Consideration and Approval of Contract:  Multiple Job Order Contracting Services Contracts for upcoming projects under $1,000,000.

A) Approve award of Job Order Contracting Contracts to 17 contractors representing six discipline areas.
  1. Horizontal Construction: Achen-Gardner Construction, Kinney Construction Services (KCS) and Kear Civil Corporation
  2. Vertical Construction: Kinney Construction Services (KCS), Loven Contracting and Wespac Construction
  3. Water/Wastewater General Construction: Felix Construction, PCL Construction and Summa Construction
  4. Water/Wastewater Controls Construction: Alliance Contractors, EIC Engineers and Quantum Controls
  5. Landfill Construction: Fann Construction, Rummel Construction and SDB Contractors
  6. Signing & Barricades: Action Barricade & Traffic Safety
B) Authorize the City Manager to execute the necessary documents.

Award of the Job Order Contracting (JOC) contracts will allow expediency for project delivery during the short construction months, while providing best value to the project. The City has utilized cooperative contracts in the past to accommodate this need. The JOC Services Contracts follow the Arizona Revised Statutes (A.R.S.) Title 34 expenditure limits for Job Order Contracting.

Costs will be expended from budgets already approved and allocated by the City Council. Awarding multiple contracts based on specific areas of qualifications and experience on an as needed basis will result in increased efficiency.  

No.

1) Approve the multiple contract awards as recommended
2) Approve a smaller number of contracts
3) Reject the JOC Services Contracts and re-solicit with revised scopes of disciplines
4) Reject the JOC Services Contracts and do not re-solicit   

The City of Flagstaff handles and manages a significant number of projects, which span a wide range in size and complexity in each discipline area. Job order contracting (JOC) is a way for the City to get numerous, commonly encountered construction projects done quickly and easily during the short construction season. JOC reduces unnecessary levels of engineering, design, and contract procurement time along with construction project procurement costs by awarding long-term contracts for a wide variety of renovation, repair and construction projects. Staff determined that up to three contractors in each discipline area would be adequate to handle the estimated projects needed. This includes the recent tax increase approved by voters for roadway repairs.

Additionally, the City has also utilized cooperative contracts from other municipal agencies for required JOC projects. Some  cooperative contracts may carry an administration fee, either charged to the contractor and passed through the pricing to the City, or directly to the City. Having the City of Flagstaff's own JOC contracts could eliminate or reduce the need to utilize cooperatives.

Purchasing utilized the Request for Statement of Qualifications (RSOQ) solicitation method in determining the most qualified and experienced contractors participating in JOC Services. The RSOQ rendered 48 Statement of Qualifications (SOQ) from interested contractors over all disciplines. An evaluation committee comprised of six members, including one local registered contractor, evaluated all responses in the following evaluation criteria:

A. Contractor/Team Overview, General Background & Information
B. Company Project Management Approach
C. Experience and Qualifications of Contractor and Key Personnel
D. Project Approach
E. Executive Summary of Qualifications and Experience Presented
F. Value Added Knowledge and Experience

After completing the evaluation process, the evaluation committee identified three top firms in each discipline. Except for the Signing & Striping discipline where only two contractor's submitted SOQs, staff recommends award to the top three contractors in each discipline area. Scoring summary results are attached.

The JOC Services contracts (attached as JOC Services Contract) allows for an initial three (3) year term, with the option to extend the contract for two (2) one year additional terms. Specific projects will be awarded on an as needed basis, based upon competitive pricing requested of the contractors. Each project will then be awarded on a separate construction contract containing the City's required terms and conditions, bonding requirements, and engineering requirements for City owned construction projects (attached as JOC Contract).        

Job Order Contracting Services will allow the City to react more quickly to repair, enhancements and additions of facilities and roadways. Considerable time will be saved in staff time in order to maximize the large number of projects needed during the small construction season window, and minimizing the number of winter shut downs needed.  The City saves the cost of multiple solicitation advertisements and staff time and related soft dollar costs for conducting a formal solicitation process for each separate project.

Increased efficiency in project delivery could render project and staff time savings that could then be utilized in other additional projects.   

Community will receive repair and enhancements to their roadways and service facilities in a more expedient manner.  

N/A

None