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HomeMy WebLinkAbout06-06-2016 Council Meeting SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403-3441 or 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 INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS Smokey Point Clean Up organizers -Mayor Barb Tolbert SWEARING IN Kyle Strand, Police Officer Peter Barrett, Police Sergeant Jonathan Ventura - City Attorney Steve Peiffle PROCLAMATIONS General Aviation Month - Chris Raezer ATTACHMENT A PUBLIC COMMENT For members of the public to speak to the Council regarding matters NOT on the agenda. Please limit remarks to three minutes. CONSENT AGENDA Mayor Pro Tem Debora Nelson 1. Minutes of the May 16 and May 23, 2016 Council Meetings ATTACHMENT B 2. Accounts Payable 3. Bid Awards for 2016 Striping and Thermoplastics ATTACHMENT C 4. Master Service Agreement for O'Neill Service Group for ATTACHMENT D Development Reviews PUBLIC HEARING NEW BUSINESS 1. Employment Agreement for Police Chief ATTACHMENT E Staff Presentation: Paul Ellis Council Liaison: Mayor Pro Tem Debora Nelson Arlington City Council Meeting Monday, June 6, 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. 2. Award of Contract for Comprehensive Salary Survey ATTACHMENT F Staff Presentation: Paul Ellis Council Liaison: Mayor Pro Tem Debora Nelson 3. Acceptance of FAA Grant Award for Design of ATTACHMENT G Taxiway Charlie lighting Staff Presentation: Tim Mensonides Council Liaison: Chris Raezer 4. Bid Award for 2016 Water Improvement Project ATTACHMENT H Staff Presentation: Jim Kelly Council Liaison: Mike Hopson 5. Bid Award for 2016 Pavement Preservation Project ATTACHMENT I Staff Presentation: Eric Scott Council Liaison: Mike Hopson 6. Contract with Brown/Caldwell for Development of New ATTACHMENT J Water Source (Water Well) Staff Presentation: Jim Kelly Council Liaison: Mike Hopson 7. Addendum No.1 to Construction Inspection Contract with Perteet ATTACHMENT K Staff Presentation: Jim Kelly Council Liaison: Mike Hopson SWEARING IN Jonathan Ventura, Police Chief City Attorney Steve Peiffle DISCUSSION ITEMS INFORMATION ADMINISTRATOR & STAFF REPORTS MAYOR’S REPORT COUNCIL MEMBER REPORTS – OPTIONAL EXECUTIVE SESSION RECONVENE ADJOURNMENT Mayor Barb Tolbert Proclamation General Aviation Appreciation Month WHEREAS, general aviation and the Arlington Municipal Airport have an immense economic impact on Arlington; and WHEREAS, general aviation not only supports Arlington's economy, it improves overall quality of life by supporting emergency medical and healthcare services, law enforcement, firefighting and disaster relief, and by transporting business travelers to their destinations quickly and safely; and WHEREAS, according to the Washington State Department of Transportation Aviation Division, Arlington, Washington is home to 580 based aircraft; and WHEREAS, according to the Washington State Department of Transportation Aviation Division, Arlington, Washington is also home to over 600 pilots with over 133,000 operations annually; and WHEREAS, according to the 2012 Aviation Economic Impact Study performed by WSDOT, Arlington Municipal Airport supports over 1,000 aviation jobs, representing a total labor impact of over $48 million and a total output income of over $148 million in economic activity; and WHEREAS, the Arlington Fly-In celebrates all facets of general aviation, providing aviation education to over 35,000 annual attendees, generating well over $2 million in direct spending in the community. NOW THEREFORE, I, Barbara Tolbert, Mayor of the City of Arlington, do hereby proclaim June as GENERAL AVIATION APPRECIATION MONTH in the City of Arlington and declare general aviation a vital strategic resource to the City of Arlington. _________________________________ Barbara Tolbert, Mayor DRAFT Page 1 of 2 Council Chambers 110 East Third May 16, 2016 City Council Members Present by Roll Call: Mike Hopson, Jan Schuette, Debora Nelson, Chris Raezer, Jesica Stickles, and Marilyn Oertle Council Members Absent: Sue Weiss (excused) City Staff Present: Mayor Barbara Tolbert, Paul Ellis, Kristin Garcia, Kristin Banfield, Jim Kelly, Kris Wallace, Sheri Amundson, Jonathan Ventura, Bruce Stedman, Chris Young, Deana Dean, and Steve Peiffle – City Attorney. Also Known to be Present: Cassie Franklin, Jonalyn Woolf-Ivory, Kathy Bullene, Holly Sloan- Buchanan, Kirk Boxleitner Mayor Barbara Tolbert called the meeting to order at 7:00 p.m. and the pledge of allegiance followed. APPROVAL OF THE AGENDA Debora Nelson moved to approve the Agenda. Chris Raezer seconded the motion which passed with a unanimous vote. INTRODUCTIONS OF SPECIAL GUESTS AND PRESENTATIONS Cassie Franklin from Cocoon House spoke regarding youth homelessness, what Cocoon House does including street outreach, and solutions in other communities. Jonalyn Woolf-Ivory from Sno-Isle Library spoke regarding the Sno-Isle Libraries Capital Facilities Plan. PROCLAMATIONS Public Works Week Proclamation read by Councilmember Hopson. National Police Week Proclamation read by Councilmember Oertle. National EMS Week Proclamation read by Councilmember Stickles. PUBLIC COMMENT Riley Ford and Crystal Oliver spoke to homelessness in Arlington. CONSENT AGENDA Debora Nelson moved and Mike Hopson seconded the motion to approve the Consent Agenda which was unanimously carried to approve the following Consent Agenda items: 1. Minutes of the May 2 and May 9, 2016 Council Meetings 2. Accounts Payable: EFT Payments & Claims Checks #87154 through #87282 dated May 3, 2016 through May 16, 2016 in the amount of $1,677,080.30. 3. Resolution authorizing application for Recreation and Conservation Office (RCO) Grant for Haller Park Minutes of the Arlington Cit Council Meetin Minutes of the City of Arlington City Council Meeting May 16, 2016 Page 2 of 2 4. Ordinance adopting revisions to the City’s park regulations to permit limited consumption of beer and wine in certain city parks. 