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Agenda No. 9.
CITY COUNCIL MEMORANDUM
| City Council Meeting: |
June 17, 2025 |
| Department: |
Engineering |
| Subject: |
Resolution 25-R-075 – Authorizing a task order agreement with Kimley-Horn and Associates, Inc. for professional engineering-related services for the design of the 2025 SPAM Resurfacing Project and updating the associated Capital Improvement Plan project sheets (B.James/K.Woodlee/J.Nowak) |
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| BACKGROUND |
This project represents a continuation of previous, annual efforts by the city to preserve existing streets in the City. Resurfacing consists of performing needed prep work and then applying a new driving surface, a slurry seal, to the streets in the project. The prep work includes limited curb and gutter repairs, base failure repairs, asphalt leveling, and crack sealing of the streets before the slurry seal is applied. The end result of these efforts is a new, smoother driving surface on the streets, while Pavement Condition Index (PCI) is reset to a high level and the service life of the street is extended.
The original project scope included not just slurry seal of streets, but also a mill and overlay (also a resurfacing project effort) of some streets. Since the original project estimate and scoping, construction costs have increased significantly. This project is also funded via Certificates of Obligation proceeds designated for streets projects. Earlier, similar street projects needed more funding to complete, which left less available budget from this funding source for this proposed project. The proposed project also uses the Outsourced Street Maintenance line item in the Public Works Budget. While the full budget amount in that line item is available for use on this project, the overall project budget has still decreased overall due to the limited available bond funds.
As a result, the project scope has been decreased to fit the available project budget. The project scope is now resurfacing of the streets in the Rio Vista, Woodbridge, and The Village subdivisions. The project also includes the Jonas Woods subdivision in order to use all the available funding to make street improvements. For the Jonas Wood subdivision, the project effort will primarily be to do all the prep work needed for resurfacing. If the available funding allows, some streets in the subdivision will also be resurfaced (receive the slurry seal). The remaining streets in the Jonas Woods subdivision will be resurfaced in the next SPAM resurfacing project.
Kimley-Horn and Associates is one of the City’s on-call Engineering firms and has successfully completed the previous SPAM Resurfacing projects the City has undertaken. Because of their experience and history with the City, Staff selected them to provide the needed professional services for this project. The proposed Task Order agreement includes the project design; preparing the bid package; assisting with the bidding process; and limited construction phase services such as reviewing material submittals, reviewing pay applications, assistance resolving questions/concerns during construction, and limited site visits. |
| GOAL |
| 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 providing limited construction phase services for the 2025 SPAM Resurfacing project. The Resolution also authorizes an update of the Capital Improvement Plan project sheet to allocate an updated funding amount for the professional services and project construction. |
| COMMUNITY BENEFIT |
| Resurfacing of the streets in the project will provide a new, smoother driving surface and reset the PCI scores to a high level. The new surface also increases the longevity of the streets, extending their service life. In the Jonas Woods Subdivision, as much prep work as possible will be completed and some of the streets fully resurfaced as the construction budget will allow. Completing the prep work and whatever resurfacing is possible in this subdivision will also help improve the streets PCI score and make it less costly in the future to resurface the streets. |
| SUMMARY OF RECOMMENDED ACTION |
| It is recommended that Council authorize the City Manager to execute the Task Order Agreement with Kimley-Horn and Associates for the 2025 SPAM Resurfacing project in the amount of $179,180 and a not to exceed amount of $197,000. |
| FISCAL IMPACT |
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 estimated cost. The funding available for this project shrunk as earlier projects needed more funding to fully complete them. In order to replace some of the “lost” funding, the project will use the Outsourced Street Maintenance line item in the Public Works General Fund budget to supplement the available bond funds for the project.
The funding breakdown for the project is as follows:
| Funding Source |
Amount |
| Street Bonds |
$632,231.00 |
| General Fund |
$650,000.00 |
| Total: |
$1,282,231.00 |
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Budget Amount |
| Project Design |
$197,000.00 |
| Construction |
$1,085,231.00 |
| Total: |
$1,282,231.00 |
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| RECOMMENDATION |
| Approve Resolution 25-R-075. |
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