Title
An Ordinance approving Modification No. 4 to an Agreement for Professional Engineering Services for Chipman Road (from View High Drive to Bent Tree Drive) (RFQ No. 73-3221) between the City of Lee's Summit, Missouri, and Wilson & Company, Inc., for an increase of $111,000 for the amended basic services, with an amended not to exceed amount of $524,032.00, and authorizing the City Manager to execute an agreement for the same. (PWC 10/11/21)
Body
Issue/Request:
An Ordinance approving Modification No. 4 to an Agreement for Professional Engineering Services for Chipman Road (from View High Drive to Bent Tree Drive) (RFQ No. 73-3221) between the City of Lee's Summit, Missouri, and Wilson & Company, Inc., for an increase of $111,000 for the amended basic services, with an amended not to exceed amount of $524,032.00, and authorizing the City Manager to execute an agreement for the same.
Key Issues:
• Pursuant to Ordinance No. 8417, the City and Wilson & Company, Inc. (hereinafter "Engineer") entered into an Agreement for Professional Engineering Services for Chipman Road (from View High Drive to Bent Tree Drive) (RFQ No. 73-221) dated July 3, 2018 (hereinafter "Base Agreement").
• The City and Engineer modified the Base Agreement pursuant to Modification No. 1 dated January 28, 2019; Modification No. 2 dated April 24, 2020; and, Modification No. 3 dated August 26, 2020 (more detailed information about what these modifications encompass can be found with the Ordinance & Agreement).
• Engineer has submitted a proposal with estimated costs to provide property staking, new road centerline staking, and construction phase services.
• The City desires to further 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 City Council approval of an Ordinance approving Modification No. 4 to an Agreement for Professional Engineering Services for Chipman Road (from View High Drive to Bent Tree Drive) (RFQ No. 73-3221) between the City of Lee's Summit, Missouri, and Wilson & Company, Inc., for an increase of $111,000 for the amended basic services, with an amended not to exceed amount of $524,032.00, and authorizing the City Manager to execute an agreement for the same.
Proposed City Council Motion:
FIRST MOTION: I move for second reading of an Ordinance approving Modification No. 4 to an Agreement for Professional Engineering Services for Chipman Road (from View High Drive to Bent Tree Drive) (RFQ No. 73-3221) between the City of Lee's Summit, Missouri, and Wilson & Company, Inc., for an increase of $111,000 for the amended basic services, with an amended not to exceed amount of $524,032.00, and authorizing the City Manager to execute an agreement for the same.
SECOND MOTION: I move for adoption of an Ordinance approving Modification No. 4 to an Agreement for Professional Engineering Services for Chipman Road (from View High Drive to Bent Tree Drive) (RFQ No. 73-3221) between the City of Lee's Summit, Missouri, and Wilson & Company, Inc., for an increase of $111,000 for the amended basic services, with an amended not to exceed amount of $524,032.00, and authorizing the City Manager to execute an agreement for the same.
Background:
Following the qualification-based selection process, Wilson & Company, Inc. (hereinafter “Engineer”) was selected to perform the professional engineering services for the Chipman Road Improvements project. The Base Agreement between the City and Engineer was executed on July 3, 2018, and modified three times between January 28, 2019 and August 26, 2020. These three modifications included design services for the NW Ashurst extension to be used by the Edgewood subdivision as a detour during construction, design services of the Rock Island pedestrian bridge over Chipman Road, and the preparation of additional private easement documents for the relocation of Spire and Evergy facilities.
The Base Agreement included the staking of proposed right-of-way and easements for five properties during property acquisition. The fee for one of the five staking’s was utilized for surveying of the backyard of an Edgewood property due to discrepancies being discovered with the location of the water service line. The engineer’s surveyor will be required to stake six properties for the condemnation process, therefore staking for two additional properties are being added to this modification.
To assist with the utility relocation efforts, the Engineer’s surveyor will stake the proposed centerline of the new roadway. This will give the City inspectors and utility contractors points to measure from in the field when utilities are relocating their facilities. Adding this scope to the modification will reduce the risk of utility conflicts during roadway construction.
Engineering support during construction from the engineer of record is part of the current standards of practice to ensure the project is completed as intended. Typically, construction services are not included in the original design contract because the design, proposed construction, and schedule will change through the design process. Waiting until no major updates are anticipated to the final plans allowed the construction services scope to be modeled on the actual work to be completed.
The Contractor will be required to submit shop drawings from fabricators and material certifications from suppliers which will be reviewed by the design engineer to ensure conformance with the project’s plans and specifications. Other support during construction will include answering requests for information from the Contractor, providing construction observation services of pedestrian bridge, conducting site visits, attending progress meetings, preparing plan revisions as needed to fit the actual conditions in the field, reviewing change orders, and preparing record drawings for City records. After construction of roadway improvements in the vicinity of Cedar Creek, the engineer will prepare the Request for Letter of Map Revision (LOMR) for FEMA approval.
Impact/Analysis:
Timeline:
Advertisement for bids for the construction of the Project anticipated by February 2022. Construction would commence in May 2022 and by complete by October 2023
Presenter
Michael Park, Director of Public Works
Recommendation
Recommendation: Staff recommends approval of an Ordinance approving Modification No. 4 to an Agreement for Professional Engineering Services for Chipman Road (from View High Drive to Bent Tree Drive) (RFQ No. 73-3221) between the City of Lee's Summit, Missouri, and Wilson & Company, Inc., for an increase of $111,000 for the amended basic services, with an amended not to exceed amount of $524,032.00, and authorizing the City Manager to execute an agreement for the same.
Committee Recommendation
Committee Recommendation: The Public Works Committee voted unanimously 4-0 to recommend to City Council approval of an Ordinance approving Modification No. 4 to an Agreement for Professional Engineering Services for Chipman Road (from View High Drive to Bent Tree Drive) (RFQ No. 73-3221) between the City of Lee's Summit, Missouri, and Wilson & Company, Inc., for an increase of $111,000 for the amended basic services, with an amended not to exceed amount of $524,032.00, and authorizing the City Manager to execute an agreement for the same.