Consideration and Approval of Contract: Change Order 3 with Hunter Contracting Co. for the Inner Basin Waterline Restoration Project
 

1. Approve Change Order 3 for repair work at Flagstaff Spring with Hunter Contracting Co. in the amount of $189,098.20 and no additional calendar days to the contract period; and
2. Authorize the City Manager to execute the necessary documents.

Following a significant monsoon storm on September 2, 2023, extensive damage was observed to much of the City’s Inner Basin catchment infrastructure. The Flagstaff Spring catchment and lateral waterline were destroyed resulting in significant loss of spring water capture to the Inner Basin spring catchment system. This damage requires immediate repair prior to the onset of the seasonal snowpack in this high-elevation environment. By completing this work before the snowpack commences, the spring meltwater will be able to be captured and utilized by our community. The scope and fee of this work includes the repair of these items as well as the maintenance and clearing of the access road to the site.

The cost of the repairs to the Flagstaff Spring infrastructure is $189,098.20. Included in these costs are the existing road access, the replacement of the previous clay pipe with new ductile iron pipe, the reinforcement of the spring catchment box, the repair to the junction box from which this lateral pipe feeds into, and the armoring of the exposed portions of pipe which are still properly functioning. This change order was not budgeted for in FY2024-25.  The project account number is 202-08-370-3578-0. The funding for this work shall come from the project savings of the Switzer Canyon Transmission Line Phase 4 City Project. The account of these saving is 202-08-370-3427-0-4463 and are FY2024-25  budgeted funds.

No Impact

This is the seventh time this item has been discussed before City Council. 10 January 2023 - Presentation with Project details was presented by City Staff and USFS personnel. 17 January 2023 - Contract and GMP 1 approved by City Council (30% design work). 2 May 2023 – GMP 2 approved by City Council (90% design work). 3 July 2023 - Contract for Inspection Services approved by City Council. 28 August 2023 – GMP 3 for Final Design and Maintenance Repair Services. 20 February 2024 – GMP 4 for Construction and Repair Services. 17 September 2024 – Change Order 3 for Flagstaff Spring Repairs.

1. Approve Change Order 3 as recommended. Approval will allow repair work to be completed before winter shutdown; or,
2. Reject approval of the award as recommended. This action would delay or cancel the repairs.

On 2 September 2023, a large monsoon storm cell released nearly three inches of precipitation in a little over an hour. This inundation of precipitation spanned several watersheds in the western Inner Basin, resulting in large amounts of water, forest debris, and sediment and rock to travel down into the project sites and beyond. Though, this rain event occurred in the Inner Basin, the hardest hit watersheds are not part of the Pipeline Fire burnshed and thus is ineligible for reimbursement by Arizona Department of Forestry and Fire Management (AZ DFFM). Because of this, City Water Services is covering the cost of these Flagstaff Springs infrastructure repairs, which is the ask of this Change Order. Spring water from the Inner Basin can peak as high as 2 million gallons per day (MGD) in summer months. Well water from the three wells (IB9, IB11 & IB14) in the Inner Basin has a similar peak capacity of about 2MGD. The design capacity of the North Reservoir Filtration Plant (NRFP), where Inner Basin water is treated, is 4MGD. Overall, Inner Basin water can account for at least 20% of Flagstaff’s daily potable water demand during peak consumption weeks of summer. In summary, spring and well water from the Inner Basin is a significant supply of both potable water to the residents in and around Flagstaff, as well as fire-fighting purposes. Repair and reinforcement of the Inner Basin pipeline and catchments are urgently needed to ensure the health and safety of the community.

Change Order 3 was reviewed and approved by the City of Flagstaff Change Order Committee on August 29, 2024. Change Order Committee approved Change Order 3 is now presented to Council for consideration and approval.

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 E&C.7 – Environmentally Sensitive Lands Goals and Policies Give special consideration to environmentally sensitive lands in the development design and review process.
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.
Regional Plan – Goal WR.3 – Water Demand Goals and Policies Satisfy current and future human water demands and the needs of the natural environment through sustainable and renewable water resources and strategic conservation measures.

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.
Healthy Forests and Open Spaces (HF-2) – Restore and maintain the natural fire-adapted structure and pattern of the forests of the greater Flagstaff region through collaboration with partners. Health and Safety (HS-4) – Improve the resilience of public infrastructure and City facilities.

Provide reliable water to existing and future homes in our community.

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