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HomeMy WebLinkAboutStudy Session Agenda Packet 04-21-14STUDY SESSION AGENDA CITY COUNCIL MEETING CITY OF WHEAT RIDGE, COLORADO 7500 W. 29th Ave. Wheat Ridge CO April 21, 2014 6:30p.m. Individuals with disabilities are encouraged to participate in all public meetings sponsored by the City of Wheat Ridge . Call Heather Geyer, Administrative Services Director at 303-235-2826 at least one week in advance of a meeting if you are interested in participating and need inclusion assistance . PUBLIC COMMENT ON AGENDA ITEMS APPROVALOFAGENDA .L Historical Society Support £. Wadsworth PEL-Informational Meeting ~ Discussion of Revised Council Rules of Order and Procedure 4 . Staff Report(s) -Community Outreach Effort ; Revenue Enhancements ~ Elected Officials ' Report(s) ADJOURNMENT :f-lem J, ~~~~ .... .-City of ~Wheat&_dge ~ARKS AND RECREATION TO: FROM: Joyce Manwaring, Parks and Recreation Director DATE: April 21 ,2014 SUBJECT: Wheat Ridge Historical Society and City partnership background information The Baugh House , Sod House and Richards Hart Estate are listed on the National Register of Historic Places. The City of Wheat Ridge owns and maintains both the grounds and historic structures located at the Historic Park on Robb Street and the Baugh House on 44 1h Avenue. The Wheat Ridge Historical Society is responsible for programming these facilities for the public. They also own, maintain and display historical artifacts stored at the sites. The City is solely responsible for the operation and maintenance of the Richards Hart Estate , located at 28 1h and Benton. The City allocates funding for the maintenance of these structures in the Historic Buildings program budget. The 2014 appropriation is $49 ,384 and includes operating supplies , facility repair and maintenance costs as well as any scheduled capital improvement projects for all facilities . It also includes the Richards Hart Estate supervision for rental events. This budget does not reflect the cost of park maintenance salaries for any of the work completed at these facilities . Prior to budget cuts in 2002 , the City appropriated funds in the amount of $11 ,000 for a part-time employee to work at the museum one day per week. Attachment #1 -Contract between the City of Wheat Ridge and the Wheat Ridge Historical Society In June of 1987 the City entered into a formal contract with the Wheat Ridge Historical Society regarding the operation and maintenance of the historic structures owned by the City. The contract also addresses programming aspects of the historic structures and the care, loan and display of artifacts owned by the Historical Society. Attachment #2 -Resolution approving the purchase of the Baugh House In January 1997 the City Council passed a resolution approving purchase of the Baugh House. Attachment #3 -Contract between the City of Wheat Ridge and the Wheat Ridge Historical Society In January of 1998 the City entered into a formal contract with the Historical Society regarding the funding of the restoration of the Baugh House. This restoration has been completed. · .... : .. :: . .J CONTRACT This Contract, made this ;;t3 day of ~ , 1987, by and between the City of Wheat Ridge, Colo do;aHOme-Rule municipal corporation (hereinafter referred to as · the "City"), and the Wheat Ridge Historical Society, a Colorado nonprofit corporation (hereinafter referred to as the "Historical Society"). · .. "· .~ . . · , ... WHEREAS, the City owns certai"n real property ;and building situate thereon which are of historical significance; WHEREAS, the Historical Society, which is not a City agency, possesses, either through ownership or lease arrangement, artifacts of historical significance; · .WHEREAS, the City and the Historical Society have in the . past ·cooperated, and .wish to continue in the future to cooperate, 1n the care, preservation, and presentation of historical exhibits and displays relating to the history of the City of Wheat Ridge all for the benefit of the general public; "''l ' WHEREAS, the parties wish to enter into a formalized ·;:.'=;.;.=;_:.·~·agreement whereby the purposes above specified may be carried on; NOW, THEREFORE, for the consideration of ·the mutual promises and .under:takings specified herein, "the parties identified above, for themselves, their heirs, successors and .assigns, do hereby covenant, warrant, and agree as follows: · 1. ·The Historical Society agrees that it shall manage and maintain, subject to the provisions hereof, the City-owned facilities known and described as the Sod House, the Brick Museum and shed at 4610 Robb Street, and the. Coulihan/~ohnson Cabin, together with any historical artifact collections or displays maint~ined therein. The parties specifically acknowledge and agree, however, that the City shall rnaintain ·the grounds . surrounding said buildings and "that the City shall further perform repairs required upon said b~ildings. 2. The Historical Society agrees that it shall provide and loan to the City those certain ·artifacts· identified on Exhibit A, which is attached hereto and incorporated herein, for the purpose of displaying the sru~e within ·City-owned buildings~ Attachment 1 3. The Historical Society agrees that it shall accept on a loaned basis all City-owned artifacts which are identified in Exhibit B, which is attached hereto and incorporated herein, and shall display and care for said artifacts. 4. The City agrees that it shall provide fire and casualty insurance covering all of the artifacts listed in Exhibits A and B, as the same presently exist or as the same may be amended in the future, provided that said Exhibits A and B shall contain updated listings of the artifacts owned by the respective properties, and shall reflect appraised values for said artifacts. 5. The City acknowledges that the Historica~ Society shall be responsible for the lending of artifacts, whetqe~:owned or controll~d by the Historical Society or the City,~ursuant to the rules of the Historical Society. Responsibility for loss of or damage to said artifacts shall be assumed by the Historical Society pursuant to the terms of its rules. 6. Any person employed or retained by the City to give City-sponsored or conducted tours of the buildings or exhibits maintained in City-owned buildings shall be subject to approval and review by the Historical Society. It is understood that Historical Society personnel and volunteers shall likewise be authorized to give tours, and that special ·events shall be coordinated and conducted by Historical Society volunteers. · .. ~:~' 7. The parties agree to cooperate fully in any necessary .~"f~·v.:·~~·aspect when applications are made for grants relating to expansion of historical facilities or exhibits. 8. The parties specifically .agree that during any renovations or repairs to City-owned facilities, the Historical Society shall coopecate with the City regarding the preservation and storing of any artifacts which may be affected during said renovation. 9. This Contract shall continue in full force until the same is terminated by a writing signed by either party and delivered to the other party, or by the mutual written consent of the parties. THE CITY OF WHEAT RIDGE, COLORADO ATTEST: . ~ By ~& ... A .JZZi;:/ ~-Frank Stites, Mayor WHEAl RI.DGE HISTORI.CAL SOCIETY 2 ·.:.......... TITLE: CITY OF WHEAT RIDGE, COLORADO RESOLUTION NO. 1565 A RESOLUTION . DECLARING THE INTENT OF THE CITY OF WHEAT · RIDGE TO ACQUIRE PROPERTY AT '11361 WEST 44TH AVENUE IN FEE SIMPLE FOR THE SP ECIFIED PUBLIC PURPOSE OF PUBLIC PARK AND RECREATION, FURTHER CONTINUANCE OF GOOD FAITH NEGOTIATIONS TO ACQUIRE SAID PROPERTY INTEREST, AND AUTHORIZATION TO INITIATE AN ACTION IN EMINENT DOMAIN TO ACQUIRE SAID PROPERTY IN THE EVENT GOOD FAITH NEGOTIATIONS DO NOT RESULT IN AN AGREEMENT TO ACQUIRE SAID PROPERTY INTEREST. WHEREAS, the City of Wheat Ridge, Colorado, is involved in a project to preserve the Baugh Cabin located at 11361 West 44th Avenue; and WHEREAS, preservation of the Baugh Cabin (hereinafter the "Project") was undertaken for the public purpose of public park and recreation purposes; and WHEREAS, acquisition of the property interests described in Exhibit A .attached hereto and incorporated herein by this reference (hereinafter the "Property") , is necessary for the completion of · said Project; and WHEREAS, negotiations to purchase the Property have, to this point, been unsuccessful; and WHEREAS, it is necessary for the City of Wheat Ridge to acquire immediate possession of the pr~perty .in order to complete the Project in a timely manner; and WHEREAS, the City of Wheat Ridge has determined that it is necessary to acquire a fee simple interest in the Property, and that, in the event that good faith negotiations .do not result in voluntary granting of a fee simple interest in the Property, it is necessary that the City of Wheat Ridge acquire said interest in said real property through the use of the City of Wheat Ridge's power of eminent domain as reserved to the City of Wheat Ridge in its · Home Rule Charter, and in Article II, Section 15 of the Constitution of the State of Colorado and in C.R.S. §§ 38-1-101, et ~' and 38-6-101, et seq. MUR\53027\169327 .1 Attachment 2 OFFICE OF 1HE Cf1'Y CLERK WHEAT RIDGE. CO 10033 THIS IS A TRUI NfD CORRECf· COPY (EXACr) OF'IME ORIGINAL DOCUMENT. IN fit CUI'IOD¥. · DAle~~ ~ s=ctifl §~'VN~· WANDA SANG,, K / ' .._ _j .-~ NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WHEAT RIDGE, COLORADO, THAT: 1. The City Council hereby finds that the Project will serve a public purpose b j pre serving the Baugh Cabin for park and recreational purposes. The City Council further finds that it is necessary to acquire the Property to achieve said public purpose. 2. The City Council does hereby declare its intent to ac q u i re a fee simple interest in the Property from the Owner and all 0thers having an interest therein. 3. The City Council specifically authorizes that negotiations between the City and the Owner of the Property continue in good faith, but in the event such negotiations are unsuccessful, acquisition of a fee simple interest in the Property from the record Owner thereof and all other owners having an interest therein, through use of the City's powers of eminent domain based upon the Constitution of the State of Colorado, by the Charter of the City of Wheat Ridge and by Statutes of the State of Colorado, is hereby authorized. 4. A copy of this Resolution shall be forwarded to the record Owner of the Prop~rty. DONE AND RESOLVED this ~hday of _J_a_n_u_a_r_Y ________ , 1991. ATTEST: , Wanda Sang, Clerk Date: ____ J~a~n~u_a_r~y~l~S~·-1~9~9~7--------~--- CITY COUNCIL By =--~=-----/.JLd._· _<-) ___ _ Dan Wilde, Mayor [SEAL) M UR \53027 \169327 .I -2- CONTRACT \.2 This Contract, made ~his~ day of , 1998, by and between the City of Wheat Ridge, Color.ado, a home rule municip corporation (hereinaf~er referred to as the "City"), and the Wheat Ridge Historical Society, a Colorado nonprofit corporation (here i nafter referred to as the "Historical Society") (together referred to as the "Parties'.'). WHEREAS, the City owns certain real property and buildings situate thereon which are of historical significance, including but not limited to, the Baugh House and surrounding property, located at 11361 West 441h · Avenue, collectively referred to as the "Baugh Property"; WHE-REAS, ·the Historical Society, which is not a City agency, has received an I.R.S. determination letter which classifies it under Section 501 (c)(3) of the Internal Revenue Code as a . non profit corporation; WHEREAs : the Historical Society is able to receive donations that are tax deductible as a Section 501 (c)(3) non profit corporation; WHEREAS, the Historical So9iety has received in 1997 an anonymous donation in the amount of $25,000, with an additional $25,000 pledge each year for the years 1998 and 1999, for a total of $75,000, for the purposes of p~eserving the Baugh House; and WHEREAS, the City and the Historical Society have in the past, and wish to continue in the future, to cooperate in the care, preservation, and presentation of historical exhibits and displays relating to the history of the City of Wheat Ridge all for the benefit of the general public; WHEREAS, the · Parties wish to enter into a formalized agreement whereby the -purposes above specified may be carried out; NOW, THEREFORE, in consideration of the mutual promises and undertakings specified herein, the Parties, for themselves, their heirs, successors and assigns, do hereby covenant, warrant and agree as follows: 1 . The City and the Historical Society shall commence a joint public · participation process to determine uses and plans for restoration and ·preservation of the Baugh Property. 2. Within the limitations of its budget and subject to appropriations, the City shall restore and preserve the. Baugh House, auxiliary buildings and surrounding grounds. All improvements. shall be made in conformance with t!'le Department of Interior Standards for Historic Preservation. 3. The City shall apply for grants to help pay the costs associated with the restoration and preservation of the Baugh Property, including bu.t not limited to the Colorado Historical Fund, Jefferson County Open Space, and GOCO (Great Outdoors Colorado). Th.e Historical Society shall transfer to .the City the anonymous donation of $25.000 per year for three (3) years to s.atisfy the financial match required .for the grant applications described in Pafagraph 3. 2 .01 ~ttachment 3 , ... 5. It is anticipated that monies received for the restoratipn and preservation of the Baugh Property will come from donations, grants, proceeds from fund- raising eyents and monies budgeted and appropriated by the City. All funds shall be placed · in a special fund held by the City. · 6. The Wheat Ridge City Council, upon the recommendation of the Historical Society, shall approve the scope o.f work for any repairs or expenditures associated with the restoration and preservation of the Baugh House. 7. The City and the Historical Society agree to cooperate fully in any necessary aspect when applications are made for grants relating to preservation of the Baugh Property or .exhibits. 8. The City shall be responsible for maintenance, operations, liability insurance and all other reasonable and necessary expenditure related to the ownership of the Baugh Property, to the same extent it is for all municipally owned properties. 9. This contract shall continue in full force until the same is terminated by a writing signed by either party and delivered to the other party, or by the mutual written consent of the Parties. 1 0. The financial participation · of the Historical Society is predicated upon the Baugh Property remaining in City Ownership. In the event ( 1) the City transfers the Baugh Property to an entity not controlled by the City, or (2) the Baugh House structure is moved from its present location, all funds donated, transferred or made available to the City from the Historical Society for restoration of the Baugh Property shall be returned to the Historical Society. AP~~ City Attorney ATTEST ( iE D\53027 \271 752 .0 I 2 ~~·~ .... _ ., City of • !P("WheatRt._,dge ~PUBLIC WORKS -J, -f e m,. 