City Council Meeting - FINAL

Return to the Search Page Return to the Agenda
Meeting Date: 09/05/2023  
Co-Submitter: Sam Beckett From: Jarrett Nelson, Public Works Project Manager

Consideration and Approval of a Contract: A Construction Manager at Risk (CMAR) Construction Services Contract for the Annual Street Maintenance and Overlay Fall 2023 Program to C and E Paving & Grading, LLC in the amount of $4,902,067.20.
  1. Approve the Annual Street Maintenance Overlay Fall 2023 Program and execute a CMAR Contract with C and E Paving & Grading, LLC for a Guaranteed Maximum Price (GMP) of $4,902,067.20 (which includes an Owner's Contingency of $20,000.00); and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
The Public Works Streets Section maintains approximately 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 travel, 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 Overlay and Chip Seal Program is an effort 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 deliver the Annual Street Maintenance Fall 2023 Overlay utilizing local contractor C and E Paving & Grading, LLC and improve the community transportation infrastructure.
Financial Impact:
The Street's capital program was reviewed and approved in the FY 2023-2024 budget process. The total cost of the Annual Street Maintenance Overlay Fall 2023 Program is $4,902,067.20 and is funded from account number 046-06-163-3321-6-4443 with a budget of $7,435,232 and secondarily with 048-05-120-3462-6-4444 for sidewalk infill.
Policy Impact:
The award of the CMAR contract to C and E Paving & Grading, LLC. will authorize the delivery of the City's Annual Street Maintenance Overlay Program 2023. The overlay work will ensure that the City is maintaining its streets and providing for a well-protected and increased overall condition index for roadways. Once completed this Fall, the efforts will result in an improved quality transportation network. The City continues to support initiatives creating and maintaining quality infrastructure throughout the transportation network.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives

The maintenance of the transportation system is a critical part of “high performing governance” that supports not only community members but also first responders ability to deliver their services and is a high priority in PBB.

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.
Regional Plan

Transportation and Public Infrastructure - Deliver quality community assets and continue to advocate and implement a highly performing multi-model transportation system.
Has There Been Previous Council Decision on This:
Yes. The City Council has awarded the CMAR contract to C and E Paving & Grading, LLC in previous years for the annual street maintenance and overlay program and they have provided necessary materials and services. 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 programs of improvement and meet the community expectations.
Options and Alternatives:
  1. Approve the CMAR for the 2023 Streets Maintenance Program GMP in the amount of $4,902,067.20 to C and E Paving & Grading, LLC as proposed; or
  2. Request that the City continue to negotiate the scope of work and financial resources to a different outcome or expectation; or
  3. Reject the CMAR and direct staff to pursue a different type of procurement delivery method and approach to work programming.
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 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. Working collaboratively with City staff and C and E Paving and Grading, LLC, the team develops the annual program, costing evaluation, project scheduling, design document review, prioritization of roadway segments, logistics, quantity estimating, and preparation of final construction documents.
Key Considerations:
The past performance and delivery of the Streets maintenance programs, overlay and chip seal from C and E Paving & Grading, LLC has been excellent. The ability to prioritize the projects and have a continuous conversation with the contractor in a meaningful way has resulted in cost savings, expanded work program and good quality in a timely manner.
Expanded Financial Considerations:
Community Benefits and Considerations:
Proposition 406, approved in 2014, has been a significant and positive influence on this maintenance program. The community benefit of improving the overall road conditions saves countless staff hours for repair and thousands of dollars in temporary repairs and improves the overall roadway safety. The overlay and chip seal projects have been aggressive and targeted our most degraded streets.  The projects can seem large in scope and they do cause some temporary disruption to our daily travel routines. Acceptance of the temporary disruption and inconvenience can be challenging but the long-term benefits, efficiencies of bundling of improvements is good stewardship. Community notifications of construction programs are advertised and communicated via different mediums to provide general impacts and talking points as they relate to the project.      
Community Involvement:
The community continues to support transportation related initiatives demonstrating a strong understanding of supporting a quality infrastructure. City staff often receive citizen feedback and public participation to support our efforts of core service delivery. In addition to the constant feedback, the voters approved the Road Repair Street Safety Program and the results have been positive.
Expanded Options and Alternatives:
1.  Deny the requested action and provide direction on how to best deliver the voter approved program and dedicated funding allocation of the Streets Maintenance Overlay Program 2023; or
2.  Discontinue the use of the CMAR process and request that the program be procured through an alternate project delivery method.
Construction Contract 2023
Exhibit B - GMP
Exhibit C - Special Provisions
Exhibit C - Project Plans


Level double AA conformance,
                W3C WAI Web Content Accessibility Guidelines 2.0

AgendaQuick ©2005 - 2023 Destiny Software Inc. All Rights Reserved.