DRAFT AGENDA
4:30 P.M. MEETING
Individual Items on the 4:30 p.m. meeting agenda may be postponed to the 6:00 p.m. 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 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 NOTE: One or more Councilmembers may be in attendance telephonically or by other technological means.
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3. | 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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4. | APPROVAL OF MINUTES FROM PREVIOUS MEETINGS | |||||||
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. | PROCLAMATIONS AND RECOGNITIONS | |||||||
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: Building & Fire Code Board of Appeals. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Make two appointments to terms expiring June 2021.
Make three appointments to terms expiring June 2022. |
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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 of Appointments: Magistrates On-Call for the Flagstaff Municipal Court. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the appointments of Honorable Charles Adornetto, Honorable Christine Brown, Honorable Charles Davies, Honorable John Lamb, Honorable Gerald McCafferty, Honorable Susan Slasor, and Honorable James Speed as Magistrate On-Call.
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B. | Consideration and Approval of Contract: Approve the construction contract with LP's Excavating, Inc. in the amount of $586,161.00 for the I-40 & Country Club Water Transmission Main Improvement. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Approve the construction contract with LP’s Excavating, Inc. in the amount of $586,161.00 which includes a $65,130 contract allowance and a contract timeframe of 130 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $52,100 (10% of the contract amount, less allowance); 3) Authorize the City Manager to execute the necessary documents. |
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C. | Consideration and Approval of Grant Agreement: To the U.S. Department of Justice, through the Arizona Criminal Justice Commission, for the Edward Byrne Justice Assistance Grant funds in the amount of $269,285.00 for the Northern Arizona Street Crimes Task Force (METRO unit). | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the acceptance of the grant from the U.S. Department of Justice, through the Arizona Criminal Justice Commission, Edward Byrne Justice Assistance Grant funds in the amount of $269,285.00 for FY2019.
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D. | Consideration and Approval of Contract: Approve the construction contract with Mountain High Excavation, LLC in the amount of $1,258,094.00 for the Lone Tree 16” Transmission Line Project. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Approve the construction contract with Mountain High Excavation, LLC in the amount of $1,258,094.00, which includes a contract allowance of $84,250.00, and a contracted timeframe of 150 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $117,385.00 (10% of the contract amount, less allowance); and 3) Authorize the City Manager to execute the necessary documents. |
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E. | Consideration and Approval of Contract: Consideration and Approval of a sole source contract with Kuehl Enterprises, LLC, an Arizona Limited Liability Corporation in the amount not to exceed $79,781.70 including hours, travel and lodging, to work with the Housing Authority to realign the programs in order to achieve cost savings / fiscal sustainability, increase efficiency, and improve operations and customer service. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve contract with Kuehl Enterprises in the amount of not to exceed $79,781.70 including hours, travel and lodging.
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9. | ROUTINE ITEMS | |||||||
A. | Consideration and Approval of Contract: Award C and E Paving & Grading, LLC, the Construction Manager at Risk Design Services Agreement for the Street Maintenance Program years 2018, 2019 and 2020. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Award C and E Paving & Grading, LLC the Construction Manager at Risk Design Services Agreement an amount not to exceed $113,794.00;
2) Authorize Change Order Authority of $11,379.40 (10%) to cover potential costs associated with unanticipated or additional items of work; and 3) Authorize the City Manager to execute any necessary documents. |
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B. | Consideration and Approval of Contract: Award C and E Paving & Grading, LLC, the Construction Manager at Risk Construction Phase Services Agreement for the 2018 Street Maintenance Program. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Award C and E Paving & Grading, LLC, the Construction Manager at Risk Construction Phase Services Agreement for the 2018 Street Maintenance Program in the Guaranteed Maximum Price ("GMP") of $5,001,369.32;
2) Authorize Change Order Authority in an amount not to exceed $250,068.47 (5% GMP) to cover potential costs associated with unanticipated or additional items of work; and 3) Authorize the City Manager to execute the necessary documents. |
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C. | Consideration and Approval of Amendments: Amendments to the Business Incubator and Accelerator Service Agreement and Master Leases with Northern Arizona Center for Entrepreneurship and Technology (NACET), extending the terms of these agreements by six months. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the Third Amendment for the NACET Service Agreement, and the Fourth Amendment for the Business Incubator Master Lease Agreement and the Business Accelerator Master Lease Agreement.
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D. | Consideration and Possible Adoption of Ordinance No. 2018-24: An ordinance of the Flagstaff City Council, authorizing the City Manager or his or her designees to acquire improved real property located at 2323 N. Walgreens Street and establishing an effective date; and approval of a Purchase Contract with Hilton Harris Real Estate as broker for the seller of the improved real property at 2323 N. Walgreens Street and subject to the contingencies described in the contract. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
At the June 19, 2018 Council Meeting:
1) Read Ordinance No. 2018-24 by title only for the first time 2) City Clerk reads Ordinance No. 2018-24 by title only (if approved above) At the July 3, 2018 Council Meeting: 3) Read Ordinance No. 2018-24 by title only for the final time 4) City Clerk reads Ordinance No. 2018-24 by title only (if approved above) 5) Adopt Ordinance No. 2018-24 6) Approve Purchase Contract |
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E. | Consideration and Approval of a modified Preliminary Plat: Request from AR Capstone, LLC for subdivision of approximately 47.36-acres known as The Wedge, into 47 single-family residential lots within the Rural Residential (RR) zone. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
The Planning and Zoning Commission recommends approving the preliminary plat with the conditions outlined in the staff summary.
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F. | Consideration and Adoption of Ordinance No. 2018-25: An ordinance amending Section 1-07-001-0005, Salaries, of the Flagstaff City Code and establishing an effective date. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Read Ordinance No. 2018-25 by title only for the final time
2) City Clerk reads Ordinance No. 2018-25 by title only (if approved above) 3) Adopt Ordinance No. 2018-25 |
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G. | Consideration and Adoption of Ordinance No. 2018-23: An ordinance levying upon the assessed valuation of the property within the City of Flagstaff, Arizona, subject to taxation a certain sum upon each one hundred dollars ($100.00) of valuation sufficient to raise the amount estimated to be required in the Annual Budget, less the amount estimated to be received from other sources of revenue; providing funds for various bond redemptions, for the purpose of paying interest upon bonded indebtedness and providing funds for general municipal expenses, all for the Fiscal Year ending the 30th day of June, 2019. (Primary and secondary property tax levies for FY 2018-2019) | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Read Ordinance No. 2018-23 by title only for the final time
2) City Clerk reads Ordinance No. 2018-23 by title only (if approved above) 3) Adopt Ordinance No. 2018-23 |
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H. | Consideration and Approval of Lease Agreement: Lease with General Services Administration for New Build to Suit at the United States Geological Survey Campus, 2255 North Gemini Drive Flagstaff, AZ. 86001. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the Lease Agreement with General Services Administration
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I. | Consideration and Approval of Contract: City Court Facility Project - Award of Design Build Services Agreement for the Design Phase of the project. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Award the Design Build Services Agreement to Kinney Construction Services, Inc. of Flagstaff Arizona in an amount not to exceed $1,593,628.00 with a 250 calendar-day contract period; and
2) Authorize the City Manager to execute the necessary documents. |
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J. | Consideration and Adoption of Ordinance No. 2018-19: An ordinance amending the Flagstaff City Code, Chapter 1-14, Personnel System, by amending the Employee Handbook of Regulations relating to Fingerprint Background Checks; providing for penalties, repeal of conflicting ordinances; severability; and establishing an effective date. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Read Ordinance No. 2018-19 by title only for the final time
2) City Clerk reads Ordinance No. 2018-19 by title only (if approved above) 3) Adopt Ordinance No. 2018-19 |
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K. | Consideration and Approval of Contract: Approve an Amendment to the Service Contract for Professional Economic Analysis and Public Policy Consultant Services with The A.E. Maguire Company, Inc., in an amount not to exceed $40,000.00. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve an Amendment to the Service Contract for Professional Economic Analysis and Public Policy Consultant Services (Contract No. 2018-49) with The A.E. Maguire Company, Inc. in an amount not to exceed $40,000.00; and authorize the City Manager to execute the necessary documents.
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RECESS 6:00 P.M.
RECONVENE |
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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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10. | ROLL CALL NOTE: One or more Councilmembers may be in attendance telephonically or by other technological means.
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11. | PLEDGE OF ALLEGIANCE | |||||||
12. | PUBLIC PARTICIPATION | |||||||
13. | CARRY OVER ITEMS FROM THE 4:30 P.M. AGENDA | |||||||
14. | REGULAR AGENDA | |||||||
A. | Consideration and Adoption of Ordinance No. 2018-26 and Resolution No. 2018-36: An ordinance and resolution amending the Employee Handbook of Regulations and Flagstaff City Code by adopting Addendum 12 of the Employee Handbook of Regulations. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
At the July 3, 2018 Council Meeting: 1) Read Resolution No. 2018-36 by title only 2) City Clerk reads Resolution No. 2018-36 by title only (if approved above) 3) Read Ordinance No. 2018-26 by title only for the first time 4) City Clerk reads Ordinance No. 2018-26 by title only (if approved above) At the August 21, 2018 Council Meeting: 5) Adopt Resolution No. 2018-36 6) Read Ordinance No. 2018-26 by title only for the final time 7) City Clerk reads Ordinance No. 2018-26 by title only (if approved above) 8) Adopt Ordinance No. 2018-26 |
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B. | Consideration and Possible Adoption of Resolution No. 2018-37: A resolution authorizing the execution of an Amended and Restated Development Agreement between Crestview 31, LLC and the City of Flagstaff related to the development of approximately 31.9 acres of real property known as the Crestview subdivision generally located along the north side of Old Route 66, north and west of the Railroad Springs subdivision. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Read Resolution No. 2018-37 by title only 2) City Clerk reads Resolution No. 2018-37 by title only (if approved above) 3) Adopt Resolution No. 2018-37 |
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C. | Consideration and Adoption of Ordinance No. 2018-27: An ordinance of the Flagstaff City Council to acquire approximately 113 square feet of real property located at 2326 E. Spruce Avenue; providing for severability, delegation of authority, and establishing an effective date; and consideration of approval of a Purchase and Sale Agreement for said property. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Read Ordinance No. 2018-27 by title only for the first time
2) City Clerk reads Ordinance No. 2018-27 by title only (if approved above) 3) Read Ordinance No. 2018-27 by title only for the final time (requires unanimous consent of all Council Members present) 4) City Clerk reads Ordinance No. 2018-27 by title only (if approved above) 5) Adopt Ordinance No. 2018-27 6) Approve Purchase and Sale Agreement |
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D. | Consideration and Potential Adoption of Ordinance No. 2018-28: A potential ordinance of the Flagstaff City Council amending section 1-07-001-0005, Salaries, of the Flagstaff City Code and establishing an effective date. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Should Council wish to proceed with these changes,
At the July 3, 2018 Council Meeting: 1) Read Ordinance No. 2018-28 by title only for the first time 2) City Clerk reads Ordinance No. 2018-28 by title only (if approved above) At the August 21, 2018 Council Meeting: 3) Read Ordinance No. 2018-28 by title only for the final time 4) City Clerk reads Ordinance No. 2018-28 by title only (if approved above) 5) Adopt Ordinance No. 2018-28 |
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15. | DISCUSSION ITEMS | |||||||
A. | Discussion: Council discussion on current practices and review of past practices, focused on the assignment of contract allowances and contingencies including owners contingencies, contractor contingencies for CMAR and Design-Build, and review of the process of change order allowance. | |||||||
B. | Discussion/Direction: City of Flagstaff's procurement procedures related to vendor responsibility. | |||||||
16. | COUNCIL LIAISON REPORTS
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17. | FUTURE AGENDA ITEM REQUESTS After discussion and upon agreement by two members of the Council, an item will be moved to a regularly-scheduled Council meeting. |
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A. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Putzova to place on a future agenda a discussion about the options available for assisting individuals without shelter. | |||||||
B. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Barotz to place on a future agenda a discussion about the parking ratios in the Transect Zones. | |||||||
18. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | |||||||
19. | ADJOURNMENT | |||||||
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7.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointments: Building & Fire Code Board of Appeals. | |||||
STAFF RECOMMENDED ACTION: | |||||
Make two appointments to terms expiring June 2021.
