City of Flagstaff Work Plan for SEP (Special Experimental Project) 14 Construction Manager at Risk Contract

West Rio de Flagstaff Multi Use Path Prom Walnut Street to the Rio de Flag

City of Flagstaff Project No. 03-02027
Federal Transportation Enhancement Project No. TEA-FLA O(005)A
ADOT TRACS No. 0000 CN FLA SL549 01C

City of Flagstaff

April 19, 2006

Project Manager:
James Duval
City of Flagstaff
Community Development Department
Capital Improvements
21 1 W. Aspen Avenue
Flagstaff, Arizona 86001
928-226-4859

Introduction

The City of Flagstaff submits this work plan for review and approval for design phase and construction services using a Construction Manager at Risk (CM@Risk) delivery method for the West Rio de Flagstaff Multi-Use Path - Walnut Street to the Rio de Flag Project presented here under the provisions of Special Experimental Project No. 14 (SEP 14) for the use of innovative contracting practices. Both the City of Flagstaff and the State of Arizona approve this contract method as defined in Arizona Revised Statutes, Title 34.

The City of Flagstaff has successfully completed two CM@Risk projects over the past two years: the Empire Avenue Extension Project and the Alpha Shade Hangers at the City of Flagstaff Pulliam Airport. The City of Flagstaff has four additional projects currently utilizing the CM@Risk procurement method: the Fourth Street Overpass Project, Wildcat Hill Waste Water Treatment Plant Upgrade, Cedar Avenue Bridge and the Aquatic & Multigenerational Center.

General Description of CM@Risk:

CM@Risk is a delivery method wherein the CM@Risk firm participates in the design phase by evaluating cost, schedule, implications of alternative designs, constructability reviews and value engineering. During construction, the CM@Risk assumes the risk for price based on a Guaranteed Maximum Price (GMP) and schedule. The CM@Risk contracts directly with the trades and subcontractors and has a single point of responsibility for the delivery of the project.

CM@Risk delivery facilitates acceleration of the construction schedule .by starting elements of the construction prior to design being completed. The CM@Risk can bid and subcontract early portions of the work, often while design of unrelated portions are incomplete. In this circumstance, the CM@Risk and owner negotiate a GMP based on a partially completed design that includes the CM@Risk's estimate of the cost for the remaining design features.

CM@Risk contractors are chosen on a qualifications based selection process, similar to selection of Architectural/Engineering consulting services. The owner advertises for Statements of Qualifications, forms a selection committee and proceeds to evaluate, interview and select the contractor based on qualifications provided.

The advantages of CM@Risk are:

• Team approach from project inception
• Increased owner control
• Continuous budget control
• Value Engineering with design phase services
• Construction planning
• Phased construction option
• Controlled purchasing
• Change management by owner
• Open book financial approach

Purpose and Expectations

CM@Risk is being chosen for this project to facilitate the proposed construction schedule and to enlist the contractor's .expertise in the construction of the structure while minimizing construction delays and traffic impacts to a main arterial located in Flagstaff's downtown business district. It is anticipated that the CM@Risk Contractor will begin fabrication of the bridge prior to completion of the final plans and will phase construction of the bridge to avoid major traffic delays.

Project Description and Scope of Work

General Project Description

The project is a segment of the Flagstaff Urban Trail System (FUTS) that will link the downtown Flagstaff area with the rapidly developing west Flagstaff neighborhoods and will provide a key link of the FUTS Westside system. This is an important component to the approved Master Plan for the City's Urban Trail System and is included in the five-year Capital Improvement Program.

This project is intended to provide a multi-modal transportation link between the neighborhoods north and south of the BNSF Railway Company (BNSF) mainline tracks, and east and west of the Route 66lMilton Road corridor. The project begins at the Rio de Flag Wash near the intersection of Humphreys Street and Route 66 and proceeds west over Milton Road to Coconino Avenue near the intersection of Walnut Street. The total project length is approximately 1,260 linear feet including the bridge over Milton Road. Milton Road is a major arterial though Flagstaff and is the only grade separated crossing for BNSF for the entire west side of the city.

The Project Assessment and Design Concept Report was completed in November 2005 by Turner Engineering, Inc. The Categorical Exclusion document required by ADOT was submitted for final review in April 2006. These reports are available for review upon request.

The project has the support of the City of Flagstaff Council by the adoption of Resolution 2003-58 authorizing the grant application and acceptance. The Project also has support from the Bicycle Advisory Committee, Pedestrian Advisory Committee, the City of Flagstaff Traffic Commission, and BNSF. The Arizona Department of Transportation (ADOT) has endorsed this project and is providing supplemental funding through a TEA 21 Round 11 Grant. The estimated total construction cost for the Project is $1,050,300.

Funding for this project comes from a TEA 21 Round 11 grant and matching City of Flagstaff funds appropriated through BBB Taxes and 2000 Transportation Tax. The project has been Chartered for the Project Delivery process by the City of Flagstaff with participants from ADOT, BNSF, Turner Engineering, Western Technologies, and Northland Exploration.

