CITY COUNCIL REGULAR MEETING AGENDA
All City Council Meetings are live streamed on the city's website (https://www.flagstaff.az.gov/1461/Streaming-City-Council-Meetings) ***PUBLIC COMMENT*** Verbal public comments may be given through a virtual public comment platform or in-person If you want to provide a verbal comment during the Council Meeting, use the link below to join the virtual public comment room. VIRTUAL PUBLIC COMMENT WAITING ROOM Written comments may be submitted to publiccomment@flagstaffaz.gov. All comments submitted via email will be considered written comments and will be documented into the record as such. |
1. |
CALL TO ORDER
NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this regular meeting, the City Council may vote to go into executive session, which will not be open to the public, for discussion and consultation with the City's attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3).
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2. | ROLL CALL
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3. |
PLEDGE OF ALLEGIANCE, MISSION STATEMENT, AND LAND ACKNOWLEDGEMENT
MISSION STATEMENT
The mission of the City of Flagstaff is to protect and enhance the quality of life for all.
LAND ACKNOWLEDGEMENT
The Flagstaff City Council humbly acknowledges the ancestral homelands of this area's Indigenous nations and original stewards. These lands, still inhabited by Native descendants, border mountains sacred to Indigenous peoples. We honor them, their legacies, their traditions, and their continued contributions. We celebrate their past, present, and future generations who will forever know this place as home.
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4. | PUBLIC PARTICIPATION Public Participation enables the public to address the Council about an item that is not on the prepared agenda. Comments relating to items that are on the agenda will be taken at the time that the item is discussed. Public Participation appears on the agenda twice, at the beginning and at the end. If you wish to address the Council at today's meeting, please complete a comment card and submit it to the recording clerk as soon as possible. Your name will be called when it is your turn to speak. You may address the Council up to three times throughout the meeting, including comments made during Public Participation. Please limit your remarks to three minutes per item to allow everyone an opportunity to speak. At the discretion of the Chair, ten or more persons present at the meeting and wishing to speak may appoint a representative who may have no more than fifteen minutes to speak. |
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5. | PROCLAMATIONS AND RECOGNITIONS |
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A. | Proclamation: Red Cross Month | ||||||||
6. | COUNCIL LIAISON REPORTS | ||||||||
7. | APPOINTMENTS Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that the City Council may vote to go into executive session, which will not be open to the public, for the purpose of discussing or considering employment, assignment, appointment, promotion, demotion, dismissal, salaries, disciplining or resignation of a public officer, appointee, or employee of any public body...., pursuant to A.R.S. §38-431.03(A)(1). |
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A. | Consideration of Appointments: Sustainability Commission. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make one appointment to a term expiring February 2025.
Make one appointment to a term expiring February 2026. Make one appointment to a term expiring February 2027. |
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B. | Consideration of Appointments: Housing Commission | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make one appointment to a Building and Real Estate Professional - Builder seat to a term expiring in September 2027.
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8. | CONSENT AGENDA
All matters under Consent Agenda are considered by the City Council to be routine. Unless a member of City Council expresses a desire at the meeting to remove an item from the Consent Agenda for discussion, the Consent Agenda will be enacted by one motion approving the recommendations listed on the agenda. Unless otherwise indicated, expenditures approved by Council are budgeted items.
STAFF RECOMMENDED ACTION
Approve the Consent Agenda as posted.
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A. | Consideration and Approval of Contract: First Amendment to Contract for Services with TB Real Property Consultants, LLC for property acquisitions necessary for the Rio de Flag Flood Control Capital Project in an amount not to exceed $99,500. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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B. | Consideration and Approval of Grant Agreement: Water Conservation Grant Fund Agreement with Water Infrastructure Finance Authority | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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C. | Consideration and Approval of Cooperative Purchase Contract: Sport Surfaces Distributing, Inc. in the amount of $50,150.00 for the floor replacement of the high traffic areas at Jay Lively Activity Center. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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D. | Consideration and Approval of Engineering Contract Change Order: Change Order #2 to WSP USA, Inc. in the amount of $243,441.40 for the Downtown Mile Safety and Connectivity Improvement Project. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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E. | Consideration and Approval of a Relocation Benefit: Approve payment of claim for a warehouse freezer for Kelly and Liberty Hanson as a result of being displaced by the Lone Tree Overpass Project | |||||
STAFF RECOMMENDED ACTION: | ||||||
Approve claim for funds to purchase a warehouse freezer from Image Concrete LLC, in an amount not to exceed $368,000, with City Attorney to approve final claim form language
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F. | Consideration and Approval of Purchase Agreement: ZH Holdings Butler, LLC for exchange of real property of substantially equal value and purchase of property in the amount of $31,952.00 for the Lone Tree Overpass Project. | |||||
STAFF RECOMMENDED ACTION: | ||||||
Approve the Purchase Agreement with ZH Holdings Butler, LLC for the exchange of real property of substantially equal value and for purchase of property in the amount of $31,952.00 for the Lone Tree Overpass Project; and authorize the City Manager to execute the necessary documents
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9. | ROUTINE ITEMS | |||||
A. | Consideration of Motion to Reject all Bids: Solicitation to sell a City-owned 12.52 acre parcel located off Silver Saddle Road in Doney Park; discussion and request for direction related to disposal of both the 12.52 acre parcel and a 9.26 acre parcel | |||||
STAFF RECOMMENDED ACTION: | ||||||
If desired, direct staff to list properties for sale with a commercial real estate listing agency.
