Consideration and Approval of Contract:  Approval of a Construction Manager at Risk Construction Phase Services Agreement for the Street Maintenance Program and approve GMP 1 to C and E Paving & Grading, LLC.
 

1. Approve the Construction Manager at Risk (CMAR) Construction Phase Services Agreement with C and E Paving & Grading, LLC for the Street Maintenance Program 2024, 2025 & 2026 for a Guaranteed Maximum Price (GMP) of $6,376,102.20; and
2. Approve GMP 1 authorizing C and E Paving & Grading, LLC to execute the 2024 Street Maintenance Program; and
3. Authorize the City Manager to execute the necessary documents.

The Public Works Streets Section maintains over 700 lane miles of roadway surface infrastructure for the citizens, regional community members, and visitors. Roadways throughout the city vary in design and capacity.  In addition to automobile travel, all modes of transportation are integrated and encouraged within the right of way. Modes of travel such as mass transit, bicycle, and pedestrian opportunities are prevalent and our Streets crews strive to provide transportation infrastructure that is well connected and as safe as possible for travel, regardless of the chosen mode. The City's annual Street Maintenance Overlay and Chip Seal Program is an effort to improve aging infrastructure within our existing transportation network. Planning efforts include an evaluation of the asphalt surface, edge treatments, recent overlay project sections, roads that meet maintenance needs, and road stripe engineering. Once the identified needs are prioritized, Street's utilizes funding provided from two sources to address the needs. The first source of revenue is Highway User Revenue Funds (HURF), or what’s commonly referred to as the gas tax, a state shared revenue. The second source of revenue provided is sales tax proceeds collected as a result of the 2014 voter approved Road Repair and Street Safety Program (RRSS). This City Council action, if approved, will allow Streets to deliver the Annual Street Maintenance Fall 2024 Overlay utilizing local contractor C and E Paving & Grading, LLC and improve the community transportation infrastructure.

Project Name: Road Repair and Street Safety 2024 Construction GMP 1
Cost: $6,376,102.20
Account Number Budgeted:046-06-163-3321-6-4443
FY2024-25 Budgeted Amount: $10,928,658
Grant Funded: No
Funding Source: Road Repair and Street Safety Sales Taxes

The City of Flagstaff City Council has approved CMAR contracts in previous years for the annual street maintenance and overlay program. Transportation maintenance programs has been a topic of discussion in previous sessions. Direction and feedback has been provided in multiple forums, such as the goal setting process, the annual budgetary process, and community service delivery expectation discussions. Clear direction has been provided to maintain our transportation system, establish asset inventory, deliver capital renewal programs and meet the community expectations. On May 21, 2024, the City Council approved the initial phase of the CMAR process by approving the Design Phase Services Agreement with C and E Paving & Grading, LLC in the amount of $139,943.13.

1. Approve the CMAR Construction Phase Services Contract to C and E Paving & Grading, LLC for the annual Street Maintenance Program for 2024, 2025 & 2026; and
2. Approve GMP1 authorizing C and E Paving & Grading, LLC to execute the 2024 Street Maintenance Program; or 
3. Reject this construction phase of the CMAR process and provide direction to Staff. 

The City has established an annual program to maintain existing street pavements. The program includes three major elements: non-structural upgrades of asphalt overlay, minor concrete repairs, accessibility improvements including sidewalk/ramp replacement and chip sealing.  The citizens of Flagstaff approved the Road Repair and Street Safety Maintenance Program (RRSS) (Prop. 406). This is a dedicated sales tax providing funding of $100 million over 20 years.  The program has been aggressively addressing capital projects that have been identified to be in a high state of disrepair on the front end of the program with strong support for annual maintenance until the sales tax sunsets in 2034. The overlay and chip seal street segments are selected after evaluation of the street condition using pavement management asset software.  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 treatments and improvements. Chip seal techniques are also used to protect recently overlaid sections to prolong the life of the asphalt surface.

The Arizona State Legislature has authorized the use of Alternative Project Delivery Methods (APDM) as a method of project delivery. Included in these delivery methods the City of Flagstaff can procure a construction team utilizing a Qualifications Based Selection process for construction services from a firm deemed most qualified to perform the work.  The enabling legislation also allows for provision of multiple Guaranteed Maximum Prices (GMP) under a single procurement.   

At the March 17, 2020, City Council meeting, Council approved the award of the initial Professional Engineering Design Phase Services contract for the 2020, 2021 and 2022 programs to Peak Engineering, Inc. Two contract extensions have been utilized in both 2023 and 2024. Working collaboratively with City staff and C and E Paving & Grading, LLC, the team develops the annual program, costing evaluation, project scheduling, design document review, prioritization of roadway segments, logistics, quantity estimating, and preparation of final construction documents.

On behalf of the City of Flagstaff Streets Department, COF Procurement posted a formal solicitation to PlanetBids on March 6, 2024, to hire a Construction Manager at Risk (CMAR) pertaining to the Street Maintenance Program 2024, 2025, 2026. On March 16 & 23, 2024, City of Flagstaff Procurement team advertised a Request for Statement of Qualifications in the Arizona Daily Sun. Closing date for this request was March 29, 2024. The Team received one (1) statement of qualification. An evaluation team of City staff and one design professional reviewed the statement and agreed to request approval from Council to award C and E Paving & Grading, LLC to hold the CMAR contract for the annual Street Maintenance Program 2024, 2025, 2026. The proposed Construction Phase Services Agreement and GMP1 is a key step towards beginning this project.

The maintenance of the transportation system is a critical part of “high performing governance” that supports not only community members but first responders to deliver their services and is a high priority in PBB.

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

The asphalt mix design used in the overlay portion and chip seal binders for the project has recycled asphalt incorporated into the mix, thus reducing the usage of new fossil fuels.

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