HomeMy WebLinkAboutPACKET Town Board 2020-01-14The Mission of the Town of Estes Park is to provide high-quality, reliable services
for the benefit of our citizens, guests, and employees, while being good stewards
of public resources and our natural setting.
The Town of Estes Park will make reasonable accommodations for access to Town services,
programs, and activities and special communication arrangements for persons with disabilities.
Please call (970) 577-4777. TDD available.
BOARD OF TRUSTEES - TOWN OF ESTES PARK
Tuesday, January 14, 2020
7:00 p.m.
PLEDGE OF ALLEGIANCE.
(Any person desiring to participate, please join the Board in the Pledge of Allegiance).
AGENDA APPROVAL.
PUBLIC COMMENT. (Please state your name and address).
TOWN BOARD COMMENTS / LIAISON REPORTS.
TOWN ADMINISTRATOR REPORT.
CONSENT AGENDA:
1. Bills.
2. Town Board Minutes dated December 10, 2019.
3. Resolution 01-20 Public Posting Area Designation.
4. Resolution 02-20 Setting a Public Hearing date of January 28, 2020 for a Change of
Location for a Hotel & Restaurant Liquor License held by Twin Owls Inc. dba The Twin
Owls Steakhouse from 800 MacGregor Ave to 3110 South St. Vrain Ave, Estes Park,
CO 80517.
5. Resolution 03-20 Setting a Public Hearing date of January 28, 2020 for a New Hotel
and Restaurant Liquor License filed by Black Canyon Catering, Inc., dba The
Homestead, 800 MacGregor Ave, Estes Park, CO 80517.
6. Resolution 04-20 Setting a Public Hearing date of January 28, 2020 for a New Hotel
and Restaurant Liquor License for Way Finder Inc. dba Way Finder, 900 Moraine Ave.
Unit 301, Estes Park, CO 80517.
7. Resolution 05-20 Setting a Public Hearing date of January 28, 2020 for a New Tavern
Liquor License for Estes Park Post No. 119, American Legion dba Estes Park Post No.
119, American Legion, 850 North Saint Vrain Ave, Estes Park, CO 80517.
ACTION ITEMS:
1. RESOLUTION 06-20 – 2020 SUPPLEMENTAL BUDGET APPROPRIATIONS.
Director Hudson.
Amend budget for contracted building inspection services.
2. RESOLUTION 07-20 – 2020 SUPPLEMENTAL BUDGET APPROPRIATIONS.
Director Hudson.
Formation of Parking Services Fund to implement paid parking.
Prepared 01-03-2020
*Revised
1 1
NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was
prepared.
3. REVISIONS TO THE INTERGOVERNMENTAL AGREEMENTS WITH THE ESTES
VALLEY LIBRARY DISTRICT. Director Hudson.
Approve amended intergovernmental agreements between the Town and the Library
District for accounting services and employee benefit participation.
4. PROFESSIONAL SERVICES CONTRACT WITH SAFEBUILT COLORADO, LLC
FOR BUILDING SAFETY SERVICES, 2020. Director Hunt.
Review building safety services for 2020.
5. PROFESSIONAL SERVICES CONTRACT WITH THE CAR PARK FOR
MANAGEMENT OF THE TOWN’S PUBLIC PARKING FACILITIES. Manager
Solesbee and Director Muhonen.
Contract with The Car Park to manage free and paid parking in Estes Park as outlined
in Ordinance 30-19 and Resolution 37-19.
REPORTS AND DISCUSSION ITEMS:
1. LAND USE PLANNING IGA WITH LARIMER COUNTY. Town Administrator
Machalek.
Discussion of Board direction in pursuing Land Use Planning IGA options.
ADJOURN.
2 2
Town of Estes Park, Larimer County, Colorado, December 10, 2019
Minutes of a Regular meeting of the Board of Trustees of the Town of Estes
Park, Larimer County, Colorado. Meeting held in the Town Hall in said Town of
Estes Park on the 10th day of December, 2019.
Present: Ron Norris, Mayor Pro Tem
Trustees Carlie Bangs
Eric Blackhurst
Marie Cenac
Patrick Martchink
Ken Zornes
Also Present: Travis Machalek, Town Administrator
Dan Kramer, Town Attorney
Kimberly Disney, Recording Secretary
Absent: Todd Jirsa, Mayor
Mayor Pro Tem Norris called the meeting to order at 7:00 p.m. and all desiring to do so,
recited the Pledge of Allegiance.
AGENDA APPROVAL.
It was moved and seconded (Martchink/Cenac) to approve the Agenda, and it passed
unanimously.
PUBLIC COMMENTS.
None.
TOWN BOARD COMMENTS
Trustee Blackhurst stated the Citizens Police Academy would be held January 27, 2020
to February 27, 2020 and encouraged interested citizens to attend.
Trustee Cenac attended the National Final Rodeo in Las Vegas and thanked Rooftop
Rodeo Chairman Mark Purdy for his leadership on the rodeo.
Mayor Pro Tem Norris stated work on the Intergovernmental Agreement with Larimer
County continues to progress with an update expected in January 2020. On December
19, 2019, Mayor Pro Tem Norris and Town Administrator Machalek would attend the
Fourth Quarter Regional Elected Officials meeting where regional housing issue would
be discussed.
TOWN ADMINISTRATOR REPORT.
Town Administrator Machalek stated the Larimer County Child Care Steering Committee
met and continued work on a county wide child care strategic plan.
As the Study Session was cancelled, Town Administrator Machalek stated the Downtown
Estes Loop Quarterly Update would be January 14, 2020 and the Facilities Master Plan
would be February 11, 2020.
Trustee Bangs arrived at 7:07 p.m.
CONSENT AGENDA:
1. Bills.
2. Town Board Minutes dated December 2, 2019 and Town Board Study Session
Minutes dated December 2, 2019.
3. Estes Valley Board of Adjustment Minutes dated October 1, 2019
(Acknowledgement Only).DRAFT3 3
Board of Trustees – December 10, 2019 – Page 2
4. Transportation Advisory Board Minutes dated October 16, 2019
(Acknowledgement Only).
5. Parks Advisory Board Minutes dated September 19, 2019 (Acknowledgement
Only).
6. Acknowledging receipt of Platte River Power Authority Resolution 07-19 and
Revised Board Policy 101, Division of Responsibilities.
7. Estes Park Board of Appeals Reappointment of Amy Plummer for a term expiring
December 31, 2024.
8. Estes Valley Planning Commission Appointment of Matthew Comstock for a term
expiring December 31, 2022.
9. Local Marketing District Board Reappointment of Todd Jirsa for a term expiring
April 28, 2020.
It was moved and seconded (Blackhurst/Zornes) to approve the Consent Agenda,
and it passed unanimously.
REPORTS & DISCUSSION ITEMS: (Outside Entities).
1. 100 YEARS: A CELEBRATION OF WOMEN COMMITTEE UPDATE.
Jean McGuire and Kent Smith presented an update on the 100 Years: A
Celebration of Women Committee. They highlighted the history of Women’s
Suffrage, stakeholders in the celebration, planned events, and additional ideas
being planned including the 100 Years: 100 Women project. Trustees requested
clarification on the 100 Years: 100 Women project and discussed fundraising.
ACTION ITEMS:
1. RESOULTION 45-19 SUPPLEMENTAL BUDGET APPROPRIATIONS.
Mayor Pro Tem Norris opened the public hearing and Director Hudson presented
Resolution 45-19 to amend the 2019 Budget for additional projects and activities
not included in the original budget. The supplemental budget appropriations
includes fund appropriation for the 2019 Power and Communications Fund
Revenue Bond (Broadband financing) and other final year amendments including
increases to the General Fund, Emergency Response Fund, Community Center
Fund, and Fleet Maintenance Fund. Mayor Pro Tem Norris closed the public
hearing and it was moved and seconded (Cenac/Bangs) to approve Resolution
45-19, and it passed unanimously.
2. RESOLUTION 46-19 SUPPORTING THE GRANT APPLICATION FOR A
LOCAL PARKS AND OUTDOOR RECREATION GRANT FROM THE STATE
BOARD OF THE GREAT OUTDOORS COLORADO (GOCO) TRUST FUND
AND THE COMPLETION OF THE THUMB OPEN SPACE. Town Administrator
Machalek presented Resolution 46-19 supporting the GOCO grant application for
the Thumb Open Space. He provided background on the land to be included in the
open space and the application process, and highlighted budget implications,
creation of a management plan, and public input. Trustees discussed the timeline
and obligation of accepting the grant should it be awarded to the town, the timeline
of implementing a management plan and useage limitations, closing date on the
property, risk assessment and mitigation, stakeholders, recreational uses in
residential zoning districts, and current conservation easements.
Jeanne Allen/Town citizen, Larry Allen/Town citizen, and Angie Kochlar/County
citizen spoke against the Thumb Open Space regarding traffic congestion,
increased activity levels, inacting a management plan prior to acquisition,
budgetary constraints of maintenance and enforcement, infrastructure needs,
potential use of drones, limited oversight, privacy, access for first responders,
trespassing on private property, and clear signage. DRAFT4 4
Board of Trustees – December 10, 2019 – Page 3
Mark Purdy/Town citizen, Mike Caldwell/Town citizen, Ben Ferree/County citizen,
Steve Johnson/County citizen, Easton Warren/Town citizen, Nathan
Welton/County citizen, Rannveig Aamodt/County citizen, Dustin Dyer/Town
citizen, Bronson MacDonald/County citizen, Zack Zehr/Town citizen, Carson
Zehr/Town citizen, Daniel Crist/County citizen, Josh Wharton/County citizen,
Jesse Dunn/Town citizen, and Russell Hunter/Town citizen spoke in favor of the
Thumb Open Space regarding historical significance of area, family recreation,
partnership with The Access Fund and other stakeholders, uniqueness of the area,
education, proximity to Rocky Mountain National Park, conservation, and
stewardship.
It was moved and seconded (Martchink/Cenac) to approve Resolution 46-19,
and it passed with Trustee Blackhurst voting “no”.
3. RESOLUTION 47-19 SETTING THE APRIL 7, 2020 MUNICIPAL ELECTION.
Town Clerk Williamson provided results of the December 10, 2019 Special
Election. She presented Resolution 47-19 setting the regular Municipal Election
for April 7, 2020 and assigning the Town Clerk as the Designated Election Official
(DEO) for the election. It was moved and seconded (Blackhurst/Zornes) to
approve Resolution 47-19, and it passed unanimously.
4. ORDINANCE 33-19 AUTHORIZING THE TOWN OF ESTES PARK TO LEASE A
PORTION OF STANLEY PARK TO THE ESTES VALLEY RECREATION AND
PARK DISTRICT (EVRPD). Mayor Pro Tem Norris opened the public hearing and
Town Administrator Machalek presented Ordinance 33-19. The Town currently
leases approximately 27 acres of Stanley Park to EVRPD for construction,
maintenance, and operation of recreation facilities. The proposed lease would be
a 10-year term and includes provisions related to use as stated in the F.O. Stanley
Deed. Trustees requested clarification of included land in the lease and Mayor Pro
Tem Norris closed the public hearing. It was moved and seconded
(Zornes/Bangs) to approve Ordinance 33-19, and it passed unanimously.
Whereupon Mayor Jirsa adjourned the meeting at 8:57 p.m.
Todd Jirsa, Mayor
Kimberly Disney, Recording Secretary DRAFT5 5
6 6
RESOLUTION 01-20
PUBLIC POSTING AREA DESIGNATION
WHEREAS, Section 24-6-402(2)(c)(I) of the “Colorado Sunshine Act of 1972” as
amended, requires a municipality to designate a public place to post notices of its
meetings, and
WHEREAS, House Bill 19-1087 amended Section 24-6-402(2)(c)(II) to transition
from posting physical notices of public meetings in physical locations to posting notices
on a website, social media account, or other official online presence, and
WHEREAS, pursuant to subsection 24-6-402(2)(c)(III) if exigent or emergency
circumstances prevent the online posting at such location, public notice shall be
physically posted outside of Room 150 in Estes Park Town Hall, and
WHEREAS, as a courtesy for the citizens and visitors of the Town, notices will continue
to be posted in Town Hall.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
THE TOWN OF ESTES PARK, COLORADO:
1. That www.estes.org/boardsandmeetings of the Town’s website and the
lobby area immediately adjacent to Room 150 in Estes Park Town Hall,
located at 170 MacGregor Avenue, Estes Park, Colorado, is hereby
designated as the Public Place for Posting Notices of Town Meetings.
DATED this day of , 2020.
TOWN OF ESTES PARK
Mayor
ATTEST:
Town Clerk
APPROVED AS TO FORM:
Town Attorney
7 7
8 8
RESOLUTION 02-20
SETTING THE PUBLIC HEARING FOR A CHANGE OF LOCATION OF A
HOTEL & RESTAURANT LIQOUR LICENSE APPLICATION FOR
TWIN OWLS INC. DBA THE TWIN OWLS STEAKHOUSE
BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES
PARK, COLORADO:
That the filing date of the application for a Change of Location for a Hotel & Restaurant
Liquor License, filed by Twin Owls Inc. dba The Twin Owls Steakhouse, from 800 MacGregor
Avenue, Estes Park, Colorado, to 3110 South St. Vrain Avenue, Estes Park, Colorado, is
December 5, 2019.
It is hereby ordered that a public hearing on said application shall be held in the Board
Room of the Municipal Building, 170 MacGregor Avenue, on Tuesday, January 28, 2020, at
7:00 P.M., and that the neighborhood boundaries for the purpose of said application and
hearing shall be the area included within a radius of 4.60 miles, as measured from the center
of the applicant's property.
DATED this day of , 2020.
TOWN OF ESTES PARK
Mayor
ATTEST:
Town Clerk
APPROVED AS TO FORM:
Town Attorney
9 9
10 10
RESOLUTION 03-20
SETTING THE PUBLIC HEARING FOR A NEW HOTEL & RESTAURANT LIQUOR
LICENSE APPLICATION FOR BLACK CANYON CATERING, INC., DBA THE
HOMESTEAD
BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES
PARK, COLORADO:
That the filing date of the application for a New Hotel & Restaurant Liquor License,
filed by Black Canyon Catering, Inc., dba The Homestead, 800 MacGregor Avenue, Estes
Park, Colorado, is December 31, 2019.
It is hereby ordered that a public hearing on said application shall be January 28,
2020, at 7:00 P.M., and that the neighborhood boundaries for the purpose of said application
and hearing shall be the area included within a radius of 4.60 miles, as measured from the
center of the applicant's property.
DATED this day of , 2020.
TOWN OF ESTES PARK
Mayor
ATTEST:
Town Clerk
APPROVED AS TO FORM:
Town Attorney
11 11
12 12
RESOLUTION 04-20
SETTING THE PUBLIC HEARING FOR A NEW HOTEL & RESTAURANT LIQOUR
LICENSE APPLICATION FOR WAY FINDER INC DBA WAY FINDER
BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES
PARK, COLORADO:
That the filing date of the application for a New Hotel & Restaurant Liquor License,
filed by Way Finder Inc. dba Way Finder, 900 Moraine Avenue, Unit 301, Estes Park,
Colorado, is December 20, 2019.
It is hereby ordered that a public hearing on said application shall be January 28,
2020, at 7:00 P.M., and that the neighborhood boundaries for the purpose of said application
and hearing shall be the area included within a radius of 4.7 miles, as measured from the
center of the applicant's property.
DATED this day of , 2020.
TOWN OF ESTES PARK
Mayor
ATTEST:
Town Clerk
APPROVED AS TO FORM:
Town Attorney
13 13
14 14
RESOLUTION 05-20
SETTING THE PUBLIC HEARING FOR A NEW TAVERN LIQOUR LICENSE
APPLICATION FOR ESTES PARK POST NO. 119, AMERICAN LEGION DBA ESTES
PARK POST NO. 119, AMERICAN LEGION
BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES
PARK, COLORADO:
That the filing date of the application for a New Tavern Liquor License, filed by Estes
Park Post No. 119, American Legion dba Estes Park Post No. 119, American Legion, 850
North Saint Vrain, Estes Park, Colorado, is December 6, 2019.
It is hereby ordered that a public hearing on said application shall be January 28,
2020, at 7:00 P.M., and that the neighborhood boundaries for the purpose of said application
and hearing shall be the area included within a radius of 4.7 miles, as measured from the
center of the applicant's property.
DATED this day of , 2020.
TOWN OF ESTES PARK
Mayor
ATTEST:
Town Clerk
APPROVED AS TO FORM:
Town Attorney
15 15
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FINANCE DEPARTMENT Memo
To: Honorable Mayor Jirsa
Board of Trustees
Through: Town Administrator Machalek
From: Finance Director Hudson
Date: January 14, 2020
RE: Resolution 06-20 – 2020 Supplemental Budget Appropriations
(Mark all that apply)
PUBLIC HEARING ORDINANCE LAND USE
CONTRACT/AGREEMENT RESOLUTION OTHER______________
QUASI-JUDICIAL YES NO
Objective:
Amend the 2020 budget to reflect changes needed to contract with SafeBuilt to provide
building inspection services in lieu of hiring Town staff to perform these services as
detailed below.
Present Situation:
The following summarizes the proposed changes by Fund.
General Fund: Decrease $1,440
The net impact of converting the Building Safety Division of the Community
Development Department to a contracted service results in a very minor reduction of
appropriations and reallocation of the vehicles currently used within the Division.
Personnel costs appropriated within the Building Safety Division are reduced and the
contracted services line item is increased to cover this new arrangement.
Two vehicles were appropriated within the Building Safety Division and will no longer be
necessary since the contractor will use their own vehicles. The 2016 Subaru Forester
will be transferred to the Planning Division of the Community Development Department
and the 2014 Ford Explorer will be transferred to the Police Department.
The net effect of these changes is a reduction in the General Fund appropriations of
$1,440.
Proposal:
To complete these items, the moneys must be appropriated within the proper funds.
The attached budget resolution provides for the required appropriations.
17 17
Advantages:
This amendment will allow the Building Safety Division operations to be contracted out
in a more cost efficient manner than paying for temporary contracted services to cover
the personnel vacancies experienced for much of 2019. This transition is largely cost
neutral as indicated by the very small impact to the overall General Fund budget.
Disadvantages:
No significant disadvantages have been identified.
Action Recommended:
Staff recommends approval of the supplemental budget resolution as presented.
Finance/Resource Impact:
After reflecting these changes, the General Fund is projected to end 2020 with a 29.9%
fund balance. Each fund is expected to end 2020 with a positive fund balance as well.
Level of Public Interest
The amount of public interest in these amendments is expected to be minimal. No
communication from the public has been received regarding these amendments.
Sample Motion:
I move for the approval/denial of Resolution 06-20 Supplemental Budget
Appropriations to the 2020 Budget.
Attachments:
Attachment A – Resolution 06-20 Supplemental Budget Appropriations to the 2020
Budget
Attachment B – Recap of proposed Budget Amendments and supporting schedules
18 18
RESOLUTION 06-20
SUPPLEMENTAL BUDGET APPROPRIATIONS TO THE 2020 BUDGET
WHEREAS, the Board of Trustees of the Town of Estes Park has adopted the 2020
annual budget in accordance with the Local Government Budget Law on November 26th, 2019;
and
WHEREAS, additional projects and activities have been identified that were not known or
included in the original annual budget; and
WHEREAS, it is not only required by law, but also necessary to appropriate the revenues
provided in the budget to and for the purposes described below, so as not to impair the
operations of the Town of Estes Park.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE
TOWN OF ESTES PARK, COLORADO:
That the appropriations be decreased by $1,440 for the funds specified below and these
amounts are hereby appropriated from additional revenue or available fund balance of each
fund.
Fund
#
Fund Name Existing
Appropriations
Amendment Amended
Appropriations
101 General Fund 22,891,816 (1,440) 22,890,376
204 Community Reinvestment Fund 4,132,333 0 4,132,333
211 Conservation Trust Fund 31,678 0 31,678
220 Larimer County Open Space Fund 596,027 0 596,027
236 Emergency Response System Fund 51,544 0 51,544
238 Community Center Fund 837,327 0 837,327
244 Trails Fund 930,419 0 930,419
260 Street Fund 2,063,935 0 2,063,935
502 Power and Communications Fund 20,829,385 0 20,829,385
503 Water Fund 7,383,764 0 7,383,764
606 Medical Insurance Fund 2,493,000 0 2,493,000
612 Fleet Maintenance Fund 858,541 0 858,541
625 Information Technology Fund 879,656 0 879,656
635 Vehicle Replacement Fund 176,450 0 176,450
645 Risk Management Fund 307,344 0 307,344
Total All Funds 64,463,219 (1,440) 64,461,779
19 19
DATED this day of , 2020.
TOWN OF ESTES PARK
Mayor
ATTEST:
Town Clerk
APPROVED AS TO FORM:
Town Attorney
20 20
TOWN OF ESTES PARKBUDGET RECAP BY FUNDFOR YEAR ENDED 12-31-2020BUDGET AMENDMENT #1101204211220236238244260GENERAL FUNDCOMMUNITY REINVESTMENT CONSERVATION TRUSTLARIMER COUNTY OPEN SPACEEMERGENCY RESPONSECOMMUNITY CENTERTRAILSSTREETRevenues$22,232,893 $4,134,333$32,300$660,500$83,983$837,327$921,263 $2,049,585Expenses22,890,376 4,132,33331,678596,02751,544837,327930,419 2,063,935Net(657,483)2,00062264,47332,4390(9,156)(14,350)Estimated Beginning Fund Balance, 1/1/206,693,637071,227107,906112,27419,94819,581583,022Estimated Ending Fund Balance, 12/31/20$6,036,154$2,000$71,849$172,379$144,713$19,948$10,425$568,672Budgeted Reserves Thumb Open Space Reserve- - 70,000 171,700 - - - - Pkg Garage Maint Reserve 101-1700-417-37-9924,000 - - - - - - - Nonspendable Prepaid Fund Bal & Restr Donations122,000 - - - - - - - Policy 660 Fund Balance Reserves4,921,230 - - - - - - - Total Reserved Fund Balance5,067,230 - 70,000 171,700 - - - - Unreserved Budgetary Fund Balance$968,924$2,000$1,849$679$144,713$19,948$10,425$568,672502503606612625635645POWER AND COMMUNICATIONS WATERMEDICAL INSURANCE FLEETINFORMATION TECHNOLOGYVEHICLE REPLACEMENTRISK MANAGEMENT TOTALRevenues, As Amended$18,561,873 $7,176,626 $2,489,578$507,766$898,729$478,889$307,344$61,372,989Expenses, As Amended20,829,385 7,383,764 2,493,000858,541879,656176,450307,344 64,461,779Net(2,267,512)(207,138)(3,422)(350,775)19,073302,4390 (3,088,790)Estimated Beginning Fund Balance, 1/1/209,964,903 3,457,358 1,292,794 452,902 266,053 245,056 0 23,286,661Estimated Ending Fund Balance, 12/31/20$7,697,391 $3,250,220 $1,289,372$102,127$285,126$547,495$0 $20,197,871Budgeted Reserves Thumb Open Space Reserve- - - - - - - 241,700 Pkg Garage Maint Reserve 101-1700-417-37-99- - - - - - - 24,000 Nonspendable Prepaid Fund Bal & Restr Donations- - - - - - - 122,000 Equipment Reserve1,651,484 505,590 - - - 547,495 - 2,704,569 Policy 660 Fund Balance Reserves4,786,096 - 930,376 85,854 200,000 - - 10,923,556 Total Reserved Fund Balance6,437,580 505,590 930,376 85,854 200,000 547,495 - 14,015,825 Unreserved Budgetary Fund Balance1,259,811 2,744,630 358,996 16,273 85,126 - - 6,182,046 Attachment B2121
TOWN OF ESTES PARK
SUMMARY OF ANTICIPATED REVENUE
FOR YEAR ENDED 12-31-2020
BUDGET AMENDMENT #1
Fund/Dept Fund Name
2020
Original Amendment 2020 Amended
101 GENERAL FUND 22,135,893 97,000 22,232,893
204 COMMUNITY REINVESTMENT 4,134,333 - 4,134,333
211 CONSERVATION TRUST 32,300 - 32,300
220 LARIMER COUNTY OPEN SPACE 660,500 - 660,500
236 EMERGENCY RESPONSE 83,983 - 83,983
238 COMMUNITY CENTER 837,327 - 837,327
244 TRAILS 921,263 - 921,263
260 STREET 2,049,585 - 2,049,585
502 POWER AND COMMUNICATIONS 18,561,873 - 18,561,873
503 WATER 7,176,626 - 7,176,626
606 MEDICAL INSURANCE 2,489,578 - 2,489,578
612 FLEET 507,766 - 507,766
625 INFORMATION TECHNOLOGY 898,729 - 898,729
635 VEHICLE REPLACEMENT 478,889 - 478,889
645 RISK MANAGEMENT 307,344 - 307,344
TOTAL 61,275,989 97,000 61,372,989
Attachment B 22 22
TOWN OF ESTES PARK
SUMMARY OF APPROPRIATIONS
FOR YEAR ENDED 12-31-2020
BUDGET AMENDMENT #1
Fund/Dept Fund Name
2020
Original Amendment 2020 Amended
101 GENERAL FUND
101-1100 Legislative 345,792 - 345,792
101-1190 Town Attorney 338,847 - 338,847
101-1200 Judicial 76,187 - 76,187
101-1300 Town Administrator's Office 370,082 - 370,082
101-1400 Town Clerk's Office 347,940 - 347,940
101-1500 Finance 579,008 - 579,008
101-1600 Com Dev ( Planning) 828,664 6,547 835,211
101-1700 Facilities 1,108,864 - 1,108,864
101-1800 Employee Benefits 318,618 - 318,618
101-1900 Community Service Grants 1,359,306 - 1,359,306
101-2100 Police - Patrol 3,936,745 7,548 3,944,293
101-2155 Police - Communications 989,092 - 989,092
101-2175 Police - Comm Svcs 375,388 - 375,388
101-2185 Police - Code Enforcement 163,394 - 163,394
101-2300 Building Safety Divison 663,435 (15,535) 647,900
101-2400 Engineering 402,211 - 402,211
101-2600 Visitor Center 504,551 - 504,551
101-3100 Streets 1,291,037 - 1,291,037
101-5200 Parks 1,317,867 - 1,317,867
101-5304 Senior Center - - -
101-5500 Special Events 2,252,573 - 2,252,573
101-5600 Transportation 589,694 - 589,694
101-5690 Parking Services 212,109 - 212,109
101-5700 Museum 401,079 - 401,079
101-9000 Transfers 4,119,333 - 4,119,333
101 GENERAL FUND 22,891,816 (1,440) 22,890,376
204 COMMUNITY REINVESTMENT 4,132,333 - 4,132,333
211 CONSERVATION TRUST 31,678 - 31,678
220 LARIMER COUNTY OPEN SPACE 596,027 - 596,027
236 EMERGENCY RESPONSE 51,544 - 51,544
238 COMMUNITY CENTER 837,327 - 837,327
244 TRAILS 930,419 - 930,419
260 STREET 2,063,935 - 2,063,935
502 POWER AND COMMUNICATIONS 20,829,385 - 20,829,385
503 WATER 7,383,764 - 7,383,764
606 MEDICAL INSURANCE 2,493,000 - 2,493,000
612 FLEET 858,541 - 858,541
625 INFORMATION TECHNOLOGY 879,656 - 879,656
635 VEHICLE REPLACEMENT 176,450 - 176,450
645 RISK MANAGEMENT 307,344 - 307,344
TOTAL ALL FUNDS 64,463,219 (1,440) 64,461,779
Attachment B 23 23
TOWN OF ESTES PARK
GENERAL FUND BUDGET RESERVE RATIO
FOR YEAR ENDED 12-31-2020
BUDGET AMENDMENT #1
General Fund
Comm
Reinvestment
Fund Total
Fund Balance $6,036,154 $2,000 $6,038,154
Reserves to Exclude
Parking Garage Maintenance Reserve 24,000 24,000
Prepaids and Restricted Donations Estimate 122,000 122,000
146,000 - 146,000
Fund Balance Subject to Reserve Calculation 5,890,154 2,000 5,892,154
Total Expenditures 22,890,376 4,132,333 27,022,709
Less Transfers Out Between GF & CRF 4,119,333 2,882,206 7,001,539
Net Expenditures 18,771,043 1,250,127 20,021,170
Less Capital Expenditures
Cap Outlay - Front End Loader (Bi-annual Trade In) - Streets 20,000 20,000
Cap Outlay - Bobcat Trade Ins 2 (Annual trade in) - Parks 6,450 6,450
Cap Outlay - CIP - Town Hall VRF Phase 1 (Air Conditioners) 198,000 198,000
CIP - Downtown Wayfinding 2020 50,000 50,000
CIP - Events Center Stall Leveling 61,800 61,800
Total Capital to Exclude 26,450 309,800 336,250
Total Expenditures Subject to Reserve Calculation 18,744,593 940,327 19,684,920
Reserve Ratio 31.4% 0.2% 29.9%
Attachment B 24 24
TOWN OF ESTES PARK
GENERAL FUND ONGOING REVENUE VS ONGOING EXPENDITURES
FOR YEAR ENDED 12-31-2020
BUDGET AMENDMENT #1
General Fund
Community
Reinvestment
Fund Total
Total Revenues 22,232,893 4,134,333 26,367,226
Less:
Capital Grants (One time funds)---
Transfers between GF & CRF 2,882,206 4,119,333 7,001,539
2,882,206 4,119,333 7,001,539
Net Ongoing Revenues 19,350,687 15,000 19,365,687
Total Expenditures 22,890,376 4,132,333 27,022,709
Less:
Transfers between GF & CRF 4,119,333 2,882,206 7,001,539
Less One Time Expenditures:
Parking Garage Maintenance Reserve 12,000 -12,000
Cap Outlay - Front End Loader (Bi-annual Trade In) - Streets 20,000 -20,000
Cap Outlay - Bobcat Trade Ins 2 (Annual trade in) - Parks 6,450 -6,450
Cap Outlay - CIP - Town Hall VRF Phase 1 (Air Conditioners)-198,000 198,000
CIP - Downtown Wayfinding 2020 -50,000 50,000
CIP - Events Center Stall Leveling -61,800 61,800
Barn Repairs 101-5500-455-25-02 15,000 -15,000
VC Lobby/Driver Lounge Furniture 101-2600-426-26-23 8,000 -8,000
PTWIN data migration 101-1400-414-22-13 8,000 -8,000
Property File Scanning Temp 101-1400-414-22-13 25,000 -25,000
Parking Division Startup 101-5690 212,109 -212,109
Painting/Staining Outside of Visitor Center 33,000 -33,000
Increase in Community Initiative 50,000 -50,000
Community Initiative Funding 101-1900-419-91-47 100,000 100,000
Infant/Toddler Childcare Capital Grant Pool 10,000 -10,000
499,559 309,800 809,359
Net Ongoing Expenditures 18,271,484 940,327 19,211,811
Net Ongoing Rev vs Exp 1,079,203 (925,327) 153,876
Attachment B 25 25
TOWN OF ESTES PARK
GENERAL FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #1
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes 12,402,321 13,842,631 14,346,299 15,218,010 - 15,218,010
Intergovernmental -2,721----
Rental Income 35,102 30,602 30,599 30,600 -30,600
Investment Income 18,351 53,071 125,000 115,000 -115,000
Miscellaneous 18,571 32,534 37,811 27,778 -27,778
Transfers In 1,768,749 1,875,924 4,382,534 4,740,771 - 4,740,771
Departmental Revenues 3,557,564 7,938,020 3,201,715 2,003,734 97,000 2,100,734
Total Revenues 17,800,658 23,775,503 22,123,958 22,135,893 97,000 22,232,893
Legislative 174,603 208,236 298,985 345,792 -345,792
Attorney --201,942 338,847 -338,847
Judicial 57,705 76,471 83,174 76,187 -76,187
Town Administrator 506,367 329,092 433,677 370,082 -370,082
Town Clerk 451,486 478,534 489,372 347,940 -347,940
Finance 471,796 519,073 572,545 579,008 -579,008
Planning 1,005,643 727,119 1,173,323 828,664 6,547 835,211
Facilities 938,061 973,354 1,409,451 1,108,864 - 1,108,864
Human Resources 115,108 94,403 212,963 318,618 -318,618
Community Svcs 998,270 1,125,668 1,186,277 1,359,306 - 1,359,306
Police - Patrol 3,000,366 3,286,926 4,029,471 3,936,745 7,548 3,944,293
Police - Communications 1,253,765 907,050 1,052,547 989,092 -989,092
Police - Comm Svc 324,440 351,972 335,500 375,388 -375,388
Police - Code Enforcement --62,264 163,394 -163,394
Building Safety 532,077 529,267 588,379 663,435 (15,535) 647,900
Engineering 669,046 588,661 384,003 402,211 -402,211
Visitor Services 417,208 437,098 549,335 504,551 -504,551
Streets and Highways 5,239,372 1,217,558 1,262,009 1,291,037 - 1,291,037
Parks 1,007,346 1,136,797 1,245,082 1,317,867 - 1,317,867
Senior Center 316,52913,233----
Special Events 1,840,231 2,106,676 2,128,760 2,252,573 - 2,252,573
Transit 432,628 458,402 1,463,054 589,694 -589,694
Parking -24,872 260,161 212,109 -212,109
Museum 300,739 360,349 401,354 401,079 -401,079
Transfers Out 977,921 1,350,322 4,273,100 4,119,333 - 4,119,333
Total Expenditures 21,030,707 17,301,133 24,096,728 22,891,816 (1,440) 22,890,376
Net Income (Loss)(3,230,049) 6,474,370 (1,972,770) (755,923) 98,440 (657,483)
Beginning Fund Balance 5,422,086 2,192,037 8,666,407 6,693,637 5,937,714 6,693,637
Ending Fund Balance 2,192,037 8,666,407 6,693,637 5,937,714 6,036,154 6,036,154
Attachment B
26 26
TOWN OF ESTES PARK
COMMUNITY REINVESTMENT FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #1
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Intergovernmental 3,080,1632,284,195----
Investment Income 10,525 20,732 7,500 15,000 -15,000
Miscellaneous 29,52038,239----
Transfers In 977,921 1,350,322 4,258,100 4,119,333 - 4,119,333
Debt Proceeds 4,552,617- ----
Departmental Revenues -- ----
Total Revenues 8,650,746 3,693,488 4,265,600 4,134,333 - 4,134,333
Community Reinvestment Fund 20,125 18,467 200,750 22,000 -22,000
Capital Outlay 8,433,309 2,029,886 2,044,972 309,800 -309,800
Debt Service 773,437 916,754 918,413 918,327 -918,327
Transfers Out -- 2,460,564 2,882,206 - 2,882,206
Rounding (1)- ----
Total Expenditures 9,226,870 2,965,107 5,624,699 4,132,333 - 4,132,333
Net Income (Loss)(576,124) 728,381 (1,359,099) 2,000 -2,000
Beginning Fund Balance 1,206,842 630,718 1,359,099 -2,000 -
Ending Fund Balance 630,718 1,359,099 -2,000 2,000 2,000
Attachment B
27 27
TOWN OF ESTES PARK
CONSERVATION TRUST FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #1
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Intergovernmental 30,765 31,687 32,000 32,000 -32,000
Investment Income 419 670 300 300 -300
Miscellaneous -- ----
Total Revenues 31,184 32,357 32,300 32,300 -32,300
Conservation Trust Fund 11,786 16,709 31,678 31,678 -31,678
Rounding (1)- ----
Total Expenditures 11,785 16,709 31,678 31,678 -31,678
Net Income (Loss)19,399 15,648 622 622 -622
Beginning Fund Balance 35,558 54,957 70,605 71,227 71,849 71,227
Ending Fund Balance 54,957 70,605 71,227 71,849 71,849 71,849
Attachment B
28 28
TOWN OF ESTES PARK
LARIMER COUNTY OPEN SPACE FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #1
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Intergovernmental 1,975,384 1,122,088 1,165,000 658,000 -658,000
Investment Income 240 4 2,000 2,500 -2,500
Miscellaneous 41,524- ----
Transfers In -- ----
Total Revenues 2,017,148 1,122,092 1,167,000 660,500 -660,500
Open Space 110,599 70,384 82,497 73,527 -73,527
Capital Outlay 1,600,951 126,427 1,230,073 522,500 -522,500
Transfers Out 430,000 -300,000 ---
Rounding (1)- ----
Total Expenditures 2,141,549 196,811 1,612,570 596,027 -596,027
Net Income (Loss)(124,401) 925,281 (445,570) 64,473 -64,473
Beginning Fund Balance (247,404) (371,805) 553,476 107,906 172,379 107,906
Ending Fund Balance (371,805) 553,476 107,906 172,379 172,379 172,379
Attachment B
29 29
TOWN OF ESTES PARK
EMERGENCY RESPONSE SYSTEM FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #1
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes 69,220 75,215 78,834 83,733 -83,733
Investment Income 325 334 250 250 -250
Miscellaneous -276----
Debt Proceeds --325,000 ---
Total Revenues 69,545 75,825 404,084 83,983 -83,983
Emergency Response System 29,930 28,265 78,305 51,544 -51,544
Capital Outlay 11,694 -325,000 ---
Transfers Out -- ----
Rounding - (1)----
Total Expenditures 41,624 28,264 403,305 51,544 -51,544
Net Income (Loss)27,921 47,561 779 32,439 -32,439
Beginning Fund Balance 36,013 63,934 111,495 112,274 144,713 112,274
Ending Fund Balance 63,934 111,495 112,274 144,713 144,713 144,713
Attachment B
30 30
TOWN OF ESTES PARK
COMMUNITY CENTER FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #1
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes 692,196 752,155 788,340 837,327 -837,327
Intergovernmental -- ----
Charges for Services -- ----
Rental Income -- ----
Investment Income ------
Miscellaneous -- ----
Transfers In -- ----
Debt Proceeds -- ----
Departmental Revenues (1)-----
Total Revenues 692,195 752,155 788,340 837,327 -837,327
Community Center 692,196 752,155 768,392 837,327 -837,327
Transfers Out -- ----
Rounding -- ----
Total Expenditures 692,196 752,155 768,392 837,327 -837,327
Net Income (Loss)(1)-19,948---
Beginning Fund Balance 1 --19,948 19,948 19,948
Ending Fund Balance --19,948 19,948 19,948 19,948
Attachment B
31 31
TOWN OF ESTES PARK
TRAILS EXPANSION FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #1
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes 346,098 376,077 394,170 418,663 -418,663
Intergovernmental 115,217 --500,000 -500,000
Charges for Services -- ----
Rental Income -- ----
Investment Income 5,473 3,349 2,000 2,600 -2,600
Miscellaneous 69,880- ----
Transfers In -- ----
Debt Proceeds -- ----
Departmental Revenues -- ----
Total Revenues 536,668 379,426 396,170 921,263 -921,263
Trails Expansion Operations --33,537 28,919 -28,919
Capital Outlay 334,205 -955,773 901,500 -901,500
Transfers Out 673,000 - ----
Rounding (2)(1)----
Total Expenditures 1,007,203 (1) 989,310 930,419 -930,419
Net Income (Loss)(470,535) 379,427 (593,140) (9,156)-(9,156)
Beginning Fund Balance 703,829 233,294 612,721 19,581 10,425 19,581
Ending Fund Balance 233,294 612,721 19,581 10,425 10,425 10,425
Attachment B
32 32
TOWN OF ESTES PARK
STREET IMPROVEMENT FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #1
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes 1,661,271 1,805,171 1,892,015 2,009,585 - 2,009,585
Intergovernmental -- ----
Charges for Services -- ----
Rental Income -- ----
Investment Income 54,498 78,967 15,000 40,000 -40,000
Miscellaneous 6- ----
Transfers In 1,103,000- ----
Debt Proceeds -- ----
Departmental Revenues -- ----
Total Revenues 2,818,775 1,884,138 1,907,015 2,049,585 - 2,049,585
Street Improvement Operations 1,818,796 601,201 701,633 727,835 -727,835
Capital Outlay 111,179 2,059,154 4,180,312 1,336,100 - 1,336,100
Transfers Out -- ----
Rounding 1- ----
Total Expenditures 1,929,976 2,660,355 4,881,945 2,063,935 - 2,063,935
Net Income (Loss)888,799 (776,217) (2,974,930) (14,350)-(14,350)
Beginning Fund Balance 3,445,370 4,334,169 3,557,952 583,022 568,672 583,022
Ending Fund Balance 4,334,169 3,557,952 583,022 568,672 568,672 568,672
Attachment B
33 33
TOWN OF ESTES PARK
POWER AND COMMUNICATIONS FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #1
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes -- ----
Intergovernmental 1,031,2023,344----
Charges for Services 15,915,519 16,787,139 17,023,722 18,329,373 - 18,329,373
Rental Income 292- ----
Investment Income 87,206 165,002 64,000 120,000 -120,000
Miscellaneous 472,396 322,017 134,578 112,500 -112,500
Transfers In 365,7032,139,306----
Debt Proceeds -- 33,358,267 ---
Departmental Revenues -- ----
Total Revenues 17,872,318 19,416,808 50,580,567 18,561,873 - 18,561,873
Source of Supply 7,350,123 7,670,249 7,554,806 7,983,854 - 7,983,854
Distribution 4,356,498 4,480,158 4,140,905 4,329,144 - 4,329,144
Customer Accounts 445,111 478,638 449,154 451,758 -451,758
Admin & General 2,460,966 2,252,805 2,382,807 2,302,700 - 2,302,700
Debt Service 151,307 139,811 3,771,466 1,539,928 - 1,539,928
Broadband -- 1,040,000 816,972 -816,972
Capital Outlay 51,095 93,250 28,473,279 1,685,000 - 1,685,000
Transfers Out 1,646,929 1,731,228 1,772,928 1,720,029 - 1,720,029
Rounding -1 ----
Total Expenditures 16,462,029 16,846,140 49,585,345 20,829,385 - 20,829,385
Net Income (Loss)1,410,289 2,570,668 995,222 (2,267,512)- (2,267,512)
Beginning Fund Balance 8,328,795 8,325,317 8,969,681 9,964,903 7,697,391 9,964,903
Ending Fund Balance 9,739,084 10,895,985 9,964,903 7,697,391 7,697,391 7,697,391
Attachment B
34 34
TOWN OF ESTES PARK
WATER FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #1
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes -- ----
Intergovernmental (1,395)(2,959)----
Charges for Services 5,410,607 6,627,848 5,677,964 6,173,376 - 6,173,376
Rental Income -4,000----
Investment Income 60,028 142,126 30,000 105,000 -105,000
Miscellaneous 278,116 75,167 40,000 440,250 -440,250
Transfers In -551,956----
Debt Proceeds --20,000 458,000 -458,000
Departmental Revenues -- ----
Total Revenues 5,747,356 7,398,138 5,767,964 7,176,626 - 7,176,626
Source of Supply 98,192 106,625 202,200 202,200 -202,200
Purification 876,336 986,706 1,132,927 1,164,367 - 1,164,367
Distribution 2,624,412 2,435,980 1,589,206 1,933,551 - 1,933,551
Customer Accounts 351,088 338,156 298,992 257,185 -257,185
Admin & General 643,529 780,028 799,587 852,070 -852,070
Debt Service 123,081 118,454 410,270 396,355 -396,355
Capital Outlay 18,931 9,145 4,549,001 2,439,500 - 2,439,500
Transfers Out 121,820 144,696 149,042 138,536 -138,536
Rounding -- ----
Total Expenditures 4,857,389 4,919,790 9,131,225 7,383,764 - 7,383,764
Net Income (Loss)889,967 2,478,348 (3,363,261) (207,138)- (207,138)
Beginning Fund Balance 5,473,725 6,470,992 6,820,619 3,457,358 3,250,220 3,457,358
Ending Fund Balance 6,363,692 8,949,340 3,457,358 3,250,220 3,250,220 3,250,220
Attachment B
35 35
TOWN OF ESTES PARK
MEDICAL INSURANCE FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #1
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes -- ----
Intergovernmental -- ----
Charges for Services 2,343,365 2,546,120 2,447,907 2,469,328 - 2,469,328
Rental Income -- ----
Investment Income 5,885 23,158 3,500 20,000 -20,000
Miscellaneous 506 23,980 -250 -250
Transfers In -- ----
Debt Proceeds -- ----
Departmental Revenues -- ----
Total Revenues 2,349,756 2,593,258 2,451,407 2,489,578 - 2,489,578
Medical Insurance Fund Operations 1,904,193 2,132,406 2,352,416 2,493,000 - 2,493,000
Rounding - (2)----
Total Expenditures 1,904,193 2,132,404 2,352,416 2,493,000 - 2,493,000
Net Income (Loss)445,563 460,854 98,991 (3,422)-(3,422)
Beginning Fund Balance 243,637 732,949 1,193,803 1,292,794 1,289,372 1,292,794
Ending Fund Balance 689,200 1,193,803 1,292,794 1,289,372 1,289,372 1,289,372
Attachment B
36 36
TOWN OF ESTES PARK
FLEET MAINTENANCE FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #1
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes -- ----
Intergovernmental -515----
Charges for Services 456,458 487,938 502,053 506,219 -506,219
Rental Income -- ----
Investment Income 2,098 4,852 1,000 1,547 -1,547
Miscellaneous 3,8972,194----
Transfers In -- ----
Debt Proceeds -- ----
Departmental Revenues -- ----
Total Revenues 462,453 495,499 503,053 507,766 -507,766
Fleet Maintenance 392,357 402,937 465,516 458,541 -458,541
Capital Outlay --44,000 400,000 -400,000
Rounding -- ----
Total Expenditures 392,357 402,937 509,516 858,541 -858,541
Net Income (Loss)70,096 92,562 (6,463) (350,775)- (350,775)
Beginning Fund Balance 285,138 363,419 459,365 452,902 102,127 452,902
Ending Fund Balance 355,234 455,981 452,902 102,127 102,127 102,127
Attachment B
37 37
TOWN OF ESTES PARK
INFORMATION SYSTEMS TECHNOLOGY FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #1
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes -- ----
Intergovernmental 5,9008----
Charges for Services 611,055 719,629 841,731 892,729 -892,729
Rental Income -- ----
Investment Income 6,339 5,457 5,000 5,000 -5,000
Miscellaneous 2,073 3,219 1,500 1,000 -1,000
Transfers In -- ----
Debt Proceeds -- ----
Departmental Revenues -- ----
Total Revenues 625,367 728,313 848,231 898,729 -898,729
IT Operations 609,392 668,724 768,216 799,656 -799,656
Capital Outlay --89,000 80,000 -80,000
Transfers Out 365,703 - ----
Rounding -- ----
Total Expenditures 975,095 668,724 857,216 879,656 -879,656
Net Income (Loss)(349,728) 59,589 (8,985) 19,073 -19,073
Beginning Fund Balance 591,255 223,862 275,038 266,053 285,126 266,053
Ending Fund Balance 241,527 283,451 266,053 285,126 285,126 285,126
Attachment B
38 38
TOWN OF ESTES PARK
VEHICLE REPLACEMENT FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #1
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes -- ----
Intergovernmental -- ----
Charges for Services 869,624 270,793 455,898 478,139 -478,139
Rental Income -- ----
Investment Income 12,517 13,291 10,000 750 -750
Miscellaneous 45,46059,970----
Transfers In -- ----
Debt Proceeds -- ----
Departmental Revenues -- ----
Total Revenues 927,601 344,054 465,898 478,889 -478,889
Fleet Replacement Operations 605,410321,074----
Capital Outlay 381,415 125 532,214 176,450 -176,450
Transfers Out -2,691,262----
Rounding -- ----
Total Expenditures 986,825 3,012,461 532,214 176,450 -176,450
Net Income (Loss)(59,224) (2,668,407) (66,316) 302,439 -302,439
Beginning Fund Balance 2,865,183 3,322,783 311,372 245,056 547,495 245,056
Ending Fund Balance 2,805,959 654,376 245,056 547,495 547,495 547,495
Attachment B
39 39
TOWN OF ESTES PARK
RISK MANAGEMENT FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #1
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes -- ----
Intergovernmental -- ----
Charges for Services --273,947 307,344 -307,344
Rental Income -- ----
Investment Income ------
Miscellaneous -- ----
Transfers In -- ----
Debt Proceeds -- ----
Departmental Revenues ------
Total Revenues --273,947 307,344 -307,344
Risk Management Operations --273,947 307,344 -307,344
Rounding -- ----
Total Expenditures --273,947 307,344 -307,344
Net Income (Loss)-- ----
Beginning Fund Balance -- ----
Ending Fund Balance -- ----
Attachment B
40 40
FINANCE DEPARTMENT Memo
To: Honorable Mayor Jirsa
Board of Trustees
Through: Town Administrator Machalek
From: Finance Director Hudson
Date: January 14, 2020
RE: Resolution 07-20 – 2020 Supplemental Budget Appropriations
(Mark all that apply)
PUBLIC HEARING ORDINANCE LAND USE
CONTRACT/AGREEMENT RESOLUTION OTHER______________
QUASI-JUDICIAL YES NO
Objective:
Amend the 2020 budget to reflect changes needed to implement paid parking and move
it to a new special revenue fund.
