HomeMy Public PortalAboutPKT-CC-2019-12-06217 East Center Street
Moab, Utah 84532-2534
Main Number (435) 259-5121
Fax Number (435) 259-4135
CITY OF
mcoApH
Memorandum
To: Councilmembers and Media
From: Mayor Emily S. Niehaus
Date: 12/3/2019
Re: Special City Council Meeting
Mayor: Emily S. Niehaus
Council: Tawny Knuteson-Boyd
Rani Derasary
Mike Duncan
Karen Guzman -
Newton
Kalen Jones
The City of Moab will hold a Special City Council Meeting on Friday, December 6, 2019 at 1o:oo a.m.
The purpose of this meeting will be:
1. Capital Improvement Plan Matrix Presentation
2. Budget Discussion
3. Executive (Closed) Session
Discussion of the Character, Professional Competence, or Physical or Mental
Health of an Individual or Individuals
Mayor Emily S. Niehaus
In compliance with the Americans with Disabilities Act, individuals needing special accommodations during this meeting should
notify the Recorder's Office at 217 East Center Street, Moab, Utah 84532; or phone (435) 259-5121 at least three (3) working days
prior to the meeting.
1
Moab City Council Agenda Item
Meeting Date: November 12, 2019
Title: Workshop of the draft Capital Project Prioritization Matrix
Date Submitted: November 6, 2019
Presenter: Rachel Stenta, Finance Director
Attachment(s):
1) Draft Capital Project Prioritization Matrix
2) Sample Project Scoring Sheets
Background/Summary:
At the City Council Workshop on September 9, 2019, an initial draft of the Capital
Projects Prioritization Matrix was presented as part of the overall Capital Projects
Planning Process. Since that time a committee was formed to analyze and refine the
rating matrix. Committee members are:
City Manager Assistant City Manager
Public Works Director Finance Director
City Engineer Streets Superintendent
Parks Superintendent Water Superintendent
Sewer Collection Superintendent Water Reclamation Facility Superintendent
Facilities Superintendent Fleet Superintendent
City Council Member
The committee has met three times to discuss and analyze the criteria as well as test the
rating matrix on existing projects to ensure its accuracy (project scoring sheets
attached).
The goal of the matrix is to establish individual project priority and ranking for
comparative analysis by utilizing a number of weighted criteria including:
Project Category Multiple Improvements
Strategic Alignment Risk Assessment
Financing Cost/Benefit (payback)
Service Levels Community and Economic Impact
Sustainability
As previously discussed, prioritization of capital projects is crucial to the financial
process of analyzing the annual debt repayment limit of the municipality and other
resource constraints. In order to provide direction to Council on the projects that
should take priority, staff and Council can utilize this evaluation tool to effectively
measure the need, impact, and financial viability of each project. The results of the
evaluation would allow Council and staff to assess projects in relation to one another
and establish the order and approximate time frame of implementation as resources
become available, i.e. debt capacity increases as existing loans mature.
2
It is recommended that all proposed capital projects that require external financing be
assessed using the Capital Projects Prioritization Matrix accompanied with a
supplementary financial analysis to determine the specific impact the project will have
on tax revenue allocations, user fees and the municipal tax rate, if applicable. This
would assist Council with an understanding of how a specific project ranks in relation to
other capital projects and the direct financial impact its implementation will have on
residents.
The draft Matrix is presented at this workshop for discussion and staff recommends
formal approval of a Matrix at the next City Council Meeting. The next step would then
be for a committee to evaluate each proposed capital project using the matrix and
determine a ranking for each project. A compiled list of all projects and their ranking
will then be brought forward to Council detailing the results of the evaluation and a
financial analysis for each project. Then the Council would have the opportunity to
evaluate the prioritized project list and formally adopt it, allowing staff to move forward
with pursuing funding and financing resources.
I look forward to discussing the draft Matrix with you at the workshop on November 12.
