COMBINED SPECIAL WORK SESSION/SPECIAL MEETING AGENDA
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SPECIAL WORK SESSION
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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 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).
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2. | Pledge of Allegiance and Mission Statement MISSION STATEMENT
The mission of the City of Flagstaff is to protect and enhance the quality of life for all.
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3. | Roll Call
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4. | 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. |
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5. | Presentation of Citizen Heroism Award for Hal Jensen Employees. | ||||||||
6. | Presentation on Neighborhood Projects | ||||||||
7. | Discussion: A resolution adopting the Management Plan for Legally-Designated Open Space Properties (Management Plan). | ||||||||
RECOMMENDED ACTION: | |||||||||
Discussion
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8. | Discussion and Direction on possible disposition of three parcels of City-owned land for affordable housing purposes. | ||||||||
9. | Overview of the City Ordinance on Camping on Public Property within City Limits | ||||||||
10. | Discussion: An ordinance adopting revisions to Title 13 of Flagstaff City Code entitled "Engineering Design and Construction Standards and Specifications for New Infrastructure." | ||||||||
11. | Adjournment SPECIAL COUNCIL MEETING
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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 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).
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2. | Consideration and Approval of Grant Agreement: A Grant Agreement between the City of Flagstaff and the U.S. Department of Transportation, Federal Aviation Administration (FAA) for the Flagstaff Airport, Runway 3/21 Mill and Overlay Project. | ||||||||
3. | Consideration and Approval of Construction Manager at Risk Contract: Pulliam Runway 3/21 Mill and Overlay Project; Phase II construction contract. | ||||||||
4. | Consideration and Approval of Contract: Supplemental Agreement No. 4, Pulliam Airport Runway 3-21 Mill and Overlay Project, construction administration and quality assurance services for Phase I of the overlay project. (Supplemental Agreement to facilitate grant for asphalt overlay at airport). | ||||||||
5. | Consideration and Approval of Contract: Supplemental Agreement No. 5, Pulliam Airport Runway 3-21 Mill and Overlay Project, construction administration and quality assurance services for Phase II of the overlay project. (Supplemental Agreement to facilitate grant for asphalt overlay at airport). | ||||||||
6. | Informational Items To/From Mayor, Council, and City Manager; future agenda item requests. |
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7. | Adjournment | ||||||||
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6.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Presentation on Neighborhood Projects | |||||
DESIRED OUTCOME: | |||||
Informational Only
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EXECUTIVE SUMMARY: | |||||
Provide a overview of projects/programs taking place in the vicinity of the Hal Jensen Recreation Center including: - Capital Improvements - Private Developments - Housing Program's Community Development Block Grants (CDBG) - Solid Waste and Sustainability - Parks - Recreation |
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INFORMATION: | |||||
Capital & Private Development Projects (please reference attached map entitled "Hal Jensen Project Presentation"). CDBG investments within the Sunnyside neighborhood are as follows:
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Attachments: | Hal Jensen Project Presentation |
7.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Discussion: A resolution adopting the Management Plan for Legally-Designated Open Space Properties (Management Plan). | |||||
RECOMMENDED ACTION: | |||||
Discussion
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Executive Summary: | |||||
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Financial Impact: | |||||
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Policy Impact: | |||||
This decision does not have an impact on existing policy. | |||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
COUNCIL GOALS: 1) Grow and strengthen a more equitable and resilient economy – increase eco and historic tourism in Flagstaff; market Parks and Recreation as accessible for all regardless of income 3) Advance social justice in our community – increase communication and engagement with indigenous communities regarding City decisions; strengthen and repair relationships with the indigenous and immigrant communities 4) Deliver quality community assets and continue to advance and implement a high performing multi-modal transportation system. 