Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2020-09-21 (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, September 21, 2020 ♦ 6:00 PM This City Council Special / Regular meeting will be held by teleconference.https://www.youtube.com/watch?v=UEV5nBtXK8Q To view the meeting, please follow this link to our YouTube live stream link: https://www.youtube.com/watch?v=UEV5nBtXK8Q 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Study Session Topic a. 2021 Proposed Capital Improvement Plan Review and Discussion 2021 Proposed CIP Review - Pdf Director of Finance Maria Sobota will provide City Council with an updated 2021 proposed CIP including the: • Prioritized projects totaling $5.457 million as reviewed during the budget process; and, • New projects for council to consider funding through a $3.0 million transfer from the unassigned fund balance to the capital project funds. 5. Consideration of Minutes of Previous Session a. Minutes of the Regular City Council Meeting of September 8, 2020. Teleconferenced City Council Special Regular - 08 Sep 2020 - Minutes - Pdf 6. Appointments, Communications, Proclamations, and Recognition 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, September 21st, please visit https://englewoodco.zoom.us/webinar/register/WN_-nxZSRwRS7O2wS3JicLcrg and register! Page 1 of 290 Englewood City Council Regular Agenda September 21, 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. 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, September 22nd. 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. Council Response to Public Comment. 9. Consent Agenda Items a. Approval of Ordinances on First Reading b. Approval of Ordinances on Second Reading. c. Resolutions and Motions i. Award of contract to iMS for Permit and Land Management System Contract Approval for Permit and Land Management System - Pdf Staff recommends Council approve, by Motion, the Intuitive Municipal Solutions (iMS) Agreement. Staff: Chief Building Official Karen Montanez and Director of IT Margaret Brocklander ii. Keep America Beautiful Grant Keep America Beautiful Grant - Pdf Staff recommends City Council approve, by Motion, the acceptance of a $10,000 grant from Keep America Beautiful for the benefit of Keep Englewood Beautiful. Staff: Planner II Will Charles 10. Public Hearing Items a. 2021 Budget Public Hearing 2021 Budget Public Hearing - Pdf Staff will provide a brief overview of the 2021 Proposed Budget in advance of the Public Hearing. Staff: Director of Finance Maria Sobota Due to COVID-19, the public hearing will be held virtually. Anyone interested in speaking during the public hearing, please call 303-762-2430 or email cityclerk@englewoodco.gov by 5:00 pm September 21, for directions on how to provide testimony virtually OR in person (accommodations will be made). Page 2 of 290 Englewood City Council Regular Agenda September 21, 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. 11. Ordinances, Resolutions and Motions a. Approval of Ordinances on First Reading i. CB 27 - Floodplain Language Adoption - Ordinance change to accept all FEMA Floodplain Revisions CB #27 - Floodplain Language Adoption - Pdf Staff recommends that City Council approve a Bill for an Ordinance to update Chapter 4, Floodplain Regulations Section 16-4-2 (A) authorizing the ongoing incorporation into the Englewood Municipal Code of all future Federal Emergency Management Agency (FEMA) Flood Insurance Study (FIS) and Flood Insurance Rate Map (FIRM) updates. Staff: Capital Project Engineer Devin Keener b. Approval of Ordinances on Second Reading c. Resolutions and Motions 12. Covid-19 Update 13. General Discussion a. Mayor's Choice i. Consideration of direction to staff regarding funding for 5-week (60 shows) Shadows of Sleepy Hollow puppet show in downtown Englewood Sleepy Hollow puppet show in downtown Englewood (1) b. Council Members' Choice 14. City Manager’s Report 15. City Attorney’s Report 16. Adjournment Page 3 of 290 STUDY SESSION TO: Mayor and Council FROM: Maria Sobota DEPARTMENT: Finance DATE: September 21, 2020 SUBJECT: 2021 Proposed Capital Improvement Plan (CIP) Review and Discussion DESCRIPTION: 2021 Proposed Capital Improvement Plan Review and Discussion RECOMMENDATION: Staff will provide city council with an updated 2021 proposed CIP including the: • Prioritized projects totaling $5.457 million as reviewed during the budget process; and, • New projects for council to consider funding through a $3.0 million transfer from the unassigned fund balance to the capital project funds. PREVIOUS COUNCIL ACTION: City council has been provided the following opportunities to review the preliminary 2021 operating and capital budget priorities and to provide input to Staff: • August 24, 2020 - Revised Draft of the 2021 Proposed Budget, specifically the General Fund Budget shortfall previously addressed with Council • August 10, 2020 - Draft of the Proposed 2021 Operating and Capital Budget • May 26, 2020 - Preliminary 2021 Operations / Capital Requests • May 11, 2020 - Preliminary 2021 Capital Project Requests (Including Planning & Zoning Commission recommendations) • April 6, 2020 - 2021 Revenue and Expenditure Forecast • February 24, 2020 - 2021 Budget Preview SUMMARY: During the August 24th Study Session, city council requested a $3.0 million General Fund transfer to the Public Improvement Fund (PIF) using a portion of the unassigned fund balance. During the study session, staff will ask council to consider funding multiple parks projects (see attachment #1) and a Little Dry Creek at the Plaza renovation project eligible for matching funds (total recommendation is $2.8 million). Staff also seeks council direction for an additional $200,0000 in Tier1/Tier 2 capital projects (see attachments #2 and #3). City council is being asked to provide direction regarding these recommendations during the study session. The following summarizes past and needed direction: Page 4 of 290 Prior Action - $5.457 million proposed 2021 capital projects list • May, 2020 Planning and Zoning Commission recommendation list - $5.0 million (see attachment #4) • August, 2020 Staff and city council recommendation list - $0.457 million Current Action - Add $3.0 million to the proposed 2021 capital projects list • Parks capital project recommendations - $2.8 million (including $740K in matching funds for Little Dry Creek Plaza) • $200,000 in non-park projects to spend at Council's discretion. There are many improvements needed throughout Englewood’s park system. Using approximately $2.8 million from the city’s current unassigned fund balance will help address several of the most pressing needs. The Parks & Recreation Master Plan identified more than $30 million in necessary repairs and upgrades. For the recommendations that follow, the Parks and Recreation Master Plan was reviewed and included community input, residents’ preferences, and final recommendations to guide future improvements to the parks system. Staff has implemented some of the recommended renovations through grants and associated local matching funds in the CIP. Baker Park playground, restroom facility and picnic shelter: Total Renovation Cost: $600,000 The Parks and Recreation Master Plan identified Baker Park as having no improvements since 2006. Baker is .93 acres and is located in a residential neighborhood. The park backs up to a larger lot owned by the Englewood School District. In the Spring of 2020, when the City inquired about purchasing the property to expand the existing park site, the school district expressed interest in keeping the location for future district development. The Master Plan identified a renovation of Baker Park to the cost between $800,000-$1.2 million in 2016. The Plan recommended an overall renovation design to be developed but with limited funding and higher need to improve the park amenities and with uncertainty of future funding staff is confident improving the picnic shelter, restroom facility and installing a new playground will enhance the existing park and bring new life to the park. Centennial Park basketball court, playground, and picnic shelter. Total Renovation Cost: $560,000 The Parks and Recreation Master Plan identified Centennial Park as a 44.15 acre site with a fishing lake, 2 baseball fields, a soccer field, basketball court, picnic areas, playground, two restrooms and native areas. Overall improvement identified calculate to $7.5-$8.5 million. Centennial has many recommended improvements from irrigation to landscaping to baseball backstop improvement and shoreline improvements to the lake. Staff is proposing to replace the playground which is one of the oldest in the city, update the existing restrooms and renovate the picnic shelter and basketball court. Cushing Park skate park and parking lot improvements. Total Renovation Cost: $550,000 The final park identified for improvements in 2021 is Cushing Park. Cushing Park is a very visible park located off of Dartmouth and Inca streets. The Parks and Recreation Master Plan identified Cushing Park as a 11.5-acre park with a basketball court, picnic areas, playground, multi-use field, skate park, horseshoe pits, a pond and access to Little Dry Page 5 of 290 Creek Trail. The total renovation cost was estimated to be between $5.0-$6.0 million. For 2021, staff recommends council consider using capital funds to improve the skate park and parking lot. Irrigation improvements replace 20+ years old irrigation systems at three sites. Total Renovation Cost: $350,000 The following three sites have 20+ years old irrigation systems that need replacing: Baker Park, Rotolo Park and the broken irrigation system along Englewood Parkway. Staff is also recommending that council consider additional funding for Little Dry Creek at the Plaza eligible for matching funds: Little Dry Creek at the Plaza project improvements include $740,000 plus matching Mile High Flood District (MHFD): • New trail to connect nearby downtown Broadway restaurants and retail • Stairway to from plaza to access the creek • Complete creek improvements with landscaping and finalize channel improvements to Broadway MHFD confirmed in early 2020 they had $1.1 million dollars in matching funds earmarked for the Little Dry Creek Plaza channel improvements. Public Works and Parks staff identified $360,000 in available funds out of the Capital Budgets to match a portion of the Mile High Flood District available funds. The total dollar amount of $720,000 ($360,000 Englewood and $360,000 MHFD) has been committed and an IGA with MHED was previously approved by council at the August 3rd meeting. Additional funding of $740,000 in City funds and the MHFD matching fund would allow us to complete Phase I of the Little Dry Creek Plaza. The estimate of renovations for Little Dry Creek is from 2018. We do anticipate a cost increase to the initial estimate. Staff is confident that $740,000 would allow substantial completion of Phase I. Funding will still be needed for Phase II. Phase I has begun the process in reactivating the area as a park to encourage more visitors to come to the area and enjoy the new landscaping and natural stream. Phase II renovations are estimated to be over $2.5 million and will not be eligible for the 50/50 match funding from Mile High Flood District. Phase II renovations would involve the renovation of the park area and does not meet the criteria for the current match program. Finishing Phase I assists in flood control and making the area more aesthetically pleasing to lend way to improving the park. During the study session, council is being asked to comment on staff recommendations above and also to provide guidance regarding additional 2021 capital projects totaling $200,000 from the Public Improvement Fund (30) and/or the Capital Projects Fund (31). ANALYSIS: N/A FINANCIAL IMPLICATIONS: Page 6 of 290 The proposed 2021 Budget includes a $3.0 million transfer from the General Fund to the Public Improvement Fund. Staff recommends city council consider the following projects to include in the 2021 Budget: Funding Priorities - $3.0 million • Baker Park: new picnic shelter, restroom and playground - $600,000 • Centennial Park: new shelter, restroom facility, playground and basketball court - $560,000 • Cushing Park: many needs but the skatepark is heavily used and outdated - $550,000 • Irrigation improvements at three sites (Broadway and Hampden medians, Baker Park and Rotolo Park); improvements will replace the 20+ years old irrigation systems - $350,000 • Little Dry Creek at the Plaza renovation with Mile High Flood District matching funds - $740,000 • Additional capital projects as selected by City Council - $200,000 ALTERNATIVES: N/A CONCLUSION: Staff recommends City Council appropriate the $3.0 million transfer from the General Fund to the Public Improvement Fund, funding $2.8 million for the parks projects as described, including $740,000 for the Little Dry Creek project, and provide input regarding how to allocate the remaining available funds ($200,000). ATTACHMENTS: 1) Memo from Parks, Recreation, Library and Golf Director, Christina Underhill 2) Tier 1 Project List of Funded and Unfunded Projects 3) Tier 1 and Tier II Public Improvement Fund and Capital Projects Fund Projects List (from the Capital Improvement Plan section of the Proposed 2021 Budget book) 4) Planning and Zoning May, 2020 Memo Page 7 of 290 TO: Shawn Lewis, City Manager FROM:Christina Underhill, Parks, Recreation, Library and Golf Director DATE: 8/24/2020 RE: Recommendations for Unassigned Fund Balance Spending for Renovations at Baker, Centennial, Cushing Parks, Irrigation System Improvements and Little Dry Creek Phase I Drainage and Flood Control Improvements Overview There are many improvements needed throughout Englewood’s Park system. The discussion of using $2.06 million from the City’s Unassigned Fund Balance will help address a few of the most pressing needs in our parks out of more than $30 million in need identified in the Parks & Recreation Master Plan. For the recommendations that follow, the Parks and Recreation Master Plan was reviewed which included community input on residents’ needs and final recommendations to guide future improvements to the parks system. Staff has implemented some of the recommended renovations through grants and associated local matching funds in the CIP. Funding Priorities Baker Park needs a new picnic shelter, restroom and playground. Centennial Park needs a new shelter, playground and basketball court. Cushing has many needs but the skatepark is heavily used and outdated. The estimated cost for Baker Park is $600,000, Centennial is $560,000 and Cushing is $550,000 for a total of $1,710,000. Irrigation improvements for $350,000 at three sites (Broadway and Hampden medians, Baker Park and Rotolo Park). These improvements will replace the 20+ old irrigations systems. Little Dry Creek- $740,000 For a total funding need of $2,800,000. The information below summarizes each of these park needs includes a brief overview, map of the park, Master Plan recommendations and a conceptual drawing if available. Baker Park The Parks and Recreation Master Plan identified Baker Park as having no improvements since 2006. Baker is .93 acres and is located in a residential neighborhood. The park backs up to a larger lot owned by the Englewood School District. In the Spring of 2020 when the City inquired about purchasing the property to expand the existing park site, the school district expressed interest in keeping the location for future district development. The Master Plan identified a Page 8 of 290 renovation of Baker Park to the cost between $800,000-$1.2 million in 2016. The Plan recommended an overall renovation design to be developed but with limited funding and higher need to improve the park amenities and with uncertainty of future funding staff is confident improving the picnic shelter, restroom facility and installing a new playground will enhance the existing park and bring new life to the park. Baker Park Proposed 2021 updates: playground, restroom facility and picnic shelter. Total Renovation Cost: $600,000 Playground Restroom Picnic Shelter 2200 W. Wesley Ave Baker Master Plan Excerpt Page 9 of 290 Centennial Park The Parks and Recreation Master Plan identified Centennial Park as a 44.15 acre site with a fishing lake, 2 baseball fields, a soccer field, basketball court, picnic areas, playground, two restrooms and native areas. Overall improvement identified calculate to $7.5-$8.5 million. Centennial has many recommended improvements from irrigation to landscaping to baseball backstop improvement and shoreline improvements to the lake. Staff is proposing to replace the playground which is one of the oldest in the city, update the existing restrooms and renovate the picnic shelter and basketball court. Centennial Park Proposed 2021 updates: basketball court, playground and picnic shelter. Total Renovation Cost: $560,000 Centennial Park 4630 S. Decatur St. Centennial Master Plan Excerpt Page 10 of 290 Cushing Park The final park identified for improvements in 2021 is Cushing Park. Cushing Park is a very visible park located off of Dartmouth and Inca streets. The Parks and Recreation Master Plan identified Cushing Park as a 11.5-acre park with a basketball court, picnic areas, playground, multiuse field, skatepark, horseshoe pits, a pond and access to Little Dry Creek Trail. The total renovation cost was estimated to be between $5-$6 million. For 2021, staff have identified the skate park and parking lot as needed enhancements. Cushing Park Proposed 2021 updates: skate park and parking lot improvements. Total Renovation Cost: $550,000 Cushing Master Plan Excerpt Page 11 of 290 Little Dry Creek Mile High Flood District (MHFD) confirmed in early 2020 they had $1.1 million dollars in matching funds earmarked for the Little Dry Creek Plaza channel improvements. Public Works and Parks staff identified $360,000 in available funds out of the Capital Budgets to match a portion of the Mile High Flood District available funds. The total dollar amount of $720,000 ($360,000 Englewood and $360,000 MHFD) has been committed and an IGA with MHED was previously approved by council at the August 3rd meeting. Additional funding of $740,000 in City funds and the MHFD matching fund would allow us to complete Phase I of the Little Dry Creek Plaza. Phase I is the area shown inside the white dashed line on the conceptual drawing. The estimate of renovations for Little Dry Creek is from 2018. We do anticipate a cost increase to the initial estimate. Staff is confident that $740,000 would allow substantial completion of Phase I. Funding will still be needed for Phase II. Phase I has begun the process in reactivating the area as a park to encourage more visitors to come to the area and enjoy the new landscaping and natural stream. Phase II renovations are estimated to be over $2.5 million and will not eligible for the 50/50 match funding from Mile High Flood District. Phase II renovations would involve the renovation of the park area and does not meet the criteria for the current match program. Finishing Phase I assists in flood control and making the area more aesthetically pleasing to lend way to improving the park. Below is the cost estimate for Phase I improvements. The conceptual drawing includes both Phase I and Phase II. Initial phase I will only include ($360,000+MHFD Matching): Design and construction of channel improvements on Little Dry Creek in the area around the culver entrance and roughly 150 feet upstream. Installation of a safety grate to cover the entrance of the culvert beginning at Englewood Marketplace shopping center. Channel and landscape improvements, roughly 150 feet upstream of the new grate. Removal of the concrete bottom of the former pond and restore the channel bottom to its former natural state in the area just upstream of the new grate. Additional Funding project improvements include ($740,000+matching MHFD): New trail to connect nearby downtown Broadway restaurants and retail. Stairway to from plaza to access the creek. Complete creek improvements with landscaping and finalize channel improvements to Broadway. Page 12 of 290 Conceptual Drawing for Little Dry Creek Plaza area with proposed improvements: PHASE I: Page 13 of 290 Page 14 of 290 City of Englewood, Colorado 2021 Tier 1 Capital Projects List Prioritzation: Tier 1, Tier 2 or Tier 3 Tier 1 Row Labels Sum of 2021 One-Time Sum of 2022 One-Time Sum of 2023 One-Time Sum of 2024 One-Time Sum of 2025 One-Time Recommend Funded Unfunded 30-Public Improvement Fund 7,455,300$ 11,913,000$ 9,636,150$ 8,774,458$ 7,913,881$ Communications 90,000$ -$ -$ -$ -$ Way Finding and Place Making 90,000$ -$ -$ -$ -$ Yes 90,000$ Community Development -$ 210,000$ 1,200,000$ 1,200,000$ -$ CityCenter Englewood Station/S. Santa Fe Dr. Ped/Bike Bridge -$ -$ 1,200,000$ 1,200,000$ -$ Rail Trail Segment 1 Bridge (Big Dry Creek - Oxford Station) -$ -$ -$ -$ -$ Rail Trail Segment 1 Trail (Big Dry Creek - Oxford Station) -$ 210,000$ -$ -$ -$ Parks, Recreation and Library Services 60,000$ 2,563,000$ 1,066,150$ 69,458$ 23,881$ Englewood Recreation Center Improvements -$ 1,500,000$ -$ -$ -$ Jason Park Renovations -$ 1,000,000$ 1,000,000$ -$ -$ Parking lot maintenance/Asphalt 60,000$ 63,000$ 66,150$ 69,458$ 23,881$ Yes 60,000$ Public Works 7,305,300$ 9,140,000$ 7,370,000$ 7,505,000$ 7,890,000$ Alley Maintenance 300,000$ 300,000$ 320,000$ 325,000$ 340,000$ Yes 300,000$ Broadway-US 285 Interchange Reconstruction (TC $9.5 million; Federal Funding $7.6 million; CDOT Funding $800K; City Share $1.1 million)-$ -$ -$ -$ -$ Concrete Program Ramps By Area 240,000$ 240,000$ 250,000$ 280,000$ 300,000$ Yes 240,000$ Concrete Utility Program (City's Share) By Area 300,000$ 325,000$ 325,000$ 350,000$ 350,000$ Yes 300,000$ Dartmouth Ave, US 85 to South Platte River Drive West -$ -$ -$ -$ -$ E Dartmouth Ave Traffic Calming 320,000$ -$ -$ -$ -$ Yes 320,000$ Floyd & Elati Intersection Improvements 100,000$ -$ -$ -$ -$ 100,000$ Neighborhood Street Reconstruction By areas (see map)3,000,000$ 3,000,000$ 3,250,000$ 3,250,000$ 3,500,000$ 3,000,000$ Neighborhood Traffic Calming Program 75,000$ -$ -$ -$ -$ 75,000$ Oxford Avenue Pedestrian Bridge (TC $2 million; Federal Funding $1.6 million; City Share $400K)-$ -$ -$ -$ -$ Pavement Maintenance By areas (see map)1,800,000$ 1,900,000$ 2,000,000$ 2,100,000$ 2,200,000$ Yes 1,800,000$ Signal Equipment Upgrade/Replacement 150,000$ 175,000$ 175,000$ 200,000$ 200,000$ Yes 150,000$ Traffic Signal Rehabilitation & Replacement 100,000$ 800,000$ 800,000$ 800,000$ 800,000$ Yes 100,000$ US 285 Congestion Mitigation Study (TC $1.6 million; Federal Funding $1.28 million; CDOT Funding $200K; Other Funding $80K; City Share $40K)40,000$ -$ -$ -$ -$ Yes 40,000$ Walk and Wheel Plan Implementation By Area 150,000$ 200,000$ 250,000$ 200,000$ 200,000$ Yes 150,000$ Dartmouth Bridge Improvement Project 630,300$ -$ -$ -$ -$ Yes 630,300$ Little Dry Creek at the Plaza - preliminary design 100,000$ 2,200,000$ -$ -$ -$ Yes 100,000$ 31-Capital Projects Fund 1,810,700$ 1,335,076$ 954,248$ 920,558$ 774,400$ Administration 95,000$ -$ -$ -$ -$ Records and Information Management System 95,000$ -$ -$ -$ -$ Yes 95,000$ Finance 100,000$ -$ -$ -$ -$ Capital Projects Tracking System 100,000$ -$ -$ -$ -$ Yes 100,000$ Information Technology 1,049,000$ 840,000$ 490,000$ 440,000$ 275,000$ Audio Visual (Council Chambers)200,000$ -$ -$ -$ -$ 200,000$ Fiber Network 500,000$ 600,000$ 250,000$ 200,000$ -$ Yes 500,000$ IT Infrastructure (inlcudes Network Development, Telecommunications & Public Wi-Fi)150,000$ 150,000$ 150,000$ 150,000$ 150,000$ Yes 150,000$ Recreation Center Monitors 9,000$ -$ -$ -$ -$ 9,000$ Security Camera Video Server 100,000$ -$ -$ -$ -$ Yes 100,000$ Workstation Refresh Program 90,000$ 90,000$ 90,000$ 90,000$ 125,000$ Yes 90,000$ Parks, Recreation and Library Services 61,700$ 85,076$ 74,248$ 80,558$ 79,400$ 1% of CPF Amounts Dedicated to Art in Public Places 11,700$ 35,076$ 24,248$ 30,558$ 29,400$ Yes 11,700$ Emerald Ash Borer Mitigation 50,000$ 50,000$ 50,000$ 50,000$ 50,000$ Yes 50,000$ Public Works 505,000$ 410,000$ 390,000$ 400,000$ 420,000$ ADA Audit of all City Facilities 80,000$ -$ -$ -$ -$ Yes 80,000$ Civic Center Facility Rehabilitation Repairs 100,000$ 100,000$ 100,000$ 100,000$ 120,000$ 100,000$ ERC Air Handler Refurbishment 75,000$ -$ -$ -$ -$ 75,000$ ERC Fan upgrades -$ 40,000$ -$ -$ -$ Facilities and Operations-General 250,000$ 270,000$ 290,000$ 300,000$ 300,000$ 250,000$ Jefferson Fire Station-Fire Suppression System -$ -$ -$ -$ -$ Grand Total 9,266,000$ 13,248,076$ 10,590,398$ 9,695,016$ 8,688,281$ 5,457,000$ 3,809,000$ 5,457,000$ 9,266,000$ -$ -$ Page 15 of 290 City of Englewood, Colorado Finance Department Proposed 2021 Capital Projects Fund and Public Improvement Fund - Capital Projects List Fund Department Priority Project Name 2021 Recommend 2021 Request Public Improvement Fund Communication s Tier 1 Way Finding and Place Making $ 90,000 $ 90,000 Public Improvement Fund Parks, Recreation, Library and Golf 0 Baker Park 2021 Updates $ 600,000 $ 600,000 Public Improvement Fund Parks, Recreation, Library and Golf 0 Broadway and Hampden medians, Baker Park and Rotolo Park irrigation system improvements $ 350,000 $ 350,000 Public Improvement Fund Parks, Recreation, Library and Golf 0 Centennial Park 2021 Updates $ 700,000 $ 700,000 Public Improvement Fund Parks, Recreation, Library and Golf 0 Cushing Park 2021 Updates $ 550,000 $ 550,000 Public Improvement Fund Parks, Recreation, Library and Golf 0 Little Dry Creek at the Plaza $ 740,000 $ 740,000 Public Improvement Fund Parks, Recreation, Library and Golf Tier 1 Parking lot maintenance/Asphalt $ 60,000 $ 60,000 Public Improvement Fund Public Works Tier 1 Alley Maintenance $ 300,000 $ 300,000 Public Improvement Fund Public Works Tier 1 Concrete Program Ramps By Area $ 240,000 $ 240,000 Public Improvement Fund Public Works Tier 1 Concrete Utility Program (City's Share) By Area $ 300,000 $ 300,000 Public Improvement Fund Public Works Tier 1 E Dartmouth Ave Traffic Calming $ 320,000 $ 320,000 Public Improvement Fund Public Works Tier 1 Little Dry Creek at the Plaza - preliminary design $ 100,000 $ 100,000 Public Improvement Fund Public Works Tier 1 Neighborhood Street Reconstruction By areas (see map) $ - $ 3,000,000 Public Improvement Fund Public Works Tier 1 Pavement Maintenance By areas (see map) $ 1,800,000 $ 1,800,000 Public Improvement Fund Public Works Tier 1 Signal Equipment Upgrade/Replacement $ 150,000 $ 150,000 Page 16 of 290 City of Englewood, Colorado Finance Department Proposed 2021 Capital Projects Fund and Public Improvement Fund - Capital Projects List Fund Department Priority Project Name 2021 Recommend 2021 Request Public Improvement Fund Public Works Tier 1 Traffic Signal Rehabilitation & Replacement $ 100,000 $ 100,000 Public Improvement Fund Public Works Tier 1 US 285 Congestion Mitigation Study (TC $1.6 million; Federal Funding $1.28 million; CDOT Funding $200K; Other Funding $80K; City Share $40K) $ 40,000 $ 40,000 Public Improvement Fund Public Works Tier 1 Walk and Wheel Plan Implementation By Area $ 150,000 $ 150,000 Public Improvement Fund Public Works Tier 2 Bridge Maintenance $ - $ 250,000 Public Improvement Fund Public Works Tier 2 Broadway Safety Improvements $ - $ 50,000 Public Improvement Fund Public Works Tier 2 Neighborhood Street Lighting By areas, see map $ - $ 300,000 Public Improvement Fund Public Works Tier 2 Old Hampden Complete Streets, Clarkson to US 285 $ - $ 300,000 Public Improvement Fund Public Works Tier 2 Sidewalk Gap Construction $ - $ 250,000 Public Improvement Fund Public Works Tier 2 Street Lights and Furniture repair/replacement $ - $ 120,000 Public Improvement Fund Public Works Tier 3 Dartmouth Bridge Improvement Project $ 630,300 $ 630,300 TOTALS $ 7,220,300 11,490,300$ Page 17 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 251 Proposed BUDGET 2021 NUMBER: 30-1801-001 TITLE: Way Finding and Place Making DESCRIPTION:Signage, Campaigns, Mailings.... JUSTIFICATION:This is additional funding for a current project that is already in place. ASSET CATEGORY: INFRASTRUCTURE.SIGNAGE DEPARTMENT:Communications PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total 50%—%25%—%10%15%—%100% Page 18 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 252 Proposed BUDGET 2021 NUMBER: 30-1801-001 TITLE: Way Finding and Place Making FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 90,000 ————90,000 —————— SOURCES TOTALS 90,000 ————90,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*90,000 ————90,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 90,000 ————90,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 19 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 269 Proposed BUDGET 2021 NUMBER: 30-1301-006 TITLE: Parking lot maintenance/Asphalt DESCRIPTION:Parking lot improvements - Jason, Belleview, Rec Center JUSTIFICATION:With varied weather conditions, plowing of snow as well as, heavy use of the parking lots the lots need to be repaved every 6-8 years. The repaving help keeps the parking lot conditions safe and useable. ASSET CATEGORY: INFRASTRUCTURE.INFRASTRUCTURE DEPARTMENT:Parks, Recreation, Library and Golf PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total 10%50%—%40%—%—%—%100% Page 20 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 270 Proposed BUDGET 2021 NUMBER: 30-1301-006 TITLE: Parking lot maintenance/Asphalt FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 60,000 63,000 66,150 69,458 23,881 282,489 —————— SOURCES TOTALS 60,000 63,000 66,150 69,458 23,881 282,489 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*60,000 63,000 66,150 69,458 23,881 282,489 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 60,000 63,000 66,150 69,458 23,881 282,489 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 21 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 275 Proposed BUDGET 2021 NUMBER:0 TITLE: Little Dry Creek at the Plaza DESCRIPTION:The conceptual drawing includes both Phase I and Phase II. Initial phase I will only include ($360,000+MHFD matching funds): • Design and construction of channel improvements on Little Dry Creek in the area around the culver entrance and roughly 150 feet upstream. • Installation of a safety grate to cover the entrance of the culvert beginning at Englewood Marketplace shopping center. • Channel and landscape improvements, roughly 150 feet upstream of the new grate. • Removal of the concrete bottom of the former pond and restore the channel bottom to its former natural state in the area just upstream of the new grate. Additional Funding project improvements include ($740,000+matching MHFD): • New trail to connect nearby downtown Broadway restaurants and retail. • Stairway to from plaza to access the creek. • Complete creek improvements with landscaping and finalize channel improvements to Broadway. JUSTIFICATION:Mile High Flood District has a $1.1 Million matching funds to complete the floodway improvements. ASSET CATEGORY: IMPROVEMENTS.IMPROVEMENTS DEPARTMENT:Parks, Recreation, Library and Golf PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%70%—%10%20%—%—%100% Page 22 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 276 Proposed BUDGET 2021 NUMBER:0 TITLE: Little Dry Creek at the Plaza FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 740,000 ————740,000 —————— SOURCES TOTALS 740,000 ————740,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*740,000 ————740,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 740,000 ————740,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 23 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 277 Proposed BUDGET 2021 NUMBER:0 TITLE: Baker Park 2021 Updates DESCRIPTION:Address some of the following Master Plan identified priorities: Playground, restroom facility and picnic shelter. JUSTIFICATION:Safety and infrastructure ASSET CATEGORY: IMPROVEMENTS.PLAYGROUNDS DEPARTMENT:Parks, Recreation, Library and Golf PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total 30%50%—%20%—%—%—%100% Page 24 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 278 Proposed BUDGET 2021 NUMBER:0 TITLE: Baker Park 2021 Updates FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 600,000 ————600,000 —————— SOURCES TOTALS 600,000 ————600,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*600,000 ————600,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 600,000 ————600,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 25 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 279 Proposed BUDGET 2021 NUMBER:0 TITLE: Centennial Park 2021 Updates DESCRIPTION:Address some of the following Master Plan identified priorities: basketball court, playground, restroom facility and picnic shelter. JUSTIFICATION:Safety and infrastructure ASSET CATEGORY: IMPROVEMENTS.PLAYGROUNDS DEPARTMENT:Parks, Recreation, Library and Golf PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total 30%50%—%20%—%—%—%100% Page 26 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 280 Proposed BUDGET 2021 NUMBER:0 TITLE: Centennial Park 2021 Updates FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 700,000 ————700,000 —————— SOURCES TOTALS 700,000 ————700,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*700,000 ————700,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 700,000 ————700,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 27 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 281 Proposed BUDGET 2021 NUMBER:0 TITLE: Cushing Park 2021 Updates DESCRIPTION:Address some of the following Master Plan identified priorities: skate park and parking lot improvements. JUSTIFICATION:Safety and infrastructure ASSET CATEGORY: IMPROVEMENTS.PLAYGROUNDS DEPARTMENT:Parks, Recreation, Library and Golf PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total 30%50%—%20%—%—%—%100% Page 28 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 282 Proposed BUDGET 2021 NUMBER:0 TITLE: Cushing Park 2021 Updates FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 550,000 ————550,000 —————— SOURCES TOTALS 550,000 ————550,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*550,000 ————550,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 550,000 ————550,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 29 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 283 Proposed BUDGET 2021 NUMBER:0 TITLE: Broadway and Hampden medians, Baker Park and Rotolo Park irrigation system improvements DESCRIPTION:Irrigation improvements at the following three sites: Broadway and Hampden medians, Baker Park and Rotolo Park These improvements will replace the 20+ years old irrigations systems. JUSTIFICATION:Infrastructure ASSET CATEGORY: IMPROVEMENTS.IMPROVEMENTS DEPARTMENT:Parks, Recreation, Library and Golf PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%100%—%—%—%—%—%100% Page 30 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 284 Proposed BUDGET 2021 NUMBER:0 TITLE: Broadway and Hampden medians, Baker Park and Rotolo Park irrigation system improvements FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 350,000 ————350,000 —————— SOURCES TOTALS 350,000 ————350,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*350,000 ————350,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 350,000 ————350,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 31 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 286 Proposed BUDGET 2021 NUMBER:0 TITLE: Alley Maintenance DESCRIPTION:Grading and application of dust suppressant JUSTIFICATION:On-going maintenance needed to resolve traffic damage; NO-Civic Center & NO-DDA ASSET CATEGORY: INFRASTRUCTURE.CURB SIDEWALK & STREETS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total 40%50%—%10%—%—%—%100% Page 32 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 287 Proposed BUDGET 2021 NUMBER:0 TITLE: Alley Maintenance FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 300,000 300,000 320,000 325,000 340,000 1,585,000 —————— SOURCES TOTALS 300,000 300,000 320,000 325,000 340,000 1,585,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*300,000 300,000 320,000 325,000 340,000 1,585,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 300,000 300,000 320,000 325,000 340,000 1,585,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 33 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 290 Proposed BUDGET 2021 NUMBER:0 TITLE: US 285 Congestion Mitigation Study (TC $1.6 million; Federal Funding $1.28 million; CDOT Funding $200K; Other Funding $80K; City Share $40K) DESCRIPTION:Analysis of measures to improve vehicle through put. reduce delays, and improve capacity along US 285 from west of Santa Fe to I-25 JUSTIFICATION:Sub-regional project approved by the Arapahoe County Transportation Forum; vehicle to capacity ratio currently exceeds 1 resulting in high levels of congestion& crashes; Civic Center-Possible, DDA-Possible ASSET CATEGORY: INFRASTRUCTURE.CURB SIDEWALK & STREETS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%—%—%50%—%50%—%100% Page 34 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 291 Proposed BUDGET 2021 NUMBER:0 TITLE: US 285 Congestion Mitigation Study (TC $1.6 million; Federal Funding $1.28 million; CDOT Funding $200K; Other Funding $80K; City Share $40K) FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 40,000 ————40,000 —————— SOURCES TOTALS 40,000 ————40,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*40,000 ————40,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 40,000 ————40,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 35 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 296 Proposed BUDGET 2021 NUMBER:0 TITLE: Pavement Maintenance By areas (see map) DESCRIPTION:Annual program to apply preventative, corrective and routine maintenance techniques to city streets JUSTIFICATION:Regular maintenance is needed to maintain & improve the condition of city streets; NO- Civic Center & NO-DDA ASSET CATEGORY: INFRASTRUCTURE.CURB SIDEWALK & STREETS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%80%—%10%—%10%—%100% Page 36 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 297 Proposed BUDGET 2021 NUMBER:0 TITLE: Pavement Maintenance By areas (see map) FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 1,800,000 1,900,000 2,000,000 2,100,000 2,200,000 10,000,000 —————— SOURCES TOTALS 1,800,000 1,900,000 2,000,000 2,100,000 2,200,000 10,000,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*1,800,000 1,900,000 2,000,000 2,100,000 2,200,000 10,000,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 1,800,000 1,900,000 2,000,000 2,100,000 2,200,000 10,000,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 37 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 308 Proposed BUDGET 2021 NUMBER:0 TITLE: Neighborhood Street Reconstruction By areas (see map) DESCRIPTION:Annual program to reconstruct various city streets, by zone JUSTIFICATION:Regular reconstruction is needed to maintain & improve the condition of city streets; NO-Civic Center & NO-DDA ASSET CATEGORY: INFRASTRUCTURE.CURB SIDEWALK & STREETS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%80%—%20%—%—%—%100% Page 38 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 309 Proposed BUDGET 2021 NUMBER:0 TITLE: Neighborhood Street Reconstruction By areas (see map) FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 3,000,000 3,000,000 3,250,000 3,250,000 3,500,000 16,000,000 —————— SOURCES TOTALS 3,000,000 3,000,000 3,250,000 3,250,000 3,500,000 16,000,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*3,000,000 3,000,000 3,250,000 3,250,000 3,500,000 16,000,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 3,000,000 3,000,000 3,250,000 3,250,000 3,500,000 16,000,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 39 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 312 Proposed BUDGET 2021 NUMBER:0 TITLE: Neighborhood Street Lighting By areas, see map DESCRIPTION:Install additional street lights, through Xcel Energy, in various locations JUSTIFICATION:Improve safety through enhanced lighting; NO-Civic Center & NO-DDA ASSET CATEGORY: INFRASTRUCTURE.CURB SIDEWALK & STREETS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%—%—%—%—%—%—%—% Page 40 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 313 Proposed BUDGET 2021 NUMBER:0 TITLE: Neighborhood Street Lighting By areas, see map FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 300,000 350,000 350,000 400,000 —1,400,000 —————— SOURCES TOTALS 300,000 350,000 350,000 400,000 —1,400,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*300,000 350,000 350,000 400,000 —1,400,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 300,000 350,000 350,000 400,000 —1,400,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 41 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 314 Proposed BUDGET 2021 NUMBER:0 TITLE: Old Hampden Complete Streets, Clarkson to US 285 DESCRIPTION:Reconstruction the street and provide for various pedestrian & bicycle improvements, enhanced street lighting, and improve access JUSTIFICATION:Allow for enhanced multi-modal facilities, enhanced lighting and improved access; NO- Civic Center & Possible-DDA ASSET CATEGORY: INFRASTRUCTURE.CURB SIDEWALK & STREETS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%30%20%20%—%30%—%100% Page 42 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 315 Proposed BUDGET 2021 NUMBER:0 TITLE: Old Hampden Complete Streets, Clarkson to US 285 FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 300,000 1,200,000 6,500,000 ——8,000,000 —————— SOURCES TOTALS 300,000 1,200,000 6,500,000 ——8,000,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*300,000 1,200,000 6,500,000 ——8,000,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 300,000 1,200,000 6,500,000 ——8,000,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 43 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 316 Proposed BUDGET 2021 NUMBER:0 TITLE: Walk and Wheel Plan Implementation By Area DESCRIPTION:Improve pedestrian and bicycle facilities JUSTIFICATION:Provide safe, convenient alternatives to driving; NO-Civic Center & Possible-DDA ASSET CATEGORY: INFRASTRUCTURE.CURB SIDEWALK & STREETS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%10%—%40%—%50%—%100% Page 44 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 317 Proposed BUDGET 2021 NUMBER:0 TITLE: Walk and Wheel Plan Implementation By Area FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 150,000 200,000 250,000 200,000 200,000 1,000,000 —————— SOURCES TOTALS 150,000 200,000 250,000 200,000 200,000 1,000,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*150,000 200,000 250,000 200,000 200,000 1,000,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 150,000 200,000 250,000 200,000 200,000 1,000,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 45 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 324 Proposed BUDGET 2021 NUMBER:0 TITLE: Concrete Utility Program (City's Share) By Area DESCRIPTION:Annual program to repair damaged concrete curb & gutter, drain pans, etc. JUSTIFICATION:Regular maintenance is needed to maintain & improve the condition of city infrastructure; NO-Civic Center & Possible-DDA ASSET CATEGORY: INFRASTRUCTURE.CURB SIDEWALK & STREETS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%80%—%20%—%—%—%100% Page 46 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 325 Proposed BUDGET 2021 NUMBER:0 TITLE: Concrete Utility Program (City's Share) By Area FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 300,000 325,000 325,000 350,000 350,000 1,650,000 —————— SOURCES TOTALS 300,000 325,000 325,000 350,000 350,000 1,650,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*300,000 325,000 325,000 350,000 350,000 1,650,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 300,000 325,000 325,000 350,000 350,000 1,650,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 47 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 326 Proposed BUDGET 2021 NUMBER:0 TITLE:Concrete Program Ramps By Area DESCRIPTION:— JUSTIFICATION:— ASSET CATEGORY:INFRASTRUCTURE.INFRASTRUCTURE DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%20%—%60%—%20%—%100% Page 48 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 327 Proposed BUDGET 2021 NUMBER:0 TITLE:Concrete Program Ramps By Area FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 240,000 240,000 250,000 280,000 300,000 1,310,000 —————— SOURCES TOTALS 240,000 240,000 250,000 280,000 300,000 1,310,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*240,000 240,000 250,000 280,000 300,000 1,310,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 240,000 240,000 250,000 280,000 300,000 1,310,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 49 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 330 Proposed BUDGET 2021 NUMBER:0 TITLE: Traffic Signal Rehabilitation & Replacement DESCRIPTION:Major rehabilitation of replacement of 1-2 traffic signals per year JUSTIFICATION:Regular maintenance is needed to maintain & improve the condition of city inrastructure; NO-Civic Center & NO-DDA ASSET CATEGORY: MACHINE & EQUIPMENT.COMPUTER SYSTEMS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%40%—%30%—%30%—%100% Page 50 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 331 Proposed BUDGET 2021 NUMBER:0 TITLE: Traffic Signal Rehabilitation & Replacement FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 100,000 800,000 800,000 800,000 800,000 3,300,000 —————— SOURCES TOTALS 100,000 800,000 800,000 800,000 800,000 3,300,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*100,000 800,000 800,000 800,000 800,000 3,300,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 100,000 800,000 800,000 800,000 800,000 3,300,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 51 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 332 Proposed BUDGET 2021 NUMBER:0 TITLE: Signal Equipment Upgrade/Replacement DESCRIPTION:Purchase of various equipment to maintain or upgrade operations of the existing traffic signals utilizing city staff JUSTIFICATION:Regular maintenance is needed to maintain & improve the condition of city inrastructure; NO-Civic Center & Possible-DDA ASSET CATEGORY: MACHINE & EQUIPMENT.COMPUTER SYSTEMS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%40%—%30%—%30%—%100% Page 52 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 333 Proposed BUDGET 2021 NUMBER:0 TITLE: Signal Equipment Upgrade/Replacement FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 150,000 175,000 175,000 200,000 200,000 900,000 —————— SOURCES TOTALS 150,000 175,000 175,000 200,000 200,000 900,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*150,000 175,000 175,000 200,000 200,000 900,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 