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Home My WebLink About07-09-18 Council WorkshopSPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403‐3441 or 711 (TDD only) prior to the meeting date if special accommodations are required. CALL TO ORDER Mayor Barb Tolbert PLEDGE OF ALLEGIANCE ROLL CALL Mayor Barb Tolbert – Kristin APPROVAL OF THE AGENDA Mayor Pro Tem Marilyn Oertle INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN 1. Department of Ecology 2017‐2019 Recycle Grant Agreement ATTACHMENT A Staff Presentation: Kris Wallace Council Liaison: Josh Roundy 2.ATTACHMENT B 2018 Airport Seal Coat Project Staff Presentation: Dave Ryan Council Liaison: Jan Schuette/Jesica Stickles 2. Miscellaneous council items PUBLIC COMMENT For members of the public who wish to speak to the Council. Please limit your remarks to three minutes. COUNCILMEMBER REPORTS EXECUTIVE SESSION RECONVENE ADJOURNMENT Mayor Barb Tolbert Arlington City Council Workshop Monday, July 9, 2018 at 7:00 pm City Council Chambers – 110 E 3rd Street City of Arlington Council Agenda Bill Item: WS #1 Attachment A COUNCIL MEETING DATE: July 9, 2018 SUBJECT: Local Solid Waste Grant for Waste Reduction and Recycling FY 2017‐2019 ATTACHMENTS: Local Solid Waste Financial Assistance Agreement between Department of Ecology and the City of Arlington DEPARTMENT OF ORIGIN Public Works EXPENDITURES REQUESTED: $2,993 (2018‐2019 city expense only) BUDGET CATEGORY: Recycling Budget BUDGETED AMOUNT: $19,300 budgeted in 2018 LEGAL REVIEW: DESCRIPTION: A grant originating from the Department of Ecology for the amount of $11,972.00, with a $2,993.00 match obligation by the City, in order to continue to fund the City’s refuse and recycling program for fiscal years 2017‐2019. HISTORY: The City has been receiving a Solid Waste Grant (formerly called “CPG”) from the Department of Ecology for over 12 years; this grant is used to fund the City’s refuse and recycling program. The refuse and recycling program provides valuable information and outreach to Arlington’s citizens, business, industries, and schools about efficient and cost effective waste management practices – all of which not only reduce waste tonnage sent to landfills but reduces waste disposal costs for citizens, business and schools. This current grant provides funding for the fiscal years 2017‐2019 however due to the grants coming out late, Arlington will only use the funds in 2018‐2019. ALTERNATIVES: Table for further discussion; do not accept grant RECOMMENDED MOTION: Workshop; discussion only. At the next council meeting, the recommended motion will be, “I move to accept the Solid Waste Financial Assistance Grant offered by the Department of Ecology for fiscal years 2017 to 2019 and authorize the mayor to sign the grant agreement, pending final review by the City Attorney.” City of Arlington Council Agenda Bill Item: WS #2 Attachment B COUNCIL MEETING DATE: July 9, 2018 SUBJECT: 2018 Runway 16/34 Seal Coat Project‐ contractor selection ATTACHMENTS: Bid Tabulation, Breakdown DEPARTMENT OF ORIGIN Airport EXPENDITURES REQUESTED: $36,687.21 BUDGET CATEGORY: Professional Services BUDGETED AMOUNT: $36,687.21 LEGAL REVIEW: DESCRIPTION: The Runway 16/34 Seal Coat project was budgeted in the 2017‐2018 biennial budget. Part of this project is eligible for FAA Airport Improvement Program grants and part of the project is not. FAA eligible portions of the bid total $366,872.21 of which 90% will be paid for by the FAA. Approximately $36,687.21 will be paid by the airport