HomeMy WebLinkAbout07451ORDINANCE NO. 7451
AN ORDINANCE APPROVING A TRANSPORTATION ENHANCEMENT CONTRACT, STE -M086-
047 (15536) BETWEEN THE COLORADO DEPARTMENT OF TRANSPORTATION AND THE
CITY OF PUEBLO, A MUNICIPAL CORPORATION, BUDGETING AND APPROPRIATING FUNDS
RECEIVED IN THE AMOUNT OF $125,000 AND AMENDING CONTRACT EIAF NO. 4726,
BETWEEN THE COLORADO DEPARTMENT OF LOCAL AFFAIRS AND THE CITY OF PUEBLO,
A MUNICIPAL CORPORATION, BUDGETING AND APPROPRIATING FUNDS RECEIVED IN THE
AMOUNT OF $147,000 RELATING TO SANTA FE AVENUE IMPROVEMENTS CAPITAL
PROJECT NO. PL0503 AND AUTHORIZING THE PRESIDENT OF CITY COUNCILTO EXECUTE
SAME
WHEREAS, the State of Colorado, Department of Local Affairs, has offered additional funds
through Amended Contract No. 1, EIAF No. 4726 – Downtown Pueblo;
WHEREAS, State of Colorado, Department of Transportation, has offered funds through
Contract STE- 086 -047 (15536) – Santa Fe Avenue Improvements Project;
BE IT ORDAINED BY THE CITY COUNCIL OF PUEBLO, that:
SECTION 1.
The Contract between Pueblo, a Municipal Corporation, and the State of Colorado, for the
use and benefit of the State Department of Transportation for Transportation Enhancement Project
STE M086 -047 (15536) (hereinafter referred to as the "Contract'), a copy of which is attached,
having been approved as to form by the City Attorney, is hereby approved.
SECTION 2.
Funds from STE M086 -047 (15536) in the amount of $125,000 are hereby budgeted and
appropriated for the Santa Fe Avenue Improvements Project, PL0503.
INTRODUCED February 27, 2006
BY Randy Thurston
Councilperson
APPROVED: — ,
President of City Council
ATTESTED BY:
CITY CLERK
PASSED AND APPROVED March 27, 2006
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Background Paper for Proposed
ORDINANCE
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AGENDA ITEM #!�
DATE: February 27, 2006
DEPARTMENT: COMMUNITY DEVELOPMENT /JIM MUNCH
PLANNING DEPARTMENT /JIM MUNCH
TITLE
AN ORDINANCE APPROVING A TRANSPORTATION ENHANCEMENT
CONTRACT, STE -MO86 -047 (15536) BETWEEN THE COLORADO
DEPARTMENT OF TRANSPORTATION AND THE CITY OF PUEBLO, A
MUNICIPAL CORPORATION, BUDGETING AND APPROPRIATING FUNDS
RECEIVED IN THE AMOUNT OF $125,000 AND AMENDING CONTRACT EIAF
NO. 4726, BETWEEN THE COLORADO DEPARTMENT OF LOCAL AFFAIRS
AND THE CITY OF PUEBLO, A MUNICIPAL CORPORATION, BUDGETING
AND APPROPRIATING FUNDS RECEIVED IN THE AMOUNT OF $147,000
RELATING TO SANTA FE AVENUE IMPROVEMENTS CAPITAL PROJECT
NO. PLO503 AND AUTHORIZING THE PRESIDENT OF CITY COUNCILTO
EXECUTE SAME
ISSUE
Should City Council approve a Transportation Enhancement Contract between
the Colorado Department of Transportation and the City of Pueblo, budget and
appropriate the grant funds received in the amount of $125,000; and amend an
existing Contract EIAF No. 4726 between the Colorado Department of Local
Affairs and the City of Pueblo, budget and appropriate the additional grant funds
received in the amount of $147,000 relating to the Santa Fe Avenue
Improvements Project; and authorize the president of City Council to execute
same?
RECOMMENDATION
Adoption of Ordinance
BACKGROUND
The Pueblo Downtown Association has been actively spearheading the
enhancement of Santa Fe Avenue from 4th Street to 8 Street in cooperation with
the City since December 2003. The goal of the project is to continue the
streetscape improvements north on Santa Fe Avenue from the streetscape in
front of the Arts Center completed in 1994. The streetscape portion of the project
will install sidewalk and curb neck outs at intersections for pedestrian crossings,
storm inlets, decorative paving, landscaping, and seating areas. Santa Fe
Avenue is the 1 -25 Business Loop through the downtown and the improvements
in this area will enhance the route along Santa Fe Avenue and the entrance from
the Interstate at 6th Street.
A technical committee comprised of the City staff and the Pueblo Downtown
Association was formed to study this project. The Pueblo Downtown Association
and NorthStar Engineering funded a preliminary design and cost estimate study
in the amount of $16,000 and $25,000 respectively.
The Santa Fe Avenue Improvements Project consists improvements to the right
of way at the intersections of 5th Street and 6 Street on Santa Fe Avenue and
may include the 500 block of Santa Fe Avenue depending on the final bid costs.
The construction bid cost is estimated to be approximately $487,000. The total
project cost including engineering and street overlay will be approximately
$650,000.
The City has been awarded grants to fund the design, engineering and
construction of the project from the Colorado Department of Local Affairs, Energy
Mineral Impact Assistance Fund and the Colorado Department of Transportation,
Enhancement Fund. In addition, the City has agreed to construct a street overlay
by the Streets Department upon the completion of the streetscape at an
approximate cost of $100,000 to count as a local grant match. A budget
summary is provided below.
The City of Pueblo has been awarded a Transportation Enhancement Grant in
the amount of $125,000 from the Colorado Department of Transportation for a
portion of the Santa Fe Avenue Improvements Project at the 6 Street
intersection. At the time of the application, the CDOT grant was to fund Phase II
from 6 Street to 8 Street. The decrease in available funds from CDOT and the
increase costs of construction have limited the CDOT grant scope of work to the
intersection at 6 Street.
