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11/01/2021-CC-Agenda Packet-Work SessionAGENDA CITY COUNCIL WORK SESSION MONDAY, NOVEMBER 1, 2021 6:00 PM HISTORIC CHURCH BUILDING ­ 403 N 7TH STREET SANGER, TEXAS 1.Call Meeting to Order 2.LAKES AT LANE RANCH ­ PRESENTATION Presentation of proposed Lakes at Lane Ranch Development. (Hammonds) 3.CAPITAL IMPROVEMENT PROGRAM PROCESS Presentation by Engineering on General Capital Improvement Program Project Process. (LaPiene) 4.Overview of Items on the Regular Agenda 5.Adjourn I, the undersigned authority, do hereby certify that this Notice of Meeting was posted on the City Website, and on the bulletin board, at the City Hall of the City of Sanger, Texas, a place convenient and readily accessible to the general public at all times. Said notice was posted on the following date and time, and remained posted continuously for at least 72 hours prior to the scheduled time of said meeting and shall remain posted until meeting is adjourned. October 28, 2021, 4:00 PM Kelly Edwards, City Secretary City of Sanger, Texas Date/Time Posted This facility is wheelchair accessible and accessible parking spaces are available. Requests for additional accommodations or interpretive services must be made 48 hours prior to this meeting. Please contact the City Secretary's office at (940) 458­7930 for further information. Page 1 CITY COUNCIL AGENDA MEMO AGENDA ITEM NO. 2. AGENDA MEETING DATE: November 1, 2021 TO: John Noblitt, City Manager FROM: Ramie Hammonds, Development Service Director ITEM/CAPTION: LAKES AT LANE RANCH ­ PRESENTATION Presentation of proposed Lakes at Lane Ranch Development. (Hammonds) AGENDA TYPE: Work Session ACTION REQUESTED:  Presentation  BACKGROUND: Presentation by developer for a potential mixed use development. LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK: N/A FINANCIAL SUMMARY ­ FUNDING/FISCAL IMPACT: N/A FUNDS: N/A STAFF RECOMMENDATION/ACTION DESIRED: N/A Page 2 CITY COUNCIL AGENDA MEMO AGENDA ITEM NO. 3. AGENDA MEETING DATE: November 1, 2021 TO: John Noblitt, City Manager FROM: Tracy LaPiene, City Engineer ITEM/CAPTION: CAPITAL IMPROVEMENT PROGRAM PROCESS Presentation by Engineering on General Capital Improvement Program Project Process. (LaPiene) AGENDA TYPE: Work Session ACTION REQUESTED:  Presentation  BACKGROUND: Staff shall provide a presentation of general processes involved with capital improvement program projects. LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK: NA FINANCIAL SUMMARY ­ FUNDING/FISCAL IMPACT: NA FUNDS: NA STAFF RECOMMENDATION/ACTION DESIRED: NA ATTACHMENTS: Description Upload Date Type CIP Project Process Outline 10/22/2021 Presentation CIP Project Process PPT 10/22/2021 Presentation Page 3 T. LaPiene 10/21/21 Page 1 of 4 Capital Improvement Program (CIP) Project Process Strategic Planning – Project Identification  Comprehensive Plan Basis for Infrastructure Planning  Assessing current levels of service.  Identify future needs based on future growth.  Public Buildings  Water and Wastewater Study  Roadway Study  Drainage Study (Not currently under consideration) No proposed drainage or flood reduction projects in planning.  Preliminary project cost estimates  Project prioritization  Determination of Funding Source / Resources o Enterprise Capital Project Funds  Electric  Water  Wastewater  Roadway o Capital Projects Fund o Bond Package o Grants  County  TXDOT  State  TWDB/FEMA o Budget  Best to have list of possible projects to include in RFQ advertisements to get best Professional Service responses. Page 4 T. LaPiene 10/21/21 Page 2 of 4 RFQ – Request for Qualifications for Professional Services  Municipalities required to use Quality Based Selection for Professional Services.  Following selection of most qualified firms, cost for particular tasks or project can be negotiated. If cannot come to agreement or meet budgetary requirements then municipality can move to the next most qualified firm.  RFQ Process o Publish RFQ o RFQ’s in Evaluation – interview o Select Top 5 Firms in Each Category o Firms sign “Master Agreement” for each award Length of Term - Single 3 year term No renewals  City Council approval of Firm Selection and Issue the list of awarded firms sorted by category  Engineering Services (Possible Categories – may be combined) o Geotechnical & Construction Materials Testing o Subsurface Utility Engineering o Surveying o Architectural o Landscape Architecture and Open Areas o Historical Architecture, Planning, and Preservation Services o New Construction of Water, Wastewater, & Drainage Facilities o Rehabilitation of Water, Wastewater, & Drainage Facilities o New Construction of Roadways o Rehabilitation of Roadways o Traffic Engineering, Traffic Planning, and Street Lighting o Hydraulics & Hydrology/Floodway o Specialized Services  Structural, ADA/RAS, Land Use Planning, EC, SUE, CA & PM, CI o General Consulting, Analysis and/or Engineering Studies  Modelling, impact Studies, Feasibility Studies, Master Planning o Right-of-Way (ROW) Acquisition o Real Estate Appraisals  Legal o Preparation of Master Agreement for Professional Services and Engineering Services between the City of Sanger, Texas and __________ Page 5 T. LaPiene 10/21/21 Page 3 of 4 Projects  Project selection and funding sources determined.  Consultants selected. o City Council Approval Task Order  Preliminary Engineering o Preliminary Opinion of Probable Construction Costs (OPCC) o Determination of Survey needs. o Determination of ROW or Easement Acquisition Needs o Determination of individual studies or additional consultants needed.  