Title
Consider and take action on a resolution authorizing a professional services agreement with RPS Infrastructure (RPS) for design work related to drainage improvements for Brittany Bay Subdivision Drainage Improvements Project (DR2009), Newport & Ellis Landing Subdivisions Drainage Improvements Project (DR2104), and The Landing Subdivision Drainage Improvements Project (DR2105) in an amount not to exceed $294,675 (Director of Engineering)
Background:
Approval of this resolution will authorize the City Manager to enter into an agreement with RPS to design drainage improvements in the Brittany Bay, Newport, Ellis Landing, and The Landing Subdivisions for an amount not to exceed $294,675.
In the aftermath of the Hurricane Harvey flooding, City Staff had a high-level study of drainage issues encountered in several of our neighborhoods and held a public meeting to go over the preliminary findings of the study and to discuss potential improvements to help reduce flooding within the project area. One of the areas of concern discussed during the public meeting was the neighborhoods’ ability to handle 100-yr exceedance events. This type of issue was experienced in the Brittany Bay, Newport, Ellis Landing, and The Landing subdivisions.
Based on the study, City Staff created the potential drainage improvement projects. The projects were included as part of a list of potential drainage projects outlined on the City’s May 2019 General Obligation Bond Referendum.
Since the work in these Subdivisions are very similar from site to site as well as subdivision to subdivision, Staff is seeking permission to issue 1 PSA for all 3 projects. Invoicing will be split between each project so that accurate costs for each project can be kept. For this PSA, RPS will provide engineering services for drainage improvements in the impacted Subdivisions that will primarily address issued experienced during 100-year exceedance events.
The executed PSA will allow for the following at each project site:
• Project Management and Coordination Services which will in general include coordination meetings with the City, field visit, public and private utility coordination work, and public meetings.
• Topographic Survey and Data Verification Phase which will include elevations at centerline, gutter line, and top of curb of roadways and top of bank, toe of slope, ordinary high-water mark, and flow line of outfall channels within the work area. This phase of work will also include locating utilities, trees/landscaping items and create the survey control sheets for the construction plans.
• Geotechnical Investigation Phase which will include soil borings and recommendations concerning construction and site preparation, slope stability, erosion control, and depth of water table.
• Environmental Permitting Assessment Phase will include conducting a threatened and endangered species habitat assessment, wetland assessment, and a technical memo including exhibits and permitting needs based on the recommendations.
• Design Phase which will include the production of a detailed set of plans and cost estimate (at 30%, 60%, and 90%), coordination with utility owners on conflicts, project manuals including SW3P manuals and the final preparations for getting the project ready to bid.
• Bidding Phase which will allow for RPS to assist the City during the bidding of the project by issuing any needed Addendums, evaluating received Bids, and recommendation on award of the construction contract.
• Construction Administration Phase which will allow for RPS to assist the City during the construction of the project by reviewing material submittals, testing reports, contractor pay applications, and make change order recommendations if the need arises. RPS will also make site visits, attend and contribute to the final acceptance field inspection and prepare Record Drawings (As-
These base services result in a total cost of $211,600. This can be broken down per project as follows:
• Brittany Bay base service cost: $90,615
• Newport & Ellis Landing base service cost: $61,280
• The Landing base service cost: $59,705
The PSA will also allow for some additional services to be performed on an as needed basis:
1. Perform boundary surveying services at up to 28 locations (56 properties) for easement/ROW acquisition. The proposed cost for this additional service is $61,600 or $1,100 per property.
2. The hope is that a USACE Nationwide Permit will not be needed for these projects, but in an effort to keep the projects moving as efficiently as possible, Staff requested RPS to provide a proposal for preparing the needed permitting documents. The cost for preparing the permit documents is a not to exceed amount of $10,920.
3. The Brittany Bay and Newport & Ellis Landing projects received grant funding from both the HMGP (FEMA Grant) and from the CDBG-DR Program (GLO Grant). Staff’s intention is to bid all 3 projects as 1 construction project, but because of stipulations and time requirements in place due to the received grants, the projects may ultimately need to be split for construction purposes. Because of that, Staff requested RPS to provide a proposal to split these projects into 2 separate construction projects. The cost associated with this is a not to exceed amount of $8,735.
