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CITY COUNCIL REGULAR MEETING AGENDA

REGULAR COUNCIL MEETING
TUESDAY
JULY 2, 2024

COUNCIL CHAMBERS
211 WEST ASPEN AVENUE
3:00 P.M.

All City Council Meetings are live streamed on the city's website
(https://www.flagstaffaz.gov/1461/Streaming-City-Council-Meetings)

***PUBLIC COMMENT***

Verbal public comments not related to items appearing on the posted agenda may be provided during the "Open Call to the Public" at the beginning and end of the meeting and may only be provided in person.

Verbal public comments related to items appearing on the posted agenda may be given in person or online and will be taken at the time the item is discussed.

To provide online verbal comment on an item that appears on the posted agenda, use the link below.

ONLINE VERBAL PUBLIC COMMENT

Written comments may be submitted to publiccomment@flagstaffaz.gov. All comments submitted via email will be considered written comments and will be documented in the record as such.

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).

ROLL CALL

NOTE: One or more Councilmembers may be in attendance through other technological means.

MAYOR DAGGETT
VICE MAYOR ASLAN
COUNCILMEMBER HARRIS
COUNCILMEMBER HOUSE

COUNCILMEMBER MATTHEWS
COUNCILMEMBER MCCARTHY
COUNCILMEMBER SWEET

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.

OPEN CALL TO THE PUBLIC

Open Call to the Public 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. Open Call to the Public appears on the agenda twice, at the beginning and at the end. The total time allotted for the first Open Call to the Public is 30 minutes; any additional comments will be held until the second Open Call to the Public.

If you wish to address the Council in person 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 Open Call to the Public and Public Comment. 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.

PROCLAMATIONS AND RECOGNITIONS

Proclamation: Arbor Day

Proclamation: Disability Pride Month

July Work Anniversaries

Recognition of employees celebrating work anniversaries in July.

COUNCIL LIAISON REPORTS

LIQUOR LICENSE PUBLIC HEARINGS

Applications under Liquor License Public Hearings may be considered under one public hearing and may be acted upon by one motion unless otherwise requested by Council.

STAFF RECOMMENDED ACTION:

Open the Public Hearing
Staff Presentation
Council Questions
Public Comment
Close Public Hearing
Council Deliberation and Action

The City Council has the option to:

Forward the application to the State with a recommendation for approval;
Forward the application to the State with a recommendation for denial based on the testimony received at the public hearing and/or other factors.

Consideration and Action on Liquor License Application: Douglas Carlton Sweet III, "The Station Cafe", 1800 N. Fort Valley Rd., Series 12 (Restaurant), New License

STAFF RECOMMENDED ACTION:

Forward the application to the State with a recommendation for approval;
Forward the application to the State with a recommendation for denial based on the testimony received at the public hearing and/or other factors.

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.

Consideration and Approval of Contract: Approve the First Amendments to 21 Job Order Professional Contracting Services Contracts to increase project limits and annual contractor caps for the Job-Order-Contracting Program.

STAFF RECOMMENDED ACTION:

Approve the First Amendments to 21 Job Order Professional Contracting Services Contracts to increase individual project limits to $2,000,000 and annual contractor caps to $10,000,000 for the Job-Order-Contracting Program for each of the following contractors:

Horizontal Construction: Eagle Mountain Construction Co., Kinney Construction Services, Inc. Markham Contracting Co., Inc., and Tiffany Construction Co.
Vertical Construction: Kinney Construction Services, Inc., Loven Contracting, Inc., and Wespac Construction, Inc.
Water/Wastewater General Construction: KEAR Civil Corporation, PCL Construction, Inc., and Schofield Civil Construction, Inc.
Water/Wastewater Controls Construction: M3 Engineering and Technology Corporation and Southwest Automation Services, LLC
Landfill Construction: Fann Contracting Inc., Markham Contracting Co., Inc. and Rummel Construction, Inc
Airport Horizontal: Combs Construction Company, Inc., Fann Contracting, Inc., J. Banicki Construction, Inc.
Airport Vertical: FCI Constructors, Inc., Loven Contracting, Inc., Wespac Construction, Inc.

Authorize the City Manager to execute the necessary documents.

Consideration of Appointments: Magistrate and On-Call Magistrates for the Flagstaff Municipal Court.

STAFF RECOMMENDED ACTION:

Approve the appointments of Honorable James Speed and On-Call Magistrates Charles Adornetto, Staci Foulks and Roberta McVickers to the Flagstaff Municipal Court

Consideration and Approval of Contract: Arizona 911 Grant Agreement between Arizona Department of Administration Office of Grants and Federal Resources and the City of Flagstaff acting as System Administrator for Coconino County.

STAFF RECOMMENDED ACTION:

Approve the acceptance of the grant from the Arizona Department of Administration Office of Grants and Federal Resources in the amount of $524,958.00 for the 911 budget for Coconino County FY2025.

Consideration and Approval of Contract: Professional services contract for the Wastewater Treatment Facilities Master Plan in the amount of $792,160.

STAFF RECOMMENDED ACTION:

Approve the Professional Services Contract with Hazen and Sawyer for the completion of the Treatment Facilities Master Plan in the amount of $792,160.
Authorize the City Manager to execute the necessary documents.

Consideration and Approval of Contract: Cooperative Purchase Contract with Pueblo Mechanical and Controls, LLC in the amount of $599,833.26 for chiller replacement in City Hall.

STAFF RECOMMENDED ACTION:

Approve the Cooperative Purchase Contract with Pueblo Mechanical and Controls, LLC ("Pueblo") in the amount of $599,833.26 for chiller replacement in City Hall; and
Authorize the City Manager to execute the necessary documents.

Consideration and Approval of Contract: Second 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 $150,000.

STAFF RECOMMENDED ACTION:

Approve Second Amendment to Contract for Services in an amount not to exceed $150,000 for property acquisitions necessary for the Rio de Flag Flood Control Capital Project; and
Authorize the City Manager or designee to execute the necessary documents.

Consideration and Approval of Contract: Consideration and Approval of Contract: Second Amendment to Contract for Services with Sonoran Land Resources, LLC for property acquisitions necessary for the Rio de Flag Flood Control Capital Project in an amount not to exceed $150,000.

STAFF RECOMMENDED ACTION:

Approve Second Amendment to Contract for Services in an amount not to exceed $150,000 for property acquisitions necessary for the Rio de Flag Flood Control Capital Project; and
Authorize the City Manager or designee to execute the necessary documents.

Consideration and Approval of Contract: Contract for the Purchase of Materials/Services with Empire Pump Corp. in an amount not to exceed $650,000, annually, for Utilities Well and Pump Maintenance.

STAFF RECOMMENDED ACTION:

Approve the Contract for the Purchase of Materials/Services with Empire Pump Corp. in an amount not to exceed $650,000, annually, for Utilities Well and Pump Maintenance; and
Authorize the City Manager to execute the necessary documents.

Consideration and Approval of Contract: Professional Services Agreement with Friedman Recycling Company for compaction, transportation, and the processing of recyclable materials.

STAFF RECOMMENDED ACTION:

Approve the Professional Services Agreement with Friedman Recycling Company for compaction, transportation, processing, and the processing of recyclable materials; and
Authorize the City Manager to execute the necessary documents.

Consideration and Approval of Letter of Opposition: Letter of opposition to UNS Electric, Inc. Arizona Power Plant and Transmission Line Siting Committee Application and Appeal to the Arizona Corporation Commission.

STAFF RECOMMENDED ACTION:

Retroactively approve the Letter of Opposition.

Consideration and Approval of Grant Award Ratification: Approve the ratification of the U.S. Department of Justice, through the Arizona Criminal Justice Commission, for the Edward Byrne Justice Assistance Grant Agreement in the amount of $292,485.09 for the Northern Arizona Street Crimes Task Force (METRO Unit).

STAFF RECOMMENDED ACTION:

Approve the ratification of the grant agreement from the U.S. Department of Justice, through the Arizona Criminal Justice Commission, Edward Byrne Justice Assistance Grant funds in the amount of $292,485.09 for FY2024-FY2025.

Consideration and Approval of Contract: Construction Manager at Risk (CMAR) Design Phase Services Contract with Loven-Fann Joint Venture in an amount not to exceed $700,000 for the Airport Snow Removal Equipment Building Project.

STAFF RECOMMENDED ACTION:

Award the CMAR Design Phase Services contract with Loven-Fann Joint Venture in an amount not to exceed $700,000, subject to approval by the Federal Aviation Administration (FAA) and Arizona Department of Transportation (ADOT) Multi-Modal Transportation Division; and
Authorize Change Order Authority of $70,000 (10%) to cover potential costs associated with unanticipated or additional items of work. This change order amount is included in the total not to exceed amount of $700,000; and
Authorize the City Manager to execute the necessary documents.

Consideration and Approval of Contract: Cooperative Purchase Contract with Hughes Fire Equipment, Inc. in the amount of $1,064,108,07, plus fees and costs, for the purchase of two Fire Department Water Tenders with Bond funding.

STAFF RECOMMENDED ACTION:

Approve the Cooperative Purchase Contract with Hughes Fire Equipment, Inc. in the amount of $1,064,108,07, plus fees and costs, for the purchase of two Fire Department Water Tenders with Bond funding; and
Authorize the City Manager to execute the necessary documents.

ROUTINE ITEMS

Consideration and Adoption of Ordinance No. 2024-17: An ordinance levying upon the assessed valuation of the property within the City of Flagstaff, Arizona, subject to taxation a certain sum upon each one hundred dollars ($100.00) of valuation sufficient to raise the amount estimated to be required in the annual budget, less the amount estimated to be received from other sources of revenue; providing funds for various bond redemptions, for the purpose of paying interest upon bonded indebtedness and providing funds for general municipal expenses, all for the Fiscal Year ending the 30th day of June 2025. (Primary and secondary property tax levies for FY 2024-2025)

STAFF RECOMMENDED ACTION:

Read Ordinance No. 2024-17 by title only for the final time
City Clerk reads Ordinance No. 2024-17 by title only (if approved above)
Adopt Ordinance No. 2024-17

Consideration and Adoption of Resolution No. 2024-30 and Ordinance No. 2024-19: A Resolution of the Flagstaff City Council declaring as a public record that certain document filed with the City Clerk and entitled "Water Services Rates Code Changes" and An Ordinance of the City Council of the City of Flagstaff, amending the Flagstaff City Code Title 3, Business Regulations, Section 3-10-001-0008 License Fees and Title 7, Health and Sanitation, Chapter 7-02 Wastewater Regulations, and Chapter 7-03 Water Regulations, by adopting by reference that certain document entitled "Water Services Rates Code Changes"; providing for penalties, repeal of conflicting ordinances, severability, and establishing an effective date

STAFF RECOMMENDED ACTION:

Adopt Resolution No. 2024-30
Read Ordinance No. 2024-19 by title only for the final time
City Clerk reads Ordinance No. 2024-19 by title only (if approved above)
Adopt Ordinance No. 2024-19

Consideration and Adoption of Ordinance No. 2024-18: An ordinance of the City Council of the City of Flagstaff, authorizing the exchange of real property of substantially equal value with property owners, Gary G. and Mary Eileen Hundelt; providing for severability, authority for clerical corrections, and establishing an effective date; and

Consideration and Approval of Purchase Agreement with Gary G. and Mary Eileen Hundelt.

STAFF RECOMMENDED ACTION:

Read Ordinance No. 2024-18 by title only for the final time
City Clerk reads Ordinance No.2024-18 by title only (if approved above)
Adopt Ordinance No. 2024-18
Approve the Purchase Agreement and authorize the City Manager to execute the necessary documents.

Consideration and Adoption of Resolution No. 2024-32 and Ordinance No. 2024-20: A resolution of the Flagstaff City Council declaring as a public record that certain document filed with the City Clerk and entitled "2024 Revisions to Floodplain Regulations" and an ordinance of the City Council of the City of Flagstaff, amending the Flagstaff City Code, Title 12 Floodplains, Chapter 12-01 Flood Plain Regulations, by adopting by reference that certain document entitled "2024 Revisions to Floodplain Regulations"; providing for penalties, repeal of conflicting ordinances, severability, and establishing an effective date

STAFF RECOMMENDED ACTION:

Adopt Resolution No. 2024-32
Read Ordinance No. 2024-20 by title only for the final time
City Clerk reads Ordinance No. 2024-20 by title only for the final time
Adopt Ordinance No. 2024-20

Consideration and Approval of Contract: Second Amendment to the Construction Manager at Risk (CMAR) Construction Phase Services Agreement with Eagle Mountain Construction, Inc. for the Spruce Wash Flood Mitigation Suite of Projects to add Guaranteed Maximum Price (GMP) 3.

STAFF RECOMMENDED ACTION:

Approve the Second Amendment to the CMAR Construction Phase Services Agreement with Eagle Mountain Construction, Inc. for the Spruce Wash Flood Mitigation Suite of Projects to include GMP 3 in the amount of $2,907,375.00 and adding 0 days to the contract duration; and
Approve an Owner's Contingency of $50,000, which is approximately 2.0% of Guaranteed Maximum Price #3; and
Authorize the City Manager to execute the necessary documents.

Consideration and Approval of Contract: Approve Change Order No. 18 with Shephard Wesnitzer, Inc. in the amount of $214,480.00 and a 365 calendar day time extension for the Rio de Flag Flood Control Utility Relocation Design Services Contract.

STAFF RECOMMENDED ACTION:

Approve Change Order No. 18 with Shephard Wesnitzer, Inc. the amount of $214,480.00 and a 365 calendar day time extension for the Rio de Flag Flood Control Utility Relocation Design Services Contract; and
Authorize the City Manager to execute the necessary documents.

Consideration and Approval of Preliminary Plat: PZ-23-00027-01: Preliminary replat of lots 23-24 and Tract E of the "Final Plat for Coconino Ridge at Pine Canyon"

STAFF RECOMMENDED ACTION:

Approve the Preliminary Plat in accordance with the findings presented in this report and the Planning and Zoning Commission recommendation of approval (5-0 vote in favor on May 22, 2024).

Consideration of Approval: City of Flagstaff Workforce Analysis and Strategic Plan

STAFF RECOMMENDED ACTION:

Approve the Workforce Analysis and Strategic Plan.

10.

REGULAR AGENDA

Consideration and Adoption of Resolution No. 2024-33: A resolution approving the extension of an Intergovernmental Agreement between the City of Flagstaff and Coconino County regarding the County's continued use of the Joe C. Montoya Community and Senior Center to operate its Senior Nutrition Programs.

STAFF RECOMMENDED ACTION:

Read Resolution No. 2024-33 by title only
City Clerk reads Resolution No. 2024-33 by title only (if approved above)
Adopt Resolution No. 2024-33

Consideration and Adoption Resolution No. 2024-34: A resolution of the Flagstaff City Council authorizing approval of the Northeastern Arizona Indian Water Rights Settlement Agreement

STAFF RECOMMENDED ACTION:

Read Resolution No. 2024-34 by title only
City Clerk reads Resolution No. 2024-34 by title only (if approved above)
Adopt Resolution No. 2024-34

11.

DISCUSSION ITEMS

Annual Update of the CARE Unit

STAFF RECOMMENDED ACTION:

Update only

Sharing of Information About Crisis Mobile Services

STAFF RECOMMENDED ACTION:

This presentation is for informational purposes only.

12.

OPEN CALL TO THE PUBLIC

13.

INFORMATIONAL ITEMS TO/FROM MAYOR, COUNCIL, AND STAFF, AND FUTURE AGENDA ITEM REQUESTS

14.

ADJOURNMENT

CERTIFICATE OF POSTING OF NOTICE

The undersigned hereby certifies that a copy of the foregoing notice was duly posted at Flagstaff City Hall on                , at                    a.m./p.m. in accordance with the statement filed by the City Council with the City Clerk.

Dated this                   day of                                          , 2024.

__________________________________________
Stacy Saltzburg, MMC, City Clerk

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.

5.C.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Stacy Saltzburg, City Clerk

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

July Work Anniversaries

DESIRED OUTCOME:

Recognition of employees celebrating work anniversaries in July.

Executive Summary:

Information:

Attachments:

Presentation

7.A.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Stacy Saltzburg, City Clerk

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

Consideration and Action on Liquor License Application: Douglas Carlton Sweet III, "The Station Cafe", 1800 N. Fort Valley Rd., Series 12 (Restaurant), New License

STAFF RECOMMENDED ACTION:

Forward the application to the State with a recommendation for approval;
Forward the application to the State with a recommendation for denial based on the testimony received at the public hearing and/or other factors.