8) Actively manage and protect all environmental and natural resources REGIONAL PLAN: Goal E&C.4. Integrate available science into policies governing the use and conservation of Flagstaff’s natural resources. Goal E&C.6. Protect, restore, and improve ecosystem health and maintain native plant and animal community diversity across all land ownerships in the Flagstaff region. Goal E&C.8. Maintain areas of natural quiet and reduce noise pollution. Goal E&C.9. Protect soils through conservation practices. Goal E&C.10. Protect indigenous wildlife populations, localized and larger-scale wildlife habitats, ecosystem processes, and wildlife movement areas throughout the planning area. Goal OS.1. The region has a system of open lands, such as undeveloped natural areas, wildlife corridors and habitat areas, trails, access to public lands, and greenways to support the natural environment that sustains our quality of life, cultural heritage, and ecosystem health. Goal CC.1. Reflect and respect the region’s natural setting and dramatic views in the built environment. Goal CC.2. Preserve, restore, and rehabilitate heritage resources to better appreciate our culture. Goal LU.3. Continue to enhance the region's unique sense of place within the urban, suburban, and rural context (Policy LU.3.3). Goal WR.6. Protect, preserve, and improve the quality of surface water, groundwater, and reclaimed water in the region. Goal CC.2. Preserve, restore, and rehabilitate heritage resources to better appreciate our culture. Goal ED.7. Continue to promote and enhance Flagstaff’s unique sense of place as an economic driver. Goal REC.1. Maintain and grow the region’s healthy system of convenient and accessible parks, recreation facilities, and trails. |
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Has There Been Previous Council Decision on This: | |||||
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Options and Alternatives: | |||||
Option A – Adopt Resolution No. 2017-01 as submitted and authorize adoption of the Management Plan for Legally-Designated Open Space Properties. This option allows Staff to implement collaborative processes for managing legally-designated open space properties using best available science and management practices. Option B – Do not adopt Resolution No. 2017-01 and do not authorize adoption of the Management Plan for Legally-Designated Open Space Properties. This option does not allow Staff to implement collaborative processes for managing legally-designated open space properties using best available science and management practices. |
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Background and History: | |||||
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Key Considerations: | |||||
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Community Benefits and Considerations: | |||||
There are a number of action items that have associated costs identified for Picture Canyon and Observatory Mesa in the Plan. These items are funded by a variety of sources. Some projects are included in the Open Space base budget of $32,500 (214-06-170-0665), including designing and installing signage for both properties (e.g. boundary signage, interpretive signage, trail markers, regulatory signage), installing trash and recycling infrastructure at designated trailheads ($3,500/unit), and installing boulders and physical barriers to block illegal OHV access into the properties ($15,000). Some of the projects identified for Observatory Mesa Natural Area are funded by a $40,000 grant from Arizona Game and Fish Department. This includes constructing and repairing boundary fencing ($15,000), developing a Trail System and Access Plan ($15,000), establishing a small parking area along Forest Service Road 515 ($5,000), and installing Game Unit 11M signs throughout the property ($1,000). Some of the projects identified for Picture Canyon Natural and Cultural Preserve are funded by a $74,446 Arizona State Parks Recreational Trails Program grant, including mapping and treating invasive weeds and maintaining trails ($6,000). Additionally, some projects utilize volunteer groups and in-kind contributions to complete at no cost to the City. This includes monitoring cultural sites within Picture Canyon using the Arizona State Parks Site Stewards volunteer program, maintaining trails via trail work volunteer events, removing fencing from the riparian area within Picture Canyon as part of volunteer events and an Eagle Scout project, and mapping and removing invasive weeds during volunteer events. Lastly, some projects will not be completed until adequate funding has been identified. This includes constructing the Don Weaver Trail at Picture Canyon (estimated at $100,000), replacing the Rio de Flag bridge at Picture Canyon (estimated at $15,000), upgrading the Tom Moody Trail within Picture Canyon to Flagstaff Urban Trail System standards ($50,000), improving the trail to Picture Canyon’s watchable wildlife site to reduce floodplain impacts (estimated at $10,000), installing permanent “pit” toilet facilities at designated trailheads to both properties ($30,000/facility), removing unnecessary culverts from the Rio de Flag within Picture Canyon (cost unknown), and surveying both properties for sensitive and endangered plant and animal species. Open Space staff will continue to work to identify funding for these projects (cost unknown). |
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Community Involvement: | |||||
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Expanded Options and Alternatives: | |||||
Collaborate - Staff collaborated with many community partners to develop this Management Plan, including natural resource management experts from Arizona Game and Fish Department, Flagstaff Fire Department, Coconino National Forest, Arizona State Parks, and Coconino County. Experts from these agencies and community members reviewed and edited multiple drafts until the Management Plan was finalized. Collaborating with experts from community partners ensures that best available science and management practices are included in the Management Plan. On March 27, 2017, the City of Flagstaff Open Spaces Commission unanimously voted to recommend the Management Plan for adoption by Council. |
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Attachments: | Res. 2017-01 | ||
Management Plan |
8.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Discussion and Direction on possible disposition of three parcels of City-owned land for affordable housing purposes. | |||||
DESIRED OUTCOME: | |||||
Receive Council direction on possible disposition of three parcels of City-owned land for affordable housing purposes.
