9.A.
City Council Meeting - FINAL
- Meeting Date:
- 03/03/2015
- From:
- Ryan Roberts, Utilities Engineering Manager
Information
TITLE:
Consideration and Approval of Contract: Lake Mary Well #2 Waterline Replacement.
RECOMMENDED ACTION:
-
1) Approve the construction contract with McDonald Bros Construction in the amount of $417,448 (includes a $24,000 contract allowance) and a contract time of 122 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $17,000 (10% of the contract amount, less allowance);
3) Authorize the City Manager to execute the necessary documents.
Executive Summary:
Award of this contract will authorize construction of the Lake Mary Well #2 Waterline project in accordance with the approved public improvement plans prepared by WLB Group dated August 8, 2013. Project work will include installing a new waterline between Lake Mary Well number 2 (LMW2) and the Lower Lake Mary Pump Station. The existing waterline between LMW2 and the Lower Lake Mary Pump Station was installed in 1940, is above grade and exposed to freezing temperatures during the wintertime. This condition prevents the Utilities department from utilizing this well during the winter months.
Project has been delayed two years in order to obtain Forest Service permit authorization and the relocation construction is in accordance with the stipulations in the Master Special Use Permit issued to the City of Flagstaff dated 10/6/2004 by the Coconino National Forest. All necessary Forest Service and Arizona Department of Environmental Quality construction permits have been obtained. This project is scheduled in the Utilities Capital 5-year plan, funded by Utility Rates and project funding was authorized by City Council in June 2013.
Project has been delayed two years in order to obtain Forest Service permit authorization and the relocation construction is in accordance with the stipulations in the Master Special Use Permit issued to the City of Flagstaff dated 10/6/2004 by the Coconino National Forest. All necessary Forest Service and Arizona Department of Environmental Quality construction permits have been obtained. This project is scheduled in the Utilities Capital 5-year plan, funded by Utility Rates and project funding was authorized by City Council in June 2013.
Financial Impact:
The total contract amount will be $417,448. The project has a total FY14 budget appropriation of $321,000 in account 202-08-370-3183-0-4271. The remaining $96,448 in funding to be taken from Utilities Water Production Operations budget, Lake Mary Well maintenance account number 202-08-301-1021-0-4229.
Connection to Council Goal and/or Regional Plan:
COUNCIL GOALS:
2) Ensure Flagstaff has a long-term water supply for current and future needs
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
2) Ensure Flagstaff has a long-term water supply for current and future needs
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
11) Ensure that we are as prepared as possible for extreme weather events
Has There Been Previous Council Decision on This:
The Council adopted the FY14 budget at the June 2013 Council meeting and this appropriation was included in that budget.
Options and Alternatives:
1) Approve the award as recommended. Approval will allow the work to move forward in calendar 2015 or;
2) Reject approval of this award. This would delay the project. If rejection occurs, possible options include:
2) Reject approval of this award. This would delay the project. If rejection occurs, possible options include:
- re-advertise the project and open new bids;
- suspend or cancel the project.
Background/History:
This project involves the replacement of a 12" Ductile Iron waterline from Lake Mary Well#2 to the Lower Lake Mary Pump Station. The existing line was installed in 1940, it is above ground and exposed to freezing temperatures during the winter. Existing line runs through a portion of Lower Lake Mary Dam. The new pipeline route will be shorter and provide for a connection from Lake Mary Well #1 as well. A photo of the existing line is attached to this staff summary.
Installation of this line has been delayed since 2013 awaiting Forrest Service permit authorization. This relocation construction is in accordance with the stipulations in the Master Special Use Permit issued to the City of Flagstaff dated 10/6/2004 by the Coconino National Forest. All necessary Forest Service and Arizona Department of Environmental Quality construction permits have been obtained.
Staff advertised bid solicitations for this project on 10/27/2014 through 12/3/2014. There were a total of 10 bids submitted, and staff determined McDonald Bros Construction to be the lowest responsive responsible bidder.
Installation of this line has been delayed since 2013 awaiting Forrest Service permit authorization. This relocation construction is in accordance with the stipulations in the Master Special Use Permit issued to the City of Flagstaff dated 10/6/2004 by the Coconino National Forest. All necessary Forest Service and Arizona Department of Environmental Quality construction permits have been obtained.
Staff advertised bid solicitations for this project on 10/27/2014 through 12/3/2014. There were a total of 10 bids submitted, and staff determined McDonald Bros Construction to be the lowest responsive responsible bidder.
Key Considerations:
The City of Flagstaff Utility Department is planning to install a new waterline between Lake Mary Well number 2 (LMW2) and the Lower Lake Mary Pump Station. Project work will include replacement of 4800 feet of twelve inch water line from Lake Mary Well #2 along Crimson Road to Forest Service Road 296, ending at the Lower Lake Mary Pump Station. The existing waterline between LMW2 and the Lower Lake Mary Pump Station is above grade in one location and can only be used as a water supply during the warm summer months. The Utilities department has been planning replacement of this line since FY 2001.
The anticipated timeline for construction is May 1-August 30, 2015.
The anticipated timeline for construction is May 1-August 30, 2015.
Expanded Financial Considerations:
Below is a summary of the bids received.
The Contract Allowance is established to accommodate costs for unanticipated items of work and is included in the contract amount.
Change Order Authority establishes a dollar amount (10% of the contract amount, less allowance) and provides the City Manager, on behalf of the City Council, authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount.
| Vendor | Bid Amount |
| McDonald Bros Construction | $417,448. |
| RK Sanders Construction | $431,810. |
| LB Contracting | $457,425. |
| Redpoint | $468,070. |
| Intermountain | $478,440. |
| Tri-Com | $478,603.75 |
| Capital Improvements | $560,425. |
| T&T Construction | $583,355 |
| Eagle Mountain | Non Responsive |
| Kincaid Civil Construction | Non Responsive |
The Contract Allowance is established to accommodate costs for unanticipated items of work and is included in the contract amount.
Change Order Authority establishes a dollar amount (10% of the contract amount, less allowance) and provides the City Manager, on behalf of the City Council, authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount.
Community Benefits and Considerations:
The community benefits of this project include:
- Replacement of aging waterline infrastructure (75 years old) which is subject to failure and beyond its useful life.
- New water infrastructure to meet current engineering standards and to allow water production from well #2 to be utilized in the City system during the wintertime. Currently well #2 is only able to operate during the warm summer months due to pipeline freeze conditions.
- Reduced maintenance and emergency repairs on this line.
Community Involvement:
Inform: Utilities staff has met with the Water Commission members and City Council through public Capital Improvement review and budget presentations on this project since 2001.
Involve: Consultant and Utilities staff has met with Coconino National Forrest Service personnel numerous times during the permit review process.
Involve: Consultant and Utilities staff has met with Coconino National Forrest Service personnel numerous times during the permit review process.
Expanded Options and Alternatives:
- Approve the award as recommended. This would allow the project to be built in summer 2015.
- Reject approval of this award. This option would delay the construction start and likely cause the work to span two construction seasons which would prevent water supplies from Lake Mary Well #2 to be available until work was completed. This may also increase project costs.