Consideration and Approval of Consulting Contract:  Street Maintenance Program, Calendar Years 2013, 2014 & 2015

1. Approve the design services contract with Plateau Engineering, Inc., in the amount of $189,990.88 with a contract time of 1090 days;
2.  Approve change order authority in the amount of $18,999 (10%) of the contract amount to cover potential costs associated with unanticipated items of work; and
3.  Authorize the City Manager to execute the necessary documents.

Award of the Consulting Contract will authorize design and preparation of contract documents to complete the Street Maintenance Program for years 2013, 2014 and 2015.

Subsidiary Decisions Points:  None

The Street Maintenance Program is funded annually by the Street Improvement Program budget in account no. 040-33-32-600, ($ 1,154,879 for FY 13), 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.

Maintain and deliver quality, reliable infrastructure.

No

Approve the Consulting Contract.  This will allow design work to proceed.
Do not approve the Consulting Contract.  This will halt work on the project and require another procurement process.

The City has established an annual program to maintain existing street pavements.  The program provides three major services: pavement preservation, structural upgrades and ADA compliance.  The program provides pavement preservation in the form of chip seal coating and micro sealing of existing pavements.  Seal coating is applied to provide protection of the asphaltic concrete pavement from the adverse effects of weather, sun and traffic.  The streets selected for these treatments include new pavement surfaces that have not been sealed and older pavements that have lost their seal coat to wear and tear.
 
The overlay streets are selected after evaluation of the street condition using pavement management software owned by the City.  One half of the City street pavements are evaluated and ranked each year.  Each street pavement is assigned an overall condition index (OCI) based on the type and severity of the distress observed.  A pavement that has no distress is given an OCI of 100.  Each pavement distress such as cracking or roughness reduces the street’s OCI.  The street pavements are ranked by OCI and the pavements exhibiting the most severe distress are programmed for resurfacing with asphaltic concrete overlays as budget allows.  It is anticipated that City staff will continue to conduct the street observations and rankings under the terms of the contract and provide OCI data to the consultant for his use in preparation of the contract documents.
 
On November 27, 2012, the City of Flagstaff received three proposals from firms wishing to provide professional services for design of the project.  A selection committee of five staff members independently reviewed and evaluated those proposals.  Based on the results of the evaluation of each proposals (below), the evaluation committee members determined that the firm of Plateau Engineering, Inc. was the most qualified among those submitting proposals to provide the desired professional services.  Staff has successfully negotiated a time and materials price proposal with the consultant.  Upon receiving approval from City Council and execution of the agreement, a Notice to Proceed with the work will be issued.

	EVALUATOR
FIRM NAME	1	2	3	4	5	Total
Plateau Engineering	106	105	106	108	111	536
Woodson Engineering	66	95	104	101	96	462
Hatch Mott MacDonald	32	55	97	40	67	291

The goal of the Street Maintenance Program is to use the available funds in the most efficient manner to lengthen the service life of the City street pavements and avoid costly pavement reconstruction.  The ADA improvements provide improved access for disabled citizens and visitors along existing streets and provide compliance with Federal requirements.

The Street Maintenance Program is funded annually by the Street Improvement Program budget (acct. no. 040-33-32-600), 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.  An annual breakdown of the consultant’s fee proposal is shown below.
 

Calendar Year	Fiscal Year	Estimated Fee
2013	2012/2013	$ 55,254.21
2014	2013/2014	$ 65,771.29
2015	2014/2015	$ 68,965.38
Total Estimated Fee		$ 189,990.88

The Street Maintenance Program provides surface treatments as required to preserve and maintain pavement condition of the entire network of City streets.  The ADA improvements provide improved access for disabled citizens and visitors along existing streets and provide compliance with Federal requirements.

Inform - The Public Works Division routinely prepares weekly news releases that are distributed to the local media outlets describing the location of the street construction and any traffic restrictions planned for the work.  The contractor distributes written notices to all adjacent businesses and residents affected by the work in advance of the construction.

Approve the Consulting Contract.  This will allow design work to proceed.
Do not approve the Consulting Contract.  This will halt work on the project and require another procurement process.

Approved by CC on 1/15/2013 - EAB