9.A.
City Council Meeting - FINAL
- Meeting Date:
- 09/16/2014
- Co-Submitter:
- Martin Ince, Multi-Modal Planner
- From:
- Randy Whitaker, Project Manager
Information
TITLE:
Consideration of Construction Contract: Flagstaff Urban Trail System (FUTS) Signing Project (Approve contract with Conco Concrete Specialists, L.L.C. in the amount of $152,632.00)
RECOMMENDED ACTION:
1) Award the construction contract to Conco Concrete Specialists, LLC of Lakeside, Arizona in the total award amount of $152,632.00, which includes $15,000.00 in Contract Allowance with a contract period of 150 calendar days; authorize Change Order Authority to the City Manager in the amount of $5,000.00 for unanticipated additional costs; and authorize the City Manager to execute the necessary documents.
Policy Decision or Reason for Action:
Awarding the contract will authorize the construction of the FUTS Signing Project in accordance with the contract documents.
Financial Impact:
The project will use budget from the FUTS Fund using accounts 045-05-111-3305-5-XXXX and 045-05-111-3018-5-XXXX in FY 2015. Also, the project is funded by a grant from the U.S. Department of Transportation, Federal Highway Administration through the Arizona State Parks Recreational Trails Program ("RTP") in the amount of $227,777.00. The final project cost will be divided between the fund sources, 35% City and 65% Grant.
Connection to Council Goal:
COUNCIL GOALS:
2. Fund existing and consider expanded recreational services
2. Fund existing and consider expanded recreational services
Has There Been Previous Council Decision on This:
Yes, a Grant IGA with Arizona State parks was approved on 11/05/10.
Options and Alternatives:
- Approve the award as recommended
- Reject bids and re-advertise the project, which would forfeit the Arizona State Parks Grant and necessitate the suspension or cancellation of the project
Background/History:
The FUTS signing project will install a comprehensive system of trailhead, directional, warning, regulatory, boundary, and interpretive signs that are intended to benefit wayfinding, increase safety and comfort, and promote awareness and appreciation on Flagstaff’s urban trails. Approximately 325 signs will be installed. The sign designs use consistent themes, rooted in Flagstaff context and character, to help establish an identity for the trails (see attachment).
Key Considerations:
This is a joint project between the Arizona State Parks and the City. The City will be administering the construction of the project. The bid solicitations were published two times, August 3 and 10, 2014. Three bids were received on August 25, 2014 at the office of the City Purchasing Agent. A summary of the bids received are:
| Bidder | Total |
| Engineer’s Estimate | $365,000.00 |
| Conco Construction | $152,632.00 |
| Architectural Graphics | $242,620.00 |
| Woodruff Construction | $354,934.00 |
Expanded Financial Considerations:
The project was not carried over from FY 2014 so we will use the accounts mentioned above for appropriation. Also,the project is partially funded by the federal Recreational Trails Program ("RTP") administrated by the Arizona State Parks. The awarded RTP funds are $227,777.00.
Community Benefits and Considerations:
The signs will help residents and visitors navigate the FUTS, which is a city-wide network of non-motorized, shared-use pathways that connect neighborhoods, shopping, places of employment, schools, parks, open space, and the surrounding National Forest. At present there are just over 50 miles of FUTS trails in Flagstaff. The overall master plan shows about 80 miles of future trails, to complete a planned system of 130 miles.
Community Involvement:
Inform: A number of presentations were made to the Bicycle and Pedestrian Advisory Committees, Parks and Recreation and Open Space Commissions, and several outside groups at the beginning of the design process.
Expanded Options and Alternatives:
- Approve the award as recommended
- Reject the award and re-advertise the project. Rejecting could forfeit $227,777.00 in Arizona State Parks funding. The project would need to be suspended until alternative funding is identified;or,
- Cancel the project and reprogram City matching funds for another project.