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Home My WebLink About03-05-18 Council Meeeting 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 – Kristin APPROVAL OF THE AGENDA Mayor Pro Tem Marilyn Oertle INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS PROCLAMATIONS PUBLIC COMMENT For members of the public who wish to speak to the Council about any matter not on the Public Hearing portion of the meeting. Please limit remarks to three minutes. CONSENT AGENDA Mayor Pro Tem Marilyn Oertle 1. Minutes of the February 12 and February 20, 2018 council meetings ATTACHMENT A 2. Accounts Payable 3. Interlocal Agreement with Region VIII Education Service Center ATTACHMENT B TIPS (The Interlocal Purchasing System) 4. Accept dedication of real property for right of way purposes ATTACHMENT C (the Village at Edgecomb Station) 5. Accept dedication of real property for right of way purposes ATTACHMENT D (Pilot Travel Center) PUBLIC HEARING NEW BUSINESS 1. Accept Airport Commission’s recommendation on the ATTACHMENT E Sale of Hangar 57B Staff Presentation: Steve Peiffle Council Liaison: Jan Schuette Arlington City Council Meeting Monday, March 5, 2018 at 7:00 pm City Council Chambers – 110 E 3rd Street SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403‐3441 or 1‐800‐833‐8388 (TDD only) prior to the meeting date if special accommodations are required. DISCUSSION ITEMS INFORMATION ADMINISTRATOR & STAFF REPORTS MAYOR’S REPORT EXECUTIVE SESSION RECONVENE ADJOURNMENT Mayor Barb Tolbert DRAFT Page 1 of 2 Council Chambers 110 East Third Street February 12, 2018 Councilmembers Present: Mike Hopson, Marilyn Oertle, Debora Nelson, Jesica Stickles, Joshua Roundy and Jan Schuette. Council Members Absent: Sue Weiss. Staff Present: Mayor Barbara Tolbert, Paul Ellis, James Trefry, Jonathan Ventura, Dave Kraski, Kristin Garcia, Kristin Banfield, Bryan Terry, Sheri Amundson and City Attorney Steve Peiffle. Also Known to be Present: Holly Sloan‐Buchanan, Gregg Winter, Mark Everett, Doug Buell, and Mike Britt. Mayor Tolbert called the meeting to order at 7:00 pm, and the pledge of allegiance followed. APPROVAL OF THE AGENDA Mayor Pro Tem Marilyn Oertle moved to approve the agenda as presented. Councilmember Debora Nelson seconded the motion, which passed with a unanimous vote. Introduction of Special Guests and Presentations None. WORKSHOP ITEMS – NO ACTION WAS TAKEN Interlocal Agreement and Memorandum of Understanding for Assistance to Firefighters Grant – Regional Self Contained Breathing Apparatus (SCBA) Submission Acting Fire Chief Dave Kraski reviewed the proposed Interlocal Agreement and Memorandum of Understanding with North County Regional Fire Authority and Camano Island Fire and Rescue for a regional grant submission for the purchase of SCBA equipment. Discussion followed. Interlocal Agreement for Fire Academy Acting Fire Chief Dave Kraski reviewed the proposed Interlocal Agreement with Everett Fire, Marysville Fire, Lake Stevens Fire, Snohomish County Fire District 4, South Snohomish County Fire and Rescue, Snohomish County Fire District 7, Mukilteo Fire, and North County Regional Fire Authority to create a Snohomish County Fire Training Academy. Discussion followed. Minutes of the Arlington City Council Workshop Minutes of the City of Arlington City Council Workshop February 12, 2018 Page 2 of 2 Interlocal Agreement with San Juan County for Data Center Exchange Information Technology Manager Bryan Terry reviewed the proposed Interlocal Agreement with San Juan County to provide data center space exchange for co‐location of equipment. San Juan County would like to store some equipment in our data center for disaster recovery. In return, San Juan County has offered to allow us to co‐locate in their data center if we so choose. Discussion followed. EMS Interfund Loan Finance Director Kristin Garcia reviewed the request to provide an inter‐fund loan from the Growth Fund to the EMS Fund up to $223,915 as authorized in the budget. Discussion followed. 2017 Year End Financial Report Finance Director Kristin Garcia reviewed the 2017 Year End Financial Report and answered Council questions. PUBLIC COMMENT Mark Everett, owner of Arlington Velo Sport, 401 N. Olympic Avenue, Arlington requested additional bike racks in downtown Arlington and suggested the City include it in any grants or funding opportunities for tourism related infrastructure in downtown. He provided Council with a sketch of what he would like to see the bike racks look like. Mr. Everett would also like to be part of the further discussions on the pocket park and innovation center. MAYOR REPORT None. COUNCILMEMBER REPORTS Councilmembers Stickles, Roundy Oertle, Hopson, Nelson and Schuette gave brief reports. EXECUTIVE SESSION None. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 7:42 p.m. ____________________________ Barbara Tolbert, Mayor DRAFT Page 1 of 3 Council Chambers 110 East Third St February 20, 2018 Council Members Present: Mike Hopson, Jan Schuette, Debora Nelson, Joshua Roundy, Sue Weiss, Jesica Stickles, and Marilyn Oertle. Council Members Absent: None. City Staff Present: Paul Ellis, Jonathan Ventura, Dave Kraski, Dave Ryan, Sheri Amundson, Kristin Banfield, Ken Thomas, and City Attorney Steve Peiffle. Also Known to be Present: Heather Logan, Kevin Duncan, Dan Burwell, Doug Buell. Mayor Pro Tem Marilyn Oertle called the meeting to order at 7:00 pm, and the pledge of allegiance followed. APPROVAL OF THE AGENDA Councilmember Jan Schuette requested that New Business Item #3, Acceptance of Airport Commission’s recommendation on the sale of Hangar 57B, be pulled from consideration tonight and discussed at the February 26, 2018 Council Workshop and possible decision on March 5, 2018. Councilmember Debora Nelson moved and Councilmember Sue Weiss seconded the motion to approve the agenda with the removal of New Business #3. The motion passed unanimously. INTRODUCTIONS OF SPECIAL GUESTS AND PRESENTATIONS None. PROCLAMATIONS None. PUBLIC COMMENT Dan Burwell, Glasair Aviation, requested the Council carefully review all the information provided to them by the Airport Commission for the sale of Hangar 57B. CONSENT AGENDA Councilmember Debora Nelson moved and Councilmember Sue Weiss seconded the motion to approve the Consent Agenda which was unanimously carried: Minutes of the Arlington City Council Meeting Minutes of the City of Arlington City Council Meeting February 20, 2018 Page 2 of 3 1. Minutes of the January 29, 2018 Joint Meeting and February 5, 2018 Council meeting, with correction that Councilmember Sue Weiss voted no on the appointment to the Airport Commission. 2. Accounts Payable: Approval of EFT Payments and Claims Checks #92962 through #93058 dated February 6, 2018 through February 20, 2018 for $480,509.10 and approval of EFT Payments and Payroll Checks #29263 through #29272 dated January 1, 2017 through January 31, 2017 for $1,241,597.99. 3. Interlocal Agreement with San Juan County for Data Center Exchange 4. EMS Interfund Loan PUBLIC HEARING Ordinance of the City of Arlington Assuming the Rights, Powers and Duties of the Arlington Transportation Benefit District City Administrator Paul Ellis reviewed the request to hold a public hearing regarding the City’s assumption of the Transportation Benefit District (TBD). In 2013, the Arlington City Council adopted Ordinance 2013‐005 establishing a transportation benefit district for the purpose of funding pavement preservation. RCW Chapter 36.74 authorizes any city with a transportation benefit district (TBD) to assume the rights, powers, functions and obligations of the TBD by adoption of an ordinance. The city must also hold a public hearing to allow for public comment regarding the assumption of the TBD by the city. Mayor Pro Tem Marilyn Oertle opened the public hearing at 7:08 p.m. With no public comment received, Mayor Pro Tem Marilyn Oertle closed the public hearing at 7:09 p.m. Discussion followed. Councilmember Debora Nelson moved and Councilmember Sue Weiss seconded the motion to approve the proposed ordinance assuming the rights, powers, functions and obligations of the Arlington Transportation Benefit District, retroactively to January 1, 2018, pursuant to the authority of RCW 36.74.010. The motion passed unanimously. NEW BUSINESS Interlocal Agreement and Memorandum of Understanding for Assistance to Firefighters Grant – Regional Self Contained Breathing Apparatus (SCBA) Submission Acting Fire Chief Dave Kraski reviewed the proposed interlocal agreement and memorandum of understanding with North County Regional Fire Authority and Camano Island Fire and Rescue for a regional grant submission for the purchase of SCBA equipment. Discussion followed. Councilmember Jesica Stickles moved and Councilmember Debora Nelson seconded the motion to approve the Interlocal Agreement and Memorandum of Understanding to allow Arlington Fire Department to participate in the regional Assistance to Firefighters Grant submission for SCBA equipment. The motion passed unanimously. Interlocal Agreement for Fire Academy Acting Fire Chief Dave Kraski reviewed the proposed Interlocal Agreement with Everett Fire, Marysville Fire, Lake Stevens Fire, Snohomish County Fire District 4, South Snohomish County Fire and Rescue, Snohomish County Fire District 7, Mukilteo Fire, and North County Regional Fire Authority to create a Snohomish County Fire Training Academy. Discussion followed. Councilmember Jesica Stickles moved and Councilmember Debora Nelson Minutes of the City of Arlington City Council Meeting February 20, 2018 Page 3 of 3 seconded the motion to approve the Interlocal Agreement for Snohomish County Fire Training Academy (SCFTA), with the understanding that Council is authorizing this academy for this one time and the one student in 2018 and the participation in this academy is not setting policy for future academy participation. The motion passed unanimously. ADMINISTRATOR & STAFF REPORTS Human Services and Community Outreach Report Police Chief Jonathan Ventura, Outreach Officer Ken Thomas, and consultant Heather Logan provided the Council with an update on the work being done in Arlington to address homelessness, opioid addiction, and other human services needs. Ms. Logan announced the first triennial meeting of north Snohomish County human service providers will be Friday, March 9, 2018. Invitations to the meeting will go out Friday, February 23, 2018. Discussion followed. MAYOR’S REPORT None. EXECUTIVE SESSION None. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 7:40 p.m. ______________________________________ Marilyn Oertle, Mayor Pro Tem City of Arlington Council Agenda Bill Item: CA #3 Attachment B COUNCIL MEETING DATE: March 5, 2018 SUBJECT: Interlocal agreement with Region VIII Education Service Center TIPS (The Interlocal Purchasing System) ATTACHMENTS: Interlocal Agreement and Resolution DEPARTMENT OF ORIGIN Finance; Kurt Patterson – 360‐403‐3454 EXPENDITURES REQUESTED: N/A BUDGET CATEGORY: N/A BUDGETED AMOUNT: 0 LEGAL REVIEW: DESCRIPTION: Council is being asked to give the Mayor authority to sign an interlocal agreement with Region VIII Education Service Center TIPS (The Interlocal Purchasing System) for the purpose of utilizing the program’s collaborative purchasing power. HISTORY: The Central Purchasing Coordinator has found purchasing cooperatives to be a useful tool for purchasing many items used by the City. They offer a wide variety of items that have already been competitively bid thus saving the City time and money. ALTERNATIVES: Remand back to staff for additional information. RECOMMENDED MOTION: I move to approve the interlocal agreement with Region VIII Education Service Center TIPS and authorize the Mayor to sign it. RESOLUTION NO. 2018-XXX 1 RESOLUTION NO. 2018-XXX A RESOLUTION OF THE CITY OF ARLINGTON APPROVING THE TERMS AND CONDITIONS OF AN INTERLOCAL AGREEMENT BETWEEN THE REGION VIII EDUCATION SERVICE CENTER, LEAD AGENCY FOR THE INTERLOCAL PURCHASING SYSTEM (“TIPS”) PROVIDING FOR A COOPERATIVE PURCHASING PROGRAM FOR GOODS AND SERVICES; AND DESIGNATING THE CENTRAL PURCHASING COORDINATOR AS OFFICIAL REPRESENTATIVE OF THE CITY OF ARLINGTON RELATING TO THE PROGRAM WHEREAS, the City Council of the City of Arlington (“City”) has been presented a proposed Interlocal agreement by and between the Region VIII Education Service Center, lead agency for The Interlocal Purchasing System (TIPS), and the City finds said Interlocal to be acceptable and in the best interests of the City and its citizens; and WHEREAS, the City Council of the City of Arlington, WA, pursuant to the authority granted under RCW Chapter 39.34, desires to participate in the described cooperative purchasing program, whose lead agency is Region VIII Education Service Center, and in the opinion of the City participation in the program will be highly beneficial to the taxpayers through the anticipated savings to be realized; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARLINGTON, AS FOLLOWS: 1. The terms and conditions of the Interlocal Agreement has been reviewed by the City Council of the City of Arlington and found to be acceptable and in the best interests of the City and its citizens and is in all respects approved. 2. The Central Purchasing Coordinator of the City, Kurt Patterson, acting under the direction of the City Council, is hereby designated to act for the City of Arlington in all matters relating to The Cooperative Purchasing Network, including the designation of specific contracts in which the City desires to participate. 3. This resolution shall be effective upon its passage and approval. RESOLUTION NO. 2018-XXX 2 APPROVED by the Mayor and City Council of the City of Arlington this ______ day of ____________________, 2018. CITY OF ARLINGTON ____________________________________ Barbara Tolbert, Mayor ATTEST: _________________________________ Kristin Banfield, City Clerk APPROVED AS TO FORM: __________________________________ Steven J. Peiffle, City Attorney City of Arlington Council Agenda Bill Item: CA #4 Attachment C COUNCIL MEETING DATE: March 5, 2018 SUBJECT: Accept dedication of real property for right of way purposes (the Village at Edgecomb Station) ATTACHMENTS: Legal description including exhibit map with area highlighted depicting the proposed deeded property from the Village at Edgecomb Station. DEPARTMENT OF ORIGIN Community and Economic Development – Marc Hayes; 360‐403‐3457 EXPENDITURES REQUESTED: ‐0‐ BUDGET CATEGORY: N/A BUDGETED AMOUNT: N/A LEGAL REVIEW: DESCRIPTION: Acceptance of a strip of real property on 67th Avenue NE and 172nd Street NE, described in Exhibit A for the purpose of widening and improving the existing roadway. HISTORY: Property for right of way purposes related to new development is typically dedicated through the land use process, pursuant to 20.56.170 AMC. ALTERNATIVES: Remand back to staff for additional information. RECOMMENDED MOTION: I move to accept the dedication of the described real properties for public right of way purposes. EXHIBIT A -Legal Description tor Public Right-at-Way Deed PARENT PARCEL THE SOUTHWEST QUARTER OF THE SOUTHWEST QUARTER OF THE SOUTHWEST QUARTER OF SECTION 23, TOWNSHIP 31 NORTH, RANGE 5 EAST OF THE WILLAMETIE MERIDIAN; EXCEPT ANY PORTION THEREOF LYING WITHIN 172ND STREET N.E. (KINNER-GREENWOOD ROAD) AND 67TH AVENUE N.E. (M. BRICKENMIER-STILLGUAMISH ROAD); AND EXCEPT ANY PORTION THEREOF LYING SOUTH OF 172ND STREET N.E.; AND EXCEPT THAT PORTION CONVEYED TO THE CITY OF ARLINGTON BY DEED RECORDED UNDER AUDITOR'S FILE NO. 9610250370, RECORDS OF SNOHOMISH COUNTY, WASHINGTON. SITUATE IN THE COUNTY OF SNOHOMISH, STATE OF WASHINGTON. PUBLIC RIGHT-OF-WAY DEED AREA THAT PORTION OF THE ABOVE DESCRIBED PARCEL MORE PARTICULARLY DESCRIBED AS FOLLOWS: BEGINNING AT THE NORTHWEST CORNER OF THE ABOVE DESCRIBED PARCEL AND A POINT ON THE EAST MARGIN OF 67TH AVE. N.E.; THENCE SOUTH 89°47'30" EAST ALONG THE NORTH LINE OF SAID PARCEL A DISTANCE OF 17.00 FEET; THENCE SOUTH 00°14'53" WEST 128.64 FEET; THENCE SOUTH 06°39'41" EAST 108.06 FEET; THENCE SOUTH 00°14'53" WEST 336.12 FEET TO THE BEGINNING OF A CURVE TO THE LEFT HAVING A RADIUS OF 51.00 FEET; THENCE ALONG THE ARC OF SAID CURVE PASSING THROUGH A CENTRAL ANGLE OF 63°03'33" AN ARC DISTANCE OF 56.13 FEET; THENCE SOUTH 88°34'22" EAST 275.29 FEET TO THE BEGINNING OF A CURVE TO THE LEFT HAVING A RADIUS OF 523.32 FEET; THENCE ALONG THE ARC OF SAID CURVE PASSING THROUGH A CENTRAL ANGLE OF 22°20'18" AN ARC DISTANCE OF 204.03 FEET; THENCE NORTH 69°05'20" EAST 92.62 FEET TO A POINT ON THE EAST LINE OF THE ABOVE DESCRIBED PARCEL; THENCE SOUTH 00°16'11" WEST ALONG SAID EAST LINE A DISTANCE OF 21.45 FEET TO THE SOUTHEAST CORNER OF SAID PARCEL AND A POINT ON THE NORTH MARGIN OF 172:'0 