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B. | Consideration and Approval of First Amendment: Construction Manager at Risk - Construction Phase Services Agreement - Phase 2 - GMP 2 with Eagle Mountain Construction, Inc. in the total amount of $7,614,149.06 for the Spruce Wash Drainage Suite of Improvements Projects. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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C. | Consideration and Adoption of Ordinance 2024-05: An ordinance of the City Council of the City of Flagstaff authorizing the acquisition of real property for the Killip Inlet as part of the Spruce Wash Channel Improvements Project; providing for delegation of authority, repeal of conflicting ordinances, severability, clerical corrections, and establishing an effective date | |||||
STAFF RECOMMENDED ACTION: | ||||||
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10. | REGULAR AGENDA | |||||
A. | Consideration and Adoption of Ordinance No. 2024-08: An ordinance amending the Flagstaff City Code, Chapter 1-14, Personnel System by amending the Employee Handbook of Regulations, Section 1-70-030 Retiree Insurance; providing for repeal of conflicting ordinances, severability, authority for clerical correction, and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | ||||||
At the March 5, 2024 Council Meeting:
1) Read Ordinance No. 2024-08 by title only for the first time 2) City Clerk reads Ordinance No. 2024-08 by title only (if approved above) At the March 19, 2024 Council Meeting: 3) Read Ordinance No. 2024-08 by title only for the final time 4) City Clerk reads Ordinance No. 2024-08 by title only (if approved above) 5) Adopt Ordinance No. 2024-08 |
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B. | Consideration and Adoption of Ordinance No. 2024-07: An ordinance of the Council of the City of Flagstaff, Coconino County, Arizona (1) providing for sale and issuance of City of Flagstaff, Arizona General Obligation Bonds and General Obligation Refunding Bonds, in one or more series, and for the annual levy of a tax for the payment of the bonds; (2) approving the form and authorizing the execution and delivery of necessary agreements, instruments and documents related to the sale and issuance of the bonds; (3) delegating authority to the Mayor and Management Services Director of the City to determine certain matters and terms with respect to the foregoing as well as certain matters with respect to the bonds being refunded with the proceeds of the sale of the bonds; and (4) authorizing the taking of all other actions necessary to consummate the transactions contemplated by this ordinance and ratifying all actions taken to further this ordinance. | |||||
STAFF RECOMMENDED ACTION: | ||||||
At the March 5, 2024 Council Meeting:
1) Read Ordinance No. 2024-07 by title only for the first time 2) City Clerk reads Ordinance No. 2024-07 by title only (if approved above) At the March 19, 2024 Council Meeting: 3) Read Ordinance No. 2024-07 by title only for the final time 4) City Clerk reads Ordinance No. 2024-07 by title only (if approved above) 5) Adopt Ordinance No. 2024-07 |
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11. | FUTURE AGENDA ITEM REQUESTS After discussion and upon agreement by three members of the Council, an item will be moved to a regularly-scheduled Council meeting. |
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A. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember McCarthy to place on a future agenda a discussion to consider a resolution in support of the aid bill for Ukraine to be sent to the CIty's congressional delegation. | |||||
STAFF RECOMMENDED ACTION: | ||||||
Council direction
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12. | PUBLIC PARTICIPATION | |||||
13. | INFORMATIONAL ITEMS TO/FROM MAYOR, COUNCIL, AND STAFF, AND FUTURE AGENDA ITEM REQUESTS | |||||
14. | ADJOURNMENT | |||||
THE CITY OF FLAGSTAFF ENDEAVORS TO MAKE ALL PUBLIC MEETINGS ACCESSIBLE TO PERSONS WITH DISABILITIES. With 48-hour advance notice, reasonable accommodations will be made upon request for persons with disabilities or non-English speaking residents. Please call the City Clerk (928) 213-2076 or email at stacy.saltzburg@flagstaffaz.gov to request an accommodation to participate in this public meeting. NOTICE TO PARENTS AND LEGAL GUARDIANS: Parents and legal guardians have the right to consent before the City of Flagstaff makes a video or voice recording of a minor child, pursuant to A.R.S. § 1-602(A)(9). The Flagstaff City Council meetings are live-streamed and recorded and may be viewed on the City of Flagstaff's website. If you permit your child to attend/participate in a televised Council meeting, a recording will be made. You may exercise your right not to consent by not allowing your child to attend/participate in the meeting. |
7.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointments: Sustainability Commission. | |||||
STAFF RECOMMENDED ACTION: | |||||
Make one appointment to a term expiring February 2025.
Make one appointment to a term expiring February 2026. Make one appointment to a term expiring February 2027. |
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Executive Summary: | |||||
The Sustainability Commission consists of seven citizens and is responsible for recommending and coordinating activities in concert with the City of Flagstaff Sustainability Program. To accomplish this objective, the Commission will address the social, economic, and environmental considerations of meeting the needs of current and future citizens. Among the Commission's directives are the promotion of sustainable practices in all spheres of life and educating Flagstaff citizens. There are currently three seats available due to resignations and end of terms. It is important to fill vacancies on Boards and Commissions quickly so as to allow the Commission to continue meeting on a regular basis. The City of Flagstaff is committed to increasing diversity in every board and commission, please consider how the applicant stated they may contribute to this commitment. There are four (4) applications on file for consideration by the Council, they are as follows:
COUNCIL APPOINTMENT ASSIGNMENT: Councilmember Matthews, Mayor Daggett, and Councilmember McCarthy |
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Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
Not applicable. | |||||
Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Inclusive and Engaged Community - Foster community pride and civic engagement; advance social equity and social justice in Flagstaff; facilitate and foster diversity and inclusivity; and enhance community outreach and engagement opportunities.
10-Year Housing Plan
Connect 2.2: Encourage community organizations such as the local Continuum of Care to continue to integrate equity into programs and policies.
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Has There Been Previous Council Decision on This: | |||||
None | |||||
Options and Alternatives: | |||||
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Community Involvement: | |||||
The City's boards, commissions, and committees were created to foster public participation and input and to encourage Flagstaff citizens to take an active role in city government. | |||||
Expanded Options and Alternatives: | |||||
INFORM: The vacancies are posted on the City's website and individual recruitment and mention of the openings by Board members and City staff has occurred, informing others of these vacancies through word of mouth. | |||||
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Attachments: | Sustainability Commission Authority |
7.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointments: Housing Commission | |||||
STAFF RECOMMENDED ACTION: | |||||
Make one appointment to a Building and Real Estate Professional - Builder seat to a term expiring in September 2027.
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Executive Summary: | |||||
The Housing Commission consists of thirteen (13) voting members; twelve (12) members appointed by the City Council and one (1) representative from the Flagstaff Housing Authority Board of Commissioners. The Commission serves as an advisory board to City Council regarding housing policies, needs, and programs in Flagstaff. There is currently one Building and Real Estate Professional - Builder seat available due to a resignation. The City of Flagstaff is committed to increasing diversity in every board and commission, please consider how the applicant stated they may contribute to this commitment. Since the Building and Real Estate Professional - Builder seat has a very limited pool of applicants, staff is asking Council to move forward with the current pool of applicants. There is currently one (1) application that could be appointed as a Building and Real Estate Professional - Builder. The application is from:
COUNCIL APPOINTMENT ASSIGNMENT: Councilmember McCarthy |
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Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
None. | |||||
Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Inclusive and Engaged Community - Foster community pride and civic engagement; advance social equity and social justice in Flagstaff; facilitate and foster diversity and inclusivity; and enhance community outreach and engagement opportunities.
10-Year Housing Plan
Connect 2.2: Encourage community organizations such as the local Continuum of Care to continue to integrate equity into programs and policies.
