Title
An Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for Stormwater - SW Lea Drive (RFQ NO. 543-32272A) by and between the City of Lee's Summit, Missouri, and Olsson and Associates, for an increase of $25,795 with an amended not to exceed amount of $234,251, and authorizing the City Manager execute an agreement of the same. (PWC 12/7/20)
Body
Issue/Request:
An Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for Stormwater - SW Lea Drive (RFQ NO. 543-32272A) by and between the City of Lee's Summit, Missouri, and Olsson and Associates, for an increase of $25,795 with an amended not to exceed amount of $234,251, and authorizing the City Manager execute an agreement of the same.
Key Issues:
• Pursuant to Ordinance No. 8665, the City entered into an Agreement for Professional Engineering Services for Stormwater - SW Lea Drive (RFQ No. 543-32272A) with Olsson and Associates
• During design it became apparent that an existing 24-inch major distribution water main would be in conflict with the proposed culvert under Ward Road.
• The City desires to modify the base agreement with Olsson and Associates to provide additional engineering services for the design and relocation of the water main.
• Funding for this project is authorized from the Capital Projects Sales Tax Fund that was approved by voters in April 2017 and became effective on April 1, 2018
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of an Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for Stormwater - SW Lea Drive (RFQ NO. 543-32272A) by and between the City of Lee's Summit, Missouri, and Olsson and Associates, for an increase of $25,795 with an amended not to exceed amount of $234,251, and authorizing the City Manager execute an agreement of the same.
SECOND MOTION: I move for adoption of an Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for Stormwater - SW Lea Drive (RFQ NO. 543-32272A) by and between the City of Lee's Summit, Missouri, and Olsson and Associates, for an increase of $25,795 with an amended not to exceed amount of $234,251, and authorizing the City Manager execute an agreement of the same.
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of an Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for Stormwater - SW Lea Drive (RFQ NO. 543-32272A) by and between the City of Lee's Summit, Missouri, and Olsson and Associates, for an increase of $25,795 with an amended not to exceed amount of $234,251, and authorizing the City Manager execute an agreement of the same.
SECOND MOTION: I move for adoption of an Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for Stormwater - SW Lea Drive (RFQ NO. 543-32272A) by and between the City of Lee's Summit, Missouri, and Olsson and Associates, for an increase of $25,795 with an amended not to exceed amount of $234,251, and authorizing the City Manager execute an agreement of the same.
Background:
An agreement between the City and Olsson was executed on July 16, 2019 for professional engineering services to design the Stormwater - SW Lea Drive project. Olsson has submitted final plans to the City. Final plans include the replacement of a triple 9.33’ x 6.33’ Corrugated Metal Arched Pipes (CMAPs) located under Ward Road with a triple 14’ x 7’ Reinforced Concrete Box (RCB).
In addition to replacing the aging metal pipes, the new culvert will be lengthened to accommodate future roadway widening. The City’s current thoroughfare master plan show the future need for adding turn lanes along Ward Road between Longview Road and Persels Road. This widening will extend over the existing culvert. Waiting to extend the culvert in the future will significantly increase the cost of the future work as well as cause greater impact to traffic at that time. Extending the culvert now will allow use of the same types of construction crews, equipment, and method as part of this project. It will also take advantage of the required floodplain and environmental permitting required for the culver work, and eliminate the need to repeat this work in the future to extend the culvert.
The added length of the box will cause the culvert to be built over an existing water main, which is not desirable for the culvert nor the water main. Currently, there is a 24-inch major distribution water main located on the west side of Ward. As with many projects, initial water main locations are based off of City as-built drawings. In an effort to determine a more accurate location of the main, Public Works Operations and Water Utilities worked together to both gain access into the wooded area and then with the use of a hydro excavator to uncover the water main to determine the precise depth and location of the main. This potholing showed the water main and new culvert would be in conflict.
Industry engineering practices, and future maintenance practices, do not support allowing a 24-inch major distribution water main to be located under a triple cell 14’ x 7’ RCB. Therefore, it is necessary for the water main to be relocated to a safe and maintainable distance from the RCB. Having the water main relocation plans in the same bid package as the stormwater improvements is a cost effective approach for the City and ensures that the new location will not be in conflict with any of the other storm improvements.
The original contract authorized a fee up to $208,456.00 that consisted of basic services. This modification will authorize a total fee up to $234,251.00.
Impact/Analysis:
This agreement will allow Olsson to provide engineering services to the City to accommodate extending the culvert to facilitate future
Timeline:
Start Design: January 2021
Finish Design: February 2020
Construct: 2021 Construction Season
Other Information/Unique Characteristics:
If not approved, the water main will remain in its current location, the RCB will be shortened to its original length. Future widening of Ward Road is anticipated in this area to support expected increases in traffic as the community develops more land. Future widening work would have to extend the culvert and relocate the water main at a much higher cost to the City.
Presenter
Bob Hartnett, Interim Director of Public Works
Recommendation
Staff recommends approval.
Committee Recommendation
The Public Works Committee voted unanimously 3-0 (Councilmember Carlyle "Absent"), to recommend to City Council approval of an Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for Stormwater - SW Lea Drive (RFQ NO. 543-32272A) by and between the City of Lee's Summit, Missouri, and Olsson and Associates, for an increase of $25,795 with an amended not to exceed amount of $234,251, and authorizing the City Manager execute an agreement of the same.