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Home My WebLink About2019-07-01 (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, July 1, 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 June 24, 2018. City Council Regular - 24 Jun 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 C ouncil. 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 presenta tion to Council may be submitted to the City Clerk as the speaker approaches the podium. A USB port is available for public presentation. a. Nathan Hoag, an Englewood resident, will address Council regarding an update of the South Platte clean up. b. 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 qu estions 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. Council Response to Public Comment. 8. Communications, Proclamations, and Appointments a. Resolution Appointing Board and Commission Members Pdf Approve the resolution appointing members to various boards, commissions and committees. Page 1 of 73 Englewood City Council Regular Agenda July 1, 2019 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. 9. Consent Agenda Items a. Approval of Ordinances on First Reading b. Approval of Ordinances on Second Reading. c. Resolutions and Motions i. Reappoint Associate Judge Angela Schmitz Pdf Presiding Judge Joe Jefferson would request that the City Council re-appoint, by Resolution, Angela Schmitz to serve a 4 year term as an Associate Judge for the City of Englewood, commencing July 6, 2019 and ending July 7, 2023. Staff: Court Administrator Tamara Wolfe 10. Public Hearing Items 11. Ordinances, Resolutions and Motions a. Approval of Ordinances on First Reading b. Approval of Ordinances on Second Reading c. Resolutions and Motions i. Award of Contract to Keene Concrete, Inc. for the 2019 Concrete Repair, Installation & Pedestrian Ramp Project Pdf Staff recommends approving, by Motion, a contract with Keene Concrete, Inc. in the amount of $1,090,413.06, for the 2019 Concrete Repair, Installation and Pedestrian Ramp Project. Staff: Public Works Director Maria D'Andrea ii. Consideration of a 2019 Budget Supplemental Appropriation Request for the Girard Avenue Sidewalk Construction Project Pdf Staff recommends approving the attached resolution which appropriates funds, in the amount of $190,322.83, from the Public Improvements Fund unappropriated fund balance to the Road and Bridge fund, for the construction of a 4-foot wide sidewalk on the north side of Girard Avenue, from the alley west of Emerson St. to Downing St. as well as portions along the south side of Girard Avenue, in this same length. Staff: Public Works Director Maria D'Andrea iii. Contract Approval for Civic Center Roof Replacement Project Pdf Staff recommends that the City Council award a contract, by Resolution, to Garland/DBS, Inc. in the amount of $1,555,940 with allowance for a 10% contingency of $155,590, if needed, for the roof replacement project. Public Works Director Maria D'Andrea 12. General Discussion a. Mayor's Choice Page 2 of 73 Englewood City Council Regular Agenda July 1, 2019 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. i. Agenda setting: Request from Planning and Zoning for a Special Meeting regarding Public Hearings. b. Council Members' Choice 13. City Manager’s Report 14. City Attorney’s Report 15. Adjournment Page 3 of 73 MINUTES City Council Regular Meeting Monday, June 24, 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 7:08 p.m. 2 Invocation The invocation was given by Council Member Martinez. 3 Pledge of Allegiance The Pledge of Allegiance was led by Council Member Martinez. 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 Director Power, Community Development Distribution and Collections Superintendent Robinson, Utilities Department Acting Director Lee, Parks/Recreation and Library Executive Assistant Severa, Parks/Recreation and Library Technical Support Specialist II Munnell, Information Technology Commander Fender, Police Department Page 1 of 10 Draft Page 4 of 73 City Council Regular June 24, 2019 Officer Hume, Police Department 5 Consideration of Minutes of Previous Session a) Minutes of the Regular City Council Meeting of June 10, 2019. Moved by Council Member Rita Russell Seconded by Council Member Cheryl Wink TO APPROVE THE MINUTES OF THE REGULAR CITY COUNCIL MEETING OF JUNE 10, 2019 AS AMENDED. For Against Abstained Rita Russell (Moved By) x Cheryl Wink (Seconded By) x Linda Olson x Othoniel Sierra x Laurett Barrentine x Dave Cuesta x Amy Martinez x 7 0 0 Motion CARRIED. b) Minutes of the Special City Council Meeting of June 17, 2019. Moved by Council Member Rita Russell Seconded by Council Member Othoniel Sierra TO APPROVE THE MINUTES OF THE SPECIAL CITY COUNCIL MEETING OF JUNE 17, 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. 6 Recognition of Scheduled Public Comment Page 2 of 10 Draft Page 5 of 73 City Council Regular June 24, 2019 a) Marcy Brown, an Englewood resident, addressed Council regarding new development in the City. 7 Recognition of Unscheduled Public Comment a) Cynthia Searfoss, an Englewood resident, addressed Council regarding Council Bill No. 22 (Parks Rules and Regulations). b) C. Ann Dickerson, an Englewood resident, addressed Council regarding Council Bill No. 22 (Park Rules and Regulations). c) Vicki Hoffman addressed Council regarding flooding. d) Linda Gornbein, an Englewood resident, addressed Council regarding an incident at her house. Council Member Wink Responded to Public Comment. 8 Communications, Proclamations, and Appointments a) Approval of Board and Commission Appointments July 1, 2019 Appointments Alliance for Commerce in Englewood Jason Whyte – Regular – 7/1/2022 (reappointment) Budget Advisory Committee Chelsea Nunnekamp – Regular – 7/1/2020 Donna Woods – Regular ‐ 7/1/2022 Joel Moore – Regular – 7/1/2022 Code Enforcement Advisory Committee Colleen Moore – Regular – 2/1/2020 (reappointment) Matthew Collins – Regular – 2/1/2020 Fuire Giusti – Regular – 7/1/2021 Carson Green – Regular – 7/1/2021 Cultural Arts Commission Dana Foulks – Regular – 7/1/2022 (reappointment) Leabeth Pohl – Regular – 7/1/2022 (reappointment) Keep Englewood Beautiful Hedy Anselman – Regular – 2/1/2020 Margot Flynn – Regular – 2/1/2020 Planning and Zoning Commission Page 3 of 10 Draft Page 6 of 73 City Council Regular June 24, 2019 Kate Fuller – Regular – 2/1/2020 Carl Adams – Alternate – no expiration Transportation Advisory Committee Breann Plasters – Alternate – no expiration Moved by Council Member Amy Martinez Seconded by Council Member Othoniel Sierra Motion approving the appointment of Board and Commission Members. 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 5 2 0 Motion CARRIED. 9 Consent Agenda Items Moved by Mayor Pro Tem Russell seconded by Council Member Wink to approve Consent Agenda Items 9(b)(i-iii). a) Approval of Ordinances on First Reading There were no Ordinances on First Reading. b) Approval of Ordinances on Second Reading. i) CB 17 - Participation in the Metro Mortgage Assistance Plus Program ORDINANCE NO. 26, SERIES OF 2019 (COUNCIL BILL NO. 17, INTRODUCED BY COUNCIL MEMBER MARTINEZ) AN ORDINANCE AUTHORIZING AND APPROVING CITY OF ENGLEWOOD’S PARTICIPATION IN THE METRO MORTGAGE ASSISTANCE PLUS PROGRAM, AND AUTHORIZING THE EXECUTION OF THE DELEGATION AND PARTICIPATION Page 4 of 10 Draft Page 7 of 73 City Council Regular June 24, 2019 AGREEMENT AND OTHER DOCUMENTS IN CONNECTION THEREWITH. ii) CB 24 - VALE Grant Acceptance ORDINANCE NO. 27, SERIES OF 2019 (COUNCIL BILL NO. 24, INTRODUCED BY COUNCIL MEMBER RUSSELL) AN ORDINANCE AUTHORIZING THE ACCEPTANCE OF A VICTIM ASSISTANCE LAW ENFORCEMENT (VALE) GRANT FROM THE VICTIM ASSISTANCE LAW ENFORCEMENT BOARD OF THE 18TH JUDICIAL DISTRICT. iii) CB 28 - 2009 Series Bond Refunding ORDINANCE NO. 28, SERIES OF 2019 (COUNCIL BILL NO. 28, INTRODUCED BY COUNCIL MEMBER RUSSELL) AN ORDINANCE AUTHORIZING THE ISSUANCE BY CITY OF ENGLEWOOD OF A GENERAL OBLIGATION REFUNDING NOTE TO EVIDENCE A LOAN INCURRED FOR THE PURPOSE OF REFUNDING OUTSTANDING CITY BONDS AT A LOWER INTEREST RATE; AND PROVIDING FOR THE PAYMENT AND CANCELLATION OF THE REFUNDED BONDS, FOR THE LEVY OF PROPERTY TAXES TO PAY THE NOTE AND OTHER DETAILS IN CONNECTION THEREWITH. Moved by Council Member Rita Russell Seconded by Council Member Cheryl Wink Motion to approve Consent Agenda Items 9 (b)(i-iii) 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. c) Resolutions and Motions There were no additional Resolutions or Motions (See Agenda Items 11(c)(i- ii).) Page 5 of 10 Draft Page 8 of 73 City Council Regular June 24, 2019 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 Ordinances on First Reading. b) Approval of Ordinances on Second Reading i) CB 22 - Park Rules and Regulations Discussion ensued regarding Council Bill No. 22 Moved by Council Member Laurett Barrentine Seconded by Council Member Rita Russell Motion to amend Council Bill No.22, keeping 1 (a)(b)(c) (ci) and (cii) removing (c)(iii, iv and v). For Against Abstained Linda Olson x Rita Russell (Seconded By) x Othoniel Sierra x Laurett Barrentine (Moved By) x Dave Cuesta x Amy Martinez x Cheryl Wink x 3 4 0 Motion DEFEATED. Moved by Council Member Cheryl Wink Seconded by Council Member Othoniel Sierra Motion to approve Council Bill No. 22 in full. ORDINANCE NO. 29, SERIES OF 2019 (COUNCIL BILL NO. 22, INTRODUCED BY COUNCIL MEMBER WINK) AN ORDINANCE AMENDING TITLE 11, CHAPTER 4, SECTION 2 OF THE ENGLEWOOD MUNICIPAL CODE 2000, IN ASSOCIATION WITH ADOPTING BY ORDINANCE CERTAIN RULES AND REGULATIONS IN Page 6 of 10 Draft Page 9 of 73 City Council Regular June 24, 2019 ASSOCIATION WITH ANY PARK, RESERVATION, PLAYGROUND, BEACH/SHORELINE, OR ANY OTHER OPEN AREA IN THE CITY, OWNED OR USED BY THE CITY AND DEVOTED OR DESIGNATED TO ACTIVE OR PASSIVE RECREATION, EITHER ON A TEMPORARY OR PERMANENT BASIS. For Against Abstained Othoniel Sierra (Seconded By) x Cheryl Wink (Moved By) x Linda Olson x Rita Russell x Laurett Barrentine x Dave Cuesta x Amy Martinez x 5 2 0 Motion CARRIED. ii) CB 27 - Wastewater System Service Agreement Moved by Council Member Cheryl Wink Seconded by Council Member Rita Russell ORDINANCE NO. 30, SERIES OF 2019 (COUNCIL BILL NO. 27, INTRODUCED BY COUNCIL MEMBER RUSSELL) AN ORDINANCE APPROVING AN AGREEMENT BETWEEN THE CITY OF ENGLEWOOD, COLORADO AND SOUTH ENGLEWOOD SANITATION DISTRICT NO. 1 FOR MAINTENANCE OF SEWER LINE OF THE DISTRICT LOCATED WITHIN THE CITY BOUNDARIES. For Against Abstained Linda Olson x Rita Russell (Seconded By) x Othoniel Sierra x Laurett Barrentine x Dave Cuesta x Amy Martinez x Cheryl Wink (Moved By) x 7 0 0 Motion CARRIED. c) Resolutions and Motions i) Resolution regarding salary adjustment of the City Attorney Page 7 of 10 Draft Page 10 of 73 City Council Regular June 24, 2019 Moved by Council Member Amy Martinez Seconded by Council Member Cheryl Wink Motion approving a Resolution regarding the salary adjustment of the City Attorney to include a 4.5% increase. RESOLUTION NO. 51, SERIES OF 2019 A RESOLUTION ESTABLISHING THE ANNUAL SALARY FOR THE CITY ATTORNEY OF THE CITY OF ENGLEWOOD, COLORADO. For Against Abstained Amy Martinez (Moved By) x Cheryl Wink (Seconded By) x Linda Olson x Rita Russell x Othoniel Sierra x Laurett Barrentine x Dave Cuesta x 5 2 0 Motion CARRIED. ii) Resolution approving City Manager Contract Discussion ensued regarding the City Manager contract and appointment. Moved by Council Member Amy Martinez Seconded by Council Member Cheryl Wink RESOLUTION NO. 52, SERIES OF 2019 A RESOLUTION APPOINTING JAMES (SHAWN) LEWIS AS CITY MANAGER OF ENGLEWOOD, COLORADO. For Against Abstained Linda Olson x Rita Russell x Othoniel Sierra x Laurett Barrentine x Dave Cuesta x Amy Martinez (Moved By) x Cheryl Wink (Seconded By) x 5 2 0 Page 8 of 10 Draft Page 11 of 73 City Council Regular June 24, 2019 Motion CARRIED. The meeting recessed at 9:15 p.m. for a break The meeting reconvened at 9:25 p.m. with all Council Members present. 