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
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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. | 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: Library Board. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make one appointment to a term expiring November 2019.
Make two appointments to terms expiring November 2020. Make one appointment to a term expiring November 2021. |
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B. | Consideration of Appointments: Airport Commission. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make two appointments to terms expiring October 2021.
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7. | ROUTINE ITEMS | ||||||||
A. | Consideration and Approval: Flagstaff Airport Air Carrier Incentive Policy | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the City of Flagstaff, Flagstaff Airport Air Carrier Incentive Policy
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B. | Consideration and Approval of Contract: Approve the Minimum Revenue Guarantee Agreement for air services between the City of Flagstaff and United Airlines. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the Minimum Revenue Guarantee Agreement (MRG) with United Airlines for air services from the Flagstaff Airport (FLG).
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C. | Consideration and Approval of Contract: Lease Agreement with United Airlines | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve Lease Agreement and authorize the City Manager to make any non-substantive changes to the Lease Agreement.
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D. | Consideration and Approval of Contract: City Court Facility Project - Award of Amendment #1 to the Design-Build Services Agreement #2018-63. This amendment contains the Guaranteed Maximum Price (GMP) #1 agreement for preliminary construction work. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Award the Design-Build Services Amendment GMP #1 to Kinney Construction Services, Inc. of Flagstaff Arizona in an amount not to exceed $1,518,175.00 with a 148 calendar-day contract period; and
2) 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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8. | ROLL CALL
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9. | PLEDGE OF ALLEGIANCE | ||||||||
10. | PUBLIC PARTICIPATION | ||||||||
11. | CARRY OVER ITEMS FROM THE 4:30 P.M. AGENDA | ||||||||
12. | REGULAR AGENDA | |||||
A. | Consideration and Approval of Contract: Approve the construction contract with PCL Construction, Inc. in the amount of $1,067,535.00 for the Wildcat Hill Water Reclamation Plant Digester Gas Conveyance System Improvements Project. | |||||
STAFF RECOMMENDED ACTION: | ||||||
1. Approval of contract with PCL Construction, Inc.("Contractor") in the amount of $1,067,535.00, which includes a contract allowance of $50,835.00 and a contract time of 365 calendar days.
2. Authorize the City Manager to execute the necessary documents.
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13. | DISCUSSION ITEMS | |||||
A. | Active Transportation/FUTS Master Plans | |||||
B. | Discussion/Direction: Current Issues Before Arizona Legislature and Federal Issues. | |||||
14. | COUNCIL LIAISON REPORTS
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15. | FUTURE AGENDA ITEM REQUESTS After discussion and upon agreement by three 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 Whelan to place on a future agenda a discussion about continuing to communicate with the Arizona Board of Regents and invite them to a meeting or send a letter with our concerns about impact on our city. | |||||
B. | Future Agenda Item Request (F.A.I.R.): A request by former Councilmember Putzova to place on a future agenda a discussion on changing the City’s organizational structure to create a Sustainability division and elevate the function of the section. | |||||
16. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | |||||
17. | ADJOURNMENT | |||||
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6.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointments: Library Board. | |||||
STAFF RECOMMENDED ACTION: | |||||
Make one appointment to a term expiring November 2019.
