HomeMy WebLinkAbout01-27-20 Council Workshop
SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the
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CALL TO ORDER
Mayor Barb Tolbert
PLEDGE OF ALLEGIANCE
ROLL CALL
Mayor Barb Tolbert – Wendy
APPROVAL OF THE AGENDA
Mayor Pro Tem Jesica Stickles
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS
Snohomish County Tourism, Data-Sharing Partnership presentation by CJ Jones, Annique Bennett, and
Tom Teigen
Introduced by Sarah Lopez
PROCLAMATIONS
WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN
1. Revised City Council Rules of Procedure and Code of Ethics ATTACHMENT A
Staff Presentation: Paul Ellis
Council Liaison: Mayor Pro Tem Jesica Stickles
2. Unscheduled Replacement of City Council Chambers Microphones ATTACHMENT B
Staff Presentation: Paul Ellis
Council Liaison: Mayor Pro Tem Jesica Stickles
3. Replacement of Medic 48 ATTACHMENT C
Staff Presentation: Dave Kraski
Council Liaison: Marilyn Oertle
4. Appointment to Planning Commission ATTACHMENT D
Staff Presentation: Marc Hayes
Council Liaison: Mayor Pro Tem Jesica Stickles
5. Acceptance of Dedication of 180th Street Right of Way from SmartCAP ATTACHMENT E
Staff Presentation: Marc Hayes
Council Liaison: Mayor Pro Tem Jesica Stickles
6. Acceptance of Dedication of 63rd Avenue Right of Way from Dantrawl ATTACHMENT F
Staff Presentation: Marc Hayes
Council Liaison: Mayor Pro Tem Jesica Stickles
Arlington City Council Workshop
Monday, January 27, 2020 at 7:00 pm
City Council Chambers – 110 E Third 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.
7. Miscellaneous council items
ADMINISTRATOR & STAFF REPORTS
PUBLIC COMMENT
For members of the public who wish to speak to the Council. Please limit your remarks to three minutes.
COUNCILMEMBER REPORTS
REVIEW OF CONSENT AGENDA ITEMS FOR NEXT MEETING
EXECUTIVE SESSION
RECONVENE
ADJOURNMENT
Mayor Barb Tolbert
City of Arlington Council Agenda Bill Item: WS #1 Attachment A COUNCIL MEETING DATE: January 27, 2020 SUBJECT: Revised City Council Rules of Procedure and Code of Ethics ATTACHMENTS: Revised City Council Rules of Procedure and Code of Ethics DEPARTMENT OF ORIGIN Administration; Paul Ellis, City Administrator – 360-403-4603 EXPENDITURES REQUESTED: None BUDGET CATEGORY: N/A BUDGETED AMOUNT: N/A LEGAL REVIEW: DESCRIPTION: The Council is asked to review the City Council Rules of Procedure for possible changes, including the addition of a Code of Ethics.HISTORY: At the November 12, 2019 Council meeting, Councilmember Debora Nelson requested an item be added to the workshop entitled, “A Code of Conduct and Ethics for Councilmembers.” During that discussion, it was agreed that City Attorney Steve Peiffle and City Administrator Paul Ellis would prepare a draft to bring to Council after the first of the year. ALTERNATIVES: Remand to staff for additional information or other possible changes. RECOMMENDED MOTION: Workshop; discussion only. At the February 3, 2020 Council meeting, the recommended motion will be, “I move to approve the Revised City Council Rules of Procedure and Code of Ethics as presented."
City of Arlington
Updated 2010
City Council Rules of Procedure
City Council Rules of Procedure and Code of Ethics
1. General Rules
1.1 Meetings to be Public: All official meetings of the Arlington City Council shall be
open to the public with the exception of executive sessions for certain limited topics (as
defined in RCW Chapter 42.30). The journal of proceedings (minute book) shall be open
to public inspection.
1.2 Quorum: Four Council members shall be in attendance to constitute a quorum and be
necessary for the transaction of business. If a quorum is not present, those in attendance
will be named and they shall adjourn to a later time, but no adjournment shall be for a
longer period than until the next regular meeting.
1.3 Attendance, Excused Absences: RCW 35A. 12.060 provides that a Council member
shall forfeit his/her office by failing to attend three (3) consecutive regular meetings of
the Council without being excused by the Council. Members of the Council may be so
excused by complying with this section. The member shall contact the Chair prior to the
meeting and state the reason for his/her inability to attend the meeting. If the member is
unable to contact the Chair, the member shall contact the City Clerk or Deputy City
Clerk, who shall convey the message to the Chair. The Chair shall inform the Council of
the member's absence, state the reason for such absence and inquire if there is a motion to
excuse the member. Upon passage of such motion by a majority of members present, the
absent member shall be considered excused and the Recorder will make an appropriate
notation in the minutes. If the motion is not passed, the Recorder will note in the minutes
that the absence is unexcused.
1.4 Journal of Proceedings: A journal of all proceedings of the Council shall be kept by
the City Clerk and shall be entered in a book constituting the official record of the
Council.
1.5 Right of Floor: Any member desiring to speak shall be recognized by the Chair and
shall confine his/her remarks to one subject under consideration or to be considered.
1.6 Rules of Order. Roberts Rules of Order Newly Revised shall be the guideline
procedures for the proceedings of the Council. If there is a conflict, these rules shall
apply.
2. Types of Meetings
2.1 Regular Council Meetings: The Council shall meet on the first and third Monday of
each month at 7 p.m. When a Council meeting falls on a holiday, the Council shall meet
on Tuesday following the Monday holiday. The Council may reschedule regular meetings
to a different date or time by motion. The location of the meetings shall be the Council
Chambers at 110 E. Third Street, unless specified otherwise by a majority vote of the
Council. All regular and special meetings shall be public.
2.2 Special Meetings: Special meetings may be called by the Mayor or any four (4)
members of the Council. The City Clerk shall prepare a notice of the special meeting
stating the time, place and business to be transacted. The City Clerk shall attempt to
notify each member of the Council, either by telephone or otherwise, of the special
meeting. The City Clerk shall give at least 24 hours' notice of the special meeting to each
local newspaper of general circulation and to each local radio and/or television stati on,
which has filed with the Clerk a written request to be notified of special meetings. No
subjects other than those specified in the notice shall be considered. The Council may not
make final disposition on any matter not mentioned in the notice.
Special meetings may be called in less than 24 hours, and without the notice required in
this section, to deal with emergencies involving injury or damage to persons or property
or the likelihood of such injury or damage if the notice requirements would be
impractical or increase the likelihood of such injury or damage.
2.3 Continued and Adjourned Sessions: Any session of the Council may be continued
or adjourned from day to day, or for more than one day, but no adjournment shall be for a
longer period than until the next regular meeting.
2.4 Study Sessions and Workshops: The Council may meet informally in study sessions
and workshops, at the call of the Mayor or of any three or more members of the Council,
to review forthcoming programs of the city, receive progress reports on current programs
or projects, receive other similar information from city department heads or conduct
procedures workshops, provided that all discussions and conclusions thereon shall be
informal and do not constitute official actions of th e Council. Study sessions and
workshops held by the Council are "special meetings" of the Council, and the notice
required by RCW 42.30.080 must be provided.
2.5 Executive Sessions: Executive sessions or closed meetings may be held in
accordance with the provisions of the Washington State Open Public Meetings Act
(Chapter 42.30 RCW). Among the topics that may be discussed in executive session or
closed meetings are: (1) personnel matters; (2) consideration of acquisition of property
for public purposes or sale of city-owned property; and (3) potential or pending litigation
in which the city has an interest, as provided in the Revised Code of Washington. The
Council may hold an executive session during a regular or special meeting.
Before convening in executive session the Chair shall publicly announce the purpose for
excluding the public from the meeting place and the time when the executive session will
be concluded. If the Council wishes to adjourn at the close of a meeting from executive
session, that fact will be announced along with the estimated time for the executive
session. The announced time limit for executive sessions may be extended to a stated
later time by the announcement of the Chair.
2.6 Attendance of Media at Council Meetings: All official meetings of the Council and
its committees shall be open to the media, freely subject to recording by radio, television
and photographic services at any time, provided that such arrangements do not interfere
with the orderly conduct of the meetings.
