AGENDA City of Aurora, Colorado MONDAY, FEBRUARY 27, 2017

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1 NOTE: The City Council has a responsibility to advise its citizens of its meetings and the topics it proposes to discuss. The following agenda shows the proposed format for tonight's set of meetings. The first meeting is held for the sole purpose of determining whether Council will adjourn into executive session, a non-public meeting, at which only permissible topics can be discussed. After this decision is made, Council will adjourn its regular Council meeting until 7:30 p.m. Council will consider the business listed on the agendas below at the times indicated. In the event that a City Council meeting is cancelled, items from this agenda may be postponed to the next City Council meeting or a future City Council meeting. You may contact the City Clerk s Office for further details or visit our web site at AGENDA City of Aurora, Colorado MONDAY, FEBRUARY 27, 2017 REGULAR MEETING OF THE AURORA CITY COUNCIL (Open to the Public) 5th Floor Mt. Elbert Room 4:30 p.m. CALL TO ORDER: ROLL CALL: Mayor Stephen D. Hogan Janice Napper, Assistant City Manager/City Clerk ANNOUNCEMENT OF PROPOSED EXECUTIVE SESSION TOPICS: Janice Napper, Assistant City Manager/City Clerk for Mayor Stephen D. Hogan (Matters subject to consideration in Executive Session per Section (4) C.R.S.) CONSIDERATION TO RECESS FOR EXECUTIVE SESSION: EXECUTIVE SESSION (Closed to the Public) 5th Floor Mt. Elbert Room 4:30 p.m. 5:30 p.m. STUDY SESSION (Open to the Public) 1st Floor Aurora Room 5:45 p.m. 7:15 p.m. MEETING OF THE AURORA URBAN RENEWAL AUTHORITY (1st Floor Aurora Room) 7:15 p.m. - 7:30 p.m. REGULAR MEETING OF THE AURORA CITY COUNCIL (Open to the Public) Reconvene at 7:30 p.m. - Council Chambers Full agendas available in the City Clerk's Office or at CITY OF AURORA ACCESSIBILITY STATEMENT: The Aurora Municipal Center is wheelchair accessible with entry ramps and handicapped parking located on the west and east side of the building and on all levels of the parking garage. Ramp access from the parking garage is located on the Ground Floor and the 4 th level of the garage. Council Chambers is equipped with a wheelchair lift for access to the front of Council Chambers. Hearing devices may be requested from the City Clerk prior to the Council meeting. Disabled individuals requiring other assistance must make their request known by NOON, the FRIDAY PRECEDING the Monday City Council meetings by contacting the City Clerk s Office at /24/2017 February 27, 2017 Council Meeting, Page 1

2 AGENDA City Council Executive Session (5 th Floor Mt. Elbert Room - Closed to the Public) Monday, February 27, :30 p.m. 1. Negotiations concerning Economic Development incentive S. Noe 15 min. 2. Negotiations concerning Economic Development incentive S. Noe 15 min. 3. Negotiations concerning Water M. Brown 15 min. 4. Negotiations concerning Lease V. Irvin 15 min. Note: Matters subject to consideration in Executive Session may include the following: a. Property Transactions, to wit: The purchase, acquisition, lease, transfer, or sale of any real, personal, or other property interest; except for the purpose of concealing the fact that a member of the [City Council] has a personal interest in such purchase, acquisition, lease, transfer, or sale. C.R.S (4)(a). b. Legal Advice, to wit: Conferences with an attorney for the [City Council] for the purposes of receiving legal advice on specific legal questions. C.R.S (4)(b). c. Confidential Matters, to wit: Matters required to be kept confidential by a federal or state law, rule, or regulation. The specific statute or rule or regulation that is the basis for such confidentiality must be cited prior to the executive session. C.R.S (4)(c). d. Security Issues, to wit: Specialized details of security arrangements or investigations. C.R.S (d). e. Negotiations, to wit: Determining positions relative to matters that may be subject to negotiations; developing strategy for negotiations; and instructing negotiators. C.R.S (e). f. Personnel Matters (except if the employee who is the subject of the session has requested an open meeting, or, if the personnel matter involves more than one employee, all of the employees have requested an open meeting). C.R.S (4)(f). g. Confidential Documents, to wit: Consideration of any documents protected by the mandatory nondisclosure provisions of the Open Records Act. C.R.S (4)(g). *********************************************************************************************************** As the Mayor (or Mayor Pro Tem) of the City of Aurora, Colorado, and the Chair of this Regular Meeting of the Aurora City Council, I hereby certify that the discussion which took place in this executive session was limited to the topic or topics that are set forth hereinabove. Stephen D. Hogan, Mayor Date As the City Attorney (or Deputy City Attorney) of the City of Aurora I was in attendance at this executive session, and it is my opinion that those portions of the discussion which were not recorded, if any, constitute privileged attorney-client communications under applicable law. City Attorney Date 2/24/2017 February 27, 2017 Council Meeting, Page 2

3 AGENDA City Council Study Session (1st Floor Aurora Room) Monday, February 27, :45 p.m. 1. ITEMS FROM THE MAYOR 2/24/2017 a. Issue Update 2. CONSENT CALENDAR (The following items require formal action) a. Consideration of the appointment of two (2) persons to the Board of Adjustment and Appeals J. Napper b. Amendment to the Service Plan and IGA for Cornerstar Metropolitan District (This item also appears on the February 27, 2017 Regular Meeting) G. Sandel c. Adopting an Official Seal-Cobblewood GID K. Wegener d. Financing Ordinance for District 2 Police Station Management and Finance Policy Committee M. Shannon (5/5) e. Financing Ordinance for Fire Station #15 Management and Finance Policy Committee M. Shannon (5/5) f. Reimbursement Resolution for Cobblewood Street Improvements Management and Finance Policy Committee M. Shannon (5/5) g. Reimbursement Resolution for Three Fire Stations Management and Finance Policy Committee M. Shannon (5/5) 3. ITEMS FROM THE POLICY COMMITTEES (The following items require formal action) a. High Line Canal Vision Plan Foundations, Quality of Life, Boards and Commissions Policy Committee T. Young (10/10) b. Standardized Sales Tax Definitions Management and Finance Policy Committee T. Vaughn (10/10) (The following item requires No formal action) c. Homelessness Program Update Housing, Neighborhood Services, and Redevelopment S. McKittrick (10/20) 4. ITEMS FROM THE CITY COUNCIL a. Colorado Municipal League (CML) / National League of Cities (NLC) b. Legislative Update Council Member Cleland c. Denver Regional Council of Governments (DRCOG) Council Member Roth d. Fitzsimons Redevelopment Authority (FRA) Update Council Member Mounier e. E-470 Update Mayor Hogan February 27, 2017 Council Meeting, Page 3

4 f. Aurora Economic Development Council (AEDC) Update Council Member Berzins g. Accelerate Colorado Council Member Mounier h. Aurora Rail line Update / Parking Update Council Member LeGare i. Visit Aurora Council Member Pierce j. Aurora Sister Cities Council Member Berzins CALL-UPS OF COUNCIL POLICY COMMITTEE ITEMS MISCELLANEOUS ITEMS ITEMS REMOVED FROM THE AGENDA, IF ANY POLICY COMMITTEE MINUTES 2/24/2017 February 27, 2017 Council Meeting, Page 4

5 AGENDA MEETING OF THE AURORA URBAN RENEWAL AUTHORITY (1st Floor Aurora Room) Monday, February 27, :15p.m. 1. CALL TO ORDER: Chairman Stephen D. Hogan 2. ROLL CALL: Janice Napper, Assistant City Manager/City Clerk 3. APPROVAL OF THE MINUTES OF THE MEETING OF DECEMBER 5, BILLS AND COMMUNICATIONS a. AURA R Consideration to APPROVE A RESOLUTION of the Board of Commissioners of the Aurora Urban Renewal Authority, approving acquisition by condemnation of certain private properties. STAFF SOURCE: Tony Chacon, Urban Renewal Supervisor, Planning & Development Service 5. ADJOURNMENT 2/24/2017 February 27, 2017 Council Meeting, Page 5

6 AGENDA Regular Meeting of the Aurora City Council City Council Chambers Monday, February 27, :30 p.m. NOTE: Interested citizens wishing to address City Council should complete a SPEAKER SLIP and present it to the City Clerk stationed near the Council dais. Speaker Slips are located on the table by the Council Chambers entrance. Speakers on items not related to the agenda are allowed three minutes to speak. Council does not engage in discussion during this time. 1. RECONVENE REGULAR MEETING OF FEBRUARY 27, 2017 AND CALL TO ORDER 2. ROLL CALL Janice Napper, Assistant City Manager/City Clerk 3. INVOCATION Deacon Michael Davis, Rising Star Missionary Baptist Church 4. PLEDGE OF ALLEGIANCE TO THE FLAG (all standing) 5. APPROVAL OF THE MINUTES OF THE MEETING OF FEBRUARY 6, CEREMONY 7. PUBLIC INVITED TO BE HEARD (non-agenda related issues only) 8. ADOPTION OF THE AGENDA 9. CONSENT CALENDAR - 9a-g General Business a. Consideration to AWARD A SOLE SOURCE CONTRACT to West Safety Solutions Corp. (formerly Intrado), Longmont, Colorado in the amount of $151, for annual maintenance and support for the City's 911 answering system in the main and backup communication centers through February 8, STAFF SOURCE: Aleta Jeffress, Director, Information Technology b. Consideration to AWARD A SOLE SOURCE CONTRACT to Priority Dispatch, Salt Lake City, Utah in the amount of $69, for annual maintenance on the Dispatch Control Software System for the City's 911 Answering System in the main and backup communication centers through February STAFF SOURCE: Aleta Jeffress, Director, Information Technology c. Consideration to AWARD A SOLE SOURCE CONTRACT to Versaterm Systems, Scottsdale, Arizona in the amount of $256, for annual renewal of software maintenance on the Police Information Management, Mobile Report Entry and Crime Analysis Systems through March STAFF SOURCE: Aleta Jeffress, Director, Information Technology d. Consideration to AWARD A SINGLE SOURCE CONTRACT to EnvisionWare Inc., Duluth, Georgia in the amount not-to-exceed $175, to provide a Library Materials RFID System for all Aurora Library locations. STAFF SOURCE: Patti Bateman, Director, Library & Cultural Services 2/24/2017 The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is always permitted to vote on all items. February 27, 2017 Council Meeting, Page 6

7 February 27, 2017 City Council Agenda Page 2 e. Consideration to award a SINGLE SOURCE CONTRACT to Dewberry Engineers, Inc., Denver, Colorado in the amount of $382, for design engineering services associated with the Rampart Raw Water Delivery System Phase IV Improvements Project. STAFF SOURCE: Steve Fiori, Project Delivery Service Manager, Water f. Consideration to AWARD A SOLE SOURCE CONTRACT to Evoqua Water Technologies LLC, Sarasota, Florida in the amount not-to-exceed $295, for the Akta Chlor 25 water treatment chemical (Sodium Chlorite) and related services through February STAFF SOURCE: Bobby Oligo, Manager of Water Treatment, Aurora Water g. Consideration to EXTEND A COMPETITIVELY BID CONTRACT with Publication Printers Corporation, Denver, Colorado in the not-to-exceed amount of $84, for printing and mail preparation of the Aurora Recreation Guide through November 30, STAFF SOURCE: Byron Fanning, Manager of Recreation Services, Parks, Recreation & Open Space 10. RESOLUTIONS a. R Consideration to APPROVE A RESOLUTION of the City Council of the City of Aurora, Colorado, to approve the Intergovernmental Agreement regarding construction and construction management of the Northglenn Ralston House. STAFF SOURCE: Michelle Wolfe, Deputy City Manager, General Management b. R Consideration to APPROVE A RESOLUTION of the City Council of the City of Aurora, Colorado, to approve the memorandum of understanding regarding child protective services. STAFF SOURCE: Nancy Rodgers, Client Group Manager, City Attorney c. R Consideration to APPROVE A RESOLUTION of the City Council of the City of Aurora, Colorado, approving the Revised Foothills Intergovernmental Agreement between the City and County of Denver, a municipal corporation of the State of Colorado, acting by and through its Board of Water Commissioners, and the City of Aurora, Colorado, acting by and through its Utility Enterprise regarding operations of Strontia Springs Dam and Reservoir. STAFF SOURCE: Bobby Oligo, Manager of Water Treatment, Aurora Water 11. PUBLIC HEARING WITHOUT RELATED ORDINANCE a. R Public Hearing and CONSIDERATION TO APPROVE A RESOLUTION of the City Council of the City of Aurora, Colorado, approving the First Amendment to the Service Plan and First Amendment to the Intergovernmental Agreement for Cornerstar Metropolitan District and Authorizing the Execution of the First Amendment to the Intergovernmental Agreement between the City and the Cornerstar Metropolitan District. (This item also appears on the February 27, 2017 Study Session) (Staff requests a Waiver of Reconsideration) STAFF SOURCE: Gary Sandel, Development Project Manager, General Management 2/24/2017 The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is always permitted to vote on all items. February 27, 2017 Council Meeting, Page 7

8 February 27, 2017 City Council Agenda Page ORDINANCES FOR FINAL a Consideration for ADOPTION OF AN ORDINANCE of the City Council of the City of Aurora, Colorado, amending Section of the City Code related to the lawful possession and use of fireworks. Ordinance , Introduced 8-1 (Pierce voting no) at the February 6, 2017 City Council meeting. STAFF SOURCE: Captain Siegfried Klein, Fire b Consideration for ADOPTION OF AN ORDINANCE of the City Council of the City of Aurora, Colorado, amending Chapter 86 of the City Code related to the sale of fireworks. Ordinance , Introduced 8-1 (Pierce voting no) at the February 6, 2017 City Council meeting. STAFF SOURCE: Captain Siegfried Klein, Fire 13. RECONSIDERATIONS AND CALL-UPS 14. GENERAL BUSINESS a. Consideration of the Appointment of one (1) person to the Citizens Advisory Committee on Housing and Community Development. STAFF SOURCE: Janice Napper, Assistant City Manager/City Clerk, General Management b. Consideration of the appointment of one (1) person to the Oil and Gas Advisory Committee. STAFF SOURCE: Janice Napper, Assistant City Manager/City Clerk, General Management c. Consideration of the reappointment of one (1) member and the appointment of two (2) members to the Citizens Water Advisory Committee. STAFF SOURCE: Janice Napper, Assistant City Manager/City Clerk, General Management 15. REPORTS a. Report by the Mayor b. Reports by the Council 16. PUBLIC INVITED TO BE HEARD 17. ADJOURNMENT 2/24/2017 The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is always permitted to vote on all items. February 27, 2017 Council Meeting, Page 8

9 DRAFT MINUTES Regular Meeting Aurora City Council Monday, February 6, 2017 CALL TO ORDER REGULAR MEETING Mayor Hogan convened the regular meeting of City Council at 4:00 p.m. ROLL CALL PRESIDING: COUNCIL MEMBERS PRESENT: COUNCIL MEMBERS ABSENT: OFFICIALS PRESENT: COUNCIL MEMBERS ARRIVING AFTER ROLL CALL: Mayor Hogan Bergan, Berzins, Cleland, Lawson, LeGare, Mounier, Peterson, Pierce, Roth Richardson Acting City Manager Freed, City Attorney Hyman, Assistant City Manager/City Clerk Napper None Assistant City Manager/City Clerk Janice Napper announced the proposed items for discussion at executive session. CONSIDERATION TO RECESS FOR EXECUTIVE SESSION Motion by Roth, second by Pierce, to recess for executive session. Voting Aye: Abstaining: Mayor Hogan, Bergan, Berzins, Cleland, Lawson, LeGare, Mounier, Peterson, Pierce, Roth None The executive session was recorded pursuant to the requirements of state law. 1. RECONVENE REGULAR MEETING OF JANUARY 23, 2017 AND CALL TO ORDER Mayor Hogan reconvened the regular meeting of City Council at 7:30 p.m. 2. ROLL CALL PRESIDING: COUNCIL MEMBERS PRESENT: COUNCIL MEMBERS ABSENT: OFFICIALS PRESENT: Mayor Hogan Bergan, Berzins, Cleland, Lawson, LeGare, Mounier, Peterson, Pierce, Roth Richardson City Manager Noe, City Attorney Hyman, Assistant City Manager/City Clerk Napper 3. INVOCATION Renie Peterson, Aurora City Council 4. PLEDGE OF ALLEGIANCE TO THE FLAG (all standing) 5. APPROVAL OF THE MINUTES OF THE MEETING OF JANUARY 23, 2017 Motion by Bergan, second by Roth, to approve the minutes of January 23, 2017 as presented. The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is always permitted to vote on all items. February 27, 2017 Council Meeting, Page 9