Appendix AProject:# Criteria DescriptionMax ValueScoring DescriptionAssigned ValueWeight Score100Essential Projects ‐ this category includes capital projects that have a legal, safety, regulatory or other mandated minimum requirement where not achieving these requirements would lead to legal action, fines, penalties or high risk of liability against the Municipality80Priority Projects ‐ this category includes projects required to maintain critical components in a state of good repair. These projects are not mandatory but will maintain critical infrastructure at current service levels.60Efficiency or Cost Savings Projects ‐ These projects have a positive breakeven over the life of the capital investment due to operational cost savings and will provide financial benefits in the future. 40State of Good Repair/Lifecycle ‐ This category includes projects that maintain existing capital infrastructure. These projects are not mandatory but if the project is not undertaken the current level of service/condition of the capital asset will decline. 20Improvement (non‐essential) ‐ This category includes: projects that will increase current service level; new facilities; expansion of existing facilities or new initiatives. 100Project will coordinate upgrades or replacements of other infrastructure (two or more)50Project will coordinate upgrades or replacements of other infrastructure (less than two)0Project will not coordinate upgrades or replacement of other infrastructure100Directly aligned with General Plan and/or a Master Plan50Indirectly linked to General Plan and/or a Master Plan0No alignment with any strategic goals100Significant impact50Moderate impact10Low impact0No impact00000DRAFTCity of MoabCapital Projects Prioritization Matrix4Risk AssessmentThe extent to which the project will address/mitigate risk to public health and/or occupational health and safety 15%20%Project Category5 categories of projects that support different classifications of projects which vary depending on importance and impact to the public 13Strategic AlignmentThe project’s alignment with strategic goals as set out in a departmental Master or Strategic Plan 10%020010%The project will coordinate upgrades to existing infrastructureMultiple ImprovementsMoab City Finance DepartmentC:\Users\rstenta\AppData\Roaming\Microsoft\Windows\Network Shortcuts\Capital Projects Prioritization Matrix working copyUpdated on: 11/6/2019
Appendix AProject:# Criteria DescriptionMax ValueScoring DescriptionAssigned ValueWeight ScoreDRAFTCity of MoabCapital Projects Prioritization Matrix100Financed entirely from external sources and must proceed immediately to leverage funds 90Financed entirely from external sources75Impact Fee eligible funding (sliding scale based on eligibility)5075% ‐ 100% of project financing is from external sources2525% ‐ 74% of project financing is from external sources10Less than 25% of project financing is from external sources0Financed entirely from debt, tax levy or tax levy funded reserves100Able to measure a positive ROI with a payback period of less than 7 years50Able to measure a positive ROI with a payback period of greater than 7 years0ROI difficult to measure100Addresses a current service level deficiency so level of service standard is achieved 50Increases level of service0Has no impact on service level100Generates a significant economic benefit to the local economy50Generates a moderate economic benefit for the local economy10Limited, minimal or no economic benefit for the local economy100Aligns with several sustainability goals50Aligns with one sustainability goal0Will not further sustainability goalsTotal: 100%000000000005Financing15%7Service LevelsImpact on the service levels to the public as a result of the project10%6Cost/Benefit (payback) includes legacy costs, operational costs and energy savings costsProject will generate cost savings and/or revenue enhancements that will provide a positive return on investment (ROI)10%8Community and Economic ImpactImpact on businesses and economy in terms of revenue generation (job creation, assessment growth, tourism etc.) 5%9SustainabilityThe extent to which the project will further City/Community Sustainability Goals5%Moab City Finance DepartmentC:\Users\rstenta\AppData\Roaming\Microsoft\Windows\Network Shortcuts\Capital Projects Prioritization Matrix working copyUpdated on: 11/6/2019
