HomeMy WebLinkAboutCouncil Agenda Packet 08-28-17
AGENDA
CITY COUNCIL MEETING CITY OF WHEAT RIDGE, COLORADO 7500 WEST 29TH AVENUE, MUNICIPAL BUILDING
August 28, 2017 7:00 p.m.
Individuals with disabilities are encouraged to participate in all public meetings sponsored by the City of Wheat Ridge. Call Sara Spaulding, Public Information Officer, at 303-235-2877 at least one week in advance of a
meeting if you are interested in participating and need inclusion assistance. CALL TO ORDER PLEDGE OF ALLEGIANCE
ROLL CALL OF MEMBERS APPROVAL OF Council Minutes of July 24, 2017 and August 14, 2017 and Study Session Notes of August 7, 2017
PROCLAMATIONS AND CEREMONIES CITIZENS’ RIGHT TO SPEAK
a. Citizens, who wish, may speak on any matter not on the Agenda for a maximum of 3
minutes and sign the Public Comment Roster. b. Citizens who wish to speak on Agenda Items, please sign the GENERAL AGENDA ROSTER or appropriate PUBLIC HEARING ROSTER before the item is called to be
heard.
c. Citizens who wish to speak on Study Session Agenda Items, please sign the STUDY SESSION AGENDA ROSTER.
APPROVAL OF AGENDA
PUBLIC HEARINGS AND ORDINANCES ON SECOND READING 1. Council Bill 17-2017 – amending Section 5-41 of the Wheat Ridge Code of Laws
concerning Building Permit Fees DECISIONS, RESOLUTIONS AND MOTIONS 2. Resolution 30-2017 – adopting a revised City Purchasing Policy and rescinding all prior
Resolutions in conflict therewith
CITY COUNCIL AGENDA: August 28, 2017 Page -2-
DECISIONS, RESOLUTIONS AND MOTIONS con’t 3. Motion to approve payment to Insight Public Sector in the amount of $76,958.42 for the
Annual Renewal of the Microsoft Enterprise Agreement CITY MANAGER’S MATTERS
CITY ATTORNEY’S MATTERS ELECTED OFFICIALS’ MATTERS ADJOURN to SPECIAL STUDY SESSION
CITY OF WHEAT RIDGE, COLORADO
7500 WEST 29rH AVENUE, MUNICIPAL BUILDING
July 24. 2017
Mayor Jay called the Regular City Council Meeting to order at 7:00 p.m.
PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA
ROLL CALL OF MEMBERS
Monica Duran, Janeece Hoppe, Zachary Urban, Kristi Davis, Tim Fitzgerald, Larry
Mathews, Genevieve Wooden
Members Absent: George Pond (excused)
Also present: Deputy City Clerk, Robin Eaton; City Manager Patrick Goff, City Attorney,
Jerry Dahl; City Treasurer, Jerry DiTullio, Administrative Services Director, Heather
Geyer; Community Development Director, Ken Johnstone; Parks and Recreation Director
Joyce Manwaring; Business Tax, Tim Dronkers, Engineering Division, Mark Westberg;
guests and interested citizens.
APPROVAL OF Council Minutes of June 26, 2017 and July 10, 2017
There being no objections, the minutes of June 26, 2017 and July 10, 2017 were
approved as published.
PROCLAMATIONS AND CEREMONIES
Public Sector Engineer of the Year Award
Patrick Roberts past president for the National Society of Professional Engineers of
Colorado, a non-profit organization that supports map pallets and bridge building. The
mission is to provide licensed and ethical engineering. Mark Westberg was nominated
as he has invested much time in the projects he works on and he is usually successful in
those projects as well.
CITIZENS RIGHT TO SPEAK
Dorothy Archer -would like to ask Council and those in attendance to please take a
serious matter to study session as after canvassing, there were found to be five
extremely large lots. The bulk plane code should be revised to remove the 35 ft. flat top
allowance such as an apartment home and a 25 ft., or two story home with a 15 ft.
slanted roof be added.
City Council Minutes July 24, 2017 Page 2
Thomas Slattery-pointed out that with the present City zoning ordinance, you can have
a 60ft wide x 80 feet deep, flat roof, three story building and that's incompatible with our
R-1 and R-2 zonings; where you can have a duplex of the same dimension. With a
single-family home in R-1 you can have a three-story structure, 35ft wide by 60 ft. deep
with a flat roof. These allowances are not compatible with our residential neighbors and
requests that the City reconsider them.
Jeanette Lloyd-has friends that had big box houses on both sides of them and has a
child with health needs. They ended up having to move from their home, as they were no
longer able to have a garden because there was no sun light. This problem also added
to the heating bills, and these types of houses do not fit in with the neighborhoods and
what Wheat Ridge has always been.
Joan Blanchard -Has concerns not only with the lack of sunlight but the lack of privacy
that is impacted with three story buildings being right next to you. There is a real concern
when there is a change to the scenery of a neighborhood and she is against allowing
those types of new structures.
Bud Starker -is Honored to announce his candidacy for Mayor of the City of Wheat
Ridge. As a long-time resident, he knows and loves this City along with its people, its
parks, the rural feel and its promise for the future. After introducing his wife Mary, who
together have lived in this community operating a restaurant, served as a member of the
Building Code Advisory Council, councilmember and Mayor Pro-tern. Moving to Wheat
Ridge 42 years ago, he has been active in social, civic and business life of the
community. Having clear vision, seeking broad and diverse opinions, along with
commitment to see projects through, is the essence of leadership and looks forward to
meeting and hearing the public's ideas and concerns to help build a better, brighter future
for Wheat Ridge.
Lynne Craig -does not know the technical details of zoning codes but feels the huge
house on Chase Street does not fit into a neighborhood of small, single story houses, and
questions if this is the future for Wheat Ridge. Along with added traffic, street parking,
and lack of privacy, allowing these types of houses is not fair to the neighbors. It is time
to reconsider our building and zoning codes to maintain our friendly, family atmosphere
and small vibrant community.
Jesse Garcia -is in full support of Dorothy Archer. He has been living at his residence
for 17 years and saw his mother-in-law's duplex go down into rubble and where square
buildings were built all over the area to create a whole new type of neighborhood. He
hopes Wheat Ridge does not do that as well and wants to see change to the zoning code
so as not to let others obscure the sunlight and views of the mountains.
Laura Drapeaii -had a gentleman that lived next to her home, who built a slight addition
that turned out to be a three-story house and that went from a one family to three family
home. After his death, Council and City Engineers told us that they would settle things in
our neighborhood and it has been over one year and things are still the same. As such ,
City Council Minutes July 24, 2017 Page 3
with the three-story house being there, we cannot open the curtains or windows as the
new neighbors can see right in, along with a huge picture window viewing her back yard.
You have to realize what the future is bringing and take a look at what is being built out in
other locations. She does not want to leave or sell her house, but has no place to move
to because of the market. She likes and knows her neighborhood and feels safe, but
there is no parking and no privacy and can't begin to buy elsewhere for what they have
here in Wheat Ridge.
APPROVAL OF AGENDA
PUBLIC HEARINGS AND ORDINANCES ON SECOND READING
1. Resolution 22--2017 - a resolution approving a Seven-Lot Subdivision Plat for
property zoned Residential-One (R-1) at 11435 W. 32nd Avenue with a Cul-De-Sac
length Variance (Case Nos. WS-16-02 and WA-17-07/Merkwood Estates)
This application would reconfigure two lots into seven lots, allowing for seven single-
family home sites. A new section of 33rd Ave is proposed to transverse the property,
connect the Quail Hollow subdivision on the east to the Brookside subdivision on the
west, and allow for the free flow of traffic. The seven new lots would not have direct
access to 32"d Ave.
Councilmember Fitzgerald introduced Resolution 22-2017.
Mayor Jay opened the public hearing and swore in the speakers.
Staff Presentation
Kenneth Johnstone continued from the previous public hearing and described the
presentation showing two existing street Rights of Ways (ROW) from Quail Hollow and
Routt Street subdivision plats.
The first proposal did not include access from 32"d Avenue mostly due to grade concerns .
There was substantial input concerning increased cut through traffic, including that from a
nearby school, which would have a negative impact on the existing neighborhoods.
Feedback was substantial enough to consider additional alternatives and in that spirit, the
applicant has submitted additional proposals.
Option 1 -Take existing ROW from Quail Hollow and extend down Robb Street as
originally submitted with no connection to Routt Street except with a sidewalk for
pedestrian access.
Option 2 - A proposed connection from Routt Street, taking the existing cul de sac from
Routt Street and building a new street with sidewalks, to the new Robb Street with no
connection to 33rd avenue.
In the spirit of working with the neighborhood the applicant also hosted a neighborhood
meeting that presented options A - D that are referenced in the packets. Options C and
City Council Minutes July 24, 2017 Page4
D parallel the previous option 1 and option 2. Options A proposes to have sidewalk
connection through the existing ROW over to Routt Street with a dedicated City pocket
park within the ROW. Option B proposes to eliminate any pedestrian connectivity from
the new subdivision over to Routt Street.
No thorough analysis has been done on these two proposals and they might require
some additional design consideration, but there would be an additional process for the
vacation of a right of way. As a policy matter, the City does not accept these types of
pocket parks, as they are small in nature and very expensive to maintain. Staff would
prefer either Option 1 and 2 or C and D, with the cul de sac length variance.
Council questions
Councilmember Hoppe received confirmation that the difference in feet between Option 1
and Option 2 is about 200 ft. with Option 1 at 1300 ft. and Option 2 at 1500 ft.
Applicant Steve Merker noted that Options 1 and 2 are the result of taking into
consideration the City and neighborhood's feedback. After a City meeting, it is felt that
Option 1 meets all of the design criteria and along with the neighborhood, it is the
preferred option. Option A, with the pocket park being included, is the preference if that
is a possibility.
Public testimony Bruce Kral, the fire marshal, is concerned with the proposed cul de sac as it could be a
hazard if emergency responders have to fit in the close proximity to a burning house with
the hoses that need to be laid out from the hydrant and also to get the ambulances out
quickly, if they are called. He feels the best option has already been taken off as the 33rd
Avenue connection was removed. The second option that the fire department would
least be affected by is having sprinkler systems installed in the homes. This might not
save the structure but would help the people get out safe.
Councilmember Mathews asked if additional hydrant spacing would help to offset the
length of the cul de sac.
Mr. Kral responded that it could be an option after a hydrant study, as laying hose in the
street would essentially block it off.
Councilmember Urban asked if the need for additional hydrants would be determined by
the district or developer and who would incur those costs?
Mr. Kral replied there is some judgment allowed, depending on where the water main is
located as to where the hydrants are required and it would be up to the Fire District to
decide. A study also allows some latitude if it is the same main line and as long as it is
not a dead end pipe. The costs of the additional hydrants would be on the developers.
The Fire Marshall informed Councilmember Wooden that the costs of sprinklers in the
homes, if they were required, would fall on the developer as well.
Councilmember Hoppe asked if they could use the churches stonewall that has holes in it
for fire hose access, to reach the homes through them in case of a fire.
City Council Minutes July 24, 2017 Page 5
Mr. Kral said the Fire Department would have to agree to an easement with the church
for future use and that their parking lot might not be built sturdy enough to hold up for a
fire truck.
Discussion followed.
Public comment Rebecca Hay thanked Council for its time and is in favor of any option that does not poke
33rd avenue through to Routt St. If this option goes through, the neighbors have offered
to buy the additional lot to put in a sidewalk. The residents are prepared to buy land and
vacate the land through ordinance. The City has done nothing with the maintenance of
the plot since Routt was built and the caretaking has falling to the residents. They would
like the City to consider a park in their neighborhood as the school has asked the non-
students that live in the area, not to play on school grounds.
David Hay expressed support for options to connect Quail Hollow to the new Robb St.
leaving only a pedestrian connection from Routt. There can be access for parking and a
pedestrian walk-through that can be accomplished with no need for any connection to
33rd Avenue either now or in the future.
Lori Marcello noted the turnaround for the fire trucks was sufficient at the last meeting
and now it has somehow changed. The poor developer is being singled out as the length
of a new Robb St. is about the same as their cul de sac on Routt Street; it worked out
both times on Routt Street when emergency vehicles had to respond.
Steven Archer expressed agreement with option A with the pocket park -if not, then
Option 1 to 33rd from Quail Hollow side.
Dr. Schmidtke testified we have a young developer wanting to develop land, and the
City that wants to get the taxes from that land. Thirty houses in Quail Hollow were
promised this would be a private community and they have concerns with water, the
raceway on the bubble turnaround, and about the increased traffic. It is the City's job to
worry about what the best compromise will be, to make the most people happy. He has
enjoyed watching the American process work out, but is sorry for the frustration that the
applicant has endured.
Mack Glover wanted to make one thing clear, the meeting that was held was for the
Routt neighborhood only, and Quail Hollow was not invited. Quail Hollow is a recently
approved PUD with seven homes that are currently built and does not control the HOA
until 75% of the homes are purchased. Homeowners that are directly adjacent to this
development have observed from the neighborhoods that it would ignore the safety
concerns for the students from construction traffic, drainage of water during heavy
downpours and congestion.
David Moss shared some thoughts from neighbors on Routt St. Early on there was lots
of talk about connections from Quail over to Routt St but it is not true connectivity. Even
if there are connections to Routt St., they will still have hoses out into Robb St. It is not a
valid argument to have connections between Routt St. and 33rd Avenue.
City Council Minutes July 24, 2017 Page 6
Ross Fawcett requested the City to go with Option 1 and the variance to build the pocket
park.
Jeff Nielsen Also supports Option 1 with the variance for the park. Only lots 6 and 7
would be accessible by emergency vehicles if 33rd is allowed to go through. The fire
trucks would still have to back up over 150 ft. for the other houses.
Lori Strand echoed how lots of progress has been made and is excited on the options
that have been presented. She stated again that Quail Hollow has not been included in
the process. However, to move forward, she requested that they be included in any
future meetings. Explanation as to why the applicant wants to approve Option 1 including
drainage impacts, along with the fire district's desire for Option 2. She likes the option of
the pocket park to build a community between all three neighborhoods.
Developer Steve Merker responded to some of the citizens' concerns. Sprinklers for the
homes would be a tough standard to meet and the costs would be passed on to the
homeowners with a letter to the homeowners that it was pressed upon him to do so.
Future impacts could be detrimental to new home developments as these new building
standards are up to date and built with fire suppression in mind.
Mr. Merker apologized to the Quail Hollow people, as it was never intended to exclude
anyone. If the pocket park is an option, one consideration might be for fees to help
develop improvements with HOA fees or a fund set up by all three neighborhoods. He
would like to see Council continue to vote on this item to find a resolution to this matter,
and does not want to be slowed down to continue building.
Mr. Westberg responded to some of the pros and cons for Option 1. The farthest home
on Robb St. is 1600 feet closer to the nearest fire station. For drainage issues, the road
is not being built with a crown but with a slope, flowing to the east side of the road.
Access to the schools by sidewalks are closer to the east and of course driving would
increase the distance. Use of the Church parking lot would be out of the picture as it
does not save them any distance and the parking lot may not be built for fire trucks that
are usually heavier than trash trucks. Cul de sacs can be dangerous in any fire
emergency in case the fire jumps between homes.
Mayor Jay closed the public hearing.
Motion by Councilmember Fitzgerald to approve Resolution No. 22-2017, a resolution
approving a Seven-Lot Subdivision Plat for property zoned Residential-One (R-1) at
11435 W. 32"d Avenue with a Cul-De-Sac length Variance (Case Nos. WS-16-02 and
WA-17-07/Merkwood Estates) for the following reasons:
1. City Council has conducted a proper public hearing meeting all public notice
requirements as required by Section 26-109 and 26-407 of the Code of Laws.
2. The proposed lots meet or exceed the R-1 zone district regulations.
3. The criteria used to evaluate a variance supports approval of the request with the
cul-de-sac length variance.