10 February 6, 2017 City Council Minutes Page 2 DRAFT Voting Aye: Abstained: Mayor Hogan, Bergan, Berzins, Cleland, Lawson, LeGare, Mounier, Pierce, Roth Peterson 6. CEREMONY a. Swearing in of newly appointed Boards and Commission members Presiding Judge Shawn Day Judge Shawn Day administered the oath of office to the board and commission members. Mayor Hogan and City Council congratulated the members and thanked them for their service to Aurora. Name Lekshmy Sankar Heather A Wydock Jeannie Davis Leo Gross John Treinen Caleb Garvis Leigh Hettick, Nathan Kennedy Elizabeth Ann Doughterty Board or Commission Aurora Fox Art Center Board Aurora Fox Art Center Board Aurora Commission for Seniors Aurora Commission for Seniors Aurora Commission for Seniors Aurora Youth Commission Planning & Zoning Commission Public Defender Commission Public Defender Commission b. Proclamation declaring February 2017 as Black History Month Mayor Hogan Mayor Hogan invited Senator Nancy Todd, NAACP; Debi Hunter-Holen, MLK committee; Commissioner Bill Holen, Arapahoe County, MLK and Race Forum Planning committees; Chanell Reed, Chairman, Black Employees for a Better Aurora (BEFABA); Hanifah Chiku, Colorado Black Women for Political Action (CBWPA); Hashim Tarik Coates, Human Relations Commission, NAACP Aurora Branch; Michael Davis, Race Forum Planning committee; Toni Shelton, NAACP Aurora Branch, Chair, Young Professionals committee; Chartashia Miller, MLK committee, Race Forum; Anthony Gilchrist, Colorado Coalition for the Homeless; Pastor Thomas, Thomas Ministries, Bethel Missionary Church; Maya Wheeler, Human Relations Commission and Alan Harmon, Co-Chair, Race Forum Planning committee to accept the proclamation. Mayor Hogan read the proclamation declaring February 2017 as Black History Month and expressed appreciation to all those involved in this effort. Each guest expressed appreciation for the proclamation. c. Proclamation designation Assetou Xango as the Poet Laureate for the City of Aurora, Colorado February 2017 through January 2019 Mayor Hogan Mayor Hogan invited Patti Bateman, Director, Library & Cultural Services and Assetou Xango to come forward to accept the proclamation. Mayor Hogan read the proclamation declaring Assetou Xango as the Poet Laureate for the City of Aurora February 2017 through January Ms. Xango expressed appreciation for the proclamation. 7. PUBLIC INVITED TO BE HEARD (non-agenda related issues only) Roger Galinda, Mexico, and Tinipe Callebawt, Belgium, representing Up with People, discussed the purpose and mission statement of the Up With People program and discussed their previous and upcoming visits to the City of Aurora, noting those interested in hosting participants, purchasing tickets or gathering more information on the program could do so at Council Member Roth discussed his previous involvement in the Up with People program. The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is always permitted to vote on all items. February 27, 2017 Council Meeting, Page 10

11 February 6, 2017 City Council Minutes Page 3 DRAFT Council Member Peterson discussed her involvement with Up with People and expressed appreciation for their service. Bob Kenzlic, Aurora, Colorado, discussed the public safety issue in Ward VI related to speeding on Arapahoe Road in the Tallyn s Reach area. Mayor Hogan directed Mr. Kenzlic to speak to Michelle Wolfe, Deputy City Manager, to address his concerns. Council Member Bergan agreed speeding was an issue at that location and noted she put in a Council request related to this issue. Willie Brown, Aurora, Colorado, echoed Mr. Kenzlic s comments regarding the speeding on Arapahoe Road in the Tallyn s Reach area. He expressed concerns regarding on-street parking on East Glasgow Drive in Ward VI and the addition of bicycle lanes at that location. Mayor Hogan directed Mr. Brown to speak to Nancy Freed, Deputy City Manager, to address his concerns. 8. ADOPTION OF THE AGENDA The agenda was adopted as presented. 9. CONSENT CALENDAR - 9a-m General Business a. Consideration to AWARD A SINGLE SOURCE CONTRACT to Vievu, Seattle, Washington in the amount of $85, to provide Body Worn Camera hardware and software to the Neighborhood Services Department. STAFF SOURCE: Malcolm Hankins, Director, Neighborhood Services Mayor Pro Tem Lawson asked staff to cite examples of critical incidents as called out in the contract. Staff stated the cameras would be worn from beginning-of-shift to end-of-shift and would be activated anytime there was citizen interaction. Council Member Peterson asked if every Code Enforcement and Animal Control officer would wear the cameras. Staff answered affirmatively. Council Member Peterson stated she would not support the item because the time it would take to review and substantiate forms could be spent in better ways. Mayor Pro Tem Lawson asked who had access to the video footage. Staff stated the video footage was subject to an open records and city council request and to motions for discovery for prosecutors and district attorneys. Council Member Bergan asked staff to speak to why this issue came about. Staff did so, noting these officers encounter volatility each day and the cameras would be used as a tool to document what they encountered, to ensure proper training and to keep the officers safe. Council Member Roth discussed the shooting death of a Code Enforcement officer, noting officers were not armed. He pointed out there have also been vicious animals incidences that were disputed by the owners. Staff concurred. The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is always permitted to vote on all items. February 27, 2017 Council Meeting, Page 11

12 February 6, 2017 City Council Minutes Page 4 DRAFT Motion by Lawson, second by Mounier, to approve item 9a. Voting Aye: Voting Nay: Mayor Hogan, Bergan, Berzins, Cleland, Lawson, Mounier, Pierce, Roth LeGare, Peterson b. Consideration to AMEND AN OPENLY SOLICITED CONTRACT with Golden Triangle Construction, Inc., Longmont, Colorado in the amount of $5,019, for the award of the Fire Station 15 Work Package No. 1 Project, Project Number 5523A. STAFF REQUESTS A WAIVER OF RECONSIDERATION. STAFF SOURCE: Elly Watson, Manager of Business Services, Public Works c. Consideration to EXTEND A SOLE SOURCE CONTRACT to Scott Health & Safety, Monroe, North Carolina in the amount of $61, for annual repair and maintenance of Scott Self Contained Breathing Apparatus and associated equipment through October 31, STAFF SOURCE: Deputy Fire Chief Scott Mills, Fire d. Consideration to AWARD A SINGLE SOURCE CONTRACT to Mike Naughton Ford, Inc., Aurora, Colorado, in the not-to-exceed amount of $150, for the purchase of Ford OEM vehicle parts and repair services from March 1, 2017, through February 28, STAFF SOURCE: Mark Hinterreiter, Manager of Fleet Services, Internal Services e. Consideration to AWARD A SINGLE SOURCE CONTRACT to Wagner Equipment Company, Aurora, Colorado in the not-to-exceed amount of $100, for the purchase of parts and repair services for Caterpillar and other miscellaneous heavy equipment from March 1, 2017, through February 28, STAFF SOURCE: Mark Hinterreiter, Manager of Fleet Services, Internal Services f. Consideration to AMEND A SINGLE SOURCE CONTRACT with Black & Veatch Corporation, Denver, Colorado in the amount of $1,035, for providing design phase engineering support services for Construction Work Package No. 3 for the Pump Station Rehabilitation Project. STAFF SOURCE: Steven Fiori, Project Delivery Services Manager, Aurora Water g. Consideration to AWARD A SOLE SOURCE CONTRACT to Sungard Public Sector, Lake Mary, Florida in the amount of $99, for annual software support for the Water billing system through January 31, STAFF SOURCE: Jo Ann Giddings, D/D Water Financial Administrator, Aurora Water Motion by Roth, second by Bergan, to approve items 9b 9g with a waiver of reconsideration on 9b.. Voting Aye: Final Ordinances Mayor Hogan, Bergan, Berzins, Cleland, Lawson, LeGare, Mounier, Peterson, Pierce, Roth h Consideration for ADOPTION OF AN ORDINANCE to rezone 26.0 acres more or less from PD-MF/COMM (Planned Development - Multi-Family / Commercial District) to SIR (Sustainable Infill and Redevelopment District) to facilitate the development of a mixed-use, master planned development on Colfax Avenue between Sable Boulevard and Chambers Road (14900 E Colfax Avenue). (Case Number ) STAFF SOURCE: Sarah Wieder, Planner II, Planning and Development Services The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is always permitted to vote on all items. February 27, 2017 Council Meeting, Page 12

13 February 6, 2017 City Council Minutes Page 5 DRAFT i Consideration for ADOPTION OF AN ORDINANCE of the City Council of the City of Aurora, Colorado, authorizing the use of lease-purchase financing to acquire certain equipment during the 2017 fiscal year pursuant to the terms of an equipment leasepurchase agreement by and between the Aurora Capital Leasing Corporation, as lessor, and the City of Aurora, Colorado, as lessee; authorizing officials of the City to take all action necessary to carry out the transactions contemplated hereby; declaring the intent of the city to reimburse itself with the proceeds from such lease (Heavy Vehicle Lease-Purchase Financing) STAFF SOURCE: Mike Shannon, Debt, Investments & Treasury, Manager, Finance j Consideration for ADOPTION OF AN ORDINANCE of the City Council of the City of Aurora, Colorado, authorizing the issuance of a golf revenue note by the city's golf enterprise in the principal amount of $3,930,000 for the purpose of constructing and equipping a public golf course and attendant facilities; providing for the application of golf rates, fees, and charges to pay the note and interest thereon; and prescribing other details in commission therewith. STAFF SOURCE: Mike Shannon, Debt, Investments & Treasury, Manager, Finance k Consideration for ADOPTION OF AN ORDINANCE of the City Council of the City of Aurora, Colorado, adopting a new Division to Chapter 6 of the City Code related to Entertainment Districts and common consumption areas. STAFF SOURCE: Trevor Vaughn, Manager of Tax and Licensing, Finance Motion by Roth, second by Bergan, to approve items 9h through 9k. Voting Aye: Bergan, Berzins, Cleland, Lawson, LeGare, Mounier, Peterson, Pierce, Roth l Consideration for ADOPTION OF AN ORDINANCE of the City Council of the City of Aurora, Colorado, amending Chapter 134 of the City Code of the City of Aurora, Colorado, relating to the authority for placement of traffic control devices as referenced in the manual on uniform traffic control devices (MUTCD) and adopted by the model traffic code (MTC) for Colorado. STAFF SOURCE: Anna Bunce, Traffic Manager, Public Works Council Member LeGare stated he would not support the item because it allowed city council members as elected officials to decide where stop signs should be installed in the City based on calls and concerns expressed by neighbors. He noted this went against the City s Traffic Engineering department and set a bad precedent. Council Member Bergan agreed City Council generally wanted to abide by the City Engineers recommendations in terms of where traffic devices should be placed as the information was validated with studies, she noted however, in the rare case where this would come forward to City Council, it would provide City Council with the opportunity to vote. Dave Chambers, Director, Public Works, concurred. Council Member Pierce stated his opposition to the item because the Public Works staff was more than qualified to determine the location of traffic control devices in the City. Motion by Cleland, second by Mounier, to approve item 9l Voting Aye: Bergan, Berzins, Cleland, Lawson, Mounier, Peterson, Roth The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is always permitted to vote on all items. February 27, 2017 Council Meeting, Page 13

14 February 6, 2017 City Council Minutes Page 6 DRAFT Voting Nay: LeGare, Pierce m Consideration for ADOPTION OF AN ORDINANCE of the City Council of the City of Aurora, Colorado, declaring the intent to acquire from the Public Service Company, Colorado, D/B/A Xcel Energy, the street lights and appurtenant facilities that currently serve Aurora s municipal street system, and authorizing staff, consultants, city attorney or its special legal counsel to initiate notice, negotiations and proceedings, including litigation if necessary, for such acquisition. STAFF SOURCE: Michael Lawson, Manager of Special Projects, Finance Motion by Roth, second by Bergan, to approve item 9m. Voting Aye: Bergan, Berzins, Cleland, Lawson, LeGare, Mounier, Peterson, Pierce, Roth 10. RESOLUTIONS a. R Consideration to APPROVE A RESOLUTION of the City Council of the City of Aurora, Colorado, setting forth an alternative process for the City Council to exercise its authority for placement of an unsupported traffic control device. STAFF SOURCE: Anna Bunce, Traffic Manager, Public Works Motion by Bergan, second by Mounier, to approve item 10a Voting Aye: Voting Nay: Bergan, Berzins, Cleland, Lawson, Mounier, Peterson, Roth LeGare, Pierce b. R Consideration to APPROVE A RESOLUTION of the City Council of the City of Aurora, Colorado, authorizing the installation of traffic control devices on Evanston Way between Sable Boulevard and Chambers Road. STAFF SOURCE: Anna Bunce, Traffic Manager, Public Works Motion by Berzins, second by Roth, to approve item 10b. Council Member Bergan asked if the stop sign can be removed if it was determined that turning the two-way stop into a four-way stop was a problem. Dave Chambers, Director, Public Works, answered affirmatively. Council Member Bergan asked if doing so would require a City Council vote. Mike Hyman, City Attorney, answered affirmatively. Council Member Bergan asked if in that case staff would present information stating the specific issues to be addressed. Mr. Chambers answered affirmatively. Mayor Pro Tem Lawson asked how those issues would be made known. Mr. Chambers stated the intersection would be lightly monitored because of the special circumstances. Voting Aye: Voting Nay Bergan, Berzins, Cleland, Lawson, Mounier, Peterson, Roth LeGare, Pierce The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is always permitted to vote on all items. February 27, 2017 Council Meeting, Page 14

15 February 6, 2017 City Council Minutes Page 7 DRAFT 11. ORDINANCES FOR INTRODUCTION a Consideration for INTRODUCTION OF AN ORDINANCE of the City Council of the City of Aurora, Colorado, amending section of the city code related to the lawful possession and use of fireworks. STAFF SOURCE: Captain Siegfried Klein, Fire Motion by Bergan, second by Roth, to introduce item 11a. Captain Siegfried Klein, Fire, provided a brief summary of the item, noting it related to the legalization of fireworks possession which would allow for more efficient enforcement. Council Member Pierce stated he would not support this item or item 11b because the possession and use of fireworks was already a safety issue for residents in the City. Council Member LeGare stated his support of the item. Council Member Peterson asked if this item allowed fireworks that did not leave the ground and prohibited any that did. Captain Klein answered affirmatively. Council Member Roth asked the number of dedicated police officers and fire investigation patrol that were available in the City. Captain Klein stated there were six total vehicles with ideally two officers a piece but due to staffing issues and vacations, there were often times only a single response person in each vehicle. Council Member Roth asked the number of fireworks complaints specifically last year. Captain Klein stated there were 435 from July 1 through July 4 in Council Member Roth pointed out this item would make the City s code uniform with the state and other municipalities and would hopefully allow those that use legal fireworks to use them openly in the street which was the safest choice. Captain Klein concurred and discussed the need for public education in this matter. Council Member Bergan asked if this related to the Fourth of July timeframe only. Captain Klein answered affirmatively, noting the sale, possession and use of fireworks would be allowed from June 15 through July 4 of that year. Council Member Bergan asked if the Fire Chief could ban the use for any reason, particularly a drought or fire concern. Captain Klein answered affirmatively. Council Member LeGare asked Captain Klein to clarify his earlier comment related to anything that included a report. Captain Klein did so, noting nothing that created a boom would be legal. Voting Aye: Voting Nay: Bergan, Berzins, Cleland, Lawson, LeGare, Mounier, Peterson, Roth Pierce b Consideration for INTRODUCTION OF AN ORDINANCE of the City Council of the City of Aurora, Colorado, amending chapter 86 of the city code related to the sale of fireworks. STAFF SOURCE: Captain Siegfried Klein, Fire Motion by Bergan, second by LeGare, to introduce item 11b. Britton Cottrell, TNT Fireworks, discussed safety as it related to this issue, noting TNT would like to be a resource for the City of Aurora in this regard. The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is always permitted to vote on all items. February 27, 2017 Council Meeting, Page 15

16 February 6, 2017 City Council Minutes Page 8 DRAFT Council Member Roth asked staff to speak to the permit and licensing process in this regard. Trevor Vaughn, Manager, Tax & Licensing, did so, noting it would be similar to the sale of Christmas trees permitting process. Voting Aye: Voting Nay: Bergan, Berzins, Cleland, Lawson, LeGare, Mounier, Peterson, Roth Pierce 12. RECONSIDERATIONS AND CALL-UPS None 13. GENERAL BUSINESS a. Consideration of the appointment of one (1) New Full Time Associate Judge. STAFF SOURCE: Presiding Judge Shawn Day, Judicial Motion by Roth, second by Cleland to appoint Dion Arguelles as a New Full Time Associate Judge. Voting Aye: Mayor Hogan, Bergan, Berzins, Cleland, Lawson, LeGare, Mounier, Peterson, Pierce, Roth b. Consideration of the appointment of one (1) person to the Aurora Youth Commission. STAFF SOURCE: Janice Napper, City Clerk/ Assistant City Manager, General Management Motion by LeGare, second by Roth, to appoint Alex Sanchez to the Aurora Youth Commission. Voting Aye: Mayor Hogan, Bergan, Berzins, Cleland, Lawson, LeGare, Mounier, Peterson, Pierce, Roth 14. REPORTS a. Report by the Mayor Mayor Hogan reported on the activity at the Front Range Airport for the fourth quarter of 2016 and thus far in the first quarter of b. Reports by the Council Council Member Bergan announced the Ward VI Town Hall meeting was scheduled on Wednesday, March 22, 2017 at 6:00 p.m. at the Police and Fire Training Center where a presentation on public safety as well as general updates would be provided. Council Member Roth discussed his participation in the poet laureate interview process and congratulated Ms. Xango, noting she would represent the City of Aurora well. He announced the Ward V Town Hall meeting was scheduled for Tuesday, February 21, 2017 at 6:00 p.m. at the Heather Gardens Clubhouse where the topic of discussion would be marijuana. Council Member Cleland announced the appointment of Sujatha Narayan to the Business Advisory Board and discussed her attendance at the funeral of Sergeant Joseph Bumberger, a City of Aurora police officer, noting the police department did an outstanding job honoring Sergeant Bumberger. The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is always permitted to vote on all items. February 27, 2017 Council Meeting, Page 16

17 February 6, 2017 City Council Minutes Page 9 DRAFT Council Member Pierce reported there were 121 net new business licenses in Aurora for the fourth quarter of 2016 with a total of 544 net new business licenses for the entire year and announced the Electronics Recycling event scheduled for Saturday, February 25, 2017 from 9:00 a.m. to 1:00 p.m. at the Central Facilities location. Council Member Berzins stated the recycling location on Ellsworth has reopened. She congratulated Ms. Xango on her appointment as Poet Laureate. She stated her attendance at Sergeant Bumberger s funeral and expressed condolences to his family. She discussed her attendance at the new Doris Brown Memorial Overpass located at 6 th Avenue and Vaughn Street as well as her participation with Highpoint Church in providing boots for children at Lansing and Lyn Knoll elementary schools. She announced the Ward III meeting was scheduled for Wednesday, February 8, 2017 at Mimi s Café at 6:00 p.m. and the joint Wards I and III meeting scheduled for Thursday, February 16, 2017 at the Aurora Hills Golf Course Tin Cup restaurant. Council Member Mounier announced the Say it to Sally event scheduled for Saturday, February 11, 2017 at 1:00 p.m. at the MLK library and the Ward I meeting scheduled for Tuesday, February 21, 2017 at the MLK library where Officer Jim Senaca would provide a presentation for seniors on how to avoid being scammed in their later years. Mayor Pro Tem Lawson discussed her attendance at the recent Aurora Fire Department Academy graduation and wished the graduates great success. She stated her attendance at the rededication of the Doris Ann Brown Bridge and provided the history of the bridge. She commended the Brown family for their courage and strength in pursuing the bridge. 15. PUBLIC INVITED TO BE HEARD None 16. ADJOURNMENT Mayor Hogan adjourned the regular meeting of City Council at 8:50 p.m. ATTEST: STEPHEN D. HOGAN, Mayor The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is always permitted to vote on all items. February 27, 2017 Council Meeting, Page 17

