The URL can be used to link to this page

Home My Public Portal About2021-02-11 packetNotice of Meeting & Tentative Agenda City of Jefferson Public Works & Planning Committee Thursday, February 11, 2021 7:30 a.m. John G. Christy Municipal Building, 320 East McCarty Street Note: VIRTUAL MEETING ONLYt To join virtually: https://meffersoncity.webex. com/ieffersoncityf.php?MTID=m07l g28f664d27408a8a6O4761 a21192a To join virtually call-in available at 1-404-397-1516 Meeting number (access code): 187 713 0637 Meeting password: 1234 TENTATIVE AGENDA 1) Introductions 2) Approval of the January 14, 2021 Committee meeting minutes 3) New Business 1. CIP Work Plan (David Bange/Eric Seaman) 2. Wastewater Capital Funds Discussion (Matt Morasch) 3. Comprehensive Plan Update Presentation (Ahnna Nanoski) 4. Economic Development Administration — Disaster Recovery Grant Acceptance (Rachel Senzee) 4) Citizen opportunity to address Council/Staff on Stormwater and Other Public Works Issues 5) Adjourn NOTES Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the Americans with Disabilities Act. Please allow three business days to process the request. Please call (573) 634-6410 with questions regarding agenda items. MINUTES JEFFERSON CITY PUBLIC WORKS AND PLANNING COMMITTEE Virtual Meeting John G. Christy Municipal Building 320 East McCarty Street January 14, 2021 Committee Members Present: Attendance Ron Fitzwater 8 of 8 Ken Hussey 8 of 8 Mike Lester 8 of 8 Mark Schreiber 7 of 8 Committee Members Absent: David Kemna 6 of 8 Staff Present: Matt Morasch, Director of Public Works Britt Smith, Operations Division Director David Bange, City Engineer Mark Mehmert, Transit Division Director Rachel Senzee, Neighborhood Services Supervisor Karlie Reinkemeyer, Neighborhood Specialist I Matt Kreyling, Building Official Anne Stratman, Neighborhood Services Specialist Sonny Sanders, Director of Planning and Protective Services Ryan Moehlman, City Counselor Brenda Wunderlich, Administrative Supervisor Chairman Hussey called the meeting to order at 7:30 a.m. A quorum was present at this time. The following guest attended virtually: Mayor Carrie Tergin. 1. Introductions Introductions were made at this time. 2. Approval of the December 10, 2020 Committee meeting minutes Councilman Lester moved and Councilman Fitzwater seconded to approve the December 10, 2020 minutes, motion carried. 3. New Business 1. Parking Facilities Repair Needs Presentation (Britt Smith) Mr. Smith explained the Madison Street garage maintenance needs. He sated the garage was constructed in 1961 and additions made in the 1990's. One stair tower is closed to public due to deteriorating conditions, many of the handrails need replacement due to corrosion, and the current maintenance needs total approximately $940,000.00. There was discussion among Committee members and staff regarding the Parking Division funds, the need for repairs, and building a new garage. 2. Approval of CDBG Policy and Procedures Manual — Anne Stratman Minutes/Jefferson City Public Works and Planning Committee January 14, 2021 Ms. Stratman explained the manual provides a format to inform clients and guide staff on proper administrative procedures to follow. The CDBG funds allow for emergency assistance repairs, down payment assistance and demolition. The manual will be on the January 19, 2021 Council agenda as a resolution for approval. Councilman Lester moved and Councilman Fitzwater seconded to refer the manual to the City Council with recommendation to approve, motion carried. 3. Recreational Trails Program Grant Application — Rachel Senzee/David Bange/Todd Spalding Ms. Senzee explained staff is interested in applying for a grant in order to connect the existing Greenway Trail that ends at Jackson and East McCarty. The proposed project is to extend the Greenway Trail up Jackson and connect with the bike lanes on East Capitol. This would support neighborhoods and future development. Councilman Fitzwater moved and Councilman Lester seconded to refer the grant application to the City Council with recommendation to approve, motion carried. 4. Citizen opportunity to address Council/Staff on Stormwater and Other Public Works Issues No one was present to address the Committee. 5. Adjourn Chairman Hussey adjourned the meeting at this time (8:12 a.m.). Memorandum 320 East McCarty Street • Jefferson City, Missouri 65101 • P: 573.634.6410 • F: 573.634.6562 . wwwAeffersoncitymo.gov Date: February 8, 2021 To: Public Works and Planning Committee From: David Bange P.E., City Engineer Subject: 2021 Capital Improvement Project Work Plan City Staff is asking the Committee to concur with the attached Capitol Improvement Work Plan for the Engineering Division. The Engineering Division continues to work on projects within the joint City/County category of the sales tax. This year there are three such projects. The first is the completion of the E. High Street Project which is awaiting an overlay to bring it to it conclusion. The second are the various minor details to bring the Clark and Dunklin project to an end. The third project will take place at the MSP site which this year we look to include the demolition of some of the existing buildings and grading of the area. There are a number of stormwater projects that are planned for this year including, pipe replacements on Major and Isom Drives, a new culvert under Norris Drive, and the construction of new stormwater system in the area of Douglas Drive and Davis Street. There will also be a pipe lining project which will rehabilitate a number of pipes including one along Allen Drive. There are plans for sidewalk reconstruction along Adams Street to be funded with CDBG dollars and new sidewalks Grant Street and portions of Veith Drive. There are also plans for the completion of the signing of the JC bike loop. Construction work is set to begin on the Bicentennial Bridge on February 17th with oversite and inspection being performed by engineering staff. It is also anticipated that we will be coordinating with the bridge contractor for the construction of portions of the island's park features. Work will also be done in support of our transit division as well as overseeing various projects at the airport. If you have any questions concerning this item I can be reached at 634-6433 DB:db UAPublic WorkslE:ngin eeringldbange\PUBLIC WORKS & PLANNING1202112-202112021 CIP Work Plan.docx 2021 CIP Work Plan Estimated Expenditures Associated Tasks to be Related to Project Pursued in 2021 2021 Tasks Source of Funds Roadway MSP Redevelopment" Survey, Project