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Item 4M - Memo CITY OF Item 4M SOUTHLAKE MEMORANDUM June 16, 2026 To: Alison Ortowski, City Manager From: Pritam Deshmukh, Director of Public Works Subject: Approve an agreement with Westwood Professional Services, Inc. for evaluation of the creek corridor, engineering design, and related professional services associated with infrastructure-related stabilization upgrades for the Jones Branch Sewer Protection Improvements Project in an amount not to exceed $700,000. Action Requested: Approve an agreement with Westwood Professional Services, Inc. for evaluation of the creek corridor, engineering design, and related professional services associated with infrastructure-related stabilization upgrades for the Jones Branch Sewer Protection Improvements Project in an amount not to exceed $700,000. Background Information: The purpose of this item is to seek City Council approval of an agreement with Westwood Professional Services, Inc. (formerly Peloton Land Solutions) for engineering design, creek corridor evaluation, and related professional services associated with infrastructure-related stabilization improvements for the Jones Branch Sewer Protection Improvements Project in an amount not to exceed $700,000.This agreement includes engineering, surveying, geotechnical, environmental coordination, hydraulic analysis, easement support, and design services associated with protecting existing sanitary sewer infrastructure located along Jones Branch Creek. Following City Council direction to proceed with the Infrastructure Related Stabilization option, additional engineering services are required to update technical analyses, verify existing conditions, complete environmental and permitting coordination, prepare easement documents, and develop final construction plans, specifications, and cost estimates. While prior technical work has already been completed related to this project, the existing engineering analyses and supporting data will need to be reviewed and updated, as necessary, to support final design. Certain elements Page 1 of 6 Item 4M of the prior work may remain usable, while others may require refinement based on current site conditions, survey information, permitting requirements, and design assumptions. The scope of services includes the following components: Core Design Services These services are necessary to advance the Infrastructure Related Stabilization option from conceptual evaluation to a construction- ready project. These services include project management, field investigations, hydraulic analysis, geotechnical investigations, surveying, environmental coordination, easement support, engineering design, and bidding/construction phase support. The proposed scope of work will provide the engineering, technical, and regulatory support necessary to advance the project through final design and prepare it for construction. Key deliverables include: • Perform updated topographic surveying, utility investigations, geotechnical, and hydraulic modeling to verify existing site conditions and evaluate risks to sanitary sewer infrastructure; • Complete the engineering design of the selected stabilization improvements, including streambank stabilization measures, sanitary sewer protection elements, grading, drainage, erosion control, and associated infrastructure improvements; • Prepare easement exhibits, legal descriptions, and supporting documentation necessary for property acquisition and access requirements; • Coordinate environmental reviews, permitting activities, and regulatory approvals with agencies including the U.S. Army Corps of Engineers and other applicable authorities; • Develop final construction plans, technical specifications, engineer's cost estimates, and bid documents suitable for public bidding and construction; and • Provide bidding assistance, respond to contractor questions, review submittals, and support construction administration activities during project implementation. Supporting Corridor Evaluation In addition to the services required to complete design of the selected stabilization improvements, the agreement includes an evaluation of the Jones Branch corridor in areas where City infrastructure is located or may be affected by ongoing erosion. This work includes a geomorphologic assessment, aerial LiDAR mapping, erosion and improvement study, field investigations, and updated hydraulic and drainage analyses. Page 2 of 6 Item 4M The purpose of this effort is to develop a more comprehensive understanding of creek behavior, erosion patterns, and sewer infrastructure vulnerability. The evaluation will identify and prioritize erosion hot spots, assess potential risks to existing public infrastructure, and provide information that can support future capital planning and proactive infrastructure protection efforts. Key outcomes and deliverables of this effort include: • Completion of geomorphologic, hydraulic, drainage, and erosion-related technical analyses to better understand creek behavior, channel migration, and erosion patterns affecting City infrastructure; • Identification and prioritization of erosion hot spots and infrastructure vulnerabilities throughout the Jones Branch corridor; • Evaluation of potential infrastructure-related erosion risks that may require future mitigation or monitoring; and • Development of technical data, engineering recommendations, and supporting analyses to inform future capital planning and proactive infrastructure protection strategies. Collectively, these services will allow the City to update prior engineering evaluations, refine erosion conditions within the Jones Branch corridor, and advance engineering design for prioritized stabilization improvements intended to protect vulnerable sanitary sewer infrastructure. The proposed agreement also provides additional corridor information that may support drainage planning and regional coordination efforts. Project Schedule Design activities, including corridor assessment, field verification, technical analyses, permitting coordination, and preparation of construction documents are anticipated to take approximately ten months following the notice-to-proceed. If approved, work is expected to begin in summer 2026, with conceptual and preliminary design activities occurring through late 2026 and final design anticipated in late spring 2027. Following completion of final design and receipt of applicable permits, staff anticipates returning to City Council with a construction contract for consideration as early as Summer 2027. Environmental coordination and permitting activities may occur concurrently with design; however, review timelines associated with the U.S. Army Corps of Engineers and other