CITY COUNCIl. Item 11 ACTION BACKGROUND

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1 Item 11 CITY COUNCIl Meeting Date: General Plan Element: General Plan Goal: February 9, 2016 Public Services & Facilities Provide a safe environment for all citizens, visitors, and private interests ACTION Construction Bid Award for Airport Pull Box Replacement Project. Adopt Resolution No authorizing Construction Bid Award 16PB011 to Fortis Networks, Inc., the lowest responsive bidder, at a lump sum price of $68,608.98; and Authorize a FY 2015/16 Airport - Future Grants Contingency Budget Appropriation transfer in the amount of $45,000 to existing Aviation Capital Project No. AB58A- Airport Replace Electrical Pull Boxes - Main Apron, which is to be funded by the Aviation Funds funding source. BACKGROUND The purpose of the contract award portion of this action is to replace 8 aging pull boxes that are located along the west edge of the aircraft parking apron. These boxes are used as underground junction points for some of the airport's electrical, security wiring and fiber optic cable. The current boxes are made of a concrete polymer and are not holding up well to the intense heat that we experience in Arizona. The new pull boxes will have steel lids that are designed to handle the heavy loads of corporate aircraft and loaded fuel trucks. The purpose of increasing the budget appropriation in Aviation Capital Improvement project no. AB58A-Airport Replace Pull Boxes - Main Apron is to account for all of the costs associated with the project. This includes design, construction and construction administration. The initial budget of $70,000 was established approximately 3 years ago and the cost of construction has increased since then. The Aviation Department also decided to increase the load bearing capacity of the new boxes since the initial project conception to accommodate current aircraft utilizing the airport. The Aviation Department is requesting to increase the budget appropriation in this project an additional $45,000 so the projects' total budget will be $115,000. All of the funds will come from the Aviation Enterprise Fund. Action Taken

2 City Council Report Construction Bid Award & Contingency Fund Transfer-Airport Pull Box Replacement Project ANALYSIS & ASSESSMENT Recent Staff Action On November 24, 2015, staff posted the solicitation for this project. The City received 5 bids on December 29, The three lowest bids received are as follows: Fortis Networks, Inc. AJP Electric, Inc. Data Specialties, Inc. $68, $82, $87, The Purchasing Director confirmed that this solicitation was conducted in accordance with City Purchasing Code and procedure. The City Attorney's office also approved the solicitation format prior to it going out to bid. Community Involvement The public was provided with an opportunity to comment on the possible award of this contract and increase in the project's budget appropriation at the Airport Advisory Commission meeting on January 13, No negative comments were received and the Commission unanimously approved a motion to recommend that City Council approve these actions. RESOURCE IMPACTS Available funding A capital budget contingency appropriation transfer totaling $45,000 is required to fund the construction of the project. The Aviation Enterprise Fund has sufficient cash to support the additional costs. No General Fund money will be needed to support this action. Staffing, Workload Impact No additional staff hours will be needed to administer this construction project. Future Budget Implications There will be no maintenance costs associated with these pull boxes once they are installed. OPTIONS & STAFF RECOMMENDATION Recommended Approach Adopt Resolution No authorizing Construction Bid Award 16PB011 to Fortis Networks, Inc, the lowest responsive bidder, at a lump sum price of $68,608.98; and Authorize a FY 2015/16 Airport - Future Grants Contingency Budget Appropriation transfer in the amount of $45,000 to the existing Aviation Capital Project AB58A- Airport Pull Box Replacement - Main Apron which is to be funded by the Aviation Funds funding source. Page 2 of 3

3 City Council Report Construction Bid Award & Contingency Fund Transfer-Airport Pull Box Replacement Project Proposed Next Steps If City Council approves this resolution, the contract will be awarded and the construction will start in March of The project will take approximately 22 days to complete. RESPONSIBLE DEPARTMENT(S) Aviation STAFF CONTACT(S) Chris Read, Airport Operations Manager, Cread^scottsdaleaz.gov APPROVED BY Gary P. Mascaro, Aviation Director (480) 313'-7735, Date I. 3->.)ip iqvle^i^ttsdaleaz.gov Dan Worth, P^iblic Works Director / 22- (L Date ATTACHIV1ENTS 1. Resolution No Construction Contract 16PB Airport Project Location Map Page 3 of 3

