HomeMy WebLinkAbout05-23-2016 Council WorkshopSPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA
coordinator at (360) 403-3441 or 1-800-833-8388 (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 - Wendy
APPROVAL OF THE AGENDA
Mayor Pro Tem Debora Nelson
WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN
1. Award of Contract for Comprehensive Salary Survey ATTACHMENT A
Staff Presentation: Paul Ellis
Council Liaison: Mayor Pro Tem Debora Nelson
2. Acceptance of FAA Grant Award for Design of ATTACHMENT B
Taxiway Charlie Lighting
Staff Presentation: Tim Mensonides
Council Liaison: Chris Raezer
3. Bid Awards for 2016 Striping and Thermoplastics ATTACHMENT C
Staff Presentation: Jay Downing
Council Liaison: Sue Weiss
4. Master Service Agreement for O'Neill Service Group for ATTACHMENT D
Development Reviews
Staff Presentation: Chris Young
Council Liaison: Jesica Stickles
5. Bid Award for 2016 Water Improvement Project ATTACHMENT E
Staff Presentation: Jim Kelly
Council Liaison: Mike Hopson
6. Bid Award for 2016 Pavement Preservation Project ATTACHMENT F
Staff Presentation: Jim Kelly
Council Liaison: Mike Hopson
Arlington City Council Workshop
Monday, May 23, 2016 at 7:00 p.m.
City Council Chambers – 110 E Third St
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 1-800-833-8388 (TDD only) prior to the meeting date if special accommodations are required.
7. Contract with Brown/Caldwell for development of New Water ATTACHMENT G
Source (water well)
Staff Presentation: Jim Kelly
Council Liaison: Mike Hopson
8. Addendum No.1 to Construction Inspection Contract with Perteet ATTACHMENT H
Staff Presentation: Jim Kelly
Council Liaison: Mike Hopson
9. April 2016 Financial Report ATTACHMENT I
Staff Presentation: Sheri Amundson
10. Miscellaneous Council Items
EXECUTIVE SESSION
To review the performance of a public employee [RCW 42.30.110(1)(g)]
Mayor Barb Tolbert – Steve Peiffle
RECONVENE
PUBLIC COMMENT
For members of the public to speak to the Council regarding matters on the Council Workshop agenda. Please limit
your remarks to three minutes.
ADJOURNMENT
Mayor Barb Tolbert
To open all attachments, click here
City of Arlington
Council Agenda Bill
Item:
WS #1
Attachment
A
COUNCIL MEETING DATE:
May 23, 2016
SUBJECT:
Award of Contract for Comprehensive Salary Survey
ATTACHMENTS:
Compensation Plan Study by McGrath Human Resources Group
DEPARTMENT OF ORIGIN
Administration – Paul Ellis
EXPENDITURES REQUESTED: $36,000
BUDGET CATEGORY: General Fund
LEGAL REVIEW:
DESCRIPTION:
The City of Arlington (City) solicited proposals from interested, highly-qualified, and experienced
consulting firms to design, conduct, and assist in the implementation of a comprehensive
compensation study for the City’s employees. The City received two proposals. Staff reviewed
both proposals and has recommended awarding a contract to McGrath Human Resources Group
to complete the survey.
The purpose of the study is to determine the total value of salary and benefits for City positions
and compare to the total value of salary and benefits of cities that are of comparable population
and assessed valuation that are within the same labor market.
HISTORY:
The last full comprehensive compensation plan was completed in the earl 2000s.
ALTERNATIVES
RECOMMENDED MOTION:
Workshop; discussion only.
City of Arlington
Council Agenda Bill
Item:
WS #2
Attachment
B
COUNCIL MEETING DATE:
May 23, 2016
SUBJECT:
Taxiway Charlie Grant Acceptance and Design Bidding/Services Contract
ATTACHMENTS:
FAA Grant Offer
Engineering Scope of Work-design and bidding services
DEPARTMENT OF ORIGIN
Airport
EXPENDITURES REQUESTED: Amount Not to Exceed $126,229
Capital Expenditures Capital Expenditures
LEGAL REVIEW:
DESCRIPTION:
The Taxiway Charlie Lighting Project involves installing taxiway edge lighting and
lighted signs along the entire length of Taxiway Charlie on the west side of the airport.
Taxiway Charlie is the primary taxiway for the airport serving the west side flight line area.
Lighting the taxiway will provide for a higher level of safety for aircraft operating at the airport
during nighttime and low visibility conditions.
HISTORY:
The Taxiway Charlie Lighting Project is being funded 90% by the FAA. Staff has
budgeted $180,000 for the project in 2016. Though the FAA is providing 90% funding for the
attached engineering scope of work, payment by the FAA is made on a reimbursement basis so
the airport will need to pay 100% of the expenses first. The airport currently has approximately
$427,000 in the CIP Fund that can be applied to the project. This should provide enough funds
for the airport to pay the invoices initially and then immediately apply for reimbursement from
the FAA.
The Airport Commission approved a contract with WHPacific for the design and bidding
services for the project in an amount not to exceed $126,229.00 at their April 12th, 2016 meeting.
Airport staff has also applied for a WSDOT Aviation grant for up to half of the airport’s portion
of the project. Recent correspondence with WSDOT indicates high favorability for receiving the
grant.
City of Arlington
Council Agenda Bill
Item:
WS #2
Attachment
B
ALTERNATIVES
Approve staff’s recommendation with modifications
Deny staff’s recommendation
Table staff’s recommendation
RECOMMENDED MOTION:
Workshop; discussion only. At the June 6, 2016 meeting, the recommended motions will be, “I
move to approve the FAA Grant Offer and if awarded the WSDOT Grant offer, authorize the
Mayor and City Attorney to sign them and any other documentation pertaining to the grants.
I move to approve a contract with WHPacific for design engineering and bidding services for the
Taxiway Charlie Lighting Project for an amount not to exceed $126,229 and authorize the Mayor
to sign the contract and any other documentation pertaining to the project”.