The City of Pueblo was awarded a grant for $278,000 from the Colorado
Department of Local Affairs, Energy Mineral Impact Assistance Fund in April
2004. The City of Pueblo has been awarded an additional grant in the amount of
$147,000 received from the Amended Contract No. 1, EIAF No. 4726.
BUDGET SUMMARY
Revenues
Expenditures
Energy /Mineral Impact -
$425,000
Engineering
$63,000
Construction $362,000
CDOT
$125,000
Construction $125,000
Total Construction $487,000
$487,000
Streets
$100,000
Overlay
$100,000
Total
$650,000
Total
$650,000
FINANCIAL IMPACT
Budget and appropriate funds from CDOT Grant STE M086 -047 (15536) in the
amount of $125,000 for the Santa Fe Avenue Improvement Project, PL0503.
Budget and appropriate funds from DOLA Grant Amendment No. 1 EIAF No.
4726 in the amount of $147,000 for the Santa Fe Avenue Improvement Project,
PL0503.
(FMLAWRK)
PROJECT STE M086-047,15536
REGION 2, MR
THIS CONTRACT made this � aay f —
Rev 10/03
06 HA2 00028
CMS ID 06 -098
J 2004 by and between the State of
Colorado for the use and benefit of the Colorado Department of Transportation hereinafter referred to
as the State and CITY OF PUEBLO, 211 East D Street, Pueblo, Colorado, 81003, FEIN: 846000615,
hereinafter referred to as the "Contractor" or the "Local Agency."
RECITALS
1. Authority exists in the law and funds have been budgeted, appropriated and otherwise made
available and a sufficient uncommitted balance thereof remains available for payment of project and
Local Agency costs in Fund Number 400, Appropriation Code 010, Organization Number 9991,
Program 2000, Function 3301, Object 2311 1P, Phase C, Reporting Category 2250, Contract
Encumbrance Number 15536, (Contract Encumbrance Amount: $156,205.00).
2. Required approval, clearance and coordination have been accomplished from and with appropriate
agencies.
3. Pursuant to Title I, Subtitle A, Section 1108 of the "Transportation Equity Act for the 21 n Century"
of 1998 (TEA -21) and/or the "Safe, Accountable, Flexible, Efficient Transportation Equity Act: A
Legacy for Users" of 2005 and to applicable provisions of Title 23 of the United States Code and
implementing regulations at Title 23 of the Code of Federal Regulations, as may be amended,
(collectively referred to hereinafter as the "Federal Provisions "), certain federal funds have been and
will in the future be allocated for transportation projects requested by Local Agencies and eligible under
the Surface Transportation Improvement Program that has been proposed by the State and approved by
the Federal Highway Administration ( "FHWA "), hereinafter referred to as the "Program."
4. Pursuant to § 1007(a) of TEA -21, at 23 U.S.C. § 133(d)(2), certain Surface Transportation project
funds are made available only for eligible "Transportation Enhancement Activities ", as defined in § 23
U.S.C. § 101(a), and this contract provides for the performance by the Local Agency of a project for
an eligible Transportation Enhancement Activity.
5. Pursuant to § 43 -1 -223, C.R.S. and to applicable portions of the Federal Provisions, the State is
responsible for the general administration and supervision of performance of projects in the Program,
including the administration of federal funds for a Program project performed by a Local Agency under
a contract with the State.
6. The Local Agency has requested that a certain local transportation project be funded as part of the
Program, and by the date of execution of this contract, the Local Agency and/or the State has completed
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and submitted a preliminary version of CDOT form #463 describing the general nature of the Work.
The Local Agency understands that, before the Work begins, form #463 may be revised as a result of
design changes made by CDOT, in coordination with the Local Agency, in its internal review process.
The Local Agency desires to perform the Work described in form #463, as it may be revised.
7. Federal -aid funds have been made available for project STE M086 -047 (15536), which shall consist
of streetscaping for Santa Fe Avenue between 6 Street and 8 Street, referred to as the "Project" or the
"Work." Such Work will be performed in Pueblo, Colorado, specifically described in Exhibit A.
8. The matching ratio for this federal aid project is 80% federal -aid funds to 20% Local Agency funds,
it being understood that such ratio applies only to such costs as are eligible for federal participation, it
being further understood that all non - participating costs shall be borne by the Local Agency at 100 %.
9. The Local Agency desires to comply with the Federal Provisions and other applicable requirements,
including the State's general administration and supervision of the Project through this contract, in
order to obtain federal funds.
10. The Local Agency has estimated the total cost of the Work and is prepared to provide its match
share of the cost, as evidenced by an appropriate ordinance/resolution or other authority letter which
expressly authorizes the Local Agency the authority to enter into this contract and to expend its match
share of the Work. A copy of such ordinance/resolution or authority letter is attached hereto as Exhibit
B.
11. This contract is executed under the authority of §§ 29-1-203,43-1-110; 43-1-116,43-2-101(4)(c)
and 43 -2 -144, C.R.S. and Exhibit B.
12. The Local Agency is adequately staffed and suitably equipped to undertake and satisfactorily
complete some or all of the Work.
13. The Local Agency can more advantageously perform the Work.
THE PARTIES NOW AGREE THAT:
Section 1. Scope of Work
The Project or the Work under this contract shall consist of streetscaping for Santa Fe Avenue
between 6 Street and 8 Street, in Pueblo, Colorado, as more specifically described in Exhibit A.
Section 2. Order of Precedence
In the event of conflicts or inconsistencies between this contract and its exhibits, such conflicts
or inconsistencies shall be resolved by reference to the documents in the following order of priority:
1. Special Provisions contained in section 28 of this contract
2. This contract
Page 2 of 17
3. Exhibit A (Scope of Work)
4. Exhibit C (Funding Provisions)
5. Exhibit D (Certification for Federal -Aid Contracts)
6. Exhibit E (DBE Requirements)
7. Exhibit F (Contract Modification Tools)
8. Other Exhibits in descending order of their attachment.
Section 3. Term
This contract shall be effective upon approval of the State Controller or designee, or on the
date made, whichever is later. The term of this contract shall continue through the completion and
final acceptance of the Project by the State, FHWA and the Local Agency.
