Subject:
Title
Approve MOU with Fairfax County and Award a Design Contract to Stantec for a Wolftrap Creek Stream Restoration Phase II Project.
Body
EXPLANATION AND SUMMARY:
Wolftrap Creek, located upstream of Follin Lane SE to the Town boundary, is experiencing major erosion and stream bank failure. In October 2013, Town Council approved a cooperative agreement with Fairfax County to share stormwater service district fees. In November 2014, Vienna applied for and has been awarded a Virginia DEQ Stormwater Local Assistance Fund (SLAF) grant for a stream restoration project along this stretch of Wolftrap Creek. A Memorandum of Understanding Agreement with Fairfax County for this project is attached for Council review and approval. Town DPW staff will lead and manage the project and Fairfax County staff has pledged support with plan and construction bid review if requested. The total project cost estimate is $890,000 and will be funded by $445,000 from the grant and $445,000 from Fairfax County stormwater funds.
Engineering design proposals for the project were requested on February 18, 2015 and a total of 9 proposals were received. Of the proposals received, 4 firms were selected to present more details of the proposals to a 3-person review/interview panel. The most qualified firm was determined to be Stantec. The attached fee proposal, not to exceed $228,635, was received by Stantec, then reviewed and negotiated. In general, the scope of the proposal includes: natural and cultural resource studies, Federal and State permitting, survey and design fees, utility coordination, public meetings, pre-bid and pre-construction meetings, construction oversight, and as-built survey. The proposal also offers various optional services including subsurface evaluations and photo monitoring. DPW staff recommends approving the base proposal fee of $228,635 under RFP 15-03 and consider the optional tasks if needed in the future.
Departmental Recommendation: Approve MOU and design contract.
Finance Recommendation: The Town will need to spend the monies and then submit for reimbursement. Expenditures up to $890,000 are reimbursable. This contract is within the budget. Recommend approval.
Purchasing Recommendation: Recommend Approval
Town Attorney Recommendation: This project is the continuation of a stream restoration project that was successfully completed. The Town Council may approve the proposed MOU and authorize the expenditure of funds (reimbursed through the SLAF) in its discretion.
Town Manager's Recommendation: I recommend the Town Council approve the Memorandum of Understanding agreement with Fairfax County for the Wolftrap Creek Stream Restoration Phase II Project as presented.
Cost and Financing: $228,635
Account Number: 305512-48801
Decision Needed by This Date: Not Applicable
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to approve the Memorandum of Understanding agreement with Fairfax County for the Wolftrap Creek Stream Restoration Phase II Project and authorize the Mayor to execute the agreement pending final legal review by the Town Attorney."
And
"I further move to award a $228,635 engineering design contract to Stantec under RFP 15-03 from account 305512-48801."
Or
Other action deemed necessary by Council.