Appendix AProject:# Criteria DescriptionMax ValueScoring DescriptionAssigned ValueWeight Score100Essential Projects ‐ this category includes capital projects that have a legal, safety, regulatory or other mandated minimum requirement where not achieving these requirements would lead to legal action, fines, penalties or high risk of liability against the Municipality80Priority Projects ‐ this category includes projects required to maintain critical components in a state of good repair. These projects are not mandatory but will maintain critical infrastructure at current service levels.60Efficiency or Cost Savings Projects ‐ These projects have a positive breakeven over the life of the capital investment due to operational cost savings and will provide financial benefits in the future. 40State of Good Repair/Lifecycle ‐ This category includes projects that maintain existing capital infrastructure. These projects are not mandatory but if the project is not undertaken the current level of service/condition of the capital asset will decline. 20Improvement (non‐essential) ‐ This category includes: projects that will increase current service level; new facilities; expansion of existing facilities or new initiatives. 100Project will coordinate upgrades or replacements of other infrastructure (two or more)50Project will coordinate upgrades or replacements of other infrastructure (less than two)0Project will not coordinate upgrades or replacement of other infrastructure100Directly aligned with General Plan and/or a Master Plan50Indirectly linked to General Plan and/or a Master Plan0No alignment with any strategic goals100Significant impact50Moderate impact10Low impact0No impact2100 1010%The project will coordinate upgrades to existing infrastructureMultiple ImprovementsDRAFTCity of MoabCapital Projects Prioritization Matrix4Risk AssessmentThe extent to which the project will address/mitigate risk to public health and/or occupational health and safety 15%20%Project Category5 categories of projects that support different classifications of projects which vary depending on importance and impact to the public 13Strategic AlignmentThe project’s alignment with strategic goals as set out in a departmental Master or Strategic Plan 10%20100 West Reconstruction (Sewer, Street, Water, Storm Water)100100 1015100Moab City Finance DepartmentC:\Users\rstenta\AppData\Roaming\Microsoft\Windows\Network Shortcuts\Capital Projects Prioritization Matrix working copyUpdated on: 11/6/2019
Appendix AProject:# Criteria DescriptionMax ValueScoring DescriptionAssigned ValueWeight ScoreDRAFTCity of MoabCapital Projects Prioritization Matrix100 West Reconstruction (Sewer, Street, Water, Storm Water)100Financed entirely from external sources and must proceed immediately to leverage funds 90Financed entirely from external sources75Impact Fee eligible funding (sliding scale based on eligibility)5075% ‐ 100% of project financing is from external sources2525% ‐ 74% of project financing is from external sources10Less than 25% of project financing is from external sources0Financed entirely from debt, tax levy or tax levy funded reserves100Able to measure a positive ROI with a payback period of less than 7 years50Able to measure a positive ROI with a payback period of greater than 7 years0ROI difficult to measure100Addresses a current service level deficiency so level of service standard is achieved 50Increases level of service0Has no impact on service level100Generates a significant economic benefit to the local economy50Generates a moderate economic benefit for the local economy10Limited, minimal or no economic benefit for the local economy100Aligns with several sustainability goals50Aligns with one sustainability goal0Will not further sustainability goalsTotal: 100%78.758Community and Economic ImpactImpact on businesses and economy in terms of revenue generation (job creation, assessment growth, tourism etc.) 5%9SustainabilityThe extent to which the project will further City/Community Sustainability Goals5%5Financing15%7Service LevelsImpact on the service levels to the public as a result of the project10%6Cost/Benefit (payback) includes legacy costs, operational costs and energy savings costsProject will generate cost savings and/or revenue enhancements that will provide a positive return on investment (ROI)10%2.5502.5503.752555010100Moab City Finance DepartmentC:\Users\rstenta\AppData\Roaming\Microsoft\Windows\Network Shortcuts\Capital Projects Prioritization Matrix working copyUpdated on: 11/6/2019
