Title
Consider/Discuss/Act on a Resolution Authorizing the City Manager to Execute a Contract with Halff Associates, Inc. for Professional Engineering Design Services for the Stover Creek Aerial Wastewater Line Permanent Repair Project (WW2620) and Authorizing Any Necessary Supplemental Agreements
Summary
COUNCIL GOAL: Operational Excellence
(2.1: Balance available resources to accommodate the growth and maintenance needs of the city)
MEETING DATE: November 17, 2026
DEPARTMENT: Development Services / Engineering
CONTACT: Todd Strouse, PE, Engineering CIP Manager
Gustave Michaud, PE, CIP Senior Engineer I
RECOMMENDED CITY COUNCIL ACTION:
• Staff recommends that the City Council approve the proposed resolution.
ITEM SUMMARY:
• This Resolution authorizes the City Manager to execute a contract in the amount of $443,250 as well as all required supplemental agreements thereto, with Halff Associates, Inc. for professional engineering services for the Stover Creek Aerial Wastewater Line Permanent Repair Project (WW2620) for a total aggregate contract amount, inclusive of any supplemental agreements, not to exceed $490,000.
BACKGROUND INFORMATION:
• The Capital Improvements Program includes funding for the Stover Creek Aerial Wastewater Line Permanent Repair Project.
• Recent inspections have identified approximately 200 linear feet of an exposed aerial wastewater line that has become vulnerable to environmental conditions due to erosion. The 27-inch wastewater line crosses Stover Creek approximately 600 yards northwest of the intersection of CR 124 and CR 161, as indicated on the attached map. The project will involve replacing and encasing the wastewater line to protect it from weather-related impacts and potential damage or interference from public access. Additionally, the stream banks will be stabilized to mitigate further erosion and help protect the integrity of the wastewater infrastructure.
• Halff Associates, Inc. submitted a response to RFQ 24-12 for Drainage & Floodplain Management. They were one of six firms shortlisted by City Council on September 17, 2024.
• Halff Associates, Inc. submitted a proposal for this project in the amount of $443,250 for professional engineering services and construction administration services, which has been reviewed by staff and is recommended for approval. Their scope includes the following elements:
o Basic Services (Design and Bid Phase Services)
o Special Services (Construction Administration, Geotechnical Analysis, Surveying for Design, Environmental Investigation, ROW/ Easement Documents, Survey for Engineering Design, and Utility Coordination)
• The preliminary opinion of probable construction cost is $1,519,000.
• The fee for basic services is $300,400 (19.8% of the engineer’s opinion of probable cost of construction) and the fee for special services is $142,850 (9.4% of the engineer’s opinion of probable cost of construction).
• Staff is requesting approval of a not to exceed (NTE) amount of $490,000 in the event minor adjustments in the project scope are required during the design or construction administration services provided.
• Design of this project is anticipated to take approximately 9 months to complete with construction estimated to begin late 2027.
FINANCIAL SUMMARY:
• The Resolution authorizes a design contract and any necessary supplemental agreements with Halff Associates, Inc. for an amount not to exceed $490,000.
• Funding is provided by Capital Improvement Program WW2620.
• Upon approval of this item, $3,410,000 will remain in WW2620.
BOARD OR COMMISSION RECOMMENDATION:
• N/A