9.A.
City Council Meeting - FINAL
- Meeting Date:
- 07/21/2015
- Co-Submitter:
- Malcolm Alter, Stormwater Program Manager
- From:
- James Janecek, Project Manager
Information
TITLE:
Consideration and Approval of Contract: Professional services for Civil Design and Engineering, Inc., to prepare the Rio de Flag watershed integrated hydrologic and hydraulic model (Approve contract with Civil Design and Engineering, Inc. in the amount of $174,583.00).
RECOMMENDED ACTION:
- 1) Award a professional services contract to Civil Design and Engineering, Inc., and
2) Authorize the Interim City Manager to execute the necessary documents.
Executive Summary:
The City of Flagstaff Utilities Division Stormwater Section has received a $200,000 grant from FEMA through our Cooperating Technical Partners award number EMW-2014-CA-00087-S01: Watershed Management Plan and Flood Risk Report for the Rio de Flag Watercourse. The Stormwater Section has selected a professional services consultant, Civil Design and Engineering, Inc., through the Request for Statement of Qualifications #2015-35 to complete an integrated and comprehensive hydrologic and hydraulic model for the entire Rio de Flag watershed and negotiated a lump sum fee for $174,583. The purpose of these models will be to help our understanding with watershed changes considering various scenarios including: the effects of catastrophic wildfire, development, capital improvement feasibility, planning, watershed protection and restoration, flood potential, floodplain mapping, climate change and resiliency. When completed these state-of-the-art models can be used for many purposes by the entire community such as Northern Arizona University, U.S. Geological Survey, U.S. Forest Service, National Weather Service and Natural Resources Conversation Services to name a few.
Financial Impact:
The total fee for professional services is $174,583. The $200,000 FEMA Cooperating Technical Partners grant award number EMW-2014-CA-00087-S01 has $129,432 available for this professional services contract and the remaining $45,151 will come from the Stormwater Utility Fund account 206-08-331-1251-0-4206 Master Planning. The remaining $70,568 of the FEMA Cooperating Technical Partners grant award number EMW-2014-CA-00087-S01 will be reserved for other tasks associated with this grant.
Connection to Council Goal and/or Regional Plan:
COUNCIL GOALS:
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
8) Improve effectiveness of notification, communication, and engagement with residents, neighborhoods and businesses and about City services, programs, policies, projects and developments.
11) Ensure that we are as prepared as possible for extreme weather events
REGIONAL PLAN:
Goal E&C.4. Integrate available science into policies governing the use and conservation of Flagstaff ’s natural resources.
Goal E&C.6. Protect, restore and improve ecosystem health and maintain native plant and animal community diversity across all land ownerships in the Flagstaff region.
Goal E&C.7. Give special consideration to environmentally sensitive lands in the development design and review process.
Goal E&C.9. Protect soils through conservation practices.
Goal E&C.10. Protect indigenous wildlife populations, localized and larger-scale wildlife habitats, ecosystem processes, and wildlife movement areas throughout the planning area.
Goal OS.1. The region has a system of open lands, such as undeveloped natural areas, wildlife corridors and habitat areas, trails, access to public lands, and greenways to support the natural environment that sustains our quality of life, cultural heritage, and ecosystem health.
Goal WR.5. Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections, and rainwater harvesting.
Goal WR.6. Protect, preserve, and improve the quality of surface water, groundwater, and reclaimed water in the region.
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
8) Improve effectiveness of notification, communication, and engagement with residents, neighborhoods and businesses and about City services, programs, policies, projects and developments.
11) Ensure that we are as prepared as possible for extreme weather events
REGIONAL PLAN:
Goal E&C.4. Integrate available science into policies governing the use and conservation of Flagstaff ’s natural resources.
Goal E&C.6. Protect, restore and improve ecosystem health and maintain native plant and animal community diversity across all land ownerships in the Flagstaff region.
Goal E&C.7. Give special consideration to environmentally sensitive lands in the development design and review process.
Goal E&C.9. Protect soils through conservation practices.
Goal E&C.10. Protect indigenous wildlife populations, localized and larger-scale wildlife habitats, ecosystem processes, and wildlife movement areas throughout the planning area.
Goal OS.1. The region has a system of open lands, such as undeveloped natural areas, wildlife corridors and habitat areas, trails, access to public lands, and greenways to support the natural environment that sustains our quality of life, cultural heritage, and ecosystem health.
Goal WR.5. Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections, and rainwater harvesting.