Client:City of Arlington
Project:Arlington Municipal Airport
Taxiway C Lighting and Signing Improvements - Preliminary / Final Design Phase
LABOR:
Project Prof.CADD Survey Project
TASK Principal Manager Engineer Designer Tech Crew Coordinator TOTAL LABOR
NO. TASK (Scope of Services)$200.00 $150.00 $135.00 $110.00 $115.00 $165.00 $70.00 HOURS COST
1.1 PROJECT MANAGEMENT 0 48 24 0 0 0 18 90 11,700$
PM / Scope & Schedule Development 12 4 2
Monthly invoices / Reports (16)8 16
Team / Subconsultant Coordination 8
Predesign Meeting Conf. Call / Checklist 2 2
50% Review Meeting 4 4
90% Review Meeting 4 4
Project Status Conf. Calls (10)10 10
1.2 TOPOGRAPHIC SURVEY 0 6 4 8 0 20 0 38 5,620$
Establish Controls 4
Topographic Survey 16
Survey Base Map 2 8
QA Onsite Review 4 4
1.3
PRELIMINARY ELECTRICAL
INVESTIGATION/ANALYSIS 0 1 12 8 4 0 0 25 3,110$
Site Investigation (and subconsultant)4
Pavement Crossing Evaluation 1 8 8 4
1.4 50% DESIGN SUBMITTAL 0 21 71 93 58 0 4 247 29,915$
50% Construction Plans
Cover Sheet 1 2
Construction Site Plan 1 2 4 8
Construction Phasing / Safety Plan (3)1 12 16 12
Site Prep. / Temporary Erosion Control Plan 1 8 4
Civil Details 1 8 12 16
Lighting and Signing Plan (4)1 12 12 16
Electrical Demolition Plans (4) 1 2
Electrical Construction Plans (4) 1 2
Lighting Vault Plan and Diagram 1 2
Electrical System Details (2)1 2
Electrical Diagrams 1 2
Electrical Phasing Plans (2)1 2
50% Contract Documents / Tech. Specifications 2 12 16 2
50% Construction Cost Estimate 1 4 8
50% Engineer's Design Report 2 8 16 2
QA/QC 6
1.5 CONSTRUCTION SAFETY & PHASING PLAN 0 2 8 24 0 0 0 34 4,020$
1.6 DBE GOAL UPDATE 0 2 0 16 0 0 0 18 2,060$
1.7 90% DESIGN SUBMITTAL 0 20 45 72 40 0 3 180 21,805$
90% Construction Plans 8 24 40 40
90% Contract Documents / Tech. Specifications 2 8 8 2
90% Construction Cost Estimate 1 2 8
Final Engineer's Design Report 1 4 8 1
Comment Response Spreadsheet 1 2
Update CSPP 1 4 8
Strategic Interruption Notice 1
QA/QC 6
1.8 100% SUBMITTAL 0 10 16 20 8 0 0 54 6,780$
Construction Plans 1 8 8 8
Contract Documents / Tech. Specifications 1 4 8
Cost Estimate 1 2 4
Comment Response Spreadsheet 1 2
QA/QC 6
1.9 GRANT ADMINISTRATION 0 8 0 0 0 0 0 8 1,200$
Labor Subtotal 0 118 180 241 110 20 25 694 86,210$
Labor Total:86,210$
EXPENSES:
UNIT EXPENSES
ITEM QUANTITY COST COST
Mileage (6 trips at 70 miles/trip)420 $0.54 227$
Postage/delivery 1 $100.00 100$
Plots and Reproductions 1 $150.00 150$
Contract Document Reproductions 8 $75.00 600$
Expenses Total:1,077$
SUBCONSULTANTS:
MARK SUBCONSULTANT
SUBCONSULTANT FEE UP COST
Elcon Associates (Electrical Engineering)27,932$ 1.0 27,932$
Subconsultants Total:27,932$
PROJECT FEE SUBTOTAL 115,219$
Bidding:11,010$
TOTAL:126,229$
ATTACHMENT B: CONSULTANT FEE ESTIMATE
WHPACIFIC PROJECT TEAM
Client:City of Arlington
Project:Arlington Municipal Airport
Taxiway C Lighting and Signing Improvements - Bidding Phase
LABOR:
Project Prof.Design CADD Project
TASK Principal Manager Engineer Engineer Tech Coordinator TOTAL LABOR
NO.TASK (Scope of Services)$200.00 $150.00 $135.00 $110.00 $115.00 $70.00 HOURS COST
1.1 PROJECT MANAGEMENT 0 8 0 0 0 4 12 1,480$
1.2 BIDDING ASSISTANCE 0 8 20 24 8 0 60 7,460$
1.3 BID AWARD 0 4 4 8 0 0 16 2,020$
Labor Subtotal 0 20 24 32 8 4 88 10,960$
Labor Total:10,960$
EXPENSES:
UNIT EXPENSES
ITEM QUANTITY COST COST
Postage/Mail 1 $25.00 25$
Plots and Reproductions 1 $25.00 25$
Expenses Total:50$
SUBCONSULTANTS:
MARK SUBCONSULTANT
SUBCONSULTANT FEE UP COST
Elcon Associates (Electrical Subconsultant)1.0 -$
Subconsultants Total:-$
PROJECT FEE SUBTOTAL 11,010$
ATTACHMENT B: CONSULTANT FEE ESTIMATE
WHPACIFIC PROJECT TEAM
City of Arlington
Council Agenda Bill
Item:
WS #3
Attachment
C
COUNCIL MEETING DATE:
May 23, 2016
SUBJECT:
2016 Annual Application of Thermoplastic Traffic Markings & Road Striping
ATTACHMENTS:
None
DEPARTMENT OF ORIGIN
Maintenance & Operations
EXPENDITURES REQUESTED: Not to Exceed $73,061.29
BUDGET CATEGORY: Traffic Control Devices
LEGAL REVIEW:
DESCRIPTION:
The Thermoplastic Traffic Markings include the reapplication of approximately 5000
linear feet of thermoplastic crosswalks, stop bars, and gore lines. It also includes 43
thermoplastic arrows and 2000 raised pavement markers (RPMs). City staff contacted
all companies on the small works roster who perform the application of
thermoplastic traffic markings to bid on the project. Two contractors provided bids.
The bid results are as follows:
Contractor Bid Amount
Stripe Rite Inc. $40,620.00
Apply-A-Line, Inc. $45,600.00
Stripe Rite, Inc. came in as the low bidder. Stripe Rite, Inc. has completed
thermoplastic application in the past and is a reliable contractor.
For the Road Striping, Snohomish County provided the City an estimate of $32,441.29
which includes the reapplication of approximately 63.2 miles of painted centerline
and edge line.
HISTORY:
Each year, staff budgets for annual reapplication of road striping and thermoplastic
traffic markings. Annual road striping is completed by Snohomish County per an
Inter-local agreement. Annual thermoplastic traffic markings are completed by a
contractor from the Small Works Roster. The County is not set up to apply the
amount of thermoplastic markings that are in the City.
City of Arlington
Council Agenda Bill
Item:
WS #3
Attachment
C
ALTERNATIVES
Approve staff’s recommendation with modifications
Table staff’s recommendation
Deny staff’s recommendation
RECOMMENDED MOTION:
Workshop; discussion only.
City of Arlington
Council Agenda Bill
Item:
WS #4
Attachment
D
COUNCIL MEETING DATE:
May 23, 2016
SUBJECT:
Contract with O’Neill Service Group for Development Reviews
ATTACHMENTS:
Master Service Agreement for Professional Services
DEPARTMENT OF ORIGIN
CED
EXPENDITURES REQUESTED: -0-
BUDGET CATEGORY: 558 50 41 10
LEGAL REVIEW:
DESCRIPTION:
Utilize the professional consulting services of O’Neill Consulting Group (OSG)
primarily for storm drainage reviews of development projects. This is a reimbursable
expense through permit fees. OSG will be the primary review service, with AECOM
providing alternate review service.
HISTORY:
AECOM has typically provided review services for the City. The primary reviewing
engineer has left AECOM and has begun to work for OSG. OSG is offering their
services at a lower rate, which the City would like to benefit from.
ALTERNATIVES
Continue to use AECOM, as a sole resource for review services.
RECOMMENDED MOTION:
Workshop; discussion only. At the June 6, 2016 Council meeting the proposed
motion will be “I move to authorize the Mayor to sign the Master Service Agreement
with O’Neill Service Group to provide professional services for the City.”
2016 OSG Master Service Agreement
OSG MASTER SERVICE AGREEMENT
This Master Service Agreement is made as of the last date written below between
City of Arlington. (“Client”) and O’Neill Service Group, LLC (“OSG”). It is hereby agreed that the
Client retains OSG to provide professional consulting services in regard to: Development
Reviews (“Project”).
GENERAL TERMS AND CONDITIONS
1. Scope of Services.
1.1 The scope of services (“Services”) to be performed by OSG for Client with
respect to the project that is the subject of the Services (“Project”) shall be as set forth in a
written proposal from OSG, or in a Work Order or similar document, which shall become
effective only when signed by authorized representatives of OSG and Client (the “Work Order”).
These Terms and Conditions shall apply to all Work Orders and to all Services performed by
OSG. No written proposal from OSG shall be deemed valid after sixty (60) days from the date
of such proposal.
1.2 Changes to the Work Order shall be agreed upon in writing between OSG and
Client. Notwithstanding any other provision of this Section 1, in the event Client directs OSG
orally or in a writing (by way of illustration but not limitation, by email communication) o ther than
a Work Order to perform Services, then such Work shall be deemed authorized so long as OSG
provides written confirmation of its acceptance of such Services (including, without limitation, via
email communication) within three (3) business days of such direction by Client.