and approx. $330,184.99 by the FAA. The ineligible portions total $202,496.70 and will be paid through the airport’s capital improvement budget. These ineligible portions include areas on the airport that don’t qualify for grant funding. The FAA was able to provide additional “discretionary” funding for the eligible portion. The winning bidder was CR Contracting LLC out of Portland OR. HISTORY: Both the AIP eligible portion and ineligible portion were budgeted in the 2017‐2018 biennial budget. ALTERNATIVES: RECOMMENDED MOTION: Workshop; discussion only. At the July 16 council meeting, the recommended motion will be, “I move to approve the expenditure of capital funds for the Runway 16/34 Seal Coat project including the additive bid schedule for ineligible projects totaling $569,368.91.” Client:City of Arlington - Arlington Municipal Airport (AWO)Bid Opening Date:6/28/2018 Project:2018 Seal Coat Project AIP No.3-53-0002-027-2018 Base Bid Schedule A (AIP Eligible) Number Section Item Quantity Unit Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost A1 GP 105 Mobilization 1 LS 50,000.00$ 50,000.00$ 35,000.00$ 35,000.00$ 60,000.00$ 60,000.00$ A2 GP 50-06 Construction Surveying 1 LS 15,000.00$ 15,000.00$ 12,000.00$ 12,000.00$ 15,000.00$ 15,000.00$ A3 A-101 FOD Prevention Controls 1 LS 10,000.00$ 10,000.00$ 19,450.00$ 19,450.00$ 35,000.00$ 35,000.00$ A4 G-100 CSPP Compliance and SPCD 1 LS 10,000.00$ 10,000.00$ 5,000.00$ 5,000.00$ 65,000.00$ 65,000.00$ A5 P-101 Crack Cleaning and Sealing 28,660 LF 1.25$ 35,825.00$ 1.65$ 47,289.00$ 1.65$ 47,289.00$ A6 P-101 Paint Marking Removal 39,850 SF 1.75$ 69,737.50$ 0.85$ 33,872.50$ 1.95$ 77,707.50$ A7 P-608-R Asphalt Surface Treatment 77,000 SY 1.40$ 107,800.00$ 1.35$ 103,950.00$ 1.65$ 127,050.00$ A8 P-608-R Runway Friction Testing 1 LS 5,000.00$ 5,000.00$ 7,000.00$ 7,000.00$ 9,500.00$ 9,500.00$ A9 P-620 Paint Markings 22,500 SF 1.00$ 22,500.00$ 0.70$ 15,750.00$ 0.90$ 20,250.00$ A10 P-620 Paint Markings with Rust/Algae Inhibitor 64,000 SF 1.25$ 80,000.00$ 0.89$ 56,960.00$ 1.05$ 67,200.00$ 9.1% Bid Additive 1 Schedule B - Taxiway A (Non-AIP Eligible) Number Section Item Quantity Unit Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost B1 P-101 Crack Cleaning and Sealing 28,660 SF 1.25$ 35,825.00$ 1.65$ 47,289.00$ 1.65$ 47,289.00$ B2 P-608-R Asphalt Surface Treatment 54,050 SY 1.40$ 75,670.00$ 1.35$ 72,967.50$ 1.65$ 89,182.50$ B3 P-620 Paint Markings 13,050 SF 1.00$ 13,050.00$ 0.70$ 9,135.00$ 0.90$ 11,745.00$ 9.1% Bid Additive 2 Schedule C - Taxiway B (Non-AIP Eligible) Number Section Item Quantity Unit Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost C1 P-101 Crack Cleaning and Sealing 17,200 LF 1.25$ 21,500.00$ 1.65$ 28,380.00$ 1.65$ 28,380.00$ C2 P-608-R Asphalt Surface Treatment 10,300 SY 1.40$ 14,420.00$ 1.35$ 13,905.00$ 1.65$ 16,995.00$ C3 P-620 Paint Markings 900 SF 1.00$ 900.00$ 0.70$ 630.00$ 0.90$ 810.00$ Corrected Bid Errors Subtotal Base Bid Schedule A Sales Tax 135,878.60$ 129,391.50$ 11,774.63$ Sales Tax Total Bid Additive 1 Schedule B - Taxiway A (Non-AIP Eligible) Total Base Bid Schedule A CR Contracting LLC Subtotal Bid Additive 1 Schedule B - Taxiway A (Non-AIP Eligible) 141,166.13$ Apparent Low Bidder BID TABULATION Apparent Low Bidder 148,216.50$ 13,487.70$ 161,704.20$ Engineer's Estimate Engineer's Estimate 124,545.00$ Road Products, Inc. 571,680.18$ 11,333.60$ Road Products, Inc. 36,933.49$ 442,795.99$ 336,271.50$ CR Contracting LLC 405,862.50$ 523,996.50$ 47,683.68$ CR Contracting LLC Road Products, Inc. 