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HomeMy WebLinkAbout08688ORDINANCE NO. 8688 AN ORDINANCE ESTABLISHING THE 2014 PUEBLO RURAL TRANSPORTATION PLANNING PROJECT AND BUDGETING AND APPROPRIATING FUNDS IN THE AMOUNT OF $7,400 FOR SAID PROJECT BE IT ORDAINED BY THE CITY COUNCIL OF PUEBLO, that: SECTION 1. The 2014 Pueblo Rural Transportation Planning Project is hereby established. SECTION 2. Funds in the amount of $7,400 from the FY2014 Pueblo Area Council of Governments ( PACOG) Rural Transportation Planning Grant as authorized in the 2014 City and PACOG Delegation Agreement approved December 23, 2013 are hereby budgeted and appropriated for said Project. SECTION 3. The officers and staff of the City are directed and authorized to perform any and all acts consistent with the intent of this Ordinance to effectuate the policies and procedures described herein. SECTION 4. This Ordinance shall become effective upon final passage and approval. INTRODUCED: December 9, 2013 BY: Chris Kaufman son APPROI ;ENT OF CITY COUNCIL ATTESTED BY: -cS1t CI CLERK PASSED AND APPROVED: December 23. 2013 DATE: DECEMBER 9, 2013 AGENDA ITEM # R -9 DEPARTMENT: PLANNING AND COMMUNITY DEVELOPMENT JEFF BAILEY, P.E., ACTING DIRECTOR TITLE AN ORDINANCE ESTABLISHING THE 2014 PUEBLO RURAL TRANSPORTATION PLANNING PROJECT AND BUDGETING AND APPROPRIATING FUNDS IN THE AMOUNT OF $7,400 FOR SAID PROJECT ISSUE Should City Council approve the establishment of the 2014 Pueblo Rural Transportation Planning Project and budget and appropriate funds in amount of $7,400 from the Pueblo Area Council of Governments ( PACOG) Colorado Department of Transportation (CDOT) Rural Planning Grant (RPG) funds delegated through an agreement between PACOG and the City for rural transportation planning services? RECOMMENDATION Approval of the Ordinance. BACKGROUND The PACOG Board received an award of funds from CDOT on November 14, 2013 that provides $7,400 in RPG funds to PACOG for rural transportation planning activities through June 30, 2014. The City and PACOG annually enter into a Delegation Agreement that authorizes the City to complete the transportation planning tasks on behalf of PACOG and be reimbursed for eligible expenses. This Ordinance establishes the 2014 Pueblo Rural Transportation Planning Project and budgets and appropriates funds in the amount of $7,400 allocated for the City to complete rural transportation planning services in compliance with the state requirements for the use of the RPG grant funds. An Ordinance approving the 2014 City - PACOG Delegation Agreement for transportation planning services is being requested to be approved concurrently with this Ordinance. FINANCIAL IMPACT Funds in the amount of $7,400 shall be budgeted and appropriated for the Pueblo Rural Transportation Planning Project. It is estimated that approximately two (2 %) of the Project cost or approximately $150 in staff time from the Finance Department will be expended on the Project. Colorado Dept of Transportation 4201 E. Arkansas Ave Denver, CO 80222 Buyer: Brian Hancock Phone Number: 303- 757 -9131 Agency Contact: Jeffrey Sudmeier Phone Number: (303)757 -9063 DATE: 07/10/2013 IMPORTANT The PO# and Line# must appear on all invoices, packing slips, cartons and correspondence Vendor Master #2000241 PHONE: 719 - 583 -6379 Vendor Contact: LOUELLA SALAZAR Purchase Requisition M 0110446870 v PUEBLO AREA COUNCIL OF GOVERNMENTS E N 229 WEST 12TH STREET d PUEBLO CO 81003 -2810 O R INSTRUCTIONS TO VENDOR 1. If for any reason, delivery of this order is delayed beyond the deliveryllnstallation date shown, please notify the agency contact named at the top left (Right of cancellation is reserved in instances in which timely delivery is not made). 2. All chemicals, equipment and materials must conform to the standards required by OSHA 3. NOTE: Additional terms and conditions on reverse side or at address shown in Special Instructions. Purchase Order State of Colorado P.O # 211019338 Page # 1 of 1 State Award# BID# Invoice TO: Colorado Dept of Transportation 4201 East Arkansas ave Denver CO 80222 will be Ship To: Colorado Dept of Transportation 4201 East Arkansas ave Denver CO 80222 Deliverylinstallation Date: 06/30/2014 SPECIAL INSTRUCTIONS www.colorado.gov /dpa /dfp /sco/ contracts /fiscalrules /PO_ ,terms_ &_conditionsl- 1- 09.pdf LINE # MATERIAL # UOM QUANTITY MATERIAL GROUP # PLANT DESCRIPTION 00010 Activ.unit 1 96100 7001 FY 14 Rural Planning Work Program- Puebl UNIT COST TOTAL ITEM COST 7,400.00 7,400.00 THIS PO IS ISSUED IN ACCORDANCE WITH STATE AND FEDERAL REGULATIONS This PO is effective on the date signed by the authorized individual. Signatcre not required H PO transmitted electronically via Email. DP -01 (R -02MG) 1.Offer /Acceptance. If this purchase order ("FO ") refers to vendors bid or proposal, this PO is an ACCEPTANCE of vendor's OFFER TO SELL in accordance with the terms and conditions of the "solicitation identified in vendor's bid or proposal. The solicitation includes an RFP, IFB, or any other farm of order by buyer. If a bid or proposal is not referenced, this PO is an OFFER TO BUY, subject to vendor's acceptance, demonstrated by vendor's performance or written acceptance of this PO. Any COUNTER - OFFER TO SELL automatically CANCELS this PO, unless a change order is issued by buyer accepting a counter -offer. This PO shall supersede and control over any vendor form(s) or part(s) thereof included in or attached to any bid, proposal, offer, acknowledgment, or otherwise, in the event of inconsistencies or contradictions, regardless of any statement to the contrary it such form(s) or parts thereof. 