2 . TO: Memorandum Patrick Goff, City Manager .r/J.. FROM: Scott Brink , Director of Public Works DATE: April 11 , 2014 (for April21 , 2014 Study Session) SUBJECT: Wadsworth Boulevard PEL Update Introduction On January 27 , 2014, the City awarded a contract for professional services to Parsons Brinckerhoffto perform the Wadsworth Boulevard Planning and Environmental Linkage (PEL) study from 35th A venue to 48 111 A venue. Funding for this study was attained through the Denver Regional Council of Governments (DR COG) Transportation Improvement Program (TIP) in September 2012 . The study will work to identify traffic congestion and safety issues , develop long-term roadway and multi-modal improvement plans, and to identify how future land use and redevelopment opportunities may develop in consideration of future roadway improvements. In addition , the study is intended to work with stakeholders to examine the need for the following improvements to the street, as well as producing design , funding , scheduling, and phasing recommendations to achie ve them: • Higher le vel-of-service operations at the signalized intersections • Improved multi-modal facilities to serve transit and other modes of transportation • Improved aesthetics and safety by incorporating streetscape and lighting • Reconstruction to current design and operation standards • Adequ ate local acce s s to service existing and planned adjacent land uses Recognizing that future funding to improve the corridor all at once may be limited , the PEL Study will help the City identify the overall vision as well as packages of improvements that may be constructed over time as funding becomes available. The results of these efforts may ultimatel y be used to prepare National En v ironmental Policy Act (NEPA) studies and final d es ign . The study is being led by City staff with the assistance of Parsons Brinckerhoff and includes participation by the Colorado Department ofTransportation (COOT) and the Federal Highway Administration (FHWA). A copy of the Council Action Form (CAF) from the January 27 , 2014 , meeting is attached to this memorandum and provides further background information and specifics with regards to the services pro vided by Parsons Brinckerhoff. The study is expected to be completed within the next 12-18 months. Wadsworth Boulevard PEL Update April 21 , 2014 Study Session Page 2 Study U pda te and Next Ste ps The study team began with a kickoff meeting on February 18 , 2014 , and has met several times in March and April to develop a draft "Purpose and Need" statement and begin assessing existing conditions and problem areas. The next step is to present the Purpose and Need and other background materials at a public scoping meeting to be held on April 23 , 2014 . At the City Council Study Session on April 21 , members of the project team will present an update to the City Council , including materials that are being prepared for the public scoping meeting. The overall intent will be to provide Council an update , receive feedback , and answer any questions the City Council may have at this time. ATTACHMENTS: 1. Council Action Form-January 27 , 2014 ~., ... ..-City of ?WlieatRi_dge ITEM NO: _!:L_ DATE: January 27,2014 REQUEST FOR CITY COUNCIL ACTION TITLE: MOTION TO AWARD THE CO TRACT FOR THE WADSWORTH BOULEVARD PLANNING AND ENVIRONMENTAL LINKAGE STUDY TO PARSONS BRINCKERHOFF, DENVER, CO, IN THE AMOUNT OF $962,351.41, WITH AN ADDITIONAL CONTINGENCY AMOUNT OF $96,200 FOR A TOTAL OF $1,058,551.41 0 PUBLIC HEARING I2J BIDS/MOTIONS 0 RESOLUTIONS D ORDINANCES FOR 1ST READING 0 ORDINANCES FOR 2N° READING QUASI-JUDICIAL: D YES D~~~~ City Manager ISSUE: The City was awarded funding for a transportation study on Wadsworth Boulevard from 36lh to 46th A venues through the Denver Regional Council of Governments (DR COG) Transportation lmprovement Program (TIP) in September 2012. The study consistes of a Planning and Environmental Linkage Study (PEL) to identify traffic congestion and safety issues and to develop multi-modal solutions and related environmental mitigation for future construction improvements to address mobility in this highway corridor. Parsons Brinckerhoffwas selected by the established procurement process to perform the study for an amount of $962,351.41. PRIOR ACTION: An Intergovernmental Agreement (IGA) with the Colorado Department of Transportation (COOT) was approved by resolution on May 13, 2013, to authorize the study. FINANCIAL IMPACT: City Staff will administer the study with reimbursement of 53% of all project study-related costs by COOT, not to exceed $636,000. While the project cost is not expected to exceed the project Attachment 1 Council Action Form Janual) 27. 2014 Page 2 estimate. any unlikely shortfall will be provided by the City . The City's port1on ts not expected to exceed 564.000. Funding for thi program has been approved 111 the Wadsworth PEL line ttem of the 2013 Capttallmpron!ment Program Budget m the amount of 1.200.000 . Like\\ 1sc. the 20 I) CIP re\ enucs mclude the expected reunbursements. BAC K G RO UN D : In \1arch 2012. the Cny applied to OR COG tor federal transportation funds <natlable ti)r tiscal years 2012 through 2017 to help fund a transportatton and en\'ironmcntal stud) on \\ adsworth Boulc\'ard from 36 1h to 46th A,·enues. ORCOG awarded the grant applicatiOn 111 eptemhcr 2012 . Thts project \\til pro\ ide a stud) and lindmgs ''hich \\ill he uttlited for the destgn and the em tronmcntul assessment of future transpnrtatton tmpnn emcnts . fhc tmprm cmcnt of thts segment of\\ ads\\Orth Boule,·ard has been a high priorit) for hoth COOT and the Ctt) of\\ he:Jt Ridge tor more than 20 year'i Lack of a\ atlahle funding is the pnmary reason for postponmg tmpnl\ ements. It is anticipated the study. with constderation of future land u c. will identit) the imprm·ements needed to wtden \\ adswnrth Roulc\ ard het\\een 16111 and 46th A \'enues to stx traYel lanes. mcluding the maJor intersectiOns at 1S '1 and 44111 A\ cnucs. prm tdc additiOnal tum lanes at kc) congested intersectiOn .. and mstall medians to better manage access. Bike lanes and detached stdcwalks will also be stud1cd to potentially scrYc addittonal modes of transportatiOn rhe study limtts \\ere extended from 35 1h to 4X 111 A\·enucs as a result of a dtscusstnn with C'DOT ami Fctlcral Htgln\a) Admmtstratton constdcnng 'anous tr:.~nsportatton aspects assoc1atcd '.A.Ith cnmdor planning. traffic operation and maJor land usc dcsignatwns. The federal gram will provide $636.000 to assist m fundmg the estimated 1.200.000 proJect. COOT will admini. ter the project's federal funding. while the City will manage the stud). Although the IGA states that th~: City will provide a match of 132.000. the City agreed to prmttlc an 0\cnnatching amount of 432.000. The IGA addresses the federal grant and onl) the reqUired mmimum local match per federal regulations The Ctt~ '"ill he responsible f(lr pro\ 1dmg the loc:JI match llf )564.000 eommtttcd 111 the appltcatton to OR COG On October 29. 2013. proposals were recened from t(mr consulung !inns. in response to RI-Q- .1'\-13-22. Based on the re\ te\\ of the propnsals. mtcn Jews and reference checks. the htghest ranked linn was Parsons Bnnckerhoff. Ocn\'er. CO. hnal election \\as based on qualiticat10ns. stud) approach. mnO\ ati\ c ideas. the proJeCt team and their expcnencc on pre\ ious studies. Appropriate fees for the work were then negotiated to an amount of 5962.351.41 . The proposal also includes additional sen tees that may he needed m the event that additwnal requirements are warranted to complete the study. This includes. but is not limited to. cnvtronmcntal a sessment or other technical analysts. Staff recommends that 96.200. approximately I 0°·o of the base contract. be allocated as contmgenc) funds. should additiOnal sen 1ccs be reqUJrcd during the stud) process. Council Action Fonn January 27. 2014 Page 3 RECOMMENDATIONS~ Staff recommends award ofthc Wadsworth Boulevard Planning and Environmental Linkage Study to Parsons Brinckcrhoff in the amount of $962.351.41 with a study contingency of $96.200 and that the Director of Public Works be authorized to issue change orders up to a total contract and contingency amount of $1,058,551.41. RECOMMENDED MOTION: "I move to award the contract for the Wadsworth Boulevard Planning and Environmental Linkage Study to Parsons Brinckerhoff, Denver, CO, in the amount of$962,351.41. with an additional contingency amount of $96,200, for a total of $1,058.551.4 1." Or: "I move to deny the award of the contract for the Wadsworth Boule\ard Planning and Environmental Linkage Study to Parson Brinckerhoff, Denver. CO. for the folio\\ ing reason( ): REPORT PREPARED/REVIEWED BY: Steve N!,>uyen. En!,rineering Manager Jennifer Nellis, Purchasing Agent Scott Brink. Director of Public Works Patrick Goff. City \lfanager ATTACHMENTS: 1. Wadsworth PEL Study Final Proposed Scope 2. Wadsworth PEL Parsons Brinckerhoff Budget Summary SCOPE OF WORK BASIC CONTRACT CONTRACT TYPE [CHECK ONE] D Specific Rate of Pay f2l Cost Plus Fixed Fee D Lump Sum CONTRACT DATE: TBD CITY OF WHEAT RIDGE PROJECT NUMBER: M -0 1-13 PROJECT LOCATION: SH 121/Wadsworth Boulevard: W 35 1h toW 48th COOT PROJECT NUMBER: STU 1211-081 CDOT PROJECT CODE: 19488 THE COMPLETE SCOPE OF WORK INCLUDES THIS DOCUMENT {ATTACHED TO THE CONTRACT FOR CONSULTANT SERVICES) AND , IF REFERENCED , SECTION 1 PROJECT SPECIFIC INFORMATION SECTION 2 PROJECT MANAGEMENT AND COORDINATION SECTION 3 EXISTING FEATURES SECTION 4 REFERENCE ITEMS NEEDED BY THE CONSULTANT SECTION 5 GENERAL INFORMATION SECTION 6 PROJECT INITIATION AND CONTINUING REQUIREMENTS SECTION 7 PEL STUDY WORK TASK DESCRIPTIONS SECTION 8 CONTRACT CONCLUSION (CHECKLIST) APPENDICES Attachment 1 Pagel TABLE OF CONTENTS SECTION 1 1 PROJECT BACKGROUND 2 PROJECT GOALS 3 PLANNED IMPROVEMENTS 4 WORK DURATION 5 CONSULTANT RESPONSIBILITY AND DUTIES 6 WORK PRODUCT 7 WORK PRODUCT COMPLETION 8 ADDITIONAL PROJECT INFORMATION 9 SCOPE OF WORK ORGANIZATION SECTION 2 1 2 CITY CONTACT PROJECT COORDINATION SECTION 3 1 2 3 4 STRUCTURES UTILITIES IRRIGATION DITCHES RAILROADS SECTION 4 1 2 CURRENT COOT MANUALS, SPECIFICATIONS, STANDARDS, ETC. CURRENT CITY MANUALS, SPECIFICATIONS, STANDARDS, ETC. SECTION 5 1 2 3 4 5 6 7 NOTICE TO PROCEED PROJECT COORDINATION ROUTINE REPORTING AND BILLING PERSONNEL QUALIFICATIONS CITY COMPUTER/SOFTWARE INFORMATION COMPUTER DATA COMPATIBILITY PROJECT DESIGN DATA AND STANDARDS SECTION 6 1 PROJECT INITIATION AND CONTINUING REQUIREMENTS Pa ge 2 4 4 4 4 4 5 5 5 5 ERROR! BOOKMARK NOT DEFINED . 6 6 6 6 6 6 6 6 7 7 7 7 7 7 7 8 8 8 9 9 9 SECTION 7 1 2 3 EXISTING CONDITIONS REPORT DEVELOP A STATEMENT OF PURPOSE AND NEED AND IDENTIFY GOALS FOR THE CORRIDOR ALTERNATIVE SELECTION REPORT 11 12 15 16 4 SYSTEM/PROJECT FEASIBILITY STUDY AND FEASIBILITY STUDY REPORTERROR! BOOKMARK NOT DEFINED . SECTION 8 19 1 SUPPLEMENTAL WORK 19 2 CONTRACT COMPLETION 20 APPENDICES 20 APPENDIX A 21 APPENDIXB 24 APPENDIXC 26 PEL QUESTIONNAIRE 26 Pa ge 3 PROJECT BACKGROUN D SECTION 1 PROJECT SPECIFIC INFORMATION State Highway 121/Wadsworth Boulevard is a primary north-south corridor through the City ofWbeat Ridge. The Roadway is classified as a Principal Arterial and provides access to Interstate 70, connects the City to the neighboring Cities of Arvada and Lakewood, and intersects with three regional FasT racks corridors . In several City planning documents, Wadsworth Boulevard is identified as a primary commercial corridor and a key target area for redevelopment. In DRCOG's 2035 Metrovision Plan , Wadsworth Boulevard is shown as a Tier 2 - Potential Regional and State Intercity Corridor. For many Front Range commuter , Wadsworth Boulevard erves as a primary north-south-route . The street currently has two travel Janes in each direction with side by side left turns through the City , except at the signalized street intersections where single left turn Janes exist. Dedicated right turn Janes exist at some street intersections and businesses. Multi-modal facilities are sporadic and most do not meet current standards . The City of Wheat Ridge (City) is soliciting consultant services to investigate and make recommendations for improvements to the street to provide additional capacity, to improve the multi-modal facilities, and to ensure adequate local access. The selected consultant team (hereafter referred to as the Consultant) shall evaluate the existing and future operating conditions and feature of the street. In this project the scope of services to be provided by the Consul tant shall produce a Planning and Environmental Linkage (PEL) Report wi th the goal of identifying existing conditions , anticipated problem areas , and developing a range of multi-modal improvements to reduce congestion and improve operations and afety of the street. The results of these efforts may ultimately be used to prepare National Environmental Policy Act (NEPA) studies and fmal design . 2 PROJECT GOALS This project is intended to examine the need for the following improvements to the street , as well as producing design , funding , scheduling, and phasing recommendations to achieve them : A. Higher level-of-service operations at the signalized intersections B . Improved multi-modal facilities to serve transit and other modes of transportation C. Improved aesthetics and safety by incorporatin g streetscape and lighting D. Reconstruction to current design and operation standards E . Adequate local access to service existing and planned adjacent land uses The objective of this project is to work with stakeholders to analyze and develop a range of improvements to reduce congestion and improve operational performance and safety of the street and local access. The project will assist the City , other public agencie , and resource agencies in identifying issues of importance to each re pective agency . The Consultant will produce documents and deliverables in a form that can be incorporated by reference, as appropriate , in subsequent NEP A document(s) as outlined in Appendix A to 23 CF R Part 450 -Linking the Transportation Planning and NEP A Processes . 3 PLANNED IMPROVEMENTS This project is located on SH 121/Wadsworth Boulevard between mileposts 15.367 and 16 .577 (W. 35th and W. 48th Avenues) in Jeffer on County. 4 WORK DURATION The time period for the work described in this scope is approximately 15 to 24 months . Page4 5 CONSULT ANT RESPONSIBILITY AND DUTIES The Consultant is responsible for conducting project coordination, agency coordination, public participation, feasibility study conceptual design and alternatives analysis , environmental and design data collection and analysis, specifications and estimate, and post design services as described in the following sections. 6 WORK PRODUCT The work in the scope of services for this project will be contracted on an individual Task Order basis , as needed and if needed as determined by the City. The City reserves the right to , at its sole discretion, decide to not issue task orders for any part of the work contained in this scope of services. The Consultant work products will include: A. Reports B . Project Coordination C. Schedules D. Meeting Minutes Detailed work product requirements are described in the following sections . All work required to complete this Scope of Work requires the use of English Units . 