management, Agreement $1,250,000 EDA Grant/Sales Tax G with County, Demo, Grading East High Street, Locust to Vetter* Complete Construction $285,000 Sales Tax G Clark Avenue Corridor' Removal of offset left and sidewalk ramp $50,000 Sales Tax G construction Street Resurfacing Selection, Specifying, Construction $1,000,000 Sales Tax G Fog Sealinglother treatments Selection, Specifying, Application $200,000 Sales Tax G Stormwater Isom Drive Survey Design and Construction $75,000 Sales Tax G Leonard Drive Complete Construction $80,000 Sales Tax G Major Drive (1200 and 1300 block) Design, and Construction $80,000 Sales Tax G Norris Drive Survey, Design, and Construction $325,000 Grant/Sales Tax G Leslie and Chestnut Survey, Design $0 Sales Tax G Pipe Lining Project Selection, specification, and Construction $200,000 Sales Tax G Douglas and Davis Design and Construction $250,000 Grant/Sales Tax G Emerging Projects As Needed Sales Tax G $642,231 Sidewalk/Greenway Adams Street Sidewalk Design and Construction $200,000 CDBG Veith Drive Sidewalk Survey, Design and Construction $35,000 Sales Tax G Bike Striping and Signing along JC Loop Design, coordination with County and $27,000 Sales Tax G MoDOT, bidding, and installation Grant Street Sidewalk Complete design and construct $200,000 Parks Funds 179 Bypass Phase 4/Tree Valley Lane Easement Acquisition/grant application Parks Funds Bicentennial Bridge Construction $4,000,000 Previous Sales Taxes and Private Funds Transit Transit Feasibility Study RFQ and Contract Management $50,000 FTA Funds/Sales Tax G Other Airport Terminal lighting and parking renovations Construction to Integrate with new $200,000 Insurance proceeds hanger/terminal building Supplemental Environmental Plan (SEP) projects consultation as needed, survey services Parks Funds Existing or Proposed City/County Cooperative Project i 4'c s%i_... .' � "Y_i � Rl� �Rr V_fi� iay.! r—+ __ ..�«....�wlw x- ,l rx�a-�- , : ,`�y� !F'9Y. � �••� NLfiChA R!N r r� �"�:� `n�q n W iRp^�M�1��i w! Ian.+M �+��Y. srR�..i� w�iw�iilce'�n..�m+v �nw*.� m. WPlwltswdYVt�vY.�fY�lls _ wl M9M li�uWY _ !69l�.1�KlF Vlynl+s��F� r�rlW 4a��P_!7h �!_�� _. u-r� s. �, 1� � _ ! r"'' •i�nlmli�Mtl ra'wt 'RRM t�.mF! 111l� fM,lfrl CLOSED 0'a'021 Work Pla6 OA L' CLOSED EA Cap to Ave, ROAD r CLOSED � 1 • • � ih � t P 'l y v ccn, na'.ia.. L I - V55` 4dSb 1 I e! N J J- ;:L anreling Cevlcz � r Trn`.=ic Cor trol Sign ':fork ion^ .. Type III 3arriegdc r.• TM IFTr .1 Department of Public Works Memorandum 320 E. McCarty Street • Jefferson City, Missouri 65101 • P 573-634-6410 • F 573-634-6562 • www .jeffci# moor Date: February 9, 2021 To: Public Works and Planning Committee From: Matt Morasch, P.E., Director of Public Works 0 '6 Subject: Wastewater Fund Discussion (and attached companion power point presentation) The purpose of this presentation is to provide a review of the City's wastewater utility program with the Council so that everyone is educated on what their wastewater fees are based on and used for and discuss the potential need for increases. If you have lived in other cities you may be aware the City's wastewater rates are very competitive. This is primarily due to the fact that past councils have proactively maintained the system and incrementally improved it over time. This has been accomplished by continually raising rates in a modest fashion and taking advantage of low interest loans. The last rate increase was in 2017 and it is time to revisit that subject so as to keep the rates stable and avoid steep rate increases in the future, The first step in this discussion is to understanding the cost and revenue centers of the utility. Jefferson City's wastewater cost centers consist of: • Administration and Debt Service, • Collection O&M; • Treatment O&M; and • Capital improvement. The revenue side consists of: User Fees`*: Located inside of City (base $11.33 + usage) >- St Martins (2 x based + usage); r Located outside of City (3 x base + usage); and Holt Summit Flowage (contracted fee 35 years). Miscellaneous: Farm Rental; Building Permit connection fees; and r Interest. The FY 2021 budget is approximately $12 M, with about $6 M being debt service. One would also note that the current budget mainly consists of OIM expenses, while the capital expenses are budgeted at $260,000. In the past, larger capital projects replacements and upgrades relied Public Warks' CORE Mission and Values improve the Community - take ownership — deliver Results — Empathize with the customer on borrowed funds (bonds and state revolving loans, etc.) Because the rates have remained fiat (diminishing the ability to borrow capital funds), the capital expenses have been reduced considerable over the last several years as they are paid out of cash on hand (all approved debt service has been expensed). Not only do 4 -years of flat rates affect the needed capital expenses, they also affect our O&M budgets as they are affected by incremental inflationary pressures. To address all these funding issues, staff is working with a financial consultant (Raftelis) to develop a multi-year rate structure that will cover O&M expense growth and a $44 M capital pian. The goal is to keep rates relatively low by utilizing a mix of rate adjustments and low interest loans. The attached power point presentation includes more detailed information about sewer rates and capital expenses as well as how our rates stack up with over utilities across Missouri. Please feel free to call me or Eric Seaman, Wastewater Utility Director if you have any questions. Thanks. ** rate calculation example: y Base Rate is $11.33 inside City Limits, $22.66 St. Martins and $33.99 Outside City Limits. Flow charge based on Average monthly flow January- March. $3.421100 CF (or 748 gallons) Example rate calculation for an inside the City customer that utilized an average of 4400 gallons of water. $11.33 + (4400 gal x ($3.421748 gal) = monthly fee $11.33 + ($20.12) -= $31.52 Public Works' CORE Mission and Values improve the Community - take ownership - deliver Results - Empathize with the customer Wastewater Fund Capital Needs Discussion Public Works and Planning Committee Meeting February 11,, 2021 Wastewater Fund Capital Projects Status Recap • Loan funds from 2010 Bond Issuance have been depleted; • FY2021 Wastewater Budget is reduced 11% with Capital Improvements reduced 82%; Low interest loan money available from MDNR for qualifying projects under SRF < 1% interest for 20 year loan; • Conventional borrowing is at all time lows. Known Wastewater Capital Needs $44 M Pra ect Priority Issue Total est