City Council Meeting - FINAL


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  7.B.       
Meeting Date: 02/02/2021  
From: Christine Cameron, Project Manager III

Information
TITLE:
Consideration and Approval of Contract:  Lone Tree Overpass Project - Award of Design-Build Services Agreement for Phase I of the project development to Ames Construction.
STAFF RECOMMENDED ACTION:
  1. Award the Design-Build Services Agreement to Ames Construction of Phoenix, Arizona in an amount not to exceed $2,476,338.27 with a 905 calendar-day contract period; and 
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
Ames Construction (Ames) was selected by a six-member evaluation committee as the most qualified service provider for the Lone Tree Overpass Project ("Overpass" or "Project") pursuant to the evaluation and ranking process per A.R.S. 34-603.

The City entered into fee and scope negotiations for Design Phase Services Phase I on November 20, 2020, and reached an agreement with Ames on the scope and fee structure identified in the Design & Pre-Construction Services Phase I Proposal attached as Exhibit B to the Design-Build Services Agreement.
 
During the first design phase of the Project, Ames, acting as the City’s Design-Builder, will facilitate the Overpass programming effort and their contracted engineer (WSP) and sub-consultants will prepare preliminary design documents, Traffic Impact Analysis, Economic Impact Analysis, property acquisition services, and public involvement services. 

This design and construction effort will also complete a portion of the Lone Tree Corridor Improvements from Butler Avenue to Sawmill Road.
Financial Impact:
The Lone Tree Overpass Project is currently budgeted in FY2020-2021 in the amount of $5,862,375 in the Transportation Fund, Account Number 047-05-112-3054-6. The Lone Tree Corridor Project is currently budgeted in FY2021-2022 in the amount of $250,000 in the Transportation Fund, Account Number 048-05-118-3495-6. Both funds will be utilized to complete the attached project scope from Route 66 to Sawmill Road.
Policy Impact:
None.
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Safe and Healthy Community -
  • Foster a safe, secure, and healthy community.
  • Ensure the built environment is safe through the use of consistent standards, rules and regulations, and land use practices.
Inclusive and Engaged Community -
  • Advance social equity and social justice in Flagstaff. 
Sustainable, Innovative Infrastructure -
  • Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
  • Utilize existing long-range plans that identify the community's future infrastructure needs and all associated costs.
  • Identify smart traffic management, multi modal transportation, and alternative energy opportunities.
Environmental Stewardship -
  • Implement sustainable building practices and alternative energy and transportation options.
  • Implement, maintain and further the Climate Action and Adaptation Plan.
Regional Plan – Goal T.2.  -
  • Improve transportation safety and efficiency for all modes.
Has There Been Previous Council Decision on This:
Previous City Council reviewed options for the Lone Tree Overpass bond project and directed staff to prepare ballot language for a $73M bond project to be funded through secondary property tax in the 2018 election, which was passed by the Flagstaff voters.
Options and Alternatives:
1.  Approve the Design-Build Services Agreement to Ames as presented.
2.  Reject the Design-Build Services Agreement and direct staff to re-negotiate the terms and fee structure with Ames.
3.  Reject the Design-Build Services Agreement with Ames and direct staff to open negotiations with the second-highest qualified Design-Builder.
4.  Reject the Design-Build Services Agreement with Ames and direct staff to re-solicit for new Request for Statement of Qualifications.
Background/History:
The Lone Tree Overpass has been a planned project for over a decade in the Flagstaff community. The Lone Tree Overpass Study, which evaluated conceptual design options for the bridge was completed in 2010. The goal of the project is to provide better connectivity for our transportation network and provide a grade-separated crossing which increases safety and convenience for commuters. 

The Overpass also coordinates with the future planned improvements of the Lone Tree Corridor reconstruction which was studied in a report completed in 2006. The Lone Tree Corridor and Overpass serves to connect the southern area of town with the Route 66 corridor and provides a option that reduces congestion on other roadway corridors.  

A portion of the Lone Tree Corridor from Sawmill Road to Butler Avenue is included in this Overpass design. This section of the corridor was included at this time to provide a coordinated improvement north and south of the Butler Avenue Intersection.

In November 2018, the voters were asked to approve a ballot measure to fund the Overpass (Proposition 420) and a separate ballot measure to fund the Corridor Improvements (Proposition 419). Both propositions passed.