Make two appointments to terms expiring November 2020. Make one appointment to a term expiring November 2021. |
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Executive Summary: | |||||
The Flagstaff City-Coconino County Public Library Board consists of two County residents, four City residents, and one each non-voting member, or designee, of the City Council and the Board of Supervisors. The Library Board serves as a citizen's advisory board to the Library Director. There are currently four City resident vacancies and the Library Board is having difficulty establishing a quorum for meetings. It is important to fill vacancies on boards and commissions quickly so as to allow them to continue meeting on a regular basis. There are five applications on file for consideration by the Council as follows: Holly Allar (new applicant) Kristen Dikeman (new applicant) Kim Hensley Owens (new applicant) Kim Khatibi (new applicant) Dorothy Renstrom (current commissioner) In an effort to reduce exposure to personal information the applicant roster and application will be submitted to the City Council separately. COUNCIL APPOINTMENT ASSIGNMENT: Councilmember McCarthy, Councilmember Salas, Councilmember Whelan, and Vice Mayor Shimoni. |
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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 do provide input and recommendations based on City Council goals that may pertain to the board or commission work plan. | |||||
Has There Been Previous Council Decision on This: | |||||
None | |||||
Options and Alternatives: | |||||
1) Appoint four Board Members: By appointing four members at this time, the Library Board will be at near full membership, allowing the group to meet and provide recommendations to the City Council. 2) Postpone the action to allow for further discussion or expand the list of candidates. |
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Community Involvement: | |||||
The City's boards, commissions, and committees were created to foster public participation and input and to encourage Flagstaff citizens to take an active role in city government. | |||||
Expanded Options and Alternatives: | |||||
INFORM: The vacancies are posted on the City's website and individual recruitment and mention of the opening by Commission members and City staff has occurred, informing others of this vacancy through word of mouth. | |||||
Attachments: | Library Board Authority |
6.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointments: Airport Commission. | |||||
STAFF RECOMMENDED ACTION: | |||||
Make two appointments to terms expiring October 2021.
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Executive Summary: | |||||
The Airport Commission consists of seven citizens, and is responsible for reviewing and reporting to the Council on the development of the Airpark and on matters affecting the operation and efficiency of the airport, using the Airport Master Plan as a guide. There are currently two seats available. 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 three applications on file and they are as follows: Cal McLoy (new applicant) Amanda Shankland (new applicant) Miranda Sweet (new applicant) 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: Vice Mayor Shimoni and Councilmember McCarthy |
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Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
None. | |||||
Connection to 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 do provide input and recommendations based on City Council goals that may pertain to the board or commission work plan. | |||||
Has There Been Previous Council Decision on This: | |||||
None. | |||||
Options and Alternatives: | |||||
1) Appoint two Commissioners: by appointing members at this time, the Airport Commission will be at full membership, allowing the group to meet and provide recommendations to the City Council. 2) Table the action to allow for further discussion or expand the list of candidates. |
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Community Involvement: | |||||
The City's boards, commissions, and committees were created to foster public participation and input and to encourage Flagstaff citizens to take an active role in city government. | |||||
Expanded Options and Alternatives: | |||||
INFORM: Board members and City staff have informed the community of these vacancies though word of mouth in addition to the vacancies being posted on the City's website. | |||||
Attachments: | Airport Commission Authority |
7.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval: Flagstaff Airport Air Carrier Incentive Policy | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the City of Flagstaff, Flagstaff Airport Air Carrier Incentive Policy
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Executive Summary: | |||||
The Flagstaff Airport (FLG) wishes to establish and implement a robust, consistent, responsible, and non-discriminatory Air Carrier Incentive Policy. The policy is applicable to new airlines and incumbent airlines with new direct routes and complies with the U.S. Department of Transportation, Federal Aviation Administration guidelines. Incentives, similar to the landing fee waiver found in this proposed policy, are common practice with competitive airports. This policy is being presented to the Council for consideration and hopeful approval. |
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Financial Impact: | |||||
The airport will waive landing fees to encourage the establishment of new nonstop service to and from the Flagstaff market. The frequency of new service must meet or exceed one roundtrip flight daily to qualify for this program. All incentives shall apply to new airlines or existing airlines offering new routes not offered by that airline within the last 24 months. This Airport Incentive Policy will not be aimed at a specific airline, aircraft type or seat configuration. New routes will be eligible for up to 12-months of waived landing fees. The current landing fees are $1.09 per thousand pounds of declared maximum certified gross landing weight of the aircraft landed. |
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Policy Impact: | |||||
Approving the Air Carrier Incentive Policy may enhance air carrier service at our airport and may create an opportunity to increase air traffic. Additional air service will support tourism and business growth in Flagstaff. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Transportation and other public infrastructure: Support the airport with needed infrastructure upgrades in order to enhance our tenant and patron experience as well as additional airline attraction. | |||||
Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
- Approve the policy. - Do not approve the policy. - Council could provide alternative financial funding to attract new carriers and routes. |
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Background and History: | |||||
The FLG Air Carrier Incentive Policy has been created to encourage airlines currently serving the Flagstaff Airport, as well as potential new entrant airlines, to initiate new nonstop routes. | |||||
Key Considerations: | |||||
Incentives offered under this policy are applicable only to FAR (Federal Aviation Regulations) Part 121, 129, and 14 CFR (Code of Federal Regulations) Part 380 certificated commercial air carriers, or third-party companies who contract with such carriers and provide new air service at the airport beginning on or after the effective date. | |||||
Community Benefits and Considerations: | |||||
None | |||||
Community Involvement: | |||||
The policy will assist in retaining air carrier service at the Flagstaff Airport. | |||||
Expanded Options and Alternatives: | |||||
The Economic Vitality Director and Airport Director presented to several groups in our local community about our current air service and what needed to be done to secure additional service. We were able to retrieve information on desired routes and more. | |||||
Attachments: | S:\Economic Vitality\Airport\Airline\3879_Airport Air Service Incentive Policy-02-19-19.docx |
7.B.