Make three appointments to terms expiring June 2022. |
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Executive Summary: | |||||
The Building & Fire Code Board of Appeals consists of seven citizens serving five-year terms. The Building and Fire Code Board of Appeals holds hearings as needed on appeals related to the application and interpretation of City building and fire codes. The Board of Appeals has no authority to interpret the administrative provisions of the code, nor is the board empowered to waive requirements of the code. There are currently four vacancies on the Board and the terms of the three current board members have expired, leaving all seven open seats. It is important to fill vacancies on Boards and Commissions quickly so as to allow the Commission to continue meeting on a regular basis. There are five applications on file for consideration by the Council, they are as follows: Mark Haughwout (new applicant) Jeff Knorr (new applicant) Kenneth Krenke (current board member) David Merrell (current board member) Mitch Walzer (current board member) 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: Councilmember Barotz, Councilmember McCarthy, Councilmember Putzova, Councilmember Odegaard, and Mayor Evans |
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Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
Not applicable. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic 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. | |||||
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: | Bldg & Fire Code BOA Authority |
8.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointments: Magistrates On-Call for the Flagstaff Municipal Court. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the appointments of Honorable Charles Adornetto, Honorable Christine Brown, Honorable Charles Davies, Honorable John Lamb, Honorable Gerald McCafferty, Honorable Susan Slasor, and Honorable James Speed as Magistrate On-Call.
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Executive Summary: | |||||
Appointment of all magistrates is required to be completed by the Flagstaff City Council for a two-year term under both the City Charter and FCC Section 1-15-001-0002(A). Appointment of Magistrates On-Call for the Municipal Court allows for ongoing operations of the court without interruption. Magistrates On-Call hear criminal, civil, traffic and local code violations that are filed in the Flagstaff Municipal Court. They conduct trials, both jury and non-jury, and sentence individuals within the parameters set by law. Magistrates On-Call are required for the ongoing operational needs of the Municipal Court. Magistrates On-Call are critical to the criminal and civil processes of the judicial branch. Judges Adornetto, Brown, Davies, Lamb, McCafferty, Slasor, and Speed have all been serving in their current capacity as Magistrates On-Call at the Municipal Court and are requesting to continue in their current roles. |
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Financial Impact: | |||||
Funding for all judicial positions are included in the approved budget of the Flagstaff Municipal Court. No additional budgetary impact is anticipated. | |||||
Policy Impact: | |||||
On-Call Magistrates are critical to the criminal and civil processes of the judicial branch. These appointments help maintain an independent judiciary that is necessary for the ongoing operations of our local government. A strong, independent and fair judicial branch provides balance to criminal and civil matters that require resolution within our municipality. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Personnel - Attract and retain quality staff. | |||||
Has There Been Previous Council Decision on This: | |||||
All Magistrate On-Call candidates have been appointed by previous City Councils and have been serving in the Flagstaff Municipal Court between two and sixteen years. | |||||
Options and Alternatives: | |||||
Approve the appointments. Don't approve the appointments and request alternative candidates for Council consideration. |
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Expanded Options and Alternatives: | |||||
Inform. | |||||
Attachments: |
8.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||||||||||||||
Consideration and Approval of Contract: Approve the construction contract with LP's Excavating, Inc. in the amount of $586,161.00 for the I-40 & Country Club Water Transmission Main Improvement. | |||||||||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||||||||
1) Approve the construction contract with LP’s Excavating, Inc. in the amount of $586,161.00 which includes a $65,130 contract allowance and a contract timeframe of 130 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $52,100 (10% of the contract amount, less allowance); 3) Authorize the City Manager to execute the necessary documents. |
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Executive Summary: | |||||||||||||||||
Award of the contract will authorize the construction of the I-40 & Country Club Water Transmission Main Improvement in accordance with the approved public improvement plans prepared by Turner Engineering, Inc. The general scope of work will construct 726 linear feet of 24-inch diameter water main, 410 linear feet of 18-inch diameter water main and associated work. Please see the attached context and vicinity maps. |
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Financial Impact: | |||||||||||||||||
The project is scheduled in the 5-year Capital Improvement Program and has a total FY19 budget appropriation of $1,618,485. (Acct. 202-08-370-3375-0-4466) |
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Policy Impact: | |||||||||||||||||
None.
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Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||||||||||||||
Council Goal – Transportation and Other Public Infrastructure Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Regional Plan – Policy WR.2.2. Maintain and develop facilities to provide reliable, safe and cost-effective water, wastewater and reclaimed water services. Team Flagstaff Strategic Plan - Priority 3 Deliver outstanding services through a healthy environment, resources, and infrastructure. |
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Has There Been Previous Council Decision on This: | |||||||||||||||||
The FY19 budget for the Country Club I-40 Transmission Line is scheduled for tentative Council approval at the June 5, 2018, Council meeting. |
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Options and Alternatives: | |||||||||||||||||
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Background and History: | |||||||||||||||||
The work will replace an existing water transmission main that was leaking and thus inactivated until repaired. The new water transmission main will restore and re-connect one of the primary feeds into Pressure Zone C, in the southeast area of Flagstaff, to our water distribution system. The new pipe will also provide loop connectivity to our water distribution system. On May 2, 2018, the Purchasing Section posted an Invitation for Bids solicitation on the PlanetBid’s website and advertised in the May 6 and 13, 2018 Arizona Daily Sun. There were six bids opened on May 31, 2018 (bid summaries are identified in the Key Considerations section). LP’s Excavating, Inc. was determined to be the lowest responsive and responsible bidder. |
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Key Considerations: | |||||||||||||||||
On May 31, 2018, six bids were received for the improvements. The summary results are listed below. (* Indicates total has been corrected for a math error. Does not impact bid order.)
The contract allowance is established to address unanticipated items of work, unknown items of work and/or differing field conditions and is included in the contract amount. Change Order Authority establishes a dollar amount (10% of the contract amount, less allowance) and provides the City Manager, on behalf of the Council, administrative authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount. |
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Community Involvement: | |||||||||||||||||
The project will ensure this segment of the potable water system will have adequate capacity in anticipation of future development and the needed connectivity to ensure the integrity of the City’s drinking water system. |
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Attachments: | Context Map | ||
Vicinity Map | |||
Construction Contract | |||
Contract Exhibit A | |||
Contract Exhibit B |
8.C.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Grant Agreement: To the U.S. Department of Justice, through the Arizona Criminal Justice Commission, for the Edward Byrne Justice Assistance Grant funds in the amount of $269,285.00 for the Northern Arizona Street Crimes Task Force (METRO unit). | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the acceptance of the grant from the U.S. Department of Justice, through the Arizona Criminal Justice Commission, Edward Byrne Justice Assistance Grant funds in the amount of $269,285.00 for FY2019.
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Executive Summary: | |||||
The City of Flagstaff was awarded $269,285.00 in grant funds from the U.S. Department of Justice, through the Arizona Criminal Justice Commission, for the Edward Byrne Justice Assistance Grant funds. This grant funds one Flagstaff Police Sergeant, one Flagstaff Police investigator, and one Coconino County Sheriff's Deputy investigator. There is no cost to the City of Flagstaff. | |||||
Financial Impact: | |||||
The grant award is in the amount of $201,964.00 (75%) with required matching funds of $67,321.00 (25%). The METRO board has authorized matching funds from the Rico account. The Rico account has provided matching funds in the past years and the board has agreed to provide the above matching funds for this year’s grant. This amount will include all city costs, estimated in kind and administrative costs if above normal departmental allocation. The grant award will be the 32nd funding cycle (FY 2019) for the METRO unit. This grant is budgeted in Fiscal Year 2019. | |||||
Policy Impact: | |||||
None | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Effective Governance - Regional Plan (2030) - Planning, Public Safety, Goal PF.3 Provide high-quality emergency response and public safety services. | |||||
Has There Been Previous Council Decision on This: | |||||
Yes, the Flagstaff City Council has approved the acceptance of this grant money for the past thirty one years. | |||||
Options and Alternatives: | |||||
Approve the acceptance of the grant or decline the acceptance of the grant. | |||||
Background and History: | |||||
As previously stated, this is the 32nd cycle of this grant in which the Flagstaff City Council has approved the previous 31 cycles. | |||||
Key Considerations: | |||||
This grant and the investigative officers this funds is supported by nearly every law enforcement entity in Coconino County including the Coconino County Sheriff’s Office, The Flagstaff Police Department, Northern Arizona University Police, ATF, FBI, DEA, Homeland Security and the Department of Public Safety. This grant provides specialized police investigations to all the communities located within Coconino County. | |||||
Community Benefits and Considerations: | |||||
None. | |||||
Community Involvement: | |||||
Officers in the METRO Unit continuously provide support to numerous community groups including local schools, Citizens Academy programs, local law enforcement training academies etc. in the form of training and educational presentations, drug awareness, and proactive investigations. | |||||
Expanded Options and Alternatives: | |||||
To work directly with the public through the process to ensure that public issues and concerns are consistently understood and considered. | |||||
Attachments: | ACJC Grant Agreement No. DC-19-002 |
8.D.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Approve the construction contract with Mountain High Excavation, LLC in the amount of $1,258,094.00 for the Lone Tree 16” Transmission Line Project. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Approve the construction contract with Mountain High Excavation, LLC in the amount of $1,258,094.00, which includes a contract allowance of $84,250.00, and a contracted timeframe of 150 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $117,385.00 (10% of the contract amount, less allowance); and 3) Authorize the City Manager to execute the necessary documents. |
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Executive Summary: | |||||
The contract award of $1,258,094.00 to Mountain High Excavation, LLC ("Contractor") is proposed to complete a project that includes installing a new 16” transmission line, new fire hydrants and new air release valves (“Project”). The Project includes four blocks of O’Leary Street, and three blocks adjacent to Lone Tree Road. If approved, the Project is scheduled to begin in the summer of 2018. Please see the attached context map and vicinity map for location details. Council's consideration and possible approval of the aforementioned contract are being requested by Staff. |
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Financial Impact: | |||||
The Project is funded in the proposed FY19 Water Services Drinking Water Fund budget, Lone Tree 16” Transmission Line (account # 202-08-370-3401-0-4463) in the amount of $1,425,000.00. |
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Policy Impact: | |||||
No Impact.
