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  9.C.       
Meeting Date: 12/01/2020  
From: Trevor Henry, Project Manager

TITLE:
Consideration and Approval of Contract: Change Order No. 14 with Shephard Wesnitzer, Inc. in the amount of $374,135.00 and add 180 calendar days for the Rio de Flag Flood Control Utility Relocation design services contract
STAFF RECOMMENDED ACTION:
  1. Approve Change Order No. 14 with Shephard Wesnitzer, Inc. the amount of $374,135.00.
  2. Add 180 calendar days to the design services contract
  3. Authorize the City Manager to execute the necessary documents.
Executive Summary:
Approval of Change Order No. 14 will compensate Shephard Wesnitzer, Inc. to bring their Rio de Flag Flood Control design services contract current with the US Army Corps of Engineers (USACE) design duration, and to comply with Construction Plans prepared by the USACE and their design consultant.  The added tasks are supplemental to the design as outlined and requested by the USACE; supplemental survey services, additional side drain analysis, final design and coordination to produce 100% Construction Plans.  There is a 180-day time extension requested with this change order to meet the USACE anticipated project award date.
Financial Impact:
The FY 2004-05 original contract approved by City Council for design services to Shephard Wesnitzer, Inc. was $1,582,521.00.  Subsequent values of prior changes authorized through the City Manager’s Change Order Authority and City Council approval has been $1,583,896.34.  The funding to pay the amount of change order No. 14, $374,135.00, will come from the Stormwater Fund, tracked in the Rio de Flag project account #206-08-385-3236-0-4421.   
 
Original Contract Value                               $1,582,521.00
Value of Prior Changes                               $1,583,896.34
Value of this Change                                   $   374,135.00      
New Contract Value                                     $3,540,552.34
Policy Impact:
No impact. 
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Sustainable, Innovative Infrastructure
Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs
 
Environmental Stewardship
Actively manage and protect all environmental and natural resources

Council Goal 2017 – 2019 - Transportation and Other Public Infrastructure
Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
 
Council Goal 2017 – 2019 - Environmental and Natural Resources
Actively manage and protect all environmental and natural resources
 
Regional Plan – Policy WR 5
Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections, and rainwater harvesting.
 
Team Flagstaff Strategic Plan – Priority 3
Deliver outstanding services through a healthy environment, resources, and infrastructure.
Has There Been Previous Council Decision on This:
Previous Council actions pertaining to authorized value changes and action items necessary for the continuation of the project since FY 2004-05.
Options and Alternatives:
  1. Approve Change Order No. 14 with Shephard Wesnitzer, Inc. the amount of $374,135.00 as recommended.
  2. Reject Change Order No. 14, which will forfeit the opportunity to complete the Rio de Flag Flood Control Utility Relocation design services contract and comply with the design plans prepared by the USACE and their design consultant.
Background/History:
On January 18, 2005, the City Council awarded the Agreement for Consulting Services to Shephard Wesnitzer Inc. of Flagstaff, Arizona 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 Council Meetings, City to Citizen communications and newspaper articles. 

The USACE requested funding for their FY2019-20 work plan to construct the entire project.  The USACE has received $52M which will complete their share of the project (65%) 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 its 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. 

Change order No. 14 includes added tasks;
 
Supplemental tasks for the design as outlined and requested by the USACE:
  • BNSF Utility Relocations, Permitting, Fiber Optic Plans, Project Visualizations, Project Plan Updates and Project Phasing.
Supplemental survey tasks to support the Real Estate Certification:
  • Schedule B Reviews, Legal Descriptions with aerial photos added, Segment Maps, Revised Legal Descriptions and Additional Field Surveys within Phase II.
Additional side drains analysis for areas that have been modified by the Army Corps. in the Clay Avenue reach, McCracken Place, and Blackbird Roost.

Final Design and Coordination to provide 100% construction plans which include Phasing of all construction documents:
  • Engineer's Opinion of Probable Cost, Special Provisions, Utility Relocation Plans, Surface Reconstruction Plans.
Change Order No. 14 will also add 180 calendar days to the design contract.  The completion date is October 27, 2021, which corresponds with the USACE anticipated construction project award date in the fall of 2021. 
Expanded Financial Considerations:
Funding for Change Order No. 14, $374,135.00, 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 is part of the Stormwater CIP. 
 
The USACE was awarded $52M in their FY 2019-20 work plan, providing commitment for their full share of the project at 65%.  
Community Benefits and Considerations:
Change Order No. 14 includes work that will provide a final design for the low flow composite channel that the community has been requesting as an element of the Rio de Flag Flood Control Project.  The City will be working with the Public Relations consultant (Beta Pr) to continue a public information plan.
Attachments
Vicinity Map
Change Order 14


    

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