7.A.
City Council Meeting - FINAL
- Meeting Date:
- 06/05/2018
- From:
- Eli Reisner, Project Manager - ER
Information
TITLE:
Consideration and Approval of Contract: Approve the Construction Contract with Eagle Mountain Construction Co. in the amount of $933,300.00 for the Road Repair and Street Safety Program Bundle #3 Mountain/Mesa project.
STAFF RECOMMENDED ACTION:
1) Approve the Construction Contract with Eagle Mountain Construction Co. in the amount of $933,300.00, which includes a $70,000.00 Contract Allowance and a Contract Timeframe of 120 calendar days; and
2) Approve Change Order Authority to the City Manager in the amount of $86,330.00 (10% of the Contract Price, less the Contract Allowance); and
3) Authorize the City Manager to execute the necessary documents.
2) Approve Change Order Authority to the City Manager in the amount of $86,330.00 (10% of the Contract Price, less the Contract Allowance); and
3) Authorize the City Manager to execute the necessary documents.
Executive Summary:
Staff recommends a Construction Contract award of $933,300.00 to Eagle Mountain Construction Co., which will authorize the construction of the Road Repair and Street Safety Program (RR&SS) Bundle #3 Mountain/Mesa (Mountain/Mesa) project in accordance with the approved public improvement plans prepared by Plateau Engineering Inc. The work generally consists of replacing approximately 1,300 LF of water main, 40 water services, 1,100 LF of sewer main, 40 sewer services, 4 manholes, 7,400 SY of asphalt structural section, select edge improvements, and other associated work. Pending approval by Council, construction is anticipated to begin in July 2018 and is anticipated to be complete in November 2018. Please refer to the attached context and vicinity maps.
Financial Impact:
The Mountain/Mesa project is funded by the total budget appropriations of $10,187,385.00 (includes FY 18 budget and FY 19 proposed budget) from the Road Repair and Street Safety – Utility Replacements and Overlays Fund (account number 046-05-116-3331-6).
Policy Impact:
No impact.
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan:
COUNCIL GOALS:
Transportation and Other Public Infrastructure:
REGIONAL PLAN:
Goal WR.2. Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources.
Goal T.8. Establish a functional, safe, and aesthetic hierarchy of roads and streets.
TEAM FLAGSTAFF STRATEGIC PLAN:
Strategic priority #3 (2.): Deliver outstanding services through a healthy environment, resources, and infrastructure.
Strategic priority #4 (1.): Foster a safe, healthy, equitable and accessible community.
Transportation and Other Public Infrastructure:
Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
REGIONAL PLAN:
Goal WR.2. Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources.
Policy WR.2.2. Maintain and develop facilities to provide reliable, safe, and cost-effective water, wastewater, and reclaimed water services.
Goal T.8. Establish a functional, safe, and aesthetic hierarchy of roads and streets.
Policy T.8.6. Maintain the City’s street infrastructure in a cost-effective manner to ensure the safety and convenience of all users.
TEAM FLAGSTAFF STRATEGIC PLAN:
Strategic priority #3 (2.): Deliver outstanding services through a healthy environment, resources, and infrastructure.
Strategic priority #4 (1.): Foster a safe, healthy, equitable and accessible community.
Has There Been Previous Council Decision on This:
Council previously approved the ballot language for the Road Repair and Street Safety Initiative (Prop. 406).
Options and Alternatives:
- Approve the award as recommended. Approval will allow work to move forward in the calendar year 2018; or,
- Reject approval of the award as recommended. This action would delay the project until next construction season. If rejection occurs, possible options include:
- Re-advertise the project and open new bids; or
- Suspend or cancel the project completely.
Background and History:
On November 18, 2014, Council adopted the results of the General Election held on November 4, 2014. In the 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. Attached is the Road Repair and Street Safety Program Schedule for 2015 – 2022. Mountain Drive and Mesa Drive both qualified to receive pavement and utility improvements due to their existing pavement overall condition index (scale of 100-0) being at or below 50 and their existing utilities needing repair or replacement due to consistent maintenance or age.
On March 27, 2018, the Purchasing Section posted an Invitation for Bids (IFB) solicitation for construction on the PlanetBid’s website and advertised the IFB in the Arizona Daily Sun on April 1 and 8, 2018. There were six (6) bids received and opened electronically on April 27, 2018. A summary of the bids received is identified in the Key Considerations section below. Eagle Mountain Construction Co. was determined to be the lowest responsive and responsible bidder.
On March 27, 2018, the Purchasing Section posted an Invitation for Bids (IFB) solicitation for construction on the PlanetBid’s website and advertised the IFB in the Arizona Daily Sun on April 1 and 8, 2018. There were six (6) bids received and opened electronically on April 27, 2018. A summary of the bids received is identified in the Key Considerations section below. Eagle Mountain Construction Co. was determined to be the lowest responsive and responsible bidder.
Key Considerations:
On April 27, 2018, six (6) bids were received for the project. All bids include the contract allowance of $70,000.00.
