HomeMy WebLinkAbout26-95 RESOLUTIONRESOLUTION NO. 26-95 A RESOLUTION AUTHORIZING THE MAYOR AND CITY CLERK TO EXEUCTE A CONTRACT IN THE AMOUNT NOT TO EXCEED $40,000.00, WITH CEI ENGINEERING, INC. FOR ENGINEERING SERVICES TO ASSIST STAFF IN DEVELOPING AN EMERGENCY ACTION PLAN AS MANDATED BY THE STATE OF ARKANSAS. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby authorizes the Mayor and City Clerk to exeucte a contract in an amount not to exceed $40,000.00 with CEI Engineering, Inc., for engineering services to assist staff in developing an emergency action plan as mandated by the State of Arkansas. A copy of the contract is attached hereto marked Exhibit "A" and made a part hereof. PASSED AND APPROVED this 21st day of February , 1995. ATTEST: By: /ate Traci Paul, City Clerk APPROVED: By: red Hanna, Mayor CEI Engineering Associates, Inc. Project Definition EXHIBIT A 1 Emergency :Action Plan (EAP) Agreement for Engineering Services City of Fayetteville., Arkansas January 25, 1995 - CEI #10764.0 The City of Fayetteville pre'sehtly owns oone "high hazard" dam as classified by the Arkansas Soil .and Water :Conservation Commission (ASWCC). As :ordered by ASWCC an Emergency Action Plan i`(:EAP.) shall be furnished for this :dam. Name County Dam !Height :(.ft.) Normal Volurne(Ac.-ft..) Lake Fayetteville Washington 49::•0 3,535 Subsequent discussions with ASWCC, this dam will require hydrological/hydraulic analyses to determine the potential inundated regions for a .predetermined storm. ASWCC has confirmed that.each dam should be analyzed for its own' circurristarices, assuming that :any impoundments upstream ofthe dam or impoundments which discharge :to the same :downstream watercourse as the dam .are considered .as safe and adequately :convey the required storm frequency forthat site. Downstream mapping prerequisites for each dam will be reviewed on a case -.by -case basis dependenet on 'topographical conditions. Consequently, ASWCC will allow USGS'.quad maps for determination of downstream inundation zones and structures affected where deemed'applicable. Recent:topographical .maps and field survey information will be used to delineate structures within flood prone :areas per ASWCC criterion. Field survey info'rmatio.n of the dam specific Will be provided by CEI Any additional survey information, if required, will be provided as a separate contract. Special Project Requirements Early iriuolvement and consultation with cognizant authorities :(ASWCC ::and the City of Fayetteville, Administration :and Staff). Development' of a phased approach, in consultation with and approval Of ASWCC, to allow the work`to be accomplished over a predetermined period. Emergency Action Pan Agreement for Engineenng:Services 'The City of Fayettealb. Aikansas January 25. 1995 - Page.2 • • Effective communlcatibn sof .engineering :alternatives, risks, costs savings analysis and benefits ito affected landowners. Flexibility and innoVatiOn in •des'ign approaches to overcome special conditions and constraints :arising from regulatory:review:and budgetary resources.. Cretlibility/Acceptance :of',d'es'ign.sol.utrons.. Scope 'Of :Engineering Se.ry ces: Th;e work will be executed in'+four•phases. .Phase I: Phase II: Phase III: Phase IV: Hydrelog:i;cal Analysis Waters.hed Analysis -and Spillway Evaluation Flood I.Profile Model .:to Determine Inundation Zones Assistance with Emergency Action Plan Phase I: Hydrological Analysis Services provided within Phase I of this prosect 'ds .the hydrological analysis to 'calculate the precipitation in the dam's watershed using the Corps of Engineers HMR.