64 th City Council Mayor Steven J. Gentling Ward I Ed Wood, Jim Case Ward II Brian Bothroyd, Jeff Taylor Ward III Sharyl Padgett, Vacant

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1 64 th City Council Mayor Steven J. Gentling Ward I Ed Wood, Jim Case Ward II Brian Bothroyd, Jeff Taylor Ward III Sharyl Padgett, Vacant SPECIAL CITY COUNCIL MEETING 64th City Council Monday, January 7, 2019 at 5:00 pm City Hall Third Floor Conference Room, City Hall 101 N. 2 nd Street, Guthrie, Oklahoma, Call to Order. 2. Discussion and possible action on approving Resolution allowing City Staff to move forward with applying for the Association of Central Oklahoma (ACOG) Surface Transportation Block Grant Urbanized Area (STBG-UZA) for the Call for Projects to update the FY Program for financial support to Reconstruct and Rehabilitate Oklahoma Avenue from Division Street to Ash Street (including tapers) and Rehabilitates Bridge (G15) (NBI27880) on Harrison Avenue west of Wentz Street including approaches (approximately 0.35 miles) Consider approval to convene into Executive Session pursuant to the Authority of Title 25, O.S. 2001, as follows: A. Section 307(B)(1) for the purpose of discussing the employment, hiring, appointment, promotion, demotion, disciplining or resignation of public officer or employee (City Manager). 4. Consider action regarding the City Manager Adjournment. Agenda posted on the bulletin board in the lobby of City Hall by 5:00 pm on Wednesday, January 2, The City of Guthrie encourages participation from all its citizens. If participation at any public meeting is not possible due to a disability, notification to the city clerk at least 48 hours prior to the scheduled meeting is encouraged to make the necessary accommodations. The city may waive the 48 hours rule if signing is not the necessary accommodation. City of Guthrie January 7th

2 Agenda Item Cover Letter Meeting Date of Meeting Contact X City Council January 7, 2018 Leroy Alsup GPWA Other: City Manager Agenda Item Discussion and possible action on approving Resolution allowing City Staff to move forward with applying for the Association of Central Oklahoma (ACOG) Surface Transportation Block Grant Urbanized Area (STBG-UZA) for the Call for Projects to update the FY Program for financial support to Reconstruct and Rehabilitate Oklahoma Avenue from Division Street to Ash Street (including tapers) and Rehabilitates Bridge (G15) (NBI27880) on Harrison Avenue west of Wentz Street including approaches (approximately 0.35 miles). Summary On November 1, 2018 staff received notification from ACOG regarding a Call for Projects to update their FY Program. The construction portion of these projects are 80/20 grants. The deadline for submission of the application is Friday, January 11, This project will remove and address the bridge on Harrison Avenue and address a substantial portion of the stormwater issues in downtown area around Wentz Street between Oklahoma and Harrison Avenues that are experienced in heavy rains. With the 80% grant for the construction costs of project, the City could address the Harrison Avenue Bridge and the stormwater issues, for very similar cost compared to addressing the Harrison Avenue Bridge as a separate standalone 100% locally funded project. Supporting documents attached: Att-1 ACOG Call for Projects TIP Att-2 Resolution STBG-UZA Programming Resolution Att-3 STBG Project Drawing of Drainage Work Att-4 STBG Project Drawing of Surface Results Att-5 Cost For Full Project with Federal Funds (80% Grant/ 20% Local on Construction Cost) Att-6 Harrison Bridge Only-(Atl1- CLSM Backfill)- 100% Local Funds Att-7 Harrison Bridge Only-(Atl2- Compacted Backfill) - 100% Local Funds Att-8 Cost Comparison of 2017 vs 2018 Est with Explanation Recommendation Approve Resolution allowing City Staff to move forward on the application for the ACOG Surface Transportation Block Grant (STBG) Program Application. Action Needed Public Hearing X Motion Emergency Clause City of Guthrie January 7th

