8.B.
City Council Meeting - FINAL (AMENDED)
- Meeting Date:
- 03/17/2020
- From:
- Scott Overton, Streets Section Director
Information
TITLE:
Consideration and Approval of Contract: Award Peak Engineering, Inc. a Contract for Professional Engineering Design Services for $169,925 for the Street Maintenance Program for Fiscal Years 2020, 2021 and 2022 in the total amount of $509,775.
STAFF RECOMMENDED ACTION:
- Award the Contract for Professional Engineering Design Services to Peak Engineering, Inc. for $169,925 for the Street Maintenance Program for Fiscal Years 2020, 2021 and 2022 for a total cost of $509,775 over the three years; and
- Authorized the City Manager to execute the necessary documents.
Executive Summary:
The Streets Section maintains approximately 700 lane miles of roadway surface. An annual program to provide on-going maintenance is critical to the preservation of the existing infrastructure. Asphalt treatments are primarily milling, concrete repair, asphalt overlay and chip seal.
The Streets Section completes annual preliminary evaluation and utilizes an outside engineering firm to quantify and program the appropriate streets for the various surface applications. The firm is responsible for reviewing the programed roadway sections identified by staff and develop construction plans and specifications for the City’s Construction Manager At Risk (CMAR) contractor.
The engineering firm will verify roadway lengths, widths, existing utility hardware (surface inspection), identify areas of patching and review all of the adjacent concrete for needed repairs. Additionally, the engineering firm will verify the pavement areas identified for the programed overlay and chip seal treatments. The engineering firm will develop the corresponding plans and specifications and assist the Public Works Project Manager with construction planning, estimation and documentation.
The Streets Section completes annual preliminary evaluation and utilizes an outside engineering firm to quantify and program the appropriate streets for the various surface applications. The firm is responsible for reviewing the programed roadway sections identified by staff and develop construction plans and specifications for the City’s Construction Manager At Risk (CMAR) contractor.
The engineering firm will verify roadway lengths, widths, existing utility hardware (surface inspection), identify areas of patching and review all of the adjacent concrete for needed repairs. Additionally, the engineering firm will verify the pavement areas identified for the programed overlay and chip seal treatments. The engineering firm will develop the corresponding plans and specifications and assist the Public Works Project Manager with construction planning, estimation and documentation.
Financial Impact:
The Street Maintenance Program is funded using two primary sources;
1. Road Repair Street Safety (RRSS) Acct # 046-06-163-3321-6-4443 - A dedicated sales tax to address the community transportation infrastructure.
2. Highway User Revenue Funds (HURF) Acct # 040-06-162-3073-6-4443 - A state shared revenue source also commonly referred to as the "Gas Tax."
This engineering service is often a percentage of the overall work in a given year and the actual dollar amount will fluctuate depending on the program funding and work scope designed each year. This award for the Street Maintenance Program Professional Engineering Design Services Contract would be for a total of $509,775.
1. Road Repair Street Safety (RRSS) Acct # 046-06-163-3321-6-4443 - A dedicated sales tax to address the community transportation infrastructure.
2. Highway User Revenue Funds (HURF) Acct # 040-06-162-3073-6-4443 - A state shared revenue source also commonly referred to as the "Gas Tax."
This engineering service is often a percentage of the overall work in a given year and the actual dollar amount will fluctuate depending on the program funding and work scope designed each year. This award for the Street Maintenance Program Professional Engineering Design Services Contract would be for a total of $509,775.
Policy Impact:
The Streets Maintenance Program implements the program result of Proposition 406, Road Repair and Street Safety (RRSS), a dedicated sales tax that provided additional resources and a community commitment to investing in the transportation infrastructure. The outcomes are being meet by improving the roadways Overall Condition Index (OCI) and reducing pavement deterioration over time. Our emergency repairs as a result of failing asphalt continue to decline as the improvements are made.
The utilization of contracted engineering service providers expedites the delivery of this program and is efficient governance, reducing needed internal staffing and only utilized when most needed during the project delivery.
The utilization of contracted engineering service providers expedites the delivery of this program and is efficient governance, reducing needed internal staffing and only utilized when most needed during the project delivery.
Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan:
This Street Maintenance Program is essential in providing appropriate maintenance of the City infrastructure. Goals in all of our planning documents stress the importance of providing the highest level of service possible to our citizens and improving the transportation system for all.
Has There Been Previous Council Decision on This:
Yes, this method has been utilized in the past and was last awarded in 2016. Other discussions occur during the annual budget discussions and during the overlay and chip seal annual Street Maintenance Program construction contract award.
Options and Alternatives:
1.) Approve the Professional Engineering Design Services Contract as presented. This will allow timely completion of the design portion of the yearly street maintenance projects.
2.) Reject approval of the contract and direct staff to re-solicit design phase services for the annual street maintenance project.
3.) Develop internal engineering resources to self-perform and deliver the needed preparation planning documents and specifications as a component of the Pavement Preservation Program.
2.) Reject approval of the contract and direct staff to re-solicit design phase services for the annual street maintenance project.
3.) Develop internal engineering resources to self-perform and deliver the needed preparation planning documents and specifications as a component of the Pavement Preservation Program.
Background and History:
Annually, the City of Flagstaff implements a comprehensive annual street maintenance program. The program consists of asphalt pavement overlay, application of chip seal and micro seal surface treatments, concrete work for ADA compliance, utility adjustments and upgrades, pavement marking and related miscellaneous work (grading, hydroseeding…). Funding for the overlay portion of the Street Maintenance Program is to be provided by the 2014 voter approved sales tax. Funding for the chip seal portion of the Street Maintenance Program is to be provided by the Highway User Revenue Funds (HURF) as well as other accounts (i.e. Airport, Parks and Recreation, Water Services).
