Agenda No. 4.
CITY COUNCIL MEMORANDUM
| City Council Meeting: | July 11, 2023 |
| Department: | Engineering |
| Subject: | Resolution 23-R-56 – Consideration and/or action approving a Resolution by the City Council of the City of Schertz, Texas, authorizing a Task Order Agreement Modification to the Task Order with Halff Associates, adding design tasks and increasing the not to exceed amount to $511,000.00 for the Lookout Road Reconstruction Project. (B. James/J. Nowak) |
BACKGROUND
The City Council previously approved Resolution 22-R-138 on December 6, 2022 approving a Task Order with Halff Associates to design the Lookout Road Reconstruction Project. The Resolution also specified a not to exceed amount of $330,000 for this design effort.
As design work progressed on this project and on the complementary project to signalize the Lookout Road/Schertz Parkway intersection, it was discovered that the Lookout Road/Schertz Parkway and Lookout Road/Doerr Lane intersections needed to be widened to provide for turning movements for truck traffic. The widening would provide the additional room needed to provide for left turn lanes at the intersections. The left turn lanes will increase the operational efficiency of both intersections. With the recent development in the area, Staff expects truck traffic to increase at both of these intersections.
In addition to the intersection widening, it would also be beneficial to fill in the missing sidewalk segments in the project area. Approximately 4,800 feet of sidewalk would need to be installed to complete the sidewalk segments. While the sidewalk installation may seem relatively simple to add to the project, there are some issues that complicate this desired effort. There are some terrain issues that need to be resolved in order to accommodate the sidewalk. This involves construction of some retaining walls, re-doing part of the concrete rip-rap in the large drainage channel near the Schertz Parkway intersection, and modifications to the box culverts near the Schertz Parkway intersection. It is also anticipated there are several utility conflicts that will need to be addressed.
As a result, additional design effort is needed to provide proper construction plans for the sidewalk construction and the intersection widening. Halff Associates provided a scope and fee for the additional design efforts needed to accomplish these goals. Staff has met with the Schertz Economic Development Corporation (EDC) Board on multiple occasions to explain the increased design scope (fees) and the increased construction costs associated with these additions. During the June 29th Schertz EDC Board meeting, the Board directed Staff to proceed with the design of these additional elements and have the sidewalk construction be separate schedule in the bid package. Once the project is bid, the decision will be made whether to proceed with the sidewalk construction or not.
The EDC had previously provided funding for the design and construction of this project. The total amount the EDC allocated to the project design is $770,000. The original scope and fee for the Lookout Road design authorized by Resolution 22-R-138 is $330,000, which includes approximately $30,000 of “contingency.” The additional design services for the intersection widening and sidewalk construction are $181,112.59. If a new not to exceed amount of $511,000 is approved for the Task Order amendment, it will cover the additional design fees and still be below the original allocated funding amount.
As design work progressed on this project and on the complementary project to signalize the Lookout Road/Schertz Parkway intersection, it was discovered that the Lookout Road/Schertz Parkway and Lookout Road/Doerr Lane intersections needed to be widened to provide for turning movements for truck traffic. The widening would provide the additional room needed to provide for left turn lanes at the intersections. The left turn lanes will increase the operational efficiency of both intersections. With the recent development in the area, Staff expects truck traffic to increase at both of these intersections.
In addition to the intersection widening, it would also be beneficial to fill in the missing sidewalk segments in the project area. Approximately 4,800 feet of sidewalk would need to be installed to complete the sidewalk segments. While the sidewalk installation may seem relatively simple to add to the project, there are some issues that complicate this desired effort. There are some terrain issues that need to be resolved in order to accommodate the sidewalk. This involves construction of some retaining walls, re-doing part of the concrete rip-rap in the large drainage channel near the Schertz Parkway intersection, and modifications to the box culverts near the Schertz Parkway intersection. It is also anticipated there are several utility conflicts that will need to be addressed.
As a result, additional design effort is needed to provide proper construction plans for the sidewalk construction and the intersection widening. Halff Associates provided a scope and fee for the additional design efforts needed to accomplish these goals. Staff has met with the Schertz Economic Development Corporation (EDC) Board on multiple occasions to explain the increased design scope (fees) and the increased construction costs associated with these additions. During the June 29th Schertz EDC Board meeting, the Board directed Staff to proceed with the design of these additional elements and have the sidewalk construction be separate schedule in the bid package. Once the project is bid, the decision will be made whether to proceed with the sidewalk construction or not.
The EDC had previously provided funding for the design and construction of this project. The total amount the EDC allocated to the project design is $770,000. The original scope and fee for the Lookout Road design authorized by Resolution 22-R-138 is $330,000, which includes approximately $30,000 of “contingency.” The additional design services for the intersection widening and sidewalk construction are $181,112.59. If a new not to exceed amount of $511,000 is approved for the Task Order amendment, it will cover the additional design fees and still be below the original allocated funding amount.
GOAL
To obtain authorization from City Council to execute a Task Order amendment with Halff Associates to add to the design scope and increase the not to exceed amount to $511,000.00 for the Lookout Road Reconstruction Project.
COMMUNITY BENEFIT
The additional design scope and fees will provide for some intersection improvements and construction of missing sidewalk segments. The intersection improvements will provide for separate turn lanes for truck traffic, which will improve intersection efficiency. The existing intersections are somewhat congested now and will become more congested due to the additional development in the area which will increase truck traffic. Increasing the intersection efficiency will help ease some of the congestion. Having complete sidewalks in the project area will provide a safe walking route for employees in the area.
SUMMARY OF RECOMMENDED ACTION
Approval of Resolution 23-R-56 authorizing an amendment to the Task Order with Halff Associates to increase the scope to add for the design of intersection widening and sidewalk construction and increase the not to exceed amount to $511,000.00 for the Lookout Road Reconstruction Project.
FISCAL IMPACT
Funding for the proposed scope and fee increase is available from the previously allocated funding from the EDC for this purpose.
| Task Order | Approved Amount |
| Existing | $330,000 |
| Proposed Increase | $181,000 |
| Revised Task Order Total | $511,000 |
| Allocated Amount | $770,000 |
| Design Funding Available | $259,000 |
RECOMMENDATION
Staff recommends approval of Resolution 23-R-56, authorizing an amendment to the Task Order with Halff Associates to increase the scope to add for the design of intersection widening and sidewalk construction and increase the not to exceed amount to $511,000.00 for the Lookout Road Reconstruction Project.