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Home My WebLink About07-18-22 Council Meeting SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403-3441 or 711 (TDD only) prior to the meeting date if special accommodations are required. CALL TO ORDER Mayor Barb Tolbert PLEDGE OF ALLEGIANCE ROLL CALL Mayor Barb Tolbert – Julie APPROVAL OF THE AGENDA Mayor Pro Tem Jan Schuette INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS PROCLAMATIONS PUBLIC COMMENT For members of the public who wish to speak to the Council about any matter not on the Public Hearing portion of the meeting. Please limit remarks to three minutes. CONSENT AGENDA Mayor Pro Tem Jan Schuette 1. Minutes of the July 5 and July 11, 2022 Council meetings ATTACHMENT A 2. Accounts Payable: Approval of EFT Payments and Claims Checks: #105930 through #106060 dated July 6, 2022 through July 18, 2022 for $873,092.97; Approval of Payroll EFT Payments and Check #30190 through #30197 dated June 1, 2022 through June 30, 2022 in the amount of $1,179,668.72. PUBLIC HEARING NEW BUSINESS 1. Approval of Smartsheet Contract Management System ATTACHMENT B Staff Presentation: Kristin Garcia Council Liaison: Mayor Pro Tem Jan Schuette 2. Resolution Waiving Fees for the 2022 Arlington Fly-In Event ATTACHMENT C Staff Presentation: Dave Ryan Council Liaison: Michele Blythe Arlington City Council Meeting Monday, July 18, 2022 at 7:00 pm City Council Chambers – 110 E 3rd Street SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403-3441 or 711 (TDD only) prior to the meeting date if special accommodations are required. COMMENTS FROM COUNCILMEMBERS INFORMATION/ADMINISTRATOR & STAFF REPORTS MAYOR’S REPORT EXECUTIVE SESSION RECONVENE ADJOURNMENT Mayor Pro Tem Jan Schuette / Mayor Barb Tolbert DRAFT Page 1 of 3 Council Chambers 110 East 3rd Street Monday, July 5, 2022 Councilmembers Present: Don Vanney, Debora Nelson, Marilyn Oertle, Jan Schuette, Michele Blythe, Yvonne Gallardo-Van Ornam, and Heather Logan, who joined with Zoom. Council Members Absent: None. Staff Present: Mayor Barb Tolbert, Paul Ellis, Kristin Garcia, Marc Hayes, Jim Kelly, Chief Jonathan Ventura, Tony Orr, and Julie Petersen. Also Known to be Present: Kathy Vanney. Mayor Barb Tolbert called the meeting to order at 7:00 p.m., and the Pledge of Allegiance and roll call followed. APPROVAL OF THE AGENDA Mayor Pro Tem Jan Schuette moved to approve the agenda as presented. Councilmember Marilyn Oertle seconded the motion, which passed with a unanimous vote. INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS None. PROCLAMATIONS None. PUBLIC COMMENT None. CONSENT AGENDA Mayor Pro Tem Jan Schuette moved and Councilmember Marilyn Oertle seconded the motion to approve the Consent Agenda that was unanimously carried: 1. Minutes of the June 21 and June 27, 2022 Council meeting 2. Accounts Payable: Approval of Petty Cash Check #2013 for $40.00; EFT Payments and Claims Checks: #105841 through #105929 dated June 22, 2022 through July 5, 2022 for $742,211.95. Minutes of the Arlington City Council Meeting Minutes of the City of Arlington City Council Meeting July 5, 2022 Page 2 of 3 PUBLIC HEARING Ordinance Vacating a Portion of City Right of Way City Administrator Paul Ellis requested Council approve an ordinance vacating a portion of city right of way. The public hearing was opened at 7:08 p.m. With no members of the public wishing to speak, the public hearing portion was closed at 7:08 p.m., and Council questions were opened at 7:09 p.m. Mayor Pro Tem Jan Schuette provided comment. The public hearing was closed at 7:10 p.m. Mayor Pro Tem Jan Schuette moved and Councilmember Marilyn Oertle seconded the motion to approve the ordinance, allowing the proposed vacation of the unopened alleyway to proceed, and authorized the Mayor to sign, subject to payment in the sum of $200.00, and final review by the City Attorney. The motion passed unanimously. NEW BUSINESS Purchase of 3D Laser Scanner for Police Department Police Chief Jonathan Ventura requested Council approve resolution affirming an exception to the competitive bid process for the purchase of a 3D laser scanner. Chief Ventura answered Council questions. Councilmember Michele Blythe moved and Councilmember Don Vanney seconded the motion to approve the resolution affirming an exception to the competitive bid process for purchase of a 3D laser scanner, and authorized the Mayor to sign the resolution, pending legal review by the City Attorney. The motion passed unanimously. Resolution Rejecting Bid Protest Letter to 2022 Utility and Pavement Preservation Bid Award Public Works Director Jim Kelly requested Council approve the Resolution for Rejecting Bid Protest Letter to Utility and Pavement Preservation Bid Award. Councilmember Debora Nelson moved and Councilmember Marilyn Oertle seconded the motion