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Consideration and Approval of Contract: Professional Services Contract with Shephard Wesnitzer, Inc, an Ardurra Company, in the amount of $499,520.00 for inspection services of the Inner Basin Waterline Restoration Project. |
STAFF RECOMMENDED ACTION: |
- Approve the Professional Services Contract for inspection services with Shephard Wesnitzer Inc., (SWI) an Ardurra Company, in the amount of $499,520.00 and a contract duration of 516 calendar days;
- Approve Change Order Authority to the City Manager in the amount of $49,952.00 which is 10% of the contract amount; and
- Authorize the City Manager to execute the necessary documents.
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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. The city needs to repair the waterline and corresponding roadway to have it operational by the fall of 2023. This inspection services contract will allow the Project to move forward with construction to mitigate the immediate threat to the health of citizens resulting from the instability of water supply spring water from the Inner Basin. Overall, Inner Basin water can account for 20% of Flagstaff’s daily potable water demand during peak consumption weeks of summer. This critical water supply also provides water for fire-fighting operations. 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.
This contract will provide an engineering inspector to be on-site to provide daily inspections and certify the work is being completed in accordance with applicable standards and specifications. The inspector will also be responsible for the approval of the construction materials being utilized and installed during construction. |
Financial Impact: |
The Budget for the Inner Basin Waterline Restoration Project is in Water Service Fund in account 202-08-370-3519-0-4421 for $16,357,576 over the next two years. This project is funded with up to $16.1M by a reimbursement from Arizona Department of Forestry and Fire Management (DFFM). |
Policy Impact: |
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Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: |
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.
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.
Team Flagstaff Strategic Plan – Priority 3
Deliver outstanding services through a healthy environment, resources, and infrastructure. |
Has There Been Previous Council Decision on This: |
This is the fifth time this item has been discussed before City Council.
- January 10, 2023 - Presentation with Project details was presented by City Staff and USFS personnel
- January 17, 2023 - Contract and GMP 1 approved by City Council (30% design work)
- April 7, 2023 - A portion of the presentation at Capital Improvements Plan Budget Retreat
- May 2, 2023 - GMP 2 approved by City Council (90% design work and maintenance repair construction)
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Options and Alternatives: |
- Approve the Professional Services Contract as recommended. Approval will allow inspection services to begin for this emergency Project; or,
- Reject approval of the Professional Services Contract as recommended. This action would delay or cancel the emergency Project.
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Background and History: |
The Pipeline Fire was reported on 12 June 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.
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 likely extend the Project 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 contract with SWI for engineering inspection services. The Project team will be back before Council in late August with GMP 3.
Purchasing staff issued a Request for Statement of Qualifications (RSOQ) solicitation on the PlanetBids online solicitation website, and advertised the solicitation in the Arizona Daily Sun on April 12 and April 19, 2023. On May 1, 2023, one Statement of Qualifications (SOQ) was received from SWI. A six member evaluation committee consisting of five staff members and one member from a local engineering firm, evaluated and scored the SOQ. SWI scored high and the evaluation committee determined that SWI was very qualified to provide the required inspection services at the Inner Basin Waterline. |
Key Considerations: |
The scope of this contract is to daily inspect the Project during the contractor’s operations to certify that the work is in accordance with all applicable standards and specifications. This Project requires inspection of all work performed by the inspector at each of the designated sites along the pipeline.
The inspector will identify when changes to the design are required due to actual site conditions during construction. The inspector will work with Jacobs Engineering (Design Engineer) and make suggestions on a site-by-site basis if a re-design is warranted. The inspector will also be responsible for the approval of the construction materials being utilized and installed during the construction of the Project to ensure that proper and applicable engineering standards and requirements are being satisfied.
Several points have been mapped where drainage channels cross Waterline Road (see attached map). Mitigation measures have been prioritized for these points. Points 1 through 28 were initially impacted by the Schultz Fire (2010) and were addressed by earlier mitigation measures. Some of these points were further impacted by the Pipeline Fire (2022). Points A through L were affected by the Pipeline Fire. Proposed mitigation sites include points 7, 9, 17A, 30, and I. Point I is the most heavily impacted site and includes a break in the ductile iron pipe. Additionally, there is also a break in the pipeline at Point 29A and Point 30, where the road is currently impassable.
The level of protection will be calculated by design engineers to encompass the newly burned watersheds and a determined storm event. The design will ensure critical protection of Waterline Road and the Inner Basin water pipeline.
The desired outcome is to ensure a reliable conveyance of well and spring water to the City of Flagstaff without any compromise to our water supply. Outcomes would also include a passable, stable road with drainage crossings that can safely and effectively pass water and debris while not compromising infrastructure integrity. Although the roadway will require some ongoing maintenance in terms of clearing debris from the road surface, this maintenance would not involve more construction or repairs.
The mitigation methods for the infrastructure system repair would be the creation of structures that are anchored and secured to protect the integrity of the road and waterline. Improvements will not stop the passage of water or debris, but rather they will allow the passage of water and debris while the watershed is in the process of being restored. By creating sound structures and systems, the road and new waterline will be able to function effectively and reliably even during flood events. |
Community Benefits and Considerations: |
This Project is funded completely by AZ Department of Forestry and Fire Management (DFFM) as part of House Bill 2001. The funding is 100% reimbursement funds, not to exceed $16.1 million. |
Community Involvement: |
- Repairs to allow for continued use of critical, summertime, water supply
- Repairs to allow for water supply for fire-fighting operations
- When USFS forest closure restrictions lift, use of Waterline Road for recreational, non-vehicular, use
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Expanded Options and Alternatives: |
Inform, Involve, Empower:
- Project plans were shared with City Council at four previous meetings
- City Staff has worked with US Forest Service, AZ DEMA, Coconino County to share Project details and obtain permits and clearances during the pre-design phase
- Time-sensitive, emergency Project
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