8.A.
City Council Meeting - FINAL
- Meeting Date:
- 04/21/2026
- Co-Submitter:
- Sam Beckett
- From:
- Jarrett Nelson, Public Works Sr. Project Manager
TITLE:
Consideration and Approval of Contract: 2026 Road Repair and Street Safety Construction Phase 2026 GMP 1 with C and E Paving & Grading, LLC in the amount of $10,792,983.06.
STAFF RECOMMENDED ACTION:
- Approve the 2026 Road Repair and Street Safety Construction Phase 2026 - GMP 1 and execute a CMAR Construction Phase Services Agreement with C and E Paving & Grading, LLC for a Guaranteed Maximum Price (GMP) of $10,792,983.06; and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
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 Road Repair and Street Safety 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 need, and pavement markings. Once the identified needs are prioritized, Streets utilize 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 Council action, if approved, will allow Streets to deliver the Annual Road Repair and Street Safety Project utilizing local contractor C and E Paving & Grading, LLC and improve the community transportation infrastructure.
Financial Impact:
Project Name: 2026 Road Repair and Street Safety Construction Phase 2026 - GMP 1
Cost: $10,792,983.06
Account Number Budgeted: 040-06-161-0614-6-4357 and 046-06-163-3321-6-4443
FY Budgeted Amount: $2.2 million in account 040-06-161-0614-6-4357 in FY2025-26 and $12.8 million in account 046-06-163-3321-6-4443 in FY2025-26
Grant Funded: No
Funding Source: Prop 406 special sales tax and Highway User Revenue Fund
Cost: $10,792,983.06
Account Number Budgeted: 040-06-161-0614-6-4357 and 046-06-163-3321-6-4443
FY Budgeted Amount: $2.2 million in account 040-06-161-0614-6-4357 in FY2025-26 and $12.8 million in account 046-06-163-3321-6-4443 in FY2025-26
Grant Funded: No
Funding Source: Prop 406 special sales tax and Highway User Revenue Fund
Policy Impact:
The award of the CMAR Construction Phase Services Agreement 2026 - GMP 1 to C & E Paving and Grading, LLC. will authorize the delivery of the City's Annual Road Repair and Street Safety Program for 2026. The overlay work will ensure that the City maintains its streets and provide for a well-protected and increased overall condition index for our roadways. The pavement sealing work will preserve roads in above-average condition for longer and delay the need for expensive overlay and replacement work. The City of Flagstaff community continues to support initiatives creating and maintaining quality infrastructure throughout our transportation network.
Previous Council Decision or Community Discussion:
The City of Flagstaff City Council has approved CMAR contracts in previous years for the annual street maintenance and overlay program. Transportation maintenance programs have 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.
Options and Alternatives to Recommended Action:
1) Approve the 2026 Road Repair and Street Safety Construction Phase Services Agreement 2026 - GMP 1 with C and E Paving & Grading, LLC for a Guaranteed Maximum Price (GMP) of $10,792,983.06.
2) Suggest an alternate approach to staff.
2) Suggest an alternate approach to staff.
Background and History:
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 pavement 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 city streets 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 street segments are selected after evaluation of the street condition using asset management software. Each street is assigned an overall condition index (OCI) based on the type and severity of the distress observed. 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 streets are ranked by OCI and the pavements exhibiting the most severe distress are programmed for resurfacing treatments and improvements. Sealing techniques are used to protect recently overlaid and new pavement sections to prolong the life of the asphalt surface and reduce the frequency of costly overlay and full replacement work.
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 June 3rd, 2025, City Council meeting, Council approved the award of the initial Professional Engineering Design Phase Services contract for 2026-2028 programs to Peak Engineering, Inc. Working collaboratively with City staff and C and E Paving & Grading, LLC, the team develops the annual program, cost evaluation, project scheduling, design document review, prioritization of roadway segments, logistics, quantity estimating, and preparation of final construction documents.
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 June 3rd, 2025, City Council meeting, Council approved the award of the initial Professional Engineering Design Phase Services contract for 2026-2028 programs to Peak Engineering, Inc. Working collaboratively with City staff and C and E Paving & Grading, LLC, the team develops the annual program, cost evaluation, project scheduling, design document review, prioritization of roadway segments, logistics, quantity estimating, and preparation of final construction documents.
Connection to PBB Priorities and Objectives:
Priority Based Budget Key Community Priorities and Objectives
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.
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.
Connection to Regional Plan:
Transportation and Public Infrastructure - Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
Connection to Carbon Neutrality Plan:
The asphalt mix design used for pavement patching and chip seal binders for the project has recycled asphalt incorporated into the mix, thus reducing the usage of new fossil fuels.
All asphalt removed from the job is stockpiled, screened and recycled for future use.
All asphalt removed from the job is stockpiled, screened and recycled for future use.
Connection to 10-Year Housing Plan:
No direct connection.