18 City of Aurora Council Agenda Commentary Item #: SS: 1st: 2nd: 9a Item Title: Consideration to AWARD A SOLE SOURCE CONTRACT to West Safety Solutions Corp. (formerly Intrado), Longmont, Colorado in the amount of $151, for annual maintenance and support for the City's 911 answering system in the main and backup communication centers through February 8, Item Initiator: Ratcliff, Michelle - Senior Procurement Agent - Internal Services Staff Source: Jeffress, Aleta - Director Of Information Tech - Information Technology City Manager/Deputy City Manager Signature: Skip Noe Outside Speaker: Council Goal: 2012: 3.0--Ensure excellent infrastructure that is well maintained and operated. ACTIONS(S) PROPOSED (Check all appropriate actions) Approve Item as proposed at Study Session Approve Item and Move Forward to Regular Meeting Approve Item as proposed at Regular Meeting Approve Item with Waiver of Reconsideration Information Only HISTORY (Dates reviewed by City council, Policy Committees, Boards and Commissions, or Staff. Summarize pertinent comments. ATTACH MINUTES OF COUNCIL MEETINGS, POLICY COMMITTEES AND BOARDS AND COMMISSIONS.) Council approved the previous award to West Safety Solutions Corp. (formerly Intrado) for annual maintenance and support in the amount of $151, on January 25, 2016, Agenda Item #9b. ITEM SUMMARY (Brief description of item, discussion, key points, recommendations, etc.) The West Safety Solutions (formerly Intrado) system is used to answer and manage incoming 911 and non-emergency telephone calls to the City s Emergency Dispatch main and back-up communication centers. Information Technology is requesting approval for award to West Safety Solutions to cover annual software, hardware and on-site maintenance support of the answering system in the main and backup E911 communication centers. West Safety Solutions has proposed an annual amount of $151, for this support, which is the same price charged for the 2015 and 2016 services. This is the same maintenance pricing offered to other Viper system customers, such as Arapahoe County and Adams County. The December 2016 Municipal Cost Index reflects an annual increase of 2.74%; therefore, the vendor s proposed pricing is considered to be fair and reasonable. Since all upgrades must be provided by the original manufacturer of the hardware and software already in place to assure proper operation, staff recommends a sole source award to West Safety Solutions in accordance with City Code (10) titled Sole Source. As the manufacturer of this system, West Safety Solutions has chosen not to authorize any other firms to provide the maintenance services. February 27, 2017 Council Meeting, Page 18

19 Based on the above, it is staff's recommendation to award a sole source contract to West Safety Solutions Corp., Longmont, Colorado in the amount of $151, for annual maintenance of the City s E911 answering system in the main and back-up communication centers pursuant to Section (10) titled Sole Source. This provision of the City Code authorizes noncompetitive awards when only one specific source is known to exist for the required supplies or services. QUESTIONS FOR COUNCIL Does City Council approve the award of the sole source contract to West Safety Solutions Corp. in the amount of $151, for providing annual maintenance and support on the E911 Answering System? LEGAL COMMENTS Purchase orders or contracts in any amount may be awarded without benefit of formal competitive bidding when only one specific source is known to exist for the required supplies or services (sole source), and the Purchasing Manager approves the use of negotiation prior to award (City Code 2-674(10)). (Lathers) Dan Brotzman PUBLIC FINANCIAL IMPACT (If Yes, EXPLAIN) Yes No The contract cost of $151, is budgeted in the General Fund, Public Safety Communications, and will be paid from the following: Org (E911 Emergency Communications) and Acct (Repair & Maintenance) ORG USED: Emergency Communications E911 PRIVATE FISCAL IMPACT (If Significant or Nominal, EXPLAIN) Not Significant Nominal Applicable None. EXHIBITS ATTACHED: Council Minutes 01_25_16 Intrado.pdf February 27, 2017 Council Meeting, Page 19

20 February 27, 2017 Council Meeting, Page 20

21 City of Aurora Council Agenda Commentary Item #: SS: 1st: 2nd: 9b Item Title: Consideration to AWARD A SOLE SOURCE CONTRACT to Priority Dispatch, Salt Lake City, Utah in the amount of $69, for annual maintenance on the Dispatch Control Software System for the City's 911 Answering System in the main and backup communication centers through February Item Initiator: Ratcliff, Michelle - Senior Procurement Agent - Internal Services Staff Source: Jeffress, Aleta - Director Of Information Tech - Information Technology City Manager/Deputy City Manager Signature: Skip Noe Outside Speaker: Council Goal: 2012: 1.3--Provide a state-of-the-art Public Safety Comm Center and quality 911 services ACTIONS(S) PROPOSED (Check all appropriate actions) Approve Item as proposed at Study Session Approve Item and Move Forward to Regular Meeting Approve Item as proposed at Regular Meeting Approve Item with Waiver of Reconsideration Information Only HISTORY (Dates reviewed by City council, Policy Committees, Boards and Commissions, or Staff. Summarize pertinent comments. ATTACH MINUTES OF COUNCIL MEETINGS, POLICY COMMITTEES AND BOARDS AND COMMISSIONS.) City Council approved the award to Priority Dispatch for the purchase of the Dispatch Protocol Software System (ProQA) in the amount of $599, on January 25, 2016, Agenda Item #9c. ITEM SUMMARY (Brief description of item, discussion, key points, recommendations, etc.) Information Technology, on behalf of Public Safety, is requesting approval for a sole source award to Priority Dispatch to cover annual maintenance in the amount of $69, for the ProQA Dispatch Control Software System. The system improves how the Public Safety Communications Center dispatchers answer and manage incoming 911 and non-emergency telephone calls to the City s Emergency Dispatch main and back-up communication centers. This proposed award is being requested as a sole source award because it meets the criteria in the City Code as being the only source known to exist for this specific service. As the manufacturer of this software, Priority Dispatch has chosen not to authorize any other firms to provide this service. The vendor has proposed a price of $69, to provide the annual maintenance, software licenses and support. This is the same price paid in The December 2016 Municipal Cost Index reflects an increase of 2.74% over the prior year. Therefore, staff considers the vendor s proposal to be fair and reasonable. Based on the above, it is staff s recommendation to award a sole source contract to Priority Dispatch, Salt Lake City, Utah in the amount of $69, for annual maintenance on the Dispatch Control Software System to support the City s E911 answering system for the main and back-up February 27, 2017 Council Meeting, Page 21

22 communication centers pursuant to Section (10) titled Sole Source. This provision of the City Code authorizes noncompetitive awards when only one specific source is known to exist for the required supplies or services. QUESTIONS FOR COUNCIL Does City Council approve the award of the sole source contract to Priority Dispatch in the amount of $69, for annual maintenance on the Dispatch Control Software? LEGAL COMMENTS Purchase orders or contracts in any amount may be awarded without benefit of formal competitive bidding when only one specific source is known to exist for the required supplies or services (sole source), and the Purchasing Manager approves the use of negotiation prior to award (City Code 2-674(10)). (Lathers) Dan Brotzman PUBLIC FINANCIAL IMPACT (If Yes, EXPLAIN) Yes No The contract cost of $69, is budgeted in the General Fund, E911 Emergency Communications and will be paid from the following: Org (E911 Emergency Communications) and Acct (R&M Equipment: Other) ORG USED: E-Communications 911 PRIVATE FISCAL IMPACT (If Significant or Nominal, EXPLAIN) Not Significant Nominal Applicable None EXHIBITS ATTACHED: Council Minutes 01_25_16 Priority Dispatch.pdf February 27, 2017 Council Meeting, Page 22

23 February 27, 2017 Council Meeting, Page 23

24 City of Aurora Council Agenda Commentary Item #: SS: 1st: 2nd: 9c Item Title: Consideration to AWARD A SOLE SOURCE CONTRACT to Versaterm Systems, Scottsdale, Arizona in the amount of $256, for annual renewal of software maintenance on the Police Information Management, Mobile Report Entry and Crime Analysis Systems through March Item Initiator: Ratcliff, Michelle - Senior Procurement Agent - Internal Services Staff Source: Jeffress, Aleta - Director Of Information Tech - Information Technology City Manager/Deputy City Manager Signature: Skip Noe Outside Speaker: Council Goal: 2012: 1.1--Reduce crime rates ACTIONS(S) PROPOSED (Check all appropriate actions) Approve Item as proposed at Study Session Approve Item and Move Forward to Regular Meeting Approve Item as proposed at Regular Meeting Approve Item with Waiver of Reconsideration Information Only HISTORY (Dates reviewed by City council, Policy Committees, Boards and Commissions, or Staff. Summarize pertinent comments. ATTACH MINUTES OF COUNCIL MEETINGS, POLICY COMMITTEES AND BOARDS AND COMMISSIONS.) Council approved the 2016 annual maintenance award to Versaterm in the amount of $244, on March 14, 2016, Agenda Item #9c. ITEM SUMMARY (Brief description of item, discussion, key points, recommendations, etc.) The Information Technology Department has an annual requirement for Versaterm Systems software support and maintenance services for the Police Department s Versadex Records Management System (RMS), Versadex Mobile Report Entry (MRE), and Versadex Crime Analysis Package (VCAP). Versaterm was the firm selected for the RMS and MRE systems as a result of a competitive bid conducted in (The VCAP software was added in May 2014.) The vendor has submitted an annual renewal quotation in the total amount of $256, to maintain and support their software products. Pricing for the services includes a 3% increase, which covers costs for all three of the Versaterm systems and their related licenses. In addition, 15 mobile workstation licenses are being purchased. The same pricing is offered to all customers, including the City and County of Denver. Therefore, it is determined that the pricing proposed by Versaterm is fair and reasonable. This proposed award is being requested as a sole source award because it meets the criteria in the City Code as being the only source known to exist for this specific service. As the manufacturer of this software, Versaterm has chosen not to authorize any other firms to provide this service. February 27, 2017 Council Meeting, Page 24

25 Based on the above, it is our recommendation to award a sole source contract to Versaterm Systems, Scottsdale, Arizona in the amount of $256,235.00, pursuant to Section (10) titled Sole Source. This provision of the City Code authorizes noncompetitive purchases when only one specific source is known to exist for the required supplies or services. QUESTIONS FOR COUNCIL Does City Council approve the award of the sole source contract to Versaterm Systems in the amount of $256, for annual maintenance on the Police Information Management, Mobile Report Entry and Crime Analysis Systems? LEGAL COMMENTS Purchase orders or contracts in any amount may be awarded without benefit of formal competitive bidding when only one specific source is known to exist for the required supplies or services (sole source), and the Purchasing Manager approves the use of negotiation prior to award (City Code 2-674(10)). (Lathers) Dan Brotzman PUBLIC FINANCIAL IMPACT (If Yes, EXPLAIN) Yes No The contract cost of $256, is budgeted in the General Fund, Information Technology and will be paid from the following: Organization (Public Safety and Account (R&M: Equipment-Other) ORG USED: Public Safety PRIVATE FISCAL IMPACT (If Significant or Nominal, EXPLAIN) Not Significant Nominal Applicable None. EXHIBITS ATTACHED: Council Minutes 03_14_16 Versaterm.pdf February 27, 2017 Council Meeting, Page 25

26 February 27, 2017 Council Meeting, Page 26

27 City of Aurora Council Agenda Commentary Item #: SS: 1st: 2nd: 9d Item Title: Consideration to AWARD A SINGLE SOURCE CONTRACT to EnvisionWare Inc., Duluth, Georgia in the amount not-to-exceed $175, to provide a Library Materials RFID System for all Aurora Library locations. Item Initiator: Ratcliff, Michelle - Senior Procurement Agent - Internal Services Staff Source: Bateman, Patti - Director Of Lib & Cultural Svc - Library & Cultural Services City Manager/Deputy City Manager Signature: Skip Noe Outside Speaker: Council Goal: 2012: 4.1--Develop and maintain high quality parks, rec facilities/programs, libraries, natural areas, trails and open space ACTIONS(S) PROPOSED (Check all appropriate actions) Approve Item as proposed at Study Session Approve Item and Move Forward to Regular Meeting Approve Item as proposed at Regular Meeting Approve Item with Waiver of Reconsideration Information Only HISTORY (Dates reviewed by City council, Policy Committees, Boards and Commissions, or Staff. Summarize pertinent comments. ATTACH MINUTES OF COUNCIL MEETINGS, POLICY COMMITTEES AND BOARDS AND COMMISSIONS.) No prior history. ITEM SUMMARY (Brief description of item, discussion, key points, recommendations, etc.) Aurora Library has a need to purchase a Library Materials Radio Frequency Identification (RFID) System for all locations. A requisition in the amount not-to-exceed $175, has been submitted for the hardware, software and services needed to implement the system. The Aurora Public Library offers citizens a collection of approximately 335,000 items at six locations. The primary purpose of this project is to improve library materials handling, automate inventory management, and provide theft protection. A Request for Proposals (RFP) #R-1803 was released by Purchasing on September 13, Responses were received from three firms: MK Solutions, Bibliotheca/3M and EnvisionWare. As a result of the initial evaluation process, all three firms were selected for the short list. In the next phase of the solicitation, the firms were interviewed and they provided system demonstrations. The final phase of the RFP process allowed firms to submit Best and Final Offers (BAFO). MK Solutions and Bibliotheca/3M submitted BAFOs above the project s budgeted amount. EnvisionWare submitted their BAFO after the mandatory deadline. As a result, EnvisionWare was disqualified. After approval by the City Attorney s Office and Internal Services management, RFP #R-1803 was cancelled. February 27, 2017 Council Meeting, Page 27

28 Subsequent information from Library management revealed that EnvisionWare currently operates critical software (PC reservations, credit card payments and Printer Job Release) for the Library operations. Therefore, instead of conducting another competitive solicitation, it was decided that an EnvisionWare RFID system would be the most efficient and cost effective. An EnvisionWare proposal has been submitted for the Materials RFID System in the amount not-to-exceed $175,861.70, which is in accord with the Library s budget for this system. This is the same price proposed in the firm s original RFP proposal in 2016; therefore, staff considers it to be fair and reasonable. Based on the above, it is staff s recommendation to award a single source contract to EnvisionWare Inc., Duluth, Georgia in the amount not-to-exceed $175, to provide a Library Materials RFID System in accordance with City Code 2-674(7) Standardization. This provision of the City Code allows for noncompetitive awards when standardization of parts, modules, accessories or additions will minimize excessive inventory or maintain compatibility with existing furnishings or installations. QUESTIONS FOR COUNCIL Does City Council approve the award of the single source contract to EnvisionWare Inc. in the amount not-to-exceed $175, for the purchase of a Library Materials RFID System? LEGAL COMMENTS Purchase orders or contracts in any amount may be awarded without benefit of formal competitive bidding when standardization of parts, modules, accessories, or additions will minimize excessive inventory or maintain compatibility with existing furnishings or installations (City Code 2-674(7)). (Lathers) Dan Brotzman PUBLIC FINANCIAL IMPACT (If Yes, EXPLAIN) Yes No The contract cost of $175, is budgeted in the General Fund, Library and Cultural Services Department, and will be paid from the following: (Central Library) and (R&M: Other) (Hoffman Library) and (R&M: Other) ORG USED: Central Library/43556 Hoffman Library PRIVATE FISCAL IMPACT (If Significant or Nominal, EXPLAIN) Not Significant Nominal Applicable None. EXHIBITS ATTACHED: February 27, 2017 Council Meeting, Page 28

29 City of Aurora Council Agenda Commentary Item #: SS: 1st: 2nd: 9e Item Title: Consideration to award a SINGLE SOURCE CONTRACT to Dewberry Engineers, Inc., Denver, Colorado in the amount of $382, for design engineering services associated with the Rampart Raw Water Delivery System Phase IV Improvements Project. Item Initiator: Fillinger, Bryn - Mgr Of Purchasing & Contracts - Internal Services Staff Source: Fiori, Steven - Project Delivery Svcs Mgr - Aurora Water City Manager/Deputy City Manager Signature: Skip Noe Outside Speaker: Council Goal: 2012: 3.0--Ensure excellent infrastructure that is well maintained and operated. ACTIONS(S) PROPOSED (Check all appropriate actions) Approve Item as proposed at Study Session Approve Item and Move Forward to Regular Meeting Approve Item as proposed at Regular Meeting Approve Item with Waiver of Reconsideration Information Only HISTORY (Dates reviewed by City council, Policy Committees, Boards and Commissions, or Staff. Summarize pertinent comments. ATTACH MINUTES OF COUNCIL MEETINGS, POLICY COMMITTEES AND BOARDS AND COMMISSIONS.) The award of the contract to Dewberry Engineers, Inc. for design engineering services for the Rampart Raw Water Line Phase I Improvements Project in the amount of $224, was approved by City Council on December 17, 2012, Agenda Item #9f. The award of the competitively bid contract for construction of the Rampart Raw Water Line Phase I Improvements Project to Layne Heavy Civil, Inc. in the amount of $1,722, was reported to City Council on the Weekly Report of November 25, The award of the contract to Dewberry Engineers, Inc. for design engineering services for the Rampart Raw Water Line Phase II Improvements Project in the amount of $349, was approved by City Council on March 24, 2014, Agenda Item #9f. The award of the competitively bid contract for construction of the Rampart Raw Water Line Phase II Improvements Project to BT Construction, Inc. in the amount of $2,863, was approved by City Council on October 27, 2014, Agenda Item #9g. The award of the contract to Dewberry Engineers, Inc. for design engineering services for the Rampart Raw Water Delivery System Phase III Improvements Project in the amount of $623, was approved by Council on September 14, 2015, Agenda Item #9g. February 27, 2017 Council Meeting, Page 29

