9.B.
City Council Meeting - FINAL
- Meeting Date:
- 08/15/2017
- From:
- Trevor Henry, Project Manager
Information
TITLE:
Consideration and Approval of Contract: Approve the construction contract with RTR Paving & Resurfacing, LLC. in the amount of $351,226.00 for the Joel Montalvo Ball Field Project.
STAFF RECOMMENDED ACTION:
1) Approve the construction contract with RTR Paving & Resurfacing, LLC. in the amount of $351,226.00, and a contract time of 75 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $32,500 (10% of the contract amount, less allowances); and
3) Authorize the City Manager to execute the necessary documents.
2) Approve Change Order Authority to the City Manager in the amount of $32,500 (10% of the contract amount, less allowances); and
3) Authorize the City Manager to execute the necessary documents.
Executive Summary:
The contract award of $351,226.00 to RTR Paving & Resurfacing, LLC. is proposed to complete the Joel Montalvo Ball Field Project (“Project”) which includes new parking lot improvements, a new irrigation system, new landscaping and plantings, and a new underground drainage system. The Project is scheduled to begin September 11, 2017.
Financial Impact:
The Joel Montalvo Ball Field project is funded with a combination of funding appropriations programmed in the FY2018 BBB Beautification Streetscape Plan. The Joel Montavo project is budgeted for $366,611 (051-07-212-3322-6) and the Frances Short Fund Master Plan will provide the additional $17,155. These combined funds will cover 100% of the construction ($351,226) and the proposed City Manager Change Order Authority ($32,500) for a total maximum project cost of $383,726.
Policy Impact:
No impact.
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan:
Transportation and other Public Infrastructure: Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
Has There Been Previous Council Decision on This:
Council approved the on-call consultant contract which allowed The WLB Group, Inc. to perform the design of the Joel Montalvo Ball Field Project.
Options and Alternatives:
- Approve the award as recommended. Approval will allow work to move forward on the Project in the fall 2017 or,
- Reject all bids. This action would delay completion of the Project. If rejection occurs, possible options Include:
a) Re-advertise the Project and open new bids; or
b) Suspend or cancel the Project.
Background and History:
The Project has a general scope to improve the existing dirt parking lot with new asphalt, improve the seating area with a new concrete plaza, construct new landscaping elements with an irrigation system and install a new underground drainage system.
Temporary construction impacts may include limited access to the ball field and to the parking lot. Coordination with the adjacent property owners will occur during construction.
With Council approval of the contract, work is scheduled to begin in the fall 2017. The Project is programmed in the Capital Improvement 5-year plan.
Purchasing staff posted an Invitation for Bids (IFB) solicitation for construction on May 18, 2017 on PlanetBids (City's electronic bidding website), and advertised in the newspaper on May 22 and 28, 2017. There were (2) bids received on the bid opening date of June 9, 2017, and staff determined that RTR Paving and Resurfacing, LLC was the lowest responsive and responsible bidder.
Temporary construction impacts may include limited access to the ball field and to the parking lot. Coordination with the adjacent property owners will occur during construction.
With Council approval of the contract, work is scheduled to begin in the fall 2017. The Project is programmed in the Capital Improvement 5-year plan.
Purchasing staff posted an Invitation for Bids (IFB) solicitation for construction on May 18, 2017 on PlanetBids (City's electronic bidding website), and advertised in the newspaper on May 22 and 28, 2017. There were (2) bids received on the bid opening date of June 9, 2017, and staff determined that RTR Paving and Resurfacing, LLC was the lowest responsive and responsible bidder.
Key Considerations:
The Joel Montalvo Ball Field serves the local neighborhood as well as the Continental Little League organization. Improving the parking lot will allow attendees of the ball field improved access and the new sidewalks will improve access from the bleacher area to the park’s perimeter.
Not part of this Project, but part of the overall park improvements is the removal of the existing temporary portable restroom facilities and a remodeling of the back side of the Park’s maintenance building to include two new indoor restroom facilities. This work is being completed by the City’s Parks and Recreation staff.
Not part of this Project, but part of the overall park improvements is the removal of the existing temporary portable restroom facilities and a remodeling of the back side of the Park’s maintenance building to include two new indoor restroom facilities. This work is being completed by the City’s Parks and Recreation staff.
Community Benefits and Considerations:
Below is a summary of the bids received.
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 following the review and approval by the Change Order Committee.
Within the contract amount of $351,226, there is a $26,000 allowance to address items that are deemed necessary to complete the project. The change order authority was determined as follows:
$351,226 (contract amount) minus $26,000 (contract allowance) for a contract value of $325,226. The change order authority is 10% of $325,226 rounded to $32,500. Should the full change order authority be drawn, the total contact value will be $383,726. This total budgeted amount is in the BBB Beautification Streetscape. $366,611 was dedicated to the Joel Montalvo Park. The remaining $17,155 is being drawn from the Francis Short Pond Master Plan. This capacity exists as there have been cost savings in this project and the timing of the work is such that the final work can be moved to an out year.
| Engineer’s Estimate | $270,098.55 |
| RTR Paving & Resurfacing, LLC. | $351,226.00 |
| Mountain High Excavating, LLC. | $441,322.00 |
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 following the review and approval by the Change Order Committee.
Within the contract amount of $351,226, there is a $26,000 allowance to address items that are deemed necessary to complete the project. The change order authority was determined as follows:
$351,226 (contract amount) minus $26,000 (contract allowance) for a contract value of $325,226. The change order authority is 10% of $325,226 rounded to $32,500. Should the full change order authority be drawn, the total contact value will be $383,726. This total budgeted amount is in the BBB Beautification Streetscape. $366,611 was dedicated to the Joel Montalvo Park. The remaining $17,155 is being drawn from the Francis Short Pond Master Plan. This capacity exists as there have been cost savings in this project and the timing of the work is such that the final work can be moved to an out year.
Community Involvement:
Inform – Project meetings with the surrounding 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.
Expanded Options and Alternatives:
The Community benefits of this Project include better parking access for the ball field and enhanced landscaping features. Additional Project information and traffic restriction advisories will be provided during construction via local media and through the City Manager’s Public Information Officer as needed.