|
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Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Council Goals - Transportation and Other Public Infrastructure Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Regional Plan – Policy WR.2.2 Policy WR.2.2, Maintain and develop facilities to provide reliable, safe, and cost-effective water, wastewater, and reclaimed water services. Team Flagstaff Strategic Plan – Priority 3 Deliver outstanding services through a healthy environment, resources and infrastructure. |
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Has There Been Previous Council Decision on This: | |||||
Council approved the City of Flagstaff’s on-call consultant contract, through which a consultant services contract for the design of the Lone Tree 16” Transmission Line Project was executed with Turner Engineering, Inc. City acquired land from NAU in anticipation of this Project. Ordinance 2017-20 was read June 20, 2017, and July 5, 2017. |
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Options and Alternatives: | |||||
a) Re-solicit the Project at a later date; and/or
b) Suspend or cancel the Project. |
|||||
Background and History: | |||||
The Project has a general scope to install a new transmission line, new fire hydrants and new air release valves in O’Leary Street. The new transmission line will also be installed in an existing FUTS that is adjacent to the Sinclair Wash channel. O’Leary Street will receive the standard asphalt trench patch after the new transmission line is installed. Construction impacts may include traffic detours, temporary lane closures with traffic flagging and temporary access to parcels with signage. Coordination with property owners will be made for any water service disruptions. The Project is included in a fund that has been programmed in the Capital Improvement 5-year plan. The Purchasing section posted the Invitation for Bids (IFB) solicitation for construction on May 10, 2018, on the Purchasing electronic bidding website, and advertised in the newspaper on May 20 and 27. There were four bids received on the opening date of June 4, 2018, and staff determined that Contractor was the lowest responsive and responsible bidder. |
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Key Considerations: | |||||
This water transmission line is part of the Aging Infrastructure replacement program and a critical feed waterline to the central part of the City and to Northern Arizona University campus. The City’s water distribution system will have an increase in service capacity and connectivity with the installation of the new transmission line. New fire hydrants will also be added to provide additional fire protection for the neighborhood. |
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Community Benefits and Considerations: | |||||
Below is a summary of the bids received. Mountain High Excavation, LLC $1,258,094.00 Eagle Mountain Construction Co. $1,339,622.00 Kinney Construction, LLC $1,439,558.00 McDonald Brothers Construction $1,608,986.50 Engineer's Estimate $1,752,260.00 Included in the contract amount will be an allowance of $84,250.00. The allowance will be used for unforeseen items of work. The project manager, section head, and division head will have the authority to approve the use of the allowance in accordance with City Employee Directive No. 2-021. Change Order Authority establishes a dollar amount (10% of the contract amount, less allowance) and provides the City Manager, on behalf of the Council, authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount and in excess of the contract allowance. |
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Community Involvement: | |||||
The Community benefits of this project include better service from the water distribution infrastructure. Additional Project information and traffic restriction advisories will be provided as necessary through local media releases and other communication methods. |
|||||
Expanded Options and Alternatives: | |||||
Inform – A letter was sent to the property owners on June 1, 2018 informing them of the Project and when they could expect construction to begin. |
|||||
Attachments: | Construction Contract | ||
Contract Exhibit A | |||
Contract Exhibit B | |||
Context Map | |||
Vicinity Map |
8.E.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Consideration and Approval of a sole source contract with Kuehl Enterprises, LLC, an Arizona Limited Liability Corporation in the amount not to exceed $79,781.70 including hours, travel and lodging, to work with the Housing Authority to realign the programs in order to achieve cost savings / fiscal sustainability, increase efficiency, and improve operations and customer service. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve contract with Kuehl Enterprises in the amount of not to exceed $79,781.70 including hours, travel and lodging.
|
|||||
Executive Summary: | |||||
This contract will facilitate programmatic realignment within the Housing Authority programs to implement best practices centered on Asset Based Management (ABM) and compliance, creating a nimbler structure, improving efficiency and customer service. Due to the recent retirement of a program manager and the heavy daily workload borne by staff, a consultant is necessary to assist in the design and management of this programmatic realignment. Current staff does not have the capacity to take advantage of the opportunity created by the retirement of the Section 8 manager to design and implement this reorganization without additional support. | |||||
Financial Impact: | |||||
The total contract price is $79,781.70 and the cost will be split between Public Housing and the Housing Choice Voucher (HCV) programs. The public housing portion, totaling $31,828.35, will be paid from Capital Fund Grants; this is an eligible expense and there is budget capacity for this amount in this program. The HCV portion of $47,953.35 will be split between $40,000 in identified salary savings from Community Development and $7,953.35 from HCV operating income. Budget Team has approved the reallocation of funding for this purpose. |
|||||
Policy Impact: | |||||
Programmatic realignment also requires a complete review of existing workflows, policies and procedures. Not only will there be new procedures to document, there are also policy inconsistencies between the Housing Choice Voucher and Public Housing programs which must be addressed for program consistency. While there are regulatory differences between the programs, several of the inconsistencies are the result of historic policies that were never changed/updated, style differences between program managers, etc.; these inconsistencies are confusing to staff and clients and need to be addressed. Review and alignment of policies will take time and effort; Kuehl Enterprises will facilitate and support this process.
|
|||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Support development and increase the inventory of public and private affordable housing for renters and homeowners throughout the community. | |||||
Has There Been Previous Council Decision on This: | |||||
There has been no previous Council decision on this matter. | |||||
Options and Alternatives: | |||||
1.) Approve the contract as a sole source procurement with Kuel Enterprises, LLC 2.) Not approve the contract. |
|||||
Background and History: | |||||
The Housing Authority programs consist of two main programs, the Public Housing Program and the Voucher Programs. Currently, these programs are structured to be overseen by separate managers and operated separately. The manager that oversaw the Voucher Programs recently retired, creating an opportunity to revise the staffing structure to realize greater financial sustainability and gain programmatic consistencies were appropriate. Additionally, the history of separate program operation has led to unnecessary inconsistencies over time. While there are fundamental differences between Public Housing and the Voucher Programs, many areas that can be aligned and simplified. A full policy and procedure review, as well as revision, is necessary to not only align functions where appropriate but to also incorporate technology and industry changes. | |||||
Key Considerations: | |||||
Programmatic consistency and implementation of best practices is critical to sustaining these federally funded programs over time. Kuehl Enterprises LLC (KE) is the identified firm to provide the services necessary to accomplish the goals of this realignment. Procurement staff have reviewed and approved the Sole Source Procurement request. |
|||||
Community Benefits and Considerations: | |||||
The total contract price is $79,781.70 and the cost will be split between Public Housing and the Housing Choice Voucher (HCV) programs. The public housing portion, totaling $31,828.35, will be paid from Capital Fund Grants; this is an eligible expense and there is budget capacity for this amount in this program. The HCV portion of $47,953.35 will be split between $40,000 in identified salary savings from Community Development and $7,953.35 from HCV operating income. The HCV program is projected to earn net administrative income of approximately $20,000 (not including this contract) this fiscal year; thus, the program has the capacity to cover the extra cost of this contract. Administrative net income is out performing budget primarily because of salary savings from the retirement of the Section 8 manager. It is important to note that the leave pay out connected with the retirement was fully recorded as a liability, and after year-end adjustment for changes in accrued leave balances, will have little impact on net administrative income. |
|||||
Community Involvement: | |||||
By the end of this process, the Housing Authority programs will have a nimbler structure that is more efficient, duties will be better matched to skill sets, there will be consistency between the program policies and processes, increased quality control, greater staff empowerment and professional development. Additionally there will be more flexible work groups, better policies and procedures, and updated job descriptions. The ultimate community benefit will be realized in efficient and financially sustainable Housing Authority programs providing housing services in the Flagstaff community. |
|||||
Expanded Options and Alternatives: | |||||
None | |||||
Attachments: | Sole Source Justification Form | ||
Kuehl Enterprises Contract |
9.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||||||
Consideration and Approval of Contract: Award C and E Paving & Grading, LLC, the Construction Manager at Risk Design Services Agreement for the Street Maintenance Program years 2018, 2019 and 2020. | |||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Award C and E Paving & Grading, LLC the Construction Manager at Risk Design Services Agreement an amount not to exceed $113,794.00;
2) Authorize Change Order Authority of $11,379.40 (10%) to cover potential costs associated with unanticipated or additional items of work; and 3) Authorize the City Manager to execute any necessary documents. |
|||||||||
Executive Summary: | |||||||||
In 2014, the voters approved the Road Repair and Street Safety Initiative which provided the City funds for infrastructure maintenance. Through this Design Services Agreement ("Agreement"), C and E Paving & Grading, LLC ("CMAR") will implement the Street Maintenance Program. The CMAR cost proposals for years 2018, 2019 and 2020 are:
|
|||||||||
Financial Impact: | |||||||||
This award will utilize the funding approved by the voters in 2014 for the Road Repair and Street Safety Initiative. The Council has budgeted the Street Maintenance Program in FY 2019 account number 040-06-162-3073-6 and 046-06-163-3321-6-4443 in the combined amount of $10,841,637.00. | |||||||||
Policy Impact: | |||||||||
Awarding this Agreement will improve infrastructure and protect the health, welfare and safety of the residents of the City.
|
|||||||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||||||
|
|||||||||
Has There Been Previous Council Decision on This: | |||||||||
Yes. On November 18, 2014, Council awarded a Construction Manager at Risk Design Services Agreement to C and E Paving & Grading, LLC, for the Street Maintenance Program for years 2015, 2016, and 2017. | |||||||||
Options and Alternatives: | |||||||||
|
|||||||||
Background and History: | |||||||||
On January 19, 2016, Council approved an Agreement for Consulting Services with Plateau Engineering, Inc. to provide engineering design and limited construction phase services for the Street Maintenance Program years 2016, 2017 and 2018. Design of the 2018 program is currently being finalized. The Arizona State Legislature has authorized the use of Alternative Project Delivery Methods ("APDM") in lieu of the traditional Design-Bid-Build method of project delivery. These alternative methods allow a contracting agency the opportunity to select a construction team utilizing a Qualifications Based Selection process to procure construction services from a firm deemed most qualified to perform the work. On December 21, 2017, Purchasing staff posted a Request for Statements of Qualifications solicitation for Construction Manager at Risk services on the PlanetBids electronic bidding website, and advertised it in the Arizona Daily Sun on December 26, 2017 and January 3, 2018. On January 24, 2018, Purchasing received two Statements of Qualifications ("SOQs") from contractors wishing to provide CMAR services for the project. A selection committee of seven members, including two members outside of City staff, independently reviewed and evaluated the SOQs in accordance with guidelines established by the enabling legislation. Based on numerical evaluation of the statements received (see below), C and E Paving & Grading, LLC received the highest ranking and was deemed the most qualified by the evaluation committee to provide the desired CMAR services.
Construction manager at risk design phase services are scheduled to begin immediately upon approval of the Agreement. Construction is scheduled to begin in late July, 2018 and is estimated to be complete in September, 2018. |
|||||||||
Key Considerations: | |||||||||
The three-year award of the construction manager at risk method of project delivery will reduce the need for an annual advertisement/bid/award process and will cut approximately two months off the project development schedule. In addition, value engineering, constructability reviews and design input conducted as part of this service agreement have the potential to realize significant construction cost savings over the traditional design-bid-build delivery method. The award of this Agreement to the CMAR will allow the City to ensure that the projects are constructed within the allocated budget. Additionally, with the volatile costs of petroleum products, the CMAR will guarantee that the City will not be directly impacted by escalating pricing. |
|||||||||
Community Benefits and Considerations: | |||||||||
The Construction Manager at Risk, Design Phase Services is to be funded by the Street Maintenance Program budget in FY 2019 through FY 2019 (040-06-162-3073-6 and 046-06-163-3321-6-4443). Funding for design phase services in future program years will be provided from that year’s budget in the same account number. |
|||||||||
Community Involvement: | |||||||||
The goal of the Street Maintenance Program is to use the available funds in the most efficient manner to lengthen the service life of the City street pavements and avoid costly pavement reconstruction. The ADA improvements provide improved access for disabled citizens and visitors along existing streets and provide compliance with Federal requirements. |
|||||||||
Expanded Options and Alternatives: | |||||||||
During construction, the Public Works Division will prepare weekly news releases that are distributed to the local media outlets describing the location of the street construction and any traffic restrictions planned for the week. Under the Agreement, the CMAR will distribute written notices to all the adjacent businesses and residents in advance of construction. | |||||||||
Attachments: | Design Phase Services Agreement | ||
Exhibit B - 2018 Fee Schedule | |||
Exhibit B - 2019 Fee Schedule | |||
Exhibit B - 2020 Fee Schedule |
9.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||||||||||||
Consideration and Approval of Contract: Award C and E Paving & Grading, LLC, the Construction Manager at Risk Construction Phase Services Agreement for the 2018 Street Maintenance Program. | |||||||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||||||
1) Award C and E Paving & Grading, LLC, the Construction Manager at Risk Construction Phase Services Agreement for the 2018 Street Maintenance Program in the Guaranteed Maximum Price ("GMP") of $5,001,369.32;
2) Authorize Change Order Authority in an amount not to exceed $250,068.47 (5% GMP) to cover potential costs associated with unanticipated or additional items of work; and 3) Authorize the City Manager to execute the necessary documents. |
|||||||||||||||
Executive Summary: | |||||||||||||||
In 2014, voters approved the Road Repair and Street Safety Initiative which provided funds for infrastructure maintenance. By awarding C and E Paving & Grading, LLC ("CMAR") the Construction Phase Services Agreement ("Agreement"), Council will demonstrate a continuing commitment to maintaining implementation of the Street Maintenance Program. | |||||||||||||||
Financial Impact: | |||||||||||||||
This award will utilize the funding approved by the voters in 2014 for the Road Repair and Street Safety Initiative. The Street Maintenance Program is budgeted in for FY 2018/2019 account 046-06-163-3321-6, account 040-06-162-3073-6 and 221-07-221-0884-0. | |||||||||||||||
Policy Impact: | |||||||||||||||
Awarding this Agreement will improve infrastructure and protect the health, welfare and safety of residents of the City.