to approve the resolution rejecting the SRV Construction Inc. challenge to the 2022 Utility and Pavement Preservation Bid submitted by Reece Construction, and find Reece Construction Company to be the qualified low bidder for the 2022 Utility Improvement and Pavement Preservation Project, and authorized the Mayor to sign the resolution, subject to final review by the City Attorney. The motion passed unanimously. Low Bid Award for 2022 Utility and Pavement Preservation Public Works Director Jim Kelly requested Council approve the Low Bid Award for 2022 Utility and Pavement Preservation. Councilmember Debora Nelson moved and Mayor Pro Tem Jan Schuette seconded the motion to award the 2022 Utility Improvement and Pavement Preservation Project to Reece Construction Company in the amount of $ 2,919,092.37, and authorized the Mayor to sign the construction contract, subject to final review by the City Attorney. The motion passed unanimously. Minutes of the City of Arlington City Council Meeting July 5, 2022 Page 3 of 3 Resolution to Accept Funds for Housing Action Plan Implementation Grant Community and Economic Development Director Marc Hayes requested Council approve the Resolution to Accept Funds for Housing Action Plan Implementation Grant. Councilmember Don Vanney moved and Councilmember Marilyn Oertle seconded the motion to accept the available grant funding of $100,000.00, from the Department of Commerce, and authorized the Mayor to sign the resolution, and sign the contract for planning work related to Housing Action Plan Implementation. The motion passed unanimously. Professional Services Agreement with Otak for Comprehensive Plan Community and Economic Development Director Marc Hayes requested Council approve the Professional Services Agreement with Otak for the Comprehensive Plan. Councilmember Don Vanney moved and Councilmember Debora Nelson seconded the motion to approve the project scope, schedule and budget for the 2024 Comprehensive Plan Update, and authorized the Mayor to sign the Professional Services Agreement with Otak. The motion passed unanimously. COMMENTS FROM COUNCILMEMBERS Mayor Pro Tem Jan Schuette shared information from the SCCIT (Snohomish County Citizens for Improved Transportation) meeting. Councilmember Yvonne Gallardo-Van Ornam shared that Snohomish County Tourism is accepting applications for grants. ADMINISTRATOR & STAFF REPORTS City Administrator Paul Ellis stated that the July 4 weekend festivities were successful, and acknowledged the work of the staff who helped with events. Discussion continued with how the non-emergency line processed calls on July 4. City Administrator Paul Ellis asked the Mayor and Councilmembers if they would agree to be seated at the dais during Council workshops. They all agreed. MAYOR’S REPORT Mayor Tolbert thanked the agencies that assisted in hosting events for the Fourth of July holiday celebrations. EXECUTIVE SESSION None. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 7:27 p.m. _________________________________________ Barbara Tolbert, Mayor DRAFT Page 1 of 2 Council Chambers 110 East 3rd Street Monday, July 11, 2022 Councilmembers Present: Don Vanney, Heather Logan, Debora Nelson, Marilyn Oertle, Michele Blythe, Yvonne Gallardo-Van Ornam, and Jan Schuette via Zoom. Council Members Absent: None. Staff Present: Mayor Barb Tolbert, Paul Ellis, Kristin Garcia, Kris Wallace, Jim Kelly, Dave Ryan, Mike Gilbert, Tony Orr, City Attorney Steve Peiffle, and Julie Petersen. Also Known to be Present: Kathy Vanney and Sid Logan. Mayor Barb Tolbert called the meeting to order at 7:00 p.m., and the Pledge of Allegiance and roll call followed. APPROVAL OF THE AGENDA Mayor Pro Tem Jan Schuette moved to approve the agenda as presented. Councilmember Marilyn Oertle seconded the motion, which passed with a unanimous vote. WORKSHOP ITEMS – NO ACTION WAS TAKEN 2023 / 2024 Proposed Capital Project Budget Finance Director Kristin Garcia reviewed the capital projects to be considered for 2022 budget amendments and for inclusion in the 2023/2024 biennial budget. Two items have been updated; the parks capital plan budget was increased from $387,000 to $400,000 for additional fencing that might be needed along Centennial Trail near the Depot restrooms, and a budget year has been identified for each project. The items noted for 2023/2024 will be included in the biennial budget that will be brought forward to council later this year. Ms. Garcia also reviewed the updated ARPA project summary worksheet noting the timeline of when projects are scheduled to be completed. Discussion followed with Ms. Garcia answering Council questions. Proposal from Smartsheet for Contract Management System Finance Director Kristin Garcia reviewed the Smartsheet contract application information. She described the efficiency this application