10.A.
City Council Meeting - FINAL
- Meeting Date:
- 03/07/2017
- From:
- Trevor Henry, Project Manager
Information
TITLE:
Consideration and Approval of Contract: With Sellers and Sons, Inc. in the amount of $4,675,913.80 for the Lockett Road and Fanning Wash Improvement Project (Project).
RECOMMENDED ACTION:
1) Approve the construction contract with Sellers and Sons Inc. in the amount of $4,675,913.80, which includes Additive Alternate #1, #3 and #4, and a contract time of 180 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $452,000.00 (10% of the contract amount, less allowance); and
3) Authorize the City Manager to execute the necessary documents.
2) Approve Change Order Authority to the City Manager in the amount of $452,000.00 (10% of the contract amount, less allowance); and
3) Authorize the City Manager to execute the necessary documents.
Executive Summary:
A contract award of $4,675,913.80 to Sellers and Sons, Inc. is proposed to complete the Lockett Road and Fanning Wash Improvement Project which includes new water service, a new water main, a new underground storm drain system, new roadway pavement, new curb, new gutter, new sidewalk, new channel wash improvement's, and a new concrete box culvert at Lockett Road. The City also authorized Additive Alternates #1, #3, and #4 which provide for FUTS amenities. This project is scheduled to begin as soon as weather permits.
Financial Impact:
• The Lockett Road project is funded by the total budget appropriations of $3,118,538.55 (includes FY 17 actual and FY 18 proposed) from the Road Repair and Street Safety Fund. The Fanning Wash project is funded by the total budget appropriations of $1,557,375.25 from the Stormwater Utility Fund, Road Repair and Street Safety Fund and FUTS Fund, for the total proposed contract amount of $4,675,913.80. The chart below provides additional detail on the funding sources.
Funding Source Lockett and Fanning
Funding Source Lockett and Fanning
| FY17 | FY18 | |
| Lockett Road ($3,118,538.55) | ||
| Road Repair and Street Safety Fund | $1,200,000.00 | $1,918,538.55 |
| Fanning Wash ($1,557,375.25) | ||
| Stormwater Utility Fund | $1,414,185.25 | |
| Road Repair and Street Safety Fund | $ 135,040.00 | |
| FUTS Fund | $ 8,150.00 |
Policy Impact:
• No impact.
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan:
COUNCIL GOALS:
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
Has There Been Previous Council Decision on This:
• Council previously approved the ballot language for the Road Repair and Street Safety Initiative (Prop. 406). Council adopted the FY17 budget at the June 21, 2016, Council meeting and these appropriations were included in that budget.
• Council approved the award of the consultant services contract for the design of the Lockett Road project at the February 2, 2016, Council Meeting to Peak Engineering, Inc.
• Council approved the on-call consultant contract, through which a consultant services contract for the design of the Fanning Wash improvement project was established with The WLB Group, Inc.
• Council approved the award of the consultant services contract for the design of the Lockett Road project at the February 2, 2016, Council Meeting to Peak Engineering, Inc.
• Council approved the on-call consultant contract, through which a consultant services contract for the design of the Fanning Wash improvement project was established with The WLB Group, Inc.
Options and Alternatives:
1. Approve the award as recommended. Approval will allow work to move forward in calendar year 2017 or,
2. Approve the award with no Additive Alternates included or with a varying combination not listed in the recommendation.
3. 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; or
c) Separate the Locket Road and Fanning Wash projects.
2. Approve the award with no Additive Alternates included or with a varying combination not listed in the recommendation.
3. 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; or
c) Separate the Locket Road and Fanning Wash projects.
Background and History:
The Project has a general scope to upgrade the existing water main and services, to construct a new underground storm water system to improve drainage, re-build the roadway section, replace the concrete sidewalk, curb and gutter, re-line the existing Fanning Wash channel for better drainage and replace the existing drainage culverts with a new concrete box culvert at Lockett Road. The additive alternates are urban trail related work items and defined as follows; Additive Alternate #1 is work to extend the concrete sidewalk for a future railing. Additive Alternate #3 is work to add removable FUTS bollards. Additive Alternate #4 is concrete work to add FUTS street entrances.