On August 21, 2020, the City posted a Request for Statements of Qualifications (RSOQ) from Arizona Registered Contractors on the City's PlanetBids electronic bidding platform, and advertised it in the Arizona Daily Sun on August 23 and 30, 2020. The Design-Build solicitation will evaluate contractors based on their qualifications and experience with providing similar Design-Build projects. The Design-Builder will provide design and construction services for the Overpass.
 
On September 24, 2020, the City received four responses to the Request for Statements of Qualifications (RSOQ).  A seven-person evaluation committee was formed consisting of five staff members and two outside individuals (one officer of a registered contractor and one certified design professional in the industry). The Statements of Qualifications (SOQs) received were evaluated and the evaluation committee selected three firms for interviews.  Upon the completion of the interviews, the evaluation committee selected Ames as most qualified Design-Builder to perform the work.

Contractor             SOQ Scores               Interview Scores       Total Score
Ames                          786.5                             574                         1360.5              
FNF                            710                                463                         1173
J. Banicki                    673                          Not Interviewed            --------
Sundt                          781                                557                         1338


 
Key Considerations:
There are many important considerations to the full development of the Lone Tree Overpass Project that the project team will be coordinating, including: 
  • Extensive property acquisition and relocation of existing businesses and residents.
  • Coordination with BNSF Railway for property and rail impacts.
  • Coordination with the US Army Corps of Engineers for the future Rio de Flag Flood Control alignment.
  • Economic Impact investigation and mitigation considerations.
  • Coordination with Arizona Department of Transportation and integration of a new intersection at the proposed Lone Tree and Route 66 juncture.
  • Adherence with our Climate Action and Adaptation Plan and Climate Emergency Plan.
  • Coordination with the Southside Neighborhood Plan.
  • Public Involvement.
Expanded Financial Considerations:
The Lone Tree Overpass Project is currently budgeted in FY21 in the amount of $5,862,375.00 in the Transportation Fund, Account Number 047-05-112-3054-6. The Lone Tree Corridor Project is currently budgeted in FY22 in the amount of $250,000 in the Transportation Fund, Account Number 048-05-118-3495-6. Both funds will be utilized to complete the attached project scope from Route 66 to Sawmill Road.

In November 2018, the voters were asked to approve a ballot measure to fund the Overpass (Proposition 420) and a separate ballot measure to fund the Corridor Improvements (Proposition 419). Both propositions passed.

There are two contingencies included in the scope of this contract. One connected to the design services (10% of the design fee, $100,000) and one overall Owner Contingency (5% of the total fee, $117,920.87). These contingencies are intended to cover expenses for unanticipated changes to the design work that are required by owner directed changes or to cover additional scope in items like roadway engineering or Traffic Impact Analysis. Having a contingency fund in the contract allows for expediting changes, which saves staff time, maintains schedule, and ultimately saves taxpayer dollars.
Community Benefits and Considerations:
The Lone Tree Overpass will provide a new roadway corridor and bridge over the BNSF Railway and the future Rio de Flag Flood Control Project, providing connectivity between Butler Avenue and Route 66 in central Flagstaff. Multimodal transportation and alternative intersection design will be included in this project to enhance all modes of transportation. This project will also be designed with consideration of goals from the City's Climate Action and Adaptation Plan and the Southside Neighborhood Plan. An Economic Impact Analysis will also be developed to evaluate impacts for changes in transit behavior which will help identify future needs or mitigation.
Community Involvement:
There was extensive public coordination with the development of both the Overpass concept study and the Corridor Study in the late 2000s. There was also outreach performed for Proposition 419 and 420. This contract with Ames includes public participation meetings, neighborhood outreach, development of a website to provide information, project renderings to improve understanding of the proposed project elements, and general public coordination throughout the design and construction of the project. 
Expanded Options and Alternatives:
1.  Approve the Design-Build Services Agreement with Ames as presented. Immediately upon Council authorization, staff and Ames will begin the Design Phase of the Project.
2.  Reject the Design-Build Services Agreement and direct staff to re-negotiate the terms and fee structure with Ames.  This action would delay the start of the project design with no guarantee that there will be cost savings.
3.  Reject the Design-Build Services Agreement with Ames and direct staff to open negotiations with the second-highest qualified Design-Builder. It is anticipated that this action would delay the project approximately two months with no guarantee that there will be cost or schedule savings.
4.  Reject the Design-Build Services Agreement and direct staff to re-solicit a new Request for Statement of Qualifications. It is anticipated that this action would delay the project by approximately four to six months. 
Attachments
Vicinity Map
Context Map
Presentation
Design-Build Agreement 2021-23
Exhibit B - Scope and Fee


    

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