City Council Minutes July 24, 2017
4. All other requirements of the subdivision regulations have been met
5. Utility districts can serve the property with improvements installed at the
developer's expense.
With the following conditions:
1. The subdivision street access design be in accordance with Option 1
Page 7
2. The applicant continue working with staff on final design details prior to plat
recordation.
3. A Subdivision Improvement Agreement be executed ensuring all public
improvements are in place prior to issuance of building permits for individual lots
4. The developer pay parks fees at the time of plat recording in the amount of
$14,983.74
5. The Homeowners' Association covenants be reviewed and approved by staff.
seconded by Councilmember Hoppe.
Discussion followed.
Councilmember Mathew expresses being in favor for Option 1 as it would decrease
potential traffic for the Quail Hollow residents and school. He noted that Routt and Rob
Streets are equal distance in length but in different directions, and he questioned why a
different standard would be applied to a street right next door.
Councilmember Hoppe agreed that Option 1 is the best way and does not want to see
the home fire sprinklers included in the motion for this development. Ms. Hoppe would
also like to find out what the community's next step would be to try to get a pocket park.
Mr. Dahl added that if an additional fire hydrant is a condition, it can be added to the
motion as #6, if so desired. .
Ms. Manwaring responded that it is not usual for City to accept such a small park but that
the neighborhood and developer might acquire the property and maintain the park
themselves or through an HOA.
Councilmember Urban expressed concerns with the sidewalk being the City's
responsibility to remove the snow and if the R.O.W vacation of property or easement
would be divisive for the neighborhoods.
Mr. Dahl said if it is vacated with a different process, then the adjacent property owners
take to the midpoint of the property but the city would probably reserve its right to
maintain an easement if necessary.
Councilmember Duran thanked the developer and the citizens for working and joining
together, to listen to the community and will support Option 1.
Councilmember Davis expressed support for Option 1. She thanked everyone for being
part of it and thanked the developer as well for working on the drainage issue. She
believes it is a good compromise.
City Council Minutes July 24, 2017 Page 8
Councilmember Fitzgerald noted also that this has been an arduous, two-year long
process and thanked Mr. Merker for hanging in there. He believes this has been a
wonderful exercise in democracy and civility at work, especially for the Routt Street
residents to be involved with it and to show that even with the long process, everybody
received a semblance of what they wanted.
Councilmember Wooden stated she would be voting against it for the lack of connectivity
to 33rd Avenue and feels the original plan was the best option. The staff did meet the
requirements that were needed for this. She recalled when the developer first came in
wanting his plat approved and the neighbors were vehemently arguing against it, stating
that they did not want to have their sunsets and parks taken away, even though it was
private land to begin with.
Motion carried 6-1, with Councilmember Wooden voting no.
ORDINANCES ON FIRST READING
2. Council Bill 15-2017 -An Ordinance approving a permanent Easement to Equinox
Properties, LLC for the purpose of constructing a Stormwater Structure on City-
Owned Property
Equinox Properties, LLC is expanding and conducting improvements to the Circle K
located at 3805 Kipling Street. As part of these improvements, a new storm
water/drainage structure is required. This structure is located in Lena Gulch on City-
owned property, just south of the Recreation Center at 4005 Kipling Street.
Councilmember Pond introduced Council Bill 15-2017.
Motion by Councilmember Fitzgerald to approve Council Bill 15-2017, an ordinance
approving a permanent Easement to Equinox Properties, LLC for the purpose of
constructing a Stormwater Structure on City-Owned Property on first reading, order it
published, public hearing set for Monday, August 14, at 7:00 p.m. in City Council
Chambers, and that it take effect 15 days after final publication; seconded by
Councilmember Davis; carried 7-0.
DECISIONS. RESOLUTIONS AND MOTIONS
3. Motion to accept the 2016 Comprehensive Annual Financial Report (CAFR) from
Swanhorst & Company, LLC
Section 10.15 of the Municipal Charter for the City of Wheat Ridge requires that an
independent audit be performed annually of all City accounts. The CPA firm of
Swanhorst & Company, LLC performed the audit of the City's financial statements for the
year ended December 31, 2016. A representative from Swanhorst & Company was on
hand to present the 2016 CAFR to Council for acceptance.
City Council Minutes July 24, 2017 Page 9
Councilmember Davis Introduced Item 3 and spoke on a few items:
Investments -"As mentioned in past years, the City has purchased certificates of
deposit at banks not certified under the Public Deposit Protection Act (PDPA), a
requirement of state statutes. However it is our understanding that similar certificates of
deposit are no longer being purchased. We recommend that the City monitor compliance
with the applicable laws and policies when purchasing investments."
Federal Awards -'The City continues to maintain accounting records for federal awards
using manual spreadsheets prepared by the grant administrators and accounting
personnel. We continue to recommend that the City utilize the established accounting
system and centralize the grant accounting process. This will help identify and correct
errors through the internal controls already in place"
Compensated Absences -"The City's liability for unused employee vacation time has a
balance of $1, 143, 126 at December 31, 2016. Because this represents a significant
liability to the City, we recommend the City evaluate the policies in place to determine if
the cost is appropriate to achieve the goals of the City."
Staff presentation
Tim Dronkers introduced Wendy Swanhorst whose company performed the 2016 audit.
Ms. Swanhorst related that in the Annual Comprehensive Financial Report 2016, the
numbers included in it are fairly stated, and the company did not identify any concerns
other than those listed. The Certificates of Deposit (CD's) were purchased a long time
ago and the City is getting rid of those over time and overall is in good shape.
City Treasurer Jerry DiTullio mentioned that the City has not bought any new CD's, only
Public Deposit Protection Act (POPA) C-Save, and the matured monies are going into
City accounts to pay bills. Most of the five-year CD's will be maturing in the next 2-3
years and no new FDIC instruments will be purchased in the near future.
Motion by Councilmember Davis to accept the 2016 Comprehensive Annual Financial
Report (CAFR) from Swanhorst & Company, LLC adding to the motion a request that
staff update Council at study session on those three items: investments, federal awards,
and Compensated absences; seconded by Councilmember Duran.
Councilmember Urban asked how long the company has been doing the auditing for the
City and if there is a policy to have a rotating schedule to have different firms do our
audit.
Ms. Geyer responds that this company has been doing business with the City for at least
15 years and they rotate auditors so we do not use the same person every time. There
has never been a significant issue with this company and it has worked for the city up to
date.
Motion carried 7-0
City Council Minutes July 24, 2017 Page 10
4. Resolution 26-2017 -Authorizing City Officials to execute an Intergovernmental
Agreement by and between the County of Jefferson, State of Colorado, and the
City of Wheat Ridge regarding the Administration of respective duties concerning
the Conduct of the Coordinated Election on November 7, 2017
Councilmember Wooden introduced Item 4.
The City of Wheat Ridge will participate in a coordinated election on November 7, 2017.
The attached resolution and intergovernmental agreement (IGA) must be executed and
forwarded to Jefferson County by Tuesday, August 29, 2017. The documents refer to the
administration of the respective duties of the County and the City of Wheat Ridge
concerning the conduct of the coordinated election.
The duties of the County Clerk include, but are not limited to, ballot preparation, voter
lists, staff selection and training, providing election supplies, counting of the ballots, and
certification of results. The duties of the City of Wheat Ridge include, but are not limited
to Call and Notice and ballot preparation. The City Clerk shall act as the City of Wheat
Ridge's election officer and the designated election official. She shall act as the primary
liaison between the City of Wheat Ridge and the contact officer for the County Clerk and
Recorder.
Staff presentation -none
Citizen comment -none
Motion by Councilmember Wooden to approve Resolution 26-2017 authorizing City
Officials to execute an Intergovernmental Agreement by and between the County of
Jefferson, State of Colorado, and the City of Wheat Ridge regarding the Administration of
respective duties concerning the Conduct of the Coordinated Election on November 7,
2017, seconded by Councilmember Hoppe, carried 7-0.
CITY MANAGER'S MATTERS
Mr. Goff reminded everyone that there will not be a meeting next Monday as it is the fifth
Monday of the month. National Night Out is August 1, next Tuesday at Hayward Park
starting at 5:00 PM to meet and greet the Police Department. Roofing permits are still
very active with 3,900 residential roofing permit applications submitted and nearly 3,200
have been issued. That compares to 1,597 permits being issued for all of last year.
CITY ATTORNEY'S MATTERS none
ELECTED OFFICIALS' MATTERS
Jerry DiTullio
City Council Minutes July 24, 2017 Page 11
Biweekly roofing and inspections report for July 24, 2017 and year to date, 3258 permits
were processed with revenue of $1,427,588. This revenue has offset the Walmart
leaving from 32"d and Youngfield. Costs of contract labor stands around $166,340 in
total. He explained how mid-roof inspections may be controversial but well worth it for
the homeowners.
Monica Duran
From the citizen concerns with the Bulk Plane, she asked that it be added to future study
sessions to hear more of what people have in mind and are thinking.
Janeece Hoppe
Thanked everyone coming out to the hearings to support their community and those who
spoke on the many items. The mid-roof inspections did go to the planning division and it
was decided to be kept on the books. In reality, it can be a hassle for the contractors but
is keeping our community safer by having proper roofs put on.
Zachary Urban
With the passing of Chester Bennington the new Colorado suicide prevention hotline
number is 1-844-493-8255. He alerted everyone for an upcoming event at Brewery
Rickoli that is tapping their Oats and Goats beer; this is a national collaboration with
Samuel Adams and is unique for this brewery. The Colorado Human Trafficking Council
is meeting on July 28 at 9:00 AM at the Jefferson County Human Service building.
Opioid and other substance abuse disorder subcommittee is meeting at the State Capital
on August 1, at 9:00 AM.
Mayor Jay
Coffee with the Mayor will be Saturday, August 5 at 9:00 AM at Vinnolla's. Everyone is
welcome to attend. Pints and Policies is this Wednesday at lnfinitus Pie on 39th Avenue
and usually starts around 7:00 PM.
City Clerk
The City Clerk and election commission would be willing to field questions from the
community for the mayor and City Council candidate forum and would be interested in
hosting/emceeing the candidate forum with the final questions TDB by the election
commission and Heather Geyer.
ADJOURN TO SPECIAL STUDY SESSION
The City Council Meeting adjourned at 9:14pm.
Robin Eaton, Deputy City Clerk
APPROVED BY CITY COUNCIL ON August 14, 2017
City Council Minutes July 24, 2017 Page 12
George Pond, Mayor pro tern
The preceding Minutes were prepared according to §47 of Robert's Rules of Order, i.e.
they contain a record of what was done at the meeting, not what was said by the
members. Recordings and DVD's of the meetings are available for listening or viewing in
the City Clerk's Office, as well as copies of Ordinances and Resolutions.
®lln~-
CITY OF WHEAT RIDGE, COLORADO
7500 WEST 291H AVENUE, MUNICIPAL BUILDING
August14,2017
Mayor Jay called the Regular City Council Meeting to order at 7:00 p.m.
PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA
ROLL CALL OF MEMBERS
Zachary Urban Janeece Hoppe Kristi Davis Tim Fitzgerald
George Pond Larry Mathews Genevieve Wooden
Members Absent: Monica Duran (excused)
Also present: City Clerk, Janelle Shaver; City Attorney, Gerald Dahl; City Manager,
Patrick Goff; Parks Director, Joyce Manwaring;-Administrative Services Director, Heather
Geyer; Planner Lauren Mikulak, sitting in for the Community Development Director;
interested citizens.
APPROVAL OF Council Minutes of June 26, 2017 and Study Notes of July 17 and
Special Study Session Notes of July 24, 2017
There being no objections, the minutes of June 26, 2017 and the Study Notes of July 17
and Special Study Session Notes of July 24, 2017 were approved as published.
PROCLAMATIONS AND CEREMONIES
Second Opportunity for Public Input on the 2018 Budget
The proposed 2018 budget will be presented to the Mayor and City Council on Monday
October 2. A public hearing will be held on Monday, October 9, during which the City
Council will consider adoption of the budget.
No one was signed up to speak on the budget.
CITIZENS RIGHT TO SPEAK
Evan Clark (WR) thanked Councilmember Urban for attending the 4H Fair, showing his
lamb in the celebrity livestock showing, and supporting the kids in the 4H auction. He
said the kids work hard -15 hours a day for five days, and then sadly have to let go of
their animals on Sunday. The Fair would not be possible without support from people like
Zach Urban who buy and support our animals. Kids put their hearts and souls into the
animals and having someone buy them and appreciate them really does help.
City Council Minutes August 14, 2017 Page 2
Ian Clark (WR) shared that his blood, sweat and tears at the 4H Fair earned him Best of
Breed Rabbit, Senior Goat Showmanship, and (toughest of all) Beef Showmanship. He
expressed how hard it is to say goodbye to the animals they have worked with for 5 or 9
months. He thanked Zach Urban for doing so well in the celebrity livestock show and for
purchasing animals and putting add-ons on several projects at the auction.
John Clark (WR) told how the kids in the 4H Fair put in 15-16 hour days the week of the
Fair. -He liked the Carnation Parade and thanked Leah Dozeman for her hard work on
that. He went to the Festival and bought cookies from the Seniors and lemonade from
Pennington School. He thanked Councilmember Wooden for putting on the bench
auction; it was run very well. He won the WRHS bench, and gave a shout out to Heine's
Market for winning the Everitt bench. He congratulated Joe DeMott on a successful
Festival. -He appreciated Councilmember Urban competing against other celebrities in
the 4H livestock showing; he got 4th place. He hopes folks will come next year and
support the kids. He wishes more WR kids were involved. 4H is about many things. He
urged parents to get their kids off the couch. Give him a call if you're interested.
APPROVAL OF AGENDA
1. CONSENT AGENDA
a) Resolution 28-2017 -Approving Action by Jefferson County Open Space to
Subordinate the Reverter Clause on the Recreation Center Property at 4005
Kipling to permit a Drainage Easement [necessary per Jeffco Open Space
requirements]
b) Motion to approve the award of RFP-17-21 Insurance Broker Services to
Insurance Management Associates, Inc. (IMA) of Colorado on a Commission-
Based Agreement and to approve a one-year term with the option to renew for
four additional one-year periods [related to providing employee benefits]
c) Resolution 27-2017 -amending the Fiscal Year 2017 General Fund Budget to
reflect the approval of a Supplemental Budget Appropriation in the amount of
$841,330 for On-Call Building Permit Inspections, Plan Review and other
Support Services and Related Costs [related to the May hailstorm]
Councilmember Mathews introduced the Consent Agenda.
Motion by Councilmember Mathews to approve Consent Agenda Items a), b) and c);
seconded by Councilmember Hoppe.
Councilmember Urban asked to pull Item c).
Motion by Councilmember Mathews to approve the Consent Agenda items a) and b);
seconded by Councilmember Hoppe; carried 7-0.
City Council Minutes August 14, 2017 Page 3
Motion by Councilmember Mathews to approve the Consent Agenda items c); seconded
by Councilmember Pond.
Councilmember Urban asked how much of the transfer of $765K was specifically for
inspections, as opposed to plan reviews and other support services. Lauren Mikulak
responded that most of it is for permit technicians and inspectors. Originally only about
$30-35K was budgeted for plan review and electrical inspections.
Mr. Urban noted that inspections averaged $30 in the 2009 storm and wondered about
the costs this time. Ms. Mikulak noted that we are operating under an interim agreement;
the permanent contract is still being negotiated to see if it will continue as an hourly rate
or a cost per inspection.
Discussion continued about the amount of money based on the number of permits
anticipated. Ms. Mikulak noted that most of the single family permits are in; they haven't
seen much yet for multi-family/commercial; estimating is hard. Mr. Urban expressed
concern for allocating so much compared with the 2009 storm. Ms. Mikulak posed that
staffing levels may have been lower back then, and she expounded on current staffing
level issues. As of Friday there will be no on-staff inspectors -only contract inspectors.
