NOTICE AND AGENDA
BUDGET RETREAT
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1. | Call to Order |
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2. | Roll Call NOTE: One or more Councilmembers may be in attendance telephonically or by other technological means.
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3. | City Council FY 2018 Budget Retreat | |||||||
RECOMMENDED ACTION: | ||||||||
Present City Manager's Recommended Budget for Fiscal Year 2018 and receive Council direction.
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4. | Adjournment SPECIAL COUNCIL MEETING |
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1. | Call to Order | |||||||
2. | Consideration and Approval of Construction Manager at Risk Construction Services Agreement (CMAR): CMAR 2017 Street Maintenance Project - GMP #2 - Chip Seal | |||||||
RECOMMENDED ACTION: | ||||||||
1) Approve the Construction Manager at Risk Construction Services Agreement (Agreement) with C and E Paving and Grading, LLC in an amount not to exceed $1,603,036.00 for Guaranteed Maximum Price (GMP) # 2 – Chip Seal.
2) Approve Change Order Authority to the City Manager in the amount of $160,303.00 (10% for GMP #2) to cover potential cost associated with unanticipated or additional items of work. 3) Authorize the City Manager to execute the necessary documents. |
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3. | Consideration and Approval of Construction Manager at Risk (CMAR) Construction Services Agreement: 2017 Street Maintenance Project - GMP #1 - Overlay | |||||||
RECOMMENDED ACTION: | ||||||||
1) Approve the Construction Manager at Risk Construction Services Agreement (Agreement) with C and E Paving and Grading, LLC, in an amount not to exceed $2,695,631.29 for Guaranteed Maximum Price (GMP) #1 - Overlay projects.
2) Approve Change Order Authority to the City Manager in the amount of $269,563.00 (10% for GMP #1) to cover potential cost associated with unanticipated or additional items of work. 3) Authorize the City Manager to execute the necessary documents. |
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4. | Consideration and Approval of Construction Manager at Risk (CMAR) Construction Services Agreement: Phase 1 Utility Improvements of the Road Repair and Street Safety Program (RR&SS) Bundle #2 (Beaver/Dale) project to be awarded to Eagle Mountain Construction Inc. in the amount of $1,969,771.19. | |||||||
RECOMMENDED ACTION: | ||||||||
1) Approve the Construction Manager at Risk Construction Services Agreement (Agreement) with Eagle Mountain Construction Inc. for a Contract Price of $1,969,771.19 and a contract time of 488 calendar days; and
2) Authorize the City Manager to execute the necessary documents. |
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5. | Consideration and Approval of Contract: Approve the Construction Contract with McDonald Brothers Construction in the amount of $1,637,898.50 for the Mike's Pike Water and Sewer Improvement Project (Project). | |||||||
RECOMMENDED ACTION: | ||||||||
1) Approve the construction contract with McDonald Brothers Construction in the amount of $1,637,898.50 (includes construction total of $1,547,898.50 and contract allowance of $90,000.00), and a contract time of 180 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $154,789.85 (10% of the contract amount, less allowance of $90,000.00); and 3) Authorize the City Manager to execute the necessary documents. |
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6. | Public Participation Public Participation enables the public to address the Council about an item that is not on the agenda. Comments relating to items that are on the agenda will be taken at the time that the item is discussed. If you wish to address the Council at this meeting, please complete a comment card and submit it to the recording clerk as soon as possible. Your name will be called when it is your turn to speak. You may address the Council up to three times throughout the meeting, including comments made during Public Participation. Please limit your remarks to three minutes per item to allow everyone an opportunity to speak. At the discretion of the Chair, ten or more persons present at the meeting and wishing to speak may appoint a representative who may have no more than fifteen minutes to speak. |
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7. | Informational Items and Reports from Council and Staff, Future Agenda Item Requests | |||||||
8. | Adjournment |
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3.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
City Council FY 2018 Budget Retreat | |||||
RECOMMENDED ACTION: | |||||
Present City Manager's Recommended Budget for Fiscal Year 2018 and receive Council direction.