- 52 computer program. Watershed delineation Will be defined from USGS quad maps sad reconnaissance. Phase II: VVa:tershed Analysis and Spillway Evaluatron Phase II will consist of modeling the darns watershed basin for the governing storm frequency to determine the adequacy of the :existing :sp:illway.. We will ,:ap'piy'the :Corps of Engineers HEC=1 cornputer model for thisaiialysis.:Cress s.ectional:surveys, of the dam will be included With the spillway analysis. Energency:Aclion Pan Agreemerit 'or Engineenng Services The' City di Fayetteville :Arkansas January .25,199S - Page:g Phase III: Flood Profile Model:to D.e'terrnine Inundation Zones In Phase Illi,. flood profiles will :be 'developed'to define the inundation areas and flood elevations. for the required <.storrii. The spillway discharge Will be projected downstream to •calculate the .storage and losses including the impact Of natural flooding.:CEI will create a. HEC-2.model from topographical :information supplied from the City.of:F:ayetteville an;dlorl.U:SGS:gmad maps. Crossections Tor this phase will .be computer generated on 8%".3t 111" .Sheets; Phase IV: .Assistance With:Emergency :Action Plan The conipi'etion :of Phase III 'for this 'darn Will -finalize input for the EAP :(Phase IV): CEI will provide one original summary report P:ofthe hydrologicalihydraulic:analys'is, including inserts foruse in the EAP All preliminary design ideas aand concepts which will be endorsed by :the City :of Fayetteville and ASWGC., will be incorporated in the EAP. 'Our associated costs include one trip to assist with local presentation to the City :of Fayetteville Administration. ASSOCIATED COST FOR PHASES 1 - IV ARE ON..A COST PLUS BASIS WITH :A MAXIMUM NOT TO EXCEED OF . ..........:....... ........ :$ 40,000.00 A fo'rm:al.pre-approved supplemental agreement is required to exceed the cast shown above. Additional' Services:: • Any service deleted <form :this proposal by the Client 'will 'become the resp'onsib'ility of the't:lient. Any changes by the Client. after the preliminary :design plans have been approved by the Client; :shall require a ;negotiated supplemental agreement' with rates' to be billed' ': to the C'lie.nt :on an hourly basis ,per the approved rnultipli'er and profit rates. Emergency' Action Marc Agreemeht :for Ehgineenng'Servmes The City of Fayetteville„Aikanses January 25. 1995 - Page a. Excluded Services: • This proposal 1st erigineerir :aanalysis and assistance in :the preparation of the required Emergency'Aetibri Plan, ;and 'for ;the study work associated with it. Ifiri preparing the EAP improvements are required to the 'dam., spillway, downstrearn :channel, :drains, etc., the ;feasibility planning, ':design and construction are not a part .of this. proposal. • If geotechnicaf: work is irequired iby 'ASWCC, a revised scope cot services showing .:CEI as recommending and supervising, but”:th:e .city as hiring, a geotechnical specialty firm will be negotiated, including appropriate fee increases. • if r.•egulations change, necessitating:chang.et in the EAP, such changes are :not a part of this proposal: :All work under this :contrast shall be .performed within 90 days from Notice to Proceed, :excluding agency'revie.w.process. Warranty and Liability Subiect.to Schedule' of Conditions: Attached .Approval Signature and Authorization to Proceed with Phase I; _ ity :of Fayetteville, Arkansas C:EI Engin:*'ring:'Associates; bat: .'Title . n.l. Date 1-.9.1 -q5 Title. �1.,........ Date.. 1 Zc- S SCHEDULE OF CONDITIONS CEI Engineering Associates, Inc. (CEO :services shall be performed :in a ;manner consistent with that level of care and skill ordinarily :exercised by .other professional consultants p'erformin'g comparable services und'e.r:comparable cir.