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Home My WebLink AboutCouncil Packet - 7/16/2018 THE CITYCOUNCIL OF THE CITYOF WATERLOO, IOWA, REGULAR SESSION TO BE HELD AT THE HAROLD E. GETTY COUNCIL CHAMBERS Monday, July 16, 2018 5:30 PM CITY OF WATERLOO GOALS 1. Support the creation of new, livable wage jobs through a balanced economic development approach of assisting existing businesses, fostering start-ups, attracting new employers and cultivating an adequate workforce. 2. Implement a Community Policing strategy that creates a safe environment in Waterloo. 3. Reduce the City's property tax levies through a responsible balance of cost reduction in City operations and increases in taxable property valuations to ensure that Waterloo is a competitive, affordable, and livable city. 4. Enhance the image of Waterloo and the City to residents and businesses inside and outside of the community. General Rules for Public Participation 1. At the chair/presider's discretion, you may address an item on the current agenda by stepping to the podium, and after recognition by the chair/presider, state your name, address and group affiliation(if appropriate) and speak clearly into the microphone. 2. You may speak one (1)time per item for a maximum of five(5)minutes as long as you have registered with the City Clerk's office no later than 4:00 p.m. on the day of the Council Meeting. If not registered with the City Cleric's office you may speak one(1)time per item for a maximum of three (3)minutes. 3. If there is a hearing scheduled as part of an agenda item, the chair/presider will allow everyone who wishes to address the council, using the same participation guidelines found in these "general rules". 4. Although not required by city code of ordinances, oral presentations may be allowed at the chair/presider's (usually the Mayor or Mayor Pro Tem) discretion. The "oral presentations" section of the agenda is your opportunity to address items not on the agenda. You may speak one (1)time for a maximum of five (5)minutes as long as you have registered with the City Clerk's office no later than 4:00 p.m. on the day of the Council Meeting. If not registered with the City Clerk's office a speaker may speak to one (1) issue per meeting for a maximum of three (3)minutes. Official action cannot be taken by the Council at that time, but may be placed on a future agenda or referred to the appropriate department. 5. Keep comments germane and refrain from personal, impertinent or slanderous remarks. 6. Questions concerning these rules or any agenda item may be directed to the Clerk's Office at 291-4323. 7. Citizens are encouraged to register with the Clerk's Office by 4:00 p.m. on Monday of the day of the City Council meeting to appear before the City Council(may also register by phone). Registered speakers will be given first priority. Page 1 of 371 Roll Call. Prayer or Moment of Silence Pledge of Allegiance Abraham Funchess, Human Rights Director Agenda, as proposed or amended. Minutes of July 9, 2018, Regular Session, as proposed. ORAL PRESENTATIONS I owa Code Chapter 21 gives the public the right to attend council meetings but it does not require cities to allow public participation except during public hearings. The City of Waterloo encourages the public to participate during the Oral Presentations by following the rules listed on the front of the agenda. 1. Consent Agenda: (The following items will be acted upon by voice vote on a single motion without separate discussion, unless someone from the council or public requests that a specific item be considered separately.) A. Resolution to approve the following: 1. Bills Payment, Finance Committee Invoice Summary Report, a copy of which is on file in the office of the City Clerk. 2. Resolution approving preliminary specifications, form of contract, etc., and setting date of bid opening as July 26, 2018 and date of public hearing as July 30, 2018, in conjunction with Asphalt Emulsions for the City's Recycled Asphalt Paving Program, and instruct City Clerk to publish notice. Submitted By: Sandie Greco, Interim Public Works Director 3. Request from Cindy East for a waiver for a concrete driveway located at 233 W. Orange Road with the elimination of the sidewalk section due to the inability to meet grade requirements. Submitted By: Jamie Knutson, PE, Interim City Engineer 4. Resolution setting a date of public hearing as July 30, 2018, to approve the request by Dahlstrom Real Estate for a site plan amendment to the "M-2,P" Planned Industrial District to allow for the construction of a 200,000 sq. ft. warehouse/office located west of 3050 Wagner Road, and instruct City Clerk to publish said notice. Submitted By: Noel Anderson, Community Planning & Development Director 5. Resolution setting the date of public hearing as July 30, 2018 to approve the request by Jess Hovatter to vacate 5 feet of a platted 20 foot drainage and utility easement, located along the southwesterly property line of 1731 Carriage Hill Drive, to allow for the construction of a 26' X 32' (832) square foot garage, and instruct the City Clerk to publish notice. Page 2 of 371 Submitted By: Noel Anderson, Community Planning and Development Director B. Motion to approve the following: 1. TRAVEL REQUESTS a. Inv. Sadd and Inv. Jurgensen *REVISED* Class/Meeting: Ongoing Criminal Investigation Destination: Norfolk/Chesapeake, VA Dates: June 13-15, 2018 Amount not to exceed: $2,550.20 b. Keith Kaspari, Director of Aviation and Mayor Hart Class/Meeting: Meeting with Officials at American Airlines Destination: Dallas, TX Dates: August 9-11, Amount not to exceed: $2,000.00 (estimate) 2018 C. Keith Kaspari, Director of Aviation Class/Meeting: 4-States Airport Conference Destination: Kansas City, MO Dates: August 28-30, Amount not to exceed: $825.00 2018 2. LIQUOR LICENSES a. King Star, 2035 E. Mitchell Avenue Class: B Native Wine/ C Beer Renewal Application Includes Sunday Expiration Date: 1/19/2019 b. Kwik Star#715, 1636 W. 4th Street Class: C Beer Renewal Application Includes Sunday Expiration Date: 7/29/2019 C. UNA Bar& Restaurant, 910 W. 5th Street Class: C Liquor w/Outdoor Service New Application Includes Sunday Expiration Date: 6/30/2019 d. Z's Restaurant, 3937 W.Airline Highway Class: C Liquor New Application Does not include Sunday Expiration Date: 7/15/2019 3. Cigarette/Tobacco Permit New Application for Bamboo Ridge Campground, Inc., 4550 Hess Road. 4. Bonds. PUBLIC HEARINGS 2. Janitorial services contract for six (6) City owned buildings. Page 3 of 371 Motion to receive and file proof of publication of notice of public hearing. HOLD HEARING - No comments on file. Motion to close hearing and receive and file oral and written comments. Resolution confirming approval of plans, specifications, form of contract, etc. Resolution authorizing to proceed. Motion to receive and file and instruct the City Clerk to read bids and refer to Community Planning & Development Director for review. Submitted By: Noel Anderson, Community Planning and Development Director 3. Sale and conveyance of 1.5 acres of City owned property for $1.00 commonly known as the former Logan Plaza area, and enter into a Development Agreement with Avita Developments, LLC, for the construction of a 5,300 sq. ft. medical office expansion with a minimum value of$1.1 million added to existing value, and 5 years at 50% tax rebates. Motion to receive and file proof of publication of notice of public hearing. HOLD HEARING - No Comments on File. Motion to close hearing and receive and file oral and written comments. Resolution to authorize the sale and conveyance of a portion of City owned property to Avita Developments, LLC for$1.00 commonly known as a portion of the former Logan Plaza area, and authorize the Mayor and City Clerk to execute said documents. Resolution approving a Development Agreement with Avita Developments, LLC for the construction of a 5,300 square foot medical office expansion with a minimum assessed value of$1.1 million added value and 5 years at 50% tax rebates, and authorizing the Mayor and City Clerk to execute said agreement. Submitted By: Noel Anderson, Community Planning & Development Director 4. Waste Management Administration HVAC Cooling System. Motion to receive and file proof of publication of notice of public hearing. HOLD HEARING - No comments on file. Motion to close hearing and receive and file oral and written comments. Resolution confirming approval of plans, specifications, form of contract, etc. Resolution authorizing to proceed. Motion to receive and file and instruct the City Clerk to read bids. Resolution awarding bid to Young Plumbing & Heating of Waterloo, Iowa, in the amount of $265,700, in conjunction with the Waste Management Administration HVAC Cooling System and approving the contract, bond and certificate of insurance, and authorize the Mayor and City Clerk to execute said documents. Submitted By: Steve Hoambrecker, Waste Management Services Department Director 5. FY 2019 Levee Rip Rap Spraying, Contract No. 961. Motion to receive and file proof of publication of notice of public hearing. HOLD HEARING - No comments on file. Motion to close hearing and receive and file oral and written comments. Resolution confirming approval of plans, specifications, form of contract, etc. Resolution authorizing to proceed. Motion to receive and file and instruct City Clerk to read bids and refer to City Engineer for review. Submitted By: Jamie Knutson, PE, Interim City Engineer 6. FY 19 Police vehicle equipment needs. Page 4 of 371 Motion to receive and file proof of publication of notice of public hearing. HOLD HEARING-No comments on file. Motion to close hearing and receive and file oral and written comments. Resolution confirming approval of bid documents, specifications, form of contract, estimate of cost, etc. Resolution authorizing to proceed. Motion to receive and file and instruct the City Clerk to read bids and refer to Police Captain for review. Submitted By: Captain Frank Krogh 7. FY 2018 Police ammunition needs. Motion to receive and file proof of publication of notice of public hearing. HOLD HEARING-No comments on file. Motion to close hearing and receive and file oral and written comments. Resolution confirming approval of bid documents, specifications, form of contract, estimate of cost, etc. Resolution authorizing to proceed. Motion to receive and file and instruct City Clerk to read bids and refer to Police Captain for review. Submitted By: Frank Krogh RESOLUTIONS 8. Resolution approving City of Waterloo City Council Rules of Procedure. Submitted By: Chris Shimp, Ward 5 Councilperson 9. Resolution approving and accepting a certain temporary construction easement and sanitary sewer easement agreement in the amount $42,161.85 with O'Neal Metals, Inc., for the Brock Sanitary Sewer Main Extension, Contract No. 954, located near 2680 Sergeant Road. Submitted By: Noel Anderson, Community Planning and Development Director 10. Resolution approving an Amendment to Development Agreement & Minimum Assessment Agreement with Grand Investments, LLC, changing the developer from Grand Investments, LLC to QOZ Arts Mall, LLC, and authorize the Mayor and City Clerk to execute said documents. Submitted By: Noel Anderson, Community Planning & Development Director 11. Resolution approving a moratorium for a period of twelve (12) months on the demolition of any structure in the Smokey Row Area. Submitted By: Noel Anderson, Community Planning & Development Director 12. Resolution declaring support and intent for the placement of Historic US Highway 20 signs through the City of Waterloo. Submitted By: Noel Anderson, Community Planning & Development Director 13. Adopt a resolution approving the project designs of a home to be built by Hawkeye Community College in the 200 block of Newell Street, at a budget not to exceed $137,500, and authorize the Mayor and City Clerk to sign and fully execute any necessary documents. Page 5 of 371 Submitted By: Noel Anderson, Community Planning & Development Director 14. Resolution approving a purchase agreement with Altec Industries Inc. of Birmingham, Alabama, in the amount of $120,026, for the purchase of a 2018 F550 Altec Model AT40-G Aerial Truck for the Building Maintenance Department, and authorize the Mayor and City Clerk to execute said documents. Submitted By: Travis Nichols, Facilities/Project Manager 15. Resolution approving an Enterprise License Agreement with Environmental Systems Research Institute, Inc. in the amount of $50,000 annually for 3 years for Esri geographic information systems term license software on an unlimited basis, and authorize the Mayor to execute said documents. Submitted By: Chris Youngblut, Technology Services Director ORDINANCES 16. An Ordinance amending the 2008 City of Waterloo Traffic Code by Adding a new Subsection (68) Lorraine Avenue to Section 553, No Parking Here To Corner - Lorraine Avenue - North side in a westerly direction from LaPorte Road. Motion to receive, file, consider and pass for the first time an Ordinance amending the 2008 City of Waterloo Traffic Code by Adding a new Subsection (68) Lorraine Avenue to Section 553, No Parking Here To Corner - Lorraine Avenue - North side in a westerly direction from LaPorte Road. Motion to suspend the rules. Motion to consider and pass for the second and third times and adopt said ordinance. Submitted By: Sandie Greco, Interim Public Works Director 17. An Ordinance amending the 2008 City of Waterloo Traffic Code by Amending Subsection (68) Locust Avenue to Section 553, No Parking Here To Corner, by renumbering said Subsection (67b) Locust Avenue to Section 553, No Parking Here To Corner. Motion to receive, file, consider and pass for the first time an Ordinance amending the 2008 City of Waterloo Traffic Code by Amending Subsection (68) Locust Avenue to Section 553, No Parking Here To Corner, by renumbering said Subsection (67b) Locust Avenue to Section 553, No Parking Here To Corner, as follows: Locust Street - North side in the 100 block in a southeasterly direction from West Mullan Avenue; northeast side of the 400 block in a southeasterly direction from W. 3rd Street; northeast side in the 400 block in a northwesterly direction from W. 4th Street; northeast side in the 500 block in a southeasterly direction from W. 4th Street. Motion to suspend the rules. Motion to consider and pass for the second and third times and adopt said ordinance. Submitted By: Sandie Greco, Interim Public Works Director OTHER COUNCIL BUSINESS 18. Motion approving request of Professional Concrete and Carol Funk for an extension to repair sidewalks at 738 May Street for the 2018 Sidewalk Repair Program -Zone 8. Page 6 of 371 Submitted By: Wayne Castle, PLS, PE,Associate Engineer ADJOURNMENT Motion to adjourn. Kelley Felchle City Clerk MEETINGS 3:35 p.m. Council Work Session, Harold E. Getty Council Chambers 4:45 p.m. Housing Authority, Harold E. Getty Council Chambers 5:10 p.m. Finance Committee, Harold E. Getty Council Chambers Page 7 of 371 CITY OF WATERLOO Council Communication Minutes of July 9, 2018, Regular Session, as proposed. City Council Meeting:7/16/2018 Prepared: REVIEWERS: Department Reviewer Action Date 'perk Office ipngp)y, Nmey Approved 'M V/20p8 ... p0-2p AM ATTACHMENTS: Description Type Minutes mmfhfpy 9, 2018 Backup Mamelap Submitted by: Submitted By: Page 8 of 371 July 9, 2018 The Council of the City of Waterloo, Iowa, met in Regular Session at Harold E. Getty Council Chambers, Waterloo, Iowa, at 5:30 p.m., on Monday, July 9, 2018. Mayor Quentin Hart in the Chair. Roll Call: Jacobs, Morrissey, Shimp, Klein, Amos, Schmitt, and Juon. Prayer or Moment of Silence. Pledge of Allegiance: Chris Youngblut, Director of Technology 146238 - Juon/Schmitt that the Agenda, as proposed, for the Regular Session on Monday, July 9, 2018, at 5:30 p.m., be accepted and approved. Voice vote-Ayes: Seven. Motion carried. 146239 - Juon/Schmitt that the Minutes, as proposed, for the Regular Session on Monday, July 2, 2018, at 5:30 p.m.,be accepted and approved. Voice vote-Ayes: Seven. Motion carried. Proclamation Declaring July 12, 2018, as Big Brothers Big Sisters Day Recognition of Ni'Airea Miller, Historic Preservation Commission's Youth Art Contest Winner ORAL PRESENTATIONS Heidi Fuchtman, Youth Art Team Update, explained that they are making murals for the 4th Street Bridge and shared their first sketches for the designs. Todd Obadal, 124 Amity Drive, thanked Messrs. Loggins, Dryer, Chapman and Kammeyer for their military service. He explained that the gentlemen that routinely sit in the back of the council meeting have disagreement among themselves but that it is healthy and that they all can agree on city accountability. He commented that it has almost been one year since the development agreement was signed on the convention center and noted that one year ago the developer had financing but that the financing has not been secured to date. He shared that the fire doors at the convention center have not been up to code and that the city is responsible. He commented that a discrepancy exists between waste that left Aplington and was received from Waterloo and that what was received had a detrimental impact on the digester. Jim Chapman, 224 Bertch, commented on the amount of calls for service for fireworks and that the store at the intersection of Vermont and Byron already had three calls for service. David Dryer, 3145 W. 4th Street, commented that he does not believe the comments made at the council meeting last week were pertinent to city business and asked the Mayor to control this. Dwayne Eilers, 1205 t/z Bishop, commented last week he brought up a citation that he received at a property he owns and pointed out that several properties nearby have similar violations but have not been cleaned up and that city Code Enforcement needs to treat all properties the same. Ronald Sichra, 1012 Denver Street, requested an extension for his sidewalk repair due to current street repairs and provided his information to Jamie Knutson, Interim City Engineer. July 9, 2018 Page 2 Mrs. Klein commented on the progress being made at Central Middle School. Mrs. Juon asked Mayor Hart to talk about the postponed fireworks celebration and encouraged people to attend the community conversation on civil discourse. Mayor Hart explained that the Mayor's Fireworks Celebration is rescheduled for Friday, August 31, 2018. 146240 - Juon/Schmitt that the above oral comments be received and placed on file. Voice vote-Ayes: Seven. Motion carried. Mayor Hart left the meeting at 6:03 and Mayor Pro Tem Juon took over the meeting. CONSENT AGENDA 146241 - Schmitt/Amos that the following items on the consent agenda be received,placed on file and approved: a. Resolutions to approve the following: 1. Resolution approving Finance Committee Invoice Summary Report, dated July 9, 2018, in the amount of$2,983,609.73 a copy of which is on file in the City Clerk's office, together with recommendation of approval of the Finance Committee. Resolution adopted and upon approval by Mayor assigned No. 2018-503. 2. Resolution approving preliminary plans, specifications, form of contract, etc., setting date of bid opening as July 26, 2018 and date of public hearing as July 30, 2018 for the FY 2019 Brock 3rd Addition Sanitary Sewer Extension, Contract No. 954, and instruct City Clerk to publish notice. Resolution adopted and upon approval by Mayor assigned No. 2018-504. 3. Resolution approving request from Marko Dostanic for a waiver for a concrete driveway located at 220 Esther Street and authorizing the construction of a concrete driveway and placing a driveway or sidewalk on city right-of-way on an unimproved street. Resolution adopted and upon approval by Mayor assigned No. 2018-505. 4. Resolution approving request from Iowa Heartland Habitat for Humanity for a waiver for a concrete driveway located at 703 Eureka Street and authorizing the construction of a concrete driveway and placing a driveway or sidewalk on city right-of-way on an unimproved street. Resolution adopted and upon approval by Mayor assigned No. 2018-506. b. Motion to approve the following: July 9, 2018 Page 3 a. Benevolent & Protective C Liquor New 6/30/2019 X Order of Elks #290, 407 E. w/Outdoor Park Avenue *Ownership Service/Catering Update* b. Cedar Valley Arboretum & Special Class C New 7/23/2018 X Botanic Gardens, 1927 E. Liquor w/Outdoor Orange Road *5 Day* Service c. Highway 63 Diner, 3030 C Liquor Renewal 6/29/2019 X Mamie Road d. Speedy Mart, 926 Linn Street B Wine/C Beer Renewal 7/6/2019 X e. Walgreen's #10855, 1850 B Wine/C Beer/E Renewal 6/16/2019 X Logan Avenue Li uor f. Walgreen's #7455, 1 1 1 W. B Wine/C Beer/E Renewal 6/16/2019 X Ridgeway -Liquor Roll call vote-Ayes: Seven. Motion carried. RESOLUTIONS 146242 - Schmitt/Amos that Final Quantity Adjustment for a net decrease of$5,980.80 for the FY 2018 Brock 2nd Addition Sanitary Sewer Extension, Contract No. 932, be received, placed on file and approved. Voice vote- Ayes: Seven. Motion carried. 146243 - Schmitt/Amos that "Resolution approving Completion of Project and Recommendation of Acceptance of Work for work performed by Tschiggfrie Excavating Co. of Dubuque, Iowa, in the amount of$119,456.08, in conjunction with the FY 2018 Brock 2nd Addition Sanitary Sewer Extension, Contract No. 932, and receive and file the two (2) year maintenance bond", be adopted. Roll call vote-Ayes: Seven. Motion carried. Resolution adopted and upon approval by Mayor assigned No. 2018-507. 146244 - Schmitt/Amos that "Resolution approving 2017 JAG Grant H2382-IA-DJ for the FY2017 Edward Byrne Memorial Justice Assistance Grant (JAG) in the amount of $78,918.00, to be used in a joint effort by jurisdictions of the City of Waterloo, City of Cedar Falls, Black Hawk County Sheriffs Office and the Black Hawk County Attorney's Office and authorize the Mayor to execute any necessary documents", be adopted. Roll call vote-Ayes: Seven. Motion carried. Resolution adopted and upon approval by Mayor assigned No. 2018-508. 146245 - Shimp/Morrissey that "Resolution accepting the award of grant of not to exceed $37,500 from the National Parks Service for project costs related to a civil rights study, nomination, design and installation of July 9, 2018 Page 4 Resolution adopted and upon approval by Mayor assigned No. 2018-510. 146247 - Shimp/Morrissey that "Resolution approving a two year lease agreement with 3 Little Lambs (John Brundrett to maintain and manage 0.79 acres of land generally located at the northwest corner of Black Hawk Street and 18th Street for $1.00 per year with development rights to site when ready, and authorize Mayor and City Clerk to execute said document", be adopted. Roll call vote-Ayes: Seven. Motion carried. Resolution adopted and upon approval by Mayor assigned No. 2018-511. 146248 - Shimp/Morrissey that "Resolution approving recommendation of award of bid to US Cellular for wireless communication services, using the State of Iowa bid, in the amount of $2,438 per month plus equipment costs, and authorize the Mayor and City Clerk to execute a twenty-four (24) month service contract",be adopted. Roll call vote-Ayes: Seven. Motion carried. Resolution adopted and upon approval by Mayor assigned No. 2018-512. OTHER COUNCIL BUSINESS 146241 - Amos/Shimp approving Change Order No. 3 for a Net Increase of$7,646.02, for additional airfield improvements, replacement of conduit crossing cables under Runway 12-30 and the adjustment of a manhole at the Waterloo Regional Airport, and Authorize the Mayor to Execute said document, be received, placed on file and approved. Voice vote-Ayes: Seven. Motion carried. 146250 - Amos/Shimp approving request of Tom Tucker for an extension to repair sidewalks at 916 Denver Street, be received,placed on file and approved. Voice vote-Ayes: Seven. Motion carried. 146251 - Amos/Shimp approving request of Mark Lane for an extension to repair sidewalks at 809 Jane Street for the 2018 Sidewalk Repair Program - Zone 8, be received, placed on file and approved. Voice vote-Ayes: Seven. Motion carried. ADJOURNMENT 146252 - Shimp/Amos that the Council adjourn at 6:10 p.m. Voice vote-Ayes: Seven. Motion carried. CITY OF WATERLOO Council Communication Resolution approving preliminary specifications, form of contract, etc., and setting date of bid opening as July 26, 2018 and date of public hearing as July 30, 2018, in conjunction with Asphalt Emulsions for the City's Recycled Asphalt Paving Program, and instruct City Clerk to publish notice. City Council Meeting:7/16/2018 Prepared: 7/12/2018 REVIEWERS: Department Reviewer Action Date 'fit rn iffic Operalnons Evens, I-eA.ni) Approved "//12/2018 ... 11.26 AM Resolution approving preliminary specifications, form of contract, etc., and SUBJECT: setting date of bid opening as July 26, 2018 and date ofpublic hearing as July 30, 2018, in conjunction with Asphalt Emulsions for the City's Recycled Asphalt Paving Program, and instruct City Clerk to publish notice. Submitted by: Submitted By: Sandie Greco, Interim Public Works Director Recommended Action: Recommend Approval Summary Statement: This program consists of cold, in-place mixture of liquid emulsified asphalt with crushed hot mix product. Expenditure Required: $220,000.00 Source of Funds: 205-19-7110-1513 - Local Option Sales Tax Policy Issue: Goal 2 - Strategy 2.2- To enlist all city departments and staff members in efforts to promote a safer community. Background Information: Emulsified asphalt is used in our recycled paving program yearly for unimproved streets. Page 13 of 371 CITY OF WATERLOO Council Communication Request from Cindy East for a waiver for a concrete driveway located at 233 W. Orange Road with the elimination of the sidewalk section due to the inability to meet grade requirements. City Council Meeting:7/16/2018 Prepared: 7/11/2018 REVIEWERS: Department Reviewer Action Date Ecm&ecn•ng KrnmIISOt1, Ianir'ne Approved '7/11/2018 .., tl0-32 AM Ier1; Officm, 1�m(.'y Approved '7/11/2018 .... 11 -34 AM ATTACHMENTS: Description Type 1.)W Wat vet 233 W Otatrige Rd Covet Me ammm Request from Cindy East for a waiver for a concrete driveway located at 233 SUBJECT: W. Orange Road with the elimination of the sidewalk section due to the inability to meet grade requirements. Submitted by: Submitted By: Jamie Knutson, PE, Interim City Engineer Recommended Action: Recommended for approval by the City Engineer. Attached is a request for construction of a concrete driveway with the elimination of the sidewalk section due to the inability to meet requirements of the driveway and sidewalk specifications, Section 18, to be located at 233 W Orange Road. I have reviewed this request and recommend its approval subject to the following provisions: Summary Statement: 1. Work to be performed by an approved and bonded contractor. 2. A permit is to be obtained from the office of the City Engineer prior to construction. 3. All work shall be performed under the supervision of the City Engineer at no cost to the City of Waterloo. $7.00 cash for the purpose of recording this waiver and a copy of the legal description have been provided to the City Clerk's office. This is a waiver of the City's Standard Specifications for Driveway Background Information: Construction. It requires Council approval so that it can be recorded to the property, so that the waiver requirements run with the property ownership. UNPLATTED WLOO WEST PART N 1/2 NE SEC 21 T 88 R 13 COM Page 14 of 371 AT A PT ON N LINE OF SAID SEC THAT IS 1287 FT W OF PT THAT IS 29 17/27 RDS W OF NE COR OF SAID SEC TH W Legal Descriptions: ALONG N LINE OF SEC 100 FT TH S AT RT ANGS WITH N LINE 167 FT THE 100 FT TH N AT RT ANGS 167 FT TO PT OF BEG EXC HWYS Page 15 of 371 ) WAIVER Date: � - z L", I / �; Honorable Mayor and City Council City Hall Waterloo, IA 50703 Council Persons: I hereby request a waiver to the driveway and sidewalk specifications for the construction of a driveway or sidewalk located at o n c ret� —or asphalt) (Address) This waiver is needed because of: special surface texture to be used on the concrete approach (i.e., exposed aggregate, brick �CG stamped pattern, paving brick). ) elimination of the sidewalk section due to the inability to meet the grade requirements. CIA �.o elimination of the sidewalk section for asphalt driveways. placement of a driveway or sidewalk on City right-of-way on an unimproved street. Other: I agree to the following: 1. To remove and replace this driveway to an official elevation at no additional expense to the City of Waterloo at such time that sidewalk Is constructed. 2. To remove and replace the private driveway, as needed, to an Official elevation at no additional expense to the City of Waterloo at such time that curb and gutter is constructed. 3. To pay for any additional expenses for the replacement of any such textured driveway or sidewalk that has been removed for any City of Waterloo project. 4. To employ a bonded contractor who shall obtain a-permit from the office of the City Engineer. 5. To have the driveway constructed according to the specifications and policies of the City Engineer and under his supervision. 6. This waiver is for this property only. Attached herewith is a payment in the amount of seven dollars ($7.00) for the purpose of recording this agreement. Respectfully submitted, Printed Name of Property Owner Signature of P perty Owner Page 16 of 371 CITY OF WATERLOO Council Communication Resolution setting a date of public hearing as July 30, 2018, to approve the request by Dahlstrom Real Estate for a site plan amendment to the "M-2,P"Planned Industrial District to allow for the construction of a 200,000 sq. ft. warehouse/office located west of 3050 Wagner Road, and instruct City Clerk to publish said notice. City Council Meeting:7/16/2018 Prepared: 7/10/2017 REVIEWERS: Department Reviewer Action Date i'piaaamaing& Zonm ing Selirceder, Axic Approved '7/11/2018 .., p0-03 AM (."pa;mal Office 1ippil 1' ammbcy Approved 7/11/2018 .... p0-: 5 AM ATTACHMENTS: Description Type Staff R.ei dirt (:'maga.°i Menio O velMew M as it Ctwi n M enio Aeiiatl Malp Cover Mernami Site 111 lana (::`oaim:°r Me aio Application (::'w r Ma.aio Resolution setting a date of public hearing as July 30, 2018; to approve the request by Dahlstrom Real Estate for a site plan amendment to the"M-2,P" SUBJECT: Planned Industrial District to allow for the construction of a 200,000 sq. ft. warehouse/office located west of 3050 Wagner Road, and instruct City Clerk to publish said notice. Submitted by: Submitted By:Noel Anderson, Community Planning& Development Director Recommended Action: Approval Transmitted herewith is a request by Dahlstrom Real Estate for a site plan amendment to the"M-2,P" Planned Industrial District to allow for the construction of a 200,000 SF warehouse/office located west of 3050 Wagner Road. The applicant is requesting to construct a new industrial warehouse building up to 200,000 square feet. The request to construct the industrial warehouse building would not appear to have a negative impact upon the surrounding area as it would appear to be compatible with other industrial development in the area. The proposed site plan amendment would not appear to have a negative impact upon vehicular or pedestrian traffic conditions in the area. The site is Page 17 of 371 served by Airline Highway which is a minor arterial and Wagner Road which is a collector road. The nearest recreational trail is the Cedar Valley Lake Trail which is located in George Wirth State Park. There are no sidewalks in the area. The area in question has been zoned "M-2,P"Planned Industrial District since the adoption of the zoning ordinance in 1969. Surrounding land uses and their zoning designations are as follows: North— Vacant Land, zoned"M-2,P"Planned Industrial District. South—ASPRO asphalt manufacturing plant, zoned"M-1"Light Industrial District. East— Jerald Sulky Company zoned"M-2"Heavy Industrial District. West— Standard Forwarding and Fed Ex Ground, zoned "M-2,P"Planned Industrial District. No buffers would be required as a part of this rezoning request. The applicant will need to submit and execute a landscaping plan for the site during the building permit approval process. It will be necessary that a storm water detention plan is submitted, as well as a S WPPP to the Engineering Department for review and approval. The proposed request would not appear to have a negative innpact upon drainage in the area if proper storm water detention techniques are put in place. The surrounding area consists of industrial buildings built between 1961 and 2012. A portion of the property is located within Zone A: 100 year flood plain which will require the building to be one-foot above the base flood elevation as indicated by the Federal Insurance Administration's Flood Insurance Rate Map, Community Number 190025 0167F, dated July 18, 2011. Lincoln Elementary School is located 1.68 miles to the southeast, George Washington Carver Academy is located 2.37 miles to the southeast, and East High School is located 3.70 miles to the southeast. Summary Statement: The nearest open space is George Wirth State Park which is located 0.93 miles to the southwest. There is a 12" sanitary sewer line located on the north side of Airline Highway. There are 12"water lines in Wager Road, Airline Highway, and Midport Boulevard. The Future Land Use Map designates this area as Industrial. The proposed site plan amendment would be in conformance with the Comprehensive Plan and Future Land Use Map for this area. The applicant is requesting to construct a 200,000 SF building with a 25-lot parking lot. Page 18 of 371 The area in question is zoned"M-2,P" Planned Industrial District, and this zoning is designed to permit the establishment of industrial parks and to provide for the orderly planned growth of industries in large tracts of allow, allowing greater flexibility and diversification of land uses and building locations. It is also intended that such industrial parks be developed to maximize the potentials of industrial areas and at the same time minimize any adverse effect upon adjacent properties in other zoning districts. The Zoning Ordinance requires I parking space for every 2 people employed at the facility and the site plan shows 25-parking spaces. The Site Plan does not label setbacks and that information will need to be added. During Tech Review Engineering noted that they would like to see the driveway coming out to Airline Highway moved east to align with the entrance to ASPRO on the south side of the street. Elahi sent an email requesting that the driveway coming out to Wagner Road be moved to the north. Engineering also noted that there would be a fee to hook up to the sewer. There is no platting required for this request. Therefore, staff recommends that the request for site plan amendment in the "M-2,P"Planned Manufacturing District, be approved for the following reasons: 1. The request is in conformance with the Comprehensive Plan and Future Land Use Map for this area. 2. The request would not appear to have a negative impact on traffic conditions in the area. 3. The request would not appear to have a negative impact upon the surrounding area. And with the following conditions(s): 1. That the final site plan ineets all applicable city codes, regulations, etc. including, but not limited to, parking, landscaping, screening, drainage, setbacks,etc. 2. That the building be a minimum I' above the base flood elevation. Expenditure Required: None Source of Funds: N/A Policy Issue: Land Use and Economic Development, policies 1, 3 and 4. MID PORT AMERICA PARK PLAT NO 3 LOT 20 and UNPLATTED WATERLOO EAST PART SEC 4 T 89 R 13 BEG AT INTERS NLY ROW LINE W AIRLINE HWY& WLY ROW LINE WAGNER RD TH N 600 FT TH W 3300 FT TH S TO NLY ROW LINE ICG RRTH Legal Descriptions: SELY ALONG NLY LINE RR ROW TO NLY ROW LINE W Page 19 of 371 AIRLINE HWY TH ELY ALONG SAID ROW LINE TO PT OF BEG & THAT PART SE SW SEC 4 T 89 R 13 LYING S OF IC RR EXC WLY 875 FT & EXC STREET AND EXC THAT PART PLATTED TO MIDPORT AMERICA PARK PLAT NO 1 AND NO 2 AND NO 3 Page 20 of 371 September 12,2017 REQUEST: Request by Dahlstrom Real Estate for a site plan amendment to the "M-2,P" Planned Industrial District to allow for the construction of a 200,000 SF warehouse/office located west of 3050 Wagner Road. APPLICANT(S): Dahlstrom Real Estate 604 Clay Street, Cedar Falls, IA 50613 GENERAL The applicant is requesting to construct a new industrial DESCRIPTION: warehouse building up to 200,000 square feet. SURROUNDING The request to construct the industrial warehouse building LAND USES AND would not appear to have a negative impact upon the IMPACT ON surrounding area as it would appear to be compatible with NEIGHBORHOOD: other industrial development in the area. VEHICULAR & The proposed site plan amendment would not appear to have PEDESTRIAN a negative impact upon vehicular or pedestrian traffic TRAFFIC conditions in the area. The site is served by Airline Highway CONDITIONS: which is a minor arterial and Wagner Road which is a collector road. RELATIONSHIP TO The nearest recreational trail is the Cedar Valley Lake Trail RECREATIONAL which is located in George Wirth State Park. There are no TRAIL PLAN AND sidewalks in the area. COMPLETE STREETS POLICY: ZONING HISTORY The area in question has been zoned "M-2,P" Planned FOR SITE AND Industrial District since the adoption of the zoning ordinance in IMMEDIATE VICINITY: 1969. Surrounding land uses and their zoning designations are as follows: North — Vacant Land, zoned "M-2,P" Planned Industrial District. South —ASPRO asphalt manufacturing plant, zoned "M-1" Light Industrial District. East— Jerald Sulky Company zoned "M-2" Heavy Industrial District. West— Standard Forwarding and Fed Ex Ground, zoned "M- 2,P" Planned Industrial District. BUFFERS/ No buffers would be required as a part of this rezoning request. SCREENING/ The applicant will need to submit and execute a landscaping LANDSCAPING plan for the site during the building permit approval process. REQUIRED: DRAINAGE: It will be necessary that a storm water detention plan is submitted, as well as a SWPPP to the Engineering Department for review and approval. The proposed request would not appear to have a negative impact upon drainage in the area if proper storm water detention techniques are put in place. DEVELOPMENT The surrounding area consists of industrial buildings built SPA-West of 3050 Wagner Road Page 1 of Page 21 of 371 July 10,2018 HISTORY: between 1961 and 2012. FLOODPLAIN: A portion of the property is located within Zone A: 100 year flood plain which will require the building to be one-foot above the base flood elevation as indicated by the Federal Insurance Administration's Flood Insurance Rate Map, Community Number 190025 0167F, dated July 18, 2011. PUBLIC /OPEN Lincoln Elementary School is located 1.68 miles to the SPACES/ SCHOOLS: southeast, George Washington Carver Academy is located 2.37 miles to the southeast, and East High School is located 3.70 miles to the southeast. The nearest open space is George Wirth State Park which is located 0.93 miles to the southwest. UTILITIES: WATER, There is a 12" sanitary sewer line located on the north side SANITARY SEWER, of Airline Highway. There are 12" water lines in Wager STORM SEWER, ETC. Road, Airline Highway, and Midport Boulevard. .............................................................................................................................................................................................................................................................................................................................................................. RELATIONSHIP TO The Future Land Use Map designates this area as Industrial. COMPREHENSIVE The proposed site plan amendment would be in conformance LAND USE PLAN: with the Comprehensive Plan and Future Land Use Map for this area. STAFF ANALYSIS — The applicant is requesting to construct up to a 200,000 SF ZONING building with a 25-lot parking lot. ORDINANCE: The area in question is zoned "M-2,P" Planned Industrial District, and this zoning is designed to permit the establishment of industrial parks and to provide for the orderly planned growth of industries in large tracts of allow, allowing greater flexibility and diversification of land uses and building locations. It is also intended that such industrial parks be developed to maximize the potentials of industrial areas and at the same time minimize any adverse effect upon adjacent properties in other zoning districts. The Zoning Ordinance requires 1 parking space for every 2 people employed at the facility and the site plan shows 25- parking spaces. The Site Plan does not label setbacks and that information will need to be added. During Tech Review Engineering noted that they would like to see the driveway coming out to Airline Highway moved east to align with the entrance to ASPRO on the south side of the street. Elahi sent an email requesting that the driveway coming out to Wagner Road be moved to the north. Engineering also noted that there would be a fee to hook up to the sewer. STAFF ANALYSIS — There is no platting required for this request. SUBDIVISION SPA-North of 1318 Martin Road Page 2 of Page 22 of 371 July 10,2018 ORDINANCE: STAFF Therefore, staff recommends that the request for site plan RECOMMENDATION: amendment in the "M-2,P" Planned Manufacturing District, be approved for the following reasons: 1. The request is in conformance with the Comprehensive Plan and Future Land Use Map for this area. 2. The request would not appear to have a negative impact on traffic conditions in the area. 3. The request would not appear to have a negative impact upon the surrounding area. And with the following conditions(s): 1. That the final site plan meets all applicable city codes, regulations, etc. including, but not limited to, parking, landscaping, screening, drainage, setbacks,etc. 2. That the building be a minimum V above the base flood elevation. SPA-North of 1318 Martin Road Page 3 of Page 23 of 371 City of Waterloo Planning, Programming and Zoning Commission July io,2oi8 M-1 R-1 a M-2,P o� �o M-2 WAIRLINEHWY n a r rn 1� C7s M-1 0 z gR�A�wAyST � U A-1 WYTH RD A-1 218 o z R-3 R-2 a = C-1 z, 3 R-2 N West of 305o Airline Highway W* E Site Plan Amendment to "M-2,P" Dalhstrom Properties LLC 1,000 500 0 1,000 ®R� Feet Page 24 of 371 City of Waterloo Planning, Programming and Zoning Commission July io, 2M8 r iry � I �/i r It✓til rr�wri//r.frw, a JI,�"�l O�J"D`�% 1 if, / arnnn'r` r/ Location of Proposed Building o I� / , � r mw•I I 1 ;,''�3u r�9r�lYlr,,., �m�. r�aa�ni ,. ,:@,. ,✓ tip. N West of 3050 Wagner Road w E Site Plan Amendment to "M-2,P" s Brent Dahlstrom 250 125 0 250 0 � Feet Page 25 of 371 t� w a r w , I! , � �J�r�yrr�siuny « r / p C n I " r 0 Y a r � 9 r 1;� I (, � ti%'�� ✓ Ili%� �8 /'N� 1/ w , uu o I �� r �, .,.,. � .;� ,� , .. ��. `� �w��, r .Mn �! 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' �� .�ryeV r ,. i W i II ! « :r I w w � f' I r Yll j �f I � n, I v IIIIIIIIIIIIIII r r, I � APPLICATION SITE PLAN A,MZSND TO A ""R-P9% 44m-pil 1 44C_P�� "B-P't, "S-1" OR Nr DISTRICT CITY OF WATERLOO PLANNING, PROGRAMMING, AND ZONING COMMISSION, WATERLOO, IOWA 319291.4366 lNeworOveraflAniendniellt New ...................... lndMdual Building Mnnor changebe approved by staff) (check one)(Minor Change inust I. APPLWATION INFORMATION: a- Applicant's name (please print): ....... Address: 604 gay St. Phone• 319-768-7150 Fax: -— ———--—----------------- City: Cedar FaUs State: �A Zip' 50613 .- .- '_''---------------—--—-------- ....... 1), Status of applicant: (a)Owner_>L(b)Other (CHECK ONE): If other explain: ........._ ................ Property owner's narne if different than above(please Address: City:..._............. ...... .......... 2, PROPERTY 'INFORMATION: a General location of site plan to be arnended: N.W. corner of Airfin� H[g a &We .......... .-gner Rd,.,,,----——--__-- ......................w_.. ..I..... b L,egal description of property or portion to be aniended: Mid Port Ainenca Park Rat No. 3,Lot 2(t&UnpWted Watehoo East Part Sec 4 T 89 R 13 Begin at Int Nly row fine W Airline Hwy&Ny row line Wagner Rd th N 600 ft th W 3300 ft th S to My row fine fCG RR th SEly along My RR row to My row Rne W krfine Hwy th Ely abng%aid row line to pont of Beginning&triat part SE SW Sec 4 T 89 R 13 lying S of fC RR exc Ny 875 ft&exc street and exc that pail platted'to Mid America Park Pat No.1 &No.2& No, C' Dimensions of proposed site plan amendment: Rou9Ny1,,.065ftx610ft d. Area of proposed site plan amendrnenc,..Bq�N 6�6486thaE____ ......... e. Current zoning: C-.P................ f, Reason(s) for site plan antendment and proposed use(s) of property: Add new warehouse&future expansion space ............. ............ Conditions (if any)agreed to (does not affect existing conditions unless specified): ...................................... ............. .......... ............ hOther pertinent information(use reverse side if necessary):_____ ---....................... Please Note: Wapplicant,is not the owner of the property,the signature ofthe oNvner unrest be secured. 1f it is the intent to �Ubdivide (split) any land, vacant or improved in cornjunction with this request it inust go through a platting process (scparate from site plan amendment request). The filing fee of$200 (for new or overall amendment), SWO(fior individual Building), or$0(for minor change)(payable to dic (lity of'Waterloo) is required, This fee is non-refundable. LJ oder rues condition shall said sum or ally pall thereof be rellmded for failUTC of said amendment to be enacted into law. Any major change in any of the information given wffl req,uire that the request go back through the process, with a new filing fee. If the request is denied no new petition covering the sarne or portion of the same property shall be filed with or considered by the planning, Programming, and Zoning ('orrunission until four (4) months have elapsed from the (late of denial by the Waterloo City Council. The undersigned certify under oath and under the penalties of perjury that all infiontlation on this request and submitted along V'14h it is tme and Correct, All information submitted will be used by the Waterloo Planning, Programming, and Zoning ("ornmission and the Waterloo City Council in ntaking their decision. The enders hied authorize City Zoning Officials to enter the property in question in regards to the request. J rrl 71�1 11--_e'---0fAppI i cant Date Signature of Owner Date Page 29 of 371 CITY OF WATERLOO Council Communication Resolution setting the date of public hearing as July 30, 2018 to approve the request by Jess Hovatter to vacate 5 feet of a platted 20 foot drainage and utility easement, located along the southwesterly property line of 1731 Carriage Hill Drive, to allow for the construction of a 26' X 32' (832) square foot garage, and instruct the City Clerk to publish notice City Council Meeting: 7/16/2018 Prepared: 7/13/2018 REVIEWERS: Department Reviewer Action Date Na11'1ing& zone rIg Sellirroederr, A.dc Approved //13/2018 .... 1.05 P (.`perk Office Eveni, 1-e rr,n Approved '7/13/2018 2:56 PM ATTACHMENTS: Description Type 11t: ff l .cpoiil 1.73 p Carrla1,c I Ipfl Di6ve Covc.r Me ono 1"141 �:.":ii:p: pe I ipp 1)dv�° 1"✓pap (.:`�b` ;r 1�� wunbo Resolution setting the date of public hearing as July 30; 2018 to approve the request by Jess Hovatter to vacate 5 feet of a platted 20 foot drainage and SUBJECT: utility easement, located along the southwesterly property line of 1731 Carriage Hill Drive; to allow for the construction of a 26' X 32' (832) square foot garage, and instruct the City Clerk to publish notice. Submitted by: Submitted By:Noel Anderson, Community Planning and Development Director Recommended Action: Approval Transmitted is a request to set the date of public hearing as July 30, 2018 for Summary Statement: Jess Hovatter to vacate 5' of a platted 20' drainage and utility easement located along the southwesterly property line to allow for the constiuction of a 26' X 32' (832) square garage located at 1731 Carriage Hill Drive. Expenditure Required: None Source of Funds: N/A Policy Issue: Vacate portion of platted drainage and utility easement. Alternative: N/A Background Information: N/A The Northeasterly Five (5) feet of the Twenty(20)foot drainage and utility easement as platted along the Southwesterly line of Lot 27 of Carriage Hill, Page 30 of 371 Legal Descriptions: in the City of Waterloo, Black Hawk County, Iowa. Page 31 of 371 July 10,2018 REQUEST: Request by Jesse Hovatter to vacate the first 5' of a platted 20' drainage and utility easement located along the southerly rear yard property line to allow for the construction of a 26' X 32' (832) square foot detached garage located at 1731 Carriage Hill Drive. APPLICANT: Jesse Hovatter, 1731 Carriage Hill, Waterloo, Iowa 50701 GENERAL The applicant is requesting to vacate the first 5' of a platted 20' DESCRIPTION: utility and drainage easement. IMPACT ON The request would not appear to have a negative impact on the NEIGHBORHOOD & surrounding neighborhood or land use. SURROUNDING LAND USE: VEHICULAR & The request would not appear to have a negative impact on PEDESTRIAN vehicular or pedestrian traffic movements in the area. TRAFFIC CONDITIONS: RELATIONSHIP TO The Greenhill Trail is located just a '/4 mile west of the proposed RECREATIONAL vacate area, and a trail is proposed along the south side of TRAIL PLAN AND University Avenue when it is reconstructed in the near future, which COMPLETE STREETS is located one block to the south. POLICY: ZONING HISTORY The area of the proposed vacate is zoned "R-3" Multiple Residence FOR SITE AND District and has been zoned as such since the adoption of the IMMEDIATE VICINITY: zoning ordinance in 1969. Surrounding land uses and their zoning designations are as follows: North — Residential zoned "R-2" One and Two Family Residence District South — Vacant land zoned "R-4, R-P" Planned Multiple Residence District and commercial development zoned "C-2" Commercial District. East — Residential zoned "R-3" Multiple Residence District West — Residential zoned "R-3" Multiple Residence District DEVELOPMENT The house on the site was built in 1970 with most residences in the HISTORY: area being built in the early 1970's. BUFFERS/ SCREENING No buffers or additional screening is needed with this request. REQUIRED: DRAINAGE: Vacation of the easement is anticipated to have minimal impact on drainage, and a sufficiently sized drainage easement would remain to handle drainage flows in the area. FLOODPLAIN: No portion of the vacate area is located within a Special Flood Hazard Area as indicated by the Federal Insurance Administration's Flood Insurance Rate Map, Community Number 190025 and Panel Vacate Easement at 1731 Carriage Hill Drive P&gLF82f 6f 371 July 10,2018 Number 0169F, dated July 18, 2011. PUBLIC /OPEN The nearest schools are Blessed Sacrament School which is SPACES/ SCHOOLS: located 680 feet to the northwest, Black Hawk Elementary is located 1/2 mile to the south, and West High School is located approximately 3 miles to the southeast. The nearest open space is Gallaway Park which is located a 1/4 mile east of the project area. UTILITIES: WATER, There are no known utilities located in the easement along the SANITARY SEWER, southerly rear yard property line. There is a 8" sanitary sewer main STORM SEWER, ETC and 24" storm sewer main that are located in the center of Carriage Hill Drive that are just to the north of the property. RELATIONSHIP TO The Future Land Use Map designates the property as Mixed COMPREHENSIVE Residential: Low, Medium, and High Density Residential; LAND USE PLAN: Professional Offices. STAFF ANALYSIS — The applicant is requesting to vacate the first 5' feet of a platted 20' ZONING easement located along the rear yard of the property for the ORDINANCE: construction of a 26' X 32' (832) square foot detached garage. There appears to be no utilities located in the easement and no future need for that portion of the easement. The property is adjacent to 1725 Carriage Hill Drive or Carriage Hill Lot 28. Lots 28-32 had 10' of the total 20' easement vacated on March 1, 1993 as part of Ordinance 3927. The Waterloo Engineering Department indicated they were ok with vacating the first 5' of the 20' drainage utility easement in the rear yard, but no more than 5' due to an existing drainage ditch within the remaining 15' of the drainage utility easement. STAFF ANALYSIS — SUBDIVISION There is no platting required for this request. ORDINANCE: STAFF Therefore, staff recommends that the request to vacate the first 5' RECOMMENDATION: of a platted 20' drainage and utility easement located along the southerly rear yard property line to allow for the construction of a 26' X 32' (832) square foot detached garage be approved for the following reasons: 1. The request would not appear to have a negative impact on the surrounding area. 2. The request would not appear to have a negative impact upon pedestrian and traffic conditions within the surrounding area. 3. There appears to be no need for the extra easement width, and the area would appear to have adequate drainage with the remaining 15' easement. Vacate Easement at 1731 Carriage Hill Drive P;EFgLF33f 6f 371 City of Waterloo Planning, Programming and Zoning Commission July io, 2M8 ��°IVu ��ui�u��01IIIIIIIIIIIII � r- 1731 Carriage Hill Drive %�' °��%i, r, a / /r f r m (" r r, �� 5'Area Requested to be Vacated 15' Remainder of Easement that will not be Vacated t N 1731 Carriage Hill Drive w-#7-E Easement Vacate s Jesse Hovatter 20 10 0 20 0 Feet Page 34 of 371 CITY OF WATERLOO Council Communication Cigarette/Tobacco Permit New Application for Bamboo Ridge Campground, Inc., 4550 Hess Road. City Council Meeting:7/16/2018 Prepared: REVIEWERS: Department Reviewer Action Date Clerk Off we 1 p nga:)y, N mey Apmp)roved '7/G G/20 tl 8 2-09 P SUBJECT: Cigarette/Tobacco Permit New Anblication for Bamboo Ridge Ca=gjound, Inc., 4550 Hess Road. Page 35 of 371 CITY OF WATERLOO Council Communication Bonds. City Council Meeting:7/16/2018 Prepared: REVIEWERS: Department Reviewer Action Date E c:g dmnee6ngg ;f p ng,[.)y, N am:y A.pproved 'M G/20 p ... p 0-55 AM. ATTACHMENTS: Description Type ❑ 1:3orids for cote-: yip mapll'rovap 7.16 IS 1:3 ae.kup:r M ame,mlaap SUBJECT: Bonds. Page 36 of 371 BONDS FOR COUNCIL APPROVAL July 16, 2018 RIGHT OF WAY CONSTRUCTION BOND AMOUNT $15,000.00 55-193385 DONNA L. NELSON AND VERNER D. NELSON WATERLOO, IA 95 BM J031 6 WES GARDNER dba GARDNER PLUMBING LA PORTE CITY, IA 63184256 WILL GREER dba GREER'S WORKS WATERLOO, IA BUILDING MOVER'S BOND AMOUNT $10,000.00 63717643 ALYSWORTH HOUSE MOVERS, LLC WADENA, IA Page 37 of 371 CITY OF WATERLOO Council Communication Janitorial services contract for six (6) City owned buildings. City Council Meeting: 7/16/2018 Prepared: 7/10/2018 REVIEWERS: Department Reviewer Action Date Plar)riirq,& Zonkig Schroeder, Aric Approved '//Gip/201 3-58 PM (I .]erk Office Evei, I...,eA.nr) Approved '7/11/2018 9-47 AM ATTACHMENTS: Description Type D R F11 Covet Mell/no D 17cnn of Cornua c.t Covet mealo D Vendor I.Jst (."ove.ir Memo D Bkl 'Talwhfion Backup Matci-M Motion to receive and file proof of publication of notice of public hearing. HOLD HEARING - No comments on file. Motion to close hearing and receive and file oral and written comments. SUBJECT: Resolution confirining approval of plans, specifications, form of contract, etc. Resolution authorizing to proceed. Motion to receive and file and instruct the City Clerk to read bids and refer to CommunityDirector i Planning& Development D' ctor for review. Submitted by: Submitted By:Noel Anderson, Community Planning and Development Director Recommended Action: Approval Expenditure Required: Unknown Source of Funds: Building Maintenane Page 38 of 371 CITY OF WATERLOO — REQUEST FOR PROPOSAL JANITORIAL SERVICES City of Waterloo, under the jurisdiction of the City Council, is seeking bids for furnishing the City of Waterloo with janitorial services for six (6) government facilities. To be considered for this project, the bidder must be familiar with the specifications set forth in the bid document; and the bidder offers to furnish janitorial services to the City as required in the bid document. This entire document shall be considered as binding,part of the contract, and must meet or exceed the specifications set forth in the Request for Proposal. The vendor with the lowest qualifying total bid or lowest individual building bid, which bests serves the interest of the City of Waterloo, will be awarded the project. The term of the contract and price shall be fixed for two (2) years, commencing on August 1, 2018, or shortly thereafter the signing of the contract. Note: There may be a 1, 2 or 3 year extension, if the City of Waterloo is satisfied with the janitorial vendor's performance at the end of the contract period. Mark Boesen, Temporary Building Supervisor 319-291-4522 ext 3065 Ed Abben, Foreman, Building Maintenance 319-269-4688 Page 39 of 371 Page 2 1. TERM OF CONTRACT: The price quoted for the two-(2) year term shall be fixed. There may be an option to extend the janitorial agreements for a one-(1), two-(2) or three (3)year period. This option may be offered to the company by the City of Waterloo if the City Council is satisfied with the janitorial vendor's performance during the initial contract period. 2. DEFINITIONS: Owner = City of Waterloo, City Council Project Manager = Temporary Building Supervisor Mark Boesen City = City of Waterloo Bidder = Vendor/Company Maintenance Depart = Building Maintenance Department 3. BUILDING INFORMATION: The six (6) City Buildings have about 84,000 square feet. City Hall Approx. 44,000 Sq. Ft. 715 Mulberry Street 175 employees, clients,public doing business Daily Cleaning Carnegie Annex Approx. 9,000 Sq. Ft. 620 Mulberry Street 25 employees, clients,public doing business Daily Cleaning Waterloo Police Training Center Approx. 8,000 Sq. Ft. 348 N. Elk Run Road Training Center(Weekly Cleaning) Memorial Hall Approx. 10,500 Sq. Ft. 104 W. 5th Street Event Center (Monthly Cleaning) Page 40 of 371 Page 3 Waste Management Approx. 8,000 Sq. Ft. 3505 Easton Ave. (Day time cleaning) Parking Ramp Enclosure attached to Approx. 4,000 Sq. Ft. Waterloo Building (Weekly Cleaning) 4. IMPORTANT DATES: PRE-BID MEETING: City Hall, City of Waterloo 715 Mulberry Street, Mollenhoff Conf. Room Tuesday, June 26, 2018 At 10:00 a.m. BID SUBMITTAL DEADLINE: THURSDAY, JULY 1212018 On or before 1:00 p.m. SUBMIT BID (& Bid Bond) TO: City of Waterloo, City Hall City Clerk's Office 715 Mulberry Street, Waterloo, IA 50703 All bids shall have prices clearly printed on the attached "FORM OF PROPOSAL". All bids are to be submitted in a sealed envelope clearly marked as follows: "BID PROPOSAL FOR JANITORIAL SERVICES—CITY OF WATERLOO, IOWA". All bids shall be accompanied with a bid security of 5% of the bid price for one year. Bid security shall be submitted with the bid proposal in a sealed envelope clearly marked as `BID SECURITY FOR JANITORIAL SERVICES". The name of the business submitting the bid must also be clearly marked on both envelopes. Any bid submitted after the specified date and/or time shall be rejected. All bids must be hand-delivered or mailed to the above address, and it shall be the sole responsibility of the bidder to ensure that the bid is received by the City at the above location and time. Any bid submitted after the specified date and time shall be rejected. NO FAXED BIDS WILL BE ACCEPTED UNDER ANY CIRCUMSTANCES. Page 41 of 371 Page 4 BID OPENING: THURSDAY, JULY 12, 2018 At approx. 1:00 p.m. City Clerk's Office, 1st Floor Conference Room 715 Mulberry Street, Waterloo, IA 50703 5. CONTRACT/PROJECT TO COMMENCE: Cleaning contract shall commence on or after August 1, 2018, and signing of the contract. Two (2) original signed contracts to be furnished by the successful bidder to be approved by the City Council and signed by the Mayor. By virtue of statutory authority, the company shall give preference to Iowa Domestic Labor, products and provisions grown, and coal produced within the State of Iowa according to the provisions of the Code of Iowa as amended. 6. BID REJECTION/ACCEPTANCE: The City reserves the right to reject any and all bids, waive informalities in bidding, or to accept the bid which best serves the interests of the City. 7. BID WITHDRAWL: All bid prices, upon submission by bidder, are recognized by the City and bidder to be irrevocable for a minimum of thirty (30) calendar days after the scheduled opening of the bids without the consent of the City. 8. BID SECURITY: Each bidder shall accompany the bid with a bid security by a bid bond, cash deposit, Cashier's Check or Certified Check on a solvent bank chartered under the laws of the United States and in accordance with the requirements of Section 384.97 of the Iowa Code as amended, in the amount of not less than 5%of the total first year of the proposed project. Bid security shall be made payable to the City of Waterloo. Bid security shall be submitted in a separate sealed envelope and be affixed to the bid. The envelope shall have the company name and address clearly stated along with being labeled as "Bid Security". Page 42 of 371 Page 5 Bid Security shall be returned to the bidders who were not awarded the contract, upon signing of the Contract. 9. PERFORMANCE BOND: Upon signing the Contract, a Performance Bond in the amount equal to the 1 sr year of the two- year contract shall be required and submitted before work commences. The Performance Bond shall be in effect until the end of the 1 sr year of the contract and contract has been satisfied and accepted by the City Maintenance Administrator and City Council. 10. TAXES & LATE FEES: The City is a governmental agency and does NOT pay taxes or late fees. 11. TERMS OF PAYMENT: The company shall submit a monthly invoice request for payment. The City shall endeavor to make payment in a reasonable time frame and manner. 12. START UP: The contractor shall strip all hard-surface floors, including stairwells, and reseal with appropriate sealers and waxes. The contractor shall deep clean all carpets. This work is to be coordinated with the Maintenance Administrator and shall occur in the first ninety (90) days of the contract start date. 13. TERMINATION OF SERVICES: Either party may terminate this agreement with a written thirty(30) day notice to the other party. 14. INTERPRETATION OF THE CONTRACT DOCUMENTS: Bidders are hereby given notice to check carefully the accuracy and arithmetic of their bids before submission of said bid. Plea of errors in the bid may never the less result in acceptance or rejection of that bid and award to the next lowest reasonable bidder. Page 43 of 371 Page 6 The vendor shall verify all sizes, locations and existing conditions prior to bidding. If any discrepancy is noted by the vendor, the Maintenance Administrator shall be notified immediately. In the event that any questions shall arise after the letting of the contract respecting the true meaning of the specifications, the matter shall be referred to the Maintenance Administrator, whose decision shall be final as to all parties of the contract. No advantage shall be taken of any manifest clerical errors or omissions or questions the vendor may have which could affect the bid before submitting the bid. 15. INSURANCE & LEGAL REQUIREMENTS: 15.1 The company shall maintain adequate liability insurance in form(s) and amount(s) sufficient to protect the City of Waterloo, its agencies, its employees, its clients and the general public against loss, damage and/or expense related to performance under the janitorial agreement. 15.2 The company shall provide a Certificate of Liability insurance naming City of Waterloo as additional insured and said insurance certifications must be provided to the City of Waterloo before or upon award and signing of the contract. 15.3 In the event the insurance coverage is canceled or modified in any way, the City of Waterloo must be notified immediately. If at any time during the contract period the company fails to maintain the minimum insurance coverage, the contract may be canceled at the City's option. 15.4 Minimum insurance requirements are as follows: 1) Comprehensive General Liability $2,000,000 2) Comprehensive Automobile Liability $1,000,000 3) Workers Compensation State Statutory 15.5 Hold Harmless—Our business partners shall defend, indemnify and hold harmless the City of Waterloo, its officers, employees, agents, and/or representatives from and against any and all claims for injury or damages arising out of the performance of the relationship,but only in proportion to and to the extent such liability, loss, expense, attorney fees, or claims for injury or damages are caused by or result from negligent or intentional acts or omissions of the business partner, its officers, agents or employees. Page 44 of 371 Page 7 16. GENERAL REQUIREMENTS: 16.1 The major cleaning shall be done after hours. The contractor's supervisory personnel must be present at all times (during the night shift)while service is being performed. All of the company's personnel must be identifiable by means of not less than a name badge with the company's identification and employee name on the badge. 16.2 The contractor will provide Maintenance Administrator with a criminal background check form on each employee having access to City facilities. The information needed would include correct name, date of birth and social security number. The Waterloo Police Department will conduct a criminal background check to verify this information, and the City will have the option of denying access at its discretion to persons it feels had had significant offenses. 16.3 The contractor's personnel shall also sign a"Confidentiality Agreement"which essentially states that any information the cleaning staff may inadvertently read in the process of performing their duties, shall remain strictly confidential. Unauthorized use or disclosure of confidential information, including but not limited to protected health information will result in disciplinary action up to and including recommendation for termination and possible imposition of fines pursuant to applicable local, state and federal laws. 16.4 Bidders are hereby given notice to check carefully the accuracy and arithmetic of their bids before submission of said bid. Plea of errors in bid may never the less result in acceptance or rejection of that bid and award to the next lowest reasonable bidder. The company shall verify all locations, measurements and existing conditions prior to bidding. If any discrepancy is noted by the company, the Maintenance Administrator shall be notified immediately. In the event that any questions shall arise after the letting of the contract respecting the true meaning of the specifications, the matter shall be referred to the Maintenance Administrator whose decision shall be conclusive. 16.5 The contractor's staff will work primarily week nights beginning at or after 5:00 p.m. and end at such time as is agreeable with both the company and the Maintenance Administrator. Weekend work will be permissible with advanced notice for special projects such as window washing, floor stripping and waxing, etc. 16.6 The contractor shall supply all paper towels, toilet tissue, hand soap, can liners, cleaning supplies and equipment to properly maintain the buildings cleanliness. Page 45 of 371 Page 8 16.7 The City shall provide adequate storage rooms for the companies use. 16.8 The company shall inform the Maintenance Department if it observes various maintenance—related problems, such as: burned out lights,plugged drains, water pipe leaks, etc. 16.9 The City's supplies and equipment shall be kept separately from the contractor's supplies and equipment. 16.10 All cleaning equipment,particularly for hard wood floors and carpet, shall be industrial professional grade and kept in good working order. Repair and/or replacement of equipment and supplies shall be the sole responsibility of the contractor. 16.11 All equipment must meet the approval of the Maintenance Administrator. 16.12 A list of all cleaning supplies,paper goods, can liners, hand soap, disinfectants, etc., used by the contractor in the performance of this contract must be submitted to the Maintenance Administrator for approval prior to contract start-up date and be agreeable to what the Administrator deems as equal or better value in quality,performance, consistency, or any other factors affecting the appearance or performance of said products, such as size and thickness of can liners and compatibility of hand soap with City soap dispensers. This list shall include product name and supplier name. 16.13 The contractor shall provide a"Materials Data Safety Sheet" for every chemical to used by the contractor. 16.14 The City will provide the contractor with access and keys to the facilities for which services are to be provided. It is the responsibility of the contractor to see that keys are NOT misplaced, lost, stolen or copied. a) The use of keys by any employee of the contractor at an unauthorized time or for an unauthorized reason may be reason for termination of the employee and/or contract. b) In the event that a key(s)provided to the contractor or its employee is lost, misplaced or stolen, the contractor will be responsible for notifying the Administrator or his/her designated representative and contractor shall pay for replacement cost of key(s) and/or if necessary, changing of lock(s). Page 46 of 371 Page 9 16.15 It is understood between the parties that the prime purpose of this contract is that the premises shall be kept clean, according to reasonable and accepted standards, regardless of the number of times an operation is required to accomplish this purpose; and the times an operation is performed as shown herein are solely for guideline purposes and may or may not constitute satisfactory performance under the contract. 16.16 Contractor shall be adjudged to have sufficient experience in this field to determine with reasonable certainty the required amount of work(and therefore workers) and materials necessary to accomplish the above-stated purpose of the contract. 16.17 It will be the responsibility of the Administrator to set up what is deemed satisfactory performance of the contractor and will be based primarily on the continuous acceptable appearance of the facilities rather than the performance of a specific duty at a specific time for a specific number of times. 16.18 All facilities shall be cleaned in a professional manner. All lighting and water usage shall be kept to a minimum as required to complete satisfactory performance of the work. Supplies and equipment shall be put away in a neat and orderly fashion, at the end of the work shift. 16.19 The contractor's management personnel shall make regular and frequent inspections to assure that work is being performed in accordance with these specifications. The management personnel shall report to the Administrator on a regular pre-agreed schedule. 16.20 The contractor will be responsible for the repair or replacement of any damaged equipment or damages to the buildings that may occur during the course of carrying out the prescribed duties. If damages cannot be repaired by the contractor, it shall be reported to the Maintenance Dept. and the cost of said repair shall be deducted from the facility's monthly invoice. 16.21 This RFP shall be considered as part of the Contract. 16.22 The monthly charge includes the services outlined in the RFP. Any work not mentioned can be negotiated and performed. These services shall be performed five (5) days per week on Monday through Friday, unless severe weather would prevent such scheduling and may make it necessary to come in on a Saturday, with prior approval of the Maintenance Administrator. Page 47 of 371 Page 10 16.23 No services will be required on holidays 16.24 One (1) additional day may be charged each Leap Year. 16.25 The contractor should direct any questions, concerns or complaints to the Maintenance Administrator or his designated representative. 17. SCOPE OF WORK: Janitorial service procedures shall be basically the same for all facilities listed in this document. But no two buildings are exactly the same; the variables such as one building may have mostly hard floors and other buildings may have mostly carpet, must be considered. Thus, time, materials and equipment may vary. It is the responsibility of the contractor to adjust staffing and cleaning procedures to specific buildings. 17.1 DAILY Routine Cleaning Services (Monday—Friday; no Sundays or Holidays) 1) Empty all trash containers. All trash containers are to be lined with plastic liners. Replace liners as needed when soiled or torn. Remove all bagged trash to dumpster provided by the City. 2) Empty all recyclable papers into clear plastic can liners. Replace liners as needed. Remove all recycle type trash to dumpster marked"Recycle". 3) Empty and clean all outdoor trash cans by entrance doors. 4) Check all office furniture, fixtures,partition top caps, windowsills, and all other horizontal surfaces for dust and obvious spills and debris. Develop schedule to thoroughly dust at least 20% all of the above each night, so that all work surfaces are cleaned at least once each week. This includes picture frames, clocks, door frames and moldings. Note: Personal work space, stations, cubicles, desks, computers, file cabinets, etc. are the responsibility of the employee working there. THESE WORK AREAS ARE TO BE CONSIDERED CONFIDENTIAL AND ARE STRICTLY OFF LIMITS to cleaning staff. Nothing is to be read or touched on, under or around these immediate work areas. If the boundaries are unclear in any area, it is the responsibility of the contractor to ask the Superintendent to clarify. Page 48 of 371 Page 11 5) Wash, sanitize and polish all drinking fountains. 6) Spot clean entrance glass and interior office partition glass. 7) Vacuum all carpeted entryways, traffic lanes and visible debris throughout facility. Develop schedule to vacuum at least 20% of total carpeted area throughout facility each day. This means wall-to-wall, edge-to-edge, under and around all furnishings. 8) Clean minor soiled spots on carpet. 9) Sweep and dust mop all hard surface floors and stairways. Wet mop with germicidal solution. 10) Kitchenettes: Clean sink, counters, wipe refrigerator and microwave. (Does NOT include washing dishes) 11) Restrooms: a. Empty trash receptacles; replace liners; wash weekly with germicidal cleaner. b. Sweep and wet mop floors with germicidal cleaner. C. Wash all basins, bowls and other fixtures with germicidal cleaner. d. Wash both sides of toilet seats with germicidal cleaner. Leave in "UP" position; put in deodorant blocks as needed. e. Wash urinals with germicidal solution; put in urinal screens and deodorant blocks as needed. f. Wash and polish all mirrors, powder shelves, bright work, etc. g. Spot clean walls and partitions. h. Fill towel, toilet tissue and soap dispensers. Page 49 of 371 Page 12 17.2 WEEKLY Services 1) Scrub &refinish or apply restoration and hi-speed buff resilient floors to maintain high gloss finish. 2) Elevators: Vacuum thresholds, dust doorjambs, wash interior and exterior of elevator with a germicidal cleaner. 3) Wash interior and exterior of entry doors, wash door handles, panic bars, and push plates with a germicidal cleaner. 4) Clean glass in doors and office entrances. 5) Maintain janitor rooms, mop sinks, and keep storage rooms in a clean and orderly fashion. 17.3 MONTHLY Services 1) Clean all door kick plates. 2) Vacuum fabric on chairs in offices and common areas, wash vinyl/leather surfaces, polish wood surfaces. 3) Vacuum return air vents, dust outside of light fixtures. 17.4 QUARTERLY Services 1) Polish wood paneling. 2) Scrub & refinish stairways. 3) Completely was restroom walls and partitions with germicidal cleaner. 4) Wash all waste baskets. Page 50 of 371 Page 13 17.5 SEMI-ANNUAL Services 1) Bonnet clean or hot water extract and deodorize all carpeted areas. 2) Dust/vacuum all window blinds. 3) Clean ALL facility windows, inside and outside. 17.6 ANNUAL Services 1) Strip and refinish all hard surface floors. 2) Deep clean all ceramic tile floors in restrooms and reseal grout where applicable. 18. REFERENCES: The bidder must provide along with the proposal the names of two (2) or more references - installations of comparable size in which the company currently provides janitorial services. Bidder must list names of firms, addresses,phone numbers and name of contact persons. Page 51 of 371 CITY OF WATERLOO FORM OF BID The bidder, having fully read this document, hereby acknowledges that this Bid Proposal completely reflects the total bid price contained herein. It is the bidder's responsibility to determine the bid price based on the bidder's own evaluation of the space to be covered and the work to be done. BASE BID PER MONTH: City Hall $ per month Carnegie Annex $ per month Police Training Center $ per month Memorial Hall $ per month Waste Management $ per month Parking Ramp $ per month TOTAL BID: $ PER MONTH ADDITIONAL POSSIBLE CHARGES (EXTRA WORK REQUESTED): $ Hourly rate per supervisor for additional work as required by the City. $ Hourly rate per employee for additional work as required by the City. Page 52 of 371 CITY OF WATERLOO FORM OF BID (cont.) Company By: (Authorized Signature) (City, State) By: (Printed Name) (Date) Page 53 of 371 VENDOR LIST - JANITORIAL SERVICE - 2018 T & C Cleaning (Tony and Candice Wagner) 319-215-0174 1110 Prestien Drive, Denver, IA 50622 Email: acw3824kmsn.com Midwest Janitorial Service (Larry McDowell) 800-249-6161 1395 N. Center Point Road, Hiawatha, IA 52233 Email: larr kmjsia.com Copy to Mary at: marykmjsia.com Nationwide Office Care (Dave Shirk) 319-240-0539 1310 S. Hackett Road, Waterloo, IA 50701 Email: d.shirkknationwideofficecare.com Servpro of Black Hawk County (Scott Demuth or Debbie Robeson) 319-268-1521 2353 W. Airline Hwy, Waterloo, IA 50703 Email: Scottkservprobhc.com Email: Debbie e,servprobhc.com MJ Commercial Cleaning (Jacy Ahmed) 319-621-4662 19th Street NW, Cedar Rapids, IA 52405 Email: micommercialcleaners(a�yahoo.com Cintas Corporation (Blake Mikesell) 515-986-1309 1300 SE Gateway Dr., Ste #102, Grimes, IA 50111 515-883-0458 Email: mikesellbkcintas.com Page 54 of 371 JANITORIAL SERVICES AT (6) CITY OWNED BUILDINGS Bid Tab: July 12, 2018 Estimate: $ Bidder Bid Security Bid Amount T&C Cleaning, Inc. $7,690.00 Denver, IA 5% �o $35 per hr Supervisor $20 per hr Employee Midwest Janitorial Service Inc. $7,154.00 Hiawatha, IA ' 5% $25 per hr Supervisor $22 per hr Employee Eanwide Office Care $8,230.00 1dS, IA 5% $25 per hr Supervisor p $20 per hr Employee Page 55 of 371 CITY OF WATERLOO Council Communication Sale and conveyance of 1.5 acres of City owned property for$1.00 commonly known as the former Logan Plaza area, and enter into a Development Agreement with Avita Developments, LLC, for the construction of a 5,300 sq. ft. medical office expansion with a minimum value of$1.1 million added to existing value, and 5 years at 50% tax rebates. City Council Meeting: 7/16/2018 Prepared: 7/10/2018 ATTACHMENTS: Description Type Devel0pl nent A.greetuiem. BaaclkLiip l aate6 a] Map Of expaaais, n(s) ('011er metulo Motion to receive and file proof of publication of notice of public hearing_ HOLD HEARING - No Comments on File. Motion to close hearing and receive and file oral and written comments. Resolution to authorize the sale and conveyance of a portion of City owned property to Avita Developments, LLC for 51.00 commonly known as a SUBJECT: portion of the former Logan Plaza area, and authorize the Mayor and City Clerk to execute said documents. Resolution approving a Development Agreement with Avita Developments. LLC for the construction of a 5,300 square foot medical office expansion with a minimum assessed value of$1.1 million added value and 5 years at 50% tax rebates, and authorizing the Mayor and City Clerk to execute said agreement. Submitted by: Submitted By:Noel Anderson, Community Planning& Development Director Recommended Action: Approve the request The City continues to partner with Dr. Sundaram for expansion of his existing site, future planning for the next phase(s), and correlation with Ben Stroh for the entire Logan Plaza redevelopment area. This agreement will Summary Statement: allow Dr. Sundaram the immediate expansion to continue, while also planning ahead for the next phase, while working to properly work with Ben Stroh for the overall site layout, storm water detention, and highest and best use of land. Expenditure Required: None Source of Funds: NA Policy Issue: Economic Development Alternative: Not approve Page 56 of 371 Dr. Sundaram has made tremendous development strides and investment in Background Information: this area of the community. This was the first free-standing medical office on the north side of town, and Dr. Sundaram continues to be a great partner in improvements to Waterloo --both here and at other locations. Legal Descriptions: See attached agreement Page 57 of 371 Prepared by Christopher S.Wendland, P.O. Sox 596,Waterloo, IA 50704 Phone(319)234-5701 DEVELOPMENT AGREEMENT This Development Agreement (the "Agreement") is entered into as of 2018 by and between Avita Developments, LLC (the "Company") and the City of Waterloo, Iowa (the "City"). RECITALS A. City considers economic development within the City a benefit to the community and is willing for the overall good and welfare of the community to provide financial incentives so as to encourage that goal, and the City further believes that the project is in the vital and best interests of the City and that the project and such incentives are in accordance with the public purposes and provisions of applicable State and local laws and requirements under which the project has been undertaken and is being assisted. B. Company is willing and able to finance and construct buildings and related improvements on property legally described on Exhibit "A" attached hereto (the "Property") located in the East Waterloo Unified Urban Renewal and Redevelopment Plan Area, formerly known as the Logan Plaza Urban Renewal and Redevelopment Plan Area ("Urban Renewal Area"). AGREEMENT NOW, THEREFORE, in consideration of the mutual covenants set forth herein, the parties agree as follows: 1. Sale of Property; Title. Subject to the terms hereof, City shall convey to Company for the sum of$1.00 (the "Purchase Price") the real estate described on Exhibit "A-1" attached hereto (the "City Property"), consisting of approximately 1.5 acres. Conveyance shall be by quit claim deed, free and clear of all encumbrances arising by or through City except: (a) easements, conditions and restrictions of record which do not, in Company's opinion, interfere with Company's proposed use; (b) current and future real estate real property taxes and assessments subject to the agreements Page 58 of 371 made herein; (c) general utility and right-of-way easements serving the City Property; and (d) restrictions imposed by the City zoning ordinances and other applicable law. City shall have no duty to convey title to Company until Company delivers to City reasonable and satisfactory proof of financial ability to undertake and carry on the Project (defined below), which may take the form of a lending commitment letter. In any event, conveyance will not occur until the City Property has been surveyed and City has acquired title to the City Property. Company shall, at its own expense, prepare an updated abstract of title, or in lieu thereof Company may, at its own expense, obtain whatever form of title evidence it desires. If title is unmarketable or subject to matters not acceptable to Company, and if City does not remedy or remove such objectionable matters in timely fashion following written notice of such objections from Company, Company may terminate this Agreement. City shall provide any title documents it has in its possession, including any abstracts, to assist in title preparation. 