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EXECUTIVE SUMMARY: | |||||
In order to work toward Council's goal of creating additional affordable housing units, Housing staff has identified three parcels of City-owned land that were either acquired for housing purposes or have been previously identified by City Council for affordable housing use. During the work session staff will provide an overview of each piece of property, the potential for multi-family development and disposition options. Additionally, the three sites are not all in one area, also achieving Council's goal of dispersing affordable housing throughout the community. | |||||
INFORMATION: | |||||
The three identified parcels are detailed below: Address: 1700 E. Sixth Avenue PIN: 109-11-151C Size: .86 acre Other: Acquired in part with housing funds. Staff recommends existing community garden be incorporated into the final use. Address: 3500 N. Fort Valley Road PIN: 111-02-001C Size: 3.06 acres Other: Acquired and improved with housing funds as part of a development agreement for a neighboring property. Address: 3100 N. West Street PIN: 109-02-001P Size: .91 acres (useable) Other: Previously designated by Council for affordable housing use. Staff recommends the three identified parcels be offered together in a Request For Proposal process for disposition resulting in the development of multi-family housing. The combination of the parcels is critical in achieving a realistic unit count for a successful Low Income Housing Tax Credit application, the most likely funding source for a development of this type. Staff also recommends the RFP emphasize the creation of one and two bedroom units, the greatest number of units created and the length of affordability. |
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Attachments: | PowerPoint |
9.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Overview of the City Ordinance on Camping on Public Property within City Limits | |||||
RECOMMENDED ACTION: | |||||
To provide information to policy makers on the camping ordinance. Upon completion of the presentation, City staff will move forward with whatever direction is provided.
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EXECUTIVE SUMMARY: | |||||
The camping ordinance was passed in 2005 to provide for the safety, harmonious use, and well-being of all users of city property. The ordinance prohibits the storage of personal belongings and placement of structures on public property within the city limits for living accommodation purposes, thus limiting the dangers of forest fires, littering, and overuse and abuse of public property. The Police Department has been assigned to provide information to Council on the ordinance and our enforcement. Upon completion of the presentation Council may provide direction to City staff on any policy changes. | |||||
INFORMATION: | |||||
This ordinance was first passed in October of 2005. In 2009 it was revisited by council and the severity of the crime was lessened from a class one misdemeanor to a class three misdemeanor. The current ordinance reads as follows: It is unlawful for any individual to camp on public property within the Flagstaff city limits unless specifically authorized by law. For this section, the term "camping" means the use of any city property or any undeveloped, unimproved county, state, and federal property for living accommodation purposes, including, but not limited to, activities such as: (1) Sleeping activities or making preparations to sleep including the laying down of bedding for the purpose of sleeping; (2) Storing personal belongings; (3) Making any fire, other than in a fire or barbecue pit provided by the City for such use; (4) Using any tent, shelter, vehicle, or other structure for sleeping; (5) Cooking, other than in a fire or barbecue pit provided by the City for such use. The above listed activities shall constitute camping when it reasonably appears, in light of all the circumstances, that the participants, in conducting such activities, are in fact using the area for living accommodation purposes, either as recreational camping or as a primary living space, and regardless of the intent of the participants or the nature of any other activities in which they may also be engaging. "Camping" shall be distinguished from those short term uses such as napping and picnicking that are characterized by brief and intermittent use of city property for recreational purposes during daylight hours. C. No person shall be arrested for a violation of this ordinance unless the person continues to engage in such conduct after warning by any police officer or authorized representative of the government entity responsible for such public property, or unless such property has been conspicuously posted with a warning of the provisions of this ordinance. D. For the purpose of this section " city property" shall mean all real property including appurtenances thereon which is owned, leased, or controlled by the City and shall include all improved or unimproved land, all public right of ways including trails, easements, public sidewalks and public parking lots. E. A violation of this section is a class 3 misdemeanor. Each day that a violation of this section continues shall constitute a separate offense. F. Necessity, as set forth in ARS 13-417, is a defense to prosecution under this Section. The necessity defense found in ARS §13-417 has been incorporated into this ordinance. This defense reads that conduct that would otherwise be considered an offense shall be justified if a reasonable person felt compelled to engage in the conduct and had no reasonable alternative to avoid imminent public or personal injury. The Council discussion at the time reflected concern that an individual who during the winter months was found sleeping in a sleeping bag to avoid freezing when shelters are full should not be held responsible for the crime of camping in the City limits. Concern was also expressed that an individual fleeing from an abusive relationship (such as domestic violence) should also not be held criminally liable under this ordinance-especially those individuals found sleeping in their vehicle. Officers were directed again to consider the totality of the circumstances to determine if a violation of this ordinance has occurred given the spirit of the ordinance. Sleeping alone does not constitute an offense, however setting up temporary shelter, cooking, campfires for warmth, etc may collectively establish a reason to believe a person is camping. This ordinance is used sparingly as a tool by officers to help protect our forest and watershed. Officers conduct wood watch patrols during the summer months to help keep the forested areas around the city free from litter and to reduce fire danger from illegal camp and cooking fires. The