2. Fees and Billing.
2.1 In consideration of the Services, Client agrees to pay to OSG the compensation
set forth in each Work Order. If not otherwise set forth in the Work Order, the Services are on a
time and materials basis, with fees and charges as set forth in the attached Schedule of
Charges, which may be amended from time to time (but no more than once per year) on thirty
(30) days written notice to Client.
2.2 OSG will submit invoices to Client monthly and upon completion of Services.
OSG agrees to provide Client with receipts and other records as may be reasonably requested
by Client in connection with any expenses, costs, or disbursements. All out-of-pocket expenses
incurred by OSG on behalf of Client will be invoiced at cost plus ten percent (10%).
2.3 Payment terms are net thirty (30) days from the date of invoice. Client agrees to
pay a late payment charge of one and one-half percent (1-1/2%) per month on past due
amounts, or the maximum rate of interest allowed by law, whichever is less. Failure to pay
invoices in a timely manner is a breach of a material term of these Terms and Conditions, and
payment of late charges or interest does not excuse Client’s failure to pay. All reasonable
attorneys’ fees and costs and other costs incurred by OSG in collecting any delinquent amount
shall be paid by Client, irrespective of whether formal proceedings are initiated.
2016 OSG Master Service Agreement
3. Term and Termination
3.1 The Services and related Work Orders may be terminated without cause by
either party upon thirty (30) days written notice or if Client suspends the Services for more than
three (3) months. OSG may suspend or terminate Services if Client fails to pay past due
amounts within ten (10) days of written notice of intent to suspend or terminate services.
3.2 Upon termination by either party, OSG shall be paid for Services performed prior
to the effective date of termination to be determined (a) regarding lump sum or fixed fee basis,
on a pro rata basis based upon percentage completion, and (b) if time and materials, then
based upon the time expended by OSG personnel and materials used. Additionally, payment
shall be made for all reasonable termination expenses, including but not limited to the cost of
completing analyses, records and reports necessary to document job status at the time of
termination, and any non-cancelable third party contracts. OSG shall provide reasonable
assistance to transition services to another consultant, if applicable.
4. Time for Performance; Delays; Force Majeure.
4.1 OSG shall not be liable for delays in the performance of, or failures to perform,
Services caused by circumstances beyond its reasonable control, including without limitation,
acts of God or the public enemy, acts and/or omissions of government authorities, strik es and
other labor disputes, riots, civil unrest, war, lockouts, accidents, fires, floods, unusually severe
weather, epidemics and quarantine restrictions, death or disability of personnel, Client’s failure
to furnish necessary information requested in writing by OSG, sabotage, failures or delays in
transportation or communication, failures or substitutions of equipment, embargos, and
shortages of labor, fuel, raw materials or equipment. For delays resulting from actions or
inactions of Client or its representatives, OSG shall be given an appropriate time extension and
shall be compensated for all additional costs of labor, equipment and other direct and indirect
costs OSG incurs during any delay or interruption of services caused by circumstances beyond
OSG’s control. Delays of more than ninety (90) days shall, at the option of either party, make
these Terms and Conditions subject to termination.
4.2 Client recognizes that delays relating to the processing of permit applications or
approval of permits are beyond the control of OSG. OSG makes no warranties and Client
waives any claims against OSG relating to the timeliness of approvals or the success of permit
applications prepared under these Terms and Conditions.
5. Ownership of Materials.
5.1 All deliverables prepared by OSG shall become the property of Client, subject to
the restrictions on use in this Section. Notwithstanding the foregoing, OSG expressly reserves
its rights in (a) ideas, know-how, methodologies, skills, tools, techniques, expressions,
processes, routines and technologies created, adapted or used by OSG in its business
generally, irrespective of whether possessed by OSG prior to, or acquired, developed or refined
by OSG during the course of, the performance of the Services; (b) information, programming,
documentation, data compilations, reports and any other media, working notes, drawings,
designs, specifications, materials or other objects produced as a result of OSG performance of
the Services, other than deliverables and documents or reports provided to OSG by Client; and
(c) applicable rights to patents, copyrights, trademarks, service marks, trade secrets and other
intellectual property rights inherent therein and appurtenant thereto that OSG is entitled to under
applicable law. OSG agrees not to release any Project documents to third parties without prior
2016 OSG Master Service Agreement
Client authorization unless OSG is required to do so by any applicable law, regulation,
ordinance or court order. OSG will retain all pertinent documents for a period of at least three
(3) years from the date of final invoice, during which period the records will be made available to
Client at all reasonable times upon prior written request.
5.2 OSG shall be entitled to rely upon the accuracy and completeness of all
documents concerning the Project which are furnished by Client. Any and all information and
recommendations contained in OSG’s reports, correspondence and other written documents
are provided solely for the applicable Project. Any use of such information for any other
purpose or any other project shall be at the Client’s sole risk and liability, and OSG disclaims
any responsibility or liability for such use. Client shall hold harmless and indemnify OSG from
and against any and all claims or losses of any kind with respect to such other use.
6. Assignment; Subcontractors. Neither Client nor OSG shall assign any Work Order or
any rights or obligations under these Terms and Conditions to any other person or entity without
the express, written consent of the other, which consent may be withheld for any reason.
Notwithstanding the foregoing, OSG may enter into one or more subcontracts for the
performance of some of the Services undertaken by OSG under the terms of any Work Order.
7. Independent Contractor. OSG is an independent contractor and not an employee,
fiduciary, or agent of Client. Nothing in the Work Order, Terms and Conditions, or any other
writing or statement shall be deemed to create a joint venture, partnership, or other business
relationship between Client and OSG other than that of independent contractor.
8. Standard of Care.
8.1 OSG will conduct its Services in a manner consistent with that level of care and
skill ordinarily exercised by members of the profession practicing in the geographical area of the
Project under similar conditions. This standard of care shall be determined as of the time OSG
performs its Services and not as of any other time. Client agrees to provide OSG with prompt
written notice of any defect or suspected defect in the Services.
8.2 OSG agrees to perform the Services pursuant to the terms of these Terms and
Conditions, and in material compliance with all applicable laws, rules and regulations of
government authorities.
8.3 EXCEPT AS EXPRESSLY SET FORTH HEREIN, OSG MAKES NO
WARRANTIES, EXPRESS OR IMPLIED, OR WHETHER ARISING BY OPERATION OF LAW,
COURSE OF PERFORMANCE OR DEALING, CUSTOM, USAGE IN THE TRADE OR
PROFESSION OR OTHERWISE, WITH RESPECT TO THE SERVICES OR THE PROJECT,
INCLUDING BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES OF MERCHANTABILITY
OR FITNESS FOR ANY PARTICULAR PURPOSE.
9. Site Conditions; Hazardous Substances; Reporting Requirements.
9.1 Site Conditions.
9.1.1 OSG’s interpretations and recommendations will be based solely on information
made available to OSG by Client or by the results of borings, surveys or other explorations
performed by OSG. Client recognizes that actual subsurface conditions within the properties
that are part of or affected by the Project may differ materially from those at the exploration and
2016 OSG Master Service Agreement
sampling locations and that conditions may change over time. Because of these inherent
uncertainties, OSG’s reports and opinions with respect to any site’s condition and potential
construction or cleanup costs are not guaranteed to be a representation of actual site conditions
or costs.
9.1.2 Client is responsible for accurately delineating the boundaries of any sites. Client
represents and warrants that it will fully disclose in writing to OSG all structures, tanks, utilities,
pipelines and Hazardous Substances at, under or near the sites that are actually known to
Client. Client shall provide to OSG all known and/or available information that is reasonably
available to Client, including, without limitation, plot plans, as-builts, surveys, reports,
hydrographic data, previous geotechnical or environmental investigations and any other data
pertaining to the sites. This information shall be provided before OSG commences the
Services, or as soon thereafter as possible. OSG shall take reasonable precautions to avoid
any known, assumed or suspected structures, tanks, utilities or pipelines. However, Client
waives any claim arising out of consequences of any action, advice, judgment or decision of
OSG based upon incomplete or inaccurate information furnished by Client or third parties.