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Executive Summary: | |||||
Staff will presenting the City Manager's Recommended Budget for Fiscal Year 2018. The following information is included in the agenda materials:
Due to file size, the full budget reports including budget narratives can be accessed through the City’s S:\Drive. You may access these files at City Hall, using the following link S:\- City of Flagstaff\BUDGET 2018\April Retreat\Budget Reports. Please contact Jason Cook if you need assistance accessing these files. Executive Agenda - April 26 - 27, 2017
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Financial Impact: | |||||
This Council Budget Retreat is to present the City Manager's Recommended Budget and received direction from Council on the FY 2018 Budget. | |||||
Policy Impact: | |||||
The FY 2018 Budget is a guiding document for the financial plan of the City for next fiscal year. | |||||
Connection to Council Goal, Regional Plan and/or TeampFlatstaff Strategic Plan: | |||||
COUNCIL GOALS: ECONOMIC DEVELOPMENT: Grow and strengthen a more equitable and resilient economy. AFFORDABLE HOUSING: Support development and increase the inventory of public and private affordable housing for renters and home owners throughout the community. SOCIAL JUSTICE: Advance social justice in our community. TRANSPORTATION AND OTHER PUBLIC INFRASTRUCTURE: Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. BUILDING AND ZONING/REGIONAL PLAN: Revise the zoning code to remove ambiguities, and ensure it is consistent with community values and the regional plan. CLIMATE CHANGE: Take meaningful climate change action. WATER CONSERVATION: Become a national leader in water conservation in all sectors. ENVIRONMENTAL AND NATURAL RESOURCES: Actively manage and protect all environmental and natural resources. PERSONNEL: Attract and retain quality staff. COMMUNITY OUTREACH: Enhance public transparency and accessibility. TOWN AND GOWN: Enhance relationships between the city and institutions of higher education. CODE COMPLIANCE: Achieve comprehensive and equitable code compliance. |
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Previous Council Decision on This: | |||||
There was two previous Council budget retreats regarding the FY2018 budget on January 19, 2017 and February 16, 2007. | |||||
Attachments: | PowerPoint Presentation | ||||
FY2018 Council Review Budget Book | |||||
Council Goals and Objectives | |||||
Matrix of Council Goals and Objectives | |||||
Approved New Budget Requests | |||||
New Personnel Listing | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
2.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Construction Manager at Risk Construction Services Agreement (CMAR): CMAR 2017 Street Maintenance Project - GMP #2 - Chip Seal | |||||
RECOMMENDED ACTION: | |||||
1) Approve the Construction Manager at Risk Construction Services Agreement (Agreement) with C and E Paving and Grading, LLC in an amount not to exceed $1,603,036.00 for Guaranteed Maximum Price (GMP) # 2 – Chip Seal.
2) Approve Change Order Authority to the City Manager in the amount of $160,303.00 (10% for GMP #2) to cover potential cost associated with unanticipated or additional items of work. 3) Authorize the City Manager to execute the necessary documents. |
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Executive Summary: | |||||
The 2017 Street Maintenance project has been segmented into two phases. These construction phases are divided by the asphalt surface treatment types. The first phase, Phase 1, is comprised of minor concrete repair, utility collar grade adjustments, grinding / milling portions of the surface and repaving. The second phase, Phase 2, is comprised of applying a thin layer of hot asphalt and crushed stone. This thin asphalt surface treatment is commonly referred to as a chip seal. This project has been developed through the City’s Construction Manager at Risk (CMAR) project delivery method. The CMAR process allows staff to work directly with the selected contractor (contractor selection was made by an open solicitation and evaluated by qualifications) and real-time construction estimates are given throughout the project development process. In working with the contractor, modifications are made to the scope of the project to ensure the overall project is within the allocated budget. The Guaranteed Maximum Price (GMP) developed through this process is typically made at the 60% plan development stage. Included in this GMP is a contingency line item (for both owner and contractor) to take care of bid overages, reasonably inferred items and other project related items that may arise during construction. Because the contractor proposes on these projects at the 60% plan stage, unknown conditions are likely present that necessitate the owner and contractor contingencies. Staff is also including City Manager Change Order Authority in the event that additional pavement preservation work needs to be done. Approval of this Agreement will allow the City to complete construction of Phase 2 (GMP 2) of the 2017 Street Maintenance Program (Program). Phase 2 will consist of chip sealing on various roadways utilizing monies from the Highway User Revenue Fund (HURF) funding (Street Maintenance Section's annual ongoing and one-time budget). Following the passing of Proposition 406 (Road Repair and Street Safety ballot question in November 2014), the HURF funding has been allocated to chip seals for roadways throughout the city. |
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Financial Impact: | |||||
Funding for GMP #2 is provided by the annual Street Maintenance Program and is funded in account 040-06-162-3073-6-4443 in FY17. Contract Definitions per City of Flagstaff CMAR Agreement. Owners Contingency - A fund to cover cost growth during the project used at the discretion of the Owner usually for costs that result from Owner directed changes or unforeseen Site conditions. The amount of the Owner’s contingency shall be set solely by the Owner and shall be in addition to the Project costs included in CMAR’s GMP packages. Use and management of the Owner’s contingency is described in Section 5.3.3.
