9.A.
City Council Meeting
- Meeting Date:
- 02/16/2016
- Co-Submitter:
- Damian Gallegos
- From:
- Erin Young, Water Resources Manager
Information
TITLE:
Consideration and Approval of Contract: Well Siting Study. (Approval of the Agreement will allow Clear Creek Associates to conduct a study to identify the next five (5) well site locations for the City of Flagstaff)
RECOMMENDED ACTION:
1) Approve the Agreement with Clear Creek Associates for the amount of $206,000.
2) Authorize the City Manager to execute the necessary documents.
2) Authorize the City Manager to execute the necessary documents.
Executive Summary:
On September 20, 2015 the City issued a Request for Statement of Qualifications (RSOQ) for professional consulting services to conduct a hydrological study to identify the next five (5) well locations for the City of Flagstaff. We received six (6) responses to the RSOQ. An interdivisional group of four (4) City employees and one (1) employee of the Arizona Geological Survey evaluated the proposals and selected Clear Creek Associates as the most qualified.
Financial Impact:
The Well Siting Study is currently in the FY2016 Utility Capital Improvement Program (CIP) budget at $250,000.
Connection to Council Goal and/or Regional Plan:
COUNCIL GOALS:
2) Ensure Flagstaff has a long-term water supply for current and future needs.
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
2) Ensure Flagstaff has a long-term water supply for current and future needs.
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
Has There Been Previous Council Decision on This:
No.
Options and Alternatives:
1) Award the contract to Clear Creek Associates.
2) Do not award the contract to conduct the Well Siting Study.
3) Remand the contract and scope to staff for further consideration. This will delay the initiation of the process and require a new procurement process.
2) Do not award the contract to conduct the Well Siting Study.
3) Remand the contract and scope to staff for further consideration. This will delay the initiation of the process and require a new procurement process.
Background/History:
Since the 1950's the Utilities Division has conducted a hydrogeological study prior to drilling and completing water wells in the deep C aquifer. In order for the City to continue to grow, and to create resiliency during years when surface water supplies are low, Utilities has historically added an average of 4 to 5 new wells to the system each decade. This study provides the data and decision process used in order to anticipate favorable conditions for water production at 1,500 to 2,500 feet below land surface.
In July 2014, City Council adopted policies that guide Utilities through the process of when new well sites are needed, located in Chapter B.2. of the Water Policy Chapter of the Utilities Integrated Master Plan. The Utilities Division tracks the growth approved by Council as committed demand, and what is likely to be proposed in the future as projected demand. The total of committed demand added to the estimated production volume to meet current demand in the peak of summer, compared to the maximum volume Utilities is currently equipped to provide, indicates the need for additional water well sites. The last hydrogeological study was completed in 2007 after which the City drilled three wells.
In July 2014, City Council adopted policies that guide Utilities through the process of when new well sites are needed, located in Chapter B.2. of the Water Policy Chapter of the Utilities Integrated Master Plan. The Utilities Division tracks the growth approved by Council as committed demand, and what is likely to be proposed in the future as projected demand. The total of committed demand added to the estimated production volume to meet current demand in the peak of summer, compared to the maximum volume Utilities is currently equipped to provide, indicates the need for additional water well sites. The last hydrogeological study was completed in 2007 after which the City drilled three wells.
Key Considerations:
The goal of this study is to ensure that the Utilities Division is ready with well site locations when the need is identified for a new well, and when funding becomes available within our Capital Improvement Program.
The Well Siting Study will contain an evaluation of the current hydrogeological information available, determine whether more scientific information is needed, utilize a weighted decision making matrix, and provide recommendations for five or more well site locations.
Six (6) firms submitted qualifications for performing the Well Siting Study. A five (5) person evaluation committee independently reviewed each proposal and scored the firms on the following criteria: 1. Qualification/Experience of Firms; 2. Experience of Key Personnel; 3. Understanding and Approach; 4. Technical Experience and Understanding; 5. Value Added Knowledge and Experience; 6. Overall Evaluation of the Firm/Team. The initial scoring tabulation resulted in a short-list of four (4) firms to be invited to perform an interview with the evaluation committee. There was a total of 140 points possible in the initial evaluation.
The interview component provided for an additional 60 possible points to be calculated as an aggregate total of 200 points possible. The scoring results are on the attached Scoring Tabulation document.
The Well Siting Study will contain an evaluation of the current hydrogeological information available, determine whether more scientific information is needed, utilize a weighted decision making matrix, and provide recommendations for five or more well site locations.
Six (6) firms submitted qualifications for performing the Well Siting Study. A five (5) person evaluation committee independently reviewed each proposal and scored the firms on the following criteria: 1. Qualification/Experience of Firms; 2. Experience of Key Personnel; 3. Understanding and Approach; 4. Technical Experience and Understanding; 5. Value Added Knowledge and Experience; 6. Overall Evaluation of the Firm/Team. The initial scoring tabulation resulted in a short-list of four (4) firms to be invited to perform an interview with the evaluation committee. There was a total of 140 points possible in the initial evaluation.
The interview component provided for an additional 60 possible points to be calculated as an aggregate total of 200 points possible. The scoring results are on the attached Scoring Tabulation document.
Expanded Financial Considerations:
The Well Siting Study is currently in the FY16 Utility Capital Improvement Program budget at $250,000 in account number 202-08-370-3318-0-4206.
Community Benefits and Considerations:
This study and subsequent well drilling, should Council adopt the Capital Improvement Program plan, provides the community with a reliable water supply.
Community Involvement:
Inform
The results of this study will be presented to the Water Commission and, as appropriate, to City Council. Public meetings for comment will be conducted during the Water Commission meeting.
The results of this study will be presented to the Water Commission and, as appropriate, to City Council. Public meetings for comment will be conducted during the Water Commission meeting.