Executive Summary:

The liquor license process begins at the State level and applications are then forwarded to the respective municipality for posting of the property and holding a public hearing, after which the Council recommendation is forwarded back to the State. A Series 12 license allows the holder of a restaurant license to sell and serve spirituous liquor solely for consumption on the premises of an establishment which derives at least forty percent (40%) of its gross revenue from the sale of food. The Station Cafe is an existing business in Flagstaff, operating with a temporary license. If approved, it will be one of 93 series 12 licenses in Flagstaff. Series 12 licenses are non-quota licenses. To view surrounding liquor licenses, please visit the Active Liquor Licenses Map.

Because the application is for a new license, consideration may be given to both the location and the applicant's personal qualifications.

The application was properly posted on June 11, 2024 and the Police and Community Development divisions have reviewed the application and provided their respective reports. No written protests have been received to date.

Financial Impact:

There is no budgetary impact to the City of Flagstaff as this is a recommendation to the State.

Policy Impact:

Not applicable

Previous Council Decision or Community Discussion:

Not appplicable

Options and Alternatives to Recommended Action:

Forward the application to the State with a recommendation for approval;
Forward the application to the State with a recommendation for denial based on the testimony received at the public hearing and/or other factors.

Connection to PBB Priorities and Objectives:

Liquor licenses are a regulatory action and there are no Community Priorities that directly apply.

Connection to Regional Plan:

Not applicable

Connection to Carbon Neutrality Plan:

Not applicable

Connection to 10-Year Housing Plan:

Not applicable

Attachments:

Letter to Applicant

Hearing Procedures

Series 12 Description

PD Memo

CD Memo

Map

8.A.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Paul Mood, City Engineer

Co-Submitter:

Emily Markel, Purchasing Manager

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Approve the First Amendments to 21 Job Order Professional Contracting Services Contracts to increase individual project limits to $2,000,000 and annual contractor caps to $10,000,000 for the Job-Order-Contracting Program for each of the following contractors:

Horizontal Construction: Eagle Mountain Construction Co., Kinney Construction Services, Inc. Markham Contracting Co., Inc., and Tiffany Construction Co.
Vertical Construction: Kinney Construction Services, Inc., Loven Contracting, Inc., and Wespac Construction, Inc.
Water/Wastewater General Construction: KEAR Civil Corporation, PCL Construction, Inc., and Schofield Civil Construction, Inc.
Water/Wastewater Controls Construction: M3 Engineering and Technology Corporation and Southwest Automation Services, LLC
Landfill Construction: Fann Contracting Inc., Markham Contracting Co., Inc. and Rummel Construction, Inc
Airport Horizontal: Combs Construction Company, Inc., Fann Contracting, Inc., J. Banicki Construction, Inc.
Airport Vertical: FCI Constructors, Inc., Loven Contracting, Inc., Wespac Construction, Inc.

Authorize the City Manager to execute the necessary documents.

Executive Summary:

City staff administer a significant number of projects spanning a wide range in size and complexity. The City utilizes a Job-Order-Contracting Program (JOC Program) to conduct numerous, commonly encountered construction projects done quickly and easily during the short construction season. The JOC Program reduces burdensome levels of contract procurement time along with construction project procurement costs by awarding long-term contracts for a wide variety of renovation, repair, and construction projects. The Job Order Professional Contracting Services Contracts already in effect follow the Arizona Revised Statutes (A.R.S.) Title 34 expenditure limits for Job-Order-Contracting. The City's current JOC Program has an individual project limit of $1,000,000 and caps the annual amount the City can spend on a specific contractor at $5,000,000.

Due to rising construction costs, various City Departments have been unable to utilize the JOC Program as intended. By raising the individual project limit to $2,000,000 and the annual amount the City can spend on a specific contractor to $10,000,000, City staff will have more flexibility to use the JOC Program as authorized within Arizona State statute. The increased efficiency in project delivery will render project and City staff time savings that will then be utilized on other additional projects. With all non-emergency related projects, City Staff will make its best effort to obtain pricing proposals from all JOC Program contractors in the particular discipline under which the project falls. City staff will then move forward under the overarching JOC Services Contract and require an individual JOC Construction Contract that will include the individual project's name, cost, time to completion and will require the contractors to provide bonds and insurance coverage specific to each individual project initiated under the JOC Program.

Financial Impact:

Costs will be expended from budgets already approved and allocated by the City Council. Awarding multiple contracts based on specific areas of qualifications and experience on an as needed basis will result in increased efficiency.

Policy Impact:

No impact.

Previous Council Decision or Community Discussion:

January 5, 2021, the City Council approved Job-Order-Contracting Services Contracts for JOC general City-wide projects for the following contractors:

Horizontal Construction: Eagle Mountain Construction Co., Kinney Construction Services, Inc. Markham Contracting Co., Inc., and Tiffany Construction Co.
Vertical Construction: Kinney Construction Services, Inc., Loven Contracting, Inc., and Wespac Construction, Inc.
Water/Wastewater General Construction: KEAR Civil Corporation, PCL Construction, Inc., and Schofield Civil Construction, Inc.
Water/Wastewater Controls Construction: M3 Engineering and Technology Corporation and Southwest Automation Services, LLC
Landfill Construction: Fann Contracting Inc., Markham Contracting Co., Inc. and Rummel Construction, Inc

April 6, 2021, the City Council approved Job-Order-Contracting Services Contracts for JOC projects at Flagstaff Pulliam Airport for the following contractors:

Airport Horizontal: Combs Construction Company, Inc., Fann Contracting, Inc., J. Banicki Construction, Inc.
Airport Vertical: FCI Constructors, Inc., Loven Contracting, Inc., Wespac Construction, Inc.

Options and Alternatives to Recommended Action:

Approve the First Amendments to 21 Job Order Professional Contracting Services Contracts to increase individual project limits to $2,000,000 and annual contractor caps to $10,000,000 for the JOC Program; or
Reject the proposed increases and maintain the individual project limit at $1,000,000 and the annual contractor cap at $5,000,000; or
Recommend alternative individual project limits and annual contractor limits to the JOC Program.

Background and History:

Title 34 of Arizona Revised Statute provides government entities the ability to solicit a pool of vendors who are qualified and experienced in specific construction disciplines and utilize those vendors through a JOC Program. By utilizing this solicitation method, the City is able to conduct a general solicitation for each discipline, enter into a service contract with each selected vendor that defines the scope of work for the specific discipline, and as projects arise, request that the vendor submit a "job-order" bid to perform the services and enter into individual JOC construction contracts.

In 2021, the Purchasing Section conducted solicitations for individual disciplines within the JOC Program; one for City-wide construction services and one for Flagstaff Pulliam Airport construction services. An evaluation committee for each solicitation, including local registered contractors, evaluated the responses and selected the contractors identified above. The JOC Program has been both vital and successful in completing projects, however, rising construction costs have limited its usefulness over the past few years due to the relatively low project and annual limits. By approving the First Amendments, the increased individual and annual JOC limits will:

Save a considerable amount of staff time in contracting for smaller capital, maintenance, and repair projects;
Maximize the accomplishment of the large number of projects needed during Flagstaff's small construction season window, minimizing the number of winter shutdowns needed;
Save the City the cost of multiple solicitation advertisements and staff time as well as the related soft dollar (indirect overhead) costs of conducting a formal solicitation process for each separate project.

City staff will be able to properly utilize the JOC Program and increase efficiency when delivering projects, such as construction on facilities and infrastructure (e.g., roadways, the Airport and FUTS trails).

Connection to PBB Priorities and Objectives:

Safe & Healthy Community:

Ensure the built environment is safe through the use of consistent standards, rules & regulations, & land use practices
Promote physical health through providing recreation opportunities, parks, open space & multiple transportation options.

Inclusive & Engaged Community:

Ensure City facilities, services, & programs are accessible for all residents & representative of Flagstaff's diverse community

Sustainable, Innovative Infrastructure:

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

Promote physical health through providing recreation opportunities, parks, open space & multiple transportation options.

Connection to Regional Plan:

Improve mobility and access throughout the region (T.1)
Improve transportation safety and efficiency for all modes (T.2)
Promote Transportation Infrastructure and services that enhance the quality of life of the communities within the region (T.4)
Increase the availability and use of pedestrian infrastructure, including FUTS, as a critical element of a safe and livable community (T.5)
Provide for bicycling as a safe and efficient means of transportation and recreation (T.6)
Improve the City and County financial systems to provide for needed infrastructure development and rehabilitation, including enhancement of existing infrastructure (CD.1)
Maintain and develop facilities to provide reliable, safe and cost-effective water, wastewater and reclaimed water services (WR2.2)

Connection to Carbon Neutrality Plan:

Create inclusive networks for walking and biking that are continuous, attractive, safe, comprehensive, and convenient for people of all ages (DD-3)
Reduce or remove natural gas usage in municipal buildings (FS-3)

Connection to 10-Year Housing Plan:

None.

Connection to Division Specific Plan:

None.

Attachments:

First Amendment - Airport JOCs - Horizontal

First Amendment - Airport JOCs - Verticle

First Amendment - City-wide JOCs - Horizontal

First Amendment - City-wide JOCs - Landfill Construction

First Amendment - City-wide JOCs - Vertical Construction

First Amendment - City-wide JOCs - WW Controls Construction

First Amendment - City-wide JOCs - WW General Construction

8.B.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Jessica Cortes, Court Administrator

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

Consideration of Appointments: Magistrate and On-Call Magistrates for the Flagstaff Municipal Court.

STAFF RECOMMENDED ACTION:

Approve the appointments of Honorable James Speed and On-Call Magistrates Charles Adornetto, Staci Foulks and Roberta McVickers to the Flagstaff Municipal Court

Executive Summary:

Appointment of all magistrates is required to be completed by the Flagstaff City Council for a two-year term under both the City Charter and FCC Section 1-15-001-0002(A). Appointment of Magistrates for the Municipal Court allows for ongoing operations of the court without interruption.

Magistrates hear criminal, civil, traffic and local code violations that are filed in the Flagstaff Municipal Court. They conduct trials, both jury and non-jury, and sentence individuals within the parameters set by law. Magistrates are required for the ongoing operational needs of the Municipal Court. Magistrates are critical to the criminal and civil processes of the judicial branch.

Financial Impact:

Funding for all judicial positions is included in the approved budget of the Flagstaff Municipal Court, account numbers 001-01-016-0066-1-4101 through 001-01-016-0066-1-4161.

Policy Impact:

Magistrates and On-Call Magistrates are critical to the criminal and civil processes of the judicial branch. These appointments help maintain an independent judiciary that is necessary for the ongoing operations of our local government. A strong, independent, and fair judicial branch provides balance to criminal and civil matters that require resolution within our municipality.

Previous Council Decision or Community Discussion:

The Magistrate and On-Call Magistrates have been appointed by previous City Councils and have served in the Flagstaff Municipal Court and have been serving in the Flagstaff Municipal Court between two and eight years.

Options and Alternatives to Recommended Action:

Approve the appointments.
Do not approve the appointments and request alternative candidates for Council consideration.

Connection to PBB Priorities and Objectives:

Priority Based Budget Key Community Priorities and Objectives
Personnel - Attract and retain quality staff.

Connection to Regional Plan:

None.

Connection to Carbon Neutrality Plan:

None.

Connection to 10-Year Housing Plan:

None.

Attachments:

8.C.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Katie Brandis, Dispatch Supervisor

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Approve the acceptance of the grant from the Arizona Department of Administration Office of Grants and Federal Resources in the amount of $524,958.00 for the 911 budget for Coconino County FY2025.

Executive Summary:

Flagstaff Police Department acting as the 9-1-1 System Administrator for the Coconino County Public Safety Answering Points (PSAPs) was awarded $524,958.00 in grant funds from the Arizona Department of Administration Office of Grants and Federal Resources. This grant funds all operational costs of the 9-1-1 telephone systems for the PSAPs in Coconino County which includes: Flagstaff Police Department, Williams Police Department, Page Police Department, Grand Canyon National Park Service, and Glen Canyon National Park Service.

Financial Impact:

Project Name: FY2025 Coconino County 9-1-1 Grant
Cost: $524,958.00.00
Account Number Budgeted:001-04-062-6246-2-4211
FY Budgeted Amount: $524,958.00
Grant Funded: 100% funded by the State 9-1-1 Office
Funding Source: Reimbursement

Policy Impact:

None.

Previous Council Decision or Community Discussion:

Council has approved the 9-1-1 grant each year since 2019.

Options and Alternatives to Recommended Action:

Approve the acceptance of the grant or decline the acceptance of the grant.

Background and History:

Flagstaff Police Department has been designated the System Administrator for Coconino County by the State 9-1-1 Office. The System Administrator is responsible for submitting 9-1-1 operating bills to the State 9-1-1 Office, and submitting call statistics and required reports for all the PSAPs in their county. Historically the 911 telephone bills would be mailed to the Flagstaff Police Department. The 911 Coordinator would make sure the charges on the bill were correct and send the bill and an authorization letter to the State 911 Office. In turn, they would pay the bills with the money collected through the Emergency Telecommunication Service Revolving Fund. In 2018, the Arizona 911 Office was moved under the direction of the Arizona Department of Administration of Grants and Federal Resources. With this change, the Arizona Department of Administration Grants and Federal Resources Office created a grant program for the yearly 9-1-1 budget. System Administrators have to apply yearly for the funds to pay the 9-1-1 system bills. This allows the PSAPs to be responsible for their bills and to be reimbursed through the grant award by the State. The process makes sure funds are distributed fairly across the state. The City of Flagstaff has Intergovernmental Agreements (IGA's) with the City of Williams, City of Page, Grand Canyon National Park and Glen Canyon National Park that are valid until 2027. These agreements ensure that if the State 9-1-1 Office was to no longer fund the 9-1-1 system each agency would be responsible for their own costs.

Connection to PBB Priorities and Objectives:

High Performance Governance and Safe and Healthy Community; Provide public safety services with resources, staff, and training responsive to the community's needs.

Connection to Regional Plan:

Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical and ambulance transport service.

Connection to Carbon Neutrality Plan:

Health and Safety HS-3

Connection to 10-Year Housing Plan:

N/A

Connection to Division Specific Plan:

N/A

Attachments:

FY2025 9-1-1 Grant

8.D.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Mac McNamara, Water Services Section Director

Co-Submitter:

Shannon Jones

Co-Submitter:

Shannon Jones

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

Consideration and Approval of Contract: Professional services contract for the Wastewater Treatment Facilities Master Plan in the amount of $792,160.

STAFF RECOMMENDED ACTION:

Approve the Professional Services Contract with Hazen and Sawyer for the completion of the Treatment Facilities Master Plan in the amount of $792,160.
Authorize the City Manager to execute the necessary documents.

Executive Summary:

This contract will allow for engineering services in the development of the City's Treatment Facilities Master Plan to address near and long-term management of wastewater and biosolids produced at the Rio de Flag Water Reclamation Facility (RDFWRF) and the Wildcat Hill Water Reclamation Facility (WHWRF).

Financial Impact:

Project Name: Wastewater Treatment Facilities Master Plan
Cost: $792,160.00
Account Number Budgeted: 203-08-375-3564-0-4421
FY Budgeted Amount: $746,231.00
Account Number Budgeted: 203-08-375-3235-0-4466
FY Budgeted Amount: $265,000.00
Grant Funded: N/A
Funding Source: Wastewater Fund

Policy Impact:

No policy impact

Previous Council Decision or Community Discussion:

Council had previously approved the FY 2024 and 2025 Capital Improvement 5-Year Plan and authorized the FY 2024 and FY 2025 budget for this project.

Options and Alternatives to Recommended Action:

Approve the Professional Services Contract Contract No.: 2024-40 in the amount of $792,160.00 as recommended; or
Reject the award and provide additional direction to Staff. This option would delay the start of the Wastewater Treatment Facilities Master Plan.

Background and History:

Purchasing staff posted a Request for Statement of Qualifications (RSOQ) solicitation for engineering professional services to the City of Flagstaff's PlanetBids Website on October 18, 2023. On November 15, 2023, the City received three (3) Statements of Qualifications from Engineering Consultant Firms. A six-member Selection Committee consisting of City Staff and one outside Construction Consultant, reviewed and evaluated the statements. Based upon the numerical scoring of the SOQs, the Selection Committee identified the most qualified Firm to perform the engineering professional services for the Project and recommended to commence negotiations for a scope and fee proposal to be provided by Hazen and Sawyer. Final scores of all firms are as followed:

Hazen and Sawyer

588.55

Black and Veatch

520.27

Carollo

519.88

Connection to PBB Priorities and Objectives:

Safe & Healthy Community: Foster a safe, secure, and healthy community. Sustainable, Innovative Infrastructure: Deliver outstanding services to residents through a healthy, well maintained infrastructure system.