Section 4. Project Funding Provisions
The Local Agency has estimated the total cost of the Work and is prepared to provide its match
share of the cost, as evidenced by an appropriate ordinance /resolution or other authority letter which
expressly authorizes the Local Agency the authority to enter into this contract and to expend its match
share of the Work. A copy of such ordinance /resolution or authority letter is attached hereto as Exhibit
B.
The funding provisions for the Project are attached hereto as Exhibit C. The Local Agency
shall provide its share of the funds for the Project as outlined in Exhibit C.
Section 5. Transportation Enhancement Advance Payment Provisions
The advance payment provisions described herein shall apply only to a percentage of the
construction work portion of an enhancement project, as described below. Payment for all
other work portions of the Project, including for the design work, shall be on a reimbursement
basis, as described below.
A. Pursuant to FHWA's approval under 23 U.S.C. § 133(e)(3)(B), the State will provide an
advance payment up to a maximum percentage of the total amount for the construction
portion of transportation enhancement project activities, in accord with the following
procedures.
1. the State will provide advance payment to the Local Agency of 70% of the federal
funds budgeted and available for the construction of this transportation
enhancement project, in accord with 23 U.S.C. § 133(e)(3)(B and as described
herein.
2. the Local Agency shall submit the following to the State representative identified
in section VII, after execution of this Contract:
a) a financial statement for the construction of the project; and
b) an invoice for advance payment of 70% of the federal funds budgeted and
available for the construction of the project.
3. After receipt of such statement and invoice, the State will issue a warrant to the
Local Agency in the amount of the approved advance payment of construction
Page 3 of 17
C.
project funds, subject however to the prior performance of the following: A) the
satisfactory completion of the design of the project; B) the State approving the
Local Agency's construction contract; and C) the State issuing to the Local
Agency a Notice To Proceed with the construction of the project.
4. the advanced funds shall be used by the local agency only for the performance of
the construction work of the project. Upon receipt of the notice to proceed from
the State, the Local Agency shall proceed expeditiously to start the construction
work and prosecute it diligently to completion. If for any reason the local agency
does not start the construction work within 120 days of receipt of the notice to
proceed, or if the Local Agency starts the construction work but discontinues or
abandons performance before completion, the Local Agency shall remit to the
State all federal funds reimbursed or advanced by the State for the project not later
than 30 days after the 120th day, or after the date the Local Agency
discontinues /abandons performance, as applicable.
5. When the Project construction work is completed, the Local Agency shall submit
to the State all required paperwork for that construction work, together with a
final statement of costs for that construction work and a billing for the remaining
30% of the federal funds budgeted and available for the Project construction work.
The State shall not reimburse the Local Agency the remaining 30% of the
construction work costs until the State has reviewed the billings and has inspected
the completed project construction work, subject to the terms and conditions of
this contract.
Except as provided in A. above, the State will reimburse the Local Agency for the
federal -aid share of the project design, and other work following the State's review and
approval of such charges, subject to the terms and conditions of this contract. The Local
Agency will prepare and submit to the State monthly charges for costs incurred relative to
the design, and work portions of the project. Provided, however, that charges incurred by
the Local Agency prior to the date of FHWA authorization for the project and prior to the
date this contract is executed by the State Controller or his designee will not be charged
by the Local Agency to the project, and will not be reimbursed by the State, absent
specific FHWA and/or State Controller approval thereof.
The State will reimburse the Local Agency's reasonable, allocable, allowable costs of
performance of the Work, not exceeding the maximum total amount described in Exhibit C.
The applicable principles described in Title 49, Code of Federal Regulations, Part 18 (the
"Common Rule "), Subpart C ( "Financial Administration "), including 49 C.F.R. 18.22, shall
govern the allowability and allocability of costs under this contract. The Local Agency shall
comply with all such principles. To be eligible for reimbursement, costs by the Local
Agency shall be:
1. in accordance with the provisions of Exhibit C and with the terms and conditions
of the contract.
2. necessary for accomplishment of the Work.
3. reasonable in amount for the goods and services provided.
4. actual net cost to the Local Agency (i.e., the price paid minus any refunds, rebates,
or other items of value received by the Local Agency that have the effect of
reducing the cost actually incurred).
Page 4 of 17
5. incurred for Work performed subsequent to the effective date of this contract.
6. satisfactorily documented.
D. The Local Agency shall establish and maintain a proper accounting system in accordance
with generally accepted accounting standards (a separate set of accounts, or as a separate
and integral part of its current accounting scheme) to assure that project funds are
expended and costs accounted for in a manner consistent with this contract and project
objectives.
1. All allowable costs charged to the project, including any approved services
contributed by the Local Agency or others, shall be supported by properly
executed payrolls, time records, invoices, contracts or vouchers evidencing in
detail the nature of the charges.
2. Any check or order drawn up by the Local Agency, including any item which is or
will be chargeable against the project account shall be drawn up only in
accordance with a properly signed voucher then on file in the office of the Local
Agency, which will detail the purpose for which said check or order is drawn. All
checks, payrolls, invoices, contracts, vouchers, orders or other accounting
documents shall be clearly identified, readily accessible, and to the extent feasible,
kept separate and apart from all other such documents.
E. Upon execution of this contract the State is authorized, in its discretion, to perform any
necessary administrative support services pursuant to this contract. These services may be
performed prior to and in preparation for any conditions or requirements of this contract,
including prior FHWA approval of project work. The Local Agency understands and agrees
that the State may perform such services, and that payment for such services shall be at no cost
to the State but shall be as provided in Exhibit C. At the request of the Local Agency, the State
shall also provide other assistance pursuant to this contract as may be agreed in writing. In the
event that federal -aid project funds remain available for payment, the Local Agency
understands and agrees the costs of any such services and assistance shall be paid to the State
from project funds at the applicable rate. However, in the event that such funding is not made
available or is withdrawn for this contract, or if the Local Agency terminates this contract prior
to project approval or completion for any reason, then all actual incurred costs of such services
and assistance provided by the State shall be the sole expense of the Local Agency.
