10.A.
City Council Meeting - FINAL
- Meeting Date:
- 10/06/2015
- From:
- Randy Whitaker, Project Manager
Information
TITLE:
Consideration of the Intergovernmental Agreement (IGA)/Joint Project Agreement (JPA): 15-0005388-I between the City of Flagstaff (City) and the Arizona Department of Transportation (ADOT) for the FY 2016 Highway Safety Improvement Program (HSIP), Design and Installation of Signs.
RECOMMENDED ACTION:
Approve the Intergovernmental Agreement between the City of Flagstaff and Arizona Department of Transportation in the amount of $265,000.00 with a no city matching funds required.
Executive Summary:
This project replaces signs (parking regulatory signs and bicycle/pedestrian warning signs) which will provide greater safety benefits in accordance with new minimum retroreflectivity Federal mandates. This IGA/JPA is for the installation of approximately 3,000 signs and will be administered by ADOT.
To date, there have been three JPA’s approved for this project. The original IGA/JPA was for the inventory of all signs citywide. The second for the design and construction of Phase I and the third was for the design of Phase II. Approving this IGA/JPA will obligate Federal HSIP funding in the amount of $265,000.00 for installation of Phase II.
City is responsible for all actual costs exceeding the final bid, any overage, unforeseen conditions or circumstances, compensation for project delays attributable to the City and shall maintain all signage for the life of the equipment.
To date, there have been three JPA’s approved for this project. The original IGA/JPA was for the inventory of all signs citywide. The second for the design and construction of Phase I and the third was for the design of Phase II. Approving this IGA/JPA will obligate Federal HSIP funding in the amount of $265,000.00 for installation of Phase II.
City is responsible for all actual costs exceeding the final bid, any overage, unforeseen conditions or circumstances, compensation for project delays attributable to the City and shall maintain all signage for the life of the equipment.
Financial Impact:
This IGA/JPA will fund the installation of signs in the amount of $265,000. The total cost of the Sign Replacement Plan is estimated to be $894,000.00 and will be paid for from HSIP funds. The federal share is funded at $894,000.00 (100%).
Connection to Council Goal and/or Regional Plan:
Regional Plan 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.
Has There Been Previous Council Decision on This:
Yes – Original IGA/JPA for FY 2010 HSIP funds awarded on July 20, 2010 in the amount of $175,000.00 with an Amendment One on June 10, 2011 for an additional $50,000.00. An IGA/JPA was approved in November 2013 for design and construction of Phase I for $300,000.00. The design for Phase II was approved on June 8, 2015 for $36,891.00.
Options and Alternatives:
Approve the IGA/JPA as presented. This IGA/JPA will authorize the funds for the project up to the maximum available. Upgraded signs will achieve greater safety by maintaining to minimum federal reflectivity standards.
Provide direction for revisions and future Council consideration
Reject the IGA/JPA. This will not obligate the additional funding and City would have to reimburse FHWA for any cost already spent on Phase II.
Provide direction for revisions and future Council consideration
Reject the IGA/JPA. This will not obligate the additional funding and City would have to reimburse FHWA for any cost already spent on Phase II.
Background/History:
The purpose of the Highway Safety Improvement Program (HSIP) is to achieve a significant reduction in traffic fatalities and serious injuries on public roads. This is to be accomplished through the development and implementation of the Strategic Highway Safety Plan (SHSP), which is a statewide-coordinated safety plan that provides a comprehensive framework for reducing highway fatalities and serious injuries on all public roads. SHSP is intended to identify the state’s key safety needs and guide HSIP investment decisions. Funding is from the U.S. Department of Transportation, Federal Highway Administration through the Arizona Department of Transportation which is responsible for administering the HSIP in Arizona.
Key Considerations:
The 2010-11 IGA/JPA entered into between the City and ADOT developed a video log and inventory of all the signs within the City. As part of the sign inventory a Sign Replacement Plan was developed that separated the regulatory, warning and guide signs into replacement phases. This IGA/JPA is the second phase and will replace parking regulatory signs and bicycle/pedestrian warning signs.
The HSIP funds must have an approved IGA/JPA to be obligated by ADOT. Any funding not obligated by the City or County in the FMPO Region within this fiscal year is returned to ADOT.
The HSIP funds must have an approved IGA/JPA to be obligated by ADOT. Any funding not obligated by the City or County in the FMPO Region within this fiscal year is returned to ADOT.
Expanded Financial Considerations:
The sign replacement funding per fiscal year are in the following amounts:
FY 2014 - $300,000
FY 2016 - $297,000
FY 2018 - $297,000
FY 2014 - $300,000
FY 2016 - $297,000
FY 2018 - $297,000
Community Benefits and Considerations:
Provide additional safety and reduced maintenance cost.
Community Involvement:
Inform
Although there has been no formal public involvement process, this project has been approved by the Flagstaff Metropolitan Planning Organization for inclusion in the Transportation Improvement Program.
Although there has been no formal public involvement process, this project has been approved by the Flagstaff Metropolitan Planning Organization for inclusion in the Transportation Improvement Program.