7 WORK PRODUCT COMPLETION All submittals must be accepted by the City 's Public Works Director or designee . 8 ADDITIONAL PROJECT lNFORMATION Additional information regarding this project is included in the following documents: A. Accident history data B . Traffic Data C . GIS data including: a Aerials from 200 I to 20 12 b Roadway features c Planimetric data d ROW, easement, and property data e Zoning data Please provide a notice oftive working days prior to obtaining the document(s) in person. Page 5 SECTION 2 PROJECT MANAGEMENT AND COORDINATION 1 CITY CONTACT The Contract Administrator for this project is : Name : Steve Nguyen , PE Title: Engineering Manager Active day-to-day administration of the contract will be delegated to: Name: Mark A Westberg, PE , CFM Title: Projects Supervisor Address:7500 W 29'h Avenue , Wheat Ridge CO 80033 Phone : 303-235-2863 E-mail : mwestberg@ci .wheatridge.co.us 2 PROJECT COORDINATION Coordination will be required with the following entities : A. Colorado Department of Transportation (CDOT) B. Jefferson County C. Regional Transportation District (RTD) D. Denver Regional Council of Governments (DRCOG) E. Urban Drainage & F lood Control District (UDFCD) F . Environmental Protection Agency (EPA) G . Federal Highway Administration (FHWA) H . Federal Transit Authority (FT A) I. Utility Providers J . State and Federal Resource Agencies K. Emergency Response Agencies The consultant should anticipate that a design which affects an agency wi ll have to be accepted by that agency prior to its acceptance by the City. Submittals to affected agencies will be coordinated with th e City. STRUCTURES There are no know structures at this time. 2 UTILITIES SECTION 3 EXISTING FEATURES Contac t Utility Notification Center of Co lorado (UNCC) at 1-800-922-1987 3 IRRIGATION DITCHES There is no known irrigation ditch involvement at this time . 4 RAILROADS The re is no known railroad involvement at this time . Note : The above is a list of the known features in the area . It shou ld not be considered as complete . The Consu ltant sho uld be alert to the existence of other possible conflicts. Page 6 SECTION 4 REFERENCE ITEMS NEEDED BY THE CONSULTANT I CURRENT CDOT MANUALS, SPECIFICATIONS, STANDARDS, ETC. The consultant shall obtain and utilize the most recent COOT adopted references including standards and specifications , manuals and software , electronic files of applicable standards, and all COOT forms specified in this document or as directed by the City. A list of general reference material is provided in Appendix A. 2 CURRENT CITY MANUALS, SPECIFICATIONS, STANDARDS, ETC. The consultant shall obtain and utilize the most recent City adopted references including standards and specifications, manuals and software, electronic files of applicable standards, and all City forms specified in this document or as directed by the City. A list of general reference material is provided in Appendix A. I NOTICE TO PROCEED SECTION 5 GENERAL INFORMATION Work will not commence until the written Notice-to-Proceed is issued by the City with certification from the Consultant that the work will be completed within the allotted time. Work may be required , night or day, on weekends , on holidays , or on split shifts. The City must concur in time lost reports prior to the time lost delays being subtracted from time charges. Subject to City prior approval the time charged may exclude the time lost for: A. Reviews and Approvals B. Response and Direction 2 PROJECT COORDINATION A. Routine Working Contact The routine working contact will be between the City's Project Manager (City/PM) and the Consultant Project Manager (C/PM) as defined in Section 6.H .a. B . Project Manager Requirements Each Project Manager will provide the others with the following: a . A written synopsis or copy of their respective contacts (both by telephone and in person) with others. b. Copies of pertinent written communications . 3 ROUTINE REPORTING AND BILLING The Consultant will provide the following on a routine basis: A. Coordination Coordination of all contract activities by the C/PM B. Periodic Reports and Billings The periodic reports and billings required by COOT Procedural Directive 400.2 (Monitoring Consultant Contracts). Page 7 C . Minutes of all Meetings : The minutes will be completed and provided to the City/PM within five (5) working days after the meeting . When a definable task is discussed during a meeting, the minutes will identify the "Action Item", the party responsible for accomplishing it , and the proposed completion date. D. General Reports and Submittals In general, all reports and submittal must be approved by City prior to their content being utilized in follow-up work effort. 4 PERSONNEL OUALIFICA TIONS The C/PM must be approved by the City. Certain tasks are required to be done by a Licensed Professional Engineer (PE) or a Professional Land Surveyor (PLS) who is registered with the Colorado State Board of Registration for Profes ional Engineers and Land Surveyors, National Institute for Certification in Engineering Technology (NICET). Other certifications may be required for project inspectors and tester . 5 CITY COMPUTER/SOFTWARE INFORMATION The consultant shall utilize the most recent City adopted software. The primary software used by the City is as follows: A. B. C. D . E. F. G . H . I. J . K. L. M . N . 0. P . Drafting/CADD Earthwork Survey Geometry Estimating Specifications Traffic Operations Travel Demand Model Traffic Signals Hydraulics Pavement Design Scheduling GIS Noise Modeling Mise Reports AutoCAD Civil 3D 2011 with the City's standards AutoCAD Civil 3D 20 II AutoCAD Civil 3D 2011 AutoCAD Civil 3D 20 II Microsoft Excel 20 I 0 Microsoft Word 2010 CORSIM, VISSIM , and DYNASMART TransCAD, and/or DYNASMART Synchro/Sim Traffic Hydrologic Engineering Center's River Analysis System (HEC-RAS) DARWin (AASHTO) Microsoft Project 2010 ESRI, ArcMap geodatabases (Projection: NAD 83 HARN State Plane Colorado Central F !PS 0502 Coordinate System) TNM v2.5 Microsoft Word 2010, Exce12010, Power Point 2010 Adobe Acrobat 10 .0 Professional , Micro oft Word 2010 6 COMPUTER DATA COMPATIBILITY The data format the City presently utilizes which Consultants shall be required to use for submitting roadway design data is AutoCAD Civil 3D 2011. The data format used by the Consultant to submit surveying and photogrammetric data shall be as determined by the City/PM . The data format for submitting design computer files shall be compatible with the latest version of the adopted City standards. The Consultant hall immediately notify the City/PM if the firm is unable to produce the de ired format for any reason and cease work until the problem is resolved . Refer to Table I , Submittals, for additional information regarding the formats and the acceptable transmittal media. Page 8 7 PROJECT DESIGN DATA AND STANDARDS Appendix A is a li st of technical references applicable to CDOT work . The consultant is responsible for ensuring compliance with the latest CDOT adopted version of the listed references. Conflicts in criteria shall be resolved by the City/PM. SECTION 6 PROJECT INITIATION AND CONTINUING REQUIREMENTS This list establishes the consultant 's individual ta sk responsibility. The consultant shall maintain the ability to perform all work ta sks which are indicated below by an 'X ' in the consultant column, in accordance with the forms and conditions contained herein, and the applicable City and CDOT standards . Selected work tasks shall be assigned only after coordination and consultation with the City. The Consultant is also responsible for coordinating the required work schedule for those tasks accomplished by the City and other agencies . The Consultant should review thi s entire section to identify applicable material. Contact the City/PM if clarification is required (see Section 2.1 , City Contact). The following activities of communication, consensus building, project team reviews, conceptual design , data gathering , documentation, and formal public notice should be planned by the Consultant and coordinated with the City/PM . The time of their accomplishment will overlap , and parallel paths of activity should be planned to finish the development phase in accordance with the shortest possible schedule. The type and number of meetings , documents , etc., will depend on the category and characteristics of the project work. A project plan shall be developed by the Consultant which satisfies the requirements of the project development. This plan must be approved by the Contract Administrator (see Section 2 .1, City Contact) before starting the work. City/Other Consultant PROJECT INITIATION AND CONTINUING REQUIREMENTS A. Initial Project Meeting X X An initial project kick-off me eting will be held , coordinated by the Consultant, and conducted by the City. The meeting will review the Project Management Plan, project scope, schedule, key milestones , and project study area boundary. The meeting may include an on-site inspection to familiarize the entire project team with the character and conditions of the area. The Consultant shall develop an invitation list in coordination with the City, send notices with a draft agenda , and provide meeting minutes to all those invited . The Consultant will facilitate a chartering session among COOT, the City, and Consultant team members to establish the project charter, including defining the team's purpose and establishing critical success factors , goals , roles and responsibilities , operating guidelines, interpersonal behaviors, and other elements . The charter will be a written document that is signed by all participants. B. Project Management Plan X The Consultant shall submit a plan for managing the project, including work assignments , project schedule, document quality assurance program, administrative record , document and agency reviews , and other project needs. C. Resource Review X X Consultant shall review relevant standards and specifications and document environmental requirements applicable to the project. This task shall include two meetings , one with CDOT and one with the City to discus s the initial work efforts of the project. Page 9 D . Project Study Area Boundary X X Preliminary project logical termini will be recommended by the consultant. The consultant will perform necessary research and data collection to propose a study area boundary and logical termini for use in scoping. The consultant will coordinate with CDOT and the City for recommendation to FHW A for approval. E. Project Schedule X The initial project schedule will be prepared by the Consultant, reviewed with the City, and refmed to provide detail as requested. Modifications shall be made for acceptance by the City. The schedule will be reviewed and discussed at regular intervals and updated as necessary . The work in this scope is expected to take approximately 15 to 24 months to complete. F. Obtain Necessary Trespass Rights and Permits X X Some activities may require work on land not controlled by the City or CDOT . In such cases the City shall obtain the necessary written pem1ission to enter the premises. The City 's standard Right of Entry Fom1 or CDOT Form 730 may be used for this purpose. The Consultant will assist the City with work efforts consisting of the following activities : a. Consultant shall develop ownership lists with names and telephone numbers of persons to contact for Right-of-Entry (ROE). Prepare initial mailing list from this effort. b. The City shall prepare ROEs for I 51 tier properties for field work and other activities as they arise. c . The City shall track status of ROEs , when sent , when returned , approved or rejected , conditions, other interested parties and tenants , etc. The ROEs shall apply to City and Consultant personnel. d. Consultant shall obtain pem1its , as required , for fieldwork activities . G . Plan and arrange Required Traffic Control X Consultant field activities that interfere with traffic operations within existing roadways will require control of traffic . The Consultant will plan and provide any required traffic control for the survey, testing , or the design process . Traffic control operations will be in accordance with the MUTCD . The proposed Method for Handling Traffic (MHT) must be submitted to the City/PM. Also , certification of the Traffic Control Supervisor as a Worksite Traffic Supervisor by the American Traffic Safety Services Association (ATSSA) or as a TCS (Traffic Control Supervisor) by the Colorado Contractors Association (CCA) shall be required. The Consultant will work directly with the City to prepare and submit appropriate basic traffic control plans for work tasks which may be required and are within traveled roadway to CDOT for approval. Any work within the City 's right of way will require a penni! and traffic control plan approved in advance by the City. H. Progress Meetings X X The City and the Consultant will meet at regular intervals, to coordinate and track work efforts, progress and issues , and to work towards resolution of potential problems. The C/PM shall provide a status report of the project schedule and budget at regular intervals . The C/PM shall conduct the meetings , send meeting notices , agendas and handout materials , and prepare and distribute meeting minutes . The minutes of each meeting shall track and report progress on action items identified during previous meetings . Team meetings will be organized as follows: Page 10 a . Project Team Meetings: Project Team consists of the City and Consultant Project Managers. Team will meet on a bi-weekly basis to review status of and manage the overall project progress , schedule, and work plan. Team meetings will be used to conduct primary evaluations and decisions required during the PEL process. b. Technical Team Meetings: Technical Team consists of CDOT, the City, and Consultant technical task leaders responsible for coordination of technical information as needed . Team will meet on a 6-week basis to review status and progress of project technical materials and conceptual designs. I. Public Involvement Coordination X X The City will assist the Consultant in organizing all Stakeholder meetings and Public Meetings . The Consultant is responsible for creating and providing all materials for these meetings. It is anticipated that a minimum of two meetings between the Consultant and the Public-Stakeholders will be necessary in this Task. In addition to this , it is anticipated that numerous other contacts will need to be made with all of the public agency stakeholders, both at the staff level and the elected official level , to communicate and negotiate the stakeholders' concerns about specific problems and visions for the corridor. The Consultant will submit a Strategic Communications Plan that identifies all activities associated with public involvement at the beginning of the project. The Consultant shall provide the presentation aids , and help conduct the following meetings: a. General Public