5. Acceptance of three pieces of public art into the City’s Public Art Collection. PUBLIC HEARING NEW BUSINESS Ordinance adopting Transportation 2035 Comprehensive Plan, 2016 Update Public Works Director Jim Kelly requested council approve the proposed ordinance adopting Transportation 2035 Comprehensive Plan, 2016 Update, per the recommendation by the City’s Planning Commission. Debora Nelson moved and Jan Schuette seconded the motion to approve the ordinance adopting the City of Arlington Transportation 2035 Plan, 2016 Update. The motion was approved by a unanimous vote. Resolution adopting the 2016 Preliminary Comprehensive Plan Amendment Docket Community & Economic Development Director Chris Young requested council adopt the proposed resolution adopting 2016 Preliminary Comprehensive Plan Amendment Docket per the recommendation by the City’s Planning Commission. Chris Raezer moved and Marilyn Oertle seconded the motion to approve the resolution to finalize the 2016 Preliminary Docket. The motion was approved by a unanimous vote. Chris Young then provided an update on the Arlington 3 area. Discussion followed. Approval of appointments to the Parks, Arts and Recreation Commission City Administrator Paul Ellis requested council approve the appointments of Jennifer Egger to fill the vacancy left by Taira Knee and to re-appoint Brittany Kleinman to her expired term. Mike Hopson moved and Jesica Stickles seconded the motion to confirm the appointment of Jennifer Egger to the Park, Arts and Recreation Commission and reappoint Brittany Kleinman to the Park, Arts and Recreation Commission. The motion was approved by a unanimous vote. ADMINISTRATOR & STAFF REPORTS None. COUNCIL MEMBER REPORTS Mike Hopson, Jan Schuette, Chris Raezer, Jesica Stickles, and Marilyn Oertle gave brief reports while Debora Nelson had nothing to report at this time. MAYOR’S REPORT Mayor Tolbert spoke regarding the Smokey Point Cleanup held on May 14, 2016 and the upcoming Mud Hut (Youth Dynamics) fundraiser on Friday May 20, 2016. EXECUTIVE SESSION None. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 8:28 p.m. ____________________________ Barbara Tolbert, Mayor DRAFT Page 1 of 2 Council Chambers 110 East Third Street May 23, 2016 Councilmembers Present: Mike Hopson, Jan Schuette, Debora Nelson, Chris Raezer, Sue Weiss, Jesica Stickles, and Marilyn Oertle Council Members Absent: None Staff Present: Mayor Barbara Tolbert, Paul Ellis, Kristin Banfield, Sheri Amundson, Marc Hayes, Kris Wallace, Eric Scott, Tim Mensonides, Lorene Parker, Jay Downing, Jonathan Ventura, Wendy Van Der Meersche, and City Attorney Steve Peiffle. Also Known to be Present: Kirk Boxleitner, Sarah Arney, Chris Tauzin Mayor Tolbert called the meeting to order at 7:00 p.m. and the pledge of allegiance followed. Mayor Pro Tem Debora Nelson moved to approve the agenda; Chris Raezer seconded the motion, which passed with a unanimous vote. WORKSHOP ITEMS – NO ACTION WAS TAKEN Award of Contract for Comprehensive Salary Survey City Administrator Paul Ellis spoke regarding staff’s recommendation of awarding a contract for comprehensive salary survey to McGrath Human Resources Group. Discussion followed with Paul answering council questions. Acceptance of FAA Grant Award for Design of Taxiway Charlie Lighting Airport Operations Coordinator Tim Mensonides spoke regarding a request for a grant acceptance for the Taxiway Charlie Lighting Project. Discussion followed with Tim answering council questions. Bid Awards for 2016 Striping and Thermoplastics Maintenance and Operations Supervisor Jay Downing spoke regarding annual application of thermoplastic traffic markings and road striping. 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. Stripe Rite, Inc. came in as the low bidder. Discussion followed with Jay answering council questions. This item was approved for June 6th meeting’s consent agenda. Master Service Agreement for O'Neill Service Group for Development Reviews Permit Center Manager Marc Hayes spoke about staff’s recommendation to use the professional consulting services of O’Neill Consulting Group (OSG) primarily for storm draining reviews of development projects, a reimbursable expense through permit fees. Discussion followed with Marc answering council questions. This item was approved for June 6th meeting’s consent agenda. Bid Award for 2016 Water Improvement Project City Engineer Eric Scott spoke regarding an apparent low bid for the 2016 Water Improvement Project, and staff’s recommendation to award the project to Reece Construction. Bid Award for 2016 Pavement Preservation Project Eric Scott spoke regarding a May 24, 2016 bid opening for the 2016 Pavement Preservation Project. Discussion followed with Eric answering council questions. Minutes of the Arlington City Council Workshop Minutes of the City of Arlington City Council Workshop May 23, 2016 Page 2 of 2 Contract with Brown/Caldwell for development of New Water Source (water well) Eric Scott spoke regarding a new project that entails the permitting and developing of a new potable groundwater source, and staff’s request to enter into a contract with Brown & Caldwell for consulting and well drilling services to support the first phases of this project. Discussion followed with Eric answering council questions. Addendum No.1 to Construction Inspection Contract with Perteet Eric Scott spoke of an addendum to the 2016 On-Call Construction Inspection Services for Perteet, Inc. to provide on-call construction inspection services to the 2016 city water improvement projects. Discussion followed with Eric answering council questions. April 2016 Financial Report Assistant Finance Director Sheri Amundson reviewed he April 2016 Financial Report. Discussion followed with Sheri answering council questions. Miscellaneous Council Items None Public Comment Chris Tauzin from Smokey Point Distributing presented a display and provided handouts requesting an additional monument sign at the business’s new site. She was instructed to work with the permit center, and request a sign code variance, which is approved by the planning staff. Planning staff’s decision can be appealed to the hearing examiner. Executive Session City Attorney Steve Peiffle indicated the need for an Executive Session to review the performance of a public employee [RCW 42.30.110(1)(g)] to last approximately 15 minutes. 