Goal WR.6. Protect, preserve, and improve the quality of surface water, groundwater, and reclaimed water in the region.
Has There Been Previous Council Decision on This:
The $200,000 FEMA Cooperating Technical Partners grant award number EMW-2014-CA-00087-S01: Watershed Management Plan and Flood Risk Report for the Rio de Flag Watercourse was discussed at the 10-21-14 City Council meeting. Approval of the grant at that time resulted in the necessary funding to develop comprehensive hydrologic and hydraulic models for the Rio De Flag.
Options and Alternatives:
Alternative 1 - Approve the professional services contract.
Alternative 2 - Do not approve the professional services contract. This could result in losing the FEMA grant funding. Hiring additional staff to prepare the same product will be highly unlikely due to the very high technical requirements including writing software code.
Alternative 3 - Hire additional staff to prepare a similar product of lesser value. This alternative could also result in losing the FEMA grant funding.
Background/History:
The $200,000 FEMA Cooperating Technical Partners grant award number EMW-2014-CA-00087-S01: Watershed Management Plan and Flood Risk Report for the Rio de Flag Watercourse was discussed at the 10-21-14 City Council meeting. Approval of the grant at that time resulted in the necessary funding to develop comprehensive hydrologic and hydraulic models for the Rio De Flag. The models will be used for modeling watershed changes and various scenarios including: effects of catastrophic wildfire, development, capital improvement feasibility, planning, watershed protection and restoration, flood potential, floodplain mapping, climate change and resiliency. The models will be made available to the scientific and academic communities as well as the County. The result will be state-of-the-art models that can be used for many purposes by the entire community.
Staff issued a Request for Statement of Qualifications (ROSQ) for Professional Services, and was advertised on March 8 and 15, 2015. Three statements were received and opened on April 6, 2015. An evaluation committee comprised of five members, including two not employed with the City, determined Civil Design and Engineering, Inc. to be the most qualified.
Staff issued a Request for Statement of Qualifications (ROSQ) for Professional Services, and was advertised on March 8 and 15, 2015. Three statements were received and opened on April 6, 2015. An evaluation committee comprised of five members, including two not employed with the City, determined Civil Design and Engineering, Inc. to be the most qualified.
Key Considerations:
The grant provides an opportunity to develop a comprehensive tool for the management of the Rio de Flag watershed. This model could also be expanded in the future to model the entire City of Flagstaff stormwater infrastructure system similar to how the City of Flagstaff water and sewer systems are modeled.
Expanded Financial Considerations:
Some Stormwater staff time will be necessary for model development and maintenance. The Stormwater work program can provide for the minimum necessary staff time. Model computer storage needs are anticipated to be minimal.
Community Benefits and Considerations:
The models will benefit the community in a number of ways. The models will be used for modeling watershed changes and various scenarios including: effects of catastrophic wildfire, development, capital improvement feasibility, planning, watershed protection and restoration, flood potential, floodplain mapping, climate change and resiliency. The scope also includes some specific items related to these variables. The models will be made available to the scientific and academic communities as well as the County. The result will be state-of-the-art models that can be used for many purposes by the entire community.
Community Involvement:
Inform: The scientific community and the County have met with the City to discuss the outcomes and uses of the models. The models will be used by these parties to assess their individual needs as well as provide additional data for model development.
Involve: the models will be used for purposes that include information to the public regarding flooding, causes of flooding and mitigations.
Collaborate: Partner with NAU, County, Forest Service, USGS, NWS, Soil Conservation Service and others.
Involve: the models will be used for purposes that include information to the public regarding flooding, causes of flooding and mitigations.
Collaborate: Partner with NAU, County, Forest Service, USGS, NWS, Soil Conservation Service and others.
Expanded Options and Alternatives:
Alternative 1 - Approve the professional services contract.
Alternative 2 - Do not approve the professional services contract. This could result in losing the FEMA grant funding. Hiring additional staff to prepare the same product will be highly unlikely due to the very high technical requirements including writing software code.
Alternative 3 - Hire additional staff to prepare a similar product of lesser value. This alternative could also result in losing the FEMA grant funding.
Alternative 2 - Do not approve the professional services contract. This could result in losing the FEMA grant funding. Hiring additional staff to prepare the same product will be highly unlikely due to the very high technical requirements including writing software code.
Alternative 3 - Hire additional staff to prepare a similar product of lesser value. This alternative could also result in losing the FEMA grant funding.