regulatory agencies are Page 3 of 6 Item 4M outside the control of the City and consultant and may affect the ultimate construction schedule. Project History The Jones Branch project originated from concerns regarding ongoing erosion impacts to sanitary sewer infrastructure located within and adjacent to the creek corridor. While concerns regarding erosion within Jones Branch date back many years, City staff began actively evaluating conditions in 2020 after concerns were raised regarding erosion around sanitary sewer manholes and creek crossings. Subsequent field inspections identified locations where erosion had reduced soil cover over sanitary sewer infrastructure and created potential risks to the long-term integrity of the City's wastewater system. As part of a broader citywide effort to identify and address erosion- related risks to critical wastewater infrastructure, the City initiated engineering evaluations in 2021 to assess sanitary sewer facilities located within creek corridors. Following completion of the initial study, City Council allocated funding within the FY 2022 Capital Improvement Program for sanitary sewer erosion protection projects. Engineering services were subsequently authorized to further evaluate conditions along Jones Branch and develop potential infrastructure protection alternatives. Engineering investigations completed between 2022 and 2023 included surveying, hydraulic analysis, geotechnical investigations, environmental review, and a feasibility study evaluating multiple alternatives to protect the sanitary sewer system. Alternatives considered included streambank stabilization, sanitary sewer relocation concepts, lift station alternatives, and other infrastructure protection measures. During these evaluations, additional erosion concerns and infrastructure vulnerabilities were identified within the corridor, resulting in a broader understanding of conditions affecting the sanitary sewer system. Throughout the evaluation process, staff coordinated with affected property owners, conducted field investigations requiring access to private property, held multiple neighborhood meetings, and gathered resident feedback regarding the alternatives under consideration. As the project evolved, both the engineering evaluation and public outreach efforts expanded to address additional infrastructure concerns, property considerations, and stakeholder input. Following completion of the feasibility evaluation and resident outreach process, staff presented the conceptual alternatives and community feedback to City Council. Based on the technical Page 4 of 6 Item 4M evaluation, stakeholder input, and discussion with Council, direction was provided to advance the Infrastructure Related Stabilization option, which focuses on protecting existing sanitary sewer infrastructure through targeted stabilization improvements. Financial Considerations: Funding for this agreement is budgeted in the Capital Improvements Program via the Stormwater Utility System Fund and the Utility Fund. The proposed agreement totals $700,000 and includes both the Core Design Services necessary to advance the Infrastructure Related Stabilization option selected by City Council and the Supporting Corridor Evaluation effort described above. Approximately $550,000 is associated with the Core Design Services required to complete design of the stabilization improvements. Approximately $150,000 is associated with the Supporting Corridor Evaluation effort, which will provide additional analysis of erosion patterns, infrastructure vulnerability, and future infrastructure protection needs within the Jones Branch corridor. The proposed agreement is considered a continuation of previously authorized engineering services with Peloton Land Solutions, which was subsequently acquired by Westwood Professional Services, Inc. Because the project team, technical analysis, feasibility evaluations, survey, geotechnical work, and preliminary design efforts have already been completed under prior agreements, utilizing Westwood allows the City to maintain continuity of project knowledge, leverage prior technical work, and avoid duplication of engineering effort and cost. Based on the current conceptual design and preliminary cost estimates, the Infrastructure Related Stabilization option is estimated at approximately $3.12 million, including contingency. Combined with the proposed engineering services agreement, the current planning-level project cost is approximately $3.88 million. As the project advances through engineering design, cost estimates will continue to be refined based on updated field information, permitting requirements, easement needs, design development, market conditions, and construction assumptions. Strategic Link: This item links to the City's Strategy Map strategic focus area of Infrastructure. It specifically relates to the City's Corporate Objective, F2: Invest to Provide & Maintain High Quality Public Assets. Page 5 of 6 Item 4M Citizen Input/ Board Review: During the evaluation of alternatives, staff conducted meetings with affected property owners, gathered written feedback from residents, and presented conceptual options to City Council. Following consideration of the technical analysis and resident input, City Council provided direction to advance the Infrastructure Related Stabilization option. The proposed agreement is intended to complete the engineering and supporting analyses necessary to implement that direction. Legal Review: The proposed agreement is based on a standard agreement that the City Attorney has reviewed and approved. Alternatives: City Council may approve the proposed Engineering Services Agreement as presented, including both the Core Design Services necessary to advance the Infrastructure Related Stabilization option and the Supporting Corridor Evaluation effort. Alternatively, City Council may direct staff to modify the scope of services by reducing or deferring portions of the Supporting Corridor Evaluation effort while retaining the Core Design Services necessary to complete engineering design of the stabilization improvements. City Council may also deny the agreement and provide alternative direction to staff. Supporting Documents: Attachment A: Engineering Services Agreement Staff Recommendation: Approve an agreement with Westwood Professional Services, Inc. for evaluation of the creek corridor, engineering design, and related professional services associated with infrastructure-related stabilization upgrades for the Jones Branch Sewer Protection Project in an amount not to exceed $700,000. Staff Contact: Pritam Deshmukh, Director of Public Works Jeff Ginn, P.E.,CFM, City Engineer Josue A. Hernandez, P.E., Civil Engineer Page 6 of 6