ST. N.E.; THENCE SOUTH 69°05'20" WEST ALONG SAID NORTH MARGIN A DISTANCE OF 84.87 FEET TO THE BEGINNING OF A CURVE TO THE RIGHT HAVING A RADIUS OF 543.32 FEET; THENCE ALONG THE ARC OF SAID CURVE PASSING THROUGH A CENTRAL ANGLE OF 02°34'08" AN ARC DISTANCE OF 24.36 FEET; THENCE NORTH 18°20'32" WEST 10.00 FEET TO THE BEGINNING OF A CURVE TO THE RIGHT HAVING A RADIUS 533.32 FEET A RADIAL LINE THROUGH SAID POINT BEING SOUTH 18°20'32" EAST; THENCE ALONG THE ARC OF SAID CURVE PASSING THROUGH A CENTRAL ANGLE OF 19°46'10" AN ARC DISTANCE OF 184.02 FEET; THENCE NORTH 88°34'22" WEST CONTINUING ALONG THE NORTH MARGIN OF SAID 172NO ST. N.E. A DISTANCE OF 272.18 FEET; THENCE NORTH 41°26'33" WEST 91.41 FEET TO A POINT ON THE EAST MARGIN OF 67TH AVE. N.E.; THENCE NORTH 00°14'53" EAST ALONG SAID EAST MARGIN A DISTANCE OF 559.29 FEET TO THE POINT OF BEGINNING. SITUATE IN THE COUNTY OF SNOHOMISH, STATE OF WASHINGTON. EXHIBIT B fND CONC, MON IN CASE W/LEAD & TACK ) 10-31-16 HIGHLAND VIEW ESTATES AF #9707175004 L1 40.00 I ~ I vi-, colO 1Xi-:.t Nr I en en 0 ~Ol 0'01 V'.<!>o . Ol~ tTl• N ~ to I") I") ~ I") 10 v b 0 en I ~o 0 57' AFTER DEEDED I RIGHT-Of-WAY w:I Jz LINE TABLE LINE LENGTH BEARING Ll 17.00 589'47'30"E L2 92.62 N69U5'20"E L3 21.45 SOOi 6'11 "w L4 84.87 S69U5'20"W L5 10.00 N18'20'32"W L6 91.41 N41'26'33"W CURVE TABLE CURVE LENGTH RADIUS DELTA Cl 56.13 51.00 6S03'33" 22'20'18"C2 204.03 523.32 C3 24.36 543.32 2"34'08" C4 184.02 533.32 19'46'10" ()) ~I 0 0 I I") ~II") I 10 ~I0Z, ( ~ I PARCEL NO. RIGHT-Of-WAY TO 310523-003-008-00 BE DEEDED C~ I I . I SCALE -1" = 120' ~ 70' AfTER DEEDED -;n 01, RIGHT-OF-WAY ~ 'i>. -VI I l \..'J.50' AFTER DEEDED It t->. Y <6'''\9-rRIGHT-Of-WAY {"\ \..'" S88'34'22"E 275.29 C2 c~ ~~ ~ N88'34'22"W 272.18 -Co<\. ---fND CONC. MON IN 22.3 172ND ST. N.E. CASE W/1/2" BRAS~ ---DISK W/PUNCH 27 26 SEC. COR. 23-31-5 10-31-16 fND CONC. MON IN CASE W/2D CONC. fiLED PIPE 10-31-16 Tri-County Land Surveying Company 4610 200th St. S.W. Suite A Lynnwood, Woo 98036 (425)776-2926 Fox: 776-2850 Exh ib it BPublic ROW Dedication±City of Arlington Date: File: Cartographer:Maps and GIS data are distributed “AS-IS” without warranties of any kind, either express orimplied, including but not lim ited to warranties of suitability for a particular purpose or use. Mapdata are compiled from a variety of sources which may contain errors and users who rely upon theinformation do so at their own risk. Users agree to indem nify, defend, and hold harmless the City ofArlington for any and all liability of any nature arising out of or resulting from the lack of accuracy orcorrectness of the data, or the use of the data presented in the maps. Scale:VillaROW8.5x11portrait_18 2/6/2018 akc 1 inch = 1 25 feet Legend Parcel No. 31052300300800 Public ROW Dedication HIGHLAND VIEW DR 172ND ST NESR 531 67TH AVE NE ROW DedicationCity AreaParcels City of Arlington Council Agenda Bill Item: CA #5 Attachment D COUNCIL MEETING DATE: March 5, 2018 SUBJECT: Accept dedication of real property for right of way purposes (Pilot Travel Center) ATTACHMENTS: Legal description including exhibit map with area highlighted depicting the proposed deeded property from Pilot Travel Centers, LLC DEPARTMENT OF ORIGIN Community and Economic Development – Marc Hayes; 360‐403‐3457 EXPENDITURES REQUESTED: ‐0‐ BUDGET CATEGORY: N/A BUDGETED AMOUNT: N/A LEGAL REVIEW: DESCRIPTION: Acceptance of a strip of real property on Smokey Point Boulevard described in Exhibit A for the purpose of widening and improving the existing roadway. HISTORY: Property for right of way purposes related to new development is typically dedicated through the land use process, pursuant to 20.56.170 AMC. ALTERNATIVES: Remand back to staff for additional information. RECOMMENDED MOTION: I move to accept the dedication of the described real properties for public right of way purposes. Exh ib it BPublic ROW Dedication±City of Arlington Date: File: Cartographer:Maps and GIS data are distributed “AS-IS” without warranties of any kind, either express orimplied, including but not lim ited to warranties of suitability for a particular purpose or use. Mapdata are compiled from a variety of sources which may contain errors and users who rely upon theinformation do so at their own risk. Users agree to indem nify, defend, and hold harmless the City ofArlington for any and all liability of any nature arising out of or resulting from the lack of accuracy orcorrectness of the data, or the use of the data presented in the maps. Scale:SP2ftROW8.5x11portrait_18 2/6/2018 akc 1 inch = 7 5 feet Legend 2' ROW Dedication Parcel No.31050800302100 SMOKEY POINT BLVD SMOKEY POINT BLVD ROW D edicationCity A reaParcels City of Arlington Council Agenda Bill Item: NB #1 Attachment E COUNCIL MEETING DATE: March 5, 2018 SUBJECT: Hangar 57B Request for Proposal‐‐Award ATTACHMENTS: Minutes of Airport Commission meetings of 1/23/18, 1/30/18 and 2/13/18 Airport Commission resolution and Request for Proposal DEPARTMENT OF ORIGIN Legal Department EXPENDITURES REQUESTED: BUDGET CATEGORY: BUDGETED AMOUNT: LEGAL REVIEW: DESCRIPTION: The City Council previously declared Building 57B at the Airport to be surplus and issued an RFP to consider potentials sales of the building. Two proposers submitted responses. KVA Electric, Inc. submitted a proposal to purchase the building for $247,239.00 and to make improvements totaling $360,885.55. TLS Aviation submitted a proposal to purchase the building for $205,000.00 and make improvements of $198,396.00. Both proposers proposed a standard 40‐year lease term. HISTORY: The City issued the RFP