CMAR's Contingency - A fund to cover cost growth during the Project used at the discretion of CMAR usually for costs that result from Project circumstances. The amount of CMAR’s Contingency shall be negotiated as a separate line item in each GMP package. Use and management of CMAR’s Contingency is described in Subsections 5.3.1 and 5.3.2.
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Policy Impact: | |||||
No policy impacts will result from this project.
By approving this Agreement, improvements to the City’s existing infrastructure will improve the health, welfare and safety of the residents of Flagstaff. |
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Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
Transportation and Other Public Infrastructure – Approval of this Agreement will preserve and improve the City's roadway assets. Regional Plan goals that apply include: Goal LU.7. Provide for public services and infrastructure. Goal LU.10. Increase the proportion of urban neighborhoods to achieve walkable, compact growth. Goal T.1. Improve mobility and access throughout the region. Goal T.2. Improve transportation safety and efficiency for all modes. Goal T.8. Establish a functional, safe, and aesthetic hierarchy of roads and streets. |
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Has There Been Previous Council Decision on This: | |||||
Yes:
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Options and Alternatives: | |||||
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Background and History: | |||||
The City has established an annual Street Maintenance Program (Program) to maintain existing streets. This year, the Program will provide three major services: non-structural upgrades by overlay, Americans with Disabilities Act (ADA) compliance, and chip sealing. Improvements to the City’s streets are selected after evaluation of the street condition using pavement management software owned by the City. One half of the City street pavements are evaluated and ranked each year. Each street pavement segment 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 OCI of 100. Each pavement distress such as cracking or roughness reduces the street’s OCI. The street pavements are ranked by OCIs and the pavements exhibiting the most severe distress are programmed for replacement. OCIs that score within the middle range receive resurfacing with asphaltic concrete overlays as budget allows. Roadways with a higher OCI will receive a chip seal that provides a cost effective pavement preservation treatment to maintain newer pavements in a good condition. In recent years, the Arizona State Legislature has authorized the use of Alternative Project Delivery Methods (APDM) in lieu of the traditional Design-Bid-Build method of project delivery. These alternative methods, including CMAR, allow a contracting agency the opportunity to select a construction team utilizing a Qualifications Based Selection process to procure construction services from a firm deemed most qualified to perform the work. The enabling legislation also allows for provision of multiple GMPs under a single procurement. On August 31, 2014, a Request for Statements of Qualifications for CMAR services was published in the Arizona Daily Sun and posted on the City’s Purchasing web site. On September 23, 2014, the City received five Statements of Qualifications from firms wishing to provide CMAR services for the project. A selection committee of five members independently reviewed and evaluated those statements in accordance with guidelines established by the enabling legislation. Based on numerical evaluation of the statements received, the firm of C and E Paving and Grading, LLC, received the highest ranking and was deemed the most qualified among those submitting proposals to provide the desired design phase services. On November 18, 2014, Council approved an award of the CMAR Design Phase Services Contract for the 2015, 2016 and 2017 programs to C and E Paving & Grading, LLC in the amount of $112,821.00. Design Phase Services including program and budget evaluation, project scheduling, design document reviews, constructability reviews, detailed cost estimating, and preparation of final construction documents have now been completed. Based upon the Design Phase Services, C and E Paving & Grading, LLC, has provided GMPs to complete construction of the annual Program. The GMP includes costs for construction, a CMAR contingency, owners contingency, construction fee, costs for General Conditions including bonds and insurance, and sales taxes. |
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Key Considerations: | |||||
The goal of the Program is to use the available funds in the most efficient manner to lengthen the service life of the City street pavements and avoid costly pavement reconstruction. Chip seal work provides a cost effective pavement preservation treatment to maintain newer pavements in a good condition. | |||||
Community Benefits and Considerations: | |||||
Funding for the pavement preservation portion of the Program GMP #2 is provided by the budget in FY 2016/2017. The Agreement includes an owner’s contingency of $50,000.00 and a contractor’s contingency of $50,000.00 (to be authorized by the owner) to cover the potential cost of unanticipated or additional work which may be required during construction. |