Present Situation:
The following summarizes the proposed changes by Fund.
General Fund: Increase $647,313
The original adopted budget included $212,109 in appropriations for the Parking
Services Division. The Parking Services Division appropriations in the General Fund is
reduced by this amount and it is being transferred to the new Parking Services Fund as
startup funds, along with $26,400 in parking permit and parking ticket revenues, for a
net transfer out of $185,709.
The additional parking permit revenues increases the amount of TABOR revenues,
resulting in an additional transfer into the Community Reinvestment Fund in the amount
of $673,713. This is then transferred back as General Fund revenues to pay for eligible
costs.
The net effect of these changes is an increase in the General Fund appropriations of
$647,313.
Community Reinvestment Fund: Increase $673,713
The additional TABOR revenues mentioned above will be transferred back to the
General Fund for expenditure on eligible costs. The transfer appropriation is therefore
increased by $673,713.
41 41
Parking Services Fund: Increase $681,232
The new Parking Services Fund appropriations include the original funding, less some
minor revisions and the parking community service officers for a total of $182,566. In
addition to these startup funds, the appropriations also include an increase to the
contract services account for the contracted operator, estimated at $498,666. This
includes field staffing such as the parking community service officers.
These costs are offset by the initial startup transfer from the General Fund of $185,709,
parking permits of $3,900, parking tickets of $22,500, and the new paid parking fees of
$528,000.
The net effect is $740,109 in estimated revenues, $681,232 in appropriated
expenditures with a net of $58,877 income. Of course, these are budgetary estimates
and we will be monitoring actual performance throughout the year.
Proposal:
To complete these items, the moneys must be appropriated within the proper funds.
The attached budget resolution provides for the required appropriations.
Advantages:
This amendment will allow the Parking Services Fund to set up the paid parking
operation as directed by Ordinance 30-19.
Disadvantages:
No significant disadvantages have been identified.
Action Recommended:
Staff recommends approval of the supplemental budget resolution as presented.
Finance/Resource Impact:
After reflecting these changes, the General Fund is projected to end 2020 with a 30.0%
fund balance. Each fund is expected to end 2020 with a positive fund balance as well.
Level of Public Interest
The amount of public interest in these amendments is expected to be minimal. No
communication from the public has been received regarding these amendments.
Sample Motion:
I move for the approval/denial of Resolution 07-20 Supplemental Budget
Appropriations to the 2020 Budget.
Attachments:
Attachment A – Resolution 07-20 Supplemental Budget Appropriations to the 2020
Budget
Attachment B – Recap of proposed Budget Amendments and supporting schedules
42 42
RESOLUTION 07-20
SUPPLEMENTAL BUDGET APPROPRIATIONS TO THE 2020 BUDGET
WHEREAS, the Board of Trustees of the Town of Estes Park has adopted the 2020
annual budget in accordance with the Local Government Budget Law on November 26th, 2019;
and
WHEREAS, the Board of Trustees of the Town of Estes Park has adopted Ordinance 30-
19 authorizing the implementation of seasonal daily parking fees and requires such fees to be
deposited into a special revenue fund; and
WHEREAS, it is not only required by law, but also necessary to appropriate the revenues
provided in the budget to and for the purposes described below, so as not to impair the
operations of the Town of Estes Park.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE
TOWN OF ESTES PARK, COLORADO:
That the appropriations be increased by $2,002,258 for the funds specified below and
these amounts are hereby appropriated from additional revenue or available fund balance of
each fund.
Fund
#
Fund Name Existing
Appropriations
Amendment Amended
Appropriations
101 General Fund 22,890,376 647,313 23,537,689
204 Community Reinvestment Fund 4,132,333 673,713 4,806,046
211 Conservation Trust Fund 31,678 0 31,678
220 Larimer County Open Space Fund 596,027 0 596,027
236 Emergency Response System Fund 51,544 0 51,544
238 Community Center Fund 837,327 0 837,327
244 Trails Fund 930,419 0 930,419
256 Parking Services Fund 0 681,232 681,232
260 Street Fund 2,063,935 0 2,063,935
502 Power and Communications Fund 20,829,385 0 20,829,385
503 Water Fund 7,383,764 0 7,383,764
606 Medical Insurance Fund 2,493,000 0 2,493,000
612 Fleet Maintenance Fund 858,541 0 858,541
625 Information Technology Fund 879,656 0 879,656
635 Vehicle Replacement Fund 176,450 0 176,450
645 Risk Management Fund 307,344 0 307,344
Total All Funds 64,461,779 2,002,258 66,464,037
43 43
DATED this day of , 2020.
TOWN OF ESTES PARK
Mayor
ATTEST:
Town Clerk
APPROVED AS TO FORM:
Town Attorney
44 44
TOWN OF ESTES PARKBUDGET RECAP BY FUNDFOR YEAR ENDED 12-31-2020BUDGET AMENDMENT #2101204211220236238244256260GENERAL FUNDCOMMUNITY REINVESTMENT CONSERVATION TRUSTLARIMER COUNTY OPEN SPACEEMERGENCY RESPONSECOMMUNITY CENTERTRAILSPARKING SERVICES FUNDSTREETRevenues$22,880,206 $4,808,046$32,300$660,500$83,983$837,327$921,263$740,109 $2,049,585Expenses23,537,689 4,806,04631,678596,02751,544837,327930,419681,232 2,063,935Net(657,483)2,00062264,47332,4390(9,156)58,877 (14,350)Estimated Beginning Fund Balance, 1/1/206,693,637071,227107,906112,27419,94819,5810 583,022Estimated Ending Fund Balance, 12/31/20$6,036,154$2,000$71,849$172,379$144,713$19,948$10,425$58,877 $568,672Budgeted Reserves Thumb Open Space Reserve--70,000171,700----- Pkg Garage Maint Reserve 101-1700-417-37-9924,000-------- Nonspendable Prepaid Fund Bal & Restr Donations122,000-------- Policy 660 Fund Balance Reserves4,914,630--------Total Reserved Fund Balance5,060,630-70,000171,700-----Unreserved Budgetary Fund Balance$975,524$2,000$1,849$679$144,713$19,948$10,425$58,877 $568,672502503606612625635645POWER AND COMMUNICATIONSWATERMEDICAL INSURANCEFLEETINFORMATION TECHNOLOGYVEHICLE REPLACEMENTRISK MANAGEMENTTOTALRevenues, As Amended$18,561,873 $7,176,626 $2,489,578$507,766$898,729$478,889$307,344$63,434,124Expenses, As Amended20,829,385 7,383,764 2,493,000858,541879,656176,450307,344 66,464,037Net(2,267,512)(207,138)(3,422)(350,775)19,073302,4390 (3,029,913)Estimated Beginning Fund Balance, 1/1/209,964,903 3,457,358 1,292,794452,902266,053245,0560 23,286,661Estimated Ending Fund Balance, 12/31/20$7,697,391 $3,250,220 $1,289,372$102,127$285,126$547,495$0 $20,256,748Budgeted Reserves Thumb Open Space Reserve-------241,700 Pkg Garage Maint Reserve 101-1700-417-37-99-------24,000 Nonspendable Prepaid Fund Bal & Restr Donations-------122,000 Equipment Reserve1,651,484505,590---547,495-2,704,569 Policy 660 Fund Balance Reserves4,786,096-930,37685,854200,000--10,916,956Total Reserved Fund Balance6,437,580505,590930,37685,854200,000547,495-14,009,225Unreserved Budgetary Fund Balance1,259,811 2,744,630358,99616,27385,126--6,247,523Attachment B4545
TOWN OF ESTES PARK
SUMMARY OF ANTICIPATED REVENUE
FOR YEAR ENDED 12-31-2020
BUDGET AMENDMENT #2
Fund/Dept Fund Name
2020
Original Amendment 2020 Amended
101 GENERAL FUND 22,232,893 647,313 22,880,206
204 COMMUNITY REINVESTMENT 4,134,333 673,713 4,808,046
211 CONSERVATION TRUST 32,300 - 32,300
220 LARIMER COUNTY OPEN SPACE 660,500 - 660,500
236 EMERGENCY RESPONSE 83,983 - 83,983
238 COMMUNITY CENTER 837,327 - 837,327
244 TRAILS 921,263 - 921,263
256 PARKING SERVICES FUND - 740,109 740,109
260 STREET 2,049,585 - 2,049,585
502 POWER AND COMMUNICATIONS 18,561,873 - 18,561,873
503 WATER 7,176,626 - 7,176,626
606 MEDICAL INSURANCE 2,489,578 - 2,489,578
612 FLEET 507,766 - 507,766
625 INFORMATION TECHNOLOGY 898,729 - 898,729
635 VEHICLE REPLACEMENT 478,889 - 478,889
645 RISK MANAGEMENT 307,344 - 307,344
TOTAL 61,372,989 2,061,135 63,434,124
Attachment B 46 46
TOWN OF ESTES PARK
SUMMARY OF APPROPRIATIONS
FOR YEAR ENDED 12-31-2020
BUDGET AMENDMENT #2
Fund/Dept Fund Name
2020
Original Amendment 2020 Amended
101 GENERAL FUND
101-1100 Legislative 345,792 - 345,792
101-1190 Town Attorney 338,847 - 338,847
101-1200 Judicial 76,187 - 76,187
101-1300 Town Administrator's Office 370,082 - 370,082
101-1400 Town Clerk's Office 347,940 - 347,940
101-1500 Finance 579,008 - 579,008
101-1600 Com Dev ( Planning) 835,211 - 835,211
101-1700 Facilities 1,108,864 - 1,108,864
101-1800 Employee Benefits 318,618 - 318,618
101-1900 Community Service Grants 1,359,306 - 1,359,306
101-2100 Police - Patrol 3,944,293 - 3,944,293
101-2155 Police - Communications 989,092 - 989,092
101-2175 Police - Comm Svcs 375,388 - 375,388
101-2185 Police - Code Enforcement 163,394 - 163,394
101-2300 Building Safety Divison 647,900 - 647,900
101-2400 Engineering 402,211 - 402,211
101-2600 Visitor Center 504,551 - 504,551
101-3100 Streets 1,291,037 - 1,291,037
101-5200 Parks 1,317,867 - 1,317,867
101-5304 Senior Center - - -
101-5500 Special Events 2,252,573 - 2,252,573
101-5600 Transportation 589,694 - 589,694
101-5690 Parking Services 212,109 (212,109) -
101-5700 Museum 401,079 - 401,079
101-9000 Transfers 4,119,333 859,422 4,978,755
101 GENERAL FUND 22,890,376 647,313 23,537,689
204 COMMUNITY REINVESTMENT 4,132,333 673,713 4,806,046
211 CONSERVATION TRUST 31,678 - 31,678
220 LARIMER COUNTY OPEN SPACE 596,027 - 596,027
236 EMERGENCY RESPONSE 51,544 - 51,544
238 COMMUNITY CENTER 837,327 - 837,327
244 TRAILS 930,419 - 930,419
256 PARKING SERVICES FUND - 681,232 681,232
260 STREET 2,063,935 - 2,063,935
502 POWER AND COMMUNICATIONS 20,829,385 - 20,829,385
503 WATER 7,383,764 - 7,383,764
606 MEDICAL INSURANCE 2,493,000 - 2,493,000
612 FLEET 858,541 - 858,541
625 INFORMATION TECHNOLOGY 879,656 - 879,656
635 VEHICLE REPLACEMENT 176,450 - 176,450
645 RISK MANAGEMENT 307,344 - 307,344
TOTAL ALL FUNDS 64,461,779 2,002,258 66,464,037
Attachment B 47 47
TOWN OF ESTES PARK
GENERAL FUND BUDGET RESERVE RATIO
FOR YEAR ENDED 12-31-2020
BUDGET AMENDMENT #2
General Fund
Comm
Reinvestment
Fund Total
Fund Balance $6,036,154 $2,000 $6,038,154
Reserves to Exclude
Parking Garage Maintenance Reserve 24,000 24,000
Prepaids and Restricted Donations Estimate 122,000 122,000
146,000 - 146,000
Fund Balance Subject to Reserve Calculation 5,890,154 2,000 5,892,154
Total Expenditures 23,537,689 4,806,046 28,343,735
Less Transfers Out Between GF & CRF 4,793,046 3,555,919 8,348,965
Net Expenditures 18,744,643 1,250,127 19,994,770
Less Capital Expenditures
Cap Outlay - Front End Loader (Bi-annual Trade In) - Streets 20,000 20,000
Cap Outlay - Bobcat Trade Ins 2 (Annual trade in) - Parks 6,450 6,450
Cap Outlay - CIP - Town Hall VRF Phase 1 (Air Conditioners)198,000 198,000
CIP - Downtown Wayfinding 2020 50,000 50,000
CIP - Events Center Stall Leveling 61,800 61,800
Total Capital to Exclude 26,450 309,800 336,250
Total Expenditures Subject to Reserve Calculation 18,718,193 940,327 19,658,520
Reserve Ratio 31.5%0.2% 30.0%
Attachment B 48 48
TOWN OF ESTES PARK
GENERAL FUND ONGOING REVENUE VS ONGOING EXPENDITURES
FOR YEAR ENDED 12-31-2020
BUDGET AMENDMENT #2
General Fund
Community
Reinvestment
Fund Total
Total Revenues 22,880,206 4,808,046 27,688,252
Less:
Capital Grants (One time funds) - - -
Transfers between GF & CRF 3,555,919 4,793,046 8,348,965
3,555,919 4,793,046 8,348,965
Net Ongoing Revenues 19,324,287 15,000 19,339,287
Total Expenditures 23,537,689 4,806,046 28,343,735
Less:
Transfers between GF & CRF 4,793,046 3,555,919 8,348,965
Less One Time Expenditures:
Parking Garage Maintenance Reserve 12,000 - 12,000
Cap Outlay - Front End Loader (Bi-annual Trade In) - Streets 20,000 - 20,000
Cap Outlay - Bobcat Trade Ins 2 (Annual trade in) - Parks 6,450 - 6,450
Cap Outlay - CIP - Town Hall VRF Phase 1 (Air Conditioners) - 198,000 198,000
CIP - Downtown Wayfinding 2020 - 50,000 50,000
CIP - Events Center Stall Leveling - 61,800 61,800
Barn Repairs 101-5500-455-25-02 15,000 - 15,000
VC Lobby/Driver Lounge Furniture 101-2600-426-26-23 8,000 - 8,000
PTWIN data migration 101-1400-414-22-13 8,000 - 8,000
Property File Scanning Temp 101-1400-414-22-13 25,000 - 25,000
Parking Division Startup Transfer 185,709 - 185,709
Painting/Staining Outside of Visitor Center 33,000 - 33,000
Increase in Community Initiative 50,000 - 50,000
Community Initiative Funding 101-1900-419-91-47 100,000 100,000
Infant/Toddler Childcare Capital Grant Pool 10,000 - 10,000
473,159 309,800 782,959
Net Ongoing Expenditures 18,271,484 940,327 19,211,811
Net Ongoing Rev vs Exp 1,052,803 (925,327) 127,476
Attachment B 49 49
TOWN OF ESTES PARK
GENERAL FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes 12,402,321 13,842,631 14,346,299 15,218,010 - 15,218,010
Intergovernmental -2,721 ----
Rental Income 35,102 30,602 30,599 30,600 -30,600
Investment Income 18,351 53,071 125,000 115,000 -115,000
Miscellaneous 18,571 32,534 37,811 27,778 -27,778
Transfers In 1,768,749 1,875,924 4,382,534 4,740,771 673,713 5,414,484
Departmental Revenues 3,557,564 7,938,020 3,201,715 2,100,734 (26,400) 2,074,334
Total Revenues 17,800,658 23,775,503 22,123,958 22,232,893 647,313 22,880,206
Legislative 174,603 208,236 298,985 345,792 - 345,792
Attorney - - 201,942 338,847 - 338,847
Judicial 57,705 76,471 83,174 76,187 - 76,187
Town Administrator 506,367 329,092 433,677 370,082 - 370,082
Town Clerk 451,486 478,534 489,372 347,940 - 347,940
Finance 471,796 519,073 572,545 579,008 - 579,008
Planning 1,005,643 727,119 1,173,323 835,211 - 835,211
Facilities 938,061 973,354 1,409,451 1,108,864 - 1,108,864
Human Resources 115,108 94,403 212,963 318,618 - 318,618
Community Svcs 998,270 1,125,668 1,186,277 1,359,306 - 1,359,306
Police - Patrol 3,000,366 3,286,926 4,029,471 3,944,293 - 3,944,293
Police - Communications 1,253,765 907,050 1,052,547 989,092 - 989,092
Police - Comm Svc 324,440 351,972 335,500 375,388 - 375,388
Police - Code Enforcement - - 62,264 163,394 - 163,394
Building Safety 532,077 529,267 588,379 647,900 - 647,900
Engineering 669,046 588,661 384,003 402,211 - 402,211
Visitor Services 417,208 437,098 549,335 504,551 - 504,551
Streets and Highways 5,239,372 1,217,558 1,262,009 1,291,037 - 1,291,037
Parks 1,007,346 1,136,797 1,245,082 1,317,867 - 1,317,867
Senior Center 316,529 13,233 - - - -
Special Events 1,840,231 2,106,676 2,128,760 2,252,573 - 2,252,573
Transit 432,628 458,402 1,463,054 589,694 - 589,694
Parking - 24,872 260,161 212,109 (212,109) -
Museum 300,739 360,349 401,354 401,079 - 401,079
Transfers Out 977,921 1,350,322 4,273,100 4,119,333 859,422 4,978,755
Total Expenditures 21,030,707 17,301,133 24,096,728 22,890,376 647,313 23,537,689
Net Income (Loss)(3,230,049) 6,474,370 (1,972,770) (657,483)- (657,483)
Beginning Fund Balance 5,422,086 2,192,037 8,666,407 6,693,637 6,036,154 6,693,637
Ending Fund Balance 2,192,037 8,666,407 6,693,637 6,036,154 6,036,154 6,036,154
Attachment B 50 50
TOWN OF ESTES PARK
COMMUNITY REINVESTMENT FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Intergovernmental 3,080,163 2,284,195 ----
Investment Income 10,525 20,732 7,500 15,000 -15,000
Miscellaneous 29,520 38,239 ----
Transfers In 977,921 1,350,322 4,258,100 4,119,333 673,713 4,793,046
Debt Proceeds 4,552,617 -----
Departmental Revenues ------
Total Revenues 8,650,746 3,693,488 4,265,600 4,134,333 673,713 4,808,046
Community Reinvestment Fund 20,125 18,467 200,750 22,000 - 22,000
Capital Outlay 8,433,309 2,029,886 2,044,972 309,800 - 309,800
Debt Service 773,437 916,754 918,413 918,327 - 918,327
Transfers Out - - 2,460,564 2,882,206 673,713 3,555,919
Rounding (1) - - - - -
Total Expenditures 9,226,870 2,965,107 5,624,699 4,132,333 673,713 4,806,046
Net Income (Loss)(576,124) 728,381 (1,359,099) 2,000 -2,000
Beginning Fund Balance 1,206,842 630,718 1,359,099 -2,000 -
Ending Fund Balance 630,718 1,359,099 -2,000 2,000 2,000
Attachment B 51 51
TOWN OF ESTES PARK
CONSERVATION TRUST FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Intergovernmental 30,765 31,687 32,000 32,000 -32,000
Investment Income 419 670 300 300 -300
Miscellaneous ------
Total Revenues 31,184 32,357 32,300 32,300 -32,300
Conservation Trust Fund 11,786 16,709 31,678 31,678 -31,678
Rounding (1)- ----
Total Expenditures 11,785 16,709 31,678 31,678 -31,678
Net Income (Loss)19,399 15,648 622 622 -622
Beginning Fund Balance 35,558 54,957 70,605 71,227 71,849 71,227
Ending Fund Balance 54,957 70,605 71,227 71,849 71,849 71,849
Attachment B 52 52
TOWN OF ESTES PARK
LARIMER COUNTY OPEN SPACE FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Intergovernmental 1,975,384 1,122,088 1,165,000 658,000 -658,000
Investment Income 240 4 2,000 2,500 -2,500
Miscellaneous 41,524 -----
Transfers In ------
Total Revenues 2,017,148 1,122,092 1,167,000 660,500 -660,500
Open Space 110,599 70,384 82,497 73,527 -73,527
Capital Outlay 1,600,951 126,427 1,230,073 522,500 -522,500
Transfers Out 430,000 -300,000 ---
Rounding (1)- ----
Total Expenditures 2,141,549 196,811 1,612,570 596,027 -596,027
Net Income (Loss)(124,401) 925,281 (445,570) 64,473 -64,473
Beginning Fund Balance (247,404) (371,805) 553,476 107,906 172,379 107,906
Ending Fund Balance (371,805) 553,476 107,906 172,379 172,379 172,379
Attachment B 53 53
TOWN OF ESTES PARK
EMERGENCY RESPONSE SYSTEM FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes 69,220 75,215 78,834 83,733 -83,733
Investment Income 325 334 250 250 -250
Miscellaneous -276 ----
Debt Proceeds --325,000 ---
Total Revenues 69,545 75,825 404,084 83,983 -83,983
Emergency Response System 29,930 28,265 78,305 51,544 -51,544
Capital Outlay 11,694 -325,000 ---
Transfers Out -- ----
Rounding - (1)----
Total Expenditures 41,624 28,264 403,305 51,544 -51,544
Net Income (Loss)27,921 47,561 779 32,439 -32,439
Beginning Fund Balance 36,013 63,934 111,495 112,274 144,713 112,274
Ending Fund Balance 63,934 111,495 112,274 144,713 144,713 144,713
Attachment B 54 54
TOWN OF ESTES PARK
COMMUNITY CENTER FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes 692,196 752,155 788,340 837,327 -837,327
Intergovernmental ------
Charges for Services ------
Rental Income ------
Investment Income ------
Miscellaneous ------
Transfers In ------
Debt Proceeds ------
Departmental Revenues (1)-----
Total Revenues 692,195 752,155 788,340 837,327 -837,327
Community Center 692,196 752,155 768,392 837,327 -837,327
Transfers Out -- ----
Rounding -- ----
Total Expenditures 692,196 752,155 768,392 837,327 -837,327
Net Income (Loss)(1)-19,948---
Beginning Fund Balance 1 --19,948 19,948 19,948
Ending Fund Balance --19,948 19,948 19,948 19,948
Attachment B 55 55
TOWN OF ESTES PARK
TRAILS EXPANSION FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes 346,098 376,077 394,170 418,663 -418,663
Intergovernmental 115,217 --500,000 -500,000
Charges for Services ------
Rental Income ------
Investment Income 5,473 3,349 2,000 2,600 -2,600
Miscellaneous 69,880 -----
Transfers In ------
Debt Proceeds -- ----
Departmental Revenues ------
Total Revenues 536,668 379,426 396,170 921,263 -921,263
Trails Expansion Operations --33,537 28,919 -28,919
Capital Outlay 334,205 -955,773 901,500 -901,500
Transfers Out 673,000 -----
Rounding (2)(1)----
Total Expenditures 1,007,203 (1) 989,310 930,419 -930,419
Net Income (Loss)(470,535) 379,427 (593,140) (9,156)-(9,156)
Beginning Fund Balance 703,829 233,294 612,721 19,581 10,425 19,581
Ending Fund Balance 233,294 612,721 19,581 10,425 10,425 10,425
Attachment B 56 56
TOWN OF ESTES PARK
STREET IMPROVEMENT FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes 1,661,271 1,805,171 1,892,015 2,009,585 - 2,009,585
Intergovernmental ------
Charges for Services ------
Rental Income ------
Investment Income 54,498 78,967 15,000 40,000 -40,000
Miscellaneous 6 -----
Transfers In 1,103,000 -----
Debt Proceeds ------
Departmental Revenues ------
Total Revenues 2,818,775 1,884,138 1,907,015 2,049,585 - 2,049,585
Street Improvement Operations 1,818,796 601,201 701,633 727,835 -727,835
Capital Outlay 111,179 2,059,154 4,180,312 1,336,100 - 1,336,100
Transfers Out -- ----
Rounding 1- ----
Total Expenditures 1,929,976 2,660,355 4,881,945 2,063,935 - 2,063,935
Net Income (Loss)888,799 (776,217) (2,974,930) (14,350)-(14,350)
Beginning Fund Balance 3,445,370 4,334,169 3,557,952 583,022 568,672 583,022
Ending Fund Balance 4,334,169 3,557,952 583,022 568,672 568,672 568,672
Attachment B 57 57
TOWN OF ESTES PARK
POWER AND COMMUNICATIONS FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes ------
Intergovernmental 1,031,202 3,344 ----
Charges for Services 15,915,519 16,787,139 17,023,722 18,329,373 - 18,329,373
Rental Income 292 -----
Investment Income 87,206 165,002 64,000 120,000 -120,000
Miscellaneous 472,396 322,017 134,578 112,500 -112,500
Transfers In 365,703 2,139,306 ----
Debt Proceeds -- 33,358,267 ---
Departmental Revenues ------
Total Revenues 17,872,318 19,416,808 50,580,567 18,561,873 - 18,561,873
Source of Supply 7,350,123 7,670,249 7,554,806 7,983,854 - 7,983,854
Distribution 4,356,498 4,480,158 4,140,905 4,329,144 - 4,329,144
Customer Accounts 445,111 478,638 449,154 451,758 -451,758
Admin & General 2,460,966 2,252,805 2,382,807 2,302,700 - 2,302,700
Debt Service 151,307 139,811 3,771,466 1,539,928 - 1,539,928
Broadband -- 1,040,000 816,972 -816,972
Capital Outlay 51,095 93,250 28,473,279 1,685,000 - 1,685,000
Transfers Out 1,646,929 1,731,228 1,772,928 1,720,029 - 1,720,029
Rounding -1 ----
Total Expenditures 16,462,029 16,846,140 49,585,345 20,829,385 - 20,829,385
Net Income (Loss)1,410,289 2,570,668 995,222 (2,267,512)- (2,267,512)
Beginning Fund Balance 8,328,795 8,325,317 8,969,681 9,964,903 7,697,391 9,964,903
Ending Fund Balance 9,739,084 10,895,985 9,964,903 7,697,391 7,697,391 7,697,391
Attachment B 58 58
TOWN OF ESTES PARK
WATER FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes ------
Intergovernmental (1,395) (2,959)----
Charges for Services 5,410,607 6,627,848 5,677,964 6,173,376 - 6,173,376
Rental Income -4,000 ----
Investment Income 60,028 142,126 30,000 105,000 -105,000
Miscellaneous 278,116 75,167 40,000 440,250 -440,250
Transfers In - 551,956 ----
Debt Proceeds --20,000 458,000 -458,000
Departmental Revenues ------
Total Revenues 5,747,356 7,398,138 5,767,964 7,176,626 - 7,176,626
Source of Supply 98,192 106,625 202,200 202,200 -202,200
Purification 876,336 986,706 1,132,927 1,164,367 - 1,164,367
Distribution 2,624,412 2,435,980 1,589,206 1,933,551 - 1,933,551
Customer Accounts 351,088 338,156 298,992 257,185 -257,185
Admin & General 643,529 780,028 799,587 852,070 -852,070
Debt Service 123,081 118,454 410,270 396,355 -396,355
Capital Outlay 18,931 9,145 4,549,001 2,439,500 - 2,439,500
Transfers Out 121,820 144,696 149,042 138,536 -138,536
Rounding ------
Total Expenditures 4,857,389 4,919,790 9,131,225 7,383,764 - 7,383,764
Net Income (Loss)889,967 2,478,348 (3,363,261) (207,138)- (207,138)
Beginning Fund Balance 5,473,725 6,470,992 6,820,619 3,457,358 3,250,220 3,457,358
Ending Fund Balance 6,363,692 8,949,340 3,457,358 3,250,220 3,250,220 3,250,220
Attachment B 59 59
TOWN OF ESTES PARK
MEDICAL INSURANCE FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes ------
Intergovernmental ------
Charges for Services 2,343,365 2,546,120 2,447,907 2,469,328 - 2,469,328
Rental Income ------
Investment Income 5,885 23,158 3,500 20,000 -20,000
Miscellaneous 506 23,980 -250 -250
Transfers In ------
Debt Proceeds ------
Departmental Revenues ------
Total Revenues 2,349,756 2,593,258 2,451,407 2,489,578 - 2,489,578
Medical Insurance Fund Operations 1,904,193 2,132,406 2,352,416 2,493,000 - 2,493,000
Rounding -(2)----
Total Expenditures 1,904,193 2,132,404 2,352,416 2,493,000 - 2,493,000
Net Income (Loss)445,563 460,854 98,991 (3,422)-(3,422)
Beginning Fund Balance 243,637 732,949 1,193,803 1,292,794 1,289,372 1,292,794
Ending Fund Balance 689,200 1,193,803 1,292,794 1,289,372 1,289,372 1,289,372
Attachment B 60 60
TOWN OF ESTES PARK
FLEET MAINTENANCE FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes ------
Intergovernmental -515 ----
Charges for Services 456,458 487,938 502,053 506,219 -506,219
Rental Income ------
Investment Income 2,098 4,852 1,000 1,547 -1,547
Miscellaneous 3,897 2,194 ----
Transfers In ------
Debt Proceeds -- ----
Departmental Revenues ------
Total Revenues 462,453 495,499 503,053 507,766 -507,766
Fleet Maintenance 392,357 402,937 465,516 458,541 -458,541
Capital Outlay --44,000 400,000 -400,000
Rounding -- ----
Total Expenditures 392,357 402,937 509,516 858,541 -858,541
Net Income (Loss)70,096 92,562 (6,463) (350,775)- (350,775)
Beginning Fund Balance 285,138 363,419 459,365 452,902 102,127 452,902
Ending Fund Balance 355,234 455,981 452,902 102,127 102,127 102,127
Attachment B 61 61
TOWN OF ESTES PARK
INFORMATION SYSTEMS TECHNOLOGY FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes ------
Intergovernmental 5,900 8 ----
Charges for Services 611,055 719,629 841,731 892,729 -892,729
Rental Income ------
Investment Income 6,339 5,457 5,000 5,000 -5,000
Miscellaneous 2,073 3,219 1,500 1,000 -1,000
Transfers In -- ----
Debt Proceeds -- ----
Departmental Revenues ------
Total Revenues 625,367 728,313 848,231 898,729 -898,729
IT Operations 609,392 668,724 768,216 799,656 -799,656
Capital Outlay --89,000 80,000 -80,000
Transfers Out 365,703 -----
Rounding ------
Total Expenditures 975,095 668,724 857,216 879,656 -879,656
Net Income (Loss)(349,728) 59,589 (8,985) 19,073 -19,073
Beginning Fund Balance 591,255 223,862 275,038 266,053 285,126 266,053
Ending Fund Balance 241,527 283,451 266,053 285,126 285,126 285,126
Attachment B 62 62
TOWN OF ESTES PARK
VEHICLE REPLACEMENT FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes ------
Intergovernmental ------
Charges for Services 869,624 270,793 455,898 478,139 -478,139
Rental Income ------
Investment Income 12,517 13,291 10,000 750 -750
Miscellaneous 45,460 59,970 ----
Transfers In ------
Debt Proceeds ------
Departmental Revenues ------
Total Revenues 927,601 344,054 465,898 478,889 -478,889
Fleet Replacement Operations 605,410 321,074 ----
Capital Outlay 381,415 125 532,214 176,450 -176,450
Transfers Out - 2,691,262 ----
Rounding -- ----
Total Expenditures 986,825 3,012,461 532,214 176,450 -176,450
Net Income (Loss)(59,224) (2,668,407) (66,316) 302,439 -302,439
Beginning Fund Balance 2,865,183 3,322,783 311,372 245,056 547,495 245,056
Ending Fund Balance 2,805,959 654,376 245,056 547,495 547,495 547,495
Attachment B 63 63
TOWN OF ESTES PARK
RISK MANAGEMENT FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes ------
Intergovernmental ------
Charges for Services --273,947 307,344 -307,344
Rental Income ------
Investment Income ------
Miscellaneous ------
Transfers In ------
Debt Proceeds ------
Departmental Revenues ------
Total Revenues --273,947 307,344 -307,344
Risk Management Operations --273,947 307,344 -307,344
Rounding -- ----
Total Expenditures --273,947 307,344 -307,344
Net Income (Loss)-- ----
Beginning Fund Balance -- ----
Ending Fund Balance -- ----
Attachment B 64 64
TOWN OF ESTES PARK
PARKING SERVICES FUND
SUMMARY BY DEPARTMENT
BUDGET AMENDMENT #2
2017 Actual 2018 Actual
2019 EOY
Estimate 2020 Original Amendment
2020
Amended
REVENUE
Taxes ------
Intergovernmental ------
Charges for Services ----554,400 554,400
Rental Income ------
Investment Income ------
Miscellaneous ------
Transfers In ----185,709 185,709
Debt Proceeds ------
Departmental Revenues ------
Total Revenues ----740,109 740,109
Parking Services Operations ----681,232 681,232
Rounding -- ----
Total Expenditures ----681,232 681,232
Net Income (Loss)----58,877 58,877
Beginning Fund Balance -- ----
Ending Fund Balance ----58,877 58,877
Attachment B 65 65
66 66
FINANCE DEPARTMENT Memo
To: Honorable Mayor Jirsa
Board of Trustees
Through: Town Administrator Machalek
From: Duane Hudson, Finance Director
Date: January 14, 2020
RE: Revisions to the Intergovernmental Agreements with the Estes Valley
Library District
(Mark all that apply)
PUBLIC HEARING ORDINANCE LAND USE
CONTRACT/AGREEMENT RESOLUTION OTHER______________
QUASI-JUDICIAL YES NO
Objective:
Renew the intergovernmental agreements between the Town and the Estes Valley
Public Library District (Library) for accounting services and participation in eligible Town
employee benefit programs.
Present Situation:
The current intergovernmental agreement between the Town and the Library combined
accounting services and participation in eligible Town employee benefits into one
intergovernmental agreement (IGA). This IGA automatically renewed annually until
terminated by either party. The Library is currently in the process of implementing its
own separate accounting program, expected to begin in Jan 2020. To facilitate this
transition, the Library would like to run parallel with the Town’s accounting system for
the first three months in 2020 and then go to an hourly basis for additional accounting
assistance, such as assistance with the annual audit. However, the Library would like
to continue to participate in Town employee benefit programs renewable annually as in
the past.