in October, 2017. Bid proposals were received on January 8, 2018. The proposals were opened publicly at the January 23, 2018 Airport Commission special meeting. The proposers made presentations to the Airport Commission at the January 30, 2018 special meeting of the Commission. At the regular meeting of the Commission on February 13, 2018, the Commission recommended the City Council accept the proposal of KVA Electric, Inc. and authorize the Mayor to sign sales and lease documents consistent with the proposal. ALTERNATIVES: Remand to the Airport Commission and staff for further proceedings. RECOMMENDED MOTION: I move to accept the recommendation of the Airport Commission and accept the proposal of KVA Electric, Inc. as the most responsive proposal, and authorize staff to negotiate a purchase and sale agreement and long‐term lease with KVA Electric, Inc., based on the terms of the KVA proposal. DRAFT ARLINGTON MUNICIPAL AIRPORT AIRPORT COMMISSION MINUTES February 13, 2018 Chairperson Don Munson called the regular meeting of the Airport Commission to order at 7:00 PM. Commissioners present included Chairperson Don Munson, Ruth Gonzales, Austin DeFreece, Dary Finck and Chris Raezer. Commissioners absent include John Swizer and John Branthoover. Staff present included Airport Director David Ryan, Marty Wray, Lorene Robinson and Mary Hine. Visitors included Steve Peiffle, Paul Ellis, Duane Wilcoxon, Dan Burnell, Nick Palacios, Ron Moen, Neal Karman, Kim & Dave Bergemeier, Jan Schuette, Kevin Duncan, LeAlice and Kevin Miller, Luke Nichols, Rich Nichols and Brad Goldman. Motion by Commissioner Finck, seconded by Commissioner DeFreece the minutes of January 9, 2018 were approved as written. Motion carries unanimously. Motion by Commissioner DeFreece, seconded by Commissioner Finck the minutes of the Special Commission Meeting of January 23, 2018 were approved as written. Motion carries unanimously. Motion by Commissioner DeFreece, seconded by Commissioner Finke the minutes of the Special Commission Meeting of January 30, 2018 were approved as written. Motion carries unanimously. HANGAR 57B PROPOSAL Dave introduced Steve Peiffle, City Attorney, who spoke to the Points of Order. Mr. Peiffle explained that the Request for Proposal for Hangar 57B set out certain criteria that must be met with the proposal. He also stated that one of the proposers has additional information that they would like the Commission to review before a final decision is made. Mr. Peiffle explained that the Commission could accept the additional information, but must give the other proposer the opportunity to respond with their own additional information. After discussion, the Commission decided not to accept any further information from the proposers. Dave then addressed the Commission stating that the Commission held a Special Meeting on January 30th, 2018 to discuss two proposals received by the City of Arlington for Hangar 57B building purchase and renovation project. At that time the Commission was given a recommendation as well as a resolution to the City Council. Airport staff can only make a judgement based on what was actually included in the written proposal with the bid price being the primary consideration. A request was made to amend the resolution to show the higher dollar amount concerning the roof replacement cost. Motion by Commissioner Finck, seconded by Commissioner DeFreece to approve the proposed resolution finding the KVA Electric proposal to be most responsive and request the City Council authorize staff to negotiate a purchase and sale agreement and proposed lease based on the terms of the KVA proposal. Motion carries with Commission abstaining. INFORMATION / COUNCIL LIAISON UPDATE After 13 months with the Growth Management Board, the Manufacturing Industrial Center (MIC) that Arlington and Marysville have been working on will be certified later this year. A topic at the City Council retreat next month will be looking at all the options to pay for Fire services since the merger negations fell thru with Marysville. Dave welcomed Chris Raezer as the new Airport Commissioner. Staff recently received another Public Records Request concerning NW Custom Aircraft Hangars. Taxiway Charlie Lighting and Signage Project is ahead of schedule and will be wrapping up shortly. We have had some break-ins here at the airport, particularly at the north end. One of our tenants took photos of a vehicle and with help from the airport cameras were able to identify the vehicle and occupants. The people have been arrested. To help with security, the gate code have been changed. February 24 and 25 staff will be in Puyallup to attend the 2018 NW Aviation Conference and Trade Show. Commissioners are invited to come help man the booth. Motion by Commissioner DeFreece, seconded by Commissioner Finck to adjourn the February 13, 2018 Airport Commission Meeting at 7:22pm Motion carries unanimously. Arlington Municipal Airport 18204 59th Avenue NE Arlington, WA 98223 REQUEST FOR PROPOSAL (RFP) PURCHASE AND RENOVATION OF HANGAR 57 B CITY OF ARLINGTON, ARLINGTON MUNICIPAL AIRPORT 18204 59TH AVENUE NE, SUITE A ARLINGTON, WA 98223 DATE 11-20-2017 1 TABLE OF CONTENTS 1. SUMMARY AND BACKGROUND ...................................................................................................................... 2 2. PROPOSAL GUIDELINES ................................................................................................................................. 2 3. PROJECT PURPOSE AND DESCRIPTION ........................................................................................................ 