•cumstances:at the 'tinne services are performed under this fagreement. NO. tither representations -to Owner,.express'or implied, and tno••warranty:org.uarantee not :expresslystated herein is included:or iritended in this ag:reemeht.: Owner shall have the right tonuse any and a16':materials..:arising trona CEI's effort on the project (the "Materials") to" 'foP purposes expressly contemplated in 'this agreement. The Materials shall not the used by Owner for :other projects for :for additions to the subject .project; ekcept by agreement. in writing.. Owner agrees to indemnify, defend, and .hold harmless CEI against all loss, damage, liability., suit, cor claim (including attor•.ney's:fees) resulting from ariy•usecif the Materials not expressly authorize'd'.by'this agreement Binding arb:itration.shall be a means of seftling :disputes if both :Owner and Engineer are in 'agreement as to the circumstances covered by .:and procedures for the arbitration.. ;AII provisions under theiheading,"Conditions" shall surviuetermination'or completion of this agreement. N -J0 3 3 C d U tONIO 1- N CO •- Ql r CP0 (0 w m t0 co 0 o H 2 c.> w N N t0 m U 0 W J >- u. LL W 5 Z 0. Z -- o 0 0 H Z ¢ y >- 0_ w o U W 2 W W o 1-1-I O. m J 'N ry w L- T- W > 0 O M O o O r 0, O W .O O .N N O N 0 N Q M Q m 0 69 0 0 Ta,y 3 .a N 0 C N co co0 N J a v c C C O ¢ o T' 4.77 r c @ c d C ¢ 3 • co N W 0 N W C No (-3 n = N W m corn o os 03 O O m N N N 0 O Q Yl Q CD CO co N m 1.6 O O O O W Q Q N N co N N Q t0 lc) .N N 0 .t0 N N NN t0 Q 0 to W N O O *LI -0 w u a ¢ N CV 0 o 1.0 C 0 5. 110.2°111.10 • LL0O.I CIW to N 0 N t0 Q N W N I7 O •- N o Q ev N 4. N O r CO Q 3 U cc .c r 0- 0 3 3 K0 001 00) • K 2 2 W N S 0 0 N III t0 (0 to r 0 6 6 N N N t0 CO 0 O mt N Q n N V O V 'C) N N WI IA IR IA CO O CD t0 N tri M to N tft W W Q w 0 o LLU F - Q O • TOTAL AMOUNT - NOT TO EXCEED: STAFF REVIEW FORM AGENDA REQUEST x CONTRACT REVIEW (Change .order) GRANT REVIEW For the Fayetteville City FROM• Council meeting of N/A r, r. r O' / - G r Res aL - 93 Jim Beavers Name .Engineering Division Public Works Department ACTION REQUIRED: 1. Mayor's approval of change order .no. 1 with CEI Engineering for additional work on the Lake Fayetteville Emergency Action Plan. 2. Approval of a budget adjustment. rust TO rrTY• $15,502.31 Cost of this Request 4470-9470-5314 Account Number .95.001-0010 Proj:edt Number $4.8...(10;0.00 Category../Prbj'ect :Budget $40.,.0.0.0:..:00 Funds Used To Date $8,.0:0.0.00 Remaining Balance Lake Favetteville Dam Category/Project Name Program Name Sales Tax Consrt. Fund BUDGET REVIEW: Budget Coordinator x Budgeted Item Budget Adjustment Attached Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: ro {lice -Ai n-1 inWL/ Accountiyig ' nager Purchasing Officer /-/4 -(j6 GRANT.IN.G AGENCY: Date ADA Coordinator /-/q— 9 Date Internal Auditor -1.9 .Rate Date .Date STAFF RECOMMENDATION: Mayor's approval. ..Div.i��i'� Department Diredtor /7Z- .6 Date Date ate Date Cross Reference __� New Item: Yes L No Pre Ord/Ree 1: 26=.9:5 Orig Contract Date: 21 .:Feb 95 FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Fred Hanna, Mayor Thru: Kevin Crosson, PW Director, Charles Venable, Asst PW D'irecto Don Bunn, City Engineer from: Jim Beavers, Engineering Date: 12 January 1996 Re: Proposed change order no. 1 to the Engineering services contract with CEI Engineering for the Lake Fayetteville Dam Emergency Action Plan. Change order no. 1 is proposed with CEI Engineering to provide additional hydrologic and hydraulic modeling to determine flood heights below Lake Fayetteville Dam as required by the Arkansas Soil and Water Commission. The additional