Title
An Ordinance approving Modification No. 3 to an Agreement dated July 16, 2019 (RFQ No. 543-32272) for Professional Engineering Services for Four Stormwater Improvement Projects - SW Blazing Star Drive, SW 34th Street, NE Delta School Road, SW Pinnell Drive, by and between the City of Lee’s Summit, Missouri, and Lamp Rynearson for an increase of $114,000 with an amended not to exceed amount of $315,700 and authorizing the City Manager to execute an agreement for the same. (PWC 12-7-20)
Body
Issue/Request:
An Ordinance approving Modification No. 3 to an Agreement dated July 16, 2019 (RFQ No. 543-32272) for Professional Engineering Services for Four Stormwater Improvement Projects - SW Blazing Star Drive, SW 34th Street, NE Delta School Road, SW Pinnell Drive by and between the City of Lee’s Summit, Missouri, and Lamp Rynearson for an increase of $114,000 with an amended not to exceed amount of $315,700 and authorizing the City Manager to execute an agreement for the same.
Key Issues:
• Pursuant to Ordinance No. 8667, the City and Lamp Rynearson entered into an Agreement for Professional Engineering Services for Four Stormwater Improvement Projects (RFQ No. 543-32272) - SW Blazing Star Drive, SW 34th Street, NE Delta School Road, SW Pinnell Drive
• City staff has identified four (4) additional locations where structural flooding occurs - Arlington Circle, Country Lane, Pierce Place, and Ponderosa Street (Stormwater Improvements - Phase 2)
• The City desires to modify the base agreement with Lamp Rynearson to provide additional engineering services for the Stormwater Improvements - Phase 2
• 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 Committee Motion:
I move to recommend to City Council for approval of an Ordinance approving Modification No. 3 to an Agreement dated July 16, 2019 (RFQ No. 543-32272) for Professional Engineering Services for Four Stormwater Improvement Projects - SW Blazing Star Drive, SW 34th Street, NE Delta School Road, SW Pinnell Drive, by and between the City of Lee’s Summit, Missouri, and Lamp Rynearson for an increase of $114,000 with an amended not to exceed amount of $315,700 and authorizing the City Manager to execute an agreement for 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 July 16, 2019 (RFQ No. 543-32272) for Professional Engineering Services for Four Stormwater Improvement Projects - SW Blazing Star Drive, SW 34th Street, NE Delta School Road, SW Pinnell Drive, by and between the City of Lee’s Summit, Missouri, and Lamp Rynearson for an increase of $114,000 with an amended not to exceed amount of $315,700 and authorizing the City Manager to execute an agreement for the same.
SECOND MOTION: I move for adoption of an Ordinance approving Modification No. 3 to an Agreement dated July 16, 2019 (RFQ No. 543-32272) for Professional Engineering Services for Four Stormwater Improvement Projects - SW Blazing Star Drive, SW 34th Street, NE Delta School Road, SW Pinnell Drive, by and between the City of Lee’s Summit, Missouri, and Lamp Rynearson for an increase of $114,000 with an amended not to exceed amount of $315,700 and authorizing the City Manager to execute an agreement for the same.
Background:
Stormwater management has been an ongoing discussion within the City for many years. Public Works completed stormwater planning documents from 1997 to 2002 that identified areas of flooding and conceptual recommendations. In many cases, stormwater issues are related to private property and not public infrastructure. The 2002 planning study was limited to recommending conceptual improvements to the public system to address flooding caused by a lack of public infrastructure or failing infrastructure.
A Citizen Stormwater Task Force was formed in 2004 that recommended five action items to address stormwater issues that should be implemented by private property owners, builders, developers, Homeowner Associations (HOAs), utilities and public funds. The public component of the task force recommendations focused on investing in public improvements to correct problems resulting from inadequate public infrastructure that cause structural flooding, street flooding that impeded emergency response, or stream erosion that threatened other public infrastructure.
