Consideration and Approval of Amendment One to the Construction Manager at Risk Construction Phase Services Agreement: Approve Amendment One to the Construction Manager at Risk Construction Phase Services Agreement No. 2016-54-1 with Eagle Mountain Construction Inc., in the amount of $2,455,886.83 for a Total Contract Price of $4,425,658.02. Council awarded the Phase 1 Utility Improvements on April 27, 2017 with the understanding that Phase 2 Roadway Improvements would be presented for Council’s consideration at the June 20, 2017 meeting.

Staff recommends an approval of Amendment One to the Agreement No. 2016-54-1 with Eagle Mountain Construction, Inc. (EMC) to include Phase 2 the Roadway Improvements portion of the RR&SS Bundle #2 (Beaver/Dale) project for a Total Contract Price of $4,425,658.02.  Phase 2 Roadway Improvements include new storm drain systems, new asphalt pavement, new select edge improvements, and addition of a dedicated bike lane on N. Beaver St. from Columbus Ave. to Cherry Ave.  Phase 1 Utility Improvements construction began on May 30, 2017.  Pending Council approval, Phase 2 Roadway Improvements construction is anticipated to begin July 24, 2017.  Both phases are to be completed in the current contract time of 488 calendar days ending in August 2018, which includes an anticipated winter shutdown from approximately December 2017 to April 2018 pending weather conditions.  Please refer to the attached context and vicinity maps.

The RR&SS Bundle #2 (Beaver/Dale) project is funded in the Road Repair and Street Safety – Utility Replacements and Overlays Fund program which has the total budget appropriations of $9,144,212.00 (includes FY 17 budget and FY 18 proposed budget).  The other funding sources are $16,000.00 from NAIPTA for temporary bus stops on N. Humphreys Street.

COUNCIL GOALS:
Transportation and Other Public Infrastructure:

• Replacement of aging infrastructure

REGIONAL PLAN:
Goal T.8. Establish a functional, safe, and aesthetic hierarchy of roads and streets. 
 
TEAM FLAGSTAFF STRATEGIC PLAN:
Strategic priority #4: Work in partnership to enhance a safe and livable community

1.  Foster a safe, healthy, equitable and accessible community.

• Council previously approved the ballot language for the Road Repair and Street Safety Initiative (Prop. 406).
• Council adopted the FY16 and FY 17 budgets and these appropriations were included in those budgets.
• Council approved the award of both Consultant Services and CMAR Design and Construction Phase Services Contracts for the design of RR&SS Bundle #2 (Beaver/Dale) project to The WLB Group, Inc. (WLB) and to EMC, respectively, at the September 20, 2016 Council Meeting
• On April 27, 2017, Council approved the award of the Agreement for the Phase 1 Utility Improvements portion of the Road Repair and Street Safety Program (RR&SS) Bundle #2 (Beaver/Dale) project for a Contract Price of $1,969,771.19.

1. Approve the award as recommended. Approval will allow Phase 2 work to move forward in calendar year 2017; or,
2. Reject approval of the award as recommended. If rejection occurs, possible options include:
   1. Ask staff to re-evaluate the recommendation; or
   2. Suspend or cancel the project completely.

On November 18, 2014, Council adopted the results of the General Election held on November 4, 2014.  In the General Election voters approved a dedicated sales tax increase, Proposition 406, which included funding for road repairs and street safety improvements throughout the City of Flagstaff.  Attached is the Road Repair and Street Safety Program Schedule for 2015 – 2022.  Beaver St. and Dale Ave. both qualified to receive pavement and utility improvements and their proximity made them ideal projects to combine into Bundle #2 of the Road Repair and Street Safety Program.
 
Phase 1 Utility Improvements consist of upgrading the existing water main and water services in Beaver St., upgrading the existing water services and extending stubbed out water mains in Dale Ave., upgrading select existing sections of sewer main, upgrading the existing sewer services, installing new underground traffic signal conduit in Beaver St., and installing new street lights with underground electric on Beaver St.
Phase 2 roadway improvements consist of upgrading the underground stormwater system in Sullivan Ave. and Hunt Ave. from Beaver St. to Humphreys St. to improve drainage, re-building the roadway section on Beaver St. to improve ride quality and drainage, rebuilding portions of the roadway section on Dale Ave. to relieve the extreme roadway cross slope, milling and overlaying the roadway on Dale Ave. where possible, replacing select edge improvements (curb/gutter, sidewalk, sidewalk ramps, valley gutters, etc.), and modifying the existing striping plan to include a dedicated bike lane in place of the west side on-street parking on Beaver St. 
 
Council approved the award of the Agreement for the Phase 1 Utility Improvements on April 27, 2017 with the understanding that Phase 2 Roadway Improvements would be presented for Council’s consideration at the June 20, 2017 Council Meeting.