Officers usually conduct fly overs to identify camps or follow up on reports from concerned citizens. The following morning, they hike in to the camps, providing the occupants with a listing of social services and advising them of the ordinance. Follow up is conducted within the next few days to make sure the camp has been removed. The ordinance has also been enforced when citizens in neighborhoods or at businesses report people camping in vehicles for extended periods of time on public streets and in public right of ways such as along Lucky Lane. Officers with the Police Department make approximately 7,000 arrest per year for various violations of statutes and ordinances. We have made 21 arrests for the camping ordinance over the past four years (four in 2013, nine in 2014, four in 2015, and four in 2016). Camping arrests make up less than 1% of our total arrests. Four of the 21 persons arrested had charges in addition to the camping violation. Most suspects were issued a citation and released, rather than taken into custody. Officers with the Flagstaff Police Department have issued dozens of warnings for camping violations (2013 - 26 warnings, 2014 - 70 warnings, 2015 - 47 warnings, 2016 - 60 warnings). |
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Attachments: | List of Local Service providers | ||
Violation Notice | |||
PowerPoint Presentation |
10.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE | |||||
Discussion: An ordinance adopting revisions to Title 13 of Flagstaff City Code entitled "Engineering Design and Construction Standards and Specifications for New Infrastructure." | |||||
RECOMMENDED ACTION: | |||||
Staff will provide an overview of the proposed revisions and ask Council to provide initial feedback on the proposed revisions, concerns with any revisions, and any sections the Council would like to review and discuss in more detail. | |||||
EXECUTIVE SUMMARY: | |||||
The intent of these Engineering Standards and Specification is to provide information on minimum acceptable design and construction practices for new infrastructure in the City of Flagstaff. The last update to these standards was made in 2012. Since then, through regular use and enforcement of the standards, Engineering staff has identified some necessary revisions. These revisions have been proposed to correct errors and omissions, incorporate best practices, incorporate new technologies, improve the look and consistency of the standards, and provide consistency with other adopted codes and standards. Proposed Schedule for Discussion and Adoption (Rescheduled Dates): 05/09 Council Meeting: Discuss Chapters 1-9 05/16 Work Session: Discuss revisions to section concerning Traffic Impact Analysis (TIA) 06/06 Council Meeting: Discuss Chapters 10-23 06/20 Council Meeting: Finalize any discussions and read Ordinance for the first time 07/05 Council Meeting: Read Ordinance by title only for the final time/adopt Ordinance |
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INFORMATION: | |||||
Background/History: The City of Flagstaff has previously adopted Title 13 of City Code entitled "Engineering Design and Construction Standards and Specification for New Infrastructure" (later referred to as Engineering Standards) in Ordinance 2012-05. The proposed and ongoing revisions to the Engineering Standards ensures that the City continues to address and improve public safety. These Standards also ensures high performing infrastructure that improve and reduce maintenance in the future. The Engineering Design Standards and proposed revisions are a result of comprehensive review from an internal stakeholder committee which were then presented to the professional community (the Chamber of Commerce, Northern Arizona Builders Association, local civil engineers, contractors, architects, Traffic Commission, and Planning and Zoning Commission). Comments were solicited at meetings, and through the City's online community forum, with these groups and incorporated into the proposed revisions when appropriate. The proposed revisions have been available on the City’s website for the last eight months and updated as additional revisions have been made. The updated revisions to the City’s Engineering Standards can be found at http://www.flagstaff.az.gov/DocumentCenter/View/50249. Upon approval of the proposed revisions, Engineering will begin another revision cycle. Staff will include the same stakeholders, and involve key community partners, as we work through this revision cycle. Staff will bring these proposed revisions to Council in approximately one to two years. Key Considerations: Below is a list of the major revisions made to the Engineering Standards - Survey Standards - TIA Standards - Changes as a result of the IFC - Permanent Stabilization See the attached revisions summary for brief description of all of the revisions made. This attachment also provides a schedule for discussion of these revisions. Community Benefits and Considerations: The community benefits economically by having public infrastructure that is designed and constructed to serve the pubic in the most efficient way possible, and that will have a minimal cost of operation and maintenance. The community also benefits from improved public safety as a result of the adoption of the proposed revisions to the Engineering Standards. Options and Alternatives: 1. The Council may choose to accept or reject any or all of the proposed amendments. 2. The Council could choose to make different amendments. 3. The Council can postpone adoption of the Standards as a public record in order to gather more information or public input. |
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Attachments: | TIA Proposed Code Revisions | ||
TIA Manual | |||
TIA Presentation |
2.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE | |||||||||||||||||||
Consideration and Approval of Grant Agreement: A Grant Agreement between the City of Flagstaff and the U.S. Department of Transportation, Federal Aviation Administration (FAA) for the Flagstaff Airport, Runway 3/21 Mill and Overlay Project. | |||||||||||||||||||
RECOMMENDED ACTION: | |||||||||||||||||||
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EXECUTIVE SUMMARY: | |||||||||||||||||||
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INFORMATION: | |||||||||||||||||||
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Attachments: | Preliminary Grant Funding Notice |
3.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Construction Manager at Risk Contract: Pulliam Runway 3/21 Mill and Overlay Project; Phase II construction contract. | |||||
DESIRED OUTCOME: | |||||
1. Approve the Construction Manager at Risk Contract with Fann Contracting, Inc. in an amount not to exceed $4,521,934.50 for Guaranteed Maximum Price (GMP) for the Phase II construction scope.
