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2019-03-18 (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. 1000 Englewood Pkwy – Council Chambers Englewood, CO 80110 AGENDA City Council Regular Meeting Monday, March 18, 2019 ♦ 7:00 PM 1. Call to Order 2. Invocation 3. Pledge of Allegiance 4. Roll Call 5. Consideration of Minutes of Previous Session a. Minutes of the Regular City Council Meeting of March 4, 2019. City Council Regular - 04 Mar 2019 - Minutes - Pdf 6. 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. Only those who meet the deadline can speak in this section. (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 presen tation to Council may be submitted to the City Clerk as the speaker approaches the podium. A USB port is available for public presentation. a. Suzanne Dircksen, an Englewood resident, will address Council offering support of Friends of Englewood Parks. b. Jason Sakry, an Englewood resident, will address Council regarding food truck licensing. c. Dagan Thomas, an Englewood resident, will address Council regarding food truck licensing. d. Jerry Walker, an Englewood resident, will address Council. e. JJ Margiotta, an Englewood resident, will address Council. f. C.A. Dickerson, an Englewood resident, will address Council. g. Doug Cohn, an Englewood resident, will address Council regarding historic preservation. 7. Recognition of Unscheduled Public Comment Speakers must sign up for Unscheduled Public Comment at the beginning of the meeting. (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 three minutes. Time for unscheduled public comment may be limited to 45 minutes, and if limited, shall be continued to General Discussion.) Written materials for presentation to Council may be submitted to the City Clerk as the speaker approaches the podium. A USB port is available for public presentation. a. 7a 3-18-19 Page 1 of 373 Englewood City Council Regular Agenda March 18, 2019 Please note: If you have a disability and need auxiliary aids or se rvices, please notify the City of Englewood (303-762-2405) at least 48 hours in advance of when services are needed. A Council Member will respond to Public Comment. 8. Communications, Proclamations, and Appointments 9. Consent Agenda Items a. Approval of Ordinances on First Reading b. Approval of Ordinances on Second Reading. i. CB 7 - Equitable Sharing IGA CB 7 - Pdf The Police Department is recommending that City Council approve, by Ordinance, the authorization of an Intergovernmental Agreement allowing the Englewood Police Department to accept forfeiture monies from the Department of Justice and the Department of the Treasury by completing the Federal “Equitable Sharing Agreement and Certification” form. This request is for fiscal years 2018, 2019, 2020, and 2021. Staff: Police Commander Vance Fender c. Resolutions and Motions i. Council Travel to Colorado Municipal League Conference Pdf City Council requests the ability to have two members travel to Breckenridge, Colorado for the 97th Annual CML Conference. The purpose of this conference is professional development related to the duties as elected municipal officials. Staff: Interim City Manager Dorothy Hargrove ii. Pirates Cove Food Vendor Pdf Staff recommends that City Council approve, by Motion, a contract with Shamrock Foods to provide food concessions at Pirates Cove. Staff: Recreation Program Facility Supervisor Brad Anderson iii. Annual Appointment of Independent Hearing Officers Pdf Staff recommends City Council approve, by Resolution, the 2019 list of persons eligible for appointment as independent hearing officers for the City of Englewood. Staff: City Attorney Alison McKenney Brown iv. Vehicle Purchase: Police Department Detective, Special Operations & Fire Marshall Vehicles Pdf Staff recommends City Council approve, by Resolution, the purchase of four Chevrolet Traverses and two Chevrolet Equinoxes, under the terms of the Arapahoe County contract with John Elway Chevrolet, at a total cost of $167,212.00. Staff: Public Works Director Maria D'Andrea v. Vehicle Purchase: Police Department Patrol Vehicles & Victim's Assistance Vehicle Pdf Page 2 of 373 Englewood City Council Regular Agenda March 18, 2019 Please note: If you have a disability and need auxiliary aids or se rvices, please notify the City of Englewood (303-762-2405) at least 48 hours in advance of when services are needed. Staff recommends City Council approve, by Resolution, the purchase of five marked Dodge Chargers, one unmarked Dodge Charger, and one Dodge Grand Caravan, under the terms of the Sate of Colorado Price Agreement with Larry H. Miller Chrysler Dodge Jeep Ram 104th, at a total cost of $190,075.00. Staff: Public Works Director Maria D'Andrea vi. Vehicle Purchase: Police Department Code Enforcement Vehicles Pdf Staff recommends City Council approve, by Resolution, the purchase of one Chevrolet Colorado Crew Cab and one Chevrolet Colorado Extended Cab, under the terms of the Sate of Colorado Price Agreement with Dellenbach Chevrolet dba Dellenbach Motors, at a total cost of $50,904.00. Staff: Public Works Director Maria D'Andrea vii. Vehicle Purchase: Police Department Detective Vehicles Pdf Staff recommends City Council approve, by Resolution, the purchase of one Chevrolet Impala and one Chevrolet Tahoe, under the terms of the State of Colorado contract with John Elway Chevrolet, at a total cost of $58,555.00. Staff: Public Works Director Maria D'Andrea 10. Public Hearing Items 11. Ordinances, Resolutions and Motions a. Approval of Ordinances on First Reading i. CB 9 - Procurement Policy Ordinance CB 9 - Pdf Staff recommends City Council approve a Bill for an Ordinance to approve the municipal purchasing policy. Staff: Finance and Administrative Services Director Maria Sobota b. Approval of Ordinances on Second Reading c. Resolutions and Motions i. Romans Park Tennis and Playground Grant Pdf Staff recommends City Council approve, by Resolution, an Arapahoe County Open Spaces grant application at Romans Park for improvements to the tennis courts and playgrounds. Staff: Acting Director of Parks, Recreation and Library Dave Lee ii. Approval of Change Order with Adolfson & Peterson for Police Headquarter Building Modifications Pdf Staff recommends City Council approve, by Motion, a change order with Adolfson & Peterson Colorado, Inc. in the amount of $811,935.98 for completion of the parking lot perimeter wall and the parking lot canopies. Staff: Public Works Director Maria D'Andrea Page 3 of 373 Englewood City Council Regular Agenda March 18, 2019 Please note: If you have a disability and need auxiliary aids or se rvices, please notify the City of Englewood (303-762-2405) at least 48 hours in advance of when services are needed. iii. Citizen of the Year Decision Pdf Staff recommends City Council approve, by Motion, the selection of William (Bill) A. Clayton, Jr. as the 2019 Citizen of the Year in order to move forward with planning the celebration scheduled for May 13, 2019. Staff: Interim City Manager Dorothy Hargrove 12. General Discussion a. Mayor's Choice i. Executive Session for a conference with the City attorney for the purpose of receiving legal information and advice on specific legal matters pursuant to C.R.S. Section 24-6-402(4)(b), including review of matters associated with active or threatened litigation. b. Council Members' Choice 13. City Manager’s Report 14. City Attorney’s Report 15. Adjournment Page 4 of 373 MINUTES City Council Regular Meeting Monday, March 4, 2019 1000 Englewood Pkwy – Council Chambers 7:00 PM 1 Call to Order The regular meeting of the Englewood City Council was called to order by Mayor Olson at 7:12 p.m. 2 Invocation The invocation was given by Council Member Sierra. 3 Pledge of Allegiance The Pledge of Allegiance was led by Council Member Sierra. 4 Roll Call COUNCIL PRESENT: Mayor Linda Olson Mayor Pro Tem Rita Russell Council Member Othoniel Sierra Council Member Laurett Barrentine Council Member Dave Cuesta Council Member Amy Martinez Council Member Cheryl Wink COUNCIL ABSENT: None STAFF PRESENT: Interim City Manager Hargrove City Attorney McKenney Brown City Clerk Carlile Deputy City Clerk McKinnon Assistant City Clerk Truscott Reed Director Sobota, Finance and Administrative Services Director Brennan, Utilities Acting Director Lee, Parks/Recreation and Library Manager of Administration Walker, Utilities Revenue and Tax Audit Supervisor Driscoll, Finance and Administrative Services Page 1 of 8 Draft Page 5 of 373 City Council Regular March 4, 2019 Technical Support Specialist II Munnell, Information Technology Police Commander Fender, Police Department Police Sergeant McGrath, Police Department Police Officer Douglas, Police Department 5 Consideration of Minutes of Previous Session a) Minutes of the Regular City Council Meeting of February 4, 2019. Moved by Council Member Rita Russell Seconded by Council Member Cheryl Wink TO APPROVE THE MINUTES AS AMENDED OF THE REGULAR CITY COUNCIL MEETING OF FEBRUARY 4, 2019. For Against Abstained Linda Olson x Rita Russell (Moved By) x Othoniel Sierra x Laurett Barrentine x Dave Cuesta x Amy Martinez x Cheryl Wink (Seconded By) x 7 0 0 Motion CARRIED. b) Minutes of the Regular Meeting of February 19, 2019 Moved by Council Member Rita Russell Seconded by Council Member Othoniel Sierra TO APPROVE THE MINUTES OF THE REGULAR CITY COUNCIL MEETING OF FEBRUARY 19, 2019. For Against Abstained Linda Olson x Rita Russell (Moved By) x Othoniel Sierra (Seconded By) x Laurett Barrentine x Dave Cuesta x Amy Martinez x Cheryl Wink x 7 0 0 Motion CARRIED. Page 2 of 8 Draft Page 6 of 373 City Council Regular March 4, 2019 6 Recognition of Scheduled Public Comment a) Andrew Graham, Board of Directors Chairman, South Metro Denver Chamber of Commerce addressed Council regarding opportunities for City Council involvement. b) Robert Golden, President / CEO, South Metro Denver Chamber of Commerce addressed Council regarding opportunities for City Council involvement. c) Linda Cohn, an Englewood resident, addressed Council regarding access to Council. d) Doug Cohn, an Englewood resident, addressed Council regarding historic preservation. 7 Recognition of Unscheduled Public Comment a) Joe Anderson, an Englewood resident, addressed Council regarding accountability and justice. b) C. Ann Dickerson, an Englewood resident, addressed Council regarding Code Enforcement Advisory Committee. c) Vicki Hoffman addressed Council regarding Utility billing. d) Jerry Walker, an Englewood resident, addressed Council regarding the Police Department. e) Tammy Williamson, an Englewood resident, addressed Council regarding BNB. Council Member Wink Responded to Public Comment. 8 Communications, Proclamations, and Appointments There were no Communications, Proclamations, or Appointments. 9 Consent Agenda Items Mayor Pro Tem Russell removed Agenda item 9 (a)(i), 9 (b)(i) and 9 (c)(ii) from the Consent Agenda. Moved by Mayor Pro Tem Russell seconded by Council Member Barrentine to approve Consent Agenda Items 9 (b)(i) and 9 (c)(i). a) Approval of Ordinances on First Reading i) CB 7 - Equitable Sharing IGA [Clerks Note: This agenda item was removed from the Consent Page 3 of 8 Draft Page 7 of 373 City Council Regular March 4, 2019 Agenda Motion and considered independently.] Moved by Council Member Othoniel Sierra Seconded by Council Member Cheryl Wink COUNCIL BILL NO. 7, INTRODUCED BY COUNCIL MEMBER SIERRA A BILL FOR AN ORDINANCE APPROVING AN INTERGOVERNMENTAL AGREEMENT ENTITLED “EQUITABLE SHARING AGREEMENT AND CERTIFICATION” BETWEEN THE UNITED STATES DEPARTMENT OF JUSTICE, UNITED STATES DEPARTMENT OF TREASURY AND THE CITY OF ENGLEWOOD, COLORADO ACCEPTING FORFIETURE MONIES DURING FISCAL YEARS 2018, 2019, 2020, 2021. For Against Abstained Linda Olson x Rita Russell x Othoniel Sierra (Moved By) x Laurett Barrentine x Dave Cuesta x Amy Martinez x Cheryl Wink (Seconded By) x 7 0 0 Motion CARRIED b) Approval of Ordinances on Second Reading. i) CB 5 - Cherry Hills Village Wastewater Connector's Agreement [Clerks Note: This agenda item was removed from the Consent Agenda Motion and considered independently.] Moved by Council Member Rita Russell Seconded by Council Member Laurett Barrentine ORDINANCE NO. 12, SERIES OF 2018 (COUNCIL BILL NO. 5, INTRODUCED BY COUNCIL MEMBER RUSSELL) AN ORDINANCE APPROVING A CONNECTOR’S AGREEMENT BETWEEN THE CHERRY HILLS VILLAGE SANITATION DISTRICT AND THE CITY OF ENGLEWOOD, COLORADO. For Against Abstained Linda Olson x Page 4 of 8 Draft Page 8 of 373 City Council Regular March 4, 2019 Rita Russell (Moved By) x Othoniel Sierra x Laurett Barrentine (Seconded By) x Dave Cuesta x Amy Martinez x Cheryl Wink x 7 0 0 Motion CARRIED. ii) CB 6 - Standard Definitions ORDINANCE NO. 11, SERIES OF 2018 (COUNCIL BILL NO. 6, INTRODUCED BY COUNCIL MEMBER RUSSELL) AN ORDINANCE AMENDING TITLE 4, CHAPTER 4, SECTIONS 2, 4- 2, AND 5-2 OF THE ENGLEWOOD MUNICIPAL CODE 2000, ALL PERTAINING TO SALES AND USE TAX DEFINITIONS, INCLUDING MOVING CERTAIN DEFINITIONS INTO THE APPLICABLE EXEMPTION SECTIONS OF THE CODE. c) Resolutions and Motions i) Broadway, Hampden & Santa Fe Median Maintenance Contract Approval of a contract for maintaining the Broadway, Hampden and Santa Fe medians to the lowest technically acceptable bidder, Emerald Isle Landscaping in the amount of $145,637.00. Moved by Council Member Rita Russell Seconded by Council Member Laurett Barrentine Motion to approve Consent Agenda Items 9 (b)(i) and 9 (c)(i). For Against Abstained Linda Olson x Rita Russell (Moved By) x Othoniel Sierra x Laurett Barrentine (Seconded By) x Dave Cuesta x Amy Martinez x Cheryl Wink x 7 0 0 Page 5 of 8 Draft Page 9 of 373 City Council Regular March 4, 2019 Motion CARRIED. ii) Jason Park Playground Replacement [Clerks Note: This agenda item was removed from the Consent Agenda Motion and considered independently.] Moved by Council Member Rita Russell Seconded by Council Member Laurett Barrentine Approval of a construction contract for Singing Hills Landscape, Inc. to replace the Jason Park playground. Singing Hills in the amount of $379,407.80. For Against Abstained Linda Olson x Rita Russell (Moved By) x Othoniel Sierra x Laurett Barrentine (Seconded By) x Dave Cuesta x Amy Martinez x Cheryl Wink x 7 0 0 Motion CARRIED. 10 Public Hearing Items No public hearing was scheduled before Council. 11 Ordinances, Resolutions and Motions a) Approval of Ordinances on First Reading There were no additional Ordinances on First Reading (See Agenda Item 9 (a)(i). b) Approval of Ordinances on Second Reading There were no additional Ordinances on Second Reading (See Agenda Item 9 (b)(i-ii). c) Resolutions and Motions Page 6 of 8 Draft Page 10 of 373 City Council Regular March 4, 2019 i) All Health Network Agreement Moved by Council Member Amy Martinez Seconded by Council Member Othoniel Sierra Approval of a contract between the Englewood Police Department and AllHealth Network for mental and behavioral health services partnership in the amount of $27,996.80. For Against Abstained Linda Olson x Rita Russell x Othoniel Sierra (Seconded By) x Laurett Barrentine x Dave Cuesta x Amy Martinez (Moved By) x Cheryl Wink x 7 0 0 Motion CARRIED. ii) Professional Services Agreement for Legal/Negotiation Services Moved by Council Member Rita Russell Seconded by Council Member Laurett Barrentine Approval of a professional services agreement with Range Law, LLC, providing for assistance with matters associated with collective bargaining. For Against Abstained Linda Olson x Rita Russell (Moved By) x Othoniel Sierra x Laurett Barrentine (Seconded By) x Dave Cuesta x Amy Martinez x Cheryl Wink x 7 0 0 Motion CARRIED. 12 General Discussion a) Mayor's Choice Page 7 of 8 Draft Page 11 of 373 City Council Regular March 4, 2019 b) Council Members' Choice 13 City Manager’s Report 14 City Attorney’s Report 15 Adjournment MAYOR OLSON MOVED TO ADJOURN. The meeting adjourned at 8:47 p.m. City Clerk Page 8 of 8 Draft Page 12 of 373 mooEvm:<.mEm:n.m_m8_m3m_.=m8am»m_.EEmaEm<m_.mmno:_.m.mman_m<<E_.<<_.___mEm o5. oosacnrmmam:::m_3%.SEE:Eo_cammmm”.m8_.m:mEman:Sosa :m8 8 m...m€m_.ncmmzoam mammuoaa8mnncmmaoam2.03Em2.2.0_.mmmaEm_uommE_m3_m3m:mom3m:.2 Esau.mamsmm mmmEm.maEmnow.8.EHGumca25..8cmmuu8x_3m.m_<emmbooman.Ewmcmczmmzmm 3o=Em8oo=._u_m8.mcsnm3.03mm_umEsq_om_m:om29....cmcmma8_um<8..Em 2%. >.Em0232MA.M3?2.3.mmmmmos.Um:_uoqm_...Em.xmam<m_ouEm:._sm:mmm..63:3 8 Emmm."qmmm2m.E_.mmuo:mm8Emncmmnos..m.mmq3095a:maoc.E_m _.mmm2m.=_mEm 0m:=m_omm:-c:_.mmEn8acm.m:nm.>m2mmEm_..._umq8.N:m.Em .mmm_.<m mSo:=._m 3-.mmm.8.Ammmm:mn:mamm.”mm_m:nmmsmmc.._.:mmm33%mamoo=mn.mammmmm:o“Em >a3E.m._.m=o:mmmnzmama8EmOoEEo_._>..mm_<_mE8:m_..nm .o>_5.._.:m<m_.m:8 mum:ca Emo>_<__sm_3m:m:nmoom?.._.:m>aEE_m...m._<m_ummnsmama8o>_s a moEmsEm.56 m u_.oum:<Emzmnmama‘mmnzmamaEm:10>.R:mxm3u_mmanmam53 8 no<m1:m:..m:om. _mum_?mmm.cmaxmm2.nmqmmmm_.a8_mu:o:mnomnm.>:<.m3mEEmEsau m_.m.82 E _.mmm2mm E EmOm_.:_.m_Omw:-C_.=mmEo_ma_um_m=nmmnooczr._.:mmm25%mm:cmmum...»myEm mom:.._.m n.mn_.mmo:.Em_.mm_.mso_.mm=.E:o_._m. _u_z>zo_>r_z__u_._o>:ozm" ._.Em_.mm_.mnonomnmmmmoamnmaS.En:m:mEmEmmamaEmxmcu. ._.:mmmE:m.manoun2m8638men:.mmEu_.ox_Em.mam.mwmboo._uo_.Em_u_.ouomm_m.<<_E 3o_.m mooc_.m.moom?.Socacmmo_.n:mn.Emmm}om:._.m_0mm_._-c:_.mmE9ma E3 cm_m:nm<<o:_....um cum:8....m<8..Emman... >r._.m_~z>._._<mmu Emm=m_.:m=<mmEo_:qmxmmuEoEmo:_._.m_.=mamaEmaamqm o_.mmm6:Emq?mama Rm: 3m=.._um_.m8mm..<mozEmwoma.._.:_m8:8_mma8uo.m:=m.no==_o8 2 EnmammrmmoE_Ema mco<m. mm."_mEo_..amn_EEmm_E.._m_man:oo.a.§&8aEm22.Em m=m_.:m._<m8m8.m:m_o 2%E :2aoEum:<E_.Em1=<mm=umzo:E8EmEmzomwcamm.”mamooaE:Eu 8 um_.8:=m:m:_.=._m_ m.a=. oozo_.cm_oz” 0_<m=Emco8=._m_oozao.2E8_.mm»magEmouuo:c==<8 :m<m0.2 oo::n__nmxmmEo_.m &_.m9S_mEm:<_uo8:._m__.mam<m_ouEm:..2%_m_.mno3=._m:aEnEm»Em Q2 Ooc:n=cmooam EmmamaEmacma2mm”.mamn._<m._m::m2A.88.manm_mo_.mnoEEm:n_m Em.m8.m:m8 man:cmoozacamaommm_umEmsomm3.3Enmuaoa8oc.._.m:.ama. >._.._.>o_.__<_mz._.m” mm.”wm_m:omw_.._mm.Ammonmac:8 Damn«mmo_S_o: o=<0m_...m_.OsEm_.m_._EEmu ._.«m:mmo.8:cm.3<33.05.2m:m_m<<oon .u.mmm:.m._o_..Page 13 of 373 Page 14 of 373 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Vance Fender DEPARTMENT: Police DATE: March 18, 2019 SUBJECT: CB 7 - Equitable Sharing IGA DESCRIPTION: CB 7 - Equitable Sharing IGA RECOMMENDATION: The Police Department is recommending that City Council adopt a Bill for an Ordinance authorizing an Intergovernmental Agreement allowing the Englewood Police Department to accept forfeiture monies from the Department of Justice and the Department of the Treasury by completing the Federal “Equitable Sharing Agreement and Certification” form. This request is for fiscal years 2018, 2019, 2020, and 2021. PREVIOUS COUNCIL ACTION: The Federal Equitable Sharing Program allows us to receive funds from the Federal government on a yearly basis. Our participation in this program contributes to the City’s goals of a safe, clean, healthy, and attractive City and a progressive City that provides responsive and cost efficient services. City Council had previously approved the Federal Equitable Sharing Program for 2014, 2015, 2016 and 2017. SUMMARY: The Englewood Police Department periodically receives Federal forfeiture monies from the Justice and Treasury Departments for our participation or assistance provided to these agencies such as the Internal Revenue Service (IRS), Drug Enforcement Agency (DEA) and Federal Bureau of Investigation (FBI). These funds are used for law-enforcement purposes, such as equipment purchases and training. As part of our participation, we are required to sign a Federal Equitable Sharing Agreement and Certification that sets forth the requirements for participation in the Federal Equitable Sharing Program and the restrictions upon the use of federally forfeited cash, property, proceeds, and any interest earned thereon, which are equitably shared with participating law enforcement agencies, including the Englewood Police Department. The City of Englewood’s Finance Department places this money into designated accounts and tracks deposits, expenditures, and interest on these accounts. Upon year-end, the Chief of Police and City Manager sign the Equitable Sharing Agreement and Certification, which is then submitted to the Federal Government certifying compliance with federal forfeiture guidelines. ANALYSIS: This is necessary for the City to accept funds through the Federal Equitable Sharing Program from the Federal government. Page 15 of 373 FINANCIAL IMPLICATIONS: Federal forfeiture funds are deposited into the Police Donor’s Fund and are used to pay for police-related equipment and training which would otherwise require City funding. ALTERNATIVES: If this is not approved, these funds can not be accepted. ATTACHMENTS: Council Bill #7 Equitable Sharing Agreement Sharing Distribution Report Page 16 of 373 BY AUTHORITY ORDINANCE NO. ___ COUNCIL BILL NO. 7 SERIES 2019 INTRODUCED BY COUNCIL MEMBER SIERRA AN ORDINANCE AUTHORIZING AN INTERGOVERNMENTAL AGREEMENT ENTITLED “EQUITABLE SHARING AGREEMENT AND CERTIFICATION” BETWEEN THE UNITED STATES DEPARTMENT OF JUSTICE, UNITED STATES DEPARTMENT OF TREASURY AND THE CITY OF ENGLEWOOD, COLORADO ACCEPTING FORFIETURE MONIES DURING FISCAL YEARS 2018, 2019, 2020, 2021. WHEREAS, this Agreement sets forth the requirements for participation in the federal equitable sharing program and the restrictions upon the use of the federally forfeited cash, property, proceeds and interest earned thereon, which are equitably shared with participating law enforcement agencies; WHEREAS, Englewood periodically receives monies from the Justice Department and Treasury Department for participation or assistance provided to these agencies such as the Internal Revenue Service (IRS), Drug Enforcement Agency (DEA) and the Federal Bureau of Investigation (FBI); WHEREAS, these funds are used for law-enforcement purposes, such as equipment purchases and training; WHEREAS, to participate in the program, the City annually signs the Equitable Sharing Agreement and Certification; WHEREAS, the City places this money into designated accounts and tracks deposits, expenditures and interest on these accounts; WHEREAS, within 60 days of the City’s fiscal year-end the Equitable Sharing Agreement and Certification is signed and submitted to the federal government certifying compliance with federal forfeiture guidelines; WHEREAS, the Englewood City Council authorized an IGA for Federal Equitable Sharing Agreement and Certification” for the fiscal years of 2010, 2011, 2012 and 2013 by the passage of Ordinance No. 17, Series of 2012; WHEREAS, the Englewood City Council authorized an IGA for Federal Equitable Sharing Agreement and Certification” for the fiscal years of 2014, 2015, 2016 and 2017 by the passage of Ordinance No. 6, Series of 2014; WHEREAS, authorization of this Agreement is required for the City of Englewood’s continuation of participation in the United States Department of Justice Federal Equitable Sharing and Certification Program and will authorize the City’s participation in this program for 2018, 2019, 2020 and 2021; and WHEREAS, federal funds are being used for these projects. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, THAT: Page 17 of 373 Section 1. The City Council of the City of Englewood, Colorado hereby authorizes the “Equitable Sharing Agreement and Certification” between the United States Department of Justice, United States Department of Treasury and the City of Englewood, Colorado pertaining to the disbursement, with restrictions, of federally seized or forfeited cash or other property for 2017, which will be received in February 2018, attached hereto as “Exhibit A”. Section 2. The City Council of the City of Englewood, Colorado hereby authorizes the “Federal Equitable Sharing Agreement and Certification” between the United States Department of Justice, United States Department of Treasury and the City of Englewood, Colorado pertaining to the disbursement, with restrictions, of federally seized or forfeited cash or other property for 2018, which will be received in February 2019. Section 3. The City Council of the City of Englewood, Colorado hereby authorizes the “Federal Equitable Sharing Agreement and Certification” between the United States Department of Justice, United States Department of Treasury and the City of Englewood, Colorado pertaining to the disbursement, with restrictions, of federally seized or forfeited cash or other property for 2019, which will be received in February 2020. Section 4. The City Council of the City of Englewood, Colorado hereby authorizes the “Federal Equitable Sharing Agreement and Certification” between the United States Department of Justice, United States Department of Treasury and the City of Englewood, Colorado pertaining to the disbursement, with restrictions, of federally seized or forfeited cash or other property for 2020, which will be received in February 2021. Section 5. The federal forfeiture funds, proceeds and or property are received from the Department of Justice and Treasury Department. The federal forfeiture funds, proceeds and or property are to be used in accordance with federal statutes and guidelines. The costs to the City are limited to the costs of processing and accounting of the funds, which costs are budgeted annually in the Police budget. Section 6. The City Manager is hereby authorized to sign said Intergovernmental Agreement between the United States Department of Justice and the City of Englewood, Colorado pertaining to the disbursement, with restrictions, of federally seized or forfeited cash or other property, on behalf of the City of Englewood for 2018. Section 7. The City Manager is hereby authorized to sign said Intergovernmental Agreement between the United States Department of Justice and the City of Englewood, Colorado pertaining to the disbursement, with restrictions, of federally seized or forfeited cash or other property, on behalf of the City of Englewood for 2019. Section 8. The City Manager is hereby authorized to sign said Intergovernmental Agreement between the United States Department of Justice and the City of Englewood, Colorado pertaining to the disbursement, with restrictions, of federally seized or forfeited cash or other property, on behalf of the City of Englewood for 2020. Section 9. The City Manager is hereby authorized to sign said Intergovernmental Agreement between the United States Department of Justice and the City of Englewood, Colorado pertaining to the disbursement, with restrictions, of federally seized or forfeited cash or other property, on behalf of the City of Englewood for 2021. Introduced, read in full, and passed on first reading on the 4th day of March, 2019. Page 18 of 373 Published by Title as a Bill for an Ordinance in the City’s official newspaper on the 7th day of March, 2019. Published as a Bill for an Ordinance on the City’s official website beginning on the 6th day of March, 2019 for thirty (30) days. Read by Title and passed on final reading on the 18th day of March, 2019. Published by Title in the City’s official newspaper as Ordinance No. ___, Series of 2019, on the 21st day of March, 2019. Published by title on the City’s official website beginning on the 20th day of March, 2019 for thirty (30) days. This Ordinance shall take effect thirty (30) days after publication following final passage. Linda Olson, Mayor ATTEST: Stephanie Carlile, City Clerk I, Stephanie Carlile, City Clerk of the City of Englewood, Colorado, hereby certify that the above and foregoing is a true copy of the Ordinance passed on final reading and published by Title as Ordinance No. ___, Series of 2019. Stephanie Carlile Page 19 of 373 Equitable Sharing Agreement and Certification OMB Number 1123-0011 Expires: November 30, 2021 Agency Name: Englewood Police Department NCIC/ORI/Tracking Number: CO0030100 Mailing Address: 3615 S Elati St Type: Police Department Agency FY 2019 Budget: $14,642,956.00FY End Date: 12/31/2018 kcassai@englewoodco.govEmail:303-762-2411Phone: Cassai, KathyName: ESAC Preparer Email:Phone: Name: Jurisdiction Finance Contact Agency Finance Contact Phone: Name: Cassai, Kathy 303-762-2411 Email:kcassai@englewoodco.gov Sobota, Maria 3037622416 msobota@englewoodco.gov Englewood, CO 80110 Begining Equitable Sharing Fund Balance Equitable Sharing Funds Received Equitable Sharing Funds Received from Other Law Enforcement Agencies and Task Force Other Income Interest Income Total Equitable Sharing Funds Received (total of lines 1-5) Equitable Sharing Funds Spent (total of lines a - n ) Ending Equitable Sharing Funds Balance (difference between line 7 and line 6) Summary of Equitable Sharing Activity Justice Funds Treasury Funds $74,841.90 $569.93 $51,717.49 $0.00 $0.00 $0.00 $0.00 $0.00 $237.87 $0.00 $126,797.26 $569.93 $124,350.45 $569.93 $2,446.81 $0.00 1 2 3 4 5 6 7 8 Summary of Shared Funds Spent Law Enforcement Operations and Investigations Law Enforcement, Public Safety, and Detention Facilities Training and Education Law Enforcement Equipment Joint Law Enforcement/Public Safety Equipment and Operations Contracts for Services Law Enforcement Travel and Per Diem Law Enforcement Awards and Memorials Drug, Gang, and Other Education or Awareness Programs Matching Grants Transfers to Other Participating Law Enforcement Agencies Support of Community-Based Programs Non-Categorized Expenditures Salaries Total Justice Funds Treasury Funds $27,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $97,350.45 $569.93 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $124,350.45 $569.93 a b c d e f g h i j k l m n Department of Justice Asset Forfeiture Program participants are: FBI, DEA, ATF, USPIS, USDA, DCIS, DSS, and FDA Department of the Treasury Asset Forfeiture Program participants are: IRS, ICE, CBP and USSS. 1 2 1 2 Annual Certification Report Date Printed: Page 1 of 502/12/2019 Page 20 of 373 Equitable Sharing Funds Received From Other Agencies Transferring Agency Name Treasury FundsJustice Funds Other Income Other Income Type Justice Funds Treasury Funds Matching Grants Treasury FundsJustice Funds Matching Grant Name Transfers to Other Participating Law Enforcement Agencies Treasury FundsJustice FundsReceiving Agency Name Support of Community-Based Programs Justice FundsRecipient Non-Categorized Expenditures Treasury FundsJustice FundsDescription Salaries Treasury FundsJustice FundsSalary Type Paperwork Reduction Act Notice Under the Paperwork Reduction Act, a person is not required to respond to a collection of information unless it displays a valid OMB control number. We try to create accurate and easily understood forms that impose the least possible burden on you to complete. The estimated average time to complete this form is 30 minutes. If you have comments regarding the accuracy of this estimate, or suggestions for making this form simpler, please write to the Asset Forfeiture and Money Laundering Section at 1400 New York Avenue, N.W., Washington, DC 20005. The Department of Justice is collecting this information for the purpose of reviewing your equitable sharing expenditures. Providing this information is voluntary; however, the information is necessary for your agency to maintain Program compliance. Information collected is covered by Department of Justice System of Records Notice, 71 Fed. Reg. 29170 (May 19, 2006), JMD-022 Department of Justice Consolidated Asset Tracking System (CATS). This information may be disclosed to contractors when necessary to accomplish an agency function, to law enforcement when there is a violation or potential violation of law, or in accordance with other published routine uses. For a complete list of routine uses, see the System of Records Notice as amended by subsequent publications. Privacy Act Notice Single Audit Information Company: Name: Independent Auditor Jim Hinkle Phone: Hinkle & Company 303-796-1000 Email: Jim@HinkleCPAs.com Page 2 of 5Date Printed: 02/12/2019 Page 21 of 373 Were equitable sharing expenditures included on your jurisdiction's prior fiscal year's Schedule of Expenditures of Federal Awards (SEFA)? NO Prior year Single Audit Number Assigned by Harvester Database: YES X Page 3 of 5Date Printed: 02/12/2019 Page 22 of 373 Under penalty of perjury, the undersigned officials certify that they have read and understand their obligations under the Guide to Equitable Sharing for State, Local, and Tribal Law Enforcement Agencies (Guide) and all subsequent updates, this Equitable Sharing Agreement, and the applicable sections of the Code of Federal Regulations. The undersigned officials certify that the information submitted on the Equitable Sharing Agreement and Certification form (ESAC) is an accurate accounting of funds received and spent by the Agency. The undersigned certify that the Agency is in compliance with the applicable nondiscrimination requirements of the following laws and their Department of Justice implementing regulations: Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq.), Title IX of the Education Amendments of 1972 (20 U.S.C. § 1681 et seq.), Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794), and the Age Discrimination Act of 1975 (42 U.S.C. § 6101 et seq.), which prohibit discrimination on the basis of race, color, national origin, disability, or age in any federally assisted program or activity, or on the basis of sex in any federally assisted education program or activity. The Agency agrees that it will comply with all federal statutes and regulations permitting federal investigators access to records and any other sources of information as may be necessary to determine compliance with civil rights and other applicable statutes and regulations. Affidavit Equitable Sharing Agreement This Federal Equitable Sharing Agreement, entered into among (1) the Federal Government, (2) the Agency, and (3) the Agency's governing body, sets forth the requirements for participation in the federal Equitable Sharing Program and the restrictions upon the use of federally forfeited funds, property, and any interest earned thereon, which are equitably shared with participating law enforcement agencies. By submitting this form, the Agency agrees that it will be bound by the Guide and all subsequent updates, this Equitable Sharing Agreement, and the applicable sections of the Code of Federal Regulations. Submission of the ESAC is a prerequisite to receiving any funds or property through the Equitable Sharing Program. 