Consideration and Approval of Contract Ratification:  Ratify the GMP (Guaranteed Maximum Price) 1 for the Pre-cast box culvert for the Schultz Creek Drainage Improvements at US HWY 180 to J. Banicki Construction. The total value of Banicki’s proposal is $611,398.90, this is the first GMP for the Highway 180 culvert project. In addition to GMP 1, a contract amendment for utility locating services in the amount of $46,847.47 to Banicki Construction is also attached.
 

1. Approve ratification of the GMP 1 for the Pre-cast box culvert procurement for the Schultz Creek Improvements at US HWY 180 to Banicki Construction. The total value of Banicki’s proposal is $611,398.90; and
2. Approve ratification of the utility locating contract amendment with Banicki Construction for the project in the amount of $46,847.47.; and
3. Authorize the City Manager to execute the necessary documents.

The Pipeline Fire (June 2022) burned 26,532 acres, including portions of the Schultz Creek and Chimney watersheds. The post-fire flooding impacted the City of Flagstaff during the 2022 monsoon season, and caused catastrophic damage, including flooding in Stevanna Way and Coconino Estates due to inadequate culvert sizing at Highway 180. A temporary emergency culvert was installed by ADOT in spring of 2023 due to land subsidence in the area, however the capacity of the new pipe is still insufficient to convey expected post-fire monsoon flows. A CMAR was selected in fall of 2023 with Banicki Construction being the selected construction phase services firm.

The funding for the Highway 180 culvert project is through the Stormwater Utility with a dedication of $8.99 million from State Bill 1720 for this project. Any residual budget from this project, if any, is dedicated to the regional detention basin maintenance account.  This project is budgeted in FY2023-24 in account 206-08-385-3528-0 for $5,093,290.

Carbon Neutrality Strategies
Water Security (WS-1) – Improve water infrastructure and expand water reuse.
Water Security (WS-2) – Improve ecosystem management for protection of water resources.
Health and Safety (HS-4) – Improve the resilience of public infrastructure and City facilities.
 
Priority-Based Budgeting Priorities and Objectives
Safe and Healthy Community – Ensure the built environment is safe through the use of consistent standards, rules and regulations, and land use practices
Sustainable, Innovative Infrastructure – Deliver outstanding services to residents through a healthy, well-maintained infrastructure system
 
Regional Plan – Goal WR.5 – Stormwater and Watershed Management Goals and Policies
Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections, and rainwater harvesting.

Team Flagstaff Strategic Plan – Priority 3
Deliver outstanding services through a healthy environment, resources, and infrastructure

Resolution 2023-53 provided an IGA between the City of Flagstaff and ADOT for the administration of this project.

1. Approve and ratify the award for GMP 1 as recommended. Approval will allow the purchase of pre-cast box culvert materials for the new culvert under the ADOT right of way; or,
2. Reject approval of the award as recommended. This action would delay or cancel the project.

The Pipeline Fire was reported on June 12, 2022, approximately 6 miles north of Flagstaff within the Coconino National Forest. The fire burned 26,532 acres, including portions of the Schultz Creek and Chimney watersheds. A burn scar assessment and flood modeling subsequently showed potential post-wildfire flood risk to neighborhoods on the west side of Flagstaff. Both the City of Flagstaff and the Coconino County Flood Control District are collaborating with public and private partners and taking extensive measures and precautions to mitigate damage from future potential flood events.

Multiple flood events occurred in July and August 2022 due to the undersized culvert at Highway 180. Additional flooding, and a partial pipe collapse, occurred in April 2023 during a large snowmelt event. ADOT provided an emergency repair of the existing pipe and added an additional relief pipe in early summer 2023. The City received a state appropriation on July 1 under State Bill 1720. This appropriation was to complete a long term mitigation at this site and to provide funding for regional detention basin maintenance. A CMAR selection process was led by Capital Improvements in Fall 2023 with Banicki Construction being the selected construction phase services provider. Engineering design is being provided by SWI-Ardurra and a no-adverse impact hydrologic analysis is being provided by JE Fuller Hydrology and Geomorphology, both firms were selected based on lowest price using the professional on-call services contract.

This GMP (number 1) is the first in a series of GMPs to complete a new culvert, and associated drainage features, before monsoon season 2024.

On September 28, 2023, Procurement staff posted a Request for Statements of Qualifications (RSOQ) solicitation for Construction Manager at Risk (CMAR) services on the PlanetBids electronic bidding
website, and advertised it in the Arizona Daily on September 30, 2023, and October 7, 2023. On November 17, 2023, Procurement received five Statements of Qualifications (SOQs) from contractors responding to
the RSOQ. A Selection Committee of six members, including two members, professionals in the engineering field. The evaluation committee independently reviewed and evaluated the SOQs in accordance with guidelines established by the enabling legislation. After meeting to discuss the scoring the committee decided to interview the top two firms on November 30, 2023. Scores were added to the original earned scores from the RSOQ evaluation process. Based upon the numerical scoring of the written SOQs, the Selection Committee identified the most qualified Firm to perform the CMAR services for the Project and
recommended commencing negotiations for a scope and fee proposal to be provided by J. Banicki Construction, Inc. Final scores of all firms are as follows:
Combs 535 Points
Fann 1174 Points
J. Banicki 1250 Points
Rummel 547 Points
Vastco 523 Points

The project manager and vendor have been working diligently on the Design Phase portion of the project and are now beginning the Construction Phase with the GMP1 to order materials with long lead times. 
 

Ratification is needed as the purchase of this pre-cast material was needed immediately to meet the timeline of the project (completion before monsoon season 2024). Approval for moving forward with a ratified agreement was provided by the City Manager's Office on 2/13/2024.

This project will alleviate both the post-fire flood threat from the Pipeline Fire (2022) as well as substantially reduce, or remove, the existing FEMA special flood hazard area (e.g. FEMA floodplain) for the nearby neighborhood. Implementing this project will provide substantial flood relief. GMP 1 is intended to provide the necessary materials to rapidly build a new concrete box culvert under State Highway 180 while minimizing traffic impacts.

None at this time. Funding is administered through the Stormwater Utility with all expected costs being drawn from state appropriations dedicated to this project.

The completion of this project will substantially reduce the flood threat to Stevanna Way and the neighborhood of Coconino Estates. Additional benefactors will be Fire Station #5 and Sechrist School.

The community has been involved with this project since the initial post-fire flooding in 2022. A citizen petition was provided to City Council in 2022 (Petition 2022-06).