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ORDINANCE NO. 9330
AN ORDINANCE ESTABLISHING 2019 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 2019 Pueblo Rural Transportation Planning Project No. TP 1901 is hereby
established.
SECTION 2.
Funds in the amount of $7,400 from the SFY2019 Pueblo Area Council of
Governments (PACOG) Rural Transportation Planning Grant as authorized in the 2018
City and PACOG Delegation Agreement approved by Ordinance No. 9235 on February
26, 2018 are hereby budgeted and appropriated for said Project.
SECTION 3.
The officers and staff of the City are authorized and directed to perform any and
all acts consistent with the intent of the Ordinance to implement the policies and
procedures described herein.
SECTION 4.
This Ordinance shall become effective immediately upon final passage and
approval.
INTRODUCED: August 13, 2018
BY: Ed Brown
MEMBER OF CITY COUNCIL
APPROVED:
PRESIDENT OF CITY COUNCIL
ATTESTED BY:
ACTING CITY CLERK
PASSED AND APPROVED: August 27, 2018
City Clerk’s Office Item # R-5
BACKGROUND PAPER FOR PROPOSED
ORDINANCE
COUNCIL MEETING DATE:
August 13, 2018
TO: President Christopher A. Nicoll and Members of City Council
CC: Sam Azad, City Manager
VIA: Brenda Armijo, Acting City Clerk
John T. Adams, Transportation Program Manager
FROM:
SUBJECT:AN ORDINANCE ESTABLISHING 2019 PUEBLO RURAL
TRANSPORTATION PLANNING PROJECT AND BUDGETING AND
APPROPRIATING FUNDS IN THE AMOUNT OF $7,400 FOR SAID
PROJECT
SUMMARY:
This Ordinance establishes the SFY2019 Pueblo Area Council of Government (PACOG)
Rural Transportation Planning Project, Project No. TP1901, and budgets and
appropriates funds in the 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.
PREVIOUS COUNCIL ACTION:
The establishment of the Project and budgeting of funds has been approved by City
Council on an annual basis once the purchase order is issued by the State of Colorado
to PACOG.
BACKGROUND:
PACOG received an award of funds from CDOT on July 25, 2018 that provides $7,400 in
RPG funds to PACOG for rural transportation planning activities through June 30, 2019.
The City and PACOG annually enter 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 2019 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.
FINANCIAL IMPLICATIONS:
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.
BOARD/COMMISSION RECOMMENDATION:
The CDOT Rural Planning Grant funding is included as a component of the Delegation
Agreement between the City of Pueblo and PACOG approved by Ordinance No. 9235 on
February 26, 2018.
STAKEHOLDER PROCESS:
Not Applicable
ALTERNATIVES:
If City Council does not approve this Ordinance, the CDOT funding will not be expended
by the City’s Urban Transportation Planning Division and funds for transportation planning
outside of the urbanized area, and travel expenses for outside of Pueblo will not be
reimbursed through these funds.
RECOMMENDATION:
Approval of the Ordinance.
Attachments: Colorado Department of Transportation Purchase Order
PACOG Resolution 2018-020
Transportation Planning Region Work Program
Colorado Dept of Transportation /6 *CO0tOv
DATE:07/10/2018 w .p\Purchase Order
2829 W. Howard Place Q -rI•%V 96'` State of Colorado
Denver CO 80204 �- ?
IMPORTANT * � ;oI Oi
*
The PO# and Line#
Buyer: Natalie Martinez
Y must appear on all `-,,�1876 '
Phone Number: 303-757-9374 invoices, packing
Agency Contact: Timothy Kirby slips, cartons and PO#411017480 Page# 1 of 1
Phone Number: 303-757-9619 correspondence Award#:
BID#:
Vendor Master#:2000241
Phone: 719-583-6379 Invoice
Vendor Contact: LOUELLA SALAZAR
TO: CDOT DTD Business Office
2829 W. Howard Place
e• PUEBLO AREA COUNCIL OF GOVERNMENTS Denver CO 80204
N 229 WEST 12TH STREET
D PUEBLO CO 81003-2810 Payment will be made by this agency
0
R Ship
INSTRUCTIONS TO VENDOR TO: Colorado Dept of Transportation
4201 E. Arkansas Ave
I.If for any reason,delivery of this order is delayed beyond the delivery/Installation date shown,please notify Denver CO 80222
the agency contact named at the top Telt(Right of cancellation is reserved in instances in which timely delivery p
is not made). 2.All chemicals,equipment and materials must conform to the standards required by OSHA. Delivery/Installation Date:06/30/2019
1 NOTE:Additional terms and conditions on reverse side or at address shown in Special Instructions.
SPECIAL INSTRUCTIONS
LINE PRODUCT NUMBER UOM QUANTITY UNIT COST TOTAL ITEM COST
PRODUCT CATEGORY PLANT
DESCRIPTION
00001 AU 7,400.00 1.00 7,400.00
96287 7001
FY 19 Rural Planning
PACOG TPR
DOCUMENT TOTAL: 7,400.00
THIS PO IS ISSUED IN ACCORDANCE WITH STATE AND FEDERAL REGULATIONS FOR THE STATE OF COLORADO
https://www.codot.gov/business/procurement-and-contract-
services/purchase-order-terms-and-conditions/purchase-order-terms-
and-conditions/view Authorized Signature Date
DP-01 (R-02/06)
Signature not required if PO transmitted
electronically.
