan Mr. Johnson: The City of La Porte has approved your proposal to perform a Professional Engineering Services for Constructing Sheet Flow Relief Structures in Brookglen and Fairmont Park East Subdivisions. Enclosed please find an executed copy of the Agreement Yo are authorized to proceed with the Study as outlined in the Scope of Work dated Jan ary 30,2009. If you have any questions, please contact Steve Gillett. Enclosure C John Joerns, Assistant City Manager Steve Gillett, Director of Public Works Tim Tietjens, Director of Planning 2%3 N. 23l:1:1 . La Porte, Texas 77571 . (281) 471-9650 k lot z 4~~ ass 0 cia t e s 1160 Dairy Ashford, Suite 500 Houston, Texas 77079 T 281.589.7257 F 281.589.7309 houston. office@kJotz.com March 16, 2009 Mr. Ron Bottoms City Manager City of La Porte 604 West Fairmont Parkway La Porte, Texas 77571 Re: Addendum to Work Authorized February 6,2009 Proposed Scope of Services for Constructing Sheet Flow Relief Structures City of La Porte, Texas Klotz Associates Project No. 0127.009.000 Dear Mr. Bottoms: As requested, submitted herein is a proposal for additional professional engineering services for design and preparation of bid documents to construct sheet flow relief swales and storm sewer outfall improvements for the City of La Porte (the City). Per your request, this proposal is an addendum to the work authorized by the City, February 6, 2009 per Attachment. This addendum supplements the work from our authorized Letter of Agreement adding: Creekmont Section One, Fairmont Park West subdivisions, bid phase services and construction phase services to the agreement. UNDERSTANDING OF THE PROJECT Creekmont Section One drains naturally from west to east by storm sewer and overland sheet flow toward Harris County Flood Control District (HCFCD) Unit B 1 06-00-00. Sheet flow collects in the low-lying areas that cause flooding to occur for events more frequent than the 100- year storm even. Floodwater from these areas cannot drain properly resulting in repetitive flood damage and losses for homeowners who are not in the 1 OO-year flood plain. Excess runoff is currently stored in streets and roadways. The homes along HCFCD Unit B 1 06-00-00 are elevated above the roadway and function as a levee that retains water within the subdivision. In addition, Fairmont Park West experiences a similar drainage problem and drains from west to east toward HCFCD Unit B 106-00-00 between Fairmont Parkway and Main. The proposed improvements for Creekrnont Section One and Fairmont Park West are identified as projects No.3 and No.7 from the City Wide Drainage Study, January 2009. Proposed improvements for these areas may require a combination of sheet flow relief with increases in storm sewer pipe size and inlet capacity. Swales are proposed to relieve sheet flow in low-lying ,-~- k lot z C~~ ass 0 C I ate s Mr. Ron Bottoms March 16, 2009 Page 2 of 6 areas between the subdivision and B 106-00-00. Storm sewer pipe increases and additional inlets are proposed for areas where the storm sewer outfall is not in a low-lying area or the spacing between homes cannot accommodate a swale. Klotz Associates will coordinate with City staff to locate underground utilities, resolve utility conflicts, and prepare plans, specifications, and estimates for permitting and construction in Harris County (HC). On receipt of written notice-to-proceed, Klotz Associates, Inc. will perform these additional engineering services as listed under the Scope of Basic Services for the proposed sheet flow relief swales and storm sewer outfalls for Creelemont Section One and Fairmont Parle West. SCOPE OF BASIC SERVICES A. Proiect Planning and Initiation 1. 2. 3. B. 1. 2. 3. 4. Identify drainage easements and survey locations from plans provided by City Staff. City to provide record drawings showing city utilities within the project limits. Contact other utility companies for locations of subsurface facilities. Prelimiriary Engineering Field Investigation - Perform one (1) site visit to identify utilities and locations to be surveyed. Coordinate with surveyor to communicate location of proposed improvements. A TBM shall be placed at these locations and identified in plans. Calculate drainage for sizing improvements. Identify low points, existing drainage easements, utility easements, existing storm sewers, sheet flow patterns. Determine if a sheet flow relief swale, storm pipe up size or combination will be needed. C. Final Design 1. Prepare plans, specifications and estimated cost. Prepare full sized drawings at a scale of 1" = 20', bid list, specifications and other construction documents. 2. Layouts and typical details: use standardized typical details, typical sections for outfall structures. Prepare construction cost estimates. Design details including plan view, cross sections, variables for dimensions with table of measured variables, elevations, inlet capacities and outfalls structUres. 3. List of design sheets will include: k lot z C~~ ass 0 cia t e 5 Mr. Ron Bottoms March 16, 2009 Page 3 of6 a. Cover sheet, index and general notes sheet (1) b. Survey control and project layout (1) c. Typical sections with drainage data (1) d. Standard detail sheet, showing swale and pipe options using variables with a table listing elevations, lengths, slopes and other design constraints (2) e. . Typical construction phase with SWPPP (1) f. Standard Harris County detail sheets (3) 4.. Submittal milestones will include: 50%,90% and Mylars at 100% 5. Coordinate with City and County staff on design requirements and storm water quality. Draft project manual with standards, specifications, blank bid tabs and permit requirements for bidding. 6. Finalize construction estimate. 