Proposal:
To accomplish this, two separate IGA’s have been drafted, one addressing the
accounting services with the specified monthly accounting service terms ending July 31,
2020 and the second separately addressing the continuation of participating in Town
employee benefit programs with annual renewal terms until terminated by either party.
These IGA’s have been reviewed by the Finance Department and approved by the
Town Attorney as well as appropriate Library staff.
67 67
Advantages:
These IGA’s continue to provide necessary accounting services and assistance to the
Library during this transition period for a reasonable monthly service fee.
The benefit IGA allows the Library to continue to offer benefits to their employees,
enhancing the Library’s ability to attract and retain quality employees, with a benefit
administration fee of 3% of the health insurance premium.
The two IGA’s demonstrate the commitment of both the Town and the Library to
providing quality services to our common community members.
Disadvantages:
Disadvantages are limited due to the current ongoing obligations under the existing
IGA’s.
Action Recommended:
Staff recommends approval of the IGA’s as presented.
Finance/Resource Impact:
101-1500-341-22-04 Accounting Services Revenue – Increase by $4,644
The 2020 budget was prepared with this transition in mind, not reflecting any accounting
services revenues since the transition period and plans were unclear at the time it was
drafted.
Level of Public Interest
No public comment has been received regarding these IGA’s.
Sample Motion:
I move for the approval/denial of the two IGA’s between the Town of Estes Park and
the Estes Valley Public Library District for accounting services and employee benefit
participation.
Attachments:
Attachment A – IGA – Accounting Services
Attachment B – IGA – Employee Benefit Participation
68 68
‐1‐
ATTACHMENT A – IGA – ACCOUNTING SERVICES
INTERGOVERNMENTAL AGREEMENT
THIS AGREEMENT effective the 1st day of January, 2020, by and between the
TOWN OF ESTES PARK, a Municipal Corporation, hereinafter referred to as the
("Town") and the Estes Valley Public Library District, a quasi-municipal corporation and
political subdivision in the State of Colorado, hereinafter referred to as the ("District'').
WHEREAS, the Town operates a finance office and administrative services
office; and
WHEREAS, the District desires to contract with the Town for certain accounting
services; and
WHEREAS, Section 29-1-203, C.R.S., provides that the parties may cooperate
or contract with one another to provide functions and services lawfully authorized to the
individual entity; and
WHEREAS, pursuant to the applicable statutes of the State of Colorado, the
parties are authorized to enter into this Intergovernmental Agreement.
NOW, THEREFORE, IN CONSIDERATION OF THE FOREGOING AND THE
COVENANTS AND AGREEMENTS HEREIN CONTAINED, THE PARTIES HEREBY
AGREE AS FOLLOWS:
1. The Town shall provide accounting services for a period of three months
(January through March 2020), plus assistance with the 2019 annual audit by
independent auditors. Said services are more fully set forth on Exhibit A attached
hereto and incorporated herein by reference.
2. The District shall pay to the Town for the services on Exhibit A the sum of
$1,548.00 per month for January - March 2020. The sum is payable on the first day of
each calendar month from the effective date of this Agreement. If additional services
are needed after March 31, 2020, the District shall pay $65.00 per hour for such
services.
3. The District shall provide the necessary financial and billing information
necessary to allow the Town to perform the services set forth on Exhibit A.
4. The parties understand and agree that the information provided from the
District to the Town shall be used by the Town only in the services to be provided in this
Agreement. The Town hereby agrees not to provide any portion of said information to
any third party without the express written consent of the District. The parties
understand and agree that both the District and the Town are subject to the applicable
provisions of Article 72 of Title 24, C.R.S., commonly known as the Public Records Law.
In the event the Town receives a request for information from the District or the
69 69
‐2‐
ATTACHMENT A – IGA – ACCOUNTING SERVICES
requested information is a product of the Town's services pursuant to this Agreement,
the Town shall inform the District of the request. The District shall consult with the Town
immediately to determine whether or not the request shall be honored under the
applicable terms and conditions of the Public Records law. The parties agree that the
Town shall comply with any order of any Court requiring release of information. The
District shall reimburse the Town for any attorney’s fees or other costs or damages
assessed against the Town under the law for withholding such information.
5. This Agreement shall be for the period from the effective date hereof
through July 31, 2020. Either party may terminate this Agreement by giving thirty (30)
days’ notice of termination in writing to the other party. The District shall pay the Town
all payments due through the date of termination.
6. This Agreement contains the entire agreement between the parties and
may be amended by the parties only in writing.
7. The District is not an agent or employee of the Town and the Town is not
an agent or employee of the District for any of the terms, conditions or services provided
under the terms of this Agreement.
8. The Town and the District will provide each other with prompt notice of
any claim, lien, suit, demand or action for damages, injuries to persons, including death,
property damage, including loss of use arising out of or resulting from performance
under this Agreement, and in the event of a claim or action which is filed, each party
may employ attorneys of its own choosing to prepare and defend the claim or action on
its behalf.
9. All notices, demands or other documents required or desired to be given,
made or sent to either party, under this Agreement shall be in writing, shall be deemed
effective upon mailing or personal delivery. If mailed, said notice shall be mailed,
postage prepaid registered as follows:
Town of Estes Park
Town Administrator
P.O. Box 1200
Estes Park, CO 80517
Estes Valley Public Library District
Executive Director
P.O. Box 1687
Estes Park, CO 80517
10. This Agreement shall be construed in accordance with the laws of the
State of Colorado, and venue for any civil action with respect thereto shall be proper
only in Larimer County, Colorado.
70 70
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ATTACHMENT A – IGA – ACCOUNTING SERVICES
11. The parties to this Agreement understand and agree that the parties are
relying on, and do not waive or intend to waive, by any provisions of this Agreement, the
monetary limitations or terms, or any other rights, immunities, and protections provided
by the Colorado Governmental Immunity Act, Section 24-10-101, et. Seq., C.R.S., as
from time to time amended or otherwise available to the parties or any of their officers,
agents or employees.
12. This Agreement shall be binding upon the successors and assigns of the
parties hereto. This Agreement may not be assigned by either party hereto without the
prior written consent of the other party.
13. The parties understand and agree that the sums necessary to pay for the
services herein shall be subject to the annual budgetary process of the District. The
financial obligation of the District shall not be a multi-year financial obligation under
Article X, Section 20 of the Colorado Constitution. The District shall have the right to
terminate this Agreement in the event that the District's governing body fails to
appropriate monies sufficient for the continued performance of this Agreement.
14. In the event of default under this Agreement by either party except as
provided in Section 5 herein, the non-defaulting party shall give the defaulting party
written notice of said default. The defaulting party shall have thirty (30) days to cure
such default. In the event the defaulting party does not cure the default, the non-
defaulting party shall be entitled to all remedies available by law or equity, including
reasonable attorney's fees and costs incurred by the non-defaulting party due to said
default.
TOWN OF ESTES PARK:
Mayor
ATTEST:
Town Clerk
APPROVED AS TO FORM:
Town Attorney
ESTES VALLEY PUBLIC LIBRARY DISTRICT:
71 71
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ATTACHMENT A – IGA – ACCOUNTING SERVICES
Director
EXHIBIT A
Scope of Services
1) General Accounting Functions:
2019 Year End close
Processing of cash receipts
General journal entry
Monthly financial reporting
Assist with annual audit by independent auditors
2) Accounts Payable:
Processing of payments to vendors in HTE only (no printed checks)
2019 1099 form reporting and issuance
72 72
1
Attachment B – IGA - Benefits
INTERGOVERNMENTAL AGREEMENT
THIS AGREEMENT effective the 1st day of January, 2020, by and between
the TOWN OF ESTES PARK, a Municipal Corporation, hereinafter referred to as
the ("Town") and the Estes Valley Public Library District, a quasi-municipal
corporation and political subdivision in the State of Colorado, hereinafter referred to
as the ("District").
WHEREAS, the Town operates a finance office and administrative services
office; and
WHEREAS, the District desires to contract with the Town for benefits
administration; and
WHEREAS, Section 29-1-203, C.R.S., provides that the parties may
cooperate or contract with one another to provide functions and services lawfully
authorized to the individual entity; and
WHEREAS, pursuant to the applicable statutes of the State of Colorado, the
parties are authorized to enter into this Intergovernmental Agreement.
NOW, THEREFORE, IN CONSIDERATION OF THE FOREGOING AND THE
COVENANTS AND AGREEMENTS HEREIN CONTAINED, THE PARTIES HEREBY
AGREE AS FOLLOWS:
1. The Town shall provide benefits administration to the District as said
services are more fully set forth on Exhibit A attached hereto and incorporated
herein by reference.
District Employee Benefit Plans: To the extent permitted by law and the
terms of third-party provider agreements, the Town shall allow District employees to
be covered for all current Town benefits.
The District shall have the option to select the individual Town benefit plans
in which its employees shall be covered. This selection shall be on an annual basis
with the District providing the Town its selection of benefit plans on or before
November 1 of each year to be effective January 1 of the next year. The selection
of individual benefit plans shall be subject to the written approval of the Town, which
approval shall not be unreasonably withheld.
73 73
2
Attachment B – IGA - Benefits
The parties agree that no retirement benefit plans for District employees are
provided by the Town to the District in this Agreement.
District employees shall only mean employees of the District and not
members of the District's governing board.
In administering the benefit plans for the District, the Town pays the
appropriate sums for District employees to its third-party providers at the beginning
of each calendar month. The Town will invoice the District for those payments. The
District agrees to reimburse the Town for those payments within thirty (30) days of
receipt of the reimbursement invoice from the Town. It is specifically understood by
the District, that in the event that the reimbursement payment is not made to the
Town within said thirty (30) day period, the Town shall have the right to provide the
District with a twenty (20) day notice of its intent to terminate District employees
from participation in the applicable benefit plans. If the District does not pay the
reimbursement amount within said twenty (20) day notice period, the Town shall
have the right to immediately terminate participation of the District employees from
all benefit plans administered by the Town for the District pursuant to the terms of
this Agreement. ꞏ
The District understands and agrees that the Town shall not be responsible
for any human resource/personnel matters as part of its benefit administration.
Neither the District nor its employees shall seek advice or counsel from the Town
with regard to any human resource/personnel issues concerning District employees.
The District specifically waives any claim against the Town and any individual
employee, consultant, agent, or volunteer of the Town for any act or omission in the
performance or non-performance of its benefit administration for District employees.
2. The District shall pay to the Town for the services on Exhibit A the sum
of 3% of the medical insurance premiums as a benefits administrative fee per
month. The sum is payable on the first day of each calendar month from the
effective date of this Agreement.
3. The District shall provide the necessary financial and billing information
necessary to allow the Town to perform the services set forth on Exhibit "A".
4. The parties understand and agree that the information provided from
the District to the Town shall be used by the Town only in the services to be
provided in this Agreement. The Town hereby agrees not to provide any portion of
said information to any third party without the express written consent of the District.
The parties understand and agree that both the District and the Town are subject to
the applicable provisions of Article 72 of Title 24, C.R.S., commonly known as the
Public Records Law. In the event the Town receives a request for information from
74 74
3
Attachment B – IGA - Benefits
the District or the requested information is a product of the Town's services
pursuant to this Agreement the Town shall inform the District of the request. The
District shall consult with the Town immediately to determine whether or not the
request shall be honored under the applicable terms and conditions of the Public
Records law. The parties agree that the Town shall comply with any order of any
Court requiring release of information. The District shall reimburse the Town for
any attorney’s fees or other costs or damages assessed against the Town under
the law for withholding such information.
5. This Agreement shall be for the period from the effective date hereof
through December 31, 2020. This Agreement shall automatically renew for
additional one-year periods commencing January 1 of each year unless terminated
by either party hereto. Either party may terminate this Agreement by giving thirty
(30) days’ notice of termination in writing to the other party. The District shall pay
the Town all payments due through the date of termination.
6. This Agreement contains the entire agreement between the parties
and may be amended by the parties only in writing.
7. The District is not an agent or employee of the Town and the Town is
not an agent or employee of the District for any of the terms, conditions or services
provided under the terms of this Agreement.
8. The Town and the District will provide each other with prompt notice of
any claim, lien, suit, demand or action for damages, injuries to persons, including
death, property damage, including loss of use arising out of or resulting from
performance under this Agreement, and in the event of a claim or action which is
filed, each party may employ attorneys of its own choosing to prepare and defend
the claim or action on its behalf.
9. All notices, demands or other documents required or desired to be
given, made or sent to either party, under this Agreement shall be in writing, shall
be deemed effective upon mailing or personal delivery. If mailed, said notice shall
be mailed, postage prepaid registered as follows:
Town of Estes Park
Town Administrator
P.O. Box 1200
Estes Park, CO 80517
75 75
4
Attachment B – IGA - Benefits
Estes Valley Public Library District
Executive Director
P.O. Box 1687
Estes Park, CO 80517
10. This Agreement shall be construed in accordance with the laws of the
State of Colorado, and venue for any civil action with respect thereto shall be proper
only in Larimer County, Colorado.
11. The parties to this Agreement understand and agree that the parties are
relying on, and do not waive or intend to waive, by any provisions of this Agreement, the
monetary limitations or terms or any other rights, immunities, and protections provided
by the Colorado Governmental Immunity Act, Section 24-10-101, et. Seq., C.R.S., as
from time to time amended or otherwise available to the parties or any of their officers,
agents or employees.
12. This Agreement shall be binding upon the successors and assigns of the
parties hereto. This Agreement may not be assigned by either party hereto without the
prior written consent of the other party.
13. The parties understand and agree that the sums necessary to pay for the
services herein shall be subject to the annual budgetary process of the District. The
financial obligation of the District shall not be a multi-year financial obligation under
Article X, Section 20 of the Colorado Constitution. The District shall have the right to
terminate this Agreement in the event that the District's governing body fails to
appropriate monies sufficient for the continued performance of this Agreement.
14. In the event of default under this Agreement by either party except as
provided in Section 5 herein, the non-defaulting party shall give the defaulting party
written notice of said default. The defaulting party shall have thirty (30) days to cure
such default. In the event the defaulting party does not cure the default, the non-
defaulting party shall be entitled to all remedies available by law or equity, including
reasonable attorney's fees and costs incurred by the non-defaulting party due to said
default.
TOWN OF ESTES PARK:
ATTEST:
Mayor Town Clerk
76 76
5
Attachment B – IGA - Benefits
APPROVED AS TO FORM:
Town Attorney
ESTES VALLEY PUBLIC LIBRARY DISTRICT:
Director
77 77
6
Attachment B – IGA - Benefits
EXHIBIT A
Scope of Services
1) District Employee Benefits Functions:
Administering benefits per the Town Benefit plan as outlined in the 2020
Town of Estes Park Benefits Guide, with the exception of the following: Retirement,
Employee Home Ownership Program, Child Care Assistant Program, Paid Time Off
and Contributions.
78 78
Memo
To: Honorable Mayor Jirsa
Board of Trustees
Through: Town Administrator Machalek
From: Randy Hunt, Community Development Director
Date: January 14, 2020
RE: Professional Services Contract with SAFEBuilt Colorado, LLC for Building Safety
Services,
(Mark all that apply)
PUBLIC HEARING ORDINANCE LAND USE
CONTRACT/AGREEMENT RESOLUTION OTHER______________
QUASI-JUDICIAL YES NO
Objective:
Review and approve a Professional Services Contract with SAFEBuilt Colorado, LLC for
building safety services on behalf of the Town. The contract would be for Calendar Year (CY)
2020, beginning (retroactively) Jan. 1 and ending Dec. 31, with option for renewal.
Present Situation:
Town Board is aware that many concerns were being expressed in 2018 and 2019 with the
Building Division’s service delivery. In 2019, the Town executed a Professional Services
Contract with SAFEBuilt to address these concerns and improve services. This contract began
in February 2019 and was augmented and expanded at several subsequent points through the
rest of the year.
Staff believes this model has continually proven to be successful. Concerns from contractors,
builders, and citizens, while never reaching absolute zero, have declined dramatically under
the SAFEBuilt contract. If there is a single key word for our positive Building-division
experience since Spring 2019, that word is “stability.” The value for builders and citizens of
knowing what to expect in the building regulatory process can’t be overestimated. We would
add that the plan-review turnaround times set by Town Board in February have been
consistently met by SAFEBuilt.
COMMUNITY DEVELOPMENT
79 79
Proposal:
The current proposal for a 2020 contract essentially continues the level and type of service
SAFEBuilt has been providing in 2019, including staffing with most or all of the same
personnel. Similarities also include retaining the Permit Technician as a Town staff member.
However, there are two differences from 2019 to 2020 (both of which were outlined briefly at
your Oct. 22 Study Session):
a. The payment structure is different. The 2019 contract is a traditional hourly-rate model,
in which different SAFEBuilt staff members are paid at various hourly rates, depending
on duties, experience, credentials, etc. The 2020 model entails paying SAFEBuilt a
fixed percentage of building-permit revenues – 82 percent. The other 18 percent is
retained in General Fund. This percentage method makes our accounting slightly more
complex, but Finance has raised no concerns. The percentage model means that if
revenues either decline or increase, SAFEBuilt’s staffing and resource allocation would
be able to change accordingly. (Although building-permit fees do not have an exact
linear correlation with staff and resource demands, the relationship is close.) Our staff
discussions with Town of Timnath and other SAFEBuilt municipalities indicate that the
percentage method works well for them.
b. The SAFEBuilt contract in 2020 comes with a complete building-permit software
solution – Community Core (see Exhibit C in contract) – hosted and maintained by
SAFEBuilt but transparent and accountable to Town personnel. This is a vast
improvement over our current PTWin software system, which is overdue for a gracefully
quick retirement. SAFEBuilt and staff have already had preliminary discussions to
ensure this system running for us ASAP after the contract is executed. The contract
calls for a $10,000 payment to SAFEBuilt as a one-time expense in 2020; after that, the
software is bundled with the other services with no separate ongoing cost.
Community Development staff have reviewed the fiscal details in the contract with Finance,
comparing them to the traditional in-house staffing and resource model. It appears that the
contract approach will end up with a balance similar to the traditional model – i.e., we don’t
expect to gain or lose much money by going this route. A separate budget amendment to
address financial aspects is also on tonight’s agenda.
The contract is drafted with a Jan. 1, 2020 start date. The retroactive element is mainly so that
the Community Core software coding before mind-January can be recompensed. We have
executed an extension of our current hourly-rate contract to provide staffing and resources
through the end of January, but the software package is not available without the 2020
contract.
The 2020 contract is set to end on Dec. 31, but has a provision for renewal. Staff believes a
cautious approach is always reasonable the first year of a full-service contract like this one. If
our experience should turn out to be negative, the option is always there to go back to a
traditional in-house staffing / resource model – in 2021 or future years.
80 80
Advantages:
Allows recent experience with personnel, procedures, timelines, and outcomes to
continue in a stable and predictable fashion.
The revenue-expenditure balance in Building division is not negatively affected.
Disadvantages:
There is always an argument for providing Town services through a Town staffing and
resource model.
Action Recommended:
Staff recommends approval of the contract as drafted.
Finance/Resource Impact:
See preceding discussion. Staff’s best estimate is that the contract will be close to neutral
balance for the Town, compared to the in-house staff service model.
Level of Public Interest
Medium: Interest in Building Division operations was high in the first half of 2019, especially in
the contractor community. The Oct. 22 Town Board Study Session seemed to indicate many
issues were being addressed by our 2019 contract with SAFEBuilt. Interest in this specific
2020 contract has been low.
Sample Motions:
1. I move to approve the Professional Services Contract with SAFEBuilt Colorado, LLC for
Building Safety Services for calendar year 2020.
2. I move to deny the Professional Services Contract with SAFEBuilt Colorado, LLC for
Building Safety Services for calendar year 2020, finding that … [state findings for
denial].
3. I move to continue to the [date certain] Town Board meeting the Professional Services
Contract with SAFEBuilt Colorado, LLC for Building Safety Services for calendar year
2020. [state reasons for continuance].
Attachments:
1. Professional Services Contract with SAFEBuilt Colorado, LLC for Building Safety Services Link
81 81
TOWN OF ESTES PARK, COLORADO
PROFESSIONAL SERVICES AGREEMENT
Building Department Service Including Code Compliant Plan Review and Inspection
The parties, the Town of Estes Park, Colorado (Town), a municipal corporation, and
SAFEbuilt Colorado, LLC, a Colorado corporation, whose address is 3755 Precision Drive, Suite
140, Loveland, Colorado 80538, make this Agreement this 1st day of January, 2020, at the Town
of Estes Park, Colorado, considering the following facts and circumstances:
1 RECITALS:
1.1 Town desires to use the services of Consultant outlined in Consultant's Proposal; and
1.2 Consultant has agreed to provide the Services outlined in its Proposal, on the terms and
conditions stated in this Agreement.
2 CONTRACT: This Agreement is a Contract, representing the entire and integrated agreement
between the parties and supersedes any prior negotiations, written or oral representations and
agreements. The Agreement incorporates the following Contract Documents. In resolving
inconsistencies between two or more of the Contract Documents, they shall take precedence
in the order enumerated, with the first listed Contract Document having highest precedence.
The Contract Documents, except for Modifications issued after execution of this Agreement, are:
2.1 This Agreement;
2.2 Consultant's Proposal, containing three (3) pages and titled Exhibit A, SAFEbuilt
Scope of Services and Cost Proposal;
2.3 Performance, containing one (1) page and titled Exhibit B, SAFEbuilt Performance;
2.4 Community Core Solutions Software, containing one (1) page and titled Exhibit C,
Community Core Solutions Terms and Conditions; and
2.4 Insurance Certificates.
3 SCOPE OF SERVICES: Consultant shall provide and furnish at its own cost and expense all
materials, machinery, equipment, tools, superintendence, labor, insurance and other
accessories and services necessary to provide its Services in strict accordance with the
conditions and prices stated in the Contract Documents.
4 BEGINNING WORK AND COMPLETION SCHEDULE: The Consultant shall begin
services under this Contract upon receiving Town’s notice to proceed. Consultant shall timely
perform its Services, according to the Performance Schedule attached to and incorporated into
this Contract or as otherwise directed by Town.
5 PRICE: The Town will pay Consultant for the performance of this Agreement, for Services
performed as stipulated in Exhibit A, Consultant's Proposal. This Agreement does not create
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a multiple fiscal year direct or indirect debt or other financial obligation. Each request for
service shall incur a concurrent debt for that request only. All financial obligations of the
Town under this Agreement are contingent upon appropriation, budgeting, and availability of
specific funds to discharge such obligations.
6 TIME OF PAYMENTS TO CONSULTANT: Consultant shall bill its charges to Town
periodically, but no more frequently than once a month. Each bill shall contain a statement of
the time the primary employees spent on the project since the previous bill, a brief description
of the Services provided by each such employee, and an itemization of direct expenses. Town
will pay each such bill which it finds to be in accordance with this Agreement within forty-
five (45) days of its receipt. If Town questions any part of a bill, finds any part of a bill does
not conform to this Agreement, or claims the right to withhold payment of any part of a bill,
it will promptly notify Consultant of the question, nonconformity or reasons for withholding.
7 QUALIFICATIONS ON OBLIGATIONS TO PAY: No partial payment shall be final
acceptance or approval of that part of the Services paid for, or shall relieve Consultant of any
of its obligations under this Agreement. Notwithstanding any other terms of this Agreement,
Town may withhold any payment (whether a progress payment or final payment) to
Consultant under the following conditions:
7.1 Consultant fails to promptly pay all bills for labor, material, or services of consultants
furnished or performed by others to perform Services.
7.2 Consultant is in default of any of its obligations under this Agreement or any of the
Contract Documents.
7.3 Any part of such payment is attributable to Services not conforming to this Agreement.
(Town will pay for any part attributable to conforming Services).
7.4 Town, in its good faith judgment, determines that the compensation remaining unpaid
will not be sufficient to complete the Services according to this Agreement.
8 CONSULTANT'S DUTIES:
8.1 Town enters into this Agreement relying on Consultant’s special and unique abilities
to perform the Services. Consultant accepts the relationship of trust and confidence
established between it and the Town by this Agreement. Consultant will use its best
efforts, skill, judgment, and abilities. Consultant will further the interests of Town
according to Town’s requirements and procedures, according to high professional
standards.
8.2 Consultant has and will undertake no obligations, commitments, or impediments of any
kind that will limit or prevent its performance of the Services, loyally, according to the
Town's best interests. In case of any conflict between interests of Town and any other
entity, Consultant shall fully and immediately disclose the issue to Town and, without
Town's express approval, shall take no action contrary to Town's interests.
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8.3 Consultant’s Services under this Agreement shall be of at least the standard and quality
prevailing among recognized professionals of expert knowledge and skill engaged in
the Consultant's same profession under the same or similar circumstances.
8.4 Consultant's work, including drawings and other tangible work products provided to
Town, will be accurate and free from any material errors, and will conform to the
requirements of this Agreement. Town approval of defective drawings or other work
shall not diminish or release Consultant's duties, since Town ultimately relies upon
Consultant's skill and knowledge.
8.5 The Contract Documents determine whether the Consultant's Scope of Services
includes detailed independent verification of data prepared or supplied by Town.
Consultant will, nevertheless, call to Town's attention anything in any drawings, plans,
sketches, instructions, information, requirements, procedures, or other data supplied to
Consultant (by the Town or any other party) that Consultant knows, or reasonably
should know, is unsuitable, improper, or inaccurate for Consultant's purposes.
8.6 Consultant shall attend such meetings on the work stated in this Agreement, as Town
requires. Town will give reasonable notice of any such meetings, so Consultant may
attend. Town will pay for any meeting time exceeding Consultant’s total estimate of
included hours, according to Consultant’s fee schedule attached to Consultant’s
proposal.
8.7 As applicable state and federal laws may require, Consultant will assign only persons
duly licensed and registered to do work under this Agreement.
8.8 Consultant shall furnish efficient business administration and superintendence and
perform the Services in the most efficient and economical manner consistent with the
best interests of Town.
8.9 Consultant shall keep its books and records for Services and any reimbursable expenses
according to recognized accounting principles and practices, consistently applied.
Consultant shall make them available for the Town's inspection at all reasonable times.
Consultant shall keep such books and records for at least three (3) years after
completion of the Services.
9 TOWN'S DUTIES:
9.1 Town will provide full information to Consultant on Town's requirements in a timely
manner.
9.2 Town will assist Consultant by providing such pertinent information available to Town,
including maps, studies, reports, tests, surveys and other data, as Consultant
specifically requests.
9.3 Town will examine all tests, reports, drawings, specifications, maps, plans and other
documents presented by Consultant to Town for decisions. Town will obtain the advice
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of other consultants, as the Town thinks appropriate. Town will give decisions to the
Consultant in writing within a reasonable time.
9.4 Town will appoint a person to act as Town's representative on this Agreement. This
person will have authority to issue instruction, receive information, interpret and define
Town's policies and decisions on Consultant’s Services.
9.5 Town will give prompt written notice to the Consultant when the Town notices any
development that affects the scope or timing of the Services.
10 USE OF FINAL PRODUCT: Consultant may have limited involvement after the completion
of this Agreement and lacks control of the future use of Consultant's work. Except for
deficiencies in Consultant’s performance under this Agreement, future use and interpretation
of Consultant’s work is at the risk of Town or other users.
10.1 Consultant will keep record copies of all work product items delivered to Town.
11 OWNERSHIP OF DOCUMENTS AND OTHER MATERIALS: All drawings,
specifications, computations, sketches, test data, survey results, renderings, models, and other
materials peculiar to the Services of Consultant or Consultant’s consultants under this
Agreement are property of Town, for its exclusive use and re-use at any time without further
compensation and without any restrictions. Consultant shall treat all such material and
information as confidential, and Consultant shall neither use any such material or information
or copies on other work nor disclose such material or information to any other party without
Town's prior written approval. Upon completion of Services, or at such other time as the Town
requires, Consultant shall deliver to the Town a complete, reproducible set of all such
materials. For copyright ownership under the Federal Copyright Act, Consultant conveys to
Town and waives all rights, title and interest to all such materials in written, electronic or other
form, prepared under this Agreement. Town shall have worldwide reprint and reproduction
rights in all forms and in all media, free of any claims by the Consultant or its consultants and
subcontractors. The Town's rights, granted above, in drawing details, designs and
specifications that are Consultant's standard documents for similar projects, and in
Consultant’s databases, computer software and other intellectual property developed, used or
modified in performing Services under this Agreement are not exclusive, but joint rights,
freely exercisable by either the Town or the Consultant.
All design documents, including drawings, specifications, and computer software prepared by
Consultant according to this Agreement comprise Consultant's design for a specific project.
Neither party intends or represents them as suitable for reuse, by Town or others, as designs
for extension of that same project or for any other project. Any such reuse without prior written
verification or adaptation by Consultant for the specific purpose intended will be at user's sole
risk and without liability or legal exposure to Consultant. Except as required for performance
under this Agreement, Consultant's verification or adaptation of design documents will entitle
Consultant to additional compensation at such rates as Consultant may agree.
12 CHANGE ORDERS: Town reserves the right to order work changes in the nature of
additions, deletions, or modifications, without invalidating this Agreement, and agrees to
make corresponding adjustments in the contract price and time for completion. All changes
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will be authorized by a written change order signed by Town. Work shall be changed, and the
contract price and completion time shall be modified only as set out in the written change
order. Town shall issue no Change Order or other form of order or directive requiring
additional compensable work that will cause the Price to exceed the amount approved.
13 SERVICE OF NOTICES: The parties may give each other required notices in person or by
first class mail to their authorized representatives (or their successors) at the addresses listed
below:
TOWN OF ESTES PARK:
Randy Hunt, Community Development
Director
Town of Estes Park
PO Box 1200
Estes Park, CO 80517
CONSULTANT:
Joe DeRosa, Interim CRO
SAFEbuilt, LLC
3755 Precision Drive, Suite 140
Loveland, Colorado 80538
14 COMPLIANCE WITH LAW: Consultant will perform this Agreement in strict compliance
with applicable federal, state, and municipal laws, rules, statutes, charter provisions,
ordinances, and regulations (including sections of the Occupational Safety and Health
Administration (OSHA) regulations, latest revised edition, providing for job safety and health
protection for workers) and all orders and decrees of bodies or tribunals applicable to work
under this Agreement. Consultant shall protect and indemnify Town against any claim or
liability arising from or based on the violations of any such law, ordinance, regulation, order,
or decree by itself or by its subcontractors, agents, or employees. Town assumes no duty to
ensure that Consultant follows the safety regulations issued by OSHA.
15 PERMITS AND LICENSES: Consultant shall secure all permits and licenses, pay all charges,
files, and taxes and give all notices necessary and incidental to the lawful prosecution of its
Services.
16 PATENTED DEVICES, MATERIALS AND PROCESSES: Consultant shall hold and save
harmless Town from all claims for infringement, by reason of use of any patented design,
device, material, process, or trademark or copyright and shall indemnify Town for any costs,
expenses, and damages, including court costs and attorney fees, incurred by reason of actual
or alleged infringement during the prosecution or after completion of Services.
17 INSURANCE: Consultant shall, at its own costs, secure and continuously maintain through
the term of this Agreement the minimum insurance coverages listed below, with forms and
insurers acceptable to Town. In addition, Consultant shall maintain such coverages for the
insurance listed in Paragraphs 17.1, 17.3 and 17.4 for two additional years. For any claims-
made policy, Consultant shall include the necessary retroactive dates and extended reporting
periods to maintain continuous coverage.
17.1 Professional liability/errors and omissions for at least $1,000,000.
17.2 Workers' compensation according to the Workers' Compensation Act of the State of
Colorado and Employer's liability with limits of at least $500,000.
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17.3 General liability, including contractual liability, of at least $1,000,000 per each
occurrence plus an additional amount adequate to pay related attorneys’ fees and
defense costs. Coverage shall include bodily injury, property damage, personal injury,
and contractual liability.
17.4 Comprehensive automobile liability with minimum limits for bodily injury and
property damage coverage of at least $1,000,000 per each occurrence plus an additional
amount adequate to pay related attorneys' fees and defense costs, for each of
Consultant's owned, hired or non-owned vehicles assigned to or used in performance
of this Agreement.
17.5 Valuable papers insurance in an amount adequate to assure the restoration of any plans,
drawings, field notes, or other similar data related to the services covered by this
Agreement in case of their loss or destruction.
17.6 The required general liability and comprehensive automobile liability policies shall
contain endorsements to include Town and its officers and employees as additional
insureds. The required professional liability and workers’ compensation policies or
coverages shall not contain endorsements including Town, its officers or employees as
additional insureds. Every policy required above shall be primary insurance. Any
insurance or self-insurance benefits carried by Town, its officers, or its employees, shall
be excess and not contributory to that provided by Consultant.
17.7 Consultant shall, upon request, provide Town a certified copy of each required policy.
17.8 As evidence of the insurance coverages required by this Agreement, before beginning
work under this Agreement, Consultant shall furnish certificates of insurance certifying
that at least the minimum coverages required here are in effect and specifying the
liability coverages (except for professional liability) are written on an occurrence form
to:
Town of Estes Park
P.O. Box 1200
Estes Park, CO 80517
Attention: Community Development Director
With the exception of professional liability and workers’ compensation, policy or
policies providing insurance as required will defend and include the Town, its Board,
officers, agents and employees as additional insureds on a primary basis for work
performed under or incidental to this Contract. Required insurance policies shall be with
companies qualified to do business in Colorado with a general policyholder’s financial
rating acceptable to the Town. The policies shall not be cancelable or subject to
reduction in coverage limits or other modification except after thirty (30) days prior
written notice to the Town. Comprehensive general and automobile policies shall be for
the mutual and joint benefit and protection of the Consultant and the Town. These
policies shall provide that the Town, although named as an additional insured, shall
nevertheless be entitled to recover under said policies for any loss occasioned to it, its
officers, employees, and agents by reason of acts or omissions of the Consultant, its
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officers, employees, agents, sub-consultants, or business invitees. They shall be written
as primary policies not contributing to and not in excess of coverage the Town may
carry.
17.9 If Consultant is self-insured under the laws of the State of Colorado, Consultant shall
provide appropriate declarations and evidence of coverage.
17.10 Consultant shall not cancel, change, or fail to renew required insurance coverages.
Consultant shall notify Town's risk manager of any reduction or exhaustion of
aggregate limits, which Town may deem to be a breach of this Agreement.
17.11 Town relies on, and does not waive or intend to waive, by any provision of this
Agreement, the monetary limitations or any other rights, immunities, and protections
provided by the Colorado Governmental Immunity Act, § 24-10-101 et seq., C.R.S., as
from time to time amended, or otherwise available to the parties, their officers, or their
employees.
17.12 If any insurance required here is to be issued or renewed on a claims-made form as
opposed to an occurrence form, the retroactive date for coverage will be no later than
the commencement date of the project and will state that in the event of cancellation or
nonrenewal, the discovery period for insurance claims (tail coverage) will be at least
72 months.
17.13 Consultant shall not cancel, non-renew or cause insurance to be materially changed or
replaced by another policy without prior approval by Town.
18 INDEMNIFICATION:
18.1 Consultant and its agents, principals, officers, partners, employees, and subcontractors
("Indemnitors") shall and do agree to indemnify, protect, and hold harmless Town, its
officers, employees, and agents ("Indemnitees") from all claims, damages, losses, liens,
causes of actions, suits, judgments, and expenses (including attorneys’ fees), of any
nature, kind, or description ("Liabilities") by any third party arising out of, caused by,
or resulting from any Services under this Agreement if such Liabilities are: (1)
attributable to bodily injury, personal injury, sickness, disease, or death of any person,
or to the injury or destruction of any tangible property (including resulting loss of use
or consequential damages) and (2) caused, in whole or in part, by any error, omission
or negligent act of Consultant, anyone directly or indirectly employed by it, or anyone
for whose acts Consultant may be liable.
18.2 If more than one Indemnitor is liable for any error, omission or negligent act covered
by this Agreement, each such Indemnitor shall be jointly and severally liable to the
Indemnitees for indemnification and the Indemnitors may settle ultimate responsibility
among themselves for the loss and expense of any such indemnification by separate
proceedings and without jeopardy to any Indemnitee. This Agreement shall not
eliminate or reduce any other right to indemnification or other remedy the Town, or
any of the Indemnitees, may have by law.
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18.3 As part of this indemnity obligation, Consultant shall compensate Town for any time
the Town Attorney's Office and other counsel to Town reasonably spend on such claims
or actions at the rates generally prevailing among private practitioners in the Town of
Estes Park for similar services. This obligation to indemnify Town shall survive the
termination or expiration of this Agreement.
19 INDEPENDENT CONTRACTOR: Consultant shall perform all Services under this
Agreement as an independent contractor, and not as an agent or employee of Town. No
employee or official of Town shall supervise Consultant. Consultant shall exercise no
supervision over any employee or official of Town. Consultant shall not represent that it is an
employee or agent of Town in any capacity. Consultant’s officers, employees and agents
are not entitled to Workers' Compensation benefits and is obligated to pay federal and
state income tax on money earned under this Agreement. Except as this Agreement
expressly states, Consultant shall, at its sole expense, supply all buildings, equipment and
materials, machinery, tools, superintendence, personnel, insurance and other accessories and
Services necessary. This Agreement is not exclusive; subject the terms of this Agreement,
Town and Consultant may each contract with other parties.
20 PROVISIONS CONSTRUED AS TO FAIR MEANING: Any tribunal enforcing this
Agreement shall construe its terms as to their fair meaning, and not for or against any party
based upon any attribution to either party.
21 HEADINGS FOR CONVENIENCE: All headings, captions and titles are for convenience
and reference only and of no meaning in the interpretation or effect of this Agreement.
22 NO THIRD-PARTY BENEFICIARIES: The parties intend no third-party beneficiaries under
this Agreement. Any person besides Town or Consultant receiving services or benefits under
this Agreement is an incidental beneficiary only.
23 TOWN’S RIGHT TO BAR PERSONNEL FROM WORK SITE: For conduct the Town (in
its sole discretion) decides may violate applicable laws, ordinances rules or regulations, or
may expose Town to liability or loss, Town may bar any person (including Consultant's and
Subcontractor's employees) from Town's work sites. Such a bar shall not require any
employee's discharge from employment, but shall merely prohibit the employee's presence at
Town’s work sites. Such a bar shall not warrant an increase in contract time or Price.
24 WAIVER: No waiver of any breach or default under this Agreement shall waive any other or
later breach or default.
25 TERM: This Contract shall commence on January 1, 2020 and shall continue through
December 31, 2020 with the option of four (4) additional renewals, on an annual basis, upon
agreement of both parties.
26 TERMINATION:
26.1 In addition to any other available remedies, either party may terminate this Agreement
if the other party fails to cure a specified default within seven (7) days of receiving
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written notice of the default. The notice shall specify each such material breach, in
reasonable detail.
26.2 Town may, at any time, terminate performance of the work, in whole or in part, for its
own convenience. Town may effect such termination by giving Consultant written
Notice of Termination specifying the extent and effective date of termination. In case
of termination, for convenience, Town shall pay Consultant for work satisfactorily
completed, to the date of termination. Town shall determine the portion of work
completed.
26.3 If either party so terminates, Consultant shall promptly deliver to Town all drawings,
computer programs, computer input and output, analysis, plans, photographic images,
tests, maps, surveys and writer’s materials of any kind generated in the performance of
its Services under this Agreement up to and including the date of termination.
27 SUSPENSION: Without terminating or breaching this Agreement, Town may, at its pleasure,
suspend fee services of Consultant hereunder. Town may effect suspension by giving
Consultant written notice one (1) day in advance of the suspension date. Upon receipt of such
notices, Consultant shall cease their work as efficiently as possible, to keep total charges to a
minimum. Town must specifically authorize any work performed during suspension. Since
suspension and subsequent reactivation may inconvenience Consultant, Town will endeavor
to provide advance notice and minimize its use. After a suspension has been in effect for thirty
(30) days, Consultant may terminate this Agreement at will.
28 ASSIGNMENT AND DELEGATION: Except as stated, neither party may assign its rights
or delegate its duties under this Agreement without the express written approval of the other.
29 SUBCONTRACTING: Except subcontractors clearly identified and accepted in the
Contractor's Proposal, Consultant may employ subcontractors to perform the Services only
with Town's express prior written approval. Consultant is solely responsible for any
compensation, insurance, and all clerical detail involved in employment of subcontractors.
30 GOVERNING LAW AND VENUE: The laws of the State of Colorado shall govern
enforcement and interpretation of this Agreement. Venue and jurisdiction for any court action
filed regarding this Agreement shall be only in Larimer County, Colorado.
31 AUTHORITY: This instrument forms a contract only when executed in writing by duly
authorized representatives of Town and Consultant. By their signatures on this document, the
signatories represent that they have actual authority to enter this Agreement for the respective
parties.
32 INTEGRATION: There are no other agreements on the same subject than expressly stated or
incorporated in this Agreement.
33 UNLAWFUL EMPLOYEES, CONTRACTORS AND SUBCONTRACTORS: Contractor
shall not knowingly employ or contract with an illegal alien to perform work under this
Contract. Contractor shall not knowingly contract with a subcontractor that (a) knowingly
employs or contracts with an illegal alien to perform work under this Contract or (b) fails to
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certify to the Contractor that the subcontractor will not knowingly employ or contract with an
illegal alien to perform work under this Contract.
