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7.B.
City Council Meeting - FINAL
Meeting Date:
04/07/2020
From:
Christine Cameron, Project Manager III

Information

TITLE:

Consideration and Approval of Contract:   City of Flagstaff Municipal Court Facility Project - Award of Construction Contract to Aspen Communications for Installation of Fiber Optic Communication Facilities. 

STAFF RECOMMENDED ACTION:

  1. Award the Construction Services Contract to Aspen Communications in the amount of $93,866.00, with a 60 calendar-day contract period;
  2. Approve Change Order Authority to the City Manager in the amount of $9,386.00 (10% of contract amount);
  3. Authorize the City Manager to execute the necessary documents.

Executive Summary:

  • The recommended award of the construction contract to Aspen Communications will authorize an agreement for completion of the Municipal Court Facility Project fiber optic communications, which is a necessary component of the Court function.
  • The scope of this contract is anticipated to be complete in June 2020.
  • Aspen Communications is being procured under the active Arizona State Cooperative Purchasing Agreement ADSPO17-169124 (Solicitation No. ADSPA17-00007125) . The City of Flagstaff is eligible to participate in the use of this contract.

Financial Impact:

The Project is currently budgeted in the amount of $17,242,427 for FY 2019-2020 and is anticipated to be budgeted in the amount of $2,243,963 for FY 2020-2021. Project funding is in the Capital Project Fund, Account Number 408-09-426-3278-1.

Policy Impact:

Award of the contract to Aspen Communications will allow for the construction of the fiber optic communications service line, which is a necessary aspect for the Court's functionality. The Court Facility was approved by Proposition 412 in the November 2016 ballot question.

Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan:

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

Flagstaff Regional Plan 2030: Locating Facilities Goals and Policies.
Goal PF.2. - Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
 
Team Flagstaff Strategic Plan: Foster a Resilient and Economically Prosperous City.
Deliver outstanding services through a healthy environment, resources and infrastructure.

Has There Been Previous Council Decision on This:

On June 14, 2016, Council reviewed funding options for the Project and directed staff to prepare ballot language for a $12M bond project to be funded through secondary property tax.

On July 3, 2018, City Council awarded the Design-Build Contract #2018-63 to KCS for design phase services of the project.

On March 5, 2019, City Council approved the GMP #1 Amendment to the original Design-Build Contract #2018-63.  

On May 21, 2019, City Council approved the GMP #2 Amendment to the original Design-Build Contract #2018-63.

On December 3, 2019, City Council approved the GMP #3 Amendment to the original Design-Build Contract #2018-63.

Options and Alternatives:

1.  Approve the construction contract with Aspen Communications as presented.
2.  Reject the contract and direct staff to re-negotiate the terms and fee structure with Aspen Communications.
3.  Direct staff to seek an alternative contractor for scope and fee negotiations.

Background and History:

The existing City Court and Prosecutor's operations are being relocated from 15 N. Beaver Street to a new facility at 101 W. Cherry, to be completed in the summer of 2020. This location does not have existing adequate fiber optic communication service to operate the Court and Prosecutor's business as required. The construction of the conduit infrastructure up Beaver Street was completed in February 2020 by Kinney Construction Services. This contract will provide the internal wiring and additional infrastructure in and around Flagstaff City Hall, where the fiber connection begins.

Key Considerations:

Fiber communications are essential to City Court and Prosecutor's operations. This work has been planned and permitted within the building construction and is budgeted in the project funding. The City IT Department regularly contracts with Aspen Communications to provide the majority of our service infrastructure needs. The AZ State cooperative contract provides for the selection of a provider that has been evaluated and pre-approved for this service.

Community Benefits and Considerations:

The Project is currently budgeted in the amount of $17,242,427 for FY 2019-2020 and is anticipated to be budgeted in the amount of $2,243,963 for FY 2020-2021. Project funding is in the Capital Project Fund, Account Number 408-09-426-3278-1.
City Manager's Change Order Authority in the amount of $9,386.00 (10% of the construction fee) is included in the award as permitted by the City's Procurement Code. This change order amount will cover unanticipated issues during installation and is used solely at the City's discretion. 

Community Involvement:

The Court Project will provide a safe and efficient municipal building that will greatly improve the Court's operations now and into the future, enhance the staff and user experience, and provide an attractive amenity to downtown Flagstaff. Functional and modern communications will provide necessary services for staff and Court patrons.

Expanded Options and Alternatives:

There have been multiple Council meetings to discuss the Project over the course of the last four years, in addition to multiple public meetings prior to the ballot question of 2016. A Public Meeting was held on February 20, 2019, to engage the public on the Project design. There has been no specific public outreach for the fiber optic installation.

Attachments