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Home My WebLink AboutC3. PSA Allied Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Brian Heaston, Project Engineer Craig Woolard, Director of Public Works SUBJECT: Authorize the City Manager to sign a Professional Services Agreement with Allied Engineering Services, Inc. for the purposes of completing a floodplain model evaluation at a cost of $19,670. MEETING DATE: May 9, 2016 AGENDA ITEM TYPE: Consent RECOMMENDATION: Authorize the City Manager to sign a Professional Services Agreement with Allied Engineering Services, Inc. for the purposes of completing a floodplain model evaluation at a cost of $19,670. BACKGROUND: As the Commission is aware, FEMA is preparing a new flood insurance study evaluating the floodplains of Bozeman Creek and its tributaries. Draft floodplain areas have been delineated utilizing engineering methods and standards required by FEMA. The draft floodplain areas in the downtown reaches of Bozeman Creek between Olive Street and Lamme Street are expansive. The Commission has expressed an interest in evaluating the capacity and potential of Mill Ditch to serve as a flood control bypass. Moving a higher percentage of flood water down Mill Ditch than is currently being modeled by FEMA could potentially reduce the risk of flooding to the downtown area. The evaluation will provide information necessary to determine if a flood hazard mitigation project should be pursued. The evaluation will also include analysis of the FEMA model at locations which do not appear to accurately simulate observed flooding behavior. The scope of services for the floodplain model evaluation will include: - Mill Ditch evaluation to determine the effect on the Bozeman Creek and Mill Ditch floodplain by increasing the flow in the ditch. - General model review of Bozeman Creek with a focus on the downtown reach. - Perform a 2D modeling analysis of flooding behavior in the downtown area. - Evaluate flooding in proximity to Creekside Park on Lamme Street since modeled flood behavior does not accurately simulate observed flooding behavior at this location. - Update the FEMA model by adding a new bridge that was installed over Bozeman Creek at Bond Street. 34 FISCAL EFFECTS: A budget of $19,670 is required to perform the scope of services negotiated in the attached PSA. Adequate funding exists within remaining FY16 Water Fund allocations for Professional Services to fund services in the PSA. ALTERNATIVES: As suggested by the Commission ATTACHMENTS: PSA with Allied Engineering Services, Inc. Scope of Services Insurance Certificate Report compiled on: May 3, 2016 35 36 37 38 39 40 41 42 43 44 April 20, 2016 Brian Heaston Project Engineer City of Bozeman Engineering Division bheaston@bozeman.net RE: Bozeman Creek and Tributaries Floodplain Mapping Project Proposal for Select Review and Evaluation Dear Brian: Thank you for the opportunity to provide a proposal for professional engineering services for select review and evaluation of the Bozeman Creek and Tributaries Floodplain Mapping Project. The objective of the proposed work is to provide general evaluation of the model and specific review/evaluation of several parts of the model as outlined in the attached scope of work. The major tasks and fixed fee budget are summarized below. Task Subcost Cost 0 PROJECT MANAGEMENT $810 1 DATA COLLECTION 1.1 - General $1,485 1.2 - Survey $460 $1,945 2 FLOODPLAIN MODEL EVALUATION (1D) 2.1 - General Model Review (Bozeman Creek) $1,175 2.2 - Mill Ditch Diversion Evaluation $1,470 2.3 - Creekside Park (Bozeman Creek) Evaluation $1,975 2.4 - Bond Street Bridge Evaluation (Bozeman Creek) $1,340 $5,960 3 FLOODPLAIN MODEL EVALUATION (2D) 3.1 - Bozeman Creek - Olive Street to Lamme Street (tentative extents) $5,915 $5,915 4 REPORTING 4.1 - Technical Memorandum $5,040 $5,040 Total $19,670 45 City of Bozeman April 20, 2016 Project: Select Review of Bozeman Creek and Tributaries Floodplain Mapping Project Page 2 The attached Exhibit A is our proposed scope of work and fees to complete the work. A table (Exhibit B) showing a breakdown of the labor and expenses is also attached. We propose to invoice the project on a percent completion basis under a single task called “Model Review and Evaluation.” Assuming authorization to proceed is granted by mid-May, 2016, the following schedule is anticipated: Meeting with City to Discuss Initial Findings: Week of June 20 - 24, 2016 Draft Report: July 15, 2016 Final Report: July 29, 2016 Please give me a call if you have any questions. Sincerely, Allied Engineering Services, Inc. Paul Sanford, PE Principal Civil Engineer enc: Exhibit A – Scope of Work Exhibit B – Itemized Budget M:\Proposals\Civil\Public\2016\City of Bozeman\Review of Draft FEMA Model\Cover Letter.doc 46 EXHIBIT A ‐ SCOPE OF WORKSelect Review and Evaluation of Bozeman Creek and Tributaries Floodplain Mapping ProjectTask0PROJECT MANAGEMENTTasksAttend scoping meetingDevelop scope of services and cost proposalInternal project managementInvoicingDeliverablesNoneTotal Proposed