Consideration and Approval of Contract: Approve Change Order No. 3 to the Professional Services Contract with Burgess & Niple, Inc. in the amount of $2,262,434.00 and add 730 calendar days for the Butler-Fourth Improvements Project.
 

1. Approve Change Order No. 3 to the Professional Services Contract with Burgess & Niple, Inc. in the amount of $2,262,434.00 for the Butler-Fourth Improvements Project; 
2. Add 730 calendar days to the Professional Services Contract; and
3. Authorize the City Manager to execute the necessary documents.

Approval of Change Order No. 3 of the Professional Services Contract with Burgess & Niple, Inc. will authorize completion of the engineering design; Phase B. 

Phase B will consist of 60%, 90% & 100% Plans, Specifications, Estimates, Special Provisions, Design-Bid-Build Construction Methodology, Final Traffic Analysis, Drainage Reports, CLOMR submittal to FEMA, USACE 404 Permit submittal, ROW Exhibits with Legal Descriptions, and Permit acquisitions.  Public outreach and stakeholder engagement is included in Phase B of the Butler-Fourth Improvement Project. If authorized tasks have been identified for work that might be required, these tasks will only be authorized if needed by the City's Project Manager.

The Change Order Committee considered this item on August 7, 2025; it was approved with a recommendation to forward to the City Council for final approval at the City Council meeting on August 26, 2025.

The cost of Change Order No. 3 is for $2,262,434.00 for work described to bring the engineering design from Phase A (30%) through Phase B (100%). The funding for Change Order No. 3 will come from the Transportation Tax-Roadway, Pedestrian, Bicycle and Safety Improvements --Street Widening- Butler-Fourth Improvements Fund, authorized FY26 budget of $2,330,900.00, Acct #048-10-118-3047-6.

Original Contract Value                                 $   716,401.00
Value of Prior Changes                                 $   350,623.21
Value of this Change                                     $2,262,434.00 
New Contract Value                                      $3,329,458.21

• On March 29, 2022, this project was presented for discussion at a Council Work Session Meeting. The project scope and approach were discussed, public comment received, and direction provided to move forward with advertisement for project engineering design.
• On November 1, 2022, the Professional Services Contract for engineering design of the project was awarded to Burgess & Niple, Inc.  
• On March 4, 2025, Change Order No. 2 was approved for additional engineering design work to Burgess & Niple, Inc.

1. Approve Change Order No. 3 as recommended. Approval will allow work to move forward; or
2. Reject approval of Change Order No. 3; not recommended. This action would delay the Project and put into jeopardy the award Grants.

The Butler-Fourth Improvements Project (Project) is located along Butler Avenue from the west side of the Interstate 40 (I-40) traffic interchange (TI) to the westerly limits of the Sinagua Heights Subdivision. It also includes a small portion of the Fourth Street, both north and south of the intersection with Butler Avenue. The Project is approximately 1.4 miles in length. Existing Herold Ranch Road will be realigned and will include a new roundabout with Butler Avenue. The Project will provide improvements to the Flagstaff transportation network by eliminating bottlenecks within the road network and closing infrastructure gaps for pedestrians and cyclists.

The Project will also address congestion related to the driveway configurations of the businesses along Butler by employing access management techniques. In addition to building consensus within the City and garnering public support, the Project team will coordinate with key stakeholders including Arizona Department of Transportation (ADOT), Mountain Line Transit Authority, Flagstaff Unified School District (FUSD), developers, and businesses along the Project limits. 

In 2018, the City proposed Proposition 419 which included a portion of the transportation sales tax to go towards roads, bicycle, pedestrian, and safety improvements.  Proposition 419 was approved by the voters, and in 2020 the transportation sales tax began collection. In Proposition 419, as part of the road category, there will be street widening. Current two-lane streets will be increased to four-lane streets, and Butler Avenue between I-40 and Fourth Street was identified. The City identified Butler Avenue for new pedestrian and bicycle improvements along with elements for street operations. The City uses a term called “Complete Streets” and it references improving streets to be widened, to receive new multi-modal improvements and increased traffic operations for buses and streetlighting where appropriate. 
 
In 2021, the City began planning for the Project. The City issued a solicitation for a design consultant in the fall of 2022. A design contract was awarded in November of 2022. We are currently at 30% design (Phase A). In 2024, the City submitted two applications for federal funding through the Rebuilding American Infrastructure with Sustainability and Equity (RAISE) Grant program. The City was notified at the beginning of 2025 that the Project was successful in receiving the RAISE Grant in the amount of $19M. As part of the RAISE Grant process, additional coordination, conditions, and guidelines will need to be followed as well as Project milestones completed. 

In May 2025, the City submitted a funding application for the AZ Smart Grant funds to apply towards the City’s 20% match of the RAISE Grant. The City’s AZ Smart funding application was recommended for award by the PPAC board and will be presented at the AZ Transportation Board for award on June 20, 2025. The AZ Smart Funds through the State of Arizona will go towards the City’s match amount for the RAISE Grant. The City was awarded $2.93M through the AZ Smart Fund for the Project.

Expanded Financial Considerations:
Funding for Change Order No. 3, $2,262,434.00, will come from the Transportation Tax Fund, Prop.419 and will be tracked in the Butler Fourth Improvement Project, Acct. #048-10-118-3047-6.  When a private development moves forward that is adjacent to a planned public project, the City will allow the developments to deposit funds for their share of the new public improvements. Developers adjacent to this project corridor have deposited or will deposit funds with the City as their contribution to the Project.

The Project is funded in FY27 and FY28 with a total appropriated amount of $28,545,925. 

Community Benefits and Considerations:

• Improve safety for all roadway users.
• Serve all community members by creating bike, pedestrian, and transit facilities.
• Improve resiliency with stormwater facilities.

• Support local businesses and job creation.
• Increase safe access and mobility for freight.
• Improve quality of life by providing access to food, jobs, and healthcare.

• Improve access to local schools.
• Address failing infrastructure in the corridor.

• Deliver outstanding services to residents through a healthy, well maintained infrastructure system.

• Improve mobility and access throughout the region.
• Improve transportation safety and efficiency for all modes.
• Promote transportation infrastructure and services that enhance the quality of life of the communities within the region.
• Increase the availability and use of pedestrian infrastructure, including FUTS, as a critical element of a safe and livable community.
• Design infrastructure to provide safe and efficient movement of vehicles, bicycles, and pedestrians

• Encourage vibrancy, appropriate density, and attainability in existing neighborhoods, so that more residents live within walking distance of their daily needs.
• Create inclusive networks for walking and biking that are continuous, attractive, safe, comprehensive, and convenient for people of all ages.

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