CITY COUNCIL REGULAR MEETING AGENDA
All City Council Meetings are live streamed on the city's website (https://www.flagstaff.az.gov/1461/Streaming-City-Council-Meetings) ***PUBLIC COMMENT*** Verbal public comments may be given through a virtual public comment platform or in-person If you want to provide a verbal comment during the Council Meeting, use the link below to join the virtual public comment room. VIRTUAL PUBLIC COMMENT WAITING ROOM Written comments may be submitted to publiccomment@flagstaffaz.gov. All comments submitted via email will be considered written comments and will be documented into the record as such. |
1. | CALL TO ORDER
NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this regular meeting, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3). |
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2. | ROLL CALL
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3. | PLEDGE OF ALLEGIANCE, MISSION STATEMENT, AND LAND ACKNOWLEDGEMENT
MISSION STATEMENT
The mission of the City of Flagstaff is to protect and enhance the quality of life for all.
LAND ACKNOWLEDGEMENT The Flagstaff City Council humbly acknowledges the ancestral homelands of this area’s Indigenous nations and original stewards. These lands, still inhabited by Native descendants, border mountains sacred to Indigenous peoples. We honor them, their legacies, their traditions, and their continued contributions. We celebrate their past, present, and future generations who will forever know this place as home.
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4. | APPROVAL OF MINUTES FROM PREVIOUS MEETINGS | ||||||||
A. | Consideration and Approval of Minutes: City Council Regular Meeting of February 1, 2022, Regular Meeting of February 15, 2022, Regular Meeting of February 14, 2023, Special Meeting (Executive Session) of March 6, 2023, Special Meeting (Executive Session) of March 7, 2023, and Special Meeting (Executive Session) of March 14, 2023. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the minutes of the City Council Regular Meeting of February 1, 2022, Regular Meeting of February 15, 2022, Regular Meeting of February 14, 2023, Special Meeting (Executive Session) of March 6, 2023, Special Meeting (Executive Session) of March 7, 2023, and Special Meeting (Executive Session) of March 14, 2023.
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5. | PUBLIC PARTICIPATION Public Participation enables the public to address the Council about an item that is not on the agenda. Comments relating to items that are on the agenda will be taken at the time that the item is discussed. If you wish to address the Council at tonight's meeting, please complete a comment card and submit it to the recording clerk as soon as possible. Your name will be called when it is your turn to speak. You may address the Council up to three times throughout the meeting, including comments made during Public Participation. Please limit your remarks to three minutes per item to allow everyone an opportunity to speak. At the discretion of the Chair, ten or more persons present at the meeting and wishing to speak may appoint a representative who may have no more than fifteen minutes to speak. |
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6. | COUNCIL LIAISON REPORTS | ||||||||
7. | APPOINTMENTS Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that the City Council may vote to go into executive session, which will not be open to the public, for the purpose of discussing or considering employment, assignment, appointment, promotion, demotion, dismissal, salaries, disciplining or resignation of a public officer, appointee, or employee of any public body...., pursuant to A.R.S. §38-431.03(A)(1). |
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A. | Consideration of Appointments: Tourism Commission. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make one appointment to a term expiring January 2025.
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B. | Consideration of Appointments: Heritage Preservation Commission. | |||||
STAFF RECOMMENDED ACTION: | ||||||
Make one AT-LARGE appointment to a term expiring December 2025.
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C. | Consideration of Appointments: Indigenous Commission | |||||
STAFF RECOMMENDED ACTION: | ||||||
Make two appointments to terms expiring in December 2025.
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8. | CONSENT ITEMS
All matters under Consent Agenda are considered by the City Council to be routine and will be enacted by one motion approving the recommendations listed on the agenda. Unless otherwise indicated, expenditures approved by Council are budgeted items. |
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A. | Consideration and Approval of License Agreement: Enterprise License Agreement with Azteca Systems, LLC in the amount of $147,836.25, plus additional fees, for the Cityworks Software. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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B. | Consideration and Approval of Contract: Emergency Operations Plan Development Contract between the City of Flagstaff and Emergency Management Partners, LLC (EM Partners) | |||||
STAFF RECOMMENDED ACTION: | ||||||
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C. | Consideration and Approval of Grant Agreement: Grant Agreement between the City of Flagstaff and AZ Department of Transportation for Airport Land Protection (Safety Areas) Acquire. | |||||
STAFF RECOMMENDED ACTION: | ||||||
Approve the Grant Agreement for grant funds in the amount of $1,800,000 with a match of $200,000 for a total project cost of $2,000,000.
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D. | Consideration and Approval of Ratification: Letter of Support for the National League of Cities to encourage Congress to improve rail safety in the U.S. | |||||
STAFF RECOMMENDED ACTION: | ||||||
Approve ratification of letter of support.
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E. | Consideration and Approval of Contract: Artist Services Contract with Haddad/Drugan LLC for $530,451 for two artworks for the Downtown Connection Center. Art Glass Fabrication & Delivery; and Southside Grove Sculpture Fabrication, Delivery & Installation. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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F. | Consideration and Approval of Contract: Approve a Cooperative Purchase Contract with Drake Equipment in the amount of $146,238.48, plus additional fees, for the purchase and installation of utility equipment on two water service trucks. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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G. | Consideration and Approval of Contract: Approve a Cooperative Purchase Contract with Balar Equipment in the amount of $329,050.56, plus applicable fees, for a Solid Waste collection truck. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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H. | Consideration and Approval of Grant Agreement: Grant agreement between the U.S. Department of Housing and Urban Development and the City of Flagstaff for the Flagstaff Home Energy Retrofit Program for low-income and vulnerable families. | |||||
STAFF RECOMMENDED ACTION: | ||||||
Approve the U.S. Department of Housing and Urban Development grant for FY2022 Economic Development Initiative, Community Project Funding Grant (B-22-CP-AZ-0018), in the amount of $750,000 for the Flagstaff Home Energy Retrofit Program for low-income and vulnerable families.
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I. | Consideration and Approval of Contract: Cooperative Purchase Contract with Motorola Solutions, Inc. in the amount of $2,111,544.29 for radio equipment, setup, accessories, and service for numerous City departments. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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J. | Consideration and Approval of Council Meeting Schedule Adjustments: Reschedule the July 4, 2023 Council Meeting to July 3, 2023; Reschedule the August 29, 2023 meeting to August 28, 2023; Cancel the meeting of December 26, 2023 and January 2, 2024. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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9. | ROUTINE ITEMS | |||||
A. | Consideration and Approval of Contract: An Energy Efficiency Services Job Order Contract with NORESCO, LLC; and Construction Work Order No. 1 with NORESCO, LLC, in an amount not to exceed $4,423,547, for Phase One of Project Implementation. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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B. | Consideration and approval of Preliminary Plat: A request by Presidio Tract M, LLC for approval of the Preliminary Plat for Miramonte at Presidio in the Pines VI Condominiums (City of Flagstaff project number PZ-19-00204-05), a 39-unit multi-family residential condominium subdivision. The 2.77-acre site is located at 2950 W. Presidio Dr. in the Highway Commercial (HC) zone with a Resource Protection Overlay (RPO). The site will develop as a Planned Residential Development (PRD) under the T4N.2 (Transect) Zone standards. | |||||
STAFF RECOMMENDED ACTION: | ||||||
Approve the Preliminary Plat in accordance with the findings presented in this report and the Planning and Zoning Commission recommendation of approval (5-0 vote on February 8, 2023).
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10. | PUBLIC HEARING ITEMS | |||||
A. | Public Hearing and Consideration and Adoption of Ordinance No. 2023-06: An ordinance of the City Council of the City of Flagstaff, amending the Flagstaff Zoning Map to rezone approximately 17.02 acres of real property generally located at 2950 East Butler Avenue, from the Rural Residential (RR) and Medium-Density Residential (MR) zones with a Resource Protection Overlay (RPO) to the Highway Commercial (HC) zone with an RPO, providing for severability, authority for clerical corrections, and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | ||||||
At the March 21, 2023, Council Meeting:
1. Hold the Public Hearing 2. Read Ordinance No. 2023-06 by title only for the first time 3. City Clerk reads Ordinance No. 2023-06 by title only (if approved above) At the April 4, 2023, Council meeting: 4. Read Ordinance No. 2023-06 by title only for the final time 5. City Clerk reads Ordinance No. 2023-06 by title only (if approved above) 6. Adopt Ordinance No. 2023-06 |
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11. | REGULAR AGENDA | |||||
A. | Consideration and Adoption of Resolution No. 2023-13: A resolution authorizing the City of Flagstaff to loan one-hundred thousand dollars ($100,000) to Foundation for Senior Living, or its successor, as gap financing for a Low-Income Housing Tax Credit application under the Arizona Department of Housing's 2022-2023 Qualified Allocation Plan | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Resolution No. 2023-13 by title only
2) City Clerk reads Resolution No. 2023-13 by title only (if approved above) 3) Adopt Resolution No. 2023-13 |
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B. | Consideration and Adoption of Resolution No. 2023-15: A resolution approving the First Amendment to the Intergovernmental Agreement between the Northern Arizona Intergovernmental Public Transportation Authority (Mountain Line) and the City of Flagstaff for the Downtown Connection Center (DCC). | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Resolution No. 2023-15 by title only
2) City Clerk reads Resolution No. 2023-15 by title only (if approved above) 3) Adopt Resolution No. 2023-15 |
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12. | PUBLIC PARTICIPATION | |||||
13. | INFORMATIONAL ITEMS TO/FROM MAYOR, COUNCIL, AND STAFF, AND FUTURE AGENDA ITEM REQUESTS | |||||
14. | ADJOURNMENT | |||||
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4.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Minutes: City Council Regular Meeting of February 1, 2022, Regular Meeting of February 15, 2022, Regular Meeting of February 14, 2023, Special Meeting (Executive Session) of March 6, 2023, Special Meeting (Executive Session) of March 7, 2023, and Special Meeting (Executive Session) of March 14, 2023. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the minutes of the City Council Regular Meeting of February 1, 2022, Regular Meeting of February 15, 2022, Regular Meeting of February 14, 2023, Special Meeting (Executive Session) of March 6, 2023, Special Meeting (Executive Session) of March 7, 2023, and Special Meeting (Executive Session) of March 14, 2023.