Cost Basin 10/Westview Pump Station Replacement 1 SSOs $ 7,000,000.00 Biosolids 1 Reliablity $10,000,000.00 Holts Summit Meter replacement 1 Reliability/billing $ 150,000.00 St. Marys Blvd sewer replacement 1 Reliablity $ 500,000.00 Basin 7 Phase II relief sewer 2 Wet weather cacacity $ 1,648,000.00 CIPP and forcemain replacement 2 Reliablity $ 5,600,000.00 Grays Creek - Phase I Relief Sewer 2 Wet weather capacity $13,000,000.00 gun club Pump station replacement 2 Reliablity $ 150,000.00 Indian Hills PS replacement 2 Reliability $ 600,000.00 Oak street I & II sewer replacement 2 Reliablity $ 750,000.00 Clark Ave sewer replacement 3 Reliablity $ 600,000.00 Consolidate St Martins sewers 3 Reliablity $ 500,000.00 East Branch Wears Creek Relief Sewer 3 Wet weather cacacity $ 3,200,000.00 $43,698,000.00 Fits SRF Funding well The problem(s) with reliability and SSO's (sanitary sewer overflows).... >Threat to public health and environment by backups and overflows... customer satisfaction?; >Compliance issues lead to EPA enforcement actions and fines as we experienced in 2014.. Has the potential to greatly increase rates; >Deferred maintenance/capital.. will cost more money in the future to address as an emergency or compliance actions by EPA; >EPA enforcement typically involves doing many projects in a short amount of time.. Equating to higher rates.. Affordability =2'°% of MHI or rates of over $100 per month in Cole County. Wastewater Rate Comparison (per 5000 gallons/month) • Columbia • Holts Summit • Jefferson City • Lee's Summit • Springfield • St. Charles • St. Joseph • Wardsville (MAWC) • Affordability $31.49 $48.91 $34.19 $43.82 $35.84 $39.38 $74.96 (EPA enforcement) $58.13 ($69.98 proposed) $100.11 (2% of MH 1 2019) Source: Missouri Public Utility Alliance 2020 "Pay As You Go" Option Affordability; Median Annual Household Income = $60,066 (2019, Cole County). Inside City Limits: $31.37 ... $75.42 = 0.63% ... 1.51% Outside City Limits: $54.03 ... $98.08 = 1.08% ... 1.96'0/ St. Martins: $42.70 ... $86.75 = 0.85% ... 1.73% Statewide Average: 1.45% (per Missouri Public Utility Alliance 2020 Survey) Note: EPA defines > 2% ($100.11) as "undue burden on many households in the community" 2021 (current) $31.37 $54.03 $42.70 2022 $55.21 $77.87 $66.54 Priority 1 2023 $55.21 $77.87 $66.54 $17.65M 2024 $55.21 $77.87 $66.54 2025 $55.21 $77.87 $66.54 2026 $75.42 $98.08 $86.75 Priority 2 $21.75M 2027 $75.42 $98.08 $86.75 2028 Priority 3 2029 $3.7M 2030 Priority 4 $600k 2031 Affordability; Median Annual Household Income = $60,066 (2019, Cole County). Inside City Limits: $31.37 ... $75.42 = 0.63% ... 1.51% Outside City Limits: $54.03 ... $98.08 = 1.08% ... 1.96'0/ St. Martins: $42.70 ... $86.75 = 0.85% ... 1.73% Statewide Average: 1.45% (per Missouri Public Utility Alliance 2020 Survey) Note: EPA defines > 2% ($100.11) as "undue burden on many households in the community" Estimated Rates (with including Bonds and/or Borrowing Capital funds) 2021 (current) $3137 $54.03 $42.70 2022 $33.66 $57.92 $45.79 2023 $35.39 $60.87 $48.13 2024 $37.20 $63.96 $50.58 2025 $39.11 $67.21 $53.16 2026 $41.11 $70.63 $55.87 2027 $43.21 $74.21 $58.71 Based on Average 4,400 gallons domestic water use per month (January -March) Affordability; Median Annual Household Income = $60,066 (2019, Cole County). Inside City Limits: $31.37 ... $43.21 = 0.63% ... 0.86% Outside City Limits: $54.03 ... $74.21 = 1.08°! ... 1.48% St. Martins: $42.70 ... $58.71 = 0.85% ... 1.17% Statewide Average: 1.445% (per Missouri Public Utility Alliance 2020 Survey) Next Steps • Present topic to Full Council • Recommend amulti-year rate structure to put the City in position to borrow funds. 02/11/2021 Jefferson City Comprehensive Plan Update Department of Planning and Protective Services A comprehensive plan is a tool used to strengthen, guide, and support various development and activity in our community. The comprehensive plan covers a wide range of planning issues such as housing, land use, transportation, and the environment with interwoven equity. Developing such a tool requires a long and extensive process. In the beginning stages of the planning process the Department of Planning and Protective Services focused on research, data analysis, and the initial community engagement. Planning staff then compiled the community engagement results (from 2019) with planning best practices and created the DRAFT Jefferson City Comprehensive Plan, Activate Jefferson City 2040. Now we are in the final stage of community engagement so the public can review and comment on Activate Jefferson City 2040. Activate Jefferson City 2040 Goals Housing and Neighborhoods - Enhance Jefferson City's housing environment, catering to the diverse needs of its residents. - Promote neighborhood stabilization through the rehabilitation and maintenance of residential properties. - Encourage proactive neighborhood health throughout Jefferson City. Economic Development - Enhance Jefferson City's workforce opportunities. - Stimulate economic growth through the pursuit of local and regional projects. - Prioritize creative placemaking and unique investment opportunities in Jefferson City's city center. - Grow Jefferson City's economic market while understanding the complexities of commuter communities. Transportation - Strengthen Jefferson City as a vibrant regional hub through intermodal connections. - Promote an accessible and well connected Jefferson City. - Provide Jefferson City residents and visitors with a transportation system that serves their needs. Environmental Resiliency - Prepare and adapt. Jefferson City for natural disasters. - Utilize infrastructure and facility improvements to support the existing population and meet new development needs. - Expand environmentally sustainable and energy efficient practices across Jefferson City. Land Use The Future Land Use Map, on page 77 of the draft, is the most significant feature of this chapter. - Enrich the city center environment. - Create robust commercial and employment centers. T Maintain and create responsible, practical, and resilient growth. Capital Culture and Healthy Living - Enhance Jefferson City's culture, focusing on diversity and quality of place. Sustain a thriving and diverse parks and recreation system. Increase access to social well-being and physical health amenities. Are these themes and goals appropriate for the Jefferson City Comprehensive Plan? Review Activate Jefferson City 2040 for more details on each theme and the associated strategies (implementation) on the City's website. Complete the Online Survey