150,000 175,000 175,000 200,000 200,000 900,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 53 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 334 Proposed BUDGET 2021 NUMBER:0 TITLE: Street Lights and Furniture repair/replacement DESCRIPTION:Annual repairs to city-owned street lights and Broadway street furniture JUSTIFICATION:Regular maintenance is needed to maintain & improve the condition of city inrastructure; NO-Civic Center & Possible-DDA ASSET CATEGORY: IMPROVEMENTS.IMPROVEMENTS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%60%20%20%—%—%—%100% Page 54 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 335 Proposed BUDGET 2021 NUMBER:0 TITLE: Street Lights and Furniture repair/replacement FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 120,000 100,000 50,000 50,000 50,000 370,000 —————— SOURCES TOTALS 120,000 100,000 50,000 50,000 50,000 370,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*120,000 100,000 50,000 50,000 50,000 370,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 120,000 100,000 50,000 50,000 50,000 370,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 55 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 336 Proposed BUDGET 2021 NUMBER:0 TITLE:Dartmouth Bridge Improvement Project DESCRIPTION:Widen & upgrade existing bridge over the S Platte River on Dartmouth Ave JUSTIFICATION:Enhanced pedestrian and bike facilities; NO-Civic Center & NO-DDA ASSET CATEGORY: INFRASTRUCTURE.CURB SIDEWALK & STREETS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%—%—%40%—%60%—%100% Page 56 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 337 Proposed BUDGET 2021 NUMBER:0 TITLE:Dartmouth Bridge Improvement Project FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 630,300 ———1,000,000 1,630,300 —————— SOURCES TOTALS 630,300 ———1,000,000 1,630,300 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*630,300 ———1,000,000 1,630,300 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 630,300 ———1,000,000 1,630,300 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 57 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 346 Proposed BUDGET 2021 NUMBER:0 TITLE: E Dartmouth Ave Traffic Calming DESCRIPTION:Install mini-roundabouts at key locations; remove traffic signals JUSTIFICATION:Provide safety improvements for vehicles, bicyclists and motorists; NO-Civic Center & Possible-DDA ASSET CATEGORY: INFRASTRUCTURE.CURB SIDEWALK & STREETS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%—%—%70%—%30%—%100% Page 58 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 347 Proposed BUDGET 2021 NUMBER:0 TITLE: E Dartmouth Ave Traffic Calming FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 320,000 ————320,000 —————— SOURCES TOTALS 320,000 ————320,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*320,000 ————320,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 320,000 ————320,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 59 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 350 Proposed BUDGET 2021 NUMBER:0 TITLE: Broadway Safety Improvements DESCRIPTION:Install minor improvements to improve safety at various intersections JUSTIFICATION:Provide safety improvements for vehicles, bicyclists and motorists; NO-Civic Center & Possible-DDA ASSET CATEGORY: INFRASTRUCTURE.CURB SIDEWALK & STREETS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%—%—%100%—%—%—%100% Page 60 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 351 Proposed BUDGET 2021 NUMBER:0 TITLE: Broadway Safety Improvements FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 50,000 75,000 75,000 ——200,000 —————— SOURCES TOTALS 50,000 75,000 75,000 ——200,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*50,000 75,000 75,000 ——200,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 50,000 75,000 75,000 ——200,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 61 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 352 Proposed BUDGET 2021 NUMBER:0 TITLE: Bridge Maintenance DESCRIPTION:Annual maintenance based on CDOT assessment JUSTIFICATION:Regular maintenance is needed to maintain & improve the condition of city infrastructure; NO-Civic Center & NO-DDA ASSET CATEGORY: INFRASTRUCTURE.CURB SIDEWALK & STREETS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%—%—%—%—%—%—%—% Page 62 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 353 Proposed BUDGET 2021 NUMBER:0 TITLE: Bridge Maintenance FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 250,000 250,000 250,000 250,000 250,000 1,250,000 —————— SOURCES TOTALS 250,000 250,000 250,000 250,000 250,000 1,250,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*250,000 250,000 250,000 250,000 250,000 1,250,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 250,000 250,000 250,000 250,000 250,000 1,250,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 63 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 354 Proposed BUDGET 2021 NUMBER:0 TITLE: Little Dry Creek at the Plaza - preliminary design DESCRIPTION:In conjunction with the design of the US 285/Broadway interchange, evalaute and provide preliminary design of the immediate area of the greenway/park in NW quadrant; $100,000 for 2021 is for design work related to Little Dry Creek Plaza JUSTIFICATION:Rehabilitate the area for more active use; Civic Center-NO & DDA-Possible ASSET CATEGORY: IMPROVEMENTS.LANDSCAPING DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%20%—%30%—%50%—%100% Page 64 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 355 Proposed BUDGET 2021 NUMBER:0 TITLE: Little Dry Creek at the Plaza - preliminary design FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 100,000 2,200,000 ———2,300,000 —————— SOURCES TOTALS 100,000 2,200,000 ———2,300,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*100,000 2,200,000 ———2,300,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 100,000 2,200,000 ———2,300,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 65 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado Proposed BUDGET 2021 NUMBER:0 TITLE: Sidewalk Gap Construction DESCRIPTION:Install sidewalk in areas where none exist, based on priority JUSTIFICATION:Missing sidewalk segments inhibit the ability of pedestrians to access various areas of the city & decreases safety when they have to walk in the street; NO-Civic Center & Possible-DDA ASSET CATEGORY: INFRASTRUCTURE.CURB SIDEWALK & STREETS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%—%—%60%—%40%—%100% Page 66 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado Proposed BUDGET 2021 NUMBER:0 TITLE: Sidewalk Gap Construction FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 30-Public Improvement Fund 250,000 250,000 400,000 300,000 250,000 1,450,000 —————— SOURCES TOTALS 250,000 250,000 400,000 300,000 250,000 1,450,000 USES OF FUNDS 30-Public Improvement Fund One Time Financial Impact*250,000 250,000 400,000 300,000 250,000 1,450,000 30-Public Improvement Fund Ongoing Financial Impact**—————— USES TOTALS 250,000 250,000 400,000 300,000 250,000 1,450,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 67 of 290 City of Englewood, Colorado Finance Department Proposed 2021 Capital Projects Fund and Public Improvement Fund - Capital Projects List Fund Department Priority Project Name 2021 Recommend 2021 Request Fund Department Priority Project Name 2021 Recommend 2021 Request Capital Projects Fund Administration Tier 1 Records and Information Management System $ 95,000 95,000$ Capital Projects Fund Finance Tier 1 Capital Projects Tracking System $ 100,000 100,000$ Capital Projects Fund Information Technology Tier 1 Fiber Network $ 500,000 500,000$ Capital Projects Fund Information Technology Tier 1 IT Infrastructure (inlcudes Network Development, Telecommunications & Public Wi-Fi) $ 150,000 150,000$ Capital Projects Fund Information Technology Tier 1 Security Camera Video Server $ 100,000 100,000$ Capital Projects Fund Information Technology Tier 1 Workstation Refresh Program $ 90,000 90,000$ Capital Projects Fund Information Technology Tier 2 Security Cameras $ - 25,000$ Capital Projects Fund Parks, Recreation, Library and Golf Tier 1 1% of CPF Amounts Dedicated to Art in Public Places $ 11,700 11,700$ Capital Projects Fund Parks, Recreation, Library and Golf Tier 1 Emerald Ash Borer Mitigation $ 50,000 50,000$ Capital Projects Fund Public Works Tier 1 ADA Audit of all City Facilities $ 80,000 80,000$ Capital Projects Fund Public Works Tier 1 Civic Center Facility Rehabilitation Repairs $ - 100,000$ Capital Projects Fund Public Works Tier 1 Facilities and Operations-General $ - 250,000$ Capital Projects Fund Public Works Tier 2 Malley Center - Ballroom Refinish $ - 20,000$ TOTALS $ 1,176,700 1,571,700$ Page 68 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 358 Proposed BUDGET 2021 NUMBER:0 TITLE:Records and Information Management System DESCRIPTION:Implementation of a Citywide RIM Content Management System will improve efficiencies of all COE processes and insure all records are easily accessible, usable, and authentic for all stakeholders regardless of format (digital, paper, audio, etc.) JUSTIFICATION:The City Clerk's office has updated the RIM policy and practices to legally comply with all legislative requirements as set forth in the Colorado Municipal Retention Schedule. This software will create a centralized repository solution for managing the records of the City of Englewood, promote automation of business processes related to records management, and create a more transparent and trustworthy government by insuring accessibility and integrity of records. ASSET CATEGORY: MACHINE & EQUIPMENT.COMPUTER SYSTEMS DEPARTMENT:Administration PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%—%—%—%—%—%100%100% Page 69 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 359 Proposed BUDGET 2021 NUMBER:0 TITLE:Records and Information Management System FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 31-Capital Projects Fund 95,000 ————95,000 —————— SOURCES TOTALS 95,000 ————95,000 USES OF FUNDS 31-Capital Projects Fund One Time Financial Impact*95,000 ————95,000 31-Capital Projects Fund Ongoing Financial Impact**—————— USES TOTALS 95,000 ————95,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 70 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 360 Proposed BUDGET 2021 NUMBER:0 TITLE: Capital Projects Tracking System DESCRIPTION:Capital Project Tacking system on a 5-20 year basis matching funding source to projects and listing requests versus approved and funded projects JUSTIFICATION:Currently tracking the multi-year capital improvemnt plan in multiple documents across departments. One system would provide efficiencies in updating and maintaining a multi-year capital projects improvement plan. The system could also more efficiently track multiple financing sources for a project, for example Denver Regional Council of Governments (DRCOG) or Arapahoe County supported projects in order to show the total project cost and not just only the city’s share. ASSET CATEGORY: MACHINE & EQUIPMENT.COMPUTER SYSTEMS DEPARTMENT: Finance PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%25%—%25%—%25%25%100% Page 71 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 361 Proposed BUDGET 2021 NUMBER:0 TITLE: Capital Projects Tracking System FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 31-Capital Projects Fund 100,000 ————100,000 —————— SOURCES TOTALS 100,000 ————100,000 USES OF FUNDS 31-Capital Projects Fund One Time Financial Impact*100,000 ————100,000 31-Capital Projects Fund Ongoing Financial Impact**—————— USES TOTALS 100,000 ————100,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 72 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 363 Proposed BUDGET 2021 NUMBER: 31-1301-001 TITLE: 1% of CPF Amounts Dedicated to Art in Public Places DESCRIPTION:Art implementation in parks and public spaces. These art pieces will be in coordination with the Arts Commission. JUSTIFICATION:Public space beautification ASSET CATEGORY: WORKS OF ART.WORKS OF ART DEPARTMENT:Parks, Recreation, Library and Golf PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location: PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total 90%—%10%—%—%—%—%100% Page 73 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 364 Proposed BUDGET 2021 NUMBER: 31-1301-001 TITLE: 1% of CPF Amounts Dedicated to Art in Public Places FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 31-Capital Projects Fund 11,700 35,076 24,248 30,558 29,400 130,982 —————— SOURCES TOTALS 11,700 35,076 24,248 30,558 29,400 130,982 USES OF FUNDS 31-Capital Projects Fund One Time Financial Impact*11,700 35,076 24,248 30,558 29,400 130,982 31-Capital Projects Fund Ongoing Financial Impact**—————— USES TOTALS 11,700 35,076 24,248 30,558 29,400 130,982 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 74 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 365 Proposed BUDGET 2021 NUMBER: 31-1301-003 TITLE: Emerald Ash Borer Mitigation DESCRIPTION:Funding will assist with the treatment of the emerald ash borer, removal of trees that have died and planting of a new species of tree. JUSTIFICATION:As trees are infected with the Emerald Ash Borer the trees will die. Safety becomes top priorty to remove the dead tree to prevent damage of other property both private and public. ASSET CATEGORY: IMPROVEMENTS.LANDSCAPING DEPARTMENT:Parks, Recreation, Library and Golf PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total 20%20%20%20%20%—%—%100% Page 75 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 366 Proposed BUDGET 2021 NUMBER: 31-1301-003 TITLE: Emerald Ash Borer Mitigation FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 31-Capital Projects Fund 50,000 50,000 50,000 50,000 50,000 250,000 —————— SOURCES TOTALS 50,000 50,000 50,000 50,000 50,000 250,000 USES OF FUNDS 31-Capital Projects Fund One Time Financial Impact*50,000 50,000 50,000 50,000 50,000 250,000 31-Capital Projects Fund Ongoing Financial Impact**—————— USES TOTALS 50,000 50,000 50,000 50,000 50,000 250,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 76 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 368 Proposed BUDGET 2021 NUMBER: 31-0701-007 TITLE: Workstation Refresh Program DESCRIPTION:The Workstation Refresh Program provides replacement workstations for employees and public use computing areas which are 4-years or older. The optimized hardware replacement strategy allows the city to maximize the productive use of our computers, while minimizing the cost of purchasing, provisioning and supporting computers. JUSTIFICATION:Replacing a portion of the computer inventory every year minimizes disruption to city services and controls costs. Effected by CC Redevelopment: No ASSET CATEGORY: MACHINE & EQUIPMENT.COMPUTER SYSTEMS DEPARTMENT: Information Technology PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%—%—%—%—%—%100%100% Page 77 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 369 Proposed BUDGET 2021 NUMBER: 31-0701-007 TITLE: Workstation Refresh Program FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 31-Capital Projects Fund 90,000 90,000 90,000 90,000 125,000 485,000 —————— SOURCES TOTALS 90,000 90,000 90,000 90,000 125,000 485,000 USES OF FUNDS 31-Capital Projects Fund One Time Financial Impact*90,000 90,000 90,000 90,000 125,000 485,000 31-Capital Projects Fund Ongoing Financial Impact**—————— USES TOTALS 90,000 90,000 90,000 90,000 125,000 485,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 78 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 374 Proposed BUDGET 2021 NUMBER: 31-0701-001 and 31-0701-002 TITLE: IT Infrastructure (inlcudes Network Development, Telecommunications & Public Wi-Fi) DESCRIPTION:This program funds equipment and software upgrades, expansion of the city's data, voice and storage network infrastructure. This project is continual with the goal of replacing end of life network equipment, ensuring network performance and reliability, and security. IT Infrastructure is a consolidation of the previous Network Development and Telecommunications capital projects. JUSTIFICATION:Proactively managing the life cycle of IT infrastructure equipment will safeguard the health and reliability of city systems Effected by CC Redevelopment: No, all infrastructure equipment can be relocated ASSET CATEGORY: MACHINE & EQUIPMENT.COMPUTER SYSTEMS DEPARTMENT: Information Technology PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%—%—%—%—%—%100%100% Page 79 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 375 Proposed BUDGET 2021 NUMBER: 31-0701-001 and 31-0701-002 TITLE: IT Infrastructure (inlcudes Network Development, Telecommunications & Public Wi-Fi) FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 31-Capital Projects Fund 150,000 150,000 150,000 150,000 150,000 750,000 —————— SOURCES TOTALS 150,000 150,000 150,000 150,000 150,000 750,000 USES OF FUNDS 31-Capital Projects Fund One Time Financial Impact*150,000 150,000 150,000 150,000 150,000 750,000 31-Capital Projects Fund Ongoing Financial Impact**—————— USES TOTALS 150,000 150,000 150,000 150,000 150,000 750,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 80 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 376 Proposed BUDGET 2021 NUMBER:31-0701-008 TITLE:Security Cameras DESCRIPTION:The Security Camera project provides for expansion and/or replacement of the City's Security Camera's. There is a network of cameras installed and widely used that needs to be maintained and updated for continued usability. JUSTIFICATION:The City depends on security cameras as an investigative tool. Without the ability to upgrade existing cameras to ensure better quality video or add additional cameras where needed may place our employees and assets in a vulnerable situation. ASSET CATEGORY:MACHINE & EQUIPMENT.COMPUTER SYSTEMS DEPARTMENT:Information Technology PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%—%—%—%—%—%100%100% Page 81 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 377 Proposed BUDGET 2021 NUMBER:31-0701-008 TITLE:Security Cameras FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 31-Capital Projects Fund 25,000 80,000 25,000 25,000 25,000 180,000 —————— SOURCES TOTALS 25,000 80,000 25,000 25,000 25,000 180,000 USES OF FUNDS 31-Capital Projects Fund One Time Financial Impact*25,000 80,000 25,000 25,000 25,000 180,000 31-Capital Projects Fund Ongoing Financial Impact**—————— USES TOTALS 25,000 80,000 25,000 25,000 25,000 180,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 82 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 384 Proposed BUDGET 2021 NUMBER: 31-0701-019 TITLE: Fiber Network DESCRIPTION:The Fiber Network project provides for the installation of high-speed fiber optic cable to several city facilities as well as provides the opportunity to take advantage of low-cost fiber opportunities when vendors work in the city’s ROW. Funding in 2019 provides for the construction and installation of fiber to the Police Department. Budget years 2020 - 2023 provides high-speed fiber and/or redundancy to PD, Pirates Cove, Rec Center, Golf, Allen Plant, WWTP, Service Center and Malley Center. JUSTIFICATION:City facilities use carrier services for internet share bandwidth, effecting the response time for business applications Effected by CC Redevelopment: Yes, from the ROW to Civic Center; however, it could be repurposed.ASSET CATEGORY: MACHINE & EQUIPMENT.COMPUTER SYSTEMS DEPARTMENT: Information Technology PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%—%—%—%—%—%100%100% Page 83 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 385 Proposed BUDGET 2021 NUMBER: 31-0701-019 TITLE: Fiber Network FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 31-Capital Projects Fund 500,000 600,000 250,000 200,000 —1,550,000 —————— SOURCES TOTALS 500,000 600,000 250,000 200,000 —1,550,000 USES OF FUNDS 31-Capital Projects Fund One Time Financial Impact*500,000 600,000 250,000 200,000 —1,550,000 31-Capital Projects Fund Ongoing Financial Impact**—————— USES TOTALS 500,000 600,000 250,000 200,000 —1,550,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 84 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 390 Proposed BUDGET 2021 NUMBER: NEW TITLE: Security Camera Video Server DESCRIPTION:IT has a planned project to upgrade security cameras at the Malley and the Library. PRL has a security camera project planned for Rec Center. Public Works also has a planned project to improve security at Civic Center with many cameras being added. A security camera video server is necessary for the significant increase in the number of cameras. JUSTIFICATION:Improve city building safety and security. Effected by CC Redevelopment: No ASSET CATEGORY: MACHINE & EQUIPMENT.COMPUTER SYSTEMS DEPARTMENT: Information Technology PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%—%—%—%—%—%100%100% Page 85 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 391 Proposed BUDGET 2021 NUMBER: NEW TITLE: Security Camera Video Server FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 31-Capital Projects Fund 100,000 ————100,000 —————— SOURCES TOTALS 100,000 ————100,000 USES OF FUNDS 31-Capital Projects Fund One Time Financial Impact*100,000 ————100,000 31-Capital Projects Fund Ongoing Financial Impact**—————— USES TOTALS 100,000 ————100,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 86 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 399 Proposed BUDGET 2021 NUMBER:0 TITLE: Civic Center Facility Rehabilitation Repairs DESCRIPTION:Annual program to repair, replace, rehabilitation various building elements at the Civic Center JUSTIFICATION:Regular maintenance is needed to maintain & improve the condition of city facilities; YES-Civic Center & NO-DDA ASSET CATEGORY: BUILDINGS.IMPROVEMENTS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%80%—%20%—%—%—%100% Page 87 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 400 Proposed BUDGET 2021 NUMBER:0 TITLE: Civic Center Facility Rehabilitation Repairs FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 31-Capital Projects Fund 100,000 100,000 100,000 100,000 120,000 520,000 —————— SOURCES TOTALS 100,000 100,000 100,000 100,000 120,000 520,000 USES OF FUNDS 31-Capital Projects Fund One Time Financial Impact*100,000 100,000 100,000 100,000 120,000 520,000 31-Capital Projects Fund Ongoing Financial Impact**—————— USES TOTALS 100,000 100,000 100,000 100,000 120,000 520,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 88 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 411 Proposed BUDGET 2021 NUMBER:0 TITLE: Facilities and Operations-General DESCRIPTION:Annual program to repair, replace, rehabilitation various building elements at various buildings JUSTIFICATION:Regular maintenance is needed to maintain & improve the condition of city facilities; NO-Civic Center & NO-DDA ASSET CATEGORY: BUILDINGS.IMPROVEMENTS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%90%—%10%—%—%—%100% Page 89 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 412 Proposed BUDGET 2021 NUMBER:0 TITLE: Facilities and Operations-General FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 31-Capital Projects Fund 250,000 270,000 290,000 300,000 300,000 1,410,000 —————— SOURCES TOTALS 250,000 270,000 290,000 300,000 300,000 1,410,000 USES OF FUNDS 31-Capital Projects Fund One Time Financial Impact*250,000 270,000 290,000 300,000 300,000 1,410,000 31-Capital Projects Fund Ongoing Financial Impact**—————— USES TOTALS 250,000 270,000 290,000 300,000 300,000 1,410,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 90 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 413 Proposed BUDGET 2021 NUMBER:0 TITLE: Malley Center - Ballroom Refinish DESCRIPTION:Refinish ballroom floor; repair or replace sections as needed JUSTIFICATION:Regular maintenance is needed to maintain & improve the condition of city facilities; NO-Civic Center & NO-DDA ASSET CATEGORY: BUILDINGS.IMPROVEMENTS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%100%—%—%—%—%—%100% Page 91 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 414 Proposed BUDGET 2021 NUMBER:0 TITLE: Malley Center - Ballroom Refinish FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 31-Capital Projects Fund 20,000 ——25,000 —45,000 —————— SOURCES TOTALS 20,000 ——25,000 —45,000 USES OF FUNDS 31-Capital Projects Fund One Time Financial Impact*20,000 ——25,000 —45,000 31-Capital Projects Fund Ongoing Financial Impact**—————— USES TOTALS 20,000 ——25,000 —45,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 92 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 417 Proposed BUDGET 2021 NUMBER:0 TITLE: ADA Audit of all City Facilities DESCRIPTION:Complete evaluation with written recommendations for ADA improvements at all city buildings JUSTIFICATION:Need to assess needs in order to comply with federal ADA guidelines; YES-Civic Center & NO-DDA ASSET CATEGORY: BUILDINGS.IMPROVEMENTS DEPARTMENT:Public Works PROJECT/PROGRAM IMAGE AND/OR LOCATION GIS Interactive Map Information Location:www.englewoodco.gov/gis/CapitalProjectAssets PROJECT/PROGRAM SUPPORT OF ENGLEWOOD VISION RESULTS Neighborhoods Infrastructure Economy Safety Sustainability Transpor- tation Governance Total —%—%—%100%—%—%—%100% Page 93 of 290 PROJECT/PROGRAM DETAILS CAPITAL IMPROVEMENT PLAN City of Englewood, Colorado 418 Proposed BUDGET 2021 NUMBER:0 TITLE: ADA Audit of all City Facilities FINANCIAL SUMMARY ESTIMATE - PROJECT/PROGRAM FUNDING AND COSTS Request Request Request Request Request 5-Year 2021 2022 2023 2024 2025 Totals SOURCES OF FUNDS 31-Capital Projects Fund 80,000 ————80,000 —————— SOURCES TOTALS 80,000 ————80,000 USES OF FUNDS 31-Capital Projects Fund One Time Financial Impact*80,000 ————80,000 31-Capital Projects Fund Ongoing Financial Impact**—————— USES TOTALS 80,000 ————80,000 NET UNFUNDED AMOUNT —————— *One Time or Phased-In Financial Impact - Design, Engineering, Project Management, Acquisition, Construction or Replacement **Ongoing Operating & Maintenance Financial Impact - Operations, Maintenance, Debt Service or Periodic Asset Replacement Contribution FINANCIAL IMPACT OF ONGOING** COSTS DUE TO PROJECT/PROGRAM Request Request Request Request Request 2021 2022 2023 2024 2025 Positive (Generates Income or Reduces Expenditures) Minor < = $5,000 X X X X X Low $5,000> < = $20,000 Moderate $20,000 > < = $50,000 High > $50,000 Page 94 of 290 Fund Project Name Amount 5/6/2020 Planning and Zoning Commission Recommendations ($4.995 million): 30 Alley Maintenance 300,000$ 30 Broadway-US 285 Interchange Reconstruction 2,000,000$ 30 Concrete Program Ramps by Area 240,000$ 30 E Dartmouth Ave Traffic Calming 20,000$ 30 Pavement Maintenance by Areas 1,800,000$ 30 Signal Equipment Upgrade/Replacement 150,000$ 30 Traffic Signal Rehabilitation & Replacement 100,000$ 30 US 285 Congestion Mitigation Study 40,000$ 31 IT Infrastructure 150,000$ 31 Workstation Refresh Program 90,000$ 31 Emerald Ash Borer Mitigation 25,000$ 31 ADA Audit of all City Facilities 80,000$ 5/6/2020 Planning and Zoning Commission Additional Recommendations (Per Memo): 30 E Dartmouth Ave Traffic Calming 300,000$ 31 Security Camera Video Server 100,000$ 31 Fiber Network 500,000$ 5/11/2020 City Council Study Session Changes/Additions: 30 Broadway-US 285 Interchange Reconstruction (2,000,000)$ 30 Wayfinding 90,000$ 30 Walk & Wheel 150,000$ 30 Concrete Utility Program (City's Share)300,000$ 31 Public Art 9,700$ 31 Emerald Ash Borer Mitigation 25,000$ 5/19/2020 City Staff Recommendation: 30 Broadway-US 285 Interchange (Little Dry Creek Plaza)*100,000$ 30 Dartmouth Bridge**430,300$ GRAND TOTAL 5,000,000$ * These funds will be needed to facilitate roadway improvements alongside Little Dry Creek Plaza (aka the Duck Pond) when the Broadway-US285 interchange is reconstructed **This amount is needed to avoid losing $1,391,544 in State funds for the Dartmouth Bridge replacement project administered by CML Table I: 2021 CIP Project List Recommendations TO: Shawn Lewis, City Manager Maria Sobota, Finance Director THRU: Brad Power, Community Development Director FROM: Wade Burkholder, Planning Manager DATE: May 20, 2020 SUBJECT: Planning and Zoning Commission CIP recommendation The Planning and Zoning Commission at its regular meeting on May 19, 2020 reviewed the May 11, 2020 recommendations from City Council and City Staff regarding revisions to the 2021 CIP project list. The Planning and Zoning Commission unanimously recommended the following Capital Improvement Projects for inclusion in the 2021 budget. Page 95 of 290 MINUTES City Council Regular Meeting Tuesday, September 8, 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 6:01 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 Cheryl Wink Council Member John Stone COUNCIL ABSENT: None STAFF PRESENT: City Manager Lewis City Attorney McKenney Brown City Clerk Carlile Deputy City Clerk Truscott Reed Director Power, Community Development Director Harguth, Communications Director Sobota, Finance and Administration Director Henger, Human Resources Deputy Director of Engineering Simon, Utilities Manager of Open Space Lee, Parks, Recreation, Library and Golf Redevelopment Manager Poremba, Community Development Capital Projects and Engineering Manager Hoos, Public Works Capital Project Engineer Keener, Public Works Capital Project Engineer Warren, Public Works Digital Marketing & Content Specialist Magnuson, Communications Neighborhood Resources Coordinator Hinkfuss, Communications Page 1 of 10 Draft Page 96 of 290 City Council Regular September 8, 2020 Sr Benefits Administrator Boyd, Human Resources Network Administrator Hunnicutt, Information Technology 4 Study Session Topic a) Communications Director Chris Harguth and the Communications Department were present to update Council on major ongoing initiatives and projects. 5 Consideration of Minutes of Previous Session a) Minutes of the Regular City Council Meeting of August 17, 2020. Moved by Council Member Othoniel Sierra Seconded by Council Member Cheryl Wink APPROVAL OF THE MINUTES OF THE SPECIAL/REGULAR CITY COUNCIL MEETING OF AUGUST 17, 2020. For Against Abstained Joe Anderson x Dave Cuesta x Rita Russell x Othoniel Sierra (Moved By) x John Stone x Cheryl Wink (Seconded By) x Linda Olson x 7 0 0 Motion CARRIED 6 Appointments, Communications, Proclamations, and Recognition a) 2020 Citizen of the Year Proclamation Moved by Council Member Cheryl Wink Seconded by Council Member Joe Anderson Motion to approve Chiles Freidman as the Englewood Citizen of the Year. For Against Abstained Joe Anderson (Seconded By) x Dave Cuesta x Rita Russell x Othoniel Sierra x John Stone x Cheryl Wink (Moved By) x Linda Olson x Page 2 of 10 Draft Page 97 of 290 City Council Regular September 8, 2020 7 0 0 Motion CARRIED. 7 Recognition of Scheduled Public Comment a) Eric Dunker and Julie Beggs addressed Council regarding a new partnership with Englewood to assist displaced workers into pathways for new employment. b) Kevin Fasing, an Englewood resident, addressed Council regarding responsible land use during a crisis in housing affordability. c) Kathleen Bailey, an Englewood resident, submitted a written public comment. 8 Recognition of Unscheduled Public Comment a) Marcy Brown, an Englewood resident, addressed Council regarding affordable housing in Englewood and development. She also addressed Council regarding returning to in-person Council meetings. Council Member Russell responded to Public Comment. 9 Consent Agenda Items Moved by Council Member Sierra, seconded by Council Member Stone to approve Consent Agenda Items 9 (c) (i - iv). a) Approval of Ordinances on First Reading There were no Ordinances on First Reading. b) Approval of Ordinances on Second Reading. There were no additional Ordinances on Second Reading (See Agenda Items 11(b)(i).) c) Resolutions and Motions i) Resolution to approve a salary increase for the Municipal Court Judge RESOLUTION NO. 25 SERIES OF 2020 A RESOLUTION ESTABLISHING THE ANNUAL SALARY FOR THE Page 3 of 10 Draft Page 98 of 290 City Council Regular September 8, 2020 MUNICIPAL COURT JUDGE OF THE CITY OF ENGLEWOOD, COLORADO. ii) Resolution to approve a salary increase for the City Attorney RESOLUTION NO. 26 SERIES OF 2020 A RESOLUTION ESTABLISHING THE ANNUAL SALARY FOR THE CITY ATTORNEY OF THE CITY OF ENGLEWOOD, COLORADO. iii) Resolution to approve a salary increase for the City Manager RESOLUTION NO. 27 SERIES OF 2020 A RESOLUTION ESTABLISHING THE ANNUAL SALARY FOR THE CITY MANAGER OF THE CITY OF ENGLEWOOD, COLORADO. iv) Renewal of 2019 Alley Grading & Stabilization Contract with Colt & Steel Corporation Approval of a Supplemental Agreement to the 2019 Alley Grading & Stabilization contract with Colt & Steel Corporation (Colt & Steel) to perform Zone 1 alley maintenance, in the amount of $392,735.65. Moved by Council Member Othoniel Sierra Seconded by Council Member John Stone Approval of consent agenda items 9(c)(i-iv) For Against Abstained Joe Anderson x Dave Cuesta x Rita Russell x Othoniel Sierra (Moved By) x John Stone (Seconded By) x Cheryl Wink x Linda Olson x 7 0 0 Motion CARRIED. The meeting recessed at 7:05 p.m. for a break. The meeting reconvened at 7:07 p.m. with all Council Members present. 10 Public Hearing Items a) Public Hearing for Amendments to Englewood Municipal Code Title 16, Chapter 4 - Floodplain Regulations Page 4 of 10 Draft Page 99 of 290 City Council Regular September 8, 2020 Moved by Council Member Othoniel Sierra Seconded by Council Member John Stone TO OPEN THE PUBLIC HEARING FOR AMENDMENTS TO ENGLEWOOD MUNICIPAL CODE TITLE 16, CHAPTER 4 - FLOODPLAIN REGULATIONS. For Against Abstained Joe Anderson x Dave Cuesta x Rita Russell x Othoniel Sierra (Moved By) x John Stone (Seconded By) x Cheryl Wink x Linda Olson x 7 0 0 Motion CARRIED. All testimony was given under oath. Capital Projects Engineer Devin Keener and Capital Projects Manager Tim Hoos presented information regarding the proposed amendments to Englewood Municipal Code Title 16, Chapter 4 - Floodplain Regulations. No one provided public comment. Moved by Council Member Othoniel Sierra Seconded by Council Member John Stone TO CLOSE THE PUBLIC HEARING FOR AMENDMENTS TO ENGLEWOOD MUNICIPAL CODE TITLE 16, CHAPTER 4 - FLOODPLAIN REGULATIONS. For Against Abstained Joe Anderson x Dave Cuesta x Rita Russell x Othoniel Sierra (Moved By) x John Stone (Seconded By) x Cheryl Wink x Linda Olson x 7 0 0 Motion CARRIED. 11 Ordinances, Resolutions and Motions Page 5 of 10 Draft Page 100 of 290 City Council Regular September 8, 2020 a) Approval of Ordinances on First Reading There were no Ordinances on First Reading. b) Approval of Ordinances on Second Reading i) CB 32 - Valley Sanitation District has a need for a 3/4 inch water line located at Centennial Park. Moved by Council Member John Stone Seconded by Council Member Joe Anderson ORDINANCE NO. 30, SERIES OF 2020 (COUNCIL BILL NO. 32, INTRODUCED BY COUNCIL MEMBER WINK). 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 For Against Abstained Joe Anderson (Seconded By) x Dave Cuesta x Rita Russell x Othoniel Sierra x John Stone (Moved By) x Cheryl Wink x Linda Olson x 7 0 0 Motion CARRIED. c) Resolutions and Motions i) Resolution authorizing the application for grant funds from identified grantor authorities Moved by Council Member Joe Anderson Seconded by Council Member Othoniel Sierra RESOLUTION NO. 28, SERIES OF 2020 A RESOLUTION AUTHORIZING THE APPLICATION FOR GRANT FUNDS FROM IDENTIFIED GRANTOR AUTHORITIES. For Against Abstained Joe Anderson (Moved By) x Page 6 of 10 Draft Page 101 of 290 City Council Regular September 8, 2020 Dave Cuesta x Rita Russell x Othoniel Sierra (Seconded By) x John Stone x Cheryl Wink x Linda Olson x 7 0 0 Motion CARRIED. ii) Resolution authorizing submittal of a grant application to the Bureau of Reclamation. Moved by Council Member John Stone Seconded by Council Member Joe Anderson RESOLUTION NO. 29, SERIES OF 2020 A RESOLUTION AUTHORIZING THE CITY OF ENGLEWOOD, COLORADO, TO FILE AN APPLICATION WITH THE UNITED STATES DEPARTMENT OF INTERIOR, BUREAU OF RECLAMATION, FOR WATERSMART GRANT FUNDS. For Against Abstained Joe Anderson (Seconded By) x Dave Cuesta x Rita Russell x Othoniel Sierra x John Stone (Moved By) x Linda Olson x 6 0 0 Motion CARRIED. Council Member Wink had technical difficulties and was disconnected from the meeting at 7:44 p.m. and returned to the meeting at 7:47 p.m. She was unable to cast her vote for Agenda Item 11 (c) (ii). iii) Change of Life and Supplemental Insurance Plan from Voya to Unum Staff: Human Resources Director Ronda Henger Moved by Council Member Joe Anderson Seconded by Council Member John Stone Approval of the Unum Life & Supplemental Insurance contract, in the Page 7 of 10 Draft Page 102 of 290 City Council Regular September 8, 2020 amount of $122,730. For Against Abstained Joe Anderson (Moved By) x Dave Cuesta x Rita Russell x Othoniel Sierra x John Stone (Seconded By) x Cheryl Wink x Linda Olson x 7 0 0 Motion CARRIED. iv) Ultimate Software Benefits module Moved by Council Member Cheryl Wink Seconded by Council Member John Stone Approval of the Benefits Prime Contract, in the amount of $20,000. For Against Abstained Joe Anderson x Dave Cuesta x Rita Russell x Othoniel Sierra x John Stone (Seconded By) x Cheryl Wink (Moved By) x Linda Olson x 7 0 0 Motion CARRIED. The meeting recessed at 7:52 p.m. for a break. The meeting reconvened at 8:00 p.m. with all Council Members present. 12 General Discussion a) Mayor's Choice i) Executive Session for Attorney Client Communications regarding legal matters arising in association with redevelopment matters. Moved by Council Member Linda Olson Seconded by Council Member Othoniel Sierra Page 8 of 10 Draft Page 103 of 290 City Council Regular September 8, 2020 TO MOVE INTO EXECUTIVE SESSION: FOR THE DISCUSSION OF THE PURCHASE, ACQUISITION, LEASE, TRANSFER, OR SALE OF REAL, PERSONAL, OR OTHER PROPERTY INTEREST UNDER C.R.S. SECTION 24-6- 402(4)(A); DETERMINING POSITIONS RELATIVE TO MATTERS THAT MAY BE SUBJECT TO NEGOTIATIONS; DEVELOPING STRATEGY FOR NEGOTIATIONS; AND INSTRUCTING NEGOTIATORS PURSUANT TO C.R.S. SECTION 24-6- 402(4)(E)(I); AND A CONFERENCE WITH AN ATTORNEY FOR THE LOCAL PUBLIC BODY FOR THE PURPOSE OF RECEIVING LEGAL ADVICE ON CONTRACTS PURSUANT TO C.R.S. SECTION 24-6-402(4)(B). For Against Abstained Joe Anderson x Dave Cuesta x Rita Russell x Othoniel Sierra (Seconded By) x John Stone x Cheryl Wink x Linda Olson (Moved By) x 7 0 0 Motion CARRIED. The meeting recessed at 8:03 p.m. to go into Executive Session. The Executive Session was held by teleconference. The meeting reconvened at 9:52 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 John Stone TO CLOSE THE EXECUTIVE SESSION. Page 9 of 10 Draft Page 104 of 290 City Council Regular September 8, 2020 For Against Abstained Joe Anderson x Dave Cuesta x Rita Russell x Othoniel Sierra (Moved By) x John Stone (Seconded By) x Cheryl Wink x Linda Olson x 7 0 0 Motion CARRIED. b) Council Members' Choice 13 Covid-19 Update 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 10:45 p.m. City Clerk Page 10 of 10 Draft Page 105 of 290 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Karen Montanez DEPARTMENT: Community Development, Information Technology DATE: September 21, 2020 SUBJECT: Contract Approval for Permit and Land Management System DESCRIPTION: Award of contract to iMS for Permit and Land Management System RECOMMENDATION: Staff recommends Council approve, by Motion, the Intuitive Municipal Solutions (iMS) Agreement. PREVIOUS COUNCIL ACTION: The Permit and Land Management Software project was presented to Council at the 2020 Budget Workshop and was included in the adopted FY-2020 General Fund budget. SUMMARY: The Community Development Department seeks process and operational improvement through technology that provides workflow automation, robust management reporting, mobile capabilities, citizen access, online permitting, electronic plan review and collaborations tools. Currently the City is using TRAKIt.Net. The application vendor, Corner Square, has stated that TRAKiT.Net will no longer receive functional enhancements, only bug fixes and recommended an upgrade to the latest version of TRAKiT. Given the age of the system, the level of effort required to update to the next version and the likelihood that business requirements have changed since the system deployment, the implementation team proposed replacing the technology with a system that offers e-services for managing Permitting, Licensing and Land Management. Staff issued a Request for Proposals, analyzed competing proposals and after a lengthy review and demonstration process, selected Intuitive Municipal Solutions as the best fit for the city. The proposed agreement reflects significant negotiation with the vendor and customization of the services designed to meet specific needs of the city's workforce. The proposed solution includes: iMSPermits provides the ability for online applications, as well as having the ability to pay generated fees, check on the status of reviews and inspections and schedule future inspections. iMSApprovals supports the collaborative effort between an applicant and their review team by providing an enhanced notification and communication system that will send automated text messages and/or emails when appropriate, ensuring the lines of communication are always open. Page 106 of 290 iMSLicenses provides the ability to apply for, pay or renew a license online thus significantly reducing the amount of time to apply and providing the opportunity to better serve our customers. It is estimated that full implementation of the system will require 10 months. Staff anticipates the system to be fully functional by the start of the 3rd quarter of 2021. ANALYSIS: The Community Development Department issued a Request for Proposals (RFP) in 2019. The evaluation team consisted of staff members from Community Development, Public Works, Utilities, Finance and Information Technology. The evaluation team received four (4) proposals and invited three (3) vendors to provide demonstrations. The demonstrations showed significant advances in functionality. At the conclusion of the proposal review and solution demonstrations, the evaluation team scored iMS as the top ranked vendor and as such, the evaluation team recommends contract approval with Intuitive Municipal Solutions, LLC. FINANCIAL IMPLICATIONS: The total cost of the licenses and implementation services is $250,000. The cost for annual support and maintenance is $35,000 with a 2% increase each year. The budgeted amount included in the capital projects budget is $261,723. ALTERNATIVES: The Community Development Department will continue to use TRAKiT.Net for permitting and land management. CONCLUSION: Implementation of the proposed iMS system will drastically improve essential services for staff and citizens with increased accessibility and functionality. Staff recommends approval of the attached contract with Intuitive Municipal Solutions, LLC. ATTACHMENTS: Contract Approval Summary Intuitive Municipal Solutions Contract Intuitive Municipal Solutions Permit Licensing and Land Management Cost Quote RFP-19-035 Intuitive Municipal Solution, LLC Permit Licensing & Land Management Proposal Page 107 of 290 Contract Approval Summary March 2019 Update 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: Phone: Title: Email: Vendor Contact Information Vendor Name: Intuitive Municipal Solutions, LLC Vendor Contact: Vance Bradshaw Vendor Address: 600 La Terraza Blvd Vendor Phone: 747-222-8822 City: Escondido Vendor Email: vance@ims16.com State: California Zip Code: 92025 Contract Type Contract Type:Contractural Services 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: 9/7/2020 End Date: 07/01/2021 Total Years of Term: Total Amount of Contract for term (or estimated amount if based on item pricing): iMS Software Licenses: $135,000 Implementation: $115,000 Annual Support & Maint: $ 35,000 If Amended: Original Amount $ Amendment Amount $ Total as Amended: $ Renewal options available: Payment terms (please describe terms or attach schedule if based on deliverables): Licensing Payment Terms: Payment Terms: 25% at signing 50% on installation of configured system 25% on completion of end user training Implementation Payment Terms: Permitting, Licensing and Land Management Software Licenses and Implementation Services. Page 108 of 290 Contract Approval Summary March 2019 Update Page | 2 Payment Terms: 25% at signing 50% on installation of configured system 25% on completion of end user training Attachments: ☐Copy of original Contract if this is an Amendment ☐Copies of related Contracts/Conveyances/Documents Source of Funds (Insert Excel Document Image): 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 (Check Box): ☐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 ☐Optimal Source: Provide Detailed Explanation: ☐ Sole Source (Use as much space as necessary for detailed explanation): ☐ Qualification Based Selection / Best Value* (Continue on Next Page): *Note: Qualifications Based Selection / Best Value Justification detailed explanation may include the following information, but is not limited to: 1.) Product and provider reliability 2.) Product and project understanding 3.) Product availability / Low risk solution 4.) Ability to connect to with current City of Englewood IT systems 5.) Familiarization with the City of Englewood. CAPITAL ONLY Capital Operating Year Tyler / New World Project # / Task#Fund Division Object Line Item Description Budget Spent to Date Contract Amount Budget Remaining C 2020 31 0701 Permit & Land Mgmt $261,723 $0.00 250,000.00$ 11,723.00$ O -$ -$ -$ -$ -$ -$ -$ -$ Total by Fund - Current Year 261,723.00$ -$ 250,000.00$ 11,723.00$ C -$ -$ -$ -$ O -$ -$ -$ -$ Total by Fund - Year Two -$ -$ -$ -$ Grand Total 261,723.00$ -$ 250,000.00$ 11,723.00$ CAPITAL & OPERATING EXPENSE Page 109 of 290 Ehgkaweed PROFESSIONAL SERVICES AGREEMENT Contract Number PSAl20-49 Software Licensing and Implementation Services $250,000 This Professional Services Agreement (the “Agreement”)is made as of this day of ,20_,(the “Effective Date”)by and between Intuitive Municipal Solutions,LLC,a Colorado corporation (“Consultant”),and The City of Englewood,Colorado,a municipal corporation organized under the laws of the State of Colorado (“City”). City desires that Consultant,from time to time,provide certain consulting services,systems integration services,data conversion services,training services,and/or related services as described herein,and Consultant desires to perform such services on behalf of City on the terms and conditions set forth herein. In consideration of the foregoing and the terms hereinafter set forth and other good and valuable consideration,the receipt and sufficiency of which are hereby acknowledged,the parties hereto, intending to be legally bound,agree as follows: 1.Definitions.The terms set forth below shall be defined as follows: (a)“|ntellectual Property Rights” shall mean any and all (by whatever name or term known or designated)tangible and intangible and now known or hereafter existing (1)rights associate with works of authorship throughout the universe,including but not limited to copyrights,moral rights,and mask- works,(2)trademark and trade name rights and similar rights,(3)trade secret rights,(4) patents,designs,algorithms and other industrial property rights,(5)all other intellectual and industrial property rights (of every kind and nature throughout the universe and however designated)(including logos, “rental”rights and rights to remuneration), whether arising by operation of law,contract, license,or otherwise,and (6)all registrations, initial applications,renewals,extensions, continuations,divisions or reissues hereof now or hereafter in force (including any rights in any of the foregoing). (b)“Work Product”shall mean all patents,patent applications,inventions, designs,mask works,processes, methodologies,copyrights and copyrightable works,trade secrets including confidential information,data,designs,manuals,training materials and documentation,formulas, knowledge of manufacturing processes, methods,prices,financial and accounting data, products and product specifications and all other Intellectual Property Rights created, developed or prepared,documented and/or delivered by Consultant,pursuant to the provision of the Services. 