2. Authorize Change Order Authority of 10% for GMP in the amount of $452,193.00, to cover potential costs associated with unanticipated or additional items of work. 3. Authorize the City Manager to execute the necessary documents. |
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EXECUTIVE SUMMARY: | |||||
Executive Summary: The Flagstaff Airport is a single runway airport that supports commercial air service, business, medical, military and general aviation traffic for Flagstaff and the Northern Arizona Region. The existing Pulliam Airport runway pavement is oxidized, distressed and has grade irregularities that may cause aircraft damage if not corrected. This project will consist of the mill and overlay of the runway pavement, connecting taxiways A1 to A9, new asphalt shoulders, pavement sealing of the blast pads and pavement striping and needed markings. The project was segmented into two (2) phases. Phase I consists of the work needed to be complete prior to the paving (including multiple evening runway shutdowns). Phase II consists of the paving portion of the contract and will require a 7-day (consecutive) runway shutdown, scheduled for June 11th through June 17th. The anticipated total construction cost for this project is approximately 9 million dollars, predominantly paid through FAA and ADOT grants. This project is critical to the goals of maintaining city infrastructure, as well as to the continued efforts for secondary air service and access. |
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INFORMATION: | |||||
Financial Impact: This project is currently in the 5-year plan. This project is budgeted in FY 2017 account number 221-07-222-3332-0-4433 in the amount of $3,277,685 and $4,093,533 in FY 2018. The remaining $1,293,931 needed to meet the total contract of $8,665,149 will be achieved by using budget appropriation in accounts 221-07-222-3352-0-4421 (Drainage Improvements) and 221-07-222-3140-4402 (AARF Truck) currently in FY2017 budget. Connection to Council Goal and/or Regional Plan: COUNCIL GOALS 2017-2019: Economic Development - Grow an strengthen a more equitable and resilient economy. Transportation and Public Infrastructure - Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Has There Been Previous Council Decision on This: Yes; - On 05/19/15 Council approved a Grant Agreement (AIP 38) for Design and approved the Consultant Contract with Kimley-Horn for Design Services. - On 12/20/16 Council approved the Construction Manager at Risk Design Phase Services with FANN Contracting, Inc. Options and Alternatives:
The Flagstaff Pulliam Airport has been at its current location since 1948. It has one runway, 8,800 feet in length and 150 feet wide. The runway was extended in 2007 from 6,999 feet to its current length to allow for larger aircraft to land. It is constructed of asphalt to FAA AC 150/5300-13 standards. The single runway handles over 40,000 operations a year, and over 130,000 passengers fly in and out of the airport. Pulliam provides air service for private, medical, military, emergency response aircraft and commercial carriers. On October 9 and 16, 2016, a Request for Statements of Qualifications (RSOQ) for Construction Manager at Risk (CMAR) services was published in the Arizona Daily Sun. It also was posted on the Purchasing PlanetBids web site on October 7, 2016. On November 3, 2016, the City of Flagstaff received two Statements of Qualifications that were responsive to the requirements of the RSOQ for providing CMAR services for this project. An evaluation committee of five members independently reviewed and evaluated those statements in accordance with the evaluative criteria established in the RSOQ. The evaluation committee consisted of four City staff and one local contractor. Based on numerical evaluation of the statements received, and interviews conducted with both firms, Fann Contracting, Inc. received the highest ranking and was deemed the most qualified among those submitting proposals to provide CMAR services. On December 20, 2016, Council approved the award of the CMAR Design Phase services contract to Fann Contracting, Inc. The award of this contract enabled the contractor to begin preconstruction design work needed to determine a Guaranteed Maximum Price (GMP) for the CMAR Construction Phase services. On March 21, 2017, Council approved the award of the CMAR Construction Phase I contract to Fann Contracting, Inc. Key Considerations: This work is critical for the Flagstaff Airport. The existing open graded friction course is raveling in several locations, leaving loose aggregate that are dangerous debris for flight operations. This project will consist of the mill and overlay (2.5” in depth) of the runway pavement, connecting taxiways A1 to A9, new asphalt shoulders, pavement sealing of the blast pads and pavement striping and needed markings. The project was segmented into two phases;
