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HomeMy WebLinkAboutContract 53739 r , CSC No.,53739 CITY OF FORT WORTH, TEXAS STANDARD AGREEMENT FOR PROFESSIONAL SERVICES SFCq �Oq�y This AGREEMENT is between the City of Fort Worth, a Texas home-rule municipality ("City"), and Halff Associates, Inc., authorized to do business in Texas ("Consultant"), for a PROJECT generally described as: City of Fort Worth Mapping Activity Statement (MAS) #4 for FEMA Cooperating Technical Partners (CTP) Project. Article I Scope of Services (1) Consultant hereby agrees to perform the professional services set forth in the Scope of Services attached hereto as Attachment "A". These services shall be performed in connection with City of Fort Worth Mapping Activity Statement (MAS) #4 for FEMA Cooperating Technical Partners (CTP) Project. (2) Additional services, if any, will be requested in writing by the City. City shall not pay for any work performed by Consultant or its subconsultants, subcontractors and/or suppliers that has not been ordered in writing. It is specifically agreed that Consultant shall not be compensated for any alleged additional work resulting from oral orders of any person. Article 11 Compensation Consultant shall be compensated an amount up to $767,000 in accordance with the Fee Schedule shown in Attachment "B". Payment shall be considered full compensation for all labor, materials, supplies, and equipment necessary to complete the services described in Attachment "A". The Consultant shall provide monthly invoices to the City. Payment for services rendered shall be due within thirty (30) days of the uncontested performance of the particular services so ordered and receipt by City of Consultant's invoice for payment of same. Acceptance by Consultant of said payment shall operate as and shall release the City from all claims or liabilities under this Agreement for anything related to, done, or furnished in connection with the services for which payment is made, including any act or omission of the City in connection with such services. Article III Term Unless terminated pursuant to Article VIII herein, this Agreement shall be for a term beginning on the effective date, as described below, and shall continue until the expiration of the funds or completion of the subject matter contemplated herein, whichever occurs first. City of Fart Worth,Texas OFFICIAL RECORD Standard Agreement for Professional Services Revision Date:11.07.17 Page 1 of 9 CITY SECRETARY FT WORTH,TX Article IV Independent Contractor Consultant shall operate hereunder as an independent contractor, and not as an officer, agent, servant, or employee of the City. Consultant shall have exclusive control of and the exclusive right to control the details of the work to be performed hereunder and of all persons performing same, and shall be solely responsible for the acts and omissions of its officers, agents, employees, contractors and subcontractors. The doctrine of respondeat superior shall not apply as between City and Consultant, its officers, agents, employees, contractors, and subcontractors, and nothing herein shall be construed as creating a partnership or joint venture between City and Consultant. Article V Professional Competence and Indemnification (1) Work performed by Consultant shall comply in all aspects with all applicable local, state and federal laws and with all applicable rules and regulations promulgated by the local, state and national boards, bureaus and agencies. Approval by the City shall not constitute or be deemed to be a release of the responsibility and liability of Consultant or its officers, agents, employees, contractors and subcontractors for the accuracy and competency of its services performed hereunder. (2) THE CONSULTANT, AT NO COST TO THE CITY, AGREES TO DEFEND, INDEMNIFY AND HOLD THE CITY, ITS OFFICERS, AGENTS SERVANTS AND EMPLOYEES, HARMLESS AGAINST ANY AND ALL CLAIMS, LAWSUITS, ACTIONS, COSTS AND EXPENSES OF ANY KIND, INCLUDING, BUT NOT LIMITED TO, THOSE FOR PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO CONSULTANT'S BUSINESS AND ANY RESULTING LOST PROFITS) AND/OR PERSONAL INJURY, INCLUDING DEATH, THAT MAY RELATE TO, ARISE OUT OF OR BE OCCASIONED BY CONSULTANT'S BREACH OF (i) ANY OF THE TERMS OR PROVISIONS OF THIS AGREEMENT OR (ii) ANY NEGLIGENT ACT OR OMISSION OR INTENTIONAL MISCONDUCT OF CONSULTANT, ITS OFFICERS, AGENTS, ASSOCIATES, EMPLOYEES, CONTRACTORS (OTHER THAN THE CITY) OR SUBCONTRACTORS, RELATED TO THE PERFORMANCE OR NON- PERFORMANCE OF THIS AGREEMENT. THIS SECTION SHALL SURVIVE ANY TERMINATION OR EXPIRATION OF THIS AGREEMENT. Article VI Insurance (1) Consultant shall not commence work under this Agreement until it has obtained all insurance required under this Article and the City has approved such insurance, nor shall Consultant allow any subcontractor to commence work on its subcontract until all similar insurance of the subcontractor has been so obtained and approval given by the City; provided, however, Consultant may elect to add any subconsultant as an additional insured under its liability policies. City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:11,07.17 Page 2 of 9 Commercial General Liability $1,000,000 each occurrence $2,000,000 aggregate Automobile Liability $1,000,000 each accident (or reasonably equivalent limits of coverage if written on a split limits basis). Coverage shall be on any vehicle used in the course of the Project. Worker's Compensation Coverage A: statutory limits Coverage B: $100,000 each accident $500,000 disease - policy limit $100,000 disease - each employee (2) Additional Insurance Requirements a. Except for employer's liability insurance coverage under Consultant's worker's compensation insurance policy, the City, its officers, employees and servants shall be endorsed as an additional insured on Consultant's insurance policies. b. Certificates of insurance shall be attached to this Agreement prior to its execution. c. Any failure on part of the City to attach the required insurance documentation hereto shall not constitute a waiver of the insurance requirements specified herein. d. Each insurance policy shall be endorsed to provide the City a minimum thirty days notice of cancellation, non-renewal, and/or material change in policy terms or coverage. A ten days notice shall be acceptable in the event of non-payment of premium. e. Insurers must be authorized to do business in the State of Texas and have a current A.M. Best rating of A: VII or equivalent measure of financial strength and solvency. f. Other than worker's compensation insurance, in lieu of traditional insurance, City may consider alternative coverage or risk treatment measures through insurance pools or risk retention groups. The City must approve in writing any alternative coverage. g. Workers' compensation insurance policy(s) covering employees employed on the Project shall be endorsed with a waiver of subrogation providing rights of recovery in favor of the City. City of Fort Worth,Texas Standard Agreement for Professional Services Revision Datei 11.07.17 Page 3 of 9 h. City shall not be responsible for the direct payment of insurance premium costs for Consultant's insurance. i. Consultant's insurance policies shall each be endorsed to provide that such insurance is primary protection and any self-funded or commercial coverage maintained by City shall not be called upon to contribute to loss recovery. j. In the course of the Agreement, Consultant shall report, in a timely manner, to City's officially designated contract administrator any known loss occurrence which could give rise to a liability claim or lawsuit or which could result in a property loss. k. Consultant's liability shall not be limited to the specified amounts of insurance required herein. I. Upon the request of City, Consultant shall provide complete copies of all insurance policies required by these Agreement documents. Article VII Transfer or Assignment City and Consultant each bind themselves, and their lawful successors and assigns, to this Agreement. Consultant, its lawful successors and assigns, shall not assign, sublet or transfer any interest in this Agreement without prior written consent of the City. Article VIII Termination of Contract (1) a. City may terminate this Agreement for its convenience on 30 days' written notice to Consultant. b. Either the City or the Consultant, for cause, may terminate this Agreement if either party fails substantially to perform through no fault of the other and the nonperforming party does not commence correction of such nonperformance within 5 days' written notice or thereafter fails to diligently complete the correction. (2) If City chooses to terminate this Agreement, upon receipt of notice of termination, Consultant shall discontinue services rendered up to the date of such termination and City shall compensate Consultant based upon calculations in Article II of this Agreement and Exhibit "B" attached hereto and incorporated herein. (3) All reports, whether partial or complete, prepared under this Agreement, including any original drawings or documents, whether furnished by the City, Its officers, agents, employees, consultants, or contractors, or prepared by Consultant, shall be or become the property of the City, and shall be furnished to the City prior to or at the time such services are completed, or upon termination or expiration of this Agreement. City of Fort worth.Texas Standard Agreement for Professional Services Revision Date:11.07.17 Page 4 of 9 Article IX Right to Audit (1) Consultant agrees that the City shall, until the expiration of three (3) years after final payment under this Agreement, have access to and the right to examine any directly pertinent books, documents, papers and records of Consultant involving transactions relating to this Agreement. Consultant agrees that the City shall have access during normal working hours to all necessary facilities and shall be provided adequate and appropriate workspace in order to conduct audits in compliance with the provisions of this section. City shall give Consultant reasonable advance notice of intended audits. (2) Consultant further agrees to include in