3. Chair and Duties
3.1 Chair: The Mayor, if present, shall preside as Chair at all meetings of the Council. In
the absence of the Mayor, the Mayor Pro Tem shall preside. In the absence of both the
Mayor and Mayor Pro Tem, the Council shall elect a Chair.
3.2 Call to Order: The meetings of the Council shall be called to order by the Mayor or,
in hishis or her absence, by the Mayor Pro Tem. In the absence of both the Mayor and Mayor
Pro
Tem, the meeting shall be called to order by the City Clerk or Clerk's designee for the
election of a temporary Chair.
3.3 Preservation of Order: The Chair shall preserve order and decorum; prevent attacks
on personalities or the impugning of members' motives and confine members in debate to
the question under discussion.
3.4 Points of Order: The Chair shall determine all points of order, subject to the right of
any member to appeal to the Council. If any appeal is taken, the question shall be "Shall
the decision of the Chair be sustained?"
3.5 Questions to be Stated: The Chair shall state all questions submitted for a vote and
announce the result. A roll call vote shall be taken upon all questions.
3.6 Mayor - Powers: The Mayor may not make or second motions, but may participate
in debate to the extent that such debate does not interfere with chairing the meeting. If
the mayor wishes to participate vigorously in the debate of an issue, the Mayor shall turn
over chairing of that portion of the meeting to the Mayor Pro Tem, or to another Council
member if the Mayor Pro Tem is absent. The Mayor's voting rights and veto power are as
specified in RCW 35A. 12. 100.
4. Order of Business and Agenda
4.1 Order of Business: The order of business for all regular meetings shall be transacted
as follows unless the Council, by a majority vote of the members present suspends the
rules and changes the order:
(1) Call to Order
(2) Pledge of Allegiance
(3) VisitorsApproval of the Agenda
(4) Special Guests/Presentations/Proclamations/Communications
(5) Public Comment
(56) Consent Agenda
(7) Public Hearings
(68) Action Items
(79) Council Committee ReportsDiscussion Items
(810) Information/Administrator & Staff Reports
(11) Mayor’s Report
(912) Executive Session/
(10) Reconvene
(1113) Adjourn
The Consent Agenda may contain items which are of a routine and non-controversial
nature which may include, but are not limited to, the following: meeting minutes, payroll,
claims, budget amendments, park use requests and any item previously approved by
Council with a unanimous vote and which is being submitted to Council for final
approval. Any item on the Consent Agenda may be removed and considered separately as
an agenda item at the request of any Council member or any person attending a Council
meeting.
4.2 Council Agenda: The mayor shall prepare the agenda for Council meetings.
Subject to the Council's right to amend the agenda, no legislative item shall be voted
upon which is not on the Council agenda, except in emergency situations (defined as
situations which would jeopardize the public's health, safety or welfare).
4.3 Mayor and Council member Comments and Concerns: The agenda shall provide a
time when the Mayor ("Mayor's Reports") or any Council member ("Comments From
Council members") may bring before the Council any business that he/she feels should be
deliberated upon by the Council. These matters need not be specifically listed on the
agenda, but formal action on such matters may be deferred until a subsequent Council
meeting, except that immediate action may be taken upon a vote of a majority of all
members of the Council. There shall be no lectures, speeches or grandstanding.
5. Consensus and Motions
5.1 Motions: No motion shall be entertained or debated until duly seconded and
announced by the Chair. The motion shall be recorded and, if desired by any Council
member, it shall be read by the Recorder before it is debated and, by the consent of the
Council, may be withdrawn at any time before action is taken on the motion.
5.2 Votes on Motions: Votes shall be taken by voice vote; provided, that any member of
the Council may request a roll call vote on any matter. Each member present shall vote
on all questions put to the Council except on matters in which he or she has been
disqualified for a conflict of interest or under the appearance of fairness doctrine. Such
member shall disqualify him or herself prior to any discussion of the matter and shall
leave the Council Chambers. When disqualification of a member or members results or
would result in the inability of the Council at a subsequent meeting to act on a matter on
which it is required by law to take action, any member who was absent or who had been
disqualified under the appearance of fairness doctrine may subsequently participate,
provided such member first shall have reviewed all materials and listened to all tapes of
the proceedings in which the member did not participate.
5.3 Failure to Vote on a Motion: Any Council member present who fails to vote without
a valid disqualification shall be declared to have voted in the affirmative on the question.
5.4 Motions to Reconsider: A motion to reconsider must be made by a person who voted
with the majority on the principal question and must be made at the same or succeeding
regular meeting. No motion to reconsider an adopted quasi-judicial written -decision shall
be entertained after the close of the meeting at which the written findings were adopted.
6. Public Hearing Procedures
6.1 Speaker Sign-In: Prior to the start of a public hearing the Chair may require that all
persons wishing to be heard sign in with the Recorder, giving their name and whether
they wish to speak as a proponent, opponent or from a neutral position. Any person who
fails to sign in shall not be permitted to speak until all thos e who signed in have given
their testimony.
The Chair, subject to the concurrence of a majority of the Council, may establish time
limits and otherwise control presentations. (Suggested time limit is three minutes per
speaker or five minutes when presenting the official position of an organization or
group.) The Chair may change the order of speakers so that testimony is heard in the
most logical groupings (i.e. proponents, opponents, adjacent owners, etc.).
6.2 Conflict of Interest/Appearance of Fairness: Prior to the start of a public hearing
the Chair will ask if any Council member has a conflict of interest or Appearance of
Fairness Doctrine concern which could prohibit the Council member from participating
in the public hearing process. A Council member who refuses to step down after
challenge and the advice of the City Attorney, a ruling by the Mayor or Chair and/or a
request by the majority of the remaining members of the Council to step down is subject
to censure. The Council member who has stepped down shall not participate in the
Council decision nor vote on the matter. The Council member shall leave the Council
Chambers while the matter is under consideration, provided, however, that nothing herein
shall be interpreted to prohibit a Council member from stepping down in order to
participate in a hearing in which the Council member has a direct financial or other
personal interest.
6.3 The Public Hearing Process: The Chair introduces the agenda item, opens the public
hearing and announces the following Rules of Order:
(1) All comments by proponents, opponents or other members of the public shall be
made from the podium; any individuals making comments shall first give their name and
address. This is required because an official recorded transcript of the public hearing is
being made.
(2) No comments shall be made from any other location. Anyone making "Out of
Order" comments shall be subject to removal from the meeting. If you are disabled and
require accommodation, please advise the Recorder.
(3) There will be no demonstrations during or at the conclusion of anyone's
presentation.
(4) These rules are intended to promote an orderly system of holding a public hearing,
to give every person an opportunity to be heard, and to ensure that no individual is
embarrassed by exercising his/her right of free speech.
· The Chair calls upon city staff to describe the matter under consideration.
· The Chair calls upon proponents, opponents and all other individuals who wish
to speak regarding the matter under consideration.
· The Chair inquires as to whether any Council member has questions to ask the
proponents, opponents, speakers or staff. If any Council member has questions,
the appropriate individual will be recalled to the podium.
· The Chair continues the public hearing to a time specific or closes the public
hearing.
7. Duties and Privileges of Citizens
7.1 Meeting Participation: Citizens are welcome at all Council meetings and are
encouraged to attend and participate prior to the deliberations of the Council. Recognition
of a speaker by the Chair is a prerequisite and necessary for an orderly and effective
meeting, be the speaker a citizen, Council member or staff member. Further, it will be
expected that all speakers will deliver their comments in a courteous and efficient manner
and will speak only to the specific subject under consideration. Anyone making out -of-order
comments or acting in an unruly manner shall be subject to removal from the
meeting. Use of cellular telephones is prohibited in the Council Chambers.
7.2 Subjects Not on the Current Agenda: Under agenda item "Comments From
Citizens" citizens may address any item they wish to discuss with the Mayor and Council.
They shall first obtain recognition by the Chair, state their name, address and subject of
their comments. The Chair shall then allow the comments, subject to a three (3) minute
limitation per speaker, or other limitations as the Chair or Council may deem necessary.