2. Improvements by Company. Company shall construct on the Property and the City Property a 5,300 square-foot addition to the current medical facility, and related parking, landscaping, and other improvements to the buildings and grounds (collectively, the "Improvements"). The Improvements shall be constructed in accordance with all applicable City, state, and federal building codes and shall comply with all applicable City ordinances and other applicable law. The Property, the City Property, the Improvements, and all site preparation and development-related work to make the Property and the City Property usable for Company's purposes as contemplated by this Agreement are collectively referred to as the "Project". 3. Timeliness of Construction; Possibility of Reverter. The parties agree that Company's commitment to undertake the Project and to construct the Improvements in a timely manner constitutes a material inducement for the City to convey the City Property, or to cause the City Property to be conveyed, to Company and that without said commitment City would not do so. Company must obtain a building permit and begin construction no later than April 30, 2018 (the "Project Start Date") and substantially complete construction by December 31, 2018 (the "Project Completion Date"). If Company has not, in good faith, begun the construction of the Improvements by the Project Start Date, then title to the City Property shall revert to the City, except as provided in this Agreement; provided, however, that if construction has not begun by the Project Start Date but the development of the Project is still imminent, the City Council may, but shall not be required to, consent to an extension of time for the construction of the Improvements, and if an extension is granted but construction of the Improvements has not begun within such extended period, then the title to the City Property shall revert to the City after the end of said extended period. If Company determines at any time that the Project is not economically feasible, then after giving thirty (30) days' advance written notice to City, Company may convey the City Property to City by special warranty deed, and thereupon neither party shall have any further obligation under this Agreement except as expressly provided. If development has commenced by the Project Start Date or any extended period and is stopped and/or delayed as a result of an act of God, war, civil disturbance, court order, labor dispute, 2 Page 59 of 371 i fire, or other cause beyond the reasonable control of Company, the requirement that construction is to be completed by the Project Completion Date shall be tolled for a period of time equal to the period of such stoppage or delay, and thereafter if construction is not completed within the allowed period of extension the title to the City Property shall revert to the City after the end of said period. 4. Reverter of Title; Indemnity. In the event of any reverter of title, Company agrees that it shall, at its own expense, promptly execute all documents, including but not limited to a special warranty deed, or take such other actions as the City may reasonably request to effectuate said reverter and to deliver to City title to the City Property that is free and clear of any lien, claim, charge, security interest, mortgage or encumbrance (collectively, "Liens") arising by or through Company. Company shall pay in full, so as to discharge or satisfy, all Liens on or against the City Property. Appointment of Attorney in Fact: If Company fails to deliver such documents, including but not limited to a special warranty deed, to City within thirty (30) days of written demand by City, then City shall be authorized to execute, on Company's behalf and as its attorney-in-fact, the special warranty deed required by this Section, and for such limited purpose Company does hereby constitute and appoint City as its attorney- in-fact. Company further agrees that it shall indemnify City and hold it harmless with respect to any demand, claim, cause of action, damage, or injury made, suffered, or incurred as a result of or in connection with the Project, Company's failure to carry on or complete same, or any Lien or Liens on or against the City Property of any type or nature whatsoever that attaches to the City Property by virtue of Company's ownership of same. If City files suit to enforce the terms of this Agreement and prevails in such suit, then Company shall be liable for all legal expenses, including but not limited to reasonable attorneys' fees, incurred by City. Company's duties of indemnity pursuant to this Section shall survive the expiration, termination or cancellation of this Agreement for any reason. 5. No Encumbrances; Limited Exception. Until completion of the Improvements, Company agrees that it shall not create, incur, or suffer to exist any Liens on the City Property, other than such mortgage or mortgages as may be reasonably necessary to finance Company's completion of the Improvements and of which Company notifies City before Company executes any such mortgage. Company may not mortgage the City Property or any part thereof for any purpose except in connection with financing of the Improvements. 6. Utilities. Company will be responsible for extending water, sewer, telephone, telecommunications, electricity, gas and other utility services from public right of way to any location on the Property and for payment of any associated connection fees. 7. Minimum Assessment Agreement. Company acknowledges and agrees that it will pay when due all taxes and assessments, general or special, and all other charges whatsoever levied upon or assessed or placed against the Property and 3 Page 60 of 371 the City Property. Company further agrees that prior to the date set forth in Section 2 of Exhibit°B" it will not seek or cause a reduction in the taxable valuation for the Property and the City Property, which shall be fixed for assessment purposes, below the amount of$3,701,320 (the "Minimum Actual Value"), through: (i) willful destruction of the Property, the City Property, the Improvements, or any part of either; (ii) a request to the assessor of Black Hawk County; or (iii) any proceedings, whether administrative, legal, or equitable, with any administrative body or court within the City, Black Hawk County, the State of Iowa, or the federal government. Company agrees to sign said attached Exhibit"B" at the closing. 8. Tax Rebates. Provided that Company has completed the Improvements as set forth herein and has executed the Minimum Assessment Agreement as set forth above, City agrees to rebate property tax (with the exceptions noted below) as follows: Year One through Year Five 50% rebate each year for any taxable value over the January 1, 2018 value of$2,601,320. Rebates are payable in respect of a given year only to the extent that Company has actually paid general property taxes due and owing for such year. To receive rebates for a given year, Company must, within twelve (12) months after the tax payment due date, submit a completed rebate request to City on the form provided by or otherwise satisfactory to City, or the rebate shall be forfeited. The taxable value of the Property and the City Property as a result of the Improvements must be increased by a minimum of 10% and must increase the annual tax by a minimum of$500.00. This rebate program is not applicable to any special assessment levy, debt service levy, or any other levy that is exempted from treatment as tax increment financing under the provisions of applicable law. The first year of in which a rebate may be given ("Year One") shall be the first full year for which the assessment is based upon the completed value of the Improvements, and not based on a prior year for which the assessment is based solely upon (x) the value of the Property and the City Property or upon (y) the value of the Property and the City Property and a partial value of the Improvements due to partial completion of the Improvements or a partial tax year. 9. Representations and Warranties of City. City hereby represents and warrants as follows: 4 Page 61 of 371 A. City is not prohibited from consummating the transaction contemplated in this Agreement by any law, regulation, agreement, instrument, restriction, order or judgment. B. Each person who executes and delivers this Agreement and all documents to be delivered hereunder is and shall be authorized to do so on behalf of City. 10. Representations and Warranties of Company. Company hereby represents and warrants as follows- A. Company is not prohibited from consummating the transaction contemplated in this Agreement by any law, regulation, agreement, instrument, restriction, order or judgment. B. Company is duly organized, validly existing, and in good standing under the laws of the state of its organization and is duly qualified and in good standing under the laws of the State of Iowa. C. Company has full right, title, and authority to execute and perform this Agreement and to consummate all of the transactions contemplated herein, and each person who executes and delivers this Agreement and all documents to be delivered to City hereunder is and shall be authorized to do so on behalf of Company. 11. Obligations Contingent. Each and every obligation of City under this Agreement is expressly made subject to and contingent upon City's completion of all procedures, hearings and approvals deemed necessary by City or its legal counsel for amendment of the urban renewal plan applicable to the Property and/or project area, all of which must be completed within 180 days from the date this Agreement is approved by the City council. If such completion does not occur, then any conveyance, benefit or incentive of any type provided by City hereunder within said 180-day period is subject to reverter of title, revocation, repayment or other appropriate action to restore such property, benefit or incentive to City, and Company agrees to cooperate diligently and in good faith with any reasonable request by City to effectuate the restoration of same, or failing such restoration Company agrees to be liable for same or for the fair value thereof, plus interest on any sums owing at the rate of 10% per annum commencing with the date of demand for payment, if said payment is not remitted to City within 30 days. 12. No Assignment or Conveyance. Company agrees that it will not sell, convey, assign or otherwise transfer its interest in the Property prior to completion of the Project, whether in whole or in part, to any other person or entity without the prior written consent of City. Reasonable grounds for the City to withhold its consent shall include but are not limited to the inability of the proposed transferee to demonstrate to the City's satisfaction that it has the financial ability to observe all of the terms to be performed by Company under this Agreement. 5 Page 62 of 371 13. Materiality of Company's Promises, Covenants, Representations, and Warranties. Each and every promise, covenant, representation, and warranty set forth in this Agreement on the part of Company to be performed is a material term of this Agreement, and each and every such promise, covenant, representation, and warranty constitutes a material inducement for City to enter this Agreement. Company acknowledges that without such promises, covenants, representations, and warranties, City would not have entered this Agreement. Upon breach of any promise or covenant, or in the event of the incorrectness or falsity of any representation or warranty, City may, at its sole option and in addition to any other right or remedy available to it, terminate this Agreement and declare it null and void. 14. Notices. Any notice under this Agreement shall be in writing and shall be delivered in person, by overnight air courier service, by United States registered or certified mail, postage prepaid, or by facsimile (with an additional copy delivered by one of the foregoing means), and addressed: (a) if to City, at 715 Mulberry Street, Waterloo, Iowa 50703, facsimile number 319-291-4571, Attention: Mayor, with copies to the City Attorney and the Community Planning and Development Director. ( } if to Comb , at 3904 Alexis Blvd., Cedar Falls, Iowa 50613, Company, facsimile number Attention: Kalyana Sunduram. Delivery of notice shall be deemed to occur (i) on the date of delivery when delivered in person, (ii) one (1) business day following deposit for overnight delivery to an overnight air courier service which guarantees next day delivery, (iii) three (3) business days following the date of deposit if mailed by United States registered or certified mail, postage prepaid, or (iv) when transmitted by facsimile so long as the sender obtains written electronic confirmation from the sending facsimile machine that such transmission was successful. A party may change the address for giving notice by any method set forth in this section. 15. No Joint Venture. Nothing in this Agreement shall, or shall be deemed or construed to, create or constitute any joint venture, partnership, agency, employment, or any other relationship between the City and Company nor to create any liability for one party with respect to the liabilities or obligations of the other party or any other person. 16. Amendment, Modification, and Waiver. No amendment, modification, or waiver of any condition, provision, or term of this Agreement shall be valid or of any effect unless made in writing, signed by the party or parties to be bound or by the duly authorized representative of same, and specifying with particularity the extent and nature of the amendment, modification, or waiver. Any waiver by any party of any default by another party shall not affect or impair any rights arising from any subsequent default. 17. Severability. Each provision, section, sentence, clause, phrase, and word of this Agreement is intended to be severable. If any portion of this Agreement 6 Page 63 of 371 shall be deemed invalid or unenforceable, whether in whole or in part, the offending provision or part thereof shall be deemed severed from this Agreement and the remaining provisions of this Agreement shall not be affected thereby and shall continue in full force and effect. If, for any reason, a court finds that any portion of this Agreement is invalid or unenforceable as written, but that by limiting such provision or portion thereof it would become valid and enforceable, then such provision or portion thereof shall be deemed to be written, and shall be construed and enforced, as so limited. 18. Captions. All captions, headings, or titles in the paragraphs or sections of this Agreement are inserted only as a matter of convenience and/or reference, and they shall in no way be construed as limiting, extending, or describing either the scope or intent of this Agreement or of any provisions hereof. 19. Binding Effect. This Agreement shall be binding and shall inure to the benefit of the parties and their respective successors, assigns, and legal representatives. 20. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original and all of which, taken together, shall constitute one and the same instrument. 21. Entire Agreement. This Agreement, together with the exhibits attached hereto, constitutes the entire agreement of the parties and supersedes all prior or contemporaneous negotiations, discussions, understandings, or agreements, whether oral or written, with respect to the subject matter hereof. 22. Time of Essence. Time is of the essence of this Agreement. IN WITNESS WHEREOF, the parties have executed this Development Agreement by their duly authorized representatives as of the date first set forth above. i [signatures on next page] F, i 7 Page 64 of 371 s CITY OF WATERLOO, IOWA AVITA DEVELOPMENTS, LLC ,ry By: By: Quentin M. Hart, Mayor Kalyana Ondwarn, Manager Attest: Kelley Felchle, City Clerk 8 Page 65 of 371 EXHIBIT "A" Legal Description of Property THAT PART OF THE SW 114 OF THE SW 114 SEC 12 T 89 R 13 COM AT THE SE COR OF SAID SW 1/4 OF THE SW 114 TH N ALONG THE E LINE OF SAID SW 114 A DIST OF 33 FT TH N 89 DEG 51 SEC W 33 FT TO THE PT OF BEG WHICH IS THE INTERSECTION OF THE WLY ROW LINE OF E 4TH ST AND THE NLY ROW LINE OF DONALD ST TH N 89 DEG 51 SEC W ALONG SAID NLY ROW LINE 445.61 FT TH N A DIST OF 200.01 FT TH N 89 DEG 51 SEC W 185 FT TH N 308.41 FT TH S 89 DEG 51 MIN E 628.30 FT TO THE WLY ROW LINE OF E 4TH ST TH S ALONG SAID WLY ROW LINE 508.45 FT TO PT OF BEG EXC COM SE COR SW TH N 33 FT TH N 89 DEG 55 MIN 28 SEC W 33 FT TO W ROW LINE E 4TH ST BEING PT OF BEG TH N 89 DEG 55 MIN 28 SEC W 10 FT TH N 44 DEG 34 MIN 58 SEC E 14.02 FT TO W ROW LINE E 4TH ST TH S 10 FT TO PT OF BEG 9 Page 66 of 371 EXHIBIT "A-1" Description of City Property Interim description: An area of 1.5 acres, more or less, lying within Lot 1, Menard-Logan Plaza Minor Plat, Black Hawk County, Iowa, recorded in Doc. No. 2008-07262, which abuts the property owned by Avita Developments, LLC that is legally described on Exhibit "A". [a surveyed legal description of the City Property may be substituted for the above "interim description" at a later date by amendment to the development agreement] Page 67 of 371 EXHIBIT "B" MINIMUM ASSESSMENT AGREEMENT This Minimum Assessment Agreement (the "Agreement") is entered into as of , 2018, by and among the CITY OF WATERLOO, IOWA ("City"), AVITA DEVELOPMENTS, LLC ("Company"), and the COUNTY ASSESSOR of the City of Waterloo, Iowa ("Assessor"). WITNESSETH: WHEREAS, on or before the date hereof the City and Company have entered into a development agreement (the "Development Agreement") regarding certain real property, described in Exhibit "A" and Exhibit "A-V thereto, located in the City; and WHEREAS, it is contemplated that pursuant to the Development Agreement, the Company will undertake the development of an area ("Project") within the City and within the East Waterloo Unified Urban Renewal and Redevelopment Plan Area, formerly known as the Logan Plaza Urban Renewal and Redevelopment Plan Area, of the City; and WHEREAS, pursuant to Iowa Code § 403.6, as amended, the City and the Company desire to establish a minimum actual value for the land and the building(s) pursuant to this Agreement and applicable only to the Project, which shall be effective upon substantial completion of the Project and from then until this Agreement is terminated pursuant to the terms herein and which is intended to reflect the minimum actual value of the land and buildings as to the Project only; and WHEREAS, the City and the Assessor have reviewed the preliminary plans and specifications for the improvements (the "Improvements") which the parties contemplate will be erected as a part of the Project. NOW, THEREFORE, the parties hereto, in consideration of the promises, covenants, and agreements made by each other, do hereby agree as follows: 1. Upon substantial completion of construction of the Improvements by the Company, the minimum actual taxable value which shall be fixed for assessment purposes for the land and Improvements to be constructed thereon by the Company as a part of the Project shall not be less than $3,701,320 (the "Minimum Actual Value") until termination of this Agreement. The parties hereto agree that construction of the Improvements will be substantially completed on or before December 31, 2018. 2. The Minimum Actual Value herein established shall be of no further force and effect, and this Minimum Assessment Agreement shall terminate, on December 31, 2029. Nothing herein shall be deemed to waive the Company's rights under Iowa Code § 403.6, as amended, to contest that portion of any actual value assignment made by 11 ! Page 68 of 371 the Assessor in excess of the Minimum Actual Value established herein. In no event, however, shall the Company seek or cause the reduction of the actual value assigned below the Minimum Actual Value established herein during the term of this Agreement. 3. This Agreement shall be promptly recorded by the City with the Recorder of Black Hawk County, Iowa. The City shall pay all costs of recording. 4. Neither the preambles nor provisions of this Agreement are intended to, or shall be construed as, modifying the terms of the Development Agreement. 5. This Agreement shall inure to the benefit of and be binding upon the successors and assigns of the parties, including but not limited to future owners of the Project property. IN WITNESS WHEREOF, the parties have executed this Minimum Assessment Agreement by their duly authorized representatives as of the date first set forth above. CITY OF WATERLOO, IOWA AVITA DEVELOPMENTS, LLC By: By: Quentin M. Hart, Mayor Kalyanau daram, Manager By: Kelley Felchle, City Clerk STATE OF IOWA ) ) ss. COUNTY OF BLACK HAWK ) On this day of 2018, before me, a Notary Public in and for the State of Iowa, personally appeared Quentin M. Hart and Kelley Felchle, to me personally known, who being duly sworn, did say that they are the Mayor and City Clerk, respectively, of the City of Waterloo, Iowa, a municipal corporation, created and existing under the laws of the State of Iowa, and that the seal affixed to the foregoing 12 Page 69 of 371 instrument is the seal of said municipal corporation, and that said instrument was signed and sealed on behalf of said municipal corporation by authority and resolution of its City Council, and said Mayor and City Clerk acknowledged said instrument to be the free act and deed of said municipal corporation by it and by them voluntarily executed. Notary Public STATE OF IOWA ) SS. COUNTY OF BLACK HAWK Subscribed and sworn to before me on c)) by Kalyana SundQram as Manager of Avita Developments, LLC. Notary Public BARBARAJ M69% COMMISSION NO.720408 My COMMISSION EXPIRES JANUARY 15,2021 13 Page 70 of 371 CERTIFICATION OF ASSESSOR The undersigned, having reviewed the plans and specifications for the improvements to be constructed and the market value assigned to the land upon which the improvements are to be constructed for the development, and being of the opinion that the minimum market value contained in the foregoing Minimum Assessment Agreement appears reasonable, hereby certifies as follows: The undersigned Assessor, being legally responsible for the assessment of the property subject to the development, upon completion of improvements to be made on it and in accordance with the Minimum Assessment Agreement, certifies that the actual value assigned to such land, building and equipment upon completion of the development shall not be less than Three Million Seven Hundred One Thousand Three Hundred Twenty Dollars ($3,701,320) until termination of this Minimum Assessment Agreement pursuant to the terms hereof. Assessor for Black Hawk County, Iowa Date STATE OF IOWA ) ) ss' COUNTY OF BLACK HAWK ) Subscribed and sworn to before me on by T.J. Koenigsfeld, Assessor for Black Hawk County, Iowa, Notary Public 14 Page 71 of 371 00'0Lol- / or ONIAlIf18 00001 03 035OdONd ON] NV "�N)Olit19"� ; a0 -'� 80d NO,1 a 1/ t s e °/J' r r % ONI?IaVd SNO1303NN00 03S0 dO2ld I 1N3WdOl3A30 38nin4 ONV luno i MOl.JL13AO 8Y3A^001 1313(10 83M35 03SO4ONd ff tr trt8 L 1 SL8 x �� 0 it ul // " „/"// r ;ll 10 Vol a /o % , r i 51, l >%�//ii//ice Jig ley Y "i, CITY OF WATERLOO Council Communication Waste Management Administration HVAC Cooling System. City Council Meeting: 7/16/2018 Prepared: 7/10/2018 REVIEWERS: Department Reviewer Action Date Waste M�,inagernei,it floan: brecker, Stevei lZe�eeled T 0/2018 10-2AM W@ste Managernei,it flernr�ch, Rdianm Approved '7/10/2018 10-30 AM Waste Managernei,it llomibrecker, Sternen Approved '7/10/2018 3-08 PM (.1erk Office Even, L-eA.ni) Approved '7/11/2018 0-02 AM ATTACHMENTS: Description Type D Bid 'J'abUlMoin Backijij-.) Material. Motion to receive and file proof of publication of notice of public hearing. HOLD HEARING - No comments on file. Motion to close hearing and receive and file oral and written comments. Resolution contimningapproval of plans, specifications, form of contract, etc. SUBJECT: Resolution authorizing to proceed. Motion to receive and file and instruct the City Clerk to read bids. Resolution awarding bid to Young Plumbing& Heating of Waterloo, Iowa in the amount of$265,700, in conjunction with the Waste Management Administration HVAC Cooling System and approving the contract, bond and certificate of insurance, and authorize the Mayor and City Clerk to execute said documents. Submitted by: Submitted By: Steve Hoambrecker. Waste Management Services Department Director Recommended Action: Approve. Page 73 of 371 Waste Management Administration HVAC Cooling System Bid Tab: July 12, 2018 Estimate: $276,000.00 Bidder Bid Security Bid Amount Proctor Mechanical Corporation o West Des Moines, IA 5/o $309,600.00 Young Plumbing & Heating Co. o 5/o X265,700.00 Waterloo, IA Winger Contracting Company o 5/o $267,350.00 Fairfax, IA Page 74 of 371 CITY OF WATERLOO Council Communication FY 2019 Levee Rip Rap Spraying, Contract No. 961. City Council Meeting:7/16/2018 Prepared: 7/11/2018 REVIEWERS: Department Reviewer Action Date Ergyldrneeringg 1.(MIIS'0m1, Ja niie Approved 'M G/208 .., tl0-34 AM t' erk Op`ince p veru, I...,eA.rrr) Approved '7/11/2018 ... �0n43 AM ATTACHMENTS: Description Type Bid ,p,agl:ra.:la do ru p:::1ac~kiiip l aml i Motion to receive and file proof of publication of notice of public hearing_ HOLD HEARING - No comments on file. Motion to close hearing and receive and file oral and written comments. SUBJECT: Resolution confirmingapproval of plans, specifications, form of contract; etc. Resolution authorizing to proceed. Motion to receive and file and instruct City Clerk to read bids and refer to City Engineer for review. Submitted by: Submitted By: Jamie Knutson, PE, Interim City Engineer Source of Funds: GO bonds Page 75 of 371 FY 2019 Levee Rip Rap Spraying Project Contract No. 961 Bid Tab: July 12, 2018 Estimate: $53,350.00 Bidder Bid Security Bid Amount Landmark Turf Services D 5% $44,917.00 unkerton, IA Page 76 of 371 CITY OF WATERLOO Council Communication FY 19 Police vehicle equipment needs. City Council Meeting:7/16/2018 Prepared: 7/13/2018 REVIEWERS: Department Reviewer Action Date I'olpcc 1)epan•tumnt p Baa: l.eA.::r: Apa)roved T/ /201 .... 10.53 ChM ATTACHMENTS: Description Type ❑ 1:3::1 'Ta l)tfla:dma 1.3 ac.kup:r M¢amTaal Motion to receive and We proof of publication of notice of public hearing. HOLD HEARING-No comments on file. Motion to close hearing and receive and file oral and written comments. SUBJECT: Resolution confirming approval of bid documents, specifications, form of contract, estimate of cost, etc. Resolution authorizing to proceed. Motion to receive and file and instruct the City Clerk to read bids and refer to Police Captain for review. Submitted by: Submitted By: Captain Frank Krogh Recommended Action: Approve bids and authorize the Police Department to fulfill Police Vehicle equipment needs through FY 19. Summary Statement: The purchase of equipment and installation for squad cars are bid out on an annual basis. Source of Funds: CIP bonding. Page 77 of 371 FY 2019 POLICE VEHICLE EQUIPMENT NEEDS Bid Tab: July 12, 2018 Estimate: $14,000 per vehicle Bidder Bid Security Bid Amount Racom Corporation $13,311.64 with deviations Waterloo, IA Electronic Engineering $13,862 per vehicle Waterloo, IA Page 78 of 371 CITY OF WATERLOO Council Communication FY 2018 Police ammunition needs. City Council Meeting:7/16/2018 Prepared: 7/13/2018 REVIEWERS: Department Reviewer Action Date I'olpcc 1)epan•tumnt p l.eA.::r: Approved T G 3/2018 .... 11-02 AM. ATTACHMENTS: Description Type ❑ 1:3::1 'Ta l)tfla:fima 1.3 ae.kiq) M ami,laal Motion to receive and We proof of publication of notice of public hearing. HOLD HEARING-No comments on file. Motion to close hearing and receive and file oral and written comments. SUBJECT: Resolution confirming approval of bid documents, specifications, form of contract, estimate of cost, etc. Resolution authorizing to proceed. Motion to receive and file and instruct City Clerk to read bids and refer to Poliee Captain for review. Submitted by: Submitted By: Frank Krogh Recommended Action: Approve bids. Summary Statement: The purchase of Ammunition needs are bid out on an annual basis. Source of Funds: 2019 FY budget. Page 79 of 371 FYI 9 Ammunition July 12, 2018 Bid Tab BIDDER: SUNSET LAW ENFORCEMENT Factory New Service Ammunition Bid Price IA 8,000 rounds of.40 S&W, 180 grain,jacketed hollow point, NO BID Federal HST, (P40HSTI) 2A 75,000 rounds of Federal American Eagle .40 S&W, 180 $300.00 per 1000 rounds I grain, full metal jacket(AE40R 1) 2B 12,000 rounds of 9 mm 147 grain jacketed hollow point, NO BID Federal HST(P9HST2) 2B 75,000 rounds of American Eagle 9 min , 147 grain, full metal $221.60 per 1000 rounds - jacket(AE9FP) 3 2,000 rounds of Federal 12 gauge 2 a/ inch shot shell, 00 NO BID Buckshot, 9 pellet, low recoil (LEF132-00) 4 2,000 rounds of Federal 12 gauge 2 3/ inch shot shell I ounce NO BID low recoil slug(LEF 127-RS 5 8,000 rounds of Federal .223 caliber, 64 grain, Soft Point NO BID Tactical Rifle Urban(T223L) 6 25,000 rounds of Federal American Eagle .223 caliber, 55 $177.00 per 500 rounds -.....grain FMJ(AE223) 7 4,000 Rounds of Spear Gold Dot soft point gold bonded .223 NO BID Caliber, 75 grain(24475) 8 1,000 rounds of Hornady grnx tap heavy barrier .308 caliber, $749.50 per 500 rounds 165 grain 9 1,000 rounds of Hornady .amx to .308 caliber, 168 grain $495.75 per 500 rounds 10 1,000 rounds of Hornady Interbound Tap Barrier .308 Caliber, $519.00 per 500 rounds 165 grain Page 80 of 371 BIDDER :UltraMax Factory New Service Ammunition Bid Price IA 8,000 rounds of.40 S&W, 180 grain,jacketed hollow point, $267.00 per 100 rounds Federal HST, (P40HSTI) 2A 75,000 rounds of Federal American Eagle .40 S&W, 180 $206.00 per 1000 rounds grain, full metal jacket(AE40RI) 1B 12,000 rounds of 9 mm 147 grain jacketed hollow point, $237.00 per 1000 rounds Federal HST (P9HST2 2B 75,000 rounds of American Eagle 9 mrn , 147 grain, full metal $181.00 per 1000 rounds jacket(AE9FP) 3 2,000 rounds of Federal 12 gauge 2 1/4 inch shot shell, 00 $105.00 per 250 rounds Buckshot, 9 pellet, low recoil (LEF132-00) 4 2,000 rounds of Federal 12 gauge 2 3/ inch shot shell 1 ounce $110.00 per 250 rounds low recoil slug (LEF127-RS 5 8,000 rounds of Federal .223 caliber, 64 grain, Soft Point $195.00 per 500 rounds Tactical Rifle Urban (T223L) 6 25,000 rounds of Federal American Eagle .223 caliber, 55 $150.00 per 500 rounds — grain FMJ(AE223) 7 4,000 Rounds of Spear Gold Dot soft point gold bonded .223 $212.00 per 500 rounds Caliber, 75 grain(24475) 8 1,000 rounds of Hornady gmx tap heavy barrier.308 caliber, $ 18 1,00 per 200 rouri(ls 165 grain(Federal 'I'actical 1,E3()8,"ri)AI,I'El .NA'I'IVE 9 2,000 rounds of Hornady .amx tap .308 caliber, 168 grain S 42100 per 500 rounds f.'C( (.�i-al '"FR.(.J '1'3()8"I' A,,L,I'ERNA'I"IVE 10 1,000 rounds of Hornady Interbound Tap Barrier .308 Caliber, $18 1.00 per ,200 rokinds 165 grain(I"edeiral 'I'achip al LE 3088T ) ALTEIZNXTIVE Page 81 of 371 BIDDER :STREICHERS POLICE SUPPLY Fact ry New Service Ammunition Bid Price IA 8,000 rounds of.40 S&W, 180 grain,jacketed hollow point, $350.00 per 100 rounds Federal HST, (P40HSTI) 2A 75,000 rounds of Federal American Eagle .40 S&W, 180 $293.36 per 1000 rounds grain, full metal jacket (AE40R 1) 113 12,000 rounds of 9 mm 147 grain jacketed hollow point, $300.00 per 1000 rounds Federal HST(P9HST2 2B 75,000 rounds of American Eagle 9 mm , 147 grain, full metal $219.76.00 per 1000 jacket (AE9FP) rounds 3 2,000 rounds of Federal 12 gauge 2 3/ inch shot shell, 00 $130.00 per 250 rounds Buckshot, 9 pellet, low recoil (LEF 132-00) 4 2,000 rounds of Federal 12 gauge 2 1/4 inch shot shell I ounce $147.00 per 250 rounds low recoil slug(LEF127-RS 5 8,000 rounds of Federal .223 caliber, 64 grain, Soft Point $291.50 per 500 rounds Tactical Rifle Urban(T223L) 6 25,000 rounds of Federal American Eagle .223 caliber, 55 $179.99 per 500 rounds grain FMJ(AE223) 7 4,000 Rounds of Spear Gold Dot soft point gold bonded .223 $284.50 per 500 rounds Caliber, 75 grain(24475) 8 1,000 rounds of Hornady grnx tap heavy barrier.308 caliber, $ 288.40 per 200 rounds 165 grain 9 2,000 rounds of Homady .amx to .308 caliber, 168 grain $ 190-80 per 200 rounds 10 1,000 rounds of Hornady Interbound Tap Barrier .308 Caliber, $199.70 per 200 rounds 165 grain Page 82 of 371 CITY OF WATERLOO Council Communication Resolution approving City of Waterloo City Council Rules of Procedure. City Council Meeting: 7/16/2018 Prepared: REVIEWERS: Department Reviewer Action Date Clerk Off-we Felchle, Kelley Approved 4/25/2018 4-tl4 PM ATTACHMENTS: Description Type D Resohidon as proposed Bac.kup Mamlal D M-a ft Rtfles of Procedure Backup Mamlal SUBJECT: Resolution approving City of Waterloo City Council Rules of Procedure. Submitted by: Submitted By: Chris Shjj=, Ward 5 Council person Page 83 of 371 Prepared by Kelley Felchle, City Clerk, City of Waterloo, 715 Mulberry Street, Waterloo, IA 50703, (319) 291-4323. RESOLUTION NO. 2018-XXX RESOLUTION APPROVING CITY OF WATERLOO CITY COUNCIL RULES OF PROCEDURE. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WATERLOO, IOWA, that the City of Waterloo City Council Rules of Procedure, attached as Exhibit A, are hereby adopted. PASSED AND ADOPTED this day of 2018. Quentin Hart, Mayor ATTEST: Kelley Felchle City Clerk ■ of Waterloo City Council Rules of Procedure Page 85 of 371 City of Waterloo City Council Rules of Procedure PAGE CHAPTER 1: POLICY PROVISIONS ........................................................................ 1 CHAPTER 2: ROLES AND DECORUM OF ELECTED OFFICIALS.......................... 1 CHAPTER 3: MEETINGS AND AGENDAS...............................................................4 CHAPTER 4: LEGISLATION AND VOTING..............................................................9 CHAPTER 5: PUBLIC PARTICIPATION ................................................................. 13 CHAPTER 6: WATERLOO CITY COUNCIL CODE OF ETHICS............................. 14 APPENDIX A: GUIDE TO MAKING MOTIONS ....................................................... 19 APPENDIX B: CHART OF MOTIONS .....................................................................22 APPENDIX C: MEMBER STATEMENT...................................................................26 li Page 86 of 371 CHAPTER1 1.1 Purpose The purpose of the Waterloo City Council Rules of Procedure (hereafter referred to as the "Rules") is to instill and maintain public confidence in city government by: 1. Promoting the orderly and expeditious process of conducting city business; 2. Protecting the rights of each individual by encouraging public comment and giving every proposition under consideration free and full debate; and 3. Carrying out the will of a majority of the City Council while preserving the rights of all Council members. 1.2 Authority Two sections of Iowa Code grant Council the authority to adopt their own rules of procedure. Iowa Code § 21.7 states, "Nothing in this chapter shall prevent a governmental body from making and enforcing reasonable rules for the conduct of its meetings to assure those meetings are orderly, and free from interference or interruption by spectators," and Iowa Code § 372.13(5) states "the council shall determine its own rules and maintain records of its proceedings." 1.3 Interpretation The City Attorney shall be considered the final authority on any questions regarding the application or interpretation of these Rules. 1.4 Amendments The Rules shall be in effect upon their adoption by resolution and until such time as they are amended. These Rules may be amended at any time by a majority vote of all members of the Council, provided that the proposed amendments have been introduced into the record at a prior meeting. CHAPTER 2 2.1 Form of Government City of Waterloo utilizes a Mayor-Council form of government. In this form, the Mayor is elected at-large, five Council members elected by ward, and two Council members elected at-large. In this form of government, the Mayor cannot vote on a measure. 2.2 Role of Mayor A. The Mayor is the chief executive officer of the City, ceremonial head of the City and, when present at a Council meeting, is presiding officer of the Council. age 1 Page 87 of 371 B. The Mayor shall supervise and direct all City officers and departments. The Mayor may recommend the appointment of department heads with the approval of Council. The Mayor shall supervise and direct all City officers and departments. The Mayor may take command of the police and govern the City by proclamation, upon making a determination that a time of emergency or public danger exists. Within the City limits, the Mayor has all the powers conferred upon the sheriff to suppress disorders. Iowa Code § 372.14. 2.3 Role of Council Members Council is the legislative body of the City and exercises its powers and duties as a quorum of Council members during open meetings. Iowa Code § 364.2(1) states that "the power of a city is vested in the city council, except as otherwise provided by state law". As a result, Council, as a legislative body, is responsible for enacting laws and setting policy by which the City takes action. 2.4 Gift Law Iowa Code § 68B.22 describes strict requirements regarding the receipt of gifts by public officials, public employees, and their immediate families. Local government employees and elected officials cannot receive gifts from restricted donors. Restricted donors include the following: 1. Those seeking to do business with the City. 2. Those engaged in activities regulated by the City. 3. Those that could be directly financially affected by a City official's performance or nonperformance of a task. Several exceptions apply to the gift law, including items totaling $3.00 or less in value and informational material relevant to a public servant's official functions. Questions concerning gift law should be directed to the Iowa Ethics and Campaign Disclosure Board. 2.5 Council Meeting Decorum A. The presiding officer shall preserve order and decorum, prevent attacks on personalities and the impugning of members' motives, confine members in deliberation and debate to the question under discussion, and decide all questions of order. B. Every member of the public and every Council member desiring to speak shall address the presiding officer, and upon recognition by the presiding officer, shall confine comments to the question under debate, avoiding inappropriate language and personal attacks. IIS a g e II 2 Page 88 of 371 2.6 Speaking A. When two or more Council members address the presiding officer at once, the presiding officer shall name the member who is to speak. Council members should refrain from discourse or cell phone use while another member or the presiding officer is speaking. B. The presiding officer may make a call to order if a Council member violates rules of decorum, and upon such a call the Council member shall immediately cease speaking. The Council member may appeal to the presiding officer for an opportunity to explain the remarks. If no appeal is made, the decision of the presiding officer shall be conclusive, but if the member shall appeal from the decision of the presiding officer, the Council shall decide the question without debate. 2.7 Council Communications with City Staff. A. The City of Waterloo has implemented a Mayor-Council form of government, in which it is the Council's role to serve as the legislative branch of the City and the Mayor role's is to serve as head of the executive branch of the City by overseeing the daily administration of the City. The City staff fall under the executive branch of the City. B. In order to uphold the integrity of the Mayor-Council form of government, and to provide proper checks and balances, members of the Council shall refrain from becoming directly involved in the administrative activities of the City. Council members may make inquiries of staff members or employees, in the limited, legitimate purpose of informing themselves regarding important affairs of an immediate and urgent nature. The Mayor may choose to establish formal procedure for Council-staff interaction and staff support of Council committees. In addition, Council members can fully and freely discuss with the Mayor anything pertaining to City affairs. C. City Council should avoid situations that can result in City staff being directed, intentionally or unintentionally, by one or more members of the Council. While Council member interaction with the City's employees is unavoidable, giving direction in regards to other City employees, duties, working conditions, supervisors, etc., is discouraged. If an employee or staff member voices a concern or complaint with them, Council members may listen to such concerns and complaints, and shall then refer any such complaints back to the Mayor, or if the Mayor is involved in the matter, to the Human Resources Director, for follow up and action if needed. Council members may remind the City's employees that they have a number of resources at their disposal to address employment issues if needed, including the employee handbook, or following the grievance procedures set forth in their collective bargaining agreement in the case of a union employee. This section shall not be construed as prohibiting or discouraging employees from reporting criminal acts or serious acts of personal misconduct that violate the employee handbook. However, the employee should nonetheless be initially referred to the Mayor, or if the Mayor is involved in the matter, to the Human Resources Director. I age II3 Page 89 of 371 D. In situations in which an employee approaches a Council member and the communication does not involve a complaint or concern with regard to other City employees, duties, working conditions, supervisors, or other terms of employment, Council members may freely speak with the employee. E. If Council members wish to communicate with the City's contracted service providers, the general course of conduct is to send such communication or requests to the Mayor, who will forward the communication to the proper service provider. In situations that are immediate and urgent in nature, Council members may communicate directly with the service provider. CHAPTER 3 3.1 Quorum A majority of the whole number of members of the Council to which the City is entitled shall be necessary to constitute a quorum. The number of members needed for a quorum of the Waterloo City Council is four (4). Less than a quorum may adjourn and compel the attendance of members. Waterloo City Code, § 1-4-2(a). 3.2 All Meetings and Records Open to the Public A. All meetings of the Council, meetings of the City's permanent boards, commissions, standing committees, and all temporary, advisory, and ad hoc committees shall comply with Iowa Code Chapter 21, Iowa Open Meetings Law, and Chapter 22, Iowa Open Records Law. B. All meeting agendas shall be timely posted on the City website and on the lobby wall directly outside the City Clerk's Office located on the first floor of Waterloo City Hall, 715 Mulberry Street, and shall be timely furnished to those media enterprises that have filed a written request for notice with the City. 3.3 Method of Keeping Minutes A. Minutes of all meetings shall be maintained by the City Clerk as a permanent record and shall be available for viewing by any member of the public during normal City Hall business hours as soon as the minutes of the meeting are complete. B. Minutes shall include all information required by Iowa Code § 21.3, including "the date, time and place, the members present, and the action taken at each meeting. The minutes shall show the results of each vote taken and information sufficient to indicate the vote of each member present." A record shall be made of the names and addresses of persons addressing Council and a summary of their remarks. C. Council members must notify the City Clerk prior to the start of the meeting if a correction to the previous meeting's minutes is suggested to allow the City Clerk time to verify if a correction is required. Il age II4. Page 90 of 371 3.4 Order of Seating Council members shall occupy the respective seats in the Council Chambers assigned to them by the Mayor. 3.5 Regular Council Meetings All regular meetings of the Council shall be held in the Harold E. Getty Council Chambers at City Hall, 715 Mulberry Street, Waterloo, Iowa, at 5:30 p.m. on the first four Mondays of each month, unless determined by Council resolution to hold a meeting at another location. If a regular Council meeting falls on a holiday observed by the City, the meeting shall be held on the next succeeding day that is not a holiday at the same hour and location. Cancellation of meetings shall be done by resolution. Notice of a change of meeting place shall be given to the public by publication. Waterloo City Code, § 1-4-1. 3.6 Executive Session Iowa Code § 21.5 outlines specific instances where cities are allowed to discuss city business in executive session prior to voting on the matter in open session. Prior to entering into executive session, the City Attorney will make a statement to the Council and public noting the reason for adjourning to executive session and that the reason complies with a specific section of Iowa Code. Council must then make an affirmative, public vote of the lesser of two-thirds of the members of the body or all of the members present at the meeting to enter into executive session. Once in executive session, discussion must remain germane to the topic for discussion listed on the agenda. Final action on any item must take place in open session. 3.7 Special Council Meetings Special meetings of the Council may be called by the Mayor or by any three (3) Council members, by serving a written notice of the special meeting on each of the Council members, or by leaving a copy thereof at their usual place of residence. Only such business may be transacted at a special meeting of the Council as is mentioned or referred to in the written notice of the meeting. Special meetings of the Council shall be held in the council chambers, unless the Council by resolution designates a different place of meeting. Notice of such change of meeting place shall be given to the public by publication. Waterloo City Code, 1-4-1. 3.8 Work Session Meeting A. Council may conduct work session meetings on matters which are expected to come before Council for formal action at a regular meeting or otherwise need study and advanced consideration by Council. Items to be considered will be listed on the agenda and will note approximate start time for each item following the first. B. At work session meetings the Council will receive information and presentation of issues. Council Members may ask questions and may request that certain information be provided or issues be addressed when items are considered further at a later session meeting or a regular or special meeting of the Council. Council may IFage II5 Page 91 of 371 recommend that matters under consideration be brought forward for formal action at a regular or special meeting, that further study be conducted if appropriate, that matters under consideration not be pursued further (except for matters requiring a public hearing), or that modifications be made before a matter is considered further. C. No formal vote of the Council in favor or against any work session or study session agenda item may be taken at such session, but only at a regular meeting or special meeting of the Council. D. Public comment during work sessions is generally discouraged. Instead, the public is encouraged to contact Council members regarding an item or submit written comment to the City Clerk to keep on file. 3.9 Standing Committees of Council The Mayor shall appoint three or more Council members to standing committees of the Council. Nothing shall preclude the Council from acting as deemed necessary without the input of a committee in the case of an emergency to appropriately and properly conduct the business of the City. Each of the following committees shall specifically be assigned the following responsibilities and other duties as deemed appropriate: 1. Finance Committee: This committee shall review travel requests, budget line item amendments, expenditure pre-authorizations, and refund requests for sanitation services as outlined by the City of Waterloo's Accounting Policies and Procedures Manual. 2. Public Safety: This committee shall review new initiatives and major policy issues relating to the Police and Fire Departments. Issues of environmental concern may also be referred to the committee. Quarterly updates on public safety concerns will be provided to this committee. 3.10 Special Committees The Mayor or the Council may appoint members to temporary advisory or ad hoc committees consisting of Council members, staff and/or private citizens, as deemed desirable and necessary to assist and advise the Council in its work. Members of such committees are required to abide by Iowa Open Meeting Laws. 3.11 Electronic Meeting A meeting of a governmental body may be conducted electronically only when a meeting in person is impossible or impractical and only if: A. The persons participating in the meeting at each location can hear and be heard by all other participants, provided that if any participant is hearing impaired other suitable means of communication are provided. Also see Section 3.14. Il age II Page 92 of 371 B. The governmental body provides public access to the conversation of the meeting to the extent reasonably possible. C. The governmental body complies with Iowa Code § 21.4. For the purpose of this paragraph, the place of the meeting is the place from which the communication originates or where public access is provided to the conversation. D. Minutes are kept of the meeting. The minutes shall include a statement explaining why a meeting in person was impossible or impractical. Iowa Code § 21.8. 3.12 Informal Meetings Council members may hold meetings other than those outlined in this chapter and in the City of Waterloo Code of Ordinances. At such informal meetings, no legislative business may be transacted, and City business cannot be discussed if four Council members are present unless there has been compliance with open meeting laws. At informal meetings where a quorum is not present, Council may receive informational briefings from staff, make site visits, receive public comments, or engage in informal discussion. 3.13 Council Member Absence Council members who are unable to attend a scheduled meeting shall notify the Mayor or City Clerk prior to the meeting. 3.14 Council Participation via Telephone A Council member who is physically unable to attend a meeting may participate via telephone. They must provide a reliable telephone number, join the meeting prior to approving the Consent Agenda, and must remain on the phone for the remainder of the meeting. 3.15 Recommended Order of Business for Regular Meetings The recommended order of business for a regular meeting shall be ordered as follows: Roll Call Prayer or Moment of Silence Pledge of Allegiance Approval of Agenda, as proposed or amended Approval of Minutes of the previous meeting Oral Presentations 1. Mayor/Council Report (first meeting of each month) Consent Agenda The Consent Agenda is reserved for routine resolutions and motions, acted upon by voice vote on a single motion without separate discussion. Council may remove an item from the Consent Agenda and consider it separately. Items that may appear on the Consent Agenda include: IP age 7 Page 93 of 371 1. Resolution of bills 2. Setting date of public hearing 3. Assessment cancellation 4. Water kill 5. CLURA/CURA applications 6. Waiver for a concrete driveway application 7. Parade route/street closure 8. Noise variance 9. Travel request approval 10. License/Permit approval 11. Board/Commission/Employee appointments 12. Bonds Remainder of the Agenda: 1. Public Hearings 2. Resolutions 3. Ordinances 4. Other Council Business (Reserved for approval of non-routine motions and revocation hearings.) 5. Executive Session 6. Adjournment The Mayor or Council shall have the authority to vary from this recommended schedule to expedite the conduct of business or accommodate persons having business to be considered by Council. 3.16 Affirmative Motions All motions, resolutions, ordinances will be listed on the agenda in the form of an affirmative motion to enact, adopt, approve or other appropriate language. The Council members who move and second the motion are not required to vote in favor of the item during the roll call or voice vote. 3.17 Placing Items on the Agenda A. All agenda items are due to the City Clerk's Office by 10:00 a.m. on the Wednesday preceding the Council meeting. The process for adding items to the agenda varies for staff, council, and citizens. Below are rules for adding items to the agenda. 1. Citizens: Citizens must work with the Council member for their ward, at-large Council members, or the Mayor to add an item to the agenda. Requests for future agenda items can be made during the Oral Comments portion of the agenda. 2. Staff: Staff members are required to submit agenda items using the agenda management software. 3. Council: Council members may submit agenda items to the City Clerk and must do so by the deadline listed in Section A. I age II8 Page 94 of 371 B. The finalized agenda and packet will be available to the public at the close of business of the Friday preceding the Council meeting. The Mayor has final approval of all items listed on the agenda. The Mayor may withdraw any item prior to the council meeting and must do so in writing in the form of an amendment notice provided to council at the start of the meeting. The amendment notice must include a stated reason for withdrawing the item. Council may choose to keep the item on the agenda by a majority vote. CHAPTER 4 4.1 Presiding Officer A. The Mayor shall be the presiding officer of the Council. In the Mayor's absence, the Mayor Pro Tem shall be the presiding officer, and in the absence of the Mayor and the Mayor Pro Tem the City Clerk shall call the meeting to order, and a temporary presiding officer shall then be selected by majority vote of the Council members present. Upon arrival of the Mayor or Mayor Pro Tem, the temporary presiding officer shall immediately relinquish the chair. If there is an appeal from a decision of the presiding officer, the Council as a whole shall decide the question by majority vote. B. The major functions of the presiding officer during Council sessions are generally to: 1. Call the meeting to order. 2. Announce the order of business as provided in the agenda. 3. State motions on "the table". 4. Put motions to a vote, when appropriate. 5. Announce the Council's decision on all subjects. 6. Prevent irrelevant or frivolous debate or discussion. 7. Maintain order and decorum. 8. Decide all questions of order. 9. Enforce the Council's rules of procedure. 4.2 Debate and Voting A. The Mayor as presiding officer may debate, but may not make a motion or vote. The Mayor Pro Tem as presiding officer or a temporary presiding officer may debate, vote as IIS a g e II 9 Page 95 of 371 a regular Council member and retain all the powers of a Council member, including the power to debate and vote on measures. The Presiding Officer is subject to the limitations of debate that are imposed on all Council Members. B. The Mayor Pro Tem or a temporary presiding officer shall be counted as a Council member when determining whether a quorum of the Council exists. C. The Mayor Pro Tem or temporary presiding officer shall affix his or her signature on documents that require the Mayor's signature. With regard to measures passed by the Council, the Mayor Pro Tem may sign the measure or may take no action as provided by Iowa Code § 380.6(3), in which case the measure becomes effective pursuant to said Section. However, the Mayor Pro Tem or temporary presiding officer shall not have the power to veto a measure. In the event the Mayor Pro Tem or temporary presiding officer takes no action on a measure and the Mayor resumes his or her office within fourteen days of the measure's passage by the Council, the Mayor may sign or veto the measure within the fourteen-day period. 4.3 Official Action City Council shall exercise power only by the passage of a motion, a resolution, an amendment, or an ordinance. Iowa Code § 364.3. Instructions for making motions is located in Appendix A, and a chart of motions can be found in Appendix B. 4.4 Motion A motion is a measure passed by the Council directing that a specific action be taken on behalf of the municipality. A motion becomes effective upon passage. A motion, once approved and entered into the record, is the equivalent of a resolution in those instances where a resolution is not required by law. 4.5 Resolution A. A resolution is a formal statement of policy or order for action. Council action shall be taken by resolution when required by law and in those instances where an expression of policy more formal than a motion is desired, or where a more complete written record is appropriate. B. Resolutions require one reading and the approval of a majority of all of the members of the Council. They become effective once signed by the Mayor and are subject to the Mayor's power to veto or take no action. 4.6 Ordinance A. An ordinance is a legislative act prescribing a general, uniform, and permanent rule of conduct relating to the corporate affairs of the municipality. Council action shall be taken by ordinance when required by law or to prescribe permanent rules of conduct which continue in force until repealed. However, the Council is always free to amend any ordinance it may deem appropriate, at any time. IP age II 10 Page 96 of 371 B. All ordinances require three readings to adopt. The second reading must be at least five days after the first reading unless waived. Upon a vote of not less than three- fourths of all of the members of the Council, the rule requiring the second and third readings of an ordinance may be suspended so that Council may proceed with final adoption of the ordinance following its first reading. Iowa Code § 380.3. C. An ordinance signed by the Mayor becomes effective when the ordinance or a summary of the ordinance is published, unless a subsequent effective date is provided within the ordinance or amendment. D. The following procedure shall be followed for adopting an ordinance: 1. The ordinance must be reviewed by the City Attorney or the City Clerk then be placed on Ordinance Committee or work session agenda for review by Council. A draft of the ordinance must be made available to Council members at the time of the meeting. Once approved by Ordinance Committee or recommended to advance at a work session, the ordinance will be placed on the regular meeting agenda the following Monday. 2. The title of each ordinance shall in all cases be read prior to its passage. A Council member may make a motion to amend language in the ordinance prior to the adoption of the first reading. The City Attorney or City Clerk will make a determination of whether the material language of the amendment is appropriate prior to Council members taking a vote. Following approval of the first reading, Council members cannot make motions to amend the proposed ordinance to make material changes to the language. Non-substantive edits such as corrections for spelling or punctuation errors will be allowed. 3. If an ordinance fails at any stage of its adoption, the ordinance shall be considered defeated. 4.7 Mayor's Role in Approving Legislation A. As stated above, the Mayor may veto an ordinance, amendment, or resolution within fourteen days after passage. The mayor shall explain the reasons for the veto in a written message to the council at the time of the veto. Within thirty days after the Mayor's veto, the Council may pass the measure again by a vote of not less than two- thirds of all of the members of the Council. If the Mayor vetoes an ordinance, amendment, or resolution, and the Council repasses the measure after the Mayor's veto, a resolution becomes effective immediately upon re-passage, and an ordinance or amendment becomes effective when the ordinance or a summary thereof is published, unless a subsequent effective date is provided within the ordinance or amendment. B. If the Mayor takes no action on an ordinance, amendment or resolution, a resolution becomes effective fourteen days after the date of passage. An ordinance or amendment becomes effective when the ordinance or a summary of the ordinance is I age II 11 Page 97 of 371 published, but not sooner than fourteen days after the date of passage, unless a subsequent effective date is provided within the ordinance or amendment. 4.8 Tie Vote When a tie vote occurs, the motion fails. 4.9 Motion to Postpone Postponing an item or a motion to a specific date and time ensures that the item or motion will be on the agenda at the adopted date and time. Any item or motion which is to be considered at the next meeting should be postponed to that meeting rather than tabled. 4.10 Abstentions All Council members present at any meeting may disqualify themselves or abstain from voting in case of a conflict of interest, in which case the disqualification shall be publicly declared and a record made thereof. The City Attorney is available to help Council members decide if they should declare an abstention on any issue. 4.11 Conflict of Interest Doctrine A. Public meetings and formal action during those meetings are occurrences where appearances are as important as substance. The test of whether the appearance of a Conflict of Interest is present is as follows: "Would a disinterested person, having been apprised of the totality of a Council member's personal interest in a matter being acted upon, be reasonably justified in thinking that partiality may exist?" B. Prior to taking office each Council member must complete a conflict of interest declaration form. Said forms shall be filed with the Chief Financial Officer, and Council members shall be required to disclose additional conflicts of interest as they arise. 4.12 Conflict of Interest Protests Anyone seeking to disqualify a Council member from participating in a decision based on a Conflict of Interest must raise the challenge as soon as the basis for disqualification is made known or reasonably should have been made known prior to the issuance of the decision. 4.13 Motion to Reconsider A. A motion may be reconsidered at any time during the same meeting of the Council or at the first meeting held thereafter. A motion for reconsideration being once made and decided in the negative, shall not be renewed before the next meeting. A motion to reconsider must be made and seconded by the members who voted on the prevailing side, or by those who were absent and did not vote upon the motion to be reconsidered. Waterloo Code of Ordinances, 1-4-3(f). B. If a motion to reconsider is not made at the first meeting after the meeting at which the item failed, the item shall be considered defeated and shall not be reconsidered unless the Mayor or Council recommend reintroducing the item. IFage II 12 Page 98 of 371 CHAPTER 5 5.1 Rules for Public Participation Iowa Code Chapter 21 gives the public the right to attend Council meetings but it does not require cities to allow public participation except during public hearings. The City encourages the public to participate during the oral presentations segment of the meeting by following the rules listed on the front of the agenda. 1. At the presiding officer's discretion, citizens may address an item on the current agenda by stepping to the podium, and after recognition by the presiding officer shall state their name, address and group affiliation (if appropriate) and speak clearly into the microphone. 2. Citizens may speak one (1) time per agenda item for a maximum of five (5) minutes as long as they have registered with the City Clerk's office no later than 4:00 p.m. on the day of the Council meeting. If not registered with the City Clerk's office they may speak one (1) time per agenda item for a maximum of three (3) minutes. 3. If there is a hearing scheduled as part of an agenda item, the presiding officer will allow everyone who wishes to address the Council, using the same participation guidelines found in these "general rules". 4. Although not required by the City's code of ordinances, oral presentations may be allowed at the presiding officer's discretion. The "oral presentations" section of the agenda is a citizen's opportunity to address items not on the agenda. A citizen may speak one (1) time for a maximum of five (5) minutes as long as they have registered with the City Clerk's office no later than 4:00 p.m. on the day of the Council Meeting. If not registered with the City Clerk's office a speaker may speak to one (1) issue per meeting for a maximum of three (3) minutes. Official action cannot be taken by the Council at that time on any issue presented, but it may be placed on a future agenda or referred to the appropriate department. 5. Comments must be kept germane and refrain from personal, impertinent or slanderous remarks. 6. Questions concerning these rules or any agenda item may be directed to the Clerk's Office at 319-291-4323. 7. Registered speakers will be given first priority. 5.2 Violating Rules of Public Participation IPage II 13 Page 99 of 371 Violations of the rules for public participation shall be handled at the presiding officer's discretion. The Chief of Police or designee shall serve as the Sergeant at Arms for meetings of the Council. The presiding officer may direct the Sergeant at Arms to eject anyone from the Council meeting for disruptions of any kind. 5.3 Information Requests Made During the Meeting Citizens and Council members can make requests for information and for investigation into a matter during a Council meeting. Requests for City records made during Council meetings should be treated as a formal request for public records and fulfilled pursuant to Iowa Code Chapter 22. Requests for investigation into a matter should be directed to the Mayor. The Mayor will direct the appropriate Department Head to investigate a matter and make a report to the Mayor. The conclusions of such report will be relayed to the citizen who made the request by the Department Head or Mayor. City staff shall not be expected to provide an immediate answer to a matter presented during a council meeting unless it specifically pertains to an item on the agenda. CHAPTER 6 6.1 Purpose A. The citizens and businesses of Waterloo deserve a fair, ethical, and accountable local government, which has earned the public's full confidence for integrity. The effective functioning of democratic government requires that public officials, both elected and appointed, comply with both the letter and spirit of the laws and policies affecting the operations of government; public officials be independent, impartial and fair in their judgment and actions; public office be used for the public good, not for personal gain; and public deliberations and processes be conducted openly, unless legally confidential, in an atmosphere of respect and civility. B. To this end, the Waterloo City Council has adopted a Code of Ethics for members of the City Council to assure public confidence in the integrity of local government and its effective and fair operation. 6.2 Implementation As an expression of the standards of conduct for Council members expected by the City, the Waterloo Code of Ethics is intended to be self-enforcing. It therefore becomes most effective when members are thoroughly familiar with it and embrace its provisions. For this reason, ethical standards shall be included in the regular orientations for Mayor and Council and newly elected and appointed officials. Council members entering office shall sign a statement affirming they have read and understood the City of Waterloo Code of Ethics. 6.3 Act in the Public Interest Recognizing that stewardship of the public interest must be their primary concern, Council members will work for the common good of the people of Waterloo and not for IPage II 14. Page 100 of 371 any private or personal interest, and they will assure fair and equal treatment of all persons, claims and transactions coming before the Council. 6.4 Comply with the Law Council members shall comply with the laws of the United States, the State of Iowa and the City of Waterloo in the performance of their public duties. These laws include, but are not limited to: the United States and Iowa constitutions; laws pertaining to conflicts of interest, election campaigns, financial disclosures, employer responsibilities, and open processes of government; and City ordinances and policies. 6.5. Conduct of Members The professional and personal conduct of Council members must be above reproach and avoid impropriety. Members shall refrain from abusive conduct, personal charges or verbal attacks upon the character or motives of other members of Council, boards and commissions, the staff or public. 6.6 Respect for Process Council members shall perform their duties in accordance with the processes and rules of order established by the Council governing the deliberation of public policy issues, meaningful involvement of the public, and implementation of policy decisions of the Council by City staff. 6.7 Conduct of Public Meetings Council members shall prepare for public meetings; listen courteously and attentively to all public discussions before the body; and focus on the business at hand. They shall refrain from interrupting other speakers; making personal comments not germane to the business of the body; or otherwise interfering with the orderly conduct of meetings. 6.8 Conflict of Interest A. In order to assure their independence and impartiality on behalf of the common good, Council members shall not use their official positions to influence government decisions in which they have a material financial interest or where they have an organizational responsibility or personal relationship, which may give the appearance of a conflict of interest. B. In accordance with the law, no member shall participate in the disposition of any matter in which he or she is interested. For purposes of this section "interested" includes any direct or indirect financial or personal interest held by a member or member of his/her family. Before any matter is heard, a member having an interest shall state it and withdraw from participation and discussion, or he/she may disclose the facts involved and request a determination by the Council of whether a conflict of interest exists. Any question of the existence or non-existence of a conflict of interest sufficient to disqualify a member from participating in the disposition of any matter shall be decided by a majority vote of the other members of the Council. In case of a tie, the member shall be disqualified from debating or voting on the matter under consideration. IPage II 1 Page 101 of 371 6.9. Gifts and Favors Council members shall not take any special advantage of services or opportunities for personal gain, by virtue of their public office, that are not available to the public in general. They shall refrain from accepting any gifts, favors or promises of future benefits, which might compromise their independence of judgment or action or give the appearance of being compromised. 6.10 Confidential Information Council members shall respect the confidentiality of information concerning the property, personnel or affairs of the City. They shall neither disclose confidential information without proper legal authorization, nor use such information to advance their personal, financial, or other private interests. 6.11 Use of Public Resources Council members shall not use public resources not available to the public in general, such as City staff time, equipment, supplies, or facilities, for private gain or personal purposes. 6.12 Representation of Private Interests In keeping with their role as stewards of the public interest, members of Council shall not appear on behalf of the private interests of third parties before the Council or any board, commission or proceeding of the City. 6.13 Advocacy Members shall represent the official policies or positions of the Council to the best of their ability when designated as delegates for this purpose. When presenting their individual opinions and positions, members shall explicitly state they do not represent the Council or the City of Waterloo, nor will they allow the inference that they do. 6.14 Policy Role of Members Members shall respect and adhere to the mayor-council structure of Waterloo city government as outlined by Iowa Code § 372.4. In this structure, the City Council determines the policies of the City with the advice, information, and analysis provided by the public, boards and commissions, and City staff. 6.15 Independence of Boards and Commissions Because of the value of the independent advice of boards and commissions to the public decision making process, members of Council shall refrain from using their position to unduly influence the deliberations or outcomes of board and commission proceedings. 6.16 Positive Work Place Environment Members shall support the maintenance of a positive and constructive work place environment for City employees and for citizens and businesses dealing with the City. Council Members shall recognize their special role in dealings with City employees and must avoid creating the perception of inappropriate direction to staff. IPage II 16 Page 102 of 371 6.17 Compliance and Enforcement A. The Waterloo Code of Ethics expresses standards of ethical conduct expected for members of the Waterloo City Council. Council members themselves have the primary responsibility to assure that ethical standards are understood and met, and that the public can continue to have full confidence in the integrity of government. B. Council members who intentionally and repeatedly do not follow proper ethical standards may be reprimanded or formally censured by the Council. It is the responsibility of the Council to initiate action if a Council member's behavior may warrant reprimand or censure. Council members should point out to the offending Council member infractions of the Code of Ethics or Code of Conduct. C. If the offenses continue, then the matter should be referred to the Mayor in private. If the Mayor is the individual whose actions are being challenged, then the matter should be referred to the Mayor Pro Tem. It is the responsibility of the Mayor to initiate action if a Council member's behavior may warrant censure. If no action is taken by the Mayor, the alleged violation(s) can be brought up with the full Council in a public meeting. D. If violation of the Code of Ethics is outside of the observed behaviors by the Mayor or Council members, the alleged violation should be referred to the Mayor. The Mayor should ask the City Attorney to investigate the allegation and report the findings to the Mayor. It is the Mayor's responsibility to take the next appropriate action. These actions can include, but are not limited to discussing and counseling the individual on the violations or recommending censure to the full Council to consider in a public meeting. E. A violation of this Code of Ethics shall not be considered a basis for challenging the validity of a Council decision. 6.18 Member Statement Required City Council members will be required to sign the Member Statement found in Appendix B. IPage II 17 Page 103 of 371 APPENDIX A Classification of Motions: A. Main Motions: A main motion is one which independently presents an idea for consideration. Only one main motion can be considered at a given time, and such a motion, when introduced, excludes all other main motions until it has been voted upon or disposed of otherwise. B. Subsidiary Motions: A subsidiary motion is one growing out of and applied to another motion already under consideration. Their existence as motions depends entirely upon the principal motion to which they are subordinate. Adoption of a subsidiary motion in some way changes the status of a main motion without adopting or expressly rejecting it. Examples are motions to amend, postpone, and lay on the table. Such motions must be voted upon before voting upon the motion to which they apply. C. Privileged Motions: A privileged motion is one that is so vital in character that it takes precedence over all other motions. Such motions have no connection with the motion under consideration. Example are motions to call for orders of the day (i.e., follow the agenda), recess, adjournment, and raising a question of privilege. A privileged motion sets aside temporarily any business under consideration. D. Incidental Motions: An incidental motion is one growing out of another motion already under consideration. An incidental motion typically relates to the manner of handling a pending motion, such as matters of proper procedure, voting, and providing or obtaining information. Such a motion must be disposed of before the main motion or other business under consideration. Progress of Motions: A. A Council member addresses the presiding officer and, once recognized, has the floor and is the only member entitled to present or discuss a motion. B. A motion is introduced in the form, "I move that" or "I make a motion to" followed by a statement of the proposal. Aside from very brief explanatory remarks, it is not permissible to discuss the merits of a motion prior to, or immediately following, the formal proposal of the motion. All discussion must wait until the presiding officer has stated the motion and has asked for discussion. C. Another Council member, without addressing the presiding officer, may second the motion. Seconding the motion is merely an indication that the Council IPage II °13 Page 104 of 371 member seconding it wishes the matter to come to the Council for consideration. If no one seconds the motion, it fails due to lack of a second. D. After the motion has been formally stated by the presiding officer, any Council member has a right to discuss the issue. Council members desiring to discuss must obtain the floor in the same manner as when presenting a motion. E. When all Council members who desire to discuss the question have done so, the presiding officer may put the motion to a vote. The presiding officer will ask for a voice vote or, if appropriate, proceed to instruct the City Clerk to take a roll call vote. F. The presiding officer formally announces the result of the vote, stating whether the motion passed or failed. As soon as the vote has been announced, another motion is in order. Amendments to Motions An amendment to a motion changes a motion by adding to, taking from, or by altering the motion. The purpose of the motion to amend is to add clarity to the motion on the table. A. Methods of Amending Motions: 1. By Addition or Insertion: To add something to the motion, which it did not contain. 2. By Eliminating or By Striking Out: To subtract or eliminate something from a motion that was originally a part of the motion. 3. By Substitution: This method is a combination of the first two (2) methods, since in amending by substitution something is stricken out and something inserted in its place. The substitution may consist of a word, a phrase, a clause, or an entirely new motion. B. Progress of Amendments: 1. Amendments of the first rank. This is an amendment to the motion. 