1) Award the construction contract to Eagle Mountain Construction of Flagstaff, Arizona in the amount of $158,475.00, which includes $16,000.00 in contract allowance.  The contract period is 60 calendar days; and
2) Authorize Change Order Authority to the City Manager in the amount of $14,300.00 (10% of the bid contract amount, less contract allowance) for unanticipated additional costs; and 
3) Authorize the City Manager to execute the necessary documents.

Award of the contract will authorize the construction of the Sitgreaves ADA Ramp, Milton Rd to Santa Fe Avenue project in accordance with the approved public improvements. 

Decision points:  Proceeding with the contract work will improve the pathway and provide safety and ADA-compliant access to pedestrian traffic as an alternative to the existing staircase.

The project is funded in the amount of $206,500 from the Transportation Tax Revenues for FY13.  This project is funded in part from the Federal Highway Administration (FHWA) through the Arizona Department of Transporation (ADOT) and will be share in the project construction cost.

Below are the Council Goals. 

  Repair Replace maintain infrastructure (streets & utilities)

Yes, the Project IGA action was approved by the Council on June 5, 2012. 

• Approve the award as recommended
• Reject bids and re-advertise the project, which could forfeit the ADOT Money and necessitate the suspension or cancellation of the project.

This is a joint project between ADOT and the City. Project construction costs will be shared equally between the two agencies with the City  reimbursed for half of the project construction cost as outlined in the approved IGA between the City and ADOT. The City will be administering the construction of the project and will be obligated to maintain the walkway improvements, pay all other project costs and to cover all cost overruns. Providing approval of the construction contract award would allow the new ADA-compliant walkway to be constructed this summer.

The bid solicitations were published two times, February 10 and 17, 2013. Five bids were received on February 28, 2013 at the office of the City Purchasing Agent. A summary of the bids received are:

Bidder	Total
Engineer’s Estimate	$176,948.20
RK Sanders Inc.	$139,869.00
Eagle Mountain Construction, Inc	$158,475.00
Standard Construction Co.	$190,001.00
Woodruff Construction Co.	$193,118.00
RTR Paving and Resurfacing Inc.	$221,005.00

After the City reviewed the bids, and had preliminary discussions with RK Sanders Inc., on March 12, 2013 RK Sanders officially withdrew their bid for consideration. The City accepted their request. The City is recommending award to the 2^nd low responsive bidder, Eagle Mountain Construction, Inc. The 2^nd low responsive bid amount is within budget and ADOT has endorsed the City’s recommendation.

The work is a programmed and funded Capital Improvement project.  The FY13 project expenditures will be funded by the current authorized budget of $206,500 for the Sitgreaves ADA Ramp project (040-9210-607).  The City’s portion of the project cost is funded by Transportation Tax revenues.  After construction, the City will submit a request to ADOT for their share of the construction cost.  ADOT’s Reimbursement amount for construction costs is estimated at $79,237.50. 

The project will provide safety and ADA-compliant access to pedestrian traffic as an alternative to the existing staircase.  The project will provide an improvement in the connectivity from one side of the railroad tracks to the other.

The City has worked with ADOT to prepare the design and project plans. There is no right-of-way acquisition required for this project and the awarded contractor will secure a Temporary Occupancy permit through BNSF. Two public notices were provided for opportunity to receive and evaluate any and all comments; no comments were received.

• Approve the award as recommended. 
• Reject the award and re-advertise the project.  Rejecting could forfeit $79,237.50 in ADOT construction funding. The project would need to be suspended until alternate funding is found; or,
• Cancel the project and reprogram City matching funds for another project