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20-R-129 - Expenditures with Halff Assoc Inc. totaling no more than 390,000. for professional engineering related services on the Tricounty Parkway reconstructionRESOLUTION NO. 20 -R -129 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING EXPEDITURES WITH HALFF ASSOCIATES, INC., TOTALING NO MORE THAN $390,000, FOR PROFESSIONAL ENGINEERING - RELATED SERVICES ON THE TRI- COUNTY PARKWAY RECONSTRUCTION PROJECT, AND OTHER MATTERS IN CONNECTION THEREWITH WHEREAS, the City staff of the City of Schertz (the "City ") has determined that the City requires professional services relating to engineering and design for the Tri- County Parkway Reconstruction Project; and WHEREAS, City staff has determined that Halff Associates, Inc. is uniquely qualified to provide such services for the City; and WHEREAS, Halff Associates, Inc. is an approved On -Call Engineering Firm for the City of Schertz; and WHEREAS, pursuant to Section 252.022(a)(4), the City is not required to seek bids or proposals with respect to a procurement for personal, professional, or planning purposes; and WHEREAS, the City Council has determined that it is in the best interest of the City to contract with Halff Associates, Inc. pursuant to the On -Call Task Order Agreement attached hereto as Exhibit A (the "Agreement') up to a maximum total aggregate amount of $390,000. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes the City Manager to execute and deliver the Task Order Agreement with Halff Associates, Inc. in accordance with their approved Master Agreement in substantially the form set forth on Exhibit A in the amount of $354,382.00 and authorize the City Manager to execute and deliver the Task Order in a not to exceed total aggregate amount of $390,000.00. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 27th day of October, 2020. CITY OF SCHERTZ, TEXAS We") - L' Ralph Gutierrez, Mayo ATTEST: renda Dennis, City Secretary i- 50077397.1 EXHIBIT A TASK ORDER NO.2 SERVICES AGREEMENT 50077397.1 A -1 This is Task Order No. 02 , consisting of 6 pages. Task Order In accordance with Paragraph 1.01 of the Agreement Between Owner and Engineer for Professional Services — Task Order Edition, dated October 17, 2019 ( "Agreement "), Owner and Engineer agree as follows: 1. Background Data a. Effective Date of Task Order: TBD b. Owner: City of Schertz C. Engineer: Halff Associates, Inc. d. Tri- County Parkway Reconstruction (0.96 Miles) e. Specific Project (description): • Reconstruct Tri County Parkway from Corridor Parkway to FM 3009 to include 42 -foot flexible pavement section utilizing existing curb and gutter, • Reconstruct Lookout Road from Tri County Parkway to Doerr Lane to include 42 -foot flexible pavement section utilizing existing curb and gutter, • Remove monument sign and replace curb and gutter for island at Tri County Parkway and 1 -35, • FM 3009 /Tri County Parkway intersection improvements and signalization, • Reconfigure island and remove monument sign, • Signalization for four -leg intersection, assuming Tri County Parkway extends east of FM 3009, • Upsize and Replace existing sewer lines with 18 -inch sewer lines, • Tri County Parkway from FM 3009 to Lookout Road, • Lookout Road from Tri County Parkway to Doerr Lane. 2. Services of Engineer A. The specific services to be provided or furnished by Engineer under this Task Order areas follows: A. Design Phase f90 %) 1. As deemed necessary, meet with OWNER officials to discuss the Project. 2. CONSULTANT will assist the CITY during public involvement meetings for up to three (3) meetings and will provide up to three (3) exhibits to used for coordination in those meetings. Task Order Form EJCDC® E -505, Agreement Between Owner and Engineer for Professional Services— Task Order Edition. Copyright © 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 1 3. CONSULTANT will verify potential utility conflicts utilizing the utility data collected by survey through 811 locate services will only contact utility companies on a as needed basis. All utilities will be shown on paving and utility design plans but no individual utility map will be provided. 4. Perform field survey required to establish apparent existing right -of -way or easement boundaries (but not right -of -way acquisition surveys) and site topography required to collect information needed in the design of the Project; establish or locate at least two Benchmarks set to U.S. Coast and Geodetic Survey Datum within the job site in accordance with sound engineering practices. Establish or locate at least two additional Benchmarks set to U.S. Coast and Geodetic Surrey Datum for the job site outside the limits of construction in accordance with sound engineering practices. Topographic surrey will be collected at 100 -foot cross sections to develop existing planimetrics and contours. No right of entry agreements are anticipated for this project since all improvements are to remain within the ROW. Show on the preliminary plan existing topographical features including improvements within and outside the right -of -way necessary for the design of the Project. Survey must include all visible utilities and tying of utility- locate paint markings by 811 within the survey area for underground utilities. Provide the necessary number of control points /benchmarks on the ground for the Project and ensuring the horizontal and vertical control correspond with the design plans. 5. Perform the high -level hydrologic analysis of the existing conditions to assess existing surface drainage impacts on pavement. The necessary data collection, hydrology analysis and preparation of a technical memo are included in this task. No drainage design is anticipated or included in this task. 6. Develop intersection island layouts at IH 35 and FM 3009, including landscaping design (low maintenance), and the removal of existing monument signs. 