4. Because of the type of work being proposed with this project, it is easy to imagine additional public meetings or individual meetings with impacted HOAs could be needed. Because of this, Staff requested RPS to provide a proposal for an additional public meeting should more than 3 meeting in the base proposal be needed. The cost associated with this is an amount not to exceed $1,820.
Staff recommends executing the attached PSA with RPS for the engineering services in an amount not to exceed $294,675, but only providing a Notice to Proceed for the Basic Services ($211,600) and Additional Services for Item 1 ($61,600) at this time. As work on these projects continue, Staff can then make a decision on whether to proceed with the other additional service items or remove them from the PSA.
Assuming a USACE Permit is not needed, this project is estimated to take approximately 18 months to complete. If it is determined that a USACE permit is required, then a time extension could be needed.
All three of these projects received some level of grant funding. While the City will make the initial payments related to the items in the PSA, it is anticipated that once the grant reimbursements have been made the total costs for these projects will be broken down as follows:
Total Program Totals CDBG-DR FEMA-HMGP Bond Funding Total Funding
Brittany Bay Drainage $ 178,927 $ 77,288 $ 15,910 $ 272,125
Newport and Ellis Landing $ 490,252 $ 27,380 $ 10,000 $ 527,632
The Landing Subdivision $ 201,810 $ - $ 241,410 $ 443,220
$ 870,989 $ 104,668 $ 267,320 $ 1,242,977
This represents an estimated savings of $1,242,977 from Bond Funds allocated for these projects.
Attachments:
1. Data Sheet
2. Proposed Resolution
3. Exhibit A- Agreement with RPS Infrastructure
4. Project Aerial Maps
CONTRACT ORIGINATION: Professional Services Agreement reviewed and approved by City Attorney’s Office
FUNDING
{X}Base Service:
Funding in the amount of $211,600 will be split by projects (DR2009) Brittany Bay Subdivision Drainage Improvements $90,615, (DR2104) Newport and Ellis Landing $61,280, and (DR2105) The Landing Subdivision Drainage Improvements $59,705 the following way:
DR2009 Brittany Bay Subdivision Drainage Improvements - $90,615 is available from FEMA HMGP 75%/25% split ($67,961.25); the 25% ($22,653.75) HMGP Local Cost Share is covered by CDBG-DR 25% ($5,663.44) and GO Bond Funds ($16,990.31); with expenses charged to DR2009-PLAN DESIGN-DESIGN-HMGP, DR2009-PLAN DESIGN- DESIGN-CDBG-DR, and DR2009-PLAN DESIGN- DESIGN-GO BOND.
DR2104 Newport and Ellis Landing - $61,280 is available from FEMA HMGP 75%/25% split ($45,960) and CDBG-DR (25%) - $15,320; with expenses charged to project expense strings ($45,960) DR2104-PLAN DESIGN- DESIGN-HMGP and ($15,320) DR2104-PLAN DESIGN- DESIGN-CDBG-DR.
DR2105 The Landing - $59,705 is available from CDBG- DR ($24,530.70) and GO Bonds ($35,174.30) with expenses charged to project expense strings ($24,530.70) DR2105-PLAN DESIGN- DESIGN - CDBG-DR and ($35,174.30) DR2105-PLAN DESIGN- DESIGN-GO BOND.
{X} Additional Services:
Funding for additional Services will be allocated on an as needed basis:
DR2009 Brittany Bay Subdivision Drainage Improvements: Surveying of 8 properties ($8,800) will be paid directly from CDBG-DR Grant, ($3,640) for the USACE permitting, ($8,735) for Construction break out, and ($1,820) for additional meetings will be factored into the original base service amount as a percentage split 75%/25% until the FEMA HMGP has reached its max Federal Cost Share Amount of $77,287.50. Any expenses after the Federal Cost Share Amount are exceeded will be paid directly from GO Bond funds.
DR2104 Newport and Ellis Landing: Surveying of 32 properties ($35,200) will be paid directly from CDBG-DR Grant, ($3,640) for the USACE permitting will be factored into the original base service amount as a percentage split 75%/25% until the FEMA HMGP Grant has reached its max Federal Cost Share Amount of $73,575.
DR2105 The Landing: Surveying of 16 properties ($17,600) will be paid directly from CDBG-DR Grant and ($3,640) for the USACE permitting will be paid directly from Bond Funds.
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Success Factor #1 - Develop & Maintain our Infrastructure