9.1.3 OSG has no overall supervisory authority or actual and/or direct responsibility for
the specific working conditions at the properties where any of the Services are performed and/or
for any hazards resulting from the actions of any party other than OSG. Unless expressly
provided in the Work Order, OSG has no duty to inspect, supervise, note, correct or report any
health or safety deficiencies of Client, contractors or other entities or persons at the Project site
or other properties that are part of or affected by the Services; provided, however that OSG
shall be responsible for the health and safety of its employees.
9.1.4 Client warrants that it has the right to furnish, and shall furnish, right of entry for
OSG, its employees, agents and subcontractors as necessary to complete the Services
wherever performed.
9.2 Hazardous Substances
9.2.1 Client shall furnish OSG all documents and information known to Client that
relate to the identity, location, quantity, nature or characteristics of any hazardous substance,
hazardous waste, or other dangerous or hazardous material (collectively, “Hazardous
Substances”) associated with the Project or associated properties. Client understands and
agrees that OSG has had no role in handling, generating, treating, storing, transporting,
arranging for disposal, or disposing of such Hazardous Substances prior to providing Services
for the Project. If, as part of its Services, OSG engages the services of others to store,
transport, dispose of, or treat any hazardous materials, Client recognizes and agrees that OSG
is acting upon the direction of Client, is acting as a bailee, and at no time assumes ownership
of, or title to, such materials. In no event shall OSG be deemed a generator, transporter,
arranger, or other potentially or actually liable person or party as defined by applicable state,
federal, or local environmental law or regulation.
9.2.2 All laboratory samples that are not hazardous wastes will be discarded by the
laboratory thirty days after laboratory report submittal, unless longer holding times are
requested by client or OSG. Samples that qualify as hazardous wastes are returned to OSG for
disposal consistent with Section 9.2.1 above. If disposal is not acceptable, then upon Client’s
written authorization, such samples will be delivered to Client rather than OSG for long-term
handling, storage, and responsibility.
2016 OSG Master Service Agreement
9.2.3 Client understands and agrees that any investigative materials containing any
Hazardous Substance will be left at the site where the Services were performed or returned
following evaluation, and their proper handling and disposal are the sole responsibility of Client.
9.3 Reporting Requirements. In the event OSG discovers or is advised of site
conditions that would likely impose on Client a reporting requirement (e.g., to the Environmental
Protection Agency or applicable state agency), OSG shall notify Client of the same. Client is
responsible for all such reporting, and is responsible for and agrees to defend and hold
harmless OSG against any claim, liability, penalty, damages, or expense arising out of Client’s
failure to comply with such reporting requirement. Notwithstanding the foregoing, if OSG
determines in its reasonable professional judgment that there is an actual or potential threat to
human health or the environment that warrants such reporting, it shall have the right but not the
obligation to confirm the existence of and/or report such conditions to the appropriate agency.
10. Insurance.
Indemnification / Hold Harmless
Consultant shall defend, indemnify and hold the Public Entity, 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 Public Entity.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW
4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or
damages to property caused by or resulting from the concurrent negligence of the Consultant and
the Public Entity, its officers, officials, employees, and volunteers, the Consultant's liability,
including the duty and cost to defend, hereunder shall be only to the extent of the Consultant’s
negligence. It is further specifically and expressly understood that the indemnification provided
herein constitutes the Consultant’s waiver of immunity under Industrial Insurance, Title 51
RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated
by the parties. The provisions of this section shall survive the expiration or termination of this
Agreement.
A. Insurance Term
The Consultant shall procure and maintain for the duration of the Agreement, insurance against
claims for injuries to persons or damage to property which may arise from or in connection with
the performance of the work hereunder by the Consultant, its agents, representatives, or
employees.
B. No Limitation
Consultant’s maintenance of insurance as required by the agreement shall not be construed to
limit the liability of the Consultant to the coverage provided by such insurance, or otherwise
limit the Public Entity’s recourse to any remedy available at law or in equity.
2016 OSG Master Service Agreement
C. Minimum Scope of Insurance
Consultant shall obtain insurance of the types and coverage described below:
1. Automobile Liability insurance covering all owned, non-owned, hired and leased
vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01
or a substitute form providing equivalent liability coverage.
2. Commercial General Liability insurance shall be at least as broad as ISO occurrence form
CG 00 01 and shall cover liability arising from premises, operations, stop-gap
independent contractors and personal injury and advertising injury. The Public Entity
shall be named as an additional insured under the Consultant’s Commercial General
Liability insurance policy with respect to the work performed for the Public Entity using
an additional insured endorsement at least as broad as ISO CG 20 26.
3. Workers’ Compensation coverage as required by the Industrial Insurance laws of the
State of Washington.
4. Professional Liability insurance appropriate to the Consultant’s profession.
D. Minimum Amounts of Insurance
Consultant shall maintain the following insurance limits:
1. Automobile Liability insurance with a minimum combined single limit for bodily injury
and property damage of $1,000,000 per accident.
2. Commercial General Liability insurance shall be written with limits no less than
$1,000,000 each occurrence, $2,000,000 general aggregate.
3. Professional Liability insurance shall be written with limits no less than $1,000,000 per
claim and $1,000,000 policy aggregate limit.
E. Other Insurance Provision
The Consultant’s Automobile Liability and Commercial General Liability insurance policies are
to contain, or be endorsed to contain that they shall be primary insurance as respect the Public
Entity. Any Insurance, self-insurance, or self-insured pool coverage maintained by the Public
Entity shall be excess of the Consultant’s insurance and shall not contribute with it.
F. Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII.
2016 OSG Master Service Agreement
G. Verification of Coverage
Consultant shall furnish the Public Entity with original certificates and a copy of the amendatory
endorsements, including but not necessarily limited to the additional insured endorsement,
evidencing the insurance requirements of the Consultant before commencement of the work.
H. Notice of Cancellation
The Consultant shall provide the Public Entity with written notice of any policy cancellation
within two business days of their receipt of such notice.
I. Failure to Maintain Insurance
Failure on the part of the Consultant to maintain the insurance as required shall constitute a
material breach of contract, upon which the Public Entity may, after giving five business days
notice to the Consultant to correct the breach, immediately terminate the contract or, at its
discretion, procure or renew such insurance and pay any and all premiums in connection
therewith, with any sums so expended to be repaid to the Public Entity on demand, or at the sole
discretion of the Public Entity, offset against funds due the Consultant from the Public Entity.
J. Public Entity Full Availability of Consultant Limits
If the Consultant maintains higher insurance limits than the minimums shown above, the Public
Entity shall be insured for the full available limits of Commercial General and Excess or
Umbrella liability maintained by the Consultant, irrespective of whether such limits maintained
by the Consultant are greater than those required by this contract or whether any certificate of
insurance furnished to the Public Entity evidences limits of liability lower than those maintained
by the Consultant.
11. Limitation of Liability. Client agrees that, to the fullest extent permitted by law, OSG’s
total liability to Client for any and all suits, causes of action, injuries, damages, claims, losses,
judgments, and expenses (including attorneys’ fees, costs, and expenses) (collectively,
“Claims”) arising out of or related to the Services or the Project, regardless of the cause of such
Claim, is limited to an amount not to exceed the total fee paid under the Work Order for
Services performed by OSG (but not its subconsultants or subcontractors) or the proceeds
actually paid under OSG’s insurance policies, whichever is greater. Client will not seek
damages in excess of the above limitation directly or indirectly through suits with other persons
or entities not signatory hereto who may file cross-claims or counterclaims against OSG or join
OSG as a third-party defendant. In no event will any officer, director, shareholder, or employee
of OSG have any liability whatsoever to Client. Client and OSG will not be liable to each other
for any special, indirect, consequential, or punitive damages arising out of or related to any
Work Order, the Services, or the Project; provided, however, that the foregoing shall not be
deemed to limit any indemnity obligation of a party with respect t o third party claims or either
party’s recovery in the event of willful misconduct by the other party.