Following such comments, if action is required or has been requested, the Chair may
place the matter on the current agenda or a future agenda or refer the matter to staff or a
Council committee for action or investigation and report at a future meeting.
7.3 Subjects on the Current Agenda: Any member of the public who wishes to address
the Council on an item on the current agenda shall make such request to the Chair or
Presiding Officer. The Chair shall rule on the appropriateness of public comments as the
agenda item is reached. The Chair may change the order of speakers so that testimony is
heard in the most logical grouping (i.e. proponents, opponents, adjacent owners, etc.). All
comments shall be limited to three (3) minutes per speaker, or other limitations as the
Chair or Council may deem necessary.
7.4 Manner of Addressing the Council - Time Limit: Each person addressing the
Council shall step up to the podium, give his/her name and address in an audible tone of
voice for the record and, unless further time is granted by the Council, shall limit his/her
remarks to three (3) minutes. Agenda items "Comments From Citizens" and "Continued
Comments From Citizens" shall be limited to a total of 30 minutes each, unless additional
time or less time is agreed upon by the Council (dependent upon the length of the Council
agenda). All remarks shall be addressed to the Council as a body and not to any member
thereof.
No person, other than the Chair, members of the Council and the person having the floor,
shall be permitted to enter into any discussion, either directly or through the members of
the Council. No questions shall be asked of the Council members, except through the
Chair. 'The Council will then determine the disposition of the issue (information -only,
place on present agenda, workshop, a future agenda, assign to staff, assign to Council
Committee or do not consider).
7.5 Personal and Slanderous Remarks: Any person making personal, impertinent or
slanderous remarks or who shall become boisterous while addressing the Council may be
requested to leave the meeting and may be barred from further audience before the
Council during that Council meeting by the Chair or Presiding Officer.
7.6 Written Communications: Interested parties, or their authorized representatives,
may address the Council by written communication in regard to any matter concerning
the city's business or over which the Council had control at any time. The written
communication may be submitted by direct mail or by addressing the communication to
the City Clerk who will distribute copies to the Council members. The communication
will be entered into the record without the necessity for reading as long as sufficient
copies are distributed to members of the audience/public.
7.7 Comments in Violation of the Appearance Of Fairness Doctrine: The Chair may
rule out of order any comment made with respect to a quasi-judicial matter pending
before the Council or its Boards or Commissions. Such comments should be made only at
the hearing on a specific matter. If a hearing has been set, persons whose comments are
ruled out of order will be notified of the time and place when they can appear at the
public hearing on the matter and present their comments.
7.8 ”Out of Order” Comments: Any person whose comments have been ruled out of
order by the Chair shall immediately cease and refrain from further improper comments.
The refusal of an individual to desist from inappropriate, slanderous or otherwise
disruptive remarks after being ruled out of order by the Chair may subject the individual
to removal from the Council Chambers. These rules are intended to promote an orderly
system of holding a public meeting and to give every person an opportunity to be heard.
8. Filling Council Vacancies and Selecting Mayor Pro Tem
8.1 Notice of Vacancy: If a Council vacancy occurs, the Council will follow the
procedures outlined in RCW 42.12.070.
In order to fill the vacancy with the most qualified person available until an election is
held, the Council will widely distribute and publish a notice of the vacancy and the
procedure and deadline for applying for the position.
8.2 Application Procedure: The Council will draw up an application form which
contains relevant information that will answer set questions posed by Council. The
application form will be used in conjunction with an interview of each candidate to aid
the Council's selection of the new Council member.
8.3 Interview Process: All candidates who submit an application by the deadline will be
interviewed by the Council during a regular or special Council meeting open to the
public. The order of the interviews will be determined by drawing the names; in order to
make the interviews fair, applicants will be asked to remain outside the Council
Chambers while other applicants are being interviewed. Applicants will be asked to
answer questions submitted to them in advance of the interview and questions posed by
each Council member during the interview process. The Council members will ask the
same questions of each candidate. Each candidate will then be allowed two (2) minutes
for closing comments. Since this is not a campaign, comments and responses about other
applicants will not be allowed.
8.4 Selection of Council member: The Council may recess into executive session to
discuss the qualifications of all candidates. Nominations, voting and selection of a person
to fill the vacancy will be conducted during an open public meeting.
8.5 Selecting Mayor Pro Tem and Alternate Mayor Pro Tem: The Mayor Pro
Tem will be selected by a majority vote of the Council members at the second meeting in
January in even years or when there is a vacancy. In selecting the Mayor Pro Tem, the
Council will be guided by the following principles:
• To preserve continuity in the office, the Mayor Pro Tem shall generally
serve for a term of two (2) years.
• The Mayor Pro Tem should have served as a Council member for at least
two (2) years before appointment to the office of Mayor Pro Tem.
• In general, the appointment of Mayor Pro Tem will be to the e ligible
Council member who has served the longest in office.
The Alternate Mayor Pro Tem will be the Council member that most recently served as
Mayor Pro Tem.
9. Creation of Committees, Boards and Commissions
9.1 Citizen Committees, Boards and Commissions: The Council may create
committees, boards and commissions to assist in the conduct of the operation of city
government with such duties as the Council may specify not inconsistent with the city
code.
9.2 Membership and Selection: Membership and selection of members shall be as
provided by the Council if not specified otherwise in the city code.
Any committee, board or commission so created shall cease to exist upon the
accomplishment of the special purpose for which it was created, or when abolis hed by a
majority vote of the Council. No committee so appointed shall have powers other than
advisory to the Council or to the Mayor except as otherwise specified in the city code.
10. City Code of Ethics
10.1. Personal integrity. The professional and personal conduct of City elected officials must be
above reproach and avoid even the appearance of impropriety. City elected officials shall
refrain from abusive conduct, threats of official action, personal accusations or verbal atta cks
upon the character or motives of other members of the Mayor or Council, boards and
commissions, the staff or public. City elected officials shall maintain truthfulness and honesty
and not compromise them for advancement, honor, or personal gain. Addit ionally, City elected
officials shall not directly or indirectly induce, encourage or aid anyone to violate the Code of
Ethics and it is incumbent upon City elected officials to make a good faith effort to address
apparent violations of this Code of Ethics.
10.2. Respect for Process. City elected officials shall perform their duties in accordance with
the processes and rules of order established by the City Council and board and commissions
governing the deliberation of public policy issues, meaningful inv olvement of the public, and
implementation of policy decisions of the City Council by City staff.
10.3. Conduct of Public Meetings. City elected officials shall prepare themselves for public
issues; listen courteously and attentively to all public discuss ions before the body; and focus on
the business at hand. They shall refrain from interrupting other speakers; making personal
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comments not germane to the business of the body; or otherwise interfering with the orderly
conduct of meetings.
10.4. Decisions Based on Merit. City elected officials shall base their decisions on the merits
and substance of the matter at hand, rather than on unrelated considerations.
10.5. Public Disclosure. City elected officials shall publicly disclose substantive information that
is relevant to a matter under consideration by the Council or boards and commissions, which
they may have received from sources outside of the public decision-making process. Council
members shall represent when making public statements that opinions stated are the
Member's own and do not necessarily represent those of the Council unless the Council has
voted and passed an ordinance, resolution or motion that so states the expressed policy.
10.6. Punishment. The Council has power under state law to impose punishment on its
members, short of removal of office, for violation of state law or Council rules. If a member
of the Council shall transgress these rules, the presiding officer shall call such member to
order, in which case such member shall be silent except to explain or continue in order. If the
presiding officer shall transgress these rules or fail to call such member to order, any other
member of the Council may, under a point of order, call the presiding officer or such other
member to order, in which case the presiding officer or such member, as the case may be,
shall be silent except to explain or continue in order. Additional consequences may include a
verbal admonition, written reprimand, censure, expulsion from the meeting at which the
conduct is occurring, removal of the Councilmember from the Council committee chair
positions or committee memberships, or removal of intergovernmental duties, based on an
affirmative vote of a majority of the Council; in such a vote the elected official shall not be
entitled to vote. Expulsion for such behavior in the Council’s presence shall require the
affirmative vote of a majority of the Council, specifying in the motion or order of expulsion the
cause for expulsion.
1011. Suspension and Amendment of These Rules
1011.1 Suspension of these Rules: Any provision of these rules not governed by the city
code may be temporarily suspended by a vote of a majority of the Council.