or submit comments to Ahnna Nanoski, City Planner. ANanoski@jeffcitymo.org Memorandum To: Public Works and Planning Committee From: Rachel Senzee Re: Grant Acceptance Over $25,000 For: Consent Agenda Pursuant to Section 2- 28 of the City Code, I request authority to accent the followinLy Grant: The name of the grantor: Economic Development Administration The amount of the grant: $1,500,000.00 The purpose of the grant: Missouri State Penitentiary Redevelopment Infrastructure Project: The scope of work includes sanitary sewer infrastructure, streets, sidewalks, bike lanes, lighting, landscaping, and stormwater. Any matching requirements or future obligations tied to acceptance of the grant: $1,599,595.00 GL Acct where matching funds will come from (will be used for budget adjustment upon grant acceptance to make budget authority in expense acct shown below whole CFDA#: 11.307, Economic Adjustment Assistance, 2019 Disaster Supplemental Grant Award # (if any): 05-79-06046; URI: 114788 City Department Responsible: Planning and Protective Services Employee assigned as Grant Rachel Senzee Administrator: Revenue account # to be amended: Expense account # to be amended: Reviewed by Finance: Please NOTE: Upon Approval of the Consent Agenda, the City Administrator may, on behalf of the city execute any documents necessary for accepting the grant and amend the budget to reflect the acceptance of such revenue, and amend the budget to reflect equivalent expenses so as to accomplish the purpose of such funds. For Finance Department Use only: Approved on the Consent Agenda this day of , 20. Revised 8/2/16 by Ordinance 15545 United States Department of Commerce * * f Economic Development Administration ,'A Denver Regional Office 1244 Speer Boulevard, Suite 431 * * * Denver. Colorado 80204 January 22, 2021 In reply refer to: Investment No.: 05-79-06046 The Honorable Carrie Tergin Mayor Jefferson City 320 E. McCarty Street Jefferson City, MO 65101-0000 Dear Mayor Tergin: The Department of Commerce's Economic Development Administration (EDA) has approved your application for a $1,500,000 EDA investment for the Missouri State Penitentiary Redevelopment project. The signed Financial Assistance Award is enclosed. Your agreement to tine teens and conditions of the award should be indicated by tine signature of your principal official on the signed Financial Assistance Award. The executed copy should be returned to the Economic Development Administration. If not signed and returned within 30 days of receipt, EDA may declare the Award null and void. Please do not make any commitments in reliance on this award until you have carefully reviewed and accepted the terms and conditions. Any commitments entered into prior to obtaining the approval of EDA in accordance with its regulations and requirements will be at your own risk. EDA's mission is to lead the federal economic development agenda by promoting innovation and competitiveness, preparing American regions for growth and success in the worldwide economy. EDA implements this mission by snaking strategic investments in the nation's most economically distressed communities that encourage private sector collaboration and creation of higher -skill, higher -wage jobs. EDA investments are results driven, embracing the principles of technological innovation, entrepreneurship and regional development. EDA shares your expectations regarding the impact of this investment and looks forward to working with you to meet the economic development needs of your community. Sincerely. (�468AZ-106V- Angela B. Martinez Regional Director Denver Regional Office Cc: Rachel Senzee, Neighborhood Services Steve Castaner, EDA Enclosures FORM CD -460 U.S. DEPARTMENT OF COMMERCE (REV. 10118) mGRANT ❑COOPERATIVE AGREEMENT FINANCIAL ASSISTANCE AWARD FEDERAL AWARD ID NUMBER 05-79-06046; URI: 114788 RECIPIENT NAME PERIOD OF PERFORMANCE City of Jefferson January 19, 2021- January 19, 2026 STREET ADDRESS FEDERAL SHARE OF COST 320 E. McCarty Street $ 1,500,00 CITY, STATE, ZIP CODE RECIPIENT SHARE OF COST Jefferson City, MO, 65101-0000 $ 1,599,59 AUTHORITY TOTAL ESTIMATED COST Public Works and Economic Development Act of 1965, as amended (42 U.S. 1 3,099,59 CFDA NO. AND NAME 11.307, Economic Adjustment Assistance; 2019 Disaster Supplemental PROJECT TITLE Missouri State Penitentiary Redevelopment Project This Award Document (Form CD -450) signed by the Grants Officer constitutes an obligation of Federal funding. By signing this Form CD -450, the Recipient agrees to comply with the Award provisions checked below and attached. Upon acceptance by the Recipient, the Form CD -450 must be signed by an authorized representative of the Recipient and returned to the Grants Officer. If not signed and returned without modification by the Recipient within 30 days of receipt, the Grants Officer may unilaterally withdraw this Award offer and de -obligate the funds. ❑ DEPARTMENT OF COMMERCE FINANCIAL ASSISTANCE STANDARD TERMS AND CONDITIONS ❑R&DAWARD ❑ FEDERAL -WIDE RESEARCH TERMS AND CONDITIONS, AS ADOPTED BY THE DEPT. OF COMMERCE m SPECIFIC AWARD CONDITIONS m LINE ITEM BUDGET m 2 CFR PART 200, UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS, AS ADOPTED PURSUANT TO 2 CFR § 1327.101 ❑ 48 CFR PART 31, CONTRACT COST PRINCIPLES AND PROCEDURES ❑ MULTI-YEAR AWARD. PLEASE SEE THE MULTI-YEAR SPECIFIC AWARD CONDITION. ❑✓ OTHER(S): EDA Standard Terms and Conditions for Construction Projects (Feb. 12, 2016) OIG Fraud Awareness Training PowerPoint SIGNATURE OF DEPARTMENT OF COMMERCE GRANTS OFFICER DATE Angela B. Martinez, Regional Director 01/19/21 PRINTED NAME, PRINTED TITLE, AND SIGNATURE OF AUTHORIZED RECIPIENT OFFICIAL DATE Carrie Tergin, Mayor SPECIFIC AWARD CONDITIONS U.S. DEPARTMENT OF COMMERCE Economic Development Administration (EDA) DISASTER CONSTRUCTION PROJECTS: Economic Adjustment Assistance Program as authorized by Sections 209 and 703 of the Public Works and Economic Development Act of 1965, as amended (42 U.S.C. §3121 et seq.) (PWEDA) Project Title: Missouri State Penitentiary Redevelopment Project Recipients Name: City of Jefferson Project Number: 05-79-06046 1. This EDA Award supports the work described in the approved final scope of' work, which is incorporated by reference into this Award. as the AulhorLed Scope of Werk. All work on this project should be consistent with this Aulhoriaed Scope of Work, unless the Grants Officer has authorized a modification of the scope of work in writing through an amendment memorialized by a fully executed Form CD -451. The Authorized Supe of Work for this project consists of redevelopment of the Missouri State Penitentiary (MSP) site through construction of new streets, pedestrian accommodations, sanitary and storm water, lighting, and streetscaping. There are three major components to the project: I) Chestnut Street extension, 2) Street A Construction, 3) Preparation of five building pad sites. 