12. Indemnification.
12.1 OSG agrees to indemnify, defend, and hold harmless Client, its officers,
directors, and employees, agents, and affiliates, from and against all Claims on account of
2016 OSG Master Service Agreement
personal injury or property damage arising out of or resulting from the negligence or willful
misconduct of OSG in connection with the Services, but not to the extent that such Claims are
caused by the negligence or willful misconduct of Client, or its employees, agents, or
contractors of any tier.
12.2 Client agrees to indemnify, defend, and hold harmless OSG, its officers,
directors, and employees, agents, and affiliates, from and against all Claims on account of
personal injury or property damage arising out of or resulting from the negligence or willful
misconduct of Client or its employees, agents, or contractors, but not to the extent that such
Claims are caused by the negligence or willful misconduct of OSG, or its employees, agents, or
contractors of any tier.
12.3 Client further agrees to release, indemnify, defend, and hold harmless OSG
(along with its officers, directors, agents, employees, subconsultants and subcontractors) from
and against any Claims (including without limitation all investigation and remediation costs)
arising out of or related to (a) third party suits for trespass; (b) utilities and underground
structures not properly shown on documents provided by Client or not properly located by utility
owners, (c) Client’s modifications to deliverables, use of deliverables for purposes other than the
Project, or provision of any deliverables to third parties (transmitted, disclosed, published, or
referred) without OSG’s prior written consent, (d) the past, present or future treatment, storage,
disposal, generation, use, transport, movement, presence, release, threatened release, spill,
installation, sale, emission, injection, leaching, leaking, pumping, dumping, escaping, or seeping
of any Hazardous Substances or wastes, or of materials containing or alleged to contain
Hazardous Substances or waste, on, in, under or affecting all or any portion of any property on
or in connection with which OSG provides Services or any surrounding areas, that is not caused
by the negligence or willful misconduct of OSG, (e) the handling, generation, treatment, storage,
transportation, arrangement for disposal, or disposal of Hazardous Substances, unless caused
by the negligence or willful misconduct of OSG, and (f) any allegation or claim that OSG is a
generator, operator, owner, arranger, transporter, disposer, treater, or other actual or potentially
liable person or party under any federal, state, or local environmental law or regulation.
13. Dispute Resolution. Before either Client or OSG may initiate litigation, any dispute shall
be referred to nonbinding mediation before an agreed upon mediation resolution service by both
parties at a location convenient for the Client and OSG to attend. Each party shall pay half of
the filing fee and other costs charged by the mediation service, and each party shall pay its own
costs and fees incurred in conjunction with the mediation. Nothing stated herein shall preclude
the parties from later agreeing, in writing, to submit any dispute to binding arbitration or other
alternative dispute resolution procedure.
14. Notices. Notices required to be given to either party pursuant to these Terms and
Conditions shall be delivered by (a) first class or certified mail to the address of the party shown
below unless a different address has been designated in writing, (b) hand delivery, (c) fax with
confirmation of transmission, or (d) reputable overnight courier. Notice shall be deemed
received three business days after mailing, one business day after placed in the hands of a
reputable overnight carrier, or upon delivery or fax transmission.
15. Miscellaneous
15.1 Nothing stated herein or in any Work Order shall create a contractual relationship
with or cause of action in favor of any person or entity not a party hereto. There are no intended
third party beneficiaries of the Work Order or these Terms and Conditions (except as may be
2016 OSG Master Service Agreement
expressly provided for with respect to each party’s indemnity obligations), and there shall be no
incidental third party beneficiaries.
15.2 If any provision of these Terms and Conditions or any Work Order is ruled to be
unenforceable, then such provision shall be given effect to the maximum extent allowed by law,
and all remaining terms shall continue to be in full force and effect.
15.3 All terms of these Terms and Conditions and any Work Order allocating or
limiting liability, providing indemnification against or release of liability, and any other provision
which expressly or in order to give it full effect survives termination of the Project or any Work
Order, shall survive the completion of the Services and the termination of Work Order and these
Terms and Conditions.
15.4 Causes of action between Client and OSG (along with their respective officers,
directors and employees) shall be deemed to have accrued with respect to Services, and the
applicable statue of limitations shall commence to run, not later than the date of OSG’s invoice
for such Services.
15.5 No modification or amendment of any Work Order (except as expressly provided
for herein) or these Terms and Conditions shall be effective unless such modification or
amendment is in writing and signed by an authorized representative of each party.
15.6 In the event of a dispute arising under the Work Order or these Terms and
Conditions, or the breach or alleged breach thereof, the substantially prevailing party shall be
awarded its reasonable costs incurred (including staff time at current billing rates; court costs;
expert witness fees; attorneys’ fees, costs, and expenses upon trial, arbitration or appeal;
collection or lien fees; late payment charges and interest; and other claim-related expenses).
Venue for any action shall be the state or federal court in Seattle, Washington. The internal
laws of the State of Washington shall apply in any such proceeding without regard to conflict of
law principles.
O’Neill Service Group, LLC: Client:
Dennis J. O’Neill - Managing Principal Printed Name/Title:
Date Date
2016 OSG Master Service Agreement
OSG Scope of Work Agreement
Scope of Work:
The scope of work will be as requested by the City of Arlington to help them with Development
Reviews. This contract will have individual Task Orders with specific scope of work for each
review as requested by the City.
Included herein is OSG’s current rate sheet for 2 016. The list below also includes Civil
Engineering, Inspection and drafting personnel to allow the city the flexibility of using OSG for
many types of reviews and services. In addition, OSG can update this rate sheet as needed to
cover many other services as may be requested by the City. If the City would like full resumes
of any of our staff, please let me know.
Employee Classification 2016 All Inclusive Billing Rate
Robert O’Brien Senior Engineer $135
Bill Jordan Senior Project Manager $135
Scott Darst Environmental Project Manager $135
Brady Hanson Environmental Project Manager $135
Kate Larson Environmental Scientist $75
Carrie Padget Administration $60
OSG is a full service company providing Environmental, Engineering, Quality, Material Testing,
and Special Inspection Services (electrical, welding, framing, rebar placement, etc.) . We
maintain a WABO, ASTM, and A2LA certified materials testing laboratory and can assist with the
City’s concrete, aggregates, asphalt, and other material testing needs. Please keep us in mind if
we can be of assistance.
O’Neill Service Group, LLC.
17619 NE 67th Court, Suite 100
Redmond, WA 98052
By: By:
Dennis O’Neill
Title: Managing Principal Title:
Date: Date:
City of Arlington
Council Agenda Bill
Item:
WS #5
Attachment
E
COUNCIL MEETING DATE:
May 23, 2016
SUBJECT:
Apparent low bid for the 2016 Water Improvement Project
ATTACHMENTS:
Bid Tabulation from May 17, 2016 Bid Opening
Bid – Reece Construction (Option 1)
DEPARTMENT OF ORIGIN
Public Works –Eric Scott
EXPENDITURES REQUESTED: $ 1,465,911.24 (Apparent Low Bid)
BUDGET CATEGORY: Water Capital Funds
LEGAL REVIEW:
DESCRIPTION:
The 2016 Water Improvement Project was recently advertised for construction and bids were opened on
Tuesday May 17th, a summary of received bids is attached.
HISTORY:
Replacement of various AC water mains is identified in the Water Utility 2016 capital improvement
program and in the approved Comprehensive Water System plan. The City contracted with MSA,
consultants to design the replacement and upgrade of water mains on 5th Street and Highland Drive, a
total of approximately 6,300-feet of water main is scheduled to be replaced. The construction estimate
was $1,681,000. This project is also being coordinated with the Transportation Benefit District’s 2016
pavement overlay program, all impacted neighborhood public streets will be resurfaced after
completion of the water main installation.