The FAA Grant Offer in the amount of $7,890,485 will cover 91.06% of the cost, the City will provide a match of $387,332 (4.47%) and ADOT will provide a match of $387,332 (4.47%) for a total project cost of $8,665,149 for project. Community Benefits and Considerations: The airport supports the community with air service and medical flights. It is an economic generator for Flagstaff and Northern Arizona. The maintenance of the runway is critical to continue support of the air service and medical users of the airport. Construction of the project will increase the utility and safety of operations at the airport. New pavement on the runway will provide a safer landing and takeoff area for the pilots. Community Involvement: Inform- The project will require that tenants will not have access to the runway during construction. To minimize that inconvenience, the project will be constructed in seven (7) consecutive days to perform the runway paving operation. Tenants will be notified of the upcoming work by mail prior to construction. In addition, mass e-mails will be sent to all tenants advising of the upcoming work. During construction, weekly updates regarding progress and anticipated dates for reinstating runway access will be posted on the City website in order that tenants may be advised of construction progress Expanded Options and Alternatives:
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Attachments: | FAA Construction Contract Concurrence Phase II Letter | ||
CMAR Construction Phase II Contract | |||
Phase II GMP |
4.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Supplemental Agreement No. 4, Pulliam Airport Runway 3-21 Mill and Overlay Project, construction administration and quality assurance services for Phase I of the overlay project. (Supplemental Agreement to facilitate grant for asphalt overlay at airport). | |||||
DESIRED OUTCOME: | |||||
RECOMMENDED ACTION:
1) Approve Supplemental Agreement No. 4 with Kimley-Horn and Associates, Inc. in the amount of $118,471.00, subject to acceptance of a grant from the Federal Aviation Administration (FAA) and the Arizona Department of Transportation (ADOT), Multimodal Planning Division, Aeronautics.
2) Authorize the City Manager to execute the necessary documents. |
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EXECUTIVE SUMMARY: | |||||
City of Flagstaff is seeking from Kimley-Horn contract administration and quality assurance services for the construction phase of the Runway (3-21) Mill and Overlay project. The existing Pulliam Airport asphalt runway is highly oxidized and is in need of repairs. The damaged runway has grade irregularities caused by the oxidizing asphalt that may cause damage to aircraft if not repaired. This project will consist of (Phase I and Phase II) the mill and overlay of the runway pavement, blast pads, and portions of the connecting taxiways A1 to A9 from the edge of the runway to the runway hold position markings. In addition to the mill and overlay work, improvements are scheduled to be made to the runway shoulders. The additional shoulder work was recommended by the Federal Aviation Administration (FAA) as a needed improvement. Phase I services consists of material testing, assurance in contract construction specifications and oversight during the shoulder rebuild. The anticipated construction cost for this project is approximately $9 million dollars, predominantly paid through FAA and Arizona Department of Transportation (ADOT) grants. |
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INFORMATION: | |||||
Financial Impact: This project is currently in the 5-year plan. This project is budgeted in FY 2017 account number 221-07-222-3332-0-4433 in the amount of $3,277,685 and $4,093,533 in FY 2018. The remaining $1,293,931 needed to meet the total contract of $8,665,149 will be achieved by using budget appropriation in accounts 221-07-222-3352-0-4421 (Drainage Improvements) and 221-07-222-3140-4402 (AARF Truck) currently in FY2017 budget. The fee estimate attached to Supplemental Agreement No. 4 is a lump sum amount. Policy Impact: There are no policy implications with this project. Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: COUNCIL GOALS 2017-2019: Economic Development - Grow an strengthen a more equitable and resilient economy. Transportation and Public Infrastructure - Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Has There Been Previous Council Decision on This: Yes. Council approved the original five-year term Professional Design Services Agreement with Kimley-Horn & Associates on April 17, 2012. Council also approved Supplemental Agreement (SA) No. 1 for design services on December 4, 2012. Council also approved SA No. 2 for design services on May 7, 2015. Council approved SA No. 3 for additional design services on May 19, 2015 for the design of this project. Options and Alternatives: Approve Supplemental Agreement No. 4. - This will allow construction administration and quality assurance services work to commence for Phase I construction. Not approve Supplemental Agreement No. 4. - This would violate the agreements made to the FAA and ADOT and jeopardize current funding agreements. Background/History: On April 17, 2012, City Council approved a multi-year (5-year) services agreement for consulting, construction administration and quality assurance services with Kimley-Horn and Associates. The agreement contract that was approved by Council, stipulated future design projects funded with FAA and ADOT grants would be