Consideration and Approval of Engineering Professional Services Contract:  Coconino Estates Improvements Phase II Project.

1. Approve the Engineering Professional Services Contract to The WLB Group of Flagstaff, Arizona in an amount not to exceed $566,501.00, which includes a $27,000 Contract Allowance (5% of the contract amount excluding the Contract Allowance), with a contract period of 750 calendar days; and
2. Authorize the City Manager to execute the necessary documents.

• The recommended award of the Engineering Professional Services Contract (the Contract) to The WLB Group (WLB) will authorize an agreement for the engineering services to develop and deliver the Design of the Coconino Estates Improvements Phase II Project (the Project).
• WLB was selected through a Qualifications Based selection process.
• The Design of the Project is anticipated to be completed in winter 2020.
• Pending approval by Council, construction is anticipated to begin spring 2021 with completion anticipated fall 2022 (2 construction seasons).
• The Project is located on several streets in the Coconino Estates neighborhood with proposed improvements generally consisting of replacing existing water and sewer mains, water and sewer services, fire hydrants, asphalt structural section, and defective select edge improvements (curb & gutter, sidewalk, etc.)
• Please refer to the attached context and vicinity maps.

The Contract will be funded by a portion of the Road Repair and Street Safety Program (RR&SS) under the Coconino Estates FY 2020 appropriations of $4,877,423 in Account (046-05-116-3371-6), a portion the Annual Waterline Replacement Program (AWR) FY 2021 projected appropriations of $1,800,000 in Account (202-08-370-3157-0-4463), and the Annual Sewer Line Replacement Program (ASLR) FY 2021 projected appropriations of $300,000 in Account (203-08-375-3220-0-4463).

Council Goal 2017 – 2019 Transportation and Other Public Infrastructure
Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.

Regional Plan – Goal T.2.
Improve transportation safety and efficiency for all modes.

Team Flagstaff Strategic Plan – Priority #3: Foster a resilient and economically prosperous city
2. Deliver outstanding services through a healthy environment, resources and infrastructure.

Yes, on November 18, 2014, Council adopted the results of the General Election held on November 4, 2014. In that election, voters approved a dedicated sales tax increase, Proposition 406, which included funding for road repairs and street safety improvements throughout the City of Flagstaff. Also, the Council approved and adopted the Road Repair and Street Safety - Utility Replacements and Overlays - Coconino Estates FY 2020 budget.

1. Approve the Contract as recommended. Approval will allow WLB to initiate the design of the Project; or
2. Reject the award and provide additional direction to staff. This option would delay the start of construction.

Purchasing staff published a Request for Statement of Qualifications (RSOQ) solicitation for engineering professional services in the Arizona Daily Sun on April 7 and April 14, 2019, and posted the solicitation to the City of Flagstaff’s PlanetBids Website on April 5, 2019.  On May 3, 2019, the City received three Statements of Qualifications (SOQs) from Engineering Consultant Firms.  A six-member Selection Committee consisting of City staff and one outside Engineering Consultant, reviewed and evaluated the statements.  Based upon the numerical scoring of the SOQs, the Selection Committee identified the most qualified Firm to perform the engineering professional services for the Project and recommended to commence negotiations for a scope and fee proposal to be provided by WLB. Final scores of all firms are as followed:

The WLB Group            538
Woodson Engineering  487
Shephard Wesnitzer     467

WLB’s SOQ demonstrated a clear recognition of the knowledge and experience to design a complex sequence of improvements within an existing fully developed neighborhood, as well as understanding the schedule requirements for completing the improvements.



 

The Project is in the Coconino Estates neighborhood on the following streets with the corresponding funding source:

• N. Crescent Drive from W. Meade Lane to N. Talkington Drive
  • RR&SS funded
• N. Navajo Drive from W. Elizabeth Drive to N. Talkington Drive
  • RR&SS funded
• N. Talkington Drive from N. Crescent Drive to W. Meade Lane
  • Including the following side streets:
    • W. Hazel Way, W. Thelma Way, W. Davis Way, and N. Louise Way
  • AWR and ASLR funded
• W. Elizabeth Drive from N. Navajo Drive to N. Talkington Drive
  • AWR and ASLR funded

Proposed improvements on the streets listed above generally consist of replacing existing water and sewer mains, water and sewer services, fire hydrants, asphalt structural section, and defective select edge improvements such as curb and gutter that impedes stormwater flow and sidewalk that contains tripping hazards for essentially the entire Project limits. 
 
Design of the Coconino Estates Neighborhood streets will include evaluating the existing right-of-way to accommodate widening or narrowing the existing roadway sections to a typical City standard roadway section. The design will not include evaluating the addition of sidewalks where it does not currently exist because there are no funding sources with a plan to install sidewalks on these roads and it is not the intended purpose of the RR&SS to add sidewalks to these neighborhood roads.
 