F. If the Local Agency is to be billed for CDOT incurred direct costs, the billing procedure shall
be as follows:
1. Upon receipt of each bill from the State, the Local Agency will remit to the State the
amount billed no later than 45 days after receipt of each bill. Should the Local
Agency fail to pay moneys due the State within 45 days of demand or within such
other period as may be agreed between the parties hereto, the Local Agency agrees
that at the request of the State, the State Treasurer may withhold an equal amount
from future apportionments due the Local Agency from the Highway Users Tax Fund
and to pay such funds directly to the State. Interim funds, until the State is
reimbursed, shall be payable from the State Highway Supplementary Fund (400).
2. If the Local Agency fails to make timely payment to the State as required by this
section (within 45 days after the date of each bill), the Local Agency shall pay
interest to the State at a rate of one percent per month on the amount of the payment
which was not made in a timely manner, until the billing is paid in full. The interest
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(4) it (or its consultant) shall use the CDOT procedures described in
Attachment 1 [change] to administer that design consultant subcontract, to
comply with 23 CFR 172.5(b) and (d).
(5) it may expedite any CDOT approval of its procurement process and/or
consultant contract by submitting a letter to CDOT from the certifying Local
Agency's attorney /authorized representative certifying compliance with
Attachment 1 [change] and 23 CFR 172.5(b)and (d).
(6) it shall ensure that its consultant contract complies with the
requirements -of 49 CFR 18.36(1) and contains the following language
verbatim:
(a) "The design work under this contract shall be compatible with
the requirements of the contract between the Local Agency and the
State (which is incorporated herein by this reference) for the
design/construction of the project. The State is an intended third
party beneficiary of this contract for that purpose."
(b) "Upon advertisement of the project work for construction, the
consultant shall make available services as requested by the State to
assist the State in the evaluation of construction and the resolution of
construction problems that may arise during the construction of the
project."
(c) "The consultant shall review the construction contractor's
shop drawings for conformance with the contract documents and
compliance with the provisions of the State's publication, Standard
Specifications for Road and Bridge Construction in connection with
this work."
d. The State, in its discretion, will review construction plans, special provisions
and estimates and will cause the Local Agency to make changes therein that
the State determines are necessary to assure compliance with State and
FHWA requirements.
B. Construction [if applicable]
If the Work includes construction, the responsible party shall perform the
construction in accordance with the approved design plans and /or administer the
construction all in accord with the Local Agency Contract Administration Checklist.
Such administration shall include project inspection and testing; approving sources of
materials; performing required plant and shop inspections; documentation of contract
payments, testing and inspection activities; preparing and approving pay estimates;
preparing, approving and securing the funding for contract modification orders and
minor contract revisions; processing contractor claims; construction supervision; and
meeting the Quality Control requirements of the FHWA /CDOT Stewardship
Agreement, as described in the Local Agency Contract Administration Checklist.
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2. The State shall have the authority to suspend the Work, wholly or in part, by giving
written notice thereof to the Local Agency, due to the failure of the Local Agency or
its contractor to correct project conditions which are unsafe for workers or for such
periods as the State may deem necessary due to unsuitable weather, or for conditions
considered unsuitable for the prosecution of the Work, or for any other condition or
reason deemed by the State to be in the public interest.
3. If the Local Agency is the responsible party:
a. it shall appoint a qualified professional engineer, licensed in the State of
Colorado, as the Local Agency Project Engineer (LAPE), to perform that
administration. The LAPE shall administer the project in accordance with
this contract, the requirements of the construction contract and applicable
State procedures.
b. if bids are to be let for the construction of the project, it shall advertise the
call for bids upon approval by the State and award the construction
contract(s) to the low responsible bidder(s) upon approval by the State.
(1) in advertising and awarding the bid for the construction of a federal -
aid project, the Local Agency shall comply with applicable
requirements of 23 USC § 112 and 23 CFR Parts 633 and 635 and
C.R.S. § 24 -92 -101 et seq. Those requirements include, without
limitation, that the Local Agency /contractor shall incorporate Form
1273 (Exhibit I) in its entirety verbatim into any subcontract(s) for
those services as terms and conditions therefore, as required by 23
CFR 633.102(e).
(2) the Local Agency has the option to accept or reject the proposal ofthe
apparent low bidder for work on which competitive bids have been
received. The Local Agency must declare the acceptance or rejection
within 3 working days after said bids are publicly opened.
(3) by indicating its concurrence in such award, the Local Agency, acting
by or through its duly authorized representatives, agrees to provide
additional funds, subject to their availability and appropriation for
that purpose, if required to complete the Work under this project if no
additional federal -aid funds will be made available for the project.
This paragraph also applies to projects advertised and awarded by the
State.
C. If all or part of the construction work is to be accomplished by Local Agency
personnel (i.e. by force account), rather than by a competitive bidding
process, the Local Agency will ensure that all such force account work is
accomplished in accordance with the pertinent State specifications and
requirements with 23 CFR 635, Subpart B, Force Account Construction.
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(1) Such work will normally be based upon estimated quantities and firm
unit prices agreed to between the Local Agency, the State and FHWA
in advance of the Work, as provided for in 23 CFR 635.204(c). Such
agreed unit prices shall constitute a commitment as to the value of the
Work to be performed.
(2) An alternative to the above is that the Local Agency may agree to
participate in the Work based on actual costs of labor, equipment
rental, materials supplies and supervision necessary to complete the
Work. Where actual costs are used, eligibility of cost items shall be
evaluated for compliance with 48 CFR Part 31.
(3) Rental rates for publicly owned equipment will be determined in
accordance with the State's Standard Specifications for Road and
Bridge Construction § 109.04.
(4) All force account work shall have prior approval of the State and/or
FHWA and shall not be initiated until the State has issued a written
notice to proceed.
D. State's obligations
The State will perform a final project inspection prior to project acceptance as a
Quality Control /Assurance activity. When all Work has been satisfactorily
completed, the State will sign the FHWA Form 1212.
2. Notwithstanding any consents or approvals given by the State for the Plans, the State
will not be liable or responsible in any manner for the structural design, details or
construction of any major structures that are designed by or are the responsibility of
the Local Agency as identified in the Local Agency Contract Administration
Checklist, Exhibit G, within the Work of this contract.