presented to Council for approval as a Supplemental Agreement (SA). SA No. 3 was approved by council to begin the design phase of the project in 2015 and a time extension to the current contract was approved. A Scope of Work and fee estimate for comprehensive construction administration and quality assurance services for the Pulliam Runway (3-21) mill and overlay project has been formulated, negotiated and agreed upon in accordance with FAA guidelines for SA No.4. A copy of the Scope of Work and fee estimate is attached. Key Considerations: The existing runway is becoming oxidized and damaged and has grade irregularities that may cause aircraft damage if not replaced. This project will provide design plans and specifications for the mill and overlay of the runway pavement, blast pads, and connecting taxiways A1 to A9 from the edge of the runway to the runway hold position markings. Replacement of these pavements will enhance pilot safety and provide significant improvements to operations at the airport. Expanded Financial Considerations: Funding for Construction Phase Services is to be provided by Federal Entitlement and Discretionary grant funds from the Federal Aviation Administration (FAA) and ADOT Multi-Modal organizations. The fee estimate attached to Supplemental Agreement No. 4 is a lump sum amount. Community Benefits and Considerations: Construction of this project will greatly increase the utility and safety of operations at the airport. New pavement on the runway will provide a safer landing and takeoff area for the pilots. This project also includes the replacement of dirt runway shoulders with paved (asphalt) shoulders. Community Involvement: The project will require that tenants will not have access to the runway during construction. To minimize that inconvenience, the project will be constructed in nighttime work and a needed 7-day (consecutive) runway shutdown. The nighttime work is needed to rebuild the adjoining shoulders and prepare the area to receive an asphalt surface (Phase I). The 7-day runway closure is needed to mill the existing surface and repave the surface with a dense graded asphalt mix. In addition to the paving, the runway will be grooved (to increase the surface friction in inclement weather) and re-striped. The milling, paving and striping will be part of the Phase II work schedule. Tenants and the commercial carrier have been notified of the upcoming work prior to construction. Public (open) meetings have been conducted informing the stakeholders of the upcoming work. The commercial carrier was notified in December 2016 of the scheduled runway closure (June 11th through June 18th) and has made the appropriate accommodations and scheduled their flight accordingly. Expanded Options and Alternatives: Approve Supplemental Agreement No. 4. - This will allow construction administration and quality assurance services work to commence for Phase I construction. Do not approve Supplemental Agreement No. 4. - This would violate the agreements made to the FAA and ADOT and jeopardize current funding agreements. |
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Attachments: | FAA Letter of support | ||
Supplemental Agreement 4 | |||
Scope of Work |
5.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Supplemental Agreement No. 5, Pulliam Airport Runway 3-21 Mill and Overlay Project, construction administration and quality assurance services for Phase II of the overlay project. (Supplemental Agreement to facilitate grant for asphalt overlay at airport). | |||||
DESIRED OUTCOME: | |||||
RECOMMENDED ACTION:
1. Approve Supplemental Agreement Number 5 with Kimley-Horn and Associates, Inc. in the amount of $263,281.00 subject to acceptance of a grant from the Federal Aviation Administration and the Arizona Department of Transportation, Multimodal Planning Division, Aeronautics. 2. Authorize the City Manager to execute the necessary documents. |
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EXECUTIVE SUMMARY: | |||||
Executive Summary: City of Flagstaff is seeking from Kimley-Horn construction administration and quality assurance services for the construction phase of the Runway (3-21) Mill and Overlay project. The existing Pulliam Airport asphalt runway is highly oxidized and is in need of repairs. The damaged runway has grade irregularities caused by the oxidizing asphalt that may cause damage to aircraft if not repaired. This project will consist of (Phase I and Phase II) the mill and overlay of the runway pavement, blast pads, and portions of the connecting taxiways A1 to A9 from the edge of the runway to the runway hold position markings. In addition to the mill and overlay work, improvements are scheduled to be made to the runway shoulders. The additional shoulder work was recommended by the Federal Aviation Administration (FAA) as a needed improvement. Phase II services consists of material testing, assurance in contract construction specifications and oversight during the runway mill and overlay. The anticipated construction cost for this project is approximately $9 million dollars, predominantly paid through FAA and Arizona Department of Transportation (ADOT) grants. |