Meeting (information and workshops) The format of these meetings will be dictated by the project and goals for the meetings. These meetings may be used to establish communications with the public, add to the "contact list", and gather information regarding local concerns. The meetings may also take the form of a work session or workshop with the affected parties . Up to three of these meetings will be held by the project team . b. Resource Agency Meetings (information and workshops) The format of these meetings will be dictated by the project and goals for the meetings . These meetings may be used to establish communications with the resource agencies, add to the "contact list," and gather information regarding resources of concern. The meetings may also take the form of a work session or workshop with the resource agencies. Up to twelve of these meetings will be held by the project team . c . City Council Meetings (information and workshops) The format of these meetings will be dictated by the project and goals for the meetings. These meetings may be used to establish communications with the local leaders and gather information regarding resources of concern. The meetings may also take the form of a work session or workshop with the City Council. Up to six of these meetings will be held by the project team . SECTI ON 7 PEL STUDY WORK TASK DESCRIPTIONS The Study will be conducted in accordance with the Statewide and Metropolitan Planning Regulation 23 CFR 450 . The provisions linking planning and NEP A presented in Section .318 and Appendix A of 23 CFR 450 are to be followed. The findings of the PEL Study will establish the Purpose and Need , subsequent phase study area and Page II reasonable alternatives , logical termini and independent utility, and programming priorities/timeframes/funding to be used in updating transportation plans and transportation improvement programs (TIPs). The Study will include development and evaluation of alternatives based on a consideration of Purpose and Need , geometric , planning and environmental factors , the location of communities and other developed areas , a traffic feasibility analysis, and public and agency input. PEL Study alternatives will initially be developed based on secondary source or available environmental and community data , and will be refined through agency and public input and other on-going studies. Environmental and community data will be updated for the refined corridors through photo interpretation and selected ground-truthing. The intent of the PEL Study analysis is not to identify impacts , but rather to identify potential roadblocks for those PEL Study alternatives which provide the best balance in meeting the Purpose and Need and avoiding/minimizing the potential to affect resources during subsequent study phases . The Study will be developed and documented in a form that can be incorporated by reference , as appropriate, in subsequent NEPA document(s) as outlined in Appendix X to 23 CFR Part 450 -Linking the Transportation Planning and NEP A Processes. All final deliverables identified in this contract will be of such quality that they could be incorporated directly or by reference into these NEPA documents. The study process will comply with the requirements of the Moving Ahead for Progress in the 21 51 Century (MAP-21 ). Tlli list establishes the consultant's individual task responsibility. The consultant shall maintain the ability to perforn1 all work tasks which are indicated below by an 'X' in the consultant column , in accordance with the forn1 s and conditions contained herein , and the applicable City and CDOT standard . Selected work tasks shall be assigned only after coordination and consultation with the City. The Consultant is also responsible for coordinating the required work schedule for those tasks accomplished by the City and other agencies . The Consultant should review thi s entire section to identify applicable material. Contact the City/PM if clarification is required (see Section 2.1 , City Contact). The following activities of communication, consensus building, project team reviews , conceptual design , data gathering, documentation , and formal public notice hould be planned by the Consultant and coordinated with the City/PM . The time of their accomplishment will overlap, and parallel paths of activity should be planned to fmish the development phase in accordance with the shortest possible schedule. The type and number of meetings, document , etc., will depend on the category and characteristics of the project work. A project plan shall be developed by the Consultant which satisfies the requirements of the project development. This plan must be approved by the Contract Admini trator (see Section 2.1 , City Contact) before starting the work. City/Other Consultant EXISTING CONDITIONS REPORT During the development of the environmental document , conceptual design efforts will be required to develop and refine alternatives for later inclu ion into the NEP A screening process . Conceptual de sign efforts will include the following : A. Evaluation of Existing Roadway Conditions a Acquire available construction as-built files , records , and information for the following: Accident records 11 Street geometry iii Drainage and floodplain conditions tv Lighting v Traffic signals vt Pedestrian and bike facilities vtt Transit facilities b Initial geology investigation Page 12 X The Consultant shall conduct and document a thorough investigation of the project area to determine exi sting geologic conditions including but not limited to soil maps, major excavations, unsatisfactory sub-grade materials, present and potential subsidence , consideration and description of the water table (depth/gradient), etc . Preliminary borings (assume 8) will be taken to evaluate the condition of the pavement sub-grade structure. c Initial Field Survey and utility investigation The Consultant shall conduct field survey and collect data to produce a planimetric map of the corridor. All existing features will be included in the mapping including but not limited to edges of pavement, curb, gutter, sidewalk, driveways, walls , signs, traffic signals, and fences . The Consultant shall also conduct and document an investigation of the project area to determine existing utility conditions within the project limits. As part of this investigation the Consultant will collect utility location key maps for all utilities in the project area in coordination with CDOT Region I utilities specialist, identify all known utilities, ownership , type , size, and special conditions to consider should utility relocation be required, and research and obtain copies of utility easements (public and private) and utility franchise agreements to determine conditions under which the utility was established in its present location (e.g. by revocable permit or by a privately owned easement). As part of the preliminary field survey planimetric mapping requirements , above ground utilities such as poles, manholes, valves , pedestals, guy wires , and other visible utility features will be located . d Existing Environmental Conditions Conduct an environmental scan and list of critical environmental issues within the corridor that include the following tasks : Map environmental resources and prepare a list of environmental issues. Include, at a minimum: A Flood ways and 1 00-year flood plain boundaries B Likely locations of wetlands C Known archaeological and paleontological sites D Mines E Hazardous waste sites F Community or public wells G Historical buildings, sites , and districts H Rivers and lakes (identifying any designated wild and scenic rivers) I State and national forests J Wildlife reserves K Critical wildlife habitat L Threatened and endangered species (locations or likely presence) M Public parks and recreation facilities N Prime agricultural land 0 Barrier effect P Pedestrian and bicycle access Q Noise R Air quality S Neighborhood/business displacement T Community facilities (eg churches, schools, banks, groceries) u Identify those areas expected to require further analysis for NEPA purposes. 111 Prepare an environmental scan report for the City, resource agency, and public review. IV Identify and describe any features that may require context sensitivity. v Expected Products (Results) A An environmental scan map of key socioeconomic and environmental resources; B A list of environmental issues within the corridor, and identification of areas that require further analysis. C A report summarizing the results of the research of land uses and other characteristics of the region . The report should include: Page 13 a Community profile , including socioeconomic characteristics, population, growth trends , and employment trends for use in future forecasts b Current land uses c Planned land uses incorporating the City's comprehen ive plan , urban renewal plan , sub- area plans , etc. d Historical and cultural buildings and site e Existing conditions summary Summarize findings of existing roadway conditions in a graphical plan set (Geometric Health Report). Plans (II" x 17'', scale: I" = 50') will be based on aerial photography of the project limits . A ranking system (Low/Medium/High) will be used to compare existing conditions to the specific design criteria for the project limits . Location of comparisons will be charted and indicated on the plan set. The Geometric Health Report and supporting summary information will be included in the existing roadway structures section of environmental document. A summary of findings from the initial geology and initial utility investigations will be included in the environmental existing conditions data submittal document. B . Traffic Study X a Traffic data collection The Consultant shall obtain current traffic counts for the project limits and surrounding roadway network impacted by the project to evaluate the existing traffic operations. Available traffic data shall be compiled from the City and other sources including CDOT automated traffic recorder locations . The Consultant shall conduct a traffic count program to facilitate level of serv ice evaluation at the signalized street intersections. Daily vehicle classification counts will be collected at relevant strategic location s along Wad sworth Boulevard , and AM and PM peak hour turning movement counts will be collected at relevant strategic local intersections on two consecutive weekdays. Classification count and intersection turning movement count location s are to be determined by the Con ultant in coordination with the City. Daily traffic counts s hall be completed on Wad worth Boulevard to evaluate merge, diverge , and weave operations. To assist in the evaluation of potential neighborhood traffic impacts, up to twelve 48-hour speed/volume counts will be conducted on neighborhood streets. b Travel demand forecasting Travel demand modeling shall begin at the same time as data collection . The consultant will utilize the adopted 2035 regional DR COG model , COMPASS, and develop a sub-area model specific to Wadsworth Boulevard . The new COMPASS model has a more refined transportation analysis zone structure than previous model s, so the Consultant shall assume that extensive zone restructuring and network refinement is not required but that some network and T AZ refinement is expected. The DR COG model doe s contain a complex transit component.lt is not the intent of this scope of work to duplicate efforts of tran si t focused projects in the vicinity of the project limit s. Therefore, any specific transit modeling should be coordinated with DRCOG and RTD . The consultant shall be responsible for perforn1ing "reasonableness" checks on information developed and derived from use of the DR COG model. The primary product of this work will be 2035 travel demand forecasts approved for study use by DRCOG . These forecasts will be used to develop 2035 traffic movements at study intersections, un- signalized ramp movements, and along major arterials. The Consultant shall use the approved DRCOG data sets and road network to ensure that the traffic analysis is compatible with the NEPA process . c Traffic operations Traffic operational analysis will include an evaluation of the existing conditions as well as a 2035 analysis for the No-Action and a preferred set of alternatives. It is recommended the consultant use the DynasmartP/DynusT model that exists with DR COG to aid on larger scale planning and operational analysis . This model should be used to help understand the regional distribution of traffic, possible diversions for different design alternatives and to help determine the limits of ubsequent traffic operational analysis. Page 14 It is anticipated that Synchro will be used for evaluation of intersection operations and to serve as a basis for the development of a system wide traffic model. The Consultant shall use the traffic model to evaluate the traffic operations of the complete roadway system and report the agreed upon measures- of-effectiveness (MOE's) for the existing conditions, No-Action and preferred set of alternatives . Site specific operational analysis (i.e. turning movement delays, weaving analysis , queue length determination, etc) may also be required at strategic locations on Wadsworth Boulevard to help identify interim improvements that may provide operational benefits while remaining consistent with the preferred alternative. Specific locations will be determined by the Consultant in coordination with the City . The Consultant will be required to coordinate with CDOT traffic and FHW A at key milestones in the traffic modeling and approval process (i.e. model validation and calibration, MOE selections, etc) before additional work proceeds. In addition, consideration shall be made for multimodal and maximum capacity corridor build-out. The data from these analyses shall be used to aid in the selection of the preferred alternative . d Problem identification Based on the initial traffic data collection, travel demand forecasting , and traffic operational analyses , the consultant shall identify traffic problem areas and determine the effects to the surrounding roadway network and intersections. This analysis shall consider traffic volumes , travel/access patterns , LOS , delays , travel times , and speeds in neighborhoods and other areas of anticipated traffic congestion. The Consultant shall coordinate this work with other studies in the immediate area . e Pedestrian and Bicycle Facilities The Consultant shall also analyze existing bicycle and pedestrian facilities for safety, adequacy, connectivity, and Americans with Disabilities Act Accessibility requirements and make recommendations for improvements accordance with the City's Bicycle and Pedestrian Master Plan and Streetscape Design Manual. f Documentation The Consultant shall u e the information from the traffic study to create a summary report that will be used under a later task order for submittal to the Transportation Commission if the NEP A process determines that major improvements to Wadsworth Boulevard are necessary. C . Safety Assessment Report X The Consultant shall obtain all available Safety Assessment Reports from CDOT which identify existing safety problems within the project limits , available on the CDOT website . In the alternatives evaluation portion of the PEL Study, and any other sections that pertain to Safety, the consultant shall specifically identify how the "Build" alternatives propose to mitigate the existing safety problems. If the City or the Consultant deem that existing available traffic safety reports are outdated and need to be updated; the consultant shall prepare a traffic safety assessment report in accordance with CDOT standards . The City shall provide all data and statistical summaries necessary to complete the report. 