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2020-08-17 (Regular) Meeting Agenda Packet
Please note: If you have a disability and need auxiliary aids or services, please notify the City of Englewood (303-762-2405) at least 48 hours in advance of when services are needed. Teleconferenced Englewood, CO 80110 AGENDA City Council Regular Meeting Monday, August 17, 2020 ♦ 6:00 PM This City Council Special / Regular meeting will be held by teleconference. To view the meeting, please follow this link to our YouTube live stream link: https://www.youtube.com/watch?v=tfgdImpz8VE 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Study Session Topic a. Community Relations Coordinator Toni Arnoldy will be present to discuss the nomination and celebration for the 2020 Citizen fo the Year. Presentation: 10 minutes Discussion: 20 minutes Direction Pdf b. Director of Public Works Maria D'Andrea and Capital Projects and Engineering Manager Tim Hoos will be present to discuss recommendations for improvements to the storm water system in the South Drainage Basin. Presentation: 30 minutes Discussion: 30 minutes Direction/Information Pdf c. Judge Jefferson will discuss with City Council a salary adjustment for the Municipal Judge. Presentation: 10 minutes Discussion:10 minutes Direction Pdf d. City Council will discuss a salary adjustment for the City Attorney. Discussion:10 minutes Direction Pdf e. Discussion of City Manager Salary. Discussion:10 minutes Direction Pdf Page 1 of 273 Englewood City Council Regular Agenda August 17, 2020 Please note: If you have a disability and need auxiliary aids or services, please notify the City of Englewood (303-762-2405) at least 48 hours in advance of when services are needed. 5. Consideration of Minutes of Previous Session a. Minutes of the Regular City Council Meeting of August 3, 2020. Teleconferenced City Council Special Regular - 03 Aug 2020 - Minutes - Pdf 6. Appointments, Communications, Proclamations, and Recognition a. Presiding Judge Jefferson recommends approval, by Resolution, the appointment of Klaralee R. Charlton, Benjamin Todd Figa, and Jonathan Marc Lucero, each to serve a 4 year term as Associate Judge for the City of Englewood, commencing August 17, 2020 and expiring August 16, 2024. Pdf 7. Recognition of Scheduled Public Comment The deadline to sign up to speak for Scheduled Public Comment is Wednesday by 5 p.m., prior to the meeting, through the City Clerk’s Office. This is an opportunity for the public to address City Council. There is an expectation that the presentation will be conducted in a respectful manner. Council may ask questions for clarification, but there will not be any dialogue. Please limit your presentation to five minutes. Written materials for presentation to Council may be submitted to the City Clerk. 8. Recognition of Unscheduled Public Comment If you would like to sign-up to speak for public comment at the upcoming City Council meeting for Monday, August 17, please visit https://englewoodco.zoom.us/webinar/register/WN_v4oRi2Y7RwyQ4DwrTUGy9Q and register! You will receive a unique and personalized invitation by email to join the meeting. Every speaker who wants to register should sign-up with their own email address. If you do not have an email address or if you have any questions regarding this process, please reach out to the City Clerk's Office at CityClerk@englewoodco.gov or call 303-762-2430. Citizens may also submit written public comments to the City Clerk's Office at CityClerk@englewoodco.gov until 12 p.m. Tuesday, August 18. This is an opportunity for the public to address City Council. There is an expectation that the presentation will be conducted in a respectful manner. Council may ask questions for clarification, but there will not be any dialogue. Please limit your presentation to 3 minutes. Currently, we are not able to accommodate public presentations, however, they can be submitted for the packet. 9. Consent Agenda Items a. Approval of Ordinances on First Reading b. Approval of Ordinances on Second Reading. i. CB 29 - Arapahoe County Open Spaces Grant Award for Romans Park Improvements Phase 2 Page 2 of 273 Englewood City Council Regular Agenda August 17, 2020 Please note: If you have a disability and need auxiliary aids or services, please notify the City of Englewood (303-762-2405) at least 48 hours in advance of when services are needed. Pdf Staff recommends that Council approve, by Ordinance, to accept grant funding in the amount of $350,000 from Arapahoe County Open Spaces for Romans Park Improvements Phase 2. Staff: Open Space Manager Dave Lee ii. CB 30 - IGA with Arapahoe County for 2020 Coordinated General Election Services. Pdf Staff recommends Council approve, by Ordinance, an Intergovernmental Agreement between the City of Englewood and Arapahoe County for the November 3, 2020 Coordinated General Election.Staff: City Clerk Stephanie Carlile c. Resolutions and Motions i. Purchase of two articulating bucket trucks for the Traffic Division. Pdf Staff recommends the City Council approve, by Motion, the attached resolution authorizing the purchase of two articulating bucket trucks for the Public Works Department's Traffic Division. Staff: Maintenance and Operations Manager Steve Ortega 10. Public Hearing Items 11. Ordinances, Resolutions and Motions a. Approval of Ordinances on First Reading i. CB 32 - Valley Sanitation District has a need for a water line located at Centennial Park. Pdf Staff recommends Council approve a Bill for an Ordinance to grant a water line easement at Centennial Park. Staff: Open Space Manager Dave Lee b. Approval of Ordinances on Second Reading c. Resolutions and Motions i. Police Headquarters Building Change Order with AP Mountain States, LLC Pdf Staff recommends that the City Council approve, by Motion, a change order with the project contractor, AP Mountain States, LLC (aka Adolfson & Peterson) to address several remaining items related to the Police Headquarters Building Project in the amount of $118,686.00. Staff: Public Works Director Maria D'Andrea and Deputy Police Chief Sam Watson 12. General Discussion a. Mayor's Choice b. Council Members' Choice Page 3 of 273 Englewood City Council Regular Agenda August 17, 2020 Please note: If you have a disability and need auxiliary aids or services, please notify the City of Englewood (303-762-2405) at least 48 hours in advance of when services are needed. 13. City Manager’s Report a. Staff will present recommendations for Police Reform Task Force for Council input and approval. Pdf 14. City Attorney’s Report 15. Adjournment Page 4 of 273 STUDY SESSION TO: Mayor and Council FROM: Toni Arnoldy DEPARTMENT: Communications DATE: August 17, 2020 SUBJECT: Citizen of the Year Update DESCRIPTION: Citizen of the Year RECOMMENDATION: Community Relations Coordinator Toni Arnoldy will be present to discuss the nomination and celebration for the 2020 Citizen fo the Year. Staff is looking for direction at the August 3 Study Session as to whether Council wants to move forward with the nomination and selection process of a 2020 Citizen of the Year. At this point, staff has received four nominations for the 2020 Citizen of the Year. The application deadline was moved to August 1, 2020. City Council may consider the review of all applications and a vote at the August 17 Council Meeting, or to cancel the 2020 Citizen of the Year selection. Staff recommends the consideration of two options for a Citizen of the Year Celebration. 1. In-person Citizen of the Year Celebration. a. Wait for Tri-County Health's go ahead for events that may exceed 10 people. b. Staff will need 6 weeks to prepare after a selection has been made. 2. Virtual Celebration. a. Council may invite the 2020 Citizen of the Year to a Council Meeting for recognition. b. A plaque and gift may be given from the City Council. c. A video may be produced about the selected citizen. d. An article may be published in the Englewood Citizen magazine about the selected Citizen of the Year. PREVIOUS COUNCIL ACTION: At the April 6 Special/Regular Meeting the City Council decided to postpone the Citizen of the Year nomination and continue to take applications up until July 1. At the June 22 Special Study Session the City Council decided to postpone the Citizen of the Year nomination and continue to take applications up until August 1. SUMMARY: During the month of February, citizens were invited to nominate an Englewood resident for the 2020 Citizen of the Year. Notices were posted on the city's website and sent out via social Page 5 of 273 media.The City received four completed nominations forms by the August 1, 2020 deadline. The nominees are:Chiles Freidman, Davarryl Williamson, David Carroll, and Jan Brown. ANALYSIS: The nomination forms and letters of support for each nominee are attached. ATTACHMENTS: 1. Chiles Freidman nomination packet 2. Davarryl Williamson nomination packet 2. David Carroll nomination packet 3. Jan Brown nomination packet Page 6 of 273 Name of Nominee: Address of Nominee: Nominee Phone: Nominee Email: Your Name: Phone: Address: Email: Nomination Letter: Page 7 of 273 Documentation of volunteer/philanthropic service: amount of time serving the community, value of service, variety of contribution, impact of service given: Support for nomination: type of support given, groups/individuals supporting nomination: Page 8 of 273 Page 9 of 273 2020 Citizen of the Year Nomination Form Nomination Process Any Englewood resident is eligible for nomination, with the exception of current City Councilmembers. Nominees shall: •Have exemplified outstanding volunteer or philanthropic dedication to the Englewood community. •Have signed a consent form agreeing to stand for nomination and grant the City his/her permission to release the nominee’s name for publicity purposes, if selected as Citizen of the Year. To be eligible for consideration, all nominations should include: •Letter of nomination, with nominee’s name and address and the name and address of the person making the nomination. •Documentation of volunteer/philanthropic service: amount of time serving the community, value of service, variety of contribution, impact of service given. •Support for nomination: type of support given, groups/individuals supporting nomination. •Signed waiver from nominee: publicity agreement Please submit the following forms electronically with the submit button below or print and mail to: Christa Graeve, City Manager’s Office 1000 Englewood Parkway Englewood, CO 80110 Page 10 of 273 Name of Nominee: Address of Nominee: Nominee Phone: Nominee Email: Your Name: Phone: Address: Email: Nomination Letter: Page 11 of 273 Documentation of volunteer/philanthropic service: amount of time serving the community, value of service, variety of contribution, impact of service given: Support for nomination: type of support given, groups/individuals supporting nomination: Page 12 of 273 Err?lewood 2020 Citizen of the Year NOMINATION David Carroll Page 13 of 273 ‘I..E??lewood Nameof Nominee:David Carroll Address ofNominee:4307 S.Jason Ct.Englewood,CO 80110 Nominee Phone:303-587-0905 Nominee Email:dlC1165@gmai|.com Your Name:Lindsev Runvan Phone:303-726-3942 Address:3207S.Bannock St.Englewood,CO 80110 Email:|ir1dZY77@C0mCaSi-F16‘ Nom inatio n Letter: Please see {allowing page Page 14 of 273 City Manager's Office 100!)Englewood Parkway Englewood,CO 80110 202!)Englewood Citizen of the YearAward Mayor Olson and Council, I would like to formally nominate David Carroll forthe 2020 Englewood Citizen of the Year.Ifirst met David in 2015 when he took an interest in the Englewood Historic Preservation Society of which I serve as Communications Director.He attended some of our lectu res and before long was asked to join the BOD as Secretary.David brought a lot to the table,a strong background in sponsorship,event budgeting and a high level of professionalism.He was monumental in planning the first Arapahoe Acres Tour and brought in some wonderful sponsors making that event a big success.David was also instrumental in the planning process and volunteer coordination ofthe 1"Englewood Block Party and has continued to play an active role. Last year David asked me if I would be interested in being on a steering committee forthe Arts Commission focusing on developing a future art plan for our city.Through this process I saw what a dynamic leader David is,energetic,organized and creative in his approach of helping the committee to developing unique ideas while offering a comfortable environment for participants to voice their opinions. In December,I applied for an open Marketing &Communications Director position at the Greater Englewood Chamber of Commerce and I got it.David had begun working forthe Chamber in April of 2019 and was already making great strides to reorganize and refocus the Chambers mission. Working with David has been both fulfilling and rewarding.He has taken me under his wing and has become much more than a colleague,he is a mentor and a friend.In the short time I've worked with him I have learned aspects of budgeting,event planning,and sponsorship as well as new software &applications. Through the outbreak of Covid—19I have seen David tackle these uncertain times head on and find creative solutions for helping not only our Chamber members but all local businesses by providing current information on grants,guidelines and new processes for reopening.David is truly invested in Englewood and the community as a whole. Ithink David Carroll deserves to be Citizen ofthe Year because of his overall commitment to Englewood.I watch David give selflessly and tirelesslyto the Chamber and the community.He genuinely cares about the people and their businesses.He goes out of his wayto answer questions and connect the right people to each other.His involvement with ACE,Englewood Arts Commission,the City and the Chamber overlap but he handles it all with great ease and is able to maintain all of these relationships.He truly embodies the best parts of Englewood and strives to make it a better place to live,a great place to grow a business,a hot spot for art and artists and all with respect to its unique history.I often referto him as a "mover and shaker” because he gets things done,and is so well respected as evident in the additional support letters provided. Please consider David Carroll for 2020 Englewood Citizen ofthe Year! Thank you, Lindsey Runyan Marketing &Communications Director Greater Englewood Chamber of Commerce Englewood resident since 2004 Page 15 of 273 ‘I..Ei??lewood Documentation ofvolunteer/philanthropic service:amount oftime servingthe community,value of service,variety of contribution,impact of service given: Please see iollowing page Support for nomination:type of support given,groups/individuals supporting nomination: Please see 10 additional support lellers Page 16 of 273 2020 Englewood Citizen of the Year Award Nomination for David Carroll VOLUNTEER &PHILANTHROPIC SERVICE Englewood Historic Preservation Society —Secretary,2015-2016 Englewood Arts Commission —Chair,2017 to present Friends of Jason Park —Volunteer,2017ta present Greater Englewood Chamber of Commerce —Executive Director,2019 to present ACE (Alliance of Commerce in Englewood) —Chamber Liason,2019 to present Page 17 of 273 3395 5.Logan St. Englewood,CO 80113 July 14,2020 Office of the City Manager City of Englewood 1000 Englewood Parkway Englewood,CO 80110 Dear Mayor Olson and City Council Members: It is my pleasure to write in support of David Carroll's nomination for 2020 Englewood Citizen of the Year.He has consistently contributed to Englewood in meaningful ways for several years.Some noteworthy efforts include serving on the Cultural Arts Commission,leading the Chamber of Commerce as its executive director,integral involvement in the creation and growth of the annual block party,executing the inaugural holiday market,and generally supporting the community. In his tenure on the Cultural Arts Commission,he has emphasized the importance of placemaking in creating a vibrant community.To that end,he led a collaborative effort to put in creative crosswalks in downtown Englewood,the first of which was recently installed.These public art projects help make Englewood unique,recognizable,attractive,and interestingto residents and visitors,and David played a central,persistent role in accomplishing this for our city. In addition to placemaking,businesses serve as a key branch of a city's vitality and economic success,and David has demonstrated unmatched leadership and determination as the executive director ofthe Greater Englewood Chamber of Commerce.To help our communitythrive,David has grown the number of businesses who participate,expanded the chamber's offerings to community members (such as networking events,educational seminars,and citywide celebrations),and he has dramatically strengthened the partnership between the Chamber and the City—a||in the midst of a global pandemic.Examples ofthis alliance include jointly launching the Downtown Matters initiative to create a more cohesive downtown,the Time forTakeout campaign to support local bars and restaurants during the mandated shutdowns,partnering on the block party and holiday market,and more. Three years ago,David helped launch the first Block Party,one ofthe largest signature events to take place in Englewood.It was a well-received success in its first year,and it has grown dramatically every year since then.David has been extremely involved in the detailed planning of this event from the first brainstorming session to its most recent iteration,which showcased dozens of businesses and drew thousands of people from all overthe metro area to explore and enjoy all that Englewood has to offer.I can confidently saythat David's contributions directly impacted the continuation and success ofthe block party. Finally,in partnership with the city and the Chamber of Commerce,David launched the inaugural Englewood Holiday Market at the end of 2019,bringing in vendors to sell holiday gifts,food,and drinks along with the tree-lighting and musical extravaganza.Through this event,David once again brought togetherthe community in a festive,communal celebration that shows great promise forfuture years. In summary,he consistently,persistently,collaboratively,and creatively lends his strengths to our community as a whole,and I would be hard-pressed to think of anyone more deserving ofthis award than David Carroll.Thank you for your consideration. Sincerely, Erika Zierke Englewood resident and business owner Page 18 of 273 City Manager's Of?ce 1000 Englewood Parkway Englewood,CO 80110 Re:2020 Englewood Citizen of the Year Award Mayor Olson and Englewood City Council: This letter is regarding the nomination of David Carroll for the 2020 Englewood Citizen of the Year award.My name is Judy Browne and I am a member of the Greater Englewood Chamber of Commerce Board of Directors,a commissioner on the Planning 8.Zoning commission and a citizen of Englewood.I have been a chamber member for 4 years and a member of the Board of Directors for 3 years.I was part of the selection committee which hired David as our new Executive Director and I have worked very closely with David throughout his tenure as our Executive Director. David began his role as the Executive Director the Chamber at a dif?cult time for the chamber.We were facing challenges with our ?nances,growing our membership,increasing our social media reach, and need to improve our relationship with our members and the Englewood city government.Within his ?rst year,as Executive Director,his dedication to the success of the chamber and the city has been impressive.His leadership was instrumental in repairing our relationship with the city,improving our fundraising and outreach,increasing our membership and implementing changes to help us reach our goals.David volunteered numerous hours in the planning and success of the Englewood block party and other events throughout the city.In addition to this,his leadership throughout the unprecedented challenges that have arisen during the COVID pandemic,have been nothing short of stellar.David was at the forefront of implementing creative ways for the chamber and the city to reach out to the businesses in Englewood and offer support,resources and access to finances.He did all of this as mostly a volunteer position since our ?nances required him to cut his hours and pay.The value and impact of the service he has provided to the chamber members,small businesses in our city and the city government is nearly impossible to quantify. I believe that without David's leadership,dedication and volunteer heart both the chamber and the city would be at a great disadvantage. David Carroll continues to impress me with his commitment to the success of the Greater Englewood Chamber of Commerce,the business community within the City of Englewood and the City of Englewood.It is my sincere hope that you with chose him for the 2020 Englewood Citizen of the Year award . Sincerely, ?a4&aa4o Page 19 of 273 The ClappingOak I support the nomination of David Carroll for Englewood Citizen of the Year.Here's why: As executive director of the Greater Englewood Chamber of Commerce,David has risen to the challenge of leading our organization with wisdom and vision through these extraordinary days.Even prior to COVID.he was developing mutually beneficial relationships with other city leaders,which have grown into collaborations for the purpose of information and support to the Englewood business community.I currently serve as board president of the Chamber,and I am continually thankful for David's experience and leadership.He has gone above and beyond,with creativity and integrity,and has done so while maintaining a realistic can-do attitude. David's deep history with arts organizations and personal appreciation for the arts makes him well- suited for his leadership role in EngIewood’s Cultural Arts Commission,too.His vision for p|ace»making dovetails with making a community where individuals,families,and businesses thrive in the urban setting. David invests himself in his literal neighborhood as well.He regularly volunteers in the dig—in-the~dirt efforts to maintain and beautify Jason Park. Thank you for seriously considering all of David's contributions to our community as you make your choice. Sincerely,, Cm.QCU~u”‘ Carol Willis, President,Greater Englewood Chamber of Commerce Owner,The Clapping Oak caro|@clappingoak.com 303-912-6482 Page 20 of 273 To Whom it May Concern: I have known David Carroll for the past couple years though the City of Englewood.David has a spirit that is contagious,and brings a special energy to a very special community.Through his Executive Director position at the Chamber of Commerce the community has seen countless times his leadership and initiative change our city for the better. David cares deeply about our community,he goes above and beyond which has been evident in the Chambers‘growth over his time as ED.This year has been trying for everyone,globally.COVID has disrupted everything normal in our lives and has put a lot of people in our business community in a very trying financial position.David has done everything he can do and some to mitigate the affects of COVID for all of us in the business community. As a city,community,and a friend we are incredibly lucky to have such a devoted person like David fighting for us and making our community a better place.I write this in full support of nominating David Carroll for citizen of the year. Best, Boo Crosby 3315 S.Broadway Englewood,CO 80113 bcrosby@cafe180.org Page 21 of 273 frame Ill:art ? WInnerA-LIstBestCustom Framing 3065S.Broadway 'UnItA 'Eng|ewood,CO 80113 '(303)722-1525 Citizen ofthe Year Nomination!7-18-20 I would like to nominate David Carroll for Englewood Citizen ofthe year! He has done tremendous work this last year as the Executive Director ofthe Greater Englewood Chamber,bringing the community and the local businesses together. He is always thinking outside the box with new ideas to collaborate,new events and fun ways to introduce the small businesses located inside the Englewood area to other business owners and local residents. He also has worked hard bringing the Arts to Englewood,in a way that we haven’t seen in years. He truly cares about his community and is so engaging with anyone that inquires about The City of Englewood! I hope when there is a decision made to who deserves a award like Englewood Citizen of the Year,that David Carroll is right up at the top ofthe list. We are lucky to have him in our wonderful community! Sincerely, Brian Hart Owner Frame de Art Page 22 of 273 Kendall Smith 3240 S Lincoln St Englewood,CO 80113 July 19,2020 Citizen of the Year Selection Committee 1000 Englewood Parkway Englewood,CO 80110 Dear Citizen of the Year Selection Committee: I am writing to express my support for David Carroll as Englewood Citizen of the year.I have come to know David through my work on a number of city projects including the Englewood Block Party and the new wayfinding and placemaking initiative. David's work leading the Cultural Arts Commission and Chamber of Commerce continues to elevate Eng|ewood's standing on the front range.It is rare to enjoy the benefit of thoughtful leadership that understands the environments of Business and Arts St Culture.We are a fortunate community, indeed. David has revitalized a chamber of commerce badly in need of adjusting to modern times.Doing this will continue to encourage businesses to consider Englewood as a location.This will serve our city well for years to come.Additionally,David has gone above and beyond to assist businesses with strategies to survive during this pandemic of epic proportions. On the Arts St Culture front,David has steered the commission to innovative ways of engaging the community and improving the quality of life for all citizens.From pop up concerts to creative crosswalks to artful electrical boxes,David is continually pushing to create a more vibrant community. David Carroll should be celebrated.All communities need people like David Carroll.Let's please let him know how much we appreciate his selfless contributions to the City of Englewood. Sincerely, Kendall Smith Citizen Page 23 of 273 To Whom It May Concern, I write this letter in support of the nomination of David Carroll forthe 2020 Englewood Citizen ofthe Year.I have shared a place with David on the Englewood Cultural Arts Commission for the past two plus years and can happily call David a dearfriend. David has always been an optimist when it comes to new ideas;eagerto listen to proposals for new projects the CAC can take on.ways to help in the community. or events that can bolster the Chamber of Commerce.I have learned over the years that David is not one to idly let things go on if there is room for positive change.He continues to have a strong passion and focus on placemaking.and the steps we are taking to classify Englewood as a Cultural Arts District. Most recently he has been an integral part of the completion ofthe Commission’s Creative Crosswalks project.This project will breathe life into the city by lighting up crosswalks and traffic control boxes with custom pieces of art created by local artists. I hope you take this letter as a sincere description of how David is.and continues to be.a remarkable citizen of Englewood. Thank you. Leabeth Pohl Englewood Cultural Arts Commission.Vice Chair Resident of Englewood since 2014 Page 24 of 273 Nomination letter supporting David Carroll to be the Citizen of the Year I am writing to support David Carroll for Citizen of the Year.I have known David for about 8 years during which time he has been actively involved in local Englewood matters and has worked with non—profits to help them get better organized.He was the secretary for the Englewood Historic Preservation Society for 2 years.During that time,in addition to doing the secretary stuff guided the group to a more focused operation.He worked as the resource development officerfor Historic Grant Avenue (cultural/historic group in south Denver working out of an early elementary school).He went from there to Johnson and Wales University on the old Colorado Women’s College campus. David has been active in local affairs.He has been a member of the Cultural Arts Commission for a number of years.He has recently become the head of the Greater Englewood Chamber of Commerce.His broad understanding of how things work and how to put a team together to make things work,makes him a treasure. Doug Cohn 3051 5.Marion St. Englewood,CO 80113 303-587-2407 dcohn1@ hotmai|.com Page 25 of 273 2020 Citizen Of The Year Support For David Carroll The Englewood Historic Preservation Society had the pleasure of working with David Carroll when he served on our Board of Directors.His strength,professional knowledge,along with his technical and creative abilities,were most helpful to our organization for over a year. David stepped up and currently serves as chair to the Englewood Cultural Arts Commission for 3 ‘/2years and is proud of the teamwork and creativity of the group he serves with. David has been noted for his strategic planning abilities while working for other non—profit organizations and he was tapped by the Chamber Board of Director Members,to serve Englewood.David became Executive Director of the Greater Englewood Chamber of Commerce on April 2019 to the present. David attended Indiana University Bloomington,Master of Business Administration MBA.Founded in 1820,its academia excellence is grounded in the humanities,arts and science and a range of highly ranked professional programs. David also attended Colorado State University with a BS in Computer Science. David as Executive Director of the Greater Englewood Chamber with his strategic planning and optimistic view is in the forefront of the new development in Englewood called Downtown Matters.Supporting our local businesses,while also supporting and bringing in new businesses to keep our city vibrant and growing. Sincerely, Ida May Nicholl Page 26 of 273 July 13,2020 To Whom it May Concern: My husband and I would like to support the nomination of David Carroll for Citizen of the Year.David works tirelessly for our community.I have personally witnessed his care and concern for the Englewood Historic Preservation Society,when he volunteered his expertise in leadership and community development with our group.He has had a sincere interest in our city for many years and has been willing to give of his time,talent and expertise in many community events.His work as the Director ofthe Chamber excels that of any other.Please consider David for Citizen ofthe Year. Sincerely, Jeff and Sharlene Barker 1400 East Dartmouth Avenue Englewood,CO 80113 Page 27 of 273 "Ei??lewood I, A , ,acknowledge that by allowing mynametobeconsideredforthe2020CityofEnglewoodCitizenoftheYear,my name and submitted information,including,but not limited to my likeness, may be publicly distributed upon receiving the award and I consent to the release of my information if selected for the 2020 Citizen of the YearAward. I-’‘>{r Signature 7///? Date / / Please sign and scan to cgraeve@englewoodco.gov Subject Line:“Publicity Agreement and Your Name” Or mailto: Christa Graeve,City Manager’s Office 1000 Englewood Parkway Englewood,CO 80110 Page 28 of 273 Name of Nominee: Address of Nominee: Nominee Phone: Nominee Email: Your Name: Phone: Address: Email: Nomination Letter: Page 29 of 273 Documentation of volunteer/philanthropic service: amount of time serving the community, value of service, variety of contribution, impact of service given: Support for nomination: type of support given, groups/individuals supporting nomination: Page 30 of 273 Page 31 of 273 STUDY SESSION TO: Mayor and Council FROM: Maria D'Andrea DEPARTMENT: Public Works DATE: August 17, 2020 SUBJECT: Proposed Storm Water Improvement Projects for the South Drainage Basin DESCRIPTION: Proposed Storm Water Improvements for the South Drainage Basin RECOMMENDATION: Director of Public Works Maria D'Andrea and Capital Projects and Engineering Manager Tim Hoos will be present to discuss recommendations for improvements to the storm water system in the South Drainage Basin. PREVIOUS COUNCIL ACTION: The draft Storm Water Master Plan was presented to the City Council on February 10, 2020. City Council requested that staff bring back a prioritized list of efforts for consideration. This information was presented on March 9, 2020. SUMMARY: The City's Storm Water Master Plan prioritized Project S3 & S4 in the South Drainage basin. The City Council provided direction at the March 9, 2020 to proceed with further analysis and design of Projects S1, S2, S3 and the Hospital Project. The city contracted with Ulteig Engineering to provide in-depth analysis of the Project S3 area. Based on their analysis, staff is recommending that the city proceed with several improvements on various streets & alleys to provide protection to the 25-year storm event. The estimated cost of these recommended improvements is $2,687,600. ANALYSIS: Ulteig Engineering was hired to provide in-depth engineering analysis of the hydraulics in the eastern portion of the South drainage basin, upstream of Rotolo Park, (see attached map). This analysis covers the areas identified in the Calibre Stormwater Analysis and Alternatives Feasibility Study as Projects S3 & S4. This work with Ulteig was initiated to identify changes to the existing system that will improve the stormwater conveyance during significant rainfall events. The goal was to identify system improvements so as to contain and convey at least a 25-year storm event without flooding onto private properties. Ulteig began by reviewing the results of previous studies including the 1998 SWMM model and the more recent study completed by Calibre. The Calibre model, intended for the high level analysis they undertook, was not detailed enough to evaluate the specific needs in the study area. Therefore, Ulteig created a new, more detailed model using the City’s GIS resources and the Calibre study as references. This was supplemented with field verification of all inlets and Page 32 of 273 key manholes in the system. This additional effort allowed Ulteig to have the detail needed to make recommendations that optimize the current system’s capacity. The storm data used in this study is the most recent data available from the National Oceanic and Atmospheric Association (NOAA) Precipitation Frequency ATLAS 14, which represents the most current rainfall data for the United States. Both Ulteig and city representatives agreed that the most up-to-date data available should be used during this analysis. Due to a lack of details in the Cherry Hills Village area, conservative values were used when considering the runoff contributions from this area. As a result of this analysis, several problematic areas were identified. These areas are ones that are experiencing gutter depths of 8 inches or more during the 25-yr storm event and had significant gutter spreads, i.e. pooling water extending into the street and/or private property. Problem areas were also identified by running the existing model with the 100-yr storm and taking note of where significant flooding occurred with gutter flow depths over 1 foot in depth. The overall system was able to effectively convey the flow during the 25-year event except for the areas identified in the attached tables. Table 1 contains modifications that are recommended to be constructed now (Immediate Modifications) to provide protection to the 25- year storm event. Table 2 contains improvements that are not required immediately but should be considered as future improvements (Future Modifications). Project Schedule Staff feels that the detailed plans and specifications can be completed by city staff. Therefore, upon authorization from the City Council, staff would prepare the documents and be able to issue the plans for bids early in 2021. Construction would likely begin in Summer 2021 with completion in the late-Fall of 2021. FINANCIAL IMPLICATIONS: The Calibre Flood Prone Area Study identified the following rough cost estimates within the South drainage basin: Project High-Level Estimated Cost Project S3 $8,208,000 Project S4 $688,000 Total $8,896,000 Due to the estimated high cost of Projects S1 & S2, staff also investigated the possibility of completing just a portion of the Project S3 - west of Broadway - referred to as Project S3a. Calibre estimated the cost of this limited project to be approximately $3.3M. Through the recent detailed analysis, a series of improvements are recommended for construction in the near future that will address the most critical elements of the South drainage basin, encompassing the areas identified as Project S3 & Project S4. The total costs of these improvements (based on a high level cost estimate) are: Page 33 of 273 Project (Recommended) High-Level Estimated Cost Current Improvements - Eastern portion of South drainage basin improvements $2,687,600 Project (Not recommended at this time) High-Level Estimated Cost Future Improvements - Eastern portion of South drainage basin improvements $1,910,000 ALTERNATIVES: The proposed project can be scaled back to provide only a minimal level of improvements or, improvement only in a given area, as desired. CONCLUSION: Staff recommends proceeding to final design and preparation of plans & specifications for the recommended work. ATTACHMENTS: Presentation Table 1 - Immediate Modifications Table 2 - Future Modifications Rough Cost Estimate - Current Improvements (recommended) Rough Cost Estimate - Future Improvements March 9, 2020 City Council Memo & Presentation re: Storm Water Master Plan Calibre Stormwater Analysis and Alternatives Feasibility Study Cost Estimates Page 34 of 273 Stormwater Improvement Projects -South Drainage Basin August 17, 2020 Page 35 of 273 Program Focus Areas System Maintenance and Repair Program Funding Planning & Prioritization Capital Project Implementation Page 36 of 273 Program Analysis Steps Hydraulic & Hydrologic Analysis System Analysis Preliminary Engineering Cost Estimating Alternatives Feasibility Analysis Project Selection Project & Program Funding Final Engineering & Permitting Construction WE ARE HERE Page 37 of 273 System Maintenance and Repair Project/Task Status & Completion Date Repair failed section of storm sewer pipe on Oxford Avenue, west of Santa Fe Drive Complete Clean out accumulated debris in the Oxford pipe, from Santa Fe Drive to the South Platte River Complete Repair the existing storm sewer pipe under Jason Court (Rotolo Park outlet) Complete Complete a system-wide pipe cleaning program Approximately 50%-60% complete; completion anticipated Nov. 2020 Page 38 of 273 Planning & Prioritization Project/Task Status & Completion Date Complete Stormwater System Master Plan Complete;needs to be adopted by City Council Develop a proactive maintenance plan, in accordance with recommendations from the Master Plan In progress; anticipated late- Summer 2020 Page 39 of 273 Capital Project Implementation Project/Task Status & Completion Date Conduct a Stormwater Analysis and Alternatives Feasibility Study of Flood-Prone Areas Complete Evaluate the feasibility of an alternative alignment for Project S1 Complete Initiate design of Projects S1 & S2 Request for Proposals (RFP) issued Construction of Projects S1 & S2 Fall 2021 –Spring 2023 Initiate design of Project S3a Engineering analysis complete; presentation to City Council 8/17/20 Construction of Project S3a Construction of South Basin projects Winter 2020 –Early Summer 2021 Page 40 of 273 Program Funding Project/Task Status & Completion Date Loaned $3 million from the General Fund Long Term Asset Reserve (LTAR) to fund initial efforts Complete Evaluate state and federal grant opportunities CDPHE pre-application submitted 12/30/19; on-going Complete Stormwater Rate Study Complete Approve initial stormwater rate increase Complete Consider planned stormwater rate increase Through 2021 budget process Issue bonds for desired level of project funding Winter 2020-Spring 2021 Page 41 of 273 Proposed Projects Page 42 of 273 Project Prioritization Per the StormWater Master Plan, the proposed projects are prioritized as follows: South Englewood Basin Segment 1 (S1) South Englewood Basin Segment 2 (S2) South Englewood Basin Segment 3a (S3a) Hospital Project South Englewood Basin Segment 3b (S3b) South Englewood Basin Segment 4 (S4) South-Central Englewood Basin Segment 1 (SC1) South-Central Englewood Basin Segment 2 (SC2) Central Englewood Basin Segment 1 (C1) Yale Avenue Basin Segment 1 (Y1) North Englewood Basin Segment 1 (N1) North Englewood Basin Segment 2 (N2) North Englewood Basin Segment 3 (N3) North Englewood Basin Segment 5 (N5) North Englewood Basin Segment 4 (N4)Page 43 of 273 Proposed Projects Page 44 of 273 Broadway Video Page 45 of 273 Estimated Costs Project (Recommended)High Level Cost Estimate Current Improvements –eastern portion of South Drainage Basin $2,687,600 Project (Not Recommended at this time) High Level Cost Estimate Future Improvements –eastern portion of South Drainage Basin $1,910,000 Page 46 of 273 We listen. We solve.