9.B.
City Council Meeting - FINAL (AMENDED)
- Meeting Date:
- 03/04/2025
- Co-Submitter:
- Stacey Brechler-Knaggs
- From:
- David Pedersen, Capital Improvements Project Manager
TITLE:
Consideration and Approval of Contract: Fourth Amendment to the Design-Build Contract with Hunter Contracting Co. in the amount of $688,880 adding GMP 5 for Construction and Repair Services for the Inner Basin Waterline Restoration Project.
STAFF RECOMMENDED ACTION:
- Approve the Fourth Amendment to the Design-Build Contract with Hunter Contracting Co. in the amount of $688,800 adding GMP 5 for Construction and Repair Services for the Inner Basin Waterline Restoration Project with a contract duration of 75-calendar days; and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
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 damage to the City's Inner Basin pipeline and Waterline Road. Hunter Contracting has remarkably accomplished the repair of the waterline, with Inner Basin spring water now being incorporated into the City's water production. However, the roadway work and armoring of the waterline and roadway drainage crossings will be ongoing into the fall of 2025. GMP 5 will provide the funding for Hunter Contracting to finalize construction and armoring of Waterline Road, the integrity of the pipeline, and closeout for the Inner Basin Waterline Restoration Project.
Financial Impact:
The funding for the Inner Basin Waterline Restoration Project is being funded initially by account 202-08-370-3519-0-4421 in Water Services for Project expenses. These funds will be reimbursed to the City of Flagstaff by the Arizona Department of Forestry and Fire Management (DFFM). The reimbursement funding for this Disaster Recovery Project will be reimbursed up to $16.1 million, the not-to-exceed amount for reimbursement funding from DFFM.
Policy Impact:
No Impact.
Previous Council Decision or Community Discussion:
This is the eighth 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 Repair
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 Repair
Options and Alternatives to Recommended Action:
- Approve the Fourth Amendment to the Design-Build Contract to add GMP 5 as recommended. Approval will allow the construction work to be completed; or
- Reject approval of the award as recommended. This action would delay the project.
Background and History:
The Pipeline Fire was reported on June 12, 2022, approximately six 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.
The post-fire flooding impacted the City of Flagstaff during the 2022 monsoon season, and caused catastrophic damage, including damage to the city's Inner Basin pipeline and Waterline Road. The city needs to repair the waterline and corresponding roadway to have it ready for use by the fall of 2023. City Staff and partnering stakeholders feel there is an immediate threat to the health of citizens resulting from the instability of water supply. 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, flowing through the Inner Basin waterline and within both the Waterline and Schultz Pass roads 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, along with repair of both Waterline and Schultz Pass roads, are urgently needed to ensure the health and safety of the community.
The city estimates, based on experience, that awarding a contract using a sealed bidding process would require at least 90+ days, and the city's engineering division estimates the repair work would last another 60+ days. This would have likely extended the project kickoff beyond fall of 2023, further delaying access to this critical water supply. Rather than conducting a sealed bidding process and due to the exigent situation, the City, in compliance with State and local law, sole sourced the Design-Build Team that we previously contracted with, through a competitive public procurement process, for repair of the Inner Basin pipeline that resulted from the 2010 Schultz Fire.
The City of Flagstaff has a contract with the Design-Build team of Hunter Contracting and Jacobs Engineering to design and repair the Inner Basin pipeline and roadway and will issue several Guaranteed Maximum Price (GMPs) for the cost of design and construction. The request today is for the fifth GMP to close out the project.
The post-fire flooding impacted the City of Flagstaff during the 2022 monsoon season, and caused catastrophic damage, including damage to the city's Inner Basin pipeline and Waterline Road. The city needs to repair the waterline and corresponding roadway to have it ready for use by the fall of 2023. City Staff and partnering stakeholders feel there is an immediate threat to the health of citizens resulting from the instability of water supply. 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, flowing through the Inner Basin waterline and within both the Waterline and Schultz Pass roads 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, along with repair of both Waterline and Schultz Pass roads, are urgently needed to ensure the health and safety of the community.
The city estimates, based on experience, that awarding a contract using a sealed bidding process would require at least 90+ days, and the city's engineering division estimates the repair work would last another 60+ days. This would have likely extended the project kickoff beyond fall of 2023, further delaying access to this critical water supply. Rather than conducting a sealed bidding process and due to the exigent situation, the City, in compliance with State and local law, sole sourced the Design-Build Team that we previously contracted with, through a competitive public procurement process, for repair of the Inner Basin pipeline that resulted from the 2010 Schultz Fire.
The City of Flagstaff has a contract with the Design-Build team of Hunter Contracting and Jacobs Engineering to design and repair the Inner Basin pipeline and roadway and will issue several Guaranteed Maximum Price (GMPs) for the cost of design and construction. The request today is for the fifth GMP to close out the project.
Connection to PBB 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
Sustainable, Innovative Infrastructure : Deliver outstanding services to residents through a healthy, well-maintained infrastructure system
Connection to Regional Plan:
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
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
Connection to Carbon Neutrality Plan:
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.
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.
Connection to 10-Year Housing Plan:
Improving and repairing our water infrastructure will provide water to our community housing.