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Executive Summary: | |||||
Minutes of City Council meetings are a requirement of Arizona Revised Statutes and, additionally, provide a method of informing the public of discussions and actions being taken by the City Council. | |||||
Financial Impact: | |||||
None | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Effective Governance |
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Previous Council Decision on This: | |||||
None | |||||
Attachments: | 02.01.2022.CCRM | ||
02.15.2022.CCRM | |||
02.14.2023.CCSMWS | |||
03.06.2023.CCSMES | |||
03.07.2023.CCSMES | |||
03.14.2023.CCSMES |
7.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointments: Tourism Commission. | |||||
STAFF RECOMMENDED ACTION: | |||||
Make one appointment to a term expiring January 2025.
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Executive Summary: | |||||
The mission of the Tourism Commission is to develop, promote, and maintain Flagstaff as a year-round visitor destination with professional visitor services that will benefit the community economically, environmentally, and socially. The Tourism Commission makes recommendations to the Council concerning expenditure of the tourism portion of the Bed, Board and Booze ("BBB") tax, a 2% local transaction privilege tax. The Tourism Commission consists of seven citizens serving three-year terms. There is currently one seat available due to a resignation. It is important to fill vacancies on Boards and Commissions quickly to allow the Commission to continue meeting on a regular basis. There are three applications on file for consideration by the Council, they are as follows:
COUNCIL APPOINTMENT ASSIGNMENT: Councilmember Matthews |
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Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
None. | |||||
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Inclusive and Engaged Community
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Has There Been Previous Council Decision on This: | |||||
None. | |||||
Options and Alternatives: | |||||
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Community Involvement: | |||||
The City's boards, commissions, and committees were created to foster public participation and input and to encourage Flagstaff citizens to take an active role in city government. | |||||
Expanded Options and Alternatives: | |||||
INFORM: The vacancies are posted on the City's website and individual recruitment and mention of the opening by Commission members and City staff has occurred, informing others of this vacancy through word of mouth. | |||||
Attachments: | Tourism Commission Authority |
7.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointments: Heritage Preservation Commission. | |||||
STAFF RECOMMENDED ACTION: | |||||
Make one AT-LARGE appointment to a term expiring December 2025.
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Executive Summary: | |||||
The Heritage Preservation Commission consists of seven citizens serving three-year terms. Two positions represent historic owners, two positions represent the professional industry, and three positions are at-large seats. The Heritage Preservation Commission locates sites of historic interest in the City, advises the City Council on all matters relating to historic preservation, and reviews development projects in the downtown design review district. There is one at-large seat available for appointment. It is important to fill vacancies on Boards and Commissions quickly so as to allow the Commission to continue meeting on a regular basis. Please note that professionals and historic property owners can be appointed to at-large seats. There are six applications on file for consideration by the Council, they are as follows:
In an effort to reduce exposure to personal information the applicant roster and applications will be submitted to the City Council separately.
COUNCIL APPOINTMENT ASSIGNMENT: Mayor Daggett
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Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
There is no Council goal that specifically addresses appointments to Boards and Commissions; however, boards and commissions provide input and recommendations based on City Council goals that may pertain to the board or commission work plan. | |||||
Has There Been Previous Council Decision on This: | |||||
None | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
The City's boards, commissions, and committees were created to foster public participation and input and to encourage Flagstaff citizens to take an active role in city government. The Heritage Preservation Commission consists of two historic property owners, two industry professionals, and three at-large members. It will be up to the Council to make the determination of whether an applicant is qualified for a particular seat. |
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Expanded Options and Alternatives: | |||||
INFORM: The vacancies are posted on the City's website and individual recruitment and mention of the opening by Commission members and City staff has occurred, informing others of this vacancy through word of mouth. | |||||
Attachments: | HPC Authority |
7.C.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointments: Indigenous Commission | |||||
STAFF RECOMMENDED ACTION: | |||||
Make two appointments to terms expiring in December 2025.
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Executive Summary: | |||||
The Indigenous Commission consists of seven (7) voting members and three (3) ex-officio (non-voting) members from the Indigenous Peoples Advisory Council appointed by the City Council in accordance with a Memorandum of Understanding between the City of Flagstaff and the Coconino County Indigenous Peoples Advisory Council. Members must have a tribal affiliation as enrolled members of a tribe/nation recognized by the federal and/or state governments. Members will have interest in the issues presented in the Strategic Plan as presented to City Council by the Coordinator for Indigenous Initiatives. The Commission serves as an advisory board to City Council; makes recommendations with respect to certain policies, needs, issues, and methods in promoting the Strategic Plan and Recommendations accepted by City Council; and furnish the City Council with information through the Coordinator for Indigenous Initiatives. There are eight applications on file for consideration by the Council. In an effort to reduce exposure to personal information, the applicant roster and applications will be submitted to the City Council separately. There are nine (9) applications on file for voting members. The applications are as follows:
COUNCIL APPOINTMENT ASSIGNMENT: Councilmember McCarthy and Councilmember Matthews |
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Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
None. | |||||
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Inclusive and Engaged Community
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Has There Been Previous Council Decision on This: | |||||
None. | |||||
Options and Alternatives: | |||||
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Community Involvement: | |||||
The City's boards, commissions, and committees were created to foster public participation and input and to encourage Flagstaff citizens to take an active role in city government. | |||||
Expanded Options and Alternatives: | |||||
INFORM: The vacancies were posted on the City's website and through word of mouth. | |||||
Attachments: | Indigenous Commission Authority |
8.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of License Agreement: Enterprise License Agreement with Azteca Systems, LLC in the amount of $147,836.25, plus additional fees, for the Cityworks Software. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
The 2025 Flagstaff Water Services Strategic Plan emphasizes the benefit of implementing data driven decisions to increase the efficiency of managing the City's water, wastewater, reclaimed water, and stormwater infrastructure. Water Services has been utilizing the Cityworks Software to digitally track work orders, inspections, service requests, and as an inventory management system for all Water Services assets. This new Enterprise License Agreement (License) for the Cityworks Software with Azteca Systems, LLC, a Trimble company, will provide Water Services increased functionality for regulatory compliance, water production, and wastewater reclamation plants. The License will also provide a digital inventory tracking solution, additional seats for the Stormwater Flooding Request Call Center, and create efficiencies for cataloging Water Distributions and Wastewater Collections service request calls from the public. |
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Financial Impact: | |||||
For Fiscal Year 2023, the cost is $4,836.25. The purchase has been budgeted through: Wastewater: 204-08-321-1201-0-4343 $1,000 Wastewater Collections: 203-08-313-1130-0-4343 $3836.25 For Fiscal Year 2024, the cost is $68,000. The purchase has been budgeted through: Wastewater: 203-08-311-1110-0-4343 $2,000 Wastewater: 203-08-312-1120-0-4343 $1,000 Wastewater: 204-08-321-1201-0-4343 $1,000 Wastewater Collections: 203-08-313-1130-0-4343 $10,000 Information Systems: 202-08-307-1090-0-4343 $21,000 SCADA Water: 202-08-307-1015-0-4343 $10,000 Water Distributions: 202-08-303-1050-0-4343 $10,000 Stormwater Maintenance: 206-08-331-1257-0-4343 $5,000 Regulatory Compliance: $4,000 Water Production: $4,000 For Fiscal Year 2025, the cost is $75,000. The purchase has been budget through: The FY25 funds will be the same as FY24 Water Distributions: $1,000 Wastewater Collections: $1,000 Wastewater Reclamation (Rio): $1,000 Wastewater Reclamation (Wildcat Hill): $1,000 Water Production: $1,000 Stormwater: $1,000 Regulatory Compliance; $1,000 |
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Policy Impact: | |||||
None.
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Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
High Performing Governance: Enhance the organization's fiscal stability and increase efficiency and effectiveness.
