Title
An ordinance authorizing execution of an agreement with Wilson & Company, Inc., Project No. 73-3221 (original RFQ No. 11001-D), in an amount not to exceed $380,840.00 for Professional Engineering Services for the Chipman Road Improvements from View High Drive to Bent Tree Drive. (PWC 6-19-18)
Body
Issue/Request:
An ordinance authorizing execution of an agreement with Wilson & Company, Inc., Project No. 73-3221 (original RFQ No. 11001-D), in an amount not to exceed $380,840.00 for Professional Engineering Services for the Chipman Road Improvements from View High Drive to Bent Tree Drive.
Key Issues:
• An agreement between Jackson County and the City of Lee's Summit was reached on 4/18/18 so the City can make improvements to Chipman Road along the Rock Island Corridor right of way which includes the removal of the 1-lane railroad tunnel.
• Originally in 2010, Wilson & Co. was chosen as the best qualified engineering firm for this project and design on this project up to the right-of-way plan stage was completed.
• The project was put on hold in 2012 until agreement could be reached to remove the 1-lane railroad tunnel.
• A new design contract is being presented to re-start the design work and address changes to the Scope of Services due to new development, infrastructure changes, and newer design standards along the corridor that occurred in the past 6 years. The original contract will be closed and the remaining funds (approx. $78,000) will be available for funding the new contract.
Proposed City Council Motion:
First Motion: I move for a second reading of an ordinance authorizing execution of an agreement with Wilson & Company, Inc., Project No. 73-3221 (original RFQ No. 11001-D), in an amount not to exceed $380,840.00 for Professional Engineering Services for the Chipman Road Improvements from View High Drive to Bent Tree Drive.
Second Motion: I move for adoption of an ordinance authorizing execution of an agreement with Wilson & Company, Inc., Project No. 73-3221 (original RFQ No. 11001-D), in an amount not to exceed $380,840.00 for Professional Engineering Services for the Chipman Road Improvements from View High Drive to Bent Tree Drive.
Background:
The improvements to Chipman Road between View High Drive and Bent Tree Drive were recommended in the City’s 2006 Thoroughfare Master Plan. Funding for the project was approved by voters as part of the 2007 Sales Tax Renewal. The original project included reconstructing approximately 0.9 miles of existing roadway as a 3-lane facility, adding curb and gutter, shared use path, street lighting, enclosed storm drainage, relocation of approximately 4,700 ft. of water main and 1,400 ft. of sanitary sewer, and the removal of the existing railroad tunnel. The main purpose for the project is safety improvements which will eliminate the 1-lane railroad tunnel, narrow pavement, areas with no shoulder, and the sharpness of several curves along the corridor.
Wilson & Co. was selected as the most qualified engineering firm (original RFQ No. 11001-D) and began designing the improvements for Chipman Road in 2010. The project was placed on hold in 2012 after Wilson & Co. had submitted the ROW plans. The hold was placed on the project due to the uncertain status of the Rock Island Railroad corridor.
The access rights to Rock Island corridor were purchased as part of joint venture between Jackson County Rock Island Rail Corridor Authority (RIRCA) and the Kansas City Area Transit Authority (KCATA) in May of 2016. Soon after, City staff began negotiating rights to remove the tunnel over Chipman as part of this project. Federal funds used to purchase the corridor stipulated the rail corridor retain the ability to carrier common freight rail traffic as had been the use since original construction. Maintaining “continuity” over Chipman Road could be accomplished by either re-building a railroad bridge or making payment to RIRCA in an amount sufficient to construct a railroad bridge.
In April 2018, the City and the RIRCA executed an agreement that gave the City rights to remove the bridge over Chipman Road in a manner necessary to construct the Chipman Road Improvements between View High and Bent Tree. Following the execution of that agreement, City staff entered into negotiations with Wilson & Company to re-start the design work on this project. During the 6-year hiatus, City design standards and policies for public roads have changed, as well as the corridor needs have changed. As such, this contract includes work to update the design, survey and right of way acquisition needs to meet current conditions. This project will not design a rail bridge; that will be RIRCA’s responsibility as stated in the inter-agency agreement.
The updated work for this project will add the replacement and upsizing of 2,750 ft. of water main running south on View High Drive from Chipman Road to the Village at View High. It should be noted that this project is funded from several sources. The road improvements are funded from the 2007 CIP sales tax, whereas the water and sewer improvements are funded by Water Utilities rates and fees allocated to capital improvements.
Traffic conditions at the intersection of Chipman and View High now meet warrants for installing a traffic signal, so a signal has been added to the project. The main purpose for the project is still safety improvements. Safety is being addressed by removing the 1-lane railroad tunnel, adding wide lanes or multi-use trail to accommodate cyclists, adding sidewalks on both sides of the street, adding street lighting, improving sight distances, and adding the traffic signal at View High.
From an administrative standpoint, it will be easier to close out the old contract from 2010 and start a new contract in 2018. During those 8 years, the City adopted a new accounting software system, billing and procurement policies, updated consultant insurance requirements, adopted a new logo, new online procurement system, etc. However, the project managers from 2010, from both Wilson and the City, are still working with their respective employers. The last set of plans submitted in 2012 were right of way plans that were about 65% complete. Wilson & Co. provides a significant amount of work and institutional knowledge related to this project that is still available for use. Based on these conditions, City staff is recommending to update the project number and contract at this time through executing the new contract attached to this packet rather than a contract amendment.
Impact/Analysis:
From 2010, Wilson & Company, Inc. was selected as the top ranked firm by the selection committee.
At that time, the Purchasing Division issued RFQ 11001-D on February 5, 2010. RFQ was advertised and notices sent to 75 potential firms. An additional 93 potential respondents were notified through Demand Star, the City's e-procurement provider. Thirteen (13) RFQ submittals were received by Purchasing on or before the deadline date of February 26, 2010.
A six (6) member committee consisting of city staff from Public Works Department reviewed all the submittals and selected the top three firms to interview. During the interview process, Wilson & Co. was the top ranked firm by the committee.
Timeline:
Design, right of way acquisition and utility relocation: 2018 and 2019.
Construction startup will be in 2020.
Other Information/Unique Characteristics:
Presenter
Dena Mezger, Director of Public Works
Recommendation
Recommendation:
Staff recommends approval of an ordinance authorizing execution of an agreement with Wilson & Company, Inc., Project No. 73-3221 (original RFQ No. 11001-D), in an amount not to exceed $380,840.00 for Professional Engineering Services for the Chipman Road Improvements from View High Drive to Bent Tree Drive.
Committee Recommendation
Committee Recommendation: The Public Works Committee voted unanimously 4-0 to recommend to City Council approval of an ordinance authorizing execution of an agreement with Wilson & Company, Inc., Project No. 73-3221 (original RFQ No. 11001-D), in an amount not to exceed $380,840.00 for Professional Engineering Services for the Chipman Road Improvements from View High Drive to Bent Tree Drive.