Title
Consider/Discuss/Act on a Resolution Authorizing the City Manager to Execute a Contract with Garver, LLC for Engineering Services for CO2437 - Spur 399 Utility Relocations Project and Any Necessary Supplemental Agreements
Summary
COUNCIL GOAL: Operation Excellence
(2.1: Balance available resources to accommodate the growth and maintenance needs of the city)
MEETING DATE: August 19, 2025
DEPARTMENT: Development Services/Engineering
CONTACT: Katie McKenzie, PE, CIP Manager
Brook Retta, PE, CIP Engineer
RECOMMENDED CITY COUNCIL ACTION:
• Approval of the Resolution.
ITEM SUMMARY:
• This Resolution authorizes the City Manager to execute a contract in the amount of $1,082,341, as well as all required supplemental agreements thereto, with Garver, LLC, to provide professional engineering services for the Spur 399 Utility Relocations project, for a total aggregate contract amount, inclusive of any supplemental agreements, not to exceed $1,244,500.
BACKGROUND INFORMATION:
• The Texas Department of Transportation (TxDOT) is in the process of design and right-of-way acquisition for the upcoming reconstruction of Spur 399 from SH 5 to US 380 in eastern McKinney. TxDOT has the construction bidding scheduled for early 2027.
• The Spur 399 Utility Relocations project is required to relocate and improve the existing water and sanitary sewer mains and services to clear the proposed roadway facilities needed by TxDOT prior to the roadway construction.
• There are approximately 8,500 linear foot of existing water distribution lines ranging in size from 2 inches to 24 inches and about 7,000 linear feet of existing sanitary sewer collection lines ranging in size from 8-inches to 48-inches of existing sanitary sewer collection lines along the proposed Spur 399 that conflict with the proposed TxDOT reconstruction project. Some of the relocated water and sanitary sewer lines will be upsized per the Water and Wastewater Master Plans.
• Permanent easements and temporary construction easements will be needed in areas where the space is limited for the relocated water and sanitary sewer lines. There are approximately fourteen (14) parcels that easements are expected to be acquired along the project limits.
• A Standard Utility Agreement (SUA) with The Texas Department of Transportation (TxDOT) will be prepared as a part of this project for reimbursement by TxDOT of expenses for the Spur 399 Utility Relocations project. The total cost of the City utility relocation project, including design, easement acquisition, construction, project management, and construction inspection is estimated to be $7,700,000. The estimated reimbursement percentage from TxDOT will be 25% ($1,925,000) and will be paid, after the completion of the utility relocation project.
• Garver, LLC submitted a response to RFQ 24-47 for On-call Utility Design Services. They were one of sixteen firms shortlisted by City Council on September 17, 2014.
• They were selected from this group based on their availability to perform the project and their experience with similar projects in the DFW metroplex.
• Staff has negotiated a project proposal with Garver, LLC in the amount of $1,082,341. Their scope includes the following elements:
o Basic Services (Design Services & Bid Phase Services)
o Special Services (Construction Administration Services, Surveying for Engineering Design, Franchise Utility Coordination, Subsurface Utility Engineering, Easement Documents, Geotechnical Investigation, Public Involvement, TxDOT Standard Utility Coordination, Environmental Investigation, and Easement and Property Acquisition).
• Construction of this project is estimated to cost approximately $7,700,000. Garver, LLC submitted a proposal of $1,082,341 (14.06% of the estimated construction) to perform the engineering services. The proposed fee is separated into basic services of $460,900 (5.99% of the construction cost) and $621,441 (8.07% of the construction cost) in additional services.
• Staff is recommending a 15% design contingency for the project in the event that additional design services are deemed necessary at a later date.
• Design of this project, including required easement acquisition, is anticipated to take 12 months to complete. Construction is anticipated to begin as early as November 2026 and to be completed by May 2027.
FINANCIAL SUMMARY:
• The Resolution authorizes a professional services contract with Garver, LLC for an amount not to exceed $1,244,500.
• With approval of this item, $0.00 will remain in CO2437.
• Remaining funding necessary to construct the project will be included in the proposed FY26 capital project budget for CIP project CO2437.
BOARD OR COMMISSION RECOMMENDATION:
• N/A