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CONTRACT NO. K-1314-39: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND WILSON & COMPANY, INC., IN AN AMOUNT NOT-TO-EXCEED $189,100 TO PROVIDE CONSULTING ENGINEERING SERVICES FOR THE SUTTON WILDERNESS LAKE DAM AND SPILLWAY REPAIR PROJECT.
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BACKGROUND: Sutton Wilderness Lake Dam is located about 1,500 feet south of Rock Creek Road and 2200 feet west of 12th Avenue N.E. in the City of Norman (see Attachments A, B &C) on a tract of land described as
The Northeast Quarter (NE ¼) of Section 20, Township Nine (9) North, Range Two (2) West of the Indian Meridian, Cleveland County, Oklahoma, less and except a cemetery in the northeast corner containing 2.3 acres, and containing 157.7 acres, more or less.
The referenced property is owned by the Oklahoma Department of Mental Health. The property has been leased to the Oklahoma Tourism and Recreation Department, and subsequently subleased to the City of Norman for the establishment and maintenance of the George M. Sutton Urban Wilderness Area in accordance with the provisions of House Joint Resolution Number 1008 approved on February 8, 1979.
The Sutton Urban Wilderness Park area is part of the City of Norman Parks System and consists of the 157 acres under a 99-year sublease between the City and the State of Oklahoma, as well as an additional 53-acre tract immediately adjacent to the west that was purchased by the City of Norman in 2008. Guidance and advice regarding rules, regulations and activities for the park as well as a management plan “to maintain Sutton Urban Wilderness as a healthy ecosystem, representative of the natural ecology of Oklahoma…” is provided by the Sutton Urban Wilderness Committee created by the City in 1983 as an ad hoc committee to the Norman Parks and Recreation Department.
In a November 24, 2010 letter, the City of Norman was notified by the Oklahoma Water Resources Board (OWRB) that, based on the findings in OWRB’s hazard-potential reclassification report, Sutton Wilderness Lake Dam had been reclassified as a high hazard-potential structure, the failure of which would likely cause loss of human life. OWRB pointed out that the dam must meet certain minimum standards appropriate for the dam’s classification and size. In accordance with requirements set forth in OWRB’s letter, the following have been completed:
Dam safety inspection;
Dam breach analysis and report;
Breach inundation map; and
Preliminary emergency action plan.
The Sutton Wilderness Lake Dam and Spillway 2011 Inspection Report characterized the dam and spillway as “in poor condition” and recommended the following actions to address identified deficiencies:
1. Removal of all trees from the dam and spillway;
2. Flattening of the downstream slope to facilitate slope maintenance;
3. Grading of the area at the downstream toe of slope to prevent standing water;
4. Restoration of the emergency spillway;
5. Evaluation of the principal spillway for deterioration;
6. Installation of an upstream control valve;
7. Restoration and stabilization of the dam face (upstream slope) including the addition of riprap.
DISCUSSION: The City's project goal is to make structural improvements and to develop operational procedures necessary to appropriately address identified deficiencies and, to the extent practical, bring the Sutton Wilderness Lake Dam into compliance with current OWRB design standards while maintaining Sutton Urban Wilderness Area as a healthy ecosystem, representative of the natural ecology of Oklahoma.
On April 23 and 30, 2013, the Public Works Department solicited consulting engineering services to prepare plans, specifications and bid package, and to provide technical assistance throughout the design and construction of the Sutton Wilderness Lake Dam & Spillway Repair Project in accordance with Request for Proposal No. RFP-1213-77. Notices were also sent to those appearing on the Public Works Department’s master consulting engineering list that contains the names of firms and individuals that have asked to be notified of Public Works Department requests for engineering proposals or statements of qualifications. A pre-proposal conference was held on May 2, 2013 with approximately 15 consulting engineering firms represented. A total of 7 proposals were received in response to the City’s Request for Proposals.
The Consultant Selection Committee consisted of: Scott Sturtz, City Engineer; Rick Schlechter, Storm Water Engineer; Bill Ulch, Parks And Recreation Department Supervisor; Judith Wilkins, Sutton Urban Wilderness Committee member; and Amanda Nairn, community-at-large representative. The members of the consultant selection committee evaluated the proposals based on criteria set forth in the RFP and selected 3 of the 7 firms or joint venture teams for interviews, which were held on June 18 and 19, 2013.
The consensus of the Selection Committee was to work with Wilson & Company, Inc. and their teaming partners Terracon Consulting Engineers & Scientists, Oklahoma City, Oklahoma; Meshek & Associates, PLC, Tulsa, Oklahoma; and Enercon Services, Inc, Tulsa, Oklahoma,to develop a project scope and associated fee schedule. Wilson & Company intends to provide services from its offices in Norman, Oklahoma; Albuquerque, New Mexico and Kansas City, Missouri. Wilson & Company, Inc. was the City’s consulting engineer for the Hall Park Lake Dam Repair Project.
The general scope of consulting engineering services includes:
1, Assessment of the dam to:
• Determine existing physical condition of dam
• Confirm previously completed hydrologic analysis and findings
• Assess foundation and embankment stability
• Assess environmental amenities and understand provisions and guidance of the Sutton Urban Wilderness Area Committee Management Plan
• Establish improvements alternatives with corresponding cost
• Coordinate with Stakeholders
• Develop final improvement recommendations with estimated probable project cost and schedule
2, Final design services necessary for construction documents (plans, specifications and cost estimate) to facilitate construction of the recommended improvements.
3. Coordination with OWRB, United States Army Corps of Engineers (USACE) and Oklahoma Department of Environmental Quality (ODEQ) as necessary to secure construction permits and to ensure the dam will be in compliance with all applicable dam safety standards once construction is completed.
4. Development of an Operation and Maintenance Manual for the post-construction conditions. The Operation and Maintenance Manual will be coordinated with the recently-completed Sutton Urban Wilderness Area Committee Management Plan.
5. Construction related services, including bidding support services, shop drawing review, periodic construction site visits, and a final inspection.
6. Development of an Emergency Action Plan utilizing the previously-completed breach inundation analysis.
Compensation for consulting engineering services provided under the Agreement will be made on the basis of direct labor cost times a labor multiplier factor of 3.114 to cover overhead and profit plus direct expenses with a maximum limiting fee of $189,100. Funding for this Agreement for Professional Services with Wilson & Company, Inc. is 100% City of Norman Capital Improvement Plan funds provided for Drainage Project FYE 2013 - Sutton Wilderness Lake Dam (account number 050-9968-431.62-01; project DR0059).
RECOMMENDATION: Staff recommends approval of Contract No. K-1314-39 “Agreement for Consulting Engineering Services, Sutton Wilderness Lake Dam & Spillway Repair Project” with Wilson & Company, Inc.