9.C.
City Council Meeting - FINAL
- Meeting Date:
- 12/03/2013
- From:
- James Duval, Sr. Project Manager
Information
TITLE:
Consideration and Approval of Contract: Rio de Flag Flood Control Project Design Concept Report
RECOMMENDED ACTION:
1)Award the Engineering Design Professional Services Contract to Michael Baker Jr. Inc., of Phoenix, Arizona in an amount not to exceed $247,285.89, including a $22,480.00 contract allowance and a 205 calendar-day contract period; and
2)Approve Change Order Authority to the City Manager in the amount of $22,480.00 (10% of contract amount excluding allowance) for unanticipated or additional items of work; and
3)Authorize the City Manager to execute the necessary documents.
2)Approve Change Order Authority to the City Manager in the amount of $22,480.00 (10% of contract amount excluding allowance) for unanticipated or additional items of work; and
3)Authorize the City Manager to execute the necessary documents.
Policy Decision or Reason for Action:
Provide engineering design services for the Rio de Flag Flood Control Project Design Concept Report based on FEMA criteria
Subsidiary Decisions Points: None
Subsidiary Decisions Points: None
Financial Impact:
The project cost is estimated to be $224,805.89.
Connection to Council Goal:
Complete Rio de Flag 100-year flood control project
Has There Been Previous Council Decision on This:
Yes- Council gave direction to staff at the meeting of April 2, 2013 to proceed with the preparation of the Design Concept Report
Options and Alternatives:
- Approve the Award as recommended.
- Direct staff to continue negotiations with Michael Baker Jr., Inc. to reduce the project fee.
- Reject approval of the award and direct staff to re-advertise the Request for Statements of Qualifications. This would have the affect of delaying the project for approximately 3 months.
- Reject approval of the award. This option would have the affect of the City not proceeding with the Design Concept Report (DCR) and to continue design and construction as is currently provided under the Project Cooperation Agreement with the U.S. Army Corps of Engineers.
Background/History:
Flooding along the Rio de Flag and Clay Avenue Wash has been documented as far back as 1888. This flood potential currently is approximately 1,500 structures, valued at over $916,000,000 in a 500-year event and would have catastrophic impacts to Northern Arizona University, Route 66, the Burlington Northern and Santa Fe Railroad and much of the Historic and Southside areas. Economic damages from a single event could surpass $93,000,000.
On August 3, 2004 the City Council approved the Project Cooperation Agreement (PCA) with the USACE to establish the roles and responsibilities for each agency with the WRDA established authorized project limit at $24 M. In every subsequent year since 2004 the total project cost has increased and in 2013 the USACE total project cost estimate was $101 M.
On February 26, 2013 staff gave a presentation to Council outlining the continued funding issues and lack of progress associated with the project and proposed four options:
On August 3, 2004 the City Council approved the Project Cooperation Agreement (PCA) with the USACE to establish the roles and responsibilities for each agency with the WRDA established authorized project limit at $24 M. In every subsequent year since 2004 the total project cost has increased and in 2013 the USACE total project cost estimate was $101 M.
On February 26, 2013 staff gave a presentation to Council outlining the continued funding issues and lack of progress associated with the project and proposed four options:
- Stay the Course and continue project development and funding with the USACE
- Pursue Self Administration with the USACE
- Sever ties with the USACE and continue development of the project using City staff and funding
- Terminate the project entirely
On April 2, 2013 Staff again met with the City Council and received direction to proceed with the preparation of a DCR in order to determine the cost and feasibility of design and construction of the project to FEMA standards and proceed without USACE support or requirements.
On September 22, 2013 the City advertised Requests for Statements of Qualifications (RSOQ) for the DCR project. Six RSOQ responses were received and evaluated by the five-person selection committee consisting of four City staff members and one local private engineer. Scores were evaluated and Michael Baker Jr. Inc. was selected as the best qualified service provider pursuant to the evaluation and ranking process per A.R.S. 34-603 and modified by H.B. 2579.