7:56 Council in recess. 8:06 Council reconvened. The meeting was adjourned at 8:06 p.m. ____________________________ Barbara Tolbert, Mayor City of Arlington Council Agenda Bill Item: CA #3 Attachment C COUNCIL MEETING DATE: June 6, 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: CA #3 Attachment B ALTERNATIVES Approve staff’s recommendation with modifications Table staff’s recommendation Deny staff’s recommendation RECOMMENDED MOTION: I move to approve the contract with Stripe Rite, Inc., and authorize the Mayor to sign the contract. City of Arlington Council Agenda Bill Item: CA #4 Attachment D COUNCIL MEETING DATE: June 6, 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 Service 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: 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: NB #1 Attachment E COUNCIL MEETING DATE: June 6, 2016 SUBJECT: Employment agreement for police chief ATTACHMENTS: Police Chief Employment Agreement DEPARTMENT OF ORIGIN Administration; Paul Ellis EXPENDITURES REQUESTED: Budgeted BUDGET CATEGORY: Police LEGAL REVIEW: DESCRIPTION: Council is requested to approve the emplo ment a reement with Jonathan Ventura to serve as Police Chief in accordance with AMC 2.32.030. HISTORY: The Police Chief is a contract position appointed by the Mayor and subject to confirmation by the City Council. ALTERNATIVES None RECOMMENDED MOTION: I move to approve the employment agreement for Jonathan Ventura to serve as Police Chief. 1 Employment Contract   CITY OF ARLINGTON EMPLOYMENT AGREEMENT THIS EMPLOYMENT AGREEMENT (the “Agreement”), is made and entered into this 1st day of June, 2016, by and between JONATHAN VENTURA (“Employee”) and the CITY OF ARLINGTON (“Employer”). In consideration of the mutual covenants herein contained, Employee and Employer acknowledge and agree as follows: I. Employment and Term of Employment. Effective as of the date hereof Employee shall faithfully and competently and to the best of his abilities, serve Employer as Police Chief, subject to the general supervision and direction City Administrator, and he shall devote his working time to the duties and responsibilities as set forth in Arlington Municipal Code Chapter 2.32. This employment agreement shall be for a term of two years from the date of signing. II. Compensation; Base Salary; Adjustment to Base Salary. As compensation of Employee’s services under this Agreement, Employer shall pay and Employee shall accept a base salary, before all customary payroll deductions, of $137,232.00 annually (paid in equal monthly installments) for each six months of this Agreement (Salary Range 64L). At month seven the salary would be adjusted to $141,360.00 annually (Salary Range 64M) and remain in effect for the deration of this agreement. Any additional compensation will follow all policies as set out in the Employer’s Employment Policies and Procedures. III. Benefits. During the term of the Employee’s employment pursuant to this Agreement, Employer shall provide Employee with employment benefits of such kind and nature as are offered to all City management employees and described in Employer’s Employment Policies and Procedures, as the same now exists or may from time to time hereafter be amended. Employer shall provide Employee with the following benefits: a. Vacation and Holidays. Employee shall accrue vacation hours at a rate of 18 hours per month during the term of this Agreement (27 days per year). The maximum vacation of balance of 320 hours may be carried over from year to year, as described in the Employer’s Employment Policies and Procedures. Employee shall be authorized holiday leave as provided to other full-time employees through the Employer’s Employment Policies and Procedures. b. Sick Leave. Employee shall accrue sick leave at the rate of eight (8) hours per calendar month of employment as provided in the Employer’s Employment Policies and Procedures. The maximum sick balance at any given time is 1,000 hours. c. Insurance Benefits. Employer shall provide Employee with insurance benefits consistent with those provided to all other management employees and pursuant to the Employer’s Employment Policies and Procedures. 2 Employment Contract   d. Retirement. Employer shall make reasonable and customary contributions on the Employee’s behalf to the Law Enforcement Officers’ and Fire Fighters’ Retirement System (LEOFF) Plan 2. e. Professional Memberships. Employer shall pay the professional dues and subscriptions necessary for Employee’s continued participation in national, regional, state, and local professional associations and organizations necessary and desirable for his continued professional growth and advancement, and for the good of Employer. Expenses incurred shall be subject to limitations established by the Employer’s annual budget. f. Professional Conferences. Employer shall pay the conference tuition, travel, food, lodging and incidental expenses of Employee for professional and official travel, meetings and occasions relating to Employer business as approved according to Employer’s policies. Expenses incurred shall be subject to limitations established by the Employer’s annual budget. g. Civic organizations. Employer shall pay the annual dues and expenses of Employee for membership in such area civic organizations as Employee may choose to join. Expenses incurred shall be subject to limitations established by the Employer’s annual budget. h. Equipment. Employee shall be issued a police department vehicle for his use in performing his duties under the term of this Agreement, including, without limitation, a take-home car. Employee shall also be issued all necessary and required personal protective equipment for performance of his duties under the terms of this Agreement. I. The employee is eligible to participate in the Tuition Reimbursement Program to complete a Master’s Degree. Reimbursement of up to $247.50 per credit for a total of 36 credits, subject to the provisions in the Employer’s Employment Policies and Procedures. IV. Termination of Employment. Employee’s employment may be terminated before the expiration of the term of this Agreement only as follows: a. Employee’s employment pursuant to this Agreement shall terminate automatically upon the death of the Employee. Promptly thereafter, Employer shall pay the Employee’s estate Employee’s base salary at the then current rate through the date of death, plus a lump sum cash payment in an amount equal to Employee’s accrued but unused vacation time and one-third of his accrued sick leave, up to a maximum of 240 hours, all as provided in the Employer’s Employment Policies and Procedures. 