Item 4F-4I MemoCITY OF
SOUTH LAKE
MEMORANDUM
June 17, 2025
To: Alison Ortowski, City Manager
From: Lauren LaNeave, Interim Director of Public Works
Item 4F-41
Subject: Item 4F: Approve an amendment to the construction manager
at -risk agreement with Byrne Construction Services to establish
the Guaranteed Maximum Price for the Municipal Service Center
and Public Safety Training Tower project, in an amount not to
exceed $26,770,000.
Item 4G: Approve an Amendment to Professional Services
Agreement for Construction Management Services with Ramel
Company, LLC for construction management services for the
Municipal Service Center and Public Safety Training Tower
project, to an amount not to exceed $520,485.
Item 4H: Approve an Amendment to the Professional Services
Agreement for Building Systems Commissioning Services with
Matador Engineering Inc. for construction phase building
system commissioning services for the Municipal Service
Center and Public Safety Training Tower project, to an amount
not to exceed $71,648.
Item 41: Approve the Engineering Services Agreement with
GeoTex Engineering for construction materials testing for the
Municipal Service Center and Public Safety Training Tower
project, in an amount not to exceed $167,000.
Actions
Requested: Item 4F: Approve an amendment to the construction manager at -risk
agreement with Byrne Construction Services to establish the
Guaranteed Maximum Price for the Municipal Service Center and
Public Safety Training Tower project, in an amount not to exceed
$26,770,000.
Item 4G: Approve an Amendment to Professional Services
Agreement for Construction Management Services with Ramel
Company, LLC for construction management services for the
Municipal Service Center and Public Safety Training Tower project,
to an amount not to exceed $520,485.
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Item 4F-41
Item 4H: Approve an Amendment to the Professional Services
Agreement for Building Systems Commissioning Services with
Matador Engineering Inc. for construction phase building system
commissioning services for the Municipal Service Center and Public
Safety Training Tower project, to an amount not to exceed $71,648.
Item 41: Approve the Engineering Services Agreement with GeoTex
Engineering for construction materials testing for the Municipal
Service Center and Public Safety Training Tower project, in an
amount not to exceed $167,000.
Background
Information: The purpose of Items 4F-41 is to seek City Council approval of
contracts associated with the construction and finish -out of the
Municipal Service Center and Public Safety Training Tower project.
The Municipal Service Center and Public Safety Training Tower will
be located on approximately 13 acres at 1605 Brumlow Avenue. The
site will replace the existing Public Works Operations site at 1950 E.
Continental Boulevard and will include a two-story administration
building of approximately 17,400 square feet, a 16,200 square foot
service bay building, a four-story 4,200 square foot public safety
training tower, a 5,600 square foot pole barn for covered equipment
storage, fuel station and comprehensive site improvements.
The new facility will house all Public Works Operations divisions
currently located at the existing facility, including streets, drainage,
water, wastewater, traffic, and environmental services. It will also
consolidate additional operational functions currently located
elsewhere by bringing Southlake Water Utilities Customer Service
and the Facilities Division into a single, purpose-built complex
designed to support long-term operational needs. In addition, the
project will provide a dedicated training facility for the Police and Fire
Departments, including a four-story fire training tower.
Construction is anticipated to begin in Summer 2025, with
completion and department move -in projected for early 2027.
Item 4F - Guaranteed Maximum Price (GMP) Amendment
This delivery approach allows the City to engage a construction
manager early in the design process to provide professional insight
on constructability, scheduling, and cost estimating. The construction
manager also administers the competitive bidding process for
subcontractors and establishes a Guaranteed Maximum Price
(GMP). The GMP represents the maximum amount the City will pay
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Item 4F-41
for the construction of the project and includes all subcontracted
work, general conditions, overhead, and fees. The CMAR method
offers improved cost control, greater collaboration during design, and
helps minimize delays and change orders. While the GMP sets a
maximum construction cost, it excludes costs related to design
changes, unforeseen conditions, or City -directed modifications —
these are managed through the owner's contingency.
Byrne Construction Services was selected as the CMAR for this
project following a Request for Qualifications (RFQ) process. The
City received 11 submissions and selected Byrne based on their
strong qualifications, relevant experience, and overall preparedness
to deliver a project of this scale and complexity.
