9.B.
City Council Meeting - FINAL
- Meeting Date:
- 01/19/2016
- From:
- Erik Solberg, Public Works Director
Information
TITLE:
Consideration and Approval of Contract: Street Maintenance Program, Calendar Years 2016, 2017 & 2018 Professional Design Services. (Approve design services contract with consultant Plateau Engineering, Inc. for street maintenance program).
RECOMMENDED ACTION:
- 1) Approve the design services contract with Plateau Engineering, Inc., in the amount of $284,462.74 with a contract time of 1090 days;
2) Approve change order authority in the amount of $28,446.27 (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.
Executive Summary:
The yearly Street Maintenance program consists of surface treatments that are applied to the existing flexible pavement (asphalt) infrastructure throughout the city. The projects are programmed with the aid of a consulting engineer and staff to identify the appropriate streets for the various surface applications. The consultant is responsible for reviewing the programmed roadway sections identified by staff and develop construction plans and specifications for the City’s Construction Manager At Rick (CMAR) contractor.
The consultant for the identified overlay segments will verify roadway lengths, widths, existing utility hardware (surface inspection), identify areas of patching and review all of the adjacent concrete for compliance to the Department Of Justice (DOJ) ADA standards. Additionally, the consultant with verify the pavements areas of the programed chip seal segments. Following the collection of the field data, the consultant will develop the corresponding plans and specifications and aid staff with bidding documentation.
The selected consultant is experienced in developing the City’s street maintenance projects.
The consultant for the identified overlay segments will verify roadway lengths, widths, existing utility hardware (surface inspection), identify areas of patching and review all of the adjacent concrete for compliance to the Department Of Justice (DOJ) ADA standards. Additionally, the consultant with verify the pavements areas of the programed chip seal segments. Following the collection of the field data, the consultant will develop the corresponding plans and specifications and aid staff with bidding documentation.
The selected consultant is experienced in developing the City’s street maintenance projects.
Financial Impact:
The Street Maintenance Program is funded annually by the Street Improvement Program budget in account no. 040-06-162-3073-06, ($2,196,000 for FY16); Road Repair & Street Safety (Proposition 406) in account no. 046-06-163-3321-6, ($3,130,000 remaining budget balance for FY16) 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 towards physical improvements.
Connection to Council Goal and/or Regional Plan:
Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
- Maintain existing infrastructure by investing in ongoing maintenance and operations to get closer to target condition
Has There Been Previous Council Decision on This:
No
Options and Alternatives:
1.) Approve the Professional 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. This would have a negative effect and delay construction of the street maintenance program by one calender year.
2.) Reject approval of the contract and direct staff to re-solicit design phase services for the annual street maintenance project. This would have a negative effect and delay construction of the street maintenance program by one calender year.
Background/History:
The City has established an annual program to maintain existing street pavements as well as the recent voter approved Road Repair & Street Safety Initiative. These programs provides three major services: structural upgrades, ADA compliance and pavement preservation. The pavement preservation program 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 of severity of the distress observed. 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 October 29, 2015, the City of Flagstaff received two Statement of Qualifications (SOQs) from firms wishing to provide professional services for design of the project. A selection committee of five staff members independently reviewed and evaluated those SOQs. Based on the evaluation score results (below), the evaluation committee members determined that the firm of Plateau Engineering, Inc. was the most qualified among those submitting SOQs 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.
EVALUATION SCORE
FIRM NAME Total
Plateau Engineering, Inc. 504
The WLB Group 392
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 of severity of the distress observed. 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 October 29, 2015, the City of Flagstaff received two Statement of Qualifications (SOQs) from firms wishing to provide professional services for design of the project. A selection committee of five staff members independently reviewed and evaluated those SOQs. Based on the evaluation score results (below), the evaluation committee members determined that the firm of Plateau Engineering, Inc. was the most qualified among those submitting SOQs 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.
EVALUATION SCORE
FIRM NAME Total
Plateau Engineering, Inc. 504
The WLB Group 392
Key Considerations:
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 the disabled citizens and visitors along existing streets and provide compliance with Federal requirements.
The consultant is required to coordinate work with all franchise utilities.
The consultant is required to coordinate work with all franchise utilities.
Expanded Financial Considerations:
The Street Maintenance Program as well as the Road Repair & Street Safety Initiative is funded annually. (account number 040-06-162-3073-6 & 046-06-163-3321-6), 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 Estimated Construction Budget
2016 2015/2016 $101,557,45 $5,326,000 (Budgeted)
2017 2016/2017 $ 89,173,31 $4,700,000 (5 year plan estimate)
2018 2017/2018 $ 93,731,97 $4,750,000 (5 year plan estimate)
Calendar Year Fiscal Year Estimated Fee Estimated Construction Budget
2016 2015/2016 $101,557,45 $5,326,000 (Budgeted)
2017 2016/2017 $ 89,173,31 $4,700,000 (5 year plan estimate)
2018 2017/2018 $ 93,731,97 $4,750,000 (5 year plan estimate)
Community Benefits and Considerations:
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.
Community Involvement:
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.
Expanded Options and Alternatives:
1.) Approve the Professional 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. This would have a negative effect and delay construction of the street maintenance program by one calender year.
2.) Reject approval of the contract and direct staff to re-solicit design phase services for the annual street maintenance project. This would have a negative effect and delay construction of the street maintenance program by one calender year.