Consideration and Approval of Contract:  Construction Contract with Mountain High Excavating, LLC. in the amount of $117,707.00 for the Fourth Street Safety Improvements-Phase II project.

• The existing pedestrian crosswalks on the east side of Fourth Street at Third Avenue and at Dortha Street were constructed with temporary ramps while property acquisition occurred.
• This project is to remove and replace the temporary ramps as they do not comply with City or ADA requirements.
• The property rights have been obtained so the permanent ramps can now be placed
• Please see the attached Vicinity and Key Maps for project location and specifics.

• The Fourth Street Safety Improvement project is funded by the total budget appropriations of $103,882 under the Transportation Tax Fund, account number 040-05-112-3313-6.
• The difference between the bid of $117,707 and the budget appropriation of $103,882 will be covered by unexpended funds from the ST3055A Butler/Huntington Adaptive Signal Control project, account number 040-05-112-3055-6-4445.
• Both the Fourth Street Safety Improvements and Butler/Huntington Adaptive Signal Control projects are under the “Transportation Tax Funded-Safety Improvements” program in the FY2018 Budget.

Council Goals:
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 efficient for all modes.

Team Flagstaff Strategic Plan:
Strategic Priority #4: Work in partnership to enhance a safe and livable community.

• Council approved the on-call consultant contract with Woodson Engineering to provide consultant services for the design of the Fourth Street Safety Improvements project.
• In a September 25, 2015 Council work session, it was discussed that property acquisition would be required to place standard ramps on the east side of Fourth Street at the proposed crosswalk locations.
• On October 12, 2015, using the On-Call services approved by Council, a purchase order was issued to Eagle Mountain Construction Co. for the construction of the crosswalks on Fourth Street.
• On March 22, 2016, the Property Ordinance was passed.
• The Council adopted the FY17 budget at the June 21, 2016 Council meeting and the initial project appropriation was included in that budget.

1. Approve the award as recommended. Approval will allow work to move forward in calendar year 2018; or
2. Reject all bids. If rejection occurs, possible options Include:
        a. Re-advertise the project and open new bids;
        b. Suspend or cancel the project.

There are two existing crosswalks, one at Fourth Street/Third Avenue and another at Fourth Street/Dortha Avenue. At both crosswalk locations, temporary ramps were placed on the east side of Fourth Street due to not having the right-of-way to construct ADA compliant ramps. Since then the property has been acquired to construct the ADA compliant ramps. This project is to remove the temporary ramps and construct the permanent ramps.  

Staff posted the Invitation for Bids (IFB) solicitation for construction on November 2, 2017 on Purchasing's electronic bidding website, and advertised in the newspaper on November 5 and 12, 2017. There were five (5) bids received on the opening date of November 22, 2017 and staff determined that Mountain High Excavating, LLC. is the lowest responsive and responsible bidder.

Below is a summary of the bids received.

• Engineer’s Estimate                                                   $85,026.00
• Mountain High Excavating, LLC                               $117,707.00
• AJP Electric, Inc.                                                      $158,206.00
• Kinney Construction, LLC                                        $173,913.00
• McDonald Bros. Construction, Inc.                          $194,341.00
• Standard Construction Co. Inc.                                $259,915.00

Included in the contract amount will be an allowance of $8,500.00. 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.  

The contract allowance is established by the Project Manager and the Design Professional, and is incorporated into the bid schedule as a hard number when the bid is solicited. When contractors submit their bids it is incorporated into their total bid amount. The contract references their total bid amount as the total contract amount. The Recommended Action of this staff summary breaks out the contract allowance amount for informational purposes.

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. 
 

 None

The project will improve the existing ramps on the east side of the pedestrian crosswalks at the intersections of Fourth Street/Third Avenue and Fourth Street/Dortha Avenue.

Inform - There was an open house on November 19, 2015 to discuss the location of the existing pedestrian crosswalks.