City Council
	Agenda Request
Agenda Of:	December 16, 2008	Agenda Request No:		IV-E
Initiated By:	Shashi Kumar, P.E.	Responsible Department:		Engineering
Presented By:	Shashi Kumar, P.E. Drainage Engineer	Department Head:		Christopher L. Steubing, P.E., City Engineer
		Additional Department. Head (s):		N/A
Subject / Proceeding:	Award of Professional Services contract with Brown and Gay Engineers, Inc. to evaluate potential impacts from proposed new base flood elevations
Exhibits:	Contract for Professional Services
Clearances			Approval
Legal:	joe morris, City Attorney		Executive Director:
Purchasing:	Todd Reed, Purchasing Manager		Asst. City Manager:	Karen Daly
Budget:	Jennifer Brown Assistant Fiscal Services Director		City Manager:	Allen Bogard
Budget
Expenditure Required: $			50,000
Amount Budgeted/Reallocation: $			50,000
Additional Appropriation: $			N/A
Recommended Action
Award professional engineering services contract to evaluate the potential impacts of anticipated new Base Flood Elevation (BFE) data to Brown & Gay Engineers, Inc. for an amount not to exceed $50,000.
Executive Summary
The City of Sugar Land is part of a countywide effort initiated by Federal Emergency Management Agency (FEMA) to prepare Digital Flood Insurance Rate Maps (DFIRM) for Fort Bend County. In general, the main scope of this effort is to convert the current Flood Insurance Rate Maps from hard copy format to digital format. These maps are expected to reflect more accurately the flood hazards within our community and also facilitate their use and distribution. As part of this effort, a detailed hydrologic and hydraulic study of the Oyster Creek and Brazos River flooding sources are being performed. These new updated digital flood insurance rate maps (DFIRM) are now expected to be released for public review in Spring 2009. Since FEMA’s contractor has completed most of the hydrologic and hydraulic analyses necessary to prepare the new DFIRM, this data has now been released in preliminary format to Fort Bend County and the City of Sugar Land for review and input. Although this information is preliminary, and is subject to change, the Engineering Department is proactively working with other agencies (Fort Bend County Drainage District and LIDs) to evaluate the impact of proposed BFE’s on the City’s drainage system. This is necessary to make timely retrofits to the City’s flood protection system (levees,) so as to ensure the safety of our Citizens and to continue to receive preferred flood insurance policy benefits for our residents. To assist in this evaluation, Engineering has utilized the services of Brown & Gay Engineers, Inc. since 2007. Their review and input have resulted in design of flood protection measures necessary to protect the City’s infrastructure against anticipated increases in BFE’s. To date, the City has incurred $74,500 in expenses towards the evaluation of BFE data. As FEMA continues to refine these models and BFE data, the City staff anticipates using Brown & Gay to evaluate the new data during FY09. The proposed contract will enable staff to utilize the services of Brown & Gay on an as needed basis to evaluate any new data that will be released in the future, until the adoption of new maps. A detailed scope of services and the proposed contract are attached. Brown & Gay will bill the City on a time and material basis based on the rate schedule included in the contract. The contract amount is not to exceed $50,000. Funding is allocated in CIP - DR0707 (Brazos River Base Flood Evaluation) to cover these expenses in FY09. The Engineering Department recommends approval of the contract with Brown & Gay Engineers, Inc.
Exhibits

December 1, 2008

Mr. Christopher Steubing, PE, CFM

City Engineer

City of Sugar Land

P.O. Box 110

Sugar Land, TX 77487-0110

Re: Proposal for Professional Services for Brazos River Evaluation

Dear Mr. Steubing:

Brown & Gay Engineers, Inc. (BGE) is pleased to present this scope of work and budget to assist the City of Sugar Land (City) in ongoing review of the preliminary Brazos River and Oyster Creek hydrologic and hydraulic data and Digital Flood Insurance Rate Mapping (DFIRM). This preliminary data is being prepared by the Federal Emergency Management Agency (FEMA) as part of a restudy and remapping of special flood hazard areas within the City.

SCOPE OF SERVICES

1) Provide continuing review of the FEMA Brazos River hydrologic and hydraulic models. Make recommendations with regard to mitigating potential impacts (i.e. levee heights, model methodologies, corrective measures, etc.).

2) Provide continuing review of the FEMA Oyster Creek hydrologic and hydraulic models. Make recommendations with regard to mitigating potential impacts (i.e. levee heights, model methodologies, corrective measures, etc.).

3) Provide review of FEMA preliminary Digital Flood Insurance Rate Maps (DFIRMs). Make recommendations with regard to mapping irregularities and/or potential impacts that may affect the City.

4) Provide continuing review of Tract 3 development plans with regard to mitigation of development and floodplain impacts as well as timing of construction of the Ditch H Extension project.

5) Provide review of construction plans potentially impacted by the FEMA restudy.

6) Assist with review and development of floodplain administration policies and procedures.

7) Assist in coordination with FEMA, FEMA’s consultant, LIDs, and Fort Bend County.

8) Assist in the preparation for meetings (i.e. slides, exhibits, handouts, etc.).

9) Attend meetings with the City and with others as directed by the City.

FEE and TERMS

We propose to provide these services on a reimbursable basis. The services will be performed in accordance with the terms of our agreement. Rates will be in accordance with the rate sheet enclosed. The above described services shall not exceed $50,000.00.

We appreciate the opportunity to be of service to the City of Sugar Land and look forward to working with you on this project. If you have any questions, please call me at 281-558-8700.

Sincerely,

Lee C. Lennard, P.E.

Director, Public Works

Enclosure

Proposed Rate Schedule

Brown & Gay Engineers, Inc.

December 2008

Position	Rate
Principal	$200.00
Project Manager	$175.00
Engineering Manager	$175.00
Project Engineer, (Professional Engineer)	$130.00
Engineer	$115.00
Engineer-In-Training	$95.00
Senior Designer	$115.00
Designer	$90.00
Technician	$70.00
Administrative Support	$60.00
Field Survey Crew	$155.00