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Item 9A - MemoItem 9A CITY OF SOUTH LAKE MEMORANDUM (June 18, 2024) To: Alison Ortowski, City Manager From: Rob Cohen, Director of Public Works Subject: Approve an Engineering Services Agreement (ESA) with Kimley-Horn to provide professional services for the development of construction documents and construction phase services for TxDOT's FM 1938 Median Construction project in an amount not to exceed $125,000. Action Requested: Approve an Engineering Services Agreement (ESA) with Kimley- Horn to provide professional services for the development of construction documents and construction phase services for TxDOT's FM 1938 Median Construction project in an amount not to exceed $125,000. Background Information: The purpose of this item is to seek City Council consideration of an engineering services agreement (ESA) with Kimley-Horn to provide professional services for the development of construction documents and construction phase services for TxDOT's FM 1938 Median Construction project. TxDOT is currently in design to construct raised medians on FM 1938 from FM 1709 to the Southlake city limit and onto Emerald Hills Way in North Richland Hills. When TxDOT completes projects, they do not include any beautification elements in their projects, such as landscaping. Historically, the City of Southlake has budgeted and planned to add these urban design improvements. Under this project, TxDOT plans for the City of Southlake to furnish landscape design plans to incorporate into their construction documents for the segment of the project located in Southlake. TxDOT's contractor would implement the landscape design and the City is responsible for the associated costs. Preliminarily, the City's costs include furnishing and installing landscape material (plants, decorative boulders, stone, etc.), irrigation, irrigation wiring, soil preparation/fertilizer, and traffic Page 1 of 3 Item 9A control. Based on a conservative estimate of the linear foot cost of landscape improvements on similar projects, the city's costs for the work may be on the order of $900,000 to $1,000,000. The ongoing operations and maintenance costs for maintaining the medians is estimated to be on the order of $12,000 per year, based on the cost of similar work on Southlake Boulevard. TxDOT originally planned to design this project in FY 2025 and construct it in FY 2027. However, in March, TxDOT notified staff that the design contract had been awarded and that it was preliminarily planning to let the project in early May 2025. Currently, TxDOT anticipates letting the project in November 2025 and beginning construction in early 2026. The length of construction has yet to be determined. Kimley-Horn is being engaged to provide design coordination, perform a survey, develop construction documents, prepare and submit the TxDOT ISA Report Form, and assist with the bidding and construction administration. This project was originally scheduled for funding, by the General Fund, for design in FY 2025. Because of TxDOT's accelerated schedule, there is currently no funding for this project in FY 2024. However, the development of construction documents and construction phase services can be funded through CIP residuals. CIP residuals are unexpended CIP funds from completed projects, which have been returned to the General Fund and are available for reallocation to other projects. Use of CIP residuals does not impact ongoing or currently funded CIP projects. It is anticipated that following approval of the Agreement by the City Council, Kimley-Horn will begin coordination with TxDOT and work as expeditiously as possible to provide the required construction documents in advance of TxDOT letting the project in November 2025. Financial Considerations: This agreement will be funded with CIP residuals. Reallocation of CIP residuals will not impact ongoing or currently funded CIP projects. Strategic Link: This item links to the City's Strategy Map strategic focus area of Infrastructure and Development and Financial Objective F2: Investing to provide & maintain high quality public assets. Page 2 of 3 Item 9A Citizen Input/ Board Review: N/A Legal Review: The proposed agreement was reviewed and approved by the City Attorney. Alternatives: The City Council may approve or deny the agreement. Staff Recommendation: Approve an Engineering Services Agreement (ESA) with Kimley- Horn to provide professional services for the development of construction documents and construction phase services for TxDOT's FM 1938 Median Construction project in an amount not to exceed $125,000. Supporting Documents: Attachment A: Engineering Services Agreement Attachment B: FM 1938 Layout and Map Staff Contact: Rob Cohen, Director of Public Works Lauren LaNeave, Deputy Director of Public Works - Administration Mamerto Estepa Jr., P.E., Project Manager Page 3 of 3