The project was publically advertised for bid and Reece Construction is the apparent low bidder with a
bid of $1,465,911.24. The bid is currently being qualified by staff.
ALTERNATIVES
Reject Bids, re-advertise the project
Remand to staff for further evaluation
RECOMMENDED MOTION:
Workshop; discussion only. At the June 6th Council Meeting, Staff will recommend the following motion,
“I move to award the 2016 Water Improvement Project to Reece Construction and authorize the Mayor to
sign the Construction Contract, pending review by the City Attorney.”
City of Arlington
Council Agenda Bill
Item:
WS #6
Attachment
F
COUNCIL MEETING DATE:
May 23, 2016
SUBJECT:
Apparent low bid for the 2016 Pavement Preservation Project
ATTACHMENTS:
None – Bid opening scheduled for May 24, 2016
DEPARTMENT OF ORIGIN
Public Works –Eric Scott
EXPENDITURES REQUESTED: $X,XXX,XXX (Apparent Low Bid)
BUDGET CATEGORY: Transportation Benefit District/Water Capital
LEGAL REVIEW:
DESCRIPTION:
The 2016 Pavement Preservation Project was recently advertised for construction and bids are scheduled to
be opened on Tuesday May 24th. A bid tabulation will be sent out after the bid opening. Due to the
extremely tight time schedule, staff is requesting award of the low bid at the June 1st Council Meeting.
HISTORY:
The 2016 Pavement Preservation project was advertised for bid in May with an Engineers Estimate of
$1,560,000.00. This project is being coordinated with the Water Department’s 2016 Water
improvements on 5th Avenue and Highland Drive. All impacted neighborhood public streets will be
resurfaced after completion of the water main installation. In addition, pavement preservation will be
completed on Cemetery Road, and 59th Avenue as an additive alternate, pending bid results. This
work is being completed in accordance with the Transportation Benefit District’s 2016 pavement
overlay program.
ALTERNATIVES
Reject Bids, re-advertise the project
Remand to staff for further evaluation
RECOMMENDED MOTION:
Workshop; discussion only. At the June 6th Council Meeting, Staff will recommend the following motion,
“I move to award the 2016 Pavement Preservation Project to ___________ and authorize the Mayor to sign
the Construction Contract, pending review by the City Attorney.”
City of Arlington
Council Agenda Bill
Item:
WS #7
Attachment
G
COUNCIL MEETING DATE:
May 23, 2016
SUBJECT:
Brown & Caldwell – New Water Source
ATTACHMENTS:
Scope of Work
DEPARTMENT OF ORIGIN
Public Works – Jim Kelly
EXPENDITURES REQUESTED: $ 250,000.00
BUDGET CATEGORY: Water Capital Funds
LEGAL REVIEW:
DESCRIPTION:
The City of Arlington is moving forward with a project that entails the permitting and developing a new
potable groundwater source, staff is requesting to enter in to contract with Brown & Caldwell for
consulting and well drilling services to support the first phases of this project.
HISTORY:
The City of Arlington’s Airport Well was originally constructed in 1947. In 2009 the lower ½ of the well
collapsed and had to be abandoned, this resulted in a decrease in the well capacity. The City completed a
study to determine if it would be more feasible to increase capacity at the Haller Well or install a new well
elsewhere (Brown & Caldwell Apr‐2011). Based on that study, the City identified a project in the 2015 Water
Comprehensive Plan to permit and develop a new water source,
this contract allows for this work to begin.
The first work effort of this project is expected to be a multi-year
project, beginning in 2016 and completing in 2017. At the end of
this first phase of the project the City should have two permitted
production wells. Subsequent work will entail the design and
construction of pumping and treatment system.
Budget Line Item Year Budget
New Water
Source
Development
2016 $250,000.00
New Water
Source
Development
2017‐2018 $376,995.00
Total $626,995.00
ALTERNATIVES
Remand to staff for further evaluation
RECOMMENDED MOTION:
Workshop; discussion only. At the June 6th Council Meeting, Staff will recommend the following motion,
“I move to enter into contract with Brown & Caldwell to complete a New Water Source study and
authorize the Mayor to sign the contract, pending review by the City Attorney.”
1
Arlington Attachment 1 Detailed Scope-Phases 1-3_041316.docx
EXHIBIT A - SCOPE OVERVIEW
PROJECT UNDERSTANDING
The Brown and Caldwell (BC) team (Pacific Groundwater Group (PGG), Landau Associates,
and KPG) understand that the City of Arlington (City) is interested in evaluating upgrades and
expansions to the potable water supply and treatment facilities consistent with current planning
efforts and growth projections. The principle foundation of the City’s main water supply
portfolio enables the City to continue utilizing the existing Haller and Airport Well Field
sources, and to develop a new groundwater supply source at another location. This approach
provides water for future demands and diversifies and improves the reliability of supply sources.
The BC Team’s scope of services for this New Water Source Development project is divided
into five phases (only Phases 1 to 3 are included in this present scope of work and cost of Phases
2 and 3 are dependent on preceding phases). A summary of the Phases is shown below:
Phase Estimated
Duration, months
Engineering
Fee Estimate
1: Evaluate Water Supply Alternatives
Identify, evaluate, and select a suitable site for a
new groundwater supply source
3 $61,590
2: Groundwater Exploration and Test Well Program
Construct a test well (equiv. to production well)
Validate the quantity and quality of supply source
6 $500,680
3: Source Approval and Project Report 4 $64,725
Subtotal 13 $626,995
4: Water Supply Facilities Design
5: Water Supply Facilities Construction Support
1
Arlington Attachment 1 Detailed Scope-Phases 1-3_041316.docx
ATTACHMENT 1- DETAILED SCOPE OF WORK
PHASE 1: EVALUATE WATER SUPPLY ALTERNATIVES
Objective: Investigate alternatives for expanding water supply capacity to meet future demands.
Approach: The approach for Phase 1 is divided between the following sequential tasks to update
the previous water supply alternatives study, which are detailed below.
Task 1A: Review Existing Water Supply Source Information and Planning Data
and Screen Preliminary Water Supply Alternatives
Task 1B: Analyze and Evaluate Water Supply and Treatment Alternatives, and
Recommend Field Exploration Program
Task 1C: Project Management
Task 1A. Review Existing Supply Source Information and Planning Data and Screen
Preliminary Water Supply Alternatives
Document the capacities (from existing background information) of the City’s existing supply
sources and Water Treatment Plant (WTP) and the projected future water demand to form the
basis for subsequent project tasks. Based on existing information, develop and screen a
preliminary list of water supply alternatives and select preferred alternatives to advance to Task 2
for analysis.
PGG will continue the spatial analysis of existing well capacity information, laterally and with
depth, to develop a preliminary list of water supply alternatives. During project kickoff meeting
with the City (estimated up to 2 hours via conference call), the team will identify water supply
alternatives to be considered for the preliminary screening process.
These alternatives will be subject to pass/fail screening approaches during a work session
(estimated to last up to 2 hours) to minimize the effort to assess every alternative with detailed
rigor. The pass/fail criteria will be based on relative economic, environmental, and community
ranking criteria. No detailed engineering or economic analyses will be performed. This will be
done to ensure a broad list of alternatives are discussed (for the sake of completeness), but with a
result that only up to three alternatives will be identified for a more detailed cost and risk
assessment. At work session 1, detailed criteria for the business case evaluation will be
established (see Task 2 for additional description of evaluation).
Deliverable: A Technical Memorandum summarizing the findings of this task. This Technical
Memorandum will include a matrix table that briefly describe the alternatives, screen them using
basic pass/fail criteria, identify the justifications used to screen out failed alternatives, and
highlight the alternatives (up to 3) for subsequent detailed analysis.
