Title
Consider a memorandum/resolution authorizing a professional services agreement for the schematic design of the Chaparral Road Widening project with Freese and Nichols in the amount of $1,485,240.
Summary
DATE: October 4, 2022
TO: Kent Cagle, City Manager
FROM: Edwin Revell, Executive Director of Development Services
SUBJECT: Authorize the execution of a Professional Services Agreement with Freese and Nichols in the amount of $1,485,240 for the Schematic Design of the Chaparral Roadway Widening Project
BACKGROUND AND FINDINGS:
The FY 2022 Capital Improvement Plan includes the Chaparral Road Widening Project as an approved project for design. In 2019, the City of Killeen, City of Harker Heights, Killeen Independent School District (KISD), and Bell County entered a Memorandum of Understanding (MOU) for this scope of the project. Currently most of the roadway alignment resides in Bell County with smaller portions within Killeen and Harker Heights. KISD recently completed their new High School along Chaparral Road which included construction and dedication of a portion of roadway along the frontage of the project. This work completed the KISD portion of responsibilities referenced in the MOU.
In 2020, the City of Killeen applied for a state grant for the funding of construction through Killeen-Temple Metropolitan Planning Organization (KTMPO). Consequently, the Chaparral Road Widening Project was selected for a Fiscal Year 2025 grant award of a $12,880,000.00 for the first phase of construction (i.e., Hwy 195 to East Trimmier Road).
Also, a panel comprised of City of Killeen, City of Harker Heights, and County officials performed consultant interviews for the design in November 2020. The interview panel selected Freese and Nichols for the design contract for Chaparral Road. However, during the review of the MOU, it was determined that the MOU did not formally assign the funding responsibilities to each jurisdiction. Subsequently, all parties to the MOU recently worked to formalize an Interlocal Agreement (ILA) which was approved by Bell County and Harker Heights on Tuesday, September 13th.
City staff has negotiated a professional services agreement (PSA) with Freese and Nichols for the schematic design of the Chaparral Roadway Widening project in the amount of $1,485,240.
The schematic design will include reviewing the three proposed alignments for the roadway past the newly constructed High School, environmental assessments, geotechnical investigations, surveying, drainage analysis, traffic analysis, and public outreach. The final product will be a proposed schematic design that include the widening of the roadway, pedestrian and bicycle improvements, intersection improvements and a preferred corridor alignment. The contract also includes the initial right of way services that is required to determine the necessary right-of-way for the project, and grant writing to be able to submit for future grant opportunities to find additional funding for the construction of the project. Upon completion of the schematic design for this project a future, a contract amendment will be submitted for approval to proceed further with the design.
THE ALTERNATIVES CONSIDERED:
(1) Delay the design and construction of the Chaparral Roadway Widening Project.
(2) Authorize a Professional Services Agreement with Freese and Nichols for the design of the Chaparral Roadway Project.
Which alternative is recommended? Why?
Staff recommends alternative 2, which is to authorize the City Manager to execute a Professional Services Agreement with Freese and Nichols. Freese and Nichols has extensive experience required for this project that includes pavement design for roadway replacement, traffic analysis, drainage analysis and transportation planning. City staff has interviewed ten consultants and determined that Freese and Nichols best meets the needs for this project. Freese and Nichols has submitted a fair and reasonable proposal for their engineering services and has a good prior project delivery history with the City of Killeen.
CONFORMITY TO CITY POLICY:
This item confirms to state and local policies.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The fee for services is $1,485,240.
Is this a one-time or recurring expenditure?
This is a one-time expenditure.
Is this expenditure budgeted? Yes
Yes, funding for this project will be available in the Governmental CIP Fund account 349-8934-493.69-01 upon approval of the budget amendment.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes, upon approval of the budget amendment.
RECOMMENDATION:
Staff recommends that the City Council authorize the City Manager or his designee to enter into a Professional Services Agreement with Freese and Nichols in the amount of $1,485,240 for the design of the Chaparral Roadway Widening Project, and that the City Manager, or his designee, is expressly authorized to execute any and all change orders with the amounts set by State and Local Law.
DEPARTMENTAL CLEARANCES:
Finance
City Attorney
ATTACHED SUPPORTING DOCUMENTS:
Proposal
Agreement
Certificate of Interested Parties