1. Submission. The ESAC must be signed and electronically submitted within 60 days of the end of the Agency’s fiscal year. Electronic submission constitutes submission to the Department of Justice and the Department of the Treasury. 2. Signatories. The ESAC must be signed by the head of the Agency and the head of the governing body. Examples of Agency heads include police chief, sheriff, director, commissioner, superintendent, administrator, county attorney, district attorney, prosecuting attorney, state attorney, commonwealth attorney, and attorney general. The governing body head is the head of the agency that appropriates funding to the Agency. Examples of governing body heads include city manager, mayor, city council chairperson, county executive, county council chairperson, administrator, commissioner, and governor. The governing body head cannot be an official or employee of the Agency and must be from a separate entity. 3. Uses. Shared assets must be used for law enforcement purposes in accordance with the Guide and all subsequent updates, this Equitable Sharing Agreement, and the applicable sections of the Code of Federal Regulations. 4. Transfers. Before the Agency transfers funds to other state or local law enforcement agencies, it must obtain written approval from the Department of Justice or Department of the Treasury. Transfers of tangible property are not permitted. Agencies that transfer or receive equitable sharing funds must perform sub-recipient monitoring in accordance with the Code of Federal Regulations. 5. Internal Controls. The Agency agrees to account separately for federal equitable sharing funds received from the Department of Justice and the Department of the Treasury, funds from state and local forfeitures, joint law enforcement operations funds, and any other sources must not be commingled with federal equitable sharing funds. The Agency certifies that equitable sharing funds are maintained by the entity that maintains the Agency's appropriated or general funds and agrees that the funds will be subject to the standard accounting requirements and practices employed by the Agency's jurisdiction in accordance with the requirements set forth in the Guide, any subsequent updates, and the Code of Federal Regulations, including the requirement to maintain relevant documents and records for five years. The misuse or misapplication of equitably shared funds or assets or supplantation of existing resources with shared funds or assets is prohibited. The Agency must follow its jurisdiction's procurement policies when expending equitably shared funds. Failure to comply with any provision of the Guide, any subsequent updates, and the Code of Federal Regulations may subject the Agency to sanctions. 6. Single Audit Report and Other Reviews. Audits shall be conducted as provided by the Single Audit Act Amendments of 1996 and OMB Uniform Administrative Requirements, Costs Principles, and Audit Requirements for Federal Awards. The Agency must report its equitable sharing expenditures on the Schedule of Expenditures of Federal Awards (SEFA) under Catalog of Federal Domestic Assistance number 16.922 for Department of Justice and 21.016 for Department of the Treasury. The Department of Justice and the Department of the Treasury reserve the right to conduct audits or reviews. Page 4 of 5Date Printed: 02/12/2019 Page 23 of 373 Yes No Agency Head Name: Title: Email: Governing Body Head Name: Title: Email: To the best of my knowledge and belief, the Agency's current fiscal year budget reported on this ESAC is true and accurate and the Governing Body Head whose name appears above certifies that the agency's budget has not been supplanted as a result of receiving equitable sharing funds. Entry of the Governing Body Head name above indicates his/her agreement to abide by the policies and procedures set forth in the Guide, any subsequent updates, and the Code of Federal Regulations. I certify that I have obtained approval from and I am authorized to submit this form on behalf of the Agency Head and the Governing Body Head. X Collins, John Police Chief jcollins@englewoodco.gov Hargrove, Dorothy Interim Acting City Manager dhargrove@englewoodgov.org Date: To the best of my knowledge and belief, the information provided on this ESAC is true and accurate and has been reviewed and authorized by the Law Enforcement Agency Head whose name appears above. Entry of the Agency Head name above indicates his/her agreement to abide by the Guide, any subsequent updates, and the Code of Federal Regulations, including ensuring permissibility of expenditures and following all required procurement policies and procedures. Signature: ___________________________________________________________Date: 7. Freedom of Information Act (FOIA). Information provided in this Document is subject to the FOIA requirements of the Department of Justice and the Department of the Treasury. Agencies must follow local release of information policies. 8. Waste, Fraud, or Abuse. An Agency or governing body is required to immediately notify the Money Laundering and Asset Recovery Section of the Department of Justice and the Executive Office for Asset Forfeiture of the Department of the Treasury of any allegations or theft, fraud, waste, or abuse involving federal equitable sharing funds. During the past fiscal year: (1) has any court or administrative agency issued any finding, judgment, or determination that the Agency discriminated against any person or group in violation of any of the federal civil rights statutes listed above; or (2) has the Agency entered into any settlement agreement with respect to any complaint filed with a court or administrative agency alleging that the Agency discriminated against any person or group in violation of any of the federal civil rights statutes listed above? Signature: ___________________________________________________________ ________________________________ ________________________________ Civil Rights Cases Page 5 of 5Date Printed: 02/12/2019 Page 24 of 373 ESHARE - SHARING DISTRIBUTION REPORT CO0030100 Englewood Police Department Transactions from 01/01/2018 to 12/31/2018 Report Generated on 02/12/2019 Transaction Type Asset ID Asset Description Forfeiture Type Decision Type Transaction Date Transaction Amount Cash Distribution 17-DEA-629688 $6,800.00 U.S. Currency Administrative Cash/Proceeds 01/19/2018 $994.50 Cash Distribution 16-DEA-624770 Vehicles - Sport Utility Vehicle - 2016 Mazda CX- Civil/Judicial Cash/Proceeds 01/22/2018 $2,633.44 Cash Distribution 16-DEA-631500 Financial Instrument - Checking and Savings Acc Administrative Cash/Proceeds 01/22/2018 $1,204.85 Cash Distribution 16-DEA-631503 Financial Instrument - Checking and Savings Acc Administrative Cash/Proceeds 01/22/2018 $3,122.18 Cash Distribution 17-DEA-629255 $24,000.00 U.S. Currency Administrative Cash/Proceeds 01/22/2018 $4,680.00 Cash Distribution 17-DEA-629256 $10,000.00 U.S. Currency Administrative Cash/Proceeds 01/22/2018 $1,462.50 Cash Distribution 17-DEA-629687 $24,407.00 U.S. Currency Administrative Cash/Proceeds 01/22/2018 $3,569.52 Cash Distribution 17-DEA-629689 $16,000.00 U.S. Currency Administrative Cash/Proceeds 01/22/2018 $2,340.00 Cash Distribution 17-DEA-630018 $10,470.00 U.S. Currency Administrative Cash/Proceeds 01/22/2018 $1,531.24 Cash Distribution 17-DEA-630267 $22,900.00 U.S. Currency Administrative Cash/Proceeds 01/22/2018 $3,014.21 Cash Distribution 17-DEA-631107 $4,707.00 U.S. Currency Administrative Cash/Proceeds 01/22/2018 $917.86 Cash Distribution 16-DEA-624826 $14,980.00 U.S. Currency Administrative Cash/Proceeds 03/23/2018 $1,898.72 Cash Distribution 17-DEA-630268 $13,500.00 U.S. Currency Administrative Cash/Proceeds 03/23/2018 $2,632.50 Cash Distribution 17-DEA-630827 $46,600.00 U.S. Currency Administrative Cash/Proceeds 03/23/2018 $6,815.25 Cash Distribution 17-DEA-632563 $3,360.00 U.S. Currency Administrative Cash/Proceeds 03/23/2018 $1,310.40 Cash Distribution 17-DEA-632562 $16,480.00 U.S. Currency Civil/Judicial Cash/Proceeds 04/23/2018 $8,676.72 Cash Distribution 17-DEA-630661 Vehicles - Motorcycle - 2012 Harley Davidson Str Civil/Judicial Cash/Proceeds 06/19/2018 $1,221.38 Cash Distribution 17-DEA-630660 Vehicles - Truck - 2009 GMC Sierra 1500 Civil/Judicial Cash/Proceeds 06/21/2018 $2,999.39 Cash Distribution 17-DEA-630662 Vehicles - Motorcycle - 2004 Harley Davidson Ro Civil/Judicial Cash/Proceeds 06/21/2018 $692.83 $51,717.49 Page 25 of 373 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Dorothy Hargrove DEPARTMENT: City Manager's Office DATE: March 18, 2019 SUBJECT: Council Travel to Colorado Municipal League Conference DESCRIPTION: Council Travel to Colorado Municipal League Conference RECOMMENDATION: City Council requests the ability to have two members travel to Breckenridge, Colorado for the 97th Annual CML Conference. The purpose of this conference is professional development related to the duties as elected municipal officials. PREVIOUS COUNCIL ACTION: According to the Travel Policy (I-19) for the City of Englewood, "Each Council Member shall justify participation for all travel events thirty (30) days prior to attendance..." Resolution No. 48, Series of 2014 was amended to reflect the changes in Council Travel Policy Publications. Resolution No. 10, Series of 1992 was amended to reflect the changes in Council Travel Policy made by Resolution No. 47, Series of 2000. Resolution No. 49, Series of 1990 was repealed and amended to reflect the changes in Council Policy made by Resolution No. 10, Series of 1992. FINANCIAL IMPLICATIONS: The total cost for two members to attend the CML Conference in Breckenridge, Colorado in June is $1970.70. Please see the attached document for a breakdown of costs. The funding is available in the City Council travel and training budget for Fiscal Year 2019. The Council budget for Travel for 2019 is $17,000. ATTACHMENTS: City Council Travel Costs CML 2019 Page 26 of 373 Notice City Council Travel Costs Proposed costs for two City Council members to attend the Colorado Municipal League Conference in Breckenridge, CO. June 18-21. Registration fee: $230 per Councilmember Additional class/luncheon fee: up to $80 Hotel fee: $178 a night/for 2-3 nights per Councilmember Land travel: $89 per Councilmember Meals and transportation costs: $191 per Councilmember Total costs: approximately $1,066 per Councilmember Page 27 of 373 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Brad Anderson DEPARTMENT: Parks, Recreation & Library DATE: March 18, 2019 SUBJECT: Pirates Cove Food Vendor DESCRIPTION: Pirates Cove Food Vendor RECOMMENDATION: Staff recommends that Council approve by motion a contract with Shamrock Foods to provide food concessions at Pirates Cove. PREVIOUS COUNCIL ACTION: No previous Council action on this issue. SUMMARY: An RFP for a food vendor was submitted earlier this year with two (2) responses being received. Shamrock Foods was the only bidder that met all the required product, delivery and service specifications outlined in the RFP. ANALYSIS: The following points underscore the value of selecting Shamrock Foods as the Pirates Cove Food Vendor: 1. Ability to meet all food specifications. 2. Ability to meet delivery specifications. 3. Ability to meet warehouse and Will Call specifications 4. Ability to offer quality food with excellent customer service which will continue to meet the needs of Pirates Cove guests. FINANCIAL IMPLICATIONS: Pirates Cove has a 2019 revenue budget of $1,579,000. The Pirates Cove 2019 expenditure budget is $1,343,000. Money has been budgeted in the 2019 General Fund under 1308 (Pirates Cove) Food in the amount of $98,000 to cover the product expense for food concessions. There have been no expenditures to date from this line item in 2019. Purchases will be made throughout the summer season dependent upon need with invoicing being made at the time of food delivery. ALTERNATIVES: Page 28 of 373 Not having a food vendor would result in staff shopping for food items at local stores which would result in higher food costs along with time needed for staff to drive and purchase supplies. CONCLUSION: Staff recommends the selection of Shamrock Foods as the food vendor for Pirates Cove. ATTACHMENTS: Contract Approval Summary RFP Vendor Specifications RFP Food Vendor Product List RFP Food Vendor Bid Tab RFP Response from Shamrock Foods RFP Response from Sysco Page 29 of 373 Contract Approval Summary V10/25/2017 Page | 1 Contact Identification Information (to be completed by the City Clerk) ID number:Authorizing Resolution/Ordinance: Recording Information: City Contact Information Staff Contact Person: Brad Anderson Phone: 303-762-2659 Title: Sr. Facility Supervisor – Aquatics Email: banderson@englewoodco.gov Vendor Contact Information Vendor Name: Shamrock Foods Vendor Contact: Pat O’Byrne Vendor Address: 5005 Kalamath St Vendor Phone: 720-366-8826 City: Denver Vendor Email: P_Obyrne@shamrockfoods.com State: Colorado Zip Code: 80221 Contract Type Contract Type :Professional 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: January 2019 End Date: December 2019 Total Years of Term: 1 Total Amount of Contract for term (or estimated amount if based on item pricing):$98,000 If Amended: Original Amount $ Amendment Amount $ Total as Amended: $ Renewal options available: Payment terms (please describe terms or attach schedule if based on deliverables): Monthly upon invoice Attachments: ☐Copy of original Contract if this is an amendment Purchasing of concession food for Pirates Cove not to exceed $98,000 Page 30 of 373 Contract Approval Summary V10/25/2017 Page | 2 ☐Copies of related Contracts/Conveyances/Documents Source of funds (Insert Excel Document): Attachment (For Capital Items Only / Expense Line Item Detail is Located in Open Gov): ☐Prior Month-End Project Status and Fund Balance Report Process for Choosing Vendor: ☐Bid: ☐ Bid Evaluation Summary attached ☐ Bid Response of proposed awardee ☒RFP: ☒ RFP Evaluation Summary attached ☒ RFP Response of proposed awardee ☐Quotes: Copy of Quotes attached ☐Sole Source: Explain Need below ☐Other: Please describe Page 31 of 373 Contract Approval Summary V10/25/2017 Page | 3 Staff recommends the selection of Shamrock Foods as the Pirates Cove food vendor who was one (1) of two (2) vendors to submit an RFP and was the only vendor who met all the specifications presented. 1. Shamrock Foods is the only company/vendor able to meet all the specification that were outlined in the RFP. 2. Sysco the second vendor to respond to the RFP substituted fifteen food items from the specified food list that was included in the RFP which equated to a proposal of $247.29 less than Shamrock Foods. 3. Sysco was unable to meet the specification of having a food warehouse open seven (7) days a week and located within seven (7) miles from Pirates Cove. This would result in staff spending a minimum 2 hour drive to pick up food items from their warehouse when the need arises which on average is six (6) to twelve (12) times per year Page 32 of 373 RFP-19-001 Food Vendor Specifications for Pirates Cove 1. The ability to provide and complete food deliveries to site by 6:30am on Tuesdays and Fridays weekly beginning mid-May through August. 2. Vendor has a food service warehouse within a 7 mile radius of site, which is open 7 days a week which allows for most food availability. 3. Vendor has Will Call ordering and pick up availability 6 days per week (Monday – Saturday) with pick up beginning at 9:00am. 4. Vendor will provide a Real Time on-line ordering system. 5. Vendor has the ability to access on-line accounting, billing and shipping information. 6. Vendor will carry the Blue Bunny Ice Cream line in-stock throughout the summer season. 7. Vendor will have the ability to stock summer seasonal items. 8. The vendor will have an in-house USDA meat facility. 9. The vendor has an in-house marketing program to be able to market the various items at the site location. 10. The vendor shall have a menu costing program which is real time to aid the site in food cost preparation. Page 33 of 373 Unit Case Size/Unit Description Manufacture Case/Unit Cost 1 4/140 OZ Sauce Cheese Jalapeno Gehls 1 96/1.5 OZ Dressing, Ranch Buttermilk Cup No Spec 1 500/12 GM Mayonnaise, PC Pkt 12GM Katy's Kitchen Originals 1 100/1 OZ Sauce BBQ Bulls 1 100/.875 OZ Sauce, Buffalo Zesty Heinz 1 100/1 OZ Sauce Honey Mustard Dipping Heinz 1 500/27 GM Ketchup, Dip & Squeeze Heinz 1 500/4.5 GM Mustard PC Katy's Kitchen Originals 1 500/9 GM Relish Sweet PC Katy's Kitchen Originals 1 50 PK Pizza Box 16"Box Tech 1 16/8.5 OZ Ice Cream Cup Bunny Tracks Blue Bunny 1 16/8.5 OZ Ice Cream Cup Mint Choc Chunk Blue Bunny 1 24/4.6 Oz Ice Cream Cone Vanilla 4.6OZ Blue Bunny 1 48/4 OZ Ice Cream Cup Chocolate Blue Bunny 1 48/4 OZ Ice Cream Cup Vanilla Blue Bunny 1 48/4 OZ Ice Cream Cup Strawberry Blue Bunny 1 24 Ice Cream Sandwich Chips Galore Blue Bunny 1 4/5 LB Cheese, Mozz Shredded Vlafo 1 5 LB Cheese American Sliced 120 Ct Cobble street Market 1 2/12.5 LB Pepperoni Sliced 16 per OZ Vlafo 1 43/3.75 OZ Beef Patty Flame Broiled Seasoned Prcro 1 110/2 EA Bun Hamburger Sesame 4"ALPBK 1 12/12 PK Bun Hotdog SLI 6"BRCKO 1 12 PK Crust Pizza 16" Par baked Fontanini 1 48/6 OZ Crust Pizza 8" Parbeked Hand Tossed Richs 1 6/10 Can Pizza Sauce Plain Angela Mia 1 50/5 OZ Pretzel Soft King Size 5 Oz J&J 1 6/5Lb Fries 5/16 Reg XLF Microbrew Lambs 1 4/250 Pk Tray 2 Lb No Spec 1 2/250 Pk Tray 3 Lb No Spec 1 12/500 Pk Napkin Xpressnap Xpressnap 1 4/300 Pk Straw Wrapped Giant 10.25"No Spec 1 600/Pk Funnel Fries J&J 1 2/5 Lb Lettuce, Leaf Better Burger No Spec 1 4/2 Lb Tomato Slice Fresh No Spec 1 2/5 Lb Onion Yellow Sliced 1/8"No Spec 1 25/8 Oz Breakfast Burrito Sausage Spicy Burrito Kitchens 1 25/8 Oz Breakfast Burrito Chorizo Burrito Kitchens 1 10 Lb Chicken Wing Boneless BTR Brakebush 1 10 Lb Chicken Breast Strip 1.6 Oz Brakebush 1 64/1.37 Oz Chip Kettle Jalapeno Miss Vickie's 1 64/1.37 Oz Chip Potato Orig Recipe Sea Salt Miss Vickie's 1 64/1.37 Oz Chip Potato Smokehouse BBQ Miss Vickie's 1 64/1.37 Oz Chip Potato Sea Salt & Vinegar Miss Vickie's 1 64/1.37 Oz Chip Kettle Varity Pak Miss Vickie's 1 4/1 Gal Sanitizer Food Service Sani Quad Pro Clean 1 4/1 Gal Cleaner Degreaser Floor Pro Clean 1 4/1 Gal Detergent Pot & Pan Lemon Pro Clean 1 4/32 Oz Cleaner Degreaser Oven & Grill Pro Clean Total Cost $ Pirates Cove Concession Food Items Page 34 of 373 City of Englewood Bid Tabulation Sheet Bid Opening Date: January 24, 2019 2:00PM Apparent Low Bidder ITEM BID: RFP-19-01 Food Vendor Pirates Cove Unit Case Size/Unit Description Manufacture Shamrock Foods Co. Cost ($) Shamrock Foods Co. Exceptions/Comments Sysco Cost ($)Sysco Exceptions/Comments 1 4/140 OZ Sauce Cheese Jalapeno Gehls $58.29 $47.43 1 96/1.5 OZ Dressing, Ranch Buttermilk Cup No Spec $20.52 $20.31 Kens 1 500/12 GM Mayonnaise, PC Pkt 12GM Katy's Kitchen Originals $33.44 $34.90 House Recipe 1 100/1 OZ Sauce BBQ Bulls $17.45 $14.72 1 100/.875 OZ Sauce, Buffalo Zesty Heinz $17.84 $15.79 Franks, 200 ct. 1 100/1 OZ Sauce Honey Mustard Dipping Heinz $25.26 $20.59 Kens 1 500/27 GM Ketchup, Dip & Squeeze Heinz $38.41 $49.93 1 500/4.5 GM Mustard PC Katy's Kitchen Originals $12.31 $21.62 House Recipe, 1000 ct. 1 500/9 GM Relish Sweet PC Katy's Kitchen Originals $25.32 $25.06 House Recipe 1 50 PK Pizza Box 16"Box Tech $30.93 $32.63 1 16/8.5 OZ Ice Cream Cup Bunny Tracks Blue Bunny $33.86 $31.80 1 16/8.5 OZ Ice Cream Cup Mint Choc Chunk Blue Bunny $30.23 $31.80 1 24/4.6 Oz Ice Cream Cone Vanilla 4.6OZ Blue Bunny $23.82 $23.54 1 48/4 OZ Ice Cream Cup Chocolate Blue Bunny $18.19 $17.50 1 48/4 OZ Ice Cream Cup Vanilla Blue Bunny $19.19 $17.95 1 48/4 OZ Ice Cream Cup Strawberry Blue Bunny $18.19 $17.50 1 24 Ice Cream Sandwich Chips Galore Blue Bunny $24.86 $22.80 1 4/5 LB Cheese, Mozz Shredded Vlafo $42.34 $42.68 Arezzio 1 5 LB Cheese American Sliced 120 Ct Cobble street Market $12.13 $39.12 1 2/12.5 LB Pepperoni Sliced 16 per OZ Vlafo $81.98 $65.90 Arezzio 1 43/3.75 OZ Beef Patty Flame Broiled Seasoned Prcro $59.23 $42.88 Firecls. 40/4 oz. 1 110/2 EA Bun Hamburger Sesame 4"ALPBK $31.69 $20.53 6/12 ct. 1 12/12 PK Bun Hotdog SLI 6"BRCKO $32.97 $25.04 8/12 ct. 1 12 PK Crust Pizza 16" Par baked Fontanini $27.41 $34.64 Richs 10 ct. 1 48/6 OZ Crust Pizza 8" Parbeked Hand Tossed Richs $42.40 $35.33 7" Richs 48 ct. 1 6/10 Can Pizza Sauce Plain Angela Mia $45.02 $30.56 1 50/5 OZ Pretzel Soft King Size 5 Oz J&J $46.82 $40.35 Sysco 50/5 oz. 1 6/5Lb Fries 5/16 Reg XLF Microbrew Lambs $38.04 $33.12 Syscolmp. 6/5 lb. 1 4/250 Pk Tray 2 Lb No Spec $33.25 $32.36 Systrnz 4/250 Pk. 1 2/250 Pk Tray 3 Lb No Spec $24.16 $27.39 Systrnz 2/250 Pk. 1 12/500 Pk Napkin Xpressnap Xpressnap $58.73 $51.30 1 4/300 Pk Straw Wrapped Giant 10.25"No Spec $17.29 $27.32 Prairie 6/300 ct. 1 600/Pk Funnel Fries J&J $48.24 $47.70 1 2/5 Lb Lettuce, Leaf Better Burger No Spec $22.30 $25.24 1 4/2 Lb Tomato Slice Fresh No Spec $29.57 $34.58 1 2/5 Lb Onion Yellow Sliced 1/8"No Spec $22.72 $22.16 3/7/2019 1Page 35 of 373 City of Englewood Bid Tabulation Sheet Bid Opening Date: January 24, 2019 2:00PM Apparent Low Bidder ITEM BID: RFP-19-01 Food Vendor Pirates Cove Unit Case Size/Unit Description Manufacture Shamrock Foods Co. Cost ($) Shamrock Foods Co. Exceptions/Comments Sysco Cost ($)Sysco Exceptions/Comments 1 25/8 Oz Breakfast Burrito Sausage Spicy Burrito Kitchens $61.98 $27.41 Burrito Kitchen 12/8 oz. 1 25/8 Oz Breakfast Burrito Chorizo Burrito Kitchens $59.89 $27.40 Burrito Kitchen 12/8 oz. 1 10 Lb Chicken Wing Boneless BTR Brakebush $47.40 $31.40 1 10 Lb Chicken Breast Strip 1.6 Oz Brakebush $33.51 $30.70 1 64/1.37 Oz Chip Kettle Jalapeno Miss Vickie's $33.06 $30.43 1 64/1.37 Oz Chip Potato Orig Recipe Sea Salt Miss Vickie's $31.79 $30.43 1 64/1.37 Oz Chip Potato Smokehouse BBQ Miss Vickie's $31.79 $30.43 1 64/1.37 Oz Chip Potato Sea Salt & Vinegar Miss Vickie's $31.79 $30.43 1 64/1.37 Oz Chip Kettle Varity Pak Miss Vickie's $28.90 $27.07 1 4/1 Gal Sanitizer Food Service Sani Quad Pro Clean $55.23 $16.80 Keystone 1 4/1 Gal Cleaner Degreaser Floor Pro Clean $38.36 $24.30 Sys Rel 1 4/1 Gal Detergent Pot & Pan Lemon Pro Clean $60.38 $23.89 Sys Rel 1 4/32 Oz Cleaner Degreaser Oven & Grill Pro Clean $70.84 $47.27 Keystone $1,749.32 $1,502.03Total Cost ($): 3/7/2019 2Page 36 of 373 m<m ._._...__:_G3..3m ou_uo_.E:_.2 3 ca 8 cmEm <m:qo_,3..E_.m$m no<mmen ~o$._._$2..mmmm_._n_ommqNnoEmmR 9:u3_uomm_. ._.Em u3_uo.n.m_mm5mnnoamznm2::5m _.mn:mm1oqu3uomm_§:.-$-o8._.. Emma Em mxm?_.mn:.33m_.:m 3 <2...mumn..8203.._.:mmmzmam<2:cm%_.<2& 3 mnnoqmmsnm5::=5 amncmma3.u_.ouomm_. m<mwea _u:3:mm_:m>u3.:_mnB.noq Q2 9.m:m_m<<ooqno_o3qo m_:nm_.m_< E:O.w<3m nnocsnmxmnS_<m 3.3%38¢no3_um:< ?ve.5.m?marhoiinunmn5.n.._9a._o moon» wo:uuu.:m.4.0:$3uoinmoumwmmaxuouxumwa E££mruB3nE.oo%n_.snn I\3\40¢) mrm=.:.on_n unE<n.:=n m:Page 37 of 373 Page 38 of 373 Page 39 of 373 Page 40 of 373 Page 41 of 373 Page 42 of 373 Page 43 of 373 Page 44 of 373 Page 45 of 373 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Alison McKenney Brown DEPARTMENT: City Attorney's Office DATE: March 18, 2019 SUBJECT: Annual Appointment of Independent Hearing Officers DESCRIPTION: Annual Appointment of Independent Hearing Officers RECOMMENDATION: Staff recommends that the City Council approve by Resolution the 2019 list of persons eligible for appointment as independent hearing officers for the City of Englewood. PREVIOUS COUNCIL ACTION: On January 16, 2018 the City Council approved a Resolution regarding the 2018 list of persons eligible for appointment as independent hearing officers for the City of Englewood. SUMMARY: Various ordinances of the City require the appointment of independent hearing officers. These individuals are selected based upon a resume showing an adequate knowledge about the area of statutory and case law associated with the underlying form of hearing. ALTERNATIVES: No alternatives. ATTACHMENTS: Resolution Page 46 of 373 RESOLUTION NO. SERIES OF 2019 A RESOLUTION SETTING THE 2019 LIST OF PERSONS ELIGIBLE FOR APPOINTMENT AS INDEPENDENT HEARING OFFICERS FOR THE CITY OF ENGLEWOOD. WHEREAS, Section 138:3 of the Englewood Home Rule Charter provides that the City Council shall appoint independent hearing officers to preside over matters of disciplinary and merit appeals; WHEREAS, Title 3, Chapter 2 of the Englewood Municipal Code provides that the City Council shall appoint independent hearing officers to preside over matters arising out of Employee Organizations; WHEREAS, Title 5, Chapter 1 provides that the City shall appoint an independent hearing officer to preside over administrative appeals associated with licensing; WHEREAS, Title 11, Chapter 1, Article A provides that the City Manager shall appoint a hearing officer to determine disposition of unclaimed impounded vehicles; WHEREAS, Title 15, Chapter 3 provides that the City Manager shall appoint a hearing officer to preside over administrative appeals associated with nuisance code violations; WHEREAS, Title 15, Chapter 5 provides that the City Attorney shall appoint a hearing officer to preside over administrative actions associated with vested rights and takings determinations; and WHEREAS, the passage of this Resolution establishes a list of qualified individuals eligible to serve as independent hearing officers when the services of an independent hearing officer are requested by the City Council, City Manager, or City Attorney for 2019. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, THAT: Section 1. The City Council of the City of Englewood, Colorado, hereby approves the following persons for appointment as independent hearing officers to serve at the request of the City Council, City Manager, or City Attorney, on a random and rotating basis, in accordance with the specific expertise required: Kristin Nordeck Brown Randall W. Sampson M. Patrick Wilson Martin McCullough Claybourne Murray Douglas Marcus A. McAskin Kendra L. Carberry William Tuthill Writer Mott Patrick J. McDivitt Page 47 of 373 ADOPTED AND APPROVED this day of , 2019. Linda Olson, Mayor ATTEST: Stephanie Carlile, City Clerk I, Stephanie Carlile, City Clerk, for the City of Englewood, Colorado, hereby certify the above is a true copy of Resolution No. , Series of 2019. Stephanie Carlile, City Clerk Page 48 of 373 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Maria DAndrea DEPARTMENT: Public Works DATE: March 18, 2019 SUBJECT: Vehicle Purchase: Police Department Detective, Special Operations & Fire Marshall Vehicles DESCRIPTION: Vehicle Purchase: Police Department Detective, Special Operations & Fire Marshall Vehicles RECOMMENDATION: Staff recommends approving a resolution to purchase four Chevrolet Traverses and two Chevrolet Equinoxes, under the terms of the Arapahoe County contract with John Elway Chevrolet, at a total cost of $167,212.00. PREVIOUS COUNCIL ACTION: N/A SUMMARY: Staff is proposing to utilize the Arapahoe County contract with John Elway Chevrolet to purchase four (4) Chevrolet Traverses and two (2) Chevrolet Equinoxes to replace six (6) existing vehicles used by the Police Department within the detective, special operations and Fire Marshall's divisions. Arapahoe County solicited bids in 2015 and awarded contracts to vendors to provide various vehicles. The Arapahoe County contract allows for the purchase of vehicles by other governmental agencies. Each Traverse costs $29,798 and each Equinox costs $24,010 for a total cost of $167,212. $170,087 is available in the Capital Equipment Replacement Fund (CERF) to replace these vehicles. The balance of $2,875 will be returned to the CERF fund balance. ANALYSIS: The City accounts for the replacement of capital equipment and vehicles in its Capital Equipment Replacement Fund (CERF). Equipment replacement is based on its average useful life. The 2019 budget includes funding for the planned replacement of various vehicles including several in the Police Department. Arapahoe County solicited bids in in 2015 for various vehicles including mid-size SUVs. The contract with John Elway Chevrolet has been extended through November 2019. Six (6) existing vehicles will be replaced with six (6) new vehicles. The Police Department is requesting that the existing Impalas (3) be replaced with mid-size SUVs based on how staff uses the vehicles and the amount of gear stored in the vehicle. Similarly, the existing Tahoe will be replaced with a mid-size SUV. Page 49 of 373 FINANCIAL IMPLICATIONS: The table below shows the budgeted costs, by vehicle, along with the respective actual cost. The difference in cost under the budgeted amount ($2,875) will be returned to the CERF fund balance. CERF budgeted costs are estimated so there is typically some overages as well as some savings for individual vehicles. Also, interest accrues and is available for variations between budgeted and actual costs. The current CERF fund balance is $3,353,687. Unit # Vehicle to be Replaced Purchase Year Expected Life of Vehicle Planned Replacement Year Budgeted Replacement Cost Estimated Replacement Cost Budget Less Cost 7418 2008 Chevrolet Impala 2007 7 yrs. 2015 $19,037 $29,798 ($10,761) 7441 2011 Chevrolet Impala 2011 7 yrs. 2018 $22,218 $29,798 ($7,580) 7443 2012 Chevrolet Impala 2012 7 yrs. 2019 $22,382 $29,798 ($7,416) 7449 2013 Chevrolet Tahoe 2013 4 yrs. 2017 $41,888 $29,798 $12,090 6351 2011 Ford Escape Hybrid 2011 8 yrs. 2019 $37,821 $24,010 $13,811 7413 2007 Chevrolet Trailblazer 2008 8 yrs. 2016 $26,741 $24,010 $2,731 Total $170,087 $167,212 $2,875 A summary of the planned 2019 Police Department vehicle purchases is attached. ALTERNATIVES: The alternative is to solicit bids from vendors for the purchase of these vehicles. CONCLUSION: Staff recommends purchasing four (4) Chevrolet Traverses and two (2) Chevrolet Equinoxes utilizing the Arapahoe County contract with John Elway Chevrolet, for a total cost of $167,212. ATTACHMENTS: Resolution Contract Approval Summary 2019 Traverse Quote 2019 Equinox Quute Arapahoe County 2018-2019 Contract Extension Letter Arapahoe County 2016 Contract with John Elway Chevrolet 2019 Police Department Vehicle Purchases Summary Page 50 of 373 1/2 RESOLUTION NO. _____ SERIES OF 2019 A RESOLUTION AWARDING A CONTRACT FOR THE PURCHASE OF FOUR CHEVROLET TRAVERSES AND TWO CHEVROLET EQUINOXES UNDER THE TERMS OF THE ARAPAHOE COUNTY COOPERATIVE AGREEMENT FOR SERVICES WITH JOHN ELWAY CHEVROLET WHEREAS, Section 4-1-3-1(C) of the Englewood Municipal Code 2000 allows for the purchase of commodities, supplies and equipment under any general bid or purchase contract of the United States Government, State of Colorado or other governmental jurisdiction at the prices, terms and conditions contained therein, when, in the opinion of the City Manager, the prices available to the City through such agreement are deemed to be the lowest and best price available to the City; WHEREAS, the City of Englewood Police Department requires the replacement of six vehicles, scheduled for replacement in 2015, 2016, 2017, 2018, and 2019, and has determined that the replacement of these vehicles with four Chevrolet Traverses and two Chevrolet Equinoxes will best meet the needs of the special operations and detective units of the police department; WHEREAS, the City, as a municipality, has the opportunity for a limited time to take advantage of the pricing offered by the Arapahoe County Agreement for Services, IFB-15-60, which is currently allowing local jurisdictions to take advantage of the pricing structure negotiated by Arapahoe County through the cooperative bidding process; WHEREAS, the funds for this purchase would come from the Public Works 2019 Capital Equipment Replacement Fund (CERF), 62-1001-61402, in the amount of $167,712.00; WHEREAS, the cost of each Chevrolet Traverse under the county bid is $29,798.00 for a total cost of $119,192.00; and WHEREAS, the cost of each Chevrolet Equinox under the county bid is $24,010.00 for a total cost of $48,020.00. . NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, AS FOLLOWS: Section 1. The Englewood City Council hereby authorizes the purchase of four Chevrolet Traverses and two Chevrolet Equinox’s from John Elway Chevrolet, in lieu of the internal competitive bid process, by using the Arapahoe County Agreement for Services, IFB-15-60 for a purchase in the total amount of $167,712.00, as set forth in the John Elway Chevrolet proposal, attached hereto as Exhibit A. Page 51 of 373 2/2 ADOPTED AND APPROVED this 18th day of March, 2019. Linda Olson, Mayor ATTEST: __________________________________ Stephanie Carlile, City Clerk I, Stephanie Carlile, City Clerk for the City of Englewood, Colorado, hereby certify the above is a true copy of Resolution No. _____, Series of 2019. ______________________________ Stephanie Carlile, City Clerk Page 52 of 373 Contract Approval Summary V10/25/2017 Page | 1 Contact Identification Information (to be completed by the City Clerk) ID number: Authorizing Resolution/Ordinance: Recording Information: City Contact Information Staff Contact Person: Maria D’Andrea Phone: 303-762-2506 Title: Director of Public Works Email: mdandrea@englewoodco.gov Vendor Contact Information Vendor Name: John Elway Chevrolet Vendor Contact: Mark McMunn Vendor Address: 5200 South Broadway Vendor Phone: 720-284-5255 City: Englewood Vendor Email: mmccunn@elwaydelaers.net State: Colorado Zip Code: 80113 Contract Type Contract Type :Other (describe below) Description of ‘Other’ Contract Type: Arapahoe County Contract #15-60 Description of Contract Work/Services: Attachments: ☒Contract -- ☐Original ☒Copy ☐Addendum(s) ☐Exhibit(s) ☐Certificate of Insurance Summary of Terms: Start Date: March 2019 End Date: May 2019 Total Years of Term: 1 Total Amount of Contract for term (or estimated amount if based on item pricing): $119,192.00 If Amended: Original Amount $ Amendment Amount $ Total as Amended: $ Renewal options available: N/A Payment terms (please describe terms or attach schedule if based on deliverables): Billed upon delivery Attachments: Purchase and delivery of four (4) Chevrolet Traverses Page 53 of 373 Contract Approval Summary V10/25/2017 Page | 2 ☐Copy of original Contract if this is an amendment ☒Copies of related Contracts/Conveyances/Documents Source of funds: Process for Choosing Vendor: ☐Bid: ☐ Bid Evaluation Summary attached ☐ Bid Response of proposed awardee ☐RFP: ☐ RFP Evaluation Summary attached ☐ RFP Response of proposed awardee ☐Quotes: Copy of Quotes attached ☐Sole Source: Explain Need below ☒Other: Please describe Contract Approval Summary CAPITAL ONLY A B C 1 = A-B-C Capital Operating Year Tyler / New World Project # / Task#Fund Division Object Line Item Description Budget Spent to Date Contract Amount Budget Remaining O 2019 62 1001 61402 Vehicles CERF 1,456,234.00$ -$ 119,192.00$ 1,337,042.00$ -$ -$ Total by Fund and Current Year 1,456,234.00$ -$ 119,192.00$ 1,337,042.00$ C 2020 -$ -$ -$ -$ O 2020 -$ -$ -$ -$ Total by Fund and Next Year -$ -$ -$ -$ Grand Total 1,456,234.00$ -$ 119,192.00$ 1,337,042.00$ NOTES (if needed): For Operating Expense Line Item Detail, please review information provided in OpenGov. 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Eano:n_am:283mamo:o§:mwmqmmqmurmms»:mo<a::>.>333 ES:mcnanmaaam:9:9 09:32 Uon:Ba_:m 8 En ax_a=.€853.m_§2__a_=233%ms»:mcuaaaaa.52 250:3 o=_<8 Ea aims,$858.w.m_§52aoa Ed ::a=n_aa8mmqaaeaca:EEm__<axEm:EoQea£3:ca %8_2a Ea cmaammm€:o_a Ba :9 maumazacrm_8:E m=%:2: caoaizaa...8BEamuaammamnozmmmmuaa:._aa.:ms»:ca 36:3 2::man:oB_mm_o:m Ea oo:::=amS Ea m_§52aoa mm sanammmaw3.BaEouaano:m=:a:o:omEaEoln=93:%8=._2_. acwnm>mm3oammwoo<mwzzmza>r>omzQmm”mun:mo<a:==a=S_E5 530:m<m:mxma:omm:Eéaa oo_:Ba_5:am:8:m:592:ooimarEmma592:oaaaqm..53 3 oz:2.33%oaanm.ca 5038 Eana $05 ea Emwa 592:vmwaaimBa:25592:axaauzoaoa::._am:o:m mm3953 S Ea Oo=:mn8?5 _m:_Ea_a8oa ea mmqaaa2:: EaCoca?mm:2m_amm=<E=&:mcan?8Bino=:ma8m_mmnaaaai Emma$228:mswo:.a_.mo<a::da=B_.5:ea Ea no=:ma8nmmmmama:cm:5>m~aa3a2.Page 71 of 373 ._,_,»_.g?_s'‘‘ HI“.‘D!a£.Tm n"f|.|uGH.-um rvne 'yII‘.m_l'|3 J-‘O-d|‘J$!W€W.‘LI".-I»" ;‘311%?!z_._V'IrE.-:i-1.5:;—H,-ggagfqg b-WmLIFMi5§'|'!$4Wb?o;F?‘5".?_‘n_ 1 1 _,':_—,wr ‘\'|f Submittal Signed: Addendums Acknowledged (2): Copies Included (1 +1 +4): Mandatory Requirements Included:Pricing form with detailed list of vehicles being offered by the Vendor and the available options for each make and model,Local Dealership documentation, Information Sheets for Make and Models being offered by the Vendor,Delivery Schedule for vehicles,Warra nty Documentation,Variations I Exceptions to the solicitation document or Solicitation #lFB-15-60,V c es for Arapahoe County Opening Date Time:October 22,2015 at 2:05pm JOHN ELWAY CHRYSLERDODG E (YES)/NO (YES)/NO (YES)NO JOHN ELWA YCHEVROLE T (YES)/NO (YES)/NO (YES)NO SILL-TERHARMOTOR S (YES)/NO (YES)/NO (YES)NO (YES)N (YES)NYES)N Page 1 of 1Page 72 of 373 Page 73 of 373 Page 74 of 373 Page 75 of 373 Page 76 of 373 Page 77 of 373 -'.\ --.:.vu—,-.<s-muu 3-: L?r-H.4:‘.3"u ' ABSTRACTOF BID S NO PRICING NO PRICING NO PRICING in-'U!>'I-I" NO PRICING NO PRICING NO PRICING NO PRICING NO PRICING NO PRICING NO PRICING N0 PRICING NO PRICING 'U'>*I.l'I-U‘)-*U¥‘U5-‘U5-‘U$'U'h NO PRICING NO PRICING S NO PRICING NO PRICING ‘U510 N0 PRICING NO PRICING 29,892.00 37,777.00 NO PRICING 32,238.00 NO PRICING NO PRICING NO PRICING $ NO PRICING NO PRICING 5 'IJ'>‘U'h‘U' i'U‘b(n-4.0 Page 7 of 12 NO PRICIN G27,083.00 23,463.00 36,678.00 NO PRICIN GNOPRICIN GNOPRICIN GNOPRICIN GNOPRICIN G25,814.00 38,624.00 31,034.00 43,844.00 28,787.00 41,597.00 29,258.00 42,068.00 NO PRICIN G32,265.00 45,075.00 NO PRICIN G33,956.00 46,271.00 NO PRICIN G24,382.00 26,775.00 33,924.00 28,714.00 32,689.00 24,382.00 NO PRICIN G28,714.00 NO PRICIN G29,554.00 42,379.00 S No PRICING No PRICING No PRICING No PRICING No PRICING No PRICING No PRICING 5 S $ No PRICING $ No PRICING $ NO PRICING NO PRICING NO PRICING $ No PRICING $ NO PRICING NO PRICING NO PRICING NO PRICING 28,562.00 26,507.00 28,679.00 22,582.00 25,343.00 27,229.00 28,471.00 30,291.00 41,545.00 34,898.00 NO PRICING NO PRICING NO PRICING NO PRICING N0 PRICING NO PRICING NO PRICING NO PRICING NO PRICING NO PRICING NO PRICING NO PRICING NO PRICING NO PRICING NO PRICING NO PRICING NO PRICING NO PRICING $27,401.00 $37,985.00 $33,493.00 N0 PRICING NO PRICING NO PRICING no PRICING NO PRICING Page 78 of 373 9ND|8d ON 9N|3l8d ON 9Nl3lUd ON 9Nl3|l:|d ON smalud on 00'LEE' 917oo'zzo've oo'9sz‘ov 00't86'l.Z !JNDlUd ON 9ND|8d O N 9NDll!d ON 9N|3IUd 9Nl3llld ON 9Nl3|l‘ld ON O0'£I0'LZ }0 3 $$$$Page 79 of 373 Page 80 of 373 '3SVH3H?d 01 U0|Ud SW3J.I'l1V N0 9|\l|3lHd 80:!HO0N3l\03.133135 UDOA0.].100 H3V3H 3SV3'ld '0O|H3d N0|SN3.LX3 '|VnNNV 3H.I.9N|ll?0 03l.Vf|'lVI\3 ‘3ll 39 TIIM 0NV NOI.l.\1.l.Dl10SSIHL 80:!030UVMV 3HVSl|00N3I\ TIV 'N0l.l.VJ.I3I10S SlH.L:l0 3W|.L 3|-ll .|.V H3!l?.DV:l?NV|I\|3H1 W083 3'l8V'lIVl\\1 LON SVM N0l.I.VWlI0:|Nl 3H.l.SV S3003 A008 03l:lD3dS U03 9NDl2:|d 30II\0l:|d J.0N 01I'I03 SHO0N3I\ANVIN'M0'l'l3A .LS3M01 3H.l CI3|'lddnS 9ND|}ld Page 81 of 373 PR|ClNG Page 11 of 1Page 82 of 373 Page 83 of 373 Page 84 of 373 Page 85 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Traverse (1NV56) AWD 4dr (9) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7744. Data Updated: Feb 24, 2019 9:29:00 PM PST. Feb 25, 2019 Page 1 Quote Worksheet MSRP Base Price $34,900.00 Dest Charge $1,195.00 Total Options $290.00 Subtotal $36,385.00 Subtotal Pre-Tax Adjustments $0.00 Less Customer Discount ($6,587.00) Subtotal Discount ($6,587.00) Trade-In $0.00 Excluded from Sales Tax Subtotal Trade-In $0.00 Taxable Price $29,798.00 Sales Tax $0.00 Subtotal Taxes $0.00 Subtotal Post-Tax Adjustments $0.00 Total Sales Price $29,798.00 Comments: ARAPAHOE COUNTY AWARD 15-60 Dealer Signature / Date Customer Signature / Date Standard Equipment Mechanical Engine, 3.6L V6, SIDI, VVT (310 hp [232.0 kW] @ 6800 rpm, 266 lb-ft of torque [361 N-m] @ 2800 rpm) (STD) Transmission, 9-speed automatic (STD) E10 Fuel capable Engine control, stop-start system Traction Mode Select Axle, 3.49 final drive ratio Page 86 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Traverse (1NV56) AWD 4dr (9) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7744. Data Updated: Feb 24, 2019 9:29:00 PM PST. Feb 25, 2019 Page 2 Mechanical Chassis, All-Wheel Drive System (Included and only available with AWD models.) Battery, heavy-duty 600 cold-cranking amps Alternator, 170 amps GVWR, 6160 lbs. (2800 kg) Suspension, Ride and Handling Brakes, 4-wheel antilock, 4-wheel disc, 17" front and rear Electric Parking Brake Capless fuel fill Tool kit, road emergency Exterior Wheels, 18" (45.7 cm) Bright Silver painted aluminum (STD) Tires, P255/65R18 all-season blackwall (STD) Wheel, spare, 18" (45.7 cm) steel Tire, compact spare, T135/70R18, blackwall Active aero shutters, upper and lower Moldings, Black bodyside Moldings, rocker, Black Headlamps, high intensity discharge Headlamps, automatic on/off Taillamps, LED Mirror caps, Black painted Mirrors, outside heated power-adjustable, Black, manual-folding Glass, deep-tinted Wipers, front intermittent with washers Wiper, rear intermittent with washer Door handles, body-color Liftgate, rear manual Entertainment Audio system, Chevrolet Infotainment System with 7" diagonal color touch-screen and AM/FM stereo, includes Bluetooth streaming audio for music and most phones; featuring Android Auto and Apple CarPlay capability for compatible phones (STD) Page 87 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Traverse (1NV56) AWD 4dr (9) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7744. Data Updated: Feb 24, 2019 9:29:00 PM PST. Feb 25, 2019 Page 3 Entertainment USB ports Chevrolet 4G LTE and available built-in Wi-Fi hotspot offers a fast and reliable Internet connection for up to 7 devices; includes data trial for 1 month or 3GB (whichever comes first) (Available Wi-Fi requires compatible mobile device, active OnStar service and data plan. Data plans provided by AT&T. Visit onstar.com for details and system limitations.) Active Noise Cancellation Interior Seating, 8-passenger (2-3-3 seating configuration) Seats, front bucket (STD) Seat trim, Premium Cloth Seats, third row 60/40 split-bench, manual-folding Head restraints, front, 2-way adjustable Head restraints, second and third row outboard, 2-way manual-folding Console, front center with 2 cup holders, covered storage bin with storage and removable tray Floor covering, color-keyed carpeting Floor mats, color-keyed all rows Steering wheel, urethane Steering column, tilt Steering wheel controls, mounted controls for audio, phone and cruise Display, 3.5" driver instrument information, monochromatic Compass display, digital Windows, power, with driver and front passenger Express-Down Door locks, power programmable with lockout protection Keyless Open, includes extended range Remote Keyless Entry Cruise control, electronic with set and resume speed Remote panic alarm Theft-deterrent system, electrical, unauthorized entry Air conditioning, tri-zone automatic climate control with individual climate settings for driver, right front passenger and rear seat occupants Sensor, humidity and windshield temperature Defogger, rear-window electric Heater ducts, 2nd row Page 88 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Traverse (1NV56) AWD 4dr (9) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7744. Data Updated: Feb 24, 2019 9:29:00 PM PST. Feb 25, 2019 Page 4 Interior Mirror, inside rearview manual day/night Umbrella holders, driver and front passenger doors Visors, driver and passenger illuminated vanity mirrors, covered Lighting, interior with theater dimming, cargo compartment, reading lights for front seats, second row reading lamps integrated into dome light, door-and tailgate activated switches and illuminated entry and exit feature Cup holders, 10 total Cargo storage, tray under rear floor Safety-Mechanical StabiliTrak, stability control system with traction control Safety-Exterior Daytime Running Lamps, LED Safety-Interior Airbags, dual-stage frontal and side-impact for driver and front passenger, driver inboard seat-mounted side- impact and head curtain side-impact and roof-rail side-impact for all rows in outboard seating positions (Always use seat belts and the correct child restraints. Children are safer when properly secured in a rear seat in the appropriate child restraint. See the Owner's Manual for more information.) OnStar and Chevrolet connected services capable (Fleet orders receive a 3-month trial. Visit onstar.com for coverage map, details and system limitations. Services vary by model.) Chevrolet Connected Access with 10 years of standard connectivity which enables services such as, Vehicle Diagnostics, Dealer Maintenance Notification, Chevrolet Smart Driver, Marketplace and more (Limitations apply. Not transferable. Standard connectivity available to original purchaser for ten years from the date of initial vehicle purchase for model year 2018 or newer Chevrolet vehicles. See onstar.com for details and further plan limitations. Connected Access does not include emergency or security services. Availability and additional services enabled by Connected Access are subject to change.) Rear Vision Camera Door locks, rear child security Passenger Sensing System sensor indicator inflatable restraint, front passenger/child/presence detector (Always use seat belts and the correct child restraints. Children are safer when properly secured in a rear seat in the appropriate child restraint. See the Owner's Manual for more information.) Rear Seat Reminder LATCH system (Lower Anchors and Top tethers for CHildren), for child safety seats Teen Driver a configurable feature that lets you activate customizable vehicle settings associated with a key fob, to encourage safe driving behavior. It can limit certain vehicle features, and it prevents certain safety systems from being turned off. An in-vehicle report gives you information on driving habits and helps you to continue to coach your new driver Tire Pressure Monitor, includes Tire Fill Alert (Does not monitor spare.) Page 89 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Traverse (1NV56) AWD 4dr (9) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7744. Data Updated: Feb 24, 2019 9:29:00 PM PST. Feb 25, 2019 Page 5 Safety-Interior Horn, dual-note Window Sticker SUMMARY [Fleet] 2019 Chevrolet Traverse (1NV56) AWD 4dr LS w/1LS MSRP:$34,900.00 Interior:Jet Black, Premium Cloth seat trim Exterior 1:Silver Ice Metallic Exterior 2:No color has been selected. Engine, 3.6L V6, SIDI, VVT Transmission, 9-speed automatic OPTIONS CODE MODEL MSRP 1NV56 [Fleet] 2019 Chevrolet Traverse (1NV56) AWD 4dr LS w/1LS $34,900.00 OPTIONS 1LS LS Preferred Equipment Group $0.00 AR9 Seats, front bucket $0.00 FE9 Emissions, Federal requirements $0.00 GAN Silver Ice Metallic $0.00 H1T Jet Black, Premium Cloth seat trim $0.00 IOA Audio system, Chevrolet Infotainment System $0.00 LFY Engine, 3.6L V6, SIDI, VVT $0.00 M3V Transmission, 9-speed automatic $0.00 PDH LPO, Interior Protection Package $250.00 PXJ Wheels, 18" (45.7 cm) Bright Silver painted aluminum $0.00 QO5 Tires, P255/65R18 all-season blackwall $0.00 VAV LPO, All-weather floor mats, first and second row Inc. VK3 License plate front mounting package $40.00 VKN LPO, All-weather floor mats, third row Inc. VLI LPO, All-weather cargo mat Inc. SUBTOTAL $35,190.00 Page 90 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Traverse (1NV56) AWD 4dr (9) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7744. Data Updated: Feb 24, 2019 9:29:00 PM PST. Feb 25, 2019 Page 6 Adjustments Total $0.00 Destination Charge $1,195.00 TOTAL PRICE $36,385.00 FUEL ECONOMY Est City:17 MPG Est Highway:25 MPG Est Highway Cruising Range:542.50 mi Note:Photo may not represent exact vehicle or selected equipment. Page 91 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Equinox (1XX26) AWD 4dr (6) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7818. Data Updated: Mar 6, 2019 10:07:00 PM PST. Mar 7, 2019 Page 1 Quote Worksheet MSRP Base Price $27,600.00 Dest Charge $1,195.00 Total Options $725.00 Subtotal $29,520.00 Subtotal Pre-Tax Adjustments $0.00 Less Customer Discount ($5,510.00) Subtotal Discount ($5,510.00) Trade-In $0.00 Excluded from Sales Tax Subtotal Trade-In $0.00 Taxable Price $24,010.00 Sales Tax $0.00 Subtotal Taxes $0.00 Subtotal Post-Tax Adjustments $0.00 Total Sales Price $24,010.00 Comments: ARAPAHOE COUNTY AWARD 15-060 Dealer Signature / Date Customer Signature / Date Window Sticker SUMMARY [Fleet] 2019 Chevrolet Equinox (1XX26) AWD 4dr LS w/1LS MSRP:$27,600.00 Interior:Medium Ash Gray, Premium Cloth seat trim Exterior 1:Mosaic Black Metallic Exterior 2:No color has been selected. Engine, 1.5L Turbo DOHC 4-cylinder, SIDI, VVT Transmission, 6-speed automatic, electronically-controlled with overdrive Page 92 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Equinox (1XX26) AWD 4dr (6) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7818. Data Updated: Mar 6, 2019 10:07:00 PM PST. Mar 7, 2019 Page 2 OPTIONS CODE MODEL MSRP 1XX26 [Fleet] 2019 Chevrolet Equinox (1XX26) AWD 4dr LS w/1LS $27,600.00 OPTIONS 1LS LS Preferred Equipment Group $0.00 5CY Tires, P225/65R17 all-season blackwall $0.00 AG1 Seat adjuster, driver 8-way power with 2-way power lumbar $400.00 AKO Glass, deep-tinted, rear $285.00 AL9 Seat adjuster, 2-way power driver lumbar control Inc. AR9 Seats, front bucket $0.00 FE9 Emissions, Federal requirements $0.00 FX6 Axle, 3.87 final drive ratio $0.00 GB8 Mosaic Black Metallic $0.00 H72 Medium Ash Gray, Premium Cloth seat trim $0.00 IOR Audio system, Chevrolet Infotainment 3 system, 7" diagonal color touchscreen, AM/FM stereo. $0.00 LYX Engine, 1.5L Turbo DOHC 4-cylinder, SIDI, VVT $0.00 MNH Transmission, 6-speed automatic, electronically-controlled with overdrive $0.00 RSB Wheels, 17" (43.2 cm) aluminum $0.00 VK3 License plate front mounting package $40.00 SUBTOTAL $28,325.00 Adjustments Total $0.00 Destination Charge $1,195.00 TOTAL PRICE $29,520.00 FUEL ECONOMY Est City:25 MPG Est Highway:30 MPG Est Highway Cruising Range:468.00 mi Page 93 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Equinox (1XX26) AWD 4dr (6) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7818. Data Updated: Mar 6, 2019 10:07:00 PM PST. Mar 7, 2019 Page 3 Note:Photo may not represent exact vehicle or selected equipment. Page 94 of 373 2019 Planned Police Vehicle Purchases 2/25/2019 Unit #Vehicle to be Replaced Planned Replacement Year Replacement Budget Estimated Replacement Cost Budget Less Cost Chevy Traverse 7418 2008 Chevrolet Impala 2015 $19,037 $29,798 ($10,761) 7441 2011 Chevrolet Impala 2018 $22,218 $29,798 ($7,580) 7443 2012 Chevrolet Impala 2019 $22,382 $29,798 ($7,416) 7449 2013 Chevrolet Tahoe 2017 $41,888 $29,798 $12,090 $105,525 $119,192 ($13,667) Chevy Equinox 6351 2011 Ford Escape Hybrid 2019 $37,821 $24,010 $13,811 7413 2007 Chevy Trailblazer 2016 $26,741 $24,010 $2,731 $64,562 $48,020 $16,542 Sub-Total John Elway Chevrolet (Arapahoe County Contract)$170,087 $167,212 $2,875 Dodge Charger 7440 2011 Chevrolet Impala 2018 $22,218 $27,746 ($5,528) 7450 2013 Chevrolet Tahoe 2017 $27,388 $27,990 ($602) 7454 2013 Chevrolet Caprice 2019 $28,875 $27,990 $885 7456 2013 Chevrolet Caprice 2019 $28,875 $27,990 $885 7460 2013 Chevrolet Caprice 2019 $28,875 $27,990 $885 7467 2014 Chevrolet Caprice 2019 $28,875 $27,990 $885 $165,106 $167,696 ($2,590) Dodge Grand Caravan Addition $20,000 $22,379 ($2,379) Sub-Total Larry H Miller Chrysler Dodge Jeep Ram 104th $185,106 $190,075 ($4,969) Chevy Colorado 2373 2009 Ford F150 2017 $23,747 $26,452 ($2,705) Addition $24,452 $24,452 $0 Sub-Total Dellenbach Motors $48,199 $50,904 ($2,705) Chevy Tahoe 7451 2013 Chevrolet Tahoe 2017 $37,888 $37,533 $355 Chevy Impala 7464 2014 Chevrolet Impala 2019 $22,583 $21,022 $1,561 Sub-Total John Elway Chevrolet (State of Colorado Contract)$60,471 $58,555 $1,916 Total $463,863 $466,746 ($2,883) Page 95 of 373 2019 Planned Police Vehicle Purchases Unit #Quantity Contract Agency Contract No./ Addendum No.Vendor Chevy Traverse 4 Arapahoe County 15-60 John Elway Chevrolet Chevy Equinox 2 Arapahoe County 15-60 John Elway Chevrolet Dodge Charger 6 State of Colorado 113488/121836 Larry H Miller Chrysler Dodge Jeep Ram 104th Dodge Grand Caravan 1 State of Colorado 113488/121836 Larry H Miller Chrysler Dodge Jeep Ram 104th Chevy Colorado 2 State of Colorado 121815/127012 Dellenbach Motors Chevy Tahoe 1 State of Colorado 113483 John Elway Chevrolet Chevy Impala 1 State of Colorado 113483 John Elway Chevrolet Total 17 Page 96 of 373 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Maria DAndrea DEPARTMENT: Public Works DATE: March 18, 2019 SUBJECT: Vehicle Purchase: Police Department Patrol Vehicles & Victim's Assistance Vehicle DESCRIPTION: Vehicle Purchase: Police Department Patrol Vehicles & Victim's Assistance Vehicle RECOMMENDATION: Staff recommends approving a resolution to purchase five marked Dodge Chargers, one unmarked Dodge Charger, and one Dodge Grand Caravan, under the terms of the Sate of Colorado Price Agreement with Larry H. Miller Chrysler Dodge Jeep Ram 104th, at a total cost of $190,075.00. PREVIOUS COUNCIL ACTION: N/A SUMMARY: Staff is proposing to utilize the State of Colorado contract with Larry H. Miller Chrysler Dodge Jeep Ram 104th to purchase five (5) marked Dodge Chargers, one (1) unmarked Dodge Charger and one (1) Dodge Grand Caravan. The six Chargers will replace six existing vehicles within the Patrol Division. The Grand Caravan is an addition to the fleet (included in the 2019 budget) to be used by the Victim's Assistance group. The State solicited bids in 2018 and awarded contracts to vendors to provide various vehicles. The State contract allows for the purchase of vehicles by other government agencies. The marked Chargers cost $27,990 each, the unmarked Charger costs $27,746, and the Grand Caravan costs $22,379, for a total cost of $190,075.00. These costs are budgeted in the Capital Equipment Replacement Fund (CERF). Upfit costs (lights, siren, etc.) will be installed after delivery of the vehicles. ANALYSIS: The City accounts for the replacement of capital equipment and vehicles in its Capital Equipment Replacement Fund (CERF). Equipment replacement is based on its average useful life. The 2019 budget includes funding for the planned replacement of various vehicles including several in the Police Department. The 2019 budget also includes funds to purchase an additional vehicle for the Victim's Assistance group. The State of Colorado solicited bids in 2018 for various vehicles including patrol vehicles & minivans. The contract with Larry H. Miller Chrysler Dodge Jeep Ram 104th extends through November 2019. Six (6) existing vehicles will be replaced with six (6) new vehicles and one Page 97 of 373 additional vehicle will be purchased. Five of the new vehicles will be similar to the replacement vehicles, (Chevrolet Caprices/Tahoe). The unmarked Charger will replace the existing Chevrolet Impala. FINANCIAL IMPLICATIONS: The table below shows the budgeted costs, by vehicle, along with the respective actual costs. The difference in cost over the budgeted amount ($4,969.00) will be taken from the CERF fund balance. CERF budgeted costs are estimated so there is typically some overages as well as some savings for individual vehicles. Also, interest accrues and is available for variations between budgeted and actual costs. The current CERF fund balance is $3,353,687. Unit # Vehicle to be Replaced Purchase Year Expected Vehicle Life Planned Replacement Year Budgeted Cost Actual Cost Budget Less Cost 7440 2011 Chevrolet Impala 2011 7 yrs 2018 $22,218 $27,746 ($5,528) 7450 2013 Chevrolet Tahoe 2013 4 yrs. 2017 $27,388 $27,990 ($602) 7454 2013 Chevrolet Caprice 2014 5 yrs. 2019 $28,875 $27,990 $885 7456 2013 Chevrolet Caprice 2014 5 yrs. 2019 $28,875 $27,990 $885 7460 2013 Chevrolet Caprice 2014 5 yrs. 2019 $28,875 $27,990 $885 7467 2014 Chevrolet Caprice 2014 5 yrs. 2019 $28,875 $27,990 $885 Added Vehicle N/A N/A N/A N/A $20,000 $22,379 ($2,379) Total $185,106 $190,075 ($4,969) A summary of the planned 2019 Police Department vehicle purchases is attached. ALTERNATIVES: The alternative is to solicit bids from vendors for the purchase of these vehicles. CONCLUSION: Staff recommends approving a resolution to purchase five marked Dodge Chargers, one unmarked Dodge Charger, and one Dodge Grand Caravan, under the terms of the Sate of Colorado Price Agreement with Larry H. Miller Chrysler Dodge Jeep Ram 104th, at a total cost of $190,075.00. ATTACHMENTS: Page 98 of 373 Resolution Contract Approval Summary Dodge Charger (marked) Bid Dodge Charger (unmarked) Bid Dodge Grand Caravan Bid State of Colorado Contract No. 113488 State of Colorado Contract No. 121836, Amendment No. 1 Dodge Charger Specifications 2019 Police Department Vehicle Purchase Summary Page 99 of 373 1/2 RESOLUTION NO. _____ SERIES OF 2019 A RESOLUTION AWARDING A CONTRACT FOR THE PURCHASE OF ONE UNMARKED DODGE CHARGER, FIVE MARKED DODGE CHARGERS AND ONE DODGE GRAND CARAVAN UNDER THE TERMS OF THE STATE OF COLORADO PRICE AGREEMENT WITH LARRY H. MILLER CHRYSLER DODGE JEEP RAM 104th WHEREAS, Section 4-1-3-1(C) of the Englewood Municipal Code 2000 allows for the purchase of commodities, supplies and equipment under any general bid or purchase contract of the United States Government, State of Colorado or other governmental jurisdiction at the prices, terms and conditions contained therein, when, in the opinion of the City Manager, the prices available to the City through such agreement are deemed to be the lowest and best price available to the City; WHEREAS, the City of Englewood Police Department requires the replacement of six vehicles, scheduled for replacement in 2017, 2018, and 2019, and has determined that the replacement of these vehicles with one unmarked Dodge Charger, and five marked Dodge Chargers as well as the addition of one vehicle to the fleet, one Dodge Grand Caravan will best meet the needs of the special operations, detective and victim’s assistance units of the police department; WHEREAS, the City, as a municipality, has the opportunity for a limited time to take advantage of the pricing offered under the State of Colorado Price Agreement 113488/121836, which is currently allowing local jurisdictions to take advantage of the pricing structure negotiated by the State through the cooperative bidding process; WHEREAS, the funds for this purchase would come from the Public Works 2019 Capital Equipment Replacement Fund (CERF), 62-1001-61402, in the amount of $190,075.00; WHEREAS, the cost of the unmarked Dodge Charger under the State agreement is $27,746.00, and the cost of the five marked Dodge Chargers under the State agreement is $27,990.00 each; and WHEREAS, the cost of the Dodge Grand Caravan under the State agreement is $22,379.00. . NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, AS FOLLOWS: Section 1. The Englewood City Council hereby authorizes the purchase of one unmarked Dodge Charger, five marked Dodge Chargers and one Dodge Grand Caravan Impala from Larry H. Miller Chrysler Dodge Jeep Ram 104th, in lieu of the internal competitive bid process, by using the State of Colorado Price Agreement 113488/121836 for a purchase in the total amount of $191,075.00, as set forth in the Larry H. Miller Chrysler Dodge Jeep Ram 104th proposal, attached hereto as Exhibit A. Page 100 of 373 2/2 ADOPTED AND APPROVED this 18th day of March, 2019. Linda Olson, Mayor ATTEST: __________________________________ Stephanie Carlile, City Clerk I, Stephanie Carlile, City Clerk for the City of Englewood, Colorado, hereby certify the above is a true copy of Resolution No. _____, Series of 2019. ______________________________ Stephanie Carlile, City Clerk Page 101 of 373 Contract Approval Summary V10/25/2017 Page | 1 Contact Identification Information (to be completed by the City Clerk) ID number: Authorizing Resolution/Ordinance: Recording Information: City Contact Information Staff Contact Person: Maria D’Andrea Phone: 303-762-2506 Title: Director of Public Works Email: mdandrea@englewoodco.gov Vendor Contact Information Vendor Name: Larry H. Miller Chrysler Dodge Jeep Ram 104th Vendor Contact: Mel Glover Vendor Address: 1800 W. 104th Ave. Vendor Phone: 720-240-2025 City: Thornton Vendor Email: mel.glover@lhmauto.com State: Colorado Zip Code: 80234- 3602 Contract Type Contract Type :Other (describe below) Description of ‘Other’ Contract Type: State of Colorado Contract #113488 and Amendment No. 1 (#121836) Description of Contract