ACTION REQUESTED:
Title
NEW COMMUNICATION from the City Manager and Public Works Director with a Request to Approve and Authorize the City Manager to Execute a Change Order, in the Renegotiated Amount of $35,000.00, for AMENDMENT #2 to MASTER SERVICES AGREEMENT #12-172 with FOTH INFRASTRUCTURE AND ENVIRONMENT LLC for Design and Construction Engineering Services for the POPLETT HOLLOW ROAD CULVERT REPLACEMENT. (Also Refer to Item 13-330-B).
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BACKGROUND:
At the February 11, 2014 Regular City Council meeting, Council deferred this item to March 25, 2014 in order for Staff to continue negotiations with Foth for this work. During the negotiations, the scope of the work was adjusted and the cost was lowered to $35,000.00. The previously requested fee was $50,000.
Change Orders to Existing Contracts and Agreements
After the heavy storms and flash flooding that occurred in April and June, 2013, one very significant repair issue discovered was the failing culvert and headwalls on Poplett Hollow Road. (See attached images). This 5' diameter culvert is in the regulatory floodplain, and will require specific engineering plans and State permitting. Staff will bring back a construction contract specific to this location.
The City has a current Master Professional Services Agreement (#12-172) with Foth Infrastructure & Environment, LLC (Foth) to provide 2014 Drainage Program Engineering Services in the amount of $225,000 ($785,000 for the three-year contract). Staff estimates a need for an additional $35,000 in final design and construction engineering services for the Poplett Hollow replacement. The City will handle the bidding. Foth has provided engineering services to the City since April, 2012, and has confirmed that they have the capacity for this additional work.
Executing change orders with Foth will allow the needed drainage efforts to continue without a time lag, and with experienced local providers.
FINANCIAL IMPACT: Funding will come from Project D13005, the Poplett Hollow Road Culvert Project. To move forward with the necessary Drainage Engineering services, immediate funding is needed. Staff has been aggressively pursuing FEMA financial assistance for damages due to the April disaster declaration. Staff will pursue the FEMA appeals process for funding. Staff will update the City Council on any funding commitments. Staff renegotiated the fee from $50,000 down to $35,000.
NEIGHBORHOOD CONCERNS: This is the only access for four parcels.
IMPACT IF APPROVED: Drainage Engineering Services for the Poplett Hollow repairs will be performed without a time lag, and with experienced local providers.
IMPACT IF DENIED: Delayed repairs to City infrastructure will result in further deterioration and increased future repair costs. Potentially lose FEMA reimbursement. Staff will not be able to design the needed repairs without Drainage Engineering Services.
ALTERNATIVES: N/A
EEO CERTIFICATION NUMBER: Foth Infrastructure & Environment, LLC has current EOO certification 00019-140331.
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL'S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City Government, Effective City Organization
2. Attractive Neighborhoods with Character: Safe and Livable
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Invest in our infrastructure and transportation.
2. Reinvest in neighborhoods.
3. Have an efficient government.
DEPARTMENT: Public Works