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7.B. |
| City Council Meeting - FINAL |
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| TITLE: |
Consideration and Approval of Contract: Construction Manager at Risk Design Phases Services Agreement with C and E Paving & Grading, LLC for the annual Street Maintenance Program 2024, 2025 & 2026, in the amount of $139,943.13.
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| STAFF RECOMMENDED ACTION: |
- Approval of the Construction Manager at Risk Design Phases Services Agreement with C and E Paving & Grading, LLC for the annual Street Maintenance Program 2024, 2025 & 2026, in the amount of $139,943.13; and
- Authorize the City Manager to execute the necessary documents.
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| Executive Summary: |
The Public Works Streets Section maintains over 700 lane miles of roadway surface infrastructure for the citizens, regional community members, and visitors. Roadways throughout the City vary in design and capacity. In addition to automobile travel, all modes of transportation are integrated and encouraged within the right of way. Modes of travels such as mass transit, bicycle, and pedestrian opportunities are prevalent and our Streets crews strive to provide transportation infrastructure that is well connected and as safe as possible for travel, regardless of the chosen mode.
The City's annual Street Maintenance Program includes overlay and chip seal projects to improve aging infrastructure within our existing transportation network. Planning efforts include an evaluation of the asphalt surface, edge treatments, recent overlay project sections, roads that meet maintenance need, and road stripe engineering. Once the identified needs are prioritized, Streets utilizes funding provided from two sources to address the needs. The first source of revenue is Highway User Revenue Funds (HURF), or what’s commonly referred to as the gas tax, a state shared revenue. The second source of revenue provided is sales tax proceeds collected as a result of the 2014 voter approved Road Repair and Street Safety Program (RRSS).
This Council action, if approved, will allow Streets to engage local contractor C and E Paving & Grading, LLC, as the Construction Manager at Risk (CMAR) for the annual Street Maintenance Program 2024, 2025 & 2026 by entering into the Design Phase Services Agreement. It is anticipated that at a future City Council meeting, Staff will bring forward for approval, the Construction Phase Services Agreement - GMP1, for overlay and chip seal projects for 2024, utilizing and improving the community transportation infrastructure. |
| Financial Impact: |
Project Name: Road Repair and Street Safety Design and Construction
Cost: $139,943.13 (Design Phase)
Account Number Budgeted: 040-06-162-3073-6-4443 (HURF) and 046-06-163-3321-6-4443 (RRSS)
FY2023-2024 Budgeted Amount: $13,644,075
Grant Funded: No
Funding Source: Highway User Revenue Fund (HURF) and Proposition 406 - Road Repair & Street Safety Tax (approved 2014) |
| Policy Impact: |
The award of the CMAR Design Phase Services Agreement to C & E Paving and Grading, LLC will initiate the delivery of the annual Street Maintenance Program 2024, 2025 & 2026. Upon adoption of a subsequent CMAR Construction Phase Services Agreement and GMP1, the overlay and chip seal work will ensure that the City is maintaining its streets and providing for a well-protected and increased overall condition index for our roadways. The City of Flagstaff community continues to support initiatives creating and maintaining quality infrastructure throughout our transportation network. This project help meet the community driven goal of providing a safe and effective transportation network.
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| Previous Council Decision or Community Discussion: |
| The City Council has approved CMAR Design Phase Services Agreements, and subsequent Construction Phase Services Agreements, in previous years for annual Street Maintenance Programs. Transportation maintenance programs has been a topic of discussion in previous sessions. Direction and feedback has been provided in multiple forums, such as the goal setting process, the annual budgetary process, and community service delivery expectation discussions. Clear direction has been provided to maintain our transportation system, establish asset inventory, deliver capital renewal programs and meet the community expectations. |
| Options and Alternatives to Recommended Action: |
| No |
| Background and History: |
The City has established an annual program to maintain existing street pavements. The program includes three major elements: non-structural upgrades of asphalt overlay, minor concrete repairs, accessibility improvements including sidewalk/ramp replacement and chip sealing. The citizens of Flagstaff approved the Road Repair and Street Safety Maintenance Program (RRSS) (Prop. 406). This is a dedicated sales tax providing funding of $100 million over 20 years. The annual program has been aggressively addressing capital projects that have been identified to be in a high state of disrepair on the front end of the program with strong support for annual maintenance until the sales tax sunsets in 2034. The overlay and chip seal street segments are selected after evaluation of the street condition using pavement management asset software. Each street pavement is assigned an overall condition index (OCI) based on the type and severity of the distress observed. A pavement that has no distress is given an OCI of 100. Each pavement distress such as cracking or roughness reduces the street’s OCI. The street pavements are ranked by OCI and the pavements exhibiting the most severe distress are programmed for resurfacing treatments and improvements. Chip seal techniques are also used to protect recently overlaid sections to prolong the life of the asphalt surface.
The Arizona State Legislature has authorized the use of Alternative Project Delivery Methods (APDM) as a method of project delivery. Included in these delivery methods the City of Flagstaff can procure a construction team utilizing a Qualifications Based Selection process for construction services from a firm deemed most qualified to perform the work. The enabling legislation also allows for provision of multiple Guaranteed Maximum Prices (GMP) under a single procurement.
At the March 17, 2020, City Council meeting, Council approved the award of the initial Professional Engineering Design Phase Services contract for the 2020, 2021 and 2022 programs to Peak Engineering, Inc. Two contract extensions have been utilized in both 2023 and 2024. Working collaboratively with City staff and C and E Paving & Grading, LLC, the team will develop the annual program, costing evaluation, project scheduling, design document review, prioritization of roadway segments, logistics, quantity estimating, and preparation of final construction documents.
On behalf of the City of Flagstaff Streets Department, COF Procurement posted a formal solicitation to PlanetBids on March 6, 2024, to hire a Construction Manager at Risk (CMAR) pertaining to the Street Maintenance Program 2024, 2025, 2026. On March 16 & 23, 2024, City of Flagstaff Procurement team advertised a Request for Statement of Qualifications in the Arizona Daily Sun. Closing date for this request was March 29, 2024. The Team received one (1) statement of qualification. An evaluation team of City staff and one design professional reviewed the statement and agreed to request approval from Council to award C & E Paving to hold the CMAR contract for the annual Street Maintenance Program 2024, 2025, 2026. The proposed Design Phase Services Agreement is the initial step towards beginning this project. |
| Connection to PBB Priorities and Objectives: |
| The Road Repair/Street Safety- 163 (3321) is a community program designed to ensure the City's transportation system performs at the highest level possible by resurfacing aged and damaged road surfaces across the city, while also ensuring pedestrian access and safety through the sidewalk infill program. |
| Connection to Regional Plan: |
| Transportation and Public Infrastructure - Deliver quality community assets and continue to advocate and implement a highly performing multi-model transportation system. |
| Connection to Carbon Neutrality Plan: |
| The asphalt mix design used in the overlay portion and chip seal binders for the project has recycled asphalt incorporated into the mix, thus reducing the usage of new fossil fuels. In addition, maintaining a smooth and consistent roadway surface decreases the fuel consumption of the vehicles utilizing it. |
| Connection to 10-Year Housing Plan: |
| N/A |
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