CITY OF TONGANOXIE 7:00 Regular Meeting REMOTE MEETING

CITY OF TONGANOXIE

November 2, 2020 7:00 Regular Meeting

REMOTE MEETING – See City of Tonganoxie website at www.tonganoxie.org for more information.

There may be an audio recording of the meeting which will be utilized to prepare the meeting minutes.

Honorable David Frese, Mayor Council Members

Rocky Himpel Jacob Dale Lisa Patterson Loralee Stevens Chris Donnelly

Open Regular Meeting – 7:00 p.m. I. Pledge of Allegiance

II. Approval of Minutes – Regular meeting dated October 19, 2020

III. Consent Agenda

a) Review bill payments

IV. Old Business

V. New Business a) Public Hearing – CDBG Urgent Needs Grant Sanitary Sewer Aerial Crossing Project - Grant No.

19-IT-001

b) CDBG Urgent Needs Grant Sanitary Sewer Aerial Crossing Project Completion Documents Packet

c) Consider Approval of Auditing Services Letter of Engagement with BT&Co. for the Year Ended December 31, 2020

d) Consider Approval of Smiley Road / HW 24-40 Intersection Improvements

e) Consider Approval of Temporary Construction License Agreement with Prairie Fire Construction Group, LLC to Place Equipment on a Staging Area

f) Consider Approval of Amendment to the City’s Procurement Policy to Specify Handling of Expenditure of Federal Awards

g) Consider Approval of Cash Handling Policy for Federal Awards

h) Consider Approval of CARES Act Coronavirus Relief Fund Expenditures Pending Approval and Funding Releases from Leavenworth County

i) City Manager Agenda 1. CARES Act Coronavirus Relief Fund Update 2. Mayor’s Tree Lighting Event Planning Update – November 21, 2020

j) City Attorney Agenda

k) Mayor Pro Tem Agenda

l) City Council Agenda

m) Mayor Agenda

http://www.tonganoxie.org/

VI. Information & Communications (No Action Required)

VII. Adjourn

CORE/3516145.0002/162803760.1

City Council Meeting Minutes October 19, 2020

7:00 PM Regular Meeting I. Pledge of Allegiance

• Mayor Pro Tem Himpel opened the meeting at 7:00 p.m. and led the pledge of allegiance. • Mayor Pro Tem Himpel, Mr. Donnelly, Ms. Patterson, Ms. Stevens, and Mr. Dale participated via Zoom. Mayor

Frese was absent. City Manager George Brajkovic, Assistant City Manager Dan Porter, Fire Chief John Zimbelman, and City Attorney Anna Krstulic also participated via Zoom.

II. Approval of Minutes – Regular meeting dated October 5, 2020 o Mr. Donnelly made a motion to approve minutes from the regular meeting dated October 5, 2020. o Ms. Patterson seconded the motion. o Roll call vote of all ayes, motion carried.

III. Consent Agenda

a) Review bill payments o Ms. Patterson made a motion to approve the consent agenda. o Mr. Donnelly seconded the motion. o Roll call vote of all ayes, motion carried.

IV. Old Business

V. New Business

a) Resolution 10-20-01: Approving City of Tonganoxie Code of Ethics • Mr. Brajkovic introduced the item and described the request made during the Kansas Department of Commerce

monitoring visit related to the CDBG Urgent Need Grant Program asking the City to adopt a revised version of the resolution accompanying the Code of Ethics policy which does not include references to the grant program.

o Ms. Patterson made a motion to approve Resolution 10-20-01, approving the City’s Code of Ethics. o Ms. Stevens seconded the motion. o Roll call vote of all ayes, motion carried.

b) Church Street Bridge Project Discussion

• Mr. Brajkovic introduced the item and said that KDOT notified the City that the recent application for funding assistance from the Off-System Bridge Improvement Program was not selected for funding. He said that City staff would continue to present options for the City Council’s consideration near the end of 2020, including a budget amendment that would allow the City to finance the bridge replacement project.

• Mr. Himpel asked about the design of the bridge. • Mr. Brajkovic replied that the current design includes two 12’ by 12’ box culvert structures. • Mr. Donnelly asked if the project would include coordination with the school district for bus traffic routes. • Ms. Patterson asked if the project would temporarily limit route options for emergency responders. • Mr. Brajkovic replied that staff would ensure that notice is provided to local agencies and dispatchers before the

project commences. He noted that the bridge is currently not considered safe for the City’s largest fire apparatus to travel across.

c) City Manager Agenda

1. CARES Act Coronavirus Relief Fund Update • Mr. Brajkovic delivered a presentation on the progress of the City’s CARES Act Spending Plan previously

submitted to Leavenworth County, including the requests for reimbursement of previous expenditures, direct

CORE/3516145.0002/162803760.1

aid for technology and other facility renovations at 303 Bury Street, and direct aid for business grants. He said that staff continued to collect quotes and information for public wifi provision and other initiatives.

• Mr. Brajkovic said that he and Mr. Himpel participated in the Leavenworth County Board of County Commissioners meeting last week that resulted in unanimous approval of a motion to accept the Port Authority’s recommendation that Leavenworth County provide $1,200,000 to help the City finance construction of an interceptor sewer line and closed loop 12” water line to the Tonganoxie Business Park.

2. September Financial Report • Mr. Porter delivered the September 2020 Financial Report to the City Council. • Ms. Patterson asked for clarification about the source and distribution of CARES Act funding previously

discussed. • Mr. Porter replied that under the CARES Act, the Federal government distributed funding to State governments

or directly to communities with the largest populations. In Kansas, the State government developed a process to distribute funding to County governments, and the City must apply to Leavenworth County to receive a share of the total CARES Act funding allocated to Leavenworth County for the City’s eligible initiatives. d) City Attorney Agenda

e) Mayor Pro Tem Agenda

f) City Council Agenda

• Ms. Patterson asked for information about when the facility at 303 Bury Street would be prepared to host combined in-person and virtual public meetings.

• Mr. Brajkovic replied that it depends on CARES Act funding to purchase and install necessary furnishings and technology, and he hopes for completion by the end of this year. g) Mayor Agenda

VI. Information & Communications (No Action Required)

VII. Adjourn o Ms. Patterson made a motion to adjourn the meeting. o Mr. Dale seconded the motion. o Roll call vote of all ayes, motion carried. o Meeting adjourned at 7:46 p.m.

Respectfully submitted,

Dan Porter, Assistant City Manager

Vendor Number Payment Amount Number

0056 BLUE CROSS AND BLUE SHIELD 10/20/2020 Regular 0 40977.48 480030630 TONGANOXIE LIBRARY BOARD 10/26/2020 Regular 0 36174.06 480570671 Evergy 10/22/2020 Regular 0 12895.28 480160491 OLATHE WINWATER WORKS 10/22/2020 Regular 0 9905.12 480420576 BIZODO INC. SEAMLESS DOCS 10/22/2020 Regular 0 4988 480100207 GEIGER READY-MIX 10/22/2020 Regular 0 4564.13 480200579 SECURITY BENEFIT - 457 10/20/2020 Regular 0 3319.6 480070051 BG CONSULTANTS INC 10/22/2020 Regular 0 3260 480091107 Thomas Turf and Landscape LLC 10/22/2020 Regular 0 3000 480490136 DELTA DENTAL PLAN OF KANSAS,IN 10/20/2020 Regular 0 2465.57 480050964 KDOR - MISC TAX 10/22/2020 Regular 0 2169.57 480280813 FREESTATE ELECTRIC COOPERATIVE 10/22/2020 Regular 0 2011.08 480191156 BT & CO 10/20/2020 Regular 0 2000 480041006 UV DOCTOR LAMPS, LLC 10/22/2020 Regular 0 1980 480550185 FERRELLGAS 10/22/2020 Regular 0 1482.91 480170098 CITY OF BASEHOR 10/22/2020 Regular 0 1450 480130363 KINCAID READY MIX 10/22/2020 Regular 0 1300 480291083 Bay Bridge Administrators, LLC FSA 10/20/2020 Regular 0 1033.34 480020505 PATCHEN 10/22/2020 Regular 0 972.24 480440635 TOTAL ELECTRIC CONTRACTORS INC 10/22/2020 Regular 0 917.68 480510157 EDWARDS CHEMICALS 10/22/2020 Regular 0 892.13 480150857 MIDCONTINENT COMMUNICATIONS 10/22/2020 Regular 0 882.41 480390399 LEAVENWORTH ASPHALT MATERIALS 10/22/2020 Regular 0 853 480320348 KBI 10/22/2020 Regular 0 800 480260802 LED DIRECT 10/22/2020 Regular 0 768 480340469 MR. TIRE 10/22/2020 Regular 0 679 480400617 TBS ELECTRONICS, INC. 10/22/2020 Regular 0 611 480480414 LINK-LITE NETWORKING, INC. 10/22/2020 Regular 0 500 480350046 BAY BRIDGE ADMINISTRATORS, LLC 10/20/2020 Regular 0 493.88 480010555 RICOH USA, INC. 10/22/2020 Regular 0 483.86 480460500 OREILLY AUTO PARTS 10/22/2020 Regular 0 467.4 480430057 BLUE TARP FINANCIAL, INC. 10/22/2020 Regular 0 389 480110225 HAMM INC 10/22/2020 Regular 0 328.8 480210757 KC CLEAN 10/22/2020 Regular 0 300 480271160 McCownGordon Construction LLC 10/22/2020 Regular 0 297 480370479 NEW DIRECTIONS BEHAVIORAL HEAL 10/20/2020 Regular 0 280.35 480060542 QUILL 10/22/2020 Regular 0 261.21 480450330 KANSAS GAS SERVICE 10/22/2020 Regular 0 252.53 480240070 BROTHER' S MARKET 10/22/2020 Regular 0 251.62 480121099 Loomis Lawn & Landscaping 10/22/2020 Regular 0 225 480360381 LADD SERVICE COMPANY 10/22/2020 Regular 0 200 480301018 UNITED RENTALS 10/22/2020 Regular 0 151 480520284 JAYS UNIFORMS 10/22/2020 Regular 0 119.97 480221003 K & K Chemical Supply LLC 10/22/2020 Regular 0 114.72 480230594 SMITHEREEN PEST CONTROL 10/22/2020 Regular 0 99 480470651 USA BLUE BOOK 10/22/2020 Regular 0 84.04 480541159 VLP 10/22/2020 Regular 0 72.33 480560391 LAWRENCE JOURNAL WORLD 10/22/2020 Regular 0 69.47 480310470 MUELLER CO 10/22/2020 Regular 0 68.83 480411007 LEAVENWORTH PAPER & OFFICE SUPPLY LLC 10/22/2020 Regular 0 65.63 480330443 MENARDS 10/22/2020 Regular 0 61.44 480380373 Kansas Health and Environmental Laboratories 10/22/2020 Regular 0 36 480250111 COLEMAN EQUIPMENT INC 10/22/2020 Regular 0 32.7 480140645 UNITED RENTALS, (NORTH AMERICA 10/22/2020 Regular 0 16.79 48053