12 General Discussion a) Mayor's Choice i) Executive Session- For a conference with the City attorney for the purpose of receiving legal advice on specific legal questions under C.R.S. Section 24-6-402(4)(b), focusing upon matters of current and/or anticipated litigation and legal analysis of City’s position. Moved by Council Member Linda Olson Seconded by Council Member Othoniel Sierra TO MOVE INTO EXECUTIVE SESSION FOR A CONFERENCE WITH THE CITY ATTORNEY FOR THE PURPOSE OF RECEIVING LEGAL ADVICE ON SPECIFIC LEGAL QUESTIONS UNDER C.R.S. SECTION 24-6-402(4)(B), FOCUSING UPON MATTERS OF CURRENT AND/OR ANTICIPATED LITIGATION AND LEGAL ANALYSIS OF CITY’S POSITION. For Against Abstained Linda Olson (Moved By) x Rita Russell x Othoniel Sierra (Seconded By) x Laurett Barrentine x Dave Cuesta x Amy Martinez x Cheryl Wink x 7 0 0 Motion CARRIED. The meeting recessed at 9:26 p.m. to go into Executive Session. The meeting reconvened at 10:25 p.m. with all Council Members present. Mayor Olson recited the following statement: For the record, if any person who participated in the executive session believes that any substantial discussion of any matters not included in the motion to go into the executive session occurred during the executive session, or that any improper action occurred during the executive Page 9 of 10 Draft Page 12 of 73 City Council Regular June 24, 2019 session in violation of the Open Meetings Law, I would ask that you state your concerns for the record. None stated. Moved by Council Member Rita Russell Seconded by Council Member Othoniel Sierra TO CLOSE THE EXECUTIVE SESSION. 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. b) Council Members' Choice 13 City Manager’s Report 14 City Attorney’s Report 15 Adjournment The meeting adjourned at 10:33 p.m. City Clerk Page 10 of 10 Draft Page 13 of 73 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Christa Graeve DEPARTMENT: City Manager's Office DATE: July 1, 2019 SUBJECT: Resolution appointing members to various boards, commissions and committees DESCRIPTION: Resolution appointing members to various boards, commissions and committees RECOMMENDATION: Approve the resolution appointing members to various boards, commissions and committees. PREVIOUS COUNCIL ACTION: City Council discussed proposed reappointments and alternates recommended to be moved to regular member status at its April 15 Study Session. Council recommended at that time that final decisions on reappointments or changes in alternate member status would be considered in conjunction with new appointments after new applicants had been interviewed. Interviews for interested applicants to Board and Commission positions were held on June 12, 2019. Following discussion, City Council decided to continue discussion of board and commission appointments at the June 24, 2019 City Council meeting. At the June 24, 2019 Regular City Council meeting, Council approved by Motion the appointment of new or reappointed regular or alternate board and commission members as reflected in the attached resolution. SUMMARY: Board and Commission members are appointed by City Council in February and July of every year. The process for appointing board and commission members includes reappointments of current members who are eligible for another term and are interested in continuing on the respective board, appointing alternate to regular members and interviewing new applicants to fill vacancies on the City's boards and commissions. CONCLUSION: Approve the resolution appointing members to various boards, commissions and committees. ATTACHMENTS: Resolution Page 14 of 73 RESOLUTION NO. SERIES OF 2019 A RESOLUTION APPOINTING MEMBERS TO BOARDS, COMMISSIONS AND COMMITTEES FOR THE CITY OF ENGLEWOOD. WHEREAS, City Council wishes to appoint members to boards, commissions and committees for the City of Englewood; WHEREAS, the names of members and the boards, commissions and committees they will be representing, with term expiration dates are below: WHEREAS, Council wishes to express its gratitude for the volunteerism and service that this individual wishes to bestow upon the City; 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 to boards, commissions and committees to serve at the request of the City Council: 1. Alliance for Commerce in Englewood Term Expires a. Jason Whyte – Regular July 1, 2022 2. Budget Advisory Committee a. Chelsea Nunnekamp – Regular July 1, 2020 b. Donna Woods – Regular July 1, 2022 c. Joel Moore – Regular July 1, 2022 3. Code Enforcement Advisory Committee a. Colleen More – Regular February 1, 2020 b. Matthew Collins – Regular February 1, 2020 c. Fuire Giusti – Regular July 1, 2021 d. Carson Green – Regular July 1, 2021 4. Cultural Arts Commission a. Dana Foulks – Regular July 1, 2022 b. Leabeth Pohl – Regular July 1, 2022 5. Keep Englewood Beautiful a. Hedy Anselman – Regular February 1, 2020 b. Margot Flynn – Regular February 1, 2020 6. Planning and Zoning Commission a. Kate Fuller – Regular February 1, 2020 b. Carl Adams – Alternate None Page 15 of 73 7. Transportation Advisory Committee a. Breann Plasters – Alternate None ADOPTED AND APPROVED this 1st day of July, 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 16 of 73 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Tamara Wolfe DEPARTMENT: Municipal Court DATE: July 1, 2019 SUBJECT: Reappoint Associate Judge Angela Schmitz DESCRIPTION: Reappoint Associate Judge Angela Schmitz RECOMMENDATION: Presiding Judge Joe Jefferson would request that the Council re-appoint Angela Schmitz to serve a 4 year term as an Associate Judge for the City of Englewood, commencing July 6, 2019 and ending July 7, 2023. PREVIOUS COUNCIL ACTION: City Council previously appointed Angela Schmitz for a 4 year term on July 6, 2015. This term expires on July 5, 2019 SUMMARY: The Municipal Court supports the City Council's goal of providing appropriate service levels by requesting they continue to appoint associate judges to serve the City of Englewood. ANALYSIS: Associate judges are required in order for the Englewood Municipal Court to maintain a full time, full service, schedule. City Charter provides for their appointment. The judges fill in for the elected Presiding Judge when there is a conflict of interest, illness or other scheduled absence. They also assist during times when multiple court sessions are required to occur simultaneously. Judge Schmitz has served the City of Englewood with excellence during her past appointments. FINANCIAL IMPLICATIONS: There is no additional financial impact, as associate judge costs are included in the annual budget. ATTACHMENTS: The Resolution document is attached. Page 17 of 73 RESOLUTION NO. _____ SERIES OF 2019 A RESOLUTION FOR THE REAPPOINTMENT OF ANGELA SCHMITZ, AS ASSOCIATE MUNICIPAL JUDGE FOR THE CITY OF ENGLEWOOD, COLORADO. WHEREAS, pursuant to Article IX, Part II, Section 68, of the Englewood Home Rule Charter, "Council may appoint one or more associate judges, who shall sit at such times and upon such causes as shall be determined by the presiding municipal judge;" and WHEREAS, Associate Judges are appointed for four year staggered terms; and WHEREAS, Judge Joe Jefferson requests the Council reappoint Angela Schmitz to another four year term as an Associate Judge for the City of Englewood; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, THAT: Section 1. Angela Schmitz, shall be and hereby is reappointed as Associate Municipal Judge in and for the City of Englewood, Colorado, for a term commencing July 6, 2019 and expiring July 7, 2023. ADOPTED AND APPROVED this 1st day of July, 2019. ATTEST: Linda Olson, Mayor __________________________________ Stephanie Carlile, City Clerk I, Stephanie Carlile, City Clerk for the City of Englewood, Colorado, hereby certify the above is a true copy of Resolution No. , Series of 2019. _________________________ Stephanie Carlile, City Clerk Page 18 of 73 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Maria DAndrea DEPARTMENT: Public Works DATE: July 1, 2019 SUBJECT: Award of Contract to Keene Concrete, Inc. for the 2019 Concrete Repair, Installation & Pedestrian Ramp Project DESCRIPTION: Award of Contract to Keene Concrete, Inc. for the 2019 Concrete Repair, Installation & Pedestrian Ramp Project RECOMMENDATION: Staff recommends approving, by motion, a contract with Keene Concrete, Inc. in the amount of $1,090,413.06, for the 2019 Concrete Repair, Installation and Pedestrian Ramp Project. PREVIOUS COUNCIL ACTION: Staff discussed the widening of the concrete sidewalk along the north side of Girard Avenue, and the need for a budget re-appropriation for this work, at the January 22, 2019 Study Session as a part of the overall discussion on the city's Concrete Utility Program. SUMMARY: The city issued an invitation for bids for the proposed work on May 17, 2019 and received two bids in response on June 6, 2019. The total bid from the low bidder, Keene Concrete, Inc., was $162,770.40 less than the Engineer's Estimate. Staff has contacted Keene's references and feels that they will perform this work in accordance with the city's contract documents. A separate City Council action will be considered at the July 1, 2019 meeting to re-appropriate funding from the Public Improvement Fund undesignated fund balance for the Girard Avenue sidewalk portion of this proposed contract. ANALYSIS: This project will complete the following elements: • Replacement of 17,440 square feet of existing concrete sidewalk, in accordance with the Concrete Utility Program • Replacement and/or installation of pedestrian curb ramps at 94 locations in order to facilitate the upcoming pavement maintenance work (as shown in the attached map) • Replacement and/or installation of pedestrian curb ramps at 21 locations in order to gain compliance with ADA requirements (as shown in the attached map) • Installation of 1,100 linear feet sidewalk on the north side of Girard Avenue, between the alley west of Clarkson Street and Downing Street Page 19 of 73 All work will occur in Zone 1 of the city (see attached map) and will be completed prior to the planned pavement maintenance work that is currently being bid for work to commence later this summer. The planned pavement work consists primarily of milling off the pavement surface to a 2-inch depth and replacing it with new asphalt. Concrete Utility Funds The Englewood Municipal Code (Section 11-3B-1) requires property owners to maintain the concrete curbs, gutters, and sidewalks adjacent to their property. An option available to property owners is to participate in the Concrete Utility Program. The Concrete Utility provides a funding mechanism for concrete repair for a quarterly fee, based on the linear frontage of the property. The City contributes its share of the fees just like any private owner. Staff has identified repairs in Zone 1 that meet the established criteria. Replacement of Pedestrian Ramps - pavement maintenance Per direction from the Department of Justice and the US Department of Transportation, Title II of the Americans with Disabilities Act (ADA) requires that state and local governments ensure that persons with disabilities have access to the pedestrian routes in the public right of way. An important part of this requirement is to provide curb ramps that meet current requirements whenever streets, roadways, or highways are altered. The planned mill & overlay work is considered an alteration and therefore all curb ramps adjacent to the milled areas must be upgraded at 94 corners. At some corners, where space allows, two ramps may be installed to provide directional travel. Replacement of Pedestrian Ramps - ADA compliance Several additional locations (21 corners) have been identified for ramp replacements or installations in order to show continued effort towards achieving compliance with the ADA guidelines for access in the public rights-of-way. At some corners, where space