®©2020 Ulteig Acoma St. Area Drainage Study Luke Arnold, PE Daylin Gray, EITPage 47 of 273 We listen. We solve.®©2020 Ulteig 2 Grate Inlet Curb-Opening Inlet (Type R)Combination Inlet (Type 16)Page 48 of 273 We listen. We solve.®©2020 Ulteig 3 Project Overview Page 49 of 273 We listen. We solve.®©2020 Ulteig We listen. We solve.® Immediate Modification Recommendations Page 50 of 273 We listen. We solve.®©2020 Ulteig 5 Acoma StreetPriority: 1 Page 51 of 273 We listen. We solve.®©2020 Ulteig 6 Time (hrs) Time (hrs)Depth (ft)Depth (ft)Page 52 of 273 We listen. We solve.®©2020 Ulteig 7Page 53 of 273 We listen. We solve.®©2020 Ulteig 8Page 54 of 273 We listen. We solve.®©2020 Ulteig 9 Broadway, Low Point Priority: 2 Page 55 of 273 We listen. We solve.®©2020 Ulteig 10Depth (ft)Depth (ft)Time (hrs) Time (hrs)Page 56 of 273 We listen. We solve.®©2020 Ulteig 11 Tufts Ave, Lincoln St & Sherman StPriority: 2 Page 57 of 273 We listen. We solve.®©2020 Ulteig 12 Time (hrs)Depth (ft)Depth (ft)Time (hrs)Page 58 of 273 We listen. We solve.®©2020 Ulteig 13 Broadway & Union AvePriority: 3 Page 59 of 273 We listen. We solve.®©2020 Ulteig 14Page 60 of 273 We listen. We solve.®©2020 Ulteig 15Page 61 of 273 We listen. We solve.®©2020 Ulteig 16 Tufts AvenuePriority: 4 Page 62 of 273 We listen. We solve.®©2020 Ulteig 17Page 63 of 273 We listen. We solve.®©2020 Ulteig 18Page 64 of 273 We listen. We solve.®©2020 Ulteig 19 Broadway & Layton AvePriority: 5 Page 65 of 273 We listen. We solve.®©2020 Ulteig 20 Sherman St & Layton AvePriority: 6 Page 66 of 273 We listen. We solve.®©2020 Ulteig 21Page 67 of 273 We listen. We solve.®©2020 Ulteig 22Page 68 of 273 We listen. We solve.®©2020 Ulteig 23 Grant St & Chenango Ave Priority: 7 Page 69 of 273 We listen. We solve.®©2020 Ulteig 24 Time (hrs) Time (hrs)Depth (ft)Depth (ft)Page 70 of 273 We listen. We solve.®©2020 Ulteig 25Page 71 of 273 We listen. We solve.®©2020 Ulteig 26Page 72 of 273 We listen. We solve.®©2020 Ulteig 27 Fox St & Stanford Ave Priority: 8 Page 73 of 273 We listen. We solve.®©2020 Ulteig 28Depth (ft)Depth (ft)Time (hrs) Time (hrs)Page 74 of 273 We listen. We solve.®©2020 Ulteig 29 Delaware St Priority: 9 Page 75 of 273 We listen. We solve.®©2020 Ulteig 30Page 76 of 273 We listen. We solve.®©2020 Ulteig 31Page 77 of 273 We listen. We solve.®©2020 Ulteig We listen. We solve.® Future Modification Recommendations Page 78 of 273 We listen. We solve.®©2020 Ulteig 33 Tufts AvenuePriority: 1F Page 79 of 273 We listen. We solve.®©2020 Ulteig 34Page 80 of 273 We listen. We solve.®©2020 Ulteig 35Page 81 of 273 We listen. We solve.®©2020 Ulteig 36 Duncan ParkPriority: 2F Page 82 of 273 We listen. We solve.®©2020 Ulteig 37Page 83 of 273 We listen. We solve.®©2020 Ulteig 38Page 84 of 273 Hydraulic Summary &Recommendations |Acoma St.Area Drainage Study Table 1:Immediate Modifications Priority Projects Acoma St Low Point Issue The inlets at the low point on Acoma St are not large enough to accept the runoff that's coming into this area,causing flooding. Recommended Improvement Beginning with the inlets on Acoma St,replace the eastern inlet with a Type R inlet with a length of 120".Replace the western inlet with a Type R inlet with a length of 180".Increase the pipe size to 48" beainning at the inlets at the low point to Tufts Ave.The existing4S"pipe will remain in place. Reinforced concrete pipe (RC9)is to be used. Alley between Acoma St.and Bannock St. The inlet in this alley is not large enough to accept the runoff that is coming into it causing the flow to backup and flood the area. Replace the existing inlet with a grate inlet. Increase the grate length from 36"to 72". Alley between Acoma St.and Broadway The inlet in this alley is not large enough to accept the runoff that is coming into it causing the flow to backup and flood the area. Replace the existing inlet with a grate inlet. Increase the grate length from 36"to 72". Broadway Low Point The inlets on the low point are not able to convey the flow that is coming into it and is causing flooding.This is the case for both the east and west sides of Broadway. Replace the existing combination inlets with Type R inlets.The southern—most replacement inlet should have a length of 72"and the center inlet should have a length of 120".This will allow the runoff to enter the system instead of flooding the area.This will be the case on both sides of Broadway.The northernmost inlet on the west side Will also be replaced with a 120"Type R inlet. Tufts Ave and Lincoln St Much ofthe runoff is bypassing the inlet at this intersection and continuingto flow down to Broadway causing flooding. Install 1 double combination inlet to the 20'west of the existing inlet.This inlet will connect to the existing inlet through a pipe.This inlet will serve to catch the bypass flow and route it into the system instead of it continuing to flow down Broadway. Alley between Sherman St and Grant St,South ofTufts Ave The inlet at this low point is not large enough to accept the runoff that's coming into this area causing flooding. Install an additional grate inlet adjacent to the existing.This will increase the capacity of the inlets and allow for more flow. Broadway and Union Ave All ofthe flow along the eastern side of Broadway from Union Ave to Belleview Ave is being routed to the inlet on the southeastern side ofthis intersection. Much of the flow is bypassing this inlet and continuing along to the low point on Broadway causing flooding. Add one Type R inlet to the east ofthe intersection on the south side of Union Ave.This inlet will be placed west ofthe alley to capture the flow from this block.it will be connected to the system via a new connection to the pipe along Union Ave.Add one Type R inlet on the west side of Broadway,immediately south of the intersection.New pipe will connect this inlet to a new combination inlet west ofthe alley half a block west of Broadway.The new pipe will continue and connect to the overall system at the intersection of Union Ave.and Acoma St.This will draw the runoff away from Broadway and give the system more time to process and manage the flow. Acoma St,Union Ave to Low Point The pipes along Acoma are surcharging during the 2S—yrstorm and this issue gets worse as the storm intensity increases. This issue will only worsen as more runoff is routed through this area with the additions of inlets at Union Ave. increase the pipe size from Union Ave to the low point to 36".Reinforced concrete pipe (RCP)is to be used.This allows for more flow and significantly reduces the surcharging. Page 85 of 273 Ultei14 Hydraulic Summary &Recommendations |Acoma St.Area Drainage Study The pipes in this stretch are undersized and the transition from the circular to elliptical pipe is causingthe pipes to surcharge and pop off manholes during large storms. Remove the 76"pipe from Acoma St to Bannock St and replace with an S6"x30"elliptical RCP.This will correct the bottlenecking that is currently happening.It will reduce the depth of water in the pipes despite the additional flow from other proposed inlets. The southeastern inlet at Union Ave and Broadway is accepting all ofthe runoff from Union Ave to Belleview Ave and is not able to capture the majority of the flow.The inlets on the western side of Broadway half a block north is experiencing the same issue. Add one Type R inlet on the southeast and southwest side ofthe intersection,along Broadway.The new pipes will flow west to east and will connect to the existing system at the intersection of Layton Ave and Lincoln St.This serves to break up the drainage areas and allow the system time to capture and process the flow. The current pipes are surcharging during the 2S—yrstorm and this surcharging will increase with the addition of inlets at Broadway and Layton Ave. Replace the existing 42"pipe along Lincoln St with a43"RCP beginning at the intersection Layton Ave and stopping at the intersection with Union Ave. The existing pipes are surcharging during the 25-yr storm and are keeping the inlets on Sherman St from efficiently collecting the runoff,causing flooding. Replace the existing 36"pipe beginning atthe inlets on Sherman St with 48"RCP.This pipe replacement Will stop at the intersection of Lincoln St and Layton Ave. The inletsjust north of this intersection are experiencing depths over 8"during the 25-year storm.The cause of this flooding was determined to be both pipe size and inlet capacity. Ulteig recommends both increasing pipe sizes and adding new inlets.The western inlet will be replaced with a 15’Type R inlet.The eastern inlet will be replaced with a 10'Type R inlet.The pipe connection from the western inlet will be increased to 30".The pipe underneath Grant St will be upsized to 36".The pipes along Chenango Ave up to the inlets on Sherman St will be upsized to 48". The inlets at this intersection are not able to capture the runoff that is coming from the contributing drainage areas and is flooding. Install 2 sets of combination inlets on the noith and south side of Stanford Ave.to the east of the intersection.They will be placed directly across from each other with the north inlet JUSTwest of the alley.They will be connected by a pipe that will outlet in the drainage ditch to the south.To further prevent significant ponding,construct a valley gutter that connects to the inlet on the SE corner of the intersection.This valley gutter will convey the flow that isn't captured by the inlet directly to the greenway. 4 Tufts Ave,Acoma St to Bannock Broadway and Layton Ave 5 Lincoln St,Layton Ave to Union Ave 6 Layton Ave and Sherman St 7 Grant Stand Chenango Ave 8 Fox St and Stanford Ave 9 Delaware St,Layton Ave to Greenway The pipes along this street are not large enough to effectively convey the runoff through this area causing the inlets to backflow and flood. Increase the pipe size from 18"to 24"from Layton Ave.to Union Ave.increase the pipe size to 30" from Union Ave.to Tufts Ave.increase the pipe size to 36"from Tufts Ave.to the greenway.This will increase the capacity of the system and allow the inlets to work more efficiently.Reinforced concrete pipe (RCP)is to be used. Page 86 of 273 Table 2:Future Modifications ISSUE The current pipe configuration is causing the manholes in the area to surcharge during the 25«yr storm,particularly the manhole at Tufts Ave and Bannock St.The transition to the elliptical pipe is what is causingthe system to backup. Hydraulic Summary &Recommendations |Acoma St.Area Drainage Study Recommended Improvement In addition to the pipe size increases mentioned above,a spray-on lining should be applied to the pipes starting at Bannock St.and continuing to the outlet in the greenway.This will reduce the friction in the pipes as the water flows through and will work to lower the depth of water in the pipes.This will mean less surcharging in the area. Priority T Project 1F Tufts Ave,Bannock St to Greenway 2F Duncan Park This area is seeing surcharging during the 25-yr event.There is significant runoff coming from the Cherry Hills Village community that gets routed through this system that could cause issues during large storms. Construct an underground water storage structure that would flatten the curve as the runoff is carried downstream.This structure has the benefit of lowering the depth of water in the pipes downstream.This means that there is less surcharging and allows the system to be more efficient.The storage structure used during modeling was the MC-4500 StormTech Chamber. Table 4:Maximum Inlet Depths (FEET) Inlet ID > Model ID 25-Year EXISTING 25-Year PROPOSED 100-YearEJ(lSl'lNG 100—Year PROPOSED Acoma St.Low Point Fox St.and Stanford Ave I0-nrrICli"‘Iu: Tufts Ave,Lincoln St and Sherman St Broadway,Low Point Grant St.and Chenango Ave. Page 87 of 273 South Englewood Basin Storm Water Improvements Project Quantities Unit Quantity Unit Price Total Price 18" RCP LF 620 $75.00 $46,500 24" RCP LF 900 $135.00 $121,500 30" RCP LF 655 $184.00 $120,520 36" RCP LF 920 $286.00 $263,120 48" RCP LF 2040 $360.00 $734,400 86x60 inch reinforced concrete pipe eliptical LF 310 $800.00 $248,000 Inlet Type 16 (5 Foot)EACH 9 $6,609.00 $59,481 Inlet Type R L5 (5 Foot)EACH 2 $7,000.00 $14,000 Inlet Type R L5 (10 Foot)EACH 5 $7,286.00 $36,430 Inlet Type R L5 (15 Foot)EACH 2 $9,800.00 $19,600 Gutter Type 2 (3 Foot)LF 20 $56.00 $1,120 Connect To existing System EACH 12 $2,000.00 $24,000 Remove Asphalt Full Depth SF 27050 $4.00 $108,200 Concrete Removal 8"SF 30 $7.00 $210 Concrete Cross Pan Replacement 8"SF 30 $12.00 $360 Base Course 3/4" 4" depth TON 992 $40.00 $39,680 Subgrade Prep (Asphalt)SF 27050 $1.00 $27,050 Asphalt, 4" S PG 64-22, 2" SX PG 64-22 SF 27050 $10.00 $270,500 Asphalt Patch Back SF 800 $10.00 $8,000 Pavement Marking Paint SF 625 $2.00 $1,250 Utility or Communication Line Lowering LF 450 $50.00 $22,500 Erosion Control LS 1 $40,000.00 $40,000 Traffic Control LS 1 $50,000.00 $50,000 Communications LS 1 $5,000.00 $5,000 Mobilization LS 1 $1.00 $226,142 Minor Contract Revisions EACH 1 $200,000.00 $200,000 Total:$2,687,563 Rounded Total $2,687,600 Page 88 of 273 South Englewood Basin Storm Water Improvements Future Improvements Project Quantities Unit Quantity Unit Price Total Price Culvert Lining 84" (Spray Applied)LF 648 $1,200.00 $777,600 MC-4500 Stormtech Chamber EACH 1 $750,000.00 $750,000 Connect To existing System EACH 4 $2,000.00 $8,000 Remove Asphalt Full Depth SF 1550 $4.00 $6,200 Base Course 3/4" 4" depth TON 31 $40.00 $1,240 Subgrade Prep (Aspahlt)SF 1550 $1.00 $1,550 Asphalt, 4" S PG 64-22, 2" SX PG 64-22 SF 1550 $10.00 $15,500 Asphalt Patch Back SF 350 $10.00 $3,500 Pavement Marking Paint SF 100 $2.00 $200 Utility or Communication Line Lowering LF 100 $50.00 $5,000 Erosion Control LS 1 $25,000.00 $25,000 Traffic Control LS 1 $50,000.00 $50,000 Resident Notifications LS 1 $2,500.00 $2,500 Mobilization LS 1 $1.00 $164,629 Minor Contract Revisions EACH 1 $100,000.00 $100,000 Total:$1,910,919 Rounded Total $1,910,900 Page 89 of 273 STUDY SESSION TO: Mayor and Council FROM: Maria D'Andrea DEPARTMENT: Public Works DATE: March 9, 2020 SUBJECT: Stormwater Master Plan - Projects & Programs Prioritization DESCRIPTION: Stormwater Master Plan - Projects & Programs Prioritization RECOMMENDATION: Staff will present the outcomes and recommendations of the draft Stormwater System Master Plan along with a recommendation for prioritized projects & programs. The Plan will be brought to a future Council meeting for formal adoption. PREVIOUS COUNCIL ACTION: The City Council approved a contract with Hazen Sawyer on September 16, 2019 to complete a Master Plan for the Water, Sanitary Sewer and Stormwater Systems. The total contract amount was $391,684. The stormwater portion of the project was estimated at $84,139. The draft plan was presented on February 10, 2020. City Council requested that staff bring back a prioritized list of efforts for consideration. SUMMARY: The city undertook a project to complete a Master Plan for the stormwater system in September 2019. No prior Master Plan has ever been completed for the stormwater system. The draft Master Plan identifies $115,280,000 in needed improvements to be delivered through various projects and programs. These projects and programs are a compilation of the work that's been completed in prior studies as well as evaluation of some additional areas, identified by staff. The Plan recommends implementing the various projects & programs over a 15-year period, based on available funding. Due to other needs within the community, such as park rehabilitation, water & sanitary sewer repairs, etc., it is likely that funding cannot be identified for all of these efforts in the 15-year Plan time frame. The following programs have been identified for prioritization in the next five years: • Clean small diameter storm sewer • Clean large diameter storm sewer • Televise large & small storm sewer to identify existing conditions & needed repairs • Install rain gauges in key locations • Repair & rehabilitate existing storm sewer • GIS/asset data collection Page 90 of 273 The following projects have been identified for prioritization in the next three years: • Project S1 • Project S2 • Project S3a • Hospital Project ANALYSIS: The Master Plan objectives were to: Review known problematic flood areas outside of the Calibre report study area • Review 36-inch diameter and larger storm sewer pipe outside of other study areas • Determine key stormwater programs and projects to improve the city system • Prioritize recommended projects and programs • Develop a high level cost estimate for prioritized projects & programs • Establish a 15-year Capital Improvement Plan (CIP) Hazen Sawyer has completed a draft report and will be present at the Council Study Session to respond to questions. Various projects and programs (as listed below) have been identified for completion over a 15- year time frame, (2020-2034). These include 10 programs - focused on maintenance and evaluation of the system - along with 29 unique projects to address flooding & capacity issues in the system. Establishing programs and projects is the best way forward for improving the city system. The programs have been established to guide city staff from a reactive mode with a lot of unknowns to a proactive plan based on both Hazen's experience and industry standard guidelines. As each program is completed, the city gains a more comprehensive understanding of the infrastructure and how it functions. Projects are based on data from previous studies and discussions with city staff where flooding has been reported. The benefit of these individual projects is to alleviate flooding in a specific geographical area by improving the drainage capacity. FINANCIAL IMPLICATIONS: The Master Plan identifies various projects and programs as follows: 15-Year Storm Water Programs: Programs Total Program Cost Geographic Information System (GIS) Mapping $125,000 Clean & Televise Large (> 36-inch) Pipe $1,500,000 Clean & Televise Small (< 36-inch) Pipe $1,000,000 Clean & Televise CDOT Infrastructure $400,000 Clean & Televise – Maintenance Program $1,300,000 Asset Management Program $275,000 Hydrologic & Hydraulic Model $100,000 Page 91 of 273 Install Rain Gauges $230,000 Emergency Projects $3,150,000 Program Management $3,400,000 Total $11,480,000 15-Year Storm Water Projects: Projects Total Project Cost 13 Flood-Prone Area projects (Calibre) $58,000,000 Dry Gulch-Reach 2, Yale Ave to University Blvd. $19,100,000 Corrugated Metal Pipe (CMP) Rehabilitation & Replacement $14,500,000 1999 TCB Outfall System Plan Projects $10,100,000 Hampden Ave & S. Clarkson St. $1,600,000 4861 S Lipan St. $300,000 E. Cornell Ave. & S. Ogden St. $200,000 Total $103,800,000 Together, this totals to a $115,280,000 overall program effort. Staff has identified a prioritized list of programs & projects to be implemented over the next several years, as follows: Stormwater Programs 2020 2021 2022 2023 2024 5-Year Total Clean Large Diameter Storm Sewer $250,000 $250,000 $250,000 $300,000 $300,000 $1,350,000 CCTV Program $200,000 $200,000 $150,000 $150,000 $150,000 $850,000 Rain Gauges $15,000 $30,000 $30,000 $35,000 $35,000 $145,000 Repair/Rehab of Existing Pipe $0 $400,000 $450,000 $500,000 $500,000 $1,850,000 GIS/Asset Collection $25,000 $25,000 $30,000 $30,000 $30,000 $140,000 Total $490,000 $905,000 $910,000 $1,015,000 $1,015,000 $4,335,000 A $3 million loan from the LTAR fund was made to the Stormwater Fund in 2019. $250,000 of that will be used for the Oxford Storm Sewer Cleaning Project (including the repair at Jason Ct), $75,000 for utility billing software upgrades, and $100,000 has been earmarked for the city's contribution towards MHFD's update of the city's Outfall System Plan. Stormwater Projects 2020 2021 2022 3-Yr Total Page 92 of 273 S1 $800,000 $5,700,000 $12,500,000 $19,000,000 S2 $700,000 $3,800,000 $6,500,000 $11,000,000 S3a $650,000 $2,650,000 $0 $3,300,000 Hospital Project $100,000 $1,900,000 $0 $2,000,000 Total/Funding Level Needed $2,250,000 $14,050,000 $19,000,000 $35,300,000 CONCLUSION: The Plan recommends implementing the various projects & programs over a 15-year period, based on available funding. Staff has laid out a prioritized list of projects & programs to address the stormwater system that requires funding on par with the discussions already held with the City Council and anticipated in the rate adjustment. Staff recommends proceeding with the identified projects & programs, as identified and proceeding to issue bonds in 2020 for approximately $35 million. ATTACHMENTS: Presentation Initial Project Schedule Projects S1 & S2 Project S3a Hospital Project Page 93 of 273 Draft Storm Water Master Plan – Projects & Programs Prioritization March 9, 2020 Page 94 of 273 Program Focus Areas System Maintenance and Repair Program Funding Planning & Prioritization Capital Project Implementation Page 95 of 273 Planning & Prioritization Project/Task Status & Completion Date Complete Storm Water System Master Plan Draft received; presentation to City Council on 2/10/2020 Update Outfall System Plan, in conjunction with Mile High Flood District MHFD prioritized project for 2020 & allocated their portion of funding; kick off Spring 2020 Develop a proactive maintenance plan, in accordance with recommendations from the Master Plan Summer 2020 Page 96 of 273 System Maintenance and Repair Project/Task Status & Completion Date Repair failed section of storm sewer pipe on Oxford Avenue, west of Santa Fe Drive Complete Clean out accumulated debris in the Oxford pipe, from Santa Fe Drive to the South Platte River Bids received; contract award 2/3/2020; completion by 5/10/2020 Repair the existing storm sewer pipe under Jason Court (Rotolo Park outlet) Work included in Oxford Pipe Cleaning project; completion by 5/10/2020 Complete a system-wide pipe cleaning program Work began using two newly hired maintenance technicians in early November 2019;completion in Summer 2020 Page 97 of 273 Capital Project Implementation Project/Task Status & Completion Date Conduct a Stormwater Analysis and Alternatives Feasibility Study of Flood-Prone Areas 13 priority projects identified; Complete Evaluate the feasibility of an alternative alignment for Project S1 Complete Initiate design of Projects S1, S2 & S3A and Hospital Project Issue a Request for Proposals (RFP) & award contracts for preliminary & final design, March-April 2020 Construction of Project S3A & Hospital Project Fall 2020 –Summer 2021 Construction of Projects S1 & S2 Summer 2021 –EOY 2022 Page 98 of 273 Project & Program Funding Project/Task Status & Completion Date Loaned $3 million from the General Fund Long Term Asset Reserve (LTAR) to fund initial efforts Complete Evaluate state and federal grant opportunities CDPHE pre-application submitted 12/30/19; Colorado Water Conservation Board grant submitted 1/31/20 Complete Stormwater Rate Study Draft received;presentation to City Council on 1/27/2020 Stormwater rate increase Complete Issue bonds for desired level of project funding Summer 2020 Page 99 of 273 Stormwater System Master Plan Objectives: Review known problematic flood areas outside of the Calibre report study area Review 36-inch diameter and larger storm sewer pipe outside of other study areas Determine key stormwater programs and projects to improve the city system Prioritize recommended projects and programs Develop a high level cost estimate for prioritized projects & programs Establish a 15-year Capital Improvement Plan (CIP)Page 100 of 273 Page 101 of 273 Existing Storm Sewer Network Page 102 of 273 15-Year CIP Programs Study Name Total Program Cost Geographic Information System (GIS) Mapping $125,000 Clean & Televise Large (> 36-inch) Pipe $1,500,000 Clean & Televise Small (< 36-inch) Pipe $1,000,000 Clean & Televise CDOT Infrastructure $400,000 Clean & Televise –Maintenance Program $1,300,000 Asset Management Program $275,000 Hydrologic & Hydraulic Model $100,000 Install Rain Gauges $230,000 Emergency Projects $3,150,000 Program Management $3,400,000 Total $11,480,000 *All costs in 2019 dollarsPage 103 of 273 5-Year Prioritized Programs Program 2020 2021 2022 2023 2024 5-Year Total Clean Small Diameter Storm Sewer Included in operating costs Clean Large Diameter Storm Sewer $250,000 $250,000 $250,000 $300,000 $300,000 $1,350,000 Televise Small & Large Storm Sewer $200,000 $200,000 $150,000 $150,000 $150,000 $850,000 Rain Gauge Installation $15,000 $30,000 $30,000 $35,000 $35,000 $145,000 Repair/Rehab of Existing Pipe $0 $400,000 $450,000 $500,000 $500,000 $1,850,000 GIS/Asset Data Collection $25,000 $25,000 $30,000 $30,000 $30,000 $140,000 Total $490,000 $905,000 $910,000 $1,015,000 $1,015,000 $4,335,000Page 104 of 273 Small Sewer Cleaning Effort Page 105 of 273 15-Year CIP Projects Project Group/Name Total Project Cost 13 Flood-Prone Area projects (Calibre)$58,000,000 Dry Gulch-Reach 2, Yale Ave to University Blvd.$19,100,000 Corrugated Metal Pipe (CMP) Rehabilitation & Replacement $14,500,000 1999 TCB Outfall System Plan Projects $10,100,000 Hampden Ave & S. Clarkson St.$1,600,000 4861 S Lipan St.$300,000 E. Cornell Ave.& S. Ogden St.$200,000 Total $103,800,000 *All costs in 2019 dollarsPage 106 of 273 Page 107 of 273 Initial Capital Projects *All costs in 2019 dollars Project 2020 2021 2022 3-Year Total Project S1 $800,000 $5,700,000 $12,500,000 $19,000,000 Project S2 $700,000 $3,800,000 $6,500,000 $11,300,000 Project S3a $650,000 $2,650,000 $0 $3,300,000 Hospital Project $100,000 $1,900,000 $0 $2,000,000 Total $2,250,000 $14,050,000 $19,000,000 $35,300,000 Potential Bond/ Loan Amount $35,300,000 Page 108 of 273 Capital Project Implementation Schedule Major Tasks: Design Proposal Solicitation Major Tasks: Design Proposal Solicitation Major Tasks: Major Tasks: Design Proposal Solicitation Const. Bid Solicitation Utility Relocation Construction Hampden & Clarkson Preliminary Engineering & Analysis Final Design & Plan Preparation Public Outreach Public Outreach Const. Bid Solicitation Utility Relocation Construction Hospital Area Project Project S3A Tufts Street, Clarkson to Broadway Preliminary Engineering & Analysis Final Design & Plan Preparation Const. Bid Solicitation Utility Relocation Construction Final Design & Plan Preparation ROW Analysis & Acquisition Public Outreach Public Outreach Const. Bid Solicitation Utility Relocation Construction Project S2 Oxford & Navajo to Rotolo Park Preliminary Engineering & Analysis Preliminary Engineering & Analysis Railroad Coordination CDOT Coordination Final Design & Plan Preparation ROW Analysis & Acquisition Navajo Ave to South Platte River Project S1 2020 2021 2022 Page 109 of 273 Project S1 & S2 Page 110 of 273 Project S3a Page 111 of 273 Hospital Project Page 112 of 273 Recommendation Implement the following Programs over the next five years: Clean Small Diameter Storm Sewer Clean Large Diameter Storm SewerTelevise Small & Large Storm Sewer Rain Gauge Installation Repair/Rehab of Existing Pipe GIS/Asset Data Collection At an estimated cost of $4.335 million Implement the following Projects over the next three years: Project S1Project S2Project S3a Hospital Project At an estimated cost of $35.3 million Bond for the $35.3 million to obtain the funds in 2020 Page 113 of 273 Questions & Discussion Page 114 of 273 Major Tasks: Design Proposal Solicitation Major Tasks: Design Proposal Solicitation Major Tasks: Major Tasks: Design Proposal Solicitation Const. Bid Solicitation Utility Relocation Construction Hampden & Clarkson Preliminary Engineering & Analysis Final Design & Plan Preparation Public Outreach Public Outreach Const. Bid Solicitation Utility Relocation Construction Hospital Area Project Project S3A Tufts Street, Clarkson to Broadway Preliminary Engineering & Analysis Final Design & Plan Preparation Const. Bid Solicitation Utility Relocation Construction Final Design & Plan Preparation ROW Analysis & Acquisition Public Outreach Public Outreach Const. Bid Solicitation Utility Relocation Construction Project S2 Oxford & Navajo to Rotolo Park Preliminary Engineering & Analysis Preliminary Engineering & Analysis Railroad Coordination CDOT Coordination Final Design & Plan Preparation ROW Analysis & Acquisition Navajo Ave to South Platte River Project S1 2020 2021 2022 Page 115 of 273 S1 S2 SC1 Sources: Esri, HERE, Garmin, FAO, NOAA, USGS, © OpenStreetMap contributors, and the GIS User Community S1 $18,968,000 2021-2023 S2 $11,301,000 2021-2023 SC1 Project Segment Cost Construction Year 0 470 940235 US Feet Projects S1 & S2 Page 116 of 273 `` ` _ _ _ _ _ _ _ _ _ __ bb b b b b TUFTSACOMA76"76" 76" 60" 48" 30" 36" 30" 48" 18" 60" 54" 18" 30" 54"48" 42"BROADWAYBANNOCKUNIONCHEROKEE60"x86"ELLIPTICAL LINCOLNExisting Storm Water MainLegend `Flow Lines Existing Storm Inlets Existing Storm Manholes Pipe Replacement Open Channel Existing Storm Mains Ü 150 0 150 30075 FeetBROADWAYCHEROKEETUFTS UNIONBANNOCKACOMA Page 117 of 273 E JEFFERSON DR S LOGAN STE GIRARD AVE HWY 285S GRANT STExisting Storm Water MainLegend Existing Storm Inlets Existing Storm Manholes Pipe Replacement Existing Storm Mains Ü 200 0 200 400100 FeetS EMERSON STS CLARKSON STE HAMPDEN AVE HWY 285S PENNSYLVANIA STS WASHINGTON STS PEARL STS CLARKSON STS LOGAN STS GRANT STS SHERMAN STS LINCOLN STS BROADWAY STS BROADWAY STS WASHINGTON STS PEARL STS PENNSYLVANIA STSWEDISH HOSPITAL Page 118 of 273 10-year Capacity25-year Capacity10-year Capacity25-year CapacityS1South Platte River to Navajo St$10,582,000$18,968,000$6,220,000$16,796,000S2Oxford St to Rotolo Park$7,099,000$11,866,000$7,036,000$12,243,000S3Cherokee St to Clarkson St$5,624,000$8,208,000$9,523,000$12,885,000S4Union Ave to Chenango Ave$452,000$688,000$452,000$688,000$23,757,000$39,730,000$23,231,000$42,612,000SC1Navajo St to Bannock St$1,673,000$3,714,000$1,825,000$5,584,000SC2Oxford St to Clarkson St$1,174,000$3,174,000$1,174,000$3,174,000$2,847,000$6,888,000$2,999,000$8,758,000C1Hampden Ave to Mansfield Ave$2,405,000$3,843,000$2,405,000$3,843,000$2,405,000$3,843,000$2,405,000$3,843,000N1Dartmouth Ave to Bates Ave$1,197,000$1,634,000$1,126,000$1,634,000N2Elati St to Acoma St (Bates Ave)$0$1,217,000$0$1,217,000N3Lincoln St to Emerson St$831,000$1,755,000$1,489,000$2,412,000N4Elati St to Acoma St (Dartmouth Ave)$0$918,000$0$918,000N5Lincoln St to Logan St$290,000$332,000$290,000$332,000$2,318,000$5,856,000$2,905,000$6,513,000Y1South Platte River to Amherst Ave$1,636,000$2,391,000$1,636,000$2,391,000$1,636,000$2,391,000$1,636,000$2,391,000$32,963,000$58,708,000$33,176,000$64,117,000Note: Costs calculated with values taken from UD-MP Cost with CDOT CCI = 1.07 (2018 Q4)Total Est. Construction Cost - No DetentionTotal Est. Construction Cost - With DetentionSegment DescriptionTotal Est. Construction Cost - All BasinsYale Ave Basin Total CostNorth Englewood Basin Total CostCentral Englewood Basin Total CostSouth-Central Englewood Basin Total CostSouth Englewood Basin Total CostPage 119 of 273 STUDY SESSION TO: Mayor and Council FROM: Joe Jefferson DEPARTMENT: Municipal Court DATE: August 17, 2020 SUBJECT: Municipal Court Judge Salary Discussion DESCRIPTION: Judge Jefferson will be present to discuss the Municipal Judge's salary. RECOMMENDATION: Presiding Judge Joe Jefferson requests that City Council discuss a salary adjustment for the Presiding Judge position to commence on the applicable anniversary date of January 8, 2021. PREVIOUS COUNCIL ACTION: Per the Englewood Municipal Charter, Article IX-Legal Department-Part II.