2.Statements of Work.During the term hereof and subject to the terms and conditions contained herein,Consultant agrees to provide,on an as requested basis,the consulting services,systems integration services,data conversion services,training services,and related services (the “Services”) as further described in Attachment A (the “Statement of Work”)for City,and in such additional Statements of Work as may be 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodco.gov Page 110 of 290 executed by each of the parties hereto from time to time pursuant to this Agreement.Each Statement of Work shall specify the scope of work,specifications,basis of compensation and payment schedule,estimated length of time required to complete each Statement of Work,including the estimated start/finish dates,and other relevant information and shall incorporate all terms and conditions contained in this Agreement 3.Performance of Services. (a)Performance.Consultant shall perform the Services necessary to complete all projects outlined in a Statement of Work in a timely and professional manner consistent with the specifications,if any,set forth in the Statement of Work,and in accordance with industry standards.Consultant agrees to exercise the highest degree of professionalism, and to utilize its expertise and creative talents in completing the projects outlined in a Statement of Work. (b)Delays.Consultant agrees to notify City promptly of any factor,occurrence, or event coming to its attention that may affect Consu|tant’s ability to meet the requirements of the Agreement,or that is likely to occasion any material delay in completion of the projects contemplated by this Agreement or any Statement of Work.Such notice shall be given in the event of any loss or reassignment of key employees,threat of strike,or major equipment failure.Time is expressly made of the essence with respect to each and every term and provision of this Agreement. (c)Discrepancies.If anything necessary for the clear understanding of the Services has been omitted from the Agreement specifications or it appears that various instructions are in conflict,Consultant shall secure written instructions from City’s project director before proceeding with the performance of the Services affected by such omissions or discrepancies. 4.Invoices and Payment.Unless otherwise provided in a Statement of Work, City shall pay the amounts agreed to in a Statement of Work within thirty (30)days following the acceptance by City of the work called for in a Statement of Work by City. Acceptance procedures shall be outlined in the Statement of Work.If City disputes all or any portion of an invoice for charges,then City shall pay the undisputed portion of the invoice by the due date and shall provide the following notification with respect to the disputed portion of the invoice.City shall notify Consultant as soon as possible of the specific amount disputed and shall provide reasonable detail as to the basis for the dispute.The parties shall then attempt to resolve the disputed portion of such invoice as soon as possible.Upon resolution of the disputed portion,City shall pay to Consultant the resolved amount. 5.Taxes.City is not subject to taxation.No federal or other taxes (excise, luxury,transportation,sales,etc.)shall be included in quoted prices.City shall not be obligated to pay or reimburse Consultant for any taxes attributable to the sale of any Services which are imposed on or measured by net or gross income,capital,net worth, franchise,privilege,any other taxes,or assessments,nor any of the foregoing imposed on or payable by Consultant.Upon written notification by City and subsequent verification by Consultant,Consultant shall reimburse or credit,as applicable,City in .a timely manner,for any and all taxes erroneously paid by City.City shall provide Consultant with,and Consultant shall accept in good faith,resale,direct pay,or other exemption certificates,as applicable. 6.Out of Pocket Expenses.Consultant shall be reimbursed only for expenses which are expressly provided for in a Statement of Work or which have been approved in advance in writing by City,provided Consultant has furnished such documentation for authorized expenses as City may reasonably request. 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 wwvv.englewoodco.gov l'\''\I‘A1 iii1|.ll\‘xlxw ‘;ll»war ill Ix) Page 111 of 290 7.Audits.Consultant shall provide such employees and independent auditors and inspectors as City may designate with reasonable access to all sites from which Services are performed for the purposes of performing audits or inspections of Consu|tant’s operations and compliance with this Agreement.Consultant shall provide such auditors and inspectors any reasonable assistance that they may require.Such audits shall be conducted in such a way so that the Services or services to any other customer of Consultant are not impacted adversely. 8.Term and Termination.The term of this Agreement shall commence on the date when both parties have signed the Agreement, and shall continue for one year,unless this Agreement is terminated as provided in this Section 8.At the end of the initial one year period,if the parties desire to extend this Agreement beyond the one year period,written notice shall be given to the City no later than thirty (30)days prior to the end of the one year period by the Contractor.If the City agrees to the request for renewal,the parties shall then enter into an amendment extending this Agreement including an amended Statement of Work,if necessary.The parties understand and acknowledge that any renewal of this Agreement is subject to the approval of the Englewood City Council.The parties also understand and acknowledge that the extension of this contract beyond the initial one year period is contingent upon the City appropriating adequate funds for each fiscal year (a)Convenience.City may,without cause and without penalty,terminate the provision of Services under any or all Statements of Work upon thirty (30)days prior written notice.Upon such termination,City shall,upon receipt of an invoice from Consultant,pay Consultant for Services actually rendered prior to the effective date of such termination.Charges will be based on time expended for all incomplete tasks as listed in the applicable Statement of Work,and all completed tasks will be charged as indicated in the applicable Statement of Work. (b)No Outstanding Statements of Work.Either party may terminate this Agreement by providing the other party with at least thirty (30)days prior written notice of termination if there are no outstanding Statements of Work. (c)Material Breach.If either party materially defaults in the performance of any term of a Statement of Work or this Agreement with respect to a specific Statement of Work (other than by nonpayment)and does not substantially cure such default within thirty (30) days after receiving written notice of such default,then the non-defaulting party may terminate this Agreement or any or all outstanding Statements of Work by providing ten (10)days prior written notice of termination to the defaulting party. (d)Bankruptcy or Insolvency.Either party may terminate this Agreement effective upon written notice stating its intention to terminate in the event the other party:(1) makes a general assignment of all or substantially all of its assets for the benefit of its creditors;(2)applies for,consents to,or acquiesces in the appointment of a receiver, trustee,custodian,or liquidator for its business or all or substantially all of its assets;(3)files, or consents to or acquiesces in,a petition seeking relief or reorganization under any bankruptcy or insolvency laws;or (4)files a petition seeking relief or reorganization under any bankruptcy or insolvency laws is filed against that other party and is not dismissed within sixty (60)days after it was filed. (e)TABOR.The parties understand and acknowledge that each party is subject to Article X,§20 of the Colorado Constitution ("TABOR").The parties do not intend to violate the terms and requirements of TABOR by the execution of this Agreement.It is understood and agreed that this Agreement does not create a multi-fiscal year direct or 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.eng|ewoodco.gov Page 112 of 290 indirect debt or obligation within the meaning of TABOR and,notwithstanding anything in this Agreement to the contrary,all payment obligations of City are expressly dependent and conditioned upon the continuing availability of funds beyond the term of City's current fiscal period ending upon the next succeeding December 31.Financial obligations of City payable after the current fiscal year are contingent upon funds for that purpose being appropriated,budgeted,and othen/vise made available in accordance with the rules,regulations,and resolutions of City and applicable law.Upon the failure to appropriate such funds,this Agreement shall be deemed terminated. (f)Return of Property.Upon termination of this Agreement,both parties agree to return to the other all property (including any Confidential Information,as defined in Section 11)of the other party that it may have in its possession or control. 9.City Obligations.City will provide timely access to City personnel,systems and information required for Consultant to perform its obligations hereunder.City shall provide to Consultant’s employees performing its obligations hereunder at City’s premises, without charge,a reasonable work environment in compliance with all applicable laws and regulations,including office space, furniture,telephone service,and reproduction, computer,facsimile,secretarial and other necessary equipment,supplies,and services. With respect to all third party hardware or software operated by or on behalf of City,City shall,at no expense to Consultant,obtain all consents,licenses and sublicenses necessary for Consultant to perform under the Statements of Work and shall pay any fees or other costs associated with obtaining such consents, licenses and sublicenses. 10.Staff.Consultant is an independent consultant and neither Consultant nor Consultant’s staff is,or shall be deemed to be employed by City.City is hereby contracting with Consultant for the Services described in a Statement of Work and Consultant reserves the right to determine the method,manner and means by which the Services will be performed.The Services shall be performed by Consultant or Consultant’s staff,and City shall not be required to hire,supervise or pay any assistants to help Consultant perform the Services under this Agreement.Except to the extent that Consultant’s work must be performed on or with City’s computers or City’s existing software,all materials used in providing the Services shall be provided by Consultant. 11.Confidential Information. (a)Obligations.Each party hereto may receive from the other party information which relates to the other party’s business, research,development,trade secrets or business affairs (“Confidential Information’’). Subject to the provisions and exceptions set forth in the Colorado Open Records Act,CRS Section 24-72-201 et seq.,each party shall protect all Confidential Information of the other party with the same degree of care as it uses to avoid unauthorized use,disclosure, publication or dissemination of its own confidential information of a similar nature,but in no event less than a reasonable degree of care.Without limiting the generality of the foregoing,each party hereto agrees not to disclose or permit any other person or entity access to the other party’s Confidential Information except such disclosure or access shall be permitted to an employee,agent, representative or independent consultant of such party requiring access to the same in order to perform his or her employment or services.Each party shall insure that their employees,agents,representatives,and independent consultants are advised of the confidential nature of the Confidential Information and are precluded from taking any action prohibited under this Section 11. Further,each party agrees not to alter or remove any identification,copyright or other proprietary rights notice which indicates the 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodco.gov l‘\\».‘—i [I‘,ll'l _\willI.ii.l!“Illi"‘lll Page 113 of 290 ownership of any part of such Confidential Information by the other party.A party hereto shall undertake to immediately notify the other party in writing of all circumstances surrounding any possession,use or knowledge of Confidential Information at any location or by any person or entity other than those authorized by this Agreement. Notwithstanding the foregoing,nothing in this Agreement shall restrict either party with respect to information or data identical or similar to that contained in the Confidential Information of the other party but which (1)that party rightfully possessed before it received such information from the other as evidenced by written documentation;(2)subsequently becomes publicly available through no fault of that party;(3)is subsequently furnished rightfully to that party by a third party without restrictions on use or disclosure;or (4)is required to be disclosed by law,provided that the disclosing party will exercise reasonable efforts to notify the other party prior to disclosure. (b)Know-How.For the avoidance of doubt neither City nor Consultant shall be prevented from making use of know-how and principles learned or experience gained of a non—proprietary and non-confidential nature. (c)Remedies.Each of the parties hereto agree that if,their officers,employees or anyone obtaining access to the Confidential Information of the other party by,through or under them,breaches any provision of this Section 11,the non-breaching party shall be entitled to an accounting and repayment of all profits,compensation,commissions, remunerations and benefits which the breaching party,its officers or employees directly or indirectly realize or may realize as a result of or growing out of,or in connection with any such breach.In addition to,and not in limitation of the foregoing,in the event of any breach of this Section 11,the parties agree that the non-breaching party will suffer irreparable harm and that the total amount of monetary damages for any such injury to the non-breaching party arising from a violation of this Section 11 would be impossible to calculate and would therefore be an inadequate remedy at law.Accordingly,the parties agree that the non-breaching party shall be entitled to temporary and permanent injunctive relief against the breaching party,its officers or employees and such other rights and remedies to which the non-breaching party may be entitled to at law,in equity or under this Agreement for any violation of this Section 11. The provisions of this Section 11 shall survive the expiration or termination of this Agreement for any reason. 12.Project Managers.Each party shall designate one of its employees to be its Project Manager under each Statement of Work,who shall act for that party on all matters under the Statement of Work.Each party shall notify the other in writing of any replacement of a Project Manager.The Project Managers for each Statement of Work shall meet as often as either one requests to review the status of the Statement of Work. 13.Warranties. (a)Authority.Consultant represents and warrants that:(1)Consultant has the full corporate right,power and authority to enter into this Agreement and to perform the acts required of it hereunder;(2)the execution of this Agreement by Consultant,and the performance by Consultant of its obligations and duties hereunder,do not and will not violate any agreement to which Consultant is a party or by which it is otherwise bound under any applicable law,rule or regulation;(3)when executed and delivered by Consultant,this Agreement will constitute the legal,valid and binding obligation of such party,enforceable against such party in accordance with its terms;and (4)Consultant acknowledges that City makes no representations,warranties or agreements related to the subject matter hereof that are not expressly provided for in this Agreement 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodco.gov Page 114 of 290 (b)Service Warranty.Consultant warrants that its employees and consultants shall have sufficient skill,knowledge,and training to perform Services and that the Services shall be performed in a professional and workmanlike manner. (c)Personnel.Unless a specific number of employees is set forth in the Statement of Work,Consultant warrants it will provide sufficient employees to complete the Services ordered within the applicable time frames established pursuant to this Agreement or as set forth in the Statement of Work. During the course of performance of Services, City may,for any or no reason,request replacement of an employee or a proposed employee.In such event,Consultant shall, within five (5)working days of receipt of such request from City,provide a substitute employee of sufficient skill,knowledge,and training to perform the applicable Services. Consultant shall require employees providing Services at a City location to comply with applicable City security and safety regulations and policies. (d)Compensation and Benefits. Consultant shall provide for and pay the compensation of employees and shall pay all taxes,contributions,and benefits (such as,but not limited to,workers’compensation benefits) which an employer is required to pay relating to the employment of employees.City shall not be liable to Consultant or to any employee for Consultant’s failure to perform its compensation,benefit,or tax obligations. Consultant shall indemnify,defend and hold City harmless from and against all such taxes, contributions and benefits and will comply with all associated governmental regulations, including the filing of all necessary reports and returns. 14.indemnification. (a)Consultant Indemnification. Consultant shall indemnify,defend and hold harmless City,its directors,officers, employees,and agents and the heirs, executors,successors,and permitted assigns of any of the foregoing (the “City |ndemnitees") only to the extent and for an amount represented by the degree or percentage of negligence or fault attributable to the Consultant,from and against all losses,claims, obligations,demands,assessments,fines and penalties (whether civil or criminal),liabilities, expenses and costs (including reasonable fees and disbursements of legal counsel and accountants),bodily and other personal injuries,damage to tangible property,and other damages,of any kind or nature,suffered or incurred by a City lndemnitee directly or indirectly arising from or related to:(1)any negligent or intentional act or omission by Consultant or its representatives in the performance of Consultant’s obligations under this Agreement,or (2)any material breach in a representation,warranty,covenant or obligation of Consultant contained in this Agreement. (b)Infringement.Consultant will indemnify,defend,and hold City harmless from all lndemnifiable Losses arising from any third party claims that any Work Product or methodology supplied by Consultant infringes or misappropriates any Intellectual Property rights of any third party;provided,however, that the foregoing indemnification obligation shall not apply to any alleged infringement or misappropriation based on:(1)use of the Work Product in combination with products or services not provided by Consultant to the extent that such infringement or misappropriation would have been avoided if such other products or services had not been used;(2)any modification or enhancement to the Work Product made by City or anyone other than Consultant or its sub-consultants;or (3)use of the Work Product other than as permitted under this Agreement. (c)Indemnification Procedures. Notwith—standlng anything else contained in this Agreement,no obligation to indemnify which is set forth in this Section 14 shall apply 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.eng|ewoodco.gov Page 115 of 290 unless the party claiming indemnification notifies the other party as soon as practicable to avoid any prejudice in the claim,suit or proceeding of any matters in respect of which the indemnity may apply and of which the notifying party has knowledge and gives the other party the opportunity to control the response thereto and the defense thereof; provided,however,that the party claiming indemnification shall have the right to participate in any legal proceedings to contest and defend a claim for indemnification involving a third party and to be represented by its own attorneys,all at such party’s cost and expense;provided further,however,that no settlement or compromise of an asserted third- party claim other than the payment/money may be made without the prior written consent of the party claiming indemnification. (d)Immunity.City,its officers,and its employees,are relying on,and do not waive or intend to waive by any provision of this Agreement,the monetary limitations or any other rights,immunities,and protections provided by the Colorado Governmental Immunity Act,C.R.S.24-10-101 et seq.,as from time to time amended,or othen/vise available to City,its officers,or its employees. 15.Insurance. (a)Requirements.Consultant agrees to keep in full force and effect and maintain at its sole cost and expense the following policies of insurance during the term of this Agreement: (1)The Consultant shall comply with the Workers’Compensation Act of Colorado and shall provide compensation insurance to protect the City from and against any and all Workers’Compensation claims arising from performance of the work under this contract.Workers’Compensation insurance must cover obligations imposed by applicable laws for any employee engaged in the performance of work under this contract,as well as the Employers’Liability within the minimum statutory limits. (2)Commercial General Liability Insurance and auto liability insurance (i)_Commercia|General Liability (including contractual liability insurance) providing coverage for bodily injury and property damage with a combined single limit of not less than two million dollars ($2,000,000) per occurrence. (ii)_Hired /Non-Owned Auto not less than two million dollars ($2,000,000)per occurrence. (3)Professional Liability/Errors and Omissions Insurance covering acts,errors and omissions arising out of Consu|tant’s operations or Services in an amount not less than one million dollars ($1,000,000)per occurrence. (4)Employee Dishonesty and Computer Fraud Insurance covering losses arising out of or in connectionwith any fraudulent or dishonest acts committed by Consultant personnel,acting alone or with others,in an amount not less than fifteen thousand dollars ($15,000)per occurrence. (b)Approved Companies.All such insurance shall be procured with such insurance companies of good standing, permitted to do business in the country,state or territory where the Services are being performed. (c)Certificates.Consultant shall provide City with certificates of insurance evidencing compliance with this Section 15 (including evidence of renewal of insurance) signed by authorized representatives of the respective carriers for each year that this Agreement is in effect.Certificates of insurance will list the City of Englewood as an additional insured.Each certificate of insurance shall provide that the issuing company shall not cancel,reduce,or othen/vise materially change the insurance afforded under the above policies unless thirty (30)days’ 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodco.gov Page 116 of 290 notice of such cancellation,reduction or material change has been provided to City. 16.Rights in Work Product. (a)Generally.Except as specifically agreed to the contrary in any Statement of Work,all Intellectual Property Rights in and to the Work Product produced or provided by Consultant under any Statement of Work shall remain the property of Consultant.With respect to the Work Product,Consultant unconditionally and irrevocably grants to City during the term of such Intellectual Property Rights,a non-exclusive,irrevocable,perpetual, worldwide,fully paid and royalty-free license, to reproduce,create derivative works of, distribute,publicly perform and publicly display by all means now known or later developed, such Intellectual property Rights. (b)Know-How.Notwithstanding anything to the contrary herein,each party and its respective personnel and consultants shall be free to use and employ its and their general skills,know-how,and expertise,and to use, disclose,and employ any generalized ideas, concepts,know-how,methods,techniques,or skills gained or learned during the course of any assignment,so long as it or they acquire and apply such information without disclosure of any Confidential Information of the other party. 17.Relationship of Parties.Consultant is acting only as an independent consultant and does not undertake,by this Agreement,any Statement of Work or othenivise,to perform any obligation of City,whether regulatory or contractual,or to assume any responsibility for City’s business or operations.Neither party shall act or represent itself,directly or by implication,as an agent of the other,except as expressly authorized in a Statement of Work. 18.Complete Agreement.This Agreement contains the entire agreement,including all Exhibits,Statements of Work and other Attachments that have been executed by the parties,and are attached hereto and made a part of this Agreement. 19.Applicable Law.Consultant shall comply with all applicable laws in performing Services but shall be held harmless for violation of any governmental procurement regulation to which it may be subject but to which reference is not made in the applicable Statement of Work.This Agreement shall be construed in accordance with the laws of the State of Colorado.Any action or proceeding brought to interpret or enforce the provisions of this Agreement shall be brought before the state or federal court situated in Arapahoe County,Colorado and each party hereto consents to jurisdiction and venue before such courts. (a)Attorney Fees.In the event that either party to this Agreement shall commence any action against the other party arising out of or in connection with this Agreement,or contesting the validity of the Agreement or any provision of this Agreement, the prevailing party shall be entitled to recover from the other party reasonable attorney’s fees and related costs,fees and expenses incurred by the prevailing party in connection with such action or proceeding. 20.Scope of Agreement.If the scope of any provisions of this Agreement is too broad in any respect whatsoever to permit enforcement to its fullest extent,then such provision shall be enforced to the maximum extent permitted by law,and the parties hereto consent to and agree that such scope may be judicially modified accordingly and that the whole of such provision of this Agreement shall not thereby fail,but that the scope of such provision shall be curtailed only to the extent necessary to conform to law. 21.Additional Work.After receipt of a Statement of Work,City,with Consu|tant’s consent,may request Consultant to undertake additional work with respect to such Statement of Work.In such event,City and Consultant 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodco.gov Page 117 of 290 shall execute an addendum to the Statement of Work specifying such additional work and the compensation to be paid to Consultant for such additional work. 22.Sub-consultants.Consultant may not subcontract any of the Services to be provided hereunder without the prior written consent of City.In the event of any permitted subcontracting,the agreement with such third party shall provide that,with respect to the subcontracted work,such sub—consu|tant shall be subject to all of the obligations of Consultant specified in this Agreement. 23.Notices.Any notice provided pursuant to this Agreement shall be in writing to the parties at the addresses set forth below and shall be deemed given (1)if by hand delivery, upon receipt thereof,(2)three (3)days after deposit in the United States mails,postage prepaid,certified mail,return receipt requested or (3)one (1)day after deposit with a nationally-recognized overnight courier, specifying overnight priority delivery.Either party may change its address for purposes of this Agreement at any time by giving written notice of such change to the other party hereto. 24.Assignment.This Agreement may not be assigned by Consultant without the prior written consent of City.Except for the prohibition of an assignment contained in the preceding sentence,this Agreement shall be binding upon and inure to the benefit of the heirs,successors and assigns of the parties hereto. 25.Third Party Beneficiaries.This Agreement is entered into solely for the benefit of the parties hereto and shall not confer any rights upon any person or entity not a party to this Agreement. 26.Headings.The section headings in this Agreement are solely for convenience and shall not be considered in its interpretation. The recitals set forth on the first page of this Agreement are incorporated into the body of this Agreement.The exhibits referred to throughout this Agreement and any Statement of Work prepared in conformance with this Agreement are incorporated into this Agreement. 27.Waiver.The failure of either party at any time to require performance by the other party of any provision of this Agreement shall not effect in any way the full right to require such performance at any subsequent time;nor shall the waiver by either party of a breach of any provision of this Agreement be taken or held to be a waiver of the provision itself. 28.Force Majeure.If performance by Consultant of any service or obligation under this Agreement is prevented,restricted, delayed or interfered with by reason of labor disputes,strikes,acts of God,floods,lightning, severe weather,shortages of materials, rationing,utility or communications failures, earthquakes,war,revolution,civil commotion, acts of public enemies,blockade,embargo or any law,order,proclamation,regulation, ordinance,demand or requirement having legal effect of any governmental or judicial authority or representative of any such government,or any other act whether similar or dissimilar to those referred to in this clause, which are beyond the reasonable control of Consultant,then Consultant shall be excused from such performance to the extent of such prevention,restriction,delay or interference.If the period of such delay exceeds thirty (30) days,City may,without liability,terminate the affected Statement of Work(s)upon written notice to Consultant. 29.Time of Performance.Time is expressly made of the essence with respect to each and every term and provision of this Agreement. 30.Permits.Consultant shall at its own expense secure any and all licenses,permits or certificates that may be required by any federal,state or local statute,ordinance or 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodco.gov |’\\:‘~:‘|'l1lil‘.t‘-»li.'i,ii.ui‘\.’ii wt ll! Page 118 of 290 regulation for the performance of the Services under the Agreement.Consultant shall also comply with the provisions of all Applicable Laws in performing the Services under the Agreement.At its own expense and at no cost to City,Consultant shall make any change, alteration or modification that may be necessary to comply with any Applicable Laws that Consultant failed to comply with at the time of performance of the Services. 31.Media Releases.Except for any announcement intended solely for internal distribution by Consultant or any disclosure required by legal,accounting,or regulatory requirements beyond the reasonable control of Consultant,all media releases,public announcements,or public disclosures (including,but not limited to,promotional or marketing material)by Consultant or its employees or agents relating to this Agreement or its subject matter,or including the name,trade mark,or symbol of City,shall be coordinated with and approved in writing by City prior to the release thereof.Consultant shall not represent directly or indirectly that any Services provided by Consultant to City has been approved or endorsed by City or include the name,trade mark,or symbol of City on a list of Consultant’s customers without City’s express written consent. 32.Nonexclusive Market and Purchase Rights.It is expressly understood and agreed that this Agreement does not grant to Consultant an exclusive right to provide to City any or all of the Services and shall not prevent City from acquiring from other suppliers services similar to the Services.Consultant agrees that acquisitions by City pursuant to this Agreement shall neither restrict the right of City to cease acquiring nor require City to continue any level of such acquisitions. Estimates or forecasts furnished by City to Consultant prior to or during the term of this Agreement shall not constitute commitments. 33.Survival.The provisions of Sections 5, 8(g),10,11,13,14,16,17,19,23,25 and 31 shall survive any expiration or termination for any reason of this Agreement. 34.Verification of Compliance with C.R.S. 8-17.5-101 ET.SEQ.Regarding Hiring of Illegal Aliens: (a)Employees,Consultants and Sub-consultants:Consultant shall not knowingly employ or contract with an illegal alien to perform work under this Contract. Consultant shall not contract with a sub- consultant that fails to certify to the Consultant that the sub-consultant will not knowingly employ or contract with an illegal alien to perform work under this Contract.[CRS 8- 17.5-102(2)(a)(|)&(II).] (b)Verification:Consultant will participate in either the E-Verify program or the Department program,as defined in C.R.S.8- 17.5-101 (3.3)and 8-17.5-101 (3.7), respectively,in order to confirm the employment eligibility of all employees who are newly hired for employment to perform work under this public contract for services. Consultant is prohibited from using the E-Verify program or the Department program procedures to undertake pre-employment screening of job applicants while this contract is being performed. (c)Duty to Terminate a Subcontract:If Consultant obtains actual knowledge that a sub-consultant performing work under this Contract knowingly employs or contracts with an illegal alien,the Consultant shall; (1)notify the sub-consultant and the City within three days that the Consultant has actual knowledge that the sub-consultant is employing or contracting with an illegal alien;and (2)terminate the subcontract with the sub-consultant if,within three days of receiving notice required pursuant to this paragraph the sub- 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodco.gov 10 Page 119 of 290 consultant does not stop employing or contracting with the illegal alien;except that the Consultant shall not terminate the contract with the sub-consultant if during such three days the sub- consultant provides information to establish that the sub-consultant has not knowingly employed or contracted with an illegal alien. (d)Duty to Comply with State Investigation:Consultant shall comply with any reasonable request of the Colorado Department of Labor and Employment made in the course of an investigation by that the Department is undertaking pursuant to C.R.S. 8-17.5-102 (5) (e)Damages for Breach of Contract: The City may terminate this contract for a breach of contract,in whole or in part,due to Consu|tant’s breach of any section of this paragraph or provisions required pursuant to CR8 8-17.5-102.Consultant shall be liable for actual and consequential damages to the City in addition to any other legal or equitable remedy the City may be entitled to for a breach of this Contract under this Paragraph 34. 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.eng|ewoodco.gov Page 120 of 290 IN WITNESS WHEREOF,the parties to this Agreement have caused it to be executed by their authorized officers as of the day and year first above written.This Agreement may be executed in counterparts,each of which shall be deemed an original,but all of which together shall constitute one and the same instrument. CITY OF ENGLEWOOD,COLORADO By:Date: (Department Director) By:Date: (City manager) By:Date: (Mayor) ATTEST: City Clerk In "(LV‘l,;“’l‘\/C)//‘vi/1rtforpotSo/u‘HOW; (Consultant Name) (000 L017-Er~r‘<:tZm EMF/00/‘ Address E sconat.rota»,CA 9 20 as City,State,Zi Code By: i/aime‘f‘”@‘%’w/smvv (Print Name) Title:to/~35‘\0{@—V1+/ Date:ggI 3;‘$0 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 wwwenglewoodcogov Page 121 of 290 ATTACHMENT A STATEMENT OF WORK Intuitive Municipal Solutions Agreement 1.GENERAL intuitive Municipal Solutions is an integrated enterprise solution comprised of Permitting,Plan Submittal,Electronic Review,Tracking and Development Review,Inspections,License Management and Public Inquiry. 2.NAMES,PHONE NUMBERS AND EMAILS OF PROJECT COORDINATORS Vendor: Name:Intuitive Municipal Solutions,LLC Address:600 La Terraza Blvd City:Escondido,CA 92025 Phone:(747)222-8822 Contact Person Name:Vance Bradshaw Email:Vance@ims16.com Title:President Legal Name:Intuitive Municipal Solutions,LLC State of Incorporation:California Effective Date of Agreement:The date the last party signed this Agreement Customer: Name:City of Englewood Address:1000 Englewood Parkway City:Englewood CO 80110 Phone:303-762-2300 Contact Person Name:Karen Montanez Email:kmontanez@Englewoodco.gov Title:Chief Building Official SUMMARY OR PURPOSE FOR STATEMENT OF WORK Software licensing and implementation services for an enterprise system to improve processing of building and land use permits,licenses,periodic inspections and related workflows. The system will enhance workflow automation,provide robust management reporting,mobile capabilities,citizen access,online permitting,electronic plan review and collaboration tools. Licensing,Configuration,Integration,Data Conversion and Training IMS Suite Licensing and Configuration iMSPermits:up to twelve (12)different processes based on type of work 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 wvvw.englewoodco.gov Page 122 of 290 iMSApprovals:up to seven (7)different processes based on type of work iMSLicenses:up to five (5)different processes based on type of work iMSEnforce:up to five (5)different processes based on type of work IMS Core Software (Unlimited User Licenses) User Access Citizen Portal Contractor Portal Guest Portal Configuration and Audit Screens Software Enhancements 1.Linked Records Navigation Links a.Change hover text (not supported on mobile)to include milestone (status) and record type 2.Option to disable the “Visible to Public”toggle on certain screens a.Lock to internal only 3.Trigger to hide or show review comments to public user classes a.Used to allow the public to view review progression but not comments until all the comments have been submitted and approved for release 4.Button to open Google Maps for ESRI clients a.Near the GIS map link in the record address tile. 5.Configuration of multiple ESRI profiles Custom Word Merge Templates Includes Fifteen (15)custom letters Custom SSRS Reports Includes Twelve (12)custom SSRS reports (across multiple records) Custom SSRS Documents Includes Twelve (12)custom SSRS documents (single record) Additional Documents and reports available at additional cost.Vendor to provide cost quote upon receipt of customer specifications for desired reports. Integrations GIS Integration (ESRI) Electronic Plan Review Bluebeam Tyler Integration MuniRevs Integration Business Intelligence Integration Cardknox Online Payment Processing Data Conversion Traklt Data Conversion Training iMS Orientation Webinar Administrator Training End User Training Concrete Utility Opt In program Multi-address change to multi-new parcels 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodco.gov Page 123 of 290 4.DESCRIPTION OF WORK PRODUCT AND DELIVERABLES 1.Configuration a.Application fields and workflow Help notes and sub-text Required fields Custom Fields iv.Default items (inspections,reviews,etc) b.Fees and other charges Inserted based upon workflow for application,renewal,approval or other milestone c.Post-submittalworkflow 2.Integrations a.Tyler New World Integration Automation 1.Auto task generation and assignment 2.Automated,pro-active email notification 3.SMS notification if desired 4.Automated document generation and email Manual process interaction 1.Assignment of manual processes when user intervention or review is required 2.Automated steps when manual processing is complete Renewals and Record maintenance 1.Automated notification to the public of expiration,renewal period,etc 2.Automated internal notification of items that require Integration Nightly export included b.MuniRevs Integration Integration with MuniRevs for the purpose of verifying addresses. c.GIS Integration (GIS) d.Electro i. ii. I. ii. iii. iv. V Address matching to current location Display locations using Map Services Radius notification based on one or more properties and supported vis SSRS generated documents or mailing labels Create permits,project cases directly from the map View property history nic Plan Review iMS support integration with Bluebeam Revu Bluebeam Studio Prime Licensing (not included)is required for this integration 1.Create session for a review iteration a.Select which documents to include (from linked PDF documents that are not already in another session) b.The integration creates a “Project”for the record (e.g.permit) if it does not already exist 0.Then creates a “Session”for the current review cycle d.Then uploads selected PDF files to the session for review 2.Jump to previously-created session In .lw [l|ll.~."I .‘\li.m:r:li.1l \l"Hi‘_l:-,III 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 vwvw.eng|ewoodco.gov I5 Page 124 of 290 a.Launches Bluebeam Revu and navigates the user to the linked session. e.Cardnkox Online Payment Processing i.Direct integration with Cardknox’s payment gateway.This integration will be used by customers (residents and contractors)of the City. 3.Data Conversion 3. b. TRAKiT Data Conversion i.Initial conversion into iMS for testing ii.Second conversion into iMS after data corrections iii.Final conversion prior to go-live GIS Tabular Data Update (ongoing) i.Initial installation for testing ii.Second installation after data corrections iii.Final installation prior to go-live 4.Training 3. b. d. e. iMS Orientation Webinar Two—houriMS Orientation webinar for City of Englewood Subject Matter Experts Administrator Training Two-day class,up to 10 staff members. Content:manage and create user accounts,create record types,design,develop and /or modify existing iMS workflows and automation,create and edit MS Word merge document,and associate SSRS document. End-User Training Three (3)days of training that can accommodate up to eight (8)staff members per session.Training sessions are functionally (e.g.,Permit Technician,Plans Examiner,Inspector based.Each session is 1-3 hours.Sessions will be scheduled based on the City’s staffing needs and requirements.Additional training days can be purchased on an as needed basis. Administration guide to be provided End-User guide to be provided 5.Reports 3.Exhibit A 6.Travel and Expenses Unless othenNise agreed to in an authorized work order and requested by Customer, Vendor will not travel to Customer’s location to perform or complete Vendor implementation services.In the event that Customer requests that Vendor provide services on Customer’s premises,Customer shall request to Vendor in writing.Customer will pay Vendor’s out—of- pocket expenses incurred as a result of Vendor’s performance of services.Vendor agrees to use reasonable efforts to limit travel and lodging expenses by using coach air fare, booking in advance when available,staying at hotels identified by the Customer offering corporate rates,and sharing rental cars where practical. 