6.B.
City Council Meeting - FINAL (AMENDED)
- Meeting Date:
- 06/02/2020
- From:
- Trevor Henry, Project Manager
Information
TITLE:
Consideration and Approval of Contract: Approve the construction contract with Mountain High Excavation, LLC. in the amount of $577,804.00 for the Fir Avenue Waterline Replacement Project.
STAFF RECOMMENDED ACTION:
- Approve the construction contract with Mountain High Excavation, LLC. in the amount of $577,804.00, and a contract time period of 120 calendar days;
- Approve a contract allowance of $43,335.30, which is 7.5% of the lowest responsive bid;
- Approve Change Order Authority to the City Manager in the amount of $57,780.40 (10% of the contract amount, less allowances); and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
The contract award of $577,804.00 to Mountain High Excavation, LLC. is proposed to complete the Fir Avenue Waterline Replacement Project which includes new water mains, new water services, new fire hydrants, roadway match up pavement and concrete driveways, curb, gutter, and sidewalk for selected sections. The project is scheduled to begin as soon as allowed. The project includes Fir Avenue and Mesa Drive, located in the Mount Elden Park Subdivision.
Financial Impact:
The Fir Avenue Waterline Replacement Project is funded by the total budget appropriations of $1,593,400.00 which is programmed in the FY2019-20 Water Fund 5-Year plan under the Drinking Water category (account # 202-08-370-3434-0).
Policy Impact:
No
Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan:
REGIONAL PLAN: POLICY WR.2.2
Maintain and develop facilities to provide reliable, safe, and cost-effective water, wastewater, and reclaimed water services.
TEAM FLAGSTAFF: FOSTER A RESILIENT and ECONOMICALLY PROSPEROUS CITY
Deliver outstanding services through a healthy environment, resources and infrastructure.
Maintain and develop facilities to provide reliable, safe, and cost-effective water, wastewater, and reclaimed water services.
TEAM FLAGSTAFF: 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:
Council has previously approved the FY 2019-2020 Capital Improvement 5-Year Plan and authorized the FY 2019-2020 budget for this project in the amount of $1,593,400.
Options and Alternatives:
- Approve the award as recommended. Approval will allow work to move forward in calendar year 2020; or
- Reject all bids. This action would delay the project. If rejection occurs, possible options Include:
a) Re-advertise the project and open new bids;
b) Suspend or cancel the project.
b) Suspend or cancel the project.
Background and History:
The project has a general scope to upgrade the existing water mains, services and fire hydrants in Fir Avenue and Mesa Drive combined. Fir Avenue and Mesa Drive will receive the standard trench asphalt pavement patch.
Construction impacts may include traffic detours, temporary lane closures with traffic flagging and restricted access to parcels with signage. Coordination with property owners will be made for water service disconnects and reconnects.
With Council approval of the contract, work is scheduled to begin this summer 2020. The project is included in a Fund that has been programmed in the Capital Improvement 5-year plan.
Staff posted the Invitation for Bids (IFB) solicitation for construction on April 1, 2020 on the City website and Purchasing's electronic bidding website. There were six bids received on the opening date of April 24, 2020 and staff determined that Mountain High Excavation, Inc. is the lowest responsive and responsible bidder.
Construction impacts may include traffic detours, temporary lane closures with traffic flagging and restricted access to parcels with signage. Coordination with property owners will be made for water service disconnects and reconnects.
With Council approval of the contract, work is scheduled to begin this summer 2020. The project is included in a Fund that has been programmed in the Capital Improvement 5-year plan.
Staff posted the Invitation for Bids (IFB) solicitation for construction on April 1, 2020 on the City website and Purchasing's electronic bidding website. There were six bids received on the opening date of April 24, 2020 and staff determined that Mountain High Excavation, Inc. is the lowest responsive and responsible bidder.
Key Considerations:
The existing water mains in this area of the Mountain Elden Park subdivision are aging and are in need of replacement. The water mains were constructed in 1962. The City Water Services Division has approved funding for improvements in order to reduce the maintenance cost and improve service to the community.
Community Benefits and Considerations:
Below is a summary of the bids received.
The contract allowance is established to address unanticipated items of work, unknown items of work and/or differing field conditions and with authorization will be included in the contract amount. The allowance is used only at the City’s discretion. See attached allowance justification form.
Change Order Authority establishes a dollar amount (10% of the contract amount, less allowance) and provides the City Manager, on behalf of the Council, authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount and in excess of the contract allowance.
| Mountain High Excavation, LLC. $577,804.00 |
| Western Utility Construction, LLC. $641,098.00 |
| Sellers and Sons, Inc. $725,526.00 |
| Lincoln Construction $751,199.00 |
| Kinney Construction, Inc. $786,079.00 |
| Engineer’s Estimate $790,038.00 |
| Standard Construction Co., Inc. $1,204,896.00 |
| Contract Allowance at 7.5% of $577,804 $43,335.30 |
The contract allowance is established to address unanticipated items of work, unknown items of work and/or differing field conditions and with authorization will be included in the contract amount. The allowance is used only at the City’s discretion. See attached allowance justification form.
Change Order Authority establishes a dollar amount (10% of the contract amount, less allowance) and provides the City Manager, on behalf of the Council, authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount and in excess of the contract allowance.
Expanded Options and Alternatives:
The Community benefits of this project include better service from the water distribution infrastructure. Additional project information and traffic restriction advisories will be provided during construction via local media and through the City Manager’s office as needed. The project will replace old waterlines (58 years old), reducing failures and maintenance costs over time and provide the neighborhood with safe, consistent water delivery.