Areas selected for improvement rotate on an annual basis. Overlay work has historically been programed for either the west half or east half of the City streets while surface treatments (chip seal, microseal) are selected within a specific quadrant of the City. The City will include ten (10) additional intersections to receive new / modifications to striping and pavement markings to be incorporated into the plan set. Switzer Mesa and Route 66 define the boundaries for definition of the annual scope of work. The City of Flagstaff may explore programing future projects differently.
The scope of services will consist of the design and preparation of a complete set of construction plans, contract documents, construction specifications, special provisions, cost estimates, bid schedule, video logs of all streets to receive treatment, and engineering data for construction of the proposed improvements. In order to avoid conflicts with other current or planned projects, it is expected that preparation of this information will require considerable coordination with City divisions including streets, traffic, survey, utilities (Water Services) and private development as well as the franchise utilities.
Street condition ratings, as determined utilizing Cartegraph OMS software will form the basis for determination of street improvement selections. These ratings will be conducted by City staff and provided to the Firm. Final definition of the annual program will be determined by the Firm based upon budgetary considerations, cost estimates prepared for treatment of selected streets and definition of conflicts with other projects. It is expected than no less than three scope/cost iterations will be required in order to fully define the contracted improvement program.
Purchasing staff published a Request for Statement of Qualifications (RSOQ) solicitation for engineering professional services in the Arizona Daily Sun on December 15 and December 22, 2019 and posted the solicitation to the City of Flagstaff’s PlanetBids Website on December 10, 2019. On January 7, 2020, the City received four Statements of Qualifications (SOQs) from Engineering Consultant Firms. A six-member Selection Committee consisting of City staff and one being from an outside business Consultant, reviewed and evaluated the statements. Based upon the numerical scoring of the SOQs, the Selection Committee identified the three most qualified Firms to interview for the engineering professional services for the Project. A further numerical scoring was totaled by the committee and recommended to commence negotiations for a scope and fee proposal to be provided by Peak Engineering. Final scores of all firms are as followed:
Peak Engineering 1115
Shephard Wesnitzer 992
Woodson Engineering 861
WLB Group 454
Peak Engineering’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.
Areas selected for improvement rotate on an annual basis. Overlay work has historically been programed for either the west half or east half of the City streets while surface treatments (chip seal, microseal) are selected within a specific quadrant of the City. The City will include ten (10) additional intersections to receive new / modifications to striping and pavement markings to be incorporated into the plan set. Switzer Mesa and Route 66 define the boundaries for definition of the annual scope of work. The City of Flagstaff may explore programing future projects differently.
The scope of services will consist of the design and preparation of a complete set of construction plans, contract documents, construction specifications, special provisions, cost estimates, bid schedule, video logs of all streets to receive treatment, and engineering data for construction of the proposed improvements. In order to avoid conflicts with other current or planned projects, it is expected that preparation of this information will require considerable coordination with City divisions including streets, traffic, survey, utilities (Water Services) and private development as well as the franchise utilities.
Street condition ratings, as determined utilizing Cartegraph OMS software will form the basis for determination of street improvement selections. These ratings will be conducted by City staff and provided to the Firm. Final definition of the annual program will be determined by the Firm based upon budgetary considerations, cost estimates prepared for treatment of selected streets and definition of conflicts with other projects. It is expected than no less than three scope/cost iterations will be required in order to fully define the contracted improvement program.
Purchasing staff published a Request for Statement of Qualifications (RSOQ) solicitation for engineering professional services in the Arizona Daily Sun on December 15 and December 22, 2019 and posted the solicitation to the City of Flagstaff’s PlanetBids Website on December 10, 2019. On January 7, 2020, the City received four Statements of Qualifications (SOQs) from Engineering Consultant Firms. A six-member Selection Committee consisting of City staff and one being from an outside business Consultant, reviewed and evaluated the statements. Based upon the numerical scoring of the SOQs, the Selection Committee identified the three most qualified Firms to interview for the engineering professional services for the Project. A further numerical scoring was totaled by the committee and recommended to commence negotiations for a scope and fee proposal to be provided by Peak Engineering. Final scores of all firms are as followed:
Peak Engineering 1115
Shephard Wesnitzer 992
Woodson Engineering 861
WLB Group 454
Peak Engineering’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.
Community Benefits and Considerations:
The Street Maintenance Program and the Road Repair & Street Safety Initiative is funded annually, (account number 040-06-162-3073-6-4443 & 046-06-163-3321-6-4443), as well as other accounts as specific needs are identified. For any given fiscal year, consultant fees as well as internal labor costs will be charged against the total available budget with the remaining balance allocated toward physical improvements.
Community Involvement:
Once completed each season our residents and visitors enjoy traveling on some of the smoothest streets in the West. This delivery method and the structure of the program allows the Streets Section to invest as much as possible in actual surface treatments. It has been well received and is one of our most visible and popular programs each summer.
Expanded Options and Alternatives:
The engineering professional is critical in assisting with the development of the construction plan and preparing documents that will streamline the efforts of the Streets Section. Public notice and Education Campaigns throughout the project ensure smooth delivery. One change this season will be the notification to property owners explaining the work and the participation that is required in relationship to the needed sidewalk repairs and the financial responsibility of the property owner per Ordinance 2020-02.