|
|||||||||||||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||||||||||||
|
|||||||||||||||
Has There Been Previous Council Decision on This: | |||||||||||||||
It is anticipated that Council will award a Construction Manager at Risk Design Services Agreement to C and E Paving & Grading, LLC in the regularly scheduled July 3, 2018, meeting of the Flagstaff City Council. |
|||||||||||||||
Options and Alternatives: | |||||||||||||||
|
|||||||||||||||
Background and History: | |||||||||||||||
The City has established an annual program to maintain existing street pavements. This year, the program provides three major services: non-structural upgrades by overlay, Americans with Disabilities Act compliance and chip sealing. The overlay streets are selected after evaluation of the street condition using pavement management software owned by the City. One half of the City street pavements are evaluated and ranked each year. Each street pavement is assigned an overall condition index ("OCI") based on the type and severity of the distress observed. A pavement that has no distress is given an OCI of 100. Each pavement distress such as cracking or roughness reduces the street’s OCI. The street pavements are ranked by OCI and the pavements exhibiting the most severe distress are programed for resurfacing with asphaltic concrete overlays as budget allows. The Arizona State Legislature has authorized the use of Alternative Project Delivery Methods ("APDM") in lieu of the traditional Design-Bid-Build method of project delivery. These alternative methods allow a contracting agency the opportunity to select a construction team utilizing a Qualifications Based Selection process to procure construction services from a firm deemed most qualified to perform the work. The enabling legislation also allows for provision of multiple Guaranteed Maximum Prices under a single procurement. On December 21, 2017, Purchasing staff posted a Request for Statements of Qualifications solicitation for Construction Manager at Risk services on the PlanetBids electronic bidding website, and advertised it in the Arizona Daily Sun on December 26, 2017 and January 3, 2018. On January 24, 2018, Purchasing received two Statements of Qualifications ("SOQs") from contractors wishing to provide CMAR services for the project. A selection committee of seven members, including two members outside of City staff, independently reviewed and evaluated the SOQs in accordance with guidelines established by the enabling legislation. Based on numerical evaluation of the statements received (see below), C and E Paving & Grading, LLC received the highest ranking and was deemed the most qualified by the evaluation committee to provide the desired services. Contractor Score C and E Paving & Grading, LLC. 795 Eagle Mountain Construction 695 It is anticipated that on July 3, 2018, Council will award the Design Phase Services Agreement for the 2018, 2019 and 2020 programs to C and E Paving & Grading, LLC, in the amount of $113,794.00. Design phase services, including, program and budget evaluation, project scheduling, design document reviews, constructability reviews, detailed cost estimating, and preparation of final construction documents have now been completed. Based upon calculations from the Design Phase Services Agreement to be voted on by Council on July 3, 2018, C and E Paving and Grading, LLC, has provided a GMP to complete construction of the 2018 Street Maintenance Program. The GMP will include costs for construction, a CMAR contingency, construction fee, costs for General Conditions including bonds and insurance, and sales taxes. |
|||||||||||||||
Key Considerations: | |||||||||||||||
Use of the Construction Manager at Risk method of project delivery will eliminate the need for an advertisement/bid/award process and will cut approximately two to four months off the project development schedule. In addition, value engineering, constructability reviews and design input conducted as part of this service agreement have the potential to realize significant construction cost savings over the traditional design-bid-build delivery method. | |||||||||||||||
Community Benefits and Considerations: | |||||||||||||||
Funding for the overlay portion of the Street Maintenance Program is to be provided by the 2014 voter approved sales tax increase. Funding for the pavement preservation portion of the Street Improvement Program is provided by the budget in FY 2018/2019 as well as other accounts. The Agreement includes an owner’s contingency of $100,000.00 to cover the potential cost of unanticipated or additional work which may be required during construction.
|
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Community Involvement: | |||||||||||||||
The Street Maintenance Program provides surface treatments as required to preserve and maintain pavement condition on the 664 lane miles of asphalt City streets. The goal is to use the available funds in the most efficient manner to lengthen the service life of the City street pavements and avoid costly pavement reconstruction. The ADA improvements provide improved access for disabled citizens and visitors along existing streets and provide compliance with Federal requirements. Chip seal work provides a cost effective pavement preservation treatment to maintain newer pavements in a good condition. | |||||||||||||||
Expanded Options and Alternatives: | |||||||||||||||
During construction, the Public Works Division will prepare weekly news releases that are distributed to the local media outlets describing the location of the street construction and any traffic restrictions planned for the week. Under the Agreement, the CMAR will distributes written notices to all the adjacent businesses and residents in advance of construction. | |||||||||||||||
Attachments: | CMAR Construction Phase Services Agreement | ||
Agreement Exhibit B - GMP | |||
Agreement C - Technical Specifications |
9.C.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of Amendments: Amendments to the Business Incubator and Accelerator Service Agreement and Master Leases with Northern Arizona Center for Entrepreneurship and Technology (NACET), extending the terms of these agreements by six months. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the Third Amendment for the NACET Service Agreement, and the Fourth Amendment for the Business Incubator Master Lease Agreement and the Business Accelerator Master Lease Agreement.
|
|||||
Executive Summary: | |||||
The City of Flagstaff and NACET wish to extend the terms of the existing Agreement for Services, Incubator Master Lease Agreement, and Accelerator Master Lease Agreement (collectively "the Agreements") in order to allow the parties to complete negotiations and prepare revisions to the Agreements. The proposed amendments extend the current arrangement for a period of six months. There have been a number of variables related to the buildings and programs that have impacted the decisions related to the Agreements and required exploration over the last six months. General agreement has been reached, however, the detailed revision of the legal documents to reflect the proposed changes and the review of the procedures involved will take additional time to complete. Staff's intention is to bring the revised Agreements back to Council for consideration after the Council Break which ends August 20, 2018. | |||||
Financial Impact: | |||||
There is no change to the City's finances based on the extension. It will allow for the continued receipt of revenue and services under the existing Agreements. The City of Flagstaff received funding through the Economic Development Administration (EDA), Arizona Commerce Authority (ACA), and Northern Arizona University (NAU) for the design and construction of the Business Incubator and Accelerator. |
|||||
Policy Impact: | |||||
None. The existing terms and conditions continue through the extension period.
|
|||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Council Goal: Economic Development: Grow and Strengthen a more equitable and resilient economy. Strategic Plan: Strategic Priority 3.2: Deliver outstanding services through a healthy environment, resources, and infrastructure. Strategic Priority 3.3: Support sustainable economic development and its practices. |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes, in September 2008, Flagstaff City Council authorized the Agreements. There were subsequent amendments to the Agreements on January 13, 2015; September 1, 2015; April 4, 2017; and November 7, 2017. | |||||
Options and Alternatives: | |||||
1. Approve the Third Amendment to the Agreement for Services to extend the term for six months, and approve the Fourth Amendments to the Master Leases for the Business Incubator and Accelerator to extend the terms for six months. 2. Do not approve the amendments to the Agreement for Services and/or the Master Leases and provide direction regarding the term and/or direction of these agreements. |
|||||
Background and History: | |||||
The Science and Technology Park was conceived in 2003. In 2004, bonds in the amount of $61.2 million were approved by the voters to advance the project. The debt is paid with lease revenue and not secondary property taxes. McMillan Mesa was chosen as an ideal site due to the existing United States Geological Survey (USGS) campus. A Science Park Master Plan was developed around 2005 and determined the need for a Business Incubator for entrepreneurs and business start-ups. The Business Incubator was constructed in 2008 and the Business Accelerator followed in 2014. Both facilities are currently operated by NACET. The Business Accelerator also serves as the Gemini Emergency Operations Center (EOC) for first responders to efficiently deliver vital services to communities and tribal nations during emergent incidents. The Incubator is currently approximately 80% occupied with business tenants and the Accelerator is approximately 70% occupied. Job creation and business support goals have been met. |
|||||
Key Considerations: | |||||
The current Agreements will expire on June 30, 2018. Approval of these Amendments will allow staff additional time to finalize the lease extension terms with our provider, NACET, who offers expertise and business development services to tenants as well as manages the properties. | |||||
Community Benefits and Considerations: | |||||
None | |||||
Community Involvement: | |||||
NACET provides business development, attraction, and retention to start-up companies and entrepreneurs using both the Business Incubator and Business Accelerator. These successful companies enhance the prosperity of the community and generate jobs and a culture of entrepreneurship and science. | |||||
Expanded Options and Alternatives: | |||||
1. Inform | |||||
Attachments: | 3rd Amendment Services Agreement | ||
4th Amendment Accelerator Lease | |||
4th Amendment Incubator Lease |
9.D.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Possible Adoption of Ordinance No. 2018-24: An ordinance of the Flagstaff City Council, authorizing the City Manager or his or her designees to acquire improved real property located at 2323 N. Walgreens Street and establishing an effective date; and approval of a Purchase Contract with Hilton Harris Real Estate as broker for the seller of the improved real property at 2323 N. Walgreens Street and subject to the contingencies described in the contract. | |||||
STAFF RECOMMENDED ACTION: | |||||
At the June 19, 2018 Council Meeting:
1) Read Ordinance No. 2018-24 by title only for the first time 2) City Clerk reads Ordinance No. 2018-24 by title only (if approved above) At the July 3, 2018 Council Meeting: 3) Read Ordinance No. 2018-24 by title only for the final time 4) City Clerk reads Ordinance No. 2018-24 by title only (if approved above) 5) Adopt Ordinance No. 2018-24 6) Approve Purchase Contract |
|||||
Executive Summary: | |||||
City staff is requesting Council approve acquisition of real property located at 2323 N. Walgreen Street for public uses. The real property includes an 8,623 square foot building. Staff submitted an offer to purchase the property and final sale is contingent on Council approval, appraisal, and inspections. The primary purpose is to provide Water Services staff with office space as well as other city programs. | |||||
Financial Impact: | |||||
$1,125,000 purchase price + 3,500 appraisal fees + 2,000 inspection fees + closing costs, TBD. $1,135,500 estimated total acquisition cost. The Water Service division has $1.8 million budget in contingency as well as several projects they are now projecting to be under budget in FY2019 that they will utilize to cover this purchase. If other divisions use the building, they will need to allocate funds (pay for such use) to the Water Services division. |
|||||
Policy Impact: | |||||
None. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Personnel -Attract and retain quality staff. Invest in our People - Ensure effective resources for employees. |
|||||
Has There Been Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
1. Approve Ordinance 2018-24 and Purchase Contract. 2. Do not approve Ordinance 2018-24 and Purchase Contract, and provide direction to Staff. |
|||||
Background and History: | |||||
An evaluation of City facilities which includes City Hall has been performed and it is determined that there is not enough office space available to house City Staff due to the demolition of the Cherry Building and White House to make way for the new Municipal Court House. Staff has been reviewing office space for rent and it was determined that purchasing verses renting is a better use of taxpayer money. With this purchase 2 to 3 departments may be able to share the building which will free up space at City Hall as well as alleviate the strain on parking in the downtown area. The City staff looked at many potential properties for lease or purchase. This is the best property on the market that meets the City's needs. The building was constructed in 1990 and believed to be in good condition. It is a total of 8,623 square feet and offers three separate office suites; a 3,522 square feet suite, a 1,993 square feet suite, a 2,077 square feet suite, a 1,031 square feet common area with kitchen, three bathrooms, two detached storage units and 46 parking spaces which include two American Disabilities Act (ADA) spaces. City staff anticipate that the building will accommodate 10 to 15 employees per suite, approximately 30 to 45 City employees will be able to relocate into the new building. It is anticipated that Water Services and Housing are the departments who will occupy the building, however Facilities is still evaluating which departments would be better suited at the new location. This purchase will provide the necessary office space needed for City Staff due to the demolition of the Cherry Building and the White House building located at 101 W. Cherry Avenue which is anticipated to take place next spring to make room for the new Municipal Court House. The demolition takes 12,000 square feet of usable office space along with 42 parking spaces and displaces 39 City Staff. The purchase of the building at 2323 N. Walgreens Street won't solve all the office space needs but will alleviate the current demand and will give the City a long term permanent solution as well as an increased presence on the east side of Flagstaff. The Purchase Contract is a standard commercial form and has been executed by the Seller. The purchase of the building is contingent on the following. 1. Council approval and adoption of Ordinance No. 2018-24 authorizing the purchase. 2. Appraisal. The City has received the appraisal and the property has appraised at the purchase price of $1,125,000. 3. Inspections. The City has until July 3rd to complete the desired physical inspections. The anticipated closing date is August 15th. Estimating 30 to 60 days for renovation, which includes painting, carpeting, office partitioning. Estimated move in date would be October-November of 2018. |
|||||
Key Considerations: | |||||
1. Provide office space to City Staff. 2. Relocate many City Staff from downtown which will help with parking and traffic. |
|||||
Community Benefits and Considerations: | |||||
The building will require improvements estimated between $380,000 to $500,000 for updates to the faciltity, new carpet, paint, moving expenses and office partitions, etc. City has budgeted $100,000 in FY 2019 to Housing relocation, which funds may be used toward renovation costs. | |||||
Community Involvement: | |||||
1. Alleviate parking in the downtown area. 2. Alleviate traffic in the downtown area. 3. Provide office space for City employees. 4. Allow for potential growth in City staffing. 5. East side presence. |
|||||
Expanded Options and Alternatives: | |||||
Inform. | |||||
Attachments: | Power Point | ||
Ord. 2018-24 | |||
Purchase Contract | |||
Office Floor Plan | |||
Overview Map | |||
Street View Map |
9.E.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of a modified Preliminary Plat: Request from AR Capstone, LLC for subdivision of approximately 47.36-acres known as The Wedge, into 47 single-family residential lots within the Rural Residential (RR) zone. | |||||
STAFF RECOMMENDED ACTION: | |||||
The Planning and Zoning Commission recommends approving the preliminary plat with the conditions outlined in the staff summary.