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CITY OF FLAGSTAFF | |||||||||||||||
STAFF SUMMARY REPORT | |||||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Approve the Minimum Revenue Guarantee Agreement for air services between the City of Flagstaff and United Airlines. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the Minimum Revenue Guarantee Agreement (MRG) with United Airlines for air services from the Flagstaff Airport (FLG).
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Executive Summary: | |||||
The City of Flagstaff has requested that United Airlines commence operating scheduled non-stop air service between Flagstaff Airport (FLG) and Denver International Airport (DEN) and in connection therewith the City shall, if United Airlines does not generate sufficient revenue, compensate United Airlines, from funds received by the City through a U.S. Department of Transportation Small Community Air Service Development Program Grant. | |||||
Financial Impact: | |||||
The financial performance guarantee during the period that United Airlines is operating the FLG flights, the City will unconditionally guarantee that United Airlines will receive "Minimum Revenues" (as such term is defined below) for operating the FLG flights. The MRG payments the City will be required to pay with respect to the FLG flights under this Agreement for the one year term shall not exceed $550,000 (the MRG Cap). |
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Policy Impact: | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Transportation and other public infrastructure: Support the airport with needed infrastructure upgrades in order to enhance our tenant and patron experience as well as additional airline attraction. | |||||
Has There Been Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
- Approve the MRG Agreement - Do not approve the MRG Agreement and de-obligate the grant. This may potentially jeopardize our airline service with United Airlines. |
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Background and History: | |||||
On September 29, 2011, the city received a grant from the U.S. Department of Transportation, Small Community Air Service Grant in the amount of $800,000 to assist in the City's efforts to address the air service needs of the community. This Small Community Air Service Grant Program is developed on a "first come, first served" basis. The City staff met with many potential carriers to market a new route and shared the revenue guarantee and its parameters. MRG's for new routes are the norm throughout the airline industry and have been used to launch many new routes using community revenue guarantees. Commercial air service is essential to Flagstaff businesses to ensure continued growth, sustainability, and future prosperity. Flagstaff’s largest private employers are W.L. Gore & Associates, Northern Arizona Healthcare, Joy Cone, and Nestle Purina. Each of these companies relies on quality, dependable air service to stay connected to their suppliers and customers. Flagstaff is home to Northern Arizona University and has experienced tremendous enrollment growth, where 36% of the freshmen class is outside of the state of Arizona. Business attraction efforts are currently focused on digital products and bioscience sectors. This work relies on reliable air service so businesses are able to thrive in our bustling economy and travel as needed. Flagstaff’s current data indicates that the Flagstaff Airport had over 70,176 enplanements in 2018. This was a record year for our market even with experiencing a runway overlay project that shut the runway down for a week. In 2018, the City of Flagstaff put together a team from Flagstaff including the Deputy City Manager, Economic Vitality Director, Convention and Visitor Center Director, Business Attraction Manager, Associate Vice President of Northern Arizona University, and Airport Director who attended a meeting with United Airlines at their Chicago Headquarters. The group presented a broad spectrum of information on Flagstaff, the business community and how our passengers flying patterns fit into the Denver and San Francisco markets served by United Airlines. We created a 12-page brochure for this meeting and left several copies for the entire group as well as presented on each of the pages. The meeting was well received and follow-up information was provided to the United Team. United consultants expressed that Flagstaff was being considered because they desired to expand their market in the west. This meeting was made possible after attending several airline conferences throughout the years. At these conferences, we would meet with United Airlines as well as other airlines seeking additional service for Flagstaff. |
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Key Considerations: | |||||
Air service in Flagstaff and the surrounding community is critical to the economic vitality of the region. Starting March 31, 2019, Flagstaff Airport (FLG) will partner with United Airlines to provide daily, non-stop service to Denver International Airport (DEN). This flight will provide an additional carrier for FLG and a new market for United Airlines. The route will fly seven days a week, with two flights per day departing in the morning and mid-day on an ERJ-145 aircraft which seats 50. This new carrier offers customers new opportunities to connect to United’s domestic and international route network. |
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Community Benefits and Considerations: | |||||
None | |||||
Community Involvement: | |||||
Our airport having a second airline and route will offer another flying option for our community. The Flagstaff to Denver route will help assist business and leisure travelers with making their east coast connections the same day. | |||||