Michael Baker Jr. Inc. will prepare the DCR in accordance with the attached contract and Scope of Services. The report completion is anticipated by May 2014 and will conclude with a presentation to Council on the report findings and recommendations.
Key Considerations:
Since the Feasibility Study in 2000, project costs have escalated 317%. In addition, there were no Federal project appropriations in Federal FY 2011. Federal appropriations in FY 12 were $2.5M specifically allocated to repair the Clay Wash Detention Basin due to faulty construction. There have been no Federal appropriations in FY 13 and it appears there will be no appropriations in FY 14.
The stated purpose of the project is to remove the affected residents and businesses from Rio de Flag FEMA regulated floodplain by containing the 100- year event within the proposed flood control structures. With consideration of this statement, the USACE has developed project hydrology that differs significantly from that prepared by the Federal Emergency Management Agency (FEMA). In general, the FEMA flows are substantially smaller than those developed by the USACE. The DCR will consider FEMA flows for the study and resulting recommendation which should result in reduced structure size and reduced project costs and meet the stated purpose of the project. The existing FEMA flows will be maintained, even with future development, due to the City standards for stormwater runoff.
The stated purpose of the project is to remove the affected residents and businesses from Rio de Flag FEMA regulated floodplain by containing the 100- year event within the proposed flood control structures. With consideration of this statement, the USACE has developed project hydrology that differs significantly from that prepared by the Federal Emergency Management Agency (FEMA). In general, the FEMA flows are substantially smaller than those developed by the USACE. The DCR will consider FEMA flows for the study and resulting recommendation which should result in reduced structure size and reduced project costs and meet the stated purpose of the project. The existing FEMA flows will be maintained, even with future development, due to the City standards for stormwater runoff.
Expanded Financial Considerations:
The purpose of this study is to develop the designs and associated cost estimates for a 100-year flood control project using the current FEMA flows. It is anticipated that such a project can be delivered at a cost substantially below the USACE current estimate. This design contract will be funded through the existing Rio de Flag project account which is currently funded in the amount of $2,727,429 in account No. 210-3468-543 for FY 14.
Community Benefits and Considerations:
- Reduce flooding associated with the Clay Avenue Wash as well as the Rio de Flag.
- Remove from the floodplain a considerable portion of the properties adjacent to the Rio de Flag as well as NAU and allow significant economic redevelopment of the downtown area.
- New and improved Flagstaff Urban Trail System along the new Rio de Flag channel north of Route 66.
- Elimination of mandatory flood insurance and restrictive floodplain management regulations.
- Provides connectivity and urban open space preservation along the Rio de Flag corridor. The Flagstaff Area Regional Land Use and Transportation Plan and Greater Flagstaff Open Space and Greenways Plan identify the Rio de Flag Project as an essential element of Flagstaff’s growth.
Community Involvement:
Involve - The Rio de Flag Flood Control Project has been included as a major element of the City’s Capital program and budget since 2004. The project has also been the subject of numerous Council Work Sessions, Friends of the Rio meetings, Citizen’s Advisory Committee meetings, City to Citizen, Cityscape and Arizona Daily Sun articles.
Expanded Options and Alternatives:
1) Approve the award as recommended.
2) Direct staff to continue negotiations with Michael Baker Jr., Inc. to reduce the project fee. This option will require that staff return to Council at a later date.
3) Reject approval of the award and direct staff to re-advertise the Requests for Statements of Qualifications. This would have the affect of delaying the project for approximately 3 months.
4) Reject approval of the award. This option would have the affect of the City not proceeding with the Design Concept Report (DCR) and to continue design and construction under the Project Cooperation Agreement with the U.S. Army Corps of Engineers.
2) Direct staff to continue negotiations with Michael Baker Jr., Inc. to reduce the project fee. This option will require that staff return to Council at a later date.
3) Reject approval of the award and direct staff to re-advertise the Requests for Statements of Qualifications. This would have the affect of delaying the project for approximately 3 months.
4) Reject approval of the award. This option would have the affect of the City not proceeding with the Design Concept Report (DCR) and to continue design and construction under the Project Cooperation Agreement with the U.S. Army Corps of Engineers.