Connection to 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.
Goal WR.3: Satisfy current and future human water demands and the needs of the natural environment through sustainable and renewable water resources and strategic conservation measure.
Goal WR.4. Logically enhance and extend the City's public water, wastewater, and reclaimed water services including their treatment, distribution, and collection systems in both urbanized and newly developed areas of the City to provide an efficient delivery of services.
Goal WR.6: Protect, preserve, and improve the quality of surface water, groundwater, and reclaimed water in the region.
Goal CD.1. Improve the City and County financial systems to provide for needed infrastructure development and rehabilitation, including maintenance and enhancement of existing infrastructure

Connection to Carbon Neutrality Plan:

BE-3: Reduce energy use in existing buildings
WS-1: Improve water infrastructure and expand on water reuse
HS-4: Improve the resilience of public infrastructure and City facilities

Connection to 10-Year Housing Plan:

None.

Connection to Division Specific Plan:

The Treatment Facility Master Plan supports Water Services mission: "To professionally and cost-effectively provide water, wastewater, and stormwater services that the present and future environmental, health, and safety needs of the community."

Attachments:

City of Flagstaff TFMP

Agreement

8.E.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Jarrett Nelson, Public Works Project Manager

Co-Submitter:

Marshall Ronningen

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

Consideration and Approval of Contract: Cooperative Purchase Contract with Pueblo Mechanical and Controls, LLC in the amount of $599,833.26 for chiller replacement in City Hall.

STAFF RECOMMENDED ACTION:

Approve the Cooperative Purchase Contract with Pueblo Mechanical and Controls, LLC ("Pueblo") in the amount of $599,833.26 for chiller replacement in City Hall; and
Authorize the City Manager to execute the necessary documents.

Executive Summary:

The City Hall building houses numerous City offices, provides service counters to the public and houses the City Council Chambers. This entire building is currently cooled by one (1), nearly 20-year-old, 140 Ton Chiller, that is beyond its service lifespan. The unit utilizes outdated R-22 refrigerant and has numerous issues which make it ineffective in cooling the building. If the old unit fails during the summer heat, the City Hall building does not have any other cooling source to provide back up and would get warm during the day. This would disrupt staff's ability to provide essential services to the community. This City Council action, if approved, will allow the facilities team to deliver the replacement project with Pueblo to remove and replace the existing failing chiller with two (2)-71 ton chillers, condensers and related plumbing/mechanical work.

Financial Impact:

This project was not budgeted as part of the FY2024-25 budget. However, a request was submitted to Budget Team for consideration and Budget Team supported this request and the use of the General Fund Infrastructure Reserve Fund to fund this project.

Project Name: City Hall Chiller Replacement
Cost: $599,833.26
Account Number Budgeted: 001-09-402-1310-1-4405
FY Budgeted Amount: $2,113,260
Grant Funded: No
Funding Source: General Fund Infrastructure Reserve

Policy Impact:

The award of this Cooperative Purchase Contract will renew existing City infrastructure and allow City staff to continue serving the community.

Previous Council Decision or Community Discussion:

No.

Options and Alternatives to Recommended Action:

Approve the Cooperative Purchase Contract with Pueblo for $599,833.26, as proposed using the Mohave Educational Services Cooperative Purchase Contract 19F-PMAC2-0904; or
Reject the Cooperative Purchase Contract and request that City staff conduct a solicitation for the essential chiller replacement. This option is not recommended by City staff as it would delay replacing failing equipment.

Background and History:

The existing chiller was installed new in 2005 and had an approximate service life of 15 Years. It has become problematic over the last 12 months and is being repaired frequently to keep it running. This unit is one the of many, citywide, that continues to use R-22 refrigerant.

The Cooperative Purchase Contract through Contract #19F-PMAC2-0904, Mohave Educational Services Cooperative was vetted by the Purchasing Section to insure the best pricing for this product. Purchasing confirmed that Mohave has performed a proper and competitive formal solicitation with a Request for Qualifications that meets public procurement requirements. Purchasing staff reviewed the agency contract and has determine it relevant to the City's needs for this procurement and that it is currently active.

Due to the large size, Contract #19-PMAC2-0904 has been attached to the staff summary in two parts. You can also access the agency document and award information online through https://mesc.org/about-vendor%e2%80%8b/?contract_id=19F-PMAC2-0904.

Connection to PBB Priorities and Objectives:

High Preforming Governance:

Deliver quality community assets – This project will invest in the maintenance and renewal of a community asset to keep it functioning as intended and provide a quality experience to users of the facility.
Enhance the organization's fiscal stability & increase efficiency & effectiveness-This project will increase the efficiency and reduce operating costs.

Connection to Regional Plan:

Chapter VII Energy:
Goal E.I. Increase Energy Efficiency-The new chillers installed in this project will increase the energy efficiency of the building.

Connection to Carbon Neutrality Plan:

In January 2020, the Environmental Protection Agency banned the production and import of the coolant R-22 due to its particularly harmful impact to the ozone layer when released into the air. Approving the Cooperative Purchase Contract would upgrade the chemicals used in the chiller.
Priority 3-BE 3-Reducing building energy usage including electricity.

Connection to 10-Year Housing Plan:

No.

Connection to Division Specific Plan:

No.

Attachments:

2024-193 Pueblo City Hall Chiller

Exhibit A - Proposal # 2405-28095

Exhibit B.1 - Contract Amendment Summary

Exhibit B.2 Agency Contract Package 19F-PMAC2-0904

8.F.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Bryce Doty, Real Estate Manager

Co-Submitter:

Emily Markel

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Approve Second Amendment to Contract for Services in an amount not to exceed $150,000 for property acquisitions necessary for the Rio de Flag Flood Control Capital Project; and
Authorize the City Manager or designee to execute the necessary documents.

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 Second Amendment, the Contract amount will increase from a not-to-exceed $99,500 to a not-to-exceed $150,000. Contractor has assisted in closing or placing in escrow 7 of the 17 properties assigned. The contract amount is being increased in order to close out the remaining acquisitions.

Financial Impact:

Project Name: Rio de Flag Flood Control Project
Cost: Up to an additional $50,000
Account Number Budgeted: 206-08-385-3236-0
FY Budgeted Amount: $20,851,032
Funding Source: Rio de Flag Flood Control Stormwater Capital Improvements FY 2024-25

Policy Impact:

No Impact

Previous Council Decision or Community Discussion:

March 5th, 2024: Council approved the first amendment to the contract

Options and Alternatives to Recommended Action:

1. Approve Second Amendment (recommended)
2. Do not approve Second Amendment

Connection to PBB 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

Connection to Regional Plan:

Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections, and rainwater harvesting.
Increase the region's preparedness for extreme climate events.
Incorporate pedestrian access, trails, and watchable wildlife opportunities into natural watercourses when practical.
Improve mobility and access throughout the region.
Increase the availability and use of pedestrian infrastructure, including FUTS, as a critical element of a safe and livable community.

Connection to Carbon Neutrality Plan:

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.

Connection to 10-Year Housing Plan:

Create 5.8

Prioritize Capital Improvement Projects that facilitate affordable housing.

Attachments:

TB Real Estate Services Second Amendment

8.G.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Bryce Doty, Real Estate Manager

Co-Submitter:

Emily Markel

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Approve Second Amendment to Contract for Services in an amount not to exceed $150,000 for property acquisitions necessary for the Rio de Flag Flood Control Capital Project; and
Authorize the City Manager or designee to execute the necessary documents.

Executive Summary:

The City entered into a Contract for Services on October 2, 2023 with Sonoran Land Resources, 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 Second Amendment, the Contract amount will increase from a not-to-exceed $99,500 to a not-to-exceed $150,000. Contractor has assisted in closing or placing in escrow 6 of the 16 properties assigned. The contract amount is being increased in order to close out the remaining acquisitions.

Financial Impact:

Policy Impact:

No impact

Previous Council Decision or Community Discussion:

March 5th, 2024: Council approved the first amendment to the contract

Options and Alternatives to Recommended Action:

1. Approve Second Amendment (recommended)
2. Do not approve Second Amendment

Connection to PBB 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

Connection to Regional Plan:

Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections, and rainwater harvesting.
Increase the region's preparedness for extreme climate events.
Incorporate pedestrian access, trails, and watchable wildlife opportunities into natural watercourses when practical.
Improve mobility and access throughout the region.
Increase the availability and use of pedestrian infrastructure, including FUTS, as a critical element of a safe and livable community.

Connection to Carbon Neutrality Plan:

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.

Connection to 10-Year Housing Plan:

Create 5.8 Prioritize Capital Improvement Projects that facilitate affordable housing

Attachments:

Sonoran Land Resources Second Amendment

8.H.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Brian Huntzinger, Water Production Manager

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Approve the Contract for the Purchase of Materials/Services with Empire Pump Corp. in an amount not to exceed $650,000, annually, for Utilities Well and Pump Maintenance; and
Authorize the City Manager to execute the necessary documents.

Executive Summary:

The City of Flagstaff, Water Services Division, operates water treatment and distribution facilities including well fields and booster stations. The purpose of establishing the Contract is to provide maintenance and repair of the pumps, motors, wells and other equipment associated with water production, treatment and distribution. The work covered under the Contract is for the removal and replacement of groundwater submersible pumps, motors, column pipe, and line shaft pumps, water treatment pumps and motors, related electrical work, and any other work related to maintaining, cleaning, repairing and testing wells, pumps and motors on an as-needed basis.

The budgeted amount for this contract is $650,000, annually, for the term of the Contract. The Invitation for Bids advertised a large list of needs that City staff identified to perform the routine maintenance on City well pumps. Empire Pump Corp. submitted a bid with a total catalog value of $953,450 for all of the items that City staff identified and was deemed the lowest responsible and responsive bidder. During the term of the Contract, City staff will evaluate and order the necessary materials and maintenance services to meet the City's needs within that $650,000, annual budget.

Financial Impact:

The Water Production Section annually budgets based on the number of wells in service, the age of wells, etc. under accounts 202-08-301-1020-0-4229 (Local Wells) for $252,800, 202-08-301-1021-0-4229 (Lake Mary Wells) for $103,000, 202-08-301-1022-0-4229 (Woody Mountain Wells) for $222,593 to cover the costs associated with maintaining the City of Flagstaff's groundwater wells, booster stations and related infrastructure. This Contract may also be utilized by Water Reclamation Facilities (under accounts 203-08-311-1112-0-4229, 203-08-312-1122-0-4229 and 204-08-321-1203-0-4229) for a total of $171,500 and Water Services Engineering and Project Management.

Policy Impact:

This Contract ensures the potable water supply for the City is at maximum capacity at all times and the infrastructure is maintained.

Previous Council Decision or Community Discussion:

Similar contracts have been done since 1992. The last contract was approved in March of 2019.

Options and Alternatives to Recommended Action:

Approve the Contract for the Purchase of Materials/Services with Empire Pump Corp. in an amount not to exceed $650,000, annually, for Utilities Well and Pump Maintenance; or
Reject all bids for the Utilities Well and Pump Maintenance needs and require each task, job or project to be bid separately. City staff does not recommend this option as it would add significant time maintaining the City's potable water supplies.

Background and History:

The City of Flagstaff, Water Services Division, operates water production, treatment and distribution facilities including well fields, booster stations and treatment plants. In order to service the City of Flagstaff groundwater wells a company needs to have the necessary equipment, licenses, bonds, and professional skills in order to do so as there is the possibility of multiple wells needing maintenance at the same time. Due to potential high water demand in summer months and approximately only two (2) days of peak demand volume in system storage, timing is critical for the maintenance and repair of water production infrastructure. The purpose of establishing the Contract with a qualified contractor is to provide maintenance and repair of the pumps, motors, wells and other equipment associated with water production. The work covered under this contract is for the removal and replacement of groundwater submersible pumps, line shaft pumps, motors, column pipe, water treatment and booster related pumps and motors, related electrical work, and any other work related to maintaining, cleaning, repairing and testing groundwater wells, treatment plants and booster stations on an as-needed basis.

On April 9, 2024, the Purchasing Section posted and Invitation for Bids on the Planet Bids website and advertised the solicitation in the Arizona Daily Sun newspaper. There were five (5) bids that were received for the Utilities Well and Pump Maintenance solicitation with Empire Pump Corp. deemed the lowest responsible and responsive bidder. The initial Contract is for two (2) years with the option to renew for three (3) additional one (1) year periods upon mutual agreement of the City and Empire Pump Corp.

Connection to PBB Priorities and Objectives:

Safe & Healthy Community
Sustainable and Innovative Infrastructure: Deliver outstanding services to residents through a healthy, well-maintained infrastructure system.

Connection to Regional Plan:

Policy WR.2.2: Maintain and develop facilities to provide reliable, safe, and costeffective water, wastewater, and reclaimed water services.

Connection to Carbon Neutrality Plan:

CR-1: Strengthen existing community systems to create resilience to both short-term shocks and long-term change.
WS-1: Improve water infrastructure and expand water reuse.

Connection to 10-Year Housing Plan:

None.

Connection to Division Specific Plan:

Objective 5: Accelerate Infrastructure Maintenance and Replacement
Objective 6: Ensure Adequate Water Resources and Plan for Climate Change
Objective 7: Maintain Excellent Water Quality

Attachments:

2024-106 Well Pump Contract - Empire

8.I.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Ken Fergason, Cinder Lake Landfill Project Manager

Co-Submitter:

Sam Beckett

Co-Submitter:

Sam Beckett

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

Consideration and Approval of Contract: Professional Services Agreement with Friedman Recycling Company for compaction, transportation, and the processing of recyclable materials.

STAFF RECOMMENDED ACTION:

Approve the Professional Services Agreement with Friedman Recycling Company for compaction, transportation, processing, and the processing of recyclable materials; and
Authorize the City Manager to execute the necessary documents.

Executive Summary:

Staff solicited a Request for Proposals for Recycling Processing and Transportation Services in early 2024. Four proposals were received, and one subsequently withdrew. A selection committee reviewed the three remaining proposals and selected the proposal from Friedman Recycling Company as the best opportunity for the City. Considerations in this selection included qualifications, industry-specific experience, past performance, the presented approach, and price.

The City is currently under contract with Friedman Recycling Company to provide processing and transportation services, and this Professional Service Agreement (Agreement) essentially continues this relationship. Through the proposal effort and contract negotiations, staff identified areas for improvements in services and efficiency and have built those into this Agreement. Under this Agreement, Friedman will provide two horizontal compactors for maximizing the transfer weights of recycling materials, haul the recycling materials from Flagstaff to their materials recovery facility in Phoenix, and process the recycling materials. The term of the Agreement is 2 years with three, 12-month extensions. Based on an estimated total of 500 tons of commingled recyclables per month, it is estimated that the Friedman Agreement will cost the City approximately $70,000 per month, or $140 per ton, post-collection. City staff support the operations and logistics of recycling material management on-site and during the compaction process.

This Agreement allows the City to consider further evaluation of installing a baler process to more efficiently compact and transport recyclables, providing the potential to achieve possible future savings and efficiencies.

Financial Impact:

Project Name: Transfer Station Contractuals/Commodities
Cost: Approximately $70,000 per month
Account Number Budgeted: 211-06-168-0649-0-4240 (Equipment Rental), 211-06-168-0649-0-4269 (Transporting Services), 211-06-168-0649-0-4221 (Processing)
FY2024-25 Budgeted Amount: $982,500
Grant Funded: No
Funding Source: Solid Waste Enterprise Fund

Policy Impact:

This Agreement allows the City to maintain recycle services and to ensure that materials are recycled to their fullest extent possible. These services are considered to be of community interest, environmental stewardship, natural resource conservation, preservation of the Cinder Lake Landfill capacity, and directly support the City's Rethink Waste and Carbon Neutrality Plans. Through this Agreement the City will be able to accept recycling materials and the Solid Waste department will be working with Sustainability and our Public Information Office to communicate these best practices to the public on all items that are eligible for good quality collection and recycling.

Previous Council Decision or Community Discussion:

On June 20, 2023, Council approved a Professional Services Agreement with Friedman Recycling Company for equipment, transportation, processing and recovery of recyclable materials. This previous agreement was for a term of six months with two, three-month extensions.

Options and Alternatives to Recommended Action:

Approve the Agreement with Friedman Recycling Company for compaction, transportation, and the processing of recyclable materials; or
Reject the Agreement and re-solicit quotes for alternative considerations; or
Revise the terms and conditions, and return to the vendor for further discussions; or
Discontinue the recycling program and establish collection services of the community solid waste total volumes as required.