Councilmember Urban is concerned about allocating double what is being expected. Will
we meet the demand by years end?
Mr. Goff reported that these current numbers are based on expectations for the rest of
the year. The 2018 budget process will include anticipated extra revenue. He noted that
this money goes into a special account, and any money that is not spent for inspections
will return to the General Fund Reserves.
In response to Councilmember Mathews question, Mr. Goff said that yes, unused salary
funds have been applied to the contract. Those funds are now depleted.
Councilmember Wooden noted the labor shortage right now. The fact that we won't have
any inspectors on staff speaks to the market. There is great demand for inspectors; they
are skilled people, from out of state, during an emergency. Unfortunately the cost is high.
The motion to approve Item c) carried 7-0.
PUBLIC HEARINGS AND ORDINANCES ON SECOND READING
2. Council Bill 15-2017 -An Ordinance granting a Permanent Drainage Easement to
Equinox Properties, LLC, for the purpose of constructing a Stormwater Structure
on City-Owned Property
Equinox Properties, LLC is expanding and conducting improvements to the Circle K
located at 3805 Kipling Street. As part of these improvements a new storm
water/drainage structure is required. This structure will be located in Lena Gulch on City-
owned property, just south of the Recreation Center at 4005 Kipling Street.
City Council Minutes August 14, 2017
Councilmember Pond introduced Council Bill 15-2017.
Mayor Jay opened the public hearing. There were no speakers to swear in.
No one from the public had signed up to comment.
Staff presentation
Page4
Ms. Manwaring said this is related to the reverter clause that was passed in the Consent
Agenda. It allows this use (drainage) on land that was intended for park and recreation
use. It grants a permanent easement.
Councilmember Mathews asked if there were any concerns about the size for future
development by other owners. Mr. Dahl said he assumes the project is adequate in size
to address any future redevelopment. If not, any future upsizing would require going
back to Jefferson County Open Space and coming back to the City for revision.
Clerk Shaver assigned Ordinance 1627.
Mayor Jay closed the public hearing.
Motion by Councilmember Pond to approve Council Bill 15-2017, an ordinance
approving a permanent drainage easement to Equinox Properties, LLC for the purpose of
constructing a storm water structure on city-owned property on second reading and that it
take effect fifteen days after final publication; seconded by Councilmember Fitzgerald;
carried 7-0.
ORDINANCES ON FIRST READING
3. Council Bill 16-2017 -An Ordinance approving the rezoning of property located at
6025 W. 40th Avenue from Commercial-One (C-1) to Residential-One (R-1C)
(Case No. WZ-17-05/Shadow Homes)
The proposed rezoning area includes two parcels totaling approximately one-third of an
acre. The purpose of the zone change is to bring the property and its historical use as a
residence into compliance with zoning regulations. Rezoning would also allow for the
future construction of an additional home with an administrative subdivision review.
Councilmember Urban introduced Council Bill 16-2017.
Motion by Councilmember Urban to approve Council Bill 16-2017 -an ordinance
approving the rezoning of property located at 6025 W. 40th Avenue from Commercial-One
(C-1) to Residential-One (R-1C), on first reading, order it published, public hearing set for
Monday, September 11, 2017 at 7:00 p.m . in City Council Chambers, and that it take
effect fifteen days after final publication; seconded by Councilmember Hoppe;
Councilmember Mathews asked about financial liability for developers when there is no
discussion on 1st reading. Mr. Goff said developers are used to this process. City
Attorney Dahl added that developers won't close on a property until after 2nd reading.
City Council Minutes August 14, 2017 Page 5
The motion carried 7-0.
4. Council Bill 17-2017 -An Ordinance amending Section 5-41 of the Wheat Ridge
Code of Laws concerning Building Permit Fees.
An amendment to Section 5-41 of the Building Code is recommended in order to provide
clarification on the definition of project valuation. As a result of a protest filed in 2017 with
the City Treasurer, staff reviewed the administrative practices used in determining project
valuation. At a recent study session staff and the City Treasurer proposed amending the
current code language to provide greater clarity for the business community.
Councilmember Hoppe introduced Council Bill 17-2017.
Motion by Councilmember Hoppe to approve Council Bill 17-2017 -an ordinance
amending Section 5-41 of the Wheat Ridge Code of Laws concerning building permit
fees on first reading, order it published, public hearing set for Monday, August 28, 2017
at 7:00 p.m. in the City Council Chambers, and that it takes effect fifteen days after final
publication; seconded by Councilmember Wooden; carried 7-0.
CITY MANAGER'S MATTERS
Mr. Goff thanked citizens and residents for their patience this weekend -there was a lot
going on and a lot of road closures. He hopes the inconvenience wasn't too bad. We
had two successful events Saturday-the closure of 39th Avenue for the great parade
and then, an hour later, the closure of 32nd Avenue for the Colorado Classic Bike Race
that came through. He also thanked the staff, Police, Public Works and Parks & Rec
Departments for all their efforts.
CITY ATTORNEY'S MATTERS none
CITY CLERK'S MATTERS
Clerk Shaver noted there is still plenty of time for candidates and potential candidates to
pick up nomination petitions. The petitions must be turned in to the Clerk's office by
5:00pm on Monday, August 28. -She alerted candidates that the lot drawing for ballot
placement will be on Tuesday, September 5. -Folks should also save the date for the
Candidate and Issues Forum on Tuesday, October 3 to be held in Council Chambers.
The public is invited to attend.
ELECTED OFFICIALS' MATTERS
Janeece Hoppe noted that Treasurer DiTullio asked her to go over the bi-weekly report
for roofing permits and inspections. She noted from May 8 through Aug 6 there has been
$1.7M collected for roofing permits.
Zachary Urban thanked everyone who came out for the parade and festival; his family
had a great time. He appreciates the work by the police and staff to keep everyone safe
and doing those road closures. -He noted the problems with the traffic signal at 44th &
City Council Minutes August 14, 2017 Page6
Wadsworth. He's been in contact with COOT and together with staff they are working to
correct it by replacing the detection system.
Kristi Davis thanked the volunteers for the Carnation Festival. She noted a WRHS
graduate did the fireworks. -She asked Mr. Clark to let him know when the 4H event is
next year and congratulated his kids for all their hard work.
Tim Fitzgerald added that the unusual expenses in the roofing report have been
$233,000 for contract labor.
Genevieve Wooden thanked everyone who bid on the school benches for the auction at
the Carnation Festival. Everitt Middle School won with $400. All proceeds from the silent
bidding will go to the art departments at the various schools. She also thanked the
schools for participating in the project.
Mayor Jay thanked the citizens who turned out for the Carnation Festival and parade. -
She announced a free demonstration of a driverless vehicle on Wednesday, August 16
from 10-3 at the Pepsi Center. It holds 12 people -six sitting and six standing, goes 12
miles per hour, and has no steering wheel. She thinks it will be fun.
ADJOURNMENT
The City Council Meeting adjourned at 7:38
APPROVED BY CITY COUNCIL ON August 28, 2017
George Pond, Mayor Pro tern
The preceding Minutes were prepared according to §47 of Robert's Rules of Order, i.e.
they contain a record of what was done at the meeting, not what was said by the
members. Recordings and DVD's of the meetings are available for listening or viewing in
the City Clerk's Office, as well as copies of Ordinances and Resolutions.
STUDY SESSION NOTES
CITY OF WHEAT RIDGE, COLORADO
City Council Chambers 7500 W. 291h Avenue
August 7, 2017
Mayor Joyce Jay called the Study Session to order at 6:30p.m.
Council members present: Monica Duran, Zachary Urban, George Pond, Kristi Davis,
Tim Fitzgerald, Larry Mathews, Genevieve Wooden
Absent: Janeece Hoppe (excused)
Also present: City Clerk, Janelle Shaver; City Manager Patrick Goff; Administrative
Services Director , Heather Geyer; Public Works Director, Scott Brink; other staff,
guests, and interested citizens
CITIZEN COMMENT ON AGENDA ITEMS
Carol Mathews (WR) expressed frustration in attending many staff-controlled citizen
meetings (381h Ave, ADU's, Wadsworth configuration) where issues were presented with
controlled rhetoric and left no options for citizen input. Citizens with other ideas have
been cut off or threatened with expulsion. She now hears that councilmembers,
including those who are candidates, believe the Council and the City staff should control
who hosts the election forum, and that staff should select the questions. She gave
several reasons why she thinks this is not democratic.
Tom Slattery (WR) stated he was deeply involved in the organization and presentation
of the WR United Neighborhoods Candidates and Issues Forum for over 20 years and
was the moderator many times. The City generously provided the use of Council
Chambers. It was understood this was a courtesy and that the City was not a partner,
sponsor or overseer of the Forum. It was understood that any City review, editing,
contribution or approval of the content would create the appearance of prior restraint or
censorship. It was also understood that WRUN would maintain impartiality and would
not take a stand on any issue at the forum or give the appearance of same. WRUN was
to follow all FCC requirements, and always did. Because of WRUN's commitment to
impartiality, the fact that WRUN was active in City issues was not considered a reason
to bar them from use of the Council Chambers. He feels that any organization willing to
commit to impartiality should not be barred from using the Council Chambers. The
WRUN forum was conducted in complete freedom and the great integrity of the event
was continuously applauded by mayors, councils, administrations and city attorneys
over the years. They assumed it was City policy to allow the use of Council Chambers
for purposes of conducting an annual election forum by a competent organization. The
WRUN forum has always enjoyed the highest reputation with candidates and issues
activists, and he hopes that reputation continues for many years to come.
Vivian Vos (WR) Regarding the candidate forum, she suggested some people's noses
got bent out of shape and she's not sure why. She proposed that the City Clerk draw
names from a hat and candidates speak for a given amount of time. She thinks a
moderator and questions are not necessary due to modern technology, and that all the
STUDY SESSION NOTES: August 7, 2017 Page -2-
City need do is name the date/time and arrange for the videographer. The "host" could
be chosen by drawing lots from a list of interested parties, and whoever conducts the
forum would not be eligible to do it the following year. She doesn't think City Council
should be involved as it runs well without them. She also believes that councilmembers
who are candidates should not be involved in making any policy about the forum.
.L Staff Report( s) none
2. Denver Water Presentation -Scott Brink
Katie Knoll, Community Relations Manager from Denver Water, and Jim Light, also from
Denver Water, were present to update Council on the upgrading and modernization of
the North System.
Ms. Knoll noted that Denver Water will be celebrating 100 years of service in 2018. It is
the oldest and largest utility in Colorado. They deal only with drinking water and serve
1.4M people -including contractors that provide water for WR residents. Upgrading
and modernization of the North System is needed to maintain reliable water delivery.
She went through the four components of the project.
1. Ralston Reservoir Connection: This project involves an upgrade and improvements
to connect Ralston Reservoir to the Northwater Treatment Plant. This includes
replacing and upgrading the 1930's-era pipelines and valves that allow water to be
released from the reservoir.
2. Northwater Treatment Plant: A new, state-of-the-art water treatment plant will be
built next to the Ralston Reservoir north of Golden. The Northwater Treatment Plant
will be capable of treating up to 150 million gallons of water a day and will be
equipped with disinfection technology that will provide flexibility to react to changes
in water quality.
3. Northwater Pipeline: A seven-foot diameter pipeline will be installed along an 8.5-
mile route from Ralston Reservoir to the Moffat site in Lakewood (near 2Qth &
Simms), replacing two existing smaller diameter pipelines. The new pipeline will
transport treated water from the newly built Northwater Treatment Plant to the Moffat
site for distribution to customers.
4. Moffat Distribution Site: The existing Moffat Treatment Plant, originally constructed
in 1937, will be re-purposed into a storage and distribution site for the treated water
coming from the new Northwater Treatment Plant.
Related specifically to Wheat Ridge:
• A tunnel will be constructed from the Fairmount area through the Clear Creek
Crossing property, under 1-70 and the Applewood Shopping Center.
• In the area of Mountain Shadows Drive about 28 properties are within the easement
and will be directly impacted. Denver Water has met with each of them at their
home and has been in contact with them for two years.
• Construction under the BNSF Railroad near 44th & Eldridge and under Highway 58
will begin in October.
STUDY SESSION NOTES: August 7, 2017 Page -3-
• There will be open trenches on the south side of 44th near Eldridge, and by the Clear
Creek Bike trail. Street closures and detours will happen this fall.
She added that safety is the #1 priority. Denver Water takes pride in being a good
neighbor -noting they are committed to clean, well-managed worksites; minimizing
construction impact to neighbors; communicating regularly with the community and
individually impacted residents; and responding promptly to questions and concerns.
Another, more detailed, mailing, will be going out. She has been meeting with city and
county PIO's and other community groups. A website will be up soon that includes a
fact sheet and detailed infographics. 2017 and 2018 will be tunneling projects. Pipeline
installation and the Ralston Reservoir Connection will overlap with the Moffat
Distribution Site and Northwater Treatment Plant during the following five years.
Questions from the Council followed.
Councilmember Urban had questions answered:
1) There is regular coordination with the Fairmont and West Metro Fire
Departments.
2) There will be no impact on day-to-day water delivery.
3) There will be no changes in water pressure. Water pressure varies within the
distribution system, with the average ranging from 80-100 PSI.
Councilmember Mathews asked if there has been coordination with the developer of the
Clear Creek Crossing property. Mr. Goff said coordination with the developer has been
ongoing for about two years on the pipeline and the hook ramps. He reminded Council
of their recent approval of an IGA for $20K to authorize Denver Water to do redesign
work for the bore pit on the west side of 1-70. That has concluded and both projects can
proceed simultaneously.
Mr. Light reported that Denver Water meets with Evergreen as well.
3. 38th Ave. Pedestrian Lighting Replacement -Scott Brink
Mr. Brink explained this relates to the damage from the May hailstorm to decorative
streetlights on 38th Ave from Harlan to Sheridan. 42 of 72 lighting units were damaged.
Stock piles for replacement are depleted and the current model is discontinued. New
ones will need to be purchased. A design can be chosen that is similar to existing light
fixtures, or a new style can be purchased for all 72 lights. There are options. It depends
on what Council wants.
The City's insurance carrier (CIRSA) has authorized replacement of the 42 damaged
fixtures at a cost of $3,234 each, totaling $135,828. 30 units were not damaged and
therefore are not eligible for reimbursement should the City wish to replace them. The
$3,234 unit amount is essentially the cost to replace the fixture units and poles with the
City's standard LED ornamental lighting unit, similar to what has been installed at Town
Center North and Kipling Ridge (Attachment 2). The price is a materials cost only, but
CIRSA has indicated that installation costs will also be eligible for reimbursement.
Discussion points included:
STUDY SESSION NOTES: August 7, 2017 Page -4-
• Existing fixtures violate the dark skies principles. It is an opportunity to follow the
dark skies principle by replacing all units, and have insurance pay for half of them.
• This would involve an insurance claim.
• The fixtures in question are all east of Harlan.
• Could we use Urban Renewal funds the WR Cyclery money? Yes.
• It was suggested to use the 30 undamaged fixtures at other locations such as parks.
• Continuity of design was generally supported.
• The dark skies principle allows for areas where ambient light is needed for activity.
• The dark skies principle is not required by ordinance; it's something Excel pushes.
Councilmember Davis received unanimous consent to proceed with the replacement of
light fixtures along the 3Sth Avenue corridor with an eye to standardization of design,
and to repurpose useable fixtures in other places in the city; and further to approach
Urban Renewal for any possible funding.
4. Run Hide Fight Video -Chief Brennan
The Chief introduced the topic. In June 2016, a facility assessment of City Hall was
conducted and a national model has been adopted. It provides guidelines for officers,
employees, and councilmembers for what to do in an active shooter situation.
Commander Mike Hendershot highlighted the process that was used to analyze our
workplace safety.
• The employee evacuation map that was developed was distributed to Council.
• The complete list of things that could be done will take a long time to implement.
