Title
Consider and take action on a resolution authorizing a professional services agreement with Freese and Nichols, Inc. (FNI) for design work related to The Meadows Subdivision Drainage Improvements Project, Phase 1 and Phase 2 (DR1905) in an amount not to exceed $330,000 (Director of Engineering)
Background:
Approval of this resolution will authorize the City Manager to enter into an agreement with FNI for preliminary design and recommendations for improvements to The Meadows Subdivision for an amount not to exceed $330,000.
In the aftermath of the Hurricane Harvey flooding, City Staff began working with various engineering companies to conduct a high-level review for some of the City’s hardest hit areas, The Meadows Subdivision was one such area. On September 9, 2018, City Staff and consultant held a public meeting to go over the preliminary findings of the study and to discuss potential improvements to help reduce flooding within this area.
Based on the 2018 The Meadows Subdivision Drainage Study, City Staff created two (2) potential drainage improvement projects. These projects were included as part of a list of potential drainage projects outlined on the City’s recently passed May 2019 General Obligation Bond Referendum.
For this Professional Services Agreement, FNI will provide engineering services for the preliminary design along with recommendations for improvements to The Meadows Subdivision and review whether detention in this area is needed. Because of several options that this preliminary work could determine (permitting / detention needs), Staff has worked with FNI on this PSA to cover the preliminary assessments only at this time. This PSA will allow for the following:
• a Hydrologic and Hydraulic Analysis (H&H) of The Meadows Subdivision, the Dove Haven Lane area, and the approximate 20-acres of land between St. Christopher and Smith Lane. The H&H study will incorporate Atlas 14 rainfall intensity rates, utilities supplemental topographic survey and channel cross-sections to update the previous report and include key finish floor elevations at existing locations of high flood potential. A technical report will be provided that discusses the work performed, general methodology, the analysis’s goal, and findings/recommendations. The proposed cost for this activity is $98,085.00. It is anticipated that this task will take 121 calendar days to complete.
• Commission of 30% construction plans based on the outcome of the H&H study. This work will also include geotechnical, environmental, and cultural resources services. The proposed cost for this activity is $129,314.00. It is anticipated that this task will take 103 calendar days to complete.
The PSA will also allow for some additional services to be performed on an as needed basis pending the options provided with the H&H study:
• additional service for added surveying that may be needed due to (1) found inconsistencies with the developed model (field work may be needed to shore up initial assumptions) and (2) the design option selected based on the completed H&H. The estimated allowance for this activity is a “not to exceed” amount of $31,604.
• additional service for the creation of metes & bounds descriptions and exhibits of parcels for the needed land acquisition. For the purpose of this PSA, the estimated allowance for this activity is a “not to exceed” amount of $28,717.
• additional service for Environmental Permitting. This task is a bit of an unknown at this point. There is the potential need for USACE and TCEQ permits related to this project. At this point, Staff feels that a lower level TCEQ and USACE permit will be needed, but pending the outcome of the study, this could easily change to a USACE individual permit. Staff is recommending an allowance for this activity as a “not to exceed” amount of $31,526.
• additional service for extra public meetings. The base PSA will allow for 1 public meeting, but depending on the results of the study, additional meetings could be warranted. The estimated allowance for this activity is a “not to exceed” amount of $10,000.
The total anticipated cost for these preliminary services is $330,000 and assuming only the base preliminary work is needed, the PSA can be completed within 8 months (approximately 32 weeks) of a notice to proceed being issued. It is anticipated that all of the proposed additional services will be needed on this project, but the level of effort for each of these tasks can vary depending on the H&H analysis and the design option the City decides to move forward with. Because of that, time extensions to the PSA will need to be included with each additional service Notice to Proceed issued. Staff recommends executing this PSA as presented.
Once the 30% construction plans are completed, Staff will need to work with FNI on a second PSA that would cover the final design, bidding, and construction services needed to complete the project.
Attachments:
1. Data Sheet
2. Proposed Resolution
3. PSA for The Meadows Subdivision Drainage Improvements Project
4. CIP Sheets
5. Aerial Map
6. Vendor Report Card
CONTRACT ORIGINATION: Professional Services Agreement with Freese and Nichols, Inc. (FNI) reviewed and approved by the City Attorney's office.
FUNDING
{X} Funds in the amount of $330,000 are available from 2019 Proposition A - Authorized GO Bonds ($330,000) with expenses charged to project expense string DR1905-PLAN DESIGN-DESIGN-19 PROP A.
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Success Factor #1 - Develop & Maintain our Infrastructure