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: December 7, 2021
DEPARTMENT: Development Services/Engineering
CONTACT: Nick Ataie, PE, 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 $329,525, 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 1 (CIP Project WA1852), for a total aggregate contract amount, inclusive of any supplemental agreements, not to exceed $365,000.
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 2023 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.
• The preliminary (Phase 1) design contract is needed to verify the locations of the existing water lines along FM 1461 and their relation to the proposed roadway improvements. 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 are required.
• The final (Phase 2) design contract is anticipated to be presented to Council in late Spring of 2022 and will include full design development of the relocated water facilities.
• This scope of the preliminary (Phase 1) design services consists of professional preliminary design services whereas the CITY proposes to investigate the relocation of existing water distribution mains along FM 1461 - from Custer Road to CO Road 123. Anticipated investigations include review of the proposed TxDOT roadway/right-of-way widening, existing distribution main locates and confirmation of existing pipe material, existing Danville easement research, recommended pipeline relocation and pipe sizing, access and easements, recommended pipe abandonment, and TxDOT coordination.
• The general parameters for design of the improvements shall include the following:
o Investigation of the existing distribution main locations and pipe materials are to be completed with assistance from City to locate known existing valves and known repair locations.
o Research and verify the original Danville easements and assist the City with the preliminary TxDOT coordination. Existing easements are to be provided in CAD file format.
o A final recommendation for the pipeline relocation and sizing based on the City of McKinney masterplan shall be provided as part of the preliminary design report.
o Determination of eligible project cost reimbursements by the Texas Department of Transportation (TxDOT) to be formalized prior to construction under a Standard Utility Agreement (SUA).
• 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 1 professional services in the amount of $329,525. The scope includes the following elements:
o Basic Services (Preliminary Design Services)
o Special Services (Subsurface Utility Exploration, Franchise Utility Coordination, Right-of-Way and Easement Documentation, and Preliminary Environmental Investigations).
• Construction of this project is estimated to cost approximately $17,801,000. Lockwood, Andrews & Newnam, Inc. submitted a proposal of $1,674,696 (9.41% of the estimated construction) to perform the engineering services. The proposed fee is separated into basic services of $902,872 (5.39% of the construction) and $771,825 (4.61% 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.
• Preliminary (Phase 1) design of this project is anticipated to take 6 months to complete. Final (Phase 2) design is anticipated to begin as soon as May 2022 with construction completed as soon as May 2025.
FINANCIAL SUMMARY:
• The Resolution authorizes a professional services contract with Lockwood, Andrews & Newnam, Inc. for an amount not to exceed $365,000.
• Remaining funding necessary to construct the project will be included in the proposed FY22 capital project budget for CIP project WA1852.
• With approval of this item, $6,635,000 will remain in WA1852 not including future issuance of utility revenue bonds ($3,800,000) and anticipated TxDOT project cost reimbursement ($10,200,000) which are currently included in the FY22-26 Capital Improvement Plan for the project.
BOARD OR COMMISSION RECOMMENDATION:
• N/A