-Municipal Court 68: Municipal Judge "...salary shall be determined by Council." SUMMARY: Salary information for this positions is attached. FINANCIAL IMPLICATIONS: The Court has budgeted for overall salary increases within the 2021 proposed annual budget and no additional appropriation is anticipated. Judge Jefferson is recommending a total salary increase to $154071.95. This will be an increase of $4487.53 to the current salary of $149584.42. Salary comparisons are provided. ALTERNATIVES: Please see Jefferson Summary attachment for salary options and survey data. ATTACHMENTS: Salary Comparisons Page 120 of 273 PRESIDING MUNICIPAL JUDGE SALARY SURVEY 2020 Salary info provided from survey conducted in July and August of 2020 by HR and Judge Jefferson with available info to date. Unless otherwise noted, all salaries are for full time positions and the last known salary. CITY SALARY COMMENTS Arvada $160,000 Currently vacant. Previous salary shown from 2019. Aurora $170,074 Boulder $174,193 No DV cases. Denver $187,656 Lakewood $168,685 Littleton $103/hour Court 2 to 2.5 days/week Flat Rate + Hourly = $81,984 Longmont $156,278 Thornton $164,621 Westminster $175,000 Englewood $149,584 Full time and 5 days/week with DV cases and weekends on call. Assuming only 40 hour work week with 261 working days, current hourly is $71.64. Associate Judges and Court Appointed Counsel are paid $75/hour. Page 121 of 273 Salary survey data for Municipal Judges in 2020 Conducted by Pntifex Consulting during the City of Englewood Compensation Survey 05/2020. Agency Salary Comments Arvada $160,000 Vacant. Previous incumbent salary. Boulder $174,193 Denver $187,656 Greeley $154,760 Lakewood $156,000 Salary Range Midpoint ($104,000-$208,000) Littleton $81,984 Longmont $156,278 Thronton $164,621 Westminster $175,000 Average $156,721 Englewood $149,584 Page 122 of 273 Min Mid Max Jefferson, Joe Judge $149,584 D 3 $141,991 $177,489 $212,987 2.5%3.5%3.5% % Increase $ Increase New Salary 2.0%$2,992 $152,575.7 2.5%$3,740 $153,323.6 3.0%$4,488 $154,071.5 3.5%$5,235 $154,819.4 For your reference MSC/H Budgeted Increse EEA Budgeted Increase EPBA Budgeted Increase Name Title Current Salary New Grade Pay Range Possible increases for Jefferson Page 123 of 273 STUDY SESSION TO: Mayor and Council FROM: Ronda Henger DEPARTMENT: Human Resources DATE: August 17, 2020 SUBJECT: Discussion of City Attorney Salary. DESCRIPTION: Discussion of City Attorney Salary. RECOMMENDATION: City Council will discuss a salary adjustment for the City Attorney. SUMMARY: Salary adjustments for the City Attorney would commence January 1 consistent with other City staff adjustments. FINANCIAL IMPLICATIONS: Salary information for this positions is attached. ATTACHMENTS: Compensation Summary Page 124 of 273 Min Mid Max Brown, Alison McKenney City Attorney $178,467 D 3 $141,991 $177,489 $212,987 2.5%3.5%3.5% % Increase $ Increase New Salary 2.0%$3,569.34 $182,036.3 2.5%$4,461.68 $182,928.7 3.0%$5,354.01 $183,821.0 3.5%$6,246.35 $184,713.3 Name Title MSC/H Budgeted Increse Pay Range EEA Budgeted Increase EPBA Budgeted Increase Possible increases for McKenney Brown For your reference New GradeCurrent Salary Page 125 of 273 City Attorney Agency Salary Range Comments Minimum Midpoint Maximum Arapahoe County $162,893 $211,824 $260,755 Boulder $229,407 Actual Salary/No Range Centennial $200,000 Actual Salary/No Range Denver $196,650 Actual Salary/No Range Greeley $168,585 $210,731 $252,877 Lakewood $185,000 $202,500 $220,000 Littleton $151,584 $187,001 $222,418 Longmont $185,628 Actual Salary/No Range Thornton $215,572 Actual Salary/No Range Westminster $232,000 Actual Salary/No Range Average $167,016 $207,131 $239,013 Englewood $178,467 Actual Salary Page 126 of 273 STUDY SESSION TO: Mayor and Council FROM: Ronda Henger DEPARTMENT: Human Resources DATE: August 17, 2020 SUBJECT: Discussion of City Manager Salary. DESCRIPTION: Discussion of City Manager Salary. RECOMMENDATION: City Council will discuss a salary adjustment for the City Manager. SUMMARY: Salary adjustments for the City Manager would commence January 1 consistent with other City staff adjustments. ANALYSIS: Please see attachment. FINANCIAL IMPLICATIONS: Salary information for this positions is attached. ATTACHMENTS: Compensation Summary Page 127 of 273 Min Mid Max Lewis, J Shawn City Manager $172,500 D 4 $156,190 $195,238 $234,285 2.5%3.5%3.5% % Increase $ Increase New Salary 2.0%$3,450.0 $175,950.0 2.5%$4,312.50 $176,812.5 3.0%$5,175.0 $177,675.0 3.5%$6,037.50 $178,537.5 For your reference MSC/H Budgeted Increase EEA Budgeted Increase EPBA Budgeted Increase Name Title Current Salary New Grade Pay Range Possible increases for Lewis Page 128 of 273 City Manager Agency Salary Range Comments Minimum Midpoint Maximum Boulder $271,343 Actual Salary/No Range Centennial $217,000 Actual Salary/No Range Greeley $198,660 $248,325 $297,989 Lakewood $204,922 $256,215 $307,507 Littleton $152,001 $190,001 $228,001 Longmont $242,904 Actual Salary/No Range Sheridan $147,327 Actual Salary/No Range Thornton $236,682 Actual Salary/No Range Westminster $304,000 Actual Salary/No Range Average $185,194 $234,866 $277,832 Englewood $172,500 Actual Salary Page 129 of 273 MINUTES City Council Regular Meeting Monday, August 3, 2020 1000 Englewood Pkwy – Council Chambers 6:00 PM 1 Call to Order The Special/Regular meeting of the Englewood City Council was called to order by Mayor Olson at 6:00 p.m. and held by teleconference. 2 Pledge of Allegiance The Pledge of Allegiance was led by Mayor Olson. 3 Roll Call COUNCIL PRESENT: Mayor Linda Olson Mayor Pro Tem Othoniel Sierra Council Member Joe Anderson Council Member Dave Cuesta Council Member Rita Russell Council Member John Stone Council Member Cheryl Wink COUNCIL ABSENT: None STAFF PRESENT: City Manager Lewis City Attorney McKenney Brown Deputy City Attorney Comer City Clerk Carlile Deputy City Clerk McKinnon Assistant to the City Manager Dodd Director Sobota, Finance and Administration Director Henger, Human Resources Director Underhill, Parks, Recreation, and Library Director D'Andrea, Public Works Revenue and Tax Audit Supervisor Driscoll, Finance and Administration Capital Projects and Engineering Manager Hoos, Public Works Capital Project Engineer Siggue, Public Works Capital Project Engineer Keener, Public Works Open Space Manager Lee, Parks, Recreation, and Library Network Administrator Hunnicutt, Information Technology Page 1 of 9 Draft Page 130 of 273 City Council Regular August 3, 2020 Deputy Police Chief Watson, Police Department Police Commander Martin, Police Department 4 Study Session Topic a) City Manager Shawn Lewis and Deputy Police Chief Sam Watson received Council input and direction regarding policies, procedures, and training within the Englewood Police Department. b) City Attorney Alison McKenney Brown and Deputy City Attorney Dugan Comer gave a brief review of the 2020 Model Traffic Code which the City Council is being asked to adopt in replacement of the existing 1995 Model Traffic Code. The meeting recessed at 7:38 p.m. for a break. The meeting reconvened at 7:45 p.m. with all Council Members present. 5 Consideration of Minutes of Previous Session a) Minutes of the Regular City Council Meeting of July 20, 2020. Moved by Council Member Othoniel Sierra Seconded by Council Member John Stone APPROVAL OF THE MINUTES OF THE SPECIAL/REGULAR CITY COUNCIL MEETING OF JULY 20, 2020. For Against Abstained Linda Olson x Othoniel Sierra (Moved By) x Joe Anderson x Dave Cuesta x Rita Russell x Cheryl Wink x John Stone (Seconded By) x 7 0 0 Motion CARRIED. 6 Appointments, Communications, Proclamations, and Recognition a) City Manager Lewis introduced Tim Dodd as the new Assistant to the City Manager. 7 Recognition of Scheduled Public Comment a) Pamela Beets, an Englewood resident, addressed Council regarding development. b) Wesley Medford, an Englewood resident, addressed Council regarding a police reform task force. Page 2 of 9 Draft Page 131 of 273 City Council Regular August 3, 2020 c) Laura MacKenzie, an Englewood resident, addressed Council regarding off- leash dog parks. 8 Recognition of Unscheduled Public Comment a) Jake Gilbert, an Englewood resident, addressed Council regarding policing reckless drivers. b) Vinnie Cervantes, an Englewood resident, addressed Council regarding alternatives to Police/Cahoots model. c) Sarah Dean, an Englewood resident, addressed Council regarding police reform. d) Nathaniel Anderson, an Englewood resident, addressed Council regarding Englewood Police Department and mental health. Council Member Cuesta Responded to Public Comment 9 Consent Agenda Items Council Member Russell removed Agenda Item 9(c)(i) from Consent Agenda. Moved by Council Member Wink, seconded by Council Member Sierra to approve Consent Agenda Items 9(a)(i) and 9(b)(i). a) Approval of Ordinances on First Reading i) CB 30 - IGA with Arapahoe County for 2020 Coordinated General Election Services COUNCIL BILL NO. 30, INTRODUCED BY COUNCIL MEMBER WINK A BILL FOR AN ORDINANCE APPROVING AN INTERGOVERNMENTAL AGREEMENT BETWEEN ARAPAHOE COUNTY CLERK AND RECORDER AND THE CITY OF ENGLEWOOD, COLORADO, TO CONDUCT A COORDINATED ELECTION ON NOVEMBER 3, 2020. b) Approval of Ordinances on Second Reading. i) CB 28 - IGA with State Department of Revenue pertaining to the Sales and Use Tax Software (SUTS System) ORDINANCE NO. 26, SERIES OF 2020 (COUNCIL BILL NO. 28, INTRODUCED BY COUNCIL MEMBER WINK). Page 3 of 9 Draft Page 132 of 273 City Council Regular August 3, 2020 AN ORDINANCE AUTHORIZING AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE COLORADO DEPARTMENT OF REVENUE AND THE CITY OF ENGLEWOOD FOR THE COLLECTION OF MUNICIPAL TAXES UNDER THE SUTS (“SALES AND USE TAX SOFTWARE”) SYSTEM. Moved by Council Member Cheryl Wink Seconded by Council Member Othoniel Sierra Motion to approve Consent Agenda Items 9(a)(i) and 9(b)(i). For Against Abstained Linda Olson x Othoniel Sierra (Seconded By) x Joe Anderson x Dave Cuesta x Rita Russell x Cheryl Wink (Moved By) x John Stone x 7 0 0 Motion CARRIED. c) Resolutions and Motions i) Award of Contract to Silva Construction, Inc. for construction of the 2020 Concrete Utility Project. [Clerks Note: This agenda item was pulled from Consent Agenda and considered independently] Moved by Council Member Othoniel Sierra Seconded by Council Member Cheryl Wink Approval of a contract with Silva Construction, Inc. for the construction of the 2020 Concrete Utility Project in the amount of $685,267.80 with allowance for a 10% contingency in the amount of $68,526.78 to account for unknown circumstances that might be encountered on the project. For Against Abstained Linda Olson x Othoniel Sierra (Moved By) x Joe Anderson x Dave Cuesta x Rita Russell x Page 4 of 9 Draft Page 133 of 273 City Council Regular August 3, 2020 Cheryl Wink (Seconded By) x John Stone x 7 0 0 Motion CARRIED. 10 Public Hearing Items No public hearing was scheduled before Council. 11 Ordinances, Resolutions and Motions a) Approval of Ordinances on First Reading i) CB 29 - Arapahoe County Open Spaces Grant Award for Romans Park Improvements Phase 2 Moved by Council Member Othoniel Sierra Seconded by Council Member Cheryl Wink COUNCIL BILL NO. 29, INTRODUCED BY COUNCIL MEMBER SIERRA A BILL FOR AN ORDINANCE AUTHORIZING AN INTERGOVERNMENTAL GRANT AGREEMENT BETWEEN THE CITY OF ENGLEWOOD, COLORADO AND THE BOARD OF COUNTY COMMISSIONERS OF ARAPAHOE, STATE OF COLORADO, PERTAINING TO THE ROMANS PARK IMPROVEMENTS PHASE II. For Against Abstained Linda Olson x Othoniel Sierra (Moved By) x Joe Anderson x Dave Cuesta x Rita Russell x Cheryl Wink (Seconded By) x John Stone x 7 0 0 Motion CARRIED. b) Approval of Ordinances on Second Reading i) CB 26 - Approval of IGA with Urban Drainage and Flood Control District d/b/a Mile High Flood District (MHFD) for Design and Construction of Little Dry Creek Plaza Drainage and Flood Control Improvements Moved by Council Member Joe Anderson Page 5 of 9 Draft Page 134 of 273 City Council Regular August 3, 2020 Seconded by Council Member Othoniel Sierra ORDINANCE NO. 27, SERIES OF 2020 (COUNCIL BILL NO. 26, INTRODUCED BY COUNCIL MEMBER ANDERSON). AN ORDINANCE APPROVING AN INTERGOVERNMENTAL AGREEMENT (IGA) REGARDING FINAL DESIGN, RIGHT-OF-WAY ACQUISITION, AND CONSTRUCTION OF DRAINAGE AND FLOOD CONTROL IMPROVEMENTS FOR LITTLE DRY CREEK AT BROADWAY BETWEEN THE URBAN DRAINAGE AND FLOOD CONTROL DISTRICT AND THE CITY OF ENGLEWOOD. For Against Abstained Linda Olson x Othoniel Sierra (Seconded By) x Joe Anderson (Moved By) x Dave Cuesta x Rita Russell x Cheryl Wink x John Stone x 7 0 0 Motion CARRIED. c) Resolutions and Motions i) Approval of Englewood Police Benefit Association (EPBA) Contract Moved by Council Member Othoniel Sierra Seconded by Council Member Cheryl Wink Approval of the 2021 - 2022 Collective Bargaining Agreement between the City of Englewood and the Englewood Police Benefit Association. For Against Abstained Linda Olson x Othoniel Sierra (Moved By) x Joe Anderson x Dave Cuesta x Rita Russell x Cheryl Wink (Seconded By) x John Stone x 7 0 0 Motion CARRIED. Page 6 of 9 Draft Page 135 of 273 City Council Regular August 3, 2020 12 Covid-19 Update The meeting recessed at 8:50 p.m. for a break. The meeting reconvened at 8:53 p.m. with all Council Members present. 13 General Discussion a) Mayor's Choice i) Executive Session - For discussion of a personnel matter under C.R.S. Section 24-6-402(2)(f) and not involving: any specific employees who have requested discussion of the matter in open session; any member of this body or any elected official; the appointment of any person to fill an office of this body or of an elected official; or personnel policies that do not require the discussion of matters personal to particular employees. ii) Executive Sessions - For discussion of a personnel matter under C.R.S. Section 24-6-402(2)(f) and not involving: any specific employees who have requested discussion of the matter in open session; any member of this body or any elected official; the appointment of any person to fill an office of this body or of an elected official; or personnel policies that do not require the discussion of matters personal to particular employees. Moved by Council Member Linda Olson Seconded by Council Member Othoniel Sierra MOTION TO MOVE INTO TWO CONSECUTIVE EXECUTIVE SESSIONS: FOR THE DISCUSSION OF A PERSONNEL MATTER UNDER C.R.S. SECTION 24-6-402(2)(F) AND NOT INVOLVING: ANY SPECIFIC EMPLOYEES WHO HAVE REQUESTED DISCUSSION OF THE MATTER IN OPEN SESSION; ANY MEMBER OF THIS BODY OR ANY ELECTED OFFICIAL; THE APPOINTMENT OF ANY PERSON TO FILL AN OFFICE OF THIS BODY OR OF AN ELECTED OFFICIAL; OR PERSONNEL POLICIES THAT DO NOT REQUIRE THE DISCUSSION OF MATTERS PERSONAL TO PARTICULAR EMPLOYEES. Council conducted an annual review for City Manager Shawn Lewis. AND FOR THE DISCUSSION OF A PERSONNEL MATTER UNDER C.R.S. SECTION 24-6-402(2)(F) AND NOT INVOLVING: ANY SPECIFIC EMPLOYEES WHO HAVE REQUESTED DISCUSSION OF THE MATTER IN OPEN SESSION; ANY MEMBER OF THIS BODY OR ANY ELECTED OFFICIAL; THE APPOINTMENT OF ANY PERSON TO FILL AN OFFICE OF THIS BODY OR OF AN ELECTED OFFICIAL; OR PERSONNEL POLICIES THAT DO NOT REQUIRE THE DISCUSSION Page 7 of 9 Draft Page 136 of 273 City Council Regular August 3, 2020 OF MATTERS PERSONAL TO PARTICULAR EMPLOYEES. Council conducted an annual review for City Attorney Alison McKenney Brown. For Against Abstained Linda Olson (Moved By) x Othoniel Sierra (Seconded By) x Joe Anderson x Dave Cuesta x Rita Russell x Cheryl Wink x John Stone x 7 0 0 Motion CARRIED The meeting recessed at 8:56 p.m. to go into Executive Session. The Executive Sessions were held by teleconference. The meeting reconvened at 10:19 p.m. with all Council Members present. Mayor Olson recited the following statement: For the record, if any person who participated in the executive session believes that any substantial discussion of any matters not included in the motion to go into the executive session occurred during the executive session, or that any improper action occurred during the executive session in violation of the Open Meetings Law, I would ask that you state your concerns for the record. None stated. Moved by Council Member Othoniel Sierra Seconded by Council Member Joe Anderson TO CLOSE THE EXECUTIVE SESSIONS. For Against Abstained Linda Olson x Othoniel Sierra (Moved By) x Joe Anderson (Seconded By) x Dave Cuesta x Rita Russell x Cheryl Wink x John Stone x 7 0 0 Motion CARRIED. Page 8 of 9 Draft Page 137 of 273 City Council Regular August 3, 2020 b) Council Members' Choice i) Council discussed canceling the September 14th City Council Study Session. 14 City Manager’s Report 15 City Attorney’s Report 16 Adjournment Roll call was taken to adjourn the meeting - Seven Ayes. The meeting adjourned at 10:33 p.m. City Clerk Page 9 of 9 Draft Page 138 of 273 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Joe Jefferson DEPARTMENT: Municipal Court DATE: August 17, 2020 SUBJECT: Appointment of Klaralee R. Charlton, Benjamin Todd Figa, and Jonathan Marc Lucero as Associate Judges DESCRIPTION: Judge Jefferson is recommending appointment of 3 new associate judges. RECOMMENDATION: Presiding Judge Jefferson recommends approval, by Resolution, the appointment of Klaralee R. Charlton, Benjamin Todd Figa, and Jonathan Marc Lucero, each to serve a 4 year term as Associate Judge for the City of Englewood, commencing August 17, 2020 and expiring August 16, 2024. SUMMARY: Associate judges are required in order for the Court to maintain a full-time, full service schedule. The associate judges fill in for the Presiding Judge when there is a conflict, illness, or other required absence. Additional associate judges are required at this time in order to preserve adequate service levels. ANALYSIS: Associate judges must meet the same qualifications, including residency, as the presiding elected municipal judge. Associate judges serve on a rotating schedule in combination with a specific docket and their availability. Since associate judges have regular daily obligations, having several judicial options will ensure court proceedings occur in a timely manner. FINANCIAL IMPLICATIONS: There is no additional financial impact as associate judge costs are included in the annual budget as approved by Council. Retaining additional associate judges will not result in an additional request for funding for this purpose. ATTACHMENTS: Resolution appointing 3 associate judges. Page 139 of 273 RESOLUTION NO. SERIES OF 2020 A RESOLUTION FOR THE APPOINTMENT OF KLARALEE R. CHARLTON, BENJAMIN TODD FIGA, AND JONATHAN MARC LUCERO, AS ASSOCIATE MUNICIPAL JUDGES FOR THE CITY OF ENGLEWOOD, COLORADO. WHEREAS, pursuant to Article IX, Part II, Section 68, of the Englewood Home Rule Charter, "Council may appoint one or more associate judges, who shall sit at such times and upon such causes as shall be determined by the presiding municipal judge;" and WHEREAS, Associate Judges are appointed for four-year staggered terms; and WHEREAS, Judge Joe Jefferson requests the Council appoint Klaralee R. Charlton, Benjamin Todd Figa, and Jonathan Marc Lucero to four-year terms as associate judges for the City of Englewood. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, THAT: Section 1. Klaralee R. Charlton, Benjamin Todd Figa, and Jonathan Marc Lucero are hereby appointed as associate municipal judges in and for the City of Englewood, Colorado, for a term commencing August 17, 2020 and expiring August 16, 2024. ADOPTED AND APPROVED this 17th day of August, 2020. ATTEST: Linda Olson, Mayor __________________________________ Stephanie Carlile, City Clerk I, Stephanie Carlile, City Clerk for the City of Englewood, Colorado, hereby certify the above is a true copy of Resolution No. ____, Series of 2020. _________________________ Stephanie Carlile, City Clerk Page 140 of 273 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Dave Lee DEPARTMENT: Parks, Recreation & Library DATE: August 17, 2020 SUBJECT: CB 29 - Romans Park Improvements Phase 2 Grant Award DESCRIPTION: CB 29 - Arapahoe County Open Spaces Grant Award for Romans Park Improvements Phase 2 RECOMMENDATION: Staff recommends that Council approve an Ordinance to accept grant funding in the amount of $350,000 from Arapahoe County Open Spaces for Romans Park Improvements Phase 2. PREVIOUS COUNCIL ACTION: City Council approved Resolution No. 42, Series of 2019, Romans Park Tennis and Playground Replacement. City Council approved Council Bill 32, an IGA for Acceptance of Grant Funds for Romans Park Tennis and Playground in the amount of $500,000. City Council approved Resolution No. 11, Series of 2020, a grant application for Romans Park Improvements Phase 2. SUMMARY: Romans Park Phase 2 grant funds will be used to fund improvements beyond the tennis and playground improvements of Phase 1. This will bring the park into full ADA access and inclusion for the community, nearby schools and all park users. Phase 2 will construct a new ADA accessible restroom, relocate the basketball court to higher ground for improved court drainage, replace the asphalt trails with new concrete trails, relocate and construct a new and improved picnic shelter and create an ADA compliant curb-cut for access from Floyd Avenue. ANALYSIS: A high priority for the Phase 2 project is the replacement of the existing restroom structure. The existing restroom is outdated and does not meet current ADA guidelines. All other improvements (basketball court, concrete trails, picnic shelter, west side access and curb-cut) were all designed to update the park amenities and bring the park up to current ADA guidelines. FINANCIAL IMPLICATIONS: The estimated cost of the project is $500,202 and will be funded through the grant award of $350,000 from Arapahoe County Open Spaces. Englewood will provide the grant matching funds of $150,202 (30% match) from the Open Space Fund in the Grant Matching Funds account. Craig Hospital has also committed funding of $1,000 toward the purchase of outdoor fitness equipment for the park. Page 141 of 273 CONCLUSION: Staff recommends that Council approve an Intergovernmental Agreement (IGA) accepting a grant award in the amount of $350.000 for Romans Park Improvements Phase II. ATTACHMENTS: Council Bill 29 Exhibit A Page 142 of 273 1 BY AUTHORITY ORDINANCE NO. ___ COUNCIL BILL NO. 29 SERIES OF 2020 INTRODUCED BY COUNCIL MEMBER SIERRA AN ORDINANCE AUTHORIZING AN INTERGOVERNMENTAL GRANT AGREEMENT BETWEEN THE CITY OF ENGLEWOOD, COLORADO AND THE BOARD OF COUNTY COMMISSIONERS OF ARAPAHOE, STATE OF COLORADO, PERTAINING TO THE ROMANS PARK IMPROVEMENTS PHASE II WHEREAS, in November 2003 and in November 2011, the voters of Arapahoe County approved a county-wide sales and use tax to be deposited in the Arapahoe County Open Space Fund and used for specified Open Space purposes as set forth in County Resolution No. 030381, as amended by Resolution No. 110637 (Open Space Resolution); WHEREAS, the Open Space Resolution authorizes the County to award discretionary grants to municipalities and special districts; WHEREAS, the City of Englewood submitted an application for award of grant funds from the Open Space Sales and Use Tax (“Grant Funds”) to be distributed to municipalities; WHEREAS, the City Council of the City of Englewood authorized the City’s Arapahoe County Open Space Grant Application for Romans Park Improvements Phase II by the passage of Resolution No. 11, Series 2020; WHEREAS, the City of Englewood has been awarded an Arapahoe County Open Space Program Grant in the amount not to exceed $350,000 for the Romans Park Improvements Phase II (“Grant Project”), with a City cash match amount of $150,202 and $1,000 from Craig Hospital for a total of $500,202.00 dollars; WHEREAS, this Ordinance will authorize the Intergovernmental Grant Agreement between the Board of County Commissioners of Arapahoe, State of Colorado for the Romans Park Improvements Phase II; and WHEREAS, this intergovernmental agreement is authorized by Article XIV, Section 18 of the Colorado Constitution and Colo. Rev. Stat. § 29-1-203. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, AS FOLLOWS: Section 1. The Intergovernmental Grant Agreement between the City of Englewood, Colorado and the Board of County Commissioners of Arapahoe, State of Colorado, for the Romans Park Improvements Phase II, attached as “Attachment 1”, is hereby accepted and approved by the Englewood City Council along with Exhibit A to Attachment 1 (the Grant application and Resolution No. 11, Series 2020). Page 143 of 273 2 Section 2. The Mayor is authorized to execute and the City Clerk to attest and seal the Intergovernmental Grant Agreement for and on behalf of the City of Englewood, Colorado. Introduced, read in full, and passed on first reading on the 3rd day of August, 2020. Published by Title as a Bill for an Ordinance in the City’s official newspaper on the 6th day of August, 2020. Published as a Bill for an Ordinance on the City’s official website beginning on the 5th day of August, 2020 for thirty (30) days. Read by Title and passed on final reading on the17th day of August, 2020. Published by Title in the City’s official newspaper as Ordinance No. ___, Series of 2020, on the 20th day of August, 2020 Published by title on the City’s official website beginning on the 19th day of August, 2020 for thirty (30) days. This Ordinance shall take effect thirty (30) days after publication following final passage. Linda Olson, Mayor ATTEST: Stephanie Carlile, City Clerk I, Stephanie Carlile, City Clerk of the City of Englewood, Colorado, hereby certify that the above and foregoing is a true copy of the Ordinance passed on final reading and published by Title as Ordinance No. ___, Series of 2020. Stephanie Carlile Page 144 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 1 Romans Park Improvements Phase 2 2020 Standard and Small Grant Application City of Englewood Mr Dave Lee M: 720-884-7808 Mr Dave Lee 1000 Englewood Parkway #305 Englewood, CO 80110 dlee@englewoodco.gov O: 303-762-2687 M: 720-884-7808 EXHIBIT A Page 145 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 2 Application Form Application Summary Primary Contact Information* Please provide information for the primary contact for this project in the following format. Agency: Name: Title: Telephone: Email: City of Englewood Dave Lee Open Space Manager 303.762.2687 dlee@englewoodco.gov Grant Category* Select One: Standard Grant: $100,001 - $500,000, requiring a minimum of 25% total project cost cash match Small Grant: $1,000 - $100,000, requiring a minimum of 10% total project cost cash match Standard Grant Project Type* Select One: Trail Project: Trail/trailhead construction or improvement, including stream/road crossings and trailhead amenities (such as parking or shelters) Site Improvement Project: New construction, improvement, repair, or replacement of outdoor recreation facilities or amenities (such as playgrounds, shelters, sports fields, restrooms, or interior trail connections) Environmental/Cultural Education Project: Eligible projects include outreach materials (such as printed materials, video, or displays), installations (such as signage), or associated outdoor amenities (such as shelters or native landscaping) Acquisition Project: Eligible projects include fee simple acquisition of land for public open space, parks, or trails; or acquisition of a trail or conservation easement. Additional application materials are required. Other Project: Other allowable projects include stream/habitat restoration, natural re-vegetation, and water quality improvement Site Improvement Project Page 146 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 3 Project Title* Romans Park Improvements Phase 2 Project Address* 1700 East Floyd Avenue Englewood, CO 80113 Project Location* Select a Jurisdiction or Unincorporated Arapahoe County: Englewood GPS Coordinates (Latitude in Decimal Degrees)* Example: Dove Valley Regional Park Latitude: 39.577303 39.392300N GPS Coordinates (Longitude in Decimal Degrees)* Example: Dove Valley Regional Park Longitude: -104.828850 104.580000W Grant Request Amount* $350,000.00 Cash Match Amount* $151,202.00 Total Project Amount* Total project amount includes grant request and cash match only. Please do not include in-kind match. $501,202.00 Cash Match Percentage* Calculate cash match as % of total project cost. Page 147 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 4 30 Project Partners List partner agencies if applicable. Craig Hospital Executive Summary* Highlight key points of your proposal, such as project description, goals, need, partnerships, deliverables, etc. Packy Romans Park is a City of Englewood neighborhood park of 4.6 acres. The City of Englewood has several primary goals for Phase 2 Improvements with the assistance of Arapahoe County Open Space Grant funding. Romans Park is a community resource and is historically significant within the City of Englewood. The Packy Romans Park Improvements Phase 1 project, funded by ACOS in 2019 awards, includes complete redevelopment and restoration of the tennis courts, relocation of the two children's playground areas, and landscaping. Phase 1 of the project brings only the eastern section of the park into compliance with the Americans With Disabilities Act (ADA) and allows expanded and return use by an area school of the tennis courts and other amenities on the eastern side of the park. This Phase 2 project is the follow-on project and is expected to complete the ADA accessibility requirements and enhance the usability of Packy Romans Park with improvements to the remainder of the park. Phase 2 Improvements will deliver a fully revitalized and fully accessible open space park within Arapahoe County. The western-sections of the Packy Romans Park include a restroom, basketball court, picnic structure, landscaping, a large grassy area, and walkways that wrap from the central area to the west end of the park and circling to the north side. Replacing the existing walkways with an ADA compliant surface will allow access throughout the park by all. With the addition of an ADA compliant entrance from the street into the park, the entire park will become accessible no matter which area or park amenity visitors wish to use. The existing restroom, dating to the early days of the park, is far beyond its useful life. It is not accessible to wheelchairs, is dimly lit, and requires frequent maintenance. Replacing this facility with a pre-fabricated ADA compliant structure that is also resistant to graffiti will offer full inclusivity for all users of Romans Park. The basketball court will be removed and rebuilt at a higher elevation than currently located. This will allow direct access to the court from the new walkways as well as improved drainage that will protect the court from damage from water and snow accumulation. Replacing the picnic area with a larger shelter and two ADA picnic tables will further promote accessibility and community atmosphere at the park. Individuals and families, no matter their mobility limitations, will be able to enjoy the new picnicking opportunity. The total budget for the project is $501,202. The City of Englewood has secured $150,202 in matching funds, 30% of the total project budget. While an additional $1,000 has been pledged from Craig Hospital, the project is not dependent on those funds. If this project is delayed, the City allocated funds will be shifted to Cushing Park improvements which are slated to start in 2021. We do not want to miss this opportunity to improve Packy Romans Park. The existing restroom is irreparable, the walkways are unsafe for wheelchair use, the current small picnic structure has limited use, the basketball court is obsolete, and there is not an ADA accessible entrance to this section of the park. Postponement of this project would impact the nearby residents and neighboring communities by limiting their recreational and outdoor needs. Page 148 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 5 The total population of the surrounding 4 Census Block Groups is 6,138, with 1,429 children under the age of 18. The park is heavily used by neighbors, families and children, surrounding communities, school sports programs, and Arapahoe County residents. Most park visitors live within walking distance (½ mile) of the park. Several groups such as Craig Hospital, Friends of Englewood Parks, and St. Mary’s Academy plan to utilize the park for many recreational, educational, and fitness programs. Phase 2 Improvements of Packy Romans Park will complete the revitalization of this community park for generations to come. Minimum Qualifications and Eligibility Question 1* Is the applicant in good standing with Arapahoe County Open Spaces? Please list your agency's ongoing Arapahoe County Open Spaces grant projects. The applicant is in good standing with the Arapahoe County Open Space (ACOS) Department. For the past six years, the applicant has provided the required progress and final reporting documents per the grant agreement according to the time schedule. The applicant has several open projects with Arapahoe County including Packy Romans Park Improvements Phase 1 and the Jason Park Playground Replacement. The projects are on track for being completed within the designated time frame and within the approved budgets. There are no outstanding funds or required documentation specific to Arapahoe County Open Space Grants. The applicant will be submitting 1 ACOS grant proposal this cycle for a Standard Grant and is also partnering with the City of Sheridan on a small grant application that will improve access to the Mary Carter Greenway and River Run Trailhead from Oxford Avenue. Question 2* How does this project align with the Arapahoe County Open Space Master Plan, Arapahoe County Bicycle and Pedestrian Master Plan, an agency master plan, or other approved planning documents? The ACOS Master Plan provides a 100-year vision, 25-year master plan, and 5-year action plan for implementing the purpose and goals of the program. The Mission and Purpose Statement proposes to maintain and improve neighborhood parks in the study area of the Master Plan including the City of Englewood. Goal #OS 1.2 establishes level of service standards for parks and trail in growth areas. The Arapahoe County Bike and Pedestrian Master Plan was adopted in 2017. One of the goals is to increase biking and walking activity. A connected and comfortable network is critical to achieving this goal. Improved walkways in the park will allow for pedestrians, runners, wheelchairs, strollers, & bicycles – encouraging multi-modal transportation and supports continued utilization of Romans Park. Also included in this proposal is an accessible curb-cut from the street into the park, allowing entrance to the park regardless of mobility needs. Page 149 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 6 The City of Englewood’s 2017 Park and Recreation Master Plan goal is to provide nearby recreation and leisure opportunities within ½ mile walking distance of residential areas which will be met by completing this project. The Table of Existing Conditions and Facility Needs Assessment lists Romans Park in the Action Plan as a priority for construction improvements due to the aging condition of the equipment and infrastructure. This ACOS Grant proposal is in alignment with all the goals in the Master Plans noted above. Question 3* Describe how this project addresses specific objectives in the Arapahoe County Open Space Resolution #030381/#110637. The resolution is available on the Open Space website. The Phase 2 improvements to the basketball court, walkways, and picnic shelter, along with the restroom replacement, addresses the specific objectives set forth in the Arapahoe County Open Space Resolutions #030380 and #110637 by providing, maintaining and improving neighborhood parks per Section VIII.C.3.D. Specifically, this project meets the approved ballot elements identified including: - Provide, maintain and improve neighborhood parks, open space, sports fields, picnic facilities and biking, walking and multi-use trails; And - To allow for construction of picnic facilities in a manner consistent with the purposes of this Resolution; Replacement of the existing restroom to bring it into ADA compliance along with walkway replacement, moving the basketball court, and reconstruction of picnic facilities will allow full and inclusive use by the general public. These improvements to the picnic shelter and restroom facilities will benefit parents, students, children, individuals with disabilities, and any other person wanting to use the facilities at Packy Romans Park. Ultimately, the improvements allow for full enjoyment of the outdoors. The City of Englewood, Parks Department falls within these guidelines. Certification and Authorized Signature Form* Please attach completed Certification and Authorized Signature Form as a PDF document. Form must be signed by highest authority in agency or authorized individual. Required forms are available on the Open Space website. Please name your file as follows: Applicant_SignatureForm.pdf Englewood_SignatureForm.pdf Project Timeline Project Timeline Form* Please attach completed Project Timeline Form as a PDF document. Required forms are available on the Open Space website. Page 150 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 7 Please name your file as follows: Applicant_TimelineForm.pdf Englewood_TimelineForm.pdf Project Budget Budget Narrative* Provide a clear and concise budget narrative. Include details about expenses in each budget category, justification for any unusual line items, and an explanation of how you arrived at these estimates. Include amount and sources of matching funds. The Romans Park Phase 2 Budget was compiled using estimates from planning and design consultant, Goodbee & Associates. The total of $501,202 will be funded through a grant of $350,000 from ACOS and $150,202 (30%) from the City of Englewood. Craig Hospital has pledged a grant of $1,000 toward ADA fitness equipment. The majority of the budget is comprised of an ADA restroom, concrete for the new ADA walkways, and basketball court. The budget also includes a new ADA-compliant picnic shelter and compliant curb-cut / ramp into the park. Savings will be realized by reusing a few existing amenities such as benches in other areas of the park. Each of these elements contribute to making the park a jewel of the community. The costs were calculated in February 2020. With Englewood’s long history of constructing, updating, and maintaining park amenities, these budget numbers are guaranteed. Demolition and Erosion Control: erosion control, demolition, edging materials, basketball court & walkways $32,900 Landscape & Grading: soils, cuts, fills, grading & sod $72,345 Site Improvements and Furnishings: basketball court, concrete for walkway & retaining wall, picnic shelter, curb cut, & restroom building $334,857 Irrigation: spray system restoration $13,500 Traffic Control & Mobilization: $47,600 Total estimated cost: $501,202 These costs have been reviewed by the planning team, project partners, and design team. The costs identified represent competitive costs for this type of project. Budget Forms* Please attach completed Summary Budget Form and Detailed Expense Budget Form as a single PDF document. Required forms are available on the Open Space website. Please name your file as follows: Applicant_BudgetForms.pdf Englewood_BudgetForms.pdf Page 151 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 8 Project Narrative Question 1* Describe the project goals, scope, expected results, and deliverables. Describe project elements, including useful life. Discuss the current condition of the project site and what improvements are proposed. Discuss how this project improves access to the outdoors, connectivity, and/or educational opportunities. Goal: Packy Romans Park is utilized by local neighbors, surrounding communities, school sports programs, and Arapahoe County residents. The goal of this project is to bring Romans Park into ADA compliance by replacing and/or improving various amenities located on the west-side of the park. Scope: The Phase 2 Project will fund improvements beyond Phase 1 (ACOS 2019 Grant) to bring this park to full inclusivity for all users. 