9.A.
City Council Draft Agenda
- Meeting Date:
- 04/04/2023
- From:
- Erin McAnally-Trejo, Capital Improvements Project Manager
TITLE:
Consideration and Approval of Contract: Approve the Construction Contract with Morning Dew Landscaping, Inc. in the amount of $261,057.30 ($241,212.00 base bid plus $19,845.30 contract allowance) for the Route 66 and Fanning S. Edge Landscaping Project.
STAFF RECOMMENDED ACTION:
- Approve the Construction Contract with Morning Dew Landscaping, Inc. in the amount of $241,212.00 and a contract duration of 40 calendar days;
- Approve a contract allowance of $19,845.30, which is 10% of the Engineers Estimate;
- Approve Change Order Authority to the City Manager in the amount of $24,121.20 which is 10% of the lowest responsive bid; and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
City Council is being requested to approve award of a contract for construction of the Route 66 and Fanning S. Edge Landscaping project in accordance with the approved improvement plans prepared by The WLB Group.
The project is located along the southeast corner of the intersection of Route 66 and Fanning Drive. The project is located on a City owned parcel between Route 66 and the BNSF right-of-way. The project will enhance the existing landscape to draw attention to the street frontage and block the view of the industrial area to the south. The project was designed to incorporate themes from the Route 66 Park located to the northeast of the site.
The Route 66 and Fanning S. Edge Landscaping project generally includes installation of new landscaping elements consisting of native trees, shrubs, and grasses; installation of “FUTS-Style” fencing with U.S. Route 66 signs; installation of berms and basalt boulders to provide screening and increase aesthetics; and installation of reclaimed waterlines for irrigation.
On January 31, 2023, City Procurement released an invitation for bids ("IFB") to the public for the Route 66 and Fanning S. Edge located along the southeast corner of the intersection of Route 66 and Fanning. The IFB process was competitive, fair, and transparent. Morning Dew Landscaping, Inc. was the lowest responsible and responsive bidder and was selected as the contractor for this project.
The project is located along the southeast corner of the intersection of Route 66 and Fanning Drive. The project is located on a City owned parcel between Route 66 and the BNSF right-of-way. The project will enhance the existing landscape to draw attention to the street frontage and block the view of the industrial area to the south. The project was designed to incorporate themes from the Route 66 Park located to the northeast of the site.
The Route 66 and Fanning S. Edge Landscaping project generally includes installation of new landscaping elements consisting of native trees, shrubs, and grasses; installation of “FUTS-Style” fencing with U.S. Route 66 signs; installation of berms and basalt boulders to provide screening and increase aesthetics; and installation of reclaimed waterlines for irrigation.
On January 31, 2023, City Procurement released an invitation for bids ("IFB") to the public for the Route 66 and Fanning S. Edge located along the southeast corner of the intersection of Route 66 and Fanning. The IFB process was competitive, fair, and transparent. Morning Dew Landscaping, Inc. was the lowest responsible and responsive bidder and was selected as the contractor for this project.
Financial Impact:
The project is funded by:
- BBB Funds- Beautification Fund- Route 66 S. Edge: Fanning to Route 66 from the FY 2022-2023 authorized budget of $223,900 (Acct #051-07-212-3351-6-4433)
- BBB Funds- Beautification Fund- Beautification Future Projects from the FY 2022-2023 authorized budget of $75,000 (Acct #051-07-212-3419-5-4433)
Policy Impact:
No impact.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Regional Plan
Safe & Healthy Community
- Promote physical health through providing recreation opportunities, parks, open space & multiple transportation options.
Sustainable, Innovative Infrastructure
- Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
Livable Community
- Provide amenities & activities that support a healthy lifestyle.
Environmental Stewardship
- Promote, protect, & enhance a healthy, sustainable environment & its natural resources.
DD-2: Create inclusive networks for walking and biking that are continuous, attractive, safe, comprehensive, and convenient for people of all ages.
HF-5: Encourage diverse native plant ecosystems in the built environment.
HF-5: Encourage diverse native plant ecosystems in the built environment.
Regional Plan
E&C.6. Protect, restore, and improve ecosystem health and maintain native plant and animal community diversity across all land ownerships in the Flagstaff region.
OS.1.3. Use open spaces as natural environment buffer zones to protect scenic views and cultural resources, separate disparate uses, and separate private development from public lands, scenic byways, and wildlife habitats.
OS.1.5. Integrate open space qualities into the built environment.
CC4.3. Employ design solutions that balance the interface of the natural and built environments, with the most urbanized core activity areas being the most built, and the most rural areas being the most natural.
CC4.5. Encourage local landscaping using Xeriscape, low-impact principles, and native vegetation wherever possible.
CC4.6. Use landscaping to benefit the environment and improve aesthetics, to maximize the economic benefit that a well landscaped community provides.
OS.1.3. Use open spaces as natural environment buffer zones to protect scenic views and cultural resources, separate disparate uses, and separate private development from public lands, scenic byways, and wildlife habitats.
OS.1.5. Integrate open space qualities into the built environment.
CC4.3. Employ design solutions that balance the interface of the natural and built environments, with the most urbanized core activity areas being the most built, and the most rural areas being the most natural.
CC4.5. Encourage local landscaping using Xeriscape, low-impact principles, and native vegetation wherever possible.
CC4.6. Use landscaping to benefit the environment and improve aesthetics, to maximize the economic benefit that a well landscaped community provides.
Has There Been Previous Council Decision on This:
City Council has previously approved the FY 2023 Capital Improvement 5-Year Plan and authorized the FY 2023 budget for this project. Council has also seen and expressed support for the plan for projects honoring the legacy and Flagstaff’s role in the Route 66 story.
Options and Alternatives:
- Approve the award for the Construction Contract with Morning Dew in the amount of $261,057.30 ($241,212.00 base bid plus $19,845.30 contract allowance) recommended; or
- Reject all bids. This action would delay the project.
- If rejection occurs, possible options include;
- Re-advertise the project and open new bids or
- Suspend or cancel the project.
- If rejection occurs, possible options include;
Background and History:
On January 31, 2023, the Purchasing Section posted an Invitation for Bids (IFB) solicitation for construction on the PlanetBids website and advertised the IFB in the Arizona Daily Sun on February 12th, and February 19th, 2023. There were two bids received and opened electronically on February 28, 2023. A summary of the bids received are identified in the Key Considerations section below. Morning Dew Landscaping, Inc. was determined to be the lowest responsive and responsible bidder.
Key Considerations:
On February 28th, 2023, bids were received to construct the Route 66 and Fanning S. Edge Landscaping project. The summary results are listed below.
Engineers Estimate: $198,453.00
The contract allowance is established to address unanticipated items of work, unknown items of work and/or differing field conditions and with authorization will be included in the contract amount. The allowance is used only at the City’s discretion. See attached allowance justification form.
Change Order Authority establishes a dollar amount (10% of the contract amount) and provides the City Manager, on behalf of the Council, administrative authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount.
Engineers Estimate: $198,453.00
| Company | Bid/Amount |
| Morning Dew | $241,212.00 |
| Kinney Construction | $309,385.00 |
The contract allowance is established to address unanticipated items of work, unknown items of work and/or differing field conditions and with authorization will be included in the contract amount. The allowance is used only at the City’s discretion. See attached allowance justification form.
Change Order Authority establishes a dollar amount (10% of the contract amount) and provides the City Manager, on behalf of the Council, administrative authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount.