HomeMy WebLinkAbout11-01-10 Council Meeting
Arlington City Council
November 1, 2010 - 7 PM
City Council Chambers
110 E. Third
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 / PLEDGE OF ALLEGIANCE
ATTACHMENT A
PUBLIC HEARING: Joint City/County Public Hearing on Application for Open Space Property
Tax designation (Woodland Ridge Joint venture)—Public Hearing before a granting authority
composed of three members of the Snohomish County Council and three members of the City
Council will precede the regular City Council meeting
(Short Recess to follow Public Hearing)
CALL TO ORDER /ROLL CALL—ARLINGTON CITY COUNCIL
APPROVAL OF THE AGENDA
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS
-Cornerstone Award ~ John L. Scott
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
1. Minutes of the October 18 & 25, 2010 meetings ATTACHMENT B
2. Accounts Payable
3. Authority to go for bid for the construction of the Stormwater ATTACHMENT C
wetland project
4. Smokey Point Overlay ~ project closeout ATTACHMENT D
5. Proposed Ordinance adopting changes to AMC 3.69 ATTACHMENT E
Petty Cash Revolving Fund
6. Proposed Resolution adopting a Purchasing Policy ATTACHMENT F
PUBLIC HEARING
1. Proposed Stormwater Rate Increase ATTACHMENT G
2. Proposed Resolution setting 2011 Property Tax Levy ATTACHMENT H
UNFINISHED BUSINESS
NEW BUSINESS
1. Set Public Hearing for the Thompson Annexation ATTACHMENT I
2. Set Public Hearing for the Hilltop Annexation ATTACHMENT J
3. Proposed Resolution declaring certain Airport property buildings as surplus ATTACHMENT K
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
COUNCIL MEMBER REPORTS – OPTIONAL
EXECUTIVE SESSION
RECONVENE
ADJOURNMENT
To download all attachments, click here
Arlington City Council
November 1, 2010 - 7 PM
City Council Chambers
110 E. Third
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 / PLEDGE OF ALLEGIANCE
ATTACHMENT A
PUBLIC HEARING: Joint City/County Public Hearing on Application for Open Space Property
Tax designation (Woodland Ridge Joint venture)—Public Hearing before a granting authority
composed of three members of the Snohomish County Council and three members of the City
Council will precede the regular City Council meeting
(Short Recess to follow Public Hearing)
CALL TO ORDER /ROLL CALL—ARLINGTON CITY COUNCIL
APPROVAL OF THE AGENDA
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS
-Cornerstone Award ~ John L. Scott
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
1. Minutes of the October 18 & 25, 2010 meetings ATTACHMENT B
2. Accounts Payable
3. Authority to go for bid for the construction of the Stormwater ATTACHMENT C
wetland project
4. Smokey Point Overlay ~ project closeout ATTACHMENT D
5. Proposed Ordinance adopting changes to AMC 3.69 ATTACHMENT E
Petty Cash Revolving Fund
6. Proposed Resolution adopting a Purchasing Policy ATTACHMENT F
PUBLIC HEARING
1. Proposed Stormwater Rate Increase ATTACHMENT G
2. Proposed Resolution setting 2011 Property Tax Levy ATTACHMENT H
UNFINISHED BUSINESS
NEW BUSINESS
1. Set Public Hearing for the Thompson Annexation ATTACHMENT I
2. Set Public Hearing for the Hilltop Annexation ATTACHMENT J
3. Proposed Resolution declaring certain Airport property buildings as surplus ATTACHMENT K
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
COUNCIL MEMBER REPORTS – OPTIONAL
EXECUTIVE SESSION
RECONVENE
ADJOURNMENT
To download all attachments, click here
DRAFT
Page 1 of 2
Council Chambers
110 East Third
October 18, 2010
City Council Members Present by Roll Call: Dick Butner Sally Lien, Linda Byrnes, Marilyn Oertle,
Chris Raezer, Scott Solla, and Steve Baker
Council Members Absent: There were no Council members absent.
City Staff Present: Mayor Larson, Allen Johnson, Kristin Banfield, Jim Chase, Police Chief Nelson
Beazley, Jim Kelly, Bill Blake, Paul Ellis, Jan Bauer, Steve Peiffle – City Attorney
Also Known to be Present: Walt Riebe and Sarah Arney – North County Outlook, and Kari Ilonummi
Mayor Larson called the meeting to order at 7:00PM, and the pledge of allegiance to the flag followed.
APPROVAL OF THE AGENDA
Steve Baker moved to approve the Agenda. Sally Lien seconded the motion which passed with a
unanimous vote.
PUBLIC COMMENT
There was no one in the audience who wished to speak to matters not on the Agenda.
CONSENT AGENDA
Steve Baker moved and Sally Lien seconded the motion to approve the Consent Agenda which was
unanimously carried to approve the following Consent Agenda items:
1. Minutes of the October 4 and 11, 2010 meetings
2. Accounts Payable
Claims Checks #71248 through #71408 in the amount of $1,111,000.32
3. Appointment to the Civil Service Commission
PUBLIC HEARING
There was no Public Hearing.
UNFINISHED BUSINESS
Proposed Storm Water Rate Increase / Request for Public Hearing
Through the use of a power point presentation (Proposed Stormwater Rate Increase - October 18, 2010),
of which a hard copy was distributed at the beginning of the presentation, Public Works Director Jim Kelly
gave an overview of the proposed rate increase. He reviewed the Request history, reasons for the
request, two rate increase scenarios, and other stormwater information. At the conclusion of his
presentation Mr. Kelly answered many Council questions. City Attorney Steve Peiffle addressed Council
questions.
Dick Butner moved to direct the staff to set a Public Hearing for November 1, 2010 in order to gather input
from the public on the proposed storm water rate increase and possible options. Scott Solla seconded
the motion that passed with a unanimous vote.
67th Avenue, Phase 3 Project ROW Procurement Policy and Procedure
Mr. Kelly addressed the needed Right of Way Procedure request.
Minutes of the Arlington
City Council Meeting
Minutes of the City of Arlington City Council Meeting DRAFT October 18, 2010
Page 2 of 2
Scott Solla moved to approve the Right of Way (ROW) acquisition and procurement procedures and
policies for the 67th Phase III Reconstruction Project, as attached, and subject to final approval by the City
Attorney. Marilyn Oertle seconded the motion that passed with a unanimous vote.
Resolution Rejecting All Bids and Authorizing a Re-bid of the Station 46 Project.
Paul Ellis reviewed information regarding the Fire Station 46 Project. City Attorney Peiffle then addressed
the Resolution, giving an update of the bid process as it stands today. He then gave the Council three
options for their evaluation. Mr. Kelly then suggested that the Council waive the resolution and give the
bid to the Synergy Company.
Sally Lien moved to approve the Resolution Waiving Bid Irregularities for the Station #46
Remodel/Addition Project and to award the bid to Synergy Construction as the low bidder. Dick Butner
seconded the motion which passed with a unanimous vote.
NEW BUSINESS
There was no New Business.
ADMINISTRATOR & STAFF REPORTS
Mr. Johnson announced that in his 2-week absence Assistant City Administrator Kristin Banfield would be
in charge during his absence.
MAYOR’S REPORT
Mayor Larson reported on meetings she had recently attended.
CITY COUNCIL COMMITTEE REPORTS
Scott Solla, Marilyn Oertle, Chris Raezer, and Dick Butner gave brief reports while Linda Byrnes, Sally
Lien, and Steve Baker had nothing to report at this time.
EXECUTIVE SESSION
City Attorney announced that there would be no need for an Executive Session.
ADJOURNMENT
With no further business to come before the Council, the meeting was adjourned at 7:48PM.
____________________________
Margaret Larson, Mayor
DRAFT
Page 1 of 2
Council Chambers
110 East Third Street
October 25, 2010
Dick Butner, Sally Lien, Scott Solla, Marilyn Oertle, Chris Raezer, Linda Byrnes, and Steve Baker, Kristin
Banfield, Nelson Beazley, Jim Chase, Jim Kelly, Rob Putnam, Todd Hall, Paul Ellis, Steve Peiffle and
Roxanne Guenzler
Council Members Absent: All members were present.
Also Known to be Present: Bruce Thompson – Pull A Part, Sarah Arney – North County Outlook, and
Denny Byrnes – attending Linda
Mayor Pro-Tem Baker called the meeting to order at 7:00PM.
Marilyn Oertle moved to approve the Agenda, and Sally Lien seconded the motion, which passed with a
unanimous vote approving the Workshop Agenda.
WORKSHOP ITEMS ~ NO ACTION WAS TAKEN
Public Works Director Jim Kelly gave an update on the Stormwater Wetland Project, stating the project
design is complete and approved by the Department of Ecology. He distributed an October 25, 2010
memo Stormwater Wetland Authority to Bid addressed to Mayor Larson and the Council. Throughout the
presentation Mr. Kelly answered Council questions.
Authority To Go To Bid for Construction of the Stormwater Wetland Project
Mr. Kelly distributed to the council a memo Project Acceptance stating the final accounting of the Smokey
Point Overlay Project; he then answered Council questions.
Smokey Point Overlay Project Closeout
Airport Manager, Rob Putnam gave a brief history on the Slurry Seal Construction Engineering Contract
and the need for an amendment to the contract. The construction project required additional construction
management beyond the original contract. Discussion followed and this item has been tabled until further
information is received from staff.
Amendment to 11-29 Slurry Seal Construction Engineering Contract
Mr. Putnam stated that the buildings on the former Grow and Cornehl properties are required to be
removed per the FAA due to property being in the Runway Protection Zone (RPZ). The Airport
Commission requests the City Council declare the buildings as surplus so Airport staff can start the
process to dispose of them. Mr. Putnam then answered Council questions regarding the buildings.
Airport Property Buildings Surplus
Minutes of the Arlington
City Council Workshop
Minutes of the City of Arlington City Council Meeting DRAFT October 25, 2010
Page 2 of 2
Community Development Director David Kuhl, with the assistance of Associate Planner Todd Hall
addressed the proposed minor Land Use Code Amendments. Mr. Hall spoke to each proposed
amendment and stated that the Planning Commission recommended tabling amendment #3 - 20.40
Permissible Uses along with Amendment #5 - 20.68 Signs. Mr. Kuhl and Mr. Hall then answered Council
questions.
Proposed Land Use Code Amendments
Assistant City Administrator, Kristin Banfield spoke to the proposed updates to AMC Chapter 3.69
regarding the City’s Petty Cash Fund. Staff is proposing updating the language to reflect monthly
counting and reconciliation of the Petty Cash Fund.
AMC 3.69 – Petty Cash Revolving Fund
Paul Ellis addressed the proposed Purchasing Policy; stating that the main functions of the policy is to
control purchases in order to assure their compliance with budgetary and cash flow limitations; insure
compliance with all ordinances and state statues, insure maximum return on every dollar used for
purchasing and facilitate documentation of the receipt and inspection of goods received. Paul then
answered council questions.
Purchasing Policy
Ms. Banfield gave a brief overview of the Grants that the city has applied for, grants awarded and grants
not funded for the past six months.
Grants Update
There were no items discussed.
Miscellaneous Council items
The meeting was adjourned at 8:02PM.
____________________________
Steve Baker, Mayor Pro Tem
City of Arlington
Council Agenda Bill
AGENDA ITEM:
Consent Agenda #3
ATTACHMENT C
COUNCIL MEETING DATE:
November 1 , 2010
SUBJECT: Authority to Bid Construction of
the Stormwater Wetland Project, Phase 2
DEPARTMENT OF ORIGIN:
Public Works – Utilities Division
James Kelly
ATTACHMENTS:
- Memorandum summarizing Stormwater Wetland estimate of construction cost and
funding.
EXPENDITURES REQUESTED: TBD
BUDGET CATEGORY: WWTP Improvement Fund (fund 408)
Stormwater Capital Fund (409)
LEGAL REVIEW: City Attorney will review all documents prior
to Bid Advertisement.
DESCRIPTION: The Stormwater Wetland project design is complete and approved by the
Department of Ecology; we are now ready to advertise for bid on this project.
HISTORY: – In 2000, the City purchased a 27 acre parcel, with over 1,400-feet of Stillaguamish
River frontage, for the creation Stormwater Wetland. Soon after acquiring the property, the City
began presenting this idea to the Department of Ecology and Snohomish Conservation District.
Both have agreed with the conceptual plan, and are in support of the City’s efforts.
The City of Arlington has completed the design and permitting of the Stormwater Wetland. In
addition, the first phase of the project is located on the Wastewater Treatment Plant (WWTP) site
and has been issued to the WWTP contractor (IMCO General Contractor).
The City is now ready to publically bid Phase 2 of the Stormwater Wetland project and is seeking
authority to bid this project.
ALTERNATIVES:
Do not bid the project at this time.
RECOMMENDED ACTION:
Authorize staff to publically advertise and bid for the construction of the Stormwater Wetland,
Phase 2, pending final review and approval of the bidding documents by the City Attorney.
City of Arlington
Public Works
Memo
To: Mayor Larson and City Council
From: James Kelly
cc: Kris Wallace, Eric Scott,
Date: October 25, 2010
Re: Stormwater Wetland Authority to Bid
The City of Arlington has completed the design and permitting of the Stormwater Wetland. In
addition, the first phase of the project is located on the Wastewater Treatment Plant (WWTP) site
and has been issued to the WWTP contractor (IMCO General Contractor).
The City is now ready to bid publically Phase 2 of the Stormwater Wetland project and is seeking
authority to bid this project. A summary of the engineer’s cost estimate and funding is presented
below:
ENGINEER’s ESTIMATE
Division 1 - General Requirements $ 47,150
Division 2 - Earthwork $ 319,500
Division 4 - Bases $ 38,062
Division 6 - Structures $ 109,400
Division 7 - Drainage Structures $ 30,720
Division 8 - Miscellaneous Const $ 141,695
Division 8 - Vegetation/Plantings $ 115,311
Subtotal $ 801,838
15% Contingency
TOTAL
$ 120,276
$ 922,114
FUNDING
Stormwater Implementation Grant $ 370,000
Stormwater Capacity Grant $ 70,000
Stormwater Retrofit LID Grant (pending) $ 195,000
Stormwater Utility CIP Fund $ 175,000
WWTP Fund
TOTAL
$ 112,114
$ 922,114
City of Arlington
Council Agenda Bill
AGENDA ITEM:
Consent Agenda #4
ATTACHMENT D
COUNCIL MEETING DATE:
November 1, 2010
SUBJECT:
Smokey Point Overlay Project Closeout
DEPARTMENT OF ORIGIN:
Public Works – James Kelly
ATTACHMENTS:
• Project Acceptance Letter
EXPENDITURES REQUESTED: No expenditure requested
BUDGET CATEGORY: Transportation Improvement Fund (310)
LEGAL REVIEW: N/A
DESCRIPTION: North West Asphalt has completed the Smokey Point Overlay project and staff
has drafted the project acceptance letter for Council Approval.
HISTORY On May 17, 2010 Council gave staff the authority to bid this project. In 2009 the
Stillaguamish Tribe received a $145,000 federal grant from the American Reinvestment and
Recovery Act (ARRA) for the maintenance and upgrades to Arlington roads that are listed on the
Indian Reservation Road (IRR) inventory.
The Stillaguamish and the City have jointly determined that Smokey Point Blvd. between 175th
St. and 184th St. as the IRR road in greatest need of repair. The ARRA funding is provided to the
Stillaguamish through the Federal Highways Administration (FHWA), and the Stillaguamish is
contracting with the City to perform the work. Total estimated project cost was $189,884.26;
(145,000.00 from ARRA funding and $ 44,884.26 from the Transportation Improvement Fund).
The City contracted with Northwest Asphalt to complete the work and it was satisfactorily
completed. Northwest has met its contract requirements. The final project cost was $196,483.45
which was due to a difference in material quantity estimate and actual material used.
ALTERNATIVES:
• Remand to staff for additional information
• Table pending further discussion
RECOMMENDED ACTION:
Motion to approve the Project Acceptance Letter for the Mayor’s signature for the Smokey Point
Overlay Project with a final project cost of $196,483.45.
City of Arlington
Council Agenda Bill
AGENDA ITEM:
New Business #5
ATTACHMENT E
COUNCIL MEETING DATE:
November 1, 2010
SUBJECT:
Proposed Ordinance amending Arlington
Municipal Code Chapter 3.69
DEPARTMENT OF ORIGIN:
Executive
Contact: Kristin Banfield, 360-403-3444
ATTACHMENTS:
- Proposed Ordinance Amending AMC Chapter 3.69
- AMC Chapter 3.69 with strikeouts
EXPENDITURES REQUESTED: -0-
BUDGET CATEGORY: N/A
LEGAL REVIEW: City Attorney has reviewed the proposed
changes
DESCRIPTION:
Staff is proposing additional updates to AMC Chapter 3.69 regarding the City’s Petty Cash
Fund. Staff is proposing updating the language to reflect monthly counting and reconciliation
of the petty cash fund.
HISTORY:
Title 3 of the AMC was updated last fall. The City has been updating the Arlington Municipal
Code over the course of the past year. The project should be complete and the AMC completely
updated in a searchable format by the end of 2010.
The City Council reviewed this item at the October 25, 2010 Council Workshop.
ALTERNATIVES:
Remand to staff for further revision. Council is requested to provide specific guidance should
further revision be requested.
RECOMMENDED ACTION:
I move Council approve the proposed Ordinance amending Arlington Municipal Code Chapter
3.69 relating to the City’s Petty Cash fund.
ORDINANCE NO. 2010-xxx 1
ORDINANCE NO.
2010-xxx
AN ORDINANCE OF THE CITY OF ARLINGTON, WASHINGTON
AMENDING SECTION 3.69.030 OF THE ARLINGTON MUNICIPAL
CODE RELATING TO THE CITY’S PETTY CASH FUND
WHEREAS, the City of Arlington, Washington has the authority to adopt ordinances for
the general welfare of its citizens; and
WHEREAS, certain provisions of the Arlington Municipal Code are outdated and require
revision; and
WHEREAS, the City Council of the City of Arlington has requested revisions be made to
Title 1, relating to general provisions of the Arlington Municipal Code;
NOW, THEREFORE, the City Council of the City of Arlington, Washington does hereby
ordain as follows:
Section 1. Arlington Municipal Code Section 3.69.030 is amended to read as follows:
3.69.030 Finance director/assistant finance director responsibilities
The finance director or assistant finance director shall assure that the amount in the petty
cash fund is counted and reconciled monthly by someone other than the custodian. The
finance director or assistant finance director must include the authorized amount of all
such petty cash in the city's balance sheet.
.
Section 2. Effective Date
. A summary of this Ordinance consisting of its title
shall be published in the official newspaper of the City, and shall take effect and be in full force
five (5) days after the date of publication.
PASSED by the City Council of the City of Arlington and APPROVED by the Mayor
Pro Tem this ______ day of _____________________, 2010.
CITY OF ARLINGTON
____________________________________
Steve Baker, Mayor Pro Tem
ORDINANCE NO. 2010-xxx 2
ATTEST:
___________________________________
Kristin Banfield, City Clerk
APPROVED AS TO FORM:
___________________________________
Steven J. Peiffle, City Attorney
10/20/10 1 Chapter 3.69 Petty Cash Revolving Fund
Chapter 3.69 PETTY CASH REVOLVING FUND
Sections:
3.69.010 Petty cash revolving fund created.
3.69.020 Appointment of custodian.
3.69.030 Finance director/assistant finance director responsibilities.
3.69.040 Custodian responsibilities.
3.69.050 Imprest amount set by resolution.
3.69.060 Expenditure regulations.
3.69.070 Petty cash replenishment.
3.69.080 Termination of custodian.
3.69.010 Petty cash revolving fund created.
The city council shall authorize the finance director to establish a petty cash revolving fund.
3.69.020 Appointment of custodian.
The city council authorizes the mayor to appoint a custodian of the petty cash amount. As part
of the appointment, the custodian shall render a receipt for the imprest amount to the finance
director or assistant finance director from who he/she receives it.
3.69.030 Finance director/assistant finance director responsibilities.
The finance director or assistant finance director shall assure that the amount in the petty cash
fund is periodically counted and reconciled monthly by someone other than the custodian. The
finance director or assistant finance director must include the authorized amount of all such
petty cash in the city's balance sheet. Petty cash shall always be replenished at the end of the
fiscal year so that expenses will be reflected in the proper accounting period.
3.69.040 Custodian responsibilities.
The custodian shall assure that the petty cash is kept in a safe place. At the time of
replenishment, the custodian shall ensure that the balance remaining in petty cash, together
with the amount of the replenishment voucher, equals the authorized imprest amount.
3.69.050 Imprest amount set by resolution.
The imprest amount shall be established by resolution. The imprest amount shall not exceed
one month's salary or the surety bond covering the custodian.
3.69.060 Expenditure regulations.
The fund may not be used for personal cash advances even if secured by check or other IOU's.
Expenditures shall be made under the appropriate rules and regulations to be prescribed by the
State Auditor's Office.
3.69.070 Petty cash replenishment.
10/20/10 2 Chapter 3.69 Petty Cash Revolving Fund
If petty cash is disbursed, it should be replenished at least monthly by warrant or check payable
to the custodian. The replenishment shall be subject to the same review and approval as
processed invoices. The replenishment shall be by voucher with the appropriate receipts
attached. The receipts shall show the date, recipient, purpose and amount of each cash
disbursement. These receipts shall be signed by the person receiving the money, stamps, etc.
The receipts shall be perforated or canceled by some other appropriate means to prevent
reuse. At the time of replenishment, the custodian shall ensure that the balance remaining in
petty cash, together with the amount of replenishment voucher, equals the authorized imprest
amount.
3.69.080 Termination of custodian.
Whenever an individual's appointment as custodian is terminated, the fund must be
replenished and the imprest amount turned over to the finance director or assistant finance
director.
City of Arlington
Council Agenda Bill
AGENDA ITEM:
New Business #6
ATTACHMENT F
COUNCIL MEETING DATE:
November 1, 2010
SUBJECT:
Resolution adopting a Purchasing Policy
for the City
DEPARTMENT OF ORIGIN:
Executive
Contact: Kristin Banfield, 360-403-3444
ATTACHMENTS:
Resolution adopting a Purchasing Policy for the City
Purchasing Policy
EXPENDITURES REQUESTED: -0-
BUDGET CATEGORY: N/A
LEGAL REVIEW: City Attorney provided legal advice during the
development of the policy
DESCRIPTION:
With the economic downturn, staff began reviewing all elements of the City’s budget to find
ways to save money. One of the cost savings identified in this process was to merge as much of
our routine purchasing as possible. The adoption of a formalized purchasing policy is in
response to the recognition of the need to improve the City’s budgetary and administrative
control of purchasing.
The main functions of the system are to:
1. Control purchases in order to assure their compliance with budgetary and cash flow
limitations;
2. Insure compliance with all ordinances and state statutes;
3. Insure maximum return on every dollar used for purchasing;
4. Facilitate documentation of the receipt and inspection of goods received.
Given the current economy and the state of the City’s budget, the City can no longer afford the
luxury of semi-autonomous purchasing by the various City departments.
HISTORY:
The City at one time had purchasing policies in place (adopted in 1982). The large majority of
these policies are no longer in place and need to be reinstituted.
The City Council reviewed this item at the October 25, 2010 Council Workshop and
recommended bringing forward for formal adoption.
ALTERNATIVES:
Remand to staff with specific directions to revise.
RECOMMENDED ACTION:
I move Council adopt the proposed Resolution formally adopting a Purchasing Policy for the
City.
RESOLUTION NO. 2010-XXX
RESOLUTION NO. 2010-
xxx
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARLINGTON,
WASHINGTON, APPROVING CITY OF ARLINGTON PURCHASING
PROCEDURES AND COMMITMENT AUTHORITY
WHEREAS, there have been changes in the Revised Code of Washington allowing the
City to modify its Small Works Roster and equipment purchasing bid limits; and
WHEREAS, the City has modified the Arlington Municipal Code to be consistent with
the Revised Code of Washington regarding its Small Works Roster and equipment purchasing
bid limits; and
WHEREAS, the City desires to have its purchasing procedures to be consistent with the
Arlington Municipal Code and the Revised Code of Washington; and
WHEREAS, the City desires to have its Commitment Authority (Financial Control
Policy) to be consistent with the Arlington Municipal Code and the Revised Code of
Washington.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARLINGTON,
WASHINGTON, DO HEREBY RESOLVE AS FOLLOWS:
Section 1. Purchasing Procedures Approved.
The City Council hereby approves the Purchasing Procedures (Exhibit A).
Section 2. Commitment Authority Approved.
The City Council hereby approves the Contract Authorization Summary
(Exhibit B).
APPROVED by the Mayor Pro Tem and City Council of the City of Arlington this
______ day of ___________________, 2010.
CITY OF ARLINGTON
___________________________
Steve Baker
Mayor Pro Tem
ATTEST:
_________________________________
Kristin Banfield
City Clerk
RESOLUTION NO. 2010-XXX
APPROVED AS TO FORM:
__________________________________
Steven J. Peiffle
City Attorney
Purchasing Policy 1
10-20-10
Exhibit A
CITY OF ARLINGTON
PURCHASING PROCEDURES
Sections:
I. Purpose.
II. Policy statement.
III. Definitions.
IV. General provisions.
V. Purchase of materials, supplies or equipment.
VI. Public works projects.
VII. Services.
VIII. Interlocal joint purchasing agreements.
IX. Real property acquisition.
I. Purpose.
This policy is intended to direct the purchase of goods and services at a reasonable cost, using an
open, fair, documented and competitive process whenever reasonable and possible. The integrity,
efficiency, and effectiveness of Arlington's procurement functions are critical elements of sound
government.
II. Policy statement.
A. The city desires a fair and open process for procurement of goods and services that is free
from the potential for bias and conflict of interest. In addition, the city desires consistent
and appropriate practices for solicitations and contracting. All procurements of goods and
services shall provide the city with the best quality and best value. All purchases are to be
made within budgetary limitations and for the purpose of the goals and objectives
approved in the city's budget. Any purchase made that is not within budgetary limits and
the City's commitment authority shall be pre-approved through a budget amendment
process. All purchases made by the city shall ultimately be approved by the city council
through the voucher approval process.
B. All City of Arlington departments shall make a good faith effort to purchase goods within
the city when they are available and suitable to city needs at a price that is competitive.
Departments are expected to procure goods and services that are of high quality and that
perform for their intended purpose, and to use good judgment during the procurement
process. Items will be purchased locally if they are less than $2,500 and within 10% of
the lowest price available at the time quotes are received. Items that are valued over
$2,500 will be purchased on a competitive basis.
C. The finance department is charged with developing administrative procedures to
implement this policy. Procedures should ensure the fiscal responsibility of the city in
expending resources for goods and services for city operations. The procurement
procedures of the city shall be based on guidelines provided in the Revised Code of
Washington, by the State Auditor's Office, and by Municipal Research Services Center.
Purchasing Policy 2
10-20-10
D. The purchasing procedures of this policy govern the purchase of supplies, materials and
equipment, nonprofessional and professional services, and public works contracts. These
policies establish a small works roster process to award public works contracts. The small
works roster procedures are established for use by the city, pursuant to RCW 35.23.352,
35A.40.210 and Chapter 39.04 RCW. Leases of equipment or other personal property
shall follow procedures for purchase of goods, with the aggregate of lease payments used
in lieu of purchase price. Purchase or lease of real estate, franchise agreements, and
intergovernmental or interlocal agreements will be entered into in accordance with state
law.
III. Definitions.
A. "Architectural and engineering services" means professional services rendered by any
person, other than a city employee, to perform activities within the scope of the
professional practice of architecture (Chapter 18.08 RCW), professional practice of
engineering and land surveying (Chapter 18.43 RCW), and/or professional practice of
landscape architecture (Chapter 18.96 RCW).
B. “Contract Authorization Summary” outlines the levels at which managers, directors, or
the Mayor may commit the City to a contract. Attached as Exhibit B.
C. "Formal competitive bid" is the process of advertising and receiving sealed written bids
from perspective vendors. The selection of the vendor is primarily based on the lowest
cost from a responsible vendor.
D. "Informal competitive quotes" are price quotes from vendors that are obtained using a
variety of mediums such as phone, fax, e-mail, or writing. Results must be documented.
The selection of the vendor is primarily based on the lowest cost from a responsible
vendor.
E. "Interlocal agreements" are the exercise of governmental powers in a joint or cooperative
undertaking with another public agency.
F. "Life cycle cost" means the total cost of an item to the city over its estimated useful life,
including costs of selection, acquisition, operation, maintenance, and where applicable,
disposal, as far as these costs can reasonably be determined, minus the salvage value at
the end of its estimated useful life.
G. "Nonprofessional services" are services that are purchased by the city for which the
contractor receives specific instructions and guidance from the city and does not meet the
definition of professional services, architectural and engineering services, or public works
projects. Examples include machine repair, debt collection services, temporary service
agencies, credit card services, equipment service agreements, auctioning services,
delivery services, inspections, advertising, etc.
H. "On-call contract" means a contract that is awarded with general provisions for the
services to be rendered. As services are to be rendered, specific task orders are initiated
that are to be completed by the contracting firm.
I. “Ordinary maintenance" is work not performed by contract and that is performed on a
regularly scheduled basis (e.g., daily, weekly, seasonally, semiannually, but not less
frequently than once per year), to service, check, or replace items that are not broken; or
work not performed by contract that is not regularly scheduled but is required to maintain
an asset so that repair does not become necessary.
J. “Prevailing Wage” is defined as the hourly wage, usual benefits and overtime, paid in the
largest city in each county, to the majority of workers, laborers, and mechanics. Prevailing wages
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are established, by the Department of Labor & Industries, for each trade and occupation
employed in the performance of public work. They are established separately for each county,
and are reflective of local wage conditions.
K. "Professional services" are services provided by consultants that provide highly
specialized, generally one-time expertise to solve a problem or render professional
opinions, judgments or recommendations. The labor and skill involved to perform these
types of services are predominately mental or intellectual, rather than physical or manual.
Examples include graphics design, advertising, analysis, financial expertise, accounting,
artists, attorneys, bond brokers, computer consultants, insurance brokers, economists,
planners, real estate services, etc. This term does not include architectural and
engineering services.
L. “Public work," as defined in RCW 39.04.010, means a complete project, and includes all
work, construction, alteration, repair or improvement other than ordinary maintenance,
executed at the cost of the city or which is by law a lien or charge on any city property.
Public work projects include the related materials, supplies and equipment to complete
the project. For purposes of this policy, the term “public work” may include contracts for
maintenance of city facilities or real property (i.e. janitorial services).
M. "Request for proposals (RFP)" means a process that requests interested firms to submit a
statement of their proposal for completing a project. Proposals are then evaluated based
on the idea, including originality, suitability, practicality, expertise, etc. Proposals may be
selected based on the quality of the proposal, experience, cost, and references.
N. "Request for qualifications (RFQ)" means a process that requests interested consultants to
submit a letter of interest and a statement of their qualifications. Consultants are
evaluated upon their qualifications, expertise, and references. Cost cannot be a
consideration until after a consultant has been selected at which point the price may be
negotiated.
O. "Small works roster" is a roster of qualified contractors maintained for use in a modified
formal bid process. When the contract amount for a public works project is within the
limits set forth by RCW 39.04.155, a city may follow the small works roster process for
construction of a public work or improvement as an alternative to formal competitive bid
requirements.
P. “Small Works Roster Manual for Local Goverments” is a manual prepared by the
Municipal Research & Service Center of Washington (MRSC) that contains state laws
and regulations regarding small works contracting.
IV. General provisions.
A. Federal or State Funds. When procurement involves the expenditure of state or
federal funds or grants, purchasing shall be conducted in accordance with any
applicable federal or state laws or regulations.
B. Breaking Down or Splitting Purchases. The breaking down, or splitting, of any
purchase or contracts into units of phases for the purpose of avoiding the maximum
dollar amount is prohibited.
C. Emergency Procurements. Notwithstanding any other provisions of this policy, the
mayor or designated agent may make or authorize others to make emergency
procurements of materials, supplies, equipment, or services without complying with
the requirements of this section when there exists a threat to public health, welfare, or
safety or threat to proper performance of essential functions; provided, that such
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emergency procurements shall be made with such competition as is practicable under
the circumstances. A written determination of the basis for the emergency and for the
selection of the particular contractor shall be included in the contract file. As soon as
practicable, a record of each emergency procurement shall be made and shall set forth
the contractor's name, the amount and type of the contract, and listing of the item(s)
procured under the contract, which shall be reported to the city council at the next
subsequent meeting.
D. Amendments and Change Orders.
a. Amendments or change orders to contracts, including interlocal agreements,
which result in the final contract amount in excess of purchase limits identified in
this policy may be administratively approved if the changes are:
i. Within the scope and budget of the project or purchase;
ii. Executed in writing;
iii. The amount in excess of the mayor's purchase limits, shown in Exhibit B,
will not exceed the mayor's authority for non-budgeted capital or
operating expenditures as defined in the Contract Authorization Summary
adopted by City Council or the approved project budget, whichever is
greater.
b. Contract amendments that are strictly a change in contract expiration date may be
administratively approved by the Department Director.
c. The value of all change orders will be aggregated, and when any single
amendment or combination of change orders on the same project or purchase
exceeds the limit under subsection (D)(a)(iii) of this section the change must be
approved by the city council, except:
i. For service contracts to accomplish an ongoing city program rather than a
discrete project, the aggregation of administrative change orders shall be
recalculated after each contract year; and
ii. Where the size of the contract makes it probable that administrative
change order authority will be quickly exhausted, the city council may,
upon recommendation of the mayor, extend the aggregate limits of
subsection (D)(a)(iii) of this section upon award of the particular contract.
E. Signature Authority. The Mayor may delegate his/her signature authority to other city
employees (City Administrator, Department Director, Division Manager) as deemed
appropriate.
V. Purchase of materials, supplies or equipment.
A. Purchasing Limitations. Purchase limitations apply to the cost of individual items or
the sum of the same items purchased at the same time to fulfill a specific business
need, which are not part of a public works project as defined by RCW 39.04.010 and
these policies. Cost is inclusive of sales tax, delivery charges and any related
miscellaneous charges. Limits shown and processes identified in the Commitment
Authority shall be followed when authorizing the acquisition of materials, supplies or
equipment.
a. Purchases Less Than $7,500. Purchases of materials, supplies, or equipment,
where the cost is under $7,500, do not require formal competitive quotes or
purchase orders.
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B. Exceptions to Purchasing Limitations. The mayor is authorized to allow open market
purchases without obtaining the regularly required competitive quotes or bids under
the following conditions:
a. Surplus or Distress Sale. When it is possible to procure obvious bargains through
the procurement of surplus or distress material, supplies or equipment.
b. Auctions. RCW 39.30.045 authorizes the city to acquire supplies, materials, and
equipment through an auction conducted by the United States or any agency
thereof, an agency of the state of Washington, a municipality or other government
agency, or any private part, without quotations or bids, if the items to be
purchased can be obtained at a competitive price.
c. Items for Quick Delivery. When the obtaining of competitive bids or quotations
will cause delay resulting in an appreciable loss to the city.
d. Interlocal Joint Purchasing Agreements. Materials, equipment, supplies and.
services may be purchased under RCW 39.34.080 using joint purchasing
agreements with a city, county, state or other public agency where bid
requirements of this policy have been followed by the cooperating agency in
obtaining bids.
e. Sole Source Procurement. A contract for the purchase of materials, supplies, or
equipment may be awarded without complying with the bidding requirements of
this policy when the department director determines in writing, subject to the
approval of the mayor, after conducting a good faith review of available
resources, that there is only one source of the required materials, supplies, or
equipment. The department director or his/her designee shall conduct
negotiations, as appropriate, as to price, terms, and delivery time. To comply with
RCW 39.04.020, a record of sole source procurement shall be recorded with the
County Auditor that lists each contractor's name, the amount and type of each
contract, and a listing of the item(s) procured under each contract.
f. No Bids or Quotations Received. When no bids or quotations are received in
response to an invitation to bid or request for quotations, the department director
or his/her designee is authorized to procure the required item through direct
negotiations with a vendor or to rebid as the mayor or designee deems
appropriate.
C. Informal Competitive Quotes.
a. A city representative shall make an effort to contact at least three vendors. The
number of vendors contacted may be reduced if the item being sought is only
available from a smaller number of vendors. When fewer than three quotes are
requested or if there are fewer than three replies, an explanation shall be placed in
the procurement file.
b. Whenever possible, quotes will be solicited on a lump sum or fixed unit price
basis.
c. At the time quotes are solicited, the city representative shall not inform a vendor
of any other vendor's quote.
d. A written record shall be made by the city representative of each vendor's quote
on the materials, supplies, or equipment, and of any conditions imposed on the
quote by such vendor.
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e. All of the quotes shall be collected and presented at the same time to the
appropriate designee as appropriate for consideration, determination of the lowest
responsible vendor and award of purchase.
f. Whenever there is a reason to believe that the lowest acceptable quote is not the
best price obtainable, all quotes may be rejected and the city may obtain new
quotes or enter into direct negotiations to achieve the best possible price. In this
case, the department shall document, in writing, the basis upon which the
determination was made for the award.
g. All purchases of over $2,500 will have a completed and approved Capital Outlay
Form submitted to the finance department prior to the purchase of materials,
supplies, or equipment is executed.
D. Formal Competitive Bid – Materials, Supplies, or Equipment over $7,500
a. General. Unless otherwise specifically approved by the city council, all contracts
relating to the purchase of materials, equipment, or supplies shall be in
accordance with the Commitment Authority.
b. Invitation for Bids. An invitation for bids shall be issued which shall include the
specifications and the contractual terms and conditions applicable to the
procurement.
c. Public Notice. Public notice of the invitation for bids shall be published at least
once in a newspaper of general circulation within the city, not less than 13
calendar days prior to the date set forth therein for the opening of bids, unless for
good cause shown, the city council authorizes a different period of time. The
public notice shall state the date and time of bid opening. Bids not received by the
date and time stated for bid opening will not be accepted or considered.
d. Bid Opening. Bids shall be opened publicly and recorded at the time and place
designated in the invitation for bids.
e. Withdrawal of Bids - Cancellation of Awards. Bids may be modified or the bid
may be withdrawn by written notice received in the office designated in the
invitation for bids prior to the time set for opening. After bid opening, withdrawal
of bids shall be permitted only to the extent that the bidder can show by clear and
convincing evidence presented in a sworn affidavit or declaration submitted no
later than 5:00 p.m. on the first business day after bid opening, that a clerical
mistake was made and not a mistake in judgment, and the bid price actually
intended. All decisions to permit the withdrawal of bids after bid opening, or to
cancel awards or contracts based on bid mistakes, shall be made by the mayor
after consulting with legal counsel.
f. Award. The City Council shall award purchases for amounts greater than or equal
to the limits as identified in the Commitment Authority. The award of bid shall be
made to the lowest responsible bidder whose bid meets the specifications and
evaluation criteria set forth in the invitation for bids. The city may reject all bids
at its discretion.
g. All purchases of over $2,500 will have a completed and approved Capital Outlay
Form submitted to the finance department prior to the purchase of materials,
supplies, or equipment.
E. Lowest Responsible Vendor. The following factors, in addition to price, may be taken
into account by the city in determining the lowest responsible vendor; these criteria
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shall also apply in selecting products or services either offered with, or associated
indirectly with, City programs or facilities:
a. Any preferences provided by law to local products and vendors;
b. The ability, capacity, and skill of the vendor to perform the contract;
c. The character, integrity, reputation, judgment, experience, and efficiency of the
vendor;
d. Whether the vendor can perform the contract within the time specified;
e. The quality of performance of previous contracts or services;
f. The previous and existing compliance by the vendor with laws relating to the
contract;
g. Such other information as may be secured having a bearing on the decision to
award the contract.
F. Life Cycle Costing. In considering the purchase of materials, equipment, supplies,
whenever there is a reason to believe that applying the "life cycle costing" method of
quote evaluation would result in the lowest total cost to the city, first consideration
shall be given to purchases with the lowest life cycle cost which complies with the
specifications.
G. Recycled Products. The city shall also seek to maximize purchase of products using
recycled materials and products suitable for recycling, unless the purchase will result
in an unreasonable increase in price or degradation of quality or performance over
comparable products.
VI. Public works projects.
A. Purchasing Procedures. Procedures for any public work or improvement shall be
governed by RCW 35.23.352. At such time as the City’s population exceeds twenty
thousand, purchases shall be governed by RCW 35.22.620.(RCW 35A.40.210) Cost
for a public works project includes all amounts paid for materials, supplies,
equipment, and labor on the construction of that project which is inclusive of sales
tax, unless exempted by law.
B. Purchasing Limitations. The mayor may authorize the purchase and execution of
public works projects equal to or less than the dollar threshold for small works
projects as provided under RCW 39.04.155 as amended.
C. Competitive Bids. "Craft" or "trade" means a recognized construction trade or
occupation for which minimum wage categories are established by the Department of
Labor and Industries of the State of Washington in the locality of the city's projects or
purchases.
a. Projects for single craft or multiple crafts with a reasonably anticipated price
equal to or less than the dollar thresholds as provided under RCW 35.23.352, as
amended, do not require the use of competitive quotes or bids.. All purchases
require an executed contract.
b. Projects for single craft or multiple crafts with a reasonably anticipated price
higher than the dollar thresholds as provided under RCW 35.23.352, as amended,
up to the limits set forth by RCW 39.04.155 as amended shall either use the small
works roster or a formal competitive bid procurement process. All purchases
require an executed contract.
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c. Projects with a cost in excess of the maximum dollar threshold as provided in
RCW 35.23.352, as amended, require a formal competitive bid process. The city
council shall authorize these purchases and provide authority for the mayor to
execute the related contract. All purchases require an executed contract.
D. Small Works Roster. There is established for the city of Arlington a small works
roster contract award process for accomplishment of public works projects with an
estimated value threshold as provided under RCW 39.04.155, as amended. The city
may create a single small works roster, or may create small works rosters for different
categories of anticipated work.
a. Roster List. The Public Works department shall establish the small works roster
or rosters which shall consist of all responsible contractors who have requested to
be on the list, and where required by law, are properly licensed or registered to
perform such work in the state of Washington.
b. Publication. At least once a year, the city shall publish in a newspaper of general
circulation within the city the notice of the existence of the roster or rosters and
solicit the names of contractors for such roster or rosters. Responsible contractors
shall be added to an appropriate roster or rosters at any time that they submit a
written request and necessary records. The city may require master contracts to be
signed that become effective when a specific award is made using a small works
roster. An interlocal contract or agreement between the city of Arlington and
other local governments establishing a small works roster or rosters to be used by
the parties to the agreement or contract must clearly identify the lead entity that is
responsible for implementing the small works roster provisions.
c. Prequalification and Appeal. Any contractor whose request to be on the list has
been denied may appeal, within 10 days after the denial by the Public Works
department to the mayor, and the mayor will make a decision within 30 days of
the notice of appeal. Any contractor whose appeal to be on the list has been
denied by the mayor may appeal, within 10 days after the denial by the mayor, to
the city council, and the city council shall hold a hearing on the issue and make a
decision within 45 days of the notice of appeal. A denial that is not appealed or
that is appealed and results in a final decision against the contractor prevents the
contractor from applying to be on the list for a period of one year from the initial
application.
d. Process. Whenever work that has received city council approval in the current
budget, or otherwise been approved by the city council, is sought to be
accomplished using a small works roster, a city representative shall obtain
telephone, written or electronic quotations from contractors on the appropriate
small works roster to assure that a competitive price is established and to award
contracts to the lowest responsible bidder as follows:
i. A contract awarded from a small works roster need not be advertised.
Invitations for quotations shall include an estimate of the scope and nature
of the work to be performed as well as materials and equipment to be
furnished. However, detailed plans and specifications need not be included
in the invitation. This paragraph does not eliminate other requirements for
architectural or engineering approvals as to quality and compliance with
building codes.
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ii. Quotations may be invited from all appropriate contractors on the
appropriate small works roster. As an alternative, quotations may be
invited from at least five contractors on the appropriate small works roster
who have indicated the capability of performing the kind of work being
contracted, in a manner that will equitably distribute the opportunity
among the contractors on the appropriate roster. If the estimated cost of
the work is $200,000 or more but less than or equal to the dollar threshold
for small works projects as provided under RCW 39.04.155, as amended,
the city may choose to solicit bids from less than all the appropriate
contractors on the appropriate small works roster but must also notify the
remaining contractors on the appropriate small works roster that
quotations on the work are being sought. The city has the sole option of
determining whether this notice to the remaining contractors is made by:
1. Publishing notice in a legal newspaper in general circulation in the
area where the work is to be done;
2. Mailing a notice to these contractors; or
3. Sending a notice to these contractors by facsimile or other
electronic means.
iii. For purposes of this policy, "equitably distribute" means that the city may
not favor certain contractors on the appropriate small works roster over
other contractors on the appropriate small works roster who perform
similar services. At the time bids are solicited, the city representative shall
not inform a contractor of the terms or amount of any other contractor's
bid for the same project.
iv. A written record shall be made by the project manager of each contractor's
bid on the project and of any conditions imposed on the bid. Immediately
after an award is made, the bid quotations obtained shall be recorded, open
to public inspection, and available by telephone inquiry.
v. At least once every year a list of the contracts awarded under this process
are to be furnished to the city council and made available to the general
public. The list shall contain the name of the contractor or vendor awarded
the contract, the amount of the contract, a brief description of the type of
work performed or items purchased under the contract, and the date it was
awarded. The list shall also state the location where the bid quotations for
these contracts are available for public inspection.
E. Determining Lowest Responsible Bidder. Where bidders have not been prequalified,
the city shall award the contract for the public works project to the lowest responsible
bidder; provided, all bids may be rejected and the city may call for new bids.
F. Cancellation of Invitations for Quotations or Bids. An invitation for quotations or
bids may be canceled at the discretion of the department director. The reasons shall
be made part of the contract file. Each invitation for quotations or bids issued by the
city shall state that the invitation may be canceled. Notice of cancellation shall be sent
to all parties that have been provided with a copy of the invitation. The notice shall
identify the invitation for quotations or bids and state briefly the reasons for
cancellation.
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G. Limited Public Works Process. The city may use the limited public works process to
award public works projects as provided under RCW 39.04.155, as amended.
H. Formal Competitive Bid. For public works not using a small works roster, the formal
competitive bid process, as defined by RCW, shall be used.
I. Bid Deposit, Performance Bond and Noncollusion Affdavit for Public Works
Improvement Projects. Whenever competitive quotes or bids are required, a bidder
may be required make a deposit in the form of a certified check or bid bond in an
amount equal to not less than five percent of the total bid, which percentage shall be
specified in the call for bids. As part of any bid submitted, the bidder shall be required
to warrant that the bid is a genuine bid, and that he/she has not entered into collusion
with any other bidder or any other person. All public works contractors shall furnish a
performance bond in an amount equal to the total amount of the contract and an
executed and notarized noncollusion affdavit on a form approved by the city attorney.
In lieu of a performance bond on contracts of $35,000 or less, per RCW 39.08.010, a
contractor may choose to have 50 percent of the contract retained for a period of 30
days after the date of final acceptance.
VII. Contracts and Agreements for Services.
A. Purchasing Limitations. Purchase limitations apply to the cost related to the
acquisition of services to fill a specific business need. Cost is inclusive of any
required sales tax and related expenses.
i. All initial agreements with governmental agencies require council approval;
annual renewal or extension of existing contracts and agreements require the
mayor's approval.
ii. Contracts and Agreements under $20,000 can be executed by department
directors or designee; and contracts/agreements above $20,000 can be
executed by the Mayor or designee.
B. On-Call Service Contracts. On-call service contracts will be procured with the
processes identified in subsection C below. Individual task orders of on-call service
contracts shall not exceed $50,000.
C. Process.
i. Architectural, Landscape Architectural, and Engineering Services Contracts.
Procedures set forth in Chapter 39.80 RCW shall be followed for contracts for
architectural and engineering services, as defined in RCW 39.80.020.
1. Roster. Annually the city will publish in advance the anticipated city's
requirements for architectural, landscape architectural, and engineering
services and its acceptance of statements of qualifications for
contractors interested in providing these services.
2. Contracts Less Than $100,000. Contracts that have an estimated cost
of less than $100,000 can be procured using an informal request for
qualification process. This process requires the city representative to
develop a written scope of the project and any criteria used to select
the service provider and then select a qualified contractor from the
city's architectural, landscape architectural, and engineering service
roster. If the city representative does not choose to use the appropriate
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roster, then a formal request for qualification process must be
followed.
3. Contracts Greater Than $100,000. Contracts that have an estimated
cost in excess of $100,000 must use a formal request for qualification
(RFQ) process. The development of an RFQ along with the proper
public notification shall be made in accordance with procedures
adopted by the finance department in the best interest of the city;
provided, however, that the mayor may in the following circumstances
waive the RFQ process for contracts greater than $100,000, and allow
the acquisition of services from the city's architectural, landscape
architectural and engineering services roster:
a. It is deemed in the best interest of the city to expedite the
acquisition of services; or
b. It can be demonstrated that there are sufficient consultants on
the roster that possess the required qualifications to perform the
scope of work; or
c. A consultant on the city's roster has previously provided
satisfactory service to the city, has previously provided
services related to the specific project, and has the
qualifications to perform the scope of work.