|
|||||
Executive Summary: | |||||
This is a request by AR Capstone, LLC for the modification of an approved preliminary plat for 47-single-family lots on approximately 47.36-acres for the development known as The Wedge located at 3501 S Woody Mountain Road (SW corner of Woody Mountain Road and Kiltie Lane). Please see sheet 1 of the attached preliminary plat for a vicinity map. The subdivision is utilizing existing entitlements within the Rural Residential (RR) zone. | |||||
Financial Impact: | |||||
No financial liabilities are anticipated by the approval of this modified preliminary plat. | |||||
Policy Impact: | |||||
There are no policy impacts affiliated with this modified preliminary plat. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Council Goals Economic Development - Grow and strengthen a more equitable and resilient economy. Regional Plan: Policy LU.2.1. Design new development to coordinate with existing and future development, in an effort to preserve viewsheds, strengthen connectivity, and establish compatible and mutually supportive land uses. Policy OS.1.5. Integrate open space qualities into the built environment. Team Flagstaff Strategic Plan Priority #4 - Work in partnership to enhance a safe and livable community |
|||||
Has There Been Previous Council Decision on This: | |||||
The City Council approved the original preliminary plat for the Wedge on March 7, 2017. | |||||
Options and Alternatives: | |||||
1. Approve the modfiied preliminary plat, as recommended by the Planning Commission. 2. Approve the modified preliminary plat with new, modified or no conditions. 3. Deny the modified preliminary plat based on non-compliance with the Zoning Code, the Subdivision Code, and/or the Engineering Design Standards and Specifications for New Infrastructure. |
|||||
Background and History: | |||||
Last year the Planning Commission and the City Council approved a preliminary plat for the Wedge. After the approval of this plat, a new buyer identified a deed restriction on the property requiring a 40 foot protected forest area along the western property line between the subdivision and the adjacent Flagstaff Ranch Golf Club. This 40-foot preservation area required the reconfiguration of the proposed internal road layout requiring modification to the approved preliminary plat. The new road layout removes two previous cul-de-sacs within the plat. Small lot reconfigurations were made to adjust for the new road layout. | |||||
Key Considerations: | |||||
The property is zoned RR, Rural Residential. The proposed development of 47 single-family residential lots is within the density permitted by the Flagstaff Zoning Code (Section 10-40.30.030). The RR density allowance is one (1) unit per acre within the Resource Protection Overlay Zone; the proposed density is one (1) unit per acre. Planned Residential Development (PRD) is a permitted use in the RR zone. Division 10-40.60.280 (page 40.60-53) of the Zoning Code addresses specific use standards for Planned Residential Developments. PRDs may use different building types (i.e., Carriage House, Single-Family Cottage, Duplex) as part of an integrated site planning process in non-transect zones and for achieving gross densities on undeveloped land where substantial natural resources are present on the site. Division 10-50.110 of the Zoning Code provides standards for specific building types and specifies the transect zones in which they are allowed. The T3N.2 transect zone allows the Single-Family Estate building type in new neighborhoods. Single-Family Estate standards are located in Division 10-50.110.050 of the Zoning Code (page 50.110-9). |
|||||
Community Involvement: | |||||
Community benefits and considerations are explained in detail in the attached Planning Commission staff report dated June 4, 2018. | |||||
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 the preliminary subdivision plat review process. | |||||
Attachments: | Planning Commission Staff Report | ||
The Wedge Preliminary Plat |
9.F.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2018-25: An ordinance amending Section 1-07-001-0005, Salaries, of the Flagstaff City Code and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2018-25 by title only for the final time
2) City Clerk reads Ordinance No. 2018-25 by title only (if approved above) 3) Adopt Ordinance No. 2018-25 |
|||||
Executive Summary: | |||||
In accordance with Flagstaff City Code Section 1-07-001-0005(B), on the periodic review of councilmember salaries, in 2017 the City Manager convened a five-member citizen commission (Commission) comprised of the chairs of city commissions to review and provide a recommendation for council member salaries. Under the code as currently written, this review occurs every fourth year, before the election. The Commission requested, and received, salary comparisons with other cities and pertinent cost of living information. After meeting on November 16, 2017 and December 7, 2017, the Commission made recommendations as set forth below. Commission recommendation: A) Adjust the annual salary of the Mayor from the current $36,000 to $38,500, effective upon the beginning of the term of the Mayor after the next general election in November of 2018. B) Adjust the annual salaries of Councilmembers from the current $24,000 to $25,500, effective upon the beginning of the terms of elected Councilmembers after the next general election in November 2018. C) Adjust the monthly routine travel and meal allowance of the Mayor from the current $210 to $250, effective upon the beginning of the term of the Mayor after the next general election in November 2018. D) Adjust the monthly routine travel and meal allowance of Councilmembers from the current $150 to $166, effective upon the beginning of the terms of elected Councilmembers after the next general election in November 2018. E) Increase the non-routine travel and other expenses in the budget of the Mayor from the current annual amount of $2,478.57to $4,125 effective July 1, 2018. F) Increase the non-routine travel and other expenses in the budget of the Councilmembers from the current annual amount of $2,478.57 to $2,750 effective July 1, 2018. No sitting member of Council is eligible to receive any salary increase that may be voted upon unless and until he or she is re-elected to office at the next general election. As a result, incumbent Councilmembers who are in the middle of their current term of office will not be eligible to receive this salary adjustment unless re-elected to office in the general election of November 2020. On December 12, 2017, the City Council considered a possible ordinance based on the Commission's recommendation. Council did not adopt the proposed ordinance but opted instead to discuss possible amendments to pertinent Flagstaff City Code. Staff prepared a proposed ordinance for Council discussion on June 5, 2018. As a result of the conversation on June 5, 2018, the following amendments have been made to Ordinance 2018-25 for Council consideration:
|
|||||
Financial Impact: | |||||
The salary and benefits for Mayor and Councilmembers are included in the City's fiscal year budget. | |||||
Policy Impact: | |||||
Adopting this ordinance will update the Flagstaff City Code Section 1-07-001-0005, Salaries. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Has There Been Previous Council Decision on This: | |||||
Brief discussion and first read of this ordinance occurred at the June 19, 2018, Regular Council Meeting. | |||||
Attachments: | Ord. 2018-25 | ||
Market Analysis |
9.G.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||||||||||||||||||||||||
Consideration and Adoption of Ordinance No. 2018-23: An ordinance levying upon the assessed valuation of the property within the City of Flagstaff, Arizona, subject to taxation a certain sum upon each one hundred dollars ($100.00) of valuation sufficient to raise the amount estimated to be required in the Annual Budget, less the amount estimated to be received from other sources of revenue; providing funds for various bond redemptions, for the purpose of paying interest upon bonded indebtedness and providing funds for general municipal expenses, all for the Fiscal Year ending the 30th day of June, 2019. (Primary and secondary property tax levies for FY 2018-2019) | |||||||||||||||||||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||||||||||||||||||
1) Read Ordinance No. 2018-23 by title only for the final time
2) City Clerk reads Ordinance No. 2018-23 by title only (if approved above) 3) Adopt Ordinance No. 2018-23 |
|||||||||||||||||||||||||||
Executive Summary: | |||||||||||||||||||||||||||
The City Council is required to consider a motion to levy increased primary property taxes over the preceding year's tax levy, by roll call vote, per A.R.S. Section 42-17107 The City Council is required to fix and levy the amount to be raised from property taxation after adoption of the final budget, per A.R.S. Section 42-17151. The final budget is anticipated to be adopted on June 19, 2018. |
|||||||||||||||||||||||||||
Financial Impact: | |||||||||||||||||||||||||||
The City is proposing a 7.4% increase in primary property tax levy ($453,930) for a total levy of $6,625,537 on existing properties, plus levy of $81,973 on new construction, for an overall total primary property tax levy in FY 2017-2018 of $6,707,510. The primary property tax rate to support this levy is $0.8334 per $100 of assessed valuation. The proposed primary property tax levy equals the maximum allowable primary property tax levy for FY 2018-2019 of $6,707,510. The City is proposing a "flat" tax rate for secondary property taxes for FY 2018-2019 for a total levy of $6,733,265 on existing properties and new construction. The proposed secondary property tax rate is $0.8366 per $100 of assessed valuation (same as last FY). |
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Policy Impact: | |||||||||||||||||||||||||||
Adoption of the proposed property tax levies will generate revenues to help fund the community needs as identified in the FY 2018-2019 Final Budget and policies reflected therein. | |||||||||||||||||||||||||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||||||||||||||||||||||||
Economic Development Affordable Housing Social Justice Transportation and Other Public Infrastructure Building and Zoning/Regional Plan Climate Change Water Conservation Environmental and Natural Resources Personnel Community Outreach Town & Gown Code Compliance |
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Has There Been Previous Council Decision on This: | |||||||||||||||||||||||||||
|
|||||||||||||||||||||||||||
Options and Alternatives: | |||||||||||||||||||||||||||
1) Adopt the primary and secondary property tax rates as proposed. 2) Adopt the secondary property tax rate at something greater than proposed above. 3) Adopt primary and secondary property tax rates at something less than proposed. |