allows, two ramps may be installed to provide directional travel. Girard Avenue Sidewalk Widening A separate action will be considered on the July 1, 2019 City Council agenda to re-appropriate funds from the Public Improvement Fund balance to pay for the widened sidewalk on Girard Avenue. Staff has shared the plans for the Girard Avenue sidewalk with staff from Craig & Swedish hospitals. Both agencies support this pedestrian improvement. Bidding & Selection Process • Plans and specifications for this project were prepared by city staff • Bids were solicited through a formal bidding process which was advertised on the Rocky Mountain BidNet site beginning on May 17, 2019 • Bids were opened and read publicly at 2:00 p.m. on June 6, 2019 Project Schedule Per the contract terms, all work must be completed no later than October 15 ,2019. Once work begins, the contractor must stay on the project and complete all work within 31 consecutive days. The contractor has estimated that they will begin work in mid-July and therefore will be completed with all work by the mid- to latter part of August. Page 20 of 73 Public Communication A letter will be mailed to all affected property owners in advance of the start of construction. This letter will be shared with City Council, via the weekly Council Update, at or around the same time as the letters are mailed to property owners. Door hangers will also be distributed to affected properties, just prior to the start of work. FINANCIAL IMPLICATIONS: Two bids were received on June 6, 2019 as summarized below. A detailed summary of the bid results is attached. Bidder Total Bid Amount Silva Construction, Inc. $1,013,290.00 Keene Concrete, Inc. $991,284.60 Engineer's Estimate $1,154,055.00 Amount Under Engineer's Estimate $162,770.40 Keene's total bid was approximately 14% less than the Engineer's Estimate amount. A 10% contigency was added to Keene's total bid cost to account for unknowns that might be encountered on the project. This 10% will only be utilized, if necessary, to account for items not already in the plans. This results in a total contract amount as follows: Keene Concrete Bid Amount $991,284.60 + 10% Contingency $99,128.46 Total Contract Amount $1,090,413.06 Funding sources, based on the bid quantities are as follows: Item Funding Source Current Balance (as of 5/31/19) Contract Amount Remaining Balance Sidewalk Removal & Replacement Concrete Utility Fund $1,088,373.81 $432,754.69 $655,619.12 Pedestrian Ramp Upgrades (required for pavement maintenance work) Road and Bridge Fund $2,446,577.17 $358,258.77 $2,088,318.40 Pedestrian Ramps Public Improvement Fund $181,484.93 $109,076.78 $72,408.15 Girard Avenue Sidewalk Public Improvement Fund- undesignated fund balance $3,327,786.01 $190,322.83 $3,137,463.18 Total $1,090,413.06 Page 21 of 73 ALTERNATIVES: Alternatives would be to modify the amount of work being completed. For example, the sidewalk on Girard Avenue could be deleted from the contract. Or, fewer pedestrian ramps could be constructed. CONCLUSION: The bidding process resulted in a low bidder, Keene Concrete, Inc., which was $162,770.40 less than the Engineer's Estimate. Staff has checked references for Keene and is satisfied that they will perform satisfactorily. Staff recommends awarding a contract to Keene in the amount of $1,090,413.06 for the 2019 Concrete Repair, Installation and Pedestrian Ramp Project. ATTACHMENTS: Contract Summary Form Keene Contract Detailed Bid Tabulations Pavement Maintenance Zone Map Pedestrian Ramp Locations Map Girard Avenue Sidewalk Map Page 22 of 73 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: Shawn Farmer Phone: 303-762-2510 Title: Construction Manager Email: sfarmer@englewoodco.gov Vendor Contact Information Vendor Name: Keene Concrete Inc. Vendor Contact: Darren Diederich Vendor Address: 30263 County Road 8 Vendor Phone: 303-227-1901 City: Keenesburg Vendor Email: Darren@keeneconcrete.com State: CO Zip Code: 80022 Contract Type Contract Type:Construction Agreement Description of ‘Other’ Contract Type: Description of Contract Work/Services: Attachments: ☒Contract -- ☐Original ☐Copy ☐Addendum(s) ☐Exhibit(s) ☐Certificate of Insurance Summary of Terms: Start Date: July 15, 2019 (est) End Date: October 15, 2019 Total Years of Term: 1 Total Amount of Contract for term (or estimated amount if based on item pricing): $ If Amended: Original Amount $1,090,413.06 Amendment Amount $ Total as Amended: $ Renewal options available: Payment terms (please describe terms or attach schedule if based on deliverables): City will pay Vendor for the work monthly. Monthly payment will be made upon work completed and accepted by COE for previous calendar month. Attachments: ☐Copy of original Contract if this is an amendment ☐Copies of related Contracts/Conveyances/Documents The Concrete Ramp Program installs curb ramps to comply with the Americans with Disabilities Act. The Concrete Utility project replaces sub-standard concrete throughout the City of Englewood. This program will also upgrade sidewalk for ADA compliance along the North side of Girard Ave from Emerson St. to Downing St. Page 23 of 73 Contract Approval Summary V10/25/2017 Page | 2 Source of funds (Insert Excel Document Image): Attachment (For Capital Items Only / Expense Line Item Detail is Located in Open Gov): ☒Prior Month-End Project Status and Fund Balance Report Process for Choosing Vendor: ☒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 C 2019 30 1002 30 1002 Concrete Program - Accessible Ramps 181,484.93$ -$ 109,076.78$ 72,408.15$ O 2019 30 1001 30 1002 Road and Bridge 2,446,577.17$ -$ 358,258.77$ 2,088,318.40$ O 2019 30 1001 30 1002 PIF Fund Balance 3,327,786.01$ -$ 190,322.83$ 3,137,463.18$ O 2019 44 1006 44 1006 Concrete Utility 1,088,373.81$ 432,754.69$ 655,619.12$ Total by Fund and Current Year 7,044,221.92$ -$ 1,090,413.06$ 5,953,808.85$ C 2020 -$ -$ -$ -$ O 2020 -$ -$ -$ -$ Total by Fund and Next Year -$ -$ -$ -$ Grand Total 7,044,221.92$ -$ 1,090,413.06$ 5,953,808.85$ 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 CAPITAL & OPERATING EXPENSE The contract price includes a 10% contingency above the contractor’s submitted bid price for unidentified work. Page 24 of 73 V CONTRACT #CFCl19-52 §1,090,413.06 THIS CONTRACT is,made and entered into this day of 20_,by and between the City of Englewood,a municipal corporation of the State of Colorado hereinafter referred to as the “City”,and Keene Concrete Inc.whose address is 30263 WCR 8,Keensburg,CO 80643 hereinafter referred to as (‘Contractor’). E??lewoodPROCUREMENTDIVISION Commencing on the 17"‘day of May,2019,and continuing for at least ten (10)days thereafter the City advertised that sealed bids and proposals would be received for furnishing all labor,tools,supplies,equipment, materials and everything necessary and required for the following project: PROJECT:2019 Concrete Ram;and Utility Project WHEREAS,proposals pursuant to said advertisement have been received by the City and have been certified by the Director of Public Works and forwarded to the Mayor and City Council with a recommendation that a contract for work be awarded to the above named Contractor who was the lowest reliable and responsible bidder therefore;and WHEREAS,pursuant to said recommendation,the City Council has approved the Contract,and the Contract has been awarded to the above named Contractor,and said Contractor is now willing and able to perform all of the work in accordance with the advertisement,and attached bid and proposal. NOW THEREFORE,in consideration of the compensation to be paid and the work to be performed under this contract,the parties mutually agree as follows: A.Contract Documents:It is agreed by the parties hereto that the following list of instruments,drawings and documents which are attached or incorporated by reference constitute and shall be incorporated into the ensuing terms and conditions and shall make up the Contract Documents: i.Winning Bid and documents supporting the award of the Bid. ii.Spread sheet of all Bids received and amounts bid for the above project. iii.All Exhibits,Schedules,Attachments and Statements of Work necessary to outline the scope and time line of the project. iv.Certificate of Insurance All additional documents shall be clearly marked and delineated as an Exhibit. Invitation to Bid and Supporting Documents Contract (this instrument)including:Exhibits,Schedules,Attachments and Statements of Work All Bid Response Documents Certificate of Insurance B.Scope of Work:The Contractor agrees to and shall furnish all labor,tools,supplies,equipment, materials and everything necessary for and required to perform and complete all the work 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 wvvw.eng|ewoodgov.org CF03!19-52 Page 25 of 73 C. D. described,drawn,set forth,shown,and as set forth in the Attachment A —Statement of Work,and made a part of this Contract. Terms of Performance:The Contractor agrees to undertake the performance of the work under this Contract within ten (101 days from being notified to commence work by the Director of Public Works. Initial Term of Contract:The initial term of this contract shall be for one year.The term of this contract shall begin upon the date that both parties have signed the contract with the work to be completed upon the date set forth in the Attachment A -Statement of Work attached hereto,but at no time shall the contract be longer than a one year period. In the event that the parties desire to extend the contract beyond the one year period,written notice shall be given to the City no later than thirty (30)days prior to the end of the contract by the Contractor. if the City agrees to the request for renewal,the parties shall then enter into an amendment extending this Contract,including an amended Attachment A —Statement of Work,if necessary. Any renewal of this contract is subject to approval by the Englewood City Council. Indemnification:The City cannot and by this Contract does not agree to indemnify,hold harmless, exonerate or assume the defense of the Contractor or any other person or entity,for any purpose.The Contractor shall defend,indemnify and save harmless the City,its of?cers,agents and employees from any and all claims,demands,suits,actions or proceedings of any kind or nature including Worker's Compensation claims,in any way resulting from or arising out of this Agreement/Contract:provided, however,that the Contractor need not indemnify or save harmless the City,its of?cers,agents and employees from damages resulting from the sole negligence of the City’s officers,agents and employees. Contractor's and Subcontractors Insurance.The Contractor shall not commence work under this contract until he has obtained the insurance required under this paragraph and satisfactory proof of such insurance has been submitted to City.Except for workers compensation insurance,the policy shall not be amended or modified and the coverage amounts shall not be reduced without the City's prior written consent.The City shall be named as an additional insured and be furnished thirty (30) days written notice prior to cancellation.The Contractor shall not allow any subcontractor,employee or agent to commence work on this contract or any subcontract until this insurance has been obtained. i)Insurance Types and Amounts.The City requires the following minimum amounts of insurance coverage:Commercial General Liability in the amount of $3,000,000 per occurrence; Professional Liability Errors and Omissions in the amount of $1,000,000 per occurrence;and Employee Dishonesty and Computer Fraud in the amount of $1,000,000 per occurrence.The above amounts may be amended upward or downward depending on the overall cost of the services provided,the type of project for which this contract has been awarded,and only with the approval of the City. Termination of Award for Convenience:The City may terminate the award at any