Expanded Options and Alternatives: | |||||
The Airport Director and Economic Vitality Director made over 25 presentations in the community to several groups such as the Economic Collaborative of Northern Arizona (ECoNA), Moonshot at Northern Arizona Center for Entrepreneurship (NACET), Flagstaff Rotary, Flagstaff Leadership Program, AZ@Work Business Services Team, Northern Arizona University (NAU) Leadership Group and more sharing our work to gain additional service as well as asking what routes they desired. | |||||
Attachments: | United Airline Minimum Revenue Guarantee Agreement |
7.C.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Lease Agreement with United Airlines | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve Lease Agreement and authorize the City Manager to make any non-substantive changes to the Lease Agreement.
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Executive Summary: | |||||
Staff was directed by previous Councils and City Manager's office to secure an additional airline. Approval of the Lease Agreement with United Airlines will allow for an additional airline which will provide competition and new destinations for the citizens of Flagstaff and surrounding areas. The final lease agreement will be attached to the staff summary for the Final Agenda. |
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Financial Impact: | |||||
Article 2. Term 2.02 Term - The term of the Lease shall be for 10 years with two 5-year extensions. Either party can terminate Lease upon 90 day written notice. Article 6. Rents, Fees and Utilities 6.01 Rental Amount - $36,000 per year for 1,027 square feet of Ticket Counter space/storage. 6.01.1 Storage - $.34 per square foot for semi-permanent storage unit. 6.01.2 Landing Fee - Airline shall pay City $1.09 per thousand pounds of declared maximum certified gross landing weight of aircraft landed. 6.05 Rate Adjustment. - 2% increase annually at anniversary date of commencement of lease. 6.06 Utilities - City to pay water, gas, sewer, electric. Article 7. Payment Provisions 7.02 Taxes - Airline responsible for all taxes. 7.04 Fuel Charges - Airline responsible for all fuel costs. |
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Policy Impact: | |||||
None
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Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
ECONOMIC DEVELOPMENT Grow and strengthen a more equitable and resilient economy |
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Has There Been Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
Approve the Lease Agreement Do not approve and redirect Staff |
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Background and History: | |||||
Staff was directed by previous Councils and City Managers to secure an additional airline. Staff has visited with various air carriers and attended multiple conferences to encourage an airline to come to Flagstaff. Two marketing campaigns were developed and which helped to increase enplanements by 3% the first year and 9.2% the second year. The marketing campaigns consisted of multiple videos, business reports, enplanement charts, and travel reports which showed an increased demand for air service for the city of Flagstaff. The staff received multiple letters of support from NAU, the business community, Sedona, Winslow, and Williams. Additionally, Staff secured a U.S. Department of Transportation, Small Community Air Service Development Grant for $800,000 to offset startup costs for a new air carrier. | |||||
Key Considerations: | |||||
Approving the Lease Agreement with United Airlines will provide additional air transportation options for Flagstaff and surrounding areas which in turn may increase tourism and provide for additional business growth in our community. 80% of those who live in the Flagstaff and surrounding areas choose to fly out of Phoenix. With additional air service, the City will be able to capture a portion of this market to recoup revenue that's lost. |
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Community Benefits and Considerations: | |||||
The Minimum Revenue Guarantee Agreement with United Airlines will be presented to Council for approval. This agreement provides grant funds in the amount of $800,000 through the Small Community Air Service Development Grant which will provide reimbursement to the City of Flagstaff for a guaranteed minimum revenue to United Airlines. | |||||
Community Involvement: | |||||
United Airlines is a new carrier that will provide a new destination with additional travel options for our community. Initial startup will be seven days a week, with two flights per day departing in the morning and mid-day on an ERJ-145 aircraft which seats 50 passengers between Flagstaff and Denver. United offers final destinations that our current carrier does not offer. If this route is successful it could lead to additional non-stop destinations. This new carrier offers customers new opportunities to connect to United's domestic and international route network. | |||||
Expanded Options and Alternatives: | |||||
Northern Arizona Center for Technology (NACET), Economic Collaborative of Northern Arizona (ECONA), Northern Arizona University (NAU), W. L. Gore & Associates, Coconino Community College, and other business leaders have worked with the City to encourage new air service. | |||||
Attachments: | Draft Lease Agreement | ||
Exhibit A | |||
Exhibit B |