2. Safety Information. All chemicals, equipment and materials proposed and/or used in the performance of ttis PO shall conform to the requirements of the Occupational Safety and Health Act of 1970. Vendor shalll flamish all Material Safety Data Sheets (MSDS) for any regulated chemicals, equipment or hazardous materials at the time of delivery. 3. Changes. Vendor shall furnish products and/or services strictly in accordance with the specifications and price set forth for each item. This PO shall not be modified, superseded or otherwise altered, except in writing signed by purchasing agent and accepted by vendor. Each shipment received or service performed shall comply with the terms of this FO, notwithstanding invoice terms or ads of vendor to the contrary, unless this PO has beer. modified, superseded or otherwise altered in accordance with this section. 4. Delivery. Unless otherwise specified in the solicitation or this PO, delivery shall be FOB destination Buyer is relying on the premised delivery date, installation, and/or service performance set forth in vendor's bid or proposal as material and basic to buyer's acceptance. If vendor fails to deliver or perform as and when promised, buyer, in its sole discretion, may cancel its order, or any part thereof; without prejudice to its other rights, return all or part of any shipment so made, and charge vendor with any loss or expense sustained as a result of such failure to deliver or perform as promised- Time is of the essence. 5. Intellectual Property. Any software, research, reports, studies, data, photographs, negath as or other documents, drawings or materials (collectively "materials") delivered by vendor in performance of its obligations under this PO shall be the exclusive property of buyer. Ownership rights shall include, but not be limited to, the right to copy, publish, display, transfer, prepare derivative works, or otherwise use the materials. Vendor shall comply with all applicable Cyber Security Policies ofthe State of Colorado (the "State "), or buyer, as applicable, and all confidentiality and non - disclosure agreements, security controls, and reputing requirements. 6. Quality. Buyer shall be the sole judge in determining "equals' with regard to quality, price and performance. All products dehv Brad shall be newly manufactured and the current model, unless otherwise specified 7. Warranties. Allprovisions andremedies of the Colorado Uniform Commercial Cade, CRS, Title 4 ("CUCC), relating to implied and/or express warranties arc incorporated herein, in addition to any warranties contained in this PO or the specifications. S. Inspection and Acceptance. Final acceptance is contingent upon completion of alt applicable inspection procedmes. If products or services fail to meet any inspection requirements, buyer may exercise all of its rights, including those provided in the CUCC. Buyer shall have the right to inspect services provided under this PO at all reasonable times and places. "Services" as used in this section includes services puformed or tangible material produced or delivered in the performance of services. If any of the services do not conform to PO requirements, buyer may require vendor to perform the services again in conformity with PO requirements, without additional payment. When defects in the quality or quantity of service cannot be corrected by re- performance, buyer may (a) require vendor to take necessary action to ensure that forum performance conforms to PO requirements and (b) equitably reduce the payment ruse vendor to reflect the reduced value of the services performed These remedies do not limit the remedies otherwise available in this PO, at law, or in equity. 9. Cash Discount. The cash discount period will start from the later of the date of receipt of acceptable invoice, or from date of receipt of acceptable products/services at the specified destination by an authorized buyer representative. 10. Taxes. Buyer and the State are exempt from all federal excise takes under Chapter 32 ofthe Internal Revenue Code [No. 84- 730123K] and from all State and local government sales and use taxes [CRS, Title 39, Article 26, Parts I and II]. Such exemptions apply when materials are purchased for the benefit of State, except that in certain political subdivisions (e.g., City of Denver) vendor may be required to pay sales or use taxes even though the ultimate product or service is provided to buyer. Buyer shall not reimburse such sales or use taxes. 