2. Amendments of the second rank. This is an amendment to the amendment. This type of amendment must modify and relate directly to the amendment and not to the main motion. Otherwise, it is out of order. It is not in order to propose more than one amendment of each rank at one time. If a Council member wishes to amend two (2) separate and related parts of a motion, this must be done by two (2) amendments of the second rank, and one must be voted upon before the other is proposed. It is permissible to have a motion, one amendment to the motion (amendment of the first rank), and one amendment to the amendment IPage II 1 Page 105 of 371 (amendment of the second rank) before the Council at once. Until the amendment of the second rank has been voted upon, no other amendment of the second rank is in order. Until the amendment of the first rank is voted upon, no other amendment of the first rank can be proposed. Order of Voting: A. Amendments are voted upon in inverse order; that is, the amendment of the second rank is disposed of first. B. Discussion is held and the vote taken upon the amendment to the amendment. C. Discussion is held and the vote taken upon the amendment to the motion. D. When the vote on the amendments have been taken, discussion upon the original or the main motion as amended is held and when completed, a vote is taken upon the original or main motion as amended. IPage II 20 Page 106 of 371 APPENDIX B May Requires Interrupt a a Vote Motions That Speaker Second Debatable Required May Apply L Privileged motions 1. To fix time at No Yes Limited Majority Amend, which to adjourn reconsider 2. To adjourn No Yes No Majority None (unqualified) 3. To take a recess No Yes Limited Majority Amend i 4. To rise to a Yes No No Chair rules All question of privilege L 5. To call for the Yes No No None None orders of the day L Subsidiary motions: L 6. To lay on, or take No Yes No Majority None from, the table i 7. To call for the No Yes No Z/3 Reconsider previous question 8. To limit, or extend No Yes Limited Z/3 Amend, limits, of debate reconsider 9. To postpone No Yes Limited Majority Amend, definitely reconsider, previous question 10. To refer to a No Yes Limited Majority Amend, committee reconsider, previous question 11. Amend No Yes Yes Majority Amend, reconsider, previous question IPage II 21 Page 107 of 371 12. To postpone No Yes Yes Majority Limit debate, indefinitely previous question, reconsider Main motions: 13. a. General main No Yes Yes Majority All motions b. Specific main notions: To take from the No Yes No Majority None table To reconsider Yes Yes Yes Majority Limited debate, previous question, table To reconsider and Yes Yes No None until Postpone have entered on called for definitely, none the minutes To rescind No Yes .... Yes Z/3 All To expunge No Yes Yes 2/3 All To adopt a No Yes Yes Majority All resolution To adjourn No Yes Limited Majority Amend, (qualified) reconsider To create orders No Yes Yes General - All of the day majority (spec.) Special - 2/3 To amend No Yes Yes Majority Amend, (constitution, reconsider etc.) previous question, limited debate Incidental motions: To suspend No Yes No 2/3 None rules To withdraw a No No No Majority Reconsider motion iiiiiiiiiiiiiiiiiiiiiillillillillillillilliillillillillillillilliillillillilliillillillillillillilliillillillillillillilliillillillillillillilliilillillilliillillillillillillilliillillillillillillilliillillillillillillilliilillillilliillillillillillillilliillillillillillillilliillillillillillillilliilillillilliillillillillillillilliillillillillillillilliillillillillillillilliilillillilliillillillillillillilliillillillillillillilliillillillillillillilliilillillilliillillillillillillilliillillillillillillilliillillillillillillilliilillillilliillillillillillillilliillillillillillillilliillillillillillillilliilillillilliillillilillillillilI IPage II22 Page 108 of 371 To read papers No Yes No Majority All To object to Yes No No z/3 All consideration To rise to a point Yes No No Chair rules None of order or majority To rise to Yes No No None None parliamentary inquiry To appeal from Yes Yes Limited Majority All except decision of chair amend To call for division Yes No No Majority All of house To call for division No Yes No Majority All of question iiiiiiiiiiiiiiiiiiiiiillillillillillillilliillillillillillillilliilillillilillillillillillillillilliillillillillillillilliillillillillillillilliillilliilillillillillillillillilliillillillillillillilliillillillillillillilliillilliilillillillillillillillilliillillillillillillilliillillillillillillilliillilliilillillillillillillillilliillillillillillillilliillillillillillillilliillilliilillillillillillillillilliillillillillillillilliillillillillillillilliillilliilillillillillillillillilliillillillillillillilliillillillillillillilliillilliilillillillillillillillilliillillillillillillilliillillillillillillilliillilliilillillillilillillillilI Motions for Special Purposes Kind of Motion Object Effect To lay on the table Clear floor for more urgent Delays action business To call for previous question Secure immediate vote on Ends debate pending question To limit or extend time for debate Provide more or less time for Shortens or lengthens discussion discussion period To postpone definitely(to a certain Often gives more time for Delays action time) informal discussion and for securing followers To commit or refer To enable more careful Delays action consideration to be given To amend To improve the motion To change the original motion To postpone indefinitely To prevent a vote on the To suppress the question question To raise a point of order To call attention to violation Keeps group functioning of rules according to parliamentary procedures iiiiiiiiiiiiiiiiiiiiiillillillillillillilliillillilliillillillillillillilliillillillillillillillilliillillillillillillilliillillillillillillillillillilliillillillillillillillilliillillillillillillilliillillillillillillillillillilliillillillillillillillilliillillillillillillilliillillillillillillillillillilliillillillillillillillilliillillillillillillilliillillillillillillillillillilliillillillillillillillilliillillillillillillilliillillillillillillillillillilliillillillillillillillilliillillillillillillilliillillillillillillillillillilliillillillillillillillilliillillillillillillilliillillillillillillillillillilliillillillilillillillill� Il age II 23 Page 109 of 371 To appeal from the decision of the To determine the attitude of Secures ruling of the group chair the group on the ruling made rather than by the chair by the chair To suspend the rules To permit action not possible Secure action which would under the rules otherwise be prevented by the rules To object to the consideration of a Prevent wasting time on Suppress the motion question unimportant business To divide the question Secure more careful Secures action by parts consideration of parts To nominate Suggest names for office Places before the group names for consideration To make a request growing out of To secure information or ask Provide information pending business to be excused from a duty To fix the time at which to adjourn To have legal continuation of Sets definite continuation the meeting time To adjourn End the meeting Adjourns the meeting To take a recess To secure an intermission Delays action To raise a question of privilege To correct undesirable Corrects undesirable conditions condition To call for the order of the day To secure adherence to Same as object order of business To take from the table Continue the consideration of Continue consideration of the question question To reconsider(only a member of the To reconsider the question Secures further prevailing side may make this motion) consideration and another vote on the question To reconsider and have entered on the To reconsider the question at Secures further minutes (only a member of the the next meeting consideration and another prevailing side may make this motion) vote on the question To rescind Repeal action previously Same as object taken i To ratify Approves previous action Same as object taken IPage II 24. Page 110 of 371 APPENDIX C WATERLOO CITY COUNCIL CODE OF ETHICS As a member of the Waterloo City Council, I agree to uphold the Code of Ethics for elected and appointed officials adopted by the City and conduct myself by the following model of excellence. I will: 1. Recognize the worth of individual members and appreciate their individual talents, perspectives and contributions. 2. Help create an atmosphere of respect and civility where individual members, City staff and the public are free to express their ideas and work to their full potential. 3. Conduct my personal and public affairs with honesty, integrity, fairness and respect for others. 4. Respect the dignity and privacy of individuals and organizations. 5. Keep the common good as my highest purpose and focus on achieving constructive solutions for the public benefit. 6. Avoid and discourage conduct, which is divisive or harmful to the best interests of Waterloo. 7. Treat all people with whom I come in contact in the way I wish to be treated. I affirm that I have read, understood, and will uphold the City of Waterloo Code of Ethics. Signature Date Printed Name IPage II25 Page 111 of 371 CITY OF WATERLOO Council Communication Resolution approving and accepting a certain temporary construction easement and sanitary sewer easement agreement in the amount $42,161.85 with O'Neal Metals, Inc., for the Brock Sanitary Sewer Main Extension, Contract No. 954, located near 2680 Sergeant Road. City Council Meeting:7/16/2018 Prepared: 7/3/2018 REVIEWERS: Department Reviewer Action Date Naan nr ng& Zo nnnm n-aderson i, Noe� Approved //3/2018 5.28 PM (."perk Office Evenm, l:.e: Bann Approved '7/11/2018 9-.5 p AM ATTACHMENTS: Description Type Attancfini. rets Sanitairy Seweit L,.sn.int... ()'T`ez. Metals (.,oveir Menlo Resolution approving and accepting a certain temporary construction easement and sanitary sewer easement agreement in SUBJECT: the amount $42,161.85 with O'Neal Metals. Inc., for the Brock Sanitary Sewer Main Extension, Contract No. 954, located near 2680 Sergeant Road. Submitted by: Submitted By:Noel Anderson, Community Planning and Development Director Approval. The temporary easement has an appraised value of$1,977.75 and Recommended Action: the sanitary sewer easement has a value of$40,184.10, which equals $42,161.85. Transmitted herewith is a request by the City of Waterloo to accepta certain temporary construction easement and sanitary sewer easement agreement in the amount$42,161.85 with O'Neal Metals, Inc., for the Brock Sanitary Sewer Main Extension. Please see the attached temporary easement and sanitary sewer easement Summary Statement: agreements, easement plats and aerial photo. There is a prospect ready to construct a new office/warehouse building to the west of 2680 Sergeant Road and it is necessary to extend a new sanitary sewer main to serve that new development. Also, this new sanitary sewer will be beneficial to serving future development in this area as it continues to grow. Expenditure Required: None Source of Funds: N/A Page 112 of 371 Policy Issue: Infrastructure and Economic Development. Alternative: N/A This area is experiencing considerable growth of new commercial and light Background Information: industrial development, and this new sanitary sewer will open up additional land for new development. An Easement for Sanitary Sewer purposes over, under and across that part of the Southwest Quarter(SW 1/4) of Section Thirty-three(33), Township Eighty-nine North(T89N), Range Thirteen West(R13W) of the Fifth Principal Meridian, in the City of Waterloo, Black Hawk County, Iowa. Said Easement is Forty(40.00)feet wide and lying Twenty(20.00)feet on each side of the following described centerline: Commencing at the Northeast corner of parcel described in Land Deed 569, Page 606 in the Black Hawk County Recorder's Office; thence SO1°34'26"E Twenty(20.00) feet along the East line of said Parcel to a line Twenty(20.00) feet South of and parallel to the Not he of Tract described in Land Deed 565, Page 793 in aforesaid Recorder's Office and to the point of beginning; thence N88°25'32"E Seven Hundred Sixty and Twenty-four Hundredths (760.24)feet along said parallel line; thence S59°05'25"E Four Hundred Legal Descriptions: Twenty-six and Fifty-three Hundredths (426.53) feet; thence S56°11'32"E One Hundred Fifty-one and Forty-five Hundredths (151.45) feet to the Southeast line of aforesaid Tract and to the point of termination containing 1.23 acres. Along with Twenty(20.00)foot Temporary Construction Easement as shown on sheet 2 of 2 of this Plat. Beginning at the Northwest corner of Parcel A, Misc. Book 296, Page 832 in the Black Hawk County Recorder's Office; thence S36°04'30"W Seventy- seven and Fifty-eight Hundredths (77.58) feet along the Northwest line of said ParcIA; thence S53°55'30"E One Hundred (100.00)feet;thence N36°04'30"E One Hundred Fifty(150.00) feet to the North line of aforesaid Parcel A; thence N89°50'15"W One Hundred Twenty-three and Forty-seven Hundredths (123.47) feet along said North line to the point of beginning containing 0.26 acres. Page 113 of 371 us INDEX LEGEND 0 ra General Description: Part of the Southwest 1/4, Section 33—T89N—R13W, Waterloo Surveyor: David L. Schell (#16775) > Surveying Company: Wayne Cloossen Engineering & Surveying, Inc, 2705 University Avenue (P.O. Box 898) 1 0 Wcterloo, Iowa 50704 (319)235-6294 IPlat Requested By: City of Waterloo 0 LL_ Proprietor: O'neal Metals, Inc. EASEMENT PLAT Sanitary Sewer Easement SHEET 1 OF 2 LEGAL DESCRIPTION SANITARY SE WR EASEMENT An Easement for Sanitary Sewer purposes over, under and across that part of the Southwest Quarter (SW 1/4) of Section Thirty—three (33), Township Eighty—nine North (T89N), Range Thirteen West (R13W) of the Fifth Principal Meridian, in the City of Waterloo, Black Hawk County, Iowa. Said Easement is Forty (40.00) feet wide and lying Twenty (20.00) feet on each side of the following described centerline: Commencing at the Northeast corner of parcel described in Land Deed 569, Page 606 in the Black Hawk County Recorder's Office; thence S01*34'26"E Twenty (20.00) feet along the East line of said Parcel to a line Twenty (20.00) feet South of and parallel to the North line of Tract described in Land Deed 565, Page 793 in aforesaid Recorder's Office and to the point of beginning; thence N88*25'32"E Seven Hundred Sixty and Twenty—four Hundredths (760.24) feet along said parallel line; thence S59*05'25"E Four Hundred Twenty—six and Fifty—three Hundredths (426.53) feet, thence S56'11'32"E One Hundred Fifty—one and Forty—five Hundredths (151.45) feet to the Southeast line of aforesaid Tract and to the point of termination containing 1.23 acres. I I Along with Twenty (20.00) foot Temporary Construction Easement as shown on sheet. 2 of 2 of this Plat. The sidelines of said easement shall be lengthened and/or shortened to terminate at said Southeast line, aforesaid East line and as needed to provide a continuous strip. NOTES: M Cn 1. The basis of bearings for this Plat of Survey is the _T1 West line of the SW 1/4 assigned a bearing of r— N01*34'26"W as per Iowa State Plane Coordinate System, M z North Zone, 2011 adjustment. 0 2. F.Y. 2019 Brock 3rd Addition Sanitary Sewer Extension, Contract No 954, Waterloo, Iowa. Prenared bv:'flin Andcra.Cjtv of Waterloo.71 Mlberry -Street,Waterloo_IA 50703—(31 97 2914366 TEMPORARY CONSTRUCTION EASEMENT AGREEMENT For consideration received, the undersigned does hereby grant and convey unto the City of Waterloo, Iowa, a temporary construction easernent across the following legally described property in the City of Waterloo, Black Hawk County, Iowa: See attached Exhibit for the purpose on COnStrUCting,a new sanitary sewer main,together with a right of ingress and egress thereon. In return for the dedication and use of said temporary construction easement,the undersigned shall be granted a compensation amount of$1,977.75, For O'Neal Metals, Inc. Date By: Its: On this day of 2018, be-fore me the undersigned personally appeared 13/4kL: bt/ Lci ,,- to me known to be the person(s)named in and who executed the foregoing instrument and acknowledged that they executed the same as their voluntary act and deed. [Seal] ggqa Notary Public Page 116 of 371 Pretmed by Din Andcra,City ofWaterlpo_f1hinnhi&&Zoiiiii ,715 Mulberry St Wat-1.... 1�03 3M291-4366 SANITARY SEWER EASEMENT The undersigned does hereby grant and convey unto the City of Waterloo,Iowa,a sanitary sewer easement over,under,and upon the following described property in the City of Waterloo,Black Hawk County,State of Iowa: SEE ATTACHED LEGAL DESCRHyI'ION for the purpose of retaining a sanitary sewer easement for installation,operation, I ut Lire maintenance,repairsservicing,reconstruction and removal of a sanitary sewer. Together with rights of ingress and egress thereon and thereto. In return for the dedication and use of said sanitary sewer easement,the undersigned shall be granted a compensation amount of$40,184.10. /,/1 IN WITNESSWHEREOF,we have hereunto set our hands this'/5'day of 20-1& For O,Nel Metals,Inc. By: Its: Stale of J County) ss. On this X51 day of 2018,before.me tile undersigned personally appeared --LLjje, (47 to me known to be the person(s)named in and who cxecuteo the foregoing instrument and acknowledged that they executed the same as their voluntary act and deed. IN WITNESS WHEREOF,I have hereunto signed my name and affixed rny Notarial Seal the day and year last above written. Seat 4iTAKW J I UM ommMAM h 0.761416 Notary public MY Exphm riT= 4r Page 117 of 371 R , Ir / r l;r � �� k U � r� 1, r � ^r � fey r40 r� �'• �� r 4 �►pprc�x:�r7 i�cre� r � � ., I ,Lr ��'i r`r �rr° � r 4i rl� d . ,r� r✓,/i� r nJf��rill'o!'.' I d �i�, ,ti� 1�� *.„� ' r w v°,.r✓�N� � ��r^�' � f�rj � �ll/f/�r',% 1. }fir ,/ '"� A�. i. � r Y HW ©. p..t w dl Wby (A 1 ♦ {.itS�,iBAoo,Iowa a TN...pd nd M la swrray, V'bJky h 1 rtrn y IMa dared 4 salad herein, YIIv Fdni Mdd db�Mxk l6s kCaurAy,ft dlark N,av&Coumay Aasassar,or Ihery om9^sYrooa. The4i9y INI ladaa k mnN ;esx ur � W pt d !tlraa Y I�ha bkro 1' M1awn dW R rx1 x F ari d' 1 NaW4ry/w Cre ypw ol.U MRd 4erW off iW d 1W 2d4 W rx'4 d+d dx i bi rd 1 W dmuaru,a eoarey asssssor:ernes rw campe<. ease and mecwalm treaanaetwr. S 1 CITY OF WATERLOO Council Communication Resolution approving an Amendment to Development Agreement& Minimum Assessment Agreement with Grand Investments, LLC, changing the developer from Grand Investments, LLC to QOZ Arts Mall, LLC, and authorize the Mayor and City Clerk to execute said documents. City Council Meeting:7/16/2018 Prepared: 7/9/2018 REVIEWERS: Department Reviewer Action Date plpmrni n r& Zo ming Separroederr, A.rie Approved '7/10/2018 .... 3-35 PM t."per Office Evenm, 1-eA. nnn Approved 7/11/201 .... 9-.49 AM ATTACHMENTS: Description Type .nnrernd nii.ent to DA,& MAA Ba:ckiiip) Mateitiial Resolution approving an Amendment to Development Agreement& SUBJECT: Minimum Assessment Agreement with Grand Investments, LLC, changing the developer from Grand Investments, LLC to QOZ Arts Ma1L LLC, and authorize the Mayor and City Clerk to execute said documents. Submitted by: Submitted By:Noel Anderson, Community Planning& Development Director Recommended Action: Adopt a resolution to approve the Amendment document The amendment is changing the developer from Grand Investments, LLC to QOZ Arts Mall, LLC. The City of Waterloo Downtown Master Plan and Riverfront Renaissance were all designed and approved with a space left for a multi- story residential and commercial structure at this location. The City of Waterloo previously tried to work with Sherman and Associates for the development of a project here, but that project did not commence forward towards construction. Summary Statement: Since that time, a Request for Proposals was sent out to several companies, with only Brent Dahlstrom, dba , submitting a proposal to build at the site. Brent and his team are currently working to complete the Grand Crossing project and additional phases there. Staff believes his diligence and work to complete that project have shown his ability to start another project for more downtown housing in Downtown Waterloo. This project will work to fill the centerpiece of the Riverfront Renaissance Upper and Lower Plaza area. It will offer a tremendous view of the river, activites downtown, and create a new skyscape for Downtown Waterloo. The project incentives are the same incentives awarded as those at the Grand Crossing projects. Page 119 of 371 Expenditure Required: None Source of Funds: NA Policy Issue: Economic Development Alternative: NA Legal Descriptions: Parcel H of plat of survey filed in the land records of Black Hawk County, Iowa as Doc. No. 2017-015863. Page 120 of 371 Preparer Information: Christopher S. Wendland, PO Box 596, Waterloo, Iowa 50704 (319)234.5701 Name Address City Phone SPACE ABOVE THIS LINE FOR RECORDER AMENDMENT TO DEVELOPMENT AGREEMENT AND AMENDMENT TO MINIMUM ASSESSMENT AGREEMENT This Amendment to Development Agreement and Amendment to Minimum Assessment Agreement (the "Amendment") is entered into as of , 2018 by and among Grand Investments, LLC (the "Assignor"), QOZ Arts Mall, LLC (the "Assignee"), and the City of Waterloo, Iowa (the "City"). RECITALS A. Assignor and City are parties to that certain Development Agreement dated December 19, 2016 (the "DA"), concerning the development of land (the "Property") described therein. Assignor and City are also parties to that certain Minimum Assessment Agreement (the "MAX) pertaining to the Property, dated as of the same date. The DA and MAA have been filed in the land records of Black Hawk County, Iowa, as Doc. No. 2017- 13397. B. The parties desire to remove Assignor as the developer under the DA and the MAA and to substitute Assignee in place thereof. NOW, THEREFORE, in consideration of the mutual covenants set forth herein, the parties agree as follows: 1. The DA and the MAA are hereby amended to remove Assignor as the "Company" under each agreement and to substitute Assignee as the "Company" throughout both agreements. Said amendment shall be effective retroactively to the original date of each agreement. 2. Except as modified herein, the DA and MAA shall continue unmodified in full force and effect, including personal guaranties, if any. Terms in this Amendment that are capitalized but not defined will have the same meanings herein that are ascribed to them in the DA or MAA, as applicable. The DA, MAA, and this Amendment Page 121 of 371 Page 2 shall inure to the benefit of and be binding upon the parties and their respective successors and assigns. IN WITNESS WHEREOF, the parties have executed this Amendment to Development Agreement and Amendment to Minimum Assessment Agreement by their duly authorized representatives as of the date first set forth above. CITY OF WATERLOO, IOWA GRAND INVESTMENTS, LLC Assignor By: By: Quentin M. Hart, Mayor Brent Dahlstrom, Manager Attest: QOZ ARTS MALL, LLC Kelley Felchle, City Clerk Assignee By: Brent Dahlstrom, Manager Page 122 of 371 CITY OF WATERLOO Council Communication Resolution approving a moratorium for a period of twelve(12) months on the demolition of any structure in the S mokey Row Area. City Council Meeting: 7/16/2018 Prepared: 7/10/2018 REVIEWERS: Department Reviewer Action Date Nar)niiig& Zoni,ig Seliroeder, Aric Approved '7/10/2018 .4-p3 PM (I Ierk Office Everi, 1-eA.ni) Approved '7/11/2018 9-48 AM ATTACHMENTS: Description Type D Srywkey Row Covet Menlo SUBJECT: Resolution approving a moratorium for a period of twelve (12)months on the demolition of any structure in the Smoka Row Area. Submitted by: Submitted By:Noel Anderson, Community Planning& Development Director Recommended Action: approval Staff would Eke a moratorium issued for a period of 12 months on the demolition of any structure in the Smokey Row Area to allow for the Summary Statement: completion of the historic study of the area under the Certified Local Government Grant that was awarded to the City of Waterloo. The moratorium may need to be extended, but staff is recommending 'initial action for a period of one year. Expenditure Required: none Source of Funds: n/a Policy Issue: Historic Preservation Alternative: Don't approve a moratorium. The moratorium shall pally to the following described area: commencing at the intersection of the centerline of Sumner Street and the Northeasterly right-of-way line of the Canadian National Railroad; thence East along the centerline of Sumner Street to its intersection with the centerline of Mobile Street; thence South along the centerline of Mobile Street to its intersection Legal Descriptions: with the centerline of Douglas Street; thence West along the centerline of Douglas Street to its intersection with the Northeasterly right-of-way line of the Canadian National Railroad; thence Northwesterly along the Page 123 of 371 Northeasterly right-of-way line of the Canadian National Railroad to its intersection with the centerline of Sumner Street and the point of the beginning. Page 124 of 371 i I 3 , ov omm ' ONE DA 5T a 44111 � i E' 1° g Smokey Row rn � e 1 �Ir Buildings + I u I ,� 'l/ ✓r� rr r, G n tt i i m J ' VINE ST I• � u a„ RSD 0 0.035 0.07 0.14 Miles Nara Base map data source-s Black Hawk County :.I_does notrepresenrasurveyndil- C1tL� OI Waterloo, Iowa N Fe ,adror meac,urdy Dl dr dd neared Fere n. lsspreC tyAp d,el 6H kCourty,rM1e BI—Haxk County Aries F ployees T c ry If waredeo mak v .preaa n W�E pI.as tome accuracy fF f on,F11, on I.mth— exp—h.da ms l'._.for me act,-rM1ereef.llsedd-d dreier rooif t 5 pats.surveys,re y—deeds,etc.located et i.t ` &ack Hawk Cuunry Assessors Of(icn for compinm and a°°°rare°`orma°° Page 125 of 371 CITY OF WATERLOO Council Communication Resolution declaring support and intent for the placement of Historic US Highway 20 signs through the City of Waterloo. City Council Meeting:7/16/2018 Prepared: 7/10/2018 REVIEWERS: Department Reviewer Action Date Naruruiurgi& Zonu i,igp; Seliroeder, Aric Approved '7/11/2018 .... 9.59 AM (Ierk Office Even, 1. eAnrr approved '7/11/2018 ... i1 -50 AM ATTACHMENTS: Description Type 1ZurQ oft.ftirrru orfSt.iprp:rort Covet Memo p rg rrrr pr° (."oNre.ir Memo J.'ira f c orad Enggrrue. ringg W'urrdAurdd Survey (.ovc.r Memo SUBJECT: Resolution declaring support and intent for the placement of Historic US Highway 20 signs through the City of Waterloo. Submitted by: Submitted By:Noel Anderson, Community Planning& Development Director Recommended Action: Approval. US Highway 20 was established through the City of Waterloo with the creation of the US Highway system in 1926. Initially the road extended from Boston to Yellowstone National Park and was extended to Newport, Oregon in 1943. The route through Waterloo was replaced by a divided highway in the 1990's. Before being replaced Highway 20 through Waterloo was a major travel corridor from the east to west coast along the main streets of many towns like Waterloo. The creation of Historic US Highway 20 is being encouraged to allow travelers to experience the historic route of the highway. This will direct Summary Statement: people into the heart of the city increasing the exposure of Waterloo to travelers along the route. The route passes through Waterloo's current residential historic district Highland and through the potential historic district of Walnut along with the edge of the downtown commercial area. The Engineering and Traffic departments did a windshield survey of the route and estimated that the route would need $1500 worth of signs to fully designate the route. See attachments for additional details. Page 126 of 371 At their June 19, 2018 meeting the City of Waterloo Historic Preservation Commission voted to recommend the city council approve the resolution. Expenditure Required: Approximately $1,500 in signage. Source of Funds: bond funds Policy Issue: Economic Development and Historic Preservation Page 127 of 371 Resolution of Iowa - Declaring Support and Intent of the Placement of Historic Route 20 Signage on the Town/City/County/State Maintained Road WHEREAS, U.S. Highway Route 20 was created in 1926 from Boston, MA to Yellowstone National Park, WY; and WHEREAS, By 1943, U.S. Highway Route 20 was extended to Newport, OR—a distance of 3,365 miles; and WHEREAS, U.S. Highway Route 20 extended 333 miles between Dubuque and Sioux City, Iowa; and WHEREAS, U.S. Highway Route 6 was decommissioned in most of California in 1964, making U.S. Highway Route 20 the longest highway in the country; and I r. WHEREAS, Over the years, U.S. Highway Route 20 has conveyed commerce and pleasure travelers whose needs were met by nearby cities and counties; and WHEREAS,The State of Iowa has been working since 1952,to relocate U.S. Highway Route 20 to a four lane highway; and WHEREAS,Though largely supplanted by the four lane highway route, the original segment of U.S. Highway Route 20 remain, although most are no longer identified as such; and WHEREAS, Former U.S. Highway Route 20 served as the main street of many Iowa cities and towns along its length and, though no longer designated as former U.S. Highway Route 20, these segments represent both state and local historic significance; and WHEREAS,the Historic US Route 20 Association, Inc., is a nonprofit 501 (c)3 organization aimed to promote tourism and economic development along the original 1926 alignment of US Route 20; and WHEREAS,The Historic Route 20 Association, Inc., provides historic route markers to act as a wayfinding tool to guide tourists and travelers on the 1926 alignment to a local agency; and WHEREAS, Designation of a Historic Route and the permission of placement of historic markers on State Public Highways must come from the Iowa Department of Transportation; and i WHEREAS, Without formal designation, the history and contribution of these segments of U.S. Highway Route 20 to the development of the state would remain less known; and WHEREAS, Recognition of these segments will foster the economic health and cultural preservation of small communities and towns located along the highway; and WHEREAS, It is fitting that a means to designate these historic sections of former U.S. Highway is Page 128 of 371 1 1 i N RESOLVED by the_ , Iowa, hereby recognizes the original 1926 segment of former U.S. Highway Route 20 in the Iowa as Historic Route 20(Iowa) for its historical significance and importance in the development of Iowa; and be it further j RESOLVED, Iowa commits to the permitting and placement of Historic Route 20 Markers within its borders, including the State DOT Highway; and be it further RESOLVED,That the Iowa Department of Transportation, upon receipt of this resolution by all interested local agencies along the original segment of U,S. Highway Route 20, to designate that section of highway as Historic Route 20(Iowa); and be it further RESOLVED,That the local agency is responsible for the costs and placement of historic route markers on their sections or portions of former U.S. Highway Route 20—unless stipulated by the Iowa Department of Transportation to the local agency, and be it further RESOLVED the Clerk of , Iowa transmit copies of this resolution to the Historic US Route 20 Association and the requesting local agency. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE of the , IOWA that we are in support of the recognition and designation of Historic Route 20 and the placement of Historic Route 20 Markers. PASSED AND APPROVED this of , 2017 Page 129 of 371 THS HISTORIC US ROUTE 211 ASSOCIATION 4 l IVIa R I A.r TE U 5 ��tt V 20 N OUTE ( I ij Featuring the ori ' Be A Part of Historic US Route 20 ginal 1526 ISSROUTE Show your support by displaying an official Historic Route 20 Sign Shield Your donation will help the Historic US Route 20 Association promote its mission by design placing signage along historic alignments of US Route 20. Large Signs 24"X 36" $90+shipping Are you on official with your town or city government? J mr��ll Illy° I 'J 1;i"INilii� �llll 'iU, irllull� Il J)I P f�' Would you like to promote tourism and connect with others along US Route 207 Then this sign is for your town! Please contact us to set up a meeting to discuss available options! 3.5 4'' ktli8do�el& r Are you a business or land owner on US Route 20? r �oi1tE. These signs can be placed on your private property - %` See other side for details. I/ iiiy� Potential Economic Impact* / i �r�/ � w � ' Over 3,5 million visitors spent$91 million in 2008 ��' .w � / // sire ✓k ah � ,ii � 6d p I r d s�' 55%are first time visitors • 68%stay overnight o • 78%stay in hotels,B&Bs or campgrounds 2,9 nights is the average state along the route � a Large-36"x 24" X10 1 Typical party is one to four adults Small-18"x12"dra r—� m 51% of visitors come from outside the highway a Pale Banners Available Soon area ua visit—www.historicos2o,com/hlstoric- 0 33%of visitors come from other states route-signage.htmi 10/6 come from outside the country i " rot more infarmati"n ah"ut our signs Information from the 2006 Economic Impact Study of the Pennsylvania Route 6 Heritage t._,t, Two Sign Sizes Available Corridor.Based afongtire 427mile long,11 county PA Route 6 Alliance, All signs are made exclusively for the Historic US Route 20 Association.Please allow 3-6 weeks for sign delivery. The Historic US Route 20 Association Is a 501(c)3 Not for Profit Organization—Your sign order is considered a gift for your Tax Deductible Donation Page 130 of 371 2009 Edition Page 147 Standard: 04 If a Cardinal Direction auxiliary sign is also included in the assembly,the BEGIN auxiliary sign shall be mounted directly above the Cardinal Direction auxiliary sign. Section 2D.24 TEMPORARY Auxiliary Signs (M4-7.M4-7a) Option: 01 The TEMPORARY(M4-7) or the TEMP(M4-7a) auxiliary sign(see Figure 2134) may be used for an interim period to designate a section of highway that is not planned as a permanent part of a numbered route,but that connects completed portions of that route. Standard: 02 If used,the TEMPORARY or TEMP auxiliary sign shall be mounted directly above the route sign,above a Cardinal Direction sign,or above a sign for an alternate route that is a part of the route designation. 03 TEMPORARY or TEMP auxiliary signs shall be promptly removed when the temporary route is abandoned. Section 2D.25 Temporary Detour and Auxiliary Signs Support: 01 Chapter 6F contains information regarding Temporary Detour and Auxiliary signs. Section 2D.26 Advance Turn Arrow Auxiliary Signs (M5-1,M5-2,and M5-31 Standard: 01 If used,the Advance Tlurn Arrow auxiliary sign(see Figure 2D-5)shall be mounted directly below the route sign in Advance Route Turn assemblies,and displays a right or left arrow,the shaft of which is bent at a 90-degree angle(M5-1) or at a 45-degree angle (M5-2). 02 if used,the curved-stem Advance Turn Arrow auxiliary (M5-3)sign shall be used only on the approach to a circular intersection to depict a movement along the circulatory roadway around the central island and to the left,relative to the approach roadway and entry into the intersection. Guidance: 03 If the M5-3 sign is used, then this arrow type should also be used consistently on any regulatory lane-use signs(see Chapter 2B),Destination signs(see Section 2D.37), and pavement markings(see Part 3)for a particular destination or movement. Figure 2D-5. 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CITY OF WATERLOO Council Communication Adopt a resolution approving the project designs of a home to be built by Hawkeye Community College in the 200 block of Newell Street, at a budget not to exceed $137,500, and authorize the Mayor and City Clerk to sign and fully execute any necessary documents. City Council Meeting:7/16/2018 Prepared: 7/13/2018 REVIEWERS: Department Reviewer Action Date Nmrnpng& Zonrr nig nndersoi, Noe� Approved '//13/2018 ... 1259 PM (.1 erk Office Eveni, L-eA.ni) Approved 7/13/2018 2.53 PM ATTACHMENTS: Description Type Adopt a resolution approving the pro'ject designs of a home to be built by SUBJECT: Hawkeye Communi, College in the 200 block of Newell Street, at a budget not to exceed 5137,500, and authorize the Mayor and City Clerk to sign and fully execute any necessary documents. Submitted by: Submitted By:Noel Anderson, Community Planning& Development Director Recommended Action: Adopt resolution The previously approved 28 Agreement and Addendum paperwork note that the City will sell the lots on Newell, and then: "Acting with appropriate diligence hereafter, the parties will agree on Project designs, plans and specifications (the "Plans") and a not-to-exceed budget Summary Statement: for the Project." This action will approve the designs (attached) at a project budget not to exceed $137,500. Expenditure Required: $137,500 Source of Funds: Nuisance Bonds Policy Issue: Infill Development Alternative: Not approve, which will have the City continuing to accumulate lots and costs for maintenance, with no actions to bring forth new infill development The City of Waterloo has been actively working to eliminate nuisance Page 135 of 371 properties,blight, and empty and abandoned houses within the community. As a result, the City has over 100 vacant lots in its ownership. Hawkeye Community College has a growing curriculum of construction classes to help train a new work force for the construction industry in all fields from carpentry,plumbing, electrical, etc. Put one plus one together, and they are ready to build homes in the Waterloo community. This partnership will help to train a workforce, that helps Background Information: existing businesses find employees, and will help for infill development, elimination of city expenditures upon sale of the lots, and overall new revitalization into older neighborhoods. The cost of$137,500 into an older neighborhood may find the City only breaking even, or potentially taking a loss on the sale of the homes. We will see. Hopefully, as the program continues, we will be able to improve marketability of the infill housing, and bring a profit to the program. As a new program, we will have to see what we can do, what we may need to change, to keep it moving ahead positively for the Waterloo community. Legal Descriptions: MANSONS SECOND ADDITION LOT 13 BLK 1 Page 136 of 371 is :i I .I I: j I'. - .I i i Q 1- i. l ., I:. - a i� it i� is :i . . . — ::It.;....x......... E i ,:•i•i i i•i•i•i•:•i'i•i•i•i i• E .:.. ..: ._.t.e.e.:.:.:r. .:.:.:.:.:.:.:.z.:.:.:.:.:.:.:.:.:.e is .. _ li ..........................•-•-•--•------'--.._....... -- . ;.:.:.:.:.:.:.:�,.:.:.:.:.:=•cF:c.:..:.:.:..:.:.:.::::i:::::.:.::Ea.:...:.:.:.:a:i:E:E:i:E:c:c:c:c:c:E is { :t 1^ :I I: . :I li N !: :I . o i . O i IeO:i: — ' :lo 0 I " isisi:isisisi.isisi:::isisF:i:i:i:c:::i:c:::E:=:S:Ea:i;e:i•:':'••='''°'i:E;E::: :. : 0 ...•..........:.:.. 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X NI SVNI-IIa� ,6 „i-,z I I a Z # aag I I I I „t l I I � I _ _ I I A-G,S Lv asbn ��--+-^syl�i05 Cl�ddDLld HIV "' I I p 13d1- „�-,L ---- - - - - - - - - -- (lag i --------- I I I w U W� „O ,D� aha u ch i i i a � F 4p ° Q 6 Q av ° � QQ P y O 6 P a a o o< o D � r.,. ilO fl jja-j U0 i � A ��a CITY OF WATERLOO Council Communication Resolution approving a purchase agreement with Altee Industries Inc. of Birmingham,Alabama, in the amount of$120,026, for the purchase of a 2018 F550 Altec ModelAT40-G Aerial Truck for the Building Maintenance Department, and authorize the Mayor and City Clerk to execute said documents. City Council Meeting:7/16/2018 Prepared: 7/10/2018 REVIEWERS: Department Reviewer Action Date 1 a usurre SerOces 1 pnu9.nnnp, Paul Approved '7/10/2018 .... ;yup PM t."perk Office Evenn, L-eAnuu Approved 7/11/201 .... 9-.53 AM ATTACHMENTS: Description Type R111 Altec Si7 e nio R)1'P Aftec Suppoirdrig Doc urrie:as (."ovc.r Men-io Resolution approving a purchase agreement with Alice Industries Inc. of Birmingham, Alabama, in the amount of$120,026, for the purchase of a 2018 SUBJECT: F550 Altec ModelAT40-G Aerial Truck for the Building Maintenance Department, and authorize the Mayor and City Clerk to execute said documents. Submitted by: Submitted By: Travis Nichols, Facilities/Project Manager Request Council approve purchase agreement with Altec Industries Inc. of Birmingham, Alabama in the amount of$120,026.00 for the purchase of a Recommended Action: 2018 F 550 Altec Model AT40-G Aerial Truck for the Building Maintenance Department, and authorize the Mayor and City Clerk to execute said documents. This purchase provides for replacement of the current 2004 F550 Terex aerial truck. The 2004 F550 will be sold at auction. This purchase is made Summary Statement: using the National Joint Powers Alliance Contract# 03014-ALT, expiration 3/14/2022. See attachments for copy of Request for Proposal and other supporting documentation. This purchase is allowed under Iowa Code 28E.3: Joint Exercise of Power. Expenditure Required: $120,026.00 Source of Funds: Building Maintenance G. O. Bonds Policy Issue: This project supports the Strategic Plan Strategy 4.5: Maintain and develop community services and city facilities that support quality of place. Page 144 of 371 Page 145 of 371 National Joint Powers Alliance@ REQUEST FOR PROPOSAL ft)r the procurement of PUBLIC UTILITY EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES RFP Openin GJANUARY 25,2018 8:30 a.m.Central Time At the offices of the National Joint Powers Allianceo 202 12"'Street Northeast,Staples,MN 56479 RFP#01.2418 The National Joint Powers Alliance0t (NJPA),on behalf of NJPA and its current and potential member agencies,which includes all governmental,higher education,K-12 education,not-for-profit,tribal government,and all other public agencies located in all fitly states,Canada,and intemationally,issues this Request For Proposal(RFP)to result in a national contract solution for the procurement of"WO 12418 PUBLIC UTILITY EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES.Details of this RFP are available beginning December 7,2017.Details may be obtained by letter of request to Chris Robinson,NJPA,202 12th Street Northeast,P.O.Box 219,Staples,MN 56479,or by c-mail at RFP@,njpacoop.org,proposals will be received until January 24,2018 at 4:30 p.m.Central Time at the above address and opened January 25,2018!t 8:30 a.m.Central Time. RFP Tiniethie December 7,2017 Publication of JUT in the print and online version of USA Today,in the print and online version of the Salt Lake News within the State of Utah, itithe print and online version ofthe l)(tily,lottriteilef Commerce within the State of Oregon(note:OR entities this Pertains to: �y it(prrcotr,p,trrl,/AiNgQ!l rslK ti�iii and also RFP Appendix B),in the Print and online version of TheState within the State of South Carolina,the N.lPA website,MERX, Not icetobidd ers,co m,Pub]iePu rehasexoni,Biddingo,kind Onvia. January 9,2018 Pre-Proposal Conference(the web ea st/con ference call).The connection information will be sent to 10:00 it,In.CT all inquirers two business(lays before the conference. January 17,2018 ovadhiie for RFT1 questions. January 24,2018 neadfine for Submission of Proposals.Late responses will be returned tompened. 4:30 P.m.CI' January 25,2018 11"Iffle Oponlig of Proposak 8:30 a.in.Cr Direct questions regarcling this 1tF11 to:Chris Robinson at q (LtLop.o�g or(218)895-4168. I Page 146 of 371 I'ABLE OFCONTENTS 1, C. Proposal Evaluation Criteria A. Contract D. Other Consideration B. Proposer E. Cost Comparison C. Sourced Good of Open Market Item F. Marketing Plan 1). Vendor G. Certificate Of Insurance 11. Order Process and/or Funds Flow 1, AIIIII:11'1'ISII�l,,IliN'I'(,)I:1111' I. Administrative Fees 3 1 NTRODUC1 ION J. Value Added A. About NJPA K, Waiver of Formalities B. Joint Exercise of Powers Laws 7. ISSUES C. Why Respond to a National Cooperative A. Subsequent Agreements Procurement Contract B. NJPA Member Sign-up Procedure D. The Intent of This R.FP C. Reporting ofSales Activity E, Scope ol'This RFP D. Audits F. Expectations for Equipment/Products 17. Hub Partner and Services Being Proposed F. Trade-Ins (I Solutions Based Solicitation G. Out of Stock Notification H. Termination of a Contract resulting from 4 INSTRUU'HONS FOR PRFPARV\j6 YOUR this RFP NZOPOAl A. Inquiry Period 8. B. Pre-Proposal Conference A. Advertising a Contract Resulting From C. Identification of'Key Personnel This RFP D. Proposer's Exceptions to Terms and B. Applicable Law Conditions C, Assignment of Contract E. Proposal Format D. List of Proposers F. Questions&Answers About This RFP E. Captions,Headings,and Illustrations G. Modification or Withdrawal of a F. Data Practices Submitted Proposal G. Entire Agreement H. Proposal Opening Procedure H. Force Majeure 1. NJPA's Rights Reserved 1, Licenses J. Material Suppliers and Sub-Contractors S. NW_111Ia10 K. Non-Wavier of Rights A. Line-Item Pricing L. Protests of Awards Made B. Percentage Discount From Catalog or M. Suspension or Disbarment Status Category N. Affirmative Action and Immigration C. Cost Plus a Percentage of Cost Status Certification D. Hot List Pricing 0, Severability E. Ceiling Price P. Relationship of Parties F. Volume Price Discounts/ I. FORMS Additional Quantities G. Total Cost of Acquisition W. PPE-Sl.BNflSSK)tq CHFCKLIS I H. Sourced Equipment/Products/ 11, PRICk & PPODUCT CHANGF REQUEST Open Market Items I. Price and Product Changes FORM J. PaynientTernis 9:',>,. APPENIAX A K. SalesTax L. Shipping B.J. AN)FNDIX B 111, ID, OR, SC;' WA Political Subdivusions (SF11APATE 6. EVAIJJX1101,B OF PROPOSALS A11'ACI flviDfl') A. Proposal Evaluation Process 14, APFIFNDIX, C VA PoU6c,,d Subdivisiow, B. Proposer Responsiveness (SI"PARATF,AT'I ACI iMENT) 2 Page 147 of 371 I DEFINITIONS A.CONTRACT Contract means this RFP, current pricing information, fully executed Forms C, D, F, & P from the Proposer's response pursuant to this RFP,and a fully executed Form E("Acceptance and Award")with final terms and conditions.Form E will be executed after a formal award and will provide final clarification of terms and conditions of(fie award. 11.PROPOSER A Proposer is a company,person,or entity delivering a timely response to this RFP.This RFP may also use the terms"respondent"or"proposed Vendor,"which is interchangeable with Proposer as the context allows. C.SOURCED(3001)or OPEN MARKT T HT M A Sourced Good or Open Market Itern is a product within the RFP's scope 1)that is not currently available tinder the Vciidor'sNJPA contract,2)that amernber wants to buy tinder contract from an awarded Vendor, and 3)that is generally deemed incidental to the total transaction or purchase of contract items. 1).VENDOR A Proposer whose response has been awarded a contract pursuarit to this RFP. 3 Page 148 of 371 2 Al 2.1 NJPA advertises this solicitation: 1)in the hard copy print and online editions of the USA Toda ;2) once each in Oregon's Daily Journal of Commerce, South Carolina's The State and Utah's Salt Lake j!ittme;3)on NJIIA's website;and 4)on other third-party websites deemed appropriate by NJPA.Other third-party advertisers may include Onvia,PubliePurchase,com,MERX,and Biddingo. 2.2 NJPA also notifies and provides solicitation documentation to each state-level procurement departments for possible re-posting of the solicitation within their systems and at their option foi-future use and to meet specific state requirements. 3 INTRODUCTION A.ABOUT'NJPA 3.1 The National Joint Powers Alliance"(NJPA)is a public agency serving as a national municipal contracting agency established tinder the Service Cooperative statute by Minnesota Legislative Statute §123A.21 with the authority to develop and offer,among other services,cooperative procurement services to its membership.Eligible membership and participation includes states,cities,counties,all government agencies, both public and non-public educational agencies, colleges, universities and non-profit organizations. 3.2 Under the authority of Minnesota state laws and enabling legislation,NJPA facilitates a competitive solicitation and contracting process on behalf of the needs of itself and the needs of current and potential member agencies nationally.This process results in national procurement contracts with various Vendors of products/equipment and set-vices which'NJPA Member agencies desire to procure.These procurement contracts arc created in compliance with applicable Minnesota Municipal Contracting Laws. A complete listing ofNJPA cooperative procurement contracts can be found at www. 3.3 NJPA is a public agency governed by publicly elected officials that serve as the NJPA Board of Directors.NJPA's Board of Directors oversees and authorizes the calls for all new proposals and holds those resulting Contracts for the benefit of its own and its Members use. —3.4 NJPA currently serves over 50,000 member agencies nationally.Both membership and utilization of NJPA contracts continue to expand,due in part to the increasing acceptance of Cooperative Purchasing throughout the government and education communities nationally. B.JOIN TF'IXI'.,RClSFI OF POWERS LAWS 3.5 NJPA cooperatively shares those contracts with its Members nationwide through various Joint Exercise of Powers Laws or Cooperative Purchasing Statutes established in Minnesota, other states and Canadian provinces.The Minnesota Joint Exercise of Powers Law is Minnesota Statute§471,59 which states"Two or more governmental units...may jointly or cooperatively exercise any power corritiron to the contracting parties..," This Minnesota Statute allows NJPA to serve Member agencies located in all other states. Municipal agencies nationally can participate in cooperative purchasing activities under their own state law. These laws can be found on our website at http://%""v.fj �ucqqp. rg/ pqr erative-contract- so]tit ions/leRal-authorit 3.5.1 For Members within the Commonwealth of Virginia,this RFP is intended to be a"joint procurement agreement"as described in Vir.Code §2.24304(A), and those Virginia Members identified in Appendix C may agree to be a Joint purchaser under this RFP. C.WHY RESPOND TO A NATIONAL COOPERATIVE PROCUREMENT"CONTRACT Et Page 149 of 371 3.6 National Cooperative Procurement Contracts create value for Municipal and Public Agencies,as well as for Vendors of products/equipment and services in a variety of ways: 3.6.1 National cooperative contracts potentially save time and effort for municipal and public agencies,who otherwise would have to solicit vendor responses to individual RFPs,resulting in individual contracts,to meet the procurement needs of theirrespective agencies.Considerable time and effort is also potentially saved by the Vendors who would have had to otherwise respond to each of those individual RFPs.A single,nationally advertised RFP,resulting in a single,national cooperative contract can potentially replace thousands of individual RFPs for the same equipment/products/services that might have been otherwise advertised by individual NJPA member agencies. 3.6.2 NJPA contracts offer our Members nationally leveraged Volume purchasing discounts.Our contract terms and conditions offer the opportunity for Vendors to recognize individual member procurement volume commitment through additional volume based contract discounts. 3.7 State laws that permit or encourage cooperative purchasing contracts do so with the belief that cooperative efficiencies will result in lower prices,better overall value,and considerable time savings. 3.8 The collective purchasing power of thousands of NJPA Member agencies nationwide offers the opportunity for volume pricing discounts.Although no sales or sales volume is guaranteed by air NJPA Contract resulting from this RFP,substantial volume is anticipated and volume pricing is requested and justified. 3.9 NJPA and its Members desire the best value for their procurement dollar as well as a competitive price. Vendors have the opportunity to display and highlight value-added attributes of their conipany, equipment/products and services without constraints of a typical individual proposal process. D. THE, INTF'NT OF'THIS RFP 3.10.National contract awarded byNJPA; NJPA seeks the most responsive and responsible Vendor relationship(s)to reflect the best interests of NJPA and its Member agencies.Through a competitive proposal and evaluation process,the NJPA Proposal Evaluation Committee recommends vendors for a national contract awarded by the action of the NJPA Chief Procurement Officer. NJPA's primary intent is to establish and provide a national cooperative procurement contract that offer opportunities for NJPA and our current and potential Member agencies throughout the United States and Canada to procure quality product/equipment and services as desired and needed.The contracts will be marketed nationally through a cooperative effort between the awarded vendor(s)and NJPA. Contracts are expected to offer price levels reflective of the potential and collective volume of NJPA and the nationally established NJPA membership base. 3.11 Beyond our primary intent,NJPA further desires to: 3.11.1 Award a four-year contract with a fifth-year contract option resulting from this RFP.Any fifth-year extension is exercised at NJPA's discretion and results from NJPA's contracting needs or from Member requests;this extension is not intended merely to accommodate air awarded Vendor's request.If NJPA grants a fifth-year extension,it may also terminate the contract(or cause it to expire)within the fifth year if the extended contract is replaced by a resolicited or newly solicited contract. In exigent circrurlstances, NJPA may petition NJPA's Board of Directors to extend the contract term beyond five years.This rarely used procedure should be employed only to avoid agap in contract coverage while a replacement contract is being solicited; 5 Page 150 of 371 3.11.2 Offer and apply any applicable technological advances throughout the term of a contract resulting from this RFP; 3.11.3 Deliver "Value Added" aspects of the company, equipment/products and services as defined in the"Proposer's Response"; 3.11.4 Deliver a wide spectrum of solutions to meet the needs and requirements of NJPA and NJPA Member agencies;and 3,11.5 Award an exclusive contract to the most responsive and responsible vendor when it is deemed to be in the best interest of NJPA and the NJPA Member agencies. 3.12 Exclusive or Multiple Awards:Based on the scope of this RFP and on the responses received,NJPA may award either an exclusive contract or multiple contracts. In some circumstances, a.single national supplier may best meet the needs of NJPA Members;in other situations,multiple vendors may be in the best interests of NJPA and the NJPA Members and preferred by NJPA to Provide the widest array of solutions to meet the member agency's needs.NJPA retains sole discretion to determine which approach is in the best interests of NJPA Member agencies. 3.13 Non-Manufacturer Awards:NJPA reserves the right to make an award under this RIT to a rion- manufacturer or dealer/distributor if such action is in the best interests of'NJPA and its Members, 3.14 Manufacturer as a Proposer:If the Proposer is a manufacturer or wholesale distributor,the response received will be evaluated on the basis of a response made in conjunction with that manufacturer's authorized dealer network. Unless stated otherwise,a manufacturer or wholesale distributor Proposer is assumed to have a documented relationship with their dealer network where that dealer network is informed of,and authorized to accept,purchase orders pursuant to any Contract resulting from this RFP on behalf of the manufacturer or wholesale distributor Proposer.Any such dealer will be considered a sub-contractor of the ProposerNendor. The relationship between the manufacturer and wholesale distributor Proposer and its dealer network may be proposed at the time of the submission if that fact is property identified. 3.15 Dealer/Reseller as a Proposer:If the Proposer is a dealer or reseller of the products and/or services being proposed, the response will be evaluated based on the Proposer's authorization to provide those products and services from their manufacturer. When requested by NJPA,Proposers must document their authority to offer those products and/or services. E�SCOPE OFT[IIS RFP 2jScope:The scope of this RFP is to award a contract to a qualifying vendor defined as a manufacturer, provider,or dealer/distributor,established as a Proposer,and deemed responsive and responsible through our open and competitive proposal process. Vendors will be awarded contracts based on the proposal and responders demonstrated ability to meet the expectations of the RFP and demonstrate the overall highest valued solutions which nicet and/or exceed the current and ffiture needs and requirements of NJPA and its Member agencies nationally within the scope of PUBLIC UTILITY EQUIPMENT WITH RELA,rED ACCESSORIES AND SUPPLIES. 3.17 Additional Scope Definitions: In addition to PUBLIC UTILITY EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES,this solicitation should be read to include,but not to be limited to: 3.17.1 Chassis-mounted,trailer-mounted,and self-propelled(whect or track): 3.17.1.1 telescopic,articulated,mast,and boom,aerial lifts,towers,buckets,and platfbrrns„ and, 6 Page 151 of 371 i � 3.17,1.2 derricks,diggers,pole jacks,and cable placers,stringers,tensioners,pullers,and i reels. I 0 3.17.2 Chassis-mounted,trailer-mounted,and self-propelled(wheel or track),trenchers, 9 directional drilling,thrust,and boring machines,pipeline drills,and soil piercing tools. 3.17.3 Equipment offering a combination of the functions described in subsections 3.17.1 and 3.17.2. 3.17.4 Pumps equal to or exceeding 2014P, such as mud pumps, trash pumps, diesel- driven/hydraulic-driven/electrically-driven centrifugal pumps,and other pumps used in municipal applications such as lilt stations,sewage treatment,water treatment,collection systems and dewatering. (A pump proposal may include pump models under 20HP so long as those offerings are incidental to a primary offering of20HP or higher models.) 3.17.5 Chassis-mounted, trailer-mounted, or skid-mounted hydro and/or vacuum excavators for the purpose of utility (gas, electric, water or telecom) infrastructure installation, but not for the purpose of sewer cleaning, catch basin cleaning, jet rodding/jet flushing,wet well/lift station cleaning or storm line cleaning(See NJPA RFP #122017). 3.17.6 NJPA reserves the right to limit the scope of this solicitation for NJPA and current and potential NJPA member agencies. 3.17.6.1 This solicitation should NOT be construed to include any of the following: a. heavy construction equipment(see NJPA RFP#032515); b. skid steers or excavators(see NJPA RFP#042815); C, trailers(see NJPA RFP#052015); d. sewer vaccurn,hydro-excavation or street sweeping and broom equipment (See NJPA RFP#122017); C. truck chassis-only proposals(see NJPA RFP#081716)or, C. ag tractors(see NJPA RFP#021815). i 3.18 Overlap of Scope: When considering equipment/products/services, or groups of equipment/ products/services submitted as a part of your response,and whether inclusion of such will fall within a "Scope of Proposal,"please consider the validity of an inverse statement. 3.18.1 For example,pencils and post-it-notes can generally be classified as office supplies and office supplies generally include pencils and post-it-notes. 3.1.8.2 in contrast,computers(PCs and peripherals)can generally be considered office supplies; however, the scope of office supplies does not generally include computer servers and infrastructure. 3.18.3 In conclusion: With this in mind, individual products and services must be examined individually by NJPA, from time to time and in its sole discretion, to determine their compliance and fall within the original"Scope"as intended by NJPA. 3.19 Best and Most Responsive—Responsible Proposer:It is the intent of NJPA to award a Contract to the best and most responsible and responsive Proposer(s)offering the best overall quatity and selection of equipment/products and services meeting the commonly requested specifications of the NJPA and NJPA Members,provided the Proposer's Response has been submitted in accordance with the requirements of this RFP. Qualifying Proposers who are able to anticipate the current and future needs and requirements of NJPA and NJPA member agencies; demonstrate the knowledge of any and all applicable industry 7 Page 152 of 371 I 1 i 3 standards,laws and regulations;and possess the willingness and ability to distribute,market to and service NJPA Members in all 50 states are preferred. NJPA requests proposers submit their entire product line as it applies and relates to the scope of this RFP. V a 3.20 Sealed Proposals: NJPA will receive sealed proposal responses to this RFP in accordance with accepted standards set forth in the Minnesota Procurement Code and Uniform Municipal Contracting Law. p Awards may be made to responsible and responsive Proposers whose proposals are determined in writing to be the most advantageous to NJPA and its current or qualifying future NJPA Member agencies. 3.21 Use of Contract:Any Contract resulting from this solicitation shall be awarded with the understanding that it is for the sole convenience of NJPA and its Members. NJPA and/or its members reserve the right to obtain like equipment/products and services solely from this contract or from another contract source of their choice or from a contract resulting from their own procurement process. 3.22 Awarded Vendor's interest in a contract resulting from this RFP:Awarded Vendors will be able to offer to NJPA,and current and potential NJPA Members,only those products/equipment and services specifically awarded on their NJPA Awarded Contract(s).Awarded Vendors may not offer as"contract compliant,"products/equipment and services which are not specifically identified and priced in their NJPA Awarded Contract. 3.23 Sole Source of Responsibility-NJPA desires a"Sole Source of Responsibility"Vendor. This means that the Vendor will take sole responsibility for the performance of delivered equipment/products/services. NJPA also desires sole responsibility with regard to: 3,23.1 Scope of Equipment/Products/Services:NJPA desires a provider for the broadest possible scope of products/equipment and services being proposed over the largest possible geographic area and to the largest possible cross-section of NJPA current and potential Members. 3.23.2 Vendor use of sub-contractors in sourcing or delivering equipment/prodiEct/services: NJPA desires a single source of responsibility for equipment/products and services proposed. Proposers are assumed to have sub-contractor relationships with all organizations and individuals whom are external to the Proposer and are involved in providing or delivering the equipment/products/services being proposed. Vendor assumes all responsibility for the equipment/products/services and actions of any such Sub-Contractor.Suggested Solutions Options include: E' 3.23.3 Multiple solutions to the needs of NJPA and NJPA Members are possible.Examples could incl ode: 3.23.3.1 Equipment/Products Only Solution:Equipment/Products Only Solution may be appropriate for situations where NJPA or NJPA Members possess the ability,either in- house or through local third party contractors, to properly install and bring to operation those equipment/products being proposed. 3.23.3.2 Turn-Key Solutions: A "turn-Key Solution is a combination of equipment/products and services that provides a single price for equipment/products, delivery,and installation to a properly operating status.Generally this is the most desirable solution because NJPA and NJPA Members may not possess, or desire to engage, personnel with the necessary expertise to complete these tasks internally or through other independent contractors 3.23.3.3 Good,Better,Best:Where appropriate and properly identified,Proposers may offer the choice"of good,better,best"multiple grade solutions to meet NJPA Members' needs. 8 Page 153 of 371 3.23,3.4 Proven — Accepted — Leading-Edge Technology: Where appropriate and properly identified, Proposers may provide a spectrum of technology solutions to complement or enhance the proposed solutions to meet NJPA Members'needs. 3.23.4 If applicable,Contracts will be awarded to Proposer(s)able to deliver a proposal meeting the entire needs of NJPA and its Members within the scope of this RIT.NJPA prefers Proposers submit their complete product line of products and services described in the scope of this RFP. NJPA reserves the right to reject individual, or groupings of specific equipment/products and services proposals as a part of the award. 3.24 Geographic Area to be Proposed: This RFP invites proposals to provide PUBLIC UTILITY EC—UIPMLN'r WITH RELATED ACCESSORIES AND SUPPLIES ,to NJPA and NJPA Members throughout the entire United States and possibly internationally. Proposers will be expected to express willingness to explore service to NJPA Members located abroad; however the lack of ability to serve Members outside of the United States will not be cause for non-award. The ability and willingness to serve Canada,for instance,will be viewed as a value-added attribute. 3.25 Contract Term:At NJPA's option,a Contract resulting from this RFP will become effective either on the date awarded by the NJPA Board of Directors or on the day following the expiration date of an existing NJPA procurement contract for the same or similar product/equipment and services, 3.25.1 NJPA is seeking a Contract base term of four years as allowed by Mimicsota Contracting Law. Full term is expected.However,one additional one-year renewal/extension may be offered by NJPA to Vendor beyond the original four year term if NJPA deems such action to be in the best interests of NJPA and its Members.NJPA reserves the right to conduct periodic business reviews throughout the term of the contract. 3.26 Nfininitun Contract Value: NJPA anticipates considerable activity resulting from this RFP and subsequent award; however, no commitment of any kind is made concerning actual quantities to be acquired. NJPA does not guarantee usage.Usage will depend on the actual needs of the NJPA Members and the value of the awarded contract. 3.27[This section is intentionally blank.] 3.28 Contract Availability;This Contract must be available to all current and potential NJPA Members who choose to utilize this NJPA Contract to include all governmental and public agencies, public and private primary and secondary education agencies,and all non-profit organizations nationally. I:28j With respect to Members within the Commonwealth of Virginia,this RFP is intended to be a"joint procurement agreement"as described in Vir.Code§2.2-4304(A),and those Virginia Members identified in Appendix C must be allowed to use this Contract as a Joint Purchaser. 3.29 Proposer's Commitment Period: In order to allow NJPA the opportunity to evaluate each proposal thoroughly,NJPA requires any response to this solicitation be valid and irrevocable for ninety(90)days after the date proposals are opened. F.I.".XPECTATK.)NS FOR EQUIPMFN1/1`11ZODUCTS AND SERVICES BEING PROPOSED 3.30 Industry Standards: Except as contained herein, the specifications or solutions for this REP shall be those accepted guidelines set forth by the PUBLIC UTILITY EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES industry, as they are generally understood and accepted within that industry across the nation. Submitted products/equipment, related services and accessories, and their warranties and assurances are required to meet and/or exceed all current, traditional and anticipated standards,needs,expectations,and requirements of NJPA and its Members. 9 Page 154 of 371 3.30.1 Deviations from industry standards must be identified by the Proposer and explained how, in their opinion,the equipment/products and services they propose will tender equivalent functionality,covet-age,performance,and/or related services. Failure to detail all such deviations may comprise sufficient grounds for 1`qjCCtiOD of the entire proposal. 3,30.21'echnical Descriptions/Specifications.Excessive technical descriptions and specifications that unduly enlarge the proposal response may cause NJPA to reduce the evaluation points awarded on Form G. Proposers must supply sufficient information to: 3.30.2.1 demonstrate the Proposer's knowledge of industry standards and Member agency needs and expectations; 3.30.2.2 Identify the equipment/products and services being proposed as applicable to the needs and expectations of'NJPA Mernberagencies;and 3,30.2.3 differentiate equipment/products and services from other industry manufacturers and providers. 3.31 New Current Model Equipment/Produets: Proposals submitted shall be for new, current model 7 equipment/products and services with the exception of certain close-out products allowed to be offered on the Proposer's"Hot List"described herein. 3.32 Compliance with laws and standards:All items supplied on this Contract shall comply with any cut-rent applicable safety or regulatory standards or codes. 3,33 Delivered and operational:Products/equipment offered herein are to be proposed based upon being delivered and operational at the NJPA Member's site, Exceptions to"delivered and operational"must be clearly disclosed in the"Total Cost of Acquisition"section of the proposal. 3.34 Warranty:The Proposer warrants that all products,equipment,supplies,and services delivered under this Contract shall be covered by the industry standard or better warranty. All products and equipment should carry a minimum industry standard manufacturer's warranty that includes materials and labor. The Proposer has the primary responsibility to submit product specific warranty as required and accepted by industry standards. Dealer/Distributors agree to assist the purchaser in reaching a solution in a dispute over warranty's terms with the manufacturer,Any manufacturer's warranty that is effective past the expiration of the warranty will be passed on to the NJPA member. Failure to submit a minimum warranty may result in non-award. 3,35 Additional Warrants: The Proposer warrants that all products/equipment and related services furnished hereunder will be free from liens and encumbrances; defects in design, materials, and workmanship;and will conform in all respects to the terms of this UP including any specifications or standards.In addition,Proposer/Vendor warrants the products/equipment and related services are suitable for and will perform in accordance with the ordinary use for which they are intended. G.SOI,JJ'I IONS-BASED SOLK1TATION 3.36 The NJPA solicitation and contract award process is not based on detailed specifications.Instead,this TFT is a"Solutions-Based Solicitation."NJPA expects respondents to understand and anticipate the current and future needs of NJPA and its members-----within the scope of this RFP—and to propose solutions that are commonly desired or required by law or industry standards.Proposal will be evaluated in part on your demonstrated ability to meet or exceed the needs and requirements of NJPA and our member agencies within the defined scope of this RFP. 10 Page 155 of 371 3.37 While NJPA does not typically provide product and service specifications,the RFP may contain scope refinements and inclustry-specific questions. Where specific items are specified, those items should be considered the niminimn required,which the proposal can exceed in order to meet Members'needs.NJPA may award all of the iQsporjdent's_Vranasal a�.,.jriayjuiiit the award to a sgbsgtoft e,prc>posal -- I STRU("HONSFOR PREPARING YOUR P )SA 1, A. INQUIRY PERIOD 4.1 The inquiry period begins on the date of first advertisement and continues until to the Deadline for Submission." RI`P packages will be distributed to potential Vendors during the inquiry period. 13.PRE-PROPOSAL CC)NFERENCE 4.2 A pre-proposal conference will be held at the date and time specified in the timeline on page one of this TTrP.Conference information will be sent to all potential Proposers,and attendance is optional.The purpose of this conference is to allow potential Proposers to ask questions regarding this RFP and NJPA's competitive contracting process. Only answers issued in writing by NJPA to questions asked before or during the pre-proposal conference are binding on the parties to an awarded contract. C.IDF.,NTIFICATION OF KEY PERSONNFL 4.3 Awarded Vendors will designate one senior staff member to represent the Vendor to NJPA. This contact person will correspond with members for technical assistance, questions, or concerns that may arise, including instructions regarding ditTerent contacts for different geographical areas or product lines. 4.4 These designated individuals should also act as the primary contact for marketing,sales,and any other area deemed essential by the Proposer and NJPA. 17,PROPOSER'S EXCEPTIONS TO TERMS AND CONDITIONS 4.5 Any exceptions,deviations,or contingencies regarding this RFP that a Proposer requests must be documented on Form C,ExceRttogajo Prop _5ojutipM Request. 4.6 Exceptions,deviations or contingencies requested in the Proposer's response,while possibly necessary in the view of the Proposer,may result in lower scoring or disqualification of a proposal. L PROPOSAL FORMAT 4.7 All Proposers must examine the entire RFP package to seek clarification of any item or requirement that may not be clear and to check all responses for accuracy before submitting a proposal. 4.8 All proposals must be properly labeled and sent to"I'lie National Joint Powers Alliance,202 12th Street NE Staples,MN 56479." 4.9 All proposals must be physically delivered to NJPA at the above address with all required hard copy documents and signature forms/pages,inserted as loose pages at the front of the Vendor's response.The proposal must include these items. 4.9.1 [lard copy original of completed,signed,and dated Forms C,D,F;hard copy of the signed signature-page only from Forms A and P from this RFP; 4.9.2 Signed hard copies of all addenda issued lar the RFP; I1 Page 156 of 371 4.9.3 Hard copy of Certificate of Insurance verifying the coverage identified in this UP;and 4.9.4 A complete copy of your response on a flash drive (or other approved electronic means). The electronic copy must contain completed Forms A,B,C,D,F,and P,your statement of products and pricing(including apparent discount),and all appropriate attachments.In order to ensure that your full response is evaluated,you must provide all electronic version of any material that you provide in a hard copy formal. As a public agency,NJPA's proposals,responses,and awarded contracts are a matter of public record,except for such data that is classified as nonpublic.Accordingly,public data is available for review through a properly submitted public records request.To redact nonpublic information from your proposal(under Minnesota Statute §13.37),you must make your request within thirty(30) days of the contract award or non-award date. 4.10 All Proposal forms must be submitted in English and must be legible.All appropriate forms must be executed by an authorized signatory of the Proposer.Blue ink is preferred for signatures. 4.11 Proposal submissions should be submitted using the electronic forms provided. Proposers that use alternative documents are responsible for ensuring that the content is substantially similar to the NJPA forin and that the document is readable by NJPA. 4.12'I'lie Proposer must ensure that the proposal is in the physical possession of NJPA before the submission 4.12.1 Proposals must be submitted in a seated envelope or box properly addressed to NJPA and prominently identifying the proposal number, proposal category name, the message "Hold for Proposal Opening," and the deadline for proposal submission, NJPA is not responsible for untimely proposals. Proposals received by the deadline for proposal submission will be opened and the name of each Proposer and other appropriate information will be publicly read. 4.13 proposers are responsible for checking directly with the NJPA website for any addendunis to this RFP. Addendurns to this RFP can change the terms and conditions of the RFP,including the proposal submission deadline. F.QUESTIONS AND ANSWERS ABOUT THIS RFP 4.14 Upon examination of this UP document,Proposer should promptly notify NJPA of any ambiguity, inconsistency,or error they may discover. Interpretations, corrections, and changes to this RFP will be considered by NJPA through a written addendum.Interpretations,corrections,or changes that are made in any other manner are not binding,and Proposers must not rely on them. 4A5 Submit all questions about this RFP,in writing,referencing'PUBLIC Lutu'ry EQUIPMENT WITH ELATED ACCESSORIES AND SUPPLIES to Chris Robinson at NJPA 202 12th Street NE,Staples, MN 56479 or to RFP@njpacoop,org.You may also call Chris Robinson at(218)895-4168. NJPA urges potential Proposers to conurrunioate all concerns well in advance of the submission deadline to avoid misunderstandings. Questions received within seven(7) (lays before the submission deadline generally cannot be answered.NJPA may,however,field purely procedural questions,questions about NJPA-issued addenda,or questions involving a Proposer withdrawing its response before the RFP submission deadline. 4.16 If NPJA decrus that its answer to a question has a material impact on other potential Proposers or on the RFP itself,NJPA will create all addendum to this 111711. 4.17 If NJI"A deems that its answer to a question merely clarifies the existing terms and conditions and does not have a material impact on other potential Proposers or the RFP itself,no fiti-ther documentation of that question is required. 12 Page 157 of 371 4.18 Addenda are written instruments issued by NJPA that modify or interpret the RFP. All addenda issued by NJPA become a part of the RFP.Addenda will be delivered to all Potential Proposers using the same method of delivery of the original RFP material. NJPA accepts no liability in connection will)the delivery of any addenda. Copies of addenda will also be made available oil the NJPA website at Aw�v.m , .aqiiop.org (under"Current and Pending Solicitations")and from the NJPA offices. All Proposers must acknowledge their receipt of all addenda in their proposal response. 4.19 Any amendment to a submitted proposal must be in writing and must be delivered to NJPA by the RFP submission deadline. 4.20 through 4.2 1,1"hese sections are intentionally biank.i G.MODIFICATION OR WITI IDRAWAL OF A SI JBMITTED PROPOSAL 4.22 A submitted proposal must not be modified,withdrawn,or cancelled by the Proposer for a period of ninety (90) days following the date proposals were opened. Before the deadline for submission of proposals, any proposal submitted may be modified or withdrawn by notice to tile NJPA Procurement Manager. Such notice must be submitted in writing and must include the signature of the Proposer.'file notice must be delivered to NJPA before the deadline for submission of proposals and Must be so worded as not to reveal the content of the original proposal. The original proposal will not be physically returned to the potential Proposer until after the official proposal opening. Withdrawn proposals may be resubmitted tip to the time designated fbr the receipt of the proposals if they fully conform with the proposal instructions, 11, PROPOSAL OPEN ING PROCEDURE 4.23 Seated and properly identified responses for this RFP entitled PUBLIC UTUTY EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES will be received by Chris Robinson, Procurement Manager,at NJPA Offices,202 12th Street NE,Staples,MN 56479 until the deadline identified on page one of this RFP. All Proposal responses must be submitted in a sealed package.The outside of the package must plainly identify PUBLIC UTILITY EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES and the RFP number. To avoid premature opening, the Proposer must label the Proposal response properly.NJPA documents the receipt of proposals by immediately time-and date-stamping them.At the time of the public opening,the NJPA Director of Procurement or a represcritative from the NJPA Proposal Evaluation Committee will read the Proposer's names aloud and will determine whether each submission has met Level-I responsiveness. 1. NJPA'S RIGHTS RFSERVE'D 4.24 NJPA may exercise the following rights with regard to the RFP. 4.24.1 Reject any and all proposals received in response to this RFP-, 4,24.2 Disqualify any Proposer whose conduct or proposal tails to conform to the requirements of this RFP; 4.24.3 Duplicate without limitation all materials submitted for purposes of RFP evaluation, and duplicate all public information in response to data requests regarding the proposal; 4.24.4 Consider and accept for evaluation a late modification of a proposal if 1)the proposal itself was submitted oil time,2)the modifications were requested by NJPA,and 3)the modifications make the terms of the proposal more favorable to NJPA or its members; 4,24.5 Waive any non-material deviations from the requirements and procedures of this RPP; 13 Page 158 of 371 4.24.6 Extend the Contract,in increments determined by NJPA,not to exceed a total Contract term of five years; 4.24.7 Cancel the Request for Proposal at any time and for any reason with no cost or penalty to NJPA; 4.24.8 Correct or amend the RFP at any time with no cost or penalty to NJPA. If NJPA corrects or amends any segment of the RFP after submission of proposals and before the announcement of the awarded Vendor,all proposers will be afforded a reasonable opportunity to revise their proposals in order to accommodate the RFP amendment and the new submission dates.NJPA will not be liable for any errors in the RFP or other responses related to the RFP;and 4.24.9 Extend proposal due dates. IT[Q NG 5.1 NJPA requests that potential Proposers respond to this RFP only if they are able to offer a wide array of products and services at lower prices and with better value than what they would ordinarily offer to a single government agency,a school district,or a regional cooperative, 5.2 This RFP requests pricing for an indefinite quantity of products or related services with potential national sales distribution and service.While most RFP categories represent significant sales opportunities, NJPA makes no guarantees about the quantity of products or services that members will purchase. The estimated annual value of this contract is$65 Million. Vendors are expected to anticipate additional volume fluough potential government,educational,and not- for-profit agencies that would find value in a national contract awarded by NJPA. 53 Regardless of the payment method selected by NJPA or an NJPA member,the total cost associated with any purchase option of the products and services must always be disclosed in the proposal and at the time of purchase. 5.4 All proposers must submit"Primary Pricing"in the form of either"Line-item Pricing,"or"Percentage Discount from Catalog Pricing,"or a combination of these pricing strategies. Proposers are also encouraged to offer optional pricing strategies such as"Hot List,""Sourced Products,"and"Volume Discounts,"as well as financing options such as leasing.All pricing documents should include a clear effective(late. A.LINE-ITEM PRICING 55,5 Line-item pricing is a pricing format in which individual products or services are offered at specific Contract prices. Products or services are individually priced and described by characteristics such as manufacture name,stock or part number,size,or functionality. This method of pricing may offer the least amount of confusion,but Proposers with a large number of items may find this method cumbersome. In these situations,a percentage discount from catalog or category pricing model may make more sense and may increase the clarity of the contract pricing format. 5.6 All line-item pricing items must be numbered,organized,sectioned(including SKLJs,when applicable), and prepared to be easily understood by the Evaluation Committee and members, 5.7 Submit Line-Item Pricing items in an Excel spreadsheet format and include all appropriate identification information necessary to discern the line item from other line items in each Responder's proposal. 5.8 Line-item pricing must be submitted to NJPA in a searchable spreadsheet formal (e.g., Microsoll" T'xcel"r in order to facilitate quickly finding any particular item of interest. For that reason,Proposers are responsible for providing the appropriate product and service identification information along with the pricing information that is typically found on an invoice or price quote for such product or services. 14 Page 159 of 371 5.9 All products or services typically appearing on an invoice or price quote must be individually priced and identified on the line-item price sheet,including any and all ancillary costs. 