On February 18, 2025, the City Council authorized a Task Order Agreement with Halff Associates, Inc. for the design of the Lower Seguin Road Reconstruction project.  The authorization included a not to exceed amount of $2,700,000.  This not to exceed amount provided for $143,469.46 of contingency for the design effort.  As the design progressed, some additional funding sources were identified which could help pay for part of the construction.  The City chose to apply for DCIP and DEAAG grant funding.  For the initial grant applications, a Task Order Amendment for $20,000 was approved by Staff, in accordance with City Policy as the amendment was within the available contingency for the design effort, to cover the costs for the DCIP and DEAAG grant applications.

The intal applications for funding were unsuccessful and the City decided to re-apply for the funding during the next funding calls.  Additionally, some utility conflicts were identified and the project scope has grown some.  Reapplying for the grants, addressing the utility conflicts, and the project scope changes have caused the final design cost of the project to increase beyond the available contingency in the not to exceed amount.

The utility conflicts can be summarized as follows.  Some segments of the water line need to be relocated out of the way of the new roadway section.  Some segments of the roadway encroach into the CRWA's easement for their large water transmission main, which may require relocation of some segments.  As part of the transmission main relocation, additional water line easements need to be secured, which has increased the number of easement/Right-of-Way parcels needed for the project.  Part of the landing lighting system for the runways is potentially in conflict with the new roadway improvements and may need to be relocated.

The project scope increases can be summarized as follows.  The water line in Lower Seguin Road should eventually be upsized.  Because of the upsizing, it is prudent to look at upsizing the entire line length, and not just the segments that need to be relocated.  There is a sewer Capital Improvement Project that extends the sewer line from the Crossvine Subdivision across Lower Seguin Road to Aranda Lane.  This sewer line should be installed with the project to avoid having to bore or dig up Lower Seguin Road later.  Part of the roadway section has been revised to reduce the easement and Right-of-Way needs at the transition between the Rural Secondary Arterial section and the Secondary Arterial section at the east end of the project.  There is also some additional design effort included to alter the bid package and plans to have additive alternates.  This change is due to not receiving the DCIP grant which was intended to fund some of the additional project elements in the current design effort that are not absolutely necessary to the project effort.  These elements can be thought of as "nice to have additions," such as reducing the ponding on the north side of the roadway and the under-grounding of some of the overhead utilities, to provide a more complete project.  However, these things are not needed to reconstruct the roadway and improve access to the south gate entrance, which is the primary goal of the project.  By having them added as alternates, if funding is available at bidding, they can be added to the project at that time.

Some of the scope increases and utility conflicts are not fully known at this time.  For example, the base runway landing lights may need to be relocated.  Similarly, the CRWA water transmission main may not need to be relocated, just additional easement width needs to be provided.  The Task Order Amendment was prepared from the standpoint of a "worst case scenario."  The intent is to have the amendment be sufficient to cover all the possible additional items/efforts needed to fully complete the project design and prepare the bid package.  If the full funds are not needed for the design effort, when the design is completed, any excess funding would be moved back to construction.  The intent is to avoid having to have multiple amendments to get the project to the bidding stage.

Approval of a Task Order Amendment to cover design changes related to utility conflicts and project scope changes for the Lower Seguin Road Reconstruction project.

The reconstruction of Lower Seguin Road will provide a smooth, durable driving surface and ease congestion on the roadway.  Easing congestion is expected to improve access to the south gate entrance for Randolph Air Force Base and help reduce accidents at this location.

Staff recommends approval of a Task Order Amendment to increase the not to exceed amount to allow for additional design services for the project to account for utility conflicts and scope changes for the Lower Seguin Road Reconstruction project.

Funding for the proposed amendment is available by transferring some funding from the construction line item to the professional service line item within the project.  Increasing the not to exceed amount for the Task Order Agreement from $2,700,000 to $3,500,000 will cover the additional design effort reflected in the amendment.  It will also provide some contingency ($67,054.46) should any other, minor issue arise as the design is completed.  When the design has been completed, any unneeded design funds remaining will be transferred back to construction.

Approve Resolution 26-R-120