NOTICE OF MEETING AND CITY COUNCIL AGENDA
AgendaAI Summary
The Jefferson City Council met on January 20, 2026, to address various agenda items including recognizing posthumous and service awards, approving a special exception permit for a conference center and hotel exceeding 100,000 square feet at 201 Madison Street and 210 Monroe Street, and making mayoral appointments to multiple boards and commissions. The consent agenda included approval of several contracts for wastewater management, yard waste removal, and transit software services, while pending bills addressed the creation of a Downtown Jefferson City Conference Center Community Improvement District.
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NOTICE OF MEETING AND CITY COUNCIL AGENDAi
TUESDAY, JANUARY 20, 2026 – 6:00 P.M.
CITY COUNCIL CHAMBERS ~ JOHN G. CHRISTY MUNICIPAL BUILDING ~ 320 E. MCCARTY STREET
TO VIEW THE LIVE MEETING ON YOUTUBE CLICK HERE
TENTATIVE AGENDA
PRAYER – Councilmember Hoselton
PLEDGE OF ALLEGIANCE
1. CALL TO ORDER
2. ROLL CALL
3. ADOPTION OF AGENDA
4. MISCELLANEOUS AGENDA ITEMS
a. Recognize the Kevin Meinhardt Award, Posthumous Recipient, Mark Schreiber (Mayor
and Paul Buckley)
b. Recognize Lincoln University Men’s Soccer Team (Mayor) and Lincoln University Update
(President Dr. Jon Moseley)
c. Certificate of Appreciation Presented to Public Works Director, Kyle Bruemmer, 2025
American Public Works Association President (Eric Landwehr)
5. OPPORTUNITY FOR PUBLIC COMMENT (All individuals will be limited to 4 minutes
without exception. All presentations shall be made from the podium unless other accommodation
is requested and granted.)
6. PUBLIC HEARINGS
a. Approving a Special Exception Permit for a Conference Center and Hotel Exceeding
100,000 Square Feet for Property Located at 201 Madison St. and 210 Monroe St.
(Hoselton) Staff: David Helmick
i. Resolution RS2025-56 (Hoselton) Staff: David Helmick
7. APPOINTMENTS BY THE MAYOR
a. Recommended Appointments to the Following Boards and Commissions (next page)
~ Jefferson
~ CityMISSOURI
AMENDED
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City Council Agenda – Tuesday, January 20, 2026
✓ = Request to suspend rules
2
Board or Commission Recommended Appointment New Term
Expires
Term
Full/Partial
Convention & Visitors Bureau Tom Chapman 12/1/2028 Full
Environmental Quality Mike Leahy (re-appointment) 11/1/2028 Full
Heartland Port Authority Jeff Earl (re-appointment) 12/31/2028 Full
Human Relations Adam Pulley 12/1/2028 Full
Elizabeth Reed 12/1/2028 Full
Police Personnel Pete Fleischmann (re-appointment) 1/1/2029 Full
Troy Pinkerton (re-appointment) 1/1/2029 Full
Stacey Backues (re-appointment) 1/1/2029 Full
Public Transit Ian Shadrick (re-appointment) 1/1/2029 Full
Sara Eichholz (re-appointment) 1/1/2029 Full
8. PRESENTATIONS FROM STAFF, CONSULTANTS & INVITED GUESTS
9. ANNOUNCEMENTS BY MAYOR, COUNCIL, AND STAFF
a. Council Committee Meetings (Check www.jeffersoncitymo.gov meeting calendar for
dates, times, locations, and agendas):
i. Administration
ii. Finance
iii. Public Safety
iv. Public Works & Planning
b. Other Announcements
10. CONSENT AGENDA
a. Minutes of City Council Meetings: January 5, 2026
b. Approving Sourcewell Contract with Cummins for Wastewater Generator
c. Authorizing a Contract with Tri-Star Hauling to Provide a One-Time, Yard Waste
Removal at the City’s Yard Waste Site
d. Authorizing Adjusted Amount for Cooperative Procurement of Core Ecolane Transit
Scheduling Software – Adding Text Messaging Bundle
11. BILLS INTRODUCED
12. BILLS PENDING
a. 2025-064 Approving Petition for the Creation of the Downtown Jefferson City Conference
Center Community Improvement District (CID) (Ahlers) Staff: Brian Crane
b. 2025-065 Approving a Final Subdivision Plat of 179 Investments Property Subdivision,
Located at 2607 Route CC (Hoselton) Staff: David Helmick
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City Council Agenda – Tuesday, January 20, 2026
✓ = Request to suspend rules
3
c. 2025-066 Authorizing Submittal of Continuance of Half-Cent Capital Improvements Sales
Tax (Sales Tax “I”) to the Voters on the August 4, 2026 Ballot (Leuckel) Staff:
Brian Crane
d. 2025-067 Authorizing Budget Adjustment and Supplemental Appropriation – Parking Fund
(Leuckel) Staff: Shiela Pearre
e. 2025-068 Vacation of General Utility Easement of Portion of Lots 1 – 10 of Meadow Acres
Subdivision (Lester) Staff: Kyle Bruemmer
13. INFORMAL CALENDAR
14. RESOLUTIONS
a. RS2025-56 Taken Up Under 6(a.)
b. RS2025-58 Adopting Policies and Procedures for the 2026 Community Development Block
Grant Program (Lester) Staff: David Helmick
c. RS2025-59 Terminating Sales Tax F Fund (Fund 44) and Transferring Remaining Budget
Authority to Sales Tax H Fund (Fund 46) (Leuckel) Staff: Shiela Pearre
d. RS2025-60 Authorizing BUILD (Better Utilizing Investments to Leverage Development)
Grant Application (Lester) Staff: David Helmick
15. APPROVE JANUARY 5, 2026 CLOSED SESSION MINUTES
16. NEW BUSINESS
17. UNFINISHED BUSINESS
18. ADJOURN / CLOSED
a. The Chair will entertain a motion to adjourn the public session, and pursuant to
Sec.610.021 of the Revised Statutes of Missouri, go into Closed Session to discuss the
following:
i. Real Estate [Sec. 610.021(2)]
ii. Negotiated Contracts [Sec. 610.021(12)]
iii. Personnel [Sec. 610.021(13)]
i Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as
required under the Americans with Disabilities Act. Please allow three business days to process the request.
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NOTICE OF MEETING AND CITY COUNCIL AGENDAi
CITY COUNCIL WORK SESSION
City of Jefferson, Missouri
320 E. McCarty St.
CITY COUNCIL CHAMBERS
TUESDAY, JANUARY 20, 2026
5:45 P.M.
AGENDA
1. Discussion of January 20, 2026 City Council Meeting Agenda Items
2. Adjournment
i Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the
Americans with Disabilities Act. Please allow three business days to process the request.
~ Jefferson
~ CityMISSOURI
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The Kevin Meinhardt Memorial Award
for Distinguished Public Service
2025
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Kevin Meinhardt served on the
Jefferson City Board of Adjustment
from 1997 to 2012.
Kevin demonstrated during his lifetime his commitment
to public service and continually represented the highest
standards in ethics and professionalism.
The employees of City of Jefferson, the Mayor and City
Council express their gratitude for the example Mr.
Meinhardt set and thus the Kevin Meinhardt Memorial
Award for Distinguished Public Service was born.
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Nominations can be submitted by any member serving
on a city board, committee or commission including
any staff liaison and City Council member.
The candidate selected displays public service devotion;
excellence and professionalism; outstanding enthusiasm
and reflects the highest ideals of citizenship in their
conduct.
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Congratulations
Mark Schreiber
The Kevin Meinhardt Recipient for 2025
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-- 9 of 296 --
of the
Missouri Chapter
for the year 2025
this certificate is presented to
Kyle Bruemmer
Appreciation of Dedicated and Valuable
Service as
President
As a token of the affection and esteem of
All members of this Association
__________________________
Vic Bianes, PE
APWA President
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PUBLIC HEARING/RESOLUTION SUMMARY
RESOLUTION NO: RS2025-56
SPONSOR: Councilmember Haselton
SUBJECT: Special Exception Use Permit for a Conference Center and Hotel exceeding
100,000 sf for property located at 201 Madison Street and 210 Monroe
Street (Planning and Zoning Commission Case No. P25019)
DA TE INTRODUCED: January 5, 2026
PUBLIC HEARING: January 20, 2026 . ~ ,,,,..
~----·-- -·-·-. . ~/4 ~ ;6-/
DEPARTMENT DIRECTOR: - --"_ ( :····- ;?ri-~~-✓~ P,
CITY ADMINISTRATOR: _ ____ ~ --- ~---------
Staff Recommendation: Approve.
Summary: Resolution approving a Special Exception Use Permit and Permissive Use
of Right-of-Way.
Origin of Request: Property Owner through the Planning and Zoning Commission
Department Responsible: Department of Planning and Protective Services
PERSON RESPONSIBLE: DAVID HELMICK/Eric Barron
Background Information : The subject property is zoned C-3 Central Commercial, is
owned by the City of Jefferson , and is proposed for development of a Conference Center
and Hotel. Large Event Centers and Hotels exceeding 100,000 square feet in size are a
Special Exception Use in the C-3 zoning district. The development plans include
construction of a 102 feet tall , 190,000 sf building with attached 170,000 sf parking
garage. Variations from normal signage allowances are requested, including allowance
for placing signage at the roof line of the building and allowance for an electronic message
center sign . A number of improvements are included on the right- of-way, including canopy
extensions , bollards , street furniture , and landscaping . A permissive use of right-of-way
is included with the resolution . Information on expected traffic generation and parking
demand is included in the case packet. Please refer to the attached staff report for more
project information .
Planning and Zoning Commission Review: The Planning and Zoning Commission
reviewed the application for a Special Exception Use Permit at their meeting of December
11 , 2025. The motion to approve PASSED on a vote of 8 in favor and O against.
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Public Notice
Standard public notice procedures were followed in advance of the Planning and Zoning
Commission and City Council meetings. This includes: publication of the public notice or
agenda in the Jefferson City News Tribune 15 days in advance of the hearing on the
case; notification by letter to adjoining and affected property owners within 185 feet; and
posting of a sign on the property announcing the date and time of the hearing on the case
10 to 15 days in advance of the hearing.
Public Comment Received
Written comments in support were received from the following:
- Tana Varner, 231 E. Capitol
Fiscal Information: None.
Planning & Zoning Commission Recommendation: Approve.
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RESOLUTION RS2025-56
Sponsored by Councilmember Haselton
A RESOLUTION OF THE CITY OF JEFFERSON, MI_SSOURI
APPROVING A SPECIAL EXCEPTION USE PERMIT FOR A CONFERENCE
CENTER AND HOTEL EXCEEDING 100,000 SQUARE FEET FOR PROPERTY
ADDRESSED AS 201 MADISON STREET AND 210 MONROE STREET
WHEREAS, the City of Jefferson, property owner of the real estate hereinafter
described, requested a Special Exception Use Permit to construct a
Conference Center and Hotel exceeding 100,000 square feet in the
C-3 Central Commercial Zoning District. The property consists of
lnlots 339, 340, 341, and 342 in the City of Jefferson, Missouri; and
WHEREAS, it appears that the procedures set forth in the zoning code have been
complied with as said property owners submitted to the Planning and
Zoning Commission and City Council an application for a Special
Exception Use Permit for the above referenced property.
NOW THEREFORE, BE IT RESOLVED by the Council of the City of Jefferson,
Missouri, asfollows:
Section 1- The Special Exception Use Permit application for a Conference
Center and Hotel exceeding 100,000 sf, on file as Case No. P25019 of the
Jefferson City Planning and Zoning Division, is hereby approved for the above
described site.
Section l The Signage plan for the development, including variations to
permit roof level signage and electronic message center signage, is hereby
approved.
Section ~- The requested Permissive Use of Right-of-Way, for
improvements as depicted on the development plans, is hereby approved.
Adopted this 20 th day of January, 2026
Mayor Ron Fitzwater
ATTEST:
City Clerk City Attorney
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NOTICE OF PUBLIC HEARINGS ON PLANNING AND ZONING MATTERS
The City Council of the City of Jefferson, Missouri, will hold public hearings on the following
planning and zoning matters on Tuesday, January 20, 2026 at 6:00 p.m. in the Council
Chamber of the John G. Christy Municipal Building, 320 East McCarty Street, Jefferson City,
Missouri.
1. 201 MADISON STREET AND 210 MONROE STREET – SPECIAL EXCEPTIOIN USE
PERMIT FOR CONFERENCE CENTER AND HOTEL EXCEEDING 100,000 SQUARE
FEET: Inlot Nos. 339, 340, 341, 342, in the City of Jefferson, Cole County, Missouri.
Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or
alternative formats as required under the Americans with Disabilities Act. Please allow three
business days to process the request. Please call (573) 634-6410 with questions regarding these
matters
Emily Donaldson, City Clerk, City of Jefferson, Missouri
P.T. - Friday, January 2, 2026
For contact information only.
Department of Planning and Protective Services/Planning Division
320 East McCarty Street, Room 120, Jefferson City, Missouri 65101
Contact: Kimm Bland
Phone (573) 634-6451 Fax (573) 634-6457
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Jefferson City
Planning & Zoning Commission
December 11, 2025
Case No. P25019
201 Madison Street and 210 Monroe Street
City of Jefferson
Special Exception Use Permit
Conference Center and Hotel
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E CAPITOL AVE
E HIGH ST
MONROE ST
MADISON ST
COMMERCIAL WAY
E STATE ST
E WALL WAY
ADAMS ST
PARSONS WAY
JEFFERSON ST
City of Jefferson Planning and Zoning Commission
.
0 110 220 55 Feet
VICINITY
Case No. P25019
201 Madison Street and 210 Monroe Street
Special Exception Use Permit
Conference Center and Hotel
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C-3
E CAPITOL AVE
MADISON ST
MONROE ST
E HIGH ST
Case No. P25019
201 Madison Street and 210 Monroe Street
Special Exception Use Permit
Conference Center and Hotel
City of Jefferson Planning & Zoning Commission
.
0 60 120 30 Feet
LOCATION MAP
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PLANNING STAFF REPORT
JEFFERSON CITY PLANNING AND ZONING COMMISSION
December 11, 2025
Case No. P25019 – 201 Madison Street and 210 Monroe Street, Special Exception Use Permit. Request
filed by City of Jefferson, property owner, for a Special Exception Use Permit for a conference center and
hotel exceeding 100,000 square feet. The property is located on south side of East Capitol Avenue along
the block situated between Madison Street and Monroe Street and is described as Inlot Nos. 339, 340, 341,
342, in the City of Jefferson, Cole County, Missouri. (DLR Group Inc., Consultant)
Nature of Request
This case involves an application for a Special Exception Use Permit for a convention center and hotel with
a combined square footage exceeding 100,000 square feet of gross floor area. The property consists of half
of a downtown city block and consists of about 2 acres. The property is owned by the City of Jefferson,
who has formed a not for profit organization to manage the conference center. The City has a master
developer agreement with Garfield Public/Private LLC to develop the project.
Hotels and large event centers exceeding 100,000 sf are a Special Exception use of the C-3 zoning of the
property.
Review and Approval Process:
Special Exception Use Permit requests are reviewed by the Planning and Zoning Commission. The Planning
and Zoning Commission makes a recommendation to the City Council. The City Council makes the final
decision.
Zoning and Surrounding Land Use
Current Zoning: C-3 Central Commercial
Current Use: Parking garage and surface parking Intended Use: Conference Center, Hotel, Parking Garage
Surrounding Zoning Surrounding Uses
North C-3 Offices
South C-3 Office/Retail/Restaurant
East C-3 Church/County Courthouse
West C-3 Office/Retail/Restaurant
Staff Analysis of Special Exception Permit
Use: Conference Center with Hotel and Parking Garage. Ancillary uses include restaurant and coffee shop.
Building Composition: The building totals approximately 190,000 square feet with attached 170,000 sf parking
garage. The building consists of:
- 201 room hotel
- 51,000 sf Convention Center
- 4,270 sf Restaurant/Lounge
Notable spaces include a ground-level lobby, restaurant, bar, café/market, fourth floor bar and outdoor pool deck.
The conference center includes 34,435 sf of meeting space with grand ballroom seating 1,000 guests, a junior
ballroom, and multiple meeting and breakout rooms.
Building Height: The building height is 102 feet (approximately 722’ above sea level elevation). The height of
the building would not exceed the maximum allowance in the C-3 district of 140 feet or 750’ above sea level (the
height of the base of the Capitol Dome).
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Parking: The project involves demolition of the existing downtown parking garage and construction of a new
parking garage connected to the conference center and hotel. An analysis of the parking plan was included with
the application. The parking plan includes ~495 parking spaces in the new parking garage (450 self park spaces
and 45 valet spaces) plus 45 spaces in the existing surface lot on the south side of the alley. The existing Madison
Street parking garage contains 593 spaces.
Traffic Analysis: A traffic generation analysis has been included with the application materials. The traffic
analysis outlines estimated peak hour traffic volumes based on Institute of Transportation Engineers (ITE) data.
Peak hour traffic estimates of 308 vehicle trips are detailed within the report. The site benefits from access to
multiple downtown streets with existing signalized intersections and low vehicle speeds. Staff do not anticipate
the development to require off-site improvements to accommodate traffic. Specific design of driveways and
anticipated vehicle circulation would be reviewed in conjunction with final construction documents.
Signage: A detailed signage plan was included with the application. The signage plan includes 1,160 sf of
building mounted signage to represent the multiple businesses/activities (conference center, hotel, restaurant,
parking garage).
- Signage is proposed on all four sides of the building at the top of the hotel tower (an elevation of
approximately 105’ above grade), which would exceed the maximum height for building mounted
signage of 20 feet.
- A digital sign 288 sf in size is proposed on a north facing wall. Electronic message center signage is not
a standard allowance for business uses within the C-3 district.
Variations from signage standards can be authorized within approval of a Special Exception Permit use. This
application is proposing deviations in order to accommodate the higher elevation of building mounted signage
and the electronic message center signage. Elevated signage is a common component of lodging uses, and serves
a practical purpose as the traveling public seeks to locate their lodging accommodations in an unfamiliar
environment. Electronic message center signage is a common component of large event center type uses, where
the need to display a schedule of events to the public is a typical component of such uses.
Utilities: the site has access to all necessary utilities. Utility service details would be further reviewed in
conjunction with final construction documents.
Improvements on Right-of-way: The development plan includes a number of improvements on (or above) the
street right-of-way, including canopies, bollards, and street furniture. Street trees and shrubbery are also proposed
at various locations on the Capital Avenue, Madison, and Monroe Street frontages. A permissive use of right-of-
way request is included with the application materials. Approval of the permissive use would be by the City
Council (separate from the SE Permit).
Review Criteria for Special Exception Permits:
Review Criteria Yes No Staff Comments:
Is consistent with the purpose and
intent of the zoning ordinance
X The C-3 zoning district is an appropriate zoning
district for conference center and lodging uses. The
development plan adheres to applicable site design
standards.
Is consistent with the comprehensive
plan
X The proposed conference center and hotel would help
to enrich the city center environment, which is a goal
of the Comprehensive Plan.
Shall not substantially and
permanently injure the appropriate use
of neighboring property
X The proposed use is an appropriate use in a downtown
environment and would benefit surrounding
properties through increased activity. The design of
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the building is complementary to the downtown
environment.
Shall serve public convenience and
welfare
X The proposed use fills a need for a conference center and
lodging in the downtown environment, along with
parking needs served by the parking garage. The
development plan includes improvements to streetscapes
and ancillary food and beverage uses that would serve
the public.
Shall not over burden the municipal
services
X Existing municipal services are adequate to serve the
proposed use.
Shall not cause traffic, parking,
population density or environmental
problems
X The expected traffic generation does not appear to
differ substantially from traffic generated by the
existing garage and should be accommodated by the
existing street network. The parking plan provides
for sufficient spaces for the conference center and
hotel use while retaining a sufficient number of
spaces to incorporate into an overall downtown public
parking system.
Shall not adversely affect the health,
safety and welfare of the community
X The development would be constructed in accordance
with applicable building and life safety codes and is
an expected and complementary use within a
downtown environment.
Staff Analysis
Staff recommend approval of the Special Exception Permit. The conference center and hotel is an appropriate
use in the downtown environment and would strengthen the downtown from a commercial activity perspective.
The design of the building is contemporary in nature yet mindful of the existing architectural styles in the area.
The requested variations from signage standards are appropriate for the type and scale of the proposed use.
Minor staff comments regarding design of curbing and other items located on right-of-way should be addressed
with a revised site plan. Final construction documents would be reviewed for conformance with all applicable
city code and other requirements.
Recommended Form of Motion
Motion to recommend approval of the Special Exception Use Permit with the following conditions:
i. Address staff technical comments on the development plan.
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QM
----- Jefferson City
MISS OU RI
City of Jefferson
Department of Planning & Protective Services
320 E. McCarty Street
Jefferson City, MO 65101
Phone: 573-634-6410
JCP lanning@iefferson c itym o .gov
wwwjeffersoncitymo.gov
APPLICATION FOR SPECIAL EXCEPTION USE
The undersigned hereby petitions the Planning and Zoning Commission and City Council of the City of Jefferson,
Missouri for the following Special Exception:
Special Exception Use Application Fee: Residential = $525 Commercial = $687
Proposed Land Use: 3A-2; Event Center - Major, 3B- 3; Lodging over 100,000 SF, 3D Parking
(include Reference Number from Land Use Matrix; site plan must be attached)
Property Location/Address: 201 Madison Street and 210 Monroe Street
Legal Description: (as follows or is attached)_S_e_e_a_t_ta_c_h_e_d_s_u_rv_e_y______________ _
Current Zoning District: C-3
Does project involve a change in zoning district? 0No 0Yes, proposed zoning ________ _
If yes, a separate rezoning application is required
The undersigned hereby state they are the owners of the real estate described above or in the attached exhibit who petition for
special exception use:
ALL OWNERS OF REAL PROPERTY INCLUDED IN THIS APPLICATION MUST SIGN THE APPLICATION, AND ALL
SIGNATURES MUST BE NOTARIZED. IF ADDITIONAL SIGNATURES ARE NEEDED, PLEASE ATTACH SE PARA TE SHEETS.
City of Jefferson (Brian Crane, City Administrator) --~--'-.:;.....----'C--~-- ___________ _
Property Owner #1 Name (type or print) Property Owner Signature
Property Owner #2 Name (type or print) Property Owner Signature
fffflmn-.......,nr.irr...;.,;;;;;,.,;:rn;::;;-;;;:.;;ifhlc;-_-_-....1_--t-1__ day of t?.rra~ in the year /Jl)'J.5
Address of Property Owner #1:
Address of Property Owner #2
Phone Number(s): ________________________________ _
Applicant Information (if different from property owner) Name: __________________ _
Address: ________________ Phone Number(s): ______________ _
For City Use Only: (Revised July 1, 2024)
Application Filing Fee: Residential= $315 + $200 advertising fee Commercial= $472 + $200 advertising
fee Payment ReceivedO_cash (Receipt #____~O_check (Copy; check#_____~
.l;)tlachments: Qsite plan
U Applicant Information Sheet
tr\ Q.subdivision Plat
::!1....!.__0ther documentation
QProject Description Narrative QLocation Map
Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the Americans
with Disabilities Act. Please allow three business days to process the request.
Page 1 of 4
-- 21 of 296 --
DLR Group Inc.
a Kansas corporation
7290 West 133rd Street
Overland Park, KS 66213
Memorandum
Project Name: Jefferson City Conference Center Hotel
To: Eric Barron, Planning Manager, City of Jefferson
CC: Mark Bullard, Steve Galbreath, Paul Samson, Steve Jones Brian Murch, Travis
Bailey
From: Jeff Hemer, AIA
Date: 11/12/25
Re: Special Exception Permit Application
The following information is provided in support of the Special Exception Permit Application
Project Narrative
The Jefferson City Conference Center Hotel is an eight-level, 201-key headquarters hotel and
conference facility located on Capitol Avenue in Jefferson City, Missouri, overlooking the Missouri
River and the State Capitol. The project totals approximately 189,421 GSF and rises 102 feet to the
roof, with an attached 169,683 GSF structured parking garage providing 481 stalls and 45 surface
stalls from the existing lot. The building features a ground-level lobby, restaurant, bar, and
café/market that activate Capitol Avenue, with a fourth-floor bar and outdoor pool deck offering
expansive river views. The conference program includes approximately 34,435 NSF of meeting space
highlighted by a grand ballroom seating 1,000 guests, a junior ballroom, and multiple meeting and
breakout rooms supported by generous prefunction areas. Drawing inspiration from Jefferson City’s
stately civic architecture and the flowing movement of the Missouri River, the façade reinterprets the
classical colonnade through a contemporary composition of shifting planes, creating a refined yet
dynamic expression along the city’s riverfront edge.
END OF MEMO
~ DLRGROUP
ELEVATE the
H UMAN EXP E RI E NC E
THROUGH DESIGN
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Jefferson City Special Exception Use Application
Addendum A – Review Criteria
To be used to support special exception use requests.
(Section 35-73.D.4)
Property Address________________________________________________________
Applicant Name ________________________________________________________
Provide responses to the following required findings. State all reasons for your answer and use
additional pages to complete your answer if necessary.
A. How is the proposed use consistent with purpose and intent of the zoning ordinance?
B. How is the proposed use consistent with the comprehensive plan?
C. How does the proposed use not substantially and permanently injure the
appropriate use of neighboring property?
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D. How does the proposed use serve the public convenience and welfare?
E. How does the proposed use not over burden the municipal services?
F. How does the proposed use not cause traffic, parking, population density or
environmental problems?
G. How does the proposed use not adversely affect the health, safety and welfare of
the community?
-- 24 of 296 --
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/6*5283
:(671'675((7
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5((1*,1((5(',1&
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0217,&(//20,11(627$
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6287+7+675((768,7((
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0$66$&+86(776$9(1:
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9(57,&$/75$163257$7,21
3(562+1+$+1
635,1*&<35(665'68,7('
720%$//7(;$6
352-(&77($0
G0.1 COVER SHEET
V1.0 DESIGN TOPOGRAPHIC SURVEY AND DEMOLITION PLAN
C1.0 GRADING PLAN
C1.1 SITE LAYOUT PLAN
L0.0 ORIENTATION PLAN
L1.1 LAYOUT PLAN – AREA 1
L1.2 LAYOUT PLAN – AREA 2
L2.1 LANDSCAPE PLAN – AREA 1
L2.2 LANDSCAPE PLAN – AREA 2
L3.1 SUPPLEMENTARY IMAGERY
AS1.1 ARCHITECTURAL SITE PLAN
A1.1 LEVEL 01 FLOOR PLAN
A1.P2 LEVEL P2 FLOOR PLAN
A1.2 LEVEL 02 FLOOR PLAN
A1.3 LEVEL 03 FLOOR PLAN
A1.4 LEVEL 04 FLOOR PLAN
A1.5 LEVEL 05 FLOOR PLAN
A1.6 LEVEL 06 FLOOR PLAN
A1.7 LEVEL 07 FLOOR PLAN
A1.8 LEVEL 08 FLOOR PLAN
A4.5 EXTERIOR VIEWS
SHEET INDEX
0..
:)
0
0:::
(9
0::
_J
C
Iii
-- 25 of 296 --
Storm Drop Inlet
TC: 617.06
Storm Jct Box
TC: 615.96
Storm Drop Inlet
TC: 617.56
Storm Drop Inlet
TC: 619.67
Storm Jct. Box
TC: 632.47
Grated Inlet TC: 633.34
Storm Grated Inlet
TC: 621.44
Storm Grated
Inlet
TC: 622.68
Storm MH
TC: 620.34
Storm MH
TC: 619.56
San. MH
TC: 618.45
FL (NW): 611.75
FL (SE): 611.75
FL (NE): 611.65
San. MH
TC: 634.33
FL (SW): 628.53
FL (SE): 628.43 FL (NE): 628.23
San. LH
TC: 639.41
FL (NE): 630.11
San. MH
TC: 627.94
San. MH
TC: 638.07
48"Ø Vert. CMP
Top: 617.17
Bottom: 612.37
Storm Grate
Top: 617.00
Bottom: 615.60
Storm Grate
TC: 618.56
Storm Grate
TC: 620.04
FL (NE): 000.00±
Approx. Location San. MH
(Buried under Asphalt)
Building
Bike Lane
Bike Lane Bike Lane
Bike Lane
618
618
619
619
620
620
621
621
622
622
623
623
624
624
625
625
626
626
627
627
628
628
629
629
630
630
631
631
632
632
633
633
634
634
634
635
635
635
636
636
636
637
637
637
638
638
638
639
637
637
638
638
638
638
639
639
640
640
619
619
620
620
621
621
622
622
623
623
624
624
625
625626
626
627
627
628
628
628
628
629
629
630
630
631
631
632
632
633
633
634
634
635
635
636
637
MONROE ST.
E. CAPITOL AVE.
E. COMMERCIAL WAY
MADISON ST.
SAWCUT LINE
REMOVE EXISTING CURB AND PAVING
1
2
3
5
6
REMOVE EXISTING STORM INLET AND PIPING -
COORDINATE WITH NEW STORM WORK
REMOVE EXISTING STORM INLET
FIRE HYDRANT TO BE RELOCATED - COORDINATE WITH
SITE PLAN
TAKE DOWN ALL LIGHT POLES ALONG SITE AND SET ASIDE
FOR REINSTALLATION OR RETURN TO THE CITY IF NEW
POLES ARE INSTALLED (TYP)
4
DEMOLITION NOTES:
GENERAL NOTES
LEGEND
0 20' 40'
SCALE: 1"=20'
DESIGN TOPOGRAPHIC SURVEY AND DEMOLITION PLAN
© DLR Group
13-24114-00
11.12.2025
JEFFERSON CITY CONFERENCE CENTER HOTEL
SPECIAL
EXCEPTION
PERMIT SUBMITTAL
220 E. CAPITOL AVE JEFFERSON CITY, MISSOURI 65101
GARFIELD PUBLIC / PRIVATE LLC
CIVIL ENGINEER:
601 MONROE STREET
SUITE 201
JEFFERSON CITY, MO
65101-3180
PH: 573-634-3181
Missouri Certificate
of Authority
No. 000167 - Engineering
www.bartlettwest.com
Space Reserved for Approving Authority
SURVEY INFORMATION:
ALL SURVEY DATA SHOWN WAS PROVIDED BY:
CENTRAL MISSOURI PROFESSIONAL SERVICES, INC.
2500 E. MCCARTY STREET
CONTACT: KEITH BRICKEY
PHONE: 573-634-3455
BARTLETT & WEST
601 MONROE ST, SUITE 201
JEFFERSON CITY, MO 65101
PROJECT CONTACT: BRIAN K. MCMILLIAN, PE
EMAIL: BRIAN.MCMILLIAN@BARTWEST.COM
PHONE: 573-659-6764
ENGINEERING FIRM OF RECORD:
1. ALL UTILITY INFORMATION SHOWN HEREIN IS BASED ON THE
TOPOGRAPHIC INFORMATION SURVEYED BY CENTRAL
MISSOURI PROFESSIONAL SERVICES, INC. AT THE TIME OF
DESIGN. CONTRACTOR SHALL VERIFY ALL UTILITY DEPTHS
AND LOCATIONS PRIOR TO CONSTRUCTION. THE
CONTRACTOR SHALL BE RESPONSIBLE FOR CONTACTING ALL
UTILITY COMPANIES TO FIELD LOCATE AND/OR ADJUST THEIR
UTILITY AS REQUIRED FOR CONSTRUCTION. DIG SAFE SHALL
LOCATE PUBLIC UTILITIES. OWNER WILL COORDINATE 3RD
PARTY LOCATER FOR PRIVATE UTILITIES. ALL UTILITY
LOCATIONS SHOWN ON THE PLANS ARE APPROXIMATE AND
THE DESIGN PROFESSIONAL ASSUMES NO LIABILITY FOR SAME.
2. CONTRACTOR SHALL MAINTAIN POSITIVE DRAINAGE DURING
DEMOLITION AND IS RESPONSIBLE FOR ALL DEWATERING
NECESSARY FOR CONSTRUCTION.
3. CARE SHALL BE EXERCISED BY THE CONTRACTOR TO PRESERVE
AND/OR PROTECT ANY EXISTING VEGETATION OUTSIDE OF
AREAS TO BE GRADED. THE PERSON(S) WHO DAMAGES ANY OF
THESE AREAS SHALL BE HELD RESPONSIBLE FOR ALL COSTS OF
REPLACEMENT MATERIALS AND LABOR.
4. ALL DEMOLITION AND ALL WASTE EXCAVATION,
CONSTRUCTION MATERIALS, DEMOLISHED STRUCTURES AND
DEBRIS REMOVED FROM THE SITE SHALL COMPLY WITH THE
CITY OF JEFFERSON CITY, MO. DESIGN CODES.
5. CONTRACTOR SHALL PROVIDE THE APPROPRIATE BMP
(COMPOST SOCK, GRAVEL FILTER BAGS, WADDLES, SILT FENCE
ETC.) AROUND STOCKPILE AREA TO PROTECT ADJACENT
INLETS ETC. UNTIL STOCKPILE IS REMOVED FROM SITE. ALL
EXCAVATED OR OTHERWISE DISTURBED AREAS SHALL BE
RETURNED TO THEIR ORIGINAL CONDITION AS NEARLY AS IS
PRACTICAL. THE REPLACEMENT MATERIALS SHALL BE
COMPACTED SO AS TO PREVENT SETTLEMENT. ANY PARKING
OR DRIVE SURFACING, SIDEWALK OR ESTABLISHED TURF
AREAS SHALL BE REPLACED IN KIND OR AS SHOWN HEREIN.
6. THE CONTRACTOR IS RESPONSIBLE FOR ALL BARRICADES
REQUIRED FOR SAFETY IN AND AROUND THE CONSTRUCTION
SITE. CONTINUOUS MAINTENANCE OF TRAFFIC CONTROL
DEVICES DURING THE TERM OF THIS PROJECT IS THE
CONTRACTOR'S RESPONSIBILITY. ALL TRAFFIC CONTROL
DEVICES SHALL MEET THE REQUIREMENTS OF THE LATEST
VERSION OF THE "MANUAL ON UNIFORM TRAFFIC CONTROL
DEVICES FOR STREETS AND HIGHWAYS."
7. THE CONTRACTOR IS RESPONSIBLE FOR CONTACTING AND
COORDINATING REMOVAL AND REPLACEMENT OF ALL UTILITIES
ON THIS SITE WITH THE OWNER, AND THE APPROPRIATE
UTILITY PROVIDER, ALL UTILITIES INCLUDE, BUT ARE NOT
LIMITED TO STORM, SANITARY, GAS, ELECTRIC, WATER,
TELEPHONE, AND CABLE.
8. THE CONTRACTOR SHALL ESTABLISH STAGING, STORAGE AND
PARKING AREAS PER APPROVAL OF THE OWNER, THE AREAS
SHALL BE FENCED WITH TEMPORARY FENCING AS APPROVED
BY THE OWNER.
9. THE CONTRACTOR SHALL BE RESPONSIBLE FOR MAINTAINING
AND PROTECTING ALL SURVEY STAKES (CONTROL POINTS,
REFERENCE POINTS, BENCH MARKS, PROPERTY AND OFFSET
CORNERS, AND ALL OTHER ESSENTIAL HORIZONTAL AND
VERTICAL SURVEY CONTROL POINTS) UNTIL CONSTRUCTION
ACTIVITY IS COMPLETED. THE CONTRACTOR SHALL PAY FOR
RE-STAKING ANY SURVEY STAKES THAT ARE DESTROYED.
10. CONTRACTOR TO EXERCISE EXTREME CAUTION WHEN MOVING
OR WORKING NEAR ANY UTILITIES.
11. SAWCUTS ALONG SIDEWALKS AND PAVEMENT SHALL BE
REMOVED AT THE NEAREST EXISTING JOINT IF APPLICABLE.
12. CONTACT CITY OF JEFFERSON DEPARTMENT OF PUBLIC WORKS
BEFORE DOING ANY WORK ON THE CITY RIGHT OF WAY.
13. A DEMOLITION PROJECT WAS COMPLETED PRIOR TO THIS
PROJECT WHICH REMOVED THE EXISTING PARKING GARAGE
AND PARKING LOT. THE INFORMATION AT THE TIME OF THE
PLAN DEVELOPMENT MAY NOT ACCURATELY REFLECT THE
ACTUAL EXTENTS OF REMOVALS OR THE EXISTING ELEVATIONS
OF THE PROPERTY.
14. PROTECT ALL STREET LIGHTS, TRAFFIC LIGHTS, TRAFFIC
CONTROL BOXES OR OTHER ITEMS NOT CALLED TO BE
REMOVED.
V1.0
DESIGN
TOPOGRAPHIC
SURVEY AND
DEMOLITION
PLAN
DEMOLITION AREA
PERIMETER SILT CONTROL / / / / /
4
3
5
3
6
6
6
6
6
6
6
6
6
PROVIDE INLET PROTECTION BMP'S AT ALL STORM INLETS
ADJACENT TO SITE.
7
7
7 7
7
W:\Proj\21000\21758\21758.004\AutoCad\Xrefs\021758.004C_DESIGN-BASE_JC-CONF-CTR.dwg, V1.0, 11/12/2025 2:39:40 PM
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JIOrelMEJIGftOIJl,(lfO.ClJTU,STiu:ruRESN()l/lllllES,111.~BEEIIPI.OTTED
FRClll~VMNU.SUMYSNIORECOROS,NCll£Jiff'OftElltEIIUXA!JlNS
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Bartlett
&West
-- 26 of 296 --
Storm Drop Inlet
TC: 617.06
Storm Jct Box
TC: 615.96
Storm Drop Inlet
TC: 617.56
Storm Drop Inlet
TC: 619.67
Storm Jct. Box
TC: 632.47
Grated Inlet TC: 633.34
Storm Grated Inlet
TC: 621.44
Storm Grated
Inlet
TC: 622.68
Storm MH
TC: 620.34
Storm MH
TC: 619.56
San. MH
TC: 618.45
FL (NW): 611.75
FL (SE): 611.75
FL (NE): 611.65
San. MH
TC: 634.33
FL (SW): 628.53
FL (SE): 628.43 FL (NE): 628.23
San. LH
TC: 639.41
FL (NE): 630.11
San. MH
TC: 627.94
San. MH
TC: 638.07
Storm Grate
TC: 618.56
Approx. Location San. MH
(Buried under Asphalt)
Building
Bike Lane
Bike Lane Bike Lane
Bike Lane
618
618
619
619
620
620
621
621
622
622
623
623
624
624
625
625
626
626
627
627
628
628
629
629
630
630
631
631
632
632
633
633
634
634
634
635
635
635
636
636
636
637
637
637
638
638
638
639
637
637
638
638
638
638
639
639
640
640
619
619
620
620
621
621
622
622
623
623
624
624
625
625626
626
627
627
628
628
628
628
629
629
630
630
631
631
632
632
633
633
634
634
635
635
636
637
MONROE ST.
E. CAPITOL AVE.
E. COMMERCIAL WAY
MADISON ST.
STORM WATER QUALITY NOTES:
GRADING NOTES
LEGEND
0 20' 40'
SCALE: 1"=20'
GRADING PLAN
© DLR Group
13-24114-00
12.17.2025
JEFFERSON CITY CONFERENCE CENTER HOTEL
50% DESIGN
DEVELOPMENT
220 E. CAPITOL AVE JEFFERSON CITY, MISSOURI 65101
GARFIELD PUBLIC / PRIVATE LLC
CIVIL ENGINEER:
601 MONROE STREET
SUITE 201
JEFFERSON CITY, MO
65101-3180
PH: 573-634-3181
Missouri Certificate
of Authority
No. 000167 - Engineering
www.bartlettwest.com
Space Reserved for Approving Authority
C1.0
GRADING
PLAN
1. ALL QUANTITIES SHALL BE CALCULATED BY THE CONTRACTOR
AND INCLUDE ALL SUBSIDIARY ITEMS NECESSARY TO
COMPLETE THE WORK.
2. THE CONTRACTOR SHALL OBTAIN ALL NECESSARY LOCAL
PERMITS REQUIRED FOR THE SITE GRADING.
3. ALL AREAS DISTURBED DURING THE PROGRESS OF THIS
PROJECT SHALL BE FINISHED WITH 6" (MIN.) OF TOPSOIL
AND GRADED/RESTORED TO EXISTING CONDITIONS PRIOR TO
DISTURBANCE.
4. ALL GROUND SURFACES SHALL VARY UNIFORMLY BETWEEN
INDICATED ELEVATIONS.
5. GRADING PLAN REFLECTS TOP OF TURF OR PAVEMENT
ELEVATION UNLESS OTHERWISE NOTED.
6. CONTRACTOR SHALL PROVIDE AND MAINTAIN POSITIVE
DRAINAGE DURING ALL PHASES OF CONSTRUCTION.
7. EXISTING UTILITIES AS SHOWN ARE APPROXIMATE
LOCATIONS ONLY. IT SHALL BE THE RESPONSIBILITY OF THE
CONTRACTOR TO VERIFY THE LOCATIONS OF ALL EXISTING
UTILITIES PRIOR TO THE START OF CONSTRUCTION WORK.
ANY DAMAGE TO EXISTING STRUCTURES, UTILITIES, FENCES,
AND/OR INCIDENTALS NOT DESIGNATED FOR REMOVAL SHALL
BE REPAIRED AT THE CONTRACTOR'S EXPENSE.
8. THE CONTRACTOR SHALL NOT PERFORM FINAL GRADING OR
SEEDING UNTIL ALL UTILITY INSTALLATIONS ARE COMPLETE.
9. NO SLOPES ON THIS SITE SHALL EXCEED 3 TO 1 UNLESS
SHOWN ON THE GRADING PLAN.
10. THE CONTRACTOR SHALL BE RESPONSIBLE FOR MAINTAINING
AND PROTECTING ALL SURVEY STAKES (CONSTRUCTION
STAKES, CONTROL POINTS, REFERENCE POINTS, BENCH
MARKS, PROPERTY AND OFFSET CORNERS, AND ALL OTHER
ESSENTIAL HORIZONTAL AND VERTICAL SURVEY CONTROL
POINTS) UNTIL CONSTRUCTION ACTIVITY IS COMPLETED. THE
CONTRACTOR SHALL PAY FOR RE-STAKING ANY SURVEY
STAKES THAT ARE DESTROYED.
11. SEE SHEET C500 FOR NOTES AND DETAILS RELATED TO THE
LAND DISTURBANCE PERMIT AND SWPPP.
GRADING NOTE: A DETAILED
GRADING PLAN IS NOT
DEVELOPED AT THIS TIME, BUT
DUE TO THE CLOSE PROXIMITY
TO THE STREET, NEW GRADES
AND ELEVATIONS WILL
ESSENTIALLY MATCH EXISTING
STREET GRADES.
HP = HIGH POINT
LP = LOW POINT
TC = TOP OF CURB
TP = TOP OF PAVEMENT
GT = GUTTER
TOS = TOP OF SWALE
FG = FINISHED GRADE
EG = EXISTING GRADE
TS = TOP OF SIDEWALK
ME = MATCH EXISTING
FL = FLOW LINE
WT = FINISH GRADE ELEV. AT
TOP OF WALL
WB = FINISH GRADE ELEV. AT
BOTTOM OF WALL
FF = FINISH FLOOR ELEV.
TEMPORARY MEASURES:
1. INLET PROTECTION
2. PHASING INFORMATION
3. SEDIMENT CONTROL FOR DRAINAGE EXITING SITE
4. MAINTENANCE PROCEDURES, NOTES, ETC.
5. CONCRETE WASHOUT AREA IDENTIFIED.
6. NO FUEL AND CHEMICAL STORAGE
7. PASS THROUGH OF UPSTREAM WATER THROUGH SITE.
PERMANENT MEASURES:
1. ENCLOSED ROOF DRAIN PIPING SYSTEM WHICH
MINIMIZES SURFACE EROSION.
2. PERMANENT STORMWATER QUALITY/DETENTION
BASIN.
3. DUMPSTER AREA AWAY FROM STORM SYSTEM.
STORM WATER QUALITY BENEFITS SUMMARY LIST
1. CLEAR SITE AND COMPLETE MASS GRADING.
2. DEFINE CONCRETE WASHOUT AND TOPSOIL STOCKPILE
LOCATIONS, INSTALL ASSOCIATED SILT FENCING.
3. PLAN MODIFICATION: THE CONTRACTOR MUST MODIFY THE
PLAN IF THE PLAN FAILS TO SUBSTANTIALLY CONTROL
EROSION AND OFFSITE SEDIMENTATION. THE CONTRACTOR
MAY MODIFY THE PLAN OR CONSTRUCTION SEQUENCE IF
IMPLEMENTATION IS INFEASIBLE FOR SITE CONDITIONS OR
CONTRACTOR METHODS. ANY SUCH MODIFICATION SHALL
CONTROL EROSION AND OFFSITE SEDIMENTATION TO THE
MAXIMUM EXTENT PRACTICABLE. PLAN MODIFICATIONS DUE
TO INEFFECTIVENESS MAY BE TAKEN WITHOUT PRIOR
APPROVAL OF THE REVIEW AGENCY, BUT MUST BE FULLY
DOCUMENTED AND APPROVAL SECURED FROM THE
PERMITTING AUTHORITY AS SOON AS PRACTICABLE. THE
DOCUMENTATION LOG IS TO INCLUDE THE DATE AND A
BRIEF DESCRIPTION OF THE CHANGE AND THE NAME & TITLE
OF THE PERSON WHO AUTHORIZES THE CHANGE, PER PART
7.3.1 OF THE NOI PERMIT.
INTERIM PHASING CONSTRUCTION SEQUENCE:
FF 621.50 FF 620.00 (LOBBY) FF 620.00 (RESTAURANT)
FF 624.00 (LOADING DOCK/SERVICE AREA)
ELEV 620.00
FF 621.50
PARKING ELEVATION 629.0 +/-
PARKING ELEVATION 633.67 +/-
W:\Proj\21000\21758\21758.004\AutoCad\Xrefs\021758.004C_DESIGN-BASE_JC-CONF-CTR.dwg, C1.0, 12/17/2025 10:41:45 AM
-- 27 of 296 --
Storm Drop Inlet
TC: 617.06
Storm Jct Box
TC: 615.96
Storm Drop Inlet
TC: 617.56
Storm Drop Inlet
TC: 619.67
Storm Jct. Box
TC: 632.47
Grated Inlet TC: 633.34
Storm Grated Inlet
TC: 621.44
Storm Grated
Inlet
TC: 622.68
Storm MH
TC: 620.34
Storm MH
TC: 619.56
San. MH
TC: 618.45
FL (NW): 611.75
FL (SE): 611.75
FL (NE): 611.65
San. MH
TC: 634.33
FL (SW): 628.53
FL (SE): 628.43 FL (NE): 628.23
San. LH
TC: 639.41
FL (NE): 630.11
San. MH
TC: 627.94
San. MH
TC: 638.07
Storm Grate
TC: 618.56
Approx. Location San. MH
(Buried under Asphalt)
Building
Bike Lane
Bike Lane Bike Lane
Bike Lane
MONROE ST.
E. CAPITOL AVE.
E. COMMERCIAL WAY
MADISON ST.
CONSTRUCTION CITY OF JEFFERSON COMMERCIAL
ENTRANCE (SEE DETAIL C5.1)
INSTALL 6" PCC PAVING ON 4" TYPE 5 BASE FROM
COMMERCIAL ENTRANCE TO PARKING STRUCTURE
1
2
3
5
6
INSTALL HEAVY DUTY 8" PCC PAVING ON 4" TYPE 5 BASE IN
LOADING DOCK AREA
SEE LANDSCAPE PLANS FOR FINISH TO PARKING/DROP OFF
LANE ALONG CAPITOL AVENUE. CURRENT PLAN IS FOR
PAVERS AT ENTRANCE AREA AND COLORED CONCRETE IN
REMAINDER.
CONSTRUCT TYPE A CURB AND GUTTER (SEE DETAIL C5.1)
SEE DETAIL FOR PAVEMENT REPAIR AT SAWCUT
MATCH CURB LINE TO EXISTING INLET THROAT (TYP)
INSTALL 3'X3' GRATE INLET WITH HEAVY DUTY GRATE
INSTALL 4'X4' JUNCTION BOX OVER EXISTING LINE
7
4
8
REFERENCE NOTES:
GENERAL NOTES
LEGEND
0 20' 40'
SCALE: 1"=20'
SITE LAYOUT PLAN
6" PCC ON 4" BASE PAVING
© DLR Group
13-24114-00
12.17.2025
JEFFERSON CITY CONFERENCE CENTER HOTEL
50% DESIGN
DEVELOPMENT
220 E. CAPITOL AVE JEFFERSON CITY, MISSOURI 65101
GARFIELD PUBLIC / PRIVATE LLC
CIVIL ENGINEER:
601 MONROE STREET
SUITE 201
JEFFERSON CITY, MO
65101-3180
PH: 573-634-3181
Missouri Certificate
of Authority
No. 000167 - Engineering
www.bartlettwest.com
Space Reserved for Approving Authority
C1.1
SITE LAYOUT
PLAN
1. THE CONTRACTOR SHALL FIELD VERIFY ALL DIMENSIONS AND
QUANTITIES AND SHALL RECORD "AS-BUILT" DIMENSIONS OR
LOCATIONS OF ANY APPURTENANCES IF THEY DIFFER FROM
THE PLANS.