• He played the Run, Hide, Flight video and elaborated on it.
• He presented a power point on Workplace Safety.
• He briefly addressed Active Shooter situations, what was learned in the analysis
process, and things to expect during an incident and when the police come.
Discussion and questions followed.
• Have we reached out to other soft targets in the community such as churches or
grocery stores? Chief Brennan said we have reached out to Lutheran and certain
churches on this. We work closely with the schools and if we get calls from
businesses or other elements of the community, we will assist with training.
• Councilmember Davis suggested banners on computers to alerting employees of an
active shooter.
• Mr. Goff noted the Rec Center is well-versed and well-trained in safety procedures.
• Clerk Shaver noted that since she is in the building daily she can vouch for the
repeated analysis and discussions with the staff safety committee, then the Police,
and then the professional consultant. She said active shooter response is discussed
by employees.
• Councilmember Urban thanked staff for balancing accessibility and safety.
• The Chief noted that training for councilmembers would be beneficial.
Councilmember Wooden inquired how National Nite Out would. Chief Brennan said it
went well and elaborated on the positive impacts of the event. Councilmember Urban,
who attended with his family, said it was a lot of fun and was well put together.
STUDY SESSION NOTES: August 7, 2017 Page -5-
5. Election Forum -Heather Geyer
Councilmember Urban read a statement recusing himself from the discussion on the
election forum, since he is a declared candidate. He doesn't think it is appropriate for
candidates or their registered agents to set the rules. He left the Chambers at 7:48pm.
Councilmember Fitzgerald noted he is also a candidate, but does not think participating
in this discussion violates any ethics rules. He will participate in the discussion.
Councilmember Davis declared that she is a registered agent for a candidate and
expressed willingness to recuse herself if Council wished. She will speak on behalf of
feedback she has been given, not her own opinion.
Discussion on policy-making followed.
• Councilmember Wooden: This is only a discussion -no policy will be set.
• Councilmember Mathews: Recommendations would come from this discussion.
• Mayor Jay: Policy would be handled differently than a choice Council makes tonight.
• Councilmember Davis suggested that any policy would be set after this forum.
• Councilmember Duran: She understood tonight's discussion would affect this year's
forum. Mayor Jay said it would, but any policy that is made would be for the future.
• Mr. Goff clarified that tonight's discussion need only be about this year's forum.
• Councilmember Duran asked what would be covered in the forum. Ms. Geyer and
Mr. Goff said it would cover all levels of candidates and all issues on the ballot.
Discussion about who should host this year's forum proceeded with no further recusals.
Councilmember Mathews asked for a description of how we got here tonight.
Heather Geyer reviewed the history of the Forum. It was hosted by WR United
Neighborhoods every year (except 2009, hosted by Enterprise Wheat Ridge) until last
year. In 2016 the WR Chamber did it; there were no City candidate races. The City
pays for the videography, replays the forum on Channel 8 and has it available on the
website. In April she reached out to the WR Chamber and WRUN. The Chamber
responded; WRUN did not. After July 4th CFIWR expressed interest in participating.
The WR Chamber is willing and can do it either alone or with assistance from CFIWR.
What other cities do was presented at last week's Special Study Session. We are at a
decision point for who Council wants to host a forum. The date of October 3 has been
set. There was interest in having the League of Women Voters (LWV) host a forum, so
staff reached out to them and asked them to hold the date.
• Councilmember Wooden said she asked for this to be placed on the agenda
because she found out a mayoral candidate is on the board of the WR Chamber.
She likes the idea of a forum, but would like there to be a policy. She objects to any
group being allowed to host if one of their members is a candidate.
• Councilmember Duran read into the record an email from resident Jessica Fasy
protesting having the WR Chamber host an election forum because they are biased.
Joe DeMott is their president. She stated this is an official Wheat Ridge City event,
is played on Channel 8, and is funded by the City. Having CFIWR cohost is also
inappropriate because they are incredibly biased; they have received funding from
STUDY SESSION NOTES: August 7, 2017 Page -6-
Joe DeMott. She wants Council to set guidelines disallowing hosting by any
organization that has a board member who is a candidate. She would like this and
all future forums to be hosted by the LWV.
• Councilmember Duran expressed preference for asking the LWV to host, but she
would like questions to come from citizens not the staff.
• Councilmember Pond agreed with Councilmember Duran and favors drawing ·the
questions from a hat. He thinks any group that hosts should commit to removing
any perception of bias.
• Councilmember Fitzgerald expressed the WRUN forums were fantastic, but they
haven't applied so maintaining the appearance of impartiality is his concern. He
prefers the LWV, and would like to discuss how the questions happen.
• Councilmember Davis doesn't think either of the groups who asked to host would
come with an agenda or show bias; she is only concerned about the perception.
• Sara Spaulding, PIO for the City, said she and Ms. Geyer have talked with the LWV.
They have a process and are able to provide questions.
• Councilmember Duran asked if funds were available to pay for a moderator. Ms.
Geyer said they could find money for that. Lakewood hires a TV personality. LWV
would find a moderator from amongst its membership.
• Councilmember Mathews asked if the LWV has confirmed ability to host. Yes.
Councilmember Mathews asked for consensus 1) to use the LWV as host and
moderator for this year's forum, 2) to have citizens be allowed to submit questions, and
3) to finalize a permanent policy after this election.
Councilmember Duran asked for division of the question.
No vote was taken. Discussion continued. Mayor Jay allowed Tom Slattery to speak.
Mr. Slattery encouraged continuation of the past practice of covering the entire WR
ballot -including candidates at all levels and all issues. Some councilmembers
expressed agreement with that.
There was unanimous consent to ask the LWV to host a forum.
Councilmember Duran received unanimous consent to have the LWV provide the
questions.
Councilmember Mathews received unanimous consent to let the LWV provide the
moderator.
There was agreement to talk about guidelines for future forums after the election.
Councilmember Urban returned to the Chambers at 8:20pm.
6. Elected Officials' Report{s)
Kristi Davis reported that the Urban Renewal Authority met last week. They heard a
presentation from The Swiss Flower Shop requesting a TIF for an addition they are
planning, and a presentation from Hacienda Colorado.
STUDY SESSION NOTES: August 7, 2017 Page -7-
Tim Fitzgerald reported that the WR Business District approved several grants for the
owner of a building on 44th Avenue just west of Wadsworth. The building is for rent and
is being refurbished to suit the new tenant. It's where the fireplace store was.
Larry Mathews reported that, contrary to rumors he has heard, he is not resigning his
seat due to dire medical needs. Borrowing from Mark Twain, he said the report of his
impending doom and resignation is greatly exaggerated and not to be believed.
Mayor Joyce Jay reported there is an opening on the Urban Renewal Authority.
She and Chairman Tim Rogers have met with three candidates. Applications are still
being taken until August 15. -She reported attending the Metro Mayor's Caucus last
week. There was information given on 1) a possible ballot question on instituting a
transportation tax, and 2) the Ward Station. Testing has gone well; they are close. -
She expressed concern that a speaker feels we are unfair to speakers in giving them
time to speak. She doesn't think that is the case, but is concerned because we try very
hard to be fair to all speakers.
Patrick Goff noted the Carnation Festival is this weekend. He asked councilmember to
let him know if they want to walk with the City and if they need anything. Larry Mathews
requested an easy chair on wheels with a fan and a cold drink. Mr. Goff said he will
work on that.
Clerk Janelle Shaver reminded folks that tomorrow is the first day for candidates to
pick up their nomination petitions. They must be submitted by August 28.
ADJOURNMENT The Study Session adjourned at 8:28 pm.
APPROVED BY CITY COUNCIL ON August 28, 2017
nelle Shaver, City Clerk
George Pond, Mayor Pro Tern
ITEM NO:
DATE: August 28, 2017 REQUEST FOR CITY COUNCIL ACTION
TITLE: COUNCIL BILL NO. 17-2017 – AN ORDINANCE AMENDING
SECTION 5-41 OF THE WHEAT RIDGE CODE OF LAWS
CONCERNING BUILDING PERMIT FEES PUBLIC HEARING ORDINANCES FOR 1ST READING (08/14/2017)
BIDS/MOTIONS ORDINANCES FOR 2ND READING (08/28/2017) RESOLUTIONS QUASI-JUDICIAL: YES NO
______________________________ ______________________________ City Treasurer City Manager
______________________________
Administrative Services Director
ISSUE: An amendment to Section 5-41 of the Building Code is recommended in order to provide clarification on the definition of project valuation. As a result of a protest filed in 2017 with the City
Treasurer, staff reviewed the administrative practices used in determining project valuation. Staff and the City Treasurer proposed amending the current code language to provide greater clarity for the business community.
PRIOR ACTION: Staff presented the recommended code amendment to City Council at the July 17, 2017, Study
Session. Council provided staff with consensus to bring the code amendment forward.
FINANCIAL IMPACT: None BACKGROUND:
A contractor submitted a use tax refund request to the Tax Division for a completed construction project. Following the long-standing practice established at the direction of a former Community
Council Action Form – Amendment to Section 5-41 Building Permit Fees
August 28, 2017
Page 2 Development Director, Tax Division staff audited the project and valued the completed project
based on its contract (or purchase) value. As the refund request was processed, it was discovered
that the Building Division uses a different method of project valuation when building plans are first filed and building permits are issued. The Building Division uses the cost-of-construction valuation established by the International Construction Code (ICC). Either method of valuation can be used, as long as the City’s internal practices and information provided to the public are
consistent.
The Tax Division staff conducted a survey of other Colorado cities and found that, out of the 17 respondents, only Greenwood Village and Denver use contract/purchase price to value construction projects. Most jurisdictions use the cost-of-construction valuation method.
After considering the data, staff, the City attorney and the treasurer reached a consensus that the cost-of-construction valuation is consistent with common practice among other cities in Colorado and is a business-friendly approach. It was also determined that a Code amendment that defines “valuation” and “total value” would provide clarity concerning the City’s valuation
method and hopefully avoid future inconsistencies.
Staff and the treasurer recommend amending Section 5-41 of the Code to include a definition of the terms “valuation” and “total cost” as a matter of clarity, and that cost-of-construction, as set forth in the ICC, be used at the time a construction project permit is issued.
RECOMMENDATIONS: Staff recommends approval. RECOMMENDED MOTION: “I move to approve Council Bill No. 17-2017, an ordinance amending Section 5-41 of the Wheat
Ridge Code of Laws concerning building permit fees on second reading, and that it takes effect 15 days after final publication.” Or,
“I move to postpone indefinitely Council Bill No. 17-2017, an ordinance amending Section 5-41 of the Wheat Ridge Code of Laws concerning building permit fees(s) for the following reason(s) ________ _______________________________________.”
REPORT PREPARED/REVIEWED BY:
Heather Geyer, Administrative Services Director Jerry DiTullio, City Treasurer Patrick Goff, City Manager ATTACHMENTS:
1. Ordinance No. 17-2017 2. Building Valuation Data, February 2017
1
CITY OF WHEAT RIDGE, COLORADO INTRODUCED BY COUNCIL MEMBER HOPPE
Council Bill No. 17 Ordinance No. _________ Series 2017 TITLE: AN ORDINANCE AMENDING SECTION 5-41 OF THE WHEAT
RIDGE CODE OF LAWS CONCERNING BUILDING PERMIT FEES WHEREAS, the City of Wheat Ridge, Colorado (the “City”), is a Colorado home rule municipality, duly organized and existing pursuant to Section 6 of Article XX of the Colorado Constitution; and
WHEREAS, pursuant to its home rule authority and C.R.S. § 31-15-601, the City, acting through its City Council (the “Council”), possesses the authority to adopt building and fire regulations; and
WHEREAS, pursuant to this authority, the City previously adopted building
and fire regulations, including an administrative and enforcement process related
thereto, codified as Chapter 5 of the Wheat Ridge Code of Laws (“Code”); and WHEREAS, Section 5-41 of the Code addresses building permit fees, which are typically calculated by reference to project “valuation” or “cost”; and
WHEREAS, the Council desires to clarify and codify the manner in which building project valuation and cost shall be calculated by the City, for purposes of permit fee assessment.
NOW THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WHEAT RIDGE, COLORADO: Section 1. Section 5-41 of the Code, concerning building permit fees, is hereby amended as follows:
Sec. 5-41. Fees. (a) All fees related to public works building permit review and processing under this chapter shall be established by Council resolution.
Building permit fees shall not include cost of land or public improvements
associated with purchase of land for construction of the structure. (b) The government of the United States of America, the state of Colorado and its political subdivisions, the city and all agencies and
departments thereof shall be exempt from the payment of fees for work
performed on buildings, structures or utilities owned wholly by such agencies or departments and devoted exclusively to governmental use.
Attachment 1
2
(c) The fee for a supplementary permit to cover any additional valuation not included in the original permit shall be the difference between the
fee paid for the original permit and the fee which would have been
required had the original permit included the entire valuation. (D) PERMIT FEES IMPOSED UNDER THIS CHAPTER THAT RELATE TO “VALUATION,” “TOTAL COST” OR SIMILAR REFERENCE TO THE
MONETARY VALUE OF A PROJECT SHALL BE CALCULATED BY
REFERENCE TO THE MOST RECENT BUILDING VALUATION DATA (BVD) PROMULGATED AND PUBLISHED BY THE INTERNATIONAL CODE COUNCIL (ICC). THE BVD REPRESENTS AVERAGE COSTS-OF-CONSTRUCTION BASED ON TYPICAL CONSTRUCTION
METHODS FOR EACH OCCUPANCY GROUP AND TYPE OF
CONSTRUCTION. Section 2. Severability, Conflicting Ordinances Repealed. If any section, subsection or clause of this Ordinance shall be deemed to be
unconstitutional or otherwise invalid, the validity of the remaining sections,
subsections and clauses shall not be affected thereby. All other ordinances or parts of ordinances in conflict with the provisions of this Ordinance are hereby repealed.
Section 3. Safety Clause. The City Council hereby finds, determines,
and declares that this Ordinance is promulgated under the general police power of the City of Wheat Ridge, that it is promulgated for the health, safety, and welfare of the public and that this Ordinance is necessary for the preservation of health and safety and for the protection of public convenience and welfare. The City
Council further determines that the Ordinance bears a rational relation to the
proper legislative object sought to be attained.
Section 4. Effective Date. This Ordinance shall take effect fifteen (15) days after final publication, as provided by Section 5.11 of the Charter.
INTRODUCED, READ, AND ADOPTED on first reading by a vote of 7 to 0
on this 14th day of August, 2017, ordered published in full in a newspaper of general circulation in the City of Wheat Ridge, and Public Hearing and consideration on final passage set for August 28, 2017, at 7:00 p.m., in the Council Chambers, 7500 West 29th Avenue, Wheat Ridge, Colorado.
READ, PUBLIC HEARING CONDUCTED, ADOPTED AND ORDERED PUBLISHED on second and final reading by a vote of ___ to ___, this _____ day of ______________, 2017.
SIGNED by the Mayor on this _____ day of ____________, 2017.
Attachment 1
3
_________________________ Joyce Jay, Mayor
ATTEST: _________________________
Janelle Shaver, City Clerk
Approved as to Form
_________________________ Gerald E. Dahl, City Attorney First Publication: August 17, 2017
Second Publication:
Wheat Ridge Transcript Effective Date:
Building Valuation Data – FEBRUARY 2017
The International Code Council is pleased to provide the following Building Valuation Data (BVD) for its members. The BVD will be updated at six-month intervals, with the next update in August 2017. ICC strongly recommends that all jurisdictions and other interested parties actively evaluate and assess the impact of this BVD table before utilizing it in their current code enforcement related activities.