5.10 Proposers should provide both a published"List Price"as well as a"Proposed Contract Price"in their pricing matrix, Published List Price will be the standard"quantity of one"price currently available to government and educational customers,excluding cooperative and volume discounts. B. PERCF'INTAGE DISCOUNT FROM CATALOG OR CATI-IGORY 5.11 This pricing model involves a specific percentage discount from a catalog or list price,defined as a published Manufacturer's Suggested Retail Price(MSRP)for the products or services being proposed. 5.12 Individualized percentage discounts can be applied to any number of defined product groupings. 51Q A percentage discount from MSRP may be applied to all elements identified in MSRP,including all manufacturer options applicable to the products or services. S.14 When a Proposer elects to use"Percentage Discount from Catalog or Category,"Proposer will be responsible for providing and maintaining current published MSRP with NJPA,and this pricing must be included in its proposal and provided throughout the term of any Contract resulting from this ltl"P. C.COST PLUS A PERCENTAGFOFCOST 5.15 "Cost plus a percentage of'cost"as a primary pricing mechanism is not desirable. It is, however, acceptable for pricing sourced goods or services. D,HOT USTPRICING 5.16 Where applicable,a Vendor may opt to offer a specific selection of products or services,defined as "Hot List"pricing,at greater discounts than those listed in the standard Contract pricing. All product and service pricing, including the I-lot List Pricing, must be submitted electronically in a format that is acceptable to NJPA. Hot List pricing must be submitted in a line-item format.Products and set-vices may be added or removed from the Hot List at any time through an NJPA Price and Product Change Forni. 5.17 Flot List program and pricing may also be used to discount and liquidate close-out and discontinued products and services as long as those close-out and discontinued items are clearly labeled as such.Current ordering process and administrative fees apply. This option must be published and made available to all `NJ PA Members. E.CF]LING'PRICE', 5.18 Proposal pricing is to be established as a ceiling price. At no time may the proposed products or services be offered tinder this Contract at prices above this ceiling price without a specific request and approval by NJPA.Contract prices may be reduced at any time, for example,to reflect volume discounts or to meet(lie needs of an NJPA Member. 5.12[This section is intentionally blank.] I,.VOLUME PRICE-',DNCOUNTS/ADDITIONAL,QUANTITIFS 5.20 through 5.23[These sections are intentionally blank.) G.TOTAL COST Cal'`ACQUISITION 15 Page 160 of 371 5.24 Tire Total Cost of Acquisition for the equipment/products and related services being proposed, including those payable by NJPA Members to either the Proposer or a third party,is the cost of the proposed equipment/products product/equipment and related services delivered and operational for, its intended purpose in the end-user's location. For example,if you are proposing equipment/products FOB Proposer's dock,your proposal should reflect that the contract pricing does not provide for delivery beyond Proposer's dock,nor any set-tip activities or costs associated with those delivery or set-up activities.Any additional costs for delivery and set-Lip should be clearly disclosed. In contrast,a proposal could state that there are no additional costs of acquisition if the product is delivered to and operational at the end-user's location. 11.SOURCED GOOD or OPEN MARKET ITEM 5.25 A Sourced Good or an Open Market Item is a product that a member wants to buy Under contract that is not currently available under the Vendor's NJPA contract.This method of procurement can be satisfied through a contract sourcing process.Sourcing options serve to provide a more complete contract solution to meet our members' needs. Sourced items are generally deemed incidental to the total transaction or purchase of contract items. 5.26 NJPA or NJPA Members may request products,equipment,and related services that are within tile related scope of this Rf'P, even if they are not included in all awarded Vendor's line-item price list or catalog.These items are known as Sourced Goods or Open Market Items. 5.27 Ail awarded Vendor may source such items to the extent that the items are identified as"Sourced Products/Equipment"or"Open Market Items"on any quotation issued in reference to an NJPA awarded contract,and that this information is provided to either NJPA or an NJPA Member.NJPA is not responsible for determining whether a Sourced Good is an incidental portion of the overall purchase or whether a Member is able to consider a Sourced Good a purchase under an NJPA contract. 5.28"Cost plus a percentage"pricing is an acceptable option in pricing of Sourced Goods. L PROW JCT&PRICE Cl IANGES 5.29 Awarded Vendors may request product or service changes, additions, or deletions at any time throughout the contract term.All requests must be made in written format by completing the NJPA Price and Product Change Request Form(located at the end of this RFP and on the NJPA website),signed by all authorized Vendor representative. All changes are subject to review and approval by NJPA. Submit your requests through email to your assigned Contract Manager and to PandP@,njpacoop.org. 5.30 NJPA will determine whether the request is both within the scope of the original RFP and in the best interests of NJPA and NJPA Members.Approved Price and Product Change Request Forms will be returned to the Vendor contact through email. 5.31'file Vendor must 1)complete this change request form and individually list or attach all items Subject to change,2)provide a sufficiently detailed explanation and documentation for the change,and 3)include a compete restatement of pricing document in appropriate format(preferably Excel). The pricing document must identify all products and services being offered and must conform to tile following NJPA product and price change naming convention: (Vendor Name)(NJPA Contract#)(effective pricing date);for example, "COMPANY 01211 1-CPY effective 02-12-2016." 5.32 The new pricing restatement must include all products and services offered,even for those items Tvi—iose pricing remains unchanged,and must include a new effective(late oil the pricing documents. This requirement reduces confitsion by providing a single,current pricing sheet for each vendor and creates a historical record of pricing. 5.33 ADDITIONS. New products and related services may be added to a Contract resulting from this RFP at any time during that Contract term to the extent that those products and related services are within the 16 Page 161 of 371 scope of this RFP. Allowable new products and related services generally include updated models of products and enhanced services that reflect new technology and unproved ftinctionality. 5.34 DELETIONS. New products and related services may be deleted from a contract if an item is no longer available. 5.35 PRICE CHANGES.A Vendor may request pricing changes by providing reasonable justification for the change. For example, a request for a3% increase in a product line that relics heavily on petroleum products may be reasonable if the raw cost of required petroleum products has increased substantially. Conversely,a request for a 3%increase in prices based only on a 3%increase in a cost-of-living index may be considered unreasonable.Although NJPA is sensitive to the possibility of fluctuations in raw material costs,prospective Vendors should make every reasonable attempt to account for normal cost changes by proposing pricing that will be effective throughout the duration of the four-year Contract. .9.35.1 Price decreases; NJPA expects Vendors to propose their very best prices and anticipates price reductions that are due to advancement in technology and marketplace efficiencies. 5.35.2 Ili-ice increases: A Vendor must include reasonable documentation for price-increase requests, along with both current and proposed pricing. Appropriate documentation should be attached to the Price and Product Change Request Form, including letters from suppliers announcing price increases. Price increases must not exceed the industry standard, 5.36 through 5.37[Thesesections are intentionally blank.] .5,38 Proposers representing multiple manufacturers,or carrying Multiple related product lines may also request the addition of new manufacturers or product lines to their Conti-act to the extent they remain within the scope of this REP. 5,39 through 5.43 IThese sections are intentionally blank.1 K.SALES"rAX 5,44 Sales and other taxes should not be included in the prices quoted, The Vendor will charge state and Local sales and other applicable taxes on items for which a valid tax-exemption certification has not been provided.Each NJPA Member is responsible for providing verification of tax-exempt status to the Vendor. When ordering,NJPA Members must indicate that they are tax-exempt entities. Except as set forth herein, no party is responsible for taxes imposed on another party as a result of or arising from the transactions tinder a Contract resulting from this RFP. L_SHIPPING 5.45 Shipping costs can constitute a significant portion of the overall cost of procurement.Consequently, significant weight will be given to the quality of a prospective Vendor's shipping program. Shipping charges should reasonably reflect the actual cost of shipping.NJPA understands that Vendors may use other shipping cost methods for simplicity or for transparency,But to the extent that shipping costs are determined to disproportionately increase a Vendor's profit,NJPA may reduce the points awarded in the"Pricing" criteria. 5.46 throuLlh 5.47[These sections are intentionally blank.) 5.48 All shipping and restocking fees must be identified in the price program.Certain industries providing iWa—de-to-order products may not allow returns.Proposals will be evaluated not only on the actual costs of shipping,but on the relative flexibility extended to NJPA Members relating to restocking fees,shipping errors, customized shipping requirements, the process for rejecting damaged or delayed shipments,and similar subjects. 17 Page 162 of 371 5.49 t1wouph 5.5 (These sections are intentionally blank.] 5.51 Delivered products must be property packaged.Damaged products may be rejected.If the damage is not readily apparent at the time of delivery,the Vendor must permit the products to be returned within a reasonable time at no cost to NJPA or NJPA Member.NJPA and NJPA Members reserve the right to inspect the products at a reasonable time subsequent to delivery where circumstances or conditions prevent effective inspection of the products at the time of delivery, 5.52 The Vendor must deliver Contract-conforming products in each shipment and may not substitute products without the express approval from NJPA or the NJPA Member-. 5.5 3 NJPA reserves the right to declare a breach of Contract if the Vendor intentionally delivers substandard or inferior products that are not tinder Contract and described in its paper or electronic price lists or sourced upon request of any Member tinder this Contract. In the event of the delivery 01`11011COnforming products, the NJPA Member will notify the Vendor as soon as possible and the Vendor will replace nonconforming products with conforming products that are acceptable to the NJPA member. 5.54 Throughout the term of the Contract,Proposer agrees to pay for return shipment on products that arrive in a defective or inoperable condition. Proposer must arrange for the return shipment of the damaged products, 5 EVALUATION OF PROPOSALS A.PROPOSAL EVALUATION PROCESS 6.1 The NJPA proposal evaluation committee will evaluate proposals received based on a 1,000 point evaluation system. The committee establishes both the evaluation criteria and designates the relative weight of cacti criterion by assigning possible scores for cacti category on Form G of this RFP.The committee may adjust the relative weight of the criteria for cacti RFP.(For example,if the"Warranty"criterion does not apply to a particular RTP,the points normally awarded under"Warranty"may be used to increase the number ofpotential points in another evaluation category or categories.}The"Pricing"criterion will contain at least a plurality of points for every RFP. 6.2 NJPA uses a scoring system that gives primary importance to"Pricing."But pricing includes more than just the absolute lowest initial cost of purchasing,for example,a particular product.Other considerations include the total cost ofthe acquisition and whether the Proposer's offering represents the best value.The evaluation committee may consider such factors as life-cycle costs,total cost of ownership,quality,and the suitability of an offering in meeting NJPA Members'needs.Pricing points may be awarded based on pricing clarity and ease of use.NJPA may also award points based on whether a response contains CXCCptiODS, exclusions,or limitations of liabilities. 6.3 The NJPA Board of Directors will consider making awards to the selected Proposer(s)based on the recommendations of the proposal evaluation committee. To qualify for the final evaluation, a Proposer must have been deemed responsive as a result of the criteria set forth tinder"Proposer Responsiveness," found just below. B.PROPOSER RESPONSIVENESS 6.4 All responses are evaluated for Level-One and Level-Two Responsiveness. If a response does not substantially conform to substantially all of the terms and conditions in the solicitation,or if it requires unreasonable exceptions,it may be considered nonresponsive. 18 Page 163 of 371 6.5 All proposals must contain suitable responses to the questions in the proposal forms. The following requirements must be satisfied in order to meet Level-One Responsiveness,which is typically ascertained on the proposal opening date, If these standards are not met, your response may be disqualified as nonresponsive, 6.6 Level-One Responsiveness means that the response 6.6.1 is received before the deadline for submission or it will be returned unopened; 6.6.2 is properly addressed and identified as a sealed proposal with a specific RFP number and all opening date and time; 6.6.3 contains a pricing document(with apparent discounts)and all other forms fully completed, even if"not applicable"is the answer; 6.6.4 includes the original(hard copy)completed,dated,and signed RFP forms C,D,and F.In addition,the response must include the hard-copy signed signature page only from UP Forms A and P and,if applicable,all signed addenda that have been issued in relation to this RFP; 6.6.5 contains an electronic(CD,flash drive,or other suitable)copy ofthe entire response;and 6.7 Level-Two Responsiveness(including whether tile response is within the RFD's scope)is determined while evaluating the remaining items listed under Proposal Evaluation Criteria below. These items are not arranged in order of importance,Each itern draws from multiple questions,and a Proposer's responses may affect scoring in multiple evaluation criteria, For example,the answers to Industry-Specific Questions may help determine scoring relative to a Proposer's marketplace success,ability to sell and service nationwide, and financial strength.Any questions not answered without an explanation will likely result in a loss of points and may lead to a nonaward if the proposal evaluation committee cannot effectively review your response, C.PROPOSAt.,EVAIAIATION CRITI`.'RIA 6.8 Forms A and P include a series Of questions that address the following categories: 6.8.1 Company Information and Financial Strength 6.8.2 Industry Requirements and Marketplace Success 6.8.3 Ability to Sell and Deliver Service Nationwide Marketing Plan 6.8.5 Other Cooperative Procurement Contracts 6.8.6 Value-Added Attributes 6.8.7 Payment"terms and Financing Options 6.8.8 Warranty 6.8.9 Equipment/Products/Services Pricing and Delivery Industry-Specific Questions 6.9('Phis section is intentionally blank.] 11 OI'l-if'N CONSIDERATIONS 19 Page 164 of 371 6.10 In evaluating RFP responses,NJPA has no obligation to consider information that is not provided in the Proposer's response. NJPA may, however, consider additional information outside the Proposer's response.This research may include such sources as the Proposer's website,industry publications,listed references,and user interviews. 6.11 NJPA may organize RFP responses into separate classes or subcategories,depending on the range of responses. For example,NJPA might receive mrillerOUS submissions for"Widgets and Related Products and Set-vices." NJPA may organize these responses into subcategories, such as manufacturers of fully operational Widgets,manufacturers of component parts for Widgets,and providers of parts and service for Widgets.NJPA reserves the right to award Proposers in some or all of such subcategories without regard to the evaluation score given to Proposers in another subcategory.This specifically allows NJPA to award Vendors that might not have,for instance,the breadth of products of Proposers in another subcategory,but that nonetheless meet a substantial and articulated need of NJPA Members. 6.12[This section is intentionally blank.] 6.13 NJPA reserves the right to request and test equipment/products and related services and to seek clarification from Proposers. Before the Contract award, the Proposer must furnish the requested information within three(3)days(or within another agreed-to time fame)or provide an explanation for the delay along with a requested time franic for providing the requested information.Proposers must make reasonable efforts to supply test products promptly, All Proposer products remain the property of the Proposer,and NJPA will return such products after the evaluation process.NJPA may make provisional contract awards,subject to a Proposer's proper response to a request for information or products. 0.14 A Proposer's past perfbmiance under previously awarded contracts to schools,governmental agencies, and not-for-profit entities is relevant in evaluating a Proposer's current response. Past performance includes the Proposer's record of conforming to published specifications and to standards of good workmanship,as well as the Proposer's history for reasonable and cooperative behavior and for commitment to Member satisfaction,Incumbency as an awarded Vendor does not,by itself,merit positive consideration for a future Contract award. 6.15 NJPA reserves the right to reject any or all proposals. E.COST COMPARISON 6.16 NJPA may use a variety of evaluation methods,including cost comparisons of specific products.NJPA reserves the right to use this process when the proposal evaluation committee determines that this will help to make a final determination. 6.17 This direct cost comparison process will award points for being low to high Proposer for each cost evaluation item selected. A"Market Basket"of identical(or substantially similar)equipment/products and related services may be selected by the proposal evaluation committee,and the unit cost will be used as a basis for determining the point value. NJPA will select the"Market Basket"from all appropriate product categories as determined by NJPA. F.MARKETING PLAN 6.18 A Proposer's marketing plan is a critical component of the RFP response.An awarded Vendor's sates Force will likely be the primary source of communication with NJPA Members and will directly affect the contract's success. Marketing success depends on communicating the contract's value, knowing the contract thoroughly, and communicating the proper use of contracted products and services to the end user. Much of the success and sales reward is a direct result of the commitment to the contract by the awarded Vendor's sates teams.NJPA reserves the right to(teem a Proposer Level-Two,nonresponsive or not to award a contract based on air unacceptable or incomplete marketing plan. 20 Page 165 of 371 3 6.19 NJPA marketing expectations include the following components. i 6.19.1 An awarded Vendor must demonstrate the ability to deploy a national sales force or dealer network. The best RFP responses demonstrate the ability to sell, deliver, and service products through acceptable distribution channels to NJPA members in all 50 states. Proposers'responses should fully demonstrate their sales and service capabilities,should outline their national sales force network(both numerically geographically),and should describe their method of distribution of the offered products and related services.Service may be independent of the product sales pricing,but NJPA encourages related services to be a part of Proposers' response.Despite its preference for awarding contracts to Vendors that demonstrate nationwide sales and service,NJPA reserves the right to award contracts that meet specific Member needs locally or regionally. 5.19.2 Proposers are invited to demonstrate their ability to successfully market, promote, and communicate the benefits of an NJPA contract to current and potential Members nationwide.NJPA desires a marketing plan that communicates the value of the contract to as many Members as possible. 6.19.3 Proposers are expected to be receptive to NJPA trainings.Awarded Vendors must provide an appropriate training venue for both management and the sales force.NJPA commits to providing training on all aspects of communicating the value of the awarded contract,including the authority of NJPA to offer the contract to its Members,the value and utility the contract delivers to NJPA Members,the scope of NJPA Membership,the authority of Members to use NJPA procurement contracts,the preferred marketing and sales methods,and the successful use of specific business sector strategies. 6.19.3 Awarded Vendors are expected to demonstrate a commitment to fully embrace the NJPA 3 contract.Proposers should identify both the appropriate levels of sales management and sales force that will need to understand the value of the NJPA contract, as well as the intemal procedures needed to deliver the appropriate messaging to NJPA Members. NJPA will provide a general schedule and a variety of methods describing when and how those individuals should be trained. b.14.5 Proposers should outline their proposed involvement in promoting an NJPA contract through applicable industry trade show exhibits and related customer meetings. Proposers are encouraged to consider participation with NJPA at NJPA-endorsed national trade shows. 6.19.6 Proposers must exhibit the willingness and ability to actively market and develop contract- specific marketing materials including the following items. 6.19.6.1 Complete Marketing Plan.Proposers must submit a marketing plan outlining how they will launch the NJPA contract to current and potential NJPA Members. NJPA requires awarded Vendors to embrace and actively promote the contract in cooperation with the NJPA. 6.19.6.2 Printed Marketing Materials. Awarded Vendors will produce and maintain full color print advertisements in camera-ready electronic format,including company logos and contact information to be used in the NJPA directory and other approved marketing publications. 6.14.6.3 Contract announcements and advertisements. Proposers should outline in the marketing plan their anticipated contract announcements, advertisements in industry periodicals,and other direct or indirect marketing activities promoting the awarded NJPA contract. 21 Page 166 of 371 6.19.6.4 Proposer's Website. Proposers should identify how an awarded Contract will be displayed and linked on the Proposer's website.An online shopping experience for NJPA Members is desired whenever possible. 6.19.7 An NJPA Vendor contract launch will be scheduled during a reasonable time frame after the award and held at the NJPA office in Staples,MN unless the Vendor and NJPA agree to a different location. 6.20 Proposer shall identify their commitment to develop a stales/communication process to facilitate NJPA membership and establish status of current and potential agencies/menibers, Proposer should further express their commitment to Capturing sufficient member information as is deemed necessary by NJPA. G CEIRTIFICATE OI`fNSURANCf,' 6.21 Proposers must provide evidence of liability insurance coverage identified below in the form of a Certificate of Insurance(COI)or an ACORD binder fbrni with their proposal.Upon an award issued tinder Ij this RFI''and before the execution of any commerce relating to such award,the awarded Vendor must provide verification,in the form of a Certificate of Insurance,identifying the coverage required below and identifying NJPA as a"Certificate Holder."The Vendor must maintain such insurance coverage at its own expense throughout the term of any contract resulting from this solicitation, C of this 0.22 Any exceptions or assumptions to the insurance requirements must be identified on Foi-ni RFP. Exceptions and assumptions will be considered as part of the evaluation process.Any exceptions or assumptions that Proposers submit must be specific. If a Proposer does not include specific exceptions or assumptions when submitting the proposal,NJPA will typically not consider any additional exceptions or assumptions during the evaluation process. Upon contract award,the awarded Vendor must provide the Certificate of Insurance identifying the coverage as specified. 6.23 Insurance Liability Limits.The awarded Vendor must maintain,for the duration of its contract,$1.5 million in general liability insurance coverage or general liability insurance in conjunction with an umbrella for a total combined coverage of$1.5 million. Work on the Contract will not begin until after the awarded Vendor has submitted acceptable evidence of the required insurance coverage. Failure to maintain any required insurance coverage or an acceptable alternative method of insurance will be deemed a breach of contract. 6.23.1 Minimum Scope and Limits of Insurance. An awarded Vendor must provide coverage with limits of liability not less than those stated below. An excess liability policy or umbrella liability policy may be used to meet the minimum liability requirements provided that the coverage is written on a"following form"basis. 6.23.1.1 Commercial General Liability—Occurrence Form Policy shall include bodily injury,property damage and broad form contractual liability and XCU coverage. 6.23.1.2 Each Occurrence $1,500,000 6,24 Insurance Requirements:The lunits listed in this RFP are minimum requirements for this Contract and in no way limit any indemnity covenants contained in this Contract. NJPA does not warrant that the minimum limits contained herein are sufficient to protect the Vendor from liabilities that might arise out of the performance of the work Linder this Contract by the Vendor, its agents, representatives, employees, or subcontractors, and t It c Vendor is free to purchase additional insurance as may be determined necessary. Insurance is to be placed with insurers duty licensed or authorized to 6.25 Acceptability of Insurers. dobusinessin the State of Minnesota and with an"AN,Best"rating ofnot less than A-VII, NJPA does 22 Page 167 of 371 not warrant that the above required minimum insurer rating is sufficient to protect the Vendor from potential insurer solvency. 6.26 Subcontractors: Vendors' certificate(s) must include all subcontractors as additional insureds under its policies,or the Vendor must furnish to NJPA separate certificates for each subcontractor. All coverage for subcontractors are be Subject to the minimum requirements identified above. IL ORDER PROCESS ANWOR FUNDS FLOW 6.27 NJPA Members typically issue a purchase order directly to a Vendor under a Contract resulting from this RFP. Alternatively, a separate contract may be created to facilitate acquiring products or services ollbred in response to this RFP.Nothing in this Contract restricts the Member and Vendor ftom agreeing to add terms or conditions to a purchase order or a separate contract provided that such terms or conditions must not be less favorable to NJPA's Members. 0.28[This section is intentionally blank.] 1.ADMINISTRATIVEFEES 6.29 Vendors will pay to NJPA an administrative fee in exchange for NJPA facilitating this Contract with itscurrentand potential Members. NJPA may grant a conditional contract award to a Proposer if the proposed administrative fee is unclear,inadequate,or unduly burdensome for NJPA to administer. Sales under this Contract should not be processed until the parties resolve the administrative fee issue. 6.29.1 The administrative fee is typically calculated as a percentage of the dollar volume of all products and services by NJPA Members under this Contract,including anything represented to NJPA Members as falling under this Contract. 6.29.2 The administrative fee is included in,and not added to,the pricing included in Proposer's response to the RFP.Awarded Vendors must not charge NJPA Members more that permitted in the then current price list in order to offset the administrative fee. 6.29.3 The administrative fee is designed to cover the costs of NJPA's involvement in contract management, facilitating marketing efforts, Vendor training, and any order processing tasks relating to the Contract. Administrative fees may also be used for other purposes as allowed by Minnesota law. �6.29.4 The typical administrative fee under this Contract is two percent(2%). While NJPA does not dictate the particular fee percentage,we require that the Proposer articulate a specific fee in its response.For example,merely stating that"we agree to pay an administrative fee"is considered nonresponsive. NPJA acknowledges that the administrative fee percentage may differ between vendors,industries,and responses. 6.29.5 NJPA awarded Vendors are responsible for paying the administrative fee at least quarterly and for generating all related reporting. Vendors agree to cooperate with NJPA in auditing these reports to ensure that the administrative fee is paid on all items purchased under the Contract. 6.30 throujji 6.3 [This section is intentionally blank.] J.VALUE—ADDED AT'HUBUTES 6.33 Desirability of Value-Added Attributes: Value-added attributes in an RFP response will be given positive consideration in NJPA's evaluation process. Such attributes may increase the benefit of a product or service by improving functionality, performance, maintenance, in anti factoring, delivery, energy efficiency,ordering,or other items while remaining within the scope ofthis RFP. 23 Page 168 of 371 6,34 Women and Minority Business Enterprise (WNIBE), Small Business, and Other Favored Businesses: Some NJPA Members give formal preference to certain types of vendors or contractors. Proposers should document WMBE(or other)status for both their organization and for any affiliates(e.g,, supplier networks)involved in fulfilling the terms of this RFP.The ability of a Proposer to provide preferred business entity"credits"to NJPA and NJPA Members tinder a Contract will be evaluated positively by NJPA and reflected in the"value added"area of the evaluation. 6.35 Environmentally Preferred Purchasing opportunities: Many NJPA Members consider the environmental impact of the products and services they purchase."Green"characteristics demonstrated by Proposers will be evaluated positively by NJPA and reflected in the"value added"area of the evaluation. Please identify any green characteristics of any offering in your proposal and identity the sanctioning body determining that characteristic. Where appropriate,please indicate which products have been certified as green and by which certifying agency. 6.36 Online Requisitioning Systems:When applicable,online requisitioning systems will be viewed as a value-added characteristic.Proposers should demonstrate how their system makes online ordering easier for NJPA Members, including how Members could integrate their current e-Procurement or enterprise resource planning(ERP)systems into the Proposer's ordering process. 6.37 Financing:The ability of the Proposer to provide financing solutions to Members for the products and services being proposed will be viewed as a value-added attribute. 6.38 Technology:Technological advances that appreciably improve the proposed products or services will be considered value-added attributes. K.WAIVER OF FORMAI-XIES 6.39 NJPA reserves the right to waive minor formalities(or to accept minor irregularities)in any proposal, when it determines that considering the proposal may be in the best interest of its Members. 7 POST-,%NVARD 011F,4ik'FING' ISSUES .......... A.SUBSEQUENT AGREEMENTS 7.1 Purchase Order. Purchase orders for products and services may be executed between NJPA Members and the awarded Vendor(or Vendor's sub-contractors)under this Contract.NJPA Members and Vendors must indicate on the face of such purchase orders that"'['his purchase order is issued under NJPA contract #XXXXXX"(insert the relevant contract number). Purchase order flow and procedure will be developed jointly between NJPA and all awarded Vendor after all award is made. 7.2 Coverning Law. Purchase orders must be construed in accordance with,and governed by,the laws of a competent jurisdiction with respect to the Member. (See also Section 8.5 of this RFP.)All provisions required by law to be included in the purchase order should be read and enforced as if they were included. If through mistake or otherwise any such provision is not included,then upon application of either party the Contract shall be physically amended to make such inclusion or correction. The venue for any litigation arising out of disputes related to purchase order will be a court of cornpetentjurisdiction with respect to the Member, 7.3 Additional Ternis and Conditions. Additional terms and conditions to a purchase order may be proposed by NJPA,NJPA Members,or Vendors. Acceptance of these additional terms and conditions is optional to all parties to the purchase order. One purpose of these additional terms and conditions is to address job-or industry-specific requirements of law such as prevailing wage legislation. Additional terms and conditions tilay also include specific local policy requirements and standard business practices of the issuing Member or the Vendor.Such additional terms and conditions are not considered valid to the extent that they interfere with the general purpose,intent,or currently established terms and conditions contain in 24 Page 169 of 371 this RFP document.For example,a Vendor and Member may agree to add a"net 30"'payment requirement to the purchase order instead of applying a"net 10"requirement.But the added terms and conditions must not be less favorable to the Member unless NJPA, the Member, and the Vendor agree to a Contract amendment or similar modification. 7.4 Specialized Service Requirements. In the event that the NJPA Member desires service requirements or specialized performance requirements (such as c-commerce specifications, specialized delivery requirements,or other specifications and requirements)not addressed in the Contract resulting from this RFP, the NJPA Member and the Vendor may enter into a separate, standalone agreement, apart from a Contract resulting from this RIT. Any proposed service requirements or specialized performance requirements require pre-approval by the Vendor. Any separate agreement developed to address these specialized service or performance requirements is exclusively between the NJPA Member and Vendor. NJPA, its agents, and employees shall not be made a party to any claim for breach of such agreement. Product sourcing is not considered a service. NJPA Members will need to conduct procurements for any specialized services not identified as a part of or within the scope of the awarded Contract. 7.5 Performance Bond. At the request of the Member, a Vendor will provide all performance bonds typically and customarily required in their industry. These bonds will be issued pursuant to the requirements of purchase orders for products and services. If a purchase order is cancelled for lack of a required performance bond by the member agency,NJPA recommends that the current pending purchase order be canceled, Each Member has the final decision on purchase order continuation. Any performance bonding required by the Member,the Member's state laws,or by local policy is to be mutually agreed upon and secured between the Vendor and the Member. 7.6 Asset Management Contracts: Asset Management-type Contracts can be initiated under a Contract resulting from this RFP at any time during the term of this Contract. Such a contract could involve, for example,picking tip,storing,repairing,inventorying,salvaging, and delivery products falling within the scope of this Contract. The intention in rising Asset Management Contracts is to promote the long-term efficiency of NJPA's contracts by(among other things)extending the use and re-use of products. Asset Management Contracts cannot be created under this Contract unless they are executed within the authorized term of a Contract resulting from this UP. The actual terra of the Asset Management Contract may, however,extend beyond the expiration date of this Contract, 13.NJPA MFM13ER SIGN-UP PROCT'DURF, 7.7 Awarded Vendors are responsible for familiarizing their sales and service forces with the various forms of NJPA membership documentation and will encourage and assist potential Members in establishing membership with NJPA.NJPA membership is available at no cost,obligation,or liability to the Member or the Vendor. C.UTORTING OF SALES ACTIVITY 7.8 Awarded Vendors must report at least quarterly the total gross dollar volume of all products and services purchased by NJPA Members as it applies to this RFP and Contract. This report must include the name and address of the purchasing agency,Member number,amount of purchase,and a description of the items purchased. 7.8.1 Zero sales reports: Awarded Vendors must provide a quarterly Contract sales report regardless of the amount of sales. 1).AUDITS 7.9 NJPA relies substantially on the reasonable auditing efforts of both Members and awarded Vendors to ensure that Members are obtaining the products, services, pricing, and other benefits under all NJPA contracts. Nonetheless, the Vendor must retain and make available to NJPA all order and invoicing 25 Page 170 of 371 documentation related to purchases that Members make from the Vendor under the awarded Contract. NJPA must not request such information more than once per calendar year, and NJPA must make such requests in writing with at least fourteen(14)days'notice.NJPA may employ an independent auditor at its own expense or conduct an audit on its own. In either event, the Vendor agrees to cooperate fully with NJPA or its agents in order to ensure compliance with this Contract. P.HUB PARTNER 7.10 Hub partner:NJPA Members may request special set-vices through a"Flub Partner"for the Purpose of complying with a law,regulation,or rule that an NJPA Member deems to apply in its jurisdiction.Hub Partners may bring value to the proposed transactions through consultancy, through qualifying for disadvantaged business entity credits,or through other means. 7.11 Hub,Partner Fees:NJPA Members are responsible for any transaction fees,costs,or expenses that arise under this Contract for special service provided by the Hub Partner,The fees,costs,or expenses levied by the Flub Vendor must be clearly itemized in the transaction documentation.To the extent that the Vendor stands in the chain of title during a transaction resulting from this REP,the documentation must clearly indicate that the transaction is"Executed for the Benefit of j.NJPA Member natriel." R TRADE-INS 7.12The value in US Dollars for Trade-ins will be negotiated between NJPA or an NJPA Member,and an �Awarded Vendor.That identified"Trade-In"value shall be viewed as a down payment and credited in hill against the NJPA purchase price identified in a purchase order issued pursuant to any Awarded NJPA procurement contract.The full value of the trade-in will be consideration. G.OUT OF STOCK N()TIFIC/VfION 7.13 The Vendor must immediately notify NJPA Members when they order an out-of-stock item. The Vendor must also tell the Member when the item will be available and whether there are equivalent substitutes. The Member must have the option of accepting the suggested substitute or canceling the item from the order. Under no circumstance may the Vendor make unauthorized substitutions. Unfilled or substituted items must be indicated on the packing list. It.CONTRACTTERMINATION FOR CAUSE AND WITHOUT CAUSE 7.14 NJPA reserves the right to cancel all or any part of this Contract if the Vendor fails to fulfill any material obligation,term,or condition as described in the following procedure. Before any such termination for cause,the NJPA will provide written notice to the Vendor,an opportunity to respond,and a reasonable opportunity to cure the breach.The following are sonic examples of material breaches. 7.14.1 The Vendor provides products or services that do not meet reasonable quality standards and that are not remedied under the warranty; 7.14.2'1'he Vendor fails to ship the products or to provide the set-vices within a reasonable amount of time; 7.14.3 NJPA reasonably believes that the Vendor will not or cannot perform to the requirements or expectations of the Contract,NJPA issues a request for assurance,and the Vendor fails to respond; 7,14.4'Flic Vendor fails to fulfill any of the material terms and conditions of the Contract; 7.14.5 The Vendor fails to follow the established procedure for purchase orders,invoices, or receipt of funds as established by NJPA and the Vendor; 26 Page 171 of 371 7.14.6 The Vendor fails to properly report quarterly sales; 7.14.7 The Vendor fails to actively market this Contract within the guidelines provided in this RFP and defined in the NJPA contract launch. 7.15 Upon receipt of the written notice of breach,the Vendor will have ten(10)business days to provide a satisfactory response to NJPA. If the Vendor fails to reasonably address all issues in the written notice, NJPA may terminate the Contract immediately.If NJPA allows the Vendor more time to remedy the breach, such forbearance does not limit NJPA's authority to immediately terminate the Contract for continued breaches for which notice was given to the Vendor.Termination of the Contract for cause does not relieve either party of the financial,product,or service obligations incurred before the termination. 7.16 NJPA may terminate the Contract if the Vendor files for bankruptcy protection or is acquired by an independent third party. The Vendor must disclose to NJPA any litigation, bankruptcy, or suspensions/disbarnients that occur during the Contract period. Failure to disclose such information authorizes NJPA to immediately terminate the Contract. 7.17 NJPA may terminate the Contract without cause by giving the Vendor sixty(60)days'written notice —.ftermination. Termination of the Contract without cause does not relieve either party of the financial, product,or service obligations incurred before the tertnination. 7.18 NJPA may immediately terminate any Contract without further obligation if any NJPA employee significantly involved in initiating, negotiating,securing, drafting,or creating the Contract on behalf of NJPA has colluded with any Proposer for personal gain. NJPA may also immediately cancel a Contract if it finds that gratuities,in the form of entertainment,gifts or otherwise,were offered or given by the Vendor or any agent or representative of the Vendor,to any employee of'NJPA. Such terminations are effective upon written notice from NJPA or at a later date designated in the notice. Termination of the Contract does not relieve either party of the financial,product,or service obligations incurred before the termination, 8 GENFHALTERMS z�ND CONDITIONS 8. ADVER11SING A CONTRACT RESULTING FROM THIS RFP 8.1 Proposer/Vendor must not advertise or publish inf6rmation concerning this Contract before the award is announced by NJPA. Once the award is made,a Vendor is expected to advertise the awarded Contract to both current and potential NJPA Members. B.APPLICABLE'LAW 8.2]'this section is intentionally blank.] 8.3 NJPA Compliance with Minnesota Procurement Law:NJPA has designed its procurement process to comply with best practices in the State of Minnesota.NJPA's solicitation methods are also created to comply with many of the various requirements that our Members must satisfy in their own procurement processes. But these requirements may differ considerably and may change from time to time. So each NJPA Member must make its own determination whether NJPA's solicitation process satisfies the procurement rules in the Member's j urisdiction. 8.4 Governing law with respcet to delivery and acceptance:All applicable portions of the Minnesota Uniform Commercial Code, all other applicable Minnesota laws, and the applicable laws and rules of defiv I cry and inspection of the Federal Acquisition Regulations(FAR)laws will govern NJPA contracts resulting from this solicitation. 27 Page 172 of 371 8.5 Jurisdiction:Any claims that arise against NJPA pertaining to this REP,and any resulting contract that develops between NJPA and any other party,must be brought only in courts in Todd County in the State of Minnesota unless otherwise agreed to. 8.5.1 Purchase orders or other agreements created pursuant to a contract resulting from this solicitation must be construed in accordance with, and governed by, the laws of the issuing Member.Any claim arising from such a purchase order or agreement must be filed and VellUed in a court of competent jurisdiction of the Member unless otherwise agreed to. 8,6 through 8.7(This section is intentionally blank.] 8,8 Indemnification: Each party is responsible for its own acts and is not responsible for the acts of the other party and the results thereof. NJPA's liability is governed by the Minnesota"Fart Claims Act(Minn. Stat,§3.736)and other applicable law. 8.9 Prevailing wage:The Vendor must comply with applicable prevailing-wage legislation in effect in the jurisdiction of the NJPA Member. The Vendor must monitor the prevailing wage rates as established by tile appropriate federal governmental entity during tile term of this Contract and adjust wage rates accordingly. 8.10 Patent and copyright infringement:The Vendor agrees to indemnify and hot(]harmless NJPA and RTFA Members against any and all suits,claims,judgments,and costs instituted or recovered against the Vendor,NJPA,or NJPA Members by any person on account of the use or sale of any articles by NJPA or NJPA Members if the Vendor supplied such articles in violation of applicable patent or copyright laws. C.ASSIGNmL,,N,r OF CONTRACI' 8.11 No right or interest in this Contract may be assigned or transferred by the Vendor without prior written permission by the NJPA. No delegation of any duty of the Vendor Under this Contract may be made without prior written permission of the NJPA. NJPA will notify Members by posting approved assignments on the NJPA website 8.12 If tile original Vendor sells or transfers all assets or the entire portion of the assets used to perform this Contract,a successor-in-interest must perform all obligations tinder this Contract. NJPA reserves the light to reject the acquiring entity as a Vendor. A change of name agreement will not change the contractual obligations of the Vendor, D,LIST OF PROPOSERS 8.13 NJPA will not maintain a list of interested proposers,nor will it automatically send Ups to them. All interested proposers must request the UP as a result of NJPA's national solicitation advertisements. Because of the wide scope of the potential Members and qualified national suppliers,NJPA has determined this to be the best method of fairly soliciting proposals. FCAPTIONS,HEADINGS,AND ILLIJSTRATIONS 8.14 The captions, illustrations, headings, and subheadings in this RFP are for convenience and ease of understanding and in no way define or limit the scope or intent of this request. F.DATA I1RAC'I I C,ES 8.15 All materials submitted in response to this RFP become NJPA's property and become public records (tinder Minn.Stat.¢13.591)after the evaluation process is completed.If the Proposer submits information in response to this RFP that it requests to be classified as nonpublic information (as defined by the 28 Page 173 of 371 Minnesota Government Data Practices Act, Minn. Stat. §1.3.37), the Proposer must meet the following requirements. 8.15.1 The Proposer must make the request within thirty (30) days of the award/nonaward notification, and include the appropriate statutory justification.Pricing, marketing plans, and financial information is generally not reclactable, The NJPA Legal Department will review the request to determine whether the information can be withheld or redacted.If NJPA determines that it must disclose the information upon a proper request for such information, NJPA will inform the Proposer of'such determination. 8.15.2 The Proposer must defend any action seeking release of the materials that it believes to be nonpublic information,and it must indemnify and hold harmless NJPA,its agents,and employees, from any judgments or damages awarded against NJPA in favor of the party requesting the materials,and any and all costs connected with that defense.This indemnification survives tire term of any contract awarded under this RFP.In submitting a response to this RFP,the Proposer agrees that this indemnification survives as long as NJPA possesses the confidential information. 8.16[This section is intentionally blank.] G.ENTIRE AGRL'I'MENT 8.17 This Contract,as defined herein,constitutes the entire agreement between the parties to this Contract, A Contract resulting from this RFP is formed when the NJPA Board of Directors approves and signs the applicable Contract Award&Acceptance document(Form E). K FORCE MAJE1IJRE 8.18 Except for payments of sums due,neither party is liable to the other nor deemed in default under this C—Outract if and to the extent that such party's performance of this Contract is prevented due to force majeure. The term"force majeure"means an occurrence that is beyond the control of the party affected and occurs without its fault or negligence including,but not limited to,the following:acts of God,acts of the public enemy, war, riots, strikes, mobilization, labor disputes, civil disorders, fire, flood, snow, earthquakes,tornadoes or violent wind,tsunamis,wind shears, squalls,Chinooks,blizzards,hail storms, volcanic eruptions,meteor strikes,famine,sink holes,avalanches,lockouts,itijtinctiotis-intervention-acts, terrorist events or failures or refusals to act by government authority and/or other similar occurrences where such party is unable to prevent by exercising reasonable diligence, The force majeure is deemed to commence when the party declaring force majeure notifies the other party of'the existence of the force majeure and is deemed to continue as long as the results or effects of the force majeurc prevent the party from resuming performance in accordance with a Contract resulting from this REP. Force majeure does not include late deliveries of products and services caused by congestion at a marnifilCtUrer'S plant or elsewhere,an oversold condition of the market,inefficiencies,or other similar occurrences. If either party is delayed at any time by force majeure,then the delayed party must(if possible)notify the other party of such delay within forty-eight(48)hours. 8J9 through 8.20[These sections are intentionally blank.] 1.[,ICENSELS 8.21'fire Vendor must maintain a valid status on all required federal,state,and local licenses,bonds,and permits required for the operation of the business that tire Vendor conducts with NJPA and NJPA Members. 8.22 All responding Proposers must be licensed(where required)and Must have the authority to sell and d�istributc the offered products and set-vices to NJPA and NJPA Members. Documentation of the required licenses and authorities,if applicable,should be included in the Proposer's response to this RFP. 29 Page 174 of 371 J.MATERIAL,SUPPLIFIRS AND SUB-CONTRACTORS 8.23'rhe awarded Vendor must supply the names and addresses of Sourcing Suppliers and sub-contractors as a part of the purchase order when requested by NJPA or an NJPA Member. K.NON-WAIVLIR OF RIGHTS 8.24 No failure of either party to exercise any power given to it hereunder,not-a failure to insist upon strict compliance by the other party with its obligations hereunder,nor a custom or practice of the parties at variance with the terms hereof, nor any payment under a Contract resulting from this RFP constitutes a waiver of either patty's right to demand exact compliance with the terms hereof Failure by NJPA to take action or to assert any right hereunder does not constitute a waiver of such right. L PROTESTS OF AWARDS MADE 8.25 And protests must be filed with NJPA's Executive Director and must be resolved in accordance with appropriate Minnesota rules. Protests will only be accepted from Proposers. A protest of an award or nonaward must be filed in writing with NJPA within ten (10) calendar days after the public notice or announcement of the award or rionaward. A protest must include the following items. 8,25.1 The name,address,and telephone number of the protester; 8,25.2 The original signature of the protester or its representative (you must document the authority of the representative); 8.25.3 Identification of the solicitation by RFP number; 8.25.4 Identification of the statute or procedure that is alleged to have been violated; 8.25.5 A precise statement of the relevant facts; 8.25.6 Identification of the issues to be resolved; 8.25.7 "Fhe aggrieved party's argument and supporting documentation; 8.25.8 The aggrieved party's statement of potential financial damages;and 8.25.9 A protest bond in the name of NJPA and in the amount of 10%of the aggrieved party's statement of potential financial damages. M.SUSPENSION OR DISBARME.NTSTATUS 8.26 If within the past five (5) years, any firm, business, person or Proposer responding to an NJPA solicitation has been lawfully terminated, suspended, or precluded from participating in any public procurement activity with a federal, state, or local government or education agency, the Proposer must include a letter with its response setting forth the name and address of the public procurement unit,tile effective date of the suspension or debarment,the duration of the suspension or debarment,and the relevant circumstances relating to the suspension or debannent. Any failure to supply such a letter or to disclose pertinent information may result in the termination of Contract. By signing the proposal affidavit,the Proposer certifies that no current suspension or debarment exists. N.AFFIRMATIVL A('TION JION AND IMMIGRATION STATUS CERTIFICATION 8.27 Ali Affirmative Action Plan, Certificate of Affirmative Action, or other documentation regarding Affirmative Action may be required by NJPA or NJPA Members relating to a transaction from this REP. Vendors must comply with any such requirements or requests. 30 Page 175 of 371 8.28 Immigration Status Certification may be required by NJPA or NJPA Members relating to a transaction from this RFP.Vendors must comply with any such requirements or requests. 0.SI::VFftABILITY 8.29 In the event that any of the terms of a Contract resulting from this RFP are in conflict with any rule, law,or statutory provision,or are otherwise unenforceable tinder the laws or regulations of any government or subdivision thereof, such terms will be deemed stricken from the Contract, but such invalidity or unenforceability shall not invalidate any of the other terms of an awarded Contract resulting from this R1711. 11,U-LATIONSHIPOF PARTIES 8.30 No Contract resulting front this RFP may be considered a contract of employment.The relationship between NJPA and an awarded Vendor is one of independent contractors,each free to exercise judgment and discretion with regard to the conduct of their respective businesses. The parties neither intend the proposed Contract to create,nor is to be construed as creating,a partnership,joint venture,master-servant, principal-agent,or any other,relationship.Except as provided elsewhere in this RFP,neither party may be held liable for acts of omission or commission of the other party and neither party is authorized or has the power to obligate the other party by contract, agreement, warranty, representation, or otherwise in any mariner whatsoever except as may be expressly provided herein. FOB.N.IS [THE REST OFTHIS PAGE HAS BEEN LEFTINTENTIONALLY BLANK.1 31 Page 176 of 371 Form A PROPOSER QUESTIONNAIRE- General Business Information (Products,Pricing,Sector Specifrq Set-vices, Terms and 6farranty are addressed on Form P Proposer Name: Questionnaire completed by: Please identify the person NJ PA should correspond with from now through the Award process: Nance: E-Mail address: Please answer the questions below using the rificrosoft Word9 version of this document.This allows NJPA evaluators to cut and paste your answers into a separate worksheet.Place your answer directly below each question.NJPA prefers a brief but thorough response to each question.Please do trot merely attach additional documents to your response without also providing a substantive response.Do not leave answers blank;mark"NA"if the question does not apply to you(preferably with an explanation).Please create a response that is easy to read and understand.For example,you may consider using a different font and color to distinguish your answer from the questions. Comp ny Information&Financial Stren th I) Provide the full legal name,mailing and email addresses,tax identification number,and telephone number for your business. 2) Provide a brief history of your company,including your company's core values,business philosophy,and longevity in the PUBLIC UTILITY EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIESI,industry. 3) Provide a detailed description of the products and services that you are offering in your proposal. 4) What are your company's expectations in the event of an award? S) Demonstrate your financial strength and stability with meaningful data. This could include such items as financial statements,SEC filings,credit and bond ratings,letters of credit,and detailed reference letters. 6) What is your US market share for the solutions that you are proposing?What is your Canadian market share,if any? 7) Has your business ever petitioned for bankruptcy protection?Please explain in detail. 8) How is your organization best described:is it a manufacturer,a distributor/dealer/reseller,or a service provider? Answer whichever question(either a)or b)just below)best applies to your organization. a) If your company is best described as a distributor/dealer/resetter(or similar entity),please provide your written authorization to act as a distributor/dealer/reseller for the manufacturer of the products proposed in this RFP. If applicable,is your dealer network independent or company owned? b) If your company is best described as a manufacturer or service provider,please describe your relationship with your sales and service force and with your dealer network in delivering the products and services proposed in this RFP. Are these individuals your employees,or the employees of a third party? 9) If applicable,provide a detailed explanation outlining the licenses and certifications that are both required to be held, and actually held,by your organization(including third parties and subcontractors that you use)in pursuit of the business contemplated by this RFP. 10)Provide all"Suspension or Disbarment"information that has applied to your organization during the past ten years. 1 l)Within this RFP category there may be subcategories of solutions.List subcategory titles that best describe your products and services. 32 Page 177 of 371 Industry Recognition&Marketplace Success 3 12)Describe any relevant industry awards or recognition that your company has received in the past five years. 13)Supply three references/testimonials from your customers who are eligible for NJPA membership. At a minimum, please include the entity's name,contact person,and phone number. 14)Provide a list of your top five governmental or educational customers(entity name is optional),including entity type, the state the entity is located in,scope ofthe projects,size of(ransactions,and dollar volumes from the past three years. 15)Indicate separately what percentages ofyour sales are to the government and education sectors in the past three years? lb)List any state or cooperative purchasing contracts that you hold. What is the annual sates volume for each of these contracts over the past three years? 17)List any GSA contracts that you hold.What is the annual sales volume for each of these contracts over the past three years? Proposer's Ability to Sell and Deliver Service Nationwide 18)Describe your company's capability to meet NJPA Member's needs across the country.Your response should address at least the following areas. a) Sales force. b) Dealer network or other distribution methods. c) Service force. Please include details,such as the locations of your network of sales and service providers,the number ofworkers(full- time equivalents)involved in each sector,whether these workers are your direct employers(or employees of a third party),and any overlap between the sates and service functions. 19)Describe in detail the process and procedure of your customer service program, if applicable. Please include your response-time capabilities and commitments,as well as any incentives that help your providers meet your stated service goals or promises. 20)a)Identify any geographic areas of the United States that you will NOT be fully serving through the proposed contract. b)Identify any NJPA Member sectors(i.e.,government,education,not-for-profit)that you will NOT be fully serving through the proposed contract. Please explain your answer. For example, does your company have only a regional presence,or do other cooperative purchasing contracts limit your ability to promote another contract? 2l)Define any specific contract requirements or restrictions that would apply to our Members in Hawaii and Alaska and in US Territories. Marketing Plan 22)If you are awarded a contract, how will you train your sales management, dealer network, and direct sales teams (whichever apply)to ensure maximum impact?Please include how you will communicate your NJPA pricing and other contract detail to your sales force nationally. 23)Describe your marketing strategy for promoting this contract opportunity. Please include representative samples of your marketing materials in electronic format. 24)Describe your use of technology and digital data (e.g., social media, metadata usage) to enhance marketing effectiveness. 33 Page 178 of 371 i 25)In your view,what is NJPA's role in promoting contracts arising out of this RFP?How will you integrate an NJPA- awarded contract into your sales process? 26)Are your products or services available through an c-procurement ordering process?If so,describe your e-procurement system and how governmental and educational customers have used it. Value-Added Attributes 27)Describe any product,equipment,maintenance,or operator training programs that you offer to NJPA Members.Please include details,such as whether training is standard or optional,who provides training,and any costs that apply. 28)Describe any technological advances that your proposed products or services offer. 24)Describe any"green"initiatives that relate to your company or to your products or services,and include a list of the certifying agency for each. 30)Describe any Women or Minority Business Entity(WMBE)or Small Business Entity(5BE}acereditations that your company or hub partners have obtained. 31)What unique attributes does your company,your products,or your services offer to NJPA Members?What makes your proposed solutions unique in your industry as it applies to NJPA members? 32)Identify your ability and willingness to provide your products and services to NJPA member agencies in Canada. NOTE: Questions regarding Payment Terms,Warranty,Products/Equipment/Services,Pricing and Delivery,and Industry Specific Items are addressed on Form P. Signature: Date: 34 Page 179 of 371 I V Form B PROPOSER INFORMATION,/ Company Name: Address: City/StatelZip: Phone: Fax: Toll-Free Number: E-mail: Website Address: COMPANY PERSONNEL CONTACTS Authorized signer for your organization u Name: Email: Phone: tiThe person identified here must have proper signing authority to sign the"Proposer's Assurance of Compliance"on behalf of the Proposer. Who prepared your RFP_response? Name: Title: Email: Phone: Who is vour company's primary contact verson for this proposal? Name: Title: Email: Phone: Other important contact information a Name: Title: Email: Phone: Name: Title: Email: Phone: 35 Page 180 of 371 i Form C � I EXCEPTIONS TO PROPOSAL TERMS CONDITIONS, AND SOLUTIONS REQUESTPJPA Company Name: u Any exceptions to the terns,conditions,specifications,or proposal forms contained in this RFP must be noted in writing q and included with the Proposer's response. The Proposer acknowledges that the exceptions listed may or may not be accepted by NIPA or included in the final contract. NJPA will make reasonable efforts to accommodate the listed exceptions and may clarify the exceptions in the appropriate section below. Term,Condition,or NJPA ' Section/ e Specification Exce tion ACCEPTS Proposer's Signature: Date: NJPA's clarification on exceptions listed above: 36 Page 181 of 371 Contract Award RFP:#012418 FORM D �PJPA Formal Offerina of Pro osal (To be completed only by the Proposer) - PUBLIC UTILITY EQUIPMENT WITH RELA'T'ED ACCESSORIES AND SUPPLIES In compliance with the Request for Proposal (RFP) for PUBLIC UTILITY EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES, .the undersigned warrants that the Proposer has examined this RFP and,being familiar with all of the instructions,terms and conditions,general and technical specifications,sales and service expectations,and any special terms,agrees to furnish the defined products and related services in full compliance with all terms and conditions of this RCP, any applicable amendments of this RFP, and all Proposer's response documentation. The Proposer fuz#her understands that it accepts the full responsibility as the sole source of solutions proposed in this RFP response and that the Proposer accepts responsibility for any subcontractors used to fulfill this proposal. Company Name: Date: Company Address: City: State: Zip: CAGE Code/Duns&Bradstreet Number: Contact Person: Title: Authorized Signature: (Name printed or typed) 3 37 Page 182 of 371 Form E Contract Acceptance and Award (To be completed only by NJPA) NJPX_t 012418J Proposer's full legal name Your proposal is hereby accepted,and a Contract is awarded. As an awarded Proposer,you are now bound to provide the defined products and services contained in your proposal offering according to all terms,conditions,and pricing set forth in this IUT,any amendments to this RCP,your response,and any exceptions accepted by NJPA. The eftbctive start date of the Contract will be _, 20 and continue until- (n. later than the later of fr—yc—arsfrom--the expiration date of the currently awarded contract or four years from the NJPA Board's contract award date). This contract may be extended for a fifth year at NJPA's discretion. National Joint Powers Alliance@ (NJPA) NJPA Authorized signature: NJPA Executive Director (Narne printed or typed) Awarded this clay of 120 NJPA Contract Number L9012418 NJPA Authorized signature: NJPA Board Member ------- (Name printed or typed) Executed this—,--day of 20____ NHAContractNurnber 01241b; The Proposer hereby accepts this Contract award,including all accepted exceptions and NJPA clarifications. Vendor Name Vendor Authorized signature: (Name printed or typed) Title: Executed this day of 20 NJPA Contract Number'40124113 i 38 Page 183 of 371 Form F } PROPOSER ASSURANCE OF COMPLIANCE Proposal Affidavit Signature Page PROPOSER'S AFFIDAVIT The undersigned,authorized representative of the entity submitting the foregoing proposal(the"Proposer"),swears that the following statements are true to the best of his or her knowledge. 1, The Proposer is submitting its proposal under its true and correct name,the Proposer has been properly originated and legally exists in good standing in its state of residence, the Proposer possesses, or will possess before delivering any products and related services,all applicable licenses necessary for such delivery to NJPA members agencies.The undersigned affirms that he or she is authorized to act on behalf of,and to legally bind the Proposer to the terms in this Contract, 2. The Proposer,or any person representing the Proposer,has not directly or indirectly entered into any agreement or arrangement with any other vendor or supplier, any official or employee of NJPA or any person, firm, or corporation under contract with NJPA,in an effort to influence the pricing,terms,or conditions relating to this RFP in any way that adversely affects the free and open competition for a Contract award under this RFP. 3. The Proposer has examined and understands the terms, conditions, scope,contract opportunity,specifications request, and other documents in this solicitation and affirms that any and all exceptions have been noted in writing and have been included with the Proposer's RFP response. 4. The Proposer will,if awarded a Contract,provide to NJPA Members the/products and services in accordance with the terms,conditions,and scope of this RFP,with the Proposer-offered specifications,and with the other documents in this solicitation. 5. The Proposer agrees to deliver products and services through valid contracts,purchase orders,or means that are acceptable to NJPA Members.Unless otherwise agreed to,the Proposer must provide only new and first-quality products and related services to NJPA Members under an awarded Contract. 6. The Proposer will comply with all applicable provisions of federal,state,and local laws,regulations,rules,and orders. 7. The Proposer understands that NJPA will reject RFP proposals that are marked"confidential"(or"nonpublic," etc.), either substantially or in their entirety. Under Minnesota Statute §13.591, Subd. 4, all proposals are considered nonpublic data until the evaluation is complete and a Contract is awarded.At that point,proposals generally become public data. Minnesota Statute §13.37 permits only certain narrowly defined data to be considered a"trade secret,"and thus nonpublic data ruder Minnesota's Data Practices Act. 8. The Proposer understands that it is the Proposer's duty to protect information that it considers nonpublic, and it agrees to defend and indemnify NJPA for reasonable measures that NJPA takes to uphold such a data designation. [The rest of this page Inas been lett intentionally blank. Signature page below] 39 Page 184 of 371 By signing below,Proposer is acknowledging that he or she has read,understands,and agrees to comply with the terms and conditions specified above. Company-Name: Address: City/State/Lip: Telephone Number: E-mail Address: Authorized Signature: Authorized Name(printed): Title: Date: Notarized Subscribed and swom to before me thisday of .20 Notary Public in and for the County of State of My commission expires: Signature: 40 Page 185 of 371 Form G OVERALL EVALUATION AND CRITERIA For the Proposed Subject PUBLIC UTILITY FQUIPMLNT WITH RELATED ACCESSORIES AND SUPPLIES Conformance to RFP Terms and Conditions 50 Financial Viability and Marketplace Success 75 Ability to Sell and Deliver Service Nationwide 100 Marketing Plan 50 Value-Added Attributes 75 Warranty 50 Depth and Breadth of Offered Products and Related 200 Services Pricing 400 TOTAL POINTS I0�0 Reviewed by: Its Its 41 Page 186 of 371 i 3 i 3 Form P PROPOSER QUESTIONNAIRE Payment Terms,Warranty,Products and Services,Pricing and Delivery,and Industry-Specific Questions u u Proposer Name: Questionnaire completed by: Payment Terms and F'inancints Options 1) What are your payment terms(e.g.,net 10,net 30)? 2) Do you provide leasing or financing options, especially those options that schools and governmental entities may need to use in order to make certain acquisitions?. 3) Briefly describe your proposed order process.Please include enough detail to support your ability to report quarterly sales to NJPA. For example,indicate whether your dealer network is included in your response and whether each dealer(or some other entity)will process the NJPA Members'purchase orders. 4) Do you accept the P-card procurement and payment process?if so,is there any additional cost to NJPA Members for using this process? Warranty 5) Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims procedure, and overall structure. You may include in your response a copy of your warranties,but at a minimum please also answer time following questions. • Do your warranties cover all products,parts,and labor? • Do your warranties impose usage restrictions or other limitations that adversely affect coverage? • Do your warranties cover the expense of technicians'travel time and mileage to perform warranty repairs? • Are there any geographic regions of the United States for which you cannot provide a certified technician to perform warranty repairs? How will NJPA Members in these regions be provided service for warranty repair? • Will you cover warranty service for items made by other manufacturers that are part of your proposal,or are these warranties issues typically passed on to the original equipment manufacturer? • What are your proposed exchange and return programs and policies? 6) Describe any service contract options for the items included in your proposal. Pricing,Delivery,Andits and Administrative Fee 7) Provide a general narrative description of the equipment/products and related services you are offering in your proposal. S) Describe your pricing model(e.g.,line-item discounts or product-category discounts).Provide detailed pricing data (including standard or list pricing and the NJPA discounted price)on all of the items that you want NJPA to consider as part ofyour RFP response.Provide a SKU for each item in your proposal.(Keep in mind that reasonable price and product adjustments can be made during the term of an awarded Contract.See the body of the RFP and the Price and Product Change Request Form for more detail.) 42 Page 187 of 371 I 9} Please quantify the discount range presented in this response.For example,indicate that the pricing in your response represents is a 50%percent discount from the MSRP or your published list. 10)The pricing offered in this proposal is D a.the same as the Proposer typically offers to an individual municipality,university,or school 9 district, b,the same as the Proposer typically offers to GPOs,cooperative procurement organizations, or state purchasing departments. c.better than the Proposer typically offers to GPOs,cooperative procurement organizations,or state purchasing departments, d.other than what the Proposer typically offers(please describe). 11)Describe any quantity or volume discounts or rebate programs that you offer. 12)Propose a method of facilitating"sourced"products or related services,which may be referred to as"open market" items or"nonstandard options".For example,you may supply such items"at cost"or"at cost plus a percentage,"or you may supply a quote for each such request. 13)Identify any total cost of acquisition costs that are NOT included in the pricing submitted with your response.This cost includes all additional charges that are not directly identified as freight or shipping charges. For example,list costs for items like installation,set up,mandatory training,or initial inspection.Identify any parties that impose such costs and their relationship to the Proposer. 14)If delivery or shipping is an additional cost to the NJPA Member,describe in detail the complete shipping and delivery program, IS)Specifically describe those shipping and delivery programs for Alaska,Hawaii,Canada,or any offshore delivery. 16)Describe any unique distribution and/or delivery methods or options offered in your proposal. 17)Please specifically describe any self-audit process or program that you plan to employ to verify compliance with your proposed Contract with NJPA.This process includes ensuring that NJPA Members obtain the proper pricing,that the Vendor reports all sales under the Contract each quarter,and that the Vendor remits the proper administrative fee to NJPA. 18}Identify a proposed administrative fee that you will pay to NJPA for facilitating,managing,and promoting the NJPA Contract in the event that you are awarded a Contract. This fee is typically calculated as a percentage of Vendor's sales under the Contract or as a per-unit fee;it is not a line-item addition to the Member's cost of goods.(See RFP Section 6.29 and following for details.) Industry-Specific Questions s 19)Describe how the equipment you propose in response to this RPP simplifies the operation for end-users. 20)Provide examples from your product offering that are not available from most competitors in this industry. 21)Explain how your equipment in this category reduces down-time on the job site. 22)Explain how your company has integrated technology into your equipment to provide efficiencies and analytics to save time and costs on the job. 23)How does your manufacturing process eliminate waste and non-value added options to keep price increases to a minimum? 43 Page 188 of 371 l 24)Explain how your distributors are set up to provide service and support for equipment in this industry. 0 25)Identify how your products,services and supplies address the scope of this RFP. Signature: Date: 0 u u u ij 9 0 13l Il V s 44 u u d 'o Page 189 of 371 0_rJIIS EXCEPTIONS To PROPOSAL —AN—D ---.' SOLUTIONS RE VEST I(�JPA Company Name: AlteI(,, hWk0i(I;s, lIIc ------ Any exceptions to the terms,conditions,specifications,or proposal forms contained in this RFP must be noted in writing and included with the Proposer's response. The Proposer acknowledges that the exceptions listed may or may not be accepted by NJPA or included in the final contract. NJPA will make reasonable efforts to accommodate the listed exceptions and may clarify the exceptions in the appropriate section below. NJPA Tenn,Condition,or Exception ACCEPTS N/A Proposer's Signature: Date: ----------- Reyi6wz proved: V NJOA Legal Department Page 190 of 371 Conti-act Award RFP 1#012418 r,0_RM 1) Formal OfferjRjgLKEqURjA 0�; (To be completed only by the Proposer) !PUBLIC UTILITY F'QUIPME Wr WITH RELATED ACCESSORIES AND SUPPI,IES In compliance with the Request for Proposal (RFP) for PUBLIC UTILITY EQUIPMENT WITH REIATED ACCESSORIES AND SUPPLIES, the undersigned warrants that the Proposer has examined this RFP and,being familiar with all of the instructions,terms and conditions,general and technical specifications,sales and service expectations,and any special terms,agrees to furnish the defined products and related services in full compliance with all terms and conditions of this RFP, any applicable amendments of this RFP, and all Proposer's response documentation. The Proposer further understands that it accepts the full responsibility as the sole source of solutions proposed in this RIT response and that the Proposer accepts responsibility for ally Subcontractors used to fulfill this proposal. Company Name: ARec 6ndustries, Inc Date: IIS..Me 2 10 tnvernwm Center Drive Company Address: AL z, 352'42 State: to 1 CER8 I DM 004001731 CAGE Code/Duns& Bradstreet Contact Person: Riley Browne Title: CoIntraell Spebalmt doter Bromm Authorized Signature: (Name printed or typed) 37 Page 191 of 371 �0.4tcNMENT AN4 f S=CE OLc� FORM E CONTRACT ACCEPTANCE AND AWARDOJPA x ' ltauun�l Joins puurrs h!3<ancr nd0 p=% F,q��`E�uAclifi�rtsG`'� (Tap portion of chis farm will be compleled by NJPA if the vendo is awarded a contract. The vendor should complete the vendor authorized signatures as part of the RFP response,) NJPA Contract ft:012418-ALT proposer's full legal name: Altec Industries, Inc. Based on NJPA's evaluation of your proposal,you have been awarded a contract.As an awarded vendor,you Agree to provide the products and services contained in your proposal and to meet all of the terms and conditions set forth in this HP, in any amendments to this RFP,and in any exceptions that are accepted by NiPA. The effective date of the Contract will be March 14, 2018 and will expire on March 14, 2022 (no later than the later of four years from the expiration date of the currently awarded contract or four years from the dale chat the NJPA Chief Procurement Officer awards the Contract), This Contract may be extended for a fifth year at N.IPA's discretion. NJPA Authorized Signatures: _ Jeremy Schwartz I!)I< iti;'r' �t'i-.Iof H:Itlii-u uF, 11'PCI?i ANl�Ilk,'It-r;i:Gt.hEtatl.- Chad Coaueffe t f131`J,�?:Lf:#,11iVF t)IRL��-;RS�L'IU,iI,IP=f. llVle'J��I'fhliLl?C��: I1t`ll'I i j' Awarded on March 12,2018 NJPA Contract #t 124418 ALT Ic Vendor Authorized signatures: 3 The Vendor hereby accepts this Contract award, including all accepted exceptions and amendments, i Altec Industries. Inc Vendor game _. — —__---.------- -----_.__—__. — __ Authorized Signatory's Title Contract Specialist Riley Browne { .. _.� __.___. 1r.lr,t,51 I'r.l!31E1:•i S;' 1'�I'E'{,31 Vl€!11-0,'!Tr 11,117rl':.Iti. r 1PIRf Executed on_March 12 20.18. NPA Contract fl U 12418 ALt Page 192 of 371 I 3 i i Fns PROPOSER ASSURANCE OF COMPLIANCE Proposal Affidavit Signature Page PROPOSER'S AFFIDAVIT 3-lie undersigned, authorized representative oflhe entity submitting the foregoing proposal (the "Proposer"),swears that the following statements are true to the best of his or her knowledge. I. The Proposer is submitting its proposal under its true and correct name,the Proposer has been properly originated and legally exists in good standing in its state of residence, the Proposer possesses, or will possess before delivering any products and related services,all applicable licenses necessary for such delivery to NJPA members m agencies.The undersigned af'tirs that he or she is authorized to act on behalf of,and to legally bind the Proposer to the terms in this Contract. 2, The Proposer,or any person representing the Proposer, has not directly or indirectly entered into any agreement or arrangement with any outer vendor or supplier, any official or employee of NJPA, or any person, firm, or corporation under contract with NJPA, in an effort to influence the pricing, terms, or conditions relating to this RFP in any way that adversely affects the free and open competition for a Contract award under this RFP. 3. The Proposer has examined and understands the terms, conditions, scope, contract opportunity, specifications request, and other documents in this solicitation and affirms that any and all exceptions have been noted in writing and have been included with the Proposer's RFP response. 