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9.G.
City Council Meeting - FINAL
Meeting Date:
05/05/2026
From:
Jackson Salazar, Water Services Project Manager

TITLE:

Consideration and Approval of Contract: Approve the On-Call Service Request ("On-Call Request") under the On-Call Professional Services Contract with Water Works Engineers, LLC ("Firm") in the amount of $499,400.00, for the Rio de Flag Water Reclamation Facility Solids Improvement Design Project ("Project").



STAFF RECOMMENDED ACTION:

  1. Approve the On-Call Request with Firm for the completion of the Project in the amount of $499,440.00; and
  2. Authorize the City Manager to execute the necessary documents.

Executive Summary:

Approval of the On-Call Request will allow the Firm to complete design from the 60% to 100% level for a new solids handling facility at the Rio de Flag Water Reclamation Plant. The solids handling facility will be housed in a pre-engineered metal building.

Under the Procurement Code Manual, when utilizing an on-call professional services contract, the necessary process to follow to engage an engineering firm at a cost greater than $100,000, is for staff to present an On-Call Service Request for over $100K to the Change Order Committee. Here, on April 9, 2026, staff presented the Firm's design proposal to the City of Flagstaff's Change Order Committee. The Change Order approved this specific On-Call Request, and as is necessary, seeks the approval of the City Council to move forward with the $499,400.00 cost of the Project.

Financial Impact:

This Project is funded through Water Services Capital Improvement Program in the Wasterwater Fund – Account # 203-08-375-3473-0-4421 with a budget in FY2025-26 of $1,247,078 and a budget in FY2026-27 of $12,500,000.

Policy Impact:

No policy impact.

Previous Council Decision or Community Discussion:

  1. On October 11, 2022, the City entered into a Professional Services Contract with the Firm in the amount of $500,000 to complete the first year of design for the Rio Solids Improvements project. This original contract completed design up to the 60% level.
  2. On October 6, 2023, the City entered into a Design Phase Services Agreement in the amount of $499,552.00 with PCL Construction for basic design phase services and utility potholing. 
  3. On June 17, 2025, the City entered into an On-Call Professional Services Contract with Firm to support the Water Services Division in projects such as this. 

Options and Alternatives to Recommended Action:

  1. Approve the On-Call Request in the amount of $499,440.00, as recommended; or
  2. Do not approve the On-Call Request. This action would delay the Project. If rejection occurs, possible options include:
a. Ask staff to re-evaluate the recommendation; or
b. Suspend or cancel the Project completely.

Background and History:

In 2019, Carollo completed the Biosolids Master Plan for the Ctiy of Flagstaff which identified an urgent need for additional solids handling capacity at the wastewater treatment plants. In 2022, the City completed procurement to hire the Firm under the current On-Call Professional Services contract to complete year 1 of a multiyear design contract to complete a design for a solids handling improvements at the Rio de Plant WRF. In July 2024, the City successfully piloted the Shincci dryers at the Wildcat Hill WRP. This was an important proof of concept as the current design looks to employ two of these sludge dryers at the new solids handling facility.

In November 2024, the City of Flagstaff posted a Request For Statement of Qualifications for On-Call Professional Services for Engineering: Water Systems, Wastewater Systems, Energy Efficient Systems and Water Resources Planning Services. Water Works Engineers was selected as one of the highest scoring firms.

Connection to PBB Priorities and Objectives:

Safe & Healthy Community: Foster a safe, secure, and healthy community. Sustainable, Innovative Infrastructure: Deliver outstanding services to residents through a healthy, well maintained infrastructure system.

Connection to Regional Plan:

  • Goal PF.2: Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
  • Goal WR.3: Satisfy current and future human water demands and the needs of the natural environment through sustainable and renewable water resources and strategic conservation measure.
  • Goal WR.4: Logically enhance and extend the City’s public water, wastewater, and reclaimed water services including their treatment, distribution, and collection systems in both urbanized and newly developed areas of the City to provide an efficient delivery of services.
  • Goal WR.6: Protect, preserve, and improve the quality of surface water, groundwater, and reclaimed water in the region.
  • Goal CD.1: Improve the City and County financial systems to provide for needed infrastructure development and rehabilitation, including maintenance and enhancement of existing infrastructure.

Connection to Carbon Neutrality Plan:

N/A

Connection to 10-Year Housing Plan:

This project will increase the solids handling capacity of the Rio de Flag Water Reclamation Facility which will provide capacity for additional housing.

Attachments