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Meeting Date: 04/01/2014  
From: Randy Whitaker, Project Manager

Consideration and Approval of Contract:  Amendment Three to the Intergovernmental Agreement (IGA)/Joint Project Agreement (JPA) 11-097I between the City of Flagstaff (City) and the Arizona Department of Transportation (ADOT) for the FY2013 Highway Safety Improvement Program (HSIP), Beulah Bike Lanes.
Approve Amendment Three to the IGA/JPA 11-097I between the City and ADOT in the amount of $175,000 of which the Grant Amount is $165,025 (94.3%) with a City match of $9,975 (5.7%) for a total construction cost in the amount of $175,000.
Policy Decision or Reason for Action:
The latest engineer’s estimate for the construction is $175,000; approving IGA/JPA Amendment Three will obligate FY2014 HSIP funding for the Beulah Bike Lanes for an additional grant amount of $25,000. The previous Amendment One obligated $150,000 (FY2014) to construction.
Subsidiary Decisions Points: This project is for design and construction of bike lanes along Beulah Boulevard between Woodland Village Boulevard and McConnell Drive. The additional width to accommodate bike lanes will be gained by removing or narrowing existing medians and narrowing lanes from 12 to 11 feet. 
Financial Impact:
This IGA/JPA for FY2014 HSIP will fund the Beulah Bike Lanes project for an additional amount of $25,000 in FY2014. The total project cost of the Beulah Bike Lanes project is estimated to be $273,000 (Design $98,000/Construction $175,0000) and is paid for from HSIP funds between FY 2011-2014. The Federal Share is funded at $257,439 (94.3%) and the City Share at $15,561.00 (5.7%). The project is identified in the Community Development Division, Transportation CIP (Account #040-9256-607-4099), City project number 03-11010.
Connection to Council Goal:
1. Repair, Replace, Maintain infrastructure (streets & utilities)

Has There Been Previous Council Decision on This:
  • Original IGA/JPA for FY 2011 HSIP in the amount of $25,000 approved on 5/17/2011
  • Amendment One for FY 2012 in the amount of $28,000 approved  on 05/15/2012
  • Amendment Two for FY 2013 in the amount of $45,000 approved on 05/21/2013
Options and Alternatives:
A. Approve the JPA
  • Pros: Project will proceed providing enhanced bicycle safety.
  • Cons: Additional matching funds and staff time are required.
B. Amend the JPA
  • Pros: Cannot be determined without knowing amendment
  • Cons: Additional staff time to discuss with ADOT, project delay
C. Reject the JPA
  • Pros: Grant requirements would not apply to the Construction phase of the project including Davis/Bacon wage compliance, DBE and buy American requirements.
  • Cons: Additional grant funds would not be obtained and City would need to identify funding for project.
The purpose of the Highway Safety Improvement Program (HSIP) is to achieve a significant reduction in traffic fatalities and serious injuries on public roads. This is to be accomplished through the development and implementation of the Strategic Highway Safety Plan (SHSP) which is a statewide-coordinated safety plan that provides a comprehensive framework for reducing highway fatalities and serious injuries on all public roads. SHSP is intended to identify the State’s key safety needs and guide HSIP investment decisions. Funding is from the U.S. Department of Transportation, Federal Highway Administration (FHWA) through the Arizona Department of Transportation which is responsible for administering the HSIP in Arizona.
Key Considerations:
The 2014 HSIP funds required an approved JPA to be obligated by ADOT.  Any funding not obligated by the City or County in the FMPO Region within this fiscal year is returned to ADOT.
Expanded Financial Considerations:
The funding to-date is:
  • Original IGA  FY2011 Design - $25,000
  • Amendment #1 FY2012 Design – $28,000
  • Amendment#2 FY2013 Design - $45,000
  • This IGA/JPA Amendment #3 for FY2014 HSIP will fund the Beulah Bike Lanes project in the amount of $175,000 (original estimate $150,000 plus additional $25,000) for final construction costs.

The Total Cost of the Beulah Bike Lanes is estimated to be $273,000 and is paid for from HSIP funds between FY 2011-2014.

Community Benefits and Considerations:
Will provide a safer route for bicycles along Beulah Boulevard which is part of the goals in the Regional Plan.
Community Involvement:

Vicinity Map
JPA/IGA Amendment #3

Form Review
Inbox Reviewed By Date
City Engineer rbarrett 03/11/2014 05:41 PM
Grants, Contracts & Emergency Mgmt. Stacey Brechler-Knaggs 03/12/2014 12:47 PM
Legal Assistant Vicki Baker 03/12/2014 05:30 PM
Form Started By: rwhitaker Started On: 03/04/2014 08:32 AM
Final Approval Date: 03/19/2014


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