Consideration and Approval of CMAR Design Phase Services Contract: Coconino Estates Improvements Phase 1 Project

1. Approve the Construction Manager At Risk (CMAR) Design Phase Services Contract to Eagle Mountain Construction, Inc. of Flagstaff, Arizona in an amount not to exceed $203,579.00, which includes an $18,507.00 Owner’s Contingency (10% of the contract amount excluding the Owner’s Contingency).  The contract period is 470 calendar days.
2. Authorize the City Manager to execute the necessary documents.

• The recommended award of the CMAR Design Phase Services Contract (the Contract) to Eagle Mountain Construction will authorize an agreement for the CMAR design phase services to assist with the Design of the Coconino Estates Improvements Phase 1 Project (the Project) in coordination with the selected Engineering Professional and ultimately develop a Guaranteed Maximum Price (GMP).
• Eagle Mountain Construction was selected through a Qualifications Based selection process.
• The Design of the Project is anticipated to be complete in winter 2019.
• The 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).

CONNECTION TO COUNCIL GOAL, REGIONAL PLAN, AND/OR TEAM FLAGSTAFF STRATEGIC PLAN:
 
Council Goal 2017 – 2019 Transportation and Other Public Infrastructure
Deliver quality community assets and continue to advocate and implement a highly
performing 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 Contract as recommended.  Approval will allow Eagle Mountain Construction to initiate the CMAR design phase services for the Project; or
2. Reject the award and provide additional direction to staff.  This option would delay the start of construction.

Purchasing staff developed a Request for Statement of Qualifications (RSOQ) solicitation for CMAR Design and Construction Phase Service and published it in the Arizona Daily Sun on November 11 and November 18, 2018, and posted the RSOQ to the City of Flagstaff’s solicitation website on November 6, 2018.  On December 6, 2018. The City received five Statements of Qualifications (SOQs) from Contracting 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 CMAR design and construction phase services for the Project and recommended to commence negotiations for a scope and fee proposal to be provided by Eagle Mountain Construction.  The evaluation results are as followed:

Eagle Mountain Construction     640
Kinney Construction Services    579
Fann Contracting                        575
Tiffany Construction                   563
LP's Excavating                         157

As per the RSOQ, Eagle Mountain Construction will be expected to enter into separate Design and Construction Phase Services Agreements, holding the Construction Phase Services Agreement until their GMP for the Project is successfully negotiated and approved by Council. 
 
Eagle Mountain Construction’s SOQ demonstrated a clear recognition of the knowledge and experience of coordinating with an Engineering Professional to develop a design and perform the construction of 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 the selected Engineering Professional and feedback received at the three Design Phase Public Outreach Meetings.
 
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.  This Contract directs the CMAR Contractor to work with the selected Engineering Professional during the design phase of the Project to coordinate the Design, subsurface utility investigations, Schedule, Specifications, and Cost Models to ultimately develop a GMP for the Project.  The associated consideration of award of the Engineering Professional Services Contract will be presented to Council concurrently with this contract.  The 470-calendar day duration of the Contract will allow Eagle Mountain Construction to provide CMAR design phase services for the entire design duration and through the development of the GMP.   
 
Eagle Mountain Construction proposes to consult with Cardno to coordinate with the selected Engineering Professional for the subsurface utility engineering services and with Beta PR to coordinate with the Project Team to assist with the public outreach services.  Beta PR will also provide construction phase public outreach services in coordination with the Project Team.  Scope and fee proposals provided by Eagle Mountain Construction, 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 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 are 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.