HomeMy WebLinkAbout269-24 RESOLUTIONFile Number: 2024-649
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 269-24
RAILROAD CROSSING ELIMINATION STUDY (COST SHARE AGREEMENT):
A RESOLUTION TO APPROVE A COST SHARE AGREEMENT WITH THE CITY OF SPRINGDALE IN THE
TOTAL AMOUNT OF $144 ,000 .00 FOR THE RAILROAD CROSSING ELIMINATION STUDY, OF WHICH
$62 ,400.00 WILL BE THE CITY OF FAYETTEVILLE 'S RESPONSIBILITY
WHEREAS, the Cities of Fayetteville and Springdale, in collaboration with Arkansas & Missouri Railroad , were
awarded a 2022 Railroad Crossing Elimination Grant in the amount of $576,000.00 to conduct planning activities to
scope improvement projects at various at-grade crossings to improve mobility and enhance safety for the area; and
WHEREAS, staff recommends approval of a cost s hare agreement with the City of Springdale to provide for each
city's portion of local matching funds required for the grant.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section I : That the City Council of the City of Fayetteville, Arkansas hereb y authorizes Ma yor Jordan to sign a cost
share agreement with the City of Springdale in the amount of $144 ,000 .00 for the Railroad Crossing Elimination Study ,
of which $62 ,400.00 will be the City ofFayetteville 's responsibility .
PASSED and APPROVED on November 7 , 2024
Page 1
Office of the City Clerk Treasurer
Kara Paxton — City Clerk Treasurer
Jackson Shelton — Senior Deputy City Clerk
113 W. Mountain Street, Suite 308
Fayetteville, Arkansas 72701
Phone: 479.575.8323
cityc Jerk@fayettev it le-ar. gov
Departmental Correspondence
To: Lioneld Jordan, Mayor
From: Kara Paxton, City Clerk Treasurer'��G
CC: City Attorney Kit Williams, Senior Assistant Blake Pennington, Chief of Staff Susan Norton &
Chief Financial Officer Paul Becker
Date: November 8, 2024
RE: City Clerk Treasurer Kara Paxton — Out of Office due to Medical Procedure
Mayor Lioneld Jordan,
Due to a medical procedure, I will be unavailable to sign documents or attend meetings starting
November 11th, 2024. I plan to be back in the office as of November 25th, 2024. Senior Deputy City
Clerk Treasurer Jackson Shelton or Deputy City Clerk — Codifier Courtney Spohn will notify you
should these dates change.
The recommended recovery time for my medical procedure (Spinal Cord Stimulator Implant) ranges
from 4 to 8 weeks. The surgeon stated that I must be off work for at least one week. The surgeon also
encouraged me to utilize telework options in the weeks following the initial surgery week. He also
stated that should I need to physically come to work, I need to park as close to the building as
possible, no lifting/carrying heavy or large objects, and no sudden twisting or turning.
In my absence, I authorize Senior Deputy City Clerk Treasurer Jackson Shelton to attest your (Mayor
Lioneld Jordan) signature. Should an issue arise that Mr. Shelton is not available to sign within a 24 -
hour timeframe, I authorize Deputy City Clerk — Codifier Courtney Spohn to sign in our absence.
As the official custodian of the City's seal, I authorize Mr. Shelton and Ms. Spohn to use the seal for
official purposes only.
Please direct city staff to route all Alcohol Permits to Mr. Shelton for review and electronic signature.
Please notify the Accounting Department that check requests will be reviewed and signed by Ms.
Spohn before being emailed to the Accounting Department. Ms. Spohn will also be responsible for
approving purchase requests submitted November 11th — November 15th, 2024.
Mr. Shelton and Ms. Spohn will go above and beyond to ensure that our office continues to support
all our internal and external customers while I am out of office. Over the last 3 years Ms. Spohn has
continuously demonstrated her professionalism and advanced skillset in her positions. Mr. Shelton
has been with our office for almost 2 years now and has consistently impressed me by going above
and beyond in his work duties. I am confident that Mr. Shelton and Ms. Spohn will successfully
manage the office while I am out.
