SUBJECT/RECOMMENDATION:
Title
Approve six individual work orders with Advanced Engineering Design, Inc. of Pinellas Park, FL, to provide, design, bidding services and construction administration services associated with the FEMA funded Slope Stabilization Annual Contract (26-0006-EN) totaling $347,923.01 pursuant to RFQ 34-23, Professional Services Continuing Contract, and authorize the appropriate officials to execute same.
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SUMMARY:
This project is being undertaken with the expectation of submitting for reimbursement through the Federal Emergency Management Agency (FEMA). As a condition of FEMA funding, the City of Clearwater is required to adhere to all applicable FEMA program guidelines, documentation standards, and compliance requirements throughout project development and execution. These requirements directly influence project scoping, documentation, design, permitting, and cost-tracking methodologies.
Advanced Engineering Design, Inc. (AED) prepared packages for all six sites that provide justification for their design approach, along with an Engineer’s Opinion of Probable Cost for each site. The total estimated construction cost for all sites combined is $2,795,195.03, with design and permitting costs totaling $347,923.01, for a total estimated project cost of $3,143,118.04.
In accordance with FEMA requirements, the scope of work has been divided into six individual work orders based on discrete project site locations. FEMA mandates that each eligible damage site be independently identified, documented, and tracked using exact GPS coordinates. Each site constitutes a unique damage location and therefore requires its own site-specific evaluation, engineering design, and permitting. Separating the work into unique work orders ensures that all FEMA documentation, cost tracking, and reimbursement requests remain clearly attributable to each distinct site, maintaining compliance with FEMA eligibility, reporting, and audit requirements. This approach also provides transparency in project management, minimizes the risk of ineligible cost commingling, and supports efficient coordination with FEMA and other regulatory agencies throughout the design and permitting process.
Advanced Engineering Design, Inc. was selected to provide engineering and consulting services for slope stabilization in creek sections affected by the high stormwater volume from Hurricane Milton. AED was chosen based on their extensive experience and demonstrated expertise in FEMA programs, including compliance with FEMA reporting standards, eligibility requirements, and documentation protocols. Their familiarity with FEMA’s technical and administrative expectations ensures that project deliverables are prepared with the level of detail and accuracy required to support grant eligibility, reimbursement, and audit review.
Scope of Services Per Site
Joe Dimaggio:
The upstream reaches of the main channel of Alligator Creek begin west of Hercules Avenue and flow in an easterly direction prior to discharging into Alligator Lake near Bayshore Boulevard. Post Hurricane Milton inspections of Alligator Creek revealed three locations where the creek embankment failed within the Joe DiMaggio Sports Complex.
The three locations are located near each other along the western edge of the property. The failure occurred where Alligator Creek transitions from a gabion-lined section to an earthen embankment section. All are located along the eastern bank of the channel. Location 1 is approximately 132-feet in length, Location 2 is approximately 31-feet in length and Location 3 is approximately 42-feet in length.
Alligator Creek Repairs:
Post Hurricane Milton inspections of Alligator Creek revealed two locations of channel bank erosion and one location of pond bank erosion near the BayCare Ballpark.
The first location of bank erosion is along the northern end of the BayCare Ballpark facility, immediately east of the City’s waste transfer station driveway and adjacent to the Ream Wilson Trail. Side bank erosion was observed along the southern bank of the Creek. This is referred to as Site 1.
The city-owned pond located between the BayCare Ballpark and US 19 experienced pond bank erosion along the top of bank and western edge of the concrete weir. This is referred to as Site 2.
The second location of bank erosion is immediately east of US 19 where the Creek turns north to parallel US 19. The channel bank along the outside radius of the bend sustained significant erosion and is threatening to undermine the drive aisle of the private commercial property. This is referred to as Site 3.
Scope for all locations includes preparation of repair plans and specifications for bidding including development of specific quantities and budgets, permitting, bidding support and construction administration.
Breakdown of Engineer of Record Work Order Costs by Location (Total: $347,923.01)
1. Joe Dimaggio Site 1: $64,862.69
2. Joe Dimaggio Site 2: $15,467.26
3. Joe Dimaggio Site 3: $19,458.81
4. Alligator Creek Site 1: $69,827.03
5. Alligator Creek Site 2: $86,737.79
6. Alligator Creek Site 3: $91,569.43
APPROPRIATION CODE AND AMOUNT:
These work orders will be coded to Stormwater Fund capital project D2501, Hurricane Milton. This project is funded by revenues from the Stormwater Utility Enterprise Fund and reimbursements from FEMA will be pursued.
STRATEGIC PRIORITY:
1.2 Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historical features through systematic management efforts.1.3 Adopt responsive levels of service for public facilities and amenities, and identify resources required to sustain that level of service. 1.4 Foster safe and healthy communities in Clearwater through first-class public safety and emergency response services. 1.5 Embrace a culture of innovation that drives continuous improvement and successfully serves all our customers. 2.2 Cultivate a business climate that welcomes entrepreneurship, inspires local investment, supports Eco-friendly enterprises, and encourages high-quality job growth. 2.3 Promote Clearwater as a premier destination for entertainment, cultural experiences, tourism, and national sporting events. 2.5 Facilitate partnerships with educational and research institutions to strengthen workforce development opportunities. 3.2 Preserve community livability through responsible development standards, proactive code compliance, and targeted revitalization. 3.3 Promote marketing and outreach strategies that encourage stakeholder engagement, enhance community education and build public trust. 3.4 Inspire citizen participation through civic engagement and volunteerism to build strong, inclusive and engaged communities. 4.1 Support proactive climate resiliency strategies based in science to protect natural and built environments from impacts associated with sea level rise. 4.2 Adopt renewable resource usage and waste reduction practices to ensure a vibrant City for current and future generations.
