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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 09/04/2001 - RESOLUTION 2001-112 APPROVING THE PURCHASE OF PROF AGENDA ITEM SUMMARY ITEM NUMBER: 25 FORT COLLINS CITY COUNCIL DATE: September 4,2001 STAFF: Jim O'Neill SUBJECT: Resolution 2001-112 Approving the Purchase of Professional Services from Ayres Associates as an Exception to the Competitive Procurement Process. RECOMMENDATION: Staff recommends adoption of the Resolution. FINANCIAL IMPACT: Funds for this contract are in the 2001 Budget ($60,000) and in a 50% matching grant ($60,000) from the Downtown Development Authority. The total estimated cost of the services is estimated to be $120,000. EXECUTIVE SUMMARY: Currently the City of Fort Collins has the consulting firm of Ayres Associates under contract to perform professional services to finalize the draft of the Cache la Poudre Master Drainageway Plan (Drainageway Plan). A subcontractor to Ayres Associates is the firm of EDAW. The City desires to retain the services of the Ayres/EDAW design team to perform professional services to implement a segment of the Drainageway Plan and the Downtown River Corridor Implementation Program as an exception to the Competitive Procurement Process. The Drainageway Plan identified the river reach between Lincoln Avenue and Linden Street as an area needing mitigation due to the instability of the banks along the River in that reach. The Downtown River Corridor Implementation Program also identified the reach between Lincoln and Linden as having: (a) 1st priority to address bank stability;(b) 1 st priority to address Poudre River Habitat Restoration;and(c)2nd priority to address Poudre River Trail Amenities. This next stage is called the Poudre Enhancement Project. The proposed professional services contract for the Poudre Enhancement Project would build on information from the draft Drainageway Plan where the Ayres/EDAW design team were instrumental in the areas of identifying flood hazards and areas of instability along.the river corridor that lie in the Fort Collins Urban Growth area; DATE: September 4,2001 2 ITEM NUMBER: 25 - public outreach; - estimating damages and costs; and - evaluating alternatives to protect property,public safety,natural resources,and other important resources within the corridor. The professional services provided by the Ayres/EDAW design team on the Poudre Enhancement Project would utilize the information from the Drainageway Plan and Downtown River Corridor Implementation Program and take it to the next level of final design drawings for the reach along the Poudre River from Lincoln to Linden. Services to be provided include: detailed surveys,river hydrological and hydraulic modeling, habitat restoration, report preparation, graphics, cost estimating,public participation,recreation trail amenities,alternative analysis,and design drawings. Ayres Associates has extensive river engineering experience with hydraulic analysis and design, channel restoration,stream and bank stability analysis and design,sediment transport analyses,and floodplain analysis and design. EDAW also has extensive experience with river restoration,natural area enhancements, public information and feedback processes and trails and recreation facility planning and design. Both firms are local to Fort Collins and are knowledgeable of the Poudre River and the value it has to the community. The Ayres/EDAW design team has been involved with the Drainageway Plan since its initiation, and most of the original design team members are still involved with the project. The team was responsible for the identification of the river reach between Lincoln and Linden as a critical erosion or unstable bank site as well as an area of low aesthetic value. Consequently,the team is very familiar with the project background and need for the project enhancements. Through their work on the Drainageway Plan, Ayres Associates and EDAW have shown they complement each other,are quite familiar with the Poudre River Corridor,and have the knowledge and insight to formulate improvements consistent with the aesthetics and conditions along the River and the vision the community has identified for this section of the River. Given the background, knowledge and experience with the Poudre River,the Ayres/EDAW design team will provide the most efficient and cost effective design for the Poudre Enhancement Project. There are other firms that have the expertise to perform the work that is proposed. However, the City would benefit from issuing this contract as an exception to the competitive process because the same team that has been working on problems along the Poudre River Corridor through the