Fees$810Task1DATA COLLECTIONTask 1.1 - GeneralSite visitGather and review available dataProposed Fee: $1,485Task 1.2 - SurveySurvey Bond Street Bridge (Bozeman Creek)Proposed Fee: $460DeliverablesPhotos from Site VisitText file containing survey pointsBond Street Bridge Hydraulic Structure Survey FormPhotos of Bond Street BridgeTotal Proposed Fee$1,945Allied Engineering Services, Inc.April 20, 2016Page 147 EXHIBIT A ‐ SCOPE OF WORKSelect Review and Evaluation of Bozeman Creek and Tributaries Floodplain Mapping ProjectTask2FLOODPLAIN MODEL EVALUATION (1D)Task 2.1 - General Model Review (Bozeman Creek)General review of draft FEMA model and maps with focus on downtown reachDevelop list of questions and commentsProposed Fee: $1,175Task 2.2 - Mill Ditch Diversion EvaluationEvaluate the effect on the floodplain of increasing the flow in the Mill DitchProposed Fee: $1,470Task 2.3 - Creekside Park (Bozeman Creek) EvaluationReview draft FEMA modelDevelop an option(s) for decreasing BFE and improving stream condition in parkModel the option(s)Evaluate the effect of the option(s) on the floodplainProposed Fee: $1,975Task 2.4 - Bond Street Bridge Evaluation (Bozeman Creek)Update the draft FEMA model by adding the bridgeEvaluate the effect on the floodplainProposed Fee: $1,340DeliverablesUpdated Draft Hec-Ras Model(s)Total Proposed Fee$5,960Allied Engineering Services, Inc.April 20, 2016Page 248 EXHIBIT A ‐ SCOPE OF WORKSelect Review and Evaluation of Bozeman Creek and Tributaries Floodplain Mapping ProjectTask3FLOODPLAIN MODEL EVALUATION (2D)Task 3.1 - Bozeman Creek - Olive Street to Lamme Street (tentative extents)Investigate options for modeling hydraulic structures (bridges/culverts) within 2D modelRevise model to insert 2D sectionEvaluate the effect on the floodplainProposed Fee: $5,915DeliverablesUpdated Draft Hec-Ras Model(s)Total Proposed Fee$5,915Task4REPORTINGTask 4.1 - Technical MemorandumMeeting with city to discuss initial findingsDraft technical memorandumMeeting with city to review draft memoUpdates to modeling and exhibitsFinal technical memorandumDeliverablesDraft MemoFinal MemoTotal Proposed Fee$5,040Assumptions and Exceptions12All deliverables will be provided in digital format (.pdf or parent file format).No floodway analysis included in scope of work.Allied Engineering Services, Inc.April 20, 2016Page 349 TASK NO.Principal Engineer/Project ManagerDesign EngineerLand SurveyorAdministrationTOTAL HOURSTOTAL FEESTOTAL COSTTravel Other 0 PROJECT MANAGEMENT Attend scoping meeting 1 1 $135 $135 Develop scope of services and cost proposal 1 1 $135 $135 Internal project management 3 3 $405 $25 $430 Invoicing 2 2 $110 $110 Subtotal Hours 5002 7 Subtotal Costs $785 $0 $25 $810 1 DATA COLLECTION Task 1.1 - General Site visit 4 4 8 $940 $10 $950 Gather and review available data 1 4 5 $535 $535 Task 1.2 - Survey Survey Bond Street Bridge (Bozeman Creek)4 4 $400 $10 $50 $460 Subtotal Hours 5840 17 Subtotal Costs $1,875 $20 $50 $1,945 2 FLOODPLAIN MODEL EVALUATION (1D) Task 2.1 - General Model Review (Bozeman Creek) General review of draft FEMA model and maps with focus on downtown reach 4 4 8 $940 $940 Develop list of questions and comments 1 1 2 $235 $235 Task 2.2 - Mill Ditch Diversion Evaluation Evaluate the effect on the floodplain of increasing the flow in the Mill Ditch 2 12 14 $1,470 $1,470 0$0 $0 Task 2.3 - Creekside Park (Bozeman Creek) Evaluation Review draft FEMA model 1 1 2 $235 $235 Develop an option(s) for decreasing BFE and improving stream condition in park 2 4 6 $670 $670 Model the option(s)1 4 5 $535 $535 Evaluate the effect of the option(s) on the floodplain 1 4 5 $535 $535 Task 2.4 - Bond Street Bridge Evaluation (Bozeman Creek) Update the draft FEMA model by adding the bridge 2 4 6 $670 $670 Evaluate the effect on the floodplain 2 4 6 $670 $670 Subtotal Hours 16 38 0 0 54 Subtotal Costs $5,960 $0 $0 $5,960 3 FLOODPLAIN MODEL EVALUATION (2D) Task 3.1 - Bozeman Creek - Olive Street to Lamme Street (tentative extents) Investigate options for modeling hydraulic structures (bridges/culverts) within 2D model 2 4 6 $670 $670 Revise model to insert 2D section 5 35 40 $4,175 $4,175 Evaluate the effect on the floodplain 2 8 10 $1,070 $1,070 Subtotal Hours 947 0 0 56 Subtotal Costs $5,915 $0 $0 $5,915 4 REPORTING Task 4.1 - Technical Memorandum Meeting with city to discuss initial findings 2 2 4 $470 $10 $480 Draft technical memorandum 4 16 20 $2,140 $2,140 Meeting with city to review draft memo 2 2 4 $470 $10 $480 Updates to modeling and exhibits 2 6 8 $870 $870 Final technical memorandum 2 8 10 $1,070 $1,070 Subtotal Hours 12 34 0 0 46 Subtotal Costs $5,020 $20 $0 $5,040 TOTAL HOURS 180 TOTAL COSTS $19,555 $40 $75 $19,670 $4,700 $0 EXHIBIT B - ITEMIZED BUDGET April 20, 2016 $100$135 $0 $0 SELECT REVIEW and EVALUATION of BOZEMAN CREEK and TRIBUTARIES FLOODPLAIN MAPPING PROJECT 4 $0 2 $0 HOURS AND FEES $0 $400 TASK DESCRIPTION INDIRECT COSTS$100 $675 $0 $55 $675 $0 $800 $1,215 $3,400 47 $1,620 $12,700 $110$6,345 $400 $2,160 $3,800 127 $110 $0 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74