7.D.
City Council Meeting - FINAL
- Meeting Date:
- 07/03/2018
- From:
- Trevor Henry, Project Manager
Information
TITLE:
Consideration and Approval of Contract: Approve the construction contract with Mountain High Excavation, LLC in the amount of $1,258,094.00 for the Lone Tree 16” Transmission Line Project.
STAFF RECOMMENDED ACTION:
1) Approve the construction contract with Mountain High Excavation, LLC in the amount of $1,258,094.00, which includes a contract allowance of $84,250.00, and a contracted timeframe of 150 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $117,385.00 (10% of the contract amount, less allowance); and
3) Authorize the City Manager to execute the necessary documents.
2) Approve Change Order Authority to the City Manager in the amount of $117,385.00 (10% of the contract amount, less allowance); and
3) Authorize the City Manager to execute the necessary documents.
Executive Summary:
The contract award of $1,258,094.00 to Mountain High Excavation, LLC ("Contractor") is proposed to complete a project that includes installing a new 16” transmission line, new fire hydrants and new air release valves (“Project”). The Project includes four blocks of O’Leary Street, and three blocks adjacent to Lone Tree Road. If approved, the Project is scheduled to begin in the summer of 2018. Please see the attached context map and vicinity map for location details.
Council's consideration and possible approval of the aforementioned contract are being requested by Staff.
Council's consideration and possible approval of the aforementioned contract are being requested by Staff.
Financial Impact:
The Project is funded in the proposed FY19 Water Services Drinking Water Fund budget, Lone Tree 16” Transmission Line (account # 202-08-370-3401-0-4463) in the amount of $1,425,000.00.
Policy Impact:
No Impact.
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan:
Council Goals - Transportation and Other Public Infrastructure
Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
Regional Plan – Policy WR.2.2
Policy WR.2.2, Maintain and develop facilities to provide reliable, safe, and cost-effective water, wastewater, and reclaimed water services.
Team Flagstaff Strategic Plan – Priority 3
Deliver outstanding services through a healthy environment, resources and infrastructure.
Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
Regional Plan – Policy WR.2.2
Policy WR.2.2, Maintain and develop facilities to provide reliable, safe, and cost-effective water, wastewater, and reclaimed water services.
Team Flagstaff Strategic Plan – Priority 3
Deliver outstanding services through a healthy environment, resources and infrastructure.
Has There Been Previous Council Decision on This:
Council approved the City of Flagstaff’s on-call consultant contract, through which a consultant services contract for the design of the Lone Tree 16” Transmission Line Project was executed with Turner Engineering, Inc.
City acquired land from NAU in anticipation of this Project. Ordinance 2017-20 was read June 20, 2017, and July 5, 2017.
City acquired land from NAU in anticipation of this Project. Ordinance 2017-20 was read June 20, 2017, and July 5, 2017.
Options and Alternatives:
- Approve the award as recommended. Approval will allow work to move forward in the summer of 2018; or
- Reject all bids and do not approve the award as recommended. This action would delay the Project. If rejection occurs, possible options Include:
a) Re-solicit the Project at a later date; and/or
b) Suspend or cancel the Project.
b) Suspend or cancel the Project.
Background and History:
The Project has a general scope to install a new transmission line, new fire hydrants and new air release valves in O’Leary Street. The new transmission line will also be installed in an existing FUTS that is adjacent to the Sinclair Wash channel. O’Leary Street will receive the standard asphalt trench patch after the new transmission line is installed.
Construction impacts may include traffic detours, temporary lane closures with traffic flagging and temporary access to parcels with signage. Coordination with property owners will be made for any water service disruptions. The Project is included in a fund that has been programmed in the Capital Improvement 5-year plan.
The Purchasing section posted the Invitation for Bids (IFB) solicitation for construction on May 10, 2018, on the Purchasing electronic bidding website, and advertised in the newspaper on May 20 and 27. There were four bids received on the opening date of June 4, 2018, and staff determined that Contractor was the lowest responsive and responsible bidder.
Construction impacts may include traffic detours, temporary lane closures with traffic flagging and temporary access to parcels with signage. Coordination with property owners will be made for any water service disruptions. The Project is included in a fund that has been programmed in the Capital Improvement 5-year plan.
The Purchasing section posted the Invitation for Bids (IFB) solicitation for construction on May 10, 2018, on the Purchasing electronic bidding website, and advertised in the newspaper on May 20 and 27. There were four bids received on the opening date of June 4, 2018, and staff determined that Contractor was the lowest responsive and responsible bidder.
Key Considerations:
This water transmission line is part of the Aging Infrastructure replacement program and a critical feed waterline to the central part of the City and to Northern Arizona University campus. The City’s water distribution system will have an increase in service capacity and connectivity with the installation of the new transmission line. New fire hydrants will also be added to provide additional fire protection for the neighborhood.
Community Benefits and Considerations:
Below is a summary of the bids received.
Mountain High Excavation, LLC $1,258,094.00
Eagle Mountain Construction Co. $1,339,622.00
Kinney Construction, LLC $1,439,558.00
McDonald Brothers Construction $1,608,986.50
Engineer's Estimate $1,752,260.00
Included in the contract amount will be an allowance of $84,250.00. The allowance will be used for unforeseen items of work. The project manager, section head, and division head will have the authority to approve the use of the allowance in accordance with City Employee Directive No. 2-021. Change Order Authority establishes a dollar amount (10% of the contract amount, less allowance) and provides the City Manager, on behalf of the Council, authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount and in excess of the contract allowance.
Mountain High Excavation, LLC $1,258,094.00
Eagle Mountain Construction Co. $1,339,622.00
Kinney Construction, LLC $1,439,558.00
McDonald Brothers Construction $1,608,986.50
Engineer's Estimate $1,752,260.00
Included in the contract amount will be an allowance of $84,250.00. The allowance will be used for unforeseen items of work. The project manager, section head, and division head will have the authority to approve the use of the allowance in accordance with City Employee Directive No. 2-021. Change Order Authority establishes a dollar amount (10% of the contract amount, less allowance) and provides the City Manager, on behalf of the Council, authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount and in excess of the contract allowance.
Community Involvement:
The Community benefits of this project include better service from the water distribution infrastructure. Additional Project information and traffic restriction advisories will be provided as necessary through local media releases and other communication methods.
Expanded Options and Alternatives:
Inform – A letter was sent to the property owners on June 1, 2018 informing them of the Project and when they could expect construction to begin.