Rio de Flag Project Update and Consideration and Approval of Contract: Change Order No. 13 with Shephard-Wesnitzer, Inc. in the amount of $483,100.00 and adds 365 calendar days for the Rio de Flag Flood Control Utility Relocation design services contract.

1. Approve Change Order No. 13 with Shephard-Wesnitzer, Inc. the amount of $483,100.00.
2. Add 365 calendar days to the design services contract.
3. Authorize the City Manager to execute the necessary documents.

Approval of Change Order No. 13 will compensate Shephard-Wesnitzer, Inc. (SWI) for additional work tasks required to bring the Rio de Flag Flood Control design services contract to 100%, and to comply with design plans prepared by the US Army Corps of Engineers (USACE) and their design consultant.  The added tasks are: additional topographical survey, side storm drain analysis, landscaping design, composite channel design, sanitary sewer siphon design, Beal Road bridge design and traffic signal modifications.  There is a 365-day time extension requested with this change order.
 

SWI design efforts, inclusive of work contemplated in CO#13, will remain focused on completing the City responsibility for the DRAFT 100% by the June 2020 deadline.  We will continue to coordinate with the USACE to be certain that the plans are complete and certified to allow for procurement and award of the construction contract no later than September 30, 2020 as required in order to begin expenditure of the recently allocated project funds.

The FY2005 original contract approved by City Council for design services to SWI was $1,582,521.00.  Subsequent values of prior changes authorized through the City Manager’s Change Order Authority and City Council approval has been $1,100,796.34.  The funding to pay the amount of Change Order No. 13, $483,100.00, will come from the Stormwater Fund, tracked in the Rio de Flag project account #206-08-385-3236-0-4421, within FY2020 Budget in the amount of $3,264,134.00.    
 
Original Contract Value                                 $1,582,521.00
Value of Prior Changes                                 $1,100,796.34
Value of this Change                                     $   483,100.00      
New Contract Value                                      $3,166,417.34

Council Goal 2017 – 2019 - Environmental and Natural Resources
Actively manage and protect all environmental and natural resources.
 
Regional Plan – Policy WR 5
Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections and rainwater harvesting. 
 
Team Flagstaff Strategic Plan – Priority 3 - Foster A Resilient and Economically Prosperous City 
Deliver outstanding services through a healthy environment, resources and infrastructure. 

Previous Council actions pertaining to authorized value changes and action items necessary for the continuation of the Rio de Flag Flood Control project since FY2005.

1. Approve Change Order No. 13 with Shephard-Wesnitzer, Inc. the amount of $483,100.00 as recommended.
2. Reject Change Order No. 13, which will forfeit the opportunity to complete the Rio de Flag Flood Control Utility Relocation design services contract and comply with the design plans prepared by the USACE and their design consultant.    

On January 18, 2005, the City Council awarded the Agreement for Consulting Services to Shephard-Wesnitzer Inc. of Flagstaff, Arizona to perform design services for this project. 

The Rio de Flag Flood Control Project is included in the City’s Stormwater Management Capital Improvement Program and is the number one priority.  The project has also been the subject of numerous Council Meetings, City to Citizen communications and newspaper articles. 

In 2018, the City Council authorized a fee increase to the Stormwater rate that would provide funding for their Capital Improvement Program (CIP).  In 2019, City Council authorized collection of the rate increase.  The rate increase will provide funding for the Stormwater CIP, of which the Rio de Flag Flood Control Project is the number one priority.  The City has the capacity and commitment to complete our share of the project as outline in the Project Cooperation Agreement. 

The USACE requested funding for their FY2020 work plan to construct the entire project.  The USACE was received $52M which will complete their share (65%) of the project as outlined in the Project Cooperation Agreement. 

Change order No. 13 includes added tasks:

1. Topographic Surveys for areas to produce 100% plans.  Areas include surface utilities, proposed composite channel, existing catch basin infrastructure.
2. Side Drain Analysis for areas adjacent to the project.  This analysis is intended to ensure that planned connections are adequate and existing infrastructure will not adversely impact or cause flooding.
3. Bridge design at Beal Road.  Design will accommodate the project and provide for a structure that will meet hydrological and hydrology parameters.
4. Landscaping for the Low Flow Composite Channel.  Provide for contract documents to support construction. 
5. Final Design for the Low Flow Composite Channel.  Provide for contract documents to support construction. 
6. Sanitary sewer design.  Design of a system to provide delivery of sanitary sewer as a relocated utility to support the project. 
7. Traffic Signal Modifications.  Coordinate with ADOT and provide a plan to modify the operations and phasing to accommodate the project. 

Change Order No. 13 will also add 365 calendar days to the design contract.  The completion date is April 30, 2021, which corresponds with the preliminary start of construction for the Rio de Flag Flood Control Project as indicated by the USACE. 

Funding for Change Order No. 13, $483,100.00, will come from the Stormwater Fund and will be tracked in the Rio de Flag Flood Control project 206-08-385-3236-0-4421.  The Stormwater Fee rate increase started collection in July 2019 to fund the Stormwater Capital Improvement Program.  The Rio de Flag Flood Control is part of the Stormwater Capital Improvement Program. 

Change Order No. 13 includes work that will provide a final design for the low flow composite channel that the community has been requesting as an element of the Rio de Flag Flood Control Project.  The City will be working with the Public Relations consultant (Beta Pr) to continue a public information plan.

No community involvement was made on the consideration of Change Order No. 13