Consideration and Approval of Grant: Arizona Department of Transportation Intergovernmental Agreement for the Frontage Road 40 Pavement Preservation Overlay Project, aka East Route 66 South of the Flagstaff Mall near Wildcat Waste Water Treatment Plant.

Approval of the IGA/JPA between ADOT and the City will allow the project to move forward with design of approximately 9,200 linear feet of asphalt mill and overlay roadway improvements on FR 40, in the vicinity of the Wildcat Waste Water Treatment Plant (see attached map). 

Subsidiary Decisions Points: A subsequent IGA/JPA will be presented to City Council for the construction phase of the project.

The current total estimated cost of the project is $1,442,805 and is detailed as follows:

DESIGN	CONSTRUCTION	TOTAL
$158,550.00	$1,284,255.00	$1,442,805.00

This Council action will approve the funding for the design phase of the project in the amount of $158,550, which includes $8,550 of required City of Flagstaff contribution. The City is responsible for costs above the $158,550 limit. 

Repair, replace, maintain infrastructure (Streets and Utilities).

No specific Council action has been issued with this agreement.

• Approve the IGA/JPA to provide $150,000 in STP funding and $8,550 in City of Flagstaff funding.
• Reject the IGA/JPA, which would forfeit the STP funding and necessitate suspension or cancellation of the project.

The FR 40 Overlay Project area is located south of the Flagstaff Mall and extends from El Paso Flagstaff Road to a point 9,200 linear feet to the east. This frontage road is also a section of Historic Route 66. The roadway ownership was transferred from ADOT to the City of Flagstaff in 2008 as part of the construction agreement for the East Flagstaff Traffic Interchange. At that time, it became the maintenance responsibility of the City.

STP funding is provided through the State of Arizona and will be applied to the project's design and construction. The City of Flagstaff was granted self-administration for design and ADOT will administer construction of the project. This IGA/JPA outlines the terms and conditions of the agreement as well as the responsibilities of the City and ADOT during the design stage. The historic status of this section of Route 66 will be evaluated for impacts during the design phase.

The total project (including design and construction) has approved STP funding in the amount of $1,365,000. Funding for City staff administrative time in the amount of $80,000 is included in the STP funding. The City will be responsible for paying a 5.7% funding match in the amount of $8,550 for design and $69,255 for construction, and will be obligated to pay for any project overruns. Funding is anticipated to be budgeted in FY 15 in the amount of $190,800 in the Transportation fund account number 040-05-112-3303-6 to cover project expenses. Funding will be rolled forward to cover the City’s share of construction costs in FY16 and any remaining balance at the end of the project will be returned to the Transportation fund.  

This section of FR 40 is currently a deteriorated roadway surface that has large cracks and potholes. It currently has an Overall Condition Index (OCI) rating of 28.4 out of 100. This project will provide an improved roadway surface for the traveling public. This STP funding reduces the City's overall estimate for future improvements as referenced in the Road Repair & Street Safety Initiative. 

Community involvement related to this grant has been coordinated between the City of Flagstaff and ADOT.