Appendix AProject:# Criteria DescriptionMax ValueScoring DescriptionAssigned ValueWeight Score100Essential Projects ‐ this category includes capital projects that have a legal, safety, regulatory or other mandated minimum requirement where not achieving these requirements would lead to legal action, fines, penalties or high risk of liability against the Municipality80Priority Projects ‐ this category includes projects required to maintain critical components in a state of good repair. These projects are not mandatory but will maintain critical infrastructure at current service levels.60Efficiency or Cost Savings Projects ‐ These projects have a positive breakeven over the life of the capital investment due to operational cost savings and will provide financial benefits in the future. 40State of Good Repair/Lifecycle ‐ This category includes projects that maintain existing capital infrastructure. These projects are not mandatory but if the project is not undertaken the current level of service/condition of the capital asset will decline. 20Improvement (non‐essential) ‐ This category includes: projects that will increase current service level; new facilities; expansion of existing facilities or new initiatives. 100Project will coordinate upgrades or replacements of other infrastructure (two or more)50Project will coordinate upgrades or replacements of other infrastructure (less than two)0Project will not coordinate upgrades or replacement of other infrastructure100Directly aligned with General Plan and/or a Master Plan50Indirectly linked to General Plan and/or a Master Plan0No alignment with any strategic goals100Significant impact50Moderate impact10Low impact0No impact20010%The project will coordinate upgrades to existing infrastructureMultiple ImprovementsDRAFTCity of MoabCapital Projects Prioritization Matrix4Risk AssessmentThe extent to which the project will address/mitigate risk to public health and/or occupational health and safety 15%20%Project Category5 categories of projects that support different classifications of projects which vary depending on importance and impact to the public 13Strategic AlignmentThe project’s alignment with strategic goals as set out in a departmental Master or Strategic Plan 10%4Aggie Boulevard (Street, Sidewalk, Water, Sewer, Storm Drainage)20100 1000Moab City Finance DepartmentC:\Users\rstenta\AppData\Roaming\Microsoft\Windows\Network Shortcuts\Capital Projects Prioritization Matrix working copyUpdated on: 11/6/2019
Appendix AProject:# Criteria DescriptionMax ValueScoring DescriptionAssigned ValueWeight ScoreDRAFTCity of MoabCapital Projects Prioritization MatrixAggie Boulevard (Street, Sidewalk, Water, Sewer, Storm Drainage)100Financed entirely from external sources and must proceed immediately to leverage funds 90Financed entirely from external sources75Impact Fee eligible funding (sliding scale based on eligibility)5075% ‐ 100% of project financing is from external sources2525% ‐ 74% of project financing is from external sources10Less than 25% of project financing is from external sources0Financed entirely from debt, tax levy or tax levy funded reserves100Able to measure a positive ROI with a payback period of less than 7 years50Able to measure a positive ROI with a payback period of greater than 7 years0ROI difficult to measure100Addresses a current service level deficiency so level of service standard is achieved 50Increases level of service0Has no impact on service level100Generates a significant economic benefit to the local economy50Generates a moderate economic benefit for the local economy10Limited, minimal or no economic benefit for the local economy100Aligns with several sustainability goals50Aligns with one sustainability goal0Will not further sustainability goalsTotal: 100%41.58Community and Economic ImpactImpact on businesses and economy in terms of revenue generation (job creation, assessment growth, tourism etc.) 5%9SustainabilityThe extent to which the project will further City/Community Sustainability Goals5%5Financing15%7Service LevelsImpact on the service levels to the public as a result of the project10%6Cost/Benefit (payback) includes legacy costs, operational costs and energy savings costsProject will generate cost savings and/or revenue enhancements that will provide a positive return on investment (ROI)10%510051007.550550550Moab City Finance DepartmentC:\Users\rstenta\AppData\Roaming\Microsoft\Windows\Network Shortcuts\Capital Projects Prioritization Matrix working copyUpdated on: 11/6/2019