RURAL PLANNING WORK PROGRAM
Pueblo Area Regional Planning Commission (RPC) and Transportation Planning Region (TPR)
Amount NOT TO EXCEED: $ 7,400
Designated Contacts for TPR:
For the purpose of this Purchase order, Mr. Timothy Kirby is hereby designated representative
of the State and Mr. John Adams is hereby designated representative of Pueblo Area Council of
Governments (a.k.a. Vendor), fiscal entity for the Pueblo Area TPR. The Vendor's
representative (or Administrator) is responsible for providing the TPR's Representative and
Alternate(s)to the State Transportation Advisory Committee (STAC)with copies of this Scope of
Work, so they are aware of the tasks for which the TPR is responsible and related 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. Timothy Kirby
DTD MPO & Regional Planning Section
Colorado Department of Transportation
4201 E. Arkansas Ave., Shumate Bldg.
Denver, CO 80222
To STAC Representative:
Terry Hart, County Commissioner
Pueblo County
Pueblo County Courthouse
215 W. 10th Street
Pueblo, CO 81003
To the Vendor/Contract Administrator:
Mr. John Adams, MPO Administrator
City of Pueblo
211 East D Street
Pueblo, CO 81003
REQUIREMENTS
Conforming to the standards set forth in Sections IV, V, VI, VII and VIII of 2 CCR 604-2 (the
Rules)for the expenditure standards 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,
all such records, including all technical and financial aspects of the tasks described in the Scope
of Work. The State will arrange such reviews and inspections with monitoring to be done no
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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
the tasks section 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. Prior approval must be
obtained in writing from the State's designated representative for any expenses not explicitly
authorized in the tasks section below.
All requests for reimbursement shall include documentation of all expenditures in accordance
with 2 CFR 200, 49 CFR Part 18, 23 CFR 420 and the attached Scope of Work Guidance. The
attached Rural Planning Assistance Contract Reimbursement Request Form must be filled out
in its entirety and include specific tasks and the date the tasks were performed.
Requests for reimbursement for the expenditure of funds must be submitted to the State
at least quarterly. Pursuant to 49 CFR 18.41, grantees are required to submit invoices on at
least a quarterly basis and within 30 days of the close of each billing period. Vendors may elect
to submit invoices on a more frequent basis, but at a minimum, invoices must be submitted no
less frequent than the billing schedule below:
Quarter End Date Billing Due Date
1st September 30 October 30
2nd December 31 January 31
3rd March 31 April 1
4th June 30 July 30
Final billings are due to the State by July 30. Upon the expiration of this purchase order,
all unclaimed funds will revert to the State, and will not carry forward into the next year.
To assure SPR funds conform with the tasks of the Scope, pursuant to 49 CFR 18.42, 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
and 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, to the State, FHWA,
or the Comptroller General. The Vendor shall include this record keeping/audit requirement in
any purchase order with any consultant who performs tasks, by expressly requiring the
consultant, and/or other agencies, to comply with this requirement.
All reports pertaining to the performance of this purchase order shall be reviewed and approved
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pursuant to the procedures established under 2 CFR 604-2, 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 responsibility to ensure the fulfillment of the Scope of Work and 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, pursuant to 49 CFR 18.36, 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
services, which utilizes SPR funds.
SCOPE OF WORK
The purpose of the Scope of Work is to present procedures for the statewide and regional
transportation planning process within the TPRs. If you have any questions, please contact your
MPO & Regional Planning Liaison, Mr. Timothy Kirby.
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). The primary intended use for these funds are described in
tasks 1 and 2, which include the regular activities of the TPR. Secondary intended uses
are described in tasks 3-6 which may occur periodically throughout the planning cycle.
TPR designated STAC representatives and alternates are eligible for reimbursement of
allowable travel expenses related to the tasks listed below. Eligible expenses may include, but
are not limited to, transportation, lodging, and meals as per State Travel Policy and applicable
CDOT procedural directives. CDOT will provide a travel reimbursement form to document the
aforementioned expenses. In lieu of submitting a signed CDOT travel reimbursement form,
TPRs may submit alternate signed travel documentation, as long as it provides the same
information as required in the CDOT form.
PRIMARY TASKS
1 —Participation in the Statewide Transportation Advisory Committee(STAC)
The TPR shall have a designated representative to carry out the duties of the STAC pursuant to
C.R.S. §43-1-1104 (STAC Responsibilities) as amended, and Section V. of the Rules. The
TPR shall also designate a STAC Alternate to attend regularly scheduled meetings and carry
out these duties if the designated representative is unable or unavailable.
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STAC representatives shall attend monthly STAC meetings, as well as other official STAC
events. A STAC representative's duties include, but are not limited to:
1. Serving as the communication liaison between the Department, the STAG 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.
2—Provide Opportunities for Public Participation in TPR Meetings
Please reference Section VI (Public Participation Rules) 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:
1. 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.
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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, social media
and other means.
SECONDARY TASKS
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.
4—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 VIII of the Rules for the Statewide Planning
Process (2 CCR 604-2).
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 (at least 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: httr s://www.codot.gov/business/budget/statewide-transportation-improvement-
program-stip-reports-information.
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Whenever a policy amendment is proposed for the STIP, the TPR shall review and comment on
the proposed amendment. The STIP amendment review 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.
2. The TPR needs to determine if the policy amendment is of such significance as to
establish a meeting within the 30 day 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.
3. The TPR may elect to 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.
4. The TPR should post the notice of proposed STIP amendment, if it has an office and a
public place for posting such notices.
5. 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.
6—Long-Range Statewide Transportation Plan
In conjunction with its RTP, the TPR will provide input and advice on the development of the
Statewide Transportation Plan. Duties include but are not limited to:
1. Providing input on the integration and consolidation of RTPs with the Statewide
Transportation Plan.
2. Reviewing and providing comment, through the STAC representative, on elements of the
Statewide Transportation Plan, including drafts of the Statewide Transportation 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.
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