time by giving written notice to the Contractor of such termination and specifying the effective date of such termination,at least thirty (30)days before the effective date of such termination.In that event all finished or un?nished service, reports,material (s)prepared or furnished by the Contractor after the award shall,at the option of the City, become the City's property.If the award is terminated by the City as provided herein,the Contractor will be paid for the materials and services provided up to the termination date,less payments of compensation previously made.If the award is terminated due to the fault of the Contractor the clause relating to termination of the award for cause,below in subsection H,shall apply. CF03?19-52 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodgov.org Page 26 of 73 H.Termination of Award for Cause:if,through any cause,the Contractor shall fail to ful?ll in a timely and proper manner its obligations or if the Contractor shall violate any of the covenants,agreements or stipulations of the award or any of the terms and conditions contained in this Contract,the City shall have the right to terminate the award by giving written notice,no less than thirty (30)days,to the Contractor of such termination and specifying the effective date of termination.in that event,all furnished or unfinished services,at the option of the City,become its property,and the Contractor shall be entitled to receive compensation for any satisfactory actual work completed,documents prepared and completed,or materials furnished. Notwithstanding the above,the Contractor shall not be relieved of the liabilityto the City for damages sustained by the City by virtue of a breach of the Contract by the Contractor and the City may withhold any payments to the Contractor for the purpose of set off until such time as the exact amount of damages due the City from the Contractor is determined. Terms of Payment:The City agrees to pay the Contractor for the performance of all the work required under this contract,and the Contractor agrees to accept as his full and only compensation therefore, such sum or sums of money as may be proper in accordance with the price or prices set forth in the Contractor's proposal attached and made a part hereof,the total cost thereof being One Million Ninety Thousand Four Hundred Thirteen Dollars and Six Cents.($1,090,413.06). A 5%retainage of the awarded project amount will be withheld until final inspection and acceptance by the Project Manager. Appropriation of Funds:At present,§1,090,413.06 has been appropriated for the project. Notwithstanding anything else contained in this Agreement to the contrary,the parties understand and acknowledge that each party is subject to Article X,§20 of the Colorado Constitution (“TABOR").The parties do not intend to violate the terms and requirements of TABOR by the execution of this Agreement.it is understood and agreed that this Agreement does not create a multi-fiscal year direct or indirect debt or obligation within the meaning of TABOR and,notwithstanding anything in this Agreementjcontract to the contrary,all payment obligations of the City are expressly dependent and conditioned upon the continuing availability of funds beyond the term of the City's current fiscal period ending upon the next succeeding December 31.Financial obligations of the City payable after the current fiscal year are contingent upon funds for that purpose being appropriated,budgeted,and othen/vise made available in accordance with the rules,regulations,and resolutions of the City and applicable law.Upon the failure to appropriate such funds,this Agreement shall be deemed terminated.The City shall immediately notify the Contractor or its assignee of such occurrence in the event of such termination. Liguidated Damages:The City and Contractor recognize that time is of the essence in this Agreement because of the public interest in health and safety,and that the City will suffer financial loss,and inconvenience,if the Work is not complete within the time specified in the bid documents and Attachment A —Statement of Work,plus any extensions thereof that have been agreed to by the Parties.The Parties also recognize the delays,expense and difficulties involved in proving,in a legal proceeding,the actual loss suffered by the City if the Work is not completed on time.Accordingly, instead of requiring any such proof,the City and Contractor agree that as liquidated damages for delay,but not as a penalty,Contractor shall pay the City $250.00 for each day that expires after the time specified for substantial completion until the Work is complete,and $250.00 for each day that expires after the time specified for final completion of the Work. Assignment:Contractor shall not,at any time,assign any interest in this Agreement or the other Contract Documents to any person or entity without the prior written consent of the City specifically CFC#1952 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)7622300 www.englewoodgov.org Page 27 of 73 including,but without limitation,moneys that may become due and moneys that are due may not be assigned without such consent (except to the extent that the effect of this restriction may be limited by law).Any attempted assignment which is not in compliance with the terms hereof shall be null and void.Unless specifically stated to the contrary in any written consent to an Assignment,no Assignment will release or discharge the Assignor from any duty or responsibility under the Contract Documents. M.Contract Binding:It is agreed that this Contract shall be binding on and inure to the benefit of the parties hereto,their heirs,executors,administrators,assigns,and successors. N.State Statute:if this project is fora public works project or public project,as de?ned in Section 8-49-102(2) C.R.S.the contractor shall comply with 847-101 C.R.S.which requires the contractor to use at least eighty percent (80%)Colorado labor for any public works project financed in a whole or in part by State, counties,school districts,or municipal monies. 0.Contractors Guarantee:The Contractor shall guarantee that work and associated incidentals shall remain in good order and repair for a period of one (1)year from all causes arising from defective workmanship and materials,and to make all repairs arising from said causes during such period without further compensation.The determination of the necessity for the repair or replacement of said project, and associated incidentals or any portion thereof,shall rest entirely with the Director of Public Works whose decision upon the matter shall be final and obligatory upon the Contractor. P.Governing Law:This Contract shall be governed by,construed and enforced under the laws of the State of Colorado,excluding statutes related to conflict of laws between differentjurisdictions. Q.Disclosure of Confidential Information:The City as an arm of the state is subject to the Colorado Open Records Act,C.R.S.24-72-201 et.seq.In the event that a Disclosing Party receives an Open Records request,the Disclosing Party shall notify the other party to this Contract. R.Attorney Fees:In the event that either party to this Contract shall commence any action against the other party arising out of or in connection with this Contract,or contesting the validity of the Contract or any provision of this Contract,the prevailing party shall be entitled to recover from the other party reasonable attorneys fees and related costs,fees and expenses incurred by the prevailing party in connection with such action or proceeding. VERIFICATION OF COMPLIANCE WITH C.R.S.8-17.5-101 ET.SEQ.REGARDING HIRING OF ILLEGAL ALIENS (a)Employees,Contractors and Subcontractors:Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Contract.Contractor shall not contract with a subcontractor that fails to certify to the Contractor that the subcontractor will not knowingly employ or contract with an illegal alien to perform work under this Contract.[CRS 8-17.5-102(2)(a)(l)&(II).] (b)Verification:Contractor will participate in either the E-Verify program or the Department program,as defined in C.R.S.8-17.5-101 (3.3)and 8-17.5-101 (3.7)respectively,in order to confirm the employment eligibility of all employees who are newly hired for employment to perform work under this public contract.Contractor is prohibited from using the E-Verify program orthe Department program procedures to undertake pre-employment screening ofjob applicants while this contract is being performed. 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 wvvw.englewoodgov.org CFCN ‘l9-52 Page 28 of 73 (c)Duty to Terminate a Subcontract:If Contractor obtains actual knowledge that a subcontractor performing work under this Contract knowingly employs or contracts with an illegal alien,the Contractor shall: (1)notify the subcontractor and the City within three days that the Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien;and (2)terminate the sub-contract with the subcontractor if,within three days of receiving notice required pursuant to this paragraph the subcontractor does not stop employing or contracting with the illegal alien;except that the Contractor shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with the illegal alien. (d)Duty to Comply with State Investigation:Contractor shall comply with any reasonable request of the Colorado Department of Labor and Employment made in the course of an investigation by that the Department is undertaking pursuant to C.R.S.8-17.5-102 (5). (e)Damages for Breach of Contract:The City may terminate this contract for a breach of contract,in whole or in part,due to Contractor's breach of any section of this paragraph or provisions required pursuant to C.R.S.8-17.5-102.Contractor shall be liable for actual and consequential damages to the City in addition to any other legal or equitable remedy the City may be entitled to for a breach of this Contract under this Paragraph. (REMAINDER OF PAGE INTENTIONALLY LEFT BLANK) 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodgov.org CFC?‘‘l9-52 Page 29 of 73 IN WITNESS WHEREOF,the parties hereto have executed this Contract the day and year first written above. CITY OF ENGLEWOOD By:Date: (Director) By:Date: (City Manager) By:Date: (Mayor) ATTEST: City Clerk Contractor (print company name) B Date::S;?£cg (Signature) C E1<:;i\e\(-@ (Print name and Title) 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.eng|ewoodgov.org CFC#19-52 Page 30 of 73 ATTACHMENT A OUTLINE OF STATEMENT OF WORK GENERAL Keene Concrete,Inc. 30263 County Road 8 Keenesburg,CO 80643 NAMES,PHONE NUMBERS AND EMAILS OF PROJECT COORDINATORS Tyler Vanderpool Shawn Farmer Keene Concrete Inc.City of Englewood Project Coordinator Project Manager 303-227-1901 303-762-2510 Sfarmer@eng|ewoodco.govty|erv@keeneconcrete .com SUMMARY OF PURPOSE FOR STATEMENT OF WORK The City of Englewood will conduct its 2019 Concrete Ramp and Utilityproject.The Concrete Ramp Program installs curb ramps to comply with the Americans with Disabilities Act.The Concrete Utility project replaces sub-standard concrete throughout the City of Englewood. EQUIPMENT AND PROGRAMMINGTO BE PROVIDED BY CITY (IF ANY) None OTHER RESOURCES N/A DESCRIPTION OF WORK PRODUCT AND DELIVERABLES Repair of concrete infrastructure,as identified by COE,generally employing removal and replacement methodology,unless alternatives are identified and agreed upon by both parties.This work also includes upgrades of existing and new construction for ADA ramps. at identified areas. SPECIAL TERMS,IF ANY All work completed by October 15,2019 unless extension is granted by City of Englewood. MODE OF PAYMENT Monthly Pay Estimate provided,payment by Check or ACH. CFC#1952 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.eng|ewoodgov.org Page 31 of 73 10. 11. 