2. The Authorized Representative's name, title, address. and telephone number are: Carrie Tergin Jefferson City Mayor 320 E. McCarty Street Phone: 573-634-6303 Jefferson City, MO Email: ctergin.jeffcitymo.gov 65101-0000 The Point of Contact's name, title, address, and telephone number are: Rachel Senzee Jefferson City Neighborhood Services Supervisor 320 E. McCarty Street Phone: 573-634-6305 Jefferson City, MO Email: rsenzeet@jeffeitymo.org 65101-0000 The Grants Officer is authorized to award, amend, suspend, and terminate financial assistance awards. The Grants Officer is: Angela B. Martinez Economic Development Administration Regional Director 1244 Speer Boulevard, Suite 431 Phone: 303-844-3909 Denver, Colorado 80204 Email: AMartinez(tteda., The Federal Program Officer oversees the programmatic aspects of this Award. The Federal Program Officer is: Cindy Edwards, PE Economic Development Administration Area Director 1244 Speer Boulevard, Suite 431 Phone: 303-844-5360 Denver, Colorado 80204 Email: cedwards@eda.gov The Project Officer is responsible for day-to-day administration and liaison with the Recipient and receives all reports and payment requests. The Project Officer is: Vince Greener, PE Economic Development Administration Phone: 303-844-4091 1244 Speer Boulevard, Suite 431 Email: vgreener@eda.gov Denver, Colorado 80204 3. ADDITIONAL INCLUDED DOCUMENTS: In addition to the regulations, documents, or authorities incorporated by reference on the Financial Assistance Award form (Form CD -450) the following additional documents are included with and considered to be part of the Award's terms and conditions: • A Recipient's final completed Application including subsequently submitted documents (this item not enclosed in this Award package); Should there be a conflict between the above referenced documents and the Specific Award Conditions (this document), the Specific Award Conditions, including any attachments, shall prevail. 4. PROJECT DEVELOPMENT TIME SCHEDULE: The Recipient agrees to the following Project Development Time Schedule: Item Due Date Date of Award January 19, 2021 Return of executed Financial Assistance Aivard no later than 30 calendar days after Form CD -450 receipt of Form CD -450 Start of Construction no later than 24 Months from January 19, 2023 Date of Award Construction Completed no later than 54 Months July 19, 2025 from Date of Award Authorized Award End Date 60 Months from Date January 19, 2026 of Award Submission of final reports, including Federal no later than 120 calendar days from Financial Report Form SF -425 the Authorized Award End Date Page 2 of 11 Project Closeout — All Project closeout documents, including any required program reports, shall be submitted to EDA not more than 120 calendar days after the date the Recipient accepts the completed project from the contractor(s), The Recipient shall diligently pursue the development of the Project so as to ensure completion within this tirne schedule. Moreover" the Recipient shall promptly notify EDA in writing of any event that could substantially delay meeting any of the proscribed time limits for the Project as set forth above. The Recipient further acknowledges that failure to meet the Project Development Time Schedule may result in EDA's taking action to terminate the Award in accordance with the regulations set forth at 2 C.F.R. §§ 200.339 through 200.343, as applicable. 5. PROJECT REPORTING AND FINANCIAL DISBURSEMENTS INSTRUCTIONS: A. AWARD DISBURSEMENTS: Reimbursable basis only: EDA will make disbursements under this Award on a reimbursement basis only, based on actual costs. The "Request,for Reimbw-cement" (Form SF -271) is used to request a disbursement, which shall be approved in writing by the Project Officer. Please note that prior to the initial disbursement, Recipients must complete the Form SF - 3881. "ACH Vendor/rt?iscellaneous Pavinew Enrollrnenl Form" and submit it to NOAA's Accounting Office, by FAX to 301-528-3675 (FAX is required to .secure confidentiality o� sensitive information). The form must be completed by the respective parties (EDA, Recipient Bank, and Recipient) at the start of each new award. B. REPORTS: Project Progress Reports: The Recipient shall submit project progress reports to the Project Officer on a quarterly basis for the periods ending December 31, March 31, June 30, and September 30, or any portion thereof until the final grant payment is made by EDA. Reports should be submitted using the approved EDA template, which will be provided by the Project Officer and discussed during the project kick-off meeting. Reports are due no later than 15 days following the end of the quarterly period. b. Financial Reports: The Recipient shall submit a "Federal Financial Re1wr!" (Form SF -425) on a semi-annual basis for the periods ending March 31 and September 30. or any portion thereof, for the entire project period. Reports are due no later than 30 days following the end of the semiannual reporting period. Form SF -425 (and instructions for completing this form) is available at: https://vvww.gsa. ,ov/l)oilal/forms/download/ 149786. A final Form SF -425 must be submitted no more than 120 calendar days after the expiration date of the Award (e.g.. the Award end date specified on the Form CD -450 or Form CD -45 1). Final Financial reports should follow the guidance outlined by the form instructions for submitting mid-term financial reports, but should ensure that all fields accurately reflect the total outlays for the entire project period, and that all matching and program Page 3 of 11 income (if applicable) is fully reported. Final grant rate and determinations of final balances owed to the government will be determined by the information on the final Form SF -425, so it is imperative that this final financial form is submitted in a timely and accurate manner. 