3 ACOG Association of Central Oklahoma Governments 4205 N. Lincoln Blvd., Oklahoma City, OK (405) Fax: (405) TDD: (405) DATE: November 1, 2018 MEMORANDUM TO: FROM: SUBJECT: OCARTS Area City Managers/Administrators and County Commissioners John Sharp, Deputy Director/Division Director Transportation & Planning Services CALL FOR PROJECTS: For the FFY Transportation Improvement Program ACOG will soon begin preparation of a new OCARTS Area Transportation Improvement Program (TIP) for federal fiscal years (FFY) (Oct. 1, Sept. 30, 2023). We are contacting each community located within the OCARTS area for input. The responses received will be used to prepare a preliminary TIP for public review and comment, and presentation to ACOG's Intermodal Transportation Technical and Policy Committees next spring. The TIP is a short-range document that lists specific transportation projects and services proposed throughout the OCARTS area. As required by federal legislation Fixing America s Surface Transportation (FAST) ACT projects included in the TIP must be consistent with the region s long-range transportation plan, Encompass 2040, and must be financially realistic by reflecting the level of federal, state, and local transportation funding expected to be available during the four-year TIP period. If your entity wishes to submit a project(s) for consideration in the FFY OCARTS Area TIP, the following information will need to be received by ACOG by 4:00 p.m., Friday, January 11, 2019: A TIP etracker application form for each project, which identifies the proposed funding source(s) and amount(s). Please add 6% to your cost estimate for ODOT inspections and contingencies, as this will also utilize federal funds at the same federal ratio as the project. Projects included in the current FFY TIP must be resubmitted if you wish to have them considered for inclusion in the FFY OCARTS Area TIP. The local government must provide the Metropolitan Planning Organization (MPO) with an STBG- UZA Programming Resolution (with original signatures or a certified copy), adopted at a public meeting of its governing body, which describes the location of the project, type of improvement, total project cost, and source(s) of funds (a sample format is available from ACOG). City of Guthrie January 7th

4 An itemized cost estimate (construction costs only) for each project submitted for consideration in the TIP, prepared by a registered professional engineer licensed in the State of Oklahoma. Cost estimates must be dated within 6 months of the upcoming TIP submission deadline. Costs associated with engineering, right-of-way acquisition, and utility relocation are not eligible; they are the responsibility of the sponsoring entity. A map of each proposed project showing its location, termini, street name(s), north arrow, and the names of nearby major streets. Project may be mapped in or uploaded to etracker. The appropriate Project Rating Worksheet(s) for each application requesting Surface Transportation Program Urbanized Area (STBG-UZA) funds. For each STBG-UZA application, the documentation listed in the STBG-UZA Grant Application Guidebook that supports the project score on the Project Rating Worksheet The list of projects to be considered for inclusion in the TIP using STBG-UZA funds is typically much greater than the money available to fund such projects. Thus, the project scores obtained by applying the Criteria assist the ITTC in developing a prioritized, financially constrained four-year program of projects for recommendation to the Policy Committee. Please be reminded that each selected STBG-UZA project for FFY 2020 must be programmed through ACOG and ODOT, and all proposed federal-aid projects (except bridges) must be located on the approved Federal Functional Classification System for the Oklahoma City Urban Area. However, construction projects on the State Highway System (interstates, U.S. highways, and state highways) are not eligible locations. It should be noted that inclusion of a project in the TIP does not represent a commitment of federal funds. The actual obligation of federal funds is contingent upon processing of all federal requirements including environmental clearance; right-of-way acquisition; right-of-way, utility and encroachment clearance; completion of right-of-way and design plans; deposit of local matching funds with the Oklahoma Department of Transportation; and availability of federal funds. Additionally, all project funds are capped at the cost estimate plus contingencies and inflation. Any cost overages will be borne by the sponsoring entity. Please submit your TIP applications for the FFY OCARTS Area TIP no later than 4:00 p.m., Friday, January 11, Feel free to contact ACOG at or TIP@acogok.org if you have any questions or need assistance. c: ITTC Members ITPC Members Isaac Akem, FHWA Chad Meisenburg, Local Government Division, ODOT City of Guthrie January 7th