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Community Involvement: | |||||
The Program provides surface treatments as required to preserve and maintain pavement condition on the 664 lane miles of asphalt City streets. The ADA improvements provide improved access for disabled citizens and visitors along existing streets and provide compliance with Federal requirements. Previous Councils have approved programs in the 2015 and 2016 fiscal years which were a great success. These programs utilized 2014 voter approved sales tax funds (59 streets or 45 lane miles of overlay and 1 street or 1.2 miles of repaving). In addition to the sales tax funds, HURF funds were utilized (267 streets or 178 lane miles in chip sealing). Use of the CMAR method of project delivery will eliminate the need for an advertisement/bid/award process and will cut approximately two months off the project development schedule. In addition, value engineering, constructability reviews and design input conducted as part of this service agreement have the potential to realize significant construction cost savings over the traditional design-bid-build delivery method. |
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Expanded Options and Alternatives: | |||||
Inform - The Public Works Division will prepare weekly news releases to be distributed to the local media outlets describing the location of the street construction and any traffic restrictions planned for the week. The contractor will distribute written notices to all the adjacent businesses and residents in advance of the construction. | |||||
Attachments: | CMAR Contract | ||||
GMP Summary | |||||
Map | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
3.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Construction Manager at Risk (CMAR) Construction Services Agreement: 2017 Street Maintenance Project - GMP #1 - Overlay | |||||
RECOMMENDED ACTION: | |||||
1) Approve the Construction Manager at Risk Construction Services Agreement (Agreement) with C and E Paving and Grading, LLC, in an amount not to exceed $2,695,631.29 for Guaranteed Maximum Price (GMP) #1 - Overlay projects.
2) Approve Change Order Authority to the City Manager in the amount of $269,563.00 (10% for GMP #1) to cover potential cost associated with unanticipated or additional items of work. 3) Authorize the City Manager to execute the necessary documents. |
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Executive Summary: | |||||
The 2017 Street Maintenance project has been segmented into two phases. These construction phases are divided by the asphalt surface treatment types. The first phase, Phase 1, is comprised of minor concrete repair, utility collar grade adjustments, grinding / milling portions of the surface and repaving. The second phase, Phase 2, is comprised of applying a thin layer of hot asphalt and crushed stone. This thin asphalt surface treatment is commonly referred to as a chip seal. This project has been developed through the City’s Construction Manager at Risk (CMAR) project delivery method. The CMAR process allows staff to work directly with the selected contractor (contractor selection was made by an open solicitation and evaluated by qualifications) and real-time construction estimates are given throughout the project development process. In working with the contractor, modifications are made to the scope of the project to ensure the overall project is within the allocated budget. The Guaranteed Maximum Price (GMP) developed through this process is typically made at the 60% plan development stage. Included in this GMP is a contingency line item (for both owner and contractor) to take care of bid overages, reasonably inferred items and other project related items that may arise during construction. Because the contractor proposes on these projects at the 60% plan stage, unknown conditions are likely present that necessitate the owner and contractor contingencies. Staff is also including City Manager Change Order Authority in the event that additional pavement preservation work needs to be done. Approval of this Agreement will allow the City to complete construction of Phase 1 (GMP #1) of the 2017 Street Maintenance Program (Program). The funding for this project is from the approved Prop 406 Road Repair and Street Safety ballot question, which was approved by voters in 2014. |
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Financial Impact: | |||||
Funding for Phase 1 (GMP #1) is provided by the Proposition 406 funded in account: 040-06-163-3321-6-4443 in FY17. Contract Definitions per City of Flagstaff CMAR Agreement. Owners Contingency - A fund to cover cost growth during the project used at the discretion of the Owner usually for costs that result from Owner directed changes or unforeseen Site conditions. The amount of the Owner’s contingency shall be set solely by the Owner and shall be in addition to the Project costs included in CMAR’s GMP packages. Use and management of the Owner’s contingency is described in Section 5.3.3.
