R96-165 ACCEPTING THE PROPOSAL AND AUTHORIZING AN AMENDMENT TO AGREEMENT

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Another concern expressed by Mr. Black was the original drain tiles cut and/or rerouted when the City constructed the retention basin. He is of the opinion that the system installed by the City contributed to flooding problems to properties south of the City's basin. He generally suspects that the system is inadequate to accommodate the drainage it receives andJor has blockages from collapsed lines restricting flows in the pipe. Staff cannot agee that the flooding problems last Spring were the direct cause of the system. Comments made to staff about the flooding were based on general observations and opinions which logically placed the City at fault because the retention basin is a recent and noticeable improvement in the area. Several other factors may have caused or contributed to the flooding problems including: debris from harvested crops, dead vegetation or trash that clogged pipe openings or got lodged inside pipes. The most significant problem noted by Mr. Black was the condition of the dike at the northeast corner of the basin where the dike was breached. The azea has eroded severely and does not adequately control the release of water from the basin. In major rainstorms, this has caused problems to the existing ditches and roadways. The conection of this problem requires that the area be restored and an outlet controlling the release of water from the basin be constructed. This will require some surveying and design work to be done. Staff will not be able undertake the project design due to other project commitments. The decision was made to request a proposal for the work from the consulting firm of Cochran & Wilken, Inc. as the City has an open existing contract with them; they did the original basin design, they are familiar with the area and have much of the information required for the design readily available. They have submitted a proposal (copy attached) to perform the necessary work. The fee for the work is an amount not to exceed $8,000. The delay in starting this work has related to the HARZA study and staffs review of the study recommendations. The study, recently completed by HARZA, noted that the basin has potential as an off-stream storage area to aid the City in meeting its water storage needs. Staff is withholding its final decisions about the disposition of the site until further consideration can be given to the future use of the basin. This enables the City to reserve a water storage option in the event other more favorable options are deternuned to be unacceptable and/or not workable. It is desired to minimize expenditures to the basin until the basin's future is decided. The proposed work is considered to be of a property maintenance nature and is being done to minimize the City's exposure to potential liabilities. The liabilities may relate to the flooding of private cropland or damages to the township's roads and ditches from the release of water from the basin. The estimated cost for these repairs is approximately $15,000 to $20,000. The relative high percentage of design fees to construction costs is attributed to the required surveying and acquisition of background information. This information must be updated to reflect current conditions in the areas that have changed since the basin's original design and construction. The engineering and construction costs are eligible expenses for the South Water Treatment Plant Bond Fund. Monies are available in this Fund.