9.A.
City Council Meeting - FINAL
- Meeting Date:
- 12/03/2013
- From:
- James Duval, Sr. Project Manager
Information
TITLE:
Consideration and Approval of Contract: Third Amendment to Transit Service Intergovernmental Agreement (IGA) to provide City Project Management Services to the Northern Arizona Intergovernmental Public Transportation Authority (NAIPTA) for the Bus Facility Expansion Project.
RECOMMENDED ACTION:
Approve the Third Amendment to the Transportation Service Intergovernmental Agreement with the Northern Arizona Intergovernmental Public Transit Authority (NAIPTA).
Policy Decision or Reason for Action:
Approving the Third Amendment to the Transit Service Intergovernmental Agreement (IGA) will allow the City and NAIPTA to move forward with Project Management and contract administration for the NAIPTA Bus Facility Expansion Project.
Financial Impact:
NAIPTA will reimburse the City for Project Management Services in an amount not to exceed $70,000.00.
Connection to Council Goal:
Effective governance.
Has There Been Previous Council Decision on This:
Yes - the original IGA was approved by Council on July 1, 2006, and this was the first IGA between NAIPTA and the City to establish Transit Services. The first amendment to the IGA was approved by Council on June 18, 2008 and established an agreement in the construction and development of a Parking Lot and Transfer Center on Phoenix Avenue between Mike’s Pike and Beaver St. The second amendment to the IGA was approved by Council and authorized the construction of the NAIPTA Comfort Station on December 12, 2011 at the Downtown Transfer Station.
Options and Alternatives:
- Approve the IGA as presented
- Provide direction for revisions and further Council consideration
- Reject the IGA and inform NAIPTA that Project Management and Federal grant compliance during construction will not be provided by the City
Background/History:
NAIPTA's recent approval of the Flagstaff Regional 5-year and Long Range Transit Plan, along with the 2008 voter approved ballot measures 402 and 403, call for an increased frequency and route expansion, which are planned for FY 2015. Ballot measures 402 and 403 as approved by Voters, and currently in place, are the extension and increase of a dedicated transit tax, expanded services and frequency, the development and operations of Mountain Link, and the purchase of hybrid-electric buses. Based on these factors, NAIPTA’s growth is necessitating the construction of a dedicated bus storage facility, wash bay, and fuel island.
This proposed construction is the final phase of NAIPTA's Transit Operations Center which is jointly funded by the Federal Transit Administration (FTA), the State of Arizona, Coconino County, and the City. The Phase 1 buildings were constructed and completed almost six years ago as part of a full rehabilitation of an existing car dealership. The rehabilitation and construction served as Phase 1 of a two-phase build-out. Unfortunately, at that time, adequate funds were not available to complete the bus storage facility. Current maintenance facilities serve as covered parking for a maximum of 13 buses. Until the Mountain Link route expansion, this existing facility provided reasonable accommodations for approximately 70% of the fleet. Through the addition of Mountain Link in 2011, roughly half of NAIPTA's fleet is now left uncovered nightly. The proposed facility expansion will satisfy NAIPTA’s current needs and it will provide adequate fleet storage for planned route expansions in FY 2015. FTA has provided direction to transit systems across the county to maintain fleets in a “State of Good Repair”.
With the inclusion of a bus wash facility on site, NAIPTA understands the importance of daily preventative maintenance. This facility will reduce current washing labor by 50% and water usage by about 40%, as well as staff resources. The addition of the fuel island will yield approximately $50,000 annual savings in off-site fuel costs and operator expenses, as the fixed-route drivers’ travel about a mile off-route to re-fuel before bringing the bus back to the Transit Operations Center.
NAIPTA has started the process for the design and construction of the Bus Facility Expansion Project. This project is funded in part by FTA grant monies. NAIPTA has completed the qualifications based selection process for the selection of a Design Build Contractor. On September 20, 2013, NAIPTA signed a contract with Kinney Construction Services of Flagstaff, Arizona to provide the design and construction services for the Bus Facility Expansion Project.
