........ 0 I

0>

ISSUE:

ACTION SHEET ITEM FROM FINANCE COMMITTEE MEETING OF 01/30/17

FOR CITY COUNCIL MEETING OF 02/08/17

5. Request for Approval of Cooperative Project Funding Agreement and Budget Amendment in the Amount of $375,000 - Reconstruction of Guadalupe from Agua Fria to Paseo De Peralta; New Mexico Department of Transportation. {David Quintana)

FINANCE COMMITTEE ACTION:

Approved as consent item.

FUNDING SOURCE: 32823.572940 and 572960 with subsidiary

SPECIAL CONDITIONS OR AMENDMENTS

STAFF FOLLOW-UP:

VOTE FOR AGAINST ABSTAIN COUNCILOR VILLARREAL

X

COUNCILOR IVES X

COUNCILOR LINDELL X

COUNCILOR HARRIS X

CHAIRPERSON DOMINGUEZ

4-13-15

1

ACTION SHEET ITEM FROM THE

PUBLIC WORKS/CIP AND LAND USE COMMITTEE MEETING OF

MONDAY, JANUARY 23, 2017

ITEMS

CIP PROJECT #801 B- NMDOT FUNDING AGREEMENT, CN S100460; FOR RECONSTRUCTION OF GUADALUPE FROM AGUA PRIA NORTH TO PASEO DE PERALTA

• REQUEST FOR APPROVAL OP THE FUNDING AGREEMENT WITH NEW ME.."XICO DEPARTMENT OF TRANSPORTATION IN THE AMOUNT OF $375,000

• REQUEST FOR APPROVAL OF THE BUDGET AMENDMENT RESOLUTION TO BUDGET THE NMDOT GRANT FUNDING (DAVID QUINTANA)

PUBLIC WORKS COMMITTEE ACTION: Approved on consent

FUNDING SOURCE: 32823.572940 and 572960 and with subsidiary

SPECIAL CONDITIONS I AMENDMENTS I STAFF FOLLOW UP:

VOTE FOR AGAINST ABSTAIN

CHAIRPERSON IVES

COUNCILOR MAESTAS X

COUNCILOR IUVERA X

COUNCILOR TRUJILLO X

COUNCILOR VILLARREAL X

2

memo DATE: .January 13, 2017

TO: Public Works, Finance Committees & City Council

VIA: I ac J. Pino, . ,., Public Works Department Dir,;Por ohn J. Romero, P.E., Engineering J)iv. Director ,Jl

FROM: David D. Quintana, P .E., Engineer Supervisor ~Y~ \

ITEM AND ISSUE: NMDOT FUNDING AGREEMENT, CN SI00460; FOR RECONSTRUCTION OF GUADALUPE FROM AGUA FRIA TO PASEO DE PERALTA N; CIP 801-D.

ITEM A.) Rl~QUEST FOR APPROVAL OF FUNDING AGI{EEMENT WITH NMDOT ·~ -~ FOR $375,000.00

ITEM D.) APPROVAL OF BAR TO BUDGET NMDOT GRANT FUNDIN<;

BACKGROUND & SUMMARY:

The NMDOT through the Highway Safety Improvement Program in conjunction with the City of Santa Fe Roadway Engineering staff and Metropolitan Planning Organization Staff conducted a Roadside Safety Audit (RSA) on Guadalupe Street from Agua Fria north to Paseo de Peralta. The study was used to identify grant funding for the reconstruction of Guadalupe St.

The pr~ject will be similar in scope to the reconstruction of Guadalupe Street from Agua Fria South to Paseo de Peralta. The intent of the project is to reduce the vehicle lanes from 4 to 3. This would provide the necessaty t•oom to construct ADA Pedestrian facilities on both sides of the roadway. Left turn lanes will be incorporated into the design to allow for access to adjacent properties.

The attached Design/ROW Cooperative Funding Agreement is for $375,000.00. $325,000.00 is earmarked for· design and $50,000.00 for any ROW acquisition required; Bu/Li: 32823/572940&572960. The ftmding received from FHWA/NMDOT is from the Congestion Mitigation/Air Quality (CMAQ) program and covers 85.44% of the funding with the remaining balance coming from City of Santa Fe match. The splits are as follows:

FHWA/NMDOT------- $320,400.00 City of Santa Fe--------$ 54,600.00

The City match of $54,600.00 is currently budgeted in Bu 32823. Construction funding has been programmed in the City Capital Improvement Plan, the MPO Transportation improvement Plan and the NMDOT Statewide Transportation Improvement Plan.

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RECOMMENDED ACTION:

Approval of Funding Agreement CN 8100460 with NMDOT in the amount of $375,000.00 termination September 30,2019.

Approval of BAR to budget grant funding in the amount of$320,400.00 from NMDOT.

Attachments: NMDOT funding agreement SFMPO TIP Page BAR Procurement checklist Finance packet checklist

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Contract Number Vendor Number Control Number

----·-,··-··------0000054360 --·····---·········---S100460

COOPERATIVE PROJECT AGREEMll.:NT- DESIGN WORK

This Agreement is between the NEW MEXICO DEPARTMENT OF TRANSPORTATION ("Department")> and the City of Santa Fe ("Public Entity"), collectively referred to as the "Parties." This Agreement is effective as of the date of the last party to sign it on the signature page below.

In consideration of the covenants contained herein and pursuant to NMSA 1978, Section 67-3-28, the Parties agree as follows:

1. Purpose. The purpose of this Agreement is to provide Federal Highway Administration (FHW A) funds to the Public Entity for the preliminary and final design, project development and cet1ification, and production of a Plans Specifications and Estil.nate (PS&E) Certification Package for a transpot1ation pro_ject described in the Public Entity's Project Identification Form (PIF) and the Statewide Transportation Improvement Program (STIP). The deiiverables under tl1is Agreement may be referred to as the "Design Work" is referred to interchangeably as "Project" or "Project Control No. S 100460." The Project is a joint and coordinated effort for which the Department and the Public Entity each have authority or jurisdiction.

2. 'Ffinding. a. The total funding for Project Control No. S I 00460, is Three Hundred Seventy Five

Thousand Dollars and No Cents ($375,000) which will be shared by the Parties as follows: 1. FFY 2017 CONGESTION MITIGATION/AIR QUALITY~MAND (CMAQ) Funds

Department's 85.44% share $277,680 Design for the proposed project jdentifed through the RSA is the following: Lane reduction, pedestrian improvement, bicycle improvements, signalized intersections improvements, lighting , drainage accomidations, new signing and striping. On Route FL4777 on Guadalupe street reconstruciton "road diet" from Agua Fria street to Paseo De Peralta. (Description as per STIP database, this agreement only pertains to tbe design portion of Project Control No. S 1 00460.)

2. City's matching 14.56% share $47,320 For the purpose stated above.

3. The Total Project (Design Worlc) Funding $325,000

4. FI~Y 2017 CONGESTION MITIGATION/AIR QUALITY-MAND (CMAQ) Funds Department's 85.44% share $42,720

ROW for the proposed project identifed through the RSA is the following: Lane mduction, pedestrian )mprovement, bicycle improvements, signalized intersections improvements, lighting , drainage accomidations, new signing and striping. On Route

Page CN Sl00460

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FL4 777 on Guad~llupc street reconstruciton "road diet" fi·om Agua Fria street to Paseo De Peralta. (Description as per STIP database, this agreement only pertains to the design portion of Project Control No. S 1 00460.)

5. City's matcbiug 14.56% share $7,280 For the purpose stated above.

6. The Total P1·oject (ROW) Funding $50,000

·· , ... ,, 'The Total Pro'jeet'lhmffing $375,000

b. The Public Entity shall pay all Project costs that exceed the total funding amount specified in this section.

3. Method of Payment-- Reimbursement. The Department's District T/LPA coordinator shall reimburse the Public Entity upon receipt of payment requests for the purposes stated in Section 2 above, with supporting documentation as determined and/or approved by the Department, certifying that costs have been incurred in compliance with this Agreement Invoices will be accepted monthly, but must be submitted at a minimum quarterly to the Department's District T/LPA coordinator. Payment requests shall be identified by the project control number and certified that the requests accurately reflect work completed, amount due and the remaining Agreement balance. All expenses must be actual, rather than estimated, and listed on the payment request as charged. Only those expenses that are properly documented and deemed eligible will be reimbursed. Incomplete submittals will be returned to the Public Entity for corrections.

'TI1e Department's District T/LP A coordinator will not reimburse the Public Entity for costs incurred prior to obligation of federal funding and the full execution of this Agreement, after the expiration of the Agreement, m.· in excess of the maximum dollar amount of the Agreement The Public Entity request for reimbursement shall be submitted to the Department's District T/LPA coordinator within thhty (30) calendar days of completion of the Project and prior to the termination date identified within Section 20.

4. Public Entity Shall: a. Act in the capacity of the lead agency for the Project. b. Use the Project Control Number in all cmTespondence and submittals to the Department. c. In the event a contract term extension is needed, provide written notice to the Depaxtment

sixty (60) days prior to the expiration date identified in Section 20 below to ensure timely processing.

d. Pay all costs, perform all labor, and supply alJ material for the Project. e. Identify a single point of contact for the Project who may be either a Public Entity

employee or consultant, for all communications to or from the Department. f Complete all necessary Design Work, including preliminary engineering, and all items

listed below in section h. g. Provide verification thal the contractor hired for the design or certification services was

solicited and hired in compliance with governing federal, state and local procurement requirements.