The current striping plan on N. Beaver St. from Columbus Ave. to Birch Ave. does not currently meet City of Flagstaff standard widths.  The Transportation Program and the City’s Multi-Modal Planner presented and held discussions about changes to the striping on Beaver St. with NAIPTA and at the Transportation Commission, the Bicycle Advisory Committee, and the Pedestrian Advisory Committee Meetings.  The Transportation Program also sent mailers to residences and business on Beaver St. and the side streets, regarding the striping changes and invitations to the discussions at the Transportation Commission Meetings.  Additionally, a parking study was performed on Beaver St. between Columbus Ave. and Cherry Ave.  The parking study revealed that the on-street parking on both sides of Beaver St. are not at capacity and the volume of parked vehicles could be accommodated on the east side of the street.  The striping changes were well received at the Public Outreach Meeting and the Downtown Business Alliance Meeting.  The horizontal alignment of the curbs on Beaver St. are not changing.

The Construction Manager at Risk (CMAR) method of procurement was selected to expedite the design and construction schedule and to accommodate sequencing of construction activities for a complex project with limits in an established neighborhood and the downtown district.  Council’s approval of the Agreement allowed underground utility construction to begin two months ahead of the original schedule.  The contractor will be intimately involved with the coordination of construction activities and keeping the stakeholders informed on schedule, sequence, and minimizing impacts to the community during construction.

Phase 1 (Approved by Council on April 27, 2017)
Guaranteed Maximum Price            $1,875,972.56             
Owners Contingency                           $93,798.63
Contract Price                                  $1,969,771.19 
 
Phase 2 (Pending approval by Council on June 20, 2017)
Guaranteed Maximum Price            $2,316,874.37
Owners Contingency                          $139,012.46
Contract Price                                $2,455,886.83
 
Total Contract Price                        $4,425,658.02

• Eliminating recurring drainage issues.
• Replacement of aging asphalt pavement that can no longer be maintained with a chip seal or pavement overlay.
• Improving the overall ride quality of the streets.
• Relieving the extreme crown on Beaver St.
• Eliminate vehicles ability to park on the sidewalk.
• Removing the west side on street parking and replacing it with a dedicated bike line to increase the width of the travel lanes and east side on-street parking stalls that do not currently meet City standard widths.
• Relieving the extreme cross slope on Dale Ave.
• Complete a missing gap in dedicated bike lane from Forest Ave. to the downtown area.
• Construction coordination with two City projects to minimize inconveniences to the downtown area and the public.

Inform, Involve, Empower:

• In November 2014, voters approved a dedicated sales tax increase to fund road repairs and street safety improvements throughout the City of Flagstaff.
• The City of Flagstaff notified the public of the project in the summer and winter 2016 Cityscape.
• The project is shown in the interactive map located under the Road Repair and Street Safety Updates on the City of Flagstaff’s Website at: http://www.flagstaff.az.gov/index.aspx?nid=3210
• In September 2016, staff sent temporary entry permit requests and project notices to approximately 80 property owners adjacent to the project.
• The City of Flagstaff’s Capital Improvements Engineer presented an update of the Road Repair and Street Safety Program, which included the RR&SS Bundle #2 (Beaver/Dale) project, at the February 1, 2017 Transportation Commission Meeting.
• The City’s Transportation Program sent out mailers to residences and businesses on Beaver St. and the side streets, regarding the striping changes and extending invitations to the public discussions at the Transportation Commission Meetings.
• Transportation Program Staff presented to the Transportation Commission at the October Meeting and held discussions about the striping changes at September, October, and November meetings.
• Staff presented to the Bicycle Advisory Committee and held discussions about the striping changes at the September 22, 2016 meeting.
• Staff presented to the Pedestrian Advisory Committee and held discussions about the striping changes at the October 13, 2016 meeting.
• The Project Stakeholders, ADOT, FUSD, NAIPTA, Flagstaff Medical Center, and all First Responders were notified of the upcoming project and were asked to provided their input and any concerns.  They were also consulted with during the development of the traffic control plan for the project.
• Public notices were sent out for the public meeting held on March 30, 2017 at City Hall.  City Staff, EMC, and WLB were in attendance.  City Staff presented the Project and held discussions with residents and business owners from the neighborhood.
• Staff, EMC, and WLB met with the Downtown Business Alliance (DBA) Members to present and discuss the Project at the April 3^rd DBA Meeting.
• Capital Improvements Staff, EMC, Public Works Staff, the City’s Community Events Supervisor, and the Chamber of Commerce representatives met to discuss accommodations for events in the downtown area during construction, including the 4^th of July parade.
• Staff has met with individual property/business owners and will continue to do so regularly during construction.
• EMC provided electronic message boards notifying the public of the upcoming construction.
• EMC sent out mailers and have gone door-to-door prior to and during construction, to adjacent residences and business notifying them of the upcoming project and the phasing of project as construction has progressed.