City Responsibilities: Provide background data and documents. Participate in project kickoff
call to identify alternatives. Participate in work session 1 to screen alternatives. The City will
collect and process any additional water quality samples that might be needed to characterize
further current conditions. The City will assist with completing more in-depth property research
for general area identified by BC Team in order to locate specific sites for new supply and
treatment facilities.
2
Arlington Attachment 1 Detailed Scope-Phases 1-3_041316.docx
Task 1B. Analyze and Evaluate Water Supply and Treatment Alternatives, and
Recommend Field Exploration Program
The BC team will analyze water supply alternatives retained from Task 1 to assist the City in
identifying preferred option(s) to invest in for subsequent exploration, design, and construction
Phases. Analysis of each water supply alternative (up to three) will be based on a business case
evaluation (BCE) process to evaluate alternatives using existing information and consideration of
other pertinent factors.
The activities for this task will largely be conducted during a single work session (up to 4-hour
duration) at the City offices. Direct interactions with WDOE are not included in this task.
The outcome of the work session 2 will be the group evaluation of alternatives, followed by the
selection of the preferred alternative. The effort of this work session 2 will be documented in a
draft Technical Memorandum summarizing the findings of Task 2, with the Technical
Memorandum for Task 1 added as an appendix.
Deliverable: Phase 1 Water Supply Alternatives Technical Memorandum, including a City
review draft and final.
City Responsibilities: Participate in work session 2 and review draft Phase 1 Water Supply
Alternatives Technical Memorandum.
Task 1C. Project Management
Provide management, communication, direction, coordination, and control of all work associated
with the Phase 1 Scope of Services. This task includes the following activities:
Prepare project management and work plan.
Communicate and coordinate with City staff as necessary for project execution.
Provide subconsultant management to include coordination and review of
subconsultant scopes of services, contracting, and any necessary amendments;
subconsultant invoice processing; subconsultant contract management; and
review and oversight of subconsultant work products.
Respond to client comments and supervise appropriate revisions and adjustments
to work products consistent with established scope and budget limits.
Prepare monthly invoices, including summary reporting, backup materials, and
status reports.
Provide internal peer and senior review for technical and qualitative aspects of the
project and related work products.
3
Arlington Attachment 1 Detailed Scope-Phases 1-3_041316.docx
PHASE 2: GROUNDWATER EXPLORATION PROGRAM
Objective: Based on the analyses and findings of the Phase 1 Scope of Services, assist the City
with completion of a groundwater exploration (test well) program.
Approach, Responsibilities, and Deliverables: The approach for Phase 2 is divided between
the following sequential tasks detailed below.
Task 2A: Water Rights Permit Assistance
Task 2B: Exploratory Drilling and Testing
Task 2C: Project Management
Task 2A: Water Rights Permit Assistance
PGG will take a lead role in coordination and process of new water right permits for the project
to support source development. The water rights processing work will be initiated once one or
more new sites for water supply have been identified. We have assumed that new water right
permits will be processed through Ecology’s Cost Reimbursement Agreement (CRA) program.
The specific subtasks that will be completed include:
Prepare water right applications and submit to Ecology
Facilitate and attend pre-application meeting with Ecology, City and BC
Prepare water right summary report which integrates findings of Phase 2 drilling and
testing, background hydrogeology, and other related permitting issues regarding
Ecology’s four part statutory test for permit issuance. This summary report will also
include discussion of mitigation strategies that can be employed to support water right
permit processing.
A Report of Exam or ROE (basis for permit decision) will be prepared by a third party
consultant under contract with Ecology. PGG will help coordinate preparation of the
ROE. PGG will review the Ecology’s consultant draft ROE prior to its submittal to
Ecology.
Deliverables: Water right summary report that provides background information to support CRA
processing and other assistance with coordination and review of the ROE.
Task 2B: Exploratory Drilling and Testing
This task assumes that two sites will be investigated with exploratory wells and testing and the
following:
One well will be drilled using cable tool methods and completed in the shallow Qva
aquifer at a depth of about 250 feet. The other well will also be drilled with cable tool to
250 feet but before completing in the Qva, a smaller diameter pilot hole will be advanced
with mud rotary to the deeper Qog aquifer at a depth of about 600 feet. A temporary 8–
inch casing and screen would be set in the Qog and tests completed to assess quantity and
quality relationships.
4
Arlington Attachment 1 Detailed Scope-Phases 1-3_041316.docx
Once the deeper testing has been completed, we will pull the 8-inch, abandon the lower
section of the hole and complete the well in the Qva and complete testing of this zone1.
We have assumed that the City will be interested in using the Qva completions as supply
sources, so we will consider using either 10-inch or 12-inch casing with the shallower
drilling. We have assumed that 20 feet of screen will be used for the deeper Qog
completion and as much as 30 feet of screen for the shallow Qva completions.
Testing at all sites will include step-rate tests to assess well efficiency and 24-hour
constant-rate tests to assess yield potential, aquifer properties, boundary influences, and
water quality.
Water quality testing will include IOCs, VOCs, radionuclides, and coliform bacteria at all
sites. In addition, we will complete SOC testing at the two Qva sites.
We have assumed that the driller will subcontract directly with PGG and that PGG will
solicit competitive bids from two or three qualified firms who specialize in larger
capacity well drilling and testing. We have assumed that the City will make all
arrangement with securing and providing access to drilling sites.
At the conclusion of the drilling and testing program, pertinent data on hydrogeology, well
construction, testing, aquifer characteristics, well yield potential, and water quality will be
summarized in a Phase 2 report. The report will also include a preliminary evaluation of
treatment needs and design concepts along with updated cost information.
City Responsibilities:
Obtain access for all drilling sites.
Install access roads and drilling pads required for drilling operation
Public notice
Right of Entry (ROE)
Deliverables: Up to two completed supply wells in the Qva aquifer and Phase 2 well
construction and testing summary report with updated cost information.
Task 3: Project Management
The details of this task will be similar to Phase 1, Task 1C.
1 Depending on the relative productivity of the Qva and Qog zones as determined through drilling and testing, we
may elect to leave the well completed in the deeper Qog aquifer for water supply purposes. Decisions on final well
completion will be collectively made after consultation with the City and other project team members.
5
Arlington Attachment 1 Detailed Scope-Phases 1-3_041316.docx
PHASE 3: WATER SUPPLY FACILITIES SOURCE APPROVAL AND PROJECT
REPORT
Objective: Based on the analyses and findings of the Phase 1 and 2 scopes of services, assist the
City with source approval and completion of a Project Report consistent with WSDOH
requirements. The Project Report will include a conceptual level sketch of the supply well site
and layout (e.g. piping/building) and a construction cost estimate for the City’s planning
purposes.
Approach: The approach for Phase 3 is divided between the following sequential tasks detailed
below.
Task 3A: Source Approval
Task 3B: Project Report
Task 3C: Project Management
Task 3A: Source Approval
The purpose of this task is to complete Washington State Department of Health (WSDOH)
source approval documentation for the new well.
Source approval documents prepared by BC will be consistent with the requirements of the
WSDOH December 2009 Water System Design Manual, Chapter 246-290 WAC (Group A
Public Water Systems), and other relevant Chapters of the WAC.
