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| TITLE: |
| Consideration and Approval of Contract: Approve the J.W. Powell Specific Plan Study - Change Order Number 5 with Peak Engineering, Inc. in the amount of $220,142.62. |
| STAFF RECOMMENDED ACTION: |
- Approve Change Order Number 5 with Peak Engineering, Inc. in the amount of $220,142.62;
- Add 601 calendar days to the design services contract; and
- Authorize the City Manager to execute the necessary documents.
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| Executive Summary: |
| Change Order Number 5 will compensate Peak Engineering, Inc., and their consultant Swaback, to complete a Specific Plan as part of the J.W. Powell Specific Plan Study. The Specific Plan will create a robust planning initiative for the entire study area and include careful coordination with City Staff and leadership, study area landowners, and community members. |
| Financial Impact: |
| Funding for Change Order Number 5, $220,142.62, will come from account 048-10-117-3369-6-4441 which is funded by Proposition 419. Proposition 419 was approved by voters in November 2018 and has authorized funding of $295,500.00 for FY2022-23 and FY2023-24. |
| Policy Impact: |
| There are no policy impacts. |
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| Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: |
Sustainable, Innovative Infrastructure
Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs
Environmental Stewardship
Actively manage and protect all environmental and natural resources
Council Goal 2017 – 2019 - Transportation and Other Public Infrastructure
Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
Council Goal 2017 – 2019 - Environmental and Natural Resources
Actively manage and protect all environmental and natural resources
Region Plan Goal – Environmentally Sensitive Lands Goals and Policies
Goal E&C.7. Give special consideration to environmentally sensitive lands in the development design and review process.
Team Flagstaff Strategic Plan – Priority 3
Deliver outstanding services through a healthy environment, resources, and infrastructure. |
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| Has There Been Previous Council Decision on This: |
The JW Powell Extension Project has been before City Council ten times in the past seven years.
- 25 October 2016 (Council Work Session) - Discussion on Infrastructure and Public Facilities Planning and Engineering in the John Wesley Powell Boulevard area.
- 6 February 2018 (Council Meeting) - Award of contract to Peak Engineering for design and planning services.
- 24 April 2020 (Council Budget Retreat) - JW Powell Blvd Extension discussed during the Capital Programming update.
- 27 October 2020 (Council Work Session) – Land Use Framework and engineering design update shared for the original alignment.
- 5 October 2021 (Council Meeting) – Project update and Change Order 4 approved by Council.
- 31 March 2022 (Five-Year Summary Retreat) – JW Powell Blvd Extension discussed in project prioritization.
- 22 April 2022 (Council Budget Retreat) – JW Powell Blvd Extension discussed during the Capital Programming update.
- 28 June 2022 (Council Meeting) – Council direction sought on proposed alignment for new roadway.
- 7 July 2022 (Council Meeting) – Council finalized proposed alignment for new roadway.
- 30 May 2023 (Council Meeting) – Project update and discussion on Specific Plan and Scope of Change Order 5.
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| Options and Alternatives: |
- Approve Change Order Number 5 with Peak Engineering, Inc;. in the amount of $220,142.62 and add 601 calendar days as recommended; or
- Reject Change Order Number 5, which will forfeit the opportunity for the City to further investigate planning options for this portion of the City.
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| Background/History: |
On 20 February 2018, City Council approved the contract with Peak Engineering, Inc. for the John Wesley Powell Area Specific Plan Study to develop a Specific Plan to guide the future private development of public infrastructure, utilities and public facilities (schools, fire/police stations, libraries, parks, etc.).
In November 2018, voters approved Proposition 419 which allocated funding for roadway and bike and pedestrian improvements along the future John Wesley Powell Boulevard extension.
On 27 October 2020, City Staff and the JW Powell Design Team presented an update to City Council regarding the current design work and the Land Use Framework.
On 28 January 2021, the JW Powell Design Team conducted a corporate meeting with the small-parcel property owners and consequential one-on-one meetings with small-parcel property owners who requested to meet regarding specifics to their respective parcels. Starting in May 2021, the JW Powell Design Team began to meet with the large-parcel property owners individually.
On 28 June and 7 July 2022, City Council, along with copious community input, selected the final alignment for the new JWP roadway extension. The final alignment shifts the alignment to the west and out of the South Fourth Street corridor.
On 18 May 2023 the Change Order Committee approved Change Order No. 5. |
| Key Considerations: |
This change order will allow the critical planning and public involvement portion of this project to take place. The methodology set forth will move from generals to particulars as each task is executed and the outcome becomes more crystalized. With each task, we will reinforce community input with a series of key meeting and workshops that include key stakeholders and Flagstaff citizenry. The final “plan” and document will address the full range of deliverables including proposed polices, proposed plans and proposed initiatives moving forward. All with the intent of complimenting the City’s Regional Plan and helping to guide growth and development in this area of the City.