Carbon Neutrality Plan CR-1: Ensure all mitigation actions improve Flagstaff's ability to adapt to the future. 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
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Has There Been Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
Since implementing the Cityworks Software in various sections in Water Services, staff can now easily send digital work orders, inspections, and service requests to the field crews for completion. Water Distributions, Wastewater Collections, and Stormwater Maintenance crews rely on the Cityworks Software to record and track work orders and inspections for various assets. Acting as a digital repository, the Cityworks Software allows crews to record the type of work performed, time spent, materials/equipment used, and more. Since using Cityworks Software to track and create a preventative maintenance cleaning schedule, sanitary sewer overflows have decreased within the City. Likewise, Water Services now has a better understanding on the time and expenses it takes to clean and maintain open and closed channel stormwater infrastructure. By entering the new long-term License with Azteca Systems, LLC, Water Services will continue to expand these efficiencies within various Sections. | |||||
Key Considerations: | |||||
Approving the License with Azteca Solutions, LLC, aligns with Water Service's 2025 Strategic Goals of:
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Attachments: | Azteca Contract with COF | ||
Example of Software Display |
8.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Emergency Operations Plan Development Contract between the City of Flagstaff and Emergency Management Partners, LLC (EM Partners) | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
Emergency operations planning is key to managing our risk and response to critical incidents. This plan will detail the roles and responsibilities of the city and stakeholders in emergency response, recovery, and mitigation efforts as they relate to wildfire, post-fire flooding, and other threats and hazards the city may face. | |||||
Financial Impact: | |||||
The Consultant Services fee is funded 100% by State of Arizona House Bill 2001 through the Department of Forestry and Fire Management (DFFM). Funds are to be budgeted in FY2023-24 in account number 001-02-039-0114-1-4290. | |||||
Policy Impact: | |||||
None
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Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Safe & Healthy Community - Provide public safety services with resources, staff & training responsive to the community needs |
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Has There Been Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
- Approve the contract to create a City EOP - Do not approve the contract |
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Background and History: | |||||
EM Partners is working currently with Coconino County to update their Emergency Operations Plan. City Procurement staff reviewed the scope and determined to authorize a sole source procurement due to the requirement to interface with other agencies in the state of Arizona that are already utilizing EM Partners for their Emergency Operations Plan. The operation plan will share critical information amongst the agencies. | |||||
Key Considerations: | |||||
EM Partner will utilize the Federal Emergency Management Agency (FEMA) Comprehensive Preparedness Guide (CPG) 101 – Developing and Maintaining Emergency Operations Plans to guide our development of the City of Flagstaff Emergency Operations Plan (EOP). They will ensure the plan aligns with the National Incident Management System (NIMS), the Coconino County EOP, which EM Partners is currently updating, and the Arizona State Emergency Response and Recovery Plan (SERRP), in order to accurately reflect operational relationships between governmental levels. As part of CPG 101, FEMA outlines a six-step planning process which is flexible and adaptable to the specific needs of jurisdictions. Our team will follow this planning process, applying national standards for planning in our approach, while updating the EOP to be both aligned with these standards and unique to the City of Flagstaff. These steps, 1) Project Scoping and Management, 2) Data Collection and Analysis, and 3) Plan Development will inform our streamlined and systematic approach to supporting the City of Flagstaff EOP development project. | |||||
Community Involvement: | |||||
This plan will ensure that necessary and appropriate actions are taken to protect people and property from an all-hazards approach. | |||||
Attachments: | Emergency Operations Plan Contract |
8.C.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Grant Agreement: Grant Agreement between the City of Flagstaff and AZ Department of Transportation for Airport Land Protection (Safety Areas) Acquire. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the Grant Agreement for grant funds in the amount of $1,800,000 with a match of $200,000 for a total project cost of $2,000,000.
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Executive Summary: | |||||
This grant will aid in Land Protection (Safety Areas) to acquire approximately 60 acres of Land on the North Side of the Airport for Airfield Safety and Approach Protection. | |||||
Financial Impact: | |||||
The grant requires a 10% match in the amount of $200,000. This project is budgeted at $2,750,000 in Fiscal Year 2024 assuming 90/10 cost share percentage. The grant expires upon completion of the project or on January 1, 2027, whichever is earlier. | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
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Has There Been Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
- Do not approve the grant award for land protection and return the funds. - Approve the grant award for land protection to purchase the airport safety area. |
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Background and History: | |||||
The 2018 Master Plan Update identifies this as a short term project to be needed during the first five years of the 20-year Airport Capital Improvement Plan (ACIP). The projects identified in the short term ACIP are associated with maintaining existing airfield pavements, improving airfield safety and geometry standards, and enhancing terminal facilities. The Airport is required to maintain safety areas to protect aircraft operational areas and keep them free of obstructions that could affect the safe operation of aircraft at the airport. The safety areas include the runway safety area (RSA), runway object free area (ROFA), runway obstacle free zone (ROFZ), and runway protection zone (RPZ). It is highly important that the airport maintain positive control over the Runway Protection Zones. The city requested in the Airport Capital Improvement plan State and Local funding from AZ Department of Transportation, Aeronautics Group Land Protection (Safety Areas) to purchase approximately 60 acres of Land on the North Side of the Airport for Airfield Safety and Approach Protection. |
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Key Considerations: | |||||
Portions of the RSA, ROFA, and ROFZ beyond the northeast end of the Runway 3-21 extend outside existing airport property and are contained within an avigation easement through the U.S. Forest Service, which is an agency of the U.S. Department of Agriculture (USDA). The purchase of land on the north side of Runway 3-21 will allow the Flagstaff Pulliam Airport to own the safety area and a large majority of the approach and departure runway protection zones (RPZs) which is highly recommended by the Federal Aviation Administration. | |||||
Attachments: | Grant Agreement #E3S4J 01L |
8.D.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Ratification: Letter of Support for the National League of Cities to encourage Congress to improve rail safety in the U.S. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve ratification of letter of support.
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Executive Summary: | |||||
Railroads are part of America’s communities, and that is why the City of Flagstaff and the National League of Cities supports action by Congress to improve rail safety in the U.S. The unfortunate derailment and environmental contamination in East Palestine, Ohio is not unprecedented. There are more than 1,000 trains derailing each year in multiple states. With 140,000 miles of track in the U.S. crossing directly through thousands of cities, towns and villages, the severity of this derailment requires proactive reflection on rail safety actions that Congress can take now. Here are detailed rail safety recommendations from the National League of Cities to Congress - www.nlc.org/wp-content/uploads/2023/03/NLC-Rail-2023-Priorities-Letter-3.1.23.pdf. |
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Financial Impact: | |||||
None | |||||
Policy Impact: | |||||
None. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Safe & Healthy Community, Sustainable, Innovative Infrastructure, Livable Community, and Environmental Stewardship. | |||||
Previous Council Decision on This: | |||||
None | |||||
Attachments: | Letter of Support |
8.E.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Artist Services Contract with Haddad/Drugan LLC for $530,451 for two artworks for the Downtown Connection Center. Art Glass Fabrication & Delivery; and Southside Grove Sculpture Fabrication, Delivery & Installation. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
At the January 31, 2023 Work Session, City Council reviewed and responded positively to the public art concepts recommended by the Beautification and Public Art Commission (BPAC). The proposed public art consists of: Art Glass, and a Southside Grove Sculpture. It is designed for the DCC being constructed on west Phoenix Avenue, just east of Milton Road. The City Council is being asked to approve a services contract to the artist team to coordinate the fabrication and delivery the Art Glass artwork, and the fabrication, delivery, and installation of the Southside Grove Sculpture artwork. The full agenda and Council package for the January 31, 2023 Work Session can be found here: https://agenda.flagstaffaz.gov/agenda_publish.cfm?id=&mt=ALL&get_month=1&get_year=2023&dsp=agm&seq=7013&rev=0&ag=3654&ln=44449&nseq=6993&nrev=0&pseq=7016&prev=0#ReturnTo44449 The Art Glass: The Art Glass is luminous art. It will be integrated into the main entry of the new DCC building, which should have its groundbreaking in February 2023. The Art Glass on the south facades is over the front door and faces Phoenix Ave, and then wraps to the east facade facing the future bus bays and civic space. The art draws from elements of the Mountain Line logo and Flagstaff’s natural beauty, and fuses those elements with color and light. Using a graphic technique, the design overlays, into a unique composition, the imagery of a mountain lion, the San Francisco peaks as viewed from the DCC, and ponderosa pines in three different colors (blue, green, red). The artwork will have a different presence at night than during the day. In daylight, the multiple colors and images are superimposed. At night different colored back lights will highlight the individual layers of the overlapped images on the south facade, making each image pop as the other images recede, creating a gentle morphing through the series of colorful illuminations. The east facade will also be back-lit as the image of the ponderosa pines alone wraps around from the front facade. The architect and the artist team worked diligently to align the glass mullions and support features so that the art glass and architectural features are complementary, enhancing each other. The Southside Grove Sculpture: The "Southside Grove” is an immersive sculpture, has a meet-me-here presence, but also is reflective of natural and cultural history, especially that of the Southside but also Flagstaff and the surrounding region. The primary elements of the sculpture are:
While strong and durable sculptural forms are created with steel, the variety of finishes and details are layered to create a softer organic appearance and experience. Hence it is anticipated that the Southside Grove sculpture will create a natural rendezvous and visual landmark, but also have a strong experiential quality once there. The Southside Grove Sculpture initially will be installed within a landscaped area adjacent the entry plaza of the new building, during phase one of the DCC Project. The sculpture will later be moved into a new civic space east of the future bus bays which will be constructed during phase two of the DCC Project. The relocation is necessitated by the Rio de Flag Flood Control Project work by the Army Corps of Engineers in the same area as the DCC. While the schedule and length of time between the phases has not yet been set, the current estimate is between four and eight years. |