Background and History:

Friedman will maximize hauling efficiencies to limit the City's carbon and energy footprint to the largest degree practical while ensuring continuity in the City's recycling needs and movement of commingled recyclables to the Phoenix metropolitan area. Friedman has worked with the City for the last year providing similar services and the City and Friedman have used this Agreement to further improve these services. Through this agreement, the City will be able to recycle the following materials.

Mixed Paper (#54)
Clean Cardboard/Old Corrugated Containers (OCC #11)
Plastic #1 PET threaded bottles, jars, and jugs
Plastic #2 HDPE Natural threaded bottles, jars, and jugs
Plastic #2 HDPE Color threaded bottles, jars, and jugs
Plastic #5 Polypropylene tubs and containers
Steel/Tin Cans and Containers
Aluminum Cans and Containers
Mixed Rigid/Bulk Plastics

It is noted that the City also recycles glass through a separate Agreement with a different contractor. The glass program is an opt-in subscription service offered to city residents in addition to community drop off locations.

The City Procurement and Solid Watse Sections conducted Request for Proposals competitive solicitation for Material Recycling Facility Services and received proposals for two disciplines, from the following contractors: Joe Dirt Hauling, Waste Management of Arizona, and Friedman Recycling. Friedman Recycling was deemed the highest scoring, responsible, responsive proposer in each discipline. The scoring for these disciplines is as follows:

Transportation & Compaction
- Joe Dirt Hauling - 564
- Friedman Recycling - 779

Processing & Recovery
- Waste Management of Arizona - 656
- Friedman Recycling - 731

The Solid Waste and Procurement Section request approval from Council to move forward with Friedman for contract award.

Connection to PBB Priorities and Objectives:

High Performance Governance
- Serve the public by providing high quality customer service
- Encourage public trust through transparency, accessibility and use of the City's public participation policy
Safe & Healthy Community
- Foster a safe, secure, and healthy community
- Develop alternative diversion programs
Inclusive & Engaged Community
- Foster community pride and civic engagement
Sustainable, Innovative Infrastructure
- Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs.
- Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
Environmental Stewardship
- Promote, protect, & enhance a healthy, sustainable environment & its natural resources.

Connection to Regional Plan:

Policy LU.16.1. Encourage the continued intensification, expansion, and protection of existing industrial, warehousing, and distribution uses from encroachment where appropriate.
Policy PF.1.4. Build, sustain, and leverage partnerships with local and regional stakeholders for collective investment, efficient action, and shared responsibility in the building of local resiliency.
Policy PF.1.7. Develop strategies and take meaningful steps toward extending the life of the landfill.
Policy PF.2.3. Provide accessible public facilities and services in strategic locations.

Connection to Carbon Neutrality Plan:

Carbon Neutrality Plan
- Goal ES-4 – Actively seek to recognize past harms, repair trust, and build deeper relationships with community members.
- Goal MM-3 – Divert more waste from the landfill.
- Goal PF.2 – Provide sustainable and equitable public facilities, service, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.

Connection to 10-Year Housing Plan:

N/A

Attachments:

Agreement with Friedman Recycling Company

Exhibit A to Agreement with Friedman Recycling

8.J.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Sarah Langley, Public Affairs Director

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Retroactively approve the Letter of Opposition.

Executive Summary:

The City of Flagstaff's Sustainability Division requested that the Mayor and Council submit a letter of opposition to the Arizona Corporation Commission regarding the UNS Electric, Inc. Arizona Power Plant and Transmission Line Siting Committee Application and Appeal. The Arizona Corporation Commission was scheduled to hear an appeal related to the approval process for new gas peaker plants on Tuesday, June 11. The Sustainability Division noted that this decision could incentivize utilities to build more gas peaker plants without regard for the environmental or health and economic impacts on customers. Adding more gas peaker plants hinders cities' efforts across the state to cut greenhouse gas emissions and build a resilient city for the future. The City's 2024 State Legislative Priorities include the priority of "urging the Arizona Corporation Commission to adopt a statewide clean energy standard that achieves 100% carbon-free energy in our state".

The letter was submitted as a public comment to Docket No. L-00000F-24-0056-00230 on Monday, June 10. Staff is requesting retroactive Council approval of the letter.

Financial Impact:

None

Policy Impact:

None

Previous Council Decision or Community Discussion:

None

Options and Alternatives to Recommended Action:

None

Connection to PBB Priorities and Objectives:

Facilitate, develop, and encourage carbon-neutral energy opportunities.

Connection to Regional Plan:

N/A

Connection to Carbon Neutrality Plan:

FS-3: Support fuel switching in existing residential and commercial buildings.

Connection to 10-Year Housing Plan:

N/A

Attachments:

Letter of Opposition

8.K.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Ryan Darr, Police Lieutenant

Co-Submitter:

Megan Dales

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Executive Summary:

The City of Flagstaff was awarded $292,485.09 in grant funds from the U.S. Department of Justice, through the Arizona Criminal Justice Commission, for the Edward Byrne Justice Assistance Grant funds. This grant fully funds one Flagstaff Police Sergeant, and partially funds one Flagstaff Police investigator, and one Coconino County Sheriff's Deputy investigator. There is no cost to the City of Flagstaff.

Officers in the METRO Unit continuously provide support to numerous community groups including, local schools, Citizens Academy programs, local law enforcement training academies etc. in the form of training and educational presentations, drug awareness, and proactive investigations.

Financial Impact:

The grant award is in the amount of $219,363.82 (75%) with required matching funds of $73,121.27 (25%). The METRO board has authorized matching funds from the Rico account. The Rico account has provided matching funds in the previous years and the board has agreed to provide the above matching funds for this year's grant. This amount will include all city costs, estimated in kind and administrative costs if above normal departmental allocation. The grant award will be the 37^th funding cycle (FY 2025) for the METRO unit. This grant is budgeted in Fiscal Year 2024-2025 for $443,434 in account number 001-04-062-6050-2.

Policy Impact:

None

Previous Council Decision or Community Discussion:

Yes, the Flagstaff City Council has approved the acceptance of this grant money for the past thirty seven years.

Options and Alternatives to Recommended Action:

Approve the ratification of the grant or decline the grant.

Background and History:

As previously stated, this is the 37th cycle of this grant in which the Flagstaff City Council has approved the previous 37 cycles.

Connection to PBB Priorities and Objectives:

Safe & Healthy Community: Provide public safety services with resources, staff, and training responsive to the community's needs.

Connection to Regional Plan:

Effective Governance - Regional Plan (2030) - Planning, Public Safety, Goal PF.3 Provide high-quality emergency response and public safety services. Safe and healthy community: Provide public safety services with resources, staff, and training responsive to the community needs (for 2021)

Connection to Carbon Neutrality Plan:

No connection to the Carbon Neutrality Plan

Connection to 10-Year Housing Plan:

No connection to Housing plan

Connection to Division Specific Plan:

This grant and the investigative officers this funds is supported by nearly every law enforcement entity in Coconino County including the Coconino County Sheriff's Office, The Flagstaff Police Department, Northern Arizona University Police, ATF, FBI, DEA, Homeland Security and the Department of Public Safety. This grant provides specialized police investigations to all the communities located within Coconino County.

Attachments:

ACJC METRO FY25 Grant Agreement

8.L.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Stacey Brechler-Knaggs, Grants, Contracts & Emergency Management Director

Co-Submitter:

Brian Gall, Airport Director

Co-Submitter:

Adam Miele

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Award the CMAR Design Phase Services contract with Loven-Fann Joint Venture in an amount not to exceed $700,000, subject to approval by the Federal Aviation Administration (FAA) and Arizona Department of Transportation (ADOT) Multi-Modal Transportation Division; and
Authorize Change Order Authority of $70,000 (10%) to cover potential costs associated with unanticipated or additional items of work. This change order amount is included in the total not to exceed amount of $700,000; and
Authorize the City Manager to execute the necessary documents.

Executive Summary:

This Project consists of pre-construction design services, including generating one or more Guaranteed Maximum Price(s) (GMP), for the Snow Removal Equipment Building (SREB) project located at the Flagstaff Pulliam Airport that is currently under design.

This Design Phase Services Contract is for the CMAR to assist in the development of the final Project design. The Project will ultimately include the construction of the SREB, which will be presented as a separate item later this year. The SREB will be approximately 25,000 SF and consists of vehicle storage bays and a maintenance bay, equipment and material storage, and associated support areas. The SREB will be capable of supporting the Flagstaff Airport's Snow and Ice Control Plan for multiple 24-hour operational periods. The development site is 6200 S. Pulliam Dr. (APN 116-61-004) of the Airport in the PF (Public Facility) Zone. The SREB will direct access for snow clearing crews to respond to snow and ice conditions at the Airport. The entire Project site area is approximately 4.5 acres within the larger parcel, which is 31.1 acres. The scope of work includes construction of a new SREB and associated site improvements. The Project also includes realignment of the existing road to the Airport Traffic Control Tower (S. Liberator Lane) (ATCT), a new stormwater basin, space for equipment turning movements, an equipment yard, and parking for employees.

*** The final Contract will be attached for review prior to the scheduled City Council meeting.

Financial Impact:

Project Name: Airport Snow Removal Equipment Building
Total Project Estimated Cost: $24,780,722
Account Number Budgeted: 221-07-222-3583-0 and 221-07-222-6271-0
FY2024-25 Budgeted Amount: $18,312,221
Grant Funded: Yes
Funding Source: U.S. Department of Transportation, Federal Aviation Administration and Arizona Department of Transportation

The total Project budget is estimated to be approximately $24,780,722 (including additive alternate(s) provided by the funding from City of Flagstaff, FAA, and ADOT. Funding for the project will come from multiple grant awards from the Federal Aviation Administration (FAA), matching funds from Arizona Department of Transportation (ADOT) and City funding.

The City has received one of the FAA grants (Airport Improvement Program (AIP) 51) and the ADOT matching grant for a total of $4,861,391. We are anticipating two additional FAA and ADOT grants for the Project. The City has requested a letter of commitment to the Project from the FAA, however the full federal funding/grant award for the total project cost will not be considered for award until the GMP(s) is available and award is anticipated around June 2025.

The grant monies are anticipated to be dispersed from April 2023 through June 2025. The total Project budget covers all costs to deliver the Project including but not limited to; itemized proposed equipment to aid in the operation of the facility, landscaping, startup and training. If federal discretionary funds are not authorized, the City would use our federal entitlement funds to cover this work initiative. Based on the GMP, the FAA grant will provide 91.06% of total project funding, ADOT grant will provide 4.47% of funding, with the City grant match of 4.47% at the time of grant award.

Policy Impact:

None.

Previous Council Decision or Community Discussion:

On August 18, 2020, Council approved a design services grant contract for APMI for the Project.
On October 17, 2023, Council approved the FAA AIP 51 grant agreement.

Options and Alternatives to Recommended Action:

Approve the CMAR Design Phase Services Contract with Loven-Fann Joint Venture, as presented. This will allow timely execution of the Project; or
Reject approval of the contract and direct staff to pursue traditional design-bid-build project delivery. This would effectively delay progress on the project by one year and jeopardize the grant funding.

Background and History:

On August 18, 2020, the City Council approved a design services grant for APMI for the design of the Snow Removal Equipment Building Project. City staff, the design consultants, and representatives from the FAA and ADOT developed several alternative concepts. Preliminary design is complete and the Project is transitioning to final construction documentation. Pursuant to the Construction Manager at Risk (CMAR) Design Phase Services Contract, Loven-Fann Joint Venture will provide pre-construction design services, including confirmation of the constructability of the APMI plans for the Snow Removal Equipment Building (SREB), development of the schedule for construction, and generation of the GMP.

In recent years, the Arizona State Legislature and Federal Aviation Administration have both authorized the use of Alternative Project Delivery Methods (APDM) in lieu of the traditional Design-Bid-Build method of project delivery. These alternative methods allow a contracting agency the opportunity to select a construction team utilizing a qualifications-based selection process to procure construction services from a firm deemed most qualified to perform the work.

On April 13 and 20, 2024, a Request for Statements of Qualifications (RSOQ) for Construction Manager at Risk (CMAR) services was published in the Arizona Daily Sun and was posted on the Purchasing PlanetBids web site on April 4, 2024. On April 30, 2024, the City of Flagstaff received five Statements of Qualifications that were responsive to the requirements of the RSOQ for providing CMAR services for this project. A selection committee of five members independently reviewed and evaluated those statements in accordance with the evaluative criteria established in the RSOQ. The evaluation committee consisted of three City staff, one local contractor, and one design professional. Based on numerical evaluation of the statements received, Loven-Fann Joint Venture received the highest ranking and was deemed the most qualified among those submitting proposals to provide CMAR services.

The selection committee final scores were:

Firm

Score

Ranking

Agate

293

Core Construction

445

Kinney Construction

469

Loven- Fann Joint Venture

509

Sundt

445

Airport snow removal equipment is currently stored in the airport's Aircraft Rescue and Fire Fighting (ARFF) building and other locations across the facility. This Project will allow the Airport to store and respond with the snow removal equipment and additional deicing materials from one centralized location. The site for the new SREB is adjacent to the ARFF building and air traffic control tower and across from Taxiway A at a location previously identified in the Airport Master Plan. The construction of the Project will include:

The construction of approx. 25,000-sf SREB with a maximum height of approximately 28 feet.
The construction of approx. 1,680-square-feet parking lot.
The construction of approx. 30,000-sf low impact development (LID) basin to manage stormwater runoff. (Per FAA requirements, water collected in the stormwater basin will be drained within 48 hours.)

The Project will also involve the paving of a small parking lot on the southwest side of the SREB. The parking lot will consist of nine parking spaces including an electric vehicle stall and an American with Disabilities Act (ADA) compliant space. Trenching will be necessary for utilities to connect to existing infrastructure from the southwestern corner of the proposed SREB, and the Project will relocate portions of existing fencing along the western side of the SREB.

Connection to PBB Priorities and Objectives:

Safe & Healthy Community
- Ensure the build environment is safe through the use of consistent standards, rules and regulations, and land use practices.
- Promote physical health through providing recreation opportunities, parks, open space & multiple transportation options.

Sustainable, Innovative Infrastructure
- Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
- Provide effective management of the infrastructure for all modes of transportation.

Connection to Regional Plan:

REGIONAL PLAN GOALS AND POLICIES –

Goal T.10. Strengthen and expand the role of Flagstaff Pulliam Airport as the dominant hub for passenger, air freight, public safety flights, and other services in northern Arizona.

Policy T.10.1. Maintain and expand Flagstaff Pulliam Airport as an important link to the national air transportation system.

Policy T.10.3. Seek opportunities to expand destinations and frequency of regional air service throughout the southwest and west.

This Project will facilitate improved responsiveness to snowfall at the airport by reducing staff time needed to deploy snow removal equipment and improving access for equipment maintenance. The improved response to snow events will place the airport in a better position to support current airport operations, tenants, and air service, and will be a selling point for additional air service.

Connection to Carbon Neutrality Plan:

CLIMATE CHANGE AND ADAPTATION GOALS AND POLICIES – This facility will be an all-electric, high performance green building (standards of the GSA) and be designed to meet the City of Flagstaff carbon neutrality goals.

Connection to 10-Year Housing Plan:

N/A

Connection to Division Specific Plan:

N/A

Attachments:

CMAR Design Phase Snow Building

Exhibit B - Loven- Fann COF SREB Design Assist Proposal

Exhibit E - Grant Provisions-FAA Building

8.M.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Mark Wilson, Deputy Fire Chief

Co-Submitter:

Emily Markel

Co-Submitter:

Emily Markel

Date:

06/24/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Approve the Cooperative Purchase Contract with Hughes Fire Equipment, Inc. in the amount of $1,064,108,07, plus fees and costs, for the purchase of two Fire Department Water Tenders with Bond funding; and
Authorize the City Manager to execute the necessary documents.

Executive Summary:

A water tender is a specialized vehicle that brings large amounts of water to a fire incident. The proposed Flagstaff Fire Department tenders are equipped with 2000-gallon tanks to help support smaller engines with additional water already operating on the fire. The use is typically for wildfires, but can also be used for interstate fires or structure fires in areas with limited water supply. Wildfires continue to increase in size, intensity, and cost in and around our community. Maintaining a quick, effective, and safe response by the Flagstaff Fire Department is critical to protecting our community and surrounding public forests. In response to increased wildfire threats in our area, FFD is recommending that the City Council approve a Cooperative Purchase Contract replacing two 20+-year-old fire Water Tenders with new units and funded through voter-approved Prop 441 funding. This purchase helps increase dependability by replacing older aged-out units and provides up-to-date safety equipment for our membership. FFD has chosen to work with Hughes Fire Equipment, Inc. through a vetted cooperative agreement. This company has also proven a high quality of work, and history with excellent warranty support.

