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Meeting Date: 11/17/2020  
Co-Submitter: Andy Bertelsen From: Matthew Morales, Project Manager

Consideration and Approval of a Consulting Contract:  Landfill Road Environmental Assessment with EnviroSystems Management, Inc.
  1. Approve a Cooperative Purchasing Contract with EnviroSystems Management, Inc. to provide professional consulting services for an amount of $73,246.00.
  2. Authorize the City Manager to execute all necessary documents.
Executive Summary:
Landfill Road (Road), also known as Forest Road 6010, is under the jurisdiction of the Coconino National Forest, Flagstaff Ranger District (Forest Service) and has been the primary access route to Cinder Lake Landfill (Landfill) since 1965. Recent structural evaluations of the Road conclude that the existing pavement is failing and in irreparable condition. Subsequent to the road evaluations, staff approached the Forest Service with a proposal to realign and rebuild the Road. However, in order for the Forest Service to proceed with the formal review process, they would need to initiate an Environmental Assessment (EA) under the National Environmental Policy Act (NEPA) guidelines. Given the need for the completion of an Environmental Assessment (EA), Landfill staff proposes to select EnviroSystems Management, Inc. (EnviroSystems) to prepare the EA for the Forest Service. A State of Arizona contract (ADSPO18-207054) with cooperative purchasing language was procured with EnviroSystems through the Arizona State Procurement Office Cooperative Purchase Program under a Request for Proposals (RFP ADSPO18-00007994).
Financial Impact:
The reconstruction of Landfill Road was an approved budget item in Fiscal Year (FY) 2020 through 2021. This portion of the project will be charged to Solid Waste Fund in account 211-06-165-0631-0-4433 (Improvements to Land).
Policy Impact:
EnviroSystems will provide the necessary EA through the NEPA process. Subsequently, NEPA approval would permit the Forest Service to convey an easement to the City of Flagstaff for the re-alignment of the Road along with utility easements (electrical, telecommunications, and water distribution). Under this condition, the City would own and maintain the pavement; the Forest Service would continue to have claim and jurisdiction of the land.
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives  
Sustainable, Innovative Infrastructure Objectives: Deliver outstanding services to residents through a healthy, well maintained infrastructure system; Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs.
Regional Plan
E&C.7. Give special consideration to environmentally sensitive lands in the development design and review process.

PF.2. Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.

T.4. Promote transportation infrastructure and services that enhance the quality of life of the communities within the region.

T.8 Establish a functional, safe, and aesthetic hierarchy of roads and streets.
Has There Been Previous Council Decision on This:
On September 6, 2016 City Council approved a contract with Plateau Engineering, Inc. to proceed with the Design Concept Report for Landfill Road (Item 10.C). The Design Concept Report provided the structural evaluation(s), design considerations, and cost estimates.

On December 12, 2019 City Council approved a Category 5 Master Cost Recovery Agreement between the Forest Service and the City of Flagstaff (Item 9.A.). The agreement provided the mechanism for the Forest Service to review this project, and other projects, for consideration.
Options and Alternatives:
  1. Approve the contract with EnviroSystems to provide professional consulting services and prepare the EA for the Forest Service.
  2. Do not approve the contract with EnviroSystems and advertise a formal request for statement of professional qualifications to prepare the EA.
The Landfill has been utilizing the Road since 1965 under a Special Use Permit issued by the Forest Service. Records indicate that an overlay was constructed in 1987. In 2016 staff contracted Plateau Engineering Inc. to prepare a Design Concept Report. The engineering team concluded that considerable warping existed throughout the road. In addition, the top coat has experienced irreparable damage and is leading to increased potholes. From a design perspective, the curve superelevations are excessive and need to be both decreased and realigned. The re-alignment and rebuild also warrants considering the installation of new utilities (three-phase electric, telecommunications, and water).

In 2017 the Landfill submitted the Design Concept Report to the Forest Service. This prompted the Forest Service to propose a Master Cost Recovery Agreement between the City and the Forest Service. The Master Cost Agreement was approved by City Council and the Forest Service in December 2019. Subsequently, Landfill staff was cleared to proceed with the EA. Due to the timeliness of necessary repairs to the pavement, staff elected to pursue the project with EnviroSystems based on the Arizona State Procurement Office Cooperative Purchasing Program (See Attached Exhibit B - State Procurement Cooperative Purchasing Contract ADSPO18-207054). EnviroSystems has worked on previous related projects with the City of Flagstaff including the recent Sheep Crossing FUTS Trail.

Procurement on this project was accomplished by utilizing a cooperative purchasing contract through the State of Arizona Procurement Office's contract between the Arizona State Land Department and EnviroSystems.
Key Considerations:
The proposal to reconstruct Landfill Road triggers the Forest Service to consider all potentially affected resources according to NEPA guidelines and the need for an EA. Therefore, the scope of work requires EnviroSystems to prepare an EA with the following elements:
  • Summarize and present the proposed project
  • Identify the purpose and need of the project
  • Provide the necessary public input
  • Present the alternatives considered
  • Identify the affected environment
  • Address the impacts to resources
  • Propose any necessary mitigation measures prior to commencing construction of Landfill Road
The EnviroSystems proposal (Attachment Exhibit A - EnviroSystems Proposal & Fee and Pricing Sheet) addresses the scope and their fees are commensurate with staff's anticipated budget for the project.
Expanded Financial Considerations:
Council approval for this contract will allow staff to eventually improve the Road (and utilities). This will allow the Landfill to provide safe and affordable means for solid waste disposal at Cinder Lake Landfill. Additionally, the improvements will allow the Landfill to prepare for future expansion of the landfill; thereby amortizing development costs over a longer period of time.
Community Benefits and Considerations:
The project will ensure that the landfill can provide the infrastructure necessary to maintain compliance with environmental rules. Consequently, the citizens of Coconino County and the City of Flagstaff will be able to continue to expect safe and affordable options for solid waste disposal and recycling.  
Community Involvement:
Inform, Consult, Involve, Collaborate, and Empower:
As a part of the NEPA process, two public meetings will be led by EnviroSystems staff. During the meetings, comments will be solicited. Agency staff and EnviroSystems personnel will be available to answer any questions.
Expanded Options and Alternatives:
Cooperative Contract
Exhibit A - EnviroSystems Proposal and Fee
Exhibit A - EnviroSystems-Pricing Sheet
Exhibit B - State Procurement Coop
EnviroSystems Task Order


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