34 VERIFICATION REGARDING ILLEGAL ALIENS: Contractor has confirmed the
employment eligibility of all employees newly hired for employment to perform work under
this Contract through participation in either the E-verify program administered jointly by the
United States Department of Homeland Security and the Social Security Administration or the
employment verification program of the Colorado Department of Labor & Employment.
35 LIMITATION REGARDING E-VERIFY PROGRAM: Contractor shall not use either E-
verify or Colorado Department of Labor & Employment program procedures to undertake
pre-employment screening of job applicants while performing this Contract.
36 DUTY TO TERMINATE A SUBCONTRACT; EXCEPTIONS: If Contractor obtains actual
knowledge that a subcontractor performing work under this Contract knowingly employs or
contracts with an illegal alien, the Contractor shall, unless the subcontractor provides
information to establish that the subcontractor has not knowingly employed or contracted with
an illegal alien:
(a) notify the subcontractor and the Town within three days that the Contractor has actual
knowledge that the subcontractor is employing or contracting with an illegal alien; and
(b) terminate the subcontract with the subcontractor if, within three days of receiving notice
that the Contractor has actual knowledge that the subcontractor is employing or contracting
with an illegal alien, the subcontractor does not stop employing or contracting with the
illegal alien.
37 DUTY TO COMPLY WITH STATE INVESTIGATION: Contractor shall comply with any
reasonable request of the Colorado Department of Labor & Employment made in the course
of an investigation pursuant to C.R.S. 8-17.5-102 (5).
38 DAMAGES FOR BREACH OF CONTRACT: In addition to any other legal or equitable
remedy Town may be entitled to for a breach of this Contract, if Town terminates this
Contract, in whole or in part, due to Contractor’s breach of any provision of this Contract,
Contractor shall be liable for actual and consequential damages to Town.
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CONSULTANT:
BY:
THOMAS P. WILKAS, CHIEF FINANCIAL OFFICER
ACKNOWLEDGMENT
STATE OF )
) ss
COUNTY OF )
The foregoing instrument was acknowledged before me this __________ day of
____________________, 2019, by Thomas P. Wilkas, Chief Financial Officer, Consultant.
Witness my hand and official seal.
My Commission Expires .
Notary Public
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PROFESSIONAL SERVICES AGREEMENT
TOWN OF ESTES PARK:
Mayor Town Clerk
APPROVED AS TO FORM:
Town Attorney
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EXHIBIT A
SAFEbuilt SCOPE OF SERVICES AND COST PROPOSAL
1. SCOPE OF SERVICES
Consultant will perform Services in accordance with codes, amendments and ordinances adopted by the
elected body of Municipality. The qualified professionals employed by Consultant will maintain current
certifications, certificates, licenses as required for Services that they provide to Municipality. Consultant
is not obligated to perform services beyond what is contemplated by this Agreement.
2. SOLICITATION/HIRING OF CONSULTANT’S EMPLOYEES
During the term of this Agreement and for one year thereafter, Municipality shall not solicit, recruit or hire,
or attempt to solicit, recruit or hire, any employee or former employee of Consultant who provided
services to Municipality pursuant to this Agreement (“Service Providers”), or who interacted with
Municipality in connection with the provision of such services (including but not limited to supervisors or
managers of Service Providers, customer relations personnel, accounting personnel, and other support
personnel of Consultant). Parties agree that this provision is reasonable and necessary in order to preserve
and protect Consultant’s trade secrets and other confidential information, its investment in the training of
its employees, the stability of its workforce, and its ability to provide competitive building department
programs in this market. If any provision of this section is found by a court or arbitrator to be overly broad,
unreasonable in scope or otherwise unenforceable, Parties agree that such court or arbitrator shall modify
such provision to the minimum extent necessary to render this section enforceable. In the event that
Municipality hires any such employee during the specified period, Municipality shall pay to Consultant a
placement fee equal to 25% of the employee’s annual salary including bonus.
3. LIST OF SERVICES
Building Official Services
Manage and help administer the department and report to Municipality’s designated official
Be a resource for Consultant team members, Municipal staff, and applicants
Help guide citizens through the complexities of the codes in order to obtain compliance
Monitor changes to the codes including state or local requirements and determine how they may
impact projects in the area and make recommendations regarding local amendments
Assist Municipal staff in revising and updating municipal code to comply with adopted requirements
Provide Building Code interpretations for final approval
Oversee our quality assurance program and will make sure that we are meeting our agreed upon
performance measurements and your expectations
Provide training for our inspectors on Municipality adopted codes and local amendments as needed
Oversee certificate of occupancy issuance to prevent issuance without compliance of all
departments
Attend staff and council meetings as mutually agreed upon
Responsible for reporting for Municipality – frequency and content to be mutually agreed upon
Responsible for client and applicant satisfaction
Work with Municipal staff to establish and/or refine building department processes
Issue stop‐work notices for non‐conforming activities – as needed
Building, Plumbing, and Mechanical Inspection Services
Consultant will provide a certified Combination Inspector
Services excludes Electrical Inspections to be provided by the State of Colorado
Perform code compliant inspections to determine that construction complies with approved plans
Meet or exceed agreed upon performance metrics regarding inspections
Provide onsite inspection consultations to citizens and contractors while performing inspections
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Return calls and emails from permit holders in reference to code and inspection concerns
Identify and document any areas of non‐compliance
Leave a copy of the inspection ticket and discuss inspection results with site personnel
Vacation Rental Inspections
Provide in accordance with Ordinance 06‐19 and 2015 International Residential Code
Plan Review Services
Provide plan review services electronically or in the traditional paper format
Review plans for compliance with adopted building codes, local amendments or ordinances
Be available for pre‐submittal meetings by appointment
Coordinate plan review tracking, reporting, and interaction with applicable departments
Provide feedback to keep plan review process on schedule
Communicate plan review findings and recommendations in writing
Return a set of finalized plans and all supporting documentation
Provide review of plan revisions and remain available to applicant after the review is complete
Permit Technician Services
Provide qualified individuals to perform the functions of this position
Facilitate the permitting process from initial permit intake to final issuance of permit
Review submittal documents and request missing information to ensure packets are complete
Provide front counter customer service as necessary
Answer questions concerning the building process and requirements at the counter or over the
phone
Form and maintain positive relationships with Municipal staff and maintain a professional image
Determine permit fees based on Municipal fee schedule as established by ordinance, if requested
Work with Municipal Clerk to facilitate Colorado Open Records Act requests, if requested
Provide inspection scheduling and tracking to ensure code compliance
Act as an office resource to inspectors in the field
Process applications for Municipal Boards and Commissions – if requested
Provide input, tracking and reporting to help increase efficiencies
Reporting Services
Consultant will work with Municipality to develop a mutually agreeable reporting schedule and format
4. COMMUNITY CORE SYSTEMS TERMS AND CONDITIONS
Provide Community Core in accordance with the terms and conditions of Exhibit C.
5. MUNICIPAL OBLIGATIONS
Municipality will provide office space, desk, desk chairs, file cabinets, local phone service, internet,
use of copier and fax
6. FEE SCHEDULE
Municipality will promptly notify Consultant of any revisions or amendments to Municipal Fee
Schedule
Municipality will periodically review its Municipal Fee Schedule and valuation tables and make
adjustment to reflect increases in the cost incurred by Consultant in providing Services
Beginning January 01, 2021 and annually thereafter, the hourly rates listed shall be increased based
upon the annual increase in the Department of Labor, Bureau of Labor Statistics or successor thereof,
Consumer Price Index (United States City Average, All Items (CPI‐U), Not Seasonally adjusted, All
Urban Consumers, referred to herein as the “CPI”) from the previous calendar year, such increase,
95
TOWN OF ESTES PARK, COLORADO
PROFESSIONAL SERVICES AGREEMENT
however, not to exceed 4% per annum. The increase will become effective upon publication of the
applicable CPI data. If the index decreases, the rates listed shall remain unchanged.
Consultant fees for Services provided pursuant to this Agreement will be as follows:
Service Fee Schedule:
Inspection Service (permits issued prior to service start date) $75.00 per inspection
Inspection Service (permits issued after service start date) 82% of Municipal Permit Fee as established by
ordinance or resolution
Plan Review Services - excludes engineer review fees 82% of Municipal Plan Check Fee as established by
ordinance or resolution
Structural Engineering Plan Review $150.00 per hour – one (1) hour minimum
Building Official Services Included in percentage of fees above
Permit Technician Service $55.00 per hour – one (1) hour minimum
After Hours/Emergency Inspection Services $100.00 per hour – two (2) hour minimum
Non-Permitted Activity (by request only) $75.00 per hour – one (1) hour minimum
Investigative Services (by request only) $75.00 per hour – one (1) hour minimum
Note: Three percent (3%) of Consultant fees for Estes Park Community Outreach Program
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TOWN OF ESTES PARK, COLORADO
PROFESSIONAL SERVICES AGREEMENT
EXHIBIT B – SAFEbuilt PERFORMANCE
1. TIME OF PERFORMANCE
Services will be performed during normal business hours excluding Municipal holidays.
Services will be performed from Municipal offices Monday through Friday, (8) hours daily between 8:00
am and 5:00 pm
Consultant’s representative(s) will be available by cell phone and email
Deliverables
INSPECTION SERVICES Perform inspections requested by 4:00 pm next business day
TWO HOUR INSPECTION
WINDOW
Provide a two‐hour window of time that the permit holder can expect to have
their inspection performed – Upon request only
MOBILE RESULTING Provide our inspectors with field devices to enter results immediately
PRE‐SUBMITTAL MEETINGS Provide pre‐submittal meetings to applicants by appointment
PLAN REVIEW
TURNAROUND TIMES
Provide comments within the following timeframes:
Day 1 = first full business day after receipt of plans and all supporting documents
Project Type:
Single‐family within
Multi‐family within
Small commercial within
(under $5M in valuation)
Large commercial within
First Comments
7 business days
10 business days
10 business days
20 business days
Second Comments
5 business days or less
7 business days or less
7 business days or less
15 business days or less
97
Meritage Systems CommunityCore: Description of Services
This order form is subject to the terms of service and privacy policy.
Meritage reserves the right to amend the terms of service and privacy policy at any time and without prior notice.
Effective from January 01, 2020 through December 31, 2020.
Applications and Services One-Time Set-Up Fee Annual Support
and Licensing Fee
Number of
Users
CommunityCore
Including InspectorConnect iOS mobile
app for building and code inspections
Legacy Data Import: Permitting
Transfer of historical permit data from
legacy system, assumes availability of
readable data file or CSV
GIS Integration: Permitting
Contractor & Business Licensing
CommunityConnect
Online Permitting
Anywhere, anytime access for
contractors to apply for permits, pay
fees, check status, request
inspections and upload plans
Includes Setup of
CommunityCore
Preferred Merchant
Account for Credit Card
Processing
Online Payments
One Day On-Site System Training
Total:
EXHIBIT C-TERMS & CONDITIONS
SA 15_0206 1
Included NA
NA
Included
#2015 1001 05 CO r1
Non-Preferred Merchant Account:
additional fee if Meritage Systems is
not a preferred provider
CommunityCore Permit Management Features:
•Permitting and Inspection Management
•Address Import Setup
•Inspections (including mobile access & when available, InspecotrConnect app for iOS tablets)
•Contractor and Business Registration
•Plan Review Tracking and simple Planning/Zoning permits and workflow
•Reporting and Data Import/Export
•Complete configuration of permit type, terminology, fee structures, documents and user roles and permissions
•Permit Documents: Standard set of Permits, CO, TCO configured with your jurisdiction logo and information
•Customs Documents: Available for an additional charge
•Reports: Library of standard reports
•Custom Reports: Available for an additional charge
•Online Training for startup and post startup, ongoing and customer support
•Personalized support, including configuration updates
•Automatic updates of new features
98
Public Works Memo
To: Honorable Mayor Jirsa
Board of Trustees
Through: Town Administrator Machalek
From: Vanessa Solesbee, Parking & Transit Manager
Greg Muhonen, Public Works Director
Date: January 14, 2020
RE: Professional Services Contract with The Car Park for Management of the
Town’s Public Parking Facilities (budgeted)
(Mark all that apply)
PUBLIC HEARING ORDINANCE LAND USE
CONTRACT/AGREEMENT RESOLUTION OTHER______________
QUASI-JUDICIAL YES NO
Objective:
Public Works staff seeks approval from the Town Board to hire The Car Park (TCP) to
successfully implement seasonal paid parking in 2020 as outlined in Ordinance #30-19
and Resolution #37-19.
Present Situation:
In October 2018, Public Works launched the new Parking & Transit Division. In 2019,
this new division completed implementation of Phase 1 of the Downtown Parking
Management Plan (DPMP) and documented ongoing repeated occurrences of parking
demand exceeding supply in downtown Estes Park during the summer guest season.
After numerous public outreach efforts and four Town Board meetings, the Town Board
authorized implementation of Phase 2 of the DPMP which includes a trial of seasonal
paid parking in 7 of the Town’s 15 downtown parking lots for the 2020 guest season.
Following this November 2019 action, Public Works staff worked quickly to evaluate the
operational and financial feasibility of hiring an in-house team to implement seasonal
paid parking versus hiring a professional parking management firm to supplement the
Parking & Transit Division manager. Based on the Division’s current work load and
staff’s desire to continue providing the highest quality customer service and
responsiveness to our residents and visitors, the decision was made to solicit proposals
from well-qualified professional parking management firms through an open Request for
Proposal (RFP) process.
Five firms responded to the RFP. An interdepartmental staff team reviewed and scored
all five proposals using the criteria outlined in the RFP. Proposals from the top three
firms were reviewed and scored by the citizen members of the Selection Committee.
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The top three firms were interviewed by the entire Selection Committee (staff and
citizens). Based on the quantitative scores from the proposal review and interview
processes, as well as deliberation among the Selection Committee, The Car Park was
selected as the best fit for Estes Park.
Proposal:
Public Works staff proposes the Town hire TCP to implement seasonal paid parking in
2020. They will work under the direct guidance of the Parking & Transit Manager to
complete the Scope of Services as detailed in the contract (see the Attachments).
Advantages:
•Support and continue the Town’s work to improve and elevate the downtown parking
experience in a way that benefits both residents while improving economic vitality.
•“Jump start” implementation efforts for the seasonal paid parking program and allow
PW staff to meet the aggressive timeline of “going live” on June 1, 2020.
•Exponentially extend the reach of staff by bringing professional parking management
expertise and resources in accounting/auditing/cash-handling, technology,
insurance/liability, technology implementation, enforcement, Key Performance
Indicators (KPIs) / reporting, customer service and marketing/communications.
Disadvantages:
•Hiring a third party comes with a management fee that would not be associated with
in-house staff, however the proposed third-party brings specific parking management
experience that will be invaluable in implementation of seasonal paid parking.
•A private contractor may not perform up to Town standards; however, PW staff will
closely monitor TCP’s performance on defined specific performance metrics.
Action Recommended:
PW staff recommends that the Town Board contract with TCP to provide professional
parking management services for the Town’s downtown public parking facilities in 2020.
Finance/Resource Impact:
The Parking Division will have a budget of $681,232 in 2020 ($510,165 for paid parking,
including $50,299 contingency) and $171,067 for internal division operational expenses
included in the base budget). Staff anticipates that seasonal paid parking revenue in
2020 will cover the added costs of the paid parking program.
Level of Public Interest
Public interest is high regarding implement of paid parking in Estes Park.
Sample Motion:
I move for the approval/denial of the Professional Services Contract with The Car Park
in the not-to-exceed amount of $510,165.
Attachments:
TCP Parking Operations Agreement
TCP Services Proposal
TCP Fee Proposal
RFP for Management of the Town of Estes Park’s Public Parking Facilities
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TOWN OF ESTES PARK
ESTES PARK, COLORADO
PARKING OPERATIONS AGREEMENT
TOWN OF ESTES PARK
AND
THE CAR PARK, LLC
101
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TABLE OF CONTENTS
I. [§ 100] SUBJECT OF AGREEMENT ................................................................... 1
A. [§ 101] Purpose of This Agreement ........................................................................ 1
B. [§ 102] Ordinance 30-19 Amends Title 10 Of The Municipal Code To Provide
Paid Parking ..................................................................................................................... 1
C. [§ 103] Project Areas .............................................................................................. 2
D. [§ 104] Parking System ........................................................................................... 2
E. [§ 105] Parties to This Agreement .......................................................................... 3
II. [§ 200] TERM, CANCELLATION, AND RENEWAL ......................................... 3
III. [§ 300] OPERATIONS ........................................................................................... 4
A. [§ 301] Operations in General................................................................................. 4
B. [§ 302] Operational Objectives and Standards ....................................................... 7
C. [§ 303] Hours .......................................................................................................... 8
D. [§ 304] Rates Enforcement and Parking Commitments ......................................... 8
E. [§ 305] Maintenance, Repair and Inspection Obligations of Operator ................... 8
F. [§ 306] Finance Procedure ...................................................................................... 9
G. [§ 307] Performance Requirements and Assessment............................................ 10
H. [§ 308] Alterations ................................................................................................ 11
I. [§ 309] Authority to Contract Limited .................................................................. 11
J. [§ 310] Damage by Operator ................................................................................ 11
K. [§ 311] Agreement Not a Tenancy ........................................................................ 12
L. [§ 312] Independent Contractor ............................................................................ 12
M. [§ 313] Procurement Requirements and Guidelines ............................................. 12
IV. [§ 400] PERSONNEL ........................................................................................... 12
A. [§ 401] Selection and Salaries............................................................................... 12
B. [§ 402] Equal Opportunity and Americans with Disabilities Act ......................... 13
C. [§ 403] Personnel Guidelines ................................................................................ 13
V. [§ 500] PAYMENTS TO OPERATOR, BUDGET, ANNUAL REPORTS,
BOOKS, AND RECORDS ............................................................................................... 14
A. [§ 501] Fees and Insurance Costs ......................................................................... 14
B. [§ 503] Operating Expenses .................................................................................. 15
C. [§ 507] Taxes ....................................................................................................... 17
D. [§ 508] Budget ..................................................................................................... 17
E. [§ 509] Accounts, Reports, and Audits ................................................................ 17
VI. [§ 600] INDEMNITY AND INSURANCE, ......................................................... 18
A. [§ 601] Property Damage or Injury Indemnification ............................................ 18
B. [§ 602] Insurance .................................................................................................. 18
C. [§ 603] General Insurance Requirements ............................................................. 19
VII. [§ 700] DEFAULTS, REMEDIES, TERMINATION, AND ALTERNATIVE
DISPUTE RESOLUTION ................................................................................................ 19
A. [§ 701] Surrender of System ................................................................................. 19
B. [§ 702] Effect of Default ....................................................................................... 20
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C. [§ 703] Legal Actions ........................................................................................... 21
D. [§ 707] Rights and Remedies Are Cumulative ..................................................... 21
E. [§ 708] Attorney Fees ........................................................................................... 21
F. [§ 709] Choice of Law .......................................................................................... 22
VIII. [§ 800] MISCELLANEOUS................................................................................. 22
A. [§ 801] Notice ....................................................................................................... 22
B. [§ 802] Compliance with Laws and Ordinances ................................................... 23
C. [§ 803] Rules and Regulations .............................................................................. 23
D. [§ 804] Assignability by Operator ........................................................................ 23
E. [§ 805] Damage, Destruction, or Sale ................................................................... 23
F. [§ 806] Handicapped Parking ............................................................................... 23
G. [§ 807] Option to Add Parking Facilities / Option to Delete Parking Facilities ... 23
H. [§ 808] Free or Reduced Fee Use of Parking Facilities ........................................ 24
I. [§ 809] Event Parking ........................................................................................... 24
J. [§ 810] Agency’s Right to Inspect and Make Repairs .......................................... 24
K. [§ 811] Descriptive Headings ............................................................................... 24
L. [§ 812] Severability............................................................................................... 25
M. [§ 813] Parties in Interest ...................................................................................... 25
N. [§ 814] Not a Lease .............................................................................................. 25
O. [§ 815] Governmental Action ............................................................................... 25
P. [§ 816] Inspection of Books and Records ............................................................. 25
Q. [§ 817] Identity and Authority of Agency ............................................................ 25
R. [§ 818] Identity and Authority of Operator........................................................... 26
IX. [§ 900] COUNTERPARTS................................................................................... 26
X. [§ 1000] ENTIRE AGREEMENT, WAIVERS, AND AMENDMENTS ............ 28
XI. [§ 1100] EFFECTIVE DATE OF AGREEMENT ............................................... 28
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PARKING OPERATIONS AGREEMENT - 1
PARKING OPERATIONS AGREEMENT
THIS AGREEMENT is effective as of the ____ day of ______, 2020, by and
between the TOWN OF ESTES PARK, COLORADO, (“Agency”) and The Car Park,
LLC, a Delaware Limited Liability Company (“Operator”), individually referred to as a
“Party” and collectively as the “Parties”. Agency and Operator agree as follows:
I. [§ 100] SUBJECT OF AGREEMENT
A. [§ 101] Purpose of This Agreement
The purpose of the Agreement is to effectuate Ordinance 30-19 amending
Title 10 of the Municipal Code of the Town of Estes Park on Vehicle and Traffic
to Provide Paid Parking (the “Parking Management Plan”) by providing for the
operation of public parking facilities (the “Parking System” or “System”)
included within the boundaries of the Town of Estes Park (the “Project Areas”).
The operation of the Parking System, pursuant to this Agreement and the
fulfillment generally of this Agreement, is in the vital and best interests of the
Town of Estes Park, Colorado (the “Town”), and the health, safety, and welfare of
its residents and in accord with the public purposes and provisions of applicable
federal, state, and local laws and requirements.
B. [§ 102] Ordinance 30-19 Amends Title 10 of the Municipal Code to
Provide Paid Parking
This Agreement is subject to the provisions of the Ordinance, as follows:
1. The Town Board of Trustees may by resolution establish locations
for which paid parking must be paid, the amounts and schedules required to be
paid, applicable hours, and seasonal enforcement dates. All required fees shall be
paid by any method approved by the parking and transit manager (“Manager”),
and these may include, without limitation, paper bills, coins, credit cards,
cellphone or internet payment, and validation. The Town Board of Trustees may
identify a number of stalls within a lot for paid parking, and delegate to the
Manager the responsibility of designating the specific stalls.
2. The Manager shall propose parking rates for the following season
to the Town Board of Trustees by December 15th of each year. The seasonal
parking rates in town-controlled parking areas shall be intended to produce a
target measured occupancy of 85 percent or less during peak visitation periods
within the designated parking lots in order to:
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PARKING OPERATIONS AGREEMENT - 2
a. Support the Town’s business districts by making parking
available and encouraging economic development;
b. Maintain adequate turnover of Town-controlled parking
spaces;
c. Encourage an adequate amount of parking availability for a
variety of parking users, efficient use of Town-controlled
perimeter parking locations (parking structure and Events
Complex Park-N-Ride), and enhanced use of the Town’s, free
shuttle system and other transportation alternatives; and;
d. Reduce congestion in travel lanes caused by drivers seeking
available parking.
C. [§ 103] Project Areas
The Project Areas are located in the Town of Estes Park. A map of the
Project Areas and the existing parking in the System are attached as Exhibit A.
D. [§ 104] Parking System
The Parking System means those public on-street and off-street parking
and garage and other parking facilities listed in Exhibit A The terms of this
Agreement shall apply to each of the Parking Facilities described in Exhibit A
unless otherwise specified. The term Parking System or System used hereafter
shall refer to any of the Parking Facilities described in Exhibit A, unless
otherwise specified. For convenience in this Agreement, the term parking garage
refers to one type of parking facility that may be included in the System.
Agency may close, dispose of, acquire, or construct other parking spaces,
parking lots, garages and parking facilities, which the Agency may determine in
its sole discretion should be added to or deleted from the System. Any such
parking facility added to the System shall be operated under the terms and
conditions of this Agreement, and amendments to this Agreement shall be
completed to reflect the addition of such parking facility, which amendments shall
include appropriate negotiated adjustments to Operator’s compensation. Agency
shall provide Operator forty-five (45) days’ written notice of any such addition or
subtractions to the System. Likewise, should any of the parking facilities be
closed, inoperable, untenable, or disposed of, amendments to this Agreement shall
be completed to reflect the deletion, which amendments shall include appropriate
negotiated adjustments to Operator’s compensation.
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PARKING OPERATIONS AGREEMENT - 3
E. [§ 105] Parties to This Agreement
1. [§ 106] Agency
The office of Agency is located at, 170 MacGregor Avenue, Estes Park, Colorado.
2. [§ 107] Operator
Operator, The Car Park LLC., is headquartered at 702 West Idaho Street,
Suite 400, Boise, Idaho 83702. Operator is a Delaware Limited Liability
Company. Operator shall staff a local operating business office for purposes of
operation of the Parking System and contact and communication with Agency,
parking customers and the general public, as further described in Section 301 of
this Agreement.
II. [§ 200] TERM, CANCELLATION, AND RENEWAL
The initial term of this Agreement shall commence January 15, 2020 and continue
through December 31, 2020.
Agency shall have, in its sole discretion, the option to renew and extend the terms
of this Agreement for four one-year increments, renewable each year; such extended term
to begin upon the expiration of the term of this Agreement, and all terms, covenants, and
provisions of this Agreement shall apply to such extended term. If Agency shall elect to
exercise such option, it shall do so not later than thirty (30) days prior to the expiration of
the Agreement.
Operator agrees that by entering into this Agreement, it obtains no additional
rights or privileges in the future regarding the operation of the Parking System and agrees
that Agency has not waived or abrogated any power or discretion it has regarding the
operation of the System upon termination of this Agreement. Non-enforcement of any
condition or obligation of this Agreement by Agency shall not be considered a waiver of
any other condition or obligation imposed by this Agreement.
Further, either Agency or Operator may cancel this Agreement at any time by
providing a written notice of cancellation one hundred and twenty (120) days prior to
cancellation. Prior to the termination or cancellation of the Agreement, Operator agrees
to assist Agency with the orderly transition of the responsibilities for operation and
maintenance of the System to ensure a seamless transition to a replacement operator. If
necessary, Operator agrees to provide such services after the effective date of the
termination or cancellation of the Agreement for compensation to be negotiated, in good
faith, by the Parties, which shall in no event be an amount above the total sum paid to
Operator in the thirty (30) day period prior to the effective date of the termination or
cancellation for Operator’s management fee.
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PARKING OPERATIONS AGREEMENT - 4
III. [§ 300] OPERATIONS
A. [§ 301] Operations in General
Operator agrees to manage and operate the Parking System in a
professional, economical and businesslike manner, satisfactory at all times to
Agency. Operator agrees to accomplish the following unless otherwise directed
by Agency.
1. Staff a business and permit sales office (“Parking System Office”)
inTown Hall located at 170 MacGregor Avenue.
2. Employ parking staff (e.g. cashiers, supervisory staff, management
staff and office administrative staff) and perform associated
responsibilities including but not limited to employee recruitment,
orientation, training, evaluation and discipline.
3. Provide on-going customer service in a friendly and professional
manner, tracking and resolving any and all customer service-
related issues.
4. Use Operator’s best efforts in every proper manner to maintain and
develop the customer base of the System.
5. Perform cashiering and daily, weekly, and monthly auditing and
reconciliation.
6. Perform routine patrols of the system to enforce the parking rules
as set forth by the Agency. Including the issuing of citations,
collection of citations, adjudication of citations, and immobilizing
vehicles.
7. Provide bookkeeping and accounting functions such that gross
revenues and expenses are individually computed for each Parking
Facility listed in Exhibit B to this Agreement and as more fully
described in Section 506 of this Agreement.
8. Contract with permit parkers, and bill and collect payment for
permit parking in accordance with such contracts.
9. Sell parking validations to those entitled allowed to purchase and
use validations and honor said validations in accordance with the
validation program established by Agency. Agency may modify
the validation program in the future at its sole discretion.
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PARKING OPERATIONS AGREEMENT - 5
10. Ensure that customers of the Parking System pay the proper
amount for parking and are not permitted to park free of charge
except upon express direction of Agency or in compliance with the
Parking Management Plan.
11. Pursue payment and collect parking revenues from past due
accounts and unpaid fines, fees, and other charges consistent with
Agency’s collections policy established by Agency and Operator in
accordance with Section 302.
12. Perform routine maintenance of and repairs to the Parking
Facilities in accordance with Section 305.
13. Maintain all Parking System operating equipment and implement a
preventative equipment maintenance program in accordance with
Section 305.
14. Provide operational and maintenance supplies as are reasonably
necessary to operate the Parking System.
15. Coordinate with Public Works to identify, select and procure
appropriate Parking Access Revenue Control (PARCS)
technologies, including parking meter infrastructure/hand-held
devices, cash payment options, and mobile payment options.
16. Coordinate with Public Works, the Public Information Officer and
Visit Estes Park to create a robust public education and
communication campaign, including website updates, instructional
videos, collateral material, signage, social media and traditional
media, and public outreach;
17. Create and implement a new employee parking permit and
incentive program for those willing to park in perimeter lots.
Assess and expand the existing residential permit program.
18. Define a seasonal event parking management strategy for both paid
and unpaid Parking Facilities.
19. Propose a customer service program offering such services as:
customer appreciation days, vehicle location assistance, vehicle
lock-out assistance, tire inflation, etc. Implement those services
approved and included in the Parking System budget by Agency.
20. Coordinate the operation of the Parking Facilities with Public
Works contractors and tradespeople hired by Agency to perform
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PARKING OPERATIONS AGREEMENT - 6
work on a specific Parking Facility or to the System. Assist with
such tasks as creating temporary construction and storage areas,
routing of traffic, and the shut down and activation of Parking
Facility systems.
21. Be knowledgeable regarding federal, state and local regulations
that apply to the operation, maintenance and repair of a public
parking system including but not limited to building and safety
regulations and inspection requirements, environmental regulations
and procurement regulations and policies. Conduct operations of
the Parking System so they comply with applicable federal, state
and local regulations.
22. Assist with the development of necessary operating policies and
procedures. Implement policies and procedures approved by
Agency.
23. Provide daily, monthly, and annual operations and financial
reports.
24. Track parking-related statistics for all Parking Facilities (e.g.,
parking occupancies, durations, ticket data, allocations, revenues,
expenses, and customer service, maintenance, and safety/security
activities).
25. Provide parking management advice as necessary concerning
operations, pricing, marketing, customer surveys, etc. Implement
an outreach and marketing program approved and included in the
Parking System budget by Agency.
Prior to execution, Operator shall submit to Agency for review any
contract with an independent contractor to supply the services enumerated in this Section
301, which has a contract value of more than $3000.00, including but not limited to
staffing; accounting and reporting; cleaning, maintenance and repair; collections,
security, marketing and customer surveys. Agency shall have the right to approve the
contractor selected by Operator to provide these services, which approval shall not be
unreasonably withheld. In contracting for such services, Operator shall comply with
applicable state and local procurement requirements as stated in Section 313.
Operator shall not engage in any other business in any part of the Parking System
or the Parking Facilities other than to provide additional services such as activating
inoperative vehicles as requested by a customer of the System or similar parking
customer services, which services have been approved by Agency by a written letter of
approval. Operator shall provide to Agency a list of all costs for such approved,
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PARKING OPERATIONS AGREEMENT - 7
additional services, and these costs shall be approved by Agency by written letter of
approval prior to the imposition of said costs for such services.
Operator shall report to Agency any and all damages or vandalism to any of the
Parking Facilities and any and all claims for loss or damage to vehicles utilizing any
Parking Facility, it being understood that Operator assumes full responsibility for
processing and settling all such claims for loss or damage to vehicles utilizing any
Parking Facility. Operator shall also notify Agency in writing of any and all claims
identified or filed against Operator and/or Agency, immediately upon discovery of any
such claim.
B. [§ 302] Operational Objectives and Standards
Operator shall be responsible for the day-to-day operation of the Parking
System in a manner that ensures the safe, attractive, clean, and customer-friendly
operation of the System.
Annually, during the budgetary process described in Section 508 of this
Agreement, Agency and Operator shall agree upon a program of objectives and
operational standards (“Parking System Annual Program” or “Annual Program”)
for the following fiscal year which shall address: how the System is to be
operated, maintained and marketed; customer service; technology upgrades;
capital investments, etc. The Annual Program shall include Agency’s collections
policy and a target for collection of past due accounts and unpaid fines, fees, and
other charges established by Agency and Operator.
Operator shall submit its proposal for the Annual Program by February 14,
2020for Agency’s 2020 fiscal year, and similarly in 2021, 2022 and 2023, if
Agency exercises the extensions provided in this Agreement. Agency and
Operator shall prepare the final Annual Program, guided by the provisions of
Agency’s Downtown Parking Management Plan (Attachment 1), the Parking
Management Request for Proposal (Attachment 2), Resolution 37-19 (Attachment
3), and The Car Park Services and Fee Proposal (Attachment 4) and the
operational standards mutually acceptable to Agency and Operator. Agency and
Operator may also refer to the National Parking Association’s (NPA) Parking
Garage Maintenance Manual or any other compilation of standards deemed useful
by Agency and Operator. The final Annual Program shall be reduced to writing
and made a part of Agency’s overall budget for the subsequent year. Operator
acknowledges that the Annual Program described herein shall be effective only
when included within Agency’s overall budget.
The proposed Annual Program shall also include a description of the
employee orientation and training program and customer service assessment and
improvement program that Operator intends to implement as part of the budget
proposed for the upcoming fiscal year (“Annual Employee Training and Customer
Service Programs”). The Annual Employee Training and Customer Service
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PARKING OPERATIONS AGREEMENT - 8
Programs shall include, but not be limited to, a comprehensive customer service
training program for Operator’s employees and for staff supplied to operate the
Parking System by any independent contractor
If Agency decides to amend or update the operational standards in the
Parking Management Plan, Operator shall, upon Agency’s request, provide
feedback and suggestions concerning Agency’s operational standards.
C. [§ 303] Hours
Operator agrees to operate the Parking System during the term of this
Agreement and manage paid parking on the days and during the hours established
by Agency in Resolution 37-19. Hours of operation may be changed from time to
time by Agency upon written notice given by Agency, and any such changes shall
take effect on the dates stipulated by such notice.
D. [§ 304] Rates Enforcement and Parking Commitments
Operator agrees to charge and collect rates for parking motor vehicles that
shall be established by Agency from time to time as set forth in the Parking
Management Plan or otherwise approved by the Estes Park Board of Trustees.
Operator agrees that Agency may change parking rates from time to time at its
sole discretion. New rates established shall become effective on the dates
stipulated by Agency. Operator is encouraged to, with or without any specific
request, recommend to Agency changes in parking rates.
Operator shall prepare and submit to Agency for its approval a parking
enforcement policy to cover paid parking in designated areas, extended (overtime)
parking, and the prevention of unauthorized parking. Such action may include the
issuance of parking violations for violating Agency’s parking regulations.
E. [§ 305] Maintenance, Repair and Inspection Obligations of Operator
Operator shall be responsible for the day-to-day maintenance and repair of
the Parking System in a manner that ensures the cleanliness, safety, and
attractiveness of all the System. Such services shall include, but not be limited to,
cleaning, , trash removal, cleaning stairwells and landings;; and maintenance and
repair to parking access and revenue control system (“PARCS”) equipment not
requiring a manufacturer’s authorized technician (“Routine Maintenance and
Repair”). Minor maintenance and repair is defined as maintenance and repair
costing less than $3000 per occurrence (“Minor Maintenance and Repair”). For
maintenance and repair costing more than $3000 per occurrence, Operator shall
contact Agency for further instruction and authorization.
Operator further agrees to maintain the System, the equipment provided
by Agency, and all parts thereof, in good condition and repair and in as safe
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PARKING OPERATIONS AGREEMENT - 9
condition as its operation will reasonably permit, and make all repairs thereto that
may be reasonably necessary for this purpose including, but not limited to, the
following:
1.
2. Maintain all PARCS equipment.
3. Where an equipment warranty requires maintenance and/or repair by a
manufacturer’s authorized technician, Operator shall obtain services
from an authorized technician. When a piece of equipment subject to
warranty malfunctions or breaks down, and an authorized technician is
not expected to be available within a time defined by Agency as
reasonable, Operator shall notify and consult with Agency.
4. Maintain the Parking Facilities and Parking System Office (“Premises”)
in a clean, presentable condition and not allow dirt, paper, or trash of
any kind to accumulate in or upon the Premises.
5.
Agency shall use maintenance standards of the NPA Maintenance Manual ,
or other recognized parking industry maintenance standards acceptable to Agency
and Operator, as a guide in monitoring Operator’s performance.
Prior to execution, Operator shall submit to Agency for review any
contract with an independent contractor to supply the services enumerated in the
Section 305, which has a contract value of more than $3000.00 including but not
limited to repair, maintenance and inspection services and public works
construction. Agency shall have the right to approve the contractor selected by
Operator to provide these services, which approval shall not be unreasonably
withheld. In contracting for such services and public works construction,
Operator shall comply with applicable state and local procurement requirements
as stated in Section 313 in this Agreement.
Operator shall comply with procurement requirements in state and local
law and policy that apply to Agency whenever Agency funds are being used
either directly or indirectly for procurement of public works construction,
personal property, personal or professional services, and services from design
professionals, professional land surveyors and construction managers.
F. [§ 306] Finance Procedure
“Gross Revenues” shall include all revenues collected by Operator or
Agency from the parking of vehicles. Operator shall deposit said gross revenue in
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a bank account identified by the Agency as soon as practical but no later than the
next banking day following receipt of any Gross Revenues.
By the 20th of each month Operator shall prepare and submit final monthly
profit and loss statements as well as any incidental financial or operating
statements as deemed necessary by Agency or as the normal course of operation
shall dictate.
All source records of gross revenues, which shall include but not be
limited to parking tickets, cash register tapes, shift reports, master reports, daily
revenue reports, whether computer generated or manually generated, shall be kept
by Operator at all times. These records are owned by Agency but shall be
maintained by Operator for one year from the date the annual financial report is
delivered to and accepted by Agency. At the end of the one-year period, these
records shall be delivered to Agency for further disposition. Agency shall provide
and maintain such storage facilities as necessary to facilitate the storage of the
above records and shall provide reasonable access to such facilities. All databases
for such purpose shall be maintained by Operator. Operator shall assure that
adequate hard copies and data backups are done on a routine basis and stored on
an approved media for a period of time requested by Agency.
Operator shall pursue payment and collect parking revenues from past due
accounts and unpaid fines, fees and other charges consistent with Agency’s
collections policy and the target for collections established in the Annual Program
as provided in Section 302.
G. [§ 307] Performance Requirements and Assessment
Operator shall submit to Agency proposed performance measures for the
initial term by February 14, 2020. Agency and Operator shall establish mutually
agreed upon performance measures by_March 27, 2020. Operator shall submit a
written report to Agency providing an assessment of its performance relative to
the agreed upon performance measures by_November 6, 2020, and present the
performance report to the Town Board at a public study session on or before
November 24, 2020. Agency shall provide to Operator by_December 18, 2020,
an initial performance assessment and recommended performance objectives and
improvements for the period from January 1, 2021to December 31, 2021(if
Agency exercises its option to extend the Agreement.)
During each extension exercised by Agency, Operator shall submit a
written report to Agency which shall assess:
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1. Operator’s compliance under the terms of this Agreement with
specific emphasis on the requirements set forth in Sections 301,
302, 305, 306, 307, 403, 506 and 509.
2. Operator’s performance relative to the performance measures
established for the preceding twelve months.
3. Other items appropriate under the terms of this Agreement.
The results of this performance review inform the negotiation of the
management fee and any merit increase included in Operator’s budget for the
subsequent fiscal year.
During the term of this Agreement, Operator and Agency shall conduct
periodic informal performance conferences to discuss Operator’s performance
including accomplishments relative to agreed-upon performance measures and
operational standards and any need for performance improvements. Agency shall
create a written summary of this conference, and if needed, an action plan shall be
included and provided to Operator.
Operator and Agency shall conduct periodic on-site tours of the Parking
System as needed to identify items needing attention or improvement and shall
create by mutual agreement a checklist of action items for Operator and Agency
to address.
H. [§ 308] Alterations
Operator shall make no alterations or additions to the Premises and
appurtenances without prior written consent of Agency. It is expressly agreed
that all appurtenances, presently or hereafter located in and upon the Premises,
whether affixed thereto or not, are and shall remain the property of Agency.
I. [§ 309] Authority to Contract Limited
No employee or agent of Operator shall contract directly or indirectly,
either as an owner, employee, or agency, for services over and above his duties or
scope of employment, except with the prior written approval of Agency.
J. [§ 310] Damage by Operator
Operator shall pay for and repair any damage to the Parking System or the
Parking System Office equipment therein caused by the negligence of its
employees. Such cost and repair shall not be a reimbursable operating expense.
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K. [§ 311] Agreement Not a Tenancy
Nothing in this Agreement shall be construed as creating a tenancy
between Agency and Operator, nor shall Operator be deemed to have the right of
occupancy to the Parking System or the Parking System Office or any part
thereof.
L. [§ 312] Independent Contractor
The Parties agree that, except as hereinafter specified, Operator shall
render services to Agency as an independent contractor and not as an employee of
Agency. No Agency official or employee shall supervise the Operator. The
Operator will exercise no supervision over any employee or official of the
Agency. The Operator shall not represent that Operator is an employee or agent of
the Agency in any capacity. The Operator has no right to Worker’s
Compensation benefits from the Agency or its insurance carriers or funds.
Operator shall pay any federal and state income tax on money earned under
this Agreement.
M. [§ 313] Procurement Requirements and Guidelines
Operator shall follow the statutory procurement requirements as set forth
in Colorado Code and procurement guidelines in Agency’s Procurement Policy
when procuring any goods or services.