3 Employment Contract   b. Employee may terminate his employment pursuant to this Agreement upon no less than thirty (30) days prior written notice to the Employer, which notice requirement may be waived in whole or in part by the Mayor with the consent of the Council in their sole discretion. Promptly following the effective date of Employee’s termination of his employment pursuant to this section Employer shall pay to Employee his base salary through the effective date of termination, at the then current rate, plus a lump sum cash payment in an amount equal to Employee’s accrued unused vacation time and one-third of his accrued sick leave, up to a maximum of 240 hours, all as provided in the Employer’s Employment Policies and Procedures. c. Employee’s employment pursuant to his Agreement may be terminated at any time in the sole and exclusive discretion of Employer for any reason or for no reason. Such termination shall only become effective upon thirty (30) days notice given to Employee, and the following provisions: 1. If such termination is not for cause, as that term is defined herein, then Employee shall receive his base salary to the effective date of his termination, plus a lump sum cash payment in an amount equal to the sum of Employee’s accrued, unused vacation time and one-third of unused sick leave, up to a maximum of 240 hours, all as provided in Employer’s Employment Policies and Procedures. Employee shall further receive severance pay in the amount of four months of the Employee’s salary. All severance pay shall be paid monthly unless otherwise agreed by both parties and is subject to usual and customary withholding. 2. If such termination is for cause, as that term is defined herein, the Employer shall within thirty (30) days after the effective date of termination of Employee’s employment pursuant to this subsection pay to Employee his base salary through the date of termination, plus lump sum cash payment in an amount equivalent to his accrued but unused vacation time. “Cause” shall be limited to the following: i. Material breach of this Agreement or misconduct by Employee. A determination of “cause” as described in this section shall be within the province of the Employer; provided, however, unless and until Employee has been given written notice from the Mayor of the particular breach, duties, instructions, policies or directives he has failed to follow, or the particular respect in which his conduct has been found wanting or unacceptable and given a reasonable opportunity to correct his actions (if correctable), Employee may not be terminated for cause. Employee’s failure or refusal to carry out, implement, or adhere to unlawful policies, directives, duties, or instructions which are not reasonably capable of being performed generally, or specifically by him, shall under no circumstances constitute cause. 4 Employment Contract   ii. Unreasonable neglect or refusal to perform the duties and responsibilities assigned to Employee, or failure to provide an acceptable quality of professional service. “Acceptable quality of professional service” means a quality that would be generally acceptable in the law enforcement community in a Washington city of size comparable to Arlington. Further, performance conforming to LESA standards for certification of a law enforcement agency shall be presumed to be “acceptable”. Unless and until Employee has been given written notice from the Mayor of the particular breach, duties, instructions, policies or directives he has failed to follow, or the particular respect in which his conduct has been found wanting or unacceptable and given a reasonable opportunity to correct his actions (if correctable), Employee may not be terminated for cause. Employee’s failure or refusal to carry out, implement, or adhere to unlawful policies, directives, duties, or instructions which are not reasonably capable of being performed generally, or specifically by him, shall under no circumstances constitute cause. iii. An arrest for a criminal offense, the filing of a complaint, information or indictment alleging a crime, or a conviction of any crime. “Arrest” does not include a mere Terry stop, traffic stop, field identification and release, or being held in an alleged domestic violence incident if the incident is dismissed by a court within 10 days. Cause as defined in subparagraph 2(iii) shall be grounds for immediate termination and Employee shall not be entitled to notice. d. Immediately upon the effective date of termination of employee, Employee shall cease to perform any activities on behalf of, and will cease to hold himself out as representing Employer, and will forfeit and return all Employer issued equipment and other Employer owned property assigned to, or in the possession of the Employee. V. Provisions of General Applicability a. Performance Evaluations. The City Administrator shall conduct a performance review, at least annually, and not later than December 31 of any year. b. Amendment. No amendment or modification of this Agreement shall become effective unless authorized by the City Council and made in writing and signed by both Employer and Employee. c. Integration. Except for documents expressly referred to within this contract, which are hereby incorporated by reference as though fully set forth herein, this document expresses the complete agreement between Employer and Employee, and they have not entered into any other agreements, either oral or written. 