Financial Impact:

Project Name: Prop 441 Bond Funding for replacement of two Fire Department Water Tenders
Cost: $1,064,108.07
Account Number Budgeted: Bond Account - 410-03-051-0205-2-4401
FY2024-25 Budgeted Amount:$2,295,000
Grant Funded: No
Funding Source: Bond Funding plus money from General Fund to cover the gap approved by the City Budget Team in March of 2024.

Policy Impact:

None.

Previous Council Decision or Community Discussion:

The City Council, along with a Citizens Committee was informed and approved the voter 441 bond funding initiative to purchase two new Water Tenders for the Fire Department. We also held multiple public meetings to discuss the project and the purchasing of these units before the bond went to vote.

Options and Alternatives to Recommended Action:

Approve the Cooperative Purchase Contract with Hughes Fire Equipment, Inc. for the two new Water Tenders with Bond funding; or
Not purchase the units and maintain the use of the current 20+ year old units.

Background and History:

In 2021 a capital deficit was identified in the Fire Department that could not be covered by normal general funds. A bond committee was established to identify various unfunded capital projects in the city. The Fire Department was approved to place four (4) 20+ -year-old aged-out units that were not part of the current FLEET replacement plan. Two of those units have been purchased and the two Water Tenders are the two remaining to complete the voter-approved Fire Department initiative. These units will keep the Fire Department with dependable, safe, and efficient equipment for the various uses in which they serve.

City of Flagstaff Procurement department completed a review of an agency contract through the Houston-Galveston-Area-Council Cooperative Purchasing Program (HGAC). HGAC conducted a competitive open procurement through Request For Proposals ID:FS12-23 that resulted in contract FS12-23 with the Contractor.

Connection to PBB Priorities and Objectives:

Performance-Based Budget Priorities:
Safe & Healthy Community - Provide public safety with the resources, staff, and training to respond to community needs.
High Performing Governance - Serve the public by providing high-quality internal and external service.

Connection to Regional Plan:

Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service.
Policy PF.3.1. Maintain high-quality effectiveness and efficiency in law enforcement, fire, and emergency services to the extent that is consistent with governmental operations, plans, public policies, population served, and monies available.

Connection to Carbon Neutrality Plan:

Reduces carbon emission through wildfire mitigation.

Connection to 10-Year Housing Plan:

N/A

Connection to Division Specific Plan:

Part of the 8-year Apparatus capital replacement plan.

Attachments:

2024-201 Hughes Fire Freightliner Tenders

Exhibit A - Quote & Specs

Exhibit B - Agency Contract

Exhibit C - Photograph of Water Tender

9.A.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Brandi Suda, Finance Director

Co-Submitter:

Heidi Derryberry

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Read Ordinance No. 2024-17 by title only for the final time
City Clerk reads Ordinance No. 2024-17 by title only (if approved above)
Adopt Ordinance No. 2024-17

Executive Summary:

The City Council is required to fix and levy the amount to be raised from property taxation after the adoption of the final budget, per A.R.S. Section 42-17151. The final budget is anticipated to be adopted on June 18, 2024.

Financial Impact:

The City is proposing a flat primary property tax levy of $7,159,207 on existing properties, plus a levy of $71,670 on new construction, for a total primary property tax levy in Fiscal Year (FY) 2024-2025 of $7,230,877. The primary property tax rate to support this levy is 0.6363 per $100 of assessed valuation (lower than the prior fiscal year). The proposed levy is less than the maximum allowable primary property tax levy allowed for FY 2024-2025, which is $7,983,170.

The City is proposing a secondary property tax levy of $9,001,046 on existing properties, plus a levy of $90,108 on new construction, for a total secondary property tax levy in FY 2023-2024 of $9,091,154. The proposed secondary property tax rate is 0.8000 per $100 of net assessed valuation (same as the prior fiscal year).

Policy Impact:

Adoption of the proposed property tax levies will generate revenues to help fund the community needs as identified in the FY 2024-2025 Final Budget and policies reflected therein.

Previous Council Decision or Community Discussion:

December Council Retreat on December 14, 2023
February Budget Retreat on February 1, 2024 and February 2, 2024
March Capital Improvement Budget Retreat on March 28, 2024
Council Budget Retreat on April 25, 2024 and April 26, 2024
Tentative Budget Adoption on June 4, 2024

Options and Alternatives to Recommended Action:

1) Adopt the primary and secondary property tax rates as proposed.
2) Adopt lower primary and secondary property tax rates than proposed.
3) Adopt higher tax rates than proposed, however, this action may be barred by Truth in Taxation Notice publication deadlines or other legal considerations.

Background and History:

Primary property tax revenues may be used for all purposes. Primary property tax levies are limited, per A.R.S. Section 42-17051. The City has the ability to increase the amount received from the primary property tax levy by a maximum of 2% each year excluding new construction. The maximum allowable increase for FY 2024-2025 is 10.0%. FY 2024-2025 proposed primary property tax levy is set at $7,230,877, which is less than the maximum allowable levy of $7,983,170.

Primary property tax levies are also subject to "Truth in Taxation" notice and hearing requirements, per A.R.S. Section 42-17107. On or before February 10 of each year, the county assessor must transmit to each city and town an estimate of the total net assessed valuation of the city, including new property added to the tax roll. If the proposed primary tax levy amount, excluding amounts attributable to new construction, is greater than the levy amount in the previous year, the city must follow the "Truth in Taxation" procedures. It is important to note that it is the levy amount and not the rate which triggers the "Truth in Taxation" procedures. The proposed FY2024-2025 primary tax levy amount did not trigger the "Truth in Taxation" procedures.

The City is budgeting primary property tax revenues of $7,146,000 in its FY 2024-2025 Budget. This budgeted amount is less than the levy amount because the City is allowing for approximately 1.0% in bad debt (taxes not able to be collected). The City anticipates an overall 0.7% increase in primary property tax revenues in FY 2024-2025, due to the increase from new construction (properties added to tax roll). Primary property tax revenues may be used for any general purpose use of the City government.

Secondary property tax revenues may only be used by cities and towns to retire the principal and interest or redemption charges on general obligation bonds issued to pay for capital projects. Secondary property tax levies are not limited. The City has budgeted a total of $9,091,154 in FY 2024-2025 secondary property tax, an approximate 5.3% increase over the FY 2023-2024 budget ($8,633,802). The increase is directly related to the increased assessed valuation (increase in property values) and new construction. Secondary property tax revenues are used to pay general obligation debt issued for City capital projects. Five years of historical data is shown below:

Property Tax Rates

FY 2020-2021

FY 2021-2022

FY 2022-2023

FY 2023-2024

FY 2024-2025

Proposed

Primary

0.7510

0.7186

0.6954

0.6634

0.6363

Secondary

0.8000

Total

1.5510

1.5186

1.4954

1.4634

1.4363

Primary property taxes account for 7.9% of the General Fund revenues budgeted for FY 2024-2025. The adoption of the property tax levy is the final step in the entire budget approval process.

Connection to PBB Priorities and Objectives:

The adoption of the Annual Budget and Financial Plan provides direction and financial resources to support the Key Community Priorities and Objectives. The property tax adoption is part of the overall City budget adoption.

Connection to Regional Plan:

None

Connection to Carbon Neutrality Plan:

None

Connection to 10-Year Housing Plan:

None.

Attachments:

Ord. 2024-17

9.B.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Erin Young, Water Resources Manager

Co-Submitter:

Shannon Jones, Water Services Director

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Adopt Resolution No. 2024-30
Read Ordinance No. 2024-19 by title only for the final time
City Clerk reads Ordinance No. 2024-19 by title only (if approved above)
Adopt Ordinance No. 2024-19

Executive Summary:

This action adopts an ordinance increasing water, sewer, and reclaimed water user and service fees, and water and sewer capacity fees. The charges are increased over five years to adequately fund operations, maintenance, debt repayment, and replacement projects contained in the ten-year capital improvement program per Council direction.

Financial Impact:

Water, wastewater, and reclaimed water utility rates and fees and water and wastewater capacity charges will be phased in over a 5-year period. The new rates for Year 1 would take effect on September 1, 2024:

Year 1: September 1, 2024 through December 31, 2025
Year 2: January 1, 2026 through December 31, 2026
Year 3: January 1, 2027 through December 31, 2027
Year 4: January 1, 2028 through December 31, 2028
Year 5: January 1, 2029 through December 31, 2029

Policy Impact:

The City is proposing modifications to the water, wastewater, and reclaimed water rates and rate structures, increasing water and sewer capacity fees, and increasing miscellaneous water charges, to meet cost recovery requirements for services provided to specific customers. The impact on the combined utility bill for water and wastewater service was carefully considered in determining the appropriate balance between the proposed rate changes and debt financing. Based on the ten-year financial plans, a synopsis of cost impacts is explained below:

Water
The water enterprise fund is impacted by multiple cost factors over the five-year planning period including:

Operating cost increases for treatment chemicals due to scarcity and supply challenges.
Operating cost increases for contractual services necessary for treating raw water.
Increasing costs for replacing and repairing aging infrastructure.
Surface water treatment plant upgrades to improve water source resiliency and maintain water quality.
Increasing costs required for drought preparedness through watershed health.
Additional operations and trades staff to support a growing community, and capital improvement program development.
Operating cost increases for personnel services and benefits.
Adjustments to water capacity fess and revenues to align fee per single family equivalent (3/4-inch meter equivalent) with current level of service requirements, growth-related shares of past infrastructure investments and planned capital improvements, and preparations for sustainable future water supplies.
While Water Services proposed to decrease the base fee from 29% cost recovery to 25% cost recovery, the overall increases to base fees are proposed to better reflect the recovery of fixed operating costs.
Increases to commodity rates are proposed to generate sufficient revenues to maintain the water fund as a self-sustaining enterprise, encourage efficient water use and urge conservation.
Condensing the Institutional customer class to the Commercial customer class to remove single-user categories from the customer class list.
Additionally, the ratios between water rate tiers are being adjusted to provide price incentives for efficiency indoors and re-setting the cost-of-service of providing water for outdoor water uses.

Wastewater
The wastewater enterprise fund is impacted by multiple cost factors over the five-year planning period including:

Operating cost increases for treatment chemicals due to scarcity and supply challenges.
Increasing cost for replacing and repairing aging infrastructure.
Maintenance cost increases of system infrastructure due to deferred maintenance due to a lack of funding and increased system demand.
Operating cost increases for personnel services and benefits.
The introduction of base fees are proposed to reflect the recovery of fixed operating costs and adjusted for the cost-of-service to each customer class.
Adjustment to the wastewater capacity fees and revenues to align the fee per single family equivalent (3/4-inch meter equivalent) with current level of service requirements including solids treatment capacity, growth-related shares of past infrastructure investments and planned capital improvements, and preparations for future wastewater treatment expansions.
Adjustments to volumetric rates are proposed to reflect the cost of wastewater loadings by customer class and generate sufficient revenues to maintain the wastewater fund as a self-sustaining enterprise.

Overall, from FY 2025 through FY 2029, the water, wastewater, and reclaimed water base fee and volumetric rate changes are forecasted to generate an increase in average annual revenue of up to $1.7 million or 9.4% in the water fund, $1.7 million or 12.5% in the wastewater fund, and $102,000 or 8.1% in the reclaimed water fund and become effective September 1, 2024. Details of the increase are provided in a written report with data supporting the changes on file with the City Clerk and posted to Flagstaff's Rate Study webpage at www.cleanwaterflagstaff.com.

Water and Wastewater Miscellaneous Charges
To address cost recovery, to meet the City's financial policy that charges recover all direct and indirect costs of service, miscellaneous charges are assessed to specific users of the service so that general rate payers do not bear the burden.

Previous Council Decision or Community Discussion:

On April 16, 2024 Council adopted a Notice of intention to increase water, sewer, and reclaimed water rates or rate components, fees, or service charges

Water Services has presented on various elements of the rate study to City Council beginning February 2023. The videos of these meetings are available on the City's Rate Study website cleanwaterflagstaff.com from the "View Past Meetings" tab. Here is a list of all meetings where staff presented to City Council on the Rate Study:

February 21, 2023 Discussion regarding a rate and fee study for water, reclaimed water, and wastewater funds.
March 7, 2023 Consideration of a Contract for Professional Services with Stantec Consulting Services, Inc
September 5, 2023 Introduction of the Rate Study Team
December 12, 2023 Water, Wastewater, and Reclaimed Water Rate Study Presentation 1 of 2 on Capacity Fees and Misc. Fees
January 23, 2024 Water, Wastewater, and Reclaimed Water Rate Study Presentation 2 of 3 on Capacity Fees and Misc. Fees
February 6, 2024 Water, Wastewater, and Reclaimed Water Rate Study Presentation 3 of 3 on Capacity Fees and Misc. Fees
February 13, 2024 Introduction to Water, Wastewater, Reclaimed Water Rate Design
April 2, 2024 Follow-up discussion from the March 25, 2024 City Council - Water Commission Joint Meeting
April 16, 2024 Notice of intention to increase water, sewer, and reclaimed water rates or rate components, fees, or service charges
May 16, 2024 Council special worksession; presentation from Water Services Director on the operational needs of the Division
May 21, 2024 Presentation from Stantec on Financial Model Assumptions; Direction from Council on changes to assumptions
June 4, 2024 Staff presentation on the results of Council's Direction; Council directed staff to proceed with changes for the June 18 Public Hearing

Joint meetings of the Flagstaff City Council and Water Commission were held on the following dates. The videos of these meetings are available on the City's Rate Study website cleanwaterflagstaff.com from the "View Past Meetings" tab.

October 23, 2023 Discussion and Direction on the Rate Study Financial Plans
March 4, 2024 Wastewater Rate Design Workshop & Direction on Rate Design
March 25, 2024 Water & Reclaimed Water Rate Design Workshop & Direction on Rate Design

Presentations were provided to the Water Commission about the Rate Study on the following dates. The videos of these meetings are available on the City's Rate Study website cleanwaterflagstaff.com from the "View Past Meetings" tab.

August 7, 2023 Introduction of Stantec Team
September 21, 2023 Rate Study Update on Task 2
October 19, 2023 Rate Study Financial Planning Scenarios Presentation and Discussion
November 16, 2023 Rate Study Approach for Capacity Fee Calculations, Cost Allocations, Misc. Fees
December 14, 2023 Update on Capacity Fee Calculations, Cost Allocations, Misc. Fees
January 18, 2024 Water, Wastewater, and Reclaimed Water Rate Study Presentation on Capacity Fees and Misc. Fees
February 15, 2024 Rate Design Discussions with Water Commission
March 21, 2024 Brief update from staff with questions for commissioners
April 18, 2024 Stantec provided the same presentation given to Council on April 16

Community Meetings

Water Services held a Water Rate Study Informational Meeting on December 7, 2023. This was a public information meeting available as a dial-in (spanish or english) or WebEx. Video is available on cleanwaterflagstaff.gov
Water Services held a drop-in meeting on Capacity Fees at its Administrative Offices on January 30 & 31
Water Services tabled at the Downtown Community Library on April 1 from 5-7 pm; Jay Lively Ice Arena on April 3 from 5-7 pm
Water Services tabled at Science Saturday at Willow Bend on April 6, Joe Montoya on April 10 from 10-noon
Water Services held a drop-in event at the East Flagstaff Community Library on April 8, 2024 from 5:30 to 7:00 pm
Water Services provided information on the rate study and held a tour at the Rio de Flag Water Reclamation Plant on April 13, 2024 at 10 am
Water Services tabled at Earth Day on April 20th from 11 am to 2 pm
Water Services were invited to introduce the rate study before a hike at Schultz Creek with Friends of the Rio de Flag on May 2 at 5 pm
Water Services tabled for the rate study during the Arizona Department of Environmental Quality community event on wastewater systems at the East Flagstaff Library on May 8, 2024 from 5:30 to 7 pm
Water Services held a drop-in event at the Aquaplex on May 18, 2024 from 11 am to 2 pm

Meetings to discuss various components of the Rate Study have been held with individual customers and community groups including the Greater Flagstaff Chamber of Commerce, Capstone Homes, Northern Arizona University, Snowbowl, a member of the Downtown Business Alliance, Historic Brewery, Joy Cone. Community "Roundtable" type discussions were held in September 2023. Staff also presented to the Economic Collaborative of Northern Arizona, Friends of Flagstaff's Future, and the City's Tourism Commission (April 25), Airport Commission (May 9), and Housing Commission (May 23). The community groups comprised representatives of the City of Flagstaff's commissions.