CMAR's Contingency - A fund to cover cost growth during the Project used at the discretion of CMAR usually for costs that result from Project circumstances. The amount of CMAR’s Contingency shall be negotiated as a separate line item in each GMP package. Use and management of CMAR’s Contingency is described in Subsections 5.3.1 and 5.3.2.
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Policy Impact: | |||||
No policy impacts will result from this project. By approving this Agreement, improvements to the City’s existing infrastructure will improve the health, welfare and safety of the residents of Flagstaff. |
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Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
Transportation and Other Public Infrastructure – This Agreement will preserve and improve the community’s roadway assets. Regional Plan goals that apply include: Goal LU.7. Provide for public services and infrastructure. Goal LU.10. Increase the proportion of urban neighborhoods to achieve walkable, compact growth. Goal T.1. Improve mobility and access throughout the region. Goal T.2. Improve transportation safety and efficiency for all modes. Goal T.8. Establish a functional, safe, and aesthetic hierarchy of roads and streets. |
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Has There Been Previous Council Decision on This: | |||||
Yes:
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Options and Alternatives: | |||||
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Background and History: | |||||
The City has established an annual Street Maintenance Program (Program) to maintain existing streets. This year, the Program will provide three major services: non-structural upgrades by overlay (Prop. 406 funding), Americans with Disabilities Act (ADA) compliance (Prop. 406 funding), and chip sealing (HURF funding). Improvements to the City’s streets are selected after evaluation of the street condition using pavement management software owned by the City. One half of the City street pavements are evaluated and ranked each year. Each street pavement segment 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 OCI of 100. Each pavement distress such as cracking or roughness reduces the street’s OCI. The street pavements are ranked by OCIs and the pavements exhibiting the most severe distress are programmed for replacement. OCIs that score within the middle range receive resurfacing with asphaltic concrete overlays as budget allows. Roadways with a higher OCI will receive a Chip seal that provides a cost effective pavement preservation treatment to maintain newer pavements in a good condition. In recent years, the Arizona State Legislature has authorized the use of Alternative Project Delivery Methods (APDM) in lieu of the traditional Design-Bid-Build method of project delivery. These alternative methods, including CMAR, allow a contracting agency the opportunity to select a construction team utilizing a Qualifications Based selection process to procure construction services from a firm deemed most qualified to perform the work. The enabling legislation also allows for provision of multiple GMPs under a single procurement. On August 31, 2014, a Request for Statements of Qualifications for CMAR services was published in the Arizona Daily Sun and posted on the City’s Purchasing web site. On September 23, 2014, the City of Flagstaff received five Statements of Qualifications from firms wishing to provide CMAR services for the project. A selection committee of five members independently reviewed and evaluated those statements in accordance with guidelines established by the enabling legislation. Based on numerical evaluation of the statements received, the firm of C and E Paving and Grading, LLC, received the highest ranking and was deemed the most qualified among those submitting proposals to provide the desired design phase services. On November 18, 2014, Council approved an award of the CMAR Design Phase Services Contract for the 2015, 2016 and 2017 programs to C and E Paving & Grading, LLC in the amount of $112,821.00. Design Phase Services including program and budget evaluation, project scheduling, design document reviews, constructability reviews, detailed cost estimating, and preparation of final construction documents have now been completed. Based upon the Design Phase Services, C and E Paving & Grading, LLC, has provided GMPs to complete construction of the annual Program. The GMP includes costs for construction, a CMAR contingency, owners contingency, construction fee, costs for General Conditions including bonds and insurance, and sales taxes. |
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Key Considerations: | |||||