30 The award of the competitively bid contract for construction of the Rampart Raw Water Line Phase III Improvements Project to Layne Heavy Civil, Inc. in the amount of $2,829, was approved by City Council on June 20, 2016, Agenda Item #9m. An amendment to the contract with Dewberry Engineers, Inc. for construction phase engineering support services for the Rampart Raw Water Delivery System Phase III Improvements Project in the amount of $151, was approved by Council on November 14, 2016, Agenda Item #9e. ITEM SUMMARY (Brief description of item, discussion, key points, recommendations, etc.) Background The Rampart Raw Water Delivery System is the main conduit supplying mountain raw water to the City of Aurora. The critical components of this system are the parallel 40-inch and 54-inch pipelines that traverse approximately 22 miles of the Front Range from Rampart Reservoir to City of Aurora water purification facilities. The pipelines were constructed between 1957 and Dewberry Engineers, Inc. completed a condition assessment on the Rampart Raw Water Delivery System in 2011 that included a preliminary design report with recommendations for rehabilitation. Four major phases of rehabilitation were originally identified as being critical to extend the useful life of the Rampart Raw Water Delivery System. The overall objective of this project is to replace appurtenances in poor condition to restore pipeline integrity and reliability. To ensure an adequate water supply, construction work is limited to the low water demand period of October to April, and work can only occur on one pipeline at a time. The 2011 condition assessment did not take these constraints into account when recommending phases. Three phases of appurtenance rehabilitation were completed in the 2013/2014, 2014/2015, and 2016/2017 low water demand periods, and three or four more phases are anticipated. Appurtenance rehabilitation was not completed in the 2015/2016 low water demand period to accommodate other planned capital projects. The budgeted funds were used to fund additional design work, advancing the preliminary designs on all future phases to the 75 percent level. The design also included initiation of long lead time permits and restructuring of future phases to account for the limited construction windows. Proposed Award Aurora Water is requesting approval of a single source award to Dewberry Engineers, Inc. for design engineering services to complete the Rampart Raw Water Delivery System Phase IV Improvements. The Phase IV improvements on the 40 /42 pipeline include the final design of blowoff facilities and air release/vacuum valves, installation of one new in-line valve, and removal of an existing valve. The specific details regarding the proposed scope of design engineering services and cost breakdowns are shown in Attachment 1 to this commentary. Engineering services during construction are included as part of this award. Once design of the Phase IV Improvements is completed, the construction contract award will be competitively bid in the spring of 2017 and brought forward for City Council approval at that time. Since Dewberry Engineers, Inc. completed the condition assessment, designs for the first three phases of the improvements, and design of all remaining appurtenances to the 75% design level, they have a unique understanding of the remaining work required to finish the fourth phase of the overall project. They are the best-qualified firm, and can perform the required engineering services more cost effectively than bringing in another firm. Soliciting proposals from other engineering firms would be impractical as a new firm would need additional time to study the project's requirements and would charge for design work already completed by Dewberry Engineers, Inc. The award to Dewberry Engineers, Inc. will allow Dewberry to complete the design for this next phase of work in order to meet the critical schedule of the limited shut-down window when the work can be performed from October to April. As a result, staff has determined that a single source award to Dewberry Engineers, Inc. for providing the additional engineering services is in the best interest of the City. February 27, 2017 Council Meeting, Page 30

31 Pursuant to City Code 2-674(6), Reduced Total Cost, a proposal was requested from Dewberry Engineers, Inc. for design engineering services for Phase IV. Negotiations included detailed discussions regarding the specific scope of work, project schedule, and labor hours for both professional and administrative categories to complete these services. After negotiations were completed, the final amount agreed upon was $382, This amount is within the approved budget for this project. The hourly rates proposed by Dewberry Engineers, Inc. are the same as their currently approved MESA V hourly rates, and are comparable to similar sized engineering firms currently approved under the City s MESA V design service agreements. Therefore, the final negotiated hourly rates for the engineering design services are considered to be fair and reasonable. Subsequent phases of design and construction are planned over the next few years with all costs included in the 5-Year Capital Improvement Program. Recommendation Based on the above, staff recommends that the City award a single source contract to Dewberry Engineers, Inc., Denver, Colorado in the amount of $382, for design engineering services associated with the Rampart Raw Water Delivery System Phase IV Improvements Project. QUESTIONS FOR COUNCIL Does Council approve the award of a single source contract to Dewberry Engineers, Inc. in the amount of $382, for design engineering services associated with the Rampart Raw Water Delivery System Phase IV Improvements Project? LEGAL COMMENTS Purchase orders or contracts in any amount may be awarded without benefit of formal competitive bidding when closer location, more advantageous time allowances, or similar variable factors can reduce the total cost of the product or service (City Code 2-674(6)). (Lathers). Dan Brotzman PUBLIC FINANCIAL IMPACT (If Yes, EXPLAIN) Yes No Funding for this contract amendment will be from the Capital Improvement Program, Water Fund, in the amount of $381, ORG USED: 54 /40 Rampart Appurtenances Rehab/Replacement (52495) PRIVATE FISCAL IMPACT (If Significant or Nominal, EXPLAIN) Not Significant Nominal Applicable Not applicable. EXHIBITS ATTACHED: 1. Attachment A Commentary pdf 2. Council Minutes pdf 3. Weekly Report of pdf 4. Council Minutes pdf 5. Council Minutes pdf 6. Council Minutes pdf 7. Council Minutes pdf 8. Council Minutes pdf February 27, 2017 Council Meeting, Page 31

32 EXHIBIT A AURORA WATER RAMPART APPURTENANCES DESIGN PHASE IV COMPLETION SCOPE OF ENGINEERING SERVICES PROJECT UNDERSTANDING BACKGROUND The Rampart Water Delivery System is the source of mountain raw water to the City of Aurora. Critical components of this system are the aging twin 40- and-54-inch gravity pipelines that traverse approximately 22 miles of the southeast Front Range from the Rampart Reservoir to several City of Aurora water treatment plants. An assessment of the appurtenances performed by Dewberry Engineers, Inc. and documented in the 2011 Rampart Raw Water Pipelines Condition Assessment identified and ranked system deficiencies in the pipelines based on operation and functionality. This scope of work addresses some of the recommended improvements in order to restore operational confidence in the Rampart Raw Water Pipelines system. Encroachment of development and a planned shutdown of the Griswold Water Treatment Plant (WTP) advocates for the rehabilitation work to be performed on the 40/42-inch diameter pipeline during low demand period. The proposed work includes the Sterling Ranch development, Intertie #3 to Intertie #4, Intertie #4 to Griswold WTP, the area near small world west of I-25, and the Edwards Building gate valve elimination. It is anticipated that the 54-inch pipeline will remain operational throughout this period. DESIGN TO COMPLETION There are approximately 40 appurtenances on the 40/42-inch pipeline have been selected for design/construction improvements for Phase IV. The window to construct improvements on the 40/42-inch waterlines is roughly November through April. Table 1: Phase IV Selected Appurtenances for Design Completion REACH or SITES BO ARV BFV TOTAL SITES A. Rampart Reservoir to C B. Intertie #3 to Intertie # C. Intertie #4 to Griswold WTP D. Installation of 42" BFV at Rampart Reservoir E. Gate Valve Elimination at Edwards Building F. Small World area for proposed development TOTALS Dewberry Page 1 of 8 February 27, 2017 Council Meeting, Page 32

33 Aurora Water Rampart Appurtenances Design Phase IV Scope of Work The selected pipeline appurtenance improvements previously designed to 75 percent during the Base Appurtenance Design Project will be finalized to a Construction Ready Bid Package deliverable. SCOPE OF WORK The tasks included in our scope of work are described in detail below. Planned engineering services comprise and are limited to those specifically set forth under this proposal. Additional services may be added by written contract amendment. TASK 1 PROJECT MANAGEMENT, QUALITY ASSURANCE AND QUALITY CONTROL Assign and supervise project staff, subcontractors, monitor work schedule and budgets, provide general contract administration, and prepare monthly invoices. Internal technical direction and project planning activities are included under this task. Maintain frequent communication with Aurora Water throughout the project. Provide quality assurance and quality control services on all work products generated. Assure incorporation of Aurora Water review comments and desired revisions into all final documents. TASK 2 FIELD WORK Task 2.1 Appurtenance Verification. Conduct field surveys of each site to verify appurtenance configuration and identify additional information required to perform and complete the design of selected sites, provide notification to Aurora Water, and initiate efforts to obtain this information. Task 2.2 Permits. Several sites may require permits from Federal review agencies and coordination with these agencies began in the Base Appurtenance Design. The anticipated jurisdictions involved in this work are: US ARMY Corp of Engineers US Fish and Wildlife Several sites may require construction groundwater treatment. The CDPHE may require contractor produced groundwater to meet certain standards before being discharged; therefore, testing and treatment of groundwater may be necessary. Identification of impacted sites and groundwater constituents should be identified prior to bidding for full disclosure and suitable contractor bids. Task Survey, Geotech, Utility Potholing. Identify additional information required to perform and complete the design of selected sites from 75 percent to completion, provide notification to Aurora Water, and initiate efforts to obtain this information. This additional information is anticipated to include: Dewberry Page 2 of 8 February 27, 2017 Council Meeting, Page 33

34 Aurora Water Rampart Appurtenances Design Phase IV Scope of Work Topographical survey for sites with surface improvements - Conduct design surveys of select sites to establish control points as required by the design, topography, identify surface features and improvements, existing utilities, and develop project base maps. Twelve (12) survey sites are anticipated Geotechnical investigation - Conduct geotechnical investigation at sites where new vaults are anticipated, or high ground water is anticipated. Six (6) boreholes are anticipated. Utility potholing where proposed appurtenance improvements may conflict with existing utilities, pipe grade, connections to existing pipe joints, or buried concrete reverse anchors may impact the design completion. Ten (10) potholes are anticipated. TASK 3 PHASE IV DESIGN Task % Design Drawings. Finalize the previously designed Base Appurtenance Design package to completion for the selected design/construction package. This is anticipated to include site specific work such as: Completion to 90% of Appurtenance Configurations Drawings for selected construction phase Completion of Standard Details for selected construction phase Development of site specific erosion control drawings for selected construction phase Development of site specific contractor access drawings for selected construction phase Task % Specifications. Project specifications will be completed for the project based on the 90 percent drawings. Division 0 specifications will be prepared by City of Aurora, Division 1 specifications will be prepared by the City of Aurora for Dewberry to review and finalize. All remaining technical specifications will be provided by Dewberry Task 3.3 Review Meetings. Conduct project meetings with Aurora Water as well as coordination meetings with other affected parties. The following meetings are anticipated: Kickoff meeting 90 percent design review workshops with a two week comment period Meeting agendas and summaries/minutes shall be provided. Meetings will be held at Aurora Water. Task 3.4 Contractor Pre-qualifications Assistance. Assist The City of Aurora in identifying and pre-qualifying contractors suitable for this project. Task 3.5 Develop Bid Form, Measurement and Payment Documents. Completion of Bid Form and Measurement and Payment Specification for selected construction phase. Dewberry Page 3 of 8 February 27, 2017 Council Meeting, Page 34

35 Aurora Water Rampart Appurtenances Design Phase IV Scope of Work Task 3.6 State/Local Permitting and Plan Review. Identify site specific/jurisdictional permit requirements for selected construction phase and schedule meetings with respective local review agencies which will have jurisdiction over the project area. The anticipated jurisdictions involved in this work are: Arapahoe County Douglas County Highlands Ranch Metro District SEMSWA South Suburban Parks and Recreation District Greenwood Village City and County of Denver City of Centennial City of Aurora Individual property owners Develop a SWMP and/or Grading and Erosion Control drawings in support of this project, as required by the review agencies. City of Aurora Review Process. The 90 percent drawings will be submitted to the City s Planning and Development Services Department for review and code compliance, for sites which fall within the City of Aurora s jurisdiction. Five (5) sites are assumed to fall within the City s jurisdiction. Storm Water Management plans (SWMP) will also be submitted for review. Dewberry will use the SWMP template developed by the COA Stormwater group. Development review timelines are anticipated as follows: Table 2: Anticipated Planning & Development Services Review Periods Civil Construction Plans up to 39 sheets Sheets 1 st City Review 15 days 20 days Consultant Revisions on 1 st round 5 days 5 days 2 nd City Review 10 days 15 days Consultant Revisions on 2 nd round 5 days 5 days Final City Review and Approval 5 days 10 days Total Working Days 40 days 55 days Total Weeks 8 weeks 11 weeks Task 3.7 Bid ready Drawings, Specifications, Bid form. Agency Comments Incorporated. Comments from other agencies will be incorporated into the bid ready drawings and specifications. Dewberry Page 4 of 8 February 27, 2017 Council Meeting, Page 35

36 Aurora Water Rampart Appurtenances Design Phase IV Scope of Work City of Aurora Review Process Comments Incorporated. Comments from the City s Planning and Development Services Department will be incorporated into the bid ready drawings and specifications. Finalize Drawings and Specifications. Finalized drawings and specifications will be delivered for bid ready documents. Cost Estimate. Develop engineer s estimate of probable cost for each site based on the bid ready documents. Bid-Phase Services. Receive and respond to questions from bidders concerning clarifications and interpretations of the plans and specifications. Prepare and issue addenda prior to the bid date to respond to bidder s questions, and incorporate clarifications and interpretations into the Contract documents. Assist Aurora Water at a pre-bid conference and tour of the proposed site(s). TASK 4 SERVICES DURING CONSTRUCTION Services during construction will add the following subtasks: Task 4.1 Project Management. Assign and supervise project staff, monitor work schedule and budgets, provide general contract administration, and prepare monthly invoices. Task 4.2 Construction Progress Meetings. Attend weekly onsite construction progress meetings. This task includes attendance at 29 progress meetings between November 2017 through middle of April Dewberry will record and distribute meeting minutes. Task 4.3 Site Visits. Perform daily site visits to assist Aurora Water in monitoring construction for general compliance with the construction documents and design intent, and assist Aurora Water in responding and reconciling contractor s monthly pay requests. Site visits are based on part-time inspection services at 4 hours a day (including drive time) for 23 weeks between November 2017 through the middle of April Task 4.4 Daily Reports. Record and upload daily inspection reports to EADOCs for 23 weeks between November 2017 through April Task 4.5 Submittal Reviews. Review of contractor s shop drawing submittals, test report submittals, and contractor s proposed substitute materials. Task 4.6 Contractor Information Requests. Assist Aurora Water in responding to contractor s information requests (RFI s). Prepare supplementary sketches, drawings, or written descriptions to support design intent as necessary. Assume 10 RFI s. Dewberry Page 5 of 8 February 27, 2017 Council Meeting, Page 36

37 Aurora Water Rampart Appurtenances Design Phase IV Scope of Work Task 4.7 Contract Close-out Support. Perform field visit with Aurora Water and contractor at substantial completion and assist in developing punch list. Conduct walkthrough at final completion. Task Record Drawings. Prepare record drawings from contractor red-lines and submit electronic AutoCAD and PDF, as well as full-size bond hard copy to Aurora Water. TASK 5 SUPPLEMENTAL SERVICES At Aurora Water s request, an amount equal to $25,000 has been included to provide for additional work. This task may include work not defined in the original project scope, but identified as the project progresses. Budget from Task 5 will not be utilized without written approval from Aurora Water. ASSUMPTIONS The following assumptions have been made in development of this scope and estimated fee: Geotechnical Investigation assumes 6 soil borings and laboratory testing for the facilities in Task 2 Survey assumes design site survey for a total of 12 of the facilities in Task 2 Potholing assumes 10 potholes to locate existing utilities for facilities in Task 2 No traffic phasing plans will be required No construction dewatering designs, such as well points or cut-off walls, are anticipated No horizontal directional drill or boring tasks are anticipated SERVICES NOT INCLUDED The following tasks are not included in our Scope of Work but may be added by mutual agreement by contract amendment: Traffic phasing plans Bid evaluations Payment for permits or plan review fees PROJECT DELIVERABLES Electronic Files. Spatial data files will be compatible with GIS standards for retrieval purposes. Drawings files shall be completed in AutoCAD, Civil 3D V2014 with electronic copies provided in AutoCAD format in addition to PDF files. Similarly, text and spreadsheet files shall be completed in Microsoft Word and Excel respectively, with one electronic copy provided in Word/Excel format in addition to PDF files. Both electronic and hard copies of all deliverables will be provided. A minimum of 2 weeks for each major deliverable will be allocated for Aurora Water review time. Specific Deliverables by task are identified below: Dewberry Page 6 of 8 February 27, 2017 Council Meeting, Page 37

38 Aurora Water Rampart Appurtenances Design Phase IV Scope of Work Task 1 - Project Management Monthly Invoices Project Status Reports Task 2 Field Work Groundwater Testing Reports Environmental permits Tasks 3 Phase IV Design 90 percent Drawings and Specifications Final Cost Estimate Bid ready Drawing Design Submittal Final Bid-ready Construction Plans and Specifications Tasks 4 Services During Construction Meeting Minutes Submittal Reviews RFIs Daily reports Record Drawings TIMES FOR RENDERING SERVICES The times for these services are based on a start date of March 1, Specific target milestone dates are given below. Task Completion Date Project Start and Notice to Proceed March 1, Percent Design Phase Submittal May 12, 2017 Construction Ready Bid Package June 1, 2017 FEES AND CHARGES Estimated Engineering Fees and Charges are based on the 2017 MESA V Fee Schedule presented in Exhibit B. For this proposal, Dewberry has budgeted $357,081 with an additional $25,000 in supplemental services to capture out-of-scope items (supplemental services requires prior written authorization for use). The Project not-to-exceed total budget is $382,081. Dewberry Page 7 of 8 February 27, 2017 Council Meeting, Page 38

