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Agenda No. 8.

CITY COUNCIL MEMORANDUM

City Council Meeting:

April 7, 2026

Department:

Engineering

Subject:

Resolution 26-R-049 - Authorizing a Task Order Amendment with Kimley-Horn and Associates, Inc. for the Schertz Forest Roadway and Waterline Improvements Project (B.James/K.Woodlee/J.Nowak)

BACKGROUND

Previously, Council authorized a Task Order Agreement (Professional Services Agreement) with Kimley Horn for the Schertz Forest Roadway and Waterline Improvement Project. This project combined two project efforts — a water line replacement project and resurfacing, rehabilitation, and reconstruction of the streets in the subdivision (part of an earlier planned SPAM project). As the Capital Improvement Plan (CIP) was modified, the project was formally called the "Robin Hood Way Water Line Replacement Project" since the majority of the total project costs are associated with the water line replacement. Both names are actually referring to the same project.

As the project design progressed, it was noted that the FM 1518 project was relocating water lines in FM 1518 and extending slightly down Ware Seguin Road. With the original planned water line replacement addressing the water lines across the width of the Schertz Forest Subdivision only, this would leave a relatively short section of "old" water line along Ware Seguin Road between the subdivision and FM 1518. The "old" section of line would be more prone to failures in the future and would have a shorter service life than the new lines. Staff determined it would be prudent to also replace this segment of water line to have a continuous "run" of new water line from FM 1518 to the western boundary of the subdivision. This would reduce the failure potential and provide a similar service life for the water line segments.

The Schertz Forest Subdivision has some known drainage issues that cause ponding at some locations. The ponding has caused settlement/deterioration of the curb and has caused the pavement section to deteriorate more quickly. The planned design effort assumed a straightforward, but relatively simple approach would be sufficient to address the ponding issues. However, as the design progressed, it was discovered that more effort was needed in order to address the ponding issues. The additional effort needed involves some additional surveying and design work to replace longer sections of curb and regrade some drainage features. The proposed amendment provides for this additional design effort.

Additionally, as the design progressed, it was noted that some earlier observed pavement failure areas and curb settlement areas have increased significantly. This was causing the street improvement costs to increase significantly beyond the current available budget. With the proposed amendment, some additional pavement section options will be evaluated and the project design modified to reduce the street construction cost, but still provide a similar expected service life, to get the construction costs closer to the available budget amount.

Because the proposed amendment is covering multiple project scope items, the cost of the amendment exceeds the current available contingency in the current not to exceed amount ($720,000) for the project design. The current not to exceed amount has approximately $29,000 of contingency available. Staff's recommendation is to increase the not to exceed amount to $764,000, which will provide funding for the proposed amendment and still preserve approximately $28,000 of contingency for the project design.

GOAL

To have Council authorize the City Manager to execute a Professional Services Agreement Amendment with Kimley-Horn and Associates, Inc. to add some additional design services to the project scope for the Robin Hood Way Water Line Replacement Project.

COMMUNITY BENEFIT

Replacing an additional segment of existing water main along Ware Seguin Road will result in new water main being installed along FM 1518; along Ware Seguin Road to the Schertz Forest Subdivision; and in the "main road" through the Schertz Forest Subdivision. This would avoid having a short segment of older water main between the subdivision and FM 1518 which would be more prone to failure as time goes on. It would result in all the water main segment being new and having the same service life. Performing additional survey and design work on part of the streets and drainage channels in the Subdivision will reduce the existing ponding, leading to an increased service life for the pavement section.

SUMMARY OF RECOMMENDED ACTION

Approval of a Resolution authorizing the City Manager to execute a Professional Services Agreement Amendment with Kimley-Horn and Associates for additional design scope for the Schertz Forest Roadway and Waterline Improvement Project.

FISCAL IMPACT

The CIP Project Sheet (Robin Hood Way Waterline Replacement Project) has $930,000 allocated for Professional Services. The original Not to Exceed amount of the Professional Services Agreement was significantly below this at $720,000. The proposed increase in the Not to Exceed amount to $764,000 is still well below the CIP allocated funding amount. No funding transfer or budget amendment is required for this Professional Services Agreement Amendment.

RECOMMENDATION

Approve Resolution 26-R-049

Attachments

Resolution 26-R-049 with attachment

CIP Project Sheet and Map