Title
Consider a memorandum/resolution authorizing a professional services agreement and addendum for the engineering design of the Stagecoach Roadway Replacement Project with Pape-Dawson Engineers, in the amount of $1,982,000.00.
Summary
DATE: March 21, 2023
TO: Kent Cagle, City Manager
FROM: Edwin Revell, Executive Director of Development Services
SUBJECT: Authorize the execution of a Professional Services Agreement and Addendum with Pape-Dawson Engineers in the amount of $1,982,000.00 for the Engineering Design of the Stagecoach Roadway Replacement Project
BACKGROUND AND FINDINGS:
The Stagecoach roadway project was originally completed in 2018. However, during its construction and immediately after its completion, the roadway condition failed. Litigation against the previous contractor is ongoing. Through geotechnical investigations, it has been determined that full roadway replacement is needed for the approximate 3.8-mile segment of Stagecoach Road from Aquilla Drive to East Trimmier Road. In addition to full roadway replacement, the localized flooding occurring on the west end of the project between SH 195 and Tyrell Drive needs to be addressed.
To move forward, we are proposing a three-way contract including the City, Pape-Dawson Engineers, and Naman, Howell, Smith & Lee, PLLC (law firm representing the City in the lawsuit) through an addendum to the standard professional services contract. After interviewing three design consultants including Pape-Dawson Engineers, Garver, and Lockwood Andrews and Newnam, Inc., Pape-Dawson Engineers was selected by the review panel to proceed with the design contract proposal and has provided a proposed contract for full engineering design services not to exceed $1,982,000.00 in support of this project.
This project will include the full replacement of the roadway surface, base, and portions of the subbase as needed along the full length of Stagecoach between SH-195 and East Trimmier Road. The new roadway surface will follow the current Pavement Design Manual requirements, that was recently adopted by Council. The project will be designed in phases to split up the project based on available funding and to start construction sooner. Project construction duration is expected to be 5 years based on available funding and is expected to start at the intersection of East Trimmier and Stagecoach and proceed westward.
THE ALTERNATIVES CONSIDERED:
(1) Delay the design and construction of the Stagecoach Roadway Replacement Project.
(2) Authorize a Professional Services Agreement and Addendum with Pape-Dawson Engineers in the amount of $1,982,000.00 for the Engineering Design of the Stagecoach Roadway Replacement Project
Which alternative is recommended? Why?
Staff recommends alternative 2, which is to authorize the City Manager to execute a Professional Services Agreement and Addendum with Pape-Dawson Engineers in the amount of $1,982,000.00. Pape-Dawson Engineers has extensive experience required for this project that includes pavement design for roadway replacement and utilities. City staff has interviewed three consultants and determined that Pape-Dawson Engineers best meets the needs for this project. Pape-Dawson Engineers has submitted a fair and reasonable proposal for their engineering services. Pape-Dawson has a well-known reputation throughout Texas and is new to working with the City of Killeen.
CONFORMITY TO CITY POLICY:
This item conforms 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 $1,982,000.00.
Is this a one-time or recurring expenditure?
This is a one-time expenditure.
Is this expenditure budgeted?
Yes, $500,000 is available in the 2011 Certificates of Obligation Bond Fund in account 343-8934-493.69-01, and $1,482,000 will be available upon approval of the budget amendment to appropriate fund balance in excess of 22% from the Street Maintenance Fund in account 234-8934-493.69-01.
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 and Addendum with Pape-Dawson Engineers and Naman, Howell, Smith, & Lee, PLLC, in the amount of $1,982,000.00 for the design of the Stagecoach Roadway Replacement 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
Addendum
Certificate of Interested Parties
Contract Verification
Presentation