Bank Code: AP Bank-AP Bank

Check ReportCity of Tonganoxie, KS

Date Range: 10/16/2020 - 10/30/2020

Vendor Name Payment Date Payment Type Discount Amount

Vendor Number Payment Amount Number0628 TODD'S TIRE LLC 10/22/2020 Regular 0 16 480501042 Foley Equipment 10/22/2020 Regular 0 15.33 480181158 Angela Silvey 10/22/2020 Regular 0 10 48008

82 57 0.00 148,115.50

Bank Drafts 0 0 0.00 0.00EFT's 0 0 0.00 0.00

Manual Checks 0 0 0.00 0.00Voided Checks 0 0 0.00 0.00

PayableCount

PaymentCountPayment Type Discount Payment

Regular Checks 82 57 0.00 148,115.50

Bank Code AP Bank Summary

Date Range: 10/16/2020 - 10/30/2020

Vendor Name Payment Date Payment Type Discount Amount

148115.5

Fund SummaryFund Name Period Amount998 Gen Fund-Pooled Cash 10/2020 148115.5

EFT's 0 0 0.00 0.00

82 57 0.00 148,115.50

Voided Checks 0 0 0.00 0.00

Bank Drafts 0 0 0.00 0.00

Regular Checks 82 57 0.00 148,115.50

Manual Checks 0 0 0.00 0.00

Date Range: 10/16/2020 - 10/30/2020

All Bank Codes Check SummaryPayable

CountPayment

CountPayment Type Discount Payment

Office of the City Manager

AGENDA STATEMENT DATE: November 2, 2020 TO: Honorable Mayor David Frese and Members of the City Council FROM: Dan Porter, Assistant City Manager

SUBJECT: Public Hearing and Project Completion Documents Packet for CDBG Urgent Needs Grant Sanitary Sewer Aerial Crossing Project

DISCUSSION: Prior to the submittal of the final reimbursement request associated with the CDBG Urgent Need Grant Project which included the replacement of sanitary sewer aerial crossing over Tonganoxie Creek, the City must conduct a public hearing and approve execution of the project closeout documents necessary for the grant program. Following these steps, City staff will submit for the final $2,000 grant drawdown request to complete the final project payment and make arrangements for the long term storage of key grant documents. In other related items, a grant monitoring site visit was completed in early October 2020 and the 4 deficiencies identified in the grant monitoring review of all program documents were each addressed and subsequently provided along with clarification to Kansas Department of Commerce staff. Staff request that the City Council complete the public hearing and consider approval of the closeout documents for the project. ACTIONS NEEDED: -Open the Public Hearing for Grant Project No. 19-IT-001, with oral and written comments recorded and installed as part of Tonganoxie‘s CDBG Citizen Participation Plan record. -Close the Public Hearing. -Make a motion to authorize the execution of project closeout documents for Grant Project No. 19-IT-001. ATTACHMENTS: Public Hearing Notice Closeout Documents Packet cc: George Brajkovic, City Manager

Kent Heskett, Public Works Director

Performance Public Hearing Notice The City of Tonganoxie, KS will hold a public hearing on Monday, November 2, 2020, at 7:00 pm in a meeting conducted remotely via ZOOM, which can be accessed through information available at the City’s website www.tonganoxie.org, for the purpose of evaluating the performance of Grant No. 19-IT-001 which was for an Urgent Need aerial sanitary sewer crossing project within the city limits of the City of Tonganoxie, KS. The scope of work replaced an existing sanitary sewer aerial crossing support structure at a location 1,000 ft south of the intersection of 1st Street & Tonganoxie Avenue in Tonganoxie, KS. This project also included concrete pavement, storm water pipe, rip rap, sheet piling, grading, erosion control and seeding. All proposed activities were accomplished. This grant was funded, all or in part, from the Kansas Department of Commerce, Small Cities Community Development Block Grant (CDBG) funds. All aspects of the grant will be discussed, and oral and written comments will be recorded and become part of Tonganoxie‘s CDBG Citizen Participation Plan. Reasonable accommodations will be made available to persons with disabilities. Requests should be submitted by calling City Hall (913-845-2620) by October 30, 2020.

Community Development Block Grant 250 Grantee Handbook

GRANT CLOSE-OUT TRANSMITTAL FORM

Grantee’s Name and Address: Grant Agreement No.: 19-IT-001 TONGANOXIE, KANSAS 526 E 4TH STREET Commencement Date: 9/16//2019 TONGANOXIE, KS 66086 Completion Date: 8/26/2020

Please complete this form and items 1 through 6 for all grant types (7 is for applicable grants containing construction), including the Performance Hearing Affidavit to conclude this grant project. If this is a business finance or infrastructure grant, complete 9 through 11 in addition. If this is a housing grant, complete Form 12.

1. Grantee’s Release Form * 2. Final Independent Auditor’s Report 3. Final Quarterly Progress Report (Section 2) 4. Certificate of Completion (2 originals) * 5. Property Management Report 6. Explanation of Refund Check (if applicable) 7. Notice of Completion/Final Inspection – Final Wage Compliance Report * 8. Performance Hearing Affidavit 9. Economic Development Report, and Copy of Final Payroll and Employee Certification Report (from final monitoring) 10. Legal Review and Closeout Report (Economic Development) 11. Program Income Assignment Agreement (Economic Development) 12. Housing Rehabilitation and demo data 13. Section 3 Tables A - D

No costs have been incurred after the Completion Date of the above contract. All necessary documents and procedures have been followed, thereby finalizing the above referenced contract. BRETT WAGGONER Preparer’s Name

ADMINISTRATOR (785)760-2148 Title Telephone Number

11/02/2020 Date

Rev. 2/2018


Form 1

GRANTEE’S RELEASE FORM 1

Pursuant to the terms on Grant Agreement Number 19-IT-001 and in consideration of

2

the sum of TWO HUNDRED NINETY-SEVEN THOUSAND EIGHT HUNDRED EIGHTEEN DOLLARS AND SEVENTY-SEVEN/100'S ($297,818.77) which has been

3

or is to be paid under the said contract to TONGANOXIE, KANSAS,

4

grantee upon payment of the said sum by the State of Kansas, Department of Commerce, hereinafter

5

called the grantor, does remise, release, and discharge the grantor, its officers, agents and employees

6

of and from all liabilities, obligations, claims, and demands whatsoever under or arising from the

7

said contract.

8

IN WITNESS WHEREOF, this release has been executed this 2ND day of

9

NOVEMBER, 2020.

10

Signature of Authorized Elected Official: _______________________________________________

11

Typed Name and Title: DAVID FRESE, MAYOR

ATTEST AND SEAL

12

____________________________________

13

____________________________________

(Rev. 2-2018)


Form 2

FINAL INDEPENDENT AUDITOR’S REPORT

If the grantee expends $750,000 or more from all Federal sources in any fiscal year in which the grant is open, a 2 CFR Part 200 audit is required from the grantee. If you expend or expect to expend this amount in the current fiscal year, please indicate below. If required, a copy of the entire audit report must be submitted to Commerce in the required time period.

A. 2 CFR Part 200 audit is not required.

B. Audit is complete and one copy is enclosed.

C. Audit is in progress or not yet begun.

Auditor’s Name: BT&CO., P.A. Address: 4301 SW Huntoon St. Topeka, KS 66604 Telephone: 785-234-3427 Contact person with firm: Karen K. Linn, CPA - Managing Director Date audit to begin: March 2021 How the audit will be paid for: June 2021 Date audit to be completed: Budgeted expenditure in the City’s General Fund in

2021


Form 4

CERTIFICATE OF COMPLETION

A. Name of Grant Recipient TONGANOXIE, KANSAS

B. Grant Agreement Number 19-IT-001

C. Final Statement of Cost

To Be Completed By The Recipient To Be Completed

By CDBG

Program Activity Categories

Paid Costs (a) Local

Unpaid Costs (b)

Total Costs (c)

Approved Total Costs

1. SEWER IMPROVEMENTS 234,268.77 234,268.77

2. ENGINEERING DESIGN 30,600.00 30,600.00

3. INSPECTION 22,950.00 22,950.00

4. ADMINISTRATION 10,000.00 10,000.00

5. LEGAL 3,054.00 3,054.00

6.

7.

8.

9. Total Program Costs 300,872.77 300,872.77

10. Less Other Funds Applied 3,054.00 3,054.00

11. CDBG Grant Amount Applied 297,818.77 297,818.77

D. Computation of Grant Balance To Be Completed By

The Recipient To Be Completed By

CDBG 12. Total Amount Applied (Line 11a) 297,818.77

13. Estimated for Unsettled Third-Party Claims 0

14. Subtotal (Line 11c) 297,818.77

15. Grant Amount Per Agreement (from contract) 347,500.00

16. Unutilized Grant to be Canceled (Line 15 less Line 14) 49,681.23

17. Grant Funds Received 297,818.77

18. Balance of Grant Payable (Refundable) (Line 14 less Line 17)* 0

* If Line 17 exceeds Line 14, enter excess as a negative amount. This amount shall be repaid to the Department by check.


