11.A.
City Council Meeting - FINAL (AMENDED)
- Meeting Date:
- 11/16/2021
- Co-Submitter:
- James Boyer
- From:
- Trevor Henry, Project Manager
Information
TITLE:
Consideration and Adoption of Resolution No. 2021-51: A resolution of the Flagstaff City Council, approving a Utility Agreement between the State of Arizona Department of Transportation and the City of Flagstaff, authorizing the City to transfer $87,625 to allow the State of Arizona to adjust City of Flagstaff water valves and sewer manholes to grade during the ADOT Pavement Preservation Project along Milton Road and Interstate - 40 Business Route.
STAFF RECOMMENDED ACTION:
1) Read Resolution No. 2021-51 by title only
2) City Clerk reads Resolution No. 2021-51 by title only (if approved above)
3) Adopt Resolution No. 2021-51
2) City Clerk reads Resolution No. 2021-51 by title only (if approved above)
3) Adopt Resolution No. 2021-51
Executive Summary:
Approve the Utility Agreement (UA) between the City of Flagstaff (City) and Arizona Department of Transportation (ADOT) that will transfer City funds to ADOT for the utility adjustments within Milton Road and Interstate 40 Business Route included in ADOT’s Pavement Preservation Project (Project). Approval of the UA will authorize ADOT to secure the Utility Clearance required for use of Federal funds, allowing ADOT to release their bid solicitation. Approval of the UA will authorize the City to provide funds in the amount of $87,625.00 for the advertising, bid, award, and valve and manhole adjustments within Milton Road and Interstate 40 Business Route. The work will be performed with ADOT’s Project contractor. Funds for the work will come from the Water Services program, and the City will be responsible for all actual costs exceeding the initial estimate.
Financial Impact:
This council action will approve funding for ADOT to advertise, bid, award, and valve and manhole adjustments within Milton Road and Interstate 40 Business Route in an amount of $87,625 as defined in Exhibit A to the UA. The funding will be paid from the Water Services program, account #202-08-385-3157-0-4433.
Policy Impact:
No Impact.
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Sustainable, Innovative, Infrastructure: Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
Regional Plan
Chapter IV - Water Resources, Goal WR.2. Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources.
Sustainable, Innovative, Infrastructure: Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
Regional Plan
Chapter IV - Water Resources, Goal WR.2. Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources.
Has There Been Previous Council Decision on This:
No specific Council action has been issued with this utility agreement.
Options and Alternatives:
- Approve the UA that will authorize City funding to pay $87,625 for work related to the utility adjustments for City water and wastewater infrastructure; or
- Reject the UA, which will forfeit the opportunity for work to be completed with ADOT’s Project.
Background and History:
ADOT has programmed, planned, and designed a project to rehabilitate the existing pavement section within the roadway limits of Milton Road and Interstate 40 Business Route. The ADOT Project is scheduled to take place during the construction season of 2022.
The City has water and wastewater infrastructure within the roadway limits of Milton Road and Interstate 40 Business Route. The infrastructure is identified as water valves and sewer manholes. ADOT will be resetting 37 water valves and 27 manholes within ADOT’s project limits. The City and ADOT have been coordinating a plan to have City funds transferred to ADOT to be used in the pavement preservation project.
In 2021, ADOT disclosed its intentions to deliver its pavement preservation project. The City and ADOT discussed the idea of a funds transfer to ADOT for use in their project to adjust the water valves and sewer manholes. This idea would provide assurance for ADOT to secure their utility clearance to allow the release of federal funds.
ADOT estimated the cost to advertise, bid, award, water valve, and manhole adjustments at $87,625.
The City has water and wastewater infrastructure within the roadway limits of Milton Road and Interstate 40 Business Route. The infrastructure is identified as water valves and sewer manholes. ADOT will be resetting 37 water valves and 27 manholes within ADOT’s project limits. The City and ADOT have been coordinating a plan to have City funds transferred to ADOT to be used in the pavement preservation project.
In 2021, ADOT disclosed its intentions to deliver its pavement preservation project. The City and ADOT discussed the idea of a funds transfer to ADOT for use in their project to adjust the water valves and sewer manholes. This idea would provide assurance for ADOT to secure their utility clearance to allow the release of federal funds.
ADOT estimated the cost to advertise, bid, award, water valve, and manhole adjustments at $87,625.
Key Considerations:
Approval and execution of the UA outlines the terms and conditions of this agreement and the responsibilities for the City. The agreed upon work described in the UA will accommodate the adjustments of the City’s water and wastewater infrastructure. ADOT will be administering their pavement preservation project, including the work described in the UA.
Community Benefits and Considerations:
Funding in the amount of $87,625 will come from the Water Services program, 202-08-385-3157-0-4433. The City will be responsible and pay for the difference between the estimated and actual costs for the ADOT project.
Community Involvement:
ADOT will be managing the Project and overseeing the effects from construction.