Project Oversight Agreement Page CN SI00460

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h. Obtain concurrence from the Department's North Region T/LPA Coordinator pnor to award or start of the design contract.

1. Submit to the Department's North Region T/LPA Coordinator for concun·ence, as a complete deliverable of this Agreement a final PS&E package, no later than June 15, which includes the following: L Stamped/Sealed Construction Plans; 2. Engineer's Opinion of Probable Cost/Engineer's Estimate; 3. ·Approved SpeCi'fi2ations; 4. Maintenance agreements, as needed, pursuant to Appendix G; 5. Preliminary Contract Book; 6. 9-Day Letter signed by Entity (Appendix E) along with the following documents;

• Environmental clearance and cettit1cation documentation; • The State Historic Preservation Officer's concurrence; • Right of Way certification documentation; • Utility certification documentation according to 17NMAC 4.2 and MAP 21-Buy

America Provisions~ • Work Zone Checklist; • Intelligent Transportation Systems (ITS) certification documentation; • Railroad certification documentation; • All other applicable Maintenance Agreements; and • Signed PS&E T/LPA Checklist • Approved design variances and/or design exceptions for the project (if applicable)

j. Develop and execute the Prqject in accordance with the current edition as of the date of execution of this Agreement of the Department's current Tribal/Local Public Agency Handbook; Depruiment's Specifications or approved egual by the District Engineer and concurred by the State Construction Engineer; Right of Way Handbook, Volume VII; and the New Mexico Tran~ortation DepartmenCs Office Procedures Manual.

k. Ensure all designs comply with Appendix A, "Preliminary Engineering" and are perfonned under the direct supervision of a Registered New Mexico Professional Engineer and/or Registered New Mexico Architect, as required by Chapter 61, Article 23 NMSA 1978(The Engineering and Surveying Practice Act), Chapter 61, A1ticle 15 NMSA (The Architectural Act), and Chapter 61, Articles 24B-1 to 24B-17 NMSA 197&(The Landscape Act).

L If the Project will he built with Public Entity resources, you will need to coordinate with your Region TILPA Coordinator to obtain.prior FHWA approval. Then prepare a detailed report of equipment and labor, including a project schedule, for submission to the Department's District TILPA Coordinator. m. Design the Project in accordance with Appendix C, "Design Standards."

n. Comply with Appendix D, "Survey and Right of Way Acquisition Requirements." o. Warrant, covenant, and agree that they will comply with conditions and terms contained in

all appendices attached hereto. They will perform any and all applicable obligations contained herein.

p. Complete the environmental process as described in the Department's Tribal/Local Public Agency Handbook and in accordance with state and federal guidelines and regulations including the National Environmental Policy Act (NEPA), FHW A Technical Advismy T 6640.8,23 CFR Part 771, and guidance for preparing environmental documents. This effort includes, but is not be limited to:

l'rojec( Oversight Division Agreement ........ ·--··· ·····-··········------···--·---·--------··--;:c--------------·----------·--~-

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1. Completion of a Location Corridor Procedures, if applicable, as described in Appendix B. Initiate and prepare an Initial Corridor Analysis Report "Phase A Report," a Location Study Report "Phase B Report," and the appropriate level of environmental documentation "Phase C";

2. Submit a scope of work to the Department's North Region T/LPA Coordinator for concurrence with the determination of the level of effort needed for completing the envirorunental certification process;

3. Conduct a cultural resciul'ces survey, if required, and submit the cultural resources survey report to the Department's North Region T/LPA Coordinator for review and assistance with making the submittal to the State Historic Preservation Office (SHPO). The survey shall be conducted and the report shall be prepared in accordance with the Department's Guidelines for Cultural Resom·ce Investigations;

4. Conduct and document hazatdous materials investigations according to the Department's Environmental Geology Bureau's Hazardous Materials Assessment Handbook. The appropriate environmental documents shall be prepared by a qualified environmental professional, as defined in 40 CFR Pa1i 312, and submitted to the Department's North Region T/LPA Coordinator for review;

5. Conduct and document appropriate public notifications and public involvement activities;

6. Submit appropriate and acceptable NEP A documents, prepared by a qualified environmental professional, to the Department's North Region T/LPA Coordinator for review and concurrence. "Acceptable" means the documents meet the criteria specified in the Depatiment's Tribal/Local P!-!blic Agency Handbook; and,

7. Produce and distribute an appropriate number of copies of envirorunental documents to regulatory agencies and interested patties.

q. Comply with Appendix G if the Project involves any specific project features. r. Register with www.sam.gov and DUNS. s. Conduct an audit pursuant to OMB Super Circular Section 200.501, if the Public Entity

receives a combined $750,000 or more during the non~federal entity's fiscal year in federal awards they must have a single audit

t. Ensure all design and Project plans require that all construction materials, including those associated with utility facilities and relocations, are in accordance with ''Buy America" requirements (23 CFR Section 635.410), which require proof of origin and place of manufacture of iron and steel products and materials to be made in America. Additional information is available at; http://www.fhwa.dot.gov/constructionfcquit/buyam.cfm; http://www.fl1wa.dot.gov/utilities/buyam.cfm.

u. Ensure all design and Project plans fully comply with Title II of the Americans with Disabilities Act of 1990 (ADA), implemented by 28 CFR 35, Section 504 of the J 973 Rehabilitation Act, implemented by 49 CFR 27, United States Access Board Proposed Accessibility Guidelines jhr Pedestrian Facililies in the Public Right-of-Way a.k.a. Public Right-of-Way Accessibility Guidelines (PRO WAG) section 300R, including NMDOT's ADA Design Standards.

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5. The Department Shall: a. Assign the Department's North Region T/LPA Coordinator as the single point of contact to

provide technical assistance for the development of the Project and to monitor and oversee progress under this Agreement.

b. Assign a T/J..-P A Construction Liaison Engineer to oversee the Project for Federal funding compliance.

c. Ensure the Department's Environmental Development and Environmental Geology Sections timely review and.concur with Public Entity's: I. NEP A and related enviromnental documentation for appropriate level of effot1 and

completeness, and timely assist the Public Entity by transmitting the Public Entity's NEPA documents to the FHW A for review and concurrence.

2. Cultural resource technical reports and timely assist the Public Entity by transmitting the reports to FHW A and the SHPO officer for review and concurrence.

d. Review the Public Entity's hazat·dous material investigation deliverables to concur Public Entity has certified each is compliant with American Society for Testing and Materials (ASTM) and Depatiment standards.

e. Review required cettification documents and deliverables submitted by Public Entity for Acceptability, as that term is defined in the current edition as of the date of execution of this Agreement of the Department's Standard Specifications for Highway and Bridg~

ConstruQ~ion or app_roved other by the Dl~Jrict ~nsill.~~--'!ll.Q..SOnQ.urred by the State Constmction Engineer, as a prerequisite to obligating the remainder of the Project's federal funding for construction.

6. Both Parties Agree: The Department shaH not provide an extensive check of any plans submitted by the Sponsor. The Department's concurrence of the Project plans does not relieve the Sponsor or its Consultant of their responsibility for errors and omissions.

7. Pro.iect Responsibility. The Public Entity is solely responsible for ensuring that the Project is carried out to completion, NMDOT is solely responsible for project oversight. The services required under this Agreement shall remain the full responsibility of the Public Entity, unless stated otherwise in the Agreement. As per 23 CFR Part 630.112 if a project has right-of-way funding and actual construction of road is not undertaken by the twentieth fiscal year following the fiscal year the project was authorized, the Public Entity will be responsible in paying NMDOT for all federal funds paid to the Public Entity. Also note as per 23 CFR Part 630.112 if a project has preliminary engineering funding and actual construction of road is not undertaken by the tent11 fiscal year following the fiscal year the project was authorized, the Public Entity will be responsible in paying NMDOT for the federal funds paid to the Public Entity.

8. Legal Compliance. The Public Entity shall com.ply with all applicable federal, state and local laws and regulations, and applicable Department policies including Design Directives in the performance of this Agreement. These laws include, but are not limited to: FHWA memorandums; Authorization to proceed and project monitoring at 23 CFR Part 630.106; Agreement provisions at 23 CFR Part 630.112; Project

Project Division Agreement Page

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approval and oversight at 23 U.S.C. § 106 [as amended by SAFETEA-LU section 1904]; Single Audit Act Amendments of 1996 (P.L. 104-156)/0MB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations; Unifonn Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments, 49 CFR Patt 18; Titles VI and VII of the Civil Rights Act of 1964 and related statutes; applicable provisions of the Disadvantaged Business Enterprise Program, 49 CFR Part 26; the Age Discrimination Employment Act, the Americans with Disabilities Act of 1990, Executive Order 12898, the Civil Rights Restoration Act of 1987, the New 'Mexico Human Rights Act, and Executive Order 1 I 246 entitled "Equal Employment Opportunity" a<; amended by Executive Order 11375; the Federal Funding Accountability and Transparency Act of 2006 (Pub. L. 1 09-282), as amended by section 6202 of Public Law 11 0---252; 2 CPR Part 170; and 2 CPR Part 25; the NMAC 17.4.2; Public Utilities and Utility Services, Utility right of Way and Easements, Requirements for Occupancy of State Highway System Right-of-Way by Utility Facilities.