CERTIFICATE OF COMPLETION - PAGE 2

E. Unpaid Costs and Unsettled Third-Party Claims (Local Only) List amounts and describe circumstances

N/A

Check if continued on additional sheet and attach

F. Remarks N/A

Check if continued on additional sheet and attach

G. Certification of Recipient It is hereby certified that all activities undertaken by the recipient with funds provided under the Grant Agreement identified as Item B above have, to the best of my knowledge, been carried out in accordance with the Grant Agreement; that proper provision had been made by the recipient for payment of all unpaid costs and unsettled third-party claims identified in Item E above; that the Department, the State of Kansas, and the United States of America are under no obligation to make any further payment to the recipient under the Grant Agreement in excess of the amount identified on Line 18 above; and that every statement and amount set forth in this instrument is, to the best of my knowledge, true and correct as of this date. DAVID FRESES, MAYOR

Date Signature of Chief Elected Official Typed Name and Title

H. Department Approval This Certificate of Completion is hereby approved. Therefore, I authorize cancellation of the unutilized contract agreement and related funds reservation and obligations _______________________ (line 16 above).

Date Signature for CDBG Program Typed Name


Form 7

NOTICE OF COMPLETION/FINAL INSPECTION AND

FINAL WAGE COMPLIANCE REPORT FORMAT

To: Kansas Department of Commerce Date: 11/02/2020 CDBG Program 1000 S.W. Jackson St., Suite 100 Grantee: TONGANOXIE, KANSAS Topeka, Ks 66612-1354 Grant Number: 19-IT-001

1. Date of Construction Completion: 08/25/2020 2. Date of Final Inspection: 08/31/2020

FINAL WAGE COMPLIANCE REPORT FORMAT

While you or your representative were reviewing the contractor’s weekly payrolls, were any laborers or mechanics paid less than the minimum wage rate plus fringe benefits as specified in the Secretary of Labor’s Wage Decision that applied to this project?

NO YES

If yes, provide the following information:

a. Total amount of restitution paid (difference between what was first paid and what was required to be paid): $

b. Method of restitution:

paid by contractor(s)

paid by city with funds withheld from payment to contractor(s).

Name of Contractor or Subcontractor

Name of Affected Employees

Amount of Restitution Paid to Employee

Nature of Violation Leading to Restitution

DAVID FRESE, MAYOR Date Signature of Chief Elected Official Typed Name and Title



SUBJECT: Consider Authorization to Approve an Auditing Services Letter of Engagement with Berberich Trahan & Co., P.A.

DISCUSSION: The City Council approved a three year agreement with Kramer and Associates in March 2019 for auditing services for the 2018, 2019, and 2020 fiscal years. The City was subsequently informed by Tony Kramer of Kramer and Associates that due to the transition of key staff within the firm and overall level of workload the firm was unable to perform municipal auditing services. In an effort to aid municipal clients with securing auditing services in a very short timeframe Mr. Kramer made a connection with the Topeka-based independent public accounting firm Berberich Trahan & Co., P.A. (BT&Co.) to allow the current municipal clients to work with BT&Co to complete fiscal year 2019 audits at the same or a very similar cost. BT&Co was the other respondent to the City’s RFP for auditing services in 2019. The draft financial statements for the year ended on December 31, 2019, SAS 114 letter (communication from the auditors to those charged with governance of the organization), and a draft representation letter (from management) were presented to the City Council on September 21, 2020 and the final audit report was filed with the Kansas Office of Municipal Services and posted on the City’s website. Karen Linn, Managing Director at BT&Co, has provided a multi-year agreement proposal for the City Council’s consideration. Included in this agreement is a similar scope of services included in the previous letter of engagement for the audit of the fiscal year ended December 31, 2019. The proposal follows the service model established in the most recent RFP, with an initial period of service to include completion of the audit of fiscal year 2020, followed by an additional period of service completing the audits for fiscal years 2021 and 2022. The letter of engagement outlines more specific expectations for the working relationship between BT&Co and City staff for the audit of the fiscal year ended December 31, 2020, which culminates in the delivery of a written report to the Governing Body at the conclusion of the audit. Any required single audit will incur additional fees determined by the number of major programs included for compliance testing and reporting required by the Single Audit Act. BUDGET IMPACT: Terms of payment within the City’s previous contract included the following amounts by fiscal year, subject to annual appropriation by the government body of the City. Approval of the attached letter of engagement with BT&Co would result in costs for professional services to be charged to the City’s General Fund. 1. Audit of Year Ended December 31, 2020 - $13,350 2. Audit of Year Ended December 31, 2021 - $13,650 3. Audit of Year Ended December 31, 2022 - $13,950 ACTION(S) NEEDED: Make a motion to authorize the acceptance of the auditing services proposal from Berberich Trahan & Co., P.A. for the year ended December 31, 2020 and two subsequent years. Make a motion to authorize the Mayor and City Manager to execute a letter of engagement with Berberich Trahan & Co., P.A., for the preparation of an audit of the fiscal year ended on December 31, 2020. ATTACHMENTS: BT&Co Proposal for Auditing Services and Draft Letter of Engagement cc: George Brajkovic, City Manager

Office of the City Manager AGENDA STATEMENT

DATE: November 2, 2020 TO: Honorable Mayor David Frese and Members of the City Council FROM: Dan Porter, Assistant City Manager

SUBJECT: Consider Approval of Smiley Road / HW 24-40 Intersection Improvements

DISCUSSION: During the development of the FY 2020 Budget, several key street maintenance projects were prioritized and approved for funding in 2020. Over the first 10 months of 2020 the following major projects were completed:

• Little Joe’s Asphalt completed 12,300 linear ft of asphalt overlay (2.34 miles)• City crews completed 500 linear ft of curb replacement• City crews replaced 2 downtown decorative crosswalks• City crews completed 350 ft of asphalt overlay (N Delaware)

These projects reflect improvements to about 9% of the City’s street infrastructure portfolio. From 2018-2020, the additional funding allocated from the infrastructure sales tax has resulted in improvements or maintenance to about 43% of the City’s street infrastructure portfolio.

City staff were recently contacted by a resident concerned with the condition of the roadway surface located near the approach from Smiley Road onto Highway 24-40. Based on past practice the City anticipated that the maintenance responsibility for this section of roadway belonged to KDOT, but after further consultation with KDOT and examination of the property the City bears responsibility for the roadway maintenance. Public Works Department staff are capable of self-performing the project in about 2 days of work with good weather conditions, and a road closure may be necessary for 1 day. Based on the estimated amount of asphalt required to complete the project the total cost of the project should be no more than $8,500.

BUDGET IMPACT: The funding for the Street Maintenance program comes from a combination of Special Highway funds and a portion of the dedicated ¾ cent Infrastructure Sales Tax. Expected budget authority remaining in the Special Highway Fund following completion of the aforementioned projects is approximately $45,000. The estimated project cost of $8,500 is well within the remaining budget capacity and does not portend the requirement of a budget amendment.

ACTION NEEDED: Make a motion to authorize City staff to complete improvements to the roadway near the intersection of Smiley Road and Highway 24-40 for an amount not to exceed $8,500.

ATTACHMENTS: Overhead Image

cc: George Brajkovic, City Manager Kent Heskett, Public Works Director


AGENDA STATEMENT DATE: November 2, 2020 TO: Honorable Mayor David Frese and Members of the City Council FROM: George Brajkovic, City Manager

SUBJECT: Temporary Agreement with Prairie Fire Construction Group, LLC for a Schoolyard Townhomes temporary staging area

DISCUSSION: As Prairie Fire Construction Group, LLC continues construction progress on the Schoolyard Townhomes project, and due to the very tight quarters on their site, as they move towards pouring curbs, sidewalks, parking lot and drives, they’ll have to move their Connex boxes from their site. As such, they are asking the City to consider allowing them to utilize a temporary staging area in the far NW corner of the Library lot. The area will be confined to a 60’ by 30’ space along Church St. The temporary use allows them to occupy that space until March 31, 2020, but they could be completed earlier. Additionally, the agreement places specific performance requirements on the “restoration” of the ground, following their use. I’ve had the chance to communicate this to the Library Director, and there weren’t any objections. BUDGET IMPACT: None. ACTION NEEDED: Make a motion to authorize the City Manager to execute the Temporary Construction License Agreement with Prairie Fire Construction Group, LLC. ATTACHMENTS: None cc: George Brajkovic, City Manager Kent Heskett, Public Works Director

CORE/3516145.0002/162799205.1

TEMPORARY CONSTRUCTION LICENSE AGREEMENT

This Temporary Construction License Agreement (this "Agreement") is entered into as of November _____, 2020, by and between the City of Tonganoxie, Kansas, a Kansas constitutionally chartered municipal corporation (the "City"), and Prairie Fire Construction Group, LLC, a Kansas limited liability company ("Licensee").

Recitals

A. The City entered into that certain Schoolyard Townhomes Development Agreement dated December 16, 2019 with Schoolyard Townhomes, LP, a Missouri limited partnership ("Developer"), pertaining to the design, development and construction of a multi-family housing development (the "Project") on approximately 2.49 acres of real property owned by Developer and generally located at 304 Shawnee Street, Tonganoxie, Kansas (the "Project Site").

B. The City owns approximately 2 acres of real property adjacent to and south of the Project Site and generally located at 417 East 4th Street (the "Library Site"). The City leases the Library Site to the Tonganoxie Public Library (the "Library") pursuant to that certain Lease dated March 2, 2020.