12. IN WIT parties PAYMENT SCHEDULE City will pay Vendor for the work in accordance with the following payment schedule. Monthly payment will be made upon work completed and accepted by City of Englewood Project Manager for the previous calendar month. SCHEDULE AND PERFORMANCE MILESTONES Keene Concrete Inc.shall complete the 2019 Concrete Ramp &Utility program by October 15,2019 ACCEPTANCE AND TESTING PROCEDURES Per COE Inspection and acceptance. LOCATION OF WORK FACILITIES Substantially all of the work will be conducted within the Public ROW at locations of damaged concrete throughout the City.. City will provide the Contractor storage space and support as it agrees may be appropriate,at its Wyandot &Union storage yard,per agreed upon conditions. NESS WHEREOF,pursuant and in accordance with the Professional Services Agreement between the hereto dated ,20_,the parties have executed this Statement of Work as of this day of ,20 CITY OF ENGLEWOOD,COLORADO By: (Signature) (Print Name) Title: Date: CFC#19-52 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.englewoodgov.org Page 32 of 73 ATTACHMENT B CONTRACTOR’S PROPOSAL 1000 Englewood Parkway,Englewood,Colorado 80110-2373 (303)762-2300 www.eng|ewoodgov.org CFC#1962 Page 33 of 73 A B C A+B+C D E D+E A+B+C-D-E New Project Fund Bal.Budget World G/L Start Project Carry Fwd.2019 BUDGET Amend REVISED 2019 2019 TOTAL APPROP. Project Task Division PROJECT Year End Date 12/31/2018 Approp.Amendments Notes BUDGET EXPEND.ENCUMB.EXP. AND ENC.BALANCE CITY MANAGER 30 0201 001 0201 Misc. Infrastructure Repairs Ongoing Ongoing 10,530.00 10,530.00 6,820.00 3,658.00 10,478.00 52.00 30 0201 002 0201 Building Systems Replacement 2014 Ongoing 10,648.70 10,648.70 - 10,648.70 30 0201 003 0201 Public Safety/Court Facility Design & Study 2016 - - - - 30 0201 004 0201 Branding Monument & Building Signs 2017 250,000.00 250,000.00 3,854.00 3,854.00 7,708.00 242,292.00 SUBTOTAL 271,178.70 - - 271,178.70 10,674.00 7,512.00 18,186.00 252,992.70 COMMUNITY DEVELOPMENT 30 0801 001-02 0801 Economic Incentive Prog - Rite Aid 2017 - - - - 30 0801 002 0801 Broadway Improvements 2017 64,520.80 64,520.80 58,670.93 58,670.93 5,849.87 30 0801 005 Safe Routes to School 2017 - - 10,277.01 10,277.01 (10,277.01) SUBTOTAL 64,520.80 - - - 64,520.80 - 68,947.94 68,947.94 (4,427.14) PUBLIC WORKS 30 1001 001 1002 Road and Bridge / Bridge Repairs Ongoing Ongoing 852,577.17 1,594,000.00 2,446,577.17 33,560.42 24,945.70 58,506.12 2,388,071.05 30 1001 002 1002 Bridge Repairs 1994 Ongoing 191,934.46 191,934.46 25,677.83 33,543.19 59,221.02 132,713.44 30 1001 003 1004 Transportation System Upgrade 1997 Ongoing 150,891.40 200,000.00 350,891.40 852.00 - 852.00 350,039.40 30 1001 004 1003 Santa Fe Light Poles 2011 Ongoing 25,000.00 25,000.00 - 25,000.00 30 1001 005 1002 Dartmouth Bridge 2018 2019 1,500,000.00 1,500,000.00 128,516.12 304,932.28 433,448.40 1,066,551.60 30 1001 006 1002 Street Lights & Furniture Broadway 2016 Ongoing 90,000.00 100,000.00 190,000.00 - 190,000.00 30 1001 007 1003 Alley Construction 2016 Ongoing 225,480.49 225,480.49 25,000.00 25,000.00 200,480.49 30 1001 008 1001 Concrete Utility - City Share 1998 Ongoing - 285,000.00 285,000.00 - 285,000.00 30 1001 009 1002 US85 Planning and Environmental Linkage 2019 2019 - 65,000.00 65,000.00 - 65,000.00 30 1001 010 1001 Walk & Wheel Implementation 2019 2019 - 100,000.00 100,000.00 - 100,000.00 30 1001 011 1001 Broadway Median - Sprinkler electricity repair 2019 2019 - 256,000.00 256,000.00 - 256,000.00 30 1001 012 1001 Secure Plaza Pond 2019 2019 - 100,000.00 100,000.00 - 100,000.00 30 1002 001 1002 Concrete Program - Accessible Ramps 1996 Ongoing 1,484.93 180,000.00 181,484.93 - 181,484.93 30 1005 001 1005 Civic Center Facility Rehab / Repairs 2016 Ongoing 92,370.77 25,000.00 (117,370.77) close to fb - - - 30 1005 002 1005 Jefferson Facility Rehab / Repairs 2016 Ongoing 119,365.33 119,365.33 27,786.36 27,786.36 91,578.97 30 1005 003 1005 Acoma Facility Rehab / Repairs 2016 Ongoing 4,707.49 (4,707.49) close to fb - - - SUBTOTAL 3,253,812.04 2,905,000.00 (122,078.26) 6,036,733.78 216,392.73 388,421.17 604,813.90 5,431,919.88 RECREATION 30 1301 001 1301 Broadway Medians/Lighting/Flower Pots 2016 Ongoing 4,556.00 10,000.00 14,556.00 - 14,556.00 30 1301 003 1301 Tree Maintenance 2017 8,815.00 8,815.00 4,060.00 4,060.00 4,755.00 30 1301 004 1201 Library Upgrades 2017 (0.00) (0.00) - (0.00) 30 1301 005 1302 ERC Upgrades 2017 550,000.00 1,000,000.00 1,550,000.00 17,831.04 165,337.96 183,169.00 1,366,831.00 30 1301 006 1301 Parking Lots / Asphalt -PW 2017 69,425.79 20,000.00 89,425.79 14,844.00 14,844.00 74,581.79 SUBTOTAL 0 632,796.79 1,030,000.00 - 1,662,796.79 36,735.04 165,337.96 202,073.00 1,460,723.79 GENERAL GOVERNMENT 1501 Transfer to Capital Projects Fund 2002 Ongoing - - - - 1501 Transfer to General Fund 2004 Ongoing - 123,599.00 123,599.00 123,599.00 123,599.00 - SUBTOTAL - 123,599.00 - 123,599.00 123,599.00 - 123,599.00 - - TOTALS 4,222,308.33 4,058,599.00 (122,078.26) 8,158,829.07 387,400.77 630,219.07 1,017,619.84 7,141,209.23 263,801.77 PUBLIC IMPROVEMENT FUND PROJECT STATUS AND FUND BALANCE REPORT May 31, 2019 PIF-19.xlsx 6:27 PM 6/18/2019 Page 34 of 73 A B C A+B+C D E D+E A+B+C-D-E New Project Fund Bal.Budget World G/L Start Project Carry Fwd.2019 BUDGET Amend REVISED 2019 2019 TOTAL APPROP. Project Task Division PROJECT Year End Date 12/31/2018 Approp.Amendments Notes BUDGET EXPEND.ENCUMB.EXP. AND ENC.BALANCE PUBLIC IMPROVEMENT FUND PROJECT STATUS AND FUND BALANCE REPORT May 31, 2019 Revenues YTD:Actual Estimate Balance Vehicle Use Tax 725,590.95$ 2,200,000.00$ 1,474,409.05$ Building Use Tax 690,885.22 1,800,000.00 1,109,114.78 County Road and Bridge 67,308.69 190,000.00 122,691.31 Safe Routes to School Grant 6,220.00 106,040.00 99,820.00 Transfer from General Fund - - - Interest 102,782.34 102,782.34 - Total revenues 1,592,787.20 4,398,822.34 2,806,035.14 Exp./Enc. Y-T-D 1,017,619.84 8,158,829.07 7,141,209.23 Net Income 575,167.36 (3,760,006.73) FUND BALANCE (1/1/18)7,087,792.74 7,087,792.74 FUND BALANCE 7,662,960.10 3,327,786.01 Plus: Remaining Revenues 2,806,035.14 Less: Project Approp. Bal.(7,141,209.23) Less: Proj. Bal. adj. for Neg.(0.00) (0.00) UNAPPROP. FUND BAL. 3,327,786.01$ 3,327,786.01$ PIF-19.xlsx 6:27 PM 6/18/2019 Page 35 of 73 Description of Item Unit Quantity Cost Per Unit Total Cost of Item Cost Per Unit Total Variance Variance%Cost Per Unit Total Variance Variance% 101 Remove Vertical Curb & Gutter LF 2,650.00 $9.00 $23,850.00 $7.00 $18,550.00 ($5,300.00)-22.22%$8.00 $21,200.00 ($2,650.00)-11.11% 102 Remove Walk SF 17,440.00 $1.50 $26,160.00 $1.35 $23,544.00 ($2,616.00)-10.00%$2.00 $34,880.00 $8,720.00 33.33% 103 Remove Curbwalk LF 5,167.00 $11.00 $56,837.00 $9.00 $46,503.00 ($10,334.00)-18.18%$10.00 $51,670.00 ($5,167.00)-9.09% 104 Remove Mono LF 2,288.00 $13.00 $29,744.00 $12.00 $27,456.00 ($2,288.00)-7.69%$10.00 $22,880.00 ($6,864.00)-23.08% 107 Remove Concrete Crosspan SF 2,237.00 $4.00 $8,948.00 $2.00 $4,474.00 ($4,474.00)-50.00%$2.00 $4,474.00 ($4,474.00)-50.00% 109 Remove Concrete Pavement 12-15"SF 50.00 $8.00 $400.00 $8.00 $400.00 $0.00 0.00%$4.50 $225.00 ($175.00)-43.75% 110 Saw Concrete LF 479.00 $3.00 $1,437.00 $2.00 $958.00 ($479.00)-33.33%$3.50 $1,676.50 $239.50 16.67% 111 Saw Asphalt LF 2,850.00 $2.00 $5,700.00 $2.00 $5,700.00 $0.00 0.00%$2.50 $7,125.00 $1,425.00 25.00% 112 Remove Asphalt SF 783.00 $2.00 $1,566.00 $2.00 $1,566.00 $0.00 0.00%$1.30 $1,017.90 ($548.10)-35.00% 114 Vertical Curb & Gutter LF 813.00 $33.00 $26,829.00 $32.00 $26,016.00 ($813.00)-3.03%$35.00 $28,455.00 $1,626.00 6.06% 117 Construct/Slope back VC&G LF 13.00 $35.00 $455.00 $50.00 $650.00 $195.00 42.86%$38.00 $494.00 $39.00 8.57% 118 4" Concrete Walk SF 11,154.00 $11.00 $122,694.00 $9.00 $100,386.00 ($22,308.00)-18.18%$5.00 $55,770.00 ($66,924.00)-54.55% 119 6" Concrete Walk SF 2,550.00 $11.00 $28,050.00 $9.50 $24,225.00 ($3,825.00)-13.64%$6.25 $15,937.50 ($12,112.50)-43.18% 121 8" Concrete Sidewalk SF 977.00 $13.00 $12,701.00 $11.00 $10,747.00 ($1,954.00)-15.38%$8.10 $7,913.70 ($4,787.30)-37.69% 122 4" Curbwalk I LF 2,141.00 $52.00 $111,332.00 $50.00 $107,050.00 ($4,282.00)-3.85%$39.00 $83,499.00 ($27,833.00)-25.00% 123 6" Curbwalk I LF 921.00 $52.00 $47,892.00 $51.00 $46,971.00 ($921.00)-1.92%$47.00 $43,287.00 ($4,605.00)-9.62% 124 8" Curbwalk I LF 45.00 $60.00 $2,700.00 $60.00 $2,700.00 $0.00 0.00%$68.00 $3,060.00 $360.00 13.33% 125 4" Curbwalk II LF 1,306.00 $52.00 $67,912.00 $50.00 $65,300.00 ($2,612.00)-3.85%$50.00 $65,300.00 ($2,612.00)-3.85% 126 6" Curbwalk II LF 350.00 $60.00 $21,000.00 $51.00 $17,850.00 ($3,150.00)-15.00%$54.00 $18,900.00 ($2,100.00)-10.00% 127 8" Curbwalk II LF 95.00 $70.00 $6,650.00 $60.00 $5,700.00 ($950.00)-14.29%$72.00 $6,840.00 $190.00 2.86% 128 4" Mono LF 200.00 $52.00 $10,400.00 $51.00 $10,200.00 ($200.00)-1.92%$56.00 $11,200.00 $800.00 7.69% 129 6" Mono LF 404.00 $52.00 $21,008.00 $51.00 $20,604.00 ($404.00)-1.92%$58.00 $23,432.00 $2,424.00 11.54% 130 8" Mono LF 154.00 $60.00 $9,240.00 $60.00 $9,240.00 $0.00 0.00%$62.00 $9,548.00 $308.00 3.33% 133 Curb Ramp EA 160.00 $2,800.00 $448,000.00 $2,400.00 $384,000.00 ($64,000.00)-14.29%$2,600.00 $416,000.00 ($32,000.00)-7.14% 134 Construct Crosspan SF 2,500.00 $15.00 $37,500.00 $14.00 $35,000.00 ($2,500.00)-6.67%$12.00 $30,000.00 ($7,500.00)-20.00% 136 Construct 12-15" JRCP SF 250.00 $25.00 $6,250.00 $18.00 $4,500.00 ($1,750.00)-28.00%$18.00 $4,500.00 ($1,750.00)-28.00% 137 Ashpalt Patch TONS 10.00 $140.00 $1,400.00 $170.00 $1,700.00 $300.00 21.43%$160.00 $1,600.00 $200.00 14.29% 138 Compacted Gravel Basecourse TONS 60.00 $30.00 $1,800.00 $30.00 $1,800.00 $0.00 0.00%$40.00 $2,400.00 $600.00 33.33% 139 Construct Chase Section EA 2.00 $2,500.00 $5,000.00 $2,500.00 $5,000.00 $0.00 0.00%$3,000.00 $6,000.00 $1,000.00 20.00% 145 Remove/Replace Monuments/Stake EA 5.00 $1,000.00 $5,000.00 $100.00 $500.00 ($4,500.00)-90.00%$1,200.00 $6,000.00 $1,000.00 20.00% 146 Concrete Testing EA 8.00 $700.00 $5,600.00 $500.00 $4,000.00 ($1,600.00)-28.57%$750.00 $6,000.00 $400.00 7.14% Total Bid Amount $1,154,055.00 $1,013,290.00 -12.20%$991,284.60 -14.10% 10% Contingency 99,128.46$ Total Contract Amount 1,090,413.06$ 2019 Proposed (2018 pricing) Engineer's Estimate Based on 2018 Unit Prices Silva Construction Inc.Keene Concrete Inc.Page 36 of 73 Page 37 of 73 Zone 1 1 Lincoln (Bates to Yale) 2 Lincoln (Dartmouth to Bates) 3 Sherman (Bates to Yale) 4 Sherman (Dartmouth to Cornell) 5 Sherman (Floyd to Dartmouth) 6 Logan (Hampden to Girard) 7 Pennsylvania (Bates to Amherst) 8 Washington (Dartmouth to Bates) 9 Girard (Logan to Clarkson) 10 Girard (Clarkson to Downing) 11 Emerson (Hampden to Girard) 12 Amherst (Clarkson to Emerson) 13 Clarkson Circle 14 Lafayette (Girard to Dartmouth) 15 Eastman (Downing to Lafayette) 16 Bates (Sherman to Grant) 17 Amherst (Downing to Franklin) 18 Grant (Dartmouth to Cornell) 19 Emerson (Amherst - South) Locations 2019 Asphalt Mill &Overlay = 2019 ADA Ramp Upgrade Locations (some locations subject to change) Charles Hay Elementary School Page 38 of 73 Girard Avenue Sidewalk, alley west of Emerson St. to Downing St.Page 39 of 73 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Maria DAndrea DEPARTMENT: Public Works DATE: July 1, 2019 SUBJECT: Consideration of a 2019 Budget Supplemental Appropriation Request for the Girard Avenue Sidewalk Construction Project DESCRIPTION: Consideration of a 2019 Budget Supplemental Appropriation Request for the Girard Avenue Sidewalk Construction Project RECOMMENDATION: Staff recommends approving the attached resolution which appropriates funds, in the amount of $190,322.83, from the Public Improvements Fund unappropriated fund balance to the Road and Bridge fund, for the construction of a 4-foot wide sidewalk on the north side of Girard Avenue, from the alley west of Emerson St. to Downing St. as well as portions along the south side of Girard Avenue, in this same length. PREVIOUS COUNCIL ACTION: Staff reviewed the inventory of missing or narrow (less than required by