5 Employment Contract   d. Severability. To the extent any provision of this Agreement shall be found invalid or unenforceable, it shall be considered deleted here from, and the remainder of such provision and of this Agreement shall be unaffected and shall continue in full force and effect. e. Notice. All notices required or permitted to the given hereunder shall be in writing and shall be given to the parties addressed as follows: To Employee: Jonathan Ventura 3225 264th St NE Arlington, WA 98223 To Employer: Mayor Barbara Tolbert 238 N. Olympic Avenue Arlington, WA 98223 Or at such other address as a party may be noticed direct. Notices shall be deemed given only upon personal service on the party or upon confirmation of receipt by US Mail, certified mail, return receipt requested. CITY OF ARLINGTON Employee __________________________ ______________________________ Barbara Tolbert, Mayor Jonathan Ventura Approved as to form: ____________________________ Steven J. Peiffle City Attorney City of Arlington Council Agenda Bill Item: NB #2 Attachment F COUNCIL MEETING DATE: June 6, 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: $21,747 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 early 2000s. ALTERNATIVES RECOMMENDED MOTION: I move to approve the contract with McGrath Human Resources Group and authorize the Mayor to sign the contract. City of Arlington Council Agenda Bill Item: NB #3 Attachment G COUNCIL MEETING DATE: June 6, 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: NB #3 Attachment G ALTERNATIVES Approve staff’s recommendation with modifications Deny staff’s recommendation Table staff’s recommendation RECOMMENDED MOTION: 1. I move to approve the FAA Grant Offer and authorize the Mayor to sign it, subject to final review by the City Attorney. 2. If the Airport is awarded a WSDOT Grant offer for the Taxiway Charlie project, I authorize the Mayor and City Staff to sign them and any other documentation pertaining to the grants, subject to final review by the City Attorney. 3. 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, subject to final review by the City Attorney. 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: NB #4 Attachment H COUNCIL MEETING DATE: June 6, 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 –Jim Kelly 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 $1,465,911.24. The bid has been qualified by staff. ALTERNATIVES Reject Bids, re-advertise the project Remand to staff for further evaluation RECOMMENDED MOTION: I move to award the 2016 Water Improvement Project to Reece Construction and authorize the Mayor to sign the Construction Contract, pending review by the City Attorney.   Item  No. DESCRIPTION  WSDOT  Spec        Ref  Sect. Approx.  Quantity Unit Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price PREPARATION   1 MOBILIZATION / DEMOBILIZATION 1‐09. 1 L.S. 52,700.00$          52,700.00$             82,000.00$          82,000.00$            65,500.00$          65,500.00$            172,130.09$        172,130.09$          2 SPCC PLAN 1‐07. 1 L.S. 1,000.00$            1,000.00$               1,000.00$            1,000.00$              250.00$               250.00$                  840.00$               840.00$                  3 TEMPORARY TRAFFIC CONTROL 1‐10 SP 1 L.S. 14,000.00$          14,000.00$             135,000.00$        135,000.00$          57,500.00$          57,500.00$            124,080.00$        124,080.00$          4 SHORING OR EXTRA EXCAVATION CLASS A 2‐09. 1 EACH 5,000.00$            5,000.00$               500.00$               500.00$                 500.00$               500.00$                  7,920.00$            7,920.00$               5 EROSION CONTROL 8‐01 SP 1 EACH 2,500.00$            2,500.00$               5,500.00$            5,500.00$              9,000.00$            9,000.00$              24,000.00$          24,000.00$             6 REMOVING HYDRANT 2‐02 SP 6 EACH 400.00$               2,400.00$               1,800.00$            10,800.00$            900.00$               5,400.00$              927.00$               5,562.00$               7 REMOVING WATER METER 2‐02 SP 103 EACH 200.00$               20,600.00$             200.00$               20,600.00$            114.00$               11,742.00$            83.00$                  8,549.00$               8 DUCTILE IRON PIPE FOR WATER MAIN 6" DIAM. 7‐09. 260 L.F. 80.00$                  20,800.00$             61.50$                  15,990.00$            103.00$               26,780.00$            105.39$               27,401.40$             9 DUCTILE IRON PIPE FOR WATER MAIN 8" DIAM. 7‐09. 1610 L.F. 100.00$               161,000.00$          87.00$                  140,070.00$          95.50$                  153,755.00$          98.03$                  157,828.30$          10 DUCTILE IRON PIPE FOR WATER MAIN 10" DIAM. 7‐09. 4520 L.F. 120.00$               542,400.00$          124.00$               560,480.00$          110.00$               497,200.00$          128.65$               581,498.00$          11 HPDE PIPE FOR WATER MAIN 2" DIAM. 7‐09 SP 1130 L.F. 40.00$                  45,200.00$             20.00$                  22,600.00$            66.00$                  74,580.00$            24.76$                  27,978.80$             12 CONNECTION TO EXISTING WATER MAIN 7‐09 SP 23 EACH 1,000.00$            23,000.00$             2,800.00$            64,400.00$            2,400.00$            55,200.00$            1,126.36$            25,906.28$             13 REUSE OF NATIVE BACKFILL 7‐09 SP 6390 L.F.‐$                       ‐$                         (17.00)$                (108,630.00)$        13.00$                  83,070.00$            17.51$                  111,888.90$          14 GATE VALVE 6" 7‐12. 