1) New restroom that meets ADA requirements. 2) Move basketball court to higher ground for improved drainage of the court 3) Replace and resurface multi-use walkways w/ ADA compliant material 4) Move & rebuild the small picnic shelter w an improved larger shelter and 2 ADA tables 5) ADA compliant curb-cut to access the park from the street Results/Deliverables/Current Conditions: A high priority is the replacement of the existing restroom structure. It is outdated, having been built in the 1970s, around the time of the park’s creation. It is far beyond its useful life, is not compliant with ADA laws due to extremely narrow doors and thresholds, and is dimly lit. With a new ADA restroom the park will offer usable facilities to all. The existing basketball court takes up a large portion of space at the base of a small hill. There are no ADA walkways for access to the court. Moving the court to the west and slightly south of the new restroom will give it more visibility, provide drainage for rain and snow accumulation, and deliver an appropriate basketball experience for all with a regulation-sized half-court and 3-point line. Placing the court near the walkways also allows wheelchair users access to the court, further opening more recreational opportunities. Replacing the existing picnic shelter with an improved and enlarged shelter and including 2 ADA tables will encourage more use by families and all park users. Moving the shelter to a more desirable location, closer to the playground, allows children to play while under the close supervision of parents, and will provide shade, shelter, and rest for tennis players using the new courts. This will encourage the community aspect of the park: getting to know neighbors using the park. The existing asphalt walkway near the restroom and circling to the west and around the north side of the park is in disrepair. The walkway is extremely difficult to navigate by wheelchairs. Replacing these walkways with an ADA compliant surface and adding an ADA compliant curb-cut from the street into the park allows full entry and accessibility to the park. The new playground (part of Phase 1) will provide ADA compliant playground equipment; Craig Hospital is providing partial financial support for ADA accessible fitness equipment for adults. These improvements are projected to vastly increase public use of the park by all, including those with limited mobility, adults, senior citizens, school-age youth, and families with small children. Access to the Outdoors: Most park visitors live within ½-mile of the park. Several groups such as Craig Hospital, Friends of Englewood Parks, and St. Mary’s Academy wish to use the park at full capacity. Craig Hospital has pledged limited funding to assist with purchasing and placing ADA accessible fitness equipment. Craig Hospital is located within one mile of Packy Romans Park. The hospital currently buses their patients 16-miles round trip to Clement Park in Littleton for outdoor activities. Having the ability to Page 152 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 9 utilize Romans Park will allow their clients and patients an increase in the amount of time for outdoor and therapeutic activities. If this project is delayed, the City-allocated funds will be shifted to Cushing Park improvements, slated to start in 2021. We do not want to miss this opportunity for Packy Romans Park. Postponement of this project would impact the residents and neighboring communities by limiting their recreational and outdoor needs. With the completion of Phase 1 improvements, these Phase 2 improvements will facilitate full use and access to all areas of Romans Park. Useful Life: This Romans Park renovation project aims to improve community resources by providing newly designed and constructed ADA accessible amenities. The useful life of the proposed elements are: Walkways – 20-30 years Restroom – 20-30 years Basketball Court – 20 years Picnic Structure – 20 years Sustainability/Recycled Materials: The project will be designed to provide an updated, accessible restroom with minimal existing vegetation removal. The pre-fab restroom is made with graffiti resistant materials. The existing basketball court will be located on higher ground, allowing a longer-life with improved drainage of rain and snow. Several mature shade trees that surround the Project Site will require tree protection fencing during construction and will provide long-term shade for the new picnic structure. One mature tree has been identified to be removed and transplanted. This project plan also includes erosion control to mitigate soil loss during construction. The project plan also calls for re-locating at least one existing bench. The City will provide ongoing park maintenance including snow removal, restroom cleaning and maintenance, shelter cleaning, trash and graffiti removal, and basketball court upkeep. Accessibility Requirements: Without the improvements specified in Phase 2, Romans Park will not be fully accessible to all users. Providing resurfaced walkways and a new ADA compliant curb-cut will allow full access to each of the discrete areas of the park. The restroom will provide ADA accessibility, as will the new picnic structure. The City’s goal to offer nearby recreation and leisure opportunities within 1/2 mile walking distance of residential areas will be met by completing this project. Importantly, we will meet the City’s goal to provide a common area for neighbors of all ages and abilities to gather, socialize, and play. Question 2* Describe the community/neighborhood and user groups the project will serve. Discuss the type of users (children, families, seniors, sports leagues, etc.), and estimate the number of users that will benefit annually. How did you arrive at this estimate? Include up to five community support letters in the Attachments section. Romans Park is a City of Englewood neighborhood park. The total population of the surrounding four Census Block Groups is 6,138, with 1,429 children under the age of 18. This neighborhood has historically represented a lower income level within Englewood. The houses in this neighborhood are small, single family bungalows approximately 1000-1600SF built in the 1950s. Several multi-family apartment buildings border the park on the south side. Median household incomes vary greatly between the western Census Block Groups and the eastern Census Block Groups. Page 153 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 10 The median household incomes for the western Census Block Groups are $27,805 and $50,555, while the eastern Census Block Groups have higher than average median household incomes than the City of Englewood as a whole. There is a large percentage of persons living in female headed households within the four Census Block Groups (33.3%). A significant percentage of the total population of the four Census Blocks Districts is of Hispanic origin. The Denver Regional Council of Governments has designated parts of Romans Park as Environmental Justice Zones due to significant minority populations and low incomes. Charles Hay World School provides educational opportunities surrounding Romans Park. The population of Charles Hay World School is 60.7% white and 29.8% Hispanic. The percentage of students receiving free or discounted lunches is 55.7%. Park users include families, children, youth, young adults, adults, and seniors that might be running, walking, playing, dog walking, relaxing, and simply enjoying being outdoors within an urban environment. Most park visitors live within one-half mile walking distance of the park. Today, you might see youth playing basketball on the court or playing soccer in the grassy areas; children ages 2 to 12 years playing on the playgrounds; visitors of all ages stretching and relaxing on the green open space; and guests of all ages seeking a place to sit and relax under the world-famous Mushroom Sculptures and the small covered shelter next to the playground. Craig Hospital, a well-known rehabilitation and care facility for patients with spinal cord injuries, plans to utilize Romans Park as a partner on this project. Once the facilities and walkways have been brought into ADA compliance the clients of Craig will be able to utilize all areas of the park. Without the curb-cut, replacement of walkways, and installation of an ADA accessible restroom facility, anyone needing accessible recreational amenities will find the Park to be prohibitive to their needs. By including accessible facilities as part of these improvements, Romans Park will greatly increase its usefulness to the community. Support letters have been gathered from several organizations. St. Mary’s Academy has historically used the Tennis Courts (part of Phase 1 renovations). The restrooms will prove to be a large asset to the school students and other users of the park. The local elementary school, Charles Hay World School, has supported the improvements needed to host the after-school youth sports programs and recreational needs. The Friends of Englewood Parks stated that Romans Park is an area where young families with children seek to visit the playgrounds with their children. Thus, Romans Park could be easily programmed for many days per week on a steady basis for children ages 6-18. When Craig Hospital begins regularly using Romans Park, the demand on the park will increase beyond the estimates above. Having a fully accessible park, including fitness equipment, picnic structure, and restroom, will allow visits from patients, families, and many others who require accessible amenities. Additionally, adults and senior citizen recreational programs are growing in popularity and this location is convenient and will be highly sought after. For example, the Serenity House Assisted Living facility is just a few blocks away. With the increased demand by this population, reasonable and accessible restroom facilities, replaced and improved picnic structure, curb-cut entrance from street-side, and replacement of walkways must be available for them to fully enjoy the park. Englewood Parks & Rec Dept estimates 300 children and youth players visit the park monthly for sports. In addition, based on similar park size and amenities available, usage is approximately 1000 monthly users / 15,000 annual users including siblings, family members, & neighbors attending these sporting events. These community members will benefit greatly from installation of a new restroom and picnic structure. Having usable walkways, a curb-cut allowing entrance to the park from the street, and a relocated basketball court Page 154 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 11 offers amenities for full park usage. Most current United States Census Block reports and City of Englewood Parks and Recreation 2017 Master Plan data support these estimates. Romans Park will be a point of pride for the City of Englewood. Question 3* Discuss the need and urgency for this project. Was the project prioritized in a master plan or other planning document? Is this part of a multiphased project? What opportunities will be lost if this project is not funded now? It is vitally important to demonstrate to the community that the City of Englewood is willing to invest the ACOS Funds in this neighborhood to improve safety conditions and offer a place where all residents, regardless of age and mobility, can enjoy outdoor recreational activities. As the number of residents in the community and interest in outdoor activity increases, the immediate priority is to improve the existing Englewood parks to support additional and expanded use. Many of Englewood’s older parks, like Romans Park, need upgrades or enhancements to meet ADA standards, current recreational, aesthetic and safety needs and trends, and increase residents' satisfaction levels. Renovating Romans Park is identified as a priority in the 2017 Master Plan. According to Real Estate demographics, the neighborhood surrounding Romans Park is experiencing a large increase in turnover, as many homes are selling, and new younger families are moving into the neighborhood. The City’s priorities, based on the Master Plan, support system-wide enhancements at most parks to include playground upgrades, shelters, open space and natural areas (where not already completed); integration of imaginative play and unique play features; and, ADA compliant walkways, curbs, and restrooms. The proposed components of this project meet this priority. This is Phase 2 of a multi-phase project. Phase 1 was funded by ACOS in the 2019 award cycle. This phase will finalize the completion of all improvements planned for this urban park location, including full access to park amenities. This grant request would meet a significant portion of the recommendations outlined in the updated 2017 City’s Master Plan for Romans Park by replacing the restroom, relocating the basketball court, rebuilding the picnic shelter, replacement of the walkways to ADA requirements, and installing a street-side accessible curb cut. The need and urgency for new restroom facility, walkways, and picnic structure are very high. The existing restroom is not accessible to anyone with limited mobility, it is not in good condition due to its age, and is poorly lit. Access to discrete areas of the park is not available to all users of the park until the walkways are replaced. The picnic structure is not ADA compliant and is not in an ideal location for full use. The Friends of Englewood Parks (FEP), a locally formed committee, has made several presentations to the City of Englewood during City Council meetings in the last two years. This committee did extensive research noting the local demographics that surround Romans Park. The presentation states the park is surrounded by 3 apartment complexes, and hundreds of smaller homes, with many new families moving into the area. There is a school bus stop along Floyd Ave in front of the park and committee members witnessed 20-40 people after school visiting the park. Many photos of park equipment were taken, and conditions were assessed and noted in a report, (see attachment). FEP have conducted a local survey and gained 100% support from 50 community members polled to renovate the park due to public concerns. In subsequent meetings, the FEP committee continued to make Page 155 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 12 requests to the City Council to seek additional Grant funding for needed improvements to Romans Park. The City of Englewood has made a commitment to the FEP committee and is seeking ACOS Grant money to finish the renovations to Romans Park. The City has secured $150,202 in matching funds and has an additional commitment of $1,000 from Craig Hospital. However, if this project is delayed, due to non-funding of this Arapahoe County Open Space Grant, the City does not have enough funds in the current budget to complete this project. We do not want to miss this opportunity as this would impact the neighboring communities by limiting their recreational and outdoor needs. Further, the accessibility features that were added during Phase 1 will not be fully accessible to users as the walkway and curb cut that are part of Phase 2 will complete full accessibility to all park amenities. There is always potential for development costs to rise so we would like to secure current costs. This project is ready to go with the goal to begin construction in April 2021 and complete the project within six months. Question 4* Summarize any planning completed prior to submitting this grant proposal. Is design and engineering complete? Does the project necessitate a zoning change? List any permits or approvals that need to be obtained (county or city planning, stormwater, federal 404 permit, etc.) and their status. If applicable, include eligible planning costs in the match section of the Detailed Expense Budget Form (costs must be incurred within 90 days of application submission and pre-approved by grants program staff) and include proof of any such expense in the Attachments section. The City hired a design consultant from Goodbee & Associates, LLC, a Landscape Architect and Environmental Services Firm, to conduct a site assessment, provide drawings, specifications and obtain estimates associated with the Romans restroom renovation, walkway replacement, picnic structure rebuild, curb-cut installation, fitness equipment installation, and basketball court move. The plan includes site work, demolition, purchase and installation of all structures and equipment, landscaping, grading, planting, irrigation, and walkways. The 2017 City Master Plan has guided the process of ensuring all issues and needs are addressed with upgrading the aging park to meet current design and accessibility standards. The City is not requesting the reimbursement of any planning costs that have been incurred. The Design plan is 100% complete and does not require a zoning change. This park lies within a flood retention zone and the permits identified to meet all City and County requirements are as follows: Building Permit and Stormwater Drainage Permits with estimated costs of $250 that are included in construction costs. Question 5* Describe how the project will be completed within the required two year timeframe. Discuss the agency's capacity to complete the project, including project management, resources, and experience implementing similar projects. The City retained Goodbee & Associates, Inc. as a Landscape Architect, and Environmental Consultant, to do a site assessment and design plan for new restroom, basketball court, picnic shelter, walkways, and curb cut. The consultant will also perform site visits and oversee construction. Page 156 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 13 The Romans Park Design, Budget, and Timeline is complete and has been approved by the City Council as attached. The Phase 2 project is slated to begin preliminary activities in Fall 2020, as soon as possible after award announcement is made. The timeline includes solicitation of vendors, project bidding, City Council approval, ordering materials, site preparation, and construction. In order to accommodate the aggressive timeline, the ADA compliant restroom (pre-fabricated) must be ordered in late 2020 to allow enough lead time prior to start of construction. Construction will begin in earnest in Spring 2021 with completion by August 2021. Project Management will be assigned internally by the City’s Parks and Recreation Department to an experienced design/construction project manager to oversee all contractors, including the consultant, Goodbee & Associates, Inc. We anticipate the construction period will take approximately 3- to 4-months of construction activities with adequate lead-time for materials acquisition. We anticipate completing the project by August 2021. Our completed ACOS projects include Jason Park Playground, Rotolo Park Playground, Northwest Greenbelt Playground and Belleview Park. These projects have all successfully adhered to the proposed schedule and budget. The City has demonstrated its capacity to follow timelines and complete projects on schedule for the past several decades. Our current ACOS project, Packy Romans Park Phase 1, is nearing the start date. The project will begin on schedule. Question 6* Summarize any efforts to obtain public input, disseminate information to the public, develop partnerships, and garner community support for this project. Evidence of a transparent public process will be required. List the stakeholders that are involved. Discuss any known or anticipated opposition to this project and how this will be addressed. If applicable, include letters, petitions, or other documents evidencing opposition in the Attachments section. The City of Englewood has a financial commitment from Craig Hospital, who has also provided a letter of support of the project. The hospital administration has indicated serious interest in this project since it can then be used by clients as part of their rehabilitation therapy. The City of Englewood and Goodbee & Associates held an open house for the community on October 13, 2019, at 6:30pm at the Malley Rec Center to share these plans and to seek feedback. The response was positive in all regards. The Friends of Englewood Parks (FEP) committee held a public meeting on September 15, 2018 after presenting their concerns about the aging Romans Park at the City of Englewood Council meeting. FEP co-founders, Emily Gonzales and Jessica Dory, led an initiative to conduct an assessment of Roman’s Park. The assessment included: • Photographs of current conditions of playgrounds, tennis courts, benches and walkways • Recording observations of number of daily visitors • Comparable analysis of other cities and their park budgets • Market research of available sustainable playground equipment • Survey results of neighborhood community members FEP provided their findings with a Power Point presentation at a City Council meeting in 2019. FEP surveyed 50 residents and gained 100% support to petition the City Council to seek Grant funding to renovate the aging Romans Park infrastructure. Page 157 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 14 Support Letters have been received from the following organizations: • Friends of Englewood Parks • St. Mary’s Academy • Local Romans Park neighborhood citizen • Lu Bird’s Light Foundation • Craig Hospital There is no known opposition to this project. Question 7* How much of your planned cash match is secured? If applicable, what are your plans for securing additional funds? Describe cash and in-kind match partnerships established for this project. Include partner support letters in the Attachments section and include cash match from partners on the Budget Forms. Grant recipients are responsible for project cost overruns. The cash match of $150,202, approximately 30% of total project cost, is fully secured for this project using ACOS Share Back funds. The City of Englewood has a verbal commitment from Craig Hospital to provide additional limited funding of $1,000 for this project. This additional funding is in addition to the 30% matching figure and the project is not dependent upon this pledge. This project will not need to raise funds to secure the match. Englewood fully understands that all overruns are the responsibility of the City. Question 8* Describe any scenic, historic, or cultural values associated with the project site. Will they be preserved or restored? Discuss specific natural resources at the site (habitat, water, wildlife, vegetation, etc.) and impacts to these resources as a result of this project. If applicable, discuss environmental sustainability benefits of this project (such as energy or water conservation, water quality improvement, etc.). Mr. Packy Romans was the first Director of Parks and Rec in Englewood, serving from the early 1960s to 1987. The park, named for Mr. Romans, was created in the early 1970s. As part of the inauguration of the park in the 1970s, the Mushroom Sculptures were unveiled. These large, mushroom shaped, concrete sculptures have become synonymous with Packy Romans Park, often referred to as “Mushroom Park.” The sculptures are noted on several travel and special-interest organizational websites, including AirBnB, Yelp, and others, as significant for their unique design and placement in a public space. Mr. Romans was a leader in the development of the City of Englewood Parks. Having the opportunity to continue his legacy through the improvements to the park, named in his honor, will have a lasting effect in the community. The Romans Park Phase 2 Improvement project will result in little or no impact to the natural resources in the area since there are no native ecosystems that will be impacted by this project; no mitigation is required. Predominant wildlife species include squirrel, rabbit, skunk, raccoon, red fox, coyote and various bird species typical in the urban/suburban setting. No mammal habitat will be disturbed during this construction project. This park is unique because it has been utilized and visited by multiple generations over the years. The area residents have a cultural connection to the existing Mushroom Sculptures and other features of the park. The emotional connection to the Park is significant due to its location in the neighborhood and decades of use. Page 158 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 15 Question 9* Discuss ownership and legal access at the proposed project site. Detail any third-party rights, easements, or other encumbrances that exist. Provide supporting documentation showing ownership, legal access, and/or permission from landowner in the Attachments section. The City of Englewood owns the property designated for the proposed project. During construction, the crews will not need to access any other land/property owner for right of way. All construction access will be on the City of Englewood’s property. The project site is maintained as open space/park land. See attachments for Legal Deed of ownership document. Question 10* Describe long-term plans for maintaining the project. Who will be responsible for maintenance? Estimate annual costs to maintain the project site, and explain how maintaining the site will affect your agency’s budget. The City of Englewood will manage the complete and long-term maintenance of the entire park including concrete maintenance, litter control, and other repairs. Since this project is for new structures and reconstruction, there will be minimal short-term maintenance. The primary maintenance needs for this project will include trash pickup, graffiti removal, regular restroom maintenance, and snow removal from the walkways as necessary. The new ADA restroom is constructed of graffiti-proof materials, limiting costs for graffiti removal. The City provides for maintenance of this park (and all parks) in the budget annually and will continue to do so. If the project is funded then no budget increases are anticipated to maintain the restroom, basketball court, picnic structure, and walkway maintenance, as they are replacing existing facilities. This budget has been approved for FY 2020. The City of Englewood has demonstrated their stewardship of the parks, playgrounds, and open spaces throughout the years. We will continue to follow the high-quality maintenance plan currently provided with this project. Question 11* Describe how this project will address inclusivity per Americans with Disabilities Act guidelines. The Romans Park Phase 2 Improvement Project includes designs and improvements to fully comply with current ADA Guidelines, completing the efforts started during the first phase of this effort in Phase 1. A primary focus of this improvement project is to ensure all persons with disabilities or mobility limitations have the ability to access the diversity of components at Romans Park. The new restroom, picnic shelter, walkways, curb-cut and ramp entry, and fitness equipment will meet both ADA surface requirements and ASTM safety standards, thus making Romans Park fully accessible under the Americans with Disabilities Act guidelines. The restroom will be replaced with a prefabricated facility utilizing ADA guidelines to meet all guest needs. The existing asphalt walkways will be replaced with graded concrete allowing use by wheelchairs and others with limited mobility such as those requiring walkers, canes, and other assistive devices. The entire park will finally offer access to each and every recreational and picnic area of the park. The new and Page 159 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 16 improved picnic structure will allow wheelchair accessibility with the expanded size and the addition of ADA- compliant picnic tables. The new curb-cut from the street and the new ramp into the park will provide direct access into the park for all users. The current pathway on the northwest end of the park is extremely prohibitive for wheelchair users with approximately 40 inches of elevation gain over a very short distance of about 20 feet. This does not meet ADA guidelines of a 1:12 slope ratio for ADA access. With the contribution from Craig Hospital of $1,000 as part of the full budget for adult fitness equipment, the park will be able to offer greater benefits to users of all ages and abilities. The plan for Craig Hospital to offer outdoor therapy for their clients within Packy Romans Park makes these improvements even more valuable. Phase 1 of the Packy Romans Park Project has provided ADA-compliant playground equipment and walkways on the eastern side of the park. With the completion of Phase 2 improvements under this proposal, the ADA-compliant improvements can be completed for the western side of the park. Thus, the entire park will become fully accessible and inclusive for all. Question 12* If successful in obtaining this grant, how will the agency use this project to inform citizens about the value of the Arapahoe County Open Space Sales and Use Tax? Discuss plans for public outreach, signage, celebration, dedication, etc. The City of Englewood will partner with Arapahoe County on all media releases, articles, and stories relevant to the Packy Romans Park Phase 2 Improvements project. The use of ACOS sales tax dollars supporting the project will also be included in the Englewood Herald newspaper and additional local community publications. Information will be shared via the City’s website and in the Englewood Citizen Newsletter, which the City distributes to all Englewood households. Announcements will be made through the City of Englewood’s social media accounts as well. An Arapahoe County Open Space Sign will be installed on the site upon project completion using the ACOS approved guidelines. County Commissioners and OSTASB Board Members will be invited to visit upon request. A grand opening community ceremony will be planned in coordination with Craig Hospital, with invitations extended to ACOS officials and other VIPs from Arapahoe County and surrounding communities. Through prior trail and park openings, ribbon cuttings, and volunteer events, the City of Englewood has demonstrated their support of ACOS Programs to the community. We have installed public recognition signs throughout the City’s parks, trails and open spaces demonstrating our support of ACOS. Attachments Attachment 1: Evidence of Support from Highest Authority* Please attach evidence of support from the agency's highest authority (official letter or resolution) as a PDF document. At a minimum, this document must include: project title, amount of grant funds requested, statement Page 160 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 17 that matching funds are secured and/or efforts to secure funds are underway (include the amount of matching funds committed), and certification that the project will be open to the public or serve a public purpose upon completion. A sample resolution is available on the Open Space website. Please name your file as follows: Applicant_SupportHighestAuthority.pdf Englewood_SupportHighestAuthority.pdf Attachment 2: Evidence of Community Support* Please attach up to 5 letters of support from users, working groups, community members, volunteers, schools, etc. as a single PDF document. Letters should be specific to the project and dated within the last 6 months. Please name your file as follows: Applicant_CommunitySupport.pdf Englewood_CommunitySupport.pdf Attachment 3: Documentation of Opposition* Please attach documentation of opposition to the project (such as letters, petitions, articles, etc.) as a single PDF document. If there is no known opposition, please attach a page stating that this section is not applicable. Please name your file as follows: Applicant_Opposition.pdf Englewood_Opposition.pdf Attachment 4: Evidence of Commitment from Project Partners* Please attach evidence of commitment from project partners (such as partner support letters, commitment to provide cash/in-kind match, or maintenance agreements) as a single PDF document. There is no maximum allowable number of partner support letters. If there are no partners for this project, please attach a page stating that this section is not applicable. Please name your file as follows: Applicant_PartnerCommitments.pdf Englewood_PartnerCommitments.pdf Attachment 5: Primary Project Photo* Please attach one high resolution photo in JPG format. Please choose the photo that provides the best overall representation of your project. This photo will be used for presentations and/or publications. Please name your file as follows: Applicant_PrimaryPhoto.jpg Englewood_PrimaryPhoto.JPG Page 161 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 18 Attachment 6: Photos* Please attach photos of existing conditions at the project site (including captions) as a single PDF document. Include conceptual drawings if applicable. Please name your file as follows: Applicant_Photos.pdf Englewood_Photos.pdf Attachment 7: Maps* Please attach a site map and a vicinity map as a single PDF document. Please name your file as follows: Applicant_Maps.pdf Englewood_Maps.pdf Attachment 8: Site Visit Form* Please attach a completed site visit form as a PDF document. Required forms are available on the Open Space website. Please name your file as follows: Applicant_SiteVisitForm.pdf Englewood_SiteVisitForm.pdf Attachment 9: Evidence of Property Ownership/Access* Please attach evidence of property ownership/legal access (legal documentation, ArapaMAP, etc.) as a PDF document. Please name your file as follows: Applicant_EvidenceofOwnership.pdf Englewood_Evidenceof Ownership.pdf Attachment 10: Other Attachments Please attach additional supporting documentation (news articles, cost estimates, etc.) as a single PDF document. Please name your file as follows: Applicant_OtherAttachments.pdf Confirmation Please click the "I Agree" button below to certify that your application is complete and ready to submit. Once submitted, applications are final and cannot be returned.