ADA) sidewalks in the city at the January 22, 2019 Study Session. At that meeting, staff stated that they would be pursuing a project in 2019 to widen the sidewalk on Girard Avenue in 2019 and recommended that funds be appropriated to fund that project. SUMMARY: A widened sidewalk in this location provides a safe and convenient location for pedestrians to travel that is not impeded by vehicles. The proposed action would appropriate funds, in the amount of $190,322.83, from the Public Improvements Fund unappropriated fund balance to the Road and Bridge fund. The appropriation of these funds will ensure that they are available when the work begins. ANALYSIS: Constructing sidewalks in areas where they are currently too narrow (less than 42 inches per the ADA guidelines) enhances the pedestrian network within the city and encourages more active use by pedestrians and bicyclists. In this location, there are citizens, employees, and hospital patients who will likely utilize the walk. This proposed action would appropriate funds, in the amount of $190,322.83, from the Public Improvements Fund unappropriated fund balance to the Road and Bridge fund, for the construction of a 4-foot wide sidewalk along the north side of Girard Avenue, from the alley west of Emerson St. to Downing St. as well as portions along the south side of Girard Avenue, in this same length. Page 40 of 73 Staff has shared the plans for the sidewalk with staff from Craig & Swedish hospitals. Both agencies support this pedestrian improvement. Staff will coordinate closely with their respective staff persons to ensure communication to employees & patients as well as ensuring access to the emergency area during construction. FINANCIAL IMPLICATIONS: Source of Funds: Public Improvement Fund (PIF) - Unappropriated Fund Balance: Current PIF Unappropriated Fund Balance $3,327,786.01 Less Appropriation $190,322.83 Revised PIF Unappropriated Fund Balance $3,137,463.18 Use of Funds: Road and Bridge Fund: $190,322.83 Any amount that is remaining at project completion will be deposited back into the PIF Fund Balance. ALTERNATIVES: If this appropriation is not approved, the project will not be undertaken. Alternate funding sources, such as the existing Road and Bridge Fund, are not appropriate for new/widened sidewalk construction as those funds have been designated for roadway maintenance/ pavement repair and associated costs. CONCLUSION: Staff is requesting appropriation of $190,322.83 from the Public Improvement Fund unappropriated fund balance to the Road and Bridge Fund in order to construct a widened sidewalk on portions of Girard Avenue. Funding must be in place for work to begin. ATTACHMENTS: Resolution Project Map Page 41 of 73 RESOLUTION NO. SERIES OF 2019 A RESOLUTION APPROPRIATING FUNDS WITHIN THE PUBLIC IMPROVEMENT FUND FOR THE GIRARD SIDEWALK PROJECT. WHEREAS, The 2019 Budget was submitted and approved by the Englewood City Council on November 5, 2018; WHEREAS, This request to appropriate funds is being presented for City Council approval to allow for replacement of the existing sidewalk on East Girard Avenue between South Clarkson Street and East Dartmouth Avenue, as part of the 2019 Concrete Replacement Project; WHEREAS, The new sidewalk width will be increased to meet current ADA standards to better meet the needs of pedestrians in the area of Craig Hospital and surrounding medical offices; WHEREAS, This is an upgrade to an existing sidewalk rather than routine concrete removal and replacement, therefore separate funds for this project need to be appropriated from the Public Improvement Fund Unappropriated Fund Balance; WHEREAS, In accordance with Englewood Municipal Charter §93, the City Manager recommends this additional appropriation; and WHEREAS, In accordance with Englewood Municipal Charter §93, the Finance Director, in her capacity as City Treasurer, certifies that there is available a cash surplus sufficient to meet such appropriations. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, AS FOLLOWS: Section 1. The Budget for the City of Englewood, Colorado, is hereby amended for the year ending 2019, as follows: SOURCES AND USES OF FUNDS: SOURCE OF FUNDS: Public Improvement Fund Unappropriated Fund Balance $190,322.83 USE OF FUNDS: Transfer from the PIF Unappropriated Fund Balance to the Public Works Department for Replacement of Existing Sidewalk on East Girard Avenue between South Clarkson Street and East Dartmouth Avenue $190,322.83 Page 42 of 73 Section 2. The City Manager and the Director of Finance and Administrative Services are hereby authorized to make the above changes to the 2019 Budget for the City of Englewood. ADOPTED AND APPROVED this 1st day of July, 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 43 of 73 Girard Avenue Sidewalk, alley west of Emerson St. to Downing St.Page 44 of 73 COUNCIL COMMUNICATION TO: Mayor and Council FROM: Maria DAndrea DEPARTMENT: Public Works DATE: July 1, 2019 SUBJECT: Contract Approval for Civic Center Roof Replacement Project DESCRIPTION: Contract Approval for Civic Center Roof Replacement Project RECOMMENDATION: Staff recommends that the City Council award a contract, by resolution, to Garland/DBS, Inc. in the amount of $1,555,940 with allowance for a 10% contingency of $155,590, if needed, for the roof replacement project. PREVIOUS COUNCIL ACTION: N/A SUMMARY: The Civic Center roof was determined to be in need of replacement in 2017. Partial funding was budgeted for 2018 and the remainder was budgeted for 2019. A contract with Garland/DBS, Inc. is being recommended which utilizes a cooperative agreement through the US Communities Government Purchasing Alliance. The city is a member of this organization which includes a broad range of public agencies throughout the country. The total cost of all work is estimated to be $1,555,940. An additional 10% contingency of $155,590 for unknown items, increases the cost to $1,711,530. ANALYSIS: A comprehensive building envelope and roof evaluation report was completed in May 2017. At that time, the flashing and elastomeric coating was determined to have failed throughout the entire roof. Therefore, it was recommended that repairs would not be sufficient and that the entire roof should be replaced. A cost estimate was solicited in early-2018 which assisted in developing the project budget. City staff have been working with Garland/DBS, Inc. for several years on annual roof inspections for all city buildings. They have also successfully completed roof repairs at the Englewood Recreation Center. Staff is proposing to utilize Garland /DBS to complete this project under a cooperative Master Agreement through the US Communities Government Purchasing Alliance. Completing work through the use of cooperative agreements is allowed under the city's Procurement Policy. The city is a member of the US Communities Government Purchasing Alliance. Page 45 of 73 In this case, the lead public agency was Cobb County, Georgia who competitively solicited bids for roofing and waterproofing supplies and services with the intent of allowing the bids to be used by US Communities members. A copy of the Master Agreement, including an extension of the contract through December 31, 2019, is attached. Per the Master Agreement, Garland first estimated the cost of the roof replacement. They then solicited quotes from local vendors. They then matched the price of the lowest cost contractor to arrive at the final cost estimate. Costs to remove and replace the solar panels was also included in the final price. The solar panels will be stored temporarily at the ServiCenter until they can be re-installed. The contractor anticipates completing this work sometime in Q4 of 2019 as they are already booked through the summer months at school sites. The work will take approximately 6-8 weeks to complete FINANCIAL IMPLICATIONS: The estimated cost of replacement was estimated to be $1,600,000. Adding in design & contingency costs as well as a cost to remove and replace the existing solar panels, brought the total estimated project cost to $2,100,000. Item Estimated Cost Roof Replacement (construction) $1,600,000 Solar Panel Removal & Re-install $100,000 Engineering/Design (8%) $136,000 Contingency (10%) $255,000 Total $2,091,000 $500,000 was included in the 2018 capital budget and an additional $1,600,000 was allocated in the 2019 capital budget. Funding will come from the Capital Projects Fund, Civic Center Roof, (31 1005-010-1005). Based upon the US Communities Master Agreement pricing, Garland/DBS provided a bid of $1,715,236. These costs are provided in a detailed proposal, (copy attached). As a part of the US Communities Master Agreement, Garland/DBS committed to providing a process for lowering the site specific price of a roofing project, whenever possible. They do this by obtaining competitive quotes on each project from local roofing contractors. This alternate pricing process delivers a combination of the Master Agreement pricing for materials with the lowest qualified labor quote. In accordance with that process, Garland/DBS solicited quotes for this project from six firms in the Denver metro area, as shown below: Company Quote Amount Superior Roofing, Inc. $1,492,102 B&M Roofing of CO, Inc. $1,543,072 Page 46 of 73 Roofmasters Roofing and Sheet Metal $1,556,169 Flynn BEC LP $1,796,997 Colorado Moisture Control, Inc. $2,094,300 Tri-Lam Roofing and Waterproofing Did not bid Therefore, in accordance with the Master Agreement, Garland/DBS will utilize the lowest price of $1,492,102 quoted by Superior Roofing, Inc. It is also necessary to remove and replace the existing solar panels. The cost for this work is $63,838. Therefore, the total contract amount to be awarded is as follows: Item Cost Roof Removal & Replacement, per detailed scope of work $1,492,102 Solar Panel Removal & Replacement $63,838 Sub-Total (Contract Amount) $1,555,940 Contingency (10%) $155,590 Total Cost $1,711,530 ALTERNATIVES: The alternative to utilizing the US Communities Master Agreement is to solicit quotes independently of this process. A separate process may or may not yield a lower overall cost. CONCLUSION: Funds for this project have been budgeted in the 2018 & 2019 capital project budgets. The costs are in line with the budgeted amounts. Staff recommends award of a contract to Garland/DBS, Inc. in the amount of $1,555,940 with allowance for a 10% contingency of $155,590, if needed. ATTACHMENTS: Resolution Contract Approval Summary GarlandDBS Proposal US Communities Agreement with addendum extending date through 12/31/19 May 2019 Capital Projects Fund Summary Page 47 of 73 1/2 RESOLUTION NO. _____ SERIES OF 2019 A RESOLUTION AWARDING A CONTRACT FOR REPLACEMENT OF THE CIVIC CENTER ROOF TO GARLAND/DBS UNDER THE TERMS OF THE COBB COUNTY, GEORGIA U.S. COMMUNITIES GOVERNMENT PURCHASING ALLIANCE MASTER INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENT. WHEREAS, Section 116(b) of the Englewood Home Rule Charter, allow contracts for public works or improvements associated with capital improvements to be negotiated, provided that contracts for which no competitive bids have been requested are approved and accepted by Resolution setting forth the reason for the exception to the competitive bidding requirement; WHEREAS, the City of Englewood Public Works Department has identified that the roof of the Englewood Civic Center has surpassed its useful life and is in need of replacement; WHEREAS, the City, as a municipality, has the opportunity to take advantage of the pricing offered through the Cobb County, Georgia U.S. Communities Government Purchasing Alliance Master Intergovernmental Cooperative Purchasing Agreement which is a competitively bid or negotiated agreement utilized by state and local governments to take advantage of the pricing structure negotiated through the cooperative bidding process; WHEREAS, the funds for replacement of the roof comes from the Public Works budget under Project 311005, Task 010, G/L 1005; and WHEREAS, the cost of replacing the Civic Center roof under the cooperative purchasing agreement is not to exceed $1,711,530. . 