The City entered into a preconstruction services agreement with
Byrne in 2023. During the preconstruction phase, Byrne provided
constructability reviews, cost estimating, and value engineering
support. They also administered a competitive subcontractor bidding
process in April 2025 and submitted the Guaranteed Maximum Price
(GMP) proposal on May 19, 2025.
City staff, the project architect (RPGA Design Group), and the design
management firm (Ramel Company, LLC) reviewed the GMP and
confirmed it aligns with the project scope and bid documents. This
includes the base construction cost of $26,150,000, as well as two
additive alternates that provide options to replace flex base paving
with concrete (totaling $620,000) throughout the site to reduce long-
term maintenance. The GMP also includes a $1,290,000 owner
contingency (6% of the cost of work), consistent with industry
standards for managing unforeseen conditions or design
adjustments within the existing budget.
Item 4G - Construction Management Services
The City contracted with Ramel Company, LLC in August 2024 to
provide design management services during the preconstruction
phase. Ramel supported staff by reviewing construction plans and
schedules, coordinating with third -party entities, and facilitating
communication between the architect, CMAR, and City team. With
extensive experience in CMAR delivery, municipal projects, and
previous work with Byrne Construction Services, Ramel added value
by identifying potential design gaps and helping mitigate future
construction risks.
To ensure continuity and oversight through the construction phase,
the City seeks to retain Ramel's services as construction manager.
In this role, Ramel will report directly to the City's Project Manager
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Item 4F-41
and oversee the quality, timeliness, and completeness of work
performed by the CMAR. They will also assist with coordination
among third -party vendors, utility providers, inspectors, and adjacent
property owners. Ramel's responsibilities will extend from
groundbreaking through project occupancy and financial closeout.
Key tasks include monitoring construction progress, reviewing and
advising on documentation such as RFIs, change orders, and
schedule updates, and ensuring compliance with quality standards.
This item seeks approval of an amendment to the professional
services agreement with Ramel Company, LLC in an amount not to
exceed $520,485. This amount is based on Ramel's proposal for 18
months of service, plus a contingency for up to three additional
months at the same monthly rate.
Item 4H - Building Commissioning
Building Commissioning is an independent quality assurance
process that verifies a facility's major systems —such as mechanical,
electrical, and plumbing (MEP) —are designed, installed, and tested
to meet the City's performance expectations and operational
requirements. Although not required, commissioning is an industry
best practice that enhances quality assurance, reduces operational
risks, and improves long-term building performance.
In March 2025, the City contracted with Matador Engineering, Inc.
(Matador), a firm with certified commissioning agents (CxA), to
provide pre -construction reviews of system designs, including
HVAC, lighting, emergency power, plumbing and domestic hot water
systems, the building envelope, and fire protection.
For the construction phase, Matador's services will include visual
inspections and functional testing of the MEP systems, building
envelope, electronic safety and security systems, electrical power
quality, and landscape irrigation systems. Additionally, they will
provide enhanced training for City staff to ensure proper operation
and maintenance of all building systems upon occupancy.
This item seeks approval of an amendment to the professional
services agreement with Matador Engineering, Inc. in an amount not
to exceed $71,648 to support these commissioning services during
construction.
Item 41 - Materials Testing
Materials testing is a third -party quality assurance and quality control
process that ensures construction materials meet the project's
specifications and performance standards. This work is performed
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Item 4F-41
independently of the design and construction teams to provide
objective verification.
In March and April 2025, City staff distributed project plans to several
firms to solicit proposals for materials testing services. GeoTex
Engineering was the only firm to respond with the full capacity to
perform the required scope of work. In May 2025, GeoTex submitted
a proposal that includes moisture and density testing for earthwork,
reinforced and structural steel observations, concrete mix and
compressive strength testing, and inspections of masonry mortar
and grout.
This item seeks approval of an Engineering Services Agreement with
GeoTex Engineering in an amount not to exceed $167,000. This
amount includes GeoTex's proposed fee of $132,928 for baseline
services, along with a contingency of $34,072 (25.6%) to
accommodate any additional testing that may be necessary during
the course of construction.
Financial
Considerations: Funding for Items 4F through 41 is available in the Capital
Improvements Program as part of the Southlake Municipal Service
Center and Public Safety Training Tower (MSC & PSTT) project. The
total approved project budget is $46.6 million, funded through a
combination of three sources: the Utility Fund (76.5%), General Fund
(22.6%), and Crime Control and Prevention District Fund (0.9%).