2. ALL HANDICAPPED SITE FEATURES SHALL BE CONSTRUCTED TO
MEET ALL STATE, LOCAL, AND ADA SPECIFICATIONS AS
CURRENTLY IN EFFECT.
3. CONTACT AFFECTED OWNER(S) A MINIMUM OF 24 HOURS
PRIOR TO HALTING OF UTILITY SERVICES. UNDER NO
CIRCUMSTANCE SHALL ANY UTILITY SERVICE BE DISCONTINUED
FOR MORE THAN ONE (1) 12-HOUR PERIOD.
4. ALL DISTURBED OFFSITE CONDITIONS SHALL BE REPLACED TO
THEIR PREVIOUS CONDITION(S). ANY DAMAGE TO OR REMOVAL
OF EXISTING CONDITIONS OCCURRING UPON ADJACENT
PROPERTY DURING CONSTRUCTION SHALL BE REPAIRED OR
REPLACED TO THEIR PREVIOUS CONDITION(S).
5. CARE SHALL BE EXERCISED BY THE CONTRACTOR TO PRESERVE
AND/OR PROTECT ANY EXISTING VEGETATION OUTSIDE OF
AREAS TO BE GRADED. THE PERSON(S) WHO DAMAGES ANY OF
THESE AREAS SHALL BE HELD RESPONSIBLE FOR ALL COSTS OF
REPLACEMENT MATERIALS AND LABOR.
6. CONTRACTOR SHALL MAINTAIN POSITIVE DRAINAGE DURING
CONSTRUCTION.
7. ALL ROUTING AND INSTALLATION OF PROPOSED UTILITIES
(TELEPHONE, GAS, WATER, ETC.) SHALL BE COORDINATED
BETWEEN THE GENERAL CONTRACTOR AND THE APPROPRIATE
UTILITY PROVIDER. ALL UTILITY ROUTING SHALL BE APPROVED
BY THE OWNER/ARCHITECT AND THE APPROPRIATE UTILITY
PROVIDER PRIOR TO INSTALLATION. ANY PROPOSED UTILITY
ROUTING DESIGNATED ON THESE DOCUMENTS ARE FOR
GENERAL GUIDELINES ONLY UNLESS OTHERWISE SPECIFIED.
BARTLETT & WEST INC. ASSUMES NO LIABILITY FOR IMPROPER
ROUTING OR CONNECTIONS TO EXISTING UTILITIES.
8. ALL METHODS AND MEANS OF CONSTRUCTION PERFORMED ON
THIS PROJECT SHALL CONFORM TO THE DESIGN CRITERIA FOR
THE CITY OF JEFFERSON CITY, MO.
9. REFER TO ELECTRICAL ENGINEER'S PLANS FOR ALL LOCATIONS,
TYPE, DESIGN AND DETAILS OF SITE LIGHTING AND ALL
ELECTRICAL ROUTING USED THROUGHOUT THE PROJECT.
10. REFER TO LANDSCAPE PLANS FOR FINISHES TO SIDEWALK
PAVING AND LANDSCAPE AREAS.
1
1
1
2 2
3
4 4 4
8" PCC ON 4" BASE HEAVY DUTY PAVING OF
CITY STANDARD COMMERCIAL ENTRANCE
TYPE A CURB AND GUTTER (30" WIDE)
6
6
6
PARKING STRUCTURE
RESTAURANT AREA
HOTEL LOBBY AREA
CONFERENCE CENTER AREA
PARKING STRUCTURE
PARKING STRUCTURE
PARKING STRUCTURE
PARKING STRUCTURE
5
5
5
5 5 5
5
5
5 5
5
5
9 RE-PAINT LOADING SPACES ALONG MADISON STREET
MARK THREE 18' LONG PARKING SPACES ALONG MONROE
WITH PARKING METERS (BY CITY)
TRANSFORMER AND ELECTRICAL EQUIPMENT AREA - SEE
ARCHITECTURAL / LANDSCAPE FOR ENCLOSURE DETAILS
10
11
9
9
9
10
10
10
R9.50'
R9.50'
R4.50'
R4.50'
R4.50'
R9.50'
R10.50'
R9.50'
R4.50'
R5.00'
R14.50'
R4.50'
R4.50'
24.5'
39.31'
24.25'
TRASH DUMPSTER AREA 12
4' LOADING DOCK - SEE ARCHITECTURAL AND STRUCTURAL 13
PLANTER AREA AT BUILDING (SEE LANDSCAPE PLANS) 14
11
11
12
13
13
TYPE A3 ADA RAMP (SEE DETAIL SHEET C5.1) 15
CARRY 2' x 6" THICK CONCRETE STRIP BETWEEN
ASPHALT/BIKE LANE AND NEW PAVER DROP-OFF AREA.
THIS IS THE LOW SPOT FOR DRAINAGE.
16
CONSTRUCT 4'X4' JUNCTION BOX OVER EXISTING PIPE AND
REMOVE PIPE TO WEST - OFFSET MH LID SO IT FALLS IN
PLANTER AREA
17
7
8
14
14
14
14
14 14 14
18.00'
__" FIRE SERVICE WITH DETECTOR CHECK VALVE 22
17
__" DOMESTIC WATER SERVICE WITH WATER METER PIT 19
NOTE: UTILITY SERVICE INFORMATION NOT AVAILABLE AT
TIME OF PRINTING. SEE MEP SITE PLAN FOR MORE
INFORMATION.
__" SANITARY LATER TO MAIN IN CAPITOL AVENUE. NOTE
CITY OF JEFFERSON TO CONSTRUCT NEW MH AT
CONNECTION LOCATION.
20
ELECTRICAL SERVICE TO COME FROM SOUTHEAST CORNER
OF SITE ALONG MONROE TO NEW TRANSFORMER AREA
21
1.51'
8.82'
__" GAS SERVICE - SET NEW METER AT BUILDING 21
4.60'
1.17'
7.51'
1.48'
0.33'
1.29'
23.04'
14.06'
7.23'
15 15
5" CONCRETE SIDEWALK
PAVERS - SEE LANDSCAPE FOR DETAILS
PAVERS - SEE LANDSCAPE FOR DETAILS
LANDSCAPE AREA - SEE LANDSCAPE FOR DETAILS
2.00'
16 16
R14.50'
11.33'
9.25'
2' WIDE PAVED PCC STRIP OF COLORED CONCRETE ALONG
BACK OF CURB. MAY BE INTEGRAL WITH CURB SEE DETAIL
(TYP) CONTINUE 2' STRIP ALONG DROP OFF AREA ON
CAPITOL AVE. WITH 6" BOLLARDS. (SEE LANDSCAPE)
18
18
18 18
18
18
18
18
18
W:\Proj\21000\21758\21758.004\AutoCad\Xrefs\021758.004C_DESIGN-BASE_JC-CONF-CTR.dwg, C1.1, 12/17/2025 10:41:46 AM
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&216758&7,21
We respectfully request a Special Exception to
deviate from the City of Jefferson’s standard
streetscape concrete paving specification. The
proposed alternative—integral colored concrete with
a Sandscape finish—has been carefully selected to
align with the City’s design intent while offering
enhanced durability and long-term performance. The
integral color of the proposed paving will match the
City’s standard, ensuring visual consistency across
the streetscape. The Sandscape finish is designed to
replicate the aesthetic and texture of the City’s
standard seeded concrete, preserving the intended
look and feel of the public realm. This deviation is
proposed based on our extensive experience with
the performance of seeded concrete in regional
conditions. Seeded concrete has shown vulnerability
to deterioration caused by snow-melt salts and the
repeated freeze-thaw cycles typical of our climate. In
contrast, the Sandscape finish provides a more
resilient surface that better withstands these
environmental stressors, reducing maintenance
needs and extending the lifespan of the paving. We
believe this alternative meets the City’s aesthetic
goals while improving the functional integrity of the
streetscape materials. We appreciate your
consideration of this request.
ZONING
APPLICATION
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ZONING
APPLICATION
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Page 1 of 7
601 Monroe Street, Suite 201
Jefferson City, MO 65101
www.BartlettWest.com
November 11, 2025
City of Jefferson Planning and Zoning Commission
Re: Jefferson City Conference Center & Hotel Trip Generation Memo
To whom it may concern,
This memo compiles information related to the proposed conference center and hotel
located in Jefferson City, Missouri. The purpose of this memo is to present the
anticipated trips generated from the development.
This memo encompasses the following:
• Project Information
• Existing Conditions
• Proposed Trip Generation
Project Information
Location
As shown in the figure below, the Jefferson City Conference Center & Hotel will be
located on the southeast corner of East Capitol Avenue and Madison Street.
Figure 1: Project Location
N
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Conference Center & Hotel Trip Generation Memo Page 2 of 7
Forward, Together. November 2025
Site Details
The proposed development will feature 203 hotel rooms, 3,382 square feet of dining
space, a 632-square-foot coffee shop, 22,237 combined square feet of
ballrooms/meeting facilities, a 1,380-square-foot rooftop bar and lounge, and a new
parking garage consisting of 476 parking spaces. The site layout can be seen in the
figure below.
Existing Conditions
The current site consists of a parking garage with 593 spaces and the former News
Tribune building lot with 45 spaces. The News Tribune building has since been
demolished and now serves as an additional public parking lot. Since the lot consists of
parking only, there are no existing generated trips. The figure below shows the average
annual daily traffic (AADT) for the surrounding streets, excluding East Commercial Way.
Figure 2: Proposed Site Layout/Existing AADT
Proposed Trip Generation
Land Use
Trip generation for the proposed site was estimated using the Institute of Transportation
Engineers (ITE) Trip Generation Manual (12th Edition).
For the hotel land use, two ITE codes were investigated: Hotel (ITE Code 310), from the
12th Edition and Business Hotel (ITE Code 312), from the 11th Edition.
Land Use 310, Hotel, is described in the ITE Manual (12th Edition) as noted
below. The ITE research data includes information from 17 sites in the AM peak
and 20 sites in the PM peak.
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A hotel is a place of lodging that provides overnight accommodation and
supporting facilities such as a full-service restaurant, concierge service,
valet parking, cocktail lounge, meeting rooms, banquet room, and
conference/convention facilities. A hotel typically provides a swimming pool
or another recreational facility such as a fitness room.
Land Use 312, Business Hotel, is described in the ITE Manual (11th Edition) as
noted below. The ITE research data includes information from one site in the AM
peak and one site in the PM peak.
A business hotel is a place of lodging aimed toward the business traveler
but also accommodates a growing number of recreational travelers. These
hotels provide sleeping accommodations and other limited facilities, such
as a breakfast buffet bar and afternoon beverage bar. Some provide a full-
service restaurant geared toward hotel guests. Some provide a swimming
pool; most provide fitness facilities.
The relevant trip generation formulas are shown in the tables below.
Table 1: Trip Generation - Hotel Land Uses
Both hotel-related land uses described above have applicable aspects for the
Jefferson City Conference Center and Hotel development. Land Use 310, Hotel,
was selected because of more prevalent ITE research data and the description
more closely matches the proposed development site.
Code Type Avg.
Rate Full Equation Avg.
Rate Full Equation Avg.
Rate Full Equation
310 Hotel 0.34 T = 0.49*(x) - 18.48 0.47 T = 0.85*(x) - 55.22 5.84 T = 5.84*(x)
312 Business Hotel* 0.17 T = *(x) 0.19 T = 0.19*(x) 2.72 T = 2.72*(x)
Weekday AM Peak
ITE Land Use Avg. Rates & Fitted Curve Equations
PM Peak
*data from ITE Trip Generation Manual, 11th Edition
++ T = E*(x) + F
trip total calculated with linear equation
T = C*(x)
trip total calculated with average rate
T = number of trips
x = variable
Code Type % vol % vol % vol % vol
310 Hotel Rooms 203 Adjacent Gen.
Urb/Sub ++ 81 52% 42 48% 39 ++ 117 51% 60 49% 57
312 Business Hotel* Rooms 203 Adjacent Center
City Core 0.17 35 50% 17 50% 17 0.19 39 67% 26 33% 13
Setting In Out Out
Rate Raw
Total
In
Variable Rate Raw
Total
ITE Land Use
Quan. Peak Hour
Type
AM Peak Hour PM Peak Hour
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Trip generation for the restaurant at this facility was calculated separately from the
hotel, as it will have access to the street and not solely focus on hotel clients. To
represent the restaurant, the Fine Dining Restaurant (ITE Code 931) Land Use category
was utilized. This land use is described in the ITE Manual as:
A fine dining restaurant is a full-service eating establishment with a typical
duration of stay of at least one hour. A fine dining restaurant generally does not
serve breakfast; some do not serve lunch; all serve dinner. This type of
restaurant often requests and sometimes requires a reservation and is generally
not part of a chain. A patron commonly waits to be seated, is served by wait staff,
orders from a menu and pays after the meal. Some of the study sites have
lounge or bar facilities (serving alcoholic beverages), but meal service is the
primary draw to the restaurant.
To represent the coffee shop located inside the building, the Coffee/Donut Shop Without
Drive-Through Window (ITE Code 936) Land Use category was utilized. This land use is
described in the ITE Manual as:
This land use includes any coffee and donut restaurant that does not have a
drive-through window. The restaurant sells freshly brewed coffee (along with
coffee-related accessories) and a variety of food and beverage products such as
donuts, bagels, breads, muffins, cakes, sandwiches, wraps, salads, and other hot
and cold beverages. The restaurant marketing and sales may emphasize coffee
beverages over food (or vice versa). A coffee/donut shop typically maintains long
store hours (more than 15 hours) with an early morning opening. Limited indoor
seating is generally provided for patrons, but table service is not offered.
To represent the rooftop bar and lounge area, the Drinking Place (ITE Code 975) Land
Use category was utilized. This land use is described in the ITE Manual as:
A drinking place contains a bar, where alcoholic beverages and food are sold,
and possibly some types of entertainment, such as music, television screens,
video games, or pool tables. Establishments that specialize in serving food but
also have bars are not included in this land use.
The 12th Edition of the ITE Trip Generation Manual does not contain a Conference
Center or similar land use. ITE publishes a Parking Generation Manual, which contains
convention/conference center data. The data is limited and can assist with parking
demand, which isn’t easily correlated to vehicular trip generation during a specific hour.
To estimate the vehicular trip generation, the Pre-Development Market Study for the
Jefferson City Hotel & Conference Center was consulted. The Market Study identified
an attendance rate of approximately 29 people per 1,000 square feet of flexible meeting
space. With the proposed development consisting of 22,237 square feet of meeting
space, the full-capacity attendance rate is expected to be approximately 767 people.
The anticipated trip generation is based on the assumptions below. These assumptions
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Conference Center & Hotel Trip Generation Memo Page 5 of 7
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are utilized only for this trip generation memo and not for any other planning purposes
related to the conference center
• 75% of the hotel occupancy is attending a full-capacity conference
o 203 rooms x 75% occupancy = 152 conference attendees staying at the
conference hotel
• Remaining attendees: 767 – 152 = 615 attendees external to the hotel
• Vehicular occupancy rate of external attendees = 1.5 persons/vehicle
• Vehicle trips generated: 615 attendees/1.5 attendees per vehicle = 410 vehicle
trips
Another option for calculating the trips associated with the conference center was
investigated utilizing the ITE Parking Generation Manual. Although this manual is used
to estimate parking demand, it was considered for this analysis due to the limited
amount of trip generation data for conference centers. Land Use Code 595, Convention
Center, from the Parking Generation Manual (5th Edition), is described below. The ITE
research data includes information from one site in the AM peak and one site in the PM
peak.
A facility that provides space for conventions/conferences, trade shows, consumer
shows, meetings, and special events.
The relevant trip generation formulas are shown in the table below.
Table 2: Trip Generation - Conference Center
The trips derived from ITE Land Use Code 595 (from the Parking Generation
Manual) were selected because it more closely matches the trip generation
method of the other data on the proposed site.
Considering the two options for trip generation related to the conference center space,
the values derived from the Parking Generation Manual data was selected, as it more
closely matches the method used for the hotel trip generation.
Internal Capture Rates
Internal Trip Capture refers to the proportion of trips that occur entirely within a mixed-
use development, where both the origin and destination are located on-site. To estimate
internal capture rates for this project, we utilized the Internal Trip Capture Estimator for
Code Type % vol % vol % vol % vol
595
Convention
(Conference) Center
##
Attendees 615 n/a Gen.
Urb/Sub 0.31 191 100% 191 0% 0 0.31 191 100% 191 0% 0
n/a Conference Center
### Attendees 615 n/a Gen.
Urb/Sub n/a 410 100% 410 0% 0 n/a 410 0% 0 100% 410
Setting In Out Out
Rate Raw
Total
In
Variable Rate Raw
Total
ITE Land Use
Quan. Peak Hour
Type
AM Peak Hour PM Peak Hour
##: data from ITE Parking Generation Manual, 5th Edition
###: data derived from Conference Center Market Study
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Mixed-Use Developments developed by the Texas Transportation Institute at Texas
A&M. Based on this methodology, we initially applied an approximate internal capture
rate of 10% for the AM peak and 30% for the PM peak for the restaurant, coffee shop,
and rooftop bar. Following discussions with the developer, the internal capture rate was
adjusted for the proposed coffee shop upward to 75%, recognizing that its limited
accessibility to the general public would likely result in a higher proportion of internal
trips.
Trip Generation
The Peak Hour of the Generator typically yields higher trip generation values, whereas
the Peak Hour of the Adjacent Street tends to have a greater influence on the
surrounding roadway network. For this reason, the Peak Hour of the Adjacent Street
was selected for analysis.
The table below presents the trip generation estimates for each land use during both
peak periods. AM peak trip generation for the fine dining restaurant and the rooftop bar
& lounge was extremely limited and/or not supported by the data. Internal capture rates
for those land uses during the AM peak is also expected to be high.
Table 3: Conference Center & Hotel Trip Generation – Separate Land Uses
The trip generation values shown above represent a separate trip generation for each
land use. As described above, the ITE research data for the Hotel land use includes
facilities with restaurants, lounges, and other facilities. Therefore, the individual trip
generations for those uses are generally accounted for in the hotel research data and
were thus removed from the total trip generation for this analysis. The trip generation
considering the combined laned uses is shown in the table below.
Code Type % vol % vol % vol % vol
310 Hotel Rooms 203 Adjacent ++ 0% 81 52% 42 48% 39 ++ 0% 117 51% 60 49% 57
931 Fine Dining
Restaurant
1,000 SQ
GFA 3.38 Adjacent 0.41 30% & && 8.10 30% 27 69% 19 31% 8
936
Coffee/Donut Shop
Without Drive-
Through Window
1,000 SQ
GFA 0.63 Adjacent 91.02 75% 58 51% 29 49% 28 31.53 75% 20 50% 10 50% 10
975 Drinking Place 1,000 SQ
GFA 1.38 Adjacent n/a 30% 0 6.44 30% 9 66% 6 34% 3
595
Convention
(Conference) Center
##
Attendees 615 n/a 0.31 n/a 191 100% 191 0% 0 0.31 n/a 191 100% 191 0% 0
Raw Trip Generation Total: 329 262 67 364 285 79
Internal Capture Total: 43 22 21 26 15 11
Total External Net Vehicle Trips: 286 240 46 338 270 68
*data from ITE Trip Generation Manual, 11th Edition &: trip generation data is negligible
##: data from ITE Parking Generation Manual, 5th Edition &&: directional distribution not available - assumed 50%
n/a - no trip generation for this peak period
Int.
Capt.
Int.
Capt.
In Out Out
Rate Raw
Total
In
Trip Generation - Jefferson City Conference Center
Variable Rate Raw
Total
ITE Land Use
Quan. Peak Hour
Type
AM Peak Hour PM Peak Hour
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Conference Center & Hotel Trip Generation Memo Page 7 of 7
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Table 4: Conference Center & Hotel Trip Generation – Combined Land Uses
The highest activity occurs during the PM Peak Hour, with a total of 308 net new vehicle
trips for the peak hour.
If you have questions about any of the information presented here, please don’t hesitate
to contact us.
Sincerely,
Jason Sommerer, PE, PTOE
Traffic Engineer – Bartlett & West
MO PE: 2008002211; PTOE: 3958
phone: (573) 659-6745
Code Type % vol % vol % vol % vol
310 Hotel Rooms 203 Adjacent ++ 0% 81 52% 42 48% 39 ++ 0% 117 51% 60 49% 57
595
Convention
(Conference) Center
##
Attendees 615 n/a 0.31 n/a 191 100% 191 0% 0 0.31 n/a 191 100% 191 0% 0
Raw Trip Generation Total: 272 233 39 308 250 57
Internal Capture Total: 0 0 0 0 0 0
Total External Net Vehicle Trips: 272 233 39 308 250 57
##: data from ITE Parking Generation Manual, 5th Edition &: trip generation data is negligible
&&: directional distribution not available - assumed 50%
n/a - no trip generation for this peak period
Int.
Capt.
Int.
Capt.
In Out Out
Rate Raw
Total
In
Trip Generation - Jefferson City Conference Center
Variable Rate Raw
Total
ITE Land Use
Quan. Peak Hour
Type
AM Peak Hour PM Peak Hour
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November 6, 2025
Jeff Hemer
Project Manager | Senior Associate
DLR Group
520 Nicollet Mall, Suite 200
Minneapolis, MN 55402
Jefferson City, Missouri – Hotel/Convention Center/Parking Garage
Parking Demand Analysis
This letter summarizes our analysis for the parking demand generated by the referenced development. The
current program for the proposed development includes the following uses:
• Hotel: 201 rooms
• Convention Center: 51,000 square feet
• Restaurant/Lounge: 4,270 square feet
The parking demand for the development was determined considering the following:
• Jefferson City Zoning Ordinance Off-Street Parking Requirements for the Planned Development
• Urban Land Institute (ULI) Shared Parking Demand Model
Jefferson City Zoning Ordinance
Section 35-58 of the zoning ordinance stipulates the minimum standards for off-street parking requirements.
Exhibit 35-58A of the zoning ordinance provides minimum number of vehicle spaces for specific land uses that
would apply to the development as illustrated in Table 1.
Table 1 – Applicable Off-street Parking Requirements from Jefferson City Zoning Ordinance
Use Category Specific Uses Minimum Number of Vehicle Spaces
Retail sales and
services
Event center or banquet hall 1 space per 200 sf GFA (@ 75% as attached use)
Restaurant See Note 1 below.
Lodging Hotel or motel 1 per room plus 75% of the required parking for attached uses
sf: square feet GFA: gross floor area
Note 1: The proposed Restaurant/Lounge gross floor area is 4,270 SF which represents less than 20% of
the building gross floor area. Therefore, a separate parking demand for the Restaurant/Lounge
space is not included in the parking requirements calculation in accordance with Zoning Ordinance
Section 35-58.B.1.d
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Jeff Hemer, DLR Group
November 6, 2025 Fishbeck | Page 2
The below Table 2 provides a summary of the parking capacity that would be required by the zoning ordinance. As
per the Zoning Ordinance Section 35-58.B.2.c, the Director of Planning may reduce the number of required parking
spaces up to 25 percent when a parking management plan is submitted; such plan shall include shared parking or
other transportation alternatives that reduce the need for parking.
Shared Parking Demand Model
The notion of shared parking is based on the use of a parking space to serve multiple land uses without conflict,
consequently reducing the required number of parking spaces. Adjustments are applied to individual land use base
parking ratios as a result of two conditions:
1. Variations in vehicle accumulation (hour, day, season) for individual land uses
2. Visits to multiple land uses during the same automobile trip
A shared parking demand model developed by the Urban Land Institute (ULI) and the National Parking Association
(NPA) was used to determine adequate parking reductions for the planned development.
As illustrated in the below Table 2, the Jefferson City zoning ordinance would require a minimum of 424 parking
spaces for the Hotel/Convention Center development; however, the proposed shared parking demand model
indicates that 340 parking spaces would adequately serve the parking demand for the development.
Parking Demand and Capacity Summary
The currently proposed parking capacity to serve the proposed development includes an estimated total of 540
parking spaces as follows:
• 450 self-parking spaces in the new parking garage.
• 45 valet parking spaces in the new parking garage. This amount is an estimate of valet parking spaces. The
actual number of valet parking spaces could vary depending on how the hotel valet parking service
operates.
• 45 parking spaces in the existing parking lot located near the intersection of Monroe Street and Commercial
Avenue (alley).
Table 2 – Parking Demand & Capacity Summary
Land Use Quantity
Jefferson City
Zoning Ordinance
ULI Model
Shared Parking Demand
Proposed Parking
Capacity
Parking Spaces Parking Spaces Parking Spaces
Hotel 201 keys 201 121 450 Self-Parking (Garage)
+
45 Valet Parking (Garage)
+
45 Self-Parking (Surface
Lot)
Hotel Employees 201 keys 0 29
Restaurant/Lounge 4,270 sf GLA N/A 1
Convention (>200 sq ft/key) 51,000 sf GLA 191 158
Convention Employees 51,000 sf GLA 0 31
Total 392 340 540
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Jeff Hemer, DLR Group
November 6, 2025 Fishbeck | Page 3
If you have any questions or require additional information, please contact me at 269.352.3397.
Sincerely,
Fabio J. Serrato, PE
Senior Project Manager – Parking and Restoration
By email
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Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as
required under the Americans with Disabilities Act. Please allow three business days to process the request.
APPLICATION FOR PERMISSIVE USE OF CITY PROPERTY AND/OR RIGHT-OF-WAY
PUBLIC WORKS & PLANNING COMMITTEE
City of Jefferson - Department of Public Works
320 East McCarty Street, Jefferson City, Missouri 65101
Phone (573) 634-6410 Fax (573) 634-6562
The undersigned hereby request a permissive use of City property and/or right-of-way adjacent to the
following described real estate:
(List the address of the request)
This property is currently zoned
Present use of property
Describe exactly what is being requested and the purpose of the request:
(Attach drawing, plan, etc. if applicable)
The undersigned understands that if this application is approved by both the Public Works & Planning
Committee and the Council, the use is a permissive use subject to termination by the City at any time,
and the undersigned certify that they own the above described property.
Date:
Property Owner(s) Signature(s)
Printed Name of Property Owner(s)
Address of Property Owner(s)
Phone Number(s)
Name of Applicant (if different from property owner)
Address of Applicant
Phone Number(s)
Fee for Permissive Use of Right of Way as per Appendix Y of the City Code $143.00 (July 1, 2024)
(FOR CITY USE ONLY)
ACTION BY THE PUBLIC WORKS & PLANNING COMMITTEE
[ ] Approved [ ] Approved with Conditions [ ] Disapproved
Conditions of Permissive Use:
Approved by the City Council on_______________,______
________________________________
City Clerk
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Jefferson City Planning and Zoning Commission
Property Owner List
Case No. P25019 201 Madison Street and 210 Monroe Street 11/26/2025
205 E HIGH ST L L C
231 Madison St
Jefferson City, MO 65101-3202
205 E HIGH ST MO 65101
A F L - C I O BUILDING CORP
227 Jefferson St
Jefferson City, MO 65101-2901
131 E HIGH ST MO 65101
ALAMOSA PCS
C/O SPRINT NEXTEL
Property Tax Dept
PO Box 12913
Shawnee Mission, KS 66282-2913
201 MADISON ST MO 65101
B H A PROPERTIES L L C
PO Box 156
Jefferson City, MO 65102-0156
229 MADISON ST MO 65101
C & L ASSET MGMT L P
% Mercurio, Mark
6505 Ridge Rd
Parkville, MO 64152-3134
227 E HIGH ST MO 65101
CAPITOL AVENUE INVESTMENTS L L C
PO Box 233
Eldon, MO 65026-0233
217 E CAPITOL AVE MO 65101
CAPITOL PROPERTIES L L C
213 E Capitol Ave
Jefferson City, MO 65101-3001
213 E CAPITOL AVE MO 65101
CARROLL, STEVEN R & ANGELA BETH
1000 Country Club Dr
Hannibal, MO 63401-2617
215 E CAPITOL AVE MO 65101
CENTRAL MISSOURI NEWSPAPERS INC
PO Box 420
Jefferson City, MO 65102-0420
MONROE ST MO 65101
CENTRAL TRUST BANK
238 Madison St
Jefferson City, MO 65101-3230
228 MADISON ST MO 65101
COLE COUNTY
311 E HIGH ST
JEFFERSON CITY, MO 65101
311 E HIGH ST MO 65101
COLE COUNTY HISTORICAL SOCIETY
109 MADISON ST
JEFFERSON CITY, MO 65101
111 MADISON ST MO 65101
CORNERSTONE CREDIT UNION LEAGUE
6801 Parkwood Blvd Ste 300
Plano, TX 75024-7276
223 MADISON ST MO 65101
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Jefferson City Planning and Zoning Commission
Property Owner List
Case No. P25019 201 Madison Street and 210 Monroe Street 11/26/2025
DALLMEYER, STEPHAN D
TRUSTEE
PO Box 96
Jefferson City, MO 65102-0096
223 E HIGH ST MO 65101
FARMER, DANIEL R
1236 Edgewood Dr
Jefferson City, MO 65109-1994
210 COMMERCIAL WAY MO 65101
FAUGHN HOLDINGS L L C
225 Madison St
Jefferson City, MO 65101-3202
225 MADISON ST MO 65101
FIRST BAPTIST CHURCH OF
JEFFERSON CITY
301 E CAPITOL AVE
JEFFERSON CITY, MO 65101
301 E CAPITOL AVE MO 65101
H B M INVESTMENTS L L C
610 Biltmore Dr
Jefferson City, MO 65109-4126
221 E CAPITOL AVE MO 65101
H F 209 EAST HISH STREET L L C
8220 Roe Ave
Prairie Village, KS 66208-5010
209 E HIGH ST MO 65101
HONEY MUSTANG L L C
2720 Tanglewood Dr
Jefferson City, MO 65109-9230
220 MADISON ST MO 65101
HOWERTON, RICHARD A PROPERTIES &
DEVELOPMENT INC
720 Heisinger Rd
Jefferson City, MO 65109-4711
231 E HIGH ST MO 65101
J D L M K L HOPE L L C
DOERHOFF, DALE C & RUTH A
%John Landwehr
231 Madison St
Jefferson City, MO 65101-3202
201 E HIGH ST MO 65101
JT211 EAST HIGH STREET LLC
3501 Country Club Dr
Jefferson City, MO 65109-1032
211 E HIGH ST MO 65101
J T V CAPITOL L L C
231 E Capitol Ave
Jefferson City, MO 65101-3001
231 E CAPITOL AVE MO 65101
KRASUCKI, IRENEUSZ
6612 New Utrecht Ave
Brooklyn, NY 11219-5727
227 E CAPITOL AVE MO 65101
KRESS BUILDING L L C
C/O JOHN PFENENGER
1629 Sunset Lake Rd
Jefferson City, MO 65109-2445
215 E HIGH ST MO 65101
-- 73 of 296 --
Jefferson City Planning and Zoning Commission
Property Owner List
Case No. P25019 201 Madison Street and 210 Monroe Street 11/26/2025
L H 0 3 L L C
208 Madison St
Jefferson City, MO 65101-3230
208 MADISON ST MO 65101
M B A REAL ESTATE CO INC
207 E Capitol Ave
Jefferson City, MO 65101-3001
207 E CAPITOL AVE MO 65101
MADISON PARTNERS L L C
331 Madison St
Jefferson City, MO 65101-3108
117 MADISON ST MO 65101
MADISONS 214 GROUP L L C
3918 Stockman Ln
Jefferson City, MO 65109-8935
216 MADISON ST MO 65101
MARRS PROPERTIES L L C
817 S Pickwick Ave
Springfield, MO 65804-0129
223 E CAPITOL AVE MO 65101
MISSOURI AMERICAN WATER CO
DBA JEFFERSON CITY WATER WORKS CO
% General Tax Dept
PO Box 2738
Camden, NJ 08101-2738
4 UTILITY MO 65101
MISSOURI PETROLEUM MARKETERS ASSOC
MISSOURI ASSOC OF CONVENIENCE STORE
205 E CAPITOL AVE
JEFFERSON CITY, MO 65101
201 E CAPITOL AVE MO 65101
MISSOURI STATE MEDICAL ASSOCIATION
113 Madison St
Jefferson City, MO 65101-3015
113 MADISON ST MO 65101
MISSOURI STATE OF
1 STATE CAPITOL BLDG
JEFFERSON CITY, MO 65101
100 MADISON ST MO 65101
MOSCATO, MICHAEL A
TRUSTEE
212 Madison St
Jefferson City, MO 65101-3230
212 MADISON ST MO 65101
PAR99 PROPERTIES L L C
908 Maywood Dr
Jefferson City, MO 65109-1867
221 MADISON ST MO 65101
PARLIAMENT L L C
212 Ridgeway Dr
Jefferson City, MO 65109-0754
125 E HIGH ST MO 65101
QUINN & SLAY L L C
221 E High St
Jefferson City, MO 65101-3206
221 E HIGH ST MO 65101
S H B L L C
227 Madison St
Jefferson City, MO 65101-3202
227 MADISON ST MO 65101
-- 74 of 296 --
Jefferson City Planning and Zoning Commission
Property Owner List
Case No. P25019 201 Madison Street and 210 Monroe Street 11/26/2025
SPRINCO INC
226 Madison St
Jefferson City, MO 65101-3230
226 MADISON ST MO 65101
SUDDENLINK COMMUNICATIONS
% Armanino LLP
6 Cityplace Dr Ste 800
Saint Louis, MO 63141-7474
SUDDENLINK CABLE
SWEARENGEN, JAMES C
ET'AL
PO Box 456
Jefferson City, MO 65102-0456
312 E CAPITOL AVE MO 65101
TAYLOR, COLLEEN A
3124 County Road 436
New Bloomfield, MO 65063-1601
207 E HIGH ST MO 65101
WEBBER, JOHN; EKKAPAN, ARISARA
1609 N Brooks Ct
Jefferson City, MO 65109-5405
219 MADISON ST MO 65101
-- 75 of 296 --
E HIGH ST
E CAPITOL AVE
MONROE ST
MADISON ST
ADAMS ST
COMMERCIAL WAY
E STATE ST
E WALL WAY
JEFFERSON ST
E MCCARTY ST
W CAPITOL AVE
JACKSON ST
E HANDLEY WAY
PARSONS WAY
PARSONS WAY
Case No. P25019
201 Madison Street and 210 Monroe Street
Special Exception Use Permit
Conference Center and Hotel
.0 110 220 330 440 55
Feet
185 ft. Notification Buffer
-- 76 of 296 --
PLANNING & ZONING COMMISSION
CORRESPONDENCE RECEIVED
Case No. P25020 – 201 Madison Street and 210 Monroe Street
As of 1:00 pm., December 11, 2025
Sender Senders Address How
Received
Date
Received
1. Tara Varner
231 East Capitol Avenue
Jefferson City MO
Email 12-9-2025
4:28 pm
Written comments received on or before 1:00 p.m. on the day of the meeting will be made a part of the official record and
copied and distributed to Commission members at the meeting. Those unable to provide written comments in advance are
invited to deliver their comments to the Commission Chairman only at the meeting. Correspondence received after 1:00
p.m. on the day of the meeting will be included in the official record, but there is no guarantee that copies will be made for
distribution to all Commission members.
-- 77 of 296 --
Communication #1
From: Tara Varner
Sent: Tuesday, December 9, 2025 4:28 PM
To: JC Planning
Subject: Support for the Special Exception Use Permit – Downtown Hotel & Conference Center
Planning & Zoning Commissioners,
I’m reaching out as a downtown building and business owner, and as someone who knows several
of you, to share my support for the special exception use permit for the Downtown Hotel and
Conference Center.
Since the project contract is already approved, this zoning step is what’s needed to let the project
move forward as planned. From my day-to-day experience working in and investing in downtown, I
see how much this development will benefit the area—more visitors, more activity, and more
support for the local businesses that make downtown what it is. The proposed use makes sense for
that location and fits with the direction we’ve all talked about for creating a stronger, more vibrant
downtown. Approving this permit helps keep the momentum going and ensures the project can
deliver the positive impact our community is hoping for.
Thanks for taking the time to consider this. I appreciate the work you all do and hope you’ll move
this step forward.
Thanks,
Tara Varner
Owner & Agent
VIA-Varner Insurance Agency, LLC
231 E Capitol Ave, Jefferson City, MO 65101
-- 78 of 296 --
1
CITY COUNCIL “PRE-MEETING” WORK SESSION, JANUARY 5, 2026
CALL TO ORDER
Mayor Ron Fitzwater called the January 5, 2026 City Council “Pre-Meeting” to order at
5:47 P.M. in the Council Chambers at City Hall.
ATTENDANCE
The following Councilmembers were present when the meeting convened:
Present: Ahlers, Allen, Hoselton, Kampeter, Leuckel, Lester, Thomas, Young
Absent: Job, Mealy
DISCUSSION OF AGENDA ITEMS
Councilmember Ahlers will lead the prayer.
Miscellaneous
- Jefferson City High School Girls Golf Team will be recognized for their 2025
season accomplishments.
Public Hearings
- A public hearing is scheduled for introduced bill 2025-064. Mark Spykerman,
Attorney, Gilmore Bell will present the bill.
Presentations
- Ben Musholt, Counsel, Polsinelli will present the Christy Drive annual TIF update.
- Finance & I.T. Director Shiela Pearre will present the monthly financial report.
Consent Agenda
- There were no questions at this time.
Bills Introduced
- Councilmember Ahlers will request to suspend the rules on bill 2025-069.
Councilmember Job joined the meeting at 5:50 P.M.
Bills Pending
- Mike Bandy, Regional Manager, PCI and Jon Fitch, City Parking Operations
Division Director will be in attendance to answer questions related to bill 2025-
062.
-- 79 of 296 --
2
CITY COUNCIL “PRE-MEETING” WORK SESSION, JANUARY 5, 2026
Councilmember Mealy joined the meeting at 5:53 P.M.
Resolutions
- RS2025-56 will be eligible for passage after a public hearing at the January 20th
City Council meeting.
ADJOURNMENT
The meeting was adjourned at 5:54 P.M.
-- 80 of 296 --
1
REGULAR COUNCIL MEETING, JANUARY 5, 2026
CALL TO ORDER
Mayor Ron Fitzwater called the January 5, 2026 City Council meeting to order at
6:02 P.M. in the Council Chambers at City Hall.
ROLL CALL
The following Councilmembers were present for roll-call:
Present: Ahlers, Allen, Hoselton, Job, Kampeter, Lester, Leuckel, Mealy, Thomas,
Young
Absent: None
ADOPTION OF THE AGENDA
MOTION: Councilmember Young motioned, and Councilmember Lester seconded the
motion to adopt the agenda. The motion passed unanimously.
MISCELLANEOUS AGENDA ITEMS
Mayor Fitzwater recognized the accomplishments of the 2025 Jefferson City High School
Girls Golf Team. The coaches and team introduced themselves and received a
certificate from the City.
OPPORTUNITY FOR PUBLIC COMMENT
Gus Wagner spoke on what he felt was a lack of communication on the City’s parking
changes in the downtown area. He said his opinions did not represent those of his
company or associations in which he’s a member. He said he was in favor of bill 2025-
062 related to the increase of parking fines.
PUBLIC HEARINGS
a. Approving Petition for the Creation of the Downtown Jefferson City Conference
Center Community Improvement District (CID) (Eligible for passage at the January
20, 2026 City Council meeting)
i. Introduced Bill 2025-064 (Ahlers) Staff: Brian Crane
A presentation was made by Mark Spykerman, Attorney, Gilmore Bell.
There being no one to speak on the bill, Mayor Fitzwater closed the evidentiary
portion of the public hearing.
2025-064 sponsored by Councilmember Ahlers
-- 81 of 296 --
2
REGULAR COUNCIL MEETING, JANUARY 5, 2026
AN ORDINANCE ESTABLISHING THE DOWNTOWN JEFFERSON CITY
CONFERENCE CENTER COMMUNITY IMPROVEMENT DISTRICT;
DESIGNATING THE PROPOSED DISTRICT AS A BLIGHTED AREA;
APPOINTING THE INITIAL BOARD OF DIRECTORS TO THE DISTRICT; AND
AUTHORIZING CERTAIN ACTIONS AND DOCUMENTS IN CONNECTION
THEREWITH.
Bill 2025-064 will be read third time by title and placed on final passage at the
January 20, 2026 City Council meeting.
Councilmember Job stepped away from the meeting at 6:18 P.M.
APPOINTMENTS BY THE MAYOR
There were no appointments at this time.
PRESENTATIONS FROM STAFF, CONSULTANTS & INVITED GUESTS
a. Benjamin Musholt, Counsel, Polsinelli presented the annual Christ Drive TIF update.
There were no questions at this time.
b. Director of Finance & I.T. Shiela Pearre presented the monthly financial update.
Councilmember Job rejoined the meeting at 6:20 P.M.
ANNOUNCEMENTS BY MAYOR, COUNCIL, AND STAFF
City Council Committee Announcements
• Committee on Administration – The next meeting is January 7th, 4:00 P.M. in the
Boone Bancroft Room at City Hall.
• Finance Committee – The next meeting is January 21st, 4:00 P.M. in the Boone
Bancroft Room at City Hall.
• Public Safety Committee – The next meeting is January 29th, 3:30 P.M. in the Police
Training Room.
• Public Works & Planning Committee – The next meeting is January 8th, 7:30 A.M. in
City Council Chambers.
CONSENT AGENDA
a. Minutes of City Council Meetings: December 15, 2025
b. Authorizing a Cooperative Agreement with Parks Green Bush for McKay Park
-- 82 of 296 --
3
REGULAR COUNCIL MEETING, JANUARY 5, 2026
c. Accepting $264,411 in Community Development Block Grant Funds from the U.S.
Dept. of Housing and Urban Development
MOTION: Councilmember Hoselton motioned, and Councilmember Allen seconded the
motion to approve the above items on the consent agenda. The motion passed
unanimously.
BILLS INTRODUCED
2025-064 Taken up under Public Hearings
2025-065 sponsored by Councilmember Hoselton
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, ACCEPTING AND
APPROVING THE FINAL SUBDIVISION PLAT OF 179 INVESTMENTS POPERTY
SUBDIVISION, A SUBDIVISION OF THE CITY OF JEFFERSON, MISSOURI.
Councilmember Hoselton stepped away from the meeting at 6:34 P.M.
2025-066 sponsored by Councilmember Leuckel
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE
CONTINUANCE OF A SALES TAX FOR CAPITAL IMPROVEMENTS AT THE RATE OF
ONE-HALF (½) OF ONE PERCENT, THE COLLECTION AND USE THEREOF, AND
PROVIDING FOR THE SUBMISSION OF THIS ORDINANCE TO THE QUALIFIED
VOTERS OF SAID CITY FOR THEIR APPROVAL AT THE ELECTION TO BE HELD
ON AUGUST 4, 2026.
Councilmember Hoselton rejoined the meeting at 6:38 P.M.
2025-067 sponsored by Councilmember Leuckel
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AMENDING THE 2025-
2026 BUDGET OF THE CITY OF JEFFERSON, MISSOURI, BY SUPPLEMENTALLY
APPROPRIATING ADDITIONAL FUNDS WITHIN THE GENERAL FUND.
2025-068 sponsored by Councilmember Lester
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, VACATING AND
DISCONTINUING A GENERAL UTILITY EASEMENT ON A PORTION OF LOTS 1
THORUGH 10 OF MEADOW ACRES SUBDIVISION, IN THE CITY OF JEFFERSON,
MISSOURI.
-- 83 of 296 --
4
REGULAR COUNCIL MEETING, JANUARY 5, 2026
2025-069 sponsored by Councilmember Ahlers
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE A $25,000 AGREEMENT WITH THE
MISSOURI HIGHWAYS AND TRANSPORTATION COMMISSION FOR THE
DEVELOPMENT OF THE CAPITAL AREA MPO CORDINATED PUBLIC TRANSIT
HUMAN SERVICES TRANSPORTATION PLAN IN FY2026.
Councilmember Ahlers requested to suspend the rules and take up bill 2025-069 for third
reading and final passage. There was no objection.
Bill 2025-069 was read third time by title, placed on final passage, and passed by the
following roll-call vote as Ordinance 16574:
Aye: Ahlers, Allen, Hoselton Job, Kampeter, Lester, Leuckel, Mealy, Thomas,
Young
Nay: None
BILLS PENDING
2025-062 sponsored by Councilmember Lester
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, MODIFYING AND
AMENDING VARIOUS FINES RELATED TO PARKING.
Kyle Bruemmer, Public Works Director presented the bill. Jon Fitch, Public Works
Operations Director and Mike Bandy, Regional Manager, PCI were available to answer
questions. A work session will be scheduled to discuss parking operations and changes.
Bill 2025-062 was read third time by title, placed on final passage, and passed by the
following roll-call vote as Ordinance 16575.
Aye: Ahlers, Allen, Hoselton, Kampeter, Lester, Leuckel, Thomas, Young
Nay: Job, Mealy
INFORMAL CALENDAR
There were no items on the informal calendar at this time.
RESOLUTIONS
RS2025-56 sponsored by Councilmember Hoselton
A RESOLUTION OF THE CITY OF JEFFERSON, MISSOURI APPROVING A SPECIAL
EXCEPTION USE PERMIT FOR A CONFERENCE CENTER AND HOTEL EXCEEDING
100,000 SQUARE FEET FOR PROPERTY ADDRESSED AS 201 MADISON STREET
AND 210 MONROE STREET
Daivd Helmick, Planning & Protective Services Interim Director, presented the resolution.
-- 84 of 296 --
5
REGULAR COUNCIL MEETING, JANUARY 5, 2026
The public hearing for RS2025-56 is scheduled during the January 20th City Council
meeting. The resolution will be taken up for a vote after the public hearing.
RS2025-57 sponsored by Councilmember Hoselton
A RESOLUTION OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH ENGINEERING
SURVEYS & SERVICES, IN THE AMOUNT OF $160,950.00 FOR THE BINDER DRIVE
AND OTHER STORMWATER INFRASTRUCTURE RECONSTRUCTION PROJECT
Kyle Bruemmer, Public Works Director, presented the resolution.
Councilmember Lester motioned, and Councilmember Young seconded the motion to
adopt RS2025-57. The motion passed by the following roll-call vote:
Aye: Ahlers, Allen, Hoselton, Job, Kampeter, Lester, Leuckel, Mealy, Thomas, Young
Nay: None
APPROVE DECEMBER 15, 2025 CLOSED SESSION MINUTES
MOTION: Councilmember Hoselton motioned, and Councilmember Ahlers seconded the
motion to approve the December 15, 2025 closed session minutes. The motion passed
by the following roll-call vote:
Aye: Ahlers, Allen, Hoselton, Job, Kampeter, Lester, Leuckel, Mealy, Thomas, Young
Nay: None
NEW BUSINESS
There was no new business at this time.
UNFINISHED BUSINESS
There was no unfinished business at this time.
ADJOURN / CLOSED
MOTION: Councilmember Young motioned, and Councilmember Thomas seconded the
motion adjourn the public session, and pursuant to Sec.610.021 of the Revised Statutes
of Missouri, go into Closed Session to discuss the following:
i. Personnel [Sec. 610.021(13)]
The motion passed by the following roll-call vote at 7:11 P.M.:
Aye: Ahlers, Allen, Hoselton, Job, Kampeter, Lester, Leuckel, Mealy, Thomas, Young
Nay: None
-- 85 of 296 --
CONSENT AGENDA STAFF REPORT
ITEM CONSIDERED: Item B
SUBJECT: Approving Sourcewell Contract with Cummins for Wastewater Generator
The existing generator which serves the Algoa lagoon was purchased in 1994. It has
become unreliable and was recommended for replacement by our generator
maintenance contractor several years ago. Some repairs have kept it functional , but it
has reached the end of its useful life. The City is looking to use a cooperative contract
that Sourcewell has with Cummins Inc. for the purchase of a new diesel-powered
generator to serve as a replacement for the existing generator. The generator will be
purchased through Cummins, Inc. of Springfield , Missouri.
The purchase will be funded by wastewater funds budgeted for the purchase of
equipment in the amount of $45,018.00.
-- 86 of 296 --
FINANCE DEPARTMENT
PURCHASING DIVISION
SUBJECT: Cooperative Procurement - Sourcewell, Contract 092222- CMM
Public Works Department - Opened by Sourcewell, MN September 22, 2022
RECOMMENDATION:
Staff requests approval to utilize the Sourcewell contract, 092222, with Cummins Inc. of
Columbus, Indana for the purchase of a C125D6C Diesel Generator. This will be purchased
through our local dealer, Cummins, Inc. of Springfield Missouri. This contract has been
reviewed by Purchasing and it has gone through a competitive procurement process similar to the
City' s. This contract all ows for cooperative procurement from other governmental entities.
The contract was competitively bid by Sourcewell which is a State of Minnesota local
government agency and service cooperative and follows a competitive procurement process
similar to the City 's . The Sourcewell contract was competitively bid and vendors were evaluated
and ranked. Cummins was ranked #3 out of 10.
Total cost of the generator is $45,018.00
FISCAL NOTE:
Expended or
Account Number Description FY 2025 Budget Encumbered Bid Amount Balance
Amount
Purchase of Equipment -
64-660-572020 Wastewater Funds $767,098.17* $675,833.57 $45 ,018.00 $46,246. 60
Bid Total $45,018. 00
*FY26 Budgets are not available yet.