2 DEVELOP A STATEMENT OF PURPOSE AND NEED AND IDENTIFY GOALS FOR THE CORRIDOR Develop an Executive Summary containing the following : X A. Identify the visions CDOT and the City have for the future of the street and points of disagreement and congruence. B. Refer to data identified in the Existing Conditions Report regarding existing and expected deficiencies in the transportation system serving the study area to compile a list of system deficiencies. Where possible , locate the deficiencies on a base map for use at the public meetings. C . Reference the list of issues that resulted from contacts with stakeholders and general knowledge of the corridor to identify a list of key needs in the corridor. Page 15 D . Prepare a preliminary list of existing and anticipated deficiencies on the corridor. The list should describe the existing or anticipated deficiencies in the transportation system and the growth or changing needs in the study area . Prepare visual displays summarizing data compiled to date. Include key factors including the preliminary list of deficiencies already identified. E. Produce a written statement of purpose and need. This statement should be an "umbrella" statement for the corridor, ba ed on identification of needs and deficiencies . The statement should reflect the context sensitivity of the study area's communities to help reach their transportation goals by encouraging the consideration ofland use , transportation , environmental , and infrastructure needs in an integrated manner . It should include the following : a . Description of project location , length , termini. and a defmition of the project study area . b. Description of existing transportation facilities and services , including transit , highway, bus service, park-n-Rides, bicycles and pedestrian, etc . c . Identification of specific transportation problems and deficiencies (highway, pedestrian, bicycle , travel times , and transit). d. System linkage information. e. Existing and future capacity traffic projections from DRCOG . f. Social , economic , and environmental justice issues related to purpo e and need . g . Safety problems . h. A summary of previou s and current transportation studies community plans , and planning efforts relevant to the project. F. Identify goals for the corridor. 3 ALTERNATIVE SELECTION REPORT A. Alternatives Analysis X a. Develop Preliminary Evaluation Criteria Prior to development of reasonable alternatives , the Consultant will work with CDOT and the City to develop preliminary evaluation criteria and submit the criteria to FHWA for review . Established criteria will be used to evaluate and screen the list of potential preliminary alternatives . b. Develop Alternatives The Consultant shall develop an agreed number of alternatives from a universe of option and meaningful implementation phases , which will satisfy the operational requirements and goals of the project. When required , conceptual layouts will be developed for each alternative . The alternatives shall address the project goals and objectives, account for impact and any necessary roadway improvements to the local street system within the study area . Each alternative will include a discussion of individual component routes within that alternative , their capacities , and traffic impacts including current and future local access points on the arterial and highway system in the study area to maintain local platming consistency. The Consultant shall then identify the reasonable alternatives that could be applied on Wadsworth Boulevard. The Consultant shall investigate lane configurations that satisfy the project 's goals and objectives . Conceptual layouts will be developed for each alternative both in plan and general profile views. These alternatives shall respond to projected design year traffic volumes as developed in the traffic study data collection . The Consultant will evaluate the impacts of each alternative concept and the degree that each accomplishes the goals and objectives of the study. The appropriateness of each Page 16 alternative will be reviewed and evaluated by the City, CDOT, FHWA, and other jurisdictions as appropriate. The Consultant shall complete an initial design of the alternatives decided upon by the City , CDOT, FHW A, and other jurisdictions as appropriate . General profile and cross sections analysis will be developed for all critical areas to analyze each designated alternative. Information is to include general cut and fill limits , ROW and easement requirements , necessary earthwork and structural construction requirements . The design parameters, such as design speed, maximum grades , and typical section will be determined at the beginning and used on each alternative. The Consultant shall prepare the conceptual design for each lane configuration including alignments , construction detours that will be needed , and major structural requirements so that a conceptual cost estimate can be developed. The cost estimate is to include design costs, ROW identification and acquisition , and construction costs . c . Screen Alternatives The Consultant shall utilize a NEPA-appropriate screening process on the universe of alternatives to identify the feasible and significantly different alternatives , which will be later subject to a more detailed NEP A environmental assessment. The purpose of this screening is to eliminate the obviously infeasible alternatives or alternatives that do not meet the Purpose and Need . The Consultant shall develop NEPA-appropriate evaluation criteria and submit them for review and approval by the City, CDOT, and FHW A prior to beginning the screening process. The rationale for elimination shaH be thoroughly discussed within the NEPA documentation for those alternatives that are eliminated from further consideration. The No-Action Alternative must be defmed and carried through the entire evaluation and assessment process . For each alternative that passes the screening process, the Consultant shaJI incorporate preliminary design to a level that clearly allows the identification of effects on each environmental area listed below. Unless otherwise indicated, the Consultant is responsible for all of the following PEL activities on each of the alternatives that pass the screening process: A preliminary screening process will be used on the universe of alternatives to identify a limited number of feasible and significantly different alternatives , which wilJ be subject to more detailed evaluation in the "Test Alternatives Analysis ." The purpose of this screening is to eliminate the obviously infeasible or unsuitable alternates. All feasible and significantly different options shall be carried forward into more detailed analysis. These feasible and significantly different screened alternati ves are to be pre ented in the first public workshop , and the public 's opinion on what issue s should be addressed during the detailed analysis of these alternatives is to be solicited . The criteria used in the preliminary screening shall be developed jointly with the City, CDOT, FHWA, and other jurisdictions. The Consultant shall perform a decision alternative analysis for each alternative. The decision alternative analysis shall utilize a decision matrix of compiled (data collection phase) information , using criteria developed and approved by the City, CDOT, FHW A, and other jurisdictions as appropriate . The decision matrix criteria shall include design component , cost (fmancial analysis), social-economic, and environmental concerns . The decision alternative matrix will be compiled to show the differences between each alternative corridor design in a clear fashion (to be understood by the general public). Environmental (air, noise, water quality, open space, etc .), historic and archaeological impacts, cost, engineering feasibility , construction staging options, transportation impacts, transit impacts, design year level of service and other performance measures, socioeconomic impacts and community acceptability, consistency with and/or impact on adopted plans , urban design issues and opportunities , and phasing of a improvements are examples of the considerations to be used in the screening process. The No-Build alternative must be carried through the entire evaluation and assessment process . A limited number of design alternatives , will be described in a final design alternatives technical memorandum For this limited set of alternatives , horizontal and vertical alignment studies, at a scale of I "-200', will be conducted. d . Preliminary Sketches Page 17 The Consultant shall develop preliminary sketch concepts of landscape/streetscape improvements along Wadsworth Boulevard. The Consultant shall develop plan and elevation drawings with urban design features , planting masses, and plan access and development potential of adjacent areas. e . Before and After Views The Consultant shall develop a perspective view of each alternative in a "before" and "after" illustration of existing features and proposed design. f. Test Alternatives Analysis Following the development of the short-list of alternatives , the Consultant shall perform a comprehensive test of each of the short-listed alternatives . This test shall utilize a decision process, which includes a compilation of all appropriate criteria. In addition to the socioeconomic and environmental concerns, the decision criteria shall include design standards . The criteria will be compiled in coordination with other activities. Following that , a decision matrix shall be created which combines a list of the alternatives under consideration with the results of the test with each criterion. The alternatives shall then be further developed with initial design and financial analysis. g. Initial Design of Alternatives Once the alternatives have been tested , general profile and cross section studies will be developed for critical areas to analyze the designated alternatives. This information hall be sufficient to determine general cut and fill limits , right-of-way and easement requirements , earthwork and structural requirements . Design parameters such as design speeds, maximum grades, typical sections, intersection and pedestrian routing will be determined at the beginning of the study. The conceptual designs for the roadways , detours , phasing , and major structures will be completed sufficiently so that preliminary cost estimates can be developed and the satisfaction of pertinent design criteria can be demonstrated . Necessary variances will be identified . The following shall be available following completion of the design: 1. Plan and profile of roadways and detours 11. Typical sections of roadways and detours 111. Prelimjnary hydraulic recommendations IV. Preliminary right-of-way requirements v. Recommended construction sequence vi . Phasing opportunities h. Financial Analysis of Alternatives Cost Estimate A total cost estimate will be developed in whole or phases of improvement if feasible . Preliminary and final engineering. ROW acquisition , construction engineering, construction, and maintenance for the design life will be analyzed. 11 Funding Package A funding package will be developed. The funding sources necessary to design , acquire, construct and maintain the project will be identified and evaluated for appropriateness and feasibility . B . Feasible Alternatives Recommendation X A "Final Alternatives Report" will be submitted which documents the analysis process . This shall include the fmal staging plan, socioeconomic and environmental concerns, utility conflicts, drainage, and right-of- way requirements , and total cost for the recommended alternatives. The Consultant is responsible for ensuring that the recommended alternative(s) complies with applicable standards and criteria . Where appropriate , the required variances will be identified . A draft for the report shall be submitted for review and comment prior to the submittal of the final report . C. Interim Improvements Operational Analysis X Page 18 The Consultant shall complete the tasks listed in the Alternatives Analysis section on the previous pages in order to provide feasible alternatives to recommend and prioritize operational improvements for the existing corridor that may be implemented in phases that do not preclude the ultimate configuration. These early action items should be developed with costs and prioritized for implementation. D . Sales Tax Impact Analysis X X The Consultant will prepare a retail sales tax impact analysis for up to three of the developed alternatives , for land uses within the project study. The City will provide the Consultant information about existing sale tax collection data for the study area . The consultant will prepare a draft analysis for City review and then make revisions for a final document. E . Additional Transit Based Travel Demand Forecasting X The consultant will analyze potential modal shift to transit if an enhanced transit corridor were introduced for a longer stretch of Wadsworth (which is part ofDRCOGs long term vision).The Consultant will use the Compass Model which is a 4-step model with a mode choice step . The consultant will enhance coding and then evaluate the trip table and roadway assignment shifts . Since RTD holds the transit model , accomplishment of this scope is reliant on coordination with RTD and DRCOG staff. Iftheyparticipate, the Consultant will coordinate with RTD and DRCOG modeling staff. 4 ADDITIONAL SERVICES (TO BE COMPLETED ONLY AT THE DIRECTION OF THE WHEAT RIDGE PROJECT MANAGER) A. 38th and Wadsworth Intersection additional design and environmental X The Consultant will prepare a preliminary design plan set for the intersection improvements (30 percent design level), participate in a Field Inspection Review , and prepare a Categorical Exclusion. B. 41st and Wadsworth Intersection additional design and environmental X The Consultant will prepare a preliminary design plan set for the intersection improvements (30 percent design level), participate in a Field Inspection Review, and prepare a Categorical Exclusion. C . 