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Has There Been Previous Council Decision on This: | |||||
None. | |||||
Options and Alternatives: | |||||
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Community Involvement: | |||||
The City's boards, commissions, and committees were created to foster public participation and input and to encourage Flagstaff citizens to take an active role in city government. | |||||
Expanded Options and Alternatives: | |||||
INFORM: The vacancies are posted on the City's website and individual recruitment and mention of the openings by Board members and City staff has occurred, informing others of these vacancies through word of mouth. | |||||
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Attachments: | Housing Commission Authority |
8.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: First Amendment to Contract for Services with TB Real Property Consultants, LLC for property acquisitions necessary for the Rio de Flag Flood Control Capital Project in an amount not to exceed $99,500. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
The City entered into a Contract for Services on October 2, 2023 with TB Real Property Consultants, LLC to help acquire property interests necessary for the Rio de Flag Flood Control Capital Project. The Contractor workload has increased as a result of changes in the Project design. As part of the First Amendment, the Contract amount will increase from from a not-to-exceed $49,500 to a not-to-exceed $99,500. The scope of work will be expanded to include acquisition of property interests from BNSF Railway Company. Finally, the contract hourly rate is being corrected. Contractor is helping the City to deliver the property rights needed for the project. | |||||
Financial Impact: | |||||
The Contract will be funded by the Rio de Flag Flood Control Stormwater Capital Improvements FY 2023-24 account budget of $1,246,856. Account (206-08-385-3236-0). | |||||
Policy Impact: | |||||
No Impact
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Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Safe and Healthy Community: Provide public safety
Sustainable, Innovative Infrastructure: Deliver outstanding services to residents through a healthy, well maintained infrastructure system |
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Has There Been Previous Council Decision on This: | |||||
There have been several Council decisions related to acquisition of real estate necessary for the Rio de Flag Flood Control Project:
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Options and Alternatives: | |||||
1. Approve First Amendment (recommended) 2. Do not approve First Amendment If the First Amendment is not approved, City will need to retain another contractor to assist with real estate acquisition services, delay the Rio de Flag Flood Control Project and use existing City employees to complete the work, or hire another City real estate manager/assistant to complete the work. The City recently sought to hire another employee to assist with real estate however none was hired as a result of this process. Due to numerous pending Capital Improvement Project real estate acquisition demands, City staff not able to handle the volume of work on its own while attempting to meet planned construction schedules. This contractor has considerable experience and skills and has been of great assistance to the City. |
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Background and History: | |||||
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Community Involvement: | |||||
Remove the 100-year floodplain from the City of Flagstaff downtown area, Southside, and the NAU campus. This will protect the community from flood-related damages in the event of a 100-year flood. | |||||
Expanded Options and Alternatives: | |||||
City staff has held numerous public outreach events to update the community on the status of the Rio de Flag Flood Control Project. Public meetings and Council updates will continue throughout the completion of design and construction. The presentations, associated material and the minutes of these ongoing Council updates will be posted to the project's dedicated website at: https://www.flagstaff.az.gov/4189/Rio-De-Flag-Flood-Control |
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Attachments: | Contract Amendment | ||
Exhibit A: Scope Revisions | |||
Exhibit A-1 Revised chart of property interest to be acquired. |
8.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Grant Agreement: Water Conservation Grant Fund Agreement with Water Infrastructure Finance Authority | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
This grant from the Water Infrastructure Finance Authority's (WIFA) Water Conservation Grant Fund will provide $136,000 in funding for Water Services to continue its Nonrevenue Water Auditing Program. Nonrevenue water auditing is a best practice of the American Water Works Association as a comprehensive analysis of a water provider's system to determine where water losses are occurring. The audit will result in a prioritized list of system improvements based on return on investment in water and/or production cost savings. Examples of losses include leaks in the distribution system, metering errors, water theft, and so on. Auditing the water system in this fashion is an essential component of water system best management practices and can contribute to water conservation and utility efficiency goals. | |||||
Financial Impact: | |||||
This grant is a 75/25 match. The City of Flagstaff Water Conservation Program will contribute $45,500 over the grant period to match the $136,000 from WIFA. The grant must be fully expended by December of 2026, and the funds will be disbursed during FY2023-24, FY2024-25, and FY2025-26. While this grant wasn't budgeted for in FY2023-24, there is budget appropriation to cover this grant and this grant will be budgeted for in FY2024-25 and FY2025-26. | |||||
Policy Impact: | |||||
Improving and executing a nonrevenue water audit program is included in the 2020 Water Conservation Strategic Plan.
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Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
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Has There Been Previous Council Decision on This: | |||||
No. | |||||
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Attachments: | Grant Agreement for Nonrevenue Water Audit |
8.C.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Cooperative Purchase Contract: Sport Surfaces Distributing, Inc. in the amount of $50,150.00 for the floor replacement of the high traffic areas at Jay Lively Activity Center. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
Approval of this Cooperative Purchase Contract with Sports Surfaces Distributing, Inc. will allow the City to purchase new rubber flooring that will replace the high traffic areas at Jay Lively Activity Center. The Cooperative Purchase Contract includes removal and disposal of the existing rubber flooring, furnish and install 10mm Mondo Sport Impact vulcanized rubber ice arena flooring color S073 Dark Blue, furnish and install new 1/8" x 4" rubber cove base and transitions to adjacent surfaces, clean-up and incidentals for complete work. The project is a part of the Facilities Advisory Committee FY2023-24 approved project list. | |||||
Financial Impact: | |||||
The amount of $50,150 is budgeted within account 001-06-152-0522-3-4224 ($35,000) and 055-11-158-3312-5 ($15,150). | |||||
Policy Impact: | |||||
There are no policy impacts.
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Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Safe and Healthy Community: Ensure the built environment is safe through the use of consistent standards as well as best practices for building and land use.
Carbon Neutrality Plan
IR-2: Ensure equity, accessibility, and inclusion across all City of Flagstaff Parks and Recreation facilities, helping all members of the Flagstaff community to meet their health and wellness needs.
Regional Plan
Goal PF.2: Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
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Has There Been Previous Council Decision on This: | |||||
There has not been a previous Council decision made on this Cooperative Purchase Contract. | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
Staff identified the high traffic areas inside the ice rink that are in the highest need of replacement when transitioning from the ice surface to the rubber flooring surfaces and vice versa. The current flooring is a recycled rubber which is not durable and begins to get shredded when skates walk across the surface creating tripping hazards throughout the area. The proposed Mondo Sports Impact vulcanized rubber ice arena flooring is durable and made to withstand the environment of an ice rink. The Cooperative Purchase Contract is priced through 1GPA contract #19-17PV-06. The Procurement Department has deemed the agency contract valid and current. |
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Community Involvement: | |||||
Patrons and staff can enjoy the use of the ice arena with safe transitions to and from the ice when crossing on the rubber flooring. | |||||
Expanded Options and Alternatives: | |||||
Staff has fielded complaints and concerns from patrons about the high hazard areas surrounding the ice rink. | |||||
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Attachments: | Cooperative Contract | ||
Exhibit A - Quote | |||
Exhibit B - Award Letter | |||
Exhibit B - Extension | |||
Exhibit B - Agency Contract | |||
Exhibit B - Pricing |
8.D.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Engineering Contract Change Order: Change Order #2 to WSP USA, Inc. in the amount of $243,441.40 for the Downtown Mile Safety and Connectivity Improvement Project. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
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Financial Impact: | |||||
Project design is funded by the following:
Current FY2023-24 funding is $4,152,413 and FY2024-25 funding is anticipated to be $6,955,000, account # 409-09-427-3520-1. |
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Policy Impact: | |||||
No Impact.