would have on production reporting and data entry across the City. The vendor is offering a discount if the purchase is committed by July 29. The discounted price is $46,425.08, and if not committed by July 29, the cost will be $50,000. The ongoing annual maintenance fee of $38,970 which includes system updates, licensing for 15 users (with unlimited access to view only users), 10 training sessions per month per user, initial training, and technical assistance. The annual maintenance fee will be cost shared among all departments so the individual budget impact will be minimal. Discussion followed with Ms. Garcia answering Council questions. City Council Workshop Minutes of the City of Arlington City Council Meeting July 11, 2022 Review of Council Remote Access Policy Councilmembers discussed changes to the Council Rules of Procedure with prioritizing Zoom meetings amongst the councilmembers, and the limits of absences from council meetings per councilmember. Mr. Ellis stated the amendments to the Council Rules of Procedure will be presented at the September meeting. City Administrator Paul Ellis and City Attorney Steve Peiffle answered Council questions. Six-Year Transportation Improvement Program Review Public Works Director Jim Kelly reviewed the Six Year Transportation Improvement Plan for years 2023-2028. He announced a Public Hearing will be held for the 2023-2028 Six Year Transportation Improvement Plan (TIP) on August 1, 2022. Discussion followed with Mr. Kelly answering Council questions. Mayor Tolbert recused herself from the following discussion. Waiver of Fees for Fly-In Mayor Pro Tem Jan Schuette reviewed the resolution to waive land use fees for the annual Fly-In. The Airport Commission is not conducting a meeting, in July, so the resolution has been amended. No discussion from Councilmembers. Mayor Tolbert returned to the following discussion. ADMINISTRATOR AND STAFF REPORTS City Administrator Paul Ellis shared staff hiring updates with positions filled and current vacancies. Discussion followed with Mr. Ellis answering Council questions. MAYOR’S REPORT Mayor Tolbert stated that the Cascade Industrial Center is working on higher education opportunities for residents of Arlington. She announced that Workforce Snohomish is opening a satellite office in Arlington that will assist in connecting employers and career seekers. They have obtained funding to hire a Community Engagement Specialist to assist those who are seeking to connect. She announced there will also be an In School Youth Strategy to assist with finding careers. She is also looking to announcing the opportunity for higher education options for residents in Arlington. COMMENTS/REPORTS FROM COUNCILMEMBERS Councilmembers stated they enjoyed seeing the Street Fair was well attended. PUBLIC COMMENT None. REVIEW OF CONSENT AGENDA ITEMS FOR NEXT MEETING None. EXECUTIVE SESSION None. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 8:06 p.m. _________________________________________ Barbara Tolbert, Mayor City of Arlington Council Agenda Bill Item: NB #1 Attachment B COUNCIL MEETING DATE: July 18, 2022 SUBJECT: Purchase of Smartsheet Contract Management System ATTACHMENTS: Smartsheet/Carahsoft Quote and Smartsheet Contract Management Solution Proposal DEPARTMENT OF ORIGIN Finance; Kristin Garcia, Director 360-403-3431 EXPENDITURES REQUESTED: Not to exceed $50,000 BUDGET CATEGORY: Fund 005 – Program Development BUDGETED AMOUNT: $0 LEGAL REVIEW: DESCRIPTION: Staff is requesting the purchase of Smartsheet, a contract management tool that will centralize contracts into one place and allow users to gain access to real time information such as contract expiration dates, percentage of completion, budget to actual information, grant information….etc. The tool will give users a dashboard to quickly track data points and create reports. The system can accommodate all types of contracts including public work contracts and professional service agreements. Stakeholders from every department had an opportunity to see the product, ask questions and provide feedback. The vendor is offering a discount if the purchase is committed by July 29.The discounted price is $46,425.08 and if not committed by July 29 the cost will be $50,000. Staff recommendsusing the program development fund which has a balance of over $400,000. maintenance fee of $38,970 which includes system updates, licensing for 15 users (with unlimited access to view the stakeholder group had to reprioritize their work so the initial research stopped. Public works continued with the research and implemented the Smartsheet tool. A new stakeholder group was organized in 2022 consisting I move to approve the purchase of Smartsheet contract management software in an amount not to exceed $50,000, and authorize City staff to proceed with the purchase. City