6. ALLOWABLE COSTS AND AUTHORIZED BUDGET: Total allowable costs will be determined at the conclusion of the award period in accordance with the administrative authorities applicable pursuant to the Financial Assistance Award (Form CD -450), including the applicable requirements set forth in 2 C.F.R. part 200, after Final Financial Documents are submitted. Except as otherwise expressly provided for within these Specific Award Conditions, the Investment Rate for the award (see 13 C.F.R. §§ 300.3 and 301.4) shall apply to allowable costs incurred by the Recipient in connection with the project. The Federal share in the allowable costs shall be based upon the Investment Rate (see 2 C.F.R. § 200.43). In the event of an underrun in total allowable costs for this project, the Federal share of allowable costs shall be determined by the Investment Rate established in the Form CD -450, or subsequently executed Form CD -451. The Federal Share of total allowable costs shall not exceed the dollar amount of the original Award and subsequent amendments, if any. A. Under the terms of the Award, the total approved authorized budget is: Federal Share EDA Amount $1,500,000 Non -Federal Matching Share $1,599,595 Total Project Cost $3,099,595 B. Under the terms of this Award, the total approved Line Item Budget is: COST CLASSIFICATION Proposed Approved Administrative and legal expenses $0 $0 Land, structures, rights-of-way, etc. $0 $0 Relocation expenses and payments $0 $0 Architectural and engineering fees $330,000 $330,000 Other architectural and engineering fees $20,000 $20,000 Project inspection fees $0 $0 Site work $0 $0 Demolition and removal $0 $0 Construction $2,749,595 $2,749,595 Equipment $0 $0 Contingencies $0 $0 Total Project Costs $3,099,595 $3,099,595 7. MATCHING SHARE: The Recipient agrees to provide the Recipient's non -Federal Matching Share contribution for eligible project expenses in proportion to the Federal share requested for such project expenses. (See 13 C.F.R. § 300.3) The Recipient also certifies that, in accepting the Financial Assistance Award, the Recipient's Matching Share of the project costs is Page 4 of 11 committed and unencumbered, from authorized sources, and shall be available as needed for the project. 8. MATCH COOPERATIVE AGREEMENT: Prior to bid award, the Recipient must provide the cooperative agreement between the City of Jefferson and Cole County formally committing the matching funds to the project. Recipient acknowledges that it has funds available to pay for its share of the Arch itect/Engineering costs prior to the cooperative agreement being finalized. 9. REFUND CHECKS, INTEREST, OR UNUSED FUNDS: Treasury has given EDA two options for having payments deposited to EDA's account: i. The first one is Pay.Gov. This option allows the payee to pay EDA through the Internet. The payee will have the option to make a one-time payment or to set up an account to make regular payments. ii. The second option is Paper Check conversion. All checks must identify on their face the name of the DOC agency funding the award, award number, and no more than a two -word description to identify the reason for the refund or check. A copy of the check should be provided to the EDA Project Officer. This option allows the payee to send a check to NOAA's Accounting Office, who processes EDA's accounting functions at the following address: U.S. Department of Commerce National Oceanic and Atmospheric Administration Finance Office, AOD, EDA Grants 20020 Century Boulevard, Germantown, MD 20874 The accounting staff will scan the checks in to an encrypted file and transfer to the Federal Reserve Bank, where the funds will be deposited in EDA's account. While this process will not be an issue with most payees, there are occasionally issues for entities remitting funds to EDA via check. If you are remitting funds to EDA via check, please make note of the following: • If a check is sent to EDA, it will be converted into an electronic funds transfer by copying the check and using the account information to electronically debit your account for the amount of the check. The debit from your account will usually occur within 24 hours and will appear on your regular account statement. EDA will not return your original check; the original will be destroyed and a copy will be maintained in our office. if the Electronic Funds Transfer (EFT) cannot be processed for technical reasons, the copy will be processed in place of the original check. If the EFT cannot be completed because of insufficient funds. EDA will charge you a one- time fee of $25.00, which will be collected by EFT. Page 5 of 11 10. CONSTRUCTION COMPLETION: In keeping with prudent grants management policy, EDA construction projects must be completed within five (5) years from the date the Form CD -450 is signed by the Recipient accepting the Award. If construction is not completed by this date and the Grants Officer determines, after consultation with the Grant Recipient, that construction to completion cannot reasonably be expected to proceed promptly and expeditiously, the grant may be terminated. Extensions beyond the five-year project period are exceedingly rare and can only be authorized by the Assistant Secretary. Nothing in this paragraph is intended to alter the Project Development Time Schedule set forth in provision 4 above. 11. GOALS FOR WOMEN AND MINORITIES IN CONSTRUCTION: Department of Labor regulations set forth in 41 C.F.R. § 60-4 establishes goals and timetables for participation of minorities and women in the construction industry. These regulations apply to all federally assisted construction contracts in excess of $10,000. The Recipient shall comply with these regulations and shall obtain compliance with 41 C.F.R. § 60-4 from contractors and subcontractors employed in the completion of the Project by including such notices, clauses and provisions in the Solicitations for Offers or Bids as required by 41 C.F.R. § 60-4. The goal for the participation of women in each trade area shall be as follows: From April 1, 1981, until further notice: 6.9 percent. All changes to this goal, as published in the Federal Register in accordance with the Office of Federal Contract Compliance Programs regulations at 41 C.F.R. § 60-4.6, or any successor regulations, shall hereafter be incorporated by reference into these Specific Award Conditions. Goals for minority participation shall be as prescribed by Appendix B-80, Federal Register, Volume 45, No. 194, October 3, 1980, or subsequent publications. The Recipient shall include the "Standard Federal Equal Employment Opportunity Construction Contract Specifications" (or cause them to be included, if appropriate) in all Federally -assisted contracts and subcontracts. The goals and timetables for minority and female participation may not be less than those published pursuant to 41 C.F.R. § 60-4.6. 