|||||||||||||||||||||||||||
Background and History: | |||||||||||||||||||||||||||
Both the State Constitution and State law specify a property tax levy limitation system. This system consists of two levies, a limited levy known as the primary property tax levy and an unlimited levy referred to as the secondary property tax levy. The primary levy may be imposed for all purposes, while the secondary levy in cities and towns may only be used to retire the principal and interest or redemption charges on general obligation bonded indebtedness. Every year, the "Truth in Taxation" legislation requires that the county assessor, on or before February 10, transmit to each city and town an estimate of the total net assessed valuation of the city, including new property added to the tax roll. If the proposed primary tax levy amount, excluding amounts attributable to new construction, is greater than the levy amount in the previous year, the city must follow the "Truth in Taxation" procedures. It is important to note that it is the levy amount and not the rate which triggers the "Truth in Taxation" procedures. The proposed 7.4% increase in the primary property tax levy does trigger "Truth in Taxation" requirements. The City has the ability to increase the amount received from primary property tax levy by a maximum of 2% each year excluding new construction. The maximum allowable increase for FY 2018-2019 is 7.4%. FY 2018-2019 proposed primary property tax levy is set at the maximum allowable ($6,707,510). The adoption of the property tax levy is the final step in the entire budget approval process. |
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Key Considerations: | |||||||||||||||||||||||||||
The key dates for budget and property tax levy adoption have been determined and have been followed throughout this process. The County adopts the property tax levy as proposed by the City on or about August 1, 2018. | |||||||||||||||||||||||||||
Community Benefits and Considerations: | |||||||||||||||||||||||||||
The City is budgeting primary property tax revenues of $6,605,000 in FY 2018-2019. This budgeted amount is less than the levy amount, because the City is allowing for approximately 1.5% in bad debt (taxes not able to be collected). The City anticipates an overall 9% increase in primary property tax revenues in FY 2018-2019, due to the 7% increase in the primary property tax levy, plus a 2% increase due to new construction (properties added to tax roll). Primary property tax revenues may be used for any general purpose use of the City government. Statutorily, the maximum allowable primary property levy for FY 2018-2019 is $6,707,510 which is the amount being proposed. The City has budgeted a total of $6,733,265 in FY 2018-2019 secondary property tax, an approximate 7% increase over the FY 2017-2018 budget ($6,271,311). The increase is directly related to the increased assessed valuation (increase in property values) and new construction. Secondary property tax funds general obligation debt and City general obligation debt is issued to manage within the levy. Five years historical data is shown below:
Primary property taxes account for 11% of the General Fund revenues budgeted for FY 2018-2019. |
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Community Involvement: | |||||||||||||||||||||||||||
Primary property taxes help support a number of City services including public safety, parks and recreation, other public works services, and general administrative and management functions within the City. Secondary property taxes support the debt service payment on numerous city capital projects including: Aquaplex, Fire Stations, Open Space, numerous street/utility projects, Forest Restoration and the future Core Services Facility and Courthouse. |
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Expanded Options and Alternatives: | |||||||||||||||||||||||||||
Inform & Involve: The notice for a proposed changes to primary property tax was posted on the City website on April 2, 2018. The "Truth in Taxation" notice was published in the Arizona Daily Sun on June 1, 2018 and June 10, 2018. Budget legal schedules were published in the June 7, 2018 and June 14, 2018 Arizona Daily Sun to allow for additional community review. In addition, the legal and other budget schedules were made available at City Hall, at both Flagstaff Public Libraries, and on the official city website. A public hearing on June 19, 2018 for "Truth in Taxation", the final budget adoption and the property tax levy is open for public comment and allows citizens to provide input. The final opportunity for public input on the tax levy will be at the July 3, 2018 Council Meeting. | |||||||||||||||||||||||||||
Attachments: | FY2019 Property Tax Ordinance |
9.H.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Lease Agreement: Lease with General Services Administration for New Build to Suit at the United States Geological Survey Campus, 2255 North Gemini Drive Flagstaff, AZ. 86001. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the Lease Agreement with General Services Administration
|
|||||
Executive Summary: | |||||
Approval of a Lease Agreement with General Services Administration for a new build to suit facility at the United States Geological Survey Campus, 2255 North Gemini Drive Flagstaff, Az. 86001. A 35,454 sq.ft. office space and 21,788 sq. ft. warehouse. Current buildings #3 and #4 will be demolished to make room for the new facilities. The lease was not available to attach to this staff summary. It will be attached to the final submittal next week for the July 3, 2018 meeting. |
|||||
Financial Impact: | |||||
Estimated Total Build-Out Costs $22,531,771.00. City contribution of $2,000,000.00 from the City's reserve account set aside for the USGS campus. Financed amount $20,531,771.00 through the sale of bonds, amortized over 22 years. Annual lease payment is $1,894,137.78 paid by USGS which will cover the debt service payment. From the lease payment the City will set aside approximately $80,000.00 per year for capital improvements for the facility. FY2019 budget includes $9.9M for the construction of this USGS building and the remaining $12.6M will be projected and budgeted in future years. |
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Policy Impact: | |||||
None.
|
|||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Economic Development Grow and strengthen a more equitable and resilient economy. |
|||||
Has There Been Previous Council Decision on This: | |||||
5/17/16 Council meeting. Council approved Resolution No. 2016-22, received authority to submit a bid response to General Services Administration for the build to suit. E-session 8/30/2016-Property Negotiations E-session 10/04/2016-Property Negotiations E-session 5/23/17-Property Negotiations E-session 4/17/18-Property Negotiations |
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Options and Alternatives: | |||||
1. Approve the Lease Agreement. 2. Do not approve and direct Staff on how to proceed. |
|||||
Background and History: | |||||
The USGS Campus was established at its current location in 1963. Originally, it was the base of operations for scientists involved in astrogeology related to the NASA Space Program. Since that time, the Campus has expanded to include scientists involved in geology, geography and water resources, as well as astrogeology. Today, the USGS Campus employs over 200 scientific personnel. | |||||
Key Considerations: | |||||
GSA leases approximately 85,000 square feet within four buildings at the USGS campus at 2255 North Gemini Drive. In 1999, building #6 was constructed to add approximately 25,000 sq. ft. The original buildings, #3, #4 and #5 were constructed in the 1970’s. Building #3 and #4 are outdated, and have been identified as containing contaminated building materials such as asbestos. These buildings would be demolished to make room for the new buildings #7 and #8. The new construction would consist of a new 35,454 square feet office building and 21, 788 square feet warehouse. Buildings #5 and #6 would remain on the campus. | |||||
Community Involvement: | |||||
The USGS Campus has provided an array of economic benefits to the Flagstaff community. Currently, the facility employs over 200 people in the scientific sector, most of which are in high paying jobs. The annual payroll for the local USGS personnel is over $13,000,000 per year. There is a strong connection between NAU and the USGS Campus that creates a synergy for the growth of both facilities. By committing to the project, the community is assured of the continuation of these substantial economic benefits. | |||||
Attachments: |
9.I.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: City Court Facility Project - Award of Design Build Services Agreement for the Design Phase of the project. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Award the Design Build Services Agreement to Kinney Construction Services, Inc. of Flagstaff Arizona in an amount not to exceed $1,593,628.00 with a 250 calendar-day contract period; and
2) Authorize the City Manager to execute the necessary documents. |
|||||
Executive Summary: | |||||
Kinney Construction Services, Inc. (KCS) was selected by a five-member evaluation committee as the most qualified service provider for the City Court Facility Project ("City Court Facility" or "Project") pursuant to the evaluation and ranking process per A.R.S. 34-603. The City entered into fee and scope negotiations for Design Phase Services on May 30, 2018, and reached an agreement with KCS on the fee Structure identified in the Design & Pre-Construction Services Proposal attached as Exhibit B to the Design-Build Services Agreement. During the Design Phase of the Project, KCS, acting as the City’s Design-Builder, will facilitate the facility programming effort and their contracted architect and sub-consultants will prepare construction ready building and site plans. In addition, KCS will obtain all required City of Flagstaff Engineering and Building approvals and permits prior to construction. Near completion of the design, KCS and City staff will negotiate the Guaranteed Maximum Price (GMP) for full construction and delivery of the City Court Facility building. Upon agreement of the GMP, staff will come before Council with a recommendation for approval of a contract amendment for the construction of the Project. |
|||||
Financial Impact: | |||||
The City Court Facility is currently budgeted in FY19 in the amount of $17,408,403.00 and FY20 amount of $4,009,024.00 anticipated appropriation from the General Government Fund, Account Number 408-09-426-3278-1. | |||||
Policy Impact: | |||||
Award of the Design-Build Services Agreement will allow KCS to prepare and provide full construction-ready, and City of Flagstaff permitted plans and specifications necessary to provide a GMP for construction of the Project.
