9.C.
City Council Meeting - FINAL
- Meeting Date:
- 02/20/2018
- From:
- James Duval, Sr. Project Manager
Information
TITLE:
Award of Design Phase Services Contract: John Wesley Powell Area Specific Plan Study Phase I
STAFF RECOMMENDED ACTION:
1) Award the Engineering Design Professional Services Contract to Peak Engineering Inc., of Flagstaff, Arizona in an amount not to exceed $316,299 and a 265-calendar day contract period; and
2) Approve Change Order Authority to the City Manager in the amount of $30,000 (10% of contract amount, rounded) for unanticipated or additional items of work; and
3) Authorize the City Manager to execute the necessary documents.
2) Approve Change Order Authority to the City Manager in the amount of $30,000 (10% of contract amount, rounded) for unanticipated or additional items of work; and
3) Authorize the City Manager to execute the necessary documents.
Executive Summary:
The intent of the John Wesley Powell Area Specific Plan Study (Study) is to develop a Specific Plan to guide the future private development of public infrastructure, utilities and public facilities (schools, fire/police stations, libraries, parks, etc.). Please see the attached Context and Vicinity maps.
Staff is proposing a two-phase approach to the Study. Phase I of the Study, is the development of conceptual engineering plans and Phase II of the Study will be the planning elements necessary to gain City Council approval of a Specific Plan.
Elements of the Specific Plan may include, but are not limited to, the development of a Citizen Participation Plan, Neighborhood Notification process, Site and Area Analysis, Public Facility Location analysis (schools, fire/police stations, libraries, parks), Concept Plan, Public Services, Traffic Analysis, Water/Wastewater Impact Analysis, School Impact Analysis, Police/Fire Protection Analysis, Economic Development Analysis, Cultural Resource Study and an Executive Summary.
Phase I of the project will be the conceptual design of the future public infrastructure and facilities location analysis. The conceptual design will be required to meet full City infrastructure standards including street improvements, potable water, sanitary sewer mains, storm drain systems, street lighting and associated appurtenances. This phase will also include developing a sanitary sewer system master plan for the area. A water system master plan has previously been developed for this area.
Phase I of the Study will require coordination with property owners in the area and public review via presentations and input from the various City of Flagstaff Boards and Commissions.
Dependent on the outcome of Phase I, the City may move forward with Phase II of the Study. Should the City move forward with Phase II, it is staff’s intent to negotiate the scope and fee with the consultant and process a change order for the delivery of Phase II services. Staff will bring approval of the change order for Phase II services to Council for approval at a future date.
Staff is proposing a two-phase approach to the Study. Phase I of the Study, is the development of conceptual engineering plans and Phase II of the Study will be the planning elements necessary to gain City Council approval of a Specific Plan.
Elements of the Specific Plan may include, but are not limited to, the development of a Citizen Participation Plan, Neighborhood Notification process, Site and Area Analysis, Public Facility Location analysis (schools, fire/police stations, libraries, parks), Concept Plan, Public Services, Traffic Analysis, Water/Wastewater Impact Analysis, School Impact Analysis, Police/Fire Protection Analysis, Economic Development Analysis, Cultural Resource Study and an Executive Summary.
Phase I of the project will be the conceptual design of the future public infrastructure and facilities location analysis. The conceptual design will be required to meet full City infrastructure standards including street improvements, potable water, sanitary sewer mains, storm drain systems, street lighting and associated appurtenances. This phase will also include developing a sanitary sewer system master plan for the area. A water system master plan has previously been developed for this area.
Phase I of the Study will require coordination with property owners in the area and public review via presentations and input from the various City of Flagstaff Boards and Commissions.
Dependent on the outcome of Phase I, the City may move forward with Phase II of the Study. Should the City move forward with Phase II, it is staff’s intent to negotiate the scope and fee with the consultant and process a change order for the delivery of Phase II services. Staff will bring approval of the change order for Phase II services to Council for approval at a future date.
Financial Impact:
Phase I of the Study is currently budgeted in the amount of $187,500 from the Miscellaneous Studies funding (001-09-402-3369-6). On January 22, 2018, the Budget Team approved $300,000 in additional project funding from the (FY2019) Mall Way/Route 66 Signal Project.
Traffic signal warrants for the the Mall Way/Route 66 Signal are dependent upon the development of all the remaining building pads at the Flagstaff Automall. Six building pads remain to be developed, and staff believes it will be many years before there will be a need to fund the signal project. Therefore, it is recommended (and supported by Budget Team) that $300,000 of the projected $400,000 FY 2019 allocation be re-appropriated to fund the Study. Staff recommends that the Mall Way/Route 66 Signal be funded through the renewal of the Transportation Tax.
Traffic signal warrants for the the Mall Way/Route 66 Signal are dependent upon the development of all the remaining building pads at the Flagstaff Automall. Six building pads remain to be developed, and staff believes it will be many years before there will be a need to fund the signal project. Therefore, it is recommended (and supported by Budget Team) that $300,000 of the projected $400,000 FY 2019 allocation be re-appropriated to fund the Study. Staff recommends that the Mall Way/Route 66 Signal be funded through the renewal of the Transportation Tax.
Policy Impact:
Phase I of the Study will provide conceptual engineering plans, cost estimates, public facility locations and a sanitary sewer master plan for the area as part of the Specific Plan. Phase II of the project will complete the Specific Plan, with Council approval, as a minor amendment to the Flagstaff Regional Plan 2030 to guide the future private development of public infrastructure, utilities and facilities (schools, fire/police stations, libraries, parks).
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan:
TRANSPORTATION AND OTHER PUBLIC INFRASTRUCTURE
Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
Has There Been Previous Council Decision on This:
Yes. Staff presented the Study concept to Mayor and City Council on October 25, 2016. At that meeting, Council directed staff to start work on the Study. Originally, the intent was to develop a plan for possible formation of an Improvement District.
Subsequent to the Council meeting of October 25, 2016, staff met with the City’s Bond Council to discuss various forms of community financing including Improvement Districts as well as Community Facility Districts. At that time Bond Council suggested that an Improvement District may be extremely difficult to pass given the diverse development plans of the surrounding property owners. This issue led to the decision to continue with the study as a Specific Plan to guide future development of public infrastructure, public facilities and financial partnership options in the area surrounding the John Wesley Powell Boulevard corridor.
Subsequent to the Council meeting of October 25, 2016, staff met with the City’s Bond Council to discuss various forms of community financing including Improvement Districts as well as Community Facility Districts. At that time Bond Council suggested that an Improvement District may be extremely difficult to pass given the diverse development plans of the surrounding property owners. This issue led to the decision to continue with the study as a Specific Plan to guide future development of public infrastructure, public facilities and financial partnership options in the area surrounding the John Wesley Powell Boulevard corridor.
Background and History:
On April 18, 2017, Purchasing posted a Request for Statement of Qualifications solicitation for Professional Services on the City of Flagstaff’s electronic bid website, and published an advertisement for the solicitation in the Arizona Daily Sun on April 19 and 26, 2017. On May 10, 2017, the City received four Statements of Qualifications (SOQs) from engineering consultant firms. A six-member selection committee reviewed and evaluated the statements. Based upon the numerical scoring of the SOQs, the evaluation committee determined to recommend award to Peak Engineering, Inc. City staff negotiated a final scope of work and fee schedule with Peak Engineering, Inc., and is bringing a recommendation to Council for consideration and approval to award the contract.