7.Maintenance and Support 3.Unlimited technical support 7:30am —5:30pm PT Monday —Friday.Support and maintenance include:regular software updates,and licensing costs for major upgrades.Major upgrade services may require negotiated implementation services. After hours emergency support —Exhibit C SLA —Exhibit B 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodco.gov 16 Page 125 of 290 5.PRICING iMS Software License:$135,000 Implementation Services:$115,000 Annual Support and Maintenance:$35,000 (2%increase per year) SMS Cost via Twillio for delivery of messages from iMS software $Third Party Negotiations Credit Card Processing Fees via Cardknox $Third Party Negitotiations 6.PAYMENT TERMS iMS Software License Payment Terms 25%at effective date of agreement:$33,750 50%at Workflow delivery $67,500 25%on completion of end user training:$33,750 Implementation Payment Terms 25%at effective date of agreement:$28,750 50%at Workflow Delivery $57,500 25%on completion of end user training:$28,750 Support and Maintenance Annually,in Advance.First period starts 90 days $ from effective date of agreement 7.SCHEDULE AND PERFORMANCE MILESTONES Intuitive Municipal Solutions 40-week implementation Week 1-3 Software Install;GIS data uploaded;GIS URL’s,Trakit db;Tyler integration details defined Week 4-13 Application Configuration,Data Conversion,and Integration Week 14-15 Upload data sources,review initial delivery/administrator training Week 16-20 Application,Interface and Data Conversion testing Week 20 Workflow Meetings by Department Week 21-24 Workflow Development Week 25 Workflow Delivery Week 26-30 Workflow Finalization,Reports Delivered Week 30-34 Report finalization Week 35-38 Final System Testing Week 39-40 End user Training;Go-Live Support 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 wvvw.englewoodco.gov I7 Page 126 of 290 8.ACCEPTANCE AND TESTING PROCEDURES Configuration Testing each application type to ensure the following are correct for (a)Public applications and (b) Internally generated applications: -Available fields —Required fields -Help tools -Custom Fields -Fees,Reviews,Inspections at time of submittal Reporting Testing each report to ensure that: -The expected records are returned by the report -The required fields are displayed on the report -Grouping and sorting are working as designed Integration Testing each integration to ensure that: -The variety of expected inputs are accepted -Common invalid inputs are not accepted -Processing occurs as expected -Outputs are formatted correctly and readable to the consuming system Data Conversion Testing converted records to ensure that: -A simple record looks as expected when compared with the source system -A random set of a few records can be found in the new system with expected components -A very complicated record of each type should be reviewed to ensure that all data elements came forward to the new system as expected All data converted or reviewed will be conducted on City servers and within the City’s computing environment.Intuitive Municipal Solutions access to City system’s and data will be granted on an as needed basis with advanced notification from Intuitive Municipal Solutions.” 9.LOCATION OF WORK FACILITIES Substantially all of the work will be conducted by Intuitive Municipal Solutions from offices located at 600 La Terraza Blvd.,Escondido,CA 92025. IN WITNESS WHEREOF,pursuant and in accordance with the Professional Services Agreement between the parties hereto dated ,20 ,the parties have executed this Statement of Work as of this day of ,20 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodco.gov 18 “‘=,‘J-liliriii1i_\II II at .VI\-‘um I .I I I Page 127 of 290 CITY OF ENGLEWOOD,COLORADO By: (Signature) (Print Name) Title: Date: I-‘Vr(‘L/Lr\7L1|\/(_/14¢/(K)(‘0:\ID.¢J ‘{\{\Un§ CBy: I/ame (siggw?/5km (Print Name) Title:jam?S5069/v7(’V Date:g (V 7/0 1000 Englewood Parkway,Englewood.Colorado 801102373 (303)762-2300 www.englewoodc0.gov Page 128 of 290 ATTACHMENT B St'111<:l<u‘clRe1 vrt "E2c 2 L L biMSStandard Reports INTT_,TITIV E MUNICIPAL SOLUTIONS Phone:(747)222-8822 Email:i11f0(?0.i111s16.co111 Website:www.ims1 6.co1n EDD Page 129 of 290 Introduction ......................................................... ...................................................... ..22 Disclaimer .............................................................. ..................................... ..22 Technical Suggort .............................................................. ............................ ..22 Feedback .............................................................. ...................................... ..22 General Instructions ......................................................... ............................................. ..22 All Agglications ............................................................ ................................................ ..23 Financial Regorts ............................................................... ............................ ..23 Activity Regorts ............................................................... ............................. ..24 Record Based Reports ................................................................. .................... ..24 Task Regorts ............................................................ .................................... ..24 Aggrovals ........................................................... ........................................................ ..24 Aggroved Projects .............................................................. ........................... ..24 Enforce ............................................................ ......................................................... ..25 Cases Closed ............................................................ .................................... ..25 Cases ogened ................................................................. .............................. ..25 Violations ............................................................... ..................................... ..25 Insgections ............................................................... .................................................. ..25 insgections ............................................................. ..................................... ..25 Licenses ................................................................. ................................................... ..26 Aggroved ............................................................... ..................................... ..26 Exgiring ..................................................................... ................................. ..26 Permits ............................................................ ......................................................... ..27 Aggroved ............................................................... ..................................... ..27 Conditions ................................................................... ................................ ..27 Exgiring ................................................................ ...................................... ..27 Finaled ................................................................ ....................................... ..27 Insgections ............................................................. ..................................... ..27 Issued ................................................................. ....................................... ..28 Reviews ..................................................................... ................................. ..29 E .................................................................. ........................................ ..29 Total fees ................................................................... ................................ ..29 Violations ............................................................... ..................................... ..29 System Regorts ........................................................ .................................................... ..30 Temglates ........................................................... ....................................................... ..31 Aggrovals ............................................................... ..................................... ..31 Enforce ........................................................................... ............. ..............31 Locations .................................................................... ................................ ..31 Permits ..................................................................... ................................. ..31 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.engIewoodco.gov Page 130 of 290 The following information provided in the document is intended to offer software aid and support. CONFIDENTIALANDPROPRIETARY ©2020 All Rights Reserved. If additional help is needed,please contact us at (747)222-8822 and we would be happy to work with you to answer any questions you may have.You may also open a service request by emailing info@ims16.com. Your suggestions will help us continue to improve accuracy,organization,and overall quality of this manual.If you have any comments,opinions,or questions about specific information included in this document,please let us know by emailing:info@ims16.com. This document is a reference for the iMS Standard Report &Documents. iMS Standard Reports are arranged/grouped by iMS application. To view the reports for an application,click Reports 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.eng|ewoodco.gov l‘*~\I -1"['1 l::'_‘.1 uvwvj,-.1‘\lmwv:.1 I I Page 131 of 290 The following reports are available in all applications SSRS Report Manager Location:Home >Reports >iMS >Financial Reports Credits by Account -Displays the total Credits applied by Account Number for the specified period. Credits by Record Number —Displays the Record number,Charge Name,Charge date,Charge amount,Credit date,credit amount and total credits applied for the specified period. Credits by Staff -Displays the Record number,Charge Name,Charge date,Charge amount, Credit date,credit amount and total credits applied for the specified period and user and/or Role. Outstanding Fees —Report of all unpaid fees by iMSapplication. Payments Received by Account —Payments received based on the user selected Payment Date Range and grouped by the charge’s account number. Payments Received by Cashier —Payments received based on the user selected Payment Date Range and grouped by the Cashier. Payments Received by Cashier and Tender Type —Payments received based on the user selected Payment Date Range and grouped by the Cashier and Tender Type. Payments Received by Receipt Number —Payments received based on the user selected Payment Date Range and sorted by the Receipt Number. Payments Received by Tender Type —Payments received based on the user selected Payment Date Range and grouped by the Tender Type. Refunds Received by Account —Refunds received based on the user selected Refund Date Range and grouped by the charge’s account number. Refunds Received by Cashier -Refunds received based on the user selected Refund Date Range and grouped by the Cashier. Refunds Received by Cashier and Tender Type —Refunds received based on the user selected Refund Date Range and grouped by the Cashier and Tender Type. Refunds Received by Receipt Number —Refunds received based on the user selected Refund Date Range and sorted by the Receipt Number. Refunds Received by Tender Type —Refunds received based on the user selected Refund Date Range and grouped by the Tender Type. 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.eng|ewoodco.gov l'\L l:.:.:ni g \1‘l'7li,l]“."»um r [it Page 132 of 290 SSRSReport Manager Location:Home >Reports >iMS 1.Activity Report —Displays Record Number,Location,Description,Milestone and total records based on user selected date range,record type,record subtype,record variant,and milestone date.Includes record count total. 2.Activity Report by User Class —Displays Record Number,Location,Description,Milestone and total records based on user selected date range,record type,record subtype,record variant,user class and milestone date.Includes record count total. SSRSReport Manager Location:Home >Reports >iMS 1.RcTypeCount —Displays the record type,subtype,variant hierarchy for the iMSapplication (no user defined parameters. 2.Type Hierarchy —Total number of records by record type and report (no user defined parameters). SSRS Report Manager Location:Home >Approval Reports >iMS 1.Tasks Not Completed —Displays a list of Tasks to include assigned user,record number, record status,location,task creation date and task scheduled date.Report is grouped by Task type/name and displays a total for each task and report total where there is no Completed Date based on the user’s selected date range (task Created,Scheduled or Completed date),user or role,and task type/name. 2.Task Report ~Displays a list of Tasks to include assigned user,record number,record status, location,task creation date and task scheduled date.Report is grouped by Task type/name and displays a total for each task and report total where the user’s selected date range (task Created,Scheduled or Completed date),user or role,and task type/name. 1 SSRS Report Manager Location:Home >Approval Reports >iMS 1.Project Approved -Elapsed Time -Displays Record Number,Location,Milestone and Milestone dates,record based elapsed time since submittal and average elapsed time for all records.Records are based on user selected date range where the record has an Approved date. 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.eng|ewoodco.gov Page 133 of 290 SSRS Report Manager Location:Home >Enforce Reports >iMS 1.Cases Closed -Elapsed Time -Displays Record Number,Case Type,Location,Milestone and Submit dates,record based elapsed time since submittal and average elapsed time for all records.Records are based on user selected date range where the record has a Closed date. SSRS Report Manager Location:Home >Enforce Reports >iMS 1.Cases Opened by Type and Subtype —Displays a record list count of opened cases by type and subtype along with a total opened case count.Bar Chart included. SSRSReport Manager Location:Home >Enforce Reports >iMS 1.Confirmed Violations (Bar Chart)—Displays a two-year comparison of violations that have a completed date within the date range as a bar chart. 2.All Code Violations —Displays a complete list of configured active Code violations and their description. 3.All Fire Violations —Displays a complete list of configured active Fire violations and their description. 4.All Housing Violations —Displays a complete list of configured active Housing violations and their description SSRSReport Manager Location:Home >Inspection Reports >iMS > 1.Completed Inspections -Displays Inspection type/title,Inspector name,Location,record number,Milestone and Milestone dates.Report is grouped by inspection type/title,with both group and report totals.Records are based on user selected date range,user and/or role,where the inspection has a Completed date. 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodco.gov Page 134 of 290 Completed Inspections (Bar Chart)—Displays a two-year comparison of inspections that have a completed date within the date range as a bar chart. Inspections by Status -Displays Inspection type/title,Inspector name,Location,record number,Milestone and Milestone dates.Report is grouped by inspection type/title,with both group and report totals.Records are based on user selected date range,user and/or role,inspection type,inspection status and inspection date,where the inspection meets all of the user selected parameters. Scheduled Inspections (Not Completed)-Displays Inspection type/title,Inspector name, Location,record number,Milestone and Scheduled date.Report is grouped by inspection type/title,with both group and report totals.Records are based on user selected date range,user and/or role where the inspection scheduled date is within the date range and does not have a completed date. Scheduled Inspections -Displays Inspection type/title,Inspector name,Location,record number,Milestone and Milestone dates.Report is grouped by inspection type/title,with both group and report totals.Records are based on user selected date range,user and/or role,where the inspection has a Scheduled date. Todays Scheduled Inspections —Displays Inspection type/title,record number,Location address,Inspector name and Scheduled time.Record data is based on Schedule date matching todays date. SSRS Report Manager Location:Home >License Reports >iMS 1.Licenses Approved -Elapsed Time -Displays Record Number,Location,Milestone and Milestone dates,record based elapsed time since submittal and average elapsed time for all records.Records are based on user selected date range where the record has an Approved date. SSRS Report Manager Location:Home >License Reports >iMS 1.Licenses Expiring -Displays Record Number,Type,Location,Milestone,Submitted and Expiration dates.Records are based on user selected date range. 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.eng|ewoodco.gov Page 135 of 290 SSRS Report Manager Location:Home >Permit Reports >iMS >Approved 1.Permits Approved (Not Issued)-Elapsed Time -Displays Record Number,Location, Milestone and Milestone dates,record based elapsed time since submittal and average elapsed time for all records.Records are based on user selected date range where the record has an Approved date and no Issueddate. 2.Permits Approved -Elapsed Time -Displays Record Number,Location,Milestone and Milestone dates,record based elapsed time since submittal and average elapsed time for all records.Records are based on user selected date range where the record has an Approved date. SSRSReport Manager Location:Home >Permit Reports >iMS >Conditions 1.Conditions -Displays Record Number,Location,Milestone and Milestone dates,record based elapsed time since the condition was created.Records are based on user selected date range,user or role,and condition type/name. SSRSReport Manager Location:Home >Permit Reports >iMS >Expiring 1.Permits Expiring —Displays Record Number,Type,Location,Milestone,Submitted and Expiration dates.Records are based on user selected date range. SSRSReport Manager Location:Home >Permit Reports >iMS >Finaled 1.Permits Finaled —Elapsed Time -Displays Record Number,Location,Milestone and Milestone dates,record based elapsed time since submittal and average elapsed time for all records.Records are based on user selected date range where the record has a Finaled date. SSRSReport Manager Location:Home >Permit Reports >iMS >Inspections 1.Completed Inspections -Displays Inspection type/title,Inspector name,Location,record number,Milestone and Milestone dates.Report is grouped by inspection type/title,with both group and report totals.Records are based on user selected date range,user and/or role,where the inspection has a Completed date. 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.eng|ewoodco.gov Page 136 of 290 Completed Inspections (Bar Chart)~Displays a two-year comparison of inspections that have a completed date within the date range as a bar chart. Inspections by Status -Displays Inspection type/title,Inspector name,Location,record number,Milestone and Milestone dates.Report is grouped by inspection type/title,with both group and report totals.Records are based on user selected date range,user and/or role,inspection type,inspection status and inspection date,where the inspection meets all of the user selected parameters. Inspection Total by Type —Displays Inspection type/title,Inspection total per type and Total Inspections completed.Inspection types are listed in ascending order.Inspection Totals are based on user selected date range where the inspection has a Completed date. Inspection Totals by Inspector -Displays Inspector name,Inspection type/title,inspection count per Inspection type/title.Report is grouped by Inspector name,with both group and report totals.Inspector name and totals are based on user selected date range and inspector name,where the inspection has a Completed date. Scheduled Inspections (Not Completed)-Displays Inspection type/title,Inspector name, Location,record number,Milestone and Scheduled date.Report is grouped by inspection type/title,with both group and report totals.Records are based on user selected date range,user and/or role where the inspection scheduled date is within the date range and does not have a completed date. Scheduled Inspections -Displays Inspection type/title,Inspector name,Location,record number,Milestone and Milestone dates.Report is grouped by inspection type/title,with both group and report totals.Records are based on user selected date range,user and/or role,where the inspection has a Scheduled date. SSRSReport Manager Location:Home >Permit Reports >iMS >Issued 1.Permits Issued -Elapsed Time -Displays Record Number,Location,Milestone and Milestone dates,record based elapsed time since submittal and average elapsed time for all records. Records are based on user selected date range where the record has an Issued date. Permits Issued but Not Finaled -Elapsed Time -Displays Record Number,Location, Milestone and Milestone dates,record based elapsed time since submittal and average elapsed time for all records.Records are based on user selected date range where the record has an Issued date and has not been finaled (final date is NULL). Permits Issued Summary -Displays a list of all permits issued within the user defined date range by type,subtype,and variant.The report includes number of permits issued,total valuation and Fees Paid.Report also include total valuation and fees for all permits issued. Permits Issued Summary by Type -Displays a list of permit type name(s),Permits Issued, Valuation of Work and Fees Paid.Report is grouped by permit type with both group and report totals.Record count and totals are based on user defined date range and by type. 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.engIewoodco.gov Page 137 of 290 5.Total Valuation (Bar Chart)~Displays a two-year comparison of total monthly valuations for permits that have been issued within the date range as a bar chart SSRS Report Manager Location:Home >Permit Reports >iMS >Reviews 1.Completed Reviews (Bar Chart)-Displays a two-year comparison of total reviews that have a Completed date within the date range as a bar chart. 2.Reviews -Displays Record Number,Location,Milestone and Milestone dates,record based elapsed time since the review was created.Records are based on user selected date range, user or role,and review type/name. 3.Reviews (Not Completed)—Displays Review type/title,Reviewer name,Location,record number,Milestone and Scheduled date.Report is grouped by review type/title,with both group and report totals.Records are based on user selected date range,user and/or role where the review scheduled date is within the date range and does not have a completed date. SSRS Report Manager Location:Home >Permit Reports >iMS>Task 1.Task Report -Displays a list of Tasks to include assigned user,record number,record status,location,task creation date and task scheduled date.Report is grouped by Task type/name and displays a total for each task and report total where the user’s selected date range (task Created,Scheduled or Completed date),user or role,and task type/name. SSRS Report Manager Location:Home >Permit Reports >iMS > 1.Total Fees Paid -Displays a two-year month to month comparison of total permit fees paid that have an issued date within the two-year period. SSRS Report Manager Location:Home >Permit Reports >iMS >Violations 1.Violations —Displays a list of Violations along with Officer Name,Permit Number, Status,Location Address,Created Date,Scheduled Date,Corrected Date,Duration time and Total Violation count.Record data is grouped by Violation type where user selected date range (violation Created,Scheduled or Completed date),officer name and violation type. 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodco.gov Page 138 of 290 SSRSReport Manager Location:Home >System Setting >System >System Reports >iMS 1. 10. 11. 12. 13. 14. Account List —Displays a list of active registered accounts.Displays Full Name and Email Address.List is grouped by user class and based on user selected User Class name(s). .Active Rules -Displays a list of active iMS rules groped by application,type,subtype or variant.Includes Screen Title and Location.Staff may select one or more applications. .Charges —Displays a list of configured charges.The report includes the charge name, account name,account number and fee amount or calculation.Staff may select one or more fee schedules and whether the information is grouped by the charge or account name. Contacts —Displays a list of Contact Rules.The report includes the iMS Role and the Contact Label —Link Type,Rule Name and last date Updated.Staff is required to select one or more Applications and Contact Labels. .Custom Fields -Displays a list of configured custom fields.Displays Table Name,Field Name and Field Type.List is grouped by Table Name and based on user selected Table Name(s). EMailTemplates -Displays a list of configured email templates.Displays Application Label, Action Name,Rule Name,Subject,Body,Footer,Contacts.List is grouped by Application and based on user selected Application name(s). .iMS Data Dictionary —Displays all the iMS tables,columns,data type and field lengths. iMSPro Lookup with Email —Displays the contact information of the iMS Pro user account. The report includes the Email,User Name,and Record Number.Staff is required to enter in the iMS Pro Email. iMSPro Lookup with Record Number —Displays the contact information of the iMS Pro user account.The report includes the Email,User Name and Record Number.Staff is required to enter in the iMS Pro Record Number. Locked Records —Displays records that are locked by application.Report indicates if the entire record is locked or specifically which tile is locked. Record with Flags —Displays records with either active,cleared;or both active and cleared flags.User selects severity,iMS application and flag status. Report Log -Displays the Date,Report Name and Staff Name of when a report is generated from the iMS system.The log is based on user defined date range. Staff Rights ~Displays list of rights assigned to one or more selected Staff accounts. User Access —Displays the Full Name,email address,and last login date of the user.Staff may select login date range,user class(es)to include in the report and whether the report is sorted by the username or last login date. 1000 Engiewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.eng|ewoodco.gov 30 Page 139 of 290 SSRSReport Manager Location:Home >Templates >iMS Templates is the folder where record specific documents and reports are stored for access by iMS. 1.Record Details -Displays all of the main data elements of a record in a single report 2.Plan Review Details —Displays all of data from the Reviews tile 3.Inspection Details —Displays all of the Inspection Details form the Inspections tile. SSRSReport Manager Location:Home >Templates >iMS >Approvals 1.Inspection Details —Displays Location Address,Inspection Name,Inspector Name, Result Status,Scheduled Date,Scheduled Time,Completed Date,Completed Time and Total Inspection count.Record data based on user selected Approval record. SSRSReport Manager Location:Home >Templates >iMS >Enforce 1.Case Details—Displays Case Type,Case Location,Milestone,Created Date, Description,Officer Name,Owner Name and Date Added By. 2.Inspection Details —Displays Location Address,Inspection Name,Inspector Name, Result Status,Scheduled Date,Scheduled Time,Completed Date,Completed Time and Total Inspection count.Record data based on user selected case record. SSRSReport Manager Location:Home >Templates >iMS >Locations 1.Location History -Displays a list of records linked to the selected property that includes Record Number,Type,Milestone and Issued Date,Record Title and Description based on the user selected applications. SSRSReport Manager Location:Home >Templates >iMS >Permits 1.Inspection Details -Displays Location Address,Inspection Name,Inspector Name, Result Status,Scheduled Date,Scheduled Time,Completed Date,Completed Time and Total Inspection count.Record data is grouped by Inspection Type and based on user selected permit record. 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodco.gov 31 Page 140 of 290 2.Plan Review Details -Displays Location Address,Review Type,Reviewer Name, Review Status,Scheduled Date,Completed Date and Total Review count.Record data is grouped by Review Type and based on user selected permit record. Record Details -Displays Milestone and Submitted Dates,Location Address,Record Type,Title,Description,Approved Date,Issued Date,Expired Date,Finaled Date,Cancelled Date,Application data,Contact details,Charge details,Review details,Inspection details, Condition details,Violation details,Tasks details,Attachment details.Record data is based on user selected permit record. 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.eng|ewoodco.gov '—5‘lH‘.llil ;‘»li:':Kg»?\11:‘lli Page 141 of 290 Exhibit B Service Level Agreement A.Product Support Service Level —Customer Service Severity Code Summary In the event that three (3)or more Severity Type 1 issues are not responded to within thirty (30) minutes within any one quarter,Customer shall be provided with a credit equal to ?ve percent (5%)of the annual support and maintenance fee,provided the Customer noti?es iMS Management in writing of the request for a credit within twenty (20)business days of a response not in confonnity with Severity 1 Customer Service Severity Code as set forth below. In the event of three (3)or more Severity Type 2 issues that are not responded to within two (2)hours within any one quarter,Customer shall be provided with a credit equal to five (5%)of the annual support and maintenance fee,provided the Customer noti?es iMS Management in writing of the request for a credit within twenty (20)business days of a response not in conformity with Severity 1 Customer Service Severity Code as set forth be ow. Severity Code Description Examples of Issues in Target Response Time This Category 1 Emergency issue;all All users have no Within thirty (30) usershave noaccessto access in the iMS minutes the iMS production productionsystem.OR system Immediate assistance 2 High impact issue;Users are unable to Withintwo(2)business users cannot perform perform critical tasks hours key processes including processing OR associated and are permits,licenses,input lmmediateassistance unable to continue inspectionresults current operations. 3.Moderate impactissue;Users experience Within four (4) users cannot perform functionality issues business hours key processes.including data not displaying correctly, issues requiring general assistance on setup and/or configuration, answers to ”how to” questions or users being unable to perform basic tasks. 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 wvvwenglewoodcogov Page 142 of 290 Low impact issue and/or general questions regarding product usage; reporting a behavior which is not an emergency. General inquiries regarding new or existing product functionality and questions about how to accomplish a certain task or complete a process in iMS. Within 10 business hours (ten) 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.eng|ewoodco.gov 34 Page 143 of 290 Exhibit C After Hours Support Members of Intuitive Municipal Solutions staff are available to assist with urgent issues requiring immediate attention (an “Emergency”)after normal working hours (7:30 am ~5:30 pm Paci?c Time), Vendor shall provide cell phone numbers of key vendor staff for Customer use in the event that an emergency is encountered after hours. 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodco.gov Page 144 of 290 Phone: (747) 222- 8822 Email: info@ims16.com Website: www.ims16.com Permit Licensing & Land Management Cost Quote Intuitive Municipal Solutions, LLC City of Englewood, CO Page 145 of 290 Intuitive Municipal Solutions RFP-19-35 Page 2 of 2 Proprietary & Confidential iMS Software License iMS Software License $150,000 Less Early Adopter Discount - ($15,000) $135,000 Unlimited User Licenses Payment Terms: 25% at signing 50% at installation of configured system 25% on completion of end user training Implementation Services Annual Technical Support and Maintenance Annual Technical Support and Maintenance $35,000/yr. The City is responsible for providing and maintaining a server with sufficient resources to accommodate the iMS system. This system may be cloud-based (MS Azure) and must be accessible to iMS staff for implementation and support services. Payment Terms: Paid Ahead Annually 2% increase per year First Period starts 90 days from System Installation Implementation Services $171,000 Less Early Adopter Discount - ($56,000) $115,000 Installation, Configuration, Data Conversion, Project Management, Documents and Reports Training No on-site meetings are included Integration Payment Terms: 25% at signing 50% on installation of configured system 25% on completion of end user training Page 146 of 290 Phone: (747) 222- 8822 Email: info@ims16.com Website: www.ims16.com Permit Licensing & Land Management RFP-19-035 Intuitive Municipal Solutions, LLC City of Englewood, CO Page 147 of 290 Intuitive Municipal Solutions RFP-19-35 Page 2 of 80 Proprietary & Confidential Table of Contents Non-Disclosure Statement ......................................................................................................................................... 3 Executive Summary .................................................................................................................................................... 4 Scope of Services ........................................................................................................................................................ 5 Proposed Software Package and Services for the City of Englewood ........................................................ 6 Company Background - Our History ........................................................................................................................ 7 Qualifications ........................................................................................................................................................... 7 Proposed Application Software and Computing Environment ......................................................................... 8 Core System Functions ............................................................................................................................................ 12 Standard User Roles .............................................................................................................................................. 14 Administrator Specific Functionalities............................................................................................................. 14 Service Providers Technical Requirements ........................................................................................................ 57 Implementation Plan ................................................................................................................................................ 63 Recommendation for Implementation Phasing of Various Modules .......................................................... 63 City Resources: Roles, Responsibilities and Expectations .......................................................................... 63 Vendor Resources: Role and Responsibilities................................................................................................. 63 iMS Team Resumes ................................................................................................................................................ 66 Training Plan .............................................................................................................................................................. 71 Maintenance and Support Program ....................................................................................................................... 72 Client References ...................................................................................................................................................... 73 Industry Endorsements ............................................................................................................................................ 74 Exceptions to the RFP .............................................................................................................................................. 75 System Software Specifics ...................................................................................................................................... 76 Data Conversion......................................................................................................................................................... 76 Billing and Payment Terms ..................................................................................................................................... 77 Third Party Partnerships ..................................................................................................................................... 77 Total Year One Cost Summary ........................................................................................................................... 79 Point of Contact ......................................................................................................................................................... 80 Page 148 of 290 Intuitive Municipal Solutions RFP-19-35 Page 3 of 80 Proprietary & Confidential Non-Disclosure Statement The terms and conditions contained in this proposal will automatically expire 45 days from the date of the proposal, unless renewed, extended, or terminated earlier by written notice from Intuitive Municipal Solutions, LLC. Unless otherwise stated, any applicable taxes are not included and are the sole responsibility of the client. Any modification pricing provided in this proposal is an estimate only. Detailed analysis of your specific requirements is needed prior to providing exact pricing. This proposal is protected by copyright law and contains proprietary information and confidential trade secrets belonging to Intuitive Municipal Solutions. This proposal is furnished and accepted on the express condition that portions of it shall not be duplicated or disclosed, in whole or in part, except to your staff and agents when necessary for evaluation purposes, without prior written consent of Intuitive Municipal Solutions. Those confidential portions include, but are not limited to, pricing and client lists. All such proprietary information is clearly marked for your convenience. Any portions of this proposal that are not marked proprietary or confidential shall be available for public disclosure. CONFIDENTIAL AND PROPRIETARY © 2018 All Rights Reserved. Page 149 of 290 Intuitive Municipal Solutions RFP-19-35 Page 4 of 80 Proprietary & Confidential Executive Summary The iMS software suite is a single system comprised of various applications that will support the City of Englewood in the areas of Permitting, Plan Submittal, Electronic Review, Tracking, and storage; Development Review and tracking; Inspections, Code Enforcement, License Management and Public Inquiry. Intuitive Municipal Solutions offers an integrated enterprise application that enables your staff, customers, and even administrators to share the same code base. A great benefit to using our cutting-edge software is that it utilizes HTML5 and modern technology, with no plugins required. Additionally, because of the software’s responsive and browser-based design, it can successfully run on PCs, tablets, and phones. Page 150 of 290 Intuitive Municipal Solutions RFP-19-35 Page 5 of 80 Proprietary & Confidential Scope of Services iMS has reviewed the proposal from the City of Englewood and understands the requirements to implement a system to provide the following services to include building and land use permits, licenses, code enforcement cases, and periodic inspections. Based on the RFP, iMS is proposing for the City of Englewood the following applications: iMSApprovals A focused and convenient Planning and Zoning application. Recognizing the need for a strategic method of maintaining structure from the start to finish of a new Planning, Zoning, or Engineering project, iMSApprovals was created to offer these organizational capabilities. An electronic submission process that can be completed from any location or device, saving the City of Englewood both the cost of plan duplication and increasing the efficiency of time needed to turn around documents. iMSApprovals also supports the collaborative effort between an applicant and their planner or engineer by providing an enhanced notification and communication system that will send automated text messages and/or emails when appropriate, ensuring the lines of communication are always open. iMSPermits A succinct and robust Permitting application. This streamlined interface, like our other applications, allows for a tailored user experience for both citizens, contractors, and Agency employees alike. For Citizens and Contractors, they benefit from being able to complete the application process online, as well as having the ability to pay generated fees, check in on the status of reviews and inspections, and schedule future inspections. iMSLicenses A configurable Licensing and Renewal application. By launching this application, Citizens can apply, pay for or renew a license in seconds. Out of area contractors doing business in your jurisdiction will benefit from the ease at which they can apply for a business license. iMSLicenses will aid City staff by significantly lessening the amount of time they spend doing data entry and providing them with the opportunity to better serve their customers. iMSEnforce A modern and flexible Code Enforcement application. When there’s a problem in your jurisdiction, citizens expect immediate resolution. With iMSEnforce, you put problem reporting into the hands of the citizens, allowing them to play a vital role in actively processing violations as soon as they are observed. For Code Enforcement staff, our application offers the ability to quickly capture and document violations on the spot. Instead of making Officers wait until they return to the office to document any confirmed issues, iMSEnforce allows them to complete all necessary reporting from the field. Officers can easily access their task list, view their daily schedule, and create Page 151 of 290 Intuitive Municipal Solutions RFP-19-35 Page 6 of 80 Proprietary & Confidential a time-efficient route that maps them to each of their inspections. Officers can create a case where they are and effortlessly attach photos and notes in the field as well as in the office. Proposed Software Package and Services for the City of Englewood Based on the needs that the City of Englewood specified, this proposal is assuming that the City would be most interested in purchasing the entire iMS Suite. Included in your software package are the following services that will be accomplished during the implementation process: - Installation, Integration, Data Conversion, and Training Specific details about these services are covered in their respective sections. - Configuration of Software - iMSPermits: up to twelve (12) different processes based on type of work - iMSApprovals: up to seven (7) different processes based on type of work - iMSLicenses: up to five (5) different processes based on type of work - iMSEnforce: up to five (5) different processes based on type of work - Custom Word Merge Templates Up to fifteen (15) custom letters - Custom SSRS Documents Up to twelve (12) custom SSRS documents - Custom SSRS Reports Up to twelve (12) custom SSRS reports Please note: - All configuration to be included in the main project must be clearly identified in the first on-site meetings. After go-live, additional configuration is available and will be quoted on a case-by-case basis. - If any of these estimates seem insufficient, we can revisit the number/cost of any item. - City of Englewood administrators are also trained on how to perform these tasks for future changes. Page 152 of 290 Intuitive Municipal Solutions RFP-19-35 Page 7 of 80 Proprietary & Confidential Company Background - Our History Intuitive Municipal Solutions, LLC was founded in 2016 to address the software needs of Community Development Departments with current technology and innovative solutions. We are family-owned (privately owned), seeking to create and preserve long-term happy clients. The impetus behind developing Intuitive Municipal Solutions was to re-establish an honest and coherent business model whose primary focus was to truly care for the customer and their needs. The vision behind iMS is to provide Agencies with both a progressive and leading-edge software program, as well as a personalized business partner relationship. iMS is committed to being attentive, responsive, and thorough in our pursuit of impeccable service. We are focused on providing applications that are easily configurable, that enable an intuitive flow, and that allow agency staff and the citizens they serve to spend more time doing what they do best! Based out of the San Diego area, iMS has been strategically launched with the necessary qualifications needed to be a successful national business. Not only has all software development been performed at this location, but data conversion, implementation and configuration, system enhancements, and support are handled from this office. Qualifications While Intuitive Municipal Solutions as an organization just recently began its journey, it’s creative visionary possesses over 17+ years of industry experience. Our Founder and President, Vance Bradshaw, holds extensive knowledge in Community Development Software project management, data conversion, programming, report writing, and system enhancements. Prior to founding iMS, Vance was the Project Manager for 25 successful Community Development Software projects and was the key liaison for the states of Minnesota and Idaho. Not only was he instrumental in designing several core and complex components of a previous system, he was also a key contact for achieving customer satisfaction, ensuring accurate projections and the timely delivery of results. Another key member of our team is Jim Williamson, our Client Success Manager. He brings with him 10+ years of industry experience as a Senior Technical Trainer and Implementation Specialist and has a considerable grasp on Community Development practices and procedures. Jim has successfully worked with City, City and State clients and always strives to exceed customer expectations. Leveraging the experience found within our iMS staff, we have built an open and collaborative environment which encourages a positive and diligent work ethic amongst our team. We are concentrated on building a valuable and supportive partnership and product that benefits our customers and their citizens. Page 153 of 290 Intuitive Municipal Solutions RFP-19-35 Page 8 of 80 Proprietary & Confidential Proposed Application Software and Computing Environment iMS built several noteworthy universal features into its software applications to create a better user experience. These features allow users to: - Create Records The record and case creation feature is built upon our Rule based system. Users, contractors or Citizens are guided effortlessly through the process of collecting the required information for any type