Section 7. ROW Acquisition and Relocation
Prior to this project being advertised for bids, the Responsible Party will certify in writing to
the State that all right of way has been acquired in accordance with the applicable State and federal
regulations, or that no additional right of way is required.
Any acquisition/relocation activities must comply with all federal and state statutes,
regulations, CDOT policies and procedures, 49 CFR Part 24, the government wide Uniform Act
regulation, the FHWA Project Development Guide and CDOT's Right of Way Operations Manual.
Allocation of Responsibilities can be as follows:
• Federal participation in right of way acquisition (31 11 charges), relocation (3109
charges) activities, if any, and right of way incidentals (expenses incidental to
acquisition/relocation of right of way — 3114 charges);
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• Federal participation in right of way acquisition (311 1 charges), relocation (3109
charges) but no participation in incidental expenses (3114 charges); or
• No federal participation in right of way acquisition (311 charges) and relocation
activities (3109 expenses).
Regardless of the option selected above, the State retains oversight responsibilities. The
Local Agency's and the State's responsibilities for each option is specifically set forth in
CDOT's Right of Way Operation Manual. The manual is located at
http://www.dot.state.co.us/DevelopPro
Section 8. Utilities
If necessary, the Responsible Party will be responsible for obtaining the proper clearance or
approval from any utility company which may become involved in this Project. Prior to this Project
being advertised for bids, the Responsible Party will certify in writing to the State that all such
clearances have been obtained.
Section 9. Railroads
In the event the Project involves modification of a railroad company's facilities whereby the
Work is to be accomplished by railroad company forces, the Responsible Party shall make timely
application to the Public Utilities Commission requesting its order providing for the installation of
the proposed improvements and not proceed with that part of the Work without compliance. The
Responsible Party shall also establish contact with the railroad company involved for the purpose of
complying with applicable provisions of 23 CFR 646, subpart B, concerning federal -aid projects
involving railroad facilities, including:
1. Executing an agreement setting out what work is to be accomplished and the
location(s) thereof, and that the costs of the improvement shall be eligible for federal
participation.
2. Obtaining the railroad's detailed estimate of the cost of the Work.
3. Establishing future maintenance responsibilities for the proposed installation.
4. Proscribing future use or dispositions of the proposed improvements in the event of
abandonment or elimination of a grade crossing.
5. Establishing future repair and /or replacement responsibilities in the event of
accidental destruction or damage to the installation.
Section 10. Environmental Obligations
The Local Agency shall perform all Work in accordance with the requirements of the current
federal and state environmental regulations including the National Environmental Policy Act of 1969
(NEPA) as applicable.
Page I 1 of 17
Section 11. Maintenance Obligations
The Local Agency will maintain and operate the improvements constructed under this
contract at its own cost and expense during their useful life, in a manner satisfactory to the State and
FHWA. The Local Agency will make proper provisions for such maintenance obligations each year.
Such maintenance and operations shall be conducted in accordance with all applicable statutes,
ordinances and regulations which define the Local Agency's obligations to maintain such
improvements. The State and FHWA will make periodic inspections of the project to verify that
such improvements are being adequately maintained.
Section 12. Federal Requirements
The Local Agency and /or their contractor shall at all times during the execution of this
contract strictly adhere to, and comply with, all applicable federal and state laws, and their
implementing regulations, as they currently exist and may hereafter be amended. The contractor
shall also require compliance with these statutes and regulations in subgrant agreements permitted
under this contract. A listing of certain federal and state laws that maybe applicable are described in
Exhibit J.
Section 13. Record Keeping
The Local Agency shall maintain a complete file of all records, documents, communications,
and other written materials which pertain to the costs incurred under this contract. The Local
Agency shall maintain such records for a period of six (6) years after the date of termination of this
contract or final payment hereunder, whichever is later, or for such further period as may be
necessary to resolve any matters which may be pending. The Local Agency shall make such
materials available for inspection at all reasonable times and shall permit duly authorized agents and
employees of the State and FHWA to inspect the project and to inspect, review and audit the project
records.
Section 14. Termination Provisions
This contract may be terminated as follows:
A. Termination for Convenience. The State may terminate this contract at any time the State
determines that the purposes of the distribution of moneys under the contract would no longer be
served by completion of the project. The State shall effect such termination by giving written notice
of termination to the Local Agency and specifying the effective date thereof, at least twenty (20) days
before the effective date of such termination.
B. Termination for Cause. If, through any cause, the Local Agency shall fail to fulfill, in a timely
and proper manner, its obligations under this contract, or if the Local Agency shall violate any of the
covenants, agreements, or stipulations of this contract, the State shall thereupon have the right to
terminate this contract for cause by giving written notice to the Local Agency of its intent to
terminate and at least ten (10) days opportunity to cure the default or show cause why termination is
Page 12 of 17
otherwise not appropriate. In the event of termination, all finished or unfinished documents, data,
studies, surveys, drawings, maps, models, photographs and reports or other material prepared by the
Local Agency under this contract shall, at the option of the State, become its property, and the Local
Agency shall be entitled to receive just and equitable compensation for any services and supplies
delivered and accepted. The Local Agency shall be obligated to return any payments advanced under
the provisions of this contract.
Notwithstanding the above, the Local Agency shall not be relieved of liability to the State for any
damages sustained by the State by virtue of any breach of the contract by the Local Agency, and the
State may withhold payment to the Local Agency for the purposes of mitigating its damages until
such time as the exact amount of damages due to the State from the Local Agency is determined.
If after such termination it is determined, for any reason, that the Local Agency was not in default
or that the Local Agency's action/inaction was excusable, such termination shall be treated as a
termination for convenience, and the rights and obligations of the parties shall be the same as if the
contract had been terminated for convenience, as described herein.
C. Termination Due to Loss of Funding. The parties hereto expressly recognize that the Local
Agency is to be paid, reimbursed, or otherwise compensated with federal and /or State funds which
are available to the State for the purposes of contracting for the Project provided for herein, and
therefore, the Local Agency expressly understands and agrees that all its rights, demands and claims
to compensation arising under this contract are contingent upon availability of such funds to the
State. In the event that such funds or any part thereof are not available to the State, the State may
immediately terminate or amend this contract.