IV. [§ 400] PERSONNEL
A. [§ 401] Selection and Salaries
Operator agrees to secure, furnish, train, and pay for all personnel as are
reasonably necessary to be employed in the successful operation of the System.
Such personnel shall include a full-time, year-round, on-site general manager
(“General Manager”) for the System, beginning no later than March 1, 2020, the
selection and salary being subject to the approval of the Agency. Any and all
employees of Operator, or other persons, while engaged in the performance of any
work or services required by Operator under this Agreement, shall be considered
employees or agents of Operator only, and not employees of Agency or have any
contractual relationship with Agency. Any and all claims that may or might arise
under the Worker’s Compensation Act of the State of Colorado similar act on
behalf of said employees or other persons while so engaged in any work or
services provided to be rendered herein, shall be the sole obligation and
responsibility of Operator.
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B. [§ 402] Equal Opportunity and Americans with Disabilities Act
All persons employed or applying for employment with Operator shall: (a)
have and be entitled to the full and equal benefit of all laws and proceedings for
the security of persons and properties; (b) have and be entitled to equal
employment opportunities devoid and free from bias, discrimination, harassment,
or intimidation because of race, color, religion, national origin, sex, sexual
orientation, gender identity/expression, age, physical/mental handicap, marital
status, disability, or veterans status; and (c) be subject to like punishments,
penalties, licenses, and exactions of every kind.
Operator as an employer is hereby required to provide equal employment
opportunities to the end that all Operator employees shall be recruited, appointed,
assigned, and promoted solely upon the basis of a bona fide occupational
qualification and individual merit and free from bias, discrimination, harassment
or intimidation on account of race, color, religion, national origin, sex, sexual
orientation, gender identity/expression, age, physical/mental handicap, disability,
or veterans status.
Operator shall also be familiar with and adhere to the specific provision of
the Americans with Disabilities Act of 1990 relating to Title I - Employment and
Title II - Public Services. Additionally, Operator will ensure that any suppliers or
subcontractors functioning under this Agreement shall also be in compliance with
the aforementioned Titles.
C. [§ 403] Personnel Guidelines
Operator further agrees to:
1. Select staff with attention to meeting the objectives and standards
set by Agency for the System.
2. Provide an on-going comprehensive orientation and training
program for its employees assigned to the System, and for any staff
supplied by an independent contractor for operation of the System.
Such program shall be submitted in writing to Agency no later than
the time set forth in Section 302 of this Agreement.
3. Establish a performance review process for staff which includes, at
a minimum, setting annual performance goals, an annual
performance assessment and periodic feedback on how staff is
meeting its performance goals.
4. Educate staff as to the objectives and standards contained in the
Annual Program for the System and include how staff performs
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relative to these objectives and standards in staff performance
reviews.
5. Maintain a close watch over attendants to ensure that they
discharge their duties in a safe, courteous, and efficient manner and
maintain a high standard of safety and service to the public.
6. Ensure attendants shall wear appropriate uniforms and present a
neat and clean appearance at all times. Operator shall obtain
approval from Agency as to color and design of the uniforms.
Uniforms shall use the logo established by Agency for the Parking
System and not Operator’s logo.
7. Supervise and train personnel to provide friendly customer service
to all users of the System and visitors to the Parking System
Office.
8. Ensure staff furnishes customer service on a fair, equal, and non-
discriminatory basis to all users of the System.
V. [§ 500] PAYMENTS TO OPERATOR, BUDGET, ANNUAL
REPORTS, BOOKS, AND RECORDS
A. [§ 501] Fees and Insurance Costs
1. [§ 502] Fee for the System
Agency shall pay to Operator an annual management fee as stated in
Exhibit C. This fee shall be divided over twelve equal monthly installments.
The amount of the fee for Agency’s subsequent fiscal years i.e., FY 2021, 2022,
2023 and 2024 (if Agency exercises its option to extend the Agreement) shall be
negotiated and determined by a mutual writing each year prior to Agency’s
approval of its subsequent fiscal year’s annual operating budget. This amount
shall be referenced in the Agency’s written exercise of its option for each
respective successive year, and the fee shall not exceed such referenced amount.
At the conclusion of the initial term and any one-year extension exercised
by Agency, Operator shall be eligible for a performance bonus ranging from 0-
7.5% of the management fee for the fiscal year just ending. The performance
bonus percentage shall be based on Operator’s annual performance review by the
Agency for the fiscal year just ending. The performance review shall be based on
performance measures previously established by Agency and Operator and shall
be conducted as described in Section 308 of this Agreement. Agency shall pay
Operator’s performance bonus in a lump sum payment no later than December 31
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of the fiscal year just ending. Agency’s fiscal year is the January 1 through
December 31 calendar year.
The fee is intended to cover all administrative costs and expenses incurred
by Operator as well as any and all operating expenses not defined as reimbursable
operating expenses in Section 505 and not defined as indirect costs in Section 506
of the Agreement.
B. [§ 503] Operating Expenses
1. [§ 504] Reimbursement for Operating Expenses
Operator shall pay all operating expenses as they come due.
Agency shall reimburse Operator for its monthly cost of operation in the
following manner: Operator will deliver to Agency on or before the twentieth
(20th) day of the following month the financial reports and costs to operate the
System. Reports shall be in a format and at a level of detail acceptable to Agency,
with supporting documentation as required by Agency. Costs shall only include
items defined in direct and indirect operating expenses in Sections 505 and 506,
and as further defined in Operator’s approved annual operating budget. If the
Gross Revenue for any month are insufficient to cover Operators operating
expenses, Agency will reimburse Operator within fifteen (15) days following
receipt and acceptance of the financial reports for the balance due and owing to
Operator.
2. [§ 505] Operating Expenses Defined
“Operating Expenses,” as defined in this section, means and is limited to
the cost of:
• Salary of General Manager;
• Salaries of employees working in the System;
• Social Security and Medicare taxes;
• Unemployment taxes;
• Workers’ Compensation and Employer’s Liability insurance;
• Operator’s portion of Medical/Dental/Vision premium payments for
employees
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• Pension plans or 401-K;
• Uniforms and laundry;
• Office supplies;
• Credit card and gateway fees;
• Licenses and permits;
• Enforcement units, software;
• Advertising, marketing, and promotion, as approved in advance by
Agency;
• Routine Maintenance and Repair (as described in Section 305);
• Operational supplies required to operate the Parking System
(including, but not limited to, tickets, hang-tags, access cards and other
customer access devices; permits, validation stamps, etc.);
• Recruiting employees and employee orientation and training;
• Purchasing signs (when approved in advance by Agency);
• Utilities (including telephone, cellphones,
• Premiums for insurance coverage required under Section 600 et al of
this Agreement.
Agency may, from time to time through the term of this Agreement and
any extensions thereof, directly provide reimbursable goods or services that are
included in the budget or were previously approved by Agency in writing, and
which Agency determines would be best provided by Agency directly.
Notwithstanding the foregoing, unless Operator is notified in writing by
Agency that the operating expense associated with the purchase or performance of
certain goods or services will be incurred by Agency, all operating expenses shall
be reimbursed by Agency to Operator. By the 20th of each month, Operator shall
submit a monthly expense invoice, certified by an officer of Operator. Agency
staff have the right to use such methods as they deem necessary and appropriate to
verify amounts claimed on expense invoices.
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3. [§ 506] Accounting for Direct and Indirect Operating Expenses
Operator shall keep specific records and accounts for those operating
expenses directly related to the operation of each Parking Facilities in the System.
For those operating expenses indirectly related to the operation of each Parking
Facility, which expenses are associated with operation of the entire System,
Operator shall report those expenses by budget category.
C. [§ 507] Taxes
It is the intention of Agency and Operator that the System and its
operation be exempt from taxation. In the event that any unit of government
having taxing authority establishes its right to tax the System or its operation,
then, and in that event, all taxes which are assessed shall be considered operating
expenses within the meaning of Section 605.
D. [§ 508] Budget
For the initial term of this Agreement, the operating budget, management
fee, and merit increase for Operator shall be as shown in Exhibit B.
Thereafter, if Agency exercises the extensions provided for in this
Agreement, Operator shall prepare an annual operating budget, by Parking
Facility, and submit same to Agency by August 14, 2020for Agency’s next Fiscal
Year commencing January 1, 2021. (Operator shall also prepare an Annual
Program as described in Section 302 and submit same to Agency by October 30,
2020.)
After submittal of the budget, Agency and Operator shall meet for the
purpose of reviewing the budget and for inclusion of the budget described in this
section in Agency’s overall budget. (The Annual Program shall also be included
in Agency’s overall budget as described in Section 302.) Operator acknowledges
that the Annual Operating Budget described herein shall be effective only when
included within Agency’s overall budget.
E. [§ 509] Accounts, Reports, and Audits
Operator shall prepare and submit monthly profit and loss statements as
well as any incidental financial or operating statements as deemed necessary by
Agency or as the normal course of operation shall dictate. Such statements shall
clearly delineate between direct and indirect costs of operation attributable to the
System and any costs incurred by Operator for managing other properties for
which Operator is responsible.
Such books, accounts, and statements shall also be subject to inspection
under the provisions of Section 816 of this Agreement. Agency may conduct an
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annual audit of the System operations. Operator agrees to provide Agency’s
auditors such information as may be needed to conduct such annual audit and to
cooperate fully with Agency’s auditors.
VI. [§ 600] INDEMNITY AND INSURANCE,
A. [§ 601] Property Damage or Injury Indemnification
1. Operator shall defend, indemnify and hold Agency harmless from
and against any and all actions, costs, claims, losses, expense and/or damages,
sustained by Agency attributable to the recklessness, carelessness, or negligence
of Operator or any of its agents, servants or employees from any cause,
including, without limitation by specification, property damage and/or injury or
death to any person or persons.
Agency expressly acknowledges that the Operator’s obligations in
connection with the management, operation and promotion of the Parking
Facility, and employment of persons in connection therewith, do not include the
rendition of service, supervision, or furnishing of personnel in connection with the
personal safety and security of employees, tenants, customers, or other persons
within and about the Parking Facility. Operator does not have knowledge or
expertise as a guard or security service, and does not employ personnel for that
purpose, nor do Operator’s employees undertake the obligation to guard or protect
customers against the intentional acts of third parties. Agency shall determine, at
Agency’s discretion, whether and to what extent any precautionary warnings,
security devices, or security services may be required to protect patrons in and
about the Parking Facility.
It is understood and agreed that the System is burdened with pipes,
conduits, and lines necessary for utility services.
B. [§ 602] Insurance
Operator shall procure and maintain continuously in effect, during the
term of this Agreement, policies of insurance of the kind and amount, as follows:
1. Worker’s compensation coverage and employer’s liability
coverage as required by Colorado law.
2. Commercial general liability insurance, in minimum amounts of
One Million Dollars ($1,000,000) per occurrence and One Million
Dollars ($1,000,000) annual aggregate combined single limit for
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personal injury, including death, and for property damage.
Coverages thereunder shall include premises liability, System and
operations liability, contractual liability, personal injury, owner’s
and contractors’ protection, elevator liability, products, and
completed operations coverage.
3. Automobile Liability Insurance covering use of all owned, non-
owned, and hired automobiles with a minimum combined single
limit of liability for bodily injury and property damage of
$1,000,000 per occurrence. This policy shall be endorsed to name
Agency, including its respective officers, agents, or employees, as
additional insureds.
4. Robbery and holdup insurance (inside and outside) with $25,000
limit per occurrence.
The foregoing insurance coverage, to the extent such coverage is triggered
and / or applicable, shall be primary and noncontributing with respect to any other
insurance or self-insurance that may be maintained by Agency. Any loss not
covered by the above insurance shall constitute expense of Agency. All insurance
provided by Operator under this Agreement shall include a waiver of subrogation
by the insurers in favor of Agency.
C. [§ 603] General Insurance Requirements
All insurance required in this Section shall be taken out and maintained by
insurance companies licensed in the State of Colorado with no less than an “A”
rating by A.M. Best. Operator shall furnish Agency a certificate or certificates of
the responsible insurers, stating that such insurance is in full force and effect. All
policies or certificates of insurance are subject to Agency’s approval.
The insurance coverage herein required may be provided by a blanket
insurance policy or policies.
VII. [§ 700] DEFAULTS, REMEDIES, TERMINATION, AND
ALTERNATIVE DISPUTE RESOLUTION
A. [§ 701] Surrender of System
Upon termination of this Agreement, by lapse of time or otherwise,
Operator shall surrender and turn over possession of the System to Agency in the
same manner and condition as it received the System, excepting reasonable wear
and tear, as well as all drawings, computer programs, computer input and output,
analysis, plans, photographic images, tests, maps, surveys and writer’s materials
of any kind generated in the performance of its services under this Agreement up
to and including the date of termination.
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B. [§ 702] Effect of Default
It is expressly agreed between the Parties hereto that in the event any
Parking Facility is deserted, vacated, or abandoned, or if Operator shall sell,
assign, or pledge this Agreement except as provided herein; or if default be made
in the performance of any of the covenants and agreements to be performed by
Operator; or if Operator shall fail to comply with any of the statutes, ordinances,
rules, orders, regulations, or requirements of the federal, state, or city
governments; or if Operator shall file a petition in bankruptcy or make an
assignment for the benefit of creditors or take advantage of any insolvency act,
Agency may elect to terminate this Agreement and the terms hereof. In the event
Agency elects to terminate this Agreement because of a violation of this section,
upon such termination, Operator shall compensate Agency for the loss in revenue
suffered by reason of such termination.
If Operator is in default of any of the terms and conditions of this
Agreement or violates any law or ordinance or rules and regulations and fails or
refuses, after ten (10) days’ written notice, to perform or correct conditions by
which such Agreement is breached, then this Agreement shall be deemed
terminated without notice or demand.
In the event of any default or breach of this Agreement by Operator,
Agency, in addition to any other rights or remedies it may have, shall upon three
(3) days’ written notice have the immediate right of reentry. Upon exercise of the
right of reentry, Agency may require Operator to remove all of Operator’s
property and restore the System.
Should Agency at any time terminate this Agreement for any breach,
Agency may recover from Operator for any direct damages incurred by reason of
such breach, including the costs of recovering the System, the loss in revenue
suffered by reason of such termination, and reasonable attorney fees. In the event
of such termination, Agency may withhold any future payments to Operator, on a
pro-rated basis, in settling all accounts.
No payment of money by Agency to Operator after default, cancellation,
or expiration of this Agreement or any extension thereof, shall reinstate, continue,
or extend the term of this Agreement or affect any notice given to Operator by
Agency or operate as a waiver of any right of Agency.
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C. [§ 703] Legal Actions
1. [§ 704] Institution of Legal Actions
In addition to any other rights or remedies, either Party may institute legal
action to cure, correct, or remedy any default, or recover damages for any default,
or to obtain any other remedy consistent with the purpose of this Agreement.
2. [§ 705] Applicable Law
The laws of the State of Colorado shall govern the interpretation and
enforcement of this Agreement.
3. [§ 706] Alternative Dispute Resolution
In the event that a dispute arises between Agency and Operator regarding
application or interpretation of any provision of this Agreement, the aggrieved
Party shall promptly provide written notice to the other Party to this Agreement of
the dispute within ten (10) days after such dispute arises. If the Parties shall have
failed to resolve the dispute within thirty (30) days after delivery of such notice,
the Parties may first endeavor to settle the dispute in an amicable manner by
mediation. If the Parties elect to mediate their dispute, the Parties will select a
mediator by mutual agreement and agree to each pay half of the mediator’s costs
and fees. The mediation will take place in Boulder, Colorado, unless otherwise
agreed by the Parties in writing. Should the Parties be unable to resolve the
dispute to their mutual satisfaction within thirty (30) days after such completion
of mediation, each Party shall have the right to pursue any rights or remedies it
may have at law or in equity. If the Parties do not mutually agree to mediate the
dispute, either Party may pursue any rights or remedies it may have at law.
D. [§ 707] Rights and Remedies Are Cumulative
Except as otherwise expressly stated in this Agreement, the rights and
remedies of the Parties are cumulative, and the exercise by any Party of one or
more of such rights or remedies shall not preclude the exercise by it at the same
time or different times, of any other rights or remedies for the same default or any
other default by the other Party.
E. [§ 708] Attorney Fees
In the event of any action or proceeding at law or in equity, including
arbitration, between Agency and Operator to enforce any provision of this
Agreement or to protect or establish any right or remedy of either Party
hereunder, the unsuccessful Party to such action shall pay to the prevailing Party
all costs and expenses, including reasonable attorney fees incurred therein by such
prevailing Party (including such costs and fees incurred on appeal), and if such
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prevailing Party shall recover judgment in any such action or proceeding, such
costs, expenses, and attorney fees shall be included in and as a part of such
judgment or award. The provisions of this Section 708 shall apply to any
termination of this agreement and shall survive such termination.
F. [§ 709] Choice of Law
This Agreement shall be interpreted and enforced in accordance with and
governed by the laws of the State of Colorado. The language in all parts of this
Agreement shall be, in all cases, construed according to its fair meaning and not
strictly for or against Operator or Agency.
VIII. [§ 800] MISCELLANEOUS
A. [§ 801] Notice
All notices, demands, or other communications required to be in writing
by this Agreement shall be deemed given when personally delivered, delivered by
courier, or sent by certified or registered mail, postage prepaid, with proper
address as indicated below. Agency and Operator may, by written notice given to
each to the other, designate any address or addresses to which notices, certificates,
or other communications to them shall be sent when required as contemplated by
this Agreement.
Until otherwise provided by the respective Parties, all notices, certificates,
or other communications to them shall be sent when required as contemplated by
this Agreement. Until otherwise provided by the respective Parties, all notices,
demands, and communications to each of them shall be addressed as follows:
To Agency: To Operator:
Vanessa Solesbee, Parking & Transit Manager Jeff Wolfe, Chief Executive Officer
Town of Estes Park The Car Park, LLC
170 MacGregor Avenue 702 W. Idaho Street, Suite 400
Estes Park, CO 80517 Boise, Idaho 83702
970 577-3957 208-336-6597
vsolesbee@estes.org jwolfe@thecarpark.com
Telephone numbers and E-mail addresses are for convenience and not to
be used for notices required to be in writing. Informal notices and communication
may be delivered in person or by telephone, U.S. Mail, courier, E-mail, or FAX.
Either Party may, by written notice, change the address, telephone number, FAX
number, or e-mail address listed above.
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B. [§ 802] Compliance with Laws and Ordinances
Operator agrees to operate the System in compliance with this Agreement
and all laws and ordinances in effect or which may hereafter be adopted,
including, but not limited to, federal law and regulation, laws of the State of
Colorado.
C. [§ 803] Rules and Regulations
Agency may, at its discretion, adopt reasonable rules and regulations
relating to the operation and use of the System, and Operator agrees to abide by
such rules and regulations.
D. [§ 804] Assignability by Operator
The rights, obligations and duties under this Agreement of Operator shall
not be assigned or transferred, in whole or in part, without the prior written
permission of Agency.
E. [§ 805] Damage, Destruction, or Sale
If during the term of this Agreement all or any part of any Parking Facility
which is part of the System shall be destroyed or materially damaged from any
cause, Agency shall have the option to repair, replace, and restore the damaged
portion of the Parking Facility to its former condition or to discontinue all or any
part of the operations of the Parking Facility. In either case, Agency may, at its
option, cancel, modify, or suspend the operation of this Agreement as it related to
such Parking Facility upon thirty (30) days’ written notice to Operator. In such
instance, Operator’s expenses and Operator’s fees shall be adjusted accordingly.
Likewise, such adjustment shall be made in the event Agency sells or transfers
any Parking Facility which constitutes part of the System.
F. [§ 806] Parking for Persons with Disabilities
In order to comply with applicable standards established by federal, state,
or local law, parking spaces for access by the disabled shall be designated in each
Parking Facility by Agency as may be required.
G. [§ 807] Option to Add Parking Facilities / Option to Delete Parking
Facilities
Agency may add to this Agreement additional Parking Facilities which
shall be managed by Operator under the same terms and conditions of this
Agreement. Likewise, Agency may delete from this Agreement those Parking
Facilities which may be closed or conveyed to others.
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H. [§ 808] Free or Reduced Fee Use of Parking Facilities
Agency may allow free or reduced fee parking in its Parking Facilities for
certain events or programs. If Agency permits reduce fee parking in Parking
Facilities, Operator shall manage the operation of the Parking Facility or lot as
directed by Agency. Any expenses incurred will be reimbursed as an operating
expense as defined in Section 505 but will not be included as an operating
expense for net revenue calculations.
I. [§ 809] Event Parking
Agency intends that the System will be open for events throughout the
Project Areas. Operator shall manage the System to accommodate these events
and set event rates as directed by Agency and shall provide any accounting for the
individual events as required by Agency. Operating expenses incurred to
accommodate event parking shall be included in the reimbursable expenses, and
revenues shall be included in total gross revenues per Parking Facility. Operator
shall perform all prepaid event parking marketing as directed by Agency.
J. [§ 810] Agency’s Right to Inspect and Make Repairs
Agency shall have the right, at such times as may be reasonable under the
circumstances, and with as little interruption to Operator’s operations as is
reasonably practicable, all as determined by Agency to:
1. Inspect the Parking System at reasonable intervals during regular business
hours (or at any time in case of emergency) to determine whether Operator
has complied and is complying with the terms and conditions of this
Agreement.
2. Perform maintenance and make repairs and replacements.
3. Perform maintenance and make repairs and replacements in any case
where Agency determines that it is necessary or desirable to do so in order
to preserve the structural safety of the System or of individual Parking
Facilities or to correct any condition likely to cause injuries or damages to
persons or property.
K. [§ 811] Descriptive Headings
The headings used herein are for description only and for the convenience
of identifying the provisions hereof and are not determinative of the meaning or
effect of any of the provisions of this Agreement.
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PARKING OPERATIONS AGREEMENT - 25
L. [§ 812] Severability
If any provision of the Agreement shall be invalid or unenforceable, the
remainder hereof shall nevertheless continue in full force and effect.
M. [§ 813] Parties in Interest
All terms and provisions of this Agreement shall be binding upon and
inure to the benefit of and be enforceable by the Parties hereto and by their
respective successors in interest.
N. [§ 814] Not a Lease
The Parties acknowledge that this Agreement does not constitute a lease of
any Parking Facility or of the System in total and Operator assumes no
responsibility for taxes, repairs, or upkeep of the System, except as provided in
Sections 301 and 305 of this Agreement.
O. [§ 815] Governmental Action
In the event any governmental authority takes any action that inhibits or
adversely affects vehicle ingress to or egress from a Parking Facility in the
System or from the System in total, whether by threat of eminent domain or any
other government power, or if any governmental authority takes any action
relating to the parking, fueling, or use of motor vehicles which causes or
substantially contributes to a reduction in the use of the Parking Facilities or the
System in total, Operator shall have the right to terminate this Agreement by
giving one hundred twenty (120) days’ written notice to Agency or continue its
operations in the remainder of the System, if any, with an appropriate negotiated
adjustment to Operator’s compensation.
P. [§ 816] Inspection of Books and Records
Agency has the right during normal business hours without need for notice
to inspect the books and records of Operator pertaining to the System as pertinent
to the purposes of this Agreement.
Q. [§ 817] Identity and Authority of Agency
Each of the persons executing this Agreement on behalf of Agency does
hereby covenant and warrant that Agency has full right, power, and authority to
enter into this Agreement and to carry out all actions contemplated by this
Agreement; that the execution and delivery of this Agreement were duly
authorized by proper action of Agency and no consent, authorization, or approval
of any person, board, or other entity is necessary in connection with such
execution and delivery or to carry out all actions contemplated by this Agreement,
128
PARKING OPERATIONS AGREEMENT - 26
except as have been obtained and are in full force and effect; and that this
Agreement constitutes the valid, binding, and enforceable obligation of Agency.
Upon Operator’s request, Agency shall provide Operator with evidence
reasonably satisfactory to Operator confirming the foregoing covenants and
warranties.
R. [§ 818] Identity and Authority of Operator
Each of the persons executing this Agreement on behalf of Operator does
hereby covenant and warrant that Operator has full right, power, and authority to
enter into this Agreement and to carry out all actions contemplated by this
Agreement; that the execution and delivery of this Agreement were duly
authorized by proper action of Operator; that no consent, authorization, or
approval of any person, board, or other entity is necessary in connection with such
execution and delivery or to carry out all actions contemplated by this Agreement,
except as have been obtained and are in full force and effect; and that this
Agreement constitutes the valid, binding, and enforceable obligation of Operator.
Upon Agency’s request, Operator shall provide Agency with evidence reasonably
satisfactory to Agency confirming the foregoing covenants and warranties.
IX. [§ 900] MISCELLANEOUS
A. COUNTERPARTS: This Agreement may be executed in any number of
counterparts, and once so executed by all Parties hereto, each such counterpart
hereof shall be deemed to be an original instrument, but all such counterparts
together shall constitute but one (1) agreement.
B. VENUE: Venue and jurisdiction for any court action filed regarding this
Agreement shall be only in Larimer County, Colorado.
C. UNLAWFUL EMPLOYEES, CONTRACTORS AND SUBCONTRACTORS:
Operator shall not knowingly employ or contract with an illegal alien to perform
work under this Agreement. Operator shall not knowingly contract with a
subcontractor that (a) knowingly employs or contracts with an illegal alien to
perform work under this Agreement or (b) fails to certify to the Operator that the
subcontractor will not knowingly employ or contract with an illegal alien to
perform work under this Agreement.
D. VERIFICATION REGARDING ILLEGAL ALIENS: Operator has confirmed the
employment eligibility of all employees newly hired for employment to perform
work under this Agreement through participation in either the E-verify program
administered jointly by the United States Department of Homeland Security and
129
PARKING OPERATIONS AGREEMENT - 27
the Social Security Administration or the employment verification program of the
Colorado Department of Labor & Employment.
E. LIMITATION REGARDING E-VERIFY PROGRAM: Operator shall not use
either E-verify or Colorado Department of Labor & Employment program
procedures to undertake pre-employment screening of job applicants while
performing this Agreement.
F. DUTY TO TERMINATE A SUBCONTRACT; EXCEPTIONS: If Operator
obtains actual knowledge that a subcontractor performing work under this
Agreement knowingly employs or contracts with an illegal alien, the Operator
shall, unless the subcontractor provides information to establish that the
subcontractor has not knowingly employed or contracted with an illegal alien:
1. notify the subcontractor and the Town within three (3) days that the
Operator has actual knowledge that the subcontractor is employing or
contracting with an illegal alien; and
2. terminate the subcontract with the subcontractor if, within three days of
receiving notice that the Operator has actual knowledge that the
subcontractor is employing or contracting with an illegal alien, the
subcontractor does not stop employing or contracting with the illegal
alien.
G. DUTY TO COMPLY WITH STATE INVESTIGATION: Operator shall comply
with any reasonable request of the Colorado Department of Labor and
Employment made in the course of an investigation pursuant to C.R.S. 8-17.5-102
(5).
H. DAMAGES FOR BREACH OF CONTRACT: In addition to any other legal or
equitable remedy the Town may be entitled to for a breach of this Agreement, if
the Town terminates this Agreement, in whole or in part, due to Operator’s breach
of any provision of this Agreement, Operator shall be liable for actual and
consequential damages to the Town.
I. NO THIRD-PARTY BENEFICIARIES: The parties intend no third-party
beneficiaries under this Agreement. Any person besides Agency or Operator
receiving services or benefits under this Agreement is an incidental beneficiary
only.
J. AGENCY’S RIGHT TO BAR PERSONNEL FROM WORK SITE: For conduct
the Agency (in its sole discretion) decides may violate applicable laws, ordinances
rules or regulations, or may expose Agency to liability or loss, Agency may bar
any person (including Operator’s and its subcontractors’ employees) from the
130
PARKING OPERATIONS AGREEMENT - 28
Agency’s work sites. Such a bar shall not require any employee's discharge from
employment, but shall merely prohibit the employee's presence at Agency’s work
sites. Such a bar shall not warrant an increase in contract time or price.
K. WAIVER: No waiver of any breach or default under this Agreement shall waive
any other or later breach or default.
X. [§ 1000] ENTIRE AGREEMENT, WAIVERS, AND AMENDMENTS
This Agreement is executed in two (2) duplicate originals, each of which is
deemed to be an original. This Agreement includes:
Exhibit A: Map and List of the Project Areas and Parking System;
Exhibit B: Approved Operator Budget & Management Fee
Attachment 1: Downtown Parking Management Plan
Attachment 2:
Exhibits A, B and C and Attachment 1 attached hereto are incorporated herein by
reference, all of which constitute the entire understanding and agreement of the Parties.
This Agreement integrates all of the terms and conditions mentioned herein or incidental
hereto and supersedes all negotiations or previous agreements between the Parties with
respect to all or any part of the subject matter hereof.
All waivers of the provisions of this Agreement shall be in writing and signed by
the appropriate authorities of Agency and Operator, and all amendments hereto shall be
in writing and signed by the appropriate authorities of Agency and Operator.
XI. [§ 1100] EFFECTIVE DATE OF AGREEMENT
The effective date of this Agreement shall be January 15, 2020.
End of Agreement | Signatures appear on the following page.
131
PARKING OPERATIONS AGREEMENT - 29
IN WITNESS WHEREOF, Agency and Operator have caused this Agreement to
be executed in their respective corporate names.
Town of Estes Park___________________________________________
“Agency”
By:
Todd Jirsa, Mayor
Date:
Approved as to Form:
Town Attorney
THE CAR PARK, LLC
“Operator”
By:
Jeff Wolfe, Chief Executive Officer
Date:
132
PARKING OPERATIONS AGREEMENT - 30
State of )
) ss:
County of )
The foregoing instrument was acknowledged before me by ,
(Name of party signing)
a member/partner/manager/limited partner/agent (select one) on behalf of
(Name of limited liability company)
a limited liability company, this day of , 2020.
Witness my hand and official Seal.
My Commission expires .
Notary Public
133
PARKING OPERATIONS AGREEMENT - 31
Exhibit A
Agency Project Areas and Parking System
134
PARKING OPERATIONS AGREEMENT - 32
Exhibit B
Approved Operator Budget & Management Fee
1. Operating Budget
The budget from January 15, 2020 through December 31, 2020 for the Operator
shall be:
Four hundred seventy seven thousand nine hundred and fifteen _DOLLARS
($474,074)
Payments shall be made by Agency to Operator on a monthly basis in accordance with
Section 600 et al. of this Agreement.
2. Management Fee plus Merit Increase
The total management fee plus merit increase due to the Operator for the term
from January 15, 2020_______through December 31, 2020 shall not exceed:
Thirty thousand DOLLARS ($$30,000)
The management fee shall be divided over twelve equal monthly installments in
accordance with Section 500 et al. of this Agreement. The amount of the management
fee plus merit increase is included in, and not in addition to, the Operating Budget.
3. Performance-Based Incentives
At the conclusion of the initial term and any one-year extension exercised by
Agency, Operator shall be eligible for a performance bonus which may range from $0 to
$2,250as described in Section 502 of this Agreement.
The not-to-exceed payment limit for this budget year is $510,165.
4. Revenue Projection
The minimum revenue objectives that the Operator shall strive to deliver to the Agency
are: $660,000 from metered/paid parking spaces, $10,000 parking permits, and $15,000
citations. The total minimum forecast revenue is $685,000.
135
PARKING OPERATIONS AGREEMENT - 33
Attachment 1
Downtown Parking Management Plan
[The Parking Management Plan as described above follows this page.]
136
PARKING OPERATIONS AGREEMENT - 34
Attachment 2
Parking Management Request for Proposal
[The Parking Management Request for Proposal as described above follows this
page.]
137
PARKING OPERATIONS AGREEMENT - 35
Attachment 3
Resolution 37-19
[Resolution 37-19 as described above follows this page.]
138
PARKING OPERATIONS AGREEMENT - 36
Attachment 4
The Car Park Services and Fee Proposal
[The Car Park Services and Fee Proposal as described above follows this page.]
139
THE CAR PARK
TOWN OF ESTES PARK
SERVICES PROPOSAL: MANAGEMENT OF PUBLIC PARKING FACILITIES
TTABLE OF CONTENTS
COVER LETTER ..................................................................................................................................................................................................................................
ORGANIZATION AND FIRM/PERSONNEL QUALIFICATIONS .........................................................................................................................................................
THE CAR PARK CORE VALUES ........................................................................................................................................................................................................
CUSTOMER SERVICE PRACTICES .................................................................................................................................................................................................. 1
BUDGET .............................................................................................................................................................................................................................................. 1
PROJECT APPROACH ....................................................................................................................................................................................................................... 1
IMPLEMENTATION PLAN ...................................................................................................................................................................................................................
INNOVATIVE IDEAS ............................................................................................................................................................................................................................
REFERENCES .....................................................................................................................................................................................................................................
CONTACT INFORMATION ..................................................................................................................................................................................................................
FEE ......................................................................................................................................................................................................................................................
SUMMARY ...........................................................................................................................................................................................................................................
ATTACHMENTS ..................................................................................................................................................................................................................................
Page 1
$77$&+0(17$............................................................................................................................................................................................................................
$77$&+0(17% .................................................................................................................................................................................................................
$77$&+0(17&...........................................................................................................................................................................................................................
$77$&+0(17'...........................................................................................................................................................................................................................
ATTACHMENT(.........................................................................................................................................................................................................................
140
December 9, 2019
Ms. Vanessa Solesbee
Parking and Transit Manager
Town of Estes Park
P. O. Box 1200
Estes Park, Colorado 80517
Dear Ms. Solesbee,
Many parking companies today seem to be vying to see who can be the biggest, somehow thinking it is
what is best for the client. Wouldn’t it be refreshing to have an operator who wants to customize their
service to the client’s needs? Isn’t this the direction our industry should be headed towards?
The Car Park’s ability to customize to client’s needs, as well as being nimble enough to quickly
embrace technological changes in our industry has been our method of operation from the beginning.
We’re not interested in being the biggest because we don’t believe we can best serve our clients in this
way. We operate in cities similar to Estes Park, including Hailey, Idaho (Sun Valley), Asheville, Chapel
Hill, and Durham, North Carolina along with Wichita, Kansas. We understand the importance of serving
both local residents and the tourists who visit your community throughout the year.
We have significant experience converting cities to paid parking programs and have chosen to team up
with Kimley-Horn for this RFP, and specifically Dennis Burns. Having worked with Dennis in the past,
we believe his firm’s expertise working with municipalities as they migrate from an unpaid to a paid
parking program provides the City of Estes Park with a seamless transition.
The timeline put forth in the RFP is very aggressive, but achievable. We have included Kimley-Horn
because they see these transitions frequently, have worked in Estes Park already and thus, have a
depth of knowledge regarding parking and the community. Teaming a parking operator with a
consulting firm, and at no additional cost to you, takes the best of each, creating a team who will
perform the transition at a very high level.
As an operator, The Car Park stays at the forefront of technology in our industry. We were one of the
first operators in the United States to incorporate electronic pay stations. We rolled out pay stations in
the late 90’s and have not stopped since, becoming a dealer for T2 in 2003. We were the first parking
company to use Waze as a means to drive customers to our parking lots, something that is now
widespread throughout our industry. We have been transitioning immobilization practices to The
Barnacle , as we find it to be a better alternative to the old-fashioned metal wheel boot, for both the
community and for us. With respect to event parking, we use handheld devices to take payments from
Apple Pay and Google Pay, in addition to credit cards and then issue an electronic or printed receipt for
better financial control and customer service. We use many of our industry’s reservations systems to
further reduce cash payments and provide better service to our customers. We see mobile and fixed
license plate recognition (LPR) as the future for parking and use it at many of our locations. We just
completed development of our own enforcement software, which can be customized to meet our
client’s unique needs.
Ms. Vanessa Solesbee
Page Two
December 9, 2019
All parking companies talk about their great customer service, but how many can actually demonstrate
it? We use a company called Service Scouts to provide us with feedback on our team. We
consistently rank the highest of any parking company they survey and use the results to reward great
service and team coaching if we don’t. Two years ago, we introduced the Forbes Five Star training
program to our team members. This is the same training many of the world’s top hospitality and service
companies use. Our parking ambassadors are trained to effectively handle even the most difficult
situations.
We know we’re the right fit for the Town of Estes Park. Our commitment to service, teaming up with
Kimley-Horn because it would be an asset to the City, and our ability to be nimble while adapting to our
changing industry delivers a powerful team to the Town of Estes Park.
We would appreciate the opportunity for an interview to further demonstrate and discuss our abilities
and look forward to learning more about the Town of Estes Park and your goals for a first-class parking
program.
Sincerely,
Jeff Wolfe
Chief Executive Officer
141
ORGANIZATION AND FIRM/PERSONNEL QUALIFICATIONS
IINTRODUCTION
We have much to offer the Town of Estes Park (Town) to meet the requirements of this proposal. You will find in our response that our experience aligns with Estes
Park’s goals of:
x Implementing a seasonal paid parking program
x Working to change parking behavior within the core downtown area
x Focusing on operational excellence of a parking management operation
Our experience of implementing and managing a permit program along with our technology recommendations will help the Town complete Phase II of its parking
program resulting in a parking program of excellence to satisfy residents, business owners and employees, and the many seasonal visitors who visit the core area of
Estes Park every year.
Page 4
RRELEVANT EXPERIENCE
We operate parking for several municipalities across the nation. For this proposal, we have selected
municipalities that align best with the needs described in the RFP for comparison. Each location is
unique in its own challenges and opportunities, but we feel our experience in each is valuable to meet
the parking management goals of Estes Park.
Capital City Development Corporation (ParkBOI)
We have operated the ParkBOI public parking garages for the Capital City Development Corporation
(CCDC) since April 2012. The ParkBOI properties consist of seven garages and one surface lot that
encompass over 3,000 spaces and serve several hotels, an event arena, numerous office buildings,
residential and vibrant retail, and restaurant and nighttime businesses in the core area of downtown
Boise, Idaho. In our first six months of operation, expenses were reduced by $220,000, revenue
increased by $54,000, and net profit was over $250,000 higher, or an increase of 24%.
We have updated the entire parking system equipment in a conversion from cashier booths to be a fully
automated PARCS system that also integrates with our remote management command center. We
recently installed exterior signage indicating current available inventory (empty spaces) to help
customers efficiently find available parking. An additional 850-space garage was recently added to the
ParkBOI system. As part of this project, we completed a design review that included parking stall
dimensions, traffic patterns, and final equipment selection. We also coordinated the installation,
opening, marketing, and sales of this garage.
We have also worked with CCDC on the re-branding of the garages and website including introducing a
new back-end account management and citation payment platform, as well as managing a permit
program for the many employees and residents in the Core Area.
City of Raleigh, North Carolina
Our sub-brand, McLaurin Parking, has operated the City of Raleigh’s parking for over 30 years. The
system consists of eight parking garages and multiple surface lots with over 9,000 parking spaces.
Downtown Raleigh has numerous events that occur throughout the year. Our team coordinates with
the Performing Arts Center and the Convention Center on the parking for these events. We have a
dedicated team of certified traffic directors that help ingress and egress at the parking facilities.
Boise, Idaho
Raleigh, North Carolina
Page 5
142
The City of Raleigh has seen tremendous growth downtown in recent years. Parking demand has outstripped supply in the city garages. We were asked to review
each parking facility to see if we could find additional spaces or ways to reduce parking demand. Our team went through weeks of data gathering to determine the
diversity and oversell rates for each garage. From this information, we developed a garage-by-garage plan to increase the number of monthly residential and
employee permits sold. This resulted in over $200,000 of additional annual revenue.
Our North Carolina team is also responsible for providing the parking and transportation for football game days at the University of North Carolina, North Carolina
State University, and Duke University. We also equate our game day experience to High Point Market which happens twice a year in North Carolina. Here, our team
provides extensive shuttle and traffic control servicesVTCPURQTVKPIQXGTRGQRNGVQVJTGGTGIKQPCNCKTRQTVUCPFQXGTJQVGNUQXGTCQPGYGGMVKOGHTCOG
This speaks to our experience of managing the flow of large amounts of people -- much like the 4.5 million visitors the Town of Estes Park experiences each year.
CCity of Wichita
We operate four garages with over 2,100 spaces for the City of Wichita, InTrust Arena
parking, and over 20 surface lots. We have provided parking operations management,
including event management, for the City of Wichita since August 2010.
Completed updates include new equipment installation, professionally branded signage
packages, and automation of the new Block 1 Garage and the recently refurbished
Macy’s Garage. We are in the process of automating the City Hall Garage, which will
complete the automation of the parking facilities in the City of Wichita.
In 2018, we assumed responsibility for meter collections for the City of Wichita. We
collect from 918 on-street spaces and deposit the revenue into a city account.
“I could not be more pleased with The Car Park’s management of our
operations. They continue to think in both a cost-effective and
innovative manner year after year.”
—Max Clark, Capital City Development Corporation
Wichita, Kansas
Page 6
KKEY PERSONNEL
Jeff Wolfe, CEO - The Car Park
Mr. Wolfe has 33 years of experience in the parking industry. Prior to founding
The Car Park, he spent 17 years at Central Parking Corporation; as Senior Vice
President and founded The Car Park in June of 2003. Mr. Wolfe has started
numerous municipal parking programs throughout his career. These include
the City of Fort Myers, Florida; Houston, Texas; and Charlotte, North Carolina.
Mr. Wolfe has been a leader in bringing technology to the parking industry,
from creating one of the industry's first websites to becoming one of the early
adopters of electronic pay stations and the use of ticketing handhelds.
