Title
Resolution to Approve the Professional Services Agreement with Stantec Consulting Services, Inc. for RFP 21-24 - City of Ann Arbor Hazard Mitigation Plan Update ($145,238.00)
Memorandum
We recommend your approval of the attached Professional Services Agreement in the amount of $145,238.00 with Stantec Consulting Services for 2022 City of Ann Arbor Hazard Mitigation Plan Update. A current hazard mitigation plan is necessary for a multitude of federal grant programs and the City of Ann Arbor flood insurance rating score. Most notably, a current hazard mitigation plan was required for federal funding for the railroad berm opening, which significantly reduced the number of parcels in the flood zone. This plan also has significant other benefits to overall hazard mitigation and emergency preparedness strategy.
The hazard mitigation plan must be renewed every five years to remain current with the Federal Emergency Management Agency. The current plan expires in November 2022. This contract provides ample time for the scope of work and approval process.
A request for proposals was solicited under RFP 21-14, and six bids were received on September 8, 2021. The review team was comprised of Dr. Missy Stults - Sustainability and Innovation Manager, Jerry Hancock - Stormwater / Floodplain Coordinator, Sydney Parmenter - Emergency Management Coordinator, and Mike Kennedy - Fire Chief. Stantec was ranked the highest of the final two firms selected. Of the final two firms, Stantec did not have the lowest fee proposal of the two finalists. Although, Stantec was not the lowest bidder their proposal was in greater alignment with the City’s A2Zero goals, and they presented a more succinct plan addressing equity, authentic and inclusive community engagement, carbon neutrality, and increasing the resilience of our people and place. The review team is recommending Stantec be awarded the Professional Services Agreement.
Budget/Fiscal Impact: The City of Ann Arbor applied for the Building Resilient Infrastructure and Communities (BRIC) FY2020 funding for a Hazard Mitigation Plan under the Hazard Mitigation Grant Program. The application has received preliminary approval and is still in the FEMA application process. It is expected that this grant will be approved. The grant program requires a 25% funding match, which leaves the City of Ann Arbor’s portion at $36,309.50. This will be a cash match.
Upon grant award, another resolution shall be brought to City Council to appropriate the grant funding and the City match to the Major Grants Fund. The City will need to utilize General Fund fund balance for the 25% matching portion. A request shall be made at the time of grant approval for the use of these funds.
We are recommending a project contingency of $5,000.00 to cover potential contract change orders to be approved by the City Administrator if necessary. This contingency would not be covered under the grant funds. The use of contingency funds is unlikely.
Stantec complies with the requirements of the City’s Living Wage and Non-Discrimination Ordinances.
Staff
Prepared by: Chantel Jackson, Office Manager - Fire
Reviewed by: Mike Kennedy, Fire Chief
Approved by: Milton Dohoney Jr., Interim City Administrator
Body
Whereas, The hazard mitigation plan must be renewed every five years to remain current with the Federal Emergency Management Agency and the current plan expires in November 2022;
Whereas, A current hazard mitigation plan is necessary for a multitude of federal grant programs and the City of Ann Arbor flood insurance rating score;
Whereas, The City received proposals from six firms on September 8, 2021;
Whereas, The review team recommends Stantec Consulting Services, Inc. be awarded the professional services agreement as the firm most in alignment with the City’s A2Zero goals, having presented a more succinct plan addressing equity, authentic and inclusive community engagement, carbon neutrality, and increasing the resilience of our people and place; and
Whereas, Stantec Consulting Services, Inc. complies with the requirements of the City’s prevailing wage and non-discrimination ordinances;
RESOLVED, That the professional services agreement with Stantec Consulting Services, Inc. is approved in the amount of $145,238.00;
RESOLVED, That a contingency amount of $5,000.00, subject to City Administrator approval, be established to fund any additional necessary services and that the City Administrator be authorized to approve change orders that do not exceed the contingency amount;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the professional services agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.