Title
An Ordinance approving Modification No. 4 to an Agreement dated February 23, 2021 for Professional Engineering Services for the East Fork of Little Blue Watershed River Stormwater Improvement Project (Sole Source) between the City of Lee’s Summit, Missouri, and Allgeier, Martin & Associates, Inc., for an increase of $46,612.00 for the amended basic services, with an amended amount of $975,212.00, and authorizing the City Manager to execute the same. (PWC 8/12/24)
Body
Issue/Request:
An Ordinance approving Modification No. 3 to an Agreement dated February 23, 2021 for Professional Engineering Services for the East Fork of Little Blue Watershed River Stormwater Improvement Project (Sole Source) between the City of Lee’s Summit, Missouri, and Allgeier, Martin & Associates, Inc., for an increase of $46,612.00 for the amended basic services, with an amended amount of $975,212.00, and authorizing the City Manager to execute the same.
Key Issues:
• The City and Allgeier, Martin & Associates, Inc. (hereinafter "Engineer") entered into an Agreement for Professional Engineering Services for the East Fork of Little Blue River Watershed Stormwater Project (Sole Source) dated February 23, 2021 (hereinafter "Base Agreement").
• Pursuant to Ordinance 9308, the City and Engineer modified the Base Agreement to provide Design Services described in Modification No. 1 to the Base Agreement.
• Pursuant to Ordinance 9587, the City and the Engineer further modified the Base Agreement to provide Design Services described in Modification No. 2 to the Base Agreement
• Pursuant to Ordinance 9801, the City and the Engineer further modified the Base Agreement to provide Design and Construction Services described in Modification No. 3
• Engineer has submitted a proposal with estimated costs for additional design and construction services described in Modification No. 4
• The City desires to modify the Base Agreement, as amended, with Engineer to provide said engineering services (hereinafter "Modification No. 4").
Proposed Committee Motion:
I move to recommend to the City Council approval of an Ordinance approving Modification No. 3 to an Agreement dated February 23, 2021 for Professional Engineering Services for the East Fork of Little Blue Watershed River Stormwater Improvement Project (Sole Source) between the City of Lee’s Summit, Missouri, and Allgeier, Martin & Associates, Inc., for an increase of $46,612.00 for the amended basic services, with an amended amount of $975,212.00, and authorizing the City Manager to execute the same.
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of an Ordinance approving Modification No. 3 to an Agreement dated February 23, 2021 for Professional Engineering Services for the East Fork of Little Blue Watershed River Stormwater Improvement Project (Sole Source) between the City of Lee’s Summit, Missouri, and Allgeier, Martin & Associates, Inc., for an increase of $46,612.00 for the amended basic services, with an amended amount of $975,212.00, and authorizing the City Manager to execute the same.
SECOND MOTION: I move for adoption of an Ordinance approving Modification No. 3 to an Agreement dated February 23, 2021 for Professional Engineering Services for the East Fork of Little Blue Watershed River Stormwater Improvement Project (Sole Source) between the City of Lee’s Summit, Missouri, and Allgeier, Martin & Associates, Inc., for an increase of $46,612.00 for the amended basic services, with an amended amount of $975,212.00, and authorizing the City Manager to execute the same.
Background:
The primary purpose of this project is to mitigate the risk of structural flooding of residential structures located in the watershed of the East Fork of the Little Blue River. Area 2 is along SE Country Lane south of 5th Terrace. Area 3 is along SE 3rd Street east of Todd George Parkway. Area 4 is located at the cul-de-sac of SE Boone Trail south of Winburn Trail. Residents certified in writing that their properties experienced structural flooding, and City staff evaluated the primary cause was either failed or absence of public infrastructure. Based on upon meeting those conditions, this work was eligible for funds using the Capital Projects Sales Tax Fund that was approved by voters in April 2017.
An agreement between the City and Allgeier, Martin and Associates was executed on February 23, 2021 for professional engineering services for East Fork of Little Blue Watershed Stormwater Improvement Project. The project has a multi-phase approach. Phase 1 included gathering background information, developing practical alternatives, developing cost estimates, and presenting conceptual alternatives were completed as part of the Base Agreement. Phase 2, which is currently underway, includes design of the recommended approaches along the East Fork of Little Blue Watershed Stormwater Project. Modification 1, that was executed on December, 28, 2021, also included bidding and limited construction phase services.
The current phase is nearing the final design phase of completing projects specific detail sheets and resolving potential conflicts during construction. Allgeier Martin has submitted bid plans for Area 2 and construction is anticipated to commence mid-August. Allgeier Martin is working towards final plans for Areas 3 and 4 to the City. Plans include the addition of storm sewer structures, reinforced concrete pipe, and two regional detention basins.
As with many projects, the location of City owned water lines are based on information found in as-built drawings. These as-built drawings provide a good starting point for design. Once plan sheets were generated, the City contracted with an on-call contractor to expose the water mains through hydro-excavation. During plan review, it became apparent that the amount of water line relocation along the south side of SE 3rd Street was significant. Rather than to relocate a high-pressure main to be under pavement, staff decided to adjust the storm lines to be more under the curb and gutter. Some water main relocation will still be needed, but it will be much less. Additionally, this adjustment will avoid many other utilities within the project limits; thereby minimizing public disruption and potential project delays due to utility relocation efforts.
The project also includes construction detention basins necessary to reduce the risk if structural flooding in these areas. Once the basins are graded, surveyors will measure the as-built topography to verify that the basins were graded per the design. If the survey shows significant cuts are needed to the grade, surveyors can place cut stakes while on-site and coordinate with the City’s inspector. Additionally, having an as-graded record drawing of the basins will provide the City with the necessary record needed to ensure the basins function as designed for many years to come.
The original contract consisted of the stormwater study (Phase 1) and authorized a fee up to $158,000. Modification No. 1 consisted of engineering design services to prepare construction documents that aligned with the proposal in the initial study for a revised contract amount of $624,000. Modification No. 2 consisted of water main relocation design in Area 2 of the project and additional easement acquisition services for a revised contract amount of $653,000. Modification No. 3 authorized construction phase services for a revised contract amount of $928,600. This modification No. 4 will authorize an amended contract amount of $975,212 for additional design and construction phase services.
Impact/Analysis:
This is the City's standard agreement between the City and a consulting engineering firm with regard to engineering services. This agreement will allow Allgeier Martin to provide engineering services to the City to accommodate improvements to the public system.
Timeline:
Start Design: January 2022
Finish Design: Summer 2024
Construct: Fall 2024 through Fall 2025
Other Information/Unique Characteristics:
If not approved, construction will include significant utility relocation efforts. Critical record of as graded detention basins that will be maintained by Public Works Operations staff will not be captured, nor will the Engineer be in a position to verify that the basins were installed per the design.
Presenter
Karen Quackenbush, Senior Staff Engineer
Recommendation
Staff recommends approval.
Committee Recommendation: The Public Works Committee voted unanimously 4-0, to recommend to City Council approval of an Ordinance approving Modification No. 3 to an Agreement dated February 23, 2021 for Professional Engineering Services for the East Fork of Little Blue Watershed River Stormwater Improvement Project (Sole Source) between the City of Lee’s Summit, Missouri, and Allgeier, Martin & Associates, Inc., for an increase of $46,612.00 for the amended basic services, with an amended amount of $975,212.00, and authorizing the City Manager to execute the same.