of land development, permit, and business license applications. iMS also comes preinstalled with a standard application/record creation workflow. This also means that new record components can easily be added as the application gives Administrators the freedom to define their own process specific workflow. o Do you ever find that a record wasn’t entered into any electronic system? With iMS you can manually enter historical records on an as needed basis while retaining the original number, providing a more complete view of property activities. - Rules The backbone of the iMS Workflow engine is our Rule based system. Rules are comprised of two components, Conditions and Triggers. Rules allow you to create the business logic behind both internal and external processes from the start of application intake. This includes the review, approval, inspection and finalization process. Rules are defined, created and managed by your designated local iMS administrator(s). o Conditions are the logical operators that determine when a Trigger is activated. o Triggers are the actions performed when all of the Rule’s unique Conditions are met. Triggers include the ability to require items, insert tasks, define application information requirements, generate correspondence (merge documents, SSRS reports, email, and SMS Text messages), lock/unlock record components, execute a stored procedure, define process navigation, and automatically create and link additional records. The power of iMS is your ability to link together the trigger actions as needed to support your unique business processes. - Record Content All iMS records support the following information and functional areas: o Location Information o Process specific milestones and dates o Descriptions and client unique data elements o Linked records o Financial transactions to include receipts o Contact Information (single or multiple) o Reviews (Plan, Project or Licensing) o Inspections o Conditions Page 154 of 290 Intuitive Municipal Solutions RFP-19-35 Page 9 of 80 Proprietary & Confidential o Violations o Tasks - Correspondence Management The iMS software solution automatically logs all electronic correspondence generated by our applications. iMS will keep a comprehensive log of all emails, text messages (text message support provided via third party vendor Twilio) and files generated by any iMS software application. These logs also link back to the rule that generated the message or email. Each user can configure and define their preferred method of communication via their user account settings. Communication is built directly into our Rule based system and provides the greatest flexibility for generating template-based communications. Text and emails both support data element merge fields and emails support both HTML encoding and the automatic attachment of system generated documents. - Request and/or Upload Files Each iMS application supports electronic file requests and uploads via all devices. As an agency, you control both the maximum size and type that your Users, Contractors, and Citizens can upload. Processes can be defined to ensure required documents are uploaded prior to submission or at any point during the life cycle of the process. - Required Information Never receive an incomplete application or task again! iMS provides complete control over which data elements are required for each unique process, whether it be before, during or after record creation. - Fee Assessment Whether you’re computing a single fee or business license renewal process, the iMS software has the flexibility to assess the required fees at the point in the process in which they are required. Fee assessments can be triggered by any task or Action within each of the software applications. - Collect Payments iMS software provides a robust fee and fine system to calculate fees/fines based on industry standard practices. These practices can be regarding collecting deposits, applying credits, defining appropriate GL account numbers and autogenerating/emailing transaction receipts. Receipts are also available at the record level for reprint and can be located using the search feature by receipt number, payor name, check number or credit card authorization code. The credit card integration is through Cardknox, which momentarily transfers users to their site while the sale is taking place, and then automatically transitions back into the iMS software after transaction completion. The system also supports multiple payment methods to be applied to a single transaction. Page 155 of 290 Intuitive Municipal Solutions RFP-19-35 Page 10 of 80 Proprietary & Confidential - Reviews Supported throughout the iMS applications is the ability to automatically assign process specific reviews to appropriate internal and external reviewers. Automate your entire review process by combining individual/departmental review requirements with our flexible Rule architecture, which provides a seamless communication experience between internal and external customers. Template based emails can ensure that all individuals are notified at the appropriate times within the review process and the ability to upload electronic files completes the entirely digital review experience. - Inspections Inspection scheduling is available to all applicable users (internal, contractors, and citizens) via the iMS Suite. Your Agency defines the inspector’s availability. Inspectors then have access to their schedules from all locations and on all devices. iMS software has built in routing capabilities based on current location, optimized routing that incorporates current traffic and local conditions, inspector preferred order, or ad hoc routing. Inspectors also have complete access to all iMS information while in the field. If no cell or Wi-Fi signal is available, iMS supports an off-line mode. Inspectors can keep working and the results will be uploaded automatically when service is restored. The Inspection feature supports both image and movie capture via tablet and phones. - Checklists Configurable checklists can be added to a Record, Condition, Review, Inspection, Violation or Activity. With checklists, you can ensure that every element is evaluated in accordance with established requirements. Checklists include the ability to pass, fail, mark as not applicable, and include default fail notes. Users also have the ability to create ad hoc checklist items in the field. Combine this with our automated notification system to guarantee that your customers always know the status of any activity or event. - Sketch Especially helpful while in the field, users are given the ability to render a sketch on any device onto either a blank canvas or over previously attached photos to help attract attention to an element, violation, or point of reference on a PDF or image file. - Conditions The iMS software provides direct support for the inclusion of record required conditions that must be met prior to or after the project’s completion. Conditions can be scheduled and are visible via the user or user roles task list. Page 156 of 290 Intuitive Municipal Solutions RFP-19-35 Page 11 of 80 Proprietary & Confidential - Violations When building or zoning codes are not met, iMS is there to ensure you can capture pertinent information. Just as in real life, violations can occur at any time during any process. Because of this, all our applications support the inclusion of violations. - Tasks Define, assign, and schedule required tasks associated with a process. Checklists and custom fields can also be associated with any task to create a robust task management system. - Record Locks Safe guard your data by ensuring that records are protected through a combination of user rights and record specific locks. - Flags Alert users of all types regarding need-to-know information. Flags can be added either manually or with an iMS Rule. - Actions Tired of all this automation yet? Actions are the ability to define user triggered Rules. Select one or more Actions and let the software take care of the rest. - Document Generation The system supports on-demand document generation. If another copy of a permit, violation letter, business license, etc. is needed, the document can easily be initiated and quickly printed or emailed. - User Experience At iMS we understand that each user group (internal user, contractor, or citizen) has different needs, requirements, and levels of business process knowledge. The iMS Suite provides you with the ability to configure the wording on the screen headings, directions, field specific subtext, help, default field data and required items. These configurable items can be unique for each class of user (user, contractor, citizen). - Integration with Google Translate This allows every end user to be able to successfully utilize the iMS software using their preferred language. - Duplication Abilities Users can now quickly duplicate existing records. - Standard Notes/Comments Page 157 of 290 Intuitive Municipal Solutions RFP-19-35 Page 12 of 80 Proprietary & Confidential Users can define personalized standard notes or comments, reducing the amount of time spent on writing up common responses. Standard Notes/Comments includes a search by title or text feature that aids in locating a specific note or comment. Core System Functions Incorporated into the foundation of our system are established functions that simplify and add efficiencies to your user experience. At its core, all iMS applications include the following capabilities: - Secure Logins User, Contractor and Citizen registration includes password encryption and an email verified registration process. - Search A universal and robust search function allows users to locate records within iMS using the most common industry data elements. The search functionality includes activity type (i.e. reviews, inspections, violations, conditions, etc.) and milestone (approved, disapproved, pass, fail, etc.). - Tasks Provides users with a tasks list based on an individual’s user account or responsibilities assigned to a specific iMS Role ensuring that important activities don’t get missed. - Alerts Provide the user with the ability to notify or remind themselves of important activities or events. The system can generate process specific alerts to either an individual or user group. - Shopping Cart Provides a centralized location for collecting payments on any transaction created in the iMS software. We currently support Cardknox for online Credit Card Payments. Internally, payments can be made by cash, check, or credit (using Cardknox). iMS also supports multiple payment methods on a single receipt when cash or check transactions are processed by employees. - History Allows quick access to the last ten most recently created or viewed records. Also, provides access to applications that were started but not completed. - Favorites Page 158 of 290 Intuitive Municipal Solutions RFP-19-35 Page 13 of 80 Proprietary & Confidential Users can identify their most commonly used areas of the application and save them for immediate access. Relieves the need to drill down into the application to perform repetitive tasks. - Reporting/Document Creation By utilizing SQL Server Reporting Services (SSRS) and merge fields via Word documents, iMS provides tailored reports and documents that would support the City of Englewood’s unique processes. iMS includes a standard library of application specific reports and by leveraging SSRS, either your employees or our team can create customized reports to meet your Agencies specific reporting requirements. Existing MS Word documents can also be easily converted for use in iMS by simply including the appropriate merge field, uploading to the iMS server and attaching to the applicable iMS Workflow. iMS supports the auto-generation and emailing of documents created with either MS Word or SSRS and documents/reports are output to your customers in PDF format. - ESRI GIS or Google Maps Integration iMS will integrate the City of Englewood’s ESRI GIS and use Google Maps for inspection routing. - Role Assignments As a jurisdiction, we realize that your City wants to be able to control who has access to all aspects of your Community Development software. iMS allows you to establish standardized roles and rights for employees with various clearance levels. This feature will allow the City of Englewood to quickly assign staff to a specific role and any additional rights that you would like them to have. If an existing role needs to be modified, an administrator can easily add or remove rights as needed. - User Dashboard The iMS Dashboard is a user-specific feature that presents a series of graphics and summary fields. This offers easy access to helpful information regarding your Agency’s operation. Dashboards are completely configurable and can display insightful information that is specifically targeted for both your Agency’s internal and external users. The Dashboard also includes a list of pending and active records for internals users and the ability for external customers to view and schedule inspections and access to pending, in-progress, and completed records. - Calendar iMS provides the ability to manage operational and non-operational days for both the jurisdiction, iMS Roles, and the user through our Calendar interface. Page 159 of 290 Intuitive Municipal Solutions RFP-19-35 Page 14 of 80 Proprietary & Confidential Standard User Roles The basic structure of our software was developed for three specific user groups: Citizens, Pros (Contractors), Staff, and Guests (non-registered users). Dependent upon the role assigned to a user, a unique system wide experience is generated for that individual. This also provides the jurisdiction with the ability to define user specific configuration, text, help, and the ability hide various features from certain User groups. Contractor registration is available through the iMSPros user account. Administrator Specific Functionalities Available to the City of Englewood’s designated administrator(s): - Configuration Mode Administrators can easily enable Configuration Mode to create, modify or remove configuration items directly from within the application. A separate application or account is not required. - Audit Mode Instead of making users search through the back end of their program to find changes made in the software, we wanted to make an easy way for administrators to track these changes. Audit Mode provides an inline identification of changes made to either a specific data element or configuration item. The audit displays the date, time, user, previous and current values of the data element. - Emulation Mode Without having to log out and log into a different user account to see what other use roles are experiencing, administrators can simply transition into Emulation Mode and have their screen instantly change into what a Guest, Citizen or Pro would experience. Page 160 of 290 Intuitive Municipal Solutions RFP-19-35 Page 15 of 80 Proprietary & Confidential 6 - Meets with Current Base Release 5 - Meets with Additional Module to Base Release 4 - Meets with Future Release before 2020 3 - Meets with Custom ization 2 - Supports with 3rd Party Software 1 - Does not Support Addressing/Geo File Maintenance Requirement Response (Yes/No) How Meets Requirem ent (scale) Comments Address: Associate different buildings Ids with a single address. Yes 6 Address: Land records - allow definition of sibling addresses Yes 6 Address: Parsing - Able to maintain multiple masking formats for APN/PPI (Client has developed a secondary format, separate from the City format for addressing alternate area types (blocks, alley, streets, intersections, etc.) Yes 3 Address: Parsing - Able to parse addresses into distinct fields for street number, street name, prefix, suffix, street type, modifier, building ID, etc. Yes 6 Address: Provide a user definable structure/hierarchy for identifying geographic record types (i.e. parcel, building, unit, ROW, etc.) Yes 6 Address: Ranges - Able to enter a range of addresses for a project, and specify additional address detail over time. Yes 6 Address: Ranges - Able to issue a permit with a range of addresses. Yes 6 Address: Ranges - Able to issue a permit with multiple, individual addresses. Yes 6 Address: Ranges - Able to notify a user that an address is already associated with an open permit or project. Yes 6 Data: Able to associate multiple addresses with a single building site address. Yes 6 Page 161 of 290 Intuitive Municipal Solutions RFP-19-35 Page 16 of 80 Proprietary & Confidential Data: Able to automatically assign sub addresses to tenants as they are added within an address range (e.g., strip malls/suites, apartment buildings/apartments). Yes 6 Data: Able to differentiate between development sites and tax parcels and various zoning regions Yes 6 Data: Able to display encumbrances on a piece of property (e.g., parking spaces, easement, transfers for development rights). Yes 6 Data: Detailed notes able to be of unlimited size. Yes 6 Historical records: Able to maintain a history of “legal descriptions” of development sites. Yes 6 Historical records: Able to maintain a history of addresses, even after a new one supersedes an existing address. Yes 6 Online Presence : Entries limited to addresses specifically defined in address base Yes 6 Online Presence : Users may be prompted for address suggestions to locate proper property Yes 6 Data: Able to differentiate between inside-City and Outside-City addresses Yes 6 User-Experience –Able to limit access of Outside- City addresses to specific users and modules Yes 6 Fees – Ability to associate different fee calculations based on associated district Yes 6 Fees – Able to choose fees based upon either a greater than/less than test of 2 calculation methods for a given fee type (i.e. choose least result of method A vs. Method B) Yes 6 Online Presence – Able to present appropriate address availability per function (i.e. addresses associated with Outside-City sanitation districts will only be presented when Utilities tasks are requested) Yes 6 User Experience: Able to validate street names and prevent unauthorized street names from being added. Yes 6 Page 162 of 290 Intuitive Municipal Solutions RFP-19-35 Page 17 of 80 Proprietary & Confidential Business Licensing/Maintenance Requirement Response (Yes / No) How Meets Require ment (scale) Comments Online Presence: Able to apply for specific licenses via the Internet. Yes 6 Automatic Notification: Able to automatically notify business of expiration of licenses Yes 6 Automatic Notification: Able to generate e-mail notification to related departments to initiate workflow. Yes 6 Automatic Notification: Able to generate holds across permit/project/license based upon expired business licenses Yes 6 Page 163 of 290 Intuitive Municipal Solutions RFP-19-35 Page 18 of 80 Proprietary & Confidential Cash Receipting System Requirement Response (Yes / No) How Meets Require ment (scale) Comments Fee Collection: Able to refund with complete audit trail. Yes 6 Payment flexibility: Ability to accept and record payments both in person and online in a variety of formats: cash, checks, credit cards, non- monetary transfer of bonds, etc. Yes 6 Payment flexibility: Allows bond entry and related encumbrance tracking Yes 3 Payment flexibility: Ability to link bond to a Contractor/License allowing a single bond to be applied towards various permit and across permit types Yes 3 Payment flexibility: Ability to alert user and stop new project/permits from contractors with fully encumbered bonds Yes 3 Payment flexibility: Ability to add additional funds (rider) to bond, while keeping the history of the original bond amount Yes 3 Payment flexibility: Ability to delete expiring bonds automatically or individually Yes 3 Payment flexibility: Ability to automatically notify of bond expiration and renewal requirements Yes 6 Payment flexibility: Ability to automatically notify of bond usage nearing X% of utilization as defined by the client Yes 3 Payment flexibility: Ability to automatically alert user of full utilization or overutilization request for bond Yes 3 Payment flexibility: Able to allow partial payments. Yes 6 Payment flexibility: Able to automatically distribute full payments across various fee components to “zero out” remaining fee balances. Yes 6 Payment flexibility: Able to automatically distribute partial payments across fee components based on a specified algorithm. Yes 3 Payment flexibility: Able to easily transfer misapplied payments from one project to another. Yes 6 Payment flexibility: Able to manually distribute partial payments across various components, and track the distribution. Yes 3 Page 164 of 290 Intuitive Municipal Solutions RFP-19-35 Page 19 of 80 Proprietary & Confidential Payment flexibility: Cash, credit cards, debit cards e-checks and checks able to be used for payment. Yes 6 Payment flexibility: Payments able to be made for non-permit-related items (i.e., misc. accounts receivables, like books, coversheets). Yes 6 Payment flexibility: Payments able to be split- tender. (e.g., part cash, part credit card) Yes 6 Reporting capabilities: Able to provide detailed receipts and statements of fees due. Yes 6 System Integration/linkages: Able to tie into General Ledger system (Tyler New World). Yes 6 Page 165 of 290 Intuitive Municipal Solutions RFP-19-35 Page 20 of 80 Proprietary & Confidential Complaint Processing/Code Enforcement Requirement Response (Yes / No) How Meets Require ment (scale) Comments Automatic Notification: Provides a field that notifies user of “issues with adjacent properties.” Yes 3 Field capabilities: Able to imbed pictures into summons in the field Yes 6 Field capabilities: Able to issue and print electronic summons in field. Yes 6 Field capabilities: Able to link codes to mobile devices (laptop, tablet, cell phone, etc. (indicate which devices you support)) Yes 6 iMS Support the following field devices: laptops (Windows & Mac OS); cell phones (iOS & Android); tablets (iOS and Android) Searches: Able to cross-reference similar cases. Yes 6 Searches: Multiple codes (municipal, UBC, etc.) able to be kept in a text-base and support text- search of code. Yes 4 Currently on the iMS roadmap Security: Provides a ‘notes log’ that is author and date-stamped. Yes 6 Tracking: Able to manage contacts on address prior to establishment of a case and/or project. Yes 6 User Experience: Able to perform word- processing style text manipulation, including cutting and pasting of text, spellcheck. Yes 6 Page 166 of 290 Intuitive Municipal Solutions RFP-19-35 Page 21 of 80 Proprietary & Confidential Fees and Billing Requirement Respons e (Yes/No) How Meets Require ment (scale) Comments Automatic Notification: Ability to flag permittees with fees due and track same across all permits Yes 6 Automatic Notification: Able to notify issuing agency that required fees have been paid. Yes 6 Data: Able to associate appropriate financial account code with fees Yes 6 Fee Calculation: Able to add automatic fees by type of permit or project Yes 6 Fee Calculation: Able to base inspection fees by the agency or person making the inspection. Yes 6 Fee Calculation: Able to calculate fees by hours, project value, square footage and acreage, total all fees within a single permit. Yes 6 Fee Calculation: Able to display which fee components received payments from a deposit and which portions of those components received payments from a deposit. Yes 4 Currently on the iMS Roadmap Fee Calculation: Able to estimate building valuation of the project with City-specified calculation rules. Yes 6 Fee Calculation: Able to retain historical fee calculation methods after changes in calculation methods. Yes 6 Fee Calculation: Able to retain historical fee calculations after changes in calculation methods. Yes 6 Fee Calculation: Able to support table-driven fee schedules. Yes 6 Fee Calculation: Able to support variable-rate calculation for different types of permits (i.e., hourly rates for different types of master review projected). Yes 3 iMS can support the City of Englewood’s requirement by via Rule based SQL Stored Procedures Fee Calculation: Allow the ability to override fee assessments (exemptions or waivers). Yes 6 Fee Collection: Ability for end user with proper rights/abilities to over-ride hierarchy of payment prioritizations. Yes 3 iMS can support the City of Englewood’s requirement by via Rule based SQL Stored Procedures Fee Collection: Ability for system to auto-apply payments and disbursements in a pre-defined hierarchy. Yes 3 iMS can support the City of Englewood’s requirement by via Rule based SQL Stored Procedures Fee Collection: Ability to accept deposits. Yes 6 Page 167 of 290 Intuitive Municipal Solutions RFP-19-35 Page 22 of 80 Proprietary & Confidential Fee Collection: Ability to disburse deposits among a variety of client determined properties/projects Yes 3 iMS can support the City of Englewood’s requirement by via Rule based SQL Stored Procedures Fee Collection: Ability to return deposits. Yes 4 Currently on the iMS Roadmap Fee Collection: Ability to utilize client defined payoff sequence with the ability to override. Yes 3 iMS can support the City of Englewood’s requirement by via Rule based SQL Stored Procedures Fee Collection: Able to debit charges against fee deposits. Yes 4 Currently on the iMS Roadmap Fee Collection: Able to support contractor-specific advanced deposits. Yes 4 Currently on the iMS Roadmap Fee Collection: Able to support permit-specific advanced deposits. Yes 4 Currently on the iMS Roadmap Fee Collection: Error message alerts. i.e. This is an overpayment, no fees or costs exists, etc. Yes 6 Fee Collection: Provide internal and online inquires of payment on "as of" dates. Yes 6 Fee Collection: Provides for cash register, receipt printing and validation capabilities. Yes 6 Fee Collection: Provides for payment to apply to client defined account numbers and account categories. Yes 6 Fee Collection: System provides for back end processing sequence after payment is received. i.e. multiple step macros that will pay for permits in hierarchical order. Yes 3 iMS can support the City of Englewood’s requirement by via Rule based SQL Stored Procedures Fee Collection: System provides the ability to take and track bonds. Yes 4 Currently on the iMS Roadmap Fee Collection: System provides the ability to track bond of individual contractor across properties Yes 4 Currently on the iMS Roadmap Fee Tracking: Able to create a sub ledger for miscellaneous licensing fees and tie fee to parcel. Yes 6 Page 168 of 290 Intuitive Municipal Solutions RFP-19-35 Page 23 of 80 Proprietary & Confidential Fee Tracking: Able to track revenue per case in all permit areas. Yes 6 Fee Tracking: automatic tracking of bonds and availability of funds Yes 4 Currently on the iMS Roadmap Online Presence: Ability for system to permit/prohibit payment of fee based on pre- determined criteria as defined by client. Yes 6 Reporting capabilities: Ability to track bond usage by contractor across properties/projects Yes 6 Reporting capabilities: Ability to track remaining bond amounts available by location Yes 6 Security: Provides for authorized users to correct, void and delete transactions, both on same or different date of transaction with full audit trail of same. Yes 6 Page 169 of 290 Intuitive Municipal Solutions RFP-19-35 Page 24 of 80 Proprietary & Confidential General Requirements Requirement Response (Yes / No) How Meets Require ment (scale) Comments Alerts: Ability to flag an individual, contractor, address, etc. across all modules. Yes 6 Alerts: Able to create system wide alerts based upon various conditions (variances, limit or conditional uses, short term rental, stop work orders permit expiration) Yes 6 Alerts: Able to create system wide alerts based upon various person (fess due by contractor, contractor suspension, license expiration) Yes 6 Alerts: Able to identify properties with liens. Yes 6 Alerts: Able to perform global project holds. (by professional license, address, permit, inspection, stop work order, etc.) Yes 6 Alerts: Alert if paired permit or grouped inspections are required Yes 6 Alerts: HOLDS on permits/contractors/inspections/addresses/stop work order/licensure expiration/outstanding fees would lock other contractors or permittees Yes 6 Alerts: Permit issuance contingency warnings prior to issue - alert and provide area for noting compliance on permit Yes 6 Alerts: provide area where warnings may be added by any user and will be visible to all users when accessing any item/record within that hierarchy. Must contain userid start/end date, and must be kept historically (i.e. hazardous condition, problem individual, vicious animal) Yes 6 Auto generation: Able to generate notification letters/emails on a manual basis. Yes 6 Auto generation: Able to generate notification letters/emails on a scheduled basis. Yes 6 Automatic Notification: Ability to contact permitee of status change, inspection completion, etc. by their preferred method of communication (text, email, etc.) Yes 6 Page 170 of 290 Intuitive Municipal Solutions RFP-19-35 Page 25 of 80 Proprietary & Confidential Automatic Notification: Able to automatically identify recipients of notification, produce letters, and generate mailing labels (e.g. based on owners of property within 300 ft. radius). Yes 6 Automatic Notification: Automatic notification of user when all steps in workflow have been successfully completed Yes 6 Automatic Notification: Automatically notifies users of conditions or enforcement activities that are placed on a property, permit, address, parcel, or building. Yes 6 Categorize: Able to automatically number permits/projects in a predefined format by type Yes 6 Data: All records and associated attachments from the old system must be migrated and accessible in the new system. Yes 6 Data: All historical data migrated from the previous system must be integrated into and visible from the new system’s property history listing. Yes 6 Data: Able to easily associate attachments with specific land records (i.e. drainage reports, encroachments agreements, flood plain development application, etc.) Yes 6 Data: Able to flexibly associate various data fields with permits, addresses or contractors. (e.g., correction notice with a permit, a condition with a property, a complaint with a contractor). Yes 6 Data: All attachments should link through content management system and be easily searchable Yes 3 iMS would need to work with the City of Englewood to define the integration requirements for the for the content management system Data: Field level audit history of all changes Yes 6 Data: Notes and conditions fields allow unlimited amount of text. Yes 6 Data: provide private notes/comments in each appropriate area that is visible to internal only, and only with the proper security (i.e. gate codes). Data should be available internally/in field/online. Yes 6 Data: System allows for record numbers that are alphanumeric and formatted as client specified Yes 6 Data: System provides for administrator defined Lists of Values to eliminate unauthorized/invalid user input Yes 6 Page 171 of 290 Intuitive Municipal Solutions RFP-19-35 Page 26 of 80 Proprietary & Confidential Data: System will provide for the conversion and access of all legally required legacy data and current data, both active and terminated Yes 6 Data: We will need 2 additional instances other than live for development and testing Yes 6 Documentation and Training: Online 'YouTube' type training videos No 1 Documentation and Training: Provides both technical and non-technical point specific user documentation and guides Yes 6 Documentation and Training: Provides for both vendor led on site as well as offsite (i.e. Webex, GoToMeeting, etc.) training options at clients option Yes 6 Documentation and Training: Specific interactive help from within the system Yes 6 iMS also uniquely supports client specific help tips and sub-texts based on a specific user class Fee Collection: Ability for system to accept and process all forms of payment both POS and electronically. Yes 6 Field capabilities: Able to access permit system offsite through mobile devices (laptop, tablet, cell phone, etc. (indicate which devices you support)) Yes 6 iMS is both operating system (supports both Windows & Mac) and device agnostic (supports both iOS and Android). Being a browser-based system, we support laptops, tablets, and smart phones. Field capabilities: Able to print permits violations in field through wireless connection. Yes 6 Field capabilities: Able to print summons and notices in field through wireless connection. Yes 6 Online Presence: "Notice" warnings can be displayed as set up within system and be case/permit specific. i.e. "You must come into the building department in order to pick up additional permit documentation and your permit card", "Information on this matter is not available online. Contact the City for further information at ###.###.#### for further information.", etc. Yes 6 Online Presence: Ability to halt/hold an online inspection request or permit, etc. based upon user criteria (i.e. expired license, nsf check, etc.) Yes 6 Page 172 of 290 Intuitive Municipal Solutions RFP-19-35 Page 27 of 80 Proprietary & Confidential Online Presence: Ability to over-ride system setup and permit or prohibit online payment of individual case/permit/project. (Client side option). Yes 6 Online Presence : Ability to provide information on both active and inactive/terminated cases/permits/projects Yes 6 Online Presence: Able to execute payment transactions via the Internet (e.g., specific permit fees and fines as defined by the user and per meeting of type based conditions). Yes 6 Online Presence: Able to link directly to appropriate contact points after submitting permits/plans via the Internet. Yes 6 Online Presence: Able to set varied security requirements for internal and external customers. Yes 6 Online Presence: Access to data will require a user id for online users will be based upon validated email address and will provide method for automated password resets. Yes 6 iMS also supports non-registered Guest access if desired. Online Presence: Client may define/limit the ability for print/reprint of permit card. Yes 6 Online Presence: Ensure that pages and links to information are accessible following best practices as guidelines Yes 6 Online Presence: Information available to public can be secured globally, by case/permit type, status, individually, specific field level. Yes 6 Online Presence : Limit inspection requests by associated email and passcode so that people cannot schedule on wrong permit or cause general havoc Yes 6 Online Presence: Online specific field entry by list of value presents only selection specific progressive menus/fields (nested fields) Yes 6 Online Presence: Query requirements can be client defined and multi-level. Yes 6 Page 173 of 290 Intuitive Municipal Solutions RFP-19-35 Page 28 of 80 Proprietary & Confidential Online Presence: Require login/email with pin/passcode (with automated reset functionality) for online inspection requests Yes 6 Online Presence: System can utilize client defined macros to finalize permits once online payment is authorized. Yes 6 i Online Presence : System provides for contractor user inquiry and interaction Yes 6 Online Presence: System provides for guest user inquiry and interaction Yes 6 Online Presence: System provides for online/electronic vehicle to accept and respond to open records requests. Would contain payment component. Yes 6 Online Presence: System provides for registered user inquiry and interaction Yes 6 Online Presence : System provides for user (employee) inquiry and interaction Yes 6 Searches: Able to access information by address, City tax number (parcel number), tracking number, company name, inspection agency, multiple person names, address range, geographical region and zoning classification. Yes 6 Searches: Able to perform global search Yes 6 Searches: Able to support partial key searches. Yes 6 Searches: Able to support phonetic searches. Yes 6 Security: Client defined accounting/security parameters. Yes 6 Security: Date, time, ID stamp all entries and changes made by a user to easily produce readable security audit log upon request. Yes 6 Security: field level security and audit reporting Yes 6 Security: Online sessions must time out after client specified period Yes 6 Security: Provides full, field level audit capability. Not only last change, but chain of historical changes by date, value and user id. Yes 6 Page 174 of 290 Intuitive Municipal Solutions RFP-19-35 Page 29 of 80 Proprietary & Confidential System Administration: Ability of onsite users, online users, field users to all share one application/database Yes 6 System Administration: Ability to add/delete statistical information and categories and retain history. Yes 6 System Administration: Ability to easily emulate the experience of Admin/User/Field User/Online User Yes 6 System Administration: Ability to export/import information with other agency databases. Yes 6 System Administration: Ability to purge records as determined by mandated retention schedule. Yes 6 System Administration: Ability to update the system municipal code, charter, fee structure, etc. either by end user or by vendor within 60 days of noticed requirement Yes 6 System Administration: Ability to utilize content management system with the ability to attach/search scanned items at the record level Yes 6 System Administration: All data elements are configurable to client's needs. i.e. fees, people information, dates and types, statuses, etc. (Specific list can be provided upon request if needed.) Yes 6 System Administration: Are there 3rd party resources required for any of the functional requirements of the system? Please list. Yes 6 Bluebeam Studio Prime or ProjectDOX for electronic plan review System Administration: Calendar allows for blackout dates, client specified holidays in addition to scheduled closures. Yes 6 System Administration: Provides authorized remote access Yes 6 Page 175 of 290 Intuitive Municipal Solutions RFP-19-35 Page 30 of 80 Proprietary & Confidential System Administration: Provides for client configuration of case types, permit types, project types, license type, required fields and fees. Yes 6 System Administration: Provides unlimited client user defined fields and accounts for all costs, fees, fines, deposit, bond types, etc. Yes 6 System Administration: Secured ability to change/delete/alter names, numbers, chares, etc. after entry into system (with full audit logging of same). Yes 6 System Administration: System allows for use and addition/deletion of multiple forms created utilizing content management fields by in-house staff with limited access based on privileges. i.e. customized forms, utilized and stored in the content management system. Yes 3 System Administration: System is configurable to user's needs and business practices without being considered "customized". Yes 6 System Administration: System provides for electronic signatures utilizing onsite and remote processing. i.e. sign form on a tablet, phone, signature pad, etc. No 1 iMS utilizes client and workflow specific disclaimers/acknowledgements to capture a users acceptance. System Administration: System provides for software updating process wherein updates are disseminated from central source without the need for individual component interaction. i.e. update is done on server and pushed out to individual pc's when rebooted or the application is opened following the update. Yes 6 System Integration/linkages: Ability to export/import information with other agencies. Interface might be via data dump of specified fields. Yes 6 iMS would need to scope out the import/export requirements and provide a cost estimate. System Integration/linkages: Ability to interface with city accounting/ERP system (Tyler New World) to generate/dispense payments and refunds. Yes 6 iMS has included a financial export in this proposal. Page 176 of 290 Intuitive Municipal Solutions RFP-19-35 Page 31 of 80 Proprietary & Confidential System Integration/linkages: Ability to interface with external agencies, i.e. Arapahoe City, Sanitation districts, etc. Data exchange requirements will be based on fields determined by both the external entity and internal requirements. Yes 6 iMS would need to scope out the interface requirements and provide a cost estimate. System Integration/linkages: Ability to interface with internal transfer of information between city departments, i.e. code, GIS system, etc. Yes 6 System Integration/linkages: Able to integrate or incorporate data from City's concrete utility application Yes 6 iMS would need to scope out the interface requirements and provide a cost estimate. System Integration/linkages: Able to integrate or share data with Arapahoe City - provide nightly update of ownership data from the City Yes 6 iMS would need to scope out the interface requirements and provide a cost estimate. System Integration/linkages: Able to integrate or share data with Document Imaging System (Tyler Content Manager) Yes 6 iMS would need to scope out the interface requirements and provide a cost estimate. System Integration/linkages: Able to integrate or share data with Finance and Billing (Tyler New World) Yes 6 iMS would need to scope out the export requirements and provide a cost estimate. System Integration/linkages: Able to integrate or share data with Geographic Information System (ESRI) Yes 6 System Integration/linkages: Able to integrate or share data with Microsoft Outlook Yes 6 iMS supports display of a Staff member’s Outlook calendar events on their iMS Calendar. System Integration/linkages: Able to integrate or share data with Sales Tax/Licensing (MuniRevs) -act as system of record to MuniRevs on a live basis for the purpose of verifying 'City' addresses Yes 6 iMS has experience developing an inter to MuniRevs and would need to scope out the interface requirement in order to provide a cost estimate System Integration/linkages: Able to integrate or share data with Utilities Billing (CIS) - to for concrete utility billing Yes 6 iMS would need to scope out the export requirements and provide a cost estimate. System Integration/linkages: Able to integrate or share data with Utilities Billing (CIS) - to update tenant information in system Yes 6 iMS would need to scope out the export requirements and provide a cost estimate. Page 177 of 290 Intuitive Municipal Solutions RFP-19-35 Page 32 of 80 Proprietary & Confidential System Integration/linkages: Able to integrate or share data with City’s Customer Relationship Management system – Currently Qsend Yes 6 iMS would need to scope out the export requirements and provide a cost estimate. System Integration/linkages: Must interface with Microsoft Office products. Vendor will keep functionality current with the latest version Yes 6 iMS supports MS Word merge documents, export to MS Excel, and ability to display Outlook calendar events on the Staff member’s iMS Calendar. System provides for administrator defined LOV's to eliminate unauthorized/invalid user input: Tables and user defined fields do not require programmer intervention for updates and changes. For example, charge of the fee table or addition of standard comments or review notes, etc. Yes 6 Tracking: Able to track and monitor non- permit related activities (e.g., Interpretations, Legal Building Site Letter, Development Letters, Exemption, Variances, Conditional Uses, Limited Uses, Nonconforming Uses, Planned Developments, Planned Unit Developments, Subdivisions, Rezoning, etc.). Yes 6 Tracking: End users able to easily add tracking types (e.g., case types, permit types, inspection types). Yes 6 Requires iMS Administrator rights Tracking: System generated workspace/to do list/tickler file for projects, inspections, reviews, case actions - ability to link to outlook calendar by user's choice Yes 6 6- iMS supports System generated workspace/to do list/tickler file for projects, inspections, reviews, case actions 3 -Would require customization ability to link to outlook calendar by user's choice User Experience: Ability for authorized user to set restrictions and over-ride them. i.e. for inspector availability Yes 6 Authorized user can edit calendars User Experience: Ability to archive and retain calendars Yes 6 User Experience: Ability to display and/or print any day, time or combination of days/time worth of schedule/calendar on request. Yes 6 Page 178 of 290 Intuitive Municipal Solutions RFP-19-35 Page 33 of 80 Proprietary & Confidential User Experience: Ability to do 'batch' processing. i.e. multi-unit development with separate permits needing to be set up for each unit No 1 iMS supports the ability for Staff members to use an existing record as a template and duplicate relevant components. User Experience: Ability to do data transfer to outside agencies as needed. i.e. City Yes 6 iMS would need to scope out requirements and provide a cost estimate. User Experience: Ability to drill down to transaction source. Yes 6 User Experience: Ability to easily search certain tables in a variety of ways. i.e. person type, item type, address, date, etc. Yes 6 User Experience: Ability to electronically store any document at record level. Yes 6 User Experience: Ability to exchange electronic correspondence (i.e. email, text, etc.) that is captured and stored within the case, permit or project at the proper record level. Yes 6 User Experience: Ability to link/store digital photos at record level, automatically during case creation. Yes 6 User Experience: Ability to print all documents/forms when requested in the office or field; list limitations if any. Yes 6 iMS supports device and operating system independence by generating all documents in PDF format User Experience: Ability to print any screen, or portion of screen, on demand Yes 6 User Experience: Ability to provide an imaging component. Yes 6 iMS support direct photo, video capture with mobile devices and sketch capability on all devices. User Experience: Ability to search calendars on any field. i.e. name, address, type, etc. No 1 iMS supports condition-based search capability for all Staff assigned activities. User Experience: Ability to search on any data field or combination of fields. Yes 6 User Experience: Ability to set calendar by business requirements. Yes 6 User Experience: Ability to track user performance/productivity i.e. how many inspections were completed by a user Yes 6 Page 179 of 290 Intuitive Municipal Solutions RFP-19-35 Page 34 of 80 Proprietary & Confidential User Experience: Ability to update, store and retain changes to