4. Contract Required. A contract is required to purchase architectural,
landscape architectural, and engineering services.
ii. Professional and Nonprofessional Services (Services which are not
Architectural, Landscape Architectural, and Engineering Services).
1. Contracts Less Than $100,000. Contracts that have an estimated cost
of less than $100,000 can be procured using an informal request for
proposal process. This process requires the city representative to
develop a written scope of the project and any criteria used to select
the service provider. The city representative will use this information
when selecting the contractor to provide the services. Multiple
proposals are optional and at the discretion of the department director.
If multiple proposals are used to make a selection, a standard process
must be used for obtaining all proposals.
2. Contracts in Excess of $100,000. Contracts that have an estimated cost
in excess of $100,000 shall be procured using a formal request for
proposal (RFP) process. The development of an RFP along with the
proper public notification shall be made in accordance with procedures
adopted by the finance department in the best interest of the city.
3. Contract Required. A contract is required to purchase professional and
nonprofessional services.
D. Sole Source Procurement. A contract for the provision of services may be awarded
without complying with the bidding requirements of this policy when the department
director determines in writing, subject to the approval of the mayor, after conducting
a good faith review of available resources, that there is only one source of the
required materials, supplies, or equipment. The department director or his/her
designee shall conduct negotiations, as appropriate, as to price, terms, and delivery
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time. To comply with RCW 39.04.020, a record of sole source procurement shall be
recorded with the County Auditor that lists each contractor's name, the amount and
type of each contract, and a listing of the item(s) procured under each contract.
VIII. Interlocal joint purchasing agreements.
A. Cooperative Purchasing. The city may enter into interlocal governmental cooperative
purchasing arrangements with other public agencies similarly authorized under RCW
39.34.030 when the best interests of the city of Arlington would be served thereby.
Any cooperative purchasing agreement shall set forth fully the purposes, powers,
rights, objectives and responsibilities of the contracting parties and shall be governed
by the requirements of state law in regard to competitive bidding, when applicable.
The competitive bid process of the original jurisdiction shall substitute for
Arlington's. All interlocal joint purchasing agreements shall be presented to the city
council for prior approval.
IX. Real property acquisition.
A. Real Property - Mayor's Acquisition Authority. The mayor or designee is authorized,
in the following instances, to accept by gift or acquire dedications, easements, rights-
of-way, fee estates or other interests in real property for use by or on behalf of the city
or any department of the city:
i. Minor Acquisitions. Any such acquisition where the estimated value is less
than $10,000.
ii. All other real property acquisitions will be submitted to the council for
approval.
B. Real Property Mayor's Leasing Authority.
i. The mayor or designee is authorized to execute leases of real property on
behalf of the city where the term of the lease does not exceed one year and the
consideration does not exceed $10,000 per year as budgeted by the council.
ii. A lease that exceeds the limits stated in subsection (B)(i) of this section, shall
be submitted to the council for approval.
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City of Arlington
Council Agenda Bill
AGENDA ITEM:
Public Hearing #1
ATTACHMENT G
COUNCIL MEETING DATE:
November 1 , 2010
SUBJECT: Public Hearing - Proposed Stormwater
Rate Increase
DEPARTMENT OF ORIGIN:
Public Works – Utilities Division
James Kelly
ATTACHMENTS:
- Stormwater Rate Memo
EXPENDITURES REQUESTED: No expenditure
BUDGET CATEGORY: N/A
LEGAL REVIEW: Pending Final Review by City Attorney
DESCRIPTION: The City of Arlington, having recently completed an update to the Stormwater
Comprehensive Plan, needs to increase Stormwater Utility rates to fund needed Stormwater
programs and capital improvement activities.
HISTORY: – In 2005 the City established the Stormwater Utility charged with implementing the
requirements of the City’s Stormwater Management Plan and the requirements of the soon to be
issued NPDES Phase 2 stormwater permit (issued Feb 2007).
In 2006 the City began charging a Stormwater Utility rate of $3.45 per month for a single family
residence. This is a flat rate and until August 2010, there was no utility tax applied to this rate.
Other property types pay a rate based on the amount of impervious surface area is on their
property.
The 2007 state implemented NPDES Phase 2 Permit has place a great deal of responsibility on the
Stormwater Utility – all activities are designed to improve water quality. The financial
requirements of implementing the NPDES Phase 2 permit have outpaced the revenue the
Stormwater Utility generates from the current monthly rate and a rate increase is needed.
ALTERNATIVES:
- Remand to staff for additional financial analysis
- Reject the proposed rate increase
RECOMMENDED ACTION:
No action requested - continue public hearing.
City of Arlington
Public Works
Memo
To: Mayor Larson, City Council
From: James Kelly
cc: Allen Johnson
Date: October 11, 2010
Re: Recommended Stormwater Utility Rate Increase
The recently completed Stormwater Comprehensive Plan is an update to the City’s Final Draft
Stormwater Management Plan (Barrett Consulting Group 1995). The update presents current
conditions of the stormwater infrastructure in the city and Urban Growth Area, identifies regulatory
issues and challenges facing the Stormwater Utility, presents a capital improvement program for
continued/improved stormwater management, and a includes financial analysis weighing stormwater
management responsibilities against stormwater revenues.
The financial analysis showed that the Stormwater Utility cannot function at the current $3.45/month
stormwater utility rate. The needed stormwater capital improvement projects, coupled with the
increased regulatory requirements on the Stormwater Utility, can only be completed with an increase to
the current stormwater utility rate. This memorandum summarizes the proposed rate increase.
Stormwater Utility Operations – As the state’s clean water requirements focused on stormwater, the
City appropriately responded to meet the new stormwater challenge. Some important dates and
milestones for the Stormwater Utility:
- 2005 the City created the Stormwater Utility;
- 2006 the City established a stormwater monthly rate of $3.45 per Equivalent Surface Area
(ESU) to fund the Stormwater Utility (an ESU - equal to a single family residential
property or 6,000 square feet of impervious surface area for non-residential properties).
- 2007 the City was issued an NPDES, Phase 2 stormwater permit; and in
- 2008 the City hired a Stormwater Technician to coordinate the maintenance and regulatory
requirements of the NPDES permit.
The “Operation” of the Stormwater Utility encompasses many aspects of stormwater management;
these include cleaning of City storm systems (in-house staff), inspection of public and private
stormwater treatment systems, capital repair and improvement planning, stormwater utility billing, and
education/outreach.
Page 2
The NPDES, Phase 2 stormwater permit is being phased in over a 5-year period; each year additional
requirements are placed on the City to control and manage stormwater, these additional requirements
place a personnel and financial strain on the Stormwater Utility.
The Stormwater Comprehensive Plan’s financial analysis included an extended outlook of the operating
expenses necessary to meet the NPDES Phase II requirements, to fund the pay off of existing debt, and
to fund a share of Utility Administration (currently funded by water and sewer). A summary of the
extended financial outlook is presented below:
Stormwater Capital Improvement Projects - The Stormwater Comprehensive Plan identified
approximately $17,674,000 of capital improvements and programs to upgrade the City’s storm
infrastructure system; this is an unachievable effort to accomplish in the next six years. The City did
develop a capital improvement scenario that is a reasonable alternative to make progress toward solving
the City’s stormwater issues over the next six years and requires an investment of approximately $1.9
million. Added to the Storm Utility’s M&O expense, total Stormwater Utility expenditures will
continue to escalate over the next six years.
EST. STORM EXPENSE - WITH CAPITAL BUILD-UP PROGRAM
-
200,000
400,000
600,000
800,000
1,000,000
2007 2008 2009 2010 2011 2012 2013 2014 2015
Xfer to Storm Improv. for CIP
Existing Loan (Prog. Devel. to w tr)
Storm M&O Expense
Page 3
Proposed Rate Increase - The current stormwater charge was set in 2006 at $3.45 per ESU; until
August 2010 there was no City Utility Tax levied on this rate. The below table presents two rate
increase scenarios, including City Utility Tax, that will meet the Stormwater Utility’s financial need for
the next six years:
2010 2011 2012 2013 2014
Scenario 1 $ 3.45 $ 6.30 CPI CPI CPI
Scenario 2 $ 3.45 $ 4.67 $ 5.72 $ 6.77 CPI
Rate Comparison (Benchmarking) – While it is nice to know what other jurisdictions are charging
for their Stormwater Services; it is important to remember that each jurisdiction may have other factors
impacting the monthly rate, such as program scope and organization, need for major improvements,
size of customer base, etc.