all its subcontracts hereunder, a provision to the effect that the subcontracting consultant agrees that the City shall, until the expiration of three (3) years after final payment under the subcontract, have access to and the right to examine any directly pertinent books, documents, papers and records of such sub-consultant, involving transactions to the subcontract, and further, that City shall have access during normal working hours to all sub- consultant facilities, and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this article. City shall give Consultant and any sub-consultant reasonable advance notice of intended audit. (3) Consultant and sub-consultants agree to photocopy such documents as may be requested by the City. The City agrees to reimburse Consultant for the cost of copies at the rate published in the Texas Administrative Code in effect as of the time copying is performed. Article X Minority Business and Small Business Enterprise (MBE)(SBE) Participation In accordance with the City's Business Diversity goals (Chapter 20, Article X of the City's Code of Ordinances a/k/a Ordinance No. 20020-12-2011, as amended), the City has goals for the participation of minority business enterprises and/or small business enterprises in City contracts. Consultant acknowledges the MBE and SBE goals established for this Agreement and its accepted written commitment to MBE and SBE participation. Any misrepresentation of facts (other than a negligent misrepresentation) and/or the commission of fraud by the Consultant may result in the termination of this Agreement and debarment from participating in City contracts for a period of time of not less than three (3) years. Article XI Observe and Comply Consultant shall at all times observe and comply with all federal, state, and local laws and regulations and with all City ordinances and regulations which in any way affect this Agreement and the work hereunder, and shall observe and comply with all orders, laws ordinances and regulations which may exist or may be enacted later by governing bodies having jurisdiction or authority for such enactment. No plea of misunderstanding or ignorance City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:11.07.17 Page 5 of 9 thereof shall be considered. Consultant agrees to defend, indemnify and hold harmless City and all of its officers, agents and employees from and against all claims or liability arising out of the violation of any such order, law, ordinance, or regulation, whether it be by itself or its employees. Article XII Immigration Nationality Act Consultant shall verify the identity and employment eligibility of its employees who perform work under this Agreement, including completing the Employment Eligibility Verification Form (1-9). Upon request by City, Consultant shall provide City with copies of all 1-9 forms and supporting eligibility documentation for each employee who performs work under this Agreement. Consultant shall adhere to all Federal and State laws as well as establish appropriate procedures and controls so that no services will be performed by any Consultant employee who is not legally eligible to perform such services. CONSULTANT SHALL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH BY CONSULTANT, CONSULTANT'S EMPLOYEES, SUBCONTRACTORS, AGENTS, OR LICENSEES. City, upon written notice to Consultant, shall have the right to immediately terminate this Agreement for violations of this provision by Consultant. Article XIII Venue and Jurisdiction If any action, whether real or asserted, at law or in equity, arises on the basis of any provision of this Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the United States District Court for the Northern District of Texas — Fort Worth Division. This Agreement shall be construed in accordance with the laws of the State of Texas. Article XIV Contract Construction The parties acknowledge that each party and, if it so chooses, its counsel have reviewed and revised this Agreement and that the normal rule of construction to the effect that any ambiguities are to be resolved against the drafting party must not be employed in the interpretation of this Agreement or any amendments or exhibits hereto. Article XV Severability The provisions of this Agreement are severable, and if any word, phrase, clause, sentence, paragraph, section or other part of this Agreement or the application thereof to any person or circumstance shall ever be held by any court of competent jurisdiction to be invalid or unconstitutional for any reason, the remainder of this Agreement and the application of such word, phrase, clause, sentence, paragraph, section, or other part of this Agreement to other persons or circumstances shall not be affected thereby and this City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:11.07.17 Page 6 of 9 Agreement shall be construed as if such invalid or unconstitutional portion had never been contained therein. Article XVl Notices Notices to be provided hereunder shall be sufficient if forwarded to the other Party by hand-delivery or via U.S. Postal Service certified mail return receipt requested, postage prepaid, to the address of the other Party shown below: City of Fort Worth Attn: Clair Davis Transportation and Public Works 200 Texas Street Fort Worth, Texas 76102 Consultant: Halff Associates, Inc. Attn: Cindy Mosier 4000 Fossil Creek Blvd Fort Worth, TX 76137 Article XVII Prohibition On Contracts With Companies Boycotting Israel Consultant acknowledges that in accordance with Chapter 2270 of the Texas Government Code, the City is prohibited from entering into a contract with a company for goods or services unless the contract contains a written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract. The terms "boycott Israel" and "company" shall have the meanings ascribed to those terms in Section 808.001 of the Texas Government Code. By signing this contract, Consultant certifies that Consultant's signature provides written verification to the City that Consultant. (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract Article XVIII Headings The headings contained herein are for the convenience in reference and are not intended to define or limit the scope of any provision of this Agreement City of Fort Worth,Texas Standard Agreement for Professional Services Revision Dale:11.07.17 Page 7 of 9 Article XIX Attachments, Schedules and Counterparts This Agreement may be executed in one or more counterparts and each counterpart shall, for all purposes, be deemed an original, but all such counterparts shall together constitute but one and the same instrument. The following attachments and schedules are hereby made a part of this Agreement: Attachment A - Scope of Services Attachment B--Compensation Attachment C -Amendments to Standard Agreement for Engineering Services Attachment D - Project Schedule Attachment E- Location Map-not applicable see City of Fort Worth FEMA MAS No.4 Duly executed by each party's designated representative to be effective on the date subscribed by the City's designated Assistant City Manager. BY: BY: CITY OF FORT WORTH CONSULTANT Halff Associates, Inc. zwfa (Mr 30,z01 ULde % . Dana Burghdoff Assistant City Manager Cindy M6sier Water Resources Team Leader Date: Mar 30,2020 Date: 3� 20( 20 20 APPROVAL RECOMMENDED: By: Wil4arq Jo nson(Mar 30,2020) 7 William M. Johnson Director, Transportation & Public Works City of Fort Worth.Texas Standard Agreement for Professional Services t,7 Revision Date:11.07.17 �, m [ ETA (,R Page 8 of 9 ` 0 OR'rHs Tf's 19}D' Contract Compliance Manager: By signing, I acknowledge that I am the person responsible for the monitoring and Form 1295 administration of this contract, including No: 2020_589479 ensuring all performance and reporting requirements. -� M&C No: 20_0167 0y'0("A0XU NO- Clair Davis, P.E., CFM Floodplain Administrator M&C Date:3/17/2020 APPROVED AS TO FORM AND LEGALITY ATTEST: ....... . p 4 Bye Black(Mar 30,2020) Douglas W. Black Mary J. Kayser % Assistant City Attorney ` City Secretary .. '` I City or Fora Worth.Texas Standard Agreement for Professional Services Revision Date:11.07.17 Page 9 of 9 ATTACHMENT "A" Scope of Work The scope set forth herein defines the work to be performed by the ENGINEER in completing the project. Both the CITY and ENGINEER have attempted to clearly define the work to be performed and address the needs of the Project. Under this scope, "ENGINEER" is expanded to include any sub-consultant, including surveyor, employed or contracted by the ENGINEER. OBJECTIVE City of Fart Worth Cooperating Technical Partners (CTP) Flood Risk Project WORK TO BE PERFORMED Task 1. Develop Topographic Data Task 2. Perform Field Survey Task 3. Develop Hydrologic Data Task 4. Develop Hydraulic Data Task 5. Perform Floodplain Mapping Task 6. Develop Non-Regulatory Products Task 7. Flood Risk Review Meeting Task 8. Resilience Meeting Task 9. Permitting Task 10. Plan Submittal Checklists The work to be performed includes the above tasks. Details for each task are included in Attachment F- City of Fort Worth Cooperating Technical Partners (CTP) Flood Risk Project Mapping Activity Statement#4. City of Fort Worlh,Texas Attachment A PMO Release late:0712312012 Page 1 or 1 ATTACHMENT B COMPENSATION Professional Services for City of Fort Worth Mapping Activity Statement(MAS)#4 for FEMA Cooperating Technical Partners (CTP) Project City Project No. 101046 Lump Sum Project 1. Compensation A. The ENGINEER shall be compensated a total lump sum fee of $767,000 as summarized in Exhibit B-1 — Engineer Invoice and Section IV—Summary of Total Project Fees. The total lump sum fee shall be considered full compensation for the services described in Attachment A, including all labor materials, supplies, and equipment necessary to deliver the services. B. The ENGINEER shall be paid monthly payments as described in Section II - Method of Payment. IL Method of Payment A. Partial payment shall be made to the ENGINEER monthly upon City's approval of an invoice prepared and submitted by the ENGINEER in the format and including content as presented in Exhibit B-1, Progress Reports as required in item 111. of this Attachment B, and Schedule as required