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Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
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Has There Been Previous Council Decision on This: | |||||
Flagstaff City Council approved the original design contract for the Project on October 18, 2022. | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
The Downtown Mile Project is a suite of City Capital transportation and stormwater projects that surround the BNSF rail corridor in downtown Flagstaff. The projects share proximity, constraints with building under and around the railroad, and opportunities for funding partnerships and construction efficiency. The individual projects were aligned into the overall project scope out of a need to help fund mitigation impacts to rail operations from the construction of the Rio de Flag project, to expedite delivery of the City's multimodal projects, and to provide opportunity to BNSF to construct a third main rail line, which instituted their support for Project funding and approval for construction. The Project components include:
Purchasing staff issued a Request for Statement of Qualifications (RSOQ) solicitation for engineering professional services, and it was published in the Arizona Daily Sun on April 24 and May 1, 2022. Purchasing posted the RSOQ on PlanetBids, the City of Flagstaff's Bidding platform, on April 19, 2022. On May 23, the City received one Statement of Qualifications from an engineering consultant firm. A five-member selection committee of City staff and one local agency reviewed and evaluated the statement. City Council awarded the engineering design contract on October 18, 2022. The City Change Order Committee approved Change Order #1 on October 26, 2023. The first change order included the subconsultant scope that accompanies WSPs scope in Change Order #2. Change order committee reviewed and approved Change Order #2 on February 1, 2024. |
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Key Considerations: | |||||
Key considerations for approval of the design contract include:
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Community Involvement: | |||||
Please see the Key Consideration section above for discussion on Community Benefits and Considerations. | |||||
Expanded Options and Alternatives: | |||||
The Flagstaff community has been engaged over time for most of the project components included in the Downtown Mile, including public meetings and La Plaza Vieja Neighborhood Specific Plan adoption of the Florence-Walnut Pedestrian Underpass, the Rio de Flag Flood Control Project and Pedestrian Underpass, and the ADOT Corridor Master Plan for Milton Road. The original design contract with WSP included public involvement and full NEPA development, which entails community and stakeholder coordination, cultural and biological resource investigations, State Historic Preservation Office consultation and project concurrence requirements, hazardous material clearances, and established public comment periods on the overall document scope and findings. The first project public meeting was held on June 14, 2023. There is a Project website available at Flagstaffdowntownmileproject.org. |
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Attachments: | Change Order 2 | ||
DTM WSP CO 2 | |||
Downtown Mile Project Map |
8.E.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of a Relocation Benefit: Approve payment of claim for a warehouse freezer for Kelly and Liberty Hanson as a result of being displaced by the Lone Tree Overpass Project | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve claim for funds to purchase a warehouse freezer from Image Concrete LLC, in an amount not to exceed $368,000, with City Attorney to approve final claim form language
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Executive Summary: | |||||
The City would pay a claim for funds for the purchase, delivery, and assembly of a warehouse freezer, as a relocation benefit being provided to Kelly and Liberty A Hanson ("Hanson"). The Hansons operate an ice storage and distribution company on the parcel APN 104-01-097D on which the City received an order of immediate possession. Federal Regulations CFR 24-301(g)(16)(i)(i) provide for the cost of a substitute item, including installation costs of the replacement site, minus any proceeds from the sale or trade-in of the replaced item. The Hansons have found a new site to maintain business operations on, but it is not feasible to relocate the existing warehouse freezer. The new freezer specifications have been approved by the Hansons as satisfactory to meet their needs. The City retained its general contractor for the Lone Tree Overpass Project, Ames Construction Company ("Ames"), to acquire property and to help provide relocation benefits to residents and businesses displaced by the project. The determinations of benefits are being conducted pursuant to the standards set forth in the federal Uniform Relocation Assistance and Real Property Acquisition Act of 1970 ("the Uniform Relocation Act"). Federal regulations are found in 49 Code of Federal Regulations Part 24. Consultant Engineering Inc., the relocation contractor working for Ames, conducted an open, competitive search of both new and used freezers and selected the quote that was responsible and responsive, and most advantageous to the City. The proposed vendor had the most competitive pricing for a freezer that meets the Hanson's needs. City will issue a check to Hansons, who will be responsible for purchase. |
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Financial Impact: | |||||
The City will pay a claim for funds to purchase the warehouse freezer at a cost not to exceed $368,000, to include shipping and installation. The claim for $368,000 does not include:
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Policy Impact: | |||||
None.
