Agenda

COMBINED SPECIAL MEETING/WORK SESSION AGENDA

COMBINED SPECIAL MEETING/WORK SESSION
TUESDAY
APRIL 25, 2023

COUNCIL CHAMBERS
211 WEST ASPEN AVENUE
3:00 P.M.

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.

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 work session, 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).

ROLL CALL

NOTE: One or more Councilmembers may be in attendance through other technological means.

MAYOR DAGGETT
VICE MAYOR ASLAN
COUNCILMEMBER HARRIS
COUNCILMEMBER HOUSE

COUNCILMEMBER MATTHEWS
COUNCILMEMBER MCCARTHY
COUNCILMEMBER SWEET

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.

Public Participation

Public Participation enables the public to address the council about items that are not on the prepared agenda. Public Participation appears on the agenda twice, at the beginning and at the end of the work session. You may speak at one or the other, but not both. Anyone wishing to comment at the meeting is asked to fill out a speaker card and submit it to the recording clerk. When the item comes up on the agenda, your name will be called. 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 to have 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.

Proclamation: National Infertility Awareness Week

Recognition: Barney Helmick, Airport Director, Retirement

April Work Anniversaries

Recognition of employees celebrating work anniversaries in the month of April

City Manager Report

Information Only

Consideration and Approval of Contract: Cooperative Purchase Contract with Motorola Solutions, Inc. in an amount not to exceed $2,192,163.44 for radio equipment and accessories for numerous City Divisions and Sections.

STAFF RECOMMENDED ACTION:

Approve the Cooperative Purchase Contract with Motorola Solutions, Inc. in an amount not to exceed $2,192,163.44 for radio equipment and accessories for numerous City Divisions and Sections in need of radio replacements; and
Authorize the City Manager to execute all necessary documents.

10.

Adjournment

WORK SESSION

Call to Order

NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION

Review of Draft Agenda for the May 2, 2023 City Council Meeting

Citizens wishing to speak on agenda items not specifically called out by the City Council may submit a speaker card for their items of interest to the recording clerk.

Rio de Flag Flood Control Project - Update

Staff will present an update on the project to the Council and answer any questions. The presentation will include an update on project information, schedule, and upcoming milestones.

Post-Wildfire Flooding Update

For information only

Public Participation

Informational Items To/From Mayor, Council, and City Manager; future agenda item requests

Adjournment

CERTIFICATE OF POSTING OF NOTICE

The undersigned hereby certifies that a copy of the foregoing notice was duly posted at Flagstaff City Hall on                      , at                a.m./p.m. in accordance with the statement filed by the City Council with the City Clerk.

Dated this               day of                                       , 2023.

__________________________________________
Stacy Saltzburg, MMC, City Clerk

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:	The Honorable Mayor and Council
From:	Stacy Saltzburg, City Clerk
Date:	04/21/2023
Meeting Date:	04/25/2023


TITLE:
April Work Anniversaries
DESIRED OUTCOME:
Recognition of employees celebrating work anniversaries in the month of April
EXECUTIVE SUMMARY:

INFORMATION:

Attachments:

Presentation

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:	The Honorable Mayor and Council
From:	Stacy Saltzburg, City Clerk
Date:	04/21/2023
Meeting Date:	04/25/2023


TITLE:
City Manager Report
DESIRED OUTCOME:
Information Only
EXECUTIVE SUMMARY:
These reports will be included in the City Council packet for regularly scheduled Work Session meetings. The reports are intended to be informational, covering miscellaneous events and topics involving the City organization.
INFORMATION:

Attachments:	City Manager Report
	Community Development Monthly Report
	Housing Section Newsletter
	Water Services Monthly Report
	Economic Vitality Monthly Report

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:	The Honorable Mayor and Council
From:	Dan Musselman, Police Chief
Date:	04/12/2023
Meeting Date:	04/25/2023


