9.B.
City Council Meeting - FINAL
- Meeting Date:
- 04/04/2017
- From:
- Randy Whitaker, Project Manager
Information
TITLE:
Consideration and Approval of Construction Contract: With Mountain High Excavating, LLC (Contractor) in the amount of $634,902.00 for the Brannen-Paseo Del Rio Safety Improvements Project (Project).
RECOMMENDED ACTION:
1) Approve the construction contract with the Contractor in the amount of $634,902.00 (this figure includes a $50,000 contract allowance) and a contract time of 180 calendar days.
2) Approve Change Order Authority to the City Manager in the amount of $58,490.20 (10% of contract amount, less allowance).
3) Authorize the City Manager to execute the necessary documents.
2) Approve Change Order Authority to the City Manager in the amount of $58,490.20 (10% of contract amount, less allowance).
3) Authorize the City Manager to execute the necessary documents.
Executive Summary:
An award of this contract to Contractor in the amount of $634,902, will allow for construction of the Project. Construction includes sidewalk, intersection reconfiguration and FUTS improvements around the intersection of Brannen Circle and Paseo Del Rio. Please see the attached context map and key map for details. The Project was initiated at the request of the Flagstaff Housing Authority in February 2014 and is scheduled to begin as soon as weather permits in spring 2017.
Financial Impact:
The Project is programmed in the Capital 5-Year Plan by the Brannen Homes Sidewalk fund (040-05-112-3035-6) with a FY16/17 budget of $395,084 and a FY17/18 requested amount of $460,262 for a total appropriation of $855,346.
Policy Impact:
No Policy Impact
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan:
COUNCIL GOALS:
6) Provide a well-managed transportation system.
6) Provide a well-managed transportation system.
Has There Been Previous Council Decision on This:
Council approved the design funding in the FY14/15 budget and the construction funding in the FY15/16 budget. The design of the Project was awarded to Kimley-Horn Inc. in September 2014 from the City's on-call consultant contract.
Options and Alternatives:
1. Approve the award as recommended. Approval will allow work on the Project to move forward in calendar year 2017 or,
2. Reject all bids. This action would delay the Project. If rejection occurs, possible options include:
a) Re-solicit the Project at a later date;
b) Suspend or cancel the Project.
Background and History:
The idea for the Project originated in February 2014 as a result of a field tour of the Brannen Homes area with the Flagstaff Housing Authority. The Flagstaff Housing Authority had expressed concerns for a lack of sidewalks, lighting and with the configuration of the Brannen Circle/Paseo Del Rio intersection. The Project concept was evaluated in 2014 and construction funding was included in the FY15/16 budget.
The Purchasing section posted the solicitation for construction bid on February 1, 2017 on the City website, Purchasing's bidding website, and advertised in the newspaper on February 5 and February 12, 2017. There were 2 bids received on the opening date of February 28, 2017 and staff determined that Mountain High Excavating, LLC is the lowest responsive responsible bidder.
The Purchasing section posted the solicitation for construction bid on February 1, 2017 on the City website, Purchasing's bidding website, and advertised in the newspaper on February 5 and February 12, 2017. There were 2 bids received on the opening date of February 28, 2017 and staff determined that Mountain High Excavating, LLC is the lowest responsive responsible bidder.
Key Considerations:
This Project addresses several needs along with the reconfiguration of the Paseo Del Rio/Brannen Circle intersection. There is no existing sidewalk on the north side of Paseo Del Rio or on the east side of Brannen Circle. The parking for the trail head on O'Leary is not developed. The Flagstaff Urban Trail System (FUTS) trail on the west side of Lone Tree needs to be reconfigured to meet current standards.
Community Benefits and Considerations:
Below is a summary of the bids received.
A contract allowance is established to accommodate the cost of unanticipated items of work and is included in the contract amount. Change Order Authority establishes a dollar amount (10% of the contract amount, less allowance) and provides the City Manager, on behalf of the City Council, authority to amend the contract amount in response to unforeseen costs that are more than the contract amount.
| Engineers Estimate | $597,528.86 |
| Mountain High Excavating, LLC | $634,902.00 |
| Eagle Mountain Construction (Kear Civil Corp) | $736,827.00 |
A contract allowance is established to accommodate the cost of unanticipated items of work and is included in the contract amount. Change Order Authority establishes a dollar amount (10% of the contract amount, less allowance) and provides the City Manager, on behalf of the City Council, authority to amend the contract amount in response to unforeseen costs that are more than the contract amount.
Community Involvement:
The Project provides the following community benefits:
- approximately 600 linear feet of new sidewalk
- additional street lights
- ADA accessible ramps
- improved FUTS parking
- reconfigure FUTS access at Lone Tree to provide a 10-foot trail width
- roundabout at Brannen Circle/Paseo Del Rio to improve traffic flow
- mini Circle at Paseo Del Rio/S. Calle Reposa to improve traffic flow
Expanded Options and Alternatives:
Inform: The City held an open house on March 24, 2016 at Kinsey Elementary School. There was limited attendance. One attendee requested that the City extend the sidewalk further into the neighborhood.