in Attachment D to this Agreement. B. The estimated current physical percent complete as required on the invoice shall be calculated from the progress schedule as required in Attachment D to this Standard Agreement and according to the current version of the City of Fort Worth's Schedule Guidance Document. C. The cumulative sum of such monthly partial fee payments shall not exceed the total current project budget including all approved Amendments. D. Each invoice shall be verified as to its accuracy and compliance with the terms of this Agreement by an officer of the ENGINEER. III. Progress Reports A. The ENGINEER shall prepare and submit to the designated representative of the Transportation and Public Works Department, Stormwater Management Division monthly progress reports and schedules in the format required by the City. City of Fort Worth,Texas Attachment B PMO Official Release Date:8.09.2012 Page 1 of 4 B-1 ATTACHMENT B COMPENSATION IV. Summary of Total Project Fees Firm Primary Responsibility Fee Amount % Prime Consultant Halff Associates, Inc. Project Management and $665,300 86.7 Execution of MAS#4 Tasks Proposed MBEISBE Sub-Consultants Gorrondona & Surveying $76,700 10 Associates, Inc. Non-MBEISBE Consultants AECOM Independent QAIQC $25,000 3.3 TOTAL $ 767,000 100% Project Number& Name Total Fee MBEISBE Fee MBEISBE $ 767,000 $ 76,700 10% City MBEISBE Goal = 10% Consultant Committed Goal = 10 % City of Fort Worth,Texas Attachment B PMO Official Release Date:8.09.2012 Page 2 of 4 B-2 EXHIBIT "B-1" ENGINEER INVOICE (Supplement to Attachment B) Insert required invoice format following this page, including negotiated total budget and allocations of budgets across work types and work phases. City of Fort Worth,Texas Attachment 8 PMO Official Release Date:8.09.2012 Page 3 of 4 B-3 EXHIBIT "B-1" ENGINEER INVOICE (Supplement to Attachment B) City of Fort Worth Invoice Date: 200 Texas Street Invoice: Fort Worth TX 76102 Project: Attention: Mr. Clair Davis, Clair.Davis@fortworthtexas.gov Project Name: City of Ft Worth/FEMA CTP FY16 For Professional Services Rendered through: Re: CFW Mapping Activity Statement#4 for FEMA CTP FY16 Hourly Fee Pct. Earned To Previous Current Camp Date Amount Amount 00PH01-Develop Topographic Data 6,000.00 OOPH02-Perform Field Survey 209,300.00 OOPH03-Hydrology 146,400.00 OOPH04-Hydraulics 211,800.00 OOPH05-Floodplain 152,000.00 OOPH06-Non-Regulatory Products 37,500.00 OOPH07-Flood Risk Review 2,000.00 OOPH08-Resilience Meeting 2,000.00 Total Services: 767,000.00 Remaining Fee: Total Earned to Date: Less Previous Billings: Amount Due this Invoice: Remit payment to P.O. Box 678316, Dallas, TX 75267-8316 Reference Halff Associates Project 32833.000 and Invoice 00000000 Contact Jennifer Barr at jbarr@halff.com with any bitlings questions. City of Fort Worth,Texas Attachment B PMO Official Release Date:6.09.2092 Page 4 of 4 B-4 ATTACHMENT "C" CHANGES AND AMENDMENTS TO STANDARD AGREEMENT Professional Services for City of Fort Worth Mapping Activity Statement(MAS)#4 for FEMA Cooperating Technical Partners (CTP) Project City Project No. 101046 Revised Article 1V.K.2.g - For Insurance policies K.1.a, K.1.b, and KA.c. above, any deductible or self-insured retention in excess of$36,000.00 that would change or alter the requirements herein is subject to approval by the CITY in writing, if coverage is not provided on a first-dollar basis. The CITY, at it sole discretion, may consent to alternative coverage maintained through insurance pools or risk retention groups. Dedicated financial resources or letters of credit may also be acceptable to the CITY. Revised Article VU - ENGINEER shall at all times observe and comply with all federal and State laws and regulations and with all City ordinances and regulations which in any way affect this AGREEMENT and the work hereunder, and shall observe and comply with applicable laws, ordinances and regulations which may exist or may be enacted later by governing bodies having jurisdiction or authority for such enactment and those orders (administrative,judicial, executive and otherwise), to the extent provided by CITY. No plea of misunderstanding or ignorance thereof shall be considered. ENGINEER agrees to defend, indemnify and hold harmless CITY and all of its officers, agents and employees from and against all claims or liability arising out of the violation of any such order, law, ordinance, or regulation, whether it be by itself or its employees. City of Fort Worth,Texas Attachment C PMO Release Date:05.19.2010 Page 1 of 1 FORT WORTH ATTACHMENT "D" PROJECT SCHEDULE Professional Services for City of Fort Worth Mapping Activity Statement (MAS)#4 for FEMA Cooperating Technical Partners (CTP) Project City Project No. 101046 Project Activities Schedule PIT�ICCI[/StUdy Baseline asciiiie STARTi ■1 DATE City of Fort Worth MAS #4 03/24/2020 09/30/2020 Develop Topographic Data 03/24/2020 09/30/2020 Perform Field Surveys 03/24/2020 09/30/2020 Develop Hydrologic Data 03/24/2020 09/30/2020 Develop Hydraulic Data 03/24/2020 09/30/2020 Perform Floodplain Mapping 08/01/2020 09/30/2020 Develop Non-Regulatory Products and Datasets 08/01/2020 09/30/2020 Flood Risk Review 09/01/2020 09/30/2020 Resilience Meeting 09/01/2020 09/30/2020 City of Fort worth,Texas Attachment D Revision date:07.20.2018 Page 1 of 1 a4e�Rt,�e FEMA "_D 3 CITY OF FORT WORTH COOPERATING TECHNICAL PARTNERS(CTP) FLOOD RISK PROJECT MAPPING ACTIVITY STATEMENT(MAS) Mapping Activity Statement No. 4 The Flood Risk Project described in this FRP-MAS dated July 22, 2016 shall be completed in accordance with the CTP Partnership Agreement dated November 19, 2012 between the City of Fort Worth(herein referred to as"CTP")and the Federal Emergency Management Agency(FEMA). The Flood Risk Project within this MAS includes the following project areas and production phases: • Lower West Fork Trinity and Denton HUC-8 Watersheds—Phase Two(Risk Identification& Assessment) o FYI 6-1 —Leverage Open Channel Studies ■ Develop Hydrologic Data ■ Develop Hydraulic Data Iff Perform Floodplain Mapping ■ Develop Non-Regulatory Products ■ Flood Risk Review Meeting • Resilience Meeting o FYI 6-2—New Flood Risk Identification ■ Develop Topographic Data ■ Perform Field Survey ■ Develop Hydrologic Data ■ Develop Hydraulic Data ■ Perform Floodplain Mapping ■ Develop Non-Regulatory Products • Flood Risk Review Meeting ■ Resilience Meeting This Flood Risk Project will be completed by the following entities: • The City of Fort Worth; • Contractor(s) FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No. 4 i Preface: FEMA Region 6-Implementation of the Risk MAP Program FEMA Region 6 has produced a number of regionally specific Risk MAP Implementation documents that shall be used to guide project efforts for studies performed in Region 6 States (Arkansas, Louisiana, New Mexico, Oklahoma, and Texas). The information in this section is intended to assist CTPs in the preparation of the Mapping Activities Statements for submittal and funding. Region 6 Risk MAP Implementation Guidance, Tools and Templates are available on the Risk MAP SharePoint site at: Risk MAP SharePoint>Region 6>Resources Page>Regional Implementation Documents Projects should be phased in alignment with the Framework to Achieve Mitigation Action, available at: Risk MAP SharePoint > Region 6 > Resources Page > Regional Implementation Documents > Framework V4 Phasing Risk MAP Project Production.In order to allow the flexibility required to move projects from initiation (Discovery) to effective issuance, FEMA Region 6 has identified the following phases for project funding: • Phase One- Discovery o To include Flood Risk Report, FIood Risk Map and Flood Risk Database o Discovery and Discovery Close-Out meetings • Phase Two - Risk Identification and Assessment o Engineering and Risk MAP product development o Project Kick-off,Flood Risk Review and Resilience meetings • Phase Three -Regulatory Product Update o Preparation of FIS and FIRM o Panel Preparation,Preliminary Panel Issuance o Consultation Coordination Officer's (CCO) Meeting o Effective Panel Issuance FEMA Region 6 requires its Cooperating Technical Partners to utilize this phased approach for all Flood Risk Projects submitted for funding. Standards for Flood Risk Analysis and Mapping. All processes and deliverables shall be completed in accordance with the Federal Emergency Management Agency (FEMA)'s Standards for Flood Risk Analysis and Mapping, dated November 30, 2015, located on FEMA's website at: http://Nvww.fema.goy/guidelines-and-standards-flood-risk-analysis-and-mapping. These guidelines and standards (httl2://www.fema.gov/modia-library/assets/documents/35313) define the specific implementation of the statutory and regulatory requirements for NFIP flood risk analysis and mapping, and address the performance of flood risk projects,processing of letters of map change and related Risk MAP activities. The guidelines and standards are organized in a hierarchy: Program Standards—A required element of the Risk MAP program. Exceptions to program standards can only be granted by program leadership through an exemption process. FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No. 4 3 Please note FEMA will also be performing periodic audits and overall study/project management to ensure quality, including National Quality Reviews(QRs)required per FEMA standards for all flood risk projects. Whether or not the CTP performs the Independent QC review mentioned in the preceding paragraph, the CTP will be responsible for addressing any and all comments resulting from National QRs and any additional independent QA reviews required by the FEMA Regional Office, including re-submittal of deliverables as needed to pass technical or quality review. The CTP will submit regulatory products to FEMA's designated National QR reviewer for review and approval prior to public issuance. FIRM-related tasks require a passing QC Report from FEMA's National FIRM database auto-validation tool for Quality Review(QR)#1,#2, and#5 as required in FEMA standards. Training materials for these steps are available on the Mapping Information Platform(MIP)at MIP User Care>Training Materials. The MIP can be accessed at the following web address: http://hazards.fema.gov Additionally,should the study be selected for Independent Verification and Validation(IV&V),the partner will be provided a copy of the IV&V findings. If the findings indicate that items are not in accordance with FEMA's Standards for Flood Risk Analysis and Mapping,dated November 30,2015,the partner will assist FEMA in the preparation of materials meeting these standards. Mapping Information Platform (MIP) Projects. Two projects will be established for each Flood Risk Project. The Regulatory(REG)project will track the engineering and map production elements as well as oversee the preparation, preliminary, post-preliminary and effective issuance of the Regulatory products (Flood Insurance Study Text and Flood Insurance Rate Maps),while the Risk MAP Products(RMP)project will track the project cost and progress of the non-regulatory products and other related services. CTPs should note that projects obligated in the MIP only include FEMA dollars. CTPs should update the MIP to inform FEMA of the FEMA dollars spent each month. Leverage costs,fees and data are entered separately at the completion of the tasks, but are not included in the task dollars for project incremental progress reporting. CTPs shall assure that all MIP tasks are updated monthly by the 25th of each month to assure their projects are in an acceptable Schedule Performance Indicator (SPI) value. SPI shall range between 0.92 and 1.08 to be considered in compliance. It is expected that the CTP partner will include the leverage costs,fees and data provided at the completion of each tasks identified in this document as leverage. Should the units available for reporting in the MIP not match those necessary, the CTP shall enter additional information in the comments section to identify the actual units reported. (Leverage Dollars may need to be reported for the Discovery efforts under the MIP Scoping task,but only panels are currently available as a unit for reporting.) Earned Value Data Entry and the Mapping Information Platform (MIP). The MIP Workflow is designed and used to track the Earned Value of all on-going mapping projects. The MIP tool is the system of record for Earned Value Management for the Agency. The information available through the MIP, is automatically calculated based on the date of report,using the Actual cost and schedule of work performed, or"actuals"and comparing them to the expected cost and schedule of work performed,or"baseline". The MIP study workflow allows FEMA and CTPs to manage the status of these projects at a task level. The cost and schedule information,updated by the CTP for each contracted task,is compared to the baseline established for those tasks. This information is rolled up to a project level and monitored by the FEMA Region to assess progress and Earned Value. Once the baseline has been established in the MIP, the CTP shall input the performance and actual cost to date for all tasks within each project for which the CTP is responsible. This must be completed at a minimum by the 25`r'of each month and at the completion of the task. When a task is completed, including all QA/QC activities in this FRP-MAS,plus the Quality Control Reviews required by FEMA standards,the CTP shall enter 100%complete,enter the actual completion cost,and the actual completion date within the Manage Data Development,Manage Preliminary Map Production,or Manage Post-Preliminary Processing tasks as applicable. The "Manage" tasks remain open and accept updates for up to 90 days after the FYI6-FRP-MAS Region 5 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No.4 5 Digital Data Delivery. FEMA will provide download/upload capability for data submittals through the MIP located at https://hazards.fema.gov. As each activity is completed,the data must be submitted to the MIP for validation by the FEMA Project Monitor. Metadata is required for all digital activities. Metadata is required for all activities in accordance with Appendix M,Data Capture Standards, dated May 2013. Project Data Archive,The Mapping Partner shall maintain an archive of all data submitted. All supporting data must be retained for a minimum of three years from the date a funding recipient submits its final expenditure report to FEMA. Risk MAP SharePoint. Assistance with the SharePoint may be requested through spadmingriskmapcds.com. FEMA Region 6 points of contact for assistance and questions related to the Risk MAP SharePoint are diane.howe@feina.dhs.gov and/or esava eg a,h2opartnersusa.com. Please note that after 90-days your account password will need to be reset. Please email spadmin a,riskmapeds.com to reset your password. Numerous templates have been created to aid the CTP in preparing for and delivering the Region's objectives as identified by phase and task in the Framework to Achieve Mitigation Action. CTPs may utilize the regionally provided templates available on the Risk MAP SharePoint site at: http://pin.riskmapeds.com/FEMA REGIONS/REGIONVI/Resources Additionally, CTPs may use the FEMA Region 6 Risk MAP SharePoint site to upload their CTP templates under the Mapping Partners Tab at the following location: http://pm.riskmapcds.com/FEMA_REGIONS/REGION VI/panes/Mapping%20Partners.aspx CTP Coordination with FEMA. The Mapping Partner shall notify FEMA at least four weeks prior to all relevant meetings. The CTP should notify all other applicable parties of all Flood Risk Project meetings with community officials, and other relevant meetings, at least two weeks prior to the meeting (with as much notice as possible). FEMA and/or its contractor may or may not attend the community meetings. Staffing needs from FEMA are to be coordinated through the Watershed Project Team(WPT)meetings. Additionally, the CTP shall manage their contractor to assure delivery of the appropriate items and shall approve all data delivered on their behalf,prior to its submission. The CTP lead shall coordinate inquiries with the responsible FEMA POC to assure delivery of the tasks outlined in this FRP-MAS. Watershed Project Team. In cooperation, the State CTP Lead and the FEMA Project Monitor will establish a Watershed Project Team(WPT). The WPT should be established at the onset of a project. The WPT is intended to assure a broad discussion of existing risk assessment and understanding of the project area prior to meeting with the communities. The WPT should review the need for input from a subject matter experts to include Floodplain Management and Insurance, the National Flood Insurance Program, the Hazard Mitigation Planning and Hazard Mitigation Assistance available through FEMA's Mitigation Division, the team may vary from project to project. These subject matter experts may be Local,Regional,State or Federal partners,based on the project needs. The WPT should also include the identified FEMA Project Monitor as a team member. As a project progresses, it may be deemed that other FEMA team members are necessary for the successful delivery of Risk MAP within the project area. The WPT will be led by the CTP and meet periodically throughout a project's lifecycle. The CTP is responsible for coordinating the activities identified in this MAS. The FEMA Region should be provided with documentation identifying the WPT membership and meeting schedule. Community Engagement. The CTP is expected to provide supplementary support to the Mapping Partner responsible for the Community Engagement activities funded through the Project Management SOW, CERC SOW and/or other contracts. Community Engagement activities funded through this MAS shall not supplant or duplicate Community Engagement activities funded through other grants or contracts. FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No. 4 7 Project Meetings. This Flood Risk Project will include in-person opportunities to engage communities, build risk awareness, increase capabilities for risk communication, and stimulate mitigation action at the local level. The overarching goal is to create a climate of understanding and ownership of the mapping process at the State and local levels. Well-planned and executed community engagement and project outreach can reduce political stress, confrontation in the media, and public controversy, which can arise from lack of information, misunderstanding,or misinformation. These engagement and outreach activities also can assist the CTP,FEMA and other members of the WPT in responding to congressional inquiries. The actual number of meetings will be determined based on the risk and need at the local level and determined as part of developing the project-based communication plan. Provisions may be made for remote access video/audio feeds for those that cannot attend in person. These opportunities are included in each phase as they are outlined in the Framework to Achieve Mitigation Action. The CTP shall consult the each phase and scope section within the FRP-MAS template and review the need for each meeting identified in order to meet the objectives Other Requirements.The Project Monitor may request additional information on status of projects on an ad hoc basis in order to answer incoming correspondence and required reporting for FEMA leadership.The CTP will provide information as requested by the FEMA Project Monitor. FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No. 4 9 Table 1.3—Total Riverine Stream Mileage Counts by Type of Study ApproximateCurrent, watershed Current CNIAS Detailed Detailed Limited (onlyUpdated or Name or Validity W/ no Detail • Floodway Floodway (ZoneNew Study? Jurisdiction Status? Or • Effective Lower West Valid=## 8.4 iila ii/a n/a n/a Study Fork Trinity Unknown=## n/a 2.3 n/a 11.1 n/a Mileage HUC-8 Watershed Unverified�## 2.1 n/a n/a n/a n/a Updated Lower West Valid=## 23.6 n/a n/a n/a n/a Study Fork Trinity Unknown=## n/a n/a n/a n/a n/a Mileage HUC-8 Watershed Unverified=## n/a n/a n/a n/a n/a Lower West Valid=## 0.4 n/a n/a n/a n/a New Study Fork Trinity Unknown=## ii/a n/a n/a n/a n/a Mileage HUC-8 Watershed Unverified=## n/a n/a II/a n/a n/a Effective Denton Valid=## 1.8 n/a n/a 1.0 n/a Study HUC-8 Unknown=## 0.8 n/a n/a 7.4 n/a Mileage Watershed Unverified=## n/a 