The monthly rates compared in the below table were taken from information provided on the websites
in February 2010. These rates are for a single family residence and do not include any taxes that are
added on the bills.
Jurisdiction
Monthly
Storm Rate
Duvall $16.92
Stanwood $12.25
Everett $11.60
Monroe $10.50
Sno. Co. - Arlington UGA $10.17
Marysville $10.00
Snohomish $9.52
Lake Stevens $8.67
Unincorp. Sno. Co. $7.50
Sultan $6.75
Burlington $6.07
Mt. Vernon $6.05
Arlington - Proposed $6.00
Arlington – Existing $3.45
City of Arlington
Council Agenda Bill
AGENDA ITEM:
New Business #1
ATTACHMENT I
COUNCIL MEETING DATE:
November 1, 2010
SUBJECT:
Proposed Resolution Setting Public Hearing
for Thompson Annexation (File No.
PLN20100015)
DEPARTMENT OF ORIGIN:
Community Development
ATTACHMENTS:
1. Aerial map of proposed annexation
2. Proposed Resolution setting a date for a public hearing for the proposed Thompson
Annexation for November 15, 2010
EXPENDITURES REQUESTED: N/A
BUDGET CATEGORY: N/A
LEGAL REVIEW: Steve Peiffle
DESCRIPTION:
This is a request to set the public hearing for November 15, 2010 for annexation of
approximately 14.04 acres located on the northeast corner of 172nd Street NE/SR 531 and SR 9.
The property is within the City Urban Growth Area, and the current City limits abut the
proposed annexation area on the west. The City’s Comprehensive Plan designates the area as
General Commercial, and the zoning map pre-zones this area as General Commercial.
HISTORY:
Jim Thompson submitted an application for annexation/Annexation 10% Petition form on June
14, 2010. On July 12, 2010 Council approved the 10% Petition to Annex. Since that time, staff
has worked with the applicant and the County to determine the amount of right-of-way to
include in the proposed annexation. The attached aerial shows the current area proposed for
annexation. By law, the Council must set the public hearing date for an annexation.
City of Arlington
Council Agenda Bill
ALTERNATIVES:
1. Adopt the proposed Resolution, setting the date for a public hearing on the proposed
Thompson Annexation for November 15, 2010.
2. Amend the proposed Resolution, and set a different date for a public hearing on the
Thompson Annexation.
3. Reject the proposed Resolution.
RECOMMENDED ACTION:
Approve the Resolution, setting the public hearing for the Thompson Annexation (File No.
PLN20100015) for November 15, 2010.
RESOLUTION NO.________
A RESOLUTION ESTABLISHING A PUBLIC HEARING DATE FOR
THE THOMPSON ANNEXATION
WHEREAS, the proponents of the annexation commonly known as the
Thompson Annexation were authorized to circulate a 60% petition regarding the
annexation; and
WHEREAS, the proponents have returned the 60% petition to the City as
required by law; and
WHEREAS, the City Council is required by law to schedule a public
hearing on the petition;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF ARLINGTON, WASHINGTON, AS FOLLOWS:
1. The public hearing on the proposed Thompson Annexation shall be
scheduled before the City Council at its regular meeting at 7 p.m. on the 15th day of
November, 2010.
APPROVED BY THE CITY COUNCIL of the City of Arlington this 1st day
of November, 2010.
_______________________________
Margaret Larson, Mayor
Attest:
__________________________
Kristin Banfield, City Clerk
Approved as to form:
__________________________
Steven J. Peiffle, City Attorney
Community Development
City Council Agenda Bill
AGENDA ITEM:
New Business #2
ATTACHMENT J
COUNCIL MEETING DATE:
November 1, 2010
SUBJECT:
Proposed Resolution Setting Public Hearing
for Hilltop Sports Annexation (File No.
PLN20100004)
DEPARTMENT OF ORIGIN:
Community Development
David Kuhl
ATTACHMENTS:
1. Proposed Resolution setting the date for a public hearing on the proposed Hilltop Sports
Annexation for November 15, 2010.
2. Aerial map of proposed annexation
EXPENDITURES REQUESTED: N/A
BUDGET CATEGORY: N/A
LEGAL REVIEW: Steve Peiffle
DESCRIPTION:
This is a request to set the public hearing for November 15, 2010 for annexation of
approximately 26.12 acres located on the southwest corner of 172nd Street NE/SR 531 and SR 9.
The property is within the City Urban Growth Area, and the current City limits abut the
proposed annexation area on the north. The City’s Comprehensive Plan designates the area as
General Commercial, and the zoning map pre-zones this area as General Commercial.
HISTORY:
Thomas Barry on behalf of S. Jay Lee and Hilltop Sports, LLC, submitted an application for
annexation/Annexation 10% Petition form on February 17, 2010. On April 5, 2010 Council
approved the 10% Petition to Annex. Since that time, staff has worked with the County and the
applicant to determine the amount of right-of-way to annex on 172nd and on SR 9. In addition,
one additional signature was requested by the County to complete the 60% Petition. The
attached aerial shows the current area proposed for annexation. By law, the Council must set
the public hearing date for an annexation.
ALTERNATIVES:
1. Adopt the proposed Resolution, setting the date for a public hearing on the proposed
Hilltop Sports Annexation for November 15, 2010.
2. Amend the proposed Resolution, and set a different date for a public hearing on the Hilltop
Sports Annexation.
3. Reject the proposed Resolution.
RECOMMENDED ACTION:
Approve the Resolution, setting the public hearing for the Hilltop Sports Annexation (File No.
PLN20100004) for November 15, 2010.
RESOLUTION NO.________
A RESOLUTION ESTABLISHING A PUBLIC HEARING DATE FOR
THE HILLTOP SPORTS ANNEXATION
WHEREAS, the proponents of the annexation commonly known as the
Hilltop Sports Annexation were authorized to circulate a 60% petition regarding the
annexation; and
WHEREAS, the proponents have returned the 60% petition to the City as
required by law; and
WHEREAS, the City Council is required by law to schedule a public
hearing on the petition;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF ARLINGTON, WASHINGTON, AS FOLLOWS:
1. The public hearing on the proposed Hilltop Sports Annexation shall be
scheduled before the City Council at its regular meeting at 7 p.m. on the 15th day of
November, 2010.
APPROVED BY THE CITY COUNCIL of the City of Arlington this 1st day
of November, 2010.
_______________________________
Margaret Larson, Mayor
Attest:
__________________________
Kristin Banfield, City Clerk
Approved as to form:
__________________________
Steven J. Peiffle, City Attorney
City of Arlington
Council Agenda Bill
AGENDA ITEM:
New Business #3
ATTACHMENT K
COUNCIL MEETING DATE:
November 1, 2010
SUBJECT: Declaring the buildings on the
Grow and Cornehl property as surplus
DEPARTMENT OF ORIGIN:
Airport
Rob Putnam, Airport Manager
ATTACHMENTS: Photos of buildings
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION: The Airport currently owns multiple buildings within the current and
future Runway Protection Zone (RPZ) on the former Grow and Cornehl properties. The
FAA requires the structures to be removed from both the current and future RPZ’s. The
Airport Commission would like the City Council to declare the buildings as surplus so
Airport Staff can start the process to dispose of them.
HISTORY: The FAA funded the purchase of the Grow property and the RPZ portion of
the Cornehl property. A requirement of FAA funded property purchases is that all
buildings be removed from the property. No buildings are allowed to penetrate the
RPZ. Currently the barn on the Cornehl property is inside the RPZ. The buildings on
the Grow property, if still standing, will be within the future RPZ. Having the
buildings declared surplus needs to be done prior to Staff being able to have them
removed. Once the City Council declares the structures surplus, Airport Staff will
solicit offers for the buildings via want ads. The Fire Department will be using the
Grow house for training and burning it down in the winter.
ALTERNATIVES: Approve the Commission’s recommendation with modifications
Table Commission’s recommendation
Deny Commission’s recommendation
RECOMMENDED ACTION: The Airport Commission recommends the City Council
declare the Grow and Cornehl property structures as surplus.
SURPLUS BUILDINGS
Cornehl Property: Barn
Grow Property: House
Grow Property: Sheds
Grow Property: Shop