11. Payment. Buyer shall pay vendor for all amounts due within 45 days after receipt of products or services and a coace notice of amount due. Interest on the unpaid balance shall begin to accrue on the 46th day at the rate set forth in CRS §24- 30- 202(24) until paid in full Interest shall not accrue ifs good faith dispute exists as to buyer's obligation to pay all or a portion of the amount due. Vendor shall invoice buyer separately for interest on delinquent amounts due, referencing the delinquent payment, number of day's interest to be paid, and applicable interest rate. 12. Vendor Offset. [Nor Applicable to Into- governmental POs] Under CRS §24-30 -202.4 (3.5), the State Controller may withhold payment under the State's vendor offset intercept system for debts owed to State agencies for (a) unpaid child support debts or arrearages; (b) unpaid balances of tax, accrued interest or other charges specified in CRS §39 -21 -101, at seq.; (c) unpaid loans due to the Student Loan Division of the Department of Higher Education; (d) amounts required to be paid to the Unemployment Compensation Fund; and (e) other unpaid debts awing to the State as a result of final agency determinatier or judicial action. 13. Assignment and Successors. Vendor shall not assign rights or delegate duties under this PO, or subcontract any part of the performance required render this PO, without the express, written consent of buyer. This PO shall inure to the benefit of and be binding upon vendor and buyer and their respective successors and assigns. Assignment of accounts receivable may be made only upon written notice funiished to buyer. 14. Indemnification. If any article sold or delivered under this PO is covered by apatent, copyright, trademark, or application therefore, vendor shall indemnify and hold harmless buyer from any and all loss, liability, cost, expenses and legal fees incurred on account of any claims, legal actions or judgments arising out of manufactaie, sale or use of such article in violation or infiingement of fights under such patent, copyright, trademark or application. If this PO is for services, vendor shall indemnify, save, and hold harmless buyer, its employees and agents, against any and all clams, damages, liability and court awards including costs, expenses, and attorney fees and related expenses, incurred as a result of any act or omission by vendor, or its employees, agents, subcontractors or assignees, arising out of or in connection with performance of services under this PO. 15. Independent Contractor. Vendor shall perform its duties hereunder as an independent contractor and not as an employee Neither vendor nor any agent or employee of vendor shall be deemed to be an agent or employee of buyer. Vendor and its employees and agents are not entitled to unemployment insurance or workers compensation benefits through buyer and buyer shall not pay for or otherwise provide such coverage for vendor ar any of its agents or employees. Unemployment insurance benefits will be available to vendor and its employees and agents only if coverage is made available by vendor or a tbird party. Vendor shall pay when due all applicable employment, income, and local head taxes incurred pursuant to this PO. Vendor shall not have authorization, express or implied, to bind buyer to any agreement, liability or understanding, except as expressly set forth herein Vendor shall (a) provide and keep in force workers' compensation and unemployment compensation insurance in the amounts required by law, (b) provide proof thereof when requested by buyer, and (c) be solely responsible for its acts and those of its employees and agents. 16. Communication. All communication concerning administration of this PO, prepared by vendor for buyer's use, shall be famished solely to purch agent 17. Compliance. Vendor shall strictly comply with all applicable federal and state laws, rules, and regulations in effect or hereafter established, including, without limitation, laws applicable to discrimination and unfair employment practices. 18. Insurance. Vendor shall obtain, and maintain, at all times during the term of this PO, insurance as specified in the solicitation, and provide proof of such coverage as requested by purchasing agent. 19. Termination Prior to Shipment. If vendor has not accepted this PO in writing, buyer may cancel this PO by written or oral notice to vendor prior to shipment of goods or commencement of services. 20. Termination for Cause. (a) If vendor refu[es or fails to timely and properly perform any of its obligations under this PO with such diligence as will ensure its completion within the time specified herein, buyer may notify vendor in writing of non performance and, if not corrected by vendor within the time specified in the notice, terminate vendor's right to proceed with the PO or such part thereof as to which there has been delay or a failure. Vendor shall continue performance of this PO to the extent not terminated and be liable for excess costs incrred by buyer in procuring similar goods or services elsewhere. Payment for completed services performed and accepted shall be at the price set forth in this PO. (b) Buyer may withhold amounts due to vendor as buyer deems necessary to reimburse buyer for excess costs hwmred in curing, completing or procuring similaz goods and services.