7 EACH 1,000.00$            7,000.00$               1,300.00$            9,100.00$              846.00$               5,922.00$              1,317.05$            9,219.35$               15 GATE VALVE 8" 7‐12. 13 EACH 1,200.00$            15,600.00$             1,600.00$            20,800.00$            1,160.00$            15,080.00$            1,678.20$            21,816.60$             16 GATE VALVE 12" 7‐12. 24 EACH 1,900.00$            45,600.00$             2,500.00$            60,000.00$            1,970.00$            47,280.00$            2,621.34$            62,912.16$             17 HYDRANT ASSEMBLY 7‐14 SP 7 EACH 4,500.00$            31,500.00$             5,600.00$            39,200.00$            4,350.00$            30,450.00$            4,876.65$            34,136.55$             18 SERVICE CONNECTION 1‐1/2 IN. DIAM. 7‐15 SP 1 EACH 1,800.00$            1,800.00$               2,800.00$            2,800.00$              4,260.00$            4,260.00$              3,496.18$            3,496.18$               19 SERVICE CONNECTION 2 IN. DIAM. 7‐15 SP 1 EACH 2,800.00$            2,800.00$               2,500.00$            2,500.00$              4,100.00$            4,100.00$              3,208.23$            3,208.23$               20 SERVICE CONNECTION 5/8 IN.DIAM. (LONG SIDE) 7‐15 SP 36 EACH 1,800.00$            64,800.00$             1,100.00$            39,600.00$            2,585.00$            93,060.00$            1,313.25$            47,277.00$             21 SERVICE CONNECTION 5/8 IN.DIAM. (SHORT SIDE) 7‐15 SP 65 EACH 1,400.00$            91,000.00$             1,300.00$            84,500.00$            2,050.00$            133,250.00$          1,746.96$            113,552.40$          22 SERVICE RECONNECTION 5/8 IN DIAM. 7‐15 SP 10 EACH 300.00$               3,000.00$               1,800.00$            18,000.00$            1,720.00$            17,200.00$            1,046.12$            10,461.20$             23 I IN. HDPE WATER SERVICE PIPE 7‐15 SP 300 L.F. 15.00$                  4,500.00$               45.00$                  13,500.00$            37.00$                  11,100.00$            46.66$                  13,998.00$             24 SERVICE PRESSURE REDUCING VALVE 7‐15 SP 6 EACH 500.00$               3,000.00$               1,300.00$            7,800.00$              665.00$               3,990.00$              1,183.19$            7,099.14$               25 CEMENT CONC. DRIVEWAY ENTRANCE TYPE RES. 8‐06 SP 110 S.Y. 75.00$                  8,250.00$               93.00$                  10,230.00$            111.50$               12,265.00$            118.43$               13,027.30$             26 CEMENT CONC. SIDEWALK 8‐14 SP 90 L.F. 65.00$                  5,850.00$               250.00$               22,500.00$            110.00$               9,900.00$              213.67$               19,230.30$             27 MONUMENT CASE AND COVER 8‐13 SP 1 EACH 1,000.00$            1,000.00$               700.00$               700.00$                 2,500.00$            2,500.00$              1,800.00$            1,800.00$               28 RECORD DRAWINGS (min $2,000) 1‐05 SP 1 L.S. 2,000.00$            2,000.00$               2,100.00$            2,100.00$              2,000.00$            2,000.00$              3,600.00$            3,600.00$               29 UNFORSEEN CONDITIONS FORCE ACCOUNT 1‐09 SP 60,000 EST. 1.00$                    60,000.00$             1.00$                    60,000.00$            1.00$                    60,000.00$            1.00$                    60,000.00$             1,238,300.00$       1,343,640.00$      1,492,834.00$       1,700,417.18$       112,685.30$          122,271.24$          135,847.89$          154,737.96$          1,350,985.30$       1,465,911.24$      1,628,681.89$      1,855,155.14$       SRV Construction Faber Construction   2016 Water Improvements Project ‐ Option 1 Construction Estimate Apparent Low Bidder  Reece Construction May 17, 2016 SUBTOTAL  SALES TAX (9.1%)  TOTAL BID OPTION 1 City of Arlington Council Agenda Bill Item: NB #5 Attachment I COUNCIL MEETING DATE: June 6, 2016 SUBJECT: Low bid award for the 2016 Pavement Preservation Project ATTACHMENTS: Bid Tabulation from May 24, 2016 Bid Opening DEPARTMENT OF ORIGIN Public Works –Eric Scott EXPENDITURES REQUESTED: $1,456,243.17 (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 were opened on Tuesday May 24th. A bid tabulation is attached. HISTORY: The 2016 Pavement Preservation project was advertised for bid in May with a Construction Estimate of $1,560,000.00. This project is being coordinated with the Water Department’s 2016 Water improvements on 5th Avenue and Highland Drive. All impacted neighborhood public streets will be resurfaced after completion of the water main installation. In addition, pavement preservation will be completed on Cemetery Road, and 59th Avenue as an additive alternate, pending bid results. This work is being completed in accordance with the Transportation Benefit District’s 2016 pavement overlay program. ALTERNATIVES Reject Bids, re-advertise the project Remand to staff for further evaluation RECOMMENDED MOTION: I move to award the 2016 Pavement Preservation Project to Cemex and authorize the Mayor to sign the Construction Contract, pending review by the City Attorney.   Item  No. DESCRIPTION  WSDOT  Standard  Item No.  WSDOT  Spec        Ref  Sect. Approx.  