Title
Consider/Discuss/Act on a Resolution Authorizing the City Manager to Execute a Contract with Lockwood, Andrews & Newnam, Inc. for Engineering Services for the FM 1461 Utility Relocations Project and Any Necessary Supplemental Agreements
Summary
COUNCIL GOAL: Operational Excellence
(2B: Balance available resources to accommodate the growth and maintenance needs of the city)
MEETING DATE: October 18, 2022
DEPARTMENT: Development Services/Engineering
CONTACT: Blake Sills, PE, Interim CIP Manager
Paul Tucker, PE, Senior Utility Engineer
RECOMMENDED CITY COUNCIL ACTION:
• Approval of the Resolution.
ITEM SUMMARY:
• This Resolution authorizes the City Manager to execute a contract in the amount of $1,400,613, as well as all required supplemental agreements thereto, with Lockwood, Andrews & Newnam, Inc. to provide professional engineering services for the FM 1461 Utility Relocations Project - Phase 2 (CIP Project WA1852), for a total aggregate contract amount, inclusive of any supplemental agreements, not to exceed $1,540,000.
BACKGROUND INFORMATION:
• The Texas Department of Transportation (TxDOT) is in the process of design and right-of-way acquisition for the upcoming reconstruction and widening of FM 1461 from SH 289 in the City of Prosper to County Road 123 (Bloomdale Road) in the City of McKinney as a 4-lane divided roadway. TxDOT anticipates having the project ready to bid as soon as June 2025 contingent on project funding, land acquisitions, and utility relocations. It is anticipated that the actual bidding date will occur after the City completes its relocation of utilities.
• The FM 1461 Utility Relocations project is required to relocate and improve the existing City water mains and services to clear the proposed roadway facilities needed by TxDOT prior to the start roadway construction. Similar efforts were recently completed for FM 2478 (Custer Road) and are underway for SH 5.
• There is approximately 30,000 linear feet of existing city water distribution lines ranging in size from 2 inch to 12 inch along FM 1461 that may be in conflict with the proposed TxDOT reconstruction project. Some of the relocated water lines will be upsized per the Water Master Plan.
• The City is coordinating with the Aster Park Development that is currently in design for the master planned water line for the section of FM 1461 from Custer to the future Stonebridge Drive including the abandonment of the existing water lines in that section. The City may need to revise the scope of the relocation project in the event the Aster Park Development is delayed.
• The preliminary (Phase 1) design contract has been completed and verified the locations of the existing water lines along FM 1461 and their relation to the proposed roadway improvements are in conflict. These lines were a part of the Danville Water Supply Company system that the City acquired on October 25, 2011. The existing water lines did not have any record drawings available thus thorough field investigations were required.
• The final (Phase 2) design contract includes full design development of the relocated water facilities.
• Permanent easements and temporary construction easements will be needed in areas where the space is limited for the relocated water and sanitary sewer lines. There are approximately eighty-five (85) parcels that easements are expected to be acquired along the project limits.
• A Standard Utility Agreement (SUA) with The Texas Department of Transportation (TxDOT) will be prepared as a part of this project for reimbursement by TxDOT of expenses for the FM 1461 Utility Relocations project. The total cost of the City utility relocation project, including design, easement acquisition, construction, project management, and construction inspection is estimated to be $21,055,000. The estimated reimbursement percentage from TxDOT will be 75% ($15,791,250) and will be paid, after the completion of the utility relocation project.
• Lockwood, Andrews & Newnam, Inc. submitted a response to 21-42RFQ - On-call Utility Design Services, Category 1 - Pipelines. They were one of thirteen firms shortlisted by City Council on September 7, 2021.
• Lockwood, Andrews & Newnam, Inc. was selected based on their understanding of the project, availability to perform the project, and their experience and knowledge with other utility projects in congested roadway corridors as they recently provided for the Custer Road Utility Relocations project (WA1630).
• Staff has negotiated a project proposal with Lockwood, Andrews & Newnam, Inc. for Phase 2 professional services in the amount of $1,400,613. The scope includes the following elements:
o Basic Services (Design Services & Bid Phase Services)
o Special Services (Construction Administration, Subsurface Utility Exploration, Franchise Utility Coordination, Right-of-Way and Easement Documentation, Geotechnical Investigation, Corrosion Engineering Design, TxDOT Utility Coordination and Environmental Investigations).
• Construction of this project is estimated to cost approximately $12,656,500. Lockwood, Andrews & Newnam, Inc. submitted a proposal of $1,400,613 (11.07% of the estimated construction) to perform the engineering services. The proposed fee is separated into basic services of $652,105 (5.15% of the construction) and $748,508 (5.92% of construction) in additional services.
• Staff is recommending a 10% design contingency for the project in the event that additional design services are deemed necessary at a later date.
• Construction is anticipated to be completed August 2026.
FINANCIAL SUMMARY:
• The Resolution authorizes a professional services contract with Lockwood, Andrews & Newnam, Inc. for an amount not to exceed $1,540,000.
• Remaining funding necessary to construct the project will be included in the proposed FY23 capital project budget for CIP project WA1852.
• With approval of this item, $11,699,675 will remain in WA1852. With the approval of this item, $1,499,675 local funding will remain in project WA1852, and $10,200,000 TxDOT Grant will remain. The assumed TxDOT Grant funding will not be formalized until execution of the Standard Utility Agreement with TxDOT. However, an additional $3,800,000 local funding will be available in late FY 23.
BOARD OR COMMISSION RECOMMENDATION:
• N/A