(c) If attar rejection, revocation, or other termination of vendor's right to proceed under the CUCC or this clause, buyer determines for any reason that vendor was not in default or the delay was excusable, the rights and obligations of buyer and vendor shall be the same as if the notice of termination had been issued pursuant to terminationunder §21. 21. Termination in Public Interest Buyer is entering into this PO for the purpose of carrying out the public policy of the State, as determined by its Governor, General Assembly, and Courts. If this PO ceases to further the public policy of the State, buyer, in its sole discretion, may terminate this PO in whole or in part and such termination shall not be deemed to be a breach of buyer's obligations hereunder, This section shall not apply to a termination for vendor's breach, which shall be governed by §20. Buyer shall give written notice of termrination to vendor specifying the part of the PO terminated and when temtination becomes effective. Upon receipt of notice of termination, vendor shall not incur further obligations except as necessary to mitigate coats of performance. For services or specially manufactured goods, buyer shall pay (a) reasonable settlement expenses, (b) the PO price or Tate for supplies and services delivered and accepted, (c) reasonable costs of performance on unaccepted supplies and services, and (d) a reasonable profit for the unaccepted work For existing goods, buyer shall pay (e) reasonable settlement expenses, (1) the PO price for goods delivered and accepted, (g) reasonable costs incurred in preparation for delivery of the undelivered goods, and (h) a reasonable profit for the preparatory work. Buyer's termination liability under this section shall not exceed the total PO price plus a reasonable cost for settlement expenses. Vendor shall submit a termination proposal and reasonable supporting documentation, and cost and pricing data as required by CRS §24- 106.101, upon request of buyer. 22. PO Approval. This PO shall not be valid unless it is executed by purchasing agent Buyer shall not be responsible or liable for products or services delivered or performed prior to proper execution hereof, 23. Fund Availability. Financial obligations of buyer payable after the current fiscal year are cont upon funds for that purpose being appropriated, budgeted and otherwise made available. If this PO is funded in whole or in part with federal funds, this PO is subject to and contingent upon the continuing availability of federal funds for the purposes hereof. Buyer represents that it has set aside sufficient funds to make payment for goods delivered in a single installment, in accordance with the terms of this PO. 24. Choice of Law. State laws, rules and regulations shall be applied in the interpretation, execution, and enforcement of this PO. The CUCC shall govern this PO in the case of goods unless otherwise agreed in this PO. Any provision included or incorporated herein by reference which conflicts with such laws, rules, and regulations is n311 and void. Any provision incorporated herein by reference which purports to negate this or any other provision in this PO in whole or in part =hall not be valid or enforceable or available in any action at law, whether by way of complaint, defense, or otherwise. Unless otherwise specified in the solicitation or this PO, venue for any judicial or administrative action arising out of or in connection with this PO shall be in Demo, Colorado. Vendor shall exhaust administrative remedies in CRS §24. 109 -I06, prior to commencing any judicial action against buyer. 25. Public Contracts for Services. [Not Applicable to offer, i inane, or sale ofsecarltles, investment advisory sendca, fund management serving sponsored intergovernmental POs, or information rechnology services or products and services] Vendor certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien who will perform work under this PO and will confirm the employment eligibility of all employees who are newly hired for employment in the United States to nerform work under this PO. through participation in the E- Verify Program or the Department program established pursuant to CRS §8- 17.5- 102(5)(c), Vendor shall not knowingly employ or contract with an illegal alien to inerfQStn work under this PO or enter into a contract or PO with a subcontractor that fails to certify to vendor that the subcontractor shall not knowingly employ or contract with an illegal alien to Perform work under this PO . Vendor shall (a) not use E - Verify Program or Department program procedures to undertake pre-employment screening of job applicants during performance of this PO, (b) notify subcontractor and buyer within three days if vendor has actual knowledge that subcontractor is employing or contracting with an illegal alien for work under this 1 (c) terminate the subcontract if subcontractor does not stop employing or contracting with the illegal alien within three days of receiving notice, and (d) comply with reasonable requests made in the course of an investigation, undertaken pursuant to CRS §8. 