Consideration and Approval of Contract: Consultant Services Contract with JE Fuller Hydrology & Geomorphology, Inc for On-Call ALERT Maintenance and Software Fees in an amount not to exceed $137,000.
 

1. Approve the Consultant Services Contract with JE Fuller Hydrology & Geomorphology, Inc. for On-Call ALERT Maintenance and Software Fees in an amount of $137,000; and
2. Authorize the City Manager to execute the necessary documents.

Since 2005 the City has maintained a system of rain and stream gauges (raingauges) for early flood alerts, forensic hydrology, and civil engineering. The network has grown over time due to areas of repetitive flooding, post-wildfire flood threats, increased urbanization, and an increased need for rain and stream flow information including active early alerting of neighborhoods. This contract is for both the annual maintenance of the physical gauges, the web software (JEFMAP), and the backend database (JEFDAQ). This year there is an additional need to update the radio network from the deprecated ALERT1 network to ALERT2. This need is driven by the addition of an automated floodgate at "The Wedge" detention basin and the continued use of proactive real-time flood alerts (e.g. Spruce Wash Flood Sirens). Additional tasks include adding stations in the Inner Basin to monitor water availability related to the recently repaired Inner Basin waterline and North Reservoir Water Production facility.

Project Name: Consultant Services Contract with JE Fuller Hydrology & Geomorphology, Inc. for On-Call ALERT Maintenance and Software Fees
Cost: $137,000
Account Number Budgeted:

Task 1: 206-08-331-1258-0-4290 - $6,800
Task 1: 206-08-331-1258-0-4290 - $10,800
Task 2: 206-08-331-1256-0-4237 - $43,600
Task 3: 206-08-331-1250-0-4290 - $25,000
Task 4: 206-08-331-1256-0-4290 - $10,000
Task 5: 206-08-331-1250-0-4290 - $12,500
Task 6: 206-08-331-1256-0-4290 - $28,400

Grant Funded: No
Funding Source: Stormwater Utility Fund (various programs including 1250: General Administration, 1256: Open Channel Maintenance and Watershed Health, and 1258: Flood Response)

• 1/7/2020: Consideration and Approval of Mitigation Assistance Agreement between the City of Flagstaff and Arizona Department of Emergency Management and Military Affairs for Raingauge Network Expansion.
• 6/16/2020: Consideration and Approval of a Contract with JE Fuller Hydrology & Geomorphology, Inc. for the Flood Alert Gauge Network Expansion Project in the amount of $112,800.
• 4/4/2023: Consideration and Approval of Contract for Materials and Services Contract with JE Fuller Hydrology & Geomorphology, Inc. in the amount of $61,000 for the Purchase of Flood Alert Gauges and Maintenance to be 100% Reimbursed by the State Department of Forest and Fire Management.
• 6/20/2023: Consideration and Approval of the Stormwater Strategic Plan 2028.
• 10/1/2024: Consideration and Approval of an Agreement with the USDA, Forest Service for the Spruce Wash, Wedge Detention Basin.
• 12/3/2024: Consideration and Approval of the Fifth Amendment to the Construction Manager at Risk (CMAR) Construction Services Agreement with Eagle Mountain Construction, Inc. for the Spruce Wash Flood Mitigation Suite of Projects to add Guaranteed Maximum Price (GMP) 5.

1. Approve the Consultant Service Contract with JE Fuller Hydrology & Geomorphology, Inc. in the amount of $137,000  for the On-Call ALERT Maintenance and Software; or
2. Deny portions of the Contract, in which case the system will be maintained at previous levels and enhancements such as the automated flood gate, flood sirens, and real-time Inner Basin water production operations will be unattainable; or 
3. Deny the entire Contract, in which case the entire network of 30 gauges will become degraded through lack of maintenance. Both real-time and forensic data will become compromised due to failing instrumentation and degradation of radio telemetry.

The City of Flagstaff maintains one of the largest municipal rain and stream gauge networks in the country. The reason for the municipality to maintain such a network is due to the mountainous terrain, strong monsoon rain events, and a lack of need for Federal and State networks to provide a similar level of service (due to the lack of navigable waters and permanent water bodies). The current gauge network was started in 2005 to enhance the data needed for the Rio de Flag Flood Control Project. The system has expanded through time, utilizing State grant funding and more recently through post-wildfire needs (2010 Schultz Fire, 2019 Museum Fire, and 2022 Pipeline Fire specifically). The gauge network currently includes over 30 sites operating through radio telemetry (and, in rare cases, cellular or satellite data). The radio telemetry uses a protocol called "ALERT" developed in the 1970s. The protocol works well for small gauge networks or where data latency is acceptable. The switch to the ALERT2 protocol (mainstream since 2011) is needed as the City's network has become larger, more complex, and more sensitive to data latency (i.e. requiring a faster report out for critical operations such as the control of flood gates, flood sirens, and Inner Basin waterworks).
The Purchasing team and Stormwater team have deemed JE Fuller to be a sole source provider of these services.

High Performing Governance: Serve the public by providing high quality customer service. 
Safe and Healthy Community: Provide public safety services with resources, staff, and training responsive to the community's needs. 
Sustainable and Innovative Infrastructure: Deliver outstanding services to residents through a healthy well ­maintained infrastructure system. 
Environmental Stewardship: Strengthen Flagstaff's resilience to climate change impacts on the built, natural, economic, health and social systems. 

Goal E&C.3. 
Policy E&C 3.1 Increase the region's preparedness for extreme climate events. 
Policy WR.5.4. Develop any necessary stormwater infrastructure improvements consistent with City of Flagstaff stormwater master plans or studies as adopted by the City. 
Policy WR.5.5. Give preference to regional detention facilities that are designed in conjunction with smaller low-impact development features, rather than numerous smaller dispersed basins. Encourage regional detention basins to incorporate natural watershed characteristics as well as offering recreational components.

Goal PF.1. 
Policy PF.1.2. Allocate available public resources necessary for the City and County to prepare and adapt for natural and human-caused hazards so that all government operations support community resiliency. 
Policy PF.1.4. Build, sustain, and leverage partnerships with local and regional stakeholders for collective investment, efficient action, and shared responsibility in the building of local resiliency. 

CR-2: Strengthen existing community systems to create resilience to both short-term shocks and long­ term change. 

None

Proactive maintenance and adaptive management are a key part of the 2028 Stormwater Section Strategic Plan and the 2025 Water Services Division Strategic Plan.