Title
Request Authorization to Amend Intergovernmental Agreement with Flood Control District of Maricopa County for Mandan Street Flood Mitigation Project (Ordinance S-46532)
Description
Request to authorize the City Manager, or his designee, to amend an Intergovernmental Agreement (IGA) with the Flood Control District of Maricopa County (FCDMC) for the Mandan Street Flood Mitigation Project to update the estimated project cost due to cost increases in required easements and construction. Further request authorization for the City Treasurer to accept and the City Controller to disburse all funds related to this item. The additional City share of the project costs will not exceed $589,600, and the total City share, including this amendment, will not exceed $705,000.
Report
Summary
The City and the FCDMC agreed to construct the Mandan Street Flood Mitigation Project and to split the project costs 50/50 between the City and the FCDMC. The project consists of a floodwall behind several residential structures adjacent to the Phoenix Mountain Preserve and will help prevent flood hazards to several residential structures in the area. The FCDMC is the lead agency for project construction and the City is the lead agency in obtaining necessary easements, both permanent and construction-related. The proposed flood mitigation project will have minimal impacts within the Phoenix Mountain Preserve boundary adjacent to the affected residential properties. However, due to these impacts and in accordance with Phoenix Charter Chapter XXVI, City of Phoenix Mountain Preserves, Section 3(c)4, the project received approval from the Parks and Recreation Board on April 26, 2018.
To take advantage of an opportunity for additional funding to reduce local and regional costs of the project, the FCDMC and the City applied for grant funding through the Federal Emergency Management Agency (FEMA) Pre-Disaster Mitigation (PDM) and Flood Mitigation Assistance (FMA) programs, administered by the Arizona Department of Emergency and Military Affairs (DEMA). The project was successful in the grant process and was awarded $692,377.50 in Spring 2019. At the time of the grant submittal, the estimated project cost was $923,170 of which FEMA would provide $692,377.50 and the remaining local share was $230,792.50 to be split equally between the City and FCDMC.
The FCDMC opened construction bids on Feb. 18, 2020 and received four responsive bidders with bids ranging from $1,756,220.60 to $2,688,330. All bids exceeded the Engineer's estimate for the project.
Staff conducted an evaluation of the increased project costs, which are summarized below:
- Additional real estate costs associated with two permanent easements for long-term operations and maintenance and 18 temporary construction easements for the implementation of the project.
- Higher construction costs associated with cost indices of construction components in the Phoenix Metro area, which have increased approximately 20 to 40 percent over the last four years.
- Construction zone access and egress is limited and includes shorter time-windows for construction hauling due to a nearby school zone.
Financial Impact
Based on the FCDMC’s recommended lowest responsive, responsible construction bid of $1,756,222.60, the updated total estimated project cost is $2,102,377.50. The FEMA Grant is providing $692,377.50 and the remaining amount of $1,410,000 will be split 50/50 between the City and FCDMC. City Council previously approved funding in the amount of $115,400, which was the City's original share of the estimated project costs. The additional City share of the project costs will not exceed $589,600, and the total City share, including this amendment, will not exceed $705,000.
Concurrence/Previous Council Action
- The Parks and Recreation Board approved the proposed project for City Council authorization on April 28, 2016. The City Council approved submission of a DEMA grant application for the project on May 4, 2016 (Ordinance S-42514).
- The Transportation and Infrastructure Subcommittee recommended City Council approval of the submission of a DEMA grant application and entering into an intergovernmental agreement with the FCDMC for this project by a vote of 4-0 at its May 9, 2017 meeting.
- The City Council approved submission of a DEMA grant application and entering into an intergovernmental agreement with the FCDMC for this project on June 21, 2017 (Ordinance S-43645).
- The Parks and Recreation Board approved a proposed modification of the original concept due to utility coordination efforts on April 26, 2018.
Location
The proposed floodwall will be constructed in the vicinity of Mandan Street and Sacaton Street.
Council District: 6
Department
Responsible Department
This item is submitted by Deputy City Managers Mario Paniagua and Karen Peters, and the Street Transportation and Public Works departments.