1011.2 Amendment of These Rules: These rules may be amended or new rules adopted by
a majority vote of all members of the Council, provided that the proposed amendments or
new rules shall have been introduced into the record at a prior Council meeting.
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City of Arlington Council Agenda Bill Item: WS #2 Attachment B COUNCIL MEETING DATE: January 27, 2020 SUBJECT: Unscheduled replacement of City Council Microphones ATTACHMENTS: Request for Purchase (RFP) for City Council Microphones DEPARTMENT OF ORIGIN IT; Bryan Terry, Director – 360-403-4610 EXPENDITURES REQUESTED: $30,000 (approximate) BUDGET CATEGORY: General Fund BUDGETED AMOUNT: None – Emergency Purchase LEGAL REVIEW: DESCRIPTION: Council is asked to consider the replacement of the City Council Microphones HISTORY: The existing microphone infrastructure was put in when Council Chambers was constructed in 2005. The frequent reconfiguration of the room is very hard on the cabling, requires staff time to rewire, and cosmetically unappealing. We have had recent microphone cabling go bad, which leaves the microphones in operational. IT is proposing a wireless microphone system in Council Chambers to eliminate the wear and tear and simplify the setup. Because of the price of the equipment, a RFP must
City of Arlington
Request for Proposal
Council Chambers
Microphone Replacement
Job #2020-ChamberMic
Issue Date: February 5, 2020
Due Date: March 2, 2020 3 p.m. (Pacific Time),
REQUEST FOR PROPOSALS
Notice is hereby given that proposals will be received by the City of Arlington, Washington, for:
Microphone Replacement
File with Project Coordinator, City of Arlington IT Department 238 N Olympic Ave, Arlington WA,
98233 as follows:
Proposals received later than 3:00 p.m. March 2nd, 2020 will not be considered.
A copy of this Request for Proposal (RFP) may be obtained from City’s web site at
http://www.arlingtonwa.gov/ Click on the Doing Business tab at the top of the page and then
click on the RFP / RFQ / Bids link.
The City of Arlington reserves the right to reject any and all proposals, and to waive irregularities
and informalities in the submittal and evaluation process. This RFP does not obligate the City to
pay any costs incurred by respondents in the preparation and submission of a proposal, including
but not limited to a respondent doing an onsite scripted product demo. Furthermore, the RFP
does not obligate the City to accept or contract for any expressed or implied services.
A supplier response that indicates that any of the requested information in this RFP will only be
provided if and when the supplier is selected as the apparently successful supplier is not
acceptable, and, at the City’s sole discretion, may disqualify the proposal from consideration.
The successful supplier must comply with the City of Arlington’s equal opportunity requirements.
The City of Arlington is committed to a program of equal employment opportunity regardless of
race, color, creed, sex, sexual orientation, age, nationality or disability.
In addition to nondiscrimination compliance requirements, the Supplier(s) ultimately awarded a
contract shall comply with federal, state and local laws, statutes and ordinances relative to the
execution of the work. This requirement includes, but is not limited to, protection of public and
employee safety and health; environmental protection; waste reduction and recycling; the
protection of natural resources; permits; fees; taxes; and similar subjects.
Dated this February 5, 2020
Bryan Terry
IT Director
Table of Contents
Council Chamber Microphone Replacement RFP
February 5, 2020
3
Table of Contents
Chapter I: General RFP Information ................................................................ 4
OBJECTIVE OF THIS RFP ......................................................................................................... 4
RFP OFFICIAL CONTACT ........................................................................................................ 11
PROCUREMENT SCHEDULE ................................................................................................... 11
LETTER OF INTENT ................................................................................................................ 12
QUESTIONS REGARDING THE RFP ...................................................................................... 12
PROPOSAL SUBMISSION ....................................................................................................... 13
EVALUATION PROCEDURES .................................................................................................. 14
Appendices ...................................................................................................... 15
RFP AMENDMENTS ............................................................................................................ 15
RECORDINGS ..................................................................................................................... 15
SUPPLIER’S COST TO DEVELOP PROPOSAL ................................................................. 15
WITHDRAWAL OF PROPOSALS ....................................................................................... 15
REJECTION OF PROPOSALS – WAIVER OF INFORMALITIES OR IRREGULARITIES
.............................................................................................................................................. 15
PROPOSAL VALIDITY PERIOD ......................................................................................... 15
PUBLIC RECORDS .............................................................................................................. 16
LEGAL REQUIRMENTS ...................................................................................................... 16
DEFENSE, INDEMNIFICATION, HOLD HARMLESS AND INSURANCE
REQUIREMENTS ................................................................................................................. 17
EQUAL OPPORTUNITY COMPLIANCE ............................................................................. 19
OTHER COMPLIANCE REQUIREMENTS .......................................................................... 19
OWNERSHIP OF DOCUMENTS......................................................................................... 20
CONFIDENTIALITY OF INFORMATION .......................................................................... 20
ATTACHMENTS ................................................................................................ 21
Attachment A: Non-Collusion Certificate ................................................................................................................... 21
General RFP Information
Council Chamber Microphone Replacement RFP
February 5, 2020
4
Chapter I: General RFP Information
OBJECTIVE OF THIS RFP
The purpose of this RFP is to solicit proposals from software suppliers, systems
integrators, implementation partners and/or Value-Added Resellers (VARs) who can
demonstrate that they possess the organizational, functional and technical capabilities
to Assist the City of Arlington with replacement of its microphones in the City Council
Chambers.
The City will consider proposals from single suppliers or from multiple suppliers working
as a team. In the event multiple suppliers submit a proposal together, the City expects
that there will be one prime contact who will be responsible for the whole project and for
coordinating the work of the other suppliers.
The ideal supplier(s) shall have experience in successfully implementing the proposed
solution at local government agencies of similar size to Arlington, and/or in larger
agencies. The successful supplier shall be responsible for the final City approved design,
installation, implementation and commissioning of the microphone system including
development of user acceptance testing, system integration and connectivity to existing
resources.
This RFP process seeks to find the best overall solution for the City of Arlington for this
investment.
The award shall be made to the qualified supplier whose proposal is most advantageous
to the City of Arlington with total cost of ownership, purchase price, and other factors
considered. Other factors that may contribute to the selection process include but are
not limited to:
Project approach and understanding of the City’s objectives and requirements
Supplier’s implementation methodology and success
Feedback from customer references
Compliance with the City’s terms and conditions
Ability to meet the City’s requirements (software functionality, usability, simplicity
and elegance of design, performance, flexibility, integration, and technology)
Supplier’s installed base and experience with municipalities similar to the City
Cost and support quality for ongoing maintenance and support
General RFP Information
Council Chamber Microphone Replacement RFP
February 5, 2020
5
Overall the microphone system must provide:
A highly intuitive wireless system from a user perspective which can position the
City of Arlington to take advantage of technology to improve departmental
performance and efficiency.
Expandability for future additions.
Charging stations to ensure microphones batteries are kept conditioned.
Microphones that are gooseneck or tabletop depending on the situation and room
conditions.
Integration with existing audio/video system.
Adequate onsite and hands-on training must be included.
THE CITY OF ARLINGTON
The City of Arlington is located 60 miles north from Seattle, Washington. Arlington, with
a population of approximately 19,000, has that small-town look and feel, while being
close to many bigger amenities in Snohomish County. A full community profile can be
found at www.Arlingtonwa.gov.
ARLINGTON MICROPHONE CURRENT EQUIPMENT
The City of Arlington council chambers equipment is approaching fifteen years old. The
existing system is all hard wired XLR based microphones. The configuration in the room
changes so frequently that the need for a wireless solution is critical. There are currently
twelve microphones for council/board and staff tables. There is one presentation
microphone that will remain a hard-wired connection.
INSTALLATION LOCATIONS
The system being replaced is located in the Arlington City Council Chambers, at 110 E.
3rd Street, Arlington WA 98233. The equipment being installed in this project will be
located in two different rooms in the Council Chambers:
a. Council Chambers: Schedule may require coordination with the contractor doing the
re-design work in the Chamber.
b. AV Control Room: adjacent to the council chambers where live production equipment,
master control broadcast video servers, control servers, broadcast routing equipment and
transmission equipment will be located.
