Consideration and Adoption of Resolution No. 2017-15: Grant Intergovernmental Agreement Amendment #2 for the Pine Knoll Drive Safe Routes to School FUTS Project. 

Approval of Amendment #2 of the Intergovernmental Agreement (IGA) will provide additional combined federal funding and City funding in the amount of $271,357 for construction of the project. This will fund City-requested scope additions and general inflation in construction costs. The additional improvements include a widened street, an additional traffic lane at the intersection of Pine Knoll Drive and Lone Tree Road and additional asphalt pavement replacement for the entire roadway of Pine Knoll from South San Francisco Street to Lone Tree Road. The project is planned for construction from July to August 2017. Please see attached context and vicinity maps for reference.

City funding of $155,425.00 will be allocated from the Road Repair and Street Safety Program fund (Account #046-06-116-3359-6) which has an available budget of $155,425.00 in FY 17 and $26,932.00 will be allocated from the Road Repair and Street Safety Program fund (Account #046-05-116-3331-6) which has an available budget of $262,448.28 in FY 17. The dedicated Federal (ADOT) funding amount for construction is $377,643.

Council Goals:
TRANSPORTATION AND OTHER PUBLIC INFRASTRUCTURE - Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.

Yes, Council approved the original IGA with the Arizona Department of Transportation (ADOT) at the February 5, 2013 Council Meeting and approved Amendment #1 to the IGA at the October 1, 2013 Council Meeting. 

1. Adopt Resolution No. 2017-15 approving Amendment #2 as recommended. Approval will allow for the project to be completed in calendar year 2017.
2. Not adopt Resolution No. 2017-15, rejecting Amendment #2. If rejection occurs, possible options include:
     a) Remove the additional scope out of the project and attempt to reduce the costs to the previously approved funding amount.
     b) Return the grant funding to ADOT and cancel the project.

The Pine Knoll Flagstaff Urban Trail System (FUTS) trail project is located between South San Francisco Street and Lone Tree Road in South Flagstaff and is adjacent to Northern Arizona University and Flagstaff Unified School District (FUSD) Kinsey School. Project improvements include installation of a 10' FUTS trail on the north side of Pine Knoll Drive and new roadway improvements including asphalt reconstruction, curb/gutter, and bicycle lanes.

The original IGA (SF01201C/01D/02C) was approved by City Council on February 5, 2013 in the amount of $400,128 for design and construction. Amendment #1 was approved on October 1, 2013 in the amount of $90,897 which approved additional costs for the design consultant services and that funding was provided by federal funds at no expense to the City.

The additional funding requested today will provide for full removal and replacement of roadway asphalt and a widened intersection at Lone Tree Road. These improvements are City-driven requests for scope expansion due to the degraded condition of the roadway and the need for improved operations at the intersection.

The original IGA states in Scope of Work, Section 2.d. that the City will be entirely responsible for all costs incurred in performing and accomplishing the work that exceed the federal funds available. The City has planned and budgeted the requested funds to adhere to the agreement with ADOT.
 

The expanded scope of the project will provide several necessary improvements for the City. The existing roadway asphalt is in poor condition and will be replaced with new asphalt and base materials that conform to current standards and will provide for a 20-year life expectancy for the roadway. Public Works evaluated the roadway condition in 2015 and established a rating of 47 (out of 100), which falls within Streets designation for reconstruction. Also, there will be an additional lane constructed on Pine Knoll that will receive south bound traffic from Lone Tree that is turning west. Currently, there is one lane that receives all turning traffic from north bound and south bound Lone Tree. After the improvements are constructed there will be two lanes that receive this traffic and this will reduce queuing and merging conflicts.

Cost increases above the original estimate are also a general result of finalizing design and construction work items and developing current cost estimates. Including these improvements with this project will utilize the existing construction effort to provide better economy of work and reduce impacts of a second construction project to the adjacent agencies and the community.

City funding of $155,425.00 will be allocated from the Road Repair and Street Safety Program fund (Account #046-06-116-3359-6) which has an available budget of $155,425.00 in FY 17 and City funding of $27,575.00 will be allocated from the Road Repair and Street Safety Program fund (Account #046-05-116-3331-6) which has an available budget of $262,448.28 in FY 17.

Any additional overages during the course of construction that the City is responsible for will be provided by the Road Repair and Street Safety Program fund (Account# 046-05-116-3331-6).

The Pine Knoll FUTS Project will increase safety for Kinsey School, Northern Arizona University (NAU), and the general community. It will also provide continuity between the existing San Francisco Street FUTS and the Lone Tree Road FUTS trails.

This project is an element in the Flagstaff Urban Trail System Plan. Planned projects are presented and prioritized annually at the Flagstaff Bicycle Advisory Board, Pedestrian Advisory Board, Open Spaces Commission, and the Transportation Commission. Capital staff has coordinated the design and construction expectations with both NAU and Kinsey School.

1. Approve Amendment #2 as recommended. Approval will allow for the project to be completed in calendar year 2017.
2. Reject Amendment #2. If rejection occurs, possible options include:
a) Remove the additional scope out of the project and attempt to reduce the costs to the previously approved funding amount. This will most likely necessitate additional funding to re-scope and re-design the project.
b) Return the project grant funding to ADOT and cancel the project. This will remove the improvement benefit to the community and forfeit the existing agreement with ADOT.