Work/Services: Attachments: ☒Contract -- ☐Original ☒Copy ☐Addendum(s) ☐Exhibit(s) ☐Certificate of Insurance Summary of Terms: Start Date: March 2019 End Date: September 2019 Total Years of Term: 1 Total Amount of Contract for term (or estimated amount if based on item pricing): $190,075.00 If Amended: Original Amount $ Amendment Amount $ Total as Amended: $ Renewal options available: N/A Payment terms (please describe terms or attach schedule if based on deliverables): Billed upon delivery Purchase and delivery of five (5) marked Dodge Chargers, one (1) unmarked Dodge Charger, and one (1) Dodge Grand Caravan Page 102 of 373 Contract Approval Summary V10/25/2017 Page | 2 Attachments: ☐Copy of original Contract if this is an amendment ☒Copies of related Contracts/Conveyances/Documents Source of funds: Process for Choosing Vendor: ☐Bid: ☐ Bid Evaluation Summary attached ☐ Bid Response of proposed awardee ☐RFP: ☐ RFP Evaluation Summary attached ☐ RFP Response of proposed awardee ☐Quotes: Copy of Quotes attached ☐Sole Source: Explain Need below ☒Other: Please describe CAPITAL ONLY A B C 1 = A-B-C Capital Operating Year Tyler / New World Project # / Task#Fund Division Object Line Item Description Budget Spent to Date Contract Amount Budget Remaining O 2019 62 1001 61402 Vehicles CERF 1,456,234.00$ 167,212.00$ 190,075.00$ 1,098,947.00$ -$ -$ Total by Fund and Current Year 1,456,234.00$ 167,212.00$ 190,075.00$ 1,098,947.00$ C 2020 -$ -$ -$ -$ O 2020 -$ -$ -$ -$ Total by Fund and Next Year -$ -$ -$ -$ Grand Total 1,456,234.00$ 167,212.00$ 190,075.00$ 1,098,947.00$ CAPITAL & OPERATING EXPENSE NOTES (if needed): For Operating Expense Line Item Detail, please review information provided in OpenGov. For Capital items, please review Attachment - Prior Month Project Status and Fund Balance Report State of Colorado Contract #113488 and Amendment No. 1 (#121836) Page 103 of 373 ,)/4*./éi. Chrysler Dodge Joan Ram 1043"‘ Driven By Your October 22"“,2018 City of Englewood,CO Englewood Service Center 2800 S.Platte River Drive Eng1ewood,CO 80110 Attn:Scott Edwards,Fleet Manager Re:2019 Dodge Charger Patrol Vehicle Scott, Per our conversation on Friday the 19"‘,government price quote for a 2019 Dodge Charger Pursuit RWD,Pitch Black Clear Coat exterior,Black interior (cloth front bucket/vinyl rear bench): 1.Per CO State Agreement #2019-O0000000O0O00—113488forthe A7 Body;$32,246.00 2.Option#129 (Small Hubcaps);$-16.00 3.Option#626 (Delete State Patrol Option/)Removal of GFX items & Le?Post Spotlight;-$4,500.00 4.Option#811 (Rubber Floor Covering)Requires OEM Mini Floor Console;$60.00 5.Add Left Post LED Spotlight;$200.00 Total,$27,990.00 FOB per unit FOB is delivery to fleet service/maintenanceshop located in Englewood, CO.A ' NMel’Glov Fleet/Commercial Sales Director Larry H Miller Chrysler Dodge Jeep Ram 104th Direct:720-240-2025 Main:303-469-1931 Email:me1.gIover@1hmauto.com 1800 W 104"‘Avenue "‘Thornton,CO80234 main :303-469-1931 fax :303-469-4107 Page 104 of 373 1800 West 104th Avenue -Thornton,CO80234 main:3o3.469»193i -»(M1303-469-2520 Ln www.lhmdenver)eep.cum Chrysler Dodge Jeeg Rm»104"’ Driven By You. February 1*“,2019 City of Englewood,CO Englewood Police Department 3615 South Elati Street Englewood,CO 80110 Attn:Vance Fender,Division Commander Re:2019 Dodge Charger Vance, Per your email dated 01/31/2019,government price quote for a 2019 Dodge Charger Pursuit,Maximum Steel exterior,Black cloth (front/rear) interior: 1.Per Co State Agreement#2019-000-1 13488 for the A7 Body Code (Police Large Sedan RWD,5.7L V8);$32,246.00 2.Option#626 (Delete CSP Police Pkg.Option#500,removes; lighting,carpet,OEM Patrol Wiring, Keeps the 5.7L V8 andother OEM options listed on Option#500**);—$4,500.00 Total,$27,746.00 FOB,90 to 120 Days ARO FOB is delivery to ?eet service/maintenanceshop located in Englewood,CO OR to Up?tter in the Denver metro area. **Contact dealer to conf ad itionalitems before purchase order is Mel Glover Fleet/Commercial Sales Director Lany H Miller Chrysler Dodge Jeep Ram 104th Direct:720-240-2025 Main:303-469-1931 Email:mel.glover@lhrnauto.com c~:;;:§.?:;E“n Jeep WM «w.:mm,n.i.masm2:- . Page 105 of 373 E 1800 West 10-iii]AvenueG Thornton,CO 80234 Ea maln:303-4694931*lax:303-4l39~2520M,\i:ww.Ihmdenvorjeeo.nom Gmysfer Dodge JeanRam 104"’ nriven By You. February 1“,2019 City of Englewood,CO Englewood Police Department 3615 South Elati Street Englewood,CO 80110 Attn:Vance Fender,Division Commander Re:2019 Dodge Caravan Vance, Per our phone conversation today,O2/O1/2019,govemment price quote fora 2019 Dodge Grand Caravan SE,Black Onyx Crystal Pearl coat,Black cloth interior: 1.Per Co State Agreement#2019-000413488 for the DB Body Code (Minivan,7 Passenger);$20,973.00 2.Option#306 Auxiliary Heating (3 Zone Climate Control,Including Rear A/C & Heat);$565.00 3.Option#658 Extra Keys/Remotes,total of 4 with vehicle;$546.00 4.Option#913 Rear Park Assist (Parksense Rear Park System);$295.00 Total,$22,379.00 FOB,90 to 120 Days ARO FOB is delivery to ?eet service/maintenanceshoplocatedin Englewood,CO OR to Up?tter in the .enver,etro area. 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Additionally, please verify the price listed of -$4,500.00 is accurate. Please reply Monday September 17 no later than 10 am. Thank you Amy Amy Risley, MBA, CPPB State Procurement Administrator State Purchasing & Contracts Office P 303-866-5663 1525 Sherman Street, 3rd Floor, Denver CO 80203 Amy.Risley@state.co.us | www.colorado.gov/osc/spo Interested in Colorado's Procurement Code Modernization? Visit us online for helpful resources to stay informed. Mel Glover <Mel.Glover@lhmauto.com>Fri, Sep 14, 2018 at 7:26 PM To: "Risley - DPA, Amy" <amy.risley@state.co.us> Cc: Terry Sisneros - DPA <terry.sisneros@state.co.us>, Karen Griggs - CDPS <karen.griggs@state.co.us>, Brenda Leo - DPA <brenda.leo@state.co.us>, "Chapman - CDOT, John" <john.chapman@state.co.us> Amy, Clarification for A7 & A8: 1. It's kind of vice versa in regards to Option# 540. If Option# 626 is selected then the credit for Option# 540 is not available because it is included with Option# 626. Option# 540 is a stand alone option and I didn't want anyone adding the credit for both together. So if someone want's just Option# 540 they select that. If they want Option# 540 & Option# 626 they only select #626. Because the left post spotlight is part of Option# 500 (which is part of standard bid price) I would Page 155 of 373 State.co.us Executive Branch Mail - Body Code A7 & A8 Dodge Charger file:///dpa-fs-01/.../State.co.us%20Executive%20Branch%20Mail%20-%20Body%20Code%20A7%20&%20A8%20Dodge%20Charger.html[9/18/2018 2:06:03 PM] automatically remove the spotlight when Option# 626 is selected. 2. The -$4,500.00 credit for Option# 626 is correct. It's based on removing GFX items, the left post spotlight, and leaving the rest of the vehicle alone. However, if the intention of Option# 626 was/is to remove ALL of Option# 500, making the Police Charger a base/stripped down model, which I did not think it was, then the following additional credit is available: 1. A7; -$4,494.00. This still includes the 5.7L Hemi V8 because alternate engine is listed for Option# 291. So this would make the credit for Option# 626 -$8,994.00. 2. A8; -$4,154.00. So this would make the credit -$8,654.00. Hope this clears things up. Mel Mel Glover Fleet/Commercial Sales Director Larry H Miller Chrysler Dodge Jeep Ram 104th Thornton, CO 80234-3602 Direct: 720-240-2025 Main: 303-469-1931 Main Fax: 303-469-2520 Email: Mel.Glover@lhmauto.com From: Risley - DPA, Amy <amy.risley@state.co.us> Sent: Friday, September 14, 2018 3:06 PM To: Mel Glover Cc: Terry Sisneros - DPA; Karen Griggs - CDPS; Brenda Leo - DPA; Chapman - CDOT, John Subject: Body Code A7 & A8 Dodge Charger [Quoted text hidden] CONFIDENTIALITY NOTICE: This e-mail transmission, and any documents, files or previous e-mail messages attached to it may contain information that is confidential or proprietary. If you are not the intended recipient, or a person responsible for delivering it to the intended recipient, you are hereby notified that you must not read this transmission and that any disclosure, copying, printing, distribution or use of any of the information contained in or attached to this transmission is STRICTLY PROHIBITED. If you have received this transmission in error, please immediately notify the sender by telephone or return e-mail and delete the original transmission and its attachments without reading or saving in any manner. Thank you in advance for your cooperation. Page 156 of 373 2019 Planned Police Vehicle Purchases 2/25/2019 Unit #Vehicle to be Replaced Planned Replacement Year Replacement Budget Estimated Replacement Cost Budget Less Cost Chevy Traverse 7418 2008 Chevrolet Impala 2015 $19,037 $29,798 ($10,761) 7441 2011 Chevrolet Impala 2018 $22,218 $29,798 ($7,580) 7443 2012 Chevrolet Impala 2019 $22,382 $29,798 ($7,416) 7449 2013 Chevrolet Tahoe 2017 $41,888 $29,798 $12,090 $105,525 $119,192 ($13,667) Chevy Equinox 6351 2011 Ford Escape Hybrid 2019 $37,821 $24,010 $13,811 7413 2007 Chevy Trailblazer 2016 $26,741 $24,010 $2,731 $64,562 $48,020 $16,542 Sub-Total John Elway Chevrolet (Arapahoe County Contract)$170,087 $167,212 $2,875 Dodge Charger 7440 2011 Chevrolet Impala 2018 $22,218 $27,746 ($5,528) 7450 2013 Chevrolet Tahoe 2017 $27,388 $27,990 ($602) 7454 2013 Chevrolet Caprice 2019 $28,875 $27,990 $885 7456 2013 Chevrolet Caprice 2019 $28,875 $27,990 $885 7460 2013 Chevrolet Caprice 2019 $28,875 $27,990 $885 7467 2014 Chevrolet Caprice 2019 $28,875 $27,990 $885 $165,106 $167,696 ($2,590) Dodge Grand Caravan Addition $20,000 $22,379 ($2,379) Sub-Total Larry H Miller Chrysler Dodge Jeep Ram 104th $185,106 $190,075 ($4,969) Chevy Colorado 2373 2009 Ford F150 2017 $23,747 $26,452 ($2,705) Addition $24,452 $24,452 $0 Sub-Total Dellenbach Motors $48,199 $50,904 ($2,705) Chevy Tahoe 7451 2013 Chevrolet Tahoe 2017 $37,888 $37,533 $355 Chevy Impala 7464 2014 Chevrolet Impala 2019 $22,583 $21,022 $1,561 Sub-Total John Elway Chevrolet (State of Colorado Contract)$60,471 $58,555 $1,916 Total $463,863 $466,746 ($2,883) Page 157 of 373 2019 Planned Police Vehicle Purchases Unit #Quantity Contract Agency Contract No./ Addendum No.Vendor Chevy Traverse 4 Arapahoe County 15-60 John Elway Chevrolet Chevy Equinox 2 Arapahoe County 15-60 John Elway Chevrolet Dodge Charger 6 State of Colorado 113488/121836 Larry H Miller Chrysler Dodge Jeep Ram 104th Dodge Grand Caravan 1 State of Colorado 113488/121836 Larry H Miller Chrysler Dodge Jeep Ram 104th Chevy Colorado 2 State of Colorado 121815/127012 Dellenbach Motors Chevy Tahoe 1 State of Colorado 113483 John Elway Chevrolet Chevy Impala 1 State of Colorado 113483 John Elway Chevrolet Total 17 Page 158 of 373 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Maria DAndrea DEPARTMENT: Public Works DATE: March 18, 2019 SUBJECT: Vehicle Purchase: Police Department Code Enforcement Vehicles DESCRIPTION: Vehicle Purchase: Police Department Code Enforcement Vehicles RECOMMENDATION: Staff recommends approving a resolution to purchase one Chevrolet Colorado Crew Cab and one Chevrolet Colorado Extended Cab, under the terms of the Sate of Colorado Price Agreement with Dellenbach Chevrolet dba Dellenbach Motors, at a total cost of $50,904.00. PREVIOUS COUNCIL ACTION: N/A SUMMARY: Staff is proposing to utilize the State of Colorado contract with Dellenbach Chevrolet dba Dellenbach Motors to purchase one (1) Chevrolet Colorado Crew Cab and one (1) Chevrolet Colorado Extended Cab. The Crew Cab unit will replace an existing vehicle within the code enforcement unit. The Extended Cab, is an addition to the fleet (included in the 2019 budget) to be used by the new code enforcement officer. The State solicited bids in 2018 and awarded contracts to vendors to provide various vehicles. The State contract allows for the purchase of vehicles by other government agencies. The Chevrolet Colorado Crew Cab costs $26,452.00 and the Chevrolet Colorado Extended Cab costs $24,452, for a total cost of $50,904.00. These costs are budgeted in the Capital Equipment Replacement Fund (CERF). ANALYSIS: The City accounts for the replacement of capital equipment and vehicles in its Capital Equipment Replacement Fund (CERF). Equipment replacement is based on its average useful life. The 2019 budget includes funding for the planned replacement of various vehicles including several in the Police Department. The 2019 budget also includes funds to purchase an additional vehicle for the new code enforcement officer. The State of Colorado solicited bids in 2018 for various vehicles including trucks. The contract with Dellenbach Motors extends through November 2019. One (1) existing vehicle will be replaced with one (1) new vehicle and one additional vehicle will be purchased. The replacement and new vehicle will be similar to the replacement vehicle, (Ford F150). Page 159 of 373 FINANCIAL IMPLICATIONS: The table below shows the budgeted costs, by vehicle, along with the respective actual costs. The difference in cost over the budgeted amount ($2,705.00) will be taken from the CERF fund balance. CERF budgeted costs are estimated so there is typically some overages as well as some savings for individual vehicles. Also, interest accrues and is available for variations between budgeted and actual costs. The current CERF fund balance is $3,353,687. Unit # Vehicle to be Replaced Purchase Year Expected Vehicle Life Planned Replacement Year Budgeted Cost Actual Cost Budget Less Cost 2373 Ford F150 2009 8 yrs 2017 $23,747 $26,452 ($2,705) Added Vehicle N/A N/A N/A N/A $24,452 $24,452 $0 Total $48,199 $50,904 ($2,705) A summary of the planned 2019 Police Department vehicle purchases is attached. ALTERNATIVES: The alternative is to solicit bids from vendors for the purchase of these vehicles. CONCLUSION: Staff recommends approving a resolution to purchase one Chevrolet Colorado Crew Cab and one Chevrolet Colorado Extended Cab, under the terms of the Sate of Colorado Price Agreement with Dellenbach Chevrolet dba Dellenbach Motors, at a total cost of $50,904.00. ATTACHMENTS: Resolution Contract Approval Summary 2019 Chevrolet Colorado Crew Cab bid 2019 Chevrolet Colorado Extended Cab bid State of Colorado Contract No. 121815 State of Colorado Contract No. 127012, Amendment No. 1 Chevy Colorado Vehicle Specifications 2019 Police Department Vehicle Purchase Summary Page 160 of 373 1/2 RESOLUTION NO. _____ SERIES OF 2019 A RESOLUTION AWARDING A CONTRACT FOR THE PURCHASE OF ONE CHEVROLET COLORADO EXTENDED CAB AND ONE CHEVROLET COLORADO CREW CAB UNDER THE TERMS OF THE STATE OF COLORADO PRICE AGREEMENT WITH DELLENBACH CHEVROLET dba DELLENBACH MOTORS WHEREAS, Section 4-1-3-1(C) of the Englewood Municipal Code 2000 allows for the purchase of commodities, supplies and equipment under any general bid or purchase contract of the United States Government, State of Colorado or other governmental jurisdiction at the prices, terms and conditions contained therein, when, in the opinion of the City Manager, the prices available to the City through such agreement are deemed to be the lowest and best price available to the City; WHEREAS, the City of Englewood Police Department requires the replacement of one vehicle, scheduled for replacement in 2017, and has determined that the replacement of this vehicle with one Chevrolet Colorado Extended Cab as well as the addition of one vehicle to the fleet, a Chevrolet Colorado Crew Cab will best meet the needs of the code enforcement unit of the police department; WHEREAS, the City, as a municipality, has the opportunity for a limited time to take advantage of the pricing offered under the State of Colorado Price Agreement 121815/127012, which is currently allowing local jurisdictions to take advantage of the pricing structure negotiated by the State through the cooperative bidding process; WHEREAS, the funds for this purchase would come from the Public Works 2019 Capital Equipment Replacement Fund (CERF), 62-1001-61402, in the amount of $50,904.00; WHEREAS, the cost of the Chevrolet Colorado Extended Cab under the State agreement is $24,452.00 and the cost of the Chevrolet Colorado Crew Cab under the State agreement is $26,452.00 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, AS FOLLOWS: Section 1. The Englewood City Council hereby authorizes the purchase of one Chevrolet Colorado Extended Cab and one Chevrolet Colorado Crew Cab from Dellenback Chevrolet dba Dellenbach Motors, in lieu of the internal competitive bid process, by using the State of Colorado Price Agreement 121815/127012 for a purchase in the total amount of $50,904.00, as set forth in the Dellenbach Motors proposal, attached hereto as Exhibit A. Page 161 of 373 2/2 ADOPTED AND APPROVED this 18 day of March, 2019. Linda Olson, Mayor ATTEST: __________________________________ Stephanie Carlile, City Clerk I, Stephanie Carlile, City Clerk for the City of Englewood, Colorado, hereby certify the above is a true copy of Resolution No. _____, Series of 2019. ______________________________ Stephanie Carlile, City Clerk Page 162 of 373 Contract Approval Summary V10/25/2017 Page | 1 Contact Identification Information (to be completed by the City Clerk) ID number: Authorizing Resolution/Ordinance: Recording Information: City Contact Information Staff Contact Person: Maria D’Andrea Phone: 303-762-2506 Title: Director of Public Works Email: mdandrea@englewoodco.gov Vendor Contact Information Vendor Name: Dellenbach Motors Vendor Contact: Kelley Willcox Vendor Address: 3111 S. College Ave. Vendor Phone: 970-226-2438 x105 City: Ft. Collins Vendor Email: kwfleet@gmail.com State: Colorado Zip Code: 80525 Contract Type Contract Type :Other (describe below) Description of ‘Other’ Contract Type: State of Colorado Contract #121815 and Amendment No. 1 (#127012) Description of Contract Work/Services: Attachments: ☒Contract -- ☐Original ☒Copy ☐Addendum(s) ☐Exhibit(s) ☐Certificate of Insurance Summary of Terms: Start Date: March 2019 End Date: September 2019 Total Years of Term: 1 Total Amount of Contract for term (or estimated amount if based on item pricing): $50,904.00 If Amended: Original Amount $ Amendment Amount $ Total as Amended: $ Renewal options available: N/A Payment terms (please describe terms or attach schedule if based on deliverables): Billed upon delivery Purchase and delivery of one (1) Chevrolet Colorado Extended Cab and one (1) Chevrolet Colorado Crew Cab Page 163 of 373 Contract Approval Summary V10/25/2017 Page | 2 Attachments: ☐Copy of original Contract if this is an amendment ☒Copies of related Contracts/Conveyances/Documents Source of funds: Process for Choosing Vendor: ☐Bid: ☐ Bid Evaluation Summary attached ☐ Bid Response of proposed awardee ☐RFP: ☐ RFP Evaluation Summary attached ☐ RFP Response of proposed awardee ☐Quotes: Copy of Quotes attached ☐Sole Source: Explain Need below ☒Other: Please describe CAPITAL ONLY A B C 1 = A-B-C Capital Operating Year Tyler / New World Project # / Task#Fund Division Object Line Item Description Budget Spent to Date Contract Amount Budget Remaining O 2019 62 1001 61402 Vehicles CERF 1,456,234.00$ 357,287.00$ 50,904.00$ 1,048,043.00$ -$ -$ Total by Fund and Current Year 1,456,234.00$ 357,287.00$ 50,904.00$ 1,048,043.00$ C 2020 -$ -$ -$ -$ O 2020 -$ -$ -$ -$ Total by Fund and Next Year -$ -$ -$ -$ Grand Total 1,456,234.00$ 357,287.00$ 50,904.00$ 1,048,043.00$ CAPITAL & OPERATING EXPENSE NOTES (if needed): For Operating Expense Line Item Detail, please review information provided in OpenGov. For Capital items, please review Attachment - Prior Month Project Status and Fund Balance Report State of Colorado Contract #121815 and Amendment No. 1 (#127012) Page 164 of 373 ENGLEWOOD PD #2 \/$/ DELLENBACH MOTORS KELLEY WILLCOX 1 970-226-2438 ext.105 i l<wfleet@gmail.com [Fleet]2019 Chevrolet Colorado (12M43)Crew Cab 128.3"(7) BASED 2019 COLORADO STATE AWARD F1 $24,452—BASE SelectedModel and Options I I $1000’CREW CAB _DEL’,V "' ' ' V I CODE I MODEL MSRP 12M43 2019 Chevrolet Colorado 4WD Crew Cab 128.3"Work Truck $31,600.00 .coLoRs CODE DESCRIPTION MSRP GAZ Summit White $0.00 PREFERRED EQUIPMENT GROUP CODE DESCRIPTION MSRP 4\/\/T Work Truck Preferred Equipment Group includes standard equipment $0.00 ADDITIONAL EQUIPMENT-MECHANICAL’_,, CODE DESCRIPTION MSRP SGD Tow/Haul Mode (Included and only available with (LGZ)3.6L DI DOHC V6 engine or (LWN)2.8L Inc. Duramax Turbo-Diesei engine.Standard on Crew Cab Long Box.) ADDITIONAL EQUIPMENT-INTERIOR CODE DESCRIPTION MSRP B38 Floor covering,full-length Black vinyl $0.00 ADDITIONAL EQUIPMENT -OTHER CODE DESCRIPTION MSRP RQY Fleet Free Maintenance Credit.This option code provides a credit in lieu of the free oil changes,INCL ($XXX7>5>X tire rotations and inspections for one maintenance service during 1st year of ownership.The invoice will detail the applicable credit.The customer will be responsible for all oil change,tire rotations and inspections costs forthis vehicle.(Requires one of the following Fleet or Government order types:FBC,FBN,FCA,FCN,FEF,FLS,FNR,FRC or FGO.Not available with FDR order types.)‘CREDIT’ VQ2 Fleet processing option $0.00 SEAT TYPE CODE DESCRIPTION MSRP AR7 Seats,front bucket (STD)$0.00 @ At the user's request,prices forthis vehicle have been formulated on the basis of Initial Pricing for the vehicle,however GM cannot guarantee that Initial Pricing is available. This document contains information considered Confidential between GM and its Clients uniquely.The information provided is not intended for public disclosure.Prices, speci?cations.and availability are subject to change without notice.and do not include certain Iees,taxes and charges that may be required by law or vary by manufacturer or region. Pertormance ?gures are guidelines only,and actual performance may vary.Photos may not represent actual vehicles or exact configurations.Content based on report preparers input is subject to the accuracy of the input provided. Data Version:7660.Data Updated:Feb 13.2019 9:54:00 PM PST. Feb 14.2019 Page 1 Page 165 of 373 DELLENBACH MOTORS KELLEY WILLCOX |970-226-2438 ext.105 1 kwfleet@gmail.com [Fleet]2019 Chevrolet Colorado (i2M43)Crew Cab 128.3"(7) évwrzI , L L , L CODE DESCRIPTION MSRP CSJ GVWR,6000 lbs.(2722 kg)(STD)(Standard on Crew Cab models with (LGZ)3.6L Di DOHC V6 $0.00 engine only.) emissions CODE DESCRIPTION MSRP FE9 Emissions,Federal requirements $0.00 PAINT . CODE DESCRIPTION MSRP GAZ Summit White $0.00 AXLE L . CODE DESCRIPTION MSRP GU6 Rear axle,3.42 ratio (Requires (LGZ)3.6L DI DOHC V6 engine or (LWN)2.8L Duramax Turbo-$0.00 Diesel engine.) SEAT TRIM CODE DESCRIPTION MSRP H2R Jet B|aci<lDark Ash,Cloth seat trim $0.00 RADIO L L CODE DESCRIPTION MSRP IOR Audio system,Chevrolet infotainment 3 system 7"diagonal color touchscreen,AM/FM stereo.$0.00 Additional features for compatible phones include:Bluetooth audio streaming for 2 active devices, voice command pass-through to phone,Apple CarPlay and Android Auto capable (STD) ENGINE L , CODE DESCRIPTION MSRP LGZ Engine,3.6L DI DOHC V6 VVT (308 hp [2300 KW}@ 6800 rpm,275 lb-ft of torque [373 N-m]@ $0.00 4000 rpm)(STD)(Standard on Crew Cab models.) QBAt the user's request,prices for this vehicle have been formulated on the basis of initial Pricing for the vehicle,however GM cannot guarantee that Initial Pricing is available.This document contains information considered Con?dential between GM and its Clients uniquely.The inlormation provided is not intended for public disclosure.Prices,speci?cations,and availability are subject to change without notice,and do not include cenain fees,taxes and charges that may be required by law or vary by manufacturer or region.Performance ?gures are guidelines only,and actual performance may vary.Photos may not represent actual vehicles or exact con?gurations.Content based on report preparersinputissubjecttotheaccuracyoftheinputprovided. Data Version:7560.Data Updated:Feb 13,2019 9:54:00 PM PST. Feb 14,2015 Patgtetz Page 166 of 373 g DELLENBACH MOTORS KELLEY WILLCOX |970-226-2438 ext.105 |kw?eet@gmail.com [Fleet]2019 Chevrolet Colorado (12M43)Crew Cab 128.3"(7) TRANSMISSION’, L , CODE DESCRIPTION MSRP MST Transmission,8-speed automatic (STD)(Requires (LGZ)3.6L Dl DOHC V6 engine.Standard on $0.00 Crew Cab models.Available on Extended Cab models.) TIRES CODE DESCRIPTION MSRP QJJ Tires,P265/7DR16 a||«season,blackwall (STD)$0.00 WHEELTYPE V CODE DESCRIPTION MSRP RS2 Wheels,16"x 7"(40.6 cm x 17.8 cm)Uitra Silver Metallic steel (STD)$0.00 SPARE TIRE CODE DESCRIPTION MSRP ZJJ Tire,spare P265/70R16 all-season,blackwall (included and only available with (81K)16"x 7"Inc. (40.6 cm x 17.8 cm)steel spare wheel.) PAINT’SCHEME, V . CODE DESCRIPTION MSRP ZY1 Solid Paint $0.00 Options Total ($33.75) ®At the users request,prices forlhis vehicle have been formulated on the basis of Initial Pricing for the vehicle,however GM cannot guarantee that Initial Pricing is available.This document contains informationoonsidered Confidential between GM and its Clients uniquely.The information provided is not intended for public disclosure.Prices, speci?cations,and availability are subject to change without notice,and do not include certain fees.taxes and charges that may be required by law or vary by manufacturer or region.Performance ?gures are guidelines only,and actual periormance may vary.Photos may not represent actual vehicles or exact con?gurations.Content based on report preparers input is subject to the accuracy of the input provided. Data Version:7660.Data Updated:Feb 13,2019 9:54:00 PM PST. Feb 14,2019 Page 3 Page 167 of 373 DELLENBACH MOTORS KELLEY WILLCOX |970-228-2438 ext.105 |kwfleet@gmail.com [Fleet]2019 Chevrolet Colorado (12M43)Crew Cab 128.3"(7) Price Summary PRICESUMMARY MSRP Base Price $31,500.00 Total Options ($33.75) Vehicle Subtotal $31,585.25 Destination Charge 33995-00 Grand Total $32,551-25 ENGLEWOOD PD #2 $26,452 ®At the user's request,prices for this vehicle have been formulated on the basis 0!Initial Pricing for the vehicle,however GM cannot guarantee that initial Pricing is available. This document contains information considered Con?dential between GM and its Clients uniquely.The iniormation provided is not intended for public disclosure.Prices, speci?cations,and availability are subject to change without notice,and do not include certain fees,taxes and charges that may be required bylaw or vary by manufacturer or region. Performance ?gures are guidelines only,and actual pertormanoe may vary.Photos may not represent actual vehicles or exact oon?gurations.Content based on report preparers input is subject to the accuracy of the input provided. Data Version.7660.Data Updated:Feb 13,2019 9:54:00 PM PST. Feb 14.2019 Page4 Page 168 of 373 ENGLEWOOD PD DELLENBACH MOTORS KELLEY WILLCOX 1 970-226-2438 ext.105 I kwfleet@gmail.com [Fleet]2019 Chevrolet Colorado (12M53)Ext Cab 128.3"(3) BASED 2019 COLORADO STATE AWARD F1 $24,452-BASESeiectedVModeiandOptions MODEL N _, CODE MODEL MSRP 12M53 2019 Chevrolet Colorado 4WD Ext Cab 128.3"Work Truck $25,600.00 COLORS CODE DESCRIPTION MSRP GAZ Summit White $0.00 PREFERREDEQUIPMENTGROUP C CODE DESCRIPTION MSRP 4WT Work Truck Preferred Equipment Group includes standard equipment $0.00 SEAT TYPE CODE DESCRIPTION MSRP AR7 Seats.front bucket (STD)$0.00 ADDITIONALEQUIPMENT-INTERIORI CODE DESCRIPTION I MSRP B38 Floor covering,fu|l—lengthBlack vinyl $0.00 ADDITIONALEQUIPMENT.OTHER 7 CODE DESCRIPTION MSRP R9Y Fleet Free Maintenance Credit.This option code provides a credit in lieu of the tree oil changes,INCL xxxxxsx tire rotations and inspections for one maintenance service during 1st year of ownership.The invoice wiil detail the applicable credit.The customer will be responsible for all oil change,tire rotations and inspections costs for this vehicle.(Requires one of the following Fleet or Government order types:FBC,FBN,FCA,FCN,FEF,FLS,FNR,FRC or FGO.Not available with FDR order types.)*CREDlT* VQ2 Fleet processing option $0.00 GVWR CODE DESCRIPTION MSRP CSG GVWR,5600 lbs.(2540 kg)(STD)(Standard on Extended Cab models with (LCV)2.5L I4 engine $0.00 only.) ®At the users request,prices iorthis vehicle have been formulated on the basis of initialPricing for the vehicle.however GM cannot guarantee that in I P ng is available.This document contains information considered Confidential between GM and its Clients uniquely.The iniormation provided is not intended for public disclosure.Prices‘speci?cations.and availability are subject to change without notice.and do not include certain fees,taxes and charges that may be required by law or vary by manufacturer or region.Performance ?gures are guidelines only,and actual performance may vary.Photos may not represent actual vehicles or exact con?gurations.Content based on report preparersinputissubjecttotheaccuracyoftheinputprovided. Data Version:7585.Data Updated Feb 3,2019 9 0 PM PST. Feb 4,2019 Page 1 Page 169 of 373 DELLENBACH MOTORS KELLEY WILLCOX |970-226-2438 ext.105 I kwfleet@gmail.com [Fleet]2019 Chevrolet Colorado (12M53)Ext Cab 128.3"(3) EMISSIONS, L .... CODE DESCRIPTION MSRP FE9 Emissions,Federal requirements $0.00 PAINT , L I CODE DESCRIPTION MSRP GAZ Summit White $0.00 AXLE V V V _, cope DESCRIPTION I MSRP GT5 Rear axle,4.10 ratio (Requires (LCV)2.5L I4 engine.Not included on Crew Cab models.)$0.00 SEAT TRIM - V V _ V CODE DESCRIPTION MSRP HZR Jet Black/Dark Ash,Cloth seat trim $0.00 RADIO , CODE DESCRIPTION MSRP’ IOR Audio system,Chevrolet Infotainment 3 system 7"diagonal color touchscreen,AM/FM stereo.$0.00 Additional features for compatible phones include:Bluetooth audio streaming for 2 active devices, voice command pass—through to phone,Apple CarP|ay and Android Auto capable (STD) ENGINE CODE DESCRIPTION I MSRP LCV Engine,2.5L I4,DI,DOHC,VVT (200 hp [1490 kW]@ 6300 rpm,191 lb-ft of torque [259 N—m]@ $0.00 4400 rpm)(STD)(Not included on Crew Cab models.) TRANSMISSION CODE DESCRIPTION MSRP MYB Transmission,6-speed automatic,HMD,6L50 (STD)(Standard on Extended Cab models.$0.00 Requires (LCV)2.5L I4 engine or (LWN)2.8L Duramax Turbo-Diesel engine.Available on Crew Cab models.) a At the user's request,prices Iorthis vehicle have been Iormulated on the basis of Initial Pricing for the vehicle,however GM cannot guarantee that Initial Pricing is available.This document contains information considered Confidential between GM and its Clients uniquely.The information provided is not intended for public disclosure,Prices.speci?cations.and availability are subject to change without notice.and do not include certain fees,taxes and charges that may be required by law or vary by manufacturer or region.Performance figures are guidelines only,and actual performance may vary.Photos may not represent actual vehicles or exact con?gurations.Content based on report preparersinputissubjecttotheaccuracyoftheinputprovided. Data Version:7585,Dat dated:Feb 3,2019 9:34:00 PM PST. Feb 4,2019 page2 Page 170 of 373 DELLENBACH MOTORS KELLEY WILLCOX I 970-226-2438 ext.