The goal of the Program is to use the available funds in the most efficient manner to lengthen the service life of the City street pavements and avoid costly pavement reconstruction. Overlay work provides a cost effective pavement preservation treatment to maintain older and oxidized pavements in a good condition. Chip seal work provides a cost effective pavement preservation treatment to maintain newer pavements in a good condition. |
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Community Benefits and Considerations: | |||||
Funding for the pavement preservation portion of the Program GMP #1 is provided by the budget in FY 2016/2017. The Agreement includes an owner’s contingency of $50,000.00 and a contractor’s contingency of $50,000.00 (to be authorized by the owner) to cover the potential cost of unanticipated or additional work which may be required during construction. | |||||
Community Involvement: | |||||
The Program provides surface treatments as required to preserve and maintain pavement condition on the 664 lane miles of asphalt City streets. The ADA improvements provide improved access for disabled citizens and visitors along existing streets and provide compliance with Federal requirements. Use of the CMAR method of project delivery eases the need for a traditional advertisement/bid/award process and cuts approximately two months off the project development schedule. In addition, value engineering, constructability reviews and design input conducted as part of this service agreement have the potential to realize significant construction cost savings over the traditional design-bid-build delivery method. |
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Expanded Options and Alternatives: | |||||
Inform - The Public Works Division will prepare weekly news releases to be distributed to the local media outlets describing the location of the street construction and any traffic restrictions planned for the week. The contractor will distribute written notices to all the adjacent businesses and residents in advance of the construction. In addition, site maps of the streets planned for construction activities will be provided on the City's website. | |||||
Attachments: | CMAR Contract | ||||
GMP Overlay | |||||
Map | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
4.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Construction Manager at Risk (CMAR) Construction Services Agreement: Phase 1 Utility Improvements of the Road Repair and Street Safety Program (RR&SS) Bundle #2 (Beaver/Dale) project to be awarded to Eagle Mountain Construction Inc. in the amount of $1,969,771.19. | |||||
RECOMMENDED ACTION: | |||||
1) Approve the Construction Manager at Risk Construction Services Agreement (Agreement) with Eagle Mountain Construction Inc. for a Contract Price of $1,969,771.19 and a contract time of 488 calendar days; and
2) Authorize the City Manager to execute the necessary documents. |
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Executive Summary: | |||||
Staff recommends a Construction Manager at Risk (CMAR) construction contract award of $1,969,771.19 to Eagle Mountain Construction, Inc. (EMC) to complete Phase 1 Utility Improvements of the RR&SS Bundle #2 (Beaver/Dale) project, which includes water main, water services, fire hydrants, sewer main, sewer services, underground traffic signal conduit, and street lights with underground electric. Phase 2, the Roadway Improvements portion of the project, will be presented for Council’s consideration on June 20, 2017. Pending Council's approval, construction is anticipated to begin May 2017 for Phase 1 and in July 2017 for Phase 2. Both phases are to be completed by August 2018. Please refer to attached context and vicinity maps. | |||||
Financial Impact: | |||||
The RR&SS Bundle #2 (Beaver/Dale) project is funded by the total budget appropriations of $9,144,212.00 (includes FY 17 budget and FY 18 proposed budget) from the Road Repair and Street Safety – Utility Replacements and Overlays Fund. The other funding sources are $16,000.00 from NAIPTA for temporary bus stops, $100,000.00 from the Transportation Tax Fund for street lighting and conduit, and $100,000.00 from the Aging Water Infrastructure Replacement Fund (Account # 202-08-370-3157-0-4463) for new waterline infrastructure on Beaver St. south of Cherry Ave.
Contract Definitions per City of Flagstaff CMAR Construction Services Agreement.
Owners Contingency - A fund to cover cost growth during the project used at the discretion of the Owner usually for costs that result from Owner directed changes or unforeseen Site conditions. The amount of the Owner’s contingency shall be set solely by the Owner and shall be in addition to the Project costs included in CMAR’s GMP packages. Use and management of the Owner’s contingency is described in Section 5.3.3.
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Policy Impact: | |||||
No Impact.
