Consideration and Approval of Engineering Professional Services Contract: Coconino Estates Improvements Phase 1 Project.

1. Approve the Engineering Professional Services Contract to Peak Engineering, Inc. of Flagstaff, Arizona in an amount not to exceed $696,268.00, which includes a $48,577.00 Owner’s Contingency (7.5% of the contract amount). The contract period is 925 calendar days; and
2. Authorize the City Manager to execute the necessary documents.

• The recommended award of the Engineering Professional Services Contract (the Contract) to Peak Engineering will authorize an agreement for the engineering services to develop and deliver the Design of the Coconino Estates Improvements Phase 1 Project (the Project) in coordination with the selected Construction Manager at Risk (CMAR) Contractor.
• Proposed improvements consist of replacing existing water and sewer mains and services, fire hydrants, street lights, asphalt structural section, and defective select edge improvements (curb & gutter, sidewalk, etc.).
• Peak Engineering was selected through a Qualifications Based selection process.
• The Design of the Project is anticipated to be complete in winter 2019.
• The selected CMAR Contractor’s Guaranteed Maximum Price (GMP) for the Project is anticipated to be presented to Council spring 2020.
• Pending approval by Council, construction of the Project is anticipated to begin spring 2020 and completion anticipated fall 2021 (2 construction seasons).
• Please refer to the attached context and vicinity maps.

The Contract will be funded by the Road Repair and Street Safety Program under the Coconino Estates FY 2019 appropriations of $1,034,298 for the Coconino Estates Improvements Project Account (046-05-116-3371-6).

Council Goal 2017 – 2019 Transportation and Other Public Infrastructure
Deliver quality community assets and continue to advocate and implement a highly
performing a multi-model transportation system.
 
Regional Plan – Goal T.2.
Improve transportation safety and efficiency for all modes.
 
Team Flagstaff Strategic Plan – Priority #3: Foster a resilient and economically prosperous city
2. Deliver outstanding services through a healthy environment, resources, and infrastructure.

Yes, on November 18, 2014, Council adopted the results of the General Election held on November 4, 2014.  In the General Election voters approved a dedicated sales tax increase, Proposition 406, which included funding for road repairs and street safety improvements throughout the City of Flagstaff.  Also, Council approved and adopted the Road Repair and Street Safety - Utility Replacements and Overlays - Coconino Estates FY 2019 budget.

1. Approve the Contact as recommended.  Approval will allow Peak Engineering to initiate the design of the Coconino Estates Improvements Phase 1 Project; or
2. Reject the award and provide additional direction to staff.  This option would delay the start of construction.

A Request for Statement of Qualifications (RSOQ) solicitation for engineering professional services was published in the Arizona Daily Sun on November 11 and November 18, 2018, and was additionally posted to the City of Flagstaff’s Bid website on November 6, 2018.  On December 6, 2018, the City received six Statements of Qualifications (SOQs) from Engineering Consultant Firms.  A six-member Selection Committee of City staff and one outside Contractor reviewed and evaluated the statements.  Based upon the numerical scoring of the SOQs, the Selection Committee identified the most qualified Firm to perform the engineering professional services for the Project and recommended to commence negotiations for a scope and fee proposal to be provided by Peak Engineering. 
 
Peak Engineering’s SOQ demonstrated a clear recognition of the knowledge and experience to design a complex sequence of improvements within an existing fully developed neighborhood, as well as understanding the schedule requirements for completing the improvements.

The Project is in the Coconino Estates neighborhood, on the following streets:

• W. Beal Road from N. Rockridge Road to N. Fort Valley Road.
• N. Navajo Drive from W. Navajo Road to W. Murray Road.
• W. Navajo Road from N. Navajo Drive to N. Fort Valley Road.
• W. Whipple Road from N. Navajo Drive to N. McMillan Road (only minor improvements).

Proposed improvements on the streets listed above generally consist of replacing existing water and sewer mains, water and sewer services, fire hydrants, street lights, asphalt structural section, and defective select edge improvements (curb & gutter, sidewalk, etc.) for the entire Project limits previously identified. 
 
Design of the Project will include evaluating the existing right-of-way to accommodate widening or narrowing the existing roadway sections to a typical City standard roadway section on Beal Rd., Navajo Rd., and Navajo Dr. Design will also include evaluating the addition of sidewalk and parkway on one or both sides of the roadway where sidewalk does not currently exist on Beal Rd., Navajo Rd., and Navajo Dr. south of Beal Rd.  The inclusion of these potential roadway improvements to the Project will be determined by the outcome of the investigations by Peak Engineering and feedback received at the three Design Phase Public Outreach Meetings.
 