Additionally, the Public Entity shall comply with all applicable federal, state and local laws and regulations goveming ei.wironmental issues, workplace safety, employer-employee relations and all other laws and regulations governing operation of the workplace. The Public Entity shall ensure that the requirements of this compliance are made a part of each contract and subcontract on this Project at all tiers.

9. Federal Grant Reporting Requirements. Under the Federal Funding Accountability and Transparency Act, the Department is required to report on projects or activities, which are awarded federal grants of $25,000 or more. This information will be made available to the public on www.USASpending.gov. For this reporting, Public Entity is the "sub grantee."

The type of infom1ation the Department is required to report includes: a. Name of sub grantee receiving the award; b. Amount of award; c. Funding Agency; d. NAICS code for contracts or the Catalog of Federal Domestic Assistance program

number for. grants; e. Program source; f. Award title descriptive of the purpose of the funding action; g. Location ofthe subgrantee, which includes the Congressional District; h. Place of performance of the program or activity, which includes the Congressional

District; 1. Unique identifier- DUNS ~- of the sub grantee and its parent organization, if one exists;

and, .J. Total compensation and names of the top five executives of the subgrantee. This

information is required, if the subgrantee in the preceding year received eighty (80) percent or more of its annual gross revenues in federal awards, which exceeds $25 million mmually, and the public has no access to this information under the Securities Exchange Act or the Internal Revenue Code.

CN SI00460

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More information on the Transparency Act may be located via the following links: h!!JY!edoc~et.acce~s.gj2Q£..Q.Y[20 1 0/pdf/20 1 0-22705 . .Qdf; and, ):lttp://edock~t..-~~cess.gp.Q_.gov/20 I 0/Qdf/20 1 0-22706.pdf.

10. Disadvantaged Business Enterprise (DBE) Program. a. Required Contract Assurance: Each contract the Department signs with the Public Entity

and each subcontract the Public Entity signs with a consultant or subconsultant must include the following assuralice: "The contractor, sub-recipient or subconsultant shall not discriminate on the basis of race, color, national origin, or sex in the performance of this Contract. The contractor shall carry out applicable requirements of 49 CFR 26 in the award and administration of U.S. Department ofTranspottation-assisted contracts." failure by the contractor to carry out these requirements is a material breach of this Agreement, which may result in the termination of this Agreement or such other remedy, as the Department deems appropriate which may include but is not limited to: I. Withholding of monthly progress payment; 2. Assessing sanctions; 3. Liquidated damages; and/or 4. Disqualifying the contractor from future bidding as non-responsive

b. DBE Program Obligations: The portion of the Department's tri-annual state DBE goal applicable to federal-aid design projects shall be attained through race neutral measures. Accordingly, even though design and other consultant contracts do not have contract specific DBE goals assigned to them, the Department encourages the Public Entity and its consultants and contractors to facilitate small business and DBE participation on this Project and to take all reasonable steps to eliminate obstacles that may preclude such participation.

c. Provision of DBE Program Information: The Public Entity shall provide any DBE related information or data to the Depatiment's North Region T/LPA Coordinator or the Department's Construction and Civil Rights Bureau, including but not limited to lists of quoters and DBE monthly participation fonns, as required or upon request.

11. Title VI Program Obligations. a. Publi~.Entity Assurances - Each contract the Public Entity enters into with a design

consultant, other consultant or recipient on a project assisted by the United States Department of Transportation (USDOT), and any subcontract thereto, shall include the assurances contained in Appendix F as applicable.

b. 1be Public Entity shall sign and submit the attached Appendix F (Title VI Nondiscrimination Assmances For FHWA Recipients) to the Department's Construction and Civil R.jghts Bux~.~.Jd. By signing Appendix F, assurance is given in consideration of and for the purpose of obtaining any and all federal grants, loans, contracts, property, discounts or other federal financial assistance extended after the date hereof to the Public Entity.

c. The Public Entity shall require sub-recipients to sign and submit the attached Appendix F (Title VI .. Nondiscrimination Assurances For FHWA Recipients) to the Department's Construction and Civil Rights Burea~ for each contract the Public Entity enters into with a design consultant, o1her consultant or sub-recipient on a USDOT-assisted project, and any subcontract thereto.

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12. Third Party Beneficiary, It is not intended by any of the provisions of any part of this Agreement to create in the public or any member thereof a third party beneficiary or to authorize anyone not a party to the Agreement to maintain a suit(s) for wrongful death(s), bodily and/or personal injury(ies) to person(s), damage(s) to property(ies), and/or any other cJaim(s) whatsoever pursuant to the provisions of this Agreement.

The· Department will not be a party to any claim between Public Entity and their designated consultant or subconsultat at any tier.

13. New Mexico Tort Claims Act. As between the Department and Public Entity, neither party shall be responsible for liability incurred as a result of the other pruiy's acts or omissions in connection with this Agreement. Any liability incurred in connection with this Agreement is su~ject to the immunities and limitations of the New Mexico Toti Claims Act, NMSA 1978, Section 41-4-1, et seq. This paragraph is intended only to define the liabilities between the parties w1d it is not intended to modify, in any way, the parties' liabilities as governed by common law or the New Mexico Tmt Claims Act.

14. Office oflnspector General Reviews. The Public Entity shaH provide to all firms or individuals seeking a services contract related to this Agreement the reporting ru1d oversight requirements that each will be bound to from the ti111e of bid or proposal submission. The following provisions must be included in all co11tracts or subcontracts for services for a federally-funded project.

a. Inspector General Reviews. Any Inspector General of a federal department or executive agency shall review, as appropriate, any concerns raised by the public about specific investments using federal funds. Any findings of such reviews not related to an ongoing criminal proceeding shall be relayed immediately to the head of the department or agency concerned.

b. Access of Offices of Inspector Geueral to Certain Records and Employees. With respect to each contract or grant awarded using federal funds, any representative of an appropriate Inspector General appointed under the Inspector General Act of 1978, 5 U.S.C. App. §§ 3 or 8G, is authorized to examine any records of the contractor or grantee, any of its subcontractors or sub-grantees, or any state or local agency administering such contract, that pertain to, and involve transactions relating to, the contract, subcontract, grant, or sub­grant; and to interview any officer or employee of the contractor, grantee, sub-grantee, or agency regarding such transactions. 1. Allow access by the Government Accountability Office Comptroller General and

his/her representatives to examine any records of the contractor or any of contractor's subcontractors, or any state or local agency administering such contract that directly pet1ain to, and involve transactions relating to, the contract or subcontract.

2. Allow the Comptroller General and his/her representatives to interview any oi:licer or employee of the contractor or any of contractor's subcontractors, or of any state or local government agency administering the contract, regarding such transactions.

3. Nothing in this section shall be interpreted to limit or restrict in any way any existing authority of an Inspector General.

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c. New Mexico DepDrtment of Tgl..!:lliQOrtation/Qffice of lnsp~fJ9r General As specified in New Mexico State Transportation Commission Policy Number 30 (CP-30), current as of the date of execution of this Agreement, has the authority to carry out aU duties required, which are the same as those specified in federal law: Office of Inspector General, 23 U.S.C. §302 (the capability to carry out the duties required by law); 23 U.S.C. §112 (contracting for engineering and design services); the review of Federal-aid construction contracts references; 23 U.S.C. § 106 (project approval); 23 U.S.C. § 112 (letting of contracts); 23 U.S.C. § 113 (preVailing rati:d)f wage); 23 U.S.C. § 114 (construction); 23 CFR Pa~ts 635 and 636 (design bui1d); 23 CPR Pa1t 637 (construction inspection approval); the State Departments of Transportation are responsible for ensuring that all federal-aid projects are can·ied out in accordance with. federal requirements. This responsibility was specifically clarified in 23 U.S.C. § 106, as amended by Section l904(a) of the Safe, Accountable, Flexible, and Efficient Transportation Equity Act: A Legacy for Users (SAFETEA~LU, Public Law 1 09-59).

15. Access to Records, Accountability of Receipts and Disbursements. There shall be strict accountability for all receipts and disbursements. The Public Entity shall maintain all records and docum.ents relative to the Project for five (5) years after completion of the Project. The Public Entity shall furnish the Department, State Auditor, or appropriate federal auditors, upon demand, any and all records relevant to this Agreement for auditing purposes. If an audit determines that a specific expense was inappropriate or not related to the Project, the Public Entity shall reimburse that p01tion to the Department within thirty (30) days of written notification. If documentation is insufficient to support an audit by customarily accepted accounting practices, the expense identified shall be reimbursed to the Department within thirty (30) days of written notification.

16. Appropriation. The terms of this Agreement are contingent upon sufficient appropriations and authorizations being made by the State Legislature, or the Congress of the United States, if federal funds are involved. If sufficient appropriations and authorizations are not made, this Agreement shall terminate upon written notice given by the Department to the Public Entity. The Department is expressly not committed to expenditure of any funds until such time as they are programmed, budgeted, obligated by FHW A, encumbered, and approved for expenditure by the Department. The Department's decision as to whether its funds are sufficient for fulfillment of this Agreement shall be finaL

17. Scope of this Agreement. This Agreement constitutes the entire Agreement between the Patties. Any claimed covenant, term, condition, warranty or promise of performance not expressly included in this document or its amendments, is not part of this Agreement and not enforceable pursuant to this Agreement. Perfonnance of all duties and obligations herein shall conform with and shall not contravene any state, local, or federal statutes, regulations, rules, or ordinances.

