Title
An Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for the East Fork of Little Blue Watershed River Stormwater Improvement Project (Sole Source) between the City of Lee’s Summit, Missouri, and Allgeier, Martin & Associates, Inc., for an increase of $466,000 for the amended basic and optional services, with an amended not to exceed amount of $624,000, and authorizing the City Manager to execute the same. (PWC 12/13/21)
Body
Issue/Request:
An Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for the East Fork of Little Blue Watershed River Stormwater Improvement Project (Sole Source) between the City of Lee’s Summit, Missouri, and Allgeier, Martin & Associates, Inc., for an increase of $466,000 for the amended basic and optional services, with an amended not to exceed amount of $624,000, and authorizing the City Manager to execute the same.
Key Issues:
• Pursuant to Ordinance No. 9077, the City and Allgeier, Martin & Associates, Inc. (hereinafter "Engineer") entered into an Agreement for Professional Engineering Services for the East Fork of Little Blue River Watershed Stormwater Project (Soul Source) dated February 23, 2021 (hereinafter "Base Agreement").
• The first phase under the Base Agreement called for the Engineer to develop a preliminary report suggesting alternatives to address the storm water flooding issues of nine property owners within the East Fork of the Little Blue River watershed.
• Following the Engineer's completion of this preliminary report, the City desires for the Engineer to proceed with the project design as described herein (hereinafter "Services").
• Engineer has submitted a proposal with estimated costs to provide the Services.
• The City desires to modify the Base Agreement with Engineer to proceed with the Services (hereinafter “Modification No. 1”).
Proposed Committee Motion:
I move to recommend to City Council approval of an Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for the East Fork of Little Blue River Watershed Stormwater Improvement Project (Sole Source) between the City of Lee’s Summit, Missouri, and Allgeier, Martin & Associates, Inc., for an increase of $466,000 for the amended basic and optional services, with an amended not to exceed amount of $624,000, and authorizing the City Manager to execute 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 the East Fork of Little Blue River Watershed Stormwater Improvement Project (Sole Source) between the City of Lee’s Summit, Missouri, and Allgeier, Martin & Associates, Inc., for an increase of $466,000 for the amended basic and optional services, with an amended not to exceed amount of $624,000, and authorizing the City Manager to execute the same.
SECOND MOTION: I move for adoption of an Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for the East Fork of Little Blue River Watershed Stormwater Improvement Project (Sole Source) between the City of Lee’s Summit, Missouri, and Allgeier, Martin & Associates, Inc., for an increase of $466,000 for the amended basic and optional services, with an amended not to exceed amount of $624,000, and and authorizing the City Manager to execute the same.
Background:
Stormwater management has been an ongoing discussion with 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 scope bond issue funding.
To be eligible for the program, property owners were required to submit a written statement that their residence or business 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 nine properties: 1611 SE 2nd Terrace, 533 Country Lane, 537 Country Lane, 1327 6th Street, 1804 3rd Street, 1806 3rd Street, 1706 Boone Trail, 1710 Boone Trail, and 1715 Boone Trail. Initially, Allgeier Martin conducted a preliminary study and provided City staff with design recommendations. It was determined during the study phase that improvements that would address flooding at 1611 SE 2nd Terrace (Project Area 1) would simply push the flooding downstream. In keeping with the goal of the project, the City is considering property buyout. For the flooding in the Vista Del Verde subdivision (Project Area 2), recommendations include improvements to the public stormsewer system and benching (Phase 1) along the left bank of the East Fork of the Little Blue river. For the flooding on SE 3rd Street (Project Area 3), recommendations include significant additions to the public system to the east as well as construction of a regional detention basin to the north. For the flooding on SE Boone Trail (Project Area 4), recommendations include improvements to the public system along Todd George Parkway as well as construction of a regional detention basin located south of 4th Street on the west side of Todd George Pkwy. Allgeier Martin has provided a preliminary cost estimate for all alternatives for each project area. The options that include the design and construction of regional basins are the most cost effective solutions. It should be noted that construction of a regional basin to the north of the 3rd Street properties will keep all improvements on the east side of Todd George Pkwy. All other alternatives involve construction of a large reinforced concrete pipe across the Todd George corridor. It should be noted that construction of the regional basin south of 4th Street will provide some benefit for project Area 1 in the way of decreased peak flowrates for the 100-yr storm event by up to 5% at Winburn Trail and 3% at the apartments downstream of Langsford Road.
For the purposes of public record, the SE 5th Terrace project was canceled following opposition from nearby residents. However, the stream modeling was well underway, but had not been completed at the time the public comments were received. Shortly after those public meetings, the engineer finalized the stream analysis. That analysis showed building the 5th Terrace connection and culvert would remove at least 3 homes from a mapped FEMA flood hazard area along the East Fork of the Little Blue.
As the work proceeds for this project, City staff intends to further evaluate and confirm the impacts, both up and downstream, of installing the culvert and street at SE 5th Terrace to mitigate the flooding issues along the stream. Part of the engineer's study of this area includes additional benching (Phase 2) along the East Fork of the Little Blue downstream of the Phase 1 benching to 5th Terrace. It should be noted that the Phase 2 benching would further reduce flooding adjacent to the Phase 1 bench as well as to residents north of the Phase 1 bench. If the 5th Terrace culvert and Phase 2 bench are not constructed, then the other remaining option to mitigate flooding for these homeowners is for the City to buyout the properties, assist relocating the residents, and then demolish the structures.
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 Allgeier Martin to provide engineering services to the City. Not approving this agreement would end or delay the flood mitigation projects in this area.
Timeline:
Start Design: January 2022
Finish Design: Fall 2022
Construct: Spring 2023 and 2024 Construction Seasons
Other Information/Unique Characteristics:
RFQ No. 2017-305-C was publicly advertised using the City’s web site and www.PublicPurchase.com <http://www.PublicPurchase.com> to notify potential vendors. The RFQ combined 3 small projects, NW Commerce Drive, SE 5th Terrace, and NE Gateway Drive. Thirty-nine potential vendors viewed the RFQ, and 12 firms submitted responsive qualification submittals by the November 14, 2016 closing date. Firms were selected based on submittals and no interviews were conducted. From that list of 12, three firms were selected. Allgeier, Martin & Associates was selected for SE 5th Terrace Roadway Stream Crossing and FEMA Map Revisions. The stream crossing at SE 5th Terrace is the East Fork of Little Blue.
Presenter
Michael Park, Director of Public Works
Recommendation
Staff recommends approval of an Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for the East Fork of Little Blue River Watershed Stormwater Improvement Project (Sole Source) between the City of Lee’s Summit, Missouri, and Allgeier, Martin & Associates, Inc., for an increase of $466,000 for the amended basic and optional services, with an amended not to exceed amount of $624,000, and authorizing the City Manager to execute the same.
Committee Recommendation:
The Public Works Committee voted unanimously 4-0 to recommend to City Council approval an Ordinance approving Modification No. 1 to an Agreement for Professional Engineering Services for the East Fork of Little Blue River Watershed Stormwater Improvement Project (Sole Source) between the City of Lee’s Summit, Missouri, and Allgeier, Martin & Associates, Inc., for an increase of $466,000 for the amended basic and optional services, with an amended not to exceed amount of $624,000, and and authorizing the City Manager to execute the same.