The BVD table provides the “average” construction costs per square foot, which can be used in determining permit fees for a jurisdiction. Permit fee schedules are addressed in Section 109.2 of the 2015 International Building Code (IBC) whereas Section 109.3 addresses building permit valuations. The permit fees can be established by using the BVD table and a Permit Fee Multiplier, which is based on the total construction value within the jurisdiction for the past year. The Square Foot Construction Cost table presents factors that reflect relative value of one construction classification/occupancy group to another so that more expensive construction is assessed greater permit fees than less expensive construction.
ICC has developed this data to aid jurisdictions in determining permit fees. It is important to note that while this BVD table does determine an estimated value of a building (i.e., Gross Area x Square Foot Construction Cost), this data is only intended to assist jurisdictions in determining their permit fees. This data table is not intended to be used as an estimating guide because the data only reflects average costs and is not representative of specific construction.
This degree of precision is sufficient for the intended purpose, which is to help establish permit fees so as to fund code compliance activities. This BVD table provides jurisdictions with a simplified way to determine the estimated value of a building that does not rely on the permit applicant to determine the cost of construction. Therefore, the bidding process for a particular job and other associated factors do not affect the value of a building for determining the permit fee. Whether a specific project is bid at a cost above or below the computed value of construction does not affect the permit fee because the cost of related code enforcement activities is not directly affected by the bid process and results.
Building Valuation
The following building valuation data represents average valuations for most buildings. In conjunction with IBC Section 109.3, this data is offered as an aid for the building official to determine if the permit valuation is underestimated. Again it should be noted that, when using this data, these are “average” costs based on typical construction methods for each occupancy group and type of construction. The average costs include foundation work, structural and nonstructural
building components, electrical, plumbing, mechanical and interior finish material. The data is a national average and does not take into account any regional cost differences. As
such, the use of Regional Cost Modifiers is subject to the authority having jurisdiction.
Permit Fee Multiplier
Determine the Permit Fee Multiplier:
1.Based on historical records, determine the total annualconstruction value which has occurred within thejurisdiction for the past year.2.Determine the percentage (%) of the building
department budget expected to be provided bybuilding permit revenue.3.
Example
The building department operates on a $300,000 budget, and it expects to cover 75 percent of that from building permit fees. The total annual construction value which occurred within the
jurisdiction in the previous year is $30,000,000.
Permit Fee
The permit fee is determined using the building gross area, the Square Foot Construction Cost and the Permit Fee Multiplier.
Permit Fee = Gross Area x Square Foot Construction Cost X Permit Fee Multiplier
Example
Type of Construction: IIB Area: 1st story = 8,000 sq. ft. 2nd story = 8,000 sq. ft. Height: 2 stories Permit Fee Multiplier = 0.0075
Use Group: B 1.Gross area:Business = 2 stories x 8,000 sq. ft. = 16,000 sq. ft.2.Square Foot Construction Cost:B/IIB = $161.91/sq. ft.3.Permit Fee:Business = 16,000 sq. ft. x $161.91/sq. ft x 0.0075= $19,429
Bldg. Dept. Budget x (%)
Total Annual Construction Value
Permit Fee Multiplier =
$300,000 x 75%
$30,000,000 Permit Fee Multiplier = = 0.0075
Attachment 2
Important Points
•The BVD is not intended to apply to alterations orrepairs to existing buildings. Because the scope ofalterations or repairs to an existing building varies sogreatly, the Square Foot Construction Costs tabledoes not reflect accurate values for that purpose.However, the Square Foot Construction Costs tablecan be used to determine the cost of an addition that isbasically a stand-alone building which happens to beattached to an existing building. In the case of suchadditions, the only alterations to the existing buildingwould involve the attachment of the addition to theexisting building and the openings between theaddition and the existing building.
•For purposes of establishing the Permit Fee Multiplier,the estimated total annual construction value for a
given time period (1 year) is the sum of each building’svalue (Gross Area x Square Foot Construction Cost)
for that time period (e.g., 1 year).
•The Square Foot Construction Cost does not includethe price of the land on which the building is built. TheSquare Foot Construction Cost takes into accounteverything from foundation work to the roof structureand coverings but does not include the price of theland. The cost of the land does not affect the cost ofrelated code enforcement activities and is not includedin the Square Foot Construction Cost.
Square Foot Construction Costs a, b, c
Group (2015 International Building Code) IA IB IIA IIB IIIA IIIB IV VA VB
A-1 Assembly, theaters, with stage 229.26 221.37 216.01 207.16 194.94 189.29 200.61 178.00 171.48
A-1 Assembly, theaters, without stage 210.11 202.22 196.86 188.01 175.94 170.29 181.46 158.99 152.48
A-2 Assembly, nightclubs 179.28 174.08 169.68 162.81 153.48 149.24 157.08 138.97 134.26
A-2 Assembly, restaurants, bars, banquet halls 178.28 173.08 167.68 161.81 151.48 148.24 156.08 136.97 133.26
A-3 Assembly, churches 212.12 204.22 198.87 190.01 178.14 172.49 183.47 161.20 154.68
A-3 Assembly, general, community halls, libraries,museums 176.94 169.04 162.69 154.83 141.96 137.30 148.28 125.01 119.50
A-4 Assembly, arenas 209.11 201.22 194.86 187.01 173.94 169.29 180.46 156.99 151.48
B Business 182.98 176.21 170.40 161.91 147.69 142.14 155.55 129.66 123.97
E Educational 194.27 187.38 182.00 173.88 162.37 154.12 167.88 141.89 137.57
F-1 Factory and industrial, moderate hazard 109.64 104.60 98.57 94.77 85.03 81.17 90.78 71.30 66.75
F-2 Factory and industrial, low hazard 108.64 103.60 98.57 93.77 85.03 80.17 89.78 71.30 65.75
H-1 High Hazard, explosives 102.63 97.58 92.55 87.75 79.22 74.36 83.76 65.48 N.P.
H234 High Hazard 102.63 97.58 92.55 87.75 79.22 74.36 83.76 65.48 59.94
H-5 HPM 182.98 176.21 170.40 161.91 147.69 142.14 155.55 129.66 123.97
I-1 Institutional, supervised environment 183.95 177.72 172.57 165.30 152.29 148.15 165.39 136.43 132.19
I-2 Institutional, hospitals 307.93 301.16 295.35 286.86 271.68 N.P. 280.50 253.65 N.P.
I-2 Institutional, nursing homes 213.36 206.59 200.78 192.29 179.07 N.P. 185.93 161.04 N.P.
I-3 Institutional, restrained 208.19 201.43 195.62 187.12 174.39 167.85 180.76 156.37 148.68
I-4 Institutional, day care facilities 183.95 177.72 172.57 165.30 152.29 148.15 165.39 136.43 132.19
M Mercantile 133.57 128.37 122.97 117.10 107.27 104.03 111.38 92.75 89.05
R-1 Residential, hotels 185.63 179.39 174.24 166.97 153.72 149.58 167.06 137.86 133.61
R-2 Residential, multiple family 155.74 149.50 144.35 137.09 124.57 120.43 137.17 108.71 104.47
R-3 Residential, one- and two-family d 145.23 141.28 137.64 134.18 129.27 125.87 131.94 120.96 113.85
R-4 Residential, care/assisted living facilities 183.95 177.72 172.57 165.30 152.29 148.15 165.39 136.43 132.19
S-1 Storage, moderate hazard 101.63 96.58 90.55 86.75 77.22 73.36 82.76 63.48 58.94
S-2 Storage, low hazard 100.63 95.58 90.55 85.75 77.22 72.36 81.76 63.48 57.94
U Utility, miscellaneous 78.63 74.24 69.76 66.20 59.84 55.88 63.23 47.31 45.09
a.Private Garages use Utility, miscellaneousb.For shell only buildings deduct 20 percentc.N.P. = not permittedd.Unfinished basements (Group R-3) = $21.00 per sq. ft.Attachment 2
ITEM NO: DATE: August 28, 2017 REQUEST FOR CITY COUNCIL ACTION
TITLE: RESOLUTION NO. 30-2017 – A RESOLUTION ADOPTING A REVISED CITY PURCHASING POLICY AND RESCINDING ALL PRIOR RESOLUTIONS IN CONFLICT THEREWITH PUBLIC HEARING ORDINANCES FOR 1ST READING BIDS/MOTIONS ORDINANCES FOR 2ND READING
RESOLUTIONS
QUASI-JUDICIAL: YES NO
_______________________________ ______________________________
Administrative Services Director City Manager ISSUE: There are three amendments to the City purchasing policy recommended for City Council
approval:
1. Increase the purchasing card single transaction limit from $3,000 to $5,000 2. Revise the purchasing signature approval levels to the following:
a. Department Designee: Up to $5,000
b. Department Director: Over $5,000 up to $25,000 c. City Manager: Over $25,000 up to$100,000 d. City Council: Over $100,000
3. Revise the purchasing acquisition limits for goods to the following:
a. Combine goods and services purchasing types to simplify purchasing processes for staff city-wide i. Allow discretionary purchases up to $5,000
ii. Informal quotes (written) over $5,000 up to $25,000
iii. Formal bids and proposals over $25,000
b. Establish a specific category for professional services, awards based on
qualifications per the Brooks Act, and defined as professional services provided
Council Action Form – Revised Purchasing Policy
August 28, 2017
Page 2 by architects, engineers, landscape architects, surveyors and land surveyors
i. Discretionary selection among on-call consultants for tasks up to $25,000
ii. Informal quotes or Request for Proposals (RFP’s) among on-call
consultants for tasks over $25,000 up to $50,000
iii. New formal Request for Qualifications (RFQ’s) aka Statement of
Qualifications (SOQ’s) for consultant selection over $50,000
c. Specific to CIP and construction
i. Informal quotes over $25,000 up to $100,000
ii. Formal solicitations over $100,000
The proposed policy changes will streamline the City’s purchasing and contracting processes in
the following ways:
• Streamline the award notification process and payment process
• Increase the revenue share in the purchasing card program
• Provide quicker payment to vendors
• Eliminate redundancy in approval processes
• Increase accountability at management and staff levels
• Shorten formal procurement time from preparation to award of contract
The Purchasing and Contracting Division, a division of the Administrative Services Department,
is composed of a full-time Purchasing Agent and a .5 part-time Purchasing Technician. The
Purchasing Division provides purchasing and contracting services to the entire City. To continue
to meet demand for complex procurement services, the proposed amendments are in alignment
with maintaining a business-friendly community and improving service to our internal and
external customers.
Overall, the City purchasing policy provides direction on how appropriated funds (funds
approved by City Council in the annual operating budget) are procured. PRIOR ACTION: City Council provided consensus to staff at the Monday, August 21, 2017 Study Session to bring
the items forward to the August 28, 2017 Council meeting.
FINANCIAL IMPACT: The three recommended policy amendments are expected to streamline the provision of procurement services and have a positive financial impact on the City.
BACKGROUND: Attachment 2 and Figure 1 illustrate a metric that is used to assess capacity and level of service
in the Purchasing Division. Purchasing volume is driven by increases in the overall City budget
Council Action Form – Revised Purchasing Policy
August 28, 2017
Page 3 (to include General Fund, CIP and special revenue funds). Performance metrics outlined at the
top of Attachment 2 show the number of solicitations by type, yet due to the complexity and
timing of various purchasing and contracting processes and because each project can have
unique variables, it is difficult to quantify the average time spent on a formal bid.
While staff within each department are relied upon for their expertise for project scope
development, bid evaluation etc., the coordination of the formal bid and proposal processes for
all departments is managed by the Purchasing Division. As specifications and plans are
developed, purchasing staff is consulted regarding procurement type, award criteria and
schedule, subject to the priorities of internal customers. Solicitation scheduling begins with
consideration of Council meeting dates and project priority, funding sources such as federal
grants, and the number and type of solicitations in process at that time. Multiple staff members
are included in the procurement process which includes solicitation postings; pre-bid, bid
opening and shortlist meetings; communication with bidders; interviews; site visits or
demonstrations; reference checks and other evaluation discussions; and preparation of the CAF.
Purchasing staff continually looks for ways to streamline and create efficiencies in work
processes for the benefit of all departments. The recommendations outlined in this memorandum
are ways staff can continue to maintain the level of procurement related services, anticipating an
increasing volume of complex work, without the need to significantly increase staffing levels.
Figure 1: Total Dollars Expended
YEAR TOTAL EXPENSED DOLLARS
2012 $7,574,509
2013 $13,144,313
2014 $7,927,266
2015 $10,676,158
2016 $8,955,413
2017 PROJECTED $9,350,000 (does NOT include hailstorm repairs or
hook ramp construction at Clear Creek Crossing)
Attachments have been provided to visually demonstrate the current purchasing guidelines and
approval levels (Attachment 3), and the proposed purchasing guidelines and approval levels
(Attachment 4). The results of a recent Purchasing Limit and Approval Survey (Attachment 5),
update the information provided to Council in 2011.
Council Action Form – Revised Purchasing Policy
August 28, 2017
Page 4 RECOMMENDATIONS:
The proposed purchasing limit increases and approval level changes are outlined in the three
recommended amendments below:
Amendment #1: Purchasing Card Single-Purchase Limit
Staff is recommending increasing the standard purchasing card single transaction limit from
$3,000 to $5,000.
Purchasing cards (P-cards) have been used by City staff since 1997. Technology improvements
continue to expand the ease of use of P-cards, such as for on-line purchases or direct payment to
vendors via phone. The number of vendors who accept P-cards as a method of payment also
continues to increase. The City benefits when using P-cards through Commerce Bank’s tiered
volume rebate program. Figure 2 below demonstrates the volume of the City’s P-card usage.
Until 2014, the City was able to pay utility bills using the P-card. Xcel and other utility providers
began charging excessive fees to make large payments using a P-card, and the City determined
that it is no longer a cost effective payment method for utility payments. However, the overall
rebate is still relevant, as shown on the following chart, but to a lesser degree.
Figure 2: Purchasing Card
YEAR P-Card Volume Rebate Utility Volume Utility Rebate Total Volume Total Rebate
2011 $1,547,081.00 $9,359.00 $891,403.00 $5,421.00 $2,438,484.00 $14,780.00
2012 $1,754,225.00 $10,899.00 $956,412.00 $3,188.00 $2,710,637.00 $14,087.00
2013 $1,746,690.00 $11,134.00 $908,897.00 $4,460.00 $2,655,587.00 $15,594.00
2014 N/A N/A N/A N/A $1,394,057.00 $8,691.00
2015 $1,740,431.00 $9,673.00 N/A N/A $1,740,431.00 $9,673.00
2016 $1,707,850.00 $10,429.00 N/A N/A $1,707,850.00 $10,429.00
2017 6-mo $814,126.00 $4,937.00 N/A N/A $814,126.00 $4,937.00
By increasing the single purchase limit from $3,000 to $5,000 (the discretionary purchase limit
for goods and services) an option for payment by P-card, instead of a check, is added. This has
the potential to increase P-card spending, decreasing processing time to vendors and increasing
the rebate program revenue share.
Amendment #2: Signature Approval Levels
In an effort to maintain level of service with the increased purchasing volume, staff is
recommending that signature approval levels be changed to the following tiered structure shown
in Figure 3 below:
Council Action Form – Revised Purchasing Policy
August 28, 2017
Page 5 Figure 3: Purchasing Signature Approval Levels
DEPARTMENT DIRECTOR FROM: Over $5,000 up to $15,000 TO: Over $5,000 up to $25,000
CITY MANAGER
FROM: Over $15,000 up to $35,000 TO: Over $25,000 up to $100,000
CITY COUNCIL
FROM: Over $35,000 TO: Over $100,000
Seventeen cities and five counties were recently surveyed regarding their current purchasing
policies related to limits and approvals. Eleven cities and three counties have made upward
changes as compared to a similar survey conducted in 2011. Another four entities, in addition to
Wheat Ridge, are proposing changes for their organizations. One significant comparison
regarding Council approval/re-approval levels of budgeted goods, services and CIP projects is
shown below.