18. Severability. In the event that any portion of this Agreement is determined to be void, unconstitutional, or otherwise unenforceable, the remainder of this Agreement shall remain in full force and effect.

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19. Term. This Agreement becomes effective upon signature of all part.ies. 'I11e efiective date is the date when the last party signed the Agreement on the signature page below. This Agreement shall terminate on September 30, 2019. In the event a contract term extension is needed, the Public Entity shall provide written notice to the Department Region T/LPA Coordinator sixty (60) days prior to the expiration date to ensure timely processing of an Amendment. Upon termination, neither party shall have any obligation after said date except as stated in Sections 7 and 16 above.

20. Termination. a. The Department may terminate this Agreement if the funds identified in Section 2 above

have not been contractually committed between the Public Entity and a consultant within three (3) months from the date this Agreement is effective.

b. The Department will review inactive projects on a quarterly basis. An inactive project is a project for which no expenditures have been charged against federal funds for the past 12 months. If the Department determines a project to be inactive, the Department may, as directed by FHW A, terminate the agreement and redirect the unexpended balance pursuant to 23 CFR Pa11 630.106.

c. The Department may, at its option, terminate this Agreement if the Public Entity fails to comply with any provision of this Agreement. By such termination, neither party may nullify obligations already incurred for performance or failure to perfozm ·prior to tetmination of the Agreement.

d. If Public Entity decides to terminate they will need to submit official letter with justification on why project is being terminated. They will also need to work with Region T/LPA Coordinator to make sure all steps have been followed as per FHWA Termination process.

21. Principal Contacts and Notices. The principal contacts for this Agt·eement are listed below. Except as otherwise specified, all notices shaH be in writing (including notice E-mail) and shall be given to the principal contacts listed below.

North Regiou T/LPA Coordinato•· Bradley Fisher North Region T/LPA Coordinator New Mexico Depatiment of Transportation P.O. Box 1149, Room 203 Santa Fe, NM 87504 Office: 505-827-5396 E-mail: bradleyF.fisher@state.nm.us

Distr·ict T/LPA Coor·dinator·

William Montoya T/LPA Coordinator New Mexico Department of Transportation P.O. Box 4127

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Santa Fe, NM 87502 Office: 1-800-388-6630 E-Mail: William.Montoya@state.nm.us

Construction Liaison Engineer Patricia Bolliger

TILPA Construction Liaisorf"Engineer New Mexico Department of Transportation

1570 Pacheco St., STE. AlO

Santa Fe Office: 505-469-0329

E-Mail: patricia. boWger@state.nm. us

Public Entity John Romero Project Engineer City of Santa Fe P.O. Box 909 Santa Fe, New Mexico 87504 Office: 505-955-6612 E-mail: jjromew 1 @ci.santa-fe.nm. us

22. Amendment. The terms of this Agreement may be altered, modified or amended by an instrument in writing executed by the parties.

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15

In witness whereof, each party is signing this Agreement on the date stated opposite of that party's signature.

NEW MEXICO DEPARTMENT OF TRANSPORTATION

By: -······--·---...................... -. ... - .................. .. Date: Cabinet Secretary or Designee

Reviewed and Approved as to form and legal sufficiency by the New Mexico Department of Transportation's Office of General Counsel

(_ 'J ,! 1 ·-1 /.t ·; ")' • -~ {.:; < I ,· l By. ~---·-?!..~~;,./, ..t a ..L.. ( .u a.., ... ·-----··

A.st:ilstan! General Counsel Date: _____ /.[:·/ i 7.£_ ...................... ..

CITY OF SANTA FE

By:---·----·-·----.-.... ······-- Date: __ .. _ _, ___ ,. __ .. _____________ _ Mayor

ATTEST

By: . . .................. -- Date: ·--·-------------·--.......... - ...... .. CITY OF SANTA FE Clerk

Approved as to form and legal sufficiency by the City's Attomey

By: __________ _ Date: ----------------------City Finance Director

16

APPENDIX A

l)t·eliminnry Engineering

1. The Public. Entity may select design consultants for studies and preliminary engineering and construction engineering. The selection procedures shall be in accordance with 23 CFR Part 172 and the New Mexico Procurement Code, NMSA 1978, Section 13-1-28 et seq. If the Public Entity is a Home Rule Entity, its Procurement Code shall be followed.

2. On occasion, state funds are used for the design of a federal aid construction project. Stand­alone projects funded with these monies, such as Municipal Arterial Program, Severance Tax, or Genenil 'Fund are normally certification projects that require minimal oversight by the Department If state fu!)ds are used for P-reliminary engineering for a federal aid construction project, the associated Request for Proposals and Architectural/Engineering Contracts must follow the same procedures as if federal funds were being used.

3. Engineering consultants shall prepare a final fee estimate of any work to be performed, indicating each element or task with estimated personnel-hours and associated unit costs. They shall keep this on file for five years.

4. Requests for Proposals (R14'P) for federally funded professional engineering services shall be reviewed by the DepruimenCs North Region T/LPA Coordinator before the Public Entity may advertise the procurement. After concurrence, the Public Entity can advertise the RFP and can enter into a contrac{ wiih the consultant pursuant to the Department's Consultant Services Procedures Manual or the Public Entity's own procedures as long as those comply with 23 CFR Part 172. If the Public Entity uses its own funds for design or construction engineering, no approvals for the consultant selection or process are required.

5. Reimbursements to the Public Entity for preliminary engineering will be made in accordance with reimbursement provisions of this Agreement, and based upon appropriate, timely submittals by the Public Entity and compliance with this Appendix A. Costs incurred prior to execution of this Agreement are generally ineligible for reimbursement.

6. The Public Entity's Project Manager shall keep the Department's North Region T/LPA Coordinator apprised of the progress of Design Work under this Agreement and any important issues in a timely matmer.

7. The Public Entity shall invite the Department's Construction J...iaison Engineer, the Deprutment's North Region T/LPA Coordinator and District T/LPA Coordinator to participate in any design reviews, project development conference or any related po.rtnering meetings. FHWA Area Engineer and the Department's Construction Liaison Engineer are to be invited to the PS&E, ensuring it meets 23 CFR Part 63013.

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APPENDIXB

Location Study Procedures The Public Entity shall;

1. Be responsible for the Location Study, preliminary design, environmental documentation, and preliminary right of way activities.

2. Comply with the Department's Location Studx.Procedures, as follows: a. Phase A- Alternative Identification and Screening

Determine the purpose and need for the project, define the fuH range of viable alternates, identify soCial, economic, environmental constraints, and select the most practical alig1m1ents for further study.

b. Phase B- Detailed Alternatives Evaluation Refine alternate alignments and generate feasible designs for each alternate at a conceptual level and provide adequate detailed information to serve as a basis for the preparation of the environmental documentation and the selection of the final alternate.

c. Phase C- Environmental Documentation Complete the environmental documentation process, subsequent circulation and public hearing procedures in accordance with the action plan and federal requirements.

3. Initiate and ensure the reports detailed in Paragraph 2 above are prepared and accepted by FHWA as patt of its deliverables under this Agreement.

4. Require. its Engineering Consultant to prepare a final fee estimate of the work to be performed, indicating each element or task with estimated personnel-hours and associated unit costs. The Public Entity shall keep this on file for a minimum offive years.

5. Secure the Depattmcnt' s concurrence of the reports detailed in Paragraph 2 above. The Department may assist the Public Entity by transmitting reports to the FHWA, but the Public Entity is responsible for completing all studies with its own employees or consultants.

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APPENDIX C

Design Standanls

1. Roadway Project.<> (paving, landscaping, parking lots, etc.) a. Project design shall comply with all federal and state laws and regulations, including but not

limited to the Americans with Disabilities Act, United Slates Access Board Proposed Accessibility Guidelines for Pedestrian Facilities in the Public Right-of-Way a.k.a. Public Right-of-Way Accessibility Guidelines (PROWAG) section 300R, including NMDOT ADA Design Standards.

b. New construction or reconstruction of pavement shall have, at a minimum, a 20-year-Jife. Rehabilitation of pavement shall have, at a minimum, a 1 0-year-life.

c. The Department's Standard Specifications for Highway and Bridge Construction, current edition applicable at the time this Agreement is executed, shall be used for this Project, including any Special Provisions and Supplemental Spccification(s) issued to that edition.

d. The following documents listed below shall be used as a minimum, for the design of this Project and fbr projects on the State Highway System or the National Highway System. With prior approval from the District Engineer and concurrence from State Construction Engineer, standards different from NMDOT may be used on Public Entity facilities. Public Entity shall use the latest edition, current as of the date this Agreement is executed, unless otherwise specified below:

l. FHWA Manual on Uniform Traffic Control Devices; 2. American Association of State Highway and Transportation Officials (AASHTO), A

Policy on Geometric Design of Highways and Streets; 3. AASHTO Guide for the Development of Bicycle Facilities; 4. Department's Regulations for Driveway and Median Openings on Non-Access

Controlled Highways; 5. Department's Urban Drainage Design Criteria; 6. Department's Geotechnical Manual; 7. Depattment's Tribal/Local Public Agency Handbook; 8. Department's Hazardous Materials Assessment Handbook; 9. Department's Location Study Procedures; 10. Department's Right of Way Handbook; 11. Department's Right of Way Mapping Development Procedures; I 2. AASHTO Guide to Design of Pavement Structures; 13. Public Right-of-Way AcccssibiHty Guidelines (PROWAG), including NMDOT ADA Standards; and, 14. Department's New Mexico State Access Management Manual (SAMM).

