Agenda

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City Council Regular Meeting

Meeting Date:

03/10/2020

BACKGROUND

During the FY 19-20 Budget Workshop, staff presented a list of project areas for the 2020 Street Preservation and Maintenance (SPAM) Project. The project areas consisted of three different lists: “Preservation” for a new street surface; “Rehabilitation/Reconstruction” for streets needed more work; and “Added Capacity” for new streets identified by the Master Thoroughfare Plan.

One of the projects on the preservation list was an overlay of Elbel from Schertz Parkway to FM 3009. Since the Budget Workshop, it was discovered that there were previous plans to add a storm drain system to Elbel. The plans were not finalized or implemented due to funding constraints and priority shifts.

It is prudent to finalize the storm drain design and design the overlay in order to better plan for the project. Having a completed design will result in a more accurate project cost estimate. Having the more accurate cost estimate will allow the project to be included in the 5-year SPAM Capital Improvement Plan, when funding for construction is available.

Staff worked with one of our On-Call Engineering Firms, Ford Engineering, Inc. (Ford), to develop a scope of work for the necessary field investigation, design, and bid package creation for the proposed project.

This year, Ford, as one of the City’s on-call Engineering firms, has been assigned a task order in the amount of $11,390 for design of rehabilitating a segment of Cherry Tree. Ford may also be assigned other, small tasks for other city efforts. Staff requests that Council authorizes an additional not-to-exceed amount to allow for other, small tasks (each less than $50,000) to be assigned to Ford without another resolution. Staff suggests that the not-to-exceed amount be as follows:

TASK	Amount
Cherry Tree Rehabilitation	$11,390
Elbel Storm Drain and Overlay	$133,000*
Miscellaneous Small Tasks (<$50,000 each)	$55,610
TOTAL Not-to-Exceed Amount with Ford	$200,000

*Amount is a not-to-exceed amount and equals task order amount plus a 10% contingency.

GOAL

To obtain authorization form City Council to execute an agreement with Ford to provide professional engineering-related services for $133,000 and to authorize a not-to-exceed amount of $200,000 for other, small projects the City may need completed in addition to this contract for professional services.

COMMUNITY BENEFIT

Doing the design of the Elbel Storm Drain and Overlay now allows for a better understanding of the cost of the project and gets the project to a "shovel ready" status. Once funding is available, the project can be bid and proceed to construction more quickly than if the design were not complete. Having a more accurate understanding of the project costs also allows for more accurate insertion of the project into the 5-year SPAM Capital Improvement Plan, which can get the project completed more quickly.

SUMMARY OF RECOMMENDED ACTION

Council approval of a Resolution authorizing additional expenditures with Ford, totaling no more than $200,000.00 for professional engineering-related services for the Elbel Storm Drain and Overlay project and other, small task order projects.

FISCAL IMPACT

Funding for the professional services agreement for the Elbel Storm Drain and Overlay Project will be paid from bond sale proceeds authorized by Council for this purpose. Funding for other tasks associated with the not-to-exceed amount will be determined as appropriate for each task. Proper procedures for any necessary budget adjustments will be followed prior to any work being authorized.

RECOMMENDATION

Staff recommends that Council approves Resolution 20-R-24 authorizing expenditures with Ford, totaling nor more than $200,000 for professional engineering-related services for the Elbel Storm Drain and Overlay project and other, small task order projects.

Attachments
Resolution 20-R-24
EJCDC Work Order
Proposal