These recommendations led to proposing a bond issue in 2007 to build stormwater infrastructure to address structural flooding issues. The bond issue approved by voters authorized $15.8 million to improve the public stormwater system or buy out properties with a history of repetitive flooding. Streambank stabilization issues, nuisance flooding or rehabilitating existing infrastructure were not included in the bond issue project.
To be eligible for the program, property owners were required to submit a written statement that their house flooded. At that time, over 47 properties were confirmed in writing and City staff verified that those properties incurred structural flooding due to a lack of public infrastructure. Many more homeowners initiated flooding service requests that had issues related to private property such as improper building construction or improper site grading that directed water into structural openings. From 2010 to 2016 the City began significant efforts to design and construct over three dozen stormwater improvement projects throughout the City.
In April 2017, voters approved a 15-year extension of the Capital Improvement (CIP) Sales Tax. This extension that started in 2018 was expanded to include stormwater improvements similar to the 2007 Bond issue projects, streambank stabilization, and rehabilitating portions of the aging metal pipe system. With the approval of the 2017 Sales Tax, remaining bond issue funds, a partnership with an HOA, and a partnership with a builder, the Public Works Department formulated a list of potential projects and ranked each location in an effort to prioritize design. In the fall of 2018, a list of 14 locations affecting 23 structures were identified. It was then decided that Public Works Staff would complete design of 2 of the locations, and the remaining 12 locations would be contracted out to engineering firms.
In February of 2019, staff issued a request for qualifications (RFQ 543-32272). After a review of 17 responses, staff identified 4 different firms - Olsson and Associates, Lamp Rynearson, Burns and McDonnell, and Intuition and Logic - to begin design. After negotiating scope and fees, all four firms began design and/or studies late summer of 2019. Of the 14 projects, 7 locations have either completed construction or are currently under construction, and 5 more locations are in design. Please see the attached “Stormwater Projects Map - Fall 2020”. In addition to structural flooding projects, the City has constructed five streambank projects to protect public roadways, mitigated a repetitive roadway flooding issue to allow emergency access during heavy rains, and purchased two properties located in flood hazard areas mapped by FEMA that suffered repetitive flooding.
Between July of 2019 and today, more residents have contacted City staff to report new locations of structural flooding. Residents were given the same direction as previous complaints. In order to have their location considered, a written statement must be submitted to the City, and the flooding should be related to failing public infrastructure or the lack of public infrastructure. Eight new locations have been added to the list of potential stormwater projects. Please see the attached “Stormwater Projects Map - Fall 2020”. City staff continues to update the tracking spreadsheet as new flooding issues are reported and confirmed.
The primary purpose of this project is to address structural flooding of the following four properties: 314 NE Arlington Circle, 213 NE Country Lane, 1104 NE Pierce Place, and 218 Ponderosa Street. For each area, Lamp Rynearson will conduct analyses and determine appropriate improvements. Alternatives include enclosed system improvements and localized grading.
Lamp Rynearson was one of several engineering firms selected as part of a publicly advertised qualification based selection process. They are the best firm to move forward with analysis and design for the following reasons: these 4 new locations have a similar scope to their previous locations, Lamp Rynearson has provided the City with timely design services to date, projects designed by the firm have performed well and mitigated the structure flooding issues, and their schedule allows work to begin on these projects immediately following approval of the contract modification.
Impact/Analysis:
Approval of this contract modification will allow design work to commence and construction to begin within 12 to 18 months.
Timeline:
Start Design: Winter 2021
Finish Design: Winter 2022
Construct: 2022 Construction Season
Presenter
Karen Quackenbush, Senior Staff Engineer
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. 3 to an Agreement dated July 16, 2019 (RFQ No. 543-32272) for Professional Engineering Services for Four Stormwater Improvement Projects - SW Blazing Star Drive, SW 34th Street, NE Delta School Road, SW Pinnell Drive, by and between the City of Lee’s Summit, Missouri, and Lamp Rynearson for an increase of $114,000 with an amended not to exceed amount of $315,700 and authorizing the City Manager to execute an agreement for the same.