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6.
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| City Council Regular Meeting |
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| BACKGROUND |
During the March 10, 2020 City Council meeting, Council approved Resolution 20-R-25 authorizing a Professional Services Agreement with Kinley-Horn Associates, Inc. to design the 2020 SPAM Resurfacing Project. The resolution provided a not to exceed amount of $135,000, which included the planned scope of work ($122,875) and an additional allowance for some agreement amendments as needed to complete the design. The planned scope of work included design and bid package creation for multiple residential subdivision streets to be resurfaced with a chip seal.
As the design effort progressed, the field work to identify street defects needing correction before the new surface is applied grew. Some of the streets had more defects than anticipated, which took more time to properly document and quantify the defects. Some areas required some additional meetings with the consultant to select the most appropriate repair effort for the defects. As a result, all the field work “time” for the project has been expended. Some additional field work time is needed to mark all the repair areas and finalize the design.
A few streets were also identified as having significant amounts of base failure repair areas – 40% or more of the total area. From an economic standpoint, using the current bid pricing information, when a street reaches 40% of the total areas as needing base repair, it is more cost effective to “rehabilitate” that section of street instead of doing base repairs and resurfacing. To rehabilitate these street sections, we would use a process similar to what was done in the Northcliffe area last Summer. The existing street section would be milled up and cement stabilized and a new layer of asphalt placed. The construction plans for this type of work needs to be more detailed than for resurfacing. We also need to perform some geotechnical investigations to verify the existing street section can be rehabilitated. Because this type of work is different from the slurry seal work and would likely be a different contractor, a separate bid package would need to be created.
As the 2018 resurfacing project was completed, some residents complained about the chip seal. Workshops were held with Council to address the complaints. The end result of the workshops was to use a different resurfacing material, slurry seal, for this and future resurfacing projects. Additionally, it was decided to apply a slurry seal on the Estates at Wilson’s Preserve streets and a fog seal on the other chip sealed streets in the 2018 resurfacing project. Shifting the resurfacing product to slurry seal and adding the Estates at Wilson’s Preserve to the street list requires some modifications to the bid package. Creating another bid package for applying a fog seal to the other 2018 chip sealed streets also requires some time.
Reconstruction of Lindbergh from Main Street to Curtiss is listed in the 2020 SPAM CIP. However, that project was placed on hold as the scope had increased due to drainage concerns. The original project was reconstruction from Main Street to Exchange, but grew to include another block of reconstruction to adjust grades for drainage and to add storm drain piping to better drain the Curtiss and Exchange intersections. The City has also been working towards a goal of making some improvements to Main Street. If Main Street is improved, it also is prudent to do the Lindbergh reconstruction at the same time. Part of this contract amendment is to finish up the design of the Lindbergh reconstruction and storm drain piping extension so it can be incorporated in the Main Street Project effort. A separate Task Order will be brought to Council at a future meeting for the Main Street improvements project. For continuity, Kimley-Horn Associates, Inc. will be retained for the Main Street improvements project.
The overall change with all these additions, is expected to increase the contract cost by $344,970. |
| GOAL |
| To obtain authorization from City Council to execute an amendment to the Professional Services Agreement with Kimley-Horn Associates, Inc. to add scope and fees to address concerns discovered during the design process and add the Lindbergh Avenue reconstruction and storm drain extension to the project. |
| COMMUNITY BENEFIT |
| Completion of the resurfacing project will provide for a new driving surface on many residential streets, helping to preserve them in better condition in the future. Providing for rehabilitation of some street segments will address base failure areas and provide a new driving surface at a lower overall cost than just doing base repairs and resurfacing the segments. Completing the design of the Lindbergh reconstruction and storm drain extension will allow the construction to be packaged with the Main Street improvements project effort. By packaging this with the Main Street project, two key areas of the older, commercial area of Schertz will be improved providing improved access and improved street conditions. |
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| SUMMARY OF RECOMMENDED ACTION |
| Approval of Resolution 21-R-33 authorizing an amendment to the Professional Services Contract with Kimley-Horn Associates, Inc. to add scope and fees to address concerns discovered during the design process and add the Lindbergh Avenue reconstruction and storm drain extension to the project. |
| FISCAL IMPACT |
Funding for the proposed increase for the Professional Services Contract is available excess general fund reserves allocated for the SPAM program.
| Breakdown of Kimley-Horn Engineering Services |
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Authorized Amount |
Resolution |
| Engineering and Design Services |
$122,875 |
20-R-25 |
| Proposed Additional Professional Services |
$344,970 |
21-R-33 |
| Professional Services Contingency |
$42,155 |
21-R-33 |
| Total Authorized Kimley-Horn Engineering Expenditures |
$510,000 |
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| RECOMMENDATION |
| Staff recommends approval of Resolution 21-R-33, authorizing the City Manager to execute and deliver the Amendment to the Agreement with Kimley-Horn Associates, Inc. in substantially the form set forth on Exhibit A and to execute further amendments as necessary not to exceed a total expenditure amount of $510,000. |
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