0.5 n/a n/a n/a Updated Denton Valid�## 11.5 nfa ii/a n/a n/a Study HUC-8 Unknown=## n/a n/a n/a n/a n/a Mileage Watershed Unverified=## n/a n/a ii/a n/a n/a Denton Valid=## 2.2 n/a n/a n/a n/a New Study HUC-8 Unknown=## n/a n/a n/a n/a n/a Mileage Watershed Unverified=## n/a ii/a n/a n/a 11/a FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No. 4 91 Table 1.4—Summary of Topographic Data Watershed/ and L`nd New/Existing Accuracy Sotii-ce/Data Cotilact Use 1(' 110hils of OR Year Source Tol)o Data Leveraged Acquired Collection Existing 1.2 ft TNRIS TNRIS None Lower West vertical; Fork Trinity 2009 River HUC- 8 Watershed Lower West Existing Unknown NCTCOG NCTCOG To be Fork Trinity vertical; evaluated River HUC- 2015 8 Watershed Denton Existing Unknown NCTCOG NCTCOG To be HUC-8 vertical; evaluated Wateshed 2015 Standards: All Topographic Data Development work shall be performed in accordance with the standards specified in Section 5 -Standards. Deliverables: The CTP shall make the following products available to FEMA by uploading the digital data to the MIP in accordance with the schedule outlined in Section 6—Schedule. Where paper documentation is required by state law for professional certifications,the CTP may submit the paper in addition to a scanned version of the paper for the digital record. Please coordinate with the regional and/or state representative to verify state reporting requirements. • An intermediate Technical Study Data Notebook(TSDN)describing the scope of work,direction from FEMA, issues, information for next mapping partner,etc. • Acquisition and processing document detailing actual flight, acquisition, and processing methodology and results. • Breaklines • Bare Earth DEM • Contours • Survey ground control and checkpoints, including x,y,z file of points,survey control documentation,photographs at point locations, and Certification of Work. • Checkpoint analyses spreadsheet used to assess the accuracy of data, including Root Mean Square Error calculations to support vertical accuracy. • Identification of data voids and methods used to supplement data voids. • Low confidence area polygon file and metadata. • National Geodetic Survey data sheets for Network Control Points used to control topographic data acquisition and ground surveys. • Metadata file complying with the NFIP Metadata Profiles Specifications, and • Support documentation and Certification of Work. Where paper documentation is required by State Law for Professional certifications,the Mapping Partner may submit the paper in addition FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No.4 13 • Digital sketches of cross section and structure data • Documentation of the horizontal and vertical datum • National Geodetic Survey data sheets for Network Control Points used to control topographic data acquisition and ground surveys • Digital versions of draft text for inclusion in the FIS report • Digital survey data consistent with the Data Capture Technical Reference • Metadata file complying with the NFIP Metadata Profiles Specifications • Support documentation • Certification of Work • DFIRM Database files • A Summary Report that describes and provides the results of all automated or manual QA/QC review steps taken as outlined in the approved QAIQC Plan. • Upload of all study data through the MIP Data Development Task—Perform Field Survey • Report leverage data in the MIP Data Development Task—Perform Field Survey for any leverage data utilized in this task. Task: Develop Hydrologic Data Responsible Mapping Partner: The City of Fort Worth Scope:The CTP shall perform hydrologic analyses for the flooding source(s) identified in Table 1.5— S'ummary of Hydrologic Analyses. Hydrologic analysis activities include the determination of peak flood discharges,the use of rainfall-runoff models,regression equations, gage analysis,and hydrograph development to support the level of detail required for the project. The CTP shall calculate peak flood discharges and/or flood hydrographs for the 10%, 4%,2%, 1%, "1%plus", "I%minus", and 0.2%annual chance events using the analysis method listed in Table 1.5. These flood discharges will be the basis for subsequent Hydraulic Analyses performed under this MAS. In addition,the CTP will be responsible for addressing any and all comments resulting from the independent QC, including resubmittal of deliverables as needed to pass technical review. If GIS-based modeling is used,the CTP shall document automated data processing and modeling algorithms, and provide the data to FEMA to ensure these are consistent with FEMA standards. Digital datasets(such as elevation,basin,or land use data)are to be documented and provided to FEMA for approval before performing the hydrologic analyses to ensure the datasets meet minimum requirements. If non-commercial(i.e.,custom-developed)software is used for the analysis,then the CTP shall provide full user documentation,technical algorithm documentation,and the software to FEMA for review before performing the hydrologic analyses. The CTP will compare the calculated,or computed,discharge with discharge determined from reliable gage data,if any.This comparison will only be done at locations where the two discharge values are considered representative of the same flooding source.Results of this comparison will be used in making a professional judgment for determining the discharge to be used for the hydraulic analysis. FY16-FRP-MAS Region 5 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No. 4 15 Deliverables: The CTP shall make the following products available to FEMA by uploading the digital data to the MIP in accordance with the schedule outlined in Section 6—Schedule. Where paper documentation is required by state law for professional certifications, the CTP may submit the paper in addition to a scanned version of the paper for the digital record. Please coordinate with the regional and/or state representative to verify state reporting requirements • An intermediate Technical Study Data Notebook(TSDN)describing the scope of work, direction from FEMA, issues, information for next mapping partner,etc. • Digital copies of all hydrologic modeling(input and output)files for the 10%, 4%,2%, 1%, "1% plus",and 0.2%annual chance events. o Watersheds should be studied in their entirety ■ Detailed Streams require the 10%, 4%,2%, 1%,"1%plus"and 0.2%annual chance events to be analyzed ■ Limited Detailed Streams require the 1%, "1%plus" and 0.2%annual chance events to be analyzed ■ Approximate Streams require theI%, "1%plus"and 0.2%annual chance events to be analyzed o PMR streams should be studied to a termination point of hydrologic significance (mouth of stream, confluence with larger stream, dam,etc.) • Digital hydrologic data consistent with the Data Capture Standards as described in the latest Technical Reference: Data Capture. • FIRM Database files as described in the FIRM Database Technical Reference,Table 2. • Metadata file complying with the latest Technical Reference: Metadata Profiles for Hydrology. • Digital Summary of Discharges Tables presenting discharge data for the flooding sources for which hydrologic analyses were performed (for flooding sources mapped as Zone AE on the FIRM). • Digital versions of draft text for inclusion in the FIS report. • Digital versions of all backup data used in the analysis including GIS data layers work maps. • A Hydrology Report summarizing the approach and results of the hydrologic analysis for each study area in Table 1.8. • Watershed Project Team meeting minutes and documentation/resolution of any concerns raised in coordination with local community technical staff throughout this task effort. • Perform Quality Assurance and Quality Control(QA/QC)review and provide o A Summary Report that describes the findings of the independent QA/QC review; o Confirmation of update(s)made to the NDEP; o Recommendations to resolve any problems that are identified during the independent QA/QC review; and • A Summary Report that describes and provides the results of all automated or manual QA/QC review steps taken during the preparation of the FIRM as outlined in the approved QA/QC Plan. • Written certification that the digital data meet the minimum standards and specifications. • Written response to any comments resulting from the independent QA/QC review. • If data is changed following the independent QAIQC review,then updated deliverables for the Develop Hydrologic Data task must be submitted to the MIP. • Upload of all study data through the MIP Data Development Task—Develop Hydrologic Data FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No. 4 17 Table 1.6: Summary of Hydraulic Data 11) Flooding Current C111-re"t Current Proposed Total Source Name Inventory CNMS Study Study Mileage Paper--Not (Unhiown, (Apim-wNiniale. (Approximate, vali(l) Detailed) FYI 6-1 —Leverage Open Channel Studies I Stream CF-3 Modernized Unverified, Detailed Detailed 3.6 Unknown 2 Stream CF- Modernized Valid, Detailed Detailed 0.6 3A Unknown 3 Stream CF- Modernized Valid, Detailed Detailed 0.9 3B Unknown 4 Stream CF- Not Studied Unknown N/A Detailed 0.2 3C 5 Stream CF- Not Studied Unknown NIA Detailed 0.1 3D 6 Stream MC-1 Modernized Valid Detailed, Detailed 3.1 Approximate 7 Cottonwood Modernized Valid Detailed Detailed 4.7 Creek 8 Cottonwood Modernized Unknown Approximate Detailed 0.3 Creek Tributary FYI 6-2—New Flood Risk Identification 7 Little Dosier Modernized Unknown Approximate Detailed 3.2 Creek 8 Little Dosier Modernized Unknown Approximate Detailed 0.8 Creek Tributary 1 9 Little Dosier Not Studied Unknown NIA Detailed 0.1 Creek Tributary 2 10 Clear Fork Modernized Unknown Approximate Detailed 1.4 Trinity River 11 Clear Fork Modernized Unknown Approximate Detailed 2.0 Trinity River Unnamed Tributary 1 12 Clear Fork Modernized Unknown Approximate Detailed 1.9 Trinity River Unnamed Tributary 2 FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project--Mapping Activities Statement No. 4 19 o For Detailed Study Streams depth grids for the 10%,4%, 2%, 1%, "]%plus"and 0.2% annual chance events shall be delivered o For Limited Detailed Study Streams and Approximate Study Streams depth grids for the 