information. i.e. address, phone, contact's email, etc. Yes 6 User Experience: Able to query by multiple fields, and query by exclusions Yes 6 iMS does not currently support query by exclusion User Experience: After a given action has been completed, system automatically sets future dates. i.e. reinsertion, etc., based on criteria set by client. Yes 6 User Experience: Allow duplication of action across all sibling addresses No 1 User Experience: Allow exception management. i.e. certain circumstances require a change to grouped inspections Yes 6 User Experience: Area must be provided for additional UDF data per type for permits, projects, licenses, violations Yes 6 User Experience: Calendar updates Outlook per user's preference Yes 3 iMS currently supports display of MS Outlook Calendar events on the iMS Staff Calendar. User Experience: Data displayed on screens is customizable to customer requirements. i.e. don't want vendor 'set' screen layout. Yes 6 iMS supports home screen arrangement, ability to show/hide and fields. iMS also support the grouping of custom fields. iMS does not currently support client based layout definition on a per screen basis. User Experience: For data standardization, limit free typing to notes/comments and other appropriate fields, provide LOV for other fields Yes 6 User Experience: Must allow for multiple concurrent users and multiple sessions Yes 6 User Experience: Permits, violations, inspections, reviews can be added at any point prior to finalization Yes 6 User Experience: Provide drill down capabilities to source document or entry from field, on site or online Yes 6 User Experience: Provides a robust calendaring system Yes 6 User Experience: Provides for "view only" access to internal, eternal registered users and guest users. Yes 6 Page 180 of 290 Intuitive Municipal Solutions RFP-19-35 Page 35 of 80 Proprietary & Confidential User Experience: Provides for ability to track item assignment, completion, compliance, non-compliance Yes 6 User Experience: Provides for entire day and/or week view of calendar. i.e. You can see all inspections with limited information such as permit or case type, name, number, address, etc. for the entire day in order. Yes 6 Week view not currently supported User Experience: Provides for scanning/electronic import and secured storage of a variety of documentation, with automatic attachment at the record level. Yes 6 iMS supports the ability to upload electronic documents based on file type and size to a selected record or activity (inspection, review, violation, condition, or task). iMS does not currently support automatic attachment at the record level. User Experience: System (as defined by type) tracks and logs actions, documents, etc. with corresponding date in a single area Yes 6 User Experience: System able to "step through" queried returned results for ease of updating. No 1 iMS provides return to “last search” results functionality, but does not currently support “step through” queried results. User Experience: System must allow for multiple forms to be merged with case/permit/project data. Ability for system to interface with Microsoft Office in order to generate specific documents. Forms must be configurable to client needs. i.e. permit card, posting notice, COO, etc. Yes 6 User Experience: System provides a visual representation of a properties history in hierarchical format including parent child relationships (inclusive of retired/active/split), showing any case, permit, project related to that property/address. Yes 6 User Experience: System provides a worklist / to do list / tickler list for a period of time as defined by the user. i.e. day, work week, between specific dates. Yes 4 Display Tasks between specified dates is on our roadmap for this year. Page 181 of 290 Intuitive Municipal Solutions RFP-19-35 Page 36 of 80 Proprietary & Confidential User Experience: System provides for "view only" access by varying departments. i.e. City Attorney, Police, Finance, Sales tax, etc. Client determines what information can be accessed by this type of "user". Yes 6 User Experience: System provides for a business licensing module Yes 6 User Experience: System provides for a code enforcement module Yes 6 User Experience: System provides for a permitting module Yes 6 User Experience: System provides for a professional licensing module Yes 6 User Experience: System provides for a project module Yes 6 User Experience: System provides for duplication of person information when person is listed on the item as more than one person type. i.e. applicant, owner and contractor Yes 6 User Experience: System represents overdue tasks to user in worklist / to do list/ tickler list in an easily distinguishable manner from regular tasks Yes 6 User Experience: System should be user- friendly and compatible with a variety of devices including but not limited to pc, cell phone, tablet, receipt printers, etc. Yes 6 User Experience: System warns of possible "match" of open item before allowing a new item of the same type to be entered. Yes 6 User Experience: With the exception of batched processes, all updates are real time and available on site and in the field Yes 6 Workflow: Ability to electronically send notices to appropriate entities. i.e. applicant, contractor, tenant, by their preferred method of contact, and capture that communication at the proper record level Yes 6 Page 182 of 290 Intuitive Municipal Solutions RFP-19-35 Page 37 of 80 Proprietary & Confidential Workflow: Ability to email/attach to text, all documents, forms, etc. to case, permit, project, license, etc. Yes 6 Email & text messages generated from within iMS are automatically linked to the record. iMS also provides both record and system logs for eMail and text Workflow: Able to attach notes to conditions. Yes 6 Workflow: Able to perform special processing based on certain conditions (e.g., project has a condition that requires an alternate kind of inspection). Yes 6 Workflow: Capability of mass electronic email and/or text. i.e. push out notifications of zoning change hearing, office closures, cancelled inspections, etc. Yes 6 Workflow: Provide rules based processing and user defined coding structures at all levels/fields. Yes 6 Workflow: Provides for storage, retrieval, and permanent purging of all documents, images and forms as required by law. Yes 6 Workflow: System utilizes a variety of macros for streamlining processes. Some may be standard but system must have the capability of implementing user defined macros as well. This may also be accomplished by utilizing a rules based engine. Yes 6 Page 183 of 290 Intuitive Municipal Solutions RFP-19-35 Page 38 of 80 Proprietary & Confidential GIS Requirement Response (Yes / No) How Meets Require ment (scale) Comments Data: provide either a transfer of data to or data from GIS system City data on a predetermined basis as determined by the customer Yes 6 General: Ability of software to ingest and use feature services that are updated through ArcSDE ESRI Software. (Making shapefiles and other individualized GIS files obsolete). Yes 6 General: Prebuilt interoperability with ESRI products Yes 6 General: Ability to display GEOTIFF files or WMS services for base layer maps or imagery, rather than using proprietary imagery files. Yes 6 iMS supports WMS service General: Ability to accept Python or JSON scripts to automate data intake and storage of new data. Yes 3 iMS would need to scope out requirements and provide a cost estimate. Mapping capabilities: Able to display hazardous materials mapping Yes 6 Mapping capabilities: Able to provide scale when printing out maps Yes 6 Mapping capabilities: Allows for the temporary markup of maps No 1 Mapping capabilities: Includes ability to turn on/off layers Yes 6 Mapping capabilities: Includes measuring tools for mapping Yes 6 Mapping capabilities: Mapping by 'activity' - activity by grouped condition (within date range) Yes 6 Mapping capabilities: Mapping by 'activity' - activity by inspector (within date range) Yes 6 Mapping capabilities: Mapping by 'activity' - activity by status (within date range) Yes 6 Mapping capabilities: Mapping by 'activity' - activity by type (within date range) Yes 6 Mapping capabilities: Mapping by 'activity' - hot zones Yes 4 Currently on iMS roadmap for inclusion in 2019 Mapping capabilities: Radius mapping and associated reporting Yes 6 Searches: Able to search lot and block legal description. Yes 6 Security: Limit address addition, splits/combines, retirements to GIS Administrators only Yes 6 Page 184 of 290 Intuitive Municipal Solutions RFP-19-35 Page 39 of 80 Proprietary & Confidential System Integration/linkages: Able to pass a locator ID to an ESRI/GIS system or City website, and receive locator IDs and addresses back. Yes 3 iMS would need to scope out requirements and provide a cost estimate. Page 185 of 290 Intuitive Municipal Solutions RFP-19-35 Page 40 of 80 Proprietary & Confidential Inspections Requirement Response (Yes / No) How Meets Require ment (scale) Comments Field capabilities: Able to imbed pictures into inspection notes in the field Yes 6 Field capabilities: Able to link to and copy from Municipal Code in the field on mobile devices Yes 6 Requires WiFi/Celluar connectivity Field capabilities: Field able to access by right to entire system in offline mode when signal is lost via laptop or any other mobile device and automatically resync results to system when signal is regained No 1 iMS offline mode only supports inspections Field capabilities: Field able to access by right to entire system in real-time via mobile devices (laptop, tablet, cell phone, etc. (indicate which devices you support)) Yes 6 Field capabilities: Field able to access to entire system in offline mode when signal is lost via laptop or any other mobile device and automatically resync results to system when signal is regained No 1 iMS offline mode only supports inspections Field capabilities: Field able to access to entire system in real-time via mobile devices (laptop, tablet, cell phone, etc. (indicate which devices you support)) Yes 6 Field capabilities: Field able to add permit or inspection data via laptop or mobile devices (laptop, tablet, cell phone, etc. (indicate which devices you support)) Yes 6 Field capabilities: Field able to create correction notices and stop work orders via mobile devices (laptop, tablet, cell phone, etc. (indicate which devices you support)) Yes 6 Field capabilities: Field able to modify correction notices and stop work orders via mobile devices (laptop, tablet, cell phone, etc. (indicate which devices you support)) Yes 6 Field capabilities: Field able to modify permit or inspection data via mobile devices (laptop, tablet, cell phone, etc. (indicate which devices you support)) Yes 6 Field capabilities: Field able to print correction notices and stop work orders via mobile devices (laptop, tablet, cell phone, etc. (indicate which devices you support)) Yes 6 Page 186 of 290 Intuitive Municipal Solutions RFP-19-35 Page 41 of 80 Proprietary & Confidential Field capabilities: Geographic routing - Able to calculate physical inspection routes. Yes 6 Supported via Google maps Online Presence: Able to collect inspection requests via the Internet. (as opposed to automatic scheduling of inspections) Yes 6 Online Presence: Able to request an inspection via the Internet. Yes 6 Online Presence : online scheduling of inspections will automatically be halted due to status or expiration of permit Yes 6 Online Presence : Results should be available either real-time or overnight as designated by city Yes 6 Online Presence: Specific inspection results should remain private - with only status visible and only after permit reaches designated status Yes 3 iMS supported via SQL Stored procedure Requests: Able to collect inspection requests via IVR. No 1 iMS supports online inspections requests via a web browser but does not include an IVR system. iMS would need to provide a cost estimate if IVR integration to a third part vendor is required. Requests: Able to collect inspection requests via manual entry. Yes 6 Requests: Able to modify inspection requests via manual entry. Yes 6 Requests: Able to timestamp inspection requests. Yes 6 Requests: Provide customizable Agency calendar for open/close availability/next available work date scheduling Yes 6 Security: Able to override assignment of inspection requests. Yes 6 Page 187 of 290 Intuitive Municipal Solutions RFP-19-35 Page 42 of 80 Proprietary & Confidential Tracking: Able to add variable fees to recurring inspections. Yes 6 Tracking: Able to track inspections life cycle information, including inspection type, dates of each activity, time inspector arrived for each activity, inspection status (e.g., approval, denial, and final), comments, inspector mileage, and time spent. Yes 6 Tracking: Able to track/manage recurring inspections. Yes 6 User Experience: Access to standard notes and municipal code both internally and in the field Yes 6 Workflow: ability to see inspections assigned to various/multiple Yes 6 Workflow: ability to transfer inspections automatically to another inspector (e.g. inspector calls in sick) No 1 iMS supports manual inspection reassignment either individually or in batch, but does not currently support automatic reassignment. Workflow: Able to automatically add inspections by type of permit Yes 6 Workflow: Able to automatically distribute inspection requests to inspectors based on geographic area and discipline. Yes 6 Workflow: Able to automatically notify customers that their requests have been denied because the permit has expired or is on hold. Yes 6 Workflow: Able to automatically validate inspection requests against permit status (e.g., permit has expired or is on hold). Yes 6 Workflow: Able to schedule recurring inspections (by both staff and external agencies) at a user defined frequency (e.g., annual, biennial, every 6 months, etc.). Yes 6 Workflow: Provide automatic notification via email of inspection results once inspection is complete Yes 6 Page 188 of 290 Intuitive Municipal Solutions RFP-19-35 Page 43 of 80 Proprietary & Confidential Permit Processing Requirement Response (Yes / No) How Meets Requireme nt (scale) Comments Alerts: Alert when associated addresses present allow view of sibling address permits (i.e. which address is the roof associated with on a triplex) Yes 6 Categorize: Able to categorize all tracked activities by type. Yes 6 Cloning: Able to clone existing projects for purposes of use on similar projects. Yes 6 Data: Able to relate permits to each other using parent-child relationship. Yes 6 Online Presence : Ability for 'super' external submitters (Xcel, Comcast) who can add duplicate permits to various addresses all at once (whereas a citizen will only do one permit at a time) Yes 6 Online Presence: Able to issue electronic permit. Yes 6 Online Presence: Able to provide permit, cases, project and permit application information via the Internet, such as application status, inspection information, public notice information, and address history information. Yes 6 Searches: Able to automatically pull contact demographics/info from centralized database. No 1 IMS supports contact based searches based on available fields. Page 189 of 290 Intuitive Municipal Solutions RFP-19-35 Page 44 of 80 Proprietary & Confidential Professional Licensing/Maintenance Requirement Response (Yes / No) How Meets Require ment (scale) Comments Automatic Notification: Able to automatically generate notification letters (and email same) based upon predetermined date range in relation to expiration date (i.e. contractor renewals, annual permit renewals) Yes 6 Automatic Notification: Able to automatically notify professionals of expiration of licenses Yes 6 Automatic Notification: Able to generate holds across permit/project/license based upon expired professional licenses Yes 6 Online Presence: Able to apply for specific licenses via the Internet. Yes 6 Online Presence: Able to apply for specific licenses via the Internet. Yes 6 Workflow: Able to validate professional/contractor licenses. Yes 6 Page 190 of 290 Intuitive Municipal Solutions RFP-19-35 Page 45 of 80 Proprietary & Confidential Project Clock Requirement Response (Yes / No) How Meets Require ment (scale) Comments Time Tracking: Able to comply with legal or policy-based time tracking requirements. Yes 6 Time Tracking: Able to track time to a given field inspection Yes 6 Time Tracking: Able to track time to a given review Yes 6 Workflow: Supports the creation of city-specific timelines (e.g., violation penalty dates, project review turnaround times) without programmer intervention. Yes 6 Page 191 of 290 Intuitive Municipal Solutions RFP-19-35 Page 46 of 80 Proprietary & Confidential Project Management Requirement Response (Yes / No) How Meets Require ment (scale) Comments Auto generation: Ability to duplicate a project (associate multiple addresses/parcels/APN/PPI, etc.) to one project and ability to associate those to update all at once or independently as the case may require Yes 6 Auto generation: Able to automatically batch update or report target completion dates on a basis predetermined by the user. Yes 6 Automatic Notification: Able to automatically flag overdue tasks. Yes 6 Automatic Notification: Provides ticklers for major compliance milestone dates. Yes 6 Forecasting: Able to forecast target completion dates based on current workload/queue. Yes 6 Security: Able to identify whom overrode/revised tasks, assignments, and target completion dates. Yes 6 Tracking: Able to display all active projects assigned to a given inspector or reviewer. Yes 6 Tracking: Able to track a series of dates and actions by project, contractor or employee, for purposes of an online audit trail. Yes 6 User Experience: Able to easily identify the status of a project and status of assigned tasks. Yes 6 User Experience: Project manager able to apply workload balancing to task assignments based on City-defined criteria (e.g., geography, employee classification, etc.) No 1 iMS does not currently support Workload balancing. Page 192 of 290 Intuitive Municipal Solutions RFP-19-35 Page 47 of 80 Proprietary & Confidential Public Notices and Appeals Requirement Response (Yes / No) How Meets Require ment (scale) Comments Automatic Notification: Able to automatically initiate or prompt a public notice process based on certain conditions Yes 6 Reporting capabilities: Able to generate and maintain as an attachment a mailing list for public notices. Yes 6 Reporting capabilities: Able to generate large format property notices. Yes 6 If supported in either MS Word or SSRS and available printing devices. Page 193 of 290 Intuitive Municipal Solutions RFP-19-35 Page 48 of 80 Proprietary & Confidential Reporting Requirement Response (Yes / No) How Meets Require ment (scale) Comments Reporting capabilities: Ability to export any ad hoc reporting results into various common outputs. i.e. excel, word, pdf, csv, etc. Yes 6 iMS supports PDF & Excel Reporting capabilities: Ability to generate client defined reports based on fields either with or without confidential information. Yes 6 Reporting capabilities: Ability to implement a client defined statistical program that builds on monthly, quarterly, yearly or client defined range. Yes 6 Reporting capabilities: Ability to produce record of transaction by a variety of inquiry sources. i.e. permit number, entry type (online/in person), payment method, payment date, etc. Yes 6 Reporting capabilities: Ability to query and produce reports based upon ANY field or combination of fields, without additional programming requirements, vendor intervention or additional cost. Ad hoc reporting Yes 6 Reporting capabilities: Able to display hazardous materials list Yes 6 Reporting capabilities: Able to easily generate common report types: number of permits/cases/projects accepted, average time to review, number completed within a year timeframe, and number of correction cycles with associated descriptive tasks. Yes 6 Reporting capabilities: Able to generate reports for a variety of documents that will be issued (e.g. variety of permits, notice of application, licenses, and license renewal notices, certificates of occupancy, inspection, etc.). Yes 6 Reporting capabilities: Able to generate reports for inspectors that display work queues and detailed task information. Yes 6 Reporting capabilities: Able to perform simple queries in an ad hoc manner based upon various parameters and export data into various formats (*excel, word, pdf, csv, etc.) Yes 6 Page 194 of 290 Intuitive Municipal Solutions RFP-19-35 Page 49 of 80 Proprietary & Confidential Reporting capabilities: Able to provide listing of overdue processes and where in the workflow they are 'stuck' Yes 6 Reporting capabilities: create automated report of issued permits for given period in standardized format with various output options (xlsx, txt, csv, etc.) Yes 6 Reporting capabilities: Provides daily cash reports with client defined fields. i.e. Name on permit/project, name of payee, date of transaction, type of transaction, type of payment, account category, account number, etc. Yes 6 Reporting capabilities: Provides for ability to generate exception reports. i.e. cases/permits/projects without a payment/ action within a certain period of time. Time frames to be specified by client. Yes 6 Reporting capabilities: Provides for management reports. i.e. data entry per user, payments per user, action per user, etc. Yes 6 Reporting capabilities: Provides for redaction of identifying information such as phone numbers, FEIN, driver’s license number, etc. for public consumption Yes 6 Reporting capabilities: Robust reporting. Ability to generate reports on user criteria. i.e. name, case/permit/project number, date/time, etc. and show or eliminate any fields as needed. Yes 6 Reporting capabilities: System allows for additional electronic exchanges to be created as required. (Future mandated reporting requirements.) Yes 6 Reporting capabilities: System will record and house required fields for data transfer to various entities. Ad hoc reporting i.e. How may on x permits were issued during this timeframe Yes 6 User Experience: Ability to generate and print notices with case specific information in the office or in the field. Yes 6 User Experience: Ability to report statistical information as defined by end user Yes 6 Page 195 of 290 Intuitive Municipal Solutions RFP-19-35 Page 50 of 80 Proprietary & Confidential Scheduling Requirement Response (Yes / No) How Meets Require ment (scale) Comments Automated scheduling: Able to automatically schedule tasks for various staff members, including intake staff, inspectors, reviewers and review groups. Yes 6 Automated scheduling: Able to schedule non- city staff (e.g., contractors) for any task. Yes 6 Automated scheduling: Automatic scheduling feature is intelligent, (e.g., is capable of factoring in scheduling conflicts, vacations, etc.) Yes 6 Automatic Notification: Ability to interpret/incorporate Microsoft Outlook Out of Office designations for scheduling considerations No 1 iMS does not currently support MS Outlook “Out of Office” designations Automatic Notification: Automatic scheduling feature able to be overridden. Yes 6 Automatic Notification: Provide automatic notification of deadlines. Yes 6 System Integration/linkages: Scheduling feature able to interface with Microsoft Outlook/Exchange scheduling application. No 1 iMS currently supports the ability to view designated user Outlook calendar events in iMS Page 196 of 290 Intuitive Municipal Solutions RFP-19-35 Page 51 of 80 Proprietary & Confidential Technical Review & Revision Requirement Response (Yes / No) How Meets Require ment (scale) Comments Canned comments: Able to access “canned” plan review comments via a code system (i.e. L1, L2, B1, B2, etc.) Yes 6 Canned comments: Able to create comment duplication on sibling (or child) records Yes 6 Canned comments: Able to easily copy and paste from the Englewood Municipal Code Yes 6 Canned comments: Able to easily modify “canned” plan review comments via a code system (i.e. L1, L2, B1, B2, etc.) Yes 6 Online Presence : Electronic submittals - ability to track resubmittals of plans - dates/times should not overwrite, full history should be maintained Yes 2 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Online Presence : Electronic submittals - Ability to flatten comments/corrections for return to submitter Yes 2 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Online Presence : Electronic submittals - detailed onboard markup tools or interface to same if third party application Yes 2 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Online Presence : Electronic submittals - E- Markup - redline and versioning comments not available to the public Yes 2 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Online Presence : Electronic submittals - layering of comments by reviewer/date Yes 2 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Online Presence : Electronic submittals - layering/change comparison alerts Yes 2 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Online Presence : Electronic submittals - Public 'view only' for online submittals Yes 6 Online Presence : Electronic submittals - security should be private until reached a designated status, then publically availably Yes 6 Online Presence : Electronic submittals - Version control of online submittals Yes 2 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Online Presence : Results should be available either real-time or overnight as designated by city Yes 6 Task associations: Able to allow revision of tasks, assignments and target completion dates throughout the life of a project. Yes 6 Task associations: Able to automatically assign individual to review tasks with target completion date. Yes 6 Page 197 of 290 Intuitive Municipal Solutions RFP-19-35 Page 52 of 80 Proprietary & Confidential Task associations: Able to automatically assign multiple reviews tasks by specific type with target completion date. Yes 6 Task associations: Able to automatically assign tasks to individuals by project type. Yes 6 Task associations: Able to manually assign individual to review tasks with target completion date. Yes 6 Tracking: Able to automatically generate applicant data (contact info, etc.) if applicant already exists in system. Yes 6 Tracking: Able to display active projects at a given review location. Yes 6 Tracking: Able to track all activities (including review cycles) in the project process including date of action and person involved. Yes 6 Workflow: Provide automatic notification via email of plan approval Yes 6 Page 198 of 290 Intuitive Municipal Solutions RFP-19-35 Page 53 of 80 Proprietary & Confidential Workflow and Document Management Requirement Response (Yes / No) How Meets Require ment (scale) Comments Bar-coding: Able to generate barcodes on receipts for automated entry of charges into cash receipting system No 1 iMS supports item/record QR codes and web-links. Bar-coding: Able to perform barcode tracking and checkout of plans. No 1 Data: Able to view AutoCAD, TIFF, JPG, GIF, PDF and Microsoft Office formats through your application. Yes 6 User must have the associated helper application installed on laptop or mobile device base on the file type Document association: Able to attach an external document (e.g., Word documents, Excel spreadsheets, AutoCAD files, images) with a project. Yes 6 Document association: Able to automatically attach all communications to the specific record (i.e. emails, system generated texts, merge documents, radius alerts, etc.) Yes 6 Supports all features except radius alerts Document association: Able to scan, accept, attach and view site plans – large format. Yes 6 Document association: Able to store and export documents and images in folders, and various file formats (e.g., AutoCAD, Excel, etc.) Yes 6 Document flexibility: Able to divide document folders into subfolders, based on City’s specified organizational scheme. Yes 6 Field capabilities: Able to perform electronic signatures. Yes 6 Signature could be captured using iMS Sketch feature Online Presence: Able to accept and export electronic submissions of plans in standardized formats (e.g. AutoCAD, TIFF, JPG, GIF, PDF and Microsoft Office). Yes 6 Reporting capabilities: Able to auto generate lists and labels based on user parameters and schedule. Yes 6 Searches: Able to store keywords with documents. Yes 6 System Integration/linkages: Able to link Utility billing system (address based) to permit tracking system (PPI based) to retrieve tenant information. Yes 3 iMS would need to scope out the interface requirements and provide a cost estimate. Page 199 of 290 Intuitive Municipal Solutions RFP-19-35 Page 54 of 80 Proprietary & Confidential User Experience: Able to display daily work queues of various staff members (e.g., inspectors, reviewers, etc.) on screen. Yes 6 Workflow: Create electronic submittal checklist with required fields. Yes 6 Workflow: Timing - Able to associate timeframes to tasks according to specified criteria. Yes 6 Workflow: Tracking - Able to track revisions and display previous versions of documents. Yes 6 Workflow: Able to track comments/redlines on multiple color coded layers, and be able to identify who is associated with each layer. Yes 2 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Workflow: Able to view redlining and “sticky notes” on plans through your application. Yes 2 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Workflow: Flexibility - Able to change workflow by individual permit, without programmer intervention. Yes 2 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Workflow: Flexibility - Able to flexibly change workflow by permit type, without programmer intervention. Yes 2 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Workflow: Flexibility - Able to perform ad-hoc changes to workflows, without programmer intervention. Yes 2 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Workflow: Routing - Able to automatically route work (i.e., plans, applications and complaints) through an organization and set of processes. Yes 2 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Workflow: Routing - Able to perform parallel and serial routing of work in combination. Yes 6 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Workflow: Routing - Able to perform parallel routing of work and track it accordingly. Yes 6 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Workflow: Routing - Able to route to individuals or groups. Yes 6 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Workflow: Routing - Able to send rejected items back to previous step in work process, with comments. Yes 2 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Workflow: Routing - Able to validate that tasks/processes were completed correctly before advancing work items to the next process. Yes 6 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Workflow: Routing - Able to work concurrently or sequentially on workflows as determined by process. Yes 6 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Workflow: User able to select a specific task in a work queue display and view detailed information (i.e., to “drill down” from a work queue view to a detailed task view). Yes 6 Electronic Plan Review features supported via either Bluebeam or ProjectDOX Page 200 of 290 Intuitive Municipal Solutions RFP-19-35 Page 55 of 80 Proprietary & Confidential Technical Specifications – (On Premises) Requirement Response (Yes / No) How Meets Require ment (scale) Comments Web Based Yes 6 Enforce SSL or TLS encryption Yes 6 Active Directory integration Yes 3 Two Factor Authentication No 1 Software framework supports Single Sign on Yes 3 iMS supported browsers support continuous sign on per session Mobile Device Encryption of residual data Yes 6 Not applicable. iMS only uses session data. No residual data is maintained once the browser is closed. End to end encryption to ensure no exposure to sensitive data to disclosure or modification Yes 6 Detailed Audit Logs Yes 6 Field level security access Yes 6 Ability to mask and encrypt sensitive data Yes 6 Flexible security controls Yes 6 Support for Windows Server 2012 and above Yes 6 Support for SQL 2012 R2 or Higher Yes 6 Microsoft IIS Support Yes 6 Ability to put Public web access or mobile access in DMZ Yes 6 VMWare Support Yes 6 Ability to install a test environment Yes 6 SQL Server Reporting Services support Yes 6 Support for Windows 10 and above Yes 6 Support for all Internet Browsers (IE, Firefox, Chrome, etc…) Yes 6 Page 201 of 290 Intuitive Municipal Solutions RFP-19-35 Page 56 of 80 Proprietary & Confidential Page 202 of 290 Intuitive Municipal Solutions RFP-19-35 Page 57 of 80 Proprietary & Confidential Service Providers Technical Requirements The City of Englewood will have the option to license an on-premise or cloud-based solution. T-1. Identity Management iMS hosting is accomplished in Microsoft’s Azure and provides identity and access managements service which combines core directory services, application access management, and identity protection. T-2. End-User Device Compatibility iMS is both operating system and device agnostic. As a browser-based application, iMS has been tested using both Microsoft Windows and Apple OS X operating systems, along with most current browser (Chrome, Edge, Safari, and Firefox). iMS’ responsive design ensures that users can run the system on desktops, laptops, tablets and smart phones. T-2a. City Client Device compatibility Desktop, Workstation, and Laptop Hardware: iMS is supported on the desktop, workstations and laptops as indicated in the City of Englewood’s RFP. Software: iMS is supported with the software as indicated in the City of Englewood’s RFP. In addition, iMS is supported on the Apple (Mac) operating system. Mobile Devices: iMS is supported on the devices as indicated in the City of Englewood’s RFP. T-2b. End-User Device Compatibility iMS is browser based system that is designed to operate on the current versions of the Windows and Mac operating systems. iMS currently tests our system on devices running the current versions of these operating systems and also tests on mobile devices. iMS is currently tested using the current versions of the following browsers: 1. Edge 2. Chrome 3. Firefox 4. Safari T-3a. Network Impact and Internet Traffic iMS general traffic policy requirement of 2Mbps. If selected, iMS would be open to discussion to determine the controls the City of Englewood would require. T-3b. Statement of Network Traffic System is designed to perform all data-intensive processing on the server, but is a visually rich application and we want to ensure a positive user experience. Page 203 of 290 Intuitive Municipal Solutions RFP-19-35 Page 58 of 80 Proprietary & Confidential T-4b. Responsive Design and User Interface Compatibility iMS is designed using HTML 5 and employs a responsive design architecture. T-4c. City of Englewood Branding Standards iMS provides the ability to configure main application colors to assist with the City of Englewood’s branding standards. T-4d. Web Usability and Accessibility iMS understands that need for our application provide accessible experience to all users. We have tested and find that iMS meets accessibility standards. T-5a. Enterprise Document Management iMS will need to develop a requirements document in order to provide the cost for integration into the City of Englewood’s document management system. T-5b. Connections to External Systems and Integrated Systems iMS fully supports encrypted connections and passwords for integrated systems. Integrations are accomplished using https. T-5c. System and Application Logging iMS will need to develop a requirements document in order to provide the cost for integration into the City of Englewood’s security event and management system. T-5d. System Integrations The City has requested two-way integration with Tyler New World for cashiering, and Tyler Content Manager for document imaging. Details of these interfaces will need to be provided, and a resource from Tyler assigned to assist with the implementation of this interface. T-6a. Physical Location of Datacenter(s) iMS uses Microsoft’s Azure cloud hosting environment. Datacenter is located in the USA west coast. T-7.0 Vendor Software T-7a. Disclosure of Components Iis, SQL Server, Visual Studio, .NET CORE, Font Awesome, Syncfusion, Bootstrap, Jquery, Jquery -ui, autoNumeric, Jquery.ui.touch.punch, Jquery.inputmask, Font-awesome-animation, HtmlAgilityPack, Chart.js,FullCalendar, FullCalendarScheduler, Moment, offline, Cronofy T-7b. Vendor Supported Releases Page 204 of 290 Intuitive Municipal Solutions RFP-19-35 Page 59 of 80 Proprietary & Confidential iMS maintains the the currency of all of the third-party integrations to ensure consistent operation. T-7c. Vendor Software iMS maintains a continuous partnership with our third-party integrations to ensure that the most update-to- date functionality and security is maintained. T-8. Technical Maturity T-8a. IT Maturity Certificate iMS has implemented and gone live at the State of Minnesota’s Department of Labor and Industry and has been approved by their IT department. Sections T-9 through T-24 are not included in this proposal because regulatory data will not be included in this project. Sections nine (T-9) through twenty-four (T-24) evaluate the technical maturity of our vendors using industry standards when regulatory data will be included in the project. Regulatory date includes HIPPA, CJI, PCI, PII, etc. This section is required when regulatory data will be used in the project. Page 205 of 290 Intuitive Municipal Solutions RFP-19-35 Page 60 of 80 Proprietary & Confidential The City of Englewood will have the option to license an on-premise or cloud-based solution. On-Premise If an on-premise solution is preferred, the City of Englewood server will be evaluated to confirm minimum standards are met or exceeded. Once certified, iMS staff will install the software and demo systems. Both systems are installed on the same server, but are accessed with different URLs. The City of Englewood will be responsible for procurement and maintenance of the servers. The on-premise option will allow the City to leverage existing capital investments and take advantage of in-house IT expertise. OR Cloud-Based If a cloud-based solution is preferred, we take care of server maintenance, software upgrades and data backups. This option is only available for lease. Some benefits of this solution are that cloud-based can help avoid costly capital expenditures and minimize impact to City IT staff. Cloud-based system also have extremely high availability and flexible capacity. Production System - SQL Server database: - SSRS instance configured - Core iMS website installed and configured o ASP.NET Core application - iMSOutput website installed and configured o ASP.NET 5 application o Used for SSRS and .docx Mail Merge integration - Fileshare configured: o Folder for attached documents o Update Program o Folder for Word Merge Templates o Password Encryption Tool Test System - Same items configured in a test environment Development System - Same items configured in a development environment Page 206 of 290 Intuitive Municipal Solutions RFP-19-35 Page 61 of 80 Proprietary & Confidential System Back-Up, Redundancy, Disaster Recovery Services - iMS hosts cloud-based implementations on a dedicated virtual Microsoft Azure server. Local disk redundancy is provided by Microsoft. Regular backups of the SQL Server database can be stored on iMS servers or FTPed to the City’s network. Disaster Recovery in a different time zone is available at an additional cost if desired. Included integration: - Credit Card Payments iMS supports direct integration with Cardknox’s payment gateway and EMV enabled card readers. With Cardknox’s payment gateway and card readers, all processing is accomplished by Cardknox. iMS only receives and stores the authorization and confirmation numbers. Integration with other payment processors will be considered for an additional cost. - GIS Integration (ESRI) Integration includes: • Address matching to current location • Display locations using Map Services • Address auto-complete using Location Services • Radius notifications based on one or more properties and supported via SSRS generated documents or mailing labels. • Create permits, project, code enforcement cases directly form the map • View property history - Electronic Plan Review iMS support integration with the industry-leading Bluebeam Revu (requires Studio Prime licenses) or ProjectDOX. All desired electronic plan review management tools will be supported through this integration. - Tyler Integration The City has requested two-way integration with Tyler New World for cashiering, and Tyler Content Manager for document imaging. Details of these interfaces will need to be provided, and a resource from Tyler assigned to assist with the implementation of this interface. - MuniRevs Integration The City has requested integration with MuniRevs for the purpose of verifying addresses. Details of this interface will need to be provided, and a resource from MuiniRevs assigned to assist with the implementation of this interface. - Business Intelligence Integration Page 207 of 290 Intuitive Municipal Solutions RFP-19-35 Page 62 of 80 Proprietary & Confidential The City has requested Business Intelligence integration. The SQL database may be accessible to queries (On Premises or Hosted). If hosted, we need a list of IP addresses that will use this access for firewall configuration. Page 208 of 290 Intuitive Municipal Solutions RFP-19-35 Page 63 of 80 Proprietary & Confidential Implementation Plan Recommendation for Implementation Phasing of Various Modules Based on our team’s experience, we believe that each of the proposed applications can be implemented simultaneously. This recommendation is outlined in our proposed project schedule. Unless the City has reasons to implement the iMS applications in a phased/staggered manner, we will approach the implementation process in this way. City Resources: Roles, Responsibilities and Expectations With the implementation of the iMS Suite, our expectation is a partnership between the City’s staff and our team. Our goal is to understand the City’s needs, desires, and to provide the City of Imperial with a proposed configuration plan. Our process includes a workflow definition phase where all concerned parties collaborate and agree on the proposed process specific workflows. From these workflow plans, an initial configuration is completed. The next phase includes training the City’s subject matter experts on best practices for testing the configuration and how the configuration was created. During this phase, subject matter experts will provide feedback on the configuration and converted data. iMS’ implementation team will make corrections/adjustments as needed and provide an updated implementation. Our goal during this phase is to ensure client understanding and satisfaction with the implementation. A proposed implementation plan with milestones and responsibilities has been included in this proposal. Vendor Resources: Role and Responsibilities As a vendor, iMS understands our responsibility to continually strive for complete customer satisfaction. Our team has the experience to understand and recommend the optimal implementation and configuration strategy. As a part of the implementation, our Client Success Manager partners with the City’s Subject Matter Experts to ensure there is open communication throughout the process. We believe, and experience has shown, that an educated and involved client ensures project success. Our proposed project plan and milestones outline the tasks and responsibilities for your team and ours. Page 209 of 290 Intuitive Municipal Solutions RFP-19-35 Page 64 of 80 Proprietary & Confidential The following estimated schedule is provided to demonstrate a typical timeline for a successful project of this scope. Week(s) Task(s) 0 (Team) REMOTE Agreement executed and project begins 1 (iMS) Configure Production & Test server 2 (City) Upload GIS tabular data to be imported (City) Provide GIS URLs and credentials (City) Upload backup of TRAKiT database (City) Provide technical details of MuniRevs integration (City) Provide technical details of Tyler integrations 3 (iMS) REMOTE Review provided information and prepare questions 4 (Team) ON-SITE (4 days) Process Review and Configuration Meetings 5 (City) Prepare follow-up items from Process Review and Configuration Meetings (iMS) Begin Integration (iMS) Begin Data Conversion 7 (City) Provide all follow-up items 8-12 (iMS) Configure system (iMS) Create Data Conversion (iMS) Create Documents and Reports (iMS) REMOTE install configured system 13 (Team) ON-SITE (4 days) Review Initial Delivery/Administrator Training 14-16 (City) Begin thoroughly testing integration, configuration, converted data, and reports 17 (City) Provide list of any interface and conversion changes 19 (City) Provide list of any configuration and report changes (iMS) REMOTE Updated integration provided (iMS) REMOTE Updated conversion provided 22 (iMS) REMOTE Updated configuration and reports provided 23 (Team) ON-SITE (2 days) Revised Delivery / Project Meetings 25 (City) Provide final list of any changes needed prior to go-live 27 (iMS) REMOTE Final changes made iMS Tasks City of Englewood Team Tasks Page 210 of 290 Intuitive Municipal Solutions RFP-19-35 Page 65 of 80 Proprietary & Confidential Week(s) Task(s) 28 (City) Upload updated data sources (iMS) REMOTE install finalized system 29 (Team) ON-SITE (4 days) End User Training 30 (Team) ON-SITE (3 days) Go Live Support Schedule Note: 1. Any City Task items that are not completed on time will result in the remainder of the schedule being moved, and a potential cost increase. 