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9.F. |
| City Council Meeting - FINAL |
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| TITLE: |
Consideration and Approval of Contract: Approve Change Order No. 18 with Shephard Wesnitzer, Inc. in the amount of $214,480.00 and a 365 calendar day time extension for the Rio de Flag Flood Control Utility Relocation Design Services Contract.
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| STAFF RECOMMENDED ACTION: |
- Approve Change Order No. 18 with Shephard Wesnitzer, Inc. the amount of $214,480.00 and a 365 calendar day time extension for the Rio de Flag Flood Control Utility Relocation Design Services Contract; and
- Authorize the City Manager to execute the necessary documents.
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| Executive Summary: |
Approval of Change Order No. 18 will compensate Shephard Wesnitzer, Inc. (SWI) for assisting the City in acquiring the property rights necessary for the U.S. Army Corps of Engineers (USACE) to certify the real estate for construction based on the needed lands, easements, rights-of-way, relocations, and disposal site (LERRD) and complete design for the Rio de Flag Flood Control Project (Project). The additional tasks of Change Order No. 18 include master easement tracking, additional legal descriptions, Utility compensability letters, BNSF utility accommodation policy services, USACE comment resolution, Five Points Construction, Architect/Engineering Quality Control Plan, Signal plans, Wastewater updates and meetings/coordination. There is a 365 calendar day time extension requested with Change Order No. 18 to ensure the estate necessary meets the guidelines and requirements as outlined by the USACE.
The Change Order Committee considered this item on June 13, 2024, it was approved with a recommendation to forward to the Council for final approval at the City Council meeting on July 2, 2024. |
| Financial Impact: |
The FY 2004-2005 original Design Services Contract was approved by City Council to SWI in the amount of $1,582,521.00. Subsequent values of prior changes authorized through the City Manager’s Change Order Authority and City Council approval has resulted in an amount of $2,397,431.34. The funding to pay the amount of Change Order No. 18 ($214,480.00) will come from the Stormwater Fund, tracked in the Rio de Flag project account #206-08-385-3236-0-4421.
The Rio de Flag project has $1,151,354 budgeted in FY24, $20,851,032 appropriated in FY25 and $1,290,000 appropriated in FY26.
Original Contract Value $1,582,521.00
Value of Prior Changes $2,397,431.34
Value of this Change $ 214,480.00
New Contract Value $4,194,432.34 |
| Policy Impact: |
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| Previous Council Decision or Community Discussion: |
| Previous City Council actions pertaining to authorized value changes and action items necessary for the continuation of the Project since FY 2004-2005. |
| Options and Alternatives to Recommended Action: |
- Approve Change Order No. 18 with SWI the amount of $214,480.00 and a 365 calendar day time extension as recommended; or
- Reject Change Order No. 18, which will forfeit the opportunity for the City to comply with its requirement to provide the estate necessary to allow the USACE to certify the real estate for the Rio de Flag Flood Control Project.
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| Background and History: |
On January 18, 2005, the City Council awarded the Design Services Contract to SWI to perform design services for this Project.
Key Considerations:
The Rio de Flag Flood Control Project is included in the City’s Stormwater Management Capital Improvement Program and is the number one priority. The Project has also been the subject of numerous City Council meetings, City-to-Citizen communications and newspaper articles.
The USACE requested funding for their FY 20 work plan to construct the entire Project. The USACE received $52M which will complete their share (65%) of the project as outlined in the Project Cooperation Agreement.
In 2018, the City Council authorized a fee increase to the Stormwater rate that would provide funding for the Capital Improvement Program (CIP). In 2019, City Council authorized collection of the rate increase. The rate increase will provide funding for the Stormwater CIP, of which the Rio de Flag Flood Control Project is the number one priority. The City has the capacity and commitment to complete our share of the project as outline in the Project Cooperation Agreement.
On April 12, 2021, the USACE submitted to the City the real estate “take letter” outlining the estate necessary for the real estate certification. It is the City’s responsibility as outlined in the Project Cooperation Agreement to provide the corridor necessary for the USACE to solicit, award and construct the Project.
A sample of the additional tasks contained in Change Order No. 18 includes:
Master Easement Tracking Spreadsheet:
- Ardurra prepared a master easement tracking spreadsheet with every parcel impacted by the project. Each parcel includes the APN, owner, site address, mailing address, type of easement being acquired (Channel Easement, Temporary Work Area Easement, Drainage Easement, Waterline Easement, Sewer line Easement, Etc.), utility conflicts, ongoing tasks, when the legal description was updated and completed, and additional notes for the easements.
Stage 1 Legal Descriptions:
- Ardurra prepared 14 additional easements for Stage 1 for the Mikes Pike traffic phasing plan, Mikes Pike, and the Flagtown parcels. The legal descriptions are complete and submitted to the City of Flagstaff.
Phase 2 Legal Descriptions:
- This item includes Segment Map revisions already completed based on USACE comments on the previously prepared segment map. Item also includes up to 25 Public Utility Easements (PUE’s), updates to 80 TWAE and Channel Easement legal descriptions already completed (need to be reviewed and updated once segment map is approved), up to 45 aerial easement exhibits, and staking up to 80 parcels for property owners to see the limits of proposed easements.
Utility Compensability:
- Item includes up to 10 Utility Compensability letters/exhibits. The Utility Compensability deliverable is assumed to be the same as what was submitted to the USACE for Stage 1.
