Consideration and Approval of Contract:  Change Order Number 4 with Peak Engineering, Inc., in the amount of $115,353.34 and add 540 calendar days for the design work associated with the potential alternative alignment of the new JW Powell Boulevard extension to Fourth Street. 

1. Approve Change Order Number 4 with Peak Engineering, Inc.; in the amount of $115,353.34;
2. Add 540 calendar days to the design services contract; and
3. Authorize the City Manager to execute the necessary documents.

Change Order Number 4 will compensate Peak Engineering, Inc., for the expanded services, coordination, and public outreach for the development of a potential alternative alignment of JW Powell Boulevard extension to Fourth Street. This potential realignment of the roadway would relocate the regional arterial from the rural residential neighborhood along the South Fourth Street Corridor. The scope of this change order will include the conceptual roadway design, design of the public utilities, a re-evaluation and exhibit of the resource protection resources, a revision of the preliminary drainage analysis, as well as an updated construction cost comparison for the proposed alternative alignment. Moreover, the scope includes resources for up to 10 additional meetings with residents of the Fourth Street Neighborhood, large property owners, a community-wide open house, boards or commissions, or the City Council.

Funding for Change Order Number 4, $115,353.34, will come from the Neighborhood Plans account 048-05-119-3460-6-4426 for the community partnering portion of Proposition 419 funding which was approved by voters in November 2018. Funding in this account is $250,000.00 for FY 2021-22.

Current authorized funding for this project is $42,145.00 for FY 2021-22, which is located in account number 001-09-402-3369-6.

Sustainable, Innovative Infrastructure
Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs
 
Environmental Stewardship
Actively manage and protect all environmental and natural resources

Council Goal 2017 – 2019 - Transportation and Other Public Infrastructure
Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
 
Council Goal 2017 – 2019 - Environmental and Natural Resources
Actively manage and protect all environmental and natural resources
 
Region Plan Goal – Environmentally Sensitive Lands Goals and Policies
Goal E&C.7. Give special consideration to environmentally sensitive lands in the development design and review process.

Team Flagstaff Strategic Plan – Priority 3
Deliver outstanding services through a healthy environment, resources, and infrastructure.

The JW Powell Specific Plan Study Project has been before City Council three times in the past five years. The first occurrence was a Council Work Session on 25 October 2016 with a discussion on Infrastructure and Public Facilities Planning and Engineering in the John Wesley Powell Boulevard area. The second occurrence was on 6 February 2018, for the award of contract to Peak Engineering for the JW Powell Specific Plan Study which is currently underway. Additionally, the JW Powell Specific Plan Study was discussed during the Capital Programming update on 24 April 2020. The most current City Council presentation was on 27 October 2020, when the JW Powell Design Team presented the latest design work and the land use framework for the currently designed South Fourth Street alignment. 

1. Approve Change Order Number 4 with Peak Engineering, Inc;. in the amount of $115,353.34 and add 540 calendar days as recommended; or
2. Reject Change Order Number 4, which will forfeit the opportunity for the City to further investigate alternative designs for the JW Powell Boulevard alignment.    

On 20 February 2018, City Council approved the contract with Peak Engineering, Inc. for the John Wesley Powell Area Specific Plan Study 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.).

In November 2018, voters approved Proposition 419 which allocated funding for roadway and bike and pedestrian improvements along the future John Wesley Powell Boulevard extension. 

On 27 October 2020, City Staff and the JW Powell Design Team presented an update to City Council regarding the current design work and the Land Use Framework.  

On 28 January 2021, the JW Powell Design Team conducted a corporate meeting with the small-parcel property owners and consequential one-on-one meetings with small-parcel property owners who requested to meet regarding specifics to their respective parcels. Starting in May 2021, the JW Powell Design Team began to meet with the large-parcel property owners individually and are still continuing to do so. 

Based on meetings with the small-parcel property owners and feedback received during these meetings, the design team found numerous small-parcel property owners were not supportive of a four-lane, regional arterial roadway going through their neighborhood. Meanwhile, when the meetings with the large-parcel property owners were first beginning, there was an opportunity presented by a representative of two of the large-parcel properties which could allow for a potential realignment of the roadway, thus, removing the regional arterial from the rural residential neighborhood. This unique opportunity has led to meetings between City Staff and the other large parcel property owners to see if there is consensus and agreement on a proposed new alignment. City Staff is currently working to schedule a meeting with the final, directly impacted, large parcel property owner. Based on the support of an alternative alignment from the other large property owners, feedback from the small parcel property owners (those along the South Fourth Street Corridor), and consideration of the area’s natural resources, the design work for the alternative alignment is being requested with this Change Order Number 4.

The original design contract included a $30,000.00 Change Order Authority. Change Order Number 1 used $12,925.00 of the $30,000.00 balance, leaving a balance of $17,075.00. The Change Order Number 3 used the remaining change order authority balance of $17,075.00 as well as an additional $24,326.00 which was funded from the Neighborhood Plans account. The funding for this change order will also come from the Neighborhood Plans account.

Breakdown of Project Change Orders:
Original Change Order Authority        $30,000.00
Change Order #01                              $12,925.00; 96 calendar days
Change Order #02                              $0 dollar amount; 262 calendar days
Change Order #03                              $41,401.25; 30 calendar days
Change Order #04                              $115,353.34; 540 calendar days
Change Order Authority Remaining $0
Costs Exceeding Change Order Authority $115,353.34

The exceeding value of $115,353.34 will be funded from the Neighborhood Plans account 048-05-119-3460-6-4426 for the community partnering portion of Proposition 419 funding which was approved by voters in November 2018. Funding in this account is $250,000.00 for FY 2021-22.

Current authorized funding for this project is $42,145.00 for FY 2021-22, which is located in account number 001-09-402-3369-6.

Change Order Number 4 will allow the JW Powell Design Team to conduct additional meetings with property owners, boards and commissions, and/or City Council. This public outreach will also involve support from the sub-consultant Beta Public Relations (BetaPR) to assist with public meetings.