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Financial Impact: | |||||
Funding is available for this contract in the Council approved 5-year plan for the Beautification Fund with $470,000 in FY2023-24 and $100,000 in FY2024-25. The Beautification Fund is supported by voter approved Bed, Board, & Beverage tax revenue and may only be used for purposes of Beautification. |
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Policy Impact: | |||||
No impact. This contract does, however, reflect our new practices in public art, including the following elements below, which will be codified in guidelines at some point in the future:
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Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
This project and contract are related to several Priority-Based Budgeting (PBB) Key Community Priorities, including:
Goal CC.3. Preserve, restore, enhance, and reflect the design traditions of Flagstaff in all public and private development efforts. Goal CC.4. Design and develop all projects to be contextually sensitive, to enhance a positive image and identity for the region. Goal CC.5. Support and promote art, science, and education resources for all to experience. (Including: Policy CC.5.3. Encourage the integration of art into public and private development projects.) Goal LU.3. Continue to enhance the region’s unique sense of place within the urban, suburban, and rural context. Goal LU.9. Focus reinvestment, partnerships, regulations, and incentives on developing or redeveloping urban areas. Goal LU.11. Prioritize the continual reinvigoration of downtown Flagstaff, whose strategic location, walkable blocks, and historic buildings will continue to be a vibrant destination for all. Goal LU.17. Protect, manage, and enhance the region’s Special Planning Areas to benefit the whole community. Goal LU.18. Develop well designed activity centers and corridors with a variety of employment, business, shopping, civic engagement, cultural opportunities, and residential choices. Goal 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. (Including: Policy PF.2.3. Provide accessible public facilities and services in strategic locations. Policy PF.2.4. Support quality civic design for all public facilities.) Goal NH.2. Look to downtown Flagstaff as the primary focal point of the community character. (Highlighting Policy NH.2.1. Encourage the rehabilitation of historic downtown structures and contextual new structures as office, retail, entertainment, and residential space to reinvigorate the area as a destination of culture, shopping, government, and the arts.) Goal ED. 6. Tourism will continue to provide a year-round revenue source for the community, while expanding specialized tourist resources and activities. Goal ED.7. Continue to promote and enhance Flagstaff ’s unique sense of place as an economic development driver. (Including: Policy ED.7.1. Support planning, design, and development that positively, creatively, and flexibly contribute to the community image.) Policy T.1.7. Coordinate transportation and other public infrastructure investments efficiently to achieve land use and economic goals. Goal T.4. Promote transportation infrastructure and services that enhance the quality of life of the communities within the region. (Including: Policy T.4.1. Promote context sensitive solutions (CSS) supportive of planned land uses, integration of related infrastructure needs, and desired community character elements in all transportation investments, and Policy T.4.3. Design transportation facilities and infrastructure with sensitivity to historic and prehistoric sites and buildings, and incorporate elements that complement our landscapes and views.) Goal T.7. Provide a high-quality, safe, convenient, accessible public transportation system, where feasible, to serve as an attractive alternative to single-occupant vehicles. (Including: Policy T.7.1. Cooperate with Mountain Line in developing and implementing the five-year transit master planning goals and objectives to continuously improve service, awareness, and ridership.) Goal T.11. Build and sustain public support for the implementation of transportation planning goals and policies, including the financial underpinnings of the Plan, by actively seeking meaningful community involvement. (Including: Policy T.11.5. Promote effective intergovernmental relations through agreed-upon procedures to consult, cooperate, and coordinate transportation-related activities and decisions, including regional efforts to secure funding for the improvement of transportation services, infrastructure, and facilities.) Southside Neighborhood Specific Plan: The new Southside plan supports these activities, such as stating “Opportunities for public art are highly prized” (Chapter 2 page 25). Outdoor public spaces are also emphasized in the plan. This contract also supports “Encourage the Southside community work with Mountain Line on the Downtown Connection Center design” on page 54. |
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Has There Been Previous Council Decision on This: | |||||
Council approved a design contract for this artist team on Dec 1, 2020 (https://agenda.flagstaffaz.gov/agenda_publish.cfm?id=&mt=ALL&get_month=12&get_year=2020&dsp=agm&seq=5032&rev=1&ag=1147&ln=26891&nseq=5051&nrev=1&pseq=5029&prev=1#ReturnTo26891 ). Council heard a presentation on the art concepts on January 31, 2023 (https://agenda.flagstaffaz.gov/agenda_publish.cfm?id=&mt=ALL&get_month=1&get_year=2023&dsp=agm&seq=7013&rev=0&ag=3654&ln=44449&nseq=6993&nrev=0&pseq=7016&prev=0#ReturnTo44449. Council has previously approved the FY 2023 Beautification 5-Year Plan and authorized the FY 2023 budget for this project. |
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Options and Alternatives: | |||||
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Background and History: | |||||
Purchasing staff published a Request for Statement of Qualifications (RSOQ) solicitation for Artistic Services for Downtown Connection Center Art in the Arizona Daily Sun on September 13 and September 20, 2020 and posted the solicitation to the City of Flagstaff’s PlanetBids Website on September 8, 2020. On September 30, 2020, the City received 13 Statements of Qualifications (SOQs) from Artist firms. A seven- member Selection Committee reviewed and evaluated the statements. Based upon the numerical scoring of the written SOQs, the Selection Committee identified the most qualified Firm to perform the engineering professional services for the Project and recommended to commence negotiations for a scope and fee proposal to be provided by Haddad|Drugan LLC. Final scores of all firms are as follows: Haddad Drugan, LLC 662 Social Space LLC 648 James Carpenter Design Associates Inc. 624 zischke studio 622 Willco Art and Design 620 Zokaites Sculpture LLC 602 Five Moores Enterprises 570 Summer Kitchen Studios 568 Mary Shindell 559 Hans van Meeuwen LLC 525 Brailsford Public Art 502 Four Lizard Studios LLC 463 Robin Wallenfang 427 Haddad|Drugan LLC demonstrated, a clear recognition of the knowledge and experience needed to represent the City’s vision in this undertaking, as well as understanding the schedule and collaboration requirements for completing this project. City Council approved award of design services contract on December 1, 2020 with Haddad/Drugan LLC, the artist team of Laura Haddad and Tom Drugan. The artist team was charged to work with Mountain Line’s design team to identify and design multiple public art or beautification projects/elements that integrate with the new Downtown Connection Center project. The original contract of $25,000 took this design work to 60%, and a subsequent amendment in the amount of $22,000 is taking the Art Glass and Southside Grove sculpture art concepts to 100% of design. The agenda and full Council package for the December 1, 2020 contract approval can be found here: https://agenda.flagstaffaz.gov/agenda_publish.cfm?id=&mt=ALL&get_month=12&get_year=2020&dsp=agm&seq=5032&rev=1&ag=1147&ln=26891&nseq=5051&nrev=1&pseq=5029&prev=1#ReturnTo26891 Best practices in the field of public art were utilized in all stages of design. Vested community members were on the selection panel. Prior to design commencement, a broad community survey was conducted for which approximately 70 responses were received, and a photo contest was run to provide images to inspire the artist team. Also prior to design commencement, the artist team met with a group of Southside residents and business owners on site, met with the City team for the Rio de Flag project, participated in a walking tour with the Historic Preservation Officer and administrator of the Southside Plan, did regional hiking, and went to Lowell Observatory among other cultural centers. The artist team then came up with a master plan of about fifteen (15) project ideas. Through vetting with the design team and Mountain Line’s Southside Stakeholder group, five (5) project ideas emerged. These five ideas were presented in public meetings with Mountain Line in the Fall of 2021 for feedback and all five went forward based on responses. Three (3) of these ideas will be developed by other artists. This artist team took two (2) ideas, Art Glass and the Southside Grove sculpture, and developed the concepts while working with the design team to integrate the art within the evolving design of the DDC. The developed concepts were presented for comment to the original selection panel members, the Southside Community Association, and Mountain Line’s Southside Stakeholder group and Boards in the Spring of 2022. The artist team made some modifications, and BPAC at its May 2022 meeting approved its recommendation to City Council for Council approval of the Art Glass, and provisionally recommended the Southside Grove sculpture with some changes. The artist team incorporated the direction and other community and upper management comments into the features of the sculpture, and at the November 2022 BPAC gave its full recommendation to Council to approve the Southside Grove sculpture. Staff sought the input of the Indigenous Commission and has recommendations from the Southside Community Association for cultural submissions for the project. Staff reviewed the concepts with Risk Management for safety. No changes were sought. Staff presented the art concepts to Council in a work session on January 31, 2023 |
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Expanded Options and Alternatives: | |||||
See Background/History above. Further vetting of the cultural and historical text in the Time Table element of the Southside Grove Sculpture with the Southside and Indigenous communities will occur in the upcoming year. | |||||
Attachments: | Council Presentation | ||
2023-116 Contract for DCC Two Pieces of Artwork |
8.F.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Approve a Cooperative Purchase Contract with Drake Equipment in the amount of $146,238.48, plus additional fees, for the purchase and installation of utility equipment on two water service trucks. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
The Cooperative Purchase Contract will be used to purchase and install Drake UTB Utility Bodies on two newly purchased 2023 Ram 4500 (1.5 ton) water service trucks. On October 19, 2022, the City entered a contract to purchase two Ram 4500 (1.5 ton) water service trucks. These trucks will be used for day-to-day functions of Water Services, ranging from general maintenance, on-call responsibilities as well as emergencies. To serve these purposes, it is necessary that trucks be build-out with specialized equipment, such as, hydraulic systems to utilize on-board jackhammers, submersible water pumps, water main line drilling/tapping machines, and small tooling. Additionally, the trucks must be outfitted with electric over hydraulic cranes for many uses including fire hydrant repair and or replacement, loading and unloading of specialized equipment too heavy for personnel to safely lift by hand. | |||||
Financial Impact: | |||||
The City Council approved the purchase of the two 2023 Ram 4500 (1.5 ton) water service trucks. Now, the trucks need to be built-out and the Cooperative Purchase Contract will provide the necessary specialty equipment from Drake Utility Body. The initial $41,801.30 of this purchase is held in account number 202-08-303-1051-0-4401 Additionally, $41,801.30 of this purchase is held in account number 202-08-303-1054-0-4401 The remaining balance of $62,635.88 is held in account number 202-08-303-1054-0-4237 |
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Policy Impact: | |||||
No.