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Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Safe and Healthy Community -
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Has There Been Previous Council Decision on This: | |||||
The Lone Tree Overpass has been a planned project for over a decade in the Flagstaff community. The Lone Tree Corridor and Overpass will connect the southern area of town with the Route 66 corridor and provides a option that reduces congestion on other roadway corridors. In November 2018, the Flagstaff voters approved a ballot measure to fund the Overpass (Proposition 420) and a separate ballot measure to fund the Corridor Improvements (Proposition 419). Both propositions passed. On February 2, 2021, City Council awarded a Design-Build Services Agreement for Phase I of the project development to Ames Construction. As part of the contract, Ames is to assist with providing relocation benefits for displaced persons. On July 6, 2021, Council passed Ordinance No. 2021-15, authorizing acquisition of real property for the Project. On October 5, 2021 the City Council adopted Resolution No. 2021-45 delegating authority to Ames to approve Determination of Benefits for relocations under the Uniform Relocation Act, for the LTO Project. Per the resolution, any contract exceeding $50,000 is to be presented to Council for consideration. |
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Options and Alternatives: | |||||
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Key Considerations: | |||||
The City has already started construction of the LTO Project and needs to relocate the Hanson business out of the path of the project. The City has agreed to provide relocation benefits to the Hansons, and one of the benefits consists of a new warehouse freezer. The Hansons have agreed to accept the new warehouse freezer as part of those benefits. | |||||
Community Involvement: | |||||
The Lone Tree Overpass will provide a new roadway corridor and bridge over the BNSF Railway. | |||||
Expanded Options and Alternatives: | |||||
The community was consulted extensively in development of both the Overpass concept study and the Corridor Study in the late 2000s. The City conducted public outreach to inform the public about Proposition 419 and 420. The Flagstaff voters approved these propositions. At City Council meetings in 2021, 2022, and 2023 the project design has been discussed and/or presented. As part of its contract, Ames is required to conduct public participation meetings, neighborhood outreach, development of a website to provide information, project renderings to improve understanding of the proposed project elements, and general public coordination throughout the design and construction of the project | |||||
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Attachments: | Relocation Claim and Bids |
8.F.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Purchase Agreement: ZH Holdings Butler, LLC for exchange of real property of substantially equal value and purchase of property in the amount of $31,952.00 for the Lone Tree Overpass Project. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the Purchase Agreement with ZH Holdings Butler, LLC for the exchange of real property of substantially equal value and for purchase of property in the amount of $31,952.00 for the Lone Tree Overpass Project; and authorize the City Manager to execute the necessary documents
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Executive Summary: | |||||
On February 20, 2024 the City Council adopted an ordinance authorizing the exchange of real property of substantially equal value and purchase of property needed for the Lone Tree Overpass. The ordinance calls for City Council approval of the form of purchase agreement. Per the ordinance and purchase agreement, City remnant parcels originally acquired for the Lone Tree Overpass Project will be exchanged for real property interests needed for the same Project from ZH HOLDINGS BUTLER LLC ("ZH Holdings"). The exchange provides the following benefits to the City:
City Council is also being asked to consider approval of a Purchase Agreement, which includes terms and conditions of the exchange. The Purchase Agreement will be attached to this staff report prior to the February 20, 2024 public meeting. |
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Financial Impact: | |||||
The areas to be exchanged have been valued at an equal price per square foot. The appraised value on the ZH Holdings parcels, inclusive of a temporary work easement is $198,963.00. The value of the City land remnant parcels is $167,011.00. The remaining just compensation to be paid for the property interests is $31,952.00, based on the appraised value. The acquisition of the remaining portion will be funded by the Lone Tree Overpass Project Capital Improvements (Account No. 047-10-112-3054-6-4421) | |||||
Policy Impact: | |||||
None. | |||||
Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Safe and Healthy Community -
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Has There Been Previous Council Decision on This: | |||||
On July 6, 2021, Council approved Ordinance 2021-15 authorizing acquisition of this property, including others for the Lone Tree Overpass Project. | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
The initial 2010 Lone Tree Overpass study identified the entirety of the parcels owned by ZH Holdings as full acquisitions. As design efforts progressed, the acquisition has been reduced considerably to the final 6,816 square feet. | |||||
Expanded Options and Alternatives: | |||||
The City has published a notice of intent to exchange property of substantially equal value, pursuant to A.R.S. Section 9-407. | |||||
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Attachments: | Purchase Agreement | ||
Ord. 2024-04 | |||
Ordinance Exhibits A-E | |||
Ordinance Exhibit F |
9.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration of Motion to Reject all Bids: Solicitation to sell a City-owned 12.52 acre parcel located off Silver Saddle Road in Doney Park; discussion and request for direction related to disposal of both the 12.52 acre parcel and a 9.26 acre parcel | |||||
STAFF RECOMMENDED ACTION: | |||||
If desired, direct staff to list properties for sale with a commercial real estate listing agency.
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Executive Summary: | |||||
The City previously owned 540 acres in Doney Park under the previous airfield known as Koch field. Ordinance No. 1772 declared the lands excess land, all of which was parceled out and sold in the early 1990's except for a 12.52-acre parcel, adjacent to Cromer Elementary School off of Silver Saddle Road (Assessor's Parcel No. 301-08-003F) and a 9.26-acre parcel just north off of Open Sky Road (Assessor Parcel No.301-08-056). These parcels were purchased as assets by the City's self-insured trust in part to fund environmental remediation on the 9.26-acre parcel among others, a consequence of a former skeet shooting operation on the lands. City uses for these parcels are restricted in so far as that if the properties are repurposed for City use (such as housing), then the City would would need to repay the investment made by the self-insured trust. City risk management staff have wanted to divest of these properties for many years, provided at a minimum the initial investment was recouped. The self-insurance trust fund functions to provide defense and payment of losses and claims for property, liability, unemployment compensation, worker's compensation; health, accident, life, disability or other benefits for the employees and officers of the City and their dependents; payment of insurance premiums; and risk management consultation. An invitation for bids to sell the City-owned 12.52-acres of real property adjacent to Cromer Elementary School off of Silver Saddle Road (Assessor's Parcel No. 301-08-003F) closed on August 25, 2022. The City received one bid offering less than 15% of the appraised value. An invitation for bids was not issued for the 9.26-acre parcel in light of the low interest in the other parcel. City staff recommends City Council formally reject this bid. Since that solicitation, other parties more recently have expressed interest in purchasing the property and transacting at the appraised value adjusted to a present day amount. Article VIII, Section 10 of the City Charter provides that real property may be sold to the highest bidder; however, "if there are no bids submitted, then for a two-year period the City Manager may, subject to Council approval, enter into an agreement to sell the property for an amount reasonably consistent with an appraisal without further notice and bid process." As there was a bid submitted here, it is necessary to issue a new solicitation. |
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Financial Impact: | |||||
Proceeds from any sales would be directed to the self-insured trust, which reflects these properties as assets of the trust. June 28, 2021 appraisals reflected a fair market value for both parcels of $1.1 million dollars. Market conditions have improved in the area; updated appraisals will inform any sales or solicitations. | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
|
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Previous Council Decision on This: | |||||
Resolution No. 2014-04 memorialized direction to sell or trade the parcels received from City Council in a work session meeting on October 28, 2013. | |||||
Options and Alternatives: | |||||
1. Issue new invitations for bids as recommended. 2. Do not issue invitations for bids for one or both of the 12.52 and 9.26 acre parcels. 3. Consider development of the land for housing.