Figure 4: Council Approval Level Survey
RE-APPROVAL LEVELS LOCAL AGENCY
$25,000 City of Englewood, Adams County, Boulder County
$35,000 City of Wheat Ridge (current)
$50,000 City of Arvada, City of Brighton, City of Northglenn
$60,000 West Metro Fire District
$75,000 City and County of Broomfield, City of Westminster,
Larimer County
$100,000 Town of Parker, Jefferson County, South Metro Fire Rescue,
City of Golden, and the City of Wheat Ridge (recommended)
Over $100,000 City of Aurora, City of Fort Collins (if sole source), City of
Loveland, Metro Wastewater, City of Centennial
Not Required (if approved in budget)
City of Boulder, City of Denver, City of Durango, City of Fort
Collins, City of Greeley, City of Lakewood, City of Longmont,
City of Thornton, Arapahoe County, CDOT and the State of
Colorado
Council Action Form – Revised Purchasing Policy
August 28, 2017
Page 6 Amendment #3: Purchasing Acquisition Limits
The third recommendation includes amending purchasing acquisition limits as outlined below:
1. Combine goods and services purchasing types to simplify purchasing processes for staff
city-wide
a. Allow discretionary purchases up to $5,000
b. Informal quotes (written) over $5,000 up to $25,000
c. Formal bids and proposals over $25,000
2. Establish a specific category for professional services, awards based on qualifications
per the Brooks Act, and defined as professional services provided by architects,
engineers, landscape architects, surveyors and land surveyors
a. Discretionary selection among on-call consultants for tasks up to $25,000
b. Informal quotes or Request for Proposals (RFP’s) among on-call consultants
for tasks over $25,000 up to $50,000
c. New formal Request for Qualifications (RFQ’s) aka Statement of
Qualifications (SOQ’s) for consultant selection over $50,000
The Brooks Act (public Law 92-582), also known as Qualification Based Selection (QBS),
which was enacted on October 18, 1972, establishes the procurement process by which architects
and engineers (A/E) are selected for design contracts with federal design and construction
agencies. Contracts for A/E’s are negotiated on the basis of demonstrated competence and
qualification for the type of professional services required, at a fair and reasonable price. Under
QBS procurement procedures, price quotations are not a consideration in the selection process.
This process, while not required for the City of Wheat Ridge (except when a sub-recipient of
federal grant dollars), has been adopted in various ways by non-federal agencies, including
Wheat Ridge, as a procurement best practice.
Adding a specific category for professional services will relieve several constraints felt under the
current $25,000 informal bid limits. As a result of the current limit, work projects have been
broken into small pieces in order to use consultants that have been selected through an
established QBS process and contracted on an on-call basis, based on known fee and profit
schedules. The City will benefit by being able to work more efficiently with these consultants,
and the consultants will spend less time and money responding to solicitations for relatively
small dollar awards, as was just seen with one on-call consultant abstaining from a recent
request, RFP-17-22 Land Surveying Services for ROW Corrections.
3. Specific to CIP and construction
a. Informal quotes over $25,000 up to $100,000
b. Formal solicitations over $100,000
Council Action Form – Revised Purchasing Policy
August 28, 2017
Page 7 The current discretionary limit for construction is $25,000, and that still seems reasonable for the
City. Raising the informal quote limit for construction from $50,000 to $100,000 is intended to
reflect the current construction supply and demand issues, as well as allowing departments to
make recommendations (with Director and City Manager approval) to speed up contractor-
specific work and project completion. Aligning formal procurement for construction projects
with the proposed Council approval level assures that Council will be aware of these larger
dollar commitments.
RECOMMENDATIONS: Staff recommends approval of the three purchasing policy amendments outlined above.
RECOMMENDED MOTION: “I move to approve Resolution No. 30-2017 – a resolution adopting a revised City Purchasing Policy and rescinding all prior resolutions in conflict therewith.”
Or, “I move to postpone indefinitely Resolution No. 30-2017 – a resolution adopting a revised City Purchasing policy and rescinding all prior resolutions in conflict therewith for the following
reason(s) _________________.”
REPORT PREPARED BY: Jennifer Nellis, Purchasing Agent Heather Geyer, Administrative Services Director
Patrick Goff, City Manager ATTACHMENTS: 1. Resolution No. 30-2017 2. Purchasing Performance Metrics
3. Current (2011) Purchasing and Competitive Bid Proposal Guidelines and Payment
Methods and Signature Approval Levels
4. Proposed (2017) Purchasing and Competitive Bid Proposal Guidelines and Payment
Methods and Signature Approval Levels
5. MAPO Purchasing Limit and Approval Survey 2017
Council Action Form – Revised Purchasing Policy
August 28, 2017
Page 8
CITY OF WHEAT RIDGE, COLORADO RESOLUTION NO. 30
Series of 2017 TITLE: A RESOLUTION ADOPTING A REVISED CITY PURCHASING POLICY AND RESCINDING ALL PRIOR RESOLUTIONS IN
CONFLICT THEREWITH
WHEREAS, it is the desire of the City to establish a uniform purchasing policy which conforms to open and competitive purchasing practices and obtains maximum value for City expenditures; and
WHEREAS, the establishment of such a policy will promote efficient procurement of goods and services; and WHEREAS, the Purchasing Division is responsible for implementing the
purchasing policy as approved by City Council. It is also responsible for the preparation
and implementation of administrative purchasing procedures contained in the Purchasing Manual; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Wheat Ridge, Colorado, as follows: 1. All purchases by the City of goods and services shall be in accordance with the City’s Purchasing Manual and shall be in accordance with appropriations in the City’s annual Budget or otherwise approved by City
Council.
2. Purchasing Card single transaction limit is $5,000. 3. Signature Approval Levels shall consist of the following:
a. Department Designee: Up to $5,000 b. Department Director: Over $5,000 up to $25,000 c. City Manager: Over $25,000 up to $100,000 d. City Council: Over $100,000
4. Acquisition Limits shall consist of the following: 1. Combine goods and services purchasing types to simplify purchasing
processes for staff city-wide
a. Allow discretionary purchases up to $5,000
b. Informal quotes (written) over $5,000 up to $25,000
c. Formal bids and proposals over $25,000
Attachment 1
2. Establish a specific category for professional services, awards based
on qualifications per the Brooks Act, and defined as professional
services provided by architects, engineers, landscape architects,
surveyors and land surveyors
a. Discretionary selection among on-call consultants for tasks up
to $25,000
b. Informal quotes or Request for Proposals (RFP’s) among on-call
consultants for tasks over $25,000 up to $50,000
c. New, formal Request for Qualifications (RFQ’s) aka Statement
of Qualifications (SOQ’s) for consultant selection over $50,000
3. Specific to CIP and construction:
a. Informal quotes over $25,000 up to $100,000
b. Formal solicitations over $100,000
5. All prior resolutions concerning the City Purchasing Policy are hereby rescinded; it being the intention of the Council that the foregoing resolution shall be the only such resolution in force.
6. This resolution is effective upon adoption.
DONE AND RESOLVED this 28th day of August 2017.
__________________________ Joyce Jay, Mayor
ATTEST: _____________________________ Janelle Shaver, City Clerk
Formal Solicitations By Solicitation Type
YEAR DQ ITB RFB RFP RFQ RFI TOTAL Addenda Pre-Bids RE-bids Coop Grant/Fed
New as
Renewals Other
2012 2 14 8 7 4 0 35 38 4 3 2 2 9
2013 3 8 5 7 3 0 26 29 3 0 0 3 6 1 protest
2014 2 5 6 8 4 2 27 28 7 0 1 2 14
2015 0 10 8 7 5 1 31 38 10 1 1 5 6
2016 3 10 9 11 3 0 36 29 9 1 2 0 6 1 single source
2017 (mid-
Aug)9 5 7 2 23 23 3 1 2 2 14 interviews
2017
projected 5 2 1 1 9 1
Formal Solicitations By Approval Level
CM approval
Proposed
CM approval
Proposed
Council
approval
YEAR <35K 35K-50K 50K-75K 75K-100K >35<100 100K-250K250K-500K 500K-1M 1M+>100 Total above
2012 16 3 5 3 11 3 2 1 2 8 35 35
2013 9 5 1 1 7 2 3 2 1 8 24 26
2014 6 10 1 2 13 1 0 2 1 4 23 27
2015 7 5 2 2 9 4 2 1 2 9 25 31
2016 11 3 4 1 8 8 1 0 0 9 28 35
2017- July 6 2 2 2 6 5 2 1 2 10 22 23
projected YE 4 1 1 2 1 1 4 9 9
Purchasing Performance Metrics
Note: The totals shown by approval level do not include bids prepared for solicitation, but not awarded for a variety of reasons, such
as; no responses, timing and delays, changes to scope and/or budget. Cooperative awards (not otherwise solicted) are included in
the approval level numbers. This report does not include the hailstorm repair solicitations.Attachment 2
• City of ?WlieatRi_dge
PURCHASING AND COMPETITIVE BID PROPOSAL GUIDELINES -.__._ I -o L-...--1 I ---RESPONSIBLE SELECTION
BID TYPE PARTY REQUIREMENTS LIMITS BY PURCHASE TYPE , __ ""' -?•
l I -Goods Services Construction ' :::: Discretionary: Department Department for small dollar purchases desionee designee Up to $3,000 I Up to $10,000 Up to $25,000
Department OR Requires minimum
Informal Quotes: OQ* Purchasing of 3 written quotes $3.001 -$25,000 $10,000 -$25,000 $25,001 -$50,000
-� -Formal Bids & Proposals: Requires fonnal
Includes RFP, 1TB, RFQ * Purchasing solicitation $25,001 and up $25,001 and up $50,001 and up
� uu = uocumented Quote • 1TB = Invitation to Bid • RFP = Request for Proposal • RFB = Request for Bids
• RFO :: Request for Qualification
PAYMENT METHODS & SIGNATURE APPROVAL LEVELS
PURCHASE LIMITS OF: AUTHORIZATION BY: METHOD OF PAYMENT
Up to $3,000 Department desionee Purchasing Card, if possible
Up to $4,999 Department designee Stamp, unless a P.O. is required
$5,000-$14,999 Director Purchase Reoulsition $15,000-$34,999 Citv Manaoer Purchase Requisition AND Purchase Order
Purchase Requisition. Purchase Order, CAF AND back-$35.,000 and above City Council up documentation from Council minutes
Purchasing Policy
Attachment 3
-
.,,_..-_. CITY OF WHEAT RIDGE PURCHASING AND COMPETITIVE BID AND PROPOSAL GUIDELINES General Purchasing Tips:
•Determine the total dollar amount for the year. Do not split orders.
•Check cooperative bids such as State, MAPO, WSCA or contact the Purchasing & Contracting Division•Quotes must be written. Purchasing reviews each order. External audits are performed yearly.
Signature Approval Levels:
LIMITS AUTHORIZATION METHOD Purchases up to $3,000 Department designee Purchasing Card, when possible Purchases up to $4,999 Department designee Stamp, unless PO is required Purchases of $5,000 -$14,999 Director* Purchase Reauisition Purchases from $15,000 -$34 999 City Manager Purchase Reauisition AND Purchase Order
Purchases of $35,000 and above City Council Purchase Reauisition, Purchase Order, CAF, *Some Directors may choose to approve all requests of their department
Payment Methods 1.Purchasing Card:
AND back-up Council minutes
•Whenever possible, a purchasing card should be use to make payments on goods and services that total $3,000 or less per singletransaction. There is a $7,000 monthly limit.
•Any purchases made with a purchasing card cannot be associated with a PO.
2.Stamp:•An "OK to Pay" Stamp is used to initiate payment to a vendor for goods or services that total up to $4,999 in instances when a purchasingcard cannot be used.•If you have a PO #, you can use an "OK to Pay Stamp" by writing the PO # next to the stamp information.
3.Purchase Requisition:•A Purchase Requisition is used to initiate payment to a vendor for goods or services that total $5,000 to $14,999. The Purchase Requisitionprovides records of appropriate signature approvals. Appropriate back up document should be included with the requisition.
4.Purchase Orders {PO):•Purchase Orders are generally required to purchase goods or services that total $15,000 or more. The primary reasons for issuing aPurchase Order are as follows:a.written approval for large dollar purchasesb.to ensure availability of adequate funds and to encumber funds in the accounting systemc.to ensure adequate product specification for vendors, and/ord.to facilitate vendor requirements•Blanket Purchase Orders are initiated for repetitive purchases made from the same vendor over an extended period of time not to exceedone year.
NOTE: There are instances where Purchase Order exceptions are made. Examples of exceptions are: gas, postage, utilities, advertisement, insurance premiums, permits, per diem, contributions, single purchases up to $4,999, conference registration, member dues, licensing, and subscriptions. Refer to PO Exceptions List for complete itemization.
Attachment 3
Proposed August 2017
=
BID TYPE RESPONSIBLE
PARTY
SELECTION
REQUIREMENTS
LIMITS BY PURCHASE TYPE
Goods and Services Professional Services Construction
Discretionary:
for small dollar purchases
Department designee Multiple verbal or written
quotes recommended Up to $5,000 Up to $25,000 Up to $25,000
Informal Quotes: DQ*Department OR
Purchasing
Requires minimum of 3
written quotes
Over $5,000 Up to
$25,000
Over $25,000 Up to $50,000 Over $25,000 Up to
$100,000
Formal Bids & Proposals: Includes RFB,
ITB, RFP, RFQ/SOQ
Purchasing, based on
statement of need or
work from Department
Requires formal
solicitation by
Purchasing
Over $25,000 Over $50,000 Over $100,000
• DQ = Documented ouote • ITB = lnvitation to Bid =
• RFP = Request for Proposal • RFB = Request for Bids
PURCHASE LIMITS OF:
Up to $5,000
Over $5,000 Up to $25,000
Over $25,000 Up to $100,000
Over $100,000 Department designee, Department Director, City
Manager and City Council Purchase Requisition, Purchase Order, CAF AND back- up documentation from
Council minutes
Purchase Orders are required for all software licenses and support/maintenance agreements. PO exceptions apply, as further defined.
PURCHASING AND COMPETITIVE BID PROPOSAL GUIDELINES
Department designee, Department Director and City Manager Purchase Requisition AND Purchase Order
PAYMENT METHODS & SIGNATURE APPROVAL LEVELS
AUTHORIZATION BY:METHOD OF PAYMENT (required documentation includes quotes, invoices
and correct GL account information )
Department designee Purchasinq Card, if possible/or Stamp, unless a PO is needed
Purchase Requisition AND Purchase Order required over $15,000
• RFQ = Request for Qualification aka SOQ = Statement of Qualifications
Professional Services = Architects, Engineers, Landscape Architects, Surveyors and Land Surveyors selection
by RFQ/SOQ qualifications solicitation per the Brooks Act. Use established on-call professionals for discretionary selection, and informal DQ/RFP for task quotes.
Department designee and Department Director
Attachment 4
CITY OF WHEAT RIDGE - PURCHASING AND COMPETITIVE BID AND PROPOSAL GUIDELINES
General Purchasing Tips:
Determine the total dollar amount for the year. Do not split orders.
Check cooperative bids such as State, MAPO, NASPO, CDOT or contact the Purchasing & Contracting Division for other cooperative resources.
Quotes must be written. Purchasing reviews each order. External audits are performed yearly.
Signature Approval Levels: LIMITS AUTHORIZATION METHOD Up to $5,000 Department designee Purchasing Card if possible/or Stamp, unless a PO is needed Over $5,000 Up to $25,000 Department designee and Department Director Purchase Requisition AND Purchase Order required over $15,000
Over $25,000 Up to $100,000 Department designee, Department Director and City Manager
Purchase Requisition AND Purchase Order
Over $100,000 Department designee, Department Director, City Manager and City Council
Purchase Requisition, Purchase Order, CAF, AND back-up documentation from Council minutes
*Some Directors may choose to approve all requests of their department
Payment Methods
1.Purchasing Card:
Whenever possible, a purchasing card should be used to make payments on goods and services that total $5,000 or less per single
transaction. There is a $10,000 monthly limit.