4 4. PROJECT SCOPE…………………………………………………………………………… ...................................... 4 5. REQUEST FOR PROPOSAL AND PROJECT TIMELINE ................................................................................... 5 6. BUDGET .......................................................................................................................................................... 5 7. BIDDER QUALIFICATIONS ............................................................... Error! Bookmark not defined. 8. PROPOSAL EVALUATION CRITERIA .............................................................................................................. 6 9. PUBLIC RECORDS ACT……………………...……………………………………………………………………….. 8 2 1. SUMMARY AND BACKGROUND The City of Arlington and the Arlington Municipal Airport are seeking Requests for Proposals (RFP’s) for the purchase of one Aircraft Hangar (Lot 57B) that is owned by the City of Arlington Airport and is located on land owned by the Arlington Municipal Airport. This sale is for the building only. The City of Arlington and the Arlington Municipal Airport does not have the staff and chooses not to use airport resources to maintain this structure. The object of all proposals should be to illustrate how your proposal will return this building and grounds into an aesthetically pleasing addition to the airport. The land will be leased from the Arlington Municipal Airport on an annual basis at Fair Market Value (FMV) as determined by the appraisal conducted every five years and required by the Federal Aviation Administration and Airport Grant Assurances. The City of Arlington was deeded the airport by the Navy in 1959 and is considered “Surplus Property” by the Federal Aviation Administration (FAA). The City’s ownership of the land is predicated on complying with FAA Grant Assurances and require the City and the Airport to follow certain guidelines in leasing property. The hangar is to be used for aircraft storage and maintenance only. The land lease shall comply in all respects with the most current version of the Arlington Airport Leasing Policies adopted by the City. The building is structurally sound, but is need of several major improvements including: replacement of the entire roof, replacement of guttering and downspouts, exterior painting of the building, lighting upgrades, electrical repairs, heating upgrades, interior sheetrock and insulation repair and/or replacement and repairs to the hangar door and surrounding framework. All repairs will comply with current electrical, mechanical, fire and building codes through the permitting process with the City of Arlington. 2. PROPOSAL GUIDELINES This Request for Proposal represents the requirements for an open and competitive process. Proposals will be accepted until 5:00 p.m. PST January 8, 2018. Any proposals received after this date and time will be returned to the sender. All proposals must be signed by an official agent or representative of the company or individual submitting the proposal. Sealed proposals shall contain all required attachments and information and be submitted to The City (hereinafter “City”) no later than the date, time and place stated above, or as amended. The proposals shall show the title and number, the due date specified, and the name and address of the Proposer on the face of the envelope. Proposers are cautioned that failure to comply may result in non-acceptance of the proposal. The Proposer accepts all risks of late delivery of mailed proposals or of misdelivery regardless of fault. Proposals properly and timely submitted will be publicly opened. 3 Proposals will only be accepted from Proposers able to complete the delivery of goods or services described in the specifications. Joint ventures shall submit one proposal for the team, with accompanying proof of the joint venture agreement. The City shall not be responsible for any errors in proposals. Proposers shall only be allowed to alter proposals after the submittal deadline in response to requests for clarifications by the City. The City reserves the rights to allow corrections or amendments to be made that are due to minor administrative errors or irregularities, such as errors in typing, transposition or similar administrative errors. Proposals for the purchase of this building will be judged on the criteria described in Section 7. All proposals must include a detailed description of all repairs, upgrades and landscaping proposed to be undertaken and should include estimated costs for those items. Contract terms and conditions will be negotiated upon selection of the winning proposal for this RFP. All contractual terms and conditions will be subject to review by the City Attorney and approval by the Airport Commission and/or City Council and will include scope, budget, schedule, and other necessary items pertaining to the project. Each proposer must submit three (3) copies of their proposal to the address below by January 8, 2018 at 5:00 p.m. PST: City of Arlington Attn: Kristin Banfield, City Clerk 238 N. Olympic Avenue Arlington, WA 98223 The submission of a proposal in response to this RFP shall be considered a representation that the proposer has carefully inspected all conditions which affect or may, at some future date, affect the performance covered by the proposal, and that the proposer is fully informed concerning the City, the conditions to be encountered, and the character, quality and quantity of work to be performed and that the proposer is familiar with all federal, state, and local laws which in any way affect the performance of the services requested herein. 