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Attachments: | Presentation | ||
Res2022-52 ReviewBeforeDisposal |
9.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | ||||||||||||||||||||||||||||
Consideration and Approval of First Amendment: Construction Manager at Risk - Construction Phase Services Agreement - Phase 2 - GMP 2 with Eagle Mountain Construction, Inc. in the total amount of $7,614,149.06 for the Spruce Wash Drainage Suite of Improvements Projects. | ||||||||||||||||||||||||||||
STAFF RECOMMENDED ACTION: | ||||||||||||||||||||||||||||
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Executive Summary: | ||||||||||||||||||||||||||||
Staff recommends approval of the First Amendment to the CMAR Construction Services Agreement No. 2023-60, with Eagle Mountain Construction, Inc. (Eagle Mountain), for the Spruce Wash Drainage Improvements Projects to add the Phase 2 - GMP 2 in the total amount of $7,614,149.06 and 180 calendar days to the contract duration. Approval of this First Amendment will authorize the roadway improvements for Grandview Dr. (Phase 2); clearing of trees and initial grading work for utility relocations for Linda Vista-Cedar Channel (Phase 1); Linda Vista Crossing; and The Wedge Utilities (Phase 2). Staff intends to present any additional GMPs for remaining Projects for Council's consideration at a later date. Please refer to the attached context and vicinity maps. Construction of the Suite of Projects began in September of 2023 with GMP 1 for the underground utilities portion of the Grandview Project and Wedge Clearing. Pending Council's approval of the First Amendment, construction of the Projects within GMP 2 will begin in March of 2024 and the originally approved 845-calendar day duration for the Construction Phase Services Agreement - Phase 1 and will be extended 180 calendar days for GMP 2 for a total of 1,025 calendar days. The extended duration is anticipated to cover construction of the entire Suite spanning over four construction seasons and targeting completion prior to monsoon season of 2026. Design is nearing completion on the remaining Projects within the Suite and is anticipated to be completed this spring 2024. The final scheduling and construction sequencing of the Suite will be determined once design is finalized. The majority of the improvements in the Suite of Projects will be constructed within City property, in City right-of-way, and or within the existing public utility and drainage easement along Spruce Wash. Property acquisitions, additional public utility and drainage easement, and temporary construction easements are not required for the work included in GMP 2 but will be required for some of the Projects within the Suite, which will be finalized as design is completed. |
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Financial Impact: | ||||||||||||||||||||||||||||
The following projects and or portions of projects within GMP 2 will be funded by Proposition 441 Funds under the General Obligation Capital Project Funds from the following associated fiscal year budget appropriations, budget line items, and account numbers:
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Policy Impact: | ||||||||||||||||||||||||||||
No impact.
|
||||||||||||||||||||||||||||
Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan: | ||||||||||||||||||||||||||||
Priority Based Budget Key Community Priorities and Objectives Safe & Healthy Community: Ensure the built environment is safe through the use of consistent standards, rules & regulations, & land use practices. Sustainable, Innovative Infrastructure: Deliver outstanding services to residents through a healthy, well maintained infrastructure system. Carbon Neutrality Plan IR-2: Ensure equity, accessibility, and inclusion across all City of Flagstaff Parks and Recreation facilities, helping all members of the Flagstaff community to meet their health and wellness needs. WS-1: Improve water infrastructure and expand water reuse. Regional Plan Goal WR.5: Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections, and rainwater harvesting. Goal T.21: Improve transportation safety and efficiency for all modes. |
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Has There Been Previous Council Decision on This: | ||||||||||||||||||||||||||||
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Options and Alternatives: | ||||||||||||||||||||||||||||
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Background and History: | ||||||||||||||||||||||||||||
On July 21, 2019, the Museum Fire broke out in the Dry Lake Hills area just above Flagstaff within the Coconino National Forest. The fire ultimately charred 1,961 acres, including a significant portion of the Spruce Wash Watershed. Flood modeling subsequently showed potential flood risk to neighborhoods in Coconino County and the City of Flagstaff. Throughout the summer of 2021, unprecedented rain events impacted the Museum burn scar and caused multiple rounds of flash flooding in Flagstaff neighborhoods. In the November 2022 election, voters approved Proposition 441 with support from 76% of Flagstaff voters. The Proposition invests $57 million in City of Flagstaff wildfire suppression, stormwater flood mitigation and wastewater treatment infrastructure. Specifically, $26 million of this funding will be used to fund stormwater infrastructure improvements in the Spruce Wash area to lessen the impacts of flooding in affected neighborhoods. The development of the Spruce Wash Technical Feasibility Study Phase I and Phase II conducted by Peak Engineering identified eight Projects to be constructed with the $26 million in funding from Prop 441 to mitigate post-wildfire flooding in the Spruce Wash. The Suite of Projects will be constructed in addition to the Park Way Basins and the Killip Basins Inlet, which are funded through other sources. On December 15, 2022, Purchasing staff solicited a Request for Statement of Qualifications for CMAR design and construction phase services. On January 13, 2023, Purchasing received Statements of Qualifications (SOQs) from the following five construction firms: Banicki Construction, Eagle Mountain Construction, Fann Contracting, Kinney Construction, and Tiffany Construction Company. A nine-member selection committee of City staff, three outside engineering consultants, and an outside contractor executive evaluated the SOQs. After the selection committee review process and negotiations, in early April 2023, the City's qualifications based selection process identified Eagle Mountain Construction, Inc. as the most qualified Contractor to perform the CMAR design and construction phase services for the Suite of Projects. |
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Key Considerations: | ||||||||||||||||||||||||||||
The First Amendment adding Phase 2 - GMP 2 includes the roadway portion of the Grandview Project, the Linda Vista Crossing Project, the franchise utility portions of the Linda Vista to Cedar Channel Project, and the utilities portion of the Wedge Detention Basin Project. The remaining Projects within the Suite of Projects will be presented for Council's consideration mid 2024 as additional GMPs. Please refer to the attached context and vicinity maps. The Suite of Projects consist of the following eight Projects:
The roadway portion of this project in GMP 2 generally consists of reconstructing the roadway with an inverted crown and replacing existing rolled curb with a modified rolled curb. Underground conduit for fiberoptic, communications, and electric are not included in the Grandview project as the location is not within the City of Flagstaff's Broadband Infrastructure Master Plan, Franchise Utility Companies do not have plans or funds to relocate infrastructure underground into the roadway, and additional funding is not available to upgrade the existing streetlight infrastructure.
The utilities portion of this project in GMP 2 generally consists of installing storm drain in Linda Vista Drive from the Linda Vista Crossing to the Wedge Detention Basin, the storm drain for the outlet of the basin connecting to the Cedar Avenue storm drain and relocating associated water and sewer mains in Linda Vista Drive required by the installation of the new storm drain.
This Project also includes adding an inlet for the storm drain to the Wedge Detention Basin Project and relocating existing water and sewer mains so they are not in conflict with the new concrete box culvert.
The franchise utility portions of this project generally consists of removing the trees needed to relocate Franchise Utility Companies infrastructure and to construct the channel improvements. Franchise Utility Companies infrastructure that will be relocated with this project include a large portion of the UniSource Energy Services (UES) underground gas main within the lower three-quarters of the channel and a portion of the associated services between the main and the meter, a large portion of APS overhead powerlines within the upper two-thirds of the channel including services and associated Optimum and Lumen overhead lines. This portion of the project will also include re-grading to provide access through the channel for the Franchise Utility Companies to relocate their infrastructure in coordination with Eagle Mountain.