The City released a website for rate study information in October, 2023 at cleanwaterflagstaff.com. Between October and April, the website had over 2,800 views. The site had 2,966 views in April, and 4,188 views in May. A Water Rate Calculator was added to the site on April 16 and video on how to use the calculator is available on the website, released on May 24. Customers can leave comments from the website.

Water Services has emailed out notices throughout the study to multiple lists of customers and organizations, sharing information about Council or Commission meetings, and community meetings, to customers monthly. The City's Public Information Office issued press releases related to the rate study, on October 16, 2023, December 12, 2023, February 29, 2024, and March 28, 2024. A notice of the June 18 and July 2 public hearing dates are scheduled for the Daily Sun.

Options and Alternatives to Recommended Action:

Council may elect to change elements of the rate study. Doing so would result in a time and dollar increase change order on the contract with Stantec and delay the public hearing process.

Connection to PBB Priorities and Objectives:

Serve the public by providing high-quality customer service
Deliver outstanding services to residents through a healthy, well-maintained infrastructure system
Support and strengthen a robust, diverse, and sustainable economy
Promote, protect, and enhance a healthy, sustainable environment and its natural resources

Connection to Regional Plan:

Goal WR.2. Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources.
Goal WR.4. Logically enhance and extend the City's public water, wastewater, and reclaimed water services including their treatment, distribution, and collection systems in both urbanized and newly developed areas of the City to provide efficient delivery of services.

Connection to Carbon Neutrality Plan:

CR-2 Strengthen existing community systems to create resilience to both short-term shocks and long-term change.
WS-1 Improve water infrastructure and expand water reuse.
HS-3 Adequately fund services for disaster preparedness.
HS-4 Improve the resilience of public infrastructure and City facilities.

Connection to 10-Year Housing Plan:

None

Connection to Division Specific Plan:

Council-adopted Water Policies (Utilities Integrated Master Plan 2014)
Section A Finance Policies:
Policy A1.1, A1.2
Policy A3.1, A3.2, A3.3

Attachments:

Res. 2024-30

Water Services Rates Code Changes

Ord. 2024-19

9.C.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Carmen Pryer, Real Estate Specialist

Co-Submitter:

Bryce Doty

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Read Ordinance No. 2024-18 by title only for the final time
City Clerk reads Ordinance No.2024-18 by title only (if approved above)
Adopt Ordinance No. 2024-18
Approve the Purchase Agreement and authorize the City Manager to execute the necessary documents.

Executive Summary:

This ordinance authorizes the exchange of real property of Substantially equal value: City remnant parcels originally acquired for the Lone Tree Overpass Project will be exchanged for real property interest needed for the same Project from Gary G., and Mary Eileen Hundelt. The exchange provides the following benefits to the City:

Disposes of remnant land no longer needed by City
Offsets the cost to acquire real property interests from Gary G., and Mary Eileen Hundelt
Returns remnant land back to tax base

The remnant properties were evaluated by the Housing Section as per Resolution 2022-52, and it was determined that the remnants are too small to be utilized as stand alone parcels for affordable housing. Additionally, City staff attending and internal property and development team meeting, representing multiple City divisions, did not identify any opposition to the exchange.

City Council is also being asked to consider approval of a Purchase Agreement, which includes terms and conditions of the exchange. The Purchase Agreement is attached to this staff report. The City will be paid $409.00. The City will pay escrow fees and expenses. City also commits to ensuring continued property access as part of the Lone Tree Overpass Project.

Financial Impact:

The Lone Tree Overpass Project (north of Butler Avenue) is currently budgeted in FY2021-2022 in the amount of $8,686,681 in the Transportation Fund, Account Number 047-05-112-3054-6. The Lone Tree Corridor Project (south of Butler Avenue) is currently budgeted in FY2021-2022 in the amount of $250,000 in the Transportation Fund, Account Number 048-05-118-3495-6. Both funds will be utilized to complete the attached Project scope from Route 66 to Sawmill Road.
The areas to be exchanged have been valued at substantially equal value.

Gary G. Hundelt and Mary Eileen Hundelt agree to sell to the City of Flagstaff 282 square feet of fee in the amount of $11,421.00. (as shown on exhibit A)
2. As part of this Agreement the City of Flagstaff agrees to exchange to Gary G. Hundelt and Mary Eileen Hundelt 1,183 square feet of fee in the amount of $11,830.00. (as shown on exhibit B)
Fee 104-01-024 Exhibit A 282 sq/ft @ 40.50 sq/ft $11,421.00
Fee 104-01-023 Exhibit B 1,183 sq/ft @ $10.00 sq/ft - $ 11,830.00
Total to be paid to the City of Flagstaff $ 409.00

Policy Impact:

None

Previous Council Decision or Community Discussion:

On May 16, 2023 Council approved Ordinance 2023-13 authorizing acquisition of this property, including others for the Lone Tree Overpass Project.

Options and Alternatives to Recommended Action:

Retain City remnant parcels, and pay full appraised value for real property interests needed from Gary G. and Mary Eileen Hundelt.
Dispose or use City remnant parcels at a later date.

Background and History:

The Lone Tree Overpass has been a planned project for over a decade in the Flagstaff community. The Lone Tree Overpass Study, which evaluated conceptual design options for the bridge was completed in 2010. The goal of the project is to provide better connectivity for our transportation network and provide a grade-separated crossing which increases safety and convenience for commuters.

The Overpass also coordinates with the future planned improvements of the Lone Tree Corridor reconstruction which was studied in a report completed in 2006. The Lone Tree Corridor and Overpass serves to connect the southern area of town with the Route 66 corridor and provides a option that reduces congestion on other roadway corridors.

A portion of the Lone Tree Corridor from Sawmill Road to Butler Avenue is included in this Overpass design. This section of the corridor was included at this time to provide a coordinated improvement north and south of the Butler Avenue Intersection.

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 August 21, 2020, the City issued a Request for Statements of Qualifications (RSOQ) from Arizona Registered Contractors for a Design-Builder to provide design and construction services for the Overpass.

On September 24, 2020, the City received four responses to the Request for Statements of Qualifications (RSOQ). Upon the completion of the evaluation process, Ames was determined to be the most qualified Design-Builder to perform the work.

On February 2, 2021, City Council awarded the Design-Build Services Agreement for Phase I of the project development to Ames Construction.

On July 6, 2021, Council passed Ordinance 2021-15, authorizing acquisition of real property for the Project.

Connection to PBB Priorities and Objectives:

Safe and Healthy Community

Foster a safe, secure, and healthy community.
Ensure the built environment is safe through the use of consistent standards, rules and regulations, and land use practices.

Connection to Regional Plan:

Improve transportation safety and efficiency for all modes.

Connection to Carbon Neutrality Plan:

None

Connection to 10-Year Housing Plan:

None

Attachments:

Presentation

Ord. 2024-18

Exhibit A & A1 - Legal Description 1,183 sf.

Exhibit B - Legal Description 282sf.

Exhibit C - Map

Purchase Agreement

9.D.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Edward Schenk, Water Services Manager - Stormwater

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Adopt Resolution No. 2024-32
Read Ordinance No. 2024-20 by title only for the final time
City Clerk reads Ordinance No. 2024-20 by title only for the final time
Adopt Ordinance No. 2024-20

Executive Summary:

Chapter 12-01 of City Code is titled "Flood Plain Regulations" and provides a comprehensive list of development regulations for FEMA special flood hazard areas (SFHAs). This chapter is required by FEMA for all communities but is up to the community to write and maintain. The current revision of Chapter 12-01 is from 2011 and includes terms and definitions that are outdated. The purpose of this revision is to bring the City of Flagstaff's code up to compliance with the current definitions that FEMA uses in 2024. This revision has no policy implications, no changes in regulations, and no fiscal impact. This update is required by FEMA as part of our Community Rating Service (CRS) rating of 5, which provides a 25% discount to federally-backed flood insurance policies.

Financial Impact:

There is no financial impact of this revision.

Policy Impact:

There is no policy impact of this revision, the revision will update terms and definitions to current FEMA standards.

Previous Council Decision or Community Discussion:

None

Options and Alternatives to Recommended Action:

The alternative is to not move forward with this minor revisions, due to current CRS standards this will disqualify the City of Flagstaff as a Class 5 community under FEMA forfeiting our 25% National Flood Insurance Policy discount.

Background and History:

The Flagstaff community is currently a Class 5 CRS community, providing a 25% discount on National Flood Insurance Policy claims. The City receives this designation through an annual routine audit, and a five-year extensive audit, of flood risk mitigations, actions, and regulations. Chapter 12-01 of City Code provides the majority of the FEMA special flood hazard area (SFHA) regulations for new and existing development in FEMA recognized floodplains and floodways. In the 2019 audit of the City's CRS program there was a recommendation to update Chapter 12-01 to be consistent with current terms and definitions of FEMA. This recommendation became a requirement to remain a Class 5 community in 2021 when the FEMA CRS Handbook was updated. This new requirement was communicated to Stormwater staff in January of this year by our State FEMA regulatory representative (Arizona Department of Water Resources). Stormwater staff consulted with Legal in February and March of this year and are bringing the minor changes required to Council to update Chapter 12-01 to be consistent with FEMA.

Connection to PBB Priorities and Objectives:

Connection to Regional Plan:

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.

Connection to Carbon Neutrality Plan:

This minor revision has no substantial nexus with the Carbon Neutrality Plan

Connection to 10-Year Housing Plan:

This minor revision has no substantial nexus with the 10-Year Housing Plan

Connection to Division Specific Plan:

This supports both the 2025 Water Services Division Plan and the 2028 Stormwater Section Plan

Attachments:

Res. 2024-32

2024 Revisions to Floodplain Regulations

Ord. 2024-20

9.E.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Trevor Henry, Capital Improvements Engineer

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Approve the Second Amendment to the CMAR Construction Phase Services Agreement with Eagle Mountain Construction, Inc. for the Spruce Wash Flood Mitigation Suite of Projects to include GMP 3 in the amount of $2,907,375.00 and adding 0 days to the contract duration; and
Approve an Owner's Contingency of $50,000, which is approximately 2.0% of Guaranteed Maximum Price #3; and
Authorize the City Manager to execute the necessary documents.

Executive Summary:

Staff recommends approval of the Second Amendment to the CMAR Construction Phase Services Agreement No. 2023-60, with Eagle Mountain Construction (EMC), for the Spruce Wash Flood Mitigation Suite of Projects (the Suite) to include GMP 3 in the amount of $2,907,375.00, an Owner's Contingency of $50,000, and adding 0 days to the contract duration. Approval of this Second Amendment will authorize construction of the Linda Vista to Cedar Channel Project. The remaining Projects within the Suite will be presented for Council's consideration at a later date as the Third Amendment to this Agreement with GMP#4. 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. Amendment One, GMP#2 began in March of 2024 and includes the utility relocations for the Linda Vista to Cedar Channel, Grandview Street Improvements, the Linda Vista Crossing and the Wedge Utilities. Amendment one extended construction to 1,025 days to cover construction of the entire Suite spanning over four construction seasons with a target 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 summer 2024. The final scheduling and construction sequencing of the Suite will be determined once designs and other funding source requirements are known.

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. This Second Amendment adding GMP 3 requires an access and drainage easement from one property owner and temporary construction easements for final grading from four property owners along the channel. The concrete channel is located entirely with an existing drainage and public utilities easement.

Financial Impact:

The Second Amendment adding GMP 3 plus expenditures from the owner's contingency will be funded by Proposition 441 Funds under the GO Capital Project Fund from the 2024/25 fiscal year in the amount of $2,957,375.00, Account Number 410-08-385-3525-3, Cedar to Linda Vista Channel project.

The total project budget:

Project / Portion of Project

FY2023-24

FY2024-25

Budget Line

Account Number

Linda Vista to Cedar Channel

$757,055

$3,328,095

Cedar to Linda Vista Channel

410-08-385-3525-3

Policy Impact:

No impact.

Previous Council Decision or Community Discussion:

Council previously approved the ballot language for the November 2022 voter approved Proposition 441 Wildfire, Flood, and Wastewater Infrastructure Bond, which dedicated $26 million towards flood mitigation projects
Council previously approved the Agreement with EMC for the Suite of Projects for GMP#1 on July 3, 2023.
Council previously approved Amendment One with EMC for the Suite of Projects for GMP #2 on March 5, 2024.

Options and Alternatives to Recommended Action:

Approve the Second Amendment as recommended. Approval will allow work to move forward; or,
Reject approval of the award as recommended. This action would delay the Project.
1. If rejection occurs, possible options include:
  1. Ask staff to re-evaluate the recommendation; or
  2. Suspend or cancel the Project completely.

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, monsoon 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 as the most qualified Contractor to perform the CMAR design and construction phase services for the Suite of Projects.

Key Considerations:
This is the Second Amendment to add GMP 3 to the current Agreement with EMC for the Suite of Projects. GMP 3 includes the Linda Vista to Cedar Channel Project. The First Amendment adding GMP 2 included the utility relocations in the Linda Vista to Cedar Channel in addition to the Wedge Utilities, Grandview Street Improvements and Linda Vista Crossing. The remaining projects within the Suite of Projects will be presented for Council's consideration later in 2024 with a Third Amendment adding GMP 4. Please refer to the attached context and vicinity maps.

The Suite of Projects consist of the following eight Projects:

Grandview Drive Reconstruction – a reconstructed inverted crown street with a modified rolled curb instead of a typical rolled curb to increase stormwater capacity of the roadway on Grandview from Linda Vista to Cedar including the side-streets, and replacing and lowering the existing aging water and sewer infrastructure to ensure proper cover with the lowered roadway.
The Wedge Detention Basin – a detention basin to receive diverted flows from Spruce Wash.
Linda Vista Drive Crossing – a new box culvert to increase the inlet and downstream channel capacity and reduce the potential for overtopping of Linda Vista Drive. 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.
Cedar Avenue to Linda Vista Drive Channel: a re-graded and hardened channel to improve capacity for stormwater runoff conveyance. The work under Amendment One, GMP #2 includes the franchise utility relocations for UniSource Energy Services and Arizona Public Service. The work under this Amendment Two, GMP #3 generally includes earthwork and installation of armor flex and concrete channel linings. ArmorFlex is a flexible, interlocking matrix of cellular concrete blocks and will be installed in the upper ~350 foot long portion of the channel, nearest Linda Vista Drive. The lower ~1,600 linear feet of channel will be a concrete trapezoidal channel.
Cedar Avenue Crossing: a new box culvert to increase the inlet and downstream channel capacity.
Arroyo Seco Drive to Dortha Avenue Channel: a re-graded and hardened channel to improve capacity for stormwater runoff conveyance.
Arroyo Seco Drive Inlet: a reconstructed inlet structure for the purpose of increasing the inlet capacity to capture more stormwater into the downstream existing 60-inch storm drain.
Killip Basins Outlet: a new outlet structure from the Killip Regional Detention Basins to an existing storm drain in Main Street to serve as a secondary outlet for larger storm events, reducing the impact of water overtopping the basins.

Design is nearing completion on the remaining Projects within the Suite and is anticipated to be completed this summer 2024. The final scheduling and construction sequencing of the Suite will be determined once designs and other funding source requirements are known.

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. This Amendment Two, GMP #3 requires an access and drainage easement from one property owner and temporary construction easements for final grading from four property owners along the channel. The concrete channel is located with an existing drainage and public utilities easement.

The Construction Manager at Risk (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.

Expanded Financial 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.

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.

GMP#2 is $7,429,149.06 plus an approximate 2.5% Owners Contingency of $185,000.00. GMP#2 is for the utility relocations in the Linda Vista to Cedar Channel and construction of the Wedge Utilities, Grandview Street Improvements and Linda Vista Crossing.

This GMP#3 is $2,907,375.00 plus an approximate 2.0% Owners Contingency of $50,000.00.

The Total Contract Price including Amendment One and this Amendment Two and owners contingency is now $13,527,907.06.

The contract duration is 1,025 days with an anticipated completion date of June 26, 2026.

Project / Portion of Project

FY24

FY25

Budget Line

Account Number

Linda Vista to Cedar Channel

$2,359,852

$1,725,298

Cedar to Linda Vista Channel

410-08-385-3525-3

Community Benefits and Considerations:

Mitigating post-wildfire flooding in the Spruce Wash and surrounding neighborhoods, businesses, parks, and schools.
Replacing and or abandoning aged and undersized existing water and sewer infrastructure, ranging from 51-63 years old, to meet current standards.
Reducing required utilities maintenance with the construction of the new infrastructure.
Coordinating construction of multiple projects and utilizing project areas for temporary construction yards in the immediate vicinity to minimize inconveniences to the public and reduce costs.

