2026 4 13 Work Session PACKET website

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PUBLIC WORKS 
 
TO:  Randall Dowling, City Manager 
FROM:  Kevin L. Helms, Project Manager 
Cc:  Ben Burchfield, Public Works Director 
DATE:  April 8, 2026 
SUBJECT: ARP Stormwater Project – Amendments to Professional Services Agreement 
 
Summary 
This memo requests approval of two amendments totaling $161,350 to support expanded survey work 
and construction design services related to the ARP Stormwater Project.  
 
Background 
• In 2023, the City received ARP funding for stormwater projects and issued RFQ 23-08 to select an 
engineering firm. 
• Gresham Smith was selected and approved by Council in July 2023. 
• The initial agreement was executed in September 2023 for planning services (Task Order 1) in an 
amount not to exceed $502,000. Work under this task order is ongoing. 
• In April 2025, Council approved design, bidding, and construction phase services (Task Order 2) in 
the amount of $115,100 for work at the Mayfield site.  
 
Current Request 
Staff is requesting approval of two amendments to the professional services agreement with Gresham 
Smith, one for each task order. 
• Amendment 1 – Task Order 1 (Survey Work) 
o Amount: $17,050  
o Reason: The number of stormwater structures requiring survey increased from an 
estimated 200 to 343.  
o Impact: This work is necessary to complete a comprehensive and accurate inventory of 
the City’s stormwater system, which is a primary objective of the project.  
o Cost Sharing: The engineer will absorb approximately half of the total overage within the 
existing not-to-exceed budget. 
• Amendment 2 – Task Order 2 (Additional Design and Construction Services) 
o Amount: $144,300  
o Reason: After completion of the opinion of probable cost for the Mayfield site, it 
was determined that available construction funding could support additional 
project locations.  
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