2. Any changes to on-site days within two weeks will incur additional travel cost. Page 211 of 290 Intuitive Municipal Solutions RFP-19-35 Page 66 of 80 Proprietary & Confidential iMS Team Resumes Vance Bradshaw Objective Utilize proven operational, organizational, and client relationship skills to provide significant value to Community Development Agencies in need of software support. Qualifications • Highly experienced in designing and maintaining municipal software systems • Proficient in programming and troubleshooting • Innovative thinker • Keen business sense • Extremely self-motivated • Highly efficient • Very dedicated • Excellent organizational and leadership skills • Solid communication skills • Computer and technology savvy→ report writing, data conversion, exports and integrations to other systems • Adept at fostering and maintaining customer relationships • Creative problem solver Experience Intuitive Municipal Solutions, LLC | October 2016- Current Founder/President Designed and developed the iMS Software suite, a next-generation Community Development software suite, created to simplify and improve daily interaction between Municipal Agencies and the Citizens they serve. CRW Systems, Inc. | June 2000- September 2016 Project Manager/Vice President of Operations and General Manager/ Vice President of Product Development/ Director, Client Services Instrumental in changing a languishing technology company with 10 employees and 35 clients to a respected, professional industry leader with 35 employees, and 130 clients in 22 states, including two state agencies. Participated in all aspects of the business, with strongest contribution in the following areas: • Operations Management - Assigned and prioritized tasks to maximize resource utilization while ensuring customer commitments and company objectives are met - Resolved technical and procedural issues that project manager, support staff, or technical staff member could not address - Screened resumes, interviewed, and delivered ad-hoc and regular performance reviews • Project Management - Successfully managed 25 projects from contract signing to productive use Page 212 of 290 Intuitive Municipal Solutions RFP-19-35 Page 67 of 80 Proprietary & Confidential - Sole ownership of first $350,000 contract - Oversaw and added significant contribution to first $500,000 and $1M contracts - Designed checklists and documentation to minimize risk and ensure delivery of quality products at each stage of implementation • Product Development - Produced detailed specifications for technical interfaces and system enhancements that provided maximum value to the client while increasing the value and marketability of the base system - Critical in two major upgrades to the system and the roll-out of those upgrades to existing clients - Managed development team, including on-site and off-shore teams Selectron Technologies | May 1998- June 2000| Portland, OR Project Manager/Account Executive • Project Manager - Responsible for multiple simultaneous Interactive Voice Response (Computer Telephony) projects across the United States • Account Executive - Major account sales and marketing, primarily to City and City governments Education 1997 | Portland State University | Portland, OR BS Business Administration: Management Emphasis Page 213 of 290 Intuitive Municipal Solutions RFP-19-35 Page 68 of 80 Proprietary & Confidential Jim Williamson Client Success Manager Area of Expertise: Software-As-A-Service (SAAS) Client-centric senior implementation and training professional specializing in defining and implementing Software -as-a- Service (SaaS) applications and trainings. Demonstrates expertise in managing all aspects of the implementa tion, configuration and training. Proven track record managing, scheduling, and deploying Enterprise Application Software (EAS). Core Competencies Business Unit Management & Leadership | Team Building & Development | Client Relationship Management | Scheduling User & System Administer Technical Training | Train-the-Trainer Training | Technical Training Assessment & Evaluation Curriculum Development & Execution | Packaging & Delivery of Product Training | Technical Training Roadmap Development Talent Recruitment | Technical Certification Program Management | Quality Control & Assurance | Software-as-a-Service (SaaS) Experience Intuitive Municipal Solutions, LLC | August 2017 - Current Client Success Manager Ownership over all phases of the project. Works directly with client subject matter experts and teams to ensure a thorough analysis and understanding of current business processes. Develops project schedules and status reports, ensuring stakeholders are aware of project progress and possible risks. Provides application based configuration recommendations to integrate, optimize, and automate business requirements. Responsible for ensuring end-users and local system administrators are knowledgeable in the use and maintenance of the Intuitive Municipal Solutions Suite. SunGuard, An FIS Company (Formerly CRW Systems) | July 2005- October 2016 Director of Training/ Manager Professional Services/Senior Trainer (2010-2016) Responsible for all aspects of classroom and technology based training and support documentation. Spearheaded talent recruitment, training and development, and management of all training teams. Presided over all training and documentation development and implementation, and developed and facilitated client training including System Acceptance, User, Administrator, and Report Writing training. Continuously evaluated instructor quality and effectiveness utilizing client and Project Manager feedback to improve and strengthen user trainings. Performed operational and resource usability analysis to provide review and evaluations of programs to executive management and support teams to achieve business objectives. Training Coordinator- CRW Systems (2008 - 2010) Provided support to ongoing operation, maintenance, usage, analysis, and administration of the learning management system. Managed data reporting to generate detailed course level reports and assess training needs. Assisted clients with change management preparations and communications, training plans, and documentation for end-user and train-the- trainer training. Worked with clients, support engineers, and sales team to identify training requirements. Participated in the design, development, and/or updating of training programs, certifications, and materials. Cond ucted training sessions, utilizing in-person classroom, on-line and other alternative training methods. Page 214 of 290 Intuitive Municipal Solutions RFP-19-35 Page 69 of 80 Proprietary & Confidential Software Trainer- CRW Systems (2005 – 2008) Facilitated application training in support of software solutions, executing a blended learning solution that integrated proven training methodologies. Ownership over all aspects of client based application training including Power User, End User, System Administration, and Report Writing training, and introduced to the solution’s newest features and functionality to help users and system administrators learn how features could help improve their agencies business processes. Delivered classroom training, comprehensive user guides, application-specific context sensitive help, and Internet based training. The Centech Group |2001 - 2004| Falls Church, VA Instructor/ Instructional Designer United States Air Force |1981 – 2001 Instructor/ Personnel Manager Technical Skills Languages: JavaScript, HTML, CSS, and ASP Platforms: Window 7 and Mac OS X Software: Microsoft Windows Suite (Word, Excel, Outlook, and PowerPoint) Education University of Maryland University College Master of Science in Software Development Management Bachelor of Science in Computer and Information Science Page 215 of 290 Intuitive Municipal Solutions RFP-19-35 Page 70 of 80 Proprietary & Confidential Page 216 of 290 Intuitive Municipal Solutions RFP-19-35 Page 71 of 80 Proprietary & Confidential Training Plan Proposed training services are: - iMS Orientation Webinar One (2) two-hour iMS Orientation webinar to provide the City of Englewood’s Subject Matter Experts with the knowledge needed to during the Business Process Review meetings. Training materials include PDF of slides used during webinar. - Administrator Training One (1) two-day class that can hold up to ten (10) staff members. iMS System Administration training will provide your staff with the hands-on experience needed to support your iMS users and configuration. During these two days, iMS Administrators will learn how to manage and create user accounts, create record types, design, develop and/or modify existing iMS workflows and automation; create and edit MS Word merge documents, and associate SSRS documents with the various applications. Training materials include iMS System Administration Guide. - End User Training Three (3) days of on-site training that can accommodate up to eight (8) staff members per session. Training sessions are functionally (e.g., Permit Technician, Plans Examiner, Inspector, Code Enforcement Officer etc.) based. Each session can last anywhere from 1 to 3 hours, depending on c.ontent. Sessions will be scheduled based on the City’s staffing needs and requirements. Additional training days can be purchased on an as needed basis. Training materials include iMS User Guide The City of Englewood will be responsible for providing an adequate training facility for on-site training. This includes sufficient workstations connected to the Internet, each attendee having their own computer, a projector with screen for the instructor, and a quiet location away from the primary work area. Page 217 of 290 Intuitive Municipal Solutions RFP-19-35 Page 72 of 80 Proprietary & Confidential Maintenance and Support Program Technical Support and Maintenance is available from iMS on an annually renewing basis. This includes unlimited technical support during iMS business hours (7:30 AM - 5:30 PM Pacific, Monday through Friday). A cell phone number will be provided for critical issues outside of business hours. Support is provided via email, or phone. Phone support includes screen sharing when required. The Support and Maintenance Agreement includes regular software updates at no additional cost. It also covers licensing costs for major upgrades that require services. In these cases, covered clients only incur the cost of the services required. Each iMS client determines when updates are applied on their specific system, and may elect to skip updates if desired. Page 218 of 290 Intuitive Municipal Solutions RFP-19-35 Page 73 of 80 Proprietary & Confidential Client References The Minnesota Department of Labor and Industry (DLI) has licensed the iMS software suite to manage the department’s building and plumbing plan review, permitting and inspection programs. The iMS team is excited to partner with DLI to better serve the citizens of Minnesota. The Building and Plumbing department went live on schedule at the end of January 2019. Customer Contact: Todd Green Assistant Director | Construction Codes and Licensing Minnesota Department of Labor and Industry Phone: (651) 284-5124 The City of Blaine, Minnesota has licensed the iMS software suite for the following departments: Planning, Building an d Fire Inspections; Housing and Neighborhood Services; Engineering; Public Works, Business Licensing, and Public Complaint/Inquiries. The City of Blaine is scheduled to “go live” September 2019. Customer Contact: Dan Hauck Chief Building Official City of Blaine, MN Phone: (763) 785-6176 Page 219 of 290 Intuitive Municipal Solutions RFP-19-35 Page 74 of 80 Proprietary & Confidential Industry Endorsements “Over the past few months we have worked with Vance Bradshaw of Intuitive Municipal Solutions to upgrade an interface between our new billing software and Trakit from CRW. We have found Vance to be highly responsive and attentive. His work has been timely and thoroughly thought out. He has diligently chased down interface issues and presented us with choices when needed. He has adapted to our delivery timing and been flexible about change orders. He has relentlessly followed up with us to gather feedback. We would be happy to work with him and his company again.” City of Oceanside, CA Sheri Brown Financial Services Division Manager SBrown@ci.oceanside.ca.us “As a customer, who has worked with Vance Bradshaw for the past 12 years, I have benefited from his creative problem-solving, tireless work ethic, and willingness to do whatever it takes to create a product that translates our City’s vision into reality. When working with Vance on projects, what stands out the most to me, is his generosity of his time and expertise. Beyond that, I can confidently say that I speak for all of Vance’s customers and co-workers when I say how much we enjoy his humor and good nature. When working on the tough issues, it’s great to have someone like Vance in your corner.” City of San Clemente, CA Gina Borchers Systems Application Analyst BorchersG@san-clemente.org “I've had the pleasure of working with Vance Bradshaw for 13 years in my role as Land Use Agency Director in a couple of California counties. Vance has always been a staunch advocate for customers and has successfully helped my departments over the years with technical issues, product development (continuous improvement) and even contract related issues. If you need a responsive professional who can break down complex technical issues and provide innovative solutions to any challenge you might face with a technology project, Vance is your guy.” Butte City, CA Tim Snellings Director tsnellings@butteCity.net “I met Vance, as a customer in 2002. I have found him to be skilled, knowledgeable, and experienced in the Community Development software arena. He is always courteous, responsive, and easy to work with. He exhibits an integrity and professionalism that is above reproach. He builds relationships as a partner, where he is focused on success, rather than a vendor looking to make the next sale. I have very much appreciated working with Vance and I have no doubt that he will be successful in his endeavors.” City of Irving, TX John Mayer Assistant Information Technology Director jmayer@cityofirving.org Page 220 of 290 Intuitive Municipal Solutions RFP-19-35 Page 75 of 80 Proprietary & Confidential Exceptions to the RFP iMS has identified not exceptions to the RFP. Page 221 of 290 Intuitive Municipal Solutions RFP-19-35 Page 76 of 80 Proprietary & Confidential System Software Specifics - ASP.NET Core (C#) - ASP. NET (C#) - SQL Server Application requirements are that the software is hosted either in the cloud, or on a City provided web server capable of handling the desired load. The ideal and minimum system requirements are that the City has the following available: - Windows Server 2012 or later - 6+ core processor - 50GB+ SSD - 16 GB+ RAM - Microsoft SQL Server 2012 or later The City of Englewood will have the ability to configure maximum upload file requirements as you desire. Data Conversion iMS has extensive experience in converting data from the City of Englewood’s currently system. We are currently providing data conversion services from City’s system for the clients listed in the References section of this proposal Proposed data conversion services are: - City of Englewood TRAKiT Data Conversion o Initial conversion into iMS for testing o Second conversion into iMS after correcting any issues o Final conversion into for Go-Live - City of Englewood GIS Tabular Data Update Routine (ONGOING) o Initial installation for testing o Second installation after correcting any issues o Final installation for Go-Live Page 222 of 290 Intuitive Municipal Solutions RFP-19-35 Page 77 of 80 Proprietary & Confidential Billing and Payment Terms The City of Englewood has the option of leasing (SAAS) or purchasing the iMS software license as well as the option to utilize an on-premise or cloud-based solution. Proposed User License - iMS Core Software (Unlimited User Licenses) o User Access o Citizen Portal o Contractor Portal o Guest Portal o Configuration and Audit screens Third Party Partnerships Current costs associated with each Third-Party Partner application are displayed below to give the City an idea of application costs. However, the City of Englewood will be responsible for working directly with each vendor to get City specific pricing. CARDKNOX COST NOTE: If the City Englewood chooses to accept credit card payments, the City will be responsible for fees negotiated directly with Cardknox for payment processing. Additionally, please be aware EMV card readers and integration is not included in the proposed cost. Should the City decide to use EMV readers, an additional iMS charge of $2,500 for EMV integration will be added to the cost, and the City will need to purchase the physical readers from Cardknox or another supplier. Twilio •$.007 charge per text message sent Cardknox •Pricing determined on a case-by-case basis SendGrid •20k free emails per month Page 223 of 290 Intuitive Municipal Solutions RFP-19-35 Page 78 of 80 Proprietary & Confidential Pricing for Purchasing the iMS Software Software License $150,000 Less Early Adopter Discount - ($15,000) License Cost $135,000 Technical Support and Maintenance $30,000 Less Early Adopter Discount - ($6,000) Annual Maintenance $24,000 Unlimited User Licenses License Payment Terms: 25% at signing 50% at installation of configured system 25% on completion of end user training First License Period starts with installation of production and test systems Maintenance and Cloud-Based Hosting Payment Terms: Paid Ahead Annually 2% increase per year Early adopter discount applies to first two years, e.g.: ($24,000, $24,480, $30,000, $30,600, $31,212) First Period starts with installation of production and test systems OR Pricing for Leasing the iMS Software (SAAS/Cloud-Based) City of Englewood SAAS License $20,000/quarter Less Early Adopter Discount - ($4,000/quarter) Quarterly Cost $16,000/quarter Includes Technical Support and Maintenance Unlimited User Licenses SAAS Payment Terms: 24-month Minimum Commitment Required Paid Ahead Quarterly 2% increase per year Early adopter discount applies to first two years, so the first five years have these quarterly rates: ($16,000, $16,320, $20,000, $20,400, $20,808) First License Period starts with installation of production and test systems Page 224 of 290 Intuitive Municipal Solutions RFP-19-35 Page 79 of 80 Proprietary & Confidential Pricing for Implementation Services Total Year One Cost Summary Purchase – On Premise OR Only) City of Englewood Implementation Services $182,400 Less Early Adopter Discount - ($25,000) Implementation Services $157,400 Installation, Configuration, Data Conversion, Project Management, Documents and Reports Training (6 days) Travel (fixed-cost, 19 days) Integration Implementation Payment Terms: 25% at signing 50% on installation of configured system 25% on completion of end user training iMS License $150,000 Annual Maintenance $30,000 Implementation Services $182,400 Less Early Adoption Discount (Cumulative) - ($46,000) Total Cost for Year One $316,400 SAAS License $40,000 x 4 = $80,0 00 Implementation Services $182,400 Less Early Adoption Discount (Cumulative) - ($41,000) Total Cost for Year One $221,400 Page 225 of 290 Intuitive Municipal Solutions RFP-19-35 Page 80 of 80 Proprietary & Confidential Point of Contact Thank you for the opportunity to present our software solution to the City of Englewood. We appreciate the time spent reviewing our proposal. Please feel free to reach out to one of our team members if you have any questions. To ensure a successful implementation for the City Englewood, the President of our company, Vance Bradshaw, Jim Williamson and Alan Lopez will be assigned to this project. For general information, you can follow up via: www.ims16.com Mailing Address: 600 La Terraza Blvd Escondido, CA 92025 Alternatively, if you have any questions or comments throughout this process, feel free to contact any one of us for more information. Thank you again, Vance Bradshaw President vance@ims16.com (747) 222-8822 Jim Williamson Client Success Manager jim@ims16.com (760) 621-3722 Alan Lopez Client Success Manager alan@ims16.com (747) 222-8822 Page 226 of 290 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Will Charles DEPARTMENT: Community Development DATE: September 21, 2020 SUBJECT: Acceptance of a $10,000 grant from Keep America Beautiful DESCRIPTION: Keep America Beautiful Grant RECOMMENDATION: Staff recommends City Council approve, by motion, the acceptance of a $10,000 grant from Keep America Beautiful for the benefit of Keep Englewood Beautiful. SUMMARY: The Community Development Department, on behalf of Keep Englewood Beautiful (KEB), is requesting the acceptance of a $10,000 grant from Keep America Beautiful. The requirement associated with the grant is that KEB post the annual Household Hazardous Waste and Electronics Recycling event on the new volunteer.kab.org website and provide openings for at least 20 volunteers to work at the event. KEB has already completed this grant requirement and the only item remaining is to accept the $10,000 grant from Keep America Beautiful. The grant does not require a match from the city. The grant funds will be deposited into the KEB general fund budget and used to off-set costs from the Household Hazardous Waste and Electronics Recycling event which was held on September 12 and 19, 2020. Community Development will administer the grant as the department that coordinates the Keep Englewood Beautiful Commission and will ensure all city purchasing and procurement policies are followed. The attached Memorandum of Agreement has been reviewed and approved by the City Attorney's Office. FINANCIAL IMPLICATIONS: There is no match from the City of Englewood required for this grant. The estimated cost of the event is $90,000, with City of Littleton contributing 50% of the actual cost and all co-pays remaining with the City of Englewood. Should City Council not approve the acceptance of the grant, the city's cost will remain the same at $45,000 which is within the Commission's budget. ATTACHMENTS: Memorandum of Agreement Page 227 of 290 Keep America Beautiful Community Tree and Recovery Tree Planting Grants Page 1 MEMORANDUM OF AGREEMENT Between Keep America Beautiful, Inc And Keep Englewood Beautiful 1. Purpose: This Memorandum of Agreement (“MOA”) between Keep America Beautiful Inc. (“KAB”) and Keep Englewood Beautiful (Grantee) is designed to [set the conditions under which KAB will provide funds (the “Grant”) to the Grantee. KAB has been funded by Santa Fe Natural Tobacco Co. (SFNTC) to develop an online volunteer portal to help build capacity for the affiliate network and to create significant and beneficial volunteer experiences for all participants. This funding also includes grant support for those affiliates in selected areas to host a Great American Cleanup (GAC) event. Once KAB officially launches the GAC on June 1, SFNTC will then invite their consumers to participate in cleanup activities with the City of Englewood and their volunteers when Grantee is ready and comfortable to resume activities. 2. Background: Keep America Beautiful, the nation’s iconic community improvement nonprofit organization, inspires and educates people to take-action every day to improve and beautify their community environment. For over 65 years, Keep America Beautiful has been striving to End Littering, Improve Recycling and Beautify America’s Communities. We believe everyone has a right to live in a clean, green and beautiful community, and shares a responsibility to contribute to that vision. The Model for Change is steeped in education, research and behavioral science and is the cornerstone of Keep America Beautiful. We empower generations of community and environmental stewards with volunteer programs, hands-on experiences, educational curricula, practical advice and other resources. The organization is driven by the work and passion of more than 600 Keep America Beautiful affiliates, millions of volunteers, and the collaborative support of corporate partners, social and civic service organizations, academia, municipalities, elected officials, and individuals. KAB is active on Facebook, Instagram, Twitter and YouTube. 3. Intent: To provide the Grantee a clear understanding of their role, responsibilities, and reporting expectations when receiving a Grant. Page 228 of 290 Keep America Beautiful Community Tree and Recovery Tree Planting Grants Page 2 4. Financial: KAB will provide a total of $10,000 to the Grantee in [two (2) installments]. The first installment $8,000 (80%) will be paid within 30-60 days of KAB receiving and approving a detailed project proposal and budget. The next installment $2,000 (20%) will be paid upon KAB’s receipt and approval of a final report from the Grantee due by Dec. 1, 2020. 5. KAB’s Responsibilities a. KAB’s Regional Director will assist the Grantee to execute their project; b. KAB’s Regional Director will assist the Grantee with registration on the volunteer portal; c. Work with KAB sponsors to identify additional financial and in-kind resources to assist Grantee to implement their project; d. Provide timely grant payments as described in Section 4. a) Grantee Responsibilities (Register affiliate and the proposed event on KAB’s volunteer portal by July 1) b) The scheduled event date can take place anytime between July 1 through Oct. 18 depending upon when local and state health officials deem a date as safe for gatherings c) The event should have the capacity to host a minimum of 20 volunteers d) Send a brief summary of the event to your Regional Director e) Once approved, a signed MOA is required to process payment f) Pending signed MOA, funds in the amount of $8000 will be distributed to the affiliate g) Once a wrap-up report has been entered into the affiliate Dashboard (deadline December 1, 2020), the remaining $2000 will be released h) A minimum of 5 photos of the event should be sent to your Regional Director 6. Effective Date: The effective date of this MOA shall commence upon the date last signed by the COO of KAB and the authorized representative of the Grantee. 7. Term: The term (“Term”) of this MOA shall commence on the effective date and continue for a period of one (1) year from the effective date. Subject to approval by KAB, Grantee may request and receive an additional six (6) months to complete the project. 8. Termination: This MOA may be terminated at any time by mutual written consent of the parties. Page 229 of 290 Keep America Beautiful Community Tree and Recovery Tree Planting Grants Page 3 This MOA may be terminated immediately “For Cause” by either party if it is alleged that the other party engaged in behavior that is illegal or offensive to generally accepted standards of behavior, including, but not limited to, discrimination or financial impropriety, so as to cause the other party to believe that public association with the offending party would tend to subject the other party to ridicule, contempt, controversy, embarrassment or scandal. In the event of material breach of any provision of this MOA (other than by illegal or offensive behavior), including default by either party, the other party may terminate this MOA “For Cause” first by giving thirty (30) days written notice of the breach to the breaching party to allow for cure. If the breaching party fails to cure the breach within such thirty (30) day period, the other party may terminate this Agreement For Cause by giving ten (10) days additional written notice to the breaching party. Any notice shall be given as outlined in Paragraph 14, below. Funds already paid to Grantee and not expended for purposes of implementing the responsibilities outlined in Section 6 above shall be returned to KAB with the written termination notice if terminated by the Grantee’s request without Cause, or by KAB For Cause, as provided herein, before the end of the Term. If the Grantee fails to initiate or complete the project within the terms of this Agreement, Grantee will return funds already paid to Grantee and not expended (as documented with original receipts) for purposes of implementing the responsibilities outlined in Section 6 above within 30 days of the term of the Agreement along with a statement as to why Grantee was not able to complete the project. 9. Trademark Use and Restrictions Nothing herein shall be construed to authorize or permit Grantee, its agents, representatives, employees, officers, directors and subcontractors or third parties to use any material containing any symbol, trademark or trade dress belonging to KAB or refer to itself as an “official agent” or “member” of KAB without KAB’s prior written approval. This paragraph shall not apply to steps taken by the parties in performance of this Agreement, and KAB hereby consents to appropriate uses of its symbols, trademarks, and trade names, used by the parties in the performance of this Agreement, including the designation of a KAB Community Restoration and Resiliency Fund Grantee. Page 230 of 290 Keep America Beautiful Community Tree and Recovery Tree Planting Grants Page 4 KAB owns all rights to or has the right to use the KAB Marks including but not limited to the trade names, trademarks and logos of KAB. KAB shall indemnify Grantee, its agents, representatives, employees, officers, directors and subcontractors or third parties from any cost, expense, claim, suit or other damage they incur as a result of or in connection with any action by an unrelated third party arising from Grantee’s use of the KAB Marks, except where such use failed to comply with KAB guidelines. 10. Relationship between Parties: This Agreement does not constitute and shall not be construed as creating a partnership, joint venture, or employee/employer relationship between the two parties. Neither party shall have any right to obligate or bind the other party in any manner whatsoever, and nothing contained herein shall give, or is intended to give any rights to any third person (except that the indemnification of Grantee by KAB and of KAB by Grantee shall extend to their respective, shareholders, officers, directors, employees, agents, management committee members, affiliates, and partners). 11. No Affiliate Liability: No affiliate of either party shall have any liability whatsoever for either party’s performance, nonperformance, or delay in performance under this MOA. 12. Notices: All notices shall be in writing. All notices delivered by hand, including by carriers such as UPS and FedEx, shall be effective upon delivery and all notices mailed registered or certified mail, return receipt requested, shall be effective when received, as indicated on the return receipt, when delivered to: (i) If to KAB: Keep America Beautiful, Inc. 1010 Washington Blvd. Stamford, CT 06901 Attn: Becky Lyons COO (ii) If to Grantee : City of Englewood, Community Development Department On behalf of Keep Englewood Beautiful Commission 1000 Englewood Parkway Englewood, Colorado 80110 13. Insurance: Each party shall maintain, at its sole expense, any insurance and/or bonds required by law. 14. State Law: This MOA shall be subject to the laws of the State of Colorado 15. Entire Agreement: This MOA represents the entire agreement between KAB and Grantee. The provisions of this MOA may not be altered, amended or waived except by written agreement signed by all parties. Neither party shall be bound by any oral agreements, representations or special arrangements contrary to or in addition to the terms and conditions contained herein. 16. Assignment. This MOA may not be assigned or delegated in whole or in part without the prior written consent of the other party, such consent not being unreasonably withheld. 17. Execution. This MOA may be executed in one or more counterparts. For purposes of executing this MOA, a document signed and transmitted by e-mail or telecopier is to be treated as an original Page 231 of 290 Keep America Beautiful Community Tree and Recovery Tree Planting Grants Page 5 document. The signature of any party thereon is to be considered as an original signature and the document transmitted is to be considered to have the same biding effect as an original signature or an original document. ATTEST All terms of this Memorandum of Agreement are hereby acknowledged and agreed to as certified by the signatures of the duly authorized officers and agents affixed hereby. The parties hereto have executed this MOA, the dates set forth below. GRANTEE KEEP AMERICA BEAUTIFUL, INC. By: By: Title: Director of Community Development Date: Printed Name: _Becky Lyons Title: _COO Date: _ Reviewed by legal March 2020 Printed Name: Brad Power _ Page 232 of 290 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Maria Sobota DEPARTMENT: Finance DATE: September 21, 2020 SUBJECT: 2021 Budget Public Hearing DESCRIPTION: 2021 Budget Public Hearing RECOMMENDATION: Staff will provide a brief overview of the 2021 Proposed Budget in advance of the Public Hearing. PREVIOUS COUNCIL ACTION: City council has been provided the following opportunities to review the preliminary 2021 operating and capital budget priorities and to provide feedback to staff: • August 24, 2020 - Revised Draft of the 2021 Proposed Budget, specifically the updated General Fund budget shortfall previously addressed with council • August 10, 2020 - Draft of the Proposed 2021 Operating and Capital Budgets • May 26, 2020 - Updated 2021 Operating / Capital requests • May 11, 2020 - Preliminary 2021 Capital Project requests (Including Planning & Zoning Commission recommendations) • April 6, 2020 - 2020 and 2021 Revenue and Expenditure Forecasts • February 24, 2020 - 2021 Budget Preview SUMMARY: The City of Englewood's proposed 2021 Budget was submitted on September 8, 2020. The proposed 2021 budget reflects the hard work of council, elected officials, the community and staff to balance the requirements of sustainable levels of service with the need for additional investment in infrastructure, technology and other resources. Despite recent revenue challenges associated with the COVID-19 pandemic, through the collaboration of staff and city council, the proposed budget includes programs, capital and operations’ costs supporting the high level quality of services that our residents and businesses expect and deserve. The proposed 2021 General Fund budget is in balance. Given the continued mitigation efforts required to contain the spread of the virus, staff applied conservative revenue growth rates to lower than estimated 2020 revenues. As a result, in order to balance the budget, city staff identified significant budget cuts totaling $1.7 million, including a recommendation to city council to consider four (4) furlough days for all city employees during 2021 ($360,000 cost reduction). Additional budget cuts included: Page 233 of 290 • Decreasing proposed medical benefit increase from 8% to 4% following successful negotiations with Kaiser Permanente, the city’s current provider ($200,000) • Removing originally proposed new FTE requests ($523,060) • Program cuts/deferrals ($149,790) • Other Operating Expenses ($451,828) Following the most recent budget review with council on August 24, 2020, new information related to Highway User Tax Fund (HUTF) revenue estimates, Old Hire Fire and Police Pension, Old/New Hire Police (FPPA) state legislation, and the Non-Emergency Employee Retirement Plan Pension (NERP) Board decision regarding city contributions to current retirement plans, the following 2021 unfavorable budget changes were made totaling approximately $341,000: • Old Hire Fire and Police Pension Increase - $52,445 • Non-Emergency Employee Retirement Plan Pension Increase - $56,142 • Old/New Hire Police Fire & Police Pension Association (FPPA) of Colorado Pension Increase - $37,035 • Highway User Tax Fund Revenue Decrease - ($195,000) The unfavorable impact of the retirement plan changes (~$146,000) was offset by increased revenue estimates, primarily related to increased licensing revenue and other cost refinements in benefit cost assumptions. To close the remaining $1.9 million budget gap, city council asked staff to use a portion of the current unassigned fund balance. Including this, the city estimates a 2021 year end fund balance of $16.7 million of which $10.5 million is the reserve requirement and $6.2 million represents the unassigned fund balance in excess of the reserve requirement. The total appropriation of the proposed 2021 budget for all city funds is $146 million. The General Fund, which supports a variety of services from public safety to parks and recreation, is $57.5 million or 39.4% of all funds. The Capital Project and Public Improvement Fund in the 2021 proposed budget totals $8.5 million. This includes a transfer of $3 million from the General Fund's unassigned fund balance as requested by Council to fund high priority park and other capital needs. Enterprise Funds, which include utilities and the Broken Tee Golf Course, total $62 million. Englewood sanitary sewer fund supports approximately 50% of South Platte Renew (SPR), the state-of-the art treatment plant, operated in collaboration with the City of Littleton. Total capital expenditures in the SPR 2021 budget are $11.8 million. The City of Englewood will fund one half of this capital request. Revenue from all sources is estimated to grow in 2021 by 31.7% over current 2020 estimates, due in large part to utility increases to fund badly-needed infrastructure upgrades. These increases include the following: • Sanitary sewer rates-4.5% • Water utility rates-4% plus a $15 monthly capital investment fee • Stormwater utility fee (quarterly)-$10.68 ($20.13 to $30.81) • Concrete utility rate-$.0375 ($.1225 to $.1600) per square foot of sidewalk/curb and gutter. These fee increases are critical to support new capital investment and operations of the various utility funds. Staff recently reviewed the utility master plan outlining the Flow it Forward Page 234 of 290 campaign explaining infrastructure projects in more detail and outlining specific recommended increases by utility (https:// www.englewoodco.gov/city-services/city-departments/utilities/flow-it- forward). There are no additional fee or rate increases proposed for 2021 beyond the utility rate increases; however, there is a proposed ballot measure to increase lodger’s tax from 2.0% to 5.0%. In addition, Parks, Recreation, Library & Golf (PRLG) is proposing a 5% increase above 2020 on green fees and cart rentals at Broken Tee, generating approximately $85k. Overall General Fund expenditures are increasing by 2.7% over the 2020 budget, in line with the regional Colorado Price Index (CPI) of 2.2%. The ten-year compounded annual growth rate for expenditures is 1.9% as compared to the CPI of 2.4% The proposed 2021 budgeted salary increase for employees not represented by a collective bargaining unit is 2.5%. The 2021 budgeted salary increase for represented employees, per contract, is 3.5%. The city has also been able to negotiate favorable terms for benefits, fulfilling our commitment to provide an overall compensation package that both attracts and retains highly skilled employees. The proposed 2021 budget includes an increase of 2.5 FTE. The proposed 2021 budget includes the following requests to address needs expressed by staff and the community: • Park Ranger (1.0 FTE) $117,000 • Business Licensing Tax Technician II ($1.0 FTE) $85,000 • Court Navigator (0.5 FTE) - net savings due to not filling a vacant full-time position • Title 16 Comprehensive Update $200,000 Capital Projects Funds' expenditures (general government capital projects) are $8,457,000 or 15.5% of the total general fund’s proposed 2021 budget. Staff presented a comprehensive 5- year capital improvement plan reviewed by the Planning and Zoning Commission and city council. The recommended Tier 1 project list totaled $15.8 million. The list was subsequently reduced considering available capital funds. Larger projects and other capital spending in the proposed 2021 budget include: • Pavement Maintenance-$1,800,000 • Little Dry Creek Plaza (match for Mile High Flood District grant)-$740,000* • Dartmouth Bridge-$630,000 • Fiber Network-$500,000 • East Dartmouth Ave Traffic Calming-$320,000 • Alley Maintenance-$300,000 • Little Dry Creek Plaza modifications preliminary design-$100,000 *Little Dry Creek Plaza matching grant totals $1,100,000; the 2021 budget request is in addition to the 2020 approved project amount of $360,000 The General Fund’s proposed 2021 budget provides reserves of 28.5%, well above the 16.67% of general fund operating revenue set as a baseline reserve as established by council. While the city’s overall fiscal condition is healthy the need for additional resources to improve aging infrastructure, including the storm water drainage system, remains a continuing challenge. The proposed 2021 budget process began in Qtr1, 2020 with a proposed 2021 budget preview presentation. Throughout Q2 and Q3, staff has continued to provide updates and seek input from city Council regarding estimated revenues and expenditures. The discussions also Page 235 of 290 included detailed background information related to department priorities. Through these discussions, staff was able to evaluate priorities and make necessary proposed 2021 budget reductions. In addition, dialog with city council throughout the proposed 2021 budget season has included discussion of the progress on the cost of service study and 10-year financial plan for South Platte Renew plans as well as the upcoming rate and fee studies for the water, sanitary sewer, and storm water utilities. Preliminary estimates to address critical infrastructure needs and possible funding alternatives were key topics during proposed 2021 budget discussions. Changes communicated during the 2021 budget public hearing, staff is prepared to make in order to finalize changes based on guidance provided from city council during a September 28, 2020 proposed 2021 budget workshop. The first and second readings of the 2021 budget ordinances are scheduled on October 5, 2020 and October 19, 2020, respectively. The proposed 2021 budget addresses critical needs, provides adequate funding for city operations, and ensures a healthy operating expense reserve balance for contingencies and cash flow requirements. ANALYSIS: NA FINANCIAL IMPLICATIONS: NA ALTERNATIVES: NA CONCLUSION: Council can consider information shared during the Public Hearing to provide additional feedback to staff regarding the 2021 budget in advance of the First and Second Readings to be held on October 5, 2020 and October 19, 2020, respectively. ATTACHMENTS: 2021 Budget_Public Hearing September 21 2020 Page 236 of 290 1 2021 Budget Public Hearing September 21, 2020 City of Englewood Page 237 of 290 January February March April May JuneJuly August September October November December Q1 City Council Community Vision Workshop Jan 25, 2020 2021 Budget Preview Feb 24, 2020 Present 2021 Revenue and Expenditure Forecast and Underlying Assumptions Apr 6, 2020 Capital Improvement Plan 2021-2025 Projects List to P&Z Commission Apr 21, 2020 P&Z Commission Capital Improvement Plan Project List to CMO by Jun 10, 2020 City Council Input on Preliminary 2021 Capital Projects Requests May 11, 2020 City Council Input regarding the Preliminary Operations/Capital Requests May 26, 2020 Q2 Budget Discussion to Finalize Changes Sep 28, 2020 Budget Public Hearing Sep 21, 2020 Proposed Budget Book Available Sep 8, 2020 Proposed 2021 Budget Follow-Up Aug 24, 2020 Present Draft Proposed 2021 Operating and Capital Budget Aug 10, 2020 Q3 Q4 Second Reading of the Budget Ordinances Oct 19, 2020 First Reading of the Budget Ordinances Oct 5, 2020 2021 City CouncilBudget Calendar2Page 238 of 290 3 General Fund $53.1 Special Revenue Funds $1.7 Debt Service Funds $2.8 Capital Projects Funds $4.6 Enterprise Funds $31.8 Internal Service Funds $11.6 Beginning Funds Available $14.5 General Fund $52.7 Special Revenue Funds $1.6 Debt Service Funds $2.9 Capital Projects Funds $6.9 Enterprise Funds $67.4 Internal Service Funds $11.7 Beginning Funds Available $2.9 All Funds 2021 vs 2020 Sources of Funds (in millions*) 2021 -$146.1 million 2020 -$120.2 million * Numbers are roundedPage 239 of 290 4 General Fund 2021 Sources and Uses of Funds (in millions*) Unassigned Fund Balance, $4.9 Taxes, $41.4 Licenses and Permits, $1.2 Intergovernmental, $1.1 Charges for Services, $5.3 Fines and Forfeitures, $0.7 Net Investment Income, $0.5 EMRF Net Rental Proceeds, $1.7 Other, $0.8 (Sales & Use, Property, Franchise Fee, Specific Ownership, Cigarette and Lodgers Taxes) * Numbers are rounded Administration $1.0 Finance $1.8 Information Technology $4.0 Community Development $3.0 Public Works $7.6 Police $15.1 Fire & Emergency Management Services $7.4 Parks, Recreation, Library & Golf $8.5 Debt Service $1.6 Transfer Out $3.0 All Other Expenditures $4.8 Sources of Funds -$57.5 million Uses of Funds -$57.5 million Page 240 of 290 General Fund –Fund Balance (in millions) 8/24/2020 Revised 9/21/2020 Revised 2020 Estimated Year End Fund Balance $8.3 million fund balance available above reserve requirements +$ 21.6 $ 21.6 2021 Revenue Budget +$ 52.3 $ 52.5 2021 Expenditure Appropriation Budget -$ 54.1 $ 54.5* 2021 Net transfer-in(out) from Public Improvement Fund +$ 0.1 $ 2.9* 2021 Use of Unassigned Fund Balance -$ 1.7 $ 4.9 2021 Estimated Year End Fund Balance $6.2 million fund balance available above reserve requirements =$19.8+$ 16.7+ *Reflects staff and city council recommended reductions of $1.7M and a $1.9M & $3M use of unassigned fund balance and with a $3M transfer to the Public Improvement Fund to finance 2021 capital projects +Calculation Rounding5Page 241 of 290 2021 Budget –General Fund Revenue, Operating Expenses & Capital Highlights 6Page 242 of 290 Sales & Use Tax •Conservative, reasonable •+3.4% above lower 2020 estimates •Slightly below 2020 budget Parks, Recreation, Library & Golf charges for services •Assumes back to normal in 2021 •$0.4 million below 2020 budget Property Tax •2021 taxable assessed valuation expected mid-October (typically received by Aug 25) •Minimal increase expected between appraisal years Highway Users Tax •$195k below 2020 and previous estimates 2021 Budget –Revenue (Sources of Funds) 7Page 243 of 290 Increase of $4.4 million over 2020; reduced original department requests by $1.7 million Position requests –revenue generating or cost neutral •Park Ranger (1.0 FTE) -$117,000 •Business Licensing Technician II (1.0 FTE) -$85,000 •Court Navigator (0.5 FTE) –net savings Annual salary increases -$1.1 mil •2.5% MSC/MSCH employees •3.5% employees represented by collective bargaining units Medical benefits increase per contract –4% Retirement plans city contribution increase (actuarial updates) -$146,000 Title 16 comprehensive update -$200,000 2021 Budget –Operating Expenses (Uses of Funds) 8Page 244 of 290 9 Capital Project and Public Improvement Fund -$8.5 million 2021 Budget Page 245 of 290 Capital Projects Funds -$8.5 million 10 Fund Amount 30 Public Improvement Fund Projects List Subtotal 4,020,300$ 31 Capital Projects Fund Projects List Subtotal 979,700$ May 2020 Subtotal 5,000,000$ 30 Public Improvement Fund Projects List Subtotal 260,000$ 31 Capital Projects Fund Projects List Subtotal 197,000$ Aug 2020 Subtotal 457,000$ 30 Public Improvement Fund Projects List Subtotal 2,800,000$ 