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7.
City Council Combined Special Meeting/Work Session - AMENDED
Meeting Date:
12/08/2020
Co-Submitter:
Bret Petersen
From:
Jeremy DeGeyter, Project Manager

TITLE:

Consideration and Approval of Contract: Approve the construction contract with RTR Paving & Resurfacing, LLC in the amount of $1,699,908.00 for the Fourth Street Reconstruction project.

STAFF RECOMMENDED ACTION:

  1. Approve the construction contract with RTR Paving & Resurfacing, LLC in the amount of $1,699,908.00 and a contract duration of 250 calendar days;
  2. Approve a contract allowance of $84,995.40, which is 5% of the lowest responsive bid;
  3. Approve Change Order Authority to the City Manager in the amount of $169,990.80 which is 10% of the lowest responsive bid;
  4. Authorize the City Manager to execute the necessary documents.

Executive Summary:

Award of the construction contract to RTR Paving & Resurfacing, LLC, will authorize the construction of the Fourth Street Reconstruction project in accordance with the approved public improvement plans prepared by AECOM. 

The general project scope includes a new, wider street cross section with two northbound and two southbound lanes and a center turn lane, northbound dedicated right turn lanes from Fourth Street onto Sparrow Avenue and onto Soliere Avenue, new streetlights, new traffic signals at Soliere Avenue, new fire hydrants, new 12” water main, additional conduit for future fiber optics, new 8” water main, curb and gutter and new sidewalk. Sidewalk will be installed across the project limits on the east side and a permanent FUTS trail will be connected on the west side. The reconstruction work will connect with the bridge replacement project over I-40 and continue the full width, complete street cross section to a point south of the Sparrow intersection.  Please see the attached context and vicinity maps.

Financial Impact:

The project is funded by the Transportation Tax, Street Improvements fund from the FY 2020-2021 authorized budget of $18,608 (Acct #040-05-112-3353-6-4441), the Transportation Tax, Roadway, Pedestrian, Bicycle and Safety Improvements fund from the FY 2020-2021 authorized budget of $1,359,344 (Acct #048-05-118-3353-6-4441), and balance forward from the Industrial Drive Phase III project in the amount of $1,702,740 (Acct #040-05-112-3056-6-4381/4421/4441), and $104,075 in additional FY 2021-2022 funding (Acct #202-08-370-3481-0-4463).

Policy Impact:

No impact.

Connection to PBB Key Community Priorities/Objectives & Regional Plan:

Safe & Healthy Community
-Ensure the built environment is safe through the use of consistent standards, rules and regulations, and land use practices.
-Promote physical health through providing recreation opportunities, parks, open space & multiple transportation options.
 
Sustainable, Innovative Infrastructure
-Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
-Provide effective management of and infrastructure for all modes of transportation.
 
Regional Plan
Goal T.1 - Improve mobility and access throughout the region.
Goal T.2 - Improve transportation safety and efficiency for all modes.
Goal T.4 - Promote transportation infrastructure and services that enhance the quality of life of the communities within the region.
Goal T.5 - Increase the availability and use of pedestrian infrastructure, including FUTS, as a critical element of a safe and livable community.
Goal T.6 - Provide for bicycling as a safe and efficient means of transportation and recreation.
Goal CD.1 Improve the City and County financial systems to provide for needed infrastructure development and rehabilitation, including enhancement of existing infrastructure.
Policy WR2.2 - Maintain and develop facilities to provide reliable, safe and cost-effective water, wastewater and reclaimed water services.

Has There Been Previous Council Decision on This:

Council has previously approved the FY 2021 Capital Improvement 5-Year Plan and authorized the FY 2021 budget for this project (including balance forward) in the amount of $3,080,692  ($18,608 + $1,359,344 + $1,702,740).  The project’s FY 22 proposed funding ($104,075) is being requested in the upcoming FY 2022 Capital Improvement 5-Year Plan which will be presented to Council at a later date. 

Options and Alternatives:

  1. Approve the award of the construction contract as recommended.  Approval will allow work on the project to move forward. 
  2. Reject all bids.  This action would delay the project.
    1. If rejection occurs, possible options include;
      1. Re-advertise the project and open new bids or
      2. Suspend or cancel the project.

Background and History:

Earlier in 2020 the Arizona Department of Transportation (ADOT), in partnership with the City of Flagstaff, completed construction on replacing the Fourth Street bridges over I-40.  The bridge project added additional travel lanes, and significantly increased safety for all modes of transportation, including new protected facilities for pedestrians and bicyclists. This reconstruction project will connect with the bridge replacement project over I-40 and continue the full width, complete street cross section to a point south of the Sparrow intersection.

On November 5, 2020 the Purchasing Section posted an Invitation for Bids (IFB) solicitation for construction on the PlanetBids' website and advertised the IFB in the Arizona Daily Sun on November 8th, and November 15th, 2020. There were six (6) bids received and opened electronically on December 2, 2020. A summary of the bids received are identified in the Key Considerations section below. RTR Paving & Resurfacing, LLC was determined to be the lowest responsive and responsible bidder.

Key Considerations:

On December 2, 2020, bids were received to construct the Fourth Street Reconstruction project.  The summary results are listed below.
  
Company Bid
Engineer’s Estimate $1,677,332.00
RTR Paving & Resurfacing, LLC $1,699,908.00
Mountain High Excavating $1,731,313.00
Kinney Construction, LLC $1,856,172.00
FANN Contracting, Inc $1,867,560.45
Capital Improvements, LLC $1,989,000.00
Combs Construction Company, Inc $2,310,395.85
Allowance at 5% of the low bid $84,995.40

The contract allowance is established to address unanticipated items of work, unknown items of work and/or differing field conditions and with authorization will be included in the contract amount.  The allowance is used only at the City’s discretion. See attached allowance justification form.
 
Change Order Authority establishes a dollar amount (10% of the contract amount) and provides the City Manager, on behalf of the Council, administrative authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount.

Community Involvement:

The reconstruction work will connect with the bridge replacement project over I-40 and continue the full width, complete street cross section to a point south of the Sparrow intersection. The project will install a new pavement cross section with two northbound and two southbound lanes and a center turn lane, northbound dedicated right turn lanes from Fourth Street onto Sparrow Avenue and onto Soliere Avenue, new streetlights, new traffic signals at Soliere Avenue, new fire hydrants, new 12” water main, additional conduit for future fiber optics, new 8” water main, curb and gutter and new sidewalk. Sidewalk will be installed across the project limits on the east side and a permanent FUTS trail will be connected on the west side.

Attachments