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Meeting Date: 06/06/2023  
Co-Submitter: Evan Tyrrell From: Matthew Morales, Project Manager

Consideration and Approval of Contract: Construction Manager at Risk Construction Services Contract with a Guaranteed Maximum Price of $4,300,000.00 for construction of Sequence D-Phase II to be awarded to Rummel Construction, Inc. 
  1. Approve the Construction Manager at Risk (CMAR) Construction Services Guaranteed Maximum Price (GMP 1) to Rummel Construction, Inc. (Contractor) for $4,300,000.00, with a construction duration not to exceed 411 calendar days (June 30, 2024); and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
Sequence D (also known as Cell D) is a 30-acre site located on the southern boundary of Cinder Lake Landfill (Landfill). It is currently estimated that the Landfill will begin closing existing cells (Cell B and C) in three (3) to five (5) years while opening Cell D for trash disposal. In an effort to prepare for the future disposal needs, staff recommends an iterative approach to developing Cell D over the next two years. Cell D-Phase II (Project) consists of approximately 8.1 acres of undeveloped landfill to be excavated for future cell development. The scope of work for the Project encompasses the following:
  • Cell Excavation -The Contractor shall excavate and stockpile approximately 396,000 cubic yards (cy) of soil.
  • Fill Construction & Preparation -The Contractor shall prepare the site with the necessary sources of structural fill for proper placement of the future liner in Fiscal Year (FY) 2024-2025.  
  • Placement of drainage control structures per the existing plans - Haul roads require positive stormwater drainage away from existing landfill cells. Therefore, the Contractor shall place 542 feet of culverts along the site haul road(s).
Financial Impact:
Phase I was approved in the Fiscal Year (FY) 2022-2023 budget under the CIP program (211-06-167-0631-0-4433) for "Excavation of Cell to be Operational by 2023" for $1,069,481.00, and "Construction of Landfill Cells" for $250,000.00.  Staff recommends approval to proceed with additional construction in FY 2023-2024, proposed in the budget as Phase II: Cell D Excavation and Preparation for $3,000,000.00.
Policy Impact:
This Project has no impact on policy decisions.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
High Performance Governance
  • Serve the public by providing high quality customer service
  • Enhance the organizations fiscal stability & increase efficiency and effectiveness
Safe & Healthy Community
  • Ensure the built environment is safe through the use of consistent standards, rules and regulations, and land use practices.
 Sustainable, Innovative Infrastructure
  • Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs.
  • Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
Environmental Stewardship
  • Promote, protect, & enhance a healthy, sustainable environment & its natural resources.
  • Implement, maintain & further the Climate Action & Adaptation Plan (CAAP) with awareness of social inequities.
  • Strengthen Flagstaff's resilience to climate change impacts on built, natural, economic, health, & social systems.
Regional Plan
  • Goal E.2 - Expand production and use of renewable energy.
  • Goal PF.1 - Work across all government operations and services to prepare for the impacts of natural and human caused hazards.
  • Goal PF.2 - Provide sustainable and equitable public facilities, service, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
Has There Been Previous Council Decision on This:
On June 15, 2021, City Council approved Item 7.C.-Construction Manager at Risk Construction Services Contract to Rummel Construction Inc. for Construction of the Cell D-Phase I Excavation for the Guaranteed Maximum Price of $1,298.649.80. 
Options and Alternatives:
  1. Approve the Contract and direct the Contractor to proceed with the work as presented with GMP 1 to allow timely initiation and completion of the Project; or
  2. Reject approval of GMP 1 and direct staff to pursue traditional design-bid-build project delivery. This would delay the progress on the project by one year.
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 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 work to be performed under the Contract consists of furnishing all labor, materials, tools, and equipment necessary for the construction for Phase II. The CMAR delivery method entails a commitment by the Construction Manager (CM) to deliver the project within a GMP 1 which is based on the construction documents and specifications at the time of the GMP 1, plus any reasonably inferred items or tasks. The CMAR provides professional services and acts as a consultant to the owner in the design development and construction phases.
Key Considerations:
The CMAR method of procurement was selected to expedite the design and construction schedule while accommodating a complex sequencing of construction activities for a complex Project. The CMAR process is a collaborative effort, which allows for flexibility and delivering design and construction of Projects and open dialogue between the City, it's design consultant, and the Contractor on critical design and constructability issues to minimize impacts to the landfill operation during construction.

Construction of landfill cells (excavation and preparation of structural fill) are best suited during the spring, summer, and fall. Approval of the GMP 1 will allow the contractor to secure the necessary machinery and resources to work through fall of 2023 and commence work in spring 2024. Work under this contract is scheduled to be completed in summer 2024. Additional CMAR work will be proposed in FY 2024-2025 to prepare the cell with the necessary liner. This will allow the City of Flagstaff to be prepared for the future disposal needs for Northern Arizona.
Expanded Financial Considerations:
Increased efficiency in project delivery will render Project and staff time savings that can be utilized on other valuable projects. Handling this Project in an iterative fashion will also allow the Contractor and the design engineer(s) to collaborate on a best-fit approach for the City.
Community Benefits and Considerations:
The City of Flagstaff Cinder Lake Landfill will continue providing affordable means of solid waste disposal for northern Arizona through the life of the facility.
Rummel CMAR Cell D
Exhibit A - Project Description
Exhibit B - GMP
Exhibit C - Technical Specs
Map Design-Cell D-Phase II


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