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INFORMATION: | |||||
Financial Impact: This project is currently in the 5-year plan. This project is budgeted in FY 2017 account number 221-07-222-3332-0-4433 in the amount of $3,277,685 and $4,093,533 in FY 2018. The remaining $1,293,931 needed to meet the total contract of $8,665,149 will be achieved by using budget appropriation in accounts 221-07-222-3352-0-4421 (Drainage Improvements) and 221-07-222-3140-4402 (AARF Truck) currently in FY2017 budget. The fee estimate attached to Supplemental Agreement No. 5 is a lump sum amount. Policy Impact: There are no policy implications with this project. Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: COUNCIL GOALS 2017-2019: Economic Development - Grow an strengthen a more equitable and resilient economy. Transportation and Public Infrastructure - Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Has There Been Previous Council Decision on This: Yes. Council approved the original five-year term Professional Design Services Agreement with Kimley-Horn & Associates on April 17, 2012. Council also approved Supplemental Agreement (SA) No. 1 for design services on December 4, 2012. Council also approved SA No. 2 for design services on May 7, 2015. Council approved SA No. 3 for additional design services on May 19, 2015 for the design of this project. Options and Alternatives: Approve Supplemental Agreement No. 5. - This will allow construction administration and quality assurance services work to commence for Phase II construction. Not approve Supplemental Agreement No. 5. - This would violate the agreements made to the FAA and ADOT and jeopardize current funding agreements. Background/History: On April 17, 2012, City Council approved a multi-year (5-year) services agreement for consulting, construction administration and quality assurance services with Kimley-Horn and Associates. The agreement contract that was approved by council stipulated future design projects, funded by FAA and ADOT grants, would be presented for approval to Council as a Supplemental Agreement (SA). SA No. 3 was approved by council to begin the design phase of the project in 2015 and a time extension to the current contract was approved. A Scope of Work and fee estimate for comprehensive construction administration and quality assurance services for the Pulliam Runway (3-21) mill and overlay project has been formulated, negotiated and agreed upon in accordance with FAA guidelines for SA No.5. A copy of the Scope of Work and fee estimate is attached. Key Considerations: The existing runway is becoming oxidized and damaged and has grade irregularities that may cause aircraft damage if not replaced. This project will provide design plans and specifications for the mill and overlay of the runway pavement, blast pads, and connecting taxiways A1 to A9 from the edge of the runway to the runway hold position markings. Replacement of these pavements will enhance pilot safety and provide significant improvements to operations at the airport. Expanded Financial Considerations: Funding for Construction Phase Services is to be provided by Federal Entitlement and Discretionary grant funds from the Federal Aviation Administration (FAA) and ADOT Multi-Modal organizations. The fee estimate attached to Supplemental Agreement No. 5 is a lump sum amount. Community Benefits and Considerations: Construction of this project will greatly increase the utility and safety of operations at the airport. New pavement on the runway will provide a safer landing and takeoff area for the pilots. This project also includes the replacement of dirt runway shoulders with paved (asphalt) shoulders. Community Involvement: The project will require that tenants will not have access to the runway during construction. To minimize that inconvenience, the project will be constructed in nighttime work and a needed 7-day (consecutive) runway shutdown. The nighttime work is needed to rebuild the adjoining shoulders and prepare the area to receive an asphalt surface (Phase I). The 7-day runway closure is needed to mill the existing surface and repave the surface with a dense graded asphalt mix. In addition to the paving, the runway will be grooved (to increase the surface friction in inclement weather) and re-striped. The milling, paving and striping will be part of the Phase II work schedule. Tenants and the commercial carrier have been notified of the upcoming work prior to construction. Public (open) meetings have been conducted informing the stakeholders of the upcoming work. The commercial carrier was notified in December 2016 of the scheduled runway closure (June 11 through June 18th) and has made the appropriate accommodations and scheduled their flight accordingly. Expanded Options and Alternatives: Approve Supplemental Agreement No. 5. - This will allow construction administration and quality assurance services work to commence for Phase II construction. Do not approve Supplemental Agreement No. 5. - This would violate the agreements made to the FAA and ADOT and jeopardize current funding agreements. |
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Attachments: | FAA Letter of support | ||
Supplemental Agreement 5 | |||
Scope of Work |