44th and Wadsworth Intersection additional design and environmental X The Consultant will prepare a preliminary design plan set for the intersection improvements (30 percent design level), participate in a Field Inspection Review, and prepare a Categorical Exclusion . D. Corridor Animation X The Consultant will create a 2 .5D Animation for up to five locations in the Wadsworth Corridor. Similar in some respects to 3D animation , 2.5D animations do not require extensive environmental modeling. Using a locked down and view matched camera in a 3D model , animated objects are composited with a still image used for the background . Only the 3D objects (cars, people, etc.) move across the static background image. These can be used as a standalone visual or in the following applications : Digital Movie File , Digital Imagery to be used with PowerPoint Presentations, an Element for Motion Graphics Video , Broadcast Television Media , or Website Movie. 1 SUPPLEMENTAL WORK SECTION 8 CONTRACT CONCLUSION (CHECKLIST) Page 19 It is anticipated that this contract may be supplemented for additional study and/or design efforts above any assumed quantities noted in the current contract scope. Additional efforts will require City approval prior to beginning any wor k efforts. 2 CONTRACT COMPLETION This Contract will be satisfied upon acceptance of the following items, if applicable: A. P eriodic Reports B. Billings C. Meeting Minutes D . Project Management Plan E . Project Schedule F. Strategic Communications Plan G. Environmental Scan Report H . Land Use Report I. Geometric Health Report J. Traffic Model K. Safety Assessment L. Purpose and Need Statement M. Preliminary Sketches N . Before and After Views 0 . Final Altematives Report (PEL) P. Conceptual D esign Plans Q . Cost estimate R. Funding Package S. Correspondence with Agencies, Entities , and Public T. Completed PEL questionnaire APPENDICES A. REFERENCES B . DEFINITIONS c. PEL QUESTIONNAIRE Page 20 APPENDIX A REFERENCES AMERICAN ASSOCIATION OF STATE HIGHWAY AND TRANSPORTATION OFFICIALS (AASHTO) PUBLICATIONS (using latest approved versions): A. A Policy on Geometric Design of Highways and Streets B . Guide for Design of Pavement Structures C . Guide for the Design of High Occupancy Vehicle and Public Transfer Facilities D. Guide for the Development of Bicycle Facilities E. Guide for the Planning, Design, and Operation of Pedestrian Facilities F . Standard Specifications for Transportation Materials and Methods of Sampling and Testing -Part I , Specifications and Part II , Tests G. Highway Design and Operational Practices Related to Highway Safety H. Roadside Design Guide I. Designing Walkable Urban Thoroughfares: A Context Sensitive Approach by ITE and CNU J. Guide For The Development of Bicycle Facilities, 4th Edition by AASHTO K. Guide For The Planning, Design, and Operation of Pedestrian Facilities, 1st Edition by AASHTO 2 COLORADO DEPARTMENT OF TRANSPORTATION PUBLICATIONS (using latest approved versions): A. COOT Design Guide (all volumes) B . Project Development Manual C. Erosion Control and Storm Water Quality Guide D. Field Log of Structures E. Cost Data Book F. Drainage Design Manual G . COOT Quality Manual H. COOT Survey Manual I. COOT Field Materials Manual J. COOT Design Guide, Computer Aided Drafting (CAD) K . Standard Plans , M & S Standards L. Standard Specifications for Road and Bridge Construction and COOT Supplemental Specifications M . Item Description and Abbreviations (with code number) compiled by Engineering Estimates and Marked Analysis Unit, COOT N . Right-of-Way Manual, Chapter 2 , Plans and Descriptions Procedures and General Information 0 . The State Highway Access Code Page 21 P . Utility Manual Q. Interactive Graphics System Symbol Table 3 CDOT PROCEDURAL DIRECTIVES (using latest approved versions): A. No. 400.2 Monitoring Consultant Contracts B . No. 501.2 Cooperative Storm Drainage System c. D . E. F. G. No.514 .1 No. 5 16.1 No. 1217a No. 1304 .1 No. 1305 .1 Field Inspection Review (FIR) Final Office Review (FOR) Survey Request Right-of-Way Plan Revisions Land Surveys H. No . 1700.1 Certification Acceptance (CA) Procedures for Location and Design Approval I. No . 1700 .3 Plans, Specifications and Estimates (PS&E) and Authorization to Advertise for Bids under Certifications Acceptance (CA) J. No. 1700 .5 Local Entity/State Contracts and Local Entity/Consultant Contracts and Local Entity/R.R. Contracts under CA K . No. 1700.6 Railroad/Highway Contracts (Under Certification Acceptance) 4 FEDERAL PUBLICATIONS (using latest approved versions): A. Manual on Unifom1 Traffic Control Devices B. Highway Capacity Manual C . Urban Transportation Operations Training -Design of Urban Streets , Student Workbook D. Reference Guide Outline -Specifications for Aerial Surveys and Mapping by Photogrammetric Methods for Highways E. FHWA Federal-Aid Policy Guide F. Teclmical Advisory T6640 .8A G . U.S. Department of Transportation Order 5610.1 E H . Geometric Geodetic Accuracy Standards and Specifications for Using GPS Relative Positioning Teclmiques I. ADAAG Americans With Di sa bilities Act Accessibility Guidelines 5 TRANSPORTATION RESEARCH BOARD : A. Access Management Manual 6 CITY ADOPTED PLANS : A. Repositioning Wheat Ridge -Neighborhood Revitalization Strategy B . Envision Wheat Ridge C. Wadsworth Corridor Subarea Plan D. 381h Avenue Corridor Plan Page 22 E. Economic Development Strategic Plan F . Wadsworth Boulevard Corridor Redevelopment Plan G. 38th Avenue Corridor Redevelopment Plan H. Town Center Project URP I. Bicycle and Pedestrian Master Plan J . Streetscape Design Manual K. Parks and Recreation Master Plan Page 23 AASHTO 2 ADT 3 ATSSA 4 ADAAG 5 BLM 6 CA 7 CBC 8 CDOT 9 City/PM 10 CDOT/STR II CDPHE 12 CEQ APPENDIXB DEFINlTIONS American Association of State Highway & Transportation Officials Average two-way 24-hour Traffic in Number of Vehicles American Traffic Safety Services Association Americans with Disabilities Accessibility Act Guidelines Bureau of Land Management Contract Administrator. The City staff responsible for the satisfactory completion of the contract by the consultant. Concrete Box Culvert Colorado Department of Transportation City Project Manager -The City staff responsible for the day to day direction and Consultant coordination of the design effort. Colorado Department of Transportation Structure Reviewer -The CDOT Engineer responsible for reviewing and coordinating major structural design Colorado Department of Public Health and Environment Council on Environmental Quality 13 COGO Coordinate Geometry Output 14 CONSULT ANT Consultant for this project 15 C/PM 16 DEIS 17 DHV 18 DR COG 19 EA 20 EIS 21 ESAL 22 ESE 23 FEIS 24 FEMA 25 FHPG 26 FHWA 27 FIPI Consultant Project Manager -The Consultant staff responsible for combining the various inputs in the process of completing the project plans and managing the Consultant design effort . Draft Environmental Impact Statement Future Design Hourly Volume (two-way unless specified otherwise) Denver Regional Council of Governments Environmental Assessment Environmental Impact Statement Equivalent Single Axle Load Economic, Social and Environmental Final Environmental Impact Statement Federal Emergency Management Agency Federal Aid Highway Policy Guide Federal Highway Administration Finding In Public Interest Page 24 28 FIR 29 FONSI 30 FOR 31 GPS Field Inspection Review Finding of No Significant Impact Final Office Review Global Positioning System 32 MAJOR STRUCTURES Bridges and culverts with a total clear span length greater than twenty feet. Thi s 33 MS4 34 NEPA 35 NGS 36 NICET 37 NOAA 38 PE 39 PM 40 PLS 41 PRT 42 PS&E 43 PROJECT 44 ROW 45 RTD 46 T IE 47 SH 48 UDFCD 49 USCOE length is measured along the centerline of roadway for bridges and culverts , from abutment face to abutment face , retaining structures are measured along the horizontal distance along the top of the wall. Structures with exposed heights at any section over five feet and total lengths greater than a hundred feet as well as overhead structures including (bridge signs , cantilevers and butterflies extending over traffic) are also considered major structures. Municipal Separate Storm Sewer System National Environment Policy Act National Geodetic Survey National Institute for Certification in Technology National Oceanic and Atmospheric Administration Professional Engineer registered in Colorado Program Manager Professional Land Surveyor registered in Colorado Project Review Team Plans, Specifications and Estimate The work defined by this scope Right-of-Way: A general term denoting land , property, or intere st therein , usually in a strip acquired for or devoted to a highway Regional Transportation District Threatened and/or Endangered Species State Highway Numbers Urban Drainage and Flood Control District United States Army Corp of Engineers Note For other definitions and terms , refer to Section 101 of the COOT Division of Highways Standard Specifications for Road and Bridge Construction and the COOT Design Guide . Page 25 APPENDIXC PEL QUESTIONNAIRE This questionnaire is intended to act a a summary of the Planning process and ease the transition from the planning study to a NEP A analysis. Often , there is no overlap in personnel between the planning and NEP A phases of a project , and much (or all) of the history of decisions , etc., is lost. Different planning processes take projects through analysis at different levels of detail. Without knowing how far, or in how much detail a planning study went, NEPA project teams often re-do work that has already been done. Planning teams need to be cautious during the alternative screen process ; alternative screening should focus on purpose and need/corridor vision, fatal flaw analysis and possibly mode selection. This may help minimize problems during discus ions with resource agencies. Alternatives that have fatal flaws or do not meet the purpose and need/corridor vision cannot be considered viable alternative , even if they reduce impacts to a particular resource. This questionnaire is con istent with the 23 CFR 450 (Planning regulations) and other FHW A policy on Planning and Environmental Linkage process. Instructions: These questions should be used as a guide throughout th e planning process, not just answered near completion of th e process. When a PEL study (i.e. corridor study) is start ed, this questionnaire w ill be given to the project team. Some of the basic questions to consider are: "What did you do?", "What didn't you do?" and "Why?" When the team submits th e study to FHWAfor review, th e completed questionnaire will be included with th e submittal. FHWA will use this questionnaire to assist in determining if an effective PEL process has been applied before NEPA processes are authorized to begin. The questionnaire should be included in the planning document as an executive summmy, chapter, or appendix. 1. BACKGROUND What is the name of the PEL document and other identifying project inforn1ation (e.g. sub-account or STIP numbers)? A. Provide a brief chronology of the planning activities (PEL study) including the year(s) the studies were conducted. B. Provide a description of the existing transportation corridor, including project limits , modes , number of Janes , shoulder, access control, and surrounding environment (urban vs. rural , residential vs. commercial, etc.) C. Who was the sponsor of the PEL s tudy (COOT, Local Agency, Other)? D. Who was included on the study team (Name and title of agency representatives, consultants, etc.)? E. Are there recent , current or near future planning studies or projects in the vicinity? What is the relationship of this project to those studies/projects? METHODOLOGY USED Did you u e NEPA-like language? Why or why not? A. What were the actual terms used and how did you defme them (Provide examples or list)? B . How do you see these terms being used in NEPA documents? C. What were the key steps and coordination points in the PEL decision-making process? Who were the decision-makers and who else participated in those key steps? For example, for the corridor vision, the decision was made by COOT and the local agency, with buy-in from FHW A, the USCOE, and USFWS. D. How should the PEL inforn1ation below be presented in NEPA? Page 26 AGENCY COORDINATION Provide a synopsi s of coordination with federal , tribal , state , and local environmental , regulatory and re source agencies . Describe their level of participation and how you coordinated with them. A. What transportation agencies (e .g . for adjacent jurisdictions) did you coordinate with or were involved in the PEL study? B. What step s will need to be taken with each agency during NEPA scoping? PUBLIC COORDINATION Provide a synopsis of your coordination efforts with the public and stakeholders . CORRIDOR VISION/PURPOSE AND NEED What was the scope of the PEL study and the reason for doing it? A. Provide the corridor vi sion , objectives, or purpose and need statement. B . What steps will need to be taken during the NEPA process to make thi s a project-level purpose and need statement ? RANGE OF AL TERNATJVES CONSIDERED, SCREENING CRITERIA, AND SCREENING PROCESS What types of alternatives were looked at (Provide a one or two sentence summary and reference document.)? A. How did you select the screening criteria and screening process? B . For alternative(s) that were screened out, briefly summarize the rea ons for eliminating the alternative(s). (During the initial screenings , this generally will focus on fatal flaws) C . Which alternatives should be brought forward into NEPA and why? D. Did the public , stakeholders , and agencies have an opportunity to comment during tllis process? E. Were there unre solved issue s with the public , stakeholders and/or agencie s? PLANNING ASSUMPTIONS AND ANALYTICAL METHODS What is the forecast year used in the PEL study? A. What method was used for forecasting traffic volumes? B. Are the planning assumptions and the corridor vision/purpose and need statement consistent with the long- range transportation plan? C . What were the future year policy and/or data assumptions used in the transportation planning process related to land use , economic development , transportation costs and network expansion? RESOURCES (WETLANDS, CULTURAL, ETC.) REVIEWED FOR EACH RESOURCE OR GROUP OF RESOURCES REVIEWED, In the PEL study, at what level of detail was the resource reviewed and what was the method of review? A. Is this resource present in the area and what is the existing environmental condition for this resource? B. What are the issues that need to be considered during NEPA, including potential resource impacts and potential mitigation requirements (if known)? C . How will the data provided need to be supplemented during NEPA? Page 27 D . List resources that were not reviewed in the PEL study and why? Indicate whether or not they will need to be reviewed in NEPA and explain why. OUTCOMES A. Were cumulative impacts considered in the PEL study? If yes , provide the information or reference where it can be found . B. Describe any mitigation strategies discussed at the planning level that should be analyzed during NEP A. C. What needs to be done during NEP A to make information from the PEL study available to the agencies and the public? Are there PEL study products which can be used or provided to agencies or the public during the NEP A seeping process? D. Are there any other issues a future project team should be aware of? Examples: Utility problems, access or ROW issues , encroachments into ROW , problematic land owners and/or groups , contact information for stakeholders, special or unique resources in the area, etc . Page 28 Parsons Brlnckerhoff cost summary I Wadsworth PEL Study I Re v Ja nuary 10 2014 Task Total Hours Total Task Cost Total PB Cost Total HDR Cost Total RMC Cost Total Toole Cost Total Arland Cost 6 .1 PROJECT INITIATION AND CONTINUING REQUIREMENTS 2085 $250,529.54 $120,365 .72 $99,4 15.92 $12,108.72 $8,874 .18 $9,765 .00 7.1 EXISTING CONDITIONS REPORT 2159 $227,801.64 $93,597 .12 s 104,838 .84 $6,900.80 $16,884 .88 $5,580.00 7.2. DEVELOP PURPOSE AND NEED/ IDENTIFY GOALS 76 $10,344.75 $6,899.03 $2,544.00 $0 .00 $281.72 $620.00 7.3 ALTERNATIVE SELECTION REPORT 2249 $309,071.72 $192,661.73 $60,915.91 $7,987.00 $23,637.08 $23,870.00 ----7.4 Additional Services (at direction of Wheat Ridge PM) 1765 $254,177.29 $228,452 .21 $2 1,4 77.78 $1 ,3 19.70 $1,997.60 $930 .00 ·----- Total Di rect LDbor (not including Task 7.4) $797,747.64 $413,523 .59 $267,714 .67 $26,996.52 $49,677 .86 $39 ,835.00 Project Fee at 12% $49,603 .77 52% 34% 3 % 6% 5 % Percent of to to/labor per firm Qlh~r (;Q~l~ Specialty sub-consultants Survey $ 40,000.00 Geotech s 40,000.00 Tr affic Data s 10,000.00 $ 90,000.00 Direct Costs Mileage s 5,000.00 Copies/Reproduction s 7,500.00 Pu b lic Ou t rea ch (board s, room renta l, fo o d, etc) s 7,500.00 Misc. $ 5,000.00 $ 25,000.00 Total Costs $115,000.00 Total Project 6569 $962,351.41 ()pticiMI T.sk 7.4 Additional s.rvlces - A.38th and Wadsworth Intersection (FIR catEx) 489 $ 71,313.92 8 .41st and Wadsworth lntenectlon (FIR, CatEx) 489 $ 71,313.92 C.44th and Wads-rth Intersection (FIR CatEx) 489 $ 71,313.92 D. Corridor Animation .298 $ 40,235.53 AddltlotHll Senbs tailor TOfDI 1765 s 254,177.29 Atldlflotttii.S.WC.S OOC's (SXJ s 12,708.86 ·-~ Atltllflottol Senlltft ,. (U.J s 30,489.56 AddltlotHll Senlltft TOfDI $ 297,375.71 Total Project cost with addltlonll services 8334 $1,259,727.12 Attachment' ,.