5 RESOLUTION No PROGRAMMING SURFACE TRANSPORTATION BLOCK GRANT URBANIZED AREA (STBG-UZA) PROJECT WHEREAS, Surface Transportation Block Grant Program funds for urbanized areas have been made available for transportation improvements within the Oklahoma City Urban Area, and WHEREAS, The City of Guthrie, Oklahoma has selected a project described as follows: Reconstruct and Rehabilitate Oklahoma Avenue from Division Street to Ash Street (including tapers) and Reconstruct and Rehabilitate Bridge (G15) (NBI 27880) on Harrison Avenue west of Wentz Street including approaches (approximately 0.35 miles) WHEREAS, the engineer's preliminary estimate of cost is $3,881, and Federal participation under the terms of the Fixing America s Surface Transportation (FAST) Act relating to Surface Transportation Block Grant Program Urbanized Area (STBG-UZA) funds is hereby requested for funding 80% of the project cost, which is estimated at $3,105,591.23, and WHEREAS, the City proposes to use local funds as the source(s) of funds for the local match, which is estimated at $776,397.81, and WHEREAS, no City funds are committed by this action, and WHEREAS, the City has the required matching funds available and further agrees to deposit matching funds by separate agreement with the Oklahoma Department of Transportation (ODOT) prior to advertising of the project for bid by ODOT, and WHEREAS, the City has retained Myers Engineering, Consulting Engineers, Inc., a qualified engineer, to furnish engineering services in the preparation of detailed plans, specifications and estimates, and WHEREAS, the City agrees to provide for satisfactory maintenance after completion, and to furnish the necessary right-of-way clear and unobstructed, and WHEREAS, the City agrees, as a condition to receiving any Federal financial assistance from the Department of Transportation, that it will comply with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42. U.S.C. 2000d et seq., and all requirements imposed by or pursuant to Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, "Nondiscrimination of Federally-Assisted Programs of the Department of Transportation-Effectuation of Title VI of the Civil Rights Act of 1964", and WHEREAS, The City assures that no qualified person with a disability shall, solely by reasons of their disability, be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity administered by the City/Town/County, and WHEREAS, the City further understands that acceptance of this resolution by the Association of Central Oklahoma Governments (ACOG) and the Oklahoma Department of Transportation is not a commitment to Federal funding, but only registers the Cities interest and intent in participating in the program application process. City of Guthrie January 7th

6 NOW, THEREFORE, BE IT RESOLVED: That ACOG is hereby requested to consider this project as a candidate for Federal funding, and to submit same to the Oklahoma Department of Transportation for its approval. ADOPTED by the City Council of the City of Guthrie, Oklahoma and SIGNED by the Mayor this 7 th day of January ATTEST: Kim Biggs, City Clerk Steven J. Gentling, Mayor Approved as to form and legality Randel Shadid, City Attorney City of Guthrie January 7th

7 * * * * * * * * * * * * NOTE: The following items are to be submitted to ACOG, for each project, at the address provided below. ACOG will forward the resolution and attachments to the Oklahoma Department of Transportation for programming: Adopted resolution (with original signatures or a certified copy) Preliminary cost estimate signed and dated by a registered professional engineer (cost estimate must be no older than 6 months prior to the date of the resolution) Project location map showing street names, project limits, and north arrow Local Government Project Request (ODOT form) Association of Central Oklahoma Governments Attention: Kathryn Wenger 4205 N Lincoln Blvd. Oklahoma City, OK kwenger@acogok.org FAX: 405/ City of Guthrie January 7th

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10 Engineer's Estimate of Probable Cost City of Guthrie, Oklahoma/Guthrie Public Works Authority MECE Project No January 03, 2019 Oklahoma Ave. and Harrison Ave. Paving and Bridge Improvements Complete Project (Federal Funds) Description Total Cost Federal Share Local Share Construction Cost with Contingency $ 3,881, $ 3,105, $ 776, (STBG-UZA Grant- 80% Construction Cost/ 20% Local match) Engineering Fees- (100% Local Funds) $ 266, $ - $ 266, Utility Relocations- (100% Local Funds) $ 169, $ - $ 169, Right of Way- (100% Local Funds) $ - $ - $ - Totals $ 4,318, $ 3,105, $ 1,212, Engineering Fees Paid To Date $ 166, Engineering Fee Balance $ 100, Remaining Total Local Share $ 1,046, City of Guthrie January 7th

