Consideration and Approval of Contract:  Construction Manager at Risk Design Phase Contract:  Street Maintenance Program 2015, 2016 and 2017 (Approve contract with C and E Paving and Grading, LLC in the amount of $112,821.00) .

1) Award the Construction Manager at Risk Contract with C and E Paving & Grading LLC in an amount not to exceed $ 112,821.00.
2) Authorize Change Order Authority of $ 11,282 (10%) to cover potential costs associated with unanticipated or additional items of work.
3) Authorize the City Manager to execute the necessary documents.

Provide improved safety and infrastructure maintenance.

The project is budgeted in FY 2015 account number 040-06-162-3073-6 in the amount of $2,784,982.00.

 Yes.  Council previously awarded a three year Consulting Services Agreement on January 15, 2013.

Approve the Construction Manager at Risk Design Phase Services Agreement as presented.  This will allow timely completion of the project.

Reject approval of the Agreement and direct staff to pursue traditional design-bid-build project delivery.  This would effectively delay progress on the project by two months.
 

 

On January 1, 2013, City Council approved an agreement for Consulting Services with Plateau Engineering, Inc. to provide engineering design and limited construction phase services for the Street Maintenance Program 2013, 2014 and 2015 projects.  Design of the 2015 program is currently under way and is scheduled to be complete in late February of 2015. 

In recent years, the Arizona State Legislature has authorized the use of Alternative Project Delivery Methods (APDM) in lieu of the traditional Design-Bid-Build method of project delivery.  These alternative methods allow a contracting agency the opportunity to select a construction team utilizing a Qualifications Based Selection process to procure construction services from a firm deemed most qualified to perform the work. 

On August 31, 2014, a Request for Statements of Qualifications for Construction Manager at Risk services was published in the Arizona Daily Sun and posted on the City’s Purchasing web site.  On September 23, 2014, the City of Flagstaff received 5 Statements of Qualifications from firms wishing to provide CM at Risk services for the project.  A selection committee of five members independently reviewed and evaluated those statements in accordance with guidelines established by the enabling legislation.  Based on numerical evaluation of the statements received, the firm of C and E Paving & Grading, LLC received the highest ranking and was deemed the most qualified among those submitting proposals to provide the desired design phase services.

CM @ Risk design phase services are scheduled to begin immediately upon approval of the Agreement.  Construction is scheduled to begin in April, 2015 and is estimated to be complete in July, 2015.

The City has established an annual program to maintain existing street pavements.  The overlay streets are selected after evaluation of the street condition using pavement management software owned by the City.  One half of the City street pavements are evaluated and ranked each year.  Each street pavement is assigned an overall condition index (OCI) based on the type and severity of the distress observed.  A pavement that has no distress is given an OCI of 100.  Each pavement distress such as cracking or roughness reduces the street’s OCI.  The street pavements are ranked by OCI and the pavements exhibiting the most severe distress are programmed for resurfacing with asphaltic concrete overlays as budget allows. 

The Construction Manager at Risk, Design Phase Services is to be funded by the Street Maintenance Program budget in FY 2015 through FY 2017 (040-06-162-3073-6).  Funding for design phase services in future program years will be provided from that year’s budget in the same account number.

The goal of the Street Maintenance Program is to use the available funds in the most efficient manner to lengthen the service life of the City street pavements and avoid costly pavement reconstruction.  The ADA improvements provide improved access for disabled citizens and visitors along existing streets and provide compliance with Federal requirements. 

Use of the Construction Manager at Risk method of project delivery will eliminate the need for an advertisement/bid/award process and will cut approximately two months off the project development schedule.  In addition, value engineering, constructability reviews and design input conducted as part of this service agreement have the potential to realize significant construction cost savings over the traditional design-bid-build delivery method.

Inform, Involve

There was no community involvement in the design phase procurement.  During construction, the Public Works Division will prepare weekly news releases that are distributed to the local media outlets describing the location of the street construction and any traffic restrictions planned for the week.  The contractor distributes written notices to all the adjacent businesses and residents in advance of the construction.

Approve the Construction Manager at Risk Design Phase Services Agreement as presented.  This will allow timely completion of the project.

Reject approval of the Agreement and direct staff to pursue traditional design-bid-build project delivery.  This would effectively delay progress on the project by two months.