C. Licensee is the General Contractor for the Project. In connection with construction of the Project, Licensee proposes to store conex boxes, dumpsters and other miscellaneous construction materials (collectively, the "Equipment") on the northwest portion of the Library Site depicted on Exhibit A attached hereto (the "Staging Area").

D. Licensee has requested, and the City is willing to grant, a temporary construction license to allow Licensee or its contractors to place the Equipment on the Staging Area to accommodate construction of the Project subject to the terms and conditions set forth in this Agreement.

In consideration of the foregoing recitals and other good and valuable consideration, the receipt and sufficiency of which the City and Licensee each hereby acknowledge, the City and Licensee agree as follows:

Agreement

1. Grant of License. The City hereby grants Licensee and its contractors and subcontractors a temporary, non-exclusive, revocable license (the "Temporary License") over and across the Staging Area to store the Equipment during construction of the Project. Licensee and its contractors and subcontractors may use the Temporary License only for such purposes as may be necessary or useful in connection with the Project, including the right to store the Equipment on the Staging Area, and will make no other use of the Staging Area without the prior written consent of the City. Licensee shall not use the Temporary License in a manner that may unreasonably impede normal day-to-day use of or access to the Library Site by the City and/or the Library. Licensee shall conduct all activities in connection with the Project in a safe and workmanlike manner and in accordance with the generally accepted standards and practices of

CORE/3516145.0002/162799205.1 2

the construction industry, in compliance with all applicable governmental laws and regulations, and in such a manner as to reasonably avoid interruption of any activities conducted on the Library Site, including but not limited to operation of the Library.

2. Term. The Temporary License shall automatically terminate and be of no further

force and effect upon the earlier to occur of: (i) permanent removal of the Equipment from the Staging Area and completion of the Restoration Work (described below in Section 3), or (ii) March 31, 2021 (the "Term").

3. Restoration Work. Prior to expiration of the Term, Licensee shall, at its sole cost

and expense: (a) remove all Equipment and any and all debris from the Staging Area; (b) grade and reseed the Staging Area to establish a good stand of fescue following termination or expiration of the Temporary License; and (c) repair any damaged curb and/or sidewalk adjacent to the Staging Area (collectively, the "Restoration Work"). The Restoration Work shall be completed in accordance with the City's specifications and requirements and to the City's satisfaction, in its sole discretion. In the event Licensee fails to complete the Restoration Work in accordance with the terms of this Section 3 prior to expiration of the Term, the City shall have the right to complete the Restoration Work and charge the costs thereof to Licensee, and Licensee shall remit payment to the City within ten (10) business days from receipt of an invoice from the City.

4. Indemnification. Licensee shall indemnify, defend (with counsel approved by the

City in its reasonable discretion) and hold the City and its agents, officials, officers and employees harmless from and against any and all claims, damages, liability, losses, costs and expenses, court costs and reasonable attorneys' fees, including attorneys' fees arising from Licensee's use of the Temporary License, including, but not limited to, claims for personal injury and property damage, except to the extent any such liabilities arise from negligent or intentional acts of the City. This paragraph shall survive the termination of this Agreement.

5. No Liens. Licensee shall not encumber the Staging Area with any liens in connection with the Project and shall promptly remove any liens which may be placed by any of its contractors, subcontractors or material suppliers.

6. Licenses, Permits and Approvals. Licensee represents and warrants that it will

obtain and maintain all licenses, permits and approvals necessary for the activities it intends to conduct in the Staging Area and provide copies of the same to the City prior to conducting such activities and that it will comply with all laws, rules, and regulations applicable to such activities. In the event any such licenses, permits and/or approvals shall lapse or be terminated prior to expiration of the Term, then the Temporary License granted herein shall terminate immediately of the lapse or termination of any such licenses, permits and/or approvals.

7. Hazardous Materials. Licensee shall not permit explosive substances, toxic

substances, toxic waste, hazardous waste, hazardous substances or hazardous materials that are regulated by any federal, state or local environmental laws on the Staging Area.

CORE/3516145.0002/162799205.1 3

8. Communication with the City. As further consideration for the City's grant of the Temporary License, Licensee agrees to work in good faith with the City to address any and all reasonable concerns of the City (as may be communicated to Licensee in writing) regarding the impacts on the Staging Area from the construction of the Project and to comply with all requirements of the City with respect to such impacts and concerns.

9. No Assignment. Licensee shall not assign this Agreement unless approved in

writing by the City.

[Remainder of page intentionally left blank; signature pages follow.]

CORE/3516145.0002/162799205.1 4

The parties have executed this Agreement as of the day and year first above written. CITY: City of Tonganoxie, Kansas, a Kansas constitutionally chartered municipal corporation By: ________________________________

George Brajkovic, City Manager 526 E. 4th Street, Tonganoxie, Kansas 66086 (913) 845-2620 [email protected]

mailto:[email protected]

CORE/3516145.0002/162799205.1 5

The parties have executed this Agreement as of the day and year first above written. LICENSEE: Prairie Fire Construction Group, LLC, a Kansas limited liability company By: ________________________________

Rudy Manes, Owner 770 E. 5th Street, Kansas City, Missouri 64106 (816) 686-2416 [email protected]


CORE/3516145.0002/162799205.1

EXHIBIT A

Staging Area



SUBJECT: Consider Approval of Adjustment to Procurement Policy for Federal Awards and Policy Approval for Cash Handling for Federal Awards

DISCUSSION: As part of ongoing discussions with the City’s auditor to prepare for the impending Single Audit of the CARES Act Coronavirus Relief Fund (CRF) major program the City was advised that two key policies or components of policies related to expenditure and handling of federal awards required adjustment to be in conformance with the Uniform Grant Guidance that will be considered during the upcoming Single Audit. Required Steps – 1. Add a section to the City’s existing procurement policy that adheres to Uniform Guidance for all federally-funded purchases 2. Approve a cash management policy that governs the receipt of federal funds so that the time elapsing between a receipt and expenditure of said funds is minimized The City’s existing personnel policy was last updated in 2008. Based on the guidance of the City’s auditors, a draft addition to the policy specifically addressing procurement using federally-sourced funds is included in tracked changes for reference. The City does not have an existing cash management policy that governs the receipt of federal funds so a draft policy was created based on communications with the City’s auditor and research of Uniform Guidance and policies in place with other local governments that receive federal funds. Staff request that the City Council make two motions to approve the Procurement Policy adjustment and adoption of the draft Cash Management Policy. Further changes can be made at any time in the future, but the two proposed adjustments accommodate the immediately identified needs BUDGET IMPACT: None. ACTION NEEDED: Make a motion to approve the proposed amendments to the City’s Procurement Policy to accommodate adherence to Uniform Guidance requirements. Make a motion to approve the proposed Cash Management Policy governing the receipt and handling of federal funds. ATTACHMENTS: Draft Changes to the City’s Procurement Policy Draft Cash Management Policy cc: George Brajkovic, City Manager

Effective Date: 2020-11-02 1

CITY OF TONGANOXIE, KANSAS

PURCHASING AUTHORITY & PROCEDURES

Section 1.1.1. Authority to purchase

The authority to purchase materials, supplies and services shall be vested in the members of the governing body and those city officers, department heads and other employees who the governing body delegates this authority to as they deem advisable, provided, that the governing body shall at all times be held responsible for the acts of the delegates in the ordering or purchasing of materials, supplies or services; provided further, that any violation of this section shall be deemed a violation of city policy.

Section 1.1.2. Procedures defined

Any order of purchase of materials, supplies and services which can reasonably be expected to be less than one thousand dollars ($1,000.00) shall be made at the discretion of the appropriate department head for which department the purchase is being made. All orders of purchase of materials, supplies and services which can reasonably be expected to be greater than one thousand dollars ($1,000.00) but less than two thousand five hundred dollars ($2,500.00) shall be made upon approval by the city administrator. All orders of purchase of materials, supplies and services which can reasonably be expected to be greater than two thousand five hundred dollars but less than fifteen thousand dollars ($15,000.00) shall be taken to the governing body for approval at the next regularly scheduled meeting, or at a special meeting, of the governing body, prior to purchase. Any order of purchase of materials, supplies and services which can reasonably be expected to be greater than fifteen thousand dollars ($15,000.00) shall be by sealed bid as described in Section 1.1.3 (sealed bids, when required). No order of purchase shall be placed unless there are sufficient unencumbered funds properly budgeted and which may be used to pay the cost of the materials or services so ordered. All orders of purchase shall state clearly thereon the date of the order, the fund and department to which it is charged, and a specific amount, which will be either the actual cost of the materials or services, or the best estimate available. A copy of this order shall be delivered immediately to the city clerk as evidence that the designated fund has been encumbered in the stated amount.

Section 1.1.3. Sealed bids, when required

(a) Any purchases, by the City of materials, supplies, services or equipment, the cost of which can reasonably be expected to exceed fifteen thousand dollars ($15,000.00), shall be by sealed bids invited by advertisement published by the city clerk in a newspaper of general circulation within the city and/or the region. The governing body may accept the lowest responsible bid; provided the governing body reserves the right to reject any and all bids or proposals submitted. Proposals which do not meet the approved specifications or proposals to supply items which would be unsuitable or proposals submitted after the stated deadline, need not be considered. The governing body reserves the right to award bids on a preferential basis to companies/contractors located within city limits, or, in the case no bids are received from companies/contractors located within city limits, then within Leavenworth County limits, if such bids are not the lowest responsible bid but are within 3% of the lowest responsible bid for total


cost of providing materials, supplies, services or equipment, if project is not federally or state funded.

(b) This section shall not be applicable when a city department is either having a contractor perform work or when purchasing materials from a supplier for a particular job when the City is to be reimbursed by a landowner or developer.

(c) This section shall not be applicable when a city department is approved to act as the general contractor for a city project and subcontracts for materials, supplies, services or equipment, when it is anticipated that significant monetary savings will be benefited by the city as opposed to adherence to formal bidding policies.