~4~ ... r City of .. ~WheatJ34._dge ~OFFICE OF THE CITY MANAGER Memorandum TO: Mayor and City Council Patrick Goff, City Manager ~ THROUGH: FROM: Gerald Dahl , City Attorney DATE: April21,2014 SUBJECT: Consideration of amendments to Council Rules of Order and Procedure. ISSUE: Consideration of amendments to Council Rules of Order and Procedure. PRIOR ACTION: Council Rules of Order and Procedure were last amended in 2012. SUMMARY: Attached is a revision of the Council Rules of Order and Procedure resulting from the Council study session at which numerous sections of the Rules were discussed and recommended for change. Councilmembers Fitzgerald and Urban presented written revisions at that study session , which were also discussed and which the Council directed be included , with revisions . The City Attorney has incorporated all of these changes along with those directed orally during the study session. In addition , the Rules have been reorganized , and a numbering scheme created. Non-substantive changes, including those reorganizing the Rules , are not shown as "redline" on the attached since that would make the Council-directed changes impossible to locate. RECOMMENDATION: Council should review the revised Rules and give the City Attorney any additional corrections. The Rules will then be placed on the next Council agenda for approval. ATTACHMENTS: 1. Draft Rules dated April 14, 2014 ...... 4 ~ :rP'" ~ityof Wheat:Ri_,dge RULES OF ORDER AND PROCEDURE CITY COUNCIL WHEAT RIDGE, COLORADO Adopted: , 2014 I Amended : Attachment 1 TABLE OF CONTENTS AUTHORITY .......................................................•.................................................... 3 CHAIR. MAYOR PROTEM AND THEIR DUTIES ... , .. ,,,.,,,,,,,,,,.,,,.,.,,,,,,,,.3 CHAIR .......................................................................................................... 3 MAYOR PROTEM ........................................................................................... 3 CITY CLERK . , . , , . , , . , , ...... , , ............ , ...... , ... , . , , . , , , . , . , . , .. , . , ... , , , .. , , 4 CITY ATIORNEY . , ..... , , ....... , . , .... , , , , ....... , .. , , , , . , .. , ........ ,., , , , , , , , , . 4 PARLIAMENTARIAN AND RULES OF ORDER ....................................................... 5 CO UNC I L MEETINGS ....................... , .... , .. , , , , ..... , , , , , . , , , . , , , ...... , ,, , , , , , , , 5 TYPES OF MEETINGS , ...................... , ..... , .. , .......... , ...................... , .. ,,,,, 5 STUDY SESSIONS .......................................................................................... 6 ADJOURNED MEETINGS .................................................................................. 6 EXECUTivE SESSIONS ...................... ,,, ...... , ......... , ... , ...... , ...... , ...... , ....... 6 INFORMAL MEETINGS , .......................... , ..... ,., .. ,,,.,,,,, , ... ,., ... , ..... , .. 6 ATTENDANCE AT MEETINGS OF OTHER ORGANIZATIONS AND SOCIAL GATHER I NGS ............................................................................................ , .. 7 ABSENCES ........... , ... ,., ..................... , .................. , .................. , ..... ,,,. ,. 7 RI GH T Of THE FLOOR .......... ,,.,,,,,,.,, .... ,,,,,,.,,, .......... ,,.,,,,,,, 7 ELECTED OFFICIALS MATTERS ..................................................................... ,. 8 ORD ER OF BUSINESS AND TH E AGENDA ... , .......... , ... , ...................................... ,,.,. 8 ORDER OF BUSINESS ..................................................................................... 8 AGENDA: PREPARATION AND INITIATION OF AGENDA ITEMS ............................. 9 I NITIATI NG AND ADDING AGENDA ITEMS ....... ,, .. , .. , .. ,., ..... , .... ,, .. ,., .. ,,. 10 PUBLIC HEARINGS .. ,,, .................... ,., .......... ,.,, ... , ... ,.,,,,,,,,,,, .... 1 1 ORDINANCES ON FIRST READING ................................................................. 11 TIME OF ADJOURNMENT ............................................................................... 11 RECONSIDERATION ............................................................ , .......... , ............ , .. ,,. 1 2 CITIZENS' RIGHTS ................................................................................................. ,ll CITIZENS' RIGHT.S. ....................................................................................... l.4 SUSPENSION AND AMENDMENT OF THESE RULES .................................................... .U SUSPENSION .............................................................................................. U AMENDMENT ............................................................................................... U REVIEW ...................................................................................................... ,U 2 RULES OF ORDER AND PROCEDURE FOR THE CITY COUNCIL OF THE CITY OF WHEAT RIDGE COLORADO I. AUTHORITY: Sections 4. 7 and 5.1 of the Home Rule +he-C harter of the City of Wheat Ridge authorize the Citv f)reviees that the Council ~ determine its own rules of procedure for meetings. The following set-ef-rules shall be in effect upon their adoption by the Council until such time as they are amended or new rules adopted in the manner provided by these rules. II. CHAIR, MAYOR PROTEM . CITY CLERK . CITY ATTORNEY; PARLIAMENTARIAN AND THEIR DUTIES AT MEETINGS A. CHAIR: 1. The Mayor shall preside over the meetings of the Council. 2. In the absence of the Mayor, the Mayor ProTem shall preside . 3 . The Chair shall preserve order and decorum, prevent personal attacks or the impugning of members motives, confine members in debate to questions under discuss ion, be respons i ble for conducting meetings in an orderly manner, assure that the minority opinion may be expressed and that the majority be allowed to rule. B. MAYOR PROTEM : 1. At the first or second RegulareusiAess meeting in November of each year, the Council shall nominate, by secret paper ballot, and elect by motion upon a majority vote, a Mayor ProTem who shall serve until their successor is elected. The procedure shall be as follows: • The presiding officer will announce that the floor is open for nominations for the position of Mayor ProTem. • Nominations will be taken from City Council members by voice. No second is needed. 3 _• _Each nominee will have the opportunity to address the Council. ...__ The order of address aAd leAgth of time may be detefffliAed iA advaAce by the CouAcil. • Each Council member will mark the paper ballot (provided by the City Cieri< in their agenda pacl<et) with the name of the nominee they wish to vote for and fold the paper in half to ensure secrecy. • The City Clerk will collect the ballots, tally the results, and return the written name of the majority vote receiver to the presiding officer, who will announce the highest vote getter. • In the event of a tie, the Mayor will cast a paper ballot, to be delivered to the City Clerk for inclusion into the election tally. • A motion and second is then in order to elect, by acclamation, the highest vote getter to the position of Mayor Pro Tern. The Council is encouraged to confirm the nomination unanimously; however, Council Members are not required to vote for this person. If the motion is not carried, additional motions are in order until a Mayor Pro Tern is elected by a majority of Council. 2. If presiding, the Mayor Pro Tern shall have the voting privileges of a regular Council Member. 3. The Mayor Pro Tern's duties shall include reviewing and setting the Agenda oA WedAesday prior to Council Meetings and determination of emergency items at Council Meetings. The Mayor Pro Tern shall have the authority to remove any item f rom pull aAy item off the Agenda of any regu l arbusiAess meeting or study session with the exception of_;_ @l.an item placed on the Agenda by two (2) Council Members prior to the meeting pursuant to Rule IV.D .l: or (b) an item added by the Cou nci l by majori ty vote during any meeting pursuant to RuleiV .O.L:- 1.,____ The Mayor Pro Tern shall arrange for, and coordinate the orientation of all newly elected officials within two months after the election. &. POINT OF ORDER: 4 Tl'le Cl'lair sl'lall aeteFffiine all Paints ef Order, suejeet te tl'le rigl'lts ef an·r Ceuneil pqeFAeer te aj3j:leal te tl'le Ceuneil. 9. CHY ATTORNEY: Tl'le City Atterne·r, er aeting Ci ty Atterney, sl'lall attend all FAeetings ef tl'le Ceuneil unless exeusee ey tl'le City Ceuneil ana sl'lall, upen request, give an epiAien, eitl'ler written eF eral, en the questien ef law . E-L_CITY CLERK: The City Clerk, or designated representative, shall attend all meetings of Council and shall keep the official minutes. D . CITY ATTORNEY: The City Attorney. or acti ng City Attorney. shall attend all meetings of the Counci l unless excused by the City Counci l and shall. upon request. give an opinion. either wri tten or ora l. on the question of law. f-:L_PARLIAMENTARIAN AND RULES OF ORDER : Tl'le ~qayer (er the ~qayer Pre Tem, if presieiflg), shall eeterFAine ana ee tl'le final autf:lerity en all 13eints ef ereer preeeeure, suejeet to everriae upen a tl'lree feurtl'ls fflajerity vete ef tl'le entire Ceuneil. 1. The Mayor Pro Tern shall also function as the Council Parliamentarian . and may call upon the City Attorney for a recommendati on on procedure if desired . L_The Parliamentarian shall advise the Chair and members of Council on parliamentary rules. 3. The rules contained in the current edition of Robert's Rules of Order newly revised. shall advise the Parliamentarian regarding questions of order and procedure in all cases to which they are appl icable and i n wh i ch t h ey are not inconsistent with these Ru l es. the Wheat Ridge Home Rule Charger. the Wheat Ridge Code of Laws or other laws governing the City. 4 . In cases where the Rules conta i ned in the current editi on of Robert's rules of Order newly revised are inconsistent w i th these Rules. t hese Ru les control. 5. The Mayor (o r t h e Mayor Pro Tern. if oresid i ng). shall be the fina l authority on all poi nts of order procedure. subject to overri de upon a three-fourths m ajoritv vote of the entire Council. 5 III. CO U NCILTYPES OF MEETINGS AND MEE T ING PROCEDURE A. TYPES OF MEETINGS: 1. The Council meets in the Municipal Building for RegularBusiness, Stud·;, Adjourned, and Special Meetings and Study Sessions, unless otflerwise specified . 2 . RegularCouncil Business Meetings are held the second (2"d ) and fourth (4th ) Monday of each month at 7:00PM unless otherwise provided by amendment of these Rules specified . 3 . Study Sessions are the first (1st) and third (3rd) Monday of each month at 6:30 p.m., unless otherwise otherwise provided by amendment of these Rules .specified . B. STUDY SESSIONS: 1. Study Sessions shall be for the purpose of discussion of concepts and ideas. No formal business shall be conducted. Consensus votes during all Study Sessions are non-binding, with exception of concensus votes to schedule or decline to schedule a matter for consideration at a Regular or Special Meeting. which may however be reconsidered after six (6) months as permitted by Rule IV.D.3. afffi-tf.\,lnless antfle issue is disposed of at a RegularBusiness , Adjourned, or Special Meeting,J.t may be amended or reconsidered in that or any future Study Session. 2 . at-Public CommentTestimony will oot-be allowed at the beginning of a Study Sessions for only those items on the agenda and each speaker is limited to a maximum of three (3) minutes.tffiless wai·t'ed by City Council. &h_ADJOURNED MEETINGS: Any Meeting of the Council may be adjourned to a later date and time, provided that no adjournment shall be for a period longer than the next Regu lar Council Business Meeting. &..Q,_EXECUTIVE SESSIONS: 1. The Council may meet in Executive Session on a vote of a majority of City Council in a regular business meeting (Charter- Sec 5.7). 2. No notes may be taken during an Executive Session except by the City Clerk and/or City Attorney. 6 3. If at any time during the session, a Council Member feels that a matter is being discussed other than that stated, that member should so state and may request that the session be terminated. Upon consensus vote of Council Members present, the session shall be terminated. &.-~INFORMAL MEETINGS: 1. 1. Five (5) or more members of Council Members may attend informal meetings held for the purpose of acquiring information and discussion topics provided that public notice of the meeting is posted in the location establishing for posting of all Wheat Ridge meetings at least 72 hours prior to the meeting, listing the topic of the meeting, its location, time, and date. The location of this posting shall be the bulletin board outside the City Court room in City Hall. a) Copies of the notice shall be given to all City Council Members and,. the City Clerk, at least 72 hours before the meeting. b) The City Clerk is responsible for the posting of the mMeeting. 2. _Any three or four Council Members may attend informal meetings held for the purpose of acquiring information and discussing topics. Such meetings must be open to the public, but no notice is required unless formal actions will be taken. 