30/31 TBD Capital Projects Subtotal 200,000$ Sep 2020 Subtotal 3,000,000$ Grand Total 8,457,000$ D E F 2=D+E-F G H 3= 2+G-H Current Forecast Current Forecast Jan 1, 2020 Estimate Estimate Dec 31, 2020 Proposed Proposed Dec 31, 2021 Balance Sources Uses Balance Sources Uses Balance GOVERNMENTAL FUND TYPES (Fund Balance* = Current Assets - Current Liabilities) Capital Projects Funds 30 Public Improvement Fund 8,536,711$ 4,790,000$ 11,894,725$ 1,431,986$ 6,865,000$ 7,390,822$ 906,164$ 31 Capital Projects Fund 4,297,676$ 1,281,553$ 4,329,787$ 1,249,442$ 5,000$ 1,236,700$ 17,742$ 34 Police Building Construction Fund 3,851,684$ 100,000$ 3,470,657$ 481,027$ 50,000$ 500,600$ 30,427$ Totals 16,686,071$ 6,171,553$ 19,695,169$ 3,162,455$ 6,920,000$ 9,128,122$ 954,333$ Page 246 of 290 Public Improvement Fund (PIF) 2021 Project List 11 Fund Department Project Name Amount 30 PW Alley Maintenance 300,000$ 30 PW Broadway-US 285 Interchange (Little Dry Creek Plaza)100,000$ 30 PW Concrete Program Ramps by Area 240,000$ 30 PW Concrete Utility Program (City's Share)300,000$ 30 PW Dartmouth Bridge 430,300$ 30 PW E Dartmouth Ave Traffic Calming 320,000$ 30 PW Pavement Maintenance by Areas 1,800,000$ 30 PW Signal Equipment Upgrade/Replacement 150,000$ 30 PW Traffic Signal Rehabilitation & Replacement 100,000$ 30 PW US 285 Congestion Mitigation Study 40,000$ 30 PW Walk & Wheel 150,000$ 30 COM Wayfinding 90,000$ TOTAL 4,020,300$ Page 247 of 290 Capital Projects Fund (CPF) 2021 Project List 12 Fund Department Project Name Amount 31 PW ADA Audit of all City Facilities 80,000$ 31 PRLG Emerald Ash Borer Mitigation 50,000$ 31 PRLG Public Art 9,700$ 31 IT Fiber Network 500,000$ 31 IT IT Infrastructure 150,000$ 31 IT Security Camera Video Server 100,000$ 31 IT Workstation Refresh Program 90,000$ TOTAL 979,700$ Page 248 of 290 Capital Projects Fund (CPF) 2021 Project List –Projects Added 13 Fund Department Project Name Amount 30 PRLG Parking Lot Maintenance/Asphalt 60,000$ 30 PW Dartmouth Bridge (Original Request $740k partially funded with $430k)200,000$ 31 ADMIN Records Management Information System 95,000$ 31 FIN Capital Projects Tracking System 100,000$ 31 FIN 1% CPF Dedicated to Art in Public Places 2,000$ TOTAL 457,000$ Page 249 of 290 Capital Projects Fund (CPF) 2021 Project List –Additional Considerations 14 Fund Department Project Name Amount 30 PRLG Baker Park Renovations 600,000$ 30 PRLG Centennial Park Renovations 560,000$ 30 PRLG Cushing Park Renovaitons 550,000$ 30 PRLG Irrigation System Renovations at Broadway and Hampden Medians, Baker Park and Rotolo Park 350,000$ 30 PRLG Little Dry Creek at the Plaza Phase I Renovations 740,000$ 30/31 TBD Capital Projects 200,000$ TOTAL 3,000,000$ •During the August 24th City Council Study Session, City Council requested a $3.0 million General Fund Transfer (Unassigned Fund Balance) to the Public Improvement Fund •Below is a list of recommended projects for City Council’s consideration:Page 250 of 290 15 General Fund $53.1 Special Revenue Funds $1.7 Debt Service Funds $2.8 Capital Projects Funds $4.6 Enterprise Funds $31.8 Internal Service Funds $11.6 Beginning Funds Available $14.5 General Fund $52.7 Special Revenue Funds $1.6 Debt Service Funds $2.9 Capital Projects Funds $6.9 Enterprise Funds $67.4 Internal Service Funds $11.7 Beginning Funds Available $2.9 All Funds 2021 vs 2020 Sources of Funds (in millions*) 2021 -$146.1 million 2020 -$120.2 million * Numbers are roundedPage 251 of 290 Sanitary Sewer •4.5% annual fee/rate increase •Revenue increase -$917k •2021 estimated year-end fund balance -$319k Water •4% annual fee/rate increase plus $15 monthly capital investment fee •Revenue increase –$2.6 million •2020 estimated year-end fund balance -$9.3 million Stormwater •$10.68/quarterly fee/rate increase •Revenue increase -$448k •Estimated Bond Proceeds -$30 million •2021 estimated year-end fund balance -$16.3 million Concrete utility rate •$.0375 fee/rate increase per sq ft of sidewalk/curb and gutter •Revenue increase -$179k •2021 estimated year-end fund balance -$1.1 million 2021 Enterprise Funds Highlights Supporting Infrastructure Needs 16Page 252 of 290 17 Proposed Utility Rates Increase Impact Page 253 of 290 2021 Average Annual Utility Bill and GO Bond Debt Service 18 Fund Financing Sources Use of Proceeds Revenue Source Current Annual Amounts* Annual Rate Increase Revised Annual Amounts* Annual Difference Debt Service GO Bond Identified Parks and Recreation Projects and Police Headquarter Building Property Tax $106 $0 $106 $0 Water Revenue Bond Identified Drinking Water Treatment Process & Distribution System Projects Water Service Fees $276 4% plus a $15 Monthly CIF+ $467 $191 Sewer Revenue Bond Identified Sanitary Sewer Treatment Process & Collection System Projects Sewer Service Fees $282 4.5%$295 $13 Storm Drainage Revenue Bond Storm Water Drainage Collection System Projects (square footage of impervious areas varies by property) Storm Drainage Service Fees $81 $43 $123 $43 Concrete Utility N/A Concrete Utility Sidewalk and Gutter Infrastructure (square footage varies by property) Concrete Utility Fees $54 $16 $70 $16 Estimated Annual Totals $798 $1,060 $262 Estimated Monthly Totals $66 $88 $22 Single Trash Hauler Services N/A Trash/Recycling Pickup and Disposal Services Trash Hauler Utility Varies $7-$14 savings per month $84-$168 savings per year *Debt Service Fund Property Tax funds the Recreation and Police HQ Building General Obligation (GO) Bonds expiring in 2023 and 2036 respectively; the 2021 combined Mill Levy rate of 3.696 applied to a $400,000 residential home value *Water Fund Typical Single Family Dwelling Water Quarterly Bill based on approximately 18,000 gallons usage -$68.94; 4% rate increase plus a $15 monthly Capital Investment Fee (CIF) *Sewer Fund Single Family Dwelling Minimum Quarterly Amount: Sewer -$70.50; 4.5% rate increase *Storm Drainage Fund Average Storm Water Quarterly Residential Bill –rate change from $20.13 to 30.81 a $10.68 difference *Concrete Utility Fund Average Annual Concrete Utility Bill –square footage rate change from $.1225 to $.1600 a $.0375 difference *Single Trash Hauler Services data based on 2019 survey; current amount varies among the current providers and selected services Page 254 of 290 January February March April May JuneJuly August September October November December Q1 City Council Community Vision Workshop Jan 25, 2020 2021 Budget Preview Feb 24, 2020 Present 2021 Revenue and Expenditure Forecast and Underlying Assumptions Apr 6, 2020 Capital Improvement Plan 2021-2025 Projects List to P&Z Commission Apr 21, 2020 P&Z Commission Capital Improvement Plan Project List to CMO by Jun 10, 2020 City Council Input on Preliminary 2021 Capital Projects Requests May 11, 2020 City Council Input regarding the Preliminary Operations/Capital Requests May 26, 2020 Q2 Budget Discussion to Finalize Changes Sep 28, 2020 Budget Public Hearing Sep 21, 2020 Proposed Budget Book Available Sep 8, 2020 Proposed 2021 Budget Follow-Up Aug 24, 2020 Present Draft Proposed 2021 Operating and Capital Budget Aug 10, 2020 Q3 Q4 Second Reading of the Budget Ordinances Oct 19, 2020 First Reading of the Budget Ordinances Oct 5, 2020 2021 City CouncilBudget Calendar19Page 255 of 290 20 Appendix Page 256 of 290 21 General Fund D E F 2=D+E-F G H 3= 2+G-H Current Forecast Current Forecast Jan 1, 2020 Estimate Estimate Dec 31, 2020 Proposed Proposed Dec 31, 2021 Balance Sources Uses Balance Sources Uses Balance GOVERNMENTAL FUND TYPES (Fund Balance* = Current Assets - Current Liabilities) General Fund 02 General Fund 22,130,855$ 51,365,467$ 51,943,086$ 21,553,236$ 52,666,371$ 57,521,583$ 16,698,024$ Total Expenditures 51,943,086$ 54,521,583$ Total Other Financing Uses -$ 3,000,000$ 8,556,822$ 8,774,073$ TABOR Emergency 1,730,000$ 1,730,000$ Loan to Storm Water Drainage Fund 3,000,000$ Total Reserve Requirement 13,286,822$ 10,504,073$ Fund Balance in Excess of Reserve Requirement 8,266,414$ 6,193,951$ Reserve Requirement - 16.7% of Revenues Page 257 of 290 22 Special Revenue Funds D E F 2=D+E-F G H 3= 2+G-H Current Forecast Current Forecast Jan 1, 2020 Estimate Estimate Dec 31, 2020 Proposed Proposed Dec 31, 2021 Balance Sources Uses Balance Sources Uses Balance GOVERNMENTAL FUND TYPES (Fund Balance* = Current Assets - Current Liabilities) Special Revenue Funds 03 Conservation Trust Fund 1,974,997$ 315,000$ 1,869,082$ 420,915$ 315,000$ 320,049$ 415,866$ 04 Donors Fund 715,804$ 59,150$ 109,500$ 665,454$ 76,385$ 488,060$ 253,779$ 07 Parks & Recreation Trust Fund 475,437$ 10,000$ 13,500$ 471,937$ 2,500$ 15,000$ 459,437$ 08 Malley Center Trust Fund 382,269$ 8,500$ 35,000$ 355,769$ 3,000$ 35,000$ 323,769$ 10 Open Space Fund 2,110,388$ 1,387,153$ 2,652,785$ 844,756$ 1,200,000$ 1,288,114$ 756,642$ Totals 5,658,895$ 1,779,803$ 4,679,867$ 2,758,831$ 1,596,885$ 2,146,223$ 2,209,493$ Page 258 of 290 23 Debt Service Funds D E F 2=D+E-F G H 3= 2+G-H Current Forecast Current Forecast Jan 1, 2020 Estimate Estimate Dec 31, 2020 Proposed Proposed Dec 31, 2021 Balance Sources Uses Balance Sources Uses Balance GOVERNMENTAL FUND TYPES (Fund Balance* = Current Assets - Current Liabilities) Debt Service Funds 20 Rec General Obligation Bond 80,126$ 1,119,000$ 1,099,300$ 99,826$ 1,117,000$ 1,106,800$ 110,026$ 25 Police General Obligation Bond 1,064,743$ 1,703,000$ 2,216,003$ 551,740$ 1,802,000$ 2,217,800$ 135,940$ Totals 1,144,869$ 2,822,000$ 3,315,303$ 651,566$ 2,919,000$ 3,324,600$ 245,966$ Page 259 of 290 24 Capital Projects Funds D E F 2=D+E-F G H 3= 2+G-H Current Forecast Current Forecast Jan 1, 2020 Estimate Estimate Dec 31, 2020 Proposed Proposed Dec 31, 2021 Balance Sources Uses Balance Sources Uses Balance GOVERNMENTAL FUND TYPES (Fund Balance* = Current Assets - Current Liabilities) Capital Projects Funds 30 Public Improvement Fund 8,536,711$ 4,790,000$ 11,894,725$ 1,431,986$ 6,865,000$ 7,390,822$ 906,164$ 31 Capital Projects Fund 4,297,676$ 1,281,553$ 4,329,787$ 1,249,442$ 5,000$ 1,236,700$ 17,742$ 34 Police Building Construction Fund 3,851,684$ 100,000$ 3,470,657$ 481,027$ 50,000$ 500,600$ 30,427$ Totals 16,686,071$ 6,171,553$ 19,695,169$ 3,162,455$ 6,920,000$ 9,128,122$ 954,333$ Page 260 of 290 25 Enterprise Funds D E F 2=D+E-F G H 3= 2+G-H Current Forecast Current Forecast Jan 1, 2020 Estimate Estimate Dec 31, 2020 Proposed Proposed Dec 31, 2021 Balance Sources Uses Balance Sources Uses Balance PROPRIETARY FUND TYPES (Funds Available Balance* = Current Assets - Current Liabilities + Current Debt Service Principal) Enterprise Funds 40 Water Fund 17,461,251$ 9,556,012$ 11,390,777$ 15,626,486$ 12,312,647$ 18,619,180$ 9,319,953$ 41 Sewer Fund 6,983,167$ 19,140,709$ 21,832,502$ 4,291,374$ 20,053,639$ 24,026,397$ 318,616$ 42 Storm Drainage Fund 809,672$ 3,080,000$ 3,504,432$ 385,240$ 31,565,340$ 15,661,444$ 16,289,136$ 43 Golf Course Fund 1,324,240$ 2,011,933$ 2,232,818$ 1,103,355$ 2,243,437$ 2,240,686$ 1,106,106$ 44 Concrete Utility Fund 1,242,839$ 899,185$ 1,000,164$ 1,141,860$ 1,057,688$ 1,101,751$ 1,097,797$ 45-46 Housing Rehabilitation Fund 955,252$ 155,600$ 550,200$ 560,652$ 153,100$ 350,350$ 363,402$ Totals 28,776,421$ 34,843,439$ 40,510,893$ 23,108,967$ 67,385,851$ 61,999,808$ 28,495,010$ Page 261 of 290 26 Internal Service Funds D E F 2=D+E-F G H 3= 2+G-H Current Forecast Current Forecast Jan 1, 2020 Estimate Estimate Dec 31, 2020 Proposed Proposed Dec 31, 2021 Balance Sources Uses Balance Sources Uses Balance PROPRIETARY FUND TYPES (Funds Available Balance* = Current Assets - Current Liabilities + Current Debt Service Principal) Internal Service Funds 61 ServiCenter Fund 2,297,854$ 2,133,513$ 2,266,689$ 2,164,678$ 2,038,323$ 2,830,382$ 1,372,619$ 62 Capital Equipment Replacement 3,615,491$ 939,662$ 1,200,000$ 3,355,153$ 1,022,471$ 1,053,266$ 3,324,358$ 63 Risk Management Fund 1,715,896$ 1,545,391$ 1,571,216$ 1,690,071$ 1,572,862$ 1,478,788$ 1,784,145$ 64 Employee Benefits Fund 196,750$ 7,179,348$ 6,714,198$ 661,900$ 7,103,348$ 6,621,846$ 1,143,402$ Totals 7,825,991$ 11,797,914$ 11,752,103$ 7,871,802$ 11,737,004$ 11,984,282$ 7,624,524$ Page 262 of 290 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Devin Keener DEPARTMENT: Public Works DATE: September 21, 2020 SUBJECT: CB #27 - An update to the Floodplain Regulations as set forth within Section 16-4-2 of the Englewood Municipal Code. DESCRIPTION: CB 27 - Floodplain Language Adoption - Ordinance change to accept all FEMA Floodplain Revisions RECOMMENDATION: Staff recommends that City Council approve Council Bill #27, an update to Chapter 4, Floodplain Regulations Section 16-4-2 (A) authorizing the ongoing incorporation into the Englewood Municipal Code of all future Federal Emergency Management Agency (FEMA) Flood Insurance Study (FIS) and Flood Insurance Rate Map (FIRM) updates. PREVIOUS COUNCIL ACTION: At the regular meeting of September 8, 2020 the Englewood City Council held a public hearing regarding the proposed updates to the Floodplain Regulations of the City of Englewood. On April 2, 2018, the Englewood City Council approved updating within the City's Code the date of the most recent FEMA Flood Insurance Study for Section 16-4-2 (A): Jurisdiction and Applicability and to adopt the latest previous FIS issued by FEMA. SUMMARY: FEMA creates a new Flood Insurance Study every few years and the date of the latest study must be adopted into a community's Floodplain Ordinance for enforcement and continued participation in FEMA's National Flood Insurance Program (NFIP). Staff recommends making this administrative update an automatic approval to limit the number of ordinance changes associated with standardized updates. This ordinance would modify the code to provide that the latest FIS and FIRM documents be automatically incorporated into the Municipal Code as of the date of the update. This approach has been adopted by several other local communities that participate in the NFIP. ANALYSIS: On June 1, 2020, FEMA notified the City that a new FIS and FIRM have been completed for FEMA designated floodplains within the City and that they will become effective on September 4, 2020. FEMA creates a new Flood Insurance Study every few years and the date of the latest study must be adopted into a community's Floodplain Ordinance for enforcement and continued participation in FEMA's National Flood Insurance Program (NFIP) in order for the City to Page 263 of 290 maintain membership in the NFIP. Choosing not to adopt these updates has significant consequences for the City. Three primary consequences are the prevention of new flood insurance policies being issued for properties within the City, the City being prevented from issuing disaster declarations for flood events occurring within in the City, and the City no longer being eligible to qualify for Flood Mitigation Assistance (FMA). Staff recommends making this administrative update an automatic approval to limit the number of ordinance changes associated with standardized updates. CB 27 is written to modify the code to provide that the latest FIS and FIRM documents be automatically incorporated into the Municipal Code as of the date of the update. Rather than change the language to reflect the specific date of this latest update, the language in this proposed Ordinance contains "auto- adoption" language that allows for adoption of this new date along with all future updates upon the effective date of the new FIS or FIRM. The Code update also provides for notifi cation to the City Council of each update so that they are aware of each of these updates and have the knowledge associated with participating in this FEMA program. An additional minor change to the ordinance are a few words further clarifying the warning and disclaimer section of this ordinance. The existing Englewood Municipal Code provides the following notice: Warning and Disclaimer of Liability. The degree of flood protection intended to be provided by this Chapter is considered reasonable for regulatory purposes and is based on engineering and scientific considerations. Larger floods may occur on occasions, or the flood height may be increased by man-made or natural causes, such as ice jams and bridge openings restricted by debris. This Chapter does not imply that the areas outside of special flood hazard areas or land uses permitted within such areas will always be free from flooding or flood damages. This Chapter shall not create liability on the part of the City or any officer or employee thereof for any flood damages that result from reliance on this Chapter or any administrative decision lawfully made thereunder. This notice is primarily a courtesy notice to make people aware that the Colorado Governmental Immunity Act, C.R.S. §§ 24-10-101, et seq specifically exempts governmental entities from liability associated with storm water runoff, discharge from a storm sewer, or other similar means of attempting to control the impacts of mother nature. The two word addition to this section in the proposed updated flood plain ordinance is to provide even clearer notice as to the City’s exemption from liability. FINANCIAL IMPLICATIONS: N/A ALTERNATIVES: The alternative to adopting CB 27 as presented would be to continue adopting bi-annual updates to the Floodplain Code to change effective dates of the updated maps to match the most current FIS and FIRM dates. CONCLUSION: Page 264 of 290 Adopting the suggested language regarding automatic updates will assure that the City automatically remains in compliance with the FEMA regulations and avoids the time and costs associated with minor code updates. The addition of two clarifying words in subsection F provides more clarity to the text under the Warning and Disclaimer Liability language. ATTACHMENTS: Council Bill -#27 - Title 16 Flood Plain Amendment Planning and Zoning Findings of Fact Reformatting 16-4-2 Code Updates Ordinance Synopsis Page 265 of 290 -1- BY AUTHORITY ORDINANCE NO. _____ COUNCIL BILL NO. 27 SERIES OF 2020 INTRODUCED BY COUNCIL MEMBER _________________ A BILL FOR AN ORDINANCE AMENDING TITLE 16, CHAPTER 4, SECTION 2 OF THE ENGLEWOOD MUNICIPAL CODE 2000, REGARDING UPDATES TO THE JURISDICTION AND APPLICABILITY OF THE FLOODPLAIN REGULATIONS OF THE CITY OF ENGLEWOOD, COLORADO WHEREAS, the legislature of the State delegated the responsibility to local governmental units to adopt regulations designed to promote the public health, safety, and general welfare of its citizenry by minimizing flood losses pursuant to Title 29, Article 20 C.R.S., as amended; WHEREAS, the flood hazard areas of the City are subject to periodic inundation which can result in loss of life and property, health and safety hazards, disruption of commerce and government services, extraordinary public expenditures for flood protection and relief, and impairment of the tax base, all of which adversely affect the public health, safety, and general welfare; WHEREAS, these flood losses are caused by the cumulative effect of obstructions in special flood hazard areas that cause an increase in flood heights and velocities, and by the occupancy of flood hazard areas by uses vulnerable to floods and hazards to other lands because they are inadequately anchored, elevated, flood proofed or otherwise protected from flood hazards; WHEREAS, it is the purpose of the adopted Floodplain regulations of the City to promote the public health, safety, and welfare, and to minimize public and private losses due to flood conditions in specific areas; and WHEREAS, municipalities have been directed to adopt and have the Department of Homeland Security’s Federal Emergency Management Agency (“FEMA”) Regional Office approve updated floodplain management measures that satisfy 44 C.F.R., Section 60.3(d) of the National Flood Insurance Program regulations to maintain federal flood insurance for properties within the City on or before September 4, 2020. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, AS FOLLOWS: Section 1. Amendment of Title 16, Chapter 4, Section 2. Title 16, Chapter 4, Section 2, Subsection A, of the Englewood Municipal Code shall be amended as follows: 16-4-2: Jurisdiction and Applicability A. Applicability. The provisions of this Chapter shall apply to all land within the City defined as: 1. The special flood hazard areas identified by the Federal Emergency Management Agency “FEMA” in a scientific and engineering report entitled “Flood Insurance Study – Arapahoe County, Colorado, and Incorporated Areas” with accompanying Flood Insurance Rate Maps and Flood Boundary- Floodway Maps (“FIRM and/or FBFM”) and any revisions thereto. All Page 266 of 290 -2- revisions to the FIRM’s and/or FBFM’s and/or flood boundary-floodway maps applicable to land within the City and issued by FEMA through a Letter of Map Revision (“LOMR”) or Physical Map Revision (“PMR”) are hereby deemed adopted by the City as of the effective date of the LOMR or PMR. 2. All revisions to the FIRM’s and/or FBFM’s and/or flood boundary-floodway maps applicable to land within the City and issued by FEMA through a Letter of Map Revision (“LOMR”) or Physical Map Revision (“PMR”) shall be conveyed to the City Council by written technical report within sixty (60) days of having been received by the City. Section 2. Standard ordinance provisions. Section 2. Notice of general provisions and findings applicable to interpretation and application of this Ordinance: Applicability of Title 1, Chapter 2, Saving Clause. The provisions of E.M.C. Title 1, Chapter 2, Saving Clause apply to interpretation and application of this Ordinance, unless otherwise set forth above, including, but not limited to, the provisions regarding severability, inconsistent ordinances or code provisions, effect of repeal or modification, and legislation not affected by repeal. Enforcement. E.M.C. Title 1, Chapter 4, “General Penalty” provisions mandate that except as otherwise provided within specific Titles, Chapters, or Sections of the Englewood Municipal Code, the violation of any provisions of the Code, or of any secondary code adopted therein, shall be punished by a fine not exceeding two thousand six hundred and fifty dollars ($2,650.00) or imprisonment for a term not exceeding three hundred sixty (360) days or by both such fine and imprisonment. Safety Clauses. The City Council hereby finds, determines, and declares that this Ordinance is promulgated under the general police power of the City of Englewood, that it is promulgated for the health, safety, and welfare of the public, and that this Ordinance is necessary for the preservation of health and safety and for the protection of public convenience and welfare. The City Council further determines that the Ordinance bears a rational relation to the proper legislative object sought to be obtained. Introduced, read in full, and passed on first reading on the 21st day of September, 2020. Published by Title as a Bill for an Ordinance in the City’s official newspaper on the 24th day of September, 2020. Published as a Bill for an Ordinance on the City’s official website beginning on the 23rd day of September, 2020 for thirty (30) days. Linda Olson, Mayor Page 267 of 290 -3- 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 10th day of August, 2020. Stephanie Carlile Page 268 of 290 CITY OF ENGLEWOOD PLANNING AND ZONING COMMISSION IN THE MATTER OF CASE #2020-06, ) FINDINGS OF FACT, CONCLUSIONS ) AND RECOMMENDATIONS RELATING TO ) FINDINGS OF FACT AND AMENDMENTS TO TITLE 16, SECTION 2 OF THE ) CONCLUSIONS OF THE ENGLEWOOD MUNICIPAL CODE REGARDING ) CITY PLANNING AND UPDATES TO THE JURISDICTION APPLICABILITY ) ZONING COMMISSION OF THE FLOOD PLAIN REGULATIONS ) ) ) ) INITIATED BY: ) Public Works Department ) 1000 Englewood Parkway ) Englewood, CO 80110 ) Commission Members Present: Kinton, Freemire, Haggerty, Browne, Fuller, Townley, Austin, Atkins, Lipovsky Commission Members Absent: None This matter was heard virtually via Zoom before the City Planning and Zoning Commission on August 18, 2020. Testimony was received from staff. The Commission received notice of Public Hearing, the Staff Report, and a copy of the proposed amendments to Title 16 Unified Development Code, which were incorporated into and made a part of the record of the Public Hearing. After considering sworn testimony and reviewing the pertinent documents, the members of the City Planning and Zoning Commission made the following Findings and Conclusions. FINDINGS OF FACT 1. THAT the Public Hearing on the Unified Development Code Flood Plain Amendments was brought before the Planning Commission by the Department of Public Works, a department of the City of Englewood. 2. THAT notice of the Public Hearing was published in the Englewood Herald on August 6, 2020 and notice of the Public Hearing was on the City of Englewood’s website from August 3, 2020 through August 18, 2020. 3. THAT the staff report was made part of the record. 4. THAT the amendments provide automatic adoption of the latest Flood Insurance Study. Page 269 of 290 5. THAT with the amendments, it will no longer be necessary to make changes to Title 16, Flood Plain Regulation for FEMA updates. CONCLUSIONS 1. THAT the Public Hearing on the Unified Development Code Flood Plain Amendments was brought before the Planning Commission by the Department of Public Works, a department of the City of Englewood. 2. THAT notice of the Public Hearing was published in the Englewood Herald on August 6, 2020 and notice of the Public Hearing was on the City of Englewood’s website from August 3, 2020 through August 18, 2020. 3. THAT it is more efficient to adopt the flood plain amendments to allow for automatic adoption of the most current Flood Insurance Study. DECISION THEREFORE, it is the decision of the City Planning and Zoning Commission that Case #2020- Unified Development Code Housekeeping Amendments should be referred to the City Council with a favorable recommendation. The decision was reached upon a vote on a motion made at the meeting of the City Planning and Zoning Commission on August 18, 2020, by Haggerty, seconded by Browne, which states: MOTION TO RECOMMEND CASE 2020-06 AMENDMENTS TO TITLE 16, SECTON 2 OF THE ENGLEWOOD MUNICIPAL CODE TO CITY COUNCIL FOR APPROVAL. AYES: Kinton, Freemire, Haggerty, Browne, Fuller, Townley, Austin, Atkins, Lipovsky NAYS: None ABSTAIN: None ABSENT: None Motion carried. These Findings and Conclusions are effective as of the meeting on August 18, 2020 BY ORDER OF THE CITY PLANNING & ZONING COMMISSION Michael Freemire, Chair /s/ Michael Freemire Page 270 of 290 16-4-2: Jurisdiction and Applicability A. Applicability. The provisions of this Chapter shall apply to all land within the City defined as: 1. The special flood hazard areas identified by the Federal Emergency Management Agency “FEMA” in a scientific and engineering report entitled “Flood Insurance Study – Arapahoe County, Colorado, and Incorporated Areas” with accompanying Flood Insurance Rate Maps and Flood Boundary-Floodway Maps (“FIRM and/or FBFM”) and any revisions thereto. All revisions to the FIRM’s and/or FBFM’s applicable to land within the City and issued by FEMA through a Letter of Map Revision (“LOMR”) or Physical Map Revision (“PMR”) are hereby deemed adopted by the City as of the effective date of the LOMR or PMR. 2. The boundaries of the West Harvard Gulch Flood Hazard Area as shown on Sheets 13 and 14 in a report entitled "Flood Hazard Area Delineation, Harvard Gulch, West Harvard Gulch, and Dry Gulch" dated December 1979 by Gingery Associates, Inc., and approved by the Colorado Water Conservation Board on January 30, 1980. 3. Flood Hazard Area delineated as Harvard Gulch and Dry Gulch prepared by Matrix Design Group in February of 2017, and approved by the Colorado Water Conservation Board on January 23, 2018. The above Official Flood Studies are hereby adopted by reference and declared to a part of this Title. B. Basis for Establishing Special Flood Hazard Areas. The City hereby establishes floodplains and floodways whose boundaries are those of the designated 100-year floodplain, special flood hazard areas and the designated floodways as are shown or tabulated in the Flood Insurance Study for the City of Englewood. C. Compliance. No structure or land located in a special flood hazard area shall hereafter be constructed, located, extended, converted, altered or have its use changed without full compliance with the terms of this Chapter and all other applicable regulations. These regulations meet the minimum requirements set forth by the Colorado Water Conservation Board and the National Flood Insurance Program. 1. Floodplain Development Permit. A Floodplain Development Permit shall be required prior to commencement of any construction or other development to ensure conformance with the provisions of this Chapter. 2. Certificate of Compliance. a. No vacant land shall be occupied or used and no building shall hereafter erected, altered, or moved on the floodplain of any watercourse, nor shall such buildings be occupied, until a certificate of compliance has been issued by the Floodplain Administrator. b. The applicant shall submit a certification by a registered Colorado professional engineer to the Floodplain Administrator that the finished Page 271 of 290 fill and building floor elevations, floodproofing measures, or other protection factors were accomplished in compliance with the provisions of this Chapter. This certification shall also state whether or not the structure contains a basement. Within ten (10) days after receipt of such certification from the applicant, the Floodplain Administrator shall issue a certificate of compliance only if the building or premises and proposed use thereof, conform with all of the requirements of this Chapter. D. Abrogation and Greater Restrictions. The regulations of this Chapter shall be construed as being supplementary to the regulations imposed on the same lands by the underlying zone classification. This Chapter is no intended to repeal, abrogate, or impair any existing easement, covenants, or deed restrictions. However, where this Chapter and other ordinance, easement, covenant, or deed restriction conflict or overlap, whichever imposed the more stringent restrictions, shall apply. E. Interpretation. In their interpretation and application, the provisions of this Chapter shall be held to be minimum requirements, shall be liberally construed in favor of the City, and shall be deemed neither to limit or repeal any other powers granted under State Statutes. F. Warning and Disclaimer Liability. The degree of flood protection intended to be provided by this Chapter is considered reasonable for regulatory purposes and is based on engineering and scientific considerations. Larger floods may occur on occasions, or the flood height may be increased by man-made obstacles or natural causes, such as ice jams, and bridge, culvert, and drainage openings restricted by debris. This Chapter does not imply that the areas outside of special flood hazard areas or land uses permitted within such areas will always be free from flooding or flood damages. This Chapter shall not create liability on the part of the City or any officer or employee thereof for any flood damages that result from reliance on this Chapter or any administrative decision lawfully made thereunder. G. Severability. See Section 16-1-10 EMC, (Severability). Page 272 of 290 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Shawn Lewis DEPARTMENT: City Manager's Office DATE: September 21, 2020 SUBJECT: Consideration of direction to staff regarding funding for Shadows of Sleepy Hollow puppet show in downtown Englewood DESCRIPTION: Consideration of direction to staff regarding funding for 5-week (60 shows) Shadows of Sleepy Hollow puppet show in downtown Englewood RECOMMENDATION: Provide direction to staff regarding funding for Shadows of Sleepy Hollow puppet show in downtown Englewood PREVIOUS COUNCIL ACTION: This topic was brought up during the September 8 Council meeting when more information was requested. SUMMARY: At the August 5, 2020 Cultural Arts Commission meeting, a commission member in partnership with another organization, proposed to the Commission a shadow puppetry event based on the Legend of Sleepy Hollow. The event would be held for five weekends in October with 60 total shows conducted (shows would start every 15 minutes between 6 and 9 p.m. over five weekends). The show would consist of audience members being led through a walking theatrical experience along a guided path in downtown Englewood, experiencing 5-10 shadow puppetry scenes. Council Member Wink raised concerns about the Cultural Arts Commission funding for this event during the September 8 City Council meeting. At the end of that discussion, Mayor Olson made a Council request to understand the event and the process leading up to the event. The information below represents staff response to this request. ANALYSIS: Meeting minutes and/or recordings on the topic: • August 5, 2020- Cultural Arts Commission Meeting Agenda/ Minutes: https://englewoodgov.civicweb.net/filepro/documents/84364?preview=96340 • August 5, 2020- Cultural Arts Commission Meeting Recording: https://englewoodgov.civicweb.net/document/93935?splitscreen=true&media=true • September 9, 2020- Cultural Arts Commission Meeting Agenda/ Minutes: https://englewoodgov.civicweb.net/document/95937 Page 273 of 290 • September 9, 2020- Cultural Arts Commission Meeting Recording: https://englewoodgov.civicweb.net/document/95938?splitscreen=true&media=true Legal review by City Attorney’s Office provided on September 9, 2020: FACTS: CAC took some form of action to retain a company to provide a cultural event (5 night event) within the City of Englewood at a cost of $8,000. The Company retained to provide the cultural event is owned by a member of the CAC. City Attorney’s Office provided a verbal review of the action for conflict of interest. Because the CAC member that owns the company disclosed the conflict of interest, and recused herself from the discussion and the vote as required by conflict rules, there was no violation of the City’s existing ethics policy. Council Member Wink’s concern about the appearance of impropriety inherent in retaining a company owned by a member of the CAC highlighted additional concerns: the legal authority of the CAC, or any board or commission, 1) to enter into legal agreements or 2) to expend public funds. CASE IN BRIEF: In regard to the concern that the Cultural Arts Commission has entered into an agreement to expend funds I have determined the following: CAC has no legal authority to enter into contracts on behalf of the City, as it is not an agent of the City. David Carroll has stated that he has not signed an agreement on behalf of CAC. Therefore, I have no reason to believe that anyone signed a contract for this expenditure. Debby Severa has never seen a contract. Christine Underhill has never seen a contract. No one in my office has seen a contract. AUTHORITY OF BOARDS/COMMISSIONS TO EXPEND PUBLIC FUNDS: Boards and Commissions are subject to the authorities granted to them within their enabling legislation. (See Charter and EMC) No Board or Commission is declared to be an agent of the City, or invested with the authority to bind the City to a legal agreement within either the Charter or the Englewood Municipal Code. No Board of Commission is authorized to spend public monies within either the Charter or the Englewood Municipal Code, even when those funds are obtained by grant or gift. • Typically, Boards and Commissions recommend an expenditure to a Department Director or to the City Council and the expenditure happens pursuant to such departmental or Council authorization. • CAC can recommend to the Director of PRLG the expenditure of funds from the 1% CIB line item for Arts. • The Director of PRLG would be responsible for reviewing the recommended expenditure and determining whether to expend the funds in conformance with the City’s purchasing policy. That Director would determine whether the purchasing policy allowed her to sign a reviewed contract, or whether it was required to be approved by the City Council. CURRENT STATUS: Director Underhill had not heard about this issue before yesterday. She advised me today that she will follow direction of the City Council and at least temporarily stop this planned event from moving forward until the City Council has a chance to review the matter for appearance of impropriety concerns. She and Alex Dorotik will sit in on tonight’s CAC meeting to advise the CAC of the limitations on their ability to expend public funds because all agree that information has been unclear. Timeline of Events as provided by Cultural Arts Commission Chair David Carroll: Page 274 of 290 July 1st Cultural Arts Commission meeting The Commission discussed the cancellation, due to COVID-19, of the pop-up concerts and Block Party chalk artist. These are projects that the Commission has supported in the past. With these cancellations, the Commission discussed alternative art projects that would be COVID safe. One of the commission members suggested an outdoor Puppet show. We like the general idea but ask the commission member to present a project proposal with a budget at the August meeting. August 5th Cultural Arts Commission meeting The project was presented by the commission member and another organization that has done puppet events in Denver. The commission voted to proceed with the project On August 6th phone call with Council Member Wink I was contacted by Council Member Wink and asked if we thought the project could be seen as a conflict of interest. I responded; I did not think it did since we were transparent on all aspects of the project following Bob’s Rules of Order. But also suggested we could call a special meeting to review the commission’s recommendation. Council Member Wink suggested I talk with the City Attorney. August 13th phone call with City Attorney’s Office At Council Member Wink’s request, I contacted City Attorney Alison McKinney Brown. Later that day, I was contacted by Alex Dorotik to schedule our discussion. August 14th phone call with City Attorney’s Office I spoke with Alex Dorotik and we reviewed the following documents: • Englewood Municipal Code 2-9-7 • Handbook for Members of Boards, Commissions and Committees Alex conveyed there was nothing unethical or illegal about the Commission’s decision to support the project and suggested we proceed. August 12 - 18 Discussions with business owners Commission members spoke with business owners along the 3400 block of Broadway to determine if they would be supportive of this project. All were enthusiastic about the project and believed it may help replace the canceled Englewood Block Party. Many are planning on participating in the event. August 26 Outreach to City of Englewood Communications Department With the support of the business community, we spoke with City of Englewood marketing staff and Atria Senior Living, a business that is helping create safe events during the pandemic. Again, to gain support and talk about any concerns with the project. We were greeted with enthusiasm for the project. In fact, Atria was so enthusiastic about the project they committed to supporting the project with an additional $2,000 sponsorship. September 3rd A group of all interested individuals suggested making this a ticketed event where the tickets could be used as coupons at the nearby businesses and then reimbursing the business based on coupons redeemed. On September 9th At the Cultural Arts Commission meeting, it was our intent to discuss what would be needed to move forward. FINANCIAL IMPLICATIONS: Event Budget: • Budget (ideally): $21,900 (see attached line item detail) • Tickets are $10-$20 to bridge funding gap • Current funding sources: Page 275 of 290 • CAC funding - $8,000 • City of Englewood - $5,000 with in-kind marketing • Atria Senior Living - $2000 Due to the cancellation of special events sponsored by the City due to COVID-19, the Communications Department has additional event funding to put toward this event. ATTACHMENTS: Proposed Event Budget; PowerPoint overview of event Page 276 of 290 Item Description Estimate Materials for puppets Cardstock $20.00 Packing Tape $20.00 Dowel Rods $20.00 Glue Gun/Sticks $20.00 Cricut Blades (x3)$75.00 Cricut Mats (x4)$60.00 Xacto knives $30.00 cardboard $20.00 recycled gaft tape $30.00 glow tape $30.00 Materials for props Lanterns etc (x4)$30.00 Might have a discounted rental from DU Materials for Costumes Costume rental/construction $200.00 possible free rental from theatres Materials sound design Music/sound files $150.00 Equipment Flashlights (8)$180.00 batteries $50.00 Speakers or soundsystem (8 speakers $25-$50 each)$400.00 JBL speakers are best, can crowd source tables $40.00 crowd source ext cords $0.00 crowd source Possible extra screens $30.00 crowd source Performers 4 narrators/guides $2,800.00 $700 x 4 = $2800 2800 10 puppeteers $7,000.00 $700 x 10 = $7000 7000 Staff house manager $500.00 $100 a night.on cut list stage manager $2,250.00 Megan Davis. rehearsal and performance time Design Team Puppet Designers/builders (2)$1,800.00 900 each 60 hours x 2 Producers (2)$1,000.00 500 each - could cut in lieu of puppet designer Director/production manager $800.00 James Brunt Page 277 of 290 Costume consultant $600.00 Erika Daun Script Writer $500.00 Rhea Amos Sound consultant/composer $400.00 could be split into two jobs Props Designer $100.00 Katy Williams Build Team Primary Puppet Builders (Katy and Julie) $0.00 included in design fee above Assistants (2)$200.00 possibly volunteer Marketing Poster Designer $300.00 Melaine Bindon Poster Printing $0.00 can the city help with this? -yes Facebook/Instagram Advertisements $0.00 can the city help with this? - yes Labor Time $400.00 donated by Erika City permits/permission Permits $100.00 guess- toni Hospitality Food for performers $1,500.00 will be purchased from englewood businesses Rehearsal Rehearsal space $145.00 Miscellaneous Emergeny misc fund $100.00 Covid Safety Hand Sanitizer $0.00 provided by city Masks $0.00 provided by city Grand Total $21,900.00 Page 278 of 290 THE SHADOWS OF SLEEPY HOLLOW J U L I E P A R K E R A N D K A T Y W I L L I A M S J P A R K E R A R T S A N D K A T Y W I L L I A M S D E S I G N Page 279 of 290 THE PRODUCERS J P a r k e r A r t s –J u l i e P a r k e r •Costumes, Puppetry, and Performance Art •Cinematic-scale shadow training with Larry Reed and Shadowlight Productions, San Francisco. •Costume work for Opera Colorado and Wonderbound Dance Company •Immersive Theater experience and training with Hanzon Studios, Control Group Productions, and Third Rail Projects (NYC) K a t y W i l l i a m s D e s i g n –K a t y W i l l i a m s •Denver-based Puppetry fabrication and event production •Over 12 self-produced productions in Colorado •Rocky Mt Puppet Slam –200+ attendees, 9 slams so far •Puppet Palooza –outdoor kids puppetry festival at Stanley Marketplace Page 280 of 290 THE CONCEPT •A brand new and imaginative retelling of The Legend of Sleepy Hollow by Washington Irving, told through immersive shadow puppetry. Audience members will walk along a guided path in downtown Englewood, experiencing between 5-10 shadow puppetry scenes. The guide will be dressed 1700’s costume leading them by lantern light. This person will drive the action and make sure to keep the participants safe and on track. The experience will be about an hour long, dropping them off at a local business for refreshments, and pointing out other local business’ along the way. Because it is outside and a limited number of audience members per night we will easily be able to accommodate covid restrictions. •Walking theatrical experience –emphasis on shadow puppetry and world building •Covid compliant –small groups, masks required, social distancing •Interaction with local businesses –discounts, sleepy hollow cocktail, passport book •Family friendly, but spooky and in time for Halloween •ADA compliant –route must be accessible for wheelchairs and canes. •Tickets sold ahead of time –walkups only if room allows. Page 281 of 290 THE ROUTE ADA, stroller, and kid compliant! •Start at Bank lot – projections on convex •The Grand/Bribability •Paseo wall 1 •Zomo •One Barrel area •Alley wall •Paseo wall 2/Finale Page 282 of 290 Possible projection locations on sample route Page 283 of 290 THE SHADOW PUPPETRY •Primarily flashlight driven so ease the need for outdoor electricity, possible one or two spots set up with more advanced stations (overhead projectors) •Very low tech –audience will actually be able to see the puppetry magic being done in certain moments •Uses pre-existing surfaces for the shadows, sides of buildings and parking lots •5-10 spots for shadow scenes. •Story told primarily through shadows and partly by actor guides as they lead the group to the next destination Page 284 of 290 TEST SHADOWS Page 285 of 290 BUSINESS CONNECTIONS We want to involve the local business and communities as much as possible in this event! Some ideas we have so far: •Stopping or starting at a local brewery/restaurant where patrons can relax with a drink or snack as they wait for their turn •Having a “shadow passport/Englewood Book of Shadows” – a coupon book featuring discounts or coupons from the local businesses (this has not been accounted for in the budget though) •Walking by businesses, and having them interact or help guide the story. •Having the businesses hang posters or post on social media about the show. Page 286 of 290 THE BUDGET •Proposed Budget of $8,000 •Covers Materials, labor, staff, actors, puppeteers, rehearsal time, performance time, build labor, marketing, costumes, props, permits, equipment, etc. •Detailed budget can be found at the following link: https://docs.google.com/spreadsheets/d/1S u8tFP1e2QHdEU07TCb792TbhfuRofE788R d2VxB_hc/edit?usp=sharing Page 287 of 290 EXAMPLES OF OUR WORK •Katy Williams’ Muddy Waters –A dark and foreboding tale from the Bayou filled with striking silhouettes and spine-tingling effects. •1:30 •https://www.youtube.com/watch?v=-51a386FG5U •Julie Parker’s Mantid Milonga –A intricate and imaginative shadow exploration of a lovelorn praying mantis told through evocative chorography and colorful textures with an original score. •https://www.youtube.com/watch?v=B9LkJ3lKevw Turn up brightness on your computer! Page 288 of 290 CREDENTIALS AND FURTHER EXAMPLES •Katy Williams – –Website: www.katywilliamsdesign.com •Testimonials and Press Mentions - www.katywilliamsdesign.com/testimonialsandpress –Facebook Page: Katy Williams Design –Instagram: @Katy.Williams.Design •Julie Parker – –Website: www.jparkerarts.com •Portfolio and CV –https://www.jparkerarts.com/cv.html –Facebook Page: Artax Design Page 289 of 290 THANK YOU FOR YOUR TIME! QUESTIONS? Page 290 of 290