This proposed construction is the final phase of NAIPTA's Transit Operations Center which is jointly funded by the Federal Transit Administration (FTA), the State of Arizona, Coconino County, and the City. The Phase 1 buildings were constructed and completed almost six years ago as part of a full rehabilitation of an existing car dealership. The rehabilitation and construction served as Phase 1 of a two-phase build-out. Unfortunately, at that time, adequate funds were not available to complete the bus storage facility. Current maintenance facilities serve as covered parking for a maximum of 13 buses. Until the Mountain Link route expansion, this existing facility provided reasonable accommodations for approximately 70% of the fleet. Through the addition of Mountain Link in 2011, roughly half of NAIPTA's fleet is now left uncovered nightly. The proposed facility expansion will satisfy NAIPTA’s current needs and it will provide adequate fleet storage for planned route expansions in FY 2015. FTA has provided direction to transit systems across the county to maintain fleets in a “State of Good Repair”.
With the inclusion of a bus wash facility on site, NAIPTA understands the importance of daily preventative maintenance. This facility will reduce current washing labor by 50% and water usage by about 40%, as well as staff resources. The addition of the fuel island will yield approximately $50,000 annual savings in off-site fuel costs and operator expenses, as the fixed-route drivers’ travel about a mile off-route to re-fuel before bringing the bus back to the Transit Operations Center.
NAIPTA has started the process for the design and construction of the Bus Facility Expansion Project. This project is funded in part by FTA grant monies. NAIPTA has completed the qualifications based selection process for the selection of a Design Build Contractor. On September 20, 2013, NAIPTA signed a contract with Kinney Construction Services of Flagstaff, Arizona to provide the design and construction services for the Bus Facility Expansion Project.
Key Considerations:
It is NAIPTA’s desire to have the City provide Project Management and contract administration services for the Design Build contract for the Bus Facility Expansion Project. NAIPTA will reimburse the City for this service. It is anticipated that Project Management services will take approximately 570 man-hours for the project spanning the period between design, construction and issuance of the Certificate of Occupancy.
Expanded Financial Considerations:
The recommended agreement will require NAIPTA to reimburse the City for Project Management services not to exceed $70,000. It is anticipated that 570 man-hours will be required to complete the Project Management services. The full burden rate for a Senior Project Manager is $122.56/hour. NAIPTA will only be billed for hours actually required to complete the City provided services.
Community Benefits and Considerations:
The bus facility expansion project is consistent with the ballot propositions as approved, the overall objective of the FTA to ensure bus fleets around the county are kept in a state of good repair, the objectives of the Flagstaff Area Regional Land Use and Transportation Plan, the FMPO Regional Transportation Plan, and NAIPTA’s 5-year and Long Range Transit Plan. The expansion facility is necessary to maintain bus operations in support of the transit route operations.
Community Involvement:
There has been no community involvement specific to this amendment of the IGA. However, there has been community involvement in the site planning and Conditional Use Permits issued by the City for the NAIPTA project.
NAIPTA brought this plan expansion forward for discussion and direction with their Board of Directors (BOD) early in the process. The BOD approved the pursuit of Federal funds for this project on February 13, 2012. NAIPTA’s Technical Advisory Committee and BODs has received quarterly updates on the project’s design and financing progress.
Site Plan and Conditional Use Permit approvals required a Public Hearing, which was held on April 25, 2012. Prior to that, NAIPTA held a “Good Neighbor Meeting and Open House” on March 20, 2012 and staff attended the adjacent neighborhood’s Homeowner’s Association Meeting on April 18, 2012 to address questions from the public. The neighborhood expressed appreciation in the proposed project, especially with the internal storage of the fleet. There was also a positive response to having the Vehicle Pre-trip Inspections occur undercover and not out in the open.
NAIPTA brought this plan expansion forward for discussion and direction with their Board of Directors (BOD) early in the process. The BOD approved the pursuit of Federal funds for this project on February 13, 2012. NAIPTA’s Technical Advisory Committee and BODs has received quarterly updates on the project’s design and financing progress.
Site Plan and Conditional Use Permit approvals required a Public Hearing, which was held on April 25, 2012. Prior to that, NAIPTA held a “Good Neighbor Meeting and Open House” on March 20, 2012 and staff attended the adjacent neighborhood’s Homeowner’s Association Meeting on April 18, 2012 to address questions from the public. The neighborhood expressed appreciation in the proposed project, especially with the internal storage of the fleet. There was also a positive response to having the Vehicle Pre-trip Inspections occur undercover and not out in the open.