11 Harrison Ave. Bridge Improvements Bridge Only (Alternate 1 - CLSM Backfill) Engineer's Estimate of Probable Cost City of Guthrie, Oklahoma/Guthrie Public Works Authority MECE Project No January 03, 2019 Description Total Cost Federal Share Local Share 100 % Local Construction Cost without Contingency $ 851, $ - $ 851, Engineering Fees $ 266, $ - $ 266, Resident Project Representative Services $ 56, $ - $ 56, Construction Materials Testing $ 7, $ - $ 7, Engineering During Construction $ 17, $ - $ 17, Construction Staking $ 10, $ - $ 10, Utility Relocations $ - $ - $ - Right of Way $ - $ - $ - Totals $ 1,209, $ - $ 1,209, Engineering Fees Paid To Date $ 166, Engineering Fee Balance $ 100, Remaining Total Local Share $ 1,042, City of Guthrie January 7th

12 Harrison Ave. Bridge Improvements Bridge Only (Alternate 2 - Compacted Backfill) Engineer's Estimate of Probable Cost City of Guthrie, Oklahoma/Guthrie Public Works Authority MECE Project No January 03, 2019 Description Total Cost Federal Share Local Share 100% Local Construction Cost with Contingency $ 740, $ - $ 740, Engineering Fees $ 266, $ - $ 266, Resident Project Representative Services $ 71, $ - $ 71, Construction Materials Testing $ 27, $ 27, Engineering During Construction $ 17, $ - $ 17, Construction Staking $ 10, $ - $ 10, Utility Relocations $ - $ - $ - Right of Way $ - $ - $ - Totals $ 1,133, $ - $ 1,133, Engineering Fees Paid To Date $ 166, Engineering Fee Balance $ 100, Remaining Total Local Share $ 966, City of Guthrie January 7th

13 2017 Cost 2018 Cost Change in Cost Oklahoma Ave. Oklahoma Ave. Drainage Improvements Paving $ 743, $ 686, $ (56,522.95) Description Cost Increase Cost Change Rationale Drainage $ 828, $ 1,168, $ 339, Increase Quantity and Sizes of Junction Boxes $ 166, Demo $ 176, $ 161, $ (14,791.40) Increase Quantity and Sizes of Inlets $ 49, Misc $ 8, $ 29, $ 21, Upsize Piping in Multiple Locations $ 43, Harrison Ave. Increase Width and Depth of Trenching and Backfill $ 69, Paving $ 277, $ 290, $ 12, Increase Length of Curb & Gutter $ 11, Bridge $ 266, $ 526, $ 259, $ 339, Drainage $ 333, $ 471, $ 138, Harrison Ave. Bridge Improvements Demo $ 103, $ 112, $ 9, Description Cost Increase Cost Change Rationale Misc $ 7, $ 17, $ 10, Convert to CLSM Backfill $ 114, Change made to accommodate restricted environment Construction Quantities Increase Retaining Wall Size and Add Piers $ 141, Resulting from receipt of geotechnical study results $ 197, $ 197, $ - Change in Cost of Sidewalk Unit Price $ 3, $ 259, Totals Harrison Ave. Drainage Improvements $ 2,942, $ 3,662, $ 719, Description Cost Increase Cost Change Rationale Increase Quantity and Sizes of Junction Boxes $ 69, w/ 10% Contingency* w/ 6% Contingency Increase Quantity and Sizes of Inlets $ 25, $ 3,236, $ 3,881, Upsize Piping in Multiple Locations $ 4, Increase Width and Depth of Trenching and Backfill $ 30, *2017 Budget utilized contingency of 10% Budget utilizes contingency of 6% per ACOG requirements Increase Length of Curb & Gutter $ 8, $ 138, More detailed analysis of drainage conditions via construction plans resulted in an increase estimated construction cost More detailed analysis of drainage conditions via construction plans resulted in an increase estimated construction cost City of Guthrie January 7th