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Meeting Date: 06/15/2021  
Co-Submitter: Mac McNamara

Consideration and Approval of Contract:  Approve the Construction Contract with Jud Co., LLC in the amount of $820,375.50 for the Phoenix Avenue Bridge and Waterline Replacement Project.
  1. Approve the Construction Contract with Jud Co., LLC in the amount of $820,375.50, which includes a $57,235.50 Contract Allowance which is 7.5% of the lowest responsive bid, and a contract time of 155-calendar days: and
  2. Approve Administrative Change Order Authority to the City Manager in the amount of $76,314.00 (10% of the contract amount, less the Contract Allowances); and
  3. Authorize the City Manager to execute the necessary documents.
Executive Summary:
The Construction Contract award of $820,375.50 to Jud Co., LLC is proposed to complete the Phoenix Avenue Bridge and Waterline Replacement Project (Project) in accordance with the approved public improvement plans prepared by The WLB Group, Inc. The Project consists of installing a new 2 cell concrete bridge culvert, 11 feet by 4 feet, 20 LF of 18” CMP with riprap and gabion baskets, 350 LF of new 12” PVC and 6” ductile iron waterline, 20 LF of new 8” ductile sewer line with manholes, 675 SY of new asphalt and 2,100 SF of new concrete sidewalk.  Included will be a new air release valve, new manholes, drainage improvements and driveways.  This Project will remove the existing box culvert that is in need of replacement based on inspection by the ADOT Bridge Inspection Group.  The existing 12” and 6” water mains will also be replaced as part of the City’s ongoing aging water infrastructure replacement program. Pending Council’s approval, construction is anticipated to begin in July 2021 and is anticipated to be complete in November 2021.

After consulting with the Information Technology Division (IT), staff determined that the bridge and street impacted by the Phoenix Avenue Bridge and Waterline Replacement Project are not included in IT's Broadband Master Plan. However, staff is committed in assisting with the Broadband Master Plan and has added to the Project 100 LF of the conduits and two pull boxes on the north side of Phoenix Avenue. 
Financial Impact:
The Project will be funded by the total budget appropriations, $1,597,949, remaining in FY 2020-2021 and proposed FY 2021-2022 for account numbers 206-08-385-3476-0 and 202-08-370-3437-0-4463.   
Policy Impact:
No impact
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Sustainable, Innovative Infrastructure
Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs

Council Goal 2017 – 2019 - Transportation and Other Public Infrastructure
Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
Regional Plan: Policy WR.2.2
Maintain and develop facilities to provide reliable, safe, and cost-effective water, wastewater, and
reclaimed water services.

Council Goal - Transportation and Other Public Infrastructure
Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. 
Team Flagstaff: Foster a Resilient and Economically Prosperous City
Deliver outstanding services through a healthy environment, resources, and infrastructure.
Has There Been Previous Council Decision on This:
Council has previously approved the FY 2020-2021 Capital Improvement 5-Year Plan and authorized the FY 2020-2021 budget for this project in the amount of $1,563,449
Options and Alternatives:
  1. Approve the Construction Contract as recommended. Approval will allow work to move forward in the calendar year 2021; or,
  2. Reject approval of the Construction Contract as recommended. This action would delay the Project.
    1. If rejection occurs, possible options include:
      1. Direct Staff to re-advertise the Project; or
      2. Suspend or cancel the Project completely.
On April 5, 2021, the Purchasing Section posted an Invitation for Bids (IFB) solicitation for construction on the PlanetBids' website and advertised the IFB in the Arizona Daily Sun on April 11 and April 18, 2021. There were four (4) bids received and opened electronically on April 26, 2021. A summary of the bids received is identified in the Key Considerations section below.  Jud Co., LLC was determined to be the lowest responsive and responsible bidder.  
Key Considerations:
The existing Phoenix Avenue bridge is in need of replacement due to deteriorating conditions.  The bridge was inspected by the ADOT Bridge Inspection Group.  The existing 6” water main in this area was constructed in 1906.  This existing water main is aging and needs replacement.  The City Water Services Division has approved funding for new improvements to reduce maintenance costs, improve safety and service reliability to the community.

Engineering did consult with IT on whether fiber-optic conduit should be included in this project, in support of the Broadband Master Plan.  Specifically, the Broadband Master Plan shows that the broadband fiber will be located in Beaver Street, south of Route 66, and then turn westward in Phoenix Avenue, ultimately ending at City Hall.  Staff is committed to assisting with the implementation of the Broadband Master Plan and will coordinate with IT's project to ensure seamless completion of this work. Namely, if necessary, we will add approximately 100 LF of conduit (and up to two pull boxes) within the footprint of the Phoenix Avenue Bridge Project if this Project advances prior to IT's project in 2021.  
Expanded Financial Considerations:
On April 26, 2021, bids were received to construct the Phoenix Avenue Bridge and Waterline Replacement Project. The summary results are listed below.
Engineer’s Estimate                                    $  930,564.10
Jud Co., LLC                                                 $  763,140.00
Mountain High Excavation, LLC                  $  856,269.00
Scholz Contracting, LLC                              $1,335,185.00            
Standard Construction Co. Inc.                    $2,662,746.00

Allowance at 7.5% of lowest bid                   $     57,235.50  
After the bidding process, the Contract Allowance is established to address certain unforeseen items of work where details cannot be determined at the time of contracting and may be included in the Contract Amount per the City of Flagstaff’s Procurement Code Manual. The $57,235.50 Contract Allowance is 7.5% of the low bid amount, which does not include a Contract Allowance. The Contract Allowance is used only at the City’s discretion.  See attached allowance justification form.
Administrative Change Order Authority is established to address inevitable differing field conditions usually becoming time-sensitive major construction issues resulting in unforeseen costs that are more than the Contract Amount. Change Order Authority provides the City Manager, on behalf of the Council, the administrative authority to amend the Contract Amount up to an established dollar amount (10% of the Contract Amount, less the Contract Allowance) and is only utilized if the Contract Allowance is or would become exhausted.
Community Involvement:
The Community benefits of this Project include a new bridge that is safer for the traveling public and better service from the water distribution infrastructure.  Additional Project information and traffic restriction advisories will be provided during construction via local media and through the City Manager’s office as needed. The Project will replace an existing bridge, an old waterline, reducing failures and maintenance costs over time.
Expanded Options and Alternatives:
  1. Approve the construction contract as recommended. This would allow the Project to be constructed in 2021.
  2. Reject all bids. This option would delay the construction start and possibly cause the work to be deferred until 2022.
Contract - Exhibit A
Contract - Exhibit B
Context Map
Vicinity Map
Signed Justification Form


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