30,600.71$ 366,872.21$ Apparent Low Bidder Engineer's Estimate Bid Tabulation - AWO 2018 Seal Coat Project.xlsx 1 of 2 Bid Opening: 6/28/2018 9.10% Bid Additive 3 Schedule D - Taxilane Sealing (Non-AIP Eligible) Number Section Item Quantity Unit Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost D1 P-101 Crack Cleaning and Sealing 3,000 LF 1.25$ 3,750.00$ 1.65$ 4,950.00$ 1.65$ 4,950.00$ D2 P-608-R Asphalt Surface Treatment 5,060 SY 1.40$ 7,084.00$ 1.35$ 6,831.00$ 1.65$ 8,349.00$ D3 P-620 Paint Markings 2,170 SF 1.00$ 2,170.00$ 0.70$ 1,519.00$ 0.90$ 1,953.00$ 9.10% Total Construction Cost (Base Bid + Additive 1 + Additive 2 + Additive 3) 3,905.27$ 46,820.27$ 4,202.84$ 50,387.84$ 42,915.00$ 46,185.00$ 36,820.00$ Subtotal Bid Additive 2 Schedule C (Non-AIP Eligible) Total Bid Additive 2 Schedule C (Non-AIP Eligible) Sales Tax 3,350.62$ 40,170.62$ Sales Tax 13,004.00$ Subtotal Bid Additive 3 Schedule D - Taxilane Sealing (Non-AIP Eligible) Total Bid Additive 3 Schedule D - Taxilane Sealing (Non-AIP Eligible) 1,183.36$ 14,187.36$ Apparent Low Bidder 633,032.57$ 16,639.93$ 569,368.91$ 800,412.15$ Road Products, Inc. 13,300.00$ 15,252.00$ 1,210.30$ 1,387.93$ CR Contracting LLC 14,510.30$ Engineer's Estimate Bid Tabulation - AWO 2018 Seal Coat Project.xlsx 2 of 2 Bid Opening: 6/28/2018 Arlington Municipal Airport (AWO)Date:6/29/2018 2018 Seal Coat Project By:WH ESTIMATED PROJECT COST AND FUNDING SUMMARY (BASE BID + BID ADDITIVES 1, 2, & 3) Non-AIP Eligible Item Total Costs Administration 5% Eligible 50% Eligible Administration 10,000$ 10,000$ 10,000$ -$ Subtotal Administration 10,000$ -$ 10,000$ 10,000$ -$ Engineering DOWL Task Order #1 Phase 1: Design 69,094$ 7,524$ 61,570$ 55,000$ 7,524$ Assumed that a portion of design costs (incurred prior to May 1) would not be eligible for WSDOT Funding. Subtotal Engineering 69,094$ 7,524$ 61,570$ 55,000$ 7,524$ Construction Base Bid (Schedule A) - Runway 16/34 Seal Coat (AIP Eligible) $ 366,872 $ - $ 366,872 $ 366,872 Bid Additive 1 (Schedule B) - Taxiway A Crack Seal & Fog Seal (Non-AIP) $ 141,166 $ 141,166 $ - $ - $ 141,166 Bid Additive 2 (Schedule C) - Taxiway B Crack Seal (Non-AIP) $ 46,820 $ 46,820 $ - $ - $ 46,820 Bid Additive 3 (Schedule D) - Taxilane Seal Coat (Non-AIP)14,510$ 14,510$ -$ $ - 14,510$ Subtotal Construction 569,369$ 202,497$ 366,872$ 366,872$ 202,497$ Project Inspection Fees DOWL Task Order #1 Phase 2: Construction 67,678$ 10,968$ 56,710$ -$ 10,968$ Project Inspection Fees 67,678$ 10,968$ 56,710$ -$ 10,968$ 220,989$ 495,152$ 431,872$ 220,989$ TOTAL PROJECT COSTS SCENARIO 1: FUNDING SUMMARY (Based on Max. FAA & Max. WSDOT Funding) (Used for FAA Grant Application) Federal Share (90% of Eligible Costs)445,637$ WSDOT Share (5% of Eligible & 50% of Non-Eligible)21,594$ 110,494$ Total Airport Share 138,416$ SCENARIO 2: FUNDING SUMMARY (Based on Anticipated FAA Funding & Max. WSDOT Funding) Federal Share (Anticipated Max. NPE Funding)342,705$ WSDOT Share (5% of Eligible & 50% of Non-Eligible)21,594$ 110,494$ Total Airport Share 241,348$ SCENARIO 3: FUNDING SUMMARY (Based on Anticipated FAA Funding & No WSDOT Funding) Federal Share (Anticipated Max. NPE Funding)342,705$ WSDOT Share -$ -$ Total Airport Share 373,436$ Total WSDOT Share WSDOT-Eligible Costs Notes 132,088$ 132,088$ -$ Total WSDOT Share Total WSDOT Share $716,141 TOTAL ELIGIBLE COSTS TOTAL NON-ELIGIBLE COSTS AIP-Eligible Costs 2018 Seal Coat Project 50% Estimate \\RED-FS\Red-projects\24\13967-01\10PM\Grants\Cost & Funding Summary_Rev - 2018 Seal Coat_2018-06-29.xlsx