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Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
COUNCIL GOALS: Transportation and Other Public Infrastructure: Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
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
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Has There Been Previous Council Decision on This: | |||||
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Options and Alternatives: | |||||
b. Suspend or cancel the project completely. |
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Background and History: | |||||
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 storm water system in Sullivan Ave. and Hunt Ave. from Beaver St. to Humphreys St. to improve drainage, re-building the roadway section on Beaver St., rebuilding portions of the roadway section on Dale Ave. to relieve the extreme cross slope, milling and overlaying the roadway on Dale Ave. where possible, replacing select curb and gutter, replacing select concrete sidewalk, replacing select sidewalk ramps, and resetting tree grates and select sidewalk brick in the downtown area on Beaver St. The Purchasing Section solicited a Request for Statement of Qualifications (RSOQ) for a CMAR Contractor. Statement of Qualifications were evaluated and EMC was selected to provide CMAR design and construction phase services. EMC performed CMAR design phase services with the goal of developing a Guaranteed Maximum Price (GMP) for both Phase 1 and Phase 2. |
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Key Considerations: | |||||
Staff identified the following items, and associated costs, as not being eligible to be constructed with Road Repair and Street Safety funds:
The Construction Manager at Risk (CMAR) method of procurement was selected to expedite the design and construction schedule and to accommodate complex sequencing of construction activities for a complex project with limits in an established neighborhood and the downtown district. Pending Councils approval of this contract, the CMAR method of procurement will potentially allow underground utility construction to begin two months ahead of the original schedule. The CMAR process is a collaborative effort, which allows for open dialog between the City, the design consultant, and the contractor on critical design and construction issues to minimize impacts to the community during construction. The contractor will be intimately involved with the coordination of construction activities and keeping the stakeholders informed on schedule, sequence, and impacts. 488 calendar days is for both Phase 1 and Phase 2 to be complete by end of August 2018. |
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Community Benefits and Considerations: | |||||
The Guaranteed Maximum Price (GMP) is $1,875,972.56 plus a 5% Owners Contingency of $93,798.63 which equals the total contract amount of $1,969,771.19. The City of Flagstaff is the Owner. |
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Community Involvement: | |||||
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Expanded Options and Alternatives: | |||||
Inform, Involve, Empower:
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Attachments: | CMAR Contract | ||||
GMP | |||||
RR&SS Program Schedule | |||||
Context | |||||
Vicinity Map | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
5.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||||||||||||||||
Consideration and Approval of Contract: Approve the Construction Contract with McDonald Brothers Construction in the amount of $1,637,898.50 for the Mike's Pike Water and Sewer Improvement Project (Project). | |||||||||||||||||||
RECOMMENDED ACTION: | |||||||||||||||||||
1) Approve the construction contract with McDonald Brothers Construction in the amount of $1,637,898.50 (includes construction total of $1,547,898.50 and contract allowance of $90,000.00), and a contract time of 180 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $154,789.85 (10% of the contract amount, less allowance of $90,000.00); and 3) Authorize the City Manager to execute the necessary documents. |
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Executive Summary: | |||||||||||||||||||
A contract award of $1,637,898.50 to McDonald Brothers Construction is proposed to construct the Mike's Pike Water and Sewer Improvement Project, which includes replacement of aging water and sewer mains and services, roadway pavement, curb, gutter, sidewalk, and street lights on Mike's Pike, Kendrick Street, Benton Avenue, and Phoenix Avenue. The Project is planned for construction from May to November 2017. Please see attached context and vicinity map. | |||||||||||||||||||
Financial Impact: | |||||||||||||||||||
The Mike's Pike Improvement Project is funded by Utility Program budget appropriations in the amount of $100,000 for FY 2017 and anticipated FY 2018 funding in the amount of $2,250,000, Account #203-08-375-3367-0. Anticipated FY 18 funding will be covered by the Aging Sewer Replacement funds and Capacity fees. Core Campus, the developer of the HUB on Campus Flagstaff, will be providing funding to cover the development’s share of expenditures for utilities and roadway improvements along the frontage of their property. SUMMARY
Contract Allowance and Administrative (City Manager) Change Order Authority Definitions per City of Flagstaff City Manager's Directive No. 2-021 dated 09/22/08: Contract Allowance: Contract allowances of 5%, 7.5%, or 10% may be added to all design and construction contracts. The allowance is based on the Engineer's estimate and will be included in design contracts for recommendation of award by City Council. The allowance will also be included in the bid for construction contracts for recommendation of award by City Council.
Administrative Change Orders (City Manager Change Order Authority): A ten-percent (10%) Administrative (City Manager) Change Order (ACO) amount may be included in all design and construction contracts to be considered by the City Council. The ACO amount is 10% of the total contract less the Contract Allowance amount. The ACO shall not exceed $500,000. |
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Policy Impact: | |||||||||||||||||||
• No impact.