4 3. PROJECT PURPOSE AND DESCRIPTION The purpose of this project is as follows: Project Description: The project consists of the purchase and renovation of Hangar 57 B. Hangar 57 B is a steel covered, wood framed aircraft hangar built in 1985. The main hangar is 6,825 square feet with additional outbuildings and shed roofs totaling approximately 800 square feet. On the subject property are fuel storage tanks that are semi-above ground with concrete secondary containment, fuel pumps, wiring and hoses. The fueling system will become the property of the successful bidder who will be totally responsible for its certification, maintenance and repair, or will be decommissioned according to industry standards by the successful bidder. The area of land surrounding the building can be negotiated by the successful bidder, but will at minimum be sufficient to incorporate all out buildings, door clearance and ramp space in the front of the hangar. Currently that is an area of 14,950 square feet. At the current FMV the land lease rate is $4,036.50 per year, and the Lease Hold Tax is approx. $518.29 per year. Additional ramp space to the northwest of the hangar is available for additional cost. A professional metes and bounds survey including lease description and lease exhibit will be completed by the airport for the successful bidder. 4. PROJECT SCOPE This aircraft hangar is in fair condition. It will require a new roof replace all guttering and down spouts, new paint on all exteriors, electrical system upgrades, heating system upgrades, lighting system upgrades, sheet rock and/or insulation repair and replacement on some interior walls or ceilings, door and door frame repairs to repair any water damage or leakage to the hangar door system and any landscaping to the grounds. (Currently these are mowed areas on either side of the building.) The City of Arlington looks favorably on any “green’ building design elements such as LED lighting, high efficiency heating and other items that reduce the energy footprint of the building. A one-time pre-bid meeting and inspection will occur Wednesday, December 20, 2017, at 2:00 p.m. Expectation: The finished results of the purchase and renovation of this building will be a utilitarian but attractive metal clad building with upgraded systems that enhance the appearance of the airport. Design considerations may also include facades, wainscotings or similar design features to make the building more appealing. 5 5. REQUEST FOR PROPOSAL AND PROJECT TIMELINE Request for Proposal Timeline: All proposals in response to this RFP are due no later than 5:00 p.m. PST on Monday, January 8, 2018. Evaluation of proposals will be conducted from January 9, 2018 until February 9, 2018. If additional information or discussions are needed with any bidders during this four week window, the bidder(s) will be notified. The selection decision for the winning bidder will be made no later than February13, 2018. Upon notification, the contract negotiation with the winning bidder will begin immediately. Contract negotiations will be completed by February 28, 2018. Notifications to bidders who were not selected will be completed by February 16, 2018. Project Timeline: Project initiation phase must be completed by April 15, 2018. Project planning phase must be completed by May15, 2018. Project planning phase will determine the timeline/schedule for the remaining phases of the project. 6. BUDGET The minimum acceptable proposal amount will be $200,000.00. All proposals must include proposed estimated costs to complete the tasks described in the project scope. Costs should be stated as one-time or non-recurring costs. The City of Arlington and the Arlington Municipal Airport will consider up to 40 year lease terms for the winning proposal. NOTE: All costs and fees must be clearly described in each proposal. 6 7. REQUIRED ELEMENTS OF PROPOSALS Proposers must provide the following items as part of their proposal for consideration:  Proposed price to be paid for purchase of the building and any terms or conditions.  A description of the proposed renovations to be undertaken, including proposed repairs or modifications, materials to be used, and construction techniques and project management methodology.  Sketches of proposed improvements showing proposed design elements.  Quotes from subcontractors reflecting cost of proposed improvements.  Description of experience in property management/renovation or maintenance.  Description of similar projects undertaken by Proposer.  Proof of financial ability to undertake this project.  Time frame for completion of the project.  Proposed duration of the land lease.  Applicant’s proposed disposition of fuel system. 