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 replacement of the Englewood Civic Center Roof, by Garland/DBS, and under the Cobb County, Georgia U.S. Communities Government Purchasing Alliance Master Intergovernmental Cooperative Purchasing Agreement in lieu of the internal competitive bid process, in an amount not to exceed of $1,711,530. Page 48 of 73 2/2 ADOPTED AND APPROVED this 1st day of July, 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 49 of 73 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: Garland/DBS, Inc. Vendor Contact: Hayden Garrett Vendor Address: 3800 East 91st Street Vendor Phone: 970-415-3255 City: Cleveland Vendor Email: hgarrett@garlandind.com State: OH Zip Code: 44105 Contract Type Contract Type:Contractural Services Description of ‘Other’ Contract Type: Description of Contract Work/Services: Attachments: ☒Contract -- ☐Original ☐Copy ☐Addendum(s) ☐Exhibit(s) ☐Certificate of Insurance Summary of Terms: Start Date: 09/23/2019 End Date: 12/31/2019 Total Years of Term: 1 Total Amount of Contract for term (or estimated amount if based on item pricing): $1,555,940.00 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 monthly for work completed Attachments: ☐Copy of original Contract if this is an amendment ☒Copies of related Contracts/Conveyances/Documents Civic Center roof removal and replacement; solar panel removal and re-installation Page 50 of 73 Contract Approval Summary V10/25/2017 Page | 2 Source of funds (Insert Excel Document Image): Attachment (For Capital Items Only / Expense Line Item Detail is Located in Open Gov): ☐Prior Month-End Project Status and Fund Balance Report Process for Choosing Vendor: ☐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 C 2019 31 1005 010 1005 Civic Center Roof 2,100,000.00$ 5,200.00$ 1,555,940.00$ 538,860.00$ O 2019 -$ -$ -$ -$ -$ -$ Total by Fund and Current Year 2,100,000.00$ 5,200.00$ 1,555,940.00$ 538,860.00$ C 2020 -$ -$ -$ -$ O 2020 -$ -$ -$ -$ Total by Fund and Next Year -$ -$ -$ -$ Grand Total 2,100,000.00$ 5,200.00$ 1,555,940.00$ 538,860.00$ 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 CAPITAL & OPERATING EXPENSE Cooperative agreement through US Communities Government Purchasing Alliance Page 51 of 73 Page 52 of 73 Page 53 of 73 Page 54 of 73 Page 55 of 73 Page 56 of 73 Page 57 of 73 Page 58 of 73 Page 59 of 73 Page 60 of 73 Page 61 of 73 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Install metal caps and hoods over all pitch pans and pipe boxes. Install two ply High Performance mineral surfaced flashing assembly at all curb type penetration in Cold Adhesive. Press all voids. Nail off. Install new pre-manufactured metal on parapet, counter flashings etc. ANSI SPRI ES1. Clean, scrape and coat all CMU walls with damp proofing coating. Paint all Gas lines & Drain Strainers. Date Submitted: 04/25/2019 Proposal #: 25-CO-190509 Garland/DBS, Inc. 3800 East 91st Street Cleveland, OH 44105 Phone: (800) 762-8225 Fax: (216) 883-2055 ROOFING MATERIAL AND SERVICES PROPOSAL Englewood Civic Center City of Englewood 1000 Englewood Parkway Englewood, CO 80110 At all roof areas, install base sheet in Cold Adhesive, extending up all cant strips a minimum of 2”. Fully adhere cap ply of HPR Modified Bituminous Roofing Membrane as specified in Cold Adhesive. Install new blocking at perimeter as required. New blocking will be secured as per the FM global loss prevention bulletin 1-49. Mechanically attach R10 ISO & ½’’ Securerock according to uplift calculations. Stagger joints. MICPA # 14-5903 Scope of Work: Tear of existing roofing systems flashings from curbs, parapets, drains and penetrations. Contractor shall scan roof, report and note areas of wet insulation to be removed. Contractor will remove areas of wet insulation as marked by scan . Clean roof of all debris. Purchase orders to be made out to: Garland/DBS, Inc. Please Note: The following budget/estimate is being provided according to the pricing established under the Master Intergovernmental Cooperative Purchasing Agreement (MICPA) with Cobb County, GA and U.S. Communities. This budget/estimate should be viewed as the maximum price an agency will be charged under the agreement. Garland/DBS, Inc. administered a competitive bid process for the project with the hopes of providing a lower market adjusted price whenever possible. Page 1 of 5 Page 62 of 73 12. 13. 1. 2. 3. 4. 5. 6.Re-installation o PV System to be replaced after new roof has been completed and inspected. A completed roof includes new penetration(s) of PV wiring. o Use elevator to raise all stored components to the roof o All roof-top wire will be Meg Tested and replaced as necessary o Reinstall system to original design o Test reinstalled system o Commission reinstalled system All details to be installed in accordance with details on drawings included within the drawing package and in accordance with manufacturers guidelines. Refer to project specification manual for further information. Scope of Work: Solar Decommission, Removal, Storage and Re-installation Document Existing System oDocument racking layout oDocument All Roof-Top wiring oDocument any damaged components and provide unit costs for any replacement. Decommission and Render Safe oLockout/Tag-out Inverter oRemove rack backing and sides to get DC access oDecommission Rooftop DC oElectrically disconnect modules Remove 378 BP Solar modules oRemove modules from racking oCarry modules down stairs and palletize outside freight elevator oPallet-jack modules to loading dock using freight elevator oLoad modules into two trucks oTransport two truck-loads to offsite-storage at City Service Center. When at Service Center, Responsibiltity for safe keeping of all soloar modules and components relies on the City. Remove Racking System oLabel and disassemble racking system oCarry racking components down stairs and palletize outside freight elevator oPallet-jack racking to loading dock using freight elevator oLoad racking into two trucksoTransport two truck-loads to offsite-storage Remove Roof Electrical Components and Wiring oLabel and unwire string runs, combiner boxes and DC disconnects oCarry electrical components down stairs and palletize outside freight elevator oPallet-jack electrical components to loading dock using freight elevator oLoad modules into one truck oTransport one truck-loads to offsite-storage oMark electrical roof penetrations and leave penetrations in place. Coordinate with roofer to keep building watertight. Page 2 of 5 Page 63 of 73 Item #Unit Price Quantity Unit Extended Price 2.05 1.82$ 46,000 SF 83,720$ 6.15.01 3.09$ 46,000 SF 142,140$ 12.12.01 3.01$ 46,000 SF 138,460$ 12.32.04 7.40$ 46,000 SF 340,400$ 20.11.05 16.34$ 6,500 SF 106,210$ Roof Deck and Insulation Option: CONCRETE ROOF DECK - HOT APPLICATION - ASTM D 312 TYPE III OR IV ASPHALT - INSULATION OPTION: - Prime Roof Deck; Hot Mop Polyisocyanurate / Hot Mop Wood Fiber or Perlite to Provide an Average R- Value of 20 In Compliance FM 1-90 Requirements 2-PLY ROOF SYSTEMS - COMBINATIONS OF A BASE PLY & A CAP SHEET (TOP PLY) PLEASE NOTE: BASE PLY & CAP SHEET COMBINATIONS MUST BE APPROVED BY THE MANUFACTURER: ROOF CONFIGURATION 1 Ply Modified Base Sheet Adhered in Cold Process Modified Asphalt: BASE PLY OPTION: - ASTM D 6163 SBS Fiberglass Reinforced Modified Bituminous Sheet Material Type I - 70 lbf/in tensile 2-PLY ROOF SYSTEMS - COMBINATIONS OF A BASE PLY & A CAP SHEET (TOP PLY) PLEASE NOTE: BASE PLY & CAP SHEET COMBINATIONS MUST BE APPROVED BY THE MANUFACTURER: ROOF CONFIGURATION 1 Ply Mineral Surfaced Cap Sheet Adhered in Cold Process Modified Asphalt: ROOFING MEMBRANE OPTION: - ASTM D 6162 SBS Fiberglass/Polyester Reinforced Modified Bituminous Sheet Material Type III - Minimum of 500 lbf/in tensile Tear-off & Dispose of Debris: SYSTEM TYPE BUR W/ Insulation and Mineral Surfacing - Metal Deck Line Item Pricing Cold Applied (Roofing Only) Item Description NEW FLASHINGS FOR ROOFING SYSTEMS & RESTORATION OPTIONS: ROOF FLASHINGS FOR MODIFIED & COAL TAR PITCH ROOF SYSTEMS: Minimum 1 Ply of Base Flashing and Mineral Cap Sheet Installed in Hot ASTM D 312 Type III or IV Asphalt:FLASHING OPTION: - BASE PLY: SBS Modified Fiberglass Reinforced Base Flashing Ply w/ Tensile Strength of 215 lbf/in tensile (ASTM D 5147); TOP PLY: ASTM D 6162 SBS Fiberglass/Polyester Reinforced Modified Bituminous Sheet Material Type III - 600 lbf/in tensile Page 3 of 5 Page 64 of 73 5.21 4.05$ 46,000 SF 186,300$ 997,230$ 22.12 50%%498,615$ 22.21 25%%249,307.50$ 22.47 -3%%(29,917)$ 1,715,236$ 1,715,236$ Proposal Price Based Upon Market Experience:1,492,102$ Garland/DBS Price Based Upon Local Market Competition: Cold Applied Roof Only Superior Roofing Inc. B & M Roofing of CO Inc. Roofmasters Roofing and Sheet Metal Flynn BEC LP Colorado Moisture Control, Inc. Tri-Lam Roofing and Waterproofing Sub Total Prior to Multipliers Coat New Roofing With Elastomeric Coating: ROOF SYSTEM TYPE Apply an Urethane Coating per Specifications (1 Gallon per Square per Coat - 2 Coats Required) - Smooth or Mineral Surfaced Modified; With Reinforced Seams JOB SITE SPECIFIC MULTIPLIERS APPLIED TO EACH LINE ITEM ON ASSOCIATE JOB: MULTIPLIER - ROOF SIZE IS GREATER THAN 30K SF LESS THAN 50K SF Multiplier Applied when Roof Size is Less than 50,000 SF, but Greater than 30,000 SF Fixed Costs: Equipment, Mobilization, Demobilization, Disposal, & Set-Up Labor are Spread Amongst a Larger Roof Area Sub-Totals After Multipliers JOB SITE SPECIFIC MULTIPLIERS APPLIED TO EACH LINE ITEM ON ASSOCIATE JOB: MULTIPLIER - ROOF HAS LARGE AMOUNT OF PENETRATIONS / ROOF TOP OBSTRUCTIONS Multiplier Applied when Open Roofing Area is Limited Due to a Large Number of Roof Penetrations such as Soil Stacks, Sky Lights, Roof Drains, Exhaust Vents, HVAC Units, etc., or when there are a Large Amount of Roof Top Obstructions such as: Pipes, Duct Work, Electrical Wires, Hoses, etc. 1,543,072$ 1,796,997$ 2,094,300$ JOB SITE SPECIFIC MULTIPLIERS APPLIED TO EACH LINE ITEM ON ASSOCIATE JOB: MULTIPLIER - ROOF HEIGHT IS GREATER THAN 2 STORIES EQUAL TO OR LESS THAN 5 STORIES Multiplier Applied when the Roof Height Exceeds 2 Stories, but is Equal to or Less than 5 Stories. Situation Creates the Need for Additional Safety Protection and Increased Crane Work. Did Not Bid Base Bid Total Maximum Price of Line Items under the MICPA: 1,492,102$ 1,556,169$ Page 4 of 5 Page 65 of 73 Solar ADD: Vanguard Solar Services LLC. Total Contract Amount: Clarifications/Exclusions: 1. 2. 3. 4. 5. 6. 7. 8. Respectfully Submitted, Steve Rojek Garland/DBS, Inc. (216) 430-3613 Prevailing Wages are excluded. Any work not exclusively described in the above proposal scope of work is excluded. Permits are included. Bonds are included. Plumbing, Mechanical, Electrical work is excluded. Masonry work is excluded. Interior Temporary protection is excluded. Sales and use taxes are excluded. Please issue a Tax Exempt Certificate. Potential issues that could arise during the construction phase of the project will be addressed via unit pricing for additional work beyond the scope of the specifications. This could range anywhere from wet insulation, to the replacement of deteriorated wood nailers. Proposal pricing valid 90 days from proposal date listed above. If you have any questions regarding this proposal, please do not hesitate to call me at my number listed below. 1,555,940$ 63,838$ Page 5 of 5 Page 66 of 73 MASTER AGREE ENT ,A“.y\‘*A3,“,;,‘,.\>§_V;“Q((;g.