In November 2014, the citizens of Flagstaff voted and approved the Road Repair and Street Safety Tax (Prop. 406). Prop. 406 provides funding for the repair and safety of existing streets. Lockett Road was selected for improvement and will be funded by Prop. 406. The Fanning Wash project is funded by the Stormwater Utility Fund. The Lockett Road and Fanning Wash projects were combined to have one (1) contractor perform the construction to help reduce and minimize the disruption to the neighborhood, elementary school and the traveling public.
With Council approval of the contract, work is scheduled to begin as soon as weather allows in 2017. The Project is programmed in the Capital Improvement 5-year plan.
Purchasing posted the Invitation for Bids (IFB) solicitation for construction on January 3, 2017, on the City website and Purchasing's electronic bidding website. The solicitation was advertised in the AZ Daily Sun newspaper on January 15 and 22, 2017. There were two (2) bids received on the opening date of February 3, 2017, and staff determined that Sellers and Sons, Inc. was the lowest responsive and responsible bidder.
In November 2014, the citizens of Flagstaff voted and approved the Road Repair and Street Safety Tax (Prop. 406). Prop. 406 provides funding for the repair and safety of existing streets. Lockett Road was selected for improvement and will be funded by Prop. 406. The Fanning Wash project is funded by the Stormwater Utility Fund. The Lockett Road and Fanning Wash projects were combined to have one (1) contractor perform the construction to help reduce and minimize the disruption to the neighborhood, elementary school and the traveling public.
With Council approval of the contract, work is scheduled to begin as soon as weather allows in 2017. The Project is programmed in the Capital Improvement 5-year plan.
Purchasing posted the Invitation for Bids (IFB) solicitation for construction on January 3, 2017, on the City website and Purchasing's electronic bidding website. The solicitation was advertised in the AZ Daily Sun newspaper on January 15 and 22, 2017. There were two (2) bids received on the opening date of February 3, 2017, and staff determined that Sellers and Sons, Inc. was the lowest responsive and responsible bidder.
Key Considerations:
The engineer estimated that the cost of the Project would be $4,391,800.91. Below is a summary of the bids received as recommended for award.
Sellers and Sons, Inc. $4,675,913.80
Fann Contracting, Inc. $5,016,612.00
Included in the contract amount will be an allowance of $150,000.00 combined. The allowance will be used for items of work that are necessary to complete the project that may have been an oversight at the time of the design. The project manager, section head and department head will have the authority to approve the use of the allowance.
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.
Sellers and Sons, Inc. $4,675,913.80
Fann Contracting, Inc. $5,016,612.00
Included in the contract amount will be an allowance of $150,000.00 combined. The allowance will be used for items of work that are necessary to complete the project that may have been an oversight at the time of the design. The project manager, section head and department head will have the authority to approve the use of the allowance.
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 Involvement:
Inform - In November 2016, the City mailed approximately 400 postcards to the property owners and residents of the Upper Greenlaw neighborhoods to provide them notice of an upcoming public information meeting about the Project. On November 17, 2016, City officials met with seventeen (17) citizens at Thomas Elementary School to review and discuss the proposed improvements. The project manager provided his contact information for people who could not attend the meeting if they had any questions. The City held on-going meetings with NAIPTA to minimize the impact of construction to their bus routes. During the project scoping process, the City also met with FUSD to discuss the scope and impact to the neighborhood school; Thomas Elementary School.
Empower - Use the funds collected from the voter-authorized Road Repair and Street Safety Tax (Prop. 406) for the repair and safety of existing streets.
Empower - Use the funds collected from the voter-authorized Road Repair and Street Safety Tax (Prop. 406) for the repair and safety of existing streets.
Expanded Options and Alternatives:
On November 17, 2016, City officials presented the Project and held discussions with seventeen (17) residents from the Upper Greenlaw neighborhood.