12. PROCUREMENT: The Recipient agrees that all procurement transactions shall be in accordance with the regulations at 2 C.F.R. §§200.317 through 200.326, as applicable. 13. BUY AMERICAN: Consistent with Executive Order 13858, Strengthening Buy -American Preferences.for Infi-astructure Projects," the Recipient is encouraged to use, to the greatest extent practicable, iron and aluminum as well as steel, cement, and other manufactured products produced in the United States in every contract, subcontract, purchase order, or sub - award that is chargeable under this Award. 14. ARCHITECT/ENGINEER AGREEMENT: Prior to initial disbursement of funds by EDA, the Recipient must submit to the Government for approval, an Architect/Engineer Agreement that meets the requirements in the EDA's "Summary of EDA Construction Standards," as well as the competitive procurement standards of 2 C.F.R. part 200, as applicable. The fee for basic Architect/Engineer Services will be a lump sum or an agreed maximum, and no part of the fees for other services will be based on a cost -plus -a -percentage -of -cost or a cost using a multiplier. Page 6 of 11 15. EVIDENCE OF GOOD TITLE: Prior to the initial disbursement of funds by EDA, the Recipient shall provide opinion of counsel, satisfactory to EDA, that the Recipient has acquired good and marketable title to land, free of all encumbrances, as well as rights-of-way, long term leases, easements, state or local government permits or other items necessary for the completion of the project in accordance with 13 C.F.R. § 314.7. 16. USEFUL LIFE: The Estimated Useful Life of this project is hereby determined to be 20 years from the date of Award. 17. MASTER DEVELOPER AGREEMENT: As of the time of this Award, the agreement between the Recipient and the Master Developer for the redevelopment of the Missouri State Penitentiary Site is still in the process of negotiation and has not been provided to EDA for review. EDA may have comments and concerns with the agreement that must be addressed to ensure that the agreement and development of the site is consistent with the teens and conditions of the EDA award. Prior to the execution of the Master Developer agreement, Recipient shall provide to EDA a draft of the agreement for review and comment. The Master Developer agreement, in a form satisfactory to EDA, must be executed prior to the initial disbursement of EDA project funds. If Recipient does not provide a draft of agreement to EDA within six months from the Date of Award, Recipient will provide EDA with an update on the status of the agreement. 18. HISTORICAL AND ARCHEOLOGICAL RESOURCES: If during construction of the project, historical and archeological resources, including burial grounds and artifacts are discovered, the Recipient shall immediately stop construction in the area, contact the State Historic Preservation Officer and EDA and follow the SHPO's instruction for the preservation of resources. 19. HISTORIC RESOURCES MEMORANDUM OF AGREEMENT (MOA): As stated in the letter from the Missouri State Historic Preservation Office to the Recipient, dated October 26, 2020, the Missouri State Penitentiary (MSP) site is eligible for listing on the National Register of Historic Places. As such, prior to EDA's approval of the bid documents and any earth disturbing activity, the Recipient, SHPO, EDA, and any other pertinent consulting parties must execute an MOA to address the mitigation of any adverse effects from the construction activity. The Recipient shall comply with all conditions of the MOA. 20. NORTHERN LONG EARED BAT: The following language regarding the northern long eared bar must be included in all construction bid documents: • To protect the northern long eared bat, tree removal can occur only between November 1- March 31. Contractor must report to Owner any dead, injured, or sick northern long eared bats found in the project area. In addition, Recipient must report to the US Fish and Wildlife Service Missouri Ecological Field Office- Columbia, MO the results of any bat surveys conducted in the project area, and any dead, injured, or sick northern long eared bats that are found in the project area. Page 7 of 11 21. NONRELOCATION: In signing this award of financial assistance, the Recipient(s) attests that the EDA funded project will not be used to induce the relocation or the movement of existing jobs from one Region to another Region by a primary beneficiary of the Award. (See 13 C.F.R. § 300.3) In the event that EDA determines that its assistance was used for such relocation purposes, EDA reserves the right to pursue all rights and remedies, including suspension of disbursements and termination of the award for convenience or cause, and disallowance of any costs attributable, directly or indirectly, to the relocation and the recovery of the Federal share thereof. For purposes of ensuring that EDA assistance will not be used for relocation purposes, each applicant must inform EDA of all employers that constitute primary beneficiaries of the project assisted by EDA. EDA considers an employer to be a "primary beneficiary" if, in seeking EDA assistance, the applicant estimates that such employer will create or save 100 or more permanent jobs as a result of the investment assistance and specifically names the employer in its application to EDA to make the Award. In smaller communities, EDA may consider a primary beneficiary to be an employer of 50 or morejobs permanent jobs so identified. 22. PERFORMANCE MEASURES: The Recipient agrees to report on program performance measures and program outcomes in such a form and at such intervals as may be prescribed by EDA in compliance with the Government Performance and Results Act (GPRA) of 1993, and the Government Performance and Results Modernization Act of 2010. At this time, all Awards for construction assistance require Recipients to report actual job creation/retention and private investment leverage three (3), six (6), and nine (9) years after an EDA investment. Recipients are to retain sufficient documentation so that they can submit these required reports. Failure to submit this required report can adversely impact the ability of the Recipient to secure future funding from EDA. Performance measures and reporting requirements that apply to program activities funded by this investment will be provided in a separate GPRA information collection document. EDA staff will contact Recipients in writing within a reasonable period prior to the time of submission of the reports with information on how this data should be submitted. Recipients should ensure adequate and sufficient records are kept to support the methodology for computing initial job and private investment estimates and all subsequent actual performance data calculations so that this information can be made available to EDA in tine event of an audits or performance site visits. 