The majority of the improvements in the Suite of Projects will be constructed within City property, in City right-of-way, and or within the existing public utility and drainage easement along Spruce Wash. Property acquisitions, additional public utility and drainage easement, and temporary construction easements are not required for the work included in GMP 2, but will be required for some of the Projects within the Suite, which will be finalized as design is completed. The CMAR method of procurement was selected to expedite the design and construction schedule and to accommodate the complex sequencing of construction activities for this large-scale complex Suite of Projects with limits in an established neighborhood, near multiple schools, on high traffic volume streets with Mountain Line bus routes, and in a wash that experiences post-wildfire flooding. The CMAR process is a collaborative effort, which allows for flexibility with delivering the design and construction of the Project, as well as an open dialog between the City, the Design Consultant, and the Contractor on critical design and construction issues to minimize impacts to the community during construction. |
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Community Benefits and Considerations: | ||||||||||||||||||||||||||||
The Spruce Wash Flood Mitigation Suite of Projects is funded by the November 2022 voter approved Proposition 441 Wildfire, Flood, and Wastewater Infrastructure Bond, which dedicated $26 million towards flood mitigation projects. The following projects and or portions of projects within GMP 2 will be funded by the General Obligation Bonds Capital Project Funds under Proposition 441 from the following associated fiscal year budget appropriations, budget line items, and account numbers:
Construction Phase Services Agreement - Phase 1 - GMP 1 is $2,906,383.00 plus an Owners Contingency of $50,000.00 for a Total Contract Price of $2,956,383.00. GMP 1 is for the construction of the utilities portion of the Grandview Project and the clearing portion of the Wedge Project. Construction Phase Services Agreement - Phase 2 - GMP 2 is $7,429,149.06 plus and approximately 2.5% Owners Contingency of $185,000.00 which combined with GMP 1 equals Total Project Price to date of $10,570,532.06. |
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Community Involvement: | ||||||||||||||||||||||||||||
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Expanded Options and Alternatives: | ||||||||||||||||||||||||||||
Inform, Involve, Empower:
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Attachments: | First Amendment GMP 2 | ||
Exhibit B - GMP2 | |||
Spruce Wash Flood Mitigation Suite of Projects Context Map | |||
Spruce Wash Suite of Projects GMP #2 Vicinity Map | |||
Contingency Justification Form | |||
Presentation |
9.C.
|
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Adoption of Ordinance 2024-05: An ordinance of the City Council of the City of Flagstaff authorizing the acquisition of real property for the Killip Inlet as part of the Spruce Wash Channel Improvements Project; providing for delegation of authority, repeal of conflicting ordinances, severability, clerical corrections, and establishing an effective date | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
The Killip Basins Inlet, a segment of the Spruce Wash Channel Improvement Projects, will be constructed into the Killip School Regional Detention Basins to connect the basins to the existing storm water conveyance to provide a controlled flow into the detention basins. In order to construct and maintain the inlet, a portion of the real property identified as Coconino County Assessor Parcel nos. 109-09-015A and 109-09-058 is required. The City has an opportunity to use grant funding under a Grant Agreement with the Arizona Department of Emergency Management (DEMA) for the Pre-Disaster Mitigation Grant Award for Museum Post-Fire Flood Mitigation Property Acquisition (EMF-2023-PD-0002) to purchase both parcels if the property owner voluntarily agrees to sale, structures are removed from the flood prone areas, and the land is dedicated as open space (federal regulations allow limited recreational use of open space). This ordinance authorizes staff to acquire all or a portion of the real property. City staff will be offering to pay just compensation to the property owner for purchase of the real property, based on appraised value. If the City is unable to reach an agreement with the property owner despite good faith negotiations, City Council will have the opportunity at a future public meeting to decide whether to adopt a resolution authorizing condemnation. |
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Financial Impact: | |||||
All Proposition 441 Spruce Wash projects are budgeted in the City of Flagstaff GO bond capital project fund which is funded through the secondary property tax authorized, approved by voters in 2022 for $26 million of flood relief in the Spruce Wash watershed associated with the 2019 Museum Fire. The grant, if utilized for the acquisition, was not budgeted as part of the FY2023-24 budget. | |||||
Policy Impact: | |||||
N/A | |||||
Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
|
|||||
Has There Been Previous Council Decision on This: | |||||
On November 7, 2023, Council approved the grant award with DEMA for the Pre-Disaster Mitigation Grant Award for Museum Post-Fire Flood Mitigation Property Acquisition which may be used to acquire these property interests authorized for acquisition in this ordinance. | |||||
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Attachments: | Ord. 2024-05 | ||
Exhibit 1: Legal Descriptions | |||
Map of Area |
10.A.
|
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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|
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TITLE: | |||||
Consideration and Adoption of Ordinance No. 2024-08: An ordinance amending the Flagstaff City Code, Chapter 1-14, Personnel System by amending the Employee Handbook of Regulations, Section 1-70-030 Retiree Insurance; providing for repeal of conflicting ordinances, severability, authority for clerical correction, and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | |||||
At the March 5, 2024 Council Meeting:
1) Read Ordinance No. 2024-08 by title only for the first time 2) City Clerk reads Ordinance No. 2024-08 by title only (if approved above) At the March 19, 2024 Council Meeting: 3) Read Ordinance No. 2024-08 by title only for the final time 4) City Clerk reads Ordinance No. 2024-08 by title only (if approved above) 5) Adopt Ordinance No. 2024-08 |
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Executive Summary: | |||||
The Northern Arizona Public Employees Benefit Trust (NAPEBT) board voted in favor of phasing out the retiree insurance program. This decision was made due to multiple factors. 1) The Arizona State Retirement System (ASRS) retiree benefit program has become more comparable to the City's retiree insurance program. ASRS currently offers four plans through United Healthcare including a plan for retirees living outside of Arizona. 2) A network disruption analysis was conducted to determine if there is adequate access to providers in and around Flagstaff and showed there would be minimal disruption. 3) When NAPEBT evaluated the true cost of the retiree benefit program (unblended rates) the Arizona State Retirement System plans were between $6,000 and $17,000 less than the NAPEBT contribution rates on an annual basis. 4) The estimated savings in claims and expenses for the first year after implementation was approximately $296,000 and savings would continue to compound each year to over $11.9 million through FY2032. 5) The estimated reduction in Other Post-Employment Benefits (OPEB) liability reported for the NAPEBT's 4 major employers' June 30, 2022 financial statements was approximately a combined $24 million. This impacts each individual employer and the amount of liability they carry due to subsidizing the retiree benefit program. | |||||
Financial Impact: | |||||
Eliminating the retiree insurance will help us control benefits costs and will positively impact the GASB liability. | |||||
Policy Impact: | |||||
The Employee Handbook amendment being considered modifies the language to clarify retiree insurance eligibility, stating "The City offers medical and dental insurance to eligible retirees who began working for the City of Flagstaff on or before June 30, 2024, under certain terms and conditions, all of which are subject to change in part or in whole depending on policy changes made by the Northern Arizona Public Employees Benefit Trust (NAPEBT)." It also removes the reference to the NAPEBT Administrative Manual. | |||||
Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Become an employer of choice and provide employees with the necessary tools, training, and support. |
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Has There Been Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
1. Adopt the ordinance. 2. Update the ordinance. 3. Suggest an alternative to the ordinance. |
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Expanded Options and Alternatives: | |||||
Inform. | |||||
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Attachments: | Ord. 2024-08 | ||
Addendum 33 |
10.B.