39 Aurora Water Rampart Appurtenances Design Phase IV Scope of Work Staff and corresponding categories are shown below: 2017 MESA V Fee Schedule Category Fee per Hour, $ Principal or Engineer IX $206 Engineer VIII $178 Engineer VII $170 Engineer VI $160 Engineer V $143 Engineer IV $129 Engineer III $114 Engineer II $95 Engineer I $88 Senior CAD Technician $132 CAD Technician IV $125 CAD Technician III $112 CAD Technician II $94 CAD Technician I $84 Admin III $83 Admin II $70 Dewberry Page 8 of 8 February 27, 2017 Council Meeting, Page 39

40 DEWBERRY ENGINEERS Fee Estimate Rampart Appurtenance Rehabilitation Phase IV Dewberry CAD Tech Subconsultants Principal Eng. VI Eng. IV Eng. III Eng. II Sr. CAD 3 Admin III Task Task Geotechnical- Survey- Potholing-CO ERO Direct Labor Total Billing Rate Task Description Cost Terracon Precision Util Finders Costs Cost Hours Project Management /QA/QC $5,228 $150 $5, Task Subtotal $5,228 $0 $0 $0 $0 $150 $5, Field work 3.1 Appurtenance verification $19,080 $100 $18, Permits (USACOE, F&W, CDPHE) $18,796 $10,000 $100 $8, Survey, Geotech, Utility Potholing $56,796 $16,000 $20,000 $16,000 $100 $4, Task Subtotal $94,672 $16,000 $20,000 $16,000 $10,000 $300 $32, Phase IV Design % Design Drawings $55,049 $100 $49, % Specifications $7,594 $100 $7, Review Meetings $9,520 $9, Contractor Pre-Qualification Assistance $2,996 $2, Develop Bid form, Measurement & Payment Documents $3,100 $3, State / Local Permitting and Plan Review $7,902 $150 $7, Bid ready drawings,specifications, bid form $12,036 $12, Task Subtotal $98,197 $0 $0 $0 $0 $350 $92, Design Phase Subtotal $198,097 $16,000 $20,000 $16,000 $10,000 $800 $130,297 1, Construction Phase Services 4.1 Project Management $3,884 $3, Construction Progress Meetings $37,900 $1,100 $36, Site Visits 4 $62,390 $2,500 $59, Daily Reports $11,916 $11, Submittal Reviews $15,904 $15, RFI's $13,198 $13, Contract Close-out $2,978 $50 $2, Record Drawings $10,814 $300 $10, Construction Phase Subtotal $158,984 $0 $0 $0 $0 $3,950 $155,034 1, Supplemental Services $25,000 PROJECT TOTAL $382,081 $16,000 $20,000 $16,000 $10,000 $4,750 $285,331 2, , NOTES: 1. Direct costs include travel mileage, printing & copying. 2. These rates reflect the adjusted 2017 MESA rates. February 27, 2017 Council Meeting, Page 40

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46 September 14, 2015 City Council Minutes Page 3 General Business a. Consideration to AWARD A COMPETITIVELY BID CONTRACT to Elevators Unlimited, Inc., Denver, Colorado in the amount of $492, for the Courts and Central Library Elevator Modernization Project, Project Number STAFF SOURCE: Thomas McMinimee, Facilities Project Delivery Manager, Public Works b. Consideration to AWARD A SINGLE SOURCE CONTRACT to Tatonka Contractors, Hudson, Colorado in the amount of $219, for the 2015 Multiple Playground Resurfacing Project, Project Number 5475A. STAFF SOURCE: Tracy Young, Manager of Pros, Planning, Design, Construction, Parks, Recreation & Open Space c. Consideration to EXTEND A COMPETITIVELY BID CONTRACT with HD Supply Waterworks Ltd., Henderson, Colorado in the total not-to-exceed amount of $585, to purchase pipeline parts as required for Aurora Water infrastructure through September 30, B-4022 STAFF SOURCE: Steven Sciba, Manager Water Service Operations, Aurora Water d. Consideration to EXTEND A COMPETITIVELY BID CONTRACT with Ferguson Waterworks, Aurora, Colorado in the total not-to-exceed amount of $515, to purchase pipeline parts as required for Aurora Water infrastructure through September 30, B-4022 STAFF SOURCE: Steven Sciba, Manager Water Service Operations, Aurora Water e. Consideration to AWARD A COMPETITIVELY BID CONTRACT to Calgon Carbon Corporation, Pittsburgh, Pennsylvania in the amount of $1,062, for the purchase of granular activated carbon water treatment media for the Binney Water Purification Facility. B-4125 STAFF SOURCE: Steven Fiori, Project Delivery Service Manager, Aurora Water f. Consideration to AWARD A SINGLE SOURCE CONTRACT to CH2M HILL Engineers, Inc., Englewood, Colorado in the amount of $70, for providing engineer design, bid and construction phase support services for the Aurora Reservoir Aeration Phase II Improvements Project. STAFF SOURCE: Steven Fiori, Project Delivery Service Manager, Aurora Water g. Consideration to AWARD A SINGLE SOURCE CONTRACT to Dewberry Engineers, Inc., Denver, Colorado in the amount of $623, for providing design engineering services for the Rampart Raw Water Delivery System Phase III Improvements Project. Steven Fiori, Project Delivery Service Manager, Aurora Water Motion by Broom, second by Markert, to approve items 9a - 9g. Voting Aye: Mayor Hogan, Berzins, Broom, Cleland, Hunter Holen, LeGare, Markert, Peterson, Pierce, Roth Final Ordinances h Consideration for ADOPTION AN ORDINANCE of the City Council of the City of Aurora, Colorado, amending the Heather Ridge Village general development plan to allow additional commercial uses at the intersections of South Andes Circle and Tower Road, City of Aurora, County of Arapahoe, State of Colorado (Heather Ridge Village GDP Amendment). STAFF SOURCE: Anthony Avery, Planner I, Planning & Development Services Motion by Hunter Holen, second by LeGare, to approve item 9h. The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is a/ways permitted to vote on all items. February 27, 2017 Council Meeting, Page 46

47 June 20, 2016 City Council Minutes Page 5 Waiver of Reconsideration) STAFF SOURCE: Thomas McMinimee, Street Operations Manager, Public Works i. Consideration to AWARD A SINGLE SOURCE CONTRACT to Wagner Equipment Company, Aurora, Colorado, in the amount of $67, to cover the cost of parts and labor for a complete transmission rebuild on a 2004 Caterpillar Motor Grader. (Staff Requests Waiver of Reconsideration) STAFF SOURCE: Mark Hinterreiter, Manager of Fleet Services, Internal Services j. Consideration to AWARD A SINGLE SOURCE CONTRACT to McCandless Truck Center, Aurora, Colorado in the not-to-exceed amount of $220, for OEM repair parts on an as needed basis for the City's heavy duty International trucks from August 1, 2016, through July 31, STAFF SOURCE: Mark Hinterreiter, Manager of Fleet Services, Internal Services k. Consideration to AWARD A SOLE SOURCE CONTRACT to Emergency One, Inc., Ocala, Florida in the not-to-exceed amount of $90, for repair parts on an as needed basis for the City's Emergency One fire trucks from September 1, 2016, through August 31, STAFF SOURCE: Mark Hinterreiter, Manager of Fleet Services, Internal Services l. Consideration to EXTEND A COMPETITIVELY BID CONTRACT with Factory Motor Parts, Aurora, Colorado in the not-to-exceed amount of $80, to purchase AC Delco parts as required from September 1, 2016, through August 31, (B-4074) STAFF SOURCE: Mark Hinterreiter, Manager of Fleet Services, Internal Services m. Consideration to AWARD A COMPETITIVELY BID CONTRACT to Layne Heavy Civil, Inc., Denver, Colorado in the amount of $2,829, for construction of the Rampart Pipeline Phase III Project, Project Number 5518A. STAFF SOURCE: Steven Fiori, Project Delivery Services Manager, Aurora Water n. Consideration to AMEND AN OPENLY SOLICITED CONTRACT with Garney Companies, Inc., Littleton, Colorado in the amount of $1,279, for the award of the Pump & Lift Stations Improvements Work Package No. 2 Project, Project Number 5448A. STAFF SOURCE: Steven Fiori, Project Delivery Services Manager, Aurora Water o. Consideration to AWARD A SINGLE SOURCE CONTRACT with Muller Engineering Company, Lakewood, Colorado in the amount of $58, for providing consulting services to complete the Montview Park Letter of Map Revision Project. STAFF SOURCE: Steven Fiori, Project Delivery Services Manager, Aurora Water p. Consideration to AMEND A SINGLE SOURCE CONTRACT with Black & Veatch Corporation, Denver, Colorado in the amount of $309, for providing construction phase engineering support services for Construction Work Package No.'s 1 & 2 for the Pump Stations Rehabilitation Project. STAFF SOURCE: Steven Fiori, Project Delivery Services Manager, Aurora Water q. Consideration to AMEND AN OPENLY SOLICITED CONTRACT with Stantec Consulting Services, Inc., Fort Collins, Colorado in the amount of $382, for providing final design, bid and construction phase engineer support services for the Channel Aggradation Remediation Phase II Improvements Project, RFP R STAFF SOURCE: STAFF SOURCE: Steven Fiori, Project Delivery Services Manager, Aurora Water Motion by Cleland, second by Roth, to approve items 9c 9q with a waiver of reconsideration on items 9e, 9h and 9i. The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is always permitted to vote on all items. June 27, 2016 Council Meeting, Page 12 February 27, 2017 Council Meeting, Page 47

48 June 20, 2016 City Council Minutes Page 6 Voting Aye: Mayor Hogan, Berzins, Cleland, Lawson, LeGare, Mounier, Peterson, Pierce, Richardson, Roth Final Ordinances r Consideration for ADOPTION OF AN ORDINANCE of the City Council of the City of Aurora, Colorado, rezoning East 14th Avenue, City of Aurora, County of Arapahoe, State of Colorado, from PD-MF (Planned Development District, Multi-Family Subarea) to FBAD 1 (Fitzsimons Boundary area District, Subarea 1) and amending the zoning map accordingly (12245 E 14th Ave Rezone) STAFF SOURCE: Stephanie Stevens, Planner II, Planning & Development Services s Consideration for ADOPTION OF AN ORDINANCE of the City Council of the City of Aurora, Colorado, rezoning the Northwest corner of Colfax Avenue and Airport Boulevard, City of Aurora, County of Adams, State of Colorado, from R-A (Residential Agricultural District) to B-4 (Business and Commercial District) and SIR (Sustainable Infill and Redevelopment District) amending the zoning map accordingly. (Trolley Park) STAFF SOURCE: Sarah Wieder, Planner I, Planning & Development Services Motion by Roth, second by Richardson, to approve items 9r and 9s. Voting Aye: Berzins, Cleland, Lawson, LeGare, Mounier, Peterson, Pierce, Richardson, Roth t Consideration for ADOPTION OF AN ORDINANCE of the City Council of the City of Aurora, Colorado, appropriating sums of money in addition to those appropriated in Ordinance Nos , , and for the 2015 fiscal year and Ordinance No for the 2016 fiscal year. STAFF SOURCE: Jackie Ehmann, Budget/Finance Program Manager, Finance Motion by LeGare, second by Mounier, to approve item 9t. Council Member Richardson stated this was a supplemental budget ordinance that was esoteric, noting his concerns related to the under-budgeting of the worker s compensation component of the risk fund. He asked staff if money was shifted in the risk fund to bring it down to $600k. Greg Hays, Budget Manager, answered affirmatively. Council Member Richardson asked if the true number was over $1M. Mr. Hayes answered affirmatively. Council Member Richardson stated putting this into the supplemental ordinance removed the opportunity for Council to question why the City administration underfunded the workers compensation obligation by over $1M and/or to realize there was a safety concern for City employees. He asked Mr. Hayes how much was budgeted for workers compensation. Mr. Hays estimated $4M. Council Member Richardson stated his opposition to the item. Council Member Roth stated this was a one year aberration based on a very small handful of incidences as compared to the previous ten years of history. Mr. Hays concurred, noting it was a two year aberration where the workers compensation claims jumped up considerably. He pointed out the 2016 budget accounted for that possibility. Voting Aye: Berzins, Cleland, Lawson, LeGare, Mounier, Peterson, Pierce, Roth The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is always permitted to vote on all items. June 27, 2016 Council Meeting, Page 13 February 27, 2017 Council Meeting, Page 48

49 November 14, 2016 City Council Minutes Page 3 DRAFT a. Consideration to APPROVE THE PURCHASE of 17 Shares of the Godfrey Ditch Company Stock in the amount of $2,100,000.00, by the City of Aurora, acting by and through its Utility Enterprise. STAFF SOURCE: Alexandra L. Davis, Deputy Director, Water Resources b. Consideration to APPROVE THE PURCHASE of 16 Shares of the Godfrey Ditch Company Stock in the amount of $1,968,000.00, by the City of Aurora, acting by and through its Utility Enterprise. STAFF SOURCE: Alexandra L. Davis, Deputy Director, Water Resources c. Consideration to AWARD CHANGE ORDER NUMBER THREE TO A COMPETITIVELY BID CONTRACT to Edge Contracting, Inc., Golden, Colorado in the amount of $464, for additional construction services to complete the Baranmor Ditch Improvements Reach 4-5 Project. STAFF SOURCE: Steven Fiori, Project Delivery Service Manager, Aurora Water d. Consideration to AWARD A COMPETITIVELY BID CONTRACT to Edge Contracting, Inc., Denver, Colorado in the amount of $224, for construction of the Storm Sewer Grate Improvements Project, Project Number 5532A. STAFF SOURCE: Steven Fiori, Project Delivery Service Manager, Aurora Water e. Consideration to AMEND A SINGLE SOURCE CONTRACT with Dewberry Engineers, Inc., Denver, Colorado in the amount of $151, for providing construction phase engineering support services for the Rampart Raw Water Delivery System Phase III Improvements Project. STAFF SOURCE: Steven Fiori, Project Delivery Service Manager, Aurora Water f. Consideration to AWARD A COMPETITIVELY BID CONTRACT to Layne Heavy Civil, Inc., Denver, Colorado in the amount of $1,344, for construction of the Tollgate & Sand Creek Interceptor Diversion Structures Rehabilitation Project, Project Number 5517A. STAFF SOURCE: Steven Fiori, Project Delivery Service Manager, Aurora Water g. Consideration to AWARD A SINGLE SOURCE CONTRACT to National Meter and Automation, Inc., Centennial, Colorado in the amount of $555, for the purchase of Badger water meters for STAFF SOURCE: Steven Sciba, Manager Water Service Operations, Aurora Water h. Consideration to AWARD A COMPETITIVELY BID CONTRACT to RDP Barricade Co., LLC dba Colorado Barricade Co., Denver, Colorado in the amount of $95, for the Bike Plan Improvement-Signing and Pavement Markings Project, Project Number STAFF SOURCE: Cindy Colip, Transportation Project Delivery Manager, Public Works Motion by Pierce, second by Mounier, to approve items 9a 9h. Voting Aye: Mayor Hogan, Bergan, Berzins, Cleland, Lawson, LeGare, Mounier, Peterson, Pierce, Richardson, Roth i. Consideration to AWARD A SINGLE SOURCE CONTRACT to Lewis Fowler LLC, Englewood, Colorado in the amount of $404, for professional consulting services to support implementation of the Business Transformation Office (BTO) and the citywide workflow management system through December STAFF SOURCE: Aleta Jeffress, Director, Information Technology Council Member Bergan asked if the contract amount would assist in the smooth transition of the $4M software previously approved by Council. The City Charter prescribes the Mayor may vote on resolutions and ordinances only to create or break a tie vote of Council Members present. The Mayor Pro-Tem is always permitted to vote on all items. November 21, 2016 Council Meeting, Page 11 February 27, 2017 Council Meeting, Page 49

50 City of Aurora Council Agenda Commentary Item #: SS: 1st: 2nd: 9f Item Title: Consideration to AWARD A SOLE SOURCE CONTRACT to Evoqua Water Technologies LLC, Sarasota, Florida in the amount not-to-exceed $295, for the Akta Chlor 25 water treatment chemical (Sodium Chlorite) and related services through February Item Initiator: Ratcliff, Michelle - Senior Procurement Agent - Internal Services Staff Source: Oligo, Bobby - Manager Of Water Treatment - Aurora Water City Manager/Deputy City Manager Signature: Skip Noe Outside Speaker: Council Goal: 2012: 3.5--Meet all statutory and regulatory requirements governing water quality and environmental protection ACTIONS(S) PROPOSED (Check all appropriate actions) Approve Item as proposed at Study Session Approve Item and Move Forward to Regular Meeting Approve Item as proposed at Regular Meeting Approve Item with Waiver of Reconsideration Information Only HISTORY (Dates reviewed by City council, Policy Committees, Boards and Commissions, or Staff. Summarize pertinent comments. ATTACH MINUTES OF COUNCIL MEETINGS, POLICY COMMITTEES AND BOARDS AND COMMISSIONS.) Council approved the 2016 award to Evoqua Water Technologies in the amount not-to-exceed $250, on February 8, 2016, Agenda Item #9d. A change order in the amount not-to-exceed $45, was reported to Council on the Weekly Report of Purchasing Actions dated October 24, ITEM SUMMARY (Brief description of item, discussion, key points, recommendations, etc.) The Water Department is requesting approval of a sole source award to Evoqua Water Technologies for the water treatment chemical AKTA KLOR 25, a sodium chlorite solution, and associated services and maintenance. Services and maintenance include, but are not limited to, bi-monthly inspection of the four generation units, annual rebuilds of the units to ensure proper operation, regular calibration of the generators to ensure required chlorine dioxide quality, training for Water staff, and emergency response. Evoqua Water Technologies is the only manufacturer and distributor of this sodium chlorite solution in the United States. The sodium chlorite is produced in Wichita, Kansas and is delivered via dedicated, safe carriers. Other suppliers of sodium chlorite are located in Canada and China. AKTA KLOR 25 is a specialized water treatment chemical, which is critical to the water treatment process. AKTA KLOR 25 is used in the generation of chlorine dioxide, which is used as a disinfectant to treat the City s drinking water. The chemical is being used at both the Wemlinger and the Griswold Water Purification Facilities as the primary disinfectant to treat the drinking water for the citizens of Aurora. Evoqua also includes bi-monthly service of the chlorine dioxide generation systems located at February 27, 2017 Council Meeting, Page 50