23. WASTE, FRAUD AND ABUSE: Consistent with 2 CFR part 200, Recipient personnel responsible for managing the Recipient's finances and overseeing any contractors, sub- contractors or sub -grantees, will complete the training PowerPoint entitled "Compliance with EDA Disaster Assistance Program Requirements" and return the signed Certificate of Training Completion (page 38 of the training) to EDA along with the signed CD -450 within 30 days of receipt. Further. Recipient will monitor award activities for common fraud schemes, such as: - false claims for materials and labor, Page 8 of 11 - bribes related to the acquisition of materials and labor, - product substitution, - mismarking or mislabeling on products and materials, and - time and materials overcharging. Should Recipient detect any suspicious activity, Recipient will contact ICDA staff listed above and the Office of Inspector General, as indicated at littps://www.oi.v,.doc.L4ov/Pages/Cotitact- Us.aspx, as soon as possible. 24. UPDATES TO GUIDANCE FOR GRANTS AND AGREEMENTS: This award incorporates by reference updates to OMB Guidance for Grants and Agreements at 2 CFR 200.216 (Prohibition on certain telecommunication and video surveillance services or equipment) and 2 CFR § 2.00.340 (Termination), effective as of August 13, 2020 (85 FR 49506) and available at: lnttps://www.1edei-alregistei,., ov/documents/2020/08/13/2020-17468/ _suidatnce-grarrtsarrd-agreements. 25. REPORTING OF MATTERS RELATED TO RECIPIENT INTEGRITY AND PERFORMANCE: A. General Reporting Requirement If the total value of your currently active grants, cooperative agreements, and procurement contracts from all Federal awarding agencies exceeds $10.000,000 for any period of time during the period of performance of this Federal award, then you as the recipient during that period of time must maintain the currency of information reported to the System for Award Management (SAM) that is made available in the designated integrity and performance system (currently tine Federal Awardee Performance and Integrity Information System (FAP[IS)) about civil. criminal, or administrative proceedings described in paragraph B of this award term and condition. This is a statutory requirement funder section 872 of Public Law 110-417, as amended (41 U.S.C. 2313). As required by section 3010 of Public Law 111-212. all information posted in the designated integrity and performance system on or after April 15, 2011, except past performance reviews required for Federal procurement contracts, will be publicly available, B. Proceedings About Which You Must Report Submit tine information required about each proceeding that: Is in connection with the award or performance of a grant, cooperative agreement, or procurement contract from the Federal Government; 2. Reached its f=inal disposition during the most recent five year period, and Page 9 of 11 3. Is one of the following: (a) A criminal proceeding that resulted in a conviction, as defined in paragraph E of this award term and condition; (b) A civil proceeding that resulted in a finding of fault and liability and payment of a monetary fine, penalty, reimbursement, restitution, or damages of $5,000 or more; (c) An administrative proceeding, as defined in paragraph E. of this award term and condition, that resulted in a finding of fault and liability and your payment of either a monetary fine or penalty of $5,000 or more or reimbursement, restitution, or damages in excess of $100,000; or (d) Any other criminal, civil, or administrative proceeding if: (i) It could have led to an outcome described in paragraph B.3.(a), (b), or (c) of this award term and condition; (ii) It had a different disposition arrived at by consent or compromise with an acknowledgment of fault on your part; and (iii) The requirement in this award term and condition to disclose information about the proceeding does not conflict with applicable laws and regulations. C. Reporting Procedures Enter in the SAM Entity Management area the information that SAM requires about each proceeding described in paragraph B of this award term and condition. You do not need to submit the information a second time under assistance awards that you received if you already provided the information through SAM because you were required to do so under Federal procurement contracts that you were awarded. D. Reporting Frequency During any period of time when you are subject to the requirement in paragraph A of this award term and condition, you must report proceedings information through SAM for the most recent five year period, either to report new information about any proceeding(s) that you have not reported previously or affirm that there is no new information to report. Recipients that have Federal contract, grant, and cooperative agreement awards with a cumulative total value greater than $10,000,000 must disclose semiannually any information about the criminal, civil, and administrative proceedings. E. Definitions For purposes of this award term and condition: 1. Administrative proceeding means a non judicial process that is adjudicatory in nature in order to make a determination of fault or liability (e.g., Securities and Exchange Commission Page 10 of 21 Administrative proceedings, Civilian Board of Contract Appeals proceedings, and Armed Services Board of Contract Appeals proceedings). This includes proceedings at the Federal and State level but only in connection with performance of a Federal contract or grant. It does not include audits, site visits, corrective plans, or inspection of deliverables. 2. Conviction, for purposes of this award term and condition, means a judgment or conviction of a criminal offense by any court of competent jurisdiction, whether entered upon a verdict or a plea, and includes a conviction entered upon a plea of nolo contendere. 3. Total value of currently active grants, cooperative agreements, and procurement contracts includes— (a) Only the Federal share of the funding under any Federal award with a recipient cost share or match; and (b) The value of all expected funding increments under a Federal award and options, even if not yet exercised. Page 11 of 11 en[ n r xa sr.ee...ne W.r.e o.e.nsixn f W. -9-1h A— sla.wauo�.a.w.. re.El. vnn•+�+ �+w.. xm[r r..o..xa u...o prvv .d C.nt.rvns. C.n..r SHE.Ff tiUu&(F � of �