He has remained active in the National Parking Association, most recently as
Chairman of the organization from 2012 to 2014. He KUQHVGPinvited to
present topics at the meetings and participates in regional parking
associations and seminars. Mr. Wolfe is also a member of the Pacific
Intermountain Parking and Transportation Association (PIPTA) and the
International Parking and Mobility Institute (IPMI).
Dennis Burns, CAPP - Kimley-Horn
Mr. Burns is a nationally recognized parking specialist with 35 years of
parking consulting and management experience. He has led national research
and analysis efforts in the areas of parking system organizational
development, parking as an economic development strategy, parking system
strategic planning, "smart parking" system development, parking and
transportation program integration, and parking system branding/marketing.
Mr. Burns has extensive expertise in the development and operation of
transportation systems to complement parking operations, as well as
transportation demand management strategies designed to reduce overall
parking demand and has served as principal-in-charge and project manager
on over 400 parking studies. Mr. Burns is the author of numerous articles and
white papers and is a contributing blogger for the International Parking and
Mobility Institute.
Mr. Burns is a Certified APO Site Assessor from IPMI and is also a Certified
Administrator of Public Parking (CAPP) from the National Parking Association.
Mr. Burns has a Bachelor’s in Humanities from the University of North
Carolina.
“Thank you again for coordinating our parking last Saturday. I did not receive any complaints – only thanks! I know it was a changing
landscape, and not without its own frustrations, but we really appreciate that you set the gold standard for our patrons, and for all others
who follow with events at JUMP.”
—Sandi, The Car Park Client
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143
SStephen Phillips, Director of Operations - The Car Park
Mr. Phillips brings extensive administrative and operational expertise obtained
over a career spanning more than 20 years in the parking industry. Starting
his parking career as a location attendant, Mr. Phillips has worked his way up
from holding many front-line positions to senior management level positions.
He has been responsible for all day-to-day parking operations at owned,
leased, and managed parking facilities. Throughout his career he has been
responsible for business
development, implementation and
transition of new contracts,
oversight of staff and client
relations, and internal audit.
Mr. Phillips is currently responsible
for overseeing The Car Park’s day-
to-day 0QTVJYGUV operations. He has
worked in many major markets
across the county including New
York, Boston, Los Angeles, Miami,
Atlanta, and Philadelphia. This
experience has given him the capacity and understanding to successfully
operate large scale events, retail, commercial and residential parking
operations.
Mr. Phillips has a bachelor’s degree in History from Georgia State University.
Matt Eisenberg, CPP, General Manager - The Car Park
Mr. Eisenberg joined The Car Park in 2017 and is our proposed Manager to
oversee parking operations, the implementation of the seasonal paid parking
program, employee recruitment and training, and the implementation of a
residential and employee permit and incentive program. Prior to joining The
Car Park, he worked in the high-end hospitality industry and has brought a
high-level of customer service experience to his operations. He currently
oversees multiple operational
branches including parking
operations, and scheduling and
training. Mr. Eisenberg has
experience implementing LPR
programs, seasonal and event
parking operations, and extensive
equipment installation experience.
Mr. Eisenberg’s strengths are
increasing revenue and generating
new business. He is adept at
developing programs to improve
operations, employee progression, and customer satisfaction. Mr. Eisenberg
is also skilled at cultivating solid business relationships and generating
effective partnerships.
He received his Certified Parking Professional (CPP) certificationthrough the
National Parking Association. Mr. Eisenberg received his bachelor’s degree in
Political Science with a Minor in English and History from the University of
Vermont.
Page 8
WWHO WE ARE
At The Car Park, we create a personal, tailored, boutique-type of experience for
clients and customers. This was the genesis behind forming The Car Park in
2003. Your operation deserves more than a one-size-fits-all approach. Every
community is different and merits a program specifically tailored for your
needs. The company has expanded from managing just a few properties to
more than 250 locations in twelve states. We are experts at meeting the
unique needs of the markets we serve, including municipalities, healthcare,
airports, events, hospitality, office, retail and residential, and universities.
We also provide 24/7/365 remote management services for automated
garages and pedestrian kiosks; transportation management including
logistics and shuttle transportation through our GPS enabled fleet;
enforcement monitoring for both on- and off-street parking; valet, traffic
control and PARCS equipment design and consultation services. Our goal is
to create unique experiences for clients with a service first philosophy.
Our success for our clients is a result of dedication to performance through
maximizing revenue, through strength of service, and through integrity.
ABOUT KIMLEY-HORN
Established in 1967, Kimley-Horn is an employee-owned, full-service
consulting firm offering comprehensive and innovative planning, engineering,
and environmental services for public and private clients in Arizona,
throughout the West, and across the nation. Through an unwavering
commitment to quality services, professional integrity, and client service, they
have become one of the top U.S. design firms staffed with a diverse team of
over 4,000 professionals in over 90 offices nationwide. Our professionals
provide expertise in parking planning and design, engineering and design
services in fields including transit, civil infrastructure, transportation, traffic,
water resources, utility systems, land-use and master planning, landscape
architecture, project visualization, and community outreach. Kimley-Horn
provides their clients with the local knowledge and responsiveness of a small
firm, backed by the resources of a national firm.
High Point Market
UNC at Chapel Hill
NC State Fair
Page 9
144
WWE KNOW PARKING
In our review of Estes Park’s parking operations, we see the Town’s parking
shares many past parallels to our operations in Boise, Idaho. Boise is one of
the fastest growing cities in the nation and recipient of awards such as
Livability.com’s 2019 Top 100 Best Places to Live securKPI the No. 1 spot.
Parking in Boise had to adapt with growth. When we assumed the Capital City
Development Corporation (CCDC) - ParkBOI contract in Boise, we had the
following goals in mind that drove us to success:
1. Maximize monthly and daily customers in garages. Offer alternatives
as needed through traffic demand management.
2. Increase rates to an appropriate market rate for a city the size of
Boise.
3. Ensure garages are well-kept and equipment and mechanical
systems are maintained and running as smoothly as possible.
4. Provide legendary customer service.
5. Increase revenue while decreasing costs through efficiencies.
Along with these goals we have worked to implement smart parking methods
by fully automating each garage and partnering with mobile payment systems
to make parking more effortless for customers.
We believe we are the best Operator to fulfill the needs of this contract
because in partnering with the City of Boise and CCDC, we have successfully
updated the paid parking program in Boise to meet the needs of the City and
its customers. The new public paid parking program, branded as ParkBOI,
uses zone pricing where the highest rates are in the inner core area with the
shortest length of stay time limits promoting a high turnover rate to best
serve businesses and their customers. Customers who plan to stay for longer
periods of time are encouraged to park in the garages or in perimeter lots and
on-street spaces, where rates are more cost-friendly. This zone pricing, paired
with the lower garage rates and permit parking program, have changed
parking behavior in downtown Boise to create a more efficient parking
infrastructure, less congestion in the core area due to a reduction of parkers
searching for street parking, and turnover that promotes the vibrancy needed
in a dynamic city.
ParkBOI Zone Pricing and Parking Facilities
Photos Courtesy of CCDC
Page 10
THE CAR PARK CORE VALUES
We create forward-thinking parking
solutions that elevate our industry and
make our clients shine.
We know from past experience that the
simplest answer is often the most
thoughtful one.
We understand that every stall number
represents a person, and every lot is an
investment. We believe in the relationships
behind the numbers.
Five-star customer service training gives
the power to all our employees to make it
right with every customer.
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145
CUSTOMER SERVICE PRACTICES
The RFP states customer service is a priority for the Town of Estes Park and that employees use
a “Service Elevated” training approach. We would be pleased to participate in this training. As a
supplemental customer service training option, we offer Forbes Travel Guide Hospitality Training
to our team and will provide that as well.
FForbes Five Star Customer Service Training
We recently adopted one of the most well-known service training programs worldwide, The
Forbes Travel Guide Hospitality program. This training program focuses on developing a culture
of intuitive, engaged team members, allowing the personality of the Town of Estes Park to shine
and employees to flourish. Training modules are tailored to each property and integrate brand
standards and management initiatives.
“On behalf of the Southwest pilots based here we would like to
thank you and your staff on an absolutely outstanding job of
customer service. Your company has been a model that other
service parking operators should aspire to. AWESOME people to
deal with and great service. We appreciate that.”
-Sidney H., Crew Base Coordinator, Southwest Airlines
Page 12
BUDGET
Based on the RFP and other documents provided, we present the attached budget for your consideration. We made several assumptions such as the capital costs
for the equipment and back office software will be provided by the Town of Estes Park. If this is not the case, once we determine the quantity and type of equipment
needed, this budget amount can easily be added. The Car Park is able to purchase the City’s equipment and systems and amortize it over the life of the contract if so
desired.
Listed below are our assumptions for your review and discussion:
RRevenue
Transient
Transient revenue is based on the 605 soon to be “paid parking” spaces at the rate of $2.00 per hour. Since this is a seasonal parking program, we used May 1st
through October 18th as the period for paid parking. We used the hours of 10:00 AM to 6:00 PM for paid parking, seven days a week. We broke revenue out by
weekday and weekend parking. The weekend revenue was higher due to a higher occupancy.
Permits
Permit revenue was based on the information provided in the RFP. We do believe this revenue will increase once a paid parking program goes into effect.
Citations
Citation revenue is based on our experience. We broke citations out for those paid within the first 14 days with no increase, and those paid after 14 days with the
increased rate. Citations were further broken out by the paid seasonal parking and permit parking.
Expenses
G&A
G&A includes an on-site manager at a $75,000 annual salary, a full-time clerical person to provide administrative support including permit sales. This person would
also be responsible for generating reports to the City as well as general bookkeeping duties.
Human Resources
We have included a small allocation to assist the on-site team with recruitment, hiring and training. The allocation is 2 hours per week or $2,600 annually.
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Enforcement
Parking Enforcement Officers (PEO’s) would be assigned during the seasonal parking timeframe. We budgeted for two full time employees, utilized seven days a
week throughout the parking system. With the use of LPR or other technologies, two PEO’s on throughout the day should be sufficient to cover parking enforcement.
We used a pay rate of $16 per hour. We have found with the low unemployment coupled with the high cost of living in towns like Estes Park we have to use this
higher rate to find and retain quality people.
Ambassadors
We felt four ambassadors would be needed to assist customers during the initial seasonal parking program. This would be reduced in the second year depending on
the success of the program.
PPayroll Taxes, Workers Compensation, Health and Welfare and Retirement Plans
Based on payroll taxes at the federal and state level and the hours worked. Health and Welfare are based on three full-time employees. Retirement is for the
company match and fees for a 401K plan.
Liability Insurance
Based on the number of parking spaces
Telephone
Office telephone expense
Forms and Printing
Any informational documents printed for distribution to inform the public about the parking program
Monthly Permit
Printing of paper permits if needed
Personnel Selection
Employee recruitment costs
Drug Screen/Criminal
Costs for drug screen and criminal background checks
Wireless
PEO and Ambassador phones
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UUniforms
Winter and summer uniforms
Data Processing
Costs to handle the permits and parking accounts receivable
License and Permits
City permits
Merchant fees
Credit card fees for pay stations or on-line permit sales
Office Supplies
General office supplies
x None of the firm’s owners have ever been convicted of felony violations
of federal, state or local laws.
x Neither the firm nor any of the firms’ principals has ever filed for
bankruptcy.
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PROJECT APPROACH
We understand the importance of creating the right
approach for the Town of Estes Park. Transitioning from
a free parking environment to a paid-parking program is
challenging on many levels; from consistent community
outreach to hiring a professional and service-oriented
team, to on-time equipment installation, and establishing
an effective marketing plan. All aspects of the parking
system will be addressed in order to achieve best
practices and meet the parking needs of the Town.
Equally important to creating the right approach for
implementation is the ability to set the guiding principles
for the seasonal paid parking program at the outset of
the project. We believe adopting the Town’s philosophy
and creating a true partnership will lay the foundation for
a successful transition to paid parking and pave the way
for all future Town parking plans and phases. In order to
help the Town meet the requirements of Phase II
effectively and efficiently, we will partner with the experts
at Kimley-Horn for best execution. They were
instrumental in researching the needs and proposing
thoughtful solutions for Estes Park within the current
Downtown Parking Management Plan. Our partnership
approach ensures that no stone will go unturned in
providing the most knowledgeable and forward-thinking
solutions for the Town of Estes Park.
The following elements will be an integral part of the
implementation process.
CCommunity Outreach
Transitioning from a free parking environment to a seasonal paid-parking program requires
frequent and consistent messaging to the community.
The most critical element of this process is to communicate to the merchants and tenants first to
obtain buy-in and support. One of the statements we often hear during the implementation of a
paid parking program is that it will negatively impact the bottom line of the local businesses. Our
goal is to help Estes Park gain the majority in local support. The Public Works Memo from
November 12, 2019 states the Town has already received several letters of support from residents
and business owners of the core area for the proposed program.
We will help continue a clear and concise message; a seasonal paid-parking program with
reasonable and low rates will ensure their customers and locals have spaces in front of or near
their stores at all times. Convenient and affordable parking will also drive satisfied customers and
increase revenue in retail establishments. We have seen it work over and over again, and it will
work, as well, in Estes Park.
With merchant buy-in and engagement, they will be the best spokespeople for the program and to
explain the benefits of this program to their customers. We can do many things to facilitate this
message through social media and the use of Parking Ambassadors as community partners, but
we can never replace the power of the business owner utilizing their customer relationships to
promote the new seasonal paid-parking program.
Further buy-in could occur if the funds from parking are reinvested into the core downtown area.
These funds can be in the form of improvements to the facilities or planning for Phase III by
creating a self-sustaining paid-parking program.
Page 16
To quote Donald Shoup from his book, The High Price of Free Parking, “The right price for curb parking is the lowest price that keeps a few spots available to allow
convenient access.” As your partner, we will be there with you sending this message to merchants and tenants. We have outlined some general steps below, with
ideas to explore regarding communications for a successful launch. This process should start now, well before the parking equipment is installed and operational in
the Core Area.
SStep One: Outreach to Merchants and Tenantss
Introductory and regular meetings should occur between the Town, The Car
Park, business owners and their managers, and other key stakeholders.
Information pieces should be produced highlighting the advantages and
benefits of the new program. Time should be allowed for questions and
answers. Follow-up meetings should be arranged if necessary. We see in the
RFP that the Town plans to hold an initial meeting in May of 2020. We can
also hold workshops to provide education about how to utilize the new
parking equipment and hold Q&A sessions as necessary. We recognize
feedback and buy-in from local business owners and residents is paramount
to ensuring a smooth transition. We have done this in North Carolina where
one of our municipality clients was implementing a paid parking program with
LPR technology. We brought in an LPR mounted vehicle, along with T2
payment kiosks so people could learn hands-on how the new equipment
worked.
Step Two: Installation of Meters
The multi-space kiosk installation project, along with signage, should coincide
with final meetings with business owners and managers.
Step Three: Introduction to Customers
As the equipment installation commences, a press release should be
prepared and distributed to the media. A spokesperson should be identified
and instructed on messaging. Once the meters are in place and functioning,
Parking Ambassadors will be stationed and roaming to answer any questions
and assist customers.
Step Four: Enforcement Warnings Only
For the first six weeks, we recommend no citations be issued, only friendly
reminders. We have placed these cards with positive messages on cars that
are unpaid. These messages should also provide education to help redirect
customers and change parking behaviors to align with the goal of the Town to
increase parking turnover and reduce traffic congestion within the Core Area
during the peak season.
Sample Messaging
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SStep Five: Enforcement Citations On Repeat Offenders
After the first six weeks, we would propose new communication pieces including
utilization of social media with instructions on how the meters work requesting
parkers to please pay the meter to avoid a citation in the future. Upon receipt of a
second citation, we can issue instructions on how to pay online (and can also include
a payment envelope if so desired). Again, this would be a non-threatening message
and we suggest a very small violation amount, in the $5.00 to $10.00 range. After a
third violation is received the Town may choose to immobilize the vehicle. Our own
policy has been to try and locate the owner by using the license plate to look up the
registered owner. If possible, we would contact the owner, explain the situation, and
work toward a resolution. If a vehicle requires immobilization, then we do not
suggest booting or towing and have provided a creative solution (The Barnacle) for
immobilization later in our response.
We plan to work closely with the Town of Estes Park to develop a robust outreach
and communication plan. In addition to initial meetings and basic educational
messaging, we are able to create additional educational signage, social media posts,
press releases, instructional videos, email blasts, website graphics and more. There
are several channels we can use to spread the word and educate how the new paid
parking program works to visitors and locals alike.
7sing Boise as a relevant comparison, we recently implemented a vehicle mounted
LPR enforcement program. We developed a friendly email blast to be sent to monthly
ParkBOI permit holders. We also developed educational messages that we placed on
vehicles in violation of the facility’s policies to provide instruction regarding how to
avoid a citation going forward. This helped change behavior in a customer-centric
fashion in the ParkBOI facilities to align with the established goals.
ParkBOI Educational Card and Email Blast
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SStaffing and Recruiting Approach
We show our team members they are valued through our actions. Paying fair
wages, giving benefits to part-time team members in addition to full-time,
rewarding team members through promotion from within, and giving both
part-time and full-time team members paid time off to volunteer in their
communities demonstrates through our actions that we are serious when it
comes to valuing our team and their community.
Taking the time to ensure the correct fit for the prospective team member, the
company, and the Town equates to success for all. Our applicant tracking
module is part of our HRIS system and integrates with ZipRecruiter, Indeed,
and other recruiting sites to seamlessly and efficiently allow candidates to
apply. Applications automatically sync to our system so our managers can
easily assess candidates to review and extend offers.
Our dedication to our communities means that we also establish solid
relationships with state and local agencies as well as local colleges and
universities. We would certainly take advantage of the proximity to
Universities such as UC Boulder and Colorado State to create an open stream
of seasonal staffing opportunities within a large potential employee pool.
In North Carolina we travel to locations such as NCWorks to make it easy to
meet with applicants in our community that may not have the ability to afford
smartphone technology to submit an application, or who have already used
public transportation to get to the agency.
Ambassador Philosophy Approach
Almost all of us, even parking operators, have been in a situation where we
missed a parking sign, were in an unfamiliar city and not knowledgeable of the
city’s parking practices, or arrived back at our meter just as the enforcement
individual was writing a ticket. Showing humanity and understanding are what
guide our initial approach to enforcement. It’s not a contest or show-down
with the customer, it’s an opportunity. And if you train your enforcement team
to look at it this way, it becomes an opportunity to model who we are as a
Town and provide much more value to our citizens and visitors.
In practical application this means we don’t rush to finish a citation if
someone is running towards their vehicle. It means we don’t just talk to
people when we are issuing citations, we greet them as we are walking down
the street each day, and it means we give parkers the right to appeal a
citation.
The Car Park uses a high-touch Ambassador Approach in all its operations.
We have implemented the “white label” Ambassador Approach at some of our
locations, where the team represents the client in branded uniforms(or
example
x ParkBOI in Boise
x UNC Hospital in North Carolina
x High Point Market in North Carolina
x Friedman Memorial Airport in Hailey, Idaho (Sun Valley)
We are happy to discuss professionally branded uniform options with the
Town for the parking team. Nowhere is this more important than towns with a
significant amount of tourism that depend on meeting the needs and
expectations of both rear-round residents, as well as tourists.
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PParking Permit Approach (Employee/Resident Incentive)
The Car Park manages permit parking locations in multiple markets and
municipalities across our entire portfolio every day. Through this experience
we can manage all aspects of the permit parking process. We manage
locations that utilize traditional card access and/or “hangtag” methods. We
also have locations where License Plate Technology has been implemented to
improve efficiencies of the enforcement system.
We are often the first parking operator to implement and utilize mobile LPR
technology for permit holder accountability and enforcement. We have seen
first-hand the positive results of this transition and see a change in permit
holder behavior and accountability.
Typical parking enforcement attendants can cover approximately 200 spaces
per hour. Using vehicle mounted LPR technology we see those counts
increasing into the thousands per hour on average. The LPR efficiencies have
not just been realized with the enforcement team in the field, but also with the
back-office team. In conjunction with our internal revenue and information
management system, we created the ability for customers to purchase
monthly permits online, to manage their parking account, and to join a
location waitlist. In turn, this digital permitting based on license plates is
leading us almost entirely away from traditional industry standardized
hangtags. The result is a more efficient use of time for the back office and
enforcement team.
Our approach would be similar for the Town of Estes Park, in that we would
prefer to utilize the existing Genetec LPR equipment in cooperation with our
internal system to provide a seamless end-user experience for our customers.
Employee parkers can at times present a challenge for managing the
occupancy in a downtown corridor. At the start of each day, these parkers
typically fill preferred spaces and utilize those spaces for extended durations,
leaving the visitors to the downtown area with very limited options for close or
upfront parking. The Car Park’s approach to employee parking is simple and
follows one of the DPMP’s four goals in that we want to encourage the use of
parking facilities on the edge of the downtown corridor for longer-term stays.
We have found the best way to motivate employees to park in perimeter lots
is to add financial incentives. Keeping these lots with a very small fee, or no
charge at all to employees would be the largest motivating factor and is also
very effective in a high tourist town such as Estes Park. The Car Park has also
partnered with stakeholders to provide added value scenarios to employees
when carpooling, vanpooling, or ridesharing. Our ideas include:
x Carpool/Vanpool participants (up to 4) can split the monthly parking
cost for whichever location they choose.
x They each receive 4 parking validations at a deeply discounted rate,
often 30% or less of the standard rate.
x Carpool/Vanpool participants who sign up receive priority and can
“jump” those on a waitlist for immediate availability.
x Employees can purchase a “City Location” ePermit which allows
permit holders to park in specific on-street areas in downtown for a
discounted monthly fee.
x Twilight ePermit designed for downtown employees who work late
afternoon or evening shifts at a discounted monthly cost and allows
parking in certain zones with time exemption.
Per the Community Conversations, locals voiced the need for “more shuttle
service offerings – more dates, more times, and more routes”. This would
incentivize permit holders to use the existing shuttle more, should the permit
program be extended year-round instead of just through the peak season.
Implementing the local incentive parking option for residents requires
communication between the Town, The Car Park, and the residents. Our
systematic approach would align with our general community outreach plan
where we work in collaboration with the Town to communicate the incentive
program to the residents and provide the background support necessary to
make the implementation both far-reaching and seamless.
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AAdditional Parking Supply Approach
In a partnership with the Town of Estes Park, The
Car Park will actively explore cost-effective
options to expand parking supply. Keeping an
open-minded approach, we will seek ways, often
thinking outside-of-the box, to help increase the
Town’s supply.
At one of our customer locations, we recently
provided an analysis for a property owner where
we found the curb stops to be over-spaced. After
making the adjustment and re-setting the stops
to the correct measurements, with minimal cost,
we were able to immediately create a 25% space
increase. With a daily occupancy rate in excess
of 95%, the property owner will instantly see the
benefits of this expansion.
Equipment Approach
The reality of equipment installations is they can
often present multiple challenges for all the
stakeholders. Having been part of many
installations, some with very short turnaround
times, The Car Park understands the importance
of partnering with the Town as early as possible
to allow for the appropriate amount of time for a
seamless implementation. With our extensive
background dealing directly with equipment
manufacturers and vendors, networking
specialists, electricians, and general contractors
as well as having our own in-house specialized
field technicians, we can deliver an equipment
procurement and implementation strategy giving piece of mind to the Town for an on-time, fully-operable
June 1st start date.
We also understand the community’s sensitivity towards change. For the Town of Estes Park,
implementing a full seasonal paid parking program demonstrates a substantial shift from the past. Our
equipment procurement process will be predicated upon the understanding of these sensitivities and we
will work in concert with both Kimley-Horn and the Town to provide a plan that emphasizes the mitigation
of these concerns.
Pay-By-Plate Multi-Space Kiosks
For the Core Area of seasonal paid parking (up to 605
spaces) we see that meter kiosks were recommended in
the 2001 SchlumbergerSema Recommended Placement
of Multi-Space Parking Meters Report (20 for on-street
parking and 24 for off-street parking facilities). We are
willing to use this as a benchmark recommendation, but
we also understand that population and Town size have
increased since 2001.
Certainly, the final number of kiosks decided upon should
be based on industry standards or for greater convenience
to the customer. However, to avoid a one-city-fits-all
application, it is important to consider additional factors.
We also look at the distance to the next closest meter,
consider having meters on both sides of the street and
review the number of spaces on a block face. If all of these
factors are considered, it may be necessary to adjust the
number of meter kiosks.
We have solid and long-standing relationships with several
equipment companies and, as a result of having an in-
house account, we receive a discounted rate on equipment
costs. We would pass this benefit on to the Town to save
on equipment procurement costs.
T2 Luke Cosmo
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We have also utilized multi-space kiosks such as
T2, Parkeon, and Metric. Multi-space meter
kiosks give customers a convenient and easy
way to pay for transient parking using various
payment methods. These kiosks will be placed
along the curbside at locations throughout the
Town’s paid parking areas. The customer would
be prompted to enter their license plate and the
amount of time they desire. Payment can be in
the form of credit cards, coins, smart card, or
through an integrated mobile payment
application, such as ParkMobile or Passport.
MMobile Payment Systems
We are also experienced in offering mobile
payment methods. Customers can download the
mobile parking app and find a parking space.
Once they have located the zone number for the
parking space on the meter or on nearby
signage, they simply enter the zone number and
select the amount of time they desire. The app
tracks the time remaining with a countdown
clock and will alert the customer when their time
is about to expire. Depending on the Town’s
prerogative, a customer could also extend their
time when it is about to expire.
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IMPLEMENTATION PLAN
We understand there is limited time to plan and implement a seasonal paid parking program and can meet the Town’s goals. Due to the size and scope of this
operation, ideally an implementation plan would begin 90 to 120 days prior to the transition. If selected, we would like to begin the transition as soon as possible. A
single point of contact will be designated to serve as liaison between the Town of Estes Park and The Car Park throughout the entire process to meet the Town’s
goals and provide the high touch customer service needed during the transition. We have provided a transition plan outline and opening checklist for the major areas
to transition (see Attachment A and B). Clear actionable items with process deadlines can make your timeline achievable.
Given The Car Park’s experience across all industry verticals, we are well positioned to track, collect, and analyze all Key Performance Indicators (KPI’s). As a result of
that experience, we are equally adept at providing clear, concise, fact-based recommendations to the stakeholders. We recently worked in collaboration with
Friedman Memorial Airport in Hailey, Idaho on a utilization study with the goal of providing the Airport Board of Directors with the necessary data support for a
proposed rate increase. Using various metrics, such as duration of stay, diversity, and occupancy along with a rate study from regional comparable locations, we
were able to deliver a comprehensive, incisive presentation.
Areas in which we use KPI’s include:
x Standard Operating Plan and adherence to the plan as set forth.
x Actuals to budget, including revenue by category, line item expense, current month and year to date.
x Customer service and any customer feedback, whether positive or negative, and were opportunities for service handled correctly and promptly.
We find the best way to ensure quality assurance is periodic meetings with you, the client. At a minimum, our team and yours should meet quarterly to go over an
agenda prepared in advance. Topics would include the KPI’s, monthly and transient volumes and pricing, rates, occupancy, customer service, and any other issue
that may arise.
See our sample KPI reports in Attachment C.
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INNOVATIVE IDEAS
One of the advantages of working with a firm that concentrates on mid-market towns and cities such as ours, is that we are able to move quickly and are nimble
when it comes to change and implementation. Our recommendations include:
CCustom Branded Parking Website
Visitors to Estes Park will be actively searching for parking
during the peak season, specifically for a building address or
area. Monthly parkers also need dependable parking. Developing
a parking website to include a Find Parking option with all
parking locations displayed on a map, ability for parkers to
purchase monthly parking or join a waitlist for a particular
location, rate and permit information, ability to pay for parking
citations, and answers to frequently asked customer questions
will be key to meet the needs of both groups.
It would be helpful for customers if this website was linked to
the Town of Estes Park’s website. In addition, an updated
website is a key avenue to roll out news of changes to the
parking system. We are experts at partnering with our
municipality clients to develop sites such as these on the right.
Parking Website Samples –
ParkBOI and Tampa Cruise Parking
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TThe Barnacle
Towing and booting have extremely negative connotations. And while
immobilization is sometimes the only recourse to address flagrant violations
that prevent paying customers from using available spaces, we utilize a new
method of immobilization that offers immediate convenience to the offender.
This Barnacle adheres to the windshield as an option for vehicle
immobilization and can be removed by using a cell phone to pay for the
violation(s). The Barnacle weighs about 20 pounds and can be returned after
payment to Barnacle drop boxes that can be placed in garages and lots. The
Barnacles in the drop boxes can be collected weekly by Parking Ambassadors
and brought back to our parking office for reuse. The Barnacle has GPS to
alert us if it has driven away (highly unlikely since the windshield is obscured)
and where, or if the driver fails to return it (additional fee incurred). Our goal is
to write as few citations as possible. If we do have to issue a citation, then we
want to be customer-service driven. We want to be able to explain why a
parker received a violation and be understanding about their situation.
Citations are not to be seen as a profit center, but merely a deterrent.
Remote Management Services
For garages that have been automated with the latest PARCS equipment, a remote management center allows clients to benefit from the decreased overhead of an
automated parking system while still maintaining the “human touch” and hospitality critical in delivering excellent service. Our remote management center was
created to meet an underserved demand … exceptional 24/7 customer service in an automated parking facility. We provide remote management services to
universities, urban parking operations in large cities, municipalities, airport, off-airport locations, single location garages, mixed-use projects, and pedestrian payment
kiosks such as University of Washington, City of Boulder, CO, and Park City, UT.
If parkers need extra assistance when entering or exiting a facility, or at a pay-on-foot machine, modern PARCS equipment includes an intercom button. These
intercoms generally connect to the phone at an onsite parking office, a centralized command center, or some combination of both.
Sample Photo of the Barnacle
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In many parking facilities, when you push the call button on PARC’s equipment the call is
routed to the parking office. If the staff is helping another customer or out in a lane
troubleshooting equipment, calls can go unanswered and the customer is left
impatiently waiting at an entrance or exit gate. With our 24/7/365 remote management
service, calls are answered promptly. Most calls are simple questions regarding rates or
how to pay, but our monitoring team can also immediately route on-site team members
or supervisors to assist with more complex matters.
Our operating system also allows us to immediately identify where each caller is located;
not just the facility but the specific entry lane or pay station location from which the
customer is calling. This allows our team to provide a seamless response to the
customer.
Many parking operators can monitor calls but don’t do anything to analyze trends or
identify issues. Our software has the ability to provide the client and our operations
manager with daily and monthly reporting that provides incident tracking on each and
every call for early visibility to recurring equipment trends or customer issues. Our
software also interfaces with onsite cameras, enabling the monitor to see, for example,
when the customer simply has their ticket upside down, enabling us to give quick
instruction to get the customer on their way.
Our software-to-equipment integration can give our team immediate access to the
PARCS equipment onsite to both understand the equipment the customer is using while
allowing us to vend a gate, collect revenue or provide helpful usage instructions. Since
the Town is developing a data-driven operation, we feel this is a great benefit and will
help the Town recognize issues and trends.
From a customer service point of view, we have also generated area maps of popular
locations at our client sites so that our monitoring team can answer city guest
information. You would be surprised how often we get questions asking how to get to a
campus location, an area hospital or entertainment venueQTGXGPUMKCTGCUCUYG
RTQXKFGTGOQVGOCPCIGOGPVUGTXKEGUVQEKVKGUKPENWFKPIVJG%KV[QH$QWNFGT%1CPFVJG
%KV[QH2CTM%KV[76
Page 26
EEnforcement Software
We utilize some of the major enforcement software, including Genetec LPR
and SecurePark, but we have also recently developed our own internal
enforcement app with the capability of digitally chalking vehicles. We are
happy to discuss the utilization of this application in addition to our services if
the Town wishes to do so. This software provides an economical and
customized enforcement platform to our clients.
The Car Park Cares Program
Part of the The Car Park’s commitment
to providing five-star service is being
present when a guest is in need. It is our
goal to go above and beyond to ensure
that each visitor has a seamless parking
experience from the time they enter
parking location to when they depart.
Our team cares and will assist directly or
facilitate an approved provider with:
x Jump Starting
x Tire Inflation
x Lock Out Assistance
x Vehicle Escorts
Data-Driven Analytics and Solutions
As the Town of Estes Park moves forward with the implementation of Phase
II of their data-driven downtown parking plan, we will not only use our in-
house analytical tools but also take advantage of our existing relationship
with Smarking and similar providers to work with the Town in setting pricing
and policy decisions as we continue to develop a self-sufficient parking
program. Parking Ambassador Using LPR Enforcement App
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153
REFERENCES
CContact Address Phone
Max Clark
CCDC
121 N 9th Street, Suite 501
Boise, ID 83702 (208) 319-1209
John Wynn, CAPP
City of Raleigh
310 S Martin Street, Suite 201
Raleigh, NC 27602 (919) 996-3999
James T. Nozar
Strategic Property Partners
401 E Jackson Street, Suite 3300
Tampa, FL 33602 (813) 993-0100
Scott Wadle
City of Wichita
777 E Waterman
Wichita, KS 67202 (316) 352-4855
Scott Williams
Ada County Courthouse
200 West Front Street
Boise, ID 83702 (208) 287-7105
Page 28
3OHDVHIHHOIUHHWRFRQWDFWDQ\RIWKHUHIHUHQFHVEHORZLQUHJDUGVWRRXUVHUYLFHV
CONTACT INFORMATION
CContact Person -
Stephen Phillips, Director of Operations
Phone -
(208) 336-6597
Cell Phone -
(208) 602-1502
Email -
sphillips@thecarpark.com
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154
FEE
x See QWT(GG2TQRQUCN for QWT high-level annual budget, including the monthly management fee and proposed annual increases and schedule.6JKUJCXG
DGGPWRNQCFGFVQ$KF0GVCUTGSWGUVGF
x See Attachment D for sample reporting formats including monthly revenues, monthly expenses, monthly ticket counts, monthly validation breakdowns,
permit sales.
x See Attachment E for samples of secure web-based (internet) online revenue management reports, i.e. P&L, activity reports, expenses, etc.
Page 30
SUMMARY
We look forward to exploring the solutions and options
presented to you in our proposal response and are
excited about working with Kimley-Horn to build a
meaningful relationship with the Town of Estes Park
and to help you meet your parking management goals.
The Car Park brings to the table not only our vast
experience but also a keen knowledge about the issues
presented, such as developing the seasonal paid
parking program and the employee and residential
permit and incentive program, with a focus on
changing parking behaviors in the core area and
finding creative ways to expand the parking supply.
Please let us know of any questions you may have. We
are excited to get to work and hope you will consider
us for this contract.
Many thanks,
The Car Park Team
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IImplementation Plan for Estes Park
The Car Park, LLC
ATTACHMENT A – IMPLEMENTATION PLAN
Should we be selected as your parking provider, we recommend beginning the implementation process
immediately. Even as we work together to finalize the contract, we can begin with an initial meeting to
outline critical dates, responsible parties, and additional resources needed. These meetings will continue
with a weekly schedule to ensure we are on track all the way up to the implementation date. We have
extensive opening checklists that have been refined over many years to make sure no detail is forgotten.
On Opening Day, June 1, 2020, and through the transition, The Car Park will have its CEO, Director of
Operations, along with additional corporate support staff on hand to provide the leadership and experience
necessary for the dedicated Manager and all the support staff with the priority focus on achieving the
operational excellence that The Town of Estes Park expects.
Every effort will be made to recruit and identify the highest quality candidates possible. Through our
experience operating in seasonal, destination mountain-town locations, The Car Park has an extensive
background in successfully recruiting a variety of job levels, from full time management to ambassadors to
maintenance to enforcement staff, we have been provided the opportunity to sharpen our recruitment
practice. In Hailey/Sun Valley, Idaho, after several unsuccessful attempts with online and social media
outlets we found the single most effective recruitment tool was to post a simple ad in the job section of
the local weekly publication. In Boone, North Carolina an outreach to the local University proved to be the
most successful avenue. That said, we understand that each location has its own unique challenges for
finding and hiring quality people. We will leave no stone unturned in partnering with the Town in locating
those resources.
Employees will be interviewed by Human Resources as well as our location manager. Our goal will be to
make sure we assign employees to the role best suited for their individual knowledge, experience and
career goals.
As we go through the hiring process, we will be looking for any gaps we might have in scheduling and will
also look to existing team members or prospective team members who are interested in a new or
expanded role.
To ensure quality from the outset, small groups of new employees will go through orientation and will be
trained according to their respective positions. Orientation includes a thorough explanation of employee
benefits and company guidelines, as well as review and demonstration of standard procedures. Initial
customer service and safety training also happens during this time.
The proposed schedule for implementing the scope will be adjusted down to a weekly cadence once we
complete our initial meetings and discussions with the Town. At this time, we will have the framework to plan a
final implementation schedule. A high-level sample is listed below
Month 4: 91-120 DAYS TO OPENING
භ First of weekly meetings with staff
o Discuss operations and refine implementation plan and scheduling tasks to be
completed before start-up.
භ Corporate Leadership Team will meet with Resident Manager.
o CEO, COO, and Director of Operations to discuss contract and operations.Page 32IImplementation Plan for Estes Park
The Car Park, LLC
o In conjunction with the Town, The Car 2ark CEO, COO, and Director of Operations will
begin the process of bidding and selecting all paid parking technologies equipment.
We will need to accelerate this task as it typically takes several months to select,
order,and take delivery of new equipment on this scale.
o CFO and Director of Operations to meet with Finance and Operations to discuss
proposed controls, equipment and desired reporting.
භ %QORNGVGVJG New Location Start-Up Sheet.
o The master document utilized by The Car Park to ensure no transition items are
missed.
භ Identify the best platform for recruiting employees that meet both The Car Park and the
Towns’ standards and begin collecting and reviewing resumes from potential candidates.
MMONTH 3: 61-90 DAYS TO OPENING
භ This month is dedicated to completing all unfinished tasks in the New Location Start-Up
Sheet and continuing to prepare for the start of the operation; specifically confirming the
new equipment order is finalized and in process for on time delivery.
භ Continue weekly meetings with the Town and TCP team.
භ In conjunction with the Town, begin the Community Outreach and Marketing Programs.
භ Human Resources, Director of Operations, and Resident Manager to continue identifying
prospective candidates and begin the interview process.
Month 2: 31-60 DAYS TO OPENING
භ Continue weekly meetings with the Town and TCP team.
o Address overall operations and resolve issues or concerns.
භ Continue to work on the tasks outlined in the New Location Start-Up Sheet.
භ Continue to provide Community Outreach and education.
o Update on the Marketing Program.
භ Continue with the candidate interview/hiring process. *Human Resources finalizing
background checks on every employee.
භ Order required supplies and additional (office) equipment.
භ Order uniforms to accommodate proposed staff. *at the 45-60 days to opening mark.Page 33156
IImplementation Plan for Estes Park
The Car Park, LLC
MMonth 1: 1-30 DAYS TO OPENING
භ Continue meetings with the Town as needed.
o Update on New Location Start-Up Plan.
o Address unresolved operational issues.
o Update (and continue) on Community Outreach and Marketing Programs.
භ Begin orientation for new employees and tour the facilities.
භ Complete training all employees and rehearse everyone’s role and responsibility. *Meet with
the team daily over the last week to continually keep them updated.
භ Issue uniforms and identification badges to the team.
භ Take delivery and verify accuracy of all paid parking equipment and prepare for installation
*Installation should be scheduled for 30-45 days prior to implementation – to allow for any
troubleshooting.
භ Ensure all supplies and tickets are on hand.
භ Continue to train team on equipment, service standards and all other The Car Park
required programs.
භ Director of Operations and Resident Manager to deliver hourly staffing schedule to
confirm employee shifts.
භ Director of Operations and Resident Manager meet with staff to provide an update on
final transitional plan and position responsibilities.
භ The Car Park executive team members complete preparations for implementation.
OPENING DAY
භ The entire transition team will be in place at the Public Parking Facilities. This team
includes:
o Jeff Wolfe – CEO
o Stephen Phillips - Director of Operations
o Matt Eisenberg – Proposed Manager
o Additional Corporate Operations support staff Page 34Action Required Person Responsible Status Start Date Due Date Date Completed Notes
1. OPERATIONS
Review and summarize contract requirements
Determine plan of operations (opening)
Hours of operations
SOPs
Airport operations (if applicable)
Driver name plaques
Terms and Conditions, Return Policy, and
Privacy Policy
Mini refrigerator for valet lounge
Booth
Fuel procedures
Pre-trip forms
Lot No:
^DW> >Kd/KE OPENING CHECKLIST
Location Name:
Opening Day / Date:
Manager In Charge:
Area Executive:
Type of Contract:
ATTACHMENT B
Page 35
157
Emergency procedures
Security
Create new monthly parking agreement
Radios and fleet tracking
Determine waitlist management process
Order ticket stock
Order hang tags (if necessary)
Customer onboarding
Internal communication plan
Garage drawings
Review office design, location, and layout
Does office include secured storage area?
Determine office layout occupancy, tenant
move-in dates, tenant parking, allocations per
lease
Office furniture
OFFICE
MAINTENANCE
ATTACHMENT B
Page 36
Maintenance checklist
Setup sweeping schedule
Setup maintenance/cleaning schedule
Check/test fire extinguishers
Customize Project Clean for location
Striping
Stall numbering
Directional arrows
Center line
Bumpers
Clearance signs
Rate signs
Liability notice signs
Handicapped signs
Reserved signs
SIGNS AND GRAPHICS
ATTACHMENT B
Page 37
158
Directional signs, vehicles
Directional signs, pedestrians
Ace signs
Monthly
Transient
Valet
Events/Transportation (if yes, describe)
Validations
Violations
2. SUPPLIES
Review and summarize
Tickets, spitter
Tickets, hand-issued
Tickets, warning
Validation books
LOCATION SPECIFICATIONS
ATTACHMENT B
Page 38
Monthly permits
Forms, misc.