7. Mylar drawings and fmal Project Manual are to be signed and sealed, and submitted for signatures from applicable agencies for permit approval. Deliverables: · Draft submittals on 11" x 17" (or half-sized). · 22" x 34" size Mylars · Electronic copies of intermediate and fmal documents, contracts, scopes, and other work products on Compact Disks (CDs). · Submit text files in Microsoft Word 2003 or later version. · Submit drawing files and exhibits in AutoCAD R 2004 or later. · Submit a duplicate of text and drawing files in PDF format. · Project Manual with bidding requirements, contract forms, contract conditions and specifications, and a fmal cost estimate of construction cost. In addition, Klotz Associates will provide services during the bid phase and construction phase for locations authorized in letter dated February 6, 2009 for Brookglen and Fairmont Park East as well as Creekmont Section One and Fairmont Park West. Additional scope of Contract and Construction Phase Services include: D. Contract Phase Bid Phase Services 1. Send copies of bid documents to local bid information services (up to 3 copies). k lot z 4~~ ass 0 cia t e 5 Mr. Ron Bottoms March 16,2009 Page 4 of6 2. Maintain a bidders list. The scope includes printing and distribution of bid sets (including reproduction expenses). Bidders are responsible for pick up and delivery of bid sets as directed by the City. 3. Participate in the pre-bid conference for prospective bidders 4. Answer questions of bidders and suppliers during the bid preparation period 5. Post addenda to drawings and project manual and issue addenda, as required 6. Attend bid opening 7. Check bids for errors, responsiveness and tabulate results 8. Review the qualifications of the apparent low bidder if unknown 9. Issue a recommendation for award 10. Send contract documents to Contractor and City for signatures. City will send signed contract to the Contractor Construction Phase Services 11. Participate in the preconstruction meeting 12. Receive, review and forward monthly pay requests to City of La Porte 13. Review & Approval of Contractor Submittals, including shop drawings & concrete mix designs 14. Respond to contractor's requests for information (RFIs) by phone and emai1 15. Address change order requests 16. Perform up to six (6) site visits to inspect work performed to date, each month and verify contractor pay requests. Construction schedule is estimated to be six (6) months. Klotz Associates will prepare monthly status reports included with invoicing each month that will include action items and percent complete from City for contractor's pay request. The City will provide day-to-day inspections of construction for regulatory compliance and percent complete estimates. 17. Conduct one (l) inspection at suhstantial completion; prepare punch list and one (1) fmal inspection. Contractor is responsible for submitting to HCPID Permits, Notification of Substan~ial Completion, in writing 18. Contractor is responsible for maintaining record drawings for submittal after construction As part of this agreement, sub-consultant services considered to be additional assignments for this project are included in the Scope of Additional Services as well. Klotz Associates will provide these additional sub-consultant services as follows; k lot z ~~~ ass 0 cia t e 5 Mr. Ron Bottoms March 16, 2009 Page 5 of6 SCOPE OF ADDITIONAL SERVICES A. Professional Surveying Services Surveyor will provide one-line drawings, TBMs for each location, cross sections, topographic points, utility research and location, storm sewer features, tie in property boundary comer monuments and right-of-way and easement limits. TERMS In addition to our previous authorization, we propose to complete the tasks listed herein for preparation of construction documents for proposed sheet flow relief and storm sewer outfall upgrades for Creekmont Section One and Fairmont Park West. Klotz Associates proposes to do this work on a lump sum basis in accordance with the terms of the Letter of Agreement for Consulting Services attached to this letter. Two (2) signed originals are enclosed for your approval and signature. BUDGET AND FEES 1.) Previous engineering fees authorized: Basic Engineering Services Additional Services Subtotal Previous Authorization = $28,000.00 $19,800.00 = $47,800.00 2.) Added fees for performing theses services are listed below: Basic Engineering Services Design Services Bid Phase Services Construction Phase Services Subtotal Added Basic Service Additional Surveying Subtotal for Additional Fees = $31,800.00 = $ 6,600.00 = $ 10.600.00 = $49,000.00 = $ 6,900.00 = $55,900.00 = $103,700.00 3.) Total Contract Amount k lot z 4~~ ass 0 cia t e 5 Mr. Ron Bottoms March 16,2009 Page 6 of6 SCHEDULE It is expected that survey and preliminary engineering will be complete within four (4) weeks of authorization and notice to proceed. Final design and preparation of bid documents is expected to be complete in four (4) weeks. Design engineering services for construction of the sheet flow relief swales and storm sewer outfall improvements will be completed within nine (9) weeks of receipt of written authorization to proceed, including review submittals to the County. Advertisement and sale of bid packages is estimated at two (2) weeks and bid phase services should be completed within four (4) weeks from the date of written authorization. Three (3) months is estimated to complete construction of these improvements after the contract is awarded to the winning bidder. Construction phase services shall be provided as outlined herein. CLOSING All terms and conditions remain in place as per our prior Letter of Agreement authorized February 6, 2009 (see Attachment). If this proposal meets with your approval, please sign the attached contracts and return one (1) original to Klotz Associates. We are prepared to proceed within 24-hours of receipt of your written authorization to proceed. Thank you for considering Klotz Associates, Inc. for these community improvements for the City of La Porte, Texas. Please do not hesitate to contact Bri dicks, P.E., Bob Johnson, P.E. or me with questions regarding this addendum. 3/U/07 Ron Bottoms Date City Manager !8Jt8frtf Om) . Print Name Michael A. Ogde Sr. Vice President MAO:az Attachment