Title
Consider a memorandum/resolution authorizing the execution of a Professional Services Agreement with Clark Associates, PLLC, for the design of the Reuse Water for Golf Course Irrigation Project, in the amount of $99,650.
Body
DATE: June 18, 2024
TO: Kent Cagle, City Manager
FROM: Edwin Revell, Executive Director of Development Services
SUBJECT: Authorize the execution of a Professional Services Agreement with Clark Associates to Design the Reuse Water for Golf Course Irrigation Project
BACKGROUND AND FINDINGS:
In 1990, the City of Killeen and Killeen Willows, Inc. entered a 99-year agreement that allowed Stonetree Golf Course to pump water from Willows Lake into the golf course irrigation system. Since entering this agreement, the City has used water from South Nolan Creek, potable water, and reuse water from Bell County WCID’s 38th Street Sewer Treatment Plant to replenish the water in Willows Lake for the water used by the irrigation system. In July 2019, the Texas Commission on Environmental Quality (TCEQ) notified the City that reuse water could no longer augment water levels in Willows Lake due to the lake being classified as an “on channel” reservoir or “Waters of the State”. Under the guidance of the TCEQ, the City discontinued using reuse water and switched back to potable water to augment Willows Lake levels. City staff researched several alternatives to continue fulfilling the 99-year agreement, to meet TCEQ requirements, and to most cost effectively supply water to the Stonetree Golf Course irrigation system.
City staff has negotiated a professional services agreement (PSA) with Clark Associates for the design, inspection, and contract administration of the Reuse Water for Golf Course Irrigation Project in the amount of $99,650. Clark Associates has provided exceptional design and contract administration on several past infrastructure projects.
THE ALTERNATIVES CONSIDERED:
1. Make Willows Lake an “off channel” reservoir by diverting all surface water runoff around the lake and back into the “on channel” stream. The opinion of probable cost (OPC) for this project is $1.32M with an annual reuse water cost of $23,000/year.
2. Request that WCID petition the TCEQ for a major amendment to its discharge permit which would allow it to discharge reuse water into Willows Lake. According to an engineer retained by WCID, a major amendment would result in a diminished treatment capacity which would require a plant expansion costing roughly $14.5M.
3. Continue using potable water to augment Willows Lake levels. This alternative has an annual cost of roughly $50,000.
4. Redirect the current reuse water discharge location to a newly installed 75,000-gallon ground storage tank that will supply reuse water to the golf course irrigation pumps. With Clark Associates’ PSA at $99,650 and a construction OPC at $540,000, this alternative has a total design and construction cost of $639,650 with an annual reuse water cost of roughly $14,000.
Which alternative is recommended? Why?
Alternative 4 is recommended because:
1. By redirecting the reuse water discharge from Willows Lake to a ground storage tank, the TCEQ requirements regarding “Waters of the State” do not apply.
2. By using reuse water for all golf course irrigation, potable water will no longer be needed for irrigation, resulting in a potable water demand reduction of 500,000 gallons per day.
3. By storing the reuse water in a ground storage tank, evaporation is not a factor. A 1990 study found evaporation in Willows Lake to be as much as 87,350 gallons per day.
CONFORMITY TO CITY POLICY:
This item conforms to state and local policies. Texas Government Code, Chapter 2254, states that contracts for the procurement of defined professional services may not be awarded on the basis of competitive bids. Instead, they must be awarded on the basis of demonstrated competence and qualifications.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
Total amount of $99,650 will be encumbered in FY 2024.
Is this a one-time or recurring revenue/expenditure?
This is a one-time expenditure.
Is this revenue/expenditure budgeted?
Yes, funds are available in account 387-8934-493.69-01 CIP Projects/Design/Engineering.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes
RECOMMENDATION:
That the City Council authorize the City Manager, or designee, to execute a Professional Services Agreement with Clark Associates for the design, inspection, and construction administration of the Reuse Water for Golf Course Irrigation Project in the amount of $99,650, and authorize the City Manager, or designee, to execute any and all change orders within the amounts set by State and Local law.
DEPARTMENTAL CLEARANCES:
Development Services
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Agreement
Contract Verification Form
Certificate of Interested Parties
Presentation