Section 15. Legal Authority
The Local Agency warrants that it possesses the legal authority to enter into this contract and that
it has taken all actions required by its procedures, by -laws, and/or applicable law to exercise that
authority, and to lawfully authorize its undersigned signatory to execute this contract and to bind the
Local Agency to its terms. The person(s) executing this contract on behalf of the Local Agency
warrants that such person(s) has full authorization to execute this contract.
Section 16. Representatives and Notice
The State will provide liaison with the Local Agency through the State's Region Director, Region
2, 905 Erie Avenue, Pueblo, Colorado 81001. Said Region Director will also be responsible for
coordinating the State's activities under this contract and will also issue a "Notice to Proceed" to the
Local Agency for commencement of the Work. All communications relating to the day -to -day
activities for the work shall be exchanged between representatives of the State's Transportation
Region 2 and the Local Agency. All communication, notices, and correspondence shall be addressed
to the individuals identified below. Either party may from time to time designate in writing new or
substitute representatives.
Page 13 of 17
If to State:
David L. Miller
Program Manager
CDOT Region 2
905 Erie Avenue
Pueblo, Colorado 81001
719 -546 -5404
Section 17. Successors
If to the Local Agency:
William Zwick
Department of Public Works
City of Pueblo
211 East D Street
Pueblo, Colorado 81003
719 -553 -2246
Except as herein otherwise provided, this contract shall inure to the benefit of and be binding
upon the parties hereto and their respective successors and assigns.
Section 18. Third Party Beneficiaries
It is expressly understood and agreed that the enforcement of the terms and conditions of this
contract and all rights of action relating to such enforcement, shall be strictly reserved to the State
and the Local Agency. Nothing contained in this contract shall give or allow any claim or right of
action whatsoever by any other third person. It is the express intention of the State and the Local
Agency that any such person or entity, other than the State or the Local Agency receiving services or
benefits under this contract shall be deemed an incidental beneficiary only.
Section 19. Governmental Immunity
Notwithstanding any other provision of this contract to the contrary, no term or condition of
this contract shall be construed or interpreted as a waiver, express or implied, of any of the
immunities, rights, benefits, protection, or other provisions of the Colorado Governmental Immunity
Act, § 24 -10 -101, et seq., C.R.S., as now or hereafter amended. The parties understand and agree
that liability for claims for injuries to persons or property arising out of negligence of the State of
Colorado, its departments, institutions, agencies, boards, officials and employees is controlled and
limited by the provisions of § 24 -10 -101, et seq., C.R.S., as now or hereafter amended and the risk
management statutes, §§ 24 -30 -1501, et seq., C.R.S., as now or hereafter amended.
Section 20. Severability
To the extent that this contract may be executed and performance of the obligations of the
parties may be accomplished within the intent of the contract, the terms of this contract are severable,
and should any term or provision hereof be declared invalid or become inoperative for any reason,
such invalidity or failure shall not affect the validity of any other term or provision hereof.
Section 21. Waiver
The waiver of any breach of a term, provision, or requirement of this contract shall not be
construed or deemed as a waiver of any subsequent breach of such term, provision, or requirement,
or of any other term, provision or requirement.
Page 14 of 17
Section 22. Entire Understanding
This contract is intended as the complete integration of all understandings between the
parties. No prior or contemporaneous addition, deletion, or other amendment hereto shall have any
force or effect whatsoever, unless embodied herein by writing. No subsequent novation, renewal,
addition, deletion, or other amendment hereto shall have any force or effect unless embodied in a
writing executed and approved pursuant to the State Fiscal Rules.
Section 23. Survival of Contract Terms
Notwithstanding anything herein to the contrary, the parties understand and agree that all
terms and conditions of this contract and the exhibits and attachments hereto which may require
continued performance, compliance or effect beyond the termination date of the contract shall
survive such termination date and shall be enforceable by the State as provided herein in the event of
such failure to perform or comply by the Local Agency.
Section 24. Modification and Amendment
This contract is subject to such modifications as may be required by changes in federal or
State law, or their implementing regulations. Any such required modification shall automatically be
incorporated into and be part of this contract on the effective date of such change as if fully set forth
herein. Except as provided above, no modification of this contract shall be effective unless agreed to
in writing by both parties in an amendment to this contract that is properly executed and approved in
accordance with applicable law.
Section 25. Funding Letters
The State may allocate more or less funds available on this contract using a Funding Letter
substantially equivalent to Exhibit F and bearing the approval of the State Controller or his designee.
The funding letter shall not be deemed valid until it shall have been approved by the State Controller
or his designee.
Section 26. Disadvantaged Business Enterprise (DBE)
The Local Agency will comply with all requirements of Exhibit E and the Local Agency
Contract Administration Checklist regarding DBE requirements for the Work, except that if the
Local Agency desires to use its own DBE program to implement and administer the DBE provisions
of 49 CFR Part 26 under this contract, it must submit a copy of its program's requirements to the
State for review and approval before the execution of this contract. If the Local Agency uses its
program for this contract, the Local Agency shall be solely responsible to defend that DBE program
and its use of that program against all legal and other challenges or complaints, at its sole cost and
expense. Such responsibility includes, without limitation, determinations concerning DBE eligibility
requirements and certification, adequate legal and factual bases for DBE goals and good faith efforts.
State approval (if provided) of the Local Agency's DBE program does not waive or modify the sole
Page 15 of 17
responsibility of the Local Agency for its use as described above.
Section 27. Disputes
Except as otherwise provided in this contract, any dispute concerning a question of fact
arising under this contract which is not disposed of by agreement will be decided by the Chief
Engineer of the Department of Transportation. The decision of the Chief Engineer will be final and
conclusive unless, within 30 calendar days after the date of receipt of a copy of such written decision,
the Local Agency mails or otherwise furnishes to the State a written appeal addressed to the
Executive Director of the Department of Transportation. In connection with any appeal proceeding
under this clause, the Local Agency shall be afforded an opportunity to be heard and to offer
evidence in support of its appeal. Pending final decision of a dispute hereunder, the Local Agency
shall proceed diligently with the performance of the contract in accordance with the Chief Engineer's
decision. The decision of the Executive Director or his duly authorized representative for the
determination of such appeals will be final and conclusive and serve as final agency action. This
dispute clause does not preclude consideration of questions of law in connection with decisions
provided for herein. Nothing in this contract, however, shall be construed as making final the
decision of any administrative official, representative, or board on a question of law.