The Project will be delivered through the Construction Manager At Risk (CMAR) project delivery method, with the associated consideration of award of the CMAR Design Phase Services Contract presented to Council concurrently with this contract.  The CMAR project delivery method was selected to accommodate the complex sequencing of construction activities and to expedite the design and construction schedule of the Project.  The 925-calendar day duration of the Contract will allow Peak Engineering, as the Engineer of record, to provide construction phase services for the entire construction duration.       
 
Peak Engineering proposes to consult with Northland Exploration Surveys for the Topographic & Right of Way Survey, Speedie and Associates for Geotechnical investigations and recommendations, and JE Fuller for stormdrain analysis and design.  Scope and fee proposals provided by Peak Engineering, which includes their proposed sub-consultants scopes and fees, have been negotiated and staff is recommending for Council to approve the award of the Contract.  See the attached Scope of Work and Fee Proposal for a breakdown of the proposed services and associated fees.  
 
The Owner’s Contingency is established to address certain unforeseen items of work where details cannot be determined at the time of contracting and is included in the contract amount.  The Owner’s Contingency is used only at the City’s discretion.  Please see the attached Contract Supplementary Justification Form for an explanation of why the Owner’s Contingency is recommended to be approved with this Contract.
 
On April 16, 2019, changes to the Procurement Code Manual, Article 25, were adopted and approved by the Council.  Per the approved changes to the Procurement Code, Change Order Authority was not included for this particular Contract since the Procurement Code Manual no longer allows Administrative Change Orders for CMAR project delivery method contracts.

The Project is funded by the approved Road Repair and Street Safety – Utility Replacements and Overlays – Coconino Estates FY 2019 budget of $1,034,298, FY 20 budget of $3,901,300, FY 21 budget of $5,028,400, and FY 22 budget of $2,489,200 for the Coconino Estates Improvements Project Account (046-05-116-3371-6) totaling $12,453,198.
 
The Road Repair and Street Safety funding is generally limited to only improving existing utility and roadway improvements, so an alternative funding source may need to be identified during the Design if improvements that do not currently exist are to be added to the Project.  The alternative funding source for including sidewalk where it does not currently exist will most likely be the Transportation Tax, Proposition 419.

• Replacing and or abandoning aged and undersized existing water and sewer infrastructure, ranging from 35 – 72 years old, to meet current standards.
• Replacing aging and deteriorated asphalt that is no longer maintainable with a chip seal or overlay and improving the streets ride quality and longevity.
• On Beal Rd., Navajo Rd., and Navajo Dr. south of Beal Rd., evaluating existing right-of-way and roadways sections to include new sidewalk improvements that don’t currently exist, providing a safe place for pedestrian travel.
• Analyzing drainage issues to be improved to extend the life expectancy of the pavement.
• Reducing required maintenance with the construction of the new infrastructure.
• Coordinating construction on multiple streets to minimize inconveniences to the public and to reduce costs.
• Replacing defective select edge improvements such as existing curb and gutter that impedes stormwater flow and existing sidewalk with tripping hazards.

Collaborate:

• Voters approved a dedicated sales tax increase to fund road repairs and street safety improvements throughout the City of Flagstaff in November 2014.
• Since 2015 the Project has been listed as a proposed project in the interactive map on the Road Repair and Street Safety section of the City of Flagstaff’s Website.
• Updates to the Road Repair and Street Safety Program, which included the proposed Project, have been presented by the Capital Improvements Engineer at multiple Transportation Commission Meetings, Council Meetings, and Budget Meetings.
• November 2018, scoping documents were distributed to Project Stakeholders: COF Departments, ADOT, FUSD, NAIPTA, APS, Unisource, Suddenlink, and CenturyLink.
• All Project Stakeholders will be invited to attend a Design Project Kickoff Meeting.
• The Project will be included in the February 2020 Cityscape, prior to construction.
• A professional public relations firm, Beta PR, will assist with the public outreach efforts including flier distribution, facilitating Public Outreach Meetings, and providing information for the Project web page.
• Three Design Phase Public Outreach Meetings will be held to collaborate with the Public regarding the proposed Project improvements.
• A Pre-Construction Public Outreach Meeting will be held shortly before construction begins.
• Periodic updates will be provided to the Public during construction.