Any purchases made with a purchasing card cannot be associated with a PO. 2.Stamp:
An “OK to Pay” Stamp is used to initiate payment to a vendor for goods or services that total up to $4,999 in instances when a purchasing card cannot be used.
If you have a PO #, you can use an “OK to Pay Stamp” by writing the PO # next to the stamp information. 3.Purchase Requisition:
A Purchase Requisition is used to initiate payment to a vendor for goods or services that total over $5,000 to $15,000. The Purchase Requisition provides records of appropriate signature approvals. Appropriate back up document should be included with the requisition. 4.Purchase Orders (PO):
Purchase Orders are generally required to purchase goods or services that total more than $15,000 or more. The primary reasons for
issuing a Purchase Order are as follows: a.written communication authorizing the purchase from the correct accountb.to ensure availability of adequate funds and to encumber funds in the accounting systemc.to ensure adequate product specification for vendors, and/ord.to facilitate vendor requirements
Blanket Purchase Orders are initiated for repetitive purchases made from the same vendor over an extended period of time not to exceed one year. NOTE: There are instances where Purchase Order exceptions are made. Examples of exceptions are: gas, postage, utilities, advertisement, insurance premiums, permits, per diem, contributions, single purchases up to $5,000, conference registration, member dues, licensing, and subscriptions. Refer to PO Exceptions List
for complete itemization.
MAPO Purchasing Approval Limits Survey - 2017
AGENCY
NAME
Discretionary /
documented
quotes preferred
Informal Quotes / Bids Formal (Written) Bids;
Sealed Bids
Formal Proposals
and/or RFP's
Procurement Cards, Field
Orders (FPO) and Other
Approval Levels
City of Arvada
Soon to request changes, but currently same
as in 2011.
Up to $2000 $5,000 - <$15,000 by
departments; PO's created by departments; notes (not quotes) audited by
purchasing
When not informal (as
requested by Dept. Dir. For goods and non-prof. services), or when over
$50,000 and Council reapproves. Done by
Dept. (or by Purchasing on request)
$50,000 or more, SOQ
for Professional Services. Done by dept. (or by
Purchasing on request).
Field Order Authorization
Card (FOAC)for <$2K purchases (internal "card"
type sys.That replacesfieldorderforms.)No P-Card currently,but its anoptionalcomponentofournewBankServs.Contract
w/Bank One.
Goods &Non-professional servs.<$15K:Dept.Dir.or Designee*Goods &Non-
professional servs.$15K to <$50K:City Mgr.or Designee*Construction &Professional servs.to <$50K:Dept.Dir.or Designee*Goods,Non-professional &Professional servs.,&Construction $50K &+:Council Sole Source:<$15K
approved by Purchasing Mgr.$15K &+approved by City Mgr.w/Purch.Mgr.recommendation Emergency Purchases:Per Ordinance,to be approved by City
Mgr.PO"s &mod's in Oracle sys.$50K &+:Purchasing Mgr.or designee.*Approval delegation is supposed to be in written form.
Blue indicates proposed
levels.
Up to $5,000 $5,000 -<$50,000 Purchasing only Purchasing only
City of Aurora NA $5000 - $25,000 $25,000 and over $25,000 and over Process handled by Finance.Council Reporting Requirements:
non-competitive award allowed unless:Formally advertised; Public opening.Formally advertised; no public opening Weekly Report: 1. All awards of $25,000 - $49,999.99; 2. Competitive low bid
awards up to $1,999,999.99 where the City has received at least three responsive bids and no bid protest has been filed; 3. Openly solicited awards up toReasonable pricing cannot be obtained, Another vendor has expressed interest in providing the
good/service, The department wants the requirement competed, The PA determines that it is in the best interest of the City
to compete the requirement.
Council Agenda: 1. All awards of $2,000,000.00 or more; 2. Openly solicited awards of at least $50,000 when the City has received less than three proposals or a protest has been filed; 3. Competitive low bid awards of $50,000 or more when
the City has received less than three bids or a bid protest has been filed; 4. Single or sole source awards of $50,000 or more; 5. Change order(s) and amendment(s) of $100,000 or (cumulative); 6. Construction contract change orders that exceed the approved contingency. ** NOTE: For multi-year awards, if the base award can be reported on the Weekly Report, the extension years can also be reported to
Council on the Weekly Report. If the base award had to be approved on Council Agenda, the extension years will also have to be approved on Council Agenda.
City of Boulder Up to $5,000 $5,000 - $50,000 Written Reviewed by Purchasing;
PO prepared by Purchasing
Over $50,000 By Purchasing Over $50,000 By Purchasing ?$1000 - $4999 Purchasing, but depts can initiate & conclude purchase if policies followed. Purchasing checks to assure compliance with policies. Priority based
line item budget. Council does NOT reapprove award if on approved budget.
City of Brighton - soon to request changes, but
currently same as in 2011.
Up to $2500 Open Market $2,500 - $25,000 - Three Written Quotes, PO required for all over $2,500
$25,000 and over $25,000 and over Dept Director selects users. Process handled by Finance.
$2500 - $10,000 by Procurement Manager ; $10,000.01 - $50K by City Manager ; $50K and over by City Council
City / County of Broomfield Up to and including $5,000 $5000 - $25,000 informal bids, oral or written (one
time purchse or aggregate annual spend) PO required
>$25,000 - $75,000 public notice: PO
required; Contract optional
>$75,000 public notice; Contract
required
< $50, petty cash; P-card - up to and including $5,000 PO required over $5,000; $5,000 - $25,000 discretionary; $25,000 - $75,000 Department Head/Finance Director and City Manager approval; Over $75,000 City
Council re-approval
City of Denver Up to $10,000
Open market Agency Discretion / some restrictions
$10,000 - $50,000
(Format at Buyer discretion)
Over $50,000 Over $50,000, or may
not be needed for services that include professional advice
Dept head selects users.
Process Handled by Finance
Staff Buyer:can approve up to $10,000;up to $15,000 if three or more bids
received.Deputy Manager:has Unlimited Approval authorization.Associate Buyer:can approve up to $10,000;up to $25,000 if three or more bidsreceived.Senior buyer:can approve up to $25,000;up to $75,000 if three or morebidsreceived.Purchasing Supervisor:can approve up to $50,000;up to $100,000iffewerthanthreebidsreceived;up to $250,000 if three or more bids received.
Assistant Deputy Manager:can approve up to $100,000 up to $250,000 if fewerthanthreebidsreceived;up to $499,999 if three or more bids received.DeputyManager: has Unlimited Approval authorization.
Revised 2017
Attachment 5
MAPO Purchasing Approval Limits Survey - 2017
AGENCY NAME Discretionary / documented quotes preferred
Informal Quotes / Bids Formal (Written) Bids; Sealed Bids Formal Proposals and/or RFP's Procurement Cards, Field Orders (FPO) and Other Approval Levels
City of Durango No new information available
$1,001 - $10,000, two to three written quotes required. Specifications may be communicated
via phone, fax or email.
$10,001 - $50,000, a minimum of three written quotes required. Specifications must be communicated in writing.
Contracts for services under $25,000 may be signed by Dept. Director, over $25,000 must be signed by City Manager.
Over $50,000. Formal Contract Required.Over $50,000. Formal Contract Required.FPO up to and including $1,000. P-Cards up to $1,000 per transaction, $2,500 per month for most cardholders. Limits vary
and are approved by Dept Head and Purchasing. Purchasing has higher limits and will use P-card in lieu of Purchase Orders
whenever possible.
Under $1,000 - Dept. Director approves. $1,000 & up - Department Director and Purchasing Agent approve. Any sole source over $5,000 must be approved by Purchasing Agent. Finance Director has final approval on all Purchase Orders and Direct Pay Requisitions (Blanket POs).
City of Englewood No new
information available
$5000 - $24,999 two or more quotes on company letterhead
De-centralized, Departments can send request to purchasing for
quotes/ proposals on any dollar amount, but usually amounts over $5000. The City posts bids/ quotes/ proposals via BidNet.
$25,000 and over General Fund, $50,000 Enterprise Fund.
Construction bids are advertised in Daily Journal and Englewood Herald.
May not have formal opening on RFP's (Wells Fargo Visa) Most Purchasing cards are set up with a $250 per
transaction limit and a $5000 per cycle limit. Amount varies based on Department. Large purchasers $5,000/day &
$25,000/month limit. Mega-cards Purchasing $30K/day-$75K/month
The City uses Oracle software with approval levels based on hierarchy. All purchases over $10K require City Manager's approval. Council approval on amounts over $25,000 General fund/$50,000 Enterprise fund (even if budgeted).
Sole source requires justification. Capital equipment amount is $5000/over 1 year life. Purchasing reviews all purchases, however Accounting also creates "cash disbursement" type purchase orders that don't require Purchasing intervention other than review.
City of Fort Collins -
considering raising some of these levels
soon
Up to $5,000 $5,000 - $60,000 $60,000 and over $60,000 and over P-Card; $5,000/ Transaction.Dollar
Limit/Month & Number of Transactions/Day set by Account Manager.
Purchasing Director has final approval if item/service is from a bid or proposal and Sole Source items- Up to $60K; City Manager $60K - $200K; City Council
approves sole source over $200K. City used line item budget and project budget, Council does NOT reapprove is on approved budget.
City of Golden Petty Cash - up to $50, Field Checks up to $500, Purchase Orders
avove $20,000
Department Heads or designee up to $20,000, Finance Director up to $50,000, City manager up
to $100,000, $2,000 - $10,000 Oral Quotes, $10,000 - $50,000 non-capital (quotes), $10,000 - $100,000 Capital
improvements
Non-capital $50,000 and above, Capital improvements $100,000 and above
$50,000 and above Non-capital purchases sealed bids, $100,000 and above Capital
improvements sealed bids
Exceptions requiring City Council Approval: Capital improvements over $100,000, non-budgeted transactions over $50,000, budgeted purchases over $50,000 and 15% over budgeted amount. Exceptions to the bidding thresholds may be made on a case by case basis as allowed within this purchasing policy.
City of Greeley Up to $5,000 $5,000 to $50,000 by
Departments, reviewed by Purchasing
$50,000 and over by
Departments, or by Purchasing on request
$50,000 and over by
Departments, or by Purchasing on request
P-Cards at all levels up to
$2500 per purchase, $10,000 per month.
Employees with Supervisor approval up to $5,000. Employees who have had
Purchasing training can get quotes from $5,000 to $50,000, but they have to be sent to Purchasing for a Purchase Order. If over $50,000 it must be done by formal solicitation, whether by bid or proposal. Council does NOT reapprove purchases
from approved budget, unless a project increases by more than 25%.City of
Lakewood
$5000 - $24,999 by
department buyers
$25,000 - $49,999 by the
purchasing division
$50,000 and over by the
purchasing division
$50,000 and over
professional services (such as A/E may also be exempt)
Up to $5000 limit per
transaction
Purchases under $50,000 require Dept Head approval; Purchases of $50,000 or
over require Dept Head (or designee) and City Manager approval; Over $50,000 and not formally competed (or if unbudgeted or has a change in funding source) also requires Council approval. Contracts may be renewed by the Purchasing
Manager and department head up to four (4) annual times based on satisfactory performance and competitive pricing. Contracts for public improvements awarded
in excess of $50,000 require performance and payments bonds. Council does NOT reapprove if on approved budget.City of
Longmont
$5,001 - $50,000 $5,001 - $50,000 $50,001 and over $50,001 and over $5,000 limit per
transaction. Varying monthly limits, established
by Department Heads.
$5,000 and below decentralized: end using dept. level.Purchasing Division
approves all contracts/PO's over the $5,000.00 decentralized limit. There is no governing body approval requirement as long as the funds are budgeted and
appropriated. Priority based line-itme budget, therefore Council does NOT reapprove unless "large" CIP amendments.
Revised 2017
MAPO Purchasing Approval Limits Survey - 2017
AGENCY NAME Discretionary / documented
quotes preferred
Informal Quotes / Bids Formal (Written) Bids; Sealed Bids Formal Proposals and/or RFP's Procurement Cards, Field Orders (FPO) and Other Approval Levels
City of Loveland Up to $5,000 $5000 - $10,000 $30,000 $30,000 P-cards most to $1,000
some have higher limits for emergencies FPO's to $5,000, petty cash to $100
Individuals as designated by Dept Head to $49,999; Department Heads as
designated by City Mgr to $250,000; City Manager to $499,999 as long as budgeted, if not budgeted it must go to Council; City Council must sign all contracts above $500,000; Professional services excluded from bid process.
City of
Northglenn
Up to $5,000 $5000 - $25,000.00 $25,000.00 and over $25,000.00 and over Pro cards Multiple limits -
set by Dept Head ;Petty cash check to $250
Bids/Proposals for engineering or architectural services are provisionally
exempted from the formal bid process. CM approval to $50K. Above $25K require Council approval.City of Thornton Up to $10,000 $10,000 - $25,000 minimum 3 written quotes $25, 000 and over; formal $25, 000 and over; formal Purchasing cards $2500 per single transaction Approved by department supervisors and managers, with levels for each employee determined by Department Head or Deputy City Manager. Contracts and Purchasing sign all purchase orders. No purchases taken to City Council.
Expenditures approved through adoption of annual budget, and any amendments that modify budget.City of Westminster Up to $7,500 $7,501 - $50,000 by Departments, quotes audited over $30K by
Purchasing; PO's creatd by Depts.
$50,000 and over by Departments, or by Purchasing on request
$50,000 and over by Departments or by Purchasing on request
P cards Most 1K per transaction 3K per month, Petty cash $200 month
$1K - $5K : Department Designee $5K - 15K: Division Head $15K - $30K: Division Head and Purchasing Office
$30K - $50K: Department and Purchasing Office Over $75K: City Council
City of Wheat Ridge Up to $3,000 for goods, Up to $10,000 for
services; Up to $25,000 for
construction
$10,000 - 25,000 for services; $3,000 - $25,000 for goods; $25,001 -
$50,000 for construction - with written quotes by
departments, reviewed by Purchasing
$25,000 and over for goods; $50,000 and over for construction by
Purchasing
$25,000 and over for services by Purchasing
P-cards up to $3,000 per transaction Directors approve all purchase requisitions $3000 and over. City Manager approves at $15,000 or more. Council approves all purchases of $35,000 or more.
COWR
proposed limits 8/2017
Up to $5,000 for
goods and services, Up to $25,000 for
Professional Services and Construction
$5,000 - $25,000 for goods
and services, $25,000 to $50,000 for Professional
Services, $25,000 to $100,000 for construction by departments or by
Purchasing on request
Over $25,000 for goods
and services, Over $100,000 for
Construction by Purchasing
Over $50,000 for
Professional Services (RFQ/SOQ) for
Architects, Engineers, Landscape Architects, Surveyors, Land
Surveyors by Purchasing
P-cards up to $5,000 per
transaction, varying limitsas determined by need
Up to $5,000 approved by department designee/supervisor; Up to $25,000 also
approved by Department Director; Up to $100,000 also approved by City Manager; Over $100,000 approved by City Council.
Town of Parker -
soon to request new limits as
shown
Up to $5,000 $5,000 - $20,000
$5,000 - $30,000
Over $20,000
Over $50,000
Over $20,000
Over $50,000
Varying transaction and
monthly limits (determined by department heads) Up
to $2500 all approved employees; $5,000 Managers/Direct Reports;
$10,000 Directors and Deputy level or others as
identified; $50,000 Procurement Officer.
Department director up to $50,000; Town Administrator between $50,000 and
$100,000; Town Council over $100,000. Orders over $1,000 are reviewed and approved by purchasing and by IT when applicable. Up to $2500 Employees and
Director; Up to $5,000 Direct reports to the Deputy Director / Deputy Chief; Up to $10,000 Deputy Directors / Deputy Chief; Up to $50,000 Directors / Chief; Up to $100,000 Town Administrator; Over $100,000 Must go on Town Council Agenda
and signed by Mayor.
