Staff recommends that the City Council approve the Professional Services Contract with AE2S for W.O. 23-96: Water Treatment Plant Intake #2 Catwalk Renovations, in the amount of $504,700.

The City of Billings Water Treatment Plant (WTP) has two intakes to obtain water from the Yellowstone River.  Intake #1 is the primary intake.  Intake #2, located slightly upstream and closer to the middle of the river, is a redundant intake, but still serves as a critical asset to the City’s water treatment process.

Intake #2 includes a catwalk bridge structure that provides a walkway spanning from Low Service Pump Station #2 (LSPS2) to the Intake #2 structure.  In addition to providing a walkway surface above the river, the bridge carries conduit and piping for the Intake #2 electrical, natural gas, and air requirements.  The three-span steel bridge structure is composed of a concrete slab supported by steel beams.  The bridge has intermediate support from two concrete piers located in the river and is supported on the ends by a pump station and the Intake #2 building structure.  Along the walking surface, the structure has railing constructed from steel angles and flat plate.

The bridge structure has sustained damage multiple times since its initial construction in 1954, with some repairs implemented over time.  During the spring of 2022, the Yellowstone River experienced an unprecedented 500-year flood event that caused significant damages to Intake #2.  The incident resulted in structural damage to the existing catwalk, flooding of the building, and impairments to the guard rail, electrical and gas lines, and process air piping.  The 2022 event caused the Intake Structure to be unsafe for operations, requiring extensive repairs to re-establish a safe raw water intake system for the WTP.

AE2S completed an assessment of the damages sustained by Intake #2.  The assessment detailed some specific damages including cracks and spalling on the support piers; flaking of the exterior coatings on the structural steel members of the catwalk, spalling in multiple locations on the concrete bridge deck; various sections of the guard rail exhibiting bending, shearing, or other forms of damage; and conduits and process piping being bent, sheared, or otherwise damaged.

The proposed repairs entail elevating the catwalk by four feet and modifying the intake structure accordingly.  The existing catwalk deck and building will be removed.  One alternative for mitigation is to extend the existing piers and building foundation to the new elevation.  The piers and foundation will be evaluated for structural competence.  Another alternative to be investigated involves a clear-span bridge.  A new building will be constructed at the raised elevation, serving as the replacement for the demolished Intake #2 building.  New structural steel and decking will be installed for the elevated catwalk, and galvanized steel stairs will be installed to access the higher catwalk.

A claim has been filed with the City's insurance to cover costs related to repairing and/or replacing elements to pre-flood conditions.  The City has also been coordinating with FEMA to help offset additional costs related to the mitigation improvements.  The City will be responsible for approximately 25% of the additional mitigation costs and the deductible.

This contract provides professional services, including engineering evaluation, permit acquisition, design, bidding services, and coordination with insurance adjusters and FEMA.  The consultant will create two design and bid packages: 1) A base bid that will repair and replace the structures to re-establish pre-flood conditions; these costs will be mostly covered by insurance claim payments; and 2) an alternate bid that will raise the elevation of the Intake #2 catwalk and structure; 75% of these additional mitigation costs will be covered by FEMA funds, and the remaining costs covered by the City.  A contract amendment with AE2S will be used to add construction contract administration and inspection after it is determined what construction alternative will be constructed.

The City requested proposals for professional engineering services from nine prequalified firms that were shortlisted from the established Statement of Qualifications.  Proposals were received from AE2S, DOWL, HDR, IMEG, Coffmann Engineers, and KLJ.  AE2S was selected for the project using the proposal process.  The consultant selection was based on Project Team and Availability, Project Approach, and Firm Qualifications and Experience related to the project needs.

City Council may:

• Approve award of a Professional Services Contract to AE2S for $504,700; or
• Not approve a contract with AE2S. If this agreement is not approved, this work will likely be delayed beyond the deadline established by the City's insurance company to be eligible for full reimbursement.  It will also delay the necessary repairs, which would result Intake #2 continuing to be out of service and the City not having a redundant water intake.

The contract amount of $504,700 is funded with insurance claim payments, FEMA reimbursement, and Water Funds.  The Water Funds will be established by an approved budget amendment, which will be determined following agreement of payment from our insurance company and FEMA.  Also, part of the FEMA benefit includes paying 75% of the City's insurance deductible and 75% of the mitigation not covered by insurance, which will lower the City's overall fiscal responsibility.  The budget amendment will include engineering design and construction services.