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Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
High Performing Governance - Serve the public by providing high quality customer service.
Carbon Neutrality Plan
Sustainable, Innovative Infrastructure - Deliver outstanding services to residents through healthy, well maintained infrastructure system. CR-2 Strengthen existing community systems to create resilience to both short-term shocks and long-term change.
HS-4 Improve the resilience of public infrastructure and City facilities. 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. |
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Has There Been Previous Council Decision on This: | |||||
Yes. On October 18, 2022, the City Council approved the purchase of two 2023 Ram 4500 (1.5 ton) water service trucks. | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
The City will be using the Drake Equipment Cooperative Purchase Contract #CTR062308 with Arizona Department of Transportation (ADOT) to purchase these Drake UTB Utility Bodies and build-out the new 2023 Ram 4500 (1.5 ton) water service trucks. Utilization of the ADOT cooperative will ensure better pricing for the equipment. Purchasing staff reviewed the ADOT cooperative and determined the contract to be current and relevant in scope to the vehicle bodies being purchased. | |||||
Attachments: | Contract 2023-108 | ||
Exhibit A - 74324 | |||
Exhibit A - 74531 | |||
Truck Without Equipment | |||
Truck With Equipment 1 | |||
Truck with Equipment 2 | |||
Exhibit B - Agency Contract |
8.G.
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CITY OF FLAGSTAFF | |||||||||||||||
STAFF SUMMARY REPORT | |||||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Approve a Cooperative Purchase Contract with Balar Equipment in the amount of $329,050.56, plus applicable fees, for a Solid Waste collection truck. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
The Solid Waste Residential Program utilizes a specialized rear loading refuse truck in the performance of the residential bulky waste collection program and select commercial customers (for a fee). This purchase will replace a 2012 Peterbilt that has a reconditioned rear load collection body and has exceeded its useful life or replace a 2008 American LaFrance with a Heil body. Both trucks are in poor condition with discontinued parts that hard to find and are consequently unreliable. Solid Waste and Fleet will re-evaluate the condition of these trucks once this replacement is received to determine which truck to retire. Solid Waste did investigate the option of purchasing an EV collection truck and found that a comparable EV collection truck would have a smaller payload and shorter duty cycle. Further, the EV collection truck is estimated to cost no less than $700,000 before applicable taxes and take eighteen (18) to twenty four (24) months for delivery. This purchase will take place on or after July 1, 2023, during the fiscal 2024 budget cycle. The need to secure City Council approval of the Cooperative Purchase Contract at this time is to reserve this Solid Waste collection truck that is currently in production. Without this approval, the estimated delivery on this type equipment in current market conditions is estimated at eighteen (18) months and the cost is estimated to increase as much as 25%. This replacement request is included in fiscal 2024's budget (if approved by Council June, 2023) as well as Solid Waste's 5 year capital replacement plan. This vehicle will be available late June/early July as it was ordered by another municipality that canceled their order. We will not take delivery until after July 1, 2023. The equipment warranty and services are supported locally in Flagstaff by Velocity Truck Centers (Freightliner of Arizona). |
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Financial Impact: | |||||
These replacements were approved by the Fleet Management Committee (FMC) on February 14, 2023. The Solid Waste Collection Program has budget capacity planned for this purchase in fiscal 2023-24 budget in account 211-06-166-0641-0-4401. | |||||
Policy Impact: | |||||
None
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Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
-High Performing Governance by providing high quality internal and external customer service.
-Inclusive & Engaged Community by promoting environmental justice & the fair distribution of environmental benefits. A dependable solid waste collection program ensures trash and recycling services are carried out on a timely and efficient manner. -Deliver outstanding services to residents through a healthy well maintained infrastructure system Carbon Neutrality Plan Actively manage and protect all environmental and natural resources while implementing sustainable building practices and alternative energy and transportation options.
Regional Plan Policy PF.1.2. Allocate available public resources necessary for the City and County to prepare and adapt for natural and human-caused hazards so that all government operations support community resiliency.
Goal LU.7. Provide for public services and infrastructure. |
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Has There Been Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
The City will be using the Cooperative Purchase Contract #091219-THC that Heil Co. has with Sourcewell. Balar Equipment is an authorized dealer of Heil equipment as defined in the Sourcewell cooperative. Utilization of the Sourcewell cooperative will ensure better pricing for the equipment. Purchasing staff reviewed the Sourcewell cooperative and determined the contract to be current and relevant in scope to the vehicles being purchased. | |||||
Attachments: | Contract 2023-109 | ||
Exhibit A | |||
Exhibit B - Pricing | |||
Exhibit B - Agency Contract |
8.H.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Grant Agreement: Grant agreement between the U.S. Department of Housing and Urban Development and the City of Flagstaff for the Flagstaff Home Energy Retrofit Program for low-income and vulnerable families. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the U.S. Department of Housing and Urban Development grant for FY2022 Economic Development Initiative, Community Project Funding Grant (B-22-CP-AZ-0018), in the amount of $750,000 for the Flagstaff Home Energy Retrofit Program for low-income and vulnerable families.
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Executive Summary: | |||||
The U.S. Department of Housing and Urban Development (HUD) has approved Community Project Funding for the FY2022 Economic Development Initiative, Community Project Funding (CPF) /congressionally directed spending grant, as funded by the Congress in the Consolidated Appropriations Act, 2022 (PL 117-103) (the Act) and as described in the Explanatory Statement accompanying the Act. This CPF grant funding will be used to provide home energy retrofits to residents through the Flagstaff Home Energy Retrofit Program. The program aims to help low-income and vulnerable households make home investments that will save energy, lower utility bills, improve health, and reduce greenhouse gas emissions.
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Financial Impact: | |||||
Total cost to implement this program is estimated at $763,936.00.
This grant is proposed to be budgeted as part of the FY2023-24 budget in account 214-12-170-6368-0-4290. |
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Policy Impact: | |||||
Implementation of the Flagstaff Home Retrofit Program, primarily funded through this grant, will:
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Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Regional Plan
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Has There Been Previous Council Decision on This: | |||||
There has not been a previous council decision on this specific grant. The Council adopted the Carbon Neutrality Plan in June 2021 and adopted revisions in December 2022. | |||||
Options and Alternatives: | |||||
- Approve the grant agreement to complete home energy retrofits. - Do not approve the grant agreement and decline grant. |
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Attachments: | Grant agreement | ||
Award Letter |
8.I.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Cooperative Purchase Contract with Motorola Solutions, Inc. in the amount of $2,111,544.29 for radio equipment, setup, accessories, and service for numerous City departments. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
This is a request to spend $2,111,544.29 to purchase a total of 52 Motorola APX 8000 portable radios, 25 APX 8000 base chargers, 39 Motorola APX 1500 portable radios, 6 Motorola APX 900, and 159 Motorola APX 8500 mobile radios to fill the current needs of numerous departments within the City, including, Emergency Management, PROSE, Public Works, Police, and Fire. The purchase has been made in bulk to receive financial benefits such as credits for trade-ins and other applicable rebates/discounts. |
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Financial Impact: | |||||
In fiscal year 2022-2023, the City budgeted $2,600,000 in account 001-09-402-1310-1-4407 for the replacement of radios and equipment. The $2,111,544.29 is the sum total cost for the purchase of radios, chargers, 5-year service agreement, programming, lapel microphones, and chargers. The costs assigned to each City Department are as follows: Emergency Management - $19,057.43, PROSE - $140,349.06, Public Works - $316,131.42, Police - $592,961.52, and Fire - $1,043,044.86. Itemized quotes have been attached. |
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Policy Impact: | |||||
The decision to purchase or to not purchase new radios should have no impact on any City policies.