Drainageway Plan will continue to work on them through the Poudre Enhancement Project. The transfer of information would be seamless, the design team understands the value of the river, the design team has the technical expertise,and time and costs will be saved if the project is allowed to proceed as requested. As this request for exception to the competitive process is over $100,000 it requires Council approval. Funding for the project will be $60,000 from the 2001 City Budget with the Utilities, Natural Resources, and Parks and Recreation Departments sharing equal parts. The remaining balance of$60,000 will be funded from a 50%matching grant that is authorized by the Downtown Development Authority from its budget. RESOLUTION 2001-112 OF THE COUNCIL OF THE CITY OF FORT COLLINS APPROVING THE PURCHASE OF PROFESSIONAL SERVICES FROM AYRES ASSOCIATES AS AN EXCEPTION TO THE COMPETITIVE PROCUREMENT PROCESS WHEREAS, Ayres Associates is currently under a professional services contract with the City to finalize the draft of the Cache la Poudre Master Drainageway Plan(the"Drainageway Plan"); and WHEREAS, the work done by Ayres Associates and its subcontractor, EDAW, on the Drainageway plan included identifying flood hazards and areas of instability along the Poudre River Corridor, public outreach,estimating damages and costs, and evaluating alternatives to protect the public, property, and natural resources within the Poudre River Corridor; and WHEREAS, the performance of Ayres Associates and its subcontractor, EDAW, has been satisfactory; and WHEREAS, the Drainageway Plan identified the river reach between Lincoln Avenue and Linden Street as needing mitigation of unstable river banks, and the Downtown River Corridor Implementation Program,designed by the City's Advance Planning Department,identified the same reach as a first priority for addressing bank stability and habitat restoration,and a second priority for Poudre River Trail amenities; and WHEREAS, the next phase in bringing together and implementing the Drainageway Plan and the Downtown River Corridor Implementation Program is the Poudre Enhancement Project(the "Project"), which will involve designing and engineering improvements to the Poudre River Corridor that are consistent with the aesthetics and conditions along the river, and the vision the community has identified for this section of the river; and WHEREAS, the total estimated cost of these services is $120,000; and WHEREAS, funds for the City's share of the costs is budgeted in the 2001 Budget in the amount of$60,000 and the remaining balance of$60,000 will be funded from a grant from the Downtown Development Authority; and WHEREAS, Section 8-161(d)(1)(b) of the City Code authorizes the Purchasing Agent to contract for services without competition if, although there exists more than one (1) responsible source, a competitive process cannot be used or,if used,will result in a substantially higher cost to the city, will otherwise injure the city's financial interests or will substantially impede the city's administrative functions or the delivery of services to the public; and WHEREAS,the Purchasing Agent has determined that purchasing professional services from Ayres Associates to implement the Project falls within the scope of this exception,because Ayres Associates and its subcontractors are already familiar with the Poudre River and the technical hydrologic and hydraulic computer modeling for the Project area, and the types of improvements and mitigation required along the Poudre River Corridor,through their work on the Drainageway Plan,and this familiarity will save the City costs over bringing in a new design firm at this stage; and WHEREAS, the Purchasing Agent has submitted the requisite justification for said determination to the City Manager for approval; and WHEREAS, the City Manager has reviewed and approved the justification for this acquisition; and WHEREAS, Section 8-161(d)(3) of the City Code requires approval of this purchasing method by the City Council for items costing more than One Hundred Thousand Dollars($100,000) prior to acquisition. NOW,THEREFORE,BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS that the Purchasing Agent is hereby authorized to purchase professional services from Ayres Associates to implement a segment of the Drainageway Plan and the Downtown River Corridor Implementation Program through design of the Poudre Enhancement Project, in the estimated amount of ONE HUNDRED TWENTY THOUSAND DOLLARS ($120,000), as an exception to the competitive procurement process requirements. Passed and adopted at a regular meeting of the City Council held this 4th day of September, A.D. 2001. Mayor ATTEST: City Clerk