Page 16 of 17
Section 28.
(For Use Only with Inter - Governmental Contracts)
CONTROLLER'S APPROVAL. CRS 24 -30 -202 (1)
This contract shall not be deemed valid until it has been approved by the Controller of the State of Colorado or such assistant as he may
designate.
2. FUND AVAILABILITY. CRS 24 -30 -202 (5.5)
Financial obligations of the State of Colorado payable after the current fiscal year are contingent upon funds for that purpose being appropriated
budgeted, and otherwise made available.
3. INDEMNIFICATION
To the extent authorized by law, the contractor shall indemnify, save, and hold harmless the State against any and all claims, damages, liability
and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the Contractor, or its employees,
agents, subcontractors, or assignees pursuant to the terms of this contract.
No term or condition of this contract shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits,
protection, or other provisions for the parties, of the Colorado Governmental Immunity Act, CRS 24 -10 -101 et seq. or the Federal Tort Claims Act,
28 U.S.C. 2671 et seq. as applicable, as now or hereafter amended.
4. INDEPENDENT CONTRACTOR. 4 CCR 801 -2
THE CONTRACTOR SHALL PERFORM ITS DUTIES HEREUNDER AS AN INDEPENDENT CONTRACTOR AND NOT AS AN EMPLOYEE.
NEITHER THE CONTRACTOR NOR ANY AGENT OR EMPLOYEE OF THE CONTRACTOR SHALL BE OR SHALL BE DEEMED TO BE AN
AGENT OR EMPLOYEE OF THE STATE. CONTRACTOR SHALL PAY WHEN DUE ALL REQUIRED EMPLOYMENT TAXES AND INCOME
TAX AND LOCAL HEAD TAX ON ANY MONIES PAID BY THE STATE PURSUANT TO THIS CONTRACT. CONTRACTOR ACKNOWLEDGES
THAT THE CONTRACTOR AND ITS EMPLOYEES ARE NOT ENTITLED TO UNEMPLOYMENT INSURANCE BENEFITS UNLESS THE
CONTRACTOR OR THIRD PARTY PROVIDES SUCH COVERAGE AND THAT THE STATE DOES NOT PAY FOR OR OTHERWISE PROVIDE
SUCH COVERAGE. CONTRACTOR SHALL HAVE NO AUTHORIZATION, EXPRESS OR IMPLIED, TO BIND THE STATE TO ANY
AGREEMENTS, LIABILITY, OR UNDERSTANDING EXCEPT AS EXPRESSLY SET FORTH HEREIN, CONTRACTOR SHALL PROVIDE AND
KEEP IN FORCE WORKERS' COMPENSATION (AND PROVIDE PROOF OF SUCH INSURANCE WHEN REQUESTED BYTHE STATE)AND
UNEMPLOYMENT COMPENSATION INSURANCE IN THE AMOUNTS REQUIRED BY LAW, AND SHALL BE SOLELY RESPONSIBLE FOR
THE ACTS OF THE CONTRACTOR, ITS EMPLOYEES AND AGENTS.
5. NON - DISCRIMINATION.
The contractor agrees to comply with the letter and the spirit of all applicable state and federal laws respecting discrimination and unfair
employment practices.
6. CHOICE OF LAW
The laws of the State of Colorado and rules and regulations issued pursuant thereto shall be applied in the interpretation, execution, and
enforcement of this contract. Any provision of this contract, whether or not incorporated herein by reference, which provides for arbitration by any
extra - judicial body or person or which is otherwise in conflict with said laws, rules, and regulations shall be considered null and void. Nothing
contained in any provision incorporated herein by reference which purports to negate this or any other special provision in whole or in part shall
be valid or enforceable or available in any action at law whether by way of complaint, defense, or otherwise. Any provision rendered null and void
by the operation of this provision will not invalidate the remainder of this contract to the extent that the contract is capable of execution.
At all times during the performance of this contract, the Contractor shall strictly adhere to all applicable federal and state laws, miss, and
regulations that have been or may hereafter be established.
7. SOFTWARE PIRACY PROHIBITION Governors Executive Order D 002 00
No State or other public funds payable under this Contract shall be used for the acquisition, operation, or maintenance of computer software in
violation of United States copyright laws or applicable licensing restrictions. The Contractor hereby certifies that, for the term of this Contract and
any extensions, the Contractor has in place appropriate systems and controls to prevent such improper use of public funds. If the State
determines that the Contractor is in violation of this paragraph, the State may exercise any remedy available at law or equity or under this
Contract, including, without limitation, immediate termination of the Contract and any remedy consistent with United States copyright laws or
applicable licensing restrictions.
8. EMPLOYEE FINANCIAL INTEREST. CRS 24 -18 -201 8 CRS 24 -50 -507
The signatories aver that to their knowledge, no employee of the State of Colorado has any personal or beneficial interest whatsoever in the
service or property described herein.
Effective Date: April 1, 2004
Page 17 of 17
CONTRACTOR:
CITY OF PUEBLO
Legal Name of Contracting Entity
84- 6000615
Social Security Numbed FEIN
Signature of Authorized Officer
STATE OF COLORADO:
BILL OWENS, GOVERNOR
By C^ '5 4LC �
xecutiv irector
Departmebt of Transportation
LEGAL REVIEW:
JOHN W. SLITHERS
ATTORNEY GENERAL
Michael A. Occhiato, President
Print Name & Title of Authorized Officer
CORPORATIONS:
(A corporate attestation is required.)
By / {, UJ -
Attest (Seal) By \, rte- � -,
(Corporate Sit etary or Equivalent, or Town /City/County Clerk) (Place corporate seal here, if available)
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS 24 -30 -202 requires that the State Controller approve all state contracts. This contract is not valid until the State Controller,
or such assistant as he may delegate, has signed it. The contractor is not authorized to begin performance until the contract is
signed and dated below. If performance begins prior to the date below, the State of Colorado may not be obligated to pay for
the goods and /or services provided.