Appendix AProject:# Criteria DescriptionMax ValueScoring DescriptionAssigned ValueWeight Score100Essential Projects ‐ this category includes capital projects that have a legal, safety, regulatory or other mandated minimum requirement where not achieving these requirements would lead to legal action, fines, penalties or high risk of liability against the Municipality80Priority Projects ‐ this category includes projects required to maintain critical components in a state of good repair. These projects are not mandatory but will maintain critical infrastructure at current service levels.60Efficiency or Cost Savings Projects ‐ These projects have a positive breakeven over the life of the capital investment due to operational cost savings and will provide financial benefits in the future. 40State of Good Repair/Lifecycle ‐ This category includes projects that maintain existing capital infrastructure. These projects are not mandatory but if the project is not undertaken the current level of service/condition of the capital asset will decline. 20Improvement (non‐essential) ‐ This category includes: projects that will increase current service level; new facilities; expansion of existing facilities or new initiatives. 100Project will coordinate upgrades or replacements of other infrastructure (two or more)50Project will coordinate upgrades or replacements of other infrastructure (less than two)0Project will not coordinate upgrades or replacement of other infrastructure100Directly aligned with General Plan and/or a Master Plan50Indirectly linked to General Plan and/or a Master Plan0No alignment with any strategic goals100Significant impact50Moderate impact10Low impact0No impact20010%The project will coordinate upgrades to existing infrastructureMultiple ImprovementsDRAFTCity of MoabCapital Projects Prioritization Matrix4Risk AssessmentThe extent to which the project will address/mitigate risk to public health and/or occupational health and safety 15%20%Project Category5 categories of projects that support different classifications of projects which vary depending on importance and impact to the public 13Strategic AlignmentThe project’s alignment with strategic goals as set out in a departmental Master or Strategic Plan 10%4Center Street Gym ADA Improvements (CDBG Project)20007.550Moab City Finance DepartmentC:\Users\rstenta\AppData\Roaming\Microsoft\Windows\Network Shortcuts\Capital Projects Prioritization Matrix working copyUpdated on: 11/6/2019
Appendix AProject:# Criteria DescriptionMax ValueScoring DescriptionAssigned ValueWeight ScoreDRAFTCity of MoabCapital Projects Prioritization MatrixCenter Street Gym ADA Improvements (CDBG Project)100Financed entirely from external sources and must proceed immediately to leverage funds 90Financed entirely from external sources75Impact Fee eligible funding (sliding scale based on eligibility)5075% ‐ 100% of project financing is from external sources2525% ‐ 74% of project financing is from external sources10Less than 25% of project financing is from external sources0Financed entirely from debt, tax levy or tax levy funded reserves100Able to measure a positive ROI with a payback period of less than 7 years50Able to measure a positive ROI with a payback period of greater than 7 years0ROI difficult to measure100Addresses a current service level deficiency so level of service standard is achieved 50Increases level of service0Has no impact on service level100Generates a significant economic benefit to the local economy50Generates a moderate economic benefit for the local economy10Limited, minimal or no economic benefit for the local economy100Aligns with several sustainability goals50Aligns with one sustainability goal0Will not further sustainability goalsTotal: 100%28.258Community and Economic ImpactImpact on businesses and economy in terms of revenue generation (job creation, assessment growth, tourism etc.) 5%9SustainabilityThe extent to which the project will further City/Community Sustainability Goals5%5Financing15%7Service LevelsImpact on the service levels to the public as a result of the project10%6Cost/Benefit (payback) includes legacy costs, operational costs and energy savings costsProject will generate cost savings and/or revenue enhancements that will provide a positive return on investment (ROI)10%0.5102.5503.75250010100Moab City Finance DepartmentC:\Users\rstenta\AppData\Roaming\Microsoft\Windows\Network Shortcuts\Capital Projects Prioritization Matrix working copyUpdated on: 11/6/2019