(d) For the purposes of these provisions, the City shall be construed to mean all agents, employees or officials of agencies funded in whole or in part by direct grants from the City or from any other monetary grants, but shall not be construed to mean or include any lessee of the City.

Section 1.1.4. Formal bidding procedures

(a) General: Competitive sealed bidding is the preferred method of procurement; however, competitive sealed bidding is not always practical and advantageous and in certain situations described in this ordinance other methods of procurement may be used.

(b) Competitive sealed bidding: All supplies, materials, equipment and services, when the estimated cost of order of purchase of materials, supplies and services can reasonably be expected to be fifteen thousand dollars ($15,000.00) or greater, shall be purchased by competitive sealed bidding from the lowest responsible bidder, after due notice inviting bids and unless specifically provided otherwise herein.

(c) Public notice:

1. Distribution: Invitation for bids or notices of the availability of invitations for bids shall be mailed or otherwise furnished to a sufficient number of bidders for the purpose of securing competition which, unless not otherwise possible or practical, shall mean a minimum of three (3) bidders. Notices of availability shall indicate where, when, and for how long invitations for bids may be obtained; generally describe the supplies, materials or equipment desired; and may contain other information as is appropriate.

2. Publication: Notice of every procurement of fifteen thousand dollars ($15,000.00) or greater shall be published at least once in a newspaper of general circulation within the city or the region and the last publication shall be at least five (5) days preceding the last date set for the receipt of proposals.

(d) Public availability: A copy of the invitation for bids shall be available for public inspection at a designated City office.


(e) Bid evaluation and award: All bids shall be tabulated and prepared in a recommendation for bid award for review by the city administrator. The city administrator will make recommendation for final award to the governing body as it determines to be most advantageous to the City, taking into consideration price and any other pertinent evaluation factors. The governing body shall make the final award taking into consideration that the governing body reserves the right to reject any and all bids. In no case shall the City be held responsible for the Proposer's costs of preparing and submitting competitive sealed bids.

Section 1.1.5. Small purchases

(a) Competition for small purchases of supplies, services, materials or equipment between two thousand five hundred dollars ($2,500.00) and fifteen thousand dollars ($15.000.00): Insofar as it is practical for small purchases of supplies, services, materials or equipment between two thousand five hundred dollars ($2,500.00) and fifteen thousand dollars ($15,000.00) no less than three business shall be solicited. Any bid for such purchases submitted by person or by telephone must be confirmed in writing.

(b) Competition for purchases of less than two thousand five hundred dollars ($2,500.00): The city administrator shall adopt operational procedures for making small purchases of less than two thousand five hundred dollars ($2,500.00). Such operational procedures shall provide for obtaining adequate and reasonable competition and for making records to properly account for funds.

Section 1.1.6. Sole source procurement

The governing body may award a contract for supplies, services, materials or equipment at any dollar amount without competition when the governing body determines that there is only one source available. A written record of the factors pertinent to such award will be maintained.

Section 1.1.7. Emergency procurement

Not withstanding any other provision of this ordinance, the city administrator may make emergency procurements when in his or her professional judgment and opinion there exists a threat to public health, welfare or safety provided that such emergency procurement shall be made with such competition as is practical under the circumstances. Such emergency condition is thither defined as an immediate and serious need for supplies, services, materials or equipment that cannot be timely met through normal procurement methods and the lack of which would threaten:

1. The functioning of the City government, operations or services; 2. The preservation or protection of property; and/or 3. The health or safety of any person.

Section 1.1.8. Procurement of professional services (general)

(a) General: Professional services are generally associated with the following disciplines:

1. Architect, engineer and land surveying services;


2. Appraisal services; 3. Financial, accounting and auditing services; 4. Legal services; 5. Consulting services; 6. Health care services; 7. Insurance services; 8. Data processing consulting and programming services; 9. Testing and inspection services; 10. Photographic, art or marketing services; 11. Employment of temporary employees as advisors, lobbyists, etc.

The provisions of section 1.1.8. (procurement of professional services) as stated hereafter shall apply to all procurement of professional services (except those legal and engineering services which are provided by the current city attorney or city engineer) which are expected to be fifteen thousand dollars ($15,000.00) or greater. Procurement of professional services (including legal and engineering services other than those services provided by the current city attorney and city engineer) expected to be less than fifteen thousand dollars ($15,000.00) shall be made in accordance with section 1.1.6. (small purchases).

Legal and engineering services, other than those provided by the current city attorney and city engineer, expected to be fifteen thousand dollars ($15,000.00) or greater shall be governed by the following:

1. Not less than three (3) firms shall be contacted to submit proposals for the services required by the City;

2. The proposals shall be submitted to the governing body, which shall award a contract based upon the proposal that is most advantageous to the City, taking into consideration not only price, but also technical and/or professional competency;

3. The city attorney or city engineer shall review all proposals in their respective fields for specialties and qualifications and make recommendations.

Professional services uniquely applicable to a project may be determined to be a sole source service and may be negotiated with a single contractor in accordance with the procedures contained in section 1.1.6. (sole source procurement).

(b) Competitive sealed proposals: Competitive sealed proposals shall be governed as provided in the following:

1. Conditions for use: Competitive sealed proposals may be used where it is necessary to insure fair and reasonable price analysis, but not to preclude competition for technical excellence. Generally, competitive sealed proposals may be used under the following conditions:

(a) The procurement of professional services (except legal and engineering services);

(b) The procurement of technical items or equipment;


(c) The procurement of complex services; (d) The purchase of nonstandard items.

2. Public notice: Public notice of the request for proposals shall be given in the same manner as provided in section 1.1.4. (formal bidding procedures) part (c) (public notice).

3. Evaluation of proposals: The request for proposals shall state all of the evaluation factors, including price, and their corresponding importance. The evaluation shall be based on the evaluation factors set forth in the request for proposals. Numerical rating may be used but are not required. Factors not specified in the request for proposals shall not be considered.

4. Award: The city administrator shall recommend to the governing body an award to the responsible proposer whose submitted proposal is determined to be the most advantageous to the City, taking into consideration price and the evaluation factors set forth in the request for proposals. The governing body shall make the final award.

Section 1.1.9. The positions of city attorney and city engineer

(a) City attorney: The position of city attorney is a statutory employee and is appointed annually by the mayor by and with the consent of the city council and, therefore, is exempt from these provisions. At which time it becomes necessary to appoint a new city attorney, the city administrator shall adopt operational procedures which shall provide for obtaining adequate and reasonable competition. The city administrator shall then make recommendation to the mayor as per the appointment of a new city attorney. The final appointment shall be made by the mayor by and with the consent of the city council as she/he determines is most advantageous to the City, taking into consideration price and any other pertinent evaluation factors.

(b) City engineer: The position of city engineer is contracted for by the City. This contract is valid until dissolved by either the current city engineer or the governing body. At which time this contract is dissolved by either party, the city administrator shall adopt operational procedures that shall provide for obtaining adequate and reasonable competition. The city administrator shall then make recommendation to the governing body as per the granting of a new contract for a city engineer. The contract shall be awarded by the governing body as it determines is most advantageous to the City, taking into consideration mice and any other pertinent evaluation factors.

Section 1.2.1 Change orders

Change orders are issued to cover costs or address changes in terms and conditions associated with unforeseen problems not addressed in the bidding or contract document, or changes/modifications that may be recommended after a contract award. Change orders on contracts for amounts of one thousand dollars ($1,000.00) or less may be approved by the city administrator with subsequent notification to the governing body. Change orders of over one thousand dollars ($1,000.00) must be approved by the governing body provided, however, that in instances where it is in the best interest of the City for a change order to be implemented prior to


the next regularly scheduled meeting of the governing body, the city administrator shall have the authority to authorize the change subject to ratification by the governing body.

Section 1.2.2 Property acquisition

A contract for the purchase of interests in real property associated with an approved public improvement project may be approved by the city administrator if the cost for the acquisition is one thousand dollars ($1,000.00) or less. All other property acquisition shall require approval of the governing body.

Section 1.2.3 Disposition of property

The city administrator may transfer, sell, exchange or destroy any surplus, obsolete, abandoned or confiscated property without competitive bidding if such property has a value of one thousand dollars ($1,000.00) or less. Property with a value greater than one thousand dollars ($1,000.00) but less than fifteen thousand dollars ($15,000.00) shall require the approval of the governing body before disposition thereof. No property shall be sold without receiving competitive bids if the value of the property is fifteen thousand dollars ($15,000.00) or greater.

Section 1.2.4 Accepting gratuities prohibited

Every officer and employee of the City is expressly prohibited from accepting directly or indirectly from any person to which any purchase order or contract is or might be awarded any rebate, gift, money or anything of value whatsoever, except where given for the use and benefit of the city.


PURCHASING AUTHORITY & PROCEDURES SPECIFICALLY FOR FEDERALLY FUNDED PURCHASES

Section 2.1.1 Intent& Standards

The following procurement procedures specifically for federally funded purchases are designed to avoid purchases of unnecessary or duplicate items and allow for full and open competition consistent with current federal standards. The City will maintain written records sufficient to detail the reasons and method used for all procurement activity which is required to satisfy the Office of Management and Budget (OMB) requirements.

The following procedures are designed to meet the standards included in OMB 2 CFR Chapter I, Chapter II, et.al. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

Section 2.2.1 Micro-purchases

Purchases for amounts of up to $10,000 are currently defined as Micro-purchases.

The Micro-purchases method does not require competitive quotes or bids as long as the City considers the price to be reasonable. A reasonable price will be determined by documentation of the cost or price analysis used in the purchasing decision and may include other pertinent factors associated with the purchase including an explanation of why the specific purchase or contract was selected. The City will distribute micro-purchases equitably among qualified suppliers to allow for full and open competition consistent with current federal standards. This requirement can be met by spreading purchases made across multiple qualified vendors when the price, service, vendor capacity, quality, or other required factor are all equal.