* I agree Page 162 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 19 Page 163 of 273 Dave Lee City of Englewood Printed On: 22 April 2020 2020 Standard and Small Grant Application 20 File Attachment Summary Applicant File Uploads • Englewood_SignatureForm.pdf • Englewood_TimelineForm.pdf • Englewood_BudgetForms.pdf • Englewood_SupportHighestAuthority.pdf • Englewood_CommunitySupport.pdf • Englewood_Opposition.pdf • Englewood_PartnerCommitments.pdf • Englewood_PrimaryPhoto.JPG • Englewood_Photos.pdf • Englewood_Maps.pdf • Englewood_SiteVisitForm.pdf • Englewood_Evidenceof Ownership.pdf Page 164 of 273 Page 165 of 273 Page 166 of 273 Page 167 of 273 Page 168 of 273 Page 169 of 273 Page 170 of 273 Page 171 of 273 Page 172 of 273 February 11, 2020 Arapahoe County Open Spaces Open Space and Trial Advisory Board 6934 S. Lima St, Unit A Centennial, CO 80112 Dear Advisory Board: LuBird’s Light Foundation is writing to support the new Packy Romans Park plans. We believe that every child and person deserves a chance to play and enjoy the beautiful outdoors through active movement. Packy Romans Park will provide a place for Craig patients to go as well as families of all abilities. We support the Phase 2 project for this park for several reasons. Primarily, the existing park amenities are beyond their useful life and are in a state of failure. The walkways are difficult to navigate due to pitting and obsolete surface materials. The walkways do not have access from the street, making it difficult for stroller and wheelchair access around the park. Having a clear view of the playground areas is a hindrance to the watchful eyes of parents with children of different ages. By moving the picnic structure closer to the playground, parents can be comfortable while their children play. Further, the restroom facility is not ADA compliant with its narrow doorways and toilets do not accommodate anyone requiring ADA compliant toilets and stalls. We fully support the improvements to Packy Romans Park and hope that the Arapahoe County Open Space Program will consider funding this next phase of the project. We are excited about the potential this Park holds and hope that people of all abilities can continue using the park for years to come. Sincerely, Juliet Dawkins Executive Director Page 173 of 273 Arapahoe County Open Spaces Open Space and Trial Advisory Board 6934 S. Lima St, Unit A Centennial, CO 80112 02/03/2020 Dear Advisory Board: Thank you for your consideration. My name is Emily Gonzales; my husband Vince and I are homeowners near Packy Romans Park. We have two young children. Along with our neighbors, we utilize Packy Romans Park for its tennis court, playground, basketball court, paths, greenspace for tossing frisbees, and the restrooms (especially important with young kids). We have a special interest in Romans Park because more and more young families, like ourselves, are moving to our neighborhood and need a safe, clean, updated park just a few blocks down the street as a place to gather, play, and enjoy nature with others in our community. Packy Romans Park can provide many opportunities for outdoor experiences for our neighborhood and our family. We support the Phase 2 project for this park for several reasons. Primarily, the existing park amenities are beyond their useful life and are in a state of failure. The walkways are difficult to navigate due to pitting and obsolete surface materials. The walkways do not have access from the street, making it difficult for stroller and wheelchair access around the park. Our preschooler has a very hard time safely riding his bike on the trail, and many other kids struggle with their scooters & bikes on the poor walkways. The playground equipment is obsolete and the separate playground areas are a hindrance to the watchful eyes of parents with children of different ages (currently, my older child prefers the playground for older children while my younger child prefers that designed for younger kids, but the two areas are too far apart for them to use at the same time). Further, the restroom facility is not ADA compliant with its narrow doorways and toilets that do not accommodate anyone requiring ADA compliant toilets and stalls. The restrooms need to be updated to increase their safety and the ability for young kids to use them as well. By placing the playground areas adjacent to one another, bringing the bathroom facilities into ADA compliance, moving the existing basketball court area, and replacing the walkways, we would benefit greatly by the funding and completion of the Phase 2 improvements. Notably, this park also serves as the bus stop for the elementary, middle, and high school buses in our neighborhood. It has the potential to serve as a community-building area, a nice place for families to visit and play after the bus drops off the kids, and a wonderful spot for older kids to safely play sports (basketball, frisbee, a pick-up game of soccer, etc.) or sit under a tree to do homework after school. Page 174 of 273 We would love to be able to take greater advantage of the outdoor opportunities this park can provide to us. We are looking forward to seeing the positive changes to Romans Park this project will provide. We fully support the improvements to Packy Romans Park and hope that the Arapahoe County Open Space Program will consider funding this next phase of the project. We are excited about the potential this Park holds and hope to continue using the park for years to come. Sincerely, Emily and Vincent Gonzales 2115 E. Dartmouth Circle, Englewood, CO 80113 emilygracegonzales@gmail.com Page 175 of 273 Page 176 of 273 The City of Englewood is unaware of any opposition to this project. Page 177 of 273 A letter from Craig Hospital indicating their $1,000 grant match has not yet been obtained. Page 178 of 273 Page 179 of 273 PACKY ROMANS PARK CURRENT CONDITIONS Looking eastward from west side of park. Note famous Mushroom Sculpture. Page 180 of 273 Page 181 of 273 Page 182 of 273 Page 183 of 273 PACKY ROMANS PARK CURRENT CONDITIONS Page 184 of 273 PACKY ROMANS PARK CURRENT CONDITIONS Looking eastward from north/west side of park. Playground is being relocated as part of Phase 1. New basketball court will be placed in this approximate area. Page 185 of 273 Page 186 of 273 Page 187 of 273 Page 188 of 273 Page 189 of 273 Page 190 of 273 Page 191 of 273 Page 192 of 273 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Stephanie Carlile DEPARTMENT: City Clerk's Office DATE: August 17, 2020 SUBJECT: CB 30 - IGA with Arapahoe County for 2020 Coordinated General Election Services DESCRIPTION: CB 30 - IGA with Arapahoe County for 2020 Coordinated General Election Services. RECOMMENDATION: Staff recommends Council approve an Ordinance for an Intergovernmental Agreement between the City of Englewood and Arapahoe County for the November 3, 2020 Coordinated General Election. PREVIOUS COUNCIL ACTION: The City of Englewood has participated with Arapahoe County in conducting coordinated elections for every City of Englewood General Municipal Election since 1993. SUMMARY: Because of State Legislation and the Taxpayer’s Bill of Rights (TABOR) amendment approved by the voters in 1992, coordinated elections are to be conducted throughout the State by County Clerks. The County has the capability of coordinating this election and including the City of Englewood. The Election Commission has agreed that it is in the best interest of the electors of Englewood to conduct future elections jointly with the other political entities within the County. In order to participate in the 2020 Coordinated Election, the City of Englewood must enter into an Intergovernmental Agreement with Arapahoe County. Staff has reviewed the proposed Intergovernmental Agreement Between Arapahoe County Clerk and Recorder and City of Englewood regarding the Conduct and Administration of the November 3, 2020 General Election and concurs with the Commission’s recommendation. FINANCIAL IMPLICATIONS: Since costs are based on several variables, e.g. the number of registered electors in the City of Englewood at the time of the election, the number of entities participating in the election, the financial impact is only an estimate. The County's estimate of our final cost is $ 34,370.36. ATTACHMENTS: Attachment A - Cost Estimate Attachment B - Key Dates Page 193 of 273 1 BY AUTHORITY ORDINANCE NO. ____ COUNCIL BILL NO. 30 SERIES OF 2020 INTRODUCED BY COUNCIL MEMBER WINK AN ORDINANCE APPROVING AN INTERGOVERNMENTAL AGREEMENT BETWEEN ARAPAHOE COUNTY CLERK AND RECORDER AND THE CITY OF ENGLEWOOD, COLORADO, TO CONDUCT A COORDINATED ELECTION ON NOVEMBER 3, 2020. WHEREAS, pursuant to the Uniform Election Code of 1992 (Articles 1 to 13 of Title 1, C.R.S.) as amended, governmental entities are encouraged to cooperate and consolidate elections in order to reduce taxpayer expenses; WHEREAS, the City of Englewood has participated with Arapahoe County in conducting coordinated elections since 1993; WHEREAS, Arapahoe County and the City of Englewood have determined that it is in the best interest of the taxpayers and the electors to conduct a Coordinated Election on November 3, 2020; WHEREAS, the City shall provide the Coordinated Election Official with a copy of the ordinance stating that the City has adopted the exclusive use of Title 1 of the Colorado Election Code and that the City will participate in the Coordinated Election in accordance with the terms and conditions of this Agreement; WHEREAS, the ordinance shall further authorize the presiding officer of the City or other designated person to execute this Agreement; and WHEREAS, Arapahoe County and the City of Englewood desire to set forth their respective responsibilities for the Coordinated Election pursuant to the Intergovernmental Agreement. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, THAT: Section 1. The Intergovernmental Agreement for Coordinated Election is attached hereto as “Exhibit A”. The Intergovernmental Agreement for Coordinated Election is hereby accepted and approved by the Englewood City Council. Section 2. The Mayor is authorized to sign said Agreement for and on behalf of the City of Englewood. Introduced, read in full, and passed on first reading on the 3rd day of August, 2020. Published by Title as a Bill for an Ordinance in the City’s official newspaper on the 6th day of August, 2020. Page 194 of 273 2 Published as a Bill for an Ordinance on the City’s official website beginning on the 5th day of August, 2020 for thirty (30) days. Read by Title and passed on final reading on the17th day of August, 2020. Published by Title in the City’s official newspaper as Ordinance No. ___, Series of 2020, on the 20th day of August, 2020 Published by title on the City’s official website beginning on the 19th day of August, 2020 for thirty (30) days. This Ordinance shall take effect thirty (30) days after publication following final passage. Linda Olson, Mayor ATTEST: Stephanie Carlile, City Clerk I, Stephanie Carlile, City Clerk of the City of Englewood, Colorado, hereby certify that the above and foregoing is a true copy of the Ordinance passed on final reading and published by Title as Ordinance No. ___, Series of 2020. Stephanie Carlile Page 195 of 273 Arapahoe County Elections IGA Page 1 INTERGOVERNMENTAL AGREEMENT BETWEEN ARAPAHOE COUNTY CLERK AND RECORDER AND CITY OF ENGLEWOOD REGARDING THE CONDUCT AND ADMINISTRATION OF THE NOVEMBER 3, 2020 COORDINATED GENERAL ELECTION PREPARED BY: ARAPAHOE COUNTY CLERK AND RECORDER’S OFFICE ELECTIONS DIVISION 5334 S. PRINCE STREET LITTLETON, COLORADO 80120 303-795-4511 Page 196 of 273 Arapahoe County Elections IGA Page 2 THIS AGREEMENT is made by and between the Board of County Commissioners of the County of Arapahoe, State of Colorado, on behalf of the Arapahoe County Clerk and Recorder (hereinafter referred to as the "County") and City of Englewood (hereinafter referred to as the “Jurisdiction") (hereinafter collectively referred to as the “Parties”); and WHEREAS, pursuant to the Uniform Election Code of 1992 (Articles 1 to 13 of Title 1, C.R.S.) as amended, governmental entities are encouraged to cooperate and consolidate elections in order to reduce taxpayer expenses; and WHEREAS, pursuant to section 1-7-116, C.R.S. if more than one jurisdiction holds an election on the same day in November and the eligible electors for each such election are the same or the boundaries overlap, the County Clerk and Recorder is the coordinated election official and, pursuant to section 1–5–401, C.R.S. shall conduct the elections on behalf of all jurisdictions whose elections are part of the coordinated election utilizing the mail ballot procedures set forth in article 7.5 of title 1; and WHEREAS, the County and Jurisdiction have determined that section 1-7-116, C.R.S. applies and it is in the best interest of the taxpayers and the electors to enter into this Agreement to conduct a Coordinated Election on November 3, 2020; and WHEREAS, such agreements are authorized by State law. WHEREAS, the County and the Jurisdiction have a history of successful coordinated elections and have therewith established certain practices and procedures to preserve the integrity of the election process; and WHEREAS, the Parties understand and agree that conducting coordinated elections subjects all Parties participating in the process to the strictures of Article XXIX of the Colorado Constitution pertaining to Ethics in Government, including that all Parties must: hold the respect and confidence of the people; carry out their duties for the benefit of the people; and avoid conduct that is in violation of their public trust or that creates a justifiable impression in the public that such trust is being violated. NOW, THEREFORE, for and in consideration of the promises herein contained, the sufficiency of which is hereby acknowledged, the Parties hereto agree as follows: This election shall be conducted as a Coordinated Election in accordance with the Uniform Election Code of 1992 (Articles 1-13 of Title 1, C.R.S.). The election participants will execute agreements with Arapahoe County for this purpose and may include municipalities, school districts, and special districts within the Arapahoe County limits and the State of Colorado. The Arapahoe County Clerk and Recorder shall be designated as the Coordinated Election Official (hereinafter “CEO”) and the Jurisdiction hereby identifies Stephanie Carlile as its Designated Election Official (hereafter “DEO). FURTHER, the Parties agree as follows: Page 197 of 273 Arapahoe County Elections IGA Page 3 SECTION I. PURPOSE AND GENERAL MATTERS 1.01 DEFINITIONS. A. “Address Library Report” means the address report from the Secretary of State voter registration system that defines street addresses and precincts within the jurisdiction. B. “Coordinated Election Official” (hereinafter “CEO”) shall mean the County Clerk and Recorder who shall act as the “coordinated election official,” as defined within the Code and Rules and, as such, shall conduct the election for the Jurisdiction for all matters in the Code and the Rules which require action by the CEO. C. "Colorado Election Code" or “Code” means any part of the Uniform Election Code of 1992, (Articles 1- 13 of Title 1, C.R.S.) or any other Title of C.R.S governing participating Jurisdiction's election matters, as well as the Colorado Constitution, and the State of Colorado Secretary of State (SOS) Rules. D. “Coordinated Election" means an election where more than one jurisdiction with overlapping boundaries or the same electors holds an election on the same day and the eligible electors are all registered electors, and the County Clerk is the Coordinated Election Official for the jurisdictions. E. “Contact Officer” means the individual who shall act as the primary liaison or contact between the Jurisdiction and the County Clerk. The Contact Officer shall be that person under the authority of the County Clerk who will have primary responsibility for the coordination of the election for the Jurisdiction and the procedures to be completed by the County Clerk hereunder. F. “Designated Election Official" (hereinafter “DEO”) means the individual who shall be identified by the Jurisdiction to act as the primary liaison between the Jurisdiction and the Contact Officer and who will have primary responsibility for the conduct of election procedures to be handled by the Jurisdiction hereunder. To the extent that the Code requires that an Election Official of the Jurisdiction conduct a task, the DEO shall conduct same. G. “IGA” or “Agreement” means this Intergovernmental Agreement between the County and the Jurisdiction for election coordination. H. “Jurisdiction” means a political subdivision as defined in § 1-7.5-103(6), C.R.S. and referenced in the Code and, in this Agreement, is interpreted to refer to the City of Englewood. I. “Logic and Accuracy Test” means a test of all electronic and electromagnetic voting equipment to test mail, provisional and audio ballots, in accordance with § 1-7-509, C.R.S. by processing a preaudited group of ballots. J. “Mail Ballot Packet” means the packet of information provided by the CEO to eligible electors in the mail ballot election. The packet includes the ballot, instructions for completing the ballot, a secrecy envelope, and a return envelope. § 1-7.5-103(5), C.R.S. Page 198 of 273 Arapahoe County Elections IGA Page 4 K. “Post Election Audit” means such audit as set forth substantially in the Colorado Election Code. L. “Precinct” means an area with established boundaries within a political jurisdiction used to establish election districts. M. “Proposed Jurisdiction” means a jurisdiction which may be formed pursuant to this election which is not yet identified by a tax authority code in the County Assessor database. When the context of this Agreement so requires, a Proposed Jurisdiction will simply be referred to as a Jurisdiction. N. “SOS” means the Colorado Secretary of State. O. “SOS Election Calendar” means the most recent election calendar as published on the SOS website located at www.sos.state.co.us and attached hereto as Attachment B and incorporated herein by this reference. P. “TABOR” means a ballot issue that is governed by article X, § 20 of the Colorado Constitution. Q. “UOCAVA voters” means military personnel and overseas civilians who are registered to vote and receive services under the Uniformed and Overseas Citizens Absentee Voting Act of 1986 and the Military and Overseas Voter Empowerment Act of 2009. 1.02 JURISDICTIONAL LIMITATION. A. The Jurisdiction encompasses territory within Arapahoe County. This Agreement shall be construed to apply only to that portion of the Jurisdiction within Arapahoe County. SECTION II. COUNTY/JURISDICTION RESPONSIBILITIES 2.01 JOINT RESPONSIBILITIES. Nothing herein shall be deemed or construed to relieve the County or the Jurisdiction from their official responsibilities for the conduct of the election as generally set forth in the Colorado Election Code. All parties shall: B. Familiarize themselves and adhere to all applicable provisions and timelines of the Colorado Election Code while performing their official responsibilities for the conduct of the election, unless superseded by other legal authority. C. Enforce all applicable provisions of the Fair Campaign Practices Act. D. Review and execute this IGA with all required signatures on or before the deadline set forth in § 1-7- 116(2), C.R.S. E. Confirm they have sufficient funds available and appropriated in an approved budget to pay their expenses for this election. Page 199 of 273 Arapahoe County Elections IGA Page 5 F. All parties shall remain cognizant of their obligations under article XXIX of the Colorado Constitution at all times during the election process, from the signing of this IGA to final certification of election results to the SOS. 2.02 COUNTY RESPONSIBILITIES. The County shall perform the following duties: G. Designate a Contact Officer to provide assistance and information to the DEO of the Jurisdiction on matters relating to the conduct of this election. Such information shall not include legal advice. H. Maintain voter records and an address library for Arapahoe County voters within the Colorado SCORE voter registration database. Comply with Colorado Secretary of State and Arapahoe County cyber- security recommendations to protect confidential voter information. I. Send a certified list of registered voters to the Jurisdiction via secure FTP transfer. J. In order to identify which addresses are eligible to receive and vote on the Jurisdiction’s ballot question, the County shall perform the following duties for the Address Library: a. Use the Colorado SCORE voter registration database to produce an Address Library Report that indicates residential street ranges included within the boundaries of the Jurisdiction. b. Provide the Jurisdiction with the Address Library Report in an electronic format, along with an Acknowledgement Form that the Jurisdiction should use to confirm the accuracy of the ranges or note any errors, omissions, and/or corrections. c. Verify any errors, omissions, and/or corrections identified by the Jurisdiction against County Assessor data, and where appropriate, modify street ranges to accurately define the eligible electors within the Jurisdiction. K. Receive certified ballot content from the Jurisdiction in electronic format. Layout the text of the official ballot using the certified content without any modifications or formatting changes. Provide an electronic proof of the ballot to the Jurisdiction’s DEO via email for written approval prior to final production. Post a sample ballot to www.arapahoevotes.com. L. Determine the number and letter of each ballot issue and question for the Jurisdiction and any other coordinating jurisdictions participating in the election, in accordance with SOS Rule 4.5.2: a. If the Jurisdiction is entirely contained within Arapahoe County, the County has authority to set the ballot measure order and number. b. If the Jurisdiction includes territory in more than one county, the County will coordinate with the other applicable counties for purpose of determining the controlling county and agreeing upon ballot measure numbers for shared issues and questions. Page 200 of 273 Arapahoe County Elections IGA Page 6 M. Conduct a Logic and Accuracy Test in accordance with § 1-7-509, C.R.S. Invite the Jurisdiction to participate along with the Testing Board to verify the accuracy of electronic vote tabulation equipment. Post a public notice of the Test seven (7) days in advance. N. Provide a candidate hotline at 303-734-5365, which every candidate running for office in the Jurisdiction (if applicable) shall call to provide the phonetic pronunciation of their name as it appears on their Statement of Intent, title of the office, and Jurisdiction for which they are running. O. Prepare an accessible audio ballot for the electronic ballot marking devices to be made available to voters upon request at any Voter Service and Polling Center. P. Contract with a vendor acceptable to the SOS to print and send Mail Ballot Packets to every active registered voter and transmit ballots electronically to every active registered UOCAVA voter. Q. Publish and post the required legal notice of election pursuant to § 1-5-205(1), C.R.S. for the Jurisdiction’s ballot issues, ballot questions, and/or candidates. R. If the Jurisdiction’s election includes a TABOR issue, the County shall perform the following duties relative to the TABOR Notice: a. Provide a Microsoft Word document template for the TABOR Notice to the jurisdiction with instructions to submit its certified ballot language, pro/con statements and financial summary for each ballot question or issue governed by TABOR by the deadline listed in Attachment B. b. Prepare the TABOR Notice using the certified content provided by the Jurisdiction, without revision. c. Contract with a printing vendor to produce and mail one copy of the TABOR notice to every household where an active registered voter of the Jurisdiction resides at the least cost possible in the time frame as required by law. If the Jurisdiction is a special district, the TABOR notice also will be mailed to every eligible property owner who is not already a registered voter in Arapahoe County. The County may send the TABOR Notice to persons other than electors of the Jurisdiction in an effort to mail the TABOR Notice package at the “least cost.” d. Post the TABOR Notice on www.arapahoevotes.com. e. Keep a careful and accurate accounting of time, supplies, printing costs and salaries attributable to the County’s TABOR Notice services for the Jurisdiction. The Jurisdiction’s proportional share of actual costs shall be based on the County’s total expenditures relative to the TABOR Notice. S. Hire, instruct and oversee election judges and temporary workers necessary for the conduct of the election. T. Establish and maintain mail ballot drop-off locations, and designate and operate Voter Service and Polling Centers as required by the Code. Page 201 of 273 Arapahoe County Elections IGA Page 7 U. Provide trained personnel to pick up sealed ballot containers containing voted ballots from every drop-off location and Voter Service and Polling Center each business day. Provide a replacement sealed empty ballot container(s), except if the location is a stand-alone 24-hour drop-box. V. Provide the necessary equipment, the adequately trained personnel, and the secure facility, and conduct and oversee the process to receive, verify voter signatures, open, tabulate and store ballots. W. Maintain a record of every eligible voter’s registration and every ballot sent, received, voided and cast using the Colorado SCORE voter registration and election management system. A SCORE download providing an update on every eligible voter’s registration and ballot status will be posted on www.arapahoevotes.com daily during the voting period. No person will be given preferential treatment regarding the receipt of updated SCORE information, except that the Clerk’s Office may respond to lawful records requests made pursuant to the Colorado Open Records Act. X. Send letters to voters whose mail ballots are missing a signature, missing identification or have a signature discrepancy, and provide instructions and an affidavit to cure this issue within eight (8) days of Election Day for the ballot to be counted. Conduct the process to receive and verify voter affidavits and where appropriate, cure and count these ballots. Y. Maintain the following reports for all Arapahoe County eligible voters, and publish a public version (excluding confidential voters) on www.arapahoevotes.com: a. A registered voter list, including the names of eligible electors; b. A turnout list, including the names of eligible electors, precinct number, date mail ballot was sent, and date ballot was issued at a Voter Service and Polling Center. Z. Accept public inquiries by phone at 303-795-4511 and by email at elections@arapahoegov.com. Respond to all correspondence and calls within the County’s expertise relating to election procedures. Refer members of the public and news media to the DEO for any matters pertaining to the Jurisdiction’s race, questions, measures or operations. AA. Post unofficial election results by ballot question after the polls close on Election Night at www.arapahoevotes.com, and regularly update the unofficial results as more eligible ballots are counted. Election results will not be shared before the online posting. BB. Conduct a recount of the ballots cast if required by law or if requested by the Jurisdiction for any reason. In either scenario, the cost of the recount will be charged to the Jurisdiction. If more than one Jurisdiction is involved in the recount, the cost will be pro-rated among the participating Jurisdictions equally. CC. Prepare and run the required Post Election Audit in accordance with the Code before certifying election results. DD. Appoint a Canvass board and conduct a canvass of the votes in order to certify the results of the Jurisdiction's election pursuant to C.R.S. § 1-10-103. Provide the Jurisdiction with a copy of all election statements and certificates which are to be created under the Code. Page 202 of 273 Arapahoe County Elections IGA Page 8 EE. Keep a careful and accurate accounting of time, supplies, printing costs and salaries attributable to the County’s administration of the election. FF. Submit to the Jurisdiction an itemized invoice for all expenses incurred under this Agreement. GG. Store all election records as required by the Code for 25 months in such a manner that they may be accessed by the Jurisdiction, if necessary, to resolve any challenges or other legal questions that might arise regarding the election. 2.03 JURISDICTION RESPONSIBILITIES. The Jurisdiction shall perform the following duties: A. Identify a Designated Election Official to act as liaison between the Jurisdiction and the County. B. Notify the County prior to executing this IGA if the Jurisdiction’s boundaries include property in any other county. C. Review the Address Library Report provided by the County, which determines which residential addresses are within the jurisdiction. View the street ranges in a map format at: http://gis.arapahoegov.com/ArapaMAP/. Confirm the street ranges are correct and identify any errors, omissions or deletions if necessary. Provide the County with certification of any annexations, inclusions, and/or exclusions to the Jurisdiction, including all supporting documents. Return via email a signed copy of the provided Acknowledgement Form to the County, including any corrections if necessary, by the date set forth in Attachment B. a. If the Jurisdiction is a Proposed Jurisdiction not already identified by a tax authority code in the County Assessor’s records, the Jurisdiction shall provide the County with a certified legal description, map, and a list of street ranges for all streets within the Proposed Jurisdiction on or before eighty (80) days prior to Election Day. If residential addresses are not available, provide a list of the land parcel numbers that are within the boundaries of the Proposed Jurisdiction. D. For elections where owning property in the Jurisdiction is a requirement for voting in the election, the Jurisdiction must perform the following tasks relating to the property owners list: a. Coordinate directly with the Arapahoe County Assessor’s Office to order and pay for an initial and a supplemental certified list of all recorded owners of taxable real and personal property within the Jurisdiction’s boundaries in Arapahoe County, in accordance with § 1-5-304, C.R.S. and by the deadlines in Attachment B. b. Contact Minerva Padron at the Colorado Secretary of State’s Office to receive access to DEO SCORE lookup. (Minerva Padron, 855-428-3555 ext. 6332, minerva.padron@sos.state.co.us). c. Using the list from the Assessor’s Office: i. Remove from the list non-person entities and persons not living in the state of Colorado. Page 203 of 273 Arapahoe County Elections IGA Page 9 ii. Look up the remaining names using the Secretary of State SCORE look-up tool to determine if each person is a registered voter. Remove from the list those individuals who are not registered to vote. iii. Remove from the list persons who reside in the district, as they will already receive a mail ballot. iv. Deliver to the County via email an initial and a supplemental list of property owners who are property owners in the district, registered to vote in the state of Colorado, and not physically residing in the district. Each list should be delivered by the deadline indicated in Attachment B. The list should be a Microsoft Excel spreadsheet and must contain no more than one (1) eligible elector’s name per line. Each line must consist of the following separated fields: eligible elector’s voter identification number, last name, first name, middle name, mailing address, city, state, zip, parcel number, and phone number, if available. E. Directly manage the responsibilities defined in § 1-4-901 to 912, C.R.S. for all candidate petitions for all local election races held by the Jurisdiction, including but not limited to: reviewing the petition format, receiving petitions that are filed, verifying voter validity, determining sufficiency, notifying candidates of sufficiency, responding to protest filings, and cures if applicable. F. Determine the title and text of the Jurisdiction’s ballot races, measures and/or issues using plain, non- technical language, worded with simplicity and clarity, in accordance with § 1-40-105(1), C.R.S. Determine the order of candidates in each race by lot drawing, or if applicable, city/town charter. G. Defer to the County to determine the number and letter of each ballot issue and question, as outlined in Section 2.02. Abstain from communicating or publicizing a ballot issue or question in conjunction with a letter or number before it has been officially determined by the County. H. Submit the Jurisdiction’s certified ballot content, verbatim, as it should appear on the ballot for the Jurisdiction’s races, questions and issues to the County. Submit the ballot content via email to Corene Henage at chenage@arapahoegov.com on or before the deadline as set forth within Attachment B. Format the ballot content in a Microsoft Word document in plain text; do not include bold, italic, underline, bullets, tables, strikethrough or indentation. Titles should indicate whether the question is a referred measure or an initiative from a citizen petition. TABOR issues must be in all caps. All other measures and races must be mixed case. (Ballot content submitted to the County after the deadline will not appear on the ballot.) I. Within one business day of receipt from the County, proofread the layout and the text of the Jurisdiction’s portion of the official ballots and provide written notice of acceptance to the County via email to Corene Henage at chenage@arapahoegov.com. J. If the Jurisdiction’s election includes a race, contact all candidates on the ballot and ask them to call the County’s candidate hotline at 303-734-5365 by the deadline indicated in Attachment B and record a voicemail with the phonetic pronunciation of their name, the title of the race and jurisdiction for which they are running. Page 204 of 273 Arapahoe County Elections IGA Page 10 K. If the Jurisdiction’s election includes a TABOR issue, the Jurisdiction shall perform the following duties relative to the TABOR Notice: a. Receive petition representative’s written summary of comments relating to ballot issues/ballot questions. Receive and compile community members’ written summary of pro/con statements relating to ballot issues/ballot questions. b. Prepare a financial summary for each ballot question or issue. c. Prepare a Microsoft Word document using the template provided by the County for the TABOR Notice with the final and exact text of its certified ballot language, pro/con statements and financial summary for each ballot question or issue governed by TABOR by the deadline in Attachment B, delivered to Briana Kacinski at bkacinski@arapahoegov.com. d. Defend and resolve, at the Jurisdiction’s sole expense, all challenges related to the candidates, ballot issues and/or ballot questions, or to the TABOR Notice if applicable, as certified to the County. L. Publish and post any required legal notices for the Jurisdiction’s candidates, ballot issues and/or ballot questions, other than the notice published by the County in conformance with § 1-5-205, C.R.S. A copy of such published legal notice shall be submitted to the County for its records. M. Respond to all correspondence and calls for any matters pertaining to the Jurisdiction’s race, question or measures or operations. Refer members of the public and news media to the County for any matters outside of the DEO’s expertise relating to election procedures. N. Notify the CEO by the statutory deadline whether a recount is required or desired. The Jurisdiction shall reimburse the County for the full cost of the recount. If other Jurisdictions are included in the recount, the cost of the recount will be prorated among the participating Jurisdictions as per § 1-10.5- 101, C.R.S. O. Remit to the County the total payment for the Jurisdiction’s prorated share of costs for the printing and mailing of ballots, TABOR Notice (if required), any additional or unique election costs resulting from Jurisdiction delays and/or special preparations or cancellations, and all other election expenses within sixty (60) days from the date of receipt of an invoice from the County. SECTION III. CANCELLATION OF ELECTIONS 3.01 CANCELLATION OF ELECTION BY THE JURISDICTION. In the event that the Jurisdiction resolves not to hold the election, notice of such resolution shall be provided to the CEO immediately. The Jurisdiction shall be liable for the full actual costs of the activities of the CEO relating to the election incurred before receipt of such notice and activities of the CEO relating to cancelling the election after the receipt of such notice. The Jurisdiction shall provide and post notice by publication as defined in the Code. In the event that the Jurisdiction resolves not to hold the election after the last day for the DEO to certify the ballot order and content to the CEO (see Page 205 of 273 Arapahoe County Elections IGA Page 11 Attachment B), the text provided by the Jurisdiction cannot be removed from the ballot and/or the Ballot Issue notice (TABOR Notice). SECTION IV. MISCELLANEOUS 4.01 NOTICES. Any and all notices required to be given by this Agreement are deemed to have been received and to be effective: (1) three days after they have been mailed by certified mail, return receipt requested; (2) immediately upon hand delivery; or (3) immediately upon receipt of confirmation that an email or fax was received; to the address of a Party as set forth below or to such Party or addresses as may hereafter be designated in writing: To County: Joan Lopez Arapahoe County Clerk and Recorder’s Office Elections Division 5334 S. Prince St. Littleton, Colorado 80120 Fax: (303) 794-4625 Email: jlopez@arapahoegov.com To Jurisdiction: Stephanie Carlile City of Englewood and Designated Election Official 1000 Englewood Parkway Englewood CO 80110 Email: scarlile@englewoodco.gov Phone: 303-762-2405 4.02 TERM OF AGREEMENT. The term of this Agreement shall continue until all statutory requirements concerning the conduct of the election and the creation, printing, and distribution of the TABOR Notice, if needed, are fulfilled. 