Appendix AProject:# Criteria DescriptionMax ValueScoring DescriptionAssigned ValueWeight Score100Essential Projects ‐ this category includes capital projects that have a legal, safety, regulatory or other mandated minimum requirement where not achieving these requirements would lead to legal action, fines, penalties or high risk of liability against the Municipality80Priority Projects ‐ this category includes projects required to maintain critical components in a state of good repair. These projects are not mandatory but will maintain critical infrastructure at current service levels.60Efficiency or Cost Savings Projects ‐ These projects have a positive breakeven over the life of the capital investment due to operational cost savings and will provide financial benefits in the future. 40State of Good Repair/Lifecycle ‐ This category includes projects that maintain existing capital infrastructure. These projects are not mandatory but if the project is not undertaken the current level of service/condition of the capital asset will decline. 20Improvement (non‐essential) ‐ This category includes: projects that will increase current service level; new facilities; expansion of existing facilities or new initiatives. 100Project will coordinate upgrades or replacements of other infrastructure (two or more)50Project will coordinate upgrades or replacements of other infrastructure (less than two)0Project will not coordinate upgrades or replacement of other infrastructure100Directly aligned with General Plan and/or a Master Plan50Indirectly linked to General Plan and/or a Master Plan0No alignment with any strategic goals100Significant impact50Moderate impact10Low impact0No impact2100 1010%The project will coordinate upgrades to existing infrastructureMultiple ImprovementsDRAFTCity of MoabCapital Projects Prioritization Matrix4Risk AssessmentThe extent to which the project will address/mitigate risk to public health and/or occupational health and safety 15%20%Project Category5 categories of projects that support different classifications of projects which vary depending on importance and impact to the public 13Strategic AlignmentThe project’s alignment with strategic goals as set out in a departmental Master or Strategic Plan 10%20Kane Creek Boulevard (Street, Sewer, Storm, Sidewalk)100100 1015100Moab City Finance DepartmentC:\Users\rstenta\AppData\Roaming\Microsoft\Windows\Network Shortcuts\Capital Projects Prioritization Matrix working copyUpdated on: 11/6/2019
Appendix AProject:# Criteria DescriptionMax ValueScoring DescriptionAssigned ValueWeight ScoreDRAFTCity of MoabCapital Projects Prioritization MatrixKane Creek Boulevard (Street, Sewer, Storm, Sidewalk)100Financed entirely from external sources and must proceed immediately to leverage funds 90Financed entirely from external sources75Impact Fee eligible funding (sliding scale based on eligibility)5075% ‐ 100% of project financing is from external sources2525% ‐ 74% of project financing is from external sources10Less than 25% of project financing is from external sources0Financed entirely from debt, tax levy or tax levy funded reserves100Able to measure a positive ROI with a payback period of less than 7 years50Able to measure a positive ROI with a payback period of greater than 7 years0ROI difficult to measure100Addresses a current service level deficiency so level of service standard is achieved 50Increases level of service0Has no impact on service level100Generates a significant economic benefit to the local economy50Generates a moderate economic benefit for the local economy10Limited, minimal or no economic benefit for the local economy100Aligns with several sustainability goals50Aligns with one sustainability goal0Will not further sustainability goalsTotal: 100%798Community and Economic ImpactImpact on businesses and economy in terms of revenue generation (job creation, assessment growth, tourism etc.) 5%9SustainabilityThe extent to which the project will further City/Community Sustainability Goals5%5Financing15%7Service LevelsImpact on the service levels to the public as a result of the project10%6Cost/Benefit (payback) includes legacy costs, operational costs and energy savings costsProject will generate cost savings and/or revenue enhancements that will provide a positive return on investment (ROI)10%2.55051001.51055010100Moab City Finance DepartmentC:\Users\rstenta\AppData\Roaming\Microsoft\Windows\Network Shortcuts\Capital Projects Prioritization Matrix working copyUpdated on: 11/6/2019