‘l05 I kwf|eet@gmail.com [Fleet]2019 Chevrolet Colorado (12M53)Ext Cab 128.3"(3) Sl5ARE,TlRE V S y V yCODEDESCRIPTION 0 V MSRP QDC Tire,compact spare T175/80R18,blackwall(STD)(Requires (RTX)18"x 4.5"(45.7 cm x 11.4 cm)$0.00 Black cast aluminum,compact spare wheel.) TIRES. L 7 CODE0 DESCRIPTION MSRP QJJ Tires,P265/70R16 all-season,blackwall (STD)$0.00 Wly-IEELTYPE 7 L V y . CODE DESCRlPT|ON I MSRP RS2 Wheels,16"x 7"(40.6 cm x 17.8 cm)Ultra Silver Metallicsteel (STD)$0.00 PAINTSCHEME:_ I CODE DESCRIPTION MSRP ZY1 Solid Paint $0.00 Options Total ($33.75) @ At the users request,prices for this vehicle have been formulated on the basis of Initial Pricing for the vehicle,however GM cannot guarantee that Initial Pricing is available.This document conlains information considered Con?dential between GM and its Clients uniquely.The information provided is not intended for public disclosure.Prices,speci?cations,and availability are subject to change without notice.and do not include certain tees,taxes and charges that may be required by law or vary by manufacturer or region.Performance ?gures are guidelines only,and actual performance may vary.Photos may not represent actual vehicles or exact con?gurations.Content based on report preparersinputissubjecttotheaccuracyoftheinputprovided. Data Version:7585.Data Updated:Feb 3,2019 9:34:00 PM PST. Feb 4.2015 Page 171 of 373 DELLENBACH MOTORS KELLEY WILLCOX |970-226-2438 ext.1O5 [l<wfleet@gmail.com [Fleet]2019 Chevrolet Colorado (12M53)Ext Cab 128.3"(3) Price Summary PRICESUMMARY MSRP Base Price $28,600.00 Total Options ($33-75) Vehicle Subtotal $28,566.25 Destination Charge $995.00 Grand Total $29,5/67¢;?anldardE uipmen ENGLEWOOD PD $24,452 Mechanical Engine,2.5L I4,DI,DOHC,VVT (200 hp (149.0 kW]@ 6300 rpm,191 lb-ft of torque [259 N—m]@ 4400 rpm) (STD)(Not included on Crew Cab models.) Transmission,6-speed automatic,HMD,6L50 (STD)(Standard on Extended Cab models.Requires (LCV)2.5L 14engine or (LWN)2.8L Duramax Turbo-Diesel engine.Available on Crew Cab models.) Rear axle,4.10 ratio (Requires (LCV)2.5L l4 engine.Not included on Crew Cab models.) GVWR,5600 lbs.(2540 kg)(STD)(Standard on Extended Cab models with (LCV)2.5L I4 engine only.) Transfer case,electric,2—speed Four wheel drive Recovery hooks,front (Deleted when (PDZ)Chrome Appearance Package,LPO is ordered.) Brakes,4-wheel antilock,4-wheel disc Exterior’ g V Pickup box(STD) Wheels,16"x 7"(40.6 cm x 17.8 cm)Ultra Silver Metallic steel (STD) Tires,P265/7OR16 all-season,blackwall (STD) Tire,compact spare T175/SOR18,blackwall(STD)(Requires (RTX)18"x 4.5"(45.7 cm x 11.4 cm)Black cast aluminum,compact spare wheel.) Wheel,compact spare,18"x 4.5"(45.7 cm x 11.4 cm)Black cast aluminum (Standard with (LCV)2.5L I4 engine only.Not included on Crew Cab models.) Bumper,rear chrome Cornerstep,rear bumper Moldings,Black beltline ®At the user's request.prices for this vehicle have been formulated on the basis of Initial Pricing for the vehicle,however GM cannot guarantee that Initial Pricing is available.This document contains information considered Con?dential between GM and its Clients uniquely.The information provided is not intended for public disclosure.Prices,speci?cations,and availability are subject to change without notice,and do not include certain fees,taxes and charges that may be required by law or vary by manufacturer or region.Performance ?gures are guidelines only,and actual performance may vary.Photos may not represent actual vehicles or exact con?gurations.Content based on report preparersinputissubjecttotheaccuracyoftheinputprovided. Data Version:7585.Data Updated:Feb 3,2019 9:34:00 PM PST. Feb 4,2019 pages: Page 172 of 373 DELLENBACH MOTORS KELLEY WILLCOX |970-226-2438 ext.105 |kw?eet@gmail.com [Fleet]2019 Chevrolet Colorado (12M53)Ext Cab 1283"(3) Egtterior" Headlamps,halogen with automatic exterior lamp control Cargo box light,back of cab Mirrors,outside remote with manual—folding,Black Glass,windshield shade band Door handles,Black Tailgate,locking Tailgate handle,Black (Not available with (SCZ)Chrome tailgate handle,LPO.) Entertainment Audio system,Chevrolet Infotainment 3 system 7"diagonal color touchscreen,AM/FM stereo.Additional features for compatible phones include:Bluetooth audio streaming for 2 active devices,voice command pass- through to phone,Apple CarP|ay and Android Auto capable (STD) Audio system feature,6-speaker system USB data ports,2 includes auxiliary inputjack,located on the front console Interior Seats,front bucket (STD) Seat adjuster,driver 4-way power with manual recline Seat adjuster,passenger 2-way manual fore/aft with manual recline Seats,dual rearwith underseat storage (Extended Cab models only.) Console,?oor,front compartment,custom Floor covering,color-keyed carpeting Floor mats,carpeted front (Deleted when (B38)full-length Black vinyl ?oor covering is ordered.Requires (B30) color-keyed carpeting floor covering.) Floor mats,carpeted rear (Requires (B30)color~keyed carpeting ?oor covering.) Steering wheel,urethane Steering column,tilt,manual Speedometer,miles/kilometers Display,driver instrument information enhanced,one color Windows,power with driver E><press—Upand Down Door locks,power Thefl—deterrentsystem,immobilization Air conditioning,single-zone manual climate control ®At the user's request,prices lor this vehicle have been formulated on the basis of In I Pricing for the vehicle.however GM cannot guarantee that initial Pricing is available.This document contains informationconsidered Con?dential between GM and its Clients uniquely.The information provided is not intended for public disclosure.Prices,speci?cations,and availability are subject to change without notice,and do not include certain lees,taxes and charges that may be required by law or vary by manufacturer or region.Performance ?gures are guidelines only.and actual performance may vary.Photos may not represent actual vehicles or exact con?gurations.Content based on report preparersinputissubjecttotheaccuracyoftheinputprovided. D t Versio '7555.Data Updated:Feb 3,2019 9 Feb 4,2019 Page 5 Page 173 of 373 DELLENBACH MOTORS KELLEY WILLCOX |97o—22e.243s ext.105 i l<wfleet@gmail.com [Fleet]2019 Chevrolet Colorado (12M53)Ext Cab 128.3"(3) Interior0 Handles,door release,front and rear,Jet Black Mirror,inside rearview manual day/night Visors,driver and front passengerwith passenger vanity mirror Lighting,interior,center dome Safety-Mechanical V Stabi|iTrak,stability control system Traction control,electronic Safety-Exterior V Daytime Running Lamps safety-Interior Airbags,Dual—stagefrontal airbags for driver and front passenger;Seat~mounted side—impactairbags for driver and front outboard passenger;Head-curtain airbags for front and rear outboard seating positions;Includes front outboard Passenger Sensing System for frontal passenger airbag (Always use seat belts and child restraints. Children are safer when properly secured in a rear seat in the appropriate child restraint.See the Owner's Manual for more information.) Rear Vision Camera Teen Driver mode a con?gurable feature that lets you activate customizable vehicle settings associated with a key fob,to encourage safe driving behavior.it can limit certain vehicle features,and it prevents certain safety systems from being turned off.An in~vehic|e report card gives you information on driving habits and helps you to continue to coach your new driver Tire Pressure Monitor System WARRANTY Basic Years:3 Basic Miles/km:36,000 DrivetrainYears:5 Drivetrain Miles/km:60,000 Drivetrain Note:Quali?ed Fleet Purchases:5 Years/100,000 Miles Corrosion Years (Rust-Through):6 Corrosion Years:3 Corrosion Miles/km (Rust—Through):100,000 Corrosion Miles/km:36,000 Roadside Assistance Years:5 Roadside Assistance Miles/km:60,000 Roadside Assistance Note:Quali?ed Fleet Purchases:5 Years/100,000 Miles Maintenance Note:1 Year/1 Visit ®At the users request,prices forthis vehicle have been formulated on the basis of Initial Pricing for the vehicle.however GM cannot guarantee that in l Pricing is available.This document contains information considered Confidential between GM and its Clients uniquely.The information provided is not intended for public disclosure.Prices,speci?cations,and availability are subject to change without notice,and do not include oerlain lees,taxes and charges that may be required by law or vary by manufacturer or region.Performance ?gures are guidelines only,and actual performance may vary.Photos may not represent actual vehicles or exact con?gurations.Content based on report preparersinputissubjecttotheaccuracyoftheinputprovided. 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H:wnoonmnnoa2::%Eo.8~n.w.m..mi>En=..==2.:mmno.<18E5.umwann2a3.3 _un_o£3.En m§o n2=a__2 2.us 232:3._..._£§. ma>.:.unozaxorrmw x82..53.05?gm?.5 mu.” s»\ >Bn=n=.2=no=:un_z=au2”nzm 5.3.N mama_ o3 Page 213 of 373 Page 214 of 373 Page 215 of 373 Page 216 of 373 Page 217 of 373 Page 218 of 373 Page 219 of 373 <C > smomd aoa -nvo ElSVEl'ldE|‘|El\-/‘IIV/\V sxovu EIHOVGVEIH‘IVEIEIAEISOGVHOTOOAAEIHOl9P°W PUB9>iBW °P°0 "°!1d0 —\ «r $ 0 U1 Um=m:cmo:_<_o3qm mm>mmm>._.um_.mam mmo.<_z<_.3.00.»zoxmo?.1 mm>_»_u>_»_A >mm_m4 _»mO.OOZ<mZ._u_AD. _u_»OZ._._»m>m _<_co_u_.>_um _u._ 029.2 >Z<03.02 204._._m4m_u Page 220 of 373 099 c)an ' >X 0 03 P .7 u ’ <-B OM17 OGVEIOTOO A/\ElHO l9P°W P“?9>|9lN .--o-- (0 U1 mos ><>__.>_.u._.mooroxm Um=m:cmn:_s2o_.m _u>O__n_O wEm _<_m._.>_._u_O m__.<m_»_om _<_m+>_._._o _.u._.>O_A _._<_m._.._.>_-_O Page 221 of 373 Page 222 of 373 Page 223 of 373 Page 224 of 373 Page 225 of 373 Page 226 of 373 2019 Planned Police Vehicle Purchases 2/25/2019 Unit #Vehicle to be Replaced Planned Replacement Year Replacement Budget Estimated Replacement Cost Budget Less Cost Chevy Traverse 7418 2008 Chevrolet Impala 2015 $19,037 $29,798 ($10,761) 7441 2011 Chevrolet Impala 2018 $22,218 $29,798 ($7,580) 7443 2012 Chevrolet Impala 2019 $22,382 $29,798 ($7,416) 7449 2013 Chevrolet Tahoe 2017 $41,888 $29,798 $12,090 $105,525 $119,192 ($13,667) Chevy Equinox 6351 2011 Ford Escape Hybrid 2019 $37,821 $24,010 $13,811 7413 2007 Chevy Trailblazer 2016 $26,741 $24,010 $2,731 $64,562 $48,020 $16,542 Sub-Total John Elway Chevrolet (Arapahoe County Contract)$170,087 $167,212 $2,875 Dodge Charger 7440 2011 Chevrolet Impala 2018 $22,218 $27,746 ($5,528) 7450 2013 Chevrolet Tahoe 2017 $27,388 $27,990 ($602) 7454 2013 Chevrolet Caprice 2019 $28,875 $27,990 $885 7456 2013 Chevrolet Caprice 2019 $28,875 $27,990 $885 7460 2013 Chevrolet Caprice 2019 $28,875 $27,990 $885 7467 2014 Chevrolet Caprice 2019 $28,875 $27,990 $885 $165,106 $167,696 ($2,590) Dodge Grand Caravan Addition $20,000 $22,379 ($2,379) Sub-Total Larry H Miller Chrysler Dodge Jeep Ram 104th $185,106 $190,075 ($4,969) Chevy Colorado 2373 2009 Ford F150 2017 $23,747 $26,452 ($2,705) Addition $24,452 $24,452 $0 Sub-Total Dellenbach Motors $48,199 $50,904 ($2,705) Chevy Tahoe 7451 2013 Chevrolet Tahoe 2017 $37,888 $37,533 $355 Chevy Impala 7464 2014 Chevrolet Impala 2019 $22,583 $21,022 $1,561 Sub-Total John Elway Chevrolet (State of Colorado Contract)$60,471 $58,555 $1,916 Total $463,863 $466,746 ($2,883) Page 227 of 373 2019 Planned Police Vehicle Purchases Unit #Quantity Contract Agency Contract No./ Addendum No.Vendor Chevy Traverse 4 Arapahoe County 15-60 John Elway Chevrolet Chevy Equinox 2 Arapahoe County 15-60 John Elway Chevrolet Dodge Charger 6 State of Colorado 113488/121836 Larry H Miller Chrysler Dodge Jeep Ram 104th Dodge Grand Caravan 1 State of Colorado 113488/121836 Larry H Miller Chrysler Dodge Jeep Ram 104th Chevy Colorado 2 State of Colorado 121815/127012 Dellenbach Motors Chevy Tahoe 1 State of Colorado 113483 John Elway Chevrolet Chevy Impala 1 State of Colorado 113483 John Elway Chevrolet Total 17 Page 228 of 373 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Maria DAndrea DEPARTMENT: Public Works DATE: March 18, 2019 SUBJECT: Vehicle Purchase: Police Department Detective Vehicles DESCRIPTION: Vehicle Purchase: Police Department Detective Vehicles RECOMMENDATION: Staff recommends approving a resolution to purchase one Chevrolet Impala and one Chevrolet Tahoe, under the terms of the State of Colorado contract with John Elway Chevrolet, at a total cost of $58,555.00. PREVIOUS COUNCIL ACTION: N/A SUMMARY: Staff is proposing to utilize the State of Colorado contract with John Elway Chevrolet to purchase one (1) Chevrolet Impala and one (1) Chevrolet Tahoe to replace two (2) existing vehicles used by the Police Department within the detective division. The State solicited bids in 2018 and awarded contracts to vendors to provide various vehicles. The State contract allows for the purchase of vehicles by other governmental agencies. The Impala costs $21,022 and the Tahoe costs $37,533 for a total cost of $58,555. $60,471 is available in the Capital Equipment Replacement Fund (CERF) to replace these vehicles. The balance of $1,916 will be returned to the CERF fund balance. ANALYSIS: The City accounts for the replacement of capital equipment and vehicles in its Capital Equipment Replacement Fund (CERF). Equipment replacement is based on its average useful life. The 2019 budget includes funding for the planned replacement of various vehicles including several in the Police Department. The State of Colorado solicited bids in in 2018 for various vehicles including public safety fleet vehicles. Two (2) existing vehicles will be replaced with two (2) new vehicles, same make & model. FINANCIAL IMPLICATIONS: The table below shows the budgeted costs, by vehicle, along with the respective actual cost. The difference in cost under the budgeted amount ($1,916) will be returned to the CERF fund balance. CERF budgeted costs are estimated so there is typically some overages as well as Page 229 of 373 some savings for individual vehicles. Also, interest accrues and is available for variations between budgeted and actual costs. The current CERF fund balance is $3,353,687. Unit # Vehicle to be Replaced Purchase Year Expected Life of Vehicle Planned Replacement Year Budgeted Replacement Cost Estimated Replacement Cost Budget Less Cost 7451 2013 Chevrolet Tahoe 2013 4 yrs. 2017 $37,888 $37,533 $355 7464 2014 Chevrolet Impala 2014 5 yrs. 2019 $22,583 $21,022 $1,561 Total $60,471 $58,555 $1,916 A summary of the planned 2019 Police Department vehicle purchases is attached. ALTERNATIVES: The alternative is to solicit bids from vendors for the purchase of these vehicles. CONCLUSION: Staff recommends approving a resolution to purchase one Chevrolet Impala and one Chevrolet Tahoe, under the terms of the State of Colorado contract with John Elway Chevrolet, at a total cost of $58,555.00. ATTACHMENTS: Resolution Contract Approval Summary 2019 Impala Quote 2019 Tahoe Quote State of Colorado Contract with John Elway Chevrolet Impala Specifications Tahoe Specifications 2019 Police Department Vehicle Purchases Summary Page 230 of 373 1/2 RESOLUTION NO. _____ SERIES OF 2019 A RESOLUTION AWARDING A CONTRACT FOR THE PURCHASE OF ONE CHEVROLET TAHOE AND ONE CHEVROLET IMPALA UNDER THE TERMS OF THE STATE OF COLORADO PRICE AGREEMENT WITH JOHN ELWAY CHEVROLET WHEREAS, Section 4-1-3-1(C) of the Englewood Municipal Code 2000 allows for the purchase of commodities, supplies and equipment under any general bid or purchase contract of the United States Government, State of Colorado or other governmental jurisdiction at the prices, terms and conditions contained therein, when, in the opinion of the City Manager, the prices available to the City through such agreement are deemed to be the lowest and best price available to the City; WHEREAS, the City of Englewood Police Department requires the replacement of two vehicles, scheduled for replacement in 2017 and 2019, and has determined that the replacement of these vehicles with one Chevrolet Tahoe and one Chevrolet Impala will best meet the needs of the special operations and detective units of the police department; WHEREAS, the City, as a municipality, has the opportunity for a limited time to take advantage of the pricing offered under the State of Colorado Price Agreement 113483, which is currently allowing local jurisdictions to take advantage of the pricing structure negotiated by the State through the cooperative bidding process; WHEREAS, the funds for this purchase would come from the Public Works 2019 Capital Equipment Replacement Fund (CERF), 62-1001-61402, in the amount of $58,555.00; WHEREAS, the cost of the Chevrolet Tahoe under the State agreement is $37,533.00; and WHEREAS, the cost of the Chevrolet Impala under the State agreement is $21,022.00. . NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, AS FOLLOWS: Section 1. The Englewood City Council hereby authorizes the purchase of one Chevrolet Tahoe and one Chevrolet Impala from John Elway Chevrolet, in lieu of the internal competitive bid process, by using the State of Colorado Price Agreement 113488for a purchase in the total amount of $58,555.00, as set forth in the John Elway Chevrolet proposal, attached hereto as Exhibit A. Page 231 of 373 2/2 ADOPTED AND APPROVED this 18th day of March, 2019. Linda Olson, Mayor ATTEST: __________________________________ Stephanie Carlile, City Clerk I, Stephanie Carlile, City Clerk for the City of Englewood, Colorado, hereby certify the above is a true copy of Resolution No. _____, Series of 2019. ______________________________ Stephanie Carlile, City Clerk Page 232 of 373 Contract Approval Summary V10/25/2017 Page | 1 Contact Identification Information (to be completed by the City Clerk) ID number: Authorizing Resolution/Ordinance: Recording Information: City Contact Information Staff Contact Person: Maria D’Andrea Phone: 303-762-2506 Title: Director of Public Works Email: mdandrea@englewoodco.gov Vendor Contact Information Vendor Name: John Elway Chevrolet Vendor Contact: Mark McMunn Vendor Address: 5200 South Broadway Vendor Phone: 720-284-5255 City: Englewood Vendor Email: mmccunn@elwaydelaers.net State: Colorado Zip Code: 80113 Contract Type Contract Type :Other (describe below) Description of ‘Other’ Contract Type: State of Colorado #113483 Description of Contract Work/Services: Attachments: ☒Contract -- ☐Original ☒Copy ☐Addendum(s) ☐Exhibit(s) ☐Certificate of Insurance Summary of Terms: Start Date: March 2019 End Date: July 2019 Total Years of Term: 1 Total Amount of Contract for term (or estimated amount if based on item pricing): $58,555.00 If Amended: Original Amount $ Amendment Amount $ Total as Amended: $ Renewal options available: N/A Payment terms (please describe terms or attach schedule if based on deliverables): Billed upon delivery Attachments: Purchase and delivery of one (1) Chevrolet Tahoe and one (1) Chevrolet Impala Page 233 of 373 Contract Approval Summary V10/25/2017 Page | 2 ☐Copy of original Contract if this is an amendment ☒Copies of related Contracts/Conveyances/Documents Source of funds: Process for Choosing Vendor: ☐Bid: ☐ Bid Evaluation Summary attached ☐ Bid Response of proposed awardee ☐RFP: ☐ RFP Evaluation Summary attached ☐ RFP Response of proposed awardee ☐Quotes: Copy of Quotes attached ☐Sole Source: Explain Need below ☒Other: Please describe CAPITAL ONLY A B C 1 = A-B-C Capital Operating Year Tyler / New World Project # / Task#Fund Division Object Line Item Description Budget Spent to Date Contract Amount Budget Remaining O 2019 62 1001 61402 Vehicles CERF 1,456,234.00$ 408,191.00$ 58,555.00$ 989,488.00$ -$ -$ Total by Fund and Current Year 1,456,234.00$ 408,191.00$ 58,555.00$ 989,488.00$ C 2020 -$ -$ -$ -$ O 2020 -$ -$ -$ -$ Total by Fund and Next Year -$ -$ -$ -$ Grand Total 1,456,234.00$ 408,191.00$ 58,555.00$ 989,488.00$ CAPITAL & OPERATING EXPENSE NOTES (if needed): For Operating Expense Line Item Detail, please review information provided in OpenGov. For Capital items, please review Attachment - Prior Month Project Status and Fund Balance Report State of Colorado #113483 Page 234 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Impala (1GX69) 4dr Sdn (7) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7668. Data Updated: Feb 14, 2019 9:34:00 PM PST. Feb 15, 2019 Page 1 Quote Worksheet MSRP Base Price $28,020.00 Dest Charge $875.00 Total Options $1,095.00 Subtotal $29,990.00 1 ADDITIONAL KEY AND FOB $235.00 Subtotal Pre-Tax Adjustments $235.00 Less Customer Discount ($9,203.00) Subtotal Discount ($9,203.00) Trade-In $0.00 Excluded from Sales Tax Subtotal Trade-In $0.00 Taxable Price $21,022.00 Sales Tax $0.00 Subtotal Taxes $0.00 Subtotal Post-Tax Adjustments $0.00 Total Sales Price $21,022.00 Comments: STATE OF COLORADO AWARD 113483 Dealer Signature / Date Customer Signature / Date Selected Model and Options MODEL CODE MODEL MSRP 1GX69 2019 Chevrolet Impala 4dr Sdn LS w/1LS $28,020.00 COLORS CODE DESCRIPTION MSRP GAN Silver Ice Metallic $0.00 Page 235 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Impala (1GX69) 4dr Sdn (7) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7668. Data Updated: Feb 14, 2019 9:34:00 PM PST. Feb 15, 2019 Page 2 PREFERRED EQUIPMENT GROUP CODE DESCRIPTION MSRP 1LS LS Preferred Equipment Group $0.00 SEAT TYPE CODE DESCRIPTION MSRP A51 Seats, front bucket $0.00 AXLE CODE DESCRIPTION MSRP D70 Axle, 2.77 final drive ratio Inc. EMISSIONS CODE DESCRIPTION MSRP FE9 Emissions, Federal requirements $0.00 PAINT CODE DESCRIPTION MSRP GAN Silver Ice Metallic $0.00 SEAT TRIM CODE DESCRIPTION MSRP H0X Jet Black/Dark Titanium, Premium cloth/leatherette seat trim $0.00 RADIO CODE DESCRIPTION MSRP IO5 Audio system, Chevrolet Infotainment System with 8" diagonal color touch-screen, AM/FM stereo $0.00 ENGINE CODE DESCRIPTION MSRP LFX Engine, 3.6L DOHC V6 DI with Variable Valve Timing (VVT)$1,095.00 Page 236 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Impala (1GX69) 4dr Sdn (7) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7668. Data Updated: Feb 14, 2019 9:34:00 PM PST. Feb 15, 2019 Page 3 TRANSMISSION CODE DESCRIPTION MSRP M7W Transmission, 6-speed automatic, electronically-controlled with overdrive Inc. ADDITIONAL EQUIPMENT - MECHANICAL CODE DESCRIPTION MSRP NWT Exhaust, dual stainless-steel with hidden, turned-down tips Inc. T67 Battery, 70AH, maintenance free with rundown protection, heavy-duty 512 cold-cranking amps Inc. Options Total $1,095.00 Note:Photo may not represent exact vehicle or selected equipment. Page 237 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Tahoe (CK15706) 4WD 4dr (10) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7818. Data Updated: Mar 6, 2019 10:07:00 PM PST. Mar 8, 2019 Page 1 Quote Worksheet MSRP Base Price $49,700.00 Dest Charge $1,295.00 Total Options ($2,536.75) Subtotal $48,458.25 Subtotal Pre-Tax Adjustments $0.00 Less Customer Discount ($10,925.25) Subtotal Discount ($10,925.25) Trade-In $0.00 Excluded from Sales Tax Subtotal Trade-In $0.00 Taxable Price $37,533.00 Sales Tax $0.00 Subtotal Taxes $0.00 Subtotal Post-Tax Adjustments $0.00 Total Sales Price $37,533.00 Comments: STATE OF COLORADO AWARD 113483 Dealer Signature / Date Customer Signature / Date Window Sticker SUMMARY [Fleet] 2019 Chevrolet Tahoe (CK15706) 4WD 4dr Commercial MSRP:$49,700.00 Interior:Jet Black, Premium Cloth seat trim Exterior 1:Satin Steel Metallic Exterior 2:No color has been selected. Engine, 5.3L EcoTec3 V8 with Active Fuel Management, Direct Injection and Variable Valve Timing Transmission, 6-speed automatic, electronically controlled Page 238 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Tahoe (CK15706) 4WD 4dr (10) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7818. Data Updated: Mar 6, 2019 10:07:00 PM PST. Mar 8, 2019 Page 2 OPTIONS CODE MODEL MSRP CK15706 [Fleet] 2019 Chevrolet Tahoe (CK15706) 4WD 4dr Commercial $49,700.00 OPTIONS 1FL Commercial Preferred Equipment Group $0.00 5HP Key, 6 additional keys $41.00 5T5 Seats, 2nd and 3rd row vinyl with front cloth seats $0.00 5W4 Identifier for Special Service vehicle ($4,535.00) 6C7 Lighting, red and white front auxiliary dome $170.00 6E2 Key common, complete vehicle fleet $25.00 6N5 Switches, rear window inoperative $57.00 6N6 Door locks and handles, inside rear doors inoperative $59.00 9G8 Headlamps, Daytime Running Lamps and automatic headlamp control delete $50.00 AMF Remote Keyless Entry Package $75.00 ATD Seat delete, third row passenger Inc. AZ3 Seats, front 40/20/40 split-bench $0.00 C6A GVWR, 7300 lbs. (3311 kg)$0.00 FE9 Emissions, Federal requirements $0.00 G9K Satin Steel Metallic $0.00 GU6 Rear axle, 3.42 ratio $100.00 H0U Jet Black, Premium Cloth seat trim $0.00 IO5 Audio system, 8" diagonal color touch-screen with Chevrolet Infotainment $0.00 JF4 Pedals, power-adjustable for accelerator and brake Inc. K4B Battery, auxiliary, isolated, 730 CCA Inc. KW7 Alternator, 170 amps Inc. L83 Engine, 5.3L EcoTec3 V8 with Active Fuel Management, Direct Injection and Variable Valve Timing $0.00 MYC Transmission, 6-speed automatic, electronically controlled $0.00 NQH Transfer case, active, 2-speed electronic Autotrac Inc. NZZ Skid Plate Package Inc. Page 239 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Tahoe (CK15706) 4WD 4dr (10) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7818. Data Updated: Mar 6, 2019 10:07:00 PM PST. Mar 8, 2019 Page 3 PCW Enhanced Driver Alert Package $695.00 PZX Wheels, 18" x 8.5" (45.7 cm x 21.6 cm) aluminum with high-polished finish $600.00 R9Y Fleet Free Maintenance Credit.($33.75) RC4 Tire, spare P265/70R17 all-season, blackwall Inc. RKX Tires, P265/65R18 all-season, blackwall $0.00 TQ5 IntelliBeam, automatic high beam on/off Inc. UE0 OnStar, delete ($85.00) UEU Forward Collision Alert Inc. UHX Lane Keep Assist with Lane Departure Warning Inc. UHY Low Speed Forward Automatic Braking Inc. V76 Recovery hooks, 2 front, frame-mounted, Black $50.00 VK3 License plate front mounting package $0.00 VPV Ship Thru, Produced in Arlington Assembly Inc. VQ2 Fleet processing option $0.00 VQK LPO, Molded splash guards $195.00 Y86 Enhanced Driver Alert Package Inc. ZW7 Suspension Package, Premium Smooth Ride $0.00 ZY1 Paint scheme, solid application $0.00 ___Safety belts, 3-point, driver and front passenger in all seating positions Inc. ___Capless fuel fill Inc. ___Door handles, body-color Inc. ___Instrumentation, analog Inc. ___Key, 2-sided Inc. ___Luggage rack, delete Inc. ___Exterior ornamentation delete Inc. ___Power outlets, 4 auxiliary, 12-volt Inc. ___Power supply, 100-amp, auxiliary battery, rear electrical center Inc. ___Power supply, 50-amp, power supply, auxiliary battery Inc. ___Power supply, 120-amp, (4) 30-amp circuit, Primary battery Inc. ___Safety Alert Seat Inc. Page 240 of 373 John Elway Chevrolet - Fleet Director Mark McMunn | 720.284.5255 | mmcmunn@elwaydealers.net [Fleet] 2019 Chevrolet Tahoe (CK15706) 4WD 4dr (10) This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided. Data Version: 7818. Data Updated: Mar 6, 2019 10:07:00 PM PST. Mar 8, 2019 Page 4 ___Theft-deterrent system, vehicle, PASS-Key III Inc. 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mxmnw?O.<w—.EO—LH>25 Edam Ema M1 wr>Nma FPO Um.» H032 H—..¢<><O~.~H<H~O—.__w.H w ..mwmoonv.9%ma:9%Unmo:_u=o=7.3.8 :25 vino L|| _..m vo:nnF...._.o=.53 ac 0.85.0.2 m=<m_.mmo 393° _Q vwmmCE 33 ~um:.o_O_5<v.Huron $5.3m no=._.un.#5.25 _on mx_._=u:O Page 278 of 373 Page 279 of 373 Page 280 of 373 Page 281 of 373 Page 282 of 373 Page 283 of 373 Page 284 of 373 Page 285 of 373 Page 286 of 373 Page 287 of 373 Page 288 of 373 Page 289 of 373 Page 290 of 373 Page 291 of 373 Page 292 of 373 Page 293 of 373 Page 294 of 373 Page 295 of 373 Page 296 of 373 Page 297 of 373 Page 298 of 373 Page 299 of 373 Page 300 of 373 Page 301 of 373 Page 302 of 373 State.co.us Executive Branch Mail - K7 Chevy Tahoe file:///dpa-fs-01/...eturns/John%20Elway%20Chevrolet/State.co.us%20Executive%20Branch%20Mail%20-%20K7%20Chevy%20Tahoe.html[9/18/2018 2:28:43 PM] Leo - DPA, Brenda <brenda.leo@state.co.us> K7 Chevy Tahoe 5 messages Risley - DPA, Amy <amy.risley@state.co.us>Wed, Sep 5, 2018 at 3:52 PM To: "mail.elwaydealers.net" <mmcmunn@elwaydealers.net> Cc: Terry Sisneros - DPA <terry.sisneros@state.co.us>, Brenda Leo - DPA <brenda.leo@state.co.us>, Karen Griggs - CDPS <karen.griggs@state.co.us> Mark- K7 Pass Util Large 4X4 Patrol Chevy Tahoe Please provide Option Code 784, Delete Left Spotlight credit amount. Please respond no later than Thursday September 6 at 4 pm. Any questions please let me know. Thanks! Amy Amy Risley, MBA, CPPB State Procurement Administrator State Purchasing & Contracts Office P 303-866-5663 1525 Sherman Street, 3rd Floor, Denver CO 80203 Amy.Risley@state.co.us | www.colorado.gov/osc/spo Interested in Colorado's Procurement Code Modernization? Visit us online for helpful resources to stay informed. mmcmunn@elwaydealers.net <mmcmunn@elwaydealers.net>Wed, Sep 5, 2018 at 7:39 PM To: "Risley - DPA, Amy" <amy.risley@state.co.us> Cc: Terry Sisneros - DPA <terry.sisneros@state.co.us>, Brenda Leo - DPA <brenda.leo@state.co.us>, Karen Griggs - CDPS <karen.griggs@state.co.us>, Sarah Dudgeon <sdudgeon@elwaydealers.net> Amy, That would result in a credit or $280. Please note as stated that that credit is included if the end user chooses to eliminate the 479 package – line 289. No double deduction. Page 303 of 373 State.co.us Executive Branch Mail - K7 Chevy Tahoe file:///dpa-fs-01/...eturns/John%20Elway%20Chevrolet/State.co.us%20Executive%20Branch%20Mail%20-%20K7%20Chevy%20Tahoe.html[9/18/2018 2:28:43 PM] Mark Mark McMunn Government Sales Director John Elway Chevrolet John Elway Chrysler John Elway Cadillac Direct 720.284.5255 Cell 719.332.8165 From: Risley - DPA, Amy <amy.risley@state.co.us> Sent: Wednesday, September 5, 2018 3:53 PM To: mail.elwaydealers.net <mmcmunn@elwaydealers.net> Cc: Terry Sisneros - DPA <terry.sisneros@state.co.us>; Brenda Leo - DPA <brenda.leo@state.co.us>; Karen Griggs - CDPS <karen.griggs@state.co.us> Subject: K7 Chevy Tahoe Mark- K7 Pass Util Large 4X4 Patrol Chevy Tahoe Please provide Option Code 784, Delete Left Spotlight credit amount. Please respond no later than Thursday September 6 at 4 pm. Any questions please let me know. Thanks! Amy Page 304 of 373 State.co.us Executive Branch Mail - K7 Chevy Tahoe file:///dpa-fs-01/...eturns/John%20Elway%20Chevrolet/State.co.us%20Executive%20Branch%20Mail%20-%20K7%20Chevy%20Tahoe.html[9/18/2018 2:28:43 PM] Amy Risley, MBA, CPPB State Procurement Administrator State Purchasing & Contracts Office P 303-866-5663 1525 Sherman Street, 3rd Floor, Denver CO 80203 Amy.Risley@state.co.us | www.colorado.gov/osc/spo Interested in Colorado's Procurement Code Modernization? Visit us online for helpful resources to stay informed. Griggs - CDPS, Karen <karen.griggs@state.co.us>Mon, Sep 10, 2018 at 2:26 PM To: Mark McMunn <mmcmunn@elwaydealers.net> Cc: "Risley - DPA, Amy" <amy.risley@state.co.us>, Terry Sisneros - DPA <terry.sisneros@state.co.us>, Brenda Leo - DPA <brenda.leo@state.co.us>, Sarah Dudgeon <sdudgeon@elwaydealers.net> Mark, Does this mean I would get a credit of $280 if I deleted the spotlight? Your response says a credit or $280... Thanks, Karen Fleet Manager Colorado Department of Public Safety 15203 W. 12th Ave. Golden, CO 80401 303-273-1661 720-660-7564 [Quoted text hidden] Elway <mmcmunn@elwaydealers.net>Mon, Sep 10, 2018 at 2:47 PM Page 305 of 373 State.co.us Executive Branch Mail - K7 Chevy Tahoe file:///dpa-fs-01/...eturns/John%20Elway%20Chevrolet/State.co.us%20Executive%20Branch%20Mail%20-%20K7%20Chevy%20Tahoe.html[9/18/2018 2:28:43 PM] To: "Griggs - CDPS, Karen" <karen.griggs@state.co.us> Cc: "Risley - DPA, Amy" <amy.risley@state.co.us>, Terry Sisneros - DPA <terry.sisneros@state.co.us>, Brenda Leo - DPA <brenda.leo@state.co.us>, Sarah Dudgeon <sdudgeon@elwaydealers.net> Error - I should have said a credit of $280. So yes. Sent from my iPhone [Quoted text hidden] [Quoted text hidden] [Quoted text hidden] [Quoted text hidden] [Quoted text hidden] <image001.gif> From: Risley - DPA, Amy <amy.risley@state.co.us> Sent: Wednesday, September 5, 2018 3:53 PM To: mail.elwaydealers.net <mmcmunn@elwaydealers.net> Cc: Terry Sisneros - DPA <terry.sisneros@state.co.us>; Brenda Leo - DPA <brenda.leo@state.co.us>; Karen Griggs - CDPS <karen.griggs@state.co.us> Subject: K7 Chevy Tahoe Mark- K7 Pass Util Large 4X4 Patrol Chevy Tahoe Please provide Option Code 784, Delete Left Spotlight credit amount. Please respond no later than Thursday September 6 at 4 pm. Any questions please let me know. Thanks! Amy Amy Risley, MBA, CPPB State Procurement Administrator State Purchasing & Contracts Office <~WRD000.jpg> Page 306 of 373 State.co.us Executive Branch Mail - K7 Chevy Tahoe file:///dpa-fs-01/...eturns/John%20Elway%20Chevrolet/State.co.us%20Executive%20Branch%20Mail%20-%20K7%20Chevy%20Tahoe.html[9/18/2018 2:28:43 PM] P 303-866-5663 1525 Sherman Street, 3rd Floor, Denver CO 80203 Amy.Risley@state.co.us | www.colorado.gov/osc/spo Interested in Colorado's Procurement Code Modernization? Visit us online for helpful resources to stay informed. Sisneros - DPA, Terry <terry.sisneros@state.co.us>Mon, Sep 10, 2018 at 2:53 PM To: Elway <mmcmunn@elwaydealers.net> Cc: "Griggs - CDPS, Karen" <karen.griggs@state.co.us>, "Risley - DPA, Amy" <amy.risley@state.co.us>, Brenda Leo - DPA <brenda.leo@state.co.us>, Sarah Dudgeon <sdudgeon@elwaydealers.net> Mark, thanks for the clarification. [Quoted text hidden] -- Terry Sisneros New Vehicle Coordinator State Fleet Management P 303.866.5482 | F 303.866.5511 1001 E. 62nd Ave., A-18, Denver, CO 80216 terry.sisneros@state.co.us l www.colorado.gov/dca Page 307 of 373 Page 308 of 373 Page 309 of 373 Page 310 of 373 88»:3S2;92§_....9.2;; mI m?ana mn:_u.