7.D.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: City Court Facility Project - Award of Amendment #1 to the Design-Build Services Agreement #2018-63. This amendment contains the Guaranteed Maximum Price (GMP) #1 agreement for preliminary construction work. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Award the Design-Build Services Amendment GMP #1 to Kinney Construction Services, Inc. of Flagstaff Arizona in an amount not to exceed $1,518,175.00 with a 148 calendar-day contract period; and
2) Authorize the City Manager to execute the necessary documents.
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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 pursuant to the evaluation and ranking process per A.R.S. 34-603. City Council awarded the original Design-Build Agreement #2018-63 on July 3, 2018, for design phase services. KCS and the Architect (CGL Companies) have been working over the last seven months on programming the building space and developing construction plans with Courts Administration, the City Prosecutor's Office, Flagstaff Police Department, City Manager's Office, and City Planning. In order to expedite site construction, GMP #1 is being submitted for award first while the full construction documents are being finalized. This will allow for hazardous materials abatement and demolition of the existing buildings at 101 W. Cherry and 15 N. Beaver and site work (grading, underground utility installation) at the 101 W. Cherry site. The proposed future GMP #2 Amendment will contain the remainder of the work for full construction of the facility and sites. |
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Financial Impact: | |||||
The City Court Facility is currently budgeted in the amount of $17,408,403.00 for FY19 and is anticipated to be budgeted in the amount of $4,009,024.00 for FY20. Project funding is in the General Government Fund, Account Number 408-09-426-3278-1. |
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Policy Impact: | |||||
Award of the Design-Build Services Amendment GMP #1 will allow KCS to proceed with building abatement, demolition, and site preparation necessary for the construction of the new facility as approved by Proposition 412 in the November 2016 ballot question.
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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. |
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Has There Been Previous Council Decision on This: | |||||
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. On July 3, 2018, City Council awarded the Design-Build Contract #2018-63 to KCS for design phase services of the project. |
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Options and Alternatives: | |||||
1. Approve the Design-Build Services Amendment GMP #1 to KCS as presented. 2. Reject the Design-Build Services Amendment GMP #1 and direct staff to re-negotiate the terms and fee structure with KCS. |
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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 would be needed to remediate, remodel and stabilize the structure. In addition, the need exists for current and future space to ensure continued operational viability. On July 5, 2016, staff came before Council with the Consideration and Adoption of Resolution No. 2016-27. This Resolution allowed 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 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 8, 2016. The ballot question was approved. On April 1, 2018, the City advertised a Request for Statement of Qualifications from Arizona Registered Contractors for the qualification-based selection of a Design-Build team 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 committee was formed to evaluate the Statements of Qualifications 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. On July 3, 2018, City Council awarded the Design-Build contract to KCS for design phase services. Over the last seven months the Design-Build team has been working on programming the building space and developing construction plans with Courts Administration, the City Prosecutor's Office, Flagstaff Police Department, City Manager's Office, and City Planning. |
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Key Considerations: | |||||
The new City Court Facility will be located on property owned by the City located at 101 W. Cherry Avenue. The existing buildings at this location are occupied by various City staff (Building and Safety, Risk Management, Sustainability, I.T. Lab, Environmental Inspection). The Space Planning Committee has developed a strategy and timeline to relocate City staff from the existing building ahead of the planned abatement and demolition. 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. The GMP #1 scope also includes the fee for abatement and demolition of the existing City Courts building and City Prosecutor's buildings. This work will not occur until the new facility is complete and staff is relocated in the spring of 2020. |
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Community Benefits and Considerations: | |||||
Total project 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. |
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Community Involvement: | |||||
The new City Court Facility will provide a safe and efficient Municipal building that will greatly improve the Court's operations now and into the future, enhance the staff and user experience, and provide an attractive amenity to downtown Flagstaff. | |||||
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. A Public Meeting was held on February 20, 2019 to present the project design and engage the public on the project. |
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Attachments: | Full Courts GMP 1 | ||
Original Courts DB contract | |||
Courts Context Map | |||
Courts Vicinity Map | |||
PowerPoint |
12.A.