work, as requested by the State on November 14, 1995, will result in determining the probable maximum flood (PMF) due to "natural" conditions without the dam. The original contract was based upon using the known 100 -year flood elevations as the base flood. The PMF will be significantly larger than the 100 -year flood. The net .effect will be a reduced responsibility for the City of Fayetteville, as the Lake Fayetteville Dam will probably be shown to have a lower impact on the PMF than the 100 -year flood. The proposed change order has been reviewed and the final proposal submitted by CEI on January 11, 1996. The proposed cost of the change order is a not -to -exceed $15,502.31. The budget for the Lake Fayetteville Emergency Action Plan is $48,000.00. To date .$40,.000.00 has been .obligated for the original contract with CEI. Additionally, $8,000.00 has been budgeted for the production and implementation of the plan,. Therefore a budget adjustment' o.f $15,000:00 is requested. The-- recommended he—recommended source' is the CIP Project "Township Extension Improvements", Project no. 94084 (township east of Hwy 265 to serve the new elementary school). The Township project is projected to have a surplus of funds available to be returned to the City Budget. 1 If you agree with the proposed change order please have the City Clerk retain one signed original and return one signed original to Engineering. Thank you. Enclosures: 1. Proposed change order mo. 1 and documentation from CEI. (Three originals) 2. Budget Adjustment. CEI Engineering Associates, Inc. Emergency Action Plan (EAP) Extra Work Agreement for Engineering Services Fayetteville, Arkansas CEI #10764.0 - January 11, 1996 I. PROJECT DEFINITION An initial contract between the City of Fayetteville. and CEI Engineering Associates was executed on February 21, 1995 to begin the hydrological/hydraulic analyses needed for an Emergency Action Plan as ordered by the Arkansas Soil and Water Conservation Commission (ASWCC). Following the November 14, 1995 meeting with representatives from the ASWCC additional downstream analysis is being required by the ASWCC for the Lake Fayetteville Dam breach analysis. Due to the significant size of the Mud Creek watershed, and its convergence with Clear Creek less than 2 miles downstream of the Lake Fayetteville Dam, base flows would be significant. In view of this and the number of existing residences downstream, ASWCC has requiring that the adjacent basins downstream of the dam breach be analyzed for storm flow with the same centroid as that of the PMP for the Lake Fayetteville Dam basin. The attenuation will be modeled downstream until the breach model elevation is within one foot of normal flood flow staging. Topography should be at 5 foot contour intervals down to the confluence with Mud Creek and 20 foot contour intervals further downstream. II. SCOPE OF ENGINEERING SERVICES FOR EXTRA WORK The downstream analysis requirements determined by ASWCC in our meeting has resulted in the following extra work items: Item 1: Hydrological Analysis on two downstream basins Perform hydrological analyses on two (estimated) downstream basins using the Corps of Engineers HMR52 computer program. Watershed delineation will be defined from USGS quad maps. Base flow storm conditions shall be the same storm conditions and centroid as the calculated PMP storm for the Lake Fayetteville Dam basin. Item 2: Watershed Analysis on two downstream basins Perform HEC -1 hydrologic .calculations on the downstream basins above to route base storm flows to confluence points along downstream reach. Cross sections will be taken downstream using 5 foot