17.5 - 102(5), by the Colorado Department of Labor and Employment Ifvendor participates in the Department program, vendor shall deliver to the buyer a v,rittea, notarized affirmation that vendor has examined the legal work status of such employee, and shall comply with all of the other requirements of the Department program. If vendor fails to comply with any requirement of this provision or CRS §8- 17.5 -101 et seq., buyer may terminate this PO for breach and, if so terminated, vendor shall be liable for damages. 26. Public Contracts with Natural Persons. Vendor, Na natural person eighteen (18) years of age or older, hereby swears and affirms under penalty of perjury that he or she (a) is a citizen or otherwise lawfully present in the United States pursuant to federal law, (b) shall comply with the provisions of CRS §24- 76.5 -101 et seq., and (c) has produced a form of identification required by CRS §24- 76.5.103 prior to the date vendor delivers goods or begins performing services under terms of the PO. Effective Date 01/01/09 RURAL PLANNING WORK PROGRAM Pueblo Area Regional Planning Commission (RPC) and Transportation Planning Region (TPR) Amount NOT TO EXCEED: 7.4 Designated Contacts for TPR: For the purpose of this Purchase order, Mr. Michael Snow is hereby designated representative of the State and Mr. Scott Hobson is hereby designated representative of Pueblo Area Council of Governments (a.k.a. Vendor), fiscal entity for the Pueblo Area TPR. Vendor's representative (or Administrator) is responsible for providing the TPR's Representative and Alternate(s) to the State Transportation Advisory Committee (STAG) with copies of this Scope of Work, so they are aware of the tasks for which the TPR is responsible and eligible expenses. Either party may from time to time designate in writing new or substitute representatives including new or substitute addresses where notices shall be sent. All notices required to be given by the parties hereunder shall be sent by US mail (certified, registered or regular postal) to the individuals at the addresses set forth below: To CDOT: Mr. Michael Snow DTD MPO & Regional Planning Section Colorado Department of Transportation 4201 E. Arkansas Ave., Shumate Bldg. Denver, CO 80222 To STAC Representative: Liane "Buffie" McFadyen, County Commissioner Pueblo County Pueblo County Courthouse 215 W. 10th Street Pueblo, CO 81003 To the Vendor /Contract Administrator: Mr. Scott Hobson, Assistant City Manager City of Pueblo 211 East D Street Pueblo, CO 81003 The purpose of the Scope of Work is to present procedures for the statewide and regional transportation planning process within the TPRs. Conforming to the standards set forth in Sections IV, V. VI, VII and VIII of 2 CCR 604 -2 (the Rules) for the expenditure of State Planning and Research (SPR) funds during the Program Period (beginning July 1 of the issuing year and expiring June 30 of the ending year), the Vendor shall cooperatively undertake the activities related to the statewide and regional transportation planning process to perform the tasks identified in the Scope of Work herein. The State and FHWA are specifically authorized to review and inspect, at all reasonable times, Page 1 of 5 I such records, including all technical and financial aspects of the tasks described in the Scope. The State will arrange such reviews and inspections with monitoring to be done no more than quarterly. The State reserves the right to a mid -year review of the cost data and other progress associated with the tasks. The State will provide at least one week's notice of the date and time for any meeting to discuss said review. The Vendor shall assure that SPR funds spent during the Program Period are for activities directly related to the statewide and regional transportation planning process as articulated in tasks 1 through 5 of the Scope of Work. Throughout the duration, all activities must be in accordance with all applicable State and Federal requirements and within the terms and conditions of this purchase order. The State has the right to disallow any costs incurred by the Vendor which are inconsistent with or not in compliance with the authorized tasks of the Scope of Work. Requests for reimbursement for the expenditure of funds will be submitted to the State at least quarterly. All requests for reimbursement shall include documentation of all expenditures in accordance with federal A -87 Guidance, reference 49 CFR Part 18 and the attached Local Agency Payment Checklist (attached). Final billings are due to the State by June 30th. Upon the June 30th expiration of this purchase order, all unclaimed funds will revert to the State, and will not carry forward into the next year. The Rural Planning