2. Al·cbitectural Projects (T•·ansportation Related Buildings, etc.) a. Project design shall comply with all federal and state laws and regulations, including but not

limited to the Americans with Disabilities Act, the Americans with Disabilities Accessibility Guidelines, and NMSA 1978 Sections 67-3 .. 62 and 67-3-64.

b. New construction or reconstruction of structure(s) or artwork shall have, at a minimum, a 20-year-lifc. Rehabilitation of structure(s) or artwork shall have, at a minimum, a I 0-year-lifc.

c. The Local International Building Code, electrical code, plumbing code or federal or state codes shall be used, as applicable, for design, construction or rehabilitation project(s).

d. The following documents shall be used, as a minimum, in the design of this Project and for architectural projects, transportation related buildings, associated with the State Highway

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APPENDIX C

System or the National Highway Syst~m. Current New Mexico APW A or the Public Entity standards rnay be used on Public Entity facilities. The Public Entity shall use the latest edition, current as of the date this Agreement is executed, unless otherwise specified below: 1. FHWA Manual on Uniform Trafftc Control Devices; 2. AASHTO, A Policy on Geometric Design of Highways and Streets; 3. AASHTO Guide for the Development of Bicycle Facilities; 4. Department's Regulations for Driveway and Median Openings on Non-Access Controlled Highways;

· ·s. "Department's UibariDrainage Design Criteria; 6. Depmtment's Geotechnical Manual; 7. Department's Hazardous Materials Assessment Handbook; 8. Department's Location Study Procedures; 9. Department's Right of Way Handbooks; 10. Department's Right of Way Mapping Development Procedures; 11. AASHTO Guide to Design of Pavement Structures; 12. New Mexico Commercial Building Code; 13. New Mexico Plumbing Code; 14. New Mexico Mechanical Code; 15. New Mexico Electrical Code; 16. U.S. Department of Interior, National Park Service Preservation Assistance Division, Standards for Rehabilitation and Guidelines for Rehabilitation Historic Buildings; 17. Public Right-of-Way Accessibility Guidelines (PRO WAG); and, 18. Department's New Mexico State Access Management Manual (SAMM).

-······------···· .. ------------:-·-···-.-;·--.. ··------------ ---------·--·· ··---Project Oversight Agreement Puge CN S 1001\60

20

APPENDIXD

Sm·vcy and Right of Wily Acquisition H.cquiremenls

1. All Department right of way handbooks, including particularly Volume Vll of the Right of Way Handbook and the Tribal/Local Public Agency (T/LPA) Handbook, shall be adhered to for all right of way operations, includjng title search, property survey, right of way mapping, appraisal, appraisal review, acquisition (including donations), relocation, and right of way certification.

2. ONLY'QUA'LJFIED l'E'RSONNEL MAY UNDERTAKE RIGHT OF WAY FUNCTIONS. Non­compliance with state, federal and/or Unitorm Standards of Professional Appraisal Practice (USPAP) requirements may result in the Project being deemed ineligible for federal funds.

3. The Public Entity must provide the Department's North Region T/LPA Coordinator a progress schedule for Right of Way and Survey activities.

4. All right of way surveying, mapping, and monumentation shall be performed by a licensed professional surveyor experienced in right of way prqjects and shall conform with the latest edition, current as of the date of execution of t}}is Agreement, Minimum Standards for Surveying in New Mexico adopted by the New Mexico State Board of Registration for Professional Engineers and Surveyors, as provided in NMSA 1978, Sections 61-23-1 to 61-23-32.

5. Right of way surveying, mapping, and monumentation shall be performed in accordance with ihe Department's Surveying Manual, the Right of Way MapQing Development Procedures, latest edition, and subsequent Department guidelines, policies, and procedures.

6. Right of way maps and documents must be 100% complete to be eligible for reimbursement. Information, additional guidance, and early technical assistance can be obtained from the Department's North Region T/LPA Coordinator.

7. Title reports shall be obtained and prepared to meet Department fonnat and standards for all affected right of way parcels. Title reports shall be submitted to the Department's North Region T/LPA Coordinator for review by the ROW Bureau prior to the final right of way map submittal and shall be certified by the Public Entity as complying with the Right of Way Handbook, Volume VII the applicable sections of the T/LPA Handbook, and other state and federal requirements.

8. All real property appraisals shall be developed and reported in accordance with the right of way regulations, policies, and procedures of the Department, and the USPAP and where federal funds are involved, 49 CFR Parts 103 and 104. All appraisal and appraisal review actions are subject to Department and FHW A review.

9. Before the initiation of negotiations, the Public Entity sball, through a proper appraisal, establish an amount which it believes is just compensation for the real property to be acquired. The Public Entity shall not utilize the same individual/firm to conduct both the appraisals and the appraisal reviews. Upon the completion of the acquisition function, the Public Entity shall inform the Department's N01th Region T/LPA Coordinator and schedule an on-site review of the work. The Department will review the work to render an opinion as to the apparent conformance of the Public Entity's work with federal and state statutes and regulations (see Right of Way Acceptance Plan). In the event that a significant amount of the work is found to be unacceptable, during acquisition or any other right of way process, no concuLTence of the Public Entity's right of way cc1tification will be issued for the Project until the Department is satisfied that the work meets the requirements.

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APPENDIX D

l 0. The Public Entity shall maintain all records and documents relating to tbe right of way acquisition for a minimum of five years and shall record all transfer of ownership documents with the Public Entity Clerk.

11. Department and FHW A pers01mel shall be provided access to project right of way files upon reasonable notice.

12. The Public Entity shall furnish the Department's North Region T/LPA Coordinator with a written right of way certification stating that Public Entity performed the right of way acquisition and relocations, if applicable, in compliance with federal and state laws and regulations. Right'ofWay"Certifications will be considered by the Right of Way Bureau and the FHW A. Conditional certification of necessary right of way acquisition and relocations, if applicable, will not be accepted.

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APPENDIX E

9-Day Letter (to be prepat·ed and signed by Public Entity on Public Entity letterhead)

Letter should be submitted during Final PS&E Meeting.

Attention: TtLPA Re;:gio11 Coordinator (Select applicable Region. bclo~·v)

<Region Con.tact> <R.e.gion Address>

Subject: Authorization Request

The following TribalJ' Local Pmjects are. scheduled for ObHgation:

Control Number District

Please check if Certifica1ion Package has been reviewed and approved.

r Construction Certification Pa.cl<age has been reviewed and approved by Reg jon.

A project agreement WILL NOT be Executed until this Authorization Request is received and has all signatures along with checkbox filled out. Once form is received Project will be obligated at FHWA.

T/LPA Authorized Signature Date

Region T/LPA Authorized Signature Date

OistrictT ILPA Authorized Signature Date

CLE T/LPA Authorized Signature Date

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APPENDIXF

Title VI Nondiscrimination Assurances for FHW A Recipients

The (Title of Recipient) ("Recipient") HEREBY AGREES THAT as a condition to any Federal financial assistance fron> the U.S. Department of Transp01tation (DOT), through (he Federal Highway Administration (FHWA), is subject to and will comply with the following:

• Title VI ofthe Civil Rights Act of 1964 (42 U.S.C. §D2000d et seq., 78 stat. 252(, (prohibits discrimination on the basis of race, color, national origin);

• 49 C.F.R. Part 21 (entitled non-discrimination, In Federally-Assisted Programs Of The Department ofTransportation-Effectuation Of Title VI Of The Civil Right.r Act Of 1964);

• 28 C.F.R. section 50.3 (U.S. Department of Justice Guidelines for Enforcement of Title VI of the Civil Rights Act of 1964);

The preceding statutory and regulatory cites hereinafter are referred to as the "Acts" and "Regulations;' respectively.

General Assurances

In accordance with the Act, the Regulations, and other pertinent directives, circulars, po1icy, memoranda, and/or guidance, the Recipient hereby gives assurance that it will promptly take any measure necessat·y to ensure that

"No person in the United States shall, on the grounds of race, color, or national origin be excluded from participation in, be denied the benej[ts of, or be otherwise sukjected to discrimination under any program or activity," for which the Recipient receives Federal .financial assistance .from the DOT, including the FHWA. "

Specific Assurances

More specifically and without limiting the above general Assurance, the Recipient gives the following Assurances with respect to its Federally assisted programs and activities: 1. That the Recipient agrees that each "activity"~ "facility," or "program", as defined in 49 CFR

subsections 21.23(e) and (b), will be (with regard to a "program") conducted, or will be (with regard to a "facility") conducted in compliance with all requirements imposed by, or pursuant to the Acts and the Regulations.