Engineer's Estimate (without contract allowance): $1,341,588.50
The Contract Allowance 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 $70,000.00 Contract Allowance is roughly 5% (rounded up to the nearest $5,000.00) of the engineer’s estimate amount of $1,341,588.50, which represents the combined construction cost for the two projects. The Contract Allowance is used only at the City’s discretion.
Change Order Authority is established to address inevitable differing field conditions usually becoming time-sensitive major construction issues resulting in unforeseen costs that are more than the contracted amount. Change Order Authority provides the City Manager, on behalf of the Council, the administrative authority to amend the contract amount up to an established dollar amount (10% of the Contract Price, less the Contract Allowance) and is only utilized if the Contract Allowance is or would become exhausted.
| Eagle Mountain Construction Co. | $933,300.00 |
| Mountain High Excavating, LLC | $1,217,258.00 |
| L.P.'s Excavating, Inc. | $1,285,802.00 |
| Kinney Construction, LLC. | $1,422,326.00 |
| Fann Contracting, Inc. | $1,581,881.00 |
| Capital Improvements, LLC | $1,986,893.00 |
Engineer's Estimate (without contract allowance): $1,341,588.50
The Contract Allowance 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 $70,000.00 Contract Allowance is roughly 5% (rounded up to the nearest $5,000.00) of the engineer’s estimate amount of $1,341,588.50, which represents the combined construction cost for the two projects. The Contract Allowance is used only at the City’s discretion.
Change Order Authority is established to address inevitable differing field conditions usually becoming time-sensitive major construction issues resulting in unforeseen costs that are more than the contracted amount. Change Order Authority provides the City Manager, on behalf of the Council, the administrative authority to amend the contract amount up to an established dollar amount (10% of the Contract Price, less the Contract Allowance) and is only utilized if the Contract Allowance is or would become exhausted.
Community Benefits and Considerations:
The Mountain/Mesa project Construction Cost Subtotal is $863,300.00 plus a roughly 5% Contract Allowance of $70,000.00 that was based on the engineer’s estimate, which equals the total Contract Price of $933,300.00.
The Mountain/Mesa project is funded by the total budget appropriations of $10,187,385.00 (includes FY 18 budget and FY 19 proposed budget) from the Road Repair and Street Safety – Utility Replacements and Overlays Fund (account number 046-05-116-3331-6). Of the $10,187,385.00 total budget appropriations $933,300.00 is reserved for the Mountain/Mesa project construction costs. The remaining balance is reserved for the various project costs (design, permitting, staff, and construction costs) of the four other Bundled projects funded in FY 18 and FY 19 under the Utility Replacements and Overlays Fund and as seen in the attached Road Repair and Street Safety Program Schedule for 2015 – 2022.
The Mountain/Mesa project is funded by the total budget appropriations of $10,187,385.00 (includes FY 18 budget and FY 19 proposed budget) from the Road Repair and Street Safety – Utility Replacements and Overlays Fund (account number 046-05-116-3331-6). Of the $10,187,385.00 total budget appropriations $933,300.00 is reserved for the Mountain/Mesa project construction costs. The remaining balance is reserved for the various project costs (design, permitting, staff, and construction costs) of the four other Bundled projects funded in FY 18 and FY 19 under the Utility Replacements and Overlays Fund and as seen in the attached Road Repair and Street Safety Program Schedule for 2015 – 2022.
Community Involvement:
- Replacing aged and defective water and sewer infrastructure to meet current standards.
- Abandoning existing water main that does not meet current standards.
- Utilizing alternative construction methods to minimize private property disturbance.
- Combining two City projects under one Construction Contract to reduce costs.
- Replacing aging asphalt that is no longer maintainable with a chip seal or overlay.
- Reducing required maintenance within the construction of the new infrastructure.
Expanded Options and Alternatives:
Inform, Involve, Empower:
- In November 2014, voters approved a dedicated sales tax increase to fund road repairs and street safety improvements throughout the City of Flagstaff.
- The project is shown in the interactive map located under the Road Repair and Street Safety Updates on the City of Flagstaff’s Website at www.flagstaff.az.gov/roadsafety.
- Staff has met with individual property owners and will continue to do so through construction.
- A public meeting was held on September 6, 2017, at City Hall. City Staff and Plateau Engineering Inc. were in attendance. City Staff presented the Project and held discussions with residents from the neighborhoods.
- The City of Flagstaff’s Capital Improvements Program presented an update of the 2018 Construction Projects, which included the RR&SS Bundle #3 Mountain/Mesa project, at the April 4, 2018, Transportation Commission Meeting.
- In May 2018, staff sent temporary entry permit requests and project notices to approximately 40 property owners adjacent to the project.
- The Project Stakeholders, FUSD, NAIPTA, Flagstaff Medical Center, and all First Responders were updated on the anticipated start date in May 2018.
Attachments
- Construction Contract
- Contract Exhibit A - MAG Revisions
- Contract Exhbit B - Special Provisions
- Context Map - Mountain & Mesa
- Vicinity Map - Mountain
- Vicinity Map - Mesa
- RR&SS 2015-2022 Schedule