|
|||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Council Goal: Transportation and Other Pubic Infrastructure. Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Flagstaff Regional Plan 2030: Locating Facilities Goals and Policies. 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. Team Flagstaff Strategic Plan: Foster a Resilient and Economically Prosperous City. Deliver outstanding service through a healthy environment, resources and infrastructure. |
|||||
Has There Been Previous Council Decision on This: | |||||
On April 12, 2016, Council provided staff direction to proceed towards continued coordination with Coconino County to further refine the concept design of co-located Courts Facilities. On June 14, 2016, Council reviewed options for the City Court Facility bond project and directed staff to prepare ballot language for a $12M bond project to be funded through secondary property tax. |
|||||
Options and Alternatives: | |||||
1. Approve the Design-Build Services Agreement to KCS as presented. 2. Reject the Design-Build Services Agreement and direct staff to re-negotiate the terms and fee structure with KCS. 3. Reject the Design-Build Services Agreement with KCS and direct staff to open negotiations with the second highest qualified Design-Builder. 4. Reject the Design-Build Services Agreement with KCS and direct staff to re-solicit for new Request for Statement of Qualifications. 5. Reject the Design-Build Services Agreement with KCS and re-scope and re-advertise the Request for Statement of Qualifications for Design-Builder services to remodel and construct additional space at the existing Beaver Street Courts building per the Johnson Walzer Associates (JWA) concept design of 10-28-2014. 6. Reject the Design-Build Services Agreement with KCS and continue Court operations and City Prosecutor services in the existing facility. |
|||||
Background and History: | |||||
The physical condition of the existing City Court building located at 15 North Beaver Street has deteriorated to a point where significant financial resources will be needed to remediate, remodel and stabilize the structure. In addition, the need exists for current and future space to ensure continued operational viability. In April of 2014, staff contracted with JWA, a Flagstaff-based architectural firm, to provide a concept plan and cost estimate to remodel and construct additional space at the existing court's facility. JWA delivered the concept design to the City on October 28, 2014. Upon review of the concept design report, staff determined that the City's best interest would be served by the construction of a new facility. On April 12, 2016, staff came before Council to discuss the strategy for a new City Court Facility. As noted above, staff and Council had previously agreed that the most cost-effective solution would be to design, finance and construct a new City Court Facility. At this meeting Council directed staff to return in June 2016, and present a proposed ballot question for funding and financing of a new City Court Facility. On July 05, 2016, staff came before Council with the Consideration and Adoption of Resolution No. 2016-27. This Resolution would allow Council to adopt an official ballot question to be submitted to qualified electors of the City of Flagstaff. This ballot question asked the citizens of the City of Flagstaff to approve a temporary increase in the City’s secondary property tax and authorize the sale and issuance of bonds for purposes of constructing a new City Court Facility. Council adopted the Resolution and the question was placed on the ballot for the election of November 08, 2016. The ballot question was approved. On April 01, 2018, the City advertised a Request for Statement of Qualifications from Arizona Registered Contractors for the qualification-based selection of a Design-Builder to provide design and construction services for the City Court Facility. On April 23, 2018, the City received eight responses to the Request for Statements of Qualifications. A five-person evaluation committee was formed, the Statements of Qualifications received were evaluated and the committee selected 3 firms for interviews. Upon the completion of the interviews, the committee selected KCS as most qualified Design-Builder to perform the work. |
|||||
Key Considerations: | |||||
The new City Court Facility will be located on property owned by the City located at 101 W. Cherry Avenue. The existing building at this location is occupied by various City staff (Building and Safety, Sustainability, I.T. Lab, Environmental Inspection). The Space Planning Committee is currently developing a strategy and timeline to relocate these City staff from the existing building. To meet City of Flagstaff Zoning Code-Title 10, parking capacity requirements, the existing City Court located at 15 N. Beaver Street and the City Prosecutor’s Offices located at 107 W. Aspen Avenue will need to be demolished. The new City Court Facility will also be designed to provide parking. The combined parking at these two parcels will meet the Zoning Code requirements for parking capacity. Staff anticipates that the new Courts Facility will be three stories in height and based on approximately 30,000 gross square feet. The structural and mechanical elements will be designed and constructed to add a fourth floor in the future if needed. The scope of work with KCS includes public and neighborhood outreach during the design phase to inform the community of progress and allow public comment. |
|||||
Community Benefits and Considerations: | |||||
Funding for the project is as follows: Prop 412 Voter Approved Courts Project Funding Bonds $12,000,000 Sale of Beaver Lot $ 2,000,000 **Identified Funding (Courts Fees) $ 7,500,000 Total $21,500,000 **Identified Funding Court Fees $2,080,000 Sale of Fire Station #1 $ 520,000 Re-development Fund $ 500,000 Capital Funding Transfer $ 400,000 Capital Financing $4,000,000 Total $7,500,000 The sale of the Beaver Street lot will not be included in the budget for this Project as this parcel will need to be used for surface parking in order to meet the City's Zoning Code requirement for parking capacity. The total Project budget for the delivery of a new City Court Facility is $19.5M. |
|||||
Community Involvement: | |||||
The new City Court Facility will provide a safe and efficient building that will eliminate the need to repair and remodel the existing Court and will also provide much needed working space for the City Court staff and Prosecutor’s Office. | |||||
Expanded Options and Alternatives: | |||||
There have been multiple Council meetings to discuss the City Court Facility over the course of the last three years, in addition to, multiple public meetings prior to the ballot question of 2016. Also, the scope of work with KCS includes public and neighborhood outreach during the design phase to allow public comment. |
|||||
Attachments: | Design Build Agreement | ||
Agreement Exhibit B - Scope & Proposal | |||
Vicinity Map | |||
Council Context Map | |||
PowerPoint |
9.J.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2018-19: An ordinance amending the Flagstaff City Code, Chapter 1-14, Personnel System, by amending the Employee Handbook of Regulations relating to Fingerprint Background Checks; providing for penalties, repeal of conflicting ordinances; severability; and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2018-19 by title only for the final time
2) City Clerk reads Ordinance No. 2018-19 by title only (if approved above) 3) Adopt Ordinance No. 2018-19 |
|||||
Executive Summary: | |||||
City of Flagstaff Charter Article IV, Section 5 Personnel Rules and Regulations states Council shall, by ordinance, provide for the establishment of Personnel Rules and Regulations for the purpose of regulating and controlling the appointments, promotion, demotions, discharges, and reinstatements of all officers and employees of the City, except those elected by the people, members of appointive boards and commissions and volunteers who serve without pay, and also except the City Manager, City Attorney and the Police Judges. The Personnel Rules and Regulations adopted by City Council are found in the Flagstaff Employee Handbook of Regulations ("Employee Handbook"), which is incorporated by reference into Chapter 1-14, Personnel System, of the City Code. Staff are recommending amendments to the Employee Handbook relating to noncriminal fingerprint requirements for employment and volunteer positions. These amendments require the City Council's consideration and approval. In January 2013, the Arizona Noncriminal Justice Compliance Program was implemented by the Arizona Department of Public Safety Access Integrity Unit (AIU). This program was formulated in response to the FBI CJIS Division rules requiring routine compliance audits for agencies which utilize criminal history record information (CHRI) for noncriminal justice purposes such as employment and licensing. As a result of the program formulation, there are new policy and procedure requirements passed on to Noncriminal Justice Agencies, such as the City of Flagstaff, through required training and provided examples. The Human Resources Division is recommending the following policy changes in order to meet these updated requirements:
Ordinance 2018-19 will be submitted for review to the Federal Bureau of Investigations. Upon receipt of approval, Ordinance 2018-19 will be added to the Employee Handbook of Regulations. |
|||||
Financial Impact: | |||||
There are costs associated with completing a fingerprint background check and these dollars are accounted for in the fiscal year budget by division. | |||||
Policy Impact: | |||||
There are no other policy impacts. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
None. | |||||
Has There Been Previous Council Decision on This: | |||||
First reading of this ordinance occurred at the Regular Meeting of May 15, 2018. Second reading of this ordinance occurred at the Regular Meeting of June 5, 2018; however, an old version of Ordinance 2018-19 was attached and posted so the second read will be scheduled again for the July 3, 2018 meeting. |
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Options and Alternatives: | |||||
The Flagstaff City Council may choose to amend the recommended action prior to adoption. | |||||
Expanded Options and Alternatives: | |||||
Inform. | |||||
Attachments: | Ord. 2018-19 | ||
PowerPoint |
9.K.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Approve an Amendment to the Service Contract for Professional Economic Analysis and Public Policy Consultant Services with The A.E. Maguire Company, Inc., in an amount not to exceed $40,000.00. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve an Amendment to the Service Contract for Professional Economic Analysis and Public Policy Consultant Services (Contract No. 2018-49) with The A.E. Maguire Company, Inc. in an amount not to exceed $40,000.00; and authorize the City Manager to execute the necessary documents.
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Executive Summary: | |||||
Council approved both a transportation and housing question for the November 2018 ballot. Staff intends to utilize the services of The A.E. Maguire Company, Inc. dba The Maguire Company (“Maguire”) to conduct analysis and outreach in advance of these questions. By adopting the Amendment to the Service Contract for Professional Economic Analysis and Public Policy Consultant Services (“Amendment”), staff will better be able to provide these services to the community. A sole source procurement was conducted for the services of Maguire. The underlying service contract (Contract No. 2018-49) had a compensation of $45,000.00. This Amendment requests to amend the compensation to an additional $40,000.00. for additional services. |
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Financial Impact: | |||||
This amendment is funded in FY2019 in account 021-05-106-0363-4-4290 (Housing/Affordable Housing Development/Miscelllaneous) with a budget of $307,501. | |||||
Policy Impact: | |||||
None
|
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Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Council Objective: Adopt a primary property tax rate increased to the maximum allowed with additional funds dedicated to setting up robust City-managed rental housing units. While the above reflects the applicable 2017-2019 Council Objective, the Council's discussion on the matter is far more comprehensive and reflects a program intended to tackle the issue of more affordable housing in Flagstaff in a number of ways. FY 18-19 Budget Priority: Create an affordable housing ballot measure for the November 2018 general election that includes a comprehensive revolving fund consideration. |
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Has There Been Previous Council Decision on This: | |||||
Community Involvement: | |||||
The Maguire Company has worked on past ballot questions for the City of Flagstaff and is familiar with community behavior and culture. | |||||
Attachments: | Amendment to Service Contract |
14.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2018-26 and Resolution No. 2018-36: An ordinance and resolution amending the Employee Handbook of Regulations and Flagstaff City Code by adopting Addendum 12 of the Employee Handbook of Regulations. | |||||
STAFF RECOMMENDED ACTION: | |||||
At the July 3, 2018 Council Meeting: 1) Read Resolution No. 2018-36 by title only 2) City Clerk reads Resolution No. 2018-36 by title only (if approved above) 3) Read Ordinance No. 2018-26 by title only for the first time 4) City Clerk reads Ordinance No. 2018-26 by title only (if approved above) At the August 21, 2018 Council Meeting: 5) Adopt Resolution No. 2018-36 6) Read Ordinance No. 2018-26 by title only for the final time 7) City Clerk reads Ordinance No. 2018-26 by title only (if approved above) 8) Adopt Ordinance No. 2018-26 |
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Executive Summary: | |||||
The City Council provided direction during the City Council Budget Retreat in April 2018 to develop a Parental Leave policy providing 4-weeks of paid maternity/paternity leave and to include $40,000 in the fiscal year budget to compensate for the backfill required during such leave. The Human Resources division researched paid maternity and paternity leave policies and walked through options with the Employee Advisory Committee and Leadership Team to craft recommendations specific to the City of Flagstaff. Addendum 12 of the Employee Handbook of Regulations includes the recommendations from the Employee Advisory Committee and Leadership Team for City Council's consideration. |
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Financial Impact: | |||||
There is $40,000 in the fiscal year 2018-2019 budget to compensate for the backfill required during Parental Leave. | |||||
Policy Impact: | |||||
The addition of Parental Leave impacted other policies such as 1-10-010.01 General Definitions, 1-50-050 Family Medical Leave, 1-50-081 Leave Without Pay, and 1-50-100 Donated Leave. All recommended changes to these policies have been included in Addendum 12 of the Employee Handbook of Regulations. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Policies such as Parental Leave support the Personnel Council Goal to attract and retain quality staff. |
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Has There Been Previous Council Decision on This: | |||||
City Council provided direction during the City Council Budget Retreat held on April 24, through 25, 2018. | |||||
Options and Alternatives: | |||||
City Council may choose to amend recommended action prior to adoption. | |||||
Expanded Options and Alternatives: | |||||
Inform. | |||||
Attachments: | Ord No 2018-26 Addendum 12 | ||
Res No 2018-36 Addendum 12 | |||
Exhibit A - Addendum 12 of the Employee Handbook of Regulations | |||
PowerPoint |
14.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Possible Adoption of Resolution No. 2018-37: A resolution authorizing the execution of an Amended and Restated Development Agreement between Crestview 31, LLC and the City of Flagstaff related to the development of approximately 31.9 acres of real property known as the Crestview subdivision generally located along the north side of Old Route 66, north and west of the Railroad Springs subdivision. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2018-37 by title only 2) City Clerk reads Resolution No. 2018-37 by title only (if approved above) 3) Adopt Resolution No. 2018-37 |
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Executive Summary: | |||||
State law allows the City to enter into development agreements by resolution of the City Council. The proposed agreement governs the terms and conditions of the development of the Crestview subdivision. The developer's predecessor and the City entered into a Development Agreement that was recorded on February 24, 2009. Since the time of the original agreement, the ownership of the property has changed. As a result, the developer and the City wish to enter into a new agreement to clarify the terms for the development of the Crestview subdivision. |
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Financial Impact: | |||||
There are no financial obligations affiliated with this request. | |||||
Policy Impact: | |||||
The Amended and Restated Development Agreement is intended to comply with the Incentive Policy for Affordable Housing (IPAH) which incentivizes developments that commit to permanently affordable housing units. The Development Agreement provides for a total of twelve (12) affordable housing units and the inclusion of fifteen (15) accessory dwelling units with the market rate units to provide a mix of housing types and ownership options within the subdivision. Incentives provided to the subdivision included a reduction in forest resource preservation and reduced building setbacks.