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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 PCL Construction, Inc. in the amount of $1,067,535.00 for the Wildcat Hill Water Reclamation Plant Digester Gas Conveyance System Improvements Project. | |||||
STAFF RECOMMENDED ACTION: | |||||
1. Approval of contract with PCL Construction, Inc.("Contractor") in the amount of $1,067,535.00, which includes a contract allowance of $50,835.00 and a contract time of 365 calendar days.
2. Authorize the City Manager to execute the necessary documents.
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Executive Summary: | |||||
This is the first phase of a two-phase project. This initial phase is to replace the existing digester gas compressor and piping system. The second phase of this project will be to replace the Co-Generation engine in FY 2021. This project will provide piping materials and construction services to replace components and install new components that will result in significant upgrades to the digester gas piping conveyance system, including components that will treat the methane gas to remove numerous contaminants from the matrix resulting in a much cleaner gas for efficient combustion in the electrical co-generation engine for the generation of electrical power for use within the wastewater plant. This project is in support of the City Council Climate and Adaptation Plan by reducing greenhouse gas emissions, reducing energy purchased from Arizona Public Service (APS), and expand renewable energy generation energy. |
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Financial Impact: | |||||
This system is capable of generating approximately 290 kilowatts of electrical energy for sustained periods of time (not factoring downtime for regular maintenance and repairs). At 11 cents per kilowatt hour, this system could potentially generate $765.00 per day of electricity that would have otherwise been purchased from APS the electrical utility provider. Based on the system being operational 100% of the time, these improvements could generate approximately $279,000 electrical savings per year. The City will not realize any energy savings until both phases of this project are completed in FY2021. Water Services has this project budgeted in the capital improvement plan for FY 2019, $920,000, and FY 2020, $150,000, under account number 203-08-375-3366-0-4466. |
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Policy Impact: | |||||
This project is in support of the City Council Climate and Adaptation Plan by reducing greenhouse gas emissions, reducing energy purchased from Arizona Public Service (APS), and expand renewable energy generation energy.