51 both plants. Service of the generation systems ensures that the chemical produced meets the requirements for use in drinking water treatment. Water required more of the AKTA KLOR 25 chemical in 2016 to treat challenging raw water quality conditions. Water anticipates similar raw water quality conditions in 2017 and a slightly higher volume of water to be produced. The pricing submitted for the contract period is proposed at $.5977 per liquid pound, which is a 2% increase over the 2015 and 2016 contract pricing. The December 2016 Municipal Cost Index reflects an annual increase of 2.74%. Therefore, the Evoqua price is determined to be fair and reasonable. Based on the above, it is our recommendation to award a sole source contract to Evoqua Water Technologies LLC in the not-to-exceed amount of $295, in accordance with City Code 2-674(10) titled Sole Source for the AKTA KLOR 25 water treatment chemical and related services through February QUESTIONS FOR COUNCIL Does City Council approve the award of the sole source contract to Evoqua Water Technologies LLC in the amount not to exceed $295, for the Akta Chlor 25 water treatment chemical and related services? LEGAL COMMENTS Purchase orders or contracts in any amount may be awarded without benefit of formal competitive bidding when only one specific source is known to exist for the required supplies or services (sole source), and the Purchasing Manager approves the use of negotiation prior to award (City Code 2-674(10)). (Lathers) Dan Brotzman PUBLIC FINANCIAL IMPACT (If Yes, EXPLAIN) Yes No Funding for this sole source contract will be from the Water Fund operating budget (Water Purification Program) in the not to exceed amount of $295, Funds are appropriated annually, as part of the budget development process, for water treatment chemicals. Water Treatment Orgs (Wemlinger) and (Griswold), and the Water Treatment Chemicals Account of ORG USED: Wemlinger WPF (52023) and Griswold WPF (52068) PRIVATE FISCAL IMPACT (If Significant or Nominal, EXPLAIN) Not Significant Nominal Applicable None EXHIBITS ATTACHED: Council Minutes 02_08_16 Evoqua.pdf Weekly Report_Evoqua 10_24_16.pdf February 27, 2017 Council Meeting, Page 51

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54 City of Aurora Council Agenda Commentary Item #: SS: 1st: 2nd: 9g Item Title: Consideration to EXTEND A COMPETITIVELY BID CONTRACT with Publication Printers Corporation, Denver, Colorado in the not-to-exceed amount of $84, for printing and mail preparation of the Aurora Recreation Guide through November 30, Item Initiator: Baca, Lynn - Procurement Agent - Internal Services Staff Source: Fanning, Byron - Manager Of Recreation Services - Parks, Recreation & Open Space City Manager/Deputy City Manager Signature: Skip Noe Outside Speaker: Council Goal: 2012: 6.1--Ensure the delivery of high quality services to residents in an efficient and cost effective manner ACTIONS(S) PROPOSED (Check all appropriate actions) Approve Item as proposed at Study Session Approve Item and Move Forward to Regular Meeting Approve Item as proposed at Regular Meeting Approve Item with Waiver of Reconsideration Information Only HISTORY (Dates reviewed by City council, Policy Committees, Boards and Commissions, or Staff. Summarize pertinent comments. ATTACH MINUTES OF COUNCIL MEETINGS, POLICY COMMITTEES AND BOARDS AND COMMISSIONS.) City Council approved the initial year of the contract with Publication Printers in the amount not-toexceed $116, on February 6, 2016, Agenda Item 9b. ITEM SUMMARY (Brief description of item, discussion, key points, recommendations, etc.) The Parks, Recreation and Open Space (PROS) Department has an ongoing requirement for printing and mail preparation services for the City's Recreation Guide. The Aurora Recreation Guide is the centerpiece of the City's marketing efforts for the Recreation, Open Space and Natural Resources Divisions of the PROS Department and the Cultural Division of the Library and Cultural Department. Historically, the total costs of producing the guide are about 4% of the total revenue generated by programs advertised in the Guide ($6.3 million annually). Data collected since 2006 indicates that the Guide is the primary source of information that drives our customers' expenditures on City programs. Pricing was requested from the vendor and the unit price per publication is lower than the initial agreement term. The U.S. Producer Price Index for Pulp, Paper and Allied Products reflects that the market is down 5.46% from this time last year. Therefore, pricing is reasonable and reflective of current market conditions. In addition to the above, this contract is for printing and mailing of three quarterly publications. The original contract amount was for all four quarterly publications. If the City determines to renew the contract this winter with Publication Printers, it will be for all four quarterly publications. February 27, 2017 Council Meeting, Page 54

55 This item is being presented at a regular City Council meeting since the original solicitation produced less than three responses. Per City Code Section 2-674(2), purchases where a vendor offers to extend an existing contract under the same terms and conditions within current market pricing are authorized by non-competitive negotiations. Based on the above, it is staff's recommendation to extend the competitively bid contract with Publication Printers Corporation, Denver, Colorado in the not-to-exceed amount of $84, for printing and mail preparation of the Aurora Recreation Guide through November 30, QUESTIONS FOR COUNCIL Does City Council approve the contract renewal with Publication Printers in the amount not-to-exceed $84,733.56, for the printing and mail preparation service for the Aurora Recreation Guide? LEGAL COMMENTS Purchase orders or contracts in any amount may be awarded without benefit of formal competitive bidding when a vendor offers to extend an existing contract under the same conditions and at the same or lower price (adjusted for inflation), and such extension is in the best interests of the City (City Code 2-674(2), and City Code Section 2-672(a)(4)). Purchase orders and contracts worth $50,000 or more not awarded pursuant to formal competitive bidding require City Council approval (City Code 2-672(a)(3)(b)). (Lathers) Dan Brotzman PUBLIC FINANCIAL IMPACT (If Yes, EXPLAIN) Yes No Sufficient budget in Org PRIVATE FISCAL IMPACT (If Significant or Nominal, EXPLAIN) Not Significant Nominal Applicable N/A EXHIBITS ATTACHED: Publication Printers.pdf February 27, 2017 Council Meeting, Page 55

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57 City of Aurora Council Agenda Commentary Item #: SS: 1st: 2nd: 10a 2/6/17 Item Title: Consideration to APPROVE A RESOLUTION of the City Council of the City of Aurora, Colorado, to approve the Intergovernmental Agreement regarding construction and construction management of the Northglenn Ralston House. Item Initiator: Wolfe, Michelle - Deputy City Manager - General Management Staff Source: Wolfe, Michelle - Deputy City Manager - General Management City Manager/Deputy City Manager Signature: Skip Noe Outside Speaker: Council Goal: 2012: 1.0--Assure a safe community for people ACTIONS(S) PROPOSED (Check all appropriate actions) Approve Item as proposed at Study Session Approve Item and Move Forward to Regular Meeting Approve Item as proposed at Regular Meeting Approve Item with Waiver of Reconsideration Information Only PREVIOUS ACTIONS OR REVIEWS: Policy Committee Actions Taken: Name: Public Safety, Courts and Civil Service Policy Committee Meeting Date: 1/21/16 and 1/19/17 Recommends Do Not Recommend Minutes Attached Minutes Not Available Forwarded without Recommendation Recommendation Report Attached HISTORY (Dates reviewed by City council, Policy Committees, Boards and Commissions, or Staff. Summarize pertinent comments. ATTACH MINUTES OF COUNCIL MEETINGS, POLICY COMMITTEES AND BOARDS AND COMMISSIONS.) An IGA Regarding the Design of the Northglenn Ralston House was presented at the January 21, 2016 Public Safety, Courts and Civil Service Policy Committee meeting. The Committee supported proceeding with the IGA and moving the item forward to Council Study Session. City Council approved the Ralston House Design IGA (Resolution R ) at the regular meeting of February 22, This IGA provided for each participating agency to contribute the amount of $30,000 for the design of the Northglenn Ralston House facility. February 27, 2017 Council Meeting, Page 57

58 The Public Safety, Courts, and Civil Service Commission Committee reviewed this item at the January 19 meeting. The Committee unanimously recommended support for the IGA, and moving this item forward to Council Study Session. ITEM SUMMARY (Brief description of item, discussion, key points, recommendations, etc.) The IGA (Phase 2 Agreement) addresses the costs for construction and construction management of the Northglenn Ralston House Facility. The original IGA, which City Council approved last year, provided for each participating entity to contribute $30,000 for the costs of designing the facility. Based on the resulting design drawings and associated construction cost estimates, and consistent with Section 3 of the Phase 1 Agreement, the parties now desire to enter into this Phase 2 Agreement. The total cost estimate for this phase of the project is $1,072,500. Unlike the original IGA for design (where costs were shared equally), the costs for this phase are weighted based on population and past usage. Aurora s population was based only on the portion in Adams County. Therefore, our share of the population is 7.41%, and our share of usage is 4.21%. These percentages were weighted at 50% each. Based on total project cost (estimated $1,700,000), net our original $30,000 contribution, the city of Aurora s cost share is $68,761. However, this agreement contemplates funding for 75% of the cost, resulting in a shortfall. The City's share will be $51,570 under this agreement. Grant funding will be pursued to cover the shortfall amount of the project costs. If the appropriate level of grant funding is not achieved, the parties agree to reconvene and determine a course of action with respect to construction. Ralston House Child Advocacy Center works with law enforcement, human services and the community to provide a safe place to investigate child abuse and ensure victim services for children who have been physically or sexually abused or witnessed violence. Ralston House provides education and outreach to prevent child abuse. Ralston House, a not-for-profit agency, provides a friendly and safe place for children and teens who have been sexually abused to tell their stories and begin to heal. Ralston House receives referrals from law enforcement, social services and the district attorney's office and works in conjunction with these entities to provide specialized forensic interviews and medical examinations. Ralston House is a child-friendly place that is less "scary" than a police department. Services are available at three locations for young children and youth through the age of 18. Accredited by the National Children's Alliance, Ralston House adheres to best practice policies and procedures to serve the best interests of children. The Ralston House facility in Adams County is currently located in an aging building that is insufficient to meet the needs of the organization and its partner agencies. The city of Northglenn is providing the property on which the facility will be located. The Aurora Police Department uses Ralston House facility on a limited basis. The department also uses SunGate Kids, located in Englewood. The determination is based on the need and proximity to victims and their families. APD investigators rely a great deal on the victim and family's wishes and the most convenient ability to gather the information in a friendly environment. Therefore, having more than one option is very important. In 2014 APD completed 13 forensic interviews at Ralston House, compared to 242 at the SungateKids facility. In 2015, 291 interviews were conducted at SunGate Kids, and 20 at Ralston House. In 2016, 292 were at SunGate Kids, 27 at Ralston house. CAC/ICAC received a great deal of training related to Crimes Against Children. APD's Crimes Against Children unit personnel, often attend their monthly training at the Ralston House facility or other training in the metro area that is sponsored by Ralston House. The training sessions provided at the Ralston facility are generally free or at a substantially lower price compared to others that are offered elsewhere. February 27, 2017 Council Meeting, Page 58

59 APD benefits from the training that Ralston House offers as well as the forensic interviews. The new building will bring a great deal more opportunity for training in the Crimes Against Children field. It will also have the most updated equipment to assist with the forensic interviews. The overall environment will be different than SungateKids and offer another option for victims and families, including follow-up services after the interview/investigative process. Staff believes the new facility will benefit both the investigators and the victims. The proposed resolution and current version of the IGA are attached. QUESTIONS FOR COUNCIL Does the Council support the proposed IGA regarding Ralston House funding, and direct forwarding to a regular City Council Meeting? LEGAL COMMENTS Governments may cooperate or contract with one another to provide any function, service, or facility lawfully authorized to each of the cooperating or contracting units only if such cooperation or contracts are authorized by each party thereto with the approval of its legislative body or other authority having the power to so approve. (Colo. Rev. Stat (1)). City Council may, by resolution, enter into contracts or agreements with other governmental units or special districts for the joint use of buildings, equipment or facilities, and for furnishing or receiving commodities or services. (Aurora City Charter 10-12) (Bajorek) PUBLIC FINANCIAL IMPACT (If Yes, EXPLAIN) Yes No The City of Aurora will contribute $51,570 to the construction and construction management costs of the new Ralston House facility if approved by City Council. Funding will come from Non-Departmental (org 25001). If necessary, a request in a future budget supplemental will be created for this. ORG USED: Transfers and other requirements PRIVATE FISCAL IMPACT (If Significant or Nominal, EXPLAIN) Not Significant Nominal Applicable N/A EXHIBITS ATTACHED: Ralston House Resolution 1-27.pdf Ralston House IGA pdf Ralston House Deed Restriction clean.docx Resolution No. R pdf Ralston House IGA Exhibit B.pdf Minutes from PC Meeting re Ralston House IGA.docx Public Safety, Courts and Civil Service Policy Committee Meeting Draft Minutes.pdf February 27, 2017 Council Meeting, Page 59

60 RESOLUTION NO. R A RESOLUTION BY THE CITY COUNCIL OF AURORA, COLORADO, TO APPROVE THE INTERGOVERNMENTAL AGREEMENT REGARDING CONSTRUCTION AND CONSTRUCTION MANAGEMENT OF THE NORTHGLENN RALSTON HOUSE WHEREAS, the City is authorized, pursuant to Article XIV of the Colorado Constitution and Section , et seq., of the Colorado Revised Statutes, to cooperate and contract with any political subdivision of the State of Colorado, to provide any function, service or facility lawfully authorized to each of the contracting or cooperating units of government; and WHEREAS, Ralston House, a not-for-profit agency, is a child advocacy center which has for many years, has provided professional and comprehensive services for sexually, physically, and emotionally abused children and their families used by the various police agencies located within Adams County, including the City of Aurora; and WHEREAS, Ralston House provides a friendly and safe place for children and teens who have been sexually abused to tell their stories and begin to heal, and conducts forensic interviews and medical examinations to assist in the investigation and prosecution of offenders committing the sexual abuse of children; and WHEREAS, Ralston House provides these services through its Jefferson County facility, and recently through a facility located on a parcel of land owned by the City of Northglenn ; and WHEREAS, a new facility is needed for Ralston House to continue provide the level of professional and comprehensive services it desires and the communities require both now and into the future; and WHEREAS, Ralston House, along with the City of Northglenn, the Cities of Westminster, Thornton, Federal Heights, Brighton, Commerce City and Aurora, the City and County of Broomfield and the County of Adams (the Municipal Parties ) previously contributed to developing the design of a new child advocacy center facility to be known as the Northglenn Ralston House pursuant to a separate agreement (the Phase 1 Agreement ); and WHEREAS, the Municipal Parties now desire to enter into this Phase 2 Agreement for the construction and construction management of the Northglenn Ralston House; and WHEREAS, the total project cost has been estimated at the cost of One Million, Seven Hundred Thousand Dollars ($1,700,000.00) (the Total Project Cost ), of which the Municipal Parties have previously contributed the amount of Two Hundred and Seventy Thousand Dollars ($270,000.00) and will contribute an additional amount of One Million, Seventy-Two Thousand, Five Hundred Dollars ($1,072,500.00); and February 27, 2017 Council Meeting, Page 60

61 WHEREAS, Aurora s contribution is Fifty-One Thousand Five Hundred and Seventy Dollars ($51,570.00); and WHEREAS, the potential shortfall between the Total Project Cost and the municipal contributions, combined, is approximately Three Hundred Fifty-Seven Thousand, Five Hundred Dollars ($357,500.00) and will be paid by grant funding; and WHEREAS, the proposed Agreement delineates the contributions of the entities involved, the construction management responsibilities, and the strategy to address any lack of grant funding to pay the shortfall amount; and WHEREAS, it is in the best interests of the citizens of Aurora to enter into this agreement regarding the construction and construction management of a new Ralston House facility. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF AURORA, COLORADO: Section 1. The Agreement between and among the City of Northglenn, Ralston House, the Cities of Westminster, Thornton, Federal Heights, Brighton, Commerce City and Aurora, the City and County of Broomfield and the County of Adams regarding construction and construction management of the Northglenn Ralston House is hereby approved. Section 2. The Mayor and City Clerk are hereby authorized to execute the attached agreement in substantially the form presented at this meeting with such technical additions, deletions and variations as may be deemed necessary or appropriate by the City Attorney. Section 3. hereby rescinded. All resolutions or parts of resolutions of the City in conflict herewith are RESOLVED AND PASSED this day of, ATTEST: STEPHEN D. HOGAN, Mayor JANICE NAPPER, City Clerk APPROVED AS TO FORM: Nancy Rodgers, Sr. Assistant City Attorney February 27, 2017 Council Meeting, Page 61

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79 Deed Restriction THIS DEED RESTRICTION made this day of, 2017, by City of Northglenn, a Colorado municipal corporation located at ( Grantor ) hereby imposes the following deed restriction in consideration of and for the benefit of the Cities of Westminster, Thornton, Federal Heights, Brighton, Commerce City and Aurora, the City and County of Broomfield and the County of Adams (collectively, the Municipal Parties ) on the property located at described in the deed dated,and recorded in the Offices of the Adams County Clerk and Recorder, Reception Number (hereinafter referred to as the Property ), as follows: This Deed Restriction limits the use of the Property exclusively as a child advocacy center by the Ralston House or by an entity that provides similar services for a period of thirty (30) years from (DATE), which shall be the date that a permanent certificate of occupancy is issued, or a different date as agreed to by the Municipal Parties. Further, this Deed Restriction prohibits the Grantor from conveying the Property or using the Property as collateral of any nature whatsoever during such thirty (30) year period. IN WITNESS WHEREOF, the Grantor has executed this Deed Restriction on the date set forth above. CITY OF NORTHGLENN STATE OF COLORADO COUNTY OF ADAMS By: Title: The foregoing instrument was acknowledged before me this day of, 20, by its. Witness my hand and official seal. My commission expires: Notary Public February 27, 2017 Council Meeting, Page 79