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Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
High Performing Governance. Replacing outdated and unsupported radios and radio equipment will improve the ability for City employees to effectively communicate with one another. This improves efficiency. Although there are older radios still in use by City employees that function adequately for non-emergency situations, many of these radios have outlived their warranties and service agreements or are off-brand models not covered for service under City contracts. These older radios will be bought and recycled by Motorola as part of the purchase agreement. Safe and Healthy Community. The ability to reliably communicate is crucial to public safety. Police use their radios all day, every day to relay information to one another and to communicate with the 911 Call Center who is often in direct contact with victims of crimes. Fire fighters rely on radio communication to adjust for vision obstruction during responses to fires. Serviceability and reliability are essential to maintaining an adequate public safety radio system. Environmental Stewardship. The City of Flagstaff participates in coordinated efforts with neighboring jurisdictions to manage several natural and human-caused emergency events (fires, floods) requiring quality, reliable communication every year. A dependable radio system with quality radios and radio equipment is an absolute necessity in managing large emergencies. |
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Has There Been Previous Council Decision on This: | |||||
Yes, in 2011 Council approved the purchase of radios and radio equipment. In 2018 Council approved the upgrade to the Public Safety Radio system. In 2022 Council approved $2.6M for the purchase of public safety communication equipment. |
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Options and Alternatives: | |||||
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Background and History: | |||||
The City last made a radio and radio equipment purchase in 2011, putting most of the new radios into service in 2012. As such, the current radios used by City personnel are approximately 10-years old. When the radios were purchased, they had a 7-year recommended life span. The current radios are no longer supported for minor or major repairs. While most of these radios remain operational, any failure would put that unit out of operation permanently. In July of 2022, the City Council approved $2.6M in funding to replace the outdated and unsupported radios. FPD, FFD, and NAU (who acts as the radio system’s steward) collaborated to find the best value radios to replace those deemed outdated and unserviceable. In August 2022, City staff met with representatives from Motorola Solutions, Inc. to discuss replacement. In January of this year, Motorola representatives met with Purchasing staff and negotiated a quote to provide replacement radios and radio equipment for the City for a total cost of $2,111,544.29, utilizing the State of Arizona cooperative contract CTR046830. Purchasing staff reviewed the State's cooperative contract and determine it to be current and applicable to the purchase of the radio equipment, setup, accessories, and service. |
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Key Considerations: | |||||
The City has been using Motorola radios and radio equipment for decades without any obvious problems with the units themselves or related equipment. Motorola Solutions, Inc. has exhibited excellent customer service; they employ extremely responsive and highly competent service representatives who strive to apply their knowledge of their products to identify and solve problems rather than to simply address complaints. The Motorola radios being considered for purchase are high quality radios. With very few moving parts, rugged solid-state hardware, very tough casing material, and robust design the replacement radios are practically indestructible. As such, the replacement radios you are being asked to approve for purchase are very reliable. The majority of the portable radios being replaced are Motorola model APX-6000s. The radios will be replaced (if the purchase if approved) by Motorola model APX-8000s. Another key consideration in the decision whether to approve this purchase is the fact that the batteries for these two radio systems (the 6000s & the 8000s) are interchangeable; which means that replacement (spare) batteries and battery chargers already owned by the City can be re-used. |
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Community Involvement: | |||||
With better communication equipment the community gets better service. For organizations, like the City, that depend on reliable communication, a robust bank of radios is an absolute necessity. The Motorola radios being considered for purchase are among the most reliable in their market. As it relates to radio systems, more reliability means more efficiency; and more efficiency means a better value for our citizens’ tax dollars, making us better stewards of our command. Equipment that improves our City employees’ ability to communicate effectively makes for a more effective city government. | |||||
Attachments: | Cooperative Purchase Contract | ||
Exhibit A Fire, PD & City | |||
Exhibit A - Emergency Mgt | |||
Exhibit Bb - Agency Contract |
8.J.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Council Meeting Schedule Adjustments: Reschedule the July 4, 2023 Council Meeting to July 3, 2023; Reschedule the August 29, 2023 meeting to August 28, 2023; Cancel the meeting of December 26, 2023 and January 2, 2024. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
At the City Council Retreat of January 19, 2023 the Council discussed their meeting dates for 2023 and gave direction to staff to make a few modifications to the schedule. Tuesday, July 4, 2023 is an observed holiday. Council gave direction to reschedule the meeting to Monday, July 3, 2023 to meet the requirements of the City Charter and maintain the Council Recess schedule. Tuesday, August 29, 2023 coincides with the 2023 Arizona League of Cities and Towns Annual Conference and a number of Councilmembers and staff are planning to attend. Council gave direction to reschedule the meeting to Monday, August 28, 2023. Tuesday, December 26, 2023 and Tuesday, January 2, 2024 are to be canceled in observance of the winter holidays. Flagstaff City Charter Article II, Section 12 - COUNCIL MEETINGS The Council shall meet regularly at such times and at such places as shall be prescribed by its rules, but not less frequently than once each month. All meetings of the Council shall be open to the public. No change shall be made in regular meeting times or place without a published seven day notice. City Council Rules of Procedure Rule 3.01 - Regular Meetings The City Council shall hold regular meetings at 3:00 p.m. on the first and third Tuesday of January, February, March, April, May, June, September, October, November, and December, and on the first Tuesday of July and third or fourth Tuesday of August unless a majority of the Council decides to postpone or cancel such meeting. No change shall be made in regular meeting times or place without a published seven day notice. If the day fixed for any regular meeting of the Council falls upon a day which the City observes as a legal holiday, the meeting may be canceled or held at a time and date designated by the Council. |
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Financial Impact: | |||||
None | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
N/A | |||||
Previous Council Decision on This: | |||||
Council gave direction on the modifications at their Retreat of January 19, 2023. This action is to memorialize that direction. | |||||
Attachments: |
9.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: An Energy Efficiency Services Job Order Contract with NORESCO, LLC; and Construction Work Order No. 1 with NORESCO, LLC, in an amount not to exceed $4,423,547, for Phase One of Project Implementation. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
On November 29, 2021, the City of Flagstaff (City) and NORESCO, LLC (NORESCO) entered into an Energy Service Contract wherein NORESCO agreed to conduct an Investment Grade Audit (Audit) of certain identified City facilities. After providing the City the Audit, the City and NORESCO collaborated to develop an energy program that provides a full range of energy and operational conservation measures (ECMs) to be implemented at a variety of City facilities through a three-phased effort. This program will allow the City to demonstrate the capability of energy cost savings to fund infrastructure improvements that reduce GHG emissions, electrify infrastructure, provide needed capital improvement projects (CIP), and reduce deferred maintenance. The Energy Efficiency Services Job Order Contract is the overarching agreement between NORESCO and the City. Awarding Construction Work Order No. 1 will initiate the performance of the ECMs for Phase One. | |||||
Financial Impact: | |||||
The cost of Construction Work Order No. 1 (Phase One) of this project will be $4,423,547. Construction Work Order No. 1 will be expended in the General Fund. The fiscal year 2022-2023 portion of the cost is available in account 001-09-402-1310-1-4405 for $2,500,000. The remaining balance will be budgeted in fiscal year 2023-2024. Of this total cost $3,190,847 is related to General Fund program costs. The remaining $1,232,700 will be paid by other funds through a revenue transfers. These funds include Library, Economic Development, Sustainability, Tourism, Water, Wastewater and Solid Waste. All transfers are expected to be completed by fiscal year 2027-2028. Staff is recommending using cash balances to fund Construction Work Order No. 1. An option of financing was available, however, financially the City will be able to save approximately $1.4 million in interest expenses over a 20-year period by not financing the cost. Under Arizona Revised Statute 35-105, the City can use guaranteed utility and operational savings to reinvest in infrastructure. The legislation allows for project terms of up to 25 years. This project pays for itself by generating $6.1 million in savings during the 20-year project term and an additional $2.1 million in years 20 to 25. |
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Policy Impact: | |||||
The Energy Efficiency Services Job Order Contract and Construction Work Order No. 1 with NORESCO support the City's Carbon Neutrality Plan.
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Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Council Goals:
Take meaningful climate change action. Strategic Priorities: High performing governance Safe and healthy community Inclusive and engaged community Sustainable, innovative infrastructure Robust resilient economy Livable community Carbon Neutrality Plan BE-1: Achieve net zero energy City of Flagstaff facilities.
