The streets in the Kramer Farm Subdivision have deteriorated and require some construction effort to restore them to a high Pavement Condition Index (PCI) score condition.  Initially, the streets in the subdivision were evaluated to be part of the City’s annual SPAM Resurfacing project effort.  The streets have a high amount of pavement settlement and base failures, which means they require a little more effort than just resurfacing to restore them to a high PCI condition.  Instead of resurfacing, the streets are candidates for rehabilitation.  Rehabilitation consists of limited curb and gutter repairs; removing the existing pavement; stabilizing the remaining base material by adding cement to it; and placing a new layer of pavement on the stabilized base.

The original project scope included all of the streets in the subdivision and based on an earlier cost estimate, the project was placed and funded in the Capital Improvement Plan for FY 24-25.  Since the original project estimate was done, construction costs have increased sharply.  The budgeted amount for the project is not sufficient to do all of the streets in the subdivision.  As part of Staff’s ongoing evaluation and adjustment of Capital Improvement Projects to stay within approved budgets, the project scope was reduced to the western half of the subdivision.  Staff anticipates completing the eastern half of the subdivision in a future rehabilitation project effort as the Capital Improvement Plan is comprehensively updated.

The western half of the subdivision was selected as the first project effort in the subdivision primarily due to the arrangement of the streets in the subdivision and the surrounding streets.  By completing the western half first, the eastern half can be completed without the construction traffic needing to drive on the newly rehabilitated streets.

Kimley-Horn and Associates, Inc. is one of the City’s on-call Engineering firms.  Kimely-Horn has previously performed the professional services for the previous SPAM projects and the most recent street rehabilitation project.  The proposed Task Order Agreement covers the project design; creating the bid package; assisting the city with the bidding process; and limited construction phase services, such as material submittal reviews, pay application reviews, assisting with questions/concerns during construction, and some regular site visits.

The goal of this Resolution is to authorize execution of a Task Order Agreement for Kimley-Horn and Associates, Inc. to provide professional services including survey, engineering, preparing a bid package for the project, and provide limited construction phase services for the rehabilitation of streets in the western half of the Kramer Farm Subdivision.  The streets being rehabilitated include Red Barn Run; Wagon Wheel; Tractor Pass; Rooster Run from Red Barn Run to Randolph; and Planters Pass between Red Barn Run and Tractor Pass.  The Resolution also authorizes an update of the Capital Improvement Plan project sheet to allocate an updated funding amount for the professional services.

Rehabilitation of the streets in the western half of the subdivision will provide a new, smoother driving surface.  The new pavement with the stabilized base material will also increase the overall strength of the pavement section on the streets, increasing their durability, and restoring the PCI scores to a high level.

Staff recommends that Council authorize the City Manager to execute the Task Order Agreement with Kimley-Horn and Associates for the Kramer Farm Subdivision Rehabilitation project in the amount of $173,000 and a not to exceed amount of $191,000.

Certificates of Obligation were previously sold to provide funding for street projects such as this one.  The funding allocated to this project was based on an earlier cost estimate and the project scope was modified in order to fit the available construction budget.  The professional services costs are slightly higher than originally estimated for the project.

The recently completed 2024 SPAM Resurfacing project did not cost as much as anticipated.  There were savings in some of the bid items due to an over-estimation of needed quantities and none of the project contingency was needed to construct the project.  Therefore, some of the excess funding (part of the same Certificates of Obligation proceeds for street projects) from this project can be used to fund the increased professional services costs, while keeping the same budgeted amount available for construction.  $51,500 of excess 2024 SPAM Resurfacing funding will be used to fully fund the not to exceed amount for this Task Order Agreement.

Approve Resolution 25-R-076.