Consideration and Approval of Contract:   Approve the Construction Contract with Summit Construction Company, LLC for the Spruce Wash Water & Sewer Replacement at North First Street.
 

1. Approve the construction contract with Summit Construction Company, LLC (“Contractor”) in the amount of $613,650.00 and a contract time duration of 290 calendar days;
2. Approve a contract allowance of $46,023.75, which is 7.5% of the Contractor’s Bid;
3. Approve Change Order Authority to the City Manager in the amount of $61,365.00 (10% of the contract amount, less allowances); and 
4. Authorize the City Manager to execute the necessary documents.

The Construction Contract award of $613,650.00 to the Contractor is proposed to complete the project that consists of replacing the existing sewer main, and replacement & realignment of the existing water main (the "Project"). The existing undersized 14” & 21” sewer lines will be removed and replaced with 24” DIP line. The new 222 LF of sewer main will be installed at a lower elevation to comply with the City of Flagstaff’s and ADEQ Engineering Standards. In addition, the removal of 2 manholes and replacement of the upstream manhole with a new drop manhole are also included in the Project. The existing water main system consists of a 12” CIP water line that does not meet the depth requirement of the City of Flagstaff and ADEQ Engineering Standards. The replacement will consist of a 12” DIP water main buried at a minimum depth of 4 ft.

The Project is funded by $249,750 from the FY2024-25 First Avenue Trex Waterline Replacement (account # 202-08-370-3440-0), and $495,606 from the FY2024-25 First Avenue Rte. 66 Sewer Replacement (account # 203-08-375-3440-0).
 
The cost of these infrastructure replacements is $613,650.00. Included in these costs are the removal and replacement of the sewer and water mains with new DIP lines, removal and replacement of 1 manhole with new drop manhole, removal & disposal of 2 manholes, removal of existing gate valves and existing Tee in the water line, installation of gate valves & Tees in the new water main, installation of a fire hydrant, erosion control installation gabion mattresses, sewer bypass pump & monitoring and concrete sidewalk removal & replacement.

• The City Council approved the City of Flagstaff’s on-call consultant contract, through which a consultant services contract for the design of the Project was executed with Shepherd Wesnitzer, Inc.
• The Project’s FY2024-25 budget was approved in the FY2024-25 Capital Improvements 5-Year Plan.

1. Approve the Construction Contract award as recommended. Approval will allow work on the Project to move forward in the early parts of 2025; or 
2. Reject all bids. This action would delay the Project. If rejection occurs, possible options include:
   1. Re-solicit the Project at a later date; or
   2. Suspend or cancel the Project.

Spruce Wash has received ample amounts of storm flows in recent years and large amounts of sediment have been conveyed throughout the channel. The section of Spruce Wash has seen extensive scouring of the earthen materials that ordinarily have covered the City’s water and wastewater infrastructure.  These scouring events have eroded the channels and exposed the water and wastewater infrastructure, subjecting it to potential damage with each rain flow event.
 
This Project will replace the aging and exposed infrastructure through the length of this section of the Spruce Wash. It will replace existing manholes and remove old, redundant manholes with the new alignment of the wastewater line.  The new water and wastewater lines will be upsized accordingly and buried deeper to prevent future scouring from exposing the new lines.   These new water and wastewater lines will be upgraded to stronger material, ductile iron, to withstand the extreme conditions that this infrastructure is subjected.  New infrastructure and the addition of new valves will provide staff with new operational flexibility with regards to periodic servicing of the immediately surrounding water distribution system.  These upgrades are a much-needed improvements to the two systems that are routed through this section of the Spruce Wash.

The Purchasing Section posted an Invitation for Bids (IFB) solicitation for construction on August 23, 2024, on the PlanetBids website. There were 4 bids received on the opening date of October 7. 2024 (bid summaries are identified in the Expanded Financial Considerations section below). After reviewing all bids received, Staff determined that Summit Construction Company, LLC. is the lowest responsive and responsible bidder.

 

Key Considerations:

The City’s overall water and wastewater system will benefit from the installation and upgrade of the new water and sewer mains. Increased reliability and minimized service interruptions from failures are the benefits of the upgraded water and sewer mains.

Expanded Financial Considerations:

Below is a summary of the bids received:   Summit Construction Company, LLC                 $613,650.00 Engineer’s Estimate                                            $704,060.00 Mountain High Excavation                                  $784,493.00 Jud Co, LLC                                                      $1,075,670.00 Pronghorn Services, LLC                                  $1,660,187.77   Included in the contract amount will be an allowance of $46,023.75. The contract allowance will be used for unforeseen items of work. The project manager, section head and division head will have the authority to approve the use of the allowance in accordance with Flagstaff Procurement Code Manual.   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.

Community Benefits and Considerations:

The Community benefits of this project include more reliable water and sewer service from the new infrastructure.

Safe & Healthy Community - Ensure the built environment is safe through the use of consistent standards, rules and regulations, and land use practices.
Sustainable, Innovative Infrastructure: Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
 

Policy WR 2.2. Maintain and develop facilities to provide reliable, safe, and cost-effective water, wastewater, and reclaimed water services.

Water Security (WS-1) Improve water infrastructure and expand water reuse.

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