|
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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|
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TITLE: | |||||
Consideration and Adoption of Ordinance No. 2024-07: An ordinance of the Council of the City of Flagstaff, Coconino County, Arizona (1) providing for sale and issuance of City of Flagstaff, Arizona General Obligation Bonds and General Obligation Refunding Bonds, in one or more series, and for the annual levy of a tax for the payment of the bonds; (2) approving the form and authorizing the execution and delivery of necessary agreements, instruments and documents related to the sale and issuance of the bonds; (3) delegating authority to the Mayor and Management Services Director of the City to determine certain matters and terms with respect to the foregoing as well as certain matters with respect to the bonds being refunded with the proceeds of the sale of the bonds; and (4) authorizing the taking of all other actions necessary to consummate the transactions contemplated by this ordinance and ratifying all actions taken to further this ordinance. | |||||
STAFF RECOMMENDED ACTION: | |||||
At the March 5, 2024 Council Meeting:
1) Read Ordinance No. 2024-07 by title only for the first time 2) City Clerk reads Ordinance No. 2024-07 by title only (if approved above) At the March 19, 2024 Council Meeting: 3) Read Ordinance No. 2024-07 by title only for the final time 4) City Clerk reads Ordinance No. 2024-07 by title only (if approved above) 5) Adopt Ordinance No. 2024-07 |
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Executive Summary: | |||||
This ordinance allows for the issuance of General Obligation debt as approved by voters in 2022 and the refunding of prior General Obligation debt. New debt will be issued for the Public Safety vehicles, Stormwater projects, Wastewater projects and Housing programs. An ordinance for this action is required by City Charter ARTICLE VII - ORDINANCES AND RESOLUTIONS, Section 5 - WHEN ACTIONS ARE TO BE TAKEN BY ORDINANCE. | |||||
Financial Impact: | |||||
The City may issue up to 3 Series of General Obligation Bonds. Series 2024A General Obligation Bonds will be issued as New Money Bonds in an amount not to exceed $30,000,000 to include Proposition 441 – November 2022 Election Projects: Investing in City of Flagstaff wildfire suppression, stormwater flood mitigation and wastewater treatment infrastructure. Series 2024B Taxable General Obligation Bonds will be issued as New Money Bonds in an amount not to exceed $10,000,000 to include Proposition 442 – November 2022 Election Projects: Creating rental and home ownership opportunities for residents of Flagstaff. Series 2024C General Obligation Bonds issued as Refunding Bonds in an amount to be determined by favorable financial returns and market conditions for the purpose of refinancing existing General Obligation Bonds issued. Actual amount of bonds refinanced will be based on market conditions analyzed at the time of issuance. These bonds will be issued as General Obligation Bonds and will be repaid through secondary property tax collections within the current rate of $0.8000 per $100 of assessed valuation. |
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Policy Impact: | |||||
None. | |||||
Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Carbon Neutrality Plan
10-Year Housing Plan
|
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Has There Been Previous Council Decision on This: | |||||
Yes. Council authorized two ballot measures, Proposition 441 and 442, for the November 2022 elections which voters approved the issuance of debt for the specific projects. On February 7, 2023, Council adopted Reimbursement Resolution 2023-04 for the Proposition 441 Ballot Measures and the Proposition 442 Ballot Measures. | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
On November 8, 2022, the City of Flagstaff voters approved two ballot measures to issue General Obligation Debt.
In addition, staff is considering refinancing existing outstanding General Obligation debt. Staff works closely with the City's Financial Advisor (Stifel) to review our current debt with regard to possible refinancing opportunities to save the City significant debt service savings. The City will only refinance existing outstanding debt if we can meet favorable savings. If interest rates or costs turn out to be unfavorable, we will not complete the refinancing. The proposed ordinance includes the maximums contemplated to be issued to provide the greatest flexibility in both amount and timing. This authorization allows us to go into the market with the most favorable factors in play including market saturation, rates, and ratings. While the purpose of this agenda item is to approve an ordinance to allow the City to issue debt, we have included a draft Preliminary Official Statement and Purchase Agreement as informational documents for your review. These documents have been reviewed by our Financial Advisors, Bond Counsel, Underwriters and Underwriters' Counsel. These are substantially complete however may have some changes prior to completion of the debt transactions. Final documents will be available upon request to the Management Services Director. |
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Community Benefits and Considerations: | |||||
The New Money Bonds and Refunding Bonds will be paid through the annual levy of secondary property taxes. The City will use strategies, including using secondary property tax reserves and issuing debt that is layered, so that the City can maintain the existing secondary property tax rate of $0.8000 per $100 of net limited assessed valuation. | |||||
Community Involvement: | |||||
The community benefits by having the City complete the projects as promised to the voters in the November 2022 election. | |||||
Expanded Options and Alternatives: | |||||
The process to select the projects that were voted on by the public involved: Consult, Involve, Collaborate and Empower. The process to authorize the issuance of debt is to INFORM the public. |
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Attachments: | Ord. 2024-07 | ||
Ordinance Exhibits | |||
Preliminary Official Statement | |||
Draft Bond Purchase Agreement |
11.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Councilmember McCarthy to place on a future agenda a discussion to consider a resolution in support of the aid bill for Ukraine to be sent to the CIty's congressional delegation. | |||||
STAFF RECOMMENDED ACTION: | |||||
Council direction
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EXECUTIVE SUMMARY: | |||||
Rule 4.01, Procedures for Preparation of Council Agendas, of the City of Flagstaff City Council Rules of Procedure outlines the process for bringing items forward to a future agenda. Councilmember McCarthy has requested this item be placed on an agenda under Future Agenda Item Requests (F.A.I.R.) to determine if there are two other members of Council interested in placing it on a future agenda. | |||||
INFORMATION: | |||||
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Attachments: |