1%,"1%plus"and 0.2%annual chance events shall be delivered • Metadata file complying with the latest Technical Reference: Metadata Profiles for Hydraulics. • Complete set of digital work maps to be used at the Flood Engineering Review meeting. Work maps will include all appropriate GIS layers and be PDF files depicting effective and revised flooding, cross sections,streams and roads on an aerial base map. • A Hydraulic Report summarizing the approach and results of the hydraulic analysis for each study area in Table 1.6. • Written certification that the digital data meet the minimum standards and specifications. • Where paper documentation is required by state law for professional certifications,the CTP may submit the paper in addition to a scanned version of the paper for the digital record. Please coordinate with the regional and/or state representative to verify state reporting requirements. • Upload of all study data through the MIP Data Development Task—Develop Hydraulic Data • Report leverage data in the MIP Data Development Task—Develop Hydraulic Data for any leverage data utilized in this task. • Review the submittal for technical and regulatory adequacy, completeness of required information, and supporting data and documentation. The technical review is to focus on the following: o Use of acceptable model(s) o Use of appropriate methodology(ies) o Starting water-surface elevations o Cross-section geometry o Manning's"n"values and expansion/contraction coefficients o Bridge and culvert modeling o Ineffective and non-conveyance areas o Flood discharges o Regulatory floodway computation methods o Tie-in to upstream and downstream non-revised Flood Profiles and floodways o Agreement between the model,spatial data, work maps, Flood Profiles and Floodway Data Tables o Calibration of model(s)where high-water marks are available. • Verify that the data was submitted under the applicable HUC-8 folders in the MIP. • Use the CHECK-2 or CHECK-RAS program, as appropriate,to flag potential problems and focus review efforts.Explanations for unresolved messages from the CHECK-2 or CHECK-RAS program, as appropriate. • A Summary Report that describes and provides the results of all automated or manual QA/QC review steps taken during the preparation of the FIRM as outlined in the approved QAIQC Plan. • Written response to any comments resulting from the independent QAIQC review. • If data is changed following the independent QAIQC review, then updated deliverables for the Develop Hydraulic Data task must be submitted to the MIP. FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project--Mapping Activities Statement No. 4 21 Task: Please 2 Project Documentation The Mapping Partner shall prepare and compile the findings of the Phase Two efforts in the intermediate TSDNs associated with each task described above. These TSDNs shall include all required documentation(see deliverables statement for each task)associated with the effort undertaken for the data collection, data validation,community coordination,and validation of deliverables prepared under each data development task undertaken in this project phase. The IBR Form will be prepared and finalized with the FEMA POC and the FEMA MIP Champion following any award to the CTP partner to assure all project delivery tasks, associated costs, schedules and risks are known to all parties. This meeting will act as the project kick off meeting between FEMA and its Mapping Partners. This meeting shall be held virtually to allow flexibility for all parties to attend. Standards:All floodplain mapping work shall be performed in accordance with the standards specified in Section 5 Standards. The Mapping Partner will perform self-certification audits for the Floodplain Boundary Standards for all flood hazard areas and submit this FBS certification with the Perform Floodplain Mapping TSDN. The CTP assigned the floodplain mapping task will complete all required activities related to levees in accordance with the Program and Working Standards. Deliverables: Upon completion of floodplain mapping for all flooding sources in this project,the CTP shall make the following products available to FEMA by uploading the digital data to the MIP in accordance with the schedule outlined in Section 6—Schedule. • Project Specific Integrated Baseline Form—Prepare and Update • Watershed Project Team meetings support(intermediately throughout this phase, with the inclusion of the FEMA Project Monitor intermittently for progress update purposes) • Communication and Action Tracker Worksheet—Prepare and Maintain • Project and Communications Management Tool(excel file) • Mitigation Action Tracker data entry for community supported mitigation actions identified • Delivery of all associated products to the Regional POC for upload to the RiskMAP6.com website for the identified project areas • The Mapping Information Platform(MIP)shall be updated each month. Both REG and RMP projects shall be updated by the 251h of the month. • Project status will be reported to the Regional Status of Studies worksheet monthly. • External project meetings will be identified on the Region 6 Risk MAP calendar • Project coordination materials will be uploaded and shared with FEMA POC through the Region 6 Risk MAP SharePoint. • Project management discussions and documentation shall be captured. • Ad-hoc status inquiries,reports and input related to project performance and project scope may be required periodically. The CTP will support the FEMA POC in providing this information as required. • Monthly/Quarterly Coordination calls with the FEMA POC will be performed and recorded under this task for the Discovery effort. • Preparation of Key Decision Point(KDP)process paperwork for the following steps: o KDP2—Prepare Preliminary Flood Insurance Rate Map(FIRM)panels o Indication of the number of panels intersected by the updated analysis prepared o Overview of the severity of change and a recommendation for the panels that should be updated or remain as is based on the analysis prepared in Phase Two. FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No. 4 23 • Draft Digital FIRM (DFIRM) database prepared in accordance with FEMA standards. • Digital versions of input and output for any computer programs that were used consistent with the DCS (see draft language and coordinate with the Region regarding its appropriate usage). • Seamless digital floodplain layer meeting specifications for S XS, S FLD—HAZ_AR and S_FLD_HAZ_LN o All required attributes should be included in each of the data sets o S XS should include water surface elevations • Perform Quality Assurance and Quality Control(QAIQC)review and provide o A Summary Report that describes and provides the results of all automated or manual QA/QC review steps taken during the preparation of the FIRM as outlined in the approved QAIQC Plan. o Recommendations to resolve any problems that are identified during the independent QAIQC review. • If automated GIS-based models are applied,all input data, output data, intermediate data processing products, and GIS data layers shall be submitted consistent with the DCS (see draft language and coordinate with the region regarding its appropriate usage). • Where paper documentation is required by state law for professional certifications,the CTP may submit the paper in addition to a scanned version of the paper for the digital record. Please coordinate with the regional and/or state representative to verify state reporting requirements. • Maintain an archive of all data submitted for hydraulic modeling review. (All supporting data must be retained for three years from the date a funding recipient submits its final expenditure report to FEMA,and once the study is effective all associated data should be submitted to the FEMA library) Task- Develop Non-Regulatory Products Responsible Mapping Partner: The City of Fort Worth Scope: Risk assessment data and analyses are defined as processes for analyzing or evaluating the risk associated with a hazard, and using that information to make informed decisions on the appropriate ways to reduce the impacts of the hazard on people and property. As part of the Risk MAP Program, non- regulatory Flood Risk Products shall be developed for all Discovery watershed areas. During Phase Two, the CTP will update the previously created Flood Risk Products (Flood Risk Report, Flood Risk Map and Flood Risk Database) to include the findings of the engineering analysis performed. The Mapping Partner will prepare Flood Risk Assessment with a combination of the new engineering analysis, with the previous HUC8 datasets prepared with Base Level Engineering results. The tables and risk assessment calculations within the Flood Risk Report(FRR), Flood Risk Map (FRM) and Flood Risk Database(FRD)will be updated to reflect these changes. Prepare Flood Risk Products: In "deployed" Watershed project areas the following non-Regulatory products shall be produced under this task: • HUC8 Watershed Flood Risk Report. The Flood Risk Report activity includes documenting and delivering local communities a summary of their watershed and local flood risk information along with best practices for risk reduction. This is a standard non-regulatory product. The CTP shall leverage the Watershed Flood Risk Report that was prepared during the Phase One—Discovery effort and update the contents to reflect the changes due to data refinement and interactions with communities throughout the Phase Two efforts. CTPs shall feel free to deviate from the National template in order to prepare and provide a tool that is reliable and useful to the communities FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No. 4 25 • Perform Quality Assurance and Quality Control(QA/QC)review on the products prepared within this task and provide: o A Summary Report that describes the findings of the independent QA/QC review; o Recommendations to resolve any problems that are identified during the independent QA/QC review. Table 1.7—Risk Assessment Product Development Table Flood Risk Database(Datasets) Flood Risk and/or ProJect (Flood Risk Composite WSEL Grid(s) Flood Risk Other(acid FY]6-1 X X X X Ultimate Conditions FY16-2 