8. PROPOSAL EVALUATION CRITERIA A. The City will evaluate proposals using the criteria set forth in this RFP. If deemed necessary, written and/or oral discussions, site visits or any other type of clarification of proposal information may be conducted with those Proposers whose proposals are found to be potentially acceptable. Identified deficiencies, technical requirements, terms and conditions of the RFP, costs or prices, and clarifications may be included among the items for discussion. The discussions are intended to give Proposers a reasonable opportunity to resolve deficiencies, uncertainties and clarifications as requested by the City and to make the cost, pricing or technical revisions required by the resulting changes. In addition, the City may request additional business and administrative information. B. The City may find that a Proposer appears fully qualified to perform the contract or it may require additional information or actions from a Proposer. In the event the City determines that the proposal is not competitive the City shall eliminate the proposal from further consideration. C. The City may enter negotiations with one or more Proposers to finalize contract terms and conditions. Negotiation of a Contract shall be in conformance with applicable federal, state and local laws, regulations and procedures. The objective of the negotiations shall be to reach agreement on all provisions of the proposed contract. In the event negotiations are not successful, the City may reject proposals. D. The City reserves the right to make a Contract award without written and/or oral discussions with the Proposers when deemed to be in the City's best interests. Contract award, if any, shall be made by the City to the responsible Proposer whose proposal 7 best meets the requirements of the RFP, and is most advantageous to the City, taking into consideration the amount of the proposal and the other established evaluation factors. The City is not required to award a contract to the Proposer offering the highest price. The City shall have no obligations until a contract is signed between the Proposer and the City. The City reserves the right to award one or more contracts as it determines to be in its best interest. E. In determining the responsibility of the Proposer, the City may consider: • the Proposer’s ability, capacity and skill to perform the contract and provide the service required; • the Proposer’s character, integrity, reputation, judgment and efficiency; • the Proposer’s financial resources to perform the contract properly and within the times proposed; • the quality and timeliness of performance on previous contracts with the City and other agencies, including, but not limited to, the effort necessarily expended by the City and other agencies in securing satisfactory performance and resolving claims; • the Proposer’s compliance with federal, state and local laws and ordinances relating to public contracts; and • any other information having a bearing on the decision to award the contract. Failure of a Proposer to be deemed responsible or responsive may result in the rejection of a proposal. The Arlington Airport Commission will evaluate all responsible proposals based on the following criteria, listed in the order of importance:  The amount of the bid proposed to be paid and any terms proposed;  Potential revenue generation to the City through tax revenues, creation of jobs, and other factors;  The construction quality of the proposal and its ability to enhance the appearance and quality of the Building and surrounding area; and  Financial ability of the Proposer to undertake a project of this scope, including the ability to obtain a completion bond or other financial guarantee. 9. PUBLIC RECORDS ACT Under Washington State Law (reference RCW Chapter 42.56, the “Public Records Act”) all materials received or created by the City of Arlington are considered public records. These records include but are not limited to the proposal submittals, agreement documents, contract work product, or other proposal materials. Under the Public Records Act the City is required to promptly make public records available upon request. However, under Washington State Law some records or portions of records are considered legally exempt from disclosure. A list and 8 description of records identified as exempt by the Public Records Act can be found in RCW 42.56 and RCW 19.108. If proposer believes any of the records being submitted to the City as part of the proposal are exempt from disclosure, the proposer may request that the City notify the proposer before releasing the records. To do so, in the proposal submittal, proposers must very clearly and specifically identify each record for which a proposer claims exemption and the exemption(s) that may apply. If the City receives a public disclosure request for any records the proposer has properly and specifically identified, the City will notify the proposer in writing of the request and will postpone disclosure for a period of time to allow the proposer to respond. While it is not a legal obligation, the City, as a courtesy, will allow proposers up to ten business days to file a court injunction to prevent the City from releasing the records (reference RCW 42.56.540). If the proposer fails to obtain a Court order within the ten days, the City may release the documents. The City will NOT assert an exemption on the proposer’s behalf. Please note the City cannot accept generic marking of materials such as marking everything with a document header or footer, page stamp, or a generic statement that a document is non-disclosable, exempt, or confidential, proprietary, or protected. Proposers may not exempt an entire page unless each sentence is entitled to exemption; instead, identify paragraphs or sentences that meet the RCW exemption criteria the proposer is relying upon. The City will try to redact anything that seems obvious in the City’s opinion for redaction as exempt. For example, the City will black out (redact) Social Security numbers, federal tax identifiers, and financial account numbers before records are made viewable by the public. However, this does not replace proposer’s obligation to identify any materials proposer wishes to have redacted or protected and that proposer thinks are protected under the Public Records Act. 9