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| Information |
| TITLE: |
| Consideration and Approval of Payment: Approval of Payment to the Arizona Department of Transportation (ADOT) in the amount of $117,136.01 for additional project design costs and administration for the Fourth Street-Cedar Avenue-Lockett Road Roundabout Project. |
| STAFF RECOMMENDED ACTION: |
- Approve payment to ADOT for additional project design costs and project administration in the amount of $117,136.01; and
- Direct the City Manager to complete the necessary documents.
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| Executive Summary: |
ADOT will administer the design and construction, and advertise, bid and award the construction of a roundabout to replace the signalized intersection at Fourth Street and Cedar Avenue/ Lockett Road. This roadway safety improvement project is the result of the City submitting a grant application to ADOT in 2018 for a competitive Highway Safety Improvement Program (HSIP) award. This project was identified as a high priority through a local network crash data screening process. The roundabout will improve safety, slow speeds, help avoid angle crashes, and add a crosswalk at the 4th-leg of the intersection.
This project is identified in the MetroPlan Transportation Improvement Program (TIP), Transportation TIP #101020, ADOT Project #T0247, and IGA #20-0007711.
The City Council approved an Intergovernmental Agreement (IGA) between the City of Flagstaff and ADOT for this project on May 19th, 2020. The IGA directs ADOT to administer the design and construction and to advertise, bid and award the project. The total HSIP Federal Funding was $1,928,367 and the total City funding was estimated to be $60,813.
The City Council approved IGA Amendment No. One on April 5th, 2022 which incorporated additional design scope to ensure the project fully mitigates impacts to surrounding properties, added a City of Flagstaff role during construction inspections, and updated project costs based on the most recent estimates. IGA Amendment No. One identified an immediate need for additional City funding in the amount of $73,000 for additional design scope and project administration costs, increased the estimated City share for right-of-way acquisition costs by $500,000, and updated the City share of estimated construction costs to $1,614,225. The total project cost is estimated at $4,176,405. The total City financial commitment is currently estimated at $2,248,038. The City is responsible for any project costs in excess of the current HSIP grant award of $1,928,367.
Per IGA #20-0007711, Section II, 3b. The City will…. Agree to be responsible for actual PDA costs, if during the development of design, PDA costs exceed the initial estimate. Be responsible and pay for the difference between the estimated and actual PDA and design costs of the Project within 30 days of receipt of an invoice.
This item approves payment for the additional design costs to incorporate City Council requested Z-crossings and signalized pedestrian crossings, and additional utility relocation design. Following Council approval, ADOT will invoice the City for $117,136.01 to cover these additional design costs and ADOT project administration fees. Prior to project advertisement, the project construction cost estimate will be updated, and an IGA amendment brought to City Council for approval before the project moves forward. |
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| Financial Impact: |
This project is identified in the MetroPlan Transportation Improvement Program (TIP), Transportation TIP #101020, ADOT Project #T0247, and IGA #20-0007711.
Per the original IGA, the City paid the State $30,000 for Project Development Administration (PDA) costs and $450,000 in HSIP Federal Funds have been obligated for design costs. Per Amendment No. One, the City paid $73,000 for additional design and PDA costs. Per this item, ADOT will invoice the City for $117,136.01 which will be funded by City account #048-10-119-3449-6 (FY2022-23, Lockett/Fourth St Roundabout).
The City will acquire the necessary right-of-way with costs estimated at $623,211 and will be reimbursed up to the HSIP formula limited amount, $92,398, with a projected City share of $530,813. City account #048-10-119-3449-6 (FY2022-23, Lockett/Fourth St Roundabout). These amounts are estimates and when costs are finalized, additional funding shall be identified as needed.
$1,385,969 in HSIP Federal Funds will be available for the construction costs. The City is responsible for any project costs in excess of the current HSIP grant award of $1,928,366. The City construction cost share estimate is currently $1,614,225.00. This amount is an estimate. When costs are finalized, additional funding shall be identified as needed. City monies for construction shall be paid to ADOT prior to project advertisement currently anticipated in Fall 2022.
The total project cost is estimated at $4,176,405. The total City financial commitment is currently estimated at $2,248,038. The total budget for this project in FY2022-23 is $3,363,608. |
| Policy Impact: |
| N/A |
| Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: |
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.
Inclusive and Engaged Community - Advance social equity and social justice in Flagstaff.
Sustainable, Innovative Infrastructure - Deliver outstanding services to residents through a healthy, well maintained infrastructure system. Utilize existing long-range plans that identify the community's future infrastructure needs and all associated costs. Identify smart traffic management, multi-modal transportation, and alternative energy opportunities.
Environmental Stewardship - Implement sustainable building practices and alternative energy and transportation options. Implement, maintain and further the Climate Action and Adaptation Plan.
Regional Plan – Goal T.2. - Improve transportation safety and efficiency for all modes. T.2.1 - Design infrastructure to provide safe and efficient movement of vehicles, bicycles, and pedestrians. |
| Has There Been Previous Council Decision on This: |
ADOT will administer the design and construction and advertise, bid and award the construction of a roundabout at the signalized intersection of Fourth Street and Cedar Avenue/ Lockett Road. This roadway safety improvement project is the result of the City submitting a grant application to ADOT in 2018 for a competitive HSIP award. This project was identified as a high priority through a local network crash data screening process. The roundabout will improve safety, slow speeds, help avoid angle crashes, and add a crosswalk at the 4th-leg of the intersection.
Council approved an IGA between the City and ADOT for this project on May 19th, 2020. The IGA directs ADOT to administer the design and construction and advertise, bid and award the construction of a roundabout at the signalized intersection of Fourth Street and Cedar Avenue/ Lockett Road. The total HSIP Federal Funding was estimated to be $1,928,367 and the total City funding was estimated to be $60,813. Per the IGA, the City is responsible for any project costs in excess of the HSIP grant award of $1,928,367.
On April 5th, 2022, Council approved Amendment No. One which updated the project costs and authorized the payment for additional design costs. The total project cost is currently estimated at $4,176,405. The total City financial commitment is currently estimated at $2,248,038.
The City Council approved the Ordinance 2022-13 allowing for the acquisition of real property and the determination and offers of relocation benefits to persons displaced to make way for the Fourth Street/Cedar Avenue/Lockett Road roundabout project on June 7th, 2022. |
| Options and Alternatives: |
- Approve payment to ADOT for additional design and project administration costs to continue the design and construction of a roundabout at the signalized intersection of Fourth Street and Cedar Avenue/Lockett Road; or
- Deny approval of the payment to ADOT. The project will be placed on hold.
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