Section 2.2.2 Small-purchases

Purchases for amounts between $10,001 and $250,000 are currently defined as Small-purchases.

The Small-purchases method does require obtaining and documenting price or rate quotes from an adequate number of qualified sources and is used for simple and informal procurement methods to securing services and supplies. Purchases or contracts for amounts over $10,000 will require prior approval from the City Manager.

Section 2.2.2 Simplified Acquisition Threshold (over $250,000)

Purchases for amounts over $250,000 require the use of sealed bids, competitive proposals or a non-competitive proposal.

When the only determinate factor is price Sealed Bids with formal advertising should be used. Sealed bids are publicly solicited and a firm fixed price contract (lump sum or unit price) is awarded to the responsible bidder whose bid, conforming to all the material terms and conditions of the invitation for bids, is the lowest in price. Use of the Sealed Bid method requires a complete, adequate, and realistic specification or purchase description, identification of two or more responsible bidders who are willing and able to compete effectively for the business,


presentation of the procurement in its entirety as a firm, fixed price contract, and the selection of the successful bidder will be made in writing to the lowest-cost responsive and responsible bidder.

When price and other factors need to be considered, or other conditions exist that are not appropriate for the use of sealed bids, Competitive Proposals may be used. Competitive proposals must identify all evaluation factors and their relative importance and be solicited from an adequate number of qualified sources. After price and all other factors are considered contracts will be awarded to the responsible organization whose proposal is most advantageous to the City.

Section 2.2.3 Non-Competitive Proposals – Sole Source

When an item or service of any cost is available only from a single source, a public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation, the Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals, or after solicitation of a number of sources the competition is determined to be inadequate a Noncompetitive Proposals - Sole Source contract may be used. A written record of the circumstances and factors pertinent to such award will be maintained.


CITY OF TONGANOXIE, KANSAS

FEDERAL CASH MANAGEMENT POLICY & PROCEDURES

I. Purpose

The City of Tonganoxie will comply with applicable methods and procedures for payment that minimize the time elapsing between the transfer of funds and disbursement by the City, in accordance with the Cash Management Improvement Act at 31 CFR Part 205. The City typically receives payment from grantors of federal funds on a reimbursement basis, dependent on the terms of each respective grant award.

II. Procedures Defined

Reimbursements: The City initially charges federal grant expenditures to nonfederal funds pending repayment following request for reimbursement.

The City will request reimbursement for actual expenditures incurred under the federal award program on at least a monthly basis if possible. Reimbursement requests will be submitted through the appropriate method as described in the grant agreement or per specific instructions from the grantor. All reimbursements will be based on actual disbursements, not on obligations. Consistent with state and federal requirements, the City will maintain source documentation supporting the federal expenditures such as invoices, time sheets, payroll stubs, etc. and will make such documentation available for review upon request. Reimbursements of actual expenditures do not require interest calculations.

Advances: To the extent the City receives advance payments of federal grant funds; the City will strive to expend the federal funds on allowable expenditures as expeditiously as possible. Specifically, the City will attempts to expend all drawn downs of federal funds within 72 hours of receipt whenever possible.

If the City receives an advance in federal grant funds, the City will remit interest earned on the advanced payment quarterly to the federal agency according to instructions. Interest calculation and assignment methodology will be completed according to guidance from the federal agency, with the conclusion of the interest period being the date of disbursement by the City. The City may retain interest amounts up to $500 per year for administrative expenses. 2 CFR § 200.305(b)(9)

III. Timely Obligation of Funds

Obligations are orders placed for property and services, contracts and subawards made, and similar transactions during a given period that require payment by the non-Federal entity during the same or a future period. 34 C.F.R. § 200.71


The following table illustrates when funds are determined to be obligated for various kinds of property and services under federal regulations:

If the obligation is for - The obligation is made -

Acquisition of property On the date which the City makes a binding written commitment to acquire the property

Personal services by an employee of the City When the services are performed

Personal services by a contractor who is not an employee of the District

On the date which the District makes a binding written commitment to obtain the services

Public utility services When the District receives the services

Travel When the travel is taken

Rental of property When the District uses the property

A pre-agreement cost that was properly approved by the Secretary under the cost principles in 2 CFR part 200, Subpart E - Cost Principles.

On the first day of the project period.

34 C.F.R. §75.707; 34 C.F.R. §76.707.



SUBJECT: Consider Approval of CARES Act Coronavirus Relief Fund Expenditures Pending Approval and Funding Releases from Leavenworth County

DISCUSSION: Timeline of Actions Associated with the CARES Act Coronavirus Relief Fund (CRF) June 2020 – Communication from LvCo re: funds $1,049,157.34 and notifying the City that the City’s

Spending plan must be submitted by August 6, 2020 July 6, 2020 – City Council considers the City’s Draft Spending Plan July 20, 2020 – City Council passed Ordinance 1487 adopting the Spending Plan, July 30, 2020 – Ordinance submitted to the County following publication August 12, 2020 – LvCo BOCC approves the Spending Plan August 14, 2020 – City submits reimbursement request for $54,584 for PPE, equipment, and payroll costs September 17, 2020 – City notified by LvCo staff of requirement to resubmit requests on new spreadsheet October 5, 2020 – City Council approves recommended grant funding awards for 19 businesses October 12, 2020 – City resubmits reimbursement request #1 and submits direct aid request #1 for 303

Bury facility updates to support safe meeting options with the ability to mix remote & in person participation October 16, 2020 – City submits direct aid request #2 for small business grant program awards October 23, 2020 – City submits direct aid request #3 for public wifi provision October 28, 2020 – LvCo generated payment of $461,259.52 for Reimbursement #1& Direct Aid #2 and

provided confirmation that Direct Aid #1 and Direct Aid #3 were approved but release of funds from the LvCo would be withheld until project completion

Future Plans and Deadlines Associated with the CARES Act Coronavirus Relief Fund (CRF) November 2, 2020 – Direct Aid Submittal #4 planned to include dais installation, food pantry relief, and

single audit preparation assistance November 20, 2020 – deadline imposed by the LvCo BOCC to fully expend planned funds or reallocation December 15, 2020 – deadline imposed by the LvCo BOCC to complete all project work, including capital

construction The following information is an update of the City’s spending plan and expenditures pending approval from the City Council.

Spending Plan Including Submittals to Date Funding Assumptions

Population 5,583 CARES funding per resident $187.92 Total CARES funds based on population

$1,049,157

Programming & Direct Aid

Plan Amount

Expenditure Category Sub category Actual Cost

Submitted Remaining

Budget

Small Business grants

$387,310.00

Economic Support small business grant program $387,310.00 $0.00

Enhnace Online learning opportunities

$175,000.00

Distance learning

Tech hardware online learning; software $165,000.00 $10,000.00

Municipal Services, Telework and Telemeetings at Facilities

$200,000.00

Improvements to telework capabilities and Public

Health

technology hardware for remote work; construction of

barriers, rennovations,etc. $166,386.26 $33,613.74

PPE & Equipment $100,000.00 Public Health

safety equipment, PPE storage, cleaning supplies, construction of barriers,

renovations, etc.

$35,582.61 $64,417.39

Accounting Service/Grant Administration

$50,000.00 Economic Support Program Administration $19,365.50 $30,634.50

OT for essential workers $50,000.00 Payroll OT for Essential Workers $15,823.41 $34,176.59

Food Pantry $20,000.00 Economic Support Food Supply $0.00 $20,000.00

Utility Relief Fund $15,000.00 Economic Support Housing Services $0.00 $15,000.00

Personnel costs, building updates, PPE/Equipment, and Drone for building inspection and code enforcement

$51,847 Multiple Multiple $0.00 $51,847

TOTALS $1,049,157 $789,467.78 $259,689.22

Expenditures Pending City Council Approval and Release of CRF Funds from Leavenworth County

Expenditure Amount Expenditure Category Vendor & Procurement

Technology updates to support remote meetings and remote network access

$70,138 Improve Telework

Capabilities of Public Employees

Link-Lite Networking, Inc – Existing IT Support Contract

Updates to 303 Bury facility to permit public meetings to take place in a safe, larger space – Carpet

$16,5668.38 Public Health Expenses

Midwest Carpet Center, Inc – Sole Source Emergency Purchase

Updates to 303 Bury facility to permit public meetings to take place in a safe, larger space – Remote Meeting Technology

$76,501.88 Public Health Expenses

Conference Technologies, Inc – Sole Source Emergency Purchase

Updates to 303 Bury facility to permit public meetings to take place in a safe, larger space – Dais Construction

$19,582.69 Public Health Expenses K Customs – Sole Source Emergency Purchase

Provision of public wifi access at three locations in Tonganoxie

$165,000 Facilitating Distance Learning Midco – Sole Source Emergency Purchase

Food Assistance Program at Local Food Pantry – Food Cards

$4,500 Economic Support Good Shepherd Thrift Shop & Food Bank, Inc. – Sole Source Emergency Purchase

Reimbursement – PPE Purchases for Bunker Gear $30,828.40 Public Health

Expenses 1st Due Emergency Response Solutions, LLC –

Sole Source

City Hall Design Update to Mitigate COVID Transmission Risk

$3,178.00 Public Health Expenses Wilson Glass – Sole Source

BUDGET IMPACT: All items being considered for approval are eligible for 100% funding coverage from the City’s planned spending of Coronavirus Relief Fund (CRF) proceeds, so no negative budget impact is anticipated. ACTION NEEDED: Make a motion to authorize the expenditures and vendor quotes as described in the “Expenditures Pending City Council Approval and Release of CRF Funds from Leavenworth County” table. ATTACHMENTS: Invoices and Quotes - Expenditures Pending City Council Approval and Release of CRF Funds from Leavenworth County cc: George Brajkovic, City Manager