Scope of Work

The CM@Risk contractor will begin the project with a design phase services support role to the City. The contractor will work with the designer, through the City Project Manager, to offer value engineering and constructability assessments.

Design phase services by the CM@Risk may include the following:

• provide detailed cost estimating and knowledge of marketplace conditions;
• provide project planning and scheduling;
• provide for construction phasing and scheduling that will minimize interruption to traffic operations;
• provide alternate system evaluation and constructability studies;
• advise City of ways to gain efficiencies in project delivery;
• provide long-lead procurement studies and initiate procurement of long lead items;
• assist in all applicable permitting processes;
• protect the owner's sensitivity to quality, safety, environmental factors, and City of Flagstaff delivery processes.

Prior to construction, the City and the CM@Risk contractor will negotiate a GMP to construct and deliver the project. The CM@Risk will be responsible for construction means and methods, and will be required to solicit bids from pre-qualified subcontractors to perform the work. The CM@Risk is responsible for self-performing a minimum of 45% of the construction work.

Construction phase services by the CM@Risk may include:

• construction of the pedestrian bridge according to final plans;
• construction of the pedestrian enhancements according to final plans;
• coordinate with various City of Flagstaff departments, other agencies, utility companies, etc.;
• arrange for procurement of materials and equipment;
• schedule and manage site operations;
• bid, award, and manage all construction related contracts while meeting city bid requirements;
• provide quality controls;
• bond and insure the construction;
• address all federal, state and local permitting requirements;
• deal with owner issues; and
• maintain a safe work site for all project participants.

The CM@Risk method will include the following sequential phasing:

Phase I - Construction Manager at Risk Selection Process

The Request for Statement of Qualifications (RSOQ) will advertise according to State of Arizona and City of Flagstaff procurement requirements and will include a general description of the project, scope, and project evaluation criteria.

The RSOQ evaluation criteria includes:

1. General Information; provide a general description of the firm and/or team. Provide organization chart showing key personnel and identify the location from which they will perform their work. (1 0 points)
2. Experience and qualifications of the proposed team members in providing these services on similar projects. (20 points)
3. Experience and qualifications of the Project Manager. (20 points)
4. Understanding the project and approach to performing the required services. (10 points)
5. Principal office location. (10 points)
6. Capability to meet schedule commitments and ability to manage multidisciplinary project. (20 points)
7. Overall evaluation of the team's capability to provide the required services. (10 points)

Maximum Score = 100 points

The evaluation committee members will score the Statement of Qualifications (SOQ). Upon review of the SOQs, the committee reserves the option of interviewing the three most qualified firms. After interviews have been completed, the committee will select the most qualifying team to perform as the CM@Risk contractor.

After the CM@Risk contractor has been selected, the City and the contractor will prepare the project scope and negotiate a fee for the design phase services and construction services. If an agreement cannot be reached with the first firm selected, the City reserves the right to contact subsequently ranked firms for negotiation to enter into a contract for CM@Risk services.

Phase II - Design Phase Services

Design phase services include the CM@Risk contractor working with the design consultant, through the City's Project Manager, to develop plans, specifications, and special provisions. The CM@Risk contractor will also lead the effort for value engineering and constructability reviews during this phase.

Design Phase services will also include:

• Prepare scope and fee for construction services
• Negotiate and execute a GMP construction contract at the owners request
• Obtain necessary permits
• Obtain approvals

Phase III - Construction Services

The CM@Risk and the City will negotiate a GMP based on the current design and the CM@Risk estimate for the remaining design features. The primary duties of the CM@Risk during the Construction Phase will be to:

1. Manage and coordinate design and construction activities
2. Address and satisfy all Federal requirements
3. Complete projects as described by the final plans and specifications
4. Coordinate all activities with the City's Construction Manager
5. Address project close out and warranty issues.

Schedule

On the following page is an approximate schedule for the completion of the project. The project items completed to date include: Project Assessment, Design Concept Report, ADOT Categorical Exclusion document.

Measures & Reporting

In the City's experience, the CM@Risk process provides innovations in project development, design and construction, and ultimately result in reduced project duration and budget savings. Aside from budget and schedule goals, the emphasis of this process will be on project quality and value.

Two separate reports will serve as important measurements in project delivery. The initial report will describe the selection process for the CM@Risk contractor. This includes the development of the scope, fee negotiation, reactions by the industry if applicable, any innovations proposed by respondents and any major problems encountered and how they were resolved.

The second and final report will be submitted upon completion of the contract and project acceptance by the City. The final report will contain an overall evaluation of the project from the City and the Contractor along with any suggestions and recommendations for improving the process. In addition, the City will discuss the relationship with the Contractor, quality of the final product, number of changes to the original scope of work, additional cost, problems encountered and benefits received. Both reports will be forwarded to FHWA Headquarters.