X X X X Ultimate Conditions Standards: All work shall be performed in accordance with the standards specified in Section 5-Standards. Deliverables: The following products, for those communities identified in Table 1.1,will be made available to FEMA(CDIDVD,external hard drive, FTP,or uploaded to the MIP, as determined by the Region): • Flood Risk Report,Map, and Database; • Flood Risk Assessment(based on Base Level Engineering results)- • Water Surface Elevation Grids(minimum 10%, 1%and 0.2%events) • Depth Grids(minimum 10%, 1%and 0.2%events) • Areas of Mitigation Interest dataset(standard;required) • Other datasets,as requested and identified to support local mitigation actions All Flood Risk Databases that are compliant with the Flood Risk Database Technical Reference (August 2013). Standards: All Risk MAP work shall be performed in accordance with the standards specified in Section 5 -Standards. Deliverables: The following products, for those communities identified in Table 1.1,will be made available to FEMA(CDIDVD, external hard drive, FTP,or uploaded to the MIP, as determined by the Region): • Flood Risk Report • Flood Risk Map FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No. 4 27 As indicated in each of the Data Development tasks within this phase,FEMA Region 6 and its CTPs shall coordinate with technical staff from local communities in the process earlier than this meeting as the data is being developed. The CTP should work with local communities to identify technical staff to engage with throughout the preparation of the analysis and mapping efforts leading up to this Flood Risk Review meeting. It is the expectation of FEMA that its Mapping Partners shall have intermediate discussions and touch points with the local communities affected by analysis results through webinars(minimum)prior to this meeting. The Flood Risk Review Meeting will also provide the opportunity to show how datasets and outreach tools can help communities become more resilient by understanding risk data, communicating about risk, prioritizing mitigation actions and improving mitigation plans, especially risk assessments and mitigation strategies. Activities include planning, presenting, and facilitating discussions of data inputs and engineering models used for flood studies with community officials. In addition,draft work maps showing initial study results will be presented during the meeting. Standards: All Risk MAP work shall be performed in accordance with the standards specified in Section 5 -Standards. All communication with local governments will be done in accordance with 44 CFR Part 66. Deliverables: The CTP shall deliver the following to the FEMA Regional Project Monitor in accordance with the schedule outlined in Section 6--Schedule. • All documentation prepared for this meeting task shall be delivered in a Coordination & Correspondence TSDN at the completion of Phase Two. • Watershed Project Team meetings support(intermediately throughout this phase,with the inclusion of the FEMA Project Monitor intermittently for progress update purposes) • Communication and Action Tracker Worksheet—Prepare and Maintain • Project and Communications Management Tool(excel file) • Mitigation Action Tracker data entry for community supported mitigation actions identified • Preparation and distribution of all letters,newsletters,flyers, exhibits and reports identified by the Watershed Project Team based on project areas • Project materials for distribution at these meetings will be uploaded and shared with FEMA POC (Diane.Howc(a,fcma.dhs.goy)through the Region 6 Risk MAP SharePoint. • Preparation of Key Decision Point(KDP)process paperwork and coordination with local entities in order to prepare: o KDP2—Prepare Preliminary Flood Insurance Rate Map(FIRM)panels documentation o Indication of the number of panels intersected by the updated analysis prepared o Overview of the severity of change and an recommendation for the panels that should be updated or remain as is based on the analysis prepared in Phase Two • Documentation of all conversation and interactions with communities related to Data Development efforts o Enter contact date&info into Region 6 Communications Tracker o Call Logs and emails; and • Meeting invitation,agenda,presentation slides(as requested), and meeting notes for FEMA review. FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No. 4 29 issue is identified.The SPR describes the issue and proposes possible resolutions.For additional information on SPRs, consult the Regional Office. Information supporting FEMA standards and requirements regarding the TSDN and FEDD file may be found in Procedure Memorandum 62 TSDNand FEDD File Protocol for Mapping Projects and Data Capture Technical Reference. X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X SECTION 3 -PERIOD OF PERFORMANCE The mapping activities outlined in this MAS will be completed as specified in the Cooperative Agreement Funding Opportunity Announcement,Award Notice and/or Articles of Agreement. The Mapping Activities may be terminated at the option of FEMA or the CTP in accordance with the provisions of the Partnership Agreement dated November 19,2012. If these mapping activities are terminated, all products produced to date must be submitted and updated into the MIP(if applicable)and the remaining funds, provided by FEMA for this MAS,from uncompleted activities will be returned to FEMA. FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project--Mapping Activities Statement No. 4 31 SECTION 5 — STANDARDS The standards relevant to this MAS are available in FEMA's Guidelines and Standards Policy Memo located at littp://www:fema.gov/media-library/assets/documejits/35313.Additional information,along with links to Guidance,Technical References,Templates and other resources that support these standards, may be accessed and/or downloaded from the FEMA Flood Hazard Mapping website at http://www.fema.gov/guidelines-and-standards-flood-risk-analysis-and-mappinz. The Geospatial Data Coordination Policy and the Geospatial Data Coordination Implementation Guide are located at https://hazards.femaa.gov under"Tools&Links." All Flood Risk Projects, including regulatory National Flood Insurance Program(NFIP)map changes and other Risk Mapping Analysis,and Planning(Risk MAP) activities,shall be completed in accordance with the Federal Insurance and Mitigation Administration(FIMA)Policy 204-078-1, Standards for Flood Risk Analysis and Mapping, located on FEMA's website at www.fema.Roy/guidelines-and-standards-flood- risk-analysis-and-mapping. This policy presents the standards for Flood Risk Projects,Letters of Map Change(LOMC)and other related Risk MAP activities. The standards are organized in a hierarchy: Program Standard—A required element of the Risk MAP program. Exceptions to program standards can only be granted by program leadership through an exemption process. Working Standard—A required element usually at a higher level of specificity than the program standards. Working standards are applied by specialists(engineers,planners,technicians, scientists, etc.)and have minimal ethical, political, and legal impacts to the program. FEMA Regional Offices may occasionally grant exceptions to these requirements. Technical references, guidance documents and other best practice recommendations for Flood Risk Projects are located on FEMA's website at www.fema. ov/ uidelines-and-standards-flood-risk-anal sis- and-mapping. These are also organized in a hierarchy: Technical References—These documents are specifications of a technical nature, but too granular to be considered standards.There are a number of standards that mandate compliance with the Technical Reference. Guidance—These documents provide a recommended approach to meet the standards. Accepted approaches are not limited to this recommended approach; other methods may be used to meet or exceed the standards. Best Practices Any method, in addition to guidance, that meets or exceeds the standard. Best practices are shared by regions and Mapping Partners following successful approaches to program activities. Ali the standards for the Risk MAP Program are listed in the above referenced FIMA Policy. This policy supersedes all of the standards included in the previous Guidelines and Spec fcations for Flood Hazard Mapping Partners and associated Procedure Memorandums(PM). Some useful guidance is still available in these documents. These documents and information about how to use them in coordination with newer documents can be found on FEMA's website at http://www.fema.gov/p-uidelines-and-standards-flood- risk-analysis-and-mapping, FEMA is in the process of updating existing guidance at: http://www.fema.p-ov/media- library/assets/documents/21123, htti)s://www.fema.gov/media-library/assets/doeuments/i 1576 and FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project---Mapping Activities Statement No. 4 33 Table 5.1—Applicable Standards for Project Activities Activities CY CL Guidelines and Specifications for Flood Hazard Alapping Partners X X X X X X X X X X X X X X X X X and Procedure A-lemorandums FEMA's Geospatial Data X X X Coordination Policy FEMA's Gcospatial Data Coordination Implementation X X X Guide Engineer Manual t 110-2-1003, Hydrographic Surveys X X (USACE),January 1,2002 "Numerical Models Accepted by FEMA for NFIP Usage," X X X X X X X Updated April2003 NFIP Metadata Profile X X X X X X X X X Specifications Document Control Procedures X X X X Afanual 44 Code of Federal Regulations X X X X X X X X X X X X X X X X X Parts 65, 66 and 67 Data Sharing Agreement Table 5.2: Project Activities and Applicable Portions of PEMA Guidelines and Specifications Activity Description Applicable Volume, Section/Subsection, and Appendix Volume 1 Perform Discovery Appendix I Discovery Report document FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No. 4 35 Activity Applicable lunie, Section/Subsection, and Description i Appendix PM 61 Acquire Base Map and Volume 1 Perform Independent QAIQC: Base Map Appendices A,K, L,N and O Volume 1 Develop Hydrologic Data and Perform Independent QAIQC: Appendices A, C, E,F, G,H, and M Hydrologic Data PM 59 Volume 1 Develop