TITLE:
Consideration and Approval of Contract: Cooperative Purchase Contract with Motorola Solutions, Inc. in an amount not to exceed $2,192,163.44 for radio equipment and accessories for numerous City Divisions and Sections.
STAFF RECOMMENDED ACTION:
Approve the Cooperative Purchase Contract with Motorola Solutions, Inc. in an amount not to exceed $2,192,163.44 for radio equipment and accessories for numerous City Divisions and Sections in need of radio replacements; and Authorize the City Manager to execute all necessary documents.
Executive Summary:
This is a request for approval of a Cooperative Purchase Contract in an amount not to exceed $2,192,163.44 to purchase replacement radios for several City Divisions, and new radios for the Emergency Management Division. The City currently owns 705 handheld and vehicle radios on our radio system. The City does not intend to replace all radios, just those that are no longer serviceable. This purchase will allow the City to receive 150 various models of handheld portable radios, 154 vehicle/mobile radios, and 18 replacement base units. The purchase includes the needed accessories for the radios. The purchase has been made in bulk to receive financial benefits such as credits for trade-ins and other applicable rebates/discounts.
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. This Cooperative Purchase Contract is a request is to spend up to $2,192,163.44 for the purchase of radios, chargers, batteries, lapel microphones, and chargers. If this purchase is approved the City will receive, 150 various models of portable radios, 154 vehicle/mobile radios, and 18 base station radios. The City will receive $103,850.00 in credit for trading in our old radios. The Flagstaff Fire Department has determined that it does not need encryption on all their radios, as listed in their original quote. Therefore, the cost of certain encryption features has been removed. Although the current quote does reflect that cost, Motorola has provided a letter documenting that the City will receive an additional savings of $87,840.90 off the FFD order, once it is finalized. The requesting division, cost, radio description and trade in value are as follows: -Emergency Management is requesting two Motorola APX 8000 portables at a cost of $19,181.21. They have no radios to trade in. -Flagstaff Fire Department (FFD) is requesting 100 Motorola APX 8000H portable radios and eight Motorola APX 1500 base stations at a cost of $1,043,044.86. FFD will also be credited $87,840.90 because they will not encrypt all of their portable radios. The City will receive $48,000 for the trade in of old radios. -Flagstaff Police Department (FPD) (two quotes attached) is requesting a total of 20 Motorola APX 8000 Portables, and 60 Motorola APX 8500 vehicle radios at a cost of $669,258,56. The City will receive $36,050 for the trade in of old radios. -Fleet Section (under Public Works) is requesting six Motorola APX 900 portables, eight Motorola APX 1500 vehicle radios and one Motorola APX 1500 base stations at a cost of $49,731.32. The City will receive $2,250 for the trade in of old radios. -Parks Section is requesting four Motorola APX 900 portables, 34 Motorola APX 1500 vehicle radios, and two Motorola APX1500 base stations at a cost of $140,349.06. The City will receive $6,000 for the trade in of old radios. -Solid Waste and Public Works Administration is requesting two Motorola APX 900 portables, and four Motorola APX 1500 base stations at a cost of $21,857.27. The City will receive $900 for the trade in of old radios. -Landfill Section (Public Works) is requesting ten Motorola APX 900 portables, 13 Motorola APX 1500 vehicle radios, and three Motorola APX 1500 base stations at a cost of $89,427.01. The City will receive $3,900 for the trade in of old radios. -Solid Waste Collections is requesting six Motorola APX 900 portables and 39 Motorola APX 1500 vehicle radios at a cost of $159,314.15. The City will receive $6,750 for the trade in of old radios.
Policy Impact:
The decision to purchase or to not purchase new radios should have no impact on any City policies.
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, and this improving 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 Cooperative Purchase Contract. 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. More and more often, public works, streets and other city divisions are involved in disaster mitigation and recovery, working alongside first responders. Serviceability and reliability are essential to maintaining an adequate public safety communication 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.
Has There Been Previous Council Decision on This:
Yes. In 2011, City 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.
Options and Alternatives:
Approve the Cooperative Purchase Contract with Motorola Solutions, Inc. in the amount of $2,192,163.44 utilizing the State of Arizona cooperative contract CTR046830; or Direct staff to conduct an independent solicitation for the necessary radio equipment, setup, accessories, and service for numerous City departments. This option is not recommended by staff as it will delay an important purchase and would risk a failure in necessary communication due to outdated and unserviceable radios.
Background and History:
In 2010, the voters of Flagstaff approved a $4.7 million bond to purchase a new public safety radio system. In early 2011, an Intergovernmental Agreement between the Northern Arizona University and the City of Flagstaff was established to share resources, information and proportional costs of procurement and operation of the new radio system. In 2011, an RFP was developed and two acceptable responses were received, one from Motorola (the vender with the contract currently before Council) and one from Harris. Harris came in at significantly more, (approx. $1 Million). Motorola and Creative Communications were selected to provide the new system as a result of offering the low bid that met the RFP requirements. Many of the current radios used by City personnel were purchased with the original radio system in 2012. 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 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 not to exceed $2,192,163.44, 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.
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 radios being replaced are Motorola radios. Including the XTL 2500 and XTL 5000 mobile vehicle radios and Motorola XTS 2500 portable handheld radios. FFD is seeking to replace their Motorola model APX-7000XE portable handheld radios, due to the nature of their assignments their radios become compromised more quickly. The portable radios will be replaced (if the purchase is approved) by Motorola model APX-8000 and simpler APX 900 models. Another key consideration in the decision whether to approve this purchase is the fact that the batteries for these two radio systems are interchangeable, which means that replacement (spare) batteries and battery chargers already owned by the City can be re-used. The current battery banks inside our stations and special operations vehicles will also support the new radio batteries as well.
Community Involvement:
With better communication equipment the community gets better service. First responders 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. Equipment which improves our employees’ ability to communicate effectively makes for a more effective city government.

