City Council Meeting - FINAL


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  6.D.       
Meeting Date: 07/06/2021  
Co-Submitter: Eli Reisner

Information
TITLE:
Consideration and Approval of the Cooperative Purchase Contract: Beta Public Relations, LLC in the amount of $55,807.24 for public outreach services during the construction of the Coconino Estates Improvements Phase II Project.
STAFF RECOMMENDED ACTION:
  1. Approve the Cooperative Purchase Contract with Beta Public Relations, LLC in the amount of $55,807.24 and a contract duration of 540-calendar days; and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
Staff recommends the approval and award of the Cooperative Purchase Contract (Contract) with Beta Public Relations, LLC (Beta PR) in the amount of $55,807.24, which will authorize the public outreach services during the construction of the Coconino Estates Improvements Phase II Project (the Project). Beta PR’s Contract was procured by the City of Flagstaff through the use of a cooperative purchase contract with City of Prescott. Beta PR’s public outreach services will help to inform residents adjacent to the Project and the surrounding neighborhood on construction activities, road closures, and schedule during the construction of the Project as they have successfully done on the Coconino Estates Improvements Phase I Project and during the design of the Coconino Estates Improvements Phase II Project. 
      
The Construction Contract for the Project was awarded by Council at the May 18, 2021, Council Meeting to Standard Construction Company. The Project can be generally described as a utility and roadway improvements Project in the Coconino Estates neighborhood with multiple funding sources including the Road Repair and Street Safety Program, the Aging Water Infrastructure Replacement Program, and the Aging Sewer Infrastructure Replacement Program. These three funding sources will also fund Beta PR’s Contract. The Project has limits that can be seen in the attached context and vicinity maps. Construction started on June 21, 2021. Beta PR’s 540-calendar day Contract duration will cover the span of the two-construction season Project that is anticipated to be complete in fall 2022.
Financial Impact:
The Project and Beta PR’s Contract are funded by three funding sources consisting of a portion of the Road Repair and Street Safety Program (RR&SS) - Coconino Estates total appropriations of $13,525,191 for FY21 and FY 22 in Account (046-05-116-3371-6), the Aging Water Infrastructure Replacement Program (AWIR) total appropriations of $3,400,000 for FY22 and FY 23 in Account (202-08-370-3157-0), and the Aging Sewer Infrastructure Replacement Program (ASIR) total appropriations of $900,000 for FY22 in Account (203-08-375-3220-0).
Policy Impact:
No impact.
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
High Performing Governance
Serve the public by providing high quality customer service.

Regional Plan
Goal WR.2.
Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources.
Policy WR.2.2.
Maintain and develop facilities to provide reliable, safe, and cost-effective water, wastewater, and reclaimed water services.
Goal T.8.
Establish a functional, safe, and aesthetic hierarchy of roads and streets.
Policy T.8.6.
Maintain the City’s street infrastructure in a cost-effective manner to ensure the safety and convenience of all users.
Has There Been Previous Council Decision on This:
  • Council previously approved the ballot language for the Road Repair and Street Safety Initiative (Prop. 406).
  • Council approved and adopted the Road Repair and Street Safety – Utility Replacements and Overlays – Coconino Estates, Aging Water Infrastructure Replacement, and Aging Sewer Infrastructure Replacement FY 2021 budgets.
  • Council approved the Engineering Professional Services Contract for the design of the Project at the November 19, 2019, Council Meeting.
  • Council approved the Construction Contract for the Project at the May 18, 2021, Council Meeting to Standard Construction Company.
Options and Alternatives:
  1. Approve the award as recommended; or
  2. Reject approval of the award as recommended. This action would eliminate any contracted public outreach services during the construction of the Project.
Background/History:
Beta PR has been successfully providing their public outreach services during the design and construction of Coconino Estates Improvements Phase I Project.