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Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||||||||||||||||
COUNCIL GOALS: TRANSPORTATION AND OTHER PUBLIC INFRASTRUCTURE - Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. |
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Has There Been Previous Council Decision on This: | |||||||||||||||||||
Council approved the on-call consultant contract, through which a consultant services contract for the design of the Mike's Pike Improvement Project was established with The WLB Group, Inc. | |||||||||||||||||||
Options and Alternatives: | |||||||||||||||||||
1. Approve the award as recommended. Approval will allow work to move forward in calendar year 2017 or, 2. Reject all bids. This action would delay the Project. If rejection occurs, possible options Include: a) Re-advertise the Project and open new bids; b) Suspend or cancel the Project. |
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Background and History: | |||||||||||||||||||
The Mike's Pike Improvement Project is located in downtown Flagstaff and includes work on Mike's Pike, Phoenix Avenue, Kendrick Street, and Benton Avenue. The Project scope includes replacement of aging water and sewer mains and services, street asphalt reconstruction, and new curb, gutter, sidewalk, driveways, and streetlights. The Purchasing Section solicited for construction bids on March 6, 2017 on the City's website and on Purchasing's electronic bidding website, and the bid was advertised in the Arizona Daily Sun on March 12 and 19, 2017. Three bids were received by the opening date of March 29, 2017 and McDonald Brothers Construction was determined to be the lowest responsive and responsible bidder. A tabulation of bids is summarized below in Expanded Financial Considerations. | |||||||||||||||||||
Key Considerations: | |||||||||||||||||||
The Project is planned and programmed in the Utilities' ten-year Capital expenditure program for aging infrastructure due to the age and condition of the facilities. The water main was constructed in 1906 and the sewer main was constructed in 1919. With the inception and development of the HUB on Campus Project, the Utilities Program investigated the opportunity to combine the projects to accomplish the work earlier during the HUB construction and cost share on the construction of the project. The City was able to advance the Mike's Pike infrastructure improvements in the planning schedule to coincide with the HUB project and expedite the utility and roadway construction during the building construction. The Core Campus developer will be contributing funding for the new construction improvements along the frontage of the development. Funded construction items include water and sewer mains, services, manholes, asphalt roadway, sidewalk, curb, gutter, and driveways. The future Rio de Flag Flood Control Project main line culvert is planned to be installed down Mike's Pike. Installation of the box structure will necessitate relocations of existing utilities that are in conflict with the future culvert. This Project will relocate the water and sewer mains ahead of the construction of the Rio de Flag Project. There are several coordination items included in the construction contract due to the street traffic and nature of the businesses along Mike's Pike. The contractor is required to accommodate businesses during operating hours, keep a minimum one lane of traffic open at all times during normal business hours, and provide safe pedestrian access to buildings. Full road closures are only allowed from 10:30 pm to 6:00 am, which will keep NAIPTA transit in regular operation and reduce impacts. The City is aware that this project will impact the business and resident operations along the corridor and the Contractor and the City will work diligently to avoid and mitigate any issues that arise during construction. Included in the contract amount will be an allowance of $90,000.00. The allowance will be used for items of work that were unanticipated but necessary to complete the Project. The Project Manager, Section Head and Division Head will have the authority to approve the use of the allowance. Change Order Authority establishes a dollar amount of $154,789.85 (10% of the contract amount, less allowance of $90,000.00) to provide the City Manager, on behalf of the Council, authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount and in excess of the contract allowance. |
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Community Benefits and Considerations: | |||||||||||||||||||
Below is a summary of bids received. Contractor totals include $90,000.00 contract allowance.
The Mike's Pike Improvement Project is funded by Utility Program budget appropriations in the amount of $100,000 for FY 2017 and anticipated FY 2018 funding in the amount of $2,250,000. Account #203-08-375-3367-0. Anticipated FY 18 funding will be covered by the Aging Sewer Replacement funds and Capacity fees. Core Campus, the developer for the HUB on Campus Flagstaff will be providing funding to cover the development’s share of expenditures for utilities and roadway improvements along the frontage of their property. |
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Community Involvement: | |||||||||||||||||||
The community benefits of this project include the following:
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Expanded Options and Alternatives: | |||||||||||||||||||
Inform/Involve - In December 2016, City staff mailed an informational flyer to the surrounding neighborhood describing the Project and inviting the community to a Public Open House to learn about the project and provide feed back. Staff held the open house on December 15 in City Hall. City Capital staff has also been conducting one-on-one contact through the neighborhood and will continue to coordinate the construction work and schedule throughout the duration of the Project. The City has held on-going meetings with NAIPTA to minimize the impact of construction to their transit routes. | |||||||||||||||||||
Attachments: | Construction Contract | ||||
Mike's Pike Context map | |||||
Mike's Pike Vicinity Map | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||