contour topographic mapping to the confluence with Mud Creek and 20 foot contour topographic mapping on USGS quad maps further downstream. • Emergency Action Plan (EAP) Extra Work City of Fayetteville - Fayetteville, Arkansas January 11, 1996 - Page 2 Item 3: Attenuation model on additional downstream reach to Hwy 112 Set up a computer staging model to take into account both the Lake Fayetteville Dam breach flows and contributing base flows from downstream basins along Clear Creek reach until flow is attenuated within 1 foot elevation. Attenuation is estimated to occur before the Highway 112 crossing. ASSOCIATED COST FOR ITEMS 1-3 ARE ON A COST PLUS BASIS WITH A MAXIMUM NOT TO EXCEED OF $15,502.31 II. ADDITIONAL SERVICES: Any service deleted from this proposal by the Client will become the responsibility of the Client. Any changes by the Client after the preliminary design plans have been approved by the Client, shall require a negotiated supplemental agreement with rates to be billed to the Client on an hourly basis per the approved multiplier and profit rates. III. EXCLUDED SERVICES: This proposal is for additional engineering analysis beyond the scope of .the Agreement for Engineering Services executed February 25, 1995. If additional downstream modeling is required beyond the Highway 112 crossing, this additional modeling and analysis are not a part of this proposal. All work under this contract shall be performed within 90 days from Notice to Proceed, excluding agency review process. IV. WARRANTY AND LIABILITY SUBJECT TO SCHEDULE OF CONDITIONS OF ORIGINAL CONTRACT DATED FEBRUARY 21, 1995. V. CHANGES IN SCOPE OF SERVICES: A. Any service deleted from this proposal by the Client will become the responsibility of the Client. B. Any changes by the Client after proposal is approved by the Client, shall be billed to the Client on an hourly basis per attached "Schedule of Charges". C. Any deviations, of a major nature, to the conceptual plan will result in changes to the scope and additional charges will be negotiated at that time t • Emergency Action Plan (EAP) Extra Work City of Fayetteville - Fayetteville, Arkansas January 11, 1996 - Page 3 • VI. APPROVAL SIGNATURE AND AUTHORIZATION TO PROCEED:. This proposal shall become null and void if signatures have not been obtained within sixty days of the proposal date. City o9Fayetteville Fayetteville, Arkansas Patrick D. Crask, E.I. CEI Engineering Associates, Inc. Title Mayor Date I -a.s - 9G Title Department Leader Date 1- It - (o • -i AL AMOUNT - NOT TO EXCEED lldOHd ANVd4VO0 -a N ESTIMATED COMPANY MULTIPLIER @ A N e N W' N m N O O N A -4 TOTAL HOURS AVERAGE RATE ($/hr) TOTAL COST IEM3 - STAGS ING MODEL ANALYSIS Additional Cross Sections. Downstream Attenuation Model Plan Sketch Meet with City SUBTOTAL ITEM 3 I EM 2 - WA I tHSHS ED ANALYSIS Mud Creek Basin Analysis Clear Creek Trib.utary Basin Analysis SUBTOTAL ITEM 2 IPE - CEI Project 10764.0 (Extra Work) S OLOGICAL ANALYSIS (2 Basins) 3inage Basins on Quad Map I #'s and Soils :hes for above nalysis TEM 1 49 A En 01 CO N V m (n N O v N A A 4n 0' 2 -4 M A N N (n EN O V N A A v 5 ' 0 -co q1 -. m .Co N m e N N CO O1 COAACO O N 01 CO COm Com m A A N N W N N .A M D G 0 (0 W d -+ N m m Am I m 429 N In 69 N N 4A J. .W CO A m W N -• A A N O CO 69 01 N S N m A -� -4 N N 36 $775.44 N A A A A Eng/Mgr IV m V. N co A. N 4n m e On -• P.-• t0 t0 N m -• .m 4n N Co N m N A A N N 4A O O O O 4f) co co _ PO .co N N 01 Co co CADD Tech II 69 0 0 O -• 0 m O 0 b O O o O n iff 0 O O .O O O O O .01 N N W m N N A' .fA N (0 4n O 0 N a 01 0 N N 0 0 4n V W -4 m N 00 CO IV CO N A m TOTALS .. m N W CO 0) N co mm N m N T r m m t m O 0 Z D Do m Z ✓ cn