Regional Plan
CR-1: Ensure all mitigation actions improve Flagstaff’s ability to adapt to the future. FS-3: Support fuel switching in existing residential and commercial buildings. FS-1: Reduce or remove natural gas usage in municipal buildings WS-3: Continue to support water conservation efforts across the Flagstaff community. BE-3: Reduce energy use in existing buildings. Goal E&C.2. Achieve carbon neutrality for the Flagstaff community by 2030.
Goal E&C.3. Prepare Flagstaff’s community systems and resources to be more resilient to climate change impacts, and address climate change in a manner that prioritizes those most impacted and ensures the costs and benefits of climate adaptation and mitigation are equitably distributed. Goal E&C.4. Integrate available science into policies governing the use and conservation of Flagstaff’s natural resources. |
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Has There Been Previous Council Decision on This: | |||||
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Key Considerations: | |||||
Upon approval of the Energy Efficiency Services Job Order Contract, NORESCO will be authorized to provide a full range of energy and operational conservation measures (ECMs) to be implemented at a variety of City facilities. Each of the three phases will be detailed and seek the approval of City Council through Construction Work Orders. Currently, City Council is being provided Construction Work Order No. 1 for consideration to authorize NORESCO to perform the ECMs for Phase One. Energy Conservation Measures The recommended Phase One ECMs within Construction Work Order No. 1 include the following highlighted upgrades to reduce utility consumption, costs, and associated GHG emissions. Concurrently, the City will realize capital improvement cost avoidance and resolution of maintenance issues as it standardizes equipment and, most importantly, initiates the process of building and infrastructure electrification.
The Project Schedule for Construction Work Order No. 1 outlines a 20-month project duration inclusive of the final design and installation of the ECMs described herein. Due to current supply chain delivery issues and chip shortages, major mechanical and electrical equipment has significantly prolonged delivery times. The overall schedule duration accounts for these extended material delays coupled with seasonal constraints. With an anticipated contract signing in March 2023, the work will be divided into two separate construction phases. The first phase will combine the Interior/Exterior LED Lighting, Weatherization (including Jay Lively Ice Rink), Electric Vehicle Charging Stations, and Irrigation Repairs & Re-commissioning. This first phase of construction will be complete by approximately September/November of 2023 and will allow energy savings to start being accrued. The second phase will commence in the spring of 2024 when the major mechanical and electrical equipment is being delivered and/or the weather is favorable for replacing the exterior-mounted equipment and Water Meter Test installations. Measurement and Verification NORESCO developed an ECM-specific Measurement and Verification (M&V) Plan for each of the ECMs proposed, which will provide cost-effective verification of savings throughout the Guarantee Period. The proposed M&V Plan offers the City a savings verification strategy that emphasizes M&V rigor where it is best applied, yielding the best return to the City. |
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Attachments: | Presentation | ||
Energy Services & Work Order | |||
Investment Grade Audit Agreement | |||
Investment Grade Audit |
9.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and approval of Preliminary Plat: A request by Presidio Tract M, LLC for approval of the Preliminary Plat for Miramonte at Presidio in the Pines VI Condominiums (City of Flagstaff project number PZ-19-00204-05), a 39-unit multi-family residential condominium subdivision. The 2.77-acre site is located at 2950 W. Presidio Dr. in the Highway Commercial (HC) zone with a Resource Protection Overlay (RPO). The site will develop as a Planned Residential Development (PRD) under the T4N.2 (Transect) Zone standards. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the Preliminary Plat in accordance with the findings presented in this report and the Planning and Zoning Commission recommendation of approval (5-0 vote on February 8, 2023).
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Executive Summary: | |||||
The Preliminary Plat for Miramonte at Presidio in the Pines VI Condominiums consists of 39 residential units across three buildings on 2.77 acres in the HC zone at 2950 W. Presidio Dr. | |||||
Financial Impact: | |||||
No financial impacts are anticipated with this Preliminary Plat. | |||||
Policy Impact: | |||||
There are no policy impacts anticipated with this Preliminary Plat. | |||||
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Carbon Neutrality Plan
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Has There Been Previous Council Decision on This: | |||||
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Options and Alternatives: | |||||
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Background and History: | |||||
Development History This plat is located on Tract M of the Presidio in the Pines subdivision plat. The 2.77-acre site has HC zoning and an RPO. This development proposes 39 multifamily residential units distributed among three 3-story buildings (13 units per building). The site also contains the required surface parking, landscaping, lighting, and infrastructure (stormwater, water, sewer, etc.). City Staff approved the Site Plan for this development on September 25, 2020. Civil Engineering Plans were approved on March 27, 2021, and Building Plans are currently under review. City staff administratively approved this Preliminary Plat on January 19, 2023. Multifamily residential development is an allowed use in the HC zone as a Planned Residential Development (PRD), subject to the issuance of a Conditional Use Permit (CUP). The Flagstaff City Council granted the CUP on September 28, 2021. PRDs require developments to be constructed under transect zone stands, in addition to picking a specific building type and private frontage type. This project will develop under the T4N.2 standards and is using an Apartment Building Type and Forecourt Private Frontage Type. The three buildings total 19,650 square feet, and residential units will range from 514 – 1,064 square feet. The permitted density range is 10-22 units per acre for properties in the HC Zone with a RPO. That allows 28 to 61 units on this site; the development has 39 units. The lot coverage is 12.6% (the maximum is 80% per the T4N.2 standards). On December 1, 2020, City Council approved a fourth amendment to Presidio in the Pines Development Agreement to allow Tract M to be developed as a multifamily residential development (the Development Agreement had previously required Tract M to be a church site or other indoor neighborhood use). The Amendment also requires the formation of a homeowners’ association and condo declarations stipulating a minimum lease length of thirty (30) days, and that the developer provide "Attainable Housing” (at least 10% of the units must be sold at or below 100% of the Area Median Income ["AMI"]). Type of Plat The purpose of this preliminary condominium plat application is to allow multifamily residential units to be sold individually. The plat delineates all the elements affiliated with the individual units. In this case, the units are defined as the airspace within each unit. The vertical boundaries start at the finish floor elevation (FFE) of each unit and extend to the ceiling of that unit. The horizontal boundaries start at the inside of the walls enclosing each unit. Most of the units have one or two porches or decks; these elements are being platted as limited common elements associated with each unit. All common areas in the building, including the breezeway/entryway, the spaces between walls and floor plates, the mechanical elements, and the fire riser rooms, etc. are common elements. Tract A, which includes all areas outside of the buildings and the limited common elements (such as landscaping, parking, open space, drainage, etc.), will be dedicated to the homeowner’s association. |
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Key Considerations: | |||||
The City Council shall find the Preliminary Plat meets the findings for approval, which is compliance with the following City Code sections:
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Community Involvement: | |||||
The Preliminary Plat facilitates the addition of 39 new for-sale housing units to the City of Flagstaff. The new housing will be a mix of one-, two-, and three-bedroom multifamily residential units. | |||||
Expanded Options and Alternatives: | |||||
Inform. No public hearings or public outreach are required by either the Zoning Code or the Subdivision Code as part of a Preliminary Plat subdivision review process. | |||||
Attachments: | Staff Report | ||
Application | |||
Preliminary Plat | |||
Presentation |
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11.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Adoption of Resolution No. 2023-13: A resolution authorizing the City of Flagstaff to loan one-hundred thousand dollars ($100,000) to Foundation for Senior Living, or its successor, as gap financing for a Low-Income Housing Tax Credit application under the Arizona Department of Housing's 2022-2023 Qualified Allocation Plan | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2023-13 by title only
2) City Clerk reads Resolution No. 2023-13 by title only (if approved above) 3) Adopt Resolution No. 2023-13 |
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Executive Summary: | |||||
Consideration of a standby loan request from Foundation for Senior Living (FSL) of one-hundred thousand dollars ($100,000) to be used as local gap financing for its 2023 Low-Income Housing Tax Credit (LIHTC) application for a 100% affordable multi-family development known as San Francisco Square Apartments, in the event that FSL does not receive gap financing from the Federal Home Loan Bank. | |||||
Financial Impact: | |||||
This loan would be funded with American Rescue Plan Act (ARPA) revenue replacement dollars allocated for purposes of addressing the Emergency Housing. There are no bond funds being utilized for this loan. Loan terms:
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Policy Impact: | |||||
There is no policy impact. | |||||
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Livable Community: Actively support attainable & affordable housing through City projects & opportunities with developers.
10-Year Housing PlanCreate housing options for households at all income levels and family sizes occupied by local residents. Create 1: Incentivize the creation of affordable units through various programs and mechanisms. Protect people from housing discrimination and remove housing barriers. Protect 2: Ensure affordable housing is a part of every Flagstaff neighborhood and work to address disparate impact as part of any development or redevelopment. Carbon Neutrality Plan HA-1: Create housing options for households at all income levels and family sizes occupied by local residents.
Regional Plan
HA-2: Connect people to equitable housing solutions. HA-4: Protect people from housing discrimination and remove housing barriers. Goal LU.9. Focus reinvestment, partnerships, regulations, and incentives on developing or redeveloping urban areas.