=a:.>I >5“-In I 3.53.I 22 ><n__-Ea I I _..n.a2__._m..=_u3a:.03....D I _:o_.a2__=mnciaaa.035.cc.=vn_.u._o-En .5 2.2. Fm.:u_..:.u_.o=.E93,._u3:.__._:.n_o=<_.nm_:m$:m E30:.ucnxm?>3 .u3_.=_::_n_o__._Pnn=_m..m=m .3: F4is.muxmB_.=_._.a_aa >3 _.m£:m.$m==mSamoan.1._< _.._.o:.23.6.“ _ >3 umaoaaa_.mm=._m_..uu_uo==mn mass.._.2_:.cc 9.:2....3....z._.._..:.3 25.. m_:o<a_<o..s2w___n <<>L8< ___n_2..82nae.._.=3u.~ z_n:=u__Q3._sm_m___n m__<n_._8_sn_n=_o <<>.mumx m:aa=sa=%<<>.mm~.. .somm_a28..z_m.m=_n.<<>...§> <<>._§._m umuunacm.§mE__o. ES:2..::_oau.»..mna=_i-?vx.5.5.9!.vunrunu. N.man8:.O=_<n<n__-Enu:r...E...viai... u.2...n<n__nEo2._.u.u:._2...0.5.n<u__wu.uasr...E...u=:=_o_.. _u._u__m_§.._==mmu.3;3%A Page 311 of 373 2019 Planned Police Vehicle Purchases 2/25/2019 Unit #Vehicle to be Replaced Planned Replacement Year Replacement Budget Estimated Replacement Cost Budget Less Cost Chevy Traverse 7418 2008 Chevrolet Impala 2015 $19,037 $29,798 ($10,761) 7441 2011 Chevrolet Impala 2018 $22,218 $29,798 ($7,580) 7443 2012 Chevrolet Impala 2019 $22,382 $29,798 ($7,416) 7449 2013 Chevrolet Tahoe 2017 $41,888 $29,798 $12,090 $105,525 $119,192 ($13,667) Chevy Equinox 6351 2011 Ford Escape Hybrid 2019 $37,821 $24,010 $13,811 7413 2007 Chevy Trailblazer 2016 $26,741 $24,010 $2,731 $64,562 $48,020 $16,542 Sub-Total John Elway Chevrolet (Arapahoe County Contract)$170,087 $167,212 $2,875 Dodge Charger 7440 2011 Chevrolet Impala 2018 $22,218 $27,746 ($5,528) 7450 2013 Chevrolet Tahoe 2017 $27,388 $27,990 ($602) 7454 2013 Chevrolet Caprice 2019 $28,875 $27,990 $885 7456 2013 Chevrolet Caprice 2019 $28,875 $27,990 $885 7460 2013 Chevrolet Caprice 2019 $28,875 $27,990 $885 7467 2014 Chevrolet Caprice 2019 $28,875 $27,990 $885 $165,106 $167,696 ($2,590) Dodge Grand Caravan Addition $20,000 $22,379 ($2,379) Sub-Total Larry H Miller Chrysler Dodge Jeep Ram 104th $185,106 $190,075 ($4,969) Chevy Colorado 2373 2009 Ford F150 2017 $23,747 $26,452 ($2,705) Addition $24,452 $24,452 $0 Sub-Total Dellenbach Motors $48,199 $50,904 ($2,705) Chevy Tahoe 7451 2013 Chevrolet Tahoe 2017 $37,888 $37,533 $355 Chevy Impala 7464 2014 Chevrolet Impala 2019 $22,583 $21,022 $1,561 Sub-Total John Elway Chevrolet (State of Colorado Contract)$60,471 $58,555 $1,916 Total $463,863 $466,746 ($2,883) Page 312 of 373 2019 Planned Police Vehicle Purchases Unit #Quantity Contract Agency Contract No./ Addendum No.Vendor Chevy Traverse 4 Arapahoe County 15-60 John Elway Chevrolet Chevy Equinox 2 Arapahoe County 15-60 John Elway Chevrolet Dodge Charger 6 State of Colorado 113488/121836 Larry H Miller Chrysler Dodge Jeep Ram 104th Dodge Grand Caravan 1 State of Colorado 113488/121836 Larry H Miller Chrysler Dodge Jeep Ram 104th Chevy Colorado 2 State of Colorado 121815/127012 Dellenbach Motors Chevy Tahoe 1 State of Colorado 113483 John Elway Chevrolet Chevy Impala 1 State of Colorado 113483 John Elway Chevrolet Total 17 Page 313 of 373 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Maria Sobota DEPARTMENT: Finance & Administrative Services DATE: March 18, 2019 SUBJECT: CB 9 - Procurement Policy Ordinance DESCRIPTION: CB 9 - Procurement Policy Ordinance RECOMMENDATION: Staff is requesting City Council approve Council Bill #9 - municipal purchasing policy. PREVIOUS COUNCIL ACTION: On February 25, 2019, City Council reviewed a draft of the attached procurement policy grid. On March 11, 2019, Staff presented an updated draft to include updates to the Emergency Purchases Signature Authority section as requested by Council during the first Study Session review in late February. SUMMARY: Upon review of the updated draft, Council reached consensus at the March 11, 2019 Study Session to bring forth an Ordinance for their approval. Their recommendation included two additional updates. In the attached draft, in columns 5 and 6, the language "Select Low Bid or Provide Optimal Source Justification" was added. In addition, in the Change Orders column and Signature Authority row, the following clarification was included as a part of #3: "$>100,000; and.....". ANALYSIS: The recommended procurement policy grid and Ordinance will promote a clear understanding and interpretation of the purchasing policy through the simplification and consistent requirements for all purchases. As a result, adherence to Charter, Municipal Code, and Policy will be ensured. FINANCIAL IMPLICATIONS: Not Applicable ALTERNATIVES: Alternatives have been previously discussed at prior Study Sessions. CONCLUSION: Staff is recommending that Council approve the attached Ordinance. Page 314 of 373 ATTACHMENTS: Council Bill #9 Procurement Policy Grid Dated March 18, 2019 Page 315 of 373 1 BY AUTHORITY ORDINANCE NO. ____ COUNCIL BILL NO. 9 SERIES OF 2019 INTRODUCED BY COUNCIL MEMBER _______________ A BILL FOR AN ORDINANCE AMENDING TITLE 4, CHAPTER 1, SECTIONS 3-1 AND 3-2 OF THE ENGLEWOOD MUNICIPAL CODE 2000, IN ASSOCIATION WITH MUNICIPAL PURCHASING AND DISPOSITION/TRANSFER OF GOODS AND SERVICES. WHEREAS, Englewood’s City Charter (Charter) Section 111 provides that “the City Manager shall be responsible for contracting for and purchasing all supplies, materials, equipment and contractual services required by any department, office or agency of the City. The purchasing officer shall be the City Manager or such person as he may designate;” WHEREAS, Charter Section 113, as amended in 2001, limits the purchasing officer’s authority to purchase supplies, materials or equipment without a competitive bid, to those purchases in an amount of $25,000 or less, unless otherwise prescribed by ordinance; WHEREAS, Charter Section 116, as amended in 2001, limits the purchasing officer’s authority to purchase supplies, materials or equipment for capital improvements without a competitive bid, to those purchases in an amount of $50,000 or less, unless otherwise prescribed by ordinance; WHEREAS, Ordinance 9, Series of 2001, limits the purchasing officer’s authority to purchase supplies, materials or equipment associated with Enterprise Funds, to those purchases in an amount of $50,000 or less, citing the inefficiencies associated with competitive bidding for products required for the effective operation of utilities; WHEREAS, due to inflationary impacts upon the dollar the cost of supplies, materials or equipment necessary to operate the City of Englewood in 2019 frequently exceeds the dollar limits established in 2001; WHEREAS, failure to modify spending limits to conform to inflation results in unnecessary costs to the City, including the necessity to retain additional procurement personnel to generate requests for proposals on low budget items or standard items, and filling City agendas with requests for approval of purchases of relatively small budget items and standard items; and WHEREAS, the implementation of software with increased levels of administrative oversight and publicly accessible financial portals provides open access to all expenditures of the City, regardless of amount, allowing for a level of transparency and citizen oversight unavailable in 2001, the last time spending authorities were reviewed by the City Council. Page 316 of 373 2 NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, AS FOLLOWS: Section 1. Amendment of Title 4, Chapter 1, Section 3-1. Title 4, Chapter 1, Section 3-1 of the Englewood Municipal Code shall be amended as follows: 4-1-3-1: Purchases Without Bids. A. The City Council shall have the authority to authorize the City Manager is authorized to purchase commodities, equipment, devices, machinery, materials and parts, supplies, and services, including capital purchases of equipment and services, upon the open market or through negotiations and without receiving sealed, competitive bids therefor, in the following general situations as follows: 1. In the purchase of special equipment, devices, machinery, materials and parts provided that the same are available only from one source and no similar devices are available or able to satisfactorily serve the needs of the City. 2. In the purchase of materials, equipment, machinery or devices where the standardization of such materials and equipment is necessary to ensure the proper functioning of existing equipment, machinery or devices and/or to prevent the duplication of existing equipment. 1. In amounts not exceeding $10,000.00, neither bids nor quotes shall be required; 2. In amounts not exceeding $50,000.00, upon solicitation and receipt of two written quotes or upon providing documentation supporting a purchase through an optimal source. 3. In amounts not exceeding $100,000.00, pursuant to any general bid or purchase contract of the United States Government, State of Colorado, or other governmental jurisdiction, or governmental/not-for-profit cooperative purchasing organization, at the prices, terms and conditions contained therein, when, in the opinion of the City Manager, the governmental unit cooperative purchase price is deemed to be the source of the lowest and best bid available to the City, or upon providing documentation supporting a purchase through an optimal source. B. The City Council is authorized to purchase commodities, equipment, devices, machinery, materials and parts, supplies, and services, including capital purchases of equipment and services, upon the open market or through negotiations and without receiving sealed, competitive bids therefor, in the following general situations as follows: 1. In amounts exceeding $100,000.00, the City Council may waive competitive bidding for any professional or technical services, or services of/on behalf of the City’s regulated public utilities, for reasons deemed in the best interests of the City. 2. In amounts exceeding $100,000.00, the City Council may, by Resolution, approve a purchase through an optimal source. The Resolution shall provide information concerning the specific benefits to the City for utilizing the optimal source. B. The City Manager or designee shall have the authority to purchase supplies, materials and equipment in excess of five thousand dollars ($5,000.00) upon the open market or through Page 317 of 373 3 negotiations and without receiving sealed, competitive bids therefor, in the following situations and subject to the following conditions, provided that none of such purchases shall exceed twenty-five one hundred thousand dollars ($25100,000.00): 1. In the purchase of water meters, fire hydrants, gate valves and fire hose, provided that notice is given to all firms within the City offering the identical items for sale and each is given the opportunity to give informal price quotations for the purchase. 2. In the purchase of sand-gravel aggregate and asphaltic materials to be used for street fill, repair and maintenance, provided that all such purchases shall be based upon a unit quantity basis. 3. In the purchase of special devices and machine repair parts for both moving and stationary mechanical devices, provided that the same are available only from one source, and no other generally similar device is available from another source. 4. In the purchase of replacement parts and equipment, when furnished as a part of a repair service to equipment owned or leased by the City. 5. In the rental of equipment and machinery, provided that the period of rental is for an indeterminate time and the rental fee is negotiated upon a unit of time basis. 6. In the purchase of materials and equipment where the standardization of such materials and equipment is necessary to ensure the proper functioning of existing equipment and/or to prevent the duplication of existing equipment necessitated by the award of a low bid to alternate-make equipment when such purchases are expressly approved by the City Manager. 7. The purchase of supplies, materials and equipment for use by enterprises under the sole ownership of the City. 8. The retention of professional services. C. The City Manager or designee shall have the authority to purchase commodities, supplies and equipment under any general bid or purchase contract of the United States Government, State of Colorado or other governmental jurisdiction, or governmental/not- for-profit cooperative purchasing organization at the prices, terms and conditions contained therein, when, in the opinion of the City Manager, the governmental unit cooperative purchase price is deemed to be the source of the lowest and best bid. D. Administrative Decision. The City Manager or his designee shall have the authority to purchase goods that are for resale by the City, upon the open market or through negotiations and without receiving sealed, competitive bids therefor. EC. The City Manager shall have the authority to prescribe rules, regulations and policies necessary to control purchasing activities in an effective and efficient manner in accordance with the Home Rule Charter and Municipal Code of the City of Englewood. Any administrative purchasing policy, or revisions to a purchasing policy, shall be provided to the City Council for informational purposes. Section 2. Amendment of Title 4, Chapter 1, Section 3-2. Title 4, Chapter 1, Section 3-2 of the Englewood Municipal Code shall be amended as follows: Page 318 of 373 4 4-1-3-2: Purchases with Bids. Nothing herein shall be construed to prohibit the purchasing officer from calling for sealed, competitive bidding upon any purchase of supplies, materials, and equipment, or professional services in any case where he the purchasing officer determines it advisable to do so, the sole intent of this Chapter being to dispense with the necessity therefor at the option of the said purchasing officer, in the purchase of those items described in Section 4-1-3-1 hereof. In all cases where purchases are made without calling for sealed, competitive bidding, the purchasing officer shall utilize such means of purchasing the items involved as he believes will assure that the prices paid by the City do not exceed the reasonable market values of the supplies, materials or equipment so purchased. Section 3. Addition of Title 4, Chapter 1, Section 3-3. Title 4, Chapter 1, Section 3-3 of the Englewood Municipal Code shall be amended as follows: 4-1-3-3: Disposition of Property. Items of personal property with value shall be advertised for sale by the purchasing officer in a manner deemed most effective and efficient to the City. If no bids are received for an advertised article, the purchasing officer shall dispose of the article in a manner most advantageous to the City. Items may be transferred to other governmental entities through donation, or exchange for a similar item or service when such donation or exchange provides a value most advantageous to the City. The term “governmental entity” shall include any such entity so defined by Colorado Revised Statutes. Section 4. Notice of general provisions and findings applicable to interpretation and application of this Ordinance: Saving Clause. E.M.C. Title 1, Chapter 2, “Saving Clause” shall apply to interpretation and application of this Ordinance, 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 specifically provided for in this Code, the violation of any provisions of this Code or of any secondary code adopted herein 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. The imposition of one (1) penalty shall not excuse any violation nor permit it to continue. 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, 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. Page 319 of 373 5 Introduced, read in full, and passed on first reading on the 18th day of March, 2019. Published by Title as a Bill for an Ordinance in the City’s official newspaper on the 21st day of March, 2019. Published as a Bill for an Ordinance on the City’s official website beginning on the 20th day of March, 2019 for thirty (30) days. Linda Olson, Mayor ATTEST: _________________________________ Stephanie Carlile, City Clerk I, Stephanie Carlile, Acting City Clerk of the City of Englewood, Colorado, hereby certify that the above and foregoing is a true copy of a Bill for an Ordinance, introduced, read in full, and passed on first reading on the 18th day of March, 2019. Stephanie Carlile Page 320 of 373 CITY OF ENGLEWOOD – PROCUREMENT POLICY MARCH 18, 2019 City of Englewood (Including Enterprises)* Excludes only publicly regulated utilities (i.e., Excel Energy, Denver Water) – (1) < $5,000 > $5,000 but < $10,000 (Including All Materials, Supplies & Equipment, Capital Equipment AND All Services) = or > $10,000 but < $50,000 (Including All Materials, Supplies & Equipment, Capital Equipment AND All Services) = or > $50,000 but < $100,000 (Including All Materials, Supplies & Equipment, Capital Equipment AND All Services) = or > $100,000 (Including All Materials, Supplies & Equipment, Capital Equipment AND All Services) Emergency Purchases = or > $100,000 Change Orders (Unforeseen Circumstances Only on Existing Contract) Forms / Contract Required P-Card OR Invoice (only if P-Card not accepted) Purchase Order Purchase Order AND Contract Required Purchase Order AND Contract Required Purchase Order AND Contract Required Emergency Purchase Confirmation Letter AND Purchase Order (to support invoice payment) Change Order Request in Writing Bids / Quotes Not Required Not Required Two Written Quotes Select Low Bid OR Provide Optimal Source Justification OR Cooperative Purchasing Agreement through Approved Organizations (1) Required: Schedule A (Statement of Work) & Sealed Bid & Publication & Contract Select Low Bid OR Provide Optimal Source Justification OR Cooperative Purchasing Agreement through Approved Organizations (1) Required: Schedule A (Statement of Work) & Sealed Bid & Publication & Contract Select Low Bid OR Provide Optimal Source Justification OR Cooperative Purchasing Agreement through Approved Organizations (1) Per Charter Part IV Purchases and Sales, Section 118: Emergency Purchases: “In case of emergency affecting the public property, health, peace or safety, the Council may waive all provisions for competitive bidding…” N/A Signature Authority P-Card; One Level Approval IT purchases require IT Manager approval Legal Services Require City Attorney approval Department Director IT purchases require IT Manager approval Legal Services Require City Attorney approval Department Director City Manager IT purchases require IT Manager approval Legal Services Require City Attorney approval Department Director City Manager IT purchases require IT Manager approval Legal Services Require City Attorney approval Department Director City Manager City Council IT purchases require IT Manager approval Legal Services Require City Attorney approval Mayor or Mayor Pro Tem will call a Special Meeting within 24 hours of emergency for City Council to make a decision regarding Emergency Purchases exceeding $100,000 1) <$5k – Project Manager and Department Director 2) >$5k – All of the above & City Manager 3) $>100,000; and/or Cumulatively, = to or > than 10% of original contract price (for original contracts, $100,000 and over) – Include Contract Language– All of the above and City Council Page 321 of 373 CITY OF ENGLEWOOD – PROCUREMENT POLICY MARCH 18, 2019 General Policies: Split purchases are not allowed on P-Cards, Purchase Orders. This includes purchases in the current and following year from one vendor. Services (i.e., Engineering, Repair, Abatement) require appropriate level of approval as noted above; Quotes or Bids should be obtained based on estimated fiscal year cost & Purchase Orders must be in place prior to service beginning. If lowest competitive bid or quote is not accepted, Department is required to provide an Optimal Source justification with requests for approval to City Manager and/or City Council (depending upon required approval threshold). Regulated Utilities (i.e., Excel Energy, Denver Water) are excluded from this policy. Notes: 1) Further clarification required by City Attorney and Finance Director Page 322 of 373 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Dave Lee DEPARTMENT: Parks, Recreation & Library DATE: March 18, 2019 SUBJECT: Romans Park Tennis and Playground Grant DESCRIPTION: Romans Park Tennis and Playground Grant RECOMMENDATION: Staff recommends that Council approve a resolution for an Arapahoe County Open Spaces grant application at Romans Park for improvements to the tennis courts and playgrounds. PREVIOUS COUNCIL ACTION: There has been no previous Council action on this issue. SUMMARY: The Englewood Parks, Recreation and Library Department wishes to apply for an Arapahoe County Open Spaces grant to replace and improve both the tennis courts and playgrounds at Romans Park. The existing tennis courts are cracked and damaged to the extent that they are not usable. The playgrounds have outdated and worn play equipment that are not ADA assessible. ANALYSIS: The PRL Department has two primary goals to make improvements utilizing Arapahoe County grant funds for Romans Park. The first goal is to replace the existing asphalt tennis courts with post-tension concrete courts in order to upgrade the tennis facility with safer USTA compliant courts to accommodate both children and adult play. The second goal is to relocate the existing 5 to 12 year old playground next to the existing 2 to 5 year old playground in order to allow parents/guardians to better supervise children in one location. FINANCIAL IMPLICATIONS: The total project cost is estimated at $700,000. A grant request of $500,000 will be submitted to Arapahoe County. Matching funds of $200,000 will be taken from the Open Space Fund out of the Grant Matching Funds project account. Funds have been budgeted for this project in the 2019 Open Space Fund. Currently, there is a balance of $406,913.00 in the Grant Matching Funds account. ALTERNATIVES: Without grant funding, the only two available options would be to allocate capital dollars in future years either through regular appropriations or through an alternative funding mechanism. Page 323 of 373 CONCLUSION: Staff recommends moving forward with the grant request to Arapahoe County Open Spaces. ATTACHMENTS: Resolution ACOS Grant Application (grant not finalized for submittal to ACOS) Page 324 of 373 1 RESOLUTION NO. ______ SERIES OF 2019 A RESOLUTION SUPPORTING THE CITY OF ENGLEWOOD’S ARAPAHOE COUNTY OPEN SPACE (ACOS) GRANT APPLICATION FOR ROMANS PARK TENNIS AND PLAYGROUND IMPROVEMENTS WHEREAS, in 2003 Arapahoe County voters approved a ten (10) year, quarter-of-a-penny sales and use tax to pay for preservation of open space, protect lands, preserve water quality and provide, maintain and improve neighborhood parks, sport fields, picnic facilities and trails; WHEREAS, in 2005 Arapahoe County set aside a portion of the revenues to fund competitive grant projects; WHEREAS, each year, the City of Englewood is eligible to apply for up to two (2) Arapahoe County Open Space (ACOS) grants; WHEREAS, the City would utilize ACOS Grant funds for the replacement of aging playground and tennis equipment in Roman Park; WHEREAS, the project’s purpose is to improve the quality, safety and ADA access to the park playground and tennis courts; WHEREAS, the City of Englewood, through the 2017 Parks and Recreation Master Plan, has identified Romans Park as one of three park areas designated as a priority and replacing the playground and tennis equipment will complete the first phase of improvements; WHEREAS, the City commits to completing the Romans Tennis and Playground Improvements project if the grant is awarded; WHEREAS, the project site is owned by the City of Englewood; WHEREAS, if the grant is awarded, the City of Englewood acknowledges responsibility of cost overruns for the Romans Park Tennis and Playground Improvements project; WHEREAS, the total project costs for these improvement to Romans Park Tennis and Playground areas is estimated at $700,000, to include $500,000 in ACOS grant funds and $200,000 provided by the City as part of the Grant Matching Funds project; and WHEREAS, the City’s matching funds will be coming from the Parks, Recreation and Library 2019 budget in the amount of $200,000. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, THAT: Section 1. The City Council for the City of Englewood, Colorado, hereby supports the City’s Arapahoe County Open Space grant application for Romans Park Tennis and Playground improvement project, attached hereto as Exhibit A. Page 325 of 373 2 Section 2. The City Council for the City of Englewood certifies that the Romans Park Playground and Tennis Improvement project will be open to the public and serve a public purpose upon completion. Section 3. The Director of Parks, Recreation and Library Services is authorized to sign all necessary documents for the Arapahoe County Open Space Grant application for and on behalf of the City Council and the City of Englewood. ADOPTED AND APPROVED this 18th day of March, 2019. Linda Olson, Mayor ATTEST: __________________________________ Stephanie Carlile, City Clerk I, Stephanie Carlile, City Clerk for the City of Englewood, Colorado, hereby certify the above is a true copy of Resolution No. ____, Series of 2019. ______________________________ Stephanie Carlile, City Clerk Page 326 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 1 of 23 Executive Summary* Highlight key points of your proposal, such as project description, goals, need, partnerships, deliverables, etc. Romans Park is a City of Englewood neighborhood park and has a total of 4.6 acres. The total population of the surrounding four Census Block Groups is 6,138, with 1,429 children under the age of 18. The houses in this neighborhood are small, single family bungalows approximately 1000-1600 SF and built in the 1950’s, there are also several multi-family apartment buildings that border the park on the south side. Median household incomes vary greatly between the western Census Block Groups and the eastern Census Block Groups. The center section of the park includes a small covered picnic area, two playgrounds, a public restroom, basketball court, and 4 tennis courts, with 2 large rectangular grassy areas both east and west of this central section. The east end of the park has a natural rock fountain waterfall and numerous mushroom cement sculptures that are used for seating. The west side of the park has a large grassy area that is currently used as an on-leash dog area. The park is heavily used by local neighbors, surrounding communities, school sports programs and Arapahoe County residents for a wide range of uses. Most park visitors live within one-half mile walking distance of the park. In addition, several groups such as the Friends of Englewood Parks, Pirate Youth Sports Program, and St. Mary’s Academy would like to utilize the park amenities for tennis, soccer and recreational programs. The City of Englewood has two primary goals to make improvements utilizing Arapahoe County Grant Funds to the Romans Park. The 1st goal is total replacement of the existing damaged Tennis courts and upgrade the tennis court area to be safer and compliant with United States Tennis Association (USTA) Guidelines to accommodate both children and adults. The 2nd goal is to relocate the existing 5-12-year- old play area in adjacent proximity to the 2-5-year-old play area. This relocation will be safer and more convenient for child caretakers to supervise children. Both new playgrounds will be updated with American Society Testing and Materials (ASTM) new and safer equipment and materials that will also be surrounded by American Disabilities Act (ADA) compliant walkways. The Pirate Youth Sports program has made a request to utilize the east side grassy area, currently an unofficial off-leash dog area, as a small soccer field for young elementary age children. This Romans Park renovation project aims to improve community resources by providing newly designed and constructed tennis courts and a new, collocated, accessible neighborhood playground for all ages. The City of Englewood has secured $200,000 in matching funds, 28.5% of the $700,000 total project budget for the tennis courts and playground improvements. However, if this project is delayed, the City funds will be shifted to Cushing Park improvements which are slated to start in late 2020. We do not want to miss this opportunity. The current state of both the playgrounds is poor and all 4 tennis courts are damaged and determined unsafe for continuous use. Postponement of this project would impact the residents and neighboring communities by limiting their recreational and outdoor needs. The City of Englewood is also pursuing some limited Grant funding from the United States Tennis Association (USTA) in the amount of $20,000 for reconstruction of the tennis courts. Page 327 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 2 of 23 Question 1* Is the applicant in good standing with Arapahoe County Open Spaces? Discuss recent performance (past five years) and list all open Arapahoe County Open Space grants. List any other applications your agency is submitting in this grant cycle. The applicant is in good standing with the Arapahoe County Open Space (ACOS) Department. For the past five years, the applicant has provided the required progress and final reporting documents per the grant agreement according to the time schedule. The applicant has two open projects with Arapahoe County including: River Run Phase III and the Jason Park Playground Replacement. The projects are on track for being completed within the designated time frame and within the approved budgets. There are no outstanding funds or required documentation specific to Arapahoe County Open Space Grants. The applicant will be submitting 1 ACOS grant proposal this cycle for a Standard Grant. Page 328 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 3 of 23 Question 2* How does this project align with the Arapahoe County Open Space Master Plan, Arapahoe County Bicycle and Pedestrian Master Plan, agency master plan, or other approved planning documents? The ACOS Master Plan provides a 100-year vision, 25-year master plan and 5-year action plan for implementing the purpose and goals of the program. The vision states that the County will be forward thinking, understand and embrace the open space, park and trail needs of the current residents, and define a harmonious relationship between people and nature in the County for future generations. The Mission and Purpose Statement proposes to maintain and improve neighborhood parks in the study area