Consideration and Approval of Contract: Approve the construction contract with McDonald Brothers Construction, Inc. (Contractor) in the amount of $1,294,248.28 for the Grand Canyon Waterline Improvement Project (Project).  

The contract award of $1,294,248.28 to the Contractor is proposed to complete the Project which includes installing new water mains, new water services, new fire hydrants, new roadway pavement and new curb, gutter and sidewalk for selected sections. The Project is scheduled to begin as soon as weather permits in spring 2017.  The Project includes the entire length of Grand Canyon Avenue, one block of Spring Street and approximately two blocks of Coconino Avenue. Please see the attached Context Map and Vicinity Map for details.

The Project is funded by the total budget appropriations of $1,950,000 which is programmed in the Water Fund 5-Year plan under the Aging Water Infrastructure Replacement program (account # 202-08-370-3370-0). The City will need to use approximately $300,000 of FY 2017 appropriations from the New Well and Pump House program and these funds will reallocate funds to this project as part of the FY 2018 budget process. The remaining $1,650,000 is included in the FY2018 Budget.

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

Council approved the City of Flagstaff’s on-call consultant contract, through which a consultant services contract for the design of the Grand Canyon Waterline improvement project was executed with Plateau Engineering, Inc.

1. Approve the award as recommended. Approval will allow work to move forward in calendar year 2017 or,
2. Reject all bids. This action would delay the Project. If rejection occurs, possible options Include:
a) Re-solicit the Project at a later date;
b) Suspend or cancel the Project.

The Project has a general scope to upgrade the existing water mains, services and fire hydrants on Grand Canyon Avenue, Spring Street and Coconino Avenue combined.  The Project will also replace damaged concrete curb, gutter and sidewalks within the Project limits.  Grand Canyon Avenue will receive a mill and asphalt overlay, Spring Street will have a complete rebuild of the roadway section, Coconino Avenue will receive only the standard trench asphalt pavement patch.  

Construction impacts may include traffic detours, temporary lane closures with traffic flagging and temporary access to parcels with signage.  Coordination with property owners will be made for water service disconnects and reconnects.

With Council approval of the Contract, work is scheduled to begin as soon as weather allows in 2017. The Project is included in a Fund that has been programmed in the Capital Improvement 5-year plan.

The Purchasing section posted the Invitation for Bids (IFB) solicitation for construction on January 11, 2017 on the City website and Purchasing's electronic bidding website, and advertised in the newspaper on January 22nd and February 5th, 2017. There were five bids received on the opening date of February 23, 2017 and staff determined that McDonald Brothers Construction, Inc. is the lowest responsive and responsible bidder.

The existing water mains in this area of the Flagstaff Townsite neighborhood are aging and are in need or replacement.  The water mains were constructed in 1934 and 1947.  The City Utility Division has approved funding for improvements in order to reduce the maintenance cost and improve service to the community.  This Project also includes the improvement of the roadway surface for Grand Canyon and Spring Street.    

Below is a summary of the bids received:
 

McDonald Brothers Construction, Inc.	$1,294,248,28
Sellers and Sons, Inc.	$1,371,008.85
Kinkaid Civil Construction	$1,427,190.15
Engineer's Estimate	$1,522,12.70
Fann Contracting, Inc.	$1,594,396.85
Standard Construction Co., Inc.	$1,652,037.30

Included in the Contract amount will be an allowance of $65,000.00.  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. 

The Community benefits of this Project include better service from the water distribution infrastructure and a new roadway surface.  Additional Project information and traffic restriction advisories will be provided during construction via local media and through the City Manager’s office as needed.

Inform – Prior to the start of construction, a meeting for the neighborhood will be held with the Contractor.  On-going meetings with the neighborhood and residents will be held as needed to discuss the project and reduce the impact and disruption.  The Contractor will be required to have a dedicated employee on site to work with the public and address any concerns.