City of Tonganoxie

City of Tonganoxie PO Box 326

Tonganoxie, Kansas 66086 www.tonganoxie.org (913) 845-2620

MEMORANDUM TO: Leavenworth County CRF Review Board FROM: George Brajkovic, City Manager DATE: October 12, 2020 Re: Repurpose 303 Bury St, Tonganoxie, KS 66086 As a part of the City of Tonganoxie’s submitted and approved CARES Act Spending Plan, funds were included for the enhancement of Municipal Services, telework and tele-meetings at public facilities. As such, please accept our submittal for the repurposing of 303 Bury St, Tonganoxie, KS 66086. This facility was the former public library, of which the City of Tonganoxie is the owner. As the Library Board occupied the newly constructed Library building in March 2020, this facility was left vacant. Why this facility is of urgent significance is based on its size and immediate availability to serve as the new Municipal Court and City Council Chambers building. The current Municipal Services building that houses these two functions is approximately 750 sqft, with an area for seating capacity of approximately 500 sqft. The building at 303 Bury St, is approximately 7,000 sqft, with a seating area capacity of over 3,500 sqft. By increasing the seating capacity area by seven times the current limitations, the City much more easily accommodate Municipal Court patrons, as well as conduct City meetings, including City Council and Planning Commission, in person, while enhancing safety thru social distancing requirements. While the size of the facility is ideal, the facility is void of any technology to conduct business on-site. Our proposal includes the creation of an IT backbone, equipment to conduct, record and broadcast City meetings, as well as accommodates basic building renovations to protect patrons, elected officials and staff. These technology features are something the City is currently missing. We’ve coordinated with professionals who have inspected the facility and submitted recommendations to serve the needs the community has.


Link-Lite Networking, Inc.6006 N Chestnut AveGladstone, MO 64119(913) 788-4100

Quotation #20201005

Description Vendor Qty Unit Price Total Price

Hardware:

Ruckus P300 Bridge 1 $2,500.00 $2,500.00

Dell 48 Port POE Switch N2048P 1 $1,800.00 $1,800.00

Ruckus R710 AP 2 $960.00 $1,920.00

Cat 6 Cable Runs 1 $2,400.00 $2,400.00

Dell 7400 Laptop, I7, 8GB, 256SSD, 1920x1080, 4 Cell Battery, WIFI, Cam, 3yr Warranty 7 $1,050.00 $7,350.00

Dell WD19 Dock w/ 180w 4 $300.00 $1,200.00

Dell E2420H LCD 8 $165.00 $1,320.00

Cisco ASA 5506 Firewall with VPN License 5 $700.00 $3,500.00

Dell R640 Servers with 128GB Memory 2 $5,000.00 $10,000.00

Qnap Nas TS-463XU-RP 6 TB Useable 2 $2,800.00 $5,600.00

Netgear M4100-D12G 2 $350.00 $700.00 Plan. Xerox VERSALINK C405 DN 1 $700.00 $700.00

Konftel Wireless Conf Phone 2 $650.00 $1,300.00

APC Backups 650VA 7 $97.00 $679.00

Software:

Office 2019 Pro Plus Open Lic GOV 37 $462.00 $17,094.00

Labor:

Complete updates to technology at the City facility located at 303 Bury Street in order for it to be a remote-enabled site that can support remote access for employees and public meeting participants with above described equipment. Link the current City network to this site and provide each City department with access to the technology resources needed to function during a shutdown situation or limited personal interaction situation due to the risk of COVID-19 exposure. $12,075.00

Subtotal $70,138.00

Tax $0.00

Total Vendor $70,138.00

Midwest Carpet Center, Inc. 621 East 4th St Tonganoxie, KS 66086 913-369-2842

MI005492 Proposal #: Sale Date:

Install Date: Sales Rep: Sales Rep:

08/17/2020

Adams, P

SOLD TO City of Tonganoxie, 303 Bury St. Tonganoxie KS 66086 816-803-4784 George [email protected]/[email protected]

SHIPPED TO

City of Tonganoxie

303 Bury St.

Tonganoxie KS 66086

Bid 1

Printed 08/17/20 15:38:17

1 Install new carpet tile 389.09sy @ Feedback-54565 tiles Velocity 00501 $29.95 $11,653.25

2 Take up old dgd carpet 377sy @

$3.50 $1,319.50

3 Take off and replace cove base 220' @ Johnsonite 4" Rubber Toast - 283 $3.50 $770.00

$13,742.75 $900.69

$14,643.44 $0.00

$14,643.44

Subtotal: Sales Tax:

Total: Payments:

Balance:




08/17/2020

Adams, P


SHIPPED TO

City of Tonganoxie

303 Bury St.

Tonganoxie KS 66086

Bid 2

Printed 08/17/20 15:34:19

1 Install room that touches open are of bid 1 37.31sy @ Feedback-54565 tiles Velocity 00501 $29.95 $1,117.43

2 Take up old dgd carpet 31

$3.50 $108.50

3 Take off old base and put back new 55' @ Johnsonite 4" Rubber Toast - 283 $2.95 $162.25

$1,388.18 $92.78

$1,480.96 $0.00

$1,480.96


Total: Payments:

Balance:




08/17/2020

Adams, P


SHIPPED TO

City of Tonganoxie

303 Bury St.

Tonganoxie KS 66086

Bid 3

Printed 08/17/20 15:35:53

1 Install office next to bi1 and bid 2 area 37.31 Feedback-54565 tiles Velocity 00501 $29.95 $1,117.43

2 Take up old DGD carpet 34.12sy @

$3.50 $119.42

3 Take off and lay new cove base 68' @ Johnsonite 4" Rubber Toast - 283 $2.95 $200.60

$1,437.45 $95.56

$1,533.01 $0.00

$1,533.01


Total: Payments:

Balance:

P R O P O S A L

City of Tonganoxie

City Council Audio Visual Project

DATE

Thursday, 20 August 2020

PREPARED BY

Jim Zumalt Design Consultant

Overview and Goals

At Conference Technologies, Inc., we ensure our technology,

processes, and people are the most knowledgeable and

efficient resource to serve you as your solutions partner.

Dear Dan Porter, It was a pleasure to speak with you regarding your upcoming project. Thank you for the time to review your needs and identify your requirements. Based on our needs analysis we have developed a recommended solution for you. Conference Technologies, Inc. has the industry experience to create customized solutions to meet today's technology challenges. These solutions include consulting, design, implementation, and service. Enclosed is a project proposal for your review and consideration that outlines scope, timelines, deliverables, and our support plan to care for your investment. After review I will contact you to discuss any questions you or your team may have about this solution. Our team is excited about the opportunity to provide you with a fantastic experience and making your project a success.

Sincerely, Jim Zumalt Design Consultant Conference Technologies, Inc. 816-673-2661 [email protected]

CONFIDENTIAL 913-894-2500 | WWW.CONFERENCETECH.COM 13228 W. 99th St. Lenexa, KS 66215 J20020112 |

Scope of Work

Proposal Number: J20020112A

Proposal Date: 8/20/2020

Prepared for: City of Tonganoxie Attn: Dan Porter Prepared by: Jim Zumalt Phone: (913) 845-2620 Phone: 816-673-2661 Email: [email protected] Email: [email protected]

CTI to install Projector and perm wall screen. One 75" and two 65” Displays for preview and back fill. Digital Matrix. Podium. Connectivity and infrastructure. Amplifier and speakers. 7 Hard wired and four wireless Microphones with Digital processing matrix. Two cameras. Streaming recorder/player. Control panel and processor. Labor, Programming, PM, Engineering, Drafting, CTI Complete and installation materials. System commissioning and training. Power and Network supplied by others.

Ship to: City of Tonganoxie ,

Bill to: City of Tonganoxie ,




Your Investment Below is the cost of this solution based on the outlined scope of work. If you have questions about the complete solution, please let us know how we can help align this investment with additional needs or changes in scope.

Proposal Summary

Description Price

Equipment $45,444.52

Implementation Services $28,230.15

Subtotal $73,674.67

Tax $0.00

Grand Total $73,674.67

Recommended Description Price

2 Additional Years CTI Complete Service Agreement $5,936.71

4 Additional Years CTI Complete Service Agreement $11,873.41

Down Payment Requirements Terms are with approved credit. For orders that exceed ten thousand dollars; 60% to initiate order, 40% NET 30, or progress billing based on purchase agreement at time of order. Payments made by credit card are subject to a 2.5% fee.


Why Us?

Our CTI Complete service is there for you 24/7 through our dedicated CTI Care customer experience team. Through on-site technical service, recommended programming upgrades, and quarterly reliability checks, your system is covered for the unexpected, as well as planned maintenance. Your teams will be trained to operate equipment with confidence. When critical meetings arise, we help ensure system performance with proactive system testing and an on-site checklist, so your systems will be ready when it matters most. Our managed services staff does more than diagnose and repair failures, they help plan for system life cycles.


