Title
An Ordinance authorizing the execution of an agreement by and between the City of Lee’s Summit, Missouri, and Walter P. Moore and Associates, Inc. in an amount not to exceed $558,875.00 for Professional Engineering Services for Ward Road Improvements from O'Brien Road to Chipman Road, and authorizing the City Manager to enter into an agreement for the same. (PWC 1/8/24)
Body
Issue/Request:,
An Ordinance authorizing the execution of an agreement by and between the City of Lee’s Summit, Missouri, and Walter P. Moore and Associates, Inc. in an amount not to exceed $558,875.00 for Professional Engineering Services for Ward Road Improvements from O'Brien Road to Chipman Road, and authorizing the City Manager to enter into an agreement for the same.
Key Issues:
• City Staff recommends a sole source agreement with Walter P. Moore and Associates, Inc. for professional engineering services in support of the Ward Road Improvements from O'Brien Road to Chipman Road (hereinafter "Project").
• Walter P. Moore and Associates, Inc. was previously selected for the engineering services required for the Ward Road Improvements from Blue Parkway to O'Brien Road by Qualification Based Selection as part of RFQ No. 2022-040, which overlaps the Project.
• Walter P. Moore has unique experience, knowledge, and technical data of the Project area by completing work that can be incorporated into Project.
• Changing the engineering services provider for the Project would lead to inefficiencies and loss of work already completed and paid for with the Ward Road Improvements from Blue Parkway to O'Brien Road Project.
• The City desires to enter into an agreement with the Engineer to perform the Project.
Proposed City Committee Motion:
I move to recommend to the City Council approval for a second reading of an Ordinance authorizing the execution of an agreement by and between the City of Lee’s Summit, Missouri, and Walter P. Moore and Associates, Inc. in an amount not to exceed $558,875.00 for Professional Engineering Services for Ward Road Improvements from O'Brien Road to Chipman Road, and authorizing the City Manager to enter into an agreement for the same.
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of an Ordinance authorizing the execution of an agreement by and between the City of Lee’s Summit, Missouri, and Walter P. Moore and Associates, Inc. in an amount not to exceed $558,875.00 for Professional Engineering Services for Ward Road Improvements from O'Brien Road to Chipman Road, and authorizing the City Manager to enter into an agreement for the same.
SECOND MOTION: I move for adoption of an Ordinance authorizing the execution of an agreement by and between the City of Lee’s Summit, Missouri, and Walter P. Moore and Associates, Inc. in an amount not to exceed $558,875.00 for Professional Engineering Services for Ward Road Improvements from O'Brien Road to Chipman Road, and authorizing the City Manager to enter into an agreement for the same.
Background:
This project will improve approximately 0.5 miles of Ward Road from NW O’Brien Road to NW Chipman Road as identified and approved in the Capital Improvement Plan. This project was among the transportation improvements committed as part of the 2017 CIP Sales Tax Renewal. The primary purpose of the project is to enhance safety and operations of the corridor for motorists, cyclists and pedestrians. Ward Road will be reconstructed and the proposed roadway will be a two-lane section with bike lanes and sidewalks on both sides. This is the second of two phases for planned improvements to Ward Road between NW Blue Parkway and NW Chipman Road. The first phase extends from NW Blue Parkway to NW O’Brien Road (Phase 1) and is currently in design. This second phase will provide a multi-modal connection from the first phase improvements to the existing facilities on NW Chipman Road.
This project will include the addition of sidewalk, curb and enclosed storm drainage, and street lighting. These features are design elements described in the City’s Livable Streets Policy necessary to accommodate mulit-modal traffic along this street.
Funding for the project comes from the 2017 CIP Sales Tax Renewal in addition to Water Construction funds for improvements to existing water infrastructure within the project limits.
Walter P. Moore and Associates, Inc. was previously selected for engineering services required for the Ward Road - Phase 1 Project through a qualifications-based selection process as part of the Public Works Engineering issued RFQ No. 2022-040 on January 12, 2022 in accordance with state statutes and local procurement policies. Some survey and design work performed for the project Ward Road - Phase 1 is applicable to the project Ward Road - Phase 2. This gives Walter P. Moore and Associates, Inc. unique knowledge of the project area and access to data that will benefit the design of Ward Road - Phase 2.
Section 7.2 of the City’s current Purchasing Policy Manual states "The Procurement and Contract Services Manager may waive the requirement of competitive bids or proposals for supplies/services when he/she has determined in writing the following conditions: ... d. A firm has significant previous or specialized knowledge on a proposed project that would result in significant monetary and/or time savings in completion of the project.” The previously completed work for portions of Ward Road - Phase 1 can be incorporated into the Ward Road - Phase 2 project and rebid as part of that project. Changing the engineering services provider would lead to inefficiencies in both time and cost and result in the loss of work already completed and paid for.
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 Walter P. Moore and Associates, Inc. to provide engineering services to the City. Using the sole source process will save time and money on this project.
Timeline:
Start Design: January 2024
Finish Design: February 2025
Construct: March 2026
Other Information/Unique Characteristics:
Presenter
Karen Allison, Senior Staff Engineer
Recommendation
Staff recommends approval.
Committee Recommendation
Committee Recommendation: The Public Works Committee voted unanimously 4-0, to recommend to City Council approval an Ordinance authorizing the execution of an agreement by and between the City of Lee’s Summit, Missouri, and Walter P. Moore and Associates, Inc. in an amount not to exceed $558,875.00 for Professional Engineering Services for Ward Road Improvements from O'Brien Road to Chipman Road, and authorizing the City Manager to enter into an agreement for the same.