Consideration and Approval of Construction Contract:  Woodlands Village Blvd. Median and Edge Improvements Project.

1.  Approve the construction contract with R.K. Sanders Inc. in the amount of $384,297.90 which includes a $42,570 (11%) contract allowance for accommodation of unanticipated field issues and a contract time schedule of 100 calendar days; and 
2.  Approve administrative Change Order Authority to the City Manager in the amount of $34,172 (10% of bid contract amount, less allowance) to cover potential costs associated with unanticipated items of work; and 
3.  Authorize the City Manager to execute the necessary documents.  

In accordance with Regional Plan Objectives, award of the contract will authorize the construction of the Woodlands Village Blvd. Median and Edge Improvements Project in accordance with the approved Public Improvements Plans prepared by the WLB Group, Inc. 

Subsidiary Decisions Points:  None

The project is funded by the Beautification component of Bed, Board and Beverage revenues in the amount of $699,277 for FY13 (acct. 051-7445-631) which includes ADOT (Arizona Department of Transportation) Transportation Enhancement (TE) grant funding up to $479,000.  Sidewalk and edge improvements are funded by Transportation Tax revenues in the amount of $88,000 for FY13 (acct. 040-9210-607). 

Maintain and deliver quality, reliable infrastructure.

In March 2011, the Council approved an Intergovernmental Agreement between the City and ADOT, agreeing to accept the grant funds and authorizing a minimum of 5.7% in matching funds. 

Council endorsed the use of potable drip irrigation for the medians in September 2011. 

Approve the award as recommended.  This would allow the project to be initiated this season.

Reject bids and provide additional direction to staff.  This option would likely delay the project delivery until 2013.  Discussions with ADOT on bidding and delivery issues would be warranted. 

In accordance with the Regional Plan objectives, this project will provide low water use landscape elements in the medians of Woodlands Village Blvd. and Beulah Blvd.  The bid solicitation was published on the City website and twice in the Daily Sun on May 20 and June 10, 2012.  Four bids were received on June 19, 2012 at the office of the City Purchasing Agent.  A summary of bids received is below:

  Engineer's Estimate                             610,000.00

  R.K. Sanders, Inc.                                384,297.90
  Woodruff Construction                         455,000.00
  Eagle Mountain Construction               473,751.20
  BEC Southwest                                    740,725.74

The work will provide 2,250 linear feet of sidewalk on the southwest/west side of Woodlands Village Blvd. (WVB) from Beulah Blvd. to Forest Meadows Street.  Irrigation and median landscaping will be installed in the WVB medians from Beulah Blvd. to W. Rte. 66 and in the median of Beulah Blvd. from WVB to Lake Mary Rd.  The landscape design adheres to xeriscape standards. Seasonal potable drip irrigation will be provided.  

In accordance with the Regional Plan objectives, the project will provide low water use landscape elements in the medians of Woodlands Village Blvd. and Beulah Blvd.

The construction will also complete the missing section of sidewalk on the southwest/west side of WVB and reconstruction of driveway entrances will allow for ADA (Americans with Disabilities Act) compliant accessibility along the route.  Changes to the existing FUTS (Flagstaff Urban Trails System) crossing will provide a small median refuge area for users as they cross WVB adjacent to Sinclair Wash (in proximity to retailer Big 5 Sporting Goods) near Beulah Blvd.  

The approved IGA established the prorata percentages between grant funding (94.3%) and city monies (5.7%).  With this project, the City’s $21,905 construction expenditure will be effectively leveraged to construct $384,298 in improvements.  Any budget cost savings will be reprogrammed into the funding division’s budget; unused grant funds are returned and may not be used for other City projects. 

Capital staff will notify the impacted businesses in anticipation of the construction and advise where warranted the City has acquired Temporary Construction Easements from adjacent businesses.  Limited traffic disruptions are anticipated.  

1.  Approve the award as recommended.

2.  Reject the bids and direct staff to readvertise the project.  This option would likely delay construction until 2013.  Discussions with ADOT on bidding and delivery issues would be necessary to preserve the authorized grant funding.