Res 2013-136/Approving an agreement with Halff Associates for the Sessom Drive phase II Improvement Project

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The Preliminary and Design Phases of the Project will be developed under the following TASK DESCRIPTION: Task 1: Project Management. 1.1 Project Meetings. Engineer will attend monthly project meetings (maximum of six) with City to review and discuss project progress and issues. In addition, a review meeting will be held with City following the submittal of the each phase. Typically, three members of Engineer's team will attend these meetings. Meeting minutes will be prepared and submitted to City within forty eight (48) hours after each meeting. 1.2 Progress Reports. Prepare and submit monthly progress reports to the City with each invoice. The progress reports will include: • Summary of progress of work tasks, key decisions that require input from or discussion with City staff, and a list of problems or unresolved issues. All issues shall be recorded on a project "issues list" identifying the issue, the date it was a known issue, person responsible for the solution, and the date the solution is required. 1.3 Coordination with TxDOT and CAMPO. Prepare and submit required update reports to TxDOT and CAMPO. 1.3 Records Management: The Engineer shall maintain a project file at their office that is available to City for review on a shared ftp site within twenty four (24) hours upon request. 1.4 Contract Administration: Engineer will administer the Professional Engineering Services Agreement in accordance with the prescribed contract terms. Invoices will be prepared and submitted to City on a monthly basis. Engineer will develop the schedule and will keep the schedule current, with revisions made only with the expressed approval of City. Task 2: Preliminary Design Phase Services 2.1 Data Collection: 2.1.1 Conduct an initial meeting with city staff and key design team members to review work plan, establish key dates, discuss public input, and review design parameters. 2.1.2 Identify all utilities (COSM owned and private) and meet with the utility companies to collect existing and proposed/planned utility location plans. For records received, existing utilities will be drawn onto the topographic survey as Quality Level D SUE information. 2.1.3 Obtain most recent mapping, floodplain delineation and GIS files from the City of San Marcos, and include this information on the plans. 2.1.4 Perform preliminary reconnaissance. Field -walk the corridor with city staff to determine issues, constraints, potential alignments, etc. Document findings and record on available mapping. 2.1.5 Obtain, if available, and review additional existing plans, maps, studies, reports, and records within the project area as identified during the preliminary reconnaissance. Collect all pertinent information concerning proposed public or private projects and/or improvements in the project area. 2.1.6 Conduct field survey. Obtain a detailed topographical and tree survey within the existing right -of -way.