The Project will be delivered through the Design-Bid-Build project delivery method, with the associated consideration of award of the Design-Bid-Build Construction Contract presented for Council's approval in early 2021. The 750-calendar day duration of the Contract will allow WLB, as the Engineer of record, to provide construction phase services for the entire construction duration.       
 
WLB will provide its own Topographic & Right of Way Survey and they propose to consult with Speedie and Associates for Geotechnical investigations and recommendations, JE Fuller for coordination of the environmental and 404 permit requirements, and Cardno for the Subsurface Utility Engineering services.  Scope and fee proposals provided by WLB, which includes their proposed subconsultant’s scopes and fees, have been negotiated and staff is recommending for Council to approve the award of the Contract.  See the attached Scope of Work and Fee Proposal for a breakdown of the proposed services and associated fees.  
 
The Contract Allowance is established to address certain unforeseen items of work where details cannot be determined at the time of contracting and is included in the contract amount.  The Contract Allowance is used only at the City’s discretion.  Please see the attached Contract Supplementary Justification Form for an explanation of why the Contract Allowance is recommended to be approved with this Contract.



 

The design and improvements on N. Crescent Drive and N. Navajo Drive portion of the Project will be funded by portions of the RR&SS under the Coconino Estates FY 20, 21, and 22 appropriations as follows:
FY 20 – $1M of the $4.8M
FY 21 – $3.5M of the $5.0M
FY 22 – $1M of the $2.5M
For a total of $4.5M from the RR&SS - Coconino Estates funds.
 
The design and improvements on N. Talkington Drive, the identified adjacent side streets off N. Talkington Drive, and W. Elizabeth Drive portion of the Project will be funded by portions of the Annual Waterline Replacement Program (AWR) and Annual Sewer Line Replacement Program (ASLR) FY 21, 22, and 23 appropriations as follows:
FY 21 – $700K of the $1.8M in the AWR; $300K of the $1M in the ASLR = $1M Total
FY 22 – $700K of the $3.2M in the AWR; $300K of the $1.8M in the ASLR = $1M Total
FY 22 – $1M of the $3.2M in the AWR; $300K of the $1.8M in the ASLR = $1.3M Total
For a total of $3.3M from the AWR and ASLR funds.
 
The RR&SS – Utility Replacements and Overlays funding is generally limited to only improving existing infrastructure on streets that qualified to receive roadway and utility improvements based on their existing pavement overall condition index (scale of 100-0) being at or below 50 and their existing utilities needing repair or replacement due to consistent maintenance or age.  N. Crescent Drive and N. Navajo Drive both qualified to receive RR&SS funding.  Water Services has previously identified the improvements to N. Talkington Drive, the adjacent small cul-de-sac side streets off N. Talkington Drive, and W. Elizabeth Drive as future projects and recognized a potential costs savings by combining projects given their proximity. However, these streets did not qualify to receive RR&SS funding, which is why the additional alternative funding sources were provided by Water Services to add the improvements on these streets to the Project.

• Replacing and or abandoning aged and undersized existing water and sewer infrastructure, ranging from 56 – 94 years old, to meet current standards.
• Replacing aging and deteriorated asphalt that is no longer maintainable with a chip seal or overlay and improving the streets ride quality and longevity.
• Replacing defective select edge improvements such as existing curb and gutter that impedes stormwater flow and existing sidewalk that contains tripping hazards.
• Reducing required maintenance with the construction of the new infrastructure.
• Coordinating construction on multiple streets to minimize inconveniences to the public and to reduce costs.

Collaborate:

• Voters approved a dedicated sales tax increase to fund road repairs and street safety improvements throughout the City of Flagstaff in November 2014.
• Since 2015 the Project has been listed as a proposed project in the interactive map on the Road Repair and Street Safety section of the City of Flagstaff’s Website.
• Updates to the Road Repair and Street Safety Program, which included the proposed Project, have been presented by the Capital Improvements Engineer at multiple Transportation Commission Meetings, Council Meetings and Budget Meetings.
• Scoping documents were distributed to COF Departments.
• All Project Stakeholders will be invited to attend a Design Project Kickoff Meeting.
• The Project will be included in the Winter 2020 Cityscape, prior to construction.
• Design Phase Public Outreach Meetings will be held to inform and collaborate with the Public regarding the proposed Project improvements.
• A Pre-Construction Public Outreach Meeting will be held shortly before construction.
• Project information will be provided to the Public via mailers and a Project web page.
• Periodic updates will be provided to the Public during construction.