Cleaning supplies list
Trash cans
NTI's
Envelopes
Bathrooms
Electricity
Bicycle racks
Landscape maintenance
Equipment maintenance contract
First aid kit
Fire extinguisher
Off-site additional parking
Trash can pick-up
ATTACHMENT B
Page 39
159
Inventory of existing office supplies and
equipment
Change locks to booths, office, safes, etc.
Setup filing system for reports,
correspondence, invoices, etc.
3. TEAM
Determine staffing needs
Recruitment advertising
Recruiting events
New hire forms
Train new staff
Create timeline for staffing
Job descriptions
Develop SOPs
Manual/Cashiers/Attendants/Valet
Onboarding orientation logistics
On-site orientation
Evaluate existing staff
ATTACHMENT B
Page 40
Staffing model/schedule
State specific handbook updates
Market data and pay scales
Background check and drug testing
Setup TSheets
Payroll procedures and schedule
Add location in Bamboo
Recognition programs
OSHA Accident Reports
Workers' compensation medical vendor
Site HR forms and posters, including wage and
hour, state laws, etc.
State and site specific labor information
Name tags and uniforms
4. FINANCE / ACCOUNTING
Cash deposit and control procedures
ATTACHMENT B
Page 41
160
Till cash
Bank account (if non-TCP, CFO approval)
Setup account systems
Review equipment specifications
Merchant ID
Identify type of parkers
Revenue reporting
Audit procedures
Invoice template
5. CORPORATE DOCUMENTS
Certificate of Filing
License
Doing Business As (D.B.A.)
Facility address
Performance Bond
ATTACHMENT B
Page 42
Associated permits
Occupancy permits
Claims processing
6. INSURANCE
Certificate of Liability Insurance (Facility)
Vehicle insurance
Workman's Comp
7. PARCS EQUIPMENT
Training
Revenue System
Rates
Reservation system / App(s)
Cameras adjusted for best resolution
VPN established between garage and POC
Instruction cards
INVENTORY
ATTACHMENT B
Page 43
161
Key cabinets
Base cabinets
Individual lock boxes
Individual locks
Network server, accessible to Amano
All devices online
All control functions active / working
Parker database entered and proxy cards
programmed
User accounts setup
Loops activate in correct order
Gate opens properly
Gate closes after closing loops has been
activated
Gate arm level
Issue tickets
SERVER
ENTRANCE DEVICE
ATTACHMENT B
Page 44
Test intercom / vend feature
Literate correct on display
All labels attached
Tickets stocked
Loops activate in correct order
Gate opens properly
Gate closes after closing loops has been
activated
Gate arm level
Test rates
Process ticket
Process credit card
Device print receipt
Test intercom / vend feature
Literate correct on display
Display show correct payment methods
EXIT DEVICE
ATTACHMENT B
Page 45
162
Lost ticket feature present
Lost ticket show daily max
All labels attached
Tickets stocked
Receipt paper stocked
Literate correct on display
Display show correct payment methods
Lost ticket feature present
Lost ticket show daily max
Process ticket
Process credit card
Process cash
Processed ticket work in exit device
Lost ticket feature present
All labels attached
POF
ATTACHMENT B
Page 46
Bills and coins stocked
Receipt paper stocked
Validations programmed
Validations test in all POF / Pay in Lane devices
Pay station
Rates
Parking App
Slot box
Lighting
Signage
Numbering space
8. REMOTE MANAGEMENT
Intercom
CCTV Cameras
Onboarding form
SURFACE LOT
VALIDATOR
ATTACHMENT B
Page 47
163
Testing
9. PARK ON CALL
Review all rules with facility manager and
owner
Verify rates
Identify all lanes for intercom traffic
Images of all equipment and lanes
Description of credit card processing
Contract signed by customer
Policy creation call
Intercom testing call
Setup account
Create call escalation list
Define rules
Define gate instructions
Identify communication strategies
ATTACHMENT B
Page 48
9. IT
Office telephones
Camera system
Computers
Cell Phones
Phone number
10. MARKETING
Add location to website
Add location to Google
Pictures of Rate Signage
Sales program
Social Media (Add Hype)
Business cards (if applicable)
11. FACILITY
Sound discriminators
Panic buttons
ATTACHMENT B
Page 49
164
Fencing
Alarm system
Security staffing
Floor membrane
Expansion joints
Sweeping and degreasing
HVAC
Sprinkler System
Drainage
Sump pumps
Elevators/Garage
Lighting
12. OTHER ITEMS NOT LISTED
ATTACHMENT B
Page 50
ATTACHMENT B
Page 51
165
Current Facility Overview
Stall Count
30 Minute Parking 20
Unrestricted 203
Disabled 6
Taxi/Shuttle 19
Rental Vehicle 91
Employee 36
Active Access Cards - 257
Tenants dŚĞŽŵƉĂŶLJ Vendors Gov Ground Transportation
114 33 20 41 49
5%
54%
2%
5%
24%
10%
Stall Count Diversity
30 minute
Unrestricted
Disabled
Taxi-Shuttle
Rental Vehicle
Employee
Page 52
ATTACHMENT C - SAMPLE KPI REPORT
Users by Duration of Stay
76.35%
6.62%
1.43%
0.73%
0.59%
5.73%
0.28%
1.70%
1.85%
1.67%
2.52%
0.54%
Users by Duration of Stay - Calendar 2019 -- Annualized
0-30 mn
30 mn-1.5 hr
1.5hr - 2 hr
2.hr - 2.5hr
2.5hr - 3 hr
3-24 hr
1+ Days
2+ Days
3+ Days
4+ Days
5-9+ Days
10+ Days
Page 53
ATTACHMENT C - SAMPLE KPI REPORT
166
Current Revenue / Expenses
24%
50%
11%
4%
11%
2020 Parking Rev/Exp Budget
Net Revenue
Payroll / Burden
Equipment
Other
Car Park Fees
$119,046
$253,788
$56,960
$19,326
$54,531
Page 54
ATTACHMENT C - SAMPLE KPI REPORT
/RFDWLRQ Rate History
Current Rates
0-30 minutesFree
30min-1.5hr $2.00
1.5 – 2.0hr $3.00
2.0-2.5hr $4.00
2.5-3.0hr $5.00
3.0-All Day $10.00
2002 - Last increase in 0-1.5hr rate
2004 - Last increase in 1.5 – 3.0hr rate
2014 – Last Increase in the All Day rate (+$1.00)
Page 55
ATTACHMENT C - SAMPLE KPI REPORT
167
Regional Rate Review
Boise
$2.00 per hr
Garage 24hr max$11.50
Surface 24hr max $9.00
Idaho Falls
0-30 Free
3-60 min $2.00
Ea add hr $2.00
24hr max $12.00
Jackson Hole
0 -2hr Free
2hr-24 max $15.00
Aspen
0-60 min Free
Ea add hr $2.00
24hr max $12.00
Bozeman
0-60 Min Free
Ea add 30 min $3.00
24hr max $12.00
Bend
0-30 min $1.00
31-60 min $2.00
Ea add hr $2.00
24hr max $15.00
Twin Falls
Master Plan is to Begin Charging, 1-3 years
Page 56
ATTACHMENT C - SAMPLE KPI REPORT
Rate Adjustment Review
Scenario #1 1.5hr $3 to $4, 2hr to 3hr $4/$5 to $6, Daily $10 to $11
Page 57
ATTACHMENT C - SAMPLE KPI REPORT
168
Rate Adjustment Review
Scenario #2 Daily rate $10.00 to $11.00
Page 58
ATTACHMENT C - SAMPLE KPI REPORT
#$%%QORCP[ Financial Report
.une 2019
Operated by:ATTACHMENT D - SAMPLE MONTHLY REVENUE REPORTSPage 59
169
#$%%QORCP[Comparative Income StatementFor
the Period Ended June 30, 2019
Jun-18 FY2018 YTD
INCOME Actual Budget Actual Actual Budget Actual
Monthly Revenue 42,357 41,559 37,853 798 2% 4,504 12% 255,723 249,354 244,465 6,369 3% 11,258 5%
Transient Revenue 608,191 604,668 611,566 3,522 1% (3,376) (1%) 3,232,205 3,327,389 3,320,741 (95,185) (3%) (88,536) (3%)
Debit Card Revenue 43,406 46,500 45,471 (3,094) (7%) (2,065) (5%) 266,489 279,000 277,257 (12,512) (4%) (10,768) (4%)
Monthly Non-Tax - - - - 0% - 0% - - - - 0% - 0%
Customer Refunds - - - - 0% - 0% - - - - 0% - 0%
Late Fees on Revenue - - - - 0% - 0% - - - - 0% - 0%
Other Revenue - - - - 0% - 0% - - - - 0% - 0%
Less Sales Tax (65,230) (65,116) (65,318) (114) 0% 88 (0%) (352,907) (362,440) (362,665) 9,533 (3%) 9,758 (3%)
TOTAL REVENUE 628,723$ 627,611$ 629,572$ 1,112$ 0%(849)$ (0%)3,401,509$ 3,493,303$ 3,479,798$ (91,794)$ (3%)(78,289)$ (2%)
EXPENSES
Salaries & Wages 27,392 28,345 30,839 (953) (3%) (3,447) (11%) 177,549 184,240 150,139 (6,691) (4%) 27,410 18%
Payroll Taxes 2,841 3,486 2,628 (646) (19%) 213 8% 17,071 22,661 15,942 (5,591) (25%) 1,128 7%
Workers Compensation 1,753 1,984 1,950 (231) (12%) (197) (10%) 11,336 12,897 8,959 (1,561) (12%) 2,377 27%
Armored Car Service 877 922 937 (45) (5%) (60) (6%) 5,201 5,532 5,216 (331) (6%) (14) (0%)
Employee Procurement 20 150 220 (130) (87%) (200) (91%) 20 900 233 (880) (98%) (213) (91%)
Licenses and Permits - 3,000 3,000 (3,000) (100%) (3,000) (100%) 4,700 6,500 6,450 (1,800) (28%) (1,750) (27%)
Data Processing - 80 - (80) (100%) - 0% - 480 - (480) (100%) - 0%
Telephone & Data 822 950 224 (128) (13%) 598 266%3,341 5,700 5,600 (2,359) (41%) (2,259) (40%)
Bank Charges 425 475 543 (50) (10%) (118) (22%) 2,666 2,850 2,733 (184) (6%) (67) (2%)
Credit Card Fees 18,501 15,933 16,719 2,569 16% 1,782 11% 103,829 88,682 87,222 15,147 17% 16,607 19%
Computer / Internet Fees - 60 - (60) (100%) - 0% - 360 - (360) (100%) - 0%
Signage - 300 - (300) (100%) - 0% - 1,800 - (1,800) (100%) - 0%
Uniforms 148 425 2,156 (277) (65%) (2,008) (93%)965 2,550 2,161 (1,585) (62%) (1,197) (55%)
Postage & Freight - 15 - (15) (100%) - 0% 100 90 39 10 11% 60 153%
Auto Damage Claims - 50 - (50) (100%) - 0% - 300 - (300) (100%) - 0%
Misc - Other (0) 30 0 (30) (100%) (0) (160%) 67 180 322 (113) (63%) (255) (79%)
Professional Fees 19,975 14,500 - 5,475 38% 19,975 0% 73,983 94,500 75,519 (20,517) (22%) (1,536) (2%)
Insurance - Liability 3,437 3,437 3,197 0 0% 240 8% 20,622 20,621 19,400 1 0% 1,222 6%
Health/Welfare/Pensions 6,615 5,500 5,150 1,115 20% 1,465 28%39,684 33,000 33,414 6,684 20% 6,270 19%
Supplies 1,561 1,250 1,129 311 25% 432 38% 10,602 7,500 7,496 3,102 41% 3,107 41%
Management Fee 4,325 4,325 4,325 - 0% - 0% 25,950 25,950 25,950 - 0% - 0%
Repairs and Maintenance 3,899 2,250 2,358 1,649 73% 1,541 65%12,766 13,500 13,232 (734) (5%) (466) (4%)
Tickets - 2,100 2,680 (2,100) (100%) (2,680) (100%) 10,395 12,600 10,476 (2,205) (18%) (81) (1%)
Total Expense 92,592$ 89,567$ 78,056$ 3,026$ 3%14,536$ 19%520,847$ 543,393$ 470,501$ (22,546)$ (4%)50,345$ 11%
Facility Profit 536,131$ 538,044$ 551,516$ (1,913)$ (0%)(15,385)$ (3%)2,880,663$ 2,949,911$ 3,009,297$ (69,248)$ (2%)(128,634)$ (4%)
Jun-19 FY2019 YTDBudget Variance Previous Year Variance Budget Variance Previous Year
Variance
ATTACHMENT D - SAMPLE MONTHLY REVENUE REPORTSPage 60
#$%%QORCP[ Last Twelve Months Income StatementFor
the Period Ended June 30, 2019
Jul-18 Aug-18 Sep-18 Oct-18 Nov-18 Dec-18 Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Total LTM
INCOME
Monthly Revenue 38,055 41,797 41,998 40,534 41,472 41,490 40,922 42,337 43,752 42,455 43,900 42,357 501,068
Transient Revenue 568,055 570,702 547,731 549,569 637,914 931,719 493,834 485,393 543,716 518,253 582,818 608,191 7,037,894
Debit Card Revenue 46,341 42,131 45,025 46,435 48,955 50,876 45,981 39,196 45,686 44,669 47,551 43,406 546,252
Monthly Non-Tax - - - - - - - - - - - - -
Customer Refunds - - - - - - - - - - - - -
Late Fees on Revenue - - - - - - - - - - - - -
Other Revenue - - - - - - - - - - - - -
Less Sales Tax (61,329) (61,534) (59,665) (59,833) (68,462) (96,315) (54,588) (53,290) (59,515) (56,904) (63,380) (65,230) (760,045)
TOTAL REVENUE 591,122$ 593,096$ 575,088$ 576,704$ 659,879$ 927,771$ 526,149$ 513,636$ 573,639$ 548,473$ 610,889$ 628,723$ 7,325,168$
EXPENSES
Salaries & Wages 26,210 32,744 24,825 25,848 32,703 28,036 28,667 27,269 33,895 26,347 33,980 27,392 347,914
Payroll Taxes 2,227 2,778 1,961 2,123 2,586 2,318 3,584 3,253 2,462 2,222 2,709 2,841 31,063
Workers Compensation 1,657 2,078 1,568 1,618 2,048 1,746 1,814 1,753 2,170 1,689 2,156 1,753 22,051
Armored Car Service 861 891 837 861 897 997 891 797 901 845 891 877 10,545
Employee Procurement 29 - - - 112 - - - - - - 20 161
Licenses and Permits - - 3,000 - - - 3,000 - 600 - 1,100 - 7,700
Data Processing - - - - - - - - - - - - -
Telephone & Data 232 492 501 491 494 516 588 495 443 559 434 822 6,068
Bank Charges 556 661 500 427 736 1,247 975 559 (211) 459 459 425 6,793
Credit Card Fees 16,775 16,679 15,767 16,078 19,290 27,163 16,866 15,610 16,731 16,841 19,281 18,501 215,581
Personnel Selection - - - - - - - - - - - - -
Signage - - - - - - - - - - - - -
Uniforms 148 186 143 148 500 285 148 148 186 148 186 148 2,375
Postage & Freight - - 9 - - 62 - - - - 100 - 171
Auto Damage Claims - - - - - - - - - - - - -
Misc - Other 0 0 - (1) - (0) 0 - (0) 0 67 (0) 67
Professional Fees 23,895 - 15,707 16,759 30,370 125,000 - - - - 54,008 19,975 285,714
Insurance - Liability 3,197 3,197 3,197 3,197 3,197 3,197 3,437 3,437 3,437 3,437 3,437 3,437 39,804
Health/Welfare/Pensions 6,698 6,499 6,499 6,538 6,538 6,539 6,561 6,605 6,634 6,618 6,650 6,615 78,995
Supplies 3,392 1,709 2,990 811 214 1,212 377 4,696 387 2,660 920 1,561 20,931
Management Fee 4,325 4,325 4,325 4,325 4,325 4,325 4,325 4,325 4,325 4,325 4,325 4,325 51,900
Repairs and Maintenance 4,208 3,453 4,188 3,863 3,939 4,726 1,228 2,810 1,617 2,078 1,134 3,899 37,142
Tickets 9,402 - - - - 10,908 - - - - 10,395 - 30,704
Total Expense 103,813$ 75,690$ 86,017$ 83,086$ 107,948$ 218,275$ 72,463$ 71,757$ 73,575$ 68,230$ 142,231$ 92,592$ 1,195,676$
Facility Profit 487,309$ 517,406$ 489,071$ 493,618$ 551,931$ 709,496$ 453,686$ 441,879$ 500,064$ 480,243$ 468,658$ 536,131$ 6,129,492$ ATTACHMENT D - SAMPLE MONTHLY REVENUE REPORTSPage 61
170
Variance Narrative
Monthly Revenue came in ahead of budget by 2%, consistent with
the YTD trend.
Transient Revenues beat budget by 1% for the month, ahead of the
annual trend of -3%. This positive variance is due to a summer and
an increase in traffic due to school being out.
Professional Fees were up 38% for the month due to traffic control
invoices that hit (Sam Schwarz). We remain ahead of budget by
22% for the year for this expense.
Actual Budget Variance
42,357$ 41,559$ 2%
Actual Budget Variance
608,191$ 604,668$ 1%
Actual Budget Variance
19,975$ 14,500$ 38%
Transient Revenue
Monthly Revenue
Professional Fees
ATTACHMENT D - SAMPLE MONTHLY REVENUE REPORTSPage 62
Revenue by Payment Method Revenue by Type
Revenue Breakdown
ATTACHMENT D - SAMPLE MONTHLY REVENUE REPORTSPage 63
171
Ticket Revenue by Day
ATTACHMENT D - SAMPLE MONTHLY REVENUE REPORTSPage 64
Transaction Count by Day
Transaction Count by Weekday
ATTACHMENT D - SAMPLE MONTHLY REVENUE REPORTSPage 65
172
&RPSDQ\$%&
Consolidated Statement of Revenue
October 31, 2019
Actual Budget Variance Actual Budget Variance
Revenues
59,340.00 42,675.00$ 38,240.00$ Monthly Parking 574,456.00$ 426,750.00$ 147,706.00$
119,526.43 142,640.00 (15,163.62) Transient Parking Retail 1,661,933.92 1,322,290.00 339,643.92
170,159.13 180,000.00 (105,863.00) Transient Parking 1,744,002.00 2,320,000.00 (575,998.00)
99,560.00 125,000.00 (83,590.00) Online Income 784,985.00 840,000.00 (55,015.00)
91,629.78 169,425.00 79,064.07 Event Parking 1,930,251.49 1,557,275.00 372,976.49
193,082.16 17,500.00 17,897.41 Validations 222,466.04 148,500.00 73,966.04
2,030.00 2,000.00 2,580.00 Violations 22,378.18 20,000.00 2,378.18
9,267.33 (2,000.00) 1,039.00 Less: Refunds (3,735.60) (20,000.00) 16,264.40
(13,406.40) (22,020.20) 3,265.14 Less: Merchant Fees (265,826.77) (214,867.08) (50,959.70)
(3,048.41) (5,000.00) 1,345.00 Less: On-Line Fees (43,415.00) (34,650.00) (8,765.00)
(45,422.43) (44,397.01) (3,504.12) Less: Sales Tax (543,430.99) (433,631.03) (109,799.96)
541,132.67 605,822.79 (64,690.12) Total Revenue 6,084,064.27 5,931,666.90 152,397.37
45,224.73 66,116.63 20,891.90 Payroll 687,650.29 698,182.06 (10,531.77)
4,902.04 7,922.00 3,019.96 Payroll Taxes 59,935.53 83,661.85 (23,726.32)
5,169.67 4,462.87 (706.80) Workers Compensation 40,684.40 47,127.29 (6,442.89)
1,560.00 2,800.00 1,240.00 Health & Welfare 17,400.00 28,000.00 (10,600.00)
71,801.44 7,500.00 (64,301.44) Security Services 78,754.19 75,000.00 3,754.19
5,382.00 8,820.00 3,438.00 Liability Insurance 85,879.99 88,200.00 (2,320.01)
1,273.00 1,800.00 527.00 Auto Damage 802.36 18,000.00 (17,197.64)
8,240.00 16,400.00 8,160.00 Repairs & Maintenance 184,347.22 164,000.00 20,347.22
3,894.68 950.00 (2,944.68) Travel 8,746.40 9,500.00 (753.60)
1,792.50 3,855.00 2,062.50 Telephone 42,939.01 38,550.00 4,389.01
2,237.11 950.00 (1,287.11) Uniforms 3,955.46 9,500.00 (5,544.54)
3,278.29 805.00 (2,473.29) Armored Car Service 8,511.42 8,050.00 461.42
300.00 935.00 635.00 Equipment 9,125.72 9,350.00 (224.28)
222.25 450.00 227.75 Personnel Selection 5,116.54 4,500.00 616.54
589.86 675.00 85.14 Bank Fees 5,023.40 6,750.00 (1,726.60)
1,929.25 1,775.00 (154.25) Materials & Supplies 22,787.13 17,750.00 5,037.13
247.69 1,520.00 1,272.31 Signage 18,222.99 15,200.00 3,022.99
931.76 750.00 (181.76) Tickets 7,824.68 7,500.00 324.68
372.81 480.00 107.19 Payroll Processing 3,554.20 4,800.00 (1,245.80)
176.21 575.00 398.79 Computer & Internet Fees 7,212.05 13,400.00 (6,187.95)
813.36 625.00 (188.36) Office Supplies 7,371.20 6,250.00 1,121.20
25.00 - (25.00) Miscellaneous (1,751.60) - (1,751.60)
(40.00) 850.00 890.00 Auto Expense - 8,500.00 (8,500.00)
20,112.25 105.00 (20,007.25) License & Permits - 1,210.00 (1,210.00)
- 3,000.00 3,000.00 Dues & Subscriptions - 3,700.00 (3,700.00)
137,896.00 25.00 (137,871.00) Data Processing 6,322.00 250.00 6,072.00
535.54 7,500.00 6,964.46 Advertising 4,772.72 30,200.00 (25,427.28)
73.30 90.00 16.70 Postage 1,361.71 900.00 461.71
392,722.88 451,764.49 (177,204.24) Total Expenses 4,255,973.34 4,367,799.91 (111,826.57)
148,409.79 154,058.30 (5,648.51) Operating Income 1,828,090.93 1,563,866.98 264,223.95
Management Fee
148,409.79$ 154,058.30$ (5,648.51)$ Facility Profit (Loss)1,744,757.63$ 1,473,036.98$ 271,720.65$
Current Month Year to Date
2019 2019
ATTACHMENT E - SECURE WEB-BASED REPORTING
Page 66
&RPSDQ\$%&Garage
Statement of Revenue
October 31, 2019
Actual Budget Variance YTD Actual Budget Variance
Revenues
54,740.00$ 35,000.00$ 19,740.00$ Monthly Parking 374,646.00$ 350,000.00$ 24,646.00$
75,485.48 70,000.00 5,485.48 Transient Parking Retail 934,152.66 600,000.00 334,152.66
174,678.00 180,000.00 (105,863.00) Transient Parking 2,268,045.00 2,320,000.00 (51,955.00)
99,560.00 125,000.00 (83,590.00) Online Income 784,985.00 840,000.00 (55,015.00)
86,352.09 84,250.00 2,102.09 Event Parking 577,890.00 565,550.00 12,340.00
12,614.00 - 12,614.00 Validations 58,924.00 - 58,924.00
125.00 - 125.00 Violations 220.36 - 220.36
(108.00) (2,000.00) 1,892.00 Less: Refunds (2,876.60) (20,000.00) 17,123.40
(10,691.04) (15,998.13) 5,307.09 Less: Merchant Fees (158,685.97) (151,305.38) (7,380.60)
(3,655.00) (5,000.00) 1,345.00 Less: On-Line Fees (43,415.00) (34,650.00) (8,765.00)
(39,017.11) (32,203.27) 5,194.77 Less: Sales Tax (387,188.95) (304,568.69) (82,620.26)
450,083.42 439,048.60 (135,647.57) Total Revenue 4,406,696.50 4,165,025.93 241,670.57
39,459.34 41,185.23 1,725.89 Payroll 526,806.72 466,836.42 59,970.30
4,559.90 4,942.23 382.33 Payroll Taxes 44,527.90 56,020.37 (11,492.47)
3,398.26 2,780.00 (618.26) Workers Compensation 30,293.55 31,511.46 (1,217.91)
1,560.00 1,800.00 240.00 Health & Welfare 10,400.00 18,000.00 (7,600.00)
21,280.66 7,500.00 (13,780.66) Security Services 78,754.19 75,000.00 3,754.19
5,382.00 5,500.00 118.00 Liability Insurance 53,820.00 55,000.00 (1,180.00)
- 400.00 400.00 Auto Damage 802.36 4,000.00 (3,197.64)
8,240.00 13,750.00 5,510.00 Repairs & Maintenance 159,764.97 137,500.00 22,264.97
1,135.49 600.00 (535.49) Travel 8,746.40 6,000.00 2,746.40
1,792.50 1,500.00 (292.50) Telephone 38,646.01 15,000.00 23,646.01
1,012.11 550.00 (462.11) Uniforms 3,555.46 5,500.00 (1,944.54)
804.49 805.00 0.51 Armored Car Service 8,511.42 8,050.00 461.42
300.00 685.00 385.00 Equipment 8,335.33 6,850.00 1,485.33
222.25 150.00 (72.25) Personnel Selection 5,116.54 1,500.00 3,616.54
589.86 375.00 (214.86) Bank Fees 4,714.40 3,750.00 964.40
1,929.25 1,375.00 (554.25) Materials & Supplies 22,507.16 13,750.00 8,757.16
257.69 1,000.00 742.31 Signage 1,902.97 10,000.00 (8,097.03)
931.76 600.00 (331.76) Tickets 7,824.68 6,000.00 1,824.68
372.81 285.00 (87.81) Payroll Processing 3,554.20 2,850.00 704.20
176.21 450.00 273.79 Computer & Internet Fees 7,212.05 12,150.00 (4,937.95)
582.36 250.00 (332.36) Office Supplies 5,886.20 2,500.00 3,386.20
25.00 - (25.00) Miscellaneous (2,261.34) - (2,261.34)
- 450.00 450.00 Auto Expense - 4,500.00 (4,500.00)
- 55.00 55.00 License & Permits - 550.00 (550.00)
- 3,000.00 3,000.00 Dues & Subscriptions - 3,700.00 (3,700.00)
323.50 - (323.50) Data Processing 2,138.50 - 2,138.50
439.17 7,500.00 7,060.83 Advertising 4,772.72 30,000.00 (25,227.28)
73.30 65.00 (8.30) Postage 1,361.71 650.00 711.71
94,847.91 97,552.46 2,704.55 Total Expenses 1,037,694.10 977,168.25 60,525.85
355,235.51 341,496.14 (138,352.12) Operating Income 3,369,002.40 3,187,857.68 181,144.72
- - - Management Fee - - -
355,235.51$ 341,496.14$ (84,009.83)$ Facility Profit (Loss)3,369,002.40$ 3,187,857.68$ 181,144.72$
Current Month Year to Date
2019 2019
ATTACHMENT E - SECURE WEB-BASED REPORTING
Page 67
173
&RPSDQ\$%&Surface Lot
Statement of Revenue
October 31, 2019
Actual Budget Variance YTD Actual Budget Variance
Revenues
2,050.00$ 1,475.00$ 575.00$ Monthly Parking 21,385.00$ 14,750.00$ 6,635.00$
44,893.95 25,000.00 19,893.95 Transient Parking Retail 487,021.00 250,000.00 237,021.00
- - - Transient Parking - - -
- - - Online Income - - -
15,665.00 30,000.00 (14,335.00) Event Parking 157,852.00 345,000.00 (187,148.00)
22,783.41 17,500.00 5,283.41 Validations 161,792.04 148,500.00 13,292.04
1,905.00 500.00 1,405.00 Violations 6,001.70 5,000.00 1,001.70
- - - Less: Refunds (6.00) - (6.00)
(3,545.15) (2,606.63) (938.53) Less: Merchant Fees (45,414.11) (26,713.75) (18,700.36)
- - - Less: On-Line Fees - - -
(6,838.96) (4,872.20) (1,966.76) Less: Sales Tax (65,339.97) (49,932.24) (15,407.73)
76,913.25 66,996.18 9,917.07 Total Revenue 723,291.66 686,604.01 36,687.65
2,904.07 3,629.00 (724.93) Payroll 41,150.30 32,286.00 8,864.30
254.43 423.48 (169.05) Payroll Taxes 4,000.66 3,754.32 246.34
188.33 244.96 (56.63) Workers Compensation 2,661.82 2,179.31 482.52
- 500.00 (500.00) Health & Welfare - 5,000.00 (5,000.00)
48,070.78 41,872.61 6,198.17 Port Tampa Rent 452,057.29 429,127.50 22,929.79
- - - Security Services - - -
473.00 470.00 3.00 Liability Insurance 4,730.00 4,700.00 30.00
- 100.00 (100.00) Auto Damage - 1,000.00 (1,000.00)
2,759.19 700.00 2,059.19 Repairs & Maintenance 10,734.08 7,000.00 3,734.08
- - - Travel - - -
875.00 750.00 125.00 Telephone 875.00 7,500.00 (6,625.00)
- - - Uniforms 100.00 - 100.00
- - - Armored Car Service - - -
- - - Equipment 163.07 - 163.07
- 25.00 (25.00) Personnel Selection - 250.00 (250.00)
- 300.00 (300.00) Bank Fees 154.50 3,000.00 (2,845.50)
- 150.00 (150.00) Materials & Supplies 279.97 1,500.00 (1,220.03)
- 200.00 (200.00) Signage 10,892.43 2,000.00 8,892.43
- -- Tickets - - -
- 20.00 (20.00) Payroll Processing - 200.00 (200.00)
- - - Computer & Internet Fees - --
- 50.00 (50.00) Office Supplies 1,485.00 500.00 985.00
(40.00) - (40.00) Miscellaneous (275.00) - (275.00)
- 200.00 (200.00) Auto Expense - 2,000.00 (2,000.00)
- -- License & Permits - 160.00 (160.00)
- -- Dues & Subscriptions - --
96.37 25.00 71.37 Data Processing 999.80 250.00 749.80
- - - Advertising - - -
- - - Postage - - -
55,581.17 49,660.05 5,921.12 Total Expenses 530,008.92 502,407.13 27,601.79
21,332.08 17,336.13 3,995.95 Operating Income 193,282.74 184,196.88 9,085.86
- Management Fee -
21,332.08$ 17,336.13$ 3,995.95$ Facility Profit (Loss)193,282.74$ 184,196.88$ 9,085.86$
Current Month Year to Date
2019 2019
ATTACHMENT E - SECURE WEB-BASED REPORTING
Page 68
&RPSDQ\$%&
Valet Statement of Revenue
October 31, 2019
Actual Budget Variance YTD Actual Budget Variance
Revenues
-$ -$ -$ Monthly Parking -$ -$ -$
- 17,500.00 (17,500.00) Transient Parking Retail 2,390.00 175,000.00 (172,610.00)
- - - Transient Parking - - -
- - - Online Income - - -
3,400.00 2,500.00 900.00 Event Parking 38,820.00 18,500.00 20,320.00
- - - Validations - - -
- - - Violations - - -
- - - Less: Refunds - - -
- (700.00) 700.00 Less: Merchant Fees (1,276.80) (6,772.50) 5,495.70
- - - Less: On-Line Fees - - -
(266.36) (1,400.00) 1,133.64 Less: Sales Tax (3,228.42) (13,545.00) 10,316.58
3,133.64 17,900.00 (14,766.36) Total Revenue 36,704.78 173,182.50 (136,477.72)
928.32 8,148.00 (7,219.68) Payroll 16,242.90 89,628.00 (73,385.10)
87.71 977.76 (890.05) Payroll Taxes 1,549.84 10,755.36 (9,205.52)
60.34 549.99 (489.65) Workers Compensation 1,035.98 6,049.89 (5,013.91)
- - - Health & Welfare - - -
- - - Port Tampa Rent - - -
- - - Security Services - - -
800.00 800.00 - Liability Insurance 8,000.00 8,000.00 -
- 1,100.00 (1,100.00) Auto Damage - 11,000.00 (11,000.00)
- - - Repairs & Maintenance - --
- - - Travel - --
350.00 105.00 245.00 Telephone 350.00 1,050.00 (700.00)
- 100.00 (100.00) Uniforms - 1,000.00 (1,000.00)
- -- Armored Car Service - --
- - - Equipment - --
- 25.00 (25.00) Personnel Selection - 250.00 (250.00)
- - - Bank Fees - - -
- - - Materials & Supplies - - -
- 20.00 (20.00) Signage - 200.00 (200.00)
- - - Tickets - - -
- 25.00 (25.00) Payroll Processing - 250.00 (250.00)
- - - Computer & Internet Fees - --
- 125.00 (125.00) Office Supplies - 1,250.00 (1,250.00)
- - - Miscellaneous - --
- - - Auto Expense - --
- - - License & Permits - --
- - - Dues & Subscriptions - --
- - - Data Processing - --
- - - Advertising - --
- - - Postage - --
2,226.37 11,975.75 (9,749.38) Total Expenses 27,178.72 129,433.25 (102,254.53)
907.27 5,924.25 (5,016.98) Operating Income 9,526.06 43,749.25 (34,223.19)
Current Month Year to Date
2019 2019
ATTACHMENT E - SECURE WEB-BASED REPORTING
Page 69
174
Lot A Lot B Lot C Lot D Total YTD YTD PM YTD
Actual Actual Actual Actual Actual Budget Variance Actual Budget Variance Actual
Revenues
Monthly Parking 480.00$ -$ 17,645.00$ 6,000.00$ 24,125.00$ 6,200.00$ 17,925.00$ 178,425.00$ 62,000.00$ 116,425.00$ 154,300.00$
Transient Parking Retail 1,277.40 2,467.00 3,073.35 279.20 7,096.95 30,140.00 (23,043.05) 238,370.26 297,290.00 (58,919.74) 231,273.31
Transient Parking - - - - - - - - - - -
Online Income - - - - - - - - - - -
Event Parking 11,390.00 30,532.48 60,388.00 40,761.50 143,071.98 52,675.00 90,396.98 981,784.21 628,225.00 353,559.21 838,712.23
Validations - - - - - - - 1,750.00 - 1,750.00 1,750.00
Violations 450.00 475.00 425.00 1,200.00 2,550.00 1,500.00 1,050.00 16,156.12 15,000.00 1,156.12 13,606.12
Less: Refunds - 27.00 (880.00) - (853.00) - (853.00) (853.00) - (853.00) -
Less: Merchant Fees (523.22) (1,167.62) (1,661.11) (1,166.92) (4,518.87) (2,715.45) (1,803.42) (60,449.89) (30,075.45) (30,374.44) (55,931.02)
Less: On-Line Fees - - - - - - - - - - -
Less: Sales Tax (1,065.23) (2,624.54) (6,318.31) (3,779.23) (13,787.31) (5,921.54) (7,865.77) (110,902.11) (65,585.09) (45,317.02) (97,114.80)
Total Revenue 12,008.95 29,709.32 72,671.93 43,294.55 157,684.75 81,878.01 75,806.74 1,244,280.59 906,854.46 337,426.13 1,086,595.84
Payroll - 2,832.57 5,649.73 893.03 9,375.33 13,154.40 (3,779.07) 103,450.37 109,431.64 (5,981.27) 94,075.04
Payroll Taxes - 253.23 495.01 81.55 829.79 1,578.53 (748.74) 9,857.13 13,131.80 (3,274.67) 9,027.34
Workers Compensation - 183.62 364.92 58.05 606.59 887.92 (281.33) 6,693.05 7,386.64 (693.59) 6,086.46
Health & Welfare 49.66 73.19 468.15 109.00 700.00 500.00 200.00 7,000.00 5,000.00 2,000.00 6,300.00
Security Services - - - - - - - - - - -
Liability Insurance 61.00 370.00 959.00 543.00 1,933.00 2,050.00 (117.00) 19,329.99 20,500.00 (1,170.01) 17,396.99
Auto Damage - - - - - 200.00 (200.00) - 2,000.00 (2,000.00) -
Repairs & Maintenance 450.00 522.74 - 550.00 1,522.74 1,950.00 (427.26) 13,848.17 19,500.00 (5,651.83) 12,325.43
Travel - - - -- 350.00 (350.00) - 3,500.00 (3,500.00) -
Telephone 350.00 350.00 1,050.00 700.00 2,450.00 1,500.00 950.00 3,068.00 15,000.00 (11,932.00) 618.00
Uniforms - - - - - 300.00 (300.00) 300.00 3,000.00 (2,700.00) 300.00
Armored Car Service - - - - - -- - - - -
Equipment - - - - - 250.00 (250.00) 627.32 2,500.00 (1,872.68) 627.32
Personnel Selection - - - - - 250.00 (250.00) - 2,500.00 (2,500.00) -
Bank Fees - - - - - -- 154.50 - 154.50 154.50
Materials & Supplies - - - - - 250.00 (250.00) - 2,500.00 (2,500.00) -
Signage 921.98 - 1,551.82 - 2,473.80 300.00 2,173.80 5,427.59 3,000.00 2,427.59 2,953.79
Tickets - - - - - 150.00 (150.00) - 1,500.00 (1,500.00) -
Payroll Processing - - - - - 150.00 (150.00) - 1,500.00 (1,500.00) -
Computer & Internet Fees - - - - - 125.00 (125.00) - 1,250.00 (1,250.00) -
Office Supplies - - - - - 200.00 (200.00) - 2,000.00 (2,000.00) -
Miscellaneous - - (10.00) - (10.00) - (10.00) 784.74 - 784.74 794.74
Auto Expense - - - - - 200.00 (200.00) - 2,000.00 (2,000.00) -
License & Permits - - - - - 50.00 (50.00) - 500.00 (500.00) -
Dues & Subscriptions - - - - - -- - - - -
Data Processing 1.00 - 205.00 25.00 231.00 - 231.00 3,183.70 - 3,183.70 2,952.70
Advertising - - - - - - - - 200.00 (200.00) -
Postage - - - - - 25.00 (25.00) - 250.00 (250.00) -
Total Expenses 1,833.64 4,585.35 10,733.63 2,959.63 20,112.25 24,420.85 (4,308.60) 173,724.56 218,150.07 (44,425.51) 153,612.31
Operating Income 10,175.31 25,123.97 61,938.30 40,334.92 137,572.50 57,457.16 80,115.34 1,070,556.03 688,704.38 381,851.65 932,983.53
Management Fee - - - - - - - - - - -
Facility Profit (Loss)10,175.31$ 25,123.97$ 61,938.30$ 40,334.92$ 137,572.50$ 57,457.16$ 80,115.34$ 1,070,556.03$ 688,704.38$ 381,851.65$ 932,983.53$
&RPSDQ\$%&
Surface Lots
October 31, 2019
ATTACHMENT E - SECURE WEB-BASED REPORTING
Page 70
175
INCOME 2020 2020 2020 2020 2020 2020 2020 2020 2020 2020 2020 2020 2020
Permit Parking 375 375 375 375 375 375 375 375 375 375 375 375 4,500
Meter Revenue - - - - - 153,757 158,999 171,230 164,241 93,477 - - 741,703
Violation Income 1,353 1,353 1,353 1,353 1,353 17,782 17,782 17,782 17,782 17,782 1,353 1,353 98,381
TOTAL REVENUE 1,728$ 1,728$ 1,728$ 1,728$ 1,728$ 171,914$ 177,156$ 189,387$ 182,398$ 111,635$ 1,728$ 1,728$ 844,584$
EXPENSES
Payroll
G & A 10,990 6,740 6,740 6,740 6,740 10,260 15,390 10,260 10,260 10,260 6,740 6,740 107,864
Enforcement - - - - - 9,601 13,601 9,601 9,601 9,601 - - 52,003
Ambassador - - - - - 19,395 29,092 19,395 19,395 9,697 - - 96,975
Total Payroll 10,990 6,740 6,740 6,740 6,740 39,256 58,084 39,256 39,256 29,558 6,740 6,740 256,841
Payroll Taxes 1,209 741 741 741 741 4,318 6,389 4,318 4,318 3,251 741 741 28,253
Workers Comp 659 404 404 404 404 2,355 3,485 2,355 2,355 1,773 404 404 15,410
Health & Welfare 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 14,400
Retirement 110 67 67 67 67 393 581 393 393 296 67 67 2,568
Total Payroll 14,169$ 9,154$ 9,154$ 9,154$ 9,154$ 47,522$ 69,739$ 47,522$ 47,522$ 36,079$ 9,154$ 9,154$ 317,472$
Liability Insurance 976 976 976 976 976 1,876 1,876 1,876 1,876 1,876 976 976 16,211
Material & Supplies 300 300 300 300 500 500 500 500 500 300 300 300 4,600
Telephone 200 200 200 200 200 200 200 200 200 200 200 200 2,400
Forms & Printing 200 200 200 200 200 200 200 200 200 200 200 200 2,400
Miscellaneous 200 200 200 200 200 200 200 200 200 200 200 200 2,400
Monthly Permits 2,500 - - - - - - - - - - - 2,500
Personnel Selection 50 50 50 250 250 100 100 100 100 100 50 50 1,250
Drug Screen/Criminal 50 50 50 300 100 100 100 100 100 50 50 50 1,100
Wireless Services 800 800 800 800 800 800 800 800 800 800 800 800 9,600
Uniforms 200 200 200 200 600 200 200 200 400 200 200 200 3,000
Data Processing 125 125 125 125 125 125 125 125 125 125 125 125 1,500
Bank Fees 100 100 100 100 100 100 100 100 100 100 100 100 1,200
Computer / Internet Fees 300 300 300 300 300 300 300 300 300 300 300 300 3,600
Payroll Processing 25 25 25 25 50 50 50 50 50 50 25 25 450
License & Permits 250 - - - - - - - - - - - 250
Merchant Fees 35 69 69 69 69 6,877 7,086 7,575 7,296 4,465 69 69 33,749
Office Supplies 100 100 100 100 100 200 200 200 200 100 100 100 1,600
Total Expense 6,411$ 3,695$ 3,695$ 4,145$ 4,570$ 11,828$ 12,037$ 12,526$ 12,447$ 9,066$ 3,695$ 3,695$ 87,810$
Management Fee 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 48,000
Facility Profit(Loss)(22,851)$ (15,121)$ (15,121)$ (15,571)$ (15,996)$ 108,565$ 91,380$ 125,339$ 118,429$ 62,489$ (15,121)$ (15,121)$ 391,301$
Estes Park Budget 2020
TOTAL
The Car Park
JuneJanuary February March April May July August September October November December
176
Travel 5,000.00$
Corporate Overhead 6,000.00$
Kimley Horn Consulting 12,000.00$
Human Resources 3,400.00$
Profit 21,600.00$
Annual Fee 48,000.00$
Annual Management Fee Schedule
177
FY 19 FY20
Total Meter Collections $0 $741,703
Total Parking Citations (less than 14 days)$0 $68,779
Total Parking Citations (more than 14 days)$0 $29,601
Towing / Impound Revenue $0
Total Citations Issued 1,428 11,054
Percent of Tickets Paid less than 14 days 66% 70%
Revenue Projections
Meter Revenue - $2/hr Weekday 1 Meter Revenue - $2/hr Weekend
Number of $2.00/hr Metered Spaces 605 Number of $2.00/hr Metered Spaces 605
Rate per Hour $2.00 Rate per Hour $2.00
Hours per Day (10am - 6pm)8 Hours per Day (10am - 6pm)8
# of Days per Year (less holidays) 1 96 # of Days per Year (less holidays) 2 39
Maximum Revenue Possible $929,280 Maximum Revenue Possible $377,520
Average Occupancy 60%Average Occupancy 70.0%
Percent of Paid Occupancy 95%Percent of Paid Occupancy 95%
Percent of Meters Operational 95%Percent of Meters Operational 95%
Total Meter Revenue $503,205 Total Meter Revenue $238,498
Revenue per Metered Space per Day $8.66 Revenue per Metered Space per Day $10.11
1 - Model assumes $2/hr meters are multi-space meters
2 - Holidays New Years Day, ML King, Memorial Day, July 4th, Labor Day, Veteran's Day, Thanksgiving, Christmas
TOTAL COMBINED METER REVENUE $741,703
Total Meter Count 605
Revenue Per Meter/Day $9.08
City of Estes Park
Onstreet Revenue Model
178
Citations Peak Summer
Citation Revenue - Paid within 14 days (Monday - Friday)Citation Revenue - Paid after 14 days
Number of Officers 2 Number of Officers 2
Citations per officer per day 37 Citations per officer per day 37
Number of Days Enforced 96 Number of Days Enforced 96
Total Citations 7,104 Total Citations 7,104
Percent Paid within 14 days 60%Percent Paid after 14 days 40%
Total Potential Citations 4,262 Total Potential Citations 2,842
Citation Value $15.00 Citation Value $25.00
Total Citation Value $63,936 Total Citation Value $71,040
Dismissal Rate 5%Dismissal Rate 7.5%
Collection Rate 50%Collection Rate 50%
Citation Revenue $30,370 Citation Revenue $32,856
Citation Revenue - Paid within 14 days (Weekend)Citation Revenue - Paid after 14 days
Number of Officers 2 Number of Officers 2
Citations per officer per day 37 Citations per officer per day 37
Number of Days Enforced 39 Number of Days Enforced 39
Total Citations 2,886 Total Citations 2,886
Percent Paid within 14 days 60%Percent Paid after 14 days 40%
Total Potential Citations 1,732 Total Potential Citations 1,154
Citation Value $15.00 Citation Value $25.00
Total Citation Value $25,974 Total Citation Value $28,860
Dismissal Rate 5%Dismissal Rate 7.5%
Collection Rate 50%Collection Rate 50%
Citation Revenue $12,338 Citation Revenue $13,348
179
Citations Off-Peak Permit Enforcement
Citation Revenue - Paid within 14 days (Monday - Friday)Citation Revenue - Paid after 14 days
Number of Officers 1 Number of Officers 1
Citations per officer per day 4 Citations per officer per day 4
Number of Days Enforced 156 Number of Days Enforced 156
Total Citations 624 Total Citations 624
Percent Paid within 14 days 60%Percent Paid after 14 days 40%
Total Potential Citations 374 Total Potential Citations 250
Citation Value $15.00 Citation Value $25.00
Total Citation Value $5,616 Total Citation Value $6,240
Dismissal Rate 5%Dismissal Rate 7.5%
Collection Rate 50%Collection Rate 50%
Citation Revenue $2,668 Citation Revenue $2,886
Citation Revenue - Paid within 14 days (Weekend)Citation Revenue - Paid after 14 days
Number of Officers 2 Number of Officers 2
Citations per officer per day 4 Citations per officer per day 4
Number of Days Enforced 55 Number of Days Enforced 55
Total Citations 440 Total Citations 440
Percent Paid within 14 days 60%Percent Paid after 14 days 40%
Total Potential Citations 264 Total Potential Citations 176
Citation Value $15.00 Citation Value $25.00
Total Citation Value $3,960 Total Citation Value $4,400
Dismissal Rate 5%Dismissal Rate 7.5%
Collection Rate 50%Collection Rate 50%
Citation Revenue $1,881 Citation Revenue $2,035
Total Citation Revenue $98,381
Total Combined Revenue $840,084
Total Citations Issued $11,054
180
Management of
Public Parking Facilities
Request for Proposal
Public Works Department
Parking & Transit Division
November 19, 2019
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Table of Contents
SECTION DESCRIPTION PAGE
1.0 Introduction 2
1.1 Purpose
1.2 Goals
2.0 General Information 2
2.1 Original RFP Document
2.2 Proposal Process
2.3 Schedule of Events
2.4 Town Contact Person
3.0 Scope of Work 3
3.1 Coordination
3.2 Budget
4.0 Proposal Preparation Instructions 5
4.1 Proposal Submission
4.2 Rejection of Proposal
4.3 Submission Address
4.4 Use of Subcontractors
4.5 Award of Contract
4.6 Insurance Requirement
4.7 Response Material Ownership
4.8 Reference Documents
4.9 Term of Contract
5.0 Information Required from the Proposer 7
5.1 Required Proposal Elements
5.2 Response to the RFP
5.3 Personnel
6.0 Evaluation/Selection Process 8
6.1 Evaluation/Selection Criteria
6.2 Interview of Finalists
7.0 Questions 8
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1.0 Introduction: Estes Park, Colorado is located 70 miles northwest of Denver at the eastern entrance to Rocky
Mountain National Park and has a population of 6,339. Surrounded by some of the most spectacular scenery in
the Rocky Mountains, Estes Park is a popular choice for vacationers and welcomes around 4 million visitors
annually – experiencing the heaviest concentration of visitors during the summer and fall between Memorial
Day and Halloween.