4.03 AMENDMENT. This Agreement may be amended only in writing, and following the same formality as the execution of the initial Agreement. 4.04 INTEGRATION. The Parties acknowledge that this Agreement constitutes the sole and entire Agreement between them relating to the subject matter hereof and that no Party is relying upon any oral representation made by another Party or employee, agent or officer of that Party. Page 206 of 273 Arapahoe County Elections IGA Page 12 4.05 CONFLICT OF LAW. In the event that any provision in this Agreement conflicts with the Code or other statute, this Agreement shall be modified to conform to such law. 4.06 TIME OF ESSENCE. Time is of the essence for this Agreement. The time requirements of the Code shall apply to completion of the tasks required by this Agreement. Failure to comply with the terms of this Agreement and/or the deadlines in Attachment B or the Code may result in consequences up to and including termination of this Agreement. 4.07 GOOD FAITH. The parties shall implement this Agreement in good faith, including acting in good faith in all matters that require joint or general action. 4.08 NO WAIVER OF GOVERNMENTAL IMMUNITY ACT. The Parties understand and agree that the County, its commissioners, officials, officers, directors, agents, and employees, are relying on, and do not waive or intend to waive by any provisions of this Agreement, the monetary limitations or any other rights, immunities, protections or defenses provided by the Colorado Governmental Immunity Act (the “CGIA”), §§ 24-10-101 to 120, C.R.S., or otherwise available to the County or the Jurisdiction. To the extent the CGIA imposes varying obligations or contains different waivers for cities and counties, both the Jurisdiction and the County agree that they will remain liable for their independent obligations under the CGIA, and neither party shall be the agent of the other or liable for the obligations of the other. 4.09 NO THIRD PARTY BENEFICIARIES. The enforcement of the terms and conditions of this Agreement and all rights of action relating to such enforcement shall be strictly reserved to the County and the Jurisdiction, and nothing contained in this Agreement shall give or allow any such claim or right of action by any other or third person under such Agreement. 4.10 GOVERNING LAW: JURISDICTION AND VENUE. Unless otherwise agreed in writing, this Agreement and the interpretation thereof shall be governed by the laws of the State of Colorado. Venue for any and all legal actions arising under this IGA shall lie in the District Court in and for the County of Arapahoe, State of Colorado. 4.11 SEVERABILITY. Should any provision of this Agreement be determined by a court of competent jurisdiction to be unconstitutional or otherwise null and void, it is the intent of the parties hereto that the remaining provisions of this Agreement shall be of full force and effect. Page 207 of 273 Arapahoe County Elections IGA Page 13 4.12 ATTACHMENTS. The following attachments are incorporated herein by this reference. Attachment A – 2020 Cost Estimate Attachment B - Key Dates for Coordinating Jurisdictions (subject to updates) END OF PAGE Page 208 of 273 Arapahoe County Elections IGA Page 14 Arapahoe County _______________________________________ _____________________ Joan Lopez, Coordinated Election Official Date Clerk and Recorder _______________________________________ _____________________ Stephanie Carlile, City Clerk Date Designated Election Official Page 209 of 273 Jurisdiction's Share of Total Election Costs Based On: Total Jurisdiction Active Registered Voters 20,396 ÷ Sum of Active Registered Voters for all Coordinating Entities 872,592 = Weighted Population Average (WPA)0.023374 Election Expenses for 2020 Coordinated Election Total Cost County Staff Permanent staff overtime compensation (after 9/04/2020) 18,000.00$ Temporary election staff compensation (after 9/04/2020) 17,000.00$ Total 35,000.00$ Election Judges Election Judge training materials 1,000.00$ Election Judge compensation (VSPCs & ballot processing) 500,000.00$ Election Judge communications 250.00$ Total 501,250.00$ Ballot and Envelope Printing (Mail, in-person, test, etc.) Mail Ballot Printing 450,000.00$ Ballot envelopes (outgoing, return and labels) 75,000.00$ Voter instructions, secrey sleeves, inserts 35,000.00$ Ballot shipping fees 15,000.00$ Ballot-on-Demand supplies (card stock, toner, etc) 5,000.00$ Total 580,000.00$ Ballot Printing, Programming & Insertion Vendor onsite election support (3rd party vendor only) -$ Ballot layout and programming (3rd party vendor only) -$ Ballot insertion and mailing fees (3rd party vendor only) 110,000.00$ BOD Ballot Programming (3rd party vendor only) -$ Total 110,000.00$ VSPC Location Costs VSPC set up expenses 5,000.00$ VSPC location rental expenses 2,500.00$ Signage 500.00$ Office Supplies (pens, forms, etc.) 5,000.00$ Electronic equipment for VSPCs purchased/leased 50,000.00$ Vehicle expenses (rentals, mileage etc) 12,000.00$ Ballot and equipment delivery/collection 20,000.00$ Remote connectivity expenses (Wifi) 1,000.00$ Total 96,000.00$ Security Expenses related to Judges and VSPCs Transfer cases and portable ballot boxes -$ Security personnel costs 5,000.00$ CBI background checks for Election Judges/temp staff 8,000.00$ ATTACHMENT A - COST ESTIMATE City of Englewood NOV. 3, 2020 ELECTION COORDINATING COSTS (with TABOR) Page 210 of 273 Total 13,000.00$ Election Notices Statutory notice of election 200.00$ TABOR Notice - printing and production 50,000.00$ Total 50,200.00$ Postage Mail Ballot Postage 50,000.00$ TABOR Notice Postage 30,000.00$ Mail Ballot Undeliverable/Return Postage Due 5,000.00$ Total 85,000.00$ Total Election Expense 1,470,450.00$ x Weighted Population Average (WPA) 0.0234$ Total Due to Arapahoe County 34,370.36$ Page 211 of 273 1 Attachment B 2020 General Election - Abridged Calendar Key Dates for Coordinating Jurisdictions Resource provided by Arapahoe County Elections. Use this as a reference guide only. Always refer to the Colorado Constitution, Revised Statutes and Secretary of State rules for applicable provisions. Find a complete election calendar at: www.sos.state.co.us/pubs/elections/calendars/2020ElectionCalendar.pdf Date Event Reference Accountable July 2020 6-Jul Deadline for County Clerk to provide mail ballot plan to the Secretary of State (90 days prior) 1-7.5-105(1) Rule 7.1.1 County Clerk 24-Jul Deadline for Jurisdiction to notify County Clerk of intent to coordinate in the election (100 days prior) 1-1-106(5) 1-7-116(5) Jurisdiction August 2020 TBD Deadline for Jurisdiction to return Address Library Report acknowledgment form with any necessary revisions to County Clerk (70 days prior) IGA Jurisdiction 25-Aug Deadline for County Clerk and coordinating jurisdictions to sign intergovernmental agreement (70 days prior) 1-7-116(2), Rule 4.1.2 Jurisdiction, County Clerk 30-Aug Deadline for candidates to record their name on a phone voice mail provided by County Clerk for the audio ballot Rule 4.6.2 Candidates September 2020 4-Sep Deadline for Jurisdiction to certify ballot content to County Clerk (60 days prior) 1-5-203(3)(a) Rule 4.5 Jurisdiction TBD Deadline for Jurisdiction to order initial property owner list from County Assessor (60 days prior) IGA Jurisdiction 18-Sep Last day for Jurisdiction to accept pro/con comments pertaining to local ballot issues for the TABOR Notice (by noon the Friday before 45th day before the election) Art. X, Sec. 20(3)(b)(v) 1-7-901(4) 1-1-106(5) Voters, Petition Reps, Jurisdiction 19-Sep Deadline for County Clerk to transmit ballots to UOCAVA (military and overseas) voters (45 days prior) 1-1-106(5) 1-8.3-110(1) County Clerk TBD Deadline for Jurisdiction to provide initial list to County Clerk of eligible property owners to receive ballots and TABOR notice (45 days prior) IGA Jurisdiction 21-Sep Deadline for Jurisdiction to deliver full text of TABOR issue notices to County Clerk (43 days prior) 1-7-904 Jurisdiction October 2020 2-Oct Deadline for County Clerk to mail TABOR Notice to registered voter households on behalf of all coordinating jurisdictions (30 days prior) Art. X, Sec. 20(3)(b) 1-1-106(5) Rule 4.3.1 County Clerk Page 212 of 273 2 TBD Deadline for Jurisdiction to order supplemental list of property owners from County Assessor (30 days prior) IGA Jurisdiction 9-Oct Deadline for Jurisdiction to withdraw a ballot issue or question from the ballot (25 days prior) 1-5-208(2) Jurisdiction 9-Oct First day County Clerk can mail ballots to voters, excluding UOCAVA voters (22 days prior; holiday) 1-7.5-107(3)(a) Rule 7.2.3 County Clerk TBD Deadline for Jurisdiction to provide supplemental list of eligible property owners to County Clerk (25 days prior) IGA Jurisdiction 13-Oct Deadline to register to vote through a Voter Registration Drive and receive a mail ballot (22 days prior or day after holiday) 1-2-201(3)(b)(I) Voters 13-Oct Deadline for County Clerk to conduct the public Logic and Accuracy Test (21 days prior) Rule 11.3.2(a) County Clerk 14-Oct Deadline for County Clerk to publish notice of election in newspaper (20 days prior) 1-1-104(34) 1-5-205(1)(a) County Clerk 19-Oct First day that County may count ballots. (15 days prior) No results may be disclosed until 7 p.m., Election Day 1-7.5-107.5 County Clerk 19-Oct First day Voter Service & Polling Centers must be open – Phase 1 locations open in Arapahoe County (15 days prior through Election Day, except Sunday) 1-5-102.9(2) Rule 7.9 County Clerk 26-Oct Deadline for voters to register to vote or make updates and still receive a mail ballot (8th day prior) 1-2-201(3)(b)(III) 1-2-201(4) 1-2-508(3)(a)(1) Voters 30-Oct Deadline for Poll Watchers to return a completed Certificate of Appointment/Oath of Watcher to County Clerk to observe election activities on Election Day (earlier if want to observe earlier days) Jurisdiction, Candidate, Petition Reps 30-Oct Phase 2 Voter Service and Polling Centers open in Arapahoe County 1-5-102.9(2) Rule 7.9 County Clerk Voters November 2020 3-Nov General Election Day (Voter Service and Polling Centers and Ballot Drop-Off locations open 7 a.m. - 7 p.m.) 1-1-104(17) 1-4-201 Rule 7.9.1(b) County Clerk, Voters 12-Nov Deadline for UOCAVA (military and overseas) ballots to be received by Clerk to be counted (8 days after) 1-8.3-111 and 113 Rule 16.1.5 Voters 12-Nov Deadline for voters to cure signature discrepancy or missing signature, and/or to provide missing ID for mail and provisional ballots (8 days after) 1-7.5-107(3.5)(d) 1-7.5-107.3 (2)(a) 1-8.5-105(3)(a) County Clerk, Voters Page 213 of 273 3 12-Nov Deadline for County Clerk to count eligible provisional ballots (9 days after) 1-8.5-105(5) County Clerk 24-Nov Deadline for County Clerk to complete risk-limiting audit (21 days after) Rule 25.2.3(d) County Clerk 25-Nov Deadline for County Clerk to canvass the election (22 days after) 1-10-102(1) 1-10-103(1) Rule 10 County Clerk 25-Nov Last day for Jurisdiction to provide written notice to Clerk to waive an automatic recount of a referred ballot issue or question that failed (23 days after) 1-10.5-103 Jurisdiction December 2020 1-Dec Deadline for any interested party to request a recount of election results at its own expense (28 days after) 1-10.5-106(2) Any 8-Dec Deadline for County Clerk to complete a statutory recount of any race (35 days after) 1-10.5-102(2) 1-10.5-103 County Clerk 10-Dec Deadline for County Clerk to complete a requested recount (37 days after) 1-10.5-106(2) County Clerk Page 214 of 273 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Steve Ortega DEPARTMENT: Public Works DATE: August 17, 2020 SUBJECT: Vehicle Purchase of Two Articulating Bucket Trucks DESCRIPTION: Purchase Approval for two articulating bucket trucks for the Traffic Division. RECOMMENDATION: Staff recommends the City Council approve, by motion, the attached resolution authorizing the purchase of two articulating bucket trucks for the Public Works Department's Traffic Division. PREVIOUS COUNCIL ACTION: On January 6, 2020, Council approved the purchase of two bucket trucks at a total cost of $257,116.00. SUMMARY: On January 6, 2020, Council approved the purchase of two bucket trucks at a total cost of $257,116.00. Unfortunately, a desired 4 x 4 chassis option on each vehicle was not included in the total price approved by the City Council. Therefore, this item is coming back for consideration by the City Council to consider an amended total authorization amount that accounts for this upgrade on each vehicle. The price of this upgrade is $3,550.00 per unit. Original Proposal: • $128,558.00/unit x 2 units = $257,116.00 (original request approved by Council) • $3,550.00 for the 4 x 4 chassis x 2 = $7,100.00 (not included in Council approval) Revised Proposal: • $132,162.00/ unit x 2 units = $264,324.00 (includes 4 x 4 option and a slight increase in cost) Staff is requesting that the City Council approve the revised total amount in order to account for the 4x4 chassis option, at a total cost of $264,324.00. ANALYSIS: The City accounts for the replacement of capital equipment and vehicles in its Capital Equipment Replacement Fund (CERF). Equipment replacement is based on its average useful life. The 2020 budget includes funding for the planned replacement of various vehicles, including these two vehicles. Page 215 of 273 Staff is proposing to utilize the Sourcewell Contract #012418-ALT with Altec Industries, Inc., to purchase two (2) Dodge 4 x 4 articulating bucket trucks to replace two (2) existing units used by the Public Works Department's Traffic Division. The Sourcewell contract went into effect on March 14, 2018, and is valid until March 14, 2022. This contract allows for the purchase of vehicles by governmental agencies under the collaborative purchasing agreement adopted by the City's procurement policy. Original Proposal: • $128,558.00/unit x 2 units = $257,116.00 (original request approved by Council) • $3,550.00 for the 4 x 4 chassis x 2 = $7,100.00 (not included in Council approval) Revised Proposal: • $132,162.00/ unit x 2 units = $264,324.00 (includes 4 x 4 option and a slight increase in cost) Staff is recommending that the City Council increase the authorized amount from $257,116.00 to $264,324.00 to account for adding the 4 x 4 chassis option to each unit. The total increase from the January 2020 action is $7,208.00. The Traffic Division will pay $7,100.00 for the 4 x 4 option as it is an upgrade from their current units. The remaining cost of $108.00 will come out of the CERF. FINANCIAL IMPLICATIONS: The table below shows the amount of funds accumulated in the CERF account, by vehicle, along with the respective actual cost. Of the $41,587.08 difference in price, $34,487.08 will be taken from the CERF fund balance and $7,100.00 will be paid directly by the Traffic Division from their 2020 operating budget. The $34,487.08 cost difference will be recouped over the next two years through CERF allocations to the Traffic Division. The estimated salvage value for each unit is around 10%, which will be returned to the CERF fund balance. Unit # Vehicle to be Replaced Purchase Year Expected Life of Vehicle Planned Replacement Year Budgeted Replacement Cost Actual Replacement Cost Cost Difference 3059 2009 GMC C4500 2009 10 years 2019 $111,368.46 $132,162.00 $20,793.54 3060 2009 GMC C4500 2009 10 years 2020 $111,368.46 $132,162.00 $20,793.54 Total $151,314.00 $264,324.00 $41,587.08 Paid by Traffic $7,100.00 Paid by CERF $34,487.08 The approved budget for vehicles and equipment replaced in 2020 is $2,200,987.00. $437,115.38 has been spent to date. $1,763,871.62 is the remaining balance for 2020. Approval of this contract will bring the fiscal balance to $1,499,547.60. Page 216 of 273 ALTERNATIVES: The alternative is to solicit bids from vendors for the purchase of these vehicles. This may or may not result in higher prices. CONCLUSION: Staff recommends purchasing two (2) Dodge 4 x 4 articulating bucket trucks, using the Sourcewell contract #012418-ALT with Altec Industries, Inc., at a total cost of $264,324.00. ATTACHMENTS: Resolution Presentation Contract Approval Summary Sourcewell Contract #012418-ALT & Attachments Altec Quote #127078 Page 217 of 273 1/2 RESOLUTION NO. _____ SERIES OF 2020 A RESOLUTION AWARDING A CONTRACT FOR THE PURCHASE OF TWO DODGE BUCKET TRUCKS FROM ALTEC INDUSTRIES, INC. UNDER THE TERMS OF THE SOURCEWELL/NJPA COOPERATIVE PURCHASING AGREEMENT WHEREAS, Section 4-1-3-1(C) of the Englewood Municipal Code 2000 allows for the purchase of commodities, supplies and equipment under any general bid or purchase contract of the United States Government, State of Colorado or other governmental jurisdiction at the prices, terms and conditions contained therein, when, in the opinion of the City Manager, the prices available to the City through such agreement are deemed to be the lowest and best price available to the City; WHEREAS, the City of Englewood Public Works Department requires the replacement of two bucket trucks, scheduled for replacement in 2020, and has determined that the replacement of these vehicles will best meet the needs of the Public Works, Traffic Division; WHEREAS, the City, as a municipality, has the opportunity to take advantage of the pricing offered under the Sourcewell/NJPA Cooperative Purchase Agreement #012418-ALT, which allows local jurisdictions to take advantage of the pricing structure negotiated through the cooperative bidding process; WHEREAS, the funds for this purchase would come from the Public Works 2020 Capital Equipment Replacement Fund (CERF), 62-1001-61402, in the amount of $264,324.00; and WHEREAS, the cost of each of the bucket trucks under the Cooperative Agreement is $132,162.00 each. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, AS FOLLOWS: Section 1. The Englewood City Council hereby authorizes the purchase of two Dodge Bucket Trucks, from Altec Industries, Inc. in lieu of the internal competitive bid process, by using the Sourcewell/NJPA Cooperative Purchase Agreement #012418-ALT for a purchase in the total amount of $264,324.00 as set forth in the Altec Industries, Inc. quote, attached hereto. ADOPTED AND APPROVED this 17th day of August, 2020. Linda Olson, Mayor Page 218 of 273 2/2 ATTEST: __________________________________ Stephanie Carlile, City Clerk I, Stephanie Carlile, City Clerk for the City of Englewood, Colorado, hereby certify the above is a true copy of Resolution No. _____, Series of 2020. ______________________________ Stephanie Carlile, City Clerk Page 219 of 273 Contract Approval Summary V10/25/2017 Page | 1 Contact Identification Information (to be completed by the City Clerk) ID number:Authorizing Resolution/Ordinance: Recording Information: City Contact Information Staff Contact Person: Steve Ortega Phone: 303-762-2535 Title: Maintenance & Operations Manager Email: sortega@englewoodco.gov Vendor Contact Information Vendor Name: Altec Industries Vendor Contact: Ryan Reider Vendor Address: 641 Telluride Street Vendor Phone: (970) 286-3809 City: Aurora Vendor Email: Ryan.Reider@altec.com State: Colorado Zip Code: 80011 Contract Type Contract Type:Intergovernmental Agreement Description of ‘Other’ Contract Type: Description of Contract Work/Services: Attachments: ☒Contract -- ☐Original ☒Copy ☐Addendum(s) ☐Exhibit(s) ☐Certificate of Insurance Summary of Terms: Start Date: March 2018 End Date: March 2022 Total Years of Term: 4 Total Amount of Contract for term (or estimated amount if based on item pricing):$264,324.00 If Amended: Original Amount $ Amendment Amount $ Total as Amended: $ Renewal options available: Payment terms (please describe terms or attach schedule if based on deliverables): Attachments: ☐Copy of original Contract if this is an amendment ☒Copies of related Contracts/Conveyances/Documents Purchase and delivery of two (2) Dodge 4x4 articulating bucket trucks using Sourcewell contract # 012418-ALT Page 220 of 273 Contract Approval Summary V10/25/2017 Page | 2 Source of funds CAPITAL ONLYCAPITAL & OPERATING EXPENSE A B C 1 = A-B-C Capital Operating Year Tyler / New World Project # / Task#Fund Division Object Line Item Description Budget Spent to Date Contract Amount Budget Remaining C 2020 62-1001-61402 62 1001 61402 Capital Equip Replacement Fund$2,200,987.00 $437,115.38 257,224.00$1,506,647.62$ O 2020 02-1004-61401 02 1004 61401 Vehicles -$ 7,100.00$ (7,100.00)$ -$ -$ -$ Total by Fund - Current Year 62 1001 61402 Capital Equip Replacement Fund$2,200,987.00 437,115.38$257,224.00$1,499,547.60$ 02 1004 61401 Vehicles 7,100.00$ (7,100.00)$ -$ -$ -$ -$ Total by Fund - Year Two -$ -$ -$ -$ Grand Total 2,200,987.00$ 437,115.38$$264,324.00 1,499,547.60$ Attachment (For Capital Items Only / Expense Line Item Detail is Located in Open Gov): ☐Prior Month-End Project Status and Fund Balance Report Process for Choosing Vendor: ☒Bid: ☐ Bid Evaluation Summary attached ☐ Bid Response of proposed awardee ☐RFP: ☐ RFP Evaluation Summary attached ☐ RFP Response of proposed awardee ☐Quotes: Copy of Quotes attached ☐Sole Source: Explain Need below ☐ O ther: Please describe Page 221 of 273 FORM E CONTRACT ACCEPTANCE AND AWARD [lop portroh or lms lorrn Wlllbe completed by NJPA ll the vendol ls awarded 0 contract.The vendor should complete lhe vendcr authorized signature:0:port of the RF?response.) NJPA Contract ii‘:012418-ALT Propose?s full legal name:Altec lndustrles,Inc. Based on NJI’A‘s evuluutlon of your proposal,you have been awarded a contract.As an awarded vendor,yau agree to provlde the products and services contained ln yam proposal and lo meel all orthe terms and conditions set lorth in this RFI,In any amendments lo thlr RFP,and in any exceptions that are accepted by NJPA. {he crectnve dole ol the Contract will be Morch IA 7018 and WIIIexpire on March l4,2022 (rrolcte:than The later ol {our years lrom the expivcltiorr dole of the culrenily oworoeci ccntlocl or low yeols lrom the dale lhot ll-c N.PA Chlel Procuremerv Ofllcer owords lhe Conlrocll 1his Conlrocl may be extended tor 0 mmyear at NJP/«'3 E1t§<.'le'l0I'\ NJPA Authorized Si natures: Jeremy Schwartz lrr.rr H rlrllll Chad Coouelle .4 -:;.lrlll Awarded on March 12,2Dl8 NJPA Conlrocl #10l24lB—ALT Vendor Aulllorixed Slgnahnesl The Vendor hereby occepls this Contract nword,ll1CludTTlQallaccepted exceptions and orrlenoments_ Vanda,Name Allec Inauslnes,Inc Authorized Signatory‘:title C°"“a°‘S"e°i°"°‘ Riley Browne "lllltltl ITV‘ Executed on _Marcn 12 ,201B NJPA Contract 14012418 ALT Page 222 of 273 Form Q E_X_CEI’TIONST0 PROPOSAL TERMS CONDITIONS AND SOLUTIONS RE!!UES’I‘ Company Name:mm {Lmmw-In. Any exceptions to the terms,conditions.speci?cations,or proposal forms contaimd in this RFP must be notcd in wnting and included with the Prapaser‘s response.The Pmpuser acknnwlcdgcs that the cxceptinns listed may or may not be accepted by NIPA or included in the ?nal contract NIPA will make reasonableePfortsto accommodatethe listed exceptions and may clarify the exwplions in the appropriatesection below. Term,Condition,ur N-IPA S:v,Ii-WI‘aw §v=c.i.?,=-Jig ‘ACCEPT; .\l.\V 7 _VV J,___..,,7 I N V ..7,? Proposer‘sSignnture:_Date:/'I;.J/’ WmA"EEnn?cniioixiiié?ipi?iis isieTEF«I{ NJPA Legal Department Page 223 of 273 (‘nutract Award RFP #012418 FORM D Formal Olfering of Proposal (lo be completed only by the Proposer) PUBLIC UTll,l'l Y EQUIPMENT WlTll RI-ZLATEDACCESSORIES AND SUPPLII“-.S ht cotnpliance with the Request for Proposal (RFP)for PUBLIC UTILITY EQUll’Ml:N'l'WITH l(l€l.A llil) ACCESSORIES AND SUPPLIES,the undersigned warrants that the Pmposer has examined this RFP and.being familiar \\ith all olthe lltSlr|tCll()t'tS,let'l1l5Lllldconditiuns.general and technical speci?cations.sales and service expectations,and any special terms,agrees tn furnish the de?ned products and related services in full compliance with all terms and conditions of this RFP.any applicable amendments of this RFP.and all Proposer's response ducuntcntatimt,The Pruposer further understands that it accepts the Fullresponsibility as the sole source of solutions proposed in this RFP response and that the Proposer accepts responsibility for any sttbcorttntclors used to ful?ll this proposal. AI me i .|. Company Name:iwc “Ms "C ____Dale:‘1520” # __ ,__,___,V____WW7" 210 lnvemess Center Diwe Cotnpany Address:__ City:B‘""'"9"am A____V__"___7,_W 7, State:N" _,§__ Zip:_#?__ _ A CAGE Code/Duns &Bradstreet Nu.nber:ff9_°_'°ER°"D“°°‘°°‘”' ‘WV 3‘°""‘. H Conlvacl$DocIatmtContactPerson:_____ Title. .15 R619 Authurtzed Signature: _V___,_,7A__ ___ ’Y am“. (Name printed at‘typed)7 37 Page 224 of 273 FORM F (’ZL')NH73%\(‘I /‘xk LU ‘M ‘C E f-.(\H.?A‘/UA‘?li nu mm1r.W‘“W -1»mm m uuwr11.,:;m:~:“M§‘.1wm.u|*(.u um w H .,_,pw 0 ‘:;‘,w.x~:,m.n,-‘5.y ;,u-1 4 1 1‘H y‘ .v'C»;nr 'JJ‘/«(im V\V‘['1 V»! IHr<Mm rams ’\\WI;-vow,--‘»V.;<Epxwvu Based on NJPA‘.<evaluaiion at you:prnpnsm you have ween awarded a nmmacvAs an uwuldcd vendow you agvee Ga pvovide the products and services contained m youv pvoposul and to meal all at me (emu and condiiians sei forth in mmREV,in any amendments #0 this RFP,and in any excep?ions mm are uccepced by NJPA x 1m,my ‘rnavmrv 1M»_:1-mv w n Y m~\mm1::».av:3.Cu’15am VJ ‘ «''(1(‘w>"4 yrwrvd-C‘vI"x{mm.~~1‘.,)'H r mm’ :m>-'r_»,:m,hm»Irv:em mu ~:10‘:r v‘“or we mu, V wk zm(rn'1|* ,k'€".Kgw"v.;)". 1 nc:1Cuc.»ens ‘:.-5 I-.L rwvrnr?‘‘(MW L W Ve ndoAAu1harizedSignaluves. m Vm(‘cv'Hn:1 [M 11..NC (run _::14 es ?e<1:;>.'.s:r>m 5::no: 2 :3 Venue,NOW mm mrlustnes Inc Aulhmixed Signalarys Title °"""°°‘SP9“““"5‘ may BIOWPE cm’;‘Ix/_arch1?,‘16 mm in ‘H’'-“x",“‘~/3‘. Page 225 of 273 Form F PROPOSER ASSURANCE OF COMPLIANCE Proposal Aflidavit Signatu fl‘Page PR0l’()SER‘S AFFIDAVIT the undersigned.authorized representatite ofthe entity submitting the foregoing proposal (the “Proposer“).«nears that the following statements are true to the best of his or her ltnovtledgc. to‘.1! The Proposer is submitting its proposal under its true and correct name.the Propuscr has been properly originated and legally exists in good standing in its state of residence.the Proposcr possesses.or will possess before delivering any products and related services.all applicable licenses necessary for such delivery to N.ll’A members agencies.The undersigned aftirms that he or slte is authori/.cd to act on be|1all'of,and to legally bind the Proposal to the terms in this Contract The Proposer.or any person representing the Proposer.has not directly or indirectly entered into any agreement or arrangement with any other vendor or supplier.any official or employee ofN.lPA.or any person.?rtn.or corporation under contract with NJ PA.in an effort to influence the pricing.terms.or conditions relating to this RFP in any tvay that adversely affects the free and open competition for a Contract award under this RFP. l‘he Proposer has examined and understands the terms.conditions.scope.contract opportunity.speci?cations request,and other documents in this solicitation and affirms that an_\and all exceptions have been noted in writing and have been included with tlte l’roposer‘s Rl'P response. The Proposct will.it’awarded :1 Contract.provide to NJPA Members the /products and services in accordance with the terms.conditions.and scope of this RFP.with the Proposepoffered speci?cations,and Will!the other documents in this solicitation. The Proposer agrees to deliver products and services through valid contracts.purchase orders.or means that are acceptable to NJPA Metnbers.Unless otherwiseagreed to,the Proposer tnust provide only nevi and ?rst»quality products and related services to NJPA Members under an awarded Contract. The Proposer will comply with all applicable provisions of federal.state.and local laws.regulatton.~..rules.and orders. The Proposer understands that NJPA will reject Rl-‘Pproposals that are marked "eonl'tdenttal“(or “nonpublic." etc.).either substantially or in their entirety,Under Minnesota Statute §l3.59l.Suhd.4.all proposals are considered nonpublic data until the evaluation is complete attd a Contract is awarded.At that point.proposals generally become public data.Minnesota Statute §l3.37 permits only certain narrowly de?ned data to be considered a "trade secret."and thus nonpublic data under Minnesota's Data Practices Act. The Proposer understands that it is the l’roposer‘s duty to protect infomtation that it considers nonpublic, attd it agrees to defend and ittdetnnily NJPA for reasonable measures that NJPA takes to uphold such a data designation. |The rest ofthis page has been left intentionally blank.Signature page below] Page 226 of 273 n_\\igHn\g |\*lm\.F‘1\vpU.~v1M .w>.m»u|edgin;_rxh.L(he m we rm.mm"=.u.n».\mum. mu .m..1ix-.,..\;,\.-mum "hm .r Ana w\rJu“.Hw<.In- (‘u|npan_\Na1n1:: 2m Iuwe-wuss Loom.hm»-/\dL1re.s~ t-H.‘/5-ms,/,P:u.:..T,»inm,m 35:42 Vulcplmne I\‘mm\cr'W59m “H may t1IoM\e'iira|Im.cnrv I:—Ina:|:\ddrex>' /\uIh<\r|/ed Numc tprinled ,1 ”"‘’V “’“f""“_ Cunlmu Shaman-.' I nle‘ ____, “me I—I5—2UlB Nmarin-L! .K S\Ibscnhedan<1 sunrn (0 hour:mu Hl!.~_ du_\M _ 7 Nma:_\Puhlic m and I'm me(‘mung ul __ M)cmnnussimx c.\piru.\‘. Sigrmlul - ‘__>LrJL%, ( -H) mmugum lu mnmlx uixh ll?-3lL'(m\ Page 227 of 273 Form P I’r'npo.rer Name:.-\ltt:c linlitstries,lnr _V Questionnairecompletedby:lQlL1_li;vQc “W PROPOSER QUESTIONNAIRE Payment Terms,Warranty,Products and Services,Pricing and Delivery,and lndustry~Speci?c Questions Payment Terms and Financing Oglions 1) 2) 3) 4) What are your payment teniis (e.g.,net 10,net 30)? Payment lenits are Net It) Do you provide leasing or ?nancing options,especially those options that schools and goventmental entities may need to use in order to make certain acquisitions? Altcc Industries plt|\I(lES leasing and or tiiiaiiiciniiupliunx through our subsidiary Alter‘Uipitiil (lptiuns Include l~'MV.TRAI‘.and Capital lcttscs.l:(|tIl[|lIt<ltl linaiice Agreeiiicitts lFl‘/\sl.and it dedicated Miiiiicipiil l.cii.~.cupiimi I0 meet lhl‘cquiptiiciii needs ut'iiiir municipal custtvnicrs |'hc hcnetils utuur Municipal l,e:i.se option include: I l inane:terms in iriulclithe uscftil lit'c nl the equipment Huiblu lease optitiiis In sltunen lite t‘_\’ClI:.~iiml «In-ruzi.~I:iiiaiiitciirincc mats (‘oiiser\c:.\capital budget funds Match pziynients vtith budget allocations Noii-appmpriiitiuiilanguage included Altec Capital Scrtiws tituinuipal leitsc linriiiciiig ut'l'crs lCl1ll>lioin I2 In Sal months Municipal lessees can lake zitlxiuitzigctit‘ltiu--mtv:?nancing.whil-:simplifying the equipment ticqiiisiliun process.If budget fund.»are not apprincd.xnnply rt-tum Iltc equipineiir to Alter (iipiliil Sc-rtin.-s at the end ol the currcnt tisml year With Altec (apitiil SCIHCITS,there is no need to look iiiiynlicre else Municipalities ciin non ?lltlfdtlhl)piircluisc t-tiuipincnl in it tiincl).siiiiplt?ed wit).the municipal ls‘i'l:Cuttering in iiiiutliei prmluct tliiit -\ltt:c ('itpiIitl SCH-'It,':'.~. l.l (‘otters In uur customers Ill tin cltnn In brcoiiie your piirtncr l‘l!.'?hA'feel tree in \I>.ll liIip.'u wt iiltecciiiiilalCttlll for ntnrc iiitnriniitinii Brie?y describe your proposed order process.Please include enough detail to support your ability to report quanerly sales to NJPA.For example,indicate whether your dealer network is included in your response and whether each dealer (or some other entity)will process the MFA Members‘purchase orders. All purchusc orders arr processed by Allcc liidustncs.as we are a lEICtttt‘_\tlircct L‘llII|[!all)Mr prctci ii process whereas NJl'A nieiiihers issus purchase orders directly to Altei:lntlltblrlch Our NJI'/\quotes IVll€Y\are (lagged in out systciii upon uculiuii.rind ii report is run each qtiiinei to report this Mill‘: diiia ltt NJPA llm prucc»i~the re~.pon.~.il\iliI_\-nt it l&':ll|l at mu wrporatc nttiee uitli \i.~;ilvi|it_\at our vinrdwitlt: npff-’lllt|lts Do you accept the P-card procurement and payment process‘?lfso.is there any additional cost to NJPA Members for using this process’! Page 228 of 273 \es Hi.‘ttcu.-iii I’~c.iit|lltt.'t\'t\it let‘oi 7""toi Ll\'|lll \t”ll ll.tII\.It’lltHI\usual lI'l tlic [iut\'lt?.\v ul iii.i_|m units Wiirrangy 5)Describe in detail your manufacturer warranty program,including conditions and requirements to qualify,claims procedure,and overall structure.You may include in your response a copy of your warranties.but at a minnniiin please also answer the following questions. l'licasc ism:itlhicllctl utirr-.iiit_\\ltK‘\||l)Clll)?thi details in siipiilciiiciii the aiisiiers hcloii a Do your warranties cover all products,parts,and labor? Ye our standard lulrfaltl}is l year mirthand lsiiiur.with ‘It!dd)»lor [rill-Cl Atl4liiiun:i|l_\ll iiiclinles it limited lit}.-iinit:Mimiiit_\t|l'I ,\lf|1L'ltJI2|l conipuneiiis on till our eqiiipiiiciii except for liooiti lruck (‘rang-3 wliicli iIlL‘.‘ years -Do your wan'anties impose usage restrictions or other limitations that adversely affect coverage? No restnctioiis.ll0Wt.‘\L‘rproducts inusi he tV|WT€llL‘(.larid iiuiiiitiiiiietlin accnrdaiice with Alter uperziton nntt l'l13IIIlL‘ll?IIL‘E manunl~.progmiris.and l‘DllllEllll\ I Do your warranties cover the expense of technicians‘travel time and mileage to perfonn warranty repairs? Yes,standard wnmint}is ‘It!dz as for travel tliarize.» I Are there any geographic regions oftlie United States for which you cannot provide a certified technician to perform warranty repairs?How will NJPA Members in these regions be provided service for warranty repair? No.Aliec employs Mubilc Senici:lcelinititins in all Stt stntes nnd (Iiinada We tWHl and operate 37 SI.‘V\t\'x‘ l‘ilities acinss the United States and Caiiaidn II \\ill be the mi:iiiher's decision to schedule ii Mohili:S-:r\IL1‘ Technitianto crime to their site or sclicdiilc in shop service In either czisc.l-R77-(it)Al Tl ‘t |~877-462-SR3!) I\out deilicaiiednumber for nienihers tti jpcillt with tho.-irlocal Pam.Mobile.or Slitip Scnicc lt.‘pfChL‘l|lall\L' 0 Will you cover warranty service for items made by other manufacturers that are pan ofyour proposal.or are these warranties issues typically passed on to the original equipment manufacturer‘! Products lltll iiianutliciurcd ls}Mice with are suppliedhy /\|lec (III special order miultl ht.‘ctiwrctl |Il)Llt:r ilic inaiiulacturer warrant)lhis.would ineluili:items such as iiiiericrs conipru-ssors,lillgatcsl generators.etc I What are your proposed exchange and return programs and policies? l'nri.~ordered in error in nu loiigcr iicetled can he returrwtl lI’it was an error on I\ltec\pan or titliemisc not the ciistniiicfs fault the ltI“o rcstiickiiig fee will he uaixctl lltmever dui:to the nature of our equipment and ilii: drvalualioii that occurs upon title registriilioii.then:is no cxcliaiigr:or reiuni prograiii fur i-quipniunt stllcx 6)Describe any service contract options for the items included in your proposal. We lli|\‘L'included senice L't\lI|HIl‘I packages for ineinliei consideration lliese include I'M liispccimns iii scxurril i|ifl'crt:iii |l|ll?f\'i|l§.l)0l inspeciioiis,l)lClL‘L‘l|'1t.'lest.» Pr ng,De very,d‘s,and Administrative Fee 7)Provide a general narrative description of the equipment/products and related services you are offeriiig in your proposal. A selcctinii ol aerial tli:\'ice.~uitli stzintlrirdS¢l'\‘It.‘C ht>dIt.‘.\and chip dump bodies intiiinicil on clr A selection at tlcrritli (l€\l\‘C\with stantltirdscnicc hodics and chip diiinp liodics intiunicd tl?cliuwis A selection at cranes and tniuk-nioiiiitctlllyd?lttltt‘L'l'ilIlr.‘\ A selection olpicssure diggers A 5t.