Assistance Contract Reimbursement Request Form (attached) must be filled out in its entirety and include specific tasks and the date the tasks were performed. To assure SPR funds conform with the tasks of the Scope, the Vendor shall maintain a complete file of all records, communications, and other written materials which pertain to the performance and cost of services for the duration of this purchase order or further such period (up to three years) as may be necessary to resolve all financial matters. The Vendor shall permit the State, FHWA or the Comptroller General of the United States to audit and/or inspect Vendor's records pertaining to the services of this purchase order for the specified period to evaluate Vendor's performance assuring compliance with the terms and conditions hereof. Copies of these records shall be furnished, if requested, by the State, FHWA, or the Comptroller General. The Vendor shall include this record keeping /audit requirement in any purchase order with any consultant who performed tasks, by expressly requiring the consultant to comply with this requirement. All reports pertaining to the performance of this purchase order shall be reviewed and approved pursuant to the procedures established under the Rules, but no report will be published without the prior approval of FHWA. Any published material shall acknowledge the participation of the State and the FHWA in recognition of the cooperative nature of the statewide transportation planning process, for example, "FUNDED BY THE FHWA AND THE FTA ". Published materials include any non - internal documents, reports, maps, photographs, computer software or like materials that are intended to be viewed by those outside of FTA, FHWA, CDOT and the TPR. Vendor shall take all reasonable steps to obtain the necessary staff, or consultant services, required to carry out all tasks described and identified in the Scope and this section. The selection for consultant services shall be in compliance with all federal procurement requirements. In addition, any Request for Proposal (RFP) used by the Vendor to secure consultant services must be reviewed and approved by the State prior to release. The Vendor shall obtain written authorization from the State before executing any contract for consultant Page 2 of 5 services, which utilizes SPR funds Scope of Work — Tasks The following tasks are incorporated herein to describe the work program for the continuation of the statewide and regional transportation planning process within the TPRs. The purpose of the work is to implement the provisions of C.R.S. § 43 -1 -1101 et.seq. and Rules and Regulations for the Statewide Transportation Planning Process and the Transportation Planning Regions, 2 CCR 604 —2 (The Rules). TASK 1 — PARTICIPATION IN THE STATEWIDE TRANSPORTATION ADVISORY COMMITTEE (STAC) The TPR shall have a designated representative to attend regularly scheduled meetings and carry out the other duties of the STAC pursuant to C.R.S. § 43 -1 -1104 as amended, and Section V. of the Rules. The TPR shall also designate a STAC alternate to attend regularly scheduled meetings and carry out the other duties if the designated representative is unable or unavailable. Participation in the STAC includes but is not limited to: 1. Serving as the communication liaison between the Department, the STAC and the members of the TPR and constituents. 2. Providing advice to the Department on the needs of the transportation system. 3. Reviewing and commenting on updates and amendments to the Regional and Statewide Transportation Plans. 4. Providing assistance in resolving transportation related conflicts which arise between TPRs, or between the Department and a TPR. 5. Making recommendations to the Department concerning the integration and consolidation of Regional Transportation Plans (RTPs) into the Statewide Transportation Plan. 6. Furnishing regional perspectives on transportation problems requiring statewide solutions. 7. Providing advice and comment on TPR boundaries. TASK 2 — PROVIDE OPPORTUNITIES FOR PUBLIC PARTICIPATION Please reference Section VI of 2 CCR 604 -2 (The Rules), which includes specific public participation provisions required in the transportation planning process. The TPR shall work in cooperation with CDOT in carrying out the requirements for public participation as described in The Rules and Title 23 CFR Part 450 of the federal regulations. Public participation shall include, but not be limited to: Page 3 of 5 't .. Providing a proactive process that allows the public the opportunity to participate in the transportation planning process. The process shall provide a mechanism for public perspective, ideas and needs to be incorporated into the planning process, developing the public's understanding of the problems and opportunities facing the transportation system. 