General RFP Information
Council Chamber Microphone Replacement RFP
February 5, 2020
6
ARLINGTON COMPUTING/NETWORK/TELEPHONY ENVIRONMENT
The City of Arlington has approximately 180 full time employees, 591 PCs and 75 servers.
City employees are located at 8 primary locations, all connected by fiber.
The City’s standard network operating system is Windows Server 2012R2/2016 and the
standard desktop operating system is Windows 10. The data backbone is HP/Aruba
10/100/1000gb layer 3 switches, and SonicWALL firewalls.
The City of Arlington's servers are all located in the data center located at the Police
Department / City Council Chambers. The data center is configured as a limited access,
controlled environment. The standard configuration is rack mounted Nutanix and Dell
servers with redundant power supplies, SCSI controllers, and built-in Ethernet
10/100/1000G network cards. We have a total of fifty-three servers. Fifty servers are
hosted by three Nutanix host servers. Three servers are standalone Dell servers. The
Network is a managed TCP/IP switched Ethernet architecture with fiber connectivity
between geographically dispersed locations. All servers are backed up on a regular
schedule utilizing a Veeam backup to disk system with the disk target located on a Dell
PowerVault Server and duplicate to a secondary repository in a datacenter in Eastern
Washington.
SCOPE OF WORK
COUNCIL CHAMBERS
Overview
The City is interested in upgrading the wired gooseneck microphones that are used in the
Council Chambers with new Shure gooseneck wireless microphones. The new gooseneck
wireless microphones will be used to support Council meetings, Council workshops and
Commission meetings. The main use will be to support the Council members during
Council meetings with the microphones placed at the Dais. To support Council workshops
and Commission meetings the wireless microphones will be positioned where the tables
and chairs are arranged in front of the Dais.
Audio
The audio portion of the upgrade consists of the re-use of the existing furnished rack
mounted audio equipment that includes one Symnet 8x8 audio matrix DSP, one Symnet
audio matrix break-in12, one Crown CTs 4200 audio amplifier and existing ceiling
speakers located in the Council Chambers.
General RFP Information
Council Chamber Microphone Replacement RFP
February 5, 2020
7
Microphones
The new wireless microphone system consists of providing, installing and programming
(12) new tabletop microphones and (12) new gooseneck transmitters. The new wireless
microphones will be programmed and use (2) new access point transceivers, and (2) new
audio interfaces. The new wireless microphones will be able to be charged using (3) new
network charging stations. A vendor supplied cart with power surge protector and a 6
foot extension cable will be provided to store the microphones and chargers for easy
deployment of microphones as room configuration changes. In addition to the wireless
microphone upgrade, the vendor will supply one hard wired Shure branded microphone
and required cabling for the podium lecture to replace the existing aging microphone.
Control
The new wireless microphones will be programmed with the existing rack mounted
Crestron audio-video control processor and touch panel.
Removal of Existing System
The City anticipates that the twelve existing gooseneck microphones, wiring and boxes
will be removed and turned over to the City prior to the installation of the new system.
The selected vendor will be responsible for the safe removal of current system
components not incorporated into the new installation. That equipment shall be
uninstalled, cords neatly coiled and secured with cable ties, then neatly stacked for reuse
or sale by the City. The City will identify an onsite storage location in which to place the
equipment. Vendors may elect to reuse existing cabling if desired and of the appropriate
type and length needed for the new installation. By reusing cables, vendor accepts
responsibility for their integrity and will cover them during the warranty period. Vendor
will not be allowed to splice or otherwise extend the length of the cables; replacement
full-length cables must be installed whenever needed. Any old cabling not being reused
must be removed and neatly coiled by the vendor and provided to the City.
Staff Training Requirements
City staff training must be provided with a minimum of 2 instructional hours of onsite,
hands on training with the completed systems. Trainer(s) should be an expert on the
system design and equipment installed in this project. Trainer should prepare a training
outline and training handouts prior to the training sessions.
Warranty & Support
The availability of the vendor to provide technical support and make necessary
upgrades to the system is required for the first year, and desired for future years.
Warranty Requirements
The City requires the following warranties starting from the date of system acceptance.
The system acceptance date is the date on which the installed system is fully
operational and accepted by the City as complete.
General RFP Information
Council Chamber Microphone Replacement RFP
February 5, 2020
8
a. Minimum 1 year warranty on all hardware and equipment, including troubleshooting,
technical support, and installation of firmware updates.
b. Minimum 1 year warranty on all system software, including troubleshooting, technical
support, and installation of software patches or updates.
c. Minimum 1 year warranty on physical installation, including cabling.
d. Minimum 6 month warranty on custom programming changes needed to bring
system into operability and compliance with the requirements of this RFP. This includes
custom programming work that is missing or not fully functional, but not discovered
until after system acceptance.
Extended Warranty and Support Options
Vendor should include detailed information about available ongoing support and
maintenance service contracts on the system, including hardware, software, and other
warranties or support services. Include detailed specifics on the warranty and/or service
options being proposed and the estimated annual costs for 1, 2, and 3 years following
system acceptance. Warranty and support options should be included as an alternative
option(s) in your proposal.
Project Deliverables
Upon project completion, the vendor must furnish a complete set of technical service
manuals and diagrams to the City so that staff can maintain and troubleshoot the
system. This includes at a minimum:
a. Complete and accurate as built wiring diagrams detailing the interconnection of the
various equipment. Schematic diagrams shall be furnished in printed (3 copies) and in
an electronic format (Visio) which the City can edit and update.
b. All equipment/software/technical manuals organized into a binder. Equipment
manuals provided exclusively by the manufacturer electronically (online or CDRom)
must be printed out and provided by the vendor.
c. An electronic backup copy of any and all custom programming must be provided on a
flash drive or removable disc media.
d. Any software discs must be organized and labeled in a binder or disc organizer.
Labeling must identify which system (specific hardware) each disc goes with.
e. Any registration and software codes must be compiled and provided to the City. All
hardware and software is to be properly registered to the City of Arlington (not the
vendor).
f. A final, detailed inventory of all the equipment purchased and installed during this
project must be provided in electronic and written form. Inventory must include make,
General RFP Information
Council Chamber Microphone Replacement RFP
February 5, 2020
9
model, specifications (as pertinent), and serial numbers of all equipment purchased by
the City for this project.
g. Updates to the technical documentation shall be provided by the vendor during the
warranty term, including repairs and replacements.
System Installation Requirements
Implementation Timeline
The anticipated contract award date for this project is included in Procurement
Schedule section of these Specifications. Working from this date, the City suggests the
timeline below be followed for the project implementation. If different than suggested
below, vendors should suggest their own detailed implementation timeline for the City
to consider. City’s proposed timeline:
DATE Days
after
Contract
Award
Date
Contract Signed (see procurement schedule for earlier dates) 3/17/20 15
Install begins 4/1/20 30
Training on Wireless Microphone system begins 4/8/20 38
Wireless Microphone As-Built Drawings Finished 4/15/20 45
Wireless Microphone System Approved 4/22/20 52
Installation Approvals
Approval of all equipment, mounting locations, software configuration, custom
programming, wiring pathways, and installation details must be obtained from the City
prior to commencing any work. This will be done through written communication with
the Project Coordinator.
Subcontractor Work
Proposal must detail the complete cost of installing the proposed system, including any
subcontractor work. Proposer should identify any additional trades/subcontractors
needed to work on this project, and will be responsible for their work as required by
this RFP and City contract.