The responsibilities of the BC Team and the City for the source water documentation are
summarized below:
BC Team Utilize narrative from Phase 1 Technical Memorandum and Phase 2 exploration findings
to demonstrate the project’s need and evaluation of water supply alternatives A map depicting topography, distances to the well from existing property lines, buildings,
potential sources of contamination, ditches, drainage patterns, and any other natural or
man-made features affecting the quality or quantity of water Verify and document water rights information provided by the City Use analytical modeling to delineate 6 month and 1-, 5-, and 10-year time-of-travel
capture zones for new supply sources. Assess and document potential risks within defined wellhead protection capture zones. Prepare Susceptibility Assessment Forms for new supply wells. Complete contaminant inventory Verify well-site inspection documentation for completeness Verify completeness of the sanitary control area (SCA) under WAC 246-290-135 Verify water well report documentation for completeness Verify pumping test and system data and specifications, and evidence of source capacity
for source approval documentation Review available documentation for completeness for source facility specifications [see
WAC 246-290-120 (4)] Document water quality analyses, which demonstrate compliance with the minimum
coliform bacteria, inorganic chemical, radionuclide (community systems only) and
volatile organic chemical water quality standards established in Chapter 246-290 WAC
6
Arlington Attachment 1 Detailed Scope-Phases 1-3_041316.docx
Document current and potential future treatment processes for adequacy in meeting water
quality standards.
City Assist and provide information as necessary and appropriate, including water system
planning and related information Secure and provide copies of the well-site inspection made by DOH or the local health
jurisdiction representative showing that the location was satisfactory Ensure that documentation of the sanitary control area, including copy of protective
covenant with the county, is complete and in place. Provide this documentation to BC. Provide timely review of draft documents, and documentation regarding any desired
revisions or adjustments prior to completion of the final source approval document.
These draft materials will be made available to the City for review and comment. Following a
draft review workshop with the City, BC Team will respond to client comments, make
appropriate revisions, and prepare complete final draft of source approval documentation.
The approach in this Scope of Work will be confirmed as appropriate by WSDOH staff prior to
the start of work. It is assumed that a Wellhead Protection Plan will be completed as a part of the
next Water System Plan update.
Deliverable: The materials developed in the previous activities above will be submitted as a
single packet to WSDOH. The City will also receive one copy of this final submittal.
Task 3B: Project Report
From the information gained in Phase 1 and Phase 2A, a draft and final Project Report will be
developed for submittal to DOH to gain their approval for the project through the following:
Pertinent information contained in the existing Water System Plan will not be duplicated
in the project Report but will be identified by reference.
The Project Report will conform to the requirements of WAC-246-290-110.
One 4-hour review session in the City’s offices will be held to discuss City review
comments on the draft Project Report.
Review comments will be incorporated and a final version of the Project Report will be
submitted.
This Task also includes a 2-hour meeting with DOH to review their expectations prior to
submittal of the Project Report for their approval.
Task 3C: Project Management
The details of this task will be similar to Phase 1, Task 1C.
001 Water Supply Alt. Investigation 203 $30,027 $609 $55 $30,000 $61,590
Leave Blank and Protected
002 GW Exploration Program 112 $17,679 $336 $109 $468,500*$500,680
Leave Blank and Protected
003 Source Approval and Project Report 398 $55,753 $1,194 $55 $7,500 $64,725
Leave Blank and Protected
GRAND TOTAL 713 $103,459 $2,139 $219 $506,000 $626,995
* Drilling costs are based on a 10" cable tool drilling method for Qva and a direct rotary drill method for Qog for Phase 2. PGG
cost estimates for drilling subcontractor assumes 8% markup.
Company
Vehicle
Pacific
Groundwater
Group Total
Effort Total Effort
Arlington, City of (WA) -- Arlington Groundwater Study
Phase DescriptionPhase
Brown and
Caldwell
Total Labor
Hours
Brown and
Caldwell
Total Labor
Effort APC
City of Arlington
Council Agenda Bill
Item:
WS #8
Attachment
H
COUNCIL MEETING DATE:
May 23, 2016
SUBJECT:
Addendum No. 1 to the 2016 On-Call Construction Inspection Services
ATTACHMENTS:
Scope of Work for Supplement No. 1 to 2016 On-Call Construction Inspection Services.
DEPARTMENT OF ORIGIN
Public Works – Jim Kelly
EXPENDITURES REQUESTED: $30,000
BUDGET CATEGORY: Water Capital Funds
LEGAL REVIEW:
DESCRIPTION:
This addendum is for Perteet, Inc. to provide On-Call Construction Inspection Services for the 2016
City Water Improvement Projects.
HISTORY:
The 2016 Water Utility capital improvement program entails the replacement of approximately
6,300-feet of water main on 5th Street (from McLeod to Alcazar) and on Highland Drive (from SR-9 to
Stillaguamish Ave). This is a lot of capital improvement work that requires detailed inspection, a
level of inspection that may, at times, exceed the Water Utility staff capacity. In addition to the 5th St
and Highland Drive capital improvement projects, there are other developer funded water system
projects and annual water system maintenance projects that require staff attention. As such,
supplemental inspection services will be needed.
The City currently is under contract with Perteet for inspection services for the City’s 2016 Pavement
Preservation work, this supplement will modify the existing contract to include supplemental
inspection services for water main construction.
ALTERNATIVES
Remand to staff for further discussion
Re-advertise for On-Call Construction Inspection services
RECOMMENDED MOTION:
Workshop; discussion only. At the June 6th council meeting the recommended motion will be: “I
move to accept Contract Supplement No. 1 to the Perteet, Inc. Contract for additional 2016 On-Call
Construction Inspection Services and authorize the mayor to sign the addendum, pending final
approval by the City Attorney”.
City of Arlington
Council Agenda Bill
Item:
WS #9
Attachment
I
COUNCIL MEETING DATE:
May 23, 2016
SUBJECT:
April 2016 Financial Report
ATTACHMENTS:
Financial Reports –
Narrative
General Fund Operating Statement
Revenue Charts
Other Fund Operating Statements
DEPARTMENT OF ORIGIN
Finance; Sheri Amundson – Assistant Finance Director 360-403-3426
EXPENDITURES REQUESTED: 0
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
Attached is the April 2016 financial report.
HISTORY:
ALTERNATIVES
RECOMMENDED MOTION:
Workshop; discussion only.
1
2016 April Financial Report – Kristin Garcia, Finance Director
GENERAL FUND
The ending fund balance as of April 30 was $1,102,455, an increase of $353,526 from March. The
fund balance increased as we received a good portion of property taxes for the month of April. We
received $436,651 of property taxes in April bringing the year to date total to $507,781.
Retail sales tax revenues are still running about 4% over where we were this same time last year and
are 34% of budget year to date.
Utility revenues overall are running about 4% over budget as of April 30. Two reasons for this;
1) Natural gas is seasonal with higher revenues in the colder months, therefore Jan – April revenue
is typically higher than in summer months. Overall we’re on track to meet budget.
2) Electricity revenue budget for 2016 is potentially conservative based on final numbers for 2015.
2015 revenues were just over $1 million and in 2016 we budgeted $927,000. Year to date we’re at
42% of budget! I expect that we’ll exceed our revenue target for 2016.
Miscellaneous revenues are exceeding budget because year to date we’ve received $19,263 in drug
seizure money which exceeds budget by over $12,000. Drug seizure money is re‐invested into
training, equipment and other public safety needs specific to the police department.
OTHER FUNDS
Streets Fund – received $9,460.03 in multi‐modal funding. This was a new revenue source part of
the ESSB 5987 transportation package that was passed during last year’s legislative session. The
distribution will come quarterly and is based on a per capita basis. Our budget did include $27,000
for this revenue source and based on the initial distribution that we received in April, we may
exceed budget by year end. These revenues are restricted for transportation purposes.
EMS Fund – At the end of April, the ending fund balance was $4,827. No additional loans were
required for April! The outstanding loan balance remains at $495,346. Accrued interest year to
date is $618.80. Repayment or partial repayment of the loan will be considered once May EMS tax
levies are received.
REET 1 and REET 2 Funds – the state made an error in their distribution of real estate excise taxes to
the city in April. We received $16,280.54 for the month of April (equally distributed to each REET
fund). The state should have distributed $1,548.54. $14,732 will be refunded to the state and will
be reflected as a reduction in May revenues. The refunded amount will be equally distributed to
each fund.