Hydraulic Data and Appendices A, B, C,E, F, G,H, and M Perform Independent QAIQC: Hydraulic Data PM 34,43, 51, 52, 53, 59,63 Volume 1 Appendices A, B, C, D, H, and M Coastal Guidelines Updates" PM 47 Perform Coastal Analysis Hazard Analyses and Perform Independent QAIQC: Coastal Analysis OG 7-11:Application of TAW Runup Methodology to FEMA Needs OG 8-11: Joint Probability—Optimal Sampling Method for Tropical Storm Surge Frequency Analysis Volume I Appendices C,D, E, F, G, H, K, L, and M Perform Floodplain Mapping and Perform Independent QAIQC: PM 51, 52, S3 and 56 Floodplain Mapping CNMS User's Guide (including Redelineation/Digitization) CNMS data model "NVUE: Calculation Guidance under Risk MAP" Volume 1 Develop FIRM Database Appendices K, L and M PM 42, 56 Produce Preliminary Map Products and Volume 1 FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No. 4 37 SECTION 6 --SCHEDULE The activities documented in this MAS shall be completed in accordance with'fable 6.1 Project Activities Schedule, which should drive the schedule within the MIP. If changes to this schedule are required, the CTP shall coordinate with FEMA and the PMT in a timely manner. Table 6.1—Project Activities Schedule Project/Study Baseline Baseline START DATE END DATE Develop Topographic Data 01/01/2020 03/01/2020 Perform Field Survey 01/01/2020 03/01/2020 Develop Hydrologic Data 01/01/2020 05/01/2020 Develop Hydraulic Data 03/01/2020 07/01/2020 Perform Flood lain Mapping 07/01/2020 09/01/2020 Develop Non-Regulatory Products 07/01/2020 09/01/2020 Flood Risk Review 08/15/2020 09/30/2020 Resilience Meeting 1 08/15/2020 09/30/2020 FEMA or its designee shall create the Flood Risk Project in the MIP and baseline the project activities with schedule and cost information within 30 days of the fiends being awarded and FEMA's approval of the final cost and schedule. The CTP will coordinate with FEMA, or its designee,to develop a baseline schedule for individual project activities. FEMA or its designee will utilize the individual project task schedule create the Flood Risk Project in the MIP and baseline the project activities with schedule and cost information within 30 days of the funds being awarded and FEMA's approval of the final cost and schedule. The baseline schedule for individual project activities may be re-baselined in the MIP with approval from the FEMA Project Officer, and does not require a change to this MAS unless the overall project end date is modified. SECTION 7- CERTIFICATIONS Data Capture DCS Certification Form will be in compliance with Appendix M,Data Capture Standards,dated May 2013 Perform Field Surveys and Develop Topographic Data A Registered Professional Engineer or Licensed Land Surveyor shall provide an accuracy statement for field surveys and/or topographic data used and shall certify these data meet the accuracy statement provided. Data accuracy should be stated used the Federal Geographic Data Committee National Standards for Spatial Data Accuracy, but the American Society for Photogrammetry and Remote Sensing accuracy reporting standards are acceptable. FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Projoct—Mapping Activities Statement No. 4 39 i https:Hriskinapporta[.inse.fema.gov/FEMA_REGIONS/REGIONVI/Contracting_Pro rg amMgmt/I/CTP% 20Grant%2OTcinplates/2016/20160304 CTP PerforinanceMetricsMenu_Draft.doex Performance Reporting: Recipients are responsible for providing updated performance reports using the SF-PPR on a quarterly basis throughout the period of performance, including partial calendar quarters as well as for periods where no grant award activity occurs. The CTP shall refer to 2 CFR 200 to obtain minimum requirements for progress reporting. The Project Officer, as needed, may request additional information on progress. The CTP may meet with FEMA and/or its contractor(s)as frequently as needed to review the progress of the project in addition to the quarterly financial and status submittals. These meetings may alternate between FEMA's Regional Office,the City of Fort Worth office,and conference calls,as necessary. The CTP must report performance of the grant in conjunction with the progress reporting. The performance of the CTP is measured by the following criteria. Quantitative Targets for performance measures will be defined between you and your FEMA Region and amended to the MAS when completed. FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No. 4 41 Uniqueness and value of the national, State,regional or local Provide a statement of some of the unique value that has been provided relationships maintained, including ability to effectively by this cooperative agreement. cooperate and coordinate with NFIP stakeholders as well as other whole community stakeholders affected by program activities. Adherence to statutory and regulatory requirements as well as program standards for timeliness, completeness and Report submittals and o there was deliverryy of any products quality of project activities and deliverables submitted to v FEMA and/or provided to the public communities that had errors. If so, identify any corrective actions plans Demonstrated quality ofproduct(s)submitted to FEMA that you and the Region determined and/or provided to the public. for said issue. Ability to cooperate and coordinate with the staff of the Provide statement certifying that following organizations during all phases of project communication throughout the Risk activities as needed: the FEMA Regional Offices;the MAP project has been completed in Federal Insurance and Mitigation Administration in the conjunction with the entities listed FEMA Headquarters Office in Washington,DC; and designated FEMA contractors. The CTP shall communicate with communities throughout the life of each project. Continued engagement is necessary and appropriate and will build upon the relationships established or enhanced during Discovery and provide transparency into the Risk MAP process.This may occur through monthly or quarterly updates or project status calls with community leaders,project websites including updates at several milestones or along a specific timeline,or other methods. SECTION 11--PROJECT COORDINATION Throughout the project,all members of the Project Team will coordinate,as necessary,to ensure the products meet the technical and format specifications required and contain accurate, up-to-date information. Coordination activities may include: • Meetings,teleconferences,and video conferences with FEMA and other Project Team members • Telephone conversations with FEMA and other Project Team members on a monthly basis,and an ad hoc basis, as required. • Updates to the MIP and other FEMA status information systems in accordance with FEMA standards and requirements. • E-mail,facsimile transmissions,and letters,as required. FY16-FRP-MAS Region 6 Template Version 1.0(March 2016) Flood Risk Project—Mapping Activities Statement No. 4 43 3/24/2020 M&C Review Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FORTWORTII DATE: 3/17/2020 REFERENCE NO.: **M&C 20-0167 LOG NAME: 20FEMA_CTP_HALFF CODE: C TYPE: CONSENT PUBLIC HEARING: NO SUBJECT. Authorize Execution of a Professional Engineering Services Agreement with Halff Associates, Inc., in an Amount not to Exceed $767,000.00 for City of Fort Worth Mapping Activity Statement#4 for FEMA Cooperating Technical Partners Grant (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize execution of an Agreement with Halff Associates, Inc. in the amount of$767,000.00 for City of Fort Worth Mapping Activity Statement#4 for FEMA Cooperating Technical Partners Grant (City Project No. 101046). DISCUSSION: The contract recommended by this Mayor and Council Communication will be used to update Flood Insurance Rate Maps (FIRMs) and other flood hazard awareness products through the Cooperating Technical Partner(CTP) program with the Federal Emergency Management Agency (FEMA). This work will be primarily funded by FEMA through a CTP Mapping Services Grant, with cash and in-kind services provided for the necessary local match portion. RFQ's were published in August 2017 for professional services related to the CTP grant projects to be completed in compliance with recently-updated FEMA procurement regulations. Halff Associates, Inc. (Halff)was identified as the most qualified responder for the CTP services specified. Halff proposes to perform the services identified in the grant application for a lump sum fee of$767,000.00. Staff has determined the proposed fees to be reasonable for the scope of services required. City Council approved the application for the grant from FEMA in the amount up to $700,000.00 through M&C C-27746. Acceptance of the grant and final funding commitments of $700,000.00 in grant funds from FEMA, Appropriation Ordinance Number 22513-12-2016 in the amount of $67,000.00, and $225,700.00 of in-kind services.were authorized by City Council through M&C C- 28005. The total available funding for this project is $992,700.00. Compliance with the City's Business Diversity Enterprise (BDE) Ordinance has been achieved by the following method: Halff Associates, Inc. is in compliance with the City's BDE Ordinance by committing to 10\% SBE participation on this project. The City's SBE goal on this project is 10\%. This program serves ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as appropriated, of the Grants Operating Federal Fund to support approval of the above recommendation and award of the contract. Prior to any expenditure being incurred, the Transportation & Public Works Department has the responsibility to validate the availability of funds. This is a reimbursement grant. TO Fund Department Account Project Program I Activity Budget Reference# Amount ID ID Year Chartfield 2 FROM Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year (Chartfield 2) apps.cfwnet.org/council_packet/mc_review.asp?I D=27736&councildate=3/17/202O 1/2 3/24/2020 M&C Review Submitted for City Manager's Office by_ Dana Burghdoff(8018) Originating Department Head: William Johnson (7801) Additional Information Contact: Monte Hall (8662) ATTACHMENTS Ft Worth CTP MAS No 4.pgf apps.cfwnet.org/council_packet/mc_review.asp?ID=27736&councildate=3/17/2020 2/2