4 RESOLUTION NO A RESOLUTION OF THE COUNCIL OF THE CITY OF SCOTTSDALE, MARICOPA COUNTY. ARIZONA, AUTHORIZING CONSTRUCTION BID AWARD NO. 16PB011 WITH FORTIS NETWORKS, INC., FOR THE CONSTRUCTION OF THE AIRPORT PULL BOX REPLACEMENT PROJECT AND AUTHORIZING A FY2015/16 AIRPORT FUTURE GRANTS CONTINGENCY BUDGET APPROPRIATION TRANSFER IN THE AMOUNT OF $45,000 TO CAPITAL PROJECT NO. AB58A (REPLACE ELECTRICAL PULL BOXES - MAIN APRON) TO BE FUNDED BY THE AVIATION FUNDS FUNDING SOURCE. The City of Scottsdale desires to replace existing electrical pull boxes at the Scottsdale Airport; and Fortis Networks, Inc. has offered to provide to the City the requisite construction services necessary to construct the airport pull box replacement project; and The City of Scottsdale desires to increase the budget and spending authority in Aviation Capital Improvement Project No. AB58A from $70,000 to $115,000. BE IT RESOLVED by the Council of the City of Scottsdale as follows: Section 1. The Mayor of the City of Scottsdale is hereby authorized and directed to execute construction bid award No. 16PB011, in the amount of $68, between the City and Fortis Networks, Inc., for the construction of the Airport Pull Box Replacement Project. Section 2. A FY 2015/16 Airport-Future Grants Contingency Budget Appropriation transfer in the amount of $45,000 is authorized to capital project No. AB58A (Replace Electrical Pull Boxes - Main Apron) to be funded by the Aviation Funds funding source. PASSED AND ADOPTED by the Council of the City of Scottsdale, Arizona, this day of February, ATTEST: CITY OF SCOTTSDALE, an Arizona municipal corporation Carolyn Jagger, City Clerk W. J. Jim Lane, Mayor APPROVED AS TO FORM: Bruce Washburn^it'y Attorne By: Cliff Frey Senior Assistant City Attorney V1 Attachment 1

5 CITY OF SCOTTSDALE CONSTRUCTION CONTRACT BID NUMBER: 16PB011 PROJECT NUMBER: #AB58A PROJECT NAME: SCOTTSDALE AIRPORT PULL BOX REPLACEMENT THIS CONTRACT, entered into this day of February, 2016, between Fortis Networks. Inc., herein after designated "Contractor" and the City of Scottsdale, County of Maricopa, and State of Arizona, a municipal corporation, organized and existing under and by virtue of the laws of the State of Arizona, the City. WITNESSETH: The Contractor, in consideration of the sum to be paid him by the City, in the manner and at the time provided, and of the other covenants and agreements contained in this Contract and under the penalties expressed in the bonds provided, agrees, for himself, his heirs, executors, administrators, successors, and assigns as follows: SECTION 1 - SCOPE OF WORK: The Contractor will furnish any and all labor, materials, equipment, transportation, utilities, services and facilities required to perform all work for Bid No. 16PB011, Project No. #AB58A and to completely and totally construct the project and install the material in the project for the City, in a good workmanlike and substantial manner to the satisfaction of the City and under the direction and supervision of the City, or other properly authorized agents and strictly in accordance with the Plans and Specifications prepared for the City, and with any modifications of the Plans and Specifications and other documents that may be made by the City or other properly authorized agents, as provided in this Contract. The Contractor agrees that this Contract, as awarded, is for Bid No. 16PB011, Project No. #AB58A, SCOTTSDALE AIRPORT PULL BOX REPLACEMENT, North Airport Drive, Scottsdale, AZ 85260, in the amount of $ and understands that payment for the total work will be made on the basis of the indicated amount(s), as bid in the Bid Form. SECTION 2 - CONTRACT DOCUMENTS: The Contract Documents consist of the Invitation for Bid, Bid No. 16PB011, Plans, Standard Specifications and Details, Project Manuals, General and Special Provisions, Addenda, if any, and Contractor's Bid, as accepted by the Mayor and Council. Performance Bond, Payment Bond, Certificates of Insurance, and Change Orders, if any, are by this reference made a part of this Contract. SECTION 3 - TIME OF COMPLETION: The Contractor further covenants and agrees at his own proper cost and expense, to do all work as required for the construction of the improvements and to completely construct the project and install the materials, as called for by the Contract Documents free and clear of all claims, liens, and charges whatsoever, in the manner and under the conditions specified within the time, or times, stated in the bid documents. Attachment V1 Revised 10/12/ D0C# V48 Page 1 of 2

6 BID NUMBER: 16PB011 PROJECT NUMBER: #AB58A PROJECT NAME: SCOTTSDALE AIRPORT PULL BOX REPLACEMENT SECTION 4 - PAYMENTS: In consideration of the faithful performance of the work as stated in the Contract Documents, which have been made a part of this Contract by reference, and in accordance with the directions of the City, through its Contract Administrator or other properly authorized agent and to City s satisfaction, the City agrees to pay the Contractor the amount earned, computed from actual quantities of work performed and accepted or materials furnished at the unit bid and/or lump sum price on the Bid Form. Any progress payments made must be in accordance with the General Terms and Conditions as stated in the Contract Documents and final payment will be made within 60 days after final inspection and acceptance of the work. SECTION 5 - CONTRACT ADMINISTRATOR IS: (type contract administrator) or designee. IN WITNESS WHEREOF, 3 identical counterparts of this contract, each of which are for all purposes considered an original, have been duly executed by the parties on the date and year first above written. CITY OF SCOTTSDALE ATTEST: By: W.J. Jim Lane, Mayor BY: Carolyn Jagger, City Clerk CONTRACTOR: Fortis Networks, Inc E. Air Lane Phoenix, AZ REVIEWED: Katherine Callaway Risk Management Director (printed name/title) By: (signature of authorized representative) James Flanagan Purchasing Director Chris Read Contract Administrator APPROVED AS TO FORM: Senior Assistant City Attorney Revised 10/12/ Doc# v48 Page 2 of 2

7 AIRPORT PULL BOX REPLACEMENT PROJECT LOCATION MAP. /^Safe"r:^.sri,.. r»' - y- --V.T.' rw"' " 'prk //mil I a ;; m ^ -SP; #^s* imj r""!