City Council Minutes 2014 04 15 - Laserfiche WebLink

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City Council Meeting Minutes April 15, 2014 Page 4 of 15 Creek. One area of direction was to partner and coordinate with the Wecker property to mitigate the debris hazards. Since that time FEMA has decided it will provide 75% cost reimbursement for in- stream debris cleanup along public and private land. Previously the estimated cost for the City was approximately $400,000. The updated estimates provide the State will cover 12.5% and the City will pay the remaining 12.5% ($18,056). Additionally, FEMA walked the area with the City and US 36, some areas along Dutch Creek will also be covered. The first estimate for the debris cleanup was approximately, $400,000 and the updated estimate is approximately $700,000. The City's responsibility after reimbursement has been reduced from $250,000 to $150,000. The work will begin within a couple of weeks and will start at the Wecker property. It is estimated the work will be completed by the end of May. COUNCIL COMMENT Council member Stolzmann voiced her full support of the proposal and proceeding with the debris removal. She stressed the importance to the residents to have the debris removed from the stream. She noted the original item, which was put out to bid was much smaller in scope and was $85,000. She inquired whether this project should be put out to bid. Public Works Director Kowar explained in February the bid process decision was based on three factors: 1) The potential of not producing better results or producing the same results. 2) Strict timelines and an unknown bidding environment. The contractor offered to negotiate their price when staff expressed their concern over a sole source vendor. 3) The negotiated price was substantially lower. He felt the best decision was to remain with the contractor. Council member Stolzmann asked at what point would a decision be made to put this project out to bid. Public Works Director Kowar believed the project was too far into the process to go out for bids, however FEMA and the State are both comfortable with the direction and they are the reimbursing authority for the work. Council member Loo addressed all three agenda items and thanked the staff for their work in dealing with the many branches of the Federal government. Deputy City Manager Balser noted the $150,000 the City is responsible for includes a $70,000 contingency. If any of the contingency is used, the City will be reimbursed by FEMA and the State. RESOLUTION No. 20, SERIES 2014— A RESOUTION APPROVING A GRANT AGREEMENT WITH THE COLORADO DEPARTMENT OF PUBLIC SAFETY, DIVISION OF HOMELAND SECURITIY AND EMERGENCY MANAGEMENT FOR FLOOD - RELATED DEBRIS REMOVAL Deputy City Manager Balser reviewed the Grant Agreement between the State of