4. The Proposer will, if awarded a Contract, provide to NJPA Members the /products and services in accordance with the terms, conditions, and scope of this RFP, with the Proposer-offered specifications, and with the other documents in this solicitation. 5. The Proposer agrees to deliver products and services through valid contracts, purchase orders, or means that are acceptable to NJPA Members. Unless otherwise agreed to, the Proposer must provide only new and first-quality products and related services to NJPA Members under an awarded Contract. 6. The Proposer will comply with all applicable provisions of federal, state, and local laws, regulations, rules, and orders. 7. The Proposer understands that NJPA will reject R.FP proposals that are marked "confidential"(or "nonpublic," etc.), either substantially or in their entirety. Under Minnesota Statute §13.591, Subd. 4, all proposals are considered nonpublic data until the evaluation is complete and a Contract is awarded. At that point, proposals generally become public data. Minnesota Statute §13.37 permits only certain narrowly defined data to be considered a"trade secret,"and thus nonpublic data under Minnesota's Data Practices Act. $. The Proposer understands that it is the Proposer's duty to protect information that it considers nonpublic, and it agrees to defend and indemnify NJPA for reasonable measures that NJPA takes to uphold such a data designation. (The rest of this page has been left intentionally blank. Signature page below} 39 3 r Page 193 of 371 - 13y signing below, Proposer is acknowledging that lie or she cad, understands, and agrees to comply with the ternis has i and conditions specified above. Company Name: ARec,�ndustdes, he 210 hverness Center Drive Address: ------ City/Slate/Zip: Birmingham 0 AL/35242 Telephone Number: 205'991-7733 E-inail Address: r0eybrowne@Mtec,corn mature, Authorized Sig Authorized Name(printed). RAY Browne Title: Cordfact SpedAst date: 1.15-2018 Notarized Subscribed and sworn to before me this day of 20-1, /_______ State of Notary Public in and for the County of (--�64 My commission expires: Signature: J"4\ uV11Y SfArf, OF AIA130A LOWL U 11 201f� 40 Page 194 of 371 Form P JPA,;'," rf r� ��M A A,a�,�F PROPOSER QC)FSTIC1NNAIRE Payment Terms, Warranty, Products and Services,Pricing;and Delivery,and Industry-Specific Questions Proposer Name: alta a.m)raa.lushies, 1,11d.` Questionnaire completed by: Kile Browne .._. _. _ _.___ _._..___.__. _.._ _,. _______._.__._ _..__.. P inientTerms and 1+inancin O tions 1) What are your payment terms(e,g., net 10, net 30)? f Payment"Perms are Net 30 2) Do you provide Masini; or financing options, especially those options that schools and governmental entities may need to use in order to mare certain acquisitions? Alt.eaIndustries provides Leasing nd"'Owfinancing clatrdn Whmdnilout' aisdtarY Afc ° Capital, Options inclrde hMV, RAC, and Capital leases" tdldrpaureart Finance Agreements (FFAs), and as dedicated Municipal Lease option to meet the°equipment needs of°our municipal c^uWWOUICrs, The,bcnefafs dmf"dam Municipal Leamsc,option include: * Finance terms to match the useful life ol`thd equipment. l`Icxilale ld:"'.arses options to shorten life cycles and dvc.reasem rnaintertamnce costs. ("(niserves capital budget funds, Match payments will) budget Aloc.atidans. 0 Non-aaplma°oprikit ion larmguamitc i"Cluded:l. r ° -ins fter'n 1 a to 84 nonths Municipal lessees can tartpee Capital Services nurriai nl lease fmarreiag offers te advantage df low-rate laanttng, �lidesimplifying, the egaaiprrrcrt acquisition process 11" budget funds are not approved, strrmlml ,retta�rrm the equip md"mat to Altee Capital cry ices at the end of the current fiscal yew. i Capital ,I, nd�>at aft nd�ably� purchase 4 leach aarmya�almerc else, Municipalities corm equipment in as ftwtmlexily,asrarrmplafte(.le way, The nutniempal leaase offcatarl� is another prrr(ract thaat Altec Capital Selvices, 1,1 C offers to our eustdatners ill all effort to bedrolnea Your Ix"Iner. Please f6d Cree Ida visit fol rmmdrrd infirm aatiow 3) Briefly describe your proposed order process. Please include enough detail to support your ability to report quarterly sales to NJPA. For example, indicate whether your dealer network is included in your response and whether each dealer(or some other entity)will process the NJPA Members' purchase orders. All purchase, orders ,are processed by Altee Industries, ;as we awe a factory direct doinpany. We prefer as process � whereas NJPA mcrbcrs tssrs orralmse ordots directly to A t ce Industries. Our NJPA quotes/orders are flagged in our system upon arca@ida and a report is run each quarterto reportort this sales r dlwrtaa to N,t1 A phis process as the respr�wrrstlrrlaty dal a teaaan at our corporate office with visibility dmf otmr wordwidew operations. 4) Do you accept the P-card procurement and payment process? if so, is there any additional cost to NJPA Members for using this process? i Page 195 of 371 Yes "'C accept V-Car(L Vhcry is a [CC ot,3"`'4 f0r,CrC(fit transaoions t.ised ior the purefmsc: ofmaljor uldis. Ammil 5) Describe in detail your manufacturer warranty Program, including conditions and requirements to qualify, claims -ucture. You may include in your response a copy of your warranties, but at a minimum procedure, and overall sti Please also answer the following questions. 111case see attached waimmy documents for details tai supplement the answers (0ox%,. Do your warranties cover all products,parts, and labor? Yes, our standard Nvarranty is I year paiis and labor, with 90 days for trawl. Additionffly it 41CILRICS az ht16161 lifetime warranty on shuctural componenis on all out, equipment except 1"Ot Hoom 'I tuck Oanes which are 5 0 Do your warranties impose usage restrictions or other limitations that adversely affect coverage? No restrictions, however products rnust bc operited nand mairrudned in accordance with MCC operators ind maintenance manuals,programs,and huliefins, 0 Do your warranties cover the expense of technicians' travel time and mileage to perform warranty repairs? Yes, standard warranty is 90 days Ibr travel charges. 0 Are there any geographic regions of the United States for which you cannot provide it certified technician to perfbrin warranty repairs? How will NJPA Members in these regions be provided service for warranty repair? No, Altec empk)ys Mobite Scy6ce 'reanitians i�i afl So states and Canada. We own and operate 37 servicc- filcilities across the (Jnited States and Canada, It be the menther's decision to schedule a Mobile Service ye,(:hnitian to come to thch site or schedule, in shop service. In either case, 1-877-60 AlIT"C(1-877-462-5832) is our dedicated number I'or members to speak %vith their local Parts, Mobile, m Shop Serviec represcritative, 0 Will you cover warranty service for items made by other manufacturers that are pail of your proposal,or are these warranties issues typically passed on to the original equipment manufacturer? Products not manufactured by Altee kvich are supplied by Altec on special ordo,would bA.'COvered under the manul'acturcr warranty, This wokfld include itenis Such as hl%erters, coinpressors, hfigales, generators,etc, a What are your proposed exchange and return programs and policies? Parts ordered ill Cri'm m no longcr iweded can Iry retumed, Il`it was an enor on Altec s,part oi other%k1sc nol the cusloioeCs fault the 10'% restocking" fee will be kt�aive& However. due w [tic nature dal'our equipment and the devaluation thal ou ccru s pon fitic-/registration, there n is o exchange or retupf-og ill 'rain fm equipment sales' 6) Describe any service contract options for the items included in your proposal. We have included Service contract packages for nicruber consideration "I'llese iticlude I'M Inspections w several Aliftreill inter rIls' D()'T inspectiolls, Dielectric"I'ests, Pricine,Deliver v Audits,and Administrative Fee 7) Provide a general narrative description of the equipment/products and related services you are offering in your proposal. A scleciion ofatrial devices wilh standard service 1)(Kfi(S and Chili(JUMP b0diCS ItIMMIC(I Oh CIMSSiS A selection of derrick devices with Standard Service bodies and chip dunij) bodies,mounte(i on chmsis A selection of crwics and truck•,rnourited hydratific cranes A selectioll ofpressurc diggers. A selcotion ofeable placers, stringers, tervsiolwrs'and pullers A selection of wood chippers, A selection ofservice bodies mounted oll clMssis. Page 196 of 371 A selection of clip dualp bodics mounted ol) Chd'ssk. 8) Describe your pricing model (e.g., line-item discounts or product-category discounts), Provide detailed pricing data (including standard or list pricing and the NJPA discounted price)on all of the items that you want NJPA to consider as part of your RFP response. Provide a SKU for each item in your proposal,(Keep in mind that reasonable price and product adjustments can be made during the term of an awarded Contract. See the body of the RFP and the Price and Product Change Request Form foi-more detail.) l isle Item N oposed Contiact Pricing plus$2/inile(Jefivery charge(CONUS only). '11to pricing proOded inchides a discount ofNitween 31'o - MIAMI. Sce attached A LTEC R UP 0 124 18 Pricing- Not For Distribution, d", pricing in this docuoiieta is for the purposes of dais bid only and is not for distribution, Ahec is also includinp ALTFI(" 14 FP 0124 4 8 Pricing, this is the only document to he (fistribwe(L There is no snore aggressive pricing available in 01e country fol Cooperative ptockircruent organizations, slate purch"'Ising departments,GPOS, nluaieipalifics, universifies, ot scluufl dislfics, 9) Please quantify the discount range presented in this response. For example, indicate that the pricing in your response represents is a 50%percent discount from the MSRP or your published list. Line [tern List 11ticc less 311" i, - 511,,i, Discoum L N(qx)sc(1 Contrac,t Mce, Proposed Contract Price plus $2hnile dclk�ery uharge(CONUS only) Sec anached A11TV 10//01418 Pricing - Not For Dislribwion Htere is no woore aggressive prichig available in thil"counity for cm)perative, procurenient organimlions, stale purc1wsinp deparhnewi, G110s, municipalkies, universities, or school districs, 10) The pricing offered in this proposal is a. the same as the Proposer typically offers to an individual municipality, university,or school district. the same as the Proposer typically offers to GPOs, cooperative procurement organizations, or state purchasing departments. better than the Proposer typically offers to GPOs, cooperative procurement organizations, or state purchasing departments, other than what the Proposer typically offers(please describe). 11) Describe any quantity or volume discounts or rebate programs that you offer, 2-5 Units: 11'(, Discount from Comract Vt ice 6-10 Units: 1.5%, Discount from Contract Price 11-19 Units: 2% Discount ficirm Contract Price 204 Unit 1131)at Time ol'Order Note-, Units niust be identical to qualify fin quantity rebate., 12) Propose a method of facilitating"sourced"products or related services, which may be referred to as"open market" items or"nonstandard options". For example, you may supply sucli items"at cost"or"at cost plus a percentage,"or you may supply a quote for each such request. A11TV will utilize and Open Marko seklioft 1,61,ckWonler to bV able to Customize e(JUIPITIC111 as needed, HIC items in our Open Mattel section will markedat 2(D �'o aNwc Altec cost and presented on a uniqueqtjotc foreacli opportunity for CLISIolncr review. 13) Identify any total cost of acquisition costs that are NOT included in the pricing submitted with your response. 'Phis cost includes all additional charges that are not directly identified as freight or shipping charges. For example, list Page 197 of 371 costs Im-items like installation, set up, mandatory training, or irritial inspection, Identify any pat-ties that impose such costs and their relationship to the Proposer. Delivery is the only cost neat included ill pricilklt. It applies,to aH custoruiers awl the price is $2 00/ mile liar CONUS, Quotes wouid Tict"A to dmic 1,61°aftytllilig owsidc of the("(NUS and wilt be priccd at or bcfmv 1161 marko vahu�, 14) If delivery or shipping is ail additional cost to the NJPA Member,describe in detail the complete shipping and delivery program, Mice has a tearri of driwvis that work for us, We %0H also cowaracl with approved arid wetted third party drive away companies to deliv,Cr our c'(pliprilent from our 111ami rao k1l.ing facilities to the cu,,,00nrer site. Delivery is aiadditiowd $2,00/mile and will be cak-Aoed at time ol"quote for CCNU S. Anything outside oft1w CONOS would be comracted throti�!h a third party compally aild would rict-d to be priced at time ofirtitial quoic to cusloarei, Pricing will he at or below fair maiket vOuc All partics parliciliatuip in dchvery ofequipmetil will rnect ccrtaiti irmirimce alid hability requirelfreirls, 15) Specifically describe those shipping and delivery programs for Alaska, Hawaii,Canada,oi-any offshore delivery. Canada deliveries will tw dri%xrl to customer site by approvd atrd vcucd third party drikv away cornpaiiics, Alaska, Hawaii, and worldwidc delk,eries %ill be coutracted flu-migh a third paity company alid would ueed to be priced at filne of initial quote to clistonwr wilt be at or hcfowkWr imarkel ratc, All parties parl icipat i rig iti dclkerly of equipulefit will Ric'et cCilaill insurimce arid habdity requlrements, 16) Describe any unique distribution and/or delivery methods or options offered in your proposal. Alrec Industries has n1ailufacturing fa(:ilifies located throughout thus country. If cumomer has a requiremew fora "regiotlal build" they cwl indicate this at tirric of quote and we N6H he happy to accommodale, 11'eustomer has atly uniclue delivery requirements (such as loadirig equipment on it ti-ailer for dclivery, etc), Oicy can indicate at time of qtj()jcajjj(j wee will be happy to acconallodate 17) Please specifically describe any self-audit process or program that you plan to employ to verify compliance with your proposed Contract with NJPA.This process includes ensuring that NJPA Members obtain the proper pricing,that the Vendor reports all sales under the Contract each quarter, and that the Vendor remits the proper administrative fee to NJPA. We currently nin quamerly reports for NJPA orders aud compare the customers mt this list with illembers lisledoll NJI'A's website to vcq,ify cuMonlers are members. Our]echrrieal Sales Retnesentative's that prepair NJPA quotes for �f our customers gO through training ora the quote process,and our quote ternplate is up to date arrd posted on.our iritellial company site, ()lot,Account Ma rtagers must Map the truck as arra NJPA quote in our systein in order tco receive NJI'A 18) Identify a proposed administrative fee that you will pay to NJPA for facilitating,managing,and promoting the NJPA Contract in the event that you are awarded 'a Contract. This fee is typically calculated as a perceritage of Vendor's sales under the Contract or as a per-unit fee; it is not a line-item addition to the Member's cost of goods. (See RM) Section 6,29 and following for details.) Altee Iridustries would like to propose a l',1/0 pityrn(mi to NJPA ori all orders, Industry-Specific Questions 19) Describe how the equipment you propose in response to this RFP simplifies the operation for end-users. For 89 years Altee has treoi desigtiiugaird raraaurutaac&crriraff equipment with the eiid user iii mind. We watit operators to kkork "Safi:t and Suiailer", and our,equipment helps there by incorporatirig ow expetierice aml "voice of the customer" irlput (111rilig tlw desigil phase ol'our products, Additiorially our Sales, Serkrce, Mobile (Service, and Parts uetworks all beiiig comprised ol'Altec employees triemis that therc,, isa single NK"' tsar tile customer when usiq! Aftec equipment ifatiy questions or issues arise, 20) Provide examples from your product offering that are not available from most competitors in this industry. Page 198 of 371 Allec is tire only company in thc uiar ket that offi,,rs Aci iolk, Derricks„ Boma: frock Cianes, (,'hippcis, Knuckleboom Cranes, and Service /Chip [milies in the Same response to this RFV, We aie industry kNaders with our JFMS Hybrid -cd�)a(:k From om customers regarding what tec[lnolopy' and our prodlic't development teatn"; c(r,IstjjjtEy puttiny fi, to develop nem, We arc vcry, proud (&our lso(prip control han(flc on our Acrial Devico�, which is tiot availaiale fi-orn anyone else. 21) Explain how your equipment in this category reduces down-tinie on the job site. Advanced eng,i ricer inp,,and rigorous testing make ltea equip inent (lie industry leader iii driritNlky. Whelr iSSHOS arise, the Ahce Ser6ce Oroup hrawer ver 100 MobSi, ile ervice'ye(,,hniciann s ationwide thare at wailahle to be deployed to your lo(qdion, Mobile Service technic marks' ate cqtiippcd with the trucks and tools nt:Cded to gel Vour equipment soviccd and back on the road its Soon as possihle' They providc'F(nt-site warranty, service and preventative Imlintenalic'e Solutions for oul Customers Additionally, Altec', While Scrvickhas 24 hour evnergeywy assistance, as well as emergeiw,)) stonn eovcrage- 22) Explain how your company has integrated technology into your equipment to provide efficiencies and analytics to save time and costs on the job. Allec 11,As pannered with a telcynatic's provider to ploduce a scries of Chass 5 aerrai deviccs eqnipj,�)ed with enhanced techilc4ogy, Safety featrwes and operating efficierrcy. I'he"connected" bucket trucks include soku paneK digitM license plates'111(i ltltenwt connectivity via it mobife heat Spot, Many of(Kir cirst(gnets tisc our Radio Rcmole Contu)ls to Operale,our equipnient, This ofien givcs�lw or)el'alOy irnproved visibility of akork bckq! pei lortned as well as allows theM to 1101) %00'1 other tasks required inste-ad of Sitting in an operator M:at' Our Cranes are equipped with Ahec- LMAP(1,rracl Monlent and Area p1,(qectjoti)systems which display all infbrniMion abortil flic ritachine and load on hm., at ary giV01 tinlc. 1101)44! 890'e lirlie on 1110oh Additionally because we oll'cr as hill produci line, it may be ciisier 11or opetwors io become fiarnihar with out equipment and cross (raill loctweell our different product htwcs 23) How does your manufacturing process eliminate waste and tion-value added options to keep price increases to a minimum? Aftec is kccnly 16CLICS on efinfinitfing wastv and non,Wvalue addcd processo-s, while keeping price increases tee as lninirflunlo We achievc this by running Rapid Confintlows, Itilprovenivnt and maiwaining as (Used Loop Qklalit', System Addit tonally we use; thea 8-1) Problem Sol ving System and our production sitcs have implemented like it inamd"acturing, We use our economies ofscale to negotiate Givorabic Kanhan scheduling system fin led a FIFO System 1 )1,Pails that we stoc� arrangenlems froar our Suppliers,and utilize 24) Explain how your distributors are set up to provide service and support for equipment in this industry. As a factory(firect colliplily wee &) rlot use distributors, 25) Identify how your products,services and supplies address the scope of this RFR 'I tic range ol out product offering Altec stives to be a frill title / ft'll was providei to the Public Oility Nlarket� allows custotners to truly have a partner in their industry, with one Contact Cor their utility Cquipment needs, Throu�-h (lie years Ahec has denionstrotcd ourability to meet and exceed tile cx[wctations(4 out NJPA customer's and we hope to further stretagthell out relationships through this RUT, _ _ .Date -"7zo Sif4iiature: ............. Page 199 of 371 1 60 11 r+Mi=nlr,�N6 FORME CONTRACT ACCEPTANCE AND AWARD °x 3 JPA Natluml Juim Powen Alliance PURC"A's, U (Top portion of this form will be completed by NJPA if the vendor is awarded a contract.The vendor should complete the vendor authorized signatures as part of the RFP response.) NJPA Contract #:012418-ALT Proposer's full legal name: Aliec Industries, Inc. u Based on NJPA's evaluation of your praposat,you have been awarded a contract.As an awarded vendor,you agree to provide the products and services contained In your proposal and to meet all of the terms and conditions set forth in this RFP,in any amendments to this RFP,and in any exceptions that are accepted by NJPA. The effective date of the Contract will be March 14,2018 and will expire on March 14,2022 (no later than the later of four years from the expiration date of the currently awarded contract or four years from the date that the NJPA Chief Procurement Officer awards the Contract). This Contract may be extended for a fifth year of NJPA's discretion, NJPA Authorized Signatures: Jeremy Schwartz N JFA. ?IR. :1 C?It Of C.._ PERA71VE CON RAC h INAME PRINTFEJ OR T1PFD) A.HD PROCUREMEIJT/ 'J SIG3€A _..� Chad Coauette i IJFA EY.EC1TTiVE D1P, TCTTtICEO$MSWATIIRE (NAME PRINTED OR 1)'111) Awarded on March 12,2018 NJPA Contract# 012418-ALT Vendor Authorized signatures: The Vendor hereby accepts this Contract award,including all accepted exceptions and amendments. ' Vendor Name Aifec Industries.Inc e Authorized Signatory's Title Contract Specialist Riley Browne VLI.$L,, A�11"RIZEO SIGrlATI)R{ (NAME f'R1IJTECI GR TYI'E(1) Executed on_March 12 2018 NJPA Contract# 012418 ALT Page 200 of 371 Ito 11R St€BINIISst_ON( 8t1"(110,1S,1. f — --- --- BedronicCbpy Ched<when Hard Copy Required tbquired-CD or Completed Contents of Your Bid Proposal Sgned and Dated Hash Drive Form A:Proposer Questionnaire with all uestions answered completely X-signature page only X Form B:Proposer Information X Form C Exceptions to Proposal,Terms, Conditions,and Solutions Fbquest X X. Form D Formal Offering of Proposal X X Form E Contract Acceptance and Award X Form F.Proposers Assurance of Compliance X X Form P Proposer Questionnaire with all questions answered complete) X si nature page only X Certificate of Insurance with$1.5 million coverage X X Copy of all RFPAddendumsissued by NRA X X Priding for al Products'Equipment/Services w thin the l;FPbei n ra osed X Entire Proposal submittal includingsigned documents and forms. X All formsin the Hard Copy Pequired 9gned and I,u Dated should be inserted in the front of the �y submitted response,unbound. Package containing your proposal labeled and sealed with the following language: "Competitive Proposal Enclosed,Hald for Public ening XX-XX-Y)M' Fbsponse Package mailed and delivered prior to deadlineto: NYA,207212th St NE as les,MN 56479 ' 45 Page 201 of 371 i I1 C:Ii'r!"w 1Whr19tDgt_f" I,iC l,wr)1'p))'ftC)1JtiC I ( 9y1�#i"v`R»E I )LIFTS FORM Section f. Instructions for Vendor Requests for product or service changes,additions,or deletions will be considered at any timc throughout the awarded contract term. All requests must be made in writing by completing sections 2,3,and 4 of this NJPA Price and Product Change Rec nest Form and signed b an authorized Vendor representative in section S. All changes are subject to review by the NJPA Contracts & Compliance Manager and to approval b NJPA's Chef Procurement Officer. Submit request through email to your assigned NJPA Contract AdmuustraYor NJPA will determine whether the request is 1)within the scope of the original Rk'P, and 2)in the best interests of an NJPA d NJPA Members, Approved Price and Product.Change Request Noris will be signed and emailed to the Vendor contact. The Vendor must complete this chan,e request form and individually list or attach all items or services subject to change,must provide sufficiently detailed explanation and documentation for the change,and must include a complete restatement of pricing documentation in an appropriate format (preferably Mfcrosoft417 ExcelCt ). The pricing document must identify all products and services ern offered and must conform to the following NJPA product/price change mimingg�convention: (Vendor Name)(NJPA Contract#)(effective pricing date);for example,"Acme Widget Company#012416-AWC eft.01-01-201,7." NOTE: New pricing restatements must include all products and services offered regardless of whether their prices have changed and must include a new"effective date products the pricing documents. This requirement reduces confusion by providing a single,current pricing sheet for each Vendor and creates a historical record of pricing. ADDITIONS, New products and related services may be added to a contract if such additions are within the scope of the original RFP. DELETIONS. New products and related services may be deleted from a contract if,for example,they are no longer available or have been modified to a point where they are outside the scope of the RFP. PRICE CHANGES: Vendors may requesk price changes if they provide sufficient rationale for the change. For example,a Vendor that manufactures products that require substantial petroleurn-related material might request a 3% price increase'because of 20%increase in petroleum costs. Price decreases: NJPA expects Vendors to propose their very best prices and anticipates that price reductions might occur because of unproved technologies oi-marketplace efficiencies. Price increases: Acceptable price increases typically result from specific Vendor cost increases.The Vendor must include reasonable justification for the price increase and must not,for example,offer merely generalized statements about an increase in a cost-of-living index.Appropriate documentation should be attached to this form,including such items as letters from suppliers announcing price increases. Refer to the UP for complete"Pricing"details. Section 2.Vendor Name anti Type of Change Request CHECK ALL CHANGES TRAT APPLY; AWARDED VENDOR NAME: ❑ Adding j Products/Services vices ❑ Deleting Products/Services ❑ Price Increase NJPA CC)N'fIt.ACI`NUMBER; ❑ Price Decrease i 46 I i Page 202 of 371 i Section 3, Detailed Explanation of Need for Changes List the products and/or services that are changing or being added or deleted from the previous contract price list, along with the percentage change for each item or category. (Attach a separate,detailed document if changing more 0 than 10 items. V i Provide a general statement and documentation explaining the reasons for these price and/or product changes. A'XAMPLES: 1) "All pricing for paper producis and services are increased 5%because of increased rax,material and rransporlation costs(see attached docsunentation of fire!and raw materials increase)." 2) "The 6400 series floor polisher is being added to the product list as a new model,replacing the 5400 series. The 6400 series 3%increase reflects technological changes that improve the polisher's efficiency and useful life. The 5400 series is now included in the "Hot List"al a 10% discount roar the previans pricing until the reinaining inveniw!y is liquidated." If adding roducts state how these are within the scope of the original RFP. If changing prices or adding products or services,state how the pricing is consistent with existing NJPA contract pricing. 47 Page 203 of 371 u r i 's Section 4, Complete Restatement of Pricing Submitted l A COMPLETE restatement of the pricing,including all new and existing products and services is attached 6 and has been emailed to the Vendor's Contract Administrator. Y u. B Q Yes ❑ No Section S.Signatures Vendor Authorized Signature Date Print Name and Title of Authorized Signer 3 Jeremy Schwartz,NJPA Director of Cooperative Contracts and Procurement/CPO Date 48 Page 204 of 371 NJPA Appendix A NJPA The National Joint flowers Alliance' (NJPA), on behalf of NJPA and its current and potential Member agencies, which includes all governmental, higher education, K-12 education, not-for-profit, tribal governmental,and all other public agencies located in all fifty states, Canada,and internationally, issues this Request For-Proposal(RFP)to result in a national contract solution. For your reference,the links below include some,but not all,of the entities included in this proposal. httjjL//�v wmsaGoverninentlCit ies.sh till I ov/Ag �Ioballotcator/ &Lv/Q!L nilLtiit/'I'ribii-Sites/iii(tex.slittilI -A. �ye� leticLes/State-and-'I'ei-ritories.shttiiI jLttp�4Avww..nr a. o aboqlIgCtric-eo0, eratives/member-director Ore on I lawaii 49 II Page 205 of 371 8 AVpendi,B�Nblk l&ebd'M,i-1,,t for NM(M.S!„Off.\VA V' M.ut,o V'4�e.+nn x1 14m �A lams- R 5.l4uu+.[y ID u'a. ell w'.v..rrcu.,mr 1 .aft r w � ra,k+b.wx M+mustvmna .6.rt.x.y fere 1 M y mr a Y frvMIXvku+L> Yn6xrns �,u Mrpu, NYcYN5d� 4 rYnY4l h+.'u* Ury rinaf+a (kyullk:li.m.. Uy rcrY f M + Y + b 5 Z r Y ht T nm 1 f Naa f .PaY y ',a i a,Y v,Y Mr..n 4 rNyalfY&'urns lar. t Y,bnx, W 4r aftY�uraw A l4y�a+ch�n Vn ra 5 a Yt Pwn,..+.r [hpelW,N<r+w tX+v«Yf1 q+ rNYa(EcI.M![�a. 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NnLrXr vw W+aluBdr+V b.aS Mxa+.S vX tnvn na comI at T�n IL Iw e„ m aor mat,bP!wolIDa {v. rrr k M vr.W.0 f4,'A<u lmnr n.r I Vh VMS mine n.b v ru Y' w Ye.ervlt4 x .n:w.ehe MArf tw ern..'Mr xrrrv2G�zvMtrXr ..�xe,Mxladv MIrNN FYmea 6vuv3aw to aeVtr,uv wn nnx/mrba+vY .rcr IDwp24� r rrtx,«m mrm nN.m S eva.rt YIA.w M.W M u to MEEK, Y u w .aefri.'MxW er,i ar a.Ao,M Yin w S,.�L Rm.n k rr I+mY la vvrtl .rafa:rmsuX uA Hiveer .oafl.'mW .ns uealYrvroMb R re 5X2,W,rk mr,+vx)w M.n.r Yxna(lVi:+xu fae!!wG d r.r�n b„.b e r �nAa 1� (u fF.F n x mu Avnbwrr 4..a,b +rvmmlu.n.rrr fen ma.rce bwb n.Idermmm.e nXms rIDxwA..emw,m auumn tx wrxfxb.f..k caur I I Page 220 of 371 I =21 I I zr as Q'mnRNc]G�Jr ss m moire 17 T=- z""r v= Tzm- Page 221 of 371 Alberta Purchasing Government" "l�if"C;Connection �f ib�r�in pobliUtility With Related sW01"Ry,,�. �.... ,..��.... atw�br tRtl° " � Inure Accessories and"Stu hes es r�,�M�ajgwd �m ��awp _ __ !' .... . ..�raowuvw%mw O"M ww m mllwmOO W*ON ulweaw 'a %r° nremW+4.,mw+ *O("IwNfv mwmWw matmw - - WWlww1 wi Vev*k Ww nrv�ro6wmme wwmMwwwdlW rkaww Fra muww aw,°am .^:w wr,r�v�m,�' 4k,11 uMa Xwrc O),O'S"'R,"w J�"(kw err Mw 'W,w em4wOdw W aW WoMAVIO Fwsmmuo ullw*w alr "I"pod 1pWa dWlu'r✓w;Soi Gm'4 w.`w nW.WIwW WAw W,'MwA?wM1rv9vYM WVw 44➢fIYmMY.0 wlN M 711,00 aloI Wwa wwW"ftmimn"gh w"Wr Wa *1410,84/1"'A N WWOO hil Ow � uW 0, As 210,17 1#7 VVI a�MWrPoe✓cun"�f 811 rroY m°"m w""w-WWwea r NeaV�m'aw"wam�wl,.e'lVwaw.. woe N0016w. 342ww tlrJ7^.$W'M uiwW &wwW M. a pawa g, plrwJwsawmw 0.etllwfdWl 'VtW^WM+''N ww N)0"Awww t�N V,mrw Mme flww$[�l r,Vwvrrwrv9W WA dM!MBaww IRA,"K"PliliM Mbw'w'.w 1,411(l m e41w hq$0 ANAaaM+AJ,POO AVOWIVOW rvow" KW"Iw,im eW&VIA W�' mWv kw � I 0 640Wwp, WewmroaW Of"'AW04'W 2'+bgmmu W C',V .ftw.A C 0we )V50,30 'vo"F lm m a6wllm Wr°aWIWm1'aW W NdWNGlllU9'UIwVt V41,14a 4m umouw'w,5 h WrAwIIWVe w` �davmw,hewWew,'N'w,wW Wit�.+rvwuiW u9wawwlW awMIPYI�wwWw,MawwWn www�'Wa61'a�mmwW wp:'Mdw.9 aWNM'Mi�l Wa°WiW 04I MweiVwW,0781 1p wduwH",wewwa,iNF,,101llW Www nllw awMarww WawmW,�4wawW;; WMa rpvm. ft"4141w,kp*m �wWw A 4144IO ��wwPW a 11% mwMw,u"I X4,p)*M kk"AWWo CfWntorow' wmw!, AYde,Wd a vow PAWN mow ,O do"Ol, 6 W:uuw it Crwiw e-00,C.mlraww 4e4mv and WMw,W'rams,"la es VO4 W fteV*A WMM ,KYAWk w k'awwro"',400*1 OWwmsw,w mW w"011R; 12012017 Biddingo-Leading e-procurement portal for public and private sector bids s Nuruu > Wtof Bids > Bid Informalfori Bid Information Mending Biddingo Approval Bid Information for 012418 Bid Number 01.2418 Bid Name Public Utility Equipment with Related Accessories and Supplies Published By National Joint Pallor,Nuance Solicitation Type Open to all suppliers Contract Type RFP Procurement Name Procurement Published Dale 121W12017 Closing Data 0.11241201804:30:00 PM or I Country 8 ProvincelState Ontario,Canada Region 8 City , Bid Type Goads,Services Group Estimated Contract Amount $0.00 I Remind Notice Date Not Applicable Publish Option NIGP Code Value Range Not Applicable Giant Departments Accept questions Not Appacable Tonder Area Requirements NDARaqulremant Not Applicable NOIDato Not Applicable Site Meetings Not Applicable Bid Advertisement NJPA ,1141-1 Joint 14>veme Alli-CO Public Utility Equipment with Related Accessories and Supplies 012410 Closing Date:01/24/201S 04a31)7OO PM CT Detail: The National Joint Powers Alliance4i)(NJPA),on behalf of NJPA and its current and potential member agencies,which Includes all governmental, higher education,K-12 education,not-far-profit,tribal government,and all other public agencies located In all fifty states,Canada,and internationally, issues this Request For Proposal(RFP)to result in a national contract solution for the procurement of 11012418 PUBLIC UTILITY EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES.Details of this RFP are available beginning December 7,2017.Details may be obtained by letter of request to Chris Robinson,NJPA,202 121h Street Northeast,P.O.Box 219,Staples,MN 56479,or by e-mail at RFP(),nipacoop.org.Proposals will be received until January 24,2018 at 4:30 p.m.Central-lime at the above address and opened January 25,2018 at 8:30 a.m.Central Time. I I Bid Document No Brtd Document Selected Selected Categories(Biddingo Category) -^unclassified Categories Miscellarieeus Items - ......___ Miscellaneous Bids PocxCed vAkhlm this catagory are not classified in true exis1ing Bdddingo categoole�, Attached Bid Documents Mips:/lr2cow.biddirigo.com/viewVerification/37780411286396 112 I Page 223 of 371 12/7/2017 Biddingo-Leading e-procurement portal for public and private sector bids Name D—Opflon SN. P.O. NDA ',. R.qulmd 0....0 nl No Fila Aftached Invited Bidders N.,-I EnW1 Address Ph— Fax SUPPORT(Domilo,d T,,I,I,g Ma-als)t it https://r2cow.biddingo.com/viewVeriFiication/377804/1285396 212 Page 224 of 371 AFFIDAVIT OF PUBLICATION rn OFFICIAL DJC - 921 S.W.Washington St.Suite 2101 Portland,OR 97205.2810 (503)226-1311 STATE OF OREGON,COUNTY OF MULTNOMAH—ss. 1,Michelle Ropp,being first duly sworn,depose and say that I am a Princlipal Clerk of the Daily Journal of Commerce,a newspaper of general circulation in the counties of CLACKAMAS, MULTNOMAH,and WASHINGTON as defined by ORS 193.010 and 193,020;published at Portland in the aforesaid County and State;that I know from my personal knowledge that the Goods and Services notice described as Case Number: NOT PROVIDED 012418 PUBLIC UTILITY EQUIPMENT WITH RELATED National Joint Powers Alliance;Bid Location Staples,MN,Todd County;Due 0112412018 at 04:30 PM a printed copy of which Is hereto annexed,was published in the entire issue of said newspaper for I time(s)in the following issues: 12/8/20117 T14E.NATIONAL JOINT j pOWEFIS ALILIANCEO(NJPA) PUBLIC unLFTY EQUIPMENT WITH RELATII!D ACCESSORIES ANOSUPPLIES 201 I Proposaladue4:30prn,Stale of Oregon 0 County of Multnomah FlIEGUEST F R PROPOSAL The National Joint POWSts A"i5nC08 INJPA), an behalf 01 NjPA ancl Its SIGNED OR ATTESTED BEFORE ME current and potential Msffftf agen`609. whkb Induclas at govomcnental.Nghar ON THE 1st DAY OF February,2018 aducation, K-12 aducatiam W-10(PrOfit. tdW Vwernmenl, and an othor pubk agoncles toasted.in all litty states. Canada,and Intarnallonally,issues L45 Request For Propmal(RFP)to result In a rational oomsct solution for the procure- rnent-of $012410 PUBLIC UTILITY MichelleRapp EGUIPMENT WITH RELATED ACCES- SORIES AND SUPPLIES.Details of this RFP am availaVa boonning Decarrhor T,2017.DeWle mar be 013181MG4 by 10ttsf Of nXVt$t 10 Chris Rdbiflg0n,NJPAI 272 JM Street Norltwa5l, P.O. Sox.219, Staples. MN W79, or by Q-Mll at Notary Public-State of Oregon AFf'oriloacoon 9. Ptuposats will be received unta January 24,20I0 41 4:30 C..W Tkne at the above address and opened januoiy 26,2018 at 8:30 ,Lin.C.ru-.I.Tba,P.1aaso sea Who this OFFICIAL STAMP pertains to tLefe.. Ij SFLAtj miCHELI FARMER N(YrARYPUDILIC-OREGON Published20117. 11461876 COMMISSION NO,95MI MY COMMISSION EXPIRES FEBRUARY 27 2021 o Kim Austin Order No,: 11451876 National Joint Powers Alliance Client Reference No: 20212th St NE Staples,MN 5B479.2438 it Page 225 of 371 i National.Joint Powers Alliance ::-Public Utility Equipment with Related Accessories and... Page 1 of 4 i I H--(/leper St va Nrcha.vn(1 4Y omea Wndo,>(.nm,l G fWrdirnf>Intulwnsr pbMlaUily E'quwpment.uh FWetrA Acmasorieamd%ppti.a ST,a fai Cooperative -Public Utility Equipment with Related Accessories Purchasing and Supplies The Nahonal.bint Ebwers AlllanceS9(N,PA),on behal(of NPAarid its current and potential member agencies, Procurement Flores vothich Includes all governmental,higher education,K-12 education,not-for-profit,tribal government,and all N.-..UUs....................,..........., wut other public agonies located In all fifty sCaCes,Canada,and internationally,Issues this Request Fur Roposal „,,,,,,,,,,,,,,,,,,,,,,,„,-„--__,_,,, to re:wil in a national contract solution for the procurement of#012418 PEJWJCUfINTY n3UIPMENTWITH Aftlran-a&fL,Werishlo FELATF3)ACCOWRESAND SUPFUES Details of lhie Weare available beginning Decernber 7,2017.Details may ••••-•-••••-••••••-•-•••---•----•---••-•••• be obtained by teller of request to Chris Flubinson,N^262 12th Street Northeast,P.O.Wx 219,Saples,MN &coma a Member 56479,or by a-mail at FOI@cjpacroop org.Proposals will be received until January 24,2018 at 414 p.m.Central ................»,,.,..........,__........ Time at the above address and opened January 25,2018 at 8:30 son.Central lime. Member R,.a ”""•`•""."......-"-.........."-""""`" Pre-Proposal Conference:January 9,2017 at 10;00 am CT Haramaa Vendor Sealed proposals due',January 24,2017 at 4:30 pm CT Cx,t to Mnorr NIIA Proposals will be publicly opened:January 25,2017 at 8:30 am CT Current E Ponding Soliolationx NPA reserves the right to reject any and all proposals. htdOnlle Quantity rc.Tt T9 Obtain RP documents do one of the lolloveing. Condrurdion(arstmaing 1,Email rrp@njpacooperg,an email will be sent back to you with the documents Systernsandrelatedsowk,sa 2..Send a letter of request to National.bint Powers Alliance: -Auiorrative add Tfu,k AtUx:Flocure .t Department Fasplaoement Parn crud Tours 202 12th Street NE,°3aplss,MN 56479 wAh Fklated rqupma t, Ozmple(e the F*P Document Request Form belay,thisvAl redirect you to a page where you can get the documents immediately. Acoessades.and Serviess _ Vendor Name:" ' ._...___ -Dass 9,7,and 8 Criaou'.s vAf h Vender Address:" Fl#.ted Bletprnent.AX"ones, .__,.., Vendor C10.y:` rad Services Vendor Sale'.` ) -Mkh-Nneb.n Coacis, Vendor Zlpcade:` 1____ Flinterts,and N,uigymarl Canted Name:' Contact Eman,' I - Dole.Courier.Overnight, -- '. Vendor f'F,ano Number.' bound Delivery W91dlrs Subritit. S.rvices -E evatnra,r w t.ra,.,it Moving-11 with-.I. Bluer rent,S odofe, fiver sones and Supoiies I -Forklifts.Lift Trucks,add Waited Mate-ria Heeding Equipment,Altmchm M4 Aske—,..,,,and Eiuvicas ,.Pest M anagemand with ras'atsd Bodud:s and S±rvicas -Classroom Audio Technology Equipment With Related A weoucun 3rvirss,and E"ruPatvs Pubic Sasty and Emergency Management W.laad I i https://www.n jpacoop,ot-g/cooperative-purchasing/become-vendor/current-pending-solicita... 12/712017 i i I I I Page 226 of 371 u 012418-Public Utility E ui men[with Related Accessori... Notice Basic Information Estimated Contract Value(CAD) $999,999,999.00(Not shown to suppliers) Reference Number 0000073337 Issuing Organization National Joint Powers Alliance Solicitation Type RFP-Request for Proposal Solicitation Number 012418 Title Public Utility Equipment with Related Accessories and Supplies Source ID PP.CO.USA.668485.C88455 Details Region Ail of Canada,All of Canada Purchase Type Tenn:2018/02/15 08:00:00 AM CST-202210211512:00:00 AM CST Description The National Joint Powers AllianceO(NJPA),on behalf of NJPA and Its current and potential member agencies,which includes all governmental, higher education,K-12 education,not-far-profit,tribal government,and all other public agencies located In all fifty states,Canada,and Internationally, issues this Request For Proposal(RFP)to result Tn a national contract solution for the procurement of#012418 PUBLIC UTILITY EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES.Details may be obtained by going to www.njpacoep.orglpendingRFPs.Details of this RFP are available beginning December 7,2017.Proposals will be received until January 24,2018 at 4:30 p.m.Central Time at the above address and opened January 25,2018 at 8:30 a.m.Central Time. Dates Publication 2017!12107 10:10:58 AM CST Question Acceptance Deadline 2018101/17 04:30:00 PM CST Questions are submitted online No Bid Intent Not Available closing Date 2018101/24 04:30:00 PM CST o Contact Information Procurement Department 218-834-1930 rfp@njpacoop.org Bid Submission Process Bid Submission Type Physical Did Submission V 0 0 u 0 I "r i B i 2017712/07 10:11:13 AM CST Page 1 of 4 6 B 9 0 Page 227 of 371 "e 012438-Public Utlli E ui ment with Related Accessori... Documents Documents Document Size Uploaded Date.z: Language How to obtain Public Utility RFP.dOox[docxj 12 Kb 2017112107 10:07:54 AM CST English V 'c 0 2017112/07 10:41:13 AM CST Page 2 of 4 [ Page 228 of 371 012418-Puhllc Utility Equipment with Related Accessori... s i Categories Selected Categories i ... ........._.... .... .......... ........._ .... ............. MERX Categories(5)... I N Services Services ....... N14 Utilities Utilities U Other Other l U Undefined Undefined G Goods Goods G22 . Miscellaneous Goods Miscellaneous Goods G6 Construction Products . .... ... Construction Produrts G18 Industrial Equipment €ndus#tial Equipment l 6 IJP 0 I� u u ti �j i g� G s 2017112/07 10:11:13 AM CST Page 3 of 4 d l 4 Page 229 of 371 i 3� 012418-Public LIOlity E ui ment with Related Accessed— Document Request List Document Request List s '• Organizalidn Name Main'Contact Download Date City P.rovincolstate No document has been requested yet. u i u ij V A I� B i B g 2017112/07 10 11:13 AM CST Page 4 of 4 l "r. i Page 230 of 371 o i i THE STATE MEDIA CO.,INC. j, Columbia,south Caroline AuNsller of .. The State Me&Company AFFIDAVIT OF PUBLICATION Ad N—aer 327043 0003422127 Public Notice The National Mat Po"r3 Alliance(NJPA),on behab Of NJ 1' Attention: Carol Jackson State of South Carolina NATIONAL JOINT POWERS ALLIANCE County of Richland PO BOX 219 STAPLES,MN 56479 Personally appeared before me, Lauren Libet,VP of Advertising of ...... ..... THE STATE,and makes oath that Public Notice the advertisement was inserted in ra.trason l,ro:.,IPRke'a The State,a daily newspaper of nrw�caa teiJPA).on 6.nan at WPA aadas W:m.a�appd010e�m general circulation published in the Ia PA ager :m lh dh+dudeR mgwc n r enG 1,hw*ar�a Kmma, City of Columbia,State and County K-12 etluf ttM.n0[-IMprUFe,r�Rf tao,.n,an.ra,.na.xouw wmo aforesaid,in the issue{s}of ec�a2 t«Rloa la.d anx alarRt. caaaae,nnA Mteau60110UJ.iLLatR ,c>n0.o am+-Ir1FP)to a Ma na noraaa3 cRq.vuaon luau»�anrr�mmeal PI4Pt241a WattC V7iMO ECiHPNiF I wJOSUPP'rES.ACCES50R�i:5 1 Insertions p RFP.. nev-jrghF] RFP are,2017,1. uMM ao- cuMcr 7,2617.aelaaa mar be�t- Pubtishod on: evN,.d b/leaard lav esl m ch rlob5,sa,.NJPA.202 t2u,st—Itrool Oe0embr107,2017 NNthean P.O.OaRate. MN 5ea79,wLy eruao PI rIPPO flFPCl4 pacooP.Ng.PNpa4�s wa(M 4.30 a re- la Jar,wry 2A.10Pt 4:36 Rm.CAM:613kea Y 0 .l9 ROW. *k.-M�BMJ Jdl ary 75.201t0 vt a3a•.m.G+nvaj Tlrcus. 3122127 Lauren Libel VP of Advert31ng Subscribed and swam to before me on this Ift day of December in the year 017 A11c on ranitam rtar�y Pvbkc My Commisaw Expires: 51072427 I •EmNS-rhe hooli y of the pabftheron accovat of errors in oromeslons from any a*artksemenl WN in no way excead the amount of Me charge for the spate =tjpWbythe iteminerror,and then . ':. only for the rust lncarecd tnsadioa, i' Page 231 of 371 'i TheThis document printed New York State Thursday,12/07/2017 Contract Reporter NY.S`off cial source of contracting opportunities Bringing business and government togethei- Contracting Opportunity ***This ad has not been published.It has been reviewed and pending publication. Title: Public Utility Equipment with Related Accessories and Supplies Agency: National Joint Powers Alliance Division: Procurement Department Contract Number: #012418 Contract Term: 4 years,with potential 1 year extension Date of Issue: 12/08/2017 Due Date/Time: 01/24/2018 4:30 PM Central Time County(ies): All NYS counties Classification: Utilities&Green Energies-Commodities Opportunity Type: General Entered By: Chris Robinson Description: The National Joint Powers Alliance@(NJPA),on behalf of NJPA and its current and potential member agencies,which includes all governmental,higher education, K-12 education,not-for-profit,tribal government,and all other public agencies located in all fifty states,Canada,and internationally,issues this Request For Proposal(RFP)to result in a national contract solution for the procurement of #012418 PUBLIC UTILITY EQUIPME=NT WITH RELATED ACCESSORIES AND SUPPLIES.Details of this RFP are available beginning December 7,2017.Details may be obtained by letter of request to Chris Robinson,NJPA,20212th Street Northeast,P.O.Box 219,Staples,MN 56479,or by e-mail at RFPonjpacoop.org. Proposals will be received until January 24,2018 at 4:30 p.m.Central Time at the above address and opened January 25,2018 at 8:30 a.m.Central Time. 1 of 2 Page 232 of 371 0 3 I Contact Information Primary contact: National joint Powers Alliance i Procurement Department a Chris Robinson Procurement Manager 20212th Street NE P.O.Box 219 Staples,MN 56479 United States Ph:218-895-4168 chris.robinsonenjpacoop.org Submit to contact: National joint Powers Alliance Procurement Department Chris Robinson Procurement Manager 20212th Street NE P.O.Box 219 Staples,MN 56479 United States Ph:218-895-4168 chris.robinsonenjpacoop.org ©2017,Empire State Development http://www.esd.ny.gov/ 3 2 of 2 I. Page 233 of 371 1217/2017 Public Purchase:Bid RFP 4012418-Public Utility Equipment wilt)Related Accessories and Supplies ChiI Iloflp Lor OLIt Home Browse New Bid Closed Bids My Stuff Tools Bid RFP #012418 - Public Utility [Switch to vendor view] Equipment with Related Accessories and Supplies NJPAi Bid type RFP Natian,ii Joint Powers Alliance' Bid Number 012418 Access Reports View reports on who l'itle Public Utility Equipment with has been notified of Related Accessories and the bid or accessed it. Supplies ( [Notification report] j [Access report] Start Date Dec 7,2017 10:31:23 AM CST f f 1 End Date Jan 24,2018 4:30:00 PM CST Questions 0 Questions 0 Unanswered Agency NJ PA [View/Ask Questions] Bid Contact Chris Robinson (218)895-4168 Edit Bid rfp@njpacoop.org [Create Addendum] 202 12th Street NE RO,Box 219 Staples,MN 56479-0219 Description The National Joint Powers AllianceG+ (NJPA),on behalf of NJPA and its current and potential member agencies,which includes all governmental,higher education,K-12 j education,not-fpr-profit,tribal government,and all other public agencies located in all fifty states,Canada,and internationally,Issues this Request For Proposal(RFP)to result in a national contract solution for the procurement of#012418 PUBLIC UTILITY EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES.Details of this RFP are available beginning December 7,2017.Details may be obtained by letter of request to Chris Robinson,NJPA,202 12th Street Northeast,P.O.Box 219,Staples,MN 56479,or by e-mail at RFP@njpacoop.org.Proposals will be received until January 24,2018 at 4:30 p.m.Central Time at the above address and opened January 25,2018 at 8:30 a.m. Central Time. Delivery Information Chris Robinson,NJPA,202 12th Street Northeast,P.O.Box 219,Staples,MN 56479 iI Pre-Bid Conference Date Jan 9,2018 10:00:00 AM CST Location Web conference Notes Details are sent two business days prior. Documents No Documents for this bid Customer Support:agencysupport@publicpurchase.com l Copyright 1999-2017 U I The Public Group,LLC,All rights reserved. htlp:/lwww.publicpurcl)ase.com/gemsNdfbidView?bidid-88559 112 I i I i i I Page 234 of 371 1 217120 1 7 Public Purchase:Bid RFP 4012418-Public Utility Equipment with Related Accessories and Supplies ""Public G11,01.11), if hitp:ltwww.publicpurch*ise.com/gernsibidlb!dView?bjdld=88550 212 Page 235 of 371 4770 S.5600 W. WEST VALLEY CITY,1)fAll 84118 News FED.TAX LDA 87.0217663 801-204-6910 PROOF OF PUBLICATION CUSTOMER'S COPY FCUS'l OM13—R NAME AND ADDRESS NATIONAL JOINT POWERS ALLIANCE, 9001496962 Accounting Dept PO BOX 219 elf NIA w)d' Pr DATE, mt-kr-p kr� STAKES MN 56479 12/7/2017 a Q Q11 PX r M -d k, kcok W m% o C*Od. —————— Pin-E ACCOIUNTNAMF CU"EIZ-V, NATIONAL JOINT POWERS ALLIANCE, dc F-75-..of w1urM 4 TELEPHONE ORDER# I INVOICL NUMBER %Y7,4arah War Z' 2188945483 0001185260 I t*owls pobyso'�=.A' 202 12ft sk" 11 "',P.Q. PUBLICNI-ION saiEDUILI'. V" 'WiffiIt/ 1W *s6o'k , g. . M b, START 12/07/2017 END 12/07/2017 Oars Out Pft oww'of� Dais mmz�-4 [CUSTOMER ItErfRLNCF NUMBER -y 23'; RFP#012418 CAPTION PUBLIC NOTICE The National Joint Powers Alliance(NJPA),on behalf of NJPA and its c SIZE, 38 LINES I COLUMN(S) 3 87.46 AFFIDAVIT OF PUBLICATION AS NEWSPAITR AGENCY I CY COMPANY, LLC dba UTAII MEDIA GROUP LEGAL BOOKER, I CERTIFY THAI' THE ATTACHED AL1,)VnrWI'ISEMFNT`OF PUBLIC sal Joint Powers Alliance(NjPA),on behalf afNAA and its current and potential nrembar " overnmeglat,hig FOR NA*VIONA1,JOINJ P - DY TIIE NEWSPAPER its w�Jeh Includes all L -OWIERS ALLIANCE,WAS PUBLISHED AGENCY COMPANY, LLC dba UTAH MEDIA GROUP, AGENT FOR DLERET NEWS AND THE SALT LAKE TRIBUNE, DAILY NEWSPAPFItS PRINTED IN THE ENGLISH LANGUAGE WITH GENERALORCULA71ON IN UTAH,AND PUBLISHED IN SALTLAKE CITY, SALT LAKE COUNTY INTHE STATE OF UJAII.-NOTICE IS ALSO POSTED ON UTAIII.EGALS.COM ON THE SAME DAY AS THE FIRST NEWSPAPER PUBLICATION DATE AND REMAINS ON UTAIILVGALS.COM INDEFINATELY. COMPLIES wiTH UTAH DIGITAL SIGNATURE ACT'UTAH CODE 46-2-101;46.3-104. 1,0131ASHEDON Start 12/07/2017 End 12/07/2017 DATE 12n12017 SIONNIVRE STAT E' UTAI I COUNTY OF SALT LAKE SUBSCRIBED AND SWORN TO 131i'FORE ME ON THIS 7TH DAY or DECEMBER IN'HIE YEAR 2017 BY IORIO13DM1JNDSON WRGHM C31AFT '0MyCafnn,Fvp,W/12/2ffl8 SIGNATURE Corturfu0 6 kcm 72963 NOTARY PUS Page 236 of 371 4C 1 THURSDAY,DECEMBER 7,2017 1 USA TODAY SPORTS NFL .�- � rr� „oi torr ri:orrrui�ri rivareiirmiirnrraf,yirr�rmriiioir��r��.oer„r,i gwNInarm roar,";,r��zmipomeiec i,aci✓ia��roinoii,�,e�,er�aurri�u�,�rre�iin�i,�riy,�,rrrro��ur�r�oiU�aur�ro�¢r.or�i,�rie��rc,r,cr¢ari,.a�eifi ice,,,,,rr�r,,,vromtii�i r.o ,ieraoiri..w;,ir✓areo�iir,o,�i. , Fires f tprc m t u v e P rEIC;ti e Martin Frank tvalk-through,kindofusebotlr ! teams. The Eagles (10-7.) and wiilmtngran tDel.)News Journal of their basketball gyres” r � .�s Rams(9-3)are leading their di- USA TODAY Network The Eagles are practicing t �t/ i'° o r i visions and are h(.lprltg to Ira- (his week at Angel Stadium of �fD � 'prove their playo asitioning COSTA MESA, Calif.—The Anallcim, the hone of the heading into the Mil four wildFils that hive been burrs- Major League Baseball team. yTr7 y j �'` i; games ofthe season. 1 ing around the Los Angeles The stadium is located about �. =t7 r %r �,� McVaysaidheandtheRams area have already witted the 80 miles southeast of Ventura f” are trying to make the best of Rams ]leading into �anre lias not peen � the situation at that having iiaSuday the EagleOcled by the walk-thiolhpractice this The Rains,whose facility is 5o far, neither tears has in the season isn't such a bad in Thousand Oaks, canceled heard front the NFL about the 71ifFi;' tiring. their practice Wednesday and possibility of postponing like �° ar "that was kind of the ap- instead conducted a walk- game,held at Los Angeles Me- proach we were going to take through in the gymnasium at mortal Caliseunnl. But some anyway,"hesaid."Wejust(lid it nearby Cat Lutheran Univer- [as were about 20 miles away ' r indoors, and we kind of kept sity, from the stadium,in Bel Air,in /`� the players on,' heir feet more T'hausand Oaks is located Ili the hills outside the city. r than we were accustomed to oil southeastern Ventura County, IheEa-sandsnnakearesuctI a Wednesday. tonne ofthe aicas'meted by the a concern that UCLA canceled Wildas in California forced the Rams to change t heir practice "But being this late in [lie L_rxs. its basketball garlic with Moil- to a Walk-through Wednesday.DAN MACMEDANI USA TODAY season,you do sometimes look "The air quality isn't quite Lana scheduled Wednesday into adjusting your practice what you'd like it to be to be night. One Eb was about plans to have a little bit more of able tog,00utside,"Ramscoach 5 utiles from campus. ple who have had to evacuate are aUcted,"Pederson said."I au above-the-neck emphasis Sean McVay said. Eagles coach Doug Pederson their homes in Ventura County. know file Rams were aUcted on a Wednesday, And that's "But fort tin ately,becausewe said it was unsettling to hear "It is obviously a scrious is- these last couple ofdays,and it what the did, and hopefully are right next to Cal Lutheran's that the Rants couldn't practice site with what's going ml,and makes it a little uncoknforthtg well be able to regain our nor- campus, we were able to go because of air quality, vial to our thoughts and prayers are and unsettling" rival practice schedule and get over to their gyre,have a good mention the thousands ofpeo- obviously with the people that It's a big game for both back oil(there(Thursday)." Bell }��(1 What does it take? Does Hes seen techniques evolve mare to discourage players "You have to have a sa'f'ety L7 someone need to be killed on because of the rule change on from taking cheap shots while net to get the calls right,'"Perei- the®ld?If players carr be dis- tire college level. encouraging a culture where ra added. Continued from Page 1C ualiM for pushing refs and And, upon further review, refs won*t hesitate to toss play- "And the NFL has that with 15rting,then why not for the theleagueneedstotightenitill) ers for a Gronk-like assault. replay." ations----and a forayer Pro Bowl Gronkowski episode? defensive back--said during a "I'liat shot(] have been conference call Wednesday. automatic," Mike Pereira, the Incredulously, TODAY Increddululously,Vincent¢var ent Pox rules nalyst Avho le- MARKETPLACE on to explain that part of the viously headed the NFL's o�l- league's philosophy is that acing department, told USA For advertising Information:i.n00.3970070 www.russelljoflns.com/¢isot there are "only 17 weeks"and TODAY. — -- --.--.-. . ...-. ---._--.-....-..--.--_...___. ----....._ that"we really emphasize,`Let "that's not even a football NOTICES the players ptay.", play,Somebody's got to step up That s nonsense. Just like in a case like Chat.And you call LEGAL NOTICE his explanation that "the act" con rix tr it with ale replay in ? o !getvosmsaCFranJ ox Mag Nd xr cool(] tnAkuun,rts6)�a �i and not `"the result"of Gron- New York." -faro"" =11,13-11 ��ymwm Rl tic mdu aaanmrynm.a oar inkm kowskis bodyslain ort White, Pereira uktderstands oE] °m in dd ) { gnu and$dAdlterdMro�"u,aaisdf "4c"owanrua tri r ,a,.____ 1 (JdNlyAdri id. vrxnv eau en roarvat naro ba�modala �a ver rakaednuu who never returned to a game cials'dilenuna when it conies �t� r+ 6a.CFO ar I11 sr CF ,V7 anwn mn„dm d auaneam: FEUSCCA ell)FEA�Tit,Cr rdCfl�ArN)NiQY.FIF Y:IfH7. IN.RIkrs J�ld odaf,mcAcy:a eip aall�6fdq¢ruaGaaEy�-nw pcukm.r y that Gronkowski kept playing to ejections but also contends FUzC OtGT00041Rvttnoczrt-r¢ad/A IvtxzaTxarrt>cnr mtwtm N, a�du�w aatadal,y mn ldn m rr._rr rnsi�J3i(,71t'Id riaLjaQ7FGAz,Y:inrkS +'pW' adiaifmMak�u4 t1r#ecW�iratfandf atl FLti"TEPWFt>CT(tl)u; Gt+ rmi inand iwstill incans¢issirpnpro- tiler aresmnena-brainercir- 3nainaurdarxiKiad Maas rddatmhhvya i8d 7 FµivadoafaaaoBdarui Ei'uara3alDSmty l�Al�t'�'dkq{t{7TOeiy'"j.4CnpmindurnTemN�aetaotFedala9rq{vtiva G7r�tnia';ydo6vltunErr�y4irtraAP1[Y tocol after getting clubbed in curnstanceq warranting imine- tl�Uitn13am8rFnpqCurl4rrth?`�r11vnD9nddhbw't4cry9n5"ar&ngtc{Ghrt1 %ma'd W3rru&daedaiteN])(cehrrJegl.firria9.i7r7(lttnf,3n Cna^e1CgznimmtoEMu+s IicCYaOrare3tarvfhstir[tfia37irdAUriYslLn 11kia,dlalydsrtrt¢137rY(aitrrey�I�S fdl8w.rlturtvAntfe+Otfo��^d1 Gt9d8tJaiLL[?r79 rGNvAbM,hArTLne9hti9 the back of the helmet--goon- dlate action. kear®,mtfer`nsim,rasdu,rrA iL)eN Bdow FntrvsiPaif,+t Y.lmdtlrns� c2yc.5Mokri`aaSpfcr�kadfrn >,c 1Tr;UST+na+an�rM.&at91c®iLTG,rtsJtaW, style,ashelr roncontheturf "You don't need to wait,"Ire mea`tmam p,� a+{mlawr cdxad�ia vmn;wa,atueaasysbxxrnalws�w�tBi dciart r p{ redw amlad yP rose�am�urdacwyudammdn�rnursT,amwiarailraaai rae;rokdaifrr�r F sa mra,yam daaus �'rynn --. was the basis of the tight added. "You need to sella °'max x I myceamaxruaB�mmen+a:SauAa atamasdaA AV m nr Niru zanM tana�aauea}+rymmumima,. la cryi 8mrsaru9 KonadMahavi�dtiS17M1r9n9reW taHM+rvtirc,TmntadlcnA,hms tTrrveatmrb r Jhk ptnMrGnlEY,vrdakC§iarNmriirNtaa4arsl) end's measly one-game sus- message.ilneeds tollappen all udhe4tm IFAPIr'LBB:IfOJ1XiTflnriWVGk}gl'rfHAl'19JFiaLNfdSii#A3?SIiCRYffiRiEi'AnIl 2 tiro}^[9Ym k{ulrg,AYarl dU'N'Qrfl3ntim Fkarfn,Jlm¢rtltll Vem{!eEketM id HFEn hErBM9 OF4RPYM EEBEE RMFm®B3iPBi cagRVwo,4ff TrE pension, game day. It has a bigger im_ uaRaua d4mui3ytiia�damam(E,kann maeanwndasatAoaarrxk rsaar carRrJvorcn 3SBUBwsmFEFo850t BrrddnUita158a3Lia,itii��yY.L{}¢Vrrrtnr7d3dU+lfr&ai9rrrt4Qut.Galke9ulun GiB.gGFRMJCTiTSL41'B2'MMtknt1YL9376dnTr2�Efr1lFA">i.BJlOME� You can't have 11 bath ways, pact." pdndd utkG(iuArprhrkA6NUx h6Ndk r(air dm k a a�WawAl tB tad fa odlas AHmtlada4am d(i)ise,aill,nm aaGrmiaaeratlmvi+YuifutmN.�edhrtimtfearo.nsrslhlieUfinadttl.'ei nytyylesdaedsarfGdiPoGwd 4'inatuMvnmv,i,aaxUTxlsiar to NPI.,wlhen touting all the rules With just 4(i active players Ftrrir�ayaer.ea,�ruaatnaoa�snuyrd,�d irdtaearmlaararg„r�i„s ��,i dac daadwn,a„mm,re, dn changes passed in the name of oil a game-day roster, the in- viz ,�irpr$� eaaiwmm� erto�irzaxaYnaGld6glama �m a 6 1 g y rtaltdd w�r+oruwur,4ruvantiatrtaraat5m� dura�mr�urauI r@)trdaiwkm�aa�rriva� a safety. slant It it to a depth chart--cs- a dtuerautl�R w.aouproadnaadlaataxtea9NiaQdrs std s manna ddanmt�mdndwtimnt�ainri rnvaSiatwue }' 1 aftasmdNaerts7�2117aeetitlallodearUeEtar W3rsdaa}Nr[yirto,94 6e lvwA aayaWdUr;Fmtaµtc¢hn,aaluvossstrarrxArrd,{Fdk,�rrctisd]d�vd�ratnaiulM rtresekeaydtlM4muihtlrenarAmdltiyUvr!@ar,r7afteRauaderelta' perk, The of-121d olaials should pecially if a targeting rule that mdcYantad ata(]nttcftat as sxmw imp#0 4dnh p,pazlWr mwk, d Failrainirtaa3 hat Binloltattaa TizidtatlrpmardQdneaU'ataedPsrendalf fl 6mtay6rrralsm44krs71rafLaraia FadadatyaCtatteanrmmd lforlod.e be iu the business ofmaintain- mandates ejections is innple- ate m3dayay lea taymea) d„'M1ra9ttH brd tlapaulkmU'cfdar41kr1msduirr}drafQ2nwlna�'4(u)M ra.Mmsalrtmaks rddc^t�<aurQisatia+4a9Crn+lidvaYdlM011asazpfU[s4ximdrnvl ing order, not adhering to a minted —would sora get site Iddacd>irrxlla^paxtte atl�luims,rcrdmuaardrMst��rrsra'�twm sinus «.exnrrmai�ryw�aradJaru+vkrNaiauyamnaasruamsl�nd ebmem NyaulaMnm deimrdd aardnr 4 c!)afimta meutalik flak the lea tic of e attention of coaches,who can ar main ntwroa sde� aaadontanuenar irramui°"'dleBrnq tinsel. adz inaota aPaDft,".lJoo r!<ri y g a)+d dtmia8at7�ardanafmtorgal tYtlrrDaa4.,mamaHt will handle it during the week.I pian around suspensions.Last «mhxdtaadlmnarwma nueminprye�a�nvnhaodm r�a(wfr. ryd�a dmaamtraxalareio arm4mmsretiedFF��itx>drrrats !z i I amlim(dRleaY79( Fhtiar lfamad.fuvuitaRle darcre�d Rla�aBrfaµtq a{� iathdznre;v11nd4avtuw+skke[ea8 rd Alddlr.dswa{ryYyd�duNlr Raat,aptra`nvh,. rynieiltmpxa6y a'kulrnsd,(t4ndnadHaetartut adnadtteM.mi mmtevll &emSo.�faldstntuen,eudiasi tfetl�dru�a� tlaB,fa mean,tlteirauthority iswritten year's big rule change(ejecting da.raµrgrawndrsGrTllrxmWardatdcAar ra,iad �a)Haaerdiaxuuarm4u�t,<pi ;6�r.rldauvara,taa,(1d( into the rule book,just as it is players for multiple personal s varoa,rtlm a toamtar tea a�+�,nw�a rdrJ,mnaswknecTau mad almp rRrrrecalC it�laiu� a-rrtllh7lWrgC{p#'14'rddQthn4glPm(rulenln� p gyrlia�dldamrhmAyratyfnieim#vi9lrgtndEdnldeomemdnkltnafi4ulwr for NBAreferees and MLB uni- fouls) �y has seemingly done little m ra nefuffuilo�I aryAvrdaauaaw �rrtnwaero zm. larictn bEaa..tAu'19a Pr+uv�a a¢�dtmOsluvesderataaeaa,dnFdm3n1r7enAlaS.vbry7�sk.Blna pIres. to curb unnecessary mayhem. FU dhtircrsnua Y3lnwm'actfr3aah(gitli$+SIaVr48adQts mdtY¢ 'di8'fiffiL?e�7(drreliga 4rlITZBffiD('sisntia'tltarrryUevs,h an,rets ty a,Earud�nttad d in airaBri,yteJmrrsv�t,;ia art n aaems u) I'm disappointed that Gene Pereira contends it's time to 01rBym01aaaauda,adW m`�` "am4manal all�anams ter a va spa a aaatd,w a P ad mfavArxab—talealtaami'tedtm; dl 9s(C1dTsp4a RYA SJJFM}d3iifilR•1JP{pAA1.1 C,p:R'OAtAF.r3lFY:).dCE Steratore, respected in league fake ryanatlrcr step even as stiff tdd.1ftlr —. nn ydmt n3 bY�id xr m 9� circles as one of its hest refer- er rBt” atOr rteniatl>avrinmB ndd�dra of it ges and suspensions seem ap¢id iwxnrW ees„didn'tdroll theNti4 CrTB YYBk.)MCL.i1P�ntlrMnyhblrigr bbTe �i a Baer nta(� arm Janna naant � STV 371 hamsterGu to GaveCallerrshortofrentoving 7 adoaam i.r4p—Idiaborna ,dtholouc PcftrRarfl�i�lanuda uoara, d udaaxdtadart�Clw Gronk,who deserved an ejec- the egregious head shots. H A www.njpocoop.orgNational Joint Powers Aftnee . 202 120, Street NE Proposal Opening Record P.0, Box 219 Staples, MN 56479 Date of opening: January 25,2018 The public opening of all responses received to the Request For Proposal/!012418 for the procurement of PUBLIC UTILITY EQUIPMENT WITH RELATED ACCESSORIES was witnessed by the following individuals: Carol Jackson,NJPA Andy Campbell,NJPA Kim Austin,NJPA Chris Robinson,NJPA Sheila Christoffersen,NJPA Carl Richards,Xylem James Voelker„NJPA Jim Zylstra,Ring-O-Matie Brandon Town,NJPA Michael Munoz,NJPA Responses were received from the following: Altec Industries,Inc.--received 1/22/18 at 3:36:38AM Proposer deemed responsive Elliot Equipment Company—received 1/22/2018 at 10:40:57AM Proposer deemed responsive GapVax Inc.—received 1/23/18 at 10:51:48AM Proposer deemed responsive Global.Pump—received 1/24/18 at 12:18:58PM Proposer deemed responsive Keizer Morris International,Inc.--received 1/18/18 at 10:50:38AM Proposer deemed responsive Pacific-Tek—received 1/24/18 at 11:27:1.7AM Proposer deemed responsive Certificate of insurance—provided; limits below required amount Ring-U-Matic—received 1/24/18 at 11:27:35AM Proposer deemed responsive Terex Utilities Inc.—received 1/24/18 at 11:26:35AM Proposer deemed responsive The Charles Machine Works,Inc.—received 1/22/18 at 10:41:53AM Proposer deemed responsive i Thompson Pump and Manufacturing Company Inc.—received 1/24/18 at 11:27:04AM Proposer deemed responsive Time Manufacturing Co—received 1/22/18 at 10:41:31AM j Proposer deemed responsive Certificate of insurance-W provided;limits below required amount. Vermeer Corporation—received 1/24/18 at 11:26:47AM Proposer deemed responsive Vermeer Corporation—received 1/24/18 9:48:09AM Proposer deemed responsive I Page 238 of 371 PA I www.nipamop-org National Joint Powers Alliance* 20"", 20 Wachs Utility Products—received 1/23/18 at 1:36:39PM .C", ox 2 Proposer deemed responsive jpks' )"Ap'd Xylem Dewatering Solutions,Inc.—received at 1/24/18 3:54:39PM Proposer deemed responsive Proposals are evaluated first on level-one responsiveness and that determination is noted above, Level-one responsiveness requires,among other things, that the response be received before the deadline for the submission and that the response include completed copies(with signatures)of the requested forms. Proposers that are deemed level-one responsive must provide any missing documentation or remedy a noted deficiency within a reasonable time in order to remain responsive.Respondents must not provide additional substantive information when sending missing documentation. .... .............I.......... Chris Robinson JD,Procurement Manager,NJPA Kim Austin,Procurement Analyst 111,NJPA Page 239 of 371 i' Form 0 * PUBLIC UTILITY EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES 9' Altee lndu.tde.,fnn. Miwlz W .nt Cam n G.Ya.Inc. GIpb.I pum W..NdOn.I Ina. p.410cT.k !dn 4]-Maes P6sSIN4 point CenlOnn.no.t0 T4dn44 ' Condlllon.to 1.00. G9¢nrMnWriSn 6643 44 40 39 39 37 Ptleln 400 359 350 313 312 281 339 pin. 0,Industry and Mark.lPleea&Ice..se. id 68 BC 61 50 59 57 Bigg Ab66Y t.Ulu B.M..Content N.d6nN tool 03 0 68 72 70 B3 Gld.h M.duEin P— .1 43 45 43 41 41 39 V.I..A4 .A16ibut. 7b 68 IN 56 57 59 60 W.r ty Coyere9.1 end idlomr40on 50 N 46 19 i0 47 38 SebcllOn ane V.d..y or Product end 8,Ma. ON.nd 200 165 179 165 170 156 lei TOW P.H. 1000 902 aa0 767 769 0 764 614 ..... ..::.. . t ........ ,.... Th—p—Pump entl Th.Cl-J..M-N- 51.n N tudrq COmp.ny Xyleml)—t.dnp T.—W NW I— Woft Inc. 1— Ti—Al...ww'soCa V.—c on W.M.Utility Produel. SWWim.1— P Print. COnfOrm.nu to T-11 eondw.ne fO tcled• Gxum•ntu9n 60 37 38 90 37 43 36 31 Prkin 400 546 356 302 351 336 285 100 Rn+nclM.Indualry•nd 91.rb.tpin.Sua= 79 65 S7 60 04 68 57 62 BMd.Y•ANty t.lidlf tl.rvlu COn0.O4 HgIOd.S 100 84 90 02 01 93 69 73 Bbtlen •ud Pl.n 60 3043 42 42 45 38 36 W-Add.OlWdbut. 79 Be BI Q 65 66 58 56 W—ty Cor•ra9•..nd I.fp7m.tbn b0 42 42 39 43 43 38 39 3.1-UOn.nd Ymkty of Prod..1—d U vk•. Ofr..d 200 171 103 172 178 11O 160 155 T01sl DOIM. 1 860 686 656 071 990 739 650 '.::2 Gvls RPW Wn:J0,N3PA 13.0 G .NJPA IUm ,HJPA Brendon�T—,KJPR`'- -/eel M1SWIOz P Page 240 of 371 &omcnr A4 0 di Y n e gra k0l A n%r 1' COMMENT AND REVIEW to the REQUEST FOR PROPOSAL(RFP)#012418 Entitled PUBLIC UTILITY EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES The following advertisement was placed in Oregon's Daily Journal of Commerce on December 8,2017, in South Carolina's The State on December 7, 2017, in Utah's The Salt Lake Tribune on December 7,2017, in USA Today on December 7, 2017,and on the NJPA website n✓ ury.njp cq 1L,o Onvia website w,yw.onvia.L.,iii, Notice to Bidders website w.notjc tobidders.co;rp, PublicPurchase.com,AAMDC, Merx, Biddingo and The New York State Contract Reporter: The National Joint Powers AllianceO(NJPA), on behalf of NJPA and its current and potential member agencies, which includes all governmental, higher education, K-12 education, not-for-profit, tribal government, and all other public agencies located in all fifty states, Canada, and internationally, issues this Request For Proposal (RFP)to result in a national contract solution for the procurement of#012418 PUBLIC UTILITY EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES. Details of this RFP are available beginning December 7,201 Z Details may be obtained by letter of request to Chris Robinson, NJPA,20212th Street Northeast, AO. Box 219,Staples, MN 56479, or by e-mail at RFP@njpacoop.org. Proposals will be received until January 24,2018 at 4:30 p.m. Central Time at the above address and opened January 25, 2018 at 8:30 a.m. Central Time. r RFPs were requested by and distributed to: Altec Industries Lindco Equipment Sales, Inc. BRITESPAN Building Systems Inc. Lineman's Testing Laboratories of Canada Calumet Branded Products LLC LMT Inc. Caterpillar, Inc. MGS Inc Coastline Equipment MidCo Material Handling Construction Industry Center Monroe Towmaster LLC Control Networks Plus LLC Motrec International Inc. Data Transfer Solutions, LLC NESCO LLC Deltek NPKCE Department of Finance and Administration Pacific-Tek Ditch Witch Pioneer Pump DUCO, LLC Prime Vendor Inc. Elliott Equipment Company RACO Manufacturing&Engineering Felicia Y Sharpe Rausch Electronics USA, LLC Fitness Ventures, Inc. Reelstrong LLC 202 12o Street NE a P.O. Box 219 a Staples, MN 56479 a www.njpacoop.org I Page 241 of 371 FSG Ring-O-Matic GapVax, Inc. Royal Purple Global Power Technologies, LLC S.D.P. Manufacturing, Inc. Global Pump Seon —Globe Trailers SL King and Associates Grace Environmental Services SMS Equipment Grace Services Strahnet Green Climber NA Structural Metal Fabricators Inc. —Hardline Equipment Subsite, LLC Harrington Swenson Spreader LLC Hertz Equipment Rental Corp. Terex HitchDoc Thompson Pump —Hol-Mac Corporation Timberland Equipment Limited Hurco,Technologies, Inc. Time Manufacturing Company Interstate Power Systems Tri State Buiding Center Jack Doheny Companies, Inc. TSE International, Inc. Jemtech Twin Equipment —Kainos Office Valor Holdings —Keizer Morris International Vermeer Corporation Kundel Industries Wachs Utility Products LF George Inc. Xylem Dewatering Solutions, Inc, Proposals were opened on January 25,2018, at the NJPA offices located at 202 12th Street Northeast in Staples, Minnesota 56479 from the following: AkecIndustries, Inc. Elliot Equipment Company � GepVax|nc. � Global Pump � KebmrMorris International, Inc. Pacific-Tek Ring-O-Matic Terex Utilities Inc. The Charles Machine Works, Inc. Thompson Pump and Manufacturing Company Inc. Time Manufacturing Co Vermeer Corporation Wachs Utility Products Xylem Dewatering Solutions, Inc. Proposals were reviewed bythe Proposal Evaluation Committee: Greg Gruni8, N]PAProcurement Lead Analyst Kim Austin, N]PAProcurement Analyst III Brandon Town, NiPAProcurement Analyst || Michael Munoz, NJRAProcurement Analyst|| 20212~StreetNE * P.O. Box 219 o Staples, K4N5647Q v vxww.nipa000p.org Page 242Of371 The findings of the Proposal Evaluation Committee are summarized as follows: Y The Proposal E=valuation Committee used the established NJPA RFP evaluation criteria and determined that all proposal responses met Level-One Responsiveness.The response of Keizer Morris International, Inc.was determined to be Level-Two non-responsive because the offering of products and services in their proposal were found to fall outside of the scope of the RFP. All other proposals were found to be Level-Two responsive and were evaluated. Altec Industries Inc. offers a diverse product line, including aerial devices,cable handling equipment, chippers/chipper bodies cranes,and digger derricks.They offer a 24 HR parts/sales/service line with less than a 10 second wait time, and have a large sales force with 37 service centers and more than 100 mobile service techs. Altec offers competitive pricing with volume discounts on multiple identical units. Elliot Equipment Co. manufactures a selection of aerial equipment, boom truck cranes and digger derricks. Elliot offers a lifetime structural warranty on their equipment with two years on boom trucks and one year on the digger derricks. Elliot has 103 locations across the US and Canada to sell and service their equipment. Elliot offers a significant discount from List Price on their own products, as well as"open-market"goods,and additional volume discounts starting at three units. Terex Utilities Inc. provides aerial platforms,cranes, utility equipment,and boom trucks,covered by a robust warranty that includes coverage for travel and labor. Terex will serve Member needs through 20 service locations across the US,with multiple mobile field technicians.They also offer online parts ordering,tools and accessory ordering capability,with a solid pricing proposal. The Charles Machine Works offers directional boring equipment, piercing tools, pipe layers,trench rollers,vacuum excavation, pipe and cable locators,trenchers, and vibratory plows under the brand names Ditch Witch,Subsite and HammerHead.They offer in-house financing and leasing options.Charles Machine Works is represented by a dealer network with 126 locations across the US and Canada.They offer a range of significant discounts from MSRP and pass-through pricing on "open-market" items supplied with their equipment. Thompson Pump and Manufacturing has a wide selection of pumps, including diesel or electric powered,dry priming or wet priming,which are either skid mounted or trailer mounted in various sizes and horsepower ratings. Thompson offers Members many options for arrangements on freight and shipping.Thompson has a strong dealer/distributor network able to service Members' needs.They offer considerable pricing discounts and volume discounts starting at ten units. Time Manufacturing Co. manufactures a broad selection of bucket trucks, digger derricks, aerial equipment and cable placers under the Versalift,Condor,Skybird and Ruthmann brands. The company has a strong dealer and distributor network to handle sales and service to Members across the US and Canada.Time offers significantly discounted pricing on their primary equipment offerings,as well as accessories. Vermeer Corporation offers pile drivers,trenchers, plows,trenchless boring,directional drilling, pipeline trenchers, and concrete cutters. They have 109 dealers in the US and 16 in Canada,giving them a demonstrated ability to serve Member needs.Vermeer proposed a range of considerable pricing discounts across product lines and offered volume discounts. 202 12-Street NE • P.O. Box 219 • Staples, MN 56479 • www.njpacoop.org Page 243 of 371 For these reasons, the NJPA Proposal Review Committee recommends award of NJPA Contract#012418 to: Alter Industries Inc. #012418-ALT Elliot Equipment Co. #012418-EEC Terex Utilities Inc. #012418-TER The Charles Machine Works. #012418-CMW Thompson Pump and Manufacturing. #012418-TPM Time Manufacturing Co. #012418-TIM Vermeer Corporation. #012418-VRM The preceding recommendations were approved on March 9,2018. Chris Robinson,JD,NJPA Procurement Manager Loi ueAX'� fines Voelker, CFCM, NJPA Procurement Lead Analyst Greg GrVnig, N-J111A Procurement Lead Analyst Kim ustin, NJPA Procurement Analyst III Brandon Town, NJPA Procurement Analyst II M chael Munoz, N A Pocurement Analyst II 202 12,^Street NE • P.O. Box 219 • Staples, MN 56479 • www.njpacoop.org Page 244 of 371 l Quote Dumber: 426991 - 1 Altec, Inc. ftec June 13, 2018 Our 89th Year i _Ship To: Bill To: WATERLOO LEISURE SERVICES WATERLOO LEISURE SERVICES 1101 CAMPBELL AVE 1101 CAMPBELL AVE WATERLOO, IA 50701-3765 WATERLOO, IA 50701-3765 US United States Attn: Phone: 319-291-4370 Email: Altec Quotation Dumber: 426991 - 1 Account Manager: Kolby O'Brien Technical Sales Rep: Martin Guandique Item Description Qty Unit 1. ALTEC Model AT40-G telescopic articulating Aerial device with ISO-Boom. 1 A. ISO Boom: the inner telescopic fiberglass boom maintains full dielectric integrity even with the fiberglass inner boom fully retracted. B. Hydraulic platform leveling system. C. Hydraulic tool circuit at the platform. D. Emergency lowering valve at the platform. E. Single handle control at the platform with a safety interlock system. F. Two (2) operators and maintenance/parts manuals. G. Working height: 45.6 feet H. Side reach: 29.7 feet I. Low-power fiber-optic control system (FOC-L). J. Continous rotation 2. AT40G Unit Model 1 3. Post style pedestal mounting 1 4. Poly Hydraulic Reservoir, Pedestal Mounted, 7 Gallon (Includes Sight Gauge) 1 5. Single One-Man End-Mounted Platform With 180 Degree Rotator, 24 X 30 X 42. Platform 1 is rated at 400 pounds. Control panel on platform dashboard provides controls for auxiliary functions. Includes emergency stop(push-pull)switch and rocker switches,which operate platform leveling, platform rotation, tools, and battery selector(for fiber-optic controls system). Composite fiberglass platform mounting bracket. (AT40G) 6. Platform Leveling At Lower Controls. AT40-G 1 We Wish To Thank You For Giving Us The Pleasure And Opportunity of Serving You Pa e 1 of 7 UTILITY EQUIPMENT AND BODIES SINCE 1929 Page 24 of 371 ®C® A1tec, Inc. .J Item Description Qt p —y a 7. Two (2) Platform Steps 1 8. Soft nylon reinforced vinyl platform cover for a 24 x 30 inch platform 1 9. Platform liner for a 24 x 30 x 42 inch platform 1 10. 4-Function Single Handle Fiber-Optic Controller. 1 11. Engine Start/Stop at the upper controls actuated through the Fiber-Optic controls system 1 with Secondary Stowage System (AT40G) p 12. Manual lowering valve located at the boomtip, For use in emergency situations to allow the 1 operator to lower the boom to the ground 13. Powder coat unit Altec White. 1 Unit& Hydraulic Ace. 14. HVI-22 Hydraulic Oil (Standard). 9 15. Standard Pump For PTO 1 16. Hot shift PTO for automatic transmission 1 Body 17. 108 Inch Universal Small Aerial Body for a 60 Inch CA Chassis with 38 Inch Long Side 1 Access Tailshelf to Meet the Fallowing Specifications: Electronic Compartment Bin Locking System installed at Final Assembly A. Basic body fabricated from A40 grade 100% zinc alloy coated steel B. All doors are full, double paneled, self-sealed with built-in drainage. C. Stainless steel hinge rods extend full length of door. D. Door hinges are zinc alloy material attached with rivets E. All doors contain stainless steel, flush mounted, paddle activated rotary style latches with two-stage locking, including keyed locks and adjustable strikers. F. Heavy-gauge welded steel frame construction with smooth galvaneal floor. G. Possible contact edges are folded for safety. H. Door header drip rail at top for maximum weather protection. 1. Neoprene or rolled fenders on wheel fender panels. J. Steel treated for improved primer bond and rust resistance. K. Automotive undersea] applied to body. L. Automotive type non-porous door seals fastened to the door facing. M. 108 Inch Body Length We Wish To Thank You For Giving Us The Pleasure And Opportunity of Senning You Page 2 of 7 UTILITY EQUIPMENT AND BODIES SINCE 1929 Page 246 of 371 Altec Inc. MINIMUM ItemDescription Qty N. 4OInch Body Height(Sbsndmvd) O. 94Inch Body Width (Standanj) P. 20Inch Body Compartment Depth (Standond) R. 8 Inch Body nnonamemobere (Standand) S. NoTroadp|mteOnCompartment Tops T. OInch tall wooden tailboard installed etthe rear ofbody cargo area U. Stainless Steel Rotary Paddle Latch With Look (Standard) V. Master Body Locking System (Otandand) W. One (1) wheel chock holder installed infender panel oneach side nfbody. X. Gas Shock Type Rigid Door Holders For Vertical Doors (Stondand) Y. Chains (JnHorizontal Doors Z' Hotadokshelf extending full length ofbody nnnurbnide. AA. Drop-Down Hot Stick Door For One (1) Shelf(Right Side) AB. Two (2) Hot Stick Brackets AC. 1atVertical otnaetnide(LH) 'Two(2)Adjustable Shelves With Removable Dividers On 4 Inch Centers AD' 1otHorizontal stnaetsida (LH) -[)ne (1) Fixed Shelf With Removable Dividers On 8 Inch Centers AE. Rear Vertical ntnaetsida (LH) Six /6>Adjustable Locking Swivel Hooks AF. 1otVertical curbside (RH) ' Seven (7)Adjustable Locking Swivel Hnnkn, Louvered Panel Installed |nCargo Wall AG. 1stHorizontal curbside (RH) -Vacant AB. RearVertical curbside(RH)-Two(2)Adjustable Shelves With Removable Dividers {}n4Inch Centers /�i L�xmn �onkGuards Installed |nFront CfBody AtThe Bottom AJ. One (1) Small Bolt-On Grab Handle Installed AtRear OfCurbside Compartments AK. 38 Inch Tailshelf with Integrated Side Access Steps and Smooth Galvaneal Floor Installed otRear ofBody. Includes One (1) U-ShopedGrab Handle. Body and Chassis Accessories 18. ICC UndenideProtection 1 18. Combination 2Ball (10.OUOLByWGTVV)And P|nUeHitch (18.U00LByNGTVV) 1 20. Set Of Eye Bolts for Trailer Safety Chain, installed one each side of towing device mount. 1 21. Rear Torsion Bar Installed OnChassis 1 23. Appropriate counterweight added for stability. 1 23. P|otfnmn Rest, Rigid with Rubber Tube 1 24. Platform huberotated and stowed inthe side mounted position 1 25. Boom Rest for a Telescopic Unit 1 ' WeWish ToThank You For Giving UoThe Pleasure And Opportunity ufServing You Page 3of 7 UTILITY EQUIPMENT AND BODIES SINCE 1vze Page 247Of371 f i,. Altec, Inc. Item Description G-ty 26. Mud Flaps With Altec Logo (Pair) 1 27. Wheel Chocks, Rubber, 9.75" L x 7.75"W x 5.00" H, with 4" L Metal Hairpin Style Handle 1 (Pair) 28. Slope Indicator Assembly For Machine Without Outriggers 1 29. Safety Harness And 4.5' Lanyard (Fits Medium To Xlarge) Includes Pouch and Placards 1 30. 5 LB Fire Extinguisher With Light Duty Bracket, Installed (In Cab or Inside Compartment 1 Only) 31. Triangular Reflector Kit, Installed 1 32. Vinyl manual pouch for storage of all operator and parts manuals 1 33. Additional Sold Stock And Global Option Top Opening Storage Box, Steel, 108" L x 20" x 1 15" H, with LED Rope Lighting. Treadplate Lid To Open From SS. Installed on SS. 34. Additional Sold Stock And Global Option Top Opening Storage Box, Steel, 108" L x 20"W 1 x 15" H, Treadplate Lid, Bottom Half of Box To Have 6' L Hotstick Shelf w Access Door. 35, Additional Sold Stock And Global Option 2" Receiver Tube Hitch 1 36. Additional Sold Stock And Global Option Electric Bin Compartment Locking System 1 37. Additional Sold Stock And Global Option Ford Aluminum Gripstrut Running Boards 1 i Electrical Accessories 38. Rope Lights, LED, Installed Around Top And Sides Of Compartment Door Facings In Body 6 (Installed At Final Assembly) 39. Lights and reflectors in accordance with FMVSS#108 lighting package. (Complete LED, 1 including LED reverse lights) 40. Altec Standard Amber LED Strobe Light with Brush Guard Mounted on CS 1 is 41. 4-Corner Strobe Lighting, Amber LED, Two (2) Oval Lights Mounted in Front Grille and 1 Two (2) Round Lights Mounted at Rear 42. Directional Light Bar, Amber, LED, 51" Long Installed on Tailshelf 1 43. Altec Standard Amber LED Strobe Light With Brush Guard Post Mounted On Streetside 1 Front Compartment Top We Wish To Thank You For Giving Us The Pleasure And Opportunity of Serving You page 4 of 7 UTILITY EQUIPMENT AND BODIES SINCE 1929 Page 248 of 371 Altec, Inc. Item Description Qty 44. Single tone back up alarm installed between the chassis frame rails at the rear of the 1 chassis. To work in conjunction with chassis reverse drive system 45. 6-Way Trailer Receptacle (Pin Type) Installed At Rear 1 46. Ford Upfitter Switches (Supplied With Chassis) 1 47. Start/Stop/Throttle Module, 12 Volt System 1 48. Install secondary stowage system. 1 49. PTO Indicator Light Installed In Cab 1 50. Additional Sold Stock And Global Option Remote Spot Light, LED, Magnetic Mount, With 1 Programmable Wireless Remote Finishing Details 51. Powder Coat Unit Altec White 1 52. Finish Paint Body Accessories Above Body Floor Altec White 1 53. Altec Standard; Components mounted below frame rail shall be coated black by Altec, i.e. 1 step bumpers, steps, frame extension, pintle hook mount, dock bumper mounts, D-rings, receiver tubes, accessory mounts, light brackets, under-ride protection, etc.Components mounted to under side of body shall be coated black by Altec. i.e. Wheel chock holders, 1 mud flap brackets, pad carriers, boxes, lighting brackets, steps, and ladders. 54. Apply Non-Skid Coating to all walking surfaces 1 55. English Safety And Instructional Decals 1 56. Vehicle Height Placard - Installed In Cab 1 i 57. Placard, HVI-22 Hydraulic Oil 1 58. Dielectric test unit according to ANSI requirements. 1 I 59. Stability test unit according to ANSI requirements. 