80 EXHIBIT B CONTRIBUTIONS BY MUNICIPAL PARTIES Municipality Hybrid % Amount February 27, 2017 Council Meeting, Page 80 Adams County (Sheriff's Office, DA Office, Dept. of Human Services)* 26.86% $ 319,970 Aurora PD* 5.81% $ 51,570 Brighton PD 7.88% $ 77,910 Broomfield (PD and Dept. of Human Services) 10.60% $ 112,669 Commerce City PD 7.97% $ 79,094 Federal Heights PD 3.25% $ 18,942 Northglenn PD 4.73% $ 37,798 Thornton PD 15.88% $ 179,973 Westminster PD 17.03% $ 194,574 Totals % $ 1,072,500

81 Public Safety, Courts and Civil Service Committee Minutes Draft January 19, 2017 City of Aurora Ralston House IGA Summary of Issues and Discussion DCM Wolfe discussed the Ralston House Phase II agreement. Last year, city council approved an Intergovernmental Agreement (IGA) with Adams County, Ralston House and basically all the municipalities in Adams County to contribute $30,000 for the design of the new Ralston House Facility. The design is completed and a fairly solid estimate for the construction and construction management has been provided. The city contributions were derived from a formula that is based partially on population, partially on past usage, and those figures were weighted at 50% each. While each participating agency initially contributed $30,000, the total costs were divided using that formula, deducting out the initial $30,000 contribution. The balance for the city of Aurora is $51,570. CM Bergan asked why the figures were not just weighted only on usage. DCM Wolfe said that this was a compromise that all parties agreed to. An increase in population alone might mean Aurora s usage could increase. This is a one-time expense with no ongoing financial commitment to Ralston House. Aurora currently uses Sungate Kids far more, which is supported every year through Nexus funding. The police department and specifically the Crimes Against Children Unit find having options for victims and family members valuable. Additionally, they receive free training and other training opportunities. The request would be committee support and moving it forward as an IGA that will need full council approval. Senior Assistant City Attorney Nancy Rodgers said that a few very last minute, non-substantive amendments are being received. They are not changing design plans, but they involve some of the protections on timelines, notice to other parties, etc. The City of Northglenn will be providing a large part of the funding and the City of Thornton is requesting some protections be added to the agreement. CM Bergan asked if it is estimated that the costs will remain the same. DCM Wolfe said that the current agreement contemplates only 75% of the cost being covered because there are numerous efforts being made to obtain grant funding. To the extent that the grant funding exceeds what was originally accepted, there would be a rebate of funds to the participants. If it falls short, the agreement calls for group discussion on how to fund the balance, most likely using the same formula. CM Bergan asked if the approval would be for one year. DCM Wolfe stated that it is a one-time payment and would most likely be paid in the first quarter. CM LeGare asked if this was in the 2017 budget. DCM Wolfe said that this was not in the 2017 budget. In the public financial impact comments for this item, the budget office indicated that they have funding in non-departmental and it may be necessary to have a supplemental. At the time the budget was being done, design was still in progress and there was no certainty about whether the project would move forward. Outcome Committee unanimously supports moving this item forward to study session. Follow-Up Action Move to study session. February 27, 2017 Council Meeting, Page 81

82 PUBLIC SAFETY MEETING JANUARY 21, 2016 Members Present: Council Member B. Cleland Chair Members Present Via Tele-Conference: Council Member B. Roth Vice Chair, Council Member F. Bergan Others Present: J. Puscian, P. O Keefe, M. Wolfe, D. Culverhouse, L. Rehwalt, S. Newman, J. Heckman, K. Flynn, N. Rodgers, S. Sare, Z. DeBoyes, G. Johansson, A. Jeffress, M. Garcia, R. Weinberg, B. Wesner RALSTON HOUSE IGA Summary of Issues and Discussion Prior to the presentation, CM Bergan asked if our financial obligation would be proportional to our usage. DCM Wolfe said that the discussion among the City Managers involved, were looking toward either population or usage. Aurora s population would only be based on Adams County, and with that in mind, there would be little difference between population and usage. She also noted the free training provided to Aurora employees would be an added value, and as a new facility our usage would probably increase. Police Sergeant Bob Wesner, who is with the Crimes Against Children unit, offered that his detectives use both Sungate Kids and Ralston House. Ralston House is their main source for training and provides more comprehensive courses and real time experiences. CM Cleland asked how many other cities in Adams County use Ralston House. DCM Wolfe didn t have the exact numbers, but added that Thornton, Commerce City, Brighton, Broomfield and Federal Heights have all approved the IGA. Arvada also use the Ralston House in Jefferson County. CM Cleland asked what this would do to our relationship with Sungate, seeing that we give them funding through Nexus and asked whether we then add Ralston House to Nexus. Sergeant Wesner said we will still do interviews at Sungate, and D.C. O Keefe said we have already been using Ralston House for years. CM Cleland asked if we have been using them, why we haven t paid them up to now. DCM Wolfe said that up to now we haven t been asked to pay. Sergeant Wesner said that they have been privately funded, but based on growing usage, their current facility is outdated and too small. CM Cleland asked what the cost comparison for Aurora is. DCM Wolfe said there is no comparison since we have never been billed by Ralston House for our use and training. This issue is coming up now as they need to update their facility, and this funding would be to help build the facility. Ralston House will provide the upkeep, and there has been no indication of ongoing funding. If that ever came up, it would need to come back as a new discussion. CM Cleland asked if the $30,000 per participant they are requesting is a one-time cost. DCM Wolfe replied that would be for the needs assessment and 30% of design for the cost estimate, and that the final construction cost would be divided among the community participants based on usage/population. CM Bergan asked if February 27, 2017 Council Meeting, Page 82

83 there was a way to get an estimated final cost estimate before the $30,000 initial cost. DCM Wolfe said the city of Northglenn did a very rough estimate but she did not have the number today. CM Roth said that it would be possible to get an estimate based on square footage and usage, but with the level of detail required, it could be off as much as 50%, so the $30,000 for a more concrete estimate would be money well spent. DM Cleland asked for clarification that if we give the $30,000, then also pay our share of the construction costs, does that mean we will not have to pay fees as we use the facility. DCM Wolfe said that is her understanding, adding there has been no conversation about ongoing costs to access the facility. CM Bergan asked if we didn t proceed with this financial investment, would we still be able to use the services. Sergeant Wesner said they would still offer us the same services and training. CM Bergan then asked what the value is in a service we use on a limited basis when it s not in our area. CM Cleland replied that Sungate isn t in our area either, but we give them approximately $200,000 a year through Nexus funds. DCM Wolfe noted that in the IGA there is a stipulation that after phase one any municipality that did not want to move forward would be refunded from any monies remaining in the phase one account. She added that aside from the comfort and convenience this provides for the children and families, the excellent training that our officers will receive make it very cost effective. Sergeant Wesner commented that it is difficult to find training geared to what they need, and Ralston House offers these classes frequently. Generally the training they need is offered on the West Coast so when those instructors come to the Denver Metro area, they go to Ralston House and teach for free, since they want as many people as possible to have this training. CM Bergan asked if it would be possible for Aurora to have its own facility that does this. CM Cleland said what it would involve would be huge. Sergeant Wesner said it would take very specific forensic training and equipment for examination. DCM Wolfe said that Aurora gave Sungate $53,000 in 2013, and $58,000 each year since. CM Cleland asked where the $30,000 would come from. DCM Wolfe said she had talked with the Budget Office and they have identified a possible source for a supplemental. CM Bergan requested that after phase one, Aurora conducts a cost/benefit analysis. The Committee agreed. Outcome Committee supports moving forward to Study Session. Follow-Up Action Move to Study Session. DCM Wolfe will update information including funding source. February 27, 2017 Council Meeting, Page 83

84 City of Aurora Council Agenda Commentary Item #: SS: 1st: 2nd: 10b 2/6/17 Item Title: Consideration to APPROVE A RESOLUTION of the City Council of the City of Aurora, Colorado, to approve the memorandum of understanding regarding child protective services. Item Initiator: Grady, Gail - Administrative Technician - Police Staff Source: Rodgers, Nancy - Client Group Manager - City Attorney City Manager/Deputy City Manager Signature: Skip Noe Outside Speaker: Council Goal: 2012: 1.0--Assure a safe community for people ACTIONS(S) PROPOSED (Check all appropriate actions) Approve Item as proposed at Study Session Approve Item and Move Forward to Regular Meeting Approve Item as proposed at Regular Meeting Approve Item with Waiver of Reconsideration Information Only PREVIOUS ACTIONS OR REVIEWS: Policy Committee Actions Taken: Name: Public Safety, Courts and Civil Service Policy Committee Meeting Date: 01/19/2017 Recommends Do Not Recommend Minutes Attached Minutes Not Available Forwarded without Recommendation Recommendation Report Attached HISTORY (Dates reviewed by City council, Policy Committees, Boards and Commissions, or Staff. Summarize pertinent comments. ATTACH MINUTES OF COUNCIL MEETINGS, POLICY COMMITTEES AND BOARDS AND COMMISSIONS.) The last Memorandum of Understanding was signed in This matter was brought forth to Public Safety, Courts & Civil Service Committee on January 19, Committee unanimously recommended bringing this forth to study session for further consideration. ITEM SUMMARY (Brief description of item, discussion, key points, recommendations, etc.) The Aurora Police Department, along with multiple other law enforcement and prosecution agencies and social service agencies, work cooperatively to investigate, respond to and provide resources for abuse and neglect or attempted abuse and neglect of children. February 27, 2017 Council Meeting, Page 84

85 This Memorandum of Understanding will replace the previously signed agreement from 2010 and allow these agencies to continue the work of protecting children. QUESTIONS FOR COUNCIL Does Council support moving this item to regular meeting for discussion and formal consideration? LEGAL COMMENTS Pursuant to Article XIV, Section 18(2)(a), Colorado Constitution, and Section , C.R.S., governmental entities may cooperate or contract with each other to provide any function, service, or facility lawfully authorized to each. Pursuant to Section of the City Charter, the City Council of the City of Aurora, by Resolution, is authorized to enter into contracts or intergovernmental agreements with other governmental entities for the furnishing or receiving services. Section (5.5), C.R.S., states a intent by the General Assembly that each county, law enforcement agency, and social services department "develop and implement cooperative agreements to coordinate duties of both agencies in connection with the investigation of all child abuse or neglect cases and that the focus of such agreements shall be to ensure the best protection for the child." This agreement meets that requirement. (Rodgers). PUBLIC FINANCIAL IMPACT (If Yes, EXPLAIN) Yes No No PRIVATE FISCAL IMPACT (If Significant or Nominal, EXPLAIN) Not Significant Nominal Applicable N/A EXHIBITS ATTACHED: Arapahoe Child Protective Srvs Resolution (DRAFT).docx MOU Child Protective Services.pdf February 27, 2017 Council Meeting, Page 85

86 RESOLUTION NO. R A RESOLUTION BY THE CITY COUNCIL OF AURORA, COLORADO, TO APPROVE THE MEMORANDUM OF UNDERSTANDING REGARDING CHILD PROTECTIVE SERVICES. WHEREAS, the City is authorized, pursuant to Article XIV of the Colorado Constitution and Section , et seq., of the Colorado Revised Statutes, to cooperate and contract with any political subdivision of the State of Colorado, to provide any function, service or facility lawfully authorized to each of the contracting or cooperating units of government; and WHEREAS, Aurora and multiple law enforcement and prosecution agencies, including the Arapahoe County Department of Human Services, Arapahoe County Sheriff s Office, Arapahoe Community College Campus Police Department, Town of Bow Mar, and the cities of Cherry Hills Village, Englewood, Glendale, Columbine Valley, Greenwood Village, Littleton, and Sheridan work cooperatively to investigate, respond to, and provide resources for abuse and neglect, or attempted abuse and neglect, of children; and WHEREAS, C.R.S (5.5) declares that the State legislature intends that county departments of human services enter into cooperative agreements with law enforcement agencies to coordinate the duties of each agency in connection with the investigation of all child abuse or neglect cases; and WHEREAS, the last Memorandum of Understandings was signed in 2010; and WHEREAS, the proposed Memorandum of Understanding delineates the responsibilities of the entities involved, as well as the use of confidential information; and WHEREAS, it is in the best interests of the citizens of Aurora to enter into this cooperative agreement regarding child protection to ensure for the regional coordination of the investigation of child abuse and neglect cases. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF AURORA, COLORADO: Section 1. The Memorandum of Understanding regarding the Cooperative Agreement between the Arapahoe County Department of Human Services, Arapahoe County Sheriff s Office, Arapahoe Community College Campus Police Department, Town of Bow Mar, and the cities of Cherry Hills Village, Englewood, Glendale, Columbine Valley, Greenwood Village, Littleton, and Sheridan is hereby approved. Section 2. The Mayor and City Clerk are hereby authorized to execute the attached agreement in substantially the form presented at this meeting with such technical additions, deletions and variations as may be deemed necessary or appropriate by the City Attorney. February 27, 2017 Council Meeting, Page 86

87 Section 3. hereby rescinded. All resolutions or parts of resolutions of the City in conflict herewith are RESOLVED AND PASSED this day of, STEPHEN D. HOGAN, Mayor ATTEST: JANICE NAPPER, City Clerk APPROVED AS TO FORM: Nancy Rodgers, Sr. Assistant City Attorney G:\Dept\City Attorney\CA\NANCY\APD\IGAs and MOUs\Arapahoe Child Protective Services Agreement\Arapahoe Child Protective Srvs Resolution (DRAFT).docx February 27, 2017 Council Meeting, Page 87

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95 City of Aurora Council Agenda Commentary Item #: SS: 1st: 2nd: 10c Item Title: Consideration to APPROVE A RESOLUTION of the City Council of the City of Aurora, Colorado, approving the Revised Foothills Intergovernmental Agreement between the City and County of Denver, a municipal corporation of the State of Colorado, acting by and through its Board of Water Commissioners, and the City of Aurora, Colorado, acting by and through its Utility Enterprise regarding operations of Strontia Springs Dam and Reservoir. Item Initiator: Oligo, Bobby - Manager Of Water Treatment - Aurora Water Staff Source: Oligo, Bobby - Manager Of Water Treatment - Aurora Water City Manager/Deputy City Manager Signature: Skip Noe Outside Speaker: Council Goal: 2012: 3.0--Ensure excellent infrastructure that is well maintained and operated. ACTIONS(S) PROPOSED (Check all appropriate actions) Approve Item as proposed at Study Session Approve Item and Move Forward to Regular Meeting Approve Item as proposed at Regular Meeting Approve Item with Waiver of Reconsideration Information Only PREVIOUS ACTIONS OR REVIEWS: Policy Committee Actions Taken: Name: Water Policy Committee Meeting Date: 02/09/2017 Recommends Do Not Recommend Minutes Attached Minutes Not Available Forwarded without Recommendation Recommendation Report Attached HISTORY (Dates reviewed by City council, Policy Committees, Boards and Commissions, or Staff. Summarize pertinent comments. ATTACH MINUTES OF COUNCIL MEETINGS, POLICY COMMITTEES AND BOARDS AND COMMISSIONS.) On October 11, 1983 the City of Aurora Water Department and the Denver Board of Water Commissioners (Denver Water) entered into an Intergovernmental Agreement (IGA) regarding financial obligations for the operations and maintenance (O&M) of the Foothills Project facilities (located in Waterton Canyon Southwest of the Metro area). The Foothills Project facilities include Strontia Springs Dam and Reservoir, Denver's Intake Tower, Aurora's Intake Tower, and a series of tunnels and conduits all of which serve the water works systems of the respective cities. February 27, 2017 Council Meeting, Page 95

96 The Water Department and Denver Water Board are operating partners in the Strontia Springs facility per the Foothills Agreement under which Denver Water is responsible for 84.27% and Aurora 15.73% of the operating and maintenance (O&M) costs. The Water Policy Committee reviewed this item at the February 9, 2017, meeting, and supported forwarding this item to the City Council Regular Session for formal approval. ITEM SUMMARY (Brief description of item, discussion, key points, recommendations, etc.) Denver Water Board and Aurora would like to update and reconstitute the 1983 Agreement. Major changes in the AMENDED AND RESTATED FOOTHILLS AGREEMENT include the following: The first amendment to the 1983 Foothills Agreement was approved by both parties in March of This amendment identified the capital expenditure amount that would require a separate agreement between the City of Aurora and Denver Water. The amendment states that any capital expenditure exceeding $100,000 per item is subject to a separate agreement and the City of Aurora is obligated to pay its share (15.73%) of the total cost. As a result of increasing cost and frequency of capital expenditures, Denver Water and the City of Aurora desire to increase the $100,000 limit to $250,000. The City of Aurora Water Department is responsible for 15.73% of the operating and maintenance (O&M) costs of the Foothills Project facilities. This O&M cost does not include costs incurred by Denver Water for source of supply, supervisory, and administrative services, dam insurance, water control record keeping, and other required service costs incurred by Denver Water. This charge has historically been 19% of the O&M cost. In 2017, this charge will be reduced to 13% based on current costs. In the future, this charge shall be reviewed by Denver Water within a year from the date of this agreement and annually thereafter, and if necessary, shall be adjusted by Denver Water upon written consent of the Director of the Aurora Water Department and reflect actual charges. Line item 17 states the Board shall advise Aurora, by December 1 of each year, beginning in 1983, of the estimated expenditures to be shared during the following year and the quarterly installment payments related thereto. The Aurora Water Department desires to change the December 1 st date to May 1 st of each year, beginning in 2017, of the estimated expenditures to be shared during the following year. This change will allow Aurora Water to more adequately reflect the budget required for the following year. The operating procedures in Exhibit A of the IGA were updated to reflect current operations. A statement was also added to the IGA indicating that Exhibit A may be revised from time to time without amending this Agreement upon written agreement of the Parties operations personnel. QUESTIONS FOR COUNCIL Does the City Council support the proposed Resolution regarding the Revised Foothills Intergovernmental Agreement? LEGAL COMMENTS Council may, by resolution, enter into contracts or agreements with other governmental units or special districts for the joint use of buildings, equipment or facilities, or for furnishing or receiving commodities or services (Charter 10-12). The Agreement is approved as to form. (McKenney) Jack Bajorek February 27, 2017 Council Meeting, Page 96