of Arlington Contract Management Solution Proposal Account Team: Sean Jackson Account Manager Reksha Rathnam Solutions Engineer Table of Contents ❏Current State ❏Proposed Solution ❏Pricing Information ❏Pricing ❏Advance Silver Deﬁned Current State ●In search of an affordable enterprise solution for contract management ○Solution will need to manage solicitation, approvals, project management, correspondence, renewals (end to end) ○Currently managing ~50 contracts annually ○No standardized process across departments ●Templatized contracts (~5) ●Use DocuSign for eSignature ●Leadership is on board for standardization and establishing some consistency ●Simplify reporting for executive leadership ●Ability to make broad stroke changes as this will be used across departments each with their own nuances Proposed Solution Working with our Solution Implementation team we will customize and deliver a Contract Management solution addressing the pain points / desired future state for the City. This project and portfolio management solution will deliver consistent, visible contracts/projects and processes at scale utilizing best practices for work execution, reporting, and risk management built in. With this solution you will be able to manage critical processes across the organization, and with external teams as needed, while maintaining conﬁdentiality sharing information to the right people at the right time for viewing and editing. Most importantly the solution will enable executive management and key departmental leaders to gain access to real time information by surfacing key metrics. ○Smartsheet Control Center: Automate portfolio reporting and reduce operational risk through rules-based automation ○Dynamic View: Granular sharing control Solution Architecture Architecture Overview - 1 Intake Sheet with Form via Dynamic View - 9 Sheets - 10 Reports - 4 Dashboards - 1 SCC Blueprint Direct Pricing Information (NASPO pricing via Carahsoft would be slightly less by ~3%) Current contract through 11/17/2022: Six (6) business licenses with ProSupport = $2,376.00 * Implementation would require scoping to determine ﬁnal cost **this sum includes the lower end of the implementation fee range Quote valid through 7/31/22 Enterprise Plan + Advance Silver Product Annual cost Estimated Cost and One time fees As of 6/29 Enterprise plan for 15 users $8,970 $3,475 Advance Silver (up to 100 connected users) $30,000 $11,600 One Time Implementation Fee N/A $35,850* Credit for remainder of current contract N/A -$925 TOTAL $38,970 $50,000** Business Enterprise Center of Excellence Activity Log Standard Support by Phone Dashboards, Reports, Forms, Automation, Sheets WorkApps by Smartsheet Online training & certiﬁcation for self-paced skill development Enables full auditing of cell-level changes You have an issue, we triage the problem & provide an answer Create cloud-based sheets, dashboards, forms, & reports Automate business process workﬂows with accuracy Business and Enterprise Plans Description Governance Controls, Enterprise Access Controls Restrict sharing by domain & trusted senders for control, integrate your SSO SSO: Single Sign-on Central admin & user management needed - BAA/HIPAA compliance Chargeback Reporting*Multiple bill-tos at the sub-org level on a single plan Business Value Increase user productivity Delivers transparency & accountability Get the support you need quickly & effectively Aligned cross department work execution. Better decisions, faster. Accurately share data across platforms Reduces data sharing risk, easily & securely manage users Reduces security risk Easily budget by division Included with plan Available for Additional Charge N/A N/A N/A N/A Advance Leverage full suite of Smartsheet capabilities without limitations Platforms meet your solution needs & can grow over timeN/A (Plan content subject to change) *Resource Management Panel requires a Resource Management license *Only available if using Directory Integration for Azure AD Enterprise is a requirement for Advance Resource Management Panel*Direct connection between project & resource plans Keep project & resource schedules up-to-date Column Formulas Apply formulas to an entire column More reliable results in your sheets Introducing Smartsheet Advance Powerful Solutions Unlocked: Unlock the breadth of Smartsheet’s market-leading work management capabilities. That Meet Your Needs: Build solutions that address your organization’s unique needs and challenges. Future Proofed: Ensure that you have room to grow and create additional solutions without limitations. With Advance access to the expanded feature set would be available to all licensed users on the centralized Enterprise licensing plan. The premium products would be available for use outside of the proposed contract management solution Smartsheet Advance