General RFP Information
Council Chamber Microphone Replacement RFP
February 5, 2020
10
Miscellaneous Install Requirements
a. Equipment Labeling: Any rack mounted equipment installed must be labeled so as to
permit City staff to easily identify equipment. All labels should be small, (approximately
⅓” X 2”) labels or signs stating the equipment type or function (i.e. Wireless Mic
Transmitter etc.). In most cases the labels should match the as built drawings.
b. Cables: All cables must be appropriate for the signal type and consistent with best
industry practices. High quality, shielded cables must be used when needed to reject
interference, or to meet industry or code standards. Proposal must include detailed
information, including estimated costs, of any and all anticipated electrical or other work
expected to be contracted out by the City.
c. Cable Labeling: All cables must be clearly and securely numbered with permanent
labels made specifically for cables. Labels must have black, machine printed text on a
white background. Label numbering must correspond exactly with final as built
drawings. Labels should be protected by clear heat shrink tubing or other clear
protective cover to ensure the labels don’t peel off or otherwise become unreadable.
d. Connectors/Adapters: All connectors and wire terminators shall be of the appropriate
type and meet the specifications of the wiring manufacturer. High quality connectors
must be used and installed using proper stripping/crimping tools and techniques. The
proper connector must be used at all times. Adapters may only be used when the
proper connector is otherwise unavailable. Soldered connectors must be properly
installed by a trained technician in accordance with best industry practices.
e. Aesthetics: Installation of all equipment and wiring must be safe, professional, and
follow best industry practices. The City will require the contractor to redo any work the
City finds to be sloppy or unprofessional in appearance or function.
i. Quiet Work Environment: The City Building is a public facility and will be open for
business throughout this installation. Construction noise must be kept to a minimum to
avoid disrupting City staff or visitors. The City understands construction noise is
unavoidable, but exceptionally loud noises (i.e. concrete coring, grinding/cutting steel,
etc.) must be scheduled with and approved by the City in advance.
j. Clean Up: At all times the vendor will maintain a clean, safe, orderly work
environment. Waste materials, debris, empty boxes, and tools must be properly
disposed of or secured on a daily basis. The City is not responsible for tools, equipment,
or other materials left unsecured by the vendor.
General RFP Information
Council Chamber Microphone Replacement RFP
February 5, 2020
11
RFP OFFICIAL CONTACT
Upon release of this RFP, all supplier communications concerning the overall RFP should
be directed to the RFP Coordinator listed below. Unauthorized contact regarding this RFP
with any other City employees may result in disqualification. Any oral communications
will be considered unofficial and non-binding on the City. Suppliers should rely only on
written statements issued by the RFP Coordinator.
Name: Project Coordinator
Bryan Terry
Address: City of Arlington
Information Technology
238 N Olympic Ave
Arlington, Washington 98233
E-mail: bterry@arlingtonwa.gov
PROCUREMENT SCHEDULE
The procurement schedule for this project is as follows:
Note: The City reserves the right to adjust this schedule as necessary. The City also
reserves the right to award the work without a demonstration.
MILESTONE DATE
Release RFP to Suppliers February 5, 2020
Letter of Intent due February 17, 2020
Vendor Tour at 9:00 am February 19, 2020
Questions (if any) Due by 4:00 pm February 21, 2020
Answers to RFP Questions Released February 25, 2020
Proposal Responses Due by 3:00 pm March 2, 2020
Supplier Selection/Award March 6, 2020
Contract Signed March 17, 2020
Work Begins The project is expected
to start within 15 days of
contract execution.
Go-Live April 15, 2020
General RFP Information
Council Chamber Microphone Replacement RFP
February 5, 2020
12
LETTER OF INTENT
Suppliers wishing to submit proposals are strongly encouraged to provide a written
letter of intent to propose by February 17, 2020. An email attachment sent to
bterry@arlingtonwa.gov is acceptable.
The letter must identify the name, address, phone, and e-mail address of the person
who will serve as the key contact for all correspondence regarding this RFP.
A letter of intent is requested in order for the City to provide interested suppliers with a
list of any questions received and the City’s answers to those questions. Those providing
a letter of intent will also be notified of any addenda that are issued and can be kept
better informed regarding the tour.
A list of all suppliers submitting a letter of intent will be available upon request.
Those who choose not to provide a letter of intent will be responsible for monitoring the
City’s purchasing webpage for any addenda issued for this RFP.
QUESTIONS REGARDING THE RFP
Suppliers who request a clarification of the RFP requirements must submit written
questions to the Project Coordinator by 4 p.m. (Pacific Time) on February 21, 2020.
Written copies of all questions and answers will be provided to all suppliers who have
submitted letters of intent. An email attachment sent to bterry@arlingtonwa.gov is
acceptable and encouraged. Responses to all questions submitted by this date will be
emailed to suppliers who submitted a letter of intent by 3:00 p.m. on February 25, 2020.
General RFP Information
Council Chamber Microphone Replacement RFP
February 5, 2020
13
PROPOSAL SUBMISSION
The following provides specific instructions for submitting your sealed proposal.
Due Date: Sealed Proposals must be received by the Project Coordinator
no later than March 2, 2015 at 3 p.m. (Pacific Time).
Late proposals will not be accepted nor will additional time be granted
to any supplier unless it is also granted to all suppliers. Proposals sent
by email must be time stamped as received by Arlington’s system by
3:00 p.m. Proposals must be submitted in Microsoft Word
format. All proposals and accompanying documentation will become
the property of the City and will not be returned.
Number of
Copies:
One (1) electronic copy of the supplier’s proposal, in its entirety, in
Microsoft Word format must be received as specified above. The
proposal shall include a signed Non-Collusion Certificate (see
Attachment A). Failure to submit in this format will result in
disqualification.
The City will not accept facsimile.
Address for
Submission:
City of Arlington
Attn: Project Coordinator
Council Chamber Microphone Upgrade
Job #: 2020-ChamberMic
238 N Olympic Ave
Arlington, WA 98033
info@arlingtonwa.gov
General RFP Information
Council Chamber Microphone Replacement RFP
February 5, 2020
14
EVALUATION PROCEDURES
The Project Coordinator and other staff will evaluate the submitted proposals.
It is important that the responses be clear, concise and complete so that the evaluators
can adequately understand all aspects of the proposal. NOTE: The City is not interested
in unnecessary sales verbiage.
The evaluators will consider the completeness of the proposal, how well the supplier
complied with the response requirements, responsiveness of supplier to requests, the
number and nature of exceptions (if any) the supplier takes to the terms and conditions,
the total cost of ownership and how well the supplier's proposed solution meets the needs
of the City as described in the supplier's response to each requirement and form.
As part of the evaluation, the City reserves the right to request additional information,
conduct conference calls to go over the response, or take any other action it deems
necessary in order to do a thorough and objective evaluation of each supplier’s response.
This evaluation includes but is not limited to doing customer reference checks (including
on-site), visiting supplier headquarters, and reviewing any other information about the
supplier and its solution (e.g. performance, viability, technology, mergers and
acquisitions, organizational changes, litigation, industry analyses, etc.)
The evaluation process is intended to help the City select the supplier with the best
combination of attributes (including but not limited to total cost of ownership, ease-of-
use, performance, reliability, vision, flexibility, stability, sustainability, supplier viability
and supplier capacity to successfully implement this project) that meets its needs.
The City also reserves the right to require that a subset of finalist suppliers make a
presentation and/or do a scripted product demo to its selection team at a location and
time chosen by the City.
Appendices
Council Chamber Microphone Replacement RFP
February 5, 2020
15
Appendices
RFP AMENDMENTS
The City reserves the right to change the schedule or issue amendments to the RFP at
any time. The City also reserves the right to cancel or reissue the RFP.
PROPOSAL ACCEPTANCE
The City reserves the right to accept the bid, bids or parts of a bid deemed most
advantageous to the City.
If applicable, the City reserves the right to request from the software supplier a different
implementation provider, systems integrator and/or Value Added Reseller than the one
proposed, or, at its sole discretion, select a different implementation provider, systems
integrator and/or Value Added Reseller on its own.
RECORDINGS
The City reserves the right to record conference calls, demos or other communications
relative to this RFP.
SUPPLIER’S COST TO DEVELOP PROPOSAL
Costs for developing proposals in response to the RFP and to participate in the City’s
evaluation process, including but not limited to any on-site scripted demos are entirely
the obligation of the supplier and shall not be chargeable in any manner to the City.
WITHDRAWAL OF PROPOSALS
Proposals may be withdrawn at any time prior to the submission time specified in this
RFP, provided notification is received in writing. Proposals cannot be changed or
withdrawn after the time designated for receipt.
REJECTION OF PROPOSALS – WAIVER OF INFORMALITIES OR
IRREGULARITIES
The City reserves the right to reject any or all proposals, to waive any minor informalities
or irregularities contained in any proposal, and to accept any proposal deemed to be in
the best interest of the City.