ATTACHMENTS - SUPPORTING DOCUMENTATION
Signature: ' ~ JIS;-0rrpwM Ll(:}Y)
P~g Agent 1/3/25
-- 87 of 296 --
Project: Jefferson City Pollution Control
Quotation: Q-411929-20251107-1426
December 7, 2026
Prepared by
Jeff Williams
Sourcewell: #092222-CMM
Inside Sales Representative
jeff.williams@cummins.com
We are pleased to provide you this quotation based on your inquiry.
Item Description
1 C125D6C, Diesel Gensel, 60Hz, 125kW
C125D6C, Diesel Gensel, 60Hz, 125kW
U.S. EPA, Stationary Emergency Application
Duty Rating - Standby Power (ESP)
Emission Certification, EPA, Tier 3, NSPS Cl Stationary Emergency
Listing - UL 2200
NFPA 110 Type 10 Level 1 Capable
Exciter/Regulator - Permanent Magnet Generator, 3 Phase Sensor
Voltage -277/480, 3 Phase, Wje, 4 Wire
Alternator- 60Hz, 12L, 480/277V, 105C, 40C Ambient, Increased Motor Starting (IMS)
Aluminum Weather Protective Enclosure, with Exhaust System
Enclosure Color - Green, Aluminum
Enclosure-Wind Load 180 MPH, ASCE7-10
Skidbase - Housing Ready
UL 142 Sub-Base Dual Wall Basic, Diesel Fuel Tank, 24 Hour Minimum - 260 Usable Gallons
Fuel Water Separator
Low Fuel Level Switch, 40%
Mechanical Fuel Gauge
Switch - Fuel Tank, Rupture Basin
Control Mounting - Left Facing
PowerCommand 1.1 Controller
Gauge - Oil Pressure
Stop Switch - Emergency
Relays - Auxiliary, Qty 2, 25A - 15V DC/1 OA - 30V DC
Control Display Language - English
Load Connection - Single
Circuit Breaker, Location A, 200A, 3P, 600 Volts AC, 80%, UL
Circuit Breaker or Terminal Box (Position B) - None
Circuit Breaker or Terminal Box (Position C) - None
Engine Governor - Electronic, Isochronous
Engine Starter- 12 Volt DC Motor
Engine Air Cleaner- Normal Duty
Battery Charging Alternator
Battery Charger - 6 Amp, Regulated
Engine Cooling - Radiator, High Ambient Air Temperature, Ship Fitted
Extension - Coolant Drain
Quotation: Q-411929-20251107-1426
Qty
1
Page 1
-- 88 of 296 --
Project: Jefferson City Pollution Control
Quotation: Q-411929-20251107-1426
Engine Coolant - 50% Antifreeze, 50% Water Mixture
Engine Oil Heater-120 Volts AC, Single Phase
Shutdown - Low Coolant Level
Coolant Heater, Extreme Cold Ambient
Engine Oil
Gensel Warranty - 2 Years Base
Literature - English
Packing - Skid, Poly Bag
Larger Battery Rack
Extension - Oil Drain
2 Batteries 2
3 Remote Emergency Stop Swttch 1
4 OTECC, OTEC Transfer Switch-Electronic Control: 300A/400A/600A 1
OTEC300, Transfer Switch, PowerCommand, 300 Amp
Listing - UL 1008/CSA Certification
Application - Utility to Gensel
Cabinet- Type 1
Poles - 3 (Solid Neutral)
Frequency - 60 Hz
System - 3 Phase, 3 or 4 Wire
Voltage - 480 Volts AC
Gensel Starting Battery-12V DC
PC40 Control
Interface - Communications Network, MODBUS RTU Module
Transfer Switch Warranty - 1 Year Comprehensive
5 Service - Standard Startup, Testing, & Customer Training 1
TOTAL: $45,018.00
Quote value does not Include any tax,
EXCEPTIONS AND CLARIFICATIONS:
Proposal is for equipment only- offloading, rigging, and installation by others.
Fuel and permits, unless listed above, is not included.
Cummins Standard Start-up and testing is included. Additional tests, such as NETA testing, if required, is by others
Coordination Study not provided.
LEAD TIME:
Generator: 18 weeks from release of order
ATS: 11 weeks from release of order
Above lead times are based on current mfg. report and are subject to change at time of order.
Quotation: Q-411929-20251107-1426 Page2
-- 89 of 296 --
Project: Jefferson City Pollution Control
Quotation: Q-411929-20251107-1426
Please feel free to contact me if you require any additional information; or if you have any further questions or concerns that I may be of
assistance with.
Thank you for choosing Cummins.
Submitted by:
Corey Milam
Senior Sales Executive - PG
(417) 988-0781
corey.milam@cummins.com
SUBMITTALS. An order for the equipment covered by this quotation will be accepted on a hold forrelease basis. Your order will not be
released and scheduled for production until written approval to proceed is received in our office. Such submittal approval shall constitute
acceptance of the terms and conditions of this quotation unless the parties otherwise agree in writing.
THERE ARE ADDITIONAL CONTRACT TERMS AND CONDITIONS ATTACHED TO THIS QUOTATION, INCLUDING LIMITATIONS
OF WARRANTIES AND LIABILITIES, WHICH ARE EXPRESSLY INCORPORATED HEREIN. BY ACCEPTING THIS QUOTATION,
CUSTOMER ACKNOWLEDGES THAT THE CONTRACT TERMS AND CONDITIONS HAVE BEEN READ, FULLY UNDERSTOOD
AND ACCEPTED.
Authorized Signature Date
Company Name
Printed Name & Title
Purchase Order No
<Rest of the page is intentionally left blank>
••
Quotation: Q-411929-20251107-1426 Page 3
-- 90 of 296 --
TERMS AND CONDITIONS FOR SALE OF POWER GENERATION EQUIPMENT
Project: Jefferson City Pollution Control
Quotation: Q-411929-20251107-1426
These Tenns and Conditions for Sale of Power Generation Equipment, together with the quote ("Quote"), sales order ("Sales Order"),
and/or credit application ("Credit Application") on the front side or attached hereto, are hereinafter collectively referred to as this "Agree-
ment' and shall constitute the entire agreement between the customer identified in the Quote ("Customer") and Cummins Inc. ("Cum-
mins") and supersede any previous representation, statements, agreements or understanding (oral or written) between the parties with
respect to the subject matter of this Agreement. Customer shall be deemed to have made an unqualified acceptance of these Tenns
and Conditions and it shall become a binding agreement between the parties on the earliest of the following to occur. (i) Cummins' re-
ceipt of Customer's purchase order or purchase order number; (ii) Customer's signing or acknowledgment of this Agreement; (iii) Cum-
mins' release of equipment to production pursuant to Customer's oral or written instruction or direction; (iv) Customer's payment of any
amounts due to Cummins; or (v) any other event constituting acceptance under applicable law. No prior inconsistent course of dealing,
course of perfonnance, or usage of trade, if any, constitutes a waiver of, or serves to explain or interpret, the Tenns and Conditions set
forth in this Agreement Electronic transactions between Customer and Cummins will be solely governed by the Tenns and Conditions
of this Agreement, and any tenns and conditions on Customer's website or other internet site will be null and void and of no legal effect
on Cummins. In the event Customer delivers, references, incorporates by reference, or produces any purchase order or document,
specifications, agreement (whether upstream or otherwise), or any other tenns and conditions related thereto, then such specifications,
tenns, document, or other agreement: (i) shall be null and void and of no legal effect on Cummins, and (ii) this Agreement shall remain
the governing tenns of the transaction.
1. SCOPE. Cummins shall supply power generation equipment and any related parts, materials and/or services expressly identified in
this Agreement (collectively, "Equipment"). No additional services, parts or materials are included in this Agreement unless mutually
agreed upon by the parties in writing. A Sales Order for Equipment is accepted on a hold for release basis. The Sales Order will not be
released and scheduled for production until written approval to proceed is received from Customer. A Quote is limited to the plans and
specifications section specifically referenced in the Quote. No other sections shall apply. Additional requirements for administrative
items may require additional costs. The Quote does not include off unit wiring, off unit plumbing, offloading, rigging, installation, exhaust
insulation or fuel, unless otherwise stated and mutually agreed to in writing by the parties. Unless otherwise agreed by Cummins in writ-
ing, this Quote is valid for a maximum period of thirty (30) days from the date appearing on the first page of this Quote ("Quote Valida-
tion Period"). At the end of the Quote Validation Period, this Quote will automatically expire unless accepted by Customer prior to the
end of the Quote Validation Period. The foregoing notwithstanding, in no event shall this Quote Validation Period be deemed or other-
wise considered to be a finn offer period nor to establish an option contract, and Cummins hereby reserves ~s right to revoke or amend
this Quote at any time prior to Customer's acceptance.
2. SHIPPING; DELIVERY; DELA VS. Unless otherwise agreed in writing by the parties, Equipment shall be delivered FOB origin,
freight prepaid to first destination. For consumer and mobile products, freight will be charged to Customer. Unless otherwise agreed to in
writing by the parties, packaging method, shipping documents and manner, route and carrier and delivery shall be as Cummins deems
appropriate. Cummins may deliver in installments. The purchase of Equipment is a "take or pay" obligation on the part of the Customer,
such that Customer is absolutely and irrevocably required to accept and pay for the Equipment if delivery or pick-up of Equipment is
delayed, deferred, or refused by Customer beyond thirty (30) days from the agreed upon delivery date. In the event Customer fails to
take any or all shipments of Equipment ordered hereunder within thirty (30) days of the agreed upon delivery date, Cummins shall have
the right to invoice the Customer and, upon Cummins' sole discretion, Cummins may either. (i) deliver the Equipment to the location
indicated on Customer's purchase order (regardless of whether Customer elected to pick up the Goods at Cummins' facility or otherwise
indicated an alternate delivery method), and Customer shall assume all associated delivery costs incurred by Cummins, or (ii) charge
storage fees for the additional inventory holding period, the additional inventory holding period not to exceed one hundred twenty (120)
days from the agreed upon delivery date, unless otherwise agreed by Cummins in writing. A storage fee of two thousand five hundred
dollars ($2,500.00) or two percent (2%) of the total quoted amount, whichever is greater, shall be assessed for any Equipment whose
delivery or pick-up is delayed, deferred, or refused by Customer beyond thirty (30) days from the agreed upon delivery date. Unless
otherwise agreed by Cummins in writing, in the event delivery or pick-up of Equipment is delayed, deferred, or refused by Customer
beyond one hundred twenty (120) days from the agreed upon delivery or pick-up date, or date of completion of Services, then Cummins
has the right, in its sole discretion, to: (i) tow, remove, or otherwise dispose of the unclaimed Equipment in accordance with applicable
abandonment laws, and/or (ii) make the Equipment available for auction or sale to other customers or to the public, or (iii) otherwise use,
destroy, or recycle the Equipment at Customer's sole cost and expense. The foregoing remedies shall be without prejudice to Cummins'
right to pursue other remedies available under the law, including without limitation, recovery of costs and/or losses incurred due to the
storage, auction, sale, destruction, recycling, or otherwise of the Equipment. Offloading, handling, and placement of Equipment and
crane services are the responsibility of Customer and not included unless otherwise stated. All shipments are made within nonnal busi-
ness hours, Monday through Friday. Any delivery, shipping, installation, or perfonnance dates indicated in this Agreement are estimated
and not guaranteed. Further, delivery time is subject to confinnation at time of order and will be in effect after engineering drawings have
been approved for production. Cummins shall use commercially reasonable efforts to meet estimated dates, but shall not be liable to
customer or any third party for any delay in delivery, shipping, installation, or performance, however occasioned, including any delays in
perfonnance that result directly or indirectly from acts of Customer or any unforeseen event, circumstance, or condition beyond Cum-
mins' reasonable control including, but not limited to, acts of God, actions by any government authority, civil strife, fires, floods, wind-
stanns, explosions, riots, natural disasters, embargos, wars, strikes or other labor disturbances, civil commotion, terrorism, sabotage,
late delivery by Cummins' suppliers, fuel or other energy shortages, or an inability to obtain necessary labor, materials, supplies, 1
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equipment or manufacturtng facilities. AS A RESULT OF COVID-19 RELATED EFFECTS OR INDUSTRY SUPPLY CHAIN DISRUP-
TIONS, TEMPORARY DELAYS IN DELIVERY, LABOR OR SERVICES FROM CUMMINS AND ITS SUB-SUPPLIERS OR SUBCON-
TRACTORS MAY OCCUR. AMONG OTHER FACTORS, CUMMINS' DELIVERY OBLIGATIONS ARE SUBJECT TO CORRECT AND
PUNCTUAL SUPPLY FROM OUR SUB-SUPPLIERS OR SUBCONTRACTORS, AND CUMMINS RESERVES THE RIGHT TO MAKE
PARTIAL DELIVERIES OR MODIFY ITS LABOR OR SERVICE. WHILE CUMMINS SHALL MAKE COMMERCIALLY REASONABLE
EFFORTS TO MEET THE DELIVERY, SERVICE OR COMPLETION OBLIGATIONS SET FORTH HEREIN, SUCH DATES ARE SUB-
JECT TO CHANGE. IN THE EVENT DELIVERY, SHIPPING, INSTALLATION, OR PERFORMANCE IS DELA YEO, HOWEVER OC-
CASSIONED, DUE TO EVENTS BEYOND CUMMINS' REASONABLE CONTROL, THEN THE DATE OF DELIVERY, SHIPPING, IN-
STALLATION, OR PERFORMANCE FOR THE EQUIPMENT OR SERVICES SHALL BE EQU/TABL Y EXTENDED FOR A PERIOD
EQUAL TO THE TIME LOST, PLUS REASONABLE RAMP-UP.
3, PAYMENT TERMS; CREDIT; RETAINAGE. Unless otherwise agreed to by the parties in wrtting and subject to credit approval by
Cummins, payments are due thirty (30) days from the date of the invoice. If Customer does not have approved credit with Cummins, as
solely determined by Cummins, payments are due in advance or at the time of supply of the Equipment. If payment is not received when
due, in addition to any rtghts Cummins may have at law, Cummins may charge Customer eighteen percent (18%) interest annually on
late payments, or the maximum amount allowed by law. Customer agrees to pay Cummins' costs and expenses (including reasonable
attorneys' fees) related to Cummins' enforcement and collection of unpaid invoices, or any other enforcement of this Agreement by
Cummins. Retainage is not acceptable nor binding, unless required by statute or accepted and confirmed in writing by Cummins prior to
shipment. All sales are subject to Customers ongoing credit approval. While Cummins may initially extend Net 30 payment terms upon
Cummins' approval of Customers credit application, Cummins reserves the rtght to reassess Customers creditworthiness at any time
prtor to shipment. If, in Cummins' sole discretion, Customers financial condition weakens or otherwise declines, Customer has past due
invoices with Cummins, or Cummins otherwise determines that extending credit terms is no longer commercially reasonable, Cummins
may, upon notice to Customer, (i) require full or partial payment in advance, (ii) require an alternative form of securtty satisfactory to
Cummins, including but not limited to a letter of credit or payment bond, or (iii) withhold shipment until such payment or securtty is pro-
vided. Cummins shall not be liable for any delays or damages resulting from the enforcement of this provision. If Customer fails to make
any payments to Cummins when due and payable, and such failure continues for more than sixty (60) days from the date of the invoice,
or less if required by applicable law, then Cummins may, at Cummins' sole discretion and without prejudice to any other rtghts or reme-
dies, either (i) terminate this Agreement; or (ii) postpone delivery of any undelivered Equipment in Cummins' possession and/or suspend
its services until payment for unpaid invoices is received.
4. TAXES; EXEMPTIONS, Unless otherwise stated, the Quote excludes all applicable local, state and federal sales and/or use taxes,
permits and licensing. Customer must provide a valid resale or exemption certificate prtor to shipment of Equipment or applicable taxes
will be added to the invoice.
5. TITLE; RISK OF LOSS. Unless otherwise agreed in writing by the parties, tiUe and risk of loss for the Equipment shall pass to Cus-
tomer upon delivery of the Equipment by Cummins to freight carrier or to Customer at pickup at Cummins' facility.
6. INSPECTION AND ACCEPTANCE. Customer shall inspect the Equipment upon delivery, before offloading, for damage, defects,
and shortage. Any and all claims which could have been discovered by such inspection shall be deemed absolutely and unconditionally
waived unless noted by Customer on the bill of lading. Where Equipment is alleged to be non-conforming or defective, wrttten notice of
defect must be given to Cummins within three (3) days from date of delivery after which time Equipment shall be deemed accepted.
Cummins shall have a commercially reasonable period of time in which to correct such non-conformity or defect If non-conformity or
defect is not eliminated to Customers reasonable satisfaction, Customer may reject the Equipment (but shall protect the Equipment until
returned to Cummins) or allow Cummins another opportunity to undertake corrective action. In the event startup of the Equipment is
included in the services, acceptance shall be deemed to have occurred upon successful startup.
7, LIEN; SECURITY AGREEMENT. Customer agrees that Cummins retains all statutory lien rights. To secure payment, Customer
grants Cummins a Purchase Money Security Interest in the Equipment If any portion of the balance is due to be paid following delivery,
Customer agrees to execute and deliver such security agreement, financing statements, deed of trust and such other documents as
Cummins may request from time to time in order to permit Cummins to obtain and maintain a perfected security interest in the Equip-
ment; or in the alternative, Customer grants Cummins a power of attorney to execute and file all financing statements and other docu-
ments needed to perfect this security interest Cummins may record this Agreement, bearing Customers signature, or copy of this
Agreement in lieu of a UCC-1, provided that it shall not constitute an admission by Cummins of the applicability or non-applicability of
the UCC nor shall the failure to file this form or a UCC-1 in any way affect, alter, or invalidate any term, provision, obligation or liability
under this Agreement. The security interest shall be superseded if Customer and Cummins enter into a separate security agreement for
the Equipment. Prior to full payment of the balance due, Equipment will be kept at Customers location noted in this Agreement, will not
be moved without prior notice to Cummins, and is subject to inspection by Cummins at all reasonable times.
8. CANCELLATION; CHARGES. Orders placed with and accepted by Cummins may not be cancelled except with Cummins' prior
written consent. If Customer seeks to cancel all or a portion of an order placed pursuant to this Agreement, and Cummins accepts such
cancellation in whole or in part, Customer shall be assessed cancellation charges as follows: (i) 10% of total order price if cancellation is
received in Cummins' office after Cummins has provided submittals and prior to releasing equipment to be manufactured; (ii) 25% of
total order price if cancellation is received in Cummins' office after receipt of submittal release to order, after receipt of a purchase order
for a generator already on order with the factory, or after Cummins is asked to make any hardware changes to the equipment already on
order with the factory; (iii) 50% of total order price if cancellation is received in Cummins' office sixty (60) or fewer days before the
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scheduled shipping date on the order, or (iv) 100% of total order price if cancellation is received in Cummins' office after the equipment
has shipped from the manufacturing plant.
9. TERMINATION. Cummins may, at any time, terminate this Agreement for convenience upon sixty (60) days' written notice to Cus-
tomer. If the Customer defaults by (i) breaching any term of this Agreement, (ii) becoming insolvent or declared bankrupt, or (iii) making
an assignment for the benefit of creditors, Cummins may, upon written notice to Customer, immediately terminate this Agreement. Upon
such termination for default, Cummins shall immediately cease any further performance under this Agreement, without further obligation
or liability to Customer, and Customer shall pay Cummins for any Equipment or services supplied under this Agreement, in accordance
with the payment terms detailed in Section 3. If a notice of termination for default has been issued and is later determined, for any rea-
son, that the Customer was not in default, the rights and obligations of the parties shall treat the termination as a termination for conven-
ience.
10. MANUALS. Unless otherwise stated, electronic submittals and electronic operation and maintenance manuals will be provided, and
print copies may be available upon Customer's request at an additional cost
11. TRAINING; START UP SERVICES; INSTALLATION. Startup services, load bank testing, and owner training are not provided un-
less otherwise stated. Site startup will be subject to the account being current and will be performed during regular Cummins business
hours, Monday to Friday. Additional charges may be added for work requested to be done outside standard business hours, on week-
ends, or holidays. One visit is allowed unless specified otherwise in the Quote. A minimum of two-week prior notice is required to sched-
ule site startups and will be subject to prior commitments and equipment and travel availability. A signed site check sheet confirming
readiness will be required, and Cummins personnel may perform an installation audit prior to the startup being completed. Any issues
identified by the installation audit shall be corrected at the Customer's expense prior to the start-up. Portable load banks for site test (if
offered in the Quote) are equipped with only 100 feet of cable. Additional lengths may be arranged at an extra cost. Cummins is not
responsible for any labor or materlals charged by others associated with start-up and installation of Equipment, unless previously agreed
upon in writing. Supply of fuel for start-up and/or testing, fill-up of tank after start up, or change of oil is not included unless specified in
the Quote. All installation/execution work at the site including, but not limited to: civil, mechanical, electrlcal, supply of wall thimbles, ex-
haust extension pipe, elbows, hangers, expansion joints, insulation and cladding materials, fuel/oil/cooling system piping, air ducts, and
louvers/dampers is not included unless specified in the Quote. When an enclosure or sub-base fuel tank (or both) are supplied, the
openings provided for power cable and fuel piping entries, commonly referred to as "stub-ups", must be sealed at the site by others be-
fore commissioning. All applications, inspections and/or approvals by authorities are to be arranged by Customer.
12. MANUFACTURER'S WARRANTY. Equipment purchased hereunder is accompanied by an express written manufacturer's warranty
('Warranty") and, except as expressly provided in this Agreement, is the only warranty offered on the Equipment. A copy of the Warranty
is available upon request While this Agreement and the Warranty are intended to be read and applied in conjunction, where this Agree-
ment and the Warranty conflict, the terms of the Warranty shall prevail.
13. WARRANTY PROCEDURE. Prior to the expiration of the Warranty, Customer must give notice of a warrantable failure to Cummins
and deliver the defective Equipment to a Cummins location or other location authorized and designated by Cummins to make the repairs
during regular business hours. Cummins shall not be liable for towing charges, maintenance items such as oil filters, belts, hoses, etc.,
communication expenses, meals, lodging, and incidental expenses incurred by Customer or employees of Customer, "downtime" ex-
penses, overtime expenses, cargo damages and any business costs and losses of revenue resulting from a warrantable failure.
14. LIMITATIONS ON WARRANTIES.
THE REMEDIES PROVIDED IN THE WARRANTY AND THIS AGREEMENT ARE THE SOLE AND EXCLUSIVE WARRANTIES AND
REMEDIES PROVIDED BY CUMMINS TO THE CUSTOMER UNDER THIS AGREEMENT. EXCEPT AS SET OUT IN THE WAR-
RANTY AND THIS AGREEMENT, AND TO THE EXTENT PERMITTED BY LAW, CUMMINS EXPRESSLY DISCLAIMS ALL OTHER
REPRESENTATIONS, WARRANTIES, ENDORSEMENTS, AND CONDITIONS OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING,
WITHOUT LIMITATION, ANY STATUTORY OR COMMON LAW IMPLIED REPRESENTATIONS, WARRANTIES AND CONDITIONS
OF FITNESS FOR A PURPOSE OR MERCHANTABILITY. The limited warranty does not cover Equipment failures resulting
from: (a) inappropriate use relative to designated power rating; (b) inappropriate use relative to application guidelines; (c) in-
appropriate use of an EPA-SE application generator set relative to EPA's standards; (d) normal wear and tear; (e) improper
and/or unauthorized installation; (!) negligence, accidents, or misuse; (g) lack of maintenance or unauthorized or improper
repair; {h) noncompliance with any Cummins published guideline or policy; (i) use of improper or contaminated fuels, cool-
ants, or lubricants; 0) improper storage before and after commissioning; (k) owner"s delay in making Equipment available after
notification of potential Equipment problem; (I) replacement parts and accessories not authorized by Cummins; (m) use of
battle short mode; (n) owner or operator abuse or neglect such as: operation without adequate coolant, fuel, or lubricants;
over fueling; over speeding; Jack of maintenance to lubricating, fueling, cooling, or air intake systems; late servicing and
maintenance; improper storage, starting, warm-up, running, or shutdown practices, or for progressive damage resulting from
a defective shutdown or warning device; or (a) damage to parts, fixtures, housings, attachments and accessory items that are
not part of the generating set
15. INDEMNITY. Customer shall indemnify, defend and hold harmless Cummins from and against any and all claims, actions, costs,
expenses, damages and liabilities, including reasonable attorneys' fees, brought against or incurred by Cummins related to or arising out
of this Agreement or the Equipment supplied under this Agreement (collectively, the "Claims"), where such Claims were caused or con-
tributed to by, in whole or in part, the acts, omissions, fault or negligence of the Customer. Customer shall present any Claims covered
by this indemnity to its insurance carrier unless Cummins directs that the defense will be handled by Cummins' legal counsel at Cus-
tomer's expense.
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16. LIMITATION OF LIABILITY
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NOTWITHSTANDING ANY OTHER TERM OF THIS AGREEMENT, IN NO EVENT SHALL CUMMINS, ITS OFFICERS, DIRECTORS,
EMPLOYEES, OR AGENTS BE LIABLE TO CUSTOMER OR ANY THIRD PARTY, WHETHER IN CONTRACT OR IN TORT OR UN-
DER ANY OTHER LEGAL THEORY (INCLUDING, WITHOUT LIMITATION, STRICT LIABILITY OR NEGLIGENCE), FOR ANY INDI-
RECT, INCIDENTAL, SPECIAL, PUNITIVE, LIQUIDATED, OR CONSEQUENTIAL DAMAGES OF ANY KIND (INCLUDING WITH-
OUT LIMITATION DOWNTIME, LOSS OF PROFIT OR REVENUE, LOSS OF DATA, LOSS OF OPPORTUNITY, DAMAGE TO
GOODWILL, ENHANCED DAMAGES, MONETARY REQUESTS RELATING TO RECALL EXPENSES AND REPAIRS TO PROP-
ERTY, AND/OR DAMAGES CAUSED BY DELAY), OR IN ANY WAY RELATED TO OR ARISING FROM CUMMINS' SUPPLY OF
EQUIPMENT UNDER THIS AGREEMENT OR THE USE OR PERFORMANCE OF EQUIPMENT SUPPLIED UNDER THIS AGREE-
MENT. IN NO EVENT SHALL CUMMINS' LIABILITY TO CUSTOMER OR ANY THIRD PARTY CLAIMING DIRECTLY THROUGH
CUSTOMER OR ON CUSTOMER'S BEHALF UNDER THIS AGREEMENT EXCEED THE TOTAL COST OF EQUIPMENT SUPPLIED
BY CUMMINS UNDER THIS AGREEMENT GIVING RISE TO THE CLAIM. BY ACCEPTANCE OF THIS AGREEMENT, CUSTOMER
ACKNOWLEDGES CUSTOMER'S SOLE REMEDY AGAINST CUMMINS FOR ANY LOSS SHALL BE THE REMEDY PROVIDED
HEREIN.
17. DEFAULT; REMEDIES. Customer shall be in breach and default if: (a) any of the payments or amounts due under this Agreement
are not paid; (b) Customer fails to comply, perform, or makes any misrepresentation relating to any of the Customers obligations or cov-
enants under this Agreement; or (c) prior to full payment of the balance due, Customer ceases to do business, becomes insolvent,
makes an assignment for the benefit of its creditors, appoints areceiver, commences an action for dissolution or liquidation, or becomes
subject to bankruptcy proceedings, or the Equipment is attached, levied upon, seized under legal process, is subjected to a lien or en-
cumbrance, or transferred by operation of law or otherwise to anyone other than Cummins. Upon the occurrence of any event of Cus-
tomers default, Cummins, at its sole option and without notice, shall have the right to exercise concurrently or separately any one or all
of the following remedies, which shall be cumulative-and not alternative: (a) to declare all sums due, and to become due, under this
Agreement immediately due and payable; (b) to commence legal proceedings, including collection actions and specific performance
proceedings, to enforce performance by Customer of any and all provisions of this Agreement, and to be awarded damages or injunctive
relief for the Customers breach; (c) to require the Customer to deliver the Equipment to Cummins' branch specified on the face of this
Agreement; (d) to exercise one or more of the rights and remedies available to a secured party under applicable law; and (e) to enter,
without notice or liability or legal process, onto any premises where the Equipment may be located, using force permitted by law, and
there to disconnect, remove and repossess the Equipment, the Customer having waived further right to possession after default. A
waiver of any event of default by Cummins shall not be a waiver as to any other or subsequent default.
18. CUSTOMER REPRESENTATIONS; RELIANCE. Customer is responsible for obtaining, at its cost, permits, import licenses, and
other consents in relation to the Equipment, and if requested by Cummins, Customer shall make these permits, licenses, and consents
available to Cummins prior to shipment. Customer represents that it is familiar with the Equipment and understands operating instruc-
tions and agrees to perform routine maintenance services. Until the balance is paid in full, Customer shall care for the Equipment
properly, maintain it in good operating condition, repair and appearance; and Customer shall use ii safely and within its rated capacity
and only for purpose it was designed. Even if Customer's purchase of Equipment from Cummins under this Agreement is based, in
whole or in part, on specifications, technical information, drawings, or written or verbal advice of any type from third parties, Customer
has sole responsibility for the accuracy, correctness and completeness of such specifications, technical information, drawings, or advice.
Cummins make no warranties or representations respecting the accuracy, correctness and completeness of any specifications, tech-
nical information, drawings, advice or other information provided by Cummins. Cummins makes no warranties or representations re-
specting the suitability, fitness for intended use, compatibility, integration or installation of any Equipment supplied under this Agree-
ment. Customer has sole responsibility for intended use, for installation and design and performance where it is part of a power, propul-
sion, or other system. Limitation of warranties and remedies and all disclaimers apply to all such technical information, drawings, or ad-
vice. Customer acknowledges and agrees by accepting delivery of the Equipment that the Equipment purchased is of the size, design,
capacity and manufacture selected by the Customer, and that Customer has relied solely on its own judgment in selecting the Equip-
ment.
19. CONFIDENTIALITY. Each party shall keep confidential any information received from the other that is not generally known to the
public and at the time of disclosure, would reasonably be understood by the receiving party to be proprietary or confidential, whether
disclosed in oral, written, visual, electronic, or other form, and which the receiving party (or agents) learns in connection with this Agree-
ment including, but not limited to: (a) business plans, strategies, sales, projects and analyses; (b) financial information, pricing, and fee
structures; (c) business processes, methods, and models; (d) employee and supplier information; (e) specifications; and (f) the terms
and conditions of this Agreement. Each party shall take necessary steps to ensure compliance with this provision by its employees and
agents.
20. GOVERNING LAW, VENUE, AND JURISDICTION. This Agreement and all matters arising hereunder shall be governed by, inter-
preted, and construed in accordance with the laws of the State of Indiana without giving effect to any choice or conflict of law provision.
The parties agree that the federal and state courts of the State of Indiana shall have exclusive jurisdiction over, regarding, or relating to
any dispute or claim arising in connection with this Agreement or any related matter, and hereby waive any right to claim such forum
would be inappropriate, including concepts of forum non conveniens.
21. INSURANCE. Upon Customers request, Cummins will provide to Customer a Certificate of Insurance evidencing Cummins' relevant
insurance coverage.
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22. ASSIGNMENT. This Agreement shall be binding on the parties and their successors and assigns. Customer shall not assign this
Agreement without the prior written consent of Cummins.
23. INTELLECTUAL PROPERTY. Any intellectual property rights created by either party, whether independently or jointly, in the course
of the perfonnance of this Agreement or otherwise related to Cummins pre-existing intellectual property or subject matter related
thereto, shall be Cummins' property. Customer agrees to assign, and does hereby assign, all right, title, and interest to such intellectual
property to Cummins. Any Cummins pre-existing intellectual property shall remain Cummins' property. Nothing in this Agreement shall
be deemed to have given Customer a license or any other rights to use any of the intellectual property rights of Cummins.
24. PRICING. To the extent allowed by law, actual prices invoiced to Customer may vary from the price quoted at the time of order
placement, as the same will be adjusted for prices prevailing on the date of shipment due to economic and market conditions at the time
of shipment. Subject to local laws, Cummins reserves the right to adjust pricing on goods and services due to input and labor cost
changes and/or other unforeseen circumstances beyond Cummins' control.
25. TARIFF AND DUTY SURCHARGES. In addition to any adjustments otherwise provided for in this Agreement, in the event of any
increase in the cost of purchased materials due to the impact of any tariffs, duties, levies, or similar government charges ("Tariffs") in
effect during the tenn of this Agreement, the parties agree that such increases shall be passed through directly to the Customer effective
immediately upon Cummins" notice to the Customer of such increases. The Customer shall pay Tariff-related increases within thirty (30)
days of receipt of invoice.
26. MISCELLANEOUS. Cummins shall be an independent contractor under this Agreement All notices under this Agreement shall be in
writing and be delivered personally, mailed via first class certified or registered mail, or sent by a nationally recognized express courier
service to the addresses set forth in this Agreement. No amendment of this Agreement shall be valid unless it is writing and signed by
an authorized representative of the parties hereto. Failure of either party to require perfonnance by the other party of any provision
hereof shall in no way affect the right to require such performance at any time thereafter, nor shall the waiver by a party of a breach of
any of the provisions hereof constitute a waiver of any succeeding breach. Any provision of this Agreement that is invalid or unenforcea-
ble shall not affect the validity or enforceability of the remaining tenns hereof. These tenns are exclusive and constitute the entire agree-
ment. Customer acknowledges that the provisions were freely negotiated and bargained for, and Customer has agreed to purchase of
the Equipment pursuant to these Tenns and Conditions. Acceptance of this Agreement is expressly conditioned on Custome(s assent
to all such Tenns and Conditions. Neither party has relied on any statement. representation, agreement, understanding, or promise
made by the other except as expressly set out in this Agreement. In the event Cummins incurs additional charges hereunder due to the
acts or omissions of Customer, the additional charges will be passed on to the Customer, as applicable. Headings or other subdivisions
of this Agreement are inserted for convenience of reference and shall not limit or affect the legal construction of any provision hereof.
The Parties' rights, remedies, and obligations under this Agreement which by their nature are intended to continue beyond the tennina-
tion or cancellation of this Agreement, including but not limited to the Section 16. Limitation of Liability provision contained herein, shall
survive the expiration, tennination, or cancellation of this Agreement
27. COMPLIANCE. Customer shall comply with all laws applicable to its activities under this Agreement, including, without limitation,
any and all applicable federal, state, and local anti-bribery, environmental, health, and safety laws and regulations then in effect. Cus-
tomer acknowledges that the Equipment and any related technology that are sold or otherwise provided hereunder may be subject to
export and other trade controls restricting the sale, export, re-export and/or transfer, directly or indirectly, of such Equipment or technol-
ogy to certain countries or parties, including, but not limited to, licensing requirements under applicable laws and regulations of the
United States, the United Kingdom and other jurisdictions. It is the intention of Cummins to comply with these laws, rules, and regula-
tions. Any other provision of this Agreement to the contrary notwithstanding, Customer shall comply with all such applicable all laws
relating to the cross-border movement of goods or technology, and all related orders in effect from time to time, and equivalent
measures. Customer shall act as the importer of record with respect to the Equipment and shall not resell, export, re-export. distribute,
transfer, or dispose of the Equipment or related technology, directly or indirectly, without first obtaining all necessary written pennits,
consents, and authorizations and completing such fonnalities as may be required under such laws, rules, and regulations. In addition,
Cummins has in place policies not to distribute its products for use in certain countries based on applicable laws and regulations includ-
ing but not limited to UN, U.S., UK, and European Union regulations. Customer undertakes to perfonn its obligations under this Agree-
ment with due regard to these policies. Strict compliance with this provision and all laws of the territory pertaining to the importation,
distribution, sales, promotion and marketing of the Equipment is a material consideration for Cummins entering into this Agreement with
Customer and continuing this Agreement for its tenn. Customer represents and warrants that it has not and shall not, directly or through
any intennediary, pay, give, promise to give or offer to give anything of value to a government official or representative, a political party
official, a candidate for political office, an officer or employee of a public international organization or any other person, individual or en-
tity at the suggestion, request or direction or for the benefit of any of the above-described persons and entities for the purposes of induc-
ing such person to use his influence to assist Cummins in obtaining or retaining business or to benefit Cummins or any other person in
any way, and will not otherwise breach any applicable laws relating to anti-bribery. Any failure by Customer to comply with these provi-
sions will constitute a default giving Cummins the right to immediate tennination of this Agreement and/or the right to elect not to recog-
nize the warranties associated with the Equipment. Customer shall accept full responsibility for any and all civil or criminal liabilities and
costs arising from any breaches of those laws and regulations and will defend, indemnify, and hold Cummins hannless from and against
any and all fines, penalties, claim, damages, liabilities, judgments, costs, fees, and expenses incurred by Cummins or its affiliates as a
result of Custome(s breach.
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28. To the extent applicable, this contractor and subcontractor shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.S(a)
and 60-741.S(a). These regulations prohibit discrimination against qualified Individuals based on their status as protected vet-
erans or individuals with disabilities and prohibit discrimination against all individuals based on their race1 color, religion, sex,
sexual orientation, gender identity or national origin. Moreover, these regulations require that covered prime contractors and
subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion,
sex, sexual orientation, gender identity, national origin, protected veteran status or disability. The employee notice requirements
set forth in 29 CFR Part 471, Appendix A to Subpart A, are hereby incorporated by reference Into this contract
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Craig We$!., Proeurement Atialyrt James Voelker, CPCM, CFCM, Procurement Lead Analyst
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Sourcewell ~
Solicitation Number: RFP #092222
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and Cummins Inc ., 500 Jackson Street, Box 3005, Columbus, IN 47201
(Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers
cooperative procurement solutions to government entities. Participation is open to eligible
federal, state/province, and mun icipal governmental entities, higher education, K-12 education,
nonprofit, tr ibal government, and other public entities located in the United States and Canada .
Sourcewell issued a public solicitation for Electrical Energy Power Generation Equipment with
Related Parts, Supplies, and Services from which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to
Sourcewell and the entities that access Sourcewell's cooperative purchasing contracts
(Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE . This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires November 22, 2026, unless it is
cancelled sooner pursuant to Article 22. This Contract may be extended one additional year
upon the request of Sourcewell and written agreement by Supplier.
C. SURVIVAL OF TERMS . Notwithstanding any expiration or terminat ion of this Contract, all
payment obligations incurred prior to ex piration or termination will survive, as will the
following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All
other rights will cease upon expiration or termination of this Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or
Services as stat ed in its Proposal submitted under the Solicitation Number listed above.
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Supplier's Equipment, Products, or Services Proposal (Proposal) is attached and incorporated
into this Contract.
All Equipment and Products provided under this Contract must be new and the current model.
Supplier may offer used, close-out or refurbished Equipment or Products if they are clearly
indicated in Supplier's product and pricing list. Unless agreed to by the Participating Entities in
advance, Equipment or Products must be delivered as operational to the Participating Entity's
site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated,
sales and sales volume are not guaranteed.
B. WARRANTY. All equipment purchased pursuant to this Contract is governed by the express
written manufacturer's warranty (the "Warranty") and is the only warranty offered on the
equipment. EXCEPT AS OTHERWISE EXPRESSLY SET FORTH IN THE WARRANTY, THERE ARE NO
OTHER WARRANTIES, GUARANTEES, OR REPRESENTATIONS OF ANY KIND, EXPRESS OR IMPLIED,
INCLUDING WITHOUT LIMITATION, ANY IMPLIED WARRANTY OF MERCHANTABILITY OR
FITNESS FOR A PARTICULAR PURPOSE. THE REMEDIES PROVIDED IN THE WARRANTY SHALL BE
THE SOLE AND EXCLUSIVE REMEDY FOR BREACH OF WARRANTY. Supplier further warrants that
all Equipment, Products, and Services furnished are free from liens and encumbrances, and are
free from defects in design, materials, and workmanship. In addition, Supplier warrants the
Equipment, Products, and Services are suitable for and will perform in accordance with the
ordinary use for which they are intended. Supplier's dealers and distributors must agree to
assist the Participating Entity in reaching a resolution in any dispute over warranty terms with
the manufacturer. Any manufacturer's warranty that extends beyond the expiration of the
Supplier's warranty will be passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout
the Contract term, Supplier must provide to Sourcewell a current means to validate or
authenticate Supplier's authorized dealers, distributors, or resellers relative to the Equipment,
Products, and Services offered under this Contract, which will be incorporated into this
Contract by reference. It is the Supplier's responsibility to ensure Sourcewell receives the most
current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price
stated in Supplier's Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a
Participating Entity's total cost of acquisition. This means that the quoted cost is for delivered
Equipment, Products, and Services that are operational for their intended purpose, and
includes all costs to the Participating Entity's requested delivery location.
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Regardless of the payment method chosen by the Participating Entity, the total cost associated
with any purchase option of the Equipment, Products, or Services must always be disclosed in
the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly
packaged. Damaged Equipment and Products may be rejected. If the damage is not readily
apparent at the time of delivery, Supplier must permit the Equipment and Products to be
returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable
time after delivery where circumstances or conditions prevent effective inspection of the
Equipment and Products at the time of delivery. In the event of the delivery of nonconforming
Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and
the Supplier will replace nonconforming Equipment and Products with conforming Equipment
and Products that are acceptable to the Participating Entity.
Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive
in a defective or inoperable condition.
Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally
delivers substandard or inferior Equipment or Products.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax-
exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax-
exempt entity.
C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection
of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to
Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed
from the Hot List at any time through a Sourcewell Price and Product Change Form as defined
in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and
discontinued Equipment and Products as long as those close-out and discontinued items are
clearly identified as such. Current ordering process and administrative fees apply. Hot List
Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any
time. All requests must be made in writing by submitting a signed Sourcewell Price and Product
Change Request Form to the assigned Sourcewell Supplier Development Administrator. This
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approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
• Identify the applicable Sourcewell contract number;
• Clearly specify the requested change;
• Provide sufficient detail to justify the requested change;
• Individually list all Equipment, Products, or Services affected by the requested change,
along with the requested change (e.g., addition, deletion, price change); and
• Include a complete restatement of pricing documentation in Microsoft Excel with the
effective date of the modified pricing, or product addition or deletion. The new pricing
restatement must include all Equipment, Products, and Services offered, even for those
items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Request Form will become an amendment
to this Contract and will be incorporated by reference.
5_ PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell's cooperative contracts are available and open to public and
nonprofit entities across the United States and Canada; such as federal, state/province,
municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally
access the Equipment, Products, or Services under this Contract. A Participating Entity's
authority to access this Contract is determined through its cooperative purchasing, interlocal,
or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service
Member of Sourcewell during such time of access. Supplier understands that a Participating
Entity's use of this Contract is at the Participating Entity's sole convenience and Participating
Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use
eligibility requirements and documentation and will encourage potential participating entities
to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its
roster during the term of this Contract.
B. PUBLIC FACILITIES. Supplier's employees may be required to perform work at government-
owned facilities, including schools. Supplier's employees and agents must conduct themselves
in a professional manner while on the premises, and in accordance with Participating Entity
policies and procedures, and all applicable laws.
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6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under
this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this
Contract; however, order flow and procedure will be developed jointly between Sourcewell and
Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized
subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it
may use its own forms, but the purchase order should clearly note the applicable Sourcewell
contract number. All Participating Entity orders under this Contract must be issued prior to
expiration or cancellation of this Contract; however, Supplier performance, Participating Entity
payment obligations, and any applicable warranty periods or other Supplier or Participating
Entity obligations may extend beyond the term of this Contract.
Supplier's acceptable forms of payment are included in its attached Proposal. Participating
Entities will be solely responsible for payment and Sourcewell will have no liability for any
unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and
conditions to a purchase order, or other required transaction documentation, may be
negotiated between a Participating Entity and Supplier, such as job or industry-specific
requirements, legal requirements (e.g., affirmative action or immigration status requirements),
or specific local policy requirements. Some Participating Entities may require the use of a
Participating Addendum, the terms of which will be negotiated directly between the
Participating Entity and the Supplier or its authorized dealers, distributors, or resellers, as
applicable. Any negotiated additional terms and conditions must never be less favorable to the
Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires
service or specialized performance requirements not addressed in this Contract (such as e-
commerce specifications, specialized delivery requirements, or other specifications and
requirements), the Participating Entity and the Supplier may enter into a separate, standalone
agreement, apart from this Contract. Sourcewell, including its agents and employees, will not
be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or
in part, immediately upon notice to Supplier in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body
at levels sufficient to pay for the equipment, products, or services to be purchased; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the
Participating Entity's requirements.
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E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a
Participating Entity's order will be determined by the Participating Entity making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to
Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is
changed. The Account Representative will be responsible for:
• Maintenance and management of this Contract;
• Timely response to all Sourcewell and Participating Entity inquiries; and
• Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Supplier must perform a minimum of • ne business review with
Sourcewell per contract year. The business review will cover sales to Participating Entities,
pricing and contract terms, administrative fees, sales data reports, performance issues, supply
issues, customer issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a
contract sales activity report (Report) to the Sourcewell Supplier Development Administrator
assigned to this Contract. Reports are due no later than 45 days after the end • f each calendar
quarter. A Report must be provided regardless of the number or amount of sales during that
quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were
made).
The Report must contain the following fields:
• Participating Entity Name (e.g., City of Staples Highway Department);
• Participating Entity Physical Street Address;
• Participating Entity City;
• Participating Entity State/Province;
• Participating Entity Zip/Postal Code;
• Participating Entity Contact Name;
• Participating Entity Contact Email Address;
• Participating Entity Contact Telephone Number;
• Sourcewell Assigned Entity/Participating Entity Number;
• Item Purchased Description;
• Item Purchased Price;
• Sourcewell Administrative Fee Applied; and
• Date Purchase was invoiced/sale was recognized as revenue by Supplier.
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B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell,
the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and
Services provided to Participating Entities. The Administrative Fee must be included in, and not
added to, the pricing. Supplier may not charge Participating Entities more than the contracted
price to offset the Administrative Fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated
in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased
by Participating Entities under this Contract during each calendar quarter. Payments should
note the Supplier's name and Sourcewell-assigned contract number in the memo; and must be
mailed to the address above "Attn: Accounts Receivable" or remitted electronically to
Sourcewell's banking institution per Sourcewell's Finance department instructions. Payments
must be received no later than 45 calendar days after the end of each calendar quarter.
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to
ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell
reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in
any subsequent solicitation. In the event this Contract is cancelled by either party prior to the
Contract's expiration date, the administrative fee payment will be due no more than 30 days
from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Supplier's Authorized Representative is the person named in the Supplier's Proposal. If
Supplier's Authorized Representative changes at any time during this Contract, Supplier must
promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records,
documents, and accounting procedures and practices relevant to this Contract are subject to
examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the
end of this Contract. This clause extends to Participating Entities as it relates to business
conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under
this Contract without the prior written consent of the other party and a fully executed
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assignment agreement. Such consent will not be unreasonably withheld. Any prohibited
assignment will be invalid.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective
until it has been duly executed by the parties.
D. WAIVER. Failure by either party to take action or assert any right under this Contract will
not be deemed a waiver of such right in the event of the continuation or repetition of the
circumstances giving rise to such right. Any such waiver must be in writing and signed by the
parties.
E. CONTRACT COMPLETE. This Contract represents the complete agreement between the
parties. No other understanding regarding this Contract, whether written or oral, may be used
to bind either party. For any conflict between the attached Proposal and the terms set out in
Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent
contractors, each free to exercise judgment and discretion with regard to the conduct of their
respective businesses. This Contract does not create a partnership, joint venture, or any other
relationship such as master-servant, or principal-agent.
11. INDEMNITY AND HOLD HARMLESS
Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities,
including their agents and employees, harmless from any third party claims or causes of action,
including attorneys' fees incurred by Sourcewell or its Participating Entities, arising out of any
negligent act or omission or willful misconduct in the performance of this Contract by the
Supplier or its agents or employees; this indemnification includes injury or death to person(s) or
property alleged to have been caused by some defect in the Equipment, Products, or Services
under this Contract to the extent the Equipment, Product, or Service has been used according
to its specifications. To the maximum extent permitted by law, in no event will Supplier be
liable under this Contract for consequential, incidental, or special damages, including without
limitation any lost opportunity damages or lost profits, or savings, loss of use, loss of data, or
downtime, even if it has been advised of their possible existence. Sourcewell's responsibility
will be governed by the State of Minnesota's Tort Liability Act (Minnesota Statutes Chapter 466)
and other applicable law.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell
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under this Contract and as it applies to all data created, collected, received, maintained, or
disseminated by the Supplier under this Contract.
13_ INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and
license to use the trademark(s) provided to Supplier by Sourcewell in advertising and
promotional materials for the purpose of marketing Sourcewell's relationship with
Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and
license to use Supplier's trademarks in advertising and promotional materials for the
purpose of marketing Supplier's relationship with Sourcewell.
2. Limited Right of Sub/icense. The right and license granted herein includes a limited right
of each party to grant sub licenses to their respective subsidiaries, distributors, dealers,
resellers, marketing representatives, and agents (collectively "Permitted Sublicensees") in
advertising and promotional materials for the purpose of marketing the Parties' relationship
to Participating Entities. Any sublicense granted will be subject to the terms and conditions
of this Article. Each party will be responsible for any breach of this Article by any of their
respective sublicensees.
