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  Regular Agenda Item     3. B.    
Regular BOS Meeting
Meeting Date: 11/03/2020  
Submitted For: Daren Frank Submitted By: Betty Hurst, Contracts Administrator
Department: Facilities Management  
Fiscal Year: 2021 Budgeted?: Yes
Contract Dates
Begin & End:
10-20-20 to 07-31-21 Grant?: No
Matching
Requirement?:
No
Fund?: Renewal

Information
Request/Subject
Approval to use Mohave Contract No. 17T–Kimley-0510 with Kimley-Horn & Associates for the completion of design and engineering requirements for the Payson Regional Drainage Project.
Background Information
On April 9, 2020, an Intergovernmental Agreement (IGA) was approved by Gila County and the Town of Payson to provide for the design, engineering, construction, maintenance, and funding of a regional drainage project to provide the underground conveyance of surface runoff water that comes across Frontier Street, including the corner of Frontier Street and S.R. 87 to the American Gulch. The project’s objective is to maximize the capacity of the new underground conveyance route constrained only by budget and the obstruction of existing large sewer lines.

Kimley-Horn and Associates, Inc., the project engineer, submitted an October 16, 2020 cost proposal for all design and construction administration in the amount of $124,049.   The associated cost is higher than the original estimated and IGA approved cost of $75,000.  In light of this, the Town of Payson Council has authorized the Town staff to proceed with the design at the higher cost of $124,049 at its meeting held on October 22, 2020.  This action was communicated to Gila County through an email from the Acting Town Manager on October 27, 2020.  As part of the original scope and cost we had previously authorized Kimley Horn to provide a design a not to exceed cost of $20,000.  This work was done to get an estimate of construction cost and to continue design in a timely manner. 

Utilizing the initial design effort, a cost estimate for the project has been received and is estimated at $1,929,715.  This cost also exceeds the parameters of the IGA with the Town of Payson.  The April 9, 2020 IGA will be amended to reflect the Town of Payson’s responsibility for all design and construction costs exceeding $500,000.  Town of Payson staff will be presenting to their Town Council the amended IGA in November and it will be presented to the Board of Supervisors for approval in December 2020.

Kimley Horn will be required to provide a complete engineering design, plan, and construction administration for the project.  The total cost is $124,049 and includes the $20,000 previously authorized to generate the construction cost estimate.
Evaluation
Kimley-Horn and Associates, Inc. has the expertise to coordinate the design, model the flow, and evaluate the hydraulics at the proposed outlet. The County has previously worked with Kimley-Horn on various projects including the Tonto Bridge project and the Regional Wastewater Study.
Conclusion
Kimley-Horn and Associates, Inc. has the experience, staff, and expertise to coordinate the design; the cost of engineering will be credited to the total of the proposed storm drainage system.
Recommendation
The Facilities Management Department Director recommends that the Board approve the Mohave Cooperative Contract No. 17T-Kimley-0510 with Kimley-Horn and Associates, Inc., in an amount not to exceed the total scope pricing of $124,049 (including the $20,000 spent for 30% design plans) based on the provisions allowed and agreed in the IGA with the Town of Payson dated April 9, 2020.
Suggested Motion
Information/Discussion/Action to approve the use of a Cooperative Purchasing Agreement between the Mohave Educational Services Cooperative and Kimley-Horn and Associates, Inc. (Contract No. 17T-Kimley-0510) in an amount not to exceed $124,049; and authorize the Chairman's signature on the Contract Agreement for Kimley-Horn and Associates, Inc. to provide design services and plans, specifications, and an estimate for construction regarding the Payson Regional Drainage Project. (Daren Frank)

Attachments
Contract Agreement 17T-KIMLEY-0510
Kimley-Horn and Associates Proposal2.pdf
Mohave Contract
TOP Design Approval Email

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