Mailing address:
113 W. Mountain Street
Fayetteville, AR 72701
www.fayetteville-ar.gov
CITY COUNCIL MEMO
2024-649
MEETING OF NOVEMBER 7, 2024
TO: Mayor Jordan and City Council
THRU: Chris Brown, Public Works Director
Susan Norton, Chief of Staff
FROM: Matt Casey, Engineering Design Manager
SUBJECT: A Resolution for approval of an agreement with the City of Springdale, AR. for the
Railroad Crossing Elimination Study
RECOMMENDATION:
Staff recommends a resolution approving a cost share agreement with the City of Springdale, AR. in the
amount of $144,000 for the Railroad Crossing Elimination Study.
BACKGROUND:
The Cities of Fayetteville and Springdale, in collaboration with Arkansas & Missouri Railroad,
were awarded a 2022 Railroad Crossing Elimination Grant in the amount of $576,000 to conduct planning
activities to scope improvement projects at various at-grade crossings to improve mobility and enhance safety
for the area. The application requested funding for a grant to plan improvements at various crossings between
the University Avenue crossing in Fayetteville to the Apple Blossom Avenue crossing in Springdale.
The pursuit of funds for railroad crossing safety stemmed from the addition of two new crossings near the
Fulbright Expressway and associated contractual obligations of the City to close and/or improve the safety of
existing crossings.
The following crossings were covered in the application:
Fayetteville
• University Avenue - possible closure and replacement with bike/ped grade separation (closure of this location
is required as part of the new crossing at Shiloh Street).
• Dickson Street - possible improvements to allow quiet zone
• Frisco Avenue - safety and geometric improvements
• Jocelyn Lane - possible closure (closure of this location is required as part of the new crossing at Futrall
Drive)
Springdale
• Shady Grove Road - possible safety and drainage improvements)
• Sunset Avenue - possible safety improvements and realignment of adjacent
intersections
• Randall Wobbe Drive - possible replacement with grade separation
• Apple Blossom Drive - possible safety improvements
Each location will be evaluated for criteria such as safety, environmental impact, economic impact and
Mailing address:
113 W. Mountain Street
Fayetteville, AR 72701
www.fayetteville-ar.gov
multimodal impact.
After the notification of award of this grant, staff from the City of Fayetteville, City of Springdale and the
Railroad met with the Federal Railroad Administration (FRA) and identified the steps necessary to move
towards obligation of the funds. The first step was for the three parties to enter into an agreement for the
administration of this grant. This agreement was approved at the January 2, 2024 City Council Meeting. The
second step was the acceptance of the grant by the City of Fayetteville. The resolution accepting the grant
was approved at the June 4, 2024 City Council Meeting. The third step was hiring an engineer to perform the
study. This agreement was approved at the October 15, 2024 city council meeting. The final step is the
approval of an agreement between the Cities to share the cost of the local matching funds.
DISCUSSION:
A cost share agreement between the City of Fayetteville and the City of Springdale is necessary to cost share
the local matching funds ($144,000). The City of Fayetteville’s share will be up to $62,400.00. The City of
Springdale’s share will be up to $81,600.00. The agreement has been prepared by City of Fayetteville staff
and has been reviewed by the City of Springdale. This agreement will be presented to the Springdale City
Council for approval as well.
BUDGET/STAFF IMPACT:
The local matching funds for the City of Fayetteville ($62,400.00) will be paid for from 2022 Transportation
Bond Funds. The remainder ($81,600.00) of the contract cost will be covered by the City of Springdale. A
budget adjustment was approved, and the funds were recognized at the October 15, 2024 City Council
meeting.
ATTACHMENTS: SRF (#3), Fayetteville Springdale RRCE Agreement (#4)
Page 1
City of Fayetteville, Arkansas
Legislation Text
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
File #: 2024-649
A Resolution for approval of an agreement with the City of Springdale, AR. for the Railroad
Crossing Elimination Study
A RESOLUTION TO APPROVE A COST SHARE AGREEMENT WITH THE CITY OF
SPRINGDALE IN THE TOTAL AMOUNT OF $144,000.00 FOR THE RAILROAD CROSSING
ELIMINATION STUDY, OF WHICH $62,400.00 WILL BE THE CITY OF FAYETTEVILLE’S
RESPONSIBILITY
WHEREAS, the Cities of Fayetteville and Springdale, in collaboration with Arkansas & Missouri
Railroad, were awarded a 2022 Railroad Crossing Elimination Grant in the amount of $576,000.00 to
conduct planning activities to scope improvement projects at various at-grade crossings to improve
mobility and enhance safety for the area; and
WHEREAS, staff recommends approval of a cost share agreement with the City of Springdale to
provide for each city's portion of local matching funds required for the grant.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to
sign a cost share agreement with the City of Springdale in the amount of $144,000.00 for the Railroad
Crossing Elimination Study, of which $62,400.00 will be the City of Fayetteville’s responsibility.