PROPOSAL VALIDITY PERIOD
Submission of the proposal will signify the supplier’s agreement that its proposal and the
content thereof are valid for 180 days following the submission deadline and will become
part of the contract that is negotiated between the City and the successful supplier.
Appendices
Council Chamber Microphone Replacement RFP
February 5, 2020
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PUBLIC RECORDS
Once submitted to the City, proposals shall become the property of the City, and all
proposals shall be deemed a public record as defined in "The Public Records Act," RCW
Chapter 42.56. Any proposal containing language which copyrights the proposal, declares
the entire proposal to be confidential, declares that the document is the exclusive
property of the proposer, or is any way contrary to state public disclosure laws or this
RFQ, could be removed from consideration. The City will not accept the liability of
determining what the proposer considers proprietary or not. Therefore, any information
in the proposal that the proposer claims as proprietary and exempt from disclosure under
the provisions of RCW 42.56.270 must be clearly designated as described as such. It must
also include the exemption(s) from disclosure upon which the proposer is making the
claim, and the page it is found on must be identified. With the exception of lists of
prospective proposers, the City will not disclose RFP proposals until a bid selection is
made. At that time, all information about the competitive procurement will be available
with the exception of: proprietary/confidential portion(s) of the proposal(s), until the
proposer has an adequate opportunity to seek a court order preventing disclosure. The
City will consider a proposer’s request for exemption from disclosure; however, the City
will make a decision predicated upon RCW 42.56.
LEGAL REQUIRMENTS
The City of Arlington in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat.
252, 42 U.S.C. 2000d to 2000d‐4 and Title 49, Code of Federal Regulations, Department
of Transportation, Subtitle A, Office of the Secretary, Part 21, nondiscrimination in
federally‐assisted programs of the Department of Transportation issued pursuant to such
Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered
into pursuant to this advertisement, disadvantaged business enterprises as defined at
49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation
and will not be discriminated against on the grounds of race, color, national origin, or sex
in consideration for an award.
CONTRACT AWARD AND EXECUTION
The City reserves the right to make an award without further discussion of the
proposal submitted. Therefore, the proposal should be initially submitted on the most
favorable terms the suppliers can offer. It is understood that the proposal will become
a part of the official file on this matter without obligation to the City.
The general conditions and specifications of the RFP and as proposed by the City and
the successful supplier's response, as amended by agreements between the City and
the supplier, will become part of the contract documents. Additionally, the City will
verify supplier representations that appear in the proposal. Failure of the supplier's
products to meet the mandatory specifications may result in elimination of the supplier
from competition or in contract cancellation or termination.
Appendices
Council Chamber Microphone Replacement RFP
February 5, 2020
17
The supplier selected as the apparently successful supplier will be expected to enter
into a contract with the City.
The supplier agrees that this RFP, the supplier’s response to the RFP (proposal), and
a mutually agreed upon Statement of Work will be included as part of the executed
contract.
If the selected supplier fails to sign the contract within five (5) business days of
delivery of the final contract, the City may elect to cancel the award and award the
contract to the next-highest-ranked supplier.
No cost chargeable to the proposed contract may be incurred before receipt of a fully
executed contract or unless otherwise agreed to in writing by both parties.
DEFENSE, INDEMNIFICATION, HOLD HARMLESS AND INSURANCE
REQUIREMENTS
In addition to other standard contractual terms the City will need, the City will require the
selected supplier to comply with the defense, indemnification, hold harmless and
insurance requirements as outlined below:
Consultant shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City.
The supplier shall procure and maintain, for the duration of this Agreement, insurance
against claims for injuries to persons or damages to property which may arise from or in
connection with the performance of the work hereunder by the Contractor, his agents,
representatives, employees or subcontractors. The cost of such insurance shall be paid
by the Contractor. Insurance shall meet or exceed the following unless otherwise
approved by the City.
A. Minimum Scope of Insurance
1. Insurance Services Office Commercial General Liability coverage ("occurrence"
form CG0001) (Ed.10/1/93), or, Insurance Services Office form number GL 0002
(Ed. 1/73) covering Comprehensive General Liability and Insurance Services Office
form number GL 0404 (Ed. 1/81) covering Broad Form Comprehensive General
Liability.
2. Insurance Services Office form number CA 0001 (Ed. 12/93), covering
Automobile Liability code 1, "any auto", for activities involving other than incidental
personal auto usage.
3. Workers’ Compensation coverage as required by the Industrial Insurance Laws
of the State of Washington.
Appendices
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February 5, 2020
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4. Consultant's Errors and Omissions or Professional Liability applying to all
professional activities performed under the contract.
B. Minimum Levels of Insurance
1. Comprehensive or Commercial General Liability: $1,000,000 combined single
limit per occurrence for bodily injury, personal injury and property damage.
2. Automobile Liability: $1,000,000 combined single limit per accident for bodily
injury and property damage.
3. Workers' Compensation coverage as required by the Industrial Insurance laws
of the State of Washington.
4. Consultant's Errors or Omissions or Professional Liability: $1,000,000 per
occurrence and as an annual aggregate.
C. Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by
the City. In the event the deductibles or self-insured retentions are not acceptable
to the City, the City reserves the right to negotiate with the Contractor for changes
in coverage deductibles or self-insured retentions; or alternatively, require the
Contractor to provide evidence of other security guaranteeing payment of losses
and related investigations, claim administration and defense expenses.
D. Other Provisions
Wherever possible, the policies are to contain, or be endorsed to contain, the
following provisions:
1. General or Commercial Liability and Automobile Liability Coverages
a. The City, its officials, employees and volunteers are to be covered as
additional insureds as respects: liability arising out of activities performed
by or on behalf of the contractor; products and completed operations of the
Contractor; premises owned, leased or used by the Contractor; or
automobiles owned, leased, hired or borrowed by the Contractor. The
coverage shall contain no special limitations on the scope of protection
afforded to the City, its officials, employees or volunteers.
b. The Contractor's insurance shall be primary insurance as respects the
City, its officials, employees and volunteers. Any insurance or self-insurance
maintained by the City, its employees or volunteers shall be excess of the
Contractor's insurance and shall not contribute with it.
c. Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the City, its officials, employees or volunteers.
d. Coverage shall state that the Contractor's insurance shall apply
separately to each insured against whom claim is made or suit is brought,
except with respect to the limits of the insurer's liability.
2. All Coverages
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Each insurance policy required by this clause shall state that coverage shall
not be canceled by either party except after thirty (30) days prior written
notice has been given to the City.
E. Acceptability of Insurers
Insurance is to be placed with insurers with a current Bests' rating of A:XII, or with
an insurer acceptable to the City.
F. Verification of Coverage
Contractor shall furnish the City with certificates of insurance affecting coverage
required by this clause. The certificates for each insurance policy are to be signed
by a person authorized by that insurer to bind coverage on its behalf and shall
name the City as an "additional insured" except for coverages identified in A.4.
above. The certificates are to be received and approved by the City before work
commences. The City reserves the right to require complete, certified copies of all
required insurance policies at any time.
G. Subcontractors
Contractor shall include all subcontractors as insureds under its policies or shall
require subcontractors to provide their own coverage. All coverages for
subcontractors shall be subject to all of the requirements stated herein.
H. Asbestos or Hazardous Materials Abatement Work
If Asbestos abatement or hazardous materials work is performed, Contractor shall
review coverage with the City's Risk Manager and provide scope and limits of
coverage that are appropriate for the scope of work. No asbestos abatement work
will be performed until coverage is approved by the Risk Manager.
EQUAL OPPORTUNITY COMPLIANCE
The City is an equal opportunity employer and encourages disadvantaged, minority, and
women‐ owned consultant firms to respond. The City requires all Suppliers to comply with
policies and regulations concerning equal opportunity.
The Supplier, in the performance of this Agreement, agrees not to discriminate in its
employment because of the employee’s or applicant’s race, religion, national origin,
ancestry, sex, sexual orientation, age, or physical handicap.