BNSF UAP Applications:
- Complete BNSF UAP forms and prepare supporting exhibits. Ardurra has already created 19 UAP applications that are ready to submit under Change Order #16. This item includes 24 additional applications.
ATR Comment Resolution:
- Item includes addressing City of Flagstaff and USACE ATR comments on the Street Reconstruction and Utility Relocation Plans for both Stages 1 and 2. Plans will be updated and submitted to the City and USACE as part of the Backcheck submittal process. Item includes comment resolution meetings with City staff, coordination with Tetra Tech, and updates to the project specifications.
Five Points Construction Plans:
Eastbound Right Turn Lane
- An Eastbound right turn lane on Clay Avenue at the Milton intersection is required to address and ATR comment. The right turn lane will be added to the Stage 1 Surface Replacement construction plans.
30” Waterline Realignment
- The ATR submittal included a 30% water line vertical realignment in the Five Points Intersection. During constructability review, it was determined that the vertical realignment could not be accomplished without closing the entire intersection. An alternate realignment route was identified through APN 103-06-003B that can be constructed without closing the intersection. The Utility Relocation Plans will be updated to reflect the new realignment.
100% Phasing Plans
- 60% construction plans for the Five Points Intersection were completed under Change Order #17. Ardurra prepared and submitted several different traffic phasing plans, including one lane and two lane options, to ADOT before a phasing plan was agreed upon. This item includes addressing ADOT comments and completing 100% construction plans for the traffic phasing plan.
Traffic Control Plans
- Traffic control plans will be completed and submitted to the City and ADOT for both phases of the Five Points construction. Draft TCP’s have already been submitted and reviewed, and Ardurra is currently updating the TCP’s for final submittal.
Architect-Engineer (A-C) QC Plan:
SWI/Ardurra will prepare a Specific Quality Control Plan using the Hansen Dam Recreation Area Project example provided by the Corps. The document will be revised to be project specific to the Utility Relocation and Surface Replacement plans prepared by SWI/Ardurra. Additionally, a project team from another Ardurra office that has not worked on the RDF project will review the ATR sets of plans for QA/QC.
Meetings & Coordination:
- This item includes the following meetings for an additional 12 months with two SWI/Ardurra staff:
• Weekly meetings with the City of Flagstaff
• Bi-weekly meetings with the City of Flagstaff, Corps, and Tetra Tech
• Monthly coordination meetings to coordinate the Lone Tree Overpass and RDF projects.
• Monthly coordination meetings with BNSF to coordinate all City projects along the BNSF corridor.
Signal Plans (Lee Engineering):
- Lee Engineering will update the previously prepared traffic signal plans for the Five Points intersection to incorporate the newly added eastbound right turn lane on Clay Avenue.
Siphon Plan Updates:
- Water Works will update the previously prepared Siphon construction plans to relocate the vent pipe and update CAD backgrounds as part of the ATR review process.
Landscape Plans:
- Norris will update the landscape plans to address revisions to address ATR comments. Revisions include landscape plans and details, irrigation plans and details, form liner design and concept drawings, and nine (9) additional meetings. The total change order from Norris is $12,600. Task 3 in CO #13 ($7,700) will be used to help offset this change order task.
Change Order No. 18 will add 365 calendar days to the Design Services Contract. The revised completion date is October 1, 2025.
Change Order No. 18 was presented to the Change Order Committee for their consideration on June 13, 2024. The item was approved with a recommendation to forward to the City Council for consideration and final approval.
Expanded Financial Considerations:
Funding for Change Order No. 18 ($214,.00) will come from the Stormwater Fund and will be tracked in the Rio de Flag Flood Control project 206-08-385-3236-0-4421. The Stormwater Fee rate increase started collection in July 2019 to fund the Stormwater CIP. The Rio de Flag Flood Control Project is part of the Stormwater CIP and is the highest priority Project.
The Rio de Flag project has $604,000 budgeted in FY24, $24,275,415 appropriated in FY25 and $1,371,650 appropriated in FY26.
The USACE was awarded $52M in their FY 20 work plan, providing commitment for their full share of the project at 65%.
Expanded Options and Alternatives:
- Approve Change Order No. 18 with SWI in the amount of $214,480.00 and a 365 calendar day time extension as recommended; or
- Reject Change Order No. 18, which will forfeit the opportunity for the City to comply with its requirement to provide the estate necessary to allow the USACE to certify the real estate for the Rio de Flag Flood Control Project.
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| Connection to PBB Priorities and Objectives: |
- Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
- Strengthen Flagstaff’s resilience to climate change impacts on built, natural, economic, health, & social systems.
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| Connection to Regional Plan: |
- Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections, and rainwater harvesting.
- Increase the region’s preparedness for extreme climate events.
- Incorporate pedestrian access, trails, and watchable wildlife opportunities into natural watercourses when practical.
- Improve mobility and access throughout the region.
- Increase the availability and use of pedestrian infrastructure, including FUTS, as a critical element of a safe and livable community.
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| Connection to Carbon Neutrality Plan: |
- Encourage vibrancy, appropriate density, and attainability in existing neighborhoods, so that more residents live within walking distance of their daily needs.
- Create inclusive networks for walking and biking that are continuous, attractive, safe, comprehensive, and convenient for people of all ages.
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| Connection to 10-Year Housing Plan: |
| None |
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