of the Master Plan including the City of Englewood. Goal #OS 1.2 establishes level of service standards for parks and trail in growth areas policy. The Arapahoe County Bike and Pedestrian Master Plan was adopted in 2017. One of the County’s goals is to increase biking and walking activity, and a connected and comfortable network is critical to achieving this goal. The bicycle lanes on Floyd Avenue and the Bus Stop next to Romans Park encourage multi-modal transportation and support continued growth and utilization of Roman Park amenities. The City of Englewood’s 2017 Park and Recreation Master Plan goal is to provide nearby recreation and leisure opportunities within walking distance (one-half mile) of residential areas which will be met by completing this project. The Table of Existing Conditions and Facility Needs Assessment lists Romans Park in the Action Plan as a priority for construction improvements due to the aging condition of the equipment. This ACOS Grant proposal is in alignment with all the goals in the Master Plans noted above. Page 329 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 4 of 23 Question 3* Describe how this project addresses specific objectives in the Arapahoe County Open Space Resolution #030381/#110637. The resolution is available on the Open Space website. The tennis courts and playground replacement project at Romans Park in Englewood addresses the specific objectives set forth in the Arapahoe County Open Space Resolutions #030380 and #110637 by providing, maintaining and improving neighborhood parks per Section VIII.C.3.D. The proposed project and applicant meet the current objectives of the Arapahoe County Open Space Resolution #110637 adopted 12/5/11. Specifically, this project meets the approved ballot element identified including: - Provide, maintain and improve neighborhood parks, open space, sports fields, picnic facilities and biking, walking and multi-use trails; Construction of the Romans Park Tennis Courts and new Playgrounds meets this fundamental need. This project will enhance an under-served neighborhood by providing a common location to gather around a newly completed playground and tennis court facility. Improvements made by this project will enhance the outdoor experience while encouraging youth and their families to spend more time outdoors. Page 330 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 5 of 23 Budget Narrative* Provide a clear and concise budget narrative. Include details about expenses in each budget category, justification for any unusual line items, and an explanation of how you arrived at these estimates. Include amounts and sources of cash/in-kind match. The total project budget is $700,000 and this grant proposal is requesting $500,000 from the Arapahoe County Open Spaces grant program. The City of Englewood has committed and secured $200,000 reflecting a 28.5% cash match using ACOS Share back funds. We will be responsible for any overages in the project costs. The City of Englewood is also seeking up to $20,000 of Category III Funds from the United States Tennis Association as an additional funding partner. The line item project costs included were calculated March 2019. With Englewood’s long history of constructing, updating and maintaining park amenities, these budget numbers are guaranteed. • Demolition and Erosion Control- $58,000: Includes mobilization, erosion control, temporary fencing, removal of: equipment, edging materials, tennis courts and walkways • Landscape & Grading - $29,300: Includes soils, cuts, fills, grading and sod • Site Improvements – $316,000: Tennis Courts-($197,000), playground curb/boulder/fiber mulch, Tennis/Dumor benches, concrete walkway/retaining wall • Playground Equipment - $278,000: 2-5 year play equipment; 5-12 year play equipment • Irrigation - $18,700: Spray system restoration • Total estimated cost - $700,000 The costs reflected above have been reviewed by the planning team, project partners and design team. The costs identified represent extremely competitive costs for this type of project. Page 331 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 6 of 23 Question 1* Describe the project goals, scope, expected results, and deliverables. Describe project elements, including useful life. Discuss the current condition of the project site and what improvements are proposed and why. Discuss how this project improves access to the outdoors, connectivity, and/or educational opportunities. The City of Englewood, Parks and Recreation Division has hired the firm, Goodbee & Associates, Inc. to provide a site assessment, design drawings/specifications, and estimating services to address the needs to renovate the tennis courts and playgrounds. The City of Englewood has two primary goals to make improvements utilizing Arapahoe County Grant Funds to the Romans Park. 1. Tennis Courts: The 1st goal is total replacement of the existing damaged Tennis courts and upgrade the tennis court area to be safer and compliant with United States Tennis Association (USTA) Guidelines to accommodate both children and adults. The existing tennis courts have multiple cracks, low spots and peeling surfaces. They have been used by both residents and school groups in the past, however, are largely unused by the community due to the poor conditions and have been recently closed. The first project goal includes replacement of damaged tennis courts with functional post tension concrete that last up to 7 times longer than asphalt courts, have a more controlled slope for drainage, less potential liability from structural cracking and increased resistance to settling and/or heaving. This type of court may be constructed over existing courts with less major excavation and transporting of material. (Less waste/pollution). 2. Playgrounds: The 2nd goal is to relocate the existing 5-12-year-old play area in adjacent proximity to the 2-5-year-old play area. This relocation will be safer and more convenient for child caretakers to supervise children. Both new playgrounds will be updated with American Society Testing and Materials (ASTM) new and safer equipment and materials that will also be surrounded by American Disabilities Act (ADA) compliant walkways. This Romans Park renovation project aims to improve community resources by providing newly designed and constructed tennis courts and a new, collocated, accessible neighborhood playground for all ages. The existing facilities consist of two play pits approximately 7750 S.F. The 5 to 12 area contains 2 aging structures and a swing set. The 2 to 5 area contains a climbing wall, a see saw, 2 spring animals and a swing. Paint is peeling on the play structures, see saw and swings and the slides have cracked and peeling plastic. There is no accessible swing and only the 2-5 play area contains accessible play events. There is currently no ADA compliant access route to the playgrounds. The play pits are surrounded by wood timbers that are splintered and uncomfortable to sit on. The 2 to 5 area contains a pea gravel surface which is not accessible. Currently, the two play areas are separated by a restroom building. For parents and caretakers with children of both age groups, they cannot monitor both play areas at the same time. There is a considerable amount of wasted play area space. Page 332 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 7 of 23 The second project goal is to provide an updated accessible children’s playground that is currently not accessible from a sidewalk, play surfacing or equipment standpoint. The Project will provide improvements in three key areas: 1. A 6’ accessible route concrete sidewalk will be constructed up to the play pit areas. The slope of the walk will not exceed 4.5%. An ADA access ramp will also be provided for entrance into each play pit. 2. The play pits will receive an ADA compliant surface material such as engineered wood fiber. 3. New ADA accessible equipment will be provided for both the 2-5 and 5-12 age groups. • The 2-5 age group will have 1 accessible play structure (with 6 play events – 3 elevated and 3 ground). In addition, this area will include 2 more accessible ground play events and 2 swings. • The 5-12 age group will have 1 accessible play structure (with 9 play events – 5 elevated and 4 ground), 1 net climber, an accessible spinner, see saw and 4 swings, 1 of which will be accessible. Sustainability/Recycled Materials Playground surfacing material is made from 100% recycled materials. Soils excavated for new play pits will be utilized on site in fill areas needed for access route and smoothing out slope transition between 2 to 5 play pit and tennis court removal. Proposed benches are made from the highest percentage of post-consumer and post-industrial content steel. The project will be designed to provide updated, accessible children’s playgrounds with minimal existing vegetation removal. Some existing play equipment will be removed, reconditioned and placed in other city locations. Additionally, some designated metal play equipment will be repurposed as art for future projects. Several mature shade trees that surround the Project Site will require tree protection fencing during construction and will provide long-term shade for the new playground. The City will provide ongoing park and playground maintenance. Accessibility requirements The proposed project will improve access to the outdoors, connectivity, and/or educational opportunities. The City’s goal to provide nearby recreation and leisure opportunities within walking distance (one-half mile) of residential areas will be met by completing this project. Importantly, we will meet the City’s goal to provide a common area for neighbors of all ages to gather, socialize and play; interactive play equipment; ADA accessible trails; and shaded areas for picnics and sitting once this project is completed. The following guidelines are all addressed in this design proposal: https://www.access-board.gov/guidelines-and-standards/streets-sidewalks/public-rights- ofway/background/access-advisory-committee-final-report/x02-new-construction- minimumrequirements-x02-1-public-sidewalks - updated guidelines Page 333 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 8 of 23 https://www.access-board.gov/guidelines-and-standards/buildings-and-sites/about-the- adastandards/ada-standards/chapter-4-accessible-routes#405%20Ramps – public sidewalks https://www.access-board.gov/attachments/article/1369/play-guide.pdf - playgrounds Page 334 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 9 of 23 Question 2* Describe the community/neighborhood and user groups the project will serve. Discuss the type of users (children, families, seniors, sports leagues, etc.), and estimate the number of users that will benefit annually. How did you arrive at this estimate? Include up to five community support letters in the Attachments section. Support letters should come from users, working groups, community members, volunteers, schools, etc. Letters should be dated within the last six months. Romans Park is a City of Englewood neighborhood park and has a total of 4.6 acres. This neighborhood has historically represented a lower income level within Englewood and now includes four Census Block Groups within a quarter mile of Romans Park. The total population of the surrounding four Census Block Groups is 6,138, with 1,429 children under the age of 18. Most houses in this neighborhood are small, single family bungalows approximately 1000-1600 SF and built in the 1950’s; there are also several multi-family apartment buildings that border the park on the south side. Median household incomes vary greatly between the western Census Block Groups and the eastern Census Block Groups. The median household incomes for the western Census Block Groups are $27,805 and $50,555, while the eastern Census Block Groups have higher than average median household incomes than for the City of Englewood as a whole. There is a significant percentage of persons living in female headed households within the four Census Block Groups (33.3%). A significant percentage of the total population of the four Census Blocks Districts is of Hispanic origin. The Denver Regional Council of Governments has designated parts of the Romans Park as Environmental Justice Zones due to significant minority populations and low incomes. Charles Hay World School serves the educational needs of Romans Park. The population of Charles Hay World School is 60.7% white and 29.8% Hispanic. The percentage of students receiving free or discounted lunches is 55.7%. Park users include families, children, young adults, adults and seniors that might be running, walking, playing, dog walking, relaxing, and simply enjoying being outdoors within an urban environment. Most park visitors live within one-half mile walking distance of the park. Today, you might see youth playing basketball on the court and trying to play soccer in the grassy areas; children ages 2 to 12 years playing on the playground; visitors of all ages stretching and relaxing on the green open space; friends playing a friendly game of basketball; and guests of all ages seeking a place to sit and relax under the notorious Mushroom Sculptures and the small covered shelter next to the playground. The proposed playground replacement will be predominately visited by children ages 2 to 12 and their parents, friends, caregivers, grandparents and neighbors. We anticipate these visitors being the primary users of the new playground equipment. Support letters have been gathered from several organizations. Pirates Youth Sports will be utilizing the park on the west side for young elementary age soccer, another possibility is usage for tennis day camps. St. Mary’s Academy has stated their interest in renting the Tennis Courts for their Middle School program. The local elementary school, Charles Hay World School has supported the improvements needed to support the after-school youth sports programs and recreational needs. The Friends of Page 335 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 10 of 23 Englewood Parks stated Romans Park is an area where young families with children seek to visit the playgrounds with their children. Thus, Roman Park could be easily programmed for 5 days per week on a steady basis for children ages 3-18. Additionally, adults and senior citizen programs in Tennis and Pickleball are growing rapidly and this location is convenient and would be highly sought after for tennis practice and USTA games. Englewood Parks and Recreation Department estimates 300 children and youth players visit the park monthly for programmed sports as mentioned above. In addition, based on similar park size and amenities activity usage is approximately 1000 monthly users, or 15,000 annual users including siblings, family members, and neighbors attending the sport events, will benefit from the new playground equipment and tennis courts. Most current United States Census Block reports and City of Englewood Parks and Recreation 2017 Master Plan data support these estimates. In addition to the programmed groups, the City could be positioned to receive athletic field/tennis court rentals for day camps, USTA matches and athletic events. Page 336 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 11 of 23 Question 3* Discuss the need and urgency for this project and why it is a priority. Was the project prioritized in a master plan or other planning document, an independent community planning process, a working group, etc.? Is this part of a larger phased project? What opportunities will be lost if this project is not funded now? The need and urgency for new tennis courts and playground equipment is high. The tennis courts are badly cracked and have uneven surfaces, it currently is closed due to safety conditions. The playground has not had any improvements for over 25 years. The playground equipment is outdated and not ADA compliant. It is important to demonstrate to the community that the City of Englewood is willing to invest the ACOS Funds in this neighborhood to improve safety conditions and offer a place where residents can enjoy outdoor recreational activities. As the number of residents in the community and interest in playing outdoors increase, the immediate priority is to improve the existing parks to support additional use. Many of Englewood’s older parks like Romans Park need upgrades or enhancements to meet current recreational, aesthetic and safety needs and trends, and increase residents' satisfaction levels. Renovating Romans Park is currently identified as a priority in the 2017 Master Plan. According to Real Estate demographics, the neighborhood surrounding Romans Park is experiencing a large increase in turnover, as many homes are selling, and new younger families are moving into the neighborhood. The City’s priorities, based on the Parks and Recreation Master Plan (2017), support system-wide enhancements at most parks to include playground upgrades, shelters, open space and natural areas, where not already completed; integration of imaginative play and unique play features; and, ADA compliant walkways, curbs, and restrooms. The proposed components of this project meet this priority. The recommendations outlined in the updated 2017 City’s Master Plan for Romans Park include replacing the tennis courts, expanding the small playground and replacing old playground equipment, and adding new accessible walkways. Also, by adding a smaller youth sized soccer field to the Park’s west side grassy area, another goal of developing more athletic field space would be recognized. According to the 2017 Master Plan, nearly 40% of Englewood’s residents polled were not satisfied with the community’s park playgrounds. Our assessment is that this poor/fair rating is due to the age, conditions, inaccessibility and unappealing older playgrounds. Romans Park has one of these older playgrounds. In addition, the Friends of Englewood Parks (FEP) a locally formed committee, has made several presentations to the City of Englewood during City Council meetings. This committee did extensive research noting the local demographics that surround Romans Park. The presentation states the park is surrounded by 3 apartment complexes, and hundreds of smaller homes, with many new families moving into the area. There is a school bus stop along Floyd Ave in front of the park and committee members witnessed 20-40 people after school visiting the park. Many photos of park equipment were taken, and conditions were accessed and noted in a report, (see attachment). FEP conducted a local survey and gained 100% support, from 50 community members polled, to renovate the park due to public concerns. In subsequent meetings, the FEP committee continued to make requests to the City Council to seek Page 337 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 12 of 23 additional Grant funding for needed improvements to Romans Park. The City of Englewood has made a commitment to the FEP committee and is seeking ACOS Grant money to renovate Romans Park. The City has secured $200,000 in matching funds and is applying for $20,000 from the USTA Grant Funding for this Romans Park project. However, if this project is delayed, due to non-funding of this Arapahoe County Open Space Grant, the City funds will be shifted to Cushing Park improvements which are slated for funding in fall of 2020. We do not want to miss this opportunity as this would impact the neighboring communities by limiting their recreational and outdoor needs. There is always potential for development costs to rise so we would like to secure current costs. This project is ready to go with the goal to begin construction in March 2020 and complete the project within six months. Page 338 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 13 of 23 Question 4* Summarize any planning completed prior to submitting this grant proposal. Is design and engineering complete? Does the project necessitate a zoning change? List any permits that need to be obtained and status of obtaining those permits (Federal 404, County or City, Storm Water Drainage, etc.). If applicable, include eligible planning costs in the match section of the Detailed Expense Budget Form (costs must be incurred within 90 days of application submission and pre-approved by Grants Program staff) and include proof of any such expenses in the Attachments section. The City hired a design consultant from Goodbee & Associates, LLC, a Landscape Architect and Environmental Services Firm, to conduct a site assessment, provide drawings, specifications and obtain estimates associated with the Romans Park Tennis, Playground and Soccer field improvements. The plan includes site work, demolition, purchase and installation of all equipment, landscaping, grading, planting, irrigation and walkways. The 2017 City Master Plan has guided the process of ensuring all issues and needs are addressed with upgrading the aging park to meet current design and accessibility standards. The City is not requesting the reimbursement of any planning costs that have been incurred. The Design plan is 100% complete and does not require a zoning change. This park lies within a flood retention zone and the permits identified to meet all City and County requirements are as follows: Building Permit, Grading Permit and Stormwater Drainage Permits with estimated costs of $2500 that are included in construction costs. Page 339 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 14 of 23 Question 5* Describe how the project will be completed within the required two-year timeframe. Discuss the agency's capacity to complete the project, including project management, resources, and experience implementing similar projects. The City retained Goodbee & Associates, Inc. as a Landscape Architect, and Environmental Consultant to do a site assessment and design plan for new tennis courts, playgrounds, walkways and soccer fields. The consultant will also perform site visits and oversee construction. The Romans Park Design, Budget and Timeline is complete and has been approved by the City Council as attached. The playground project will need to bid out as designated the City’s policy and charter, the bidding process is planned for Fall 2019. The timeline includes 6 months for the solicitation of vendors, project bidding, City Council approval, ordering materials, and site preparation. Project Management will be assigned internally by the City’s Parks and Recreation Department to an experienced design/construction project manager to oversee all contractors, including the consultant, Goodbee & Associates, Inc. We anticipate the construction period will take a minimum of 6 months to regrade and construct the playgrounds and tennis courts. We anticipate completing the project by September 2019. Our past ACOS projects include Jason Park Playground, Rotolo Park Playground, Northwest Greenbelt Playground and Belleview Park Improvements have all successfully adhered to the proposed schedule and budget. The City has demonstrated its capacity to follow timelines and complete projects on schedule for the past several decades. Page 340 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 15 of 23 Question 6* Summarize any efforts to obtain public input, disseminate information to the public, develop partnerships, and garner community support for this project. Evidence of a transparent public process will be required. List the stakeholders that are involved. Discuss any known or anticipated opposition to this project and how this will be addressed. If applicable, include letters, petitions, or other documents evidencing opposition in the Attachments section. The Friends of Englewood Parks (FEP) committee held a public meeting on September 15, 2018 after presenting their concerns about the aging Romans Park at the City of Englewood Council meeting. FEP co-founders, Emily Gonzales and Jessica Dory led an initiative to conduct a current assessment of Roman’s Park. The assessment included: • Photographs of current conditions of playgrounds, tennis courts, benches and walkways • Recording observations of number of daily visitors • Comparable analysis of other cities and their park budgets • Market research of available sustainable playground equipment • Survey results of neighborhood community members FEP provided their findings with a Power Point presentation at a City Council meeting. FEP surveyed 50 residents and gained 100% support to petition the City Council to seek additional Grant funding to renovate the aging Romans Park infrastructure. Attached are subsequent newspaper articles from the Englewood Herald dated 9/12/2018 and 9/22/2018 reporting on the efforts of the FEP. There is no known opposition to this project. Page 341 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 16 of 23 Question 7* How much of your planned cash match is secured? If applicable, what are your plans for securing additional funds? Describe cash and in-kind match partnerships established for this project. Include partner support letters in the Attachments section and include cash match from partners on the Budget Forms. Grant recipients are responsible for project cost overruns. The cash match of $200,000, nearly 30% of total project cost is fully secured for this project using ACOS Share Back funds. This project will not need to raise funds to secure the match. Englewood fully understands that all overruns are the responsibility of the City. The City is also pursuing another grant partnership with the United States Tennis Association (USTA) for a Capital III level grant of $20,000. Support Letters have been received from the following organizations: • Friends of Englewood Parks • Charles Hay World Elementary School • Pirate Youth Sports • St. Mary’s Academy • Local Romans Park neighborhood citizen Page 342 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 17 of 23 Question 8* Describe any scenic, historic, or cultural values associated with the project site. Will they be preserved or restored? Discuss specific natural resources at the site (habitat, water, wildlife, vegetation, etc.) and impacts to these resources as a result of this project. If applicable, discuss environmental sustainability benefits of this project (such as energy or water conservation, water quality improvement, etc.). The Romans Park Tennis Courts and Playground Improvement project will result in little or no impact to the natural resources in the area since there are no native ecosystems that will be impacted by this project; no mitigation is required. Predominant wildlife species include red fox squirrel, rabbit, skunk, raccoon, red fox, coyote and various bird species typical in the urban/suburban setting. This park is unique because the community has requested the City to repurpose several existing playground structures in some capacity. This park has been visited by multiple generations throughout the years and the area residents have a cultural connection to the existing features of playground equipment, although the equipment is extremely well worn and do not meet ADA or safety standards. To meet the community’s request to preserve specific historic playground elements, the City’s Facilities team will remove, and store identified metal playground equipment for later usage. The City anticipates these recycled design elements will be recreated to provide art and functionality, enhancing future park projects. Page 343 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 18 of 23 Question 9* Discuss ownership and legal access at the proposed project site. Detail any third-party rights, easements, or other encumbrances that exist. Provide supporting documentation showing ownership, legal access, and/or permission from landowner in the Attachments section. The City of Englewood owns the property designated for the proposed project. During construction, the crews will not need to access any other land/property owner for right of way. All construction access will be on the City of Englewood’s property. The project site is maintained as open space/park land. See attachments for Legal Deed of ownership document. Page 344 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 19 of 23 Question 10* Describe long-term plans for maintaining the project. Who will be responsible for maintenance? Estimate annual costs to maintain the project site, and explain how maintaining the site will affect your agency’s budget. The City of Englewood will manage the complete and long-term maintenance of this playground replacement project including litter control and vandalism repairs. Since this project is for new equipment and construction, there will be minimal maintenance. The primary maintenance needs for this project will include trash pickup, graffiti removal, and spreading/adding engineered wood fiber annually. Funding has been budgeted for maintenance in the 2019 Parks General Fund Budget for this park. If the project is funded there are not any budget increases anticipated to maintain the playground, and this budget has been approved. The City of Englewood has demonstrated their stewardship of the parks, playgrounds and open spaces throughout the years. We will continue to follow the high-quality maintenance currently provided with this project. Page 345 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 20 of 23 Question 11* Describe how this project will address inclusivity per Americans with Disabilities Act guidelines. The Romans Park Tennis, Playground and Walkways Improvement project includes designs to fully comply with current ADA Guidelines. The playground will include ADA accessible play equipment (swings and play structures) to meet all guest play needs. The proposed engineered wood fiber playground surface has high impact absorbing qualities yet firm, slip resistant surface that meets accessibility guidelines. The design provides for an updated accessible children’s playground that is currently not accessible from a sidewalk, play surfacing or equipment standpoint. The Project will provide improvements in three key areas: 1. A 6’ accessible route concrete sidewalk will be made up to the play pit areas. The slope of the walk will not exceed 4.5%. An ADA access ramp will also be provided for entrance into each play pit. 2. The play pits will receive an ADA compliant surface material such as engineered wood fiber. 3. New ADA accessible equipment will be provided for both the 2-5 and 5-12 age groups. • The 2-5 age group will have 1 accessible play structure (with 6 play events – 3 elevated and 3 ground). In addition, this area will include 2 more accessible ground play events and 2 swings. • The 5-12 age group will have 1 accessible play structure (with 9 play events – 5 elevated and 4 ground), 1 net climber, an accessible spinner, see saw and 4 swings, 1 of which will be accessible. Inclusivity per the Americans with Disabilities Act: A primary focus of this improvement project is to ensure children with disabilities are generally able to access the diversity of play components at Romans Park. The new play pits and equipment will meet both ADA surface requirements and ASTM safety standards. ADA wear mats will also be installed under all swings, slides, and poles. To this end, several guidelines have been specifically addressed: 1. A concrete sidewalk and ramp to provide access to the play areas. Sidewalk slope is 4% for approximately 75 feet. 2. 2 play pits are provided, to separate age groups for compliance. 3. All play equipment has an accessible route. 