STATE CONTROLLER:
LESLIE M. SHENEFELT
B </-�
Date 1
Effective Date: July 1, 2004
Page 18 of 17
THE PARTIES HERETO HAVE EXECUTED THIS CONTRACT
EIAF #4726 — Pueblo Downtown Improvements
EXHIBIT C2
Contract Routing # D I 3
Encurnbranm *V as
Vendor # $Wbomo�el5 Z'
for Remit Address
APPR 1 GBL S5 10 %
CFDA# NIA
Bilateral
Amendment # 1 of the Energy and Mineral Impact Assistance Program Between the
Colorado Department of Local Affairs and the City of Pueblo #1 City Hall Place, Pueblo Colorado 81003
State and Contractor Executed Modifications (use state and contractor signature page)
A. Modifications to Contract Boilerplate
Compensation and Method of Payment:
"Compensation and Method of Payment" in the Original Contract is modified by deleting " TWO HUNDRED
SEVENTY -EIGHT THOUSAND AND XX/100 Dollars ( $278,000.00 )" and inserting in lieu thereof " FOUR
, u ..,MMI-M t,. un A KIM vvu M /&A nC nnn nn \ "
B. Modifications to Exhibit A, Scope of Services.
1) Project Description, Objectives and Requirements: "1. Project Description, Objectives, and
Requirements, Subsection A." is modified as follows:
"The Project consists of infrastructure and streetscape enhancements to two blocks of North Santa Fe Avenue
in the downtown area of the City of Pueblo (Contractor). It will include the replacement of sewer lines,
sidewalks, ADA ramps, storm sewer, paving, and landscaping.
The Project will include the cost for preparation of design and bid documents by professional engineering
consultants and construction and improvement costs.
Eligible expenses include the design, engineering, and construction of the Project as described above.
Energy and Mineral Impact Assistance funds in the amount c
AND XX1100 Dollars ( $278,000.00 ) are provided under this
is expected to provide TWO HUNDRED SEVENTY -EIGHT
Dollars ( $278.000.00 ).
excess
The Contractor shall comply with all applicable statutory design and construction standards and procedures that
may be required by the Colorado Department of Public Health and Environment and shall provide the State with
documentation of such compliance.
Construction plans and specifications shall be drawn up by a qualified engineer licensed in the State of
Colorado and hired by the Contractor through a competitive selection process."
is revised to read:
"The Project involves infrastructure and streetscape enhancements to two intersections and one block of North
Santa Fe Avenue in downtown Pueblo. It will include the replacement of sidewalks, ADA ramps, storm sewer,
paving, and landscaping. The first phase will include the cost for preparation of design and bid documents by
professional engineering consultants. The second phase will be for construction and improvement costs. The
City of Pueblo is the Contractor for the Project."
The Project will include the cost for preparation of design and bid documents by professional engineering
consultants and construction and improvement costs.
Eligible expenses include the design, engineering, and construction of the Project as described above.
Page 1 of 3
EIAF #4726 — Pueblo Downtown Improvements
and Mineral Impact Assistance funds in the amount of I
(/100 ( $425.000.00 ) are provided under this Contract
excess
Construction plans and specifications shall be drawn up by a qualified engineer licensed in the State of
Colorado and hired by the Contractor through a competitive selection process."
) in
A construction contract shall be awarded to a qualified construction firm through a formal public bid process with
the Contractor being obligated to award the construction contract to the lowest responsible bidder meeting the
Contractor's specifications."
2)
Time of Performance: "Time of Performance" is modified by deleting current "March 31.2007" and inserting
new "November 30.2007"
3) Budget: 4. "Budget" is modified by deleting the current Budget and inserting new Budget.
"BUDGET
evf venues Expenditures
Energy/Mineral Impact - GRANT $425,000 Engineering $63,000
Contractor Funds 225,000 Construction 487,000
Asphalt Overlay 100.000
Total $650,000 Total $650,000"
4) Payment Schedule: 6. "Payment Schedule" is modified by deleting current Payment Schedule and
inserting new Payment Schedule.
" PAYMENT SCHEDULE
Grant Payments
$27,800 Initial payment to be made within thirty (30) days of the date of execution of this
Contract.
354,700 In interim payments reimbursing the Contractor for actual expenditures made in the
performance of this Contract. Payments shall be based upon property documented
financial and narrative status reports detailing expenditures made to date.
42.500 Final payment to be made upon the completion of the Project and submission of
final financial and narrative status reports documenting the expenditure of all
Energy /Mineral Impact Assistance funds for which payment has been requested.
$425,000 Totar
C. Modifications to Exhibit B, Loan Repayment Schedule:
None
All of the terms and conditions of the Original Contract remain unchanged except for those terms and conditions
modified by this Amendment # 1 and all previous amendments. Both parties also expressly understand that
this Amendment # is incorporated into the Original Contract.
Page 2 of 3
EIAF #4726 — Pueblo Downtown Improvements
THE PARTIES HERETO HAVE EXECUTED THIS CONTRACT
CONTRACTOR:
STATE OF COLORADO:
BILL OWENSGCOVERNOR
CITY OF PUEBLO, COLORADO
Legal Name of Contracting Entity
846000615
Social Security Number or FEIN
Signature of Authorized Officer
Michael A. Occhiato PRESIDENT
Print Name 8 Title of Authorized Onoer
CORPORATIONS:
(A corporate seal or attestation is required.)
Barbara Kirkmeyer, A
Deparhnent of Local
Director
PRE - APPROVED FORM CONTRACT REVIEWER:
By �� �o
Attest (Seal) By
(Corporate Zlretary or Equivalent, or Town/City /County Clerk)
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS 24- 30-202 requires that the State Controller approve all state contracts. This contract is not valid until the
State Controller, or such assistant as he may delegate, has signed it. The contractor is not authorized to begin
performance until the contract is signed and dated below. If performance begins prior to the data below, the
State of Colorado may not be obligated to pay for the goods and /or services provided.
STATE CONTROLLER:
Leslie M. Shenefelt
By
Roses fie Auten, Cbptroller
Deparofient of Local Affairs
Page 3 of 3