TO: Mayor and Members of City Council
THRU: Kristoff Bauer, ICMA - CM, Deputy City Manager
FROM: Rob Stone, P.E., Engineering and Infrastructure Director
Kimberly Toon, Purchasing Manager
DATE: June 26, 2017
RE:
Title
Professional Services Contract for the Design of Mirror Lake Dam and Mirror Lake Drive, Damaged During Hurricane Matthew
end
COUNCIL DISTRICT(S):
Council District(s)
5
b
Relationship To Strategic Plan:
Goal 3: High Quality Built Environment
Goal 4: Desirable Place to Live, Work and Recreate
Executive Summary:
Mirror Lake Drive is a City maintained street that extends along the top of Mirror Lake Dam, which is also City maintained, and which suffered severe damaged during Hurricane Matthew. Staff is recommending that Council authorize the City Manager to execute the contract for Professional Services for the design of Mirror Lake Dam and Mirror Lake Drive. A Request for Qualifications (RFQ) was submitted for the design and Schnabel Engineering was selected on June 7, 2017, in accordance with City, state, and FEMA requirements. Funding for this project is anticipated to be provided by the Federal Emergency Management Agency (FEMA) and the North Carolina Department of Public Safety (NC DPS) for the design at a cost of $448,110. Based on the current anticipated schedule, the design will be completed November, 2017 and construction completed December 2018.
Background:
Hurricane Matthew caused severe damage to several roads and structures within the City. Based on FEMA site visits and assessment of the damaged locations, Mirror Lake Dam and Mirror Lake Drive are expected to be eligible for reimbursement of 75% of repair costs from FEMA with the remaining 25% of the cost being reimbursed by NC DPS.
A Request for Qualifications (RFQ) for the design of the repair for Mirror Lake Dam was advertised and submissions were accepted May 5, 2017 with three engineering firms responding to the RFQ:
• Moorman, Kizer & Reitzel (Fayetteville, NC)
• Schnable Engineering (Greensboro, NC)
• WK Dickson (Raleigh, NC)
Highlights of the review criteria included:
• Experience with FEMA disaster recovery and Hazard Mitigation Program
• Experience / expertise with projects similar in scope in the last five years
• Ability and to deliver the project within an accelerated schedule
• Previous track record with permitting agencies, especially NC Dam Safety
• Project understanding and approach
• Prior experience with the City of Fayetteville
• Completeness and quality of submittal
• Lawsuits or liability claims in the last 10 years
After a thorough review of the submittals, Schnabel Engineering was selected in accordance with the anticipated schedule and following all City, state, and FEMA requirements. The anticipated cost of the design work is $448,110. The design is anticipated to be completed November, 2017 and the construction is expected to be completed December, 2018.
Issues/Analysis:
FEMA requires adherence to strict procurement and documentation guidelines to qualify for federal reimbursement of expenditures for response and recovery from natural disasters. City staff is making every effort to comply with those requirements to maximize reimbursement from FEMA as appropriate.
Budget Impact:
There are no budget impacts expected at this time as the design and repair of the Mirror Lake Dam are expected to be fully funded by FEMA and NC DPS.
Options:
1. Authorize the City Manager to execute the contract for Professional Services associated with the design for the repair of Mirror Lake Dam and Mirror Lake Drive.
2. Do not authorize the City Manager to execute the contract for Professional Services associated with the design for the repair of Mirror Lake Dam and Mirror Lake Drive and provide further direction to staff.
Recommended Action:
Staff recommends that Council move to authorize the City Manager to execute the contract for Professional Services associated with the design for the repair of Mirror Lake Dam and Mirror Lake Drive.
Attachments:
None