Adams County
No new
information
Up to $5,000 $5,000 - $25,000 $25,000 and over $25,000 and over P-Cards for purchases$2,500 and less; $10,000
per month
$10,000 and less: Department Head approval $10,000 - $25,000: Department Head and Purchasing Manager approval
$25,000 and over: County Administrator of Board approval Arapahoe County Up to $3,500 with three written quotes $3,500.00 to $24,999.99 PO required $25,000.00 and over $25,000.00 and over $0 to $3,499.99 $0 to $4,999.00 Certified Purchasing Agents (as certified by UPPCC) Centralized Purchasing, $5,000 to $99,000 Purchasing Manager, $100,000 to $250,000
Director of FinanceBoulder County
No new
information
available
Up to $2,499 Up to $24,999 $25K and over $25K and over LPO or p-card under
$2,499
$25K & over (purchases and contracts) require Board approval ; Waivers for $15K
and over require Board approval; Purchases with quotes attached under $25K Purchasing approves
Revised 2017
MAPO Purchasing Approval Limits Survey - 2017
AGENCY NAME Discretionary / documented quotes preferred
Informal Quotes / Bids Formal (Written) Bids; Sealed Bids Formal Proposals and/or RFP's Procurement Cards, Field Orders (FPO) and Other Approval Levels
Jefferson County Divisions are encouraged to, but not requried to, obtain quotes under $50,000.
Divisions are encouraged to, but not requried to, obtain quotes under $50,000.
$50,000 - unless waiver of competition approved by Purchasing Manager
$50,000 - unless waiver of competition approved by Purchasing Manager
P-Card:- Typical user limit: $2500 per transaction - Purchasing Staff: No $ limit if all approvals in order- Directors up to $25,000 if
desired-Some specialty cards at higher limits - Restrictions set by each division. FPO's:- Used by divisions that
operate on a 24-hour basis- Dollar limit up to $25,000 - Should use existing awards if available.
Purchasing Manager:-Up to $50K; County Manager: $50K up to $100K; Board of County Commissioners: $100K or more
Larimer County Up to $50,000 Over $50,000 through
Purchasing
Over $50,000 through
Purchasing
Limits vary by need $5K -$50K requires Purchasing Director approval; Purchases over $50K require
Board of County Commissioners approval - however this approval has been delegated to the Finance Director by proxy. Resulting contracts under $50K are signed by Dept Head, contracts between $50K - $75K are signed by County
Manager, all contrracts above $75K must be signed by the Board.
Metro Wastwater -
working on changes, but
did not say what else.
Goods and Services $5,000 top $24,999 Goods and Services $5,000 to $24,999 Goods and Services $25,000 and over Goods and Services $25,000 and over P-card limits vary by user need.Up to $250,000 for District Manager; exceeding $250,000, requires Board approval
Colo Dept of Transportation
(CDOT)
Services $5000 to $25,000 Services $25,000 to $50,000 and Goods $5000
to $50,000 Require Quotes on CO BIDS system
Goods or Services over $50,000 require IFB or
RFB on CO BIDS system
over $50,000 Pro-card up to $5000 Up to $100K may be approved by Purchasing Agent Over $100K must be approved by Procurement Manager
State Purchasing
Office
N/A Services $25,000 to $150,000 and Goods
$5000 to $150,000 Require Documented Quotes
published on CO BIDS system
Goods or Services over $150,000 require IFB or
RFP published on CO BIDS system
over $150,000 P-card up to $5000 Based on individual delegation by State Purchasing
South Metro Fire Rescue
No new information
available
$5,000 Goods and Services $5,000 to $24,999 Goods and Services $25,000 and over Goods and Services $25,000 and over P-card up to $500 month (stations)
Admin. ranges from $3,000 - $5,000/month
Up to $5,000 for end user; Between $5,000 and $50,000 must be approved by Purchasing Manager or Designee; $50K - $100K must be approved by CFO and
over $100K - Board must approve.
West Metro Fire District $5,000 Goods and Services $5,000 to $24,999 Goods and Services $25,000 and over Goods and Services $25,000 and over Limits vary by position, minimum levels are $1,000
single and $2,000 monthly - up to $60,000
Up to $2,000 at Station Captain level discretionary, Supervisor approval required up to $25,000, Division Chiefs have authority to purchase up to $25,000, Deputy
Chiefs up to $30,000 and the Fire Chief up to $60,000. Purchases over $60,000 require Board approval.
Revised 2017
ITEM NO: DATE: August 28, 2017 REQUEST FOR CITY COUNCIL ACTION
TITLE: MOTION TO APPROVE PAYMENT TO INSIGHT PUBLIC
SECTOR IN THE AMOUNT OF $76,958.42 FOR THE
ANNUAL RENEWAL OF THE MICROSOFT ENTERPRISE AGREEMENT PUBLIC HEARING ORDINANCES FOR 1ST READING
BIDS/MOTIONS ORDINANCES FOR 2ND READING RESOLUTIONS QUASI-JUDICIAL: YES NO
_______________________________ ______________________________ Administrative Services Director City Manager ISSUE: This is a scheduled and budgeted replacement of obsolete Microsoft software licenses at all
sites and the support and maintenance that is inherent with upgrades or new software. The annual renewal of licensing and support will cost $76,958.42, which was approved in the 2017 IT Budget. PRIOR ACTION:
Approved by Council in 2016. FINANCIAL IMPACT: Staff recommends awarding the renewal purchase of the Microsoft Software Licensing
Enterprise Agreement to Insight, Inc. in the total amount of $76,958.42. This will keep the City
of Wheat Ridge current on all Microsoft licenses. These funds are budgeted in the 2017 Information Technology Division budget. BACKGROUND: This is the City’s twelfth year participating in the Microsoft Enterprise Agreement program.
Prior to 2005, software licensing control and purchases were decentralized; non-standardized and recordkeeping was sporadic and incomplete. In 2005, based on an evaluation of the City's
Council Action Form – Microsoft Renewal
August 28, 2017
Page 2 software needs and requirements, staff decided to leverage the City's purchasing power by
engaging Microsoft in a five-year agreement. Staff also decided at that time to manage all the
software centrally within the IT Division. The City has been compliant with Microsoft's licensing rules and regulations as of 2005. This program allows for discounts on software licenses, professional services and training vouchers
from Microsoft. The latest offering would allow the City access to implement upgrades to
Exchange 2016, Windows 10, Office 2016 and other features of the Microsoft software. RECOMMENDATIONS: Staff recommends approval of the annual renewal for the Microsoft Enterprise Agreement.
RECOMMENDED MOTION: “I move to approve payment to Insight Public Sector in the amount of $76,958.42 for the annual renewal of the Microsoft Enterprise Agreement.”
Or,
“I move to deny payment to Insight Public Sector in the amount of $76,958.42 for the annual renewal of the Microsoft Enterprise Agreement for the following reason(s) ______________ _________________________.”
REPORT PREPARED/REVIEWED BY: Michael Steinke, IT Manager Heather Geyer, Administrative Services Director Patrick Goff, City Manager
ATTACHMENTS: 1. Insight Microsoft Quote # 219241731
HTTP://WWW.INSIGHT.COM
Page 1 of 3INSIGHT PUBLIC SECTOR SLED
6820 S HARL AVE
TEMPE AZ 85283-4318
Tel: 800-467-4448
SOLD-TO PARTY 10390055
CITY OF WHEAT RIDGE
7500 W 29TH AVE 1ST FLOOR
WHEAT RIDGE CO 80033
SHIP-TO PARTY
CITY OF WHEAT RIDGE
7500 W 29TH AVE 1ST FLOOR
WHEAT RIDGE CO 80033
We deliver according to the following terms:
Payment Terms :Credit Card
Ship Via :Electronic Delivery
Terms of Delivery :FOB ORIGINCurrency:USD
Quotation
Quotation Number :219241731
Document Date :09-AUG-2017PO Number :PO Release :
Sales Rep :Mark Pitts
Email :MARK.PITTS@INSIGHT.COM
Telephone :4803333321Sales Rep 2 :Tone TuskanEmail:TONE.TUSKAN@INSIGHT.COMTelephone:5097422283
Material Material Description Quantity Unit Price Extended Price
228-04433-ESA3 Microsoft SQL Server Standard Edition -
Software assurance - 1 server - Enterprise,
Select, Select Plus - additional product -
Win - All Languages
2 146.29 292.58
Coverage Dates:01-OCT-2017 - 30-SEP-2018
STATE OF COLORADO NASPO VALUEPOINT SOFTWARE VAR(#
ADSPO16-138244/ 20170000000000000105)
LICENSE :6808514
AUTHORIZATION N:ANNUAL BILLING DUE 10/1/17
269-12442-ESA3 Microsoft Office Professional Plus - Software
assurance - 1 PC - Enterprise - Win - All
Languages
350 86.78 30,373.00
Coverage Dates:01-OCT-2017 - 30-SEP-2018
STATE OF COLORADO NASPO VALUEPOINT SOFTWARE VAR(#
ADSPO16-138244/ 20170000000000000105)
LICENSE :6808514
AUTHORIZATION N:ANNUAL BILLING DUE 10/1/17
DEPLOY DATE :01-OCT-2017
359-00792-ESA3 Microsoft SQL Server - Software assurance - 1
CAL - Enterprise, Select, Select Plus - All
Languages
40 34.06 1,362.40
Coverage Dates:01-OCT-2017 - 30-SEP-2018
STATE OF COLORADO NASPO VALUEPOINT SOFTWARE VAR(#
ADSPO16-138244/ 20170000000000000105)
LICENSE :6808514
AUTHORIZATION N:ANNUAL BILLING DUE 10/1/17
DEPLOY DATE :01-OCT-2017
395-02504-ESA3 Microsoft Exchange Server Enterprise Edition
- Software assurance - 1 server - Enterprise,
Select, Select Plus - All Languages
1 660.66 660.66
Coverage Dates:01-OCT-2017 - 30-SEP-2018
STATE OF COLORADO NASPO VALUEPOINT SOFTWARE VAR(#
ADSPO16-138244/ 20170000000000000105)
LICENSE :6808514
AUTHORIZATION N:ANNUAL BILLING DUE 10/1/17
DEPLOY DATE :01-OCT-2017
Attachment 1
HTTP://WWW.INSIGHT.COM
Page 2 of 3
Document Date 09-AUG-2017
Quotation Number 219241731
Material Material Description Quantity Unit Price Extended Price
CX2-00093-ESA3 Windows Enterprise for SA - W/ Microsoft
Desktop Optimization Pack - software
assurance - 1 PC - Platform - Enterprise -
All Langua ges
350 38.30 13,405.00
Coverage Dates:01-OCT-2017 - 30-SEP-2018
STATE OF COLORADO NASPO VALUEPOINT SOFTWARE VAR(#
ADSPO16-138244/ 20170000000000000105)
LICENSE :6808514
AUTHORIZATION N:ANNUAL BILLING DUE 10/1/17
DEPLOY DATE :01-OCT-2017
D87-01159-ESA3 Microsoft Visio Professional - Software
assurance - 1 user - academic - Enterprise,
Select, Select Plus - Win - All Languages
5 91.14 455.70
Coverage Dates:01-OCT-2017 - 30-SEP-2018
STATE OF COLORADO NASPO VALUEPOINT SOFTWARE VAR(#
ADSPO16-138244/ 20170000000000000105)
LICENSE :6808514
AUTHORIZATION N:ANNUAL BILLING DUE 10/1/17
DEPLOY DATE :01-OCT-2017
H30-00238-ESA3 Microsoft Project Professional - Software
assurance - 1 PC - Enterprise, Select, Select
Plus - Win - All Languages
5 177.56 887.80
Coverage Dates:01-OCT-2017 - 30-SEP-2018
STATE OF COLORADO NASPO VALUEPOINT SOFTWARE VAR(#
ADSPO16-138244/ 20170000000000000105)
LICENSE :6808514
AUTHORIZATION N:ANNUAL BILLING DUE 10/1/17
DEPLOY DATE :01-OCT-2017
P71-07282-ESA3 Microsoft Windows Server Datacenter Edition -
Software assurance - 2 processors - Select,
Select Plus - All Languages
7 1,004.14 7,028.98
Coverage Dates:01-OCT-2017 - 30-SEP-2018
STATE OF COLORADO NASPO VALUEPOINT SOFTWARE VAR(#
ADSPO16-138244/ 20170000000000000105)
LICENSE :6808514
AUTHORIZATION N:ANNUAL BILLING DUE 10/1/17
DEPLOY DATE :01-OCT-2017
P73-05898-ESA3 Microsoft Windows Server Standard Edition -
Software assurance - 2 processors -
Enterprise, Select, Select Plus - All
Languages
30 143.86 4,315.80
Coverage Dates:01-OCT-2017 - 30-SEP-2018
STATE OF COLORADO NASPO VALUEPOINT SOFTWARE VAR(#
ADSPO16-138244/ 20170000000000000105)
LICENSE :6808514
AUTHORIZATION N:ANNUAL BILLING DUE 10/1/17
DEPLOY DATE :01-OCT-2017
PGI-00268-ESA3 Microsoft Exchange Server Enterprise CAL -
License & software assurance - 1 user CAL -
academic - Enterprise, Select, Select Plus -
with services - Win - All Languages
100 25.99 2,599.00
Coverage Dates:01-OCT-2017 - 30-SEP-2018
STATE OF COLORADO NASPO VALUEPOINT SOFTWARE VAR(#
ADSPO16-138244/ 20170000000000000105)
LICENSE :6808514
AUTHORIZATION N:ANNUAL BILLING DUE 10/1/17
DEPLOY DATE :01-OCT-2017
HTTP://WWW.INSIGHT.COM
Page 3 of 3
Document Date 09-AUG-2017
Quotation Number 219241731
Material Material Description Quantity Unit Price Extended Price
PGI-00270-ESA3 Microsoft Exchange Server Enterprise CAL -
Software assurance - 1 user CAL - academic -
Enterprise, Select, Select Plus - with serv
ices - Win - All Languages
125 19.76 2,470.00
Coverage Dates:01-OCT-2017 - 30-SEP-2018
STATE OF COLORADO NASPO VALUEPOINT SOFTWARE VAR(#
ADSPO16-138244/ 20170000000000000105)
LICENSE :6808514
AUTHORIZATION N:ANNUAL BILLING DUE 10/1/17
DEPLOY DATE :01-OCT-2017
W06-01072-ESA3 Microsoft Core CAL - Software assurance - 1
user CAL - Platform - Enterprise - All
Languages
350 37.45 13,107.50
Coverage Dates:01-OCT-2017 - 30-SEP-2018
STATE OF COLORADO NASPO VALUEPOINT SOFTWARE VAR(#
ADSPO16-138244/ 20170000000000000105)
LICENSE :6808514
AUTHORIZATION N:ANNUAL BILLING DUE 10/1/17
DEPLOY DATE :01-OCT-2017
Product Subtotal 76,958.42
TAX 0.00
Total 76,958.42
Lease & Financing options available from Insight Global Finance for your equipment & software acquisitions. Contact your Insight
account executive for a quote.
Thank you for considering Insight. Please contact us with any questions or for additional information about Insight's complete IT
solution offering.
Sincerely,
Mark Pitts
4803333321
MARK.PITTS@INSIGHT.COM
Tone Tuskan
5097422283
TONE.TUSKAN@INSIGHT.COM
Fax 8664330064
Insight Global Finance has a wide variety of flexible financing options and technology refresh solutions. Contact your Insight
representative for an innovative approach to maximizing your technology and developing a strategy to manage your financial
options.
This purchase is subject to Insight’s online Terms of Sale unless you have a separate purchase agreement signed by both your
company and Insight, in which case, that separate agreement will govern. Insight’s online Terms of Sale can be found at:
http://www.insight.com/en_US/help/terms-of-sale-products-ips.html