2. Conducting meetings, transportation forums, open houses or other means of public meetings for the purpose of providing information about transportation issues, receiving comments, consideration and response to public input and building consensus on transportation priorities. The TPR shall record the proceedings of meetings, forums and other public meetings concerning transportation in their TPR and make those notes available to the TPR constituency, especially interested parties unable to attend the meetings. 3. Providing mailings, either electronic or regular, containing information about transportation issues. The TPR shall maintain a mailing list of all known parties interested in transportation planning in the TPR including but not limited to: elected officials, municipal and county planning staffs, affected public agencies, local state and federal agencies eligible for federal and state transportation funds, local representatives of public transportation agency employees and users, freight shippers and providers of freight transportation services, private transportation providers, representatives of alternative transportation mode users, such as pedestrian walkways and bicycle transportation facilities; representatives of the disabled, private industry, environmental and other interested groups, Indian tribal governments and the US Secretary of the Interior when tribal lands are involved, representatives of persons or groups that may be underserved by existing transportation systems such as minority, low- income and disabled populations; and members of the general public. 4. Utilizing available media opportunities to provide timely notice of planning related activities; this includes, but is not limited to, electronic mail, newspapers and other means. TASK 3 -- LONG -RANGE REGIONAL TRANSPORTATION PLAN (RTP) Continue efforts to update and/or maintain the Regional Transportation Plan (RTP) and maintain up to date and relevant distribution lists, etc. The TPR shall work in conjunction with the Department and its consultants to develop new RTPs. New RTPs will be completed in 2014. TASK 4 -- LONG -RANGE STATEWIDE TRANSPORTATION PLAN In conjunction with its RTP, the TPR will provide input and advice on the development of the next Statewide Transportation Plan. Duties include but are not limited to: 1. Providing input on the integration and consolidation of RTPs with the next Statewide Transportation Plan. 2. Reviewing and providing comment, through the STAC representative, on elements of the next Statewide Transportation Plan, including drafts of the Statewide Transportation Page 4 of 5 Plan, and the final Statewide Transportation Plan pursuant to C.R.S. § 43 -1 -1101 through 1105 and U.S.C. Section 135 Title 23. TASK 5 -- DEVELOPMENT AND AMENDMENT OF THE STATEWIDE TRANSPORTATION IMPROVEMENT PROGRAM (STIP) The TPR will undertake activities and meetings necessary to participate in and provide input on the update (every four years) of the Statewide Transportation Improvement Program (STIP), and to review and comment on proposed policy amendments to the STIP, as needed. To update the STIP, TPR representatives meet with their appropriate CDOT Engineering Region(s) and Transportation Commissioner(s) to cooperate in the project prioritization process within that CDOT Engineering Region. Additional information on the STIP development process is available in the Project Priority Programming Process (4P) and STIP Development Guidelines available at: htt : / /www.coloradodot.info /business /bud etistatewide -trans ortation- im provement- program -stip- reports - information Whenever a policy amendment is proposed for the STIP, the TPR shall review and comment on the proposed amendment. The process is as follows: 1. The CDOT Office of Financial Management and Budget (OFMB) will post notice of the proposed STIP amendment on the CDOT website for a 30 day review and comment period. 3. The RPC needs to determine if the policy amendment is of such significance as to establish a meeting within the 30 day review and comment period if a meeting is not already scheduled, or discuss the amendment at an already scheduled meeting within the 30 day review and comment period to provide for public input. 6. The TPR may elect not hold a meeting or not discuss the proposed amendment if the RPC determines that the amendment is not significant enough to require such action. 7. The TPR should post the notice of proposed STIP amendment, if it has an office and a public place for posting such notices. 8. Comments on the proposed amendment need to be received within the 30 day review period via the CDOT website or by direct mail to the CDOT Chief Financial Officer. TASK 6 - REGIONAL TRANSPORTATION PLAN AMENDMENTS Federal and State legislation altering the transportation planning factors upon which the RTP is based may change the TPR's corridor priority recommendations to the Department and require amending the RTP. The TPR shall amend the RTP as necessary to make additions or deletions on review and analysis of the RTP to insure successful implementation throughout the Statewide Transportation Plan pursuant to Section Vlll of the Rules for the Statewide Planning Process (2 CCR 604 -2). 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