Consideration and Adoption of Resolution No. 2018-20: A resolution approving Arizona Department Of Transportation Grant Intergovernmental Agreement Amendment #1 for the Fourth Street FUTS Project

Approval by the City Council of Amendment #1 of the Intergovernmental Agreement (IGA) will provide additional combined Federal funding and City funding in the amount of $129,470 for construction of the project. This will fund City-requested scope additions and general inflation in construction costs. The project is planned for construction from July to September 2018. Please see attached context and vicinity maps for reference.

Additional City funding of $105,470 will be allocated from several accounts:

1) Fourth Street FUTS (Account #045-05-111-3029-5) which has a budget of $76,590 in FY18 and available balance of $54,000 for construction and staff time charges.
 
The remainder will be provided from other FUTS project accounts that are deferred or estimated to have savings from the current fiscal year:
 
2) $45,000 – from FUTS Special Projects (045-05-111-3001-5) which has an available balance of $50,000 in FY18. This fund provides a contingency for annual unplanned projects.
 
3) $21,392 – from El Paso Trail FUTS Project (045-05-111-3026-5) which has an available balance of $21,392 in FY18. This project will be deferred to a future fiscal year.
 
4) $11,000 – from Sheep Crossing Trail FUTS (Account #045-05-111-3305-5) which has an available balance of $458,722 in FY18. Based on year-end estimates, this entire fund will not be expended this fiscal year. This project will be completed with future funding for FY19 and FY20.

5) $11,000 – from Switzer Canyon Trail FUTS (Account #045-05-111-3023-5) which has an available budget of $599,829 in FY18. Based on year-end estimates, this entire fund will not be expended this fiscal year. This project will be completed with future funding for FY19 and FY20.

Additional Federal grant funding of $24,000 has also been provided to the construction budget. The total City funding responsibility for construction is $134,000 and the total Federal funding responsibility is $496,000. 

None

Council Goal:
Transportation and Other Public Infrastructure –
Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
 
Regional Plan:
Bicycle Infrastructure Goals and Policies
Goal T.6. Provide for bicycling as a safe and efficient means of transportation and recreation.
Policy T.6.2. Establish and maintain a comprehensive, consistent, and highly connected system of bikeways and FUTS trails.

Team Flagstaff Strategic Plan:
Foster a resilient and Economically Prosperous City:
Enhance the organization’s fiscal stability and resourcefulness.

Yes, Council approved the original IGA with the Arizona Department of Transportation (ADOT) at the February 2, 2015, Council Meeting.

1. Adopt Resolution No. 2018-20 approving Amendment #1 as recommended. Approval will allow for the project to be completed in calendar year 2018.
2. Not adopt Resolution No. 2018-20, rejecting Amendment #1. 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 Fourth Street FUTS project is located in central Flagstaff and extends from Huntington Drive to Butler Avenue, for approximately 4,000 linear feet. There is approximately 1,200 linear feet of trail already completed in this area adjacent to new development and this project will infill the remainder to provide a complete FUTS trail section. This project will connect an existing trail section that ends at Huntington Drive. The future Fourth Street widening project and Butler intersection realignment will provide the community a complete connection between the north Fourth Street and Route 66 corridors and the Foxglenn and Country Club neighborhoods to the east.

The original IGA states in Scope of Work, Section 2.e. 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.

Transportation Enhancement funding is provided by the Federal Highways Administration, through the State of Arizona. This additional funding will be provided for the project construction. This IGA Amendment outlines the construction cost responsibilities of both agencies. 

The expanded scope of the project will provide necessary improvements to the City FUTS facility. Cost increases above the original estimate are a general result of finalizing design and construction work items and developing current cost estimates.

The original IGA included a construction cost share for the City in the amount of $28,530 and a federal share of $472,000. Additional City funding of $105,470 will be allocated from several accounts:

1. Fourth Street FUTS (Account #045-05-111-3029-5) which has a budget of $76,590 in FY18 and available balance of $54,000 for construction and staff time charges.
 
The remainder will be provided from other FUTS project accounts that are deferred or estimated to have savings from the current fiscal year:
 
2. $45,000 – from FUTS Special Projects (Account #045-05-111-3001-5) which has an available balance of $50,000 in FY18. This fund provides a contingency for annual unplanned projects.
 
3. $21,392 – from El Paso Trail FUTS Project(Account #045-05-111-3026-5) which has an available balance of $21,392 in FY18. This project will be deferred to a future fiscal year.
 
4. $11,000 – from Sheep Crossing Trail FUTS (Account #045-05-111-3305-5) which has an available balance of $458,722 in FY18. Based on year-end estimates, this entire fund will not be expended this fiscal year. This project will be completed with future funding for FY19 and FY20.

5. $11,000 – from Switzer Canyon Trail FUTS (Account #045-05-111-3023-5) which has an available budget of $599,829 in FY18. Based on year-end estimates, this entire fund will not be expended this fiscal year. This project will be completed with future funding for FY19 and FY20.

Additional Federal grant funding of $24,000 has also been provided to the construction budget. The total City funding responsibility for construction is $134,000 and the total Federal funding responsibility is $496,000.   

Any additional overages recognized after project bidding or during the course of construction that the City is responsible for will be provided by the above FUTS fund accounts.

Although there has been some FUTS trail installation in conjunction with a multi-family residential development project, there are still several legs of uncompleted trail along Fourth Street. This funding allows the City to provide the community with a safe and aesthetically pleasing corridor for multi-modal transportation and reduces the City's cost in the delivery of the project.

This project is an element of the Flagstaff Urban Trails System Plan. Planned projects are presented and prioritized annually at the Flagstaff Bicycle Advisory Committee, Pedestrian Advisory Committee, Open Spaces Commission, and the Transportation Commission. The project has been programmed in the City Five-Year Capital Plan. The project has also been presented and scoped with adjacent property owners.