‘lS:k'||(|ll otctihle plac-:rs sll'|l|j£L‘r\lt5ttVlt||ls't’>.nnd pulls-ra A selcctiun tit‘vinml chipper» \\l.‘lL'L'|l1|lI ul sen ICC b0dIL'\Itllllttll?l on cliauis sis Page 229 of 273 \ii.'lk'k'l|I\lI at \‘ltl[I dump lmdtcs llItl|llIIL‘~l on i.'lIi|\V|\ S]l)esct1lJe your pricing model (eg.,line-item discounts or product—critcgorydiscounts).Provide detailed pricing data (including standard or list pricing and the NJPA discounted price)on all of the items that you want NJPA to consider as part ofyoui‘RH‘response.Provide a SKU for each item in your proposal.(Keep in mind that reasonable price and productadjustments can be made during the tenn ofan awarded Contract.See the bodyofthe RFP and the Price atid Product Change Request Form for more detail.) I inc |ti.'iti Prripi-seal(‘nntriict I'm-trig plus 52 mile llCl|\C[\cliziigc ((UNDS nnl_\‘t.llic pnciiig |'3M|\|IlL‘LllIlL'l\ltl(‘\II discount ttlih?lihtfll 3"»-5”»all MSRP Sec ttttuclicd /\l 'I l'(‘RH"t)|1~lIt<Pncrng —Not lur Distrihutttiit.the nncirig iti this document IhlttlIllt:|M.tl'|)1I\Cst|IIllhllttlttlll}and is not for distribution Itltcc is «in:inrltidtni- Al Tl-.(‘RI P llll-118 Privitig.Illh is the mili tl(K.'tlmL'|t|It»hr‘(ll)Il'IllUlC\l There I\'nu more st ressiiv:ricrn 3V‘€lIlM3lL'in tlic cuuutrx tor cm -nitiie niicurmiieiii nr -zttiimtiurn state.L piirclizisitipdup??ntcllls.(il’t 5\.tiiutiictptilittcs.iiiitu.-rsittes ut sclincildtstncs 9)Please quantify the discount range presented in this response For example,indicate that the pricing in your response represents is a 50%percent discount from the MSRP or your published list. Line Item I test l'nue less “Hi -5"“l)Ib|:Dunl Priiptiscd(‘ontract Price Pl‘tI[tt|$c‘d('ontr.ict Price plus SE 'tuili~Lk-lt\cr_\cluirgc ((1 >\‘l r‘Siin|_\) Sci:rittnched /\l ‘I lit‘RH’(H2-H8 Pricing 7 Nut l~tirDtstrrliiittuit l'here I\no inure ?gg{L‘>Sl\C pnctug available in the cttttnlr}tm t-impcritm:prucurertierii tirgtlllll?lttllls.slult: purcliasing depnnmutts.GM is.ttiutitctptililics.utiii-entries.or sclinol tlthlftts l0)The pricing offered in this proposal is 7 ___a.the same as the Proposer typically offers to an individual municipality,university.or school district. Mb.the same as the Proposer typically offers to GPOs,cooperative procurement orgztnizattons, or state purchasing depzinments. X7__c.better than the Proposer typically offers to CiP()s,cooperative procurement orgatiizatiotis, or state purchasing departments. d.other than wltat the Proposcr typically offers (please describe). 11)Describe any quantity or volume discounts or rebate programs that you offer. Z-5 Units 1%lhscnunt tmin (‘ntitmct Price ti-IO Units l 5".’I)tsi:t-unt frtini tiintntct I’ricc l |«|‘I Ut’|Il>1"u Discount liirnt (‘nntnict Pnce 20'Units IE1!)in lime til Urdct Nut;-'lllllh must be ideiitiral to quality tin tlllitllltl)rchzitc 12)Propose a method of facilitating "sourced"products or related services,which may be referred to as “open market" items or "nonstandardoptions".For example.you may supply such items “at cost"or “at cost plus a percentage."or you may supply a quote for each such request. AI 1 lit‘will utilize and ttpcn Mrirki.-Isccttuii liit ciistuiiier in he ¢’tl’tlt.'tu Cuslttttlllu equipriieiit tl.\iiceded lhc Iltfllls in our ()pL'lI Mztt'l.etseutit-ti will tiittrkedill 20%.rihuic ~\ltcc rust zinrlpresenter!mi 3 unique quote tor each uppuntitiit) tor cusruniei in-ten 13)identify any total cost of acquisition costs that are NOT included in the pricing submitted with your response.'l1iis cost includes all additional charges that are not directly identi?ed as freight or shipping charges.For example,list Page 230 of 273 costs for items like installatinii.set up,mandatory training,or initial inspection.Identify any parties that impose such costs and their relationship to the Proposci: l)<:lIV:‘I'}'is the ttlll)cost not iii.-liitlctl in pritiiip It applies Itlztll i.‘|l.\lttl‘tlL'f\‘illltl ihc |It'IL't'I.‘S.‘(III lI\llL'ltll (‘t iNt‘f\ t)iiiitc.\vi iitilil nccd in tlniic l4lT4'Ill)1llIllgI‘lll\ltl€ttl tlict t)Nl‘.S ittltl will hc priced ill or liclim li||l tvitirkct\1tl||\‘ 14)lfdelivery or shipping is air additional cost to the MFA Member.describe in detail the complete shipping and delivery program. .-\ltec has at team ut dl’t\‘Cl\iliiii viiirlt hit us M c will also miiiraict \\'|lll apprnierl and ieticd third part)time a\\'.'i_\ coiiipaitics ti»dcliier Utll ciiiiitiiiienit'rmii iiiii tiiiiiiutkicturiiig facilities in the ciisiiiincr MIL‘Dclncr)is an iidtlitmiiiil S!no mile and Willhe ciilciilzitcilat lIlttL'utqiinic lirr('()NUS An_\1liingniiisirlc ut’ilic('l INI 7S \\?UlIl hc cuiiimcicd thmiigli ti third pan)cuiiipuii)and would need to be priced air time oft iil quote to custoiiici l'ricing \\ill lacat or liehm lmr iiiarlxet ialiie /tll p?t’1tt'>piiiticipatiiip iii dClt\l:'f_Vat equipment will meet cenniii llhllfilltctf and liahiliti ftt|ulfEII|&'|\l\ l5)Speci?cally describe those shipping and delivery programs for Alaska,Hawaii,Canada.or any offshore delivery. (‘tinada dcliiencs will be driicii to (‘IlSlt\m\‘l siic lw i-ipprmcdand \.L‘llt‘{.lthird pltfl)lll'|\L‘tiwii)mriiptiiiics Alzislia. Hawaii.and iiorldviitlc delixcrics Wlll hc cuiitnicted tliruiigli ii third pan)cuiiipt-iii)iind tuiuld iiccd to be pnccd iii Itine ul initizilqiuitc In custiiiiicr I'ncc “Ill be .ii or bclim Ihir iiitirkci rillc All ]ml’ltL?.\ptirticipiiiinp in itclnei}nt eqiiipiiieiit M lll meet certain insurance and liiiliilit)rcquircttients l6)Describe any unique distribution and/or delivery methods or options offered in your proposal. Altec llId|JSlYlL‘2«has muiiiithctuniig laeilitics Iiiczitcdtiuuugliuut the country lfeusiomci has ll rcquircmciii IUYii "regional build"the)can indicate this in time til quiiti:and vie “ill be happy in accniiiiiiudntc It uiistuiiicr has any unique delivery requirements tsuch as loading equipineiit on a tmtlgr for dtll\Ct'_\‘,etc).they can indicate in time ttl qunti:zind we will he liiippy tn acuiiiiriimlrilc l 7)Please speci?cally describe any self-audit process or program that you plan to employ to verify compliance with your proposed Contract with NJPA.This process includes ensuring that NJPA Members obtain the proper pricing,that the Vendor reports all sales under the Centract each quarter,and that the Vendor remits the proper administrative fee to NJPA. We \2t.I|'l'€llll)run quarterly repuns tor NIP/\orders and ctinipare the L?altltllc?on this list with ineiviben listed on NJl’A's website In \crif3.cusii-niers tin:ins-iiibcrs (Jur Ieuhnical Stiles Reprcsentntiic.that prcpair NJI‘/t quiites lkir utir eusioiiiers go througti training on the quote prm:i:.~.~'.ziiidour quote template is up in date and p(I\‘IL'don nu:mi;-mat miitpaii).c Uur Act:-iutit Managers iiiiist tltig the tiuclt its an NJI’/\quote in our systeiii in urdet to receive .\'Jl’/\ pricing I8)ldentify a proposed administrative fee that you will pay to NJPA for facilitating,managing,and promoting the NJPA Contract in the event that you are awarded a Contract.This fee is typically calculated as a percentage of Vendor's sales under the Contract or as a per-unit fee;it is not a line«item addition to the Member's cost of goods.(See RFP Section 6.29 and following for details.) '\ltcc Industries would like in prnposc ii I‘'..Iec p;i_\iucrii lo NJl'A\iiii iill order‘ lndustr S ec 19)Describe how the equipment you propose in response to this RFP simpli?es the operation for end-users. liii R9 years Altcc has been desigtiiii I and iiiuiiuthcturiiig equipment uith the end user in iiiiiid We want lt|)r.‘f?hI|'\to mirlt “Safer and Siiiiinc and our eqiiipiiieiii helps themby iiicoquiratinp mir expcrieiicc and "mice ut the ciisiui LY put during ilic Llt,’-lgll]Il|i|.\c ui tlul prudiicts /\Jdill|lll‘slll_\our SLIILN. Service.MolvilcScnicc.rind Pans iiciwiirltsiill hciiig ciiiiipnsctlul Alter t.‘l|tplu_\t.'€\iiieaiis tliiil there is at single Pt it I'm the k‘lH|t¥mt‘l vi licii using /'\llr:c equipiiiciii lfan)l]\|:§\’ll<\tl>or issue»n'll'I\(‘ 20)Provide examples from your product offering that are not available from most competitors in this industry. Page 231 of 273 \l1c;l~nu mm .n1Ii[I1|n\HI nu mum ih.u Ulfcrx -\rn..i»lhrmb‘14...»...lrnvk (mm-.~I i|l}7[‘:k'i\kxmrklr-h.mni K Hint)and Scrum Vlnp II-uilu In llw \.mIL'u'.\p«um-Iv l|u~RI 1'\\c .m'll|kiH\[l\haulers u uh nu:II \1§ll\lv1Ir| \ami mu muthui \h'\r'hI[\|IiL'II!mun».m-‘n|N.||II1\5,-mun;IL-uI|»;u-L Ilnnl um Lll)lUll|£|\xc zudlnp uhm in AiA'\k‘|k|f|nuxl \\L .m‘\|"\mum!4:!nm Imhnp wxllml hmmllcon nu:’\L'H.'|l lli-urL'\.uluih Ix Hnl .I\;nhvhh*hum .uv_\mw Clxn: .plain how your equipment in l|I|s calegmy reduces down-lime nn ihlijnh sue \d\.1uu~.J rnpm-mug um!rlpumux lu.~nm__»nmku I\|lcc u|u|p!I\cM the |I\L|u\H\icrnlur in ilmuholm \\'hi-n mm,-~ arm:the AIM Sun ucc (in-up has mm Inn Niuillir Scrucc lcclum-mm nnl|:vlI\\ILJK‘l|l:\I me .u:uluhh-In hc ih.-nluycd ii»\Hul Imam-u Mn|uh-:sL‘|'\I\s Iu‘hIm'|nn~urn‘L'(|\lI|‘[\¢d \\uh ihr lrunkx mid Innis mmlcd In gm \...u R‘mhl 21) cquipvrxcnn -.cr\lL'C¢i .uuXhank un ihr Iuinl rlx .\mvn .1»pumhh Hm prm uic uII—-uh‘umranl}.»L'|'\‘I| pr:\L'nl.alI\c Hls|Illl\'IhIIIL'\‘snlllllulls luv mu I.'U.~'\IIll1L’I\ Mlilnmnailli r\|iw 7\1uh4|cScv\Irc hm 24 hnur unicrizcm}.iw.sIumu as well an L'lHL’fgt‘XlL‘_\muxn L'n\L'vu;1:' uI.) plain how yum company has integrated Icchunlogy into your equipmcnl to provide efficiencies and analylics 10 save lime and costs on Ihe joh r\|Icc has mruxcuedv.uh .:lL‘|L'H|£I|lL’\[V|<>\|d1:li|I pirvriinu I \l.'f1L'\uI'('hm <14:-n‘|.ih1i-xiws uqmppcil u nh crlliamrd lcChnu|i\g_\.xznlisl)|t:.Ilnn.-s and upcnunu:411:1:-um lhc cl-nnv.-clad"Nicky!lrmkx nmhnic \‘u|.1|panels ihgilul hm-inc plate»and lnlcmci mnim1mL\\1.:.n muhulc hm spun \1:In_\M nu:cu~.imm~rs use our Rzuhn Rcuunu-(ommls In n|wr.I|L'mu cqulpmcnl I Ins uflun gnu»Ihc up?alnx uuprmcd \I\|hI||l_\0|the \\nIL hflllg pr-rfnnnuxlin well LIN £\"n\\\(hum IU help weuh ulhcv 1:|sL\rcqulvud In-.Iu;nI i-I uuuig in nu upq.'nIl4u «am um (‘mum am:cqiuppszd »uh «um I M/\|’1l«».'u|h1nam~iil and -’\rca Pmlecunm mm...u mi.l||\|Yl.I_\..II mlnrnmuun .:|-«ml lih.nmclum um!h-andnu hnu ul (ll!)gm.-n lime.Iiclpmg saw mm:an Ih¢‘uh urx |u iV:.'A‘mlIs'lanulm v\uh nut—\MumnzIlL\l>rc.um-ucuuu .:lull pruduu ||u-:.u um)‘hc '.‘a\'|L‘V rmups. cquupmunl um!crms mun ‘\’l\H.'k'l|mu mum-mpmduu hues 23)How does your mzmufaclunng process elnmnaie waste and non-\'alu::added nplions in kccp price increases Io El minimum? ’\llL'L‘is hccnly locum nu clnmnalmg u.nI«.-and non-uxlue uddcd prov;-sses wlnh:Kctplng pntu |lILTL:u>&'.~In 31 mmuuum \\‘u £|L'luL'\L'Hm h_\mllrlllly Rnpnl ('ouIunmu~lmpnncmcn .nuu .munmg zirlnxcd I 0upl)lA1I|lI_\ Syslcm x\ddI|Iuua'l_\nu Inc Ihc H)Pmhlclxl Solving S_\\It‘IIIand um |N'mim.‘lII>I)Mics li.'m.-unph-mcnlru lhc Kzmhzmsch;-dului_u\)-lull)fur Icuu uianiiilacuuiing We um:our economic;ui xuih:In ncgmuuc Iainmhlr zcrrangcrncrmtrmn our suppll?w.and uhll/e (|I lH).~.3slem I1-rpans Ihul we Huck 24)Explain how your distributorsare sel up to provide service and suppnri for equipmcnl in this induslry. \«a furmn‘l‘||'L‘\l mmp:m_\we J4»unl u~c dmnluulun 35)ldemify how your products.services and supplies address the scope oflhis RFP. /\ilu:\::l|\s’>In I»:A hm hm lull sclxicc puvudrl In Ihc l'|lh||L t'nhI3 ¥\lurk:.-I lhc mug:.-I um pnulucl uilcnm: L|||m«.~cilxtnnwrx lu mil}h.\\-.-‘u panurx Ill lhcll Indu~Irj._u uh uh’l'('“‘dC|I'muhun uulm equuum-nl up-c:J.~lhruugh lIIc_\L'.u\MI».-c hu»Jcliluil:-lruluduul uhlllly In meal and exceed Ills L'\p(‘CI.|lhIlI\in mi!NJl'A\L|I\HI7I|l‘l\:1IH|iwluvpe In funh:-I >VI':I\gIhL‘|Ium vc|.|lm||\|\Ip~xluuugh Ilm RI I‘ Signalure __ Page 232 of 273 Opportunity Number:127078 .Iz“'~'d...Quotation Number:5663064 Altec Industries,Inc.Sourcewell Contract #:012418-ALT Date:7/13/2020 Quoted for:City of Englewood Customer Contact: Phone:/Email: Quoted by:Brooklyn Russell Phone:(270)505-1691 I Email:brooklyn.russe||@a|tec.com Altec Account Manager:Ryan Reider REFERENCE ALTEC MODEL AT37G Articulatin Telescoic Aerial Device Insulated $104,353 A.)SOURCEWELL OPTIONS ON CONTRACT (Unit) AT37G-US4O 40'Boom Height (AT40—G)MUST quote ISO option AT37G-ISO ISO boom -MUST QUOTE for 40'boom height (n/a on base model) AT37G-AWD All Wheel Drive T A1.)SOURCEWELL OPTIONS ON CONTRACT General) PSWI PURE SINE WAVE |NVERTER.180O Watts Continuous.GFCI Outlet at Rear Cone Holder,Fold Over Post Style SPOT3 FOUR 4 POINT STROBE SYSTEM LED $573 COMPARTMENT LIGHTS in Bod Comartments -Roe LED Per comanment $151 snore Remote Spot Light,LED,Permanent Mount,With Wireless Dash Mounted Controls A E SPOT6 Remote Spot Light,LED,Permanent Mount,With Wireless Dash Mounted Controls ‘ VCAM Backup Camera SystemmInverterStorageInsideof Body Compartment with Guard SOURCEWELL OPTIONS TOTAL:$122,355 UNIT &HYDRAULIC ACC BODY &CHASSIS ACC Rear cable steps and grab handles ELECTRICAL E FINISHING CHASSIS 2020 Dode 5500 Crew Cab ILO Stock Chassis 13 OTHER OPEN MARKETOPTIONS TOTAL: SUB-TOTAL FOR UNIT/BODY/CHASSIS:$129,884 Delivery to Customer:$2,278 TOTAL FOR UNITIBODYICHASSIS:$132,162 TOTAL FOR UNIT/BODYICHASSIS (QTY 2):$264,324 (C.)ADDITIONAL ITEMS (items are not included in total above) “Pricing valid for 45 days“ NOTES PAINT COLOR:White to match chassis,unless otherwise specified WARRANTY:Standard Altec Warranty for Aerials and Derricks -One (1)year parts warranty One (1)year labor warranty Ninety (90)days warranty for travel charges (Mobile Service)Limited Lifetime Structural Warranty.Chassis to include standard warranty, per the manufacturer. TO ORDER:To order,please contact the Altec Account Manager listed above. CHASSIS:Per Altec Commercial Standard DELIVERY:No later than 360-390 days ARO,FOB Customer Location TERMS:Net 30 days BEST VALUE:Altec boasts the following "Best Value"features:Altec ISO Grip Controls for Extra Protection,Only Lifetime Warranty on Structural Components in Industry,Largest Service Network in Industry (Domestic and Overseas),Altec SENTRY Web/CD Based Training,Dedicated/Direct Gov't Sales Manager,In-Service Training with Every Order. TRADE-IN:Equipment trades must be received in operational condition (as initial inspection)and DOT compliant at the time of pick- up.Failure to comply with these requirements,may result in customer bill-back repairs. BUILDLOCATION:Elizabethtown,KY AT4OG Sourcewell 566306-4.x|sx Page 233 of 273 Vehicle Purchase Two (2) Bucket Trucks August 17, 2020Page 234 of 273 Recommendation Staff recommends the City Council approve, by Resolution, the purchase of two (2) articulating bucket trucks for the Traffic Division Page 235 of 273 Financial Implications On January 6, 2020, the City Council approved the purchase of these vehicles at a total cost of $257,116.00. Unfortunately, the cost of a 4x4 option was not included in the total price. The price of this upgrade is $3,550.00 per unit. The total difference needed is $7,208.00. The Public Works Traffic Division is going to pay $7,100 for the 4x4 option as it is an upgrade from their current units. The reminder cost of $108.00 will come out of the CERF fund. Page 236 of 273 Financial Implications Summary Unit #Vehicle to be Replaced Purchase Year Expected Life of Vehicle Planned Replacement Year Budgeted Replacement Cost Actual Replacement Cost Budget Less Cost 3059 2009 GMC C4500 2009 10 yrs.2019 $111,368.46 $132,162.00 ($20,793.54) 3060 2009 GMC C4500 2009 10 yrs.2020 $111,368.46 $132,162.00 ($20,793.54) $222,736.92 $264,324.00 ($41,587.08) Traffic Division Contribution $7,100.00 Total (34,487.08)Page 237 of 273 Schedule & Timeline Upon approval, Staff will order the two (2) units Expected delivery may take from six (6) to twelve (12) months Page 238 of 273 Questions…Page 239 of 273 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Dave Lee DEPARTMENT: Parks, Recreation & Library DATE: August 17, 2020 SUBJECT: CB 32 - Grant of Water Line Easement DESCRIPTION: CB 32 - Valley Sanitation District has a need for a 3/4 inch water line located at Centennial Park in the northwest parking lot of the park. RECOMMENDATION: Staff recommends Council approve a Bill for an Ordinance for the Grant of Water Line Easement at Centennial Park. PREVIOUS COUNCIL ACTION: City Council approved Ordinance No. 8, Series of 2019 awarding a grant of permanent easement and temporary construction easements to Valley Sanitation District. SUMMARY: Valley Sanitation District is currently constructing approximately 3000 feet of pressure and gravity sever lines with a new lift station to replace the current interceptor sewer line. As part of the ongoing maintenance of the lift station equipment, the District is in need of a 3/4 inch water line to provide potable water to the lift station for washing down equipment and floors during maintenance operations. All water used during these operations will be disposed of through the collection system within the lift station building. ANALYSIS: The potable water line will be located underground within the Easement area as set forth in Exhibit A along with any surface appurtenances necessary for the operation of the water line. In the future, if it becomes necessary to move the water line, the cost of relocation will be borne by the District. FINANCIAL IMPLICATIONS: The City of Englewood shall be solely responsible for any maintenance to the surface area of the Easement Agreement, including any public street surfacing, curbs, gutters and permitted landscaping within the Easement area. The District is required to return the Easement area to its original state upon completion of the construction project. CONCLUSION: Staff recommends that Council approve a Bill for an Ordinance for Grant of Water Line Easement to Valley Sanitation District. Page 240 of 273 ATTACHMENTS: Council Bill #32 Valley Water Line Easement and Exhibit A Page 241 of 273 BY AUTHORITY ORDINANCE NO. ____ COUNCIL BILL NO. 32 SERIES OF 2020 INTRODUCED BY COUNCIL MEMBER ________________ A BILL FOR AN ORDINANCE GRANTING A WATER LINE EASEMENT TO THE VALLEY SANITATION DISTRICT FOR THE SANITARY SEWER LIFT STATION LOCATED IN THE NORTH PARKING LOT OF CENTENNIAL PARK WHEREAS, the Valley Sanitation District (“Valley”) provides sanitary sewer service to approximately 565 customers in the City of Englewood representing exactly twenty-five percent (25%) of the billing accounts for Valley; WHEREAS, Valley owns and maintains a network of collection pipes to move wastewater to the South Platte Water Renewal Partners plant for treatment; WHEREAS, the Englewood City Council passed Ordinance No. 8, Series of 2019, on February 4, 2019 awarding the grant of a permanent easement and temporary construction easement to the District to locate a new sewer line and lift station in the North parking lot of Centennial Park; WHEREAS, as part of the ongoing maintenance and operation of the lift station equipment, the District has a need for a three-quarter inch (3/4") water line; WHEREAS, the water line is necessary to provide potable water to the lift station operations for washing down equipment and floors during the repairs, maintenance and replacement of lift station equipment. All water used in these operations is disposed of via a collection system located within the lift station building. WHEREAS, after the installation of the water line, the District shall, at its cost, restore the property to its original condition to the extent reasonably practicable; WHEREAS, the City retains all of its rights to the undisturbed use and occupancy of the Water Line Easement area, except as necessary to accommodate the District’s lift station facility located therein; WHEREAS, the District shall be solely responsible and at its own cost for the construction, operation, maintenance, repair and replacement, and all restoration work associated with the water line; and WHEREAS, if the District abandons its rights under the Water Line Easement, such easement shall revert back to the City of Englewood; Page 242 of 273 NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, AS FOLLOWS: Section 1. The “Grant of Water Line Easement” from the City of Englewood, Colorado to the Valley Sanitation District, attached hereto as Exhibit A, is hereby granted, accepted and approved by the Englewood City Council. Section 2. The Mayor is authorized to execute and the City Clerk attest and seal the Grant of Water Line Easement Agreement for and on behalf of the City of Englewood, Colorado. Introduced, read in full, and passed on first reading on the 17th day of August, 2020. Published by Title as a Bill for an Ordinance in the City’s official newspaper on the 20th day of August, 2020. Published as a Bill for an Ordinance on the City’s official website beginning on the 19th day of August, 2020 for thirty (30) days. Linda Olson, Mayor ATTEST: Stephanie Carlile, City Clerk I, Stephanie Carlile, City Clerk of the City of Englewood, Colorado, hereby certify that the above and foregoing is a true copy of the Bill for an Ordinance introduced, read in full, and passed on first reading on the 17th day of August, 2020. Stephanie Carlile Page 243 of 273 GRANT OF WATER LINE EASEMENT THIS WATER LINE EASEMENT is made this� day of_��,.., 2020 between the CITY OF ENGLEWOOD, (hereinafter referred to as the "City" or "G7 ntor") and VALLEY SANITATION DISTRICT, (hereinafter referred to as the "District"). WHEREAS, the District is currently constructing approximately 3,000 feet of pressure and gravity interceptor sewer pipe and a new lift station to replace the current interceptor sewer line; WHEREAS, the Parties entered into a Permanent Easement and Temporary Construction Easement Agreement in 2019 to construct_a.sewer lift station and install a sanitary sewer line; WHEREAS, the Englewood City Council passed Ordinance No. 8, Series of 2019, on February 4, 2019 awarding the grant of permanent and temporary construction easements to the District to locate the new sewer line and lift station in a portion of the southwest parking lot at Centennial Park; WHEREAS, as part of the ongoing maintenance of the lift station equipment, the District has a need for a three-quarter inch (3/4") water line which will be located in Lot 2, Block 3, Centennial Industrial Park Subdivision, also known as Centennial Park, City of Englewood, County of Arapahoe; and WHEREAS, the water line is necessary to provide potable water to the lift station operations for washing down equipment and floor during repairs, maintenance and replacement of lift station equipment. All water used in these operations is disposed of via a collection system located within the lift station building. NOW THEREFORE, the City hereby, without warranty of its title or interest whatsoever, grants the District a water line easement over and across that portion of City property described on Exhibit A as attached hereto, upon the following conditions. I. Grant of Easement. Subject to the terms and conditions set forth in this Agreement, Grantor does hereby grant and convey unto the District, its successors and assigns the following Easement: (a)An Easement as set forth in Exhibit A, as attached hereto, for the purpose of constructing, installing, operating, maintaining, repairing and replacing a three-quarter inch (3/4") water service line to the District's lift station. 2. Location of Water Line. The water line shall be located underground within the Easement area, as set forth in Exhibit A, together with any and all surface appurtenances necessary for the operation of the water line. In the event that the City is required, or it is necessary for the water line to be moved, the cost of such relocation shall be borne by the District. 3. Existing Improvements. Grantor and District recognize that over time, Grantor, or Grantor's predecessors, have installed improvements including, without limitation, trees, sod, shrubs, flowers, and parking improvements within the Easement area, as set forth in Exhibit A. After installation of the water line, and any subsequent repair, alteration, inspection or other work performed on the water line, pursuant to this Agreement, the District shall leave the Grantor's property, and the easement area, and all portions thereof, in a clean, sightly, and safe condition, with all rubbish and debris removed therefrom and shall repair and/or restore Grantor's property, to the extent reasonably practicable. Exhibit A Page 244 of 273 4.Notice of Work.Except in the case of emergencies,the District will,during the life of the Easement herein granted,provide the Grantor reasonable advance notice before the District commences any substantial mater.In the event of an emergency,the District shall provide the Grantor notice of such activity as soon as it is reasonably practicable. 5.Reservation of Rights.Grantor retains the right to the undisturbeduse and occupancy of the Easement Area is so far as such use and occupancy is consistent with,and does not impair,the operation,maintenance,and security of the District’s facilities located within the Easement Area. 6.Maintenance of Surface.Grantor,at Grantor’s sole expense shall solely be responsible for the maintenance of the surface of the Easement Area,including any public street surfacing, curbs,gutters and permitted landscapingwithin the Easement Area. 7.Abandonment.In the case the District shall abandon its rights herein granted,either in whole or in part,all right,title and interest of the District hereundershall cease and terminate and shall revert back to the Grantor,or the then owner of the real property burdened by the Easement or the portion therein abandoned,as the case may be,and shall hold the abandoned Easement Area as the same may then be,free from any right,title or claim of the District,but nothing herein contained shall be construed as causing a forfeiture or abandonment of any interest hereunder not owned by the District at the time of such abandonment. 8.District Maintenance Responsibilities.All water line construction,operation, maintenance,repair and replacement and all restoration work shall performed at the District’s sole cost and expense;in a good workman-like manner;and in accordance with all applicable legal requirements. 9.Subiacentand Lateral Support.The District shall have and exercise the right of subjacent and lateral support,to whatever extant is reasonably necessary,for the full,complete and unmolested enjoyment of the District’s rights herein granted.Grantor shall take no action which would impair the earth overburden or subjacent or lateral support of the water line;provided, however,that upon obtaining the speci?c written permission of the District,the earth overburden of the water line may be modified,but it is understood that normally will not be granted for a modi?cation involving a cover of less than 4.5 feet,nor greater than 15 feet,measured vertically from the top of the water line. 8.Entire Agreement.Unless special provisions are attached hereto,the above and foregoing constitutes the whole Agreement between the Parties;and no additional or different oral representation,promise or agreement shall be binding on any of the Parties hereto,with respect to the subject matter hereof,to the extent that any such provisions added hereto conflict with any other provision hereof,such special provision shall control. 9.Miscellaneous.All provisions of this Agreement,including all benefits,shall run with the land and be binding upon,and inure,to the benefit to the successors and assigns of the Parties hereto,subject to the provisions hereof. 10.Assignment.Subject to the provisions of Paragraph 9 above,the Easement Area nor this Agreement shall be assigned by either Party without the prior written consent of the other Party. Any purported assignment without the prior written consent shall be deemed null and void. 11.Severabilig.The invalidity of any one provision of this Agreement will not affect the validity or binding effect of the remaining provisions. Page 245 of 273 12.Governing Law.This Agreement shall be governed and construed under the laws of the State of Colorado.Any actions shall be ?led in the District Courts of Arapahoe County. 13.Indemni?cation.The District,to the extent authorized by law and subject to all of the limitations,defenses,immunities and other protections afforded the District under the Colorado Governmental Immunity Act,24-10-101 et seq.C.R.S.,shall indemnify,save and hold harmless the Grantor against any and all claims,damages,liability and court awards including costs, expenses and reasonable attorney fees incurred as a result of any negligent or wrongful act or omission of the District,its employees,agents and subcontractors pursuant to the terms of this Agreement. Such indemni?cation shall be for all spill,leaks,subsidence of the Basement Area,or any other water line event impacting private or public property,wherein the origin of the event is due to the District’s water line which is the subject of this Agreement. IN WITNESS WHEREOF,the Parties have executed this Water Line Easement Agreement,as of the day and year first above written. GRANTOR: CITY OF ENGLEWOOD,a Colorado Municipal Corporation By: Na1ne: Title: Attest: ACKNOWLEDGEMENT STATE OF COLORADO ) )ss. COUNTY OF ARAPAOE ) The above and foregoing instrument was acknowledged before me this ,2020,by of the City of Englewood,Colorado. Witness my hand and of?cial seal. My Commission expires: Notary Public Page 246 of 273 DISTRICT: VALLEY SANITATION DISTRICT,a quasi-municipal corporation and political subdivision of the State of Colorado.7 _. Chai?i ‘Name:0 ACKNOWLEDGEMENT STATE OF COLORADO ) )ss. COUNTY OF ARAPAHOE ) The foregoing instrument was acknowledged before me this day of JD‘%, 2020,byKr/‘C1130’(%'wa’u%/¢Ld ,by 7/w51//is C'7QQQi.0//l as Chairman of the Valley Sanitation District. WITNESS my hand and official seal. My Commission Expireszl/)/)6},‘ii[IO ',7.0 Notary Pub’ic U BRIDGETBlJ"iTERFlEl.D NOTARYPUBLIC STATE OF COLORADO NOTARYID 20194017937 ‘_ MY COhI£4‘lu£_‘aiLC3[*JmgPIRE$MAY10,2023 Page 247 of 273 EXHIBIT"A" _._l ___l _ E CENTENNIALTRADE CENTER __.\ \I LOT 3 __s2o'2s’5o"w 17502’BLOCK 3 "NW'LYLINE OF LOT 3 \BASIS OF BEARING \ S36'O2'.'56"E é’|‘§“$‘E§E\ sIIso'(TIE)\ENGLEWOOD T __ B BEGINNING PERMANENTEASEMENT AREA=758 S.F.:I: OR 0.017 ACRES:|: BLOCK 1 CENTENNIAL INDUSTRIALPARK OWNER:‘\cm’or ENGLEWOOD AIN:2077—08—1—03—-009 \ /\ (I) 'J_-' § > E: 0. Ir \/ I_E E ________ 'NE1/4SEC.8 T58,R68W,6TH P.M. o’> _I In _I <n: I.|.I D LIJ I.|_ vi S.DECATUR ST.(eo’R 0 w) LINE TABLE L|NE#BEARING DISTANCE L1 N90'OO'00"E 40.06' L2 S12'15'17"W 20.47’ BLOCK 2 L3 N90'0O'00"W 35.74’ 1 inch =100 ft.L4 N00'O4'21"E 20.00’ 1.)PARCEL OWNERSHIPIS BASED ON THE RECORDSOF THE COUNTYASSESSOR. 2.)ACCORDINGTO COLORADOLAW,YOU MUST COMMENCEANY LEGALACTIONBASED UPON ANY DEFECTIN THIS SURVEY WITHINTHREEYEARS AFTERYOU FIRST DISCOVERSUCH DEFECT.IN NO EVENTMAY ANY ACTIONBASED UPON ANY DEFECT IN THIS SURVEYBE COMMENCEDMORE THAN TEN YEARS AFTERTHE DATE OF THE CERTIFICATIONSHOWNHEREON. 3.)THE ONLY PURPOSE OF THIS EXHIBITIS TO SHOW THE LOCATIONOF THE EASEMENT(S). 4.)THIS DOCUMENTSHALL BE CONSIDEREDNULLAND VOID IF IT DOES NOT BEAR THE ORIGINALSIGNATUREAND SEAL OF THE PROFESSIONALLANDSURVEYOROR IF ALTEREDIN ANY WAY. PrecisionSurvey8Mapping,Inc.J;______P M E pmI:~saIunaI Imm suIveyInr_I cmsuImnIs .(19025EKenyonAm,S1I’I|a 159,Denver,co30257 DATE‘05,,28 2°,E E M E N ITeI.'(5D3)7554799 ScALE:_l_=_1_°£_ LOT 3 BLOCK 1 Page 248 of 273 LEGAL DESCIPTION A PARCEL OF LAND LOCATED IN NORTHEASTQUARTER OF SECTION 8,TOWNSHIP5 SOUTH,RANGE 68 WEST OF THE SIXTH PRINCIPAL MERIDIAN,COUNTY OF ARAPAHOE, STATE OF COLORADO,ALSO BEING A PORTION OF VACATED WEST TUFTS AVENUE, CENTENNIALINDUSTRIALPARK SUBDIVISION,FILED IN THE ARAPAHOECOUNTY CLERK AND RECORDER'SOFFICE,SAID PARCEL OF LAND BEING MORE PARTICULARLY DESCRIBEDAS FOLLOWS: BASIS OF BEARING OF THIS DESCRIPTIONIS ALONG THE NORTHWESTERLYLINE OF LOT 3,BLOCK 3 OF SAID PLAT.ASSUMED TO BEAR S20'26'50"W A DISTANCE OF 175.02 FEET; BEGINNINGAT A POINT WHICH BEARS S36'02'36"E A DISTANCEOF 61.60 FEET FROM THE SOUTHWESTCORNER OF SAID LOT 3,BLOCK 3; THENCE N90'0O'O0"EA DISTANCEOF 40.06 FEET;THENCE S12'15'17"W A DISTANCE OF 20.47 FEET;THENCE N90'O0'00"WA DISTANCEOF 35.74 FEET TO THE EASTERLY RIGHT—OF—WAYOF SOUTH DECATURSTREET;THENCE N00’04'2I"E ALONG SAID EASTERLYR|GHT—OF—WAY,A DISTANCEOF 20.00 FEET TO THE POINT OF BEGINNING; WHENCE THE NORTHWESTCORNER OF SAID LOT 3,BLOCK 3 BEARS N06'38'30"E A DISTANCEOF 215.25 FEET; SAID PARCEL CONTAINS 758 SQUARE FEET OR 0.017 ACRES,MORE OR LESS. I,THE UNDERSIGNED,A REGISTEREDLAND SURVEYOR IN THE STATE OF COLORADO,DO HEREBYSTATE THAT THIS EXHIBITWAS PREPARED BY ME OR UNDER MY SUPERVISION AND IS TRUE AND ACCURATE TO THE BEST OF MY KNOWLEDGE. 05/23/2o .I '"° I P E R MANENTnosEenyon:1-IJi;a7z:,9ver,conow ::fL‘E:0:,2:3;),sHEET:_Z_E._E E M E Page 249 of 273 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Maria D'Andrea DEPARTMENT: Public Works DATE: August 17, 2020 SUBJECT: Englewood Police Headquarters Building - Consideration of Change Order with AP Mountain States, LLC, Inc. DESCRIPTION: Police Headquarters Building Change Order with AP Mountain States, LLC RECOMMENDATION: Staff recommends that the City Council approve, by motion, a change order with the project contractor, AP Mountain States, LLC (aka Adolfson & Peterson) to address several remaining items related to the Police Headquarters Building Project in the amount of $118,686.00. PREVIOUS COUNCIL ACTION: A contract with AP Mountain States, LLC, in the amount of $21,029,755.00, for construction of the building and adjacent parking facility. was approved by the City Council on June 5, 2017. This was a Construction Manager/General Contractor (CM/GC) contract with a Guaranteed Maximum Price. Additional items or costs that exceeded the allowance were modified via change order. ANALYSIS: Additional work is required of AP Mountain States for the following items: 1. CRAC System Replacement. This work entails replacement of a computer room air conditioning (CRAC) system in one of the data rooms. The units were sized too large for the space and, therefore, are not working properly. The units will be removed from the building roof and replaced with an in-room, 2-Ton split system with condensate pump that is sized appropriately for the amount of equipment and size of the room. The split system is ductless and thus does not need to be vented to the outside. The roof will be patched and repaired where the existing units are removed. 2. Armory room exhaust. Police Department staff routinely use the armory room for gun cleaning & preparation. This involves the use of solvents that must be vented to the outside. Work would involve adding an exhaust system for this room. 3. Penal Fixtures. AP will supply & install seven penal fixtures in the holding cells to prevent the toilets from being flushed constantly and overflowing. The cells were designed without a drain as this is a potential place to hide contraband. The penal fixtures will require a delay between flushes and thus reduce the likelihood of overflows. 