3. _Meetings involving no more than two Council Members, whether in person or by telephone, whether or not the Mayor also attends. shall not be subject to any of the requirements oftA this Rule. 4. _In no event, shall any vote or other action or decision be takenJn any meeti ng described in this Rule IILE .. nis Rule (D) (4) shall not al}ply to staneliRg Council CoFAFAittees. 5. _All Meetings (other than those between only two council Members and/or the Mavorl shall be open to members of the public and the press. E-:.E:_ATTENDANCE AT MEETINGS OF OTHER ORGANIZATIONS AND SOCIAL GATHERINGS: 1. The purpose for this rule is to permit the City to be represented by its elected officials at meetings of other groups or organizations, including,. without limitations , intergovernmental 7 organizations, neighborhood organizations, business and service organizations, and other organizations or groups with whichwfteffi the City has a relationship. 2. Any member of Council and the Mayor may attend meetings of other groups without prior notice, provided however, that any such meeting, if attended by three or more members of the Council, is open to the public, pursuant to Section 24-6-401, et seq ., C.R.S. 3. Social gatherings, at which the discussion of public business is not the central purpose, shall not be subject to any of the requirements of Rule E. G. ABSENCES: In the event that a Council Member expects to be absent from a meeting or study session. the Member shall notify the City Clerk. and the Citv Clerk will duly notify the City Council at the beginning of the meeting why the Council Member is absent. F:-.t::h_RIGHT OF THE FLOOR: This Rule III.H shall apply only to Regular. Special and Adjourned Meetings. and not to Study Sessions. unless specifically noted .In tl=te e·t'ent tl=lat a Ceuncil ~~emeer is aesent R-em a meeting, the memeer sl=tall netify the City Clerk, and the City Clerk will dul·; netify the City Ceuncil at the eeginning ef the meeting why said Ceuncil ~4emeer is aesent. 1. The presiding officer must first recognize each Council Member requesting to speak on an agenda item unless limited by a motion to limit debate or for calling the question. (applicable also to Study Sessions) 2. Speakers shall confine themselves to the question under discussion. All discussion must be germane to the agenda item . (applicable also to Study Sessions) 3. Members of Council shall avoid personal attacks and refrain from impugning the motives of any member's argument or vote . (applicable also to Study Sessions) 4. Following introduction of on agenda items and a motion eE ach Council Member shall have the right to ask questions of staff or discuss an agenda item with staff. Council Member questions are limited to three (3) minutes each. ~two (2) times~ responses are not fer uf} te five (5) ffiinutes each time te ask EJUestiens en each agenc:la iteffi . Answers te EJUestiens will be included in the time and the tiffie will net ee cumulative. Befere a 8 vote, eacl'l CouAcil ~4ember shall have aA aaaitioAal three (3) miAute f}erioa to make a summatioA . Following question time. Council Members may engage i n debate of the issue at hand prior to voting . The debate may consist of two (2) rounds with each Council Member having one opportunity per round to speak i n turn. The first round may consist of a statement of position on the issue by each Counci l Member not to exceed four (4) minutes. The second round may consist of responses to position stated by other Counci l Members not to exceed two (2) minutes. 5:-No CouAcil P4ember shall be allowed to Sf}eak FAore tl'laA oAce Uf}OA aAy OAe ageAaa item UAtil every OtAeF ffieFAber CAOOSiAg to Sf}eal< tl'lereOA shall l'lave SpOI<eA. &.-.2.:._0nce a vote has been taken, there shall be no further discussion on that motion or Agenda Item unless a motion to reconsider is adopted. §.,__In the event of an amendment to an agenda item motion, the maker of the amendment shall have one (1) three (3) minute period to make the amendment and speak to the amendment. All other FAeFAbers of Council Members shall have one (1) two (2) minute period to speak to the amendment. 6-:-_I. _ELECTED OFFICIALS' MATTERS: This is the time elected officials and staff may make comments on any subject. Time limit per elected official and staff will be five (5) minutes. IV. ORDER OF BUSINESS AND THE AGENDA A. SCOPE OF RVLE: Th is Rule IV shall apply only to Regu l ar. Special and Adjourned Meeti ngs. and not to Study Sessi ons. unless specifically ~ A-.-!L_ORDER OF BUSINESS_;_ The general rule as to the Order of Business in regular Council RegularBusiAess Meetings is stated thus: • CALL TO ORDER • PLEDGE OF ALLEGIANCE • ROLL CALL • APPROVAL OF MINUTES • PROCLAMATIONS AND CEREMONIES • CITIZENS RIGHT TO SPEAK • APPROVAL OF AGENDA 9 • CONSENT AGENDA • PUBLIC HEARINGS, ORDINANCES ON SECOND READING, FINAL SITE PLANS • ORDINANCES ON FIRST READING • DECISIONS, RESOLUTIONS AND MOTIONS • COmUTTEE REPORTS • CITY MANAGER'S MATTERS • CITY ATTORNEY'S MATTERS • ELECTED OFFICIALS' MATTERS • EXECUTIVE SESSION (AS NEEDED) • ADJOURNMENT &L_AGENDA : PREPARATION AND INITIATION OF AGENDA ITEMS 1. The order of business of each meeting shall be as contained in the Agenda prepared by the City Clerk . 2. For good cause shown, and by majority vote of the City Council during any City Council meeting, including any Study Session. the order of business for that meeting may be changed. The City Manager and City Attorney may propose to add items to the Agenda of such meetings under "Approval of Agenda.._''.,. subject to aooroval by a majoritv of the Council. 3. Agenda shall be listed by topic of subjects to be considered by the Council and shall be distributed by 5:00p.m. on the Thursday prior to the Monday of the Regular Council Meetings . In the event of a holiday, the material shall be distributed not later than noon on the Friday prior to the Monday meeting. 4. The City Clerk's Office shall be notified of the sequence of the Agenda Items by noon on the Wednesday preceding the Monday on which Council meets. All backup material and documents shall be filed with the Clerk's office by 5:00 p.m. on that day in order to be included in the Council packet. 5. A majority of Council Members present is required to direct the City Attorney or staff to draft an ordinance to be included on the agenda . 6-: If a CouAcil ~~ember asks that aA item be added to the AgeAda, it is the respoAsibility of that CouAcil ~qember to provide backup material for the CouAcil packet as to the subject or arraAge for that backup material to be prepared. No item may be iAcluded iA the AgeAda without proper backup . -7-:-§.,_A majority vote of City Council Members present may als&-add or delete an item from the agenda at the beginning of the Council 10 D. Meeting. In Regular Bt~siAess Meetings, this must be done before Public Hearings and Second Readings. &L._ The first option of introducing Agenda Items at a Council Meeting shall go to a representative of the Council District to which the Agenda Item pertains. Council Agenda items not specific to a Council District may be introduced by any member requesting such privilege from the Chair in advance of the meeting or requesting to introduce the item at the meeting. 9-:-lt_Fiscal Notes. Prior to any item being placed on the agenda, the City Manager shall prepare a brief explanatory note that shall include a reliable estimate of the anticipated change in the expenditures or revenues to the City and whether such expenditures or revenues shall be recurring in nature during future budgets years. This shall include any principal and interest payments required to finance expenditures. The Aote shall be kAowA as a "fiscal Aote". -ltt:-.2..,_Council cannot approve an appropriation under City Manager's Matters, City Attorney's Matters, or Elected Officials' Matters. c. AGENDA fFEPqSJNITIATING AND ADDING AGENDA ITEMS: l.,_Council Members or the Mayor may each originate an agenda item with the approval of one other Council Member. Each Council Member and the Mayor shall be allowed to originate only two (2) items per month to be added to the Agenda of g Regularregt~laf'l·; scl:leauled Council BusiAess Meetings or a Study Session. subiect to the scheduling authoritv of the Mayor Pro Tern under Rule ILB.3-:-It is the intent of this Rule that no more than two agenda items may be initiated by the Mayor or any Council Member under this Rule during any single month. 2. If a Council Member asks that an item be added to the Agenda for any regular meeting or Study Session. it is the responsibility of that Council Member to provide backup material for the Council packet as to the subject or arrange for that backup material to be prepared. No item may be included in the Agenda without proper backup. 3. Other than by reconsideration pursuant to Rule V. once an item has been decided by a formal Council vote at any Regular. Special or Adjourned Meeting [or by a binding consensus vote at any 11 Formatted: Indent: Left: 1", No bullets or numbering Study Session under Rule III.B.ll it is not eligible to be added to a future agenda for six (6) --months. 2 . Stanein~ Council ceFAFAittees FAa·,. place iteFAs en Council A~eneas fer further action er eiscussien. 3-:4_,_-2-:---Motions made by Council Members, which are not in the Council packet, must be submitted to the City Clerk and Mayor in writing during the Council Meeting so it may be repeated, and included in the minutes. 4:-.2_,_During a RegularCit"t' Council Business Meeting, under the Elected Official's, City Manager's or City Attorney's matters portion of the agenda, or at a Study Session '-a Council Member, the City Manager, or the City Attorney may request that a motion be made to add an item be aaaee to a future Agenda for consideration . subject to approval by the Council by a majority vote (for add i tion to a Regular Meeting Agenda) or a consensus vote (for add i tions to a Study Session Agenda). 5-;-§_,_ The City Manager may add administrative and operational items to the agenda prior to or at the beginning of any meeting. E. PUBLIC HEARINGS_;_ All speakers must sign up on the appropriate roster, indicating whether they intend to speak in favor ef, or in apposition to,. a particular Agenda Item. The Council shall not entertain a motion for the final dispos ition of the matter until the City staff and applicant have made their presentations, if any, and the public hearing has been closed, provided, however, that motions regarding the conduct, scheduling or continuation of the public hearing itself shall be proper at any time. F. ORDINANCES ON FIRST READING _;_ It is the goal and desire of City Council to allow all interested parties to provide input during the Public Hearing/Second Reading on all proposed ordinances. A full, complete, and open discussion of all proposed ordinances is encouraged during the Public Hearing /Second Reading . Therefore, public comment and staff presentations will occur only during the Public Hearing/Second Reading. First Reading will be for the purposes of setting proposed ordinances for publication, and establishing a date for the Public Hearing/Second Reading. Amendments to a proposed ordinance can be made during a First Reading, following the guidelines for offering amendments in ~the City Council Rules ef Oreer ana Preceeure . G. TIME OF ADJOURNMENT_;_ 12 At 11:00 P.M., the City Council shall complete action on the Agenda Item then under discussion and shall adjourn the meeting. Prior to such adjournment, the Council may take any or all of the following actions: 1. Acting by ·% majority vote, complete all or portions of the remaining Agenda. 2. Acting by a majority vote, schedule any unfinished items for _q future Bf'egular or Special Council BusiAess Meeting . J.,__Acting by majority vote, continue the meeting to a later date and time certain. V. RECONSIDERAJIONRBINANCES, RESOLI:ITIONS, AN9 UOTIONS r.. RECO NSIDERATION 1. A motion to reconsider can be made only by a Council Member originally voting with the prevailing side. 2. Such motions shall be made only at that or the next regularly scheduled Council BusiAessRegu l ar Meeting. A continued or rescheduled meeting shall be considered a next scheduled Council RegularBusiAess Meeting for the purpose of Reconsideration. If not reconsidered at that time, the issue cannot be placed on any agenda for six (6) months. 3. A motion to reconsider shall require an affirmative vote of a majority of the entire Council. 4 . A Council Member who has been absent from a orjor meeting may vote on a reconsideration provided the Council Member affi r ms on the record that he or she has li stened to the recording of that agenda item orior to the motion for reconsideration. VI. CITIZENS' RIGHTS I A. CITIZENS' RIGHTS TO SPEAK : 13 1. Any person may speak only once per meeting for a maximum of three (3) minutes on any item other than Agenda items. 2. Any person des1ring to speak on an agenda item must sign the appropriate roster in Counci l Chambers and confine their remarks to the relative item. There shall be no time limit applied to Citizens' comments unl ess deemed appropriate by the Chair. -2-:-Speakers must sigA the Public CemmeAt Rester. 3 . Citizens Right te Speal< shall always pFeceae all etheF efficial business exce19t Call te Order, Pledge ef Allegiance, Rail Call, Appre•tal ef P~inutes ana J9reclamatieAs er Ceremenies. 4. There shall be no restriction on the number of citizens who wish to speak. 5. The content of any speaker's comments cannot be censored. 6. Persons in attendance shall be allowed to donate time to other speakers to a maximum of nine (9) minutes, including the three (3) minutes the original speaker has. 7. The Chair will entertain no written comments unless a member of the public is present to read them into the record. A Council Member may read written comments into the record with the approval of the majority of the Council present. 8. Council has the choice whether or not to respond to citizens after the closure of the Citizen Comment portion of the meeting. ~ CITIZENS' RIGHT TO SPEAI< ON AGENDA ITEP~S: &.--- Any J9eFSeA aesiFing te speak en an ageAda item must sign the apJ9reJ9riate Fester in Ceuncil ChaFAbers ana CeflfiAe their FeFAaFkS te the relative item . There shall be ne time limit applied unless deemed af}J9repFiate by the Chair. E-:-WRITTEN Cm4P4UNICATIONS: -Ht:-LAII written communications to Council must be signed. If not signed, the written communications may not be accepted. VII. SUSPENSION AND AMENDMENT OF THESE RULES A . SUSPENSION OF RULES : 14 Any provision of these Rules not governed by the Home Rul~ Charter or Code of Laws may be temporarily suspended by a three-quarters (3/4) majority vote of Counci l Members present. B. AMENDMENT OF RULES : These Rules may be amended, or new Rules adopted by a majority vote of Council Members at a Regular or Special Meeting , provided that the proposed amendments or new Rules shall have been submitted in writing to Council at a preceding meeting or a Study Session . Any Council Member. or the Mayor. may initiate an amendment of these Rules in the manner provided for initiation of agenda items by Rule IV.D. C. REVIEW: These Rules .s.lliillwill be reviewed by .tb..e....Council within three months of 2 Regular Council Election . 15