The scope of the work to be completed is achieved in seven tasks:
Task SP-1 (Peak Engineering) – Project Management & Meetings
Task SP-2 (Peak Engineering) – Traffic Planning Support
Task 1 (Swaback) – Critical Review of Background Information
Task 2 (Swaback) – Analysis of the Land Area
Task 3 (Swaback) – Preliminary Plan Framework
Task 4 (Swaback) – Crystalizing the Planning Strategy
Task 5 (Swaback) – Final Report |
| Expanded Financial Considerations: |
The cost of this change order will be $220,142.62. The breakdown of the requested $220,142.62 is below:
As of 12/1/2022, no further work will be performed, or deliverables made on the basic scope of services and approved change orders (1-4). The balance remaining in the current contract amount has been reallocated and shown as a carry-forward for this change order request. This reallocation was noted in Field Order 17.
Task SP1 – Project Management & Meetings (Peak Engineering) – $41,760.00
Task SP2 – Traffic Planning Support (Burgess & Niple) – $16,500.00
(includes 10% subconsultant markup)
Tasks 1 through 5 (Swaback) – $242,000.00
(Includes 10% subconsultant markup)
Project Expenses – $25,000.00 (direct cost printing, postage, mileage)
Reallocation of Remaining Funds of Contract 2017-63: ($105,117.38)
SUBTOTAL Change Order #5: $220,142.62 (amount being requested)
Current Contract Amount: $485,978.59
New Contract Amount: $706,121.21
The cost and deliverable breakout of Swaback’s scope of work:
TASK 1 – Critical Review of Background Information
Deliverables:
1a. Preparation of base mapping (compilation of existing data and documents)
1b. Preparation of Project Schedule with key meeting dates
1c. Memorandum on Project Goals and Objectives with planned key Elements
1d. Memorialize the Public Participation Plan
1e. “Check-In/ Introduction Meeting with Stakeholder Group (landowners)
1e. Orchestrate Community Project “Kick-Off” Meeting
1f. Kick-off the Market Analysis/ Research Effort
Cost $40,000.00
TASK 2 – Analysis of the Land Area
Deliverables:
2a. Refined Environmental Overlay Analysis (slopes, floodplains, etc.)
2b. Refined Open Space Overlay Analysis (wildlife corridors, vegetation, hydrology, etc.)
2c. Refined Trail Connectivity Analysis/ Considerations
2d. Refined Transportation Planning Analysis/ Considerations
2e. Opportunities and Constraints Summary Mapping of Sensitive Lands
2f. Public Facilities/ Services Refined Considerations
2g. Key Related Draft Goals and Policies for Natural Environment
2h. Orchestrate Initial Strategy Meeting with Stakeholders (Landowners)
2i. Market Summary Recommendations Memorandum on Capacity Potential (density & intensity)
Cost $40,000.00
TASK 3 – Preliminary Plan Framework
Deliverables:
3a. “Hybrid” Planning Options for Built Environment (a minimum of three scenarios/ land use)
3b. Configuration of Place Types associated with scenarios
3c. Trail Connectivity Options and Draft Recommendations
3d. Open Space Options and Draft Recommendations
3e. Architecture, Site Design and Landscape Character
3f. Key “Great” Streets and Roadway Network Framework
3g. Market Summary Recommendations Memorandum on Capacity Potential (density & intensity)
3h. Key Related Draft Goals and Policies for Built Environment
3i. Orchestrate Community Open House
3j. Orchestrate Stakeholder Work Session
3k. Orchestrate City Council “Progress” Presentation
Cost $50,000.00
TASK 4 – Crystalizing the Planning Strategy
Deliverables:
4a. Preferred “Hybrid” Planning Options for Built Environment (a minimum of three scenarios/ land use)
4b. Preferred Place Types
4c. Preferred Trail Connectivity Plan
4d. Preferred Open Space Plan
4e. Refined Architecture, Site Design and Landscape Character
4f. Refined Key “Great” Streets and Roadway Network Framework
4g. Key Related Draft Goals and Policies for Human Environment
4h. Orchestrate Community Open House
4i. Orchestrate Stakeholder Work Session
4j. Orchestrate City Council “Progress” Presentation
Cost $40,000.00
TASK 5 – Final Report
Deliverables:
5a. Preliminary Draft Report for COF staff review(electronic format in InDesign)
5b. Final DRAFT Report (electronic format in InDesign)
5c. Delivery of all final materials (organized in an easy to access series of file folders)
5d. Orchestrate Presentation to the Planning Commission
5e. Orchestrate Presentation to the City Council
5f. Final Specific Plan (electronic format in InDesign)
5g. Project Close-Out and Exit Interviews with COF staff/ management team
Cost $50,000.00
The funding for this change order will come from account 048-10-117-3369-6-4441 which is funded by Proposition 419. Proposition 419 was approved by voters in November 2018 and has authorized funding of $295,500.00 for FY2022/2023.
Breakdown of Project Change Orders:
Change Order #01 $12,925.00; 96 calendar days
Change Order #02 $0 dollar amount; 262 calendar days
Change Order #03 $41,401.25; 30 calendar days
Change Order #04 $115,353.34; 540 calendar days
Change Order #05 $220,142.62; 601 calendar days |
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| Community Benefits and Considerations: |
| Change Order Number 5 will allow the J.W. Powell Team to complete a specific plan for the JWP area of interest. As part of the Specific Plan process there will be additional meetings with property owners, boards and commissions, and/or City Council. This public outreach will occur throughout the specific plan process. |
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