Quantity Unit Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price PREPARATION   101 MOBILIZATION / DEMOBILIZATION 0001 1‐09.7 1 L.S. 160,000.00$        160,000.00$          83,000.00$          83,000.00$            135,000.00$        135,000.00$          72,000.00$          72,000.00$             102 INLET PROTECTION 6471 8‐01.5 72 EACH 35.00$                  2,520.00$               50.00$                  3,600.00$              100.00$               7,200.00$              60.00$                  4,320.00$               103 PLANNING BITUMINOUS PAVEMENT 5711 5‐04.5, SP 10470 S.Y. 6.30$                    65,961.00$             6.25$                    65,437.50$            4.00$                    41,880.00$            8.15$                    85,330.50$             104 ROADWAY REMOVAL AND GRADING ‐‐5‐04.5, SP 13420 S.Y. 2.98$                    39,991.60$             6.25$                    83,875.00$            5.50$                    73,810.00$            10.00$                  134,200.00$          105 CRACK SEALING 5703 5‐04.5 100 LF 28.00$                  2,800.00$               33.00$                  3,300.00$              8.00$                    800.00$                  50.00$                  5,000.00$               106 REMOVING CEMENT CONC. SIDEWALK 0100 2‐02.5 512 S.Y. 25.00$                  12,800.00$             35.00$                  17,920.00$            55.00$                  28,160.00$            18.75$                  9,600.00$               107 REMOVING CEMENT CONC. CURB AND GUTTER 0108 2‐02.5 970 LF 7.00$                    6,790.00$               11.00$                  10,670.00$            15.00$                  14,550.00$            8.10$                    7,857.00$               108 REMOVING ASPHALT CONC. PAVEMENT 0120 2‐02.5 399 S.Y. 15.00$                  5,985.00$               25.00$                  9,975.00$              25.00$                  9,975.00$              17.50$                  6,982.50$               109 REMOVING DRAINAGE STRUCTURE 0049 2‐02.6 8 EACH 16.00$                  128.00$                  800.00$               6,400.00$              400.00$               3,200.00$              925.00$               7,400.00$               PAVEMENT   110 HMA FOR PAVEMENT REPAIR CL. 1/2 IN. PG64‐22 5739 5‐04.5 1045 TON 115.00$               120,175.00$          82.00$                  85,690.00$            89.00$                  93,005.00$            125.00$               130,625.00$          111 HMA CL. 1/2 IN. PG64‐22 5767 5‐04.5 7622 TON 80.00$                  609,760.00$          74.00$                  564,028.00$          89.00$                  678,358.00$          86.00$                  655,492.00$          112 HMA FOR PRELEVELING CL. 3/8 IN. PG64‐22 5716 5‐04.5 200 TON 120.00$               24,000.00$             90.00$                  18,000.00$            125.00$               25,000.00$            86.00$                  17,200.00$             113 ASPHALT SHOULDER REPAIR ‐‐5‐04.5, SP 2 EACH 200.00$               400.00$                  100.00$               200.00$                 1,250.00$            2,500.00$              500.00$               1,000.00$               114 CEMENT CONC. TRAFFIC CURB AND GUTTER 6700 8‐04.5 970 LF 60.00$                  58,200.00$             36.00$                  34,920.00$            35.00$                  33,950.00$            69.45$                  67,366.50$             115 CEMENT CONC. GRADE CORRECTION CURB ‐‐8‐04.5, SP 762 LF 45.00$                  34,290.00$             34.00$                  25,908.00$            32.00$                  24,384.00$            58.70$                  44,729.40$             116 DETECTABLE WARNING SURFACE 7054 8‐14.5 579 SF 35.00$                  20,265.00$             33.00$                  19,107.00$            32.00$                  18,528.00$            69.40$                  40,182.60$             117 CEMENT CONC. CURB RAMP TYPE A ‐‐8‐14.5, SP 9 EACH 2,000.00$            18,000.00$             1,980.00$            17,820.00$            1,900.00$            17,100.00$            2,670.00$            24,030.00$             118 CEMENT CONC. CURB RAMP TYPE B ‐‐8‐14.5, SP 11 EACH 2,000.00$            22,000.00$             1,700.00$            18,700.00$            1,600.00$            17,600.00$            2,525.00$            27,775.00$             119 CEMENT CONC. CURB RAMP TYPE C ‐‐8‐14.5, SP 2 EACH 2,000.00$            4,000.00$               1,150.00$            2,300.00$              1,100.00$            2,200.00$              2,300.00$            4,600.00$               120 CEMENT CONC. CURB RAMP TYPE D ‐‐8‐14.5, SP 11 EACH 2,000.00$            22,000.00$             1,980.00$            21,780.00$            1,900.00$            20,900.00$            2,500.00$            27,500.00$             121 CEMENT CONC. CURB RAMP TYPE E ‐‐8‐14.5, SP 1 EACH 2,000.00$            2,000.00$               1,980.00$            1,980.00$              1,900.00$            1,900.00$              2,740.00$            2,740.00$               122 CEMENT CONC. CURB RAMP TYPE F ‐‐8‐14.5, SP 1 EACH 2,000.00$            2,000.00$               1,980.00$            1,980.00$              1,900.00$            1,900.00$              2,740.00$            2,740.00$               123 CEMENT CONC. SIDEWALK 7055 8‐14.5 118 SY 80.00$                  9,440.00$               79.00$                  9,322.00$              80.00$                  9,440.00$              92.65$                  10,932.70$             124 SHOULDER MATERIAL ‐‐2‐11.5, SP 638.4 TON 40.00$                  25,536.00$             50.00$                  31,920.00$            45.00$                  28,728.00$            67.25$                  42,932.40$             125 CRUSHED SURFACING TOP COURSE 5120 4‐04.5 287 TON 40.00$                  11,480.00$             34.00$                  9,758.00$              25.00$                  7,175.00$              34.75$                  9,973.25$               126 DRIVEWAY REPAIR AT SCHOOL DIST. OFFICE ‐‐8, SP 1 L.S. 4,000.00$            4,000.00$               2,300.00$            2,300.00$              2,500.00$            2,500.00$              4,500.00$            4,500.00$               127 123 MARION ST. DRIVEWAY PATCH ‐‐8, SP 1 L.S. 1,500.00$            1,500.00$               800.00$               800.00$                 1,500.00$            1,500.00$              4,000.00$            4,000.00$               128 CEMENT CONC. TRAFFIC CURB 6701 8‐04.5 76 LF 70.00$                  5,320.00$               38.00$                  2,888.00$              37.00$                  2,812.00$              69.00$                  5,244.00$                 TRAFFIC 129 PROJECT TEMPORARY TRAFFIC CONTROL 6971 1‐10.5 1 