In January 2018, the Town Board of Trustees adopted the Downtown Parking Management Plan (DPMP) to more
actively manage the Town’s limited public parking facilities. The DPMP was designed as a phased approach that
would introduce parking management in a data-driven and transparent way. The DPMP has four goals:
1. Promote turnover and manage occupancy to provide increased availability for locals and visitors;
2. Encourage use of parking facilities on the edge of downtown for longer-term stays;
3. Improve multi-modal transportation options; and
4. Identify cost-effective ways to expand the parking supply.
In October 2018, the Town created a new Parking & Transit Division and hired a manager responsible for DPMP
implementation. DPMP Phase I was successfully completed in 2019, including introduction of time-limited
parking (30-min, 1-hr and 3-hr) in some parking facilities in the downtown core, dedicated Parking Ambassadors,
implementation of fixed and mobile License Plate Recognition (LPR) technology, collection of over 100 days of
parking occupancy data during the peak summer season, launch of the new Estes Parking mobile app and
improved communication through use of the Dynamic Messaging Signs.
In Summer 2019, Town staff also conducted an extensive “Downtown Parking Listening Tour” to supplement
data collection efforts. Nearly 500 individuals provided feedback at meetings, as part of “on the street” surveys,
through public comment at the Transportation Advisory Board monthly meeting, via comment form at the front
desk of the Estes Valley Library and through the Town’s online feedback form. Staff also visited dozens of
downtown businesses in person and logged phone call and email feedback as part of the public engagement
process.
This fall, staff conducted a series of four Town Board presentations (stretching from late September through
mid-November) to present the results of DPMP Phase I and recommendations for moving into Phase II Initial
Implementation of Seasonal Paid Parking. At their meeting on November 12, the Town Board voted to approve
an ordinance authorizing seasonal paid parking and a Fee Resolution setting rates for 2020. Both the ordinance
and fee resolution are provided in the Reference Documents (Section 4.8).
1.1 Purpose: The Town of Estes Park (TOEP) is seeking proposals from qualified firms to provide
professional management of the Town’s parking facilities on a cost plus management fee basis,
including most notably and most time-sensitive, working with staff to implement Seasonal Paid Parking
beginning in Summer 2020 as directed by Ordinance 30-17 (Authorizing Seasonal Paid Parking) and Fee
Resolution 37-19 (Establishing 2020 Parking Fees).
1.2 Goal: To engage an experienced parking management firm to extend the reach of Town’s Parking &
Transit Division and successfully launch a new Seasonal Paid Parking program on June 1, 2020. This
effort should be guided by the four goals of the DPMP (as detailed above) and must be done with careful
attention to the Town’s desire to maintain and further enhance its vision to be a premier mountain
community.
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Relevant statistics about the Town’s public parking system include:
• 2,207 spaces, including on-street, off-street surface parking lots and one parking structure;
• The Town completed a robust data-collection effort in both 2018 and 2019. Current parking
occupancy and duration data is provided in the Reference Documents (Section 4.8);
• In 2019 , Town’s Parking & Transit Division issued citations daily from 9:00 a.m. to 5:00 p.m. during
the peak summer enforcement season (Memorial Day through the end of September), however in
2020, the hours of monitoring/enforcement will be adjusted to 10 a.m. to 6:00 p.m. to more
accurately reflect peak parking demand. The Estes Park Police Department issues overnight citations
(5:00 p.m. to 9:00 a.m.) during the peak summer season and handles all parking citation issuance
during the off-season (October – April) and in areas outside of the downtown core.
• All parking-related citations are currently $25 with no fine escalation for non-payment. Citations
paid within seven days of issuance were reduced to $15. Violation of spaces with persons with
disabilities is $100 with no reduction for early payment. Historical citation data includes:
o 2016: 605
o 2017: 534
o 2018: 1,095
o 2019 (to date): 1,190
• The Town issues two permits currently, a Downtown Residential Parking Permit (available to both
commercial and residential property owners without access to onsite/private parking) and an
Overnight Permit (available to those backpacking/camping without a vehicle in Rocky Mountain
National Park). The Residential Permit is priced at $30 per year. The Overnight Permits have been
free until 2019, at which time they were priced at $5/ night for individual use and $10/night for
commercial use. Historical permit data includes:
o 2016: 44 (Residential) and 74 (Overnight)
o 2017: 59 (Residential) and 90 (Overnight)
o 2018: 59 (Residential) and 138 (Overnight)
o 2019 (to date): 115 (Residential) and 68 (Overnight)
• The Town’s Public Works Department (Streets, Facilities, Engineering) oversees all parking-related
signage, Parking Facility general maintenance, major maintenance, repairs, and capital reinvestment
projects. The Town anticipates that these Parking Facility maintenance functions will remain with
these various Public Works Divisions, including maintenance-related costs. However, the selected
management firm will perform regular facility inspections and report maintenance items to the
Parking & Transit Manager.
• Public Works is responsible for cleaning and clearing snow from all Parking Facilities and from
adjacent walkways/sidewalks, and this function will remain within the relevant Public Works
Division, including snow-removal costs.
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• Public Works is responsible for all landscaping, including flower-planting and maintenance within
and/or adjacent to the Town’s Parking Facilities. This function will remain within the relevant Public
Works Division, including landscaping-related costs.
2.0 General Information:
2.1 Original RFP Document: The Town shall retain the Request for Proposals, and all related terms and
conditions, exhibits and other attachments, in original form in an archival copy. Any modification of
these, in the proposer’s submission, is grounds for immediate disqualification.
2.2 Proposal Process: The responses to the RFP will be reviewed by committee and the field narrowed to
the most responsive and responsible proposers. There will be approximately two weeks between
announcement of the finalists and the interview/presentation. The format of the interview/presentation
will be specified with the notification of finalist status. See the schedule of events in section 2.3 for the
proposed schedule.
2.3 Schedule of Events: The following is a tentative schedule that will apply to this RFP, but may change in
accordance with the TOEP needs, or for unforeseen circumstances. Changes will be communicated by
email to all participating proposers.
Activity Date Time (MST)
Request for Proposal Available November 19, 2019 5:00 p.m.
RFP Questions Due November 29, 2019 5:00 p.m.
Mandatory Pre-Proposal Conference/Call December 3, 2019 11:00 a.m.
Questions Answered December 3, 2019 5:00 p.m.
RFP Submission Deadline December 9, 2019 4:30 p.m.
Proposers Notified of Committee Decision December 13, 2019 2:00 p.m.
Interview Top Firms December 19, 2019 All Day
Firm(s) Notified of Town Decision December 20, 2019 2:00 p.m.
Signed Contract Due from Selected Firm December 27, 2019 4:00 p.m.
Firm Recommendation to the Board January 2, 2020 4:00 p.m.
Town Board Approval January 14, 2020 7:00 p.m.
Notice of Award January 15, 2020 ASAP
Notice to Proceed* TBD TBD
*Pending submission of Contract, Certificate of Insurance, and Business license.
2.4 Town Contact Person: Please direct inquiries concerning this RFP in writing to the following Project
Manager:
Town of Estes Park
Public Works Department
Attn: Vanessa Solesbee, Parking & Transit Division Manager
P.O. Box 1200
Estes Park, CO 80517
(970) 577-3576 or vsolesbee@estes.org
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3.0 Scope of Service:
The Town of Estes Park desires to engage an established and innovative parking management firm to assume
management of the Town’s public parking program in a manner that aligns with the Town’s
commitment to excellence in customer service for the benefit of residents and visitors. The
successful firm will need to be prepared to immediately begin working collaboratively with the Town’s Parking &
Transit Division Manager to successfully launch a new Seasonal Paid Parking program on June 1, 2020,
including, but not limited to, the following top priority tasks:
• Define a paid parking implementation strategy and schedule that is guided by the specific details of the
Seasonal Paid Parking plan detailed in Ordinance 39-17 and Fee Resolution 30-19.
• Identify, select and procure appropriate paid parking technologies, including parking meter
infrastructure/hand-held devices, cash payment options, and mobile payment options;
• Identify of seasonal staffing needs, including recruitment and hiring for the 2020 enforcement season;
• Develop a robust public education and communication campaign, including website updates,
instructional videos, collateral material, signage, social media and traditional media, and public
outreach;
• Create and implement a new employee parking permit and incentive program for those willing to park in
perimeter lots (in partnership with Town staff);
• Implement the local incentive option (30-minues of free parking daily for registered residents within the
Estes Park R-3 School District);
• Define Key Performance Indicators (KPIs) to track the efficacy of the new paid parking program as well
as the performance of all Town public parking facilities.
• Recommend additional technologies, programs and/or policies to help the Town continue to provide
innovative solutions for overall mobility management.
The downtown business district is served by 2,207 public parking spaces (Facilities) which are
owned, maintained and managed by the Town. The following includes the name, address and brief description
of all the Town parking Facilities that would be included in this management contract. Of the parking spaces
listed below, only 605 of these spaces will be transitioned to paid parking in 2020 as detailed in Resolution 37-
19.
Parking Facility Name Facility Address Facility Description
Events Complex Park-n-Ride 1120 Manford Rd. Parking lot with 454 spaces; overnight parking
allowed by permit only.
Parking Structure 691 North St. Vrain & US
Hwy 36
Multi-level parking structure with 415 spaces;
overnight parking allowed by permit only. Four
dual-port Level II Electric Vehicle (EV) charging
stations.
Town Hall 170 MacGregor Ave. Parking lot with 281 spaces; overnight parking
allowed by permit only. 1-hour time-limited parking
areas. Two dual-port Level II Electric Vehicle EV
charging stations. 30 dedicated employee parking
spaces to be introduced in 2020. This lot includes 30
reserved spaces (for PD, Town and Library staff in
marked vehicles). This lot will transition to paid
parking in 2020.
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Visitor Center 500 Big Thompson Ave. Parking lot with 153 spaces; overnight parking
allowed by permit only. 30-minute and 1-hour time-
limited spaces from June - October.
MacGregor Avenue 325 MacGregor Ave. On-street parking area with 86 spaces.
East Riverside 212 East Elkhorn Ave. Parking lot with 44 spaces; overnight parking
allowed by permit only. This lot will transition to
paid parking in 2020.
Virginia 131 Virginia Dr. (parking lot
location; on-street parking
is located on Virginia Dr.
immediately adjacent to
the lot).
Parking lot with 20 spaces and on-street area with
10 spaces; overnight parking allowed by permit
only. 20 dedicated employee spaces (the parking
lot) will be introduced in 2020.
Riverside 200 Rockwell St. Parking lot with 94 spaces; overnight parking
allowed by permit only. This lot will transition to
paid parking in 2020.
Post Office 221 Riverside Dr. Parking lot with 99 spaces; overnight parking
allowed by permit only. 4 spaces will be reserved
for Post Office customer access. This lot will
transition to paid parking in 2020.
West Riverside 243 East Riverside Dr.
(parking lot location; on-
street parking is
immediately adjacent on E.
Riverside Dr.)
Parking lot with 11 spaces and on-street parking
area with 22 spaces; overnight parking allowed by
permit only.
Davis 283 Moraine Ave. Parking lot with 43 spaces.
Moraine Located along the east and
west sides of the street
from Rockwell St. (near 292
Moraine Ave.)
On-street parking area with 33 spaces.
Weist 157 Moraine Ave. Parking lot with 141 spaces; overnight parking
allowed by permit only. 45 dedicatd employee
spaces will be introduced in 2020. This lot will
transition to paid parking in 2020.
Big Horn 157 Cleave St. (parking lot
location; on-street parking
is immediately adjacent on
Big Horn Ave.)
Parking lot with 42 spaces and on-street parking
area with 35 spaces.
Tregent 295 West Elkhorn Ave. Parking lot with 17 spaces. This lot will transition to
paid parking in 2020.
Spruce 170 Spruce Dr. Parking lot with 44 spaces; overnight parking
allowed by permit only.
Performance Park 323 West Elkhorn Ave. Parking lot with 81 spaces; overnight parking
allowed by permit only.
Bond Park 225 East Elkhorn Ave. Parking lot with 45 spaces and on-street parking
area with 75 spaces.
Brownfield’s 356 East Elkhorn Ave. Parking lot with 6 spaces. This lot will transition to
employee-only in 2020.
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The following parking management services are desired under the Professional Services contract that would be
executed with the Town. The descriptions are illustrative in nature and not exhaustive. The actual scope of
services will be negotiated after this RFP selection process has been conducted.
• Work collaboratively with the Town’s Parking & Transit Manager to ensure excellence in service delivery
for all parking management activities, from administration to enforcement.
• Assign one local management staff member to be physically available in Estes Park, Monday through
Frida,y during normal business hours and additional staff as needed to ensure that someone can be
reached by phone 7 days a week from 7 a.m. to 7 p.m. during the peak summer season (June through
October).
• Hire, train, supervise, and evaluate seasonal parking staff (Parking Ambassadors) in partnership with the
Parking & Transit Manager and Estes Park Police Department (EPPD); handle disciplinary and other
personnel issues. It is anticipated that a Parking Ambassadors shall be present in each the parking lots
designated for paid parking between 10 a.m. and 6 p.m., 7 days per week from June 1 – October 18. In
2019, Parking Ambassadors were recruited from local universities and trained in coordination with the
Estes Park Police Department’s Community Service Officers. It is anticipated that a similar approach
would be taken in 2020, however the Town is open to ideas on how to best recruit quality field staff.
• All staff – including both management and front-line (field operations) staff – should present themselves
to the public as representatives of the Town’s parking program vs. an employee/representative of a
specific management firm (a “white-labeled” approach).
• Assist with the development of necessary operating policies and procedures.
• Perform daily, weekly, and monthly financial auditing and reconciliation.
• Provide daily, monthly, and annual operations and financial reports in sufficient detail to meet the
Town’s requirements. Ensure compliance with all Town, State, Federal and industry financial
regulations, including conformity with PCI/EMV compliance.
• Track parking-related statistics for all facilities (e.g., parking occupancies, durations, citation data,
allocations, paid parking transactional data, revenues, expenses, customer service, incentive program
utilization, permits, maintenance, and safety/security).
• Provide responsive, hands-on customer service in a friendly and professional manner, tracking and
resolving any and all customer service-related issues. Participate in the Town’s “Service Elevated”
training and approach.
• Assist the Town with development and implementation of a robust communications, marketing and
public education program that supports DPMP implementation goals, including an introductory public
meeting in May 2020 to educate the community on the program operation and answer questions from
the public
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• Administer the paid parking program upon implementation per Resolution 37-19, including
management of all selected technology solutions, daily handling of cash, development and tracking of
KPIs, customer service, and collaboration with Town staff to determine appropriate parking rates
annually.
• Maintain all parking equipment, coordinating with vendor(s) as appropriate and authorized by the
Town.
• Work with relevant Town departments (and divisions) and appropriate vendors to ensure successful
wireless connections, communications connections, power connections and IT viability for all parking
management functions (e.g., paid parking equipment, mobile and fixed LPR units, mobile application,
handheld devices, etc.)
• Conduct effective and efficient enforcement for parking violations, including citation issuance, tracking,
and if necessary, escalation (e.g., booting, towing or collections) and adjudication.
• Ensure all parking division employees are appropriately and professional outfitted and visible, including
wearing an identifying uniform, at all times, that has been approved by the Town in advance for
acceptance of color and design.
• Administer the Town’s parking permit program, including permit issuance, renewal, tracking and
customer service inquiries and responses.
• Continually evaluate operations to advance the Town’s parking management goals (as defined by the
Downtown Parking Management Plan) while also being flexible and responsive to the needs of the
community.
• Be knowledgeable regarding federal, state and local regulations that apply to the operation,
maintenance, and repair of a public parking system – including building and safety regulations and
inspection requirements, environmental regulations, the Americans with Disabilities Act, and
procurement regulations. Conduct operations of the System so they comply with applicable federal,
state, and local regulations.
• Keep all Town equipment clean and in a proper state of maintenance and repair. The Town will furnish
and maintain the existing mobile License Plate Recognition (LPR) vehicle, the fixed LPR cameras in the
parking structure, and the pole-mounted cameras monitoring the Events Complex lot. The Town will
also furnish radios for use by field staff. The Town will install and maintain all parking signage and
pavement markings.
• Coordinate with the Estes Park Police Department to collect and log all parking citations issued by the
EPPD into the data base of all citations issued by the management firm.
3.1 Coordination: The selected firm is to work in conjunction with the Town’s Parking & Transit Division and
other designated departmental representatives, to create a collaborative environment that supports
open communication, transparent project management and excellence in customer service.
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3.2 Budget: The Town will accept proposals from parking management firm to manage its public Parking
Facilities under a cost-plus management fee type contract. Fee proposals shall be provided in a separate
sealed envelope that will be opened after the Selection Committee has determined the initial ranking of
the submitting Firm’s proposals based on qualifications and experience criteria. The fee proposals will
then be compared to the rankings based on the Firm’s proposal. The Town reserves the right to
negotiate the final scope of work and fee with the selected management firm.
4.0 Proposal Preparation Instructions:
4.1 Proposal Submission: This process is expected to be competitive with numerous firms participating. It is
preferred that proposals be submitted to BidNet on or before 4:30 P.M. MST on December 9, 2019, in
separate PDF files including the following:
• Services Proposal clearly titled “Service Proposal: Management of Public Parking Facilities”.
• Fee Proposal clearly titled “Fee Proposal: Management of Public Parking Facilities”.
Alternative Submission: One (1) hard copy each, separately packaged, of the Service Proposal and Fee
Proposal, and an electronic version of each document on a USB flash drive, may delivered to the Public
Works office in Estes Park on or before 4:30 P.M. MST on December 9, 2019. Proposals and the
electronic copy must be in a sealed envelope. Firms who choose to mail their proposals must allow
sufficient mail delivery time to ensure receipt of their proposals by the time specified.
4.2 Rejection of Proposal: The Town of Estes Park, Public Works Department reserves the right to reject any
or all proposals and to waive formalities and minor irregularities in proposals received if deemed in the
best interest of the Town to do so. If, in the judgment of the Town, the bids or proposals are
substantially equal, the Town Board may grant the contract to companies located in the Estes Valley or
Larimer County. The total cost of proposal preparation, submission and any travel or accommodations
resulting from invitation to interview shall be covered by the Proposer.
LATE PROPOSALS WILL NOT BE ACCEPTED OR CONSIDERED.
4.3 Submission Address: The proposal envelope may be delivered or sent by US mail to:
Town of Estes Park
Ms. Vanessa Solesbee
Parking & Transit Manager
P.O. Box 1200 (if mailed)
170 MacGregor Ave., Room 100 (if delivering)
Estes Park, CO 80517
Envelopes should be clearly marked: “RFP Response: Management of Public Parking Facilities”.
Delivery services other than US Mail, or hand delivered proposals should be delivered to:
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Town of Estes Park
Ms. Vanessa Solesbee
Parking & Transit Division Manager
170 MacGregor Avenue, Room 100
Estes Park, CO 80517
Envelopes should be clearly marked: “RFP Response: Management of Public Parking Facilities”.
4.4 Use of Subconsultants: The proposing firm shall indicate in the proposal any work intended to be
performed by subconsultants or persons outside of their firm (e.g., partnering firms, consultants, etc.).
The bidding firm shall name the partner firms, if known, at the time of proposal submittal. Partners and
subcontractors shall be bound to meeting the same quality standards and schedules as the proposing
firm. They will also provide the same level of documentation (insurance & business licenses). See item
4.6 below.
4.5 Award of Contract: A formal agreement will be awarded to the most responsive and responsible firm,
which is defined as the firm that submits a proposal which fully meets the requirements as defined in
the Scope of Work and during any subsequent interview. The executed agreement will be a standard
“Professional Services Agreement” type and the TOEP will generate an agreement to this effect.
4.6 Insurance Requirements: Insurance Certificates are not required with the proposal, but shall be
provided by the selected management firm with the signed Professional Services Contract. The Town
must approve the successful firm’s/firm(s) insurance prior to execution of the agreement by the Town
Board of Trustees. The successful firm shall acquire a Town Business License prior to signing the
agreement, at their own expense.
4.7 Response Material Ownership: All material submitted regarding this RFP becomes the property of the
Town and will only be returned to the Firm at the Town’s option. The Town of Estes Park has the right
to use any or all ideas presented in reply to this RFP. Disqualification of the proposer does not eliminate
this right.
4.8 Reference Documents: The following documents are available for reference:
● 2018 Downtown Parking Management Plan
● 2018 Downtown Plan
● Town of Estes Park Parking Map
● Ordinance 30-17 (Authorizing Seasonal Paid Parking)
● Fee Resolution 37-19 (Establishing 2020 Parking Fees)
● Summary of 2018 and 2019 Data Collection
● 2019 Parking Division Budget
● 2020 Parking Division Budget (Proposed)
● Town of Estes Park Professional Service Contract
● Seasonal Paid Parking 2020 – Next Steps (includes revenue and cost projections). The revenue
collected from this phase of paid parking is expected to fully fund the implementation in 2020.
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4.9 Term of Contract: The Town will generate the Professional Services Agreement in accordance with Town
policy. The Town desires to establish a multi-year relationship and contract with a professional parking
management firm, however the State of Colorado’s Tax Payer Bill of Rights (TABOR) prevents the Town
from committing to multi-year contracts. A contract term that is acceptable for both the Town and
selected firm would be negotiated upon selection.
5.0 Information Required from the Proposer:
5.1 Eligibility to submit a proposal begins with in-person or phone-in attendance at a mandatory pre-
proposal conference which will be held on December 3, 2019 at 11 a.m. in the Administration
Conference Room located in Room 150 at the Estes Park Town Hall, 170 MacGregor Ave., Estes Park,
Colorado. Perspective proposers who wish to participate remotely may call in on a conference line at
970-577-3709.
5.2 Required Proposal Elements: The Proposer must provide the following information and statements within
the proposal:
• COVER LETTER:
o Identify the proposer’s name, mailing address, telephone number and contact
person(s). The letter must be signed by the proposer (an authorized signatory of the
firm), and should be limited to two (2) pages.
• ORGANIZATION AND FIRM/PERSONNEL QUALIFICATIONS:
o Describe the background – including experience with municipalities, qualifications and
experience of the organization and appropriate personnel. Please include resumes of
key personnel.
o Describe the firm’s history, objectives and philosophies.
o Provide a detailed description of the practices that demonstrate the firm’s ability to
provide outstanding customer service.
o Provide information regarding the financial health of the proposing, as well as any
pending or recent legal action taken against the firm (within the last three years); and
the capacity for the firm to successful implement the parking program as proposed
• PROJECT APPROACH:
o Describe the approach that the proposer would take in managing the municipal parking
needs of the Town. The program approach should be concise. Processes and elements
should be detailed in this section of the proposal.
o Identify specific strategies that will be used to meet the Town’s aggressive goal of
implementing paid parking by June 1, 2020 with a specific emphasis on ensuring
operational excellence.
o Specify the firm’s experience with tracking Key Performance Indicators (KPIs) or other
parking industry performance metrics, including how metrics were used to adjust
management decisions and/or policy changes.
o Detail any other creative or innovative ideas should be detailed in this section.
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• REFERENCES: Five references of past or current clients, three of which are with similar government
projects.
• CONTACT INFORMATION: Name of the person who will act as the primary contact for the proposing
firm’s work, including; phone, cell phone, and email contact information.
• FEE (in a separate document that will be reviewed following the qualification assessment):
o Provide a high-level annual budget, including the monthly management fee and any
proposed annual increases and schedule based on the Scope of Services outline in this
RFP.
o Include a schedule indicating the components of the proposed fee (i.e. accounting,
overhead, profit, etc.). schedule without fee reference should be in approach because
reviewing fee is a separate from proposal.
o Provide sample reporting formats including monthly revenues, monthly expenses,
monthly ticket counts, monthly validation breakdowns, permit sales. Not in the fee
proposal that is separate from proposal.
o Provide samples of secure web based (internet) online revenue management reports, i.e.
P&L, activity reports, expenses, etc. Include an estimated stabilized operating expense
budget. In proposal and not fee
o Note: The Town may opt to exclude services from the final contract format. The Town
reserves the right to negotiate fees with selected firm.
5.3 Response to the RFP: The proposing firm must address each item of Section 5.1, in the order presented
and meet the mandatory requirements of Section 3.0 through Section 5.0. Proposals should be concise,
and generally should not exceed fifteen (15) pages, excluding cover letter, resumes and references. Any
requested restrictions for the use or inspection of material contained within the submittal shall be
clearly stated. Confidential commercial, financial, and/or proprietary information must be clearly
identified and separately packaged from the rest of the submittal. If so identified, the Town will protect
those items from disclosure to the extent permitted by law.
5.4 Personnel: The successful firm must be capable of providing adequate, knowledgeable, and local
personnel to fulfill the requirements of the proposed agreement. It is a requirement of the Town that
key personnel identified during the consultant selection process, will participate in, and execute the
project. Substitution of key personnel after the award of contract will require TOEP approval, as project
lead personnel are considered essential.
6.0 Evaluation/Selection Process:
6.1 Evaluation/Selection Criteria: Each responsive proposal received by the Town shall be evaluated in a
consistent manner as described in this subsection. A responsive proposal is one which complies with all
material aspects of the solicitation, both as to the method and timeliness of submission, and as to the
substance of any resulting contract. Prospective proposers are advised to submit all required forms,
attachments and other information as requested in the RFP.
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Management of Public Parking Facilities
13 | P a g e
The Town reserves the right to reject any or all proposals if it believes there is a sound documented
business reason for doing so, and to negotiate matters of consultant/firm performance, project schedule
and other issues not directly related to the proposal price submitted prior to awarding a contract. The
Town further reserves the right to cancel the procurement process at any time during the evaluation
process if it appears that the proposals received are not suitable for any reason whatsoever.
Proposals will be evaluated according to the following Selection Criteria:
Selection Criteria Point Value
Item #1: RFP completion. How complete and concise was the RFP response? Was the
RFP well organized, with complete information responding to all of the submittal
criteria?
10 Points
Item #2: Project Approach. RFP documents a clear understanding of the Town’s needs
and clear direction toward completing the scope of work.
25 Points
Item #3: Key Personnel. Experience of key personnel. Relevant parking management
background including with municipality/government experience. Demonstrated skill in
implementing paid parking.
20 Points
Item #4: Schedule. Ability to achieve the Town’s stated goals within the desired
timeframe, most critically implementing paid parking by June 1, 2020. Submitted
complete and understandable scheduling approach.
15 Points
Item #5: Firm Experience & Qualifications. Relevant experience managing parking
operations for a municipal program of a size and scope similar to TOEP. General
personnel and operational budget are consistent with the current market. Anticipated
costs are logical and consistent with scope of work.
20 Points
Item #6: References. References verifying quality of work performed with relevant and
similar type facility planning projects.
10 Points
Total Points 100 Points
6.2 Interview of Finalists: At the Town’s option, the field will be narrowed to the top responsive
proposers and they will be invited to interview with the Evaluation/Selection committee in person, in a
to-be-defined format. The finalists will have approximately one week to prepare their presentation for
the committee.
7.0 Questions: Please direct all questions in writing to Vanessa Solesbee, Parking & Transit Manager, either through
Bidet, or via email at: vsolesbee@estes.org, following the following the schedule as stated in Section 2.3. All
responses will be provided in an addendum and posted on BidNet’s Rocky Mountain E-Purchasing, and also on
the Town’s website, Parking & Transit Division webpage (www.estes.org/parking).
Disclaimer: Any Professional Services Agreement Contract is subject to the review and approval of the Town of
Estes Park, Board of Trustees.
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TOWN BOARD MEETING
January 14, 2020
Report & Discussion Item #1 Land Use
Planning IGA with Larimer County
No memo will be provided for this item.
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It is a sad but growingly evident truth in Estes Park politics that the first half of an elected official’s term
is really more of a performance, the better angel of who the candidate wishes to be (or wishes the
electorate to believe, in order to court votes), while the second half is who the person actually is.
Trustee Ken Zornes, who will soon be a veteran on the force rather than a wet‐behind‐the‐ears rookie,
has suddenly decided implementation of all town board decisions made within a six‐month radius of a
scheduled election should be withheld until after that election.
How else to explain his desire to reverse the outcome of a 4 to 3 vote against extending the current IGA,
a vote that found him on the losing side?
Let’s not kid ourselves – If the town board had voted the way Trustee Zornes voted, the way he wanted
other board members to vote, he would not be calling for holding off implementation until after the
April election, or the November election in the case of the county commissioners. He would instead be
telling us “the board has spoken, full speed ahead”. His cry to “listen to the people” or “listen to the
angry retired folks who have time to show up at public hearings” is uni‐directoinal – he is all ears when it
is convenient, but deaf to those voices that don’t echo the voices in his head.
I was in a room not that long ago where he proclaimed “I’ve heard enough” when the prevailing opinion
in that room was against his, in this case against implementation of a stormwater drainage fee/tax. And
we already know how he feels and votes about the Loop, and paid parking. In these instances, he votes
counter to the prevailing opinion of the ultra‐minority (compared to total number of registered voters)
who show up to speak at public hearings. But whatever – prevailing public opinion as determined by the
Trustee Zornes wind gauge is useful to him only when it jibes with his beliefs.
Among the Trustee Zornes crowd, renewal of the IGA if fast becoming a single‐issue “dog whistle” or
“litmus test” (depending on your views) for which candidates or duly‐elected officials should be allowed
to file, and which candidates or elected officials should be harassed relentlessly. This is unfortunate,
because 20 years of this sacred cow has done nothing to improve the dismal prospects for a year‐round
economy, or slow down the CEO‐carousel over at Estes Health, or reduce the carbon footprint or
stoplight emissions or whatever else are actual concerns for actual people.
Living in a world with one planning commission or two planning commissions will have very little impact
on the day‐to‐day activities of the vast majority of Estes Park and Estes Valley (whatever that means, the
definition changing according to which side of the fence you live on) residents, the bulk of whom are not
realtors, building contractors or developers. But it has a great impact on rallying the base, and is
apparently being crafted as the perfect “gotcha” question for upcoming candidate forums. “Don’t be a
single‐issue candidate”, the town clerk advises (and everyone who knows anything about biology or
evolution agrees), yet it is clear Trustee Zornes and those who support him want this to be the single
issue at the next election.
We already know this, because people and elected officials who believe a certain way or state a contrary
opinion have been bullied and threatened relentlessly on the town bulletin board and the last six trustee
talks and mayor chats, with cries of “How can you be so stupid?” and “Your beliefs don’t make any
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sense”. A future without an IGA is fairly predictable – life will go on and the sun will rise tomorrow,
since it does in every other Colorado community without a land‐use IGA. But it is a convenient way to
stir emotions and exchange the secret handshake, since everyone of a certain age in Estes Park wants to
believe the sky is failing and they alone are privy to this information.
Help me understand: Over the last twenty years, we have crafted a joint planning agreement that is so
wonderful and marvelous and equitable and revolutionary and game‐changing that no other Colorado
community chose to adopt it or steal it and call it their own yet. Or ever. Sounds more like we built an
Edsel instead of a Tesla. I guess all of Colorado (save Trustee Zornes and his supporters) is overflowing
with stupid, backwards hicks?
Now that we are getting to know Trustee Zornes a little better, I’m betting he would decry the outside
influence of, say, Russia, on local elections, but not the outside influence, of, say, Larimer County
residents living beyond the Estes Park town limits, who, just like the Politburo, can’t vote and shouldn’t
vote in Estes Park’s elections. Especially when he can wield the opinions of outsiders to create a town
board more in his image, meaning one where he can act the way he has always preferred to act, in a
steamroll fashion, without having to deal with criticism or challenge.
Every two years in April, we hold elections where common citizens who voluntarily decided to live
within the town have a chance to vote, to have their opinions and beliefs and dreams weighed equally
with their fellow men and women, regardless of background, wealth, or social status. It has been on the
calendar in Estes Park since 1918. It is not a surprise, and our government has never ground to a halt in
January because of what might happen in April.
For very good and legitimate reasons, ballots in this election are not sent to those living or owning a
primary residence in Loveland, or in Lubbock, or in Latvia. It is an Estes Park town election. For those
Estes Park people living within the town limits of Estes Park. Not those hand‐picked to fill out
meaningless unscientific opinion surveys, or those whose datebook is always open to schedule a scuffle
or read from a script.
Those people who receive the most votes in these elections get to serve as the representatives of the
people who voted for them. Since it is a secret ballot, they have no idea if the people who say they
voted for them actually voted for them. They have to act on faith, and behave as if their belief system
and approach to governance and campaign promises was what was being supported, and given the
green light. Trustee Zornes apparently likes town citizens when they elect him, but dislikes them when
they elect those who disagree with him.
The last four years of Estes Park’s political history have been a pathetic display of conspirators (in its
original sense of “breathing the same air”, look it up before you fly off the handle) dismantling duly‐
elected officials and reversing majority decisions through questionable means. Will transparency
increase or decrease after April 7? What about good will? Will Trustee Zornes or those in his voting
bloc even take a stand on this, or allow these concerns to be campaign issues as well?
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Reap the wind, sow the whirlwind. Since he started it, since he showed how recalls can be pulled off
using the apparatus of anonymous attack mailers and self‐proclaimed “unbiased” forums run by friends
and relatives, Trustee Zornes should prepare for one of his favorites to be picked off after the next
election.
Or maybe he should use this down time to start designing that bunker himself, since he believes nothing
can be accomplished, and no legitimate decisions implemented, in the three months leading up to an
election. Maybe he can stay home and use the remaining lifespan of planning commissioners created in
his image for helpful advice. If Trustee Zornes and his backers can wield the recall process to reverse the
outcomes of elections that displease him/them, where no crime has been committed and none could
ever be charged, so can those who didn’t vote for him.
Since Trustee Zornes helped usher in the era of counting scalps and issuing veiled threats about
electability, those on the other side would be stupid not to play that same game. Doing the math, we
can all recognize the number of citizens who didn’t vote for Trustee Zornes two years ago was much
greater than those who did.
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