Beta PR provided public outreach services during the design of the Coconino Estates Improvements Phase II Project including assisting the City with the development of a Project Website, creating and distributing mailers, creating and posting a Project Presentation video in leu of a public open house, creating and hosting a hotline, and compiling a contact information database. 

Purchasing staff reviewed the cooperative purchase contract and amendment between Beta PR and the City of Prescott to confirm the validity of the term and conditions. This cooperative purchase contract conforms with City procurement rules. Purchasing staff worked with contractor to develop the attached Contract.
Key Considerations:
Beta PR’s Contract has been procured by the City of Flagstaff through the City of Prescott’s cooperative purchase contract (aka Piggy-Back), which allows other governmental agencies to utilize the City of Prescott and Beta PR’s current On-Call Professional Services Contract to procure services from Beta PR.
 
Beta PR’s public outreach services will help to inform residents adjacent to the Project and the surrounding neighborhood on construction activities, road closures, and schedule during the construction of the Project. Beta PR will host a project hotline and email address, mail and hand deliver project fliers, update the Project website, compile a contact information database, and develop and distribute emailed weekly updates. 
Expanded Financial Considerations:
The Project is funded by three funding sources consisting of $4,700,000 of the Road Repair and Street Safety Program (RR&SS) - Coconino Estates total appropriations of $13,525,191 for FY21 and FY 22 in Account (046-05-116-3371-6), the Aging Water Infrastructure Replacement Program (AWIR) total appropriations of $3,400,000 for FY22 and FY 23 in Account (202-08-370-3157-0), and the Aging Sewer Infrastructure Replacement Program (ASIR) total appropriations of $900,000 for FY22 in Account (203-08-375-3220-0).  
 
Beta PR’s $55,807.24 Contract will be funded by the three funding sources listed above with the contributions from each as follows:  
RR&SS contribution = $29,019.77
AWIR contribution = $21,206.75
ASIR contribution = $5,580.72
Community Benefits and Considerations:
Beta PR’s public outreach services will help to inform residents adjacent to the Project and the surrounding neighborhood on construction activities, road closures, and schedule during the construction of the Project.
Community Involvement:
Inform, Involve, Empower:
  • In November 2014, voters approved a dedicated sales tax increase to fund road repairs and street safety improvements throughout the City of Flagstaff.
  • Since 2015 the Project has been listed as a proposed project in the interactive map on the Road Repair and Street Safety section of the City of Flagstaff’s Website at: www.flagstaff.az.gov/roadsafety.   
  • Updates to the Road Repair and Street Safety Program, which included the proposed Project, have been presented by the Capital Improvements Engineer at multiple Transportation Commission Meetings, Council Meetings, and Budget Meetings.
  • In October 2020, Beta PR, on behalf of the City, sent an Upcoming Project Notice that included information on how to view a virtual project presentation located on the Project Website at www.coconinoestates.com, a project hotline number, and how to sign up to receive regular project updates by email.
  • Beta PR established and will maintain the project hotline for interested parties to use as a resource for Project information, answers Project specific questions, and for contacting the Project Team throughout the duration of the Project.
  • Beta PR gathered contact information to create a data base to electronically distribute eNews articles to interested parties with Project updates and information throughout the duration of the Project.
  • Weekly updates consisting of schedule, sequence, and impacts will be provided through construction to residence that sign up to receive them. 
  • Staff met with several individual property owners during design and will continue to do so throughout construction.
  • Construction Notices will be sent to the residents adjacent to and in the area surrounding the Project prior to the start of construction.
  • The Project Website will be updated to keep the Public informed during construction.
Expanded Options and Alternatives:
  1. Approve the award as recommended; or
  2. Reject approval of the award as recommended. This action would eliminate any public outreach services during the construction of the Project.
Attachments
Coop Contract
Beta PR Contract
Coop Extension
Coconino Estates Improvements Phase II Context Map
Coconino Estates Improvements Phase II Vicinity Map


    

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