3. Use; Quality Control.
a. Neither party may alter the other party's trademarks from the form provided
and must comply with removal requests as to specific uses of its trademarks or
logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the
other party's trademarks only in good faith and in a dignified manner consistent with
such party's use of the trademarks. Upon written notice to the breaching party, the
breaching party has 30 days of the date of the written notice to cure the breach or
the license will be terminated.
4. Termination. Upon the termination of this Contract for any reason, each party, including
Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites,
and the like bearing the other party's name or logo (excepting Sourcewell's pre-printed
catalog of suppliers which may be used until the next printing). Supplier must return all
marketing and promotional materials, including signage, provided by Sourcewell, or dispose
of it according to Sourcewell's written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released
without prior written approval from the Authorized Representatives. Publicity includes notices,
informational pamphlets, press releases, research, reports, signs, and similar public notices
prepared by or for the Supplier individually or jointly with others, or any subcontractors, with
respect to the program, publications, or services provided resulting from this Contract.
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C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be
approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development
Administrator assigned to this Contract.
D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment,
Products, or Services.
14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue
for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate
state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God
or other conditions that are beyond that party's reasonable control. A party defaulting under
this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal,
unenforceable, or void then both parties will be relieved from all obligations arising from that
provision. If the remainder of this Contract is capable of being performed, it will not be affected
by such determination or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and
address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and
work in good faith to resolve such dispute within a reasonable period of time. If necessary,
Sourcewell and the Supplier will jointly develop a short briefing document that describes
the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified
above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher
level of management. The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the
Supplier must continue without delay to carry out all of its responsibilities under the
Contract that are not affected by the dispute. If the Supplier fails to continue without delay
to perform its responsibilities under the Contract, in the accomplishment of all undisputed
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work, the Supplier will bear any additional costs incurred by Sourcewell and/or its
Participating Entities as a result of such failure to proceed.
B. DEFAULT AND REMEDIES. Either ofthe following constitutes cause to declare this Contract,
or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
The party claiming default must provide written notice of the default, with 30 calendar days to
cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated
or other damages. If the default remains after the opportunity for cure, the non-defaulting
party may:
• Exercise any remedy provided by law or equity, or
• Terminate the Contract or any portion thereof, including any orders issued against the
Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect
at all times during the performance of this Contract with insurance company(ies) licensed or
authorized to do business in the State of Minnesota having an "AM BEST" rating of A- or better,
with coverage and limits of insurance not less than the following:
1. Workers' Compensation and Employer's Liability.
Workers' Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its
operations, with coverage on an occurrence basis, and must be subject to terms no less
broad than the Insurance Services Office ("ISO") Commercial General Liability Form
CG000l (2001 or newer edition), or equivalent. At a minimum, coverage must include
liability arising from premises, operations, bodily injury and property damage,
independent contractors, products-completed operations including construction defect,
contractual liability, blanket contractual liability, and personal injury and advertising
injury. All required limits, terms and conditions of coverage must be maintained during
the term of this Contract.
Minimum Limits:
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$1,000,000 each occurrence Bodily Injury and Property Damage
$1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for products liability-completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract,
Supplier will maintain insurance covering all owned, hired, and non-owned automobiles
in limits of liability not less than indicated below. The coverage must be subject to terms
no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer),
or equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Supplier will maintain
umbrella coverage over Employer's Liability, Commercial General Liability, and
Commercial Automobile.
Minimum Limits:
$2,000,000
5. Professional/Technical, Errors and Omissions, and/or Miscellaneous Professional
Liability. During the term of this Contract, Supplier will maintain coverage for all claims
the Supplier may become legally obligated to pay resulting from any actual or alleged
negligent act, error, or omission related to Supplier's professional services required
under this Contract.
Minimum Limits:
$2,000,000 per claim or event
$2,000,000 - annual aggregate
6. Network Security and Privacy Liability Insurance. During the term of this Contract,
Supplier will maintain coverage for network security and privacy liability. The coverage
may be endorsed on another form of liability coverage or written on a standalone
policy. The insurance must cover claims which may arise from failure of Supplier's
security resulting in, but not limited to, computer attacks, unauthorized access,
disclosure of not public data - including but not limited to, confidential or private
information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling
Sourcewell to immediately terminate this Contract for default.
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B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must
furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this
Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the
Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must
be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide
certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in
this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY
INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including ,
their officers, agents, and employees, as an additional insured under the Supplier's commercial
general liability insurance policy with respect to liability arising out of activities, "operations," or
"work" performed by or on behalf of Supplier, and products and completed operations of
Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is
primary and not excess over or contributory with any other valid, applicable, and collectible
insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or
otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional
insureds for losses paid under the insurance policies required by this Contract or other
insurance applicable to the Supplier or its subcontractors. The waiver must apply to all
deductibles and/or self-insured retentions applicable to the required or any other insurance
maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must
require similar written express waivers of subrogation and insurance clauses from each of its
subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this
Contract can be met by either providing a primary policy or in combination with
umbrella/excess liability policy(ies), or self-insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this
Contract must comply fully with applicable federal laws and regulations, and with the laws in
the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Supplier must maintain a valid and current status on all required federal,
state/provincial, and local licenses, bonds, and permits required for the operation of the
business that the Supplier conducts with Sourcewell and Participating Entities.
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20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in
writing certain information to Sourcewell related to bankruptcy actions. If at any time during
this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in
writing.
Supplier certifies and warrants that neither it nor its principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs
operated by the State of Minnesota; the United States federal government or the Canadian
government, as applicable; or any Participating Entity. Supplier certifies and warrants that
neither it nor its principals have been convicted of a criminal offense related to the subject
matter of this Contract. Supplier further warrants that it will provide immediate written notice
to Sourcewell if this certification changes at any time.
21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or
services from this Contract may be subject to additional requirements including the
procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional
requirements based on specific funding source terms or conditions. Within this Article, all
references to "federal" should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Supplier's Equipment,
Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all
contracts that meet the definition of "federally assisted construction contract" in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-l.4(b), in
accordance with Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319,
12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, "Amending
Executive Order 11246 Relating to Equal Employment Opportunity," and implementing
regulations at 41 C.F.R. § 60, "Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, Department of Labor." The equal opportunity clause is incorporated
herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal
program legislation, all prime construction contracts in excess of $2,000 awarded by non-
federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.5.C. §
3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5,
"Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted
Construction"). In accordance with the statute, contractors must be required to pay wages to
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laborers and mechanics at a rate not less than the prevailing wages specified in a wage
determination made by the Secretary of Labor. In addition, contractors must be required to pay
wages not less than once a week. The non-federal entity must place a copy of the current
prevailing wage determination issued by the Department of Labor in each solicitation. The
decision to award a contract or subcontract must be conditioned upon the acceptance of the
wage determination. The non-federal entity must report all suspected or reported violations to
the federal awarding agency. The contracts must also include a provision for compliance with
the Copeland "Anti-Kickback" Act (40 U.S.C. § 3145), as supplemented by Department of Labor
regulations (29 C.F.R. § 3, "Contractors and Subcontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that
each contractor or subrecipient must be prohibited from inducing, by any means, any person
employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he or she is otherwise entitled. The non-federal entity must report
all suspected or reported violations to the federal awarding agency. Supplier must be in
compliance with all applicable Davis-Bacon Act provisions.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where
applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve
the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of
every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess
of the standard work week is permissible provided that the worker is compensated at a rate of
not less than one and a half times the basic rate of pay for all hours worked in excess of 40
hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction
work and provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. These requirements
do not apply to the purchases of supplies or materials or articles ordinarily available on the
open market, or contracts for transportation or transmission of intelligence. This provision is
hereby incorporated by reference into this Contract. Supplier certifies that during the term of
an award for all contracts by Sourcewell resulting from this procurement process, Supplier must
comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award
meets the definition of "funding agreement" under 37 C.F.R. § 401.2(a) and the recipient or
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization
regarding the substitution of parties, assignment or performance of experimental,
developmental, or research work under that "funding agreement," the recipient or subrecipient
must comply with the requirements of 37 C.F.R. § 401, "Rights to Inventions Made by Nonprofit
Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements," and any implementing regulations issued by the awarding agency. Supplier
certifies that during the term of an award for all contracts by Sourcewell resulting from this
procurement process, Supplier must comply with applicable requirements as referenced above.
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E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL
ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require
the non-federal award to agree to comply with all applicable standards, orders or regulations
issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q} and the Federal Water Pollution
Control Act as amended (33 U.S.C. § 1251-1387}. Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA}.
Supplier certifies that during the term of this Contract will comply with applicable requirements
as referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689}. A contract award
(see 2 C.F.R. § 180.220} must not be made to parties listed on the government wide exclusions
in the System for Award Management (SAM}, in accordance with the 0MB guidelines at 2 C.F.R.
§180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189} and 12689 (3
C.F.R. § 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names
of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier
certifies that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation by any federal
department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file
any required certifications. Suppliers must not have used federal appropriated funds to pay any
person or organization for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, officer or employee of Congress, or an employee of a member
of Congress in connection with obtaining any federal contract, grant, or any other award
covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that
takes place in connection with obtaining any federal award. Such disclosures are forwarded
from tier to tier up to the non-federal award. Suppliers must file all certifications and
disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31
u.s.c. § 1352}.
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with
the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies
that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after
grantees or subgrantees submit final expenditure reports or quarterly or annual financial
reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier
must comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act.
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J. BUY AMERICAN PROVIS IONS COMPLIANCE. To the extent applicable, Supplier must comply
with all applicable provisions of the Buy American Act . Purchases made in accordance with the
Buy American Act must follow the applicable procurement rules calling for free and open
competition .
K. ACCESS TO RECORDS (2 C.F .R. § 200.336). Supplier agrees that duly authorized
representatives of a federal agency must have access to any books, documents, papers and
records of Supplier that are direct ly pertinent to Supplier's discharge of i ts obligations under
this Contract for the purpose of making audits, exam inations, excerpts, and transcriptions. The
right also includes timely and reasonable access to Supplier's personnel for the purpose of
interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R . § 200.322). A non-federal entity that is
a state agency or agency of a political subdivision of a state and its contractors must comply
with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation
and Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 C.F .R. § 247 that contain the
highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competit ion, where the purchase price of the item exceeds $10,000 or the
value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an aff irmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
M . FEDERAL SEAL(S), LOGOS, AND FLAGS . The Suppli er cannot use the seal(s), logos, crest s, or
reproduct ions of flags or likenesses of Federal agency offi cia ls w ithout specific pre-approval.
N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to
th is Contract or any purchase by a Participating Entity and is not subject to any obligations or
liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter
resul ting from the Contract or any purchase by an authorized user.
0. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The
Contractor acknowledges that 31 U.S . C. 38 (Administrative Remedies for False Claims and
Sta t ements) applies to the Supplier's actions pertaining to this Contract or any purchase by a
Participating Entity.
P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any
federal debt. Examples of relevant debt include delinquent payroll and other taxe s, audit
disallowance, and benefit overpayments.
Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Service s,
Sourcewell, and Participating Enti ty as soon as possible if thi s Co ntract or any aspect rel at ed to
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the anticipated work under this Contract raises an actual or potentia l conflict of interest (as
described in 2 C.F .R. Part 200). The Supplier must explain the actual or potential conflict in
writing in su fficient detail so that the U .S. Office of General Services, Sourcewell, and
Participating Entity are able to assess the actual or potential conflict; and provide any additional
information as necessary or requested.
R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S .
Executive Order 13224 and U.S. Laws that proh ibit transactions with and provision of resources
and support to individuals and organizations associated with terrori sm.
S. PROHIB ITI ON ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR
EQUIPMENT. To the extent applicable, Supplier certifies that during the term of thi s Contract it
will comply with applicable requirements of 2 C.F .R. § 200.216.
T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies
that during the term of thi s Contract will comply with applicable requirements of 2 C.F.R. §
200.322.
22. CANCELLATION
Sourcewell or Supplier may cancel th is Contract at any time, with or w i thout cause, upon 60
days' written notice to the other party . However, Sourcewell may cancel this Contract
immediately upon discovery of a material defect in any certification made in Supplier's
Proposal. Cancellation of this Contract does not relieve either party of financial, product, or
service obligations incurred or accrued prior to cancellation.
Sourcewell Cummi ns Inc.
li DocuSlg ned by:
By :~t~m'7
(r OocuSlgned by:
By: L 1:2~
Jeremy Schwartz James Stalnaker
Title: Chief Procurement Officer Tit le: National Accounts Sales Director
11/ 17/2022 I 3:50 PM CST
Date: ___________ 11/17/2022 I 2:02 PM PST
Date: ___________
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DocuSign Envelope ID: AB4A7D23-45D6-4C40-934E-2D084C65EBC0
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Approved:
1/DocuSlgned by:
By: ~ F0 A~
Chad Coauette
Title: Executive Director/CEO
11/ 17/ 2022 I 6:54 PM CST
Date: ____________
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CONSENT AGENDA STAFF REPORT
ITEM CONSIDERED: Item C
SUBJECT: Authorizing a Contract with Tri-Star Hauling to Provide a One Time Yard
Waste Removal at the City's Yard Waste Site
"DATE CONSIDERED: January 20, 2026 -
DEPARTMENT DIRECTOR(S):_&/ _____-_7----.'. ___ -~--- __ :- _~_---_--_-- ________ _
CITY ADMINISTRATOR: ____✓_~--------~"-------,-"'._____..._«• __ ·--~..._~~~---
~~
Staff requests approval to enter a contract with Tri-Star Hauling to provide yard waste
removal services at the City's yard waste facility.
The facility required a second fall clean out this fall. This contract will almost empty the
facility so that it is prepared to receive yard waste for our citizens' use during the spring
clean-up season. The facility has been highly utilized this fall.
The contract is for $55,500 and would be paid from 10-542-524030, Compost Services.
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FINANCE DEPARTMENT
PURCHASING DIVISION
SUBJECT: Bid IFB4353, One-Time Yard Waste Removal
Public Works, Opened December 30, 2025
RECOMMENDATION:
Staff recommends the award of bid IFB4353 to Tri-Star Hauling, Fayette, MO. for the one-time removal
of yard waste located at 708 Ellis Blvd, Jefferson City, Missouri 65109. There was only one bid received,
but staff evaluated and determined the bid to be acceptable.
BIDS RECEIVED:
Tri-Star Hauling, Fayette, MO
Bi d Amount
$55,500.00
This bid was advertised in the News Tribune on 12/1 4/2 025 and p osted on Bonfire. Bid notifications were
sent to 60 vendors and there were 16 docume nt takers.
FISCAL NOTE:
Expended or
Account Number Description FY 2026 Budget Encumbered Bid Amount Balance
Amount
10- 542-52 40 30 Con tractual Se rvices $90,0 00 $24,5 00 .00 $55,500.00 $10,000.00
Bid Total $55,5 00 . 00
A17 ' ACHMENTS - SUPPORTING DOCUMENTATION
Signature: lfl'l~Hf)([V)
Pure 7gAge~ 0 I /09/2026
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IFB4353 - Yard Waste Removal - One Time
Opened December 30, 2025
"As Read " Only
Does Not Indicate Award
#
#1 -1
Tri-Star Hauling UC
Total Cost: $ 55, 500 .0
Items ______, Lump Sum
One-Time Removal of Yard Waste $ 55,500.0
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CITY OF ·JEFFERSON
CONTRACT FORPROFESSIONAL SERVICES
. Tms CONTRACT, made andentered into the date last executed by a party as indicated below, by and
between the City ofJefferson, a municipal corporation.of the State of Missouri, hereinafter referred to as
"City", and the· Tri-Star Hauling, hereinafter referred to as ''Contractor".
WITNESSETH: ·
THAT WHEREAS, the City desires to engage the Contractor to render certain services for the
. one time removal· ofyard waste at 708 Ellis Blvd, Jefferson City, MO, hereinafter described in Exhibit A.
WHEREAS; Contractor has made certain :representations and statements to the City with respect
to the provision of such services and the City has accepted said proposal· to enter into a contract with the .
.Contractor for the performance of services by the Contractor.
NOW THEREFORE, for:the considerations herein expressed, it-is agreed by and-between the
City. and :the Contractor as follows:
L · Scope of Services.
:contractor: agreesJd prdvide all supervision, labor, tools, equipment, materials and supplies for-the ·one
timeremovalofyardwasteat 708 Ellis Blvd, as setforthin ExbibitA.Jnthe eventofa.conflict between
this agreement and any attached exhibits, the provisions :of this agreement.shall govern and prevail. .
.2. · Paym~nt.
The City hereby agr~e~to pay Contractor for the workdone. pursuant to this contract according to the
payment schedule set forth in the contract documents upon acceptance. of said wo;rkby an Agent of the
· City ofJefferson,s Public Works Department, and in accordance with the rates and/or amounts·stated in.
the bid of Contractor dated:Decemher 30,·2025,whicliare byreferencemade a part hereof. No. partial
payment to Contractor shall operate as approval or acceptance of work done or.materials furnished
hereunder. No,change in compensation shall be made unless there is a substantial and significant
. difference b~tween the. work origii;tally contemplated by this agreement and the work actually required:
.The total amount for services rendered under this contract shall.not exceed Fifty-Five Thousand.Five
Hundred Dollars and Zero Cents ($55,500.00).
3. llim:
This contract shall commence on the date last executed by a party as indicated below. The Contractor
shall complete- said work, as set forth in Exhibit A, within thirty (30) days.
4~ ·. Additional Services.
The City may·add to Contractor services o;rdelete therefrom activities of a similar nature to those setforth
iri Exhibit A, provided that the total cost.of such work does not exceed the total cost allowance as
specified in paragraph.2 hereof. The :Contractor shall undertalce such changed activities only upon .the
direction of the City.Allsuch directives·and changes shall be in writt:en·form and approvedby the City
and shall be accepted and countersigned by the. Contractor or its agreed representatives.
5. Personnel to be Provided~
The. Contractor represents.that.Contractor has or will secure at its expense all personnel required to
perform the services called for under tllis· contract by the .Contractor: Such personnel shall not be .
.employees of or·have any contractualrelationship with the City except as employees ofthe Contractor..
All of the.services required hereunder will be performed by the Contractor or under the Contractor's
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. direct supervision and all personnel engaged in the work shall be fully quali~ed and .shall be a~thorized
under state and local law to perfonnsuch services; None of the work or services covered by this. contract
shall be subcontracted· except as provided in Exhibit A without the written approval of the City.
6~ Contractor's Responsibility for Subcontractors. · .
· It is further agreed that·Contractor shall be as fully responsible to the City for the acts and omissions of its
subcontractors, and of persons eitherdirectly or indirectly employed by them, as Contractoris for the acts
and omissions of persons it directly einploysJ Contractor shall cause appropriate provisions to be inserted
in all subcontracts relating to this work, to bind all subcontractors to Contractor by all the terms herein set
forth; insofar a:s applicable to the work of subcontractors and to give Contractor the s.ame power.regarding
tennination of any subcontra~t as the: City may exercise over :Contractor under any provisions of this
contract. Nothing ,contained in this·.contractshall create any contractual relations between any
subcontractor and the City or between any subcontractors.
7~ Independent Contractor.
.The Contractor is an independent contractor and nothing herein shall constitute or designate the
Contractor or any of its employees as ag~nts. or·employees ofthe City.
8. Benefits not Available.
The Contractor shall not be entitled to any of the benefits established for the employees·ofthe City and
shall not be covered by the Workmen's Compensation Program of the City.
9. Nondiscrimination.
The Contractor agrees in the perfonnance of the contract notto discriminate on the grounds otbecause of
race, creed, color, national origin or ancestry, .sex, religion, handicap, age or political affiliation, against
any employee of Contractor or applicant for employment and shall :include·a similar provision in all
subcontracts let orawarded·hereunder. ·
10. ·Illegal Immigration ..
Prior to commencement of the work:
·a.. · Contractor.shall; by sworn affidavit and provision of documentation, affinn its
enrollment and palifoipation in a federal work authorization program with respect to the
:employees working in connection with the contracted services.
b; Contractor sha.Ilsign an affidavit affinning·that it does not knowingly employ any person
who is an unauthorized alien in connection with the contracted services. · ·
c.. If Contractor is a, sole·proprietorship, p~rtnership, or limited partnership, ·contractor shall
provideproofofcitizenship or lawful presence ofthe owner. ·
ll. Notice to Proceed.
The services· of the Contractor shall collllnence upon execution of this Agreement, and shall be
undertaken and completed in accordance with the schedule contained in Exhibit A.
·12. ·Termination~
If, through any cause;. the ·contractor shall fail to fulfill in timely and .proper manner its obligations under
this contract; or if the Contractor shall violate any of the covenant$,· agreements, or stipulations of this
contract, the City .shall thereupon have the :right to tenninate this .contract by giving written notice to the
·Contractor of such termination and specifying the effective date.thereof, at least five {5} days before the
e~~ctiye day oho.ch termination. The City reserves the right to terminate this contract for convenience by
givmg·at_least fourte~n (14}~ays prior Wlitten :notice to.Contractor, without prejudice to any.other rights
or remedies of the City, provide Contractor shall.be entitled to payment for all work completed by .
·Contractor through the date of tennination. The Contractor may with cause.tenninate. this· contract upo11
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. 30 days pri<>r wntten notice,whichthe City may utilize to cure such cause. In either such event all
finished or unfinished documents, data, studies, surveys, drawings~ maps, models, photographs, and
reports or pthermaterials prepared by theContractorW1der this contract shall,.at theoption·ofthe City,
become its property, and· the compensation for any satisfactory work completed on such documents and
other materials shall be detemrined. Notwithstanding the above, the Contractor shall not be relieved of
· liability to'the City for damages.sustained by the City by virtue ofany such breach of contract by the
. Contractor.
13. WaiverofBteach.
Failure to insist upon.strict compliance with any of the terms covenants or conditions·herein shall not be
.deemed a waiver bf any such·terms, covenants or conditions~ nor·shall any failure at one or more tfrnes be
deemed awaivernnelinquishment at any other time ortimes by any right under the terms, covenants. or
..conditions herein.
14. . Authorship and.Enforcement.
Parties agree.that the production of this documentwasthe joint effort of both parties andthatthe contract
should not be.construed as .having been drafted by either party. In the event .that the City successfully
enforces the tenns of this contract through litigation, the City shall he entitled to receive, in addition to
any·other relief, its reasonable attomey'·s fees, expenses and· c.osts.
15. Severabillty.
Ifany section, subsection, sentence, or clause of this contract sha:llbe.adjudged illegal~ invalid, or
m1enforceable,· such•illegality, invalidity, or unen:forceability shaff notaffect thelegality,.validity, or
enforceability. of the contract as a· whole, orof any section, subsection, sentence, clause, or attachment not
so adjudged.
16. Assignment~
The Contractor shall not assign any interest in this contract, and shall not transfer any interest in the •same
(whether by assignment or novation), without prior written consent of the City thereto. Any such
· assignment is expressly subject to all rights and remedies of the City under this agreement, including the
rightto change or delete activities from the contract .or·to terminate the same as provided herein, and no
such assignment shall tequi:re the City to give any notice to ·any such assignee of any actions which the
. City may take under this agreement, though City will attempt to so notify any such assignee.
17. Existing Data. . .
All infomiation, .data and reports as. are existing, available and necessary for the ·carrying. out of the. work,
shall :be furnished to the. Contractor without.charge by the City,·andthe City ·shall cooperate with the
Contractorin every reasonable wai in carrying out the .scope of services. The Contractor shall not be
:liable for the accuracy of :the. infonnation furnished by. the City.
18. Confidentiality..
Any reports; data or similar information given to or prepared·Qt assembled by th~ Contractbr :ni~ei: this
. contract which the City requests to be kept as confidential shall not be made available to any mdw1dual or.
organization by the Contractor without prior written approval of the .City.
19. Indemnity• . · · · . . . ·.
To the.fullestextent pennitted·by.law, the Contractorwmdefend, indemnify and hold harmless the City;
its elected and appointed officials,.etnployees, ·and agents from and against any and all claims~ damages,
losses, and expenses.including attpmeys' fees arising out of or re~ultin~ from the perf?~8:1ce of.the
work, provided that any such claim; damage, loss or expense (1} 1s attributable to bodily· lllJury,. sickness,
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disease; or death, or to injury to or destruction of tangible property (other than the ':orkitself) in.c~ud!ng
.the ·loss .ofuse resulting therefrom and {2} is caused.in whole or in part by any negligent act or om1ss10n
of contractor, any subcontractor,.anyone directly or indirectly employed by any ofthem or anyone for
whose acts any of them may ·be liable; regardless· of whether or not it is caused in part by a party
indemnified hereunder. Such obligation shall not be construed to negate; abridge~ or othe1wise reduce any
·other right or obligation of indemnity which would otherwise exist as to any party or person described in
this paragraph.
20. Insurance~
.Contractor shall provide, at its sole expense, and maintain during the term of this agreement commercial
general liability insurance ·with a: reputable, qualified, and financially sound company licensed to do
·business in the State of Missouri, ·and unless otherwise approved by the City, with a rating by Best of not
less than "A.," that:shall:protec{the Coi:rtractor, the City, and the City's officials, officers, and employees
from claims which may arise from operations under·this agreement, whether such operations are by the
Contractor, its officers, directors; employees·and agents, or any subcontractors of Contractor, This
· liability insurance shall include, but shall not be limited to, protection against claims arising· from bodily
and personal injury and damage. to property,. resulting from all Contractor operations, products, services.
or use of automobiles, or construction equipment at a ·limit of $500,000 Each Occurrence, $3,500,000
.· Annual Aggregate; provided:that nothing herein shall be deemed a waiver of the City's sovereign
immunity. An endorsement shall be.proYided which states that the·City is·named as·an additional insured
• arid stating that the policy shall not be cancelled or materially modified so as to be out of compliance with
the requirements of this section, or not renewed without 30 ·days advance written notice ofsuch event
being given to the City.
·21. Documents. ·
Reproducible copies oftracfu.gs and maps prepared or obtained under the tenns of this contract shall be
delivered upon request to and become the property of the City upon tennination or completion of work.
Copies of basic survey notes and sketches, charts,. co1nputations arid other data. prepared or obtained under
this contract shall be made available, upon request, to the City without restrictions or limitations on their
use. When such copies are requested, the City agrees to pay the Contractor its costs of copying and
delivering same. ·
22. Books. and· Records .
. The Contractor and all subcontractors shall maintain all books, documents, papers, accounting records .
. and other evidence pertaining to costs incurred in connection with this contract; and shaJI make such
materials available at their respective offices at all reasonabie fimes during the contract and for a period of
three (3) years following completion of the contract.
23~ Nonsolicitatiori. ·
The Contractor warrants that they have .notemployed or retained any company or person, other than a
bona fide employee working solely for the Contractor, to solicitor secure this contract, and that they have
. not paid or agreed to pay any company or person, other than a bona fide employee working solely for the
Contractor; ~y fee, commission;:percentage, brokerage foe, gifts, or any other consideration, contingent
upon. or resultmg from the award or making of this contract. For breach or violation of this warranty; the.
City shall have the right to annul this contract without liability; or, in its discretion,. to deduct from the·
contract price or consideration, or otherwise recover the full. amount of such fee, commission, percentage,
brokerage fee,. gifts, or. contingent f~e.
24. Delays.
That the Contractor .shall notbe liable for delays resulting from causes beyond the reasonable control of
the Contractor; thatthe Contractorhasmadeno warranties, expressed orimplied,which arenot expressly
-- 123 of 296 --
set forth in this .contract; and that under no circumstances will the Contractor be liable for.indirect or
consequential damages.·
25. Amendments.
This contract may not be modified, changed or altered by any oral promise or statement by whosoever
made; nor shall any modification ofitbe binding upon the City 1mtil such written modification shall have.
been approved in writing by an authorized offfoer •of the, City.· Contractor acknowledges that the. City may
·not be responsible. for p~yirig for changes or modifications that were not properly authorized.
26. Governing.Law;
The contract shall be govemedby the laws of the State of Missouri. The courts of the State of Missouri
Shall havejllrisdiction over any dispute which arises under this contract, and each of the parties shall
.submit and hereby consents to ·such courts exercise of jurisdiction. In any. successful.action by the City to
ent'orce this contract, th~ City shall be entitled to. recover.its attomey~s foes and expenses incun-ed in such.
action .
.27~ Notices.
All notices required or pennitted·hereinunder and requiredto be in writing may be given by first class
.. mail addressed to the following addresses. The date and delivery of.any notice shall be the date falling on
·the second :full day. after the day of its mailing; ,
If to the .Chy:.
City ·of Jefferson
PubHc·:Works Department
320 East McCarty Street.
Jefferson City; Missomi, 6510 l
CITYOF·JEFFERSON,MISSOURI .
MCl ~or -h \-z.wa+e,<"
Date: -,----· .
City Attorney
If to the Contractor:
Tii-Star Hauling
Jeremy Stephens
310 S; Main St.
Fayette, MO 65248
· TRI-S~ HAULING
~~
Title:· fv\e.,-J.Dt/
Date: \~"' l"J-J.S
ATTEST:
Title:
-- 124 of 296 --
. CONSENT AGENDA STAFF REPORT
ITEM CONSIDERED: Item D
SUBJECT: Amendment to RFP #791 2023 09 002 Mobility As A Service Solution -
Cooperative Procurement
DATE CONSIDERED: January 20, 2026
:~:;:,:;T:::~_R_(_S_)==========~==· =!_~=9=::=.=-=~=:==c=_-_,,,,.,.,_:=~~==~=· =.=======
This Consent Agenda item is an amendment to the 791 Purchasing Cooperative
agreement for the Ecolane Transit Scheduling Software. This amendment is to add the
"Notify-SMS texting" that notifies the client the night before a ride is scheduled and a
notification when a Handi-Wheels bus arrives for a scheduled ride. The texting notification
is an important feature that the JeffTran clients have become accustomed to for reminders
of next day rides and notifications as to when the Handi-Wheels bus arrives for their rid~.
The amendment changes the total cost of the contract to the following.
Year 1 cost will be - $31,954.76 Year 2- $21,754.76 and Year 3 - $21,754.76 totaling
$75,464.28 for the three-year term. This will be paid from Transit's "Maintenance
Agreements" account (63-630-547020).
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FINANCE DEPARTMENT
PURCHASING DIVISION
SUBJECT: Adjusted Amount for Cooperative Procurement - 791 Purchasing Cooperative -
RFP #79 1_ 2023_ 09_ 002 Mobility As A Service and Solutions
Public Works, Transit - Expiration Date: October 31, 2028, with three automatic
renewals.
RECOMMENDATION:
Staff previously requested approval to utilize the 791 Purchasing Cooperative LLC, San Antonio,
TX for the purchase of Core Eco lane Transit Scheduling Software, Licenses and Maintenance for
the Transit Division. This includes EVOLUTION and MDT software, all training, remote server
setup, and a data review. The total cost of this was $36,371.28. Staff recommends adding the
NOTIFY - SMS text message bundle option to the contract, for notifying customers at a cost of
$19,031.00 for Year One (1), $10,031.00 for both Year Two(2) and Three(3).
The Public Works Department is requesting an agreement to add the NOTIFY text message
bundle. The cost of the amended contract will be $31,954.76 for Year One (1). The annual
reoccurring total for Year Two (2) and Year Three (3) will be $21 ,754.76. The total cost of the
contract, including previously approved software will be $75,464.28.
F ISCAL NOTE:
The expenses for this software will be paid from various accounts of Public Works, Transit
Division.
ATTACHMENTS - SUPPORTING DOCUMENTATION
Signature: •~ €1) SfJrrF'fl <v' lYJY)
~ ing Agent 01/12/2026
-- 126 of 296 --
'?ii Ecolane
Ecolane
940 West Va lley R oad
Wayne, PA 190 87
United States
T: 844-326-5263
Prepared for City of Jefferson
Gerry Stegeman
Quote #
Date
Expires
Contact
Quote
1230
09 Jan 2026
08 Feb 2026
Lanae Le ar
820 Miller Street
Jefferson City, MO 65101
United States ACCEPT QUOTE
T: 573-634-6588
E: gstegeman@jeffersoncitymo.gov
Sales - 3-Year Saas Pricing
Value-Adds
Year 1 Fees
Item Qty Price
NOTIFY· SMS text me ssage bundle (10,000) 6 $1 ,500.00
10,000 SMS t ext messages. Customer will be invoiced for additional credits after the 10k bu ndle
runs out
Ongoing Annual Fees
Item
Total Licenses and
Professional Services
for Year 1
Qty Pri ce
NOTIFY • Saas $10,031.00
Text Messaging Arrival Notification Licen se & Maintenance. (10,000 SMS text messages included
with initial p urchase, additional SMS texts must be purchased when 10k texts are used)
SMS text messages must be pre-purchased through SMS bundl es if customer has no t purchased
unlimited text messages. When bundle runs out, new bundle will n eed to be purchased.
*Customer may receive discounts by pre-purchasing bundles or opting for unlimited text messages.
t Non-taxable item
Please contact us if you have any questions.
Annual Recurring
Total After Year 1
Year 1 Fees
Ongoing Annual Fees
due Year 1
Total due Year 1
Total
$9,000 .00
$9 ,000.00 USO
Total
$ 10,03 1.00t
$10,031 .00 USO
$9,000.00
$10,031.00*
$19,031 .00 USO
• Recu rring fHs bl/led Ongoing Annu al Fees wfth 1 upfron t
payment(s).
E<X>\ane - Ouole # 1230 2/3
-- 127 of 296 --
~IEcolane Quote
ACCEPT QUOTE
Cost Breakdown
Category Year 1 Fees Ongoing Annual Fees
Value Added Item s / 3 yr Saas
Val ue Added Item s / N on-Recurri ng
$10 ,031.00
$9,000.00
Total $9,000. 00 USO $10,031.00 USO
Quote Attachments
IA T rans it Tech Master Agreement pdf (240 KB)
Year 1 price includes initial licensing, year 1 maintenance, and professional services; annual maintenance is paid in years 2 & 3.
Payment Terms: 75% due at system set up , 20% due at completion of training, 5% due at system acceptance. Annual due 1 year from contract signing.
Additional Terms:
Imple mentation/Training Ass umes 8 hrs. per day on-site excluding weekends and holidays.
All prices are in US dollars. All applicable sales/use taxes are additional and payment of such is the sole responsibility of the prime contractor.
Prime contractors may purchase tablets and airtime through a cellular provider. Prices for tablets range from $0 to $499 depending on carrier. Please
coordinate your cellu lar provider/tablets with Ecolane prior to ordering hardware.
Upgrade and w ebinar training is included for upgrades; additional on-site or new employee training is charged using Training day rates as applicable.
• Data plan does not include web browsing, etc. A 2GB data plan is more than sufficient for the Ecolane Touchscreen MDT Software and Navigation. The
agency is responsible for the data plan and any overages unless otherwise noted.
Transition Summary:
Client is transitioning from ParaPlan Software to Ecolane Software. Client has prepa id ParaPlan services through August 31, 2026. Ecolane billing with
begin on July 1, 2026 at the Ecolane rate. The increased Ecolane rate will therefore apply for two months ( July and August) during this contract period.
Cli ent will not be charged twice for software services during the transition, and prepaid ParaPlan coverage through August will be honored as part of this
changeover.
Ecolane - Ouole # 1230 J / J
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?;1Ecolane
Ecolane
940 West Valley Road
Wayne, PA 19087
United States
T: 844-326-5263
Prepared for City of Jefferson
Gerry Stegeman
Quote#
Date
Expires
Contact
Quote
1127
11 Nov 2025
11 Dec 2025
820 Miller Street
Jefferson City, MO 65 101
United States ACCEPT QUOTE
T: 573-634-6588
E: gstegeman@jeffersoncitymo.gov
Sales - 3-Year Saas Pricing
Year 1 Fees
Item
Remote Setup and Installa ti on
Includes implementation project management. remote seNer setup, data revtew/scrub and remote
training. 8-hour work day - per single resource
Onslte Resource f04' Training and Go-Uva u p on al
Operational Review, Training, and Go-live days . 8-hour workday - per single resource
Travel Optiona l
For Onsite services. Per trip
Qty Price
2 $600 .00
7 $1 ,200. 00
$3 .470. 00
Year 1 Subtotal
Ongoing Annual Fees
Item Qty Price
EVOLUTION and MDT Software License & Maintenance - Saas 8 $1 , 150.00
Core Ecolane Software, Includes licenses and maintenance for core system, driver MDTs, and map
data for 5 contiguous counties. Priced per vehicle with unlimited users.
18.22% Item Discount ($1,676..24 )
Cellular Data Plan as a Service
Value-Adds
Year 1 Fees
E- · 0uoUI • 11 27
8
Ongoing Annual Fees
Subtotal
Discount
$525.00
Total
$1,200.00
ot Selt,ctea
Not Selected
$1,200.00
Total
:). ~ ,0 10
$7 ,523.76f
$4,200.00
$13,400 .00
($1 ,676 .24)
-- 129 of 296 --
?i1Ecolane Quote
Item Qty Price Total
NOTIFY • SMS text message bundle ( 10,000) p ona 6 S1 ,500.00
10,000 SMS text messages. Customer will be invoiced for additlonal credits after the 1Ok bundle
runs out
Ongoing Annual Fees
Item
Year 1 Subtotal
Qty
$0.00
Price Total
NOTIFY • SaaS Opoono $1 0,031 .00 01 '!
Text Messaging Arrival Notificatlon License & Maintenance. (10,000 SMS text messages induded
with initial purchase, additional SMS texts must be purchased when 10k texts are used)
SMS text messages must be pre-purchased through SMS bundles if customer has not purchased
unlimited text messages. When bundle runs out, new bundle will need to be purchased.
·customer may receive discounts by pre-purchasing bundles or opting for unlimited text messages.
INSPECT · SaaS upr,onJ
Pre/Post Trip Inspection functionality on MDTs. Do away with paper, and let your drivers do their
vehide inspections on their Ecolane tablet Requires Ecolane software
8 $300. 00
• Recumng ,_ bMed Ongoing Annual Fees With 1 uplronl payment(s).
Summary
r Not>-raxable ilem
Please contact us if you have any questions.
E-· Cluo<o • 11'17
Ongoing Annual Fees
Subtotal
Total Licenses and
Professlona l Serv ices
for Year 1
Ongoing Annual Fees
Subtotal
Discount
Annual Recurring
Total After Year 1
Year 1 Fees
Ongoing Annual Fees
due Year 1
Discount
Total due Year 1
$0.00
$1 ,200 .00 USD
$13.400.00
($1 ,676 .24)
$11 ,723.76 USD
$1 ,200.00
$13.400.00·
($1 ,676 .24)
$12,923.76 USD
• Recutring fNs blJl.,J Ongoing Annu•I FM. with f upfron t
paynNnt(s) .
ACCEPT QUOTE
314
-- 130 of 296 --
?ilEcolane
Cost Breakdown
Category
Value Added Items/ 3 yr Saas
Value Added Items/ Non-Rectming
Core Licenses/ 3 yr Saas
Tralnlng & lmplementetion / Professional Services
Training & lmplementetion / Travel
Annual Fees
Discount
Total
Quote Attachments
!El Transit Tecb Master Agreement pdf (240 KB)
Year1 Fees
$1,200.00
$1,200.00 USC
Year 1 price Includes inllial licensing, year 1 malntenooce, end professional services; annual maintenance is paid In years 2 & 3.
Quote
Ongoing Annual Fees
$9,200.00
$4,200.00
($1,676.24)
$11,723.76 use
Payment Terms: 75% due at system set up, 20% due at compleUon of trainfng, 5% due at system acceptance. Annual due 1 year from contract signing.
Add!Uanal Tenns:
lmplementellon/Tralnlng Assumes 8 tus. per day on-site excluding weekends and holidays.
All prices are In US dollars. AD applicable sales/use laxes are addillonal and payment of such Is Iha sole responsibilily of lhe prime contractor.
Prime ccntraclors may purchase tablets and airtime through a cellular provider. Prices for tablets range from $0 to $499 depending on canier. Please
coordinate your cellular provider/tablets with Ecolane prior to ordering hardware.
Upgrade and webinar training is included for upgrades; add!Uonal on-site or new employee training Is charged using Training day rates as appllcable.
• Data plan does not Include web browsing, etc. A 2GB data plan Is more than sufficient for the Ecolane Touchscreen MDT Software 8nd Navigation. The
agency Is responslble for the data plan and any overages unless otherwise noted.
Ecolan.e-Quota#1127 414
-- 131 of 296 --
BILL SUMMARY
BILL NO: 2025-064
SPONSOR: Councilmember Ahlers
SUBJECT: Downtown Jefferson City Conference Center Community Improvement
District (CID)
PUBLIC HEARING/BILL INTRODUCED: January 5, 2026
BILL PENDING:
M~, /2_f ,':ZZ Jan : 2 0,- 2026
DEPARTMENT DIRECTOR: ,ff. - - - --=---,.~------'--+"-~-..._,,.._....._____ ________
CITY ADMINISTRATOR: _____~----~------------
Staff Recommendation: Approve.
Summary: Prepared in accordance with Resolution 2025-20 , this bill creates the
Downtown Jefferson City Conference Center Community Improvement District (CID) as
a political subdivision of the State of Missouri in accordance with Secti~m 67 .1411 of the
CID Act. The bill also makes a determination that the property within the CID is a
blighted area pursuant to Section 67 . 1401 .2(3) of the CID Act.
The District Project Area encompasses an area generally bounded by Madison St., E.
Capitol Ave ., Monroe St. , and E. Commercial Way.
Sales taxes levied by the CID within the district will be utilized to fund certain
improvements related to the downtown conference center project.
The preliminary plan of finance for the conference center project includes creation of a
CID on the project site. The current plan of finance assumes the CID will impose a
1.00% sales tax on the project site to retire project construction bonds , for a period of up
to 27 years .
Origin of Request: JCREP
Department Responsible: Law Department
PERSON RESPONSIBLE: CITY ATTORNEY
Background Information : On August 18 , 2025 , the City Council approved Resolution
RS2025-20 which authorized City Staff and its consultants to start necessary activities
to pursue incentives under the State's Downtown Revitalization Preservation Program
and under the CID , TDD , and PIO statutes .
Fiscal Information: Activities undertaken pursuant to this ordinance would be paid for
utilizing lodging tax funds dedicated to the conference center project or out of future
bond proceeds and CID revenues , as may be applicable and eligible.
-- 132 of 296 --
BILL NO. 2025-064
SPONSORED BY Councilmember Ahlers
ORDINANCE NO.
AN ORDINANCE ESTABLISHING THE DOWNTOWN JEFFERSON CITY
CONFERENCE CENTER COMMUNITY IMPROVEMENT DISTRICT; DESIGNATING
THE PROPOSED DISTRICT AS A BLIGHTED AREA; APPOINTING THE INITIAL
BOARD OF DIRECTORS TO THE DISTRICT; AND AUTHORIZING CERTAIN ACTIONS
AND DOCUMENTS IN CONNECTION THEREWITH.
WHEREAS, Sections 67.1401 to 67.1571 of the Revised Statutes of Missouri, as amended (the
“CID Act”), authorize the governing body of any municipality, upon receipt of a proper
petition requesting formation and after a public hearing, to adopt an ordinance
establishing a community improvement district; and
WHEREAS, a petition to establish the Downtown Jefferson City Conference Center Community
Improvement District (the “District”) pursuant to the CID Act was filed with the City of
Jefferson, Missouri (the “City”), a copy of which is set forth as Exhibit A attached
hereto and incorporated herein by reference (the “CID Petition”); and
WHEREAS, the City Council finds that the CID Petition is proper in that it meets all the
requirements of Section 67.1421 of the CID Act; and
WHEREAS, the District project is set forth in the CID Petition (“District Project”); and
WHEREAS, Section 67.1421.4 of the CID Act authorizes the governing body of the municipality
to determine, if requested in the petition, whether the district or any legally described
portion thereof, constitutes a blighted area; and
WHEREAS, it is requested in the CID Petition that the City Council determine that all the real
property in the District as described in the CID Petition (the “District Project Area”)
constitutes a blighted area under the CID Act; and
WHEREAS, as set forth in Exhibit B attached hereto, a Blighted Area Analysis—Downtown
Conference Center Hotel Redevelopment Area documents the current conditions of
the District Project Area and supports a finding that such area is a blighted area as
defined by the CID Act; and
WHEREAS, in accordance with Section 67.1431 of the CID Act, after proper notice was given,
the City Council held a public hearing regarding the creation of the District and all
persons interested in the formation of the District were allowed an opportunity to
speak and the City Council heard all protests and received all endorsements; and
WHEREAS, following the closure of the public hearing, upon due consideration of the comments
received at the hearing, the City Council has determined that it is in the interest of
-- 133 of 296 --
- 2 -
the public health, safety and general welfare of the people of the City to establish
the District and authorize certain actions and documents in connection therewith;
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF JEFFERSON,
MISSOURI, AS FOLLOWS:
Section 1. District Formation. Pursuant to Section 67.1411 of the CID Act, the
Downtown Jefferson City Conference Center Community Improvement District is hereby created
within the City as a political subdivision of the State of Missouri having the powers and purposes
set forth in the CID Petition. The District shall include the contiguous tracts of real estate
described in the CID Petition and shall be governed by a board of directors consisting of five (5)
members to be appointed by the Mayor with the consent of the City Council, subject to the
qualifications set forth in the CID Petition. The District is authorized to impose a sales and use
tax and a special assessment in the amounts set forth in the CID Petition.
Section 2. Blight Determination. The City Council hereby finds and determines that
the real property located in the District Project Area is a blighted area pursuant to Section
67.1401.2(3) of the CID Act.
Section 3. District Termination. The term of the existence of the District shall begin on
the effective date of this Ordinance and shall continue for the term set forth in the Petition. to
execute the hereinafter-defined.
Section 4. Execution of Documents. The City Clerk is hereby directed to prepare and
file with the Missouri Department of Economic Development and the state auditor the report
specified in Section 67.1421.6 of the CID Act.
Section 5. Further Authority. All actions taken by the City staff and consultants
associated with the provision of notices related to such Petition are hereby ratified. The City shall,
and the officials, agents and employees of the City are hereby authorized to, execute documents
necessary to effectuate the intent of this ordinance and to take such further action, and execute
such other documents, certificates and instruments as may be necessary or desirable to carry out
and comply with the intent of this Ordinance and to carry out, comply with and perform the duties
of the City with respect to the District.
Section 6. Severability. It is hereby declared to be the intention of the City Council that
each and every part, section and subsection of this Ordinance shall be separate and severable
from each and every other part, section and subsection hereof and that the City Council intends
to adopt each said part, section and subsection separately and independently of any other part,
section and subsection. In the event that any part, section or subsection of this Ordinance shall
be determined to be or to have been unlawful or unconstitutional, the remaining parts, sections
and subsections shall be and remain in full force and effect, unless the court making such finding
shall determine that the valid portions standing alone are incomplete and are incapable of being
executed in accord with the legislative intent.
Section 7. Effective Date. This Ordinance shall be in full force and effect in accordance
with the provisions of the City Charter.
-- 134 of 296 --
Passed: ------------ Approved : __________ _
Presiding Officer Mayor Ron Fitzwater
ATTEST: APPROVED AS TO FORM:
City C_lerk City Attorney
-- 135 of 296 --
EXHIBIT A
CID PETITION
(On file in the office of the City Clerk)
-- 136 of 296 --
PETITION FOR THE CREATION
OF THE
DOWNTOWN JEFFERSON CITY
CONFERENCE CENTER
COMMUNITY IMPROVEMENT DISTRICT
DECEMBER 10, 2025
-- 137 of 296 --
PETITION FOR THE CREATION OF THE
DOWTOWN JEFFERSON CITY CONFERENCE CENTER
COMMUNITY IMPROVEMENT DISTRICT
To the Mayor and City Council of the City of Jefferson, Missouri (the “City”):
The undersigned real property owner (the “Petitioner”) is the owner owning:
(1) 100% by assessed value of the real property, and
(2) 100% per capita of all owners of real property
within the boundaries of the hereinafter-described proposed community improvement district, does
hereby petition and request that the City Council of the City create a community improvement district as
described herein under the authority of Sections 67.1401 to 67.1571, RSMo. (the “CID Act”). In support
of this petition, the Petitioner sets forth the following information in compliance with the CID Act:
1. District Name. The name for the proposed community improvement district (the “District”) is:
Downtown Jefferson City Conference Center Community Improvement District
2. Legal Description and Map. A legal description and map of the proposed District are attached
hereto as Exhibit A. The proposed district is located entirely within the City.
3. Five-Year Plan. A five-year plan containing a description of the purposes of the proposed
District, the services and public improvements that will be funded by the District, an estimate of
costs of these services and improvements to be incurred, and other details and requirements as set
forth in the CID Act, is attached hereto as Exhibit B (the “Five Year Plan”).
4. Form of District. The proposed district will be established as a political subdivision of the State
of Missouri under the CID Act.
5. Board of Directors. The Board of Directors will consist of five members. The initial Board of
Directors shall be appointed by the Mayor with the consent of the City Council. Three of the
initial directors shall be appointed for an initial term of two years and two of the initial directors
shall be appointed for an initial term of four years. Thereafter, all subsequent terms for directors
shall be for four years, provided that a director shall continue to serve until a successor director is
appointed. All directors shall satisfy the requirements set forth in Section 67.1451.2(2) of the
CID Act and at least one director shall satisfy the requirements set forth in Section 67.1451.2(3)
of the CID Act.
6. Assessed Value. The total assessed value of all real property in the District is $262,430.
7. Blight. The Petitioner is seeking a determination that the District Property is a “blighted area” as
defined in Section 67.1401.2(3) of the Act.