Policy LU.1.3. Promote reinvestment at the neighborhood scale to include infill of vacant parcels, redevelopment of underutilized properties, aesthetic improvements to public spaces, remodeling of existing buildings and streetscapes, maintaining selected appropriate open space, and programs for the benefit and improvement of the local residents. Goal NH.3. Make available a variety of housing types at different price points, to provide housing opportunity for all economic sectors. Policy NH.3.1. Provide a variety of housing types throughout the City and region, including purchase and rental options, to expand the choices available to meet the financial and lifestyle needs of our diverse population. Policy NH.3.3. Increase the availability of affordable housing for very low-income persons, through innovative and effective funding mechanisms. Policy NH.3.4. Reuse former brownfields, vacant buildings, and commercial buildings to provide new mixed-use and/or housing options. Policy NH.3.5. Encourage and incentivize affordable housing. |
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Has There Been Previous Council Decision on This: | |||||
While there is no previous decision on this loan request, City Council approved a site plan for the San Francisco Square Apartments on April 5, 2022. The 100% affordable project qualified for several modifications to development standards, per the Flagstaff Zoning Code, Section 10-30.20.040.B.4 (Affordable Housing Incentives). | |||||
Background and History: | |||||
LIHTC Program Information: The LIHTC Program, based on Section 42 of the Internal Revenue Code, was enacted by Congress in 1986 to provide the private market with an incentive to invest in affordable rental housing. Federal housing tax credits are allocated to states who then award the credits to developers of qualified projects. Developers then sell these credits to investors to raise capital (or equity) for their projects, this reduces the debt that the developer would otherwise have to borrow. Because the debt is lower, a tax credit property is required to offer lower, more affordable rents. Provided the property maintains compliance with the program requirements, investors receive a dollar-for-dollar credit against their federal tax liability each year over a period of 10 years. Since the program’s creation during the Reagan administration, LIHTC has proven to be the most successful rental housing production program nationally. Loan Request: FSL is applying for tax credits for the 2023 round. Applications are due to ADOH April 3, 2023. If awarded tax credits, FSL will be notified by the Department by June 2023. Given the highly competitive nature of the LIHTC Program, the developer is attempting to secure the highest number of points possible; the higher the score, the more likely the award of tax credits. Specifically, FSL is pursuing points under the Local Gap Financing category, worth a total of 10 points. Per the 2022-2023 QAP, to receive points in this category a minimum of a $100,000 loan is required of communities located outside of Maricopa and Pima. FSL has requested this loan as a standby commitment. It is in the process of seeking gap financing from the Federal Home Loan Bank which, if finalized, the loan from the City of Flagstaff will not be necessary. Project Information: San Francisco Square Apartments is a 70-unit development for seniors and is the first phase of a larger 146-unit affordable multi-family project located on an entire city block in downtown Flagstaff at 320 N Humphreys Street. All of the units will serve residents with an Area Median Income (AMI) of 60% or less. The first phase will provide:
Developer’s mission statement: “FSL is a registered 501(c)(3) organization whose mission is to provide home and community-based services and develop energy-efficient, affordable housing to promote health, independence and dignity for all.” |
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Key Considerations: | |||||
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Community Involvement: | |||||
As documented in the 10-Year Housing Plan, the need for increased affordable housing options remains high. Nearly half (47%) of Flagstaff residents are low-income, earning no more than $55,350 annually. In Flagstaff's current housing market, 65% of households that fall within or below the moderate-income level could benefit from some form of subsidy to achieve housing that is considered affordable. Once all phases are built, this development would add 146 new affordable units to the community, bringing the city closer to its stated goal of creating or preserving 7,976 housing units by 2031, with a minimum of 10% of them being affordable. |
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Attachments: | Res. 2023-13 | ||
Presentation |
11.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Adoption of Resolution No. 2023-15: A resolution approving the First Amendment to the Intergovernmental Agreement between the Northern Arizona Intergovernmental Public Transportation Authority (Mountain Line) and the City of Flagstaff for the Downtown Connection Center (DCC). | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2023-15 by title only
2) City Clerk reads Resolution No. 2023-15 by title only (if approved above) 3) Adopt Resolution No. 2023-15 |
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Executive Summary: | |||||
City Council approved an Intergovernmental Agreement (IGA) with Mountain Line on June 21, 2022 to allow for the construction and operation of the new Downtown Connection Center (DCC) on City property located on Phoenix Avenue at the site of the existing downtown hub. Funding for the DCC is in part from the Federal Transit Administration (FTA) who recently completed a review of the IGA and has requested minor amendments clarifying that the DCC will not interfere with the Rio de Flag Project, and the Rio de Flag Project will not interfere with the DCC. The First Amendment to the IGA makes those clarifications. |
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Financial Impact: | |||||
There is no financial impact from the proposed amendment. | |||||
Policy Impact: | |||||
None. | |||||
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
PBB Priorities Sustainable, Innovative Infrastructure Identify smart traffic management, multi-modal transportation, and alternative energy opportunities. Environmental Stewardship Implement sustainable building practices and alternative energy and transportation options for traffic management, multi-modal transportation, and alternative energy opportunities. Implement, maintain and further the Climate Action and Adaptation Plan (CAAP). Carbon Neutrality Plan Decreased Dependence on Cars DD-1: Encourage vibrancy, appropriate density, and attainability in existing neighborhoods, so that more residents live within walking distance of their daily needs. DD-2: Create inclusive networks for walking and biking that are continuous, attractive, safe, comprehensive, and convenient for people of all ages. DD-3: Encourage Flagstaff residents and visitors to walk, bike, roll and take the bus. DD-4: Transform transportation policies and planning to incorporate greenhouse gas emissions analysis and reduce dependence on driving. DD-5: Invest in comprehensive and equitable transit. DD-6: Proactively invest to protect Flagstaff’s clean air status. Regional Plan Goal T.7. Provide a high-quality, safe, convenient, accessible public transportation system, where feasible, to serve as an attractive alternative to single-occupant vehicle Policy T.7.1. Cooperate with NAIPTA in developing and implementing the five-year transit master planning goals and objectives to continuously improve service, awareness, and ridership. Policy T.7.2. Provide public transit centers and options that are effectively distributed throughout the region to increase access to public transit. Policy T.7.3. Support a public transit system design that encourages frequent and convenient access points, for various transportation modes and providers, such as private bus and shuttle systems, park-and-ride lots for cars and bicycles, and well-placed access to bus, railroad, and airline terminal facilities. Policy T.7.4. Support mobility services for seniors and persons with mobility needs. Policy T.7.5. Incorporate adopted plans and policies for non-motorized and public transportation in the permitting process for all development or land use proposals, including provisions for efficient access and mobility, and convenient links between pedestrian, bicycle, and transit facilities. Policy T.7.6. Coordinate with NAIPTA to establish rural transit service within the region that is consistent with County land use plans, based on funding availability, cost effectiveness, location of major trip generators, distance between generators, and the needs of transit-dependent individuals. |
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Has There Been Previous Council Decision on This: | |||||
The IGA was approved on June 21, 2022 by City Council. | |||||
Background and History: | |||||
A new Downtown Connection Center (DCC) is identified in Mountain Line’s 2020 Strategic Plan as the highest priority capital project in order to support public transit service within the community. Since 2009, Mountain Line has operated the existing DCC under an Intergovernmental Agreement (IGA) and licensing agreement with the City of Flagstaff for use of City owned parcels on Phoenix Avenue. This transit hub serves approximately 52,000 riders monthly and has upwards of 300 buses accessing the site daily at our current level of service. The existing DCC has capacity for nine buses at two curb islands and two on-street loading zones developed for 30’ buses, that were in operation in 2009. Mountain Line currently operates 40’ and 60’ buses and has made minor accommodations and upgrades to fit our new fleet into the existing DCC. The existing loading zones have no additional capacity for transit service expansion and presents significant operational challenges for existing service levels. Under our current conditions, Mountain Line has to get creative about connection schedules and bus dwell locations. The existing DCC has minimal amenities for riders and drivers. A portion of the existing City warehouse is used for a driver comfort station with restrooms and a breakroom for staff. Aside from two bus shelters, there are no customer service or amenities for patrons. Due to these limitations, in FY2018, NAIPTA applied for and received a $6,777,938 Federal Transit Administration (FTA) Section 5307/5339 grant (80% federal/20% local) awarded through ADOT for acquisition, design and construction of a new connection center. Then, in 2019, NAIPTA applied for and received a second FTA Section 5339 grant bringing an additional $15,675,000 in federal funds to the project. |
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Key Considerations: | |||||
The approved Intergovernmental Agreement (IGA) authorizes Mountain Line to construct, operate and maintain the Downtown Connection Center (DCC) located on City property at 116 and 216 W. Phoenix Avenue. The site currently includes Mountain Line's downtown transfer station, a comfort station for bus drivers, a City warehouse used for storage and Park Flag's off-street parking inventory. Terms of the IGA include:
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Community Benefits and Considerations: | |||||
None | |||||
Attachments: | Res. 2023-15 | ||
First Amendment to the IGA |