The $46.6 million budget supports all phases of project delivery, from
early planning through construction and closeout. A high-level
summary of the total project budget is provided below:
Table 1. Proiect Costs / Budaet
Capital Project Costs
Total $
Planning / Feasibility
$23,120
Design, & Testing
$3,100,000
-Engineering,
Land
$4,410,000
Public Art
$230,000
Construction
$31,090,000
Project Contingency
$7,746,880
TOTAL Project Costs / Budget
$46,600,000
The construction line item includes the Guaranteed Maximum Price
(GMP) contract under consideration tonight, including owner's
contingency and additive alternates. This line also includes other
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Item 4F-41
construction -related expenses, such as the fuel island, technology
and security systems, furniture, fixtures, and equipment (FFE).
Contracts for ancillary construction items will be brought to Council
at a later date.
Items 4F through 41 represent key components of the construction
phase: the GMP Amendment, construction management, building
commissioning, and materials testing. Each aligns with the approved
scope of work and fits within the overall budget. No additional
appropriation is being requested as part of this action.
Strategic Link: This item links to the City's Strategy Map strategic focus areas are
Safety & Security and Infrastructure & Development. It specifically
relates to the City's Corporate Objectives F2: Investing to provide &
maintain high quality public assets and B2: Collaborating with select
partners to implement service solutions.
Citizen Input/
Board Review: While these specific agreements have not been discussed with
residents or did not require other board approval, this project has had
ongoing board and community engagement as follows:
• September 2019 (Neighborhood Meeting) — Staff received
feedback from neighborhood residents on the original concept
plan, which was to be constructed at the current Public Works
Operations Facility (1950 E. Continental Boulevard).
• November 7, 2023 (City Council Work Session) — Project update
given to City Council.
• December 2023 (SPIN Meeting) — Staff received feedback from
neighborhood residents on the current project site (1605 Brumlow
Avenue).
• June 6, 2024 — Site Plan Approval by Planning & Zoning
Commission
• June 18, 2024 — Site Plan Approval by City Council
• April 17, 2025 — Final Plat Approval by Planning & Zoning
Commission
• April 22, 2025 & May 27, 2025 — Discussion and Call to Artist
Review by the Southlake Arts Council for Public Art
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Item 4F-41
Legal
Review: The Guaranteed Maximum Price Amendment has been reviewed
and approved by the City Attorney. The Amendments to the
Professional Services Agreement and Engineering Services are
standard documents that have been reviewed and approved by the
City Attorney.
Alternatives: The City Council may approve or deny any of Items 4F-41
amendments and/or agreement.
Supporting
Documents:
• Attachment A: Guaranteed Maximum Price Amendment to AIA
Document A101 — 2017 Standard Form of Agreement between
Owner and Contractor
• Attachment B: Amendment to Professional Services Agreement for
Construction Management Services
• Attachment C: Amendment to Professional Services Agreement for
Building Commissioning Services
• Attachment D: Engineering Services Agreement with GeoTex
Engineering
Staff
Recommendation: Item 4F: Approve an amendment to the construction manager at -risk
agreement with Byrne Construction Services to establish the
Guaranteed Maximum Price for the Municipal Service Center and
Public Safety Training Tower project, in an amount not to exceed
$26,770,000.
Item 4G: Approve an Amendment to Professional Services
Agreement for Construction Management Services with Ramel
Company, LLC for construction management services for the
Southlake Municipal Service Center and Public Safety Training
Tower project, to an amount not to exceed $520,485.
Item 4H: Approve an Amendment to the Professional Services
Agreement for Building Systems Commissioning Services with
Matador Engineering Inc. for construction phase building system
commissioning services for the Municipal Service Center and Public
Safety Training Tower project, to an amount not to exceed $71,648.
Page 7 of 8
Item 4F-41
Item 41: Approve the Engineering Services Agreement with GeoTex
Engineering for construction materials testing for the Municipal
Service Center and Public Safety Training Tower project, in an
amount not to exceed $167,000.
Staff
Contact: Lauren LaNeave, Interim Director of Public Works
Mamerto A. Estepa, Jr., Project Manager
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