8. Duration of District. The District shall have a maximum duration of 27 years from the effective
date of the ordinance creating the District.
-- 138 of 296 --
- 2 -
9. Real Property Tax. The Petitioner does not propose that a real property tax be imposed within the
District. Accordingly, the maximum rate of a real property tax to be imposed by the District is
$0.
10. Business License Tax. The Petitioner does not propose that a business license tax be imposed
within the District. Accordingly, the maximum rate of a business license tax to be imposed by the
District is $0.
11. Special Assessments. The District shall be authorized to levy a special assessment against real
property benefitted within the District for the purpose of providing revenue for costs expended to
remediate the blighting conditions within the District and to undertake certain projects in the
District. The special assessment will be levied against each tract, lot or parcel of real property
listed below within the District that receives special benefit as a result of such projects, the cost of
which is a maximum amount of ten dollars ($10.00) through December 31, 2028 and increased
by up to three percent (3.0%) for each calendar year thereafter, and shall be allocated among this
property per occupied Hotel room night, on each tract, lot or parcel of real property containing a
Hotel. “Hotel” as used herein shall mean any facility that provides for the lodging of guests or
invitees from the public, with or without meals being provided, and/or kept, used, maintained,
advertised, or held out to the public as a place where sleeping accommodations are available for
pay or compensation from transient guests (the “District Special Assessment”).
The tracts of land located in the district that will receive special benefit from this project
are:
11-03-07-0004-001-001
11-03-07-0004-001-002
11-03-07-0004-001-023
12. Sales Tax. Qualified voters of the District will be asked to approve a sales and use tax of one
percent (1.0%) (the “District Sales Tax”) to assist in the funding of public improvements, blight
remediation activities and other services within the District.
13. Borrowing Limits. The Petitioner does not seek limitations on the borrowing capacity of the
District.
14. Revenue Limits. The Petitioner does not seek limitations on the revenue generation of the
District.
15. Authority Limits. The Petitioner does not seek limitations on the powers of the District.
16. Revocation of Signatures. The Petitioner acknowledges that THE SIGNATURES OF THE
SIGNERS OF THIS PETITION MAY NOT BE WITHDRAWN FROM THIS PETITION
LATER THAN SEVEN (7) DAYS AFTER THE FILING HEREOF WITH THE CITY
CLERK.
WHEREFORE, the Petitioner respectfully request that the City Council establish the Downtown
Jefferson City Conference Center Community Improvement District in accordance with the information
set forth in this Petition and take all other appropriate and necessary action that is consistent with the CID
Act to establish the requested district.
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EXECUTION PAGE FOR PETITION FOR THE CREATION OF THE
DOWNTOWN JEFFERSON CITY CONFERENCE CENTER
COMMUNITY IMPROVEMENT DISTRICT
Name of owner: City of Jefferson
Owner’s telephone number: (573) 634-6410
Owner’s mailing address: 320 E. McCarty St.
Jefferson City, Missouri 65101
IF SIGNER IS DIFFERENT FROM OWNER:
Name of signer: Hon. Ron Fitzwater
State basis of legal authority to sign: Mayor
Signer’s telephone number: (573) 634-6410
Signer’s mailing address: 320 E. McCarty St.
Jefferson City, Missouri 65101
If owner is an individual: Single Married
If owner is not an individual,
state what type of entity: Corporation General Partnership
Limited Partnership Limited Liability Company
Partnership Urban Redevelopment Corporation
Not-for-profit Corporation X Other _Political Subdivision_
Parcel Number Assessed Value
11-03-07-0004-001-001 $262,430.00
11-03-07-0004-001-002 $0.00
11-03-07-0004-001-023 $0.00
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EXHIBIT A
BOUNDARY DESCRIPTION AND MAP OF THE
DOWNTOWN JEFFERSON CITY CONFERENCE CENTER
COMMUNITY IMPROVEMENT DISTRICT
Together with public rights of way of Madison Street, Monroe Street, East Capitol Avenue and
East Commercial Way along and adjacent to the above described tracts.
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Five Year Plan
EXHIBIT B
FIVE-YEAR PLAN
FOR THE
DOWNTOWN JEFFERSON CITY CONFERENCE CENTER
COMMUNITY IMPROVEMENT DISTRICT
The information and details outlined in the following pages represent the strategies,
activities, and budgets that will be undertaken during the initial five-year duration of the
Downtown Jefferson City Conference Center Community Improvement District. It is an
integral and composite part of the Petition for the Creation of the Downtown Jefferson City
Conference Center Community Improvement District.
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Introduction
Sections 67.1401 through 67.1571 of the Revised Statutes of Missouri (the “CID Act”) allow
municipalities to create community improvement districts (“CIDs”) for the purpose of providing
additional services and improvements to specific areas of the municipalities. The City of Jefferson,
Missouri (the “City”), has been presented with a petition (the “Petition”) for the creation of the
Downtown Jefferson City Conference Center Community Improvement District (the “District”). Section
67.1421 of the CID Act requires the Petition to be accompanied by a five-year plan that includes a
description of the purposes of the proposed district, the services it will provide, the improvements it will
make, and an estimate of the costs of these services and improvements to be incurred. This Five-Year
Plan (the “Plan”) is designed to comply with this statutory requirement and is appended to the Petition.
Section 1
District Description and Purpose
A CID is an entity that is separate from the City and is formed by the adoption of an ordinance by
the City’s City Council (the “City Council”) upon submittal of a petition signed by the requisite number
of property owners within the proposed CID and following a public hearing before the City Council
regarding formation of the proposed CID. A CID may take the form of a political subdivision of the State
of Missouri or a nonprofit corporation that is formed and operated under Missouri corporation laws. The
Petition states that the District will be a political subdivision. CIDs are empowered to provide a variety of
public services and to finance a number of different public improvements. The District intends to provide
the hereinafter-defined District Improvements and Services. CIDs derive their revenue from taxes and
assessments levied within the boundaries of the CID. Such revenues are then used for the benefit of the
properties within the CID. The District intends to seek voter approval for the hereinafter-defined District
Sales Tax and property owner approval of the hereinafter-defined District Special Assessment. A CID is
operated and managed by a board of directors. For this District, board members will serve for a
designated period of time, and at the expiration of each term, successors to the board positions will be
appointed by the Mayor with the consent of the City Council. Only owners of real property within the
District or their legally authorized representatives will be eligible for appointment.
Section 2
Management Plan
This Plan is proposed to improve and convey special benefits to properties located within the
boundaries of the District by providing certain services and improvements within the District. The
District will be governed by a board of directors that will consist of five (5) members (the “Board of
Directors”).
District Improvements and Services:
The District includes property that the City desires to redevelop for conference center, hotel and
parking uses. The improvements to be undertaken by the District (collectively, the “District
Improvements and Services”) include:
• Remediation of blighted conditions within the District, including demolition, clearance,
reconstruction and rehabilitation of existing structures;
• Street, sidewalk and lighting improvements throughout the District;
• Storm and sanitary sewer improvements throughout the District;
• Utility improvements throughout the District
• Landscape improvements throughout the District;
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B-2
• Parking improvements throughout the District;
• Meeting facilities; and
• Public safety, marketing and economic development services as permitted by the CID Act.
Method of Financing:
Subject to voter approval, the District will impose a one percent (1.0%) sales and use tax (the
“District Sales Tax”). The revenue collected from the District Sales Tax will be used to fund the District
Improvements. The District is expected to generate approximately $170,000 per year in District Sales
Tax revenues upon completion of a conference center and hotel within the District boundaries.
Subject to receipt of a petition therefore from the applicable property owner, the District intends
to impose a special assessment (the “District Special Assessment”). The District Special Assessment
will be levied against each tract, lot or parcel of real property listed below within the District that receives
special benefit as a result of such projects, the cost of which is a maximum amount of ten dollars ($10.00)
through December 31, 2028 and increased by up to three percent (3.0%) for each calendar year thereafter,
and shall be allocated among this property per occupied Hotel room night, on each tract, lot or parcel of
real property containing a Hotel. “Hotel” as used herein shall mean any facility that provides for the
lodging of guests or invitees from the public, with or without meals being provided, and/or kept, used,
maintained, advertised, or held out to the public as a place where sleeping accommodations are available
for pay or compensation from transient guests. The District is expected to generate approximately
$550,000 per year in District Special Assessment revenues upon completion a conference center and hotel
within the District boundaries.
Cost:
The District will likely be developed in phases. District Improvements and Services are expected
to cost in excess of $72,000,000 (including development costs related to parking and conference center
uses, but not including the cost of developing a hotel within the District).
City Services:
The CID Act mandates that existing City services will continue to be provided within a CID at
the same level as before the District was created (unless services are decreased throughout the City) and
that District Improvements and Services shall be in addition to existing City services. The District
anticipates that City services will continue to be provided within the District at the same level as before
the District was created, and the District will not cause the level of City services within the District to
diminish.
Governance:
The District’s budgets and policies will be refined annually by the District’s Board of Directors,
within the limitations set forth in this Plan and the CID Act. Currently all property within the District is
owned by the City. Budgets and reports will be submitted annually to the City Council for review and
comment. The District will operate at all times in accordance with any Bylaws of the District adopted by
the Board of Directors.
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B-3
Yearly Activities:
Year 1
• Complete formation of District.
• Impose District Sales Tax and District Special Assessment (if any).
• Assist in the issuance of notes, bonds or other obligations to finance the costs of the District
Improvements and Services.
• Begin construction and imposition of District Improvements and Services.
Year 2
• Collect District Sales Tax and District Special Assessment (if any).
• Continue construction and imposition of District Improvements and Services.
Year 3
• Collect District Sales Tax and District Special Assessment.
• Complete construction and imposition of District Improvements and Services.
Year 4
• Collect District Sales Tax and District Special Assessment.
• Assist in repaying notes, bonds and other obligations that financed the District Improvements and
Services.
Year 5
• Collect District Sales Tax and District Special Assessment.
• Assist in repaying notes, bonds and other obligations that financed the District Improvements and
Services.
* * *
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EXHIBIT B
BLIGHT STUDY
(On file in the office of the City Clerk)
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Blighted Area Analysis
Downtown Conference Center Hotel
Redevelopment Area
August 29, 2025
Prepared by:
Mid-Missouri Regional Planning Commission
206 E. Broadway
Ashland, Missouri 65010
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Blight Analysis
Downtown Conference Center Hotel
Redevelopment Area
Page 1
1.0 Introduction
1.1 Description of Subject Property. The City of Jefferson, Missouri (the
“City”) owns (a) a parking garage located at 201 Madison Street (Parcel Number
1103070004001002 and referred to herein as the “Parking Garage”), (b) a parcel that
formerly contained a commercial office building (the “Office Building”) and includes two
surface parking lots (“Surface Parking Lot 1” and “Surface Parking Lot 2”) located at 210
Monroe Street (Parcel Number 1103070004001001 and referred to herein as the “Former
Office Building Property”, and (c) a surface parking lot at 200 Commercial Way (Parcel
Number 1103070004001023 and referred to herein as the “Surface Parking Lot 3”). The
Parking Garage, Former Office Building Property, and Surface Parking Lot 3 are
collectively referred to herein as the “Redevelopment Area.”
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Blight Analysis
Downtown Conference Center Hotel
Redevelopment Area
Page 2
The Parking Garage consists of two separate, but contiguous, structures that
collectively have approximately 600 parking spaces. The Parking Garage also includes
elevators, restrooms, and a small parking administration/control office.
The Parking Garage was originally constructed in 1961 and was expanded in 1974,
1982 and 1990. While the Parking Garage is currently used for its intended purpose, the
Parking Garage exhibits many signs of deterioration and disrepair. Structural Engineering
Associates, Inc. prepared a Conditions Assessment dated July 13, 2023 for the Parking
Garage (the “SEA Assessment”) and identified the need for extensive repairs to the
Parking Garage, as well as many examples of obsolescence that cause the Parking
Garage to not meet modern standards, such as areas with low overhead clearance,
inadequate accessible routes and handrails for disabled persons, and narrow staircases
(SEA Assessment pages 28-34).
The Former Office Building Property previously included a three-story office
building that included a single-story annex. A Phase 1 Environmental Site Assessment
Report dated November 28, 2023, prepared by Professional Environmental Engineers,
Inc. (the “Phase 1 Study”) states that the Office Building was constructed in 1934 and
expanded sometime between 1939 and 1947. The City purchased the property in 2023,
and the Office Building was demolished in July 2024. Surface Parking Lot 1 located on
the Former Office Building Property is still being utilized and includes approximately 59
parking spaces. Surface Parking Lot 2, located on the Former Office Building Property, is
of sufficiently poor condition that it has been blocked off and is no longer being used as a
parking lot. This lot appears to have once had approximately 14 parking spaces. Portions
of the Office Building’s foundation walls are still visible on site as is a concrete pad that
appears to have been part of the foundation of the building.
Surface Parking Lot 3 at 200 Commercial Way includes approximately 50 public
parking spaces and a pedestrian walkway connecting the parking area to E. High Street.
No structures are located on this property.
1.2 Purpose of Blight Study. The location of the Redevelopment Area, in the
City’s downtown area and only two blocks from the Missouri State Capitol complex,
represents a prime redevelopment opportunity for the City. In particular, the City believes
that the Redevelopment Area, through increased vertical development on the site, can
accommodate a replacement parking garage, conference center and hotel (collectively,
the “Redevelopment Project”). The City executed a Pre-Development Services
Agreement with Garfield Public/Private LLC (“Garfield”) on March 19, 2024 to study the
feasibility of the Redevelopment Project in greater detail.
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Blight Analysis
Downtown Conference Center Hotel
Redevelopment Area
Page 3
The City believes that the financial feasibility of the Redevelopment Project is
dependent on certain economic development incentives, some of which require the City
to determine that the Redevelopment Area is a “blighted area” under Missouri law. This
Blighted Area Analysis (this “Blight Study”) documents the conditions and factors that
support a finding that the Redevelopment Area constitutes a blighted area.
2.0 Statutory Definition of “Blighted Area”
The Redevelopment Project is expected to make use of several economic
development incentive programs, including participation in the State of Missouri’s
Downtown Revitalization Preservation Program (“DRRP”), Sections 99.1080 to 99.1092,
RSMo. Participation in DRRP requires, among other things, a finding by the City that the
applicable redevelopment area “on the whole is a blighted area or conservation area as
determined by an independent third party” (Section 99.1086.2, RSMo.).
For purposes of the DRRP, the term “blighted area” has “the same meaning as
defined pursuant to Section 99.805,” which is a cross reference to the Real Property Tax
Increment Allocation Redevelopment Act (commonly known as Missouri’s “TIF Act”)
(Section 99.1082(2), RSMo.). “Blighted area” is defined in Section 99.805, RSMo. as:
…an area which, by reason of the predominance of insanitary or unsafe
conditions, deterioration of site improvements, or the existence of
conditions which endanger life or property by fire and other causes, or any
combination of such factors, retards the provision of housing
accommodations or constitutes an economic or social liability or a menace
to the public health, safety, or welfare in its present condition and use;
An area may be considered a blighted area “on the whole” even if it includes one or more
parcels or portions of parcels that do not exhibit blighting conditions so long as the area,
on the whole, still exhibits a “predominance” of blighting conditions. Surface Parking Lot
1 located on the Former Office Building Property and Surface Parking Lot 3 located on
200 Commercial Way are in fair condition. However, the Redevelopment Area is
physically dominated by the Parking Garage, which contains nearly six times the number
of parking spaces as the surface parking areas included in the Redevelopment Area.
Several blighting factors, as described below, have been identified on the Parking
Garage. Furthermore, blight factors also exist on the Former Office Building Property
including the condition of the now closed Surface Parking Lot 2. Accordingly, the
Redevelopment Area may still be predominated by blighting conditions even if Surface
Parking Lot 1 and Surface Parking Lot 3 in the Redevelopment Area are in fair condition.
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Blight Analysis
Downtown Conference Center Hotel
Redevelopment Area
Page 4
As described in this Blight Study, there is substantial evidence that (1) the
Redevelopment Area suffers from a predominance of insanitary or unsafe conditions,
deterioration of site improvements, and the existence of conditions which endanger life or
property by fire and other causes and (2) the combination of such factors constitutes an
economic liability and menace to the public health, safety or welfare in the
Redevelopment Area’s present condition and use.
3.0 Evidence Supporting Blighted Area Finding
To prepare this Blight Study, representatives of Mid-Missouri Regional Planning
Commission undertook an independent review of various documents and other evidence
regarding the physical conditions of the Redevelopment Area, including, without
limitation:
the SEA Assessment;
the Phase 1 Study;
the Architect’s Observation Report dated February 1, 2022 prepared by BNIM (the
“Architect’s Report”);
the Asbestos-Containing Materials and Lead-Based Paint Survey dated
December 2023 prepared by Professional Environmental Engineers, Inc. (the
“Asbestos/Lead Survey”);
a parking study prepared by Fishbeck and SP+ Corporation dated July 8, 2024
(the “Parking Study”); and
photographic evidence of various blighting factors (see Appendix A).
Representatives of the Mid-Missouri Regional Planning Commission also conducted site
visits to verify current conditions of the Redevelopment Area on August 19th and 20th and
communicated with City staff regarding the physical condition of the Redevelopment Area.
The Mid-Missouri Regional Planning Commission has assumed that all documents
reviewed are accurate and that persons interviewed were truthful. A summary of the
evidence reviewed by the Mid-Missouri Regional Planning Commission and its application
to the statutory definition of a “blighted area” is set forth below.
3.1 Insanitary or Unsafe Conditions. “Insanitary” means “unclean enough to
endanger health” (https://www.merriam-webster.com/dictionary/insanitary; accessed 20
Aug. 2025). “Unsafe” means “able or likely to cause harm, damage or loss” or “not giving
protection from danger, harm or loss” (https://www.merriam-
webster.com/dictionary/unsafe; accessed 20 Aug. 2025).
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Blight Analysis
Downtown Conference Center Hotel
Redevelopment Area
Page 5
Insanitary and unsafe conditions present in the Redevelopment Area include,
without limitation:
Certain staircases in the western structure of the Parking Garage have
deteriorated concrete and handrail posts (photos in Appendix A). Significant
injuries could occur if any of these staircases or handrails collapse or fail.
The Architect’s Report indicates several unsafe conditions for disabled
persons, including handrails not meeting ADA or building code standards, and
inadequate spacing and height of guardrails for fall protection (Architect’s
Report page 1).
The SEA Assessment and the Architect’s Report both identify ponding water
and inadequate drainage issues that cause slip hazards in freezing weather
(SEA Assessment page 32 and Architect’s Report page 2).
3.2 Deterioration of Site Improvements. “Deterioration” means “the action or
process of becoming impaired or inferior in quality, functioning, or condition”
(https://www.merriam-webster.com/dictionary/deterioration; accessed 20 Aug. 2025).
Deterioration of site improvements present at the Parking Garage includes, without
limitation:
The above-described deterioration of stairways.
Visible corrosion in steel framing, cracks in concrete framing, corrosion
delamination in the concrete soffits, stairways and the Parking Garage
exterior, failed post tension cables, and split and deteriorating sealant joints
(SEA Assessment pages 10-27; photos in Appendix A).
Additionally, concrete bollards and a guardrail on the Surface Parking Lot exhibit
deterioration, likely resulting from damage caused by vehicles that has not been repaired.
3.3 Conditions Which Endanger Life or Property by Fire and Other
Causes. In addition to the unsafe conditions described above, the Architect’s Report
noted several other issues that could endanger life or property, including, without
limitation:
The lowest level of the western portion of the Parking Garage is classified
as an “enclosed garage” under the City’s building code. Enclosed garages
require mechanical ventilation and dry-pipe fire sprinklers. No mechanical
ventilation or dry-pipe fire sprinklers were observed in the area, increasing
risks of respiratory issues and fire (Architect’s Report page 2).
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Blight Analysis
Downtown Conference Center Hotel
Redevelopment Area
Page 6
Potential vehicular collision points were identified in the Parking Garage’s
traffic circulation (Architect's Report page 2).
The Asbestos/Lead Survey identified three painted components within the
Parking Garage that tested positive for lead paint (Asbestos/Lead Survey
page 9). Lead exposure can cause damage to the brain and other vital
organs (https://www.hud.gov/contactus/lead-based-paint; accessed 20
Aug. 2025). The presence of lead paint is not necessarily unsafe so long
as it is not disturbed. However, disturbance of areas that include lead paint
could occur as part of repair, renovation or demolition activities.
Accordingly, any repair, renovation or demolition activities will need to be
completed in accordance with applicable laws and regulations to protect
against unintended exposure of this potentially harmful material.
3.4 Economic Liability. As shown in the image below, the Redevelopment
Area is located in the center of a nine square block area that comprises the heart of the
City’s downtown area and is only two blocks from the Missouri State Capitol complex.
Given these geographic advantages, this should be an economically productive area.
However, by reason of the insanitary and unsafe conditions, deterioration of the site
improvements, and other conditions that endanger life and property, the Redevelopment
Area has become an economic liability.
If the Parking Garage is not demolished by the City as part of the Redevelopment
Project, the City will need to undertake significant repairs to keep the Parking Garage
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Blight Analysis
Downtown Conference Center Hotel
Redevelopment Area
Page 7
operational. The SEA Assessment estimated the cost of completing recommended
repairs to the Parking Garage at more than $12.5 million. This cost would be borne by the
City as the owner of the Parking Garage. Even if all of the recommended repairs were
completed, the result would still be a parking garage that, as the SEA Assessment notes,
does not meet current code for overhead clearance and would retain the current traffic
pattern that results in potential collision points for vehicles.
The Former Office Building Property is not currently generating any tax revenue
for the City or other ad valorem taxing districts and the limited parking revenue generated
from Surface Parking Lot 1 has minimal impact on the City’s parking system revenues.
The only City revenue currently being generated by the Redevelopment Area is
parking revenue from the Parking Garage and Surface Parking Lots 1 and 3. A parking
study prepared by Fishbeck and SP+ Corporation dated July 8, 2024 (the “Parking Study”)
noted that the Parking Garage peak usage was only 65% of available parking spaces in
the morning and dropped to 55% in the afternoon (Parking Study, page 4). The current
lack of Parking Garage utilization and the resulting lost revenue represents an economic
liability for the City. Additionally, the Parking Study also notes that the planned
development would result in the need for an additional 360 parking spaces, a need that
would not materialize if the current condition of the area remains unchanged.
3.4 Menace to the Public Health, Safety and Welfare. The above-described
unsafe conditions relating to the staircases, fall risks, slip hazards, and health issues
associated with lead paint in the Redevelopment Area constitute a menace to the public
health, safety, and welfare.
4.0 Conclusion
Based on an independent review of the applicable evidence, including the
conditions and factors described above, the Mid-Missouri Regional Planning Commission
believes there is a substantial basis for the City to determine that the Redevelopment
Area, on the whole, is a blighted area in accordance with the requirements of the DRRP.
* * *
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Blight Analysis
Downtown Conference Center Hotel
Redevelopment Area
Appendix A, Page 1
APPENDIX A
PHOTOS OF BLIGHTING FACTORS
Unsafe Conditions on Staircases
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Blight Analysis
Downtown Conference Center Hotel
Redevelopment Area
Appendix A, Page 2
Deterioration of Site Improvements
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Blight Analysis
Downtown Conference Center Hotel
Redevelopment Area
Appendix A, Page 3
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BILL SUMMARY
BILL NO: 2025-065
SPONSOR: Councilmember Haselton
SUBJECT: Final Subdivision Plat of 179 Investments Property Subdivision
(Planning & Zoning Commission Case No. P25020)
DATE INTRODUCED:
BILL ELIGIBLE FOR PASSAGE:
January 5, 2026
January 20, 2026
- -·- --·- ---- --- ~~~✓
DEPARTMENT DI RECTOR( S) :---- ... ~ ___ .:.___!__ _.._:.. ----___::.-_~_?__ -~_::.;; __ ,~ _-_- ·_ ,/~..,..,,~ ,,_,, ?_ ✓ ____
CITY ADMINISTRATOR: _____ ~_-_· - - ~----/- ____ _
Staff Recommendation: Approve.
Summary: Standard ordinance approving and accepting a final subdivision plat.
Origin of Request: Property Owner through the Planning and Zoning Commission
Department Responsible: Department of Planning and Protective Services
PERSON RESPONSIBLE: DAVID HELMICK/Eric Barron
Background Information: The subject property is located on Route CC 600 feet south
of Route C. The property is zoned C-2 General Commercial. The proposed subdivision
plat would divide the property into two lots for the purposes of commercial development.
Please see attached case materials for more information.
Planning and Zoning Commission Review: The Planning and Zoning Commission
reviewed the Final Subdivision Plat at their meeting of December 11, 2025. The motion
to recommend approval to the City Council PASSED on a vote of 8 in favor, 0 against.
Review by Department of Public Works: Infrastructure improvement plans have been
reviewed by the Department of Public Works and are in good order.
Public Comment Received: No public comment has been received to date.
Fiscal Information: $389 .00 in application fees were received.
Planning and Zoning Recommendation: Approve.
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BILL NO. 2025-065
SPONSORED BY Councilmember Hoselton
ORDINANCE NO.
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, ACCEPTING AND
APPROVING THE FINAL SUBDIVISION PLAT OF 179 INVESTMENTS POPERTY
SUBDIVISION, A SUBDIVISION OF THE CITY OF JEFFERSON, MISSOURI.
WHEREAS, 179 Investments Property, LLC, owner of the real estate hereinafter described,
having submitted to the City Council a plat of said real estate, being located in
Jefferson City, Cole County, Missouri, and described as: A tract of land being part of
the East Half of the Southeast Quarter of Section 22, Township 44 North, Range 12
West of the 5th P.M., Jefferson City, Cole County, Missouri, to wit: Beginning at a
found iron rod and right-of-way marker at the Southeast Corner of a tract of land
recorded on October 9,2012 in Book 623, Page 424 of the Cole County Recorder of
Deeds Office, also being the west right-of-way line of State Highway 179 and the
Northeast Corner of Lot 13 of "Edwards Ridge Subdivision" recorded on January 16,
2024 in Book13, Page 64 with Document No. 202400346; thence leaving the west
right-of-way line along the south lineS85°-05'-43"W 536.75 feet to a set iron rod at
the Southwest Corner of a tract of land recorded on January 11, 2019 in Book 694,
Page 888 of the Cole County Recorder of Deeds Office; thence leaving the south
line along the west lineN04°-54'-27"W 527.73 feet to a found iron rod, thence N31°-
16'-37"W 87.48 feet to a found iron rod, thenceN07°-06'-05"W 50.06 feet to a found
iron rod at the Northeast Corner of a tract of land recorded in Book 706, Page
585;thence leaving the west line along the north line of said tract S82°-54'-06"W
294.49 feet to a found iron rod at the Northwest Corner of said tract, also being the
east right-of-way line of State Highway CC; thence leaving said north line along the
east right-of-way line N26°-37'-06"E 49.04 feet to a found right-of-way marker
(broken off), thenceN59°-42'-59"E 46.56 feet to a found right-of-way marker, thence
along a curve deflecting to the left having a radius of533.35 feet, an arc length of
240.54 feet, a chord bearing of N13°-39'-28"E, a chord distance of 238.51 feet to a
set iron rod; thence leaving the east right-of-way line N86°-36'-12"E 80.80 feet to a
set iron rod; thence N03°-23'-48"W 86.91feet to a set iron rod; thence N76°-51'-
15"E 94.32 feet to a set iron rod; thence N56°-50'-06"E 144.90 feet to a set iron rod
on said west right-of-way line of State Highway 179; thence along said west right-of-
way line S33°-09'-54"E 226.33feet to a found iron rod and right-of-way marker,
thence S23°-24'-24"E 215.88 feet to a found iron rod and right-of-way marker,
thence S39°-21'-07"E 274.79 feet to a found iron rod and right-of-way marker,
thence S11°-57'27"E 321.28 feet to a found iron rod and right-of-way marker,
thence S24°-34'-11"E 159.36 feet to the point of beginning. Containing 10.78 acres;
and
WHEREAS, it appears that said plat has been fully and properly signed and accepted by the
owner of said subdivision, known and referred to as 179 Investments Property
Subdivision, that all taxes have been paid, that in all respects the requirements of
Chapter 445, RSMo, entitled "Plats" have been fully complied with by the owner of
said subdivision, and that in all respects the requirements of the Planning and
Zoning Commission of the City of Jefferson, Missouri, relating to plats and
subdivisions have been complied with.
NOW, THEREFORE, BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON,
MISSOURI, AS FOLLOWS:
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\
Section 1- The Final Subdivision Plat of 179 Investments Property Subdivision, lying, being,
and situated within the corporate limits of the. City of Jefferson, Missouri, as shown by the said plat
attached hereto and made a part of this ordinance, is hereby approved and accepted by the City
Council of the City of Jefferson, Missouri.
Section 2_. The Mayor and City Clerk are hereby authorized and directed to endorse
acceptance of said plat ~ereon and to certify approval of said plat under the City of Jefferson seal.
Section ~- This ordinance shall be in full force and effect from and after the date of its
passage and approval.
Passed: ____________ _ Approved: ____________ _
Presiding Officer Mayor Ron Fitzwater
ATTEST:
City Clerk City Attorney
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GENERAi.. NOTES:
1.) TheSetbWtlinalromlhep,opertylinulNllbefQP'O"U.Cityal..i.n.r-,ZDningCoda,C-2
ZoningOislrict
2.) FLOOOPLAlN INFORMATION: This propo,1y !II~ In Zale-X- (-Olbklelhe0.2%<Nnee
flood plain) as per Flood lnsuov.ce Rate M,p. Co'9 County. MO. m,p number9d 29051C0136E.
datodNovember2.2012.
3.) ~~capataDsubdMSionComerand1/TI.P. .,;,t,cap,talllnl9f\oO"lola>mars,unless
•-) RfCOROSOURCE: 179 lnve,stmentPrt,parties. LLC.deedolrec:adln Book 765. Page766.
CcleCcuntyRoo:irder's(ll\\Qe,Coto,Ccunty,Mi!mauri
5.) SASIS OF BEARJNGS:Grid North-Missouri State ~CooldinateSystemNl>D83.Cenlral
Zone,byGNSSobservations,.usingMOOOTVRSNelWol'<.
Ne.,rest CORS Re!e,9nce Station: MOOOT JEFF CITY CORS ARP (MOJC)
POSITIOH: 38"34"•7.29647 (N)092"17'.0.74n1 (W)-NAD S3 (2011)
EPOCH - 2010.00
Thelollowing,,.lues-.comp,IM,dfromlheNA083(2011)polillon :
Nor1h Ed: Unia Sc:9'9F.cU'" Con~
304.807.laJ(M) 517,892.107 (M) 0.99993727 <-0"07'•1.0-
6.) LANO USE: General eon-.n.n:;.i (ZOl"inllC-2)
l,llleCi!yC..tcoflheCityol~.CotnyalCc..~al~.~
c:ertitytMtthispllll-....s•pp<O'Y9dt,ylheM,yo,"otU.Cityal~~by'
Orw.ancaNo. _ _ _ ~
A,pplO'V9dllis_dayof _____
---- • Sut,jaaP!opMyl.n
179 INVESTMENTS PROPERTY
SUBDIVISION
Part of the E 1/2, SE 1/4 of Sec. 22 , T44N, R12W
Jeffers on City, Cole County , MO
Area : 10.78 a cres
Zoned ; C-2: General Commercial
PROPERTY BOUNDARY DESCRIPTION fB-765, P•766)
Atraaoftandbeing?,JrtoflheE,MH•lfoftheSouthNStOuiirt«ofSlaion22,Townstiip 44Nonh ,Rtll>Q912Wllllal
\he51hP.M .• Jel'lersonCity.ColeCourl1y,""'9w'l , IOwlt
Beginning at • found I= IOd •nd ,tg,ht.of-•Y ,...rq, II Ille SouthNslComerol• traaofi.nd l9COfflld on Odober9.
2012in80Qk623.P;,g,e42•allheColeCounfyR«:Orderalo-!IOfflce.•:SObeinglheweslright-ol-waytineofStatll
Hig"""')'179andtheNortheutCome<alLot13of"Edwll!IUl~Subd iviaion "-onJanual)'16.202 41nBcok
13,Page64...,;tt,Ooo.mentNo .202<10Cl3411;1t1en011lellvinglhe-righkll~tineaJongthesouthline
585"-05""43"W536 .7511tetto•MtironlOd• llhe$outhwutComerof •traclalland~on.lalnuary 11,2019 in
80Qk694,Page868allheColeCol.ntyRec:orderalOeeclaOfflce;lhenatlffW!glhelOLChline•longlheweslline
N04"-54"-27"W5Z7.7311tetto•bur>diranl0d,thenatN31*• 1&'-3rwY87.48fecrllO•foundin:>nra:l.thena!
N07"-06'-05"W50.061N!toafoundlrvnlOd•tth•Nor11i-.stCol..-al•lractallend..,,,,.., in 8ooki'06.Page585;
the.-.oeleavinghwestlin•,kw,ghnorth"'aalsair:ltnu;t$12'"-6'1"~"W2$4.49fecrlto•foundiranra:l.tlha
Nortriwesl:Comaralsaldnc;t. • lllobN>ghaa$1,1gt1.--of.w,yinaofSt.ite~CC;lhenceleavlngAidnorthlira
•longtheeast~I..... N26"-37'-oe-E49.tMIMtlO•foundright4-we.yfTlilrker~off),lhance
N59"-42'-69"'E46.56f...clO • foundrlght--of.w,ym11rkat.1hanol•long• CUl"WdefleclinglOlhaleflhe:wlg•~al
533.35INl.anan::lenglhal2~.5'f«t.•chotd~alN13*-39'-28"E.•chotddimrlc9al238.51leel:b••in:>n
ra:l;\henatleavlngllleeast~-wayllMN88"-38'-12"E80.80raet10•NllronlOd;1'1en011N03'"..zr-48"WS6.91
feet1e>••ironroct;lhenceN78"-61'-15"EIM.32INIIO•-h>o\lOd;lhai-aN56"-60'-06"E144.90t• etlO•Mliran
ra:lonsaidwestright.oi.w.ylineof5tateHislf'w,lly179;\hwa,kw,gAid-~lineS33"-09'-64"E225.33
feetto•ioundlronra:landrignt~-way.....,..,.ll'lanOIIS23"-24•-2-4"E215.8flflletlO•toundin:>nrodand~
rrwlrM,lhanceS3Sl*-2Nl7"E27•.7lllNtto•found lronlOdand~mar1<er.1!a"1011S11"-5727"E321.281eet
to•found JronlOd•ndright.d-waym• rur.--52•"-34'-11"E159.36'-tlOt-.pc,jntalbeginning.
a>nblining10.78.,,._Subjactto•ny•ndlllla-.~~ele.alreoofd.
r;:.a==P'ff;lll~-.odllleum• NTRACTAP'O"SUMIYalf'acordlnSurveyllookC.P,ga"69.
OWNER'S CERTIF ICATE
Know al/men byti,e,se ~ntslMt l theundel"MCnedowneroftl>etrKtof!ainddl!scribedlnthefo~l"ll
PropertyDescription.~c;.i,uJeduidtn1,;tlObesu~•ndon1hisplatthent1mbfflaofthelolsandtho:mfl
1he~arelullyandtrvly..,tforth, •nd t l>eundeBltneddOHherebydediatetotho:Public,.forPu~useforever,
;~~;;"'yand Ea..,ments,asshown onthisptitanduid p!aitsh.allbeknown.s"l791NIIESTMEHTS P ROPER"TY
Allta~esdueandpayableaaa inst uidpropertyhavebftnpaldlnfull.
In Witness whereof, the undeBi&ned owner of uid tract t-..s hereunto set hll hind and seal this
~d ayof [)~
179 INVESTMENTS PROPERTY, LLC. A MISSOURI UMrrED UASIUTYCOMPANY.
STATEOF ff'll'S'So., ~ /
CQ\Mn'O, c.1,_ ~-
Onthis~al i)ee-e-!,,,__ 2025,bn>lll.,.permn.rtydid•-h-~.IOme
t,e;ngperson•Jlyk;no,tn,wt,obaingby'm• duly-.dicl-,lwlhail•,__all]glNV£STMENTS
PROPERTY.LLC .•Missouril.iniiledlJel>J°'Vc-nt. ...cllh,lAidlnstn.,m•nt...,."11"9(1in~al
s;iidlimw:l~~.b)'uhorltyallr......-,-•icl•i.:.-..signedactcncwledg,• daid
~IObelhehaaClanddMdalald l ml• dll.t,itily~.
lnWIIIMISSwhareof,lhaveal"'fhand...cl.il\xadmySM!tr,il~~yal lke- f'..4+ t. 2025.
MyCot'IYrlission ~:~
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---- •AdjK:entPlopM)'Lina 1 inch = 60 feet
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--- -- • OldSurvayLinN
g W.M.•WaterMM• I"
i5 W.K • W•terHpr,!
~LJ>·• Lighl5taManl
SURVEYOR'S CERTIFtcATE
Thisistocartifyth•tat lh• raQUutalJon
Sh1w.•Proparty8oondaryand&bdMlion
Surv•ywasm•d•undarmy~
dndion~lhepiopertylhown...cl
lhatlh• r11S1Jlt:l•,ar.-19dhlnon . Thil,
surveywuparrom.cilnllOOOldlnl;)awill"IU.
raquiflorn•ntsalllle"h9ouli&andan,slor
•nUrbalnPn,paffyllounmrySurvey.
lnWIIMU~,lhwa,.,..._,lllllmy
-l...cl ...... lhll15111dllyal
o .c.rnt>•r.2025.
03060 1~
( Gr aphic Sea.le - Feet )
STATE OF MISS()l.AJ (_ S$
COUNTYOFCOt.E s
Fa.iilorracord_d-.yol ___ ,,,,_
racordedinBcok_.Page_~ ·
.JudyK.Rldgeway.Reaonlar
Central Mi ssouri Professional Services, In c.
ENCINURING - SVRVEYING - MATERIALS TESTING
2500 E. M.eCARTY
JEFFERSON CITY. MISSOURI 65101 Phn (573JS3<-.1455
OLPS-INC .COM F'-X (573)-
179 INVESTMENTS PROPERTY SUBDIVISION
2607 ROUTE CC, JEFFERSON CITY, MO 65109
179 INVESTMENTS PROPERTY , LLC
D~ 9S-295
-- 162 of 296 --
Jefferson City
Planning & Zoning Commission
December 11, 2025
Case No. P25020
2607 Route CC
179 Investments Property, LLC
Final Subdivision Plat
Commercial Development
-- 163 of 296 --
HWY 179
93-282622
92-282623
90-282640
HWY 179
RT C
RT CC
BOBBY CT
EAGAN LN
KATY LN
LAKEWOOD RD
City of Jefferson Planning and Zoning Commission
.
0 230 460 115 Feet
VICINITY
Case No. P25020
2607 Route CC
Final Subdivision Plat
Commercial Deveopment
-- 164 of 296 --
C-2
RS-2
RU
RS-2
RT CC
HWY 179
Case No. P25020
2607 Route CC
Final Subdivision Plat
Commercial Development
City of Jefferson Planning & Zoning Commission
.
0 120 240 60 Feet
LOCATION MAP
-- 165 of 296 --
PLANNING STAFF REPORT
JEFFERSON CITY PLANNING AND ZONING COMMISSION
December 11, 2025
Case No. P25020 - 2607 Route CC, Final Subdivision Plat. Request filed by 179 Investments Property, LLC,
property owner, for a Final Subdivision Plat proposing to create 2 lots out of property consisting of 10.78 acres
and zoned C-2 General Commercial. The property is located between Route CC to the west and Highway 179 to
the east and is described as Part of the East half of the Southeast Quaiier, Section 22, Township 44 North, Range
12 West, in the City of Jefferson, Cole County, Missouri. (Korn, Consultant).
Description of Proposal
The application is for a Final Subdivision Plat to create a 2 lot subdivision from a 10.78 acres prope1iy that is
zoned C-2 General Commercial. This property was previously used as a landscaping business. Lot 1 is proposed
to contain a convenience store with an above ground fueling station. Lot 2 will be reserved for future development.
Review and Approval Process
Final subdivision plats ai·e reviewed in accordance with Chapter 33 The Subdivision Code and Chapter 35 Zoning
Code with a recommendation to come from the Planning and Zoning Commission and a final decision to be
determined by the City Council.
Staff Analysis
Proposed Subdivision Name: 179 Investments Property Subdivision
Total Acreage: 10.78 acres.
Lot Characteristics:
- Number and Size:
o 2 Lots proposed.
o Lot 1 is proposed to be 1.51 acres and Lot 2 is proposed to be 9.26 acres.
Right of Way: No new streets are associated with this subdivision.
Setbacks: Setbacks would need to conform to C-2 zoning district standards.
Utilities: Both properties are served by existing utility easements.
Fire Hydrants: Fire hydrants exist along Route CC. Development of the lots would be subject to Fire Code
requirements regarding proximity of fire hydrants.
Staff Recommendation
The proposed final subdivision plat has been reviewed with respect to applicable City Code requirements such
as those laid out in Chapter 33 The Subdivision Code and Chapter 35 Zoning Code. The plat appears to be
sufficient and code compliant subject to technical comments of staff. Staff recommends approval of the final
subdivision plat of 179 Investments Property Subdivision with the condition that technical comments of staff be
addressed in addition to a submittal of a finalized and signed plat prior to introduction to City Council.
Form of Motion
Motion to recommend approval of the final subdivision plat of 179 Investments Prope1iy Subdivision with the
following conditions:
a. Address technical comments from city staff.
b. Submittal of finalized and signed plat and improvement plans prior to introduction to City Council.
-- 166 of 296 --
Jefferson City Planning & Zoning Commission Meeting
Engineering Division Staff Report
Thursday, December 11, 2025, 3:00 pm
Item 6B. - New Business/ Public Hearings
Case No. P25O2O - 179 Investment Property Subdivision, Final Subdivision Plat - 2607
Missouri Route CC- (C-2 Zoning)
Engineering Staff Analysis and Comments-
A recommendation for approval by the Commission should include any technical comments for the final
plat/ sanitary sewer improvement plan to be addressed prior to consideration by the City Council.
Existing Infrastructure Summary
• Some public infrastructure exists in the vicinity, although sanitary sewer will need to be
constructed to serve the proposed lots.
Improvements Summary
• Sanitary sewer will need to be extended to serve the proposed lots. A plan has been submitted
and reviewed for this sewer extension.
Roadway Access-
• Access to these lots will be from Missouri Route CC, a MoDOT controlled roadway.
• Storm Water/ Erosion Control
• Storm water detention/ storm water quality will be addressed during commercial site development
for the proposed subdivision lots.
Sanitary Sewer
• A sanitary sewer main is proposed to be extended from the adjacent subdivision to the south and
is proposed to serve all proposed lots within the subdivision and provide future availability for
sanitary sewer to the adjacent property to the north.
Fire Hydrants / Street Lights/ Utilities
• Additional utility corridor(s)/ easement(s) may be necessary to provide utilities for proposed lots.
Electric and water facilities, including fire hydrants, exist in the vicinity .
• Additional facilities may be needed, to be determined as a part of future site development.
Review Status of Documents-
• Final plat technical comments and sanitary sewer improvement plan comments have been
transmitted to the consultant for consideration.
• All comments for the plat and including improvement plans, will need to be addressed prior to the
subdivision plat being considered at City Council for approval.
-- 167 of 296 --
City of Jefferson
Department of Planning & Protective Services
320 E. McCarty Street
Jefferson City, MO 65101
Phone: 573-634-6410
JCPlannl ng @leffersonclty mo .g ov
www.Jeffersoncltymo.gov
APPLICATION FOR SUBDIVISION PLAT
The undersigned hereby petitions the Planning and Zoning Commission and City Council of the City of Jefferson,
Missouri for the following type of subdivision: ___ Preliminary Plat Final Plat _x __ Replat
1. Name of Subdivision: 179 Investments Property Subdivision
2. General locatlon: 2607 Route CC
-----------------------------------
3. Existing/Proposed zoning: _C_-_2_G_e_n_e_ra_l_C_o_m_m_e_r_c_ia_l _________________
I I /p d f h Existi ng- Old land scape bu slnoss : Pro posed - lol 1: c-sloro w/ above g ro und fu eli ng sy sI em. lot 2: fut u re rodovol opm onl
4. Ex st ng ropose use o t e property: _________________________ _
5. Size of the property In acres: _1_0_._7 _8_____ 6. Tot al number of lots propose d: _2_______
7. Description of any variances to the Subdivision Regulations being requested (please note section number
of the regulation below and attach a letter stating justification for the variance(s):
N/A
~ ,;;!l:389
8. Application fi li ng fee: $ _:.:P<-t.: ____ Preliminary Plat = $524 + $5 per lot
Fi nal Plat = ~ + $5 per lot
Replat = $21~3&3
19
Major Revision = $262 + $5 per lot
to Pr liminary Plat
(Revised July 1, 2024)
9. Signatures:
Jon Shaw - 179 Investments Property, LLC 10/ 13/202 5
Property Owner Name (type or print) Property Owner Signature Date
D,gbl!y 1,g,edb)'Malll'lew El'W'I. P. E.
ON ; C• US. E• rn.1 :ift~crug,o.,:,.urn.. o•· Kt>tu Gl'OI.Q,
Matthew Ervin, P.E. - Koru Group, PLLC Matthew Ervin P.E. ;'t"°· 00 ·~ = 0 =' ""-""·"' ·0 """""""
t Re.uon: 1 ~,- l oljMCtedpotl,0tllofll'loCIOWm9rC
o. : m s. ,o .u 10.~'1:29-MlXT
10/ 13/2025
Engineer Name (type or print) Engineer Signature Date
J. Brian Rockwell, PLS - CMPS, Inc. 10/13/2025
Surveyor Name {type or print) Date
("
For Staff Use Only:
Attachments: _ Variance request letter Additional documentation
Notes: ----------------------------------------
Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative fonnats as required under th e Americans
wilh Disabilities Act . Please allow three business days to process the request.
Page 1 of 4
-- 168 of 296 --
Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats
as required under the Americans with Disabilities Act. Please allow three business days to process the request.
Please call (573) 634-6410 with questions regarding agenda items.
City of Jefferson Ron Fitzwater, Mayor
Department of Planning & Protective Services David Helmick, Interim Director
320 E. McCarty St. Phone: 573-634-6410
Jefferson City, MO 65101 Fax: 573-634-6457
December 2, 2025
Dear Property Owner:
This letter is to notify you that the Jefferson City Planning and Zoning Commission will meet at 3:00 p.m.
on Thursday, December 11, 2025 in the Council Chambers of the John G. Christy Municipal Building, 320
East McCarty Street to consider the following matters (see map on back):
Case No. P25020 – 2607 Route CC, Final Subdivision Plat. Request filed by 179 Investments Property,
LLC, property owner, for a Final Subdivision Plat proposing to create 2 lots out of property consisting of
10.78 acres and zoned C-2 General Commercial. The property is located between Route CC to the west
and Highway 179 to the east and is described as Part of the East half of the Southeast Quarter of Tract A,
Section 22, Township 44 North, Range 12 West, in the City of Jefferson, Cole County, Missouri. (Central
Missouri Professional Services, Consultant).
As a nearby landowner and/or neighbor, you are being provided courtesy notice of this application.
Information regarding this case may be viewed on the Planning and Zoning Commission webpage at:
https://www.jeffersoncitymo.gov/government/planning/planning_and_zoning_commission.php
Please contact the Planning and Zoning Division via phone at 573.634.6573 with pertinent questions.
Best Regards,
Kortney Bliss
Planner 1
~----- Jefferson City
MISSOURI
-- 169 of 296 --
JeƯerson City Planning and Zoning Commission
Property Owner List
Case No. P25020 2607 Route CC 11/26/2025
179 INVESTMENTS PROPERTY L L C
232 E HIGH ST
JEFFERSON CITY, MO 65101
2607 RT CC MO 65109
ABBOTT, LINDA ROSE
2616 Route Cc
JeƯerson City, MO 65109-9456
2616 RT CC MO 65109
BURKS, DAVE CONSTRUCTION L L C
404 Crystal View Ter
JeƯerson City, MO 65109-0959
RT CC MO 65109
CAIN, SARAH E & ANDREW
2715 Route Cc
JeƯerson City, MO 65109-9106
2715 RT CC MO 65109
DIXON, MICHAEL K & EMMA M
2712 Route Cc
JeƯerson City, MO 65109-9105
2712 RT CC MO 65109
GIBLER, GENINE
CAREY, DEBRA
1205 Eagan Ln
JeƯerson City, MO 65109-9101
1205 EAGAN LN MO 65109
GLASS, DEREK
HOSTMAN, PRISCILLA J
2704 Route Cc
JeƯerson City, MO 65109-9105
2704 RT CC MO 65109
GLENWOOD EQUITIES L L C
15455 Conway Rd Ste 205
Chesterfield, MO 63017-2018
2601 RT CC MO 65109
GOELLER, JEROME ANTHONY
2708 Route Cc
JeƯerson City, MO 65109-9105
2708 RT CC MO 65109
JOHNSON, DOROTHY A
2718 Route Cc
JeƯerson City, MO 65109-9105
2718 RT CC MO 65109
LIBBERT, MIKE
1207 Katy Ln
JeƯerson City, MO 65109-9159
1207 KATY LN MO 65109
MOFFAT, RICHARD H & MELANIE G
507 E HIGH ST
JEFFERSON CITY, MO 65101
2601 RT C MO 65109
PEMBERTON, JOHN W & JAMI M
2804 Route Cc
JeƯerson City, MO 65109-8747
2804 RT CC MO 65109
-- 170 of 296 --
RT C
RT CC
HWY 179
FOX MOOR CT
CHERYL DR
KATY LN
EAGAN LN
FLAMINGO RD
SOUTHRIDGE DR
LAKE VALLEY DR
MEADOWVIEW DR
SOUTHRIDGE CT
HWY 179
Case No. P25020
2607 Route CC
Final SubdivIsion Plat
Commercial Development
.0 170 340 510 680 85
Feet
185 ft. Notification Buffer
----
-
-
I I 7 m
-- 171 of 296 --
-- 172 of 296 --
BILL NO. 2025-066
SPONSORED BY Councilmember Leuckel
ORDINANCE NO.