Community Involvement:
Inform, Involve, Empower:

Starting from roughly August of 2021 there have been over 19 Museum Flood and Post Wildfire Flooding Council Updates which will continue through and after the design and construction of the Suite of Projects.
In January 2022, Beta PR, on behalf of the City of Flagstaff, created the Museum Fire Flood Projects Website museumfloodprojects.com. As of May 31, 2024, 5,615 individuals have visited site with over 6,930 total visits. The site also includes a subpage where people can sign up to receive E-Newsletters sent out via email on a weekly basis to provide updates and information on the Museum Fire Flood Mitigation Projects.
In February 2022, Beta PR, on behalf of the City of Flagstaff, began sending out the ENewsletters and will continue to do so through and after the completion of the Suite of Projects. As of May 31, 2024, there are currently 550 ENewsletter subscribers.
Beta PR created and maintains a Museum Fire Flood Projects email address (info@museumfloodprojects.com) and a project hotline. To date, over 95 stakeholders have utilized the the hotline to get their questions and concerns answered.
In February 2022, Beta PR, on behalf of the City of Flagstaff, sent out an introduction mailer for Museum Fire Flood Mitigation Projects that was mailed to 950 properties in Spruce Wash area that included a Spanish translated side. Since February 2022, BetaPr, on behalf of the City, has mailed seven notification fliers and placed five door hangers to spread project information.
In November 2022, voters approved Proposition 441 with support from 76% of Flagstaff voters.
In December 2022, the Proposition 441 subpage of the Museum Fire Flood Projects Website was created which includes more information regarding the Suite of Projects.
On February 2, 2023, the City hosted a Spruce Wash Community Meeting to provide information on the history of the Museum Fire, update on the progress of Spruce Wash Watershed restoration, November Prop 441 passage, and Prop 441 preliminary projects.
On May 15, 2023, the City hosted the second Spruce Wash Community Meeting to provide information on the 2023 monsoon forecast, a Suite of Projects update, Coconino County Flood Control District Update, and preparing for the 2023 monsoon season.
On November 2, 2023, the City hosted the third Spruce Wash Community Meetings to provide an update on the Suite of Projects, the flood modeling, and the flood risk assessment maps showing the positive impacts of the Suite of Projects.
On April 1, 2024, the City hosted a fourth Spruce Wash Community Meeting to provide the community an opportunity to review the final plans, show the final flood modeling and the flood risk assessment maps and the positive impacts, and to go over the schedule and construction sequencing of the Suite of Projects.
To date, during the design and current construction of the Suite of Projects, Beta PR, on behalf of the City of Flagstaff, has performed 17 door-to-door operations to deliver project notices and door hangers for various project items and information to the community adjacent to the Suite of Projects.
Eagle Mountain Construction, Beta PR, and City staff will be intimately involved with the coordination of construction activities and keeping the stakeholders informed on schedule, sequence, and impacts through construction.

Connection to PBB Priorities and Objectives:

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.

Connection to Regional Plan:

Connection to Carbon Neutrality Plan:

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.

Connection to 10-Year Housing Plan:

None.

Attachments:

Presentation

Second Amendment - GMP 3

Exhibit B GMP3

Spruce Wash Flood Mitigation Suite of Projects Context Map

Spruce Wash Suite of Projects GMP #3 Vicinity Map

DB Contingency Justification

9.F.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Trevor Henry, Capital Improvements Engineer

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Approve Change Order No. 18 with Shephard Wesnitzer, Inc. the amount of $214,480.00 and a 365 calendar day time extension for the Rio de Flag Flood Control Utility Relocation Design Services Contract; and
Authorize the City Manager to execute the necessary documents.

Executive Summary:

Approval of Change Order No. 18 will compensate Shephard Wesnitzer, Inc. (SWI) for assisting the City in acquiring the property rights necessary for the U.S. Army Corps of Engineers (USACE) to certify the real estate for construction based on the needed lands, easements, rights-of-way, relocations, and disposal site (LERRD) and complete design for the Rio de Flag Flood Control Project (Project). The additional tasks of Change Order No. 18 include master easement tracking, additional legal descriptions, Utility compensability letters, BNSF utility accommodation policy services, USACE comment resolution, Five Points Construction, Architect/Engineering Quality Control Plan, Signal plans, Wastewater updates and meetings/coordination. There is a 365 calendar day time extension requested with Change Order No. 18 to ensure the estate necessary meets the guidelines and requirements as outlined by the USACE.

The Change Order Committee considered this item on June 13, 2024, it was approved with a recommendation to forward to the Council for final approval at the City Council meeting on July 2, 2024.

Financial Impact:

The FY 2004-2005 original Design Services Contract was approved by City Council to SWI in the amount of $1,582,521.00. Subsequent values of prior changes authorized through the City Manager's Change Order Authority and City Council approval has resulted in an amount of $2,397,431.34. The funding to pay the amount of Change Order No. 18 ($214,480.00) will come from the Stormwater Fund, tracked in the Rio de Flag project account #206-08-385-3236-0-4421.

The Rio de Flag project has $1,151,354 budgeted in FY24, $20,851,032 appropriated in FY25 and $1,290,000 appropriated in FY26.

Original Contract Value                                 $1,582,521.00
Value of Prior Changes                                 $2,397,431.34
Value of this Change $   214,480.00
New Contract Value                                      $4,194,432.34

Policy Impact:

No Impact

Previous Council Decision or Community Discussion:

Previous City Council actions pertaining to authorized value changes and action items necessary for the continuation of the Project since FY 2004-2005.

Options and Alternatives to Recommended Action:

Approve Change Order No. 18 with SWI the amount of $214,480.00 and a 365 calendar day time extension as recommended; or
Reject Change Order No. 18, which will forfeit the opportunity for the City to comply with its requirement to provide the estate necessary to allow the USACE to certify the real estate for the Rio de Flag Flood Control Project.

Background and History:

On January 18, 2005, the City Council awarded the Design Services Contract to SWI to perform design services for this Project.

Key Considerations:
The Rio de Flag Flood Control Project is included in the City's Stormwater Management Capital Improvement Program and is the number one priority. The Project has also been the subject of numerous City Council meetings, City-to-Citizen communications and newspaper articles.

The USACE requested funding for their FY 20 work plan to construct the entire Project. The USACE received $52M which will complete their share (65%) of the project as outlined in the Project Cooperation Agreement.

In 2018, the City Council authorized a fee increase to the Stormwater rate that would provide funding for the Capital Improvement Program (CIP). In 2019, City Council authorized collection of the rate increase. The rate increase will provide funding for the Stormwater CIP, of which the Rio de Flag Flood Control Project is the number one priority. The City has the capacity and commitment to complete our share of the project as outline in the Project Cooperation Agreement.

On April 12, 2021, the USACE submitted to the City the real estate "take letter" outlining the estate necessary for the real estate certification. It is the City's responsibility as outlined in the Project Cooperation Agreement to provide the corridor necessary for the USACE to solicit, award and construct the Project.

A sample of the additional tasks contained in Change Order No. 18 includes:

Master Easement Tracking Spreadsheet:

Ardurra prepared a master easement tracking spreadsheet with every parcel impacted by the project. Each parcel includes the APN, owner, site address, mailing address, type of easement being acquired (Channel Easement, Temporary Work Area Easement, Drainage Easement, Waterline Easement, Sewer line Easement, Etc.), utility conflicts, ongoing tasks, when the legal description was updated and completed, and additional notes for the easements.

Stage 1 Legal Descriptions:

Ardurra prepared 14 additional easements for Stage 1 for the Mikes Pike traffic phasing plan, Mikes Pike, and the Flagtown parcels. The legal descriptions are complete and submitted to the City of Flagstaff.

Phase 2 Legal Descriptions:

This item includes Segment Map revisions already completed based on USACE comments on the previously prepared segment map. Item also includes up to 25 Public Utility Easements (PUE's), updates to 80 TWAE and Channel Easement legal descriptions already completed (need to be reviewed and updated once segment map is approved), up to 45 aerial easement exhibits, and staking up to 80 parcels for property owners to see the limits of proposed easements.

Utility Compensability:

Item includes up to 10 Utility Compensability letters/exhibits. The Utility Compensability deliverable is assumed to be the same as what was submitted to the USACE for Stage 1.

BNSF UAP Applications:

Complete BNSF UAP forms and prepare supporting exhibits. Ardurra has already created 19 UAP applications that are ready to submit under Change Order #16. This item includes 24 additional applications.

ATR Comment Resolution:

Item includes addressing City of Flagstaff and USACE ATR comments on the Street Reconstruction and Utility Relocation Plans for both Stages 1 and 2. Plans will be updated and submitted to the City and USACE as part of the Backcheck submittal process. Item includes comment resolution meetings with City staff, coordination with Tetra Tech, and updates to the project specifications.

Five Points Construction Plans:

Eastbound Right Turn Lane

An Eastbound right turn lane on Clay Avenue at the Milton intersection is required to address and ATR comment. The right turn lane will be added to the Stage 1 Surface Replacement construction plans.

30" Waterline Realignment

The ATR submittal included a 30% water line vertical realignment in the Five Points Intersection. During constructability review, it was determined that the vertical realignment could not be accomplished without closing the entire intersection. An alternate realignment route was identified through APN 103-06-003B that can be constructed without closing the intersection. The Utility Relocation Plans will be updated to reflect the new realignment.

100% Phasing Plans

60% construction plans for the Five Points Intersection were completed under Change Order #17. Ardurra prepared and submitted several different traffic phasing plans, including one lane and two lane options, to ADOT before a phasing plan was agreed upon. This item includes addressing ADOT comments and completing 100% construction plans for the traffic phasing plan.

Traffic Control Plans

Traffic control plans will be completed and submitted to the City and ADOT for both phases of the Five Points construction. Draft TCP's have already been submitted and reviewed, and Ardurra is currently updating the TCP's for final submittal.

Architect-Engineer (A-C) QC Plan:

SWI/Ardurra will prepare a Specific Quality Control Plan using the Hansen Dam Recreation Area Project example provided by the Corps. The document will be revised to be project specific to the Utility Relocation and Surface Replacement plans prepared by SWI/Ardurra. Additionally, a project team from another Ardurra office that has not worked on the RDF project will review the ATR sets of plans for QA/QC.

Meetings & Coordination:

This item includes the following meetings for an additional 12 months with two SWI/Ardurra staff:

• Weekly meetings with the City of Flagstaff
• Bi-weekly meetings with the City of Flagstaff, Corps, and Tetra Tech
• Monthly coordination meetings to coordinate the Lone Tree Overpass and RDF projects.
• Monthly coordination meetings with BNSF to coordinate all City projects along the BNSF corridor.

Signal Plans (Lee Engineering):

Lee Engineering will update the previously prepared traffic signal plans for the Five Points intersection to incorporate the newly added eastbound right turn lane on Clay Avenue.

Siphon Plan Updates:

Water Works will update the previously prepared Siphon construction plans to relocate the vent pipe and update CAD backgrounds as part of the ATR review process.

Landscape Plans:

Norris will update the landscape plans to address revisions to address ATR comments. Revisions include landscape plans and details, irrigation plans and details, form liner design and concept drawings, and nine (9) additional meetings. The total change order from Norris is $12,600. Task 3 in CO #13 ($7,700) will be used to help offset this change order task.

Change Order No. 18 will add 365 calendar days to the Design Services Contract. The revised completion date is October 1, 2025.

Change Order No. 18 was presented to the Change Order Committee for their consideration on June 13, 2024. The item was approved with a recommendation to forward to the City Council for consideration and final approval.

Expanded Financial Considerations:
Funding for Change Order No. 18 ($214,.00) will come from the Stormwater Fund and will be tracked in the Rio de Flag Flood Control project 206-08-385-3236-0-4421. The Stormwater Fee rate increase started collection in July 2019 to fund the Stormwater CIP. The Rio de Flag Flood Control Project is part of the Stormwater CIP and is the highest priority Project.

The Rio de Flag project has $604,000 budgeted in FY24, $24,275,415 appropriated in FY25 and $1,371,650 appropriated in FY26.

The USACE was awarded $52M in their FY 20 work plan, providing commitment for their full share of the project at 65%.

Expanded Options and Alternatives:

Approve Change Order No. 18 with SWI in the amount of $214,480.00 and a 365 calendar day time extension as recommended; or
Reject Change Order No. 18, which will forfeit the opportunity for the City to comply with its requirement to provide the estate necessary to allow the USACE to certify the real estate for the Rio de Flag Flood Control Project.

Connection to PBB Priorities and Objectives:

Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
Strengthen Flagstaff's resilience to climate change impacts on built, natural, economic, health, & social systems.

Connection to Regional Plan:

Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections, and rainwater harvesting.
Increase the region's preparedness for extreme climate events.
Incorporate pedestrian access, trails, and watchable wildlife opportunities into natural watercourses when practical.
Improve mobility and access throughout the region.
Increase the availability and use of pedestrian infrastructure, including FUTS, as a critical element of a safe and livable community.

Connection to Carbon Neutrality Plan:

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.

Connection to 10-Year Housing Plan:

None

Attachments:

Presentation

Vicinity Map

Change Order #18

9.G.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Ben Mejia, Planner

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

Consideration and Approval of Preliminary Plat: PZ-23-00027-01: Preliminary replat of lots 23-24 and Tract E of the "Final Plat for Coconino Ridge at Pine Canyon"

STAFF RECOMMENDED ACTION:

Approve the Preliminary Plat in accordance with the findings presented in this report and the Planning and Zoning Commission recommendation of approval (5-0 vote in favor on May 22, 2024).

Executive Summary:

TLC PC Land Investors, LLC and Coconino Ridge at Pine Canyon, LLC request Preliminary Plat approval for Preliminary replat of lots 23-24 and Tract E of the "Final Plat for Coconino Ridge at Pine Canyon" located at 2460 S Pinyon Jay Dr, an existing 31 unit subdivision on 19.2 acres in the Single-Family Residential (R1) Zone. The site has a Resource Protection Overlay and is currently subdivided. It is located in the northeastern corner of the larger 660-acre Pine Canyon development.

Financial Impact:

There are no financial impacts associated with this Preliminary Plat.

Policy Impact:

There are no policy impacts affiliated with this Preliminary Plat.

Previous Council Decision or Community Discussion:

The final plat for Coconino Ridge at Pine Canyon was approved by Council in 2016. The request for replat is to modify the approved plat to allow Tract E for use as private road.

Options and Alternatives to Recommended Action:

Approve the Preliminary Plat with no conditions.
Approve the Preliminary Plat with conditions.
Deny the Preliminary Plat based on non-compliance with the Zoning Code, the Subdivision Code, and/or the Engineering Standards and Specifications for New Infrastructure.

Background and History:

In 2016, the City of Flagstaff approved the Coconino Ridge at Pine Canyon subdivision as a 32-lot subdivision within the R1 Zone. Since recordation of the plat, one parcel (Lot 32) has been combined with neighboring parcels, currently 31 lots exist within the subdivision. All areas in the subdivision not allocated as lots are reserved as tracts. Tract E was reserved as private open space, public utility easement, and private drainage easement. This Preliminary Plat request is to replat the existing Coconino Ridge at Pine Canyon subdivision to reserve Tract E for private roads in addition to private drainage easement and public utility easement. The private open space reservation will be abandoned with this modification. Tract E will be increased in width to accommodate the road, and Lots 23 and 24 will be reduced in size. No new lots are proposed with this plat.

Connection to PBB Priorities and Objectives:

Livable Community - Provide amenities and activities that support a healthy lifestyle
Livable Community - Achieve a well-maintained community through comprehensive & equitable code compliance, & development that is compatible with community values.

Connection to Regional Plan:

Policy LU.5.3. Promote compact development appropriate to and within the context of each area type: urban, suburban, and rural.
Policy LU.5.1. Encourage development patterns within the designated growth boundaries to sustain efficient infrastructure projects and maintenance.

Connection to Carbon Neutrality Plan:

DD-2: Create inclusive networks for walking and biking that are continuous, attractive, safe, comprehensive, and convenient for people of all ages.

Connection to 10-Year Housing Plan:

N/A

Attachments:

Staff Report

Application

Preliminary Plat

Presentation

9.H.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

David McIntire, Community Investment Director

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

Consideration of Approval: City of Flagstaff Workforce Analysis and Strategic Plan

STAFF RECOMMENDED ACTION:

Approve the Workforce Analysis and Strategic Plan.