Bill of Materials City Council Audio Visual Project

Manufacturer Description Qty

Display Systems Equipment: $10,955.85

Chief VCMU INCL CUSTOM HBU BLK 1

Samsung 65" 2

Epson Pro L1075U Laser Projector, 7000 Lumens, WUXGA, Black 1

Chief Micro-Adjust Tilt Wall Mount X-Large 3

Samsung 75" 1

Dalite DA-SNAP DM 65X104NPA 123DIAG 1

Video Systems Equipment: $18,527.30

Crestron 3-Series 4K DigitalMedia Presentation System 350 1

Crestron Multisurface Mount Kit for TSW-760, TSW-760-NC, and TSS-7, Flat, Black 1

VADDIO ROBOSHOT 30E HDMI 2

Extron SMP 351 - 80 GB SSD 1

Intelix DA HDMI 1:2 4K 18G HDCP 2.2 2

DigitaLinx 100M HDMI EXTENDER SET 4

DigitalLinx 70M HDBT HDMI EXTENDER SET 1

Middle Atlantic 21SP/20D STANDALONE RACK 1

Audio Systems Equipment: $12,586.37

SHURE DESKTOP BASE TRANSCEIVER 4

QSC 2 channels, 250 watts/ch at 70V. 1

Atlas 6.5" Coaxial Speaker System with 70.7/100V-32W Transformer/8? Bypass & SFMS 16

QSC Unified Core with 24 local audio I/O channels, 128x128 network I/O channels, dual LAN ports, POTS and VoIP telephony, 16x16 GPIO, 16 next-generation

AEC processors, 1RU. 1

SHURE 15" GOOSENECK MICROPHONE, LESS PREAMP 4


SHURE 4-CH ACCESS POINT TRANSCEIVER 1

SHURE 4-CH NETWORKED CHARGING STATION 1

SHURE 16" (40CM) GOOSENECK,DUAL FLEX,CARDIOID 7

SHURE DESKTOP BASE 7

Control Systems Equipment: $875.00

Crestron 7 in. TouchÂ Screen, BlackÂ Smooth 1

Rack Accessories and Furniture: $2,500.00

IAV Custom Podium 1


Standard Disclaimer Conference Technologies, Inc. provides for twelve (12) months of CTI Complete on all system purchases. Conference Technologies, Inc. warrants the system implemented is free from defects in material and workmanship, in accordance with the contract, drawings, specifications, alterations and additions thereto, for a period of twelve (12) months from the date of commencement of use, substantial completion, or date of notice of completion, whichever occurs first. This coverage does not protect against consumables, severe weather, and acts of God.

Terms

Installation Description and Requirements Provided by Conference Technologies, Inc.: If installation is purchased, Conference Technologies, Inc. will install all A/V components. Conference Technologies, Inc. will also perform all programming, alignments, and end-user training. Conference Technologies, Inc. will provide A/V project management, and provide drawings as required. This install price assumes a Monday through Friday 8:00am to 5:00pm install time. Room availability must be in consecutive 8-hour blocks. Any required changes or rushes may affect the final price.

Provided by Others Electrical requirements are to be provided by others unless specifically included in Conference Technologies, Inc. Scope of Work.

Statement This system proposal is the property of Conference Technologies, Inc. and is delivered with the sole intent of being viewed by management of City of Tonganoxie for evaluation purposes only. This proposal or any part of this proposal is not to be presented to, or viewed by any other party, vendor or Conference Technologies, Inc. competitor without the written consent of Conference Technologies, Inc. Any effort to do so will be considered a violation of copyright law.


Next Steps 1. Upon Notice to Proceed, Conference Technologies, Inc. will begin executing the

project plan with an internal handoff of the project to our operations team.

2. If you have questions about the process as we move forward, please contact me [email protected] or 816-673-2661.

3. You will be contacted by a Conference Technologies, Inc. Project Manager toschedule a project kickoff meeting to review the project scope and schedule.

Customer Signature CTI Signature

Printed Name Printed Name

Title Title

Date Date

P R O P O S A L

City of Tonganoxie

City Council Audio Visual Project

DATE

Thursday, 20 August 2020

PREPARED BY

Jim Zumalt Design Consultant

Overview and Goals

At Conference Technologies, Inc., we ensure our technology,

processes, and people are the most knowledgeable and

efficient resource to serve you as your solutions partner.

Dear Dan Porter,

It was a pleasure to speak with you regarding your upcoming project. Thank you for the time to review your needs and identify your requirements. Based on our needs analysis we have developed a recommended solution for you. Conference Technologies, Inc. has the industry experience to create customized solutions to meet today's technology challenges. These solutions include consulting, design, implementation, and service.

Enclosed is a project proposal for your review and consideration that outlines scope, timelines, deliverables, and our support plan to care for your investment. After review I will contact you to discuss any questions you or your team may have about this solution. Our team is excited about the opportunity to provide you with a fantastic experience and making your project a success.

Sincerely,

Jim Zumalt Design Consultant Conference Technologies, Inc. 816-673-2661 [email protected]


Scope of Work

Proposal Number: J20020112B

Proposal Date: 8/20/2020

Prepared for: City of Tonganoxie Attn: Dan Porter Prepared by: Jim Zumalt Phone: (913) 845-2620 Phone: 816-673-2661 Email: [email protected] Email: [email protected]

CTI to install 75” Display with HDMI connection for presentation. Display will have switching and audio. Power and Network supplied by others.

Ship to: City of Tonganoxie ,

Bill to: City of Tonganoxie ,




Your Investment Below is the cost of this solution based on the outlined scope of work. If you have questions about the complete solution, please let us know how we can help align this investment with additional needs or changes in scope.

Proposal Summary

Description Price

Equipment $1,518.83

Implementation Services $1,308.38

Subtotal $2,827.21

Tax $0.00

Grand Total $2,827.21

Recommended Description Price

2 Additional Years CTI Complete Service Agreement $228.85

4 Additional Years CTI Complete Service Agreement $457.70

Down Payment Requirements Terms are with approved credit. For orders that exceed ten thousand dollars; 60% to initiate order, 40% NET 30, or progress billing based on purchase agreement at time of order. Payments made by credit card are subject to a 2.5% fee.


Why Us?

Our CTI Complete service is there for you 24/7 through our dedicated CTI Care customer experience team. Through on-site technical service, recommended programming upgrades, and quarterly reliability checks, your system is covered for the unexpected, as well as planned maintenance. Your teams will be trained to operate equipment with confidence. When critical meetings arise, we help ensure system performance with proactive system testing and an on-site checklist, so your systems will be ready when it matters most. Our managed services staff does more than diagnose and repair failures, they help plan for system life cycles.


Bill of Materials City Council Audio Visual Project

Manufacturer Description Qty

General: $1,518.83

Samsung 75" 1

DigitaLinx 70M HDMI EXTENDER SET 1

Chief Micro-Adjust Tilt Wall Mount X-Large 1


Standard Disclaimer Conference Technologies, Inc. provides for twelve (12) months of CTI Complete on all system purchases. Conference Technologies, Inc. warrants the system implemented is free from defects in material and workmanship, in accordance with the contract, drawings, specifications, alterations and additions thereto, for a period of twelve (12) months from the date of commencement of use, substantial completion, or date of notice of completion, whichever occurs first. This coverage does not protect against consumables, severe weather, and acts of God.

Terms

Installation Description and Requirements Provided by Conference Technologies, Inc.: If installation is purchased, Conference Technologies, Inc. will install all A/V components. Conference Technologies, Inc. will also perform all programming, alignments, and end-user training. Conference Technologies, Inc. will provide A/V project management, and provide drawings as required. This install price assumes a Monday through Friday 8:00am to 5:00pm install time. Room availability must be in consecutive 8-hour blocks. Any required changes or rushes may affect the final price.

Provided by Others Electrical requirements are to be provided by others unless specifically included in Conference Technologies, Inc. Scope of Work.

Statement This system proposal is the property of Conference Technologies, Inc. and is delivered with the sole intent of being viewed by management of City of Tonganoxie for evaluation purposes only. This proposal or any part of this proposal is not to be presented to, or viewed by any other party, vendor or Conference Technologies, Inc. competitor without the written consent of Conference Technologies, Inc. Any effort to do so will be considered a violation of copyright law.


Next Steps 1. Upon Notice to Proceed, Conference Technologies, Inc. will begin executing the

project plan with an internal handoff of the project to our operations team.

2. If you have questions about the process as we move forward, please contact me [email protected] or 816-673-2661.

3. You will be contacted by a Conference Technologies, Inc. Project Manager toschedule a project kickoff meeting to review the project scope and schedule.

Customer Signature CTI Signature

Printed Name Printed Name

Title Title

Date Date

K Customs21918 227th st Tonganoxie KS 66086

9135263533

[email protected]

INVOICE

INV0001

DATE

10/21/2020

DUE

On Receipt

BALANCE DUE

USD $19,582.69

BILL TO

City of Tonganoxie

George Brajkovic

9138452620

DESCRIPTION RATE QTY AMOUNT

Dais and elevated PlatformBuild and install and elevated platform approximately 575 SQFTBuild and install 9 seat Dais with stain and finish with Formica desk tops.

$19,582.69 1 $19,582.69

TOTAL $19,582.69

BALANCE DUE USD $19,582.69

City of Tonganoxie

City of Tonganoxie PO Box 326

Tonganoxie, Kansas 66086 www.tonganoxie.org (913) 845-2620

MEMORANDUM TO: Leavenworth County CRF Review Board FROM: George Brajkovic, City Manager DATE: October 27, 2020 Re: Proposed Free Public WiFi at public spaces As a part of the City of Tonganoxie’s submitted and approved CARES Act Spending Plan, funds were included for the enhancement of online learning opportunities to support distance learning. As such, please accept our submittal for providing free public WiFi in public spaces. As the COVID-19 pandemic forced schools to move to distance learning, the need for better access to broadband became increasingly evident, especially for more rural USD 464 families. As patrons focused on resources such as the Public Library, restrictions on hours of operations and the number of patrons allowed indoors to comply with social distancing, it became evident that the access to WiFi was lacking in the parking lot areas. This was detrimental to those waiting to gain access into the building. Part of this proposal boosts WiFi in the parking lot of the library. In a similar fashion, the use of outdoor space has increased during the pandemic; however the opportunities to use public spaces, like Parks, to conduct online learning are restricted due to the lack of available WiFi. This proposal accounts for free public access WiFi at Chieftain and Gallagher Parks, primarily in the parking areas but with coverage into the Parks as well. We feel that the combination of boosted WiFi at these locations will give residents a better opportunity to cope with ongoing requirements for distance learning at all education levels. As a technical clarification, all fibers referenced as dark fiber (meant from an internal reference) are dedicated to the WiFi network and they will not be shared with the Midco network. They will be lit with the 10 Gb network for the associated access points.