\)@;A./§b./[~‘/§¢?Lq?)A;p(/£4 Zéoooli? (CONTRACT) §)a'tc~: WW I’/I013 1 0171 DATE: M AS 3R AGREEMENT OWNER:COBB COUNTY BOARD 017 COMMISSIONERS 100 CHEROKEE STREET MARIE'l"I'A,GA 30060 CONTRACTOR: GARLAND/DBS, INC. 3800 EAST 91“STREET,CLEVELAND 01110 44105 WORK:ROOFING SUPPLIES AND SERVICES, WATERPROOFING AND RELATED PRODUCTS AND SERVICES: The undersigned parties understandand agree to comply with and be bound by the entire contents efsealed Bid 1/14-5903 :ROOFING SUPPLIES AND SERVICES, WATERPROOFING AND RELATED PRODUCTS AND SERVICES PROJECT MANUAL (aka,the Contractor’s Bid Proposal submitted March 27,2014)which is incorporated here in by reference. Contractor understandsand agrees that the bonds and insurance required by the Project Manual are to be kept current at all times through the length ofcach term and for 90 Days following completion ofeach term.Bonds and insurance must be renewed and presented to the owner at the time of each renewal term if Owner chooses to renew.Bonds and insurance shall be written by a ?rm acceptable to the Owner as spccilictl in the Project Manual. TERM:January I 2015 to Dceexnher 31 2017, with full renewal options per the Project Manual.Owner shall exercise renewal options by issuance and delivery to Contractor ofa written notice to renew this Agreement. PROJECT:ROOFING SUPPLIES AND SERVICES,WATERPROOFING AND RELATED PRODUCTS AND SERVICES in accordance with the Project Manual. PRICE:Price as statedfor all schedules included in the Project Manual, BILLING: All original invoices shall be submitted directly to the Cobb County Finance Department,Invoices shall bill only for Work completed during the period covered by the invoice andshall clearly identify such work in accordance with invoicing guidelines in the Project Manual. IN WITNESS WIIERIEOF,this Agreement has been executed by Owner and accepted by Contractor to be effective as 01'the date lirst above written, Cobb County Board of Commissioners CW1’C""”’-""‘E‘7"'"""3”“'S""Garland /DES,Inc. 100 Cherokee Street East 915‘Street Marietta,GA 30060 C]land,Ohio 44195 I’I’,[)ERAI.TAX ID NUMBER:27-0288466 {I §§€}A.?§l§‘éGE will .IQRXo,o,..o_Z?-,10/ COUNTY /\'I"I'0RNEY'S OI‘"I“ICE M WW ”'°'”’” Page 67 of 73 CONTRACTAMENDMENT Date of Amendment:August 4,2015 Sealed Bid #145903 Owner:Cobb County Board of Commissioners.Cobb County,Georgia Contractor:Garland/DB5,inc, Project:Roofing Supplies and Services,Waterproofing and Related Products and Services Current Contract Term:January 1,2014 to December 31,2017 This action amends the current contract dated September 22,2014,for Sealed Bid ll 1ll—5903.it is valid when signed by both the Owner and Contractor.The signature of the Contractor indicates his agreement herewith,including any adjustments in the contract pricing,contract term, or contract scope. This price and payment constitutes full compensation for all costs in connection with and incidental to items and services specified in the Contract. item ii 1: Approval of Price Increase This amendment serves as confirmation that Cobb County Government has approved an average price increase of1.3%on the total product line for materials listed under Garland/DES,|nc.’s Manufacturer's Price Lists.This increase will be retroactive to May 1,2015. Prices for roofing supplies and services,waterproofing,and related products and services (Attachment B)currently posted on the U.S.Communities website will remain unchanged.Barring any unforeseen changes in market conditions,all prices will remain firm through December 31,2016. ACCEPTED-The above listed terms and conditions of this Amendment are satisfactory and are hereby accepted. OWNER CONTRACTOR Cobb County Board of Commissioners Garland/DB5,lnc. 100 Cherokee Street 3800 East 91th Street Marietta,Georgia 30090 / ti/141.05 signed:<v+<..,_ .4 ’ ilvreytzrso Title:Title:1;r:.m=:l2’».ic:"’~ci;llrr:iattra'&.s»i«»§,;,, é7Z Date:5%4 ?é42p//Date:__ g ) M Page 68 of 73 CONTRACTAMENDMENT Date of Amendment:April 6, 2015 Seaied Bid if 14-5903 Owner:Cobb County BoardofCommissioners.Cobb?ounty,Georgia Contractor:Garland/DB5,inc. Project:Roofing Supplies and Services,Waterproofing and RelatedProductsand Services Current ContractTerm:January 1,2014 to December 31,2017 This actlonamends thecurrent contractdated-September 22_,«20.14,for Sealed BidIt 14-5903.it is vaiid when signed byboth the Owner and Contractor.The signature of the Contractor indicates his agreement herewith,including any adjustments in the contract pricing,contract term, or contract scope. This price and payment constitutesfull compensation for iaiicostsin connection withandlncidentaito items and services speci?ed in the Contract. item it 1:Verification.ofContract Scope -—Waterproofing andRelatedProductsandServices Thisamendment servesascontirmation that Wate_rpro,ofin‘g'a‘ndRelatedProductsand Serviceswere solicitedunder the original contract scope for Bidit 14,-5903.‘Materiaisrelatedto waterproofing and related services were iisted in the Pricing section (Attachment B)ofthesolicitation document and Garland/DB5,Inc._providedunit pricesfor these items Intheir bid response.It wasthe intentof Bidii 14- 5903 to includethese items sothat Cobb County,GAand other governmental entitiescouldutiiizethe contract for roofing reiated waterproofing projects,as weiias, interior and exterior building stand»alone waterproofing projects. ACCEPTED-Theabove listedterms and conditionsof thisAmendmentaresatisfactory andare hereby accepted. OWNER CONTRACTOR Cobb County—Boardof Commissioners ’ Garland/DB5,inc. 100 CherokeeStreet 3800East.91thStreet Marietta,Georgia 30090 Cleveland,Ohio 44105 / Signed:Signed: ‘Rm E5/{~ me:nae:riwz£:2M gm 715:WmnasiegSm/£»<?.o Date:?0;’;Date://C3’7gcr>lC>i'§ Page 69 of 73 lam COBB COUNTY PURCHASING DEPARTMENT William J.Tommie Jr., Purchasing May 3,2017 Mr.Frank Percaciante Garland/DBS 3 800 East 915‘Street Cleveland,Ohio 44105 Dear Frank: Please accept this letter as con?rmation of Cobb County Govermnent’s intent to extend the current US Communities contract for Roo?ng Supplies and Services,Waterproo?ng,and Related Products and Services for an additional one year period.The effective date of the contract extension will commence on January 1,2018 and end on December 31,2018. All products and services provided under the contract will continue to be in accordance with pricing,and terms and conditions set forth in Bid #14-5903 and any subsequent contract amendments. Sincerely, J.Tommie Jr.,CPPO Purchasing Director Cobb County...Expect the Best !www.cobbcounty.org CPPO 100 Cherokee Street,Suite 260 Directo rMarietta,Georgia 30090 phone:(770)528-8400 -fax:(770)528-8428 Equal Opportunity Employer Page 70 of 73 Page 71 of 73 A B C A+B+C D E D+E A+B+C-D-E New Project Fund Bal.Budget World G/L Start Project Carry Fwd.2019 BUDGET Amend REVISED 2019 2019 TOTAL APPROP. Project Task Division PROJECT Year End Date 12/31/2018 Approp.Amendments Notes BUDGET EXPEND.ENCUMB.EXP. AND ENC.BALANCE MUNICIPAL COURT 31 0401 001 0401 Audio/Video System Upgrade 2007 50,000.00 50,000.00 - - 50,000.00 31 0401 002 0401 Furniture 2017 1,856.78 (1,856.78) Close to FB - - - SUBTOTAL 51,856.78 - (1,856.78) 50,000.00 - - - 50,000.00 INFO TECH 31 0701 001 0703 Network Development 2001 Ongoing 50,472.95 400,000.00 (129,919.43) 320,553.52 116,422.73 116,422.73 204,130.79 31 0701 002 0703 Telecommunication Systems 2001 Ongoing 88,211.42 (88,211.42) - - - 31 0701 003 0703 Fin & HR Systems - Lic/Upgrades/Hardware 2001 Ongoing 22,947.52 22,947.52 200.00 2,800.00 3,000.00 19,947.52 31 0701 004 0703 Fin & HR Systems - Fin-Tax Collect & Licensing 2001 Ongoing 7,972.62 (7,972.62) 0.00 - - 31 0701 005 0703 Court System 2001 Ongoing 235,351.28 100,000.00 335,351.28 - 335,351.28 31 0701 006 0703 Permit Tracking System 2001 Ongoing 111,723.73 150,000.00 261,723.73 - 261,723.73 31 0701 007 0703 Departmental PC Replacement 2001 Ongoing 75,245.79 125,000.00 200,245.79 17,856.02 2,534.77 20,390.79 179,855.00 31 0701 008 0703 Security Cameras 2014 Ongoing 108,995.16 25,000.00 133,995.16 - 133,995.16 31 0701 009 0703 ERP System 2016 219,372.15 219,372.15 1,220.00 43,186.81 44,406.81 174,965.34 31 0701 011 0703 Disaster Recovery System 2018 31,869.15 (31,869.15) - - - 31 0701 012 0703 Audio Video Upgrades 2017 85,112.35 85,112.35 5,944.75 17,394.93 23,339.68 61,772.67 31 0701 013 0703 Library/Recreation System Upgrades 2017 32,729.20 75,000.00 107,729.20 2,748.95 2,748.95 104,980.25 31 0701 015 0703 Tyler Content Manager Document Management 2017 29,100.00 29,100.00 13,083.05 13,083.05 16,016.95 31 0701 017 0703 Software Maintenance - General 2018 42,034.92 42,034.92 12,224.00 12,224.00 29,810.92 31 0701 018 0703 Print Management Program 2019 - 150,000.00 150,000.00 - 150,000.00 31 0701 019 0703 Fiber Network 2019 - 250,000.00 250,000.00 - 250,000.00 SUBTOTAL 1,141,138.24 1,025,000.00 (7,972.62) 2,158,165.62 40,193.72 195,422.29 235,616.01 1,922,549.61 PUBLIC WORKS 31 1005 001 1005 Facilities and Operations 2017 In Process 663,831.96 290,000.00 953,831.96 10,394.79 14,967.16 25,361.95 928,470.01 31 1005 002 1005 Compact Crawler Boom Lift 2015 - - 16,143.35 16,143.35 (16,143.35) 31 1005 003 1005 ERC Hot Water Exchanger 2017 Summer2017 Fall - - - - 31 1005 004 1005 ERC Restroom Remodel 2017 Fall 2017 Fall 55,000.00 (55,000.00) Close to FB - - - 31 1005 006 1005 Civic Center Bathrooms 2017 TBD 20,000.00 (20,000.00) - - - 31 1005 007 1005 Civic Center HVAC Upgrades 2017 TBD 85,000.00 (85,000.00) - - - 31 1005 008 1005 Civic Center Bldg Envelope and Seams 2017 Planning 40,000.00 (40,000.00) - - - 31 1005 009 1005 Security - Civic Center and Rec Center 2017 143,668.94 143,668.94 22,441.88 71,862.61 94,304.49 49,364.45 31 1005 010 1005 Civic Center Roof 2018 500,000.00 1,600,000.00 2,100,000.00 - 2,100,000.00 31 1005 011 1005 Civic Center Freight Elevator 2018 150,000.00 (150,000.00) - - - 31 1005 012 1005 ERC Flat Roof Replacement 2018 15,217.00 170,000.00 185,217.00 64,753.00 64,753.00 120,464.00 SUBTOTAL 1,672,717.90 2,060,000.00 (350,000.00) 3,382,717.90 48,980.02 151,582.77 200,562.79 3,182,155.11 POLICE 31 1101 001 1101 Computer Assist Dispatch/MIS Sys 2000 Ongoing 252.50 (252.50) - 5,120.13 5,120.13 (5,120.13) 31 1101 002 1101 Radio CERF 1996 Ongoing 19,255.01 (19,255.01) - - - SUBTOTAL 19,507.51 - (19,507.51) 0.00 5,120.13 - 5,120.13 (5,120.13) CAPITAL PROJECTS FUND (MYCP) PROJECT STATUS AND FUND BALANCE REPORT May 31, 2019 FYC 19 NEW.xlsx 6:30 PM 6/18/2019 Page 72 of 73 A B C A+B+C D E D+E A+B+C-D-E New Project Fund Bal.Budget World G/L Start Project Carry Fwd.2019 BUDGET Amend REVISED 2019 2019 TOTAL APPROP. Project Task Division PROJECT Year End Date 12/31/2018 Approp.Amendments Notes BUDGET EXPEND.ENCUMB.EXP. AND ENC.BALANCE CAPITAL PROJECTS FUND (MYCP) PROJECT STATUS AND FUND BALANCE REPORT May 31, 2019 RECREATION 31 1301 001 1301 Art in Public Places (1%)1999 Ongoing 62,894.93 15,250.00 78,144.93 150.00 150.00 77,994.93 31 1301 002 1301 Skidloader 2017 2,278.52 2,278.52 - 2,278.52 31 1301 003 1301 Emerald Ash Borer Mitigation 2018 50,000.00 50,000.00 - 50,000.00 SUBTOTAL 115,173.45 15,250.00 - 130,423.45 150.00 - 150.00 130,273.45 TOTALS 3,000,393.88 3,100,250.00 (379,336.91) 5,721,306.97 94,443.87 347,005.06 441,448.93 5,279,858.04 Actual Estimate Balance Distribution:Transfer from Utilities 2019 45,000.00$ 45,000.00$ M. Brocklander, IT B. Power, CD Transfer from General Fund 3,100,000.00 3,100,000.00 - J. Collins, Police J. Sanchez, Police Transfer from Housing Rehab - - K. Engels, Finance J. Solomon, Library Can Solar Array 676.93 676.93 - D. Hargrove, Library B. Spada, Recreation Insurance Reimb - Ransomeware - - D. Lee, Recreation J. Traudt, Muni Ct Interest 87,439.84 87,439.84 - D. Long, Public Works P. Weller, Public Works Total revenues 3,188,116.77 3,233,116.77 45,000.00 E. McKee, IT T. Wolfe, Muni Ct J. Nolan, Revenue Exp./Enc. Y-T-D 441,448.93 5,721,306.97 Net Income 2,746,667.84 (2,488,190.20) FUND BALANCE (1/1/18)3,551,258.11 3,551,258.11 FUND BALANCE 05/31/19 6,297,925.95 1,063,067.91 Plus: Remaining Revenues 45,000.00 Less: Project Approp. Bal.(5,279,858.04) Less: Proj. Bal. adj. for Neg.(21,263.48) (21,263.48) UNAPPROP. FUND BAL. 1,041,804.43$ 1,041,804.43$ Revenues YTD: FYC 19 NEW.xlsx 6:30 PM 6/18/2019 Page 73 of 73