7. Develop signalization for a four -leg intersection at Tri County Parkway and FM 3009. Signal Warrant Study and TIA shall be excluded from this task but can be provided upon request from CITY and negotiation of additional services. 8. When applicable, show adequate existing property line elevations, proposed top of curb elevations, proposed top of channel elevations and adequate proposed flow line elevations on the profiles. 9. Include street and drainage cross sections for every 100 -foot stations (plus any intermediate stations if field conditions so dictate) at a scale of 1" = 20' -0" horizontally and 1" = 10' -0" vertically unless otherwise directed by the City Engineer. These designs must combine the application of sound engineering principles with a high degree of economy. Design standards of other agencies, when approved by CITY, must be used when so directed by the City Engineer. 10. Unless directed otherwise by the City Engineer, provide roadway and drainage drawings that include, but are not limited to, plan and profile sheets with the plan portion at a scale of 1" = 40' — 0" and the profile portion at a scale of 1" = 40' -0" horizontally and 1" = 10' -0" vertically. All scales should be conveniently located on each sheet and have the scaled number ratios on corresponding horizontal or vertical scales readily noticeable. All drawings must be submitted on standard 11" by 17" sheets (untrimmed). 11. Develop a plan and profile view set of drawings for the approved recommended sewer alignments in sufficient detail to clearly indicate the problems involved, including approximate locations of existing utilities within the Project site or ROW, and anticipated design to minimize conflicts, as applicable. 12. Prepare a by -pass flow data layout sheet. The sheet shall include existing and proposed sewer mains and manholes within and around the project limits. 13. Ensure that project drawings include, but not be limited to, plan and profile sheets with the plan view at a scale of I " =40' horizontal and a profile view at a scale of I " =10' vertical on a standard sheet size of 11 "x17 ". All design drawings shall be submitted on 11 "x17 ", unless stated otherwise. 14. Furnish a Storm Water Pollution Prevention Plan ( "SW3P ") and Best Management Practices Plan for Task Order Form EJCDC® E -505, Agreement Between Owner and Engineer for Professional Services— Task Order Edition. Copyright © 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 2 control of erosion during and after construction. 15. Prepare a Traffic Control Plan ( "TCP ") and a plan for pavement markings, signing, and delineators on 11" x 17" plan sheets. 16. If applicable, prepare a request for any design exceptions, including all information necessary to support the request, and submit them to the City Engineer for review and approval. 17. Identify all temporary and permanent easements and/or ROW if applicable. 18. Identify and notify all affected utilities and coordinate plans for utility relocation (if applicable). CONSULTANT must maintain a record of all utility contacts and submit them to CITY. 19. Furnish CITY with one paper copy and one Adobe Acrobat PDF Copy of the Roadway Design Phase (90 %) plans and supporting documents, including any and all of those mentioned immediately above. Upon review and approval of the plan and supporting documents, CITY will furnish to CONSULTANT, in writing, approval of the plan and cost estimate and authority to proceed with the Final Design Phase of the Project. B. Final Design Phase [100 %) 1 Prepare detailed Agreement drawings, specifications, instructions to bidders, general provisions, proposal and other documents necessary for CITY to advertise for bids, all based on guides furnished CONSULTANT by CITY after authorization has been received from the City Engineer to proceed with the final plans. a. Street cross sections must be included for every 100 -foot station (plus any intermediate stations if field conditions so dictate) at a scale of 1" = 20' — 0" horizontally and 1" = 10' — 0" vertically unless otherwise directed by the City Engineer. These designs must combine the application of sound engineering principles with a high degree of economy. Design standards of other agencies, when approved by CITY, must be used when so directed by the City Engineer. b. Detailed specifications will be developed using the City of Schertz Standard Specifications for Public Works Construction, and any other necessary special specifications. c. A specimen copy of standard general provisions, instructions to bidders, and applicable prevailing wage rates will be furnished to CONSULTANT by CITY for incorporation in the specifications for the proposed Project. 2. Prepare a project construction schedule. 3. Prepare and furnish to CITY, one SW3P manual for use during construction. 4. Coordinate plan development with the utility relocation plans of all affected utilities. CONSULTANT must maintain a record of all utility contacts and submit them to CITY. CONSULTANT must arrange all necessary utility coordination meetings. CONSULTANT must provide each utility with a copy of any sheets changed during the Final Plan review process for comment. 