4. DNA Freezer Electrical Modifications. AP will install two electrical receptacles that meet the requirements of the new DNA/evidence freezers purchases by the city. Page 250 of 273 Work Schedule All work is scheduled to be completed in a 3-week period. Upon approval of the change order, AP will order the equipment and, once it arrives, will schedule installation. The lead time on the equipment is approximately 4-6 weeks. Therefore, work is expected to commence in early- October 2020. FINANCIAL IMPLICATIONS: Change Order No. 21 is being brought before the City Council for approval in accordance with the City's Procurement Policy since the total of this change order exceeds $100,000. A summary of all change orders with AP Mountain States is attached. CONCLUSION: Staff recommends approving this change order, in the amount of $118,686.00, with AP Mountain States, LLC. ATTACHMENTS: Contract Approval Summary AP Mountain States Change Order No. 21 Change Order Summary Page 251 of 273 Contract Approval Summary 10/11/2019 Page | 1 Contact Identification Information (to be completed by the City Clerk) ID number: Authorizing Resolution/Ordinance: Recording Information: City Contact Information Staff Contact Person: Maria D’Andrea Phone: (303)762-2506 Title: Director of Public Works Email: mdandrea@englewoodco.gov Vendor Contact Information Vendor Name: AP Mountain States LLC Vendor Contact: Jake Webber Vendor Address: 797 Ventura St Vendor Phone: (720) 951-5925 City: Aurora Vendor Email: jakewebber@a-p.com State: CO Zip Code: 80011 Contract Type Construction Agreement Contract Type: Construction Manager/General Contractor (CM/GC) Description of Contract Work/Services: Attachments: ☐Contract -- ☐Original ☐Copy ☐Addendum(s) ☒Exhibit(s) ☐Certificate of Insurance Summary of Terms: Start Date: June 2017 End Date: November 2019 Total Years of Term: 3 Total Amount of Contract for term (or estimated amount if based on item pricing): If Amended: Original Amount $ Amendment Amount $118,686.00 Total as Amended: $ Renewal options available: Payment terms (please describe terms or attach schedule if based on deliverables): Monthly payments will be made upon work completed and the approval of the invoice. Attachments: ☐Copy of original Contract if this is an amendment ☐Copies of related Contracts/Conveyances/Documents Completion of outstanding items related to the Police Headquarters Building Page 252 of 273 Contract Approval Summary 10/11/2019 Page | 2 Source of Funds: Attachment (For Capital Items Only / Expense Line Item Detail is Located in Open Gov): ☒Prior Month-End Project Status and Fund Balance Report Process for Choosing Vendor: ☐Bid: ☐ Bid Evaluation Summary attached ☐ Bid Response of proposed awardee ☐RFP: ☐ RFP Evaluation Summary attached ☐ RFP Response of proposed awardee ☐Quotes: Copy of Quotes attached ☐Sole Source: Explain Need below ☒Other: Please describe CAPITAL ONLY A B C 1 = A-B-C Capital Operating Year Tyler / New World Project # / Task# Budget Spent to Date Contract Amount Budget Remaining C 2020 34-1101-005, Contingency $ 1,046,639.92 $ - $ 118,686.00 $ 927,953.92 C 2020 $ - $ - $ - Total by Fund and Current Year $ 1,046,639.92 $ - $ 118,686.00 $ 927,953.92 C 2021 $ - $ - $ - $ - O 2021 $ - $ - $ - $ - Total by Fund and Next Year $ - $ - $ - $ - Grand Total with Contingency $ 1,046,639.92 $ - $ 118,686.00 $ 927,953.92 NOTES: . Page 253 of 273 A B C A+B+C D E D+E A+B+C-D-E Fund Bal.Budget New World Project Carry Fwd.2020 BUDGET Amend REVISED 2020 2020 TOTAL APPROP. Project Task #PROJECT End Date 12/31/2019 Approp.Amendments Notes BUDGET EXPEND.ENCUMB.EXP. AND ENC.BALANCE 34 1101 001 Police Building Administration Ongoing 121,479.17 547,655.07 669,134.24 24,316.31 644,817.93 669,134.24 - 34 1101 002 Police Building Construction Ongoing 79,558.34 79,558.34 9,883.63 69,674.71 79,558.34 (0.00) 34 1101 003 Police Building Tech & Equip Ongoing 52,948.17 25,611.83 78,560.00 983.63 77,576.37 78,560.00 - 34 1101 004 Police Building Furniture, Fixtures & Equip Ongoing 2,052.83 31,923.66 33,976.49 22,894.77 10,818.30 33,713.07 263.42 34 1101 005 Police Building Contingency Ongoing 360,012.87 215,577.15 471,049.90 1,046,639.92 - 1,046,639.92 34 1101 006 Police Armored Vehicle Ongoing - - - - 34 1101 007 Fox Building Annex 2019 1,394,234.00 1,394,234.00 - 1,394,234.00 34 1101 008 Police Records Management System 2019 369,581.23 369,581.23 949.00 210,032.23 210,981.23 158,600.00 34 1101 009 Police Radio System 2019 5,695.00 (5,695.00) close to ctg (0.00) - (0.00) 34 1101 010 Other Police Equipment 2019 140,259.46 (140,259.46) close to ctg - - - 34 1101 011 Parking Lot Canopies & Equipment 2019 749,236.00 (749,236.00) close to ctg - - - 34 1101 012 Jefferson Fire Station Sprinkler System 2019 180,000.00 180,000.00 7,347.00 750.00 8,097.00 171,903.00 34 1101 013 Ballistic Film 2019 181,050.00 (181,050.00) close to ctg - - - TOTAL 3,636,107.07 215,577.15 - - 3,851,684.22 66,374.34 1,013,669.54 1,080,043.88 2,771,640.34 2020 Actual 2020 Est Remaining Expenditures (from above)1,080,043.88 Revenues: Net income (loss)(999,016.44) Interest Income 81,027.44$ 81,027.44$ -$ Fund Balance - 1/1/19 3,851,684.22 Total revenues 81,027.44 81,027.44 - Plus: Remaining Revenue Balance - Less: Appropriation Balance (2,771,640.34) Total Budget Available 2020 3,851,684.22 Less: Proj Bal Adj for Negative (0.00) Less Expended and Encumbered 2020 (1,080,043.88) Fund Balance - unappropriated 81,027.44$ Plus Revenue 2020 81,027.44 Total Unencumbered Bond Premium Remaining 2,852,667.78 \ POLICE HEADQUARTERS FUND PROJECT STATUS AND FUND BALANCE REPORT May 31, 2020 2019 ACTIVITY POLICE BLDG-20.xlsx 11:10 AM 6/26/2020Page 254 of 273 Owner Contract Change Order Detailed, Grouped by Each Number ENGLEWOOD POLICE HDQRS AP MOUNTAIN STATES, LLCProject # 7373.00 3615 ELATI STREET, ENGLEWOOD, CO 80110 Tel: Fax: Date: 7/22/2020 To Contractor:Architect's Project No: ADOLFSON & PETERSON CONSTRUCTION Contract Date:6/5/2017 797 VENTURA ST. AURORA, CO 80011 Contract Number: 7373 Change Order Number: 021 The Contract is hereby revised by the following items: OCO21 - Addtional Scope PCO Description Amount 328 Additional Scope: Armory Exhaust, Penal Fixtures, DNA Receptacles, Split System $118,686.00 $21,029,755.00The original Contract Value was................................................................................................................................................... $1,858,400.65Sum of changes by prior Prime Contract Change Orders..................................................................................................................... $22,888,155.65The Contract Value prior to this Prime Contract Change Order was............................................................................................................................ $118,686.00The Contract Value will be changed by this Prime Contract Change Order in the amount of......................................................................... $23,006,841.65The new Contract Value including this Prime Contract Change Order will be.......................................................................................................... 332 daysThe Contract duration will be changed by..................................................................................................................................... 10/8/2020The revised Substantial Completion date as of this Prime Contract Change Order is......................................................................... ADOLFSON & PETERSON CONSTRUCTION CITY OF ENGLEWOODDLR GROUP ARCHITECT CONTRACTOR OWNER 1555 BLAKE STREET, SUITE 250 DENVER, CO 80202 797 VENTURA ST. AURORA, CO 80011 100 ENGLEWOOD PARKWAY ENGLEWOOD, CO 80110 Address Address Address Tom BaiBYBY BY SIGNATURE SIGNATUR SIGNATURE DATE DATE DATE Prolog Converge Printed on: 7/22/2020 cm_projects Page 1 of 1 Jake Webber 7/23/2020 Page 255 of 273 Change Order Request ENGLEWOOD POLICE HDQRS Project # 7373.00 3615 ELATI STREET, ENGLEWOOD, CO 80110 Tel: Fax: Change Order Request: 196 Date: Maria D'Andrea Tom BaileyTo:From: ADOLFSON & PETERSON CONSTRUCTIONCITY OF ENGLEWOOD Change Order Request Description Proposed Amount Days Req COR 196: Additional Scope 332$118,686.00 COR Reference Required By StatusReason BIC - A&PDesign Change COR Notes PCO Description Proposed Amount Potential Change Order Details $118,686.00328 -Lump sum price for Armory exhaust , penal fixture valves, DNA freezer receptacles, and split system work. $118,686.00Total for PCO 328 Approved By: Signature Printed Name Date Page 256 of 273 1 Chris Willcox From:Maria D'Andrea <mdandrea@englewoodco.gov> Sent:Wednesday, May 20, 2020 2:48 PM To:Chris Willcox; Jake Webber Cc:zz_Archive_Matthew Prager; Jeromy King Subject:RE: Englewood Police - Pay App, OCO 020, and Future Changes Hi Chris & Team, Sorry for the delay but we’ve been discussing the best approach internally as well as getting the correct sizing for the unit. The City wishes to go with Option 1 – Scope Adds & Split System: $118,686 with a 3-Ton system. To your question Jake about the Builders Risk coverage, we will need A&P to provide that. Please let me know the adjusted timeline for installation of the future change order items. Jake-I will work on the OCO 20 and other items later this week. Thanks, Maria Maria D’Andrea, P.E., Director of Public Works City of Englewood | Public Works 1000 Englewood Parkway Englewood, CO 80110 englewoodco.gov | o: 303.762.2506 | c: 303-961-4246 From: Chris Willcox <cwillcox@a-p.com> Sent: Friday, May 15, 2020 3:13 PM To: Jake Webber <jakewebber@a-p.com>; Maria D'Andrea <mdandrea@englewoodco.gov> Cc: Matthew Prager <mprager@a-p.com> Subject: RE: Englewood Police - Pay App, OCO 020, and Future Changes USE CAUTION: This email originated from outside of the organization. DO NOT CLICK LINKS or OPEN ATTACHMENTS unless you have verified the sender and know that the content is legitimate. Team, As a side note. If the City doesn’t pull the trigger on the CRAC equipment (and/or split system equipment) soon we run the risk of increased costs due to the COVID situation. Many suppliers are experiencing increased costs and significant material delays. Page 257 of 273 2 The more we continue to delay this the more risk we run on a cost increase and the more we run the risk of delaying the install date. thank you. Have a great weekend. Chris Willcox | Estimator Adolfson & Peterson Construction d 720.278.2536 | m 720.660.7237 cwillcox@a-p.com From: Jake Webber <jakewebber@a-p.com> Sent: Thursday, May 14, 2020 4:43 PM To: Maria D'Andrea <mdandrea@englewoodco.gov> Cc: Matthew Prager <mprager@a-p.com>; Chris Willcox <cwillcox@a-p.com> Subject: Englewood Police - Pay App, OCO 020, and Future Changes Maria, Following up to see where we sit and if you need anything else from AP. Below are the items with action in the city’s court. - Status of OCO 020, any questions? o Should I send this to DLR to sign? - Status of Pay App 027, any questions? o Should I send this to DLR to sign? o Note, DLR has requested a final cert for payment letter per the contract – I am drafting that now and have clarified with our legal how to handle bonds and insurance (between base scope and future change order scope) and here is how each will be handled: GL remains in place continuously and you should have received a renewal cert in March. Bond for the main project will be closed and a consent of surety will be requested today. A new bond for the future change order scope will be provided once we finalize the amount. Builders Risk coverage was previously cancelled after owner occupancy, we will do a new policy for the future change order scope. · Otherwise the city could provide this coverage with the property insurance – please let us know if the city is going to take on this policy or leave it with AP to provide. - Need confirmation of Heat Loads from Acuity and Englewood IT Dept. (Reference attached Spreadsheet) o Jon Anderson/AP needs this information to confirm if a 2 ton or 3 ton split system would be required and confirm CRAC unit is sized appropriately. - Any updates for how to proceed per pricing submitted, and which option is desired? Option 1 – Scope Adds & Split System: $118,686 (Note, 2 or 3 Ton Unit will be the same cost) Option 2 – Scope Adds & CRAC Unit: $136,857 Page 258 of 273 3 Please call me to discuss further, and if we need to get a conference call set up with Jon Anderson, the city, and acuity maybe that’s the next step? – anyway just wanted to check in and get your thoughts. Thanks, Jake Webber | Project Manager m 720.951.5925 jakewebber@a-p.com 797 Ventura Street Aurora, CO 80011 www.a-p.com Page 259 of 273 SUMMARY OF WORK COST OF WORK Base Bid - Lump Sum Total $ 118,686 Add Alternate - Lump Sum Total $ 18,170 $ 136,857 CLARIFICATIONS AND ASSUMPTIONS Division 01 - General Conditions ● ● ● ● ● ● Division 02 - Existing Conditions Demo/Core Drill ● Division 07 - Thermal & Moisture Protection Roofing ● It is assumed all construction debris may be disposed of in the EPD trash bins and that construction crews will have access to EPD public restroom facilities. No allowance for dumpsters or site facilities has been included. Englewood Police HQ - changes 720-660-7237 mobile cwillcox@a-p.com Chris Willcox 4/17/2020 This Construction Services Estimate for The City of Englewood, CO is for work located at The Englewood Police Department Headquarters located at 3615 S. Elati St. Englewood, CO 80110. The Construction Start Date is TBD. In order to manage the short construction duration, the Construction Start Date is anticipated to commence no sooner than four (4) calendar weeks after contracting with AP for this work. This lag time is required in order to allow adequate time for subcontracting, ordering and fabricating of long lead items such as but not limited to the machinal equipment and electrical devices. The Construction Duration is anticipated at a total of two (2) calendar weeks). Clarifications and Assumptions This is an estimate for the cost of construction, no land fees, architectural fees, legal fees, land development fees, tap fees, etc. have been included. This proposal exclusively contains lump-sum pricing. This may not be converted to "Time & Materials/ Not to Exceed" pricing. The cost for permitting has been included. It is assumed all work will be completed during a standard 40-hour work week. No allowance for overtime or off- hours work has been included. Sawcut and remove a 12" x 16" opening in the existing CMU wall located between the Armory Room 122 and Decon Room 121 and core drill a 4.5 inch hole in the Brick veneer of the face of the exterior that is adjoined to Decon Room 121 - as needed as required - in order to adequately install the new Armory Exhaust system. Patch and repair minor roof penetrations - at the HVAC line sets and electrical conduits only - as needed as required in order to accommodate the removal of the existing two (2) improperly sized CRAC systems and to accommodate the installation of one(1) new split system or two (2) new properly sized CRAC systems. This estimate is based on the use of the AIA A102, 2017 edition and the AIA 201, 2017 edition, with A&P's standard contract modifications. Any deviation from these contract terms may result different costs and pricing. TOTAL BID WITH ADD ALTERNATE - Lump Sum Total Any delays or cost impacts due to pandemics, have not been included in the estimate. 4/17/2020 Clarifications Page 1/3 ALTERNATE NOT ACCEPTED Page 260 of 273 Englewood Police HQ - changes Division 09 - Finishes ACT : Acoustical Ceiling Tile ● Paint ● Division 22 - Plumbing Penal Fixtures ● Division 23 - HVAC Armory Exhaust ● Data Room - CRAC/Split System ● ● ● Division 26 - Electrical Penal Fixtures ● ● Armory Exhaust ● Data Room - CRAC/Split System ● ● DNA Freezer Outlets ● ● ● Provide two (2) L14-20R receptacles for new freezers. Outlets to be fed from spare circuits in the main electrical room. Provide one (1) cord for each freezer. Provide one (1) 120 volt circuit to the data center for the wall mounted split system unit ad one (1) 208v circuit to the roof top mounted condenser with new breakers. Supply and install the exhaust system for the Armory Room 122 as per the attached PDF. Provide four (4) junction boxes with 277V to 120V transformers, GFI protection devices and 120v to 24V transformers. Provide power to (1) exhaust fan with a surface mounted switch. Supply and install seven (7) thermometers at the Englewood PD. Labor and material to remove (2) existing CRAC Systems from the data center room on the 2nd floor and relocate to city’s storage facility locate a few miles from the Englewood Police Department. Provide power for four (4) 24v valves in the cell areas. Remove, patch and repair - as needed - any existing ceiling tiles and grid within the immediate area of the electrical and mechanical work as specified below. Touch up wall paint - as needed - any existing wall surface within the immediate are of work. Disconnect and safe off the existing two (2) CRAC systems. Crane to remove (2) condensate units connected to the CRAC Systems from the roof and place new condensate pump for spilt system and relocate to the city's storage facility located a few miles from the Englewood Police Department. Labor and material to install (1) 2-ton ductless split system with condensate pump to data center room on the 2nd floor and roof. 4/17/2020 Clarifications Page 2/3 Page 261 of 273 Englewood Police HQ - changes Add Alternate - Replace Existing CRAC Systems Division 23 - HVAC Data Room - CRAC/Split System ● ● ● Division 26 - Electrical ● ● ITEMS BY OTHERS (exclusions) ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● DOCUMENTS This estimate is based on the following documents: Drawings that this was bid from are at the end of this attachment and listed here. ● ● ● ● ● ● ● ● ● ● ● A4.1 Roof Plan Armory Exhaust - shop daring (DLR drawing will follow) (1 page) Electrical pages page E2.1 and E7.3 with CCD.3 Revision (2 pages) Electric flushometer - cut sheet (1 page) A1.1 - First Floor Plan A1.2 - Second Floor Plan A/V Hookups, Furnishing, Initial Startup, Tech Support Any electric remodels not specifically mentioned. Any mechanical remodels not specifically mentioned. Owner contingency. All fees associated with utilities will be paid for by the owner (water, electric, gas) Electrical pages page E2.1 and E7.3 with CCD.3 Revision (2 pages) Technology – Servers, computers, phones, etc. Architectural and Engineering Fees All moving costs not specifically mentioned. Residential Equipment Televisions Projection Screens, Smart Boards Audio / Visual Projectors Samsung Submittal (6 pages and submitted for reference only - what will be installed will be similar to this but will not be this brand: submittals will be addressed after this agreement is finalized). Disconnect the existing two (2) CRAC systems. Replace the four (4) existing 480v 3 pole breakers with 480v 2 pole breakers and rewire two (2) new properly sized CRAC systems. Stultz DWG NO. IWR0924 dated 03/02/12 (2 pages) CRAC Units - email from DLR Group dated February 19, 2020 (3 pages) CRAC Units - Letter to Owner dated January 31st, 2020 (37 pages) Labor and material to remove (2) existing CRAC Systems from the data center room on the 2nd floor and relocate to city’s storage facility locate a few miles from the Englewood Police Department. Crane to remove (2) condensate units connected to the CRAC Systems from the roof and place new condensate pump for spilt system and relocate to the city's storage facility located a few miles from the Englewood Police Department. Labor and material to install (2) new properly sized CRAC systems to the data center room on the 2nd floor. Removal or work involving hazardous materials, including asbestos & lead abatement as defined by OSHA. Technology - Computers, Servers, phones, etc. – purchasing, moving and installation All artwork - purchasing, moving, and installation Furniture, Desks, chairs, tables, moveable casework – purchasing, moving and installation Any expenses associated with dry utilities and getting them to the site (cable, fiber, power and gas) All independent testing and inspections, including commissioning 4/17/2020 Clarifications Page 3/3 Page 262 of 273 Englewood Police HQ - changes Line Item #blank Description blank Quantity Unit Unit Cost Total Cost Base Bid Englewood Police HQ - changes Division 01 - General Conditions General Contracting Services 001 Site Superintendent 2.50 wks. $3,751 $9,378 002 Project Manager 1.25 wks. $3,329 $4,162 003 Project Coordinator 0.75 wks. $1,898 $1,423 004 Traffic Control 1.00 day $823 $823 005 Property Protection & Daily Cleaning 2.00 wks. $1,267 $2,533 Division 02 - Existing Conditions 006 Demo/Core Drill 1.00 LS $2,345 $2,345 Division 07 - Thermal & Moisture Protection 007 Roofing 1.00 LS $2,110 $2,110 Division 09 - Finishes 008 ACT 1.00 LS $1,072 $1,072 009 Paint 1.00 LS $392 $392 Division 22 - Plumbing 010 Penal Fixtures 1.00 LS $19,332 $19,332 Division 23 - HVAC 011 Armory Exhaust 1.00 LS $9,191 $9,191 012 Data Room - CRAC/Split System 1.00 LS $35,255 $35,255 Division 26 - Electrical 013 Penal Fixtures 1.00 LS $2,649 $2,649 014 Armory Exhaust 1.00 LS $1,484 $1,484 015 Data Room - CRAC/Split System 1.00 LS $3,986 $3,986 016 DNA Freezer Outlets 1.00 LS $2,848 $2,848 Subtotal 98,982$ Markups Material Tax 7.75% $56 Permit and Use Tax 4.85% $4,801 Overhead 5.00% $4,949 General Contractors Fee 10.00% $9,898 Subtotal 19,704$ Base Bid - Lump Sum Total $118,686 Englewood Police HQ - changes .xlsb 4/17/2020 Page 1/2 Page 263 of 273 Englewood Police HQ - changes Line Item #blank Description blank Quantity Unit Unit Cost Total Cost Add Alternate - Replace Existing CRAC Systems Division 23 - HVAC 001 Data Room - CRAC/CRAC 1.00 LS $15,485 $15,485 Division 26 - Electrical 002 Data Room - CRAC/CRAC 1.00 LS -$324 -$324 Subtotal $15,161 Markups Material Tax 7.75% $0 Permit and Use Tax 4.85% $735 Overhead 5.00% $758 General Contractors Fee 10.00% $1,516 Subtotal $3,009 Add Alternate - Lump Sum Total $18,170 Englewood Police HQ - changes .xlsb 4/17/2020 Page 2/2 Page 264 of 273 ID Task Mode Task Name Duration Start 0 ENGLEWOOD PD HQ CHANGES 58 days Wed 7/29/20 1 PRE-CONSTRUCTION 36 days Wed 7/29/20 2 AWARD CO FROM OWNER 0 days Wed 7/29/20 3 AWARD TO SUB-CONTRACTORS 5 days Thu 7/30/20 4 PROCUREMENT LONG LEAD ITEMS 30 days Thu 8/6/20 5 SPLIT SYSTEM - ORDER / LEAD TIME 20 days Thu 8/6/20 6 PENAL FIXTURES - ORDER / LONG LEAD 30 days Thu 8/6/20 7 ARMORY EXHAUST - ORDER / LEADTIME 20 days Thu 8/6/20 8 HARD CONSTRUCTION 15 days Fri 9/18/20 9 S79 SECURE SPACE 2AB 15 days Fri 9/18/20 10 SITE MOBILIZATION 1 day Fri 9/18/20 11 PENAL FIXTURES - INSTALL 7 days Mon 9/21/20 12 SPLIT SYSTEM - INSTALL 14 days Mon 9/21/20 13 ARMORY EXHAUST - INSTALL 7 days Mon 9/21/20 14 DNA FREEZER RECEPTICALS - INSTALL 5 days Mon 9/21/20 15 SUBSTANTIAL COMPLETION 0 days Thu 10/8/20 16 PROJECT COMPLETION 7 days Fri 10/9/20 17 OAC- Punch list 1 day Fri 10/9/20 18 SUB'S RESPOND TO PUNCHLIST 5 days Mon 10/12/20 19 FINAL INSPECTION 1 day Mon 10/19/20 7/29 7/30 AWARD TO SUB-CONTRACTORS7/30 AWARD TO SUB-CONTRACTORS 8/6 SPLIT SYSTEM - ORDER / LEAD TIME 8/6 PENAL FIXTURES - ORDER / LONG LEAD8/6 PENAL FIXTURES - ORDER / LONG LEAD 8/6 ARMORY EXHAUST - ORDER / LEADTIME 9/18 SITE MOBILIZATION9/18 SITE MOBILIZATION 9/21 PENAL FIXTURES - INSTALL 9/21 SPLIT SYSTEM - INSTALL9/21 SPLIT SYSTEM - INSTALL 9/21 ARMORY EXHAUST - INSTALL 9/21 DNA FREEZER RECEPTICALS - INSTALL 10/8 10/9 OAC- Punch list10/9 OAC- Punch list 10/12 SUB'S RESPOND TO PUNCHLIST10/12 SUB'S RESPOND TO PUNCHLIST 10/19 FINAL INSPECTION10/19 FINAL INSPECTION 25 30 4 9 14 19 24 29 3 8 13 18 23 28 3 8 13 18 23 28 2 August 2020 September 2020 October 2020 November 2020 ENGLEWOOD PD HQ CHANGES Start Date - Wed 7/29/20 Duration - 58 days Page 265 of 273 AP Mountain States, LLC (Adolfson & Peterson Construction) - Change Order Summary $21,029,755.00 06/28/19 1 $57,879.48 $57,879.48 $21,087,634.48 03/27/18 21 07/19/19 21 2 $123,221.65 $181,101.13 $21,210,856.13 04/27/18 11 07/30/19 32 3 $154,666.43 $335,767.56 $21,365,522.56 07/02/18 4 08/03/19 36 4 $146,016.63 $481,784.19 $21,511,539.19 08/29/18 0 08/03/19 36 5 $32,683.83 $514,468.02 $21,544,223.02 10/22/18 0 08/03/19 36 6 $76,880.82 $591,348.84 $21,621,103.84 11/16/18 0 08/03/19 36 7 $37,203.33 $628,552.17 $21,658,307.17 12/14/18 0 08/03/19 36 8 $189,186.00 $817,738.17 $21,847,493.17 02/13/19 41 09/13/19 77 9 $23,014.07 $840,752.24 $21,870,507.24 04/10/19 0 09/13/19 77 10 $79,715.18 $920,467.42 $21,950,222.42 04/10/19 0 09/13/19 77 11 $63,560.44 $984,027.86 $22,013,782.86 04/10/19 0 09/13/19 77 12 $164,393.59 $1,148,421.45 $22,178,176.45 04/12/19 32 10/15/19 109 13 $62,261.42 $1,210,682.87 $22,240,437.87 04/12/19 0 10/15/19 109 14 $372,379.36 $1,583,062.23 $22,612,817.23 04/18/19 7 10/22/19 116 15 $316,856.91 $1,899,919.14 $22,929,674.14 04/18/19 20 11/11/19 136 16 $64,950.77 $1,964,869.91 $22,994,624.91 06/29/19 0 11/11/19 136 17 ($80,518.70)$1,884,351.21 $22,914,106.21 08/07/19 0 11/11/19 136 18 ($23,014.07)$1,861,337.14 $22,891,092.14 11/26/19 0 11/11/19 136 19 $5,143.32 $1,866,480.46 $22,896,235.46 01/31/20 0 11/11/19 136 20 ($8,078.81)$1,858,401.65 $22,888,156.65 05/04/20 0 11/11/19 136 21 $118,686.00 $1,977,087.65 $23,006,842.65 08/17/20 0 n/a $1,977,087.65 10% of Contract Amount =$2,102,975.50 Revised Contract Amount =$23,006,842.65 Cumulative Change in Contract DaysChange Order # Revised Sub. Completion Date Original Contract Amount Change Order Amount Accumulated Total Contract Amount Accumulated Total Change Order Amount Change Order Date Change in Contract Days Page 266 of 273 COUNCIL COMMUNICATION TO: Mayor and Council FROM: John Collins, Shawn Lewis DEPARTMENT: City Manager's Office, Police DATE: August 17, 2020 SUBJECT: Finalization of Police Reform Task Force Decisions DESCRIPTION: Staff will present recommendations for Police Reform Task Force for Council input and approval. RECOMMENDATION: Staff recommends Council consider the options below and provide staff direction. PREVIOUS COUNCIL ACTION: In addition to data collection and analysis regarding policing reforms since the end of May, City Council requested a list or outline of task force options from staff during their August 3 City Council meeting and reviewed initial recommendations August 10. SUMMARY: See attached memo. FINANCIAL IMPLICATIONS: Up to $8,500 for professional facilitation ATTACHMENTS: Police Task Force Recommendations Memo Draft Survey Questions for Englewood Police Page 267 of 273 TO: Englewood City Council FROM: John Collins, Police Chief; Shawn Lewis, City Manager DATE: August 13, 2020 SUBJECT: Police Reform Task Force Based on the City Council direction provided August 10, we have refined the details pertaining to the Police Reform Task Force and have provided additional recommendations based on Council feedback. Purpose & Outcome: Review and provide recommendations to City Council regarding the following: 1. Training, Hiring & Discipline a. Review current training, hiring and discipline policies and procedures b. Review best practices regarding training, hiring and discipline in policing c. Determine missing, outdated or inadequate training, hiring and discipline policies and procedures 2. Use of Force Policies and Procedures a. Review current policies and procedures on the following: i. Chokeholds and strangleholds ii. Reporting use of force/threats of use of force iii. Chemical projectiles and other crowd control methods iv. De-escalation practices v. Warnings before discharging firearm vi. Requirements for officers to stop or attempt to stop another officer when force is being inappropriately applied or is no longer required vii. Shooting at a moving vehicle viii. Use of force continuum ix. Fleeing felon b. Review best practices regarding use of force. c. Determine missing, outdated or inadequate policies and procedures regarding use of force. 3. Alternate Policing a. Review current practices regarding alternate policing methods and programs i. Co-Responders ii. Impact Team iii. Restorative Justice (under development) b. Review best practices regarding alternate policing i. Homeless services provision ii. Addiction services iii. Mental health services iv. CAHOOTS and S.T.A.R. v. 911 Call Diversion c. Determine what program modifications, removal, expansion or creations should be undertaken d. Recommend staffing and financial resource needs Page 268 of 273 Committee Formation (Recommending Party in Parenthesis) 1. City Council Options—2-3 reps a. Cheryl Wink b. Joe Anderson c. John Stone 2. Police Staff Options—4 reps a. Chad Read (Staff) b. John Collins (Ex-Officio/Non-Voting) c. Letitia Castillo (Wink) d. Reid McGrath (Anderson/Staff) e. Shauna Flores Lippa (Staff) f. Tracy Jones (Staff) 3. Stakeholder Options—3 reps a. Jen Bock, AllHealth Network b. Mike Sandgren, Change the Trend c. TBD, Swedish Medical Center 4. Residents/Business Representative Options—3 reps a. Amy He (Wink) b. Dominique Cook, Business Owner (Russell) c. Donna Jones, Resident (Russell) d. Guillermo Saenz, Resident (Wink) e. Nate Anderson (Stone) f. Sarah Dean (Stone) g. Steve Ward, Resident (Cuesta) h. Tim Nichols, Resident (Anderson) i. Wes Medford (Stone) Background Documents for Task Force 1. Report on 21st Century Policing (2015) 2. Report to Community on Policing in Englewood (June 2020) 3. Summary of Englewood Telephone Town Hall on Policing (July, 2020) 4. Summary of Panel Discussion on Englewood Police Reform (June, 2020) 5. Summary of best practices in training, hiring, discipline, use of force, and alternate policing methods and program. (To Be Compiled) Facilitation 1. Police Leadership & the City Manager’s Office recommends a paid professional facilitator with experience in law enforcement, social work or related field. 2. Proposed budget: $8,500 3. Outreach for availability, cost and resumes from the following individuals: a. Jon Walton—facilitator and leadership trainer; https://www.jontwalton.com/ b. Jenny Medrano- facilitator and trainer in diversity with Building Bridges; https://buildingbridgesshift.org/ c. Judy Mares-Dixon--mediator and facilitator with Mares-Dixon & Associates; http://dixonmediation.com/aboutus.html 4. Staff requests additional suggestions on facilitation. Page 269 of 273 Schedule Week of August 17: • City Council finalizes membership, confirms purpose and outcome and provides any additional feedback • Task Force recruitment begins • Survey questions finalized for EPD employees Week of August 24: • Background documents sent to Task Force • Survey sent to EPD employees Week of August 31: • First meeting of Task Force—Training, Hiring & Discipline Week of Sept. 7: • Second meeting of Task Force—Use of Force Week of Sept. 14: • Third meeting—Use of Force Week of Sept. 21: • Fourth meeting—Alternate Policing • Fifth meeting—Alternate Policing Week of Sept. 28: • Finalize Recommendations to City Council October 5: • Review Recommendations with City Council Page 270 of 273 Draft Questions for Englewood Police Survey Questions Submitted by Police Leadership Please answer these questions from the framework on your particular position within in the department, Patrol, Investigations, Impact, etc…This is your individual perspective on these matters. All of your answers will be anonymous. 1. What approximate percentage of your day is spent handling calls related to homelessness? 10%, 20%, 30%, 40%, 50%, 60%, 70%, 80%, 90%, 100% a. What percentage of those calls are or end up criminal in nature? 10% through 100% 2. What approximate percentage of your day is spent handling calls related to mental health? 10%-100% a. What percentage of those calls are or end up criminal in nature? 10%-100% 3. What percentage of your day is spent handling calls for service related to substance abuse issues? 10%-100% a. What percentage of those calls are or end up criminal in nature? 10%-100% 4. What is your perception of the percentage of calls for service that you respond to or investigate that do not involve any criminal element? i.e. civil issues, welfare checks, etc… 10%-100% 5. To properly address the issues of homelessness, mental health, and substance abuse which of the programs that the police department already offers could be enhanced or expanded to allow you to be more effective in responding to those types of calls for service? Please rank them in order of priority. o Co-responder program o IMPACT team o ZONE program o Crisis Intervention team training o Community relations/ crime prevention services There are several other programs that agencies around the country are utilizing to address issues of homelessness, mental health, and substance abuse. If the PD adopted one or more of these programs, would it would enhance your ability to effectively manage calls for service? (A brief description of these programs is listed below for your reference) 1. Call diversion program similar to S.T.A.R./C.A.H.O.O.T.S. (Yes or No) a. S.T.A.R. (Support Team Assisted Response) is a City of Denver program that pairs a mental health professional and a paramedic to respond to certain calls for service that involve mental health, substance abuse and homelessness issues. Page 271 of 273 b. C.A.H.O.O.T.S. (Crisis Assistance Helping Out On the Streets) is a program in Eugene, Oregon. It is also a two person team made up of a medic and a crisis worker that respond to a wide range of mental health related crises. 911 call diversion (Yes or No) c. The 911 call taker would “triage” certain calls for service, and if they met a certain criterion, dispatch would refer them to a crisis phone service which would dispatch a mobile crisis team. 2. Do you feel as if the level of de-escalation training you receive provides you the skills necessary to appropriately handle calls for service? a. Yes or no 3. Please provide any further information you wish to provide reference this issue? (Open text box) Questions Submitted by Councilmember Cuesta 1. Is there any type(s) of "call for service" that you feel insufficiently trained, or under-resourced, in properly responding to? 2. What additional trainings or resources could be provided in order for you to feel sufficiently equipped to answer the types of service calls identified in the prior question? 3. What are the most challenging aspects of your daily tasks that could be improved upon? How could such improvements be made? 4. Are there any aspects of your daily tasks involving calls or service or interaction with the public that you think would be better performed by a different government agency or third party specialist? Questions Submitted by Councilmember Anderson 1. I'd like to see a quantitative question regarding use of force (some way to gauge their perception of use of force violations). Something like, "How often have you witnessed a fellow officer cross the line on use of force" (multiple choice- (a) never, (b) once, (c) once a year, (d) multiple times a year. 2. something about training: "Does the training your receive prepare you for the situations you face -- (a) very well, (b) adequately, (c) there's some gaps, (d) needs major changes 3. Something regarding policy (are the policies regarding officer behaviour fair and impartially implemented) 4. Something about need for reform. "city council is currently evaluating our police department and may recommend changes, do you believe we need change? (none, minor, needs major reform) 5. Something about kinds of reform recommended (policy, training, operations?) Questions Submitted by Councilmember Wink • Diversity and Inclusivity 1. Police practices that stem from ‘broken windows’ policing theory such as ‘stop-and- frisk’, are understood by criminal justice researchers as practices that disproportionately Page 272 of 273 affecting Black and Brown communities while providing no evidence of reducing crime. Do you believe that addressing low-level “disorder” issues is necessary to prevent more serious crimes? [Yes/No with text box if they want to say more] 2. Would your day to day challenges in the field be better supported by training focused on anti-racism, implicit bias, mental illness, age-appropriate responses, problem-solving, mediation or cultural competency? [Yes/No with text box if they want to say more] 3. Do you feel prepared and supported in your decision-making regarding immigration enforcement? [Yes/No with text box if they want to say more] 4. The Department of Justice recently announced that it will training all of its officers on implicit bias. Should the Englewood Police Department receive training on implicit bias? [Yes/No with text box if they want to say more] • Training and Development 1. Law enforcement officers must frequently make difficult decisions which rely on legal doctrine. Give this, what are your thoughts on additional mandatory training that includes an emphasis on legal knowledge? [Open paragraph text answer] 2. Is there a need to recruit a more professional law enforcement workforce (four year and advanced degrees with and previous professional career experience? [Yes/No] 3. Would you be in favor of a pilot program that offers college and advanced degree holders a faster track career within law enforcement? [Yes/No] 4. Do you have an opinion about needed reform around No knock raids? If so, please provide a sentence or two explaining your viewpoint. [Open paragraph text answer] • Tools and Technologies 1. Without concern for cost, what tools and technologies would help you perform your duties better than you can today? [Open paragraph text answer] 2. Englewood’s City Council has discussed the adoption of body-worn cameras with the primary objective of reducing frivolous citizen complaints and aiding criminal investigations and prosecutions. How do you feel about the use of body-worn cameras on the job? [5-point Likert scale: 5 Very supportive; 4 supportive; 3 No opinion; 2 somewhat supportive; 1 Not at all supportive] 3. The availability of reliable data provides policymakers and analysts critical insights into law enforcement and helps answer key questions. This understanding in turn, helps the general public’s understanding of your roles and challenges within our communities and aids in public safety. Having reliable, robust and accessible data can also improve internal police processes and decisions. How well do you feel Englewood is doing in terms of collecting relevant data to support good policing policies and practices? [5- point Likert scale: 5 Very well; 4 Pretty Well; 3 Neutral; 2 Somewhat well; 1 Not at all well] • General Police Practices 1. What should the police department’s role be when it comes to schools? [Open paragraph text answer] 2. Recent initiatives regarding policing practices is calling for a reduced reliance on police in our communities. What are your thoughts on this topic? [Open paragraph text answer] Page 273 of 273