9.B.
City Council Meeting - FINAL
- Meeting Date:
- 05/05/2015
- From:
- Randall Groth, Project Manager
Information
TITLE:
Consideration and Approval of Contract: Hospital Rim and Switzer Mesa Flagstaff Urban Trail System (FUTS) Improvements (Approve contract with RTR Paving and Resurfacing, Inc. in the amount of $297,434.00).
RECOMMENDED ACTION:
1) Approve the construction contract with RTR Paving and Resurfacing, Inc. in the amount of $297,434.00 (includes a $30,500 contract allowance) and a contract time of 150 calendar days.
2) Approve Contract Change Authority to the City Manager in the amount of $26,693.00 (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 the construction of aggregate surfaced trails in two locations; 1.) Hospital Rim between Beaver Street and the intersection of Fort Valley Road and Forest Avenue and 2.) Switzer Mesa from N. Pine Cliff Drive to Hemlock Way. The construction will infill two missing segments of the FUTS system resulting in a more complete bicycle and pedestrian route. The projects are funded with Transportation Tax and are elements of the Flagstaff Urban Trail System Plan and the Regional Bikeways Plan.
Financial Impact:
The Hospital Rim FUTS has a total FY 15 budget of $266,750 (account 045-05-111-3013-5) and the Switzer Mesa FUTS has a total FY 15 budget of $141,350 (account 045-05-111-3022-5) for a combined project total of $408,100.
Connection to Council Goal and/or Regional Plan:
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
6) Relieve traffic congestion throughout Flagstaff
7) Address key issues and processes related to the implementation of the Regional Plan
Goal T.1. Improve mobility and access throughout the region.
Goal T.2. Improve transportation safety and efficiency for all modes.
6) Relieve traffic congestion throughout Flagstaff
7) Address key issues and processes related to the implementation of the 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.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 T.6. Provide for bicycling as a safe and efficient means of transportation and recreation.
Has There Been Previous Council Decision on This:
The Council adopted the FY 15 budget at the June 17, 2014 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 year 2015, or
2.) Reject approval of the award. This would delay the project. If rejection occurs, possible options include:
2.) Reject approval of the award. This would delay the project. If rejection occurs, possible options include:
- Re-advertise the project and open new bids. Justification for this action would be required to meet procurement protocols.
- Suspend or cancel the project.
Background/History:
The 1,400 LF Hospital Rim FUTS will be primarily an aggregate trail that will convert an existing social trail into an official trail of the FUTS system. Approximately 450 LF of the trail will be concrete, specifically where steeper grades preclude the use of aggregate as a surface. The trail alignment begins at Beaver St., following a natural bench on the hillside between the medical center and the Bashas' shopping center and then transitions down the hillside to Forest Avenue at Fort Valley Rd. The trail will provide a link from Beaver St. to the Fort Valley Trail. The City has acquired property rights (easements) from the Flagstaff Medical Center.
The 1,430 LF Switzer Mesa FUTS (also known as the McMillan Mesa trail) is an aggregate trail that will connect N. Pine Cliff Drive to Hemlock Way. The project will complete the connection between the Arizona Trail and the Sunset Trail and will also link to the Mesa Ridge Trail, adjacent to Basis School.
Staff issued a solicitation for construction bids, and was advertised on March 15 and March 29. Three bids were received by the opening date of April 7, and RTR Paving and Resurfacing were determined to be the lowest responsive responsible bidder. A tabulation of bids is summarized below in Expanded Financial Considerations.
The 1,430 LF Switzer Mesa FUTS (also known as the McMillan Mesa trail) is an aggregate trail that will connect N. Pine Cliff Drive to Hemlock Way. The project will complete the connection between the Arizona Trail and the Sunset Trail and will also link to the Mesa Ridge Trail, adjacent to Basis School.
Staff issued a solicitation for construction bids, and was advertised on March 15 and March 29. Three bids were received by the opening date of April 7, and RTR Paving and Resurfacing were determined to be the lowest responsive responsible bidder. A tabulation of bids is summarized below in Expanded Financial Considerations.
Key Considerations:
The project will add approximately 2,850 linear feet (LF) to the Flagstaff Urban Trail System. Neighborhoods will have a more direct and continuous bicycle and pedestrian connection to other trails within the FUTS network.
Expanded Financial Considerations:
The trails are programmed in the Capital Improvement 5-year plan and are part of the Flagstaff Urban Trail System Plan and the Regional Bikeways Plan.
Three bids were received on April 7, 2015 and staff has determined that RTR Paving and Resurfacing is the lowest responsive and responsible bidder. Below is a summary of the bids received. The bid tabulation sheet is included as an attachment.
A 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 Manger, on behalf of the City Council, authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount.
Three bids were received on April 7, 2015 and staff has determined that RTR Paving and Resurfacing is the lowest responsive and responsible bidder. Below is a summary of the bids received. The bid tabulation sheet is included as an attachment.
| Engineer's Estimate | $ 356,525.00 |
| RTR Paving & Resurfacing | $ 297,434.00 |
| Rumco | $ 314,861.00 |
| Eagle Mountain Construction | $ 445,302.00 |
A 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 Manger, 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:
- completion of two missing segments of the FUTS system, providing connectivity between existing trail sections
- the connectivity will further enhance the experience for FUTS trail system for citizens and visitors to Flagstaff
Community Involvement:
Collaborate: the Capital Improvements project manager, the Assistant to the City Manager for Real Estate and the City Legal Department have met with the Flagstaff Medical Center staff and negotiated for property rights acquisition.
Expanded Options and Alternatives:
1.) Approve the award as recommended. This would allow the project to be built in 2015.
2.) Reject approval of the award.
This option would likely delay the construction until calendar 2016. This may increase construction costs and would increase overall cost to the project budget.
2.) Reject approval of the award.
This option would likely delay the construction until calendar 2016. This may increase construction costs and would increase overall cost to the project budget.