Executive Summary:

City Council requested an analysis of the community workforce and the Workforce Development systems in the area. Staff procured Keen Independent Research, LLC through a Request for Statement of Qualifications procurement process. Keen performed its analysis and has provided recommendations in their Workforce Analysis and Strategic Plan. After a discussion with Council in the work session meeting of May 28th, the document was provided to interested parties and the general public. It now returns to City Council for consideration of approval with feedback incorporated.

Financial Impact:

The strategies in the plan may have an impact on expenditures of local transaction privilege tax revenues from the hotel and restaurant industries (BBB tax) - Economic Development funding. Many of the strategies and recommendations are focused on staff time and not formal resource expenditures. There are strategies, such as potentially supporting new partner training programs, that would use City BBB resources to support the identified programs. These expenditures would be budgeted and brought to Council as part of implementation of the plan if appropriate. There would likely be no impact on the General Fund.

Policy Impact:

The City has generally been a support for our partners' workforce development activities. Keen's recommendation is that we generally remain as a support, but take some leadership in formalizing relationships, convening partners, encouraging and soliciting business feedback, and other areas. This is not a significant policy shift, but may guide staff to be more proactive in specific areas. Additionally, the use of BBB funds to support otherwise ineligible internship programs would be consistent with City use of ARPA Workforce Development Funding, but an increase in scope of use of BBB - Economic Develpoment funds.

The document does not focus on housing or childcare, but it recognizes affordable housing and childcare as pressing issues. The City's Housing Section is responsible for affordable housing at the staff level. Economic Development Staff will look into whether childcare is an area for further policy development or participation.

Previous Council Decision or Community Discussion:

Council requested this analysis in a previous budget year and approved the contract in Fall of 2023.

Council heard a presentation on the findings and recommendations of the plan on May 28, 2024.

Options and Alternatives to Recommended Action:

Approve the plan as presented and provide feedback on implementation as desired.

Request amendments to the plan and approve it after those are incorporated (likely after Council break).

Do not approve the plan and provide guidance on desired alternatives.

Background and History:

Workforce Development is a critical concern in any community's economic development, and that is true for Flagstaff as well. The need to support people in growing their skills benefits both the people who find better jobs and the employers who need skilled labor. Helping ensure the appropriate training for the workforce is available and ties to the needs of employers in the area is an ever-shifting process. Flagstaff faces numerous challenges in this area and Council requested an analysis of the workforce development needs and potential strategies for the City to consider. After a procurement process, staff began working with Keen Independent Research.

Keen did community outreach and interviewed many business and economic leaders in the community. They also worked with Stiletto to ensure the Economic Devlopment Strategic Plan and the strategies in the Workforce Development plan were generally aligned.

Connection to PBB Priorities and Objectives:

Addresses the PBB priority: Robust and Resilient Economy

Connection to Regional Plan:

Goal ED.2 - Support and encourage an excellent educational system that promotes critical thinking and job training at all levels.

Connection to Carbon Neutrality Plan:

Not applicable

Connection to 10-Year Housing Plan:

Not applicable

Connection to Division Specific Plan:

This will create a division specific plan.

Attachments:

Final Workforce Analysis and Plan

Workforce Presentation

10.A.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Stacy Saltzburg, City Clerk

Co-Submitter:

Kevin Fincel

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

STAFF RECOMMENDED ACTION:

Read Resolution No. 2024-33 by title only
City Clerk reads Resolution No. 2024-33 by title only (if approved above)
Adopt Resolution No. 2024-33

Executive Summary:

This is the renewal of an Intergovernmental Agreement between the City of Flagstaff and Coconino County for the purposes of continuing the Meals on Wheels Program and the Congregate Meal Program for the benefit of seniors in the greater Flagstaff community.

Financial Impact:

There is no financial impact to the City with approval of this agreement.

Policy Impact:

This is an existing program with no policy impact.

Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan:

This Intergovernmental Agreement and its implementation relates closely to both the Regional Plan and the City of Flagstaff's Strategic Plan in the following ways:

Regional Plan, Policy Rec.1.2. Promote public and private partnerships to offer parks, recreation facilities, and resources.
Strategic Priority #1 Serve the public through quality internal and external customer service.
Strategic Priority #4 Work in partnership to enhance a safe and liveable community

PBB:
Safe & Healthy Community: Support social services, community partners, and housing opportunities.

Carbon Neutrality Plan:
Inclusive Recreation-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.

Has There Been Previous Council Decision on This:

This intergovernmental agreement was last approved in June 2019.

Options and Alternatives:

1. Approve the extension as proposed.
2. Direct staff to make changes to the intergovernmental agreement.
3. Not approve the extension.

Background and History:

For more than 20 years, Coconino County has provided a congregate meal to seniors and the disabled each weekday at noon at the Joe C. Montoya Community and Senior Center. Additionally, the Meals on Wheels program prepares and delivers a weekday noon meal to homebound seniors within city limits. This program has been run cooperatively with the City and the County partnering to deliver a nutritious meal and for congregate meal participants, socialization and communal activities. The Joe C. Montoya Community and Senior Center was designed specifically with this program in mind. Design features and amenities were selected specifically for this partnership and implementing this agreement maximizes the use of this City facility.

Key Considerations:

The Meals on Wheels and Congregate Meal program have been providing a nutritious meal to senior citizens in partnership with the City of Flagstaff for more than 20 years. Ensuring that seniors receive a nutritious meal is a vital part of maintaining a healthy elder population. For many program participants, this is the only interaction they may have with other community members each day. For the Meals on Wheels participants, receiving the daily meal also serves as a "Well Check" for them. Trained County staff interface personally with these seniors each day allowing case workers and others the ability to keep in touch with people and monitor their general well being. Besides the nutritional benefits, patrons are also benefiting from the ancillary offerings at the Joe C. Montoya Center during the lunch program, including informational discussions regarding their health and wellness, exercise, and continuing education sessions.

Community Involvement:

Community members participating in either the Meals on Wheels or Congregate Meal Program benefit greatly from their involvement. The daily social interaction and expectation that one attends helps hold people accountable to one another and enhances their social network thus keeping them involved in their community. Additionally, other benefits besides nutrition are provided to program participants to help them live longer, healthier and more rewarding lives as active members of their community.

Attachments:

Res. 2024-33

Executed IGA

10.B.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Sterling Solomon, City Attorney

Date:

06/27/2024

Meeting Date:

07/02/2024

TITLE:

Consideration and Adoption Resolution No. 2024-34: A resolution of the Flagstaff City Council authorizing approval of the Northeastern Arizona Indian Water Rights Settlement Agreement

STAFF RECOMMENDED ACTION:

Read Resolution No. 2024-34 by title only
City Clerk reads Resolution No. 2024-34 by title only (if approved above)
Adopt Resolution No. 2024-34

Executive Summary:

The litigation of cases known as "In Re: The General Adjudication of All Rights to Use Water in the Little Colorado River General Adjudication, CV 6417; In Re: Hopi Reservation HSR, Contested Case No. CV 6417-203; In Re: Navajo Nation, Contested Case No. CV 6417-300 has been ongoing in various forms since 1978. Hereinafter, the litigation shall be referred to as the "Adjudication." This momentous resolution is a result of a comprehensive water rights settlement that resolves the water rights claims of the Navajo Nation, the Hopi Tribe, the San Juan Southern Paiute Tribe, and the United States acting as trustee for each Tribe, in the Adjudication. Staff is providing the City Council with a resolution authorizing approval of the Northeastern Arizona Indian Water Rights Settlement Agreement for City Council's consideration and possible approval.

The Northeastern Arizona Indian Water Rights Settlement Agreement ("Agreement") dated as of May 9, 2024, resolves certain water rights disputes in the Adjudication, and specifically the Navajo Nation, the Hopi Tribe, the San Juan Southern Paiute Tribe, and the United States acting as trustee for each Tribe. The Hopi Tribe approved the Agreement on May 20, 2024, the Navajo Nation approved the Agreement on May 23, 2024, and the San Juan Southern Paiute approved the Agreement on May 23, 2024. The City has determined it is in the best interests of the City to enter into the Agreement and end protracted and costly litigation related to these water rights claims.

The Agreement anticipates federal funding for needed water supply infrastructure projects benefiting the Navajo Nation, the Hopi Tribe, and the San Juan Southern Paiute Tribe. The Agreement will confirm, among the Parties to the Agreement, certain surface water rights and groundwater rights for the City. Certain exhibits to the Agreement must be completed or updated before execution of the Agreement by the Parties, including the City's Exhibits set forth in Attachment A to the resolution.

In 2005, and with 71% voter approval, the City acquired Red Gap Ranch, located approximately 35 miles east of Flagstaff, for the purpose of developing its future municipal water supply and to provide water resiliency and water security for its residents. The City has invested millions of dollars in acquiring Red Gap Ranch for a municipal water supply project and continues to invest in the development of a Regional Water Supply Project by conducting engineering feasibility studies, design plans, hydrology studies and by having drilled no less than ten (10) additional wells at Red Gap Ranch for municipal use.

In 2011, and in anticipation of a comprehensive water rights settlement that did not materialize at that time, the City entered into a stipulation with the Navajo Nation regarding Red Gap Ranch; however, that 2011 stipulation was never submitted to the Adjudication court for binding effect and enforcement as between the parties to the 2011 stipulation and by its own terms remains null and void. There is no new stipulation or other agreement between the City and the Navajo Nation regarding Red Gap Ranch included as an exhibit to the Agreement.

Groundwater uses and wells are addressed in Paragraph 9.0 of the Agreement which establishes two groundwater "Buffer Zones." The vast majority of Red Gap Ranch is located in these two Buffer Zones, and only one parcel of Red Gap Ranch fee land is located outside of these Buffer Zones. Paragraph 9.0 of the Agreement provides for the right to use groundwater from Existing Wells in the two Buffer Zones. In Paragraph 9.0 of the Agreement, Existing Wells located in Buffer Zone 1 and Buffer Zone 2 as of the Effective Date will be catalogued by the Arizona Department of Water Resources based on the capacity of the well or well casing sizes provided in Table 1 of subparagraph 9.4.1. In Buffer Zone 1 on Red Gap Ranch, the City owns eleven (11) Existing Wells with a total pumping capacity of 2,912 acre-fee per year, as further described on Attachment B. In Buffer Zone 2 on Red Gap Ranch, the City owns sixteen (16) Existing Wells with a total pumping capacity of up to 19,003 acre-feet per year, as further described on Attachment B. Paragraph 9.0 of the Agreement allows for the replacement of Existing Wells. Paragraph 9.0 of the Agreement allows for the drilling of New Wells, subject to certain requirements. There are no restrictions on withdrawals of groundwater from Wells located outside the Buffer Zones.

The Regional Water Supply Project is a critical component of the City's future water supply and necessary for the City's water resiliency and water security needs. The Regional Water Supply Project is also an important component of the Agreement because Paragraph 12.0 allows the Navajo Nation to have access to the Regional Water Supply Project by entering into Water Supply Contracts with the City as described the Agreement.

In Paragraph 9.0 of the Agreement, the Arizona State Land Department agrees to coordinate with the City regarding the drilling of New Wells on Arizona State Land Department parcels in and around Red Gap Ranch for the benefit of the Regional Water Supply Project. The City continues to identify, in coordination with the Arizona Department of Transportation, and with further anticipated input from regional participants including the Navajo Nation, the Hopi Tribe and the Arizona State Land Department, various Points of Access to the Regional Water Supply Project at ADOT intersections along the Interstate 40 corridor, or at other mutually beneficial locations. To further the development of the Regional Water Supply Project, the City is seeking federal funding on a cost-share basis.

City Council's adoption of this resolution will authorize 1) the City's approval of the Northeastern Arizona Indian Water Rights Settlement Agreement subject to the inclusion of the correct City exhibits attached to the resolution, and authorize and direct 2) the City Attorney to make such conforming or other changes as might be required and consistent with the Agreement before formal execution of the Agreement by the City, 3) the City Manager and City Attorney to take such other actions as are necessary to carry out the purpose of the resolution, and 4) the City Manager and City Attorney to seek federal funding on a cost-share basis for the further development of the Regional Water Supply Project described in the Agreement, and by other legislation, grants or viable funding sources.

The settlement agreement and related documents are also attached to the staff summary.

Financial Impact:

None at this time.

Policy Impact:

Confirm the City's water rights among the Parties to the Agreement and improve relations with our Indigenous partners as their claims for water rights will be resolved.

Previous Council Decision or Community Discussion:

Many City Councils and the community over the decades have discussed, voted and overwhelmingly indicated the importance of securing the City's water resources in the context of the Adjudication, ensuring the City's future municipal supplies at Red Gap Ranch, and the role that the Red Gap Regional Water Supply Project plays in assuring those water resources for the City and the region.

Options and Alternatives to Recommended Action:

Approve the resolution authorizing the settlement agreement that resolves the water rights claims of the Navajo Nation, the Hopi Tribe, the San Juan Southern Paiute, and the United States acting as trustee for each Tribe, and confirms among the Parties to the Agreement, the City's water rights in the Adjudication.
Continue litigation with the Navajo Nation, the Hopi Tribe, the San Juan Southern Paiute, and the United States acting as trustee for each Tribe, and other Parties regarding their claims and the City's claims in the Adjudication.

Connection to PBB Priorities and Objectives:

Connection to Regional Plan:

Connection to Carbon Neutrality Plan:

Connection to 10-Year Housing Plan:

Attachments:

Res. 2024-34

Attachments A & B

NAIWR Settlement Agreement

Exhibit 3.1.4 from SA (proposed leglislation)

Exhibit 3.1.12 (Map of Buffer Zone 1 and 2)

Exhibit 8.8.2 (Map of LCR Hydrologic Unit Code)

11.A.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Seth Gregar, Fire Captain

Co-Submitter:

Mark Gaillard

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE:

Annual Update of the CARE Unit

STAFF RECOMMENDED ACTION:

Update only

Executive Summary:

In FY2020-2021, the City of Flagstaff determined the number of 911 non-emergent type calls were outpacing the resources of the Flagstaff Fire Department, Flagstaff Police Department, and the local private ambulance company. These types of calls were predominately based around substance use and mental health issues. With all the available resources in the City, it was also determined that taking these clients to the hospital was not always the best option and that those resources needed to be brought together to address this community issue. The City of Flagstaff, community members and a special committee partnered together to approve and fund the CARE unit. Terros Health shared the City's vision and was awarded an initial 3-year contract as the project lead and would partner with an FF/EMT on the unit from Flagstaff Fire Department. It took months of planning, inter-agency and inter-divisional collaboration and finally hiring and training to support the new unit becoming operational.

On March 28, 2022, the unit went operational on a 10-hr workday from 9:00 a.m. to 7:00 p.m. Calls for service came through two medians, 911 Dispatch and public outreach as the unit was mobile in the community. The unit is based out of Fire Station 6 on Lake Mary Road, utilizing the community room for its headquarters.

The annual report is part of the contractual agreement between the City and Terros to provide annual statistics and updates on the function and impacts of the unit.

Financial Impact:

This is the final year of an agreed upon 3-year contract through October 19, 2024. Funding to continue the program has been included in the Fiscal Year 2024-2025 budget.

Policy Impact:

None

Previous Council Decision or Community Discussion:

None

Options and Alternatives to Recommended Action:

None

Connection to PBB Priorities and Objectives:

PBB Key Community Priorities:
- Livable Community
- Safe & Healthy Community
- Inclusive and Engaged Community

Connection to Regional Plan:

None

Connection to Carbon Neutrality Plan:

None

Connection to 10-Year Housing Plan:

None

Attachments:

CARES annual update

11.B.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Shannon Anderson, Senior Deputy City Manager

Co-Submitter:

Daniel Musselman, Police Chief

Date:

06/26/2024

Meeting Date:

07/02/2024

TITLE

Sharing of Information About Crisis Mobile Services

STAFF RECOMMENDED ACTION:

This presentation is for informational purposes only.

Executive Summary:

The Flagstaff Police Department and Care 1st, the Northern Arizona Regional Behavioral Health Authority, will provide information about how crisis mobile services are requested and what services are provided in the City of Flagstaff.

Information:

The City of Flagstaff implemented the CARE unit three years ago to assist the Flagstaff Police Department and Flagstaff Fire Department with substance use and mental health related calls for service. When an individual calls 9-1-1 and they are experiencing a mental health crisis the Police Emergency Communications Specialist will determine if the call will be referred to the crisis line or the crisis mobile unit based on the situation. Currently in Coconino County, including the City of Flagstaff, Terros is the responding agency that provides this mobile crisis unit when there is an identified need. As the Regional Behavioral Health Authority, Care 1st, has identified a benefit to having another mobile crisis unit in Coconino County and they will provide information to City Council on their plans to implement this additional crisis unit.

Attachments:

Presentation