2. That the Recipient shall insert the following notification in all solicitations for bids, Request For Proposals for work or material suqject to the Acts and the Regulations and made in connection with all (Name of Appropriate Program) and, in adapted fmm in all proposals for negotiated agreements regardless of fi.mding source:

The (Recipient), in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C 2000d to 2000d-4 and the Regulations hereby notifies all bidders that it will affinnatively ensure that in any contact entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in

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APPENDIXF

response to this invitation and will not be discriminated against on the grounds of race, color, national origin, in consideration for an award.

3. That the Recipient shall insert the clauses of Appendix F of this assurance in every contract subject to the Acts and the Regulations.

4. That the Recipient shall insert the clauses of Appendix F of this assurance, as a covenant ruQ.ni.f1g with the land, in aJJY de~dJrom the United States effecting or recording a transfer of real property, structures, or impro.vements thereon, or interest therein to a Recipient.

5. That where the Recipient receives Federal financial assistance to construct a facility, or part of a facility, the Assurance shall extend to the entire facility and facilities operated in cotmection therewith.

6. That where the Recipient receives Federal financial assistance in the form, or for the acquisition of real property or an interest in real property, the assurance shall extend to rights to space on, over or under such property.

7. That the Recipient shall include the appropriate clauses set forth in Appendix F of this assurance, as a covenant running with the land, in any future deeds, leases, permits, licenses, and similar agreements entered into by the Recipient with other parties: (a) for the subsequent transfer of real property acquired or improved under (Name of Appropriate Program); and (b) for the construction or use of or access to space on, over or under real property acquired, or improved under (Name of Appropriate Program).

8. That this assurance obligates the Recipient for the period during which. Federal financial assistance is extended to the program, except where the Federal financial assistance is to provide, or is in the form of, personal property, or real property or interest therein or structures or improvements thereon, in which case the Assurance obligates the Recipient or any transferee for the longer of the following periods: (a) the period during which the property is used for a purpose for which the Federal financial assistance is extended, or for another purpose involving the provision of similar services or benefits; or (b) the period during which the Recipient retains ownership or possession of the property.

9. The Recipient shall provide for such methods of administration for the program as are found by the Secretary ofthe U.S. Department of'fransportation or the official to whom he/she delegates specific authority to give reasonable guarantee that it, other recipients, sub-grantees, contractors, subcontractors, transferees, successors in interest, and other participants of Federal financial assistance under such program will comply with all requirements imposed or pursuant to the Act, the Regulations and this Assurance.

10. The Recipient agrees that the United States has a right to seek judicial enforcement with regard to any matter arising under the Act, the Regulations, and this Assurance.

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APPENDIX F

During the performance of this Agreement, the Public Entity, for itself, its assignees and successors in interest (''contractor") agrees as follows: 1. Compliance with Regulations: The contractor (hereinafter includes consultants) will comply

with the Regulation relative to nondiscrimination in Federally-assisted programs of the U.S. Department of Transportation (hereinafter, "USDOT") Title 49, Code of Federal Regulations, Part 21, as they may be amended from time-to-time, and the Federal Highway Administration ("FHWA") ("Regulations"), which are incorporated hy reference and made a part of this contract.

2. Nondiscrimination: The contractor, with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, color, or national origin, in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The contractor shall not participate either directly or indirectly in the discrimination of the Acts and the Regulations, including employment practices when the Agreement covers any activity, project or program set forth in Appendix B of 49 CFR Pat1 21.

3. Solicitations for Subcontractors, Including Procurements of Materials and Equipment: ln all solicitations either by competitive bidding or negotiation made by the contractor for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier will be notified hy the contractor of the contractor's obligations under this contract and the Acts and Regulations relative to nondiscrimination on the grounds of race, color, or national origin.

4. Information and Reports: The contractor will provide all information and reports required by the Acts, the Regulations and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the (Recipient) or the FHW A to be pertinent to ascettain compliance with such Acts, Regulations, instructions. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish this information the contractor shall so certify to the (Recipient), or the FHW A as appropriate, and shall set forth what efforts it has made to obtain the information.

5. Sanctions for Noncompliance: In the event of the contractor's noncompliance with the nondiscrimination provisions of this contract, the (Recipient) will impose such contract sanctions as it or the FHW A may determine to be appropriate, including, but not limited to:

a. withholding of payments to the contractor under the contract until the contractor complies, and/or

b. terminating or suspending the contract, in whole or in pa11. 6. Incorporation of Provisions: The contractor shall include the provisions of paragraphs (1)

through (5) in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto.

The contractor shall take such action with respect to any subcontract or procurement as the (Recipient) or the FI-IW A may direct as a means of enforcing such provisions including sanctions for non-compliance: Provided, that if the contractor becomes involved in, or is threatened with, litigation by a subcontractor or supplier because of such direction, the contractor may request the (Recipient) to enter into any litigation to protect the interests of the (Recipient), and, in addition, the contractor may request the United States to enter into such litigation to protect the interests of the United States.

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APPENDIXF

The following clauses shall he included in any and all deeds effecting or recording the transfer of real property, structures or improvements thereon, or interest therein from the United States.

(GRANTING CLAlJSE) NOW, THEREFORE, the U.S. Department of Transportation, as authorized by law, and upon the condition that the (Name of Recipient) will accept title to the lands and maintain the project constructed thereon, in accordance with (Name of Appropriate Legislative Authority), the Regulations for the Administration of (Name of Appropriate Program) and the policies and procedures prcscribca b:{'fHWA, also in accordance with and in compliance with all requirements imposed by or pursuant to Title 49, Code of Federal Regulations, Department of Transpm1ation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-assisted programs of the Depruiment of Transportation and Title 23 Code of Federal Regulations, Part 200, Title VI Program and Related Statutes (hereinafter referred to as the Regulations) pertaining to and effectuating the provisions of Title VI of the Civil Rights Act of I 964 (78 Stat. 252; 42 U.S. C. 2000d to 2000d-4), does hereby remise, release, quitclaim and convey unto the (Name of Recipient) all the right, title and interest of the Department of Transportation in and to said lands described in Exhibit "_" attached hereto and made a part hereof.

(HABENDUM CLAUSE) TO HAVE AND TO HOLD said lands and interests therein unto (Name of Recipient) and its successors forever, subject, however, to the covenants, conditions, restrictions and reservations herein contained as follows, which will remain in effect for the period during which the real property or structures are used for a purpose for which Federal financial assistru1ce is extended or for another purpose involving the provision of similar services or benefits and shall be binding on the (Name of Recipient), its successors ru1d assignThe (Name of Recipient), in consideration or the conveyance of said lands and interests in lands, docs hereby covenant and agree as a covenant rutming with the land for itself, its successors and assigns, that (l) no person shall on the grounds of race, color, or national origin be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination with regard to any facility located wholly or in part on over or under such lands hereby conveyed (2) that the (Name of Recipient) shall usc the lands and interests in lands so conveyed, in compliance with all requirements imposed by or pursuant to Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally­assisted programs of the Department of Transportation-Effectuation of Title Vf of the Civil Rights Act of 1964, Title 23 Code of Federal Regulations, Part 200, Title VI Program and Related Statutes - Implementation and Review Procedures, and as said Regulations may be amended[, and (3) that in the event ofbreachof any of the above-mentioned nondiscrimination conditions, the Department shall have a right to re~enter said lands and facilities on said land, and the above described land and facilities shall thereon revert to and vest in and become the absolute property of the U.S. Department of Transportation and its a.')signs as such interest existed prior to this instruction].*

(*Reverter clause and related language to be used only when it is determined that such clause is necessary in order to Make clear the purposes of Title VI of the Civil Rights Act of 1964.)

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APPENDIX F

Tbe following clauses shall be included in all deeds, licenses_, leases, permits, or similar instruments entered into by the City of Santa Fe pursuant to the provisions of Assurance 7(a).

'I11e (grantee, licensee, lessee, permitec, etc., as appropriate) for himself/herself, his/her heirs, personal representatives, successors in interest, and assigns, as a part of the consideration hereof, does hereby covenant and agree [in the case of deeds and leases add "as a covenant running with the land"] that in the event facilities are constructed, maintained, or otherwise operated on the said property described in this (deed, license, lease, permit, etc.) for a purpose for which a U.S. DepartJnent of TransportaticHf.activity, facility or program is extended or for another purpose involving the provision of similar services or benefits, the (grantee, licensee, lessee, pennitcc, etc.) will maintain and operate such facilities and services in compliance with all rcquirernents imposed by the Acts and Regulations (as may be amended) such that no person on the grounds of race, color, or national origin, will be excluded from participation in, denied the benefits of, or be otherwise subjected to discrimination in the use of said facilities.

With respect to licenses, leases, permits, etc., in the event of breach of any of the above Non­discrimination covenants, the State of New Mexico will have the right to terminate the (lease, license, permit, etc.) and to enter, re-enter, ru1d repossess said lands and facilities thereon, and hold the same as if the (lease, license, permit, etc.) and never been made or issued.*

With respect to a deed, in the event of breach of a11y of the above Non-diserimination covenants, the State of New Mexico will have the right to enter or re-enter the lands and facilities thereon, and the above described lands and facilities will there upon revert to and vest in and become the absolute property of the State ofNew Mexico and its assigns.*

(* Reverter clause and related language to be used only when it is determined that such a clause is necessary in order to make clear the purpose of Title VI.)

The following shall be included in all deeds, licenses, leases, permits, or similar agreements entered into by------- (Name of Recipient) pursuant to the provisions of Assurance 7(b).