97 PUBLIC FINANCIAL IMPACT (If Yes, EXPLAIN) Yes No None PRIVATE FISCAL IMPACT (If Significant or Nominal, EXPLAIN) Not Significant Nominal Applicable N/A EXHIBITS ATTACHED: 1. Footshill Revised Resolution 2-16.pdf 2. Revised Foothills Agreement.pdf Foothills Agreement.pdf Agreement.pdf 5. Strontia Map.pdf Draft WPC Minutes.pdf February 27, 2017 Council Meeting, Page 97

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142 Aurora Rampart Reservoir Stontia Springs Reservoir Legend Strontia Spings Reservoir Strontia Springs Reservoir ¹ Miles This map is for informational purposes only. February 27, 2017 Council Meeting, Page 142

143 Water Policy Committee 02/09/2017 Draft Page 1 of 1 Subject for Approval Water Policy Committee (WPC) Meeting February 9, 2017 Members Present: Others Present: Council Member Bob Roth, Chair: Council Member Brad Pierce, Vice Chair; Council Member Francoise Bergan Greg Baker, Leiana Baker, Marshall Brown, Alex Davis, Steve Fiori, Pam Hensley, Gerry Knapp, Don Langley (CWAC), Sean Lieske, Christine McKenney, John Murphy, Stephanie Neitzel, Kelley Neumann, Bobby Oligo, Larry Moore (Roxborough Water and Sanitation District), Jon Villines, Geoff Rabinowitz, Fernando Aranda III. AMENDED & RESTATED FOOTHILLS AGREEMENT Summary of Issue and Discussion: B. Oligo stated that the Denver Water Board and the City of Aurora would like to update and reconstitute the 1993 Agreement. Changes would include the following: Denver Water and the City of Aurora desire to increase the $100,000 limit to $250,000. The operating and maintenance cost shall be reviewed by Denver Water within a year from the date of this agreement and annually thereafter, and if necessary be adjusted by Denver Water upon written consent from the Director of the Water Department and reflect actual charges. The Water Department desires to change the December 1 date to May 1 of each year, beginning in 2017, of the estimated expenditures to be shared during the following year. This change will allow the Water Department to more adequately reflect the budget required for the following year. The operating procedures may be revised from time to time without amending this Agreement upon written agreement of the Parties operations personnel. Council Member Pierce asked, with the day to day operations, is that the reason why you want to amend the agreement without redoing the IGA? B. Oligo replied, yes. Outcome: The Committee supports the Amended and Restated Foothills Agreement, and forwarded the matter to Regular Council Meeting for consideration. Follow-Up Action: The Amended and Restated Foothills Agreement will be forwarded to the next available Regular Council Meeting for consideration. February 27, 2017 Council Meeting, Page 143

144 City of Aurora Council Agenda Commentary Item #: SS: 1st: 2nd: 11a 2/27/17 Item Title: Public Hearing and CONSIDERATION TO APPROVE A RESOLUTION of the City Council of the City of Aurora, Colorado, approving the First Amendment to the Service Plan and First Amendment to the Intergovernmental Agreement for Cornerstar Metropolitan District and Authorizing the Execution of the First Amendment to the Intergovernmental Agreement between the City and the Cornerstar Metropolitan District. (This item also appears on the February 27, 2017 Study Session) (Staff requests a Waiver of Reconsideration) Item Initiator: Sandel, Gary - Development Project Manager - General Management Staff Source: Sandel, Gary - Development Project Manager - General Management City Manager/Deputy City Manager Signature: Skip Noe Outside Speaker: Council Goal: 2012: 6.0--Provide a well-managed and financially strong City ACTIONS(S) PROPOSED (Check all appropriate actions) Approve Item as proposed at Study Session Approve Item and Move Forward to Regular Meeting Approve Item as proposed at Regular Meeting Approve Item with Waiver of Reconsideration Information Only HISTORY (Dates reviewed by City council, Policy Committees, Boards and Commissions, or Staff. Summarize pertinent comments. ATTACH MINUTES OF COUNCIL MEETINGS, POLICY COMMITTEES AND BOARDS AND COMMISSIONS.) The Cornerstar Metropolitan District is located at the southwest corner of Arapahoe Road and Parker Road (see attached vicinity map - Exhibit A). The original District Plan was approved by City Council in The district is comprised of commercial and residential properties, and is approximately 75% constructed. This Service Plan Amendment was presented to the Management and Finance Council Policy Committee on January 25th, The committee forwarded this request to City Council Study Session with a recommendation of approval(see MF minutes, Exhibit B). ITEM SUMMARY (Brief description of item, discussion, key points, recommendations, etc.) The Board of Directors for the Cornerstar Metropolitan District is requesting an amendment to the service plan to increase the Debt Issuance Limitation in order to allow the District to refinance its existing debt (see Letter of Introduction - Exhibit C, Amendment to Service Plan - Exhibit D). This will allow the District to lower the mill levy, lower the interest rate, and provide a present value savings for the District. February 27, 2017 Council Meeting, Page 144

145 The current service plan and IGA limits the District to issuance of general obligation debt in an amount not to exceed $60,000,000. The District currently has outstanding general obligation debt of $36,728, The Service Plan does not differentiate between issuing debt for new money and refinancing existing debt. Because of this the Service Plan could be interpreted to count the amount of a refinancing against the debt issuance limitation. The Metro District Board requests the City increase the debt issuance limitation to $120 million. This increase will allow the District to refinance its existing debt and refinance debt in the future. The proposed amendment to the IGA also updates the operations and maintenance provisions expanding the types of improvements the District is authorized to operate and maintain. This is consistent with language that has been used for newer districts. Attached to this report are the vicinity map, the financial plan, a letter of description, the resolution, the service plan and IGA amendment documents. Due to time constraints of certifying debt service, the District is asking to have the Council Study Session and Regular Session on the same date, February 27th. Staff also requests a waiver of reconsideration to accommodate these time constraints. QUESTIONS FOR COUNCIL Does the Council wish to move this Resolution forward to a Regular Meeting of the City Council? Does the Council wish to Approve Item As Proposed at the Regular Meeting of the City Council? LEGAL COMMENTS Title 32, Article 1, C.R.S., as amended, and Section (b) of the City Code each provide that material modifications to an approved metropolitan district service plan may be made by the board of directors of a district only by petition to and approval by the City Council in substantially the same manner as provided for in the approval for an original service plan. Section of the City Code requires that the City Council conduct a public hearing regarding approval of the proposed district and its service plan. Therefore, a public hearing is required prior to material modifications of the service plan pursuant to Section (b). As the proposed Amended and Restated Intergovernmental Agreement is with another governmental entity, a resolution is required to authorize its execution. (City Charter Section ) (Bajorek). Motion to approve shall include a waiver of reconsideration. PUBLIC FINANCIAL IMPACT (If Yes, EXPLAIN) Yes No No PRIVATE FISCAL IMPACT (If Significant or Nominal, EXPLAIN) Not Significant Nominal Applicable Cornerstar Metropolitan District expects to reduce debt service costs by refinancing their debt. February 27, 2017 Council Meeting, Page 145

146 EXHIBITS ATTACHED: Cornerstar Metro District Resolution-1-17.pdf Cornerstar Metro District IGA 1-17.pdf Exhibit A -Cornerstar Metropolitan District Vicinity Map.pdf Exhibit B - MF JANUARY DRAFT Minutes - Cornerstar.docx Exhibit C -Cornerstar Letter for Service Plan Amendment.doc Exhibit D - Cornerstar Amendment to Service Plan, 2017.docx February 27, 2017 Council Meeting, Page 146

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165 City of Aurora Council Agenda Commentary Item #: SS: 1st: 2nd: 14a 2/6/17 Item Title: Consideration of the Appointment of (1) to the Citizens Advisory Committee on Housing and Community Development Item Initiator: Shafer, Barbara - City Clerk Analyst - General Management Staff Source: Napper, Janice - Assistant City Mgr/City Clerk - General Management City Manager/Deputy City Manager Signature: Skip Noe Outside Speaker: Council Goal: 2012: 1.2--Develop neighborhood and community relationships ACTIONS(S) PROPOSED (Check all appropriate actions) Approve Item as proposed at Study Session Approve Item and Move Forward to Regular Meeting Approve Item as proposed at Regular Meeting Approve Item with Waiver of Reconsideration Information Only PREVIOUS ACTIONS OR REVIEWS: Board / Commission Actions Taken: Name: Citizens Advisory Committee on Housing & Community Development Meeting Date: Recommends Do Not Recommend Minutes Attached Minutes Not Available Forwarded without Recommendation Recommendation Report Attached Staff Actions Taken: Name: Barbara Shafer Recommends Do Not Recommend Forwarded without Recommendation Recommendation Report Attached HISTORY (Dates reviewed by City council, Policy Committees, Boards and Commissions, or Staff. Summarize pertinent comments. ATTACH MINUTES OF COUNCIL MEETINGS, POLICY COMMITTEES AND BOARDS AND COMMISSIONS.) There are three vacant positions with the Citizens Advisory Committee on Housing and Community Development Commission. One applicant was interviewed on September 12, The Committee is supporting the appointment of Mr. Mark Hopkins. A copy of the memorandum from the Commission and the application is included with the commentary. February 27, 2017 Council Meeting, Page 165

166 ITEM SUMMARY (Brief description of item, discussion, key points, recommendations, etc.) The Commission consists of fifteen (15) members who serve four (4) year terms. Currently there are three (3) vacancies. Members may serve unlimited terms. Current members of the Citizens Advisory Committee on Housing and Community Development, including their wards and terms ending dates are: Marcella Barnett Ward V 2020 Vince Chowdhury Ward IV 2018 William Moran Ward III 2017 Marques Ivey Ward II 2017 Lynn Bittel Ward VI 2018 Teri Marquantte Ward III 2020 PK Kaiser Ward VI 2019 Felicia Griffin Ward IV 2020 Leandra Steed Ward II 2019 Nicholas Onyszczak Ward II 2020 QUESTIONS FOR COUNCIL Does the Aurora City Council wish to appoint Mr. Mark Hopkins to the Citizens Advisory Committee on Housing and Community Development? LEGAL COMMENTS The Citizens Advisory Committee on Housing and Community Development (CHD) is to assist City Council in the development, implementation and evaluation of the city s Community Development Block Grant Program (CDBG); to review and formulate recommendations for council s approval for annual CDBG program/project grant allocations; to develop and approve CDBG goals and objectives; and to review applicable consolidated, annual, and/or other plans for submission to the U.S. Dept. of Housing and Urban Development (HUD). The CHD shall consist of 15 members to be appointed by the City Council for a period of four years. Committee members shall constitute a broad cross section of residents of the City of Aurora relative to income, geographic location of residence, age, sex and ethnic background. (CHD Bylaws). (Lathers) Dan Brotzman PUBLIC FINANCIAL IMPACT (If Yes, EXPLAIN) Yes No N/A ORG USED: Citizens Advisory Committee on Housing & Community Development PRIVATE FISCAL IMPACT (If Significant or Nominal, EXPLAIN) Not Significant Nominal Applicable N/A EXHIBITS ATTACHED: Hopkins Appointment.pdf February 27, 2017 Council Meeting, Page 166

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170 City of Aurora Council Agenda Commentary Item #: SS: 1st: 2nd: 14b 2/6/17 Item Title: Consideration of the appointment of one (1) person to the Oil and Gas Advisory Committee Item Initiator: Goldman, Karen - Deputy City Clerk - General Management Staff Source: Napper, Janice - Assistant City Mgr/City Clerk - General Management City Manager/Deputy City Manager Signature: Skip Noe Outside Speaker: Council Goal: 2012: 1.2--Develop neighborhood and community relationships ACTIONS(S) PROPOSED (Check all appropriate actions) Approve Item as proposed at Study Session Approve Item and Move Forward to Regular Meeting Approve Item as proposed at Regular Meeting Approve Item with Waiver of Reconsideration Information Only PREVIOUS ACTIONS OR REVIEWS: Board / Commission Actions Taken: Name: Oil and Gas Advisory Committee Meeting Date: Recommends Do Not Recommend Minutes Attached Minutes Not Available Forwarded without Recommendation Recommendation Report Attached HISTORY (Dates reviewed by City council, Policy Committees, Boards and Commissions, or Staff. Summarize pertinent comments. ATTACH MINUTES OF COUNCIL MEETINGS, POLICY COMMITTEES AND BOARDS AND COMMISSIONS.) There is currently an opening on the Oil and Gas Advisory Committee for an industry representative due to a resignation. On January 11, 2017, the Committee interviewed two applicants, Katherine Kane and Phillip A. Holmes and is supporting Mr. Holmes for appointment. A copy of the memorandum from the Committee and the applications are included with this commentary. ITEM SUMMARY (Brief description of item, discussion, key points, recommendations, etc.) The Oil and Gas Advisory Committee is comprised of 11 members as follows: 5 citizens, including up to two from areas most affected by oil and gas at the time of appointment, three industry representatives who are registered to vote in Colorado, and three surface property owners. Current members of the Oil and Gas Advisory Committee, including their wards and term ending dates, are: February 27, 2017 Council Meeting, Page 170

171 Maxwell Blair N/A 2018 Marc Cooper N/A 2019 John Dougherty Ward IV 2019 Nicole Johnston Ward II 2019 Susan McClain Ward II 2019 Polly Page Ward VI 2018 Chad Polak N/A 2018 Bruce Rau N/A 2018 Joshua Reddell Ward II 2018 James Rogers Ward VI 2019 QUESTIONS FOR COUNCIL Does the City Council wish to move the appointment to fhe formal agenda? LEGAL COMMENTS Unless otherwise provided by this Charter, all boards and commissions shall be appointed by the council, shall be advisory in character, shall serve without compensation but shall be paid their necessary expenses actually incurred in the discharge of their official duties, and shall have such powers and perform such duties as are provided by this Charter or by ordinance. Initial appointments by the council shall specify the term of office of each individual in order to achieve overlapping tenure and thereafter all appointments shall be for the full term specified. All members shall be subject to removal by the council at its pleasure and at any time without cause. The council shall make appointments to fill vacancies. (Aurora Charter 9-1) (Lathers) Dan Brotzman PUBLIC FINANCIAL IMPACT (If Yes, EXPLAIN) Yes No No PRIVATE FISCAL IMPACT (If Significant or Nominal, EXPLAIN) Not Significant Nominal Applicable N/A EXHIBITS ATTACHED: Holmes appointment.pdf February 27, 2017 Council Meeting, Page 171

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179 City of Aurora Council Agenda Commentary Item #: SS: 1st: 2nd: 14c 2/6/17 Item Title: Consideration of the reappointment of one (1) member and the appointment of two (2) members to the Citizens Water Advisory Committee Item Initiator: Goldman, Karen - Deputy City Clerk - General Management Staff Source: Napper, Janice - Assistant City Mgr/City Clerk - General Management City Manager/Deputy City Manager Signature: Skip Noe Outside Speaker: Council Goal: 2012: 1.2--Develop neighborhood and community relationships ACTIONS(S) PROPOSED (Check all appropriate actions) Approve Item as proposed at Study Session Approve Item and Move Forward to Regular Meeting Approve Item as proposed at Regular Meeting Approve Item with Waiver of Reconsideration Information Only PREVIOUS ACTIONS OR REVIEWS: Board / Commission Actions Taken: Name: Citizens Water Advisory Committee Meeting Date: Recommends Do Not Recommend Minutes Attached Minutes Not Available Forwarded without Recommendation Recommendation Report Attached HISTORY (Dates reviewed by City council, Policy Committees, Boards and Commissions, or Staff. Summarize pertinent comments. ATTACH MINUTES OF COUNCIL MEETINGS, POLICY COMMITTEES AND BOARDS AND COMMISSIONS.) There are currently three openings on the Citizens Advisory Water Committee, one due to a recent resignation, one due to a member refraining from seeking reappointment, and one due to a term ending. Alicia Gilley, whose term will end on February 14 is seeking reappointment and the Committee is supporting that. Additionally, the Committee interviewed Tom Coker, John Dougherty, Cliff Inbau, Janet Marlow, Tom Tobiassen, and Russell Wagner for the two other openings and is supporting Mr. Coker and Mr. Tobiassen for appointment. A copy of the memorandum from the Committee and all the applications are included with this commentary. February 27, 2017 Council Meeting, Page 179

180 ITEM SUMMARY (Brief description of item, discussion, key points, recommendations, etc.) The Citizens Water Advisory Committee is comprised of nine members all of whom can serve three consecutive three-year terms. Members shall be an Aurora resident and a registered elector and have the necessary qualifications to review complex engineering and water financing issues. Current members of the Citizens Water Advisory Committee, including their wards and term ending dates, are: Don Kado Ward V 2018 Duane Martin Ward III 2018 Don Langley Ward VI 2018 Susan Turnquist Ward V 2018 John Egbert Ward V 2019 Jay Campbell N/A 2019 QUESTIONS FOR COUNCIL Does the City Council wish to move the reappointment and the appointment to the formal agenda? LEGAL COMMENTS The citizens' water advisory committee shall consist of up to a maximum of nine persons appointed by the city council who have the necessary qualifications to review complex, engineering and utility financing issues and who shall be registered electors as defined in the Charter. (City Code Section ). (Lathers) Dan Brotzman PUBLIC FINANCIAL IMPACT (If Yes, EXPLAIN) No Yes No PRIVATE FISCAL IMPACT (If Significant or Nominal, EXPLAIN) Not Significant Nominal Applicable N/A EXHIBITS ATTACHED: February 2017 applicants.pdf February 27, 2017 Council Meeting, Page 180

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