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.
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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
•
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AL AMOUNT - NOT TO EXCEED
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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
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