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE
CONTINUANCE OF A SALES TAX FOR CAPITAL IMPROVEMENTS AT THE RATE OF
ONE-HALF (½) OF ONE PERCENT, THE COLLECTION AND USE THEREOF, AND
PROVIDING FOR THE SUBMISSION OF THIS ORDINANCE TO THE QUALIFIED
VOTERS OF SAID CITY FOR THEIR APPROVAL AT THE ELECTION TO BE HELD ON
AUGUST 4, 2026.
BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS
FOLLOWS:
Section 1. A tax for capital improvement purposes shall be imposed upon all
sellers for the privilege of engaging in the business of selling tangible personal property
or rendering taxable services at retail to the extent in the manner provided in Section
94.577 of the Revised Statutes of Missouri, and the rules and regulations of the director
of revenue issued pursuant thereto. The rate of the tax shall be one-half of one percent
on the sale at retail of all personal property or taxable services at retail within the City, if
such property and services are subject to taxation by the state under provisions of
Chapter 144 of the Revised Statutes of Missouri. The tax shall become effective on April
1, 2027, shall be collected as provided in of the Revised Statutes of Missouri, as
amended, and shall be maintained and used by the City as provided in Section 94.577 of
the Revised Statutes of Missouri.
Section 2. This ordinance shall be submitted to the qualified voters of the City of
Jefferson, Missouri, for their approval, at the Election to be held on the fourth day of
August, 2026, at the places designated by the County Clerk for said Election and the
ballot shall be in substantially the following form:
Proposition 1
Shall the City of Jefferson continue the current sales tax of one-half of one
percent for the purpose of funding capital improvements by its imposition
for the period of April 1, 2027, to March 31, 2037?
[ ] Yes
[ ] No
If you are in favor of the question, place an "X" in the box opposite "YES".
If you are opposed to the question, place an "X" in the box opposite "NO".
Section 3. The Mayor and City Clerk shall prepare and execute the form of the
-- 173 of 296 --
-- 174 of 296 --
BILL SUMMARY
BILL NO: 2025-067
SPONSOR: Councilmember Leuckel
SUBJECT: Parking Supplemental Appropriation
DATE INTRODUCED: January 5, 2026
DEPARTMENT DIRECTOR(S): __~ c..,-,c. ~ ......-...-:; 4/)'-"L~ U ____,.:;_<...:...~--=-~___;;~ ;.........;;;;.--=.~ ----
CITY ADMINISTRATOR: _____ ~--'--------";.._V' ____ _~ ;....__-----
Staff Recommendation: Approve.
Summary: This bill would amend the 2025-2026 budget of the City of Jefferson, Missouri,
by supplementally appropriating $568,432 in additional funds within the Parking Fund, for
items specified in Exhibit A.
Origin of Request: Public Works
Department Responsible: Finance
PERSON RESPONSIBLE: SHIELA PEARRE
Background Information: Relates to FY26 transitional year for Parking.
Fiscal Information: An additional $568,432 will be utilized from the Parking Fund
Balance.
-- 175 of 296 --
BILL NO. 2025-067
SPONSORED BY Councilmember Leuckel
ORDINANCE NO. --------
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AMENDING THE 2025-
2026 BUDGET OF THE CITY OF JEFFERSON, MISSOURI, BY SUPPLEMENTALLY
APPROPRIATING ADDITIONAL FUNDS WITHIN THE GENERAL FUND.
BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS
FOLLOWS:
,Section 1- There is hereby· supplementally appropriated from the Parking Fund
Balance $568,432 as indicated on Exhibit A, attached hereto.
Section i. This Ordinance shall be in full force and effect from and after the date
of its passage and approval.
Passed: ----------- Approved: _______ _
Presiding Officer Mayor Ron Fitzwater
ATTEST:
City Clerk
~FORM:
City Attorney
CERTIFICATION BY MAYOR
Pursuant to Article VII, Section 7.1 (5.) of the Charter of the City of Jefferson, Missouri, I
hereby certify that the sums appropriated in the ordinance are available in the various
funds to meet the requirements of this bill.
Mayor Ron Fitzwater
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SUPPLEMENT AL APPROPRIATION
FISCAL YEAR 2025-2026 BUDGET
Account Number Description
62 Parking Fund
Adopted
100
62-100-495995
620
62-620-501020
62-620-50 I040
62-620-50 I 060
62-620-50 I 070
62-620-50 I 090
62-620-50 I 095
62-620-5020 I0
62-620-502020
62-620-502021
62-620-502022
62-620-502030
62-620-502040
62-620-502050
62-620-502060
62-620-502070
62-620-503020
62-620-51 IO I 0
62-620-511020
62-620-5 I 20 I 0
62-620-512020
62-620-513010
62-620-5140 I 0
62-620-514015
62-620-514016
62-620-5I4017
62-620-514030
62-620-5 I 70 I0
Reve nu e
Carry Over Surplus
Transfer From(to) Surplus
Carry Over Surplus
Parking Ex penditures
Personnel Services
Salaries
Part-time (wlbenefits)
Seasonal Salaries
Stand-by Plan
Overtime
Overtime Straight Pay
Social Security
Group Health Insurance
Self Insurance-Group Health
Wellness Assessment
Retirement
Workers Compensation
Life Insurance
Long Term Disability
Employee Assistance Prgm
Unemployment Compensation
Personnel Services
Materials & Supplies
Advertising
Postage
Printing
Copies
Office Supplies
Gas
Tornado
Flooding
COVID-19
Small Tools
Operational Supplies
Materials & Supplies
$
$
(270,443 00)
(270,443 00)
357, 117 .00
10 ,000 .00
12 ,000 .00
200 .00
29,018 .00
61 ,607 .00
240 .00
45.897 .00
3. I 95 .00
422 .00
1.014.00
180 .00
520.890.00
3,000.00
3.000.00
3,500.00
20.00
1.500.00
6,500 .00
3,000 .00
20.000 .00
40,520.00
Amended Budget Supplemental Appropriation Amount
568,432 .00
568,432 .00
54, 112 .00
4, 140.00
2,434 .00
6,548.00
65 .00
120.00
12 .00
67, 431 .00
1,000 .00
500.00
500.00
500.00
1,000.00
3,500.00
568,432 .00
568,432 .00
(303.005 .00) 50% of operations manager - 25% in FY27
50% of operations manager - 25% in FY27
( I 0,000.00) 50% of operations manager - 25% in FY27
50% of operations manager - 25% in FY27
(12,000.00) 50% of operations manager - 25% in FY27
(200.00) 50% of operations manager - 25% in FY27
(24 ,878.00) 50% of operations manager - 25% in FY27
(59, 173 .00) 50% of operations manager - 25% in FY27
50% of operations manager - 25% in FY27
(240.00) 50% of operations manager - 25% in FY27
(39,349.00) 50% of operations manager - 25% in FY27
(3 , 195 .00) 50% ofoperations manager - 25% in FY27
(357 .00) 50% of operations manager - 25% in FY27
(894 .00) 50% of operations manager - 25% in FY27
(168 .00) 50% ofoperations manager - 25% in FY27
50% of operations manager - 25% in FY27
(453 ,459 00)
(3 ,000.00)
(2 ,000.00) transitional amounts that should eventually go away
(3 ,000.00) transitional amounts that should eventually go away
(2000)
( I ,000.00) transitional amounts that should eventually go away
(6,000 .00) transitional amounts that should eventually go away
(3 ,000.00)
(19,000.00) transitional amounts that should eventually go away
(37.020.00)
Bill 2025-067
Exh i bit A
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Contractual Services
62-620-520030 Dues And Publications 1,000.00 500.00 $ (500.00) APWA; NSPE - in future years, this will be whatever portion of Operations Manager's salai:y is coded to parking
62-620-520050 INACTIVE - Mtgs & Conferences $ $
62-620-520070 Training And Education $ 6,000.00 3,000.00 $ (3,000.00) in future years, charges need to he reviewed for applicability to parking
62-620-521010 General Insurance $ 63,144.00 63,144.00 garage will be removed once demo occurs; wall way is added
62-620-521020 Insurance Deductible $
62-620-521030 Selflns Prop & Casualty $
62-620-521060 Drug/alcohol screening $ 210.00 $ (210.00)
62-620-521065 Background Checks 20.00 $ (20.00)
62-620-521070 Prov For Unsettled Claims
62-620-5220 I 0 Audit 1,877.00 1,877.00 include audit since parking is still part of City financials
62-620-522020 Professional Services 15,000.00 645,000.00 630,000.00 PCI contract amount
62-620-5240 I 0 Trash Collections $ $
62-620-526020 Admin Chgs For Serv $ 162,790.00 $ 162,790.00 internal administrative costs - same formula as all other funds
62-620-526040 Billing/collection Fees 30,000.00 $ 20,000.00 $ (10,000.00) $17K for Passport termination; $3K for transitional passport usage: no other costs since PC! passes cc fees on to customer
Contractual Services 280,041.00 896,311.00 $ 616,270.00
Utilities
62-620-531010 Electricity 20,196.00 20,196.00
62-620-533010 Natural Gas 511.00 511.00
62-620-534010 Telephone $ 5,500.00 5,500.00 $
62-620-535010 Water $ 926.00 926.00 $
Utilities $ 27,133.00 $ 27,133.00 $
Repairs & Maintenance
62-620-5400 I 0 Building & Grounds Maint. 25,330.00 $ 10,000.00 (15,330.00) transitional amount
62-620-540020 Tree & Landscape Maint 15,000.00 $ 15,000.00 paid to Downtown Assoc
62-620-541020 Veh Maintenance 25,000.00 $ 2,500.00 (22,500.00) transitional amount
62-620-542020 Prk Lot Maintenance $ 75,000.00 75,000.00 lot 9 paving
62-620-542025 Parking Spot Maintenance $ 30,000.00 30,000.00 parking spot maintenance for spots outside the zone - paid to General Fund (Street Dept)
62-620-542030 Signs & Marking Paint $ 5,000.00 $ (5,000.00)
62-620-545010 Software License/maint $ 2,000.00 $ (2,000.00)
62-620-546010 Clothjng Expense $ 4,700.00 100.00 $ (4,600_.00) Operations Manager clothing_ - based on personnel percentage of split
62-620-546020 Uniform Cleaning $ $
62-620-547010 Equipment Maintenance $ 2,000.00 $ (2,000.00)
62-620-547020 Maintenance Agreements 5,931.00 (5,931.00)
Repairs & Maintenance [89,961.00 132,600.00 (57,361.00)
Other Operating Expenses
62-620-550010 Miscellaneous
62-620-550015 Bad Debt Expense
Other Operating Expenses
Other Non-Operating Expenses
62-620-5550 I 0 Loss On Disposal Of Asset
Other Non-Operating Expenses
Capital Purchases
62-620-5720 I 0 Purchase Of Vehicles $
62-620-572020 Purchase Of Equipment $ $
62-620-573030 Purch/irnprov Land/buildin $ 249,998.00 $ 250,000.00 $ 2.00 $250K wall way improvements
62-621-599513 Final Design 500,000.00 500,000.00 $SOOK garage demo (grant matching)
Capital Purchases 249,998.00 750,000.00 500,002.00
Depreciation
62-620-560010 Depreciation $ $
Depreciation $ $
Expense Total s 1,308,543.00 s 1,876,975.00 $ 568,432.00
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Jefferson City
Operating Expense Budget Year 1
Total Operating Expenses Notes 645,000 $
Payroll Yr 1
67,600 $
47,840 $
72,800 $
34,320 $
222,560 $
Payroll OH Payroll Taxes, Work Comp, Health Insurance 55,640 $
Liability Insurance Coverages compliant with RFP requirements 12,915 $
Performance Bond $1M Performance Bond / Annual - $
Vehicle Insurance (two vehicles) 10,824 $
Uniforms 2,000 $
Office Rent Price based upon RFP Addendum 2. - $
Office Supplies 4,000 $
Cleaning Supplies 6,000 $
Tools & Equipment 3,000 $
Postage 1,500 $
Cell & Data Employee cell & office internet service 5,000 $
Vehicle Maintenance 2 program vehicles 4,000 $
Fuel 4,800 $
Licenses & Permits 1,500 $
Technology
Parking enforcement software & hardware 10,800 $
9,000 $
Backoffice software service fees 13,056 $
Custom parking app 24,000 $
CMMS software 900 $
Permit Software 20,100 $
Printing 3,000 $
Noticing & Postage Unpaid citation notices 18,000 $
Utilities City parking garage & lots - $
Signage 12,000 $
Striping 7,500 $
Resurfacing of Lots Per RFP, allocation of program revenue - $
Credit Card Fees Variable deducted from monthly revenue - $
Meter R&M Meter parts and replacement components 5,000 $
Snow & Ice 60,000 $
Start Up Expense 15,000 $
Misc 20,112 $
Amortization Capital expense 52,793 $
PCI MS Management Fee 40,000 $
Total Annual Operating Expenses 645,000 $
Capital Expense
Flowbird Kiosks (16) 164,384 $
Enforcement Vehicle 27,500 $
Genetec MLPR 38,000 $
Snowbrooms 4,000 $
Spreader 5,000 $
Total CAPEX (paid by PCI Municipal Services) 238,884 $
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BILL SUMMARY
BILL NO: 2025-068
SPONSOR: Councilmember Lester
SUBJECT: Vacation of a General Utility Easement over a Portion of Lots 1 through 10
of Meadow Acres Subdivision in the City of Jefferson Missouri
DATE INTRODUCED: January 5, 2026 f / /(
DEPARTMENT DIRECTOR(S): ~ . [6.-~"-~--
CITY ADMINISTRATOR: ~ Cr--
Staff Recommendation: Approve.
Summary: When approved , this item will authorize the vacation of a general utility
easement over a portion of Lots 1 through 10 of the Medow Acres Subdivision .
Origin of Request: Owners Chris and Diane White
Department Responsible: Public Works
Person Responsible: KYLE BRUEMMER, P.E ., David Bange, P.E.
Background Information: When the Meadow Acres subdivision was platted a general
utility easement was established along the front of Lots 1 through 10. Since the time of
the plat, it has come to be known that the water district is requiring an exclusive easement
for a water transmission line that was relocated into this easement as part of the
development of this subdivision . With the relinquishment of the general utility easement
the owner can dedicate a specific easement to the water district. The other utilities serving
the subdivision have been located on the general utility easement on the opposite side of
the street. Other future utilizes could make use of that easement or the right-of-way.
Fiscal Information: The cost of this vacation request has been covered by the fee paid
by the requester.
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BILL NO. 2025-068
SPONSORED BY: Councilmember Lester
ORDINANCE NO.
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, VACATING AND
DISCONTINUING A GENERAL UTILITY EASEMENT ON A PORTION OF LOTS 1
THORUGH 10 OF MEADOW ACRES SUBDIVISION, IN THE CITY OF JEFFERSON,
MISSOURI.
WHEREAS, it has been shown to the Council of the City of Jefferson, Missouri, that the owner
of Meadow Acres Subdivision in the City of Jefferson, has petitioned the City
Council to vacate a general utility easement; and
WHE~EAS, it has further been shown that it would not inconvenience the public or the citizens
of the City to discontinue the gen~ral utility easement for public use as described
in Section 1 of this Ordinance. · ·
NOW, THEREFORE, BE IT ENACTED BY THE COUNCIL OF THE CITY OF
. JEFFERSON, MISSOURI, AS FOLLOWS:
Section 1- The Council of the City of Jefferson, Missouri, hereby declares it necessary,
reasonable and proper to discontinue as a general utility easement an area being part of Lots· 1
through 10 of Meadow Acres Subdivision in the City of Jefferson, Missouri and forever vacate the
following described general utility easement in said City:
P·art of the Nmih Half of Section 30, Township 44 Nmih, Range 11 West, being part of Lots 1 through 10,
inclusive, of Meadow Acres Subdivision as recorded in Plat Book 13, page 119, Cole County Recorder's
Office, in the City of Jefferson, Cole County, Missouri, being more particularly descdbed in Exhibit A.
Section .f. The statutory right of reversion in the owners of the abutting property is hereby
confirmed, as is provided by the laws of the State of Missouri, and the Mayor and the Clerk of the
City are hereby authorized to execute all necessary instruments required to confirm the
reversionary rights of the owners of property abutting on the area vacated, as described in Section
1 of this ordinance, in the general utility easement vacated.
Section ~- This Ordinance shall take effect and be in full force from and after its passage.
PASSED----------------
Presiding Officer
ATTEST:
City Clerk
APPROVED _______ _
Mayo,r Ron Fitzwater
,w:::RM:
ity Attorney
-- 181 of 296 --
EXHIBIT A
Part of the North Half of Section 30, Township 44 North, Range 11 West, being part of Lots 1 through 10, inclusive, of Meadow
Acres Subdivision, as recorded in Plat Book 13, page 119, Cole County Recorder's Office, in the City of Jefferson, Cole County,
Missouri, being more particularly described as follows:
BEGINNING at the most northerly corner of Lot 1 of said Meadow Acres subdivision; thence along the southwesterly
right-of-way line of Hoffman Drive, being the boundary of a General Utility Easement the following courses: S51"33'1i• E,
23.22 fe e t; thence southeasterly on a curve to the left having a radius of 530.00 feet, an arc distance of 55.80 feet
(Ch==S54.34'10"E, 55. 78 feet); thence southeasterly on a curve to the right having a radius of 570.00 feet, an arc distance of
173. 74 feet (Ch=S48.51'13"E, 173.07 feet); thence S40"'07'1rE, 136.26 feet; thence southeasterly on a curve to the left having
a radius of 530.00 feet, an arc distance of 199.61 feet (Ch==sso•54•33•E, 198.43 feet); thence S61 °42'00"E, 229.48 feet to the
most easterly comer of Lot 10 of said Meadow Acres subdivision; thence leaving the southwesterly right -of-way line of
Hoffman Drive, S4r42'36"W, along the southeasterly boundary of said Lot 10 26.08 feet; thence N23°00'23"W, 16.59 feet;
thence N6l O 42'00-W, 210.48 feet; thence northwesterly on a curve to the right having a radius of 545.00 feet, an arc distance
of 205.26 feet (Ch=NS0.54'38"W, .204.05 feet); thence N4<r07'17"W, 136.26 feet; thence northwesterly on a curve to the left
having a radius of 555.00 feet, an arc distance of 169.17 feet (Ch =N48"'51'13"W, 168.52 feet); thence northwesterly on a curve
to the right having a radius of 545.00 feet, an arc distance of 57.38 feet (Ch=NS4.34'10"W, 57 .35 feet); thence N5r33'1i• W,
29.03 feet to a point on the northweste rly boundary of said lot 1; thence 59°36'trE, along the northwesterly boundary of
said lot 1, 16.08 feet to the point of be ginning. · ·
The description above excludes, in order to retain, the 15 foot Sanitary Sewer Easement, as noted, across Lot 9 and Lot 10, per
the plat of Meadow Acres Subdivision, as recorded in Plat Book 13, page 119, Cole County Recorder's Office.
FOR .
Central Missouri Professional Services, Inc.
BIIGINEIRING - SURVEYING - MATERIALS TISIDfG
2500 E. McCARTY'
JEFFERSuN CITY. MISSOURI 65101
Phone (573) 0t-34SS
FAX (573) 6M-8191
15' GENERAL UTILITY EASEMENT VACATION DESCRIPTION
MEADOW ACRES SUBDIVISION, PB-13, P-119
CHRISTOPHER WHITE
la.SY J. B.R. BOOK
-- 182 of 296 --
~
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LUTHERAN HIGH SCHOOL ~ ~ subdivis i on
// ASSN. OF MID MISSOURI c ~ ~B-13, P-119
/ 8-569, P-5 ~ ~~-
, / ~ B-567, P-68 ! 't~~--- --, '
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Central Missouri Professional Services, Inc.
! FOR
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i REV.
na-rr
ENGINEERING - SURVEYING - MATERIALS TESTING
Phone (573) 634-3455
FAX (573 ) 634-8898
15' GENERAL UTILITY EASEMENT VACATION EXHIB IT
MEADOW ACRES SUBDIVISION, PB-13, P-119
CHRISTOPHER WHITE
11/11/2025 ORN. Bf J. B.R. SCAl£ 1· =100' l!OOK
12/11/2025 C.QUY JWM SHEET 20f 2 JOSHO. 86-144 ·
-- 183 of 296 --
-- 184 of 296 --
-- 185 of 296 --
1
COMMUNITY DEVELOPMENT BLOCK GRANT
2026 Policy and Procedures Manual
Department of Planning and Protective Services
Neighborhood Services Division
City of Jefferson, Missouri
DRAFT
-- 186 of 296 --
2
CITY OF JEFFERSON
DEPARTMENT OF PLANNING AND PROTECTIVE SERVICES
NEIGHBORHOOD SERVICES DIVISION
Staff
David Helmick, Interim Director dhelmick@jeffersoncitymo.gov
Rachel Senzee, Neighborhood Services Supervisor rsenzee@jeffersoncitymo.gov
Anne Stratman, Senior Neighborhood Services Specialist astratman@jeffersoncitymo.gov
Amanda Gallagher, Senior Neighborhood Services Specialist agallagher@jeffersoncitymo.gov
Dawn Kirchner, Neighborhood Services Specialist dkirchner@jeffersoncitymo.gov
Physical Address:
John G. Christy Municipal Building
320 E. McCarty Street
Jefferson City, MO 65101
Office Hours: 8:00 AM – 5:00 PM
Phone: (573) 634-6410
Fax: (573) 634-6457
Website: www.jeffersoncitymo.gov
-- 187 of 296 --
3
TABLE OF CONTENTS
Chapter 1 ~ Introduction 8
1.1 Introduction
1.2 Key Definitions
1.3 CDBG Implementation Process
Consolidated Plan/Action Plan
Program Delivery Method
Eligible Activities
Ineligible Activities
Documentation of Low-Moderate Area
Laws Applicable to the CDBG Program
1.4 National Objectives
51% Low and Moderate Income
Elimination of Slum and Blight
Urgent Need (Threat to Health and Safety)
1.5 Recordkeeping
1.6 Conflict of Interest
Chapter 2 ~ Administration and Planning 21
2.1 Introduction
2.2 Calculating Planning and Administration Cap
2.3 Timely Distribution of Funds
2.4 Program Income
2.5 Uniform Administrative Requirements
2.6 Audit Requirements
2.7 Record Retention Period
2.8 Internal Controls
2.9 Integrated Disbursement and Information System (IDIS)
Activity Set-up and Project Tracking
IDIS Drawdowns
2.10 Equipment Management and Disposition
Chapter 3 ~ Down Payment Assistance 26
3.1 Introduction
3.2 Definitions and Terms
3.3 Process Overview
3.4 Applicant Information Confidentiality
3.5 Verification of Eligibility
3.6 Eligibility and Assistance Amounts
3.7 Ineligible Use of Funds
3.8 Program Partners
3.9 Marketing Down Payment Assistance Program
3.10 Accommodating Persons with Disabilities and Language Diversity
3.11 Realtor Expectations
3.12 Lending Process
Participating Lending Institutions
Anti-Predatory Lending
Property Requirements
Property Standard Requirements
-- 188 of 296 --
4
Accessibility Modifications to Properties
Primary Residence Requirement
Affordability Period and Recapture Requirements
Transfer of Ownership
Leasing
Refinance First Mortgage
Exceptions for Extenuating Circumstances
Required Documentation
Closing
Funding Disbursement
Second Lien
Monitoring of Affordability Period
Complaint and Appeal Process
Program Income
Chapter 4 ~ Housing Counseling 40
4.1 Introduction
4.2 Homeownership Counseling
4.3 Ineligible Use of Funds
4.4 Program Administrative and Tracking Tools
4.5 Accommodating Disabilities and Language Diversity
Chapter 5 ~ Rehabilitation 43
5.1 Introduction
5.2 Affordability Period
5.3 Eligible Activities
Eligible Types of Property
Eligible Types of Assistance
5.4 Ineligible Costs
5.5 Property Eligibility Requirements
5.6 Applicant Eligibility Requirements
5.7 Field Site Visit
5.8 Use of Subrecipients
5.9 Drawing Down Funds for Rehabilitation
5.10 Complying with National Objectives
5.11 Additional Consideration
5.12 Lead Based Pain Requirements
5.13 Work Write Up
5.14 Change Orders
5.15 Contractors and Bid Process
5.16 Non-Performing Contractors
5.17 Contractor Selection
5.18 Owner-Contractors
5.19 Time Frames for Contracts
Chapter 6 ~ Lead-Based Paint Hazards
53
6.1 Introduction
6.2 Lead Disclosure Rule
6.3 Lead-Based Paint Visual Assessment Training Course
-- 189 of 296 --
5
6.4 Lead-Based Paint Visual Assessment
Down Payment Assistance Program
Emergency Assistance Repair Program
Documentation for Lead-Based Paint Exemption
Chapter 7 ~ Demolition 57
7.1 Introduction
7.2 National Objective: Slum and Blight Criteria
7.3 Demolition Procedure
7.4 Step-by-Step Procedure
Chapter 8 ~ Duplication of Benefits 60
8.1 Purpose
8.2 Ensuring Compliance
Proposal Review
Executing an Award
Ongoing Compliance
Recapture
8.3 Administration
Amendments
Chapter 9 ~ Procurement 62
9.1 Introduction
9.2 Procurement Methods
Micro-Purchase
Small Purchase
Competitive Sealed Bids
Procurement by Competitive Proposals (Request for Proposals
(RFP’s) / Request for Qualifications (RFQ’s))
Procurement by Noncompetitive Proposals
Conflict of Interest
Section 20-5 Conflict of Interest
Section 20-6 Penalties
Chapter 10 ~ Contract Management 69
10.1 Introduction
10.2 Contract Content
10.3 Common Rules Regarding Contracting
Acceptable Contract Cost Structures
10.4 Labor Standards
Davis Bacon Street
Copeland Kickback Act
10.5 Acquisition and Relocation
Residential Relocation
Nonresidential Relocation
Excluded Parties
Chapter 11 ~ Grant Cancellation 76
11.1 Appeal and Grievance Procedures
-- 190 of 296 --
6
Chapter 12 ~ Financial Management 78
12.1 Introduction
12.2 Grant Based Accounting
12.3 Program Year Obligation Test
12.4 Origin Year Expenditure Test
12.5 PR26 Activity Summary Report
How to Check for Accuracy
12.6 Exceeding the 20% Expenditure Cap
Interim Remediation for Exceeding the 20% Expenditure Cap
Using Program Income
Using Funds from a Different Grant Year
Chapter 13 ~ Determination of Classification for Subrecipients and Contractors 80
13.1 Introduction
13.2 Grantees
13.3 Subrecipients
13.4 Contractors
Chapter 14 ~ Build America, Buy America Act 83
14.1 Abbreviations
14.2 Overview of Build America, Buy America Act
14.3 Federal Government-Wide Guidance on Build America,
Buy America Act
14.4 HUD Actions on Build America, Buy America Act
14.5 Definitions
14.6 Applicability of the Build America Preference on
Community Planning and Development
14.7 Community and Planning Development Programs
Not Covered by Build America Preference
14.8 Buy America Preference Waivers Currently in
Effect for HUD Programs
14.9 HUD’s General Waivers Applicable to Covered
Community Planning and Development Programs
14.10 HUD Specific Waivers
14.11 Understanding HUD’s Phased Implementation Approach
14.12 Phased Implementation Schedule for HUD Programs
14.13 Phased Implementation Schedule for Community
Planning and Development Programs
14.14 Applying the Build America Preference and HUD
Waivers to Community Planning and Development Programs
14.15 Federal Government-Wide Guidance on
Project/Product-Specific Waivers
14.16 Applying for a HUD Specific Waiver
14.17 Community Planning and Development Grantees
Receiving Funds from Multiple Federal Agencies
14.18 Community Planning and Development Record
Keeping Requirements
14.19 Contact Information
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7
Chapter 15 ~ Public Services 99
15.1 Introduction
15.2 Eligible CDBG Public Services Activities –
General Provisions
15.3 Ineligible CDBG Activities
15.4 Accessing Funds
15.5 Reports
15.6 Monitoring
Chapter 16 ~ Historic Preservation
102
16.1 Introduction
16.2 Eligible Activities
16.3 Ineligible Activities
16.4 Documenting the National Objective
-- 192 of 296 --
8
CHAPTER 1 ~ INTRODUCTION
1.1 INTRODUCTION
The Housing and Community Development Act of 1974 (HCDA), authorized the Department of Housing
and Urban Development (HUD) to create the Community Development Block Grant Program. The program
seeks to provide decent housing, a suitable living environment, and expand economic opportunities for low-
and-moderate income persons.
The success of a Community Development Block Grant (CDBG) project depends upon careful management
and administration.
This involves planning and scheduling, knowledge and responsibility of a variety of management functions,
effective oversight of program activities and attention to detail.
The project should be managed to maintain progress and assure compliance. The CDBG policies,
procedures, and regulations are proper, sound business practices for the completion of any public project.
The knowledge and understanding of these policies and regulations will allow for a process that will work
hand in hand with achieving the desired project goals.
The City of Jefferson receives a yearly distribution for the CDBG entitlement program. The entitlement
programs are for cities in metropolitan areas over 50,000 in population, designated principal cities of
metropolitan statistical areas or urban counties with more than 200,000 people. The grant amounts are
determined by the higher of two formulas: data based on overcrowded housing, population and poverty; or
data based on age of housing, population growth lag, and poverty.
This policy and procedure manual is intended as guidance for the City of Jefferson’s CDBG program, and
is not meant to be a substitute for federal regulations. The federal CDBG program regulations can be found
in Title 24 of the Code of Federal Regulations (CFR) Part 570.
This manual is effective January 1, 2025 and will remain in effect until updated or replaced. It can be revised
to meet changes in federal regulations, actions of the City Council, or to meet administrative needs upon
approval.
1.2 KEY DEFINITIONS
24 CFR Part 85 (the Common Rule): This rule provides that the grantee shall take affirmative steps to
encourage contracting with small minority and female owned business enterprises when possible as sources
of supplies, equipment, construction, and services.
Action Plan: An annual update to HUD regarding the Consolidated Plan.
Consolidated Plan: The Consolidated Plan is prepared by the grantee in accordance with 24 CFR Part 91,
and describes needs, resources, priorities and proposed activities to be undertaken with respect to CDBG
program. An approved Consolidated Plan is one which has been approved by HUD.
Contractors: A contractor is an entity paid with CDBG funds in return for a specific service (e.g.,
construction). Contractors must be selected through a competitive procurement process based on the City’s
procurement standards.
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Copeland Anti-Kickback Act: Makes it a criminal offense for a person to induce anyone employed in the
construction, completion, or repair of any public building, public work, or building, or work financed in
whole or in part by loans or grants from the United States, to give up any part of the compensation to which
the employee is otherwise entitled. The Act also regulates payroll deductions, specifies methods of paying
wages to covered employees, and requires the submission of weekly payrolls in conjunction with statements
of compliance by all contractors in a format that meets the requirements of 29 CFR Section 5.5.
Davis-Bacon Act: The Act is triggered when construction work over $2,000 is financed in whole or in part
with CDBG funds. It requires that workers receive no less than the prevailing wages being paid for similar
work in the same area.
Draw down: Refers to the process of requesting and receiving CDBG funds. Grantees draw down funds
from a line of credit established by HUD, while sub recipients draw down funds from the grantee.
Executive Order 11063: This Executive Order provides that no person shall be discriminated against on
the basis of race, color, religion, sex, or national origin in housing and related facilities provided with
Federal assistance and lending practices with respect to residential property when such practices are
connected with loans insured or guaranteed by the Federal government.
Executive Order 11246: This Executive Order applies to all federally assisted construction contracts and
subcontracts. It provides that no person shall be discriminated against on the basis of race.
Executive Order 11259: This Executive Order provides that the administration of all Federal programs
and activities relating to housing and urban development be carried out in a manner to further housing
opportunities throughout the United States.
Executive Order 12372: This Executive Order is a special contract condition prohibiting the use of funds
for planning or construction of water or sewer facilities until receipt of written notification from HUD.
Grantee: Each entitlement community, or grantee, administers its local CDBG program in accordance with
program requirements.
Household: All the persons who occupy a housing unit. The occupants may be a single family, one person
living alone, two or more families living together, or any groups of related or unrelated persons who share
living arrangements.
Income: Adjusted gross income as defined by the IRS Form 1040.
Limited Clientele: Persons (or groups of persons) who are presumed to be principally LMI, according to
HUD. These include: abused children, battered spouses, elderly persons (age 62 and over), adults meeting
the Bureau of the Census’ definition of severely disabled, homeless persons, illiterate adults, persons living
with AIDS, and migrant farm workers.
Low and Moderate Income: Low and moderate income (LMI) means family or household annual income
less than the Section 8 Low Income Limit, generally 80% of the area median income, as established by
HUD.
Low-Income Household/Family: A household/family having an income equal to or less than the Section
8 Very Low-Income limit (50% of the area median income) as established by HUD.
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Moderate-Income Household/Family: A household/family having an income equal to or less than the
Section 8 Low Income limit (80% of area median income) established by HUD, but greater than the Section
8 Very Low-Income Limit (50% of area median income) established by HUD.
Restoration Act of 1987: This Act restores the broad scope of coverage and clarifies the application of the
Civil Rights Act of 1964. It also specifies that an institution which receives Federal financial assistance is
prohibited from discriminating on the basis of race, color, national origin, religion, sex, disability, or age in
a program or activity which does not directly benefit from such assistance.
Section 109 of Title 1 of the Housing and Community Development Act of 1974: This section of Title
1 provides that no person shall be excluded from participation (including employment), denied program
benefits, or subject to discrimination on the basis of race, color, national origin, or sex under any program
or activity funded in whole or in part under Title I of the Act.
Section 3 of the Housing and Urban Development Act of 1968, as amended: Requires the provision of
opportunities for training and employment that arise through HUD-financed projects to lower-income
residents of the project area, to the greatest extent feasible and consistent with Federal, State and local laws
and regulations. Also required is that contracts be awarded to businesses that provide economic
opportunities for low- and very low-income persons residing in the area. Amendments to Section 3 in 1992
included requirements for providing these opportunities in contracts for housing rehabilitation, including
lead-based paint abatement, and other construction contracts.
Section 109 of Title I of the Housing and Community Development Act of 1974: Requires that no person
shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under
any program or activity funded with CDBG funds on the basis of race, color, religion, national origin, or
sex.
Section 504 of the Rehabilitation Act of 1973: It is unlawful to discriminate based on disability in
federally assisted programs. This section provides that no otherwise qualified individual shall, solely by
reason of his or her disability, be excluded from participation (including employment), denied program
benefits, or subjected to discrimination under any program or activity receiving Federal funding assistance.
Section 504 also contains design and construction accessibility provisions for multi-family dwellings
developed or substantially rehabilitated for first occupancy on or after March 13, 1991.
Subrecipient: An entity that assists the grantee to implement and administer its program. Sub recipients
are generally nonprofit organizations that assist the recipient to undertake one or more activities on behalf
of the grantee, such as a home rehabilitation. Sub recipients are also referred to as sub grantees.
The Age Discrimination Act of 1975: This Act provides that no person shall be excluded from
participation, denied program benefits, or subject to discrimination on the basis of age under any program
or activity receiving Federal funding assistance. Effective January 1987, the age cap of 70 was deleted from
the laws. Federal law preempts any State law currently in effect on the same topic including: KRS 18A.140;
KRS 344.040; 101 KAR 1:350 Paragraph 11; 101 KAR 1:375 Paragraph 2(3); 101 KAR 2:095 Paragraphs
6 and 7.
The Americans with Disabilities Act of 1990 (ADA): This Act modifies and expands the Rehabilitation
Act of 1973 to prohibit discrimination against “a qualified individual with a disability” in employment and
public accommodations. The ADA requires that an individual with a physical or mental impairment who is
otherwise qualified to perform the essential functions of a job, with or without reasonable accommodation,
be afforded equal employment opportunity in all phases of employment. Kentucky adopted this Act in 1992
with the enrollment and passage of Senate Bill 210.
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The Equal Employment Opportunity Act: This Act empowers the Equal Employment Opportunity
Commission (EEOC) to bring civil action in Federal court against private sector employers after the EEOC
has investigated the charge, found “probable cause” of discrimination, and failed to obtain a conciliation
agreement acceptable to the EEOC. It also brings Federal, State, and local governments under the Civil
Rights Act of 1964.
The Fair Housing Amendment Act of 1988: This Act amended the original Fair Housing Act to provide
for the protection of families with children and people with disabilities, strengthen punishment for acts of
housing discrimination, expand of the Justice Department jurisdiction to bring suit on behalf of victims in
Federal district courts, and create an exemption to the provisions barring discrimination on the basis of
familial status for those housing developments that qualify as housing for persons age 55 or older.
The Housing for Older Persons Act of 1995 (HOPA): Retained the requirement that the housing must
have one person who is 55 years of age or older living in at least 80 percent of its occupied units. The Act
also retained the requirement that housing facilities publish and follow policies and procedures that
demonstrate intent to be housing for persons 55 and older.
The Immigration Reform and Control Act (IRCA) of 1986. Under IRCA, employers may hire only
persons who may legally work in the U.S., i.e., citizens and nationals of the U.S. and aliens authorized to
work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired,
which includes completing the Employment Eligibility Verification Form (I-9).
The Uniform Guidelines on Employee Selection Procedures adopted by the Equal Employment
Opportunity Commission in 1978: This manual applies to employee selection procedures in the areas of
hiring, retention, promotion, transfer, demotion, dismissal and referral. It is designed to assist employers,
labor organizations, employment agencies, licensing and certification boards in complying with the
requirements of Federal laws prohibiting discriminatory employment.
The Vietnam Era Veterans’ Readjustment Act of 1974 (revised Jobs for Veterans Act of 2002): This
Act was passed to ensure equal employment opportunity for qualified disabled veterans and veterans of the
Vietnam War. Affirmative action is required in the hiring and promotion of veterans.
Title VI of the Civil Rights Act of 1964: This Act provides that no person shall be excluded from
participation, denied program benefits, or subject to discrimination based on race, color, and/or national
origin under any program or activity receiving Federal financial assistance.
Title VIII of the Civil Rights Act of 1968 (The Fair Housing Act): This Act prohibits discrimination in
housing on the basis of race, color, religion, sex and/or national origin. This law also requires actions which
affirmatively promotes fair housing.
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1.3 CDBG IMPLEMENTATION PROCESS
The following provides an overview of the framework in which the City must make decisions concerning
activities and/or organizations to fund under the CDBG program.
Consolidated Plan/Action Plan
The process of completing the Consolidated Plan (and annual Action Plans) helps the City to determine
what activities to fund in the coming year.
The Consolidated Plan is a plan of five years in length, which describes the community needs, resources,
priorities, and proposed activities to be undertaken under the CDBG program.
Each year, the City must submit an Annual Action Plan that feeds into the 5-year Consolidated. The Action
Plan describes the specific planned uses for CDBG funds.
The Consolidated Plan includes the following:
1. A description of the entity responsible for overseeing the development of the Consolidated Plan
and a description of the process undertaken to develop the plan;
2. A housing and homeless needs assessment;
3. A housing market analysis;
4. A strategic plan; and
5. A one-year Action Plan.
Since FY 2015, HUD has issued CPD Notices, concerning grantees’ submission of Action Plans for funding
under the CDBG, HOME, ESG and HOPWA programs. These notices instruct grantees not to submit their
Action Plans or new 3 to 5-year Consolidated Plans until an appropriations bill has been enacted and HUD
•Submit Consolidated Plan and/or Annual Action Plan & Determine Program Delivery
•Select Activities Meeting National Objective
•Select Eligible Activities
•Comply With Other Federal Requirements
•Address Financial And Administrative Requirements
•Enter Results Into IDIS
•Report & Monitor Progress
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has notified grantees of their actual allocation amounts under the four formula programs. HUD field
offices have been instructed to disapprove as substantially incomplete any Action Plan that contains
estimated grant amounts.
Program Delivery Method
The City (grantee) is responsible for ensuring that CDBG funds are used in accordance with all program
requirements. The use of designated public agencies, subrecipients, or contractors does not relieve the
grantee of this responsibility. The grantee is also responsible for determining the adequacy of performance
under subrecipient agreements and procurement contracts and for taking appropriate action when
performance problems arise.
Before disbursing funds to any organization that is carrying out CDBG activities on behalf of the grantee
as a subrecipient, a written agreement must be executed. CDBG regulations stipulate that certain
requirements be included in all written agreements with sub-recipients.
Written agreements must remain in effect for the length of time that the sub-recipient has control over any
CDBG funds, including program income. However, it is good practice to update subrecipient agreements
annually to ensure the agreements are current with regulations and requirements. This process also allows
an opportunity to revisit and clarify problem areas or issues.
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Eligible Activities
Section 105(a) of the Community Development Act and HUD regulations specified the activities that are
eligible for CDBG assistance. A general listing of eligible activities is below, and a detailed description is
provided in 105(a) of the Act and in 24 CFR 570.482.
1. Property Acquisition
2. Property Disposition
3. Property Clearance/Demolition
4. Architectural Barrier Removal
5. Senior Center
6. Community Facilities
7. Centers for the Handicapped
8. Historic Properties
9. Water Treatment/Storage
10. Sanitary Sewer Collection
11. Storm Sewers
12. Flood and Drainage Facilities
13. Streets (or Roads)
14. Street Accessories
15. Parking Facilities
16. Bridges
17. Sidewalks
18. Pedestrian Malls
19. Recycling or Conversion Facilities
20. Parks and Recreation Facilities
21. Fire Protection/Facility Equipment
22. Solid Waste Disposal Facilities
23. Other Utilities
24. Public Service/Supportive Services
25. Rehabilitation of Private Residential
Properties
26. Rehabilitation of Public Residential Properties
27. Payments for Loss of Rental Income
28. Relocation
29. Code Enforcement
30. Energy Use Strategy
31. Non-Federal Share Payment
32. Interim Assistance
33. Planning
34. Commercial or Industrial Facilities
35. Administration
36. Engineering/Design
37. Housing Rehab/Demo Inspection
38. Engineering/Construction Inspection
39. Airports
40. Natural Gas Lines
41. Electrical Distribution Lines
42. Rail Spurs
43. Lighting
44. Other Professional Services
45. Security Fencing
46. Site Preparation
47. Purchase Land/Building
48. Facility Construction Renovation
49. Machinery/Equipment
50. Working Capital
51. Sewage Treatment
52. LDC Homeownership Assistance – up to
$15,000 to purchase a new home
53. Legal
54. 911 Emergency Systems
55. Homeowners Assistance- up to $5,000 to
purchase an existing DSS home
56. Lead-Based Paint Risk Assessment
57. Asbestos Removal
58. Job Training
59. Home-Ownership Counseling
60. Substantial Reconstruction of Private
Residential Properties on Same Lot- Up to
$15,000
61. Water Distribution
62. Lead Reduction NOT incidental to Rehab
63. Asbestos Inspection
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Ineligible Activities
Pursuant to 24 CFR 570.207 Ineligible Activities are as follows:
A. Maintenance or operation costs: Any cost that recurs on a regular basis (generally, less than five
years) is considered a maintenance or operation cost, therefore is ineligible for CDBG assistance.
B. General government expenses.
C. Political activities.
D. Improvements to city halls and courthouses, except those required to meet the Americans with
Disabilities Act. Note: CDBG funds used for ADA projects may only convert existing facilities to
accessibility. CDBG funds may not be used to add new facilities.
E. Purchase of equipment, except for fire protection, public services, landfills or recreation.
F. Income payments, except for loss of rental income due to displacement.
G. Application preparation costs or a bonus award for writing a successful application.
H. Religious purposes.
Documentation of Low-Moderate Area
For projects benefitting an area, LMA must be documented by downloading the current year American
Community Survey LMI Summary Data from www.hudexchange.info/programs/acs-low-mod-summary-
data/acs-low-mod-summary-data-summarized-block-groups/. The file includes a copy of the summary data
for LMI Block Groups in Jefferson City.
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Laws Applicable to the CDBG Program
The following is a detailed listing of laws applicable to the CDBG program:
Federal and State Laws and Regulations
(included amendments)
Fair Housing &
Nondiscrimination Accessibility
Equal
Employment &
Contracting
Title VI of the Civil Rights Act of 1964 X
Title VIII of the Civil Rights Act of 1968 (The
Fair Housing Act)
X X
Restoration Act of 1987 X
Section 109 of Title 1 of the Housing and
Community Development Act of 1974
X X
The Fair Housing Amendment Act of 1988 X
The Housing for Older Persons Act of 1995
(HOPA)
X
The Age Discrimination Act of 1975 X
Section 504 of the Rehabilitation Act of 1973 X X X
The Americans with Disabilities Act of 1990
(ADA)
X X X
Executive Order 11063 X
Executive Order 11259 X
Section 109 of Title I of the Housing and
Community Development Act of 1974
X X
The Equal Employment Opportunity Act X
The Immigration Reform and Control Act
(IRCA) of 1986
X
The Uniform Guidelines on Employee Selection
Procedures adopted by the Equal Employment
Opportunity Commission in 1978
X
Section 3 of the Housing and Urban
Development Act of 1968, as amended
X
The Vietnam Era Veterans’ Readjustment Act of
1974 (revised Jobs for Veterans Act of 2002)
X
Executive Order 11246 X
24 CFR Part 85 (the Common Rule): X
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1.4 NATIONAL OBJECTIVES
Every CDBG-funded project must meet one of the three national objectives of the program to be eligible
for funding:
• A minimum of 51% of low-and-moderate income (LMI) beneficiaries:
• Elimination of slums and blight; or
• Urgent need.
The Low-and Moderate-Income (LMI) national objective is the primary national objective because the
statute requires that grantees expend 70% of the CDBG funds to meet the LMI national objective.
LMI Calculation Example:
Total entitlement grant amount: $300,000
Less actual planning and admin (up to 20%): ($60,000)
Equals amount subject to LMI calculation: $240,000
Multiplied by 70 percent: X 0.70
Equals minimum to benefit LMI: $168,000
Amount subject to LMI calculation: $240,000
Less LMI minimum: ($168,000)
Equals maximum slum/blight and urgent needs allowable activities: $72,000
51% Low and Moderate Income
At least 51% or more of the persons and families benefiting must be low-and moderate-income (LMI) for
public projects and public facilities and 100% LMI for housing activities. LMI can be determined by HUD
census data or by conducting a survey. LMI is generally calculated on an area basis, such as census tracts.
1. A map must accompany the survey area, showing the project area and beneficiaries. If a survey is
used to prove LMI, then the survey area and the houses surveyed should be clearly marked on the
map.
2. Limited Clientele persons (or groups of persons) are presumed to be principally LMI, according to
HUD. These include: abused children, battered spouses, elderly persons (age 62 and over), adults
meeting the Bureau of the Census’ definition of severely disabled, homeless persons, illiterate
adults, persons living with AIDS, and migrant farm workers. The disability data used for limited
clientele are “persons with a mobility or self-care limitation.” This data is broken into persons age
16 to 64 and 65 and older. The data for both age groups must be added together in total. Do not use
the data for “persons with a work disability.”
3. In addition, if a project’s activities are limited exclusively to LMI persons (such as a food pantry
with income restrictions either equal to or more restrictive than the LMI income limits for that
area), the project may meet the LMI national objective through limited clientele.
4. Limited Clientele projects are those that exclusively serve a group defined as limited clientele. If
this criterion is met, then no further LMI documentation, either by census or by survey is necessary.
If the project is not exclusive or designed for only that group or groups, then LMI eligibility must
be proven by another method.
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Elimination of Slum and Blight
To prove this HUD national objective, a project must propose one of the two different methods.
1. The first method occurs when a structure is blighted; when it exhibits objectively determinable
signs of deterioration sufficient to constitute a threat to health, safety and public welfare.
For the City to participate in this activity it must, at a minimum, determine blighted structures by
applying existing dangerous building ordinance, building code level of violation or applicable
occupancy or habitability designation or code violation in a manner consistent with their ordinance.
The ordinance, code violation or designation must be applied to the specific structure, not to the
area as a whole. The predominance of blight in an area does not allow blight to be assumed for
each structure inside the area.
2. The second method covers area blight, and includes submitting a resolution passed by the governing
legislative body declaring the area blighted in accordance with 24 CFR 570. As stated, the
definition of the national objective elimination of slum and blight reads as follows. The area meets
the conditions of either (a) or (b):
a. At least 25% of the properties throughout the area experience one or more of the following
conditions:
• Physical deterioration of buildings or improvements,
• Abandonment of properties
• Chronic high occupancy turnover rates or chronic high vacancy rates in commercial or
industrial buildings,
• Significant declines in property values or abnormally low property values relative to
other areas in the community, or
• Known or suspected environmental contamination.
b. The public improvements throughout the area are in a general state of deterioration.
