Title
An Ordinance approving Modification No. 3 to an Agreement dated February 23, 2021 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 $275,600 for the amended basic services, with an amended amount of $928,600.00, and authorizing the City Manager to execute the same. (PWC 11/13/23)
Body
Issue/Request:
An Ordinance approving Modification No. 3 to an Agreement dated February 23, 2021 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 $275,600 for the amended basic services, with an amended amount of $928,600.00, and authorizing the City Manager to execute the same.
Key Issues:
• 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 (Sole Source) dated February 23, 2021 (hereinafter "Base Agreement").
• Pursuant to Ordinance 9308, the City and Engineer modified the Base Agreement to provide Design Services described in Modification No. 1 to the Base Agreement.
• Pursuant to Ordinance 9587, the City and the Engineer further modified the Base Agreement to provide Design Services described in Modification No. 2 to the Base Agreement
• Engineer has submitted a proposal with estimated costs for additional design services described in Modification No. 3
• The City desires to modify the Base Agreement, as amended, with Engineer to provide said engineering services (hereinafter "Modification No. 3").
Proposed Committee Motion:
I move to recommend to the City Council approval of an Ordinance approving Modification No. 3 to an Agreement dated February 23, 2021 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 $275,600 for the amended basic services, with an amended amount of $928,600.00, 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. 3 to an Agreement dated February 23, 2021 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 $275,600 for the amended basic services, with an amended amount of $928,600.00, and authorizing the City Manager to execute the same.
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SECOND MOTION: I move for adoption of an Ordinance approving Modification No. 3 to an Agreement dated February 23, 2021 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 $275,600 for the amended basic services, with an amended amount of $928,600.00, and authorizing the City Manager to execute the same.
Background:
The primary purpose of this project is to mitigate the risk of structural flooding of residential structures located in the watershed of the East Fork of the Little Blue River. Area 2 is along SE Country Lane south of 5th Terrace. Area 3 is along SE 3rd Street east of Todd George Parkway. Area 4 is located at the cul-de-sac of SE Boone Trail south of Winburn Trail. Residents certified in writing that their properties experienced structural flooding, and City staff evaluated the primary cause was either failed or absence of public infrastructure. Based on upon meeting those conditions, this work was eligible for funds using the Capital Projects Sales Tax Fund that was approved by voters in April 2017.
An agreement between the City and Allgeier, Martin and Associates was executed on February 23, 2021 for professional engineering services for East Fork of Little Blue Watershed Stormwater Improvement Project. The project has a multi-phase approach. Phase 1 included gathering background information, developing practical alternatives, developing cost estimates, and presenting conceptual alternatives were completed as part of the Base Agreement. Phase 2, which is currently underway, includes design of the recommended approaches along the East Fork of Little Blue Watershed Stormwater Project. Modification 1, that was executed on December, 28, 2021, also included bidding and limited construction phase services.
The current phase is nearing the final design phase of completing projects specific detail sheets and resolving potential conflicts during construction. Allgeier Martin has submitted final plans for Area 2 and preliminary plans for Areas 3 and 4 to the City. Plans include the addition of curb opening inlets and reinforced concrete pipe to the public system, excavation of a floodplain bench, and two regional detention basins.
As with many projects, the location of City owned utilities are based on information found in as-built drawings. Similar to Modification No. 2, the engineer is aware of sanitary main and water main conflicts with the proposed storm alignment in Areas 3 and 4. Those sanitary sewer and water mains must be move to accommodate the proposed storm sewer system. Having the sanitary main and 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. This also reduces the number of street cuts and disruptions to traffic by combing the sanitary main and water main work into this project.
In addition to the design of sanitary mains and water mains, Allgeier Martin and Associates will perform submittal reviews by the Contractor to ensure conformance with the project's plans and specifications. Other engineering support during construction will include plan revisions as needed based on actual conditions in the field, reviewing change orders, answering questions related to the project design, attending periodic construction progress meetings, participating in the substantial completion walk-through, and prepare post-construction record drawings for City records.
The original contract consisted of the stormwater study (Phase 1) and authorized a fee up to $158,000. Modification No. 1 consisted of engineering design services to prepare construction documents that aligned with proposal in the initial study for a revised contract amount of $624,000. Modification No. 2 consisted of water main relocation design in Area 2 or the project and additional easement acquisition services for a revised contract amount of $653,000. This modification No. 3 will authorize an amended contract amount of $928,600 for engineering services during construction.
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 to accommodate improvements to the public system.
Timeline:
Start Design: January 2022
Finish Design: Spring 2024
Construct: 2024 - 2025 Construction Season
Other Information/Unique Characteristics:
If not approved, the water mains will remain in their current location, the public system improvements will not have the ability to provide sufficient capacity to mitigate structural flooding of three homes and City right-of-way in the Vista Del Verde subdivision.
Presenter
Karen Quackenbush, Senior Staff Engineer
Recommendation
Staff recommends approval.
Committee Recommendation: [Enter Committee Recommendation text here]