1 u 60. Focus Factory Build 1 0 61. Inbound Freight 1 62. Altec Stock/Global Spec, AT40G, Ford F550 4x4, Diesel, 60CA, TB 1 We Wish To Thank You For Giving Us The Pleasure And Opportunity of Serving You Page S of 7 i UTILITY EQUIPMENT AND BODIES SINCE 1929 Page 249 of 371 Altec Inc. Item Description QtV 61 Stock Unit l 64. Stock Unit Sold ToCustomer 1 Chassis 65. A|teoSupplied Chassis 1 GG. A|tecStock Chassis 1 A. 2O18Model Year B. Ford F550 C. Chassis Color VVhiha O. Class V (1G.001-18.50OLBS) E. Regular Cab P. 4x4 G. 80Clear CA (Round ToNext Whole Number) H. 145 Wheelbase L 18'000LBS GVN'R J. 7.000 LBn Front Axle Rating K. 13.660 LBe Rear Axle Rating L. Ford 671- Power Stroke Diesel M. Ford OR14OG'SpaodAutomatic Transmission (m/PTOProvision) N. Ford E/F25O~55OSingle Horizontal Right Side Exhaust O. 03C -Aft Axle Frame Extension P. 88R -Operator Commanded Regeneration ((}CR) Q. 50'ShateEmiaa|ono R. Clean Idle Certification S. NoIdle Engine Shut-Down Required T. Hydraulic Brakes U. Park Brake |n Rear Wheels V. Ford 4OGallon Fuel Tank (Reor) W. Ford 7.2Gallon DEF Tank (Mid Mount) X. Cruise Control ` Y. Bkmh Heater Z. Snow Plow Package Additional Pricing 87. Standard A|tooVVarnanty� One (1) year parts warranty, one(1) year labor warranty, ninety 1 (BO) days warranty for travel charges, limited lifetime structural warranty We Wish TvThank You For Giving Us The p|moouru And Opportunity of Serving You Page 6 of 7 UTILITY EQu|PMEwTAwoBODIES SINCE 1ocy Page 250 of 371 is p a Altec, Inc. i. k a Item Description Altec Industries, Inc. BY Martin Guandique Notes: We Wish To Thank You For Giving Us The Pleasure And Opportunity of Serving You Page 7 of 7 UTILITY EQUIPMENT AND BODIES SINCE 1929 Page 251 of 371 Opportunity Number: 895844 nec Quotation Number: 426991 Altec Industries,Inc. NJPA Contract#: 031014-ALT Date: 611 512 01 8 Quoted for:Waterloo Leisure Services Customer Contact: Phone: /Fax: /Email: Quoted by:Martin Guanclique Phone:/Fax: /Email: 270-505-1559/Martin.GuandiqLio@altec.com Altec Account Manager: Kolby O'Brien REFERENCE ALTEC MODEL AT37-G lArticulatina Telescopic Aerial Device(insulated) $95,296 A. NJPA OPTIONS ON CONTRACT( nit) 1 AT37-G-ISO ISO boom-MUST QUOTE for 40'boom height(n/a on base model) $3,746 2 AT37-G-US40 40'Boom Height(AT40-G)MUST quote ISO boom option $2,128 3 AT37-G-AWD AT37-G-AWD $5,075 4 5 61 71 (Al. NJPA OPTIONS ON CONT ACT(gg�neral 1 SPOT3 FOUR(4)POINT STROBE SYSTEM(LED) $545 2 RL COMPARTMENT LIGHTS in Body Compartments-Rope LED(Per $144 SPOT6 Remote Spot Light,LED,Permanent Mount,With Wireless Dash Mounted $688 3 Controls And Programmable Wireless Remote 4 5, 61 1 71 1 1 81 1 NJPA OPTIONS TOTAL: $111,616 B.. OPEN MARKET ITEMS(C stomtj2aguestgedl I UNIT 2 UNIT&HYDRAULIC ACC 3 BODY Top Opening Storage Box 108"L x 20"x 15"H w Rope Lighting;Top Opening Storage Box Steel 108"L x 20"W x 15";2"Receiver Tube Hitch;Ford 4. BODY&CHASSIS ACC Aluminum Running Boards $3,898 LED Strobe Light with Brush Guard Mounted on CS; Directional Light Bar; 5 ELECTRICAL Electronic Locking Bins $3,250 6 FINISHING 7 CHASSIS 8 OTHER OPEN MARKET OPTIONS TOTAL: $118,764 SUB-TOTAL FOR UNIT/BODY/CHASSIS: $118,764 Delivery to Customer: $1,262 TOTAL FOR UNIT/BODY/CHASSIS: 120,026 C. ADDITIONAL ITEMS(items are not included in total above) 1 2 3 4 "Pricing valid for 45 days" NOTES PAINT COLOR: White to match chassis,unless otherwise specified WARRANTY:Standard Altec Warranty for Aerials and Derricks-One(1)year parts warranty One(1)year labor warranty Ninety (90)days warranty for travel charges(Mobile Service)Limited Lifetime Structural Warranty.Chassis to include standard warranty, per the manufacturer. TO ORDER: To order,please contact the Altec Account Manager listed above. CHASSIS:Per Altec Commercial Standard DELIVERY. No later than Based on Stock Availability days ARO,FOB Customer Location TERMS: Net 30 days BEST VALUE: Altec boasts the following"Best Value"features:Altec ISO Grip Controls for Extra Protection,Only Lifetime Warranty on Structural Components in Industry,Largest Service Network in Industry(Domestic and Overseas),Altec SENTRY Web]CD Based Training,Dedicated/Direct Gov't Sales Manager,In-Service Training with Every Order, TRADE-IN:Equiptment trades must be received in operational condition(as initial inspection)and DOT compliant at the time of pick-up.Failure to comply with these requirements,may result in customer bill-back repairs, BUILD LOCATION:Elizabethtown,KY NJPA-Waterloo Services AT40G.xlsx Page 252 of 371 CITY OF WATERLOO Council Communication Resolution approving an Enterprise License Agreement with Environmental Systems Research Institute, Inc. in the amount of$50,000 annually for 3 years for Esri geographic information systems tenn license software on an unlimited basis, and authorize the Mayor to execute said documents. City Council Meeting:7/16/2018 Prepared: 7/11/2018 REVIEWERS: Department Reviewer Action Date l iforuruaafioti Services Yourgbkii(, C'1mrr•'s Approved '7/11/2018 .... p0-43 AM. (. errk Office Everrm, 1:.eA.ni) Approved '7/11/2018 .., p p-.03 Abri ATTACHMENTS: Description Type 1..X ClLltuve Briefing Ba:ckiip) Mateilal. 1` ccds Ass 4:sni.(:°rut Backup Maat riaall Resolution approving an Enterprise License Agreement with Environmental SUBJECT: Systems Research Institute, Inc. in the amount of$50,000 annually for 3 years for Esri geographic information systems term license software on an unlimited basis, and authorize the Mayor to execute said documents. Submitted by: Submitted By: Chris Youngblut, Technology Services Director Recommended Action: Approval As part of the Geographic Information Systems (GIS)needs assessment performed by Pro West Associates in 2017, a recommendation was made to Summary Statement: enter into an Esri Enterprise Agreement to provide the GIS tools and software for staff to perform necessary duties with maximum efficiency in the most cost effective manor. Expenditure Required: $50,000 annually for 3 years. GO Bond- 417-01-8225-2106 - 90% Source of Funds: Operating Expense- 010-01-8220-1520 - 10% The alternative to purchasing the Enterprise Agreement(EA) is to buy Alternative: individual licensing which based on price comparison would be more expensive over the course of the time period. In early 2017, Pro West Associates of Waller, MN performed a city wide Geographic Information needs assessment. All departments were interviewed to determine their current GIS status as well as needs moving forward. As part of their findings which were presented to council in spring Page 253 of 371 Background Information: of 2017, the need for an Enterprise Agreement for GIS software was found to be warranted. Attached to this resolution is a copy of the needs assessment, an executive briefing outlining the need and benefit of the enterprise agreement and a copy of the agreement itself. Page 254 of 371 i ►sru May 2, 2018 Chris Youngblut City of Waterloo 715 Mulberry St Waterloo, IA 50703 Dear Chris, The Esri Small Municipal and County Government Enterprise Agreement(EA)is a three-year agreement that will grant your organization access to Esri® term license software on an unlimited basis including maintenance on all software offered through the EA for the term of the agreement.The EA will be effective on the date executed and will require a firm,three-year commitment. Based on Esri's work with several organizations similar to yours, we know there is significant potential to apply geographic information system(GIS)technology in many operational and technical areas within your organization. For this reason, we believe that your organization will greatly benefit from an enterprise agreement. An EA will provide your organization with numerous benefits including: ■ A lower cost per unit for licensed software ■ Substantially reduced administrative and procurement expenses ■ Maintenance on all Esri software deployed under this agreement ■ Complete flexibility to deploy software products when and where needed The following business terms and conditions will apply: ■ All current departments, employees, and in-house contractors of the organization will be eligible to use the software and services included in the EA. ■ If your organization wishes to acquire and/or maintain any Esri software during the term of the agreement that is not included in the EA,it may do so separately at the Esri pricing that is generally available for your organization for software and maintenance. ■ The organization will establish a single point of contact for orders and deliveries and will be responsible for redistribution to eligible users. ■ The organization will establish a Tier 1 support center to field calls from internal users of Esri software. The organization may designate individuals as specified in the EA who may directly contact Esri for Tier 2 technical support. 380 New York Street 909 793 2853 esri.com Redlands,California 92373-8100 USA info@esri.com Page 255 of 371 ■ The organization will provide an annual report of installed Esri software to Esri. ■ Esri software and updates that the organization is licensed to use will be automatically available for downloading. ■ The fee and benefits offered in this EA proposal are contingent upon your acceptance of Esri's Small Municipal and County Government EA terms and conditions. ■ Licenses are valid for the term of the EA. This program offer is valid for 90 days. To complete the agreement within this time frame,please contact me within the next seven days to work through any questions or concerns you may have. To expedite your acceptance of this EA offer: 1. Sign and return the EA contract with a Purchase Order or issue a Purchase Order that references this EA Quotation and includes the following statement on the face of the Purchase Order: "THIS PURCHASE ORDER IS GOVERNED BY THE TERMS AND CONDITIONS OF THE ESRI SMALL MUNICIPAL AND COUNTY GOVERNMENT EA,AND ADDITIONAL TERMS AND CONDITIONS IN THIS PURCHASE ORDER WILL NOT APPLY." Have it signed by an authorized representative of the organization. 2. On the first page of the EA, identify the central point of contact/agreement administrator. The agreement administrator is the party that will be the contact for management of the software, administration issues, and general operations. Information should include name,title(if applicable), address,phone number, and e-mail address. 3. In the purchase order, identify the "Ship to" and 'Bill to" information for your organization. 4. Send the purchase order and agreement to the address, email or fax noted below: Esri e-mail: service@esri.com fax Attn: Customer Service SG-EA documents to: 909-307-3083 380 New York Street Redlands, CA 92373-8100 I appreciate the opportunity to present you with this proposal, and I believe it will bring great benefits to your organization. Thank you very much for your consideration. Best Regards, Brent Sherman I Account Manager 1:.::StIm 1880 IBlue Gent ain I <.ad, Suto 200 St. Paul, I IID 5121 1 �Jw�A i.. 651 4.54- 0600)(,1254. 1 IM 972 989 5681 bsherman(a)esri.com I r,si Small Government EA Page 256 of 371 0 esno Quotation # 20528571 Date: May 2, 2018 Environmental Systems Research Institute, Inc. Customer# 159163 Contract# 380 New York St Redlands, CA 92373-8100 City of Waterloo Phone: 909-793-2853 Fax: 909-307-3049 Planning &Zoning Dept a DUNS Number: 06-313-4175 CAGE Code: OAMS3 WMulberry St Waterloo, IA 50703 To expedite your order,please attach a copy of this quotation to your purchase order. ATTENTION: Chris Quote is valid from: 05/02/2018 To:0713112018 PHONE: (319) 2991-45981-4598 FAX: (319) 291-4262 Material Qty Description Unit Price Total 110037 1 Year 1: Populations of 50,001 to 100,000 Small Government Term 50,000.00 50,000.00 Enterprise License Agreement 110037 1 Year 2: Populations of 50,001 to 100,000 Small Government Term 50,000.00 50,000.00 Enterprise License Agreement 110037 1 Year 3: Populations of 50,001 to 100,000 Small Government Term 50,000.00 50,000.00 Enterprise License Agreement Item Total: 150,000.00 Subtotal: 150,000.00 Sales Tax: 0.00 Estimated Shipping & Handling(2 Day Delivery) : 0.00 Contract Pricing Adjust: 0.00 Total: $150,000.00 Esri may charge a fee to cover expenses related to any customer requirement to use a proprietary vendor management,procurement,or invoice program. For questions contact: Brent Sherman Email: bshermanaesri.com Phone: (909)793-2853 x1254 The items on this quotation are subject to and governed by the terms of this quotation and of your signed agreement with Esri,if applicable,and the most current product specific scope of use document found at http://www.esri.com/-/media/Files/Pdfs/legal/pdfs/e300.pdf. If no such agreement covers any item,then Esri's standard terms and conditions,and current product specific scope of use,found at http://www.esri.com/legal/software-license apply to your purchase of that item. Federal government entities and government prime contractors authorized under FAR 51.1 may purchase under the terms of Esri's GSA Federal Supply Schedule.Acceptance of this quotation is limited to the terms of this quotation.State and local government entities in California or Maryland buying under the State Contract are also subject to the terms and conditions found at http://www.esri.com/legal/supplemental- terms-and-conditions. Esri objects to and expressly rejects any different or additional terms contained in any purchase order,offer,or confirmation sent to or to be sent by buyer.All terms of this quotation will be incorporated into and become part of any additional agreement regarding Esri's offerings.The quotation information is confidential and may not be copied or released other than for the express purpose of system selection and purchase/license. The information may not be given to outside parties or used for any other purpose without consent from Environmental Systems Research Institute, Inc. (Esri). Delivery is FOB Origin. If sending remittance, please address to: Esri, P.O. Box 741076, Los Angeles, CA 90074-1076 SHERMANB This offer is limited to the terms and conditions incorporated and attached herein. 1 Esri Use Only: � �� Cuo1Namo ��~ sc�Ncs Cuot # � � | aF PO# "," es � = | WHmms- EariAgrooment#____________ SIMAI I 1E.:..�JIN7[EIRPIRUSIE ��K��7F COLYIN IIFY NMI) IMUNUCUPAl UrY r (IE214~3) ThisAgroomantinbyandbetwoenthenrganizotionidandfiedintheOuototinn ("Custmmner^)andEnvinmnmnenta| Systems Research Institute, Inc. ('`Emri~). This Agreement sets forth the terms for Customer's use of Products and incorporates by reference (i)the Quotation and (ii)the Master Agreement. Should there be any conflict between the terms and conditions of the documents that comprise this Agreement, the order of precedence for the documents shall be as follows: (i) the Quotation, (ii)this Agreement, and (iii)the Master Agreement. This Agreement shall be governed by and construed in accordance with the laws of the state in which Customer is located without reference to conflict of laws principles, and the United States of America federal law shall govern in matters of intellectual property. The modifications and additional rights granted in this Agreement apply only tothe Products listed in Table A. 7[WbUo A I ist of Products Uncapped Quantities Developer Tools Desktop Software and Extensions (Single Use) AroG|SEngine AroG|SDesktop Advanced Ann(S|SEngine Extensions: ArcG|S3OAnalyst, ArcG|8Desktop Standard AnnG|SSpatial Analyst, ArcG|SEngine Geodatobane ArnG|SDesktop Basic Update, /\roG|GNetwork Analyst, ArcG|SSchematics ArnG|SDesktop Extensions: AncG|83OAnalyst, AnnG|SRuntime (Gtandard) AroG|SSpatial Analyst, AroG|SGeoatadatioa| AnnG|SRuntime Analysis Extension Analyst, AroG|SPublisher, AroG|SNetwork Analyst, AroG|SSchematics, AroG|SWorkflow Limited Quantities Manager, Aro8|SData Reviewer One (1) Professional subscription toAncG|S Developer* Enterprise Software and Extensions Two (2) EariCityEnginaAdvanced Single Use AroG|SEnterprise and VVorkgroup Licenses (Advanced and Standard) 250 Level 1 AroG|SOnline Named Users AroG|SEnterprise Extensions: AncQ|S3DAnalyst, 250Level 2AroG|SOnline Named Users AncG|S Spatial Ana|yot. ArcG|S GenotaUntina| 37.500AncG|S Online Service Credits Analyst, AncG|8Network Analyst, AroG|S 250Level 2AroG|3Enterprise Named Users Schematics, AruG|SWorkflow Manager 5Insights for Anc8|Sfor use with AroG|8Enterprise Enterprise Optional Servers AroG|SImage Server OTHER BENEFITS Number of Esri User Conference registrations provided annually 4 Number of Tier 1 Help Desk individuals authorized to call Esri 4 Maximum number of sets of backup media, if requested" 2 Self-Paced e-Learning Uncapped Five percent(5%)discount on all individual commercially available instructor-led training classes at Esri I facilities purchased outside this Agreement(Discount does not apply to Small Enterprise Training Package) *Maintenance ianot provided for these items °°Addidona| sets ofbackup media may bepurchased for afee Page ms January 2s.uo1a Page 258Of371 Customer may accept this Agreement by signing and returning the whole Agreement with a signed sales quotation, purchase order, or other document that matches the Quotation and references this Agreement ("Ordering Document"). ADDITIONAL OR CONFLICTING TERMS IN CUSTOMER'S ORDERING DOCUMENT WILL NOT APPLY, AND THE TERMS OF THIS AGREEMENT WILL GOVERN. This Agreement is effective as of the date of Esri's receipt of Customer's Ordering Document incorporating this Agreement by reference, unless otherwise agreed to by the parties ("Effective Date"). Term of Agreement: Three (3) years This Agreement supersedes any previous agreements, proposals, presentations, understandings, and arrangements between the parties relating to the licensing of the Products. Except as provided in Article 4— Product Updates, no modifications can be made to this Agreement. Accepted and Agreed: (Customer) By: Authorized Signature Printed Name: Title: Date: CU T I IIf;;;;IN CONTACT IIIN1l::: 1R1 AIII1110114 Contact: Telephone: Address: Fax: City, State, Postal Code: E-mail: Country: Quotation Number(if applicable): Page 2 of 6 January 26,2018 Page 259 of 371 1 ,G°°°°°°°° II)taIfTIII INAIII,,,, III, IEIF IIIUII'IrIII INS 2„0°°°°°°°°. It'.)fYll'IrIIIGINAIII,,,. IFRAIWT COIF: III,,,,,,III0IIiiiiNSlIEi1 In addition to the definitions provided in the Master 2,1 Grant of License. Subject to the terms and Agreement, the following definitions apply to this conditions of this Agreement, Esri grants to Agreement: Customer a personal, nonexclusive, nontransferable license solely to use, copy, and "Case” means a failure of the Software or Online Deploy quantities of the Products listed in Services to operate according to the Documentation Table A—List of Products for the Term of where such failure substantially impacts operational Agreement(i)for the applicable Fee and (ii) in or functional performance. accordance with the Master Agreement. "Deploy", "Deployed" and "Deployment" mean to 2...2 Consultant Access. Esri grants Customer the redistribute and install the Products and related right to permit Customer's consultants or Authorization Codes within Customer's contractors to use the Products exclusively for organization(s). Customer's benefit. Customer will be solely responsible for compliance by consultants and "Fee" means the fee set forth in the Quotation. contractors with this Agreement and will ensure that the consultant or contractor discontinues "Maintenance" means Tier 2 Support, Product use of Products upon completion of work for updates, and Product patches provided to Customer Customer. Access to or use of Products by during the Term of Agreement. consultants or contractors not exclusively for Customer's benefit is prohibited. Customer may "Master Agreement" means the applicable master not permit its consultants or contractors to install agreement for Esri Products incorporated by this Software or Data on consultant, contractor, or reference that is (i)found at http://www.esri.com third-party computers or remove Software or /legal/software-license and available in the Data from Customer locations, except for the installation process requiring acceptance by purpose of hosting the Software or Data on electronic acknowledgment or(ii)a signed Esri Contractor servers for the benefit of Customer. master agreement or license agreement that supersedes such electronically acknowledged master agreement. 3„0°°°°°°°.°.I IEIFCIM, 1 IEIFCINIINKTIIIGN,ANI) Exv,IIFRXnON "Product(s)” means the products identified in 3,1 Term. This Agreement and all licenses Table A—List of Products and any updates to the list hereunder will commence on the Effective Date Esri provides in writing. and continue for the duration identified in the Term of Agreement, unless this Agreement is "Quotation" means the offer letter and quotation terminated earlier as provided herein. Customer provided separately to Customer. is only authorized to use Products during the Term of Agreement. For an Agreement with a "Technical Support" means the technical limited term, Esri does not grant Customer an assistance for attempting resolution of a reported indefinite or a perpetual license to Products. Case through error correction, patches, hot fixes, workarounds, replacement deliveries, or any other 3,2 No Use upon Agreement Expiration or type of Product corrections or modifications. Termination. All Product licenses, all Maintenance, and Esri User Conference "Tier 1 Help Desk" means Customer's point of registrations terminate upon expiration or contact(s)to provide all Tier 1 Support within termination of this Agreement. Customer's organization(s). 3...3 Termination for a Material Breach. Either party "Tier 1 Support" means the Technical Support may terminate this Agreement for a material provided by the Tier 1 Help Desk. breach by the other party. The breaching party will have thirty (30) days from the date of written "Tier 2 Support" means the Esri Technical Support notice to cure any material breach. provided to the Tier 1 Help Desk when a Case cannot be resolved through Tier 1 Support. 3,4 Termination for Lack of Funds. For an Agreement with government or government- owned entities, either party may terminate this Agreement before any subsequent year if Page 3 of 6 January 26,2018 Page 260 of 371 Customer is unable to secure funding through a... "'III"'Heir 1 Support the legislative or governing body's approval process. 1, Customer will provide Tier 1 Support through the Tier 1 Help Desk to all Follow-on Term. If the parties enter into Customer's authorized users. another agreement substantially similar to this Agreement for an additional term, the effective 2... The Tier 1 Help Desk will be fully trained in date of the follow-on agreement will be the day the Products. after the expiration date of this Agreement. At a minimum, Tier 1 Support will include those activities that assist the user in „ ,,,,,,,,,,,,,,,,IIIIIoIDU "'n"' , IIDA"'"IlfiiiS resolving how-to and operational questions as well as questions on installation and 4.1 Future Updates. Esri reserves the right to troubleshooting procedures. update the list of Products in Table A—List of Products by providing written notice to 4. The Tier 1 Help Desk will be the initial point Customer. Customer may continue to use all of contact for all questions and reporting of a Products that have been Deployed, but support Case. The Tier 1 Help Desk will obtain a full and upgrades for deleted items may not be description of each reported Case and the available. As new Products are incorporated into system configuration from the user. This the standard program, they will be offered to may include obtaining any customizations, Customer via written notice for incorporation into code samples, or data involved in the Case. the Products schedule at no additional charge. Customer's use of new or updated Products 5 If the Tier 1 Help Desk cannot resolve the requires Customer to adhere to applicable Case, an authorized Tier 1 Help Desk additional or revised terms and conditions in the individual may contact Tier 2 Support. The Master Agreement. Tier 1 Help Desk will provide support in such a way as to minimize repeat calls and make 4,2 Product Life Cycle. During the Term of solutions to problems available to Agreement, some Products may be retired or Customer's organization. may no longer be available to Deploy in the identified quantities. Maintenance will be subject 6 Tier 1 Help Desk individuals are the only to the individual Product Life Cycle Support individuals authorized to contact Tier 2 Status and Product Life Cycle Support Policy, Support. Customer may change the Tier 1 which can be found at http://support.esri.com/en Help Desk individuals by written notice to /content/productlifecycles. Updates for Products Esri. in the mature and retired phases may not be available. Customer may continue to use b... "'III"'Heir 2 Support Products already Deployed, but Customer will not be able to Deploy retired Products. 1 Tier 2 Support will log the calls received from Tier 1 Help Desk. Z. Tier 2 Support will review all information ,,,,,,,IIIAmI 't"IlfiiilY� lllfiii collected by and received from the Tier 1 Help Desk including preliminary documented The Fee includes standard maintenance benefits troubleshooting provided by the Tier 1 Help during the Term of Agreement as specified in the Desk when Tier 2 Support is required. most current applicable Esri Maintenance and Support Program document(found at 3. Tier 2 Support may request that Tier 1 Help http://www.esri.com/legal).At Esri's sole discretion, Desk individuals provide verification of Esri may make patches, hot fixes, or updates information, additional information, or available for download. No Software other than the answers to additional questions to defined Products will receive Maintenance. supplement any preliminary information Customer may acquire maintenance for other gathering or troubleshooting performed by Software outside this Agreement. Tier 1 Help Desk. 4. Tier 2 Support will attempt to resolve the Case submitted by Tier 1 Help Desk. Page 4 of 6 January 26,2018 Page 261 of 371 5... When the Case is resolved, Tier 2 Support Document, FOB Destination, with shipping will communicate the information to Tier 1 charges prepaid. Customer acknowledges that Help Desk, and Tier 1 Help Desk will should sales or use taxes become due as a disseminate the resolution to the user(s). result of any shipments of tangible media, Esri has a right to invoice and Customer will pay any such sales or use tax associated with the receipt .0°°°°°°°.°I JY�II�UIP IEII�IIE.EN'1"Alll�D 14 UIBII,,,,JII III"'n"'Y of tangible media. This Agreement will not be construed or interpreted 8.2 Order Requirements. Esri does not require as an exclusive dealings agreement or Customer's Customer to issue a purchase order. Customer endorsement of Products. Either party may publicize may submit a purchase order in accordance with the existence of this Agreement. its own process requirements, provided that if Customer issues a purchase order, Customer will submit its initial purchase order on the °°°°°°°° II: IIIIIIIIIS"'n"'IPA"'"IIIVIE NIEUlllllflll::::JIIEIY "'n"a5 Effective Date. If this is a multi-year Agreement, „ Customer will submit subsequent purchase 7,1 OEM Licenses. Under Esri's OEM or Solution orders to Esri at least thirty (30)calendar days OEM programs, OEM partners are authorized to before the annual anniversary date for each embed or bundle portions of Esri products and year. services with their application or service. OEM partners' business model, licensing terms and a, All orders pertaining to this Agreement will be conditions, and pricing are independent of this processed through Customer's centralized point of contact. Agreement. Customer will not seek any discount Ib from the OEM partner or Esri based on the , The following information will be included in availability of Products under this Agreement. each Ordering Document: Customer will not decouple Esri products or services from the OEM partners' application or (1) Customer name; Esri customer number, if service. known; and bill-to and ship-to addresses (2) Order number 7,2 Annual Report of Deployments. At each (3) Applicable annual payment due anniversary date and ninety(90) calendar days prior to the expiration of this Agreement, Customer will provide Esri with a written report 9.0................IMIE.:.11GERs,AcQusiI rIIIGNS, OIG detailing all Deployments. Upon request, IDIiIvlli::::S"I"III"n"'UIP IES Customer will provide records sufficient to verify the accuracy of the annual report. If Customer is a commercial entity, Customer will notify Esri in writing in the event of(i) a consolidation, merger, or reorganization of Customer if, III::::JII: UIIIISfIIIIIIIIIIS"'IIIA"t"Illvl with or into another corporation or entity; °°°°°°°�° IIIIf�IlfiiillPllll ,� (ii) Customer's acquisition of another entity; or(iii) a , IIDEIIL...IIIVEIRY, AND transfer or sale of all or part of Customer's IG EPII,,,,, YRIIii.E ff"I" organization (subsections i, ii, and iii, collectively referred to as "Ownership Change"). There will be .1 Orders, Delivery, and Deployment no decrease in Fee as a result of any Ownership Change. a... Upon the Effective Date, Esri will invoice Customer and provide Authorization Codes to 9...1 If an Ownership Change increases the activate the nondestructive copy protection cumulative program count beyond the maximum program that enables Customer to download, level for this Agreement, Esri reserves the right operate, or allow access to the Products. If this to increase the Fee or terminate this Agreement is a multi-year Agreement, Esri may invoice the and the parties will negotiate a new agreement. Fee before the annual anniversary date for each year. 9...2 If an Ownership Change results in transfer or b, Undisputed invoices will be due and payable sale of a portion of Customer's organization, that within thirty (30) calendar days from the date of portion of Customer's organization will transfer invoice. Esri's federal ID number is 95-2775-732. the Products to Customer or uninstall, remove, c... If requested, Esri will ship backup media to the and destroy all copies of the Products. ship-to address identified on the Ordering Page 5 of 6 January 26,2018 Page 262 of 371 9.3 This Agreement may not be assigned to a successor entity as a result of an Ownership Change unless approved by Esri in writing in advance. If the assignment to the new entity is not approved, Customer will require any successor entity to uninstall, remove, and destroy the Products. This Agreement will terminate upon such Ownership Change. Page 6 of 6 January 26,2018 Page 263 of 371 esri City of Waterloo, IA Esri Enterprise License Agreement Proposal Executive Briefing Esri has proposed an Enterprise License Agreement (EA) to the City of Waterloo.This recommendation is based on the needs determined through the Needs Assessment performed by Pro West and Associates and conversations that Esri has had directly with the City. The Esri Platform is uniquely positioned to assist Local Governments. It is a system of record that provides employees rapid access to up-to-date accurate geographic information, reduces data redundancy across the organization, and provides rich analysis capabilities. It is also a system of engagement that enables organizations to share key data and maps across their organization saving time and resources. It enables organizations to provide valuable information to the public and gain their feedback where needed. As both a system of record and a system of engagement the Esri platform is uniquely suited to assist local government organizations to effectively leverage their data to achieve key objectives such as improving efficiency and effectiveness of operations, effectively plan, reduce cost, increase revenue, protect staff and citizens, improve customer service, engage their citizens, and increase transparency. Adoption of Enterprise GIS will provide the City with the data and solutions needed to support its mission. It will provide the capability to develop, maintain, and share authoritative data across the organization. It will also provide the tools needed to support analysis of and planning for sustainable and smart growth. This document provides better understanding of the current licensing of the City, challenges/limitations with the current licensing, licensing recommendation, procurement options, and important considerations. I. Enterprise GIS A common question is what exactly is Enterprise GIS and why is it important. Enterprise GIS is a geographic information system that is integrated through an entire organization so that a large number of users can manage, share, and use spatial data and related information to address a variety of needs, including data creation, modification,visualization, analysis, and dissemination. It enables organizations to easily share data and maps between users and departments. It integrates with other systems of record within an organization such as asset management systems, planning and permitting systems, CAD systems, and records management systems to provide greater understanding and analysis of the data from those systems. Enterprise GIS provides a common platform for location based data and provides the tools needed to make informed data driven decisions. II. Current software deployment The City currently maintains a small number of licenses of the Esri Desktop Software, 1 license of ArcGIS Engine, and 1 ArcPad license.This licensing enables the maintaining of some common data sets for the City. 1 Page 264 of 371 esr[ Table 1: Current Esri Software Deployment Software Quantity Desktop 15 seats ArcGIS Engine 1 Seat ArcPad 1 Seat ArcPublisher 1 Seat ArcEngine 1 Seat III. Challenges with Current Deployment The current deployment of Esri technology provides the basic capabilities of maintaining GIS datasets such as roads, assets, parcels, addresses, and boundaries. However, it does not provide the city with the Enterprise capabilities to share those datasets across the organization as needed.This creates inefficiency when datasets are requested. It also increases the likelihood that redundant datasets may be created in an effort to overcome the inefficiency of making a data request. Redundancy of datasets causes questions about the true authoritative data of the City.This can create confusion and lead to inaccurate outcomes. The report from Pro West noted that there are many outdated and incomplete datasets in the City and that the City would benefit from collecting and or developing new datasets.This task will be very difficult without field data collection capabilities. Currently the City has limited capabilities in this area. The lack of Enterprise capabilities and data collection capabilities limits the City's ability to collect and maintain the data needed to achieve the benfits listed above in the Executive Briefing. IV. New software to support future business needs It is our recommendation that Enterprise capabilities should be acquired by the City of Waterloo.This would provide the city with the ability to fully develop, maintain, and share authoritative datasets that are needed across multiple departments.These datasets would be instrumental in increasing accuracy, efficiency, and effectiveness in providing vital services to the citizens of Waterloo. Enterprise capabilities would also provide mobile and field data collection capabilities that will further increase the effectiveness of the City's operations. In review of the comprehensive needs assessment that was completed by Pro West and Associates it is clear that the various departments at the City depends on GIS data for their operations with many datasets being needed on a daily basis. It is also clear from that review that the City would greatly benefit from enterprise capabilities. Enterprise capabilities would provide a common platform for departments and internal work groups to access operational data by leveraging maps and apps that support their work and analysis helping them to make informed data driven decision. It would also provide the capability to effectively connect with and communicate with customers and stakeholders. To further validate the findings of the Pro West assessment Esri has also had discussions with the City to determine specific priority projects that could be carried out with an Enterprise implementation.The projects that have been identified would provide location based information products that that would greatly enhance the various department to ability to carry out their mission with increased cost 2 Page 265 of 371 esr[ effectiveness and efficiency.There are also projects that were identified that would provide valuable information to the public and increase transparency.The specific projects identified can be found below in Appendix A. Table 1 below provides an outline of the licensing that would be needed for a basic Enterprise deployment.This base deployment would provide the City with the benefits discussed above. Specific discussion of the cost of an Enterprise Deployment and the procurement options will be detailed in Section V of this document. Table 1: Immediate Licensing Needs Product Description ArcGIS Enterprise Standard Server software for mapping and analytics that allows you to manage your location enabled data and bring Web GIS into your infrastructure. ArcGIS Enterprise Standard Staging Staging server provides ability to test new License releases and new applications without interruption to your production servers. ArcGIS Desktop Standard Individual desktop software that provide map authoring, analysis, data visualization, and Web GIS integration. Named Users for ArcGIS Online or Provides access to create and view functional Portal maps and apps to support workflows.This includes premium applications such as Collector, Survey 123, and Workforce that would be used for field data collection and provide that capability to access location based information products anywhere, anytime, on any device. A complete list of solution templates can be found at solutions.arcgis.com. V. Procurement Options There are two possible options to obtain the licensing needed that would provide the City with the capabilities needed. The first option is to purchase licensing individually.This model allows you to purchase the basic capabilities needed for an enterprise implementation. As additional needs develop additional licensing can be purchased.The second option is to obtain the licensing through an Enterprise Agreement. Esri has an Enterprise Agreement that is specifically tailored to the needs of Cities like Waterloo called the Small Municipal and County Government Enterprise License Agreement.This model provides your organization with uncapped access to many of Esri's core products. It also provides many benefits that would be difficult to obtain outside of the Enterprise Agreement in a cost-effective manner. 3 Page 266 of 371 esr[ Based on the assessment completed by Pro West and the further analysis that we have completed it is our recommendation that the City would greatly benefit from the Small Municipal and County Government Enterprise License Agreement.Table 2 below provides a comparison of the costs of both options discussed above. Table 2: Price Comparison Option 1: Individual Licensing Qty Year 1* Year 2 Year 3 3-YR Total ArcGIS Enterprise Standard 1 $20,000 $5,000 $5,000 $30,000 ArcGIS Enterprise Standard 1 $10,000 $2,500 $2,500 $15,000 Staging License ArcGIS Desktop Standard 8 $56,000 $12,000 $12,000 $80,000 ArcGIS Desktop Basic** 15 $5,250 $5,250 $5,250 $15,750 ArcEn ine** 1 $100 $100 $100 $300 ArcPublisher** 1 $500 $500 $500 $1,500 Named Users(ArcGIS Online 100 $45,600 $45,600 $45,600 $136,800 or Portal Total $137,450 $70,950 $70,950 *Year 1 amounts are licensing costs which includes the first ear's maintenance. **The City currently owns these licenses. The dollar amount reflects continuation of maintenance. Option 2: Small Government Enterprise License Agreement Year 1 Year 2 Year 3 3-YR Total $50,000 $50,000 $50,000 Difference Over 3 r Term Average Annual Difference "Complete list of products and entitlements for the Enterprise Agreement are documented in the proposal. VI. Summary: The value of the EA to the City of Waterloo As documented in Table 2 above, the immediate licensing needs of the City would cost the City $279,350 over the next three years. It is likely that during that 3-year period additional licensing needs would develop.The estimate also does not take into consideration the possibility the need for isolated environments. Our experience has shown that the need for isolated environments does arise in many organizations to support things like Police and other Emergency Management operations. The EA provides expanded Enterprise GIS capabilities, the ability to provide location enablement across your organization, and the ability to account for additional isolated environments for a 3-year cost of $150,000 saving the City$129,350 over the next three years. In addition to the cost savings, other key benefits of the enterprise license include: 4 Page 267 of 371 esr[ • Architectural flexibility—the City has unlimited access to both desktop and server Esri products. As the City's system architecture designs evolve, GIS software can be deployed in a manner best suited to your needs. • Reduced administrative costs—EAs generally require only one payment per year to Esri resulting in substantially lower procurement expenses.Additionally, administrative costs may be reduced as a result of centralized coordination and management of software distribution, support, professional services and training. The EA can also eliminate the time-consuming process of justifying and completing individual and incremental GIS purchases. VII. Important Considerations The Esri Enterprise License Agreement is an advantageous licensing model for organizations such as The City of Waterloo. Should the City choose to not pursue the Enterprise Agreement, there are a number of incremental purchases and other considerations that will need to be addressed. These are outlined below: • Infrastructure—Without expanding the existing GIS landscape, the City of Waterloo does not have the ability to support the demand for location based data of its departments. • Staging Environment—Without a staging environment for GIS, new implementation and all levels of software patches are deployed straight to production. This is not an industry accepted best practice and introduces risk to existing and new applications. • Scalability—An EA provides Waterloo the ability to automatically scale up for emergencies such as snowstorms,flooding, and unexpected large-scale events such as those garnering media attention. The City can use virtualized servers on premises and in the cloud as needed. • Release Management—There needs to be a mechanism to provide targeted GIS version upgrades across multiple systems as specific vendors provide new software releases, and an EA enables this best practice to be followed without incurring additional costs. 5 Page 268 of 371 esr[ Appendix A: Prioritized Projects Project Departments Estimated#of Users Involved Cost Explanation of Cost Publish public All Public $0 information interactive map containing POls, real estate info, road closure info,other city or event related announcements Enable web access of All 100 $75,000 100 Named certain GIS data Users for across citywide ArcGIS Online departments under or Portal secure circumstances Needed. via ArcGIS Online. ArcGIS Online is secure. However, if you want everything behind your firewall Portal would be needed instead of ArcGIS Online. Server would be required. The cost is based on that assumption. Create city- All 50 $0 Can be built in maintained geocoder Desktop. for accurate geocoding of addresses within the city. Develop digital Traffic Ops 10 $35,000 Server inventory of licensing and streetlights, poles, 10 ArcGIS and electrical Online or cabinets and app for Portal Named field inspections Users needed. 6 Page 269 of 371 esr[ Implement smart Public Works 20 $70,000 Server routing licensing, technology/AVL for GeoEvent Public Works utilizing Server and 20 third party software ArcGIS Online in conjunction with or Portal GIS Data Named Users needed. It is important to note that GeoEvent is not included in the EA, but can be added. Develop a "Property All 30 $15,000 30 ArcGIS Owners Notification" Online Named system for easy Users needed. identification and If Portal mailing label would be creation. desired over ArcGIS Online Server licensing would be needed.This would increase the cost. Develop collector Engineering 5 $32,500 Server apps for annual dry licensing and weather/RASCAL 5 ArcGIS projects Online or Portal Named Users needed. Complete digital Waste 30 $45,000 Server storm sewer system. Management, licensing and Engineering 30 ArcGIS Online or Portal Named Users needed. Get Granite/ArcGIS Waste 30 $45,000 Server system fully Management, licensing and operational. Engineering 30 ArcGIS Online or Portal Named Users needed. 7 Page 270 of 371 esr[ Create map of street Public Works 10 $5,000 10 ArcGIS dept supervisors Online Named territories Users needed. If Portal would be desired over ArcGIS Online Server licensing would be needed.This would increase the cost. Create utility request Engineering, Public $0 Open Data section of website Water Works Portal (Free for with AGOL contractors/public to Subscription) easily request public utility information in different project areas. Develop maps Planning, 20 $10,000 20 ArcGIS showing total Finance Online Named assessed values and Users needed. total taxes paid If Portal would be desired over AGOL Server licensing would be needed.This would increase the cost. Go all digital with All 50 $23,750 50 ArcGIS plat books Online Named Users needed. If Portal would be desired over ArcGIS Online Server licensing would be needed.This would 8 Page 271 of 371 esr[ increase the cost. Develop city mobile All Public $4,300 Developer app with citizen Subscription reporting,geofenced needed tourism guide, POls, (included in announcments, EA) public parking info, and other city related activities Develop ESRI-based Engineering 10 $35,000 Server pavement licesning and management system 10 ArcGIS to replace Online or Cartegraph system. Portal Named Users needed. It may also require Road and Highways, but we would need to talk through the actual requirements further. Develop collector Engineering 10 $35,000 Server app for sidewalk licensing and ramp inventory& 10 ArcGIS inspections Online or Portal Named Users needed. Develop collector Traffic Ops 10 $35,000 Server app for sign licensing and inventory& 10 ArcGIS inspections Online or Portal Named Users needed. Go digital with Engineering, 30 $45,000 Server county addressing Building licensing and (address points and Inspections 30 ArcGIS road centerlines) Online or Portal Named Users needed. 9 Page 272 of 371 esr[ Create city- All 30 $15,000 Desktop can maintained geocoder build the for accurate geocoders. 30 geocoding of ArcGIS Online addresses within the Named Users rural areas of Black needed for Hawk County. apps. If Portal would be desired over ArcGIS Online Server licensing would be needed. Create code Code 10 $35,000 Server violations manager Enforcement licensing and for code 10 ArcGIS enforcement Online or Portal Named Users needed. Create tree Leisure 10 $35,000 Server assessment Services licensing and application for tree 10 ArcGIS inventory for Leisure Online or Services Portal Named Users needed. Create open data All Public $0 Open Data portal for sharing Portal is free some data with with ArcGIS public. Online Subscription Implement building Building 20 $40,000 Server maintenance tracker Maintenance, licensing and for leisure Leisure 20 ArcGIS services/building Services Online or maintenance. Portal Named Users needed. Inventory all Traffic Ops 10 $35,000 Server pavement markings licensing and in the city. 10 ArcGIS Online or Portal Named Users needed. Create applications Police, Clerk, 50 $23,750 50 ArcGIS for special event Mayor, Online Named permitting, mapping Council Users needed. event locations, If Portal coordinating review would be 10 Page 273 of 371 esr[ of permit needed Server applications, and licensing communicating would be event information needed and between various cost would be departments and more. organizers. Develop property Planning, 20 $10,000 20 ArcGIS value visualizer for Finance, Online Named P&Z Mayor, Users needed. Council If Portal would be desired over ArcGIS Online Server licensing would be needed.This would increase the cost. Develop a capital Planning, 20 $10,000 20 ArcGIS investments Finance, Online Named maximization project Mayor, Users needed. for P&Z, Finance, Council If Portal Mayor's Office, would be Council. desired over ArcGIS Online Server licensing would be needed.This would increase the cost. Develop pre-incident Fire 50 $23,750 50 ArcGIS plans for Fire. Online Named Users needed. If Portal would be desired over ArcGIS Online Server licensing would be needed and the cost 11 Page 274 of 371 esr[ would increase. Inventory Fire 50 $53,750 Server defibrillators. licensing and 50 ArcGIS Online or Portal Named Users needed. Map crime activity Police 50 $53,750 50 AGOL for police Named Users needed at a minimum. However, since this involves crime data an isolated environment for the Police might be needed.This would require Separate Server licensing and Portal instead of AGOL.This would increase the cost. Cost assumes only AGOL. Create tactical plan Police 50 $23,750 50 ArcGIS development project Online Named for Police. Users needed at a minimum. However, since this involves crime data an isolated environment for the Police might be needed.This 12 Page 275 of 371 esr[ would require Separate Server licensing and Portal instead of AGOL.This would increase the cost. Cost assumes only ArcGIS Online. Develop interactive All 50 $23,750 50 ArcGIS emergency flood Online Named maps and procedures Users needed. If Portal would be desired instead of ArcGIS Online Server licensing would be needed. Use Stabilize Planning, 20 $10,000 20 ArcGIS Neighborhoods Community Online Named templates for Development Users needed. Community Dev. & If Portal P&Z. would be desired instead of ArcGIS Online Server licensing would be needed. Publish 3d basemaps Planning 10 $5,000 10 ArcGIS for proposed Online Named development Users needed. visualization. Roll out If Portal cityengine for P&Z. would be desired instead of ArcGIS Online Server licensing would be needed.This would 13 Page 276 of 371 esr[ increase the cost. Create homeless Human Public $0 Can be done services finder& Rights, Police in ArcGIS reporter for public& Online or officials to better aid Enterprise homeless and needy. Portal and can also be published to Open Data Portal. Depending on the complexity of the App a developer license may also be needed.This would make the cost $4,300. Create map of library Library 10 $5,100 10 ArcGIS customers to help Online or target locations for Portal Named book mobile. Users needed. Community Analyst could also help. Community Analyst add- on for AGO is $100. Develop interactive Cultural And Public $4,300 Esri Developer exhibit information Arts Subscription. application for mounted tablets at Center for the Arts. 14 Page 277 of 371 GII Jr,.y o f W a tEI IIIb O,. A GIS Needs Assessment & Implementation Plan Prepared by ® Inc. March 22nd, 2017 8239 tab 30 Y \WV I P0 nx P,l I Wnikoi I011 56,49 tl As cGIS for h I.,,Ne1-1 �� Local Government �reGlS P nla �� Arre°G65 tl�lseubamx�5�.�� eSr� 1:11 1 II 'lli°.I+r Ir M� 11.Idi',4�''�( 7 i �/oD j I� i 1't,i I ir, ;sir„ Page 278 of 371 GIS Needs Assessment 0' Implementation Plan {-{}Dtenfs Introduction..................................................................................................................................................4 CurrentGIS Impact........................................................................................................................................7 People...................................................................................................................................................7 Data.......................................................................................................................................................7 Hardware ..............................................................................................................................................8 Software................................................................................................................................................8 Applications...........................................................................................................................................8 DepartmentNeeds........................................................................................................................................9 |TDepartment.....................................................................................................................................1U Police...................................................................................................................................................11 Fire --------------------------------------------------13 Waterloo Center for the Arts..............................................................................................................l4 Library.................................................................................................................................................l6 Planning&Zoning...............................................................................................................................l7 BuildingInspections............................................................................................................................20 Engineering.........................................................................................................................................21 LeisureServices...................................................................................................................................24 WasteManagement ...........................................................................................................................26 WaterWorks.......................................................................................................................................29 C|erk-------------------------------------------------.31 Finance------------------------------------------------3Z CommunityDevelopment...................................................................................................................33 HousingAuthority...............................................................................................................................3S HumanRights......................................................................................................................................36 Traffic..................................................................................................................................................37 WaterlooRegional Airport..................................................................................................................39 Public Works(Street Sanitation and Central Garage) -----------------------.39 CodeEnforcement..............................................................................................................................41 Attorney..............................................................................................................................................42 Implementation Recommendations...........................................................................................................46 2 GIS Needs Assessment 0' Implementation Plan Infrastructure......................................................................................................................................46 Software..............................................................................................................................................SO Data-------------------------------------------------'52 SystemIntegration..............................................................................................................................58 DataSharing:Automation...................................................................................................................59 Mobile.................................................................................................................................................60 Training...............................................................................................................................................64 Applications.........................................................................................................................................65 Staffing................................................................................................................................................69 GISBranding................................................................................................................................................7U PhasedImplementation Plan......................................................................................................................71 AlternativeCost Plan...................................................................................................................................79 Risks ----------------------------------------------------8Z Appendix-------------------------------------------------'83 Glossary.......................................................................................................................................................86 Issues Outside Project Scope......................................................................................................................87 OrganizationalChart...................................................................................................................................88 HostedEnterprise GIS.................................................................................................................................89 3 �� YII GIS Needs Assessment& Implementation Plan The City hired Pro-West &Associates, Inc. (Pro-West) in December 2016 to complete an Enterprise GIS Needs Assessment and Implementation Plan based on industry standards and best practices, as well as the requirements and priorities communicated by City staff. Approximately 50 City staff representing 21 departments were involved in the on-site interview process conducted by Pro-West the week of January 9th, 2017. Pro-West's scope of services includes: 1. Analysis of the ways in which an Enterprise GIS can be applied to City business processes 2. Evaluation of existing GIS data, identification of gaps and provision of recommendations for enhancing and/or developing GIS datasets 3. Identification of resources and methodology for centralizing and sharing GIS data across the organization and with outside organizations 4. Identification of staffing, infrastructure and software resources to support a City-wide Enterprise GIS 5. Recommendation of a budget and phased implementation for an Enterprise GIS The goal of this document is to outline an Enterprise GIS approach that will provide the following benefits for the City of Waterloo: 1. A centralized data structure that supports City business functions and allows for more efficient and secure data sharing across the organization 2. Workflow and communication efficiency gains through automation 3. Integration of third party business systems, when applicable (for example, document imaging) 4. Application development that aligns with City and department business needs and fills gaps in existing operational deficiencies 5. A scalable foundation of software, infrastructure and resources that supports short and long term GIS goals 6. A mobile GIS platform that supports real-time data collection and access in the field Benefits of GIS GIS has evolved quickly in the recent past, due largely to the popularity of mobile devices and the consumerization of IT, making maps a key tool for personal and professional use. The volume of GIS technology available to cities to enhance workflows, communication and decision-making is vast. While this document will outline the current state of GIS at the City, as well as provide recommendations for moving forward with an Enterprise GIS, it is important to review the overall benefits of an Enterprise GIS to understand the future impact of an implementation. As Cities grow and are charged with becoming more transparent and accountable,technology is playing a critical role. GIS is an integrating technology that minimizes or eliminates data silos, integrates key business systems such as document imaging, and directly influences decision-making and public perception. Below are some examples of increased efficiencies and time/cost savings at cities of similar size as Waterloo. 1. A centralized web GIS application that ties into physical address data, saving hundreds of hours spent searching for physical address locations and looking up property information 4 Page 281 of 371 �� YII GIS Needs Assessment& Implementation Plan ��Xh ,,r,/1= 2. City staff have access to searchable property and tax information,which drops response times to the public by 20%and decreases the amount of time spent responding to public inquiries by 80 3. Easy access to document imaging(plats, deeds, zoning), permitting, and code violations via a centralized mapping solution, drops search time for documents by 40% 4. Integrating GIS with the state "Call Before You Dig" system saved over 1,000 hours of staff time in 3 months locating underground facilities 5. 4 hours a month are saved on addressing tasks by using an Enterprise GIS 6. Hundreds of hours are saved in estimating project costs for utility projects 7. GIS streamlines departmental coordination on capital improvement projects 8. Engineering saves several days of work each year due to the ability to see where signs are located on a map, which are automatically updated when sign staff GPS new signs. In the past, if a call came in to the engineering department, engineering would call public works, the sign staff would drive to a location and read the sign,then report back to engineering. 9. Integrating census and City GIS data saves hundreds of hours per year in planning and economic development projects. An example that includes both access to a City Enterprise GIS and Community Analyst (an Esri solution that integrates census data with local GIS data) are the below Core Neighborhood Fact Sheets and interactive maps. These sheets provide the public and realtors with a current and clear picture of neighborhoods. The fact sheets each include a map with neighborhood amenities denoted, infographics with City GIS and Community Analyst data, housing unit graphs from City GIS, and population, age profile, and race profile from Community Analyst. The facts sheets are available at Ihtt.r.. / istclloudmn. a / , . 7 N ighborlhood-I nformation/ .,. : � ., �_ 0 _ i . . ii . The facts sheets also set the foundation to create a story map. The story map is available at htt cosc iis.ma s,airc com a s Ma , jJes iindex.htmll?a id:::::b33301b8e9ab74898a9a55b4 p... .....................g.........................p......................g............................./......p.p...../...................p.........................../.............................................................1plp..................................................................................................................................................... e$S ..da4cf ................................................. More case studies can be found on the Pro-West website: gs giscM0rl /k Expected benefits of an Enterprise GIS at the City of Waterloo: 1. Time-saving opportunities 2. Improved planning and decision-making 3. Improved quality of GIS data 4. Standard and efficient GIS data accessibility 5. Enhanced public service (faster response times to the public, internal staff and other organizations) 6. Enhanced asset management 7. Departmental collaboration 8. Enhanced economic development services 9. Integrated and centralized business systems 10. Field operational efficiencies: access to GIS data in the field in real-time 11. Increased security and back-up of GIS datasets 5 Page 282 of 371 �� YII GIS Needs Assessment& Implementation Plan ��xH ,,r,/1= Maps are used by every department, every day. When a City implements an Enterprise GIS, business efficiency and effectiveness are improved for not only all staff, but also for the public and outside organizations working with the City.The value of implementing GIS throughout the enterprise far outweighs the cost if a plan is followed. In the case of limited budgets and staffing,the City can take smaller steps to move GIS forward; over time, benefits accrue.Today, hardware and software costs are significantly reduced, driven by the increase in processing capacity and performance for both servers and networks.This opens a variety of opportunities for Cities to centralize data and distribute it efficiently throughout the organization. Proper planning is the key to success. Understanding the technology and getting it right at the beginning reduces cost and improves the effectiveness of any deployment. 6 Page 283 of 371 �� YII GIS Needs Assessment& Implementation Plan Cll,.iirir e n GIS �rnIIo act An Enterprise GIS is comprised of people, data, hardware, software, and applications. The current state of operational deficiencies, as it relates these core GIS components, at the City are as follows: People 1. The Engineering Department currently employs a Draftsperson who serves as a GIS resource for other departments. Although this position is not responsible for supporting GIS throughout the City,this position has evolved over time as a key GIS resource for many staff. While the current staff member has done an outstanding job with the resources available,the City needs to hire key GIS staff to grow and sustain an Enterprise GIS. 2. Some departments have at least one person on staff that uses desktop GIS software to edit or analyze GIS data. They have limited or no formal training in GIS data management practices, which has led to incomplete and/or inaccurate datasets, which has decreased the City staff's level of confidence in existing GIS data. 3. Two IT staff members are available to support infrastructure needed to implement an on- premise Enterprise GIS Data 1. Some departments are maintaining their own GIS datasets. These datasets are stored either on an individual's computer or on a shared network drive, making it difficult or impossible to extract or share information inside or outside the organization. 2. If data needs to be shared between departments, most often a verbal or email request is made. Even though raw GIS data may be accessible on a shared drive,the person making a data request may not have the software or training to work with raw GIS data. The raw GIS data is not easily discoverable or searchable. Much time is spent across the City filling data requests between departments or for the public. 3. Datasets are mostly in the outdated 'shapefile'format, with a few being managed in a more current file geodatabase format. This makes sharing and analyzing data difficult or impossible. 4. There is evidence of redundant data sources, resulting in decreased credibility of datasets used by City staff or outside organizations. 5. There is limited or no access to data in the field via laptops,tablets and/or smartphones,which is a common need shared by many departments. 6. Parcel data from the County is outdated and is requested by multiple staff in an ad hoc manner. This means that different types of data requests are made at varying times by varying staff throughout the year. Automating data sharing between the City and County will save significant time and standardize data for easy searching and analysis. 7 Page 284 of 371 �� YII GIS Needs Assessment& Implementation Plan 7. There is limited physical address data in GIS, which is key for all departments. Some departments access the County parcel data,while others access the permit database or patron databases they maintain. A great deal of time is spent searching for physical addresses and validating them. Automating and streamlining City and County data sharing, as well as updating City-wide addressing processes,will manage this issue. 8. Many GIS datasets are incomplete, such as that for storm water data. Solutions,training, infrastructure and software are needed to update and maintain existing GIS datasets. 9. Many departments will benefit from collecting and/or developing new GIS data to support department and City-wide business needs. Creating new information enhance decision-making throughout the City. 10. Many Excel spreadsheets and/or Access databases exist that contain parcel numbers and/or physical addresses that can be used or managed in a GIS. Migrating these databases would result in a centralized data management system that creates efficiencies in data sharing and analysis. 11. Data is not standardized throughout the City. Excel,Access, MS Paint, other systems and paper records are used, which is not conducive to sharing and analyzing data across all departments at the City. Hardware 1. Servers required to support an Enterprise GIS do not currently exist at the City Software 1. There are some desktop GIS software licenses currently in use at the City. However, they do not serve the mapping needs that exist throughout the City and most staff are not trained. 2. Mobile and web-based GIS software needed to support an Enterprise GIS does not exist at the City at this time (or is limited) Applications 1. The Draftsperson currently maintains a public-facing road closure application using Esri's hosted ArcGIS Online service, meaning the data and application are hosted and not"on-premise". Hosting data in this manner further contributes to the data silos that exist throughout the City. 2. No other GIS-based applications (mobile or web-based) or GIS-based system integrations are in place at this time (such as document imaging or permitting) Overall,the City has developed some core GIS datasets such as utility data, and has utilized parcel data from the County to complete project level analysis using the limited desktop GIS software available for a minimal number of staff. The following Needs Assessment and Implementation Plan will outline department needs and provide recommendations for implementing an Enterprise GIS that will address key gaps in location technology. 8 Page 285 of 371 �� YII GIS Needs Assessment& Implementation Plan ��XH ,,r,/1= Department �Needs Twenty-one departments over the course of five days were interviewed for the GIS Needs Assessment and Implementation Plan. A standard set of questions was used to provoke conversation regarding current map use and additional needs that would promote departmental and city-wide efficiencies. In addition, during the meetings Pro-West provided application demonstrations related to the benefits of GIS. The implementation of an organization-wide, Enterprise GIS will provide the City of Waterloo with its own collection of data and solutions capable of supporting the mission of the City and its departments. A fully functioning and well maintained GIS allows for the development, maintenance and sharing of consistent and accurate data among departments. It also provides the ability to integrate multiple data sources for analysis and provides the City with a management and planning tool for sustainable and smart growth. Through administration of the needs assessment (questionnaires and interviews), a number of significant City-wide GIS implementation benefits have been identified.All personnel interviewed indicated their support for the project, and offered significant insight as to how GIS data and applications will support their daily business needs.The following sections present the general and department-specific results of the needs assessment,which include each department's mission from the City website, existing GIS data used, GIS needs and key challenges. TE: The intent of this section is a summary of findings. Not all data and workflows were documented for each department. Additional requirements gathering will be needed for each department as the City moves forward. Key Data Used Table definitions used for the needs assessment: 1. Data Datasets commonly used by the department. This is not an exhaustive list of data used by the department. It is meant to highlight the most important GIS datasets used throughout the City. 2. Frequency Based on department interview responses,the frequency represents how often users are accessing a particular dataset. 3. Data Indicates that this department is the authoritative source for this dataset and Authority should be editing and managing it. 4. Format The native format of the data. 9 Page 286 of 371 �� YII GIS Needs Assessment& Implementation Plan IPNI , VIm- IT Department The IT department is responsible for the overall management of the City network and infrastructure, including key business systems such as the permitting and financial systems. Key GIS Data Used: Data Frequency *Data Authority Format Fiber Daily CAD *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Current 3rd Party Systems: 1. IT is involved in the management of all systems currently in use at the City (Laserfiche, New World, and others). 2. IT manages numerous SQL servers (v 2008 and v2012) Key Challenges: 1. Separate networks exist for Police, Library and all Fire stations (except Fire Station 1) a. Staff at these locations do not have accounts on the City domain,which will be a consideration if staff at these locations need to access an Enterprise geodatabase via desktop GIS software. 2. Hardware/software to support an Enterprise GIS does not exist a. The exception is the VM host, which has the raw capacity to support additional server application roles. 3. IT staff are unfamiliar with GIS-based IT practices 4. IT staff has experience with MS Access, but limited experience managing SQL Server databases. Some targeted training will be needed. General Observations: Pro-West believes that the existing IT staff,with training and direction, are in a position to manage the infrastructure needed to support an on-premise Enterprise GIS. 10 Page 287 of 371 �� YII GIS Needs Assessment& Implementation Plan Px1ll C3V,/1= Police The mission of the Waterloo Police Department is to vigilantly protect, serve, and work together with the community to prevent crime and enhance the quality of life in the City's neighborhoods. The Police do not utilize traditional Esri GIS software;they access maps through third party business systems and rely on the Engineering department to create ad-hoc maps with calls for service or incident data. Key GIS Data Used: Data Frequency *Data Authority Format Incidents Daily Yes Shapefile Calls for service Daily Yes Shapefile Aerial photos Daily Pictometry Roads Daily File GDBS Parcel data (address/owner) Daily Shapefile Grids (subdivisions of patrol wards) Weekly Yes Shapefile Wards Weekly Shapefile *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Current 3rd Party Systems: 1. MOC a. AVL(automated vehicle location)type system from Iowa DOT b. Free, hosted system c. Provides access to Google maps, but not any City-specific data 2. RMS a. Record management system for tracking internal operations 3. Google Street View a. Uses for viewing a house and surrounding area 4. TRACS (traffic and criminal software) a. Officer form data entry system Needs: 1. A public-facing interactive map that shows critical calls for service 2. An easier way to perform a physical address search using an authoritative physical address repository. Currently,the County website is used,which does not perform well and does not function on newer browsers 11 Page 288 of 371 �� YII GIS Needs Assessment& Implementation Plan 3. Ability to access the items below in the office and in the field by typing an owner name or physical address on a map: a. Access to building photos managed by the City b. Access to building sketches and/or pre-plan sketches c. Access to building permits d. Access to scanned documents stored in the Laserfiche system 4. There is a need for using oblique aerials that show 3D images of buildings a. Tactical planning and search and rescue operations would utilize 3D 5. Ability to show the location of all rental properties on a single map. Color coding parcels based on rental status would be beneficial on a daily basis. 6. Staff find value in viewing road closures on a City map 7. Staff need access to hazardous material locations Key Challenges: 1. Data integrity—a lack of an address validation process in key internal business systems makes it time consuming to plot incidents and calls for service data on a map. a. Police staff—and other departments that need to plot incidents and calls for service data on a map—spend a great deal of time manually(or through some automated processing) standardizing address and intersection records 2. Lack of a City-wide E911 address point and road centerline data makes it difficult/impossible to map incidents and calls for service data 3. The department does not have an easy way to perform distance analysis. a. Example: the Police Department needed to produce a map for a subpoena showing calls/incidents for a half-mile buffer around an area of interest. A map of the City grid area in question was provided, along with a tabular report of calls/incidents. Police and Engineering departments were involved in making the map and providing data. i. If the Police Department had access to a centralized data repository and easy to use web application, they could add call/incident point data and quickly generate maps, buffers and other statistics as they need it. 4. Data accessibility—Police staff contact the Engineering department 2-4 times a month to generate simple maps of roads, aerials and police call/incident point data. A simple City GIS website would minimize or eliminate these types of requests to Engineering. 5. Police receive requests for call/incident data from other departments a. Both police and other staff spend a lot of time scrubbing address data so it can be plotted on a map. Providing a standard set of GIS point data in a centralized location will minimize/eliminate data requests. 12 Page 289 of 371 �� YII GIS Needs Assessment& Implementation Plan IPNI , VIm- General Observations: The Police Department will benefit greatly from a centralized data repository that will provide easy access to requested datasets to generate on-demand maps. Training on the use of web or desktop GIS to add call/incident data as points in GIS and overlay onto other City authoritative data would add value to daily operations for Police and other departments. The issues surrounding address data produced from Police business systems is beyond this scope, however, it is an issue to be aware of as the City moves forward with GIS. A focus on City-wide address standardization across business systems is key. Fire The Fire department provides citizens with an advanced life support (ALS) ambulance service, performs fire suppression and rescue operations, conducts emergency management, and offers special services including hazardous materials mitigation and technical rescue. The current use of GIS in the Fire Department consists of paper maps that the Engineering Department provides. The paper maps include roads and City limits and are printed approximately every 2 years,with wall maps being printed every 2- 3 years. Key GIS Data Used: Data Frequency *Data Authority Format Roads Daily Paper map book in the trucks; wall maps Hydrants Daily Wall map Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it Needs: 1. Access to real-time utility data, including hydrants, as well as City-wide base data in the field 2. Access to building/fire permit data by searching for an address or owner name 3. Staff need a method to provide feedback to other departments when they identify data discrepancies a. For example, incorrect hydrant and road data 4. Ability to create/maintain authoritative datasets such as: a. FDC (Fire Dept Connection), alarm panel, entry points, special hazmat or high hazard locations b. Access points around the John Deere plant c. Tornado shelters d. Siren locations 5. Staff need a methodology to standardize the mapping of pre-plans: a. Current pre-plans are in hard copy format, with a limited few in various digital formats, making it difficult to share timely information with fire staff and other City departments 13 Page 290 of 371 �� YII GIS Needs Assessment& Implementation Plan IPNII VI... : F f 6. Ability to take photos of key building features and look them up via a map: a. FDC location or alarm panel b. Current photos are stored on a server and organized by address, but require staff to look through numerous photos to find the correct one. This is a very time-consuming process, which can be streamlined with mobile GIS technology 7. Access to City building photos 8. Access to City maps during search and rescue operations 9. Access to E911 sign point data along the trail system (from INRCOG) 10. Ability to show on a map where rental properties are located 11. Access to oblique (3D) aerials 12. Access to current road closure data 13. Access to current aerial photos 14. A public-facing application to show tornado shelters and siren locations Key Challenges: 1. Data development: the Department has no method to create and manage its authoritative data such as building access points and alarm panels 2. Data sharing: staff spend a lot of time trying to find data, which causes frustration and ultimately they may not have access to data they need a timely manner (photos, preplans, utility data). Hydrant data—critical to daily operations—only exists on outdated hard copy maps. 3. Data accessibility: current access to spatial data is in hard copy format, which is often outdated 4. Intra-departmental communication: the Fire department has no method to communicate data issues to other departments (for example: water works and engineering) General Observations: The Fire department needs to access City GIS datasets and have the ability to create new GIS datasets. Staff do not know how to access existing data and do not have proper software to view or analyze City GIS data. A web and/or mobile application would provide an easy-to-use interface for accessing existing data and creating new data. Waterloo Center for the Arts The Waterloo Center for the Arts stimulates inquiry, provokes dialogue and connects people through the arts. The Center and its programs reflect the City's commitment to and support of arts and culture. With events, classes, rotating exhibitions, a community theatre, children's museum and so much more, this center is a vital asset to the community it serves. Key GIS Data Used: The center currently does not use City GIS data or maps. It does have some hard copy maps of the building floor plan. 14 Page 291 of 371 �� YII GIS Needs Assessment& Implementation Plan IPNIPt ,,r,/1= Current 3rd Party Systems: 1. The Center is planning on acquiring an event registration system 2. Access database of patrons (limited) 3. Access database to manage the collections Needs: 1. Staff need an easy way to create a public-facing, interactive 'art walk' map 2. Staff need an easy way to generate mailing labels for public mailings 3. The center floor plan is "outrageously complicated" according to Director, Kent Shankle. Having a method to map the floor plan for either hard copy maps or interactive kiosks would assist in funneling visitors through the building. a. A GIS application will provide the ability to click on a room and view what exhibit is currently showing. Since exhibits rotate often,the map would need to be easily updated. 