The elimination of slum and blight on an area basis applies where the area meets the definition of
a slum, blighted, deteriorated, or deteriorating zone under the local law or state law (Missouri
Statute Chapter 353), following 24 CFR 570.
Urgent Need (Threat to Health and Safety)
The use of the urgent need national objective is rare. It is generally used for activities to alleviate emergency
conditions. According to “Basically CDBG” Course Training Manual examples include:
• Acquisition of property located in a flood plain that was severely damaged by a recent flood;
• Public facility improvements like the reconstruction of a publicly-owned hospital that was
severely damaged by a tornado;
• Demolition of structures that are severely damaged by a major earthquake;
Urgent need qualified activities must meet the following criteria:
• The existing conditions must pose a serious and immediate threat to the health or welfare of
the community;
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• The existing conditions are of recent origin or recently became urgent (generally, within the
past 18 months);
• The grantee is unable to finance the activity on its own; and
• Other sources of funding are not available.
A record of the urgent need should include:
• A descriptive narration of the condition showing the nature and degree of seriousness of the
threat it posed;
• Certifying evidence from the subrecipient showing the CDBG activity was proposed to address
the urgent need;
• Information on the timing of the development of the serious condition; and
• Evidence confirming the lack of other necessary financial resources to alleviate the need.
1.5 RECORDKEEPING
An adequate recordkeeping and filing system for a CDBG program is essential to document both recipient
fulfillment of applicable regulations and accomplishment of program activities. Complete records are
necessary for the two major aspects of CDBG audit, financial soundness, and program compliance. Without
adequate records to support programmatic decisions, even the best-performed program will receive an
adverse audit. As noted earlier, all files and records must be kept at the Neighborhood Services Division
and must be available to the public during regular business hours, except for confidential documents in an
applicant’s file. Grantees are required to control grant funds and establish adequate safeguards to protect
the records that document CDBG transactions.
1.6 CONFLICT OF INTEREST
The Federal Government's Code of Federal Regulations, 24 CFR Section 570.611 states:
Applicability.
(1) In the procurement of supplies, equipment, construction, and services by recipients and by subrecipients,
the conflict of interest provisions in 2 CFR 200.317 and 200.318 shall apply.
(2) In all cases not governed by 2 CFR 200.317 and 200.318, the provisions of this section shall apply. Such
cases include the acquisition and disposition of real property and the provision of assistance by the recipient
or by its subrecipients to individuals, businesses, and other private entities under eligible activities that
authorize such assistance (e.g., rehabilitation, preservation, and other improvements of private properties
or facilities pursuant to § 570.202; or grants, loans, and other assistance to businesses, individuals, and
other private entities pursuant to § 570.203, 570.204, 570.455, or 570.703(i)).
(b) Conflicts prohibited. The general rule is that no persons described in paragraph (c) of this section who
exercise or have exercised any functions or responsibilities with respect to CDBG activities assisted under
this part, or who are in a position to participate in a decision making process or gain inside information with
regard to such activities, may obtain a financial interest or benefit from a CDBG-assisted activity, or have
a financial interest in any contract, subcontract, or agreement with respect to a CDBG-assisted activity, or
with respect to the proceeds of the CDBG-assisted activity, either for themselves or those with whom they
have business or immediate family ties, during their tenure or for one year thereafter. For the UDAG
program, the above restrictions shall apply to all activities that are a part of the UDAG project, and shall
cover any such financial interest or benefit during, or at any time after, such person's tenure.
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(c) Persons covered. The conflict of interest provisions of paragraph (b) of this section apply to any person
who is an employee, agent, consultant, officer, or elected official or appointed official of the recipient, or
of any designated public agencies, or of subrecipients that are receiving funds under this part.
(d) Exceptions. Upon the written request of the recipient, HUD may grant an exception to the provisions
of paragraph (b) of this section on a case-by-case basis when it has satisfactorily met the threshold
requirements of (d)(1) of this section, taking into account the cumulative effects of paragraph (d)(2) of this
section.
(1) Threshold requirements. HUD will consider an exception only after the recipient has provided the
following documentation:
(i) A disclosure of the nature of the conflict, accompanied by an assurance that there has been public
disclosure of the conflict and a description of how the public disclosure was made; and
(ii) An opinion of the recipient's attorney that the interest for which the exception is sought would not
violate State or local law.
(2) Factors to be considered for exceptions. In determining whether to grant a requested exception after
the recipient has satisfactorily met the requirements of paragraph (d)(1) of this section, HUD shall conclude
that such an exception will serve to further the purposes of the Act and the effective and efficient
administration of the recipient's program or project, taking into account the cumulative effect of the
following factors, as applicable:
(i) Whether the exception would provide a significant cost benefit or an essential degree of expertise to the
program or project that would otherwise not be available;
(ii) Whether an opportunity was provided for open competitive bidding or negotiation;
(iii) Whether the person affected is a member of a group or class of low- or moderate-income persons
intended to be the beneficiaries of the assisted activity, and the exception will permit such person to receive
generally the same interests or benefits as are being made available or provided to the group or class;
(iv) Whether the affected person has withdrawn from his or her functions or responsibilities, or the decision-
making process with respect to the specific assisted activity in question;
(v) Whether the interest or benefit was present before the affected person was in a position as described in
paragraph (b) of this section;
(vi) Whether undue hardship will result either to the recipient or the person affected when weighed against
the public interest served by avoiding the prohibited conflict; and
(vii) Any other relevant considerations.
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CHAPTER 2 ~ ADMINISTRATION AND PLANNING
2.1 INTRODUCTION
CDBG funds can be used for administrative and planning activities. Funds under these categories are
subject to the 20% statutory limitation.
The following are eligible administrative activities:
• General management, oversight and coordination
o Providing local officials and citizens with information about the CDBG program;
o Preparing budgets and schedules;
o Preparing reports;
o Monitoring program activities
• Fair Housing Activities;
• Indirect costs; and
• Submission of applications for Federal programs.
Eligible planning activities are the following:
• Comprehensive plans;
• Community development plans (i.e. Consolidated Plan);
• Functional plans (i.e. land use, economic development, floodplain management, transportation,
historic preservation, etc.).
• Other plans and studies (i.e. neighborhood plans, capital improvements, individual plans,
historic preservation studies, etc.).
Any costs and time charged must be documented through the appropriate means such as invoices, receipts,
time and attendance records, etc. Documentation shall be kept on file and will be reviewed at financial
monitoring.
Under this category, CDBG funds may not be used for the following activities:
• Engineering, architectural and design costs related to a specific project; or
• Other costs of implementing plans.
These costs may be eligible as part of an eligible project.
2.2 CALCULATING PLANNING AND ADMINISTRATION CAP
In accordance with 24 CFR 570 planning and administration costs are capped at 20% of the sum of grant
plus program income plus reallocated funds.
Calculating the cap example:
Total grant amount $227,500
Program income & reallocated funds $2,500
Total: the basis for calculating the cap $230,000
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Multiplied by 20 percent X 0.20
Maximum dollar level that may be charged $46,000
2.3 TIMELY DISTRIBUTION OF FUNDS
CDBG funds are to be distributed in a timely fashion. Timeliness refers to how quickly funds are able to
be committed and expended. It is vital that every effort is made to quickly distribute and use funds.
Timeliness is defined as the annual grant being obligated within 15 months of the City signing a grant
agreement with HUD.
If the City was to award funds to subgrantees, obligation means the date which the City officially announces
the selection of its awards to the subgrantee. Obligation could mean the following:
• Contract;
• Letter;
• Press release;
• News announcement; and/or
• Public Notice.
Currently there are no timely regulatory requirements in either the statute or regulations. HUD tracks
expenditures through the Line of Credit Control System (LOCCS). Through this system several reports can
be created by HUD staff such as the Ratio of Unexpended Funds to Grant, Ratio of Funds Expended in the
Last 12 Months to Grant, Expenditure Report and National Chart.
2.4 PROGRAM INCOME
Program income is the gross income received by the City of Jefferson which was directly generated from
the use of CDBG funds. Program income is treated as additional CDBG funds subject to all requirements.
Examples of program income include:
• Proceeds from the sale or lease of property purchased or improved with CDBG funds;
• Funds collected through special assessments on properties not owned and occupied by LMI
households in order to recover the CDBG portion of a public improvement.
Program income does not include:
• Any income received in a single year by the City and its sub grantees, that does not exceed
$35,000; and
• Amounts generated and kept by a nonprofit development organization under 105(a)(15).
Program income must be disbursed prior to the drawdown of additional funds from IDIS.
Therefore, program income works on a last in first out scenario.
2.5 UNIFORM ADMINISTRATIVE REQUIREMENTS
HUD has adopted 2 CFR 200 as requirements for Federal financial assistance programs by the interim final
rule published December 19, 2014 (at 79 Federal Register 75871). The 2 CFR 200 streamlines Federal
government’s guidance on administrative requirements, cost principles, and audit requirements to more
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effectively focus Federal resources on improving performance and outcomes, while ensuring the financial
integrity of taxpayer dollars in partnership with non-Federal stakeholders.
For additional information on uniform administrative rules for Federal grants and cooperative agreements
visit https://files.hudexchange.info/resources/documents/Notice-DC-2015-01-Transition-to-2-CFR-Part-
200-Guidance.pdf.
2.6 AUDIT REQUIREMENTS
The City of Jefferson’s fiscal year runs from November 1 through October 31. Each year since 1996 the
City has been awarded the prestigious national Certificate of Achievement for Excellence in Financial
Reporting. In order to be awarded a Certificate of Achievement, the City must publish an easily readable
and efficiently organized CAFR whose contents conform to program standards. The CAFR must satisfy
both generally accepted accounting principles and applicable legal requirements.
The City currently grants out the CDBG funds to sub-recipients. The City of Jefferson has measures in
place to ensure that the sub-recipients are aware of federal expenditure thresholds of $750,000, audit
requirements, timeframes, and applicable OMB principals.
2.7 RECORD RETENTION PERIOD
Under the uniform administrative requirements of the CDBG regulations, the City is required to retain
CDBG records for a period of not less than four years. The record retention period begins from the date of
submission of the CAPER in which the specific activity is reported on for the final time rather than from
the date of submission of the final expenditure report for the award.
To be consistent with Consolidated Plan regulations, which require that grantees maintain information and
records relating to the Plan and the use of funds under the programs covered by the Consolidated Plan,
record(s) must be maintained for a period of not less than five years.
2.8 INTERNAL CONTROLS
The CDBG program is administered by the Neighborhood Services Division within the Department of
Planning and Protective Services. Other individuals and/or departments play a key role in the day to day of
the CDBG program such as the City Administrator, City Attorney, Director of the Department of Planning
and Protective Services, Purchasing Agent, Chief Accountant, and Property and Housing Inspectors.
The Neighborhood Services Supervisor serves as the Director of the Neighborhood Services Division. This
position is under the general direction of the Department of Planning and Protective Services Director. The
Neighborhood Services Supervisor plans, organizes and oversees the programs, services and operations of
the Community Development Block Grant Program.
The Neighborhood Services Specialist is under the direct supervision of the Neighborhood Services
Supervisor. These person(s) are responsible for obtaining proper documentation for the homeowner support
programs, set up and management of the IDIS system and performs a variety of technical tasks relative to
assigned area of responsibility.
The Property and Housing Supervisor or the Property and Housing Inspector(s) assists the Neighborhood
Services Specialist with identifying code violations for the Emergency Assistance Repair Program. During
the course of the program, if rehabilitation activities may disturb lead-based paint the Property and Housing
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Supervisor will obtain a sample and complete a test to determine if the sample contains lead-based paint.
The Property and Housing Supervisor is EPA and State of Missouri Lead Certified.
2.9 INTEGRATED DISBURSEMENT AND INFORMATION SYSTEM (IDIS)
The Integrated Disbursement and Information System (IDIS) is the HUD system that the Neighborhood
Services Specialist is required to use to fund and report on its CDBG program. IDIS generates standard
CDBG program reports that provide financial and performance information. The Neighborhood Services
Specialist can periodically run reports such as the PR03 CDBG Activity Summary Report which displays
program and financial inform on projects and activities that have been funded with CDBG dollars. Also,
PR26 CDBG Financial Summary Report which tracks the grantee’s CDBG financial actions for a grant
during the Program Year.
The Neighborhood Services Specialist will use the E-Con Planning Suite to integrate the development of
the Action Plan and the IDIS Activity Setup and Funding processes. This ensures that all the key reporting
elements of the grants management cycle are integrated into one system and ensures cohesiveness between
the goals described in the Consolidated Plan and Action Plan and the outcomes tracked in IDIS and reported
in the Consolidated Annual Performance and Evaluation Report (CAPER).
Activity Set-up and Project Tracking
The Neighborhood Services Specialist is responsible for IDIS activity set-up to ensure that each activity
accurately corresponds to projects setup in the Annual Action Plan to help produce data for the Consolidated
Annual Performance Evaluation Report.
Within Plans/Projects/Activities in IDIS, the Neighborhood Services Specialist will utilize the
Grantee/Participating Jurisdiction Project ID field to include our in-house project numbers for each property
assisted with CDBG funds. The Grantee/Participating Jurisdiction Project ID field will be used to correlate,
document and associate exactly how CDBG funds were spent.
The following is a listing of suggested project funding:
• Emergency Assistance Repair Program: YR-ER-01
• Down Payment: YR-DP-01
The Neighborhood Services Specialist keeps program files for each individual applicant. Each file contains
a checklist of items required throughout each step of the process. The files contain applications, income
verifications, Tier II Environmental Review, reports, correspondences, contracts, deeds, etc.
As part of the application process voluntary racial and ethnicity information is collected. The Neighborhood
Services Specialist enters this information into IDIS at the time of completion of the individual project.
For additional information regarding IDIS visit https://www.hudexchange.info/programs/idis/.
IDIS Drawdowns
The Neighborhood Services Specialist is responsible for completing IDIS drawdowns at least quarterly, but
most preferably monthly, for expenditure of funds completed the prior month.
The following sequence is completed for preparation of a draw from HUD’s IDIS system:
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1. Each month the Neighborhood Services Specialist prepares supporting documentation for the
CDBG drawdown using Springbrook software.
2. The Neighborhood Services Supervisor and the Director of Planning & Protective Services
reviews and approves the drawdown package.
3. The drawdown and supporting documentation is referred to the Finance Department for review
and approval.
4. Then the approved/signed reimbursement request form is returned to the Neighborhood
Services Specialist for drawdown completion in the Integrated Disbursement and Information
System (IDIS).
5. An email is generated to the Chief Accountant, or his/her representative, with a copy of the
IDIS Voucher and Drawdown Packet with Signatures as proof of drawdown completion.
6. The Chief Accountant notifies via email when the IDIS Draw is approved and when funds have
been received.
2.10 EQUIPMENT MANAGEMENT AND DISPOSITION
The following items are suggested for management and disposition guidelines for equipment purchased
with CDBG funds.
• Maintain property records which contain: property description, serial number or ID number,
funding source (grant number), title holder, acquisition date and cost, percentage of Federal
participation in original acquisition cost, location, use and condition or property, disposition
date, date or disposal and sales prices;
• Take a physical inventory of equipment and reconcile results with property records every two
years;
• Establish a control system for adequately safeguarding property against loss, damage, and theft;
• Establish maintenance procedures for keeping property in good condition;
• When selling equipment purchased with CDBG funds, proceeds from sale must be kept as
program income;
• Establish proper sales procedures to ensure highest possible return;
• Must follow HUD disposition instructions when equipment is no longer needed.
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CHAPTER 3 ~ DOWN PAYMENT ASSISTANCE
3.1 INTRODUCTION
The Down Payment Assistance program is designed to assist low-to-moderate income (LMI) individuals
with the purchase of affordable housing, using HUD CDBG funds. Income qualified households under 80%
Area Median Income (AMI) may apply and must be able to secure a mortgage. Program eligibility and
National Objective is based on the household’s annual total adjusted gross income for all household
members age 18 and older; this does not include dependent persons with disabilities or full-time students
considered dependents. The maximum assistance per applicant is a $5,000 no interest forgivable loan. The
single-family dwelling must be located outside of a floodplain and within the city limits of Jefferson City.
Assistance will be provided in the form of a forgivable loan secured with a lien on the property for the
amount of CDBG assistance through a Deed of Trust and Promissory Note for a five (5) year affordability
period. If the owner remains in the property for five years, the loan will be forgiven.
The guidelines within are intended to provide an overview of the City of Jefferson Down Payment
Assistance Program as well as information to applicants, potential applicants, and participating lenders on
the guidelines and requirements of the program. Funding for this program is made available through the
Department of Housing and Urban Development’s (HUD) Community Development Block Grant (CDBG)
Program.
The primary focus is to comply with all CDBG requirements, as well as, addressing recognized
impediments to fair housing choice as required under the Fair Housing Act.
3.2 DEFINITIONS AND TERMS
Affordability Period. The period of time the homebuyer is required to own and occupy the property as their
primary residence which is tied to the amount of assistance provided. This is typically five (5) years.
Applicant. An individual (or members of a household) that has applied for assistance under this program.
Appraisal. An estimate of a home’s market value based on comparable recent sales in the home’s immediate
area or neighborhood, conducted by a state licensed or certified real estate appraiser.
Appraiser. A duly licensed and qualified individual who conducts real estate property appraisals.
Area Median Income (AMI). The midpoint of a county’s income distribution, meaning that half of
households in the county earn more than the median and half earn less than the median.
Down Payment. The amount deemed as a necessary up-front payment towards the purchase of a home, by
the principal Lending Institution of the buyer(s).
Floodplain. FEMA designates floodplains as geographic zones subject to varying levels of flood risk. Each
zone reflects the severity or type of potential flooding in the area.
• “100-year floodplain” the geographical area defined by FEMA as having a one percent chance
of being inundated by a flooding event in any given year.
• “500-year floodplain” the geographical area defined by FEMA as having a 0.2 percent chance
of being inundated by a flooding event in any given year.
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Income-qualified. The Beneficiary’s household Adjusted Gross Income (AGI) must be below 80% of the
Area Median Income (AMI).
Low-and Moderate-Income (LMI). A collective income group to describe an individual or family’s
household income when no greater than 80% of the Area Median Income (AMI) for the city where they
reside.
Household Size. A household is defined as all persons occupying the same housing unit, regardless of their
familial status or relationship to each other. The household members include all persons, including minor
children and adults.
Mortgage. A loan in which property or real estate is used as collateral. The Beneficiary enters into an
agreement with a mortgage lender wherein the Beneficiary receives cash upfront then makes payments over
a set time span until the entire loan is repaid to the mortgage lender.
Primary Residence. Defined as the property that is an individual or family’s main home and where the
majority of time is spent. Generally, this is the address listed as the United State Postal Service address;
address listed on federal and state tax returns, driver’s license, voter registration card, etc.
Recapture. The process wherein the City will recoup all or a portion of the Down Payment Assistance from
the homebuyer if the housing is sold, transferred or not maintained as principal residence during the
Affordability Period.
Release of Lien. The Deed of Release the City shall prepare and present to the Applicant upon the
Applicant’s compliance with the affordability period.
3.3 PROCESS OVERVIEW
A. Eligibility Determination. The City of Jefferson determines the Applicant’s eligibility based on the
requirements of the Down Payment Assistance Program. The Applicant must meet eligibility
requirements of the Down Payment Assistance Program.
The Neighborhood Services Specialist screens Applicants for basic eligibility criteria. Applicants that
do not meet eligibility criteria are not accepted. The City of Jefferson shall not accept an application
that they know to be ineligible. Records of any Applicants that could not be accepted based on the
eligibility criterion should be maintained by the Neighborhood Services Specialist in the project file.
B. Tracking Spreadsheet. The Neighborhood Services Specialist maintains a spreadsheet that tracks the
following Applicant information:
• Application Date
• Final Approval Date
• Name
• File ID Number
• Address
• Demographic Information such as martial status, race, gender, head of household, special
needs, disability and elderly
• Status of the application: completed, withdrawn or denied
• Number of persons in the household
• Amount of down payment assistance committed
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• Date paid and check number
• Age of the property
Information provided by the Applicant assists the Neighborhood Services Specialist by entering data
in IDIS throughout the Program Year. In turn, this data is required for the Program Year Consolidated
Annual Performance Evaluation Report (CAPER).
C. Referral. The Neighborhood Services Specialist, lender or realtor refers the Applicant to a partner
Housing Counseling Agency based on need and location.
D. Homeownership Counseling. Applicants are required to attend an 8-hour housing counseling course
for homebuyer assistance provided by a HUD-Certified housing counselor.
Upon the successful completion of the course, the counseling agency will provide the Applicant with
a Certificate of Completion. It is the responsibility of the Applicant to provide a copy of the
Certificate of Completion to the Neighborhood Services Specialist to be placed in the project file. No
CDBG funds will be committed or disbursed until the Applicant fulfills the housing counseling
requirement.
Policy for selecting HUD-Certified Housing Counseling Agency. The City of Jefferson followed the
Micro-Purchase method of procurement that does not require competitive bidding or documentation
of multiple bids. The City of Jefferson sent a request for quotes via email to local and on-line HUD-
Certified Housing Counseling Agencies. These agencies were required to submit a proposal that
included a description of services and costs for those services.
E. Determination of Assistance Amount. The maximum award may not exceed $5,000 per Applicant.
F. Compliance and Monitoring. The City of Jefferson must keep all documents related to the project on
file for a minimum of five (5) years after the closeout.
G. Accommodating Persons with Disabilities and Language Diversity. The City of Jefferson is required
to ensure effective communications with persons with disabilities pursuant to 24 CFR 8.6 and other
fair housing and civil rights requirements (such as the effective communication requirements under
Section 504 and the Americans with Disabilities Act). All program activities should be held in
locations that are accessible to persons with wide-ranging disabilities including mobility, sensory,
developmental, emotional, and other impairments. Information about all programs and activities
should be disseminated in a manner that is accessible to persons with disabilities. Program advertising
should acknowledge that the program will work with households with accessibility needs.
H. Lead-Based Paint Hazards. All housing units in a project assisted with CDBG funds must comply
with the regulations found at 24 CFR Part 35. Houses built on or prior to January 1, 1978, must have
a visual assessment to determine if deteriorated paint exists. The lead-based paint regulations
consolidate all lead-based paint requirements for HUD-assisted programs. The purpose of the
regulation is to identify and address lead-based paint hazards before children are exposed to lead.
This includes all structures on the property including detached outbuildings.
Please refer to Chapter 6 of this Policy and Procedures Manual pertaining to Lead-Based Paint
Hazards.
H. Application Intake. All Applicants are required to complete the application and provide supporting
documentation as outlined in the eligibility requirements included with the application. Reasonable
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accommodations during the application process are required for any applicants with accessibility
needs.
The Neighborhood Services Specialist reviews all documents and forms to ensure all information is
correct and complete. If the Applicant has incomplete information or not all required documents are
submitted, the application will be considered incomplete. The Neighborhood Services Specialist
should assist the Applicant in bringing the application to completion by highlighting what is missing
and assisting with collecting additional documents as appropriate.
The Program requires the City of Jefferson to have each Applicant sign several documents during the
application and closing process. Signatures on the Deed of Trust and Promissory Note are required
to be original, or wet, signatures.
All application documents meant to obtain information from Applicants will require a signature by
the Applicant certifying that the information provided is true, complete and accurate. Any false,
fictitious, or fraudulent information, or the omission of any material, may subject the Applicant to
criminal, civil or administrative penalties.
3.4 APPLICANT INFORMATION CONFIDENTIALITY
The City of Jefferson shall observe all Privacy Act requirements and keep client data in locked file cabinets
or password protected electronic files. This should include disclosure to the applicant of who will be granted
access to the application file and documents and for what purposes.
3.5 VERIFICATION OF ELIGIBILITY
The Neighborhood Services Specialist reviews all applications and documents submitted by the Applicants.
The Neighborhood Services Specialist shall verify the following items for each Applicant to determine
eligibility:
1. Identification of household members. All applicants and household members will be required to
submit documentation to prove their identity. This documentation may include, but is not limited
to the following:
a. Driver’s License;
b. Passport;
c. Military ID card;
d. Birth Certificate;
e. Certificate of Naturalization or Permanent Resident Card
2. Verify citizenship or legal immigration status, as verified by a signed declaration and one of the
following:
a. A valid U.S. Passport;
b. A valid U.S. Birth Certificate; or
c. Certificate of Naturalization
d. Certificate of Citizenship;
e. Permanent Resident Card
3. Completion of an 8-hour homeownership education course provided by a HUD certified housing
counseling agency within the past 12 months.
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4. Income Eligibility. The income of a household includes the gross annual income of all persons 18
or older in the home who are expected to reside in the dwelling at least six months out of the year.
A household is defined as all persons occupying the same housing unit, regardless of their
relationship to each other.
If there are multiple owners of the property, the applicant is the owner-occupant and his or her
family are the co-occupants.
A co-borrower is considered a member of the household, therefore their income or anyone being
placed on the title must be included in the calculation of income. The CDBG Down Payment
Assistance Program looks at the annual gross income of all adult household members, including
the Applicant and any Co-applicants or co-borrowers.
The annual income of each household is established by projecting income for 12 months and
includes all sources of income. Income is determined using HUD’s Income Limits for the current
year. The Income Limits Summary is generally updated in April of each year unless it is delayed,
in which case a statement will be released. The current Income Limits Summary is to be included
in the applicant’s file.
Applicants are asked for at least three recent paycheck stubs and a recent IRS 1040 income tax
return. Where an applicant is self-employed at least six months of bank statements is required. If
on Social Security or Supplemental Security Income the determination letter is acceptable.
Pension/benefit letters may also be provided. Note: Social Security Administration is taxable
income and Supplemental Security Income / Social Security Disability is not taxable income. Social
Security Administration Income for all members of the household regardless of age is considered
as income.
The Neighborhood Services Specialist will calculate the applicant’s income and enter that
information into HUD’s Community Planning and Development (CPD) Income Eligibility
Calculator. A signed copy will be available in the applicant’s file. The CPD Income Eligibility
Calculator is generally updated annually in June to reflect the current year’s income limits. The
Neighborhood Services Specialist will ensure that the signed copy of the CPD Income Eligibility
Calculator reflects the current income limits.
During the Income Eligibility Interview, the Neighborhood Services Specialist should provide a
thorough overview of the Down Payment Assistance Program. The Neighborhood Services
Specialist should, to the extent that information is available, explain any remaining steps in the
application process, and answer outstanding questions the Applicant may have.
The initial determination of an Applicant’s eligibility will be valid for a period of six months from
the date of the eligibility letter.
The Neighborhood Services Specialist will conduct a recertification of applicant eligibility,
including income, family composition and circumstances if the Applicant does not close on a home
and use the program assistance within six months from the date of the eligibility letter. The
Applicant will be required to certify that there have been no changes in family composition,
circumstances, or income that may affect his/her eligibility for the program. If there are changes to
family composition, circumstances, or income, a new application including verification of
information will be necessary.
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3.6 ELIGIBILITY AND ASSISTANCE AMOUNTS
Assistance is provided on a “first come, first served” basis to eligible applicants, a limited number will be
processed as funding permits.
1. The applicant household must be at or below 80% of the median family income as defined by HUD
to participate at the time their application is processed.
2. The property must be a single-family residence, townhome or condominium located within City
Limits and not within a designated floodplain area or on land known to be the site of previous
dumping of toxic or hazardous wastes.
3. The property must be maintained as an owner-occupied residence. If the property is owned by more
than one individual, all owners must sign required legal documents relating to the purchase.
4. The Assistance shall be a $5,000 forgivable loan. An additional amount of $500 is also available
to offset costs for lead hazard reduction should this become an obstacle to use of home ownership
assistance funds.
5. Applicants must be first time homebuyers (an individual and his/her partner/spouse who have not
owned a home in the past three years), displaced homemakers, or single parents. A displaced
homemaker is defined as an adult who has not worked full time, full year in the labor force for a
number of years, but during such years worked primarily to care for his/her home and family, and
who is unemployed and experiencing difficulty in obtaining or upgrading employment.
6. The applicant(s) must sign a Promissory Note and Deed of Trust for the amount of total assistance.
7. The property to be purchased must be an existing single-family dwelling. The buyer must own and
reside in the home as his/her primary residence for a minimum affordability period of 5 years. If
the property is sold or rented within the initial 5-year period, the assistance shall be repaid. The
buyer must maintain trash service at all times in accordance with City Ordinance.
8. The buyer is required to obtain a home inspection from a third-party home inspection firm prior to
being approved for assistance. The printed report must include, at a minimum, inspection of the
structural, mechanical, electrical, and plumbing components of the dwelling. A separate inspection
for the presence of termites is also required.
9. The City’s assistance is to be used only for closing costs and down payment assistance. Earnest
money placed by the buyer may be returned at time of closing.
10. Applications must be received at least 30 days prior to the scheduled closing.
11. This program may be used in conjunction with other programs such as Missouri Housing
Development Commission’s Homebuyer Programs. CDBG may be placed as 2nd or 3rd lien.
12. The homebuyer shall authorize the City of Jefferson to collect and receive any information needed
from the lender or other sources necessary to ensure eligibility and funding amount. Buyers shall
authorize the City to be provided the final Closing Disclosure and Warranty Deed immediately
after closing.
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13. Should a home or applicant be determined infeasible for Down Payment Assistance due to a lack
of funding or not meeting the eligibility criteria, the City reserves the right to reject the application.
14. The Applicant is required to successfully complete an online First Time Homebuyer Education
Course through EHomeAmerica. Upon completion of the online course the Applicant is required
to meet with a local HUD-Certified Housing Counseling Agency. A certificate of completion from
a local HUD-Certified Housing Counseling Agency is required for final approval.
3.7 INELIGIBLE USE OF FUNDS
The program may not cover the following costs:
1. Housing counseling or education provided by a housing counselor not affiliated with a HUD-
Approved Housing Counseling Agency;
2. Housing counseling or education costs already covered by a city, county, or state; and
3. Ongoing funding for municipal services.
3.8 PROGRAM PARTNERS
There are other partners in the process, including local realty professionals and lenders, who will play
critical roles in locating available housing and providing core financing. As part of overall program design,
the City should develop a strategy for recruiting, training, and coordinating the various partners to ensure a
full and timely pipeline of homebuyers and loans for the CDBG program.
Realty and lending professionals work with the general public who wish to purchase homes. They are
experienced with the home purchase process and can help guide eligible buyers through the process,
ensuring that buyers attain their goal within reasonable times.
The City should develop program materials that realty and lending professionals can use to familiarize
themselves and their clients with the CDBG program and buying process. The City should conduct active
and ongoing outreach to realty and lending entities to invite their participation in the program. The City
will provide training to such professionals to ensure that they understand program requirements, and
provide points of contact so that the professionals can refer potentially eligible buyers to the program.
Property must be able to be acquired through a valid deed, free and clear of any lien and encumbrance that
may affect the Applicant’s rights over the property under the Deed of Trust and Promissory Note.
3.9 MARKETING DOWN PAYMENT ASSISTANCE PROGRAM
The program is subject to fair housing, and the general certification to affirmatively further fair housing.
The City of Jefferson shall ensure that no person shall on the ground of race, color, national origin, religion,
sex, sexual orientation, age, familial status, or disability be excluded from participation in, be denied the
benefits of, or be subjected to discrimination by the CDBG Down Payment Assistance Program. The City
of Jefferson holds the main responsibility for outreach including the following activities:
1. Encourage program participation from historically underserved groups;
2. Timely formulation and dissemination of communications;
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3. Identification and addressing of key communication issues that may arise;
4. Ensure that target audience receives adequate information;
5. Modify as needed to reflect changing environments based on the Program’s needs;
6. The City will retain documentation of all marketing measures used, including copies of all
advertisements and announcements that will be available for public viewing upon request.
It is incumbent upon the City of Jefferson to effectively market the Down Payment Assistance Program to
ensure the public is aware of the program and knows how to participate. The City will utilize various
marketing and outreach strategies to target the public, recognizing that certain marketing strategies will
reach only a subset of individuals.
General marketing and advertising should be done by the City via the following advertising activities:
1. Publication in the Jefferson City News Tribune;
2. Posting on the City’s Facebook Page;
3. Posting at City Hall, Jefferson City Housing Authority, El-Puente Hispanic Ministries and Missouri
River Regional Library.
3.10 ACCOMMODATING PERSONS WITH DISABILITIES AND LANGUAGE DIVERSITY
The City of Jefferson is required to ensure effective communications with persons with disabilities pursuant
to 24 CFR 8.6 and other fair housing and civil rights requirements (such as the effective communication
requirements under Section 504 and the Americans with Disabilities Act). All program activities should be
held in locations that are accessible to persons with wide-ranging disabilities including mobility, sensory,
developmental, emotional, and other impairments. Information about all programs and activities should be
disseminated in a manner that is accessible to persons with disabilities. Program advertising should
acknowledge that the program will work with households with accessibility needs.
Non-English Speaking and Disabled Residents
• Oral and written interpretation services. Upon request, the City of Jefferson will serve Limited
English Proficiency persons with oral and written interpretation services that include, but are
not limited to, the following services:
o Free interpretation services are offered through El Puente Hispanic Ministry;
o Limited English Proficiency persons are allowed to use interpreters of their own choosing
who are 18 years of age or older.
• Application materials and documents review accommodations: The City of Jefferson will
provide reasonable accommodations to disabled and sight impaired persons needing assistance
in reviewing application material and documents. Sight impaired services will be offered
through the Center for Braille and Narration Rehabilitation Services for the Blind.
For other formats, contact the City’s ADA Coordinator at (573) 634-6570 to request accommodations or
alternative formats as required under the Americans with Disabilities Act. Please allow three business days
to process the request.
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3.11 REALTOR EXPECTATIONS
While the City of Jefferson will not make referrals to or offer recommendations on any realtor or real estate
firm to program applicants, the City encourages members of the realtor profession to assist eligible
applicants in their search for an existing single-family dwelling. Realtors are typically procured by the
buyer, thereby not subject to CDBG procurement requirements. Realtors working with eligible applicants
must adhere to the following:
1. When representing a buyer, seller, or other client as an agent, realtors protect and promote the
interests of their client. This obligation to the client is primary, but it does not relieve realtors of
their obligation to treat all parties honestly. When serving a buyer, seller, or other party in a non-
agency capacity, realtors remain obligated to treat all parties honestly.
2. Realtors will avoid egregious exaggeration, misrepresentation, or concealment of pertinent facts
relating to the property or the transaction. Realtors will not be obligated to discover latent defects
in the property, to advise on matters outside the scope of their real estate license, or to disclose facts
which are confidential under the scope of agency or non-agency relationships as defined by state
law.
3. Realtors will cooperate with other realtors or brokers except when cooperation is not in the client’s
best interest.
4. Realtors will not acquire an interest in or buy or present offers from themselves, any member of
their immediate families, their firms or any member thereof, or any entities in which they have any
ownership interest, any real property without making their true position known to the owner or the
owner’s agent or broker. In selling property they own, or in which they have any interest, realtors
will reveal their ownership or interest in writing to the purchaser or the purchaser’s representative.
5. Realtors will not provide professional services concerning a property or its value where they have
a present or contemplated interest unless such interest is specifically disclosed to all affected
parties.
6. When recommending real estate products or services (e.g., homeowner’s insurance, warranty
programs, mortgage financing, title insurance, etc.), realtors will disclose to the client or customer
to whom the recommendation is made any financial benefits or fees, other than real estate referral
fees, the realtor or their firm may receive as a direct result of such recommendation.
7. In a transaction, realtors will not accept compensation from more than one party, even if permitted
by law, without disclosure to all parties and the informed consent of the realtor’s client or clients.
8. Realtors will keep in a special account in an appropriate financial institution, separated from their
own funds, monies coming into their possession in trust for other persons, such as escrows, trust
funds, clients’ monies, and other like items.
9. Realtors, for the protection of all parties, will assure whenever possible that all agreements related
to real estate transactions including, but not limited to, listing and representation agreements,
purchase contracts, are in writing in clear and understandable language expressing the specific
terms, conditions, obligations and commitments of the parties. A copy of each agreement will be
furnished to each party to such agreements upon their signing or initialing.
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3.12 LENDING PROCESS
Participating Lending Institutions
The City of Jefferson will administer the Down Payment Assistance program with participating Lending
Institutions. The City will inform and engage lending institutions on the program requirements.
Lenders that are acceptable for writing loans include Commercial Banks, Savings Banks, Savings and Loan
Associations, Credit Unions, and Mortgage Brokers. Acceptable loan terms are 15 to 30 years, with the
loan fully amortized at the end of the loan period. Interest rates and fees are required to fall within the usual
and customary range. Lenders will provide the following:
1. Lenders should ensure that each employee and/or person that works with an assisted buyer is able
to render the services in a professional and competent manner. Lenders will be certain that each
such person and/or employee has obtained, possesses and maintains any and all required licenses,
certifications, registrations and/or permits required under all applicable laws, rules and regulations
to perform the work necessary. Each Lender understands that they are responsible for the work of
their designated employees.
2. Lenders are expected at all times to comply with all rules, laws, and regulations affecting the related
work.
3. Lenders shall provide information on the types and requirements of the lenders’ financial options
available to eligible applicants. Lenders will process and review the lender application of any
applicant in order to determine such person’s eligibility under the lenders’ financial options
available.
4. Lenders will obtain all documents and information required for the application and receipt of a
mortgage loan from the prospective borrower.
5. Lenders will perform all investigations and verifications that would normally be performed for
underwriting a mortgage and will notify the borrower and the City of Jefferson in writing of any
decision to cancel processing an applicant. Lenders will conduct such reasonable investigation
necessary to certify that the applicant has satisfied the requirements of the applicable financing
option selected in accordance with the Lenders policies and temporary and permanent regulations
issued pursuant to the Internal Revenue Code.
6. Lenders shall submit complete loan application packages to the City of Jefferson in a timely manner
so that CDBG funds are available and can be provided for an efficient closing.
7. Lender warrants familiarity with all provisions of state and federal laws applicable to mortgage
origination and lending as well as all policies established by the City of Jefferson with respect to
the program. Lender agrees to comply with all applicable federal and state laws, regulations and all
policies established by the City of Jefferson.
8. Lenders providing first mortgage loans agree to abide by all Fair Housing and Lending
requirements.
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Anti-Predatory Lending
The City of Jefferson does not condone unscrupulous actions carried out by a lending institution to entice,
induce and/or assist a borrower in taking a mortgage that carries a high interest rate and fees or place the
borrower in a lower credit rated loan to the benefit of the lender. These include, but are not limited to the
following:
1. No adjustable rate mortgages;
2. No excessive fees. Mortgage Lender's fees must not exceed one percent origination and one percent
processing and administrative fees therefore lender fees are restricted to no more than two percent
(2%) of the loan amount;
3. Buyer is required to pay the owner's title insurance policy. Exceptions will be granted on an as
needed basis at DED’s sole discretion;
4. No balloon loans;
5. No prepayment penalty that requires the borrower to pay a steep fee before refinancing (if
applicable); and
6. Interest Market Rate to be used as per financial institutions credit policy. Mortgage loan products
applied for by Applicants seeking assistance from the Program must meet the above requirements.
Property Requirements
The following property requirements must be adhered to for a property to be determined eligible to commit
CDBG funding to the Applicant:
1. The property must be able to be acquired through a valid deed, free and clear of any lien and
encumbrance that may affect the City of Jefferson’s rights over the property under the Deed of
Trust and Promissory Note;
2. The property must be classified vacant or ready to be sold by owner at contract signing;
3. The property must not be occupied by tenants at moment of contract signing;
4. Properties must meet minimum property standards required by the Applicant’s primary loan issuer
(e.g. U.S. Department of Agriculture, Rural Development (USDARD), Fannie Mae, etc.) and
applicable local codes;
5. The property must have no substantial adverse environmental factors as determined by a Lead-
Based Paint Visual Assessment.
Property Standards Requirement
Properties must be decent, safe, and sanitary. The Lending Institution shall ensure that the property is
inspected and appraised in accordance with the requirements of the primary loan issuer (i.e. Fannie Mae,
Freddie Mac, USDA-RD, Federal Housing Administration (FHA), and Veteran Affairs).
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The lender/City of Jefferson will also ensure that each applicant is informed the property must meet Decent,
Safe, and Sanitary (DSS) Standards and provide any documentation of such to the Subrecipient.
If the property does not pass a DSS inspection, the seller must make improvements to correct the
deficiencies. A follow up DSS inspection must be conducted to document the property meets the DSS
standards.
Alternatively, the applicant may select a different property or choose to withdraw from the program.
Primary Residence Requirement
The property must be occupied as the principal residence by the homeowner throughout the five (5) year
affordability period commencing on the date the Deed of Trust and Promissory Note is executed.
Affordability period refers to the required number of years the property must be the homeowner’s primary
residence. The homeowner must occupy the property as their primary residence for a minimum of five (5)
years. If the homeowner violates the terms and conditions of the Deed of Trust and Promissory Note, the
City of Jefferson has the right to recapture the entire amount of the forgivable loan.
During the affordability period, the homeowner may not rent, sell, donate, exchange or otherwise dispose
of the property without the prior written consent of the City of Jefferson. Should a change in ownership
(including foreclosure) occur during the affordability period, then the homeowner will be subject to the
Program’s requirements on recapture. However, if the homeowner occupies the property as their principal
residence for the entire affordability period, no recapture requirements will apply.
If the homeowner violates the terms and conditions of the forgivable loan, the City of Jefferson will
recapture the entire amount of the forgivable loan. A deed restriction is placed on the property that provides
for the recapture of the subsidy if the homeowner does any of the following:
1. Sells the property within the affordability period
2. Is foreclosed on by another mortgage holder
3. Ceases to use the property as their principal residence
Leasing
The homeowner must not lease the property or use it for any other use than as a primary residence. Leasing
the home during the affordability period is considered a default on the terms and conditions of the
affordability period.
Exceptions for Extenuating Circumstances
The City of Jefferson may make exceptions to Homeowners in default due to one or more of the following
hardships:
1. Death of the Homeowner
2. Long-term/permanent illness or disability of a Homeowner or dependent Family Member
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Required Documentation
The Homeowner must provide the City of Jefferson with evidence of the Homeowner’s hardship(s) in order
to request an exception. The City of Jefferson may require additional financial documentation from the
Homeowner’s Lender to support the identified hardship(s).
Closing
The closing date will be the moment in which the ownership of the selected property is transferred to the
homeowner by means of a Deed of Trust and Promissory Note. The Lending Institution will receive the
down payment assistance funds on or prior to the closing date.
Funding Disbursement
The Lending institution will have to submit the final Closing Disclosure within fifteen (15) calendar days
of the closing date. Once the closing is complete, the Lending Institution must submit on or before thirty
(30) business days the following documents to the City of Jefferson:
1. Signed Closing Disclosure;
2. Signed and notarized copy of the Deed of Trust and Promissory Note;
3. Any other document the City of Jefferson may deem necessary.
Complaint and Appeal Process
The City of Jefferson shall give careful and prompt attention to all written complaints relative to eligibility,
Duplication of Benefits determinations, or benefit calculations under the program. Applicants may contest
any determinations or denials based on Program policy; however, an Applicant may not challenge a federal
statutory requirement. The Applicant may submit a written appeal to the City of Jefferson, and must include
pertinent documentation to support the complaint, within 15 calendar days of the date of the determination.
If the Applicant fails to contest a determination within the time allotted, the inaction will be deemed as an
acceptance of the determination.
The City of Jefferson will make good faith attempts to resolve the complaint at the local level. If the City
of Jefferson is unable to resolve the complaint to the Applicant’s satisfaction, the Applicant may file a
written appeal to the local field representative with the Department of Housing and Urban Development
(HUD) including the supporting documentation. Upon receipt of a complaint or appeal, the City of
Jefferson, respectively, will provide a written response within 15 business days. Written responses may be
completed via electronic mail (email).
As the program evolves, the City of Jefferson will continue to update its policies and procedures to reflect
HUD regulations. The City of Jefferson will be required to update any local policy to conform with changes
to HUD policy. The City of Jefferson will undertake this activity if the complaint warrants such a revision.
The City of Jefferson will not undertake any policy and/or procedure changes stemming from
complaints/appeals that can be categorized in the following ways:
1. The Applicant's description of needs and objectives is plainly inconsistent with available facts
and data
2. The activities to be undertaken are plainly inappropriate to meeting the needs and objectives
identified by the Applicant or
3. The request does not comply with the requirements set forth by HUD for CDBG.
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Program Income
Any and all collection of payments for CDBG down payment assistance funds shall be considered Program
Income and maintained by the City of Jefferson under the direction of HUD. These are to include grant
repayments as a result of program non-compliance.
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CHAPTER 4 ~ HOUSING COUNSELING
4.1 INTRODUCTION
Homeownership counseling is housing counseling that covers the decision to purchase a home, the selection
and purchase of a home, issues arising during or affecting the period of ownership of a home (including
financing, refinancing, default, and foreclosure, and other financial decisions) and the sale or other
disposition of a home. Housing Counseling performed by HUD-certified professionals leads to better-
performing loans made to better-qualified borrowers and stronger communities with healthier economies
and far fewer foreclosures.
CDBG funds will be used as a means to support the delivery of housing counseling services to first time
homebuyers. The primary objective of the program is to educate households in order to encourage decision-
making that enables them to improve their housing situation and meet the responsibilities of
homeownership. Only income-qualified applicants are eligible for Housing Counseling funds.
All eligible Applicants will be required to attend a homeownership education course provided by a HUD
Certified Housing Counseling Agency on the responsibilities of being a homeowner. Eligible Applicants
will be required to complete a homeowner education course before they apply for the Down Payment
Assistance Program. HUD Certified Housing Counselors will provide a homeowner course specific to the
needs of these Applicants. Topics may include but are not limited: to understanding the obligations of
homeownership; strategies, plans and budgets to maintain fiscal success as a homeowner; and
understanding of how to maintain a safe living environment.
The City of Jefferson will refer applicants to a partner Housing Counseling Agency to complete the
homeownership education course.
Upon the successful completion of the course, the counseling agency will provide the Applicant with a
Certificate of Completion. It is the responsibility of the Applicant to provide a copy of the Certificate of
Completion to the City of Jefferson and their lending institution.
4.2 HOMEOWNERSHIP COUNSELING
Participants of the Down Payment Assistance Program must participate in the Housing Counseling
program. All eligible Applicants for these programs will be required to attend an 8-hour homeownership
education course provided by a HUD Certified Housing Counseling Agency on the responsibilities of being
a homeowner. HUD Certified Housing Counselors will provide a homeowner course specific to the needs
of these Applicants. No CDBG funds will be committed or disbursed until the Applicant fulfills the housing
counseling requirement.
The program may provide assistance to fund counseling from a HUD Certified Housing Counseling Agency
that addresses unique financial circumstances or housing issues and focuses on ways of overcoming specific
obstacles to achieving a housing goal such as ownership through repairing credit, purchasing a home,
locating cash for a down payment, being informed of fair housing and fair lending requirements of the Fair
Housing Act, finding units accessible to persons with disabilities, avoiding foreclosure or eviction, or
resolving a financial crisis. Except for reverse mortgage counseling, all counseling shall involve the creation
of an action plan.
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The Program may fund formal classes from a HUD Certified Housing Counseling Agency with established
curriculum and instructional goals provided in a group or classroom setting that cover topics applicable to
groups of people such as, but not limited to:
1. The homebuying process
2. How to maintain a home
3. Budgeting
4. Fair Housing
5. Identifying and reporting predatory lending practices
6. Rights for persons with disabilities; and
7. The importance of good credit
8. Understanding the obligations of homeownership
9. Strategies, plans and budgets to maintain financial success as a homeowner; and
10. Understanding how to maintain a safe living environment.
Any applicant may choose to receive additional services offered by the Housing Counseling Agencies such
as individual counseling or group courses covering budgeting, credit protections, foreclosure prevention,
and other related topics.
24 CFR Part 214 implements the Housing Counseling Program authorized by Section 106 of the Housing
and Urban Development Act of 1968, as amended (12 U.S.C. 1701x). The program is guided by the
Housing Counseling Program Handbook (HUD Handbook 7610.1 REV-5). The program is administered
by HUD’s Office of Housing Counseling – Federal Housing Administration. A HUD-certified housing
counselor working for an agency approved to participate in HUD’s Housing Counseling program must
provide housing counseling. The City of Jefferson must procure one or more HUD-approved Housing
Counseling Agencies to deliver counseling and education to its Beneficiaries.
Housing Counseling performed by HUD-certified professionals leads to better-performing loans made to
better-qualified borrowers and stronger communities with healthier economies and far fewer foreclosures.
These professionals may provide counseling and education on a variety of topics including but not limited
to homelessness, foreclosure, understanding the responsibilities of homeownership, and planning for
financial success as a homeowner or tenant.
Individual sessions offered virtually are considered on a case by case basis.
4.3 INELIGIBLE USE OF FUNDS
The program may not cover the following costs:
1. Housing counseling or education provided by a housing counselor not affiliated with a HUD-
Approved Housing Counseling Agency;
2. Housing counseling or education costs already covered by a city, county, or state; and
3. Ongoing funding for municipal services.
4.4 PROGRAM ADMINISTRATION AND TRACKING TOOLS
In order to assist staff with the tracking of multiple households being processed at all stages, the
Subrecipient should update the case tracking spreadsheet for the relevant program by which housing
counseling is complementing as needed.