10/14/2024
Submitted Date
No
878,530.07$
-$
V20221130
Budgeted Item?
Does item have a direct cost?
Is a Budget Adjustment attached?
Total Amended Budget
Expenses (Actual+Encum)
Available Budget
Item Cost
Budget Adjustment
Remaining Budget
2,470,611.00$
1,592,080.93$
Yes
No -$
878,530.07$
46020.7220
Project Number
Budget Impact:
Streets Bond Projects - Futrall/Gregg &
Shiloh/Gregg RR Xing
Fund
Bond Program Grant Matching4601.860.7220-4420.00
Account Number
Project Title
City of Fayetteville Staff Review Form
2024-649
Item ID
11/7/2024
City Council Meeting Date - Agenda Item Only
Staff recommends a resolution approving a cost share agreement with the City of Springdale, AR in the amount of
$144,000 for the Railroad Crossing Elimination Study.
N/A for Non-Agenda Item
Action Recommendation:
Submitted By
Matt Casey ENGINEERING (621)
Division / Department
Comments:
Purchase Order Number:
Change Order Number:
Previous Ordinance or Resolution #
Approval Date:
Original Contract Number:
Page 1 of 2
COST SHARE AGREEMENT FOR
RAILROAD CROSSING ELIMINATION STUDY
This Agreement, made and entered into on this _____ day of ____________ 2024, by and
between the City of Fayetteville, Arkansas (“Fayetteville”) and the City of Springdale, Arkansas
(“Springdale”),
WITNESSETH:
WHEREAS, Fayetteville and Springdale are the recipients of a 2022 United States
Department of Transportation (USDOT), Federal Railroad Administration (FRA) Railroad
Crossing Elimination (RCE) Grant (“Grant”) for a study of a 14-mile corridor of the Arkansas and
Missouri Railroad through the cities of Fayetteville and Springdale to identify feasible safety
improvements at various street crossings; and
WHEREAS, the City of Fayetteville accepted the award of the $576,000 grant on June 4,
2024 and the Cities of Fayetteville and Springdale are responsible for a $144,000 local match for
the $720,000 study cost; and
WHEREAS, the Grant identifies that Fayetteville will pay $62,400 and Springdale will
pay $81,600 of the $144,000 local match based on project cost estimates prepared for the grant
application; and
WHEREAS, on October 15, 2024, the Fayetteville City Council approved a contract with
Olsson, Inc. to perform the study as identified in the Grant.
NOW, THEREFORE, the City of Fayetteville, Arkansas and the City of Springdale,
Arkansas agree as follows:
1.The City of Fayetteville, Arkansas agrees to:
A.Administer the Railroad Crossing Elimination Grant funds in accordance with
the grant agreement.
B.Administer the project contract with Olsson, Inc. and remit payment after
receipt of valid invoices.
C.Provide the necessary and normal project management for all project sites
located within the city limits of Fayetteville.
D.Provide a copy of the invoices from Olsson, Inc. to the City of Springdale upon
completion of work.
7 November
2. The City of Springdale, Arkansas agrees to:
A. Provide the necessary and normal project management for all project sites
located within the city limits of Springdale.
B. Reimburse the City of Fayetteville for its matching portion for crossings within
the city limits of Springdale in an amount not to exceed $81,600.00 within sixty
(60) days of receipt of invoices following the completion of the project.
IN AGREEMENT WITH ALL THE TERMS AND CONDITIONS ABOVE, WE
SIGN BELOW:
CITY OF SPRINGDALE, CITY OF FAYETTEVILLE,
ARKANSAS ARKANS:
AI/q1L!u..
ATTEST: ATTEST:
By`— 'Yl(11.� By:
Denise Pearce, City Clerk dacJ (n . ielton. Senio eputy City Clerk
V�\ 1 Y
S. FAYETTEViLLE ;
1
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