5. Prior to the actual printing and delivery of the final plans and specifications, provide one PDF proposal submit to Engineering Section of the Public Works Department for approval or correction as may be deemed necessary. If the plans as submitted by CONSULTANT for final review are deemed by the City Engineer to be incomplete and another review is justified, CONSULTANT shall make the corrections as specified and resubmit one set of revised sheets only and one complete set of Adobe Acrobat PDF files for this review. CONSULTANT shall bear the expense of the additional set of revised sheets and PDF files required for this review. Upon review and written approval of the advance copies, CONSULTANT shall provide and submit to the City Engineer two sets of Plans and Specifications. CONSULTANT shall also provide plans in digital Task Order Form EJCDC® E -505, Agreement Between Owner and Engineer for Professional Services— Task Order Edition. Copyright © 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 3 format on a CD with each sheet in a separate file with the file name being the sheet number. PDF files must be exact copies of the hard copies. 6. Furnish as a part of CONSULTANT's basic fee not more than two sets of bidding documents. Specifications and proposals must each be provided in one PDF file separate from the plans. C. Bid Phase: 1. Provide an index of plan sheets and the Itemized Bid Form in a Microsoft Excel format. The Bid Form must have the format, item number, quantities, item description, and price extensions locked so that the bidders cannot change them. 2. Attend a Pre -Bid Conference with City representatives and prospective bidders. 3. Respond to Contractor questions during the bidding process and develop addendum as required 4. Attend the formal opening of bids and tabulate and furnish to CITY an original, five copies, and PDF of the bid tabulation together with written recommendation regarding the award of the contract. D. Construction Phase: 1. Attend a Pre - construction Conference with the representatives of the interested City Departments and the Contractor. 2. After Contractor's approval, review and take appropriate action (approve with modifications, reject, etc.) upon the Contractor's submittals such as Shop Drawings, Product Data and Samples, but only for conformance with the design concept of the Project and compliance with the information given in the Contract Documents. This action must be taken with reasonable promptness so as to minimize delay. The reviews and approvals or other action must not extend to means, methods, techniques, sequences, or procedures of construction or to safety precautions and programs incident thereto. The approval of a specific item will not indicate approval of an assembly of which the item is a component. 3. Review and respond to requests for information (RFIs). RFIs may include to evaluate and determine the acceptability of substitute materials and equipment proposed by Contractor. 4. After completion of the work, and before final payment to the Contractor, it will be CITY's responsibility to require (through contract documents prepared by CONSULTANT) a set of "Record Drawings" from the Contractor, who has control of the work and who is in a position to know how the Project was constructed. CONSULTANT, after receiving this information, shall transfer the information to a set of paper tracings as "Record Drawings" or documents for CITY's permanent file. Record Drawings and documents must also be provided to the CITY in Adobe Acrobat PDF format. CITY shall not hold CONSULTANT liable for the information supplied by the Contractor. E. SUPPLEMENTAL SERVICES (ALLOWANCE) 1 The CONSULTANT will provide Subsurface Utility Engineering (SUE) services for Level A potholes to locate underground utilities. No work shall be performed until CONSULTANT receives a written authorization to proceed with each pothole requested. 3. Owner's Responsibilities Owner shall have those responsibilities set forth in Article 2 of the Agreement and in Exhibit B: Task Order Form EJCDC® E -505, Agreement Between Owner and Engineer for Professional Services — Task Order Edition. Copyright © 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 4 4. Task Order Schedule In addition to any schedule provisions provided in Exhibit A or elsewhere, the snap meet the Tonowins scneauie: neer Furnish: 1. The consultant will submit one set of plans and specifications at the 90 %, and two sets of plans at the 100% milestone and will participate in submittal review meetings for each milestone. alff personnel will be available commence work upon ritten notice to proceed. Owner 1. As Built drawings for Los Coordinated roadway 2. As Built drawings for public utilities within R.O.W. 3. Adjacent development plats. 5. Payments to Engineer A. Owner shall pay Engineer for services rendered under this Task Order as follows: Fee provided shall be considered lump sum for the services described in this Task Order. See attached Exhibit 8 for Fee Schedule. B. The terms of payment are set forth in Article 4 of the Agreement and in the applicable governing provisions of Exhibit C. 6. Terms and Conditions Execution of this Task Order by Owner and Engineer shall make it subject to the terms and conditions of the Agreement (as modified above), which Agreement is incorporated by this reference. Engineer is authorized to begin performance upon its receipt of a copy of this Task Order signed by Owner. The Effective Date of this Task Order is to be determined Task Order Form EJCDC® E -505, Agreement Between Owner and Engineer for Professional Services —Task Order Edition. Copyright © 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 5 OWNER: ENGINEER: By: By: Print Name: Print Name: Marcos Diaz, PE Title: Title: Public Works Team Leader Engineer License or Firm's: F -312 State of: Texas DESIGNATED REPRESENTATIVE FOR TASK ORDER: DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Name: Title: Title: Address: Address: Email Email Address: Address: Phone: Phone: Task Order Form EJCDC® E -505, Agreement Between Owner and Engineer for Professional Services— Task Order Edition. Copyright © 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. 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