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4.5 ACCOMMODATING DISABILITIES AND LANGUAGE DIVERSITY
Subrecipients are required to ensure that Housing Counselors are able to communicate with the Applicant
in the Applicant’s primary language and should be assigned to the clients as appropriate. If necessary, a
translation service will be procured by a third-party by the Subrecipient.
Subrecipients are required to ensure effective communications with persons with disabilities pursuant to 24
CFR 8.6 and other fair housing and civil rights requirements (such as the effective communication
requirements under Section 504 and the Americans with Disabilities Act). All program activities should be
held in locations that are accessible to persons with wide-ranging disabilities including mobility, sensory,
developmental, emotional, and other impairments. Information about all programs and activities should be
disseminated in a manner that is accessible to persons with disabilities. Program advertising should
acknowledge that the program will work with households with accessibility needs.
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CHAPTER 5 ~ REHABILITATION
5.1 INTRODUCTION
The Rehabilitation Program will be funded with Community Development Block Grant (CDBG) funds.
These funds are appropriated annually by Congress for the Department of Housing and Urban Development
(HUD) and are administered by the City of Jefferson. CDBG funds are required to benefit low-to-moderate
income persons or households. Low-to-moderate income is defined as 80% or less than the area’s median
income.
Homeowners who wish to participate in the program will be required to demonstrate that they meet the
program's low-to-moderate income requirements; that their home is in need of repair and/or rehabilitation;
and that they live full-time in the home. Once the homeowner meets these requirements a City Inspector
will develop a scope of work and cost estimate. CDBG funds, in the form of a forgivable loan, will fund
rehabilitation costs to a maximum of $30,000. CDBG funds, in the form of a forgivable loan, will be secured
with a lien in the form of a Deed of Trust and Promissory Note. In five years, the loan will be forgiven
entirely, and the lien on the property will be lifted as long as the homeowner remains in the home during
the affordability period.
5.2 AFFORDABILITY PERIOD
When a recipient elects to receive assistance in the form of a deferred or forgivable loan, a affordability
period applies. The affordability period is based on the amount of funds invested in the assisted housing
unit. Recipients may elect to have a affordability period that is longer than the required period. When a
recipient receives a forgivable loan, no further investment of CDBG funds can be made on the home until
after the affordability period has expired. The property must be occupied as the principal residence by the
homeowner throughout the affordability period commencing on the date the Deed of Trust and Promissory
Note is executed.
Affordability Period
• Minor Rehabilitation Less than $15,000 5 years
• Moderate/Substantial Rehabilitation $15,000 to $30,000 10 years
During the affordability period, the homeowner may not rent, sell, donate, exchange or otherwise dispose
of the property without the prior written consent of the City of Jefferson. Should a change in ownership
(including foreclosure) occur during the affordability period, then the homeowner will be subject to the
Program’s requirements on recapture. However, if the homeowner occupies the property as their principal
residence for the entire affordability period, no recapture requirements will apply.
If the homeowner violates the terms and conditions of the loan, the City of Jefferson will recapture the
entire amount of the loan. A deed restriction is placed on the property that provides for the recapture of the
subsidy if the homebuyer does any of the following:
1. Sells the property within the affordability period
2. Is foreclosed on by another mortgage holder
3. Ceases to use the property as their principal residence
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5.3 ELIGIBLE ACTIVITIES
Community Development Block Grant funds may be used to finance the costs of rehabilitation as shown
below.
Eligible Types of Property
• Residential (Owner occupied).
• Rental Property
Eligible Types of Assistance
Costs. Costs of labor, materials, supplies and other expenses require for the rehabilitation of the property,
including repair or replacement of principal fixtures and components of existing structures (e.g., the heating
system).
Conservation. Costs to increase the efficient use of energy in structures through such means as installation
of storm windows and doors, insulation, and modification or replacement of heating and cooling equipment.
Water and sewer. Costs of connecting existing residential structures to water distribution lines or local
sewer collection lines.
Historic preservation. This category also authorizes the costs of preserving or restoring properties of
historic significance, whether privately or publicly owned, except that buildings for the general conduct of
government may not be restored or preserved with CDBG assistance (see the section on Public Facilities
and Improvements concerning this limitation). Historic properties are those sites or structures that are either
listed in or eligible to be listed in the National Register of Historic Places, listed in a State or local inventory
of historic places, or designated as a State or local landmark or historic district by appropriate law or
ordinance.
Lead-Based Paint Hazards. All housing units in a project assisted with CDBG funds must comply with the
regulations found at 24 CFR Part 35. Houses built on or prior to January 1, 1978, must have a visual
assessment to determine if deteriorated paint exists. The lead-based paint regulations consolidate all lead-
based paint requirements for HUD-assisted programs. This includes all structures on the property including
detached outbuildings.
Code Enforcement. Code enforce programs are designed to inspect and evaluate housing quality within a
jurisdiction. Often, communities have code enforcement divisions whose job is to assess and cite
dilapidated structures.
CDBG can be used to fund a stand-alone code enforcement program. Eligible code enforcement costs under
the CDBG Program include:
• Salaries and other expenses related to code enforcement activity; and
• Costs of legal proceedings related to code enforcement activity.
CDBG-funded code enforcement must be undertaken in deteriorated or deteriorating neighborhoods and
cannot be undertaken on a city-wide basis unless the entire community qualifies as deteriorated. In addition,
there must be public or private investment that is planned or ongoing in the code enforcement area that may
be expected to arrest the decline of the neighborhood. CDBG need not be funding the improvements,
rehabilitation, or services but they must clearly be occurring within the code enforcement area.
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The CDBG rule prohibits the use of CDBG funds to correct property code violations as a code enforcement
activity. However, these corrections can be done as a rehabilitation activity, including homeowner
rehabilitation.
HVAC System Replacement. In determining if an HVAC system should be repaired or replaced, staff will
determine the age of existing system and compare to the average life expectancy for the system. Life
expectancy varies with usage, weather, installation, maintenance and quality of materials. This list should
be used only as a general guideline.
System Years
Air Conditioner 7 to 15
Furnace 15 to 25
Rehabilitation does not include:
• Creation of a secondary housing unit attached to a primary unit
• Installation of luxury items, such as a swimming pool
• Costs of equipment, furnishings, or other personal property not an integral structural fixture, such
as:
o a window air conditioner; or
o a washer or dryer (but a stove or refrigerator is allowed); or
• Labor costs for homeowners to rehabilitate their own property.
Minor Rehabilitation. Minor Rehabilitation includes those items most in need of repair or those in
imminent danger of failing. Minor Rehabilitation includes assistance for activities such as those designed
to specifically address:
• Handicapped accessibility
• Energy conservation
• Weatherization
• Utility hook-ups
• Lead abatement work
• Paint programs
• Emergency repairs
• Work necessary to meet code standards for the City of Jefferson and HUD as determined by
the appropriate City Inspector
• Building permits and related fees
• Addressing lead-based paint hazards identified by a risk assessor
• HVAC equipment replacement.
• Water heater replacement
• Energy efficiency improvements as determined by the appropriate City Inspector
• Structural repairs as determined by the appropriate City Inspector
• Emergency health and safety projects, i.e. water and wastewater lateral replacement.
• ADA accessibility
• Rebuilding exterior stair
• Installation of new water or sewer lateral (emergency only)
Moderate/Substantial Rehabilitation. When a unit requires moderate or substantial rehabilitation,
significant repairs are made to the home. This may include simply rehabilitating all items that do not meet
code or it may involve what is sometimes called “whole house rehabilitation” meaning undertaking
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substantial repairs throughout the home in order to bring it up to code and to improve the overall livability
and functionality of the unit.
5.4 INELIGIBLE COSTS
Except as otherwise provided, ineligible costs are costs that recurs on a regular basis (generally, less than
five years) and is considered a maintenance or operation cost, that is therefore ineligible for CDBG
assistance.
5.5 PROPERTY ELIGIBILITY REQUIREMENTS
• The property must be a single-family residence located within city limits of Jefferson City. The
property shall not be located within a Special Flood Hazard area.
• The property shall be owner-occupied for at least twelve (12) months prior to rehabilitation and
shall be the owner's primary, full-time residence.
• Properties with existing building code or zoning code violations are not eligible for this program.
However, if the code violation is related to a building condition that could be corrected within the
requirements of this program, the property may be deemed eligible.
• Mobile homes and manufactured homes are not eligible.
• Trash service and sanitary sewer service must all be current.
• Payment of real-estate taxes must be current and not have any delinquent taxes, liens, assessments
or other fees due to the City.
• The property must not have visible peeling or deteriorating paint.
• The rehabilitation of the home must be feasible within the time and monetary constraints of the
program.
5.6 APPLICANT ELIGIBILITY REQUIREMENTS
• The applicant shall have a verifiable income that falls below 80% of the area median income as
indicated by the income limits of the U.S. Department of Housing and Urban Development for very
low, low, and moderate-income families. Income guidelines are updated annually. Income
verification is valid for a period of six (6) months. Upon expiration of income verification
information, the applicant shall complete and submit new income verification documentation.
• The program shall assist eligible applicants without regard to race, color, religion, national origin,
age, gender, sexual orientation, or disability.
• All homeowners applying for housing rehabilitation under this housing rehabilitation program shall
provide proof of citizenship in the form of a social security card. A photo ID card is also required.
• Proof of income. Use Community Planning and Development (CPD) Income Eligibility Calculator
using the IRS Form 1040 definition to determine the applicant’s annual income.
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▪ Must provide copy of three most recent paystubs;
▪ Most recent Federal tax return for all occupants 18 years or older in the household;
▪ If receiving Social Security Administration or Supplemental Security Income the
determination letter will work. Pension/benefit letters may also be provided.
Note: Social Security Administration is taxable income and Supplemental Security
Income / Social Security Disability is not taxable income.
▪ See worksheet for additional incomes that require documentation.
• If there is an adult 18 years or older in the household who claims no income, the Certification of
Zero Income form must be filled out and signed by the individual.
• For properties constructed prior to 1978, provide the homeowner with a copy of the lead-based
information brochures “Lead Safe Certified Guide To Renovate Right” and “Protect Your Family
From Lead In Your Home”.
5.7 FIELD SITE VISIT
The Neighborhood Services Specialist will request a field site visit from the appropriate City inspector. The
Neighborhood Services Specialist will contact the homeowner to set up a date and time for the inspector
and the Neighborhood Services Specialist to view the property. If the City inspector finds code violations,
those must be resolved before progressing with the project.
5.8 USE OF SUBRECIPIENTS
Nonprofit entities are often used by grantees in carrying out a rehabilitation program. Where the nonprofit
entity is acting in the same capacity as the grantee in selecting properties to be rehabilitated, they are
appropriately designated as a subrecipient under the CDBG program and thus subject to subrecipient
requirements. However, there are instances where a nonprofit entity may not be considered to be a
subrecipient with respect to the use of CDBG funds for rehabilitation. Simply put, where the nonprofit owns
property that is in need of rehabilitation and they take advantage of the grantee’s program of using CDBG
funds for such rehabilitation (in the same manner as other property owners do), the entity should not be
considered to be a subrecipient for purposes of the program. Perhaps the most significant aspect of this is
that any income the nonprofit might receive from the use or rental of the rehabilitated property would not
be considered to be CDBG program income. If there is any question as to whether a nonprofit entity should
be considered to be a subrecipient with respect to a particular use of CDBG funds for rehabilitation, contact
the local HUD field office for advice.
5.9 DRAWING DOWN FUNDS FOR REHABILITATION
The general Treasury rules for drawing Federal funds require that funds not be drawn until needed. In the
CDBG program, this usually means that the grantee or subrecipient should not draw funds from the line of
credit (the Treasury) in an amount greater than that which it expects to use within the next three business
days. The rules also require that any program income on hand must be used before drawing additional funds
from the Treasury [but see the special rule applying to revolving funds at §§570.500(b) and 570.504(b)(2)].
There are, however, two regulatory provisions that allow drawing funds from the Treasury in advance which
apply with respect to rehabilitation. They are: (a) Lump Sum Drawdown; and (b) Escrow Accounts. Each
of these is discussed below.
Lump Sum Drawdown. The grantee may draw, as a single amount, the total amount needed for
rehabilitation if it enters into an agreement with a financial institution that meets the requirements set forth
in §570.513(b)(2) and if the grantee complies with other requirements under §570.513. Some of the key
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requirements outlined in that provision include: the agreement may not exceed two years; the financial
institution must agree to provide certain benefits in conjunction with the activities paid for from the account;
there are time benchmarks for when the rehabilitation carried out with funds in the account must begin and
the pace at which the funds must be used; and there are limits to what the funds can be used for. If the
grantee is interested in using this authority but has questions about the requirements, it should consult with
its local HUD field office for assistance. Reference: §570.513
Escrow Account. Some grantees have experienced difficulty in making timely payments from their CDBG
account to contractors engaged in rehabilitation. Where the grantee’s program makes use of small and
minority contractors or subcontractors, delays in making payment for invoices presented by such entities
can mean that the contractors or subcontractors are unable to participate in CDBG-assisted rehabilitation,
since they cannot afford to wait long for payment. In such cases, the grantee may establish an escrow
account for purposes of making timely payments from that account rather than from the program account,
provided it does so in conformance with the requirements set forth at §570.511. Some of the key
requirements contained in that provision include: the use of this feature must be limited to residential
rehabilitation; the account may not hold more than the amount expected to be disbursed within ten working
days; and interest earned on the funds on deposit is to be returned to HUD at least quarterly.
It should be noted that, if the grantee has a lump-sum account, as described in the subsection above, it may
serve the same purpose as an escrow account and the two may not need to be used together. If a grantee has
an interest in establishing an escrow account but has some questions or concerns about the matter, the local
HUD field office should be contacted for advice. Reference: §570.511
5.10 COMPLYING WITH NATIONAL OBJECTIVES
Section 105(c)(3) of the authorizing statute, the Housing and Community Development Act of 1974,
requires that, in order for an activity that involves the acquisition or improvement of property for housing
to qualify as benefiting L/M income persons, the housing must be occupied by such persons. Even though
a particular housing activity may provide a clear benefit to an area containing predominantly L/M Income
residents, it cannot qualify on that basis. Instead, the housing must be occupied by L/M Income households.
(See page 3-3 of the Guide for a discussion about the distinction between L/M households and L/M persons
in this regard.) That limitation is reflected in the charts that follow which provide general guidance on how
rehabilitation activities may qualify as meeting a national objective under the CDBG program. This section
of the statute also limits the extent to which CDBG expenditures for housing activities may count towards
the Overall Expenditures Benefit requirement, as discussed in Chapter 4 of this Guide.
It should also be noted that the section on L/M Income Benefit for housing in Chapter 3 of this Guide
covering National Objectives contains important information on the rules that must be followed concerning
housing activities that are not covered in the following charts in this section. That chapter also discusses
the circumstances under which occupancy of a CDBG-assisted housing unit by a L/M income household
may qualify for the assistance to that unit without regard to the income of households occupying any other
units that may be located in the same structure.
Additional information may be found in the CDBG Guide to National Objective and Eligible Activities for
Entitlement Communities.
5.11 ADDITIONAL CONSIDERATIONS
When CDBG funds are used under this category for refinancing, the grantee should maintain documentation
showing that the rehabilitation was done with CDBG funds and that the borrower needed the refinancing
in order to make the rehabilitation affordable. References: §570.202(b)(3) and §570.200(e)
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If the grantee or a subrecipient makes a number of loans for rehabilitation, it will be important that
appropriate steps be taken to manage its portfolio of loans. Some guidance and advice on this matter is
contained in Appendix G, Selling or Securitizing CDBG Loans.
Additional information may be found in the CDBG Guide to National Objective and Eligible Activities for
Entitlement Communities.
NATIONAL OBJECTIVES - REHABILITATION
Objective Qualifies If Example
L/M Income Area
Benefit
Rehabilitation of a building to be used for a
purpose that will benefit all the residents of
a qualifying L/M income primarily
residential area.
Façade improvements to a commercial
structure serving a predominantly L/M
income primarily residential area.
L/M Income
Limited Clientele
Not applicable Not applicable
L/M Income
Housing
Rehabilitation of housing to be occupied by
L/M income persons. Rental units must be
occupied at affordable rents.
Conversion of an abandoned warehouse
into rental housing for L/M income
households at affordable rents. Also,
improvements to a single-family residence
used as a place of business provided the
improvements generally benefit the unit’s
residential occupants.
L/M Income Jobs Rehabilitation of nonresidential property
that will create or retain jobs for L/M
income persons
Correction of code violations that will
enable a business to survive and retain jobs
the majority of which are held by L/M
income persons.
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NATIONAL OBJECTIVES - REHABILITATION
Objective Qualifies If Example
Slum or Blighted
Area
Rehabilitation of residential structures
located in a designated slum or blighted
area; the structure to be rehabilitated is
considered substandard under local
definition before rehabilitation, and all
deficiencies making the structure
substandard are corrected before less
critical work is undertaken. Reference:
§570.208(b)(1)(iv)
Rehabilitation of substandard housing
located in a designated blighted area and
where the housing is expected to be
brought to standard condition and sold to
non-L/M income households.
Spot Blight Rehabilitation of a structure located outside
a designated slum or blighted area, where
the rehabilitation is limited to the extent
necessary to eliminate specific conditions of
blight or decay that are detrimental to public
health and safety.
Rehabilitation of the deteriorated exterior
of an abandoned building located in an
area that has not been designated as slum
or blighted and where the rehabilitation
is limited to removal of the exterior blight.
Rehabilitation of plumbing in a building
located in an area that has not been
designated as slum or blighted and
where rehabilitation is limited to
corrections of code violators that are
detrimental to public health and safety.
Urban Renewal
Completion
Rehabilitation of property located in an
Urban Renewal area and for a use that is
specified in the latest approved plan for the
area.
Conversion of a warehouse to residential
housing in an Urban Renewal project area,
necessary to complete the urban renewal
plan.
Urgent Needs The rehabilitation is part of an activity
designed to alleviate existing conditions for
which the grantee certifies are a serious and
immediate threat to the health or welfare of
the community, the
conditions are of recent origin or recently
became urgent, the grantee is unable to
finance the activity on its own, and other
sources of funds are not available.
Rehabilitation of housing that has been
badly damaged by an earthquake.
5.12 LEAD BASED PAINT REQUIREMENTS
All housing units in a project assisted with CDBG funds must comply with the regulations found at 24 CFR
Part 35. Houses built on or prior to January 1, 1978, must have a visual assessment to determine if
deteriorated paint exists. The lead-based paint regulations consolidate all lead-based paint requirements for
HUD-assisted programs. The purpose of the regulation is to identify and address lead-based paint hazards
before children are exposed to lead.
The City of Jefferson will provide the homeowner with the EPA/HUD pamphlet, 'Protect Your Family from
Lead in Your Home.'
If lead-based paint hazards are identified and treated by a certified Lead Based Paint Risk Assessment
Company, the City shall meet with the homeowner and discuss the findings with him/her. The homeowner
shall sign the report to reflect that the findings contained in the report were discussed with the homeowner.
The Risk Assessment Report shall be maintained in the project file.
Lead Based Paint Abatement is an eligible cost under this activity.
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Please refer to Chapter 6 of this Policy and Procedures Manual pertaining to Lead-Based Paint Hazards.
5.13 WORK WRITE UP
The appropriate City staff such as a Property and Housing Inspector or Supervisor, Plumbing Inspector,
Building Inspector or Electrical Inspector, will prepare a deficiency list and work write-up in accordance
with City Code Standards, to document the work to be assisted with program funds. Code violations that
are considered maintenance shall be rectified prior to awarding the bids. Improvements to the property
cannot extend beyond the scope as outlined in the City initiated deficiency list and work write-up.
5.14 CHANGE ORDERS
The Neighborhood Services Supervisor, with the consent of the property owner, may approve change orders
to the work write-up if the amount of the contract is not increased more than $1,000. Changes in excess of
$1,000 must be approved by the Director of Planning and Protective Services, with the consent of the
property owner. All change orders shall be prepared by the Neighborhood Services Specialist and shall be
signed by the property owner, or the designated representative of the property owner, a representative of
the City Department of Planning and Protective Services, and the contractor.
5.15 CONTRACTORS AND BID PROCESS
The Neighborhood Services Specialist will develop a qualified contractor list containing the names of all
contractors meeting the eligibility requirements. Minority and female owned contractors will be encouraged
to participate. The contractor list is not an endorsement, but rather a list of interested businesses interested
in providing bids and/or work with program participants. In order to qualify for the list, contractors must
meet the following requirements:
1. Must carry Worker’s Compensation Insurance for all employees as required by the State of
Missouri.
2. Must carry liability insurance at the minimum amount of $100,000 and other insurance as is
appropriate for the work being performed.
3. SAM Registration and Unique Entity Identifier (formerly DUNS #): Contractors are
encouraged to obtain a Unique Entity Identifier Number and register with the Federal
government SAM (System for Award Management) system at https://www.sam.gov/SAM/.
4. Contractor must also have all required Federal, State, and City certifications and licensing for
the scope of work being performed.
5. All contractors must be properly licensed by the City.
6. Must be able to supply the tools and materials necessary to complete each job.
7. References may be requested for at least three jobs completed.
5.16 NON-PERFORMING CONTRACTORS
Contractors who consistently exhibit poor workmanship or do not complete contract requirements will be
eliminated from the contractor list. Contractors who do not complete their contracts within an allotted time
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period will not be eligible to submit bids for additional projects until they are in compliance within the
appropriate contract time period. Contractors that do not honor the warranty provisions of their contract
will be eliminated from the contractor list.
5.17 CONTRACTOR SELECTION
1. Contractors will be asked to submit an itemized bid containing a firm amount for each item on
the work write-up for all housing repair programs. Homeowners are responsible for obtaining
at least three (3) bids within 30 days. The City, on behalf of the homeowner, may obtain the
three (3) bids. The City can provide a list of contractors who have previously participated in
the program.
2. A contractor is limited to three active contracts at a time through the Rehabilitation Program.
In all cases, the City reserves the right to reject any and all bids and reserves the right to
eliminate bid items to meet the maximum loan amounts.
3. Once bids are submitted and obtained, the scope of work is not to be added to in order to make
the bid equal $5,000. The scope of work may only be changed if during the course of the project
the contractor uncovers additional work that is required for the original scope to be of quality.
5.18 OWNER-CONTRACTORS
Owner-contractor projects are not allowed in the Rehabilitation Program.
5.19 TIME FRAMES FOR CONTRACTS
The contract period for the Rehabilitation Program projects shall not exceed 90 days, except as approved
by Neighborhood Services Supervisor, and then shall not exceed 180 days without penalty to the contractor.
The contract period shall begin when the Neighborhood Services Specialist provides the contractor with
the Notice to Proceed.
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CHAPTER 6 ~ LEAD-BASED PAINT HAZARDS
6.1 INTRODUCTION
All properties built prior to January 1, 1978, must have an inspection to determine if deteriorated paint
exists. Should the amount of deteriorated paint be greater than HUD’s de minimis standards (10 square feet
of exterior surface, one square foot of interior surface, or 10% of any building component, i.e. window and
door trim), samples will be taken by the City’s Property and Housing Supervisor. If the paint is determined
to contain lead above HUD’s level of concern, paint stabilization of deteriorated surfaces is required before
assistance can be provided. An additional $500 is available to participants for lead paint stabilization work.
The stabilization must be completed by an individual or company trained in safe work practices. No
assistance will be provided until the house successfully passes a clearance test performed by a certified lead
risk assessor. The City will cover the cost of two clearance tests. The cost of subsequent tests will be the
responsibility of the buyer or seller.
6.2 LEAD DISCLOSURE RULE
Congress passed the Residential Lead-Based Paint Hazard Reduction Act of 1992, also known as Title X,
to protect families from exposure to lead from paint, dust, and soil. Section 1018 of this law directed HUD
and the EPA to require the disclosure of known information on lead-based paint and lead-based paint
hazards before the sale or lease of most housing built before 1978.
What is Required?
Before ratification of a contract for housing sale or lease, sellers and landlords must:
• Give an EPA-approved information pamphlet on identifying and controlling lead-based paint
hazards ("Protect Your Family From Lead In Your Home" pamphlet, currently available in English,
Spanish, Vietnamese, Russian, Arabic, Somali).
• Disclose any known information concerning lead-based paint or lead-based paint hazards. The
seller or landlord must also disclose information such as the location of the lead-based paint and/or
lead-based paint hazards, and the condition of the painted surfaces.
• Provide any records and reports on lead-based paint and/or lead-based paint hazards which are
available to the seller or landlord (for multi-unit buildings, this requirement includes records and
reports concerning common areas and other units, when such information was obtained as a result
of a building-wide evaluation).
• Include an attachment to the contract or lease (or language inserted in the lease itself) which
includes a Lead Warning Statement and confirms that the seller or landlord has complied with all
notification requirements. This attachment is to be provided in the same language used in the rest
of the contract. Sellers or landlords, and agents, as well as homebuyers or tenants, must sign and
date the attachment.
• Sellers must provide homebuyers a 10-day period to conduct a paint inspection or risk assessment
for lead-based paint or lead-based paint hazards. Parties may mutually agree, in writing, to lengthen
or shorten the time period for inspection. Homebuyers may waive this inspection opportunity.
Types of Housing Covered?
Most private housing, public housing, federally owned housing, and housing receiving Federal assistance
are affected by this rule.
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Effective Dates
The regulations became effective on September 6, 1996 for transactions involving owners of more than 4
residential dwellings and on December 6, 1996 for transactions involving owners of 1 to 4 residential
dwellings.
Recordkeeping
Sellers and lessors must retain a copy of the disclosures for no less than three years from the date of sale or
the date the leasing period begins.
What Can You Do?
If you did not receive the Disclosure of Information on Lead-Based Paint and/or Lead-Based Paint Hazards
form when you bought or leased pre-1978 housing, contact 1-800-424-LEAD (5323).
6.3 LEAD-BASED PAINT VISUAL ASSESSMENT TRAINING COURSE
The Neighborhood Services Supervisor, Neighborhood Services Specialist(s), the Property and Housing
Inspector(s) and the Property and Housing Supervisor will complete HUD’s Lead-Based Paint Visual
Assessment Training Course. Certificates of Completion will be forwarded to the Neighborhood Services
Specialist for recordkeeping.
6.4 LEAD-BASED PAINT VISUAL ASSESSMENT
Down Payment Assistance Program
The Neighborhood Services Specialist or Supervisor and the Property and Housing Inspector(s) or
Supervisor will work with the realtor, buyer or seller to conduct a visual assessment at the same time of the
home and termite inspection. The Neighborhood Services Specialist will have the buyer or seller sign the
Right of Entry Agreement to conduct a lead-based paint visual assessment.
1. The Neighborhood Services Specialist and the Property/Housing Inspector(s) or Supervisor
will use the Lead-Based Paint Visual Assessment Form for each property to document if there
is evidence of deteriorated paint on the interior and exterior.
2. If there is evidence that deteriorated paint and the area(s) exceed HUD de minimis (minimum)
levels, paint stabilization of deteriorated surfaces will be required. If the applicant so wishes,
the Neighborhood Services Specialist will work with them to contract with an individual or
company trained in lead safe work practices.
3. The Neighborhood Services Specialist will ensure that the Disclosure of Information on Lead-
Based Paint and/or Lead-Based Paint Hazards has been received. The Neighborhood Services
Specialist will note as such on the applicant file checklist.
4. During the Income Eligibility Interview, the Neighborhood Services Specialist will ensure that
the applicant(s) have received a pamphlet on The Lead-Safe Certified Guide to Renovate Right
and a lead in your home brochure. The applicant(s) will initial on the Eligibility Review
Worksheet receipt of the pamphlet.
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Requirements
If your home was built before 1978 and exhibits chipping/peeling paint OR a painted surface that may be
disturbed during the rehabilitation, you likely will need to follow these steps:
• Pre-rehabilitation Lead Testing. The City of Jefferson Property and Housing Supervisor, is
certified with the State of Missouri and the Environmental Protection Agency, to inspect the
home for lead hazards. The Property and Housing Supervisor will schedule an appointment,
perform lead testing and prepare a report which will be sent to the homebuyer, seller and the
homebuyer’s lending institution. No assistance will be provided until the house successfully
passes a clearance test performed by a certified lead risk assessor. This includes all structures
on the property including detached outbuildings.
• Lead Hazard Repair. All lead hazards identified must be repaired by a contractor trained
and certified to work with such hazards.
• Post-rehabilitation Lead Testing. A Lead Clearance Examination will be conducted by the
contractor to confirm that all identified lead hazards have been remediated. The contractor will
need to submit a lead clearance letter before grant funds can be awarded.
Rehabilitation
The U.S. Department of Housing and Urban Development (HUD) has issued a regulation to protect young
children from lead-based paint hazards in housing that receives federal assistance, such as the Down
Payment Assistance Program and the Rehabilitation Program.
HUD’s Lead-Safe Housing Rule (24 CFR Part 35) and its requirements may apply to your home-repair
project, even if there are no children residing in your dwelling.
Depending on the type and cost of the rehabilitation you plan to undertake, you may be required to adhere
to the Lead-Safe Housing Rule.
Requirements
If your home was built before 1978 and exhibits chipping/peeling paint OR a painted surface that may be
disturbed during the rehabilitation, you likely will need to follow these steps:
• Pre-rehabilitation Lead Testing. The City of Jefferson Property and Housing Supervisor, is
certified with the State of Missouri and the Environmental Protection Agency, to inspect the
home for lead hazards. The Property and Housing Supervisor will schedule an appointment,
perform lead testing and prepare a report which will be sent to the homeowner. No assistance
will be provided until the house successfully passes a clearance test performed by a certified
lead risk assessor. This includes all structures on the property including detached outbuildings.
• Lead Hazard Repair. All lead hazards identified must be repaired by a contractor trained
and certified to work with such hazards. If remediation is extensive, you may be required to
relocate temporarily.
• Post-rehabilitation Lead Testing. A Lead Clearance Examination will be conducted by the
contractor to confirm that all identified lead hazards have been remediated. The contractor will
need to submit a lead clearance letter before grant funds can be awarded.
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The Neighborhood Services Specialist or Supervisor and the Property and Housing Inspector(s) or
Supervisor will work with the homeowner to conduct a visual assessment at the time of the field visit. The
Neighborhood Services Specialist will have the homeowner sign the Right of Entry Agreement to conduct
a lead-based paint visual assessment.
1. The Neighborhood Services Specialist and the Property/Housing Inspector(s) or Supervisor
will use the Lead-Based Paint Visual Assessment Form for each property to document if there
is evidence of deteriorated paint on the interior and exterior.
2. If there is evidence that deteriorated paint and the area(s) exceed HUD de minimis (minimum)
levels, paint stabilization of deteriorated surfaces will be required. If the homeowner so wishes,
the Neighborhood Services Specialist will work with them to contract with an individual or
company trained in lead safe work practices.
3. During the Income Eligibility Interview, the Neighborhood Services Specialist will ensure that
the homeowner has received a pamphlet on The Lead-Safe Certified Guide to Renovate Right
and a lead in your home brochure. The homeowner(s) will initial on the Eligibility Review
Worksheet receipt of the pamphlet.
Documentation for Lead-Based Paint Exemption
The Neighborhood Services Specialist will maintain the following forms:
• Lead Safe Housing Requirements Screening Worksheet
• Lead Safe Housing Rule Toolkit – Subpart K Homebuyer Program Lead Compliance Document
Checklist
• Lead Safe Housing Rule Toolkit – Lead Safe Housing Requirements Screening on Exemption or
Limited Exemption
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CHAPTER 7 ~ DEMOLITION
7.1 INTRODUCTION
This chapter covers the compliance requirements for a demolition-only project and demolition activity in
other project categories. In a demolition project, all compliance areas apply: environmental review,
documenting slum and blight national objective, citizen participation, procurement, contract management,
equal opportunity, fair housing, (sometimes acquisition, and labor standards). Labor standards apply when
there will be an immediate, subsequent redevelopment project on the site of the cleared property. In
addition, this chapter will cover the regulations and requirements that are unique to demolition activities.
Follow the specific compliance rules that are applicable to your project.
The City of Jefferson has a City-wide Demolition Program pursuant to 24 CFR 570.201 (d) available to
local non-for-profit agencies. The purpose of this program is to eliminate structures posing an imminent
threat to health and safety to neighborhoods.
The program addresses any dwelling, building, structure, or property that is unfit for human habitation or
for commercial, industrial or business use and not in compliance with applicable codes, has been vacant for
one year or more, and/or constitutes an endangerment to the public health or safety as a result of unsanitary
or unsafe conditions.
7.2 NATIONAL OBJECTIVE: SLUM AND BLIGHT CRITERIA
A Subrecipient must document that each structure meets one of the below slum and blight criteria or the
local adopted definition of slum and blight, i.e., adopted dangerous building code criteria.
A. Eliminating a specific instance of slum and blight on a spot basis: {24 CFR 570.208(b)(2)}:
Local Unsafe Building or Nuisance Ordinance. A Subrecipient may demolish any building that meets
their local dangerous building code or nuisance ordinance criteria. A Subrecipient should use that
criteria to document any residential structure proposed for demolition meets the HUD slum and blight
national objective. Prior to the initiation of the demolition of any structure with the use of CDBG funds,
a Subrecipient must have documentation in their project files for each structure to show that an official
determination has been made that shows that the condition of the structure violates their local ordinance.
7.3 DEMOLITION PROCEDURE
The demolition program has an initial information gathering phase that must be taken into consideration:
• Utility and service location, disconnection and removal;
• Environmental concerns: hazardous waste, chemicals, air borne, friable material, EPA
regulations, environmental just, etc.;
• Historical and archeological concerns;
• Federal funding requirements, including Section 104(d), one for one replacement;
• Eligible and best use of funds;
• For some projects, public notifications and the right of concerned citizens to comment on the
proposed activity on the impact the project may have on them or their community.
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7.4 STEP-BY-STEP PROCEDURE
1. Application submission or referral documentation from City Departments. All projects undertaken must
have a completed application and project file documentation.
2. Project Review and Applicable Requirements.
• Applications received will be reviewed for completeness and/or missing
information/documentation.
• Rehabilitation Feasibility Analysis is performed to determine whether the structure is or is not
feasible to rehabilitate. To meet this criterion, the City will determine if the home can be
rehabilitated to the City’s code for up to $30/sq. ft.
• All structures must be vacant for a minimum of one year as defined by Section 104(d) of the
Housing and Community Development Act.
• Future use of the property. The property may be commercial or residential, however, the
proposed use of the property must also be considered in determining the terms of the loan,
CDBG national objective requirements, and level of environmental review. Generally, where
the future use of the property is not known, the spot slum and blight national objective will be
used; where a property is to be redeveloped after the demolition, the final use of the property
must be consistent with the City’s Consolidated Plan and Neighborhood Plans.
• Where the final use of the property is for redevelopment of a building that is non-residential,
or is residential and includes the construction of eight or more housing units, HUD determined
prevailing wage rates apply to the project.
3. Inspection Phase: Upon determination of eligibility and the scope of a project.
• The City will initiate an asbestos inspection of the property by a Department of Natural
Resources Certified Building Inspector who will issue an asbestos report of the findings.
• If asbestos containing materials are found, the City will procure for Department of Natural
Resources Certified Asbestos Contractor to mitigate the hazards.
4. Completion of Historic Preservation and Environmental Review.
• The City is responsible for conducting a complete historic preservation review. Applicants
should be aware that the State Historic Preservation Office will review and can take up to 30
days.
• The City is responsible for conducting and preparing an environmental review record. This
process may take 90 days or more to complete.
5. Work Write-Up and Procurement of Contractors.
• The City will create a work write up or scope of services. The City’s Purchasing Office will
publish demolition bid in the News Tribune and/or online. Demolition bids are sealed
competitive bids.
6. Agreement for Demolition
• City staff prepares the Agreement containing the terms and conditions of the funding
assistance. This agreement shall be between the City and property owner and shall include the
conditions of the closing and loan documents, and a timeline for completion.
• Non-Profits must execute a sub-recipient agreement.
• Notice to proceed is provided to contractor/owner.
7. Construction Inspection Completion and Draw of Funds
• City staff inspects the completed work. Issues Certificate of Completion.
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• Contractor provides support documentation to City staff for draw of funds including but not
limited to: invoices, lien waivers, and disposal tickets.
• Deed of Trust is filed for amount of assistance, if applicable.
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CHAPTER 8 ~ DUPLICATION OF BENEFITS
8.1 PURPOSE
The purpose of a policy on Duplication of Benefits (DOB) is to ensure that the City of Jefferson is not
providing federal funds to pay for particular costs where there is another source of federal financial
assistance that has paid for that same cost. Further, this document will identify specific processes that will
assist in preventing the DOB.
It shall be the policy of the City of Jefferson to take affirmative steps to ensure that a duplication of benefit
does not occur in the administration of its CDBG funding. Subrecipients and partners responsible for
implementing projects and activities funded under the City of Jefferson CDBG grants shall be required to
adhere to the policy and procedures outlined in this document.
A duplication of benefits occurs when a person, household, business, government, or other entity receives
financial assistance from multiple sources for the same purpose, and the total assistance received for that
purpose is more than the total need for assistance.
8.2 ENSURING COMPLIANCE
This section outlines the City of Jefferson’s procedures for ensuring no DOB occurs. The Neighborhood
Services Division staff within the Department of Planning and Protective Services will be responsible for
ensuring compliance by subrecipients and other partners. In addition to the procedures below, all grant
agreements must contain language indicating that any duplication of benefit received post-award will
require repayment.
Proposal Review
No proposals that duplicate a benefit at the time of funding will be recommended for approval. An analysis
of funding available and current unmet need will be conducted prior to finalizing agreements.
Neighborhood Services Division staff will consult with professional partners when reviewing proposals to
ensure there are not alternative funding sources available.
Prior to award, Neighborhood Services Division staff shall identify total need and determine whether all
costs are reasonable and necessary. The Neighborhood Services Division staff shall require applicants to
identify all sources of funding received and reasonably anticipated and provide supporting documentation
of such sources. Neighborhood Services Division staff shall require the applicant to certify that all
assistance is reported.
To assist in determining the unmet need, all expenses for which the applicant requests reimbursement shall
be entered into a DOB Worksheet. All payments received or anticipated for the expenses shall also be
entered. The difference between the total expenses and total payments received or anticipated shall be the
maximum amount of CDBG assistance.
Executing an Award
If Neighborhood Services Division staff determine that CDBG funding will not be a duplication of benefit,
the Neighborhood Services Division staff will execute a grant/loan agreement with recipient/beneficiary.
The agreement for assistance must contain the following provisions:
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• Any additional funds received will be reported to the program administrator within 15 calendar
days of receipt. If the additional funds are determined to be duplicative, the award will be
reduced and/or the recipient/beneficiary will be required to repay any disbursed duplicative
benefit.
• If it is found that a duplication of benefits occurs after the award of CDBG funds the
applicant/beneficiary must repay the CDBG funds.
Ongoing Compliance
During subrecipient monitoring, Neighborhood Services Division staff shall require all subrecipients to
report and certify whether additional funds were received, the amount, and when funds were received. If
additional funds were received that are determined to be duplicative, repayment shall be required in
accordance with the subrecipient agreement.
Recapture
It is the policy of the City of Jefferson to recapture any funds that are determined to be a duplication of
benefits with other federal assistance.
8.3 ADMINISTRATION
Neighborhood Services Division staff of the Department of Planning and Protective Services is responsible
for ensuring that duplication policies and procedures are available for all CDBG funded programs and all
subrecipients are monitored for compliance with this policy.
All subrecipient agreements must include language that requires the repayment of funds determined to be
a duplication of benefit.
Amendments
The City of Jefferson may revise this policy as needed or as determined by HUD and will distribute
revisions to subrecipients as necessary.
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CHAPTER 9 ~ PROCUREMENT
9.1 INTRODUCTION
The primary goal of the rules and regulations governing procurement is to ensure open and free competition
for federally assisted projects. The various procurement methods outlined in this chapter all attempt to
promote open and free competition for contracts. Open and free competition by nature mandates contracting
opportunity is equal opportunity. The goal of the CDBG Program is to ensure that small firms along with
women and minority owned firms have an equal opportunity to participate in contract opportunities
provided by the program. Requirements related to Section 3 and Minority and Women Business Enterprise
(MBE/WBE) participation are in place to ensure this opportunity.
The CDBG Program follows the Missouri procurement process codified in Missouri Revised Statutes
Chapter 34 as required by law. Both of the State of Missouri procurement policies codified in Missouri
Revised Statutes Chapter 34 and the procurement policies developed by the CDBG Program Subrecipients
meet the requirements of 24 CFR Part 570.489(g).
9.2 PROCUREMENT METHODS
There are five methods of procurement: micro-purchase, small purchase, competitive sealed bids,
procurement by competitive proposals, and
Micro-Purchase
Micro-purchases do not require competitive bidding or documentation of multiple bids. Micro-purchases
may be awarded without soliciting competitive quotations. However, you are expected to shop around and
negotiate for competitive prices, and to spread your micro-purchases amongst different vendors as much as
possible. Federal regulations define micro-purchases as those that do not exceed $3,000 (or $2,000 in the
case of procurement for construction, subject to the Davis-Bacon Act).
• If state or local government policies require lower maximums, then grantees and sub-recipients are
required to follow the strictest applicable rules.
• To the extent practicable, micro-purchases should be distributed equitably among qualified
suppliers.
Small Purchase
Relatively simple and informal procurement method used for securing services, supplies, or other property
that is estimated between $3,001 and $24,999. If small purchase procurement is used, price or rate
quotations will be obtained from an adequate number of qualified sources. Minority/Women owned firms
and Section 3/DBE businesses are to be solicited. Additional information on compliance with MBE/WBE
requirements and a directory of MBE/WBE vendors may be found at the Missouri Office of Equal
Opportunity (http://oeo.mo.gov).
Competitive Sealed Bids
Competitive Sealed Bids (formal advertising) are used when the goods or services are expected to exceed
$25,000 in cost. Competitive sealed bidding requires publicly solicited sealed bids and a firm-fixed price
lump sum or unit price contract is awarded to the responsible bidder whose bid, conforming to all the
material terms and conditions of the advertisement for bid, is lowest in price.
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To facilitate competitive bidding, a list of prospective contractors for each type of activity should be
assembled. The list should include reputable firms or persons who have a good performance record,
including minority and project area contractors. Prospective contractors from the appropriate category
should be invited to bid.
Procurement by Competitive Proposals (Request For Proposals (RFP’s) / Request For Qualifications
(RFQ’s))
Competitive Proposals are generally used when sealed bids are not appropriate. Regulation states that
RFP’s/RFQ’s are to be publicized and identify all evaluation factors and their relative importance. Proposals
will be solicited from an adequate number of qualified sources, and there will be a method for conducting
technical evaluations of the proposals received and for selecting awardees. Awards are made to the
responsible firms whose proposal is most advantageous to the program, with price and other factors
considered.
a. The Competitive Proposal process is most typically used for the procurement of professional
services, including, but not limited to, administration, architecture, engineering, asbestos
inspection, demolition inspection, and title services.
b. Procurement for professional services need not be formally advertised, unless RSMo Section
50.660 is applicable. However, there must be a competitive procurement process wherein a
number of qualified professionals are invited to submit proposals.
c. Solicitation of professional administration services must include all persons on the CDBG
Administration List and the Regional Planning Commission (RPC) or Council of Governments
(COG) located in the project area.
d. Cities which are member organizations of a Regional Planning Commission (RPC) or Council
of Governments (COG) may include that RPC or COG as a sub-applicant responsible for
providing administration services so long as both of the following conditions are met:
1. The City, as the CDBG Subrecipient, must be a dues-paying member in good standing of
the RPC or COG for a minimum of 12 consecutive months prior to submitting an
application, and must be able to provide documentation of its membership in good standing
with the application.
2. The CDBG application was prepared either by the City itself, or by the RPC or COG. If
another third-party entity assisted the City with the application preparation, grant
administration must then be competitively procured in accordance with CDBG guidelines.
e. City Subrecipients are not required to use the RPC/COG, and may elect to competitively
procure for grant administration even if both of the above conditions are met. This is simply an
option that city and county grantees may use.
f. Price is not used as a selection factor in procurement of professional architectural or
engineering (A/E) services. A/E firms may also be procured under qualifications for surveying
and other services that require an A/E degree. After the lead qualifying firm is selected, then a
contract price may be negotiated and agreed upon. If there is no such agreement, that A/E firm
may be eliminated and discussions may begin with the second most qualified firm. Price is still
important to the project. It is just not included in the evaluation phase.
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g. For professional services firms other than A/E, using the Request for Proposals method, price
is a component of the evaluation phase. In the event of including solicitation for a grant writer
using the same RFP for grant administration solicitation, please identify that the proposal must
clearly separate the cost associated with grant preparation and administration services.
h. If procuring a Preliminary Engineering Report (PER) or Preliminary Architecture Report
(PAR), final engineering/architecture design, and/or construction inspection within one RFQ:
1. The stricter of CDBG or local procurement policies must be followed and documented.
This includes broad solicitation and MBE/WBE/DBE/Section 3 requirements.
2. Scope of work for each service must be clearly and separately detailed, and negotiations
must be conducted for each scope separately.
3. The RFQ scope for final design/engineering and/or construction inspection, as well as the
subsequent contract, must include the following contingency clause: Contracts executed
for engineering design and construction inspection services shall be contingent upon the
award of the grant and commitment of all project funds.
i. If procuring PER/PAR separate from other services:
1. The applicant may procure the PER/PAR services following their local procurement policy
and state law, but need not follow CDBG policy or federal procurement policy.
2. The same firm may be awarded both services separately so long as:
a. The final design/engineering and/or construction inspection RFQ was not prepared by
the firm, and
b. The RFQ includes a disclosure by the subrecipient that the firm developed the project
application for submission to the City of Jefferson on behalf of the subrecipient and as
a result has familiarity with or knowledge of the project, and
c. The RFQ rating criteria is structured so that a firm having prior knowledge of the
project will not benefit as a result of that knowledge in the scoring process, and
d. Include within the RFQ a form that the respondent signs to either confirm a conflict
exists and disclose the nature of the conflict (i.e., they developed the application) or
confirm there is no potential or perceived conflict.
j. If procuring for grant preparation and administration together:
1. The stricter of CDBG or local procurement policies must be followed and documented.
This includes broad solicitation and MBE/WBE/DBE/Section 3 requirements.
2. Scopes of work for each service must be clearly and separately detailed, and responses
must provide bids for each scope separately.
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3. The RFP scope for grant administration, as well as the subsequent contract, must include
the following contingency clause: Contracts executed for grant administration services
shall be contingent upon the award of the grant and commitment of all project funds.
k. If procuring for grant preparation separately from administration:
1. The applicant may procure the grant preparation services following their local procurement
policy and state law, but need not follow CDBG policy or federal procurement policy.
2. The same firm may be awarded both services separately so long as:
a. The administration RFP was not prepared by the firm, and
b. The RFP includes a disclosure by the subrecipient that the firm developed the
project application for submission to the City of Jefferson on behalf of the
subrecipient and as a result has familiarity with or knowledge of the project, and
c. The RFP rating criteria is structured so that as a firm having prior knowledge of
the project will not benefit as a result of that knowledge in the scoring process, and
d. Include within the RFP a form that the respondent signs to either confirm a conflict
exists and disclose the nature of the conflict (i.e., they developed the application)
or confirm there is no potential or perceived conflict.
l. The Request for Proposals method may be used for other types of professional service
providers. Price must be a factor when selecting professional service firms other than A/E.
m. Minority/Women owned firms and Section 3/DBE businesses are to be solicited. More
information on compliance with MBE/WBE requirements and a directory of MBE/WBE
vendors may be found at Missouri Office of Equal Opportunity (http://oeo.mo.gov).
n. All proposals received must be evaluated. A written method for evaluation, which includes the
significant factors used to determine the contract selection award, must be prepared and
publicized along with the Request for Proposals. Contact the City of Jefferson in the event of
receiving less than three proposals.
o. CDBG, HUD, and the Department of Labor maintain a list of excluded bidders, including
SAM.gov. Before any contract is awarded, recipients are required to contact the City of
Jefferson to ensure that prospective individuals/firms are eligible for contract award by
providing the Request for Contractor/Subcontractor for Eligibility form.
p. If professional services are paid from local funds, the Subrecipient may select the firm of choice
adhering to state statutes and local purchasing policy.
q. Applicants must comply with state law, RSMo Sections 8.285-8.291, in the procurement of
architectural, land surveying, or engineering services, unless the city has its own procedure that
is stricter.
r. Only fixed price (a specified price to be paid when the terms or services are delivered and
accepted) may be awarded.
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s. Please note that CDBG funds cannot be used to pay for services dated prior to the date of the
funding approval with thMore agendas from Kansas City
This is a March 2, 2026 Jefferson City, Missouri City Council meeting agenda scheduled for 6:00 P.M. at the John G. Christy Municipal Building. The agenda includes a financial update presentation by Shiela Pearre, consideration of consent items including a surplus property sale to MoDOT and a police department UTV purchase, and introduction of eight bills covering parking and traffic amendments, a $50,000 air service guarantee agreement with Columbia Regional Airport, multiple subdivision and land use approvals, and a tax credit agreement for a conference center project.
AI summary