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| Information |
| TITLE: |
| Consideration and Approval of Contract: Approval of First Amendment for GMP 2 for Construction Phase I Maintenance Repair Services with Hunter Contracting Co. for a Guaranteed Maximum Price (GMP) in the amount of $3,220.380.87 for the Inner Basin Waterline Restoration Project. |
| STAFF RECOMMENDED ACTION: |
- Approve First Amendment 1 for GMP 2 for Construction Phase I Maintenance Repair Services with Hunter Contracting Co. for a GMP of $3,220,380.87 and a contract duration of 130-calendar days for a total Agreement amount of $3,410,074.87; 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 and are aiming to have maintenance repairs underway by fall of 2023. This design work will allow the project to move forward to construction to mitigate the immediate threat to the health of citizens resulting from the instability of water supply 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.
GMP 2 will allow the contractor to complete 90% design and begin the Construction Phase with the maintenance repairs of Waterline Road and pipeline for the Inner Basin Waterline Restoration Project. GMP 3 is anticipated to come before Council for consideration in early July 2023. GMP 3 will provide funding to finalize the design and begin the bulk of the construction. Additionally, the team will come back to City Council for contract approval for Inspection Services to compliment construction. |
| Financial Impact: |
| The funding for the Inner Basin Waterline Restoration Project is being funding initially by account 202-08-370-3519-0-4421 in Water Services. The City has been approved for 100% reimbursement for design and construction of this project from the Arizona Department of Forestry and Fire Management (DFFM). The value of this Disaster Recovery Project reimbursement is not to exceed $16.1 million. |
| 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 fourth time this item has been discussed before City Council.
10 January 2023 - A presentation with project details was presented by City Staff and USFS personnel.
17 January 2023 - Contract and GMP 1 were approved by City Council.
7 April 2023 - Project mentioned at the Council Capital Projects Budget Retreat |
| Options and Alternatives: |
- Approve the award for the Firsts Amendment for GMP 2 as recommended. Approval will allow design work and maintenance repairs to water and road infrastructure to proceed; or,
- Reject approval of the award as recommended. This action would delay or cancel the project.
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| Background/History: |
The Pipeline Fire was reported on June 12, 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 is aiming to repair the waterline and corresponding roadway to have the waterline operational by 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 of Flagstaff has a contract with the Design-Build team of Hunter Contracting Co 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 GMP2 with GMP 3 anticipated to come before Council on 3 July. |
| Key Considerations: |
The scope of this proposed project includes the engineering design, project management, contracting, and environmental work necessary to prepare for construction. The work will focus on repair and rebuilding both Waterline Road and Inner Basin pipeline at flood-impacted points where drainages cross Waterline Road.
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, 32, 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 32, where the road is also impassable.
The intention of the proposed design work is to stabilize the drainages and Waterline Road cross-sections to reduce incision, erosion, and sediment deposition. By stabilizing the drainage crossings and roadway and strengthening the pipeline, the team will protect the reliability of both a significant portion of the City of Flagstaff's water supply and a critical interagency roadway used to service this infrastructure and to access the Inner Basin of the San Francisco Peaks. Much of the roadway and pipeline infrastructure that was damaged by post-Schultz Fire flooding has been repaired and remains greatly intact. However, some of these previous repairs must be modified to accommodate the larger burn-impacted drainage areas caused the Pipeline Fire. The proposed project will right-size and improve the integrity of the existing flood mitigation infrastructure (at points 7, 9, and 17A). The project will also add mitigation structures north and south of the existing post-Schultz Fire structures (at points 32 and I) to include impacted drainages from the Pipeline Fire.
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. |
| Expanded Financial Considerations: |
| The funding for the design and construction of this project will come from the AZ Department of Forestry and Fire Management (DFFM) via Arizona House Bill 2001. This funding will provide 100% reimbursement for the project up to $16.1 million. |
| Community Benefits and Considerations: |
- 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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| Community Involvement: |
Inform, Involve, Empower:
- Project plans were shared on 10 January 2023 City Council meeting
- Contract and GMP 1 was approved by City Council on 17 January 2023
- 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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| Expanded Options and Alternatives: |
- Approve the First Amendment to the Agreement for GMP 2 for 90% Design to begin the Construction Phase for Maintenance Repair Services with Hunter Contracting Co for a Guaranteed Maximum Price of $3,220,380.87 and a contract duration of 130-calendar days. Approval will allow work to proceed; or,
- Reject approval of the award as recommended. This action would delay or cancel the Project.
- If rejection occurs, possible options include:
- Ask staff to re-evaluate the recommendation; or
- Suspend or cancel the Project completely
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