LS 75,000.00$          75,000.00$             105,000.00$        105,000.00$          165,000.00$        165,000.00$          229,350.00$        229,350.00$          130 PAINT LINE 6806 8‐22.5 39322 LF 0.25$                    9,830.50$               0.22$                    8,650.84$              0.20$                    7,864.40$              0.25$                    9,830.50$               131 PLASTIC WIDE LANE LINE 6828 8‐22.5 350 LF 2.50$                    875.00$                  2.75$                    962.50$                 3.00$                    1,050.00$              3.10$                    1,085.00$               132 PLASTIC CROSSWALK LINE 6857 8‐22.5 3924 SF 6.00$                    23,544.00$             5.00$                    19,620.00$            4.50$                    17,658.00$            5.60$                    21,974.40$             133 PLASTIC LINE STOP 6859 8‐22.5 674 LF 10.00$                  6,740.00$               8.25$                    5,560.50$              8.00$                    5,392.00$              9.30$                    6,268.20$               134 PLASTIC TRAFFIC ARROW 6833 8‐22.5 14 EACH 250.00$               3,500.00$               121.00$               1,694.00$              115.00$               1,610.00$              136.00$               1,904.00$               135 PLASTIC YIELD LINE SYMBOL 9238 8‐22.5 5 EACH 100.00$               500.00$                  83.00$                  415.00$                 80.00$                  400.00$                  93.00$                  465.00$                  136 RAISED PAVEMENT MARKER TYPE 2 6884 8‐22.5 4.775 HUND 500.00$               2,387.50$               423.00$               2,019.83$              390.00$               1,862.25$              500.00$               2,387.50$               STRUCTURE ADJUSTMENT 137 ADJUST MANHOLE 3080 7‐05.5 49 EACH 510.00$               24,990.00$             620.00$               30,380.00$            800.00$               39,200.00$            471.00$               23,079.00$             2016 Pavement Preservation Project ‐ Schedule A Engineer's Estimate Apparent Low Bidder  Cemex Materials May 24, 2016 Granite Construction Lakeside Industries 138 ****NOT USED**** 139 ADJUST CATCH BASIN 3100 7‐05.5 4 EACH 400.00$               1,600.00$               470.00$               1,880.00$              250.00$               1,000.00$              395.00$               1,580.00$               140 ADJUST MONUMENT CASE AND COVER 7380 7‐05.5 6 EACH 200.00$               1,200.00$               322.00$               1,932.00$              200.00$               1,200.00$              325.00$               1,950.00$               141 ADJUST VALVE BOX 6243 7‐05.5 78 EACH 100.00$               7,800.00$               260.00$               20,280.00$            350.00$               27,300.00$            325.00$               25,350.00$             142 REPLACE EXISTING RISERS ‐‐7‐05.5, SP 9 EACH 1,000.00$            9,000.00$               230.00$               2,070.00$              600.00$               5,400.00$              480.00$               4,320.00$               143 LOCKING SOLID METAL COVER AND FRAME FOR MH ‐‐7‐05.5, SP 9 EACH 2,000.00$            18,000.00$             700.00$               6,300.00$              500.00$               4,500.00$              715.00$               6,435.00$               144 CATCH BASIN TYPE 1 3091 7‐05.5 9 EACH 1,600.00$            14,400.00$             2,200.00$            19,800.00$            2,200.00$            19,800.00$            1,550.00$            13,950.00$             145 AWWA C900 PVC STORM PIPE 6‐IN. DIAM.‐‐7‐04.5, SP 130 LF 45.00$                  5,850.00$               45.00$                  5,850.00$              110.00$               14,300.00$            102.00$               13,260.00$             146 STORM DRAIN FITTINGS AND COUPLINGS ‐‐7‐04.5, SP 1 LS 2,000.00$            2,000.00$               7,500.00$            7,500.00$              2,500.00$            2,500.00$              2,850.00$            2,850.00$               147 HIGHLAND DR. DRAINAGE IMPROVEMENTS ‐‐8, SP 1 LS 2,000.00$            2,000.00$               2,000.00$            2,000.00$              9,000.00$            9,000.00$              9,050.00$            9,050.00$               OTHER 148 UNFORSEEN CONDITIONS FORCE ACCOUNT 7715 1‐09.6 60000 EST 1.00$                    60,000.00$             1.00$                    60,000.00$            1.00$                    60,000.00$            1.00$                    60,000.00$             149 SPCC PLAN 7736 1‐07.15(1) 1 LS 500.00$               500.00$                  250.00$               250.00$                 500.00$               500.00$                  650.00$               650.00$                  150 TRIMMING AND CLEANUP 7490 1‐07.15(1) 1 LS 5,000.00$            5,000.00$               500.00$               500.00$                 2,000.00$            2,000.00$              1,250.00$            1,250.00$               1,566,058.60$       1,456,243.17$      1,691,591.65$       1,893,241.45$       1,456,243.17$      1,691,591.65$       1,893,241.45$       Match adjustment from bid SUBTOTAL UTILITIES BID AMOUNT   TOTAL UTILITIES BID City of Arlington Council Agenda Bill Item: NB #6 Attachment J COUNCIL MEETING DATE: June 6, 2016 SUBJECT: Brown & Caldwell – New Water Source ATTACHMENTS: Scope of Work and fee for development of a New Water Source DEPARTMENT OF ORIGIN Public Works – Jim Kelly EXPENDITURES REQUESTED: $ 250,000.00 (2016 Budget) 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: I move to approve the Brown & Caldwell scope of work and fee for development of a New Water Source 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: NB #7 Attachment K COUNCIL MEETING DATE: June 6, 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: I move to accept Supplement No. 1 to the Perteet, Inc. Contract for additional 2016 On-Call Construction Inspection Services and authorize the mayor to sign the supplement, pending final approval by the City Attorney.