Project Design o Engineering design o Survey  Boundary surveys  Topographic Surveys  Individual property exhibits for ROW or Easement Acquisitions. o Environmental Study & Analysis  Environmental Study  Archaeological Study (Depending on Funding Source)  Jurisdictional Waters Determination/Delineation  Streams/Channels  Ponds o Hydraulic Study  Flood Study  CLOMR/LOMR  USACE Permitting  Dam Breach and Hydraulic Capacity Analysis o Environmental Protection Plan  Greenspace  Storm Water Pollution Prevention Plan o Traffic Impact Analysis o TXDOT Permitting o Citizen/Public Meetings o Construction Documents  Plans  Specifications  Construction Contract Documents o Post-Design Opinion of Probable Construction Costs (OPCC) o Ensure Funding  ROW/Easement Acquisition  Permitting o FEMA o USACE o TXDOT  Bidding  Award of Construction Project Page 6 T. LaPiene 10/21/21 Page 4 of 4  Construction o Inspection  Staff or 3rd Party o Geotechnical and Materials Testing Task Award o Traffic Control o Construction Administration  Change Orders  Billing  Review & Coordination of all parties o Substantial Completion  Financials  Filing  Bonds  Permitting (LOMR) o Final Acceptance Page 7 CAPITAL IMPROVEMENT PROGRAM (CIP) PROJECT PROCESS 1 Page 8 Comprehensive Plan Basis for Infrastructure Planning Assessing current levels of service. Identify future needs based on future growth. Public Buildings Water and Wastewater Study Roadway Study Drainage Study (Not currently under consideration) No proposed drainage or flood reduction projects in planning. Preliminary project cost estimates Project prioritization STRATEGIC PLANNING PROJECT IDENTIFICATION 2 Page 9 Determination of Funding Source / Resources o Enterprise Capital Project Funds Electric Water Wastewater Roadway o Capital Projects Fund o Bond Package o Grants County TXDOT State TWDB/FEMA o Budget Best to have list of possible projects to include in RFQ advertisements to get best Professional Service responses. STRATEGIC PLANNING PROJECT IDENTIFICATION 3 Page 10 Municipalities required to use Quality Based Selection for Professional Services. Following selection of most qualified firms, cost for particular tasks or project can be negotiated. If cannot come to agreement or meet budgetary requirements then municipality can move to the next most qualified firm. RFQ Process o Publish RFQ o RFQ’s in Evaluation – interview o Select Top 5 Firms in Each Category o Firms sign “Master Agreement” for each award Length of Term - Single 3 year term No renewals City Council approval of Firm Selection and Issue the list of awarded firms sorted by category REQUEST FOR QUALIFICATIONS FOR PROFESSIONAL SERVICES (RFQ) 4 Page 11 Engineering Services (Possible Categories – may be combined) •Geotechnical & Construction Materials Testing •Subsurface Utility Engineering •Surveying •Architectural •Landscape Architecture and Open Areas •Historical Architecture, Planning, and Preservation Services •New Construction of Water, Wastewater, & Drainage Facilities •Rehabilitation of Water, Wastewater, & Drainage Facilities •New Construction of Roadways •Rehabilitation of Roadways REQUEST FOR QUALIFICATIONS FOR PROFESSIONAL SERVICES (RFQ) 5 Page 12 Engineering Services (Possible Categories – may be combined) •Traffic Engineering, Traffic Planning, and Street Lighting •Hydraulics & Hydrology/Floodway •Specialized Services •Structural, ADA/RAS, Land Use Planning, EC, SUE, CA & PM, CI •General Consulting, Analysis and/or Engineering Studies •Modelling, impact Studies, Feasibility Studies, Master Planning •Right-of-Way (ROW) Acquisition •Real Estate Appraisals REQUEST FOR QUALIFICATIONS FOR PROFESSIONAL SERVICES (RFQ) 6 Page 13 Legal o Preparation of Master Agreement for Professional Services and Engineering Services between the City of Sanger, Texas and __________ REQUEST FOR QUALIFICATIONS FOR PROFESSIONAL SERVICES (RFQ) 7 Page 14 Project selection and funding sources determined. Consultants selected. o City Council Approval Task Order Preliminary Engineering o Preliminary Opinion of Probable Construction Costs (OPCC) o Determination of Survey needs. o Determination of ROW or Easement Acquisition Needs o Determination of individual studies or additional consultants needed PROJECT PROCESS 8 Page 15 Engineering design Survey o Boundary surveys o Topographic Surveys o Individual property exhibits for ROW or Easement Acquisitions. Environmental Study & Analysis o Environmental Study o Archaeological Study (Depending on Funding Source) o Jurisdictional Waters Determination/Delineation Streams/Channels Ponds Hydraulic Study o Flood Study o CLOMR/LOMR o USACE Permitting Dam Breach and Hydraulic Capacity Analysis PROJECT DESIGN 9 Page 16 o Environmental Protection Plan Greenspace Storm Water Pollution Prevention Plan o Traffic Impact Analysis o TXDOT Permitting o Citizen/Public Meetings o Construction Documents Plans Specifications Construction Contract Documents o Post-Design Opinion of Probable Construction Costs (OPCC) o Ensure Funding PROJECT DESIGN 10 Page 17 ROW/Easement Acquisition Permitting o FEMA o USACE o TXDOT Bidding Award of Construction Project PROJECT DESIGN 11 Page 18 Inspection o Staff or 3 rd Party Geotechnical and Materials Testing Task Award Traffic Control Construction Administration o Change Orders o Billing o Review & Coordination of all parties Substantial Completion o Financials o Filing o Bonds o Permitting (LOMR) Final Acceptance CONSTRUCTION 12 Page 19