Purpose:
To review the proposals received for the proposed drainage improvements to 15410 Argon Street to prevent stormwater runoff from entering the home during spring thaws and heavy rain events, and provide direction to Staff to accept the proposals and authorize execution of the lowest cost proposal from Dave Perkins Contracting, to reject all proposals and direct Staff to request new proposals next Spring after revising the plans and RFP to lower construction costs and increase the project completion schedule to 2 months, or to reject all proposals and direct City staff to remove the sand bags installed by staff if the property owner no longer wants the sand bags on their property. 
 
Background:
Halland Acres was platted in 1972. A copy of this plat is attached for reference.  Over the years, Staff have been contacted by several property owners in this subdivision regarding various drainage concerns. In general, stormwater runoff from City right-of-way’s flow through various areas of several properties along Argon Street and Barium Street between Alpine Drive and 154th Lane with none of these areas being encumbered by drainage and utility (D&U) easements.
 
The current property owner of 15410 Argon Street, Dan Ridgeway, contacted Staff this Spring and stated that the previous homeowner replaced the septic system shortly before Mr. Ridgeway purchased the home in the Spring of 2017.  Staff researched this and found that the septic system was replaced in 2012 and an inspection was performed in 2016, which found that the system was compliant and was in good operating condition.
 
On October 3, 2016, Public Works Staff met with the previous property owner to discuss his stormwater runoff concerns.  That property owner told Staff that stormwater runoff leaves the drainage easement along his rear property line and flows toward his walkout entry.  Public Works Staff completed some minor grading work on this property in the Spring of 2017 to lower the elevation of the yard in two spots in an attempt to prevent water from backing up towards the house. See attached letter. Grading of course could not be completed over the drain field. 
 
On March 14, 2019, Public Works Staff removed snow from Mr. Ridgeway’s back yard after he called to say he pumped about 200 gallons from his basement and asked if someone could come out to remove snow from his backyard to help alleviate his drainage issue.  He informed Staff that the City secured a drainage easement in his back yard a couple of years ago, which Staff could not verify, and that water was overflowing the easement area and entering his home through his walkout entry door. 
 
On March 18, 2022, Public Works Superintendent Grant Riemer visited the property after Mr. Ridgeway called to say water was entering his walkout entry door again. After this occurred, Mr. Ridgeway asked City Staff to complete a drainage improvement project to prevent water from entering his home again.
 
In April of 2022, Engineering Staff surveyed this property, as well as the Argon Street right-of-way including drainage ditches and a culvert that crosses under Argon Street and directs all stormwater runoff east of Argon Street to the west side of Argon Street towards Mr. Ridgeway’s property. 
 
On May 11, 2022, Public Works Staff delivered and placed sand bags outside the walkout entry door to Mr. Ridgeway’s home due to a heavy rain event forecast for that evening. To date, these sand bags have prevented stormwater runoff from entering the home during more than one heavy rain event.
 
On June 21, 2022, the Public Works Committee considered an improvement project that included constructing a storm sewer pipe with manholes and ditch inlets along one side of Argon Street, and to outlet the storm sewer into the existing stormwater pond south of Alpine Drive between Argon and Barium Streets. Due to the estimated cost of up to $500,000, the Committee directed Staff to explore more cost-effective options.
 
Following discussions between the Public Works Committee, the property owners of 15410 Argon Street, and Staff during the July 19, 2022, Public Works Committee meeting, Staff enlisted Bolton & Menk to collect topographic survey data across several properties along Argon Street and Barium Street for the purpose of designing and preparing plans for a drainage improvement project on 15410 Argon Street, and to ensure that performing the required grading on this property would not adversely impact properties downstream.
 
Staff received the topo survey data in late August and used it to prepare plans and confirm that performing the required grading on 15410 Argon Street would not adversely impact properties downstream.  The plans were then used to prepare the attached Request for Proposal (RFP).  The RFP was submitted to 5 contractors requesting their proposals by 10:00 AM, October 5, 2022. Three proposals were received in return and a summary of the not-to-exceed lump sum amounts is shown below.
 

Contractor	Lump Sum Not-to-Exceed Proposal Amount
Dave Perkins Contracting, Inc.	$16,760.00
One Call Contracting, Inc.	$16,987.00
Kuechle Underground, Inc.	$45,000.00

 
All three proposals exceed the not-to-exceed amount of $10,000 as directed by motion of the Public Works Committee on August 22, 2022 (minutes attached).  Staff is therefore requesting additional direction from the Public Works Committee, in lieu of presenting the proposals to the City Council for action.  

Staff anticipates 20 minutes will be required to present this case and respond to questions. 

Observations:
Staff informed the property owners at 15410 Argon Street that the three proposals received significantly exceeded the not-to-exceed amount of $10,000 as directed by motion of the Public Works Committee, and that this case would be presented and discussed this evening.
 
Staff also informed the property owners that Staff will be seeking direction from the Public Works Committee on whether to accept the proposals and authorize execution of the lowest cost proposal from Dave Perkins Contracting, to reject all proposals and direct Staff to request new proposals next Spring after revising the plans and RFP to lower construction costs and increase the project completion schedule to 2 months, or to reject all proposals and direct City staff to remove the sand bags installed by staff if the property owner no longer wants the sand bags on their property.
 
Staff then asked the property owners if they would be willing to contribute any costs for the proposed drainage improvements on their property to help offset the difference between the Public Works Committee directed not-to-exceed amount of $10,000 and the low proposal not-to-exceed amount of $16,760.  The property owners responded that they feel the City should pay for 100-percent of the proposed improvements.
 
The property owners stated they will be attending this meeting. 
 
Alternatives:
Alternative #1 – Motion to recommend City Council acceptance of the three proposals and authorization to execute the proposal of Dave Perkins Contracting, Inc. in the amount of $16,760 for construction of the Argon Street Drainage Improvements.    
 
Alternative #2 – Motion to reject all proposals and direct Staff to request new proposals next Spring after revising the plans and RFP to lower construction costs and increase the project completion schedule to 2 months.  
 
Alternative #3 – Motion to reject all proposals and direct Staff to remove the sand bags installed by staff if the property owner no longer wants the sand bags on their property.  

Staff does not recommend Alternative #1.  Staff feels lower cost proposals could be received in the Spring after revising plans to reduce construction costs and revising the RFP to increase the project construction schedule to 2 months, which should reduce mobilization costs for contractors due to greater flexibility for scheduling.   
 
Staff recommends Alternative #2 if the Committee feels the City is responsible for resolving this issue for the property owner.
 
Staff recommends Alternative #3 if the Committee does not feel that the City is responsible for resolving this issue for the property owner.  

Dependent on discussions.