4. There are numerous entrances to the center and most visitors do not know which one to use. An interactive, mobile map of valid center entrances and the surrounding area, including parking options, is needed. 5. Story maps—these are maps that help tell a story and are designed for non-technical users. Several center tasks will benefit from the use of these maps: a. Walking tour of historical sites b. Public art tours c. Partnering with other groups such as Main Street Waterloo, a non-profit that oversees improvements downtown,to generate story maps 6. During spring break,various cultural destinations offer$1 admission. A public-facing, interactive map of locations would support this popular event and provoke citizen engagement. 7. The Center would like to participate in a City-wide tourism application that includes maps and highlights the center 8. There is a need to share maps via social media outlets.The center currently uses Facebook. 9. A geofencing solution to notify people,within a certain distance of the center, of current/future events will promote citizen engagement. a. Geofencing is a process used to draw a boundary on a map and send notifications to mobile devices based on their proximity to the boundary 10. The center has several rooms that the public can rent. Managing these rentals is time consuming. a. Having a map of the rooms with photos or 360°camera views, as well as dates of availability would significantly cut down on time spent by the center staff giving tours and managing reservations. 15 Page 292 of 371 �� YII GIS Needs Assessment& Implementation Plan Key Challenges: 1. Education—staff are unaware of how GIS can serve the center or how to use simple GIS solutions for internal operations 2. Data accessibility—the Center does not have access to City data or software/tools to use GIS 3. Citizen engagement—the center is constantly looking for ways to generate interest in art. With the largest collection of Haitian art in the world, a world class pottery collection and rotating displays, the center has a story to tell regarding history, culture and art. General Observations: The center has a strong need to use technology to support its mission. GIS technologies such as story maps would have a significant impact on the center's ability to reach the public and generate continued and additional interest in the services the center provides. Access to GIS solutions and technology, supported with training,would enhance and extend citizen engagement opportunities at the Center. Library The mission of the Waterloo Public Library is to provide free access to education, information, and recreation in a welcoming environment. Key GIS Data Used: The library currently does not use City GIS data or maps. A hard copy map of the building layout does exist. Current 3rd Party Systems: 1. Symphony—Integrated Library System that runs all operations a. Consists of an Oracle database back-end that is hosted off-site Needs: 1. Access to City base data: a. Parcels b. Roads c. Aerial photos d. Neighborhood boundaries 2. Demographic data 3. City parking data 4. Utility data 5. Fiber data 6. Ability to plot library patron locations on a map to view where patrons are coming from and identify under-utilized neighborhoods. This information will be used to promote a book-mobile. 16 Page 293 of 371 �� YII GIS Needs Assessment& Implementation Plan PM ,,r,/1= Key Challenges: 1. Data accessibility: the Library does not have access to the GIS data or solutions it needs to support its mission 2. Citizen engagement: serving underserved neighborhoods a. Parking is an issue around the library and there is a portion of the population that cannot easily access the library. A book-mobile would be one method to serve underserved neighborhoods. While the library has a place to store the book-mobile, funding is an issue. Using GIS to overlay library patron locations, neighborhoods and demographics would provide a base for analyzing and supporting a book-mobile effort, as well as managing routes in the future. b. Having access to City utility and parking data would allow the Library to plot out key stops for the book mobile to ensure there is space and services needed to run the book mobile. General Observations: The Symphony system has valid patron addresses that can be exported to Excel format, which can then be used in a GIS. Having access to City GIS base data and an easy way to plot addresses as points on a map, would validate where patrons are located and where underserved areas are located. Coupled with demographic data,the Library would have a powerful tool to support marketing, citizen engagement and fundraising. Planning & Zoning The primary objectives of Planning and Zoning in the City of Waterloo are to promote the health, safety, morals, order, convenience, prosperity and general welfare;to conserve and protect the value of property throughout the City and to encourage the most appropriate use of land; to lessen congestion in the streets;to prevent the overcrowding of land;to avoid undue concentration of population; and to facilitate the adequate provision of transportation,water, sewerage, schools, parks and other public requirements. Planning and Zoning commonly makes a static map (roads, parcels, aerial)for internal use or print it to hand to a property owner. Staff routinely generate site plans for new garages, perform flood plain overlays(does a property fall in flood plain?), print maps for packets and produce mailing lists for rezone requests (for example, owners within 250 ft. of a location). Currently,these tasks are time-consuming due to data access and integrity issues, as well as lack of access to modern, easy-to-use GIS technologies. 17 Page 294 of 371 �� YII GIS Needs Assessment& Implementation Plan PXH ,,r,/1= Key GIS Data Used: Data Frequency *Data Authority Format Parcels Daily Shapefile Roads Daily File GDBS Aerials Daily Shapefile Floodplain Daily Shapefile City Zoning Daily Yes File Geodatabase County Zoning Daily Yes Shapefile Future Land Use Weekly Yes Shapefile Incentive Boundary(TIF) Weekly Yes Shapefile Sidewalks Monthly Shapefile *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Current 3rd Party Systems: 1. Laserfiche: site plans, ordinances, resolutions 2. Iowa Flood Center mapping application 3. Excel to track variances,vacant lots, property leases, cell tower locations, alcohol sales and P/Z actions 4. Google Street View Needs: 1. An easier method to generate mailing labels 2. A method to select a parcel and view condo data, and generate mailing labels. a. Currently, condos are represented as points,while parcels are polygons. There is no easy way to view condo data via the map. b. Staff can spend a significant amount of time navigating existing data sources to generate a complete and accurate mailing list 3. An easier way to access to parcel data, including tax and sales data. The current County GIS website is slow and cumbersome to use. Newer browsers, such as Edge, have a difficult time loading the County website. 4. A way to manage and view all vacant, City-owned properties on a map,so that property data, aerial and administrative boundaries can be viewed in addition to the vacant lot data. a. Currently, staff manages lots in a spreadsheet b. Staff needs to market lots better in order to sell c. Staff needs to track costs associated with managing a lot: snow removal and/or mowing 5. Consolidated GIS data and analysis tools to facilitate the LESA(Land Evaluation and Site Assessment) system. 18 Page 295 of 371 �� YII GIS Needs Assessment& Implementation Plan a. LESA land evaluation analysis uses GIS to score sites that are being requested for development. b. An easier way to generate a soil breakdown and CER (Crop Equivalency Rating) calculations for the LESA system would streamline the current process. Currently,the soil data is manually clipped and analyzed,which is time-consuming. Using GIS to automate this process would decrease amount of time spent on this task. The process is currently conducted up to 5 times a month. 6. The Department has gravel/paved attributes in a road layer that is used internally.This information would be useful for other departments. Thus, a consolidated, City-wide road layer with these attributes is needed. 7. Acquire/analyze point layer of bus bench locations via a real-time, interactive web application 8. Training on editing best practices to manage authoritative data such as zoning a. Current zoning layers (for City and Blackhawk County) have gaps/overlaps 9. Access to a website with City GIS data that assists with citizen calls. Currently the public accesses the County's website for parcel data, but the County site is slow and not efficient. a. Common requests: Where are my property lines, am I in a flood plain,what zoning exists in a particular location? 10. Staff currently share two computer workstations with GIS desktop software. Staff need access to GIS on all computers to streamline project work and engage with the public. 11. Currently, staff will re-draw power lines from outside utility companies (gas/electric companies). A more streamlined way to request and access this data will be useful. 12. Access to City utility data 13. Access to City data in the field for project work and working with the public 14. Access to historical photos to analyze when something changed 15. Plot addresses of alcohol sales on a map and overlay with other GIS datasets. a. When new requests come in, staff need to know distance to existing sale locations. Staff also need to analyze whether or not the required location is in a zone where sales are not allowed. b. A GIS-based method to track sales once points are plotted on a map would be beneficial 16. A mobile solution to facilitate field surveys and identify 657A houses 17. A way to scan and link lease agreements to parcels Key Challenges: 1. Data accessibility—Planning and Zoning staff lack access to utility data. In addition, staff identified that using Laserfiche and desktop GIS is cumbersome. Centralized and easy access to core, authoritative GIS data would make project level and public work more efficient. Furthermore, public-facing solutions that allow users to type an address and view whether or not a parcel falls within a certain administrative boundary or floodplain would reduce incoming calls from the public. 2. Analysis and automation—90%of staff work is spent on viewing, processing and analyzing large amounts of GIS data. When staff are not trying to locate data across the City,they are using complex processes in desktop GIS to support their work, such as mailings or the LESA scores. Automating common routines and centralizing data will significantly streamline daily analysis activities. 19 Page 296 of 371 �� YII GIS Needs Assessment& Implementation Plan ��Xh ,,r,/1= 3. Data management—staff are responsible for maintaining a variety of GIS layers, however,there are known data integrity issues that can be solved with updated technology and training. In addition, several Excel spreadsheets exist that can be managed in GIS,which will allow for integration with other City datasets and systems (for example,vacant lots or alcohol sales were identified as high priorities). 4. Mobile—staff need to access GIS data and associated tabular data in the field. Tablets or smartphones that can access a modernized Enterprise GIS will allow staff to have real-time access to data whether in the office or the field. General Observations: Staff have outgrown the two existing GIS workstations. Not only do they need easy access to a centralized data repository for all staff,they need web and mobile GIS solutions that align with their daily work tasks. In addition, automated data routines between the City and County will streamline common tasks such as aggregating condo data and save hours of time generating public notifications. Building Inspections The Building Department administers all matters related to building and housing administration and administers the enforcement of building standards, including building inspections, permit administration, and other related matters. While the inspection team currently does not use City GIS data,they need GIS to support their inspection activities. Key GIS Data Used: Building Inspections currently does not use City GIS data or maps. Current 3rd Party Systems: 1. LOGOS a. Manages inspection data, linked to an address and PIN b. SQL based 2. Laserfiche: blueprints,fire inspections, and building sketches 3. TAPS database a. Manages sewer tap locations 4. Google Street View Needs: 1. Hydrant locations and measurements 2. Sewer data and service line measurement 3. A mobile mapping solution to provide access to sewer data, site plans, building drawings or pre plans, building photos, and owner name information in the field 4. Ability for the plumbing inspection to track sewer taps in a digital format. Currently completed on paper. 5. Easier way to validate physical address locations 6. Display on a map where permits are expired or are about to expire 7. Measure by a circle/radius 20 Page 297 of 371 �� YII GIS Needs Assessment& Implementation Plan 8. Map sump pump locations 9. Foundation drain disconnect management solution. Staff need to map out locations that participate in the foundation drain disconnect program as well as the location of the disconnect. 10. Fleet management/AVL(automatic vehicle location) Key Challenges: 1. Education—staff need education on GIS and solutions that are available to streamline daily workflows 2. Data accessibility—staff do not have access to other department's GIS datasets, such as utilities, or GIS technology to view and analyze mapping data in the office or in the field 3. Data development—staff are responsible for sewer tap locations, which are currently managed in paper format and eventually transferred to an Access database by the Engineering department. The process involves multiple people and departments. Updated GIS technology will streamline field to office workflows and centralize sewer tap data management. General Observations: Staff are generally unaware of how to access and use other GIS data available to them. The department understands the value in having access to a centralized database and solutions that not only consolidate spatial data, but business systems such as Laserfiche and the LOGOS inspection database. Engineering The responsibility and the goal of the City Engineering Department is the design and administration of projects for new infrastructure and the repair and/or reconstruction of deteriorating infrastructure deemed necessary by the Mayor and City Council of the City of Waterloo.This infrastructure may include, but is not limited to streets, bridges, storm sewers, sanitary sewers, sidewalks, parking lots, flood control structures, and multi-use trails. In addition, the department maintains a Pavement Management System for the City's 431 miles of streets.The National Pollution Discharge Elimination System (NPDES) Storm Water Phase II Program is administered by the department.The department also reviews and approves subdivisions and commercial developments, provides engineering assistance for all other departments, and helps plan both short and long range public improvements. Currently, Engineering provides GIS support to City departments. Key GIS Data Used: Data Frequency *Data Authority Format Parcels Daily Shapefile Roads Daily Yes File GDBS 21 Page 298 of 371 �� YII GIS Needs Assessment& Implementation Plan IPNI , VIm- Sanitary sewer system Daily Yes File GDBS Storm sewer system Daily Yes File GDBS Wards Monthly File GDBS Precincts Monthly File GDBS Sidewalks Monthly Yes File GDBS Streams/water bodies Daily Yes File GDBS City owned properties Daily Yes File GDBS *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Engineering is the addressing authority for the City, however, minimal addressing data exists in GIS. Current 3rd Party Systems: 1. Plan/Profile Access database (as-builts) 2. TAPS Access database (sewer taps) 3. Pavement management Access database (from the state) 4. Cartegraph (pavement management to generate a PCI value) 5. Storm water erosion control permit Access database 6. Storm water control Access database 7. Detention basin Access database 8. LOGOS (Permits) Needs: 1. Streamlined sidewalk maintenance system: The City is broken into 10 maintenance zones. Each year, a new zone is checked for sidewalk deficiencies. Inspectors locate panels in the field that need to be replaced,fill out a paper form, sketch the location of each panel on paper and,finally, provide the field paper form to IT staff who enters data into an Excel spreadsheet identified with a unique PIN (parcel identification number). The PIN is later used with other City databases to generate a notification letter. Excel is used to summarize quantities of all the work(for example, a saw cut). Notifications need to be sent to owners, along with a map of which squares need to be replaced. Engineering staff acquires owner addresses from the IT Department(LOGOS permitting database)to mail a notice. A letter is sent that indicates: "you have X amount of sidewalk that needs to be fixed by a specified date". After the sidewalk is fixed,the Engineering Department analyzes what is left to be fixed and the City makes the repairs. When work is finished,the Engineering Department sends the owner an invoice. 22 Page 299 of 371 �� YII GIS Needs Assessment& Implementation Plan This current process outlined above involves: a. Redundant data entry a. Paper and digital records of the same information b. Two staff recording the same information b. Inefficient field to office workflows a. Inspectors, with no access to mapping data in the field and manually recording street names, may be off a block on their hard copies. This requires office staff time to identify and fix the issue prior to conducting the notification process. c. Inefficient access to address data to support notifications d. Inability to view on a map where maintenance has been finished and where work still needs to be completed. A centralized, standardized Enterprise GIS would eliminate redundant data entry, enhance field operations and make notifications a near automated process. 2. GIS-based address management system 3. A completed storm utility system inventory 4. Finish private utility data collection 5. Link as-builts to utility GIS data a. The current Access database does not have away to link GIS utility features to scanned as-builts 6. Map of new permits, so engineering can GPS inlets/outlets 7. Streamline field collection on storm sewer outfalls, sewer services, drain tile stubs and stream channel assessments. Currently, staff uses ArcPad in the field with a Trimble device. 8. Streamline inlet/outlet inspections 9. Ability to flag storm maintenance issues on a map for waste management to view and fix 10. Map sump locations 11. Access to LOGOS permitting 12. Access to water utility data 13. Access to sign data for road reconstruction projects 14. Map of current and future projects 15. Access to paint striping data that an Engineering technician GPSs currently 16. Automated way to remove road closure points from GIS when the end date for a project is met 17. Ability to share authoritative data with other departments 18. Easier method to generate mailing labels 19. Methodology to attach field photos with inspections and view on a map 20. Streamlined field to office workflow for GPS collection of utility features Key Challenges: 1. Unique IDs—some existing Access databases do not contain an address, PIN or other ID that can be used to link to a GIS layer and displayed on a map 2. Some Access databases need to be edited by multiple users,which is not supported in Access, but is supported in an Enterprise GIS 23 Page 300 of 371 �� YII GIS Needs Assessment& Implementation Plan PXH ,,r,/1= 3. Field-to-office workflows—many databases exist that are not tied to GIS. Several steps are involved to manage spatial and tabular inventory/inspection data in separate environments. Spatial and tabular databases, in some cases, cannot be linked or shared easily with others. 4. Mobile—outdated ArcPad GIS technology is used for field collection. Mobile maps that can be used on tablets or phones do not exist. 5. Data accessibility and sharing— Engineering receives many mapping requests from other departments. This is not an official task for the Department. Not only does Engineering facilitate these requests, but they also assist in finding data from other departments to facilitate requests. A centralized and standardized data repository will minimize requests. 6. Cartegraph—this third party system is currently underutilized. Further investigation is needed to determine where GIS will fill gaps or possibly replace existing functionality. General Observations: Engineering needs to share data with other departments, which will decrease the amount of requests from other staff, as well as enable them to consume data from other sources more efficiently. Enhanced field-to-office workflows and data sharing solutions will allow for more efficient management of critical utility data, and ensure it is accurate and complete. Streamlining existing storm inspections and centralizing data is key. Leisure Services The City of Waterloo Leisure Services Commission is dedicated to improving the quality of life for all citizens by providing the best possible recreational activities,special events,facilities, and services that encourage lifelong learning,fitness and fun.The Commission strives to provide an enjoyable outdoor environment with top quality parks, preserves, golf courses, recreational trails, and a healthy urban forest resource. Key GIS Data Used: Data Frequency *Data Authority Format Aerials Daily Pictometry Trees Daily Yes Proprietary *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Current 3rd Party Systems: 1. Google a. Aerial imagery and Street View imagery 2. Tree Keeper a. Manages and maintains tree inventory 24 Page 301 of 371 �� YII GIS Needs Assessment& Implementation Plan 3. Snow route spreadsheet 4. Electric meter spreadsheet Needs: 1. Mobile technology to collect park related data in the field a. Tablets with external/Bluetooth GPS receivers 2. Water pit locations 3. Electrical box locations 4. Playground locations 5. Irrigation locations 6. Park boundaries a. Some boundaries are mapped, but the mapping is not current or complete 7. Track contracted mowing operations 8. Calculate acres of Right of Way managed a. Currently, staff measure by walking an area 9. Park utility locations 10. Access to City utility layers 11. Easier access to parcel data a. The County website is extremely difficult to use and does not work on all devices or web browsers b. If a tree removal is requested,the City needs an easier way to determine whether or not the tree will fall within City property 12. More efficient method to update the existing Tree Keeper program with parcels, roads and aerials 13. Snow removal routes 14. Electrical meters 15. City owned property 16. More efficient method to generate mailing labels for public notifications 17. INRCOG E911 sign locations 18. Trails a. Currently, Engineering maintains the trails layer, but Leisure Services could manage the trails data with access to GIS technology 19. Sidewalks 20. Park benches 21. Bus benches 22. Turf management 23. Park inspections 24. Web-based reservable shelter solution 25. Work order system 26. A more efficient and timely method to manage maps for special events and share with other organizations and other departments 27. Easy way to mark up a map with roads/aerials for events or ad-hoc mapping 28. Gas mains from MiclAmerican Energy 25 Page 302 of 371 �� YII GIS Needs Assessment& Implementation Plan 29. Need access to maps in the field for locating tasks 30. Flood event data 31. Need a method to manage photos of damages/repairs. Current photos are not linked to a feature in GIS and are not easily accessible or manageable. 32. Ability to click on a park boundary and view maintenance and amenity information a. Public and internal park management Key Challenges: 1. Data accessibility—staff does not have access to spatial data or GIS technology to efficiently utilize existing mapping data at the City. Existing data such as bus benches, City-owned property, sidewalks and utility data can be used for planning, maintenance, inspections and locating activities. INRCOG has been a resource for making maps thus far. 2. Data development—Leisure Services has an overwhelming business need for GIS technology to create and manage their authoritative spatial data such as park benches, snow routes and park boundaries/amenities. Engineering and INRCOG are creating some spatial data that will be better managed by Leisure Services as the authoritative source. Staff have the desire to manage their own data with the proper technology. 3. Solutions—other than the tree inventory program,very few maintenance and inspection activities are tracked in a digital format. GIS solutions would allow for tracking of vital assets and supporting E911 and underground locating. 4. Mobile—staff lack mobile technologies for tablets/smartphones that can be used for creating and viewing data in the field General Observations: Leisure Services staff need to access existing spatial data both in the office and in the field. Staff spend a lot of time searching for data and relying on others to provide hard copy maps,which quickly become outdated. Having centralized access to data, as well as mobile technologies to collect data and manage assets will enhance daily operations and generate a valuable history of inspections and maintenance for all features managed by Leisure Services. Waste Management The Waste Management department is involved with flood control and maintenance of the City's sewer and storm water systems. Staff clean and clear obstruction in sewers and catch basins,televise sanitary sewers to determine condition of pipe or cause of blockages, perform emergency repairs to manholes, and maintain or reconstruct manholes, catch basins and sanitary sewers. Currently, there is little access to real-time utility or parcel data that would enhance daily operations and decision-making. 26 Page 303 of 371 �� YII GIS Needs Assessment& Implementation Plan PXH ,,r,/1= Key GIS Data Used: Data Frequency *Data Authority Format Sanitary system Daily In Granite/Shapefile Storm system Daily In Granite/Shapefile Roads Daily File GDBS *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Most staff access hard copy maps from the Engineering Department while 1-2 staff utilize desktop software to view and analyze City GIS data. Three trucks have Granite software,which also have a copy of City utility data. Scans exist of an old hard copy plat book,which is updated with addresses, but roads and utilities are outdated. Current 3rd Party Systems: 1. Granite a. Televising sewer mains b. If line work is drawn in Granite that does not exist in GIS,there is a weekly process to pull new Granite data to the Engineering sewer GIS dataset. 2. MP2 a. Asset management system for tracking, mostly, lift station work orders 3. Cartegraph a. Tracks standard pipe sizes and material. Sanitary and some storm features are tracked. Numerous reports are generated at the present time. Televising data is re-entered by administrative staff. Basement back-ups and sewer overflows are also entered. 4. Sewer call Excel file 5. Some maintenance data is managed in Excel (manhole/catch basin) 6. Old sewer maintenance access database 7. Google Street View Needs: 1. More efficient Granite/GIS integration a. Staff need to display on map areas that were televised and areas that weren't televised during the day/week. This cannot be completed with the current system b. Sanitary sewer attributes between Granite and GIS datasets don't always match due to manual reentry, resulting in duplicate data sources c. Granite is not real-time in the field,thus staff do not have access to current edits from Engineering d. Televising videos should be linked to GIS features and viewed in GIS software 2. Manage sewer cleaning activities a. A method to highlight mains that need upcoming cleaning is needed b. Current data is tracked on paper and can be up to a year out of date 3. Access to current and historic maintenance/inspections in the field for sewer and storm systems 27 Page 304 of 371 �� YII GIS Needs Assessment& Implementation Plan 4. Replacement for MP2 system a. Current system is outdated and not supported b. No data entry standardization/validation exists, making it nearly impossible to generate reports due to data being entered in different ways by different staff c. City is no longer paying maintenance on this software d. Further investigation is needed to determine final requirements and the combination of GIS technology that will be best suited for a replacement solution 5. Cartegraph update or integration a. Current system is becoming cumbersome and upgrading will be expensive b. Depending on future needs and expectations, updating how certain attributes are managed in GIS may eliminate the need for upgrading 6. Access to GIS data in the field 7. Utilize maps and spatial filtering for the locating process a. Hours of time are spent manually reviewing tickets and determining whether or not a locate is needed. Locators only have access to hard copy plat books with outdated utility data. b. GIS will streamline ticket filtering and positive response processes 8. Access to water utility data 9. Access to as-builts via GIS features 10. Access to sewer TAPS data via GIS 11. Property owner information 12. Current aerials 13. Building photos 14. Efficient method to track open/closed gate valves, especially along the river during flood events 15. A way to track sumps during a flood event 16. Efficient access to river elevation data website 17. Track lining data Key Challenges: 1. Data management: Numerous systems, excel files and Access databases are used to track sewer and storm maintenance, inspections and/or work orders. Databases are not standardized or easily accessible,thus staff spend hours finding data to answer questions or generate reports. For example, pulling historic manhole data is particularly difficult and time-consuming. 2. Data Accessibility: a. Data stored in multiple systems and formats makes it difficult or impossible for all staff to access critical data. In addition, staff do not have access to timely utility, parcel or road data. b. Field staff may physically visit the Engineering office to access data, since hard copy maps are not current. 3. Mobile: a. Only staff that have access to Granite software in the field have a digital map. Since Granite does not operate via wireless,the data is still outdated. b. Staff use outdated, hard copy maps in the field,which become outdated quickly 28 Page 305 of 371 �� YII GIS Needs Assessment& Implementation Plan ��XH ,,r,/1= General Observations: Disparate databases and third party systems that do not integrate and are accessible by few staff negatively impact daily operations. Non-standardized data entry procedures result in time-consuming analysis and planning activities. An Enterprise GIS will address these issues. Water Works Water Works manages the water system for the City including maintenance, inspections and utility billing. The department currently has one staff member who manages the water GIS data and ArcReader is used in the field to view GIS data. Staff must contact the County for parcel data to utilize in digital maps. Key GIS Data Used: Data Frequency *Data Authority Format Water system Daily Yes File GDBS Parcels Daily Shapefile Roads Daily File GDBS Aerials Daily Pictometry *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Current 3rd Party Systems: 1. Distribution Access database—data related to distribution system; water service info, made in the late 1990s. Linked to the GIS map. 2. Distribution inventory Access database—currently not linked to GIS. Includes hydrants and water mains. 3. Vitals software a. Valve exercising 4. CIS—Cogsdale (customer information system) a. Customer service software S. Laserfiche 6. AVL Needs: 1. Track water main breaks on a map a. Currently tracked on paper 2. More streamlined method to distribute data to the field a. ArcReader is not supported by Esri and requires staff to manually update field devices, leaving data out of date b. Wireless access to data would be beneficial to field staff and eliminate the need for manual updates to GIS data 3. Maintenance and inspection activities are currently tracked on paper. A digital method to track would be beneficial. Cartegraph is currently being explored, however, a GIS-based system should also be considered. 4. Digital method to track hydrant data a. Current data is tracked on paper 29 Page 306 of 371 �� YII GIS Needs Assessment& Implementation Plan r b. DNR requests information on when hydrants were last maintained/inspected 5. Digital method to track work orders 6. Link to as-builts and valve cards via GIS a. Water as-builts are stored in their own Laserfiche software 7. Use GIS to enhance the one call locating process a. Current process involves locators reviewing all tickets manually,writing responses on paper in the field.The paper is filed, making it difficult to look up historical locates or generate summary reports. 8. Manage unique IDs for water mains (all other water data has unique IDs) 9. Access to building permits 10. Access to sewer/storm data in a real-time manner a. Currently sends data requests to Engineering 11. Link to County recorder documents via GIS 12. Utility easement data development 13. Access to zoning 14. Access to future land use 15. Leisure Services irrigation or other utility data 16. Access to signs,traffic and street light data 17. Access to fiber data 18. Ability to generate quick maps for posting to social media (flushing activities, water quality issues) Key Challenges: 1. Mobile—updating GIS data in ArcReader via a manual process is not only time consuming, but also does not provide real-time access to data in the field. Utilizing modern mobile GIS technology, such as Collector, and utilizing a consolidated, citywide enterprise geodatabase will streamline field operations and data transfer. 2. Data accessibility—much of the maintenance and inspection data is tracked via paper,which does not allow for timely analysis and report generation. In addition,there is data from Engineering and Planning/Zoning that is not readily accessible 3. Data sharing—Water Works needs timely access to other City GIS datasets and vice versa. A centralized data repository with proper security protocols for sharing data will alleviate this issue. General Observations: Many departments throughout the City need access to a City-wide water distribution system in GIS, including emergency services such as Fire. In addition,the Water Works Department requires access to other City utility data sets and parcel information in a timely fashion. Data sharing and system integration is key for Water Works moving forward with GIS. While there was no concern about providing City staff with access to a complete water system in GIS, there was a concern about other staff sharing the data with outside agencies/individuals. Security is a key concern that will be addressed in the,r. g.omr.en_d..at.on..s.section of this document. 30 Page 307 of 371 �� YII GIS Needs Assessment& Implementation Plan IPNI , VIm- Clerk The Clerk's tasks include supervision of City Council staff support services, preparation of City Council agendas; recording and maintaining all Council minutes, proceedings and ordinances; collection of non- moving traffic violations fees; issue of various Licenses and Permits; overseeing the Telecommunications Commission, and Memorial Hall Commission. The Clerk also facilitates the purchase of mobile devices and manages the parking and ramp contractor, Republic Parking. Key GIS Data Used: Data Frequency *Data Authority Format Parcels Weekly County Website Wards Weekly Hard copy map Precincts Weekly Hard copy map Addresses Weekly County website Rental registration Weekly New World *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Current 3rd Party Systems: 1. County website Needs: 1. Access to current and consolidated physical addresses 2. Access to water works landlord/tenant data 3. Public facing application for the public to type an address and view the wards within which they fall 4. Parking and ramp GIS datasets 5. Easier access to owner/occupant addresses for pet license mailings a. Currently has IT pull address lists from accounting software 6. Link to Laserfiche via a map 7. Access to code enforcement database a. Other departments contact the Clerk about current field activities. If staff could type an address and view current code activities it would facilitate public requests more efficiently 8. Application to manage paver database at Memorial Hall 9. Access to a full parcel legal description Key Challenges: 1. Data accessibility—staff do not have access to a current, timely interactive map with addresses, roads, parcel data, as well as access to Laserfiche or rental registrations 2. Mailing labels—needs an efficient way to generate mailing labels for public mailings General Observations: Access to a current, accurate physical address database in GIS for validating addresses and generating mailing labels is key for the Clerk. 31 Page 308 of 371 �� YII GIS Needs Assessment& Implementation Plan IPNI , VIm- Finance The primary goals of the Finance Department are to ensure that the City's financial assets are protected through the implementation of sound financial policies and procedures and to provide users with meaningful financial data. Key GIS Data Used: Data Frequency *Data Authority Format Parcels Weekly County Website *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Current 3rd Party Systems: 1. County website Needs: 1. Access to City-owned parcel GIS layer a. This layer currently maintained by Engineering b. Finance needs the ability to add additional "finance" related attributes that only finance could edit and use 2. Costs/labor hours for sewer projects a. Compare maintenance costs year to year b. Miles maintained vs. miles left to update c. Other departments voiced a need to be able to manage assets more efficiently. An Enterprise GIS would set both Finance and Departments up for providing these numbers 3. Access to TIF district GIS data 4. Street reconstruct costs a. Cost of reconstruct for City and per project b. Map street segments updated vs. remaining to be fixed per year Key Challenges: 1. Public Works and Waste Management currently are not digitally tracking the cost information needed by Finance. GIS can provide methods of tracking this information in the future,thus benefiting Finance. 2. Data accessibility—easy access to parcels, addresses and TIF districts is currently not possible General Observations: Collaborating with Engineering on the maintenance of the City-owned GIS would not only benefit these departments, but the entire City. 32 Page 309 of 371 �� YII GIS Needs Assessment& Implementation Plan IPNI , VIm- Community Development The mission of Community Development includes "the development of a viable community by assisting in the provision of decent, safe housing in a suitable living environment; expanded employment opportunities through economic development activities;to aid in the prevention or elimination of slum and blighted areas within the City; and to meet other urgent Community Development needs". The department relies heavily on GIS data to support its mission. Creating and sharing data is critical for both short term and long term projects and acquiring federal funding to achieve business goals. Key GIS Data Used: Data Frequency *Data Authority Format FEMA data Daily Shapefile DNR hazardous materials Daily Shapefile DOT data Daily Shapefile Parcels Daily Shapefile Roads Daily File GDBS Aerials Daily Shapefile ACS-Census data; Daily Shapefile housing/population data Project areas Daily Yes Shapefile County public health data Daily Shapefile Neighborhoods Daily Shapefile *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Current 3rd Party Systems: 1. One Roof a. Project management system Needs: 1. Efficient way to integrate census statistics with project level spatial data and distribute census data to other departments that routinely request it (demographic and housing requests are common) 2. Staff need to efficiently generate a needs score to acquire federal funding 3. Public-facing solutions a. NSP (Neighborhood Stabilization Program) data b. Condition/aging of housing 4. More efficient way of acquiring County parcel data a. Need additional parcel attributes: i. Age of house, assessed prop value, sq ft, whether or not it has a homestead credit,type of roof ii. All attributes from the existing "county detailed report" need to be accessible on a City GIS map 5. Rental data from the Clerk 6. Method to integrate New World (permitting)with GIS 33 Page 310 of 371 �� YII GIS Needs Assessment& Implementation Plan ��Xh ,,r,/1= 7. Time aware analysis a. Staff look at an improvement of a particular area and correlate with improvement of housing values over time. b. Staff look at areas where they have rehabilitated 90%of housing, correlate with crime incident data; did incidents decrease in an area? c. Staff analyze development that has been completed in the last NSP target area and compare data from when they first started. How much did the assessed value increase? d. Staff use GIS in different ways to tell a story about changes over time 8. CIP data (capitol improvement project) a. Staff need maps of City project locations(correlate with community development projects) and ability to show which planned community development projects correlate with other future City projects. HUD needs to see that their projects coincide with other City projects that are in progress or planned. b. In the past, a rehab project might have occurred, but street and sidewalks may not have been updated, leaving gaps in the overall rehab project. 9. Centralized access to data a. As an example, Community Development staff generates a wellness report for neighborhoods. Crime data, code violations, streets, blight,vacant lots, wards, poverty data, and neighborhood data have to be collected for each neighborhood. Hours of time are spent tracking down data for reports and then aggregating in the same geographic boundary and over the same period in time. b. A centralized, core data repository will enable data to be more discoverable 10. Streamline geocoding (the process of plotting a point on a map based on an address) a. Examples: rehabs within a specific year, crime incidents (had almost a 100% match with data from Police, however, community development staff performed significant clean- up in their dataset), and code violations. Once plotted, staff aggregates data to census tracts for analysis. 11. Staff want to transform tabular data into maps that can be shared with the public to tell a story. Visualizations will make a greater impact on public perception of a neighborhood. 12. Mobile maps a. Often staff are faced with flawed public perception of a neighborhood. With access to accurate and timely data for a neighborhood (for example, crime data or code violations),the public would be able to quickly visualize the current state with a map. 13. Access to utility data 14. Map of neighborhood associations 15. Access to a plotter 16. CURA map from planning and zoning 17. Address-based searches a. Search an address and see if locations fall in particular zones (For example flood, hazard or CURA zones) 18. Streamlined way to integrate One Roof addresses into a GIS-based mailing label/notification process 34 Page 311 of 371 �� YII GIS Needs Assessment& Implementation Plan IPNI , VIm- Key Challenges: 1. Data accessibility—Community Development does a large amount of analysis and has numerous data with address data that need to be plotted on a map. The Department is accessing this data from other departments as well as numerous outside organizations. In addition, due to the detailed information they gather,they are a source of information for many other departments. Centralized and standardized GIS data would significantly address data accessibility and sharing deficiencies. 2. Data aggregation—staff consistently aggregates data into census tract or neighborhood statistics. Displaying the results on a map that tells the story of a neighborhood will assist in transforming public opinion and will generate funding for future projects. 3. Mobile—access to GIS data and statistics in the field is not possible at this time, but is needed. General Observations: Community Development needs updated GIS software, solutions and centralized access to data to support its mission. An Enterprise GIS will have an immediate impact on Community Development activities. Housing Authority The Waterloo Housing Authority's mission is to promote the Section 8/Public housing program and help low income households with rental payments for decent, safe, affordable and sanitary housing. Key GIS Data Used: Data Frequency *Data Authority Format Parcels Weekly County Website *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Current 3rd Party Systems: 1. Housing Pro a. Tracks housing inspections Needs: 1. HUD has specific requirements for Section 8 housing to encourage tenants to live outside of poverty. Staff need to plot the average median income below poverty and plot where Section 8 units are in these areas. 2. Plot section 8 locations on a map for analysis for federal requirements, as well as assist with public perception of where housing is located. a. Building inspections routinely requests locations of housing 3. Access to City rental registration data 4. Mobile access to City GIS data to assist with daily route planning for inspections 5. Access to community development project locations. Staff has a down payment program to give out increments of$3,500 payments and they do not want to overlap with Community Development projects. 6. Display owner-occupied vs. rental properties on a map 35 Page 312 of 371 �� YII GIS Needs Assessment& Implementation Plan Key Challenges: 1. Data accessibility—access to census, rental and housing data is not readily available at this time. Staff rely on data from other departments and vice versa. Providing data that is easy to access and analyze would make daily operations more efficient. 2. Data development—managing locations of Section 8 housing and aggregating by neighborhood would not only assist in decision-making for the Housing Authority, but would also benefit other departments General Observations: City-wide data sharing would enhance operational efficiencies in daily route planning, project planning and citizen engagement. Human Rights The Waterloo Commission on Human Rights mission is to protect and promote the personal dignity of all Waterloo citizens and eliminate any discriminatory barriers that prevent them from reaching their full production capacities. Key GIS Data Used: Data Frequency *Data Authority Format Parcels Daily County Website *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Current 3rd Party Systems: 1. EEOC system database: open/close complaints 2. Access file and Excel files are used to keep track of cases Needs: 1. Use census data to show where different kinds of people live. Plot racial/national origin, and income. Staff need to use demographics for both internal and public purposes. 2. Plot landlords that own at least 4 units on a map 3. Access to Rental Registration Key Challenges: 1. Data accessibility—ability to efficiently use census data or access landlord/rental data currently does not exist. 36 Page 313 of 371 �� YII GIS Needs Assessment& Implementation Plan PXH ,,r,/1= Traffic Operations Staff are responsible for traffic engineering matters as well as operation and maintenance of all traffic control devices including speed humps,traffic signs, pavement markings, street lights and parking facilities. Staff analyze, design, build, and maintain traffic control systems and facilities, continuously improving safety and efficiency. Animal control is also housed here. Key GIS Data Used: Data Frequency *Data Authority Format Aerial Daily Google Parcel—address Daily County Website Traffic facilities Daily Yes MS Paint Signs Daily Yes Lat/Longs Fiber Weekly Yes CAD *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Current 3rd Party Systems: 1. Google Street View 2. Traffic inventory/maintenance spreadsheet 3. Street light inventory/maintenance spreadsheet 4. Simple signs: sign management S. Solar Winds a. Work order system suggested by school district, SQL-based 6. Spreadsheet of meter locations, which comes from the Water Works billing software Needs: 1. A method of managing traffic inventory and maintenance spreadsheets in a centralized database a. Need to track historical maintenance b. Current spreadsheets are on one person's computer and not accessible by others c. Maintenance and inventory data can be linked (based on user feedback during the meeting;this was not tested by Pro-West) 2. GPS traffic facilities 3. Mobile, real-time maps for one call locators in the field 4. GPS street lights 5. Method of managing street light maintenance activities a. Some data is tracked in Excel now 6. Access to real-time maps in the field 7. Plot sign inventory on a map 8. Ability to share authoritative GIS data with other departments 9. Access to early warning siren GIS data 10. GIS-based method of filtering one call tickets a. Paper records are currently kept b. Positive response is not sent 11. Access to pavement data 12. Access to where road construction projects are occurring or will occur 13. Map street humps 37 Page 314 of 371 �� YII GIS Needs Assessment& Implementation Plan ��XH ,,r,/1= 14. Identify private vs. public streets 15. Updated work order management system 16. Plot meters on a map 17. Map where incoming animal control calls come from 18. Map problem areas(safety issues when going out in the field) 19. Map pet licenses 20. Map DOA deer locations (dead on arrival) 21. Access to fatal injury locations from police 22. Map street marking and painting a. Track amount of time and number of miles per project Key Challenges: 1. Data accessibility—existing spreadsheets and spatial data is mostly housed on staff computers and are not accessible by other staff within or outside the department. 2. Data development—several spatial data layers need to be developed, including street lights. GIS and GPS technology to collect and manage this data is needed to facilitate the management of authoritative GIS datasets. 3. Maintenance/inspections/work orders—some spreadsheets or systems exist now to manage some of this data, but it is not accessible or used by all. Analyzing data or plotting on a map is not possible or is not occurring at this time. Tracking historical data is not,generally, being completed at this time. 4. Mobile—field staff do not have access to maps in the field. Google Maps are sometimes used, however,they do not have access to spatial data such as utilities or signs for locating. General Observations: Existing spatial data and spreadsheets are isolated and not accessible by all staff. Data is in various formats and are not accessible in the field. GIS data needs to be standardized, centralized and made more accessible to both traffic staff and other departments. Mobile technology is needed in the field as staff are locating, inspecting or working with the public. 38 Page 315 of 371 �� YII GIS Needs Assessment& Implementation Plan f PXH ,,r,/1= Waterloo Regional Airport Waterloo Regional Airport is served by American Airlines with two daily flights to and from Chicago. Key GIS Data Used: Data Frequency *Data Authority Format Airport related features: Daily Yes Microstation runway or safety zones managed by AECOM, Inc. *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Needs: Access to interactive City basemap with airport features, aerial, hydrants, parcels and roads Key Challenges: The Airport relies heavily on AECOM, Inc. for support. AECOM uses MicroStation CAD software to manage spatial data and provides hard copy maps to Airport staff. The Airport is open to sharing this data with other departments, although a GIS format would be needed to do so. Access to a standard interactive GIS map would assist with daily operations and ad-hoc mapping. Public Works (Street, Sanitation, Central Garage) The Public Works division provides the community with the highest quality public services. Its goal is to be proactive in its approach to expected citizen services while demonstrating decisive reaction to the needs of the City and its citizens. The divisions interviewed in this session were from the street, sanitation and central garage divisions. Key GIS Data Used: Data Frequency *Data Authority Format Plow Routes Seasonal Yes Paper *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Current 3rd Party Systems: 1. Google 2. Solar Winds—work orders a. Tracks redundant alley maintenance, as well as some street maintenance 3. CART Management System— MS Access Needs: 1. More efficient way to receive street maintenance requests from the Engineering department a. Currently,the Engineering department sends hard copy maps to the Street department 2. Method to track inventories and maintenance activities in digital format a. Most records are stored on paper and are not easily retrievable 3. Access to current street spatial data and attributes from the Engineering department a. Currently only have access to hard copy maps 4. Efficient way to track resources for FEMA reimbursement 5. Access to water distribution system data 39 Page 316 of 371 �� YII GIS Needs Assessment& Implementation Plan 6. Access to sanitary and storm data 7. Foundation drain system reporting: need a way to identify/map and report illegal foundation drains that run into street to code enforcement 8. Map alleys and track maintenance 9. Map location of where sump lines are connected to drain tiles (would be good for building inspectors to identify these). For areas with no curb and gutter, this is a significant issue. 10. Map refuse routes and provide to the public 11. Map recycle routes and provide to the public 12. Plow mapping in GIS. Currently has a map of plow routes in paper form. a...................Need Road ,,,hazards,,m,ae,dthat are associated,,wit,h,,,,,,,low,in , ,,,,For exa,m,,,,,le,,,,last,,,,,,ea,r,,,...... pp p g p Y a rented low hit a manhole that was too hi h causin a 50 000 re air. 13. Map illegal dump sites 14. Access to culvert data 15. Map court order and admin clean-up locations 16. Method for the public to map pothole issues and report to the Street department directly a. Staff reported that citizens are asking for more web-based solutions to communicate with the Street department 17. CART management/citizen calls: need a more efficient way to streamline field-to-office workflows a. Staff receive 50-100 calls a day from citizens. The public will indicate the City missed their garbage pickup, but the City reports that a pickup wasn't missed. Currently,the call information is entered into the CART system spreadsheet. In addition, staff in City trucks are reporting to office staff when garbage bins aren't out at reported by citizens. The information travels through many steps resulting in disjointed communication and citizen engagement. b. Staff in trucks track violation recipients for garbage bins with missing wheels or other damage. This information is often times verbally transferred to administrative staff to formally track. Resulting in higher probabilities of losing information and not having the ability to thoroughly track data. 18. Access to maps in the field a. Since the City adjoins Cedar Falls, it is important for drivers to know where City limits are located as they drive their routes 19. Need a digital method to track miles swept, quantity of debris for the DNR 20. Need a digital method to track the sealcoat program 21. Access to manhole repairs from waste management,to facilitate asphalt repair. 22. Backfill inspection program a. There is an issue with utility cuts that are contracted due to a lack of inspection of base of utility cut. Streets receive calls for a lot of re-work on cuts that were contracted. An inspection program to document utility cuts would be beneficial so that the owner or contractor is held accountable. No one inspects these now. 23. Map of current permits 24. More efficient way to receive notification of water main breaks. Currently, staff receive a phone call, which may travel through several individuals before it reaches the correct person. 25. Need to use GIS web/mobile solutions to efficiently route street sweeping and garbage/recycle/yard waste pick up operations. 40 Page 317 of 371 �� YII GIS Needs Assessment& Implementation Plan f PXH ,,r,/1= Key Challenges: 1. Data development—software does not exist to make it easy or possible to collect or create GIS data 2. Mobile—existing or future spatial data is not accessible in the field. There are some outdated hard copy maps. 3. Maintenance/inspections/citizen response—much of this data is currently found in paper records. Centralizing and standardizing data will streamline these tasks and the field-to-office workflow process. 4. Data accessibility—data from other departments is not readily accessible. In addition, providing data such as plow and recycle routes to the public or mapping based pothole reporting will enhance public service. General Observations: This division has a strong need to modernize the way in which maintenance and inspections are managed, as well as make data more accessible. GIS is an integrating technology that would provide a base for digital maintenance and inspection tracking that could be shared with other departments such as Engineering and Finance. Code Enforcement Code Enforcement has the responsibility to enforce several sections of the municipal code of the City of Waterloo. Key GIS Data Used: Data Frequency *Data Authority Format parcel numbers, address, Weekly County Website deed holder,taxpayer *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Current 3rd Party Systems: 1. Log spreadsheet: time a call is received, address of location, caller, description of complaint, and action taken 2. Spreadsheets for citations, sump pumps, and bikes they pick up for the Police department 3. Spreadsheet for County calls Needs: 1. Map of vacant lots 2. Map of current permits 3. Map of conditional zoning from P/Z 4. If someone builds a garage near an alley,the department needs to know if the addition was approved by the Building department 5. Mobile, real-time maps or even hard copy maps will assist staff in the field 6. Need to know who was grandfathered in for specific codes. For example, some car lots need to be located on approved surfaces. Acquire information from Planning and Zoning regarding which lots are grandfathered in, and the reason for grandfathering. 7. Ability to share certain code enforcement data with other departments. 41 Page 318 of 371 �� YII GIS Needs Assessment& Implementation Plan PXH ,,r,/1= a. Planning and Zoning, Engineering, Clerk, Fire, Building, Police 8. More efficient method of determining whether or not an action has been authorized a. For example, carports:when a complaint is received for an accessory structure,the Code Enforcement Department needs to know if the activity was approved 9. Photo management a. Digital photos are currently replicated on staff computers and on a centralized file server. Other departments may also ask for photos. Up to 160 photos in a single day have been taken and added to the current collection. Key Challenges: 1. Address data entry—addresses in spreadsheets have not been validated and lack standardization. Thus, using addresses to plot locations on a map for code enforcement or other departments requires extensive data scrubbing. 2. Data accessibility—data in spreadsheets on staff computers are not accessible to other departments, and vice versa. Centralized, standardized data repositories will streamline data sharing. 3. Mobile—hard copy maps or real-time maps on mobile devices are not in place General Observations: Access to a centralized City interactive map with datasets that are important to code enforcement will be beneficial moving forward. Attorney Key GIS Data Used: Data Frequency *Data Authority Format Aerial photos Monthly Hard copy maps Addresses Monthly Google Deeds Monthly County website *Data authority indicates that this department is the authoritative source for this dataset and should be editing/managing it. Needs: 1. Access to an interactive City map with parcels, roads and aerials 2. Efficient way to perform address searches 3. Access to grandfathered areas, permits, and water flow 4. Easy way to add images of aerials, roads, and parcels to PowerPoint presentations Key Challenges: 1. Data accessibility—staff currently relies on other departments to provide hard copy maps. Having access to a simple, interactive map with City-related data would be beneficial for ad hoc mapping needs. 42 Page 319 of 371 �� YII GIS Needs Assessment& Implementation Plan ��Xh ,,r,/1= 3'd Party System Summary Below is a summary of departmental use of 3'd party systems discovered during the interviews. GIS, as an integrating technology, will integrate with 3'd party systems. This is not an exhaustive list, but is intended to highlight the extent of systems available. Department Current 3'd Party Systems Purpose IT Management of all City systems Infrastructure management SQL Servers (v2008 and v2012) Infrastructure management Police MOC AVL(from Iowa DOT) RMS Record management—tracking internal operations Google Street View Viewing house and surrounding area TRACS Officer form data entry Fire n/a n/a Waterloo Center for the Planning event registration system Event registration Arts Access databases . Record of patrons • Manage collections Library Symphony Integrated library system that - Hosted Oracle database back- runs all operations end Planning&Zoning Laserfiche Site plans, ordinances, resolutions Iowa Flood Center mapping Maps application Excel Track variances, vacant lots, property leases, cell tower locations, alcohol sales, and P/Z actions Google Street View Building Inspections LOGOS Manage inspection data, linked to address and PIN Laserfiche Blueprints,fire inspections, and building sketches TAPS database Manage sewer tap locations Google Street View Engineering Plan/Profile Access database As-builts TAPS Access database Sewer taps Pavement management access Pavement management database (from the state) Cartegraph Pavement management to generate a PCI value 43 Page 320 of 371 �� YII GIS Needs Assessment& Implementation Plan ��Xh ,,r,/1= Storm water erosion control permit Storm water erosion control Access database Detention basin Access database Detention basin Leisure Services Google Aerial imagery and Street View imagery Tree Keeper Manage and maintain tree inventory Spreadsheets • Snow routes • Electric meters Waste Management Granite Televising sewer mains MP2 Asset management system for tracking, mostly, lift station work orders Cartegraph • Track standard pipe sizes and materials; sanitary and some storm features 0 Generate reports at the same time • Re-enter televising data • Enter basement back-ups and sewer overflows Excel • Sewer calls • Manage some maintenance data (manhole/catch basin) Access database Old sewer maintenance Google Street View Water Works Access databases • Distribution—data related to distribution system; water service information. Linked to GIS map • Distribution inventory— hydrants, water mains. Not linked to GIS map Vitals software Valve exercising Customer service software Laserfiche AVL Clerk County website Finance County website Community One Roof Project management Development Housing Authority Housing Pro Track house inspections Human Rights EEOC system database Open/close complaints Access file; Excel files Track cases 44 Page 321 of 371 �� YII GIS Needs Assessment& Implementation Plan Traffic Google Street View Spreadsheets • Traffic inventory/ maintenance • Street light inventory/ maintenance • Meter locations (comes from Water Works billing software) Simple signs Sign management Solar Winds Work order system Waterloo Regional n/a n/a Airport Public Works Google Solar Winds • Work orders • Track redundant alley maintenance and some street maintenance CART(MS Access) Management system Code Enforcement Spreadsheets • Call logging—time call received, address, caller, details of complaint, action taken • Citations • Sump pumps • Bikes picked up for Police Department • County calls Attorney na na 45 Page 322 of 371 �� YII GIS Needs Assessment& Implementation Plan IrnIlkIeIrn eIntatIIon IRec",oIrnrrieInd a tIIoIIn Pro-West analyzed the needs assessment results to develop a set of comprehensive recommendations for resources, infrastructure, data and solutions to support the City's mission through an Enterprise GIS. In summary, Pro-West recommends the following: 1. Centralize and standardize core City GIS datasets to enable data to be shared across departments and with the public 2. Dedicate on-premise hardware to support GIS activities so the City has control over data security, system integration and future GIS growth 3. Hire a GIS Specialist to manage GIS data and solutions across the organization 4. Create GIS-based solutions to support both office and field workflows enabling staff to manage their authoritative datasets and enhance decision-making 5. Automate City/County data sharing to eliminate multiple data requests and standardize the data received from the County 6. Integrate internal business systems with GIS to centralize access to multiple systems Infrastructure A critical success factor for an Enterprise GIS implementation is a reliable IT infrastructure. GIS infrastructure includes the servers where data resides, web applications are served, and the mechanisms to back up and restore data. An Enterprise GIS cannot function correctly or be accessed efficiently by an end user if insufficient hardware is used. Pro-West has provided the following standard server infrastructure recommendations for a City the size of Waterloo. These infrastructure designs will support a growing Enterprise GIS and provide the City with various implementation price points. 46 Page 323 of 371 Server Option (Separate ArcGIS Server installation for Internal and Public) In this option you have ArcGIS Server installed on a server that is inside your network and on a server that is installed in your DMZ,which allows you to isolate map services needed for public applications vs map services needed for internal applications Things to Consider 1. You will need to have 2 licenses of ArcGIS Server(if you have an EA,this is not an issue) 2. Any users that need to be able to access internal applications will need to have some type of VPN setup on devices. DMZ Accessing Public Applications and ArcGIS Server Services within public applications Aftift SQL Server Spatial Data (Spatial Data, accessed Tax Data,etc..) by ArcGIS Server Services. PT AM's Read service properties when creatingitems Users (Public ArcGIS Accessing Public (Internal ArcGIS Server and Web Applications Server) Server) � Publishing Map \ (Portal for ArcGIS Services installed) � Pubilc ArcGIS Server needs to be Accessing ArcGIS I able to access port 1433 on the Server services SQL Server and Publishers need within applications to be able to access ports 6080 and 6443 on the public ArcGIS ArcGIS Online Server. Read service properties when creating items Accessing Portal Templates Internal Users Publishers Server Specifications SQL Server Internal ArcGIS Server; Portal Server Public ArcGIS Server Where ArcGIS Server will Where ArcGIS Server will be Where SQL Server will be installed and where all of the installed and enterprise be installed and where all Server where Portal for map services that support the Description geodatabases will reside along of the map services that support the internal ArcGIS will reside as well as pubic applications the county with any other SQL server applications the county has any internal applications has will reside. Also it will be databases the county has will reside hosting public web applications Operating System Windows Server 2012 or 2012 R2 Windows Server 2012 or Windows Server 2012 or Windows Server 2012 or Standard 2012 R2 Standard 2012 R2 Standard 2012 R2 Standard #of Cores 4 4 4 RAM 16 GB 16 GB 8 GB 16 GB Hard Drive Space 500 GB 500 GB 100 GB 500 GB SSL Certificate Needed Yes Yes ArcGIS Server Standard ArcGIS Server 10.4.1,Web SQL Server 2014 or 2016 Enterprise 10.4.1,ArcGIS Portal for ArcGIS 10.4.1,Web Adaptor for IIS,ArcGIS Software to be installed Standard(64 bit) Desktop 10.4.1(Standard Adaptor for IIS(2 setups: Desktop 10.4.1(if you don't License minimum) ArcGIS Server and Portal) want to open ports 6080 and 6443 to the internal staff) Prepared By: Pro-West&Associates, Inc. Last Updated: 11/22/2016 Page 324 of 371 Server Option (Single ArcGIS Server installation) In this option you have ArcGIS Server installed on a server that is inside your network that houses ArcGIS Server services for both your internal and external applications Things to Consider 1. You will want to setup security in ArcGIS Server in order to secure your internal services from being accessed by the public. The recommendation is to secure ArcGIS Server using Active Directory 2. All services(internal and public)exist on one ArcGIS Server instance 3. Single Sign On for the ArcGIS Server is not possible in a shared scenario DMZ Accessing Public Applications and ArcGIS Server Services within public applications �� 10 \by al Data accessed SQL ServerIS Server Services. (Spatial Data, Tax Data,etc..) Public web server would e able to ports ArcGIS Servers � � orts 6080 and 6443 on the Users Read service properties when creating items / Accessing Public (Internal ArcGIS / Server) Public Web Server Applications // Publishing Map \� i / Services � ,, Accessing Map Services within applications (Portal for ArcGIS ArcGIS Online Read service installed) properties when Accessing Portal creating items Templates Internal Users Publishers Server Specifications SQL Server Internal ArcGIS Server; Portal Server Public ArcGIS Server Where SQL Server will be Where ArcGIS Server will be installed and where all Where the Web Adaptor for installed and enterprise of the map services that Server where Portal for public access will reside as Description geodatabases will reside along ArcGIS will reside as well as with any other SQL server support the internal any internal applications well as hosting public web databases the county has applications the county has applications will reside Operating System Windows Server 2012 or 2012 R2 Windows Server 2012 or Windows Server 2012 or Windows Server 2012 or Standard 2012 R2 Standard 2012 R2 Standard 2012 R2 Standard #of Cores 4 4 4 RAM 16 GB 24 GB 8 GB 6 GB Hard Drive Space 500 GB 500 GB 100 GB 100 GB SSL Certificate Needed Yes Yes ArcGIS Server Standard portal for ArcGIS 10.4.1,Web Software to be installed SQL Server 2014 or 2016 Enterprise 10.4.1,ArcGIS Adaptor for IIS(2 setups: Web Adaptor for IIS Standard(64 bit) Desktop 10.4.1(Standard ArcGIS Server and Portal) License minimum) Prepared By: Pro-West&Associates, Inc. Last Updated: 11/22/2016 Page 325 of 371 �� YII GIS Needs Assessment& Implementation Plan ��XH ,,r,/1= Pro-West recommends an on premise Enterprise GIS Infrastructure using the two server system diagram, due the overwhelming need for integration with other on premise business systems such as permits, rental registrations, and Laserfiche. With an on premise system,the City will have full control of data and hardware used to support GIS throughout the City and can be efficiently tied into the City's Active Directory, which will eliminate the need for users to remember additional usernames and passwords to access GIS data and applications. Furthermore, additional data replication to a hosted environment will not be necessary and data and solutions consuming data will be real time or near real time. 5Q1 Server Best Proctic(.:s When configuring the SQL server software,the following should be activated: 1. Full text searching 2. Mixed Mode Authentication 3. Integration services 4. SQL Server Data Tools 17 Skills To support an Enterprise GIS, the IT Department should have the following basic skills: a. Understanding of obtaining and installing SSL Certificates with IIS i. Self-sign and public b. Understanding of how to assign a host name to a server via the DNS c. Understanding of how to make changes to a firewall d. Understanding of how Active Directory works and how to manage it e. Understanding of SQL server i. Managing user accounts (create and assign permissions) ii. Back-ups Opt:aomil Esri GIS technology has the option to set up an Active Directory Federated Services (ADFS) server. This will allow end users to login to GIS applications with their domain credentials instead of requiring the user to remember a separate username and password combination. This eliminates a common end user complaint for managing numerous logins and integrates GIS with the City's existing security. Active Directory implementation is not mandatory, however,the City should plan for this implementation. If the IT Department is not familiar with setting up an ADFS server, additional consulting services from an IT consulting firm may be necessary. 49 Page 326 of 371 �� YII GIS Needs Assessment& Implementation Plan IPNII t ,,r,/1= Software Many different GIS software configurations exist. The Esri,ArcGIS Enterprise software platform is scalable and includes components to support desktop,web and mobile users, as well as store and manage spatial data. It also supports various deployment scenarios: on premise, cloud and a hybrid on premise/cloud environment. The City uses the following Esri software. This list is based on Esri's current records: a. Planning&Zoning Department i. ArcGIS Desktop Basic Single Use—9 ii. ArcGIS Engine Single Use—1 iii. ArcPad-4 b. Water i. ArcGIS Desktop Basic Single Use—2 ii. ArcGIS Publisher for Desktop Single Use - 1 c. Waste Management Dept i. ArcGIS Desktop Basic Single Use—3 ii. ArcGIS Engine Single Use—3 d. Traffic Operations Dept i. ArcGIS Desktop Basic Single Use—3 Summary Total Desktop Single Use Licenses: 17 Total ArcGIS Engine: 4 Total ArcPad: 4 Total Publisher: 1 Proposed.Softwore Pro-West has outlined the core set of software that will be needed to support the proposed Enterprise GIS recommendations and support future growth. At the time of writing this document, Esri was transitioning GIS nomenclature and some pricing. ArcGIS Enterprise ArcGIS Enterprise is a blanket term for ArcGIS Server, Portal, Data Store and Web Adaptor components. ArcGIS Server Standard Enterprise—web services components for making maps and performing analysis in web and mobile environments. As well as the component Basic Enterprise,for the Enterprise Geodatabase,which is the data storage mechanism that uses a SQL database back-end. This software will provide the foundation for on-premise web solutions and centralized and standardized data management. 50 Page 327 of 371 �� YII GIS Needs Assessment& Implementation Plan ��XH ,,r,/1= Web Adaptor—allows integration of ArcGIS Server and Portal for ArcGIS with an organization's existing web server and security mechanisms. This allows web traffic to come via standard web ports of 80 and 443, instead of having to make additional firewall changes to allow the ports that ArcGIS Server runs on to be opened to the outside world (6080 and 6443) Portal—allows users to share maps, data and applications via web and mobile technologies. Sits behind the firewall. Data Store—allows an organization to configure data storage for hosting and federated servers used with a deployment. The Infrastructure section of this document outlines server specifications to support ArcGIS Enterprise. ArcGIS Desktop(ArcMap) Esri's original desktop GIS product that is used by GIS professionals to perform powerful editing, analysis and map production tasks. Staff who need to edit parcel or utility data and who need to maintain complex spatial relationships utilize desktop software. System requirements: ht p_..//arcg.iis/2.0Lzot ArcGIS Pro Esri's 64-bit desktop product that will be replacing ArcGIS Desktop (ArcMap). This desktop solution for GIS professionals integrates tightly with the ArcGIS Enterprise for a complete, integrated Enterprise GIS. At the time of writing this document, Pro has not yet replaced ArcMap, however, Esri is focusing on the development of this desktop product. GIS professionals should begin to transition to Pro. A Pro license comes with each of the City's ArcGIS Desktop licenses that is current on maintenance. System Requirements: Ihtt .. / rg:is/D Igrn ArcGIS Online ArcGIS Online provides a convenient SaaS-based online platform to publishing, finding and sharing GIS data and applications. In addition, this platform and associated COTS (commercial-off-the-shelf) solutions enable mobile field to office workflows and the utilization of tablets, smartphones and other field devices. Waterloo is currently leveraging ArcGIS Online for hosting a public-facing road closure application. Pro-West recommends that the City continue to leverage ArcGIS Online and Portal, and incorporate new capabilities in its online maps,which will be enabled by the deployment of ArcGIS Server. Best Practices for ArcGIS Online/Portal Implementation 1. A tag taxonomy provides terms and definitions that cover all of the relevant content categories that are served by the GIS platform. For example,tags for each department, map type, or maintenance level. Tagging is a key best practice that will ensure data is discoverable and searchable,thus addressing a key issue currently plaguing the City. The focus of a taxonomy should not be too specific; all users need to be able to understand are the tags and their meanings. Erring on the side of simpler terms that capture broad themes is more desirable than creating a large number of terms with subtle distinctions that require S1 Page 328 of 371 �� YII GIS Needs Assessment& Implementation Plan r ��XH ,,r,/1= specific domain or departmental expertise to comprehend. For example, when looking up parcel boundaries a technical tag would be "Parcel" but a common tag would be "ownership". 2. When discussing ArcGIS Online,the web map is king. Esri has built its entire web GIS platform around the web map concept, so a successful deployment requires that the web map also be a central point of reference for the City. Web maps change the nature of web-based GIS applications because they separate the map from the application using the map and provide the ability for multiple applications to use the same map.This eliminates redundant work and allows updates to the map to automatically be shown in every application that uses it. Given that web maps can be shared and reused in multiple applications, careful thought and planning should go into the creation of each web map.The specific data layers should display only the essential information necessary to fulfill the web map's purpose,the web map description should clearly explain the intent of the web map and suggest appropriate uses, and the web map capabilities (searches and tools) should be configured in such a way to support the map's intent without introducing superfluous functionality. Software Management 1. The City should keep apprised of Esri software patches and updates to ensure software is working at an optimal level: 1 t12.; /sa %pcirs�roi�nrvinllcs 2. The City should monitor Esri product lifecycles to remain current in relation to deprecated software plans. This will assist with future budgeting and training needs: p.��_u'.plpq.ir. s.irii crinm c�their.:-resouait es p_r _ _u_c..-11irfe.- y IIq Data It is important to store all spatial data in a consistent,standardized and consolidated manner in order to share data across departments, with outside organizations and with the public. In addition, a centralized data repository makes internal business system integration and application development easier and more streamlined. Data Storage Pro-West recommends implementing an enterprise geodatabase as the City's centralized GIS data storage system,this includes Water Works. Using an Enterprise geodatabase means that existing GIS datasets in an older shapefile format will need to be migrated into the Enterprise geodatabase. The hardware and software proposed in this document supports the enterprise geodatabase. Furthermore, modern GIS solution templates do not use shapefile formats, so a migration to an Enterprise geodatabase is mandatory for the City to move forward with an Enterprise GIS. An enterprise geodatabase will provide the storage and management platform on which all of the City's spatial data should reside.All the benefits associated with a true Relational Database Management (RDBMS) system will be available to GIS users.These include transaction control, long-transactions, S2 Page 329 of 371 �� YII GIS Needs Assessment& Implementation Plan ��XH ,,r,/1= back-up and recovery, scalability, increased performance, multi-user editing, editor tracking, and security. It is expected that all spatial data, excluding aerial photos,will be managed in the enterprise geodatabase. Users will be able to leverage the advanced tools of desktop GIS, as well as utilize field solutions to collect new spatial data and manage maintenance and inspections. Enterprise Geodatabase Security An Enterprise Geodatabase is the central data repository used to store all core City GIS datasets (utilities, parcels, roads and other core City datasets). Desktop,web and mobile GIS applications reference an Enterprise Geodatabase. For those users who need to access enterprise geodatabase GIS data via desktop GIS software, the following security is recommended for the enterprise geodatabase. 