The (grantee, licensee, lessee, pcrmitee, etc., as appropriate) for himself/herself, his/her personal representatives, successors in interest, and assigns, as a patt of the consideration hereof, does hereby covenant and agree (in the case of deeds, and leases add "as a covenant running with the land") that (1) no person on the ground of race, color, or national origin, will be excluded from participation in, denied the benefits of, or be otherwise subjected to discrimination in the use of said facilities, (2) that in the construction of any improvements on, over or under such land and the furnishing of services thereon, no person on the ground of, race, color, or national origin will be excluded from participation in, dcnit:d the benefits of, or be otherwise be subjected to discrimination, (3) that the (grantee, licensee, lessee, permitcc, etc.) shall use the premises in compliance with all other requirements imposed by or pursuant to the Act and Regulations, as amended, set forth in this Assurance.

With respect to (licenses, leases, permits, etc.), in the event of breach of any of the above Non­discrimination covenants, the State of New Mexico will have the right to terminate the (license, permit, etc., as appropriate) and to enter or re-enter and repossess sais land and the facilities thereon, and hold the same as if said (lieense, permit, etc., as appropriate) bad never been made or issued.*

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APPENDIXF

With respect to the deeds, in the event of breach of any of the above Non-discrimination covenants, the State of New Mexico will there upon revert to and vest in and become the absolute property of the State of New Mexico and its assigns.*

(*Reverter clause and related language to be used only when it is determined that such a clause is necessary to make clear the purpose of Title VI.)

During the performance of this contract, the contractor, for itself, its assignees, and successors in .~~st (hereinafter referred .to .as the "contractor") agrees to comply with the following non­discrimination statutes and authorities; including but not limited to:

Pertinent Non-Discrimination Authorities:

• Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et. seq., 78 stat. 252), (prohibits discrimination on the basis of race, color national origin); and 49 CFR Part 21.

• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601 ), (prohibits unfair treatment of persons displaces or whose property has been acquired because of Federal or Federal"aid programs and projects);

• Federal-Aid Highway Act of 1973, (29 U.S.C. § 324 et seq.), (prohibits discrimination on the basis of sex);

• Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CPR Part 27;

• The Age Discrimination Act of 1975, as amended, ( 42 U .S.C. § 6101 et seq.), (prohibits discrimination on the basis of age);

• Airport and Airway Improvement Act of 1982, (49 U.S.C. § 471, Section 47123), as amended, (prohibits discrimination based on race, creed. color, national origin, or sex);

• The Civil Rights Restoration Act of 1987, (PL 1 00-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the tenns "programs or activities" to include all of the program or activities of the Federal-aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not);

• Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131. 12189) as implemented by Department of Transportation regulations at 49 C.F.R. parts 37 and 38;

• The Federal Aviation Administration's Non~discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex);

• Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations;

• Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your program (70 Fed. Reg. at 74087 to 741 00);

• Title lX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (U.S.C. 1681 et seq.)

Agreement Page CN $100460

29

APPENDIXG

l\1aintenance

Each project may include several special features that will require continuing maintenance after completion. This may include but is not limited to the following: signals and intersection lighting, roadway lights, flashing beacons, illuminated signs, emergency water or irrigation system, bicycle/pedestrian trials, landscaped medians and drainage.

· ·'ThePii'b1ic'Eritity sHall be-resp'On'Sibi'e'for maintenance of all such features which are located on its propetty.

The Public Entity shall provide at its own expense electrical power and maintenance, which includes maintenance required by vandalism, for signals and intersection lighting, flashing beacons, illuminated signs and other roadway signal and safety equipment.

The Public Entity shall work with the Depruiment for review ru1d approval of all such features. The Public Entity shall enter, as needed, into maintenance agreements with the Department to identify the details of the maintenance responsibilities. The maintenance agreements are to be included in the PS&E Package. Failure to timely enter into maintenance agreements, as required by the project, may cause project changes, delays or termination.

Project Agreement

30

APPENDIX H

CJ<:RTIFICATION .OF COOPERATIVE PROJECT AGRI<:l~ME.NT DESIGN WORK

COMPLIANCJUCOMPLJl:TION (to be pr-epared by I)ublic Entity on Public Entity Jette1·head)

l, , in my capacity as --------------------------~.'""'

of ---

hereby ce1iify as follows:

That the City has complied ·with all the terms and conditions in the Agreement for

Control Number: 8100460 ~--------------

By: ····-·-······-..... ,_ .. ____________ _ Mayor or designee

When completed, please send Certification to: Bradley Fisher North Region T/LP A Coordinator New Mexico Depa11ment of Transportation

P.O. Box 1149, Room 203

Santa Fe, NM 87504

Office: 505-827-5396

Project Oversie,ht Division Agreement

31

!Santa Fe .M~tr()pofibin :pta.n.trfn~g:Clrganization·:.··. +·: Transportation Improvement Program (TIP)i :_ . ". " ... " .... ,,.' ' ' ' . . .. '. . . . . . ' ., .. . . ·'

n,.••··-•----·• --·····--~---~

CN:· S100460 Municipality: City of Santa Fe

Fed ID: S100460

Santa Fe MPO Rec #: [j]49~1f:_ Category: Safety

NMDOT Dist.: 5 County: Santa Fe

Lead Agency: City of Santa Fe Length: 0.521 Miles

RT1 Fl4777 Proj Guadalupe Street Reconstruction "Road Diet" Est. Proj. Cost: $4,000,000 RT2 Fr: Agua Fria Street To: Paseo de Peralta Est. Letting:

Rt 1 BMP ~--·--o,51l Rt 2 BMPC---·--·o Rt 1 EMP:F ·1.o31i Rt 2 EMPC·--·-···-o TIP Amendment Pending?o

Project Scope: The proposed project identified through the RSA is the following: Lane Reductior;, Pedestrian Improvement, bicycle Improvements, Signalized Intersections lmprovements,Lighting, Drainage Accomidations,new Signing and Striping.

Project Phases: o Environ. Document o Pre!. Engr. • Design • Right-of-way • Construction G other Work Zone: Reg. Sig.

Remarks: AMENDMENT: 11/19/15

PROGRAMMED FUNDS - Four Year Federal TIP by Funding Category I TIP Informational Years I . ------~ 1FUND SOURCE 201 2017! 2018! 2019 4 Yr. TOTALS! 2020! 20211 !State Matcti. · · · ·.. ~ '-' ; $362 500 I ;· ·-; !Local Match: : · · · • t--··-·-----t-::1 , $0 ,:<, ~--- j

I;CMAQ.Fk??< - - -~ - ~---~.-~--$27'7.680 11sj r··:l - --~~-1 :.~--:$2f7.e8qj i i ' · !-----·-···-··--· , _______ , ..... 1 --·--·- ·I ..... ···-··:.· ......... , ~-.IC_M_A_O-_F_!e_x_.-~ :L _· i $42,720 11sj [::" ·· ~ _·::;,~·- :_:_!12,7.20•. j

•r 1s ,_., '· ' -, .. q $36 ooo' ·"··~::~~···oo·o·aoo·'-·1 j ota . · 1: j :···_.; , 25, 1:. :· :·· ~'>. ~ .·.,: .: I I

AMENDMENT 2- Approved 07/12116 Page 13of34 FFY2016-2021 TIP

32

Log # {Finance use QIJ}£):

Batcll # {Finance use '2J1!Y.}:

City of Santa Fe, New M.exico BUDGET AMENDMENT RESOLUTION (BAR)

DEPARTMENT f DIVISION NAME

ITEM DESCRIPTION BUSINESS

LINE ITEM SUBSIDIARY SUB LEDGER

INCREASE UNIT {.000000) {0000}

EXPENDITURES {enter as positive #}

Guadalupe Roadway Improvement

WIP Land Costs 32823 572940 0117150 42,720

WIP Design 32823 572960 0117150 277 680

WIP Land Costs 32823 572940 7,280

WIP Desiqn 32823 572960 47,320

Remodel & Replacement 32823 572500

REVENUES {enter as negative #}

NM Dept of Transportation/FHWA 31823 490150 (320,400)

JUSTIFICATION: (use additional pege ifnBededJ --Attach supporting documentation/memo $ 54,600

DATE

01/12/2017

DECREASE

{enter as negative #}

54,600

{enter as eositive #}

$ 54600

Per attached memo. {Complete section below if BAR results

in a net c/1ange to ANY Fund}

Fund Bal. Increase/ Fund(sl Affected: ILD£~~:

TOTAL: 0

{Use this form for Finance Commit/eel tLr.U tlzslt2 City Council agenda items ONLY}

Prepared By {print name} Date Budget Officer I - Dale

A~ A__..r-!JfiJ~ 1/!t/t7 CITY COUNCIL APPROVAL

City Council I I C?''-t-" Divisiop"Director (optiot/(jl) ·-·~ Dale Approval Date Finance Director { s $5,000} Date

Agenda Jlem II: I I Department Director Date City Manager (s $50,000} Date

33

City of Santa Fe Summary of Contracts. Agreements, & Amendments

Section to be completed by department for each contract or contract amendment

1 FOR: ORIGINAL CONTRACT F/' or CONTRACT AMENDMENT 1 ..

2 Name of Contractor .-L-fV-+/1.~.1'----'j:'-..;;...;...."J.......,./ ""r"dr--..... lf-.:!~1-"r .... t ..... e fYo.;.;._," ,,__+----'v--~~/_.....A""/.;..;.Nl~.D ... t ..... )T"---------3 Complete information requested r· Plus GRT

IV"'Inclusive of GRT Original Contract Amount:

\ ! ' 7

Terminalfon Date: ____ c...;..l.;..;./"""3."-b;.....o../_.<,;,"'"' L>__,_/_"tt-. __

r· Approved by Council Date:

or by City Manager Date:

Contract Is for:

·- .... ----------.... --- ......... -- .... ---- ..... -------------------Amendment#------- to the Original Contract#

lncreasei(Decrease) Amount$ -------------

Extend Termination Date to:

Approved by Council Date:

or by City Manager Date:

Amendment is for: ·------------ ........... ._ .... _...., ______ ..... ___ ...,. ____ .... ___ .,... ........ ,...._ ..... ...,....,.

