10.A.
City Council Meeting - FINAL
- Meeting Date:
- 10/01/2013
- From:
- Christine Cameron, Project Manager II
Information
TITLE:
Consideration and Approval of Grant Intergovernmental Agreement Amendment #1: Pine Knoll Drive Safe Routes to School Project.
RECOMMENDED ACTION:
Approve Amendment #1 to the existing Intergovernmental Agreement/Joint Project Agreement (IGA) between the City of Flagstaff and Arizona Department of Transportation (ADOT) for additional grant funds in the amount of $90,897.00 for design services and ADOT review fees.
Policy Decision or Reason for Action:
Approval of Amendment #1 of the IGA between the City of Flagstaff and ADOT will provide additional funding for design services and ADOT review fees to design and construct the Pine Knoll Safe Routes to School Project.
Financial Impact:
The current total estimated project cost for the project is $491,025 and is detailed as follows:
Design: $202,382
Construction: $288,643
The Safe Routes to Schools Grant covers 100% of costs up to $491,025 and the City is responsible for costs above the grant amount. The City has $80,000 in contingency funding budgeted for possible cost overruns and staff time. The funding will be provided by the Flagstaff Urban Trail System program, account number 051-7580-632.
Design: $202,382
Construction: $288,643
The Safe Routes to Schools Grant covers 100% of costs up to $491,025 and the City is responsible for costs above the grant amount. The City has $80,000 in contingency funding budgeted for possible cost overruns and staff time. The funding will be provided by the Flagstaff Urban Trail System program, account number 051-7580-632.
Connection to Council Goal:
Maintain and deliver quality, reliable infrastructure.
Has There Been Previous Council Decision on This:
Yes, Council approved the original IGA for this project at the February 5, 2013 Council Meeting.
Options and Alternatives:
Approve the IGA Amendment #1 to cover additional design and review cost associated with the project.
Reject the IGA Amendment #1, which would forfeit the project funding and suspend or cancel the project.
Reject the IGA Amendment #1, which would forfeit the project funding and suspend or cancel the project.
Background/History:
The Pine Knoll Safe Routes to School project area is located between South San Francisco Street and Lone Tree Road, and adjacent to Northern Arizona University and Kinsey School in South Flagstaff. Project improvements include installation of bicycle lanes on Pine Knoll Drive, and a multi-use Flagstaff Urban Trail on the north side of Pine Knoll Drive.
The original IGA was approved by Council on the February 5, 2013 Council meeting. This past spring, ADOT managed the engineering design consultant selection for the project and the consultant fees are $25,897 higher than anticipated. This cost increase is attributed to the federal grant compliance requirements for design of the project. ADOT also finalized an evaluation of their internal review staff time and raised the ADOT review fee from $5,000 to $70,000 in an effort to increase recapture of their review cost. Both of these items add up to an increase of $90,897. Since both of these increases were driven by the ADOT process, ADOT agreed to provide the additional funding to cover the expense.
The original IGA was approved by Council on the February 5, 2013 Council meeting. This past spring, ADOT managed the engineering design consultant selection for the project and the consultant fees are $25,897 higher than anticipated. This cost increase is attributed to the federal grant compliance requirements for design of the project. ADOT also finalized an evaluation of their internal review staff time and raised the ADOT review fee from $5,000 to $70,000 in an effort to increase recapture of their review cost. Both of these items add up to an increase of $90,897. Since both of these increases were driven by the ADOT process, ADOT agreed to provide the additional funding to cover the expense.
Key Considerations:
ADOT will provide 100% of the cost increase to allow the project to move forward. The City will not have any additional funding requirements due to these changes.
Aside from the funding increase, there were two other minor changes to the original IGA:
1. Clarification of the timing of the Safe Routes to School baseline data collection. The original IGA required it to happen in the first full school month after project kick off. The amendment allows for collection anytime during the school year to provide better timing and flexibility of the data collection.
2. ADOT indirect costs are not included in this project due to the fact that Pine Knoll is a Local Project. Indirect cost charges are only applicable to State Projects. Therefore, this item needed to be removed.
Aside from the funding increase, there were two other minor changes to the original IGA:
1. Clarification of the timing of the Safe Routes to School baseline data collection. The original IGA required it to happen in the first full school month after project kick off. The amendment allows for collection anytime during the school year to provide better timing and flexibility of the data collection.
2. ADOT indirect costs are not included in this project due to the fact that Pine Knoll is a Local Project. Indirect cost charges are only applicable to State Projects. Therefore, this item needed to be removed.
Community Benefits and Considerations:
Approval of the IGA Amendment will start the process for design and construction of the bike lanes and pedestrian path to increase safety for Kinsey School and Northern Arizona University, and to provide continuity between the San Francisco Street and Lone Tree Road multi-purpose paths.
Community Involvement:
This project is an element of the Flagstaff Urban Trail System Plan. Plan projects are presented and prioritized annually at the Flagstaff Bike Advisory Board, Pedestrian Advisory Board, Open Spaces Commission, and the Transportation Commission. The project has been programmed in the City Five year Capital Plan.