OTHER COMPLIANCE REQUIREMENTS
In addition to nondiscrimination and equal opportunity compliance requirements
previously listed, the Proposer awarded a contract shall comply with federal, state and
local laws, statutes, and ordinances relative to the execution of the work. This
requirement includes, but is not limited to, protection of public and employee safety and
health; environmental protection; waste reduction and recycling; the protection of natural
resources; permits; fees; taxes; and similar subjects.
Appendices
Council Chamber Microphone Replacement RFP
February 5, 2020
20
OWNERSHIP OF DOCUMENTS
Any reports, studies, conclusions, and summaries prepared by the Proposer shall become
the property of the City.
CONFIDENTIALITY OF INFORMATION
All information and data furnished to the Proposer by the City, and all other documents
to which the Proposer’s employees have access during the term of the contract, shall be
treated as confidential to the City. Any oral or written disclosure to unauthorized
individuals is prohibited.
ATTACHMENTS
Council Chamber Microphone Replacement RFP
February 5, 2020
21
ATTACHMENTS
Attachment A: Non-Collusion Certificate
NON-COLLUSION CERTIFICATE
STATE OF )
ss.
COUNTY OF )
The undersigned, being duly sworn, deposes and says that the person, firm, association,
co-partnership or corporation herein named, has not, either directly or indirectly, entered
into any agreement, participated in any collusion, or otherwise taken any action in
restraint of free competitive bidding in the preparation and submission of a proposal to
the City of Arlington for consideration in the award of a contract on the improvement
described as follows:
Council Chamber Microphone Replacement Project
(Name of Firm)
By:
(Authorized Signature)
Title
Sworn to before me this day of , .
Notary Public
CORPORATE SEAL:
City of Arlington
Council Agenda Bill
Item:
WS #3
Attachment C
COUNCIL MEETING DATE:
January 27, 2020
SUBJECT:
Medic #48 Replacement
ATTACHMENTS:
None
DEPARTMENT OF ORIGIN
EMS; Dave Kraski, Chief – 360-403-3607
EXPENDITURES REQUESTED: $236,500
BUDGET CATEGORY: EMS
BUDGETED AMOUNT: $190,000.00
LEGAL REVIEW:
DESCRIPTION:
The current apparatus replacement schedule has Medic #48 (AFD-16), a 2014 model year
International with currently just over 100,000 miles, scheduled to be replaced in 2020. This request
is for a “re-mount”, meaning the removal of the patient area (box) off of the oldest EMS unit, updating
and re-mounting it on a new chassis. This is standard practice and saves about $50,000.00. This
request is for council to initiate the purchase.
HISTORY:
In an effort to maintain a current fleet of Fire and EMS apparatus, reduce maintenance costs and
unscheduled purchases, a replacement schedule was implemented several years ago. This schedule
is used for department budgeting and forecasting future needs.
ALTERNATIVES:
Remand to staff for additional information.
RECOMMENDED MOTION:
Workshop; discussion only. At the February 3, 2020 Council meeting, the recommended motion will
be, “I move to approve the request to replace Medic #48 / AFD-16.”
City of Arlington Council Agenda Bill Item: WS #4 Attachment D
APPLICATION FOR BOARDS & COMMISSIONS
NAME
ADDRESS
PHONE (home) PHONE (work)
E-MAIL ADDRESS
I AM INTERESTED IN SERVING ON THE FOLLOWING BOARDS &
COMMISSIONS: (Check all that apply)
Airport Commission
Civil Service Commission
Parks, Arts, and Recreation Commission
Lodging Tax Advisory Committee
Cemetery Board
Library Board
Planning Commission
Citizen Salary Commission
BACKGROUND / EXPERIENCE / INTEREST
Name of Applicant Date
"UUBDITFQBSBUFTIFFUGPSBEEJUJPOBMJOGPSNBUJPO
City of Arlington Council Agenda Bill Item: WS #5 Attachment E COUNCIL MEETING DATE: January 27, 2020 SUBJECT: Conveyance of real property for right of way purposes. ATTACHMENTS: Legal Description including exhibit map with area highlighted depicting the proposed deeded property SCG 180th Street Industrial Park, LLC (SmartCAP). DEPARTMENT OF ORIGIN Community and Economic Development; Marc Hayes, Director – 360-403-3457 EXPENDITURES REQUESTED: -0- BUDGET CATEGORY: N/A BUDGETED AMOUNT: -0- LEGAL REVIEW: DESCRIPTION: Conveyance of a strip of real property on 180th Street NE described in Exhibit A for the purpose of the trail construction from 63rd Avenue NE to 59th Avenue NE. HISTORY: Dedication of property for right of way purposes related to new development is typically dedicated through the land use process, pursuant to 20.56.170 AMC.
ALTERNATIVES: Remand back to staff for additional information
RECOMMENDED MOTION: Workshop; discussion only. At the February 3, 2020, Council meeting the recommended motion will be, “I move to accept the dedication of the described real property as right of way for the purposes of the trail construction from 63rd Avenue NE to 59th Avenue NE.”
EXHIBIT A
Maps and GIS data are distributed “AS-IS” without warranties of any kind, either express or implied,including but not limited to warranties of suitability for a particular purpose or use. Map data arecompiled from a variety of sources which may contain errors and users who rely upon the informationdo so at their own risk. Users agree to indemnify, defend, and hold harmless the City of Arlington for anyand all liability of any nature arising out of or resulting from the lack of accuracy or correctness of thedata, or the use of the data presented in the maps.
Exhibit A SmartCap Right-of-Way Dedication
±
City of Arlington
Date:
File:
Cartographer:
Scale:Smartcap_R OW_8.5 x11_20
1/7 /20 20 akc
1 inch = 1 00 fe et
18' ROW Dedication
180TH ST NE
59TH
DR
NE
59TH AVE NE
Legend
SmartCap 18' ROW Dedication
Parcels Aerial 20 17
Benchmark Surveying LLC
11915 44th Dr. SE
Everett, WA 98208
206-396-3199
EXHIBIT B
SmartCAP Vicinity Map
Airport
Office &
CED
Boys &
Girls Club
City of Arlington Council Agenda Bill Item: WS #6 Attachment F COUNCIL MEETING DATE: January 27, 2020 SUBJECT: Conveyance of real property for right of way purposes ATTACHMENTS: Legal description including exhibit map with area highlighted depicting the proposed deeded property Dantrawl, Inc. DEPARTMENT OF ORIGIN Community and Economic Development; Marc Hayes, Director – 360-403-3457 EXPENDITURES REQUESTED: -0- BUDGET CATEGORY: N/A BUDGETED AMOUNT: -0- LEGAL REVIEW: DESCRIPTION: Conveyance of a strip of real property described in Exhibit A for the purpose to further the connection of 63rd Avenue NE from 172nd Street NE to 188th Street NE. HISTORY: Dedication of property for right of way purposes related to new development is typically dedicated through the Land Use process, pursuant to 20.56.170 AMC.
ALTERNATIVES: Remand back to staff for additional information
RECOMMENDED MOTION: Workshop; discussion only. At the February 3, 2020, Council meeting the recommended motion will be, “I move to accept the dedication of the described real property as Right of Way for the purpose of roadway construction (63rd Avenue NE)”.
EXHIBIT A
Benchmark Surveying LLC
11915 44th Dr. SE
Everett, WA 98208
206-396-3199
EXHIBIT B
Maps and GIS data are distributed “AS-IS” without warranties of any kind, either express or implied,including but not limited to warranties of suitability for a particular purpose or use. Map data arecompiled from a variety of sources which may contain errors and users who rely upon the informationdo so at their own risk. Users agree to indemnify, defend, and hold harmless the City of Arlington for anyand all liability of any nature arising out of or resulting from the lack of accuracy or correctness of thedata, or the use of the data presented in the maps.
Exhibit A Dantrawl Right-of-Way Dedication
±
City of Arlington
Date:
File:
Cartographer:
Scale:Dantrawl_ROW_8.5x11_20
1/7 /20 20 akc
1 inch = 2 00 fe et
30' ROW Dedication
63RD AVE NE
63RD AVE NE
180TH ST NE
Legend
Dantrawl 30' ROW Dedication
Parcels Aerial 20 17
Dantrawl Vicinity Map
Airport
Office &
CED
Boys &
Girls Club