4. Based upon the number of elevated play components (8 provided), we meet the minimum number of different types of ground level play components required (7 provided). Page 346 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 21 of 23 Question 12* If successful in obtaining this grant, how will the agency use this project to inform citizens about the value of the Arapahoe County Open Space Sales and Use Tax? Discuss plans for public outreach, signage, celebration, dedication, etc. The City of Englewood will partner with Arapahoe County on all media release, articles and stories relevant to the Jason Park Playground Replacement project. The use of ACOS sales tax dollars support the playground project will also be included in the Englewood Herald newspaper and additional local community publications. Information will be shared via the City’s website and in the Englewood Citizens Newsletter, which the City distributes to all Englewood households. An Arapahoe County Open Space Sign will be installed on the site upon project completion. County Commissioners and OSTASB Board Members will be invited to visit upon request. Through prior trail and park openings, ribbon cuttings, and volunteer events, the City of Englewood has demonstrated their support of ACOS Programs to the community. We have installed public recognition signs throughout the City’s parks, trails and open spaces demonstrating our support of ACOS. Page 347 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 22 of 23 Attachment 1: Evidence of Support from Highest Authority* Please attach evidence of support from the agency's highest authority (official letter or resolution) as a PDF document. At a minimum, this document must include: project title, amount of grant funds requested, statement that matching funds are secured and/or efforts to secure funds are underway (include the amount of matching funds committed), and certification that the project will be open to the public or serve a public purpose upon completion. A sample resolution is available on the Open Space website. Please name your file as follows: Applicant_SupportHighestAuthority.pdf [1 MiB allowed] Attachment 2: Evidence of Community Support* Please attach up to 5 letters of support from users, working groups, community members, volunteers, schools, etc. as a single PDF document. Letters should be specific to the project and dated within the last 6 months. Please name your file as follows: Applicant_CommunitySupport.pdf [1 MiB allowed] Attachment 3: Documentation of Opposition* Please attach documentation of opposition to the project (such as letters, petitions, articles, etc.) as a single PDF document. If there is no known opposition, please attach a page stating that this section is not applicable. Please name your file as follows: Applicant_Opposition.pdf [1 MiB allowed] Attachment 4: Evidence of Commitment from Project Partners* Please attach evidence of commitment from project partners (such as partner support letters, commitment to provide cash/in-kind match, or maintenance agreements) as a single PDF document. There is no maximum allowable number of partner support letters. If there are no partners for this project, please attach a page stating that this section is not applicable. Please name your file as follows: Applicant_PartnerCommitments.pdf [1 MiB allowed] Attachment 5: Primary Project Photo* Please attach one high resolution photo in JPG format. Please choose the photo that provides the best overall representation of your project. This photo will be used for presentations and/or publications. Please name your file as follows: Applicant_PrimaryPhoto.jpg [7 MiB allowed] Page 348 of 373 Romans Park Arapahoe County Open Space GRANT - DRAFT created Page 23 of 23 Attachment 6: Photos* Please attach photos of existing conditions at the project site (including captions) as a single PDF document. Include conceptual drawings if applicable. Please name your file as follows: Applicant_Photos.pdf [5 MiB allowed] Attachment 7: Maps* Please attach a site map and a vicinity map as a single PDF document. Please name your file as follows: Applicant_Maps.pdf [2 MiB allowed] Attachment 8: Site Visit Form* Please attach a completed site visit form as a PDF document. Required forms are available on the Open Space website. Please name your file as follows: Applicant_SiteVisitForm.pdf [1 MiB allowed] Attachment 9: Evidence of Property Ownership/Access* Please attach evidence of property ownership/legal access (legal documentation, ArapaMAP, etc.) as a PDF document. Please name your file as follows: Applicant_EvidenceofOwnership.pdf [1 MiB allowed] Attachment 10: Other Attachments Please attach additional supporting documentation (news articles, cost estimates, etc.) as a single PDF document. Please name your file as follows: Applicant_OtherAttachments.pdf [2 MiB allowed] Confirmation Please click the "I Agree" button below to certify that your application is complete and ready to submit. Once submitted, applications are final and cannot be returned. Page 349 of 373 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Maria DAndrea DEPARTMENT: Public Works DATE: March 18, 2019 SUBJECT: Approval of Change Order with Adolfson & Peterson for Police Headquarter Building Modifications DESCRIPTION: Approval of Change Order with Adolfson & Peterson for Police Headquarter Building Modifications RECOMMENDATION: Staff recommends approving, by motion, a change order with Adolfson & Peterson Colorado, Inc. in the amount of $811,935.98 for completion of the parking lot perimeter wall and the parking lot canopies. PREVIOUS COUNCIL ACTION: Date Item 11/6/2017 Bond Premium Discussion 10/1/2018 Bond Premium Discussion 2/25/2019 Bond Premium Discussion Varies Periodic construction updates SUMMARY: Two key additions to the Police Headquarters Building are proposed: • Completion of the Parking Lot Canopies over parking spaces • Construction of a Parking Lot Perimeter Wall in lieu of a chain link metal fence The cost of these two items totals $811,935.98. Bond premium funding is proposed to be used for these two expenditures. A summary of the project budget, including all additional items, is attached. These additions will cause the contract to be extended by 30 days. ANALYSIS: The original schematic plans for the new Police Headquarters Building included a two-story parking garage structure. The parking structure would have provided adequate parking & security for employee vehicles as well as all of the Police Department's vehicles and specialized equipment such as the SWAT vehicle. The parking structure was removed from the design at the schematic design phase, due to cost, and replaced with a surface parking lot. Several key safety & security additions to the project were discussed with the City Council at Study Sessions. These include: Page 350 of 373 Parking Lot Canopies Another item deleted from the design plans was to construct only half of the parking lot canopies. The reason for this was to maximize the available contingency for the project, in case it was needed for building-related items. The final design for all of the canopies was included in the architect's scope and is nearly completed. Providing canopies to cover vehicles & equipment will help to prevent damage and provide an additional measure of security within the lot. Also, considering the logistical challenges (footing installation) to construct the canopies after the parking lot is operational, staff is recommending construction of the remaining canopies as a part of the contractor's current work. This will require an extension to the contract of 15 days. Parking Lot Perimeter Wall The construction drawings which were issued for bids included a chain link mesh metal fence around the perimeter of the parking lot. $211,000 was included in Adolfson & Peterson's bid for this fence. Due to safety concerns, Police staff is recommending that a solid wall be provided around the perimeter of the parking lot to limit visual intrusion and additional protection from the adjacent public spaces. The additional cost of the wall (above the planned cost of the fence) is estimated $206,000. This work will require an extension to the contract of 15 days. FINANCIAL IMPLICATIONS: The ballot issue passed by voters on November 8, 2016 provided for the use of funds to complete construction of the Police Headquarters Building and provided funding "to the extent funds are available to address other safety services' needs." These two items directly impact the safety and security of police & fire personnel. The bond issuance was for $27,000,000 plus an additional $5,826,363.50 in issue premium for total proceeds of $32,826,363.50. The premium was generated solely due to market conditions and coupon structure, at the request of the city. The funds available to the city, after issuance costs and underwriter fees of $194,585.00, are $32,631,778.50. At the October 1, 2018 and February 25, 2019 Study Sessions, staff presented several items for funding using the available bond premium. The most significant one of these was remodeling the existing Fox Annex building at an estimated cost of $1,694,234. Using bond premium funds for these two proposed expenditures (including the previously discussed items) would leave a remaining balance of $1,027,774.88. Total Available Funds $32,631,778.50 Costs Police Building Construction $26,795,046.49 SWAT Vehicle $265,931.00 10/1/18 Premium Discussion Items Additional Contingency (if needed) $250,000.00 Other Building Items (including completion of parking lot canopies at $605,935.98) $810,889.49 Page 351 of 373 Vehicles & Equipment $182,363.83 Fox Annex Building Remodel $1,694,234.00 Record Management System $530,156.71 Radio System $504,382.10 Total-10/1/18 Premium Items $3,972,026.13 Additional Safety & Security Items: Ballistic Window Glass Film $185,000.00 Parking Lot Perimeter Wall $206,000.00 Fire Station Fire Suppression System $180,000.00 Total Additional Costs $571,000.00 Total Anticipated Project Costs $31,604,003.62 Remaining Available Funds $1,027,774.88 ALTERNATIVES: Parking Lot Canopies: The alternative would be to leave approximately half of the parking lot without coverage. This will potentially cause premature aging & damage to the city's vehicles & equipment. Perimeter Wall: The alternative would be to install a fence (such as a metal chain link) that allows for visual access to the site; this alternative is already included in the bid price CONCLUSION: Staff recommends approving, by motion, a change order with Adolfson & Peterson Colorado, Inc. in the amount of $811,935.98 for completion of the parking lot perimeter wall and the parking lot canopies. ATTACHMENTS: Change Order #8 Form Police Building Funding & Cost Summary Parking Lot Renderings Page 352 of 373 ______________________________________________________________________________________ 1000 Englewood Parkway, Englewood, Colorado 80110-2373 (303) 762-2300 www.englewoodgov.org 1 CHANGE ORDER Date: 3/1/19 Change Order #: 08 Project Name: Police Headquarters Building Contract #: N/A Department: Public Works PO #: 2017-380 Project Manager: Maria D’Andrea Original Agreement Date: 06/05/17 Contractor: Adolfson & Peterson Construction Location: Police Headquarters Bldg. CHANGE ORDER TYPE Select the best description of this Change Order (Check one) : Standard Change Order Emergency (Authorization attached) Unforeseen Site Conditions (Justification attached) X Substantial (Authorization attached) CONTRACT SUMMARY Original Contract Amount: $ 21,029,755.00 Original completion date: 08/03/2019 Previous Change Order(s): $ 514,467.02 Previous change in time: ( 0 ) Days Contract Amount Prior to this Change Order: $ 21,621,102.84 Completion Date Prior to this Change Order: 09/30/2019 Amount of this Change Order: $ 811,935.98 Change in contract time: ( 30 ) Days New Contract Amount: $ 22,433,038.82 New Completion Date: 10/11/2019 CHANGE ORDER SUMMARY The following changes are hereby made to the contract documents: Ref # Summary Description Change in Contract Price Change in Contract Time Initiated By: Parking Lot Canopies (completion of portion of canopies which were not included in original Bid Amount) $605,935.98 15 Days Owner Parking Lot Perimeter Wall (difference between Bid Amount for fence and Actual Cost for Perimeter Wall) $206,000.00 15 Days Owner Total $811,935.98 30 Days Page 353 of 373 ______________________________________________________________________________________ 1000 Englewood Parkway, Englewood, Colorado 80110-2373 (303) 762-2300 www.englewoodgov.org 2 CHANGE ORDER APPROVALS REQUIRED The parties understand and agree that this Change Order does not amend or change the terms of the original contract/agreement entered into by the parties on: 06/05/17 (Original Agreement Date) Recommended for Approval by Project Manager: Date: Approved by Department Director: Date: Accepted & Approved by City Manager: Date: Accepted & Approved by City Council on ___________, 2019. Page 354 of 373 Englewood Police Headquarters Building - Funding & Cost Summary 2/20/2019 Funds Received Bond Proceeds $27,000,000.00 Bond Premium (Net of Cost Issuance & Underwriter Fees)$5,631,778.50 Total Available Funds (excluding interest)$32,631,778.50 Anticipated Costs Police Building Construction $26,795,046.49 SWAT Vehicle $265,931.00 Expenditures per 10/1/18 Council Study Session Additional Contingency (if necessary)$250,000.00 Other Building Items Police Building Contingency $204,953.51 Completion of parking lot canopy $605,935.98 SubTotal-Other Building Items $810,889.49 Vehicles & Equipment SWAT Crisis Negotiator Throw Phone $23,924.00 Ballistic Shields (SWAT & Patrol)$18,590.00 Utility Vehicle $23,518.06 Agile Mesh Video/Incident Command, Armored Rescue SWAT Vehicle $77,640.00 LAWS Incident Command Van/SWAT/Special Operations Exterior Upgrade $11,551.77 Adamson - Technical Video/SWAT Equipment $18,440.00 Admason Bounce Cameras $8,700.00 SubTotal-Vehicles & Equipment $182,363.83 Fox Building Annex $1,694,234.00 Record Management System $530,156.71 Radio System $504,382.10 Total 10/1/18 Expenditures $3,972,026.13 Additional Costs Parking Lot Perimeter Wall $206,000.00 Ballistic Glass film (North side)$185,000.00 Jefferson Fire Station Sprinkler System $180,000.00 Total-Additional Costs $571,000.00 Total Anticipated Project Costs $31,604,003.62 Remaining Project Balance $1,027,774.88 Page 355 of 373 Englewood Police Department 2.20.2019 Englewood Police Headquarters Englewood Police DepartmentPage 356 of 373 Englewood Police Department 2.20.2019 Englewood Police Headquarters Englewood Police DepartmentPage 357 of 373 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Dorothy Hargrove DEPARTMENT: City Manager's Office DATE: March 18, 2019 SUBJECT: Citizen of the Year Decision DESCRIPTION: Citizen of the Year Decision RECOMMENDATION: Staff recommends that Council pass, by motion, the selection of William (Bill) A. Clayton, Jr. as the 2019 Citizen of the Year in order to move forward with planning the celebration scheduled for May 13, 2019. PREVIOUS COUNCIL ACTION: The City Council discussed all 2019 Citizen of the Year nominations at the March 4 Study Session. Consensus was to move forward with the selection of William (Bill) A. Clayton, Jr. ATTACHMENTS: Bill Clayton COY Final nomination forms Page 358 of 373 Page 359 of 373 Page 360 of 373 William A. Clayton Jr. 958 East Cornell Ave Englewood, CO 80113 303-789-3230 Born July 2, 1946 at Porter Hospital to William Clayton, Sr. and Barbara Clayton Attended North Elementary School and Charles Hay Elementary School the first year it was open. Attended Flood Middle School, and then Englewood High School. Graduated 1964, went on to the University of Denver Graduated 1969; BA Economics with a Math Minor Graduated 1996; CU Denver, Master of Public Administration with a certificate in Nonprofit Governance Bill has been married to Joan Clayton for 48 years; they have two children; Daniel, a physician and Jennifer, a school teacher. They have 4 grandchildren. Began working for Celebrity Sports Center ( a division of Walt Disney Productions) on New Years Eve, 1965. Became Food and Beverage Manager in 1969 and transferred to Walt Disney World in the summer of 1971 as a Food and Beverage Supervisor, and Construction Completion Coordinator on the Disney World Project. Various management positions at Disney World, then returned to Celebrity Sports center as Food and Beverage Manager and Operations Manager. In 1976 left Disney to become controller for Tommy Wong's Island restaurants. In 1978 went to work for Denny's Inc. as a store manager, and manager trainer. Left Denny's in 1979 to own and operate the Great Western Trading Co. restaurant in Littleton, CO. Operated this restaurant on and off until finally sold in 1990. Owned and operated Snaxco, Inc., and the Coney Island snack concessions at Cherry Creek and Chatfield reservoir until 1998. Currently own Baltija, LLC and TBAC, LLC providing property management services. Community Activities: Member, 1967 United States Kayak Team, competing in Germany, Austria, Yugoslavia, and Czechoslovakia. Cubmaster, pack 347, about 1982-84 Canoe trainer and troop committee member, Scout Troop 92. Our Scouts took trips totaling over 500 miles of wilderness canoeing without any serious illness or injury, or loss of equipment. 1982-1990. Board of Directors and President, Inter-Faith Task Force (now Integrated Family Community Services) approx 1989-2000. Longtime supporter and donor at IFCS events, including the Annual Mini Golf tourney, the Golden Mile walk, and the Annual Nibbles and Sips event, where he and Joan have been a Table Host for several years. https://www.ifcs.org/ Page 361 of 373 Board of Directors and Secretary, Court House, Inc. providing housing and education to abused and neglected youth. Donor and supporter of various fundraising events. 1990-1995 Englewood City Council member 1988-1991, Mayor Pro-Tem 1988-1989. Member Parks and Rec Commission. During this time Englewood hired a new City Manager, proceeded to tear down and replace the Cinderella City shopping center and was looking forward to improving the business climate in the City. Englewood was also facing a $3 billion charge for participating in the Lowry Landfill, and Bill helped form the American Cities for Cleanup Equity (ACCE), and traveled to Washington, DC with representatives from Littleton and other American cities to testify before Congress to fix this problem. Englewood was eventually relieved of this hugely expensive and unfair burden. Bill was also named to the National League of Cities Policy Committee on the Environment and Natural Resources, and locally served as the Chairman of the Colorado Municipal League Municipal Court Policy Committee. Bill is proud of helping Englewood modernize it's sign code, allow for a banner sign location across Broadway, helping the city begin to modernize its operations with computers, fax machines, and establishing its first employee and citizen newsletters. Bill and Roger Koltay, another Council member created Project Build, a City project (which won national awards) to upgrade rundown housing in Englewood. Englewood Board of Adjustment and Appeals, 1992-1996 Member and Chairperson. Neighborhood Watch Captain, 1990's Bill also worked on the “Englewood Focusing on Tomorrow” visioning effort in the 1990's Englewood Small Business Development Corp, formed by the Englewood Downtown Development Association, the Greater Englewood Chamber and the City of Englewood to make loans to small businesses; Member and President 2010-2015. Book Sale Volunteer and Chairperson, working with other volunteers to raise thousands of dollars each year for the Englewood Public Library's annual book sale, 1999-2015 Volunteer reading coach, Cherrelyn and Clayton elementary School, early 2000's. School volunteer at Englewood's Finest Alternative High School, 1994-1996. Board of Directors, Member of the Chamber, President, Executive Director, Website administrator of the Greater Englewood Chamber of Commerce, 1974-present. Took over as Executive Director in 1999 after the previous Executive Director resigned, having misappropriated funds and nearly bankrupting the Chamber. Restored financial viability and hired a new Executive Director to lead the Chamber forward. Always drives his John Deere tractor in the parade. Board of Directors and Treasurer of WACHA, the Western Arapahoe County Homeless Alliance, which was founded by Tina Podolak and others. WACHA founded the House of Hope which is still (2019) the only homeless shelter for women and children in Arapahoe County. Bill worked with Tina and others to raise and borrow $350,000.00 to purchase the building, establish and fund the program, install fire sprinklers, new windows, modernize the kitchen, install handicap accessible bathrooms, and otherwise update the structure to make it safe and useful for homeless families. Bill was the grant manager of the Community Development Block grant for the installation of a whole building sprinkler system in the House of Hope, and obtained considerable donations to make this Page 362 of 373 project successful. In about 2000, WACHA purchased the building and gave the program and the building to Family Tree, Inc. Bill then joined the Family Tree, Inc. Board of Directors to facilitate the transfer and the operation of the building. Bill donated his time as the property manager of the building from about 1999-2002, at which point WACHA was able to pay off its loans and transfer the building to Family Tree, Inc. The City of Englewood played a big part in the establishment of the House of Hope shelter, assisting with employee donations, Housing Rehab funding, Board of Adjustment variances and personal assistance from many city employees. Family Tree, Inc. 2000-Present --Board of Directors, Secretary, Treasurer, twice President of the Board, member of the Finance, Communication, Real Estate, Bylaws committees. In addition to being an active member of Family Tree's Board of Directors, Bill has been a table host at Family Tree's annual Celebration of Achievement for several years and a donor to Family Tree, Inc. since about 2000. Family Tree, Inc. is the only organization in Colorado which helps families who struggle with the trauma of homelessness, child abuse, and domestic violence. Family Tree has been selected as the “Governor's Charity of the Year” in Colorado, and has been recognized for its integrity and open and transparent operations assisting a broad range of families and individuals. Persons who might write a letter: Scott Shields, CEO The Family Tree 3805 Marshall Street, Wheat Ridge, CO 80033 303-422-2133 Sandra Blythe-Perry, Executive Director Integrated Family Community Services 3370 So. Irving St, Englewood, CO 80110 303-789-0501 Randy Penn Greater Englewood Chamber of Commerce 3501 So. Broadway #2, Englewood, CO 303-789-4473 Gary Sears 603 East Cornell Ave Englewood, CO 80113 303-781-1640 Ted Vasalias Ted's Clothiers 3476 S Broadway, Englewood, CO 80113 Page 363 of 373 303-781-1382 Page 364 of 373 Name of Nominee: William A. (Bill) Clayton Jr. Address of Nominee: 958 East Cornell Ave Englewood, CO 80113 Nominee Phone: 303-789-3230 Nominee Email:tocip@yahoo.com Your Name: Doug Cohn Phone: _303-587-2407 Address: _3051 S Marion St. Englewood Co. 80113 Email: dcohn1@hotmail.com Nomination Letter: I have probably known Bill longer than anyone here. When Charles Hay School opened in 1953, he was in second grade and I was in first. He hung around with my older brother and me with his younger brother Scott. All through school he worked hard to keep us out of trouble. We joined Boy Scout Troop 97 and were scouts together for quite a long time. Bill has been very active in our community and has done many good things. His father was one of the last Justices of the Peace before the city created the municipal court system. He graduated from Englewood High in 1964 and earned a BA from Denver University in 1969. He has been married to Joan for 48 years which I quite a testimony in itself. Here are some of his achievements which have really helped our City: He was the Cubmaster, pack 347, about 1982-84.He was a canoe trainer and troop committee member, Scout Troop 92. Our Scouts took trips totaling over 500 miles of wilderness canoeing without any serious illness or injury, or loss of equipment. 1982-1990. He has been on Board of Directors and President, Inter-Faith Task Force (now Integrated Family Community Services) approx 1989-2000. Longtime supporter and donor at IFCS events, including the Annual Mini Golf tourney, the Golden Mile walk, and the Annual Nibbles and Sips event, where he and Joan have been a Table Host for several years. https://www.ifcs.org/ He was on the Board of Directors and Secretary, Court House, Inc. providing housing and education to abused and neglected youth. He was a donor and supporter of various fundraising events. 1990-1995 He has been very active in the city as an Englewood City Council member 1988-1991, Mayor Pro-Tem 1988-1989. He was a member of the Parks and Rec Commission. During this time Englewood hired a new City Manager, proceeded to tear down and replace the Cinderella City shopping center and was looking forward to improving the business climate in the City. Englewood was also facing a $3 billion charge for participating in the Lowry Landfill, and Bill helped form the American Cities for Cleanup Equity (ACCE), and traveled to Washington, DC with representatives from Littleton and other American cities to testify before Congress to fix this problem. Englewood was eventually relieved of this hugely expensive and unfair burden. Bill was also named to the National League of Cities Policy Committee on the Environment and Natural Resources, and locally served Page 365 of 373 as the Chairman of the Colorado Municipal League Municipal Court Policy Committee. Bill is proud of helping Englewood modernize its sign code, allow for a banner sign location across Broadway, helping the city begin to modernize its operations with computers, fax machines, and establishing its first employee and citizen newsletters. Bill and Roger Koltay, another Council member created Project Build, a City project (which won national awards) to upgrade rundown housing in Englewood. Englewood Board of Adjustment and Appeals, 1992-1996 Member and Chairperson. Bill also worked on the “Englewood Focusing on Tomorrow” visioning effort in the 1990's, Englewood Small Business Development Corp, formed by the Englewood Downtown Development Association, the Greater Englewood Chamber and the City of Englewood to make loans to small businesses; Member and President 2010-2015. He worked with the library Book Sale Volunteer and Chairperson, working with other volunteers to raise thousands of dollars each year for the Englewood Public Library's annual book sale, 1999-2015 He volunteered reading coach, Cherrelyn and Clayton elementary School, early 2000's. School volunteer at Englewood's Finest Alternative High School, 1994-1996. He has been a key player with the Chamber of Commerce.: Board of Directors, Member of the Chamber, President, Executive Director, Website administrator of the Greater Englewood Chamber of Commerce, 1974-present. Took over as Executive Director in 1999 after the previous Executive Director resigned, having misappropriated funds and nearly bankrupting the Chamber. Restored financial viability and hired a new Executive Director to lead the Chamber forward. Always drives his John Deere tractor in the parade. Board of Directors and Treasurer of WACHA, the Western Arapahoe County Homeless Alliance, which was founded by Tina Podolak and others. WACHA founded the House of Hope which is still (2019) the only homeless shelter for women and children in Arapahoe County. Bill worked with Tina and others to raise and borrow $350,000.00 to purchase the building, establish and fund the program, install fire sprinklers, new windows, modernize the kitchen, install handicap accessible bathrooms, and otherwise update the structure to make it safe and useful for homeless families. Bill was the grant manager of the Community Development Block grant for the installation of a whole building sprinkler system in the House of Hope, and obtained considerable donations to make this project successful. In about 2000, WACHA purchased the building and gave the program and the building to Family Tree, Inc. Bill then joined the Family Tree, Inc. Board of Directors to facilitate the transfer and the operation of the building. Bill donated his time as the property manager of the building from about 1999- 2002, at which point WACHA was able to pay off its loans and transfer the building to Family Tree, Inc. The City of Englewood played a big part in the establishment of the House of Hope shelter, assisting with employee donations, Housing Rehab funding, Board of Adjustment variances and personal assistance from many city employees. Family Tree, Inc. 2000-Present --Board of Directors, Secretary, Treasurer, twice President of the Board, member of the Finance, Communication, Real Estate, Bylaws committees. In addition to being an active member of Family Tree's Board of Directors, Bill has been a table host at Family Tree's annual Celebration of Achievement for several years and a Page 366 of 373 donor to Family Tree, Inc. since about 2000. Family Tree, Inc. is the only organization in Colorado which helps families who struggle with the trauma of homelessness, child abuse, and domestic violence. Family Tree has been selected as the “Governor's Charity of the Year” in Colorado, and has been recognized for its integrity and open and transparent operations assisting a broad range of families and individuals. Doug Cohn Page 367 of 373 Page 368 of 373 To: Mayor Linda Olson and Members of the Englewood City Council Cc: Dorothy Hargrove, Interim City Manager Regarding: Recognition of Bill Clayton as Englewood Citizen of the Year From: Gary Sears, Former City Manager February 14, 2019 Dear Mayor Olson, I was recently contacted by Linda Cohn regarding her application for Bill Clayton to be selected as Englewood’s 2019 Citizen of the Year. I am writing to support her nomination of Bill for this prestigious recognition. Prior to being selected as City Manager to Englewood, I had the opportunity to work with then, Mayor Pro‐ Tempore Bill Clayton, in activities involving the Colorado Municipal League. I was impressed with Bill regarding his leadership and dedication to the betterment of Englewood. After coming to work for Englewood, I worked closely with Bill and the Greater Englewood Chamber of Commerce regarding a variety of City projects and services to the businesses and Page 369 of 373 citizens of Englewood. I always found that Bill’s attitude of promoting the many positive features of Englewood and opportunities for growth was very helpful to the City initiatives and the future of the community. Bill is very knowledgeable and has a great deal of integrity. He worked hard for Englewood and was dedicated to making Englewood a better community through his public service and Chamber activities. I have also been informed that Bill is still very active in the Integrated Family Community Services program in Englewood, which is a very important service organization, improving so many lives in Englewood and the adjacent area. For these reasons and many more, I would strongly recommend that Bill be honored for his service to the Englewood community by naming him Citizen of the Year. I wish you the best in your future endeavors for Englewood. Gary Sears Former Englewood City Manager Page 370 of 373 Page 371 of 373 Page 372 of 373 Page 373 of 373