Attachments:	Cooperative Purchase Contract
	Exhibit A - 1. EM Quote
	Exhibit A - 2. Fire Quote
	Exhibit A - 2.1 Encryption Adjustment Letter
	Exhibit A - 3. Fleet Quote
	Exhibit A - 4. Police Quote
	Exhibit A - 5. Police Additional Quote
	Exhibit A - 6. PROSE Quote
	Exhibit A - 7. SW and PW Admin Quote
	Exhibit A - 8. SW Collections Quote
	Exhibit A - 9. SW Landfill Quote
	Exhibit B - Agency Cooperative Contract
	Exhibit B - Agency Contract End Date
	Radio Presentation

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:	The Honorable Mayor and Council
From:	Jeremy DeGeyter, Project Manager
Co-Submitter:	Trevor Henry, Capital Improvements Engineer
Date:	04/11/2023
Meeting Date:	04/25/2023


TITLE:
Rio de Flag Flood Control Project - Update
DESIRED OUTCOME:
Staff will present an update on the project to the Council and answer any questions. The presentation will include an update on project information, schedule, and upcoming milestones.
EXECUTIVE SUMMARY:
The Rio de Flag Flood Control Project is included in the City’s Stormwater Management Capital Improvement Program and is the number one priority. The Project has also been the subject of numerous City Council meetings, City-to-Citizen communications and newspaper articles. The United States Army Corps of Engineers (USACE) requested funding for their FY 20 work plan to construct the entire Project. The USACE received $52M which will complete their share (65%) of the project as outlined in the Project Cooperation Agreement. In 2018, the City Council authorized a fee increase to the Stormwater rate that would provide funding for the Capital Improvement Program (CIP). In 2019, City Council authorized collection of the rate increase. The rate increase will provide funding for the Stormwater CIP, of which the Rio de Flag Flood Control Project is the number one priority. The City has the capacity and commitment to complete our share of the project as outlined in the Project Cooperation Agreement. Previous City Council actions pertaining to authorized value changes, action items necessary for the continuation of the Project and updates have been considered since FY 2004-2005.
INFORMATION:
Priority Based Budget Key Community Priorities and Objectives Deliver outstanding services to residents through a healthy, well maintained infrastructure system. Strengthen Flagstaff’s resilience to climate change impacts on built, natural, economic, health, & social systems. Carbon Neutrality Plan Encourage vibrancy, appropriate density, and attainability in existing neighborhoods, so that more residents live within walking distance of their daily needs. Create inclusive networks for walking and biking that are continuous, attractive, safe, comprehensive, and convenient for people of all ages. Regional Plan Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections, and rainwater harvesting. Increase the region’s preparedness for extreme climate events. Incorporate pedestrian access, trails, and watchable wildlife opportunities into natural watercourses when practical. Improve mobility and access throughout the region. Increase the availability and use of pedestrian infrastructure, including FUTS, as a critical element of a safe and livable community.

Attachments:

Presentation