9.A.
City Council Meeting - FINAL
- Meeting Date:
- 10/06/2015
- From:
- Ryan Roberts, Utilities Engineering Manager
Information
TITLE:
Consideration and Approval of Contract: Water Meter Vault replacement project (Approve construction contract with Eagle Mountain Construction for the replacement of the existing water meter vault located at 2515 East Butler Avenue, Little America Hotel )
RECOMMENDED ACTION:
-
1) Award the construction contract to Eagle Mountain Construction of Flagstaff, Arizona in the award amount of $94,159 which includes $6,000 in contract allowance. The contract period is for 160 days; and
2) Authorize Change Order Authority to the City Manager in the amount of $8,815.90 10% of the bid contract amount, (less contract allowance) for unanticipated additional costs;and
3) Authorize the City Manager to execute the necessary documents
Executive Summary:
This is a operation and maintenance project to replace an old and obsolete water meter and vault for Little America Hotel. The existing water meter assembly including bypass piping, gate valves, and concrete vault is located in the driveway entrance to the truck refueling station. The existing 8" fire service meter and vault are failing and in need of replacement. Extensive coordination with this business owner has been made in advance of this proposed project construction including updating of easements and identifying private utility service lines on-site in the vicinity of this project. Additional coordination with Little America will occur for water meter disconnect and reconnect. Awarding the contract will authorize the construction of new water meter vault in accordance with the approved Public Improvements construction Plans prepared by Woodson Engineering.
Financial Impact:
Fundng is available in the Fiscal Year 2015-2016 Utilities Department Capital Budget.
The Water Meter Vault replacement project is funded by the total budget appropriation of $100,000 in FY 16 (account No. 202-08-370-3165-0-4461)
The Water Meter Vault replacement project is funded by the total budget appropriation of $100,000 in FY 16 (account No. 202-08-370-3165-0-4461)
Connection to Council Goal and/or Regional Plan:
COUNCIL GOALS:
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics. This project is needed to replace utility infrastructure that has reached the end of it's useful asset life.
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics. This project is needed to replace utility infrastructure that has reached the end of it's useful asset life.
Has There Been Previous Council Decision on This:
None
Options and Alternatives:
1) Approve then award as recommended.
2) Reject the approval of the award and direct staff to re-advertise the project. This option would further delay the construction start date and cause the work be delayed until spring 2016.
2) Reject the approval of the award and direct staff to re-advertise the project. This option would further delay the construction start date and cause the work be delayed until spring 2016.
Background/History:
Staff issued a solicitation for construction bids on May 6, 2015, and was advertised on May 10 and May 17, 2015. Four bids were received by the opening date of May 28, 2015 and Eagle Mountain Construction was determined to be the lowest responsive responsible bidder. The following is a summarized tabulation of base bids received:
| Bidder | Total |
| Eagle Mountain Construction | $94,159. |
| Tiffany Construction | $107,176. |
| Fann Environmental, LLC | $116,170. |
| A. Minor Contracting | $126,000. |
Key Considerations:
The scope of work includes a new water meter vault and meter for Little America Hotel located at Butler Avenue. The existing water meter assembly including bypass piping, gate valves, and concrete vault is located in the driveway entrance to the truck refueling station. The existing 8" fire service meter and vault are failing and in need of replacement.
Construction impacts may include temporary lane closures with traffic flagging but will still allow access to Butler Avenue and Little America Truck stop. There is no impact to the Little America hotel entrance. Extensive coordination with this business owner has been made in advance of this project construction including updating of easements and identifying private utility service lines on-site in the vicinity of this project. Additional coordination with Little America will occur for water meter disconnect and reconnect.
Construction impacts may include temporary lane closures with traffic flagging but will still allow access to Butler Avenue and Little America Truck stop. There is no impact to the Little America hotel entrance. Extensive coordination with this business owner has been made in advance of this project construction including updating of easements and identifying private utility service lines on-site in the vicinity of this project. Additional coordination with Little America will occur for water meter disconnect and reconnect.
Expanded Financial Considerations:
Project expenditures will be funded by the Utilities 2016 Capital Improvement Program project # WW 3165 and innoprise account number 202-08-370-3165-0-4461.
Community Benefits and Considerations:
This project is an standard equipment maintenance replacement for a large commercial customer. No direct community benefit.
Community Involvement:
The City has consulted with the property owner to facilitate installation of the new water meter vault and coordinated the installation schedule to minimize impact to hotel operations as much as possible. Construction progress up-dates will be provided to the property owner as well as the community on the progress of this project.
Expanded Options and Alternatives:
1. Approve the award as recommended.
2. Reject approval of the award. This option would delay the construction start and cause the work to be deferred until spring 2016 and risk potential meter failure and emergency replacement.
2. Reject approval of the award. This option would delay the construction start and cause the work to be deferred until spring 2016 and risk potential meter failure and emergency replacement.