Silver Tier For builders and power users: Smartsheet Advance Silver Tier delivers dynamic work management at scale, enabling portfolio, request management, and no code app solutions that address organizational challenges. For functional leaders and executives Smartsheet Advance delivers dynamic work management at scale, enabling portfolio, request management, and no code app solutions that address organizational challenges across platforms and systems. City of Arlington Council Agenda Bill Item: NB #2 Attachment C COUNCIL MEETING DATE: July 18, 2022 SUBJECT: Resolution to Waive Fly-In Fees ATTACHMENTS: Resolution DEPARTMENT OF ORIGIN Airport; Dave Ryan, Director 360-403-3474 EXPENDITURES REQUESTED: -0- BUDGET CATEGORY: N/A BUDGETED AMOUNT: N/A LEGAL REVIEW: DESCRIPTION: Each year, the airport is required to bring to the City Council a resolution to waive land use fees for the annual Fly-In. The Airport Commission is not conducting a meeting, in July, so the resolution has been amended. HISTORY: In 2016, City Council voted to approve waiving fees for the Arlington Fly-In with FAA approval. The FAA did agree that this use was consistent with the grant assurances for the airport. ALTERNATIVES Remand to staff for additional information. RECOMMENDED MOTION: I move to approve the resolution to waive Fly-In land use fees, and authorize the Mayor Pro Tem to sign the resolution. RESOLUTION 2021-XXX 1 RESOLUTION NO. 2022-XXX A RESOLUTION OF THE CITY OF ARLINGTON ADOPTING FINDINGS REGARDING THE WAIVER OF FEES FOR THE 2022 ARLINGTON FLY-IN EVENT WHEREAS, the City of Arlington adopted Ordinance No. 2016-011 on June 20, 2016, creating a mutual benefit agreement process for certain events to be held at the Arlington Municipal Airport; and WHEREAS, the Arlington Airport Commission held a public meeting on July 12, 2022 to discuss the requested waiver of fees for the 2022 Arlington Fly-In Event; and WHEREAS, the Airport Commission’s Findings of Fact and recommendation is attached hereto as Exhibit A; and WHEREAS, the City Council wishes to adopt required findings in support of the waiver of fees; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARLINGTON, WASHINGTON AS FOLLOWS: 1. The Arlington City Council makes the following written findings relating to the 2022 Fly- In event, as required by AMC 14.08.065: (a) The 2022 Arlington Fly-In Event enhances public acceptance of the airport in the community in the immediate area of the airport; (b) The subject property will be put to a desired public recreational or other community use by the community in the immediate area of the airport during the 2022 Arlington Fly-In event; (c) The desired community use and the community goodwill that would be generated by 2022 Arlington Fly-In Event serves the business interest of the airport in ways that can be articulated and demonstrated; (d) The 2022 Arlington Fly-In Event does not adversely affect the capacity, security, safety, or operations of the airport; (e) At the time the 2022 Arlington Fly-In Event is contemplated, the subject property would not reasonably be expected to produce more than de minimis revenue; (f) The 2022 Arlington Fly-In does not preclude reuse of the subject property for airport purposes; RESOLUTION 2021-XXX 2 (g) Airport revenue does not support the capital or operating costs associated with the 2022 Arlington Fly-In Event; (h) The 2022 Arlington Fly-In Event is not to a for-profit organization or for the benefit of private individuals; (i) The permit, license or contract for the 2022 Arlington Fly-In Event complies with RCW 14.08.120(5); (j) The permit, license or other contract for the 2022 Arlington Fly-In Event does not exceed five (5) years; (k) The permit, license or other contract for the 2022 Arlington Fly-In Event does not exceed one year; (l) The proposed 2022 Arlington Fly-In Event use agreement and proposed waive of fees has been provided to the FAA for the opportunity to review and comment; (m) If the proposed use is within the airport operations area, it may only be used for an approved aeronautical use; and (n) The proposed permit, license or agreement complies with the city’s federal grant assurance obligations. 2. The Arlington City Council hereby waives the land use fees customarily charged for events pertaining to the 2022 Fly-In adopts and incorporates by reference the Airport Commission’s findings of fact and the recommendation made by the Airport Commission on July 12, 2022, attached hereto as Exhibit A. ADOPTED by the City Council and APPROVED by the Mayor Pro Tem this 18th day of July, 2022. CITY OF ARLINGTON _______________________________ Jesica SticklesJan Schuette, Mayor Pro Tem ATTEST: _______________________________ Wendy Van Meersche, City Clerk APPROVED AS TO FORM: ________________________________ Steven J. Peiffle, City Attorney