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Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Council Goals: Goal E&C.2. - Reduce Greenhouse Gas Emissions - This project will reduce greenhouse gas emissions by taking advantage of generating electricity for use within the plant which will reduce the amount of electricity purchased from APS Goal E.2. – Expand production and use of renewable energy - This project will take advantage of a by-product of the wastewater treatment process (methane gas) by combusting it in an electrical generator engine. This gas would otherwise be flared off for safe disposal. Goal E.1. – Increase energy efficiency - This project capitalizes on a by-product of the wastewater treatment process and takes advantage of the BTU value found in combustible gases by generating electricity. |
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Has There Been Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
1. Approve contract with PCL to perform this work which will result in necessary repairs and upgrades to the Digester Gas Conveyance System. After the Co-Generation engine is replaced in FY2021 the plant will be able to utilize digester gas for on-site electrical demand. 2. Reject all bids and continue to flare digester gas. By accepting this option, the City may not be in compliance with City's goal of reducing Greenhouse Gas Emissions, will not lower future electrical energy costs. |
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Background and History: | |||||
The existing digester gas recovery and delivery system suffers from numerous problems that have limited the ability to generate electricity from this by-product of the wastewater treatment process. This project will address and remedy all of the problems with this system resulting in a clean methane gas under adequate pressure for the generation of approximately 290 kilowatts of electrical generation for use within the plant. The major components of this project include:
The Purchasing section posted the Invitation for Bids (IFB) solicitation for construction on November 2, 2018, on the Purchasing electronic bidding website, and advertised it in the AZ Daily Sun on November 4 and 11, 2018. There were five bids received on the opening date of December 3, 2018, and staff determined that PCL Construction, Inc. is the lowest responsive responsible bidder Bids Received PCL Construction, Inc. $1,067,535.00 Summa Mechanical $1,307,831.70 Hunter Contracting $1,582,035.00 Kinney Construction $1,586,091.15 Kear Civil Corp. $1,673,805.00 |
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Key Considerations: | |||||
This project will repair and upgrade only the gas conveyance and delivery system. The co-generation engine also requires repair or replacement which is not part of this project and will be addressed at a future time. To realize the energy savings both phases of this project must be completed. Phase II is expected to be complete in FY21. |
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Community Benefits and Considerations: | |||||
This system is capable of generating approximately 290 kilowatts of electrical energy for sustained periods of time (not factoring downtime for regular maintenance and repairs). At 11 cents per kilowatt hour, this system could potentially generate $765.00 per day of electricity that would have otherwise been purchased from the utility provider (APS). | |||||
Community Involvement: | |||||
The energy savings developed by this system have a direct impact on lowering the cost of the wastewater treatment process and reducing the plant's electrical usage which benefits the wastewater customers and the Community. | |||||
Expanded Options and Alternatives: | |||||
N/A | |||||
Attachments: | Construction Contract | ||
Contract Exhibit A | |||
Contract Exhibit B | |||
Presentation |
13.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Active Transportation/FUTS Master Plans | |||||
STAFF RECOMMENDED ACTION: | |||||
Discussion only
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EXECUTIVE SUMMARY: | |||||
Staff will make a brief presentation to the City Council to introduce the City's Active Transportation and FUTS Master Plans. The presentation will include a description of the master plans and their contents, as well as an outline of the process and schedule for preparation and adoption of the plan over the next half-year. Staff will also highlight the Council’s role in the process. | |||||
INFORMATION: | |||||
The Active Transportation Master Plan will make specific recommendations for policies, strategies, actions, projects, and programs to improve the pedestrian and bicycle environment in Flagstaff, while the FUTS Master Plan will guide future development of the Flagstaff Urban Trails System. Both master plans implement the goals and policies found in the Flagstaff Regional Plan 2030: Place Matters regarding walking, biking, and trails. The master plans will also advance the Council's goal for Transportation and Other Public Infrastructure: Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Master plans are intended to provide specifics in the space between the goals and policies of the Regional Plan, which are high-level and aspirational, and detailed implementation documents like the Zoning Code, Subdivision Code, Engineering Standards, and Capital Improvement Program. Community Development Division staff have outlined a process and schedule for completion of the master plans in five phases, beginning now and ending with consideration by the City Council in July of this year. Over the next several months, the planning process anticipates presentations to a variety of boards and commissions, targeted stakeholder engagement, and a check-in with the public via planned open houses and a community survey. The process and schedule are described in detail in the attached Process and Public Engagement Plan. Over the last few years, substantial work has been done in support of the master plans, including background research, inventories of existing walking and biking facilities, and extensive public engagement. This allows for a somewhat compressed schedule for review and approval. More information on the master plans can be found at the plan website, https://www.flagstaff.az.gov/atmp |
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Attachments: | Process and public engagement plan | ||
Council presentation |
15.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Councilmember Whelan to place on a future agenda a discussion about continuing to communicate with the Arizona Board of Regents and invite them to a meeting or send a letter with our concerns about impact on our city. | |||||
STAFF 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 Whelan 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: |
15.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by former Councilmember Putzova to place on a future agenda a discussion on changing the City’s organizational structure to create a Sustainability division and elevate the function of the section. | |||||
STAFF 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. Former Councilmember Putzova had 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: |