4 History of Contract & Amendments: (option: attach spreadsheet if multiple amendments) r- Plus GRT

r- Inclusive of GRT

Amount$ of original Contract# ________ Termination Date: ------

Reason:

Amount$ amendment# __________ Termination Date: ------

Reason:

Amount$ amendment# __________ Termination Date: ------

Reason:

Amount$ amendment# Termination Dale: --------------- ----------Reason:

Total of Original Contract plus all amendments: $

34

CITY OF SANTA FE RFB PROCUREMENT CHECKLIST '!J ... , ' I\ I / .

Contractor Name: _ ..... - . ..:~./ LT.; ........ L.,uuLV ....... ltj-l.f.l.;~!:P.//"·: __ u:!.l l./ 111 .. .t.!..?:'.:.c:·: ...................... -- ................. - ......... .

Procurement Title: ..... ........ ~~l/J.~ .......... :J.t .. L--''·'-0!:....J,.J,' ______ .............. _ .................................... ........................................................... -------·-------. . I[ I I

So licitation RF Bit: ....... - ........ _ilj.t ___________________ , ____ ............... ----··-····· ... -.... ·--------.......................................... ,. ___________ ,, ....................................... .. ... , } r "•,) t '\ .,

. '· ) ; t I ) ( J : Department Requesting/Staff Member ............ L~-.... -,I ........ .J..:::2• .. v..~.<../ ....... .._-~: ....... ~~.\:.'c<.!..!l.f;,.:!:.~ ..... - ...... _______________ .. ___ __

Procurement Requirements: A procurement file shall be maintained for a// contracts, regardless of the method of procurement. The procurement file shall contain the basis on which the award is made, all submitted bids, all evaluation materials, score sheets, quotations and all other documentation related to or prepared in conjunction with evaluation, negotiation, and the award process. The procurement shall contain a written determination from the Requesting Department, signed by the purchasing officer, setting forth the reasoning for the contract award decision before submitting to the Committees . .

REQUIRED DOCUMENTS FOR APPROVAL BY PURCHASING• YES N/A

Approved Procurement Checklist (by Purchasing) Departments Recommendation of Award Memo addressed to Finance Bid Tab

[J, [] c.r o .·· [] [J ... · E1 8:-- :~R [~--r--- , ..... , . contract,V\~~-;~·;;;·~-~·t'br Amendment

[J []··,/ Current B~sTii'ess"Regi~tration and CRS numbers on contract or agreement [J [J'. Summary of Contracts and Agreements form

[] [;j,.... Certificate __ ?f ln~urance .·.. ..• . . .... rzr [] Other: _L.j_j_!/.!..!!..:.L_fl_q__f.Lt~..4'.!..J.'.r;J~-----J.d.L .. -:ll.!f!.J)U..J

" ""-... . } .)

.. i\_ tl I 'L!L.. Q,_, __ ,~/L.L/.~:-z-__ .ta,..~.'tt.d.{L __ -:.;;/f?..f/'tl!d{).Lf"

Oefvu:tmerT_t H<~f:~.P,rinted. ~~111~. and 1 itle ' ' . ' ) . _,. '') 11_., .. • ...... _) I .. / / r-·N-t:~f.::--,.. ... ,;·~< ~ .~:-.,:·~-~--· .· -:---~-.::::..-~~ .. ~- ............. ~ ...................... ._..._..,. ____ . ______ _ De~aftrnent Rep SignAt·ure attesting that all information included

Robert Rodarte CPPO CPPB CPO Dlgltallyslgllod byRobennodarte,CPPO,CPPB,cPo ' • ' Dalc:~016.1U8 1~:39:19·07'00'

Purchasing Officer attesting that all information Is reviewed

REQUIRED DOCUMENTS FOR BID FILE"' YES N/A [] 0 0 D 0 [] [] 0 [] 0 0 0 [J D CJ D [_j []

Final Bid Document Final RFQ Copy of legal solicitation published in the newspaper, website, etc. All addendums Plan holders list Complete evaluation score sheets Copies of all RFQ submittals Copies of all bid submittals Bid Tab

35

0 []

0 D 0 0

D D D 0 0 D D D D D

AWARD*

YES N/A

0 D 0 D D D 0 D 0 0 0 D 0 0

Non-Responsive/Non-Responsibility Form and correspondence or letters from Department to vendor regarding disqualifications Oral presentations (sign-in sheets, presentation materials, etc.) Documentation sent to Bidders/Offerors and responses received regarding clarifications, decisions, negotiations, and/or best and final offers, etc. Reference Reviews/Reference Check Questionnaires Individual evaluations included for each RFP. Pricing evaluation Final overall evaluation matrix or summary of evaluator scores

Other:

Fully executed Memo to Committees from the Department with recommendation of award Winning bid (this is a copy that has all confidential/proprietary information excluded) Contract Award Notice Email or notification sent to all Bidders/Offerors that award was made Waiver or "No Action Taken" from Procurement Office If IFB and not awarded to lowest responsive, responsible bidder; written explanation Other:

DISCLOSURES* YES N/A

0

0 0 0

0

0 0 0 0

0

0 0 0

0 0 0 0

CONTRACT* YES N/A 0 0 D D D D 0 0

Contractor Disclosures & Conflicts of Interest Disclosures & Conflicts of Interest Form(s) {winning bidder(s)/offeror(s)) Contractor-Conflicts of Interest Purchasing Office Letter or e-mail to designated individual regarding potential conflict Conflict of Interest Form signed by all parties Letter from Procurement Office regarding the potential conflict Subcontractor Disclosures Disclosures & Conflicts of Interest form of Subcontractor(s) Subcontractor -Conflicts of Interest

Purchasing Officer Letter or email to designated individual regarding potential conflict Conflict of Interest form signed by all parties Letter from Legal Office regarding the potential conflict Other:

Copy of Executed Contract Copy of all documentation presented to the Committees Finalized Council Committee Minutes Other:

MISCELLANEOUS FILE* YES N/A D D Local Preference Form 0 0 New Mexico Residence Form 0 0 Veterans Exemption

2

36

D D Other:

Include al! other substantive documents and records of communication that pertain to the procurement and any resulting contract.

PROTEST (If applicable)* YES N/A

Documentation from protester filed with the Purchasing Office D D D 0 D D 0 0

Letter from Department to Purchasing Office Providing response to protest Letter from Purchasing Officer to protester and Department on final outcome Other:

Create a separate file folder which may contain any documents with trade secrets or other competitively sensitive, confidential or proprietary information.

YES N/A 0 0 Original bid{s) with no redactions

Department Rep Printed Name and Title

Department Rep Signature attesting that all information included

3

37

FINANCE DEPARTMENT-FINANCE COMMITTEE

Finance Packet Checklist

The foUowing information should be included in an packets to ensure your item is not pul!ed.

Address memo to Finance Committee-lnitaled by all Staff

Provide explanation if and when Budget available

Include Funding Source-Business Unit and Line Item Include approval term if requesting more than 1 yr

Verify term in memo matches term of Contract Include Vendor awarded the contract Include Bid/RFP # in memo Submit Electronic /PDF packet to Finance . Submit Originals to the ~ityCierk's_ office

Contra~~ _an~_~gre_~me-:ts

Attach initialed Memo addressed to Finance Committee Need approval from legal-must be "Aprroved As To Form" by City Attorney Include CRS # in contract Include Business Registration #in contract Attach Summary of Contract and Agreement Form Attach Certificate of Insurance

Attach Procurement Checklist Submit single sided copy of contract to Finance Submit Electronic /PDF packet to Finance Forward Original~ to the City Clerk's office

Bids/R.FJ.>:s/Agreemel1ts/Grants

Route all contracts, MOU's and agreements through Purchasing 1st for "Procurement Cllecklist" Forward to City Attorney for • Approved as to Form" Approval Forward complete contract to Budget Officer for review and approval Forward BARS-to Accounting for review and signature (Grants or Special Projects) Forward all other BARS directly to Budget Office for review and approval Contracts >$50k forward to Finance Committee-aU others forward to Finance Department

12/0712016

/ 7

_,/_

/

...- ~-

/ /

1----:;--l----l':...---; ~ " »~~j {.:,. ;.C.{-cr CL

1.---L--L-~--j

... '"~'"

/

/

/

/'' . '-''r'<) !-.(/" tt.

.,_,.~

38