1. Desktop user domain accounts should be added to the enterprise geodatabase.There are 2 reasons for this: • Users do not have to remember an additional username and password to connect to the enterprise geodatabase • GIS applications built via desktop, web or mobile technologies that use Esri's Editor Tracking will provide the ability for staff to see who created or edited datasets 2. Roles should be created for the purpose of grouping users who need the same permissions within the enterprise geodatabase. This is beneficial as permissions can be assigned to a role that may contain many users instead of having to assign permissions to users on an individual basis. For example,the City may group the users in the Engineering department into an Engineering role that would be able to only edit data that pertains to the Engineering department but then have "read access" to all of the other data within the enterprise geodatabase. 3. For users who are on a different network from the City(Police, Library and some fire stations) that are using desktop GIS software to connect to the enterprise geodatabase, a SQL Server user should be set up for each person to allow them to connect to the enterprise geodatabase. Since they are on a different network, they may not have a domain account on the City network. By providing a stand-alone SQL account,they can use that account to make a connection to the enterprise geodatabase from their desktop software. These security settings are typically implemented by IT department staff. Enterprise Geodatabase Best Practices • Use strongly-typed schemas: attributes should be given accurate datatypes, nullable values should be avoided unless demonstrably necessary, and relationship classes should be used to model data relationships. Domains and subtypes should be intentionally developed, documented and applied consistently. • Provide per-user database logins: preserving the identity of each user is an important enabling trait. Avoid creating"generic" logins such as 'editor_1' or'field_worker' • Do not use spaces, special characters or SQL keywords in the names of feature classes or feature datasets S3 Page 330 of 371 �� YII GIS Needs Assessment& Implementation Plan • Do not begin any feature class or feature dataset names with numbers. Numbers can be used in a feature class or feature dataset name but not at the beginning • Limit field names to using alphanumeric characters • Avoid using spaces in field names. If you need to denote a space in a field name, use the underscore character. • Use field aliases to provide 'friendly' names for end users and applications • Setup an automated, nightly compress routine to keep the enterprise geodatabase running at optimal performance • Configure with DBO schema which will allow for multiple geodatabase administrators and avoid granting default DBO schema ownership to all databases on the server • Enable editor tracking on data layers that need edit dates/user tracking Spatial Data Management The data that is stored in an enterprise geodatabase will be in a centralized, standardized format, rather than in the varying formats found now(shapefiles, paper, CAD, or Paint)that are found in various locations throughout the City. Below are key GIS data standards that should be followed. 1. Use the Esri Local Government Information Model as a standard for organizing and naming GIS data inside the Enterprise geodatabase. h. P.11..s....r..a.....l.l..u.....t....i...o......n......s........a......r....c....g.u..s.........c.....o......m......../..Il..o......c.....a......l.l....g.o......v.....e.......r....n.....m.........e......i.n.....t.../....Ih.....e......l.l.p/.!2!.a..... !2ygL! ment..iinformatio ......................................................................n.-....m.........o......d......e......l. 2. Utilize a consistent coordinate system 3. Create and maintain metadata for GIS datasets a. Metadata is data about data. Tools exist in GIS to describe the GIS layer,the meaning of attributes, when the data is modified,who modifies it and any limitations of the dataset. b. More information can be found here:.ht.t.p/CaircE.is/2.k1DOZQO 4. Utilizing versioning if GIS data needs to be quality controlled before being submitted to the default GIS database. More information on versioning can be found here: .p.// _r .isC2II1Dnorm 5. Contribute to the Esri community basemaps program, which will allow City base map data such as roads to be used in Esri basemaps. Ih.ttp/ rg..iis/ 113!!s 6. Utilize topology rules to maintain spatial data integrity 54 Page 331 of 371 �� YII GIS Needs Assessment& Implementation Plan ��XH ,,r,/1= Furthermore, Pro-West recommends updating data management practices for key GIS datasets,which are outlined below. 1. Streets a. Additional attributes to be added based on needs assessment: gravel/paved b. Update address ranges to facilitate address assignments and E911 activities. An addressed road layer would also be used for staff that have Excel spreadsheets with addresses that need to be plotted on a map (Planning&Zoning, Community Development, Engineering, and others) The majority of the City roads layer does not have address range values assigned (5303 segments). Recommended Road clean-up and attribute population for addressing: 1. Clean up road topology a. Must not Overlap (13) b. Must not Intersect (213) c. Must not Self-Overlap or Self-Intersect (10) d. Must be a single part (57) e. Must not have dangles (644) i. Many of these will be false positives—but this is the best way to determine if road segments are truly connected at intersections (outside of a network). 2. Verify and correct road splitting a. Make sure all road segments are split where needed (intersections and jurisdictions (if required) and not split where unwarranted (i.e. RR intersections). 3. Verify and correct road segment directionality. a. Make sure all roads flow in the direction of increasing address range. 4. Add address range values to all required road segments. a. City address ranges can be applied in a couple of different ways; 1) Assign actual ranges (100—140) or 2) assign the full block range (100-199). i. If actual ranges are used,there is potential for an address not to be validated against the data. If a 142 address is entered it will not receive a match. But actual ranges will allow the geocoded address to correctly locate along the road segment. If full ranges are assigned all potential address for the 100 block would validate. But all geocoded address would located more towards the 'from end' of the 55 Page 332 of 371 �� YII GIS Needs Assessment& Implementation Plan road segment. This location error seems minimal, once address points are developed they can be used to geocode as well, return an even more accurate XY value. 5. Add Unique Identifier to each road segment If City would like to use for internal routing applications the following should also be updated: 1. Update One Way attribute field to identify the flow of traffic; both, From To, To From 2. Add speed limit values 2. Address Points It is recommended that the City work towards creating and managing an address point layer for assigning addresses. Esri provides out the box addressing tools to maintain the City's addressing system. These tools will allow the City to create new address point locations and assign an address using the cleaned up road centerline layer reviewed above. Address points can be developed for the City using the parcel data along with associated tax database values of physical address and tax address. Another addressing source would be a utility billing database. These address can be generated as a parcel centroid or geocoded using a clean road centerline feature class. Once an address point is created it can be spatially located upon the main structure of the property. Once an address has been assigned and located the address point layer can be analyzed by comparing the location of the address point and its attributes to the attributes assigned to the road centerlines. This control process identifies address points with: • Wrong Parity—the address point is located on the wrong side of the road according to the odd/even values assigned to the road segment • Out of Sequence—the address point is out of sequence with a neighboring address point • Out of Range—the assigned address does not fit within the address range populated on the associated road centerline segment • Unfound Address—the assigned address does not fit within the address ranges and/or names assigned to the road centerline network 56 Page 333 of 371 �� YII GIS Needs Assessment& Implementation Plan ��XH ,,r,/1= 3. Aerial photos a. Format i. Should the City purchase high resolution aerials in the future,the recommended format of aerials is a MRSID format. b. Caching i. Best practices for caching can be found here: t1pa ;14c.J.Kf _ ii. If the City wants to leverage publically available map services, such as Esri aerials or basemaps, cache scales should align with Esri's ArcGIS Online tiling scheme values c. Storage i. Due to the large size of aerials and aerial caches, it is recommended that aerial photos are not stored in the Enterprise Geodatabase. Aerial photos should be stored in a centralized location on a server that staff members can access. d. Budgeting i. The City should look for regional partnering opportunities to purchase aerials. The City of Waterloo and the City of Cedar Falls are in current discussions to purchase new aerials in 2018. 4. Parcels a. Although the parcel and tax data that the County provides is often out-of-date,the frequency of data updates and the format of the data should be automated to streamline data access and usability in GIS applications at the City. Further information about the recommended process is found in the.&u..-.t..o2..a.-tJ.o m. section of this document. 5. Utility Data a. Water works integration The City and Water Works should collaborate on utilizing a centralized Enterprise geodatabase to manage core City GIS datasets. b. Storm sewer datasets The storm GIS dataset is currently incomplete. Mains do not exist to connect catch basins, manholes and other point features. PWA recommends that the City add main lines, as well as key attributes from as-builts that will be used by field staff such as maintenance crews, televising crews and one call locators. It is recommended that storm mains be drawn in connecting the Storm structures, including; manholes, catch basins, inlets, outlets, and outfalls. Depending on the information available on the scanned as-built the main lines should be attributes with; material, diameter, slope, install year, and as-built length (project number may be another attribute, if available,that may be helpful to the City). 57 Page 334 of 371 �� YII GIS Needs Assessment& Implementation Plan ��XH ,,r,/1= All storm mains would be drawn in to represent the flow direction identified on the as-built. Topologic relationships would be developed and maintained between the storm structure points(manholes, inlets, and outlets) and the storm main lines. This topology will assure connectivity and allow the City develop a geometric network for analysis of the storm water system. A geometric network is a specialized editing framework to manage utility data and perform tracing functions. If storm fittings, such as, sleeves are represented on the as-built scan that cause a change in one of the attributes,the main line should be split and a storm fitting placed. c. Sanitary datasets The sanitary GIS dataset needs to follow the same topological relationship as recommended for the storm sewer datasets (item b. above)to ensure its connectivity for modeling and analysis. System Integration GIS is an integrating technology. This means that a map serves as the launching point for many staff throughout the City and, often, staff need access to not only GIS data, but supporting data that comes from third party systems. For example, having the ability to click a parcel and view tax information, sales, permitting, plats, building photos and sketches all within a single map interface and via a single click, minimizes the amount of time staff spend searching through various systems. Below are recommendations for various GIS integration points. Laserfiche Integration Laserfiche is the City's document imaging system. In addition,the Water Works department maintains their own, independent Laserfiche database. Documents are scanned in Laserfiche such as plats, building sketches,water distribution as-builts and more. Based on the needs assessment, staff are routinely accessing this software to retrieve scanned documents or photos. A common document imaging integration and centralization with GIS involves a user clicking a parcel and being presented with a hyperlink directly to a scanned building photo or plat. An example can be found here: b. : arc ,us/ .Ike��.E. Since the Laserfiche system is SQL Server-based, it is recommended that a routine be written to extract the necessary data from the SQL Server database into the enterprise geodatabase (central GIS repository)to make the integration point of accessing the documents from GIS easier. Considerations for this type of integration are: 1. Navigating the SQL tables to identify the correct tables to replicate to the enterprise geodatabase S8 Page 335 of 371 �� YII GIS Needs Assessment& Implementation Plan 2. Ensuring documents are accessible by the Laserfiche WebLink application. If the documents aren't publically accessible (i.e. ,Ip. .pirll_ a.% rm/ Ibll„ii rn_k( Il crrro . :s.l ) then a conversation with Laserfiche would be required to determine how to access documents either by a different URL or by prompting users for a username/password before continuing the search. By integrating Laserfiche and GIS, a map has the ability to not only house spatial data, but automatically link parcels to specific scanned documents/photos, eliminating the need to open numerous systems to search for parcel related data. County Recorded Document Integration The County has a system made by Cott Systems, Inc.,which stores recorded documents such as deeds and surveys. The common GIS integration process in this situation is for a City GIS application to pass a file number to the Recorder's document program to open the document without requiring the user to open a separate browser window to search for County recorded documents. An example can be found here:,h .p.../ .ircg.is21keC YE Integrate County Documents and Photos GIS applications can configure parcel pop ups that use a URL to link to documents and photos. The end user, within a City GIS application, clicks on a parcel to open a County parcel report document or building photo. An example of an URL that would be entered into a parcel pop-up in the City GIS application is:,lh ..lp.( w2.c .bllaclk.- ,h i.ups/ lbs.ii ./Iblhin /Ihlh irlliin g s., s.lp.....q::1¢ r. Il.Number]&arg=photo where [Parcel Number] would be replaced by the parcel number(this is a sample link,it will not open a web page in its current format). Permit Integration Many staff requested the ability to see a map of all existing permits and/or have the ability to click a parcel and link to corresponding current/historical permits. Since the New World system that stores permits is SQL-based, a routine would be written to extract the necessary data from the SQL Server database into the enterprise geodatabase. The City would need to identify which table(s)within the SQL database contain the information that would need to be extracted. Data Sharing: Automation The City relies on the County for parcel and tax information, however,the current data sharing system has known deficiencies. Currently,the County exports GIS data by extracting parcel data out of its enterprise geodatabase to a shapefile format. Two of the datasets being exported to the City from the County are parcel polygons with a subset of attributes from the county's tax system, and a parcel point layer with a subset of attributes from the County's tax system corresponding to the parcel polygons. The parcel polygon layer contains only the base polygon feature, whereas the parcel point layer contains all parcels (condos, BLLs) on the base parcel. In addition, the County is sending annotation to the City, which is converted to a line shapefile, making it difficult for staff to utilize the data. Pro-West recommends that the County export the annotation from the current enterprise geodatabase to a polyline feature class inside a file geodatabase. S9 Page 336 of 371 �� YII GIS Needs Assessment& Implementation Plan ��XH ,,r,/1= City staff have requested access to all tabular data that is in the County report (via the GIS website). Currently,the City only receives a subset of this information. Pro-West spoke with the County, and determined that if the City provides a list of the fields to which they need access,the County will review and provide the information to the City. The additional tabular data would be extracted to the City in either spreadsheet or Access database format. If the County supplies the City with additional data, it is recommended that relationship classes be created for each section of data with a one-to-many relationship. For example, if the County provides the City with building, sales, and valuation information,the City will create 3 relationship classes in the enterprise geodatabase (Building, Sales,Valuation)that will be linked to the parcels based on parcel number. By doing this, users will be able to click on a parcel polygon in either ArcMap or in a web application and have instant access to that related information. The recommended nightly, automated County/City data sharing process is below: 1. County provides a file geodatabase of requested GIS layers and Tax/sales data to the City 2. The City will import(nightly) the feature classes/shapefiles from the County into the City's enterprise geodatabase 3. A routine will be run to find all parcel point features (condos) where the parcel number does not match a polygon feature 4. An intersection with the polygon feature class will be completed to determine the polygon feature on which the point resides 5. A copy of the polygon layer will be created and attributes will be imported from the point feature into the final parcel polygon feature. The end result is a single parcel polygon layer with all City requested tax data and condo information This automated process will create a parcel polygon layer which contains a polygon shape for each parcel. Stacked polygons will be created where there are multiple parcel numbers on a given polygon. This will allow City staff to easily search for condos or BLLs, and generate mailing labels for notifications. Currently,this is a difficult process because the user needs to know the parent parcel or the exact location of the parcel. Automated process benefits will result in: 1. Consistent data updates to a centralized location at the City 2. Eliminating the need for several staff across the City to manually request the data multiple times throughout the year 3. Data aggregation that results in a single parcel layer with all tax attributes needed, including secondary addresses (condos) a. This will allow multiple departments to generate mailing labels and perform address look-ups/validations more efficiently. Currently, some tasks are impossible or very time- consuming due to the format of the current County parcel data. Mobile Distributing both spatial and tabular data via mobile devices is a highly desirable need at the City and across the US. Using mobile technology as part of the Enterprise GIS will enable staff to manage their GIS datasets in the field and share across departments. Staff can integrate GIS with tablets, smart 60 Page 337 of 371 �� YII GIS Needs Assessment& Implementation Plan ��XH ,,r,/1= phones and other systems to bring data to the field in real time, and be confident in the data that is being accessed. Utilizing GIS in a mobile environment provides the following benefits: 1. Ability to collect new and edit existing spatial data and associated tabular data (attributes) 2. Support varying levels of tracking activities,from vehicle tracking to tracking the current status of a field inventory or refuse cart pick-ups 3. Access spatial,tabular and other systems in real-time in the field (with a wireless connection) 4. Access to spatial and tabular data in disconnected mode when wireless is not available 5. Provision of real-time data and analysis from the field to the office 6. Collaboration for field and office staff during emergency events or utility asset collection/inspections 7. Simple, task-driven solution interfaces exist, meaning minimal training for end users and efficient field workflows Esri's ArcGIS Server, coupled with Portal and/or ArcGIS Online allow for efficient mobile solution configuration for editing, collecting and viewing GIS data in the field. This section outlines standards and best practices for managing mobile-based GIS data and solutions at the City. Viewing and editing data in a mobile environment is key to the growth of the City. Standardizing on a core set of technical enablers for all mobile development will be key to streamlining workflows and ensuring data is centralized, accessible, and easily shared. All mobile applications should be designed to use feature services as their primary mechanism for editing data. Feature services are supported across Esri's Enterprise GIS platform and provide the necessary security, offline editing and synchronization features to make them a highly capable, standardized, and compatible interface for custom or third party application as well. By focusing on feature services as the conduit for coordinating field-to-office workflows,the City will provide a simplified, centralized model that minimizes staff support costs over time. Mobile solutions are heavily influenced by the underlying enterprise geodatabase model exposed via ArcGIS Server feature services. It is important to plan out an appropriate data schema and solution standards for each field-to-office workflow to be implemented by the City. When a mobile solution is being configured,the following items should be analyzed. 1. Devices When planning a mobile solution, the type of field device is important. iPad Minis are becoming increasingly popular due to their size. Common devices are listed below. • iPad or iPad Mini • Android and Windows devices are also supported by Esri • Ensure that your mobile device has an integrated GPS. Some Windows devices, such as Surface tablets, do not have integrated GPS. • Trimble R1/R2 61 Page 338 of 371 �� YII GIS Needs Assessment& Implementation Plan • For data collection projects that require sub-meter or sub-foot accuracy, an external GPS can be used. Many external GPS devices exist on the market today and can be purchased at various price points. These are popular ones that integrate well with tablet devices. 1. J.tp.- ..triirnWe.c u / u .1P.1P.in G.S/IU.-U. -�ec...' 2. httia:.//wwwAiriirnlblle..coins/irm .ipip.iir� GIIS/IR GINSS. 1Rec-..!' as�x • If spatial data is going to be collected in the field, staff will need to determine what level of accuracy is needed • Smartphones • Due to their small screen size, these are not as popular for public works or utility field activities. However,for simple routing and viewing/editing simple datasets, a smartphone is a solid choice. 2. Connected vs. Disconnected Editing When building mobile solutions, staff must consider the environment they will be in when collecting/editing data in the field. The ways in which mobile solutions are developed and managed depends on identifying whether connected or disconnected will be used. If wireless is not readily available,those developing solutions must take into consideration security, the volume of data being collected or edited, device management,versioning vs. archiving settings and functions such as photo management. If data is edited or viewed in a disconnected environment,the GIS data must either be archived or versioned. Below are considerations for each configuration. • Archiving: When a feature class has archiving enabled, additional date fields are added to the SQL Server table containing the attribute information to track the start and end date of each feature. This creates a lineage of historical edits made within the feature class. In a disconnected editing environment, if a feature class is archived and not versioned when a user makes edits and then syncs the data back to the server,the changes are visible immediately to all other users viewing that data in a desktop environment or a web application. This option does not allow for anyone to review the data before it is available to other users, so if quality control is a business requirement,this option is not recommended. • Versioning: When a feature class is versioned, two additional SQL Server tables are created to store edits to the feature class (add table and delete table). To post data to the default geodatabase version, a process called Reconcile and Post must be run. In a disconnected editing environment, when a user extracts data to take out into the field, a version is created, which is an independent view of the geodatabase. After a user has made edits and syncs back to the server,the data must be reviewed by a staff member and run through the post and reconcile process before it is accessible to other staff members or web applications. If the City requires the data to be reviewed before posting, this option is recommended. 62 Page 339 of 371 �� YII GIS Needs Assessment& Implementation Plan 3. Data Configuration for Mobile Use • When configuring mobile solutions, keep the spatial data simple. Do not add unnecessary data layers to the map or add numerous labels. • Plan a database schema and domains (drop down pick lists) that will be used for editing tasks • Determine what data will be edited vs. data that will be view-only • Determine who needs edit vs. view only access to data. Staff accessing data in a mobile (or office) environment should be classified as: • Authoritative Data editors Knowing who the accountable and responsible personnel for the maintenance of each authoritative data set is an essential build block. Other personnel must be able to discover who these authorities are within the organization.This is where the use of Portal and ArcGIS Online technology is crucial. Data organization and discoverability is a key use case that Portal and/or ArcGIS Online supports, and it should be leveraged through the use of tagging and grouping to provide a clear and easy-to-access repository of authoritative data items that any user can leverage. Authoritative users can further leverage Portal and ArcGIS Online to develop specialized editing applications that are only available to those select users to assist in the maintenance of these datasets. • Contributing Editors By following the same security protocols as those developed for Authoritative Data Editors, limited permission can be granted to contributing editors. Typically,this is realized by granting limited editing privileges, e.g. only adding new data, only editing existing data, or only allowing a limited number of fields to be edited. The Enterprise GIS stack provides deep support for this type of editing restriction from the web map level down through the ArcGIS Server Service configuration and into the enterprise geodatabase. With a moderate amount of planning, Contributing Editors should be able to leverage the same off the shelf solutions as Authoritative Editors since their restricted permissions are functions of their identity and not simply the application they choose to use. • Viewers Users that simply need to consume authoritative data,whether internal users or members of the public, have the most options. Services used exclusively for viewing applications should be published separately from those that support online editing.The reasons for doing so are: 1. The services can be published as read only,which obviates the need for complex security configurations 63 Page 340 of 371 �� YII GIS Needs Assessment& Implementation Plan PX1II ,,r,/1= 2. Data fields can be hidden.While a web map allows fields to be hidden from the user in a given application, it is not true security since the data is still available,just not displayed. By hiding sensitive data at the service level, underlying geodatabase tables can be re-used without accidentally exposing sensitive data to users. 3. ArcGIS Server resources can be allocated where needed. Viewers tend to be more numerous and have higher performance expectations. By publishing dedicated viewer services, additional server resources can be allocated to those services to tune performance and responsiveness As new applications are developed, these levels of data editing must be determined to keep the centralized data repository accurate and current. The Esri software stack allows GIS administrators the ability to create solutions that align with these levels of data editing for both mobile and office-based solutions. Training Training is critical to the success of an Enterprise GIS. Regardless of an individual's education or on-the- job experience, it is important to plan and budget for initial start-up training, as well as ongoing training. There are many sources for training including state GIS conferences,the Esri User Conference, Esri online and instructor-led training, and local colleges/universities. In addition, private consultants, including Pro-West, provide training services that are targeted and focused based on City needs. 1. GIS Specialist 1. ArcGIS Server Administration 2. Enterprise Geodatabase Administration 3. ArcGIS Online/Portal Administration 4. Map service/caching best practices 5. ArcGIS Pro 6. Esri COTS solution development 1. Web AppBuilder 2. Collector 3. Survey123 4. ArcExplorer 7. SQL for GIS Professionals 8. Model Builder 9. Python 2. Power Users—these are staff who need to manage complex spatial relationships, perform advanced analysis or create advanced map products,typically using desktop GIS products. 1. ArcGIS Desktop—ArcMap 2. ArcGIS Pro 64 Page 341 of 371 �� YII GIS Needs Assessment& Implementation Plan 3. Map Consumers—all City staff fall into this category. These are staff who need to access a map, search for property records, plot address/intersection data on a map or consume general mapping information to support daily tasks. 1. Story map creation 2. The GIS staff should provide City staff with: 1. Bi-annual newsletter highlighting GIS activities, solutions and upcoming training 2. Bi-annual or annual Desktop/Pro training for other GIS professionals(includes heavy desktop users in other departments) 3. Ongoing demos of new solutions or data available 3. GIS should provide training for City staff that will use Esri off-the-shelf solutions. Due to the simple,task-driven nature of many of the solutions, minimal end user training is needed. Training Resources .b:a .ps /Zwww.eS1J1.co1rnLraiiiniiin�/ httstoir inns s.airc iis.coinn en Ihow.:to hi. /www.esri.com/innooc .b. .ps://www.prowest�is.corn/ is-trainiin�/ Check with local universities and state GIS organizations for additional training opportunities Applications Applications or"solutions" will be built using GIS technology to support department-specific or City-wide needs, as well as serve the public. Esri has hundreds of COTS solutions (commercial-off-the-shelf) available to serve both internal and public uses. COTS solutions can be hosted and used on-premise and are configured based on specific data, editing and accessibility needs. For cases where an existing Esri COTS solution does not fit a business need, custom solutions would be built using a wide array of Esri technology. Applications that are commonly built using COTS solutions are simple, focused solutions that address a particular business need. In addition, they are typically web and/or mobile-based, can be configured to be view-only or have editing capabilities, and can be used with a wireless connection or in disconnected mode. Once hardware and software are in place and GIS data is stored and managed in an enterprise geodatabase, COTS applications would be configured. Custom solutions would be built where gaps exist or specific business needs need to be met. A key contributor to the current state of inaccurate, incomplete, and decentralized data is a lack of modernized software and applications that empower staff to manage their authoritative datasets in a standard and centralized manner. With hundreds of COTS solutions available, determining which ones will work best can be a daunting task. Based on working with hundreds of local governments and analyzing the needs assessment, Pro- 65 Page 342 of 371 �� YII GIS Needs Assessment& Implementation Plan ��XH ,,r,/1= West has listed the key Esri COTS solutions that will support key needs identified during departmental interviews, as well as common City operations. • Collector ✓ Use to collect and edit data on a mobile device ✓ Use in connected and disconnected (offline) environment ✓ Take advantage of external GPS receivers for improved location accuracy • Web AppBuilder ✓ Provides the most flexibility for web app solution development • Story Maps ✓ Feature unique locations ✓ Share community plans and reports ✓ Engage users with interactive presentations • Survey 123 ✓ Tabular-based data collection solution where the tabular data is the focus and the map is secondary ✓ Use to collect point data on a mobile device ✓ Use in connected and disconnected (offline) environment • Explorer ✓ View authoritative maps and data on a mobile device ✓ Works in connected (online) mode only • Operations Dashboard ✓ Monitor events and operations in real-time from a central operations center ✓ Visualize high-level overviews of activities • Open Data Portal ✓ Share authoritative data with your citizens ✓ Spatial and non-spatial data ✓ Direct users to other initiatives and be more than a data portal Best practices for map documents that will be used to support web/mobile GIS solutions: • Perform minimal symbolization for maps that will be used solely as map and feature services • Leverage layer files and other external configuration files to quickly apply consistent symbology to maps • Eliminate as many warnings as possible when publishing map services o In particular watch out for a warning that says "Data is not registered with the server and will be copied to the server". Do not continue publishing until that warning is fixed. • Utilize effective map scales; for web viewing there is a default limit of 1,000 features in view.Try to set scales to minimize the amount of unnecessary on-screen geometry 66 Page 343 of 371 �� YII GIS Needs Assessment& Implementation Plan ��Xh ,,r,/1= Best practices for publishing map services that will be used to support web/mobile GIS and desktop solutions: • Create ArcGIS Server Folders for each logical group of services • Folders and Services should follow PascalCase naming conventions • The default maximum number of records that can be returned from a single service query is set to 1,000 by default.This should be lowered, if feasible and never increased except under exceptional circumstances. • Run services using the default High Isolation setting • Complete the Item Description metadata Solution Performance—Best Practices For this document, we equate performance with responsiveness defined as the maximum time between a user initiating an action until there is some visual cue that the operation has begun to return results. Whether or not an application meets its responsiveness threshold is defined on a per-operation basis, and each operation may have a different threshold, e.g. the allotted time for the map to redraw after moving a new location may be at most 100 milliseconds, but the allotted time to complete a complex query may be 3 seconds. • Ensure that servers are not resource-starved.This means that a monitor will be put in place to ensure that the enterprise geodatabase and ArcGIS Servers have sufficient memory and 10 capacity. • Publish ArcGIS Server services to maximize service reuse. Each ArcGIS Server service is fairly resource-intensive and can quickly consume the server's memory capacity. By designing services for maximum reuse, the total number of services can be greatly reduced. • Minimize the maximum query count of services. As discussed above, by default each ArcGIS Server service can return up to 1,000 data points per query.This quantity of data can easily take one second or more to simply send from a server to a client. By reducing the maximum number of data results, a tighter worst case latency bound can be enforced. • Minimize the number of layers in a given web map. Each rendered layer takes time and the cumulative effect of many layers can quickly lead the application to cross its responsiveness threshold. Recommendations for Esri COTS solutions based on the Needs Assessment: High priority solutions identified that will benefit citywide business needs are: 1. City basedata viewer, integrated with internal business systems and County resources • Permitting, Laserfiche, County parcel report, Recorder documents, Parcels, Utilities, Google Street View 2. Mailing label notification solution 3. Utility viewers 4. City-owned property viewer 5. Recent permit viewer 6. Rental property viewer 7. Vacant property viewer 67 Page 344 of 371 �� YII GIS Needs Assessment& Implementation Plan Other recommended COTS solutions based on the Needs Assessment(WAB indicates the Esri Web AppBuilder configurable solution): Solution Department Esri COTS Template/Custom Fiber viewer IT,Traffic Engineering WAB, Configurable App Mobile field collection solutions All departments Collector,Survey123 Story maps Center for the Arts, Library, Configurable Story Maps Community Development, Planning and Zoning Floor plan and event viewer Center for the Arts, Library WAB, Configurable App Address geocoder/map viewer Library, Community ArcGIS Online and/or Development, Planning and Portal,WAB Zoning Vacant property manager Planning and Zoning WAB, Configurable App Soils analysis solution Planning and Zoning Custom Historical photo viewer Planning and Zoning WAB,Time Slider, Custom Field surveys All departments Collector,Survey123 Mobile sewer tap application Building Inspections Collector Foundation drain management solution Building Inspections, Public Collector,Workforce, Works WAB, Dashboard Sidewalk Maintenance Engineering Collector,WAB Address management for E911 Engineering Desktop, GeoForm, WAB Inlet/Outline inspections Engineering Collector,WAB Storm Maintenance flagging Engineering Collector Park locator Leisure Services Park Locator template, WAB Park asset management Leisure Services Collector,WAB Shelter reservation system Leisure Services WAB custom Special event management Leisure Services, WAB, Collector, Engineering,Traffic Dashboard, Events Operations, Police, Fire Coordination Solutions Sewer line cleaning management Waste Management Collector,WAB Asset management Waste Management, Water Custom and/or WAB, Works,Traffic Operations, Collector Public Works Work order management Waste Management, Water Custom,WAB Works,Traffic Operations, Public Works One call ticket management system Waste Management,Traffic Operations, Water WorksCustom Sump pump locator Waste Management, Public Collector Works Sewer lining tracker Waste Management Collector,WAB Water main break tracker Water Works, Public Works Collector,WAB 68 Page 345 of 371 �� YII GIS Needs Assessment& Implementation Plan IPNI , VIm- Mobile utility viewer Engineering, Water Works, WAB, Configurable App Waste Management, Public Works Social media maps Engineering, Water Works, WAB, embedded maps Waste Management, Public from ArcGIS Online, Works Configurable App Parking management Clerk Collector,WAB Paver management Clerk WAB Census reporting Community Development, Community Analyst Planning and Zoning, Housing Authority, Human Rights Section 8 housing locator Housing Authority Collector,WAB Project locator Community Development, WAB Housing Authority, Engineering,Traffic operations Animal control management Traffic Operations WAB Street marking/painting management Traffic Operations WAB Street maintenance requestor Engineering, Public Works WAB, GeoForm, Crowdsource Reporter, Crowdsource Manager Damage assessment Public Works Collector,Survey123, Dashboard Alley management Public Works WAB Refuse/recycle routes Public Works WAB, Government Services Backfill inspections Public Works Collector,WAB CART management/citizen requests Public Works WAB, GeoForm, Crowdsource Reporter Street sweeping management Public Works Collector/WAB Sealcoat management Public Works Collector/WAB Grandfathered location tracker Code Enforcement Collector/WAB When utilizing Esri COTS solutions or building custom solutions, Pro-West recommends initiating a pilot project first.This will involve GIS and/or consulting staff developing a pilot solution and setting timelines for users to test and provide feedback before finalizing the solution. Pilot projects ensure those building and configuring the solution are aligned with end user expectations. In addition, a pilot project can save thousands of dollars by identifying unknown factors early in a project. Staffing Implementing and managing an Enterprise GIS is a full-time responsibility. Local governments typically use one of three types of GIS management configurations: distributed, centralized or a hybrid. The distributed management structure is where data maintenance tasks are spread throughout all departments.This enables the quick and accurate update of data by those responsible for maintaining 69 Page 346 of 371 �� YII GIS Needs Assessment& Implementation Plan each data set. A centralized structure is where data storage, data maintenance and solution development are implemented by GIS staff trained for data maintenance and solution implementation. Individual departments typically do not edit GIS data in a centralized structure. In addition, in a centralized structure, GIS staff are either housed under a GIS Department or within an existing department. A hybrid approach is recommended for Waterloo, with a GIS Specialist housed within IT. The GIS Specialist would be responsible for managing GIS infrastructure and software, creating GIS solutions for other departments to perform field collection, analysis or view data,provide training services, create specialty maps,provide specialty map/analysis services, and provide spatial data editing services for some departments. It is important for the City to view the GIS Specialist as an individual whose role is to serve all City departments and create solutions that empower departments to manage their own authoritative GIS datasets. Some of the most successful GIS programs are those that enable departments to manage their own authoritative datasets with the support of GIS staff. Pro-West suggests starting the GIS Specialist position within IT for the following reasons: 1. The City will be starting a new Enterprise GIS program. The overhead of creating a new department would add cost and responsibility that would detract from the effort of the start- up involved with implementing an Enterprise GIS. 2. The right place to house a GIS Specialist is different for every organization. Typically, a GIS staff person is housed within the department that is funding and/or championing the GIS effort in an organization. In addition, IT and GIS staff need to work closely together to manage the Enterprise GIS and support all City departments. If a new GIS position is housed in a department such as Planning&Zoning, often the position serves that department more than other departments. The GIS Specialist should have, at minimum, a Bachelor's degree in GIS and/or geography. As the Enterprise GIS grows, the GIS Specialist and a future GIS Coordinator could be moved to a standalone department where additional staff would be hired to facilitate solution development, training and specialty mapping services. GIS Br-'an6rig GIS is as important to an organization as email and maps are central to the decision making and overall vision of the City.The Engineering Department has done an outstanding job of communicating with staff, while working to complete other work at the same time. As the City moves forward with GIS and hires additional staff,this communication and "idea" of GIS will evolve. While GIS staff will always be in the role of making maps and creating/editing data,they will now be central to creating task-driven solutions that align with department and City business needs. GIS staff will evolve as business system integrators, using GIS as the "glue". Ongoing education and promotion of solution development as it occurs will be key to new branding messages as the Enterprise GIS takes root. 70 Page 347 of 371 �� YII GIS Needs Assessment& Implementation Plan ��xH C3V,11= Recommended GIS branding strategies are: 1. Utilize Esri Map Galleries to organize and brand solutions for departments, as well as the public: b: p.// .ir .g..i'is/1Wh0sY b: p.// .ir .g..'is/2(<II _t'I�WI. 2. Develop a set of standardized names for critical data attributes and ensuring that these core names are consistently applied as Data Field Aliases( such as, owner name or physical address) 3. Develop standard Layer Styles files that can be applied to production map services and provide a consistent visual baseline for all applications (i.e. parcels are always green outlines) 4. Author a small set of reusable web maps that can be used across multiple applications which define standard Bookmarks and Search capabilities.Achieving a level of consistency such that users are able to "assume" certain functionalities is a significant enabler. 5. Configure Portal/ArcGIS Online Groups to highlight high-profile applications (both GIS and other, internal applications) and create branded Gallery application to facilitate end-user engagement 6. GIS staff should provide consistent communication with City staff via newsletters, training and solution demonstrations P h a S ed H U In Implementing an Enterprise GIS requires several components that are best implemented via a phased approach. This will allow the City to budget for infrastructure, software, resources and solutions that build upon each other and keep the City moving in a forward direction. Phase II can be completed before Phase I is finished if the infrastructure, software and resources are in place sooner. In addition, these phases include tasks to implement solutions that will benefit all City staff. Individual solutions for specific departments are not included in the phased plan, however, Pro-West has outlined where additional planning for department-specific solutions will best fit. OTE: Costs are estimates only. Final costs will be determined when the City chooses an implementation route. Phase I The items outlined in phase I typically require a 4-6 month timeframe to complete. At this stage, the City is building the foundation for an Enterprise GIS. 1. Purchase software Pro-West has outlined current Esri software maintenance costs, as well as two paths to purchasing additional software necessary for an Enterprise GIS and future GIS growth. Current Esri Licensing Fees—the City currently has an annual maintenance fee of$8,210.88 for all software across all departments. This does not allow access to data by all staff, nor does it support data sharing, system integration or mobile solutions. There are two paths for upgrading GIS software to support business needs. a. Option 1: Enterprise Agreement(EA) Costs 71 Page 348 of 371 �� YII GIS Needs Assessment& Implementation Plan IPNII t ,,r,/1= Esri's Enterprise Agreement provides local government agencies with virtually unlimited access to Esri technology for a standard annual fee. Once purchased,the City knows its annual technology costs and will rarely need to budget for more software unless a unique need arises. Ihtt.lp//w .es.iri.comm/iiindu tpries/einteir�ir.'i2- gire irmer�.t/.g me.i.rni� .r.t ... .. ...._... i. The EA includes free and discounted training opportunities through Esri, as well as passes to the annual Esri User Conference held in San Diego each year ii. Annual cost: $50,000/yr 1. A three year agreement is signed for a total of$150,000 iii. 250 Level 1 named users (view only) iv. 250 Level 2 named users (editors/publishers) The EA includes all Esri GIS software needed for an Enterprise GIS and includes enough named users to license all City staff for both editing and viewing solutions. b. Option 2:Itemized Esri Software Purchases—if an EA is not purchased,the City will need to purchase the following software and named user licenses in Phase I of the Enterprise GIS implementation. Total one-time fee to upgrade and purchase new software $86,500 Total annual maintenance $38,100 i. ArcGIS Desktop Basic 1. 8licenses a. Community Development b. Planning/Zoning c. Water Works d. Engineering e. Traffic Operations f. Leisure Services g. Waste Management h. Public Works 2. Annual maintenance: $1,800 *According to the report from Esri, the City has 17 Basic licenses. Pro- West recommends upgrading 7 of these to a Standard license(ii)and retain 8 as Basic licenses. An initial cost for the 8 licenses is not included because the City already has these licenses and is paying maintenance. To view and analyze data in an Enterprise GIS, a Basic desktop license is needed. Only the City's power GIS users would need this license to perform advanced analysis or create specialty mapping products. Editing spatial data that is housed in an enterprise geodatabose cannot be edited with a Basic license. 72 Page 349 of 371 �� YII GIS Needs Assessment& Implementation Plan f HDIHI 0VVIm- ii. ArcGIS Desktop Standard and/or Pro 1. 7 licenses: $38,500 a. Community Development b. Planning/Zoning c. Water Works d. Engineering e. Traffic Operations f. Leisure Services g. Waste Management The cost to upgrade an existing Basic license that is current on maintenance to Standard is:$5500/license. A Standard license would be used by a GIS professional or a power user to "edit"spatial data in an enterprise geodatabase. 2. Annual maintenance: $10,500 $1,500/yr per license iii. ArcGIS Server Basic Enterprise $10,000 1. Annual maintenance: $2,500/yr iv. ArcGIS Server Standard Enterprise Costs are for a two server setup. If a single server set-up is used, only 1 license at $10,000 would be needed. This license includes Portal technology. 1. 2 licenses: $20,000 2. Annual maintenance: $5,000 v. ArcGIS Online or Portal named users 1. 30 'Level 2' named users (editors): $15,000/yr a. $500/user. 5 user min purchase 2. 30 'Level 1' named users (view only): $3,000/yr a. $100/user. 10 user min purchase Total Annual Named User License $18,000/yr 73 Page 350 of 371 �� YII GIS Needs Assessment& Implementation Plan r IPNI 0VVIm- vi. ArcEngine 1. 3 licenses* 2. Annual maintenance $300 *The City is already paying maintenance on this software,so an initial purchase for more is not needed. This license is used for the Granite sewer televising program. vii. Existing ArcPad and/or Publisher technology would be replaced with the Collector solution (using ArcGIS Online and/or Portal users) Software Cost Summary Software Purchase Option Annual Cost #of Named Users Esri EA(Enterprise Agreement) $50,000 Level 1: 250 Level 2: 250 Itemized software purchases Year 1: $86,500 Level 1: 30 Year 2+: $38,100 Level 2: 30 2. Hardware a. SQL Server licensing i. An existing SQL Server could be used to save money, however, Pro-West recommends that, in order to support an Enterprise GIS long term, a dedicated SQL Server be purchased b. SSL Certificates i. Internal: "free" if the City issues its own via Active Directory Certificate Services (recommended), or$99-$299 if the City is able to purchase from a Certificate Authority(only possible if internal hostnames match public hostnames) ii. External: free using the Let's Encrypt tools(90-day auto-renewing certificate), $99-$299 for a 1-year, domain-validated certificate to over$1,000 for extended validation certificates. An article on the different types of certificates: ttp ../../s ..K.KDplrt rnsfirm.l2ll im/ Ilii_clles/s sI.:::cert.iificat s::::�.Y.p��/ 74 Page 351 of 371 �� YII GIS Needs Assessment& Implementation Plan c. Pro-West assumes that the City's existing VM host has the resources to implement up to 3 additional VMs to support the infrastructure recommendations outlined in this document. Therefore, Pro-West did not factor in additional web server costs. 3. Hire a GIS Specialist 4. Training The training listed can be acquired through free Esri self-paced learning, Esri instructor led courses, conferences, workshops or through consulting services. Pro-West recommends a combination of Esri courses and targeted training via a consultant. With an EA license through Esri, Esri training can be acquired for free or at discounted rates. a. GIS Specialist i. ArcGIS Server administration ii. Enterprise geodatabase administration iii. ArcGIS Online/Portal administration iv. Map service/caching best practices v. ArcGIS Pro vi. Esri COTS solution development 1. Web AppBuilder 2. Collector 3. Survey123 4. ArcExplorer b. Power users i. Desktop GIS editing best practices ii. Using Enterprise geodatabase data vs. project level data iii. Updating existing ArcMap projects to use the Enterprise GIS data iv. Data organization best practices 5. Consulting Services a. Provide a technical road map and support for hardware and software implementation b. Perform Esri software install and configuration c. Provide a technical road map for GIS data migration from shapefiles/CAD to an enterprise geodatabase d. Implement a nightly compress routine for the enterprise geodatabase e. Provide targeted training for GIS staff and GIS professionals 6. Establish a GIS Committee—a GIS Committee comprised of 5-7 staff representing different departments should be formed to discuss infrastructure, software, data needs, solution needs, training and partnerships with surrounding organizations. The committee should meet at minimum twice a year to set goals and accountabilities. 75 Page 352 of 371 �� YII GIS Needs Assessment& Implementation Plan IPNII t ,,r,/1= Phase II The items in phase II typically require a 5-8 month timeframe to complete. The timeline is affected by the level of consulting services that are used to support efforts. If the City uses staff to complete the below tasks, the cost to the City for implementation of phase II will be measured in staff time. Pro-West has included optional consulting service fees to assist in implementing phase II. 1. Data a. Develop a centralized data repository, migrate City-wide GIS datasets to the Enterprise geodatabase, and establish data standards b. Establish automation routines i. Automate County/City data sharing and integration of county condo data to support address look-ups and City-wide public notifications c. Update storm sewer data to include main lines and key attributes from as-builts d. Addressing: Road address ranges and address points i. PWA has provided costs for completing road ranges and creating an address point layer, including training on using Esri COTS tools for managing the addressing process. 2. Applications a. Internal, City-wide GIS viewer application i. Updated interface for modern browsers and mobile capability ii. Includes core, City-wide GIS datasets needed by all departments b. Mailing label/notification application 3. System integration a. Link internal business systems to the web-based parcel viewer(where applicable) 4. Training a. Solution configuration and data management such as versioning 5. Additional requirements gathering and budgeting for department specific solutions a. Further identify and prioritize COTS vs. custom solutions per department 6. Consulting services (optional) a. Automation of the County/City data sharing process and condo integration to support address lookups and City-wide public notifications b. City basedata viewer/system integration c. Mailing label solution d. Recent permit viewer 76 Page 353 of 371 �� YII GIS Needs Assessment& Implementation Plan e. Migrate existing shapefile/CAD GIS data into a centralized enterprise geodatabase Phase III Upon completion of the first two phases,the City will move into maintenance mode for the Enterprise GIS. Each year,the City should commit to the following items to maintain and grow the Enterprise GIS. 1. Extend solution development throughout the City and for departments a. See table on page 66 2. Purchase a Community Analyst subscription a. Provides easy access to census statistics and reports in GIS format and integrates with City GIS 3. GIS branding and communication a. GIS newsletter and committee meetings b. Branding of City solutions and map galleries 4. Continuing education and training a. The GIS Specialist, GIS power users and City staff using GIS solutions should have access to ongoing training opportunities. 5. Access database/Excel migration a. Begin work on identifying and prioritizing existing Excel and Access databases that can be migrated to the enterprise geodatabase 6. Data development activities a. Once the existing, core GIS datasets are migrated to the enterprise geodatabase, the City will concentrate on new GIS data development opportunities. This may come in the form of field solutions for other departments or data development activities that the GIS Specialist will perform. 7. Consulting Services a. Pro-West recommends annual health checks to assess infrastructure,training and solution development progress and budget b. As COTS solutions are implemented,there will be needs for custom solutions. A consultant can assess custom needs and provide scopes of work and budgets for custom solutions. 77 Page 354 of 371 �� YII GIS Needs Assessment& Implementation Plan HDO t ,,r,/1= Cost Summary for Recommendations Phase Recommended Activity Cost I Esri Enterprise Agreement $50,000(per year) • All required Enterprise GIS software and named users SQL Server licensing $7,600 Internal and external SSL certificates Free to$600 GIS Specialist hire $50,000-75,000 (per year) Esri Training $0-$10,000 • GIS Specialist • Power users Consulting services (optional) $10,000-30,000 II Consulting services (optional) $30,000-50,000 • Automation of the County/City data sharing process and condo integration to support address look-ups and City-wide public notifications • City GIS basedata viewer • Recent permit solution • System integration, document imaging, other • Mailing label solution • Migrate existing shapefile GIS data into a centralized enterprise geodata base Consultant Cost: Completing address ranges in street $10,000-$15,000 centerline GIS layer Complete storm main and attributes $10,000-$15,000 Create address point layer for managing the addressing $70,000-$80,000 processing III Training $5,000—$10,000 Consulting Services $10,000-$25,000 Community Analyst subscription (census reporting) $500/yr Additional costs not represented in the cost report include:custom solutions,mobile devices, external GPS devices and wireless service. The extent of these costs will be determined on a department-by-department basis as mobile and custom solutions are deployed. 78 Page 355 of 371 �� YII GIS Needs Assessment& Implementation Plan ftinn tve Cost Plan II ire This outline assumes that the City will not hire a GIS Specialist within the first 1-2 years, will implement an on premise solution, and will collaborate with a consultant for managing the software, solutions and some GIS data needs. Cot. Q:onsiderot..ions.f-orPhose i Software Purchase $31,000 Desktop 'Basic upgrade to Standard' (2) $11,000 ArcGIS Server Standard Enterprise $20,000 • Named users: $0. Start out with the 9-17 that the City has based on desktop software that is current on maintenance now. This will require the City to work with Esri to consolidate all City customer numbers into a single customer number to have access to all entitled named user licenses. Hardware Purchase $300 • Use an existing SQL 2012 server and VMs for the required ArcGIS Servers. Use a one server set-up and do not implement Portal in the first phase. • SSL certificates Consulting Fees $15,000 a. Provide a technical road map and support for hardware and software implementation. Pro-West and the City would review the one server diagram and solidify security protocol. b. Perform Esri software installation and configuration c. Provide a technical road map for GIS data migration from shapefiles/CAD to an Enterprise geodatabase. Pro-West would work with the Engineering Draftsperson to outline existing City core GIS datasets. Pro-West would, in Excel, map these datasets to a new enterprise geodatabase model. The final product would be an Excel spreadsheet that documents existing data and the location to which it will be migrated. d. Implement a nightly compress routine for the enterprise geodatabase. This is a mandatory process that needs to be configured to remove records from the geodatabase add/delete tables to keep the enterprise geodatabase at optimal performance. e. Provide online support for IT, Water Works and Draftsperson on the new infrastructure and how to access key configurations of the software. Final Deliverable: At the end of this phase,the City will have hardware and software ready to support an Enterprise GIS, as well as a road map for migrating existing GIS data to an enterprise geodatabase. 79 Page 356 of 371 �� YII GIS Needs Assessment& Implementation Plan ��XH ,,r,/1= Total cost for Phase 1 $46,300 Annual Maintenance Increase: $8,000/yr • This cost is "in addition"to what the City is paying now for Esri Maintenance. ($8210.88). Total annual Esri maintenance after additional software purchases: $16,210.88 Cost CoI(i:^nideiratioIns 1br Phase CC Consulting Fees $50,000-$60,000 a. Automation of the County/City data sharing process and condo integration to support address look-ups and City-wide public notifications b. City GIS basedata viewer c. Recent permit solution: view all recent permits on a map. Click a parcel/point and view description and date information d. System integration; document imaging, other e. Mailing label solution f. Migrate existing shapefile GIS data into a centralized enterprise geodatabase Final Deliverable: at the end of Phase II,the City will have at least 3 GIS solutions that would be used City-wide. A public-facing solution would be optional, if the City agreed. System integration would be completed. For example, a user could select a parcel and open documents in Laserfiche. The City would have a fully functional Enterprise geodatabase with all existing, core City GIS datasets loaded. Pro-West would provide training for the Draftsperson and Water Works on editing and maintaining GIS data in the enterprise geodatabase, equipping them to edit water, storm and sanitary data. The City/County parcel/tax nightly automation process would be completed so staff do not need to make multiple requests to the County and staff could generate mailing labels with condo data in a streamlined fashion. The end of Phase II would result in identifying the next department solutions to implement. All items outlined in Phase II can be implemented with the hardware/software outlined in Phase I considerations. 4.„.Q,l;,.. cons I4.Ae ".Ax.Ions f( Ph05e M Assuming the City has not hired a GIS Specialist and departmental solutions will be implemented,the following costs should be considered. Departments could purchase additional named users over time as they implement solutions. Named Users— Editors: $2,500/yr per user for 5 users (some discounts may apply) Named Users—Viewers: $1,000/yr per user for 10 users (some discounts may apply) 80 Page 357 of 371 �� YII GIS Needs Assessment& Implementation Plan IPNII t ,,r,/1= Hardware/Software Fees Depending on the number of users and RAM usage on the single web server, an additional web server and software may be needed at this stage. Costs can range from $15,000-$25,000, with additional annual Esri software maintenance. Consulting Fees • Off-the-shelf applications/solutions $1,500-$5,000 per solution Includes: training, workflow analysis, and configuration • Custom solutions $25,000-$100,000 81 Page 358 of 371 �� YII GIS Needs Assessment& Implementation Plan IIs A successful transition to an Enterprise GIS and subsequent growth depends on appropriate staffing, budget, education and support. Pro-West outlines below the risks of a successful Enterprise GIS implementation. If one or more of these items is not supported,the City runs the risk of the Enterprise GIS becoming stagnant and out-of-date. Once this occurs, reviving an Enterprise GIS becomes costly to upgrade data, infrastructure, and applications. Taking a proactive approach to GIS maintenance will yield long term results. 1. Staffing When GIS staffing resources are not sufficient to support the Enterprise GIS,there is a risk to the quality and timeliness of GIS data and solutions. Establishing a GIS Committee and evaluating GIS needs on an annual basis will mitigate this risk. In addition, value will be gained by having a consultant that is familiar with the City's infrastructure, data standards and solutions and that can be utilized during times when additional services are needed, but when hiring additional staff is not cost-effective or necessary in the long term. 2. Budget GIS is a technology and, as with any technology, it is important to budget for annual hardware and/or software upgrades, consulting services, data creation, system integrations, staffing additions and other needs as technology changes. The City should have an annual budget item to support the growth of the City's GIS, which should be monitored on an annual basis. 3. Ongoing education A successful Enterprise GIS requires budget and support for on-going education for IT, GIS and power users. A budget for annual training should exist to ensure staff remain current on GIS industry trends and changes. Many free training resources exist through Esri, and additional training options are available through the Esri Enterprise Agreement and consultants. 4. Support Insufficient support from City management or end users can lead to loss of funding and resources,which will degrade the Enterprise GIS over time. City-wide GIS branding efforts which involve newsletters, end user surveys, demonstrations and interaction with management and end users will mitigate this risk. In addition, setting clear project goals when working with internal staff or consultants will yield successful projects and ongoing support from end users and management. 82 Page 359 of 371 �� YII GIS Needs Assessment& Implementation Plan Ip pe ire d 6 Interview Questions The below were the questions used to facilitate the needs assessment. Overview: Pro-West &Associates is a GIS consulting firm from Minnesota. Our focus is to assist local governments in implementing and sustaining location based technology that directly benefits core business needs and enhances citizen engagement. Our time this week will be spent meeting with all City departments to learn about how maps are used or how they could be used. Information gathered will assist us in developing an Enterprise GIS Implementation Plan that will serve as a guide for the City as it moves forward with spatial technology. The below questions will guide our conversation. We look forward to meeting you and having a productive session. -Kewcl �charewbro�c gr an g�e��wcl Questions: 1. What are you (your dept) primarily responsible for? a. For example: Your dept may be responsible for managing City signs or parking facilities. Or your core function may be promoting City services, events or recreation. 2. How to you access maps now? a. ArcMap,Website, Paper or Not at all 3. What information on the map is most valuable to you and/or your department? a. For example: owner names, maintenance history, pipe sizes, etc. 4. Is there anything you wish you had on a map that is currently missing? a. (example: I would like to see flood plain data, hazardous sites or have access to plats when I look up parcel data) 5. How are you currently using maps in the field? a. Paper maps, digital maps or none at all. i. If not at all, would you like access to maps in the field? 6. Are you currently collecting data in the field? Or would you like to collect data in the field? a. What are you collecting? (or would like to collect) i. For example: do you have a GPS device? Do you GPS sign locations, alarm panels or manholes? 83 Page 360 of 371 �� YII GIS Needs Assessment& Implementation Plan b. What type of device are you using to collect it? (what type of device would you like?) i. For example: iPad,Trimble c. Would it be beneficial to collect photos in the field? 7. What other business systems (if any) do you use? i. For example: maintenance/inspection program, Document imaging,Tax/Sales databases, RMS, Census data, State systems? ii. How do you currently access the data? 1. e.g. subscription access, quarterly DVD mailings, online download, live data, not sure.... 8. Do you interface with the public? Would maps help tell a story? a. Do you utilize social media or would you like to? 9. Are you aware of any data deficiencies in existing spatial datasets? a. These would include unmaintained data i. How are you using the data? What is the reason for continued use? 10. Does data need to be manually moved between departments/agencies to complete your work? b. This could involve printing out paper copies of reports, copy/paste tabular data into Excel/Access, etc. 11. Are there any technology or process issues that make it difficult to complete you work on a timely basis? 12. Do you use any Microsoft Access database or excel spreadsheets to complete your daily work tasks? a. If so, please describe. (example:tracking maintenance or inspections) 13. Do you generate annual reports? a. Do they include maps now? b. Would maps help tell a story or re inforce 14. What is the one thing that we discussed today that would enhance/streamline your daily work tasks? a. Think about key issues facing your department today. What information would fundamentally help you? i. Example from other clients: 1. Our department is charged with starting a pavement inventory. If we could provide field staff with tablets to collect the data in real time, we could analyze and report our findings more efficiently 84 Page 361 of 371 �� YII GIS Needs Assessment& Implementation Plan ��xH ,,r,/1= 2. If I could search for a property address and pull up building photos, it would assist me when making social service calls to ensure I was at the correct location. 3. If the public could draw a map of their special event (marathon, etc.), it would help various departments in planning for road closures, signage and enforcement during the event. 85 Page 362 of 371 �� YII GIS Needs Assessment& Implementation Plan PM ,,r,/1= GIS—Geographic Information Systems Enterprise GIS—this is a geographic information system that is integrated through an entire organization. Users of an Enterprise GIS develop, edit, manage, share, and analyze spatial data and related information to address business needs. Pro-West—Pro-West&Associates, Inc. Esri—Environmental Systems Research Institute Geodatabase—a database used to centralize and manage core, citywide spatial datasets On-premise—an Enterprise GIS managed on an organizations internal infrastructure Hosted—an Enterprise GIS hosted in a cloud environment ArcGIS Enterprise—a set of Esri software used to store GIS data and configure web and mobile GIS solutions PIN—Parcel Identification Number Geocode—the process of plotting a set of physical addresses on a map COTS—commercial-off-the-shelf Attribute—tabular data associated with a spatial feature. For example, main size or a main type is an attribute of a storm drain line in GIS. 86 Page 363 of 371 �� YII GIS Needs Assessment& Implementation Plan During the departmental interviews,there were several items that were discussed that fell outside of the scope of a GIS Needs Assessment and Implementation Plan. These items require further investigation by the City. 1. General address validation/standardization across business systems Several business systems exist at the City that contain physical addresses (permitting, RMS, CIS, and many excel and access databases). Many of these do not have address standardization rules, making it difficult to generate reports,validate addresses, perform analysis or generate mailing labels. A long term goal for the City should be to establish a standard for address syntax that is known by all, and enforce address standardization across all City business systems. 2. Fleet management/AVL Several departments had the need for fleet management solutions. These are a specific category of solutions that consume GIS data, but should be analyzed as separate initiatives. Many fleet management solutions exist that the City can pursue. 3. Granite This is sewer televising software used by Waste Management. There are several ways to integrate GIS solutions and Granite. In addition,there are some levels of GIS integration at present, as well as issues with running Granite via a wireless connection. Further requirements gathering is needed to determine integration paths and options for streamlining the best integration for GIS(i.e. using GIS to collect attributes and use Granite solely for televising activities)vs. Granite. 4. Cartegraph Both Waste Management and Engineering utilize Cartegraph, an asset and operations software with multiple modules at varying price points. In addition, Water Works is considering Cartegraph for future use in managing water utility operations. However, based on department interviews, it is recommended that additional investigation be carried out to determine which operations are best suited for GIS vs.those that would be better suited for Cartegraph. Performing this analysis will require additional requirements gathering and demonstrations to determine the best path forward. 87 Page 364 of 371 -'s"" GIS Needs Assessment& Implementation Plan IFF, " k ��xh ,,r,/1= OII"g a n II awSl d o rI a l Chart Airport Cty Attorney Code Enforcement Ci t Clerk Par I,ng Operat ons Building Inspections/Building Maintenance .. ..... .... ......... ..... .........,.................. ..... .... Community n ty PI nn ng& Counity Dev p m e n t Neighborhood Se ces D velop nt CuIto ral&Arts Planning&Zoning Engineering ..... ...................... ........„ Finance .... ..................... .......... Fire Housing Authority Mayor Human Resources The Public Human Rights City Co ....., ....,.. un Co ...,. Lesure Services � Forestry Library Management If mason CATV Systems Police Central Garage Public Works Sanitation Streets ...., .................. ..... Animal Control Traffic Operations ,,,,,,,,, ....., ........ Signs Write ,,,,,,,,, Management .... p Servic 88 Water Works Page 365 of 371 �� YII GIS Needs Assessment& Implementation Plan ��Xh ,,r,/1= II......losted Enterprise GIS A hosted Enterprise GIS solution means that the hardware and software components that comprise an Enterprise GIS system are physically located off-premise and direct access to the server infrastructure is not possible. Rather,the focus is on making the services of an Enterprise GIS available (Map Service, Publishing, or Portal). It is possible to mix and match different cloud services to provide the same Enterprise GIS functionality. For example, in the context of an Amazon (AWS) deployment, an Enterprise Geodatabase could be deployed on a standard SQL Server installation running on an EC2 virtual machine, or the Enterprise Geodatabase could be deployed on Amazon's RDS(Relational Database Service),which would provide transparent scalability and SLA guarantees, albeit at a higher cost. Furthermore,the ways in which users access services can vary. In the simplest case, a user would connect to external Amazon Web Service-provided hostnames via ArcCatalog to access geodatabase and ArcGIS Server services. This is fundamentally no different than running on a local network, except that performance is limited by the organization's external network bandwidth and latency. Alternatively, more sophisticated cloud service offerings can be employed, such as AWS Direct Connect,which allows your private, internal network to be extended into the cloud and can treat cloud servers as belonging to the local network. Different solutions require different levels of in-house expertise and support and should be considered carefully. As indicated in this document, Pro-West recommends an on premise solution due to specific City integration and data sharing needs. Hosted (Pros) • Maintaining infrastructure is a non-issue • Cloud platforms allow higher levels of redundancy than are easily achievable in-house • Cloud deployments must follow the architecture of the cloud provider, which means that systems become more standardized and can be maintained by a larger labor pool, e.g. there are more IT personnel that know Amazon than those that know the Waterloo network specifically Hosted (Cons) • Trying to run applications designed with LAN (high bandwidth, low latency) networking as an assumption can have significantly impaired performance if deployed to the cloud • Unlikely to be cheaper on capital cost basis • Can require an overhaul of internal network architectures • Windows Domain integration can be difficult 89 Page 366 of 371 CITY OF WATERLOO Council Communication An Ordinance amending the 2008 City of Waterloo Traffic Code by Adding a new Subsection(68) Lorraine Avenue to Section 553, No Parking Here To Corner- Lorraine Avenue -North side in a westerly direction from LaPorte Road. City Council Meeting:7/16/2018 Prepared: 7/11/2018 REVIEWERS: Department Reviewer Action Date Traffic Operalnons Even, 1: e ni) .Approved '7/11/2018 28 AM Motion to receive file, consider and pass for the first time an Ordinance amending the 2008 City of Waterloo Traffic Code by Adding a new Subsection(68) Lorraine Avenue to Section 553, No Parking Here To SUBJECT: Corner- Lorraine Avenue -North side in a westerly direction from LaPorte Road. Motion to suspend the rules. Motion to consider and pass for the second and third times and adopt said ordinance. Submitted by: Submitted By: Sandie Greco, Interim Public Works Director Recommended Action: Adopt Ordinance Vehicles parked on both sides of the street causing congestion and concern for emergency vehicles to pass thru. This should help resolve the concern Summary Statement: of residents living in the 1900 block of Lorraine. Residents in the 1900 block of Lorraine along with Enterprise and Image Pointe have been notified by mail of the pending ordinance change. Enterprise Car Rental on the corner of the access road and Lorraine Ave. has an overflow of vehicles, especially on weekends, that are parked on both sides of Lorraine. Residents have complained along with Image Pointe Background Information: being concerned of the safety of customers leaving their parking lot in front of the building onto Lorraine. This should provide clear visibility along the north side of Lorraine and allow emergency vehicles and drivers to move thm the area designated. Page 367 of 371 CITY OF WATERLOO Council Communication An Ordinance amending the 2008 City of Waterloo Traffic Code by Amending Subsection(68) Locust Avenue to Section 553, No Parking Here To Corner, by renumbering said Subsection(67b) Locust Avenue to Section 553, No Parking Here To Corner. City Council Meeting:7/16/2018 Prepared: 7/11/2018 REVIEWERS: Department Reviewer Action Date 'gip"r•iffic Openrantons p vete, 1:,e ni) Approved '7/11/2018 30 AM ATTACHMENTS: Description Type onfirianec c fiardgbc" Covet" Menlo Motion to receive, file; consider and pass for the first time an Ordinance amending the 2008 City of Waterloo Traffic Code by Amending Subsection (68) Locust Avenue to Section 553, No Parking Here To Corner. by renumbering said Subsection(67b) Locust Avenue to Section 553, No Parking Here To Corner, as follows: Locust Street- North side in the 100 block in a southeasterly direction from West Mullan Avenue, northeast side SUBJECT: of the 400 block in a southeasterly direction from W. 3rd Street; northeast side in the 400 block in a northwesterly direction from W. 4th Street; northeast side in the 500 block in a southeasterly direction from W. 4th Street. Motion to suspend the rules. Motion to consider and pass for the second and third times and adopt said ordinance. Submitted by: Submitted By: Sandie Greco, Interim Public Works Director Recommended Action: Adopt Ordinance This ordinance change changes the subsection number from(68)to (67b) Summary Statement: because of the addition of the ordinance change for Lorraine Avenue to be listed as (68). Page 368 of 371 ORDINANCE NO. AN ORDINANCE AMENDING THE 2008 TRAFFIC CODE BY AMENDING SUBSECTION (68) LOCUST AVENUE TO SECTION 553, NO PARKING HERE TO CORNER, BY RENUMBERING SAID SUBSECTION (67b) LOCUST AVENUE TO SECTION 553,NO PARKING HERE TO CORNER, AS FOLLOWS: BE IT ORDAINED by the City Council of the City of Waterloo, Iowa: That Subsection (68) Locust Street of Section 553, No Parking Here to Corner, of the 2008 Traffic Code, is hereby renumbered to Subsection (67b), of Section 553, No Parking Here to Corner, as follows: (67b) Locust Street North side in the 100 block in a southeasterly direction from West Mullan Avenue; northeast side of the 400 block in a southeasterly direction from W. 3rd Street; northeast side in the 400 block in a northwesterly direction from W. 4th Street; northeast side in the 500 block in a southeasterly direction from W. 4th Street. PASSED AND ADOPTED by the City Council this day of July, and approved by the Mayor this day of July, 2018. Quentin Hart, Mayor ATTEST: Kelley Felchle, Deputy City Clerk Page 369 of 371 CITY OF WATERLOO Council Communication Motion approving request of Professional Concrete and Carol Funk for an extension to repair sidewalks at 738 May Street for the 2018 Sidewalk Repair Program- Zone 8. City Council Meeting:7/16/2018 Prepared: 7/11/2018 REVIEWERS: Department Reviewer Action Date Ec)&ecn•ng KnnaIISOm1, I ani'e Approved '7/11/2018 ... tl0-34 AM (I Ierk Office 11:zg[) , 1" a w.,,,y Approved '7/11/2018 0.35 AM. ATTACHMENTS: Description Type '738 May 8t Caro- Fa.nk: Covet Menlo Submitted by: Submitted By: Wayne Castle, PLS, PE, Associate Engineer Recommended Action: Approve request for extension. Summary Statement: Professional Concrete has obtained permits and plans to remove and replace sidewalk and approach no later than July 31, 2018. Page 370 of 371 iCh'�W.N Elk RUni Heights, lowa 50707 1 105 BAC DNe Bus Office (319)833-7648 Fax ),833-RWX (319) 833-7642 (7649) �.rvw 1\0 ' . Jut,M W A� e, Page 371 of 371