City of Aurora Council Agenda Commentary

City of Aurora Council Agenda Commentary Item #: SS: 1st: 2nd: 9f Item Title: Consideration to AMEND AN OPENLY SOLICITED CONTRACT with Stantec Consulting Services, Inc., Denver, Colorado in the amount of $91,350.00 for additional services needed to complete the alternative analysis for the Fitzsimons-Peoria Stormwater Outfall Project, RFP R-1602. Item Initiator: Simmons, R B - Projects Administrator - Internal Services Staff Source: Fiori, Steven - Project Delivery Svcs Mgr - Aurora Water City Manager/Deputy City Manager Signature: Skip Noe Outside Speaker: Council Goal: 2012: 3.4--Maintain a reliable water system ACTIONS(S) PROPOSED (Check all appropriate actions) Approve Item as proposed at Study Session Approve Item and Move Forward to Regular Meeting Approve Item as proposed at Regular Meeting Approve Item with Waiver of Reconsideration Information Only HISTORY (Dates reviewed by City council, Policy Committees, Boards and Commissions, or Staff. Summarize pertinent comments. ATTACH MINUTES OF COUNCIL MEETINGS, POLICY COMMITTEES AND BOARDS AND COMMISSIONS.) The award of the openly solicited contract to Stantec Consulting Services, Inc. to complete an alternative analysis for the Fitzsimons-Peoria Stormwater Outfall Project in the amount of $450,000.00 was reported to City Council on the Weekly Report of November 4, 2013. An amendment to the openly solicited contract to Stantec Consulting Services, Inc. for additional services associated with completing the alternatives analysis for the Fitzsimons-Peoria Stormwater Outfall Project in the amount of $30,010.00 was reported to City Council on the Weekly Report of March 30, 2015. ITEM SUMMARY (Brief description of item, discussion, key points, recommendations, etc.) Background Stantec Consulting Services, Inc. was selected under an openly solicited Request for Proposals process as the best qualified firm to complete an alternative analysis to identify the most feasible approach for the conveyance of storm water in the corridor. The recommended alternative from Stantec Consulting Services, Inc. is to construct a large drainage pipe under Peoria Street to convey storm water from Quari Street to Sand Creek. This recommendation would result in a costly construction process and create a significant amount of disturbance in the corridor. Under a separate effort completed by the Public Works Department, a preliminary drainage report for the drainage corridor revealed the drainage system capacity is below the current City standard. The recommendation from the Public Works Department report is based on a different alternative approach for using large detention ponds to mitigate the peak storm water flows in the corridor area. June 29, 2015 Council Meeting, Page68

Since allocating land for the detention pond alternative would limit the amount of development in the corridor area, additional alternative analysis services are needed to develop a third, hybrid solution that will maximize development, reduce project costs and minimize the level of disturbance in the corridor. Proposed Amendment Aurora Water is requesting approval to amend the contract awarded to Stantec Consulting Services, Inc. for providing additional alternative analysis services needed for completing the Fitzsimons-Peoria Stormwater Outfall Project. The specific details regarding the scope of services and cost breakdowns for providing the additional engineering services are included in Attachment - A to this commentary. Since Stantec Consulting Services, Inc. completed the initial alternative analysis for the Fitzsimons- Peoria Stormwater Outfall Project, they have a unique understanding of the work required and can perform the additional required services more cost effectively than bringing in another firm. Soliciting proposals from other engineering firms would be impractical as a new firm would need additional time to study the project's requirements and would charge for work already completed by Stantec Consulting Services, Inc. As a result, staff has determined that an amendment to the openly solicited contract with Stantec Consulting Services, Inc. for providing the additional services is in the best interest of the City. Pursuant to City Code 2-674(6) that allows for negotiated purchases under a reduced total cost approach, a fee proposal was requested from Stantec Consulting Services, Inc. for all costs associated with providing the required alternative analysis services. Negotiations included detailed discussions regarding the specific scope of work tasks, project schedule, and labor hours for both professional and administrative categories. After negotiations were completed, the final amount agreed upon was $91,350.00. The hourly rates proposed by Stantec Consulting Services, Inc. are comparable to similar sized engineering firms approved under the City s MESA IV agreements. Therefore, the final amount of the proposed amendment is considered to be fair and reasonable. This proposed amendment amount of $91,350.00 for providing the additional engineering services is within the approved budget for this project. The current awarded contract amount of $480,010.00 and the amount of this proposed amendment will bring the total amount of the contract to $571,360.00. No other amendments to Stantec Consulting Services, Inc. s contract for completing the alternative analysis for this project are anticipated. Once the selected alternative for completing the project is determined, the design, bid support and construction phase support services will be openly solicited, and brought forward to City Council for approval. Recommendation Based on the above, staff recommends that the City amend the openly solicited contract with Stantec Consulting Services, Inc., Denver, Colorado in the amount of $91,350.00 for additional services needed to complete the alternative analysis for the Fitzsimons-Peoria Stormwater Outfall Project. QUESTIONS FOR COUNCIL Does City Council approve the amendment to the contract with Stantec Consulting Services, Inc. in the amount of $91,350.00 for the additional services needed to complete the alternative analysis for the Fitzsimons-Peoria Stormwater Outfall Project? LEGAL COMMENTS Purchase orders or contracts in any amount may be awarded without benefit of formal competitive bidding when closer location, more advantageous time allowances, or similar variable factors can reduce the total cost of the product or service (City Code 2-674(6)). (Lathers). Stacie Harding June 29, 2015 Council Meeting, Page69

PUBLIC FINANCIAL IMPACT (If Yes, EXPLAIN) Yes No Funding for this contract amendment will be from the Capital Improvement Program, Wastewater Fund, in the amount of $91,350.00. ORG USED: Fitzsimons Drainage Improvements (52895) PRIVATE FISCAL IMPACT (If Significant or Nominal, EXPLAIN) Not Significant Nominal Applicable Not applicable. EXHIBITS ATTACHED: 1. Attachment A - Scope of Service, Cost and Project Schedule.pdf 2. Weekly Report of 11-04-13.pdf 3. Weekly Report of 03-30-15.pdf June 29, 2015 Council Meeting, Page70

June 29, 2015 Council Meeting, Page71