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Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Council Goals Affordable Housing - Support development and increase the inventory of public and private affordable housing for renters and home-owners throughout the community. Regional Plan A full regional plan analysis was completed at the time the rezoning for this property was completed. Team Flagstaff Strategic Plan Strategic priority #4 - Work in partnership to enhance a safe and livable-community. |
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Has There Been Previous Council Decision on This: | |||||
Flagstaff's City Council at their meeting of December 23, 2008, approved Resolution No. 2008-071 amending the Flagstaff Area Regional Land Use and Transportation Plan changing 31.9 acres of Parks category land to MR, Medium Density Residential category. Subsequently, at their meeting of January 6, 2009, Council approved Ordinance No. 2009-005 rezoning the same property from the Rural Residential (RR) zone to the Manufactured Home (MH) zone conditionally and Ordinance No. 2009-004 approving the development agreement between the City of Flagstaff and Voyager Flagstaff 54 Investors, LLC and Bothhands, Inc. Lastly, the Council also approved the preliminary plat for the Crestview subdivision. | |||||
Options and Alternatives: | |||||
|
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Background and History: | |||||
The initial developer of the Crestview subdivision, Voyager Flagstaff 54 Investors, LLC, processed applications for a Regional Plan Amendment, Zoning Map Amendment, Preliminary Plat and a Development Agreement in order to complete the required entitlements. Voyager was operating under a Certificate of Purchase with the Arizona State Land Department over a period of years. During the economic downturn, Voyager stopped paying on the Certificate of Purchase and turned the land back to the Arizona State Land Department. After several years, the Arizona State Land Department brought the property to auction, where the current owner, Capstone Homes, purchased the property and the subdivision plat. On August 15, 2017, Capstone recorded the final plat for the Crestview subdivision and initiated construction of the public improvements for the subdivision. | |||||
Key Considerations: | |||||
The Amended and Restated Development Agreement retains the requirement from the original development agreement that the developer construct twelve (12) permanently affordable homes and the fifteen (15) accessory dwelling units. The revisions to the development agreement provide additional detail surrounding the development of the affordable units and updates the delivery method from deed restrictions to the City's land trust program. Staff believes these changes will provide a greater opportunity for the successful delivery of affordable housing to the community. This Amended and Restated Development Agreement also eliminates the requirement to provide modular construction units, providing the opportunity for site-built construction. |
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Expanded Options and Alternatives: | |||||
Inform The subject property's existing zoning allows for the proposed subdivision. No public hearing or public outreach is required as part of the City Council's review of an amended development agreement. |
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Attachments: | Res 2018-37 | ||
Amended DA | |||
Exhbit A | |||
Exhibit B | |||
Exhibit C | |||
Exhibit D | |||
Exhibit E | |||
Exhibit F | |||
Exhibit G | |||
Original DA |
14.C.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2018-27: An ordinance of the Flagstaff City Council to acquire approximately 113 square feet of real property located at 2326 E. Spruce Avenue; providing for severability, delegation of authority, and establishing an effective date; and consideration of approval of a Purchase and Sale Agreement for said property. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2018-27 by title only for the first time
2) City Clerk reads Ordinance No. 2018-27 by title only (if approved above) 3) Read Ordinance No. 2018-27 by title only for the final time (requires unanimous consent of all Council Members present) 4) City Clerk reads Ordinance No. 2018-27 by title only (if approved above) 5) Adopt Ordinance No. 2018-27 6) Approve Purchase and Sale Agreement |
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Executive Summary: | |||||
This is Phase 5E of the Sunnyside Improvements Project, for roadway reconstruction and infill located near the eastern edge of the Sunnyside Neighborhood, along Second Avenue. The project includes full-width roadway reconstruction, new sidewalks, ramps, curb and gutter, and driveways. Additionally, there will be new valley gutters, and storm water improvements. The City of Flagstaff is acquiring approximately 113 square feet of property, a corner cutoff on the southeast corner of 2326 E. Spruce Avenue, Assessor Parcel Number 107-04-031. By obtaining this cutoff the new improvements can be built within the City of Flagstaff Right-of-Way. |
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Financial Impact: | |||||
Purchase price $1,243.00 plus closing costs and title insurance. This value has been determined by a review of recent land sales in the area and land valuation provided by the Coconino County Assessor's Office. Account: 040-06-162-3078-6-4204 Sunnyside Phase 5E Improvements Project COF Project Number: 03-18004 & ST3078E |
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Policy Impact: | |||||
None | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
TRANSPORTATION AND OTHER PUBLIC INFRASTRUCTURE |
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Has There Been Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
1. Approve the Ordinance and Purchase Agreement to acquire the Property for a corner cutoff. 2. Do not approve the Ordinance and direct Staff on how to proceed with the project. |
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Background and History: | |||||
Since 1997 the City of Flagstaff has been working on the Sunnyside Improvement Project to improve the streets, curbs, gutters and infrastructure in the neighborhood. This is Phase 5E of the Sunnyside Improvement Project. | |||||
Key Considerations: | |||||
Improve the neighborhood roadways and infrastructure. | |||||
Community Involvement: | |||||
Roadway reconstruction, new sidewalks, ramps, curb and gutter, new valley gutters, storm water improvements and driveways. |
|||||
Expanded Options and Alternatives: | |||||
Inform | |||||
Attachments: | Ord 2018-27 | ||
Purchase Agreement | |||
Legal Description | |||
Overview Map | |||
Street View |
14.D.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Potential Adoption of Ordinance No. 2018-28: A potential ordinance of the Flagstaff City Council amending section 1-07-001-0005, Salaries, of the Flagstaff City Code and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | |||||
Should Council wish to proceed with these changes,
At the July 3, 2018 Council Meeting: 1) Read Ordinance No. 2018-28 by title only for the first time 2) City Clerk reads Ordinance No. 2018-28 by title only (if approved above) At the August 21, 2018 Council Meeting: 3) Read Ordinance No. 2018-28 by title only for the final time 4) City Clerk reads Ordinance No. 2018-28 by title only (if approved above) 5) Adopt Ordinance No. 2018-28 |
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Executive Summary: | |||||
The City Council discussed Council Salaries during the June 5, 2018 meeting and their comments have been reflected in the recommendations added to Ordinance Number 2018-28 for consideration. These comments address:
The above changes would allow the Council to direct the City Manager to reconvene the Commission at any time to consider issues and make recommendations regarding Council salary adjustments. |
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Financial Impact: | |||||
The salary and benefits for Mayor and Councilmembers are included in the City's fiscal year budget. | |||||
Policy Impact: | |||||
Adopting this ordinance will update the Flagstaff City Code Section 1-07-001-0005, Salaries. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Has There Been Previous Council Decision on This: | |||||
Prior discussion of the issue was held at the June 5, 2018, Council Meeting. Although unrelated to this issue a separate Ordinance No. 2018-26 was read for the first time on June 19, 2018, and second read and adoption of that ordinance will occur at the July 3, 2018 meeting prior to this agenda item. | |||||
Attachments: | Ord No. 2018-28 Council Salaries | ||
Ord No. 2018-28 Council Salaries - Presentation |
15.A.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE | |||||||||||||||||||||||
Discussion: Council discussion on current practices and review of past practices, focused on the assignment of contract allowances and contingencies including owners contingencies, contractor contingencies for CMAR and Design-Build, and review of the process of change order allowance. | |||||||||||||||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||||||||||||||
Further consideration of this F.A.I.R. requires the support of four or more Council members at this meeting to continue the discussion. Staff is providing additional information related to contract allowances, owner and contractor contingencies, and change order authority related to Construction Manager at Risk (CMAR), Design-Build and Design Bid Build (DBB) contracts.
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EXECUTIVE SUMMARY: | |||||||||||||||||||||||
This F.A.I.R. was introduced to City Council on December 5, 2017, and received the support of two or more Council members. At this meeting, staff will provide some historical information related to this item. Further consideration and discussion will then require the support of four or more Council members at this meeting. | |||||||||||||||||||||||
INFORMATION: | |||||||||||||||||||||||
Staff has provided two City Council Reports (CCR) in relation to this topic, April 7, 2017, and May 11, 2018. These CCR's are attached for your convenience. The two CCR's refer to a City Employee Directive which was last updated in 2008. Since that time the Directive was incorporated in the Procurement Policy Manual and adopted by City Council. This is incorporated in Article 25: Change Orders of the manual and is attached. The following table represents the various item under discussion:
Contract Allowance: A contract allowance of 5%, 7.5% or 10% (based on the value of the contract) will be added to all design and construction contracts based on engineer's estimates to accommodate costs for unanticipated and unforeseen project related issues. Owner's Contingency: Established by the owner (City) to accommodate costs for unanticipated and unforeseen project-related issues (only used in Alternative Project Delivery Methods). The amount is negotiated by the City with the contractor. |
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Attachments: | Design Bid Build Summary | ||
Constr Mgr At Risk Summary | |||
PCM Article 25 | |||
CCR April 7, 2017 | |||
CCR May 11, 2018 |
15.B.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE | |||||
Discussion/Direction: City of Flagstaff's procurement procedures related to vendor responsibility. | |||||
STAFF RECOMMENDED ACTION: | |||||
Review staff recommendation and receive Council direction. | |||||
EXECUTIVE SUMMARY: | |||||
On April 4, 2017, Councilmember Putzova presented a Future Agenda Item Request (FAIR) to discuss amending the Procurement Code Manual, Article 30, Section (B)(2), "Suspension, Debarment," to set rigorous standards for social and environmental performance, accountability, and transparency for vendors attempting to procure contracts with the City. Two or more Councilmembers agreed to move forward with the FAIR item. On September 26, 2017, the FAIR item was discussed at the Council Work Session to determine whether other Councilmembers were interested in discussing a proposed amendment to the Procurement Code Manual. During this period, Councilmember Putzova had provided staff with proposed language. Four or more Councilmembers agreed to place the FAIR item on a future Work Session to provide staff with direction. On April 3, 2018, staff appeared before Council to present the results of research regarding the proposed language. Staff had found that there were risks and potential negative consequences associated with including the proposed language in the Procurement Code Manual. There was a discussion of alternative methods to reach the goals of maintaining rigorous standards for social and environmental performance, accountability, and transparency for vendors. One suggestion was to use the procurement process to require that those seeking to contract with the City self-report. Council directed staff to return with alternative language or a procurement process. In response, staff has drafted a Vendor Responsibility Questionnaire which contains seven categories for determining Vendor responsibility relating to unethical behavior, unethical business practices, and lack of business integrity. The Vendor Responsibility Questionnaire will be reviewed by Purchasing Section staff as part of staff's due diligence during the procurement process. |
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INFORMATION: | |||||
The Vendor Responsibility Questionnaire would be integrated as part of the existing Disclosure Form already used in the City's procurement process. A vendor's responses will be considered when determining whether a vendor can contract with the City. | |||||
Attachments: | Vendor Responsibility Questionnaire |
17.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Councilmember Putzova to place on a future agenda a discussion about the options available for assisting individuals without shelter. | |||||
RECOMMENDED ACTION: | |||||
Council direction.
|
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EXECUTIVE SUMMARY: | |||||
Rule 4.01, Procedures for Preparation of Council Agendas, of the City of Flagstaff City Council Rules of Procedure outlines the process for bringing items forward to a future agenda. Councilmember Putzova has requested this item be placed on an agenda under Future Agenda Item Requests (F.A.I.R.) to determine if there is another member of Council interested in placing it on a future agenda. | |||||
INFORMATION: | |||||
Attachments: |
17.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Councilmember Barotz to place on a future agenda a discussion about the parking ratios in the Transect Zones. | |||||
RECOMMENDED ACTION: | |||||
Council direction.
|
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EXECUTIVE SUMMARY: | |||||
Rule 4.01